Meeting Minutes:

Cllr Baker proposed Cllr Todd to continue as Chairman; Cllr Gemmell Smith seconded. Members unanimously,

Resolved: Cllr Bob Todd as Chairman of the Town Council.

Received; Cllr Todd signed the Declaration of Office book.

Cllr Todd proposed Cllr Baker to continue as Vice-Chairman; Cllr Taylor seconded. Members unanimously,

Resolved: Cllr Angela Baker as Vice-Chair of the Town Council.

Received; Cllr Baker signed the Declaration of Office book.

Received; Cllrs Aldridge, Gemmell Smith, Layland, McArthur, McGregor, Read Sumner and Taylor signed the Declaration of Office book.

Cllr Layland declared a non-pecuniary interest as Member of Citizens Advice Bureau (item 13.1); Cllrs McArthur and Todd declared a non-pecuniary interest as trustees of the Great Stone Bridge Trust (item 13.3).

Apologies for absence were received, noted and accepted from Cllr Compton.

Resolved: that the minutes of the Council meeting held on 06 March 2023 be duly signed by the Chairman of the meeting as a true and accurate record of the meeting; pages 9883-9891.

Resolved: the minutes of the meetings and numbered – 13 March (9892-9895); 3 April (9900-9904); 24 April (9911-9912) be adopted.

Resolved: the minutes of the meeting and numbered – 27 March (9896-9899) to be adopted

Resolved: the minutes of the meeting and numbered – 17 April (9905-9910) to be adopted.

Noted; and that the actual year-end budget comparisons resulted in a better position than forecasted, with £22.2k savings against budget and back into General Reserves and £68.4k moved in to Earmarked reserves for outstanding project works.

Noted

Resolved: To continue with and the delegated arrangements (as detailed in the Terms of Reference).

Resolved: To continue with and the delegated arrangements (as detailed in the Terms of Reference).

Resolved: To continue with and the delegated arrangements (as detailed in the Terms of Reference).

Resolved: To continue with and the delegated arrangements (as detailed in the Terms of Reference).

Resolved: to continue with full Council/all councillors membership and the delegated arrangements (as detailed in the Terms of Reference).

Resolved: To continue with and the delegated arrangements (as detailed in the Terms of Reference).

Resolved: To continue with and the delegated arrangements (as detailed in the Terms of Reference).

Resolved: To continue with all Councillors and the delegated arrangements (as detailed in the Terms of Reference).

Resolved: To continue with the current Working Groups as itemised under 8.9-8.14 and the arrangements (as detailed in the Terms of Reference).

Resolved: To continue with the current Working Groups as itemised under 8.9-8.14 and the arrangements (as detailed in the Terms of Reference).

Resolved: To continue with the current Working Groups as itemised under 8.9-8.14 and the arrangements (as detailed in the Terms of Reference).

Resolved: To continue with the current Working Groups as itemised under 8.9-8.14 and the arrangements (as detailed in the Terms of Reference).

Resolved: To continue with the current Working Groups as itemised under 8.9-8.14 and the arrangements (as detailed in the Terms of Reference).

Resolved: To continue with the current Working Groups as itemised under 8.9-8.14 and the arrangements (as detailed in the Terms of Reference).

Resolved: To continue with the delegated powers and arrangements to the Town Clerk and Officers (as detailed in the Terms of Reference).

Resolved: To continue with procurement arrangements (as detailed in the Financial Regulations and Standing Orders).

Members agreed there were sufficient committees.

Resolved: To continue with and adopt the current Terms of Reference

Membership was agreed: Cllrs Baker, Compton, Gemmell Smith, Layland, McGregor, Read, Sumner. There were three vacancies remaining.

Membership was agreed: Cllrs Aldridge (SW), Baker (NE), Gemmell Smith (SW), Layland (NE), McArthur (SW), McGregor (NE), Read (NE), Todd (NE). Four vacancies remaining, minimum of for south west Ward.

Membership was agreed: Cllrs Aldridge, Baker, Compton, Gemmell Smith, Layland, McGregor, Read, Sumner, Taylor. There was one vacancy remaining.

Membership was agreed: Cllrs Baker, Gemmell Smith, Layland, McArthur, McGregor, Todd. There was one vacancy remaining.

Membership was agreed: Cllrs Aldridge, Baker, Compton, Gemmell Smith, McArthur, McGregor, Taylor. There was one vacancy remaining.

There were no new committees.

Membership was agreed and to reduce the membership from six to four; appointed: Cllrs Gemmell Smith, Layland, Sumner, Todd.

Membership was agreed and to reduce the membership from six to four; appointed: Cllrs Baker, Gemmell Smith, McGregor. One Vacancy remaining.

Membership was agreed and appointed: Cllrs Aldridge, Baker, Gemmell Smith, Layland, McArthur, Sumner.

Membership was agreed and appointed: Cllrs Aldridge, Baker, Compton, Layland, McGregor. One Vacancy.

Noted, this had been dispersed at the May 2022 meeting.

Membership was agreed and to reduce the membership from six to four; appointed: Cllrs Aldridge, Baker, Compton, McArthur.

Resolved: to continue with and adopt the current Standing Orders.

Resolved: to continue with and adopt the current Financial Regulations.

Resolved: to continue with arrangements for CAB payroll.

Resolved: to continue with arrangements for Freshwater Properties Group.

(varies to cuts and management works)

Resolved: to continue with arrangements for Great Stone Bridge Trust

Resolved: to continue with arrangements for Sevenoaks District Council.

Resolved: to continue with arrangements for War Graves Commission.

Resolved: to continue with arrangements for Involve Kent

Resolved: to continue with arrangements and services provided by EDGE IT

Resolved: to continue with arrangements and services provided by PS Technology.

Resolved: to continue with arrangements and services provided by Fusion4/Besure/and Continental

Resolved: to continue with broker services and insurance with Gallaghers and Hiscox.

Resolved: to continue with arrangements through NFU Mutual

Resolved: to continue with the internal audit arrangements with Keith Robertson.

Resolved: the external audit arrangements with Mazers.

Resolved: to continue with Streetlights for the street lights maintenance.

Resolved: to continue with Npower for Street Light energy supply. 

Resolved: to continue with Total Gas arrangements for utilities

Resolved: to continue with arrangements and legal services provide by Wilkin Chapman Solicitors.

Resolved: to continue with arrangements and services provided by Worknest

Resolved: to continue with Canon copier arrangements

Resolved: to continue with the licenses and arrangements with SAGE.

Resolved: to continue with arrangements provided by Play Place.

Resolved: to continue with arrangements with Health Assured.

Members noted some organisations had not been meeting and agreed to move these to hold list until contacted. The following representatives for external bodies on which the Council has representatives were confirmed, with some vacancies to be filled with co-opted councillors:

Members unanimously,

Resolved: to confirm the Council’s assets with a current fixed asset value of £4,296.021.92.

Members unanimously,

Resolved: to confirm the Council’s insurance arrangements and estimated annual expenditure of £16,621.54

Resolved: to continue with the subscription.

Resolved: to continue with the subscription.

Resolved: to continue with the subscription.

Resolved: to continue with the subscription.

Resolved: to continue with the subscription.

Resolved: to continue with the subscription.

Resolved: to continue with the subscription.

Resolved: to continue with the subscription.

Resolved: to continue with the subscription.

Resolved: to continue with the subscription.

Resolved: to continue with the subscription.

Resolved: to continue with the subscription.

Resolved: to continue with the subscription.

Resolved: to continue with the subscription.

Members unanimously,

Resolved: to the direct debit arrangements (provided with meeting papers) and noted there were currently no standing orders.

Members unanimously,

Resolved: Seven councillors were nominated as bank signatories for the Council’s different bank account mandates: Barclays; CCLA; and the Charities Accounts with Scottish Widows, Natwest and CCLA. Councillors appointed to the bank accounts, details held with the Responsible Financial Officer and Town Clerk

Member unanimously,

Resolved: to continue with and adopt the current complaints procedure, last formally reviewed and updated December 2021.

Members unanimously,

Resolved: to continue with and adopt the current Retention and Disposal Policy, the FOI publication scheme, Information and Data Protection Policy and the Privacy Policy.

Members unanimously,

Resolved: to continue with and adopt the Communications Policy.

Members unanimously,

Resolved: Edenbridge Town Council continues to meet the eligibility criteria and to adopt the General Power of Competency for the current new Council term 2023-2027.

Noted; there were no changes proposed.

The Internal Auditor’s Report had been carried out 11 May by Keith Robertson, and was received by Members. He was satisfied with the end of year financial statements and confirmed the accounts meet the necessary controls. He had completed the Annual Governance and Accountability Return (AGAR) 2023 statement with ‘yeses’ for each objective and ‘k’ was not applicable.

Members received the end-of-year financial statements as presented with the meeting papers, which the Consolidate Balance Sheet and reserves, and the annual budget comparisons report:

Summary of Budget Comparison 2022-23:

Year-end I&E consolidated comparisons with reserves movements:

Cllr Todd read aloud each statement under ‘annual governance’ in the Annual Governance and Accountability Return (AGAR). Members unanimously agreed each statement, and

Resolved: to approve the annual governance statements 1-9 for 2022/23.

Members received the end-of-year accounting figures for the AGAR. The Balances carried forwarded (box 7) concur with item 25.2, £982,018; and the cash and investments balance of £968,434. Members unanimously

Resolved: to approve the end-of-year accounting figures as recorded in the AGAR boxes 1- 10 and boxes 11a&b for 2022/23.

None

County Councillor Margot McArthur congratulated Members on being re-elected for another term. She also referenced the new chairs funded from the Kent County Council (KCC) Members Grant and was delighted with recent positive feedback from hall hirers.

District Councillor Alan Layland said he was delighted to have been re-elected to Sevenoaks District Council (SDC) and congratulated his fellow colleagues Cllrs Baker and McArthur. Jim Morgan was the fourth District Councillor (Liberal Democrats), representing the North and East Ward. Cllr Layland announced SDC had a new Leader, Cllr Julia Thornton. He went on to say a huge thank you to Peter Fleming (ex-Leader) who had served as a District Councillor for 18 years, he would be greatly missed and had always been a proactive advocate for Edenbridge. The next SDC meeting was 23 May and would announce the new Cabinet and Committee members.

Received

In April, training awareness was provided by Elaine Murray for staff of the Town Council and Smith Scientific. Both organisations were now eligible for Edenbridge Dementia Action Alliance accreditation. Other organisations that sign up to the ‘Pledge’ would be offered training over the coming months.

Members noted, Involve Kent had advised of funding cuts thus reducing its grant. The Town Clerk had accepted the new terms as there had been several positive outcomes for residents attending, everyone really enjoyed the weekly sessions and the weekly attendance averaged 12. The full grant would be directed to Rickards Hall hire.

The Community Warden and Deputy Clerk had been successful in a recent a grant bid for a community cohesion (grant criteria) event. The application was for an afternoon classical tea for the Games Club members and other invited residents who had become isolated during pandemic. Details of the event were being finalised for a date in July to take place in the courtyard.

Members noted officers had done well to work through IT files ready for the IT storage transition to SharePoint. It was hope this would be carried out over the summer period.

Members noted the arrangements, and efforts for minimal disruption to resident/customer service, during infestation works for the Rickards Hall and Doggetts Barn which would also include redecoration.

Cllrs Gemmell Smith and Layland said they were delighted with the Coronation Big Lunch event on 7 May which had had a late venue change from Stangrove Park to the Recreation Ground. Heart of Sevenoaks (HofS) had delivered a fantastic event for the residents of Edenbridge. The event was well attended, and a lot of positive feedback had been received. 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.

Members also noted Marsh Green community had organised its own event which was well attended and included music, merriment and May Pole dancing which was enjoyed by all. The Town Band also performed.

Members received an update on the response and proposal to resolve the issues of the unauthorised gate at the Recreation Ground, this include having a Charge put on the Deeds of the property should the resident not pay a share of the costs until the sale of the property.

Members unanimously,

Resolved: to ratify the current expenditure of £2,430 plus a further estimated £1,500 for legal fees for investigation, letters, a Charge and liaison with resident. 

Members unanimously,

Resolved: to ratify the total expenditure to date of £2,115 for written correspondence to surrounding properties to clarify and confirm residents backing on to Council land do not have permission to create or have their own private access on to Council land.

Cllr Todd said that he had attended a superb event organised by the Twinning Association for guests from Mont St Aignan on Saturday morning (13 May) in the courtyard with A Capella singers, Marlings Morris Clog dancers and the Town Band. Tom Tugendhat MP also attended along with Town Councillors Angela Baker (Vice-Chair), Michael Gemmel Smith, Alan Layland representing SDC and Margot McArthur representing KCC. The Museum had an exhibition on the 50-years of the twinning until end of June, and noted that this was the final year as the two groups had agreed it was time to winddown. Cllr Todd congratulated and thanked Lindsey Eaton and Caroline Mercer for all their hard work for the 50th Anniversary Celebrations and the many years of their work making this relationship with Mont St Aignan so very special

Members noted the following training dates for the new council and all councillors:

• Saturday 2 September, 10 am – 2.30 pm - A visioning/forward planning business plan session to help the new Council consider its ambitions and vision for the coming 4-years, and longer-term view (external trainer).
• Thursday 29 June 7.00 pm (was 19 June) - Finance training on Council EDGE reports.
• Thursday 5 October - Finance Training on Councillors responsibilities, understanding the AGAR and general Q&A on finances (external trainer).

Other training webinars and workshops (NALC and KALC run) that arise will be circulated including bitesize session on civility and respect.

Noted

Members unanimously,

Resolved: to review the Forge Singers Agreement (dated September 1992) and the expenditure of £1,450 plus VAT for a new Lease Agreement to be prepared by the Council’s solicitor.

Members voted 9:1 and,

Resolved: to approve the expenditure of £1,500 for display monitor screen and appropriate equipment in Doggetts Barn to enable meeting presentations.

Members appointed on to a Working Group, Cllrs Aldridge, Baker and Gemmell Smith to work with the Town Clerk to consider potential schemes for High Street regeneration through the UK Shared Prosperity Fund (via SDC).

Members unanimously,

Resolved: a budget of £650 to fund activities for the Market over the summer period.

Members noted the Town Clerk’s report and agreed that the Annual Town Meeting had had been well received with 105 residents attending. The presentations were interesting and informative, and noted a copy of the slide presentations, with the questions and answer session was published on the website.

Members debated whether 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. It was noted that at town and parish council level councillors did not receive any allowances, although travel expenses could be claimed, and a policy should clearly set this out. One Member thought that considering allowances was valid as the recent election had been uncontested and perhaps this was one reason why the public were reluctant to stand as councillors. Another echoed this and said that a carers or childcare allowance may help attract residents to stand as a councillor. However, some Members said that at local council level, it was a privilege to serve the community and was why people stood to be councillors without expecting any renumeration (albeit it would be a small allowance). Concerns were also raised that some members of the public would misunderstand the intentions and procedures and could backfire. Members voted 7:3 and,

Resolved: not to consider costs for an independent Parish Remuneration Panel and to allow Members Allowances for Edenbridge Town Councillors. However, it was agreed to consider a policy for optional travel expenses based on the government standard.

11 nominations for the May elections were uncontested, leaving four vacancies. As the ‘Notice of Election’ provided the opportunity for councillor nominations, and the opportunity for an election was not called, and there had been no withdrawals, these vacancies could now be filled by co-option. Members voted and,

Resolved: the vacancies to be filled by co-option and to advertise the opportunity inviting interested candidates to apply.

The Town Clerk was asked to advertise the councillor vacancies as soon as possible and to schedule and an extra Council meeting to receive candidates before the July meeting.

Noted

None

Councillor vacancies co-option.

Cllr Baker requested the Council consider the viability of an annual community event run by an outside organisation.

Members received the full visual identity and branding guidelines document which had been prepared by the Communications Officer and James Turner of Black Spiral Design, in liaison with the Town Clerk. The logo, as approved at the March meeting, was based on the heritage of the town with the bridge as the key feature and would provide clearer graphic reproduction and cleaner typography to present professional visual identity for the Town Council making it easier for residents to recognise the Council’s work. The colour palette complimented the lead logo colour provide a more modern feel yet also a reflecting natural sense such as pale blue.

Members discussed, there was mixed opinion on the colour palette, but the overriding view was support for the new logo and branding. Members voted 7:2 with one abstaining, and,

Resolved: to adopt and proceed with the new Council logo and visual identity and branding guidelines.

The Town Clerk said a timetable and plan would be prepared and the would implement the new visual identity over the coming weeks