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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: Emily Horne on 01424 451719 email ehorne@hastings.gov.uk
Note: The recording of this meeting is available on line at: https://www.hastings.gov.uk/my_council/cm/?video=293537362
Items No. Item Apologies for absence
Minutes:
None.
Declarations of interest
Minutes:
Councillors made no declarations of interest at this meeting.
Notification of any additional urgent items
Minutes:
None.
Foreshore Trust Small Grants Programme 2018-19 PDF 116 KB
Additional documents:
Minutes:
The External Funding Manager presented the recommendations of the Grant Advisory Panel (GAP) in respect of applications for the Small Grants Programme Round 8 2018-19, and for consideration, the GAP recommendations on the changes to the Grants Programme.
The committee were advised that GAP had recommended 17 projects for approval, 4 of which were new applicants. The projects will be delivered between October 2018 and September 2019. A total spend of £60,000.
The Chair of the Grant Advisory Panel gave the committee an overview of the application process of the Foreshore Trust Small Grants Programme. He referred to paragraph 10 of the Grant Advisory Panel chair’s report ‘Assessment of applications’, relating to the implications of administering the scheme and the impact achieved from funding. He asked how it will be reviewed, and queried the need to re-assess the whole programme. The External Funding Manager confirmed that these issues needed to be looked at in more detail.
The Assistant Director, Financial Services and Revenues, said the Council was facing severe financial difficulties due to reduced funding and that the Foreshore Trust may wish to consider if certain events fit in the remit of committee. He said the Assistant Director of Regeneration and Culture would no doubt brief the Grants Advisory Panel on the process and level of their involvement, which may be in time for the GAP AGM meeting in November. The Chief Legal Officer assured the committee that the process will be inclusive as was the last review.
Members thanked the Grants Advisory Panel for their hard work and the diverse range of grants.
Councillor Rogers proposed approval of the report, which was seconded by Councillor Batsford.
RESOLVED (unanimously) that –
1. That the meeting consider for approval the Small Grants recommendations of the GAP as set out in Appendix 1;
2. That the meeting defer a decision regarding the various changes to the Grants Programme, to allow a full review of the current grant schemes
The reason for this decision was:
The Grant Advisory Panel has appraised the merits of the applications received for Small Grant support and has made a number of recommendations for grant awards that can be funded from the available 2018-19 budget.
The GAP proposed changes for the Grants Programme and these implications across the scheme should be considered in more detail prior to further consideration and decision by the Charity Committee.
Land at the Stade – East Hastings Sea Angling Association PDF 119 KB
Additional documents:
Minutes:
The Assistant Director, Financial Services and Revenues, presented a report for the committee to seek approval to grant a lease. Due to an error in the previous report, the date of the Charity Committee lease needs to be renewed is to commence from 1 April 2019 to 31 March 2029.
Councillor Rogers proposed approval of the report, which was seconded by Councillor Batsford.
RESOLVED (unanimously) that the Charity Committee agrees to grant a lease of land at the Stade to East Hastings Sea Angling Association on the terms set out in the report.
The reason for this decision was:
The terms of the proposed lease are considered to be the best that can reasonably be obtained for the charity.
Foreshore Trust - Annual Report and Final Accounts 2017-18 PDF 112 KB
Additional documents:
Minutes:
The Chief Accountant, presented a report for the committee to consider the 2017/18 Annual Report and Financial Accounts.
The report detailed key activities undertaken by the Trust throughout the previous year.
A surplus before grants and revenue funded projects of £253,000 for the year was achieved. The balance at the end of March 2018 was £1,445,112 (cash position), whilst total funds (which includes all assets) amount to £2,630,833. The budget for grants and events was raised from £70,000 in 2017/18 to £90,000 in 2018/19. The report also set out expenditure the Trust had committed to in its business plan and its approach to maintaining prudent levels of reserves.
The contingency reserve is set at £900,000, which is the minimum level the Trust should retain at present.
The Trust’s final accounts 2017/18 had been subject to an external audit, which found that they gave a true and fair view of the charity’s affairs as at 31 March 2018. The Chief Accountant thanked the Protector and Mannington Auditors for their work.
The Committee expressed their thanks to the officers for their report and for keeping such complex accounts in order.
Councillor Batsford proposed approval of the report, which was seconded by Councillor Rogers.
RESOLVED(unanimously) that the Charity Committee approve the Annual Report and Financial Accounts for 2017/18.
The reason for this decision was:
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.
Additional documents:
- Finance Report 24.9.18 Appendices 1-2-3 , item 7. PDF 148 KB
- Finance Report 24.9.18 Appendices 4-5-6 , item 7. PDF 216 KB
Minutes:
The Chief Accountant, presented a report to advise members of the Committee on the current year's financial position and provided an opportunity to review the Trust’s business plan; risk register and reserves policy.
Councillor Rogers proposed approval of the report, which was seconded by Councillor Batsford.
RESOLVED (unanimously) that:
1. To agree the current financial position for 2018/19.
2. The Risk Register be agreed (Appendix 4)
3. The Reserves Policy be agreed (Appendix 6)
The reason for this decision was:
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.
A surplus slightly above budget expectations is anticipated for 2018/19 in respect of operating income and expenses. Once grant and project costs are taken into account a reduced deficit of £58,000 is anticipated against a budgeted deficit of £99,000.
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.
Minutes of Coastal Users Group (18 September 2018) PDF 163 KB
Minutes:
The notes of the Coastal Users Group meeting held on 18 September 2018 were submitted.
RESOLVED that the notes of the Coastal Users Group meeting held on 18 September 2018 be received and noted.
Urgent items (if any)
Minutes:
None.
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