Agenda and minutes

Venue: Virtual Meeting

Contact: Email: townhall@tenterdentowncouncil.gov.uk 

Items
No. Item

778.

APOLOGIES FOR ABSENCE.

Minutes:

Non-member:  Cllr. K. Mulholland.

779.

DECLARATIONS OF INTEREST.

Minutes:

Cllr. Sugden declared an interest in Agenda item 11 – Changing Places and Agenda item 12 – Photovoltaic panels.

780.

MINUTES.

To consider and, if approved, confirm and sign the minutes and reports of the meeting held on 8th March 2021 as a correct record.

Minutes:

The minutes of the meeting held on 8th March 2021 were agreed and would be signed at the earliest opportunity.

781.

MATTERS ARISING.

Minutes:

None.

782.

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.

783.

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:

 

Cllr. Mrs. Ferguson thanked the Town Council for approving the installation of the picnic benches on both the greens and Recreation Ground, the Maintenance Team for installing the benches, and Mrs. K. Nolan-Lyons the Town Centre & Tourism Co-ordinator for coming up with the idea.

784.

DELEGATION OF POWERS TO THE CLERK. pdf icon PDF 232 KB

To consider awarding temporary powers after 6th May 2021 to the Clerk, the Mayor and a Committee Chairman until such time as physical meetings are safe to be held. *

Minutes:

 

The Town Clerk reported that after 6th May 2021, Councils will not legally be able to hold remote/virtual meetings, with the exception of informal meetings and sub-committees where the public do not have the right to attend.  It was noted that even if the Council was able to schedule sub-committee meetings, it would not be possible to report recommendations back to the Standing Committee until physical meetings can safely take place.  The Town Clerk reported that Ashford Borough Council will be running a similar scenario.

 

It was RESOLVED that temporary powers be delegated to the Town Clerk (or Deputy), the Mayor (or Deputy) and a Committee Chair (or Vice Chair), as per Section 101 of the Local Government Act 1972, until such time as it is safe to hold physical meetings.

785.

ANNUAL TOWN MEETING & VISIONING EVENT. pdf icon PDF 319 KB

To consider cancelling the 2021 Annual Town Meeting and holding a Visioning Event in Summer 2021. *

Additional documents:

Minutes:

 

The Town Clerk reported that the Annual Town meeting could not legally be held remotely on 1st June 2021 and it would be unsafe to hold the meeting physically before the Covid restrictions are lifted. 

 

Cllr. Mrs. Walder requested that full Council consultation takes place regarding the content of the presentation for the Town Visioning Event. 

 

The following was RESOLVED:

 

(a)         the Annual Town Meeting scheduled to be held on 1st June 2021 is cancelled;

 

(b)         that a Town Council Visioning Event will take place on Monday, 19th July 2021 with full Council consultation on the content of the presentation to take place. 

786.

LEGAL ADVICE REGARDING REMOTE MEETINGS. pdf icon PDF 212 KB

To consider seeking legal advice regarding remote meetings. *

Minutes:

 

Consideration was given to seeking legal advice on remote meetings and the setting of a budget for such advice.  The Town Clerk reported that since the agenda had been published, he had liaised with both Kent Association of Local Councils (KALC) and Ashford Borough Council (ABC) to find out what they intend to do.  The feedback received was that the carrying out informal meetings and sub-committees to which the public are not invited is the only viable option.  KALC would prefer the public to be invited to all sub-committees, although this is not a legal stipulation. 

 

Cllr. Knowles reported that the Government had provided no leeway when the Act was put in place last year and he could not see any justification for seeking legal advice to clarify this information.  Various other authorities have sought legal advice and there is now a rush of councils moving meetings to before the deadline and delegating authority to Officers for after 6th May 2021. 

 

Borough Cllr. P. Clokie suggested that St Mildred’s Church would be large enough to hold meetings, however, the restrictions would go against the number allowed inside. 

 

It was RESOLVED not to seek legal advice regarding the continuation of remote meetings after 6th May 2021.

787.

INVESTMENT REVIEW. pdf icon PDF 306 KB

To consider conducting a financial review on the Town Council’s investments. *

Additional documents:

Minutes:

 

Cllr. Crawford had attended a CCLA Briefing presentation regarding investments and outlined the information contained in his circulated background paper. 

 

The Committee RESOLVED that the Council should approach our financial adviser to:

 

(a)     assess a sensible time to conduct a financial review;

(b)     carry out that review at the advised time to ensure investments are least at risk.

 

It was noted that Borough Cllr. Clokie made no comments on this Agenda item.

788.

CHANGING PLACES FACILITY. pdf icon PDF 339 KB

To consider the quotations for the installation of a Changing Places facility at Tenterden Recreation Ground with associated building works. Confidential quotations attached for Members. *

Additional documents:

Minutes:

 

Cllr. Mrs. Walder reported that both she and the Town Clerk had been in touch with the Tenterden Social Hub regarding the suggestion that the changing places facility could go in the new East Cross Clinic base.  The Social Hub’s view is that their building is just a refit and emphasised the need for flexibility for the changing places offering.

 

Cllr. Mrs. Ferguson reported that she is very much in favour of the changing places facility but the building needs pulling down and rebuilt and this should be investigated.  Cllr. Mrs. Walder reported that the aesthetics of the building are not the most pressing but we do have funding in place and we need to press ahead to accommodate disabled visitors and residents.

 

Cllr. Mrs. Ferguson also reported that when events are held on the Recreation Ground there are issues with the toilets blocking up; Cllr. Carter responded that there was not enough water pressure in the toilets and this needs to be looked at with a  possible reconfiguration of the building.  Cllr. Mrs. Walder reported that any drainage issues could be dealt with via the surveyor for the changing places facility. 

 

It was AGREED that:

 

(a)         Closomat Limited be appointed the contractor for the fitting of the Changing Places facility at a cost of £17,319.45 plus VAT and Andy Gill Ltd appointed for the associated building works at a cost of £17,150.00 plus VAT.

 

(b)     external drawings be ordered from a local surveyor and the planning application be handled in house if practicable or through the surveyor.

789.

PHOTOVOLTAIC PANELS FOR OLD TRACTOR SHED. pdf icon PDF 342 KB

To consider the installation of photovoltaic panels on the old Tractor Shed at Tenterden Recreation Ground.  Confidential quotations attached for Members. *

Additional documents:

Minutes:

 

Cllr. Quinton reported that due to the old tractor shed’s position of South and West facing, there would be 92% efficiency for this roof with photovoltaic panels.  Cllr. Quinton commented that as the Town Council had pledged to become carbon neutral by 2030, we need to move forward and progress this project. 

 

Cllr. Carter reported that a flat roof that is South and West facing is far less efficient and would like to ask that a consultant comes in and advises the Council on what the best route would be as he believed that the South facing flat roof is better than the West facing pitched roof.  Cllr. Carter also suggested that the figures are checked regarding what the right payback period is for this.  Cllr. Quinton reported that three different companies had been approached there are different scenarios of facing and what is most efficient. 

 

It was AGREED that:

 

(a)         Greenman Solar Ltd be appointed to install solar panels on the old tractor shed only at a cost of £6,320.00 plus VAT;

 

(b)         Knights of Oxney Building Contractors Ltd be appointed to carry out roof repairs to the old tractor shed at a cost of £6,500.00 plus VAT.

790.

ST. MICHAELS MAINTENANCE FACILITY SAFETY FENCING. pdf icon PDF 216 KB

To consider the three quotations for the fencing works to take place (attached for members).  *

Additional documents:

Minutes:

 

It was RESOLVED to appoint H. S. Jackson & Son (Fencing) Ltd to install the safety and security fencing at St. Michaels Maintenance Facility at a cost of £13,139.46 plus VAT.

791.

TENTERDEN LEISURE CENTRE TRUST & RECREATION GROUND MANAGEMENT. pdf icon PDF 353 KB

To consider appointing the Tenterden Leisure Centre Trust as an operator of the newly re-ordered Recreation Ground. *

Additional documents:

Minutes:

 

Cllr. Knowles reported that it would be a good idea involve the Tenterden Leisure Centre Trust (TLCT) in the Recreation Ground project, but proposed holding off making any commitments until there is a better view on a possibly new operator for the Leisure Centre and the TLCT’s position within this.  Cllr. Mrs. Walder supported Cllr. Knowles proposal and stated that there are three bodies regarding the leisure centre:  TCLT, the operator and Ashford Borough Council and one part has not been determined yet. 

 

It was RESOLVED to DEFER further discussions pending more information being received on how the relationship will work between TLCT, new operator and ABC being presented. 

792.

CORRESPONDENCE.

Minutes:

None.

793.

MINOR MATTERS. pdf icon PDF 2 MB

 

(a)         National Association of Local Councils – Practitioners’ Guide.  To note the Joint Panel on Accountability and Governance Practitioners’ Guide 2021. *

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.

794.

STAFFING ISSUES.

To consider the report of the Staffing Sub-committee held on 4th March 2021 (Confidential Document 727A refers) and report of the meeting to be held on 7th April 2021 (to be tabled).

Minutes:

 

The minutes of the Staffing Sub-committee meeting held on 4th March 2021 and tabled minutes from the meeting held on 7th April 2021 were NOTED.  Confidential document 727M refers.

End of closed session.

795.

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.