Agenda and minutes

Venue: Meeting Room, Bletchley Library, Westfield Road, Bletchley, MK2 2RA

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

Items
No. Item

F20/36

Members' apologies for absence

Minutes:

In the absence of the Chair it was RESOLVED to elect Cllr Hume to act as Chair.

It was RESOLVED to note the apologies for absence and the absences without apologies as listed above.  (Cllr Kelly-Wilson had submitted apologies for absence but joined the meeting late.)

F20/37

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.

F20/38

Minutes of the previous committee meeting pdf icon PDF 305 KB

Minutes:

It was RESOLVED to approve the minutes of the meeting of the Finance Committee held on 14 July 2020 as a correct record of proceedings.

F20/39

Public speaking time

To receive representations from members of the public on matters on the agenda

 (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

clerk@bletchleyfennystratford-tc.gov.uk

01908 633784

 

Please note that the meeting will be streamed to the Town Council’s website via Facebook for those members of the public who wish to observe.

 

Minutes:

There were no representations from members of the public.

F20/40

Review planning applications due to be considered by Milton Keynes Council

Minutes:

(Cllr Kelly Wilson joined the meeting at this time.)

F20/40.i

20/001495/LBC - 59 Aylesbury Street, Fenny Stratford - Listed Building Consent for erection of 4 flats on vacant land to the rear pdf icon PDF 4 MB

Additional documents:

Minutes:

It was RESOLVED to make no comments on the listed buildings consent.

F20/40.ii

20/01495/FUL- 59 Aylesbury Street, Fenny Stratford - Erection of four flats on vacant land at the rear pdf icon PDF 11 MB

Additional documents:

Minutes:

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

F20/40.iii

20/01765/FUL- Unit3 9 Islay Court Newton Leys MK3 5QW - Change of from Use Class A1 (retail) to Use Class A5 (hot food takeaway) pdf icon PDF 4 MB

Minutes:

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

F20/41

Planning decisions made by Milton Keynes Council pdf icon PDF 100 KB

Minutes:

It was RESOLVED to note a list of recent decisions.

F20/42

Fiinancial management information report showing income and expenditure against budget for the year to 31 July 2020 pdf icon PDF 233 KB

Minutes:

It was RESOLVED to note the report and in particular the detrimental effect of closure on income from the market and Newton Leys Pavilion.

F20/43

Council's cash and investment reconciliations to 31 July 2020 pdf icon PDF 16 KB

Additional documents:

Minutes:

It was RESOLVED to note the reconciliations.

F20/44

Balance sheet as at 31 July 2020 pdf icon PDF 24 KB

Minutes:

It was RESOLVED to note the balance sheet.

F20/45

List of payments made in July or due to be made in August 2020 pdf icon PDF 43 KB

Additional documents:

Minutes:

It was RESOLVED to ratify the list of payments.

F20/46

Bletchley Market

 

1      This council recognises that

a)    there has been a market in Queensway for many years;

b)    markets have been experiencing a downward trend for some time due to presence of supermarkets, low cost retailers and online retailing;

c)     the market provides a service that many residents of the town use;

d)    Covid-19 has had an impact on our traders and markets across the country;

e)    the Bletchley Town Board will be looking at ways of improving our high streets

 

 

2      The council will introduce a promotional period for stall holders as follows.

a)    the promotional period is designed to assist existing stall holder in the unprecedented times we are in and to attract new traders to the town

a)    The discount will be a 75% reduction on current rates, for casual traders the new price will £3.75 per 10 ft per day and for regular traders the new price  will be £2.50 per 10 ft per day

b)    The promotional period will run initially from 1 September 2020 for a 4 month period to Christmas, allowing for a review and if successful continuing the promotion for the first 3 months of 2021

c)    As part of the promotional period, the town council will use its social media presence to highlight each regular market stall once a month. (Regular can mean traders who pay daily but attend at least once a week.)

d)    the Town Council will look at all options to publicise this promotion to encourage new traders.

e)    the promotional period will  be evaluated on the number of new traders coming to try out the market for at least 1 day; the number of new traders that are retained; the number of existing traders that are retained

f)     the review will also consider compliance of market rules by traders

g)    the evaluation information above will be provided to the Finance Committee on a regular basis

 

3      The council will consider the establishment of a quarterly specialist market in 2021 following consultation with businesses and traders on Queensway as well as the wider the community

 

 

Minutes:

The clerk gave an oral report on feedback from existing traders and shared a table showing year on year decline in market income and income for current year.

 

Following discussion it was RESOLVED that

 

1      This council recognises that

a)    there has been a market in Queensway for many years;

b)    markets have been experiencing a downward trend for some time due to presence of supermarkets, low cost retailers and online retailing;

c)     the market provides a service that many residents of the town use;

d)    Covid-19 has had an impact on our traders and markets across the country;

e)    the Bletchley Town Board will be looking at ways of improving our high streets

 

 

2      The council will introduce a promotional period for stall holders as follows.

a)    the promotional period is designed to assist existing stall holder in the unprecedented times we are in and to attract new traders to the town

a)    The discount will be a 75% reduction on current rates, for casual traders the new price will £3.75 per 10 ft per day and for regular traders the new price  will be £2.50 per 10 ft per day

b)    The promotional period will run initially from 1 September 2020 for a 4 month period to Christmas, allowing for a review and if successful continuing the promotion for the first 3 months of 2021

c)    As part of the promotional period, the town council will use its social media presence to highlight each regular market stall once a month. (Regular can mean traders who pay daily but attend at least once a week.)  Officers will prepare a local marketing campaign and seek costs for external advertising

d)    Appropriate temporary signage will be introduced to indicate the new location of market stalls

e)    the Town Council will look at all options to publicise this promotion to encourage new traders.

f)     the promotional period will  be evaluated on the number of new traders coming to try out the market for at least 1 day; the number of new traders that are retained; the number of existing traders that are retained

g)    the review will also consider compliance of market rules by traders

h)    the evaluation information above will be provided to the Finance Committee on a regular basis

 

3      The council will consider the establishment of a quarterly specialist market in 2021 following consultation with businesses and traders on Queensway as well as the wider the community

 

 

 

F20/47

Update report on work undertaken to the fabric of George Street Community Centre pdf icon PDF 125 KB

Minutes:

An update report had been circulated before the meeting detailing, this was discussed and it  was RESOLVED to note the report.

F20/48

Variation of order of business

Minutes:

It was RESOLVED to vary the order of the agenda and deal with item 15  next.

F20/49

Review of the Town Council's investment policy pdf icon PDF 241 KB

Additional documents:

Minutes:

Members discussed a draft investment policy and issues which arose from this.

 

It was RESOLVED TO RECOMMEND the draft investment policy to full council for approval.

 

It was RESOLVED TO RECOMMEND to full council that specialist  financial  advice was sought in order to assist the council to manage its funds in the best interests of the community.

F20/50

Public Use of Newton Leys Pavilion - Extension of Use

Minutes:

The clerk reported on practical considerations in preparing for further public use of Newton Leys Pavilion and advised that it was planned to open Newton Leys Pavilion to additional public activities no earlier than 1 September subject to confirmation from the Town Council’s health and safety advisors and insurers that arrangements for managing risk were satisfactory.    Discussion followed and Members stressed that safety considerations were paramount. 

F20/51

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 remaining items of business as publicity would be prejudicial to the public interest because of the confidential nature of the business to be transacted which would include discussion of commercially sensitive information. (Live streaming of the meeting was stopped.)

F20/52

Public Use of Newton Leys Pavilion - Existing Use

Minutes:

Members noted an oral report on previous arrangements made with a user of Newton Leys Pavilion and it was RESOLVED to confirm that the existing agreement must be adhered to by both parties.

F20/53

Potential future use of small meeting and counselling rooms at Newton Leys Pavilion

Minutes:

The Clerk gave an oral report about interest which had been expressed by a business in renting the counselling room and potentially also the meeting room at Newton Leys Pavilion on a long term basis.  Discussion followed.

 

It was RESOLVED to refer this item to the Newton Leys Pavilion Advisory Committee for feedback from existing users and to explore a number of alternative approaches for use of the premises.