PAPER D

MINUTES OF RYDE TOWN COUNCIL’S FINANCE AND COMMUNITY RESOURCES COMMITTEE HELD ON TUESDAY, 25 OCOTBER 2022 AT 7.00PM IN GARFIELD ROAD METHODIST CHURCH, RYDE

Members Present: Cllr Phil Jordan (Chair), Cllr Simon Cooke, Cllr Jess Higgins, Cllr Michael Lilley (ex-officio), Cllr Richard May

Also in Attendance: Tara Bloomfield (Responsible Financial Officer), Robert Clark (Finance Assistant), Cllr John McLagan, Cllr Malcolm Ross and 4 members of Public.

PUBLIC & MEMBERS QUESTIONS

There was no public or member question time due to the Pre-Election regulations ahead of the upcoming by-election in the Appley and Elmfield Ward on 3rd November 2022.

52/22 APOLOGIES

Apologies were received from Cllr Charles Chapman.

53/22 DECLARATIONS OF INTEREST

None stated.

54/22 REQUESTS FOR DISPENSATIONS

None requested.

55/22 MINUTES

The minutes to the previous meeting held on 21 June 2022 were reviewed.

RESOLVED:

THAT, the minutes to the meeting held on 21 June 2022 were approved as a true and accurate record and were signed off by the Chair.

56/22 LIST OF PAYMENTS

The committee were presented with a list of payment for the period 01/06/22-30/09/22 for approval.

RESOLVED:

THAT the payment list for the period 01/06/22-30/09/22 be agreed.

57/22 BANK RECONCILIATION

Members were asked to approve the bank reconciliation for Quarter 2 (01/07/2022- 30/09/2022)

RESOLVED:

THAT The bank reconciliations be agreed and signed by the Chair.

58/22 BUDGET MONITOR

The Committee were presented with budget monitor for the quarter ending 30th September 2022.

RESOLVED: That the report was accepted.

59/22 6+6 FORECAST

The Committee were presented with the 6+6 forecast with explanation of any key areas by the RFO

RESOLVED: That the report was accepted.

60/22 VIREMENT REPORT

Members were requested to consider the virement report which highlighted areas of over spend in the current year and make a decision on how to rectify this.

Cllr Jordan ask about the spend at Vectis Hall and suggested that a working group be established. It was proposed that Cllr McLagen led the working group.

RESOLVED:

THAT option 2 of the report be agreed, to meet overspend with underspend identified within the current budget and that Cllr McLagen head the working group for Vectis Hall

61/22 EXTERNAL AUDITOR OPT IN/OUT

Members were presented with a report regarding the decision to opt/in or out of the SAAA procurement of an external auditor

RESOVLED:

THAT the option for Ryde Town Council to opt in to the SAAA procurement process be agreed.

62/22 INTERNAL AUDITOR REPORT

Members were presented with the interim report from Lightatouch Auditors.

Members discussed the action points, with Cllr May suggesting that Councillor’s should undertake quarterly validity checks on the recommendation of the report.

RESOLVED: That the report was accepted

63/22 PUBLIC CONVENIENCE

Members were presented with a report on the damages to the Eastern Public Conveniences and asked to make a decision on how to proceed.

RESOLVED:

THAT option 2 on the report be agreed, namely, remove the existing covering on the stud walls and replace with plywood which will be more resistant than plasterboard to this kind of damage and tile over to match existing tiles.

64/22 DOTTO TRAIN

Members were asked to approve the acquisition of a Dotto Train for Ryde subject to a business case being presented

RESOLVED:

THAT, subject to a financially sound business case, the acquisition be agreed.

65/22 ASSETS AND FACILITIES SUB-COMMITTEE MINUTES

The minutes of the previous meetings on 14 June 2022 and 16 August 2022 be approved

RESOLVED:

THAT, the minutes agreed by the Assets and Facilities Sub-Committee of the meetings held on 14 June 2022 and 16 August 2022 be noted.

66/22 BEACH SAFETY CONTRACT

Members were asked to approve the new Beach Safety Contract which is to go out for tender

Cllr Lilley wanted to note his thanks to the exceptional work carried out by the Beach Safety team this year, with a special thanks to Todd Miller and Waterside Trust

RESOLVED:

THAT the new Beach Safety contract be agreed and is put out to tender.

67/22 APPOINTMENT OF CHAIR TO THE GRANT SUB-COMMITTEE

Members were asked to elect a chair to the Grant Sub-Committee.

At the last meeting of the Grants Sub Committee, it was necessary to elect a Chair for that meeting and Cllr Georgie Carter was elected for its duration. Moving forward, Cllr Lilley was nominated and seconded to be the full time Chair of the Grants Sub

Committee, which he was happy to accept, subject to Cllr Carter confirming that she not no longer wished to continue as Chair.

RESOLVED:

THAT the election of Cllr Lilley as the Chair of the Grants Sub Committee be agreed subject to Cllr Carter confirming her intention in not wishing to continue in the position.

68/22 CHARITABLE INCORPORATED ORGANISATION (CIO)

Members were required to agree and enable the constitution of a CIO status for Ryde Town Hall via a third-party consultant.

RESOLVED:

THAT the CIO status and expenditure for the consultant be agreed.

69/22 DATE OF THE NEXT MEETING

To agree to bring forward the date of the next meeting to Thursday 15th December 2022

RESOLVED:

THAT the date of the next meeting of the Finance and Community Resources Committee would be on Thursday, 15 December 2022 at 7.00pm.

MINUTES OF RYDE TOWN COUNCIL’S FINANCE AND COMMUNITY RESOURCES COMMITTEE HELD ON THURSDAY, 15 DECEMBER 2022 AT 7.00PM IN GARFIELD ROAD METHODIST CHURCH, RYDE

Members Present: Cllr Phil Jordan (Chair), Cllr Simon Cooke, Cllr Jess Higgins, Cllr Michael Lilley (ex-officio), Cllr Richard May, Cllr Georgie Carter, Cllr John McLagan (Substitute)

Also in Attendance: Tara Bloomfield (Responsible Financial Officer), Robert Clark (Finance Assistant), 3 members of Public.

PUBLIC & MEMBERS QUESTIONS

There were two public questions around the Budget Monitor,

Question 1 - How many councillors had not used their community ward allocations this year, the RFO replied that there were several that have not used their allocation and they would provide a list after the meeting.

Question 2 – Why has the Aspire grant and community connector funds not been spent. The RFO explained that contact had been made with Aspire to confirm that they will still be requesting the funds and confirmation that an invoice will be issue was given.

70/22 APOLOGIES

Apologies were received from Cllr Charles Chapman who arranged for Cllr John McLagan to substitute and Cllr Jenna Sabine.

71/22 DECLARATIONS OF INTEREST

None stated.

72/22 REQUESTS FOR DISPENSATIONS

None requested.

73/22 MINUTES

The minutes to the previous meeting held on 25th October 2022 were reviewed.

RESOLVED:

THAT, the minutes to the meeting held on 25th October 2022 were approved as a true and accurate record and were signed by the Chair.

74/22 LIST OF PAYMENTS

The committee were presented with a list of payment for the period 01/10/22-30/11/22 for approval. PAYMENTS LIST

RESOLVED:

THAT the payment list for the period 01/10/22-30/11/22 be agreed.

75/22 BANK RECONCILIATION

Members were asked to approve the bank reconciliation for November (01/11/2022- 30/11/2022)

RESOLVED:

THAT The bank reconciliation be agreed and signed by the Chair.

76/22 BUDGET MONITOR

The Committee were presented with budget monitor for the month ending 31st October 2022.

RESOLVED: That the report was noted.

77/22 ASSETS AND FACILITIES SUB-COMMITTEE MINUTES

To note the minutes of the previous meetings on 4th October 2022.

RESOLVED:

THAT, the minutes agreed by the Assets and Facilities Sub-Committee of the meetings held on 4th October be noted.

78/22 GRANTS SUB-COMMITTEE MINUTES

To note the minutes of the previous meetings on 28th September 2022.

RESOLVED:

THAT, the minutes agreed by the Grants Sub-Committee of the meetings held on 28th September be noted.

79/22 GRANTS RECOMMENDATIONS

To receive and approve the recommendations from the Grants Sub-Committee held on 5th December 2022 which are as follows:

IW Pride - £10,000
Bus Museum - £3,000
New Carnival Company - £6,000
Wight Wave - £8,000
The Footprint Trust (Warmer Homes) - £10,000

RESOLVED:

THAT, the recommendations are approved and will be included in the 2023-24 budget.

80/22 BEACH SAFETY CONTRACT

To approve the new contract for Ryde Beach Safety.

RESOLVED:

THAT, the Beach Safety Contract be awarded to Waterside Trust for an annual cost of £23,500

81/22 PLANTING AND WATERING CONTRACT

To approve the new contract for planting and watering which included an element of in house watering by the council to reduce costs. The RFO explained that the costs may change slightly when confirming which plants were to be used.

RESOLVED:

THAT, the Planting and Watering contract be awarded to Idverde and Haylands Farm as per the report for an annual estimated cost of £3,291 and £3,401 respectively.

82/22 DATE OF THE NEXT MEETING

To agree the date of the next meeting as Tuesday 17th January 2022

RESOLVED:

PAPER D

52/22 APOLOGIES

53/22 DECLARATIONS OF INTEREST

54/22 REQUESTS FOR DISPENSATIONS

55/22 MINUTES

THAT, the minutes to the meeting held on 21 June 2022 were approved as a true and accurate record and were signed off by the Chair.

56/22 LIST OF PAYMENTS

THAT the payment list for the period 01/06/22-30/09/22 be agreed.

57/22 BANK RECONCILIATION

THAT The bank reconciliations be agreed and signed by the Chair.

58/22 BUDGET MONITOR

RESOLVED: That the report was accepted.

59/22 6+6 FORECAST

RESOLVED: That the report was accepted.

60/22 VIREMENT REPORT

THAT option 2 of the report be agreed, to meet overspend with underspend identified within the current budget and that Cllr McLagen head the working group for Vectis Hall

61/22 EXTERNAL AUDITOR OPT IN/OUT

THAT the option for Ryde Town Council to opt in to the SAAA procurement process be agreed.

62/22 INTERNAL AUDITOR REPORT

RESOLVED: That the report was accepted

63/22 PUBLIC CONVENIENCE

THAT option 2 on the report be agreed, namely, remove the existing covering on the stud walls and replace with plywood which will be more resistant than plasterboard to this kind of damage and tile over to match existing tiles.

64/22 DOTTO TRAIN

THAT, subject to a financially sound business case, the acquisition be agreed.

65/22 ASSETS AND FACILITIES SUB-COMMITTEE MINUTES

THAT, the minutes agreed by the Assets and Facilities Sub-Committee of the meetings held on 14 June 2022 and 16 August 2022 be noted.

66/22 BEACH SAFETY CONTRACT

THAT the new Beach Safety contract be agreed and is put out to tender.

67/22 APPOINTMENT OF CHAIR TO THE GRANT SUB-COMMITTEE

THAT the election of Cllr Lilley as the Chair of the Grants Sub Committee be agreed subject to Cllr Carter confirming her intention in not wishing to continue in the position.

68/22 CHARITABLE INCORPORATED ORGANISATION (CIO)

THAT the CIO status and expenditure for the consultant be agreed.

69/22 DATE OF THE NEXT MEETING

THAT the date of the next meeting of the Finance and Community Resources Committee would be on Thursday, 15 December 2022 at 7.00pm.

70/22 APOLOGIES

71/22 DECLARATIONS OF INTEREST

72/22 REQUESTS FOR DISPENSATIONS

73/22 MINUTES

THAT, the minutes to the meeting held on 25th October 2022 were approved as a true and accurate record and were signed by the Chair.

74/22 LIST OF PAYMENTS

THAT the payment list for the period 01/10/22-30/11/22 be agreed.

75/22 BANK RECONCILIATION

THAT The bank reconciliation be agreed and signed by the Chair.

76/22 BUDGET MONITOR

RESOLVED: That the report was noted.

77/22 ASSETS AND FACILITIES SUB-COMMITTEE MINUTES

THAT, the minutes agreed by the Assets and Facilities Sub-Committee of the meetings held on 4th October be noted.

78/22 GRANTS SUB-COMMITTEE MINUTES

THAT, the minutes agreed by the Grants Sub-Committee of the meetings held on 28th September be noted.

79/22 GRANTS RECOMMENDATIONS

THAT, the recommendations are approved and will be included in the 2023-24 budget.

80/22 BEACH SAFETY CONTRACT

THAT, the Beach Safety Contract be awarded to Waterside Trust for an annual cost of £23,500

81/22 PLANTING AND WATERING CONTRACT

THAT, the Planting and Watering contract be awarded to Idverde and Haylands Farm as per the report for an annual estimated cost of £3,291 and £3,401 respectively.

82/22 DATE OF THE NEXT MEETING

THAT the date of the next meeting of the Finance and Community Resources Committee would be on Tuesday 17th January at 7.00pm.