RYE TOWN COUNCIL
MINUTES PR06
Minutes of a Meeting of the Policy, Resources & General Purposes
Committee, held at the Town Hall, Rye, on
Monday 8 April 2013
PRESENT
Councillors
Lord Ampthill, Granville Bantick, Gemma Blumire,
Jonathan Breeds, Mike Eve (Committee Chairman), Bernardine
Fiddimore (Deputy Mayor), Sonia Holmes, Jo Kirkham, Shaun Rogers
(Mayor)
Richard Farhall - Town Clerk; Peter Cosstick – Heritage Centre
Manager [part]; 5 members of the public
_________________________________________________________________________
IN ATTENDANCE
The meeting commenced at 6.45pm.
69
APOLOGIES
Apologies for absence – and the reasons (lodged with the Clerk) - were accepted
from Cllrs John Breeds, Ian Potter (Committee Vice Chairman) and Sam Souster.
70
CODE OF CONDUCT
a) Declarations of interest
The interests following were disclosed:
Cllr Jonathan Breeds personal
item 81
Father provided the map artwork
a) Requests for dispensation
Member
Jonathan
Breeds
71
Item
81
Interest
Father drew
the map
Time period
8.4.13
Speak?
Yes
Vote?
No
Reason
Involved in the
tourism industry
and aware of the
popularity of the
‘free Rye map’
Decision
Speaking yes
MINUTES
RESOLVED To adopt the Minutes of the meeting held on 4 February 2013
(PR05) as an accurate record of the proceedings.
72
MATTERS ARISING
Page 1
78 Work Programme – arranging another priority setting session Outstanding.
82 Town Hall maintenance (seeking structural survey quotations) One obtained thus
far.
17(b) Flag flying – Landgate Tower (providing RDC with two appropriate flags to fly
during the main visitor season) RDC has advised that one of the two poles is not safe
enough to continue to use. Confirmation that RDC is prepared to fly a RTC- supplied
flag from the other pole is awaited.
8 April 2013 (PR06)
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Page 2
34 Thwarting gulls (ascertaining the cost of a suitable bag to protect plastic sacks –
and asking RDC if it would consider introducing a scheme similar to Thanet DC’s)
Outstanding.
53 Public Conveniences (establishing a working group) This had yet to meet.
55 Spirit of Rye Millennium Wall (advising SGN that RTC would accept ownership if
SGN arranged for it to be capped) Actioned – see main agenda item 77.
Page 3
68 Reproduction Rights Request RTC would receive a credit but not a copy because
the book would be published electronically.
73
FINANCE
73.1
Town Hall
a)
Schedules of Authorised Payments and Statements of Income
RESOLVED That the Schedule of Authorised Payments and
Statement of Income for January-February 2013 be received and
adopted.
b)
73.2
Budget Monitor
RESOLVED That the Statement of actual income and expenditure
to 28 February 2013, against that budgeted, be received and noted.
Heritage Centre
a)
Progress report
The report of the Heritage Centre Manager, Peter Cosstick (PC)
included:
 (Subject to end of year accounting adjustments) Forecast total
revenue to 31 March 2013 is down 7%.
 It has been a difficult trading year for the HC and other
businesses in the town.
 Because staff costs had been reduced during the year (to
address the trading downturn) it was likely that the HC would
report a net profit of c£10,000 – generating £5,000 for RTC.
 Groups had begun to return and the recent few days of fine
weather had been helpful.
 The HC had excellent reviews on Trip Advisor – and was ranked
third amongst Rye attractions (with St Mary’s taking the top
spot)
 The decision to close mid-Nov to 31 January (except for w/e’s
and Christmas-New Year) looked like the right one – it does not
make sense to open when operating expenses exceed trading
receipts.
 The HC would continue to operate flexible hours in order, for
example, to accommodate group Model bookings outside of
normal opening hours.
6.55
Cllr Blumire arrived.
The Chairman reported that UK coach tours were up c10% and
represented a growing market.
8 April 2013 (PR06)
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PC advised that foreign students are the HC’s target customer
group – they generally spend well after viewing the Model and lead
to repeat business. However, they are often in Rye for a short time
only (90 mins) whilst they stop off on their way to host families in
Eastbourne or Brighton. He added that the relatively high cost of
coach parking in Rye (£14 for 2 hours) discourages coach drivers.
b)
Payments and Income
RESOLVED That the Income by Customer Summary and
Expenses by Supplier Summary for January-February 2013 be
received and noted.
c)
Budget Monitor
RESOLVED That the Statement of actual income and expenditure
28 February 2013, against that budgeted, be received and noted.
73.3
Account Balances
RESOLVED That the Statement of Account Balances as at 28 February
2013 be received and noted.
73.4
Earmarked Reserves
RESOLVED That the Statement of Earmarked Reserves as at 28 February
2013 be received and noted.
73.5
Grant Applications
Members were invited to consider the applications following:
(a) Hastings & Rother Mediation Service
Request: £1,000 towards the Neighbourhood Mediation project.
Comments included: previous unsatisfactory experience of using the
service; relatively high proportion of the total expenditure (£148,000) in
2011-12 was spent on salaries (£116,000); Sussex Police, AmicusHorizon
(and other RSLs) are more appropriate grant funders.
RECOMMENDATION Not to award a grant.
(b) Rother Responders
Request: £1,400 per volunteer (currently 3) towards the purchase of an
emergency kit containing a defibrillator.
Comments included: as its budget reduces, the Ambulance Service is likely
to encourage further voluntary provision; there is a defibrillator located
permanently in Battle High Street (an access code is obtained after ringing
999); if the Ambulance Service is aware that a defibrillator has been
accessed it is likely that an ambulance will not arrive as quickly; medical
treatment within the first few minutes of a stroke or heart attack is
considered essential; the Responder volunteers are trained to a high
standard; the Ambulance Service has provided 5 defibrillators for Rye and
surrounding villages – insufficient if Rye is to have access to 3; The League
of Friends will be funding 2 defibrillators; the Ambulance Service struggles
to cope in the snow; Responder volunteers have fitness and CRB checks.
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RECOMMENDATION That RTC awards the sum of £4,200 to fund 3
kits – each containing a defibrillator.
Statutory power: Localism Act 2011, s1(1)
(c) Rye Maritime Festival
Request: £500 towards the 2013 Festival.
It was agreed generally that the Festival should be self-financing by now –
and that it should be possible to increase the revenue derived from bar and
food sales.
RECOMMENDATION Not to award a grant.
74
WORK PROGRAMME
The Clerk advised that the new external auditor, Littlejohn had set an earlier audit date
than anticipated – meaning that the Annual Return would need to be ready for the
start of the public inspection period on 10 May (instead of 25 June). Given councils’
workload at this time of the year, the Clerk considered that the timescale could not be
achieved. SALC would be meeting with Littlejohn to discuss councils’ concerns.
RESOLVED To receive and consider a summary of the status of key
tasks/projects as at 2 April 2013.
75
ANNUAL TOWN MEETING (13 MARCH 2013)
Members were invited to review the venue, format and arrangements – and
considered the comments made on the feedback forms made available at the
meeting. The Clerk advised that most of the parishioners who had mentioned the lack
of refreshments had done so because an old version of the form had been used – and
this sought views on the refreshments provided.
Those Members who were present at the meeting observed few parishioners from the
New Road/Kings Avenue area.
The main concern was the temperature (even though the heating had been turned on
earlier in the day).
A number of Members suggested selling glasses of wine at the next meeting –
although it was noted that a TEN might be required.
The Clerk advised that, at next week’s Council meeting, Members would be asked to
consider changing the date of the 2014 ATM in order to avoid clashing (for the third
year running) with the Rye & District Bonfire Society AGM.
RESOLVED To ask the ATM WG to consider further arrangements for the
2014 ATM.
Clerk
76
YPRES TOWER - LAND ADJACENT
The Clerk reminded Members that, from October 2012, RDC had ceased to maintain
the (unregistered) grassed area adjacent to the Tower. RTC had made provision
within its 2013-14 Budget for the purchase on grass cutting equipment; however, the
Clerk had concerns about finding sufficient space to store the items – as well as any
grass cuttings being considered commercial (and controlled) waste.
Cllr Kirkham advised that the Museum had twice approached RDC, offering to
maintain the grassed areas, in return for RDC transferring the land to the Museum.
Cllr Ampthill offered to help facilitate a response.
The Clerk observed the that grassed areas adjoin a public highway.
8 April 2013 (PR06)
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It was noted that a number of Members offered their services personally in respect of
maintaining the grassed area.
RESOLVED To agree that the preferred outcome was for the Museum to
take on the maintenance of the grassed areas.
77
MILLENNIUM WALL
RECOMMENDATION To note that Southern Gas Networks has agreed to
refurbish the wall (including adding a concrete cap) subject to its
ownership and future maintenance transferring to the Town Council –
and to authorise the Clerk to instruct the Council’s solicitors, as and
when necessary.
78
ACCESSIBILITY
Cllr Foster had asked the Committee to consider access to the Town Hall by those
with mobility difficulties. She had suggested that, as a minimum, RTC should consider
installing a suitable handrail on the Buttermarket steps – and to replace the handrope
on the main stairway with a solid handrail.
The Clerk advised that an access audit of the Town Hall had been undertaken in 2004.
It had identified numerous access issues but few practical solutions.
Cllr Kirkham confirmed that there is little structural strength either side of the stairway
(with partitions on both sides of the first flight of stairs). The provision of a lift and (two)
stair lifts had been considered impracticable. However, she recalled the RTC had
commissioned (prior to 2000) a scheme to ‘glaze in’ the Buttermarket and to create
usable (more accessible) space.
79
RESOLVED To seek advice when obtaining further Town Hall structural
survey estimates – and to explore further the provision of hand rails.
Clerk
ADVERSE WEATHER RESPONSE
It was noted that AmicusHorizon does not always keep its grit bins filled with salt – or
keep them properly secured.
RECOMMENDATION To invite AmicusHorizon to transfer the ownership –
and responsibility for maintenance – of its 3 (green, lockable) grit bins,
located on Tilling Green Estate.
80
EXCLUSION OF THE PUBLIC AND PRESS
RESOLVED in accordance with the Public Bodies (Admissions to Meetings) Act
1960 (1)(2) to exclude the public and press from item 81 because it has the
potential to form the basis of a legal action.
81
RYE TOWN TRAIL MAP
Members were invited to compare the Rye Town Trail Map published this year by
Domain Support Ltd with the map produced by Joy Harland on behalf of the Town
Council in 1979 – and to agree a course of action.
The Clerk advised that there were two considerations – does the RTT map breach
RTC’s copyright? and was the use of a device resembling the Confederation coat of
arms acceptable? The sale of the RTT map had the potential to affect adversely sales
of RTC’s map.
It was noted that Cllr Potter had suggested that: the maps serve different purposes (ie
one is functional – the other, decorative); there is no copyright breach because the
8 April 2013 (PR06)
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RTT map is not ‘substantially similar’ to the RTC map. He had further identified 42
dissimilarities.
Members noted also the artist’s statement that he had drawn the RTT map ‘entirely
freehand’. He had referred to a poor b&w copy of the RTC map at an early stage;
however, his main reference source had been Google Earth. On the matter of the
Confederation coat of arms, he had set the demi-lions and demi-ships device on a
different background to that used typically by the Confederation – and had coloured
the demi-ships silver (as is the practice in Rye) rather than gold.
The Clerk explained the protocol for the use of the Confederation coat of arms:
Member towns may use it freely; non-profit bodies in Member towns may use it with
the Confederation’s formal approval – and permission is never granted to commercial
organisations.
Comments included: the RTT and RTC maps are clearly intended for different
purposes; maps, by their very nature, are likely to have similarities.
Cllr Jonathan Breeds reported that Cllr Potter had expressed the opinion that RTC’s
map was, in fact, similar to the ‘Winter’ map of 1939. He reported also that Cllr John
Breeds had visited the HC that morning but had been unable to find RTC’s map
displayed (for sale).
RESOLVED 1 To accept that the two maps are intended for different
purposes.
RESOLVED 2 To refer the use of the device similar to the Confederation’s
coat of arms to the Confederation’s Registrar.
Clerk
The meeting ended at 7.50pm.
Date ................................
8 April 2013 (PR06)
Chairman .........................................................
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