Agenda and minutes

Venue: Virtual Meeting

Contact: Email: townhall@tenterdentowncouncil.gov.uk 

Items
No. Item

672.

APOLOGIES FOR ABSENCE.

Minutes:

Cllrs. C. Knowles and Mrs. P. Smith.

 

673.

DECLARATIONS OF INTEREST.

Minutes:

None.

674.

MINUTES.

To consider and, if approved, confirm and sign the minutes and reports of the meeting held on 10th August 2020 and Special meeting held on 10th August 2020 as correct records.

Minutes:

The minutes of the meeting held 10th August 2020 and Special meeting held on 10th August 2020 were agreed and would be signed at the earliest opportunity.

 

675.

MATTERS ARISING.

Minutes:

None.

676.

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.

677.

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:

None.

678.

HEDGE TRIMMER. pdf icon PDF 402 KB

To consider lease of a side-arm hedge trimmer attachment for the tractor. *

Additional documents:

Minutes:

 

Cllr. Mulholland requested clarification as to why it is proposed to lease the hedge trimmer rather than purchase it.  The Town Clerk reported that the four-year lease and purchase were very similar.  Cllr. Carter suggested looking at whether the balloon payment at the end of the term was acceptable and no more than £4,000; he considered this the best option.  Cllr. Mrs. Walder queried the maintenance of the equipment and the Town Clerk clarified that whether it was leased or purchased, it would still come under a maintenance contract.   

 

It was RESOLVED that the Town Clerk would compare the lease and purchase figures including the balloon payment and choose the best option.  The cost of the new Hedge Trimmer would be approximately £13,000 plus VAT.

 

679.

MAYOR'S CHARITY ACCOUNT. pdf icon PDF 294 KB

To consider amendment of the signatories on this account. *

Minutes:

 

It was RESOLVED that Cllr. Mrs. Curteis, the Deputy Town Clerk Mrs. Gilbert and Administrative Assistant Mrs. Smith would be added to the Mayor’s Charity Account as signatories for authorising cheques and for online banking.

 

680.

MAINTENANCE FACILITY. pdf icon PDF 213 KB

To consider the purchase of stockade fencing for additional protection at the St Michaels Facility. *

Additional documents:

Minutes:

 

The Town Clerk reported that a meeting had been held on the morning of 14th September 2020 with Cllr. Mrs. Curteis, the Site Manager, Town Clerk and Deputy Town Clerk following concerns raised by St. Michaels Ward Councillors over potential vandalism of the new maintenance facility at St. Michaels Recreation Ground.  The feasibility of a perimeter stockade fence around the whole facility was discussed.  It was agreed that it would be feasible to install perimeter fencing without impeding the staging vehicle for Tributes in the Park or the Town Council’s maintenance vehicles. 

 

The Town Clerk reported that as a result of the site meeting, he would like to propose that a perimeter stockade fence is placed around the whole facility and would seek a budget for the work.   Cllr. Carter raised his concerns over the visual impact of installing stockade fencing and felt that there were enough security measures currently in place to deter vandalism or theft.  Cllr. Mrs. Curteis raised her concerns from the security aspect as there had already been much interest by people as to what was going to be stored there.

 

It was agreed that the decision to install additional stockade fencing at the maintenance facility would be DEFERRED to the 12th October 2020 Internal Committee meeting pending a site visit and detailed plans.

 

681.

END OF YEAR INTERNAL AUDIT. pdf icon PDF 385 KB

To note and approve the end of year internal audit report. *

Minutes:

 

The Internal Auditor Report for the year ended 31st March 2020 was APPROVED.

682.

TOWN HALL PROJECT. pdf icon PDF 318 KB

To consider work required prior to the planning application process. *

Additional documents:

Minutes:

 

It was RESOLVED to approve the prior to planning additional costs for the Town Hall project as follows:

 

(a)         £6,215 for test holes;

(b)         £750 for approved inspector;

(c)         £2,000 for a noise impact assessment and acoustic report relating to the air-source heating system.

 

Total:  £8,965

 

683.

CORRESPONDENCE.

Minutes:

None.

684.

MINOR MATTERS.

Minutes:

None.

685.

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.