Policy & Resources 06.10.2020

MINUTES OF THE POLICY & RESOURCES COMMITTEE MEETING HELD ON TUESDAY 6th OCTOBER 2020

The meeting was held remotely using Zoom software.

PRESENT: Cllr. Beck (in the Chair), Fairweather, Fletcher, Gilbert, Smith and Warne.

Declaration of Interests, Dispensations and Predetermination:

Members are required to declare any interests, dispensations or predetermination on items on this agenda in accordance with the Council’s Code of Conduct. Members are reminded that changes to the Register of Interests should be notified to the Clerk.

40/20: Internal finance check:

Cllr. Beck confirmed that the internal finance check has been completed and everything was in order.

41/20: Authorisation of payments made after the September meeting:

A list of payments totalling £18,720.75 made after the September meeting is filed with these minutes.

42/20: Transfers of monies between accounts:

The Clerk confirmed no transfers between accounts had been necessary.

43/20: Invoices for Payment:

A list of payments to be made in October had been circulated for approval, a copy of which is filed with these minutes. It was proposed by Cllr. Beck, seconded by Cllr. Gilbert and agreed to authorise the payments. Two members are required to logon onto the account and authorise the payments.

These included:

            Policy and Resources                          £8,395.24

Properties & Burial Grounds              £   570.82

Environmental Management               £1,821.20 

      Total       £10,787.26

44/20: Staffing:

The Clerk reported that as previously agreed, Deputy Clerk, Lynn Thirkell had now reduced her hours to twenty per week from 1st October. The monthly salary payments will reflect this in the future.

45/20: Parish Cake advertising sales and invoicing:

Cllr. Fletcher reported that he had attended a meeting with Space Marketing Ltd who were in a position to offer a contract for Parish Cake advertising sales to include the outsourcing of the sales invoicing. Commission at 20% would be applicable for sales and 4% for invoicing. Committee Members had been forwarded a copy of the contract for approval. Cllr. Fletcher proposed the terms of the contract should be accepted; this was seconded by Cllr. Fairweather and agreed.

46/20: Carriers Road Parking Spaces:

Cllr. Fletcher reported that Borough Councillor Dawlings had arranged a virtual meeting for them with David Candlin – Head of Economic Development at TWBC and John Antoniades, a Senior Estates Officer. It was originally hoped that TWBC would transfer the thirteen parking spaces to the Parish Council, however this had been discounted as they do not want to give something away, that may have a value in the future. Cllr. Dawlings has suggested that the Parish are offered a 99-year lease at a peppercorn rent, Cllr. Fletcher adding the caveat that should the Parish develop the space in the future, any profit gained after all investment costs had been recovered, would be shared with TWBC 50:50. Cllr. Fletcher was seeking approval from the Committee to put this proposal to the Borough Council. Cllr. Beck proposed that approval be given for Cllr. Fletcher to put this proposal to TWBC, this was seconded by Cllr. Fairweather and agreed.

47/20: Changes to the planning section of the TW Agreement:

Members had been circulated the suggested changes to Part 4 of the TW Agreement. It was being proposed that should the view of Planning Services differ from that of the Parish when deciding on applications with significant major issues affecting the community, economy, environment or infrastructure, that the Borough would notify the Parish Council and allow them a period of three working days to respond to the recommendation. Cllr. Smith felt the changes were positive and proposed they should be accepted; this was seconded by Cllr. Fletcher and agreed. 

48/20: Grant Applications:

The Clerk advised no applications had been received.

49/20: Items for Information:

a) Cllr. Smith gave a brief update on the progress of the new Sissinghurst Village Hall. The project which had been on hold since lockdown, was now gathering pace. When the land area dimension plan is received, the Jubilee Field Trustees will be asked to approve the transfer of land, subject to final approval by the Charity Commission. He hoped to be able to give a presentation on progress to all Members in November, including the details of the Options Agreement.

b) Cllr. Warne advised that approval for the Regulation 14 Draft was being sought by Members on Thursday. It would then be the Community’s opportunity to comment on what had been produced to date.

c) Cllr. Fletcher highlighted the recent TWBC newsletter circulated by the Clerk, which contained TWBC’s response to the government’s consultation on “Changes to the Current Planning System”.

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