Planning Committee Agenda 17-07-2023

Planning Committee Agenda 17-07-2023

The agenda for the Sandgate Parish Council Planning Committee meeting, to held on 17th July 2023 at 6.30pm.

Planning-Agenda-17.07.23-1

The Planning Committee meeting is open to press and public. If any member of the public wishes to attend, please can they notify clerk@sandgatepc.org.uk in advance. This allows us to ensure we have sufficient seats and allow reasonable spacing.

Previous Sandgate Parish Council Planning Committee Agenda and Minutes. We publish agendas a few days before a meeting. We then post draft minutes in the week after a meeting.

Most of our meetings will be broadcast live on our Facebook page. Recordings of the meetings will be left on Facebook for a few months after the meeting so they can be watched back later. Comments left on Facebook broadcasts during the meeting are not be monitored and are not a way of feeding back to the Council.

Minimum Notice

We issue agendas 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, Planning
Financial Reports June 2023

Financial Reports June 2023

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

Payment and Receipts Summary

Summary-payment-and-receipts-June-23

Receipts in Month

Receipts-list-June-23

Payments in Month

Payments-list-June-23

Reserve Balances

ReservesJune-23

Bank Reconciliation

Reconcile-All-banks-June-23

VAT Summary

VATSummary-June-23

Quarterly Report

BudgetQuarterly-report-June-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

Sandgate Community Garden: Update 9 July 2023

Sandgate Community Garden Team Diary Entry for 9th July: The Johnson-Su system takes some 400 days for the compost to mature.

The lovely drop or two of rain we had last week made an amazing difference to the plants but now we are back to watering again as it continues to be warm and mostly sunny with thunderstorms passing us by, although we can hear the thunder rumbling around in the distance.

As well as helping our vegetable plants, the weeds have benefitted from the rain showers too and are starting to take over in some places which will have to be tackled next week or they will be robbing the water from the vegetables.

 The courgettes have started to arrive, and it is likely we will pick our first dwarf beans next week, just as the potatoes are finishing.  The spring onions are starting to swell, the first sowings of lettuces are now bolting, and as yet, the badgers have not discovered the beetroot.  An executive decision was made to harvest them small or as soon as they are large enough to make something of, in case they should suddenly disappear!  Our first outdoor tomato arrived from a Sungold plant – always a difficult decision as to who should have the very first of anything that has been grown, however all volunteers know that we will fairly share whatever has been grown between us, and/or with any visitors (including the wildlife which seems to get more than a fair share!)

We are starting to make some progress with our new composting system, although we know it is a learning curve on our quest for the perfect compost, and we are only just starting on this journey.  We have certainly had to dedicate a lot more time and effort to making it, from the collecting of the materials to the mixing, and we know we are missing some ingredients which we need to source.

We are grateful to Alistair, one of our dedicated team, for his DIY skills and determination in the making of our new compost bays, and Johnson-Su style compost bins.  There are four compost bays –

The first bay is for the green waste (food waste, weeds, finished plants, and pruning materials) which will enrich the compost with nitrogen.

There is a bay for brown waste (wood chips, dried grass, shredded paper/card, and dried leaves).  These materials feed the compost with carbon.

There is a bay for manure/compost to include cow manure, spent mushroom compost or green waste composts.  These add nitrogen to our compost mix which we hope will also provide a diverse biology.  We are grateful to Farmer Tom at Pent Farm for the cow manure which has come from the cow sheds where the beef herd have been housed over the worst of the winter months, before being turned out into the fields.

The final bay is for maturing the made compost for several weeks/months until it can be put onto the vegetable beds.  This compost will have been through the Johnson-Su style composting system before being placed into this bay.

The Johnson-Su system was invented by a Dr Johnson and his wife Hui Chun Su.  Their system takes some 400 days for the compost to mature; however by turning the compost several times, it will speed up the process.  The successful outcome depends on the materials being as small as possible which is an issue for us as this relies on the use of shredders and electric power which we do not have at the community garden.  It therefore means we have to manually chop the materials into as small pieces as we can, which is often hard work and takes time.  Our results so far have been mixed.  Sometimes the compost mix is too hot and at other times too cold – we gauge the temperature with a thermometer, and heat is required to kill off any seeds, harmful bacteria, and can apparently break down any herbicides and pesticides 32 times faster than a cold composting system.  Sometimes the compost mix is too dry which then halts the composting process.  One thing which is fascinating is how quickly the mix is infiltrated by all manner of organisms; in as little as three days after putting the compost mix together, there are worms and all manner of minibeasts to be found just under the surface!  Incredible!  As we make new discoveries in this composting world, we will bring them to the newsletter to share with you all.

What’s next?

  • Prick out the lettuce seedlings
  • Create a space for all the pots and seed trays
  • Weed where the weeds are taking over
  • Sow some more chicories/endives

This weeks update from the Sandgate Community Garden Diary.

Posted by Tim Prater in Sandgate Community Garden
Library Committee Agenda 10-07-2023

Library Committee Agenda 10-07-2023

The agenda for the Sandgate Parish Council Library Committee meeting, to held on 10th July 2023 at 7pm.

Library-Agenda-10-07-23

The Library Committee meeting is open to press and public. If any member of the public wishes to attend, please can they notify clerk@sandgatepc.org.uk in advance. This allows us to ensure we have sufficient seats and allow reasonable spacing.

Previous Sandgate Parish Council Library Committee Agenda and Minutes. We publish agendas a few days before a meeting. We then post draft minutes in the week after a meeting.

Most of our meetings will be broadcast live on our Facebook page. Recordings of the meetings will be left on Facebook for a few months after the meeting so they can be watched back later. Comments left on Facebook broadcasts during the meeting are not be monitored and are not a way of feeding back to the Council.

Minimum Notice

We issue agendas 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, Library
Environment Committee Agenda 10-07-2023

Environment Committee Agenda 10-07-2023

The agenda for the Sandgate Parish Council Environment Committee meeting, to held on 10th July 2023 at 7pm.

Env-Agenda-10-07-23

The Environment Committee meeting is open to press and public. If any member of the public wishes to attend, please can they notify clerk@sandgatepc.org.uk in advance. This allows us to ensure we have sufficient seats and allow reasonable spacing.

Previous Sandgate Parish Council Environment Committee Agenda and Minutes. We publish agendas a few days before a meeting. We then post draft minutes in the week after a meeting.

Most of our meetings will be broadcast live on our Facebook page. Recordings of the meetings will be left on Facebook for a few months after the meeting so they can be watched back later. Comments left on Facebook broadcasts during the meeting are not be monitored and are not a way of feeding back to the Council.

Minimum Notice

We issue agendas 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, Environment

Sandgate Community Garden: Update 2 July 2023

Sandgate Community Garden Team Diary Entry for 22nd July: the birds are obviously finding the tayberries irresistible.

How can it be possible that it is July already?  The rainfall for all of June was a mere 24.3 mm; a paltry amount, but welcome all the same.  It meant a little respite from spending so much time having to water for the Saturday session at least.  It is surprising how much more we can get done when watering is off the agenda, although we still have to check that the pots are not too dry.  This coming week looks to be cooler with a possible chance of a little more rain if we are lucky.  Sandgate is up to its usual trick of dodging the rain when the rest of the country is treated to a deluge.

The broad beans are now finished, so all had to be cut back and chopped into smaller pieces before going into one of our composting bays.  The creation of some space has meant we have been able to plant out some purple sprouting plants as well as two types of winter kale.  It seems hard to believe we are sowing and planting for the winter and spring to come.  We have more purple sprouting plants on the way which were pricked out into larger pots; they will be planted out in a couple of weeks.  The cabbage white butterflies can be seen dancing around the brassicas, and so starts the summer long battle with their caterpillars, which if we lose, will be the end of the plants. 

We sowed more trays of spring onions, some radicchio, and a few varieties of lettuce.  This time of the year it is often difficult to grow a decent batch of lettuces as they do not like the heat, so results are often a bit of a disappointment. 

Some of the potato leaves are starting to turn yellow, an indication that the potatoes are ready to harvest.  We have been watering them for the past couple of weeks to help the roots to swell into a decent crop.  We pulled up a few of them, and were pleasantly surprised that they are of a fair size considering how dry it has been.  We also decided to pull a few of the beetroots although they are still quite small, as we know it is only a matter of time before the badgers realize they are there and plunder the crop.  We had a few random beetroot plants dotted about the plot un-netted, which have already been found and eaten.  The tell-tale sign being the leaves and very top of the beetroot are left on the ground.   Talking of wildlife enjoying the fruits of our labours, the birds are obviously finding the tayberries irresistible and in spite of being netted with a fine close knit mesh, the birds have pecked holes into it to extract the fruits!

We are still experimenting with our compost making technique, and have spent some time organising the materials needed and mixing them together in some quantity.  Fortunately, with our association with Pent Farm, we have been able to access cow manure from the cow sheds where the cows were overwintered.  They were turned out into the fields a few weeks ago, and as they are a beef herd and not dairy cows, then the manure is good for our compost making.  The manure was also most useful when filling the second large planter at Folkestone West station this week.  The base was first filled with some cut logs and sheep wool, followed by several bags of the manure and topped with a good layer of compost.  The tomatoes, courgettes, squashes, cucumbers and beans should enjoy getting their roots right down into all that.  The first planter completed just over a week before has already started to flourish and is growing well.  Luckily there are a few volunteers living in a nearby street, happy to water them.

What’s next?

  • Weed around the inside of the hedge line
  • Turn out the two new compost rings
  • Collect more manure
  • Are there more seedlings around the plot to be potted up?

This weeks update from the Sandgate Community Garden Diary.

Posted by Tim Prater in Sandgate Community Garden
Parish Council Meeting Minutes 26-06-2023

Parish Council Meeting Minutes 26-06-2023

The minutes of Sandgate’s Parish Council meeting, held on 26th June 2023, in Sandgate Library.

Minutes-council-meeting-26-06-23-1

Previous Sandgate Parish Council Meeting Agendas and Minutes. We publish agendas a few days before a meeting. We then post draft minutes in the week after a meeting.

Most of our meetings are also broadcast live on our Facebook page. Those recordings are left on Facebook for a few months after the meeting so can be watched back later.

We broadcast our meetings live on our Facebook page (although we’re sorry: this one was not). 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 Council, Minutes

Sandgate Parish Council Annual Return 2022-23

Sandgate Parish Council is defined as a “smaller authority” for the purposes of publication of its annual accounts and statements.

The Local Audit and Accountability Act 2014 and the Accounts and Audit Regulations 2015 require that:

1. The accounting records for the financial year to which the audit relates and all books, deeds, contracts, bills, vouchers, receipts and other documents relating to those records must be made available for inspection by any person interested, during a period of 30 working days set by the smaller authority and including the first 10 working days of July.

2. The period referred to in paragraph (1) starts with the day on which the period for the exercise of public rights is treated as having been commenced i.e. the day following the day on which all of the obligations in paragraph (3) below have been fulfilled.

3. The responsible financial officer for a relevant authority must, on behalf of that authority, publish (which must include publication on the authority’s website):

(a) the Accounting Statements (i.e. Section 2 of the Annual Return), accompanied by:

(i) a declaration, signed by that officer to the effect that the status of the Accounting Statements are unaudited and that the Accounting Statements as published may be subject to change;

(ii) the Annual Governance Statement (i.e. Section 1 of the Annual Return); and

(b) a statement that sets out—

(i) the period for the exercise of public rights;

(ii) details of the manner in which notice should be given of an intention to inspect the accounting records and other documents;

(iii) the name and address of the local auditor;

(iv) the provisions contained in section 26 (inspection of documents etc.) and section 27 (right to make objections at audit) of the Act, as they have effect in relation to the authority in question.

All the required accounting statements, declarations, annual governance statement and additional statements are available in this 2023 Full Annual Return of Sandgate Parish Council. The declared period for the exercise of Public Rights is 27 June – 7 August 2023.

AGAR-for-noticeboard

Scanned pdf documents do not comply with the Accessibility Regulations but the above documents can be provided in an alternative format or on alternative media, on request.

There is a National Audit Office guide Local Authority Accounts: A guide to your rights.

Posted by Tim Prater in Council, News, Resources
Finance Committee Minutes 19-06-2023

Finance Committee Minutes 19-06-2023

The minutes of Sandgate’s Parish Council Resources Committee meeting, held on 19th June 2023, in Sandgate Library.

Finance-Minutes-19th-June-2023-27-6-3-1

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