1 – Apologies for Absence
Apologies for absence were received from Cllr Thredgle and Cllr Oliver.
Relevant Legislation: Local Government Act 1972, s 85.
2 – Disclosure of Pecuniary Interests
There were no disclosures of pecuniary interest.
Relevant Legislation: Localism Act 2011, s 31.
3 – Public Participation
There were no members of the public in attendance.
Relevant Legislation: Local Government Act, s 100.
4 – Approval of Minutes
The Minutes for the meeting of the Council held on Wednesday 26 March 2025 were approved.
Relevant Legislation: Local Government Act 1972, Sch 12, para 41 (1).
5 – Reports from other authorities and agencies
1. Kent County Council
Kent County Councillor Penny Cole attended the meeting but confirmed that no official report had been prepared as the Kent County Council elections would be taking place on 1st May, so the pre-election period of purdah had commenced. As Councillor Cole was not standing for election this time, she took this opportunity to thank the members and officers in attendance for their support over the last sixteen years. Councillor Cole remarked that KCC and Stone Parish Council had collaborated on many projects in her time as County Councillor and remarked that Stone Parish Council were very active and progressive in their service of the community. Councillor Cole told members that she was sorry to be leaving but would stay in touch and be back for the opening of the new Stone Recreation Ground in the summer.
The Chairperson thanked Councillor Cole for her tireless efforts over the years and commented that she had always responded and assisted honestly with anything that was brought to her. The Chairperson wished Councillor Cole the best on behalf of the Council.
2. Dartford Borough Council
Dartford Borough Councillor David Mote gave a verbal report to members explaining that the contractor used for maintenance of the Council Housing properties was no longer operational and a replacement was being sourced. Cllr Mote also confirmed that Basildon Council had bought several buildings at the new Knights Reach development in Stone to house those in temporary accommodation, but there was concern over Basildon Council’s ability to effectively discharge their duty of care for those residents when they were not being housed within their own County.
Dartford Borough Councillor Paul Cutler updated members on the ongoing refurbishment of several play areas in Stone, including Low Close, Bell Close and Swallow Close, which were all expected to be completed this year.
Members resolved to note the reports from Dartford Borough Council.
6 – Kent County Council Elections
To note the Election Candidates for the upcoming Kent County Council elections.
Members were presented with the Statement of Persons Nominated for Kent County Council in Dartford East.
Members resolved to note the election candidates for the upcoming Kent County Council elections.
7 – Draft Calendar of Council Meetings 2025-26
Members were presented with a draft calendar of Council and Committee meetings and a report outlining the reasoning behind the draft proposals for discussion. The Clerk provided context for the item, reiterating that each Committee has a remit and terms of reference, and these needed to be reviewed periodically to assess the effectiveness of the structure and meaningfulness of the approach to maintain viability and ensure committee outcomes are commensurate with the time and cost incurred through their administration. The report highlighted that several Community Engagement and Events Committee meetings had been cancelled over the past three years due to lack of business, with only one decision being made each year. Much of the information contained via agenda items could have been the subject of information updates to improve efficiency. All acknowledged that a mechanism should exist for feedback and evaluation of community events. Members discussed the possibility of incorporating some elements of the Committee into the People and Performance Committee with its focus on the performance of Council services as well as retaining its remit around human resource matters. Changes have been seen within the workforce structure and forthcoming strategic plan objectives that will require councillor’s attention in key strategic areas, which has prompted a proposal for a new Planning, Environment and Biodiversity committee. It was confirmed that the Calendar of Meetings would be proposed following feedback received during this discussion and resolved at the Annual Council Meeting on Wednesday 28 May and that should members have any further thoughts on the Calendar, that they should make these known to the Clerk ahead of the production of the agenda and reports for that meeting.
Members resolved to note the draft Calendar for Council Meetings 2025-26.
8 – Stone Parish Champion Awards
Members were presented with a list of nominations for Stone Community Champions that had been submitted by parish residents. This new initiative would recognise and celebrate those in the parish who go above and beyond to make the Community a better place. Members discussed each of the nominations and felt that on this occasion, all six should be recognised as a Stone Community Champion. It was confirmed that the awards would be presented at the Annual Meeting of Stone Parish on Wednesday 14th May 2025.
Members resolved to award six nominees as Stone Community Champions and invite them to accept these awards at the Annual Meeting of Stone Parish on Wednesday 14 May 2025.
9 – Consideration of Change to Council Style and Name
Members were presented with a report requesting that members resolve whether Stone Parish Council should adopt the formal style of a ‘Town Council’ and whether to resolve the request to change the name of the Parish to provide a unique identity to avoid confusion with Stone Town Council in Staffordshire and to reflect the community’s growth and future direction. The report provided a detailed background outlining the historical and contemporary context underpinning the proposed changes to the name and style of the Council. It explained that Stone Parish is situated in north Kent, bordered to the north by the River Thames, and has historically encompassed a much wider area, including Temple Hill, Littlebrook, and the former parish of Bean. Notable heritage assets include St Mary’s Church, known as the ‘Lantern of Kent’, and Stone Castle, a site of strategic importance possibly linked to a treaty with William the Conqueror in 1067.
The area has continued to evolve through key developments such as the Crossways Business Park in the 1990s and the opening of Bluewater shopping centre in 1999, both of which have contributed to the parish’s growing economic and civic profile. Stone Parish Council, established in 1894, has expanded significantly in both scale and function in recent decades. It now delivers a broad range of services typically associated with urban governance, including neighbourhood planning, infrastructure delivery, and community-focused initiatives.
Over time, the identity and responsibilities of the council have shifted along with the geographical area of the Parish. Since the new millennium, the council has evolved substantially in both size and scope. It now provides a wide range of urban level services, including neighbourhood planning, commercial services, public realm maintenance and infrastructure, community centres, events, and services for youth and elderly residents. Members noted that the Council was nearing completion of a £4.3 million improvement scheme at Stone Recreation Ground and is poised to launch a new era of facilities and services, including the highly anticipated opening of Lizzies café. These developments mark a significant milestone and represent a transformational moment for the community, reinforcing that now is a timely opportunity to reflect on the council’s identity.
The report outlined the case for evolving the council’s civic identity, pointing to a population exceeding that of many existing towns, an expanding service portfolio and the opportunity to enhance the Council’s visibility ahead of local government reorganisation. The recent community consultation on Parish Identity highlighted significant confusion among residents both geographically and in a strong association of the word Parish with the church. The report requested that members first consider whether the style of the Council should be changed to that of a ‘Town Council’. Should members resolve to do so, the report then highlighted consideration of changing the name of the Parish to avoid confusion with the existing Stone Town Council in Staffordshire. An Appendix was included in the report outlining several options and the advantages and disadvantages of each. The survey results did not provide a clear mandate on whether public opinion was in support of changing the style and name of the Council, possibly due to the broad nature of the questions in the survey and no specific naming proposals set out for consideration. As such, the survey had been more of a fact-finding exercise, than a consultation regarding a proposed name change.
Members discussed in depth the perception of Stone as a Parish and whether the word ‘Town’ reflected its modern make-up. Consultation results had pointed to the lack of a traditional open-air high street, but as the report explained, with Bluewater being situated in Stone, it could be argued that Stone has one of the largest high streets of any Parish. Members agreed that Stone no longer fits the traditional image of a parish – a term generally associated with small or rural communities. At the same time, members acknowledged that the area may not entirely align with the conventional perception of a town either, despite having key features such as Bluewater and Crossways Business Park within its boundaries. Members discussed the misconceptions which had been confirmed by the consultation results, with only 27% of respondents identifying “parish” with local government and 49% associating it with the church. Many residents were also unaware of the geography of Stone Parish and its relation to Greenhithe Parish, half of the respondents citing “Greenhithe” as their address and only 29% citing ‘Stone’.
Members discussed other strategic considerations, including the opportunity to adopt a style and name which could strengthen the council’s voice in regional collaboration and planning frameworks, particularly with the ongoing discussions around devolution and local government reorganisation. In the absence of a borough Mayor, it was felt that the role of a Town Mayor could offer a visible figurehead for civic engagement, representation, and local pride. Members all agreed that the name of Stone-on-Thames would highlight its riverside location and avoid any confusion with Stone Town Council in Staffordshire.
The Clerk reiterated to members that the legal process for changing the name of the Parish was separate from changing the style to a ‘Town Council’. Members were asked to note that unless the name ‘Stone Town Council’ is chosen, any alternative name will require a concurrent change to the name of the parish itself to ensure consistency between the council’s name and its jurisdiction. Any request to change the name of the Parish would require formal ratification by the principal local authority (Dartford Borough Council). Once approved, the new parish name would then apply to both the area and the council and must be used in all official references.
With all the relevant factors taken into account, the recommendations put forward were to amend the style of the Council to that of a ‘Town Council’ and to consider requesting to change the name of the Parish to Stone-on-Thames.
Following significant discussion, the Chairperson then called for a vote on each resolution in turn.
Members resolved to change the style of the Council to a ‘Town Council’ with a vote of five members to four.
Members resolved unanimously to formally request that Dartford Borough Council change the name of the Parish from Stone to Stone-on-Thames to provide a unique parish identity.
10 – Policies & Procedures
10.1 – Grant Award Policy
Members were presented with a draft Grant Award Policy 2025 for consideration and approval in line with Local Council Award Scheme (LCAS) requirements.
Members resolved to approve and adopt the Grant Award Policy 2025
11 – Finance
11.1 – Kent Association and National Association of Local Councils Subscription 2025-26
Members were required to approve renewal from 1st April 2025 and confirm subscription fees of £1,870.00 to the Kent Association for Local Councils and National Associations.
Members resolved to approve the renewal of the subscription to the Kent Association for Local Councils and National Associations.
11.2 – Lantern Project
A revised cost plan had been produced by the Councils QS to assist with the progression of the Lantern Project Community Centre. It was recommended that this be funded from Community Infrastructure Levy funds.
Members resolved expenditure of £750.00 from Community Infrastructure Levy funds for the production of a revised cost plan for the lantern project.
11.3 – Trailer and Bowser
Members were advised that following a recent theft of a truck and trailer from the Estates Maintenance team, it is necessary to replace the trailer to allow the team to continue to perform their role effectively. Members were also informed of a need for a water bowser to allow effective watering of the multitude of new trees that had been planted on Stone Recreation Ground. It was estimated that the cost for these two items would be around £12,000.
Members resolved expenditure from Community Infrastructure Levy funds of up to £12,000 for a new trailer and water bowser for the Estate Maintenance Department.
12 – Exclusion of Press & Public
Pursuant to section 1 (2) of the Public Bodies (Admission to Meetings) Act 1960, that because of the confidential nature of the business to be transacted, the public and the press leave the meeting during the consideration of the following item.
13 – Staffing Resource Review Update
Members received an update regarding the outcome of the recent trial of revised estate management roles, which had been undertaken to assess the viability of a restructured operational model. It was noted that the trial had informed the council’s understanding of team capacity, role clarity, and operational efficiency. In light of the findings and subsequent recruitment activity elsewhere in the organisation, Members considered a proposal to revise the staffing structure to ensure alignment with service delivery priorities and budgetary constraints.
Members resolved to approve the proposed amendments to the estate staffing structure and delegate authority to the Chief Officer, in consultation with the Council Chair and Chair of the People and Performance Committee, to progress the associated actions, including any staffing consultations necessary to support implementation.