Minutes of a meeting of the Finance and General Purposes Committee
Held at HawkingeCommunity Centre on 1 November 2017
Present: Councillors:David Monk (Chairman) David Godfrey, David Callahan, John Heasman, Glyn Hibbert, Stephen Manion(minutes 574-577) Leslie Palliser and Grahame Ward
Officer Present: Mrs Tina Wiles (Clerk and RFO)
574.DECLARATIONS OF INTEREST
Councillors David Godfrey, Glyn Hibbert and Les Palliser declared an other significant interest in minute 581 (part) as Director/Trustees of Hawkinge Community Centre.
A dispensation was then granted given in accordance with the Council’s adopted code of conduct to Councillors David Godfrey, Glyn Hibbert, Tony Hutt (not on the Committee) and Les Palliser who are Director/Trustees of Hawkinge Community Centre to allow them to take part and vote in respect of all items pertaining to Hawkinge Community Centre.
575.MINUTES
The minutes of the meeting held on 6 September 2017 were approved as a correct record and signed by the Chairman.
576.BUDGET MONITORING REPORT
REPORT FC/17/14gives the latest budget monitoring information, includes the bank reconciliation and recommends the Chairman of the Committee to sign the bank statements in accordance with good practice.
An explanatory note in respect of G3 (Mayor’s Expenses) was circulated at the meeting.
Proposed by CouncillorGlyn Hibbert
Seconded by Councillor John Heasman and
RESOLVED:
- To receive and note Report FC/17/14.
- To authorise the Chairman of the Committee to sign the bank reconciliation and the bank statements detailed in the report.
- To receive a revised budget quarterly.
(Voting: For, 8; Against, 0; Abstentions, 0)
577.BUDGET AND PRECEPT 2018/19
REPORT FC/17/15 sets out a draft proposed budget including both expenditure and savings for 2018/19.
Proposed by CouncillorDavid Monk
Seconded by Councillor Grahame Ward and
RESOLVED:
- To receive and note Report FC/17/15.
- To defer consideration of the report and ask the Town Clerk and Responsible Financial Officer to prepare an amended report including new growth items at appendix 1 in respect of:
(i)Repairs to Hawkinge Community Centre;
(ii)Provision of project/facilities management.
(Voting: For, 8; Against, 0; Abstentions, 0)
Note : at this point SM left the meeting.
578 GRANT FUNDING APPLICATIONS FEBRUARY 2017 TO DATE
REPORT FC/17/17 outlines in tabulated format the grant funding applied for by the Community Development Officer from February 2017 to date.
Proposed by Councillor Grahame Ward
Seconded by Councillor Les Palliser and
RESOLVED: To receive and note Report FC/17/15.
(Voting: For, 7; Against, 0; Abstentions, 0)
579. APPLICATION FOR FINANCIAL ASSISTANCE
REPORT: An application for financial assistance had been received from Hawkinge
Hurricanes Running Club, a copy of the application was circulated with the agenda.
Proposed by Councillor Grahame Ward
Seconded by Councillor Les Palliser and
RESOLVED: To make a donation of £200 to Hawkinge Hurricanes Running Club.
(Voting: For, 7; Against, 0; Abstentions, 0)
580.EXCLUSION OF THE PUBLIC
Proposed by Councillor David Monk
Seconded by Councillor David Godfrey and
RESOLVED: To exclude the public and press from the meeting for the following items of business by virtue of the Public Bodies (Admission to Meetings) Act 1960, by reason of the confidential nature of the business to be transacted.
(Voting: For, 7; Against, 0; Abstentions, 0)
581.HAWKINGE COMMUNITY CENTRE MAINTENANCE
REPORT FC/17/16provides details of major maintenance required at the Centre and asks the Committee to identify funding for the works to be undertaken.
Proposed by Councillor David Monk
Seconded by Councillor John Heasman and
RESOLVED:
1. To note the schedule of essential repairs.
2. To use quotation two in respect of the Foyer Roof as a design guide for a specification for the works.
3. To go out tender for the works.
4. To receive a further report prioritising the works after the outcome of the tender process is known.
5. To note the work carried out to date in respect of the central heating and that this will be costed to P3.
6. To prepare a report on the viability of replacing the most expensive lighting at the centre with LED lighting subject to receipt of grant funding.
(Voting: For, 4; Against, 0; Abstentions, 0)
At this point, The Committee considered the Council’s adopted code of conduct set out in Report HTC/12/14, paragraph 8(1) which authorised the Clerk as the Proper Officer of the Council to determine applications for dispensations.
Proposed by Councillor David Monk
Seconded by Councillor Dave Callahan and
RESOLVED:
7. To ask the Clerk as the Proper Officer of the Council to grant dispensations to Councillors David Godfrey, Glyn Hibbert, Tony Hutt and Les Palliser as Director/Trustees of Hawkinge Community Centre to enable them to take part in the discussion and voting on all items regarding Hawkinge Community Centre.
(Voting: For, 4; Against, 0; Abstentions, 0)
NOTE: The dispensations were granted and would be sent in writing to Councillors David Godfrey, Glyn Hibbert, Tony Hutt (not on the Committee) and Les Palliser. The Councillors then took part in the items pertaining to the Community Centre.
582.HAWKINGE COMMUNITY CENTRE ENABLING PROJECT
REPORT: On 6th September 2017, minute 571 (1) the Committee considered a report on the progress made to master plan the area of land adjacent to the Community Centre and resolved to request further information from the contractor to proceed to the next stage.
The Committee considered an update report and plans from the developer.
Proposed by Councillor David Godfrey
Seconded by Councillor Glyn Hibbert and
RESOLVED
1. To receive and note the update report.
TO RESOLVE TO RECOMMEND TOWN COUNCIL TO;
2. To progress to the next stage of the project based on the report and site plan.
(Voting: For, 7; Against, 0; Abstentions, 0)
583.HAWKINGE COMMUNITY CENTRE BUSINESS CASE
REPORT: On 6 September 2017, minute 571 (2) the Committee considered the progress made by the master planning working group with proposals to enhance the Centre in parallel with the enabling scheme. The Committee resolved to progress this matter.
An update on progress was made to the meeting.
Proposed by Councillor David Godfrey
Seconded by Councillor Glyn Hibbert and
RESOLVED
1. To receive and note the progress update.
2. To refer this to the Master Planning Working Group to progress.
(Voting: For, 7; Against, 0; Abstentions, 0)