Meeting Minutes:

Apologies were received, noted, and accepted from Cllrs V Jennings and B Todd.. Cllrs A Damodaran, and S Taylor were absent

None

A member of the public made representation for their request for permission to for a group to fly electric powered model aircraft at the Recreation Ground (item 10.2). It was noted that the byelaws currently did not permit ‘model aircraft’ and required permission from the Council. The aircraft were electric powered and therefore quite; they fly them in the better weather at the far end of the Recreation Ground. Members had previously received a copy of the e-mail submitted for consideration which was read out.

Resolved: that the minutes (9775-9779) be signed by the committee Chairman as a true and accurate record of the meeting.

Members noted the routine and seasonal work carried out by the groundstaff. This included fitting new Perspex sheets in some notice boards, and planting trees under the previously approved planting programme for Jubilee Trees (see item 7.8.1). Chestnut fencing around the rear perimeter of Mowshurst pond had been replaced, redefining the site boundary and making the route of the public footpath more visible.

Annual decompaction of the sports pitches at the Recreation Ground and at Mowshurst was expected to begin w/c14 November.

Members noted the record of activity September/October: three interments of ashes; two burials and one Grant of Right.

Members noted the content of the letter, of which they had received a copy. The Town Clerk and Community warden had visited the site to monitor issues with a small number of plots.

Members noted that the event on 4th October had been well received, rescheduled from 14 September during the national mourning period. Winners and runners-up in the seven categories were delighted with their prizes donated by local businesses. These were presented by guest speaker Jim Buttress who then entertained with anecdotes from his gardening career.

It was Resolved: that the event should be organized in 2023, that £1,000 budget be allocated, and grant income also be sought.

Members received a summary of progress and costs to date, including the change in position of one of the lights due to unforeseen underground conditions, and a part re-fund to come from UK Power Networks for cable trenching not carried out.

It was Resolved: to confirm the project cost at £7,377.25 against CIL funding of £5,000 approved in 2021 and to submit a bid to the November CIL Board meeting for the additional cost of £2,377.25.

Members were reminded that six metal and five concrete columns had been approved for replacement under the 30-year rolling programme for 2022/23 at a cost of £24,277 plus VAT. With increased costs from UKPN, including traffic management not previously identified, the actual total would be £38,572.

In view of the building works beginning on Stangrove Park estate, it was proposed to postpone replacement of the concrete columns there and carry out an amended programme.

It was Resolved: to carry out the following works at a total of £22,168 plus VAT, and move the £2,832 remaining into Open Spaces reserves, towards the next phase of replacements.

September meeting noted damage/vandalism of three playground gates, including two at the Recreation Ground. Although the gates did close, they now allowed easy access for animals.

It was Resolved: to replace two gates with more robust design at a total of £2,200 plus VAT from the small projects budget.

Members noted it had not yet been possible to proceed with the consultation on the future of the Retention Dam, as agreed at September meeting. This would now be progressed.

Following up the short tour of sites identifying planting locations and varieties, 11 trees were purchased (two of which on behalf of Rotary Club and Cricket Club yet to be planted). The other nine had been planted, but sadly one in Stangrove Park had been snapped.

Members Resolved: to ratify the expenditure of £540; and approved additional expenditure to replace the broken tree from the Vandalism budget

A local family had also requested a memorial tree to be planted in Blossoms Park, for which they would pay.

It was Resolved: to approve expenditure of up to £100 for a further memorial tree.

Members noted a letter had been sent in March to residents near the park advising that the car park area is for park users. This was in response to park user’s complaints about the difficulty of parking, usually due to non-users’ vehicles. Initially complaints ceased but had started again. A further letter was being sent following complaints of users not been able to park and access the facilities

It was reported that KSTS had confirmed Market Yard, or the Recreation Ground Pavilion car parks were suitable for Electric Vehicle Charging Points (EVCs) to be installed under the KSTS scheme, and had offered to install two, three, or four 7kw chargers. (Council meeting July 2021 supported EVCs in its car parks, and CIL Board October 2021 approved up to £7,500 contribution towards the KSTS scheme). Scheme funding was not available at that point, but additional funding was now available.

Cllrs Baker, Layland, and the Town Clerk had attended a Zoom meeting with officers from KSTS. Members noted the summary of that meeting discussion, and then considered the pros and cons of the two car parks, noting Market Yard was a more central location for the KSTS chargers offered, which would provide top-up but were not rapid-charge: 7kw chargers, onehours charge would provide 30-miles approximately. Each charger would take up a full parking space out of general availability, but would provide an asset for visitors to the town as well as residents, at low cost to the Council. The Recreation Ground car park by the sports pavilion was thought to be too far from the centre to be of most use.

The alternative of seeking a Concession contract with a Charge Point Operator for rapid-chargers was considered, but it was not known if any CPO would be interested in Edenbridge, and the current opportunity for KSTS funding could be lost meanwhile. 

It was Resolved: to install four EVCs at Market Yard car park under the Kent Smarter Travel Scheme, and none at the Recreation Ground at this stage.

It was reported a request had been received for an additional bin at the older children’s end of the playground area. The CIL budget for the project did have some money retained for ground reinstatement which did not take place, and Welcome Back Fund had covered provision of two new bins elsewhere, rather than Open Spaces replacement equipment budget.

Members Resolved: to approve £740 (including delivery) expenditure from the CIL funding to provide a second bin at the Recreation Ground playground.

Members noted that following the September meeting three further contractors had been contacted regarding the annual hedge maintenance works for this year, but none had responded. The plans for 2023/24 included £38,764 under the 10-year plan for routine necessary and more frequent work, and £31,500 for the 30-year plan covering work required over longer-term intervals, the latter including £25,000 for the street-lighting replacement project. The sums at this stage did not include an uplift/inflation increase.

The 10-year figure included some annual recurring costs (£10,295 for this current year) and the Finance Committee would be asked to consider separating these into a new budget code, leaving the 10-year code for items which were not annual. 

. It was Resolved: to recommend the 2023/24 budgets for 10-year and 30-year plans to Finance Committee.

With £25,000 budgeted (see 9.1 above) in the 30-year plan the contractor had been asked to quote for completing the remaining lights along Swan Lane, no. 241 being of 1985 style, and the two pole-mounted lights in Hilders Lane. Members considered priority for the remainder of the budget, either the concrete columns on Stangrove Estate where building works were beginning, or the older metal columns elsewhere.

It was Resolved: to replace some of the older metal columns as the next phase of the rolling programme

Budget costs were mostly composed of ongoing running costs, which had been scrutinised. Items such as office costs, computer, IT licences, council/staff insurances, HR, and health and safety, relevant to Open Spaces were included under Central Services budgets. Members noted a number of headings were difficult to predict, such as vandalism costs, repairs to public lighting, fuel prices.

Streetlighting electricity costs for the 250 lighting columns the Town Council provided were still unknown, due to the energy crisis. The current fixed price ended in March 2023, and no quotes were as yet available. A 50% increase would uplift from £11,000 to £16,500, but members were unsure this would be sufficient. 

Members considered the cost of quarterly bulky waste collections, for which a small increase had been allowed. The service was considered worthwhile, and appreciated by local residents

It was Resolved: to raise the street light energy budget to £18,000, as it was an unknown quantity.

It was Resolved: to continue providing the bulky waste collections, but reduce the frequency if necessary to remain within budget.

Resolved: to recommend to Finance Committee the overall Open Spaces budget for 2023/24 to be expenditure of £379,648, an 8% increase on the current year, balanced by income of £335,498 from the Precept (1% increase) and £44,150 from other income (16% increase)

Members were advised a byelaw cannot be made where alternative legislative measures already exist which could be used to address a problem. Byelaws should be proportionate and should not have an unnecessary, excessive or disproportionate effect on individuals or businesses.

The amount of dog-fouling at the Recreation Ground had prompted a Councillor to request this item be on the Agenda. The Rugby Club had also previously complained about this issue.

Members were advised that dog-related powers were held by the local authority (SDC), and gov.uk website advises byelaws relating to dogs should be addressed through Public Space Protection Orders which are the policy responsibility of the Home Office.

Any new proposed byelaws would need to follow the process for ‘making a new byelaw’. The local authority determines if there is a need to make a byelaw and if they have the power to make such a byelaw, then consults upon the proposed byelaw. In considering whether or not a byelaw is an appropriate method for dealing with an issue, the council must follow this process.

Other measures should be considered to help manage the issues of dogs on public spaces, for example improved signage for control of dogs, providing poop bags dispensing points. (The Rec has six assorted bins which can all be used for bagged dog waste.) Members felt Council should be consistent across all its Open Spaces, and in view of concerns about fouling and some owners’ failure to control dogs

Resolved: to prepare a consultation with residents on the dog fouling issues, across all of its open spaces.

Members discussed the request. It was noted that the current and proposed Byelaws did not permit model aircraft flying at the Recreation Ground. This group had said they were members of the British Model Flying Association, that the aircraft they used were quiet, light weight aircraft, and the small group were responsible and competent operators and perhaps specific days/times could be considered. However, there were concerns from Members that if one group was allowed how would other groups be policed if non-group members arrived ad hoc to fly other kinds of model craft with less consideration for other users of the Rec, and presenting potential safety issue for other users of the sport facilities and Rec. Members where sympathetic to the group but said that a full Risk Assessment and proof of insurance would need to be provided before considering further. It was also noted that the Rugby Club managed the bookings for the Recreation Ground. Members voted on the proposal, to request a Risk Assessment, before reconsidering the health and safety risks and whether to grant permission (license) for set zones.

Members, Resolved: to request a Risk Assessment for the activity, and evidence of group insurance held, prior to consulting with the Rugby Club which held the Lease for the Recreation Ground. The matter would then be reconsidered at a future meeting.

The existing Byelaws dated from 2003. Following previous Committee consideration the draft Byelaws being proposed were based on the more up to date Model Byelaws issued by the Government as a basis for councils to adapt to local circumstances (for example, the byelaw on regulating boating areas was not needed for Edenbridge).

The Draft was sent to NALC and members had received a copy of the reply which indicated that there appeared to be no issues. There was a specific process to follow (outlined in the meeting papers report), should committee members approve the updated Model Byelaws – including public consultation, prior to consideration by full Council for adoption of the Byelaws, before submission to the Department for Levelling Up and Secretary of State.

Members Resolved: to support the draft Byelaws adapted from the Government’s Model Byelaws

Members identified the various Consultations to be the subject of news releases.

None identified

13 February 2023