PADDOCKWOOD TOWN COUNCIL
The Podmore Building, St Andrews Field, St Andrews Road
Paddock Wood, Kent, TN12 6HT
Telephone: 01892 837373
MINUTES OF THE ANNUAL MEETING OF PADDOCK WOOD TOWN COUNCIL HELD ON Monday 30th May 2022 at 7.45 pm in The Day Centre, Commercial Road, Paddock Wood
PRESENT: Cllr M Flashman, in the Chair
Cllrs H Atkins, R. Atkins, (TWVC) T. Bisdee, D. Boyle,
- Hamilton, (KCC) D Kent, A. Mackie, R. Moon (TWBC)
- Ridger, R. Turk, C. Williams
IN ATTEDANCE: Mrs N Reay, Clerk
Mr C Smith, Estates Manager
APOLOGIES: Cllr D Sargison
BOROUGH & COUNTY COUNCILLORS
The chairman congratulated Cllr Moon on his recent election to Tunbridge Wells Borough Council.
Borough Cllr Atkins reported that the new mayor was Cllr G Bland, and deputy mayor was Cllr H Pound.
Following the recent elections, the Borough was now being run by a Partnership between the Liberal Democrats, Alliance, Labour Parties and himself as an independent.
It was also reported that residents could sign up to a weekly email alert from TWBC. This would give them information on their immediate area. Details could be found on the TWBC website. https://tunbridgewells-self.achieveservice.com/
Borough Cllr Moon reported that it was a new beginning for the Borough Council and that he was currently “learning the ropes”.
C1 DECLARATIONS OF INTEREST
Cllr H Atkins – item C10 (d)
C2 ELECTION OF CHAIRMAN FOR THE YEAR 2022 – 2023.
The following nominations had been received:
Cllr R Atkins – proposed Cllr H Atkins, seconded by Cllr S Hamilton
Cllr M Flashman – proposed by Cllr Boyle, seconded by Cllr Williams
Cllr M Flashman was elected Chairman and signed the declaration of acceptance.
VOTING: Cllr R Atkins – Cllrs H Atkins, R. Atkins, D. Kent, T. Bisdee
Cllr M Flashman – Cllrs D. Boyle, M Flashman, A. Mackie,
- Moon, M. Ridger, R. Turk, C. Williams
C3 ELECTION OF VICE-CHAIRMAN FOR THE YEAR 2022 – 2023.
The following nomination had been received:
Cllr S Hamilton – proposed by Cllr R Atkins, seconded by Cllr H Atkins
Cllr C Williams – proposed by Cllr M Flashman, seconded by Cllr Moon
Cllr Williams was re-elected Vice Chairman of the Council and signed the declaration of acceptance.
VOTING: Cllr Hamilton – Cllrs H Atkins, R Atkins, D Kent
Cllr Williams: – Cllrs T. Bisdee, D. Boyle, M Flashman,
- Mackie, R. Moon, M. Ridger, R. Turk,
C4 MINUTES OF THE PREVIOUS MEETING.
(a) The minutes of the meeting held on Monday 19th April 2022 were APPROVED.
(b) The minutes of the Governance Committee meeting held on 25th April 2022 were NOTED.
(c) The minutes of the Planning Environment Committee meeting held on the 19th April 2022 & 3rd May 2022 were NOTED.
(d) The minutes of the Estates Committee meeting held on the 9th May 2022 were NOTED.
(e) The minutes of the Annual Town Meeting held on Wednesday 11th May 2022 were NOTED.
(Cllr Hamilton Arrived)
C5 MATTERS ARISING FROM THE PREVIOUS MINUTES
LOCAL PLAN update
- Revised Hearing Statement deadline for Matter 6 (strategic sites) is 11th
- There is an additional question for the Paddock Wood and east Capel Matter (Qu. 23)
- Tudeley Village Hearing will be on 14th June
- Paddock Wood and East Capel hearing is scheduled for 15th
Full details can be found at https://tunbridgewells.gov.uk/planning/planning-policy/local-plan/examination-of-the-local-plan
The Council’s planning consultant will be responding to the additional questions and attending the hearing.
Cllr Williams reported that she had attended the Strategic Sites Selection session the previous week. The issues on flooding would be discussed at the session on the 15th June 2022 and Troy Hayes was revising the Council’s response. There are still a number of concerns regarding flooding, and it was not felt they had been answered satisfactorily. The inspector would be seeking clarification on this matter and was keen to see local representation at the enquiry.
Cllr Moon advised that he would be appearing in a personal capacity.
C6 MEMBERSHIP OF COMMITTEES AND OUTSIDE ORGANISATIONS
Cllr Boyle proposed, Cllr Williams seconded
That the attached list should be approved
C7 COUNCIL POLICIES
The council’s Governance Committee (formerly PPP) reviewed the following documents and had 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.
Cllr H Atkins proposed, Cllr Williams seconded:
That the attached policies should be APPROVED
CARRIED 11 in favour, 1 against
C8 EMPLOYMENT POLICIES
The Personnel Committee had reviewed the staff handbook at its meeting and has put it forward for APPROVAL by the Council.
Cllr Flashman proposed, Cllr Williams seconded:
That the handbook should be APPROVED
C9 MEETING DATES 2022/2023
Cllr Flashman proposed, Cllr Boyle seconded:
That the attached list with the amendments should be APPROVED
(a) The receipts list. Voucher nos 273 – 300 was NOTED.
(b) Cllr Flashman proposed, Cllr Boyle seconded:
That the payments list. Nos 935 – 975 be APPROVED
(c) Audit – the internal auditor attended the office on 26th May 2022. PKF Littlejohn had advised that the Annual Return should be received by the 30th June 2022. The Accounts and Annual Return will be presented to the Council at the meeting on the 20th June 2022.
(d) Grant to Scouts – £500
Following on from the previous meeting the accounts for 2019 are available for members. These are the most recent ones available.
Members considered the grant request
Cllr Hamilton proposed, Cllr Bisdee seconded:
That the £500 grant be made
Cllr Moon proposed & Cllr Ridger seconded the following amendment:
That the council should make a grant of £200
Voting on the amendment: 2 in favour & 3 against & 6 abstentions
The amendment was therefore LOST
Members then voted on the original motion which was CARRIED:
7 in favour, 1 against, 4 abstentions
C11 COMMUNITY CENTRE
- Members noted the attached report. The Clerk advised that the cost of the cricket wicket included maintenance for a year after it was completed, and therefore higher than expected. There was section 106 funding available for outdoor sports on the Memorial Field. The Clerk would check the figures. Funding was also being sought from Kent County Cricket Board. It was hoped that the wicket would be installed in September.
Concern was expressed as to whether the drainage under the car park had been installed as per the planning permission. Cllr Ridger advised that it had but would seek clarification from the developers as the recent newsletter suggested that it had not been.
- Members discussed the naming of the centre, and it was agreed that the working party should be asked to arrange a competition. Members suggested that ideas could be put forward at the carnival with the council determining a short list for a public vote. The Working party would meet to discuss.
- A full financial update would be given at the June meeting.
C12 NEIGHBOURHOOD PLAN
The meeting scheduled to take place on the 18th May was not quorate. The consultant was still waiting for a response from KCC – they had been given additional time to respond. He was in the process of updating the plan. Following on from the comments from TWBC the document may need re-formatting for accessibility.
C13 HIGHWAYS IMPROVEMENT PLAN
Cllr Flashman proposed, Cllr H Atkins seconded:
That Standing Orders should be suspended to allow the County Councillor to speak.
County Councillor Hamilton advised that she had met with approximately 10 residents of Warrington Road. Funding to install Automatic Traffic Counts (ATC) had been identified by County Officers. These would give up to date data on traffic speeds along the road. Highways officers will then be able to advise on what action, if any, can be taken.
(Cllr Hamilton left the meeting)
A report from the Planning & Environment Committee regarding the HIP was received by members.
C14 CLIMATE CHANGE WORKING PARTY
Cllr Bisdee & the Estates Manager, Carl Smith attended the KALC Environment Calculator Workshop on the 19th May 2022.
It is proposed to seek quotes for a Carbon Audit of all the Council’s buildings so that this can be budgeted for in the next financial year.
Cllr Bisdee reported that with the information given by KALC the council could carry out the carbon audit itself. Less than 30% of council’s had declared a climate emergency.
The Climate Change Working party will need to meet to prepare a reduction strategy.
The clerk would circulate the necessary information to members.
C15 ESTATES STAFF
Members discussed the attached report and considered the options:
- Employ an additional member of estates staff on a short-term contract.
- Appoint an agency worker for as long as was needed.
- Employ a full-time member of staff
Cllr H Atkins proposed, Cllr R Atkins seconded:
That option 2 should be taken for this financial year with a review for the following year.
CARRIED 7 in favour, 1 against, 1 abstention
This decision would be kept under review.
C16 JUBILEE PICNIC
The picnic would take place on Sunday 5th June starting at 1 pm. The following had been arranged:
Games arranged by Scalliwags Nursery
First Aider had been booked
The Clerk and Estates Manager would be assisting at the event.
Volunteers are needed to assist with stewarding the event.
C17 REPORTS FROM REPRESENTATIVES
(a) Chairman’s meeting – there had been no meeting
(b) Paddock Wood Business Association – were running a Shop Window Competition for the Jubilee
(c) Bereko Committee – there had been no meeting
(d) KALC – there had been no meeting
(e) Medway Valley Line – there had been no meeting
(f) Hop Pickers Line – the group were working with KCC, Network Rail to install signs along the Black Path
(g) Youth Council – were concentrating on the Jubilee picnic and would like a stall at the carnival.
(h) Putlands Leisure Centre – no report
(i) Royal British Legion – no report
C18 DATE OF NEXT MEETING
The next meeting will be held on Monday 20th June 2022, at 7.45 pm in The Day Centre, Commercial Road
The meeting closed at 10.05 pm