Charity Committee minutes

Decided · A decision has been taken.

The committee approved the minutes of its previous meeting on 23 June 2025 as a true record and received the Coastal Users Group minutes of 27 October 2025. p4

The committee agreed the Foreshore Trust's financial position for 2025/26, which forecasts an overall deficit of £358,478 after accounting for £250,000 of reserve-funded projects and £273,152 of grants. p5p6p8

Officers said the increase in car parking management costs was due to higher commission from cashless payments via the Ringo app and an increased management service recharge from Hastings Borough Council. p6

Officers said the Foreshore Trust's contingency reserve, which represents the minimum reserve level, was set at £900,000 and was subject to review. p7

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• p410. Minutes of previous Charity Committee and Coastal Users Group Meetings RESOLVED: that the minutes of the previous meeting held on 23 June 2025 be approved as a true record; and that the Minutes of the Coastal Users Group of 27 October 2025 be received, subject to noting that Cllr Hilton had given apologies to the meeting which had not been minuted. The Chair welcomed Kate Darbyshire who had been recently appointed to the role of Foreshore Trust Manager.
• p511. Finance Monitoring Report to period 6 2025/26 At the invitation of the Chair, Louise Hutton, Finance Business Partner, introduced the report. Members considered Appendix 1 which contained a detailed summary sheet comprising five distinct blocks of financial data. The first block reflected the total figures for the month of September. The second block presented actual figures from April to September, covering the first half of the current financial year. The third block provided a forecast for the period October to March, whilst the fourth block offered a full-year forecast for the current financial year. The final block included comparative figures from the previous two financial years, which served to contextualise the current year’s data. Members’ attention was drawn to cost recovery relating to parking for electric vehicles. This was shown as zero due to the temporary suspension of income while upgrades were underway. It was noted that income from this source was expected to resume in December. Car parking income showed a strong positive variance, attributed to increased visitor numbers. Foreshore management income also reflected a positive variance, resulting from a rent review that had not been accounted for during the previous year’s budget. Investment income showed a minor negative variance due to interest rates falling more rapidly than anticipated. However, the overall forecast for total income remained positive, with a projected surplus of £86,000 for the current financial year. With regard to expenditure, Members noted that car parking costs showed a negative variance. However, the figure of £510,288 was consistent with the previous two years, suggesting that the variance was likely due to an underestimation during budget setting rather than actual overspending. Foreshore management expenses included a mix of variances. Savings were identified in vehicle related expenses, although those remained subject to change depending on fuel prices.
• p6Additionally, the increased use of overtime in place of agency staff had contributed to a positive variance. Other direct costs, including lifeboat invoices, repairs, and utilities, were forecast to be lower than budgeted, resulting in a positive variance. Insurance costs showed a small negative variance of approximately £3,500 above the budgeted amount. Members further noted that: Staff wages reflected a positive variance due to delayed start dates for several employees. Public conveniences showed a negative variance of nearly £30,000, driven by higher cleaning contract costs and water charges exceeding budget estimates. Small grants showed a minor negative variance of £2,000, attributed to timing differences where grants awarded in the previous year were paid in the current year. In summary, the Finance Business Partner explained that the overall forecast for the current financial year indicated a deficit of £358,000. That figure included the playground renewal project, which had been budgeted at £250,000, as well as other agreed expenditures from reserves, such as the appointment of a new senior manager. The Chair invited questions from Members to Officers. Councillor Hilton asked for clarification of the increase in management costs for the car parking service. Officers explained firstly that the increase in cashless parking via the Ringo app had consequentially increased the commission payable to Ringo; and secondly, there had been an increase in the management service recharge from Hastings Borough Council to the Foreshore Trust. The Deputy Chief Executive undertook to circulate a written response regarding management recharges before the next meeting.
• p7In response to a query about whether unspent grant programme surplus would be rolled forward, the Deputy Chief Executive explained that it was anticipated that the grants would be launched this financial year; and that the annual budget setting cycle due to start shortly would consider expenditure for future years. At the invitation of the Chair, the Finance Business Partner then summarised the content of Appendix 2, which presented the balance sheet of the Foreshore Trust at 30 September 2025. It was explained that the Chair had met with Officers earlier in the week and Officers had agreed to amend the format of the balance sheet to provide additional explanatory notes for future meetings. Officers explained that: The value of fixed assets had reduced year on year due to depreciation. The debtors section represented the net settlement position between Hastings Borough Council and the Foreshore Trust. At the reporting date, a significant balance was shown as owed from HBC which did not yet account for the year-end recharges, where Hastings Borough Council would calculate and recharge the cost of managing various services to the Trust. The status of the main programme reserve was stated together with the contingency reserve which was currently set at £900,000 which represented the minimum reserve level and was subject to review. Cash at bank was healthy, with balances having increased annually due to the accumulation of interest income. A loan from Hastings Borough Council was listed under creditors which would be repaid by the end of the current financial year. Accruals were also noted, representing expenses incurred but not yet invoiced, such as accountancy fees. In response to a query from Chris Richards (Vice Chair of the Coastal Users Group), the Finance Business Partner clarified that the forecasts would be impacted by the review of the expenses and allocations which would conclude by February 2026.
• p8Councillor Hilton proposed the recommendation set out in the report, seconded by Councillor Walker, whereupon it was: Resolved (unanimously): That the current financial position for 2025/26, be agreed. Reasons: 1. The Council has the responsibility for the proper management of the financial affairs of the Trust. In doing so it complies with Accounting Codes of Practice and the high standards required for the accounting of public money. 2. The summary monitoring report shows an overall forecast deficit for the 2025/26 financial year of £358,478. The deficit is stated after accounting for projects of £250,000 (funded from reserves) and grants of £273,152.