Minutes of a Meeting of LYDD TOWN COUNCIL

Minutes of a meeting of LYDD TOWN COUNCIL

held at the Guild Hall, Lydd on Monday 1st November 2010 at 7 p.m.

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

Mayor’s Chaplain Revd. Richard Grocott

Town Clerk - John Rich

Town Clerk’s Assistant - Mrs. J. Mathews

Absence: Apologies for absence were received from Cllr. Richardson due to ill health, Cllrs. G. D. McKay & G. F. A. Snell due to work commitments, and Cllr. D. F. Watts was on holiday.

The meeting was preceded by the presentation by Cllr. Kersey of a donation from the Town Mayor’s Charity Fund for £500 to Mr. Stuart Adams of the Dungeness Lifeboat, who thanked the Council and explained what the money would be used for.

Revd. Grocott led the Council in prayer.

283 DECLARATIONS OF INTEREST

Cllrs. Ms. Dawson, Goddard & Mrs. Loseby declared interests in Shepway District Council matters generally.

284 MINUTES OF THE LAST MEETING

The minutes of the meeting on 4th October 2010 were approved and signed.

285 MINUTES OF COMMITTEE MEETINGS

The minutes of the following meetings were received:

(A) Planning & Environment, 20th September & 4th October

(B) Staffing, 6th September

286 CORRESPONDENCE

Receipt of the following correspondence was noted:-

(A) Royal Naval Association – thanks for donation

(B) Registrar of the Cinque Ports – transfer of Confederation archives (email)

(D) Kent C. C. – Bold Steps for Kent:

Medium Term Plan to 2014/15 consultation draft

(E) Shepway District Council – precept timetable for 2011/12

287 CHAIRMAN’S REPORT

The Town Mayor reported on the past month and drew Members’ attention to the forthcoming Christmas Concert at Greatstone on 4th December and her Christmas Reception at Greatstone on 9th December.

288 TOWN CLERK’S REPORT

The report, which is attached as Appendix A, was noted.

Cllr. Allen enquired about the Banks lease and the clerk confirmed that both he and the Honorary Secretary of the Banks Sports & Social Club had not been able to progress the outstanding issues because of other priorities, but a site meeting had been held to agree on the fencing required and a report on this would be brought to a future meeting of the Town Council.

289 THE RYPE

At the last meeting Cllr. Goddard had requested that the issues raised by Mr. M. Hooper in the public session be discussed at this meeting. Mr. Hooper’s concerns were listed in the minutes of the last meeting. Cllr. Goddard confirmed that he had reminded the football teams of the speed limit around the Rype and he requested the clerk to consult Shepway District Council’s Tree Officer about the trees. He also reminded the Council that the possibility of fencing the play area had been examined in detail previously by The Rype Working Party and consultation had concluded that there were views against taking such a step as well as opinions in favour. The clerk confirmed to Cllr. Mrs. Masters that the groundsman clears litter from the site on weekdays.

290 FOOTBALL ON THE RYPE

The Council considered a request from Lynn Marston, Family Liaison Officer for Lydd Primary School, on behalf of Lydd School Dads to use a football pitch and the Manor Road Pavilion about once a month for 4 to 5 matches.

RESOLVED: Supported with a reduced fixed charge for the use of pitches and pavilion of £100 per season, this considered to represent approximately £20 per match.

Proposed by Cllr. Goddard, seconded by Cllr. Mrs. Walsh and agreed by a majority.

Cllr. Allen voted against and Cllrs. Albrow, Ms. Dawson, Goddard declared interests and abstained.

The Council also considered a request for the use of the Rype and Pavilion for a week in the Easter or summer holidays next year for Charlton Football Club to do a week’s football training for youngsters in Lydd.

RESOLVED: Supported with no charge as it would benefit local children

Proposed by Cllr. Allen, seconded by Cllr. Mrs. Masters and agreed by a majority. Cllr. Albrow declared an interest and abstained.

291 CIRCUS ON THE RYPE

The Council considered a request for the use of the Rype from Mr. John Lawson for the All Human Circus from Monday 28th to Wednesday 30th March 2011. It was noted that no road closures would be needed and the circus had offered to provide risk assessments, proof of £5m. public liability and would expect to pay a reasonable deposit and charge.

RESOLVED: Agreed in principle, subject to satisfaction on detailed matters

Proposed by Cllr. Mrs. Walsh, seconded by Cllr. Goddard and agreed by a majority with Cllr. Albrow and Cllr. Mrs. Masters abstaining.

292 CHRISTMAS CLOSURE

The Council agreed that the offices will be closed from Friday 24th December 2010 to Monday 3rd January 2011 inclusive.

293 NATIONAL POLICY STATEMENT ON ENERGY

The Planning & Environment Committee received this draft policy for consultation at its meeting on 25th October and agreed that it should be referred to the full Council. The DECC email had been forwarded to all Councillors.

RESOLVED: To write to Damian Collins MP expressing support for his call to include Dungeness in the list of possible sites for new nuclear power stations

Proposed by Cllr. Albrow, seconded by Cllr. Revd. Davis and agreed unanimously

294 ACCOUNTS FOR PAYMENT

The Council authorised immediate payment of presented accounts and noted accounts already paid and balances as shown in Appendix B.

295 MAYOR’S DIARY

The Mayor’s engagements for the previous month were noted.

296 EXCLUSION OF PRESS & PUBLIC

It was agreed to exclude the press and public on the grounds that the remaining business may involve discussion of quotations, commercial contracts and employees’ conduct and terms and conditions of service.

297 APPOINTMENT OF TOWN CLERK

The Council considered the Staffing Committee’s recommendations for the recruitment of a permanent Town Clerk

RESOLVED: To approve the Contract of Employment, Job Description, advertisement and proposed media which reflected the Staffing Committee’s recommendations, previously distributed to all Members and attached as Appendix C to these minutes.

Proposed by Cllr. Goddard, seconded by Cllr. Revd. Davis and agreed with Cllr. Kersey abstaining

298 GUILD HALL ELECTRICAL INSTALLATION

The clerk reported on the recent Portable Appliance Testing and the request to six contractors for estimates of the cost of rewiring the Guild Hall, of which five had visited the site and two had so far replied.

299 MEMORIAL GARDEN TREES

The Council considered estimates for re-pollarding lime trees at the Memorial Garden

RESOLVED: To accept the proposal from M. Coleman & Son and also ask for trees at the Allotment Gardens to be included.

Proposed by Cllr. Allen, seconded by Cllr. Revd. Davis and agreed.

Cllr. Goddard declared a personal interest and took no part in the decision.

At the close of the meeting the Town Council re-convened for a confidential meeting as the sole managing trustee of the

300 LYDD CHARTER CENTENARY BURSARY

The clerk explained some difficulties with making the previously agreed payments and recommended that a new current account with cheque facility be opened with Lloyds TSB, the existing Lloyds TSB Bursary account be closed and that in the meantime the payments be made through the Town Council’s current account with appropriate amounts transferred from the Bursary monies.

RESOLVED: Agreed

Proposed by Cllr. Goddard and seconded by Cllr. Revd. Davis

Chairman______

Date______

Appendix A to the minutes of the Town Council meeting on 1st November 2010

TOWN CLERK’S REPORT

Matters for information arising since the last meeting:

1. The Charge Card application has been submitted to the bank requesting a spending limit of £200, which is the same as our petty cash limit. The bank has explained that the minimum limit they offer is £500 so I have accepted this.

2. A meeting with Kent Highway Services officers has been arranged for this Thursday, 4th November at 2 p.m. in the Council Chamber. All Councillors are invited to attend to take up concerns about highways matters. If you cannot attend please let me of any issues that you would like raised.

3. Kent Highway Services have now responded to further email about the noticeboard at Greatstone saying that their Transportation Engineer cannot see a problem but they need to ascertain whether it will be placed on highway land as a permit may be required. Our liaison officer has asked for the Highway Inspector to look into this when he is next in the area so that we can be updated at our forthcoming meeting.

4. We have received further information about the salt bags trial, which is copied on the back of this report tabled for Members this evening. I suggest that this is another matter which can usefully be discussed on Thursday.

The Town Council is asked to note this report.

John Rich

Town Clerk

1st November 2010

Appendix B to the minutes of the Town Council meeting on 1st November 2010

LYDD TOWN COUNCIL
ACCOUNTS FOR PAYMENT / 1st November 2010
Date / Payee / Narrative / Cheque no. / Payment
Nov
1st / Ms. R. G. Saunders / Mayor's allowance, 2nd payment / 1485 / 1,630
1st / KCC (KCS) / Line marking powder / 1486 / 47.88
1st / B&B Electrical Developments / Guild Hall PAT / 1487 / 190.85
1st / PCC Lydd / St. Peter's Church Hall / 1488 / 15
TOTALS / £ 1,883.73
BALANCES
Lloyds TSB / Current account / 1st November 2010 / £ 19,510.75
Lloyds TSB / Business Instant Access account / 9th August 2010 / £ 65,873.66
£ 85,384.41

Appendix C to the minutes of the Town Council meeting on 1st November 2010

LYDD TOWN COUNCIL

TOWN CLERK & RESPONSIBLE FINANCIAL OFFICER

CONTRACT OF EMPLOYMENT & JOB DESCRIPTION

(Based on the model agreed between

National Association of Local Councils & Society of Local Council Clerks)

LYDD TOWN COUNCIL

-and-

1 Introduction

1.1 This statement sets out particulars of your terms and conditions of employment with Lydd Town Council, which are required to be given to you by law.

Your employment commences on

1.2 The National Agreement on Pay and Conditions of Service of the National Joint Council (“the NJC”) for Local Government Services (the ‘Green Book’) applies to your employment save as amended by this contract.

1.3 Confirmation of the appointment will be subject to satisfactory completion of a period of probationary service of 6 months. During this period of service you are expected to establish your suitability for the post.

2 Previous Service

Your employment with any other public employer as set out in the NJC agreement will be considered as part of a continuous period of employment with the Council for the purposes of your contract of employment.

3 Job Title

3.1 The title of the job for which you are employed is Town Clerk & Responsible Financial Officer to Lydd Town Council. The Council has employed you under the provisions of section 112 (1) and (2) of the Local Government Act 1972. The duties of the post are set out in the job description attached to this contract.

3.2 The Council may from time to time wish to amend your job description and you may at any time be requested to undertake additional or other duties as necessary to meet the requirements of the Council.

4 Declaration of Other Employment

It is a condition of this Contract of Employment that you inform the Council of any alternative employment you undertake, in order to ensure that no tax or insurance liabilities will accrue to the Council. The Council also reserves the right to require that any other employment that you undertake does not conflict with the role or standards required to be undertaken or met in the public office of the Town Clerk & Responsible Financial Officer to the Council.

5 Place of Work

5.1 Your usual place of work is: Guild Hall

13 High Street

Lydd

ROMNEY MARSH

Kent

TN29 9AF

5.2 The parish of Lydd covers a large area and the Council expects you to be flexible and mobile in carrying out required duties, including meetings at locations away from the Guild Hall.

6 Salary

6.1 Your salary is in accordance with the current NJC salary point 30 on Scale LC2 (wef 1.4.09 this is £25,472 per annum for a full time post, equating to £13.20 per hour or £2,122.67 per month)

6.2 You have been appointed to a single salary point and the Council will initially review your salary at the end of your probation period.

6.3 In addition one additional salary point will be added to your salary, up to a maximum of four points, for success in obtaining or already holding each of the following relevant qualifications:

· The Certificate in Local Council Administration

and other relevant qualifications such as:

· Certificate in Local Policy Studies First Year

· the Certificate in Local Policy Studies