Meeting Agenda:

1 To Receive Apologies for Absence

2 Declaration of Interests or Predetermination

The disclosure must include the nature of the interest. If an interest becomes apparent to a member during the course of a meeting that has not been disclosed under this item, the member must immediately disclose it.

Dual hatted members of the District Council wish to state that although they would be considering planning applications at this meeting they would be reconsidering them at the district level, taking into account all relevant evidence and representations there.

3 Public Questions and Statements

Members of the public, and members with prejudicial interests on items on the Agenda, may make representations, answer, ask questions and give evidence at this meeting in respect of items on the Agenda. (This is the only opportunity for members of the public to make a contribution during the meeting.)

Both public and members are limited to three minutes per person to speak and the total time designated for public questions shall not exceed fifteen minutes unless directed by the Chairman of the meeting.

4 To Receive, Adopt and Sign the Minutes of The Council Meeting Held on 04 July 2022 (9748-9754)

5 To Receive County and District Councillor Reports

5.1 County Councillors

5.2 District Councillors

6 To Adopt the Following Reports/minutes of Meetings

6.1 Planning Committee

Planning Committee – 18 July (9755-9757);

Planning Committee –15 August (9766-9769);

Planning Committee - 5 September (9772-9774);

26 September (9780-9782) 

6.2 Finance Committee

18 July (9758-9760) 

6.3 Open Spaces Committee

25 July (9761-9765);

5 September (9775-9779) 

6.4 Personnel Committee

1 September (9770-9771) 

7 To Receive Recommendations from Finance Committee Meeting on 18 July

7.1 To note: Committee approved the insurance provider and policy cover for the Council 2022-23, (Council resolution had approved expenditure up £17k)

Committee made the following resolutions: 

• to appoint Gallaghers as the broker with Hiscox as the insurance company providing the council insurance cover (6.1.1); 
• a 3-year rate stability commitment with Gallaghers/Hiscox (6.1.2); 
• insurance cover as quoted but asked the RFO to confirm the level of assets (contents and outdoor equipment), and to include the playground cover. It was noted there may be some slight adjustment to the policy quote (6.1.3). The policy cost quoted was £12,032.54 plus some adjustment to allow for increase with the assets 

A reminder, that at July Council, it resolved the expenditure for six desktop valuations at £130 each. 
However, as two buildings are listed buildings, additional time would be required for research and calculations and therefore, require site visits for accuracy of measurements and the quote was revised. 

The three desktop valuations have now been carried out: 
Depot (with solar panels) Church Street Edenbridge TN8 5BD 
£230,238 increase to £234,100 (1.67% increase) 

Sports Pavilion (with solar panels) Recreation Ground Coomb Field Edenbridge TN8 5HZ 
£1,218,079 increase to £1,520,858 (24.85% increase) 

Public Toilets Market Yard Car Park Edenbridge TN8 5BB 
£155,924 increase to £192,454 (23.42% increase) 

The valuations uplift is lower than the Council’s previous insurer had quoted at; their estimate had assumed 33.2%. 

Do Members approve/ratify the valuations and expenditure as outlined in 7.2.1 and 7.2.2? 

7.2 to refer the decision and confirmation of the expenditure for valuations for Church House and Rickards Hall, and Doggetts Barn back to full Council

7.2.1 To approve the expenditure for new valuation of Doggetts Barn (Grade 2 listed), 72A High Street, Edenbridge, TN8 5AR, fee £995 + VAT on-site visit

7.2.2 To approve the expenditure for new valuation of Church House and Rickards Hall (Grade 2 listed), 72 High Street, Edenbridge, TN8 5AR, fee £1,110 + VAT on-site visit

7.3 To ratify: Since the Finance Committee meeting, the revised total annual insurance premium £12,169.36 plus an additional buildings annual premium £696.66 following desk top valuations for the Depot, Pavilion, and public toilets

For information: The initial resolution for £17k was partly because a higher uplift had been guesstimates by the previous insurer. New valuations have since been carried out on three of the 10 Council buildings. Three listed buildings require site visits for valuations. This is likely to add a further increase to the buildings premium, but not excessively high or close to the total resolution. The full policy is published on the website. 

he adjusted buildings insurance premium, pro rata required with effect from 5th September 2022 is £606.95 including IPT with this working out at an annual additional premium of £696.66 including IPT. 

Do Members ratify the current insurance premiums: total annual insurance premium £12,169.36 (includes fees) plus an additional buildings annual premium £696.66? 

8 To Receive Recommendations from Personnel Committee Meeting on 1 September

8.1 To approve increasing the contract hours by one additional hour for one employee, thus increasing the budget and pay of up to £608 per year, based on current rates of pay to enable employee(s) to meet the National Insurance credit threshold

Do Members confirm and approve recommendations 8.1 

8.2 To adopt the policy document for salaries and payroll procedures

Do Members confirm and approve recommendations 8.2? 

8.3 To receive an update following on from meeting, item 5.2 other staff matters: Communications Assistant – opportunity to work remotely

At the Personnel Committee it was reported that the Communications and Administration Officer was moving abroad.  Davina has made a significant positive impact for the Council. 
She and the team are sorry to see her leave, but we have been exploring the possibility of her continuing her contract working remotely, which would be viable for the social media and other written communications.  Davina has been provided with the appropriate equipment to enable remote working and comply with cyber security and GDPR. I have been in touch with Worknest for advice and I am currently looking at compliance with UK and oversee tax regulations, insurance, and visa/work permit. Some countries have nomad visas to allow remote working – the country in question here, is included in this list and allows people to work remotely and travel freely between the country and their home country. 
Subject to clarifying these three points, Davina should be able to resume work duties late October/November. 

Do Members support continued employment working remotely, subject to the issues above clarified and allow facilitating remote working? 

9 To Receive Reports and Any Recommendations from Working Groups; Delegated Reports; Clerk’s and Officers’ Reports:

9.1 Clerk’s report

9.2 Communications Officer’s report

9.3 Market Officer’s report

9.3.1 9.3.1 To consider installing suitable safe electric supply with check meter from the Mess room (Public Toilet block) for the use of market traders, and the expenditure of between £335 to £485 plus VAT (depending on preferred option)

As a general rule, the Council does not provide power for the traders. Generators are noisy, and so not always suitable for the market set-up we have. Recently, one (new) trader required electricity. To provide the power, currently a cable is run out of the Mess room window, this is managed with cable floor coverings and barriers.  This is satisfactory but there should be a more suitable set-up.  The electrician has visited and put forward the two following proposals with both providing a check meter which would enable a charge to the trader to recover the electricity costs: 
Option 1 
Install two metal double sockets inside the mess room controlled by a lockable isolator and with a check meter. This will allow to monitor how much electricity is being used. £335.00 + VAT 
Or, 
Option 2 
Install a shatter/waterproof enclosure on the outside of the mess room, with two metal double sockets mounted inside. This will also have a lockable cover, and an access point underneath, to get the lead plugs into the box. As with option 1 a check meter and a lockable isolator will be mounted inside the mess room. £485.00 + VAT 
NB: Market rents, annual budgeted income £6,000; five months rents £2,763. Market costs/business rates to date £1,284 (excluding Market Officer). 

How do Members want to proceed? 

10 Health and Safety/risk Assessment

To receive report from Worknest annual review visit.

The Health and Safety consultant visited for a full day on 8 September. It was a useful and positive visit. Overall, what we are doing is good and to a high standard. There were some procedural improvements recommended.  Next year’s visit will provide a fire review. See 
attached for full report 117 pages (confidential - provided as sepertae document due to size; FYI). 
There were 13 issues raised, main actions: Worknest is updating Council H&S handbook; Tractor fuel storage external inspection; need specific external Fire Risk assessment (agenda item 12.4). 

11 Matters Arising from The Minutes for Report and Not Elsewhere on The Agenda

11.1 To note: Finance and Governance Risk Assessment has been reviewed and updated

The annual Governance risk assessment review which covered the Council’s risk, governance, personnel, open spaces and financial risk was reviewed by Cllrs Lloyd and Sumner with the Town Clerk and RFO in July.  This has been uploaded on to the website under Policies/Risk Assessment page. 

11.2 To receive an update on the Main Road Marlpit Hill (Hilders Lane/Hillcrest Road junction) 40-mph buffer zone scheme, following the public consultation (8 July until 1 August 2022)

Following the public consultation, Kent Highways has confirmed under 5 objections were received, and therefore approval by the Head of Service to go ahead has been given. The scheme design is currently being finalised ready for construction on site. Once this process is complete, Highways will provide the quote for carrying out the works and upon receipt of payment (from the Council) an order with the contractor will be placed. 

11.3 To receive an update on the Games Club and note confirmation of funding from Involve Kent

After a successful pilot (some feedback was given at the July meeting), a contract between the Town Council and Involve Kent has now been agreed and signed; the value is up to £5,000 to the Council for running this service. (A proportion of this will cover the Rickards Hall hire.) The contract is on an outcomes basis, which has been set at 50 participants. The service will be reviewed at the renewal time. Rose and I met recently with Involve Kent, there is scope to expand the brief for the Games Club facility/service for example maybe introduce a knit and natter corner and/or extend the hours and maybe include a bowl of soup (early lunch). 

11.4 Neighbourhood Planning

The Council has previously considered Neighbourhood Plan (NHP). In 2014 a NHP Steering group was established; a draft Plan was submitted to SDC in March 2017 for comment. A draft Pre-Submission Plan was published dated 27 October 2017.  In November 2017 SDC advised: that there will be new policies emerging that will need to be taken into account in your plans. Importantly for those preparing a Neighbourhood Plan, you must show that your policies are in accordance with the new emerging Local Plan’s strategic policies. They also said that its resources would be committed to the emerging Local Plan. 

In April 2021 a Zoom presentation was received by SDC on Neighbourhood Planning. The draft Edenbridge NHP did provide some good research and documentation, but would require redoing and likely to start again. NHPs involve a lot of work and the Town Council will need to be specific in its policies and what is wanted to be achieved by having a Plan and benefits for the town. The NHP would need to complement/work with the new character area assessment. If the Council and town has a clear vision and the policies support this vision, this would increase influence on development in Edenbridge, which will be a clear benefit. 

Sevenoaks Town has recently put its draft NHP out to regulation 18. It will be interesting to see the response from this first reg consultation.  

In my experience preparing a NHP is a tremendous amount of work, and it is advisable to engage a NH Planning consultant. SDC would provide some support, and there are routes for potential grant funding. Currently, the government is not providing funding through its direct grants. Neighbourhood Planning (Locality) offers two types of funding, basic grant £10K and additional technical support grant of up to £8k. The Council’s NHP reserves has £15k currently. 

Do Members want to investigate the costs, grant opportunities and engaging a consultant to work on developing a Neighbourhood Plan for Edenbridge, or wait until the Local Plan is made? 

12 Other Business Including Items Referred from Committees for Decision

12.1 Christmas Extravaganza - Rickards Hall

Saturday 26 November 2022: to approve the free use of Rickards Hall for the Edenbridge Christmas Community Association (ECCA) 

Do Members approve items 12.1 for the Edenbridge Christmas Community Association (ECCA) 

12.2 Christmas Extravaganza - TN8

 Saturday 26 November 2022: to approve the ECCA use of the Council’s TN8 events licence 

Do Members approve items 12.2 for the Edenbridge Christmas Community Association (ECCA) 

12.3 To approve the annual expenditure of £1,684.20 for: 1 x 240 and 1 x 360 litre bins, £1,344.20 plus the annual admin fee of £152 per bin (total £302) for Doggetts Barn/Rickards Hall; and Market Yard Public Toilets/and Market, and annual supply of paper recycling sacks (£38).

Sevenoaks District Council has reviewed its guidance for business on their waste duty of care. To comply with the commercial waste requirements the Town Council will require the appropriate bins for two sites 

SDC has advised its commercial waste service and guidance for businesses /duty of care, and that organisations need to comply with this, including village halls which cannot request hirers to take their rubbish home. This impacts on how the Town Council manages its waste going forward. 
Currently the Council uses the blue/purple was bags with hirers taking their rubbish home. A roll of 26 blue bags is £80.35, annual cost is in the region of £321 (4 roles). Paper waste, the Council subscribes to commercial recycling sacks, one pack of 25 costs £38.00 To consider: 

• could continue as we are but sell blue/purple sacks to all hirers, to be left in the fenced off area in Doggetts Courtyard. However, this would pose an environmental issue with sacks building up outside.  (This does not include the public toilets waste.) Or, 
• subscribe to a commercial waste bin with prices starting at £11.60 per empty/per week (potentially higher). NB: this does include glass and we cannot get rid of glass so hirers would probably just put in the commercial waste bin – there is no alternative for glass in the offer 
• Arrangements for the public toilets and Thursday Market also need to comply with commercial waste guidance and duty of care 
• Locks would need to be fitted to prevent general public use of both bins 

Costs: 
2 x 240 litre bins (3-4 sacks) weekly collection £11.60 per bin, annual cost £1,206.40 plus the annual admin fee of £152 each bin Or 2 x 360 lire bins (5-6 sacks) weekly collection £14.25 per bin, annual cost £1,482 plus the annual admin fee of £152 Or, 1x 240 litre bin (for MYCP) and 1 x 360 litre bin (Doggestts Courtyard), annual cost £1,344.20 (£603.20+£741) 
Office paper waste would continue with the recycling sacks, 25 sacks/£38.00. 
Another consideration is the Museum also deposits its waste bags at the same location in Doggetts Courtyard.  Therefore, a 360-litre bin may be more suitable for this location. 

Do Members approve the annual expenditure for 1x 240 & 1 x 360 litre bins, £1,344.20 plus the annual admin fee of £152 per bin (total £302) for Doggetts Barn/Rickards Hall; and Market Yard Public Toilets/and Market? Total waste annual budget with paper sacks £1,684.20? 

12.4 To approve the expenditure of £600 plus VAT for a new full fire safety Risk Assessment

The employer has a responsibility to ensure, so far as reasonably practicable, the health and safety and welfare of its employees and visitors. The Risk Assessment process considers each significant risk, the severity and likelihood, and identify control measures.  The new Fire Safety Act 2021 has now come into force and the new Fire Safety (England) Regulations 2022 will come into effect in January 2023. If you have a business, you have a legal duty to make sure that it is safe for yourself and your staff, your customers, visitors, and anyone else who may use or attend your premises. Part of this legal duty is to carry out a fire risk assessment. 
The law which governs this is the Regulatory Reform (Fire Safety) Order 2005, sometimes known as the RRO, or simply the fire safety order. 

A fire risk assessment: 
identifies possible fire hazards and people who may be at risk evaluates the risks and what can be done to remove or reduce them records what was found and done. 
It is not a one-off assessment. It must be up to date and reviewed regularly, taking into account any changes to your premises. It is recommended that this is reviewed not only internally, but by an external fire expert. 
An external fire risk assessment cost £200 per building: Doggetts, Rickards and Church House, and the Depot (£250). However, having since discussed this with the Worknest Health and Safety consultant (8 September) she has advised to confirm before appointment the assessor is specifically competent for Listed Buildings registered on a fire risk assessor register; if not we will have to go to a different assessor which could cost more – region £1k. 
The last external review was last done a few years back. 

Do Members approve the expenditure of £1,000 plus vat for a new full fire safety Risk Assessment by a competent registered fire risk assessor? 

12.5 To approve the expenditure of £685.92 plus VAT for 5-yearly inspection and service of the Council’s solar panels sited at the Depot and the Pavilion

Solar panels should be serviced 5-yearly. The company who installed the solar panels can service both solar PV system and provide a report of the engineer’s findings and any further works required. This should help to identify the issue currently with the panels at the Pavilion. 

Do Members approve the expenditure of 685.92 plus VAT for 5-yearly inspection and service of the Council’s solar panels sited at the Depot and the Pavilion? 

12.6 To approve closing the Council office for three full working days (one day per week) to enable the staff time to work through the all the office online and paper files to enable the new IT File Storage System moving to a Cloud Based Storage Solution

(approved Council January 2022) 

The IT solutions project requires all staff to review and sort through document files for a full IT reorganisation, but with frequent office interruptions (nature of the work) and other pressing work matters, this has becoming increasingly difficult to focus on.  This is a significant project and amount of work which needs dedicated time.  The proposal is to close the office (including not answering the phones or emails) for potentially up to three full days spread over a three-to-four-week period. 

Do Members support the Council office closure for up to three full days, spread over a period of time to enable the transition of files from server to Cloud? 

12.7 Energy prices

The Council’s energy contract for its buildings is secured by a 5-year contract expires 30 June 2025. The Streetlighting electricity supply 3-year contract expires 01 April 2023 

The RFO has confirmed with the energy provider that the Council’s energy prices remain as per the 5-year agreement until June 2025. This covers Doggetts Barn, Rickards Hall, the Depot and the public Toilets.  Smart metres are in the process of being installed.  Council staff have already discussed potential further efficiencies it can make; these include, cold water hand washing, less water in kettle, limiting light use, switching computers and appliances off every night (and wearing slippers and having blankets whilst sitting at desks). 
However, the energy prices for streetlighting remain for the current budget year, but not for the new budget year 2023/24.  No offers are currently available, but we will keep in touch with the energy company. 
This is for information and noting as part of the budgeting process. 

Do Members have any further comments? 

12.8 Warm Places

With the current Cost of Living crisis, parish and town councils are being asked to consider how it can help and if there is potential to extend its facilities 

The Clerks from the four towns in Sevenoaks district met recently with SDC’s Health & 
Communities Manager to discuss if an initiative for providing Warm Spaces could benefit residents especially in view of the current cost of living crisis and rising energy bills.  When we met, we felt that each town (and parishes) do already have a range of facilities and places that residents could use. For example, community cafes, leisure centres, libraries, play groups, met and chat groups, church groups etc, and perhaps these could extend their invitation to people in the community who may just need a warmer space and also to meet new people.  As it happens, Gateshead Council are ahead of us on this with its Warm Places directory. We thought it would be great to follow a similar model but named ‘Warm Spaces’. SDC has drafted a Charter and questionnaire which town and parish councils could circulate to organisations in their communities.  SDC will set-up the webpage and create a directory and a leaflet. See the attached drafts** 

Are Members happy to support this initiative and potential for expanding and including the Games Club? 

12.8.1 Games Club

12.8.2 Sevenoaks District Warm Spaces initiative

12.9 To approve the annual expenditure of £2,400 plus VAT for the pitch decompaction at the Recreation Ground and Nomads/Mowshurst

This is usually considered under Open Spaces Committee. The contractor the Council usually uses for its annual pitch decompaction has provided a quote to the Head Groundsman and is something he supports is needed. The work could be carried out in October. 

Do Members approve the annual expenditure of £2,400 plus VAT for the pitch decompaction at the Recreation Ground and Nomads/Mowshurst? 
 

12.10 Edenbridge Dementia Friendly: To consider a new initiative in collaboration with the Chamber of Commerce and the Manor Care Home

Following a meeting with the Chamber of Commerce on 15 September, one of the initiatives raised making Edenbridge a Dementia Friendly town?  The Chamber proposed engaging with the new Manor Care Home who were already looking at providing support services/facilities within the town.  Following a meeting on 26 September it was agreed that the three organisations could support a collaborative initiative.  Further details will be provided at the meeting. 

Do Members support a collaborative project to help make Edenbridge a dementia friendly town?

12.11 SDC annual Liaison Meeting

Thursday 27 October – to put forward any agenda items 

The following agenda items proposed: 

• Feedback from last year’s meeting 
• High street pavement cleaning - thank you for getting this done 
• Planning White paper – summary for impact of planning and the Local Plan and NHPs 
• Emerging Local Plan update and call for sites update 
• Partnership working: currently the town field; waste/gardening bag sales; ETC agency for SDC playground inspections – disappointment with town field early cut 
• Estates projects for Edenbridge – any updates 
• Emergency Planning update - Cllr McArthur has been working with SDC on communications/radios 
• PACT meetings and support from Community Safety Unit 
• Parish Charter update 
• Leisure Centre 
• Warm Spaces initiative 

Do Members have any other items for the agenda? 

12.12 Edenbridge Remembrance Sunday

13th November 2022

11.00 am - The Wreath laying ceremony will take place at the War Memorial (Edenbridge Memorial Hospital). 2.30 pm - There will be a service in church and the Town Band will be performing. 
Councillors and members of the public are all invited to attend the Church service. 
Cllr Baker is organising the crafted poppies display for the Stangrove railings again. This will be the third year of what has become a popular feature during Remembrance. More information on Edenbridge Yarn Bombers. Information will be posted on the Town Council’s Facebook during October. 

Councillors to note this date and to attend the Wreath laying ceremony and Church Service. 

12.13 Thursday Market

To consider allocating a budget of £300 for activities for December 

Proposal: to ensure a good range of stalls during December to offer a Christmas/December discounted rate (like August); and provide one or two activities during the last two Thursdays (15 and 22) before Christmas. 

Do Members support reduce pitch fees during December and a budget of up to £300 for entertainment/activities? 

12.14 To confirm the Office Christmas arrangements

Closed week 26 December. Monday 26, Tuesday 27 bank holidays; Wednesday 28 and Thursday 29 statutory leave days; Friday 30 December staff have option to use an annual leave day or to work. Friday 23 December, the office will close early. 
The staff annual Christmas lunch is yet to be confirmed, likely be Friday 02 or 16 December.

Do members approve the Christmas arrangements, office closure dates and the statutory leave dates?  

12.15 King Charles III Coronation 2023

To consider instructing the Finance Committee to allow for a budget for the town’s celebrations 

The date of the Coronation is yet to be confirmed but is expected to be Spring/early summer 2023. Buckingham Palace is expected to provide suggestions how communities 
can celebrate this momentous occasion. The Queen’s Jubilee celebrations and Beacon 
were very well received in the town. There is thought that a working group should be established now so that ideas and costs can be researched – should a group be set-up it will need to work with officers with decisions approved by Council. 

Do Members wish to make a recommendation to the Finance Committee to allow for an events budget to enable the town to celebrate King Charles III Coronation? 

12.16 To approve the proposed Council and Committees Meeting schedule for 2023/24*

Do Members approve the proposed Council and Committees Meeting schedule for 2023/24? 

13 Consultations

13.1 Kent Drug and Alcohol Strategy 2023-2028

Closing date 31 October 

13.2 National Highways and Transport Survey 2022/23

Closing date 23 February 2023

13.3 Sevenoaks Town Neighbourhood Plan - Regulation 16 Consultation

Closing date 22 September 

13.4 Better Together Community Survey

14 To Receive Reports from Councillors Who Have Attended Meetings of Outside Bodies

15 To Consider Any Press Releases

15.1 With the Council’s current set-up with its social media and website platforms is this item necessary as an agenda item

16 Matters for Future Agendas

17 Forward Planning Steering Group (fpsg)

The next meeting is 31 October – are there any specific future projects Members would like to be considered by the FPSG

Reminder of the Group’s terms of reference: 
Referred business 

To consider and make recommendations to full Council or Finance and Governance Committee on the following matters: 

• The long-term future development of the town, in line with the Town Council’s agreed vision and fundamental principles 
• Monitor, update and maintain the Town Council’s long, medium, and short-term plan 
• Review the Town Council’s five-year forecast of revenue and capital receipts and payments and make any proposals for revising the forecast as necessary 
• Recommendations, for the level of Precept increase, based on the above plans, to guide the Council and its Committees’ budget setting processes 
• Recommendations on policy and capital expenditure to Council 
• Consider wider partnership schemes for Edenbridge and if it is appropriate for the Town Council to be involved

The current Edenbridge Town Council - Forward Plan 2021 (04 October 2021). 

Do Members have any specific items they would like raised at the FPSG meeting? 

18 Council Assets Review

18.1 Forge Green

18.2 Mowshurst

19 Land Outside the Police Station Where the Council’s Flagpole Sits

20 Date of Next Meeting

05 December