Meeting Minutes:
Full Council
| Meeting Date: | Monday 5 Dec 2022 |
|---|---|
| Time: | 19:30 |
| Councillors | Jon Aldridge, Angela Baker Vice-Chairwoman, Sarah Compton, Alan Damodaran, Michael Gemmell Smith, Vic Jennings, Alan Layland, Nick Lloyd, Margot McArthur, Stuart McGregor, Angela Read, Peter Smith, Stephen Sumner, Steve Taylor, Bob Todd Chairman. |
| Committee: | Full Council |
| Venue: | Rickards Hall. 72a High Street Edenbridge, TN8 5AR Kent |
| Notes: | |
| Summary: |
Agenda
Minutes
Apologies for absence were received, noted and accepted from Cllrs Gemmell Smith, Lloyd, McArthur, McGregor and Taylor.
19:31 Meeting was adjourned for agenda item 3.
A resident spoke about the Remembrance Sunday event also noting agenda item 12.2. This year the town commemorated the event with a well-attended wreath laying ceremony at the War Memorial in Edenbridge Hospital grounds at 11.00 am, and then later at 2.30 pm Father Stephen led a service in the Church with the Town Band playing. It was noted that there was a lot of social media comments – both positive and negative – which had led to the reason for attending the meeting. 2023 sees the 75th anniversary of the disabling of the Vemark Hydoelectric Plant in Norway which involved Norwegians and British Marines – one of those brave soldiers lived in Edenbridge and whose name is remembered in ‘Bray’ Road by the Eden Centre. The proposal was to help organise an inter-denominational service involving all the clergy of the town, the Royal British Legion (RBL), other uniformed organisations and groups in the town followed with a procession of flags to lay wreaths at the War Memorial. The request was to ask the Council to help facilitate all the groups working together and a submit the road closure application.
The Chairman of the RBL commented on the Remembrance Sunday proposals and said they would be happy to participate and act in conjunction with other organisations.
Another RBL representative, spoke about a small section of the land in front of the Old Police Station which had not been used as part of the site redevelopment. They had spoken to the developer to request purchasing this but had been advised that the developer had offered the land to the Town Council. The RBL requested that the Town Council stand back so that they could have it to develop as a suitable space to include its flagpole.
A resident made representation about agenda item 13.1, asking the Council to seriously consider not to permit access. In the past 17-years of their knowledge, the Council had considered access requests which had been refused. In this case, the resident had already removed a hedge changing the outline and character of the Recreation Ground, and also in doing so had made neighbouring properties and their own, less secure.
19:40 Meeting was reconvened.
Resolved: that the minutes of the Town Council meeting held on 03 October 2022 be duly signed by the Chairman of the meeting as a true and accurate record of the meeting; pages 9783-9790
Cllr McArthur reported the County Council was currently scrutinising its non-statutory outreach services; and the budget for 2023-24. Operation Brock had been reinstated 11 December managing the M20. A new road surfacing material of recycled plastics and bitumen will be used on the Kent roads network, it offers improved and a longer life road surface of up to 25 years providing a cost effective and cheaper maintenance surface. She expressed huge disappointment with commercial bus services withdrawing their services, particularly affecting Leigh and Pensuhurt.
The Gatwick Fund was reopened for applications for community projects across Sussex, Surrey and Kent; awards of up to £100k were available
Cllr Layland mentioned the current Sevenoaks District Council (SDC) draft Local Plan Reg 18 consultation, closing date 11 January 2023
Resolved: to adopt the minutes of the meetings and numbered:
- Planning Committee – 17 October (9755-9757);
- Planning Committee –7 November (9805-9807);
- Planning Committee – 21 November (9817-9820).
Resolved: to adopt the minutes of the meeting and numbered - 31 October (9797-9802).
Resolved: to adopt the minutes of the meeting and numbered:
- 10 October (9791-9792);
- 14 November (9813-9816).
Resolved: to adopt the minutes of the meeting and numbered - 07 November (9808-9812).
Resolved: to accept the recommendation of the Forward Planning Steering Group
Resolved: to accept the recommendation of the Personnel Committee
Resolved: to accept the recommendation of the Personnel Committee
Resolved: to accept the recommendation of the Personnel Committee
Resolved: to accept the recommendation of the Personnel Committee
Resolved: to accept the recommendation of the Finance Committee (10 October)
Resolved: to accept the recommendation of the Finance Committee (10 October)
Resolved: to accept the recommendation of the Finance Committee (14 November)
Resolved: to accept the recommendation of the Finance Committee (14 November)
Resolved: to accept the recommendation of the Finance Committee (14 November)
Resolved: to accept the recommendation of the Finance Committee (14 November)
Resolved: to accept the recommendation of the Finance Committee (14 November)
Resolved: to accept the recommendation of the Finance Committee (14 November)
Resolved: to accept the recommendation of the Finance Committee (14 November)
Received and noted. The Chairman referenced the Games Club, noting that residents attending the Club had said that they appreciated the Clerk and Councillors popping in and chat – it was a good opportunity to discuss various matters.
Electric Vehicle Chargers (EVCs) under the Kent Smarter Travel Scheme (KSTS),was looking promising for the installation of four 7kw chargers for Market Yard car park.
The information in the Town Clerk’s report was noted: following site review of valuations for the listed buildings Church House and Rickards Hall, and Doggetts Barn, the valuation reinstatement costs had shown a significant increase in value.
- Doggetts Barn was £719,663 now £892,625 / £967,625 to include the courtyard, outbuildings and fences. Difference of £247,962. A 34% increase.
- Church House & Rickards Hall was £1,720,950 now £2,847,775. An 65% increase.
The additional insurance premium for this was yet to be confirmed but estimated at £1,200.
The draft budget presented to Finance Committee had already assumed an uplift to the insurance for these buildings but would not be enough.
Members unanimously, Resolved: to receive the revised valuations, the additional insurance premium adjustment and to increase the draft budget for 2023-24 by a further £1,200.
Cllr Sumner proposed to support the motion to transfer the unallocated grant money to a reserve fund for future awards; Cllr Layland seconded
Members unanimously, Resolved: to transfer the 2022 unallocated funds of £1,290 to a reserve code for future requests
Members received the Consolidated Balance Sheet report up to 31 October 2022.
Members received the Finance Committee Chairman’s (Cllr Lloyd) report - presented by the Town Clerk - and the budget summary and detailed budget comparison reports for the proposals for 2023-24 budget.
It was noted the Finance Committee (14th November) had supported the budget proposals. This had since been adjusted by £1,200 to reflect updated valuations of Church House and Rickards Hall.
Members acknowledged the NJC pay award had had an impact on the staff costs and high inflation costs challenges. The General Reserves position were in a reasonable position but below the recommended levels of at least six-months expenditure.
Members unanimously, Resolved: the draft budget for 2023-24 with an expenditure of £771,841; other income £92,773.
Members noted the current cost of living crisis and the challenges also to the Council with managing it services, facilities and budgets. The Precept recommendation from the Finance Committee was to increase the Percept to ensure a balanced budget, not drawing on the General Reserves. Taking into account other budgeted income, the Precept needed would be £679,068 (3.46% increase).
Members noted that the taxbase (the figure used to calculate the Band-D precept) was yet to be confirmed but was expected to be higher than 2022-23 (3,819.62).
Cllr Baker proposed that the Precept should increase by 5%. Past experience had shown keeping the increase to a minimum had created future problems, and Members should also be considering the future General Reserves position. Cllr Jennings seconded the motion.
Members voted, 7:1 supported the motion, and Resolved: to increase the Precept by 5% to £689,182.
Members noted that the budget would be published on the website and represented to Council January meeting to confirm and the Band D precept payment.
Members received and confirmed the forecasted General and Ear-marked reserves:
| ETC - Reserves Forecast | 31/03/22 Opening | Accrual Release | Planned Mvmts | Year End I&E | 31/3/23 Closing | 31/3/24 Closing |
|---|---|---|---|---|---|---|
| Neighbourhood Plan | 15,000 | 15,000 | 15,000 | |||
| Election | 11,500 | 4,000 | 15,000 | 4,000 | ||
| Depreciation Equipment & Tools | 1,000 | 2,000 | 3,000 | 3,000 | ||
| 10/30 Year Building Plan | 80,117 | 80,117 | 80,117 | |||
| 10/30 Open Spaces Plan | 225,064 | 225,064 | 225,064 | |||
| Cemetry / Community Warden | 4,771 | 4,771 | 4,771 | |||
| Staff | 12,000 | (12,000) | 2,000 | 2,000 | 2,000 | |
| Grants and Projects Carried Over | 8,729 | (8,729) | - | - | ||
| 357,181 | (20,729) | 4,000 | 4,000 | 345,452 | 333,952 | |
| General Reserve | 250,812 | (6,784) | 244,028 | 244,028 | ||
| 608,993 | (20,729) | 4,000 | (2,784) | 589,480 | 577,980 |
Members unanimously, Resolved: a budget of up to £500 for a consultant to help with the Council’s response to the Sevenoaks District Regulation 18 consultation
Members unanimously, Resolved: to appoint a Working Group and delegated authority to prepare and confirm Council’s representation on the Local Pan Reg 18 consultation
Members appointed: Cllrs Aldridge, Baker, Layland, Lloyd, McArthur, and Todd. Other Members could attend meetings and be involved in the response.
Members noted that the works for the new 40-mph buffer zone were expected to be completed within about three-months. The total cost was £5,019.43 (under £10k budget).
Members noted the Clerk’s report and resident representation. There was a short discussion where Members agreed a coordinated approach bringing all organisations and groups together would be a good thing. A meeting would be arranged for Spring 2023 to start the discussion and preparations. The Chairman thanked the resident for attending the meeting and willingness to help with next year’s event.
Members unanimously, Resolved: to support closing the office one day a week during January and February to allow progress of the IT File Storage system move to Cloud based storage.
A meeting with partners and Elaine Murray of the Forget-me-not-café would be organised for January to discuss resources, training and moving the initiative forward.
The National Association of Local Councils (NALC) and the Society of Local Council Clerks (SLCC) has been campaigning for improved standards to help address issues of bullying, harassment and intimidation and have put Civility and Respect at the top of its agenda. At the May Council meeting, Members supported writing to Tom Tugendhat MP to request calls for government to establish appropriate and effective sanctions mechanism to deal with issues in the sector and to improve standards on Civility in public life.
A copy of the Civility and Respect bulling and harassment statement is published on the Council’s website.
NALC and SLCC were asking Councils to take the Civility and Respect pledge. So far, 727 councils had signed up to this. By taking the Pledge, Councils were agreeing they will treat councillors, clerks, employees, members of the public, and representatives of partner organisations and volunteers with civility and respect in their roles.
Members unanimously, Resolved: to support the Civility and Respect Pledge and confirmed the Pledge statement
Cllr Layland reported the Working Group had had a discussion with an event company (as a possible option) and were now looking for a second quote. This would be reported back to Council. It was noted that Buckingham Palace had yet to announce details on suggested celebrations.
Members received the amended meeting schedule for 2023 which included a change to the Annual Meeting and first meeting of the new Council, which would now be on Wednesday 10 May 2023.
Members received a proposal based on creating a large board/poster promoting aspects of Edenbridge heritage including the graveyard trail, the town trail, the museum and including some interesting "did you know?" stuff as the hooks to showcase Edenbridge with a tourism angle. Members noted that the quote provided varied depending on the level of interaction. They also noted a resident’s email outlining their views.
Members unanimously, Resolved: a budget of up to £1,500 to create a suitable large poster/board to promote Edenbridge and tourism for the Town Station waiting room.
Members received a resident’s email request to grant access from the rear of their property (31 Coomb Field) on to the Recreation Ground; this was to allow Access for a family relative and suggests they would replace the gate once access was no longer needed. Members viewed the boundary lines on the Land Registry deed and photographs of the hedge removal with the new fence which had been installed on the resident’s land. Members noted the hedge and fence were on the resident’s land, but that it was disappointing that they had opted to remove the hedge as this did have a detrimental impact on the character of the area.
Regarding access through the gate on to the Recreation Ground, Members noted previous requests had been refused (the four at the rear of Lingfield Road are historic).
Members, Resolved: to refuse access rights from the rear of 31 Coomb Field on to the Recreation Ground. Members agreed to refer to the Open Spaces Committee to consider what could done prevent access including the byelaws and installing a potential boundary line barrier.
20:01 Two members of the public left the meeting
The report supplied with the meeting papers was noted, and the need that both Church House and Doggetts Barn (both listed buildings) had beetle wood infestation issue which would require treatment.
Cllr Sumner proposed, and Cllr Baker seconded, to request a second opinion and quote before making its decision
Members, Resolved: to defer its decision to the January meeting following an opportunity to obtain a second opinion and quote.
Members recognised that to allow for any infestation treatment works, the office would need to close for a period. For the Museum this would a massive inconvenience and may require the work to be carried out in sections which would need to be factored in, and with sufficient notice given; it was noted the museum does close to the public January to March.
Members unanimously, Resolved: the Council office to be allowed the time for infestation treatment, closing for one week.
Members unanimously, Resolved: the expenditure of £700 plus VAT for the Town Clerk and RFO to attend NABMA and NMTF one-day Conference on Markets Activating High Streets, 26 January 2023.
20:54 Cllr McArthur joined the meeting
Members noted SDC had a fund limit before inviting bids. With the current CIL funds majority allocated, and that Bids can either be awarded in full, declined or deferred, Members considered if there should be limit before inviting bids or to have an annual meeting.
Members unanimously, Resolved: to not have a fund limit and to continue with the twice-yearly meetings. It was noted the fund balance could be advertised with the window for Bid invitations.
Cllrs Jennings and Layland had attended the Citizens Advice (CA) AGM.
Budget and Precept 2023-2024.
In view of the confidential nature of agenda item 18 to be discussed, the Chair proposed that the press and public be excluded from the Chamber. Public Bodies (admission to meetings) Act 1960 and the Local Government Act 1972 s100 and 102.
There were no members of the public in attendance
Members noted the representation and request from the RBL to take over this area of land. They discussed the site, its location, the potential to provide a community area and which organisation was best placed to ensure maintenance longevity for this area. Members voted, the majority vote (7:2)
Resolved: to proceed with the negotiations with the developer securing the land at the Old Police Station fronting the High Street creating a suitable small garden/seating/amenity fitting for the existing flagpole and the community.