The agenda of Sandgate’s Parish Council Finance Committee meeting. We will hold the meeting on 24th July 2023 at 6:30pm. It will be held in Sandgate Library.
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.
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.
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.
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.
Sandgate Community Garden Team Diary Entry for 16th July: Keeping your bananas well away from the beehives.
Just as our newsletter went out last Sunday bemoaning the fact the rain was passing us by yet again, it started to pour down. We have had several substantial showers since. This weekend the winds have arrived with a vengeance.
Apart from the interesting weather, the main feature of the week has been insects, from the good, the bad, and the (not so) ugly. For a few weeks now there has been a plethora of ladybirds – always a delight to see, but they seem to be in particularly high numbers at the moment and appearing in all of the gardens.
We are always interested in identifying what we find locally, and a friend posted a photograph of a delicate looking moth which had caught her eye. Unfortunately it happened that the moth was the box tree or box hedge moth. An invasive species from East Asia accidentally introduced to Central Europe a few years ago, it devastates box trees, and many box tree plants in Sandgate have indeed been lost or affected by this particular creature this year.
Whilst clearing some weeds at Fremantle Park it was interesting to find several caterpillars of the Cinnabar moth. Looking like it is wearing a brightly coloured yellow/orange and black striped rugby shirt, it is very easy to find although birds know that it is poisonous. The Cinnabar moth is not rare in the UK, but the adults and caterpillars certainly give a great splash of colour.
Whilst working at Enbrook Park in the garden this Saturday we were joined by our beekeeper, checking on the main hive to see if the queen was in evidence. The good news is that she certainly was at home, and the hive has increased greatly in numbers. Unfortunately they took umbrage at being disturbed (quite understandably) and decided to go for the gardeners by buzzing around their heads to warn them away from the area. When bees are stuck in your hair and sounding mighty angry it can be a challenge to remain calm, and a certain amount of squealing and running about did not seem to help the situation. Added to which, once you are stung by a bee, it releases an odour called an alarm pheromone to alert other bees to the danger. This alarm pheromone apparently smells like bananas and attracts other bees to come to the defence of the hive. Lessons learnt:
Do not open a hive on a gardening day.
Do not eat bananas near a beehive.
If stung, the pheromone stays on your clothing which should then be washed before wearing them again!
This week, Alistair, our composting champion, has been working at Pent Farm for Touchbase Care to sort out the unruly composting heaps. He has certainly made a terrific difference, by recycling and rethinking the area. On his return to the farm to check on how the compost was ‘cooking’, he took off the cover to find a rather large and splendid grass snake taking up residence. The cover was quickly replaced and the snake left, in the hope that it may decide to stay for the rest of the season with any luck. We shall certainly not be disturbing it.
In spite of all our encounters with wildlife we did manage to get some broccoli planted as well as spring onions; lettuces and chicories were sown and rampaging weeds removed.
What’s next?
With luck the purple sprouting can be planted
Check on the courgettes
Weed the leek bed
Remove the bolted lettuces
The box tree mothA blurry picture of the Cinnabar moth caterpillarA surprised grass snake
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.
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.
The agenda for the Sandgate Parish Council Sea Festival Committee meeting, to held on 17th July 2023 at 7pm (or the fall of the preceding Planning Committee, whichever is LATER).
The Sea Festival 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.
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.
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.
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.
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.
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
New composting baysThe Johnson Su compostersChecking the temperature – holes allow heat to escape
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.
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.
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