minutes of a meeting of lydd town · pdf filemr. david baker had helped her but that somehow...

Town Council, 5th October 2015

272 Minutes of a meeting of LYDD TOWN COUNCIL held in the Council Chamber at the Guild Hall on Monday 5th October 2015 Present: Town Mayor, Cllr. T. A. Dawes (Chairman) and Councillors T. Allen, Ms. V. M. Dawson, C. Goddard, D. M. Hughes, A. R. J. Hills, Mrs. J. E. Jones, R. S. Jones, E. H. Last, G. F. A. Snell, M. F. Sweeney, M. J. Walsh and Mrs. C. J. Waters.

Town Clerk, Angela Alexander. Deputy Town Clerk, Mrs. M. Weaver.

The Town Mayor’s Chaplain, Revd. Lydia Terry, led the Council in prayer.

Absent: Apologies for absence were received from Cllrs. L. N. Laws (meeting at SDC) and F. Wood-Brignall (holiday).

326 PRESENTATION BY AFFINITY WATER (Appendix A – pages 277 to 278) Mr. Michael Beresford, Mains Cleaning Project Manager, and Mr. Philip Bosley, External Communications for Affinity Water, gave a presentation on the planned mains flushing programme taking place in the coastal area of the Parish during October. Cllr. Walsh referred to the flooding which had taken place in Lydd last year due to the failure of the pumping station and questioned whether Affinity Water were involved in or would like to be involved in the consultation for the planning process for housing. Mr. Beresford and Mr. Bosley agreed to take the question back and will respond directly to Cllr. Walsh.

327 POLICE REPORT A written report provided by PCSO Robinson was read by the Town Clerk as follows: “I will start with the ASB for the town over the past month, We had 4 calls of anti- social

behaviour this month, 3 of those calls related to nuisance vehicles and one of nuisance youths. With regards to vehicles it would help myself and the Police enormously if at all possible registrations or even parts of registrations could be gained for these, as it gives us a greater chance of being able to deal with the drivers of these vehicles. Even if we don’t manage to catch them at the time if we have registrations we may be able to deal with them at a later date. I would also like remind the residents of Lydd and the wider public that if vehicles are being driven and used anti socially then the Police do have the power to seize those vehicles.

Crime has remained at a good low number this month, which is very pleasing. Speed watch has been carried out 8 times this month on Harden Road, Robin Hood Lane,

Tourney Road, Station Road and the High St. with the details of a number of vehicles sent to the Speed Watch team at Headquarters.

With the evenings now getting darker and the curtains being drawn earlier please ensure you keep your property safe, ensure cars are locked up and doors and windows are locked, also keep an eye on your elderly neighbours as the autumn and winter months draw in. Halloween is also fast approaching, “No trick or treaters” signs will be available from myself at my surgery next Monday and I will also leave some in Spar for residents to pick up as they do their shopping.

Have a safe month and an enjoyable Halloween.” Cllr. Walsh said that last month he reported two incidents and that he hasn’t seen any

evidence of a police presence. He had witnessed an army convoy go through the High Street with fifteen vehicles including articulated Lorries and personnel carriers. Cllr. Walsh referred to the Police report as being false and said that they are not doing what they say they are doing, adding that some of the drivers speeding through the High Street are local people.

Cllr. Snell said that he did not agree as there is a police presence and they are doing their best and that he is talking to the PCSO regularly who is dealing with the problems with young people on mopeds. Cllr. Snell said that the police are in the Town on a regular basis. MINUTES RESOLVED: The minutes of the meeting held on the 7th September 2015 were approved and signed as a true record. Proposed by Cllr. Allen and seconded by Cllr. R. Jones. Unanimous.


273 328 DECLARATIONS OF INTEREST Councillors agreed to declare matters of interest as they arose.

329 QUESTIONS FROM THE PUBLIC None.

330 CORRESPONDENCE (Appendix B – pages 279 to 280) A list of correspondence had been circulated to all Councillors. The Town Clerk reported additional correspondence from Shepway D.C which stated that a

nomination by the Dungeness Resident’s Association to list the Dungeness Estate as an asset of community value under the provisions of the Localism Act 2011 had been unsuccessful and the Dungeness Estate will not be listed as such. Further information can be obtained by email from [email protected]

The letter was received and noted.

331 COMMITTEE MINUTES

The following minutes were put forward for adoption: (a) Planning & Environment on 3rd August 2015. Resolved: Agreed. Proposed by Cllr. R.

Jones and seconded by Cllr. Sweeney 11 for, 1 against (Cllr. M. J. Walsh) 1, abstention (Cllr. G. F. A. Snell).

(b) Amenities Committee on 10th August 2015. Resolved: Agreed. Proposed by Cllr. Ms. Dawson and seconded by Cllr. Allen. 12 for, 1 against (Cllr. M. J. Walsh), 0 abstentions.

RESOLVED: That the minutes be adopted.

332 REPORT FROM THE AMENITIES COMMITTEE Cllr. R. S. Jones, Chairman, gave a report and submitted recommendations from the meeting

of the Amenities Committee held on the 28th September, as follows:- It was agreed that Southern Asbestos Services be awarded the contract for removal of

asbestos from the Guild Hall prior to works commencing at the sum of £7,560. It was confirmed that Sprinks will carry out the work at the Guild Hall and that Hollingsworth will carry out work at Manor Road Pavilion in early 2016.

The Town Clerk had met with and circulated specifications for grass cutting tenders for next year and these will be examined by the Committee.

Signs are to be purchased for the Memorial Garden saying ‘No Ball Games’ and ‘No dogs allowed on grass’.

It had also been raised by a member of the Amenities Committee at the meeting that the rule of councillors other than the Mayor and Chairman of Committees should see the Town Clerk by appointment only should be reinstated. Cllr. Last commented that he had noted that the work was not being done until early 2016 and with the Manor Road Pavilion not being usable could the contractors be asked to do the work earlier. Cllr. Jones responded that the builders have a lot of work on and that was the earliest date the Council could get. RESOLVED: Received and noted.

333 REPORTS FROM COUNCILLORS Cllr. Ms. V. M. Dawson reported that she and Cllr. R. Jones had carried out their first

Coastal surgery on 26th September and that they had the most enjoyable hour and hope that it will grow from that first meeting. Cllr. Ms. Dawson thanked the Town Clerk for her help in printing off handouts containing every conceivable contact number available and thanked the Council Lengthsman Cllr. Sweeney who immediately stepped up to the plate and to Cllr. Goddard for taking on other issues. Cllr. Ms. Dawson asked Cllr. Mrs. Waters as County Member to try to get Baldwin Road made a priority for gritting in icy conditions, saying that Mr. David Baker had helped her but that somehow 360 pupils and another 50 children in the Nursery school plus staff who use the road for access to the school daily are not made a priority with Highways. Cllr. Mrs. Waters agreed to take action on this matter.

Cllr. Goddard asked the Council to support the replacement of the bus shelter at the High Street near the post office. He said that it is no longer in good condition and has been defaced with graffiti on occasions. Cllr. Goddard advised councillors that he is currently looking at sources of funding to pay for the replacement bus shelter and requested that Lydd Town Council offers their support in receiving those funds, placing the order and handles payments and administration should the funding be approved. He went on to say that he is

mailto:[email protected]


274 333 REPORTS FROM COUNCILLORS cont’d also looking at providing other new or repairing existing bus shelters in the Parish after being approached by a number of residents on this subject. Cllr. Ms. Dawson seconded the proposal and it was carried unanimously. Cllr. Walsh said that with reference to the bus shelter at the post office this was moved some

time ago to Paddock Close but then shortly after it was moved back to where it is now and proposed that it should be moved back to Paddock Close. He said that this present position constitutes a traffic danger. Cllr. Snell proposed that the siting of the bus stops be discussed with KCC Highways, Stagecoach and Cllr. Mrs. Waters. Cllr. Goddard said that he would liaise with the Town Clerk regarding progressing the bus shelters. Cllr. Mrs. Waters commented that all schools should be a priority for gritting and agreed about the bus shelters, also she had been in touch with Mr. Alan Lague at SDC to enquire what had happened to the bus shelter at the airport turning. The Town Clerk advised that this was no longer his area of responsibility and that she would provide appropriate contact details. Cllr. Mrs. C. J. Waters reported that she had visited the Youth Set on Friday and met Emma Jane Ross and said she would support the provision of MUGA at the Youth Set. She also said she will pay for 2 movable goal posts with nets out of her County Members’ Allowance and requested the Council’s approval to site these on the Rype. This was agreed. Cllr Allen abstained on this matter as he said it was already recommended for discussion with the Amenities Committee. Cllr. E. H. Last reported that he had attended the A.G.M. of the Hospitals Trust and submitted a written report (Appendix C - page 281) and that a full report was available from the Town Clerk at the Guild Hall Cllr. T. Allen reported that there had been a very successful weekend visit by 6 guests from Etrechy, including the new Town Mayor, on the 25th – 27th September. Cllr. Dawes showed Councillors the framed scroll, the original of which had been given to H.M The Queen by the Confederation of the Cinque Ports, commemorating her as being the longest reigning monarch. It was agreed that it be hung in the Council Chamber. He advised that he along with the Town Clerk and Town Sergeant had attended Speakers Day in Hythe on 3rd October. Cllr. Dawes also asked councillors if they had any knowledge of who was putting up lights on the trees in Coronation Square. Cllr. Mrs. Waters said this had been done by members of Lydd Partnership.

334 TOWN CLERK’S REPORT (Appendix D – page 282) A copy of the Town Clerk’s report had been circulated to all Councillors. With reference to Remembrance Day arrangements Cllr. Goddard said he wished to take the

opportunity to thank Mr. Chris Albrow for the kind donation of a raffle prize. Cllr. Mrs. Waters advised that she would be attending the service in New Romney in her

capacity as a County Councillor. In addition the Town Clerk reported that Gibbs and Son had now completed all the work they

had been asked to do in relation to the issues raised by the Rospa report at the Rype. Further to the agreement at the Amenities Committee meeting to purchase signs for the

Memorial Garden these had been sourced at Modern Signs Digital at a size of 841mm x 594mm x 3mm on aluminium with channel rails to fix to posts. It was agreed that 2 of each sign should be purchased (No dogs on grass and No ball games allowed) with the appropriate aluminium posts in dark green for them to be fixed to.

Cllr. Allen proposed that the signs be purchased and this was seconded by Cllr. R. Jones. For 12, against 1 (Cllr. M. J. Walsh) RESOLVED: To proceed with the purchase of the signs and poles for the Memorial

Garden. 335 FINANCIAL MATTERS (Appendix E – Pages 283 to 286)

(a) Payment of accounts presented at the meeting. Resolved: Approved. For 11 Cllr. G. F. A. Snell abstained from voting, Cllr. M. J. Walsh voted against on the grounds of staff wages being too high and there being too many members of staff. The Town Clerk advised that the salary budget was now in fact lower than in past years even with an increase in numbers and that this was the outcome of there being more staff resulting in no overtime being paid at an increased rate.


275 335 FINANCIAL MATTERS (Appendix E – Pages 283 to 286)

(b) Bank Reconciliation and Members’ Internal Audit. Resolved: Approved. (c) Budget Monitor. Resolved: Approved. (d) Receipt of final Precept payment of £67907.50. Resolved: Noted. (e) Renewal of insurance with Zurich for 1.10.15 until 30.09.16 at £2926.42 inclusive of VAT.

Resolved: Approved.

336 EXTERNAL AUDIT REPORT AND APPOINTMENT OF INTERNAL AUDITOR A copy of the report following the inspection of the Annual Return for the Town Council

accounts for the year ended 31st March 2015 had been circulated to all Councillors. The Town Clerk advised that for the Financial Year ending 31 March 2015 Lydd Town Council had been selected as part of the 5% sample for Intermediate level procedures. This had meant that in addition to the accounting statements, bank reconciliations and information required on the Annual Return that additional information had to be provided. This had included a copy of the Standing Orders and Financial Regulations dealing with the award of contracts, a copy of the minute reappointing the internal auditor, copy of the letter of engagement and scope of internal audit, copy of the internal auditors report. The Town Clerk went on to advise Councillors that the external auditors report in box 1 states that on the basis of their review of the annual return, in their opinion the information is in accordance with proper practices and no matters have come to their attention giving cause for concern that relevant legislation and regulatory requirements have not been met. In box 2 there are no matters which they wish to draw to the attention of the council. Cllr. Mrs. Waters asked that the Council’s thanks be noted. Resolved: (a) Report received. (b)That the re-appointment of the internal auditor, Mr. Kevin Funnell, be

confirmed for the audit of this year’s accounts 337 CHRISTMAS BAND CONCERT

Cllr. Goddard said that he had been disappointed to learn from Cllr. Dawes that the Mayor’s Charity Christmas Band Concert was not going ahead this year, as last year it did not bring in any money to aid his charity. He said that whilst he understood and fully appreciated this decision he felt it was a tradition that would be much missed as he knows many residents who really look forward to the occasion and in past years the concert was something that the Council had put on for the benefit of the community and it was only in more recent times that it became something that the Mayor organised. Cllr. Goddard proposed that the Town Council organise and pay for a Christmas Band Concert this year as an amenity for the Town and advised that the Cranbrook Town Band are available to perform in the Parish Church on Saturday 12th December at a cost of £310. Cllr. Last commented that the Town Council does not currently do much in the way of cultural events. Cllr. Allen seconded the proposal. RESOLVED: Agreed. Unanimous.

338 REMEMBRANCE SUNDAY Reported: That the Remembrance Sunday Service will take place on 8th November at All Saints Church at 10.50am and all Councillors were invited to attend. The following details were agreed:- (a) That £100 donation be paid to the Lydd War Memorial Institute towards the buffet to be provided at the Institute. The R.N.A. and the Institute each providing £50. (b) That a wreath be purchased, plus a donation, to total £40. (c) To note that raffle prizes may be delivered to the Guild Hall by 4th November. (d) That £25 be paid to the bugler for expenses. (e) To note that a rehearsal for organisations will take place at 6pm on 4th November at All Saints Church. Cllr. Goddard declared an interest as a Poppy Appeal Co-ordinator. Cllr. Walsh declared a non-pecuniary interest in item (a) as a member of the Memorial Institute and did not vote.

339 KCC HIGHWAYS PARISH AND TOWN COUNCIL SEMINAR Reported: That this is to be held on 5th November 2015 at The Spitfire Ground, Old Dover Road, Canterbury, 9.30am – 1.30pm. Attendance was limited to 1 representative. RESOLVED: That Cllr. Sweeney (as Parish Lengthsman) be appointed to attend.


276 340 KCC CONSULTATIONS Copies of documents which KCC sought comments on had been circulated to all Councillors,

(a) Street Lighting – Cllr Hills said that it was a good idea to go to LEDS that could be dimmed to a lower level rather than turn off lights completely. (b) Highways and Transportation concerning roads (completed draft submitted by Lengthsman Cllr. Sweeney). Cllr. Hills expressed his thanks to Cllr. Sweeney for doing this work on behalf of the Council but stressed the continuous attention needed at the Coastal area. Cllr Walsh asked who was presently the Lengthsman for the Coast and this was confirmed as Cllr Sweeney.

341 LYDD IN LIGHTS Cllr. C. Goddard reported that he and Cllr. Ms. Dawson will be pleased to organise the

judging of the Lydd in Lights Competition again this year and that this would be the third year running since the competition had been revived and that he was already being stopped by residents telling him that they are making their preparations for their displays. Cllr Goddard went on to say that he is a great believer that this competition brings some happiness and fun to the parish and brightens up the roads during December and benefits local businesses who we go to for the winners prizes. The judging will take place week commencing 14th December and the prize giving presentation evening will be on 21st December. Cllr. Goddard said that he had been in contact with the Town Clerk who had confirmed the money was already approved and in the budget for this year’s competition.

RESOLVED: Received. 342 COMMONWEALTH FLAG DAY Reported: Request by NALC Chairman to participate in the flying of a commonwealth flag on Monday 14th March 2016 and on Commonwealth Day thereafter. The Council does not have a Commonwealth Flag and consideration was given to the purchase of the appropriate

flag. RESOLVED: That no action be taken. 343 DEDICATION CEREMONY Reported: That the dedication ceremony of the bench in memory of Cllr. Mrs. Marie Masters will take place on 30th October at 11am (seat is sited at the junction of Williamson Road and Coast Drive). Invitations had been sent out and Councillors were asked to inform the Town Clerk if they wished to attend by 21st October. Cllr Ms Dawson commented that she

was pleased that Rev. Peter Firth had agreed to carry out the ceremony. RESOLVED: Received.

344 CIVIC ENGAGEMENTS (Appendix F – Page 287)

The list of engagements for September was circulated to all members. RESOLVED: Received.

The meeting closed at 8pm

Chairman__________________________________

Date______________________


277

Appendix A to the minutes of the Town Council meeting on 5th October 2015


278

Appendix A to the minutes of the Town Council meeting on 5th October 2015 cont’d


279

Appendix B to the minutes of the Town Council meeting on 5th October 2015 LYDD TOWN COUNCIL Correspondence to be reported to Town Council on 5

th October 2015

Please contact the office to request to see any correspondence in advance, or view the correspondence file at the meeting. Unless otherwise indicated, this correspondence is for noting. If there is an issue in the correspondence which any Member wishes to have debated, please ask the clerk to include it in the next agenda. 1. CARM Annual Report 2014/15. (Enclosure)

2. Letters a) From Cllr. Michael J Walsh, requesting Cllr L N Laws apology to an unnamed employee and this matter is added to the October agenda . (File) b) From the Town Clerk to Cllr. Michael J Walsh, regarding the above letter. (File)

c) From the Town Clerk to Mr H R Elliott, congratulating him on 1st & overall winner in the Lydd in

Bloom competition. (File)

d) From the Town Clerk to Mr Gregor Mutch, regarding sand bags. (File)

e) A thank you letter from Susan, Glos to the Towmn Clerk, LTC for sending information about the

Romney Marsh. (File)

f) From John Simmonds, Deputy Leader & Cabinet Member for Finance, KCC & Emma Wilson on

behalf of Roger Wilkins, Interim Director of Highways, KCC to the Town Clerk regarding funding to

highways. (File)

g) From New Romney TC to Ms Karyl Rimmer, Dog Warden , SDC & cc Lydd TC, regarding lack of

dog signage on Littlestone & Greatstone beach. (File)

3. The Planning Inspectorate Appeal by: Airvolution Energy Ltd, App No: APP/L2250/A/15/3014364, Erection of 4 wind turbines, Site Location: Midley Wall. (File)

4. Emails

a) From Environment Agency, Mr Ian Phillips – Littlestone Beach Recharge: Commencement of

works. (Enclosure)

b) From The Town Clerk, Lydd TC to Simon Johnson PS & Michael Robinson PCSO, regarding

HGVs & Lorries using Lydd High Street. (File)

5. Oil Club

Romney Marsh Heating Club. If you wish to no more the site is www.oil-club.co.uk or have any

questions please contact: Sally Alldis on: sally.alldis.oil-club.co.uk (File)

6. Romney Marsh Countryside Partnership

Dungeness NNR/SSSI Week 38 – 339 14th July - 27th September 2015. (File)

7. KALC

Free event held on 2nd

December 2015 at Dover District Council Offices, Council Chamber/Brave room

Chief Constable, PCC & Defifs Presentation click on this to find further information. (Emailed to

Cllrs 30 September 2015)

8. Salix Finance

An invitation to the next Salix Sout East Regional meeting 15th October 2015, the workshop will take

place KCC Maidstone from 10.30am – 1.30pm, including free lunch. Funding is available for pulic

sectors. If you wish to attend contact James Cunningham on: E:

[email protected] or T: 020 7406 7655. (File)

9. Kent County Council Highways & Transportation

Now entering the winter period for 2015/16. To look at our winter service provisions please visit our

website: http://www.kent.gov.uk/roads-and-travel/what-we-look-after/winter-service and this will

provide useful information, also look at http://www.gov.uk/clear-snow-road-path-cycleway

http://www.oil-club.co.uk/

mailto:[email protected]

http://www.kent.gov.uk/roads-and-travel/what-we-look-after/winter-service

http://www.gov.uk/clear-snow-road-path-cycleway


280

Appendix B to the minutes of the Town Council meeting on 5th October 2015 cont’d


281 Appendix C to the minutes of the Town Council meeting on 5th October 2015


282

Appendix D to the minutes of the Town Council meeting on 5th October 2015

Town Clerk’s report to the Town Council on 5th October 2015 Unless otherwise indicated, this information about outstanding issues is for noting. If there is any matter which any Member wishes to have debated, please ask the clerk to include it in the next agenda

1. TOWN SEGEANTS UNIFORM/CLERKS WIG Both now purchased in readiness for Speakers Day on 3rd October.

2. THE RYPE

Trip hazards on play area filled.

Safety matting repaired below dome swing.

Splinters at bridge and poles shaved.

Infill of soil on play area worn spots.

Laburnum tree removed (stump to follow).

Painting of teen shelter.

3. MANOR ROAD PAVILION

Stolen outside tap and pipework replaced.

4. BENCH AT THE COAST

Wooden seat slats and uprights replaced.

5. REMEMBRANCE DAY

To note that the necessary bollards and signs will be on loan from Nice Works free of

charge again this year but that additional Marshalls are needed and any councillor

being aware of a willing volunteer should ask them to contact the Town Clerk as soon

as possible.

6. DONATION FROM LYDD HALF MARATHON

To note that adding the 20mile race to the event almost doubled the number of

entrants last year and the event made a profit which means that Nice Works will be

making a further payment of £1500 to the Mayors Charity Fund shortly.

7. WAR MEMORIALS WORKSHOP

Councillors Allen and Dawes have been booked as representatives of the Amenities

Committee to attend a workshop concerning war memorials.


283 Appendix E to the minutes of the Town Council meeting on 5th October 2015


284

Appendix E to the minutes of the Town Council meeting on 5th October 2015 cont’d


285 Appendix E to the minutes of the Town Council meeting on 5th October 2015 cont’d


286 Appendix E to the minutes of the Town Council meeting on 5th October 2015 cont’d


287 Appendix F to the minutes of the Town Council meeting on 5th October 2015

CIVIC ENGAGEMENTS 2015-2016 SEPTEMBER The Worshipful The Town Mayor Of Lydd Cllr. T. A. Dawes September 13th Dungeness R.N.L.I. Lifeboat Blessing. 15th Dungeness B Power Station 100,000th Visitor celebrations. 20th Battle of Britain 75th Anniversary Service, St. Stephen’s Church, Lympne. 22nd Launch of Shepway Foodbank on Romney Marsh, Romney Marsh Community Church, New Romney. 25th – 27th Visit by guests from Twin Town of Etrechy. 30th Romney Marsh Visitor Centre, New Romney, Kent Wildlife Trust event to

mark the half-way point of the Development State of the Fifth Continent Scheme.

Mayoress Mrs. Tina Dawes 25th Leeds Castle, Alzheimer’s Society Memory Walk, accompanying

Ms Lorayne Minahan. Deputy Town Mayor Cllr. R. S. Jones 20th Battle of Britain 7th Anniversary Service, St. Stephen’s Church, Lympne. 25th – 27th Visit by guests from Twin Town of Etrechy.

minutes of a meeting of lydd town · pdf filemr. david baker had helped her but that somehow...

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