BOGNOR REGIS TOWN COUNCIL
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TOWN CLERK Glenna
Frost, The Town Hall, Clarence Road,
Bognor Regis, West Sussex PO21 1LD
Telephone: 01243 867744
E-mail: [email protected]
MINUTES OF THE EXTRAORDINARY POLICY & RESOURCES
COMMITTEE MEETING
HELD ON MONDAY 25th JANUARY 2016
PRESENT:
Cllr. A. Cunard (Chairman); Cllrs. J. Brooks,
Mrs. S. Daniells, P. Dillon, J. Cosgrove, D. Maconachie,
M. Smith and P. Woodall
IN ATTENDANCE:
Mrs. G. Frost (Town Clerk)
Mrs. R. Hambleton (Minutes Clerk)
The Meeting opened at 6.30pm
141.
WELCOME BY CHAIRMAN AND APOLOGIES FOR ABSENCE
The Chairman welcomed those present. Apologies for absence were noted
from Cllr. Mrs. J. Warr, due to a prior commitment.
142.
DECLARATIONS OF INTEREST
Members and Officers were reminded to make any declarations of Disclosable
Pecuniary and/or Ordinary interests that they may have in relation to items
on this Agenda
Members and Officers should declare an interest by stating:a)
The item they have an interest in
b)
Whether it is an Ordinary interest and the nature of the interest
c)
Whether it is also a Disclosable Pecuniary interest
They then need to re-declare their interest and the nature of the interest at
the commencement of the item or when the interest becomes apparent.
They should request that it be recorded in the Minutes that they will leave
the meeting and will neither take part in discussion, nor vote on the item.
In accordance with good practice, individual forms were available to those
Councillors present in order that they could personally record their interests
- both Disclosable Pecuniary and Ordinary. These forms should be returned
to the Committee Clerk at the end of the meeting to enable all declarations
of interest to be accurately recorded in the Minutes. Members were
reminded that it is their responsibility to notify the Monitoring Officer of all
Disclosable Pecuniary Interests, not already recorded on their Register of
Interests Form, within 28 days.
P&R Committee Meeting 25th January 2016
Cllr. Brooks declared an Ordinary Interest in Arun Arts Co. as a
Member. He also declared a Disclosable Pecuniary Interest in
Bognorphenia Community Interest Company, Bognor Regis Carnival
Association, Bognor Regis Kite Festival, International Bognor
Birdman, Rox Music & Arts Charity and the Southdowns Folk
Festival as he may be asked to provide quotes to them for work.
Cllr. Dillon declared a Disclosable Pecuniary Interest in Arun Arts
Co. and advised that he would leave the meeting if their Grant Aid
application was discussed. He also declared an Ordinary Interest in
International Bognor Birdman, Bognorphenia Community Interest
Company, Bognor CAN, Bognor Regis Shopmobility and Bognor
Regis Carnival Association.
Cllr. Cunard declared an Ordinary Interest in Arun Arts Co. as a
Member, Bognor Regis Seafront Lights as a helper at the event, and
the Southdowns Folk Festival as a sponsor.
Cllr. Cosgrove declared a Disclosable Pecuniary Interest as
Chairman and Trustee of the No. 18 Project and advised that he
would leave the meeting if their Grant Aid application was
discussed.
Cllr. Mrs. S. Daniells declared an Ordinary Interest in Arun Arts Co.,
Bognor Regis Carnival Association as a sponsor, Bognor Regis
Seafront Lights as a helper at the event, Hotham Park Heritage
Trust as a sponsor and helper on the event weekend, International
Bognor Birdman as a Committee Member and helper on the day,
and the Southdowns Folk Festival as a sponsor.
Cllr. Maconachie declared an Ordinary Interest in the Bognor Regis
Museum as the Honorary Auditor.
Cllr. Woodall declared a Disclosable Pecuniary Interest in the
Carnival and advised that he would leave the meeting if their Grant
Aid application was discussed.
143.
ADJOURNMENT FOR PUBLIC QUESTION TIME
There were no questions.
144.
CONSIDERATION OF GRANT AID FUNDING 2016
Prior to the consideration of the Grant Aid Applications, the Chairman
reminded Members of the requirement to leave the meeting if declaring a
Disclosable Pecuniary Interest in an organisation. The Chairman also spoke
about the recent informal pre-meeting that had taken place to look through
each Grant Aid Application in detail and which had been open to all
Councillors to attend. Each application had been considered at that meeting
with regard to the Town Council’s Corporate Strategy and whether or not
2
P&R Committee Meeting 25th January 2016
they complied with the guidelines/criteria detailed in the application pack,
and a recommendation was being made on this to the Committee. The
Chairman pointed out that unfortunately there were several applications
that had failed to meet the criteria by not submitting all the required
documentation. Members AGREED that these applications and any
received after the closing date were not to be considered.
Cllr. Dillon redeclared his Disclosable Pecuniary Interest in the Arun
Arts Co. and left the meeting whilst the application was discussed
Cllr. Maconachie redeclared his Ordinary Interest in the Bognor
Regis Museum and advised that he would not be voting on the item
Cllr. Brooks redeclared his Ordinary Interest in the Arun Arts Co.
Cllr. Brooks redeclared his Disclosable Pecuniary Interest in the
International Bognor Birdman and left the meeting whilst the
application was discussed
Cllr. Mrs. Daniells requested that her abstention from voting on the
International Bognor Birdman Grant application be noted.
Cllr. Cosgrove redeclared his Disclosable Pecuniary Interest in the
No. 18 Project and left the meeting whilst the application was
discussed
Comment was made that some difficult decisions had been made by the
Committee regarding the awards. Several organisations had failed to
comply with the criteria and others were becoming too reliant on the Town
Council’s annual award. The Town Clerk was asked to issue a press release
prior to applicants being notified of the outcome of their awards, to explain
this and minimize backlash from organisations.
It was noted that although the award to the Bognor Regis Carnival was
below the level that required a Town Council representative on their
Committee, they had requested that a representative continue to attend.
Members considered the individual applications for Grant Aid 2016 and the
list of decisions as RESOLVED is appended to the Minutes.
Specific conditions were imposed for some grants as detailed (appended to
file Minutes). It was noted that where the most up to date accounts have
not been provided, these would be sought before grant was issued.
N.B. In line with the Council’s current policy, as a condition of funding the
Council will appoint a non-participating observer as a representative to all
organisations receiving Grant Aid funding of £5,000 or over: These
appointments will be considered at the Annual Town Council Meeting in
May.
3
P&R Committee Meeting 25th January 2016
Members RESOLVED to RECOMMEND to the next meeting:




That £1,000 be vired from the remaining 2016 Grant Aid budget to each of the
main wards for additional Ward Allocation (£4,000 in total). This figure would
be pro rata where the wards are divided subject to liaison with the Town
Council’s Accountant;
Consideration of use of the remaining balance of the 2016 Grant Aid budget;
That arrangements be made for presentation of Grant Aid Awards to various
organisations;
To note issue of Press Release in relation to Committee decisions regarding
Grant Aid Awards, as requested.
It was noted that the Policy and Resources Committee would consider the
Grant Aid process for 2016-17 later on in the year. The following items
raised during the meeting, would therefore be referred:



A possible second round of Grant Awards in future if any balances remain;
Feedback from Event organisers on how the grant is spent;
Consider changing the condition of funding that the Council will appoint a
non-participating observer as a representative to all organisations receiving
Grant Aid funding of £4,000 or over;
Organisations submitting more than one application being asked to only
submit just one in future
The Meeting closed at 8.10pm
4
P & R Grant Aid Decisions 2016
Extraordninary P&R Committee Meeting 25th January 2016
Amount Requested
Amount Granted
2015
Recommendations
P&R
Decision
Arun Arts Co Ltd
£4,999.00
£4,999.00
£0.00
Refused
Arun & Chichester Citizens Advice
Bureau
£5,000.00
£2,500.00
£3,000.00
£3,000.00
Arun Volleyball Club
£5,560.00
£500
(conditionally)
£0.00
Refused
Bognorphenia Community Interest
Company
£2,020.00
£2,020.00
£2,020.00
Cond
Bognor Regis Carnival Association
£2,250.00
£6,000.00
£2,250.00
£2,250.00
cond
£100.00
Refused
£0.00
Refused
£1,000.00
£1,000.00
£1,500.00
£1,500.00
£0.00
Refused
£10,000.00
£10,000.00
Applicant
Bognor Regis & District Horticultural
Society
Bognor Regis Kite Festival (BRKF)
£4,000.00
Bognor Regis Local History Society
£1,500.00
Bognor Regis Police Sector
Neighbourhood Watch Association
£200.00
Bognor Regis Seafront Lights LIGHTS
Bognor Regis Seafront Lights SWITCH ON
Refused
£9,000.00
£9,000.00
(Conditionally)
£1,500.00
£500.00
Bognor Regis Seafront Lights - GALA
£2,500.00
£2,000.00
Bognor Regis Shopmobility
£5,000.00
£500.00
£500.00
£500.00
£100.00
Refused
£100.00
£100.00
£3,600.00
Refused
£0.00
Refused
£0.00
Refused
Bognor Regis Stroke Support Group
Chichester Counselling
Coastal West Sussex Mind
£828.06
Cruse Bereavement Care West
Sussex Area
£540.00
Refused
£0.00
Refused
Girlguiding Bognor Regis
£500.00
£100.00
£200.00
£500.00
Girlguiding Bognor Regis South
District
£200.00
£100.00
£150.00
£200.00
Headway West Sussex
£3,011.86
£0.00
Refused
Home-Start Arun
£1,000.00
£0.00
Refused
Hotham Park Heritage trust
£2,000.00
£500 (Conditionally)
£0.00
Refused
International Bognor Birdman
£4,500.00
Refused
£4,000.00
Refused
Jeneses Art & Community Centre
£3,000.00
Refused
£0.00
Refused
Number 18 Project (Bognor Regis)
£6,000.00
£500.00
£4,000.00
£4,000.00
Regis School of Music
£1,200.00
£400.00
£0.00
Refused
Regis School of Music - Summer
Festival
£1,000.00
£250.00
£1,000.00
£1,000.00
Regis School of Music - Sunday
Afternoon Recitals
£500.00
£250.00
£500.00
£500.00
Revitalise Respite Holidays
£354.00
£0.00
Refused
£5,000.00
£5,000.00
ROX Music & Arts Charity
£19,000.00
£6500.00
(Conditionally)
Comments
cond
cond & letter
cond
cond
ROX Music & Arts - Youth Workshop
£2,000.00
£0.00
Refused
ROX Mardi Gras (University of
Chichester)
£500.00
£500.00 (ROX in the
Park)
£500.00
£500.00
Sammy Community Transport
£12,000.00
£1,500.00
£1,000.00
£1,000.00
Southdowns Folk Festival
£10,000.00
£6,500.00
(Conditionally)
£5,000.00
£5,000.00
The Base Skate Park CIC
£4,011.60
£2,000.00
£2,000.00
Voluntary Action Arun & Chichester
(VAAC)
£2,500.00
£0.00
Refused
West Fest (University of Chichester)
£4,000.00
£0.00
Refused
West Sussex Guitar Club
£1,000.00
£250.00
£250.00
£750.00
£250.00
Refused
£250.00
£250.00
£6,000.00
£2,000.00
£0.00
Refused
£44,220.00
£41,070.00
West Sussex Mediation Service
60 Minutes of Classical Music trust
Total
£133,224.52
Refused
cond
cond