Meeting Minutes:

Apologies were received, noted, and accepted from Cllr B Todd. Cllr S Taylor was absent.

None.

Cllr A Baker was nominated as committee Chairman, and there being no other nominations, it was Resolved: that Cllr A Baker be elected as the committee chairman for the forthcoming year.

Cllr S McGregor was nominated as committee Vice-chairman, and there being no other nominations, it was Resolved: that Cllr S McGregor be elected as committee vice-chairman for the forthcoming year

A member of the public raised a question about access ground level to the platform on the new junior multi-play unit at the Recreation Ground playground. This issue had already been referred to the contractor.

Two residents who neighboured the western car park at the Recreation Ground both highlighted their concerns at the intrusive on-going anti-social behaviour in evenings, which had been reported to both the police and the council office. Activity included racing and revving cars, loud music, and drug use. They asked for action to be taken to address the issue, ranging from closing with automatic bollards, to installation of CCTV.

Resolved: that the minutes (9709-13) be signed by the committee Chairman as a true and accurate record of the meeting.

Members noted the position with two months of the financial year completed; there were no questions.

Members noted the Town Band requested to hold free open air concerts in Stangrove Park (as it had in past years) on the afternoon of 15 May, evening 22 June, and afternoon 18 September. The Open Spaces Hire Agreement was received last month, along with required documents, and permission was given for the first date including use of the TN8 Licence.

It was noted damage was caused to a section of the low wall surrounding the Peace Garden on the corner of Hever Road on 10th May. It was cracked and un-seated down to pavement level, and leaning into the garden. A local building company quoted £420 plus VAT to take down the four courses plus soldier course, and rebuild in best-match bricks. In consultation with the committee chairman, the costing was accepted and repair authorised, in order to progress the works.

It was Resolved: to endorse the decision, and extend the permission to the other two dates, at no charge for a community event.

It was Resolved: to endorse the above operational decision, including the expenditure of £420 plus VAT

Members noted letters had been received regarding the benches outside Stangrove Park, which were installed as part of the Relief Road project. They were not on Town Council land and had not been maintained by ETC. Sevenoaks advised previously that they were not on SDC assets list either for maintenance. Street furniture also was not a Highways responsibility. Committee members had asked for a cost per bench of routine maintenance by the groundstaff team. This was currently around £65 for the annual painting/staining, but this did not cover any repair costs if any wooden slats need replacing.

There were six benches in total outside the Park, nine slats in each bench, the cost of the wood being £35 per seat – so £210 ex VAT for slat repairs currently required

The suggestion of designating “chatting” benches had also been made, the idea being that lonely people could sit on these to indicate they would like others to sit and talk to them.

Members Resolved: to add the six benches to the maintenance schedule, which already covered more than 60 seats on Town Council land.

After some discussion of views for and against, it was Resolved: not to designate any specific “chatting” benches as any bench was available for this purpose.

Members noted the team’s routine and seasonal work during April-May.

The team had planted all the summer plants throughout the town and in the courtyard at Doggetts Barn. Any excess plants had been added in the Cemetery. They had spent a day putting up bunting through the town in preparation for the Queen’s Jubilee celebrations.

The summer pitch maintenance programme was in progress, and now all the goal mouths and other bare patches were well on the way to being ready for the start of the new season.

The summer bench painting/maintenance programme had begun, and would continue through the coming weeks/months, including all the Council’s furniture and bollards etc.

It was noted that going forward nothing of any value would be stored in the barn at Mowshurst. Since the last meeting a new mower approved by members in a previous meeting had been delivered, a great help with the ever increasing manual mowing load in the Cemetery. Delivery of the long reach hedge cutter and pole pruner was still awaited.

The team continued to carry out work on behalf of the Great Stone Bridge Trust at the Watermeadows. This included cutting all the pathways, and cutting back some of the trees and overgrown bushes to allow better access for the tractor. Some time was also spent strimming the bund that runs alongside the old Mill Leat.

Members wished to record their appreciation of the team’s excellent work in supporting the Queen’s Jubilee events, and for the quality of general maintenance work on the Council’s open spaces.

Members noted there was another break-in at Mowshurst barn and the largest tri-pod ladder went missing. (See item 11.5 below). A section of the extendable ladders was lost earlier in the year due to unforeseen circumstances.

It was Resolved: in principle to replace these items over the coming months, subject to confirmation of costs.

One of the old pedestrian push mowers had reached the end of its life, and it was hoped to have a costing for replacement for the next meeting.

Due to changes in the use of certain chemicals the team had a small amount that can no longer legally be used. Quotes were being sourced for the proper disposal of said chemicals, hopefully to present to the next meeting

It was Resolved: in principle to endorse this purchase

he burial report was noted as follows, updating the record of Cemetery activity:

With increased numbers of ashes interments at the Wall of Remembrance, additional provision of communal flower vases for families’ use was required. A source of these products was located, available on offer at £8.99 plus VAT each, and in consultation with the committee Chairman seven were purchased, delivery free.

Members considered costings for the annual playground external inspections due in July, noting there would be one location fewer this year, with the refurbished Recreation Ground having received post-installation inspection. The four remaining sites were Marsh Green Blossoms Park, Stangrove Park, and Spitals Cross.

It was noted one further quotation was received for the annual weed-control application on the sports pitches at Blossoms Park, the Recreation Ground, and Mowshurst. A third company declined to provide a quote. In line with the decision at last meeting, the costings were considered by the committee Chairman and Vice-chairman, and Peter Duke Contracting was selected at a cost of £1,386 plus VAT.

Members noted the periodic external tree inspection report was received last month, with only seven of the 550-plus trees surveyed recommended for work, four with Priority 2 (within one year) and three Priority 3 (within two years). Two of the four Pr2 are diseased on Marsh Green and advice is to fell. One of the three Pr3 is a yew in the Churchyard in major decline, also advised to fell. This latter will need reference to the Church and to Sevenoaks District Council tree officer. The adjacent yew is also in decline, and the Church has requested cut down to healthy low-level growth.

Further inspection this summer is recommended for three other trees, an ash at Mowshurst, an oak and an ash in Stangrove Park. There was high priority recommendation to safeguard the row of young limes along the path at the front of the Park from mower damage at the base, by installing some form of barrier. Options and pricings are being sought.

The short schedule of works has been provided to contractors for costings – there is just over £6,000 in the budget for works resulting from the Tree Survey.

It was Resolved: to appoint Wicksteed to carry out the annual playgrounds external inspection at a cost of £390 plus VAT

The project started on 9th May with good weather and ground conditions, and planning permission for the cable run was granted at the end of the month, which is when work installing the safety surfacing also began. Updating pictures were released at stages via social media, and received many positive comments.

The opening celebration event was scheduled for the afternoon of Thursday 16th June, with fancy dress, fun and games and goody bags.

Members noted a response was still awaited from Highways officers regarding their suggestion for alternative location for the proposed bus shelter. The County Councillor Margot McArthur indicated she would seek an answer for the committee.

The cable supply drawing supplied by UK Power Networks revealed that for one of the new columns the shortest route to access power had to be a 7m trench across the street, adding £1,478 to the UKPN basic tariff. The committee Chairman and Vice-chairman were advised, and agreed to proceed with the works, the extra funding to be taken from Contingency or Small Projects, or an additional small application for CIL. UKPN payment had been made, and notification of when the works would be scheduled was awaited. When this date was known, the forms for Kent Highways would be submitted.

It was noted there was a problem with fly-tipping in advance of the latest collection date at the Skeynes Road collection point. This had happened during the pilot scheme pre-Lockdown in 2020, and the location was withdrawn from the scheme at that point. Having resumed collections in October last year, and January, without a problem, it was disappointing that this changed last month.

The next free Bulky Waste Collection date was on Saturday 30 July, with the collection vehicle calling at four locations, beginning with Church Street, then moving to Skeynes Road, followed by Park View Close, and finally Fircroft Way. It would again be publicised through posters, social media, and website. Subsequent bookings were for 8 th October and another one in January. Members

Resolved: to include Skeynes Road once more, and increase publicity to deter fly-tipping in advance of collection times, including a specific sign at the site.

Mowshurst Barn was broken into over the weekend 21-22 May – the lock having been removed, the larger tripod ladder stored there was stolen. It was property-marked, and no other items appeared to be missing. There was usually little of value in the barn, with the likes of sandbags and barriers for Emergency Planning kept there.

A local locksmith was asked to inspect the doors, and recommend a more secure lock arrangement compatible with the size of the large doors. A costing was still awaited.

Members noted that the Council office forwarded all information to the Community Safety Unit and had requested that patrols were made in the relevant time-frame. A range of actions was set in motion which included a meeting with the police on 26th May, with two police officers attending.

They reported two vehicles had been issued with Section 59 notices - these warn that any further anti-social use of the vehicles could lead to loss of the vehicle and driving licence, prosecution and heavy fine. It was agreed this could be reinforced with relevant S59 signage from the police displayed, and additional Council signage about nuisance behaviour in the car park. Any potential further option needed to be sustainable, and able to accommodate all the multiple variables of timing of authorised activity at the Recreation Ground.

Two councillors had visited the CCTV hub at Sevenoaks District Council the previous week, to review the image quality, camera operation, and system capabilities, which included images linking direct to the Police.

Local residents were urged to keep reporting incidences of disturbance to the Police, and to the Council office which would continue liaising with the Community Safety Unit at Sevenoaks, so that a record was maintained.

After some discussion, it was Resolved: to contact Sevenoaks CCTV to ascertain the practicalities and costs of possibly adding camera coverage at the Recreation Ground and the Pavilion onto the existing District Council system,and meanwhile evaluate the initial actions already undertaken.

Three appropriate bridge survey companies had been located, which had confirmed they could report on the Retention Dam over the River Eden. Each of them was sent pictures from the original bridge opening day in 1993, and from February in its current condition. Each could do an inspection of the bridge and report on its structural condition, with recommendations for any remedial work considered necessary.

It was noted that when budgets were set last autumn, spending on the Retention Dam was not anticipated but there was a small contingency included in the 10 Yr Maintenance Plan budget which would cover the cost of the survey if commissioned.

Members noted that, depending on the outcome of the survey and the nature of any works recommended, there might be a need to gain consent from the Environment Agency, which would have associated cost.

Resolved: to appoint Abbott Holliday Partnership to carry out the survey at a cost of £1,450 plus VAT

Site-specific rules were agreed by the Council with Edenbridge Allotment Gardens Association some years ago, and given to tenants alongside the Tenancy Agreement. An update had been requested to cover some recent issues, which members considered.

It was Resolved: to amend the site rules to address issues as follows:

• dogs – to specify they be kept on a lead
• vacated/abandoned plots – to introduce a discretionary charge for clearance and disposal of materials not removed
• no bonfires – except arisings from EAGA committee’s seasonal voluntary perimeter maintenance in the autumn/winter
• children’s play equipment – not to be brought onto the site,

Planning permission for the Queen’s Jubilee Beacon was granted w/c 16th May, by which time plans for the beacon-lighting event were well in hand. The Beacon installation was completed w/e 27th May. The event on the evening of 2 nd June was well attended by local residents, and the ceremonial lighting accompanied by the Town Band went according to timetable at 9.45pm. Members reported comments on how much the event was enjoyed as an opportunity for the community to come together.

The Working Group and especially Cllr Alan Layland and officer Debbie Bond were commended for their key contribution to the success.

The nursery owner who recommended a summer walk round the various Council sites identified for Jubilee Queens Canopy tree planting, to confirm which varieties would suit the locations, had been asked to confirm a date – Wednesday 22nd June: starting 2pm at Marsh Green. The Cricket Club had confirmed it would like to plant a tree in Blossoms Park to mark the Jubilee, and the Rotary Club had also identified this location for its Jubilee tree. (Since postponed).

Members discussed the potential cost of the proposed 25m Rose Walk in Stangrove Park, as a project which would introduce some floral colour to the Park location. As this would be in the region of £12,500 for groundworks, six double-hoop metal rose arches, plus rose bushes, rosemary, and planting medium.

It was Resolved: not to pursue the project at this time of increasing financial pressures on communities

Ready-Steady-Grow was officially launched just before Easter, offering local people seven categories to enter:

• Front/back garden
• Allotment or Edible garden
• Container (basket, window box, tub or any other)
• Young Gardener (age 16 and under)
• Community Group garden
• Nature-friendly garden Local Schools

Members noted the entry form was available on the Council’s website, or from the office, and other collection points around the town. First entries were received w/c 23rd May. Initially photographs would be judged ahead of visits made to short-listed entries. Due to the recent unseasonal weather, the closing date was extended to 7th July, and judging would take place during July. Local companies had been approached to donate prizes for a category, and a guest speaker talk had been booked for 10th August. All category winners with guest were invited. A limited number of tickets would then be available to other gardening enthusiasts.

Publicity banners had been produced to encourage entries, posts made on social media, posters and leaflets placed around the town, details circulated to allotment tenants, and local organisations had been asked to inform their members. The Presentation Evening was planned for mid September with a further special guest from the horticultural world.

Members considered items from this meeting to be the subject of a News Release, and

Resolved: to highlight the need for residents to report anti-social behaviour to the police to create a more complete record of any incidents in the community.