206

Minutes of a meeting of LYDD TOWN COUNCIL

held at the Guild Hall

on Monday 3rd August, 2009 at 7pm

Present: The Town Mayor, Cllr D. G. Kersey (Chairman), the Deputy Town Mayor Mayor, Cllr. Ms. R. G. Saunders and Councillors: C. E. Albrow, Revd. A. J. Davis, Mrs. P. A. Davis, Ms. V. M. Dawson, Mrs. M. R. Masters, G. D. McKay, Mrs. J. Shepherd and Mrs. B. A. Walsh

Town Clerk - Richard Styles

Town Clerk’s Assistant - Mrs. J. Mathews.

The meeting was preceded by a talk by Ms. Lucy Cleaver on behalf of the Lydd’le Stars Children’s Centre.

Prayer: Mr. Peter Firth led the Council in prayer.

Absence: Apologies for absence were received from: Cllrs T. Allen due to illness,

C. Goddard due to work commitments, Mrs. V. Loseby attendance at another

Meeting, W. L. Richardson on holiday and D. F. Watts due to family commitments

378 DECLARATIONS OF INTEREST

Cllr. Mrs. Masters: RSPB and Friends of Lydd.

Cllr. Ms. Dawson: Shepway District Council.

Cllr. Ms. Saunders: Friends of Lydd, Greatstone, Lydd and Romney Marsh District Residents Association, National Trust, English Heritage, Coastal Community Group.

(The meeting was adjourned to receive the following matter)

379 PUBLIC SPEAKING

Mrs. M. Weaver: Tennis fund account written details were provided to the Town Clerk.

(The meeting then resumed)

380 MINUTES OF THE COUNCIL MEETING

The minutes of the meeting held on 6th July, 2009 (pages 173 to 187) were agreed as a true and correct record.

Proposed by: Cllr. Kersey and seconded by Cllr. Revd. Davis, Cllrs. Ms Dawson, Mrs. Masters and Mrs. Walsh abstained and Cllr. Albrow voted against and agreed.

381 MINUTES OF THE COMMITTEE MEETINGS

The minutes of the Finance and Amenities Committee meeting held on the 15th June, 2009 (pages 156 to 166) were received as a true and correct record.

Proposed by: Cllr. Ms. Saunders and seconded by Cllr. Revd. Davis, Cllrs. Mrs. Masters and Mrs. Walsh abstained, Cllr. Albrow voted against and agreed.

The minutes of the Planning and Environment Committee held on the 15th June, 2009 (pages 153 to155) and 6th July, 2009 (page189) were received as a true and correct record.

Proposed by: Cllr. Revd. Davis and seconded by Cllr. McKay, Cllrs. Mrs. Masters and Mrs. Walsh abstained and agreed.

382 CORRESPONDENCE

1.  On behalf of Master B. Ray: Facilities for Children – Skate board Park.

2.  E. K. Hospitals University NHS Trust: AGM -29/09/09.

3.  Shepway District Council: Casual vacancy in Lydd.

4.  South Eastern Employers: SEE News.

5.  Friends of Lydd: Compendium of correspondence re: The Rype.

207

382 CORRESPONDENCE cont’d

6.  Kent Fire and Rescue Service: Service performance plan 2009/10.

7.  Grasshopper Juniors: Status of goal posts at the Rype.

8.  KALC: Newsletter.

9.  Groundwork: Groundwork news.

These items were all received.

The following were considered from the agenda for the meeting

383 TOWN CLERK’S REPORT

The report (set out in Appendix A) was received and noted.

Proposed by: Cllr. Kersey and seconded by Cllr. Ms. Saunders and agreed.

384 REVIEW OF STANDING ORDERS AND FINANCIAL REGULATIONS

Cllr. Albrow stated at the outset that he wished not to take part in the discussion or the vote on these matters. He gave no reason for this statement.

Consideration of the standing orders and financial regulations came in several parts, the first part referred to changes made to correct grammar, spelling or change the name of the Committee or body referred to in the standing order so that it reflected the current Council Committee structure.

The following standing orders were dealt with under this heading and were considered ‘en-bloc’:

Standing orders 32, 35,38,56,58 and 68(b)

The changes described in the report on these standing orders were proposed by

Cllr. Kersey and seconded by Cllr. Ms. Saunders, Cllrs. Ms. Dawson, Mrs. Masters abstained and Cllr. Mrs. Walsh voted against.

Standing order 1

To read Meetings of the Council and its Committees shall normally take place at either the Guild Hall at Lydd or St Peter’s Hall Greatstone or any similar venue in the Parish at 7pm or at a time agreed jointly by the Chairman of the meeting and the Town Clerk was proposed by: Cllr. Mrs. Davis and seconded by Cllr. Ms. Saunders and Cllr. Mrs. Walsh abstained and agreed.

Standing order 3

The change described in the report on this standing order was proposed

by: Cllr. Kersey and seconded by Cllr. Revd. Davis, Cllrs. Ms. Dawson and Mrs. Masters abstained and Cllr. Mrs. Walsh voted against.

Standing order 4

The change described in the report on this standing order was proposed by:

Cllr. Kersey and seconded by Cllr. Ms. Saunders, Cllrs. Mrs. Walsh and Mrs. Masters voted against, Cllr. Ms. Dawson abstained and agreed.

Standing order 7

To read: For full Council meetings the quorum shall be half the membership. For Committee meetings the quorum shall reflect the terms of reference for that Committee; namely half the membership rounded down in the case of an odd number, with the statutory minimum of three.

Proposed by: Revd. Davis and seconded by Cllr. McKay, Cllrs. Ms. Dawson, Mrs. Masters and Mrs. Walsh abstained and agreed.

Standing order 12(i)

To read: The Election of Chairman/Mayor, Vice Chairman/Deputy Mayor and where necessary Civic Representative shall be by a paper ballot.

Proposed by: Revd. Davis and seconded by Cllr. Ms. Saunders, Cllr. Mrs. Walsh abstained and agreed.

208

384 REVIEW OF STANDING ORDERS AND FINANCIAL REGULATIONS cont’d

Standing order 12(j)

(1)  To read: Candidates for Mayor, Deputy Mayor and Civic Representative must receive at least two nominations to be valid.

(2)  Nominations for Mayor, Deputy Mayor and Civic Representative will commence at the last Town Council meeting before the Annual Town/Parish Meeting and cease at the Statutory Annual Council meeting.

Proposed by: Revd. Davis and seconded by Cllr. Mrs. Shepherd, Cllr. Mrs. Walsh abstained.

Standing order 69

The change described in the report on this standing order was proposed by:

Cllr. Kersey and seconded by Cllr. Ms. Saunders, Cllr. Mrs. Walsh abstained and agreed.

Standing order 53

The change described in the report on this standing order was proposed by:

Cllr. Kersey and seconded by Cllr. Ms. Saunders, Cllr. Mrs. Walsh abstained and agreed.

Adoption of the NALC model financial regulations

These financial regulations were formally adopted and are to be reviewed by a working group of the Finance and Amenities Committee by 31st December, 2009, who will then refer their findings to the Council for consideration and where necessary ratification.

Proposed by: Cllr. Kersey and seconded by Cllr. Ms. Saunders, Cllr. Mrs. Walsh abstained and agreed.

Note: The latest version of standing orders will be allocated an issue number. All Councillors will be given a copy.

385 COUNCIL MEETINGS IN AUGUST AND SEPTEMBER

The Town Clerk recommended that following the changes to the standing orders that the following dates for meetings are agreed:

Town Council: 5th October, 2009.

Finance and Amenities Committee: 14th September, 2009.

Planning and Environment Committee: 14th September and 5th October, 2009.

Working groups, Forums and other Committees will meet as required.

Proposed by: Cllr. Kersey and seconded by Cllr. Revd. Davis, Cllrs Albrow, Mrs. Masters and Mrs. Walsh voted against and Cllr. Ms. Dawson abstained and agreed.

386 REVIEW OF TERMS OF REFERENCE OF THE STAFFING COMMITTEE

The Committee’s terms of reference (set out in Appendix B) was adopted by resolution.

Proposed by: Cllr. McKay and seconded by Cllr. Kersey, Cllr Albrow abstained and agreed.

387 VACANCY AT LYDD TOWN COUNCIL

The decision of the Finance and Amenities Committee on 20th July 2009 was formally ratified.

Proposed by: Cllr. Kersey and seconded by Cllr. Mrs. Davis, Cllrs. Albrow, Mrs. Masters and Mrs. Walsh voted against and Cllr. Ms. Dawson abstained and agreed.

388 PROPOSAL TO JOIN THE OPEN SPACES SOCIETY

The Town Clerk reported that this organisation specialised in this subject and could give good advice on the lawful management of the Rype and the various Parish rights of way.

The proposal was made to join the Open Spaces Society.

Proposed by: Cllr. Ms. Saunders and seconded by Cllr. Mrs. Davis, Cllr Albrow abstained and agreed.

209

389 ACCOUNTS FOR PAYMENT

The accounts and balances (set out in Appendix C) were received.

Proposed by: Cllr. Ms. Saunders and seconded by Cllr. McKay and agreed.

390 MAYOR’S DIARY

The Mayor’s engagements for the previous month (set out in Appendix D) was received and noted for information only.

Proposed by: Cllr. Kersey and seconded by Cllr. McKay and agreed.

The public and press were then excluded on the grounds of confidentiality as staffing matters were to be considered.

391 MINUTES OF THE STAFFING COMMITTEE

Cllr McKay proposed the reception of the minutes of the Staffing Committee meeting held on the 30th April, 2009 (page 109)

Seconded by: Cllr. Mrs. Davis, Cllr Mrs. Walsh abstained and agreed.

Chairman

210

Appendix A to the minutes of the Council meeting on 3rd August, 2009

Report from: Town Clerk.

Subject: Town Clerk’s report

Date: 3rd August, 2009.

Committee: Town Council.

Information:

This is a brief resume of progress on matters considered by the Council at its last meeting on the 6th July, 2009.

1.  Lydd Transmitter Mast

The overall legal cost was £960, which has been offset by an £800 payment from Arqiva. Therefore the Nett cost is £160.

2.  Lade Car Park

The licence from Shepway District Council has been signed and returned, the benches purchased and stored, a generator has been arranged at no cost and installation will take place as soon as the Groundsman returns from leave.

The delay in part was caused by the need for the licence and scheduling the work during a holiday period.

3.  Teen shelter- the Rype

Complete funding for this project has been secured and the Rype working group

has been asked to recommend the Shelter type, which will be placed on order for installation in the autumn.

4. Lydd Half Marathon

The organiser has been approached and a report with suggested improvements will be circulated soon and the money raised for the Mayor’s charitable fund will available shortly.

Recommendation:

·  Accept the report.

Richard Styles

Town Clerk

211

Appendix B to the minutes of the Council meeting on 3rd August, 2009

TERMS OF REFERENCE

STAFFING COMMITTEE

REPORTING TO: The Council

PURPOSE OF COMMITTEE:

To consider and deal with any matters concerning the Council’s employees.

DELEGATED AUTHORITY:

(a) FOR DECISIONS ON BEHALF OF THE COUNCIL:

(i)  To approve and amend contracts of employment, remuneration and conditions of service where covered by the NJC for Local Government Services’ National Agreement on Pay & Conditions of Service.

(ii)  To address all issues involving the selection, conduct, performance, competence and termination of employment of the Council’s staff.

(iii)  To approve or comment upon actions taken and reported by the Town Clerk in respect of the management of the Council’s employees.

(iv)  To review and address employees’ training and development needs.

(v)  To review the Council’s staffing arrangements and recommend appropriate changes to the Council.

(b) TO INCUR EXPENDITURE ON BEHALF OF THE COUNCIL WHERE COVERED BY AMOUNTS PROVIDED WITHIN THE BUDGET:

(i)  On remuneration, expenses and training for employees

(ii)  On training for Council Members & staff on matters connected with the Council’s role and functions as an employer.

MEETINGS: As required by the business of the committee.

MEMBERSHIP: Maximum of 15 Councillors including Mayor & Deputy Mayor.

QUORUM: Half the current membership. EXTERNAL PARTICIPANTS: None.

(rounded down)

SUB-COMMITTEES ETC. REPORTING TO ESTABLISHMENT COMMITTEE: None

AGREED BY: Staffing Committee on 13th July, 2009

Town Council on 3rd August, 2009

ISSUE: 2/09

(to be reviewed annually)

212

Appendix C to the minutes of the Council meeting on 3rd August, 2009

LYDD TOWN COUNCIL
ACCOUNTS FOR PAYMENT
For approval at / Town Council / 3rd August, 2009
Payee / Narrative / Gross Total / Cheque Nos
Audit Commission / Audit fee / £632.50 / C/N 1247
Open spaces society / Membership fee / £40.00 / C/N 1248
Shepway district Council / Licence fee-Lade car park / £25.00 / C/N 1249
Echo Engineering / G/Hall Gatepost parts / £181.70 / C/N 1250
Employee salaries / Month 5 / £3,147.09 / C/N 1251-54
Sub total / £4,026.29 / (to be paid)
Lloyds TSB / Bank charges / £19.56 / DD
Aviva / Insurance / £1,161.48 / DD
Sub total / £1,181.04 / (paid)
TOTAL / £5,207.33
BALANCES
For noting at / Town Council / 3rd August, 2009
Llloyds TSB Current Account
Balance at / 3rd August, 2009 / £25,541.98
Lloyds TSB business Instant / Access Account
Balance at / 3rd August, 2009 / £55,873.66
TOTAL / £81,415.64

213

Appendix D to the minutes of the Council meeting on 3rd August, 2009

Mayor’s Diary July, 2009

The Worshipful The Town Mayor Of Lydd

Cllr. D. G. Kersey

3rd Romney Marsh Inter - schools Citizenship Quiz, Marsh Academy Theatre, New Romney.

5th Tenterden Civic Service.

7th KCC, Chairman’s Civic Reception, Maidstone.

11th Operation Sunshine 25th Birthday Celebration, Salvation Army & Community Centre, Folkestone.

Lord Warden’s Reception, Walmer Castle.

13th Inauguration of RWE npower renewables, “Little Cheyne Wind Farm”.

19th Dover Town Civic Service.

22nd 1st Brownies “Have Got Talent”, Scout & Guide HQ, Lydd.

23rd 2 (South East) Brigade Cocktail Party & Beating of Retreat, Shorncliffe Barracks.

25th New Romney Country Fayre Day & Lunch.

30th Lydd’le Stars Children’s Centre 1st Birthday Celebration, Lydd School.

Civic Representative

Cllr. C. Goddard

2nd 1st New Romney Beavers Chocolate Feast, Scout HQ, Church Lane, New Romney.

Town Council, 3rd August, 2009