Agenda and minutes

Venue: Virtual Meeting

Contact: Email: townhall@tenterdentowncouncil.gov.uk 

Items
No. Item

737.

APOLOGIES FOR ABSENCE.

Minutes:

Cllr. Mrs. K. Walder.

738.

DECLARATIONS OF INTEREST.

Minutes:

None.

739.

MINUTES.

To consider and, if approved, confirm and sign the minutes and reports of the meeting held on 14th December 2020 as a correct record.

Minutes:

The minutes and reports of the meeting held on 14th December 2020 were agreed and would be signed at the earliest opportunity.

740.

MATTERS ARISING.

Minutes:

None.

741.

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.

742.

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.

743.

ST. MICHAELS SPITFIRES. pdf icon PDF 229 KB

To consider the request from St. Michaels Spitfires regarding St. Michaels Recreation Ground. *

Additional documents:

Minutes:

 

The Deputy Town Clerk reported that she had not yet received answers to her queries from Ms. Luke, chairwoman of The Spitfires.

 

The Committee discussed the requests from The Spitfires and the following points were RESOLVED:

 

(i)           to allow the installation of a storage container on site if an appropriate site can be found, subject to the size of container (which is yet to be confirmed) being acceptable;

 

(ii)         to issue a radar key to the Team Coaches;

 

(iii)        to install a lockable water tap within the disabled toilet to aid line marking;

 

(iv)        the pitch lines are not to be burned in, however alternative methods will be discussed;

 

(v)         parking on the tarmacked area next to the Maintenance Facility will not be permitted due to the security issues of issuing keys;

 

(vi)        the Council did not foresee any issues with the Team Coaches selling refreshments to those attending the football games/matches.

 

744.

TOWN COUNCIL CHRISTMAS TREES. pdf icon PDF 307 KB

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

Minutes:

 

Cllr. Mulholland reported that he was happy to organise the purchasing of the Fat Ox Green Christmas tree in future. The lights and baubles are already owned by the sponsors and he would only need to ask for the electricity supply and installation from the Town Council Maintenance Team.

 

After an in-depth discussion, the following counter proposal was RESOLVED by the Committee which was for the Town Council to continue to purchase trees and any necessary set-up fees from Council resources for all additional Town trees, with the exception of the Fat Ox Green tree.  The sponsorship of the tree is to be organised by Cllr. Mulholland, with the co-operation of the Council.  

745.

ST. MICHAELS 5K & 10K RUN. pdf icon PDF 332 KB

 

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

Minutes:

The request for free use of St. Michaels Recreation Ground on 6th June 2021 by Sporting Events UK was considered.  Cllr. Carter queried which safety approvals were necessary and the Deputy Town Clerk reported that as part of the conditions of hire, hirers need to go through the Safety Advisory Group at Ashford Borough Council.

 

It was RESOLVED to allow Sporting Events UK free use of the St. Michael’s Recreation Ground on 6th June 2021 (subject to any prevailing Covid restrictions) for the St. Michael’s 5k and 10k run.

746.

CORRESPONDENCE. pdf icon PDF 738 KB

To note the recent letter from the chair of the TDRA and the Clerk’s response. *

Additional documents:

Minutes:

 

The recent letter from Mr. A. Bates, Chair of the Tenterden & District Residents Association, and the Town Clerk’s response was NOTED.

 

Cllr. Mrs. Ferguson suggested that Mr. Bates could be invited to join the High Street Regeneration Sub-committee.

 

The Committee discussed how the public could be informed on the status and estimated costs of funding for the three major projects. It was RESOLVED that the funding and expenditure for the three projects should be detailed in an easily understandable fashion in the forthcoming Spring Newsletter. 

747.

MINOR MATTERS. pdf icon PDF 1 MB

 

(a)         Tenterden Bowls Club.  To note the Owners Notice associated with the planning application for the new clubhouse. *

Minutes:

 

(a)         Tenterden Bowls Club. The Owners Notice associated with the planning application for the new clubhouse was NOTED.

 

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.

748.

STAFFING MATTERS

 

To consider the report of the Staffing Sub-committee. Confidential Document 723A to be tabled.

Minutes:

 

The notes from the Staffing Sub-committee meeting held on 6th January 2021 were NOTED. 

 

It was RESOLVED that the advertisement for the Town Clerk & Responsible Financial Officer vacancy be circulated as soon as possible to the various organisations for advertising, in order to ensure a replacement is in post in early June 2021 for the handover.

End of closed session.

749.

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.