HEXHAM TOWN COUNCIL
I HEREBY GIVE NOTICE THAT a meeting of the Finance and General Purposes Committee will be held in the Council Office, St Andrews Cemetery, Hexham on Tuesday 17 December 2013 at 6.00pm, when the following items will be discussed:-
A G E N D A
1. Apologies for absence.
2. To agree minutes of the Finance and General Purposes Committee meeting held 25 November 2013 enclosed.
3. Matters arising, if any.
4. Declarations of interest. [See memorandum enclosed].
5. To agree the public be excluded in view of the confidential nature of the matters to be considered under the following agenda item.
6. To consider a revised grant application by Hexham Community Partnership. Minute 33 refers. See enclosed application.
7. To consider draft 2014/15 Council budget and to agree recommendation to Council thereon. See enclosed draft.
8. To agree a date for the next meeting of the Committee.
9. Any urgent matters at the Chairman of the meetings discretion. [Matters to be raised under this item should be written out [if possible] and handed to the Chairman of the meeting or the Clerk of the Council before the meeting begins.]
Derick Tiffin,
Clerk of the Council
12 December 2013
Hexham Town Council
Council Office, St Andrews Cemetery
West Road, Hexham NE46 3RR
01434609575
H agenda 1213 FandGPCommittee
HEXHAM TOWN COUNCIL - DECLARATIONS OF INTEREST
FINANCE AND GENERAL PURPOSES COMMITTEE
Under the Code of Conduct adopted by the Council on 3 September 2012 Councillors must declare if they have a disclosable interest in any matters under consideration.
To do so Councilors must use one of the following statements:-
1. “I have a disclosable pecuniary interest in…………………………………………………. [for example:-] Agenda item 3, Planning application number 13/1234”.
[NOTE: Code of Conduct paragraphs 11&15 apply].
2. “I have a disclosable personal interest in………………………………………………….... [for example:-] Agenda item 4, Grant aid application by Hexham Youth Initiative
[NOTE: Code of Conduct paragraph 13 applies].
Councillors should familiarise themselves with the Code of Conduct regarding the definitions of [A] pecuniary interest and [B] other personal interest and their obligations when declaring any interest.
To ensure Councillors interests are correctly minuted please use one of the above statements when declaring an interest.
[NB. Should a Councillor wish to take part in the consideration and voting on a matter or matters in which he/she has a disclosable interest then they may request a dispensation be granted to enable them to take part in the discussion and voting on it but at least 10 days’ notice must be given for any dispensation request.]
Derick Tiffin,
Clerk of the Council
1 February 2013
HEXHAM TOWN COUNCIL
MINUTES OF THE TOWN COUNCIL FINANCE AND GENERAL PURPOSES COMMITTEE MEETING HELD 25 NOVEMBER 2013
26. PRESENT. Councillor P E Oliver in the Chair together with Cllrs T Robson, T Cessford, G C Ferguson, Mrs. C R Homer, J V R Hare and D Clegg.
27. APOLOGIES FOR ABSENCE were received from Cllr. T G E Gillanders.
28. MINUTES. The minutes of the Finance and General Purposes Committee meeting held on 24 September 2013 having been circulated were AGREED.
29. MATTERS ARISING.
a. SKATE RINK. Minute 19a refers. It was AGREED the Countdown to Christmas Working Group should review the event and make a conclusion report to the Committee.
30. DECLARATIONS OF INTEREST. Declarations of interest were made by Cllrs T Robson, J V R Hare, Mrs. C R Homer and D Clegg as members of the Hexham Community Partnership. It was noted dispensations had been granted to Cllrs T Robson, D Clegg and Mrs. C R Homer.
31. APPRENTICE CEMETERY WORKER. It was AGREED, after noting the memorandum circulated, that an Apprentice should be employed. The Northeast Apprentice Company Ltd will be instructed to commence advertising and to advise in due course a short list of suitable applicants. All other requirements and costs as set out were noted. The wage and other costs will depend upon the age of the apprentice and other factors. A further report will be made as soon as a short list of applicants has been received.
32. GRANT AID 2014/15. It was AGREED in view of the confidential nature of the matters to be considered under this heading that the public be excluded. Committee then considered the applications received for grant aid from West Northumberland CAB and the Gt. North Air Ambulance, both of which had been received after the closing date for applications. The grants AGREED are listed on the attached confidential minute.
33. LONG TERM GRANT. Cllr T Robson proposed the Committee consider making a grant for a three year term to the Hexham Community Partnership in order to ensure the Partnership has guaranteed funding for the next three years. After consideration of the various ways this proposal could be dealt with it was AGREED the Partnership be requested to make a new [revised] running costs application for the Committee to consider. The Partnership applications for grants for recreational activities etc. should be withdrawn. The amounts already agreed will be set aside pending consideration of a revised running cost application from the Partnership. The long term application would be for the years 2014/15; 2015/16 & 2016/17. Whatever sum is agreed will be payable in yearly installments possibly, at the Councils discretion, each year in two equal amounts. It was also noted the Council will be obliged to have the agreed funding set aside in its budget for the years 2015/16 & 2016/17 as well as the 2014/15 budget currently under consideration. The amount granted will be decided on the basis no additional funding will be given and that any instalment of the grant will always be subject to the Partnership continuing in its present form and with its current responsibilities.
34. COUNCIL ‘SOUVENIRS’. The proposal by Cllr T Robson the Council should hold a stock of items bearing the town coat of arms for example, ties, brooches and badges was considered. These items would be held in stock to be gifted [as and when] to various individuals Council deemed to be worthy such as Stewards and Bailiffs et al. After noting the examples provided by a local supplier it was AGREED the proposal be further investigated by the Clerk obtaining mock ups of lapel badges/brooches and ties with firm costing for the Committee to consider. Local suppliers will be approached for comparisons.
35. NEXT MEETING. It was AGREED the next meeting will be held on 17 December 2013 at 6.00pm.
………………………………………………Chairman
APPLICATION FOR FINANCIAL SUPPORT
2014/15
Before you complete this form please ensure that:
· Your request for funding includes an outline of your organisations future objectives.
· You have read any application guidance provided to you with this form.
Before you submit this form, please ensure that
· It is signed by an appropriate member of your organisation / group (e.g. chair, vice-chair, secretary or treasurer) who has authority to sign documents on behalf of the organisation.
· You have answered every question as fully as possible (failure to provide information will delay any decision).
Please return your completed application form to:
Hexham Town Council
Council Office
St Andrews Cemetery
West Road
Hexham
NE46 3RR
Email:
1. APPLICANT DETAILS
1.1 Name of Organisation
/ Hexham Community PartnershipAddress: / Forum Cinema
Market Place
Hexham
Post Code: / NE46 1XF
Email: /
1.2 Type of Organisation: [please tick]
Registered Charity / Registration No.
Company Limited by Guarantee / y / Registration No.
Company Limited by Shares / Registration No.
Is the organisation registered for VAT? / VAT No.
‘Other’ legal status - please detail
When was the organisation established? / 1998 – incorporated 2006
1.3 Main Contact (name): / Tamsin Beevor
Position in organisation: / Manager
Address:
(if different from applicant organisation)
Post Code:
Contact Telephone Number:
/ 01434 603022 /Fax Number
E-mail (if different from applicant organisation) / Mobile:2. ABOUT YOUR ORGANISATION
2.1 Background to Funding Application
Please provide a brief summary of what your organisation delivers how this is currently being achieved and who the beneficiaries will be in the financial year for which funding is requested.
Hexham Community Partnership (HCP) is a development trust established in 1998 to support the physical, social and economic regeneration of the town. It registered as a company limited by guarantee in 2006.HCP has a board of 30 members including representatives of 14 local organizations including Hexham Town Council, and a management group of 7 volunteers.
One of the principles underlying its work is partnership development within and beyond Hexham – working with local individuals, voluntary and statutory organisations and businesses to help further its aims for the benefit of all members of the community.
Principal objectives include:
□ the promotion and organization of cooperation for physical and social regeneration;
□ the promotion and support of economic and employment activity;
□ the provision, maintenance and improvement of public and recreational amenities and sites of historical or architectural importance;
□ the promotion and development of environmental sustainability
HCP is seeking funding from Hexham Town Council to help it continue to carry out and coordinate its core functions. For this it employs 3 members of staff and occupies office space in the Forum Cinema. Much of the work of HCP is carried out by the numerous members and volunteers – with an estimated 4000 hours of volunteer time being provided in 2012 alone.
The main core functions of HCP include the following:
□ Coordination and Communications. As the only organisation in the town bringing together 14 local organisations HCP plays a role in coordinating and communicating about activities taking place in the town and developing joint projects. HCP members have played an active part in the development of the Town Plan and plan to support the development and delivery of a range of projects and activities identified in the plan – including the production of a town newsletter which will be produced in close partnership with the Town Council and the HCP Communications group. This role is vital in ensuring that funding opportunities are identified and exploited in all areas. HCP staff and members are also active on other groups– representing HCP on the Hexham Business Forum Steering group, the Abbey Visitor Centre group, the Federation of Northumberland Development Trusts, LMAPS, Friends of Tyne Green and others – also helping to reduce the risk of duplication of effort or conflict between projects within the town.
□ Planning and development of other projects - over the last 2 year HCP has been successful in securing funds for the operation of the Hexham East Regeneration project for a further 3 years, working with Isos Housing to develop their Community Investment Strategy and securing funding from Isos for the West Northumberland food Bank, as well as developing the joint bid to Isos for the Goals for Life project led by Hexham Youth Initiative. HCP is currently working with a number of organisations to support the development of the Hexham Enterprise Hub, looking at submitting a joint bid to the Arts Council Cultural Destinations Programme, and working on a number of projects in the early planning stages in and around Hexham East.
□ Promotion and development of the town as a visitor destination. HCP worked with Northumberland Tourism and other partners to develop a destination plan for the town. It coordinates a group which meets regularly to implement elements of the plan and improve the coordination of the many ways in which the town is promoted and presented to visitors and in the past two years has produced a Discover Hexham leaflet for distribution throughout the region and launched a visit hexham destination website. The maintenance and development of this website and ancillary social media and pr activities form a significant part of the work load of HCP staff and volunteers.
□ Working with a range of organizations to deliver and promote a programme of public events in the town centre, to support the economy of the town and engage the whole community. Annual events include the Halloween celebrations - Spook Night, the well established Christmas Market, and the Hexham Eating Festival. HCP also works with the Hexham Abbey Festival, the Hexham Book Festival, the Hexham Gathering and other event organisers in the town. Last year HCP played a part in the organisation of the Matt Wells Regatta and this year we are working with the Children in Need and Countdown to Christmas group and would like to play an increasing role in the coordination of town centre events organised by HCP and others for the benefit of the economy of the town.
□ Arts – HCP coordinates the Hexham Arts Forum. Projects that have grown out of this Forum have included the 3 day Hexham Arts Symposium in 2013 developed in partnership with Newcastle University, as well as the launch of the Hexham Culture Corner Facebook site and Hexham Spaces project – an independent volunteer led group putting art into some of Hexham’s empty shops and windows. A Young Arts Forum has been established, led by young people, at the Forum Cinema where young people especially students from QEHS are invited to come and gain understanding of how to develop a career in the arts sector. 2 Arts open doors events have been organised in 2013 to coincide with the Town Twinning visit from Noyon in May and the Hexham Abbey Festival in September.
□ Development of environmental sustainability projects. HCP has spent considerable time and effort in recent years developing the Hexham River Hydro project in partnership with Hexham Town Council and Transition Tynedale. Although this has not come to a successful conclusion due to the escalating costs it has generated a huge amount of community support and raised awareness of the potential of community sustainable energy generation schemes for which it has gained recognition at a regional and national level. HCP will continue to explore the potential to generate income and sustainable energy through a community owned project of this kind.
In addition existing projects and activities that are self financing or fully funded and which contribute to the overheads of HCP include:
□ Operating a community cinema as a social enterprise. The Forum Cinema was purchased by HCP in 2007.It is operated as a wholly owned subsidiary with a separate board of directors. It is entirely self financing and employs up to 10 members of staff. The cinema generates an income to support the partnership, while providing employment and work experience opportunities and a valuable arts and community facility.
□ Managing the Hexham East community regeneration project since 2008 in an area of town which suffers from high indices of multiple deprivation. The project employs 2 members of staff and is fully funded by Northumberland County Council, Isos Housing and Big Lottery Reaching Communities Fund until June 2015. A community house, Number 28, has been open since January 2009 and is a hub for a wide range of activities and opportunities including a branch of the Northumberland Credit Union, a boys group and girls group, women’s group, knitting group, garden club, as well as offering information advice and guidance on a wide range of topics.
□ West Northumberland Food Bank launched in May 2013. A coordinator is employed by HCP for one day a week. This is externally funded by Isos Housing and an application has been made to NCC Community Chest for some additional funding for this project.
It is clear from the above that the beneficiaries of the work of HCP are varied. The work of HCP in coordination and communication is of benefit to town organisations providing the opportunity to develop joint projects and attract additional funding to the town.
The projects developed by HCP bring benefits to particular sections of the community that include members of the arts community including young people, those suffering from poverty, worklessness and social isolation, and individuals who gain from the opportunities to volunteer and engage actively in the life to the town. Funding from Hexham Town Council will continue to support the work of HCP in organising and coordinating town centre events - these are enjoyed by all sections of the community as well as bringing economic benefit to the town’s businesses. Similarly promotion of the town as a visitor destination will support the economy of the town – a direct benefit for the traders and other businesses but also bringing an indirect benefit to all residents who can enjoy a more vibrant and attractive town centre where businesses are thriving.
2.2 Membership
Please provide details of membership:-
Number of Members?
/Do Members Pay an Annual Subscription Fee?
/Annual Subscription Fee?
147
/No
/£
Number of Paid employees [if any]
/6