Agenda and draft minutes

Venue: Virtual Meeting

Contact: Email: townhall@tenterdentowncouncil.gov.uk 

Items
No. Item

3499.

TOWN MAYOR. pdf icon PDF 171 KB

(a)     To elect the Town Mayor for the year 2021-2022. *

 

(b)     To receive the Town Mayor’s declaration of acceptance of office.

Additional documents:

Minutes:

 

Cllr. Mrs. Curteis asked for nominations for the role of Town Mayor for 2021-2022. Cllr. Nelson had nominated Cllr. Mrs. Curteis and Cllr. Sugden had nominated Cllr. Dr. Lovelidge.  Both nominators provided a short speech to support their nominations.

 

A vote was then taken anonymously via Zoom Polling. Cllr. Mrs. Curteis received three votes, Cllr. Dr. Lovelidge received ten votes and there were two abstentions.  Cllr. Mrs. Curteis announced the appointment of Cllr. Dr. Lovelidge as Town Mayor for 2021-22 which was RESOLVED by the Council.  This marked the end of the 2020-21 Council year.

 

Cllr. Dr. Lovelidge announced the beginning of the new Council year and read aloud her Declaration of Acceptance of Office which would be signed at the earliest opportunity.  Cllr. Sugden congratulated Cllr. Dr. Lovelidge on her appointment. 

 

Cllr. Dr. Lovelidge thanked her fellow Councillors for voting for her appointment and thanked retiring Mayor Cllr. Mrs. Curteis.  Cllr. Mrs. Curteis will be presented with a Past Mayor’s Badge at the next Town Council meeting.

3500.

APOLOGIES FOR ABSENCE.

Minutes:

Cllr. R. Parkin.

3501.

DECLARATIONS OF INTEREST.

Minutes:

None.

3502.

DEPUTY TOWN MAYOR.

(a)     To elect the Deputy Town Mayor for the year 2021-2022. *

 

(b)     To receive the Deputy Town Mayor’s declaration of acceptance of office.

Minutes:

 

The Town Mayor called for nominations for the role of Deputy Town Mayor for 2021-2022. Cllr. Knowles had nominated Cllr. Crawford.  There being no other nominees, the appointment of Cllr. Crawford was RESOLVED by a show of hands.  Cllr. Crawford read aloud his Declaration of Acceptance of Office which would be signed at the earliest opportunity.

3503.

SERGEANT-AT-MACE.

To confirm the appointment of the Sergeant-at-Mace for the year 2021-22.

Minutes:

Mr. M. Winter had previously expressed that he was willing to continue in the role of Sergeant-at-Mace, and his appointment for 2021-22 was RESOLVED.

3504.

TOWN CRIER.

To confirm the appointment of an honorary Town Crier for the year 2021-22.

Minutes:

Cllr. Hickmott expressed that he was willing to continue in the role of Town Crier for the year 2021-22 and his appointment was RESOLVED. Cllr. Hickmott thanked the Mayor and Councillors.

3505.

MAYOR'S CHAPLAIN.

To confirm the appointment of a Mayor’s Chaplain for the year 2021-22.

Minutes:

It was RESOLVED that Assistant Curate the Reverend J. Kennett would continue in her role as Mayor’s Chaplain in 2021-22.

3506.

MAYOR'S CADET.

To confirm the appointment of a Mayor’s Cadet for the year 2021-22.

Minutes:

Appointment of the Mayor’s Cadet was DEFERRED to the next Town Council Meeting on 12th July 2021.

3507.

MINUTES.

To consider and, if approved, confirm and sign the minutes of the Town Council meeting held on 8th March 2021, Special Town Council meeting held on 8th March 2021, and Special Town Council meeting held on 12th April 2021 as a correct records.

Minutes:

The minutes of the Town Council meeting held on 8th March 2021, Special Town Council meeting held on 8th March 2021, and Special Town Council meeting held on 12th April 2021 were confirmed as correct records and would be signed at the earliest opportunity.

3508.

MATTERS ARISING.

Minutes:

None.

3509.

QUESTIONS FROM MEMBERS OF THE PUBLIC AND COUNCILLORS.

Residents may speak as of right on any matter for no more than 3 minutes subject to stating their full name and address before speaking.

Minutes:

 

Cllr. Mulholland congratulated the Mayor on her election and requested an update about the reinstallation of the St. Michael’s village sign that had been removed prior to Christmas for safety reasons.   The Town Clerk reported that the appointed contractors had found that it was a bigger task than they had anticipated, and a different Ground Contractor will be appointed.

3510.

INTERNAL AND EXTERNAL COMMITTEES.

Selection of councillors for these committees for the year 2021-2022 (see voting guide).

 

(a)     Eight councillors for each committee will be drawn by lot.

 

(b)     To appoint 3 substitutes for the internal committee.

 

(c)     To appoint 3 substitutes for the external committee.

 

(d)     To appoint a Chairman for the internal committee.

 

(e)     To appoint a Chairman for the external committee.

Minutes:

 

(a)         Selection to Committees. The selection of councillors to the new Internal and External committees took place. 16 tokens were held in an opaque container. 8 bore the Initial I and 8 the initial E.

 

Each councillor’s name was selected randomly by the Deputy Town Clerk from a container and read out; the Town Clerk in a separate room, drew a token from a container containing the 16 tokens. The initial on that token determined which committee that councillor will serve upon. The process continued until all 16 tokens were drawn. The following were agreed:

 

Internal Committee

Cllr. Carter                      Cllr. Dr. Lovelidge

Cllr. Crawford                  Cllr. Nelson

Cllr. Miss Gardner            Cllr. Parkin           

Cllr. Knowles                   Cllr. Sugden

                            

External Committee

Cllr. Cole                         Cllr. Mulholland

Cllr. Mrs. Curteis              Cllr. Quinton

Cllr. Mrs. Ferguson          Cllr. Mrs. Smith

Cllr. Hickmott                  Cllr. Mrs. Walder

 

(b)     Substitutes from the External Committee to the Internal Committee. The Town Mayor asked councillors on the External Committee to indicate if they wished to be a substitute on the Internal Committee.  Six councillors expressed an interest for the three slots, therefore, the same procedure for selection was followed for the six councillors with the bag containing three tokens for the Internal Committee and three for the External Committee.  Cllrs. Hickmott, Quinton and Mrs. Walder were appointed.

 

(c)     Substitutes from the Internal Committee to the External Committee. The Town Mayor asked councillors on the Internal Committee to indicate if they wished to be a substitute on the External Committee.  Five councillors expressed an interest for the three slots, therefore, the same procedure for selection was followed for the five councillors with the bag containing three tokens for the External Committee and two for the Internal Committee.  Cllrs. Carter, Crawford and Sugden were appointed.

 

(d)     Appointment of Chairman to Internal Committee. The Town Mayor asked those councillors on the Internal Committee for nominations for the position of Chairman. Cllr. Nelson was nominated and following a vote, by show of hands, was appointed as Chairman of the Internal Committee.

 

(e)     Appointment of Chairman to External Committee. The Town Mayor asked those councillors on the External Committee for nominations for the position of Chairman. Cllrs. Quinton and Mrs. Curteis were nominated and following a vote, by show of hands, Cllr. Quinton was appointed as Chairman of the External Committee.

 

3511.

PLANNING COMMITTEE.

(See voting guide)

 

(a)     To appoint the members to the committee for the year 2021-2022.

 

(b)     To appoint a Chairman.

Minutes:

 

(a)         The following members were appointed to the Planning Committee: Cllrs. Carter, Cole, Crawford, Mrs. Curteis, Dr. Lovelidge, Mulholland and Quinton.

 

(b)         Cllr. Crawford was appointed as Chairman of the Planning Committee.

3512.

COMMITTEE REPORTS.

To receive, and if approved, adopt the decisions, recommendations and reports of the committees as described hereunder;

Subject to any specific questions or objections, the Minutes and Reports of the under-mentioned Committees will be taken as *read and, if duly seconded at this meeting, the delegated decisions within those minutes will be approved and adopted (subject to any inaccuracies in the minutes being identified later by those committees) as part of the proceedings of this section of the Town Council meeting. The following committee recommendations listed below shall now be voted on by a show of hands; *if circulated to Councillors no later than the day of service of the summons to attend the scheduled meeting.

 

Internal Committee; 8th March 2021 and 12th April 2021.

 

 

External Committee; 8th March 2021 and 12th April 2021.

 

 

Planning; 1st March 2021 and 6th April 2021.

 

 

Minutes:

Subject to any specific questions or objections, the Minutes and Reports of the under-mentioned Committees were taken as read and, being duly seconded, were approved and ADOPTED as part of the proceedings of the Town Council subject to the following recommendations which were voted upon by a show of hands.

 

Internal Committee; 8th March 2021 and 12th April 2021. Presented by Cllr. Mrs. Smith.

 

­­­­­

External Committee; 8th March 2021 and 12th April 2021. Presented by Cllr. Nelson.

 

 

Planning Committee; 1st March 2021 and 6th April 2021. Presented by Cllr. Crawford.

 

 

3513.

DELEGATION ARRANGEMENTS. pdf icon PDF 308 KB

To review the terms of reference and delegated authority for the following standing committees: *

 

(a)         Planning Committee.

 

(b)         Internal Committee.

 

(c)     External Committee.

 

Minutes:

The existing arrangements for delegation of authority to the Planning Committee, Internal Committee and External Committee were reviewed and RESOLVED.

3514.

STANDING ORDERS & FINANCIAL REGULATIONS.

To adopt Standing Orders and Financial Regulations. †

Minutes:

The existing standing orders and financial regulations were reviewed and RESOLVED.

3515.

ARRANGEMENTS WITH OTHER LOCAL AUTHORITIES.

To review arrangements, including any charters and agency agreements, with other local authorities and review contributions made to expenditure incurred by other local authorities.

Minutes:

There were none.

3516.

REPRESENTATIVES ON OUTSIDE ORGANISATIONS. pdf icon PDF 117 KB

To appoint Councillors as representatives to the following organisations for the year 2021-2022, and note the arrangements for reporting back to the Council (see Terms of Reference and voting guide): *

 

(a)     Ashford & District Volunteer Bureau;

(b)     Ashford Community Safety Partnership;       

(c)     Ashford Borough Citizens Advice;       

(d)     Tenterden 2030 Civil Society;

(e)     Community Land Trust Steering Group;

(f)      Community Engagement Councillor;

(g)     Confederation of Cinque Ports; 

(h)     Cycling Strategy Group; 

(i)      Folk Festival;        

(j)      Homewood School and Sixth Form Centre;   

(k)     Kent Association of Local Councils;

(l)      Little Explorers Children’s Centre;      

(m)    Spirit of Tenterden Festival;     

(n)     St. Mildred’s Committee;

(o)     St. Michael’s Annual Run;

(p)     St. Michael’s Village Community Group;

(q)     St. Michael’s Village Hall Committee;

(r)      Tenterden Bowls Club;

(s)     Tenterden & District Chamber of Commerce;

(t)      Tenterden & District Museum;  

(u)     Tenterden & District Residents’ Association; 

(v)     Tenterden & District Twinning Association;   

(w)    Tenterden Community Hub (formerly Tenterden Savers);

(x)     Tenterden Dementia Friendly Community;

(y)     Tenterden Festival;

(z)     Tenterden Social Hub;

(aa)   Tenterden Tigers; 

(bb)   Tributes in the Park;

(cc)    Weald of Kent Preservation Society.

Additional documents:

Minutes:

Members were appointed as Town Council representatives to outside organisations as follows:

 

(a)     Ashford & District Volunteer Bureau; Cllr. Mulholland

(b)     Ashford Community Safety Partnership; Cllr. Mulholland

(c)     Ashford Borough Citizens Advice; Cllr. Mulholland

(d)     Tenterden 2030 Civil Society; Cllrs. Nelson and Mrs. Walder

(e)     Community Land Trust Steering Group; Cllrs. Parkin and Quinton (Deputy)

(f)      Community Engagement Councillor; Cllr. Mrs. Ferguson

(g)     Confederation of Cinque Ports; Cllrs. Mrs. Curteis and Mrs. Smith

(h)     Cycling Strategy Group; Cllrs. Mrs. Ferguson and Nelson

(i)      Folk Festival; Cllr. Quinton

(j)      Homewood School and Sixth Form Centre; Cllrs. Mrs. Walder and Crawford (Deputy)

(k)     Kent Association of Local Councils; Cllrs. Crawford, Dr. Lovelidge and Mrs. Walder

(l)      Kent County Council (Tenterden area) Parish Forum: Cllrs. Crawford, Dr. Lovelidge and Nelson

(m)    Little Explorers Children’s Centre; Cllr. Mrs. Smith

(n)     Spirit of Tenterden Festival; Cllr. Carter

(o)     St. Mildred’s Committee; Cllrs. Carter and Mrs. Ferguson

(p)     St. Michael’s Annual Run; Cllr. Mulholland

(q)     St. Michael’s Village Community Group; Cllr. Mrs. Curteis

(r)      St. Michael’s Village Hall Committee; Cllrs. Cole and Mulholland

(s)     Tenterden Bowls Club; Cllrs. Mrs. Curteis and Mrs. Smith

(t)      Tenterden & District Chamber of Commerce; Cllr. Nelson

(u)     Tenterden & District Museum; Cllr. Mrs. Smith

(v)     Tenterden & District Residents’ Association; Cllr. Crawford

(w)    Tenterden & District Twinning Association; Cllr. Mrs. Walder

(x)     Tenterden Community Hub (formerly Tenterden Savers); Cllr. Mrs. Ferguson

(y)     Tenterden Dementia Friendly Community; Cllr. Sugden

(z)     Tenterden Festival; Cllr. Mrs. Ferguson

(aa)   Tenterden Social Hub; Cllrs. Dr. Lovelidge and Mrs. Walder

(bb)   Tenterden Tigers; Cllr. Carter

(cc)    Tributes in the Park; Cllr. Mrs. Curteis

(dd)   Weald of Kent Preservation Society. Cllr. Crawford

 

The arrangements for representatives’ reporting back to the Council were NOTED.

3517.

APPOINTED TRUSTEES TO CHARITY TRUSTS. pdf icon PDF 125 KB

To appoint Councillors to serve as trustees to the following trusts for the year 2021-2022: *

 

(a)     Dr. Curteis Charity Trust;

(b)     Tenterden Church Schools Charity Trust;

(c)     Tenterden Leisure Centre Trust Ltd.

Minutes:

Members were appointed to act as trustees on charitable trusts as follows:

 

(a) Dr. Curteis Charity Trust: Cllrs. Mrs. Curteis and the Town Mayor.

(b) Tenterden Church Schools Charity Trust: Cllr. Mrs. Curteis.

(c) Tenterden Leisure Centre Trust Ltd: Cllrs. Miss. Gardner and Nelson.

3518.

RESIDENT FOCUS GROUPS FOR PROJECTS.

To appoint councillor representatives to the following focus groups: *

 

(a)     Cinema Project;

(b)     Recreation Ground;

(c)     Town Hall.

Minutes:

Members were appointed to act as representatives on the following focus groups:

 

(a) Cinema Project: Cllrs. Carter and Mrs. Ferguson.

(b) Recreation Ground Project: Cllrs. Mulholland and Sugden.

(c) Town Hall: Cllrs. Dr. Lovelidge and Mrs. Smith.

3519.

GENERAL POWER OF COMPETENCE.

To confirm the Council’s eligibility for the General Power of Competence, the clerk having achieved the CILCA qualification and two-thirds of the councillors having been elected.

Minutes:

The Town Council’s eligibility for the General Power of Competence was CONFIRMED.

3520.

TOWN COUNCIL ASSETS.

To review the Asset Register. †

Minutes:

 

The Town Clerk reported that the asset register is kept up to date by the Accounts Clerk and can be viewed at any time by Council.  The asset register was reviewed and RESOLVED to be correct.

3521.

INSURANCE COVER.

To confirm arrangements for insurance cover.

Minutes:

 

The Town Clerk reported that the insurance is reviewed each year with our insurance broker and all risks identified.  The Town Council’s arrangements for insurance cover with Royal & Sun Alliance Insurance Plc and ERS for Motor Insurance was reviewed and RESOLVED to be appropriate. 

3522.

SUBSCRIPTIONS.

To review Council and staff subscriptions.

 

(a)     Guild of Mace Bearers. – Advice on procedure for civic events, Town Sergeant; £40.00.

 

(b)     Kent Association of Local Councils. Procedural advice and training; £1,620.00.

 

(c)     Office of the Information Commissioner. Data protection; £35.00.

 

(d)     Society of Local Council Clerks. Training & advice, Town Clerk; Principal Membership £317.00. Deputy Town Clerk Membership £234.00.

 

(e)     Confederation of Cinque Ports; Membership as a limb of Rye. £310.00.

 

(f)      The National Association of British Markets (NABMA); £358.00.

 

(g)     Ashford and Tenterden Tourism Association; £155.00.

 

(h)     Survey Monkey; Public consultation tool £360.00.

 

(i)      Association of Local Council Clerks; Town Clerk’s subscription to union. £40.00.

 

(j)      Association of Town & City Management. Forum for our Town Centre co-ordinator to attend;  £295.00.

Minutes:

The following subscriptions were reviewed and RESOLVED:

 

(a)     Guild of Mace Bearers. Advice on procedure for civic events, Town Sergeant; £40.00.

 

(b)     Kent Association of Local Councils. Procedural advice and training; £1,620.00.

 

(c)     Office of the Information Commissioner. Data protection; £35.00.

 

(d)     Society of Local Council Clerks. Training & advice, Town Clerk; Principal Membership £317.00. Deputy Town Clerk Membership £234.00.

 

(e)     Confederation of Cinque Ports. Membership as a limb of Rye; £310.00.

 

(f)      The National Association of British Markets (NABMA). £358.00.

 

(g)     Ashford and Tenterden Tourism Association. £155.00.

 

(h)     Survey Monkey. Public consultation tool; £360.00.

 

(i)      Association of Local Council Clerks. Town Clerk’s subscription to union; £40.00.

 

(j)      Association of Town & City Management. Forum for our Town Centre co-ordinator to attend; £295.00.

 

Cllr. Crawford queried the NABMA payment. Town Clerk advised that NABMA is a market governing body and the subscription was taken out in order to receive a health check on the market.  Cllr. Mrs. Smith commented that an informal High Street Market meeting has been scheduled for next week.

 

The Town Clerk reported that he refunds to the Town Council the subscription to the Association of Local Council Clerk’s Union.

3523.

COMPLAINTS PROCEDURE.

To review the Town Council’s complaints procedure. †

Minutes:

The Town Council’s complaints procedure was reviewed and RESOLVED to be correct.

3524.

FREEDOM OF INFORMATION.

To review the Town Council’s procedure for handling requests made under the Freedom of Information Act 2000 and The General Data Protection Regulations (GDPR) 2018. †

Minutes:

The Town Council’s procedure for handling requests under the Freedom of Information Act 2000 and the General Data Protection Regulations (GDPR) 2018 was reviewed and RESOLVED to be correct.

3525.

DEALINGS WITH THE PRESS/MEDIA.

To review the Town Council’s policy for dealing with the media. †

Minutes:

The Town Council’s procedure for dealing with the press/media was reviewed and RESOLVED to be correct.

 

Cllr. Carter commented that there were some points that he disagreed with in the policy and would like this reviewed at the next Internal Committee meeting.

3526.

REPORTS FROM APPOINTED TRUSTEES AND FROM COUNCIL REPRESENTATIVES ON OTHER ORGANISATIONS.

To note any written reports from outside organisations.

Minutes:

Cllr. Mrs. Smith reported that she had forwarded the Tenterden Museum’s latest newsletter; the Deputy Town Clerk confirmed that this will be circulated with the next Town Council agenda.

3527.

DONATIONS SUB-COMMITTEE. pdf icon PDF 103 KB

To consider the recommendations of the donations sub-committee. *

Minutes:

It was RESOLVED to approve the following recommendations of the Donations sub-committee presented by Cllr. Mulholland.

 

(a)         HiKent – £1,000 to cover the delivery of Lip-reading classes on a video conference platform in 2021-22 for the residents of Tenterden.

 

(b)     EC30 – the request for £5,124.99 (plus VAT) for a chiller and coffee machine for the new facility was refused by the Sub-committee.  However, it was agreed to approve an annual grant of £1,000.

 

(c)     The Parish of St Michael and All Angels – £150.00 towards the maintenance of the Church clock.

 

(d)     St Michael and All Angels Parochial Church Council – the request for £1,029.00 for the archaeologist fee and application fee to ABC for a non-material amendment to the planning application for the footpath was refused.

 

(e)     Tributes in the Park – the annual grant of £1,000 with an increase of £500 for the 2021 event, making a total of £1,500.

3528.

MAYORAL ANNOUNCEMENTS.

Minutes:

None.