Full Council — 11 May 2026
Meeting Minutes:
| Meeting Date: | Monday 11 May 2026 |
|---|---|
| Time: | 19:30 |
| Councillors | Jon Aldridge Vice-Chairman, Angela Baker Chairwoman, Sarah Compton, Michael Gemmell Smith, Carey Jacques, Alan Layland, Margot McArthur, Stuart McGregor, Vince Parker, Angela Read, Michael Stockdale, Jeff Streets, Stephen Sumner, Bob Todd. |
| Committee: | Full Council |
| Venue: | Rickards Hall. 72a High Street Edenbridge, TN8 5AR Kent |
| Notes: | |
| Summary: | Annual Meeting of the Town Council |
Agenda
Minutes
Cllr Aldridge proposed Cllr Baker to continue as Chairman; Cllr Compton seconded. Members unanimously,
Resolved: Cllr Angela Baker as Chair of the Town Council.
Received: Cllr Baker signed the Declaration of Office book.
Cllr Baker proposed Cllr Aldridge to continue as Vice Chairman; Cllr Compton seconded. Members unanimously,
Resolved: Cllr Jon Aldridge to continue as Vice Chairman of the Town Council.
Received: Cllr Aldridge signed the Declaration of Office book.
Apologies for absence were received, noted, and accepted, from Cllrs Gemmell Smith, Parker, and Read.
Cllr Aldridge declared a pecuniary interest in item 12.2 council papers.
The Clerk asked if there were any other interests, there were none noted at the time.
Resolved: to adopt the minutes of the Council meeting held on 09 March, and that they be signed by the Chair as a true and accurate record, 130/1-17.
Resolved: to adopt the minutes of of the Finance and Governance Meeting held on 16 February, (pages 125/1-5)
Committee meeting 16 March, should have been approved, but had not been included with the meeting attachments, and so would be presented for adoption at the next Council meeting (July).
Resolved: to adopt the minutes of the Planning Committee meetings held on 02 March (pages 128/1-3), 23 March (pages 2023-126/1-4) and 20 April Planning & Transport (pages 135/1-4).
Resolved: to adopt the minutes of Open Spaces Committee meeting held 13 April 134/1-14.
Resolved: to adopt the minutes of Buildings and Leases Committee meeting held 27 April 136/1-8.
The Internal Auditor's report, as reported to Council March meeting, noted buildings valuations should be considered annually, and revalued as a minimum with the insurance agreement renewals i.e. 3-yearly to ensure that insurance valuations. Finance and Governance committee supported this recommendation. Members,
Resolved: to approve revaluations of Council owned buildings, and the expenditure of £1,875.
Members noted March Finance Committee was satisfied with the recommendations for reserve movements:
- £23,753 budgeted surplus (buildings and new strategic projects EMR)
- £10,650 budgeted planned increase for EMR for equipment, staffing and playgrounds
- £23,898 budget projects either in progress or to be completed (open spaces and buildings)
- Plus other budgeted planned movemnets
However, the actual year-end movements included an additional £27,647. These were included in the budget for movement, or other resolutions: £8,505 for Pavilion 30-year plan; £5,000 for the Pavilion professional services for the new water boilers and mains water projects; Buildings movement to increase reserve £2,963; Land & Assets £2.500; staffing EMR increase £7,668. Meeting papers included a report on financial performance and reserve movements.
Total movements include budgeted, planned and carryover was £85,947. Members,
Resolved: to confirm the recommended movements of £58,301 plus the other planned movement £27,647, total £85,947.30.
Members unanimously,
Resolved: to confirm the amendments section 5, v.to xxii; and to reconfirm the Standing Orders.
Members received the Financial Regulations as reviewed, updated and adopted 28 October 2024, amended section 5 procurement May 2025. Members noted proposed additional amendments to section 13 - Income. Members unanimously,
Resolved: to confirm the amendments section 13 - income; and to reconfirm the Financial Regulations.
Resolved: to continue with and adopt the Terms of Reference.
Resolved: to confirm and continue with the Councillors Code of Conduct Policy (renewed July 2025).
The Terms of Reference (TOR) set out the committee membership and delegated responsibilities. This is a working document and may be amended from time to time to reflect operational changes and procedures. It is usually reviewed by the Governance Committee, with any recommended changes referred to Full Council.
Members were asked to review and confirm the current committees, sub-committees, and working groups (items 9.1–9.12) and unanimously,
Resolved: to continue with the existing committees and working groups structure:
- Committees and CIL Board (items 9.1–9.6)
- Sub-Committees and Steering Group (items 9.7–9.9)
- Delegated arrangements and procurement procedures (items 9.10–9.11)
- Working Groups (item 9.12)
Members agreed not to propose any additional Committee or Sub-Committee (item 9.13).
Confirmed.
Confirmed.
Confirmed.
Confirmed.
Confirmed.
Confirmed.
Confirmed.
Confirmed.
Confirmed:
- Parking and MYCP
- Skate Park / Open Spaces Play and Activities
- Aviation Consultations
- Local Plan
- Events (however, there was only the Remembrance Sunday parade currently planned for 2026)
It was noted the Internal Audit/Governance Risk Assessment Working Group did not routinely meet, with Governance Risk Assessments carried out by nominated Finance and Governance Committee members, and reported to committee and Council. Internal Audit was also overseen by committee and reported to Council. It was noted and agreed this Group now sat with Governance Committee responsibilities. This was already covered in the TORs: 3.11 Council’s Internal Audit review 3.12 Monitor compliance with Health and Safety and Risk Assessment and make recommendations to full Council for improvements.
No additional committees or sub-committees were proposed.
Members were appointed to Committees at the start of the current Council term (2023). Membership may change during the term, for example where a councillor resigns or new councillors are appointed.
Resolved: continuation of current membership: Cllrs Baker, Compton, Gemmell Smith, Jacques, Layland, McGregor, Read, Stockdale, Sumner, and Todd.
Resolved: continuation of current membership: Cllrs Aldridge (SW), Baker (NE), Gemmell Smith (SW), Layland (NE), McArthur (SW), McGregor (NE), Parker (NE), Read (NE), Stockdale (SW), Streets (SW), Todd (NE). One vacancy remained.
Resolved: continuation of current membership: Cllrs Aldridge, Baker, Compton, Gemmell Smith, Jacques, Layland, McGregor, Stockdale, Streets, and Sumner.
Resolved: continuation of current membership: Cllrs Baker, Gemmell Smith, Layland, McGregor, Read, Streets, Stockdale, Sumner, Todd. Cllr Jacques was appointed.
Resolved: continuation of current membership: Cllrs Aldridge, Baker, Compton, Gemmell Smith, Jacques, McArthur, McGregor, Streets.
Resolved: continuation of current membership: Cllrs Baker, Gemmell Smith, Layland, McArthur, McGregor, Stockdale, Todd.
No new committees had been proposed.
Resolved: continuation of current membership for the following Working Groups:
- Parking and MYCP - Cllrs Aldridge, Baker, Compton, Layland, McGregor, Read.
- Skate Park / Open Spaces Play and Activities - Aldridge, baker, Gemmell Smith, Layland, McArthur, Sumner.
- Aviation Consultations - Aldridge, Baker, Jacques, McArthur.
- Local Plan - Cllrs Aldridge, Baker, Gemmell Smith, Layland, McGregor, Parker, Read, Streets, Stockdale, Todd.
- Annual Events - Cllrs Baker, Gemmell Smith, Layland, Streets, Todd.
Resolved: to confirm the chargeable arrangements and services carried out by the Town Council on behalf of organisations in 12.1.1 to 12.1.4?
Resolved: to confirm the continuation with the current professional service providers engaged by the Council 12.2.1 to 12.2.16.
- The Agreement with EDGE IT, item 12.2.5 was reconsidered.
- Others included under: 12.3 includes AI apps. 12.4 HR and H&S service provider. Item 17 covered Insurance provider.
Confirmed.
Confirmed.
The Council resolved in March 2026 to enter into a five-year agreement with EDGE. Since then, concerns have been identified regarding data compliance arrangements, the requirement for an updated Data Controller Agreement, and operational issues experienced during the financial year-end process. Officers would welcome the opportunity to discuss these matters further with EDGE and assess whether the issues can be satisfactorily resolved.
Contract options available are:
- Five-year agreement: £2,519.46 per annum
- Three-year agreement: £2,795.28 per annum
- One-year agreement: £4,194.18 per annum
Members noted that concerns included both the contractual arrangements and the software platform, which was based on Access 2019 and considered dated compared with alternative systems. To provide greater flexibility while these matters are reviewed, Members agreed,
Resolved: to amend the agreement term from five years to three years, noting that the annual cost will increase from £2,519.46 to £2,795.28, an increase of £275.82 per annum.
Confirmed.
Confirmed.
Members noted it will be reviewing the current Service Level Agreement (SLA) with PS Technology, including consideration of moving to an enhanced managed service package.
Confirmed.
Confirmed.
Members noted the report in the meeting papers: Using a ChatGPT Business licence helped to ensure legal compliance and secure data management, as information is retained within the organisation’s own secure workspace and is not shared across the wider public platform. It can also support improved efficiency, productivity, and creativity across Council operations.
In addition, the Council was beginning to make use of Microsoft Copilot, included within the existing Microsoft licensing arrangements. Copilot offers benefits such as integration with Microsoft Office applications, assisting with drafting documents, summarising meetings and emails, and improving day-to-day productivity. However, retaining ChatGPT continues to provide additional benefits, including broader functionality, enhanced creativity, more flexible drafting support, and access to specialist tools and features. It should also be noted that Microsoft Copilot itself utilises OpenAI technology, including ChatGPT, as part of its underlying AI capability.
Confirmed.
Otter.ai Business licence provides secure storage and management of meeting recordings and transcripts within the organisation’s designated workspace, supporting good governance and data handling practices.
Members considered a report on the Council's nine-month pilot of Gpeto Planning AI software. It was noted that the platform had assisted officers and councillors in reviewing planning applications, improving efficiency, consistency, and understanding of planning matters. The discounted pilot subscription had now ended, and the annual cost to continue the service would be £1,200.
Members supported the proposal and recognised the software's value as both a planning assessment and training tool for officers and councillors.
Resolved: to continue the Council's subscription to Gpeto Planning AI software at a cost of £1,200 per annum, including access for up to 12 view-only users, and to include the subscription within the Council's approved annual software and service subscriptions.
Members considered a report regarding the Council's HR and Health & Safety consultancy arrangements. It was noted that, due to meeting timings, the matter had not been considered by the Personnel Committee prior to Council. The Town Clerk advised that, having reviewed the current arrangements, she strongly believed that a change of provider would be in the Council's operational best interests, citing improved software functionality, integrated systems, and enhanced support provision.
Members noted that the current WorkNest agreement had initially been understood to be nearing expiry but had since been confirmed as a longer-term contract. Details regarding any early termination provisions or release arrangements were still being established and would need to be finalised before any transition could take place.
Following discussion, Members supported the proposed move to Peninsula, subject to satisfactory confirmation of the contractual position with WorkNest.
Resolved: to approve, in principle, the transition of the Council's HR and Health & Safety consultancy services from WorkNest to Peninsula at a cost of £432 per month (£5,184 per annum) based on 11 FTE employees and a five-year agreement, subject to confirmation of the contractual arrangements with WorkNest and any associated termination provisions.
Resolved: to confirm the annual subscriptions as listed 13.1-13.14 and 13.14.1.
Confirmed.
Confirmed.
Confirmed.
Confirmed.
Confirmed.
Confirmed.
Members considered a report regarding Society of Local Council Clerks (SLCC) membership for the Open Spaces Officer. It was noted that the Open Spaces Officer is currently undertaking the CiLCA qualification and that SLCC membership would support his professional development, whilst also enhancing organisational resilience, continuity, and compliance through shared professional knowledge across the officer team.
Members supported the proposal.
Resolved: to approve SLCC membership for the Open Spaces Officer, Dan Strugnell, at the annual subscription cost of £316.
Resolved: to confirm continuation of the direct debits; and noted there were currently no standing orders.
Members noted the recent IA report said that Council should establish a panel of at least four signatories on each account. Previous annual meetings had appointed sufficient councillors as signatories, but it was noted that not all had received the bank paperwork to become signatories. The Town Clerk said she would enquire with the RFO.
Resolved: to confirm the Council's bank account signatories, and members were satisfied that there was at lease four named councillors for each account.
Resolved: to confirm the Council’s Assets, and the closing balance for year-end 2026/26 of £4,319,344.
Members considered a report regarding the Council's insurance arrangements. It was noted that the Council is currently within a three-year Long Term Agreement with Hiscox Insurance Company Limited, administered through Gallaghers, at an annual premium of £16,217.27. Members further noted that the premium may be subject to adjustment in accordance with policy terms, including inflationary increases, asset valuation changes, and Insurance Premium Tax.
Members confirmed the current insurance arrangements.
Resolved: to confirm Hiscox Insurance Company Limited (via Gallaghers) as the Council's insurer for all insurable risks and to approve the annual premium of £16,217.27, together with any annual inflationary increases and adjustments arising from asset valuations or policy changes.
Members considered a report regarding the renewal of the Council's vehicle insurance. It was noted that, due to the renewal date falling immediately after the Council meeting, approval had been sought from Members by email to enable a change of insurer. A comparison exercise had identified a more competitive policy through Gallaghers, providing a saving of £660 together with any-driver cover and a lower excess.
Members noted that all councillors who responded had supported the change and that, in consultation with the Chair of the Council, the Town Clerk had instructed Gallaghers to proceed with the new policy.
Ratified: the appointment of Countrywide Insurance (MSI Group Europe), via Gallaghers, as the Council's vehicle insurer and to approve the associated expenditure of £2,403.55.
Resolved: to confirmed the existing Councillor reps to local organisations.
The Clerk was asked to enquire if Edenbridge CARES still exists.
Resolved: to confirm and re-adopt the Complaints Procedure.
Members noted that it had recently completed a review had been undertaken to ensure compliance with data protection legislation and associated statutory requirements, including updates to policies, procedures, privacy notices, retention arrangements, and information governance controls. Members had supported the review and confirmed the Council's policies and procedures.
Resolved: to approve and adopt the updated Freedom of Information and Publication Scheme Policy, Retention and Disposal Policy, Data Protection Policy, Privacy Notices and Privacy Policy, and Digital IT and Cyber Security Policy.
Council had reviewed its communications strategy and policies in March 2025; this also outlined how the press and media channels are managed.
Resolved: to confirm its Digital Communications, Engagement and Social Media Policies; and noting also its,
- Communications and Community Engagement Strategy
- Digital Communications and Social Media Strategy
Resolved: that the Town Council continues to meet the General Power of Competence conditions as resolved at its meeting 15 May 2023.
Members received the Internal Audit Report for 2025/26. It was noted that no issues had been identified during the audit and that the Internal Auditor had provided positive comments regarding the Council's management of reserves and overall financial controls. A recommendation was made to undertake a more detailed review of the asset register during 2026/27 to address discrepancies in asset values recorded within the accounting system. The Internal Auditor also confirmed compliance with current best practice guidance and signed off Assertion 10.
Members had no questions on the report and noted the findings.
Resolved: to receive and note the Internal Audit Report for 2025/26 and the recommendations contained therein.
A copy of the year-end EDGE financial reports were received, together with the Bank Reconciliation, Budget Comparison reports, and summaries of both earmarked and general reserves.
Members noted the following:
- Consolidated Balance Sheet (1) confirms the total net assets position (matching Box 7 on the AGAR): £1,386,574.37
- Income & Expenditure Account (2) confirms total actual income of £1,298,795 (Boxes 2 and 3 on the AGAR) and total expenditure of £944,966 (Boxes 4 and 6 on the AGAR).
- Budget Comparison Reports (3) confirm the budgeted and actual income and expenditure positions, including creditors, debtors, and Community Infrastructure Levy (CIL) income and expenditure. AGAR figures are derived from the Income & Expenditure Account and Balance Sheet.
- Bank Reconciliation (4) confirms cash and investment balances (matching Box 8 on the AGAR): £1,453,488
- Reserve Movement Spreadsheet (5) details reserve movements throughout the year, including funds released back to General Reserves and budgeted transfers to Earmarked Reserves to ensure continuation of ongoing projects. General Reserves increased by £35,718 to £364,820.02, remaining below 50% of the annual precept.
Members unanimously,
Resolved: to confirm the year-end financial position, with total net assets of £1,386,574.37, comprising:
- General Reserve: £364,820.02
- Earmarked Reserves: £576,529.31
- CIL Funds (allocated and unallocated): £445,225.04
The Chair read out each statement under the Annual Governance Statement in turn, Section 1, page 4 of the Annual Governance and Accountability Return (AGAR). Members unanimously voted and agreed each statement as read individually, and,
Resolved: to confirm and approve the Annual Governance Statement 2025-26 AGAR, Section 1, each statement 1-10.
Members received the end-of-year accounting figures for 2025-26 AGAR. The balances carried forwarded (box 7) concurred with item 23.2, £1,386,574; and the cash and investments balances of £1,453,488 matching the bank cashbook summary reconciliation report. The Chair read out each figure on the Annual Accounting Statement in turn. Members unanimously,
Resolved: to confirm and approve the end-of-year figures as recorded on the Accounting Statement 2025-26 in the AGAR, Section 2 boxes 1-10; and box 11 (excludes trust funds).
20:02 The Chair closed the meeting.
None.
20:02 The meeting re-opened.
Cllr Mayall had sent his apologies.
Noted Sevenoaks District Council (SDC) Annual Meeting of the Council was on 14 May.
Members received the Town Clerk's report, of note:
Bandstand project: Following the tender process, Open Spaces Committee had confirmed the two contractors. A meeting has been made to discuss timescales, and firm-up the costs.
Building Bridges for Dementia Friendly Edenbridge: In 2023, the Council commenced a partnership initiative with the Kent Dementia Action Alliance (KDAA) to help make Edenbridge a more supportive and dementia-friendly community for residents living with dementia. The Council is now preparing to relaunch the initiative following confirmation from KDAA of updated branding and a dedicated “Building Bridges for Dementia Friendly Edenbridge” logo. Additional promotional information was currently being prepared to support the relaunch, including guidance for businesses and organisations on signing up to the Dementia Friendly Pledge and accessing training opportunities.
Cyber Security, Data Management, and Remote Meeting Technology: The Town Clerk and Responsible Financial Officer/Deputy Clerk recently met with PS Technology to discuss the Council’s current data management systems, cyber security arrangements, and office equipment requirements. Discussions also included the potential equipment and infrastructure required to support remote and hybrid meetings from the Council's meeting area in Doggetts Barn, and for meetings in Rickards Hall, together with the capability for live streaming of meetings where appropriate.
Highways Improvement Plan: This was presented to Planning and Transportation Committee following a meeting with Kent Highways officer. An update version is now on our website under What we do / Road Safety.
Leases - Forge Theatre Group: Amendments to the draft Lease have been viewed by the solicitor and an updated clean draft has been issued. A date to meet to go through the new revised draft Lease was hoped for end of April, but the Clerk was unable to attend. Currently awaiting new date.
Marsh Green replacement playground: The tender for the new playground closed 29 May. Tenders will be shortlisted with Open Space Committee confirming the successful design and contractor.
NALC annual conference: Cllr Aldridge, Town Clerk, RFO/Deputy Clerk, and Open Spaces Officer are booked to attend this year’s event on 24 June.
Members received an update on the emerging Sevenoaks District Local Plan. It was noted that officers and councillors had continued to monitor progress, liaise with the Council's planning consultant, review consultation responses, and raise a number of matters with SDC, including highways capacity, secondary school provision, public transport, cycling infrastructure, land access arrangements, and the Infrastructure Delivery Plan.
Members noted that the draft Regulation 19 Local Plan was due to be considered by SDC's Development & Infrastructure Advisory Committee on 30 June 2026, with public consultation anticipated during July/August 2026. Members also noted recent changes to national planning procedures affecting major residential applications.
The update was received and noted.
Members received a report on the 2026 Annual Town Meeting. It was noted that the event had been well attended and provided residents with updates from the Town Council, partner authorities, the police, and local organisations. Members discussed the format of future meetings and were receptive to changes that would allow greater opportunity for residents to engage informally with councillors, guest speakers, and community organisations.
Members noted that the 2027 Annual Town Meeting would need to be held earlier in March to avoid the pre-election period ahead of the May elections.
Members recorded their thanks to the Town Clerk, Communications Officer, and office staff for their work in organising and supporting the event.
Members noted that SDC had confirmed that the proposed £40,000 Community Benefit Fund contribution from Kybo Solar Farm Limited may be accepted by the Town Council as a private agreement outside the planning process. The formal agreement is awaited and potential locations for EV charging infrastructure will be considered in due course.
Members considered a report regarding the replacement of the hearing loop system at Rickards Hall. Members agreed that the existing system was beyond repair and that a replacement hearing loop would be required to support accessibility and inclusivity within the venue.
However, Members noted that investigations were currently underway into potential upgrades to the hall's audio-visual equipment, including facilities to support hybrid meetings and improvements to the sound system. Members considered it prudent to ensure compatibility between any replacement hearing loop system and future equipment before committing expenditure.
Resolved: that the principle of replacing the hearing loop system at Rickards Hall be supported; however, consideration of the quotation from Hi Kent for £1,559 plus VAT be deferred pending further investigation of hybrid meeting and audio-visual equipment requirements, to ensure compatibility with any future installations.
Prior to consideration of Agenda Item 29.2, the Town Clerk reminded Members of their obligations under the Council's Code of Conduct regarding declarations of interest and participation in meetings where an interest exists. Reference was made to Appendix B of the Code of Conduct and the importance of openness, transparency, and protecting the integrity of the Council's decision-making process. Members were invited to consider whether any interests declared may require withdrawal from the meeting for the relevant item.
Cllr Stockdale declared an interest as a Trustee of Eden Valley Museum Trust and withdrew from the meeting for the duration of the item.
Cllr McGregor declared an interest as the Council's appointed representative to the Museum.
Cllr Layland declared an interest as a non-executive trustee of the Museum and abstained from voting.
Cllr Baker declared a non-pecuniary interest.
20:15 Cllr Stockdale left the meeting.
Members considered a request from Eden Valley Museum Trust CIO for financial assistance towards legal costs associated with the Deed of Variation and registration of the new Church House lease. Members noted the significant financial support already provided by the Council through the lease renewal process and the ongoing annual Service Level Agreement grant.
Whilst recognising the valuable contribution made by the Museum and its volunteers to the community, Members considered that reimbursement of the legal costs had not formed part of the lease negotiations and that approval could set an undesirable precedent.
Resolved: not to reimburse the Museum's legal costs associated with the Deed of Variation and related registration work.
Members considered the EVM Trust Annual Report and request for an increase in the annual Service Level Agreement (SLA) grant. Members welcomed the positive work undertaken by the Museum, including its educational activities, community engagement, increasing visitor numbers, and continued Arts Council England accreditation.
Members agreed that any request for an increase in funding should be considered as part of the Council's normal budget-setting process.
Resolved: that consideration of any increase to the Museum's SLA grant be referred to the 2027/28 budget-setting process through the Finance & Governance Committee. The Museum be invited to provide further information regarding the level of funding requested, the benefits delivered through the current SLA, what any additional funding would support, and a financial report to assist Members' consideration.
Members also requested that the EVM be reminded of the Council's annual grants programme.
20:21 Cllr Stockdale re-joined the meeting.
Members received an update regarding the casual vacancy in the Edenbridge South and West Ward arising from the resignation of Councillor Bill Cummings. The statutory Notice of Casual Vacancy was published on the Council’s noticeboard on 15 April 2026. It was noted that SDC had confirmed that no request for a by-election had been received within the statutory period and that the vacancy may therefore be filled by co-option.
Members discussed the co-option process and noted that, given the timing of the vacancy, the summer period, and the scheduled local elections in 2027, any co-option would likely be for a relatively short period.
Resolved: To defer consideration of the co-option process until the July 2026 Council meeting.
Members received an update regarding a complaint received from a former market trader. It was noted that the complaint had been investigated in accordance with the Council's Complaints Procedure and that the complainant had requested progression to the next stage of the process.
Members further noted that a meeting of the Complaints Committee was being arranged to consider the matter.
None.