Agenda and minutes

Venue: Newton Leys Pavilion, Furzey Way, Newton Leys - NLP. View directions

Contact: Delia Shephard, Town Clerk  Email: clerk@bletchleyfennystratford-tc.gov.uk

Items
No. Item

FC21/22-143

Members' apologies for absence

Minutes:

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

FC21/22-144

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)

 

Minutes:

No declarations of interest were made.

FC21/22-145

Minutes of previous meeting pdf icon PDF 313 KB

(7 September 2021)

Minutes:

It was RESOLVED that the draft minutes of the last meeting of full Council held on 7 September 2021 be approved as a correct record.

FC21/22-146

Public Speaking Time

To receive representations or questions from members of the public on matters on the agenda (please note this item will generally be restricted to a maximum of 15 minutes in total, individuals may speak for a maximum of 3 minutes each).

 

Members of the public who wish to make spoken representations should contact the Town Clerk (ideally by email) no later than 12 noon on the day before the day of the meeting to register to speak.  Alternatively written representations should be submitted by email to arrive no later than 12 noon on the day before the day of the meeting using the email address below.

 

Contact details:

Delia Shephard, Town Clerk

clerk@bletchleyfennystratford-tc.gov.uk

01908 649469

 

Please be aware that council meetings may be recorded including representations made by members of the public.   The Town Council continues to implement safety measures to mitigate the spread of Covid-19.  Thank you for wearing a face-covering during meetings and for observing other restrictions in place at this venue.  The restrictions are in place for the safety of all.  If you require more information about the health and safety measures in place please contact the Clerk.

 

 

Minutes:

There were no representations from members of the public.

FC21/22-147

Minutes of previous committee meetings and recommendations therein

FC21/22-148

Draft Minutes of Meeting of the Finance Committee held on 28 September 2021 pdf icon PDF 315 KB

Minutes:

It was RESOLVED that the draft minutes of a meeting of the Finance Committee held on 28 September 2021 be noted and recommendations within the minutes were considered.

 

i       Minute reference F21-22-48

It was RESOLVED that the committee’s recommendation for transfer of £14,640.00 from the Sport England EMR to the Lakes EMR be approved and that the Sport England EMR be closed as it was now 6 years since the project had been completed.

 

ii      Minute reference F21-22-52

It was RESOLVED to that the committee’s recommendation that an outdoor defibrillator be provided for the community to be located at the Irish Club at Manor Fields, Fenny Stratford at a cost of £1,466.66 to the Town Council be approved.   Members noted that the Irish Club had agreed to supply electricity to the unit and to incorporate checking into their weekly routines.

 

It was further RESOLVED that the committee’s recommendation that the Town Council should provide a phased programme of defibrillator installation across the area to include Fenny Stratford Community Centre, the Lakes Estate and other priority locations to be agreed be approved and included in future financial planning.

 

iii     Minute reference F21/22-54

 

It was RESOLVED that the committee’s recommendation to purchase 3 new branded gazebos at a cost of £1,350.28 (excluding VAT) each be approved and that replacement weights be purchased to enable the existing gazebos to continue to be used funding to come from the Repairs, Maintenance and Equipment EMR (316) which currently stood at £88,825.97.

 

The Clerk drew Members’ attention to minute reference F21/22-53 which explained the current position with regard to festive lighting for Christmas 2021.

 

 

 

FC21/22-149

Alteration of order of business

Minutes:

It was RESOLVED to amend the order of business and deal with agenda item 7 next.

FC21/22-150

Proposals for development of a community garden near Water Eaton Church Centre, Drayton Road, Bletchley and to give support to the project pdf icon PDF 111 KB

Additional documents:

Minutes:

Members considered officer reports and a written proposal, map and oral representations from Mr Richard Lyons (a member of the leadership team at St Frideswide’s Church at Water Eaton) about the development of a proposed community garden on land in the ownership of Milton Keynes Council.  It was noted that the proposal was for a Community Asset Transfer of the land in question to be considered by MK Council.

 

It was unanimously RESOLVED to support the proposed project and land transfer  subject to provision of satisfactory risk assessments by the applicant and confidence in sustainability of the project.

FC21/22-151

Conclusion of the limited assurance audit for 2020-2021 pdf icon PDF 8 KB

Additional documents:

Minutes:

It was RESOLVED that correspondence from the external auditor confirming the conclusion of the limited assurance audit for 2020-2021 be noted and that the publication of the notice of conclusion of the audit published on 24 September 2021 be noted.  The Finance committee had already reviewed this correspondence and there were no matters brought to the attention of the Council by the auditor. 

FC21/22-152

Community grant application from MK Bangladeshi Association in the sum of £3,000 pdf icon PDF 108 KB

Additional documents:

Minutes:

Following discussion of a written application it was RESOLVED that a grant in the sum of £3,000 be awarded to Milton Keynes Bangladeshi Association as a contribution towards the holding an awards ceremony.

 

It was noted that the Council’s community grants policy and procedures were to be reviewed as soon as practicable.

FC21/22-153

Planning Applications due to be considered by Milton Keynes Council

FC21/22-153.i

21/02356/FUL - 3 North House Bond Avenue Bletchley Milton Keynes MK1 1SW - The installation of a second external filter tower as part of the waste extraction system pdf icon PDF 138 KB

Minutes:

It was RESOLVED that the Town Council would make no comments on the proposed development.

FC21/22-153.ii

21/02584/DISCON - Land Off Bletcham Way Fenny Lock Bletcham Way V7 To A5 Milton Keynes - Approval of details required by condition 15 (SuDS Maintenance) of permission ref. 20/01432/FUL pdf icon PDF 80 KB

Minutes:

It was RESOLVED that the Town Council would make no comments on the proposed development.

FC21/22-153.iii

21/02781/FUL - 169 Queensway Bletchley Milton Keynes MK2 2DZ - Demolition of rear side part of extension and rebuild single-storey rear extension. Two storey first floor extension with loft floor, 2 rear 2 front roof windows. Conversion of upper floor into 3 no residential flats (3x2 beds). External and internal alterations (Re-submission of 21/01512/FUL) pdf icon PDF 146 KB

Minutes:

Members discussed this planning application in some detail noting the existing traffic management and domestic waste problems in this part of Queensway which were increasing with  higher density residential provision above ground floor business properties.  It was RESOLVED that the Town Council would object to the proposed development on the grounds that the planned parking provision would be inadequate given that two spaces near the site were already in regular use for customers of the takeaway business.  Whilst new good quality residential accommodation was generally welcomed the Town Council took the view that this was overdevelopment of a crowded site which could harm the area.

FC21/22-153.iv

21/02910/DISCON - Land Off Bletcham Way Fenny Lock Bletcham Way V7 To A5 Milton Keynes - Approval of details required by condition 9 (Finished Floor Levels) of permission ref 20/01432/FUL (previously granted under 21/00824/DISCON) pdf icon PDF 80 KB

Minutes:

It was RESOLVED that the Town Council would make no comments on the proposed development.

FC21/22-154

Adoption of safeguarding policy for the Council pdf icon PDF 234 KB

Minutes:

A draft safeguarding policy for the council was discussed and it was RESOLVED that the draft document be adopted with immediate effect.

FC21/22-155

Proposal to fund a "Rubbish Amnesty" on 27 October 2021 using funds from the Lakes Estate Earmarked Reserve pdf icon PDF 117 KB

Minutes:

A report on a proposal for the Town Council to fund and supervise a “Rubbish Amnesty initiative” for residents on the Lakes at a cost of £400.00 to be supported by MK Council had been circulated in advance of the meeting.  Cllrs Browne, Hume and Wymer declared an interest in this item by way of their membership of the Lakes Estate Renewal Forum although it was not felt there was any pecuniary advantage to them.  Cllr Wymer and Cllr Hume also drew attention to their status as employee and member of K Council respectively.

 

The rubbish amnesty has been proposed by the Lakes Estate Renewal Forum.

It was RESOLVED that the proposal be supported on the understanding that this was a “one off” project and future requests would be considered on a case by case basis; funding would be provided from the Lakes EMR.

FC21/22-156

Arrangements and costs for undertaking an annual survey of residents of Bletchley and Fenny Stratford and noting of progress against the Town Council's communications action plan

Minutes:

Following review of a report on progress with communications Members discussed a quotation and arrangements for the undertaking of an annual survey of residents.

It was RESOLVED that the annual survey should be devised, printed and analysed by Breakthrough Communications at a cost of £2,285 plus VAT (including paid social media advertising).  The survey would be delivered by Bespoke Media with the January edition of the council newsletter at a cost of £382.50.

FC21/22-157

Expression of interest to Milton Keynes Council in taking responsibility for landscaping services in Bletchley and Fenny Stratford with effect from 1 April 2023 pdf icon PDF 116 KB

Additional documents:

Minutes:

It was unanimously RESOLVED that the Town Council make a formal expression of interest to Milton Keynes Council in taking responsibility for delivery of landscaping services for Bletchley and Fenny Stratford with effect from April 2023.  This would allow the Town Council to continue its feasibility study and make an informed decision at a future date.

FC21/22-158

Response to MK Council's Consultation on Councillors Allowances pdf icon PDF 115 KB

Additional documents:

Minutes:

The Clerk drew attention to a consultation being undertaken by MK Council on councillors allowances and requested guidance from the Town Council as to whether the Council was likely to consider introducing a basic parish allowance for elected Members in the near future.  Several members expressed their intention to decline an allowance if one should be provided but noted that provision of a basic parish allowance could be an equal opportunities issue for those who would otherwise find it difficult to meet the expenses of office.

 

It was RESOLVED that the Clerk be instructed to advise MKC that the Town Council would consider provision of a basic parish allowance although it made no commitment to introduce this at the current time.

FC21/22-159

Comments on draft terms for an informal community governance review to be considered by Milton Keynes Council pdf icon PDF 221 KB

Additional documents:

Minutes:

(Cllr Hume left the meeting for this item of business and did not participate in discussion or voting.)

 

Members noted the draft terms of reference for the informal community governance review to be considered by Milton Keynes Council and had no further comments on the terms. It was RESOLVED to advise MK Council that the Town Council believed that the name of the Eaton Leys community should be included in the name of the ward into which Eaton Leys fell (ie Manor North and Eaton Leys Ward) so as to recognise the developing new community which was effectively physically cut off from Manor North.

FC21/22-160

Response to the Oxford-Cambridge Arc public consultation (closes 12 October 2021) pdf icon PDF 111 KB

Additional documents:

Minutes:

Following discussion it was RESOLVED that the Town Council would not make a corporate response to the current detailed Oxford-Cambridge Arc public consultation which was due to close on 12 October 2021 but would continue to encourage all residents and councillors to express their views to the consultation direct.

FC21/22-161

Report and review of services provided by MK Play Association during summer 2021 pdf icon PDF 3 MB

Minutes:

It was RESOLVED that a written report provided by MK Play Association on provision of play sessions funded by the Town Council during 2021-2022 be noted.  Members commented that the provision only extended to children up to the age of 10 and Officers were asked to consider alternative/additional provision of services for older young people in anticipation of the 2022-2023 budget preparation.

FC21/22-162

Report and review of Counselling Service provision for the year 2021-2022 pdf icon PDF 127 KB

Minutes:

It was RESOLVED that a written report from West Bletchley Counselling Service on the delivery of counselling support to residents of Bletchley and Fenny Stratford be noted.  Members agreed that the level of take up highlighted serious existing problems with access to support for mental health issues at the current time. The Clerk confirmed that careful postcode checks were being undertaken to ensure that only residents of the area were benefiting from the Town Council provision.

 

It was RESOLVED to continue to provide the service uncapped in order to establish the year’s usage.

FC21/22-163

Report from the Town Council's representative at the Lakes Estates Renewal Forum

Meeting held 23 September 2021 (Cllr Browne)

Minutes:

Cllr Browne advised she had been unable to attend the last meeting of the LERF; Cllr Hume confirmed that he had attended the last meeting and that the LERF was becoming more established although there had been a lower attendance at the last meeting which was an in person meeting instead of a remote meeting.  It was noted that the groundworks on the planned new building would begin from 11 October 2021.

FC21/22-164

Report on progress with the Bletchley and Fenny Stratford Neighbourhood Plan

Minutes:

Cllr Bedford, who had taken over as interim chair of the NP Steering Group, gave an oral progress report on work undertaken since the last meeting of the Town Council.  The NP website was up and running and the Commonplace digital engagement platform would be introduced in the near future as officers had completed all necessary training.  Several further pop up events were due to take place in the next few weeks and Members were encouraged to attend those nearest their wards.

FC21/22-165

Exclusion of Public and Press

Minutes:

It was RESOLVED that members of the public and press be excluded from the meeting during the consideration of the following items of business.  It was considered that Members would be likely to discuss confidential aspects of property transactions and  publicity would be prejudicial to the public interest in this case.

FC21/22-166

Confidential update report on progress with property matters

Minutes:

i       The Clerk noted that a pre-acquisition survey of property which the Town Council intended to buy had been received and reported to the Finance Committee and that legal preparations for the  purchase were proceeding in line with the Town Council’s original estimated timetable.  The Chair guided members through the confidential survey and  Members had the opportunity to ask questions.   The Clerk noted that officers were working on baseline revenue budgets and capital expenditure budgets for the property.  It was RESOLVED to note the position.     

 

ii      The Clerk also reported that a survey of Sycamore Hall was due to be undertaken on 7 October 2021 and that again officers were working on baseline revenue budget.   A capital expenditure budget for this property which was being considered for Community Asset Transfer would be developed further once the structural survey was available.  It was RESOLVED to note the position.