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Agenda and minutes
Venue: Council Chamber, Muriel Matters House, Breeds Place, Hastings, TN34 3UY. Please enter the building via the Tourist Information Centre entrance.
Contact: Democratic Services on 01424 451484 email: democraticservices@hastings.gov.uk
Items No. Item Apologies for absence
Minutes:
None
Declarations of interest
Minutes:
None
Minutes of previous Charity Committee PDF 71 KB
Minutes:
Agreed as a true record
Notification of any additional urgent items
Minutes:
None
Minutes of Coastal Users Group (to follow) PDF 83 KB
Minutes:
Noted and received
2019-2020 Small Events Grants Round 1 Recommendation Report PDF 118 KB
Additional documents:
Minutes:
The external funding manager submitted a report to present the recommendations of the Grants Advisory Panel (GAP) in respect of applications for the Small and Events Grants Pilot Round 1 2019-20
The chair of the Grants Advisory Panel presented his added report, he commented that GAP are in the process of assessing a small events grant pilot and the report shows the process the panel went through for the recommendations at the end of the report.
Councillor Batsford proposed a motion to approve the recommendations in the report, seconded by Councillor Rogers.
RESOLVED (unanimously):
That the meeting:
1. Consider for approval the Small and Events Grants recommendations of the GAP as set out in Appendix 1
Reasons for Recommendations
The Grant Advisory Panel has appraised the merits of the applications received for
Small and Event Grant support and has made a number of recommendations for grant awards to be funded from the available 2019-20 budget.
White Rock Fountain (part 2)
Minutes:
With the agreement of the chair this item was moved down the agenda to item 9.
RESOLVED that the public be excluded from the meeting during the, consideration of the item 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.
Councillors affirmed the decision which had previously been made under urgency provisions.
(Foreshore Trust) Annual Report and Financial Accounts 2018-19 PDF 115 KB
Additional documents:
Minutes:
With the agreement of the chair this item was moved up the agenda to item 7.
The Assistant Director Financial Services and Revenues submitted a report. The purpose of this is for members of the Committee to consider the 2018/19 Annual Report and Financial Accounts.
The Chief Accountant presented the report; he commented that the surplus is at £234,000 which is above expectations. There are £2.8m in assets and a report is included from the protector who is satisfied that HBC has ensured the integrity of the administration of the affairs of the Foreshore Trust, as required by the current scheme. The independent auditors were also satisfied.
A question from a representative of the Coastal Users Group (CUG) was asked:
Question: Trustees of the Foreshore Trust cannot receive income from the trust. The chair of Charity Committee receives an allowance for this role is this correct?
Answer: Councillors are not the trustee of the Foreshore trust, Hastings Borough Council is the trustee. All Hastings Borough Council Councillors receive an allowance for any duties they perform such as sitting on committees. This has previously been looked at by the Independent Remuneration Panel (IRP).
The Chief Legal Officer commented that she would be happy to come to Coastal Users Group and explain this if it is required.
Councillor Rogers proposed a motion to approve the recommendations in the report, seconded by Councillor Batsford.
The Chair of the Charity Committee signed the accounts
RESOLVED (unanimously):
1. To agree the Annual Report and Financial Accounts 2018-19
Reasons for Recommendations
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 Council as Trustee, through the Charity Committee, is authorised to approve the annual report and accounts which must be done by the 30th September each year.
Foreshore Trust Finance Report (quarterly monitoring) PDF 128 KB
Additional documents:
- FST Monitoring to 31 August 2019 - Appendix 1, 2 & 3 , item 40. PDF 26 KB
- Appendix 4-5-6 Meeting on 23 September 2019 , item 40. PDF 216 KB
Minutes:
With the agreement of the chair this item was moved up the agenda to item 8.
The Assistant Director Financial Services and Revenues submitted a report to advise the Committee on the current year's financial position.
The Chief Accountant presented the report; at this stage in the year the budget is forecast to be on target with no overall variance reported. A budgeted surplus of £181,000 is anticipated for 2019/20 in respect of operating income and expenses. Once grant and project costs are taken into account a deficit of £197,000 is anticipated which is in line with the budget.
At this stage in the year only two variances to the budget have been identified.
Based on the experience from 2018/19 it is possible that the income budget for car parking may be overly ambitious by approximately £40,000. This is however fully offset by an expected increase in rental income of (£40,000) particularly from 7 chalets and the White Rock beach huts.
A question from a representative of the Coastal Users Group (CUG) was asked:
Question: The quarterly monitoring is forecasting a deficit why is this and is the trust happy with this?
Answer: Project costs such as the white rock fountain have caused the deficit. The trust are happy that the reserve is still being met.
Councillor Batsford proposed a motion to approve the recommendations in the report, seconded by Councillor Rogers.
RESOLVED (unanimously):
Recommendation(s)
1. To agree the current financial position for 2019/20.
2. The Risk Register be agreed (Appendix 4)
3. The Reserves Policy be agreed (Appendix 6)
Reasons for Recommendations
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.
At this stage in the year the budget is forecast to be on target with no overall variance reported. A budgeted surplus of £181,000 is anticipated for 2019/20 in respect of operating income and expenses. Once grant and project costs are taken into account a deficit of £197,000 is anticipated which is in line with the budget.
The reserves policy is reviewed on an annual basis and is undertaken against the uncertainties that are identified within the risk register and the general economic environment.
Urgent items (if any)
Minutes:
None
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