Meeting Minutes:

Apologies were received, noted, and accepted from Cllrs J Aldridge, A Damodaran, S McGregor, A Read, S Taylor, and B Todd.

None.

A member of the public confirmed he wished to hear the discussion regarding item 9.10.1 regarding the request to consider permission being given to a group to fly electric powered model aircraft at the Recreation Ground. A copy of the Risk Assessment and his insurance had been submitted for consideration, and he did not wish to add anything to previous e-mails. Two further residents stated their support for the application, saying “it was nice to see a different hobby”, “flying on the Rec was not impacting the well-being of others”, and “encouraging other young people to learn new skills in constructing the planes”.

One resident expressed concern that there was a possible proposal regarding no dogs off leads at open spaces (item 9.10.2) and why the change was being suggested

Resolved that the minutes (9808-9812) be signed by the committee Chairman as a true and accurate record of the meeting.

Members noted the position to 31 January, two months away from the end of the year. There were no comments.

The Head Groundsman had noted that one of the willows on the edge of Stangrove pond had split and part was leaning against a neighbouring tree. It required climbing work to remove the damaged stems, therefore not within the scope of the groundstaff. In consultation with the committee chairman a costing of £600 plus VAT was accepted, for the work to dismantle and remove the fallen stems, and tidy the wound. This was programmed as soon as possible.

The company which supplies, installs, and maintains the High Street hanging baskets display, and removes at the end of season, confirmed its price for this year at £5,524.50, which was just under the budget allowed. This was an increase of £2.50 per basket. In consultation with the committee chairman, the cost had been accepted in order to progress the order for this year. If the growing season proceeds smoothly, the display should be in place by the late May Bank Holiday.

Resolved: to ratify the above decisions, for expenditure of £600 plus VAT on the willow tree works at Stangrove Pond, and £5,524.50 plus VAT for the High Street hanging basket display.

The large pane of glass previously smashed in the bus shelter on Main Road opposite the Swan was damaged again in November. The Clerk approved a further replacement pane of clear toughened glass at a cost of £215 plus VAT from the Vandalism budget. Over the weekend 17/18 December a second pane of glass was damaged, leaving only one intact at that stage. A further replacement was ordered at £215 plus VAT, and the incidents reported to the police as criminal damage.

Resolved: to ratify the above decision for expenditure of £430 plus VAT on replacing the glass panels, to monitor the situation at the bus shelter on Main Road, and bring the item back to committee if there was another incidence.

Members noted that the Clerk and Deputy met with the new owner of the property previously known as Tanyard House (now Tanyard Cottage) and were able to agree a figure of £70 to pay for water that had been used to top-up the adjacent Mill Leat feature. The quantity of water added to the Mill Leat varies with the seasons and weather, as the amount of rainfall contribution varies from month to month. A sub-meter records the usage, and a reading had taken from which to go forward.

As not all the water recorded on the main meter entering the building goes out through the sewage system, on behalf of the owner an application for Non-return to Sewer Allowance had been made – awaiting response. Members would be advised of the eventual outcome.

Members noted the routine and seasonal work carried out by the groundstaff. This included the winter tree inspection, with one item reported for further inspection, and the winter memorials check in the Cemetery and Churchyard. The annual decompaction of the sports pitches at the Recreation Ground and at Mowshurst was postponed, and now expected to take place at the end of February.

Two items of equipment were due for replacement on the Asset Register in next financial year. One was the back-pack blower priced at £480 plus VAT, the other was a dimple pitch marker which had been repaired but was failing, priced at £588 plus VAT.

It would be useful if the groundstaff could carry out small welding repair tasks in-house, rather than out-source. A training course in arc welding was available at a cost of £425 (this could cover all four of the team). 

It was Resolved: to make the purchases, total £1,068 plus VAT, from funding in the current year budget.

It was Resolved: the expenditure of £425 be used for arc welding training for the groundstaff team

There was a query as to whether maintaining water levels in the Mill Leat has been affected by natural evaporation, or whether the structure (built in 2007) had developed a slow leak. It was difficult to assess. The original constructor had commented that the feature was built to be robust and withstand a degree of ground movement. The “stream” channel setts were laid into a layer of bitumen on top of a concrete raft, and the two pipes running up and down either side of the channel are of thick blue “water main” material.

It was
Resolved: for the time being to continue to monitor the feature water levels, as members thought it could be due to evaporation.The company would be able to visit and visually inspect the structure (dry weather and clean empty Leat required), and carry out a pressure test to establish whether there was a problem. The cost for this investigation would be £800 plus VAT.

It was Resolved: for the time being to continue to monitor the feature water levels, as members thought it could be due to evaporation.

Members noted the record of activity November/January: two interments of ashes; two burials.

The Clerk and Finance Officer in December attended a training on SLCC Cemetery safety and memorials, the presentation link was also made available to councillors for them to review the Burial Board responsibilities. The groundstaff had also watched the webinar as refresher training.

The 2022 Diocesan Quinquenniel (five-yearly) report on the condition of the parish church and the Churchyard identified the need for repair to a short section of the stone wall between Cemetery 1 and the Churchyard, damaged by weathering. The groundstaff had been able to retrieve much of the dislodged material, and costings had been sought for repair.

One company had quoted at £400 plus VAT, (plus a further £400 if a further small hole is addressed, along with some repointing where necessary) with sand and cement mortar. A second company identified a corresponding linear crack on the Cemetery 1 side of the wall, and quoted £985 plus VAT to repair the larger hole and the linear crack, and £485 for the smaller hole and repointing, all with suitable lime mortar – a total of £1,470 plus VAT.

Churchyard/Market Yard car park wall
The Diocesan report also noted the north (Market Yard) brick boundary wall required patch pointing near the top, and had open joints to parts of the brick coping. The Churchwardens have advised that neither of these items would require a Faculty from the Diocese. 

No comment was made on the alignment of the north wall, which had been raised by the previous Quinquenniel inspection. The results of a survey at that time prompted the Council in 2018 to instigate the process for repointing, and proposed rebuild of a section at the western end of the wall. This involved obtaining a Faculty from the Diocese, and planning consent for Listed Building alterations. For a variety of reasons (including the Covid Pandemic in 2020) the works did not progress after the SDC planning consent was finally granted in October 2019. Both consents had now expired, but funding remained ear-marked for the works (£16,000).

Full Council last month resolved that Open Spaces committee should consider the way forward. Costing has been sought for the patch-pointing (both sides, plus coping) from one company at £2,850 plus VAT using sand and cement mortar, from a second company using lime-based mortar at £2,260 plus VAT.

It was Resolved: to appoint Prelude Stone to carry out the repairs to the Churchyard eastern stone wall work using lime mortar for a total of £1,470 plus VAT.

It was Resolved: to appoint Prelude Stone to carry out repairs to the Churchyard/Market Yard boundary wall using lime-based mortar at £2,260 plus VAT.

It was Resolved: that following the repointing repairs the groundstaff should monitor the wall with a monthly visual inspection, and an annual professional inspection be carried out (cost to be confirmed).

It was noted Edenbridge Allotment Garden Association (EAGA) at Forge Croft site had sent plot holders reminders about the plot rents becoming due by 1st April, and the correct process if they were giving up their plots. A number have given notice that they are resigning their Tenancies. Recent Council promotion had attracted some new interest and plot-holders.

A letter was sent from the Clerk in November to all tenants regarding plot conditions. There still remained an issue with a tenant over the condition of their plot and inappropriate storage of non-allotment materials, which the Clerk was working with EAGA to resolve.

The last free Bulky Waste Collection date of this financial year was on Saturday 21 January, with the collection vehicle calling at four locations. Sevenoaks District Council advised in early January that the cost had increased to £480 plus VAT, due to additional staff member required to be present for health and safety reasons.

There had been some difficulty with the volume of waste at the first collection point, which necessitated a second vehicle being sent out, causing delays of the allocated timings at the subsequent locations. Some of those using the service left their items and did not wait for the collection vehicle.

The cost per collection date in the next financial year being £480, and the budget allocation for this service was £1,300, therefore the number of collections would need to be reduced to three in the year, or overspend by £620.

Members unanimously Resolved: to maintain the quarterly collection schedule at the additional cost of £620

Members noted the additional litter bin at the older children’s section of the playground playground was ordered and installed outside that end of the fenced area. The replace-
ment gates for the playground were delivered mid January and were due to be installed shortly.

Further funding to complete this project was approved by the CIL board at its meeting 21 November, and the licence for the work from Kent Highways was amended to reflect the required change of column position, and the project completion dates. The works were completed in the week after New Year. UK Power Networks have paid the partial refund of £1,700 for trenching works not required.

The County Councillor undertook to follow up committee’s request for response from Highways regarding a suggestion for alternative location for the proposed shelter. She eventually received a detailed reply mid November, which was circulated to councillors, stating that there was no suitable alternative location suitable along the stretch of lane to locate a bus shelter which met the legal criteria for accessibility.

It was Resolved: to confirm the project was not currently viable, and to return the CIL allocated funding

A contractor who could take on the repair to the abutments in the river bank beside the Retention Dam had visited the site last week. They commented this element of the works needed to be addressed to protect the banks, and thus the overall dam and bridge structure. It would involve requesting access from land-owners on either bank, for the necessary machinery, and also siting of welfare facilities for the crew.

A budget estimate up to £40,000 had been provided, detailing the works required. The existing bridge beams could be repaired, but would not meet current specifications so would need strengthening also. The advice was that it would make sense to install a new bridge which met specifications, in pressure treated timber for a 30-year serviceable life. Therefore the estimate to remove and dispose of the existing bridge, supply, and install the new structure, would be £19,250 plus VAT. The total works estimate would be just under £60,000. Members noted that the dam bridge did not serve a Public Right of Way (PROW).

The Council does not have funding for this project in the coming financial year, or in its maintenance plans.

Resolved: to contact the riparian owners on either side by the Retention Dam regarding the bank works, and meanwhile remove the bridge, as there is another (Public Right of Way) bridge a little further along Church Street at a cost of £8,000 plus VAT.

The three donated trees were planted at the rear of Blossoms Park on the western side of the cricket pitch, after extensive scrub clearance work carried out by the groundstaff. The Rotary Club have provided their memorial plaque for installation. The Cricket Club and a local family would be doing so for the other two trees.
Following disappointing damage to another Jubilee Tree, this time at the Lingfield Road Recreation Ground

It was Resolved: to replace the Tulip Tree, at a cost of £50 from the vandalism budget.

It was noted complaints continued about non-users of the park occupying the small number of parking spaces. Letters sent to neighbouring properties produced some improvement for a while, but the problem returned. Notices placed on vehicles occupying spaces frequently and over night (the latter is not permitted under existing and draft Byelaws) have not resolved the issue. There is no residential parking allocated.

There were also problems with the increase in hirings of the Cricket Club pavilion and vehicles parking on the car park extension the Club installed as part of their planning permission. The parking arrangements at the Park were originally designed to support summer activities.

Some vehicles now have encroached onto the grass, making ruts in the winter wet weather conditions. The Clerk authorised notices asking users not to park on the grass area, at a cost of £219 plus VAT. The use of this area is exacerbated by hirers and park users being unable to use the concrete area.

The head groundsman further reported the growing deterioration of the parking extension area at Blossoms Park. Even the central section of the route across to the parking on the supported surface was severely churned mud, in addition to the deep ruts in the grass either side previously reported. The surface is not sufficiently robust to withstand the current volume of pavilion hirers’ traffic in winter conditions. It had been suggested that the gate through to the extension be closed, to prevent further damage. The club was considering what action to take, as the current situation was not sustainable.

Members Resolved: to investigate other possible action to control overnight parking and non park user vehicles which regularly occupy spaces, including use of a parking pay app.

Members Resolved: to advise the Cricket Club that they needed to manage the hirers’ parking arrangement.

It was noted the schedule of works recommended from the periodic external tree inspection report (approved at July meeting) had been carried out. The Cricket Club had subsequently requested further reduction to a long limb of an oak tree extending over the nets at Blossoms Park. It was not identified for work in the external survey last year, and the Council’s tree surgeon had commented that the limb did not appear to have any visible faults or cause for concern. Should members wish to remove the limb, he costed the work at £275 plus VAT.

Given the location of the tree near the nets, should members wish to reduce the crown of the whole tree to mitigate any future failure, he suggested a reduction shortening higher and lateral spread by 2-3m to suitable growth points to shape, at £850 plus VAT.

Following the absence of further quotes for the autumn hedge-cutting work at Blossoms Park, the Recreation Ground, Mowshurst, and Forge Croft allotments, (reported last meeting) in consultation with the committee chairman the existing contractor was commissioned at a cost of £1,895 plus VAT. There was a delay, until ground conditions improved for access.

The head groundsman confirmed the need for the usual post-summer skate ramps riding surface maintenance. In consultation with the committee chairman six whole sheet equivalents were replaced by the constructor at a cost of £1,692 plus VAT, the work was completed in the week before Christmas.

Annual service in November of the Mill Leat water pump, and the Sports Pavilion sewage pump revealed no problem with the former, but a major problem with the latter. The connection between the high-level floats and the control panel had failed, so the auto-activation of the pump did not take place, and it appeared that someone had silenced the alarm sounder without reporting the issue. The service engineer was able to operate the control only on manual to activate the pump and empty the sewage pit. With sports and social events scheduled, urgent resolution of the issue was required.

Components for the control panel inside the Pavilion were now obsolete. A quote was provided to supply and install a modern panel, including an audible alarm sounder, and an LED display strip highlighting the fault code number. A thorough empty and jet-out of the sewage pit by tanker was also recommended, to protect the heavy duty sewage pump for the future, also replacement of the guide rails for raising and lowering the pump. There was £2,091 available in the budget for any work required to the pumps after the initial cost of service visits at £175 each.

The committee chairman approved a total of £1,793.75 plus VAT, to include the tanker visit, replacement of the pump guide rails, chain and shackle, and the provision and installation of the
new control panel in the Pavilion. This was achieved by the end of the month.

The 10-year plan budget included funding for replacement water tank valves as necessary at Swan Lane site. A plot-holder reported an issue with a permanently-running water inlet on one of the tanks, although this did not seem to fill up and cut-off. There appeared to be no tank leak, and no obvious damp area on the ground, but the valve unit was damaged, and so it was replaced at £84.30 plus VAT. But the failure to fill fault continued, and the inlet was tied up to prevent refill. A hole underneath the tank became apparent, and a replacement tank was ordered at £220.81 plus VAT. This has been installed ready for the new growing season.

The notice board at the front of Blossoms Park is due for replacement, and the local Youth Workers have asked if they could have space to display information relevant to many of the users of the skate ramp. If the current single-window design is replaced by a two-door design, the Town Council’s information could be displayed in one half, and the “youth” information in the other side.

Resolved: to reduce the crown of the oak tree as suggested at a cost of £850 plus VAT.

Resolved: to ratify the above decisions, for expenditure of £1,895 plus VAT on the autumn hedge cutting at four sites, and £1,692 plus VAT on skate ramp riding surface maintenance.

Resolved: to ratify the action taken to resolve the issue with expenditure of £1,793.75 plus VAT

Resolved: to accommodate the request, and to commission from a local woodworker a bespoke
two-bay oak board, six x A4 posters on both halves, with Perspex “glazing” material, self-sealing internal pin-board, access locks, and oak mounting posts at £869.

Members noted Column 137 was actually inside the grounds of the entrance to Edenbridge Hospital, not on Mill Hill itself. Column 139 was hit by a lorry in an accident in December, and was removed by KCC Streetlighting as an emergency, with UKPN also called on to make safe. Kent is charging the Town Council £1,724 plus VAT for the attendance, which was called out by the fire service. Council has both fire and police incident references, and an insurance claim is in progress.

The total for the seven lights proposed is £17,005 plus VAT, leaving £7,995 available from the budget allocated for this next phase. Approximately half of the Council’s lights were now LED lanterns, and there was a suggestion that Council should consider swapping to LED lanterns for all its lights, being more energy efficient, and the comparative costs and savings have been investigated. Each LED would use 60% less energy, at current costs saving £34 a year, likely nearer to £50 with the anticipated rise in energy charges for the new year.

replace a lantern with SL8 LED lantern costs £350 each. The £7,995 remaining in the budget
would allow 22 upgrades to LED. At November Open Spaces meeting members resolved (Item 7.5) to move £2,832 remaining in the 2022/23 replacement budget into Open Spaces reserves, towards the next phase of replacements. This sum would allow a further eight upgrades.

Resolved: to proceed with the proposed seven column replacements, and with upgrading a further 30 columns to LED lights.

It was noted the draft Byelaws approved at last the meeting were sent to the Byelaws Team at the Department for Levelling Up, Housing and Communities at the beginning of December for comments/approval. A response was awaited.

The existing and proposed byelaws do not permit flying of model aircraft. At the November meeting, Members considered a request to permit a small group (3-4 people) of model aircraft enthusiasts to fly at the Recreation Ground, specifically at the section south of the rugby pitches (behind the tree line). The Committee decision was for a Risk Assessment and insurance to be provided, which was received (circulated). The resident making the request had provided for himself: British Model Flying Associate (BMFA) membership and competency certificates; BMFA Public Liability Insurance; BMFA Risk Assessment. They were unable to produce the group insurance that members requested as there was no formal group, nor intention to establish one.

The Deputy Clerk’s report had been received by Members and noted. It said: if permission was granted this could produce difficulties in monitoring, and ensuring anyone flying was a member of the group and had current insurance. Council’s insurers had highlighted the ‘Drone and Model Aircraft Code’ produced by the Civil Aircraft Authority, covering legal heights, distances from people and no-fly areas. This included flying no closer to people than 50m horizontal distance (but not others who are involved in the activity) nor over people gathered in groups. It also includes keeping 150m away from residential, recreational, commercial, and industrial areas. The Recreation Ground being a sports facility/park recreational area, would be included.

Members considered a group of residents’ representations received under public questions (item 3). There was some discussion, and sympathy for the residents. Members said that they could not see the hobby as harmful and thought it a positive activity to support. Cllr Layland agreed, but asked for more detail in the Risk Assessment. Cllr Jennings seconded the proposal.

Members voted, and unanimously Resolved: to permit the small group of enthusiasts to fly electric powered model aircraft at the Recreation Ground, subject to the detail of the Risk Assessment to be finalised and overseen by Cllr Layland and the Town Clerk.

The Town Clerk asked for the minutes to record that this decision was made against her and the Deputy Clerk’s advice and recommendation to refuse. That she would not sign off a Risk Assessment, but would refer this to the Council’s Health and Safety consultancy company for their opinion. The guidelines do not support this activity on recreation areas and nor are there sufficient controls.

Members were reminded that the dog “byelaws” sit with the District Council, but wished to consider the possibility of requiring all dogs to be on leads at Council open spaces and to consult the local community. Consultation detail had not yet been drafted

It was Resolved: this matter should be progressed once the new Council is in place.

December Council refused permission to the resident requesting a gate access onto the Recreation Ground from a Coomb Field property, and the applicant had confirmed that they would not use the gate, and that it would be permanently screwed shut. Should there be evidence that the gate was being used for access onto Council land then this would be followed up.

Recently it was noted that the property was being advertised for sale, stating there was rear access onto the Recreation Ground. The Clerk contacted the estate agent and the property owner to request removal of this item from the property description. Both agreed to do so immediately. The owner was reminded that he had undertaken that the “access” would be removed from his fence should the property be sold.

The current and proposed byelaws provide for no climbing or removal of any barrier or structure provided for laying out the ground. 

It was Resolved: to reinstate the chainlink fencing which had run through the centre of the hedge and which denoted the boundary line between the Recreation Ground and the housing estate.

Cllr Aldridge had provided a summary report on behalf of the Working Group which explored two CCTV options for the Recreation Ground during summer/autumn 2022:

1. A CCTV system of cameras connected to local storage (in the pavilion). This would not be monitored in real-time, but would have capacity to store several weeks of recordings under usual operation. Recordings could be remotely accessed (subject to an internet connection being available).
2. A CCTV System connected to the SDC Control Room. This would be recorded 24/7 and proactively monitored by the SDC control room. A video stream could be fed from this system to a responding Kent Police vehicle.

Option 1 – Locally hosted cameras.

A local company provided a quote for a self-monitored system comprising:

• Two manoeuverable (PTZ) cameras, mounted on separate 4-meter columns.
• A controller to be mounted in the pavilion. This would provide storage for video.

Installation cost for the above £6,850.93. Ongoing costs would be maintenance and potentially an internet connection to allow remote access.

Option 2- SDC Hosted Option

A quote had been received via SDC’s contractor for the SDC-to-site cable installation and annual fees:

• Installation of a cable to the west car park was quoted at £22,500. Installation via the east car park was £10,500. Price-aside, the west route would be preferred.
• A fee of £100/month would be charged for the data connection.
• An annual monitoring fee would be charged by SDC of £1000/camera.

Due to the magnitude of these costs, a further quote for the camera equipment and installation had not been requested, but the cost of these is likely to be similar to the total of Option 1.
Observations:
While the SDC route clearly offers a better system – one that could proactively interfere with antisocial behavior as it occurs (either by the CCTV operators autonomously spotting the activity, or by responding to a real-time request from the police) – the lack of flexibility in how it could be provisioned on this site leads to high installation costs as well as significant annual costs. 

The lower cost of the self-hosted option was attractive – and merely installing a system would likely have a deterrent effect. However, consideration should be given to how effective it would be at preventing or responding to antisocial behavior in practice.
A likely scenario was that a complaint would be received by the Council about behaviour the previous evening/weekend. A suitably qualified member of staff would need to review stored footage from around the time identified in the complaint, and decide whether there was sufficient quality video depicting the offending behavior to warrant forwarding to the police for their further action. This could be a time-consuming activity, with a limited likelihood of the police taking further action.

Resolved: to continue to monitor the situation this year and review at the end of the summer.

Members previously decided that they would like to run another local gardening competition, and the budget allocated for this activity` is £1,000.

It was Resolved: that officers should make preparations and advertise this event, with councillors nominated in June as judges

Ready Steady Grow gardening competition.