IN RYDE BAPTIST CHURCH, GEORGE STREET
Members Present: Cllr Richard May, Cllr Malcolm Ross, Cllr Phil Jordan (Chair), Cllr Jess Higgins, Cllr Simon Cooke
Also in Attendance: Tara Bloomfield (Responsible Financial Officer), Robert Clark (Finance Assistant), Ilze van der Merwe (Apprentice Receptionist and Digital Marketing), Cllr Diana Conyers
Members of the Public - 3
After a show of hands, Cllr Higgins was elected as Vice Chair.
Apologies were received by Cllr Chapman, Cllr Carter and Cllr Lilley.
None declared.
None requested.
The minutes of the meeting held on 23rd April 2024 were reviewed.
RESOLVED:
The list of payments for 01/04/2024-30/04/2024 were presented and approved.
Cllr Cooke asked for an update on the position of the loan for the Natwest Building. The RFO stated that the loan will be drawn down in the later part of this year, with repayments falling due 6 months after the draw down date which will fall in the next financial year.
The bank reconciliations for the periods ending 30/04/2024 – 31/05/2024 were presented and approved.
The committee were asked to elect four members to sit on the Finance Sub-Committee.
RESOLVED:
The committee was asked to agree the proposed schedule of meetings for the Finance Sub-Committee. It was noted that these would be daytime meetings at 2pm.
RESOLVED:
The committee were asked to receive and recommend the Internal Audit to Full Council.
The RFO stated that the only comment received was that on the Ryde Town Council website, the draft minutes should be taken down when the published minutes were uploaded.
RESOLVED:
The committee were asked to reappoint Lightatouch as the internal auditor for 2024/25.
The RFO explained that the council should look to change internal auditor every 4-5 years and that we are currently in year 3 with Lightatouch. They noted that the current internal auditor was thorough and provided clear guidance.
RESOLVED:
The committee were asked to ratify the decision via email to grant a two year contract for a changing places provision on Eastern Gardens.
Cllr May asked if there was a chance that after the two-year contract period of renting, RTC could look at an option to buy the unit. The RFO agreed that a permanent solution would be preferable, and it would be considered in any future development of the area. Cllr Ross asked where the changing places provision was located, and it was noted it would be behind the Eastern Gardens toilets and would be accessible on the pavement side. It was also noted this was paid out of the Beach Accessibility Crowdfunder.
RESOLVED:
The committee received the updated contracts database as at 30/04/2024.
The committee were asked to approve the RFO to use delegated powers to agree the annual insurance renewal for 2024/25.
The RFO explained that the main insurance would come in on the 1st of July and that they were waiting for the survey of the re-evaluation of St Thomas’. Cllr Cooke noted that the Natwest building seemed much less in comparison to St Thomas’ and it was explained that St Thomas’ had heritage factors to consider as well as all the fittings and building work.
Cllr Ross enquired as to what the proportion of insurance was being paid to the Esplanade Toilets. The RFO stated that they paid a percentage of the landlord’s insurance for the building and have added the contents to the council’s main policy.
RESOLVED:
The committee were asked to ratify expenditure from the St Thomas Capital earmarked reserve as at 30/04/2024.
The RFO explained that this is for works that fall outside of the Youth Investment Fund Grant but needed to be undertaken to restore the building. Any expenditure left in the earmarked reserve would be carried forward each year for any ongoing repairs required.
RESOLVED:
The committee were asked to grant the RFO and Clerk authority under delegated powers to settle approved invoices/costs arising on behalf of the Ryde Town Board which would then be recharged.
It was noted that this should be in place legally and would keep things running.
RESOLVED:
The next meeting would be held on 16th July 2024.