PAPER D

MINUTES OF RYDE TOWN COUNCIL’S FINANCE & COMMUNITY RESOURCES

COMMITTEE HELD ON

TUESDAY 29 SEPTEMBER 2020 VIA THE ZOOM MEETING FACILITY

Present:

Cllr Nancy Farrell (Chair), Cllr Adrian Axford, Cllr Charles Chapman, Cllr

Diana Conyers, Cllr Michael Lilley, Cllr Sue Lyons, Cllr Malcolm Ross and

Cllr Lou Temel

In Attendance: Steve Johnson (Aspire) Peter Taylor (Waterside Community Trust), Liz Dutton

Tonia Voller, Gareth Hughes

1/20

APOLOGIES

Apologies were received from Cllr Phil Jordan and Cllr Henry Adams.

2/20

DECLARATIONS OF INTEREST

There were no declarations declared at this stage.

3/20

MINUTES

The minutes to the previous meeting held on 25 February 2020 were reviewed.

RESOLVED:

THAT the Minutes of the meeting held on 25 February 2020 were approved

as a true and accurate record and were signed off by the Chair.

4/20

MEMBERS QUESTIONS

There were no questions.

5/20

TERMS OF REFERENCE FOR THE FINANCE AND COMMUNITY RESOURCES

COMMITTEE

The Terms of Reference for the Committee were noted.

6/20

REPORT FROM THE RESPONSIBLE FINANCIAL OFFICER

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The Responsible Financial Officer introduced his report which provided an updated

budget report, budget monitor and budget forecast. It was noted that a budget line

had been created for mileage allowance which had previously been included in the

general administration line. Going forward, budget headings were now more

closely aligned with committee responsibilities. Current forecasts showed that at

the end of the current financial year reserves would be in the region of £287,000

and approximately £205,000 in the following year. The report was noted.

7/20

PROJECT FUNDING PROPOSAL FROM ASPIRE

Consideration was given to a proposal from Steve Johnson, the Community

Connector at Aspire for funding for a Volunteer Co-ordinator. The postholder would

work to develop and maintain a database of volunteers who would be willing to

help and support a variety of projects in Ryde. It was recognised the invaluable

part volunteers played in the recent lockdown and the importance of not losing this

level of goodwill and strong social engagement. It was confirmed that funding

would be for the first year and this would increase the ability to seek funding for

future years from stakeholders and grant funding avenues.

RESOLVED:

That funding for a Volunteer Co-ordinator be approved up to the value

of £9,152 for one year only and for this amount to be taken from

reserves.

8/20

WATERSIDE COMMUNITY TRUST - FUNDING REQUEST

A request had been received from the Waterside Community Trust for a further

£60,000 funding due to loss of income due to Covid-19 to April next year. Members

were advised that the pool was operating at a reduced capacity although outgoing

have remained largely the same and this had resulted in a £6,000-£9,000 loss per

month. The pool was being used again by schools and lessons were being offered

again. The representative from the WCT confirmed the £60,000 funding being

requested was in addition to the £20,000 already given by the Town Council this

financial year. Members requested the Town Council’s RFO meet with

representatives of WCT to discuss possible options and for a report with proposals

be considered at the next full council meeting. A further grant award was also

discussed as was the suguestion of the Councils bid writer to investigate other

souces of funding for WCT

RESOLVED:

That a report be taken to Full Council setting out possible

options

ii)

That a grant is made for £10,000 and for this amount to include

the services of the Town Council’s bid writer for 3 days (to a

maximum of £1,500) to identify other possible sources of

funding

D - 2

9/20 APPOINTMENT TO THE TOWN MARKETING SUB-COMMITTEE

Consideration was given to appointing three members to the Town Marketing Sub-

Committee.

RESOLVED:

That Cllrs Phil Jordan, Malcom Ross and Sue Lyons be

appointed to the Town Marketing Working Sub-Committee.

10/20 APPOINTMENT TO THE GRANTS SUB-COMMITTEE

Consideration was given to appointing three members to the Grants Sub-

Committee.

RESOLVED:

That Cllr Phil Jordan, Nancy Farrell and Charles Chapman be

appointed to the Grants Sub-Committee

11/20 ASSET REGISTER 2020

The Asset Register for 2020 was received and noted by the Committee.

12/20 ANNUAL GRANT FUNDING

Members received and noted an update on the annual grant funding programme.

13/20 ADOPTION OF GRANT POLICY

Consideration was given to a new Grant Policy.

RESOLVED:

That the Grant Policy be adopted.

14/20 NETWORK RYDE BANKING ARRANGEMENTS

Consideration was given to new banking arrangements in relation to

Network Ryde

RESOLVED:

That Network Ryde have and manage their own bank account

D - 3

15/20

THE MAYOR’S FUNDING OBJECTIVES

The Mayors funding objectives for 2020-2021 were noted as follows: The

Mayor’s fund will work with the local community and voluntary sector focusing on

the physical and emotional well-being of residents in Ryde and raise funds for

community led projects and local charities that supported the local community

throughout Covid-19.

16/20

BEACH LIFEGUARD REPORT

The Ryde Beach Lifeguard’s Report

2020 was received. Members wee

disappointed that a Harbour Master had not been in residence during the summer

and this had led to an increase in work and call outs for the lifeguards. Cllr Lilley

as Mayor of Ryde agreed to write a letter of thanks and appreciation to the

lifeguards for their work over the summer months. It was also noted that in future

years more publicity should be given to the fact the lifeguards (although managed

through the Waterside Community Pool) were funded by the Town Council. The

report was noted.

17/20

DATE OF NEXT MEETING

RESOLVED:

THAT the next meeting of the Finance and Community Resources Committee

will be held on Tuesday, 24 November 2020.

D - 4

MINUTES OF RYDE TOWN COUNCIL’S FINANCE & COMMUNITY RESOURCES

COMMITTEE HELD ON

TUESDAY 1 DECEMBER 2020 VIA THE ZOOM MEETING FACILITY

Present:

Cllr Phil Jordan

(Chair), Cllr Henry Adams, Cllr Adrian Axford, Cllr

Charles Chapman, Cllr Diana Conyers, Cllr Michael Lilley, Cllr Sue

Lyons, Cllr Malcolm Ross

In Attendance:

Luke Kerr (Wight Wave Beach Sports), Ellie Jenkins and Keith Gentleman (St

John’s Wood), Lisa Dyer, Liz Dutton, Tonia Voller, Gareth Hughes

18/20

APOLOGIES

Apologies were received from Cllr Karen Lucioni.

19/20

DECLARATIONS OF INTEREST

Cllr Axford declared a pecuniary interest in agenda no. 8 - St John’s Wood, Ryde

as he owned a flat that backed onto the wood.

20/20

MINUTES

The minutes to the previous meeting held on 29 September 2020 were reviewed.

RESOLVED:

THAT the Minutes of the meeting held on 29 September 2020 were

approved as a true and accurate record and were signed off by the

Chair.

21/20

MEMBERS QUESTIONS

Cllr Chapman asked whether the outcome of a grant application to the Police and

Crime Commissioners had been successful. The Clerk replied that the application

had not been approved as further information was required and concerns about

the proposal has been raised by the Ryde Community Safety Partnership.

Cllr Lyons asked about grant funding for a project for Network Ryde. This had been

successful, and the project was now underway providing those at a high risk of

exclusion from school the opportunity to become involved on the Network Ryde’s

Allotment.

D - 5

The Mayor added that a meeting would shortly be taking place with the new Police

Inspector along with shop owners to discuss anti-social behaviour and he would

report back any developments.

The Mayor informed the meeting that fund raising continued for Ryde Unite and he

would email details to all members.

22/20

PRESENTATION FROM BEACH SPORTS/WIGHT WAVE BEACH SPORTS

Luke Kerr thanked the Town Council along with other key partners for support for

the event that taken place during this summer. The current beach location had

maximised opportunities in allowing for more pitches, different sports to be played

and the number of teams being able to participate. The current Covid restrictions

meant that the effect of social distancing had reduced entry by 50% to 500

participants, whereas in the previous year the event had seen 1200 people taking

part. This had resulted in a dramatic decrease in income from both sponsors as

well as operating income. Some events for the senior team were cancelled due to

social distancing concerns and the Youth team events were only open to local

teams. Much of the marketing had been carried out via social media which allowed

for a more global audience. Participants were actively encouraged by the organiser

to be socially responsible and minimise any impact on the local area and were

encouraged to cleaning up the beach both before and after events. It noted that

IWC had not been as supportive as had been anticipated which had resulted in the

events finishing the weekend earlier than planned which had been disappointing.

A suggestion was made that future support from the Town Council could be given

in the form of an annual grant. The Chairman thanked the organiser for an

informative presentation and hoped that the event would continue to grow future

years.

23/20

ST. JOHNS PARK, RYDE

(Cllr Axford who had declared a pecuniary interest, left the meeting for the

discussion of this item).

With the permission of the Chairman the discussion of this item was moved up the

order of business to allow to trustees St John’s Park to attend. The trustees had

approached the Town Council to take over the running and responsibility of the

park and to ensure the park was retained for the use and enjoyment of the

beneficiaries and for the benefit of the community, as a number of the Trustees

have moved away, died or no longer wished to have the obligations associated

with the management of the park. Questions were asked to the trustees about tree

management and insurance and concerns were expressed about the state of the

current boundaries whether the Town Council could afford another acquisition at

the present time. It was agreed in principle to support the purchase of St John’s

Park and to set up a working party to investigate the issues raised and to bring a

report to a future Full Council meeting for decision.

RECOMMENDATION TO FULL COUNCIL:

That the purchase of St Johns Park be supported in principle

and to establish a working party to bring a detailed report to Full

Council.

D - 6

(Cllr Axford re-joined the meeting).

24/20

REPORT OF THE EXTERNAL AUDITOR AND ANNUAL GOVERNANCE

STATEMENT

The Responsible Financial Officer confirmed that no issues had been raised

following the External Audit and that the Annual Governance Statement had been

approved by Full Council in August. The External Auditors report for 2019/20 was

noted.

25/20

REPORT FROM THE RESPONSIBLE FINANCIAL OFFICER

(a) Budget for Ryde Theatre

The report updated members on the current position with regard to the

theatre. Quotes were currently being sought for insurance. A report from

East Hants Regen would be considered in due course by the HAZ group

and a feasibility study (funded by Historic England) had been commissioned

and the findings would be made public. The report was noted.

(b) Reserves Policy

Consideration was given to having a reserves policy which would set out the

criteria for assessing the level of reserves that need to be held by the Town

Council. This would take into account current outgoings, risks and

contractual obligations and would set a minimum figure and ideal level of

reserves. Capital and revenue costs and committed expenditure should be

identified separately. Going forward the annual budget should set a level of

reserves for the next financial year and should be reviewed on an annual

basis.

RESOLVED:

That a reserves policy be established for the next financial

year.

Consideration was given to a new initiative that took a proactive approach

in encouraging volunteers to becoming involved and support gardening

projects around Ryde. It was envisaged that this could extend to

organisations growing plants in polytunnels for use around the town and

could support current contracts in their work and help ensure future

maximum efficiency. The report was noted.

(d) Budget Monitor and Bank Reconciliation

Consideration was given to the budget monitor. There were a small number

of underspends due to Covid, but projects were now slowly beginning to

proceed. Network Ryde had some underspends in staffing due to trips to

the mainland being halted. The Honours Working Party had not yet met to

D - 7

discuss plans and a meeting to seek a way forward would be planned in the

new year. The Bank Reconciliation had been circulated after the agenda

was published. Both reports were noted.

(e) Virement - Christmas Lights

The Responsible Financial Officer informed the meeting that in previous

years Island Roads had not charged for the putting up and taking down of

the Christmas lights. They had previously indicated that this year they would

be doing so, and costs would be in the region of £5,000. Members indicated

that quotes for future years should be sought.

RESOLVED:

That £5,000 should be taken from reserves for this year’s

Christmas lights and quotes sought for future years

26/20

DATE OF NEXT MEETING

RESOLVED:

THAT the next meeting of the Finance and Community Resources Committee

will be held on Tuesday, 12 January 2021 but at the earlier time of 4pm

D - 8