Meeting Minutes:

Apologies for absence were received, noted, and accepted, from Cllrs Cummings, McArthur, McGregor, Parker, and Streets.

Cllr Layland declared a non-pecuniary interest in item 10.1.2, being a Trustee of Eden Valley Museum; and would not be voting on any decisions.

None.

Resolved: to adopt the minutes of the Council meeting held on 20 January, and that they be signed by the Chairman as a true and accurate record, 081/1-8.

No report - the County Councillor was not present.

Cllr Layland reported that Sevenoaks District Council (SDC) had been able to set a balanced budget, unlike a number of other larger councils making news with their financial difficulties.

Cllr Baker had attended training on the Green Belt in the planning system, including role of "grey belt" land.  She also reported that decisions on altering electoral ward boundaries were currently on "hold" in view of possible Local Government reorganisations.

Resolved: to adopt the minutes of Planning Committee meetings held 03 February 083/1-3, and 17 February 086/1-4.

Resolved: to adopt the minutes of Finance and Governance Committee meeting held 27 January 2025, 082/1-3.

Resolved: to adopt the minutes of Open Spaces Committee meeting held 03 February, 084/1-6.

Resolved: to adopt the minutes of the CIL Board meeting held 10 February, 085/1-4.

Members were advised that Council policies were reviewed to check they were still pertinent, and to update as needed. Council Standing Orders, Financial Regulations and Terms of Reference are larger policies which had been reviewed over the past few years. These were all working documents, updates made as required.

Review of the Communications and Community Engagement policy (2018) had highlighted that other specific policies were needed. The Town Clerk and Communications Officer had been working through documents to reflect current practice, procedures, and to meet Accessibility. There was also some confusion/crossover as to what is policy (set of rules and procedures) and strategy (what Council is trying to achieve). On the basis that policies and strategies are different, there was now policy and strategy documents.

Also, when reviewing communications, it was felt there should also be a style guide which would sit with the Council's branding guide, as well as having separate IT and cyber security policy and strategy.

Members were asked to adopt each policy and strategy document, but it did not mean they could not be changed or updated; as with all policies practices change and updates are made, and as strategies were achieved and reviewed, they would evolve.

Members unanimously confirmed the following:

Resolved: to adopt the proposed Digital Communications and Social Media Policy.

Resolved: to adopt the proposed Digital Communications and Social Media Strategy.

Resolved:  to adopt the proposed Communications and Community Engagement Strategy.

Resolved: to adopt the proposed Recording and Filming of Council and Committee Meetings Policy.

Resolved: to adopt the proposed Digital IT and Cyber Security Policy.

Resolved: to adopt the proposed Digital IT and Cyber Security Strategy.

Resolved: to adopt the proposed Market Gazebos and Structures including in Adverse Weather Policy.

Resolved: to adopt the proposed Council written style guide.

It was noted this would need to include some guidance on website formatting to provide uniformity for Accessibility with URL links.

Members were advised the current internal auditor had been the Council's auditor for four years, and it was good practice to review the internal audit arrangements each council term (or minimum 3-yearly). Council does also confirm the appointment annually as part of its annual contracts. Both the Town Clerk and Deputy Clerk/RFO had found the auditor to be extremely helpful, and he had assisted in developing and improving controls and governance, and they supported continuing with the current auditor. Finance and Governance Committee confirmed and recommended also. Members unanimously,

Resolved: to continue the arrangements with the current internal auditor Keith Robinson for the next three years.

Members noted the Clerk's report including:

• Precept 2025-26: Following January Council meeting, the Council’s precept request was submitted to SDC for £804,054, and confirmed 2025-26 Band D Council Tax level of £201.08, an increase of £12.76 per year, or £1.06p per month. This had been published on the website and Facebook with an infographic.
• Games Club: Members of the club would like to thank Council for confirming its continued support at the January meeting.
• Health & Safety audit: This took place on 15 January, and focused on the SafeyNest recording system for H&S monitoring reports. The full audit report is yet to be received, however the recommendation is that the SafetyNest monitoring should be utilised more with new monitoring forms set up for all areas.  It was a good visit with no notable issues.
• Highways: A productive meeting with the Kent Highways Community Engagement Officer regarding the Highways Improvement Plan (HIP) would be reported to the Planning and Transportation Committee on 10 March, including the provision by Highways of a new Speed Indicator Device (SID) for the Speedwatch team.
• Tourism and new walks leaflets and GPS App access: The designer had been working with the Tourism Officer on design and Cllr Aldridge with the maps creating maps suitable for the leaflets. County Councillor McArthur had provided a Members' grant towards printing costs, in addition to CIL award.

Members received the first full report from the Buildings Manager following appointment in 2023. He had been familiarising with the role and all the tasks it incorporates, as well as condensing the filing system and moving items online where possible, and undergoing training on various relevant subjects, including fire risk assessments, Legionella testing, and also the workings of the Council's online portal SafetyNest.

Structural surveys had been carried out on all four of Council's buildings: Church House, Doggetts Barn, Rickards Hall and the Pavilion. From the recommendations received a planned schedule of works was being prepared. Where possible, work would be carried out in-house, but more complex tasks would be best outsourced to appropriate contractors.

Members reviewed a comprehensive list of tasks recently undertaken, and wished to record their thanks to the Buildings Manager for a good report.

Members noted that following receipt of the damp report for Church House, Council (December) approved the the expenditure of £5,885 for works to address the damp issues in the Museum. Before being able to commission the works the English Heritage guidance for Grade II* listed buildings maintenance repairs has been reviewed. An application was made to SDC Planning due to possible change to fabric of the original materials with treatments required. SDC had returned the application saying the type of application selected was wrong for this proposal; advising most proposals of this type are submitted as a Listed Building Alteration application. However, as the works were just maintenance repairs and no alterations, it was unclear if this was necessary. 

Members were advised that three contractors had been approached to carry our repairs and redecoration to Rickards Hall. A specification was issued to contractors to quote. Three estimates were considered:

Contractor A - £13,160
Contractor B - £12,720
Contractor C - £9,200

Members unanimously,

Resolved: to appoint Contractor C to carry out the works costed at £9,200, confirming expenditure up to £9,200 (this was part budgeted for 2025-26 with additional funds to come from the buildings reserves); a budget of £13k was noted in the event of additional repairs.

In 2020 the main hall floor had repairs in the far corner to replace joists, and there was also a full floor sand and re-varnish. There was now further issues with the floor, likely to have been compounded by the effects from the damp conditions (external wall repairs since carried out). Three flooring specialists had been approached for estimates:

Contractor A - £3,820 plus VAT
Contractor B - Said they would need to investigate the work before quoting, which would include lifting a section of the floor, £560 plus VAT
Contractor C - did not submit

Members were advised that a CIL bid had been approved at the February CIL Board meeting for up to £5,000 to fund the floor repairs as maintenance of infrastructure.

Members consider the quotes, and given that they felt it was prudent to investigate the work, it was

Resolved: to engage Contractor B to carry out an investigation at a cost of £560 plus VAT.

Members noted the first 5-yearly ECIR check of the electrics since installation had identified several items for repairs including: install consumer unit chart; faulty socket; broken wall heater; broken time clock for fan in store; and new fan for disabled toilet. The total costing for all the items comes to £990.00 + VAT. Members unanimously,

Ratified: the expenditure of £990 for the work needed at Market Yard public toilets for ECIR certificate compliance.

Members were advised there were no current updates.

Two current Leases were in process of being updated or amendment.

Members noted Cllr Baker and the Town Clerk had met three representatives from the Forge Musical Theatre Group in January. Details of the draft lease were covered, which the Group felt was overly complicated, with language that was difficult to follow and excessively long in their opinion. Their comments were noted and the Clerk had subsequently edited the lease, which was submitted to the solicitor. The solicitor had responded that week, with the Lease Negotiating Group yet to view these. The amended lease would be forwarded to the Forge Musical Theatre Group, and another meeting arranged to talk through the lease.

The Finance and Governance Committee had received an update on the draft lease following feedback from the solicitor on some points/questions raised by the Lease Negotiation Group, Council and the Town Clerk. The Committee was asked to consider proposing a peppercorn rent, and to ask the Museum if they would prefer this, or to maintain an annual rent? The Committee agreed to maintain annual rent, and to issue the draft lease in its then current form so that the EVM trustees could view and consider, and then report back to the Lease Negotiating Group.

The solicitor had been instructed to redraft the lease and reflect the rent review provisions, and to make it fit RPI instead of Market Rent. However, the solicitor had raised the following points, the first two for Members' information:

• Removed from the lease was the reference to insuring for loss of Annual Rent. It does mean that if the Tenant were unable to occupy the building due to damage or destruction, they would not be paying rent and Council would have no rent income. 
• Addition to the lease is 'the Tenant is to be responsible for water checks'. (This was to ensure legionella compliance).

The next two points were for Council decision:  

• Insurance Rent: As the Council insures the Building, normally they would expect the Tenant to reimburse a proportion of the costs of the premium, apportioned based on the size of their occupation. Reserving it as Insurance Rent allows Council to treat non-payment of this in the same way as other rent arrears. It would be an added protection for Council as Landlord. Members unanimously,

Resolved: to leave this clause covering Insurance Rent in the Lease.

• If Council did not intend for the Tenant to pay a contribution to the costs of maintaining and repairing the structure, the solicitor can delete all reference to Service Charge and Services. Members confirmed that they did not intend for the Tenant to pay a contribution to the costs of maintaining and repairing the structure.

Members unanimously, 

Resolved: to have reference to Service Charge and Services removed from the Lease.

Cllr Layland did not vote on the above two resolutions.

Members were advised that the full report from the independent Heating Engineer and a GasSafe Engineer had been received, and had been provided for information (confidential). It covered the issues and whether the system could be repaired or needed to be replaced. The Rugby Club had been asked to provide information on the annual servicing and EICR 5-yearly electric inspections.

There were two options:

1. to repair £28,500;
2. replace £110,000 (*At this stage there was no allowance for costs associated with decant or temporary accommodation, any builders' work required, contingencies, prelims or professional fees).

Members were advised to consider the age of the existing equipment, its current condition and operational status, given the difference in costs between repair works and replacement of the heating and hot water systems, and the need for essential works required for both options - namely the provision of shower TMV’s, modifications to the hot water distribution pipework, replacement of heating pumps, and a new enclosure for the gas meter.

Funding resources available had been considered; Council's CIL Board had reserved some funds, and an application could be considered to other sources.

The Council's Lease Negotiating Group would need time to consider the full report, and once it had had an opportunity to discuss, a meeting would be arranged with the Rugby Club to discuss.

Having considered the report and its recommendation, and agreed it would be prudent to replace the heating and hot water system, rather than repair, it was unanimously,

Resolved: to proceed with replacing the heating and hot water system at the Pavilion, and to prepare public contract documentation to publish in due course on Contract Finder, in line with procurement procedures required for the project.

Members also considered the issue of lack of continuity of personnel in the management of Rugby Club, and changes within Council, which had lead to to poor maintenance and,

Resolved: that regular maintenance schedule requirements for the Tenant to be provided, and the consequences for failure to comply be made clear with an addendum to the Lease.

As a separate issue, Members considered the costings received from three companies for external painting for the gutterworks at the Pavilion; company A £4,690, company B £3,960, and company C £4,000 - all prices ex VAT. This had been raised at previous meetings and CIL funding award allocated £4,700. Members unanimously,

Resolved: to appoint Company C to carry out the Pavilion gutterworks painting at a cost of £4,000 plus VAT.

It was reported that planning permission for a new market archway and removable bollards at the access point of the road from the High Street to allow this area to be used for the market and other events. The order for the archway had been placed.

The project also include up to four branded market gazebos and possibly planters (subject to any surplus). Funding was through a grant from UK Shared Prosperity Fund (via SDC); and County Councillor McArthur had awarded some money from her Members' fund towards the project.

Following the success of the D-Day 80 commemorations last year, national plans had been made to mark VE Day 80. Local councils and others within their community were encouraged to take part in this 'shared moment of celebration' on 8th May with the lighting of Beacons and Lamp Lights of Peace at 9:30pm, the raising of a unique VE Day flag at 9:00am and, where possible, holding parties of celebration throughout the day in the streets, gardens at home, churches, villages, town halls, pubs, clubs, hotels and all manner of locations. (8 May was not a Bank Holiday day). Council (January) had appointed a working group to work with officers, they met last month to discuss and confirm the plans for VE Day 80, bearing in mind that Stangrove Park could be still quite wet early May, daylight hours are 05:30-20:30, and the weather (rain) was unpredictable; also hiring lighting may need to be considered,

The Working Group confirmed the following for Thursday 8 May 2025:

• Flag Raising 9:00am:The VE Day Flag raised. It was hoped that the Town Band would provide someone to play the bugle Last Post at the flag raising.
• An afternoon tea held in in Rickards Hall/Courtyard. The event was by invitation only, aimed mostly at members of the community who may have been a child, or served in the war, or worked in the war years. The format would be similar to last year's event.
• Thursday Market to be themed with bunting, traders asked to stay during the afternoon, and possible gifts provided for school children.

There was an official proclamation which the Chairman would read out.

• Beacon lighting to take place at 8:45pm. This was earlier than the national stated time, but that was a guide and for safety reasons it was decided to bring this forward. Residents were invited to arrive at Stangrove Park for 8:00 pm to celebrate and listen to the Town Band play and see the beacon lighting. Security was being provided and the Leisure Centre was providing access for the toilets.

The office had registered the beacon lighting on the official site. Details of Council's activities to mark VE Day 80 would be published on the website, Facebook and council noticeboards.

Members were updated on work to mark the anniversary. Staff had compiled a list and details of notable events and achievements over the past 30 years, following on from the 1995 centenary brochure produced as a celebration of the Council and the Town. The past 30 years had mostly been completed. A 'celebrating 130 years' emblem was already in use on the email footer, and social media posts. There was also a new" welcome to Edenbridge" sign, and badges to mark what's new this year such as on the new planters in Stangrove Park.

The Communications Officer had started to create infographics highlighting some of the achievements, starting with 1995 to 2002. Over the year there would some special features, and these would be included also on the visitedenbridge website under history and articles section.

Having confirmed holding a Chairman's Reception this year, members noted the date for diary of Wednesday 16 July. Details and invitees to be confirmed.

Members were reminded Eden Valley Chamber of Commerce (EVCC) Love Edenbridge Day event on 22 March 2025 was fast approaching. Council had confirmed support for this event allowing use of the Market Yard car park access off the High Street, also Doggetts Courtyard, and Rickards Hall.

Members noted that Cllr Sumner, Town Clerk and Deputy Clerk had carried out the annual review for Council Governance and Risk Assessments last month. These were published on the website.

Members were reminded that in May 2022 Council made a Declaration of Market Powers. As part of that process, it was intended to draft a market policy so that Council could enforce the 6 ¾ miles radius rule in the event that a competitive market set up. The Declaration enabled the Town Council to formally state its market powers. By doing so it makes clear the legal framework for operating Markets and Market Events in the Town Council’s area. Alongside this legal framework there are common law rules enabling the Town Council to control and manage Markets and Market Events organised by other operators.

These common law rules have been established for many years, and essentially provide that if someone organises a Market or Market Event on the same day as your Market then you are entitled to automatic relief, because there is a presumption of “damage” to your Market. If the Market or Market Event is held on a different day then you have to demonstrate anticipation or actual damage to your Market, and the damage referred to means loss of traders, income and footfall.

While these common law rules are still entirely relevant as a result of a court ruling in 2003 the enforcement of the common law rules are aided by the existence of a markets licensing policy, which enables the owner of the market rights to consider applications from operators wanting to organise a Market or Market Event. The markets licensing policy will set out the criteria against which applications will be considered and the process to be followed.

Council has recently been approached by someone hoping to hold a market in another parish but it is within the 6 ¾ miles radius rule. There is no reason to object (from the information that has been provided) but Council should be consistent in handling these requests. A draft markets licensing policy had been prepared for Council to consider adopting.

Members unanimously:

Resolved: to confirm and adopt the proposed Markets Licensing Policy.

Reolved: to confirm and adopt the new Markets Application and Agreement form.

Members were advised that Council had a budget of £4k for office furniture which had not been needed this year. Any surplus was planned to move to earmarked reserves. The office chairs were purchased many years ago (second-hand), they are secretary style chairs, and offer no upper back, shoulder or neck support. Several of them are beginning to show signs of wear and tear and Members were asked to support new office chairs for all desks. It was unanimously,

Resolved: to confirm a budget of approximately £1,400 to purchase seven new office chairs.

Members noted that SDC had advised that the government had introduced new, simplified rules with which all authorities are to comply. Local authorities needed to ensure they are collecting:

• General household waste
• Food waste (can go in with garden waste if collected) 
• Paper and card (can be co-mingled with other recycling) 
• Recycling

Government wanted recycling rates to increase and all authorities to have the same rules. Kerbside food and glass recycling was to be introduced in 2026. SDC distributed new green recycling bags to the majority of residents and were assessing how these were working across the district. More recycling had been collected since the introduction of these.  SDC adopted Waste and Recycling Strategy will eventually lead to a two-weekly rubbish collection (general waste one week, recycling the next).  Details from Defra were awaited and would be shared as soon as advised.

Changes in waste management also meant that non domestic waste from businesses would need to meet the recycling requirements from March 2025. Currently Council had a paid-for waste bin and paid-for paper recycling. To increase recycling a second specific waste bin would be required. This also applied to community halls/venues. SDC had not formally notified Council of this, but it was reported at a recent Clerks forum meeting. This could also impact on open spaces waste management but councils were yet to be advised further by SDC.

Waste management budget costs would increase from the changes.

Members were advised that NABMA provided useful resources for markets, training and other resources including legal advice which had helped with the Declaration of Market Powers and drafting the licencing policy. Membership renewal for 2025/26 was offered at a discounted rate if paid by 31 March. Annual Council meeting May 2024 supported the membership continuation and the cost had been budgeted.

Resolved: to confirm Council's membership of NABMA and the expenditure of £434.

Grace Community Church (a registered charity) wished to hold a free community event on Stangrove Park on Sunday June 29th during the daytime. This would be open to all and include children's activities and other sports events and activities, a BBQ and other refreshments (no alcohol).  All events, food and refreshments would be free. If possible they would also have music playing. The event would provide a place/opportunity to continue to raise awareness of activities like the foodbank, the Bizzy Bees mums/carers and tots group. Publicity would be given through the churches, on Facebook, and with flyers and other appropriate material. All risk assessments, insurance and safeguarding policies will be put in place. Members unanimously,

Resolved: to permit the Grace Community Church to use of Stangrove Park on Sunday 29 June for a community event, and to use of the Council's TN8 Licence, subject to completing an Open Spaces Hire Agreement, and with hiring fee waived.

The Council's Strategy and Objectives had identified an aspiration for a bandstand in Stangrove Park, and Members were advised there was an opportunity to submit a funding bid to the next SDC CIL Board which meets in July to consider applications (deadline 24 March). Details of any bandstand was to be finalised and would also follow Council's procurement procedures which would include public tender on ContractFinder. Given the time-scale for submission, and uncertainty of the future sourcing of CIL funding, it was

Resolved: to support submitting a bid to SDC CIL Board to fund a bandstand for Stangrove Park.

Members were advised that In view of the potential high costs for replacement of the heating and boiler system at the Pavilion, a bid to SDC CIL could be made as a shared funding project to help towards the costs, and thus not using all of the reserved Council CIL funds for this. Members unanimously,

Resolved: to support submitting a bid to SDC CIL Board for replacement of the Pavilion heating and boilers.

The government had announced a UK-wide Day of Reflection will take place on Sunday 9 March 2025 marking the fifth anniversary of the pandemic. People across the UK were invited to come together to remember and reflect on this unique period of our history as well as their own experiences.

It was reported that Kent and Medway had not been selected to be part of the Government's Devolution Priority Programme. The announcement was unexpected and the full reasons for the decision was yet to be disclosed. Plans to set up a new strategic Mayoral authority for Kent would stop for the time-being, and Kent County Council elections would go ahead on May 1 this year.

SDC had not been told at this stage what this means for local government reorganisation, and as soon as there was more clarity updates will be provided.

The Town Clerk and Chairman were due to meet with SDC together with other town Chairs and Clerks. Details from this meeting would be reported back to Council., which was expected to include some discussion on the future, and possible options for transferring some assets from SDC to town and parish councils. As part of the reorganisation it was expected that the current 12 district councils in Kent would consider forming unitary councils, and how this will look for Sevenoaks was not yet known. 

Members noted this item to remain an agenda item with updates reported.

Members considered the draft agenda, and confirmed which of the Town Councillors would make presentations on the past year, future plans, and the finance report, and which community groups would report on their activities. Councillors were disappointed to learn that the police presence consisted of no senior rank, and the local beat officer was scheduled to attend a second community meeting also on that night.

Resolved: to contact the Police to express Members' dissatisfaction, and request a senior rank to attend and report.

Noted.

Members noted that the Inspector had now issued her report to the County Council and it was available to view on the KCC website.

None.

No further items were identified for publicity, to add to those noted earlier during the meeting.

From the recent councillors' "surgery" meeting residents at Bridges, two matters had been raised,

• Improving street lighting in Church Street.
• To consider reducing the age-range for the Monday Games Club.

Members confirmed they would consider the award of Civic Medallions as part of the 130th Anniversary celebrations, and reminded of the guidelines for the award to people who had made an outstanding contribution to the community. Members requested a list of past recipients, and the basis for the awards made.

Members shared their thoughts on how local government reorganisation might affect Edenbridge Planning issues, including the development in Four Elms Road, where community infrastructure proposals had altered with successive applications for the site. It was felt current needs of the community and criteria had changed since the development was first proposed. It was noted that such applications would provide significant additional infrastructure funding and therefore there should be a review and update of the the full infrastructure needs from developments and for the town as a whole.

Noted.