None.

Councillors made no declarations of interest at this meeting.

ResolvedthattheminutesoftheCharityCommitteemeetingheldon 19 March 2018beapprovedandsignedbytheChairasacorrectrecordofthemeetingsubjecttotheamendment of Item 30, delete the words ‘without burdening artists with community involvement’.

The Marketing and Major Projects Manager presented the report of the Assistant Director for Regeneration and Culture on the options for 2018 cycle hire and deck chair provision based at Pelham beach on behalf of the Foreshore Trust for the benefit and enjoyment of her majesty’s citizens.

Three proposals for deckchair provision and cycle hire were presented:

a)    The resort Service proposal is a continuation of the peak time only operation applied in 2017, with the inclusion of deckchair provision and additional staffing to enable effective implementation of the service.

The projected income is £2,800. Therefore a projected £3,832 subsidy is

proposed from Foreshore Trust should expected income be achieved.

However we recommend up to £5,000 be budgeted for in case of bad

weather affecting income levels.

b)    The Active Hastings Model is a new proposal, whereby Active Hastings staff operate the service for the peak summer period, including deckchair provision.  In addition they plan development of the service in line with their objectives, geared around engagement with their key target audience and enhancing the existing Leisure and Play offer of the seafront.

The forecasted income is £4,000. Therefore a projected £4,910 subsidy is proposed from Foreshore Trust should expected income be achieved.

However we recommend up to £7,000 be budgeted for in case bad

weather affects income levels.

c)    Alternatively, the Foreshore Trust agrees to proceed without cycle hire and deckchair provision for 2018 as a zero cost option.

Councillor Batsford queried the profitability of other bike hire services.The Marketing and Major Projects Manager explained that other cycle hire services included cycle repairs. 

The Coastal Users Group had been consulted and were in support of the service.

The Protector sought clarification on costings if there was no income.  The Assistant Director Regeneration and Culture, Economic Development Manager, confirmed £7,000 had been budgeted for in case bad weather effects income.  Costs had been based on no income (eg raining every day) and pure staffing.

Councillor Rogersproposed approval of the recommendations to the report for the enhanced Active Hastings model, which wasseconded byCouncillor Batsford.

RESOLVED(unanimously)that:

1.   That the Foreshore Trust agrees to the allocation of funding for service provision for 2018 as outlined in the appended proposed business models document; through an enhanced Active Hastings model at a projected cost of up to £7,000.

2.   That a further report is brought to Charity Committee after the season to review services provision to date and outline future operational options for 2019.

Thereason for this decisionwas:

There is continuing demand for both cycle and deckchair hire during peak season, but little demand for this service outside of those times other than ad-hoc group bookings.

Experience gained from previous year’s operation has shown that in order to continue to provide cycle hire benefiting users of the foreshore, a level of subsidy will be required as minimum staffing costs exceed income.

The options presented include a continuation of the previous level of service, or an enhanced  ...  view the full minutes text for item 37.

The Marketing and Major Projects Manager presented a report to update the charity committee on the White Rock Fountain project following the public consultation and structural survey and to present the final concept design and revised budget for approval.

The Coastal Users Group had been consulted and supported the design.

The Protector questioned what would not be accomplished in order to accommodate the project. The Marketing and Major Projects Manager said that Coastal Community Funding is part of a wider package to enhance the area of the town and to encourage people to visit.  For example to improve the Source Underground Park and White Rock Trinity.

Councillor Rogersproposed approval of the recommendations to the report, which was secondedbyCouncillor Batsford.

RESOLVED(unanimously)that:

1.   Agree to proceed with the final concept design as set out in Appendix 1.

2.   To agree to use identified Foreshore Trust funding to financially support this project, including an additional £90,000 capital funding, a total Foreshore Trust contribution of £175,000.

Thereason for this decisionwas:

The concept designs have been positively received by stakeholders and the public.

The concept design complements the aims of the Coastal Communities Fund 4 (‘CCF4’) programme to develop the White Rock area as a destination.

Proceeding with the final concept design will ensure a higher quality, longer lasting public asset that meets the objectives of the project.

The installation will add a new high quality asset to the Foreshore Trust’s portfolio and will create additional enjoyment for users of the Trust’s land.

The White Rock Fountain Project is CCF4 and Foreshore Trust funded and needs to be completed by December 2019.

The Assistant Director, Environment & Place, presented a report to request match funding for a European Maritime and Fisheries Fund (EMFF) funding to replace the existing RNLI Barrier and the East Hastings Sea Angling gate with two new electronic gate systems.

The Coastal Users Group had been consulted and were in full support of the project to replace the barriers.

Councillor Batsfordproposed approval of the recommendations to the report, which was secondedbyCouncillor Rogers.

RESOLVED(unanimously)that approval is given to an initial spend from the Foreshore Trust account of £25,128.52. The EMFF will refund 75% of this which will mean an outcome spend of £6,282.13.

Thereason for this decisionwas:

It has been known for some time that the lifeboat barrier needs replacing, it is often faulty, the electrical box is corroded and we are not able to obtain new fobs that can be programmed onto the current system. These fobs themselves are also extremely expensive.

The barrier is included in the Foreshore Action Plan as needing to be replaced, the original estimated cost is around £5000 but this is an estimate and would not include a new fob system.

This is an excellent opportunity to make use of EMFF funding to not only replace a faulty barrier but also add another which will improve security to the area and control the number of vehicles using the Blue[KC1]  Stade area as a parking place.

By changing the fob system to a Paxton System, new fobs can be purchased cheaply, lost fobs can be deactivated, and it can be recorded who is passing through the barriers and at what time which adds to the security of the area.

The Assistant Director, Environment & Place, presented a report to request approval to go ahead with an application to the European Maritime and Fisheries Fund (EMFF) for a feasibility study into the congestion issues at Rock a Nore Car Park requiring a funding contribution, and to increase the current budget provided by the Foreshore Trust for the Seasonal Car Park Stackers.

It is proposed to increase the budget for the car park stackers from £10,000 to £12,000 for the Easter bank holiday (22 March at the earliest) to assist traffic parking in Rock-A-Nore and to make an application for EMFF funding to fund a professional study to provide solutions to the problems around the car park.  The study will cost in the region of £20,000.  If successful, match funding for £5,000 would need to be approved as well as an initial outlay of £20,000.  EMFF will refund £15,000 of the cost.

The Coastal Users Group had been consulted and were in support of the application.

Councillor Rogersproposed approval of the recommendations to the report, which was secondedbyCouncillorBatsford.

RESOLVED(unanimously)that:

1.   That the Foreshore Trust annual budget for the seasonal car park stackers is increased by £2,000 per annum (from £10,000 per annum to £12,000) with effect from 2019/20.

2.   That a total budget of up to £30,000 is approved for the feasibility study described in the report, and that the Foreshore Trust will fund 25% of the costs of the study up to a maximum of £7,500.

Thereason for this decisionwas:

The seasonal car park stackers perform an important role, it makes sense that for only a modest increase in budget, the role is also available for what is often one of the busiest bank holiday weekends of the year.

Although the seasonal stackers are not a total answer to the congestion issues, they make an essential contribution. If they are not present, the council is often subject to serious criticism in the local media.

Regarding the feasibility study there are lots of theories as to what causes the congestion at these peak times. These range from the car park lay out, the sequencing of the traffic lights at the end of the road, the effect of the pedestrian crossings at this junction and the number of traffic signals all along the A259. What is not in doubt is the serious impact for the visitors trying to park or drive away from the car park, which in turn has an impact on the local economy.

This is an opportunity to fund an expert analysis of the problem, which will identify potential solutions to the very serious problems affecting this part of the Old Town on busy Summer weekends.

The Principal Solicitor,presented the report of the Chief Legal Officer and Monitoring Officer, to appoint a new member of the Grants Advisory Panel.

The Principal Solicitor advised that three applicants had applied and were interviewed on 29^th November 2017. The Chair of GAP, Andrew Colquhoun and Councillor Beaney, Chair of the Charity Committee were present at the interviews.  The successful candidate was Sarah Coop.  The appointment will be for a period of three years.

Councillor Batsfordproposedapproval of the report, which was seconded by Councillor Rogers.

RESOLVED(unanimously)to appoint Sarah Coop to the Grants Advisory Panel with immediate effect for a period of three years

Thereasons for this decisionwere:

The membership of the Grants Advisory Panel is now seven due to a member recently resigning. The assessment of grant applications takes very soon.  As two members assess the same applications it is helpful to have an even number of members.

The Chief Accountant presented the report of the AssistantDirector,FinancialServices& Revenues to advise members of the Committee on the current year’s financial position (2018/19).

Members were advised that the draft accounts for 2018/19 indicated an operating surplus of £380,000.  Income and expenditure projections for 2018/19 were currently in line with the budget.  A number of changes were noted to the budget and future year budgets.  These were agreed at the meeting held on 19^th March:-

·      Grants - Events grants increased to £30,000 pa (from £20,000 p.a.)

General grants increased to £60,000 pa (from £50,000 p.a.)

·      Options for Art on Foreshore Trust Land - £25,000 will be available for each of the next three years.

·      Icemaker contribution and play hut facility, net impact on business plan.

The deficit will decrease from £16,000 to £10,000.

Whilst the reserves policy remains at £900,000, reserves are 1.46 million at 31^st March 2018. 

Councillor Batsfordproposedapproval of the report, which was seconded by Councillor Rogers.

RESOLVED(unanimously)to agree the current financial position for 2018/19.

Thereasons for this recommendation were:

The Council has the responsibility for the proper management of the financial affairs of the Trust.  In doing so it complies with Accounting Codes of Practice and the high standards required for the accounting of public money.

The programmed use of reserves has been determined in accordance with the business plan. The business plan and spending plans of the Trust, agreed when determining the budget for the year can then be amended by the decisions taken by the Trust throughout the year.

The Assistant Director, Environment & Place, presented a report to provide the Charity Committee with comprehensive background information to the recommissioning of the Council’s beach, foreshore and street cleansing services, and seek their approval to proceed with the preferred service delivery model as set out in the associated part two confidential report. 

EXCLUSION OF THE PUBLIC

RESOLVED that the public be excluded from the meeting during the consideration of the items of business listed below because it is likely that, if members of the public were present, there would be disclosure to them of exempt information as defined in the paragraphs of Schedule 12A to the Local Government Act 1972 referred to in the relevant report

Councillor Batsford proposed a motion for the exclusion of the public from the meeting, this was seconded by Councillor Rogers.

The Assistant Director, Environment & Place, presented this report to provide the Charity Committee with the results of an exercise to determine the most appropriate way of providing the next Hastings beach, foreshore and street cleansing service, and secondly to seek approval to proceed with the recommended service delivery model when the existing contract ends in June 2019.

Councillor Rogersproposedapproval of the report, which was seconded by Councillor Batsford.

RESOLVED(unanimously)that:

1.  Endorse the conclusion set out in this report and the Council’s next beach, foreshore and street cleansing service should be delivered through a new in-house service operated by the Council.

2.  Agree that from June 29^th 2019 the new in-house service will provide cleansing services to the Foreshore Trust, and that the Foreshore Trust will continue to pay the Council for the proportion of the overall service costs associated with the Foreshore Trust land.

Thereason forthis decision:

The existing waste services contract with Kier Environmental provided through the East Sussex Joint Waste Partnership ends on 28^th June 2019.  New arrangements must be in place ready to commence on 29^th June 2019, to ensure a seamless transition for residents. 

Since the formation of the Foreshore Trust cleansing of their land has been carried out by the Council’s waste services contractor, and recharged to the Foreshore Trust.  The Foreshore Trust is therefore included during the recommissioning of these important services.

Although the Council is committed to continue to provide our refuse and recycling and garden waste collection services through a contracted out service delivery model, we are considering whether to deliver our street cleansing, bulky waste and fly-tip removal services through an in-house direct service organization.  Officers have developed a fully priced in-house option for these services.  However, to enable us to assess whether or not an in-house service represents ‘best value’, prices and methodologies for a contracted out service have bene requested through the East Sussex Joint Waste Partnership procurement team.

Priced bids for a stand-alone Hastings street cleansing contract should be available for consideration the week commencing 18^th June.  To enable the procurement and mobilization processes to proceed in a timely fashion, the  ...  view the full minutes text for item 43.

None.

The notesof the Coastal Users Group meeting held on 19 June 2018 were submitted for membersto note.

RESOLVEDthattheminutesoftheCoastalUsersGroupmeetingheldon 19 June2018bereceivedandnoted.

None.