PADDOCKWOOD TOWN COUNCIL
The Podmore Building, St Andrews Field, St Andrews Road
Paddock Wood, Kent, TN12 6HT
Telephone: 01892 837373
NOTICE OF THE ANNUAL MEETING OF PADDOCK WOOD TOWN COUNCIL TO BE HELD ON Wednesday 5th May 2021 via Zoom at 7.30pm
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Meeting ID: 998 0277 8929
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(The meeting will be recorded for the purposes of taking the minutes. The recording will be deleted once the minutes of the meeting have been approved.)
QUESTIONS FROM RESIDENTS (15 minutes)
If any resident wishes to ask a question of, or make a statement to, the council relating to items on the agenda (Standing Order 3 (e)), please submit it to the Clerk two working days before the meeting.
BOROUGH & COUNTY COUNCILLORS UPDATE (10 minutes)
C1 DECLARATIONS OF INTEREST
C2 ELECTION OF CHAIRMAN FOR THE YEAR 2021 – 2022.
The following nomination has been received:
Cllr M Flashman – proposed by Cllr C Williams, seconded by Cllr Sargison.
C3 ELECTION OF VICE-CHAIRMAN FOR THE YEAR 2021 – 2022.
The following nomination has been received:
Cllr C Williams – proposed by Cllr M Flashman, seconded by Cllr Turk.
C4 MINUTES OF THE PREVIOUS MEETING.
(a) To APPROVE the minutes of the meeting held on Monday 15th March 2021.
(b) To NOTE the minutes of the Annual Town Meeting held on Wednesday 7th April 2021.
(c) To NOTE the minutes of the PPP Committee Meeting held on Monday 26th April 2021.
C5 MATTERS ARISING FROM THE PREVIOUS MINUTES
C6 MEMBERSHIP OF COMMITTEES AND OUTSIDE ORGANISATIONS
To APPROVE the committee membership for 2021/22
C7 COUNCIL POLICIES
The council’s Policy, Procedures and Protocol Committee reviewed the following documents and have put them forward for APPROVAL by the Council:
(a) Standing Orders
(b) Terms of Reference
(c) Financial Regulations
(e) Health and Safety Policy
(f) Data Protection Policy
(g) Complaints procedure
(h) Freedom of Information Document retention policy and publication scheme.
C8 EMPLOYMENT POLICIES
The PPP Committee reviewed the following documents at its meeting and has put them forward for APPROVAL by the Council.
(a) Disciplinary Procedure
(b) Equal Opportunities Policy
(c) Grievance Procedure
(d) Bullying and Harassment Policy
(e) Sickness and Absence Policy
(f) Retirement Policy
(Copies of all the above policies are on the website)
C9 MEETING DATES 2021/2022
To APPROVE the attached meeting dates for the year 2021/22
(a) To NOTE the receipts list.
(b) To approve the payments list.
(c) Audit – the internal auditor will attend the office on 13th May 2021. PKF Littlejohn have advised that the Annual Return should be received by the 30th June 2021. The deadline will not be extended this year. The Accounts and Annual Return will be presented to the Council at the meeting on the 21st June 2021.
(d) Lock Down Grants – the town council has received a total of £17,051 in Government Lockdown Grants for the Day Centre and Green Lane Pavilion.
C11 COUNCILLOR TRAINING
- a) Cllr Moon attended a recent KALC conference on Delivering the Green Agenda and will brief members at the meeting.
- b) Cllr Flashman had attended training on Communications Strategy & Press & Media.
C12 LOCAL ELECTIONS 2021
Following the resignations of Cllrs Hills (East Ward) and Barrett (West Ward) requests were received from 10 electors for an election to be held. Due to Covid 19 restrictions the elections have been delayed until 6th May 2021.
Nominations have now been declared and there are two candidates for the West Ward and an election will therefore take place.
No candidates were nominated for the East Ward.
A new election will be held within 35 days of Thursday 6 May 2021.
C13 COMMUNITY CENTRE
- a) The TWBC planning officer has advised that a further consultation on the additional information received, will need to take place.
- b) The working party is continuing to meet to discuss and agree the internal colours & layouts.
- c) Following on from the distribution of the newsletter in November the town council has received a request from a local resident – Mr Paul Mcveagh to join the working party. Members are asked to approve Mr McVeagh’s membership of the working party.
- d) A copy of the minutes of the 3rd March 2021 are attached for members information.
C14 NEIGHBOURHOOD PLAN
To receive an update from the Chairman of the Group.
C16 SCHEME OF DELEGATION
At the meeting held on the 15th March 2021 it was agreed that the council would not meet again (apart from one P & E meeting,) until the 21st June, when all covid 19 restrictions should be lifted.
In March 2020 when the first lock down occurred prior to the start of virtual meeting the Town Council passed the following resolution:
To extend the delegation of Council’s “day to day” decisions to the Clerk, in consultation with the Chairman/Vice Chairman during any period of restricted activity declared by the Government in respect of the Covid-19 virus. Such delegation to enable the Council to fulfil its responsibilities to its residents.
Members are asked to approve the above resolution until the 21st June 2021, with the following amendment:
“ that the Deputy Clerk and Chairman of the planning committee should respond to planning applications which cannot be deferred until the 21st June 2021.”
C17 5 YEAR PLAN
To approve the updated 5-year plan
C18 REPORTS FROM REPRESENTATIVES
(a) Chairman’s meeting.
(b) Paddock Wood Business Association
(c) Bereko Committee
(e) Medway Valley Line
(f) Hop Pickers Line
(g) Youth Council
(h) Putlands Leisure Centre Liaison meeting
(i) Liaison Meeting with developers
(j) Strategic sites meeting
C19 DATE OF NEXT MEETING
The next meeting will be held on Monday 21st June 2021.
Under section 1 (2) of the Public Bodies (admission to meetings) Act 1960 the following information is exempt from the press and public.
C20 ABSENCE FROM MEETINGS
To consider the attached report
C21 LOCAL PLAN CONSULTANT
To appoint the consultant for the local plan advice.
Clerk to the Council
28th April 2021