PADDOCKWOOD TOWN COUNCIL
The Podmore Building, St Andrews Field, St Andrews Road
Paddock Wood, Kent, TN12 6HT
Telephone: 01892 837373
www.paddockwood-tc.gov.uk
MINUTES OF A MEETING OF PADDOCK WOOD TOWN COUNCIL HELD ON Monday 19th June 2023 at 7.45 pm in The Day Centre, Commercial Road, Paddock Wood
PRESENT: Cllr H Atkins, in the Chair
Cllrs R. Atkins, (TWBC) D. Kent, N. Maari, A. Mackie, T. Mobbs, R. Moon, (TWBC) M. Munday, (TWBC) D. Sargison, J. Thompson,C. Williams.
After item: C25 – Cllrs D Dray & S Hamilton (KCC)
IN ATTENDANCE: Mrs N Reay, Town Clerk
Mrs T Maxwell RFO (until item C27)
Borough Cllr S Wakeman
2 residents
QUESTIONS FROM RESIDENTS (15 minutes)
Two residents attended to ask the Town Council to consider upgrading the skateboard park. The drew members attention to Concrete Wave who had upgraded Swanley Skatepark and East Peckham Skate Park.
Both the Clerk and Cllr Williams advised that they had already had conversations with Concrete Wave, and it was agreed that they should be invited to attend the September Estates meeting.
BOROUGH & COUNTY COUNCILLORS UPDATE (10 minutes)
BC Atkins advised that they Borough had just launched a Residents Survey. There would be a drop-in session at the Wesley Centre on Wednesday 21st June between 2 – 4 for residents to attend. Disappointment was expressed that this had not been more widely advertised.
There were no further questions and none for the County Councillor
C21 DECLARATIONS OF INTEREST
Cllr Williams declared that she was a director of PWCCO Ltd.
C22 MINUTES OF THE PREVIOUS MEETING.
(a) Cllr Munday proposed, Cllr H Atkins seconded: that the minutes of the meeting held on the 15th May should be APPROVED. Carried unanimously.
Cllr Thompson proposed, Cllr H Atkins, seconded: that the minutes of the meeting held on 12th June 2023 should be APPROVED Carried unanimously.
(b) The minutes of the Planning Environment Committee meeting held on the 5th June 2023 were NOTED
(c) The minutes of the Personnel Committee meeting held on 7th June 2023 were NOTED
(d) The minutes of the Estates Committee meeting held on 12th June 2023 were NOTED
C23 MATTERS ARISING FROM THE PREVIOUS MINUTES NOT COVERED ELSEWHERE
- a) C12 – Cost of Living Support Grant – the full grant of £2000 had been approved and would be forwarded on once the funding had been received.
- b) C15 – Neighbourhood Plan, TWBC had confirmed that the Plan would be put to the Cabinet meeting on the 27th July for Agreement to go to referendum.
Subject to approval being given the referendum date remains 14th September. It was agreed that the Planning and Environment Committee would consider publicity at its next meeting.
- c) C17 – Dynamic Councillor Training – there are still online dates available for those who have not yet booked.
C24 CO – OPTION – WEST WARD
Two applications have been submitted – David Dray & Sarah Hamilton.
The council’s co-option procedure states.
“If there is more than one vacancy and the number of candidates equals the number of vacancies, all the vacancies may be filled by a single resolution of the Council.”
Cllr Williams proposed, Cllr Mackie seconded:
That the council should hear from both applicants before the vote.
Voting 3 in favour, 6 against, 2 abstentions The MOTION was therefore lost.
Cllr R Atkins proposed, Cllr Thompson seconded:
The council should follow the co-option policy and co-opt both candidates.
CARRIED 8 in favour, 3 against
David Dray and Sarah Hamilton both signed their Declaration of Acceptance and joined members for the remainder of the meeting.
C25 COMMITTEE APPOINTMENTS
Cllr R Atkins proposed, Cllr Munday seconded:
That the following appointments should be APPROVED
Planning & Environment Committee – Cllr Dray
Finance Committee – Cllrs Dray & Kent
Governance Committee – Cllrs Dray & Hamilton
CARRIED unanimously.
C26 FINANCE
(a) The receipts voucher nos: 82 – 120 were NOTED.
(b) Cllr Hamilton proposed Cllr Maari seconded:
Payments list voucher nos: 48 – 137 should be APPROVED.
CARRIED unanimously.
(d) Members NOTED the internal auditors report. This would be referred to the next Finance Committee meeting for review. The RFO was thanked for a successful audit.
(e) Cllr Williams proposed, Cllr Munday seconded:
That the Annual Accounts should be APPROVED
CARRIED unanimously.
(f) Cllr Williams proposed, Cllr Munday seconded:
That the Council APPROVES & SIGNS the Annual Governance Statement
CARRIED unanimously.
(g) Cllr H Atkins proposed, Cllr Munday seconded:
That the Council APPROVES & SIGNS the Annual Accounting statements.
CARRIED unanimously.
(h) Cllr R Atkins proposed, Cllr D Kent seconded
That the Variable Direct Debit list should be APPROVED.
CARRIED unanimously.
(i) Grant request – Bereko Committee
Cllr Hamilton proposed, Cllr Mobbs seconded:
The council APPROVES the request for £432.
CARRIED unanimously.
C27 PADDOCK WOOD COMMUNITY CENTRE
The following update was given.
- The funds agreed at the meeting on the 12th June have been transferred over
- The Town Council’s solicitor has been in touch with the PWCCO Ltd Solicitor to agree a suitable legal agreement which will allow them to open on the 1st July 2023
- The planning consultant has been contacted to vary the conditions for the opening hours for the nursery. They have advised that the cost will be £500 + disbursements. The acoustic consultant would be asked about the fees to vary the noise management plan. The revised hours requested are as follows Weekdays 8 am – 9 pm weekends 8.30 – 5.30 pm.
- The post for the tennis courts should arrive this week and the contractor has estimated that it will cost £580 to install the posts.
- The courts have been registered with the LTA as Paddock Wood Community tennis and the booking system is being set up.
- A link with Beauty Bank has been set up.
- A total of 42 booking enquiries have been received.
- Mascalls School are keen to work with the Community Centre with their catering students.
- A local pub has expressed an interest in offering bar services.
- Baxalls have been asked to install a number of fixtures and fittings.
Improved communication between the Council and PWCCO Ltd was discussed, and it was agreed that Cllrs Mackie and Munday who were members of the Community Centre Liaison group would meet with the directors to agree a way forward.
Concern was also expressed about how much time council staff were still spending on the Community Centre. The Clerk advised that it was diminishing although the RFO was still quite busy with the finance side but that should reduce over time.
Members advised that that the Directors would like to appoint the Council’s Estates Manage as an additional director. This would not be during council hours.
Cllr Atkins proposed, Cllr Hamilton seconded:
That the directors should make a formal recommendation to the Council and the clerk should seek guidance from the Council’s HR advisors.
CARRIED unanimously.
Publicity was discussed and the possibility of articles in the Contact Magazine or Town Crier were considered, or maybe a leaflet delivery.
C28 S106 FUNDING
Members considered a request from the Athletics Club for assistance with the funds to extend the athletic track. The Town Council does not have any earmarked funds for this project but could consider supporting a S106 request from future developments.
The Town Council has also been asked to consider other projects for S106 funding by TWBC for the Persimmon/Redrow sites. Possible other projects would be improvements to the Elm Tree Parking and drainage. TWBC required costed projects to be put forward.
A discussion was had regarding an appropriate use for S106 funding.
Cllr Hamilton proposed, Cllr Williams seconded:
That in principle the Town Council would support an Athletics Club application for S106 funding for the extension to the Athletics track.
CARRIED 12 in favour, 1 against
Cllr Atkins proposed, Cllr Hamilton seconded:
That funding for improvements to the car parking at the Elm Tree should be sought.
CARRIED 12 in favour, 1 against
C29 WESLEY CENTRE
The working group met on the 10th June 2023 Details of the outcome of the meeting were attached.
Members discussed whether it would be appropriate to make a bid to purchase it. Although in general members were not in favour.
C30 CIVILITY AND RESPECT PROJECT
By signing the Pledge, your council is agreeing that the council will treat councillors, clerks, employees, members of the public, and representatives of partner organisations and volunteers with civility and respect in their roles and that it:
- Has put in place a training programme for councillors and staff.
- Has signed up to the Code of Conduct for councillors.
- Has good governance arrangements in place including staff contracts and a dignity at work policy?
- Will seek professional help at the early stages should civility and respect issues arise.
- Will commit to calling out bullying and harassment when it happens.
- Will continue to learn from best practices in the sector and aspire to be a role model/champion council through for example the Local Council Award Scheme
- Supports the continued lobbying for change in legislation to support the Civility and Respect Pledge including sanctions for elected members where appropriate.
Cllr R Atkins proposed, Cllr Williams seconded:
That the council should sign the pledge
CARRIED unanimously.
C31 BOUNDARY CHANGES
(For information)
The Boundary Commission has published it decision regarding the ward boundary changes. Details can be found at
www.lgbce.org.uk/all-reviews/tunbridge-wells
It is expected to be laid before parliament in October 23
C32 MANAGING & SHARING DATA FILES.
The Council’s Auditor has recommended in his report that the Council use a system for Managing and Sharing files thus reducing the amount of printing the Council carries out. The Clerk and the Chairman had already discussed this matter. The lack of Wi Fi in the Day Centre was still proving to be an issue, but this would be explored further. The Clerk advised that there was a councillor’s area on the website which could considered.
C33 REPORTS FROM REPRESENTATIVES
To receive updates from representatives
(a) Chairman’s meeting – meeting took place on 13th June and a Councillors Convention on 20th June 2023. The following were discussed:
- The TW Town Centre plan currently extends to 2040.
- Local plan – if the Tudley village is excluded from the plan then it will still go ahead but will only be a 10-year plan.
- TWBC is one of the few areas to still have S106 contributions rather than CIL,
- Rusthall PC is setting up a volunteering group.
- The residents survey.
(b) Paddock Wood Business Association – meeting took place on the 25th May and the AGM was on the 15th June 2023.
- There will be floating chairman.
- The economic Development Team from TWBC attended the breakfast meeting.
(c) Bereko Committee – there will be a visit to Bereko in the autumn
(d) KALC – meeting will take place on 27th June
(e) Medway Valley Line & Hop Pickers Line- There will be a meeting of the Hop Pickers Line on the 28th June. Some of the Artwork from the Hop pickers had been transferred to the Medway Valley line.
(f) Youth Council – there had been no Youth meeting, but the committee had met to discuss the increased engagement
(g) Putlands Leisure Centre – no meeting
(h) Highway Improvement Plan – no meeting
(i) Reports from meetings which members have attended on behalf of the Town Council – none
C34 OFFICE HOURS
Clerk will be on leave from Friday 23rd June – Friday 7th July inclusive, and Friday 14th July 2023. The RFO/Assistant Clerk only works 15 hours a week on Tuesday, Wednesday, and Thursdays. The office will remain closed outside of those hours. The Estates Manager will check the answerphone on Mondays and Fridays.
C35 DATE OF NEXT MEETING
The next meeting will be held on Monday 17th July 2023, at 7.45 pm in The Day Centre, Commercial Road
Meeting closed at 10.20 pm.