P&R 10th August 21

MINUTES OF THE POLICY & RESOURCES COMMITTEE MEETING HELD ON TUESDAY 10th AUGUST 2021

PRESENT: Cllrs. Beck (in the Chair), Fletcher, Gilbert, Hatcher, Kings and Warne.

APOLOGIES: Cllr. Smith.

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.

23/21: Internal finance check:

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

24/21: Authorisation of payments made after the July meeting:

A list of payments totalling £17,610.01 made after the July meeting, is filed with these minutes.

25/21: Transfers of monies between accounts:

No transfers had been necessary.

26/21: Invoices for Payment:

A list of payments to be made in August had been circulated for approval, a copy of which is filed with these minutes. In response to Cllr. Fletcher, the Clerk confirmed a copy of the invoice covering the repair of the vandalised streetlights had been sent to the insurers to process for reimbursement. It was proposed by Cllr. Beck, seconded by Cllr. Fletcher and agreed to approve the payments as presented.

These included:

            Policy and Resources                          £10,090.47

Properties & Burial Grounds              £  1,464.77

Environmental Management               £     788.17

General Funding                                 £  2,469.60 

      Total          £14,813.01

Two members are required to log in to the account and authorise the payments following adoption of the minutes on Thursday evening.

27/21: Community Centres/Medical Centre:

Release of earmarked funds for Sissinghurst Village Hall:

Proposed plans for the new hall had been circulated to Committee Members. They were reminded that in December 2014, £10,000 had been set aside in earmarked funds towards the costs of rebuilding Sissinghurst Village Hall. The St. George’s Committee have advised us the planning application will be submitted in September and they are looking for the release of the earmarked funds to cover survey costs etc, which are now being incurred.

Cllr. Beck proposed the funds be released; this was seconded by Cllr. Fletcher and agreed.

All members felt the design being proposed looked superb.

Cllr. Gilbert advised there was no update available on the Cranbrook Community Centre. We are still awaiting the letter of comfort from GP’s and their commitment to provide the specification required for the medical centre.

28/21: Data protection Officer Subscription and GDPR Audit Report:

The GDPR Audit Report had been circulated to all committee members. The Clerks are working to address the issues identified and looking into the most cost-effective option for Cloud back up.

The quote of £350 + VAT to renew the Data Protection Officer subscription was discussed. Several members had attended the KALC course on Cyber Security and felt the support from a DPO essential. Cllr. Gilbert proposed the quote from GDPR-Info Ltd be accepted, this was seconded by Cllr. Hatcher and agreed.

29/21: Public Toilet Provision:

Cllr. Gilbert confirmed the lease with TWBC for the Carriers Road parking spaces had now been signed. Investigation into the sewerage system at the location, for the siting of temporary toilets is ongoing.

Cllr. Hatcher is due to meet the licensee of the White Horse PH, discussions will include the option of allowing the general public to use their facilities. Cllr. Warne offered to chase Gary Stevenson at TWBC for a response to the Clerk’s email on whether the initiative of offering businesses a financial incentive to allow for public use of their facilities, is still applicable?

30/21: Staffing:

Nothing to report.

31/21: Grant Applications:

An application had been received from CPRE Kent for funding towards legal advice and representation at the public enquiry into planning application 20/00815/FULL for the construction of 165 new homes at Turnden. Cllr. Warne advised she would be speaking to support CPRE’s Rule 6 Party Representation at the inquiry.

Members fully discussed the application from CPRE and the possible benefits that may be derived from helping fund the expert witnesses on air quality and heritage, in defending future applications from speculative developers. There was some concern that in awarding the grant, a precedent would be set allowing anyone wishing to oppose a planning application to seek funding from the Parish Council. Cllr. Hatcher refuted this by saying this was a unique set of circumstances. It was noted that CPRE were committing £2,500 of their own funds for the inquiry.

Cllr. Kings proposed that the £5,000 requested should be awarded, this was seconded by Cllr. Hatcher. Three members voted in favour of the proposal and three against. The Chairman used his casting vote to reject the motion. Cllr. Fletcher put forward a second proposal to award £2,500, as a one-off grant, matching the contribution from CPRE Kent. This was seconded by Cllr. Beck and agreed unanimously.  

32/21: Items for Information:

Cllr. Warne reported on a zoom meeting between the promoters of the Brick Kiln Farm and members of CSPC and the NDP Steering Group, as part of a pre submission consultation. Cllr. Hatcher will be giving a full report to all members on Thursday evening.

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