1 – Election of Chairperson

For Decision

19:00, 5 min

To elect the Chairperson of the Council for 2024-25 and receive Chairperson’s declaration of acceptance of office

The Chairperson asks for nominations for election of the Chairperson of the Council for the ensuing year.

 

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.

 

The newly elected Chairperson signs the Declaration of Acceptance of Office, which is then passed to the Clerk for countersignature.

 

 

2 – Election of Vice-Chairperson

For Decision

19:05, 5 min

To elect the Vice-Chairperson of the Council for 2024-25

The Chairperson asks for nominations for election of Vice-Chairperson of the Council for the ensuing year.

 

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 Vice-Chairperson of the Council for the ensuing year.

 

 

3 – Apologies for Absence

For Decision

19:10, 1 min

To receive apologies for absence.

Relevant Legislation: Local Government Act 1972, s 85.

 

4 – Disclosure of Pecuniary Interests

For Information

19:11, 1 min

To receive disclosure of any pecuniary interests relating to meeting agenda items.

Having declared an interest, a member must not participate in discussion on the matter and must not take part in any vote unless an appropriate dispensation has been granted.

Relevant Legislation: Localism Act 2011, s 31.

 

5 – Public Participation

19:12, 15 min

The council meets and makes its decisions in public. A council meeting is not a public meeting. It is a meeting held in public and there is no requirement in law which allows members of the public to speak at such meetings.

However, the council is is keen to encourage public attendance at meetings and will therefore provide an opportunity to local registered electors to show it is committed to community engagement.

A maximum of 3 minutes is allowed per person to speak and the total length of time afforded for public participation at each meeting shall be no more than 15 minutes, subject to an extension of this time, in exceptional circumstances, being agreed by the Chairman.

Relevant Legislation: Local Government Act, s 100.

 

6 – Approval of Minutes

For Decision

19:27, 2 min

To approve the draft minutes of the meeting of the council held on Wednesday 13 March 2024

Relevant Legislation: Local Government Act 1972, Sch 12, para 41 (1).

 

7 – Scheme of Delegation to Committees and Officers

For Decision

19:29, 10 min

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.

 

8 – Committee Membership

For Decision

19:39, 10 min

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.

 

  • Community Engagement, Wellbeing & Events Committee – six including Chair/Vice
  • People & Performance Committee – six including Chair/Vice Chair

 

 

9 – Appointment of Representatives to Outside Bodies

 

 

9.1 – Outside Bodies

For Decision

2 min

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
2. Kent Association of Local Councils Dartford Area Committee – Two representatives

 

9.2 – Borough & Parish/Town Council Forum

For Information

1 min

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).

 

10 – Standing Orders & Financial Regulations

For Decision

10 min

To review and adopt Standing Orders & Financial Regulations for 2024-25.

 

11 – Calendar of Meetings

For Decision

5 min

To confirm the calendar of Council and Committee meetings for 2024-25 as outlined.

The proposed calendar of meetings has 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, we can ensure that key decision-making processes are supported by timely and relevant information. Additionally, this allows us to leverage periods of productivity and activity within our organization, maximizing the impact of our meetings. 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.

 

12 – Finance

 

 

12.1 – Financial Report 2023-24

For Discussion

10 min

To note the RFO’s Financial Report for Year End 2023-24.

 

12.2 – Internal Audit Report

For Information

5 min

To note the findings of the Internal Audit Report by Heelis & Lodge.

Report to follow after the Internal Auditor has attended on Tuesday 14th May.

 

12.3 – Annual Return (AGAR)

For Decision

5 min

To resolve approval of the Annual Return (AGAR) 2023-24

 

12.4 – Kent Association and National Association of Local Councils Subscription 2024-25

For Decision

2 min

The council is 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. 

 

 

12.5 – Stone Recreation Ground Masterplan

For Information

2 min

To note the final draft of the Masterplan Funding agreement with Dartford Borough Council.

 

12.6 – Community Grant Funding

For Decision

10 min

Applications for the Parish Council’s Community Grant Award are presented for consideration.

 

13 – Community Service Award

For Decision

10 min

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.

Should the Council resolve to approve this award, it is recommended that presentation of the award be at the Annual Parish Meeting on Wednesday 29 May 2024.

 

14 – Recruitment

For Information

5 min

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.

 

15 – Exclusion of Press & Public

For Decision

1 min

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.

 

16 – Performance-Related pay

For Decision

5 min

To resolve and ratify recommendations by the People & Performance Committee for performance-related pay, effective from 1 April 2024.

(n.b. A separate confidential report will be emailed to members in support of this item.)