1 – Apologies for Absence
There were no apologies for absence.
2 – Disclosure of Pecuniary Interests
There were no disclosures of pecuniary interests.
Relevant Legislation: Localism Act 2011, s 31.
3 – Public Participation
No members of the public wished to speak at this time.
4 – Approval of Minutes
To approve the Minutes of the Annual Meeting of the Council held on Wednesday 28 May 2025.
The minutes for the Annual Meeting of the Council held on Wednesday 28 May 2025 were approved.
5 – Co-Option for Milestone Ward COUNCILLOR VACANCY
Members were presented with expression of interest forms submitted by two prospective candidates to fill the councillor vacancy in Milestone Ward. The candidates were invited to the meeting to speak for up to three minutes on their application. Members were then requested to consider the applications and resolve to co-opt one candidate to the position of Councillor for Milestone Ward.
One candidate had sent apologies as they were unable to attend the meeting. The remaining candidate spoke oftheir desire to help the community of Stone and to work to improve the lives of the residents they would be representing.
The Mayor asked members to vote for their preferred candidate for co-option. With a majority of 7 members, the Council resolved to co-opt Aarti Alagappan to the position of Councillor for Milestone Ward. Councillor Alagappan signed the Declaration of Acceptance of Office book and joined the remainder of the meeting as a Councillor. The Mayor thanked the candidates that had applied to be considered and congratulated Councillor Alagappan on her appointment.
6 – Reports from outside organisation and agencies
- Kent County Council
Councillor Ryan Waters and Councillor Ben Fryer introduced themselves as the recently elected representatives of Kent County Council that cover Stone Parish. Councillor Waters confirmed that following the election of many new Councillors at KCC, committee meetings had been delayed to allow training to be completed.
Councillors Waters and Fryer expressed their intent to work closely with Stone Town Council to help improve the area for local residents and maintain a good working relationship with the Council going forward.
The Mayor emphasised areas of focus that had been identified by the Parish as key priorities, such as the London Road Green Corridor project and the lorry parking issues on London Road.
Members discussed the ongoing issues around the Galley Hill closure and discussed the bus services in the Parish. Both KCC members confirmed they were members of the Environment and Transport Cabinet Committee at KCC and would feed back on any discussions affecting Stone.
Members thanked the KCC members and resolved to note their update.
- Dartford Borough Council
Councillor Mote reported on the upcoming events hosted by Dartford Borough Council, including the Big Day Out and the Big Chill which were set to include a lot of activities and entertainment.
Councillor Mote also told the members that in November there would be discussion around devolution at DBC. These discussions will include the potential transfer of assets as there are worries that the proposed large unitaries will not be able to effectively manage some assets effectively. It will be discussed how the asset transferring might work, which could potentially have a huge impact on the Town Council.
7 – Calendar of Meetings Update
To ratify an amendment to the Calendar of Council and Committee Meetings
Members were presented with a proposed amendment to the calendar of meetings to allow the current staffing developments to be discussed by the Performance & People Committee and allow sufficient time for preparation ahead of the Strategic Planning & Environment Committee meeting.
It was proposed that the Strategic Planning & Environment Committee meeting on 30th July be cancelled and that a Performance & People Committee meeting take place on 30th July in its place.
Members resolved to amend the Calendar of Meetings as proposed.
8 – Calendar of Events
To resolve the Calendar of Events for Autumn/Winter 2025.
Members were presented with a proposed calendar of events for consideration and approval following the revised terms of reference that were resolved at the Annual Council Meeting in May. The proposed calendar of events was kept minimal due to the ongoing works at the Stone Recreation Ground Masterplan and the position of Community Strategy & Engagement Officer yet to be filled.
It was confirmed that many members would be happy to assist with the running of any of the events. The Clerk confirmed that the planned summer events were not ticketed and being run by outside companies allowing them to be self-sufficient and not overly reliant on staff cover.
Members resolved to approve the Calendar of Events for Autumn/Winter 2025 as proposed.
9 – Consideration of Formal Consultation on Parish Name Change Proposals
Members were requested to consider the outcome of the consultation on the proposed parish name change and resolve whether to proceed to formal consultation or retain the current name.
The Mayor outlined the current position and the need for a decision to be made on the Parish and Council’s name to allow officers to begin work on the branding and website.
Members discussed the consultation results noting that opinions were split on whether the name of the Parish should be changed.
The Clerk clarified that changing the name of the Parish is an administrative name change which would not have an effect on people’s addresses as parish households are either within the Dartford or Greenhithe Post Town. Although Stone is contained in the address, it is not the determinant for how mail is routed, which is done via postcode. As Stone or Stone on Thames is not required on any form or official document, it would be up to the householder or business to decide whether to incorporate Stone-on-Thames into their address.
Dartford Borough Council has requested that a 12-week consultation be sent to every household in the Parish that asks residents to confirm which name they prefer. The cost of the consultation exercise is estimated to be around £3000.
Members discussed at length the proposed name change and the public views of this.
The Mayor called for a vote on whether to proceed with the 12-week consultation or to retain the Parish name of Stone and remain Stone Town Council.
Members voted 7-4 in favour of retaining the name of the Parish as Stone and to remain as Stone Town Council.
10 – Finance
10.1 – Finance Report
To note the Finance Report for the Quarter ending 30 June 2025.
Members were presented with the Responsible Finance Officer’s financial report for the quarter ending 30 June 2025, which outlines the financial position of the Council at the end of the first quarter. Members were also presented with two appendices; Income and Expenditure and a Balance Sheet.
Members thanked the RFO and resolved to note the Finance Report for the Quarter ending 30 June 2025.
10.2 – Community Grants
Members were presented with a list of Community Grant Applications.
Members were keen that grant applicants demonstrate how the grant would support the Council’s strategic plan objectives. Members did not feel that the funding applications that had been received provided enough clarification on how the strategic objectives of the Council would be supported and how residents of Stone would benefit.
Members felt that the Grant Policy and criteria for the Community Grant needed to be reviewed to ensure that any application supports the Council’s strategic objectives and that grant funding that the Council provides is fairly given and goes where it is needed most.
Members resolved to defer the grant applications item until the criteria for the Community Grant Scheme Criteria has been amended and resolved and the new three-year Strategic Plan adopted.
10.3 – Modification of Existing Construction Contract for Stone Recreation Ground
Members were presented with information regarding the contractual and legislative basis for resolving an award of further works to GPS Projects Ltd in respect of extension works to Stone Pavilion.
Members resolved to approve the modification of the existing construction contract with GPS Projects Ltd for Phase 1 improvements at Stone Recreation Ground, to include additional works for the approved extension to the existing Pavilion Building.
It is recognised that:
– The extension was not included in the original contract due to pending planning approval;
– GPS Projects Ltd, as the current contractor, is best placed to deliver the extension as part of the ongoing works without incurring significant delay or duplication of costs;
– The additional works, valued at £780,000, represent approximately 30% of the original contract value and fall within the permitted limits for contract modification under Regulation 72(1)(b) of the Public Contracts Regulations 2015.
FURTHER RESOLVED:
1. That the total contract value will increase from £2.6 million to £3.38 million;
2. That a contract modification notice will be published on the Find a Tender Service (FTS) in accordance with Regulation 72(3);
3. That the Chief Officer is authorised to finalise the necessary contract documentation and take all steps required to implement the modification.
11 – Consultations
11.1 – Council Tax Consultation
To discuss and resolve Council response to the Changes to Council Tax Billing Consultation by the government
Members were provided with a link to the consultation and a summary of the proposals was also provided.
Members resolved to delegate authority to officers to submit a response in line with the Council’s strategic objectives.
11.2 – Dartford Borough Council – Housing Strategy
To note the response submitted on behalf of the Council to the DBC Housing Strategy Consultation 2025-2028.
Members were presented with a link to Dartford Borough Council’s Housing Strategy Consultation, which set out the Borough Council’s plans on how they intended to deliver the Housing Service to residents over the following three years.
Since the deadline for responses was ahead of the Council meeting, a response had been submitted on the Council’s behalf based on the Council’s Strategic and Neighbourhood Plan policies. A copy of this submission was provided for members to note.
Members resolved to note the response submitted on behalf of the Council in response to Dartford Borough Council’s Housing Strategy Consultation.
12 – Planning Applications
To resolve representations to Major Planning Applications affecting the parish.
1. 25/00386/FUL – Tilehurst Woodward Terrace Horns Cross Greenhithe Kent DA9 9DD
Demolition of 18 no. garages within 2 blocks and the erection of 3 no. three bedroom houses with associated parking.
Members resolved not to object to the proposed planning application.
There being no further business, the Mayor closed the meeting at 20:45.