Meeting Agenda:
Full Council
| Meeting Date: | Monday 15 May 2023 |
|---|---|
| Time: | 19:30 |
| Councillors | Jon Aldridge, Angela Baker Vice-Chairwoman, Sarah Compton, Michael Gemmell Smith, Alan Layland, Margot McArthur, Stuart McGregor, Angela Read, Stephen Sumner, Steve Taylor, Bob Todd Chairman. |
| Committee: | Full Council |
| Venue: | Rickards Hall. 72a High Street Edenbridge, TN8 5AR Kent |
| Notes: | The four-yearly election for Edenbridge Town Council was this year uncontested, as there were only 11 candidates nominated for 15 places. Apart from the Chairman and Vice-Chair, councillors retired together on the fourth day after the elections and when the new the new council’s term begins. |
| Summary: | Annual Meeting shall be held on, or within 14 days after, the day on which the Town Councillors elected |
Agenda
Minutes
To receive and confirm all Members Declaration of Acceptance of Office have been signed
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.
All Members have received a welcome letter, the Declarations of Interest paperwork for completion and are reminded that they must complete and return their Declarations of Interests, via the Town Clerk, to the Monitoring Officer at Sevenoaks District Council within 28 days of the Election. All members have been provided with an electronic copy of the Good Councillors Guide which identifies the role of councillors and the Council.
- Planning and Transportation Committee - 13 March (9892-9895);
- Planning Committee - 3 April (9900-9904);
- Planning Committee - 24 April (9911-9912)
- Finance Committee – 27 March (9896-9899)
- Open Spaces Committee - 17 April (9905-9910)
Do Members Confirm the Existing Committee
| Procurement Procedures |
Do members want to establish any additional committees?
Last Reviewed by Finance and Governance 15 February 2021.
Do Members confirm and adopt the Terms of Reference?
| Terms of Reference |
TORs allow for members appointed by Finance Committee, however as this is a new council, and a meeting is scheduled for May, Members need to be appointed by Council.
(*NB: some fees based on 2022-23)
Varies to cuts and management works
Town Field, playground inspection, weed spraying on residential estate (varies to cuts and management works)
To appoint representatives for each external body/organisation.
Do Members confirm the Council’s Assets and the closing balance for year-end 2022/23 of £4,296,021.92?
| Fixed Asset List |
(Year 2 of 3; includes the uplift of buildings revaluations 2022 and 12% index link)
The renewal is due 20 July. Based on last year’s premium and adjustments for revaluations and additional assets, the premium has been estimated (confirmation will be received early July). Last year, the Council accepted a 3-year long term agreement option to allow maintain an idea of the premium for that period with only changes to Insurance Premium Tax (IPT) and Index linking (this has been confirmed for the current year at 12%). Council insurance details and levels are published on the website (see above link).
Do Members confirm the Council’s insurance needs and levels and the annual insurance estimate premium of £16,621.54?
| Insurance Cover |
Figures quoted are on last paid invoices and may increase unless stated otherwise
Do Members confirm the subscriptions 17.1-17.14?
There is currently no Standing Orders.
Do Members confirm the list of direct debits?
| 18 Direct Debits.pdf |
Council Standing Orders and Financial Regs does not specify that signatories need to be Finance Committee members. Below is a list of the Council’s accounts and signatory requirements; each account requires two signatories plus the RFO or Town Clerk to raise the payment/s.
| Account | Minimum | Currently Have | Need Additional |
| Barclays | 6 | 4 | 2 |
| CCLA | 4 | 3 | 1 |
| Lloyds | |||
| Charity Accounts (Natwest a/cs) | 3 | 2 | 1 |
| Norman Foundation (investment accounts - Scottish |
Members to confirm and appoint signatories to each account.
| Confidential Annex Omitted from Papers. |
Do members confirm the Complaints Procedure?
| Complaints Procedure |
Do members confirm the Council policies, procedures and practices under its obligations under the FOIA and GDPR?
| Retention and Disposal Policy |
| FOI Publication Scheme |
| Information and Data Policy |
| Privacy Policy |
Do members confirm the Communications Policy?
| Communications Policy |
General Power of Competency (Localism Act 2011, sections 1 to 8) allows eligible Councils to have more choice and flexibility to carry out its powers and duties (within the law). To use the GPC, the Council must resolve it meets the eligibility criteria at the first annual meeting of the new council after the ordinary elections (4-yearly).
Criteria for eligibility:
- The number of councillors elected at the last ordinary election must equal or exceed two thirds of its total number. ETC currently meets the criteria: 11 members stood for 15 vacancies and was uncontested at the May elections.
- The clerk must hold at least one of the sector-specific qualifications. ETC’s Clerk holds CiLCA.
The benefits GPC can be used for most of the activities the council carries out and enabling it to deliver a wider range of activities, rather than without, and using the Local Government Act 1972 section 137 legislation. S137 only allows limited expenditure, currently set at £9.93 per elector in the area.
Do Members confirm Edenbridge Town Council continues to meet the eligibility criteria and to adopt the General Power of Competency for the current new Council?
| More information of GPC |
The annual calendar of meetings was approved by the December Council.
Do Members request any changes?
| Calendar of Meetings |
The Internal Auditor attended on 11 May; he did a thorough view of the end-of-year accounts, the Council’s reserves and other risk management procedures were covered.
Report to follow (will be uploaded on to website here).
Do members confirm the Internal Auditor’s report?
A copy of the end-of-year EDGE finance reports is attached with the Bank Reconciliation, and the budget comparisons. Summaries below
| ummary of Budget Comparison 2022-23 | ||||
| Budgeted | Actual year-end | |||
| Total Expenditure | £719,365.00 | £668,119.90 | ||
| Total Income | £729,582.00 | £758,797.52 | ||
| Surplus/Deficit | £10,217.00 | £90,677.62 | £68,435 | Movement to Earmarked Reserves |
| Actual total movement | £22,242.62 | in to General Reserves | ||
| (This excludes the CIL income and expenditure) |
Consolidated balance position including Earmarked and General Reserves
| Edenbridge Town Council - Reseves View Sheet | |||||
| As of March 2023 Actual Year End | |||||
| BASED ON THE I&E ACCOUNTS | |||||
| 31/03/22 | Accrual | Planned | Year-End | 31/3/23 | |
| ETC - Reserves Forecast | |||||
| Ear-Marked Reserves | |||||
| Neighbourhood Plan | 15,000 | 15,000 | |||
| Election | 11,500 | 4,000 | 15,500 | ||
| Depreciation Equipment & tools | 1,000 | 1,000 | |||
| 10/30 Year Building Plan | 80,117 | 12,680 | 92,797 | ||
| 10/30 Open Spaces Plan | 225,064 | 30,102 | 255,166 | ||
| Cemetry / Community Warden | 4,771 | 4,771 | |||
| Staff | 12,000 | -6,000 | 6,000 | ||
| Grants (and deposits) | 772 | -772 | 2,575 | 2,575 | |
| Projects Carried Over | 7,957 | -7,957 | 19,078 | 19,078 | |
| 358,181 | -14,729 | 68,435 | 411,887 | ||
| General Reserve | 250,812 | -1,543 | 38,078 | 287,347 | |
| 608,993 | -16,272 | 68,435 | 38,078 | 699,234 | |
| CIL allocated | 472,795 | 275,165 | |||
| Reserve Totals - | 1,165,772 | 982,018 |
Do Members confirm the end-of-year financial position; with the general reserves at £287,347 and the total reserves including CIL and Earmarked reserves £982,018?
| Financial Budget Comparison.pdf |
| Bank Reconciliation.pdf |
| Cash Book.pdf |
| 25.2 Consolidated Balance Sheet.pdf |
Attached is the Annual Governance Accounting Return (AGAR). The Auditor’s form will be forwarded separate (prior to Monday’s meeting)
The Chairman to read out each statement and members to confirm each.
| Annual Internal Audit Report |
| Interim Internal Audit Report 2022-23 |
Do Members confirm the accounting statement figures for 2022/23?
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.
In April training awareness was provided by Elaine Murray for staff of the Town Council and Smith Scientific. Both organisations are now eligible for Edenbridge Dementia Action Alliance accreditation. (There has been a delay due other projects at Dementia Action Alliance, but formal accreditation and additional resources should be available mid-summer.) Other organisations that have signed up to the ‘Pledge’ will be offered training over the coming months, with another push to local business to also sign-up to this initiative.
| Edenbridge Dementia Friendly |
Due to funding cuts, Involve Kent has advised that it has had to cut the grant available. I have accepted to continue with the Club on the new terms as there has been several positive outcomes for residents attending, and some of those are difficult to quantify; everyone really enjoys the weekly sessions and the weekly attendance averages 12. The full grants will be directed to Rickards Hall hire.
The Community Warden and Deputy Clerk submitted a grant application recently for a community cohesion (grant criteria) event. The bid was for an afternoon classical tea for the Games Club members and other residents who have become isolated during pandemic. A grant has been awarded and the details of the event are being organised for a date in July to take place in the courtyard. Invitations will be issued.
Whilst there is still IT files that need clearing off the system, we have made good headway and are now trying to firm-up a suitable date with PSTech to move over to SharePoint. May/June is the proposed period. During the transition, each PC will need to have its data removed and re-set to access SharePoint. There will need to be training for all staff and a period of familiarisation.
- Rickards Hall – Closed 11 and 12 May; and 23 May to 5 June
- Doggetts Barn/Council office – Closed 24 May to 2 June.
Office clear-out 22&23 May; moving back-in 5&6 June
There will be a mix of staff working out of Rickards Hall and home working.
Waste bags will be available to buy, but for limited hours (est.10 am – 3.30 pm).
The Council has received many comments on the Big Lunch event, which was held at the Recreation Ground, having to be moved a couple of weeks prior due to the continued rain and Stangrove Park being just too wet. Heart Of Sevenoaks (HofS) did an amazing job putting on an event for the residents of Edenbridge.
HofS worked with the Deputy Clerk on the Risk Assessment and other details for the event, but on the day, it was all down to HofS. There was a choice of children’s activities and crafts, a selection of food vendors, bar and refreshments, and throughout the afternoon a programme of musical entertainment including the Town Band.
There have been so many positive comments received via Facebook, and in the office.
Members to ratify the expenditure for 29.6.1 and 29.6.2?
£1,500 for legal fees for investigation, letters and liaison with resident (resolutions March 2023; and Clerk and Chairman/Vice Chair approval)
(resolutions March 2023; and Clerk and Chairman/Vice-Chair approval)
The Twinning Association worked hard over the past few months to ensure a fitting celebration of 50-years friendship between the two towns. The Associations have dwindled in active members over recent years, and regrettably the decision to was made to winddown the two groups, but the ties with Mont St Aignan remain. On Saturday morning there was a public event in the courtyard with A Capella singers, Marlings Morris Clog dancers and the Town Band. Attending included Tom Tugendhat MP, Cllr Bob Todd (Chairman of ETC), Angela Baker (Vice-Chair), Cllr Alan Layland representing SDC and Cllr Margot McArthur KCC. The Museum has an exhibition on the 50-years of the twinning until end of June.
Verbal report at meeting.
Marsh Green community organised its own event which was well attended and included music, merriment and May Pole dancing was enjoyed by all. The Town Band also performed.
As part of a new council, training is important. New councillors (co-opted) will attend ‘new councillor training’ with KALC in due course.
A visioning/forward planning business plan session will help the new Council consider its ambitions and vision for the coming 4-years, and longer-term view.
The half-day session will be led by a professional with experience in helping Councils to develop its Plan, review the current Forward Plan and create something that is more detailed in line with a business plan. NALC encourages this and is also expected as part of its Quality Council scheme.
To ensure the majority of councillors are able to the session has been booked for Saturday 2 September, 10 am – 2.30 pm (though may finish earlier with less breaks). Officers will also attend.
Finance training on Council EDGE reports – run by RFO and Town Clerk – Monday 19 June, 7.00 pm, Rickards Hall. (This session could also be an opportunity cover other procedural matters.)
Finance Training on Councillors responsibilities, understanding the AGAR and general Q&A on finances session has been arranged with an external trainer for Thursday 5 October, 6.30 – 8.30 pm.
Other training webinars and workshops (NALC and KALC run) that arise will be circulated including bitesize session on civility and respect.
Following full Council resolution in January 2023, when Members noted that in 2018, Council had supported the nomination of The Swan Inn to be included on the register of Assets of Community Value, a nomination to SDC to renewing the listing of The Swan Inn was made. SDC has confirmed the nomination has been successful and will be listed.
In March, the Forge Singers raised a query regarding the annual rent increase. Looking at records, the initial Agreement was a short letter dated August 1992.
Considering some of the queries raised, it would be sensible to review the arrangements.
A new Lease needs to be drawn-up so that both parties are clear of the arrangements. This lease/agreement would allow a tenant to occupy the land exclusively, for a fixed period of time, with their ‘hut’. Whereas a licence grants permission for the licensee to do certain agreed things on the property (e.g. occupy it, store items, etc); it is not for a fixed period and can be terminated by the property owner at any time upon giving notice. A licence also does not allow the licensee to have exclusive possession of the property. The Hut is the exclusive use and responsibility of the Forge Singers therefore requires a Lease. The Lease can be for a fixed term with a notice clause.
Do Members approve the expenditure of up to £1,450 for the legal fees to:
- Check the Town Council’s title to the property;
- Preparing a draft lease;
- Negotiate the form of lease with the tenant/their solicitors;
- Dealing with queries raised by the tenant/their solicitors;
- Obtaining signatures to the lease;
- Dealing with formal completion of the lease; and
Do Members approve of the expenditure of £1,500 for a suitable screen and conference equipment for the Meeting room in Doggetts Barn?
SDC has been awarded funding to work with Town Councils, providing £5k each year of the programme (3 years) towards capital projects, events, promotions to support the Town Centres and markets. The aims of the fund is to help boost productivity, restore sense of community and create opportunities. The UK Shared Prosperity Fund award is part of a wider project, with an allocation for each town council in the district. I have had a meeting with SDC and discussed the potential (and limitations) of this award.
Members to appoint a small Working Group to work with the Town Clerk to consider a potential proposal to help Edenbridge High Street and/or Market.
Love your Market campaign starts 12 May to 31 May. Half term is week 29 May.
The summer school holidays start mid-July through to early September. Last year the Council funded four activities on Market days during the summer which were received well: Mr Hiccup’s magic and balloon modelling; cupcake decorating; and face-painting (x2). Would the Council consider a budget to allow some children’s activities during holiday periods.
Do Members support a budget of £650 for promotion activities for the Thursday Market over the summer months?
The Annual Town Meeting was well received with 105 residents attending. The presentations were interesting and informative. The website has a copy of the slide presentations, with the questions and answer session.
| Annual Town Meeting Slides |
he local council may decide to pay a parish basic allowance to the chair only, or to each of its elected members. The local council may also decide to pay travelling and subsistence allowance for the purpose of, or in connection with, the discharge of its functions Part 5 (regs 24 to 32) of the Local Authorities (Members’ Allowances) (England) Regulations 2003 (SI 2003 No 1021).
In setting the level of these allowances, the local council must have regard to the recommendations of an independent panel established by the district council (or unitary or county council), usually known as the Parish Remuneration Panel (Reg. 27). The local council does not have to follow the recommendation. The expenses of this panel may be met by those local councils for whom recommendations are made.
It is good practice for Councils to consider the question of Members Allowances, and if it considers it would like to have the option for its Members. However, town and parish councils are not under any obligation to consider the question of allowances for their elected members, nor are recommendations from the PRP binding. Local councils are obliged to consider the PRP's recommendations before adopting an allowances scheme.
Any town or parish council which introduces an allowances scheme following consideration of the PRP's report has to give public notice in the parish, and any scheme is available for inspection or purchase from the town or parish council concerned. Town and parish councils are also required to make available details of allowances paid to councillors following the end of each financial year.
Parish and Town Council basic allowances is usually recommended at 5% of the recommended basic allowance for district council. For comparison: Sevenoaks Town Council; Forest Row Council; the most recent parish and town council’s PRP review is for King’s Lynn & West Norfolk (October 2021). A dependants' carers' allowance can be included to enable a councillor to attend meetings and engage on council matters.
Consideration could also be given to allow for IT provision, optional for councillors who may need this.
Do Members want to investigate the costs of an independent Parish Remuneration Panel (this would be carried by SDC) with a view to allow the choice of Members Allowances for Edenbridge Town Councillors?
| Sevenoaks Town Council |
| Forest Row Council |
| Kings Lynn and West Norfolk |
Procedures for council vacancies is published on the website (section 3). 11 nominations for the May elections were uncontested, this means there are four vacancies.
As the Notice of Election provided the opportunity for councillor nominations, and the opportunity for an election was not called, and that there were no withdrawals, these vacancies can now be filled by co-option. (These four vacancies are not casual vacancies as a Notice has already been served.)
Members are asked if the vacancies are to be filled by co-option and if so would they like to invite interested candidates to apply or are there already known candidates to consider?
| Co-option Guidance |
tell us what you think – closing date 30 June 2023
| Connect to Support website |
| Confidential Annex Omitted from Papers. |