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MINUTES OF THE MEETING OF
HYTHE TOWN COUNCIL’S
FINANCE & GENERAL PURPOSES COMMITTEE
HELD ON THURSDAY 2ND MARCH 2017
Present:
Councillor D Owen (In the Chair)
Councillors A Ewart-James, J Gabris, Mrs A Mayne, K Miles, P O’Connor, P Peacock
Mrs W Peacock and L Sullivan
Also Present:
The Deputy Town Clerk
292/16 APOLOGIES FOR ABSENCE
Councillors M Lyons and A Tanton
293/16 MINUTES OF THE FINANCE AND GENERAL PURPOSES COMMITTEE MEETING HELD
ON 19TH JANUARY 2017
It was
PROPOSED BY:
SECONDED BY:
Councillor P Peacock
Councillor K Miles and
RESOLVED – That the minutes of the meeting held on 19th January 2017, having been circulated, be
confirmed as a correct record of the meeting and signed by the Chairman.
294/16 DECLARATIONS OF INTERESTS
Councillor Mrs A Mayne declared a personal interest in Min No 304/16 – member of the Dementia
Forum and volunteer at Age UK.
295/16 ADJOURNMENT OF MEETING FOR PUBLIC INCLUSION IN ACCORDANCE WITH
STANDING ORDER NO 1 g.
There was no adjournment.
296/16 APPROVAL OF PAYMENTS MADE ON COUNCIL’S BEHALF FOR THE PERIODS TO 31ST
DECEMBER 2016 & 31ST JANUARY 2017
It was
PROPOSED BY:
SECONDED BY:
Councillor J Gabris
Councillor Mrs W Peacock and
RESOLVED – That the payments for the periods to 31st December 2016 and 31st January 2017,
covering cheque numbers 015220 – 015295 be authorised, as appended to these minutes.
297/16 REPORT OF RECEIPTS TO 31ST DECEMBER 2016 & 31ST JANUARY 2017
It was
PROPOSED BY:
SECONDED BY:
Councillor J Gabris
Councillor Mrs A Mayne and
RESOLVED – That the receipts for the periods to 31st December 2016 and 31st January 2017 be
accepted.
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298/16 PROFIT & LOSS, BALANCE SHEET & BUDGET REPORT FOR THE PERIOD TO 31ST
DECEMBER 2016 & 31ST JANUARY 2017
It was
PROPOSED BY:
SECONDED BY:
Councillor J Gabris
Councillor P Peacock and
RESOLVED - That the profit and loss, balance sheets and budget reports for the periods to 31st
December 2016 and 31st January 2017 be accepted.
299/16 MENTAL HEALTH SERVICE – PROMOTING INDEPENDENCE
Members considered the previously circulated email from the Mental Health Service.
It was
PROPOSED BY:
SECONDED BY:
Councillor Mrs W Peacock
Councillor K Miles and
RECOMMENDED – That Councillors L Sullivan, Mrs A Mayne and D Owen be appointed to a
working group to complete the questionnaire from Kent County Council.
300/16 KCC CONSULTATIONS – FREIGHT ACTION PLAN FOR KENT
Members considered the previously circulated email from the Kent County Council.
It was
PROPOSED BY:
SECONDED BY:
Councillor P Peacock
Councillor J Gabris and
RECOMMENDED – That Councillors K Miles, Mrs A Mayne and Mrs W Peacock be appointed to a
working group to complete the questionnaire from Kent County Council.
301/16 PUBLIC SPACES PROTECTION ORDER
Members considered the previously circulated email from the Shepway District Council.
It was
PROPOSED BY:
SECONDED BY:
Councillor A Ewart-James
Councillor Mrs W Peacock and
RECOMMENDED – That the Public Order Spaces Protection Order be supported by the Town
Council and Shepway District Council be informed of this decision.
302/16 POPERINGE HOP FESTIVAL
Members considered the previously circulated email to promote Hythe at the Poperinge Hop Festival in
September 2017.
It was
PROPOSED BY:
SECONDED BY:
Councillor D Owen
Councillor P Peacock and
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RECOMMENDED – That:
1
The Town Council support, in principle, the promotion of Hythe at the Poperinge Hop Festival.
2
Further information was required from the Hythe Twinning Association and the Hythe Business
and Tourism Association who the Council would expect to take the lead on this matter.
303/16 HYTHE LIFE COMMUNITY FOOD FESTIVAL 26TH – 28TH AUGUST 2017
Members considered the previously circulated request from the Hythe Life for the use of South Road
Recreation Ground and the Green for parking at its food festival between the 26 th – 28th August 2017.
It was
PROPOSED BY:
SECONDED BY:
Councillor K Miles
Councillor J Gabris and
RECOMMENDED – That:
1
Hythe Life not be granted permission to use South Road Recreation Ground for car parking.
2
Hythe Life be granted permission to use the Green for car parking between the 26 th – 28th
August 2017.
3
A charge of £180.00 per day to be paid by Hythe Life for use of the Green.
304/16 DEMENTIA AWARENESS DAY
Members considered the previously circulated email from Councillor Mrs Ann Mayne for free use of
Oaklands and the Bandstand for its Dementia Awareness Day in conjunction with Age UK on Saturday
20th May 2017.
It was
PROPOSED BY:
SECONDED BY:
Councillor P Peacock
Councillor K Miles and
RECOMMENDED – That the Dementia Forum in conjunction with Age UK be awarded free use of
Oaklands and the Bandstand for its Dementia Awareness Day on Saturday 20th May 2017, subject to the
usual conditions being met and confirmation from Age UK that it would provide the requisite insurance
requirements.
305/16 GUIDED WALKS FOR LOCAL SCHOOLS
Members considered the previously circulated request from the Hythe Civic Society for free use of the
Town Hall for extra guided walks for local schools.
It was
PROPOSED BY:
SECONDED BY:
Councillor K Miles
Councillor J Gabris and
RECOMMENDED – That the Hythe Civic Society be granted free use of the Town Hall for extra
guided walks for local schools.
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306/16 GROUNDS MAINTENANCE CONTRACT – DEPUTY TOWN CLERK’S REPORT HTC
16/011 REFERS
Members considered the Deputy Town Clerk’s Report HTC 16/011 and the recommendations contained
therein.
It was
PROPOSED BY:
SECONDED BY:
Councillor K Miles
Councillor J Gabris and
RECOMMENDED – That the Deputy Town Clerk’s Report HTC 16/011 be received and the
recommendations contained therein be adopted as follows:
Company 1
Company 2
Company 3
Company 4
Company 5
1
2
£39,607.48
£67,221.00
£62,781.00
Upon opening – Company 4 had declined to tender
£40,658.87
That in the light of the above received prices and following an assessment of their value, Company 1
be awarded the Hythe Town Council’s grounds maintenance contract for the period 1 st April 2017 –
31st March 2018.
Subject to regular monthly reviews and assessment of performance by the Town Council at the end
of the first year, Company 1 be offered a further extension of four years, on the basis of the annual
CPI.
Meeting closed at 7.50 pm
Dated the
Day of
Chairman …………………………………………….
2017