Agenda and minutes

Venue: Virtual Meeting

Contact: Email: townhall@tenterdentowncouncil.gov.uk 

Items
No. Item

653.

APOLOGIES FOR ABSENCE.

Minutes:

Cllrs. Miss A. Gardner and Mrs. K. Walder.  Non-members:  Cllrs. M. Carter and K. Mulholland.

654.

DECLARATIONS OF INTEREST.

Minutes:

None.

655.

MINUTES.

To consider and, if approved, confirm and sign the minutes and reports of the meeting held on 13th July 2020 as a correct record.

Minutes:

The minutes of the meeting held on 13th July 2020 were agreed and would be signed at the earliest opportunity.

656.

MATTERS ARISING.

Minutes:

None.

657.

REPRESENTATION FROM MEMBERS OF THE PUBLIC.

Members of the public may make personal representations at this meeting by giving written notice of a request to speak and indicating briefly the matter of interest or relevant agenda item to the Town Clerk or Deputy Town Clerk no later than 12 noon on the day of the meeting. Provided always that speakers are resident in a ward of the Council and, give their full name and address prior to speaking, the committee Chairman may (or may choose not to) invite individuals to speak at the relevant point in the meeting. Speeches may not exceed three minutes duration and speakers may not participate in any subsequent debate between committee members. At the Chairman’s discretion, only one speech may be made in support of each side of any contentious issue.

Minutes:

None.

658.

COUNCILLORS' QUESTIONS.

At the Chairman’s discretion, Councillors may ask a question about any item relevant to this committee that is not on the agenda. Every question shall be put and answered without discussion. An answer may take the form of a direct oral answer or reference to a Town Council publication. Where a reply cannot be conveniently given at this meeting, an oral or written answer may be circulated at a later date. All councillors present will be permitted to contribute to the debate on agenda items but only members of this committee will be permitted to vote.

Minutes:

 

(a)         Cllr. Cole raised his concerns that Webbs Ironmongery were taking over more and more of the pavement outside their shop.  The Deputy Town Clerk advised that she had spoken to the Assistant Manager and they did have permission from the neighbouring property.  The Town Clerk advised that if they are encroaching on the main footpath, an email would be sent to them.

 

(b)         Cllr. Cole raised his concerns about the restricted space for pedestrians in Sayers Lane, which should be reported to Ashford Borough Council and an area with barriers outside Paydens and the flower shop, which was full of wheelie bins and was blocking egress from the area.  Cllr. Mrs. Smith suggested that residents should be asked not to put their bins in the walkway.

 

 

659.

FINANCIAL REPORTS. pdf icon PDF 1 MB

To note and approve the following reports:

 

a)   Bank reconciliations as at 30th June 2020. *

b)   Payments over £100 between April and June 2020. *

c)    Detailed Income and Expenditure report for Quarter 1 2020. *

Additional documents:

Minutes:

 

The following financial reports were NOTED and APPROVED:

 

(a)     Bank reconciliations as at 30th June 2020.

(b)     Payments over £100 between April and June 2020.

(c)     Detailed Income and Expenditure report for Quarter 1 2020.

 

660.

TRACTOR SHED. pdf icon PDF 225 KB

To consider the future use of the tractor shed once the Maintenance Facility is complete. *

Additional documents:

Minutes:

 

The Town Clerk reported that the tractor shed attached to the Recreation Ground toilets will be vacant shortly once the maintenance facility at St. Michaels is completed. The unit has been used for staff hospitality and vehicle/tool storage for some years and already has services connected (and foul drainage nearby) which would make for a reasonable conversion.

 

The proposal was to convert one half of the tractor shed to “Changing Places” toilets for the disabled and requesting that unallocated Section 106 funding to the value of just under £20,000 be used for this project. Conversion of the building could be achieved at a relatively low cost and change of use planning would be required. This would be an initiative to make the town disabled friendly and to allow discreet and individual assisted toilet and changing facilities including those for disabled adults. Cllrs. Mrs. Ferguson, Crawford and Sugden agreed that this was a good idea and advised that the Gateway did have a changing places facility at the back of the building but that this was never used as nobody knew it was there.  Cllr. Dr. Lovelidge agreed it was a good area for its positioning and would like to see the continuing maintenance costs that would be involved.

 

Cllr. Sugden suggested that the other half of the tractor shed could be used as a rollout café bar concession area at a future date.

 

It was RESOLVED that the rear half of the tractor shed be converted into “Changing Places” toilet with a recommendation that the other half to be allocated at a later date.

 

661.

TOWN HALL ROOF REPAIRS. pdf icon PDF 389 KB

To note progress on roof repairs and consider repairs to the Assembly Room lantern. *

Additional documents:

Minutes:

 

The Town Clerk reported that it was previously decided by the Town Council to proceed with the roof repairs in advance of the main Town Hall re-ordering project, even though this meant erecting the scaffolding on two separate occasions.  As it has been decided by the Town Hall focus group to retain the ceiling in the Assembly Room in its existing form and insulate it at ceiling level, there will be no need to strip the Assembly Room roof as the structure and slates are in good order.  The original tender in October 2019 which was £51,093 has had to be extended to deal with issues which were originally intended as part of the re-ordering but which can be sorted out as a single exercise whilst the full scaffolding cover is in place which will reduce disruption and save on new erection, disassembly and rental costs for the main scaffolding.  The additional work to the Mayor’s Parlour landing roof and gulley work which was approved mid-project was £13,735 and the quote for the Assembly Room Lantern was up to £13,000.  A price of £5,000 has been quoted for the West elevation of the lantern but the Eastern elevation cannot be seen without the erection of further scaffolding.

 

Cllr. Crawford suggested putting hardwood outside as it is a longer lasting material and enquired whether listed building consent was needed for this additional work.

 

The additional expenditure to the Mayor’s Parlour landing roof and further expenditure on the lantern was RESOLVED subject to any requirement for planning approval with the Listed Building Officer.  

 

662.

VIRTUAL MEETING POLICY. pdf icon PDF 203 KB

To consider adoption of a new policy for virtual meetings. *

Additional documents:

Minutes:

 

The report from Cllr. Nelson and the Deputy Town Clerk following attendance at a Kent Association of Local Councils Workshop on ‘The Reactive Council’ was NOTED. 

 

As a result of attending the workshop, Cllr. Nelson reported that the Town Council must have a Virtual Meeting Policy.  It was RESOLVED to adopt the new Policy for Virtual Meetings.

 

663.

REPORTS FROM SUB-COMMITTEES AND WORKING GROUPS.

a)   To consider deferral of this item. The issue will be referred to Town Council (in closed session) along with the associated recommendations of the Cinema Sub-committee which reports to the External Committee.

Minutes:

 

(a)         It was RESOLVED to defer this item, along with the associated recommendations of the Cinema Sub-committee which reports to the External Committee, to the Special Town Council meeting being held on 10th August 2020. 

 

664.

MINOR MATTERS.

None.

Minutes:

None.

665.

CORRESPONDENCE.

None.

Minutes:

None.

666.

ANY OTHER URGENT BUSINESS PREVIOUSLY NOTIFIED TO THE CHAIRMAN.

No decision may lawfully be made under this item but matters which involve no more than an exchange of information may be discussed.

Minutes:

None.