1 – Apologies for Absence
To receive apologies for absence.
Apologies for absence were received from Cllr McQueen and Kent County Cllr Penny Cole.
Relevant Legislation: Local Government Act 1972, s 85.
2 – Disclosure of Pecuniary Interests
To receive disclosure of any pecuniary interests relating to meeting agenda items.
Cllr Hoadley declared an interest in item 6.2 – Lantern Community Centre update as she is a member of the church group who are responsible for the Lantern Community Centre.
Relevant Legislation: Localism Act 2011, s 31.
3 – Public Participation
One member of the public had a question regarding item 6.2 Lantern Community Centre. The Chairperson confirmed that the member of the public would be able to hold their question until the discussion of that item.
Relevant Legislation: Local Government Act, s 100.
4 – Approval of Minutes
To approve the minutes of the meeting of the council held on Wednesday 29 January 2025
The minutes for the meeting of the Council held on Wednesday 29 January 2025 were approved.
Relevant Legislation: Local Government Act 1972, Sch 12, para 41 (1).
5 – Reports from other authorities and agencies
To receive reports from representatives of other authorities and agencies
5.1 – Kent County Council
Members were presented with a written report from Kent County Councillor Penny Cole who was unable to attend the meeting.
The report updated members on Kent’s involvement in the devolution plans. Kent was not included in the Priority Programme, but had submitted a joint letter discussing financial sustainability and resilience, unlocking devolution in Kent and Medway, efficient and effective service delivery and consultation with residents on what they value the most. Members were informed that four different options had been put forward for the structure of the reorganisation; one comprising three unitaries and three options comprising four unitaries. Councillor Cole’s report noted that they were now awaiting a response from Jim McMahon MP. The report also detailed issues around utility companies digging up roads on short notice and with little regard to the traffic problems this causes. Members were informed that KCC recently gave evidence, along with other Councils, at a Transport Select Committee on this issue and are urging the Government and utility companies to collaborate in finding new, more efficient ways to reduce disruption. The Select Committee will now review the evidence and may invite utility companies to respond to the information provided by KCC and other participating organisations. Members of the Select Committee will then create a report with a set of recommendations which will be issued to the Roads Minister for consideration. Members discussed the upcoming Kent County Council elections, in which Councillor Cole would not be standing as a candidate for the Dartford East seat. Members discussed Councillor Cole’s lengthy and dedicated service to Stone Parish and felt that this should be commemorated in some way.
Cllr Cutler nominated Cllr Cole for the Council’s Award for Exceptional Public Service. This was seconded by Councillor Thredgle.
Members unanimously resolved that Councillor Penny Cole should receive a recognition Award for Exceptional Public Service to the Parish, to be presented at a future meeting following the election.
Members resolved to note the report from Kent County Council.
5.2 – Dartford Borough Council
To receive a report from Dartford Borough Council
Councillor Cutler informed members that the playground at Lowe Close in Worcester Park and the playground at Bell Close are set to be refurbished this year. Members discussed devolution. Councillor Mote informed members that at the most recent cabinet meeting at Dartford Borough Council, it was agreed that Dartford Borough Council would support the plans for devolution. It was currently expected that Dartford Borough Council would continue to run up until the elections in 2027, but this was still pending confirmation of how the devolution and handover process would work. Members discussed concerns over the delays over fixing the road at Galley Hill. It was noted that works were unlikely to start until 2027, which could mean that the responsibility for fixing the road could then fall to the new Unitary Council in whatever form that takes.
Members thanked Councillor Cutler and Councillor Mote and resolved to note their update.
6 – Project Updates
6.1 – Stone Recreation Ground Masterplan
The Clerk provided members with a verbal update regarding the Stone Recreation Ground Masterplan works. It was confirmed that the plaza, which includes the pump track and Multi Use Gaming Area was contractually completed with the intention for Stone Parish Council to take ownership of this area once the CCTV was operational. This was expected to be in place within the next few weeks.
Members were informed that the Grounds depot had now been installed and the public toilets were due to reopen in the next few weeks.
Currently the café is set to open at the beginning of June, with the car park works set to then begin during the summer holidays to try and mitigate the impact on bookings. Members were pleased with the progress that had been made and discussed that there was a lot of excitement among local residents who were able to see how much work had been done. The Clerk informed members that there was a slight issue with the memorial garden, wit several solutions available. It was felt that it would be best if members could attend a site meeting with the Clerk to discuss these options. The date of the meeting was set for 11th April at 11am.
Members thanked the Clerk and resolved to note the update on the Stone Recreation Ground Masterplan.
6.2 – Lantern Community Centre
The Clerk reiterated the previous resolution to reimburse the Community Infrastructure Levy funds that the Parish Council had collected for the site of the Community Centre, confirming that this payment had been made. She also reiterated that the Parish Council had resolved to commission their Quantity Surveyor to look at the current cost plan and develop their own, to ascertain an accurate estimate of the level of funding still required. The Clerk informed members that this had been completed and the revised cost plan that had been created had managed to reduce the total cost by around £130,000. With the final figure now available, this would allow officers to seek out appropriate funding options. A member of the public asked if the cost plan was like for like compared to the original one that had been created. The Clerk confirmed that a degree of value engineering had been required to reduce the cost, but that ultimately the Lantern Community Project Team would be able to confirm that they were happy with what had been proposed. Members felt that it would now be prudent to discuss use of CIL funding by Dartford Borough Council and the Clerk confirmed that she would now be able to approach them with the new cost plan.
Members were very pleased to see the progress that had been made on the project and were hopeful that it would now be possible to see the project completed.
Members thanked the Clerk and resolved to note her update.
7 – Finance & Audit
7.1 – Review of Internal Controls
The system of internal controls was recorded by the Responsible Finance Officer and members were presented with the internal controls document for council review. Members were requested to review the scope of internal controls contained on the Risk Register and resolve approval of the procedures. It was confirmed by the RFO that this was a live document that the Council reviews each year. Cllr Lees asked about the definition of a Senior Employee which was mentioned in the report. The Clerk confirmed that the Council Structure would be included as an appendix for clarity.
Members resolved to note the annual review of internal controls and approve the document as presented.
7.2 – Hall Hire Review
Members were presented with a report outlining price changes for hire of the Stone Pavilion which would come into effect from 1st April. Members questioned how the increases had been calculated as different packages had been increased by varying amounts. The Clerk confirmed that the cost to provide each package had been calculated and the increases were based on ensuring that none were being run at a loss. The Clerk informed members that costs had been kept low since the Covid-19 pandemic but would now need to be increased to remain in line with the Council’s budget.
Members resolved to note the proposed fees and charges for Stone Pavilion from 1st April 2025.
8 – Local Council Award Scheme
The Council’s re-accreditation for the Local Council Award Scheme (LCAS) has a deadline of 5th September 2025. Members were presented with a number of policies and procedures which require Council approval as part of the evidence base for LCAS.
8.1 – Biodiversity Policy
Members were presented with a draft Biodiversity Policy for adoption.
Members resolved to approve and adopt the draft Biodiversity Policy 2025.
8.2 – Risk Management Policy
Members were presented with the draft Risk Management Policy 2025 for review and adoption.
Members resolved to approve and adopt the draft Biodiversity Policy 2025 with a minor edit.
8.3 – Co-Option Policy
Members were presented with the draft Co-Option Policy 2025 for review and adoption.
It was noted by members that in the last co-option, not all candidates spoke about their application. It was suggested that this be amended to say candidates “may be invited to speak”.
Members resolved unanimously to approve and adopt the Co-Option Policy 2025 following the recommended minor edit.
8.4 – Equality and Diversity Policy
Members were presented with the draft Equality and Diversity Policy 2025 for review and adoption.
Members resolved to approve and adopt the Equality and Diversity Policy 2025 as presented.
9 – Planning
9.1 – Major Planning applications
Planning Application KCC/DA/0108/2024
Members were presented with the decision notice for the new tunnel and associated road to link the Eastern Quarry with Bluewater Shopping Centre.
Members resolved to note the decision for planning application KCC/DA/0108/2024
There being no further business, the Chairperson closed the meeting at 19:47.