Meeting Agenda:
Open Spaces
| Meeting Date: | Monday 10 Nov 2025 |
|---|---|
| Time: | 19:30 |
| Councillors | Jon Aldridge, Angela Baker Chairwoman, Sarah Compton, Michael Gemmell Smith, Carey Jacques, Alan Layland, Stuart McGregor, Michael Stockdale Vice-Chairman, Jeff Streets, Stephen Sumner. |
| Committee: | Open Spaces |
| Venue: | Rickards Hall. 72a High Street Edenbridge, TN8 5AR Kent |
| Notes: | |
| Summary: | Budgets |
Agenda
Minutes
Including any interests not already registered.
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 the public to make a contribution during the meeting.) Both public and Members are limited to three minutes each to speak, and the total time allocated for public questions shall not exceed 15 minutes unless directed by the Chairman of the meeting.
Attached is a copy of the income and expenditure from 1 April to 5 November 2025. To note:
Income:
325 Sundries - £3,231.30 generated from children's fair in May and a further fair in August (not budgeted).
320 Solar panels - From the depot.
326 Grass Pitch Grant - Yet to submit the annual return for the Recreation Ground and Mowshurst.
Expenditure:
3029 Bulky Waste Collection - November collection not taking place.
| OS Committee Nov Financial Comparison Open Spaces 05 11.pdf |
The Open Spaces Committee last reviewed the following subscriptions two years ago and recommended annual renewals, which Council supported in May. A further review of this recommendation is now due as to whether to continue with the subscriptions.
Do Members confirm continued membership of the Open Spaces Society and the annual subscription fee of £45 for 2026-27?
Do Members confirm to continue membership of Kent County Playing Fields Association, and approve the annual subscription of £20 for 2026-27 budget?
- The Jubilee Clock stopped working, cost to investigate and rectify (including call out charge and two lithium 3.6 volt batteries) was £455.00.
- Additional road closure signs for Remembrance Sunday were required, four signs in total costing £403.20.
Do Members ratify the above expenditure?
Routine seasonal works have continued across all Council sites, including weed treatment, the maintenance of planters throughout the town (including at Doggetts Barn), and the upkeep of cemetery beds. The team has also been topping up sunken graves, pruning shrubs and bushes, cutting grass, marking sports pitches, carrying out tree work, and undertaking leaf clearance as part of the autumn maintenance programme.
In October, we attended the South & South East in Bloom Awards, held at RHS Wisley. This year, the Council entered five categories, two more than in previous years, resulting in a particularly busy preparation period as we readied the sites for judging over the summer months. We were delighted to receive the following results:
Town Centre: Silver Award
Overall Town: Silver Award
Cemetery: Silver Gilt Award
Stangrove Park: Gold Award
Conservation Area (Millennium Wood): Silver Gilt Award and Category Winner
I would like to record my thanks to all councillors for their continued support, and to the Grounds Team for their exceptional hard work. Without their dedication, these achievements would not have been possible. We are already identifying ways to further improve our gradings for the 2026 awards.
The team has also been working through actions arising from the most recent tree inspection report, with works taking place across multiple Council sites. Waste material has been disposed of through controlled periodic burns at the Forge Croft Allotments, which have been undertaken responsibly and without complaint.
Repairs have been completed on the gates at the Street Snooker area in Stangrove Park, with new springs fitted to both gates, which are now operating correctly. A new gate post has also been installed at the entrance to the garden area at Doggetts Barn.
Annual Portable Appliance Testing (PAT) has commenced on all Council electrical equipment and will be completed shortly, with all records updated accordingly.
Autumn pitch aeration at the Recreation Ground and Nomads sites is scheduled for 11–12 November. This work will improve drainage and overall playability throughout the winter months. In addition, a new PitchPower report will be completed in the coming weeks for both the Recreation Ground and Nomads. This will ensure the continuation of grant funding and provide updated recommendations for maintaining and improving the Council’s sports pitches.
The height barrier in the Market Yard has now been modified to allow it to be locked securely using the fitted key lock. Although the appearance is not perfect aesthetically, the barrier is now fully functional and has saved the Council a significant cost compared to full replacement.
Finally, the Grounds Team assisted with both the installation and removal of bonfire safety fencing, and supported the organisation and running of the Remembrance Sunday parade.
Some of the fencing at the front of Stangrove Park has been damaged or fallen in to disrepair over time. A quotation of £500 has been received from the manufacturer of the replacement parts. The grounds team will install the replacement parts.
Do Members confirm to approve the expenditure of £500 for parts to repair the damaged fence at Stangrove Park?
Two of the Council’s manual push lawn mowers have recently broken down. Both machines have exceeded their expected service life and are considered uneconomical to repair. A quotation of £440 + VAT per unit has been received for like-for-like replacements.
While the team can continue operating with the remaining equipment through the winter months, replacement of these mowers will be necessary by the spring to ensure adequate capacity for the start of the next grass cutting season.
Equipment budget 3040 has capacity for this.
Do Members confirm to approve the expenditure totalling £880 for two new manual push lawn mowers?
The Head Groundsman met with a tree surgery contractor to seek professional advice regarding the silver maple located on the Council’s newly acquired parcel of land, formerly part of the old police station site. Following inspection, the tree was assessed to be in good health, and it was agreed that felling a healthy tree would be unnecessary and undesirable. Instead, a quotation of £600 has been provided for a 30% crown reduction, which will help manage the tree’s size and maintain its long-term health.
Do Members confirm to approve the expenditure of £600 for a 30% crown reduction to the silver maple tree at the old police station site?
The grounds team have experienced recurring issues with parking of both work and personal vehicles at the Depot during the winter months, primarily due to soft and deteriorating ground conditions. After considering a range of potential solutions, it is felt that the most practical and least intrusive option would be to install grass reinforcement mesh to stabilise the affected area. The estimated cost of the required matting is approximately £700, and the Grounds Team would carry out the installation in-house.
Do Members confirm to approve the expenditure of up to £700 to install grass reinforcement mesh to stabilise the parking area at the Depot?
Land outside Old Police Station: Quotations to carry out works to improve the site are currently being obtained. Works would include remedial brickwork for safety and aesthetical purposes as well as some land sculpting and tree works. This will then allow the grounds team to undertake some replanting and making good in the spring to make this area a real community asset. A further update will be provided at the February meeting.
West Kent event, Stangrove Park: West Kent held an event in Stangrove Park on 28 October to advertise the work they do in Edenbridge, focusing on youth services and the HOUSE project.
Playground Inspections: Have been booked for Marsh Green, Blossoms Park, Stangrove Park and Lingfield Road Recreation Ground. The inspections are due to take place on 25 November 2025. The Spitals Cross playground has not been included as an inspection took place earlier this year, but will be included in the yearly inspections from 2026 onwards.
Skatepark Repairs: At the September meeting Members resolved to approve the replacement of three riding surface sheets at the skate park at a cost of £975.00 (part of 10 year Open Spaces maintenance programme). The repairs were completed on 9 October.
September: One burial, two ashes interments.
October: No burials or ashes interments.
November: One burial.
Two reports of fly tipping received:
- A mattress had been left next to the track at Marsh Green. This was reported to Sevenoaks District Council (SDC) and has since been collected.
- Two oil cans and other debris (tree stumps, rubbish etc) was left at The Platt. SDC has now cleared.
Some damage to the grass has occurred in Stangrove Park (close to the beacon) as a result of someone riding a motor bike or dirt bike. This has been reported to the police.
On 31 October the picnic bench next to the playground in Stangrove Park was set on fire. Four table top slats and two seat slats require replacement. A cost for this has been requested, estimated expenditure to be £327.98 based on the last occurrence in 2024.
Nothing to report.
There are currently 14 traders who attend the market, although not all are regular. Averaging around 8 stalls per week.
Market rents are on target to date.
Trader numbers were lower on 23 October due to heavy rain and wind, only one stall was present.
The two bollards are on order (min. six weeks delivery from order), the archway was constructed, and now due to be powder coated and sprayed. Works were delayed but still hoping to complete within the next few weeks. The gazebos have proved a little more difficult to order due to considering branding and artwork.
A crack has formed horizontally across approximately 20 meters of the Cemetery wall close to the skip. This is suspected to be due to growth and movement of tree roots from a tree close by. The roots have lifted the structure, causing displacement of the footings and visible cracking to the brickwork.
The wall isn't currently unstable, although there is some slight movement.
Four contractors have assessed the wall and three quotes have been received so far (attached, confidential), two to demolish and rebuild the damaged section of wall, and one to reinforce the existing wall. Members should note that whilst reinforcing the wall maybe a solution, contractor D has not engaged with a structural engineer nor addressed the issue of tree roots.
There is currently £27,270 budgeted for cemetery wall work for 2026/27 in the 10 and 30 year maintenance plan, of which £17,740 is towards MYCP/Cemetery wall.
The view is this work should be carried out soon and therefore would be an overspend on current budget. £9,530 could be released from Earmarked Reserves (EMR). For reference, Open Spaces EMR is currently £280,000.
Contractor A - £17,000.00
Contractor B - £17,128.05
Contractor C - Yet to receive quote
Contractor D - £4,840 (To reinforce existing wall only, not to rebuild).
How do Members want to proceed? Do Members want this fully funded from EMR?
| Confidential Annex Omitted from Papers. |
| Confidential Annex Omitted from Papers. |
| Confidential Annex Omitted from Papers. |
The current Cemetery Rules and Regulations booklet has been reviewed to ensure that it remains clear, accurate, and fit for purpose. The review identified the need to simplify wording, improve layout, and provide more detailed guidance on key processes for the benefit of the public and funeral directors. Included is a detailed explanation of the Grant of Right, setting out the rights and responsibilities of grave owners.
Do Members have any comments?
Do Members approve the updated Cemetery Rules and Regulations booklet, subject to the Town Clerk reviewing?
| Confidential Annex Omitted from Papers. |
This year the Council submitted five entries, the Head Groundsman and another member of the grounds team attended the awards ceremony at Wisley last month, picking up Gold for Stangrove Park – Parks category; Silver-Gilt for the Cemeteries category; Silver for Town/city Centre category; Silver for Town category; and Silver-Gilt and overall winner for the Millennium Wood – conservation category.
Judges comments to note:
Cemeteries: Silver Gilt - The overall management of the churchyard was to a very high standard, the grass was neatly cut and the strimming and maintenance around the grave stones was undertaken with consideration and great care. The churchyard was very clean and tidy throughout. The avenue of Limes recently pollarded created an attractive avenue walkway through the ground. The Grounds Maintenance Team should be commended on the general maintenance and excellence of the site, which was very apparent throughout the tour of the churchyard on the overall management and maintenance of the site. Look to see if the wildflower area could be extended, to create a small meadow area for pollinators and wildlife within the churchyard.
Stangrove Park: Gold - The Town Councils Grounds maintenance team should be commended on the general maintenance of the park, the grass was short and managed with care considering the exceptional hot and dry weather at the time of judging . The park has a team of volunteers as well as the staff litter picking. At the time of judging the grounds were spotless. The signage throughout the park was clear and the Notice boards worked well promoting the Towns events and activities located in prominent locations. The New planters at the main entrance works very well. The planters consist of drought tolerant plants creating colour and all year round impact which are located adjacent to the main entrance to the park and promoted the celebration of 130 years of Edenbridge Town Council. The judge was informed that the planter was built and planted by the Grounds maintenance team and this is credit to the team involved.
Town: Silver - This was a good first entry in the Town category. Edenbridge Town is a attractive place to work and live. The main high street had colourful coordinated displays throughout the main high street together with a few prominent planters to complement the baskets, the adjacent areas including visits the land managed by the Great Stone Bridge Trust running along the adjacent river, which was clean, tidy and managed to a good standard. The open spaces seen on the tour were clean tidy and were managed to a high standard. It would be nice in future judging to see some of the Edenbridge in Bloom front garden entries including in the tour, especially where this would contribute to Edenbridge being such a colourful, welcoming town.
Town/City Centre: Silver - The main aspect is the High Street where the main contribution is made by hanging baskets paid for by the local council. The range of old buildings is superb, giving a wide variety of style/colour to the landscape. And excellent historic town leaflet has been produced also highlighting the ancient leather trade aspect of the local history. There appears to be a good local community, although it appears some buildings are struggling. If shops, pubs and houses could be encouraged to put out small window type displays it would add tremendously to the street appearance.
Conservation - Millennium Wood: Silver Gilt and Category Winner - The maturing of this site in a pleasant rural setting is an asset to the town. Age and maturity of the trees will inevitably change and the management of this is one of a light touch to avoid over formalising the area. Information boards have improved but at an appropriate level to preserve its natural aspect. A new series of nature trail guides for children are now available which is great. The site made for an enjoyable visit.
Pathways are an important factor in encouraging visitors and some extra maintenance would, I feel, be needed in the winter period.
Do Members want to continue with 5 categories in 2026/27?
10-year budget allocation has allowed for:
- Path repairs in the churchyard and cemeteries, which were assessed and will be reviewed in 2026.
- -Re-pointing sections of Doggetts Courtyard. This has been assessed and very minimal work is required, quotes will be obtained for 2026/27.
30-year budget allocation has allowed for:
- Streetlights.
- -Playground contingency.
The MCYP interceptor cleansing is due in December. A quote has been received totalling £869.12 (£100 under budget).
Do Members confirm to approve the budgeted expenditure of £869.12 for the annual MYCP interceptor cleansing?
The self-defence classes began on 26 October in Rickards Hall and are running for five weeks, held every Sunday evening. A total of 24 women and girls have registered for the course. Feedback so far has been very positive.
Based on this year’s costs, running a similar course next year is estimated to cost approximately £2,600.
Members are asked to consider whether to include funding for self-defence classes in the 2026/27 budget.
Byelaws update: The draft new byelaws, based on the update model byelaws (2018) was first submitted to Ministry of Housing, Communities and
Local Government (MHCLG) in 2022 (was then Department for Levelling Up). After some toing and froing and further evidence,
- January 2024 - an application was made to the Secretary of State. These did not make clear which enabling powers the Council was proposing to make byelaws under and did not include a specific report.
- April 2025 - the byelaws were declined.
- June 2025 - an amended version of the proposed byelaws was reviewed by Committee June 2025 (copy was provided with those meeting papers, if need to look back).
- July 2025 - this updated version was resubmitted to MHCLG.
- August 2025 - it was advised that we have them informally reviewed.
- October 2025 - the following feedback has been received having been reviewed by its legal team:
1. Clause 4.2 – Interpretation and purpose
As mentioned in our previous outcome letter, it remains unclear whether clause 4.2 is intended to resolve the issue of trotting carts and horses being driven across the sports fields. If the intention behind this clause is to address that behaviour, are you intending for the phrase 'other landscaping purposes' to include the sports fields? If so, we would recommend redrafting this clause to make this more explicit, to ensure the byelaw achieves its intended purpose. Care should also be taken to avoid drawing the clause too narrowly, as this could unintentionally allow continued use of trotting carts in other parts of the recreation ground, which may still cause damage or pose risks to users.
2. Meaning of “ground”
As a general drafting point, “ground” in sub-paragraph (b) refers to soil rather than to the park or recreation ground as a whole.
3. Schedule of grounds – Churchyards and cemeteries
We note the addition to the Schedule of Grounds of “Churchyard and Cemeteries”. This reference is too vague for inclusion as it stands. In addition, we would be grateful if you could clarify the basis for including such grounds under these powers.
4. Schedule of grounds – Licensed land (Watermeadows)
The Schedule also refers to “Lingfield Road Recreation Ground (and adjacent Watermeadows land managed under licence)”. Please clarify the intention behind the phrase “managed under licence”. If only part of the Watermeadows area is subject to a licence, the description may need to be refined (for example, “that part of the Watermeadows land which is managed under licence and as indicated on a map”).
It would also be helpful if you could set out how the Council determined whether the 1875 Act or the 1906 Act is the appropriate enabling power to use for the Watermeadows land, as this can depend on the nature of the Council’s interest in the land. In any case, the land should be clearly identified.
The Town Clerk is yet to work through these comments and make the necessary amendments. Members are asked:
- To acknowledge the above comments and that the byelaws should be amended accordingly to address these observations.
- To give delegated authority for the Town Clerk to amend the draft byelaws and resubmit to the MHCLG for informal review before submitting to the Secretary of State.
At the Open Spaces Committee meeting on 15 September, Members resolved to confirm support for a bandstand in Stangrove Park, to proceed with design and cost investigations and to proceed with a CIL application to the CIL Board.
Indicative costs and a design for a 6.1 meter bandstand have been received (attached - confidential), along with estimates for the groundwork, including foundations, paving, soakaways and the creation of a new path. The original estimate for all works was £95,000, with SDC providing funding of £72,430 from the 15% CIL allocation for local spending. An application to the CIL board has been made for £22,570. Should the CIL application be successful, the project can proceed to the tender stage. Costs will depend on chosen design, additional planting and possible seating (benches) which have not yet been included.
Having considered several possible locations at Stangrove Park, it is proposed that the Bandstand be situated at the top of the hill close to the beacon, making it a focal point of the park whilst still being visible from the road and enables it's use in conjunction with any event requiring the beacon. Additionally, the ground conditions in this area of the park are much more favourable than the area near the pond, which becomes saturated over autumn and winter thus requiring less groundwork preparation/concrete and materials.
Do Members approve the style of bandstand and size?
Do Members confirm the location for the bandstand?
| Confidential Annex Omitted from Papers. |
At the Open Spaces Committee meeting on 15 September, Members resolved to confirm support for the replacement of the playground at Marsh Green and to submit a bid to the CIL Board.
The Open Spaces Officer has met with two providers to explore options and costs for the replacement of the playground, including new play equipment, surfacing, fencing and the introduction of a path to the playground.
Based on the initial quotes from the providers a budget of between £50,000 and £85,000 would be required, a CIL application has been made for up to £70,000.
The 30 year maintenance plan for 2026/27 had £54,000 allocated for this. Given other budget pressures, it was proposed to apply for full CIL funding for the playground.
One of the providers has provided a design to show what can be achieved with the space (attached, confidential).
Do Members have any comments or questions?
| Confidential Annex Omitted from Papers. |
| Confidential Annex Omitted from Papers. |
At the September meeting Members were advised that on or around 21 August a vehicle had caused damage to the height restriction barrier at the entrance of MYCP. It appeared that an over height vehicle had driven or reversed into the gate causing it to bend and it was now not able to lock properly. The gate had been secured with a chain and padlock as a temporary measure. Members resolved to approve the expenditure of £4,047 for a new height restriction barrier, subject to confirmation that alternative quotations had been sought to establish best value.
An alternative solution had been found and the barrier was straightened, enabling it to be locked and unlocked again, and avoiding a costly replacement. The cost for this was £250.
Do Members have any comments?
Edenbridge Rugby Club have highlighted the fact that the current disabled access at the Pavilion is inadequate due to the way the door opens outwards, making it extremely difficult for people in wheelchairs, mobility scooters or with prams to access the building.
Three quotes have been obtained to improve the disabled access (attached, confidential). Work would include enlarging the top step to the main entrance to create more space for turning. This work is not budgeted for, it would be an overspend in Buildings or Open Spaces.
Contractor A - £2,800
Contractor B - £2,230
Contractor C - £5,900
Members are asked to consider:
1. If they support improving the disabled access at The Pavilion and approve the expenditure of up to £5,900.
2. If supported, as the work is not budgeted for, do Members want to include this in the 2026/27 budget or proceed with the work in 2025/26 and make a late CIL application to fund this?
3. To confirm the preferred contractor - A, B or C
| Confidential Annex Omitted from Papers. |
| Confidential Annex Omitted from Papers. |
| Confidential Annex Omitted from Papers. |
In 2018, a survey identified the need to rebuild a section of the boundary wall at the western end between the Churchyard and the MYCP. Although the works have not yet progressed, funding remains allocated within the EMR. The wall has continued to be monitored, with minor repairs undertaken as required.
The estimated cost to complete the rebuild is approximately £30,000. There is currently £17,740 reserved in the EMR for this project, and the overall Open Spaces EMR balance stands at £280,000.
Members are asked to consider whether to budget for the remaining £12,260 in the 2026/27 financial year, or to fund the balance from the existing EMR should the works proceed.
Streetlights maintenance programme payments to UKPN were made in June, but due to an administration error on their behalf, the replacement programme was delayed. These are all no programmed for 20 November.
| 2025-26 ACTUALS to be added/corrected | Correct 05.11.2025 | Paid June 2026 | ||
| Column No. | Road | UKPN costs £ | Streetlights £ | Total £ |
| 55 | Four Elms Road | 3178 | 1515 | 4693 |
| 229 | Stangrove Road | 1992 | 1515 | 3507 |
| 230 | Stangrove Road | 1858 | 1515 | 3373 |
| 231 | Stangrove Road | 1858 | 1515 | 3373 |
| 232 | Station Approach | 2129 | 1515 | 3644 |
| 233 | Station Approach | 2129 | 1515 | 3644 |
| 82 | Hilders Lane | 0 | 600 | 600 |
| 85 | Lingfield Road | 0 | 600 | 600 |
| 87 | Lingfield Road | 0 | 600 | 600 |
| 13144 | 10890 | 24034 | ||
| Saving on budget | 1608 |
You will see UKPN actuals has a saving on initial quote of £1,608.
Do members have any question?
Annual maintenance inspection and works reported to June Committee have been instructed and completed.
A CIL application has been made for £40,000 to fund the vast majority of streetlight replacements on Cedar Drive and Park Avenue. There is a total of 10 old concrete columns, estimated average replacement 2025-26 was £3,900 each (UKPN and Streetlight costs). This would complete the replacements required on these two roads.
The office considered a CIL bid this necessary to help alleviate budget pressures next year.
Do Members ratify the CIL application for £40,000 for streetlight replacements on Cedar Drive and Park Avenue, based on infrastructure maintenance?
The Council's 30-year maintenance has spreads the cost of replacement columns. Each year the Council has been replacing the concrete and older columns.
Outstanding are:
- Concrete columns - 10 (8 at Cedar Drive and 2 at Park Avenue).
- Old steel columns (1975s) - 1 column, and 1 pole boxes
- Modern (old) steel (1985s) - 16 columns
- Conversion to LED - approx. 100 remaining
The 30-year budget had £45k, this was planed to be one of the higher years (alternates between £25-45K). Due to other budget pressures, and given that the remaining concrete columns could potentially qualify for CIL funding, members are asked to confirm:
- Reduce the 30-year streetlight funding from £45k to £20k (subject to the CIL bid outcome)
- To fund replacement of the remaining two steel columns, and four 1985 columns for 2026-27 from the 30-year plan
- Stangrove Park and Park Lane 10 replacement columns to be funded by CIL - if the bid is not successful, to increase the 30-year plan to fund just the concrete columns.
Reserve Movements
Kent Brook: Budget £2,160 - this is an in case and to build-up reserve if not used.
Seats - Recreation Ground general replacement programme: Budget £820 - Unlikely to be used this financial year.
Skate Park sheet repairs: Budget £4,000 - Spent £1,950. Any surplus moved to EMR will help reduce need for 2026/27 budget.
Equipment surplus move to EMR and reduce 2026/27 budget .
Re-point section of courtyard concrete slabs: Budget £1,026 (propose to move to EMR).
Churchyard, path and roads to repair: Budget £2,052 (propose to move to EMR).
Allotment deposits: £450 - to new EMR.
Do Members support the proposed reserve movements?
Attached with the budget comparisons is a year-end forecast which includes the above recommendations. Refer to item 5 for attachment.
There is also a draft proposed budget for 2026/27. Some budgets have been reduced in light of overall budget pressures, for example, 3040 OS Replacement Equipment and Tools reduced from £7,000 to £4,000.
Do Members confirm recommendations to the Finance Committee?