PADDOCK WOOD TOWN COUNCIL
The Podmore Building, St Andrews Road, Paddock Wood
Tonbridge, Kent, TN12 6HT
Telephone: 01892 837373
www.paddockwood-tc.gov.uk
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MINUTES OF A MEETING OF THE ESTATES COMMITTEE TO BE Monday 12TH AUGUST 2024 in the Day Centre Commercial Road at 7.45 pm.
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PRESENT: Cllr J Thompson in the Chair
Cllrs R Atkins D Kent, A Mackie R Moon, D Sargison, B. Robichaud,
IN ATTENDANCE: Mrs N Reay, Clerk to the Council
ES22 DECLARATIONS OF INTEREST
There were no declarations of interest.
ES23 MINUTES OF THE PREVIOUS MEETING
The minutes of the meeting held on Monday 8th July were PPROVED.
ES24 MATTERS ARISING FROM THE PREVIOUS MINUTES
a) The dipping platform at FHW will be removed on 10th August. As many of the decking planks as possible will be saved to re-use them elsewhere in the wood.
b) The fence at St Andrews Field Car Park is scheduled to be replaced 2nd September
c) The contractor will cut the Town Centre car parks hedges 9th & 16th August. All other hedges will be cut over the next month. Members arranged some concerns about the contractor. The Clerk would discuss before the contract is next placed.
d) Goal posts – replacement goals for the Memorial Field have been delivered and installed.
e) The link between the two sections of the path to rear of Putlands is scheduled to be installed w/c 28th
f) The work at Putlands Pond was scheduled to start on the 12th August, however this has not happened. Due to ongoing delays Cllr Thompson proposed, Cllr Robichaud seconded:
Another contractor should be appointed if work has not commenced by the following Monday.
CARRIED unanimously
ES25 CEMETERY & CLOSED CHURCH YARD
a) The conifer hedge in the cemetery will be removed w/c 12th August 2024. The work should take 2 – 3 weeks. There are currently no funerals booked during that period, but the contractor will stop work in the event of a funeral being held. The cost of the work has increased to £12,700 since the original quote of £11,500.
Revised quotes for the path to the children’s area as agreed by the committee last month are attached for members consideration.
The quotes are as follows:
Contractor 1 – £12,766
Contractor 2 – £34465
Contractor 3 – £49,896
There is a total of £29,247 remining in the budget for this project for 2024/25.
Cllr Kent proposed, Cllr Thompson seconded:
That contractor 1 should be appointed to carry out the work as detailed in his quotation.
CARRIED 6 in favour, 1 abstention
b) Closed Church Yard – following a recent safety inspection 7 memorials in the Closed Church yard were found to be unstable. Two of which are of the monument style have been fenced off. The remainder have been temporarily secured but will need a permanent repair. As there are no records to trace families for the memorials in the Closed Churchyard, the Council will need to carry out the repairs. The Deputy Clerk will obtain quotations from stone masons and refer the costs to the committee for a decision. A faculty will be required from the diocese before the work can be carried out. A copy of the record sheet is attached for members information
c) Cemetery Memorial Inspection – see attached record sheet. Records are held for most of the graves in the Cemetery. Those whose memorials need attention have been contacted. Some responses have been received and work is being carried out.e) Tree work in Old Churchyard – complaints have been received regarding overhanging trees from the Old Church Yard into the adjoining estates. Quotes are being sought to have the work carried out.
ES26 ESTATES MANAGEMENT
a) Members discussed the draft job description for the new Estates Manager.
Members considered that the following points should be included:
Knowledge of Environmental Management
Innovative ideas
Contract/project management experience
Knowledge of Grant applications
Following a further discussion on staffing levels and skills
Cllr Moon proposed that the job description should be accepted
The motion was subsequently withdrawn.
It was suggested that maybe a temporary manager should be appointed whilst the council reviewed what is needed in terms of staffing.
Cllr Atkins proposed, Cllr Thompson seconded:
That the Council should go forward with a temporary contract for six months and tender for the waste collection
The motion was subsequently withdrawn
Cllr Atkins proposed, Cllr Kent seconded:
That the Committee does not agree the job description.
CARRIED 5 in favour, 2 against
Cllr Atkins proposed, Cllr Thompson seconded:
That the Council seeks a temporary Estates manager for 6 months using the draft job description.
CARRIED 5 in favour, 1 against, 1 abstention
Cllr Ken proposed, Cllr Thompson seconded:
That committee recommends to the Full Council that going forward a review of all council staff should take place
CARRIED 5 in favour, 2 abstentions
It was suggested that the review should be carried out by an independent body.
b) The inspection of the estates truck has been carried out and a quote of £3000 to repair the flat bed had been received. The Council had budgeted to buy to a new truck in the 24/25 budget.
Cllr Kent proposed, Cllr Thompson seconded:
That a pre- MOT should be carried out before deciding whether the work should be carried out.
CARRIED 5 in favour, 2 abstentions.
c) Cllr Atkins proposed, Cllr Kent seconded:
That the second, smaller van should be purchased.
CARRIED unanimously.
ES27 FOAL HURST WOOD SIGNAGE PROJECT
Some information has been supplied to the designers by Peter Prince, but further information is required. See attached email. There is a large amount of historical information in the office which could be used for research purposes.
Cllr Thompson agreed to progress this.
ES28 MEMORIAL FIELD SECURITY
Members considered whether any additions should be made to the Memorial Field security following the recent traveller incursion.
It was agreed that the matter should be kept under review.
The committee asked that the Estates Staff should be thanked for clearing the field so quickly. The Clerk and Chairman were thanked for attending the site on a Saturday.
ES29 HIRE OF ST ANDREWS FIELD
A request has been received from Yalding School PTA to use a Paddock Wood Recreation ground on Sunday 16th June 2025 for a touring circus. This is a school’s focussed event, and the big top will have a capacity on 600. A crew would need to camp on site during the event.
St Andrews is the only field without sports pitches.
Cllr Thompson proposed, Cllr Kent seconded:
That Yalding PTA should be thanked for the opportunity, but the council does not give permission for the event.
CARRIED 4 in favour, 1 against, 2 abstentions
ES30 TREE WORK
The tree on the corner of Mount Pleasant is beginning to encroach onto the adjoining house and needs cutting back. Quotes are being sought to carry out this work.
ES31 BUDGET 2025/26
The council will start its budgeting process for 2025/26 in September 2024 and the budget will be finalised in December 2024. Members were asked to submit projects they wish to have considered to the September Estates Meeting.
ES32 DATE OF NEXT MEETING
The next meeting will take place on Monday 9th September
The meeting closed at 10 pm