Town Council Staff

The Town Council has three members of staff who work in the office, one full time Town Clerk/Responsible Financial Officer and two part time staff, a Receptionist/Finance Officer and an Administration Officer.  This is a tight knit team who deliver lots of projects/initiatives and support events in the community.

Town Clerk/RFO

Nabila Yakub

Role of the Town Clerk & Responsible Financial Officer

The Town Clerk’s role is to carry out the decisions of the Town Council and to ensure the business of the council is conducted in accordance with the laws and legislation (often referred to as proper officer – the council must appoint a person under the Local Government Act 1972) that govern Local Councils.  The clerk has support responsibilities which include:-

• To be responsible to ensure that statutory and other provisions governing and affecting the function of the Town Council are observed 
• To ensure that management of governance risks are undertaken and met; for example, health and safety, financial and operational 
• To draft agendas and produce minutes of meetings for approval by councillors

• The management of other staff, this includes supervising workloads, annual appraisals, organising training, administering annual leave & overtime, salaries and absence 
• Implementing the recruitment process for newly agreed roles or replacement for vacant positions

• Updating the council website
• The main point of contact for the council with the public, other local authorities eg District Council and local groups eg Resident’s Association
• Dealing with requests for information under the Freedom of Information Act 2000 and the Data Protection Act 2018
• Actions from committees for the council are undertaken
• Ensures that statutory core documents are reviewed at least annually for example Standing Orders and Terms of Reference for Committees
• Prepare draft policies and ensures that all policies are reviewed on a regular basis
• To ensure that day to day enquiries about the council from the residents are dealt with either face-to-face, by email or on the telephone
• To facilitate community engagement and encourage collaborative working in the community groups
• To prepare draft press releases, negotiate cost savings on behalf of Council, seek funding opportunities and facilitate Town Council events 
• To coordinate projects and initiatives to the full resolution and liaise with local community groups to nurture relationships whilst promoting the Town Council and our services
• To manage the Town Council facilities and assets and maintain proactive communication channels with the community 
• To attend external meetings to represent the Town Council when required
• To research/provide information in the form of reports and advice for any council decisions

The responsible financial officer’s role is to conduct and be responsible for the administration of the council finances (the council must appoint a person for this role under the Local Government Act 1972, s151).  The responsible financial officer has certain responsibilities which include:-

• Payments for services and goods procured by the council
• Payment of salaries for staff employed by the council
• Payment of all salary associated payments for example tax, national insurance and pensions
• Internal control of the accounts and risk assessments
• Preparation of the council’s budgets
• Liaises with the council internal and external auditors
• Ensures there is transparency for financial decisions and expenditure
• Review the Financial Regulations at least annually to ensure all relevant legislation is adhered to
• Maintain separate accounts for any s137 expenditure (only used when there is no specific power available)

The clerk has certain statutory duties which include:-

• To sign and serve on councillors a summons with an agenda to attend council and committee meetings (Local Government Act 1972, s12)
• To receive and retain documents or notices (Local Government Act 1972, s225)

The council has accounting and audit regulations that govern their procedures and result in statutory duties for the responsible financial officer which are:-

• Preparing the annual accounts for audit in accordance with proper practices (Accounts and Audit Regulations 2011, regulation 12)
• Signing the annual accounts of the council (the Annual Governance and Accountability Return) (Accounts and Audit Regulations 2011 and Practitioners Guide)

Cleansing Operations Team and Maintenance/Groundsperson – Westgate on Sea Town Council

The Town Council has three part-time permanent Cleansing Operatives who provide a top up service for street sweeping, litter picking, leaf clearance, gritting and ice clearing when required.  They work five days a week and normally support the events taking place in the town by stewarding and waste collections.  The Town Council has installed additional bins, and these are emptied three times a week at peak times.  We have worked in collaboration with Thanet District Council and Kent County Council to improve the environment.

Where possible the works undertaken are recorded by taking photographs before and after, it is so appreciated when the Community give feedback, whatever the comments, all are welcome. In addition we have a part-time Maintenance/Groundsperson.

If you have any questions in relation to the Operations Team and the service please contact the office on 01843 836182 or email [email protected]