1994__A MEETING of the FINANCE AND GENERAL PURPOSES

							                                                                                                    94
     LYDD TOWN COUNCIL

     Minutes of a meeting of the COMMUNICATIONS COMMITTEE
     held at the Guild Hall, Lydd
     on Wednesday 18th June 2008 at 7.00. p.m.

     Present: The Town Mayor, Cllr. Ms. V. Dawson, the Deputy Town Mayor, Cllr. Mrs. M. Masters,
     and Councillors D. G. Kersey, Ms. R. G. Saunders & Mrs. J. Shepherd.

     Town Clerk – John Rich

     Absent: Cllr. M. C. Reynolds and apologies for absence were received from Revd. A. J. Davis
     and Mrs. P. A. Davis due to a prior commitment.

427 APPOINTMENT OF CHAIRMAN
    Cllr. Kersey was proposed as Chairman for this municipal year by Cllr. Mrs. Masters,
    seconded by Cllr. Ms. Saunders and agreed unanimously.

428 DECLARATIONS OF INTEREST
    Members agreed to declare any interests as each item was considered.

429 TERMS OF REFERENCE
    It was agreed to recommend to the Council the amended terms of reference that are
    attached as Appendix A.

430 MINUTES
    Minutes of the meeting of the Communications & Media Sub-Committee on 13th February
    were agreed and signed.

431 BUDGET 2008-9
    The committee noted an abstract from the Council’s budget showing those items for which it is
    responsible.

432 PUBLICATION OF MINUTES
    Following concerns expressed by members of the public about the availability of
    minutes of committees on the website and at the library, it was agreed to
    recommend to the Council that the minutes of all meetings, including committees,
    should be published on the website when they have been agreed as a correct
    record and also that a copy of all agreed minutes should be kept accessible to the
    public at the front desk of the Guild Hall.

433 NEWSLETTER
    Plans for the production of a parish newsletter were agreed as follows:
        publication dates revised to June and November
        Councillors to be asked what contact information they wish to have published
        church photocopier to be used for printing at the rate offered by Revd. Hardy,
           which should result in a cost estimated to be £80 to be met from the budget
           provision for advertisements/publicity
        paper to be purchased from the stationery budget
        Councillors to be invited to volunteer to collate the newsletter
        distribution to by Councillors through local outlets, shops, lifeboat station, library,
           post offices etc.
        a meeting of the committee to be held at 6 p.m. on Monday 7 July to approve
                                                                          th

           final copy.



     Communications Committee, 18th June 2008
                                                                                               95
434 I.T. MAINTENANCE
    The committee considered recent I.T. difficulties and the need for appropriate
    support. It was agreed to recommend that the Council authorises the Town Clerk
    to enter into the maintenance contract offered by TCS Network Services Ltd. of
    Greatstone and also authorised the immediate supply of a replacement router with
    wireless facility, with costs to be met from the I.T. and office equipment budgets.

435 NOTICEBOARDS
    The refurbishment and replacement of noticeboards at Lydd on Sea and Dungeness was
    noted, with thanks recorded to Mr. Hughes for his work in saving the Council a
    considerable sum.
    In considering the Greatstone noticeboard, Cllrs. Ms Saunders and Masters declared
    interests as members of the Residents Association, which owns the noticeboard and
    shares the use and costs with the Town Council.
    It was agreed to ask the Council to agree to pay the Residents Association half of
    the gross cost of purchasing and installing a replacement noticeboard, to be met
    from the budget provision for noticeboards and advertisements/publicity.

436 OFFICE EQUIPMENT
    It was agreed to authorise the purchase of an office shredder, fax/answering machine and
    label machine if considered appropriate by the new Town Clerk and within the budget for
    office equipment.

     The following matters were considered under Any Other Business

437 CINQUE PORTS PUBLICITY LEAFLET
    The committee considered a request from the Registrar for the Cinque Ports to
    reconsider the earlier decision not to contribute towards the cost of new leaflets in
    view of the full marketing campaign now proposed. Taking into account the fact that it
    appears that Lydd is one of only two member towns that have not agreed to contribute,
    it was agreed to recommend to the Council that it should reconsider this position and
    also to ask the Council to nominate a representative to attend the Confederation’s
                                     th
    Promotion Working Group on 10 July at Hythe.




                                                Chairman




     Communications Committee, 18th June 2008
                                                                                                  96

        Appendix A to the minutes of the Communications Committee on 18th June 2008



                  COMMUNICATIONS COMMITTEE - TERMS OF REFERENCE

REPORTING TO: Town Council

PURPOSE OF COMMITTEE:
1. To advise and make recommendations to the Town Council on any matters related to the
   Council’s communications, including the website, I.T. & copying, parish newsletter, official
   notices, noticeboards, town guides, tourism publicity, press relations and hearing issues in
   the Guild Hall.
2. To recommend to the Town Council appropriate budget provisions for the current and
   coming financial years for items within the committee’s remit.
3. To exercise the powers delegated to the committee on behalf of the Town Council as set
   out below.
4. To approve or comment upon actions taken and reported by the Town Clerk on
   communications matters.

DELEGATED AUTHORITY:

1. FOR DECISIONS ON BEHALF OF THE COUNCIL: concerning:-
 the content and editorial policy of all Council publications
 the timing, frequency, production and delivery methods of all Council publications
 the equipment, hardware and software of the Council’s offices
 the security, back up & recovery procedures and risk assessments for the Council’s data;
except:-
 where there are financial implications beyond the agreed revenue budget
 where there are staffing implications, which should be dealt with by the Staffing Committee

2. TO INCUR EXPENDITURE ON BEHALF OF THE COUNCIL: on items of a routine and
   repetitive nature where already provided within the agreed revenue budget and excluding
   any items incurring capital expenditure and in accordance with Financial Regulations

MEETINGS: Scheduled quarterly meetings at the Guild Hall

MEMBERSHIP: Maximum of 15 Councillors to be appointed for each municipal year including
the Town Mayor & Deputy Town Mayor ex officio

QUORUM: Half of the appointed membership

EXTERNAL ATTENDEES: Specialists to advise on technical issues when required.

PUBLIC PARTICIPATION: Meetings normally open to the public with questions from the
public included in the agenda by prior arrangement

WORKING PARTIES: May be set up for specific time-limited tasks as required

TERMS OF REFERENCE AGREED BY: Communications Committee on 18th June 2008
(to be reviewed annually)




Communications Committee, 18th June 2008