Title 29

The minutes of the meeting held on Monday 14 July 2009 were agreed following amendment to minute 02/09 so that it was recorded that Councillor Byne seconded Councillor Kirby's nomination of Councillor Carr for Vice-Chairman of the Committee.

The advertising of the Ramsgate Fund allocations on the Ramsgate Town Council website (when up and running) would be the remit of the Town Clerk.

Members also noted that some wheelchairs that had been purchased for Ramsgate main beach by the Ramsgate Charter Trustees and managed by TDC were not being used on that particular beach. It was agreed that TDC would be approached and asked to clarify the situation before the next summer season.

That the 2010/11 budget for the Town Council would need to include the costs for the Town Clerk, his/her office and computer equipment. The on-costs for the post would bring the amount up to circa £40,000.

TDC had been approached re rent for the use of Albion House but no response had been received to date. Members noted that if entering into a lease for the premises the Council would need to carefully consider the consequences in costs of a `repairs' lease.

The Town Clerk could be instructed to do a comparison study for the utilities used by the Council i.e. electricity suppliers.

Members agreed that they would look at the Budget papers and pass any comments to the Chairman of the Committee or to the clerk in order that these may be included in the agenda for the next meeting of the Committee.

The Minutes of the Meeting held on 11th August 2009 were proposed by Councillor Ward, seconded by Councillor Hoult and signed by the Chairman as a true record

The Chairman proposed the committee take a formal stand on this and make its recommendations to full council for ratification.

Agreed that the advertising of the Ramsgate Fund allocations on the Ramsgate Town Council website be the remit of the Town Clerk.

It was agreed that applications will be discussed on a quarterly basis (June, September, January and March) and money will also be allocated on a quarterly basis to avoid early overspend. The Ramsgate Fund for 2009/10 is £46,100.

Application forms to be simplified, particularly for smaller grants. All applications to be received by the given deadline - failure to do so will result in them being held over to the next meeting.

There is already a comprehensive audit trail in place. The RFO had also produced a `feed back' form and it was agreed the front sheet only should be used for grants up to £500, with the complete form issued for grants over £500. The form to be sent with the award cheque and must be completed and returned within 6 months. (Members will each receive a copy of the audit trail and feed back form).

Attention was drawn to the amounts previously awarded to the Ramsgate Town Partnership for decorative lighting in the town (a total of £13,000) for which Thanet District Council now had responsibility. Ramsgate Town Council to ensure TDC do not charge for the maintenance as it is thought this is the responsibility of the installer.

Councillor Nicholson also raised the question of the whereabouts of the log cabins for which the Ramsgate Charter Trustees had donated £10,000 in 2007. Councillor Hoult thought Darren Simpson had them stored at a theatre in Herne Bay. The Chairman will write, via RTC, to Councillor Pat Doyle on this matter.

In the absence of a Town Clerk, it will be necessary for the Chairman of the F & G P Committee and the RFO to produce the main figures for the budget by 20th October 2009. Councillor Kirby asked if the F & G P Committee could have the figures beforehand.

Annual costs plus on-costs are needed including election and allotments. Councillor Nicholson to speak with the Chief Executive at TDC regarding the proposed rent for the building, what is included and what liabilities there are.

Councillor Kirby asked why the Nat. Ins. and Pension contributions had increased from £8,000 to £12,500. The RFO to report back.

It was agreed to compare the Mayor's allowance with those of Margate, Broadstairs & St. Peter's and other coastal towns nearby.

No decision had been made by full council regarding members' allowances. The Chairman to speak with Councillor Green about this.

The RFO answered various questions. Records will be kept as now until the next financial year. Cheque payments need to be changed to the BACS system.

Proposed by Councillor Ward, seconded by Councillor Rogers, the Expenditure Account 22nd June to 23rd September 2009 was approved.

Councillor Ward reported that the Town Improvement Committee Chairman will be writing to the F & G P Committee regarding suggestions and requests.

The Audit Commission has appointed Alun Williams as External Auditor to Ramsgate Town Council for a three-year period commencing with accounts for the year ending 31st March 2010. The RFO requested that a new Internal Auditor be appointed who will be capable of auditing town council accounts. She will liaise with the Town Clerk of Broadstairs to ascertain likely costs and a suitable company.

Councillor Hoult asked if a member from each group could meet on an informal basis. He was advised that, as Deputy Mayor, he could informally invite whomever he wished.

Councillor Byne pointed out that Ramsgate Town Council is in a difficult position - if the precept is increased it will be unpopular, but to make no improvements will be as bad. Councillor Kirby suggested RTC make improvements but only what it can afford and money must be spent properly.

that the attendees be given the opportunity to raise any inaccuracies with the committee clerk within a certain length of time;

that the minutes, subject to any amendments as above, be then taken as read and submitted along with the minutes of the meeting on 23 September 2009 to the next full meeting of the Council.

The Chairman pointed out that there were two parts to the budget documentation: a report prepared by himself, which had been appended to the agenda, and a draft working paper which had still to be circulated to Members.

A total of £139,750 be added to the 2010/11 budget: £122,750 thereof to cover ongoing liabilities and £17,000 to cover one-off items, as follows:

Should the hours of the Town Clerk require to be extended, reserves could be used to cover any additional salary and other associated contingencies during the first year.

It was understood that the total freehold would be disposed of and that an acceptable offer to purchase had been received by TDC;

The premises covered by the draft lease comprised part of the ground floor as follows: Mayor's Parlour, office, Council Chamber, kitchen, toilets and an additional room;

It would be a good idea if Members could arrange to have a tour (preferably during the day) of the accommodation included in the lease;

Upon disposal of the Albion House by TDC, the main entrance would become a private entrance and an alternative entrance to RTC premises would require to be created, probably off the office;

The structural survey, for which a one-off provision was to be made, would identify any defects to be put right by TDC before finalisation of the lease;

It was understood that any Landlord would have sole responsibility for the maintenance of the structure of the building, e.g., the roof;

Allotments: At some stage in the future, it might be prudent to consider employing someone for the purpose of maintaining/ administering allotments.

IT: Details of quotes received in relation to new computer equipment were as follows: It was not clear, at this stage, whether the amounts were inclusive of VAT.

Upon disposal of Albion House, a new entrance would be required to the RTC premises (see under No. 1 “Albion House rent” above);

A new reception area / foyer, to which the main door would lead, could be created, with CCTV coverage in the main office and a “bell” etc for visitors to use

It should be noted that any such breach of the Code of Conduct could result in a case being brought before the Standards Board;

in principle, the sum of £30K, to be match funded by TDC, be added to the revenue budget for 2010/11 for the purpose of events;

members of the Committee should submit specific recommendations regarding what could be included in the programme of events, in time for inclusion in the report to the next meeting of the Committee, on 2 December 2009.

It was agreed that the schedule should, if possible, include for comparative purposes, figures for 2007/08, 2008/09, 2009/10 (to date) and estimates for 2010/11

The Chairman undertook to ensure that the other Committee members received the revised schedule during the course of the week.

Matter arising from minutes of previous meeting - Budget 2010-2011 - increase in National Insurance and Pension contributions

The Mayor's Secretary would be asked to provide information as to why national insurance and pension contributions had increased from £8,000 to £12,500.

Members would, however, like confirmation that aluminium windows are acceptable in a Conservation area. Action required - Simon Thomas, TDC

Members were unaware of the reason for the application being called-in as the Member concerned was unable to attend the meeting.

Ramsgate Town Council's, Planning and Conservation Committee welcome the property being brought back into use but need assurance that any changes made to the property will comply with Listed Building regulations, that the flags will not be used for advertising, the name `Custom House' will remain and the lettering retained in the same style.

Minutes of the TOWN IMPROVEMENT COMMITTEE duly convened and held in the Council Chamber, Albion House, Albion Place, Ramsgate on 19th October 2009.

The minutes of the meeting held on 21st September 2009 were proposed by Cllr Ward and seconded by Cllr Rogers. The Chairman signed them as a true record.

The Chairman asked Cllr Landi to take the minutes of this meeting in the absence of any secretarial assistance. No apology for absence had been received.

The Chairman welcomed Mr Paul Verrall and Mr Mark Seed both officers of Thanet District Council to the meeting. The Chairman said that the Town Council needed to set budgets for the coming year very soon. The Officers attending this meeting were here to answer questions to assist the Members of the Town Improvement Committee to do this. The Chairman then introduced Mr Paul Verrall to answer questions relating to Allotments.

Some money from the sale of the Manston Road allotments was spent on other sites in accordance with the wishes of plot holders. These were capital projects NOT maintenance. There are some problems with water supply to allotments because of pipe size or low pressure. An alternative supply source is being considered. Water is metered. At Stirling Way access is difficult but an order to remedy this has been placed but work will not begin until the gas supply work has been finished in about a month's time, The Heras fencing will also be moved by the Gas Company.

The costs can vary each year. A breakdown at the year end can be prepared. £23,900.00 covers basic administration plus day to day repairs such as clearing broken glass. TDC has banned the use of glass on allotments. The £23,900.00 admin charge includes £19,000.00 levied by TDC as a charge by the Central Support Unit. The Allotment Section has no control over the amount demanded by the Central Support Unit. If the cemetery sites were taken over by the Town Council it would be difficult to calculate how much RTC could pay.

It was generally felt that money could be saved if the Town Council took over the allotments and particularly if they were self administered. There is a list of approximately 200 waiting for allotments. Chilton is the most popular site.

When the Manston allotments were sold one third were retained but so far have not been allocated because there is a right of way through the area leaving the site open to vandalism. Roughly £800,000.00 from the sale of the Manston Road allotments has been spent on capital improvements. Mark Seed said that RTC must give 12 month's notice to take over. Cllrs Landi and Byne will visit Herne Bay Allotments which are self administered to see how their system works and report to the Chairman.

The toilets next to the Granville Theatre have been demolished. Those at Boundary Road and St Lawrence have been closed. It was mentioned that we have an ageing population. There are only three left - the Pier Yard, Cavendish Street and Westcliff (Screaming Alley).

A way forward was urgently needed. The closure of the Cavendish Street toilet is conditional on the scheme to pay £600.00 per annum to private businesses to open their toilets to the public. Concerns were raised about disabled access to private toilets. Mark Seed said most closures were due to vandalism. TDC spend £687,000.00 per annum on toilets. Ramsgate contributes 30% of the funding for toilets but receives only 17% to be spent on toilets. Ramsgate has more toilets than Edinburgh. TDC is looking for a contribution from the Town Council if they wish the Bathing Station toilets to remain open longer.

Members noted that some Broadstairs Pubs have a notice saying there is a charge of £1.50 for non-customers to use the toilets.

The “LOVE, HATE & HOPE” survey was a splendid survey to reflect public opinion. The Royal Harbour, Beaches and Architecture were notable in the LOVE Section.

Members discussed how to consult the people of Ramsgate and whether they should use the same team. They agreed that Resident's Associations and Civic Societies could be consulted. TDC does its own survey. The Town Council could produce a list of perhaps twelve options and ask the public to grade them in order of importance. Any survey must be fully representative of the whole Town. There is currently no money in the Budget for a survey.

It was noted that the Town Council has a statutory duty to hold a Town Forum each year. The Eastcliff Residents' Association had offered to help with this project. The Chairman suggested the committee could look into more effective marketing of the Town and that a Marketing Manager may be employed for this task. He said that improved visitor numbers could have a dramatic effect on the town's fortunes. Chris Welch of the Eastcliff Residents' Association also addressed the committee on these matters.

The Chairman said that this agenda was unable to accommodate a proper discussion of that paper but we welcome the points raised in it and will respond after consideration at the next meeting.