Deputy Parish Clerk / RFO VACANCY

Job Vacancy for Deputy Parish Clerk

A vacancy has arisen for the post of Deputy Parish Clerk / Responsible Finance Officer (RFO) at Sandgate Parish Council.

The Deputy Clerk will be providing support to the Parish Clerk and Librarian and is one of the main points of contact for Sandgate residents.

The position is for 10 hours per week, to include Wednesday 9.30am-1.00pm – plus evening meetings. The salary is £13.40 per hour with a voluntary pension scheme.

The successful candidate will be entitled to 21 days holiday plus bank holidays.

Duties include:

  • Attending Parish Council meetings
  • Preparation of Agendas and Minutes
  • All Financial matters including preparation of financial statements for the Annual Audit
  • Maintaining the Parish Council website
  • Managing and interrogating the Parish CCTV
  • Assisting the Parish Clerk/Librarian in running the parish library

The ideal candidate will be a good communicator, with the ability to work on their own initiative or as part of the team.

The Deputy Clerk will be the Responsible Financial Officer (RFO) and will be responsible for all financial records of the Council and the careful administration of its finances.

CVs to be sent to clerk@sandgatepc.org.uk (or via post to the Parish Council Office and Library) to arrive not later than 12.00 noon 17rd November 2023.

References and Enhanced DBS will be required prior to job offer.

RFO-Deputy-Clerk-Job-Description-October-2023

Posted by Tim Prater in News
Finance Committee Minutes 16-10-2023

Finance Committee Minutes 16-10-2023

The minutes of Sandgate’s Parish Council Finance Committee meeting, held on 16th October 2023, in Sandgate Library.

Finance-Minutes-16-10-23

You can find previous Sandgate Parish Council Finance Committee Agendas, Minutes and Financial Reports on this website. We publish agendas a few days before a meeting. The Clerk then posts draft minutes in the week after a meeting.

We broadcast our meetings live on our Facebook page. Those meeting recordings are then left live for a few months after the meeting, giving you the chance to watch it back later!

The next suitable meeting will formally approve the draft minutes of this meeting. When approved, the Chairman of that meeting then signs them.

The signed minutes of the meeting serve as the legal record of what has taken place at the meeting. Before a meeting approves the draft minutes of a preceding meeting, the meeting may, by resolution, correct any inaccuracies in the draft minutes. The attendance (or otherwise) of the Chairman or those voting in favour to amend or approve of the minutes is irrelevant.

Only if meeting minutes are found to be inaccurate after they have been signed can they then be altered. Inaccuracies in signed minutes can only be amended by resolution at a subsequent meeting.

Posted by Tim Prater in Minutes, Resources

Sound Quality for SPC Meeting Broadcasts

Sandgate Parish Council broadcast all our full Council and Committee meetings online live (and able to watch back for some months following the meeting) at https://www.facebook.com/sandgatepc

We have had some feedback on, and have been monitoring, the sound quality of our televised meetings and concluded that it needed improvement.

We purchased some improved sound technology and used it last night for the first time. We hope that you will agree it’s a massive improvement: last nights meeting is at https://fb.watch/nKAcL-debK/ (and could compare it with a previous meeting such as at https://fb.watch/nKAD9ycX61/).

For reference, we replaced our previous “budget” desk microphone system with a pair of Anker Power Conf S500 Speakerphones https://www.amazon.co.uk/dp/B08W24YDSC

What is even more impressive is that we only used one of those for the meeting last night: the second didn’t make it out of the box, but the sound quality is already so much better. We still have somewhere to go to improve further, but massive step forward.

Posted by Tim Prater in News
Planning Committee Minutes 17-10-2023

Planning Committee Minutes 17-10-2023

The minutes of Sandgate’s Parish Council Planning Committee meeting, held on 17th October 2023, in Sandgate Library.

Planning-Minutes-17-10-23

You can find previous Sandgate Parish Planning Committee Agendas and Minutes on this website. We publish agendas a few days before a meeting. The Clerk then posts draft minutes in the week after a meeting.

We broadcast our meetings live on our Facebook page. Those meeting recordings are then left live for a few months after the meeting, giving you the chance to watch it back later!

The next suitable meeting will formally approve the draft minutes of this meeting. When approved, the Chairman of that meeting then signs them.

The signed minutes of the meeting serve as the legal record of what has taken place at the meeting. Before a meeting approves the draft minutes of a preceding meeting, the meeting may, by resolution, correct any inaccuracies in the draft minutes. The attendance (or otherwise) of the Chairman or those voting in favour to amend or approve of the minutes is irrelevant.

Only if meeting minutes are found to be inaccurate after they have been signed can they then be altered. Inaccuracies in signed minutes can only be amended by resolution at a subsequent meeting.

Posted by Tim Prater in Minutes, Planning
Parish Council Meeting Agenda 23-10-2023

Parish Council Meeting Agenda 23-10-2023

The agenda for the Sandgate Parish Council Full Parish Council meeting, to held on Monday 23rd October 2023, in Sandgate Library at 6.30pm.

Agenda-council-meeting-23-10-23

The Council meeting is open to press and public. If you would like to attend this meeting, please notify clerk@sandgatepc.org.uk in advance. Letting us know allows us to make sure we have sufficient seats for you and allow reasonable spacing.

We keep a full list of previous Sandgate Parish Council Meeting Agenda and Minutes on this website. We publish those agendas a few days before each meeting, and will also post draft minutes in the week after a meeting.

Most of our meetings are broadcast live on our Facebook page. We’ll then leave those recordings on Facebook for a few months after the meeting so you can watch them back later.

Minimum Notice

We issue agenda’s at least three clear days before a meeting. We display them on the noticeboard in the library, Parish noticeboards on the Village Green and by Enbrook Valley shops, and on our website.

The minimum three clear days for notice of a meeting does not include:

  • the day of issue of the agenda, or;
  • the day of the meeting, or;
  • a Sunday, or;
  • a day of the Christmas break, or;
  • a day of the Easter break, or;
  • of a bank holiday, or;
  • a day appointed for public thanksgiving or mourning.

Meeting in Public

All meetings of our Council are open to the public, except in limited defined circumstances. We can only decide, by resolution, to meet in private when discussing confidential business or for other special reasons where publicity would be prejudicial to the public interest.

Those reasons might include, for example, discussing the conduct of employees, negotiations of contracts or terms of tender, or the early stages of a legal dispute.

Posted by Tim Prater in Agenda, Council

Sandgate Community Garden: Update 15 October 2023

Sandgate Community Garden Team Diary Entry for 15th October: Red/Green Hop and Greenstar.

At last the weather has broken and is feeling a little bit more like it should in October.  We have had a serious downpour of water in the latter half of the week and perhaps it will be the end of having to water the garden for this year.  We can at least hope!  However one chore has been surpassed by another as we now seem to be in full swing leaf collecting, and being under so many trees it looks as though we shall be kept busy for several weeks to come.  Not to forget all the sycamore seeds also adding to the work if we are not to be forever pulling sycamore seedlings for most of the spring.

This week, the plants around the pond got a tidy, and blanket and duck weed removed from the pond.  More claytonia lettuces were planted along with a few extra parsley plugs.  The broad bean seeds were sown, and the search was on for marauding cabbage white caterpillars ravaging the purple sprouting.  We had a bucket of bean pods from the plot at Pent Farm, which had been picked in order to dry them, either for eating and/or for planting next year.

We must mention the Eternal Style Event last Sunday with the Sandgate Environmental Action Group.  Some of us were involved either manning the stall and/or baking cakes for the amazing café.  What a fantastic day, great people and fabulous tea and cake.  Well done to Gemma and Heidi for their hard work.

Early in the week a group of volunteers from Napier barracks came out to help clear a lot of growth at Fremantle Park again – fighting with the brambles and ivy as well as planting more rhubarb in two separate spaces.

The hops we contributed for the Hythe Hops scheme have now been dried or made into the ‘Red/Green Hop’ ale by Docker Brewery, or into ‘Greenstar’ by HopFuzz Brewery, both now on sale at Unit 1 in Hythe, or from the Sandgate Village Shop, but be quick as it will not be around for too long!

Sorry to have to say that the newsletter will be taking a two week break and the next edition will be on Sunday 5th November.  Apologies for the inconvenience however normal service will soon be resumed!

What’s next?

  • Keep picking up the fallen leaves and sycamore seeds
  • No watering the plots required this week but maybe the small pots
  • More tidying of plots in Sandgate required
  • Keep an eye out for more caterpillars

This weeks update from the Sandgate Community Garden Diary.

Posted by Tim Prater in Sandgate Community Garden
Financial Reports September 2023

Financial Reports September 2023

Updated financial reports for Sandgate Parish Council for September 2023, and the financial year 2023-24 to date.

Payment and Receipts Summary

Summary-payments-and-receipts-Sept-23

Receipts in Month

Receipts-list-Sept-23

Payments in Month

Payments-list-Sept-23

Reserve Balances

Reserves-list-Sept-23

Bank Reconciliation

ReconcileAll-banks-Sept-23

VAT Summary

VATSummary-Sept-23

Previous Sandgate Parish Council Resources Committee Agendas, Minutes and Financial Reports.

Sandgate Parish Council uses (the excellent) Scribe Accounts to manage our Council accounts and generate reports.

Sandgate Parish Council’s finances are governed by our Financial Regulations and Standing Orders. Every Town and Parish Council has similar rules. Those rules govern our financial management, and we can only amend or vary them by a Council resolution.

The Council’s Standing Orders require that we report quarterly on receipts, payments and balances. For instance, they say at 17.c:

The Responsible Financial Officer shall supply to each councillor as soon as practicable after 30 June, 30 September and 31 December in each year a statement to summarise:

i. the council’s receipts and payments for each quarter;

ii. the council’s aggregate receipts and payments for the year to date;

iii. the balances held at the end of the quarter being reported

and which includes a comparison with the budget for the financial year and highlights any actual or potential overspends.

We are now publishing our reports monthly to exceed that requirement. We then consider those reports at the next Parish Council Resources Committee meeting.

Posted by Tim Prater in Agenda, Resources
PWLB Loan Reserve Report September 2023

PWLB Loan Reserve Report September 2023

Updated PWLB Loan Reserve report for Sandgate Parish Council to September 2023.

Loan Reserve Report

PWLB-tracker-2018-23-15-08-23.xlsx

We have previously issued PWLB Reports quarterly alongside committee reports. We will aim to do so from now using this standalone format.

The PWLB loan reserve was formed following our receipt of a loan of £500,000 from the Public Works Loan Board in August 2018 for the purchase of land which then fell through. Despite lobbying Government, the PWLB (a branch of the Treasury) refused to cancel the loan and take the money back from us without requiring a six figure penalty fee. They did, however, confirm the money could be retained and invested by the Council.

The Council has committed that the costs of the loan will not fall on taxpayers through increased Council Tax without a consultation on doing so. We have held no such consultation to date.

As such, we placed the full loan amount in a defined PWLB Loan Reserve.

  • All payments for that loan (capital repayments, interest payments) come out of that reserve.
  • All income from that loan (currently interest payments on the loan amount) we put into that reserve. The value of the reserve is published regularly (quarterly).

At this time, while the costs of the loan exceed the income (due to historically low interest rates), the value of our PWLB Loan Reserve is dropping. Although we seek investments with the best return, we want security for the money (so it is all currently in accounts backed by guarantee up to £85,000 per account) and some investments are not open to local authorities, so there are limits on what we can do.

Financial Reporting

Previous Sandgate Parish Council Resources Committee Agendas, Minutes and Financial Reports.

Sandgate Parish Council uses (the excellent) Scribe Accounts to manage our Council accounts and generate reports.

Sandgate Parish Council’s finances are governed by our Financial Regulations and Standing Orders. Every Town and Parish Council has similar rules. Because those rules govern our financial management, we can only amend or vary them by a Council resolution.

Our Council’s Standing Orders require quarterly reporting of receipts, payments and balances. For instance, they say at 17.c:

The Responsible Financial Officer shall supply to each councillor as soon as practicable after 30 June, 30 September and 31 December in each year a statement to summarise:

i. the council’s receipts and payments for each quarter;

ii. the council’s aggregate receipts and payments for the year to date;

iii. the balances held at the end of the quarter being reported

and which includes a comparison with the budget for the financial year and highlights any actual or potential overspends.

Posted by Tim Prater in Agenda, Resources
Finance Committee Agenda 16-10-2023

Finance Committee Agenda 16-10-2023

The agenda of Sandgate’s Parish Council Finance Committee meeting. We will hold the meeting on 16th October 2023 at 6:30pm. It will be held in Sandgate Library.

Finance Committee Agenda

Finance-Agenda-16th-October-23

Our Finance Committee meeting is open to press and public. Please could any member of the public who wants to attend notify us via clerk@sandgatepc.org.uk in advance. This allows us to ensure we have sufficient seats and allow reasonable spacing.

We publish our financial reporting on the “in-running” budget monthly. So at this meeting we will consider the reports since the last meeting.

Previous Sandgate Parish Council Finance Committee Agendas, Minutes and Financial Reports.

We use (the excellent) Scribe Accounts to manage our Council accounts and generate reports.

Sandgate Parish Council’s finances are governed by our Financial Regulations and Standing Orders, and every Town and Parish Council has similar rules. Because those rules govern our financial management, we can only amend or vary them by a Council resolution.

The Council’s Standing Orders require quarterly reporting of receipts, payments and balances. For instance, they say at 17.c:

The Responsible Financial Officer shall supply to each councillor as soon as practicable after 30 June, 30 September and 31 December in each year a statement to summarise:

i. the council’s receipts and payments for each quarter;

ii. the council’s aggregate receipts and payments for the year to date;

iii. the balances held at the end of the quarter being reported

and which includes a comparison with the budget for the financial year and highlights any actual or potential overspends.

We’re now publishing our reports monthly, exceeding that requirement. Consequently we will consider the reports at the next Parish Council Resources Committee meeting.

Posted by Tim Prater in Agenda, Resources

Sandgate Community Garden: Update 8 October 2023

Sandgate Community Garden Team Diary Entry for 8th October: We would certainly recommend eating vegetables from the Garden if you can.

It continues to be dry again and many things such as celeriac, leeks, radishes, and salad leaves are trying hard to swell or put on growth but have to make do with their rations of water.  The rainfall for all of September was a mere 28.8 mm and there has been nothing so far in October.  There seems a small chance that we may see some rain towards the end of next week but we shall see.

This week we took down the cucumber structure, always sad when a crop has finished and you know it will be many months until you get to taste that particular crop once more from the garden. 

We had the honour this week of providing a few salads for the Sandgate Society’s wine tasting event at the John Dory.  We sent a few tomatoes, spring onions, salad leaves, cucumber and radishes.  You can tell from the photos of the event and the subsequent reporting, that a great time was had by all, and we received a lovely mention:

‘Accompanying the cheese & meat platters was a salad garnish provided by our Sandgate Community Garden – and goodness, the taste of the leaves, tomatoes, radishes (that big?) and herbs reminded us of how food USED to taste – and still can.   We would certainly recommend eating vegetables from the Garden if you can.‘

As a group we have often commented on the great flavour of the fruit and vegetables grown in the garden.  We put it down to slow grow, real soil, organic methods and no digging.  So many of our fruit and vegetables these days are grown hydroponically, under cover, and bombarded with chemicals of one kind of another.  Whereas ours gets hit by all weathers, and we have to share with most of the wildlife which like them too – we just have to get used to a few holes.  However we know it is the soil which really makes the difference, and we strive to make great compost. 

Since embarking on our latest compost making adventures, we have come across a new addition – Bokashi bran.  The Bokashi method is used for composting all organic waste.  It was developed in Japan and used in Asia to ferment food prior to composting.  The process uses lactobacillus bacteria to predigest waste matter, which eliminates odours and decreases composting time.   As you walk through the garden, you might be mistaken in thinking that you were within a brewery as the Bokashi bran is being added to all our compost piles, and onto the beds.  The smell is quite delicious, if you like that sort of thing of course!  The last ingredient we are looking to source for our compost is biochar – so if you are reading this and you know of someone who makes the stuff, then we would be delighted to hear from you.

During the week we were joined by some of the men from Napier Barracks to help us clear some of the growth at Fremantle Park.  Things have certainly been growing in leaps and bounds and it was a matter of trying to cut our way through the jungle, however we made a good start and will be returning once more this coming week to tackle it again.

On Friday a couple of us went to Canterbury University to attend the Kent Food Partnership and University of Kent Right to Food Summit.  The event was ‘to plan how we can create a sustainable food system in Kent that provides healthy and affordable food for all’.  This is a massive project as you can well imagine, however we are proud to be included within this partnership and be able to contribute to the conversations.

What’s next?

  • Finish adding the Bokashi
  • Make sure the last of the celery is out
  • Keep watering
  • More seedlings to pot up

This weeks update from the Sandgate Community Garden Diary.

Posted by Tim Prater in Sandgate Community Garden