Resources Committee Agenda 10-01-2023

Resources Committee Agenda 10-01-2023

The agenda of Sandgate’s Parish Council Resources Committee meeting. We will hold the meeting on 10th December 2023 at 6:30pm. It will be held in Sandgate Library.

Resources Committee Agenda

Resources-Agenda-10-01-23

Draft 2023/24 budget

Budget-2023-24-finaldraft

The budget seeks a 1.94% increase in the precept to £98,700 based on the Sandgate Tax base figure of 2,203.12 for 2023/2024. 1.94% is a rise of Band D equivalent Precept from £43.95 to £44.80 – a rise of 85p a year, around 1.7p per week. With that precept income and the draft budget, there is a predicted surplus of £23.93 which is recommended to be added to the General Reserves.

Proposal. That the draft budget as circulated, and proposed precept figure of £98,700 (based on a 1.94% increase in Band D equivalent Council Tax), for 2023/24 is approved to be recommended for acceptance by the Parish Council when it meets on Tuesday 17th January.

Our Resources 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 in April, therefore April 2022.

Previous Sandgate Parish Council Resources 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
Planning Committee Minutes 05-12-2022

Planning Committee Minutes 05-12-2022

The minutes of Sandgate’s Parish Council Planning meeting, held on 5th December 2022, in Sandgate Library.

Planning-Minutes-05-12-2022

You can find previous Sandgate Parish Planning 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
Happy Christmas

Happy Christmas

As we approach Christmas, I just wanted to wish you all the best for a Happy Christmas and the New Year.

Despite the obvious and ongoing challenges, we will have seen Sandgate Library completely refurbished this year. The works have been funded from external grants, and made it much more welcoming and accessible to all (indeed, it’s a “Warm Welcome Space” https://www.warmwelcome.uk/ so good we’re even on the map twice!).

We’ve celebrated the Jubilee, planted two new orchards that will develop and grow over coming years, enjoyed a great Sea Festival, commemorated the death of the Queen and remembered her service to our country.

Sandgate has retained our Seaside Award status, and welcomed Ukrainian refugees in venues across the village.

It’s also great to see other organisations in the village thriving. The Chichester Hall continues to invest in refurbishment and renewal. The Sandgate Society and Sandgate Heritage Trust merger is almost complete. St Pauls Church celebrated its 200th anniversary with a huge range of events. The Sandgate Community Garden work on a seemingly ever increasing number of projects. And 2nd Sandgate Scouts are growing and doing well, with their HQ on The Undercliffe looking better than for years.

Thank you to everyone involved in any way locally with making Sandgate what it is.

It’s been a privilege to work with you, and to have chaired the Parish since 2020. I hope you get a great break – wherever you are – and look forward to seeing you around the village over the holiday or in 2023.

Happy Christmas.

Tim

Tim Prater
Chairman, Sandgate Parish Council

Posted by Tim Prater in News

Beginner Computer Skills Training

Do you, or a friend or family member, need some help online?

Sometimes its hard to get the most basic starting point – I’ve got a tablet, but how do I use it to send email, or do banking?

In conjunction with Saga, Sandgate Parish Council are offering free basic computer skills and troubleshooting for the computer novice.

The 1 hour courses are taking place in Sandgate Library, and are there to answer questions – no matter how basic – about getting and staying online.

  • 12th January 2023: 2pm – 3pm
  • 26th January 2023: 2pm – 3pm

Sandgate Library, James Morris Court, Sandgate High Street, Sandgate CT20 3RR

Booking not essential, but preferred – please let the Parish Clerk know you are coming if possible,

Posted by Tim Prater in News
Electoral Commission Guide on Voter ID for 2023 English Local Elections

Electoral Commission Guide on Voter ID for 2023 English Local Elections

The UK Government has introduced a requirement for voters to show photo ID when voting at a polling station at some elections. This new requirement will apply for the first time in England at the local elections on Thursday 4 May 2023.

We know that some groups are more likely to experience barriers in preparing for this change and may need support to access photo ID. Anyone who does not have an existing form of accepted photo ID will be able to apply for a free voter ID document, which is known as a Voter Authority Certificate.

This guide is for staff and volunteers working at local authorities and charities in England who want to support those they work with to understand the change. It includes information on:

  • Registering to vote
  • Which forms of photo ID will be accepted
  • Applying for a Voter Authority Certificate
  • What voters can expect at the polling station
  • Other ways to vote
Voter-ID-Resource_Staff-Guide-Web_May-23_Group-1

Visit electoralcommission.org.uk/voterID or call 0800 328 0280 for more information.

Posted by Tim Prater in News

Sandgate Community Garden: Update 18 December 2022

Sandgate Community Garden Team Diary Entry for 18th December: A Merry Christmas and a Happy New Year from us all at the Sandgate Community Gardens.

Most of the week the theme has been freezing cold frost and ice, and on Saturday the thaw began, and we will be back to warmer, wetter and windier weather.  It certainly does not look like it will be a white Christmas in Sandgate, more like a soggy dull one. 

It seemed like a good idea to keep warm at the garden, and so we tackled the very full and ready to be used compost in bin number three which had been topped way back in the summer with a generous amount of cow manure collected from a local farm.  By now the manure was looking good enough to eat and very reminiscent of the Christmas cake mix or even the mince pie filling.  It was only the worms in there bringing us back to reality as we barrowed it to the rhubarb patch and the hops by the wall. 

The timing for the thaw was perfect, as the aim for our meeting on Saturday morning was to consume mince pies and swig mulled wine, all in the company of our lovely gardeners and catch up with who is doing what and where over the festive period.  We have been saving the pulling of the leeks and parsnips up to this point as it seems to have turned into a tradition in our short time of being a community group, to save some for the Christmas dinner.  We knew the leeks were not much more than spring onion sized, as it could be easily seen; however the parsnips were going to be a surprise as of course, the bit we are interested in is out of sight.  We are assuming the lack of growth has been due to the dry summer and plot, mainly because the very same batch of leek seedlings were planted in two other local areas, and they are MUCH larger.  It has to be said, we are looking at quality and certainly not quantity.  The roots of the parsnips tapered deep down into the soil, presumably looking for that illusive water.  As they emerged you could see the lighter brown of the deeper soil at the end of the root and the black compost at the top.  We were pleased to see so many worms too, as was the garden robin patiently waiting and quietly singing to itself in the hedge until we moved away and it could find those worms too.

It is always a milestone (when you spend time working outdoors), to get to the shortest day of the year, the winter solstice, coming up this week.  After that it lifts the heart to know that the days are getting longer again and the cycle towards the first seed sowing of the New Year will soon be upon us.  One of the photos below shows the very first sighting this week of the spring bulbs pushing their way up through the wood chips at the edge of the path – a tiny hint of the busy spring season to come, so in the meantime we shall enjoy the break over this festive period, and be back in the garden on Wednesday 4th January.  Although the suspicion is that the garden will probably see a few of us taking a break from the feasting madness to find some peace and work to combat the Christmas belly fatigue. 

A Merry Christmas and a Happy New Year from us all at the Sandgate Community Gardens.

What’s next?

  • Believe it or not there are still leaves falling from the trees to be picked up
  • Continue to empty compost bin three
  • Clear most of the long bed near the hedge
  • Keep a close eye on bird damage to the brassicas and net situation

This weeks update from the Sandgate Community Garden Diary.

Posted by Tim Prater in Sandgate Community Garden
PWLB Loan Reserve Report November 2022

PWLB Loan Reserve Report November 2022

Updated PWLB Loan Reserve report for Sandgate Parish Council to November 2022.

Loan Reserve Report

PWLB_tracker_2018_2022-x-3

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
Financial Reports November 2022

Financial Reports November 2022

Updated financial reports for Sandgate Parish Council for November 2022, and the financial year 2022-23 to date.

Payment and Receipts Summary

summary-payments-and-receipts-Nov-22

Receipts in Month

Receipts-Nov-22

Payments in Month

Payments-Nov-22

Reserve Balances

Reserve-balance-Nov-22

Bank Reconciliation

Reconciliation-Nov-22

VAT Summary

VAT-Summary-Dec-22

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
Parish Council Meeting Minutes 05-12-2022

Parish Council Meeting Minutes 05-12-2022

The minutes of Sandgate’s Parish Council meeting, held on 5th December 2022, in Sandgate Library.

Minutes-council-meeting-05-12-22

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 Community Garden: Update 11 December 2022

Sandgate Community Garden Team Diary Entry for 11th December: We’ve got chills – they’re multiplying…

At last the first real hard frost has arrived which still seems to have caught us unawares with a flurry of searching for enough lengths of fleece to cover the broad beans which are the only plants that need it.  Being warmer here than it is inland, we are holding our breath that it stays that way and the beans can survive minus three degrees, but probably not much less than that for a prolonged period.  Such is the gamble that you have to take. 

During the morning the garden is sagging and bowed over with cold, but as the sun begins to warm, the plants unfurl and stand upright once more.  Of course most are used to winter temperatures, and have their own form of antifreeze to prevent them turning to a mush when the frost sets in.  Sadly lacking in antifreeze was the ladybird pictured below, which should have been hibernating already and got caught out.

The first half of the week was milder, and we were able to carry on with business as usual in the community garden, but the end of the week, the colder snap appeared and put a stop to planting anything, and putting down any compost mulches.  Luckily some volunteers from the Napier Barracks came out earlier in the week to bag up more compost from our compost reserves, as well as wood chips, to transport to the alleyway garden off Meadowbrook.  The space was cleared of the summer debris, and mulched with fourteen bags of compost and six bags of wood chips.  We had a few spring bulbs remaining which were planted, along with some primroses.  Once finished, we moved on to the planters outside the shops in the Golden Valley, mulched the last of the planters outside the Beauty Boutique, and planted more of the primroses.  The remaining time, or until it gets too dark to see was spent weeding all around the outside edges of the brick planters, where all the plant debris gets collected and composted at Enbrook park. 

Coming back to the subject of primroses, these we planted this week were given to us through a friend of a friend of a friend.  All donations of any gardening kind are always gratefully received, but it goes to show that it is about who you know in this instance. 

Looking at the forecast, this freezing weather is due to remain with us into this coming week and so it is unsure if we will be able to do very much until there is a thaw.  Christmas is on the horizon, and with it falling at the weekend, and the New Year the weekend after, we will not be meeting from 24th December until January 4th 2023.  We shall be celebrating with our now customary mince pies and mulled wine on Saturday 17th and Wednesday 21st December.  There will be a newsletter next Sunday 18th, with the next instalment not due until 8th January!

What’s next?

  • Finish planting the last of the donated primroses
  • Finish potting up the last of the artichokes
  • Check compost bin three for turning out in the New Year
  • If not frozen, mulch hop area and rhubarb patch

This weeks update from the Sandgate Community Garden Diary.

Posted by Tim Prater in Sandgate Community Garden