TOVIL PARISH COUNCIL
MINUTES OF THE MEETING OF TOVIL PARISH COUNCIL HELD ON
MONDAY 6TH JUNE, 2016 AT TOVIL COMMUNITY CENTRE, BARFRESTON
CLOSE, TOVIL
Present:Chairman:Cllr Paul Wilby
Cllrs:Nike Azeez (19:43), Phil Everest (19:25), David Fleck, Abigail Hogg, Stuart Mallison, Lloyd Porter, Alan Smith and Bryan Stovell.
In attendance:Assistant Clerk:Sarah Lewis
Ward/Brgh Cllrs: Derek Mortimer and Brian Clark
Members of the public
DECLARATIONS OF INTENTION TO RECORD
There were no such declarations.
- APOLOGIES FOR ABSENCE
Apologies for absence had been received from Cllr Glyn Charlton due topersonal family business.
- DECLARATIONS OF INTEREST
Declarations of changes to the Register of Interests: There were no such declarations.
Interests in items on the agenda: Cllr Abigail Hogg registered an interest in item 6h as a trustee to the board YMCA.
Requests for Dispensation: There were no such requests.
- DECISION REGARDING ANY ITEM TO BE TAKEN AS CONFIDENTIAL
It was proposed, seconded and unanimously agreed to discuss in confidential session at the end of the meeting: 4b, on the grounds that the discussion will relate to an individual.
- MINUTES
a)The minutes of the Full Council meeting of 9.5.16 were agreed as a true record and were signed with corrections requested to the wording of ‘ item 17
ACTION: ADMIN
c)The minutes of the Planning Committee meetings of 9.5.16 and one meeting on 31.5.16 were agreed as a true record and were signed.
- ADOPTION OF BULLYING AND HARASSMENT POLICY
Following a discussion regarding Health and Safety implications to the health and well-being of employees, an enhanced Bullying and Harassment Policy was proposed, and seconded. Amendments were agreed and a final will be drafted by Cllr Porter. A vote ensued with five members in favour and two abstaining.
- FINANCE
a)Expenditure against Budget Report: Queries were raised regarding certain sections of the report which have been passed to the Clerk for clarification. Deferred until next meeting
ACTION: ADMIN
b)Trial Balance Report: The report was agreed by eight votes in favour and one abstention.Query was raised regarding the splitting of reserves which has been passed to the Clerk for clarification at the next meeting.
ACTION: ADMIN
c)Bank Reconciliation Report: This was agreedwith eight votes in favour oneabstention.
d)Estimate of costs of digital copying of parish council records: update from Cllr Nike Azeez. A full survey of paperwork will be carried out and costs/options for digital storage will be sought and bought to council. Temporary storage for essential paperwork has been offered by Cllr Wilby.
ACTION: NA
e)Update from Assistant Clerk of costs of repairs to Burial Ground boundary wall and associated grant. Noted.
f)Repairs to car park boundary to raised flowerbed: report from Cllr P Wilby.A cost estimate for materials of £816.86 was agreedby a unanimous vote.
g)Estimate of costs for double noticeboard at Postley Road. Following a discussion, a proposal to order and purchase a notice board up to the value of £500 plus fitting. A vote was cast with all in favour.
h)Request for donation to YMCA for youth club tuck shop. Following a discussion, it was proposed that TPC should donate £50 towards this project. A vote ensued with eight in favour and one abstention due to a previously declared interest.
ACTION: ADMIN
i)Purchase of Sky Guard Lone Worker Personal Safety Alarm System. Report by Cllr Porter. A discussion regarding the £192 per year cost per device and it was decided to defer the item to follow the next HR meeting.
ACTION: ADMIN
j)Installation of Windows 10: update from Cllr Nike Azeez. It was reported that the installation has automatically installed on the office laptop device, however Cllr Azeez will arrange with the admin team to come and install the programme onto the desktop computer.
ACTION: NA
k)Pre Payment card from a financial institution, eg a bank. A discussion took place regarding the pre-payment card and it was agreed by a unanimous vote to go ahead with a limit on the card of £250.
ACTION: ADMIN / LP
l)Attendance at KALC Clerks’ Conference by Assistant Clerk at cost of £144.00 (non- member cost). Following at vote, it was unanimously agreed to fund this conference.
m) Unity Trust Bank: change of account terms and conditions, approval of payment of charges for proposed account and appointment of at least two additional signatories to the bank account. Following a discussion, it was agreed to accept the charges and continue with application. Two further signatories were agreed, to be Cllrs Smith and Porter.
ACTION: ADMIN
n)Proposal to divide reserves between Unity Trust Bank and another institution providing improved interest on investments. A proposalwas made to move only £75,000 into the Unity Trust Bank and to look into another financial institution. A vote was cast with eight in favour and one absention. Cllr Wilby to look into other suitable banks.
ACTION: ADMIN / PW
o)Purchase of noticeboards for Community Centre (update from Chairman). Costs were produced and unanimously agreed.
p)Purchase of additional set of keys for Tovil Community Centre. It was unanimously agreed that an additional set of keys for the vice chairman is required. The Admin team will arrange.
ACTION: ADMIN
q)Authorisation of payments: The following payments were agreed.
Standing Order: A Chew, Clerk's Salary / £1,430.00Standing Order: S Lewis, Assistant Clerk's Salary / £496.65
Donation to YMCA Year 1 / £5,000.00
Clerk's salary, balance after standing order May 2016 / 16.15
Assistant Clerk's overtime payment May 2016 / 181.45
Assistant's salary May 2016 / 72.00
HMRC: Tax & NI May 2016 / 381.02
Sovereign Business Equipment: file back up May 2016 / 18.00
Pearson's Landscapes: grounds maintenance May 2016 / 1027.20
A Chew: refund for Postley Road noticeboard repair / 55.00
Rialtas Business Solutions: accounts system maintenance / 135.60
Clerk's expenses / 18.03
Assistant Clerk's expenses / 0.00
Maidstone Baptist Church (replacement cheque for Tovil Lighthouse Club) / 200.00
KALC: Clerks' Conference fee / 144.00
Total / £9,175.10
In future all payments for services should be made directly from TPC on production of receipt.
Clerk’s expenses detail:
Stamps / 9.39
Mileage: noticeboards, TWMC and tip trips / 8.64
Total / 18.03
- UPDATE LIST
This had been distributed prior to the meeting and was noted.
- MATTERS NOT ARISING ON UPDATE LIST
The matter of the broken fence at Albert Reed Gardens was raised, as was the issue of a Community Warden.
Council was notified to the damaged of a bollard and it’s subsequent uprooted footings at the Parish Car Park. Pearsons will be asked to make the bollard safe as soon as possible. The Assistant Clerk will add these to the next list.
ACTION: ADMIN
- ADOPTION OF NEW STAFF DISCIPLINARY AND GRIEVANCE PROCEDURE (CLLR ALAN SMITH)
A discussion took place regarding thestreamlining of procedure to a more tailored manner appropriate to TPC. A proposal was made to adopt the suggested Staff Disciplinary and Grievance Procedure and was seconded, and agreed unanimously.
- PLANNING
a)Current applications
i)Application No. 16/504292: 5 Albert Reed Gardens, Tovil
Single storey side and rear extension
Following a discussion, it was agreed to make no comment.
RESPONSE EMAILED 7.6.16
ii)Application No. 16/502872/: Land at Forest Hill, Tovil
Erection of 19 detached, semi-detatched and terraced houses & 10 flats with associated access and parking.
Following a discussion, it was agreed to recommend refusal.
RESPONSE EMAILED 7.6.16
b)Decision Notices. There were no such notices. The Admin Team willcontact MBC to ensure sight of all formal decision notices. A tracker will be placed on the MBC websites to automatically inform of decisions for which TPC have an interest.
ACTION: ADMIN
c)Other Planning Matters
i)Letter to Maidstone Borough Council concerning S106 contributions (Cllr Paul Wilby). Report given by Cllr Wilby and noted.
11.Fete 2016
a)Update from Cllr Miss Abigail Hogg
b)Location options:
i)Tovil Community Centre. It was reported that the Community Centre would charge for the use of facilities, however this was queried as previous information conflicted with this information.
ii)Bridge Mill Way Open Space: It was reported that the cost to hire the field would be £72 hire of field with an additional £210 plus VAT for the hire of toilets
A discussion took place and following a vote, it was agreed to go ahead with organising the fete to be held at the Community Centre by seven votes in favour, one against and oneabstention.
Cllr Abigail Hogg withdrew from the fete committee.
Cllr Mortimer left the meeting.
12.CORRESPONDENCE
There was no correspondence to discuss.
13.FOOTPATHS
a)Update on Public Right of Way KB15; comment to be sent by 27th June. A discussion took place and it was agreed that a response would be written in support of the proposed Public Right of Way. Cllr Wilby to draft a letter.
ACTION: ADMIN / PW
14.PARISH OFFICE
a)Office Cleaning: update from Chairman. Enquiries so far have been unsuccessful, however further agencies were suggested. The Admin Team will obtain quotes.
ACTION: ADMIN
b)Storage: update from Cllr Nike Azeez. A discussion took place regarding the storage of equipment owned by TPC. Previous facilities will be no longer available at the end of June. An inventory will be made of items and sizes and a discussion with the YMCA will be held regarding the provision of extra storage facilities.
ACTION: NA
c)Security. This item was deferred to the next meeting.
15.GROUNDS MAINTENANCE CONTRACTOR: UPDATE ON MANAGEMENT PLAN AND NEW TENDER DOCUMENT FOR GROUNDS MAINTENANCE CONTRACT FROM CLLRS L PORTER AND P WILBY
A discussion took place regarding the new Management Plan. A proposal for the new tender document TPC/GM/001 to be adopted was seconded and unanimouslyagreed. Appendices for the document are yet to be drawn up.
ACTION: PW / LP
16.LANDSCAPE MANAGEMENT AND ENHANCEMENT WORK GROUP, TO MANAGE LANDSCAPE CONTRACTORS, TENDERS, PLANTERS AND TO LOOK FOR AREAS OF OPEN SPACE AND LAND TO IMPROVE.
A proposal was made for a Working Group to be formed for the management of planters, borders and areas for improvement. The Admin Team advertise for membership via the Parish website. This item was deferred to the next meeting to gauge interest.
ACTION: ADMIN
17.STANDING ORDERS COMMITTEE: TO REVIEW AND UPDATE CURRENT STANDING ORDERS
A discussion took place regarding the formation of a committee to review and update current standing orders and adopt new standing orders as necessary. A proposal was made to go ahead with the formation and was unanimously agreed. The Admin Team will email Councillors invitingthem to join.
ACTION: ADMIN
18.HAYLE PARK TRUSTEE: PROPOSAL FOR CLLR GLYN CHARLTON TO CONTINUE AS A TRUSTEE.
It was proposed that Cllr Charlton should continue as a trustee for Hayle Park andunanimously agreed. The Admin team will request more frequent reports from Hayle Park Committee meetings.
19.FOR INFORMATION ONLY
It was reported that flood wardens have been put forward for the relevant training, and Cllr Hogg hopes to form a future collaboration with East Farleigh Parish Council with flood matters.
Councillors were advised that the flyers advertising TPC’s future newsletters have been received and are ready for distribution. The Admin Team will email councillors to form a delivery plan.
ACTION: ADMIN
Council were informed by Cllr Wilby of his intention to bring the issue of Membership of KALC to the next meeting. The assistant Clerk informed Cllr Wilby that his written request for the Agenda item is required before the Agenda is published, with the names of 3 Councillors in support of this request, in accordance with current Standing Orders regarding the rescission of items previously discussed.
ACTION: ADMIN
Valley Conservation Societyare happy to take ownership of TPC tables currently in storage and Cllr Smith was invited to collect them from the Parish Office on the Society’s behalf.
Council were informed of the candidates for election on 30.6.16.
20.DATE AND DETAILS OF NEXT MEETING
Monday 4TH JULY at 7:15 at Tovil Community Centre, Barfreston Close, Tovil
The meeting went to confidential session and members of the public were asked to leave.
The meeting closed at 22:10
Chairman………………………………..
Date……………………………………...