Agenda and minutes

Venue: Virtual Meeting

Contact: Email: townhall@tenterdentowncouncil.gov.uk 

Items
No. Item

722.

APOLOGIES FOR ABSENCE.

Minutes:

Cllr. A. Sugden and Non-member Cllr. K. Mulholland.  Cllr. Miss. A. Gardner was absent.

723.

DECLARATIONS OF INTEREST.

Minutes:

None.

724.

MINUTES.

To consider and, if approved, confirm and sign the minutes and reports of the meeting held on 9th November 2020 and Special meeting held on 9th November 2020 as correct records.

Minutes:

The minutes of the meeting held on 9th November 2020 and Special meeting held on 9th November 2020 were agreed and would be signed at the earliest opportunity.

725.

MATTERS ARISING.

Minutes:

None.

726.

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.

727.

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.

728.

REPORTS FROM SUB-COMMITTEES AND STEERING GROUPS. pdf icon PDF 280 KB

 

(a)         Standing Orders Sub-committee. A report for the meeting on 9th December 2020 and recommendations for amendments and updates to the Standing Orders. *

Additional documents:

Minutes:

 

(a)     Standing Orders Sub-committee. A report for the meeting on 9th December 2020 and recommendations for amendments and updates to the Standing Orders. *

 

The report of the meeting held on 9th December 2020 was tabled and NOTED.  The proposed changes to the Standing Orders had been circulated with the agenda to the Internal Committee ‘for information’ in advance of the Standing Orders Sub-committee meeting.  The Sub-committee had agreed with all the changes with the exception of the addition to Standing Order 1h whereby  ‘if agreed by the meeting’ was suggested to be added to the end of the first sentence.

 

The following changes to the Standing Orders were AGREED:

 

(i)      Standing Order 1w – remove reference to ‘1j’.

 

(ii)     Standing Order 3b – to be amended to read the following:  The minimum three clear days for notice of a meeting does not include the day on which notice was issued, the day of the meeting, a Sunday, a day of the Christmas break, a day of the Easter break or of a bank holiday or a day appointed for public thanksgiving or mourning.

 

(iii)    Standing Order 3l – was originally blank, but now reads:  Subject to Standing Order (m), a person who attends a meeting is permitted to report on the meeting whilst the meeting is open to the public.  To “report” means to film, photograph, make an audio recording of meeting proceedings, use any other means for enabling persons not present to see or hear the meeting as it takes place or later or to report or provide oral or written commentary about the meeting so that the report or commentary is available as the meeting takes place or later to persons not present.

 

(iv)    Standing Order 3m – this is a new ‘m’ and reads:  A person present at a meeting may not provide an oral report or oral commentary about a meeting as it takes place without permission.

 

(v)     Standing Orders 3m to 3y – these now become ‘3n to 3aa’.

 

(vi)    Standing Order 3q – inserted ‘and non-councillors’ following the words ‘of the councillors’.

 

(vii)   Standing Order 3t - a new iv to be added which reads:  the grant of dispensations (if any) to councillors and non-councillors with voting rights.

 

(viii)   Standing Order 3 – a new bb which reads:  If permitted by law, council, committee and sub-committee meetings can take place in any manner through any medium which permits those attending to hear and comment on proceedings.

 

(ix)    Standing Order 5k i – now reads:  In an election year, delivery to the Town Clerk by the Town Mayor and councillors of their acceptance of office forms unless the Council resolves for this to be done at a later date.   (NB failure to comply results in a casual vacancy arising). In a year which is not an election year, delivery to the Clerk by the Town Mayor of his acceptance of office form unless the Council resolves for this to be  ...  view the full minutes text for item 728.

729.

PRECEPT BUDGET FOR THE INTERNAL COMMITTEE. pdf icon PDF 220 KB

 

To consider a request for a precept of £488,180 for the Internal Committee. *

Additional documents:

Minutes:

 

It was AGREED to request a precept of £488,180 for the Internal Committee.

730.

EXTERNAL AUDITORS REPORT. pdf icon PDF 209 KB

 

To note the External Auditors report for the 2019-20 year. *

Additional documents:

Minutes:

 

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

731.

COUNCILLOR REQUEST FOR MEETING WITH THE TOWN COUNCIL'S INTERNAL AUDITOR. pdf icon PDF 241 KB

 

To consider Cllr. Carter’s request for a meeting with the Internal Auditor. *

 

Minutes:

 

Cllr. Carter reported that he would like to obtain advice from the Internal Auditor with regard to the current projects and administration of them to ensure that the Town Council is in a robust position going forward with the expenditure.  Cllr. Carter felt that the Town Clerk was not familiar with the next phase of the projects regarding contracts, health and safety policies, etc. and thought it would be too much to expect of the Town Clerk. 

 

Cllr. Knowles suggested that Cllr. Carter lists his concerns for presentation to the Committee for consideration before submitting to the Internal Auditor.  Cllr. Knowles reported that in his experience, the Town Council has some of the best audit reports that he has seen.  However, if Cllr. Carter wishes to list his concerns, these can be considered. 

 

It was RESOLVED that Cllr. Carter will list his concerns with the current costings of the projects for review by the Internal Committee.  All Councillors will have the opportunity to add to the list of questions/queries.

732.

ST. MICHAELS 5K & 10K RUN 2021. pdf icon PDF 230 KB

 

To consider a request from the organisers for use of St. Michaels Recreation Ground for the event. *

 

Minutes:

 

The request from the Event company, who administer the St. Michaels 5K & 10K run, for use of St. Michaels Recreation Ground for their 2021 event was considered. Cllr. Knowles reported that the request needs to be in alignment with the St. Michaels School PTA’s expectations, given that it is normally hosted by the School.  It was agreed to DEFER the decision in order for more information to be sought from St. Michaels School PTA.

733.

TOWN COUNCIL CHRISTMAS TREES. pdf icon PDF 215 KB

 

To consider solely funding all Christmas Trees installed by the Town Council.*

Minutes:

 

The proposal to solely fund all Christmas Trees installed by the Town Council was DEFERRED to a future meeting at the request of Cllr. Mulholland.

734.

MINOR MATTERS.

None.

Minutes:

None.

735.

CORRESPONDENCE.

None.

Minutes:

None.

The Committee moved into closed session.

Under the Public Bodies (Admissions to meetings) Act 1960, the public and press will be excluded from the closed meeting session due to the confidential nature of this part of the meeting which involves the discussion of confidential staffing matters and confidential financial negotiations.

736.

PROJECT OVERVIEW SUB-COMMITTEE.

 

To note the minutes of the meeting held on 23rd November 2020 and approve the revised costings.

Additional documents:

Minutes:

 

The minutes of the meeting held on 23rd November 2020 were NOTED.  It was RESOLVED to approve the revised costings as presented.

End of closed session.

737.

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.