Meeting Minutes:

Cllr Layland proposed Cllr Todd to continue as Chairman; Cllr McGregor seconded. Members unanimously

Resolved: Cllr Bob Todd as Chairman of the Town Council.

Received verbally. Cllr Todd would sign the declaration of office in the council office.

Cllr Layland proposed Cllr Baker to continue as Vice-Chair; Cllr Gemmell Smith seconded.

Members voted by a majority and, Resolved: Cllr Angela Baker as Vice-Chairman of the Town Council

Received verbally. Cllr Baker would sign the declaration of office in the council office.

Apologies for absence were received, noted and accepted from Cllrs Compton, Smith and Taylor

Resolved: that the minutes of the Council meeting held on 14 March 2022 be duly signed by the Chairman of the meeting as a true and accurate record of the meeting; pages 9692-9694b.

Resolved: the minutes of the meetings and numbered – 22 March (9697-9702); 4 April (9706- 9708); 25 April (9714-9716) be adopted.

Resolved: the minutes of the meeting and numbered – 21 March (9695-9696a) to be adopted.

Resolved: the minutes of the meeting and numbered – 28 March (9703-9705) to be adopted.

Resolved: the minutes of the meeting and numbered – 11 April (9709-9713) to be adopted.

Moted by Members. There were not questions

Moted by Members. There were not questions

Items 6.1 to 6.5, Members unanimously, Resolved: to continue with the existing number of Committees and the delegated arrangements (as detailed in the Terms of Reference).

Items 6.6 to 6.8, Members unanimously, Resolved: to continue with the existing number of sub-committees and Steering Group and the delegated arrangements (as detailed in the Terms of Reference).

Items 6.9 to 6.15, Members unanimously, Resolved: to continue with the existing Working Groups number itemised 6.9-6.11; to merge the two Parking groups (6.12 and 6.13); and continue with 6.15; and the delegated arrangements (as detailed in the Terms of Reference). Item 6.14, Planting Trees and Wildflowers Group had achieved what it had set out to and therefore no longer required. It was noted that this was now overseen by the Open Spaces Committee.

Items 6.6 to 6.8, Members unanimously, Resolved: to continue with the existing delegated powers and arrangements for the Town Clerk and Officers delegated powers; and the current procurement procedures (as detailed in the Terms of Reference).

Members agreed, there were already sufficient committees.

Members unanimously, Resolved: to continue with and adopt the current Terms of Reference.

Each committee was separately reviewed, with membership mostly staying as before. The committees’ membership was resolved for 8.1-8.5:

Membership was agreed: Cllrs Aldridge, Baker, Compton, Damodaran, Gemmell Smith, Layland, Lloyd, McGregor, Sumner and Todd.

Membership was agreed: Cllrs Aldridge (SW), Baker (SW), Compton (NE), Gemmell Smith (NE), Jennings (NE), Layland (NE), Lloyd (SW), McArthur (SW), McGregor (NE), Read (SW), Sumner (NE), and Todd (NE).

Membership was agreed: Cllrs Aldridge, Baker, Damodaran, Jennings, Layland, Lloyd, McGregor, Read Taylor and Todd.

Membership was agreed: Cllrs Aldridge, Baker, Compton, Damodaran, Gemmell Smith, McArthur, McGregor, and Taylor.

There were no new committees.

Each Working Group was separately reviewed, and the Membership resolved for 9.1-9.7:

Membership was agreed: Cllrs Gemmell Smith, Layland, Lloyd, Smith, Sumner and Todd.

Membership was agreed: Cllrs Baker, Gemmell Smith, Lloyd, McGregor, Taylor and Todd.

Membership was agreed: Cllrs Baker, Jennings, Layland, Lloyd and Todd.

Item 6.12 and 6.13 had agreed to merge the two Parking groups. Membership was agreed: Cllrs Aldridge, Compton, Damodaran, Layland, McGregor and Read

Under 9.4.

Item 6.14 had agreed to disperse this group.

Members noted that Aviation matters are covered under the Planning and Transportation Committee but felt there was some value to maintain this group currently

Membership was agreed: Cllrs Aldridge, Baker, Compton, Lloyd, McArthur and Taylor.

10.1-10.2 Members unanimously, Resolved: to continue with and adopt the current Standing Orders and the Financial Regulations.

Members unanimously, Resolved to continue with arrangements which it carries out on behalf of other organisations and those listed in 11.1-11.5 above.

Members asked if in future, the papers could include a bit more detail on staff time and income received; and cost details for professional services engaged.

Members unanimously, Resolved: to continue with the professional services it engaged and the companies as those listed in 11.6-11.20 above.

The following representatives for external bodies on which the Council has representatives were confirmed as below:

[TBC]

Members unanimously, Resolved: to confirm the Council’s assets with a current fixed asset value of £4,085,958.

Members noted the Council’s insurance was on a three-year agreement with Royal Sun Alliance (RSA), broker was WPS Hallam; the renewal was due July 2022. The full quotation was expected in June but estimated in the region of £12,500. The RFO and Town Clerk would review the quotation; should there be any anomalies this would be presented to Council. It was noted that there had been additions to the policy during the year.

Members unanimously, Resolved: to the continuation of the insurance arrangements and the expenditure of £12,500.

Members unanimously, Resolved: to continue with the subscriptions as per 15.1-15.14 above.

Members unanimously, Resolved: to the direct debit arrangements (provided with meeting papers) and noted there were currently no standing orders. It was also noted payments were reported to Finance Committee meetings.

Members raised concerns of publishing signatories’ names. The Town Clerk said that the Council must approve its signatories and record the resolution, which would include the names appointed. However, she would seek further clarity on this issue for future.

Members unanimously, Resolved: the bank signatories for the Town Council and Charities bank accounts as follows:

ACCOUNTCurrent signatories (min 3 each accounts - 2 signatories required)Barclays Lloyd, A Layland, M McArthur, B Todd, S McGregor, CCLAN Lloyd, A Layland, M McArthur, B Todd, LloydsA/c to be closed - to appoint 2 members

Charity Accounts (Natwest a/cs)B Todd, M McArthur, N Lloyd

Norman Foundation (Investment accounts
- Scottish Widows / CCLA / Natwest)

A Layland, S Mcgregor, M McArthur

Members unanimously, Resolved: to continue with and adopt the current complaints procedure, last formally reviewed and updated December 2021.

Members unanimously, Resolved: to continue with and adopt the current Retention and Disposal Policy, the FOI publication scheme, Information and Data Protection Policy and the Privacy Policy.

Members unanimously, Resolved: to continue with and adopt the Communications Policy.

Members noted and confirmed, for good practice, that it continued to meet the conditions of General Power of Competence as per the eligibility conditions under the Localism Act 2011, chapter 1 S8.

The Internal Auditor’s (Keith Robertson) report for the Annual Governance and Accountability Return (AGAR) 2022 was received and noted. The auditor had given ‘yeses’ for each objective and ‘k’ was not applicable.

The auditor’s full report on the Council’s finances for 1 April 2021 to 31 March 2022 had been published on the Council’s website and were received by Members. Cllr Lloyd said that overall, it was a good report noting that procedures had been improved showing clear progress, and that the finances were now in a better position than previous years. The auditor had picked up on how reserves were reported and had said: It is recommended that all I&E and all Reserves are included when budgeting and reporting (even if the assumption is of zero CIL income and spend). The Council must show that its planning process applies to all finance within its control, as a part of the process for setting the precept, and that the closing balances on reserves are proven to be correct given the budget assumptions. Cllr Lloyd added that information on the reserves and CIL had been reported within budgeting process and in the Balance Sheet but took the comment onboard to ensure future clarity. There was also comment on Financial Risk Management procedures; the Internal Audit Group would be looking at this in due course. Cllr Lloyd expressed his thanks to the RFO (Lorraine Ganney) and Town Clerk for all their hard work with the finances, budgeting, and end-of-year.

The end-of-year finance reports and Bank Reconciliation were received and noted:

Cllr Todd read aloud each statement under the annual governance statement in the Annual Governance and Accountability Return (AGAR).

Members unanimously agreed each statement, and Resolved: to approve the annual governance statements 1-9 for 2021/22

Members received the end-of-year accounting figures for the AGAR. The Balances carried forwarded (box 7) concur with item 22.2, £1,165,723; and the cash and investments balance of £1,169,128.

Members unanimously Resolved: to approve the end-of-year accounting figures as recorded in the AGAR boxes 1-11 for 2021/22.

None were received

None

County Councillor McArthur mentioned that there was currently an Ofsted inspection of Children’s Services which had meant a lot of time had been directed to providing the necessary information for the inspection. She had been working with three Edenbridge families on school placement appeals where these children had not secured their first or second choices. They had been offered schools which were a three hour journey each way, which was ridiculous. One appeal had been successful, and the other two were currently outstanding. 96% of students had secured one of its preferred school choices. 

Cllr McGregor reported on a couple of planning applications he had had called in to Development Control Committee (DCC). Both 11 Rough Close and The Working Men’s Club applications were subsequently granted. The Annual District Council Meeting was on 10 May.

Cllr McArthur said that she had requested the Seven Acre Farm planning application to go before the DCC. The Town Council had objected to this application and noted that it was encroaching on the Green Belt. The date of DCC meeting was yet to beconfirmed. As portfolio holder for Cleaner and Greener, she had been working on several projects: Air Quality Strategy; Movement Strategy; Environment Strategy; a review of waste collection routes; parking review (Sevenoaks District Council car parks); Dunbrik Depot refurbishment; new Contaminated Land Strategy.

The Town Clerk’s report was noted, and that the office continued to maintain safe working procedures.

Received and noted.

Received

Cllr Layland provided an update on behalf of the Working Group. The Beacon had been made, the post was ready and a date for erecting the Beacon at Stangrove Park in hand. The Great Stonebridge Trust had awarded a grant towards the costs of the Beacon, bunting and event. The Beacon will provide a permeant commemorative feature of the Queen’s momentous achievement. Residents were invited to be part of this and join in to mark this celebration with a picnic in the park, jubilee memorabilia, children’s competitions, some refreshment stalls, and music performed by Town Band. The Beacon lighting would follow the first Beacon lit at Buckingham Palace at 9.45 pm. Bunting had been purchased for display in the High Street. Advertising for the event had started and would increase over the coming weeks.

Cllr Baker expressed her appreciation to Debbie Bond (Planning and Administration Officer) for her hard work on the preparations for the Jubilee event; members agreed and asked for their thanks to Debbie be minuted.

Members unanimously, Resolved: The artwork for the Beacon shield to have the wording ‘The Queen’s Platinum Jubilee 1952-2022’ with the town logo and white horse; white on black.

Members received and noted an update on the legal expenditure since December 2019, following the appointment of Wilkman Chapman legal services. They had provided advice on procurement contracts, charities accounts; and managing Freedom of Information (FOI) requests, status access request (SAR), and complaints. Of which there had been a total of 17.

Members noted that since is resolution to support a 40-mph buffer zone at Main Road/Marlpit Hill, Kent Highways had confirmed its initial charge of £2,500 to undertake the scheme design and public consultation. There may be an additional charge of £570 payable should the proposal receive five or more objections. This would be to cover the cost of producing a report to go to the Joint Transportation Board (JCB), to debate the proposal and make a recommendation on how to proceed. In terms of timescales, it was estimated between 9-12 months from the start of the consultation to installation on site. A request had been forwarded to consider if the speed limit could be extended any further back. Further stage payments would be made to Kent Highways accordingly.

Members reconsidered joining Rural/Market Towns Group and benefits, noting that the organisation was now working with the National Association of Local Councils (NALC) and the discounted fee.

Resolved: the expenditure £85 for annual membership of Rural/Market Towns Group.

Members noted that the Market Charter will cover any day of the week where under the Food Act 1984, Part III (52) the declaration of market powers is made. It is good practice to revisit this from time to time.

Member unanimously, Resolved: to adopt the Declaration of Market Powers – Food Act 1984 part III: Section 52 - Market days and hours Declaration to be able to hold a market on any of the following days: Monday, Tuesday, Wednesday, Thursday, Friday, Saturday, Sunday Hours: Monday to Friday 08:00 to 17:00 hours; and Saturday and Sunday 09:00 to 16:30. Section 53 - Market charges – the right to charge traders pitch fees.

Members discussed the merits of holding the Annual Town Meeting (ATM) slightly later in the year. It was noted that April and May would allow for lighter evenings which may encourage more residents to attend, however, in a year where there are May elections the purdah period (typically begins six weeks before an election) would not allow the meeting to be held. It was noted that the annual calendar of meetings was approved annually by Members.

After debating the pros and cons, Members concluded and, Resolved: to hold the ATM later in March or April and in an election year (next year) prior to the purdah period but as near to April as viable.

Members noted the Society of Local Council Clerks (SLCC) campaign to address the issues that bullying, harassment and intimidation is having on our councils, councillors and staff, and the resulting effectiveness of local councils. This follows the Government’s disappointing published response on 18 March 2022 to the 2019 Local Government Ethical Standards Report issued by the Committee on Standards in Public Life (CSPL). The SLCC note that most recommendations are unlikely to be taken forward which is a disappointment at town and parish level. The day-to-day council work is being made more difficult thorough incivility, online and in person abuse, stalking and even threats to individuals. This is an issue at local government level and was being reflected in recruitment of clerks, staff and councillors to the public sector.

Members unanimously supported the work of the SLCC on Civility and Respect and, Resolved: to write to its local MP Tom Tugendhat to request he calls for the government to establish an appropriate and effective sanctions mechanism to deal issues in the sector and to improve standards on Civility in public life

Members noted the break-in at the Depot in March, and damage to the mess door which needed replacing. A heavy-duty steel door would be more appropriate offering improved security. The insurance may contribute but was yet to be confirmed

Members unanimously, Resolved: to approve the expenditure of up to £3,650 for a heavy-duty steel security door replacing the existing damaged door at the Depot

None.

Cllr Jennings said that he was saddened to report that Graham Coldman had died. He had been an active member of the Citizens Advice Bureau and founder of the Community Warden Steering Group. Members asked for a card and flowers to be sent to his wife.

Cllr McArthur reported former councillor Mark Robson had died recently and she and Cllr Layland had attended his funeral.

Cllr Layland said he had attended several meetings of the Eden Valley Museum Executive Committee. He said that the Museum would be organising two events for the Queen’s Platinum Jubilee and had booked Rickards Hall for these. He asked Members if they would allow the Hall hire to be given free of charge. The Clerk pointed out that resolutions could not be made on non-agenda items. Members agreed to allow the Museum to have the Hall for its two Jubilee events free of charge, and to ratify the decision at its next meeting.

Cllr Todd said that he would attend the ceremony on Friday 13th May for the Edenbridge Medical Centre ‘breaking of the ground’ marking the start of the building works.

Support for Civility and Respect and a review on Standards in Public Life (CSPL) Queen’s Platinum Jubilee lighting of the Beacon event – 2 June

None

4 July