1 – Election of Chairperson
To elect the Chairperson of the Council for 2024-25 and receive Chairperson’s declaration of acceptance of office
The Chairperson asked for nominations for election of the Chairperson of the Council for the ensuing year.
Councillor McQueen was nominated as Chairperson for the Council for 2024-25. Members unanimously voted to approve the nomination.
The Chairperson signed the Declaration of Acceptance of Office, which was then passed to the Clerk for countersignature.
Councillor McQueen thanked the members for their continued support and said she was keen to keep pressing on with the important work and projects that the Council is currently working on.
If there is more than one nomination, a vote will commence by a show of hands in the order in which persons have been nominated.
The Chairperson will then declare the successful nominee to be duly elected Chairperson of the Council for the ensuing year.
2 – Election of Vice-Chairperson
To elect the Vice-Chairperson of the Council for 2024-25
The Chairperson asked for nominations for election of Vice-Chairperson of the Council for the ensuing year.
Councillor Thredgle was nominated as Vice-Chairperson for the Council for 2024-25. Members unanimously voted to approve the nomination. The Chairperson declared Councillor Thredgle to be duly elected as Vice-Chairperson of the Council for the ensuing year.
3 – Apologies for Absence
Apologies for absence were received from Councillor Peter Harman.
4 – Disclosure of Pecuniary Interests
There were no disclosures of pecuniary interests.
5 – Public Participation
No members of the public wished to speak at this time.
6 – Approval of Minutes
The draft minutes of the meeting of the council held on Wednesday 13 March 2024 were approved.
7 – Scheme of Delegation to Committees and Officers
To resolve approval of Scheme of Delegation to Committees and Officers
Section 101 of the Local Government Act 1972 enables the council to delegate authority for decision making to appointed committees or council officers. The council is required to annually review delegation arrangements to support conduct of council business and appoint membership of committees for 2024-25.
Members were presented with a draft Scheme of Delegation for 2024-25. Members requested the wording of one item was amended to confirm that in an emergency situation, the Clerk would consult with the Chairperson if possible.
Members resolved to approve the Scheme of Delegation.
8 – Committee Membership
To Appoint Proposed Membership of Committees
Members are required to appoint membership of committees for 2024-25 as per Terms of Reference in the Scheme of Delegation. Members of the People & Performance Committee are required to attend training as necessary to ensure appropriate awareness of employment processes and procedures.
Members put themselves forward for the two Committees and the membership of these committees was resolved as follows:
- Community Engagement, Wellbeing & Events Committee
- J McQueen
- S Thredgle
- L Howes
- J Hoadley
- T Oliver
- L Canham
- People & Performance Committee
- J Burrell
- P Cutler
- D Mote
- J McQueen
- S Thredgle
- L Howes
9 – Appointment of Representatives to Outside Bodies
9.1 – Outside Bodies
To Appoint Council representatives to represent the Council on outside bodies and Committees.
Members are requested to appoint individuals to represent the council on the following outside bodies:
1. Bluewater Community Forum – Two representatives, plus Community Engagement Manager
Councillor Stephanie Thredgle and Councillor Jessica McQueen were nominated as representatives for the Bluewater Community Forum.
- Kent Association of Local Councils Dartford Area Committee – Two representatives
Councillor Lesley Howes and Councillor Jessica McQueen were nominated as the Stone representatives for the Kent Association of Local Councils Dartford Area Committee
9.2 – Borough & Parish/Town Council Forum
Members are requested to note the council’s representatives on the Borough and Parish/Town Council Forum.
The Council’s two representatives are the Chairman (substituted by the Vice-Chairman if necessary) and the Parish Clerk (substituted by another Council Officer if necessary).
Members resolved to note the Council’s representatives on the Borough and Parish/Town Forum.
10 – Standing Orders & Financial Regulations
To review and adopt Standing Orders & Financial Regulations for 2024-25.
Members were presented with a revised set of Standing Orders and Financial Regulations for 2024-25.
Members resolved to approve and adopt the Standing Orders & Financial Regulations for 2024-25 as presented.
11 – Calendar of Meetings
To confirm the calendar of Council and Committee meetings for 2024-25 as outlined.
Members were presented with a calendar of meetings and advised that it had been scheduled in close alignment with internal activity, processes, and reporting cycles to ensure optimal efficiency and effectiveness in transacting anticipated council business. Through this coordination, officers are able to ensure that key decision-making processes are supported by timely and relevant information.
The proposed calendar strikes a balance, providing a sufficient number of meetings to address necessary issues, while avoiding unnecessary burden on councillors and officers. Full council meetings have also been scheduled to occur consistently on the 4th Wednesday of the month (except August and December), ensuring regularity and providing clear awareness of their timing for all councillors and stakeholders.
Members resolved to approve the Calendar of Council and Committee Meetings for 2024-25 as presented.
12 – Finance
12.1 – Financial Report 2023-24
To note the RFO’s Financial Report for Year End 2023-24.
Members were presented with a Financial Report for Year End 2023-24. Members thanked the Responsible Finance Officer for the thorough and accessible report provided.
Members resolved to note the RFO’s Financial report for Year end 2023-24.
12.2 – Appointment of Internal Auditors
To resolve the appointment of Heelis & Lodge as Internal Auditors for 2023/24 and 2024/25
Members resolved to appoint Heelis & Lodge as Internal Auditors for 2023-24 and 2024-25.
12.3 – Internal Audit Report
To note the findings of the Internal Audit Report by Heelis & Lodge.
Members praised the RFO as the internal auditors were very complimentary in their findings.
Members resolved to note the findings of the Internal Audit Report by Heelis & Lodge.
12.4 – Annual Return (AGAR)
To resolve approval of the Annual Return (AGAR) 2023-24
Members resolved to approve the Annual Return (AGAR) 2023-24
12.5 – Kent Association and National Association of Local Councils Subscription 2024-25
Members were required to approve renewal from 1st April 2024 and confirm subscription of fees of £1,765.00 for the Kent Association for Local Councils and National Associations.
Members confirmed that the benefits to this were very clear.
Members resolved to approve the renewal of the subscription to the Kent Association for Local Councils and National Associations.
12.6 – Stone Recreation Ground Masterplan
Members were presented with the final draft of the Masterplan Funding agreement with Dartford Borough Council.
Members resolved to note the final draft of the Masterplan Funding agreement with Dartford Borough Council
12.7 – Community Grant Funding
Applications for the Parish Council’s Community Grant Award were presented to members for consideration.
Councillor Mote and Councillor Canham declared an interest as they are trustees of Mary’s Child Kent.
Members discussed the applications and unanimously resolved to award the grant funding as follows:
Dartford & District Photographic Society were awarded £250 towards a new laptop and members were keen to offer to help them advertise more to get more members from Stone involved.
Mary’s Child Kent was awarded £500 for the work they do in Stone through their food bank as well as other support they offer to families in need.
Brent 6th Dartford Scout Group were awarded £500 for much needed new camping supplies.
13 – Community Service Award
To resolve award for recognition of exceptional service to the Parish to Reverend Kenneth Clark.
Kenneth has served Stone Parish for twenty years at St Mary’s Church. Throughout these two decades, Kenneth has been a pillar of support to the community, offering guidance and comfort to parishioners during both moments of joy and times of challenge.
As a community representative, Kenneth has poignantly led the annual remembrance services, providing consolation and support to those honouring the memories of their loved ones, as well as supporting the local schools, and participating in the development of the Stone Parish Neighbourhood Plan.
Since 2015, the council has had a Recognition Policy to recognise exceptional or longstanding service to the community. Since 2015, awards have been made to former councillors and employees, community volunteers, and employees of local business.
The policy dictates that a monetary figure of £50 is applied for the purchase of an appropriate award gift, with nominations requiring resolution by the full council.
Members unanimously agreed to resolve to award Reverend Kenneth Clark with the Award for recognition of exceptional service to the Parish which will be awarded at the Annual Parish Meeting on Wednesday 29 May 2024.
14 – Recruitment
To note the Appointment of the Community Engagement Manager.
Following a recent round of presentations and final interviews, conducted by the Chair, Chair of the People & Performance Committee, and the Parish Clerk, Steven Muzio has formally accepted the position of Community Engagement Manager.
Members were delighted to welcome back Steven Muzio in the position of Community Engagement Manager.
Members resolved to note the appointment of the Community Engagement Manager.
15 – 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.
The press and public were asked to leave the meeting.
16 – Performance-Related pay
To resolve and ratify recommendations by the People & Performance Committee for performance-related pay, effective from 1 April 2024.
Members were presented with recommendations from the People & Performance Committee regarding performance-related pay.
Members resolved to ratify the recommendations presented by the People & Performance Committee.
There being no further business, the Chairperson closed the meeting at 20:24.