Agenda and draft minutes

Venue: Zoom video call. View directions

Contact: Delia Shephard, Town Clerk  Email:

Note No. Item


Members' apologies for absence


It was RESOLVED to note Members’ apologies for absence as listed above and Members’ absences without apologies.


Minutes of previous meeting pdf icon PDF 275 KB


It was RESOLVED to approve the draft minutes of the extraordinary meeting of council held on 4 August 2020 as a correct record of proceedings.


Members' declarations of interest in matters on the agenda

(Under the Relevant Authorities (Disclosable Pecuniary Interests) Regulations 2012, made under s30 (3) of the Localism Act, members are required to declare any disclosable pecuniary interests which they may have in any of the items under consideration at this meeting)



Cllr Kelly-Wilson declared a non pecuniary interest in the planning application at 2 Dominica Grove, Newton Leys as he knew the applicant and stated that he intended to take no part in the discussion or decision making on this item.


Minutes of meeting of Finance Committee pdf icon PDF 314 KB

Draft Minutes of the Meeting of the Finance Committee held on 11 August 2020

Additional documents:


It was RESOLVED to note the draft minutes of a meeting of the Finance Committee held on 11 August 2020.


It was RESOLVED to approve the  draft investment policy recommended by the Finance Committee. (Minute reference F20/49.)


It was RESOLVED to approve the recommendation of the Finance Committee to seek professional advice on investment of funds in line with the adopted investment policy. (Minute reference F20/49.)


Public Speaking Time


To receive representations from members of the public on matters on the agenda and to hear questions from members of the public on any item (please note this item will generally be restricted to a maximum of 15 minutes)


Individual members of the public who wish to make spoken representations or ask spoken questions should contact the clerk (ideally by email) no later than 12 noon on the day before the day of the meeting for details of how to join the meeting and make their representation.  A telephone/internet connection will be needed to enable participation. 

Contact details:

Delia Shephard, Town Clerk

01908 633784



There were no representations from members of the public.


Review of planning applications due to be determined by Milton Keynes Council


20/01394/FUL - 2 Dominica Grove Newton Leys Milton Keynes MK3 5GR - Proposed rear garden shed pdf icon PDF 400 KB


It was RESOLVED to make no comments on the proposed development.

(Cllr Kelly Wilson did not participate in discussion or voting on this item.)


20/01856/DISCON - Land At Eaton Leys Galley Lane Little Brickhill - Details submitted pursuant to discharge of condition 4 (Junction and associated pedestrian and footway works) attached to planning permission 18/02397/REM pdf icon PDF 786 KB

Additional documents:


It was RESOLVED to make no comments on the discharge of conditions however the clerk was asked to raise with MK Council the fact that the speed limit signs of 30 mph on the Eaton Leys estate do not match the current policy of 20 mph in new estates in Milton Keynes.


Report on planned Christmas illuminations 2020 pdf icon PDF 416 KB


A report on Christmas illuminations for 2020 was discussed.  Members noted that any Christmas event would invariably be restricted because of the pandemic and therefore additional funds were available to enhance the lighting display and improve infrastructure.


i       It was RESOLVED to approve installation of column mounted decorations as follows:

·         Up to 34 street light illuminations running from Stanier Square to Vicarage Road

·         Up to 12 street illuminations on Victoria Road running from Queensway to Watling Street

·         Up to 13 street illuminations on Aylesbury Street running from Vicarage Road to Watling

·         Street

·         Up to 5 street illuminations on Watling Street running from Aylesbury Street to The Wharf

at a cost of £235 per column including testing hire and installation and removal.

removal.   Additional costs to carry out BSEN40 tests on all columns to be used  and installation of isolator switches were as yet unknown as a group price was to be negotiated with other parishes.


ii      It was RESOLVED to purchase a 30ft Nordic Fir (Low Needle Drop) to be delivered and erected in the existing powered tree pit in Stanier Square, Queensway from  mid-November with removal in early January 2021 at a total cost of £1,895.


iii     It was RESOLVED to purchase wooden shapes for decoration and hanging on the tree as in previous years.


iv     It was RESOLVED to continue working with MK Council to negotiate for  installation of  lights in the trees in Queensway if possible subject to an even display with lights on both sides of the road.




Consultations being held by Milton Keynes Council due to close on 30 September 2020


Draft Planning Obligations SPD pdf icon PDF 832 KB

Additional documents:


It was RESOLVED to note a consultation on MK Council’s Draft Planning Obligations SPD and to ask individual councillors to  provide written feedback to the clerk so that a formal response on behalf of the council could be approved at the Town Council meeting due to be held on 29 September 2020. 


Draft Health Impact Assessment SPD pdf icon PDF 1008 KB

Additional documents:


It was RESOLVED to note a consultation on MK Council’s Health Impact Assessment SPD and to ask individual councillors to  provide written feedback to the clerk so that a formal response on behalf of the council could be approved at the Town Council meeting due to be held on 29 September 2020. 



Update report on progress with Newton Leys Allotments


The clerk reported that following a recent request from Taylor Wimpey to finalise transfer of the allotment site at Newton Leys a site visit had taken place on 17 August 2020.  Whilst making good of the landscaping had been partially completed the remediation to the taps and pipes were not acceptable and VT of faulty taps had been sent to Taylor Wimpey.  There had been frequent correspondence expressing concern  with TW in recent weeks and a further call was booked for the next working day.


Members also expressed their extreme disappointment with this position and regretted the impact of this and other delays in Newton Leys in provision of community resources by the developer and instructed the clerk to continue making forceful representations.


Review of youth work programme for the remainder of 2020-21 pdf icon PDF 106 KB


A report proposing changes to the way youth clubs and youth work were delivered by Youth Network MK (YNMK) for the Town Council had been put forward before the meeting. Ms Debbie Scott of YNMK answered questions about the proposals and potential future arrangements were discussed. 


It was RESOLVED to authorise the Clerk to make arrangements with YNMK to use existing budgeted funding to ensure continuity of provision of youth clubs  at the Lakes Estate (to be moved from the Warren to the Community Centre for the time being) and at Newton Leys in Newton Leys Pavilion from September 2020  to the end of the calendar year 2020.  It was further RESOLVED that at the same time work would be done on a contract to be agreed between the Town Council and Youth Network MK for delivery of youth services  to be managed via a formal service level agreement and this would be brought back to full council for approval at the earliest opportunity.


The Chairman thanked YNMK for the good work done in Bletchley and Fenny Stratford and Ms Scott left the meeting. 








Bletchley and Fenny Stratford Neighbourhood Plan pdf icon PDF 415 KB

Additional documents:


A short presentation on progress with the Bletchley and Fenny Stratford Neighbourhood Plan and  the impact of Covid19 on the indicative timeline was given by the clerk.  This was discussed with particular reference to timetabling and alignment with the Town Board’s activities.    The proposed next steps in the presentation were generally accepted but Members noted their wish to expedite this work.


(Before discussion and voting Councillors Kenworthy and Rohim left the meeting.)


It was RESOLVED to elect Cllrs Ely, Graham, Hume and Kelly-Wilson to the Neighbourhood Plan Steering Group.


It was RESOLVED that this group, working with the clerk, would bring draft terms of reference for the Steering Group to the next meeting for approval.  These would  include clarification of the status of the  Steering Group in relation to the Town Council and arrangements for recruitment of suitably representative additional members to the Group from the wider community. 




Arrangements for the War Memorial Remembrance Sunday Event pdf icon PDF 298 KB


The Support Services Manager introduced a report on possible arrangements for the Remembrance Day wreath laying in 2020 and the report was discussed.


It was RESOLVED to arrange a scaled back  Remembrance Sunday commemoration for 2020 because of uncertainty about social distancing arrangements and to hold a simple wreath laying ceremony with a bugler and to stream this on social media.  There would be no road closure.  Members of the community would be invited to pay their respects at the memorial throughout the day.    


Transition to New Community Larder Service pdf icon PDF 228 KB


The Support Services Manager introduced a report and proposal to work with Water Eaton Church to introduce a subscription based SOFEA community larder in Bletchley and Fenny Stratford at the Water Eaton Church building on the joint working already done with the free food boxes delivered during the lockdown.


Cllr Hume declared a non-pecuniary interest in this matter as a member of St Frideswide’s Church at Water Eaton Church Centre; discussion followed.


It was unanimously RESOLVED to fund four weeks’ worth of  free community food parcels for the parish at a cost of c £325 per week to assist transition from the food delivery model (government funding for which would cease on 1 September).  This would allow a longer transition period to the new subscription model of food provision.


It was unanimously RESOLVED to allocate £2,500 towards a discretionary level for the year to be held by SOFEA which would enable discounts to be awarded  in cases of hardship for new subscriptions based on a policy to be approved by the Town Council at a future meeting.  The discretionary fund would only be available for the benefit of residents of Bletchley and Fenny Stratford.    Town Council officers would assist with administration and support for the Larder.




Exclusion of Public and Press


It was RESOLVEDthat members of the public be excluded from the meeting during the consideration of the following item of business as publicity would be prejudicial to the public interest because of the confidential nature of the business to be transacted.




Code of Conduct Matters pdf icon PDF 372 KB


Discussion on several confidential matters concerning conduct of Town Councillors took place. 


It was RESOLVED to suspend Standing Order 3)x to permit the meeting to continue for longer than 2 hours.


It was RESOLVED to send a copy of the Town Council’s Press and Media policy to all Members.


It was RESOLVED to refer allegations of potential breaches of the code of conduct by Cllr Rosemary Smith to the Standards Committee of Milton Keynes Council for investigation and determination.