Agenda and minutes

It was RESOLVED to note the apologies for absence as listed above.  Cllr Clark has also submitted apologies for anticipated late arrival which were also noted.

(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)

No declarations of interest were made.

26 July 2022

It was RESOLVED that the draft minutes be approved as a correct record of the meeting.

To receive representations from members of the public on items on the agenda and to hear questions from members of the public about council business which may not be listed on the agenda.

Members of the public who wish to present  a spoken or written representation should contact the Clerk no later than 12 noon on the day before the day of the meeting in order to register to be heard.

The public speaking session will generally last no more than 15 minutes and individuals will be permitted to speak for a maximum of 3 minutes.

Requests to speak or ask questions will be dealt with in the order in which they have been received by the Clerk.

For more information or to register to speak please contact:

Delia Shephard

Town Clerk

01908 649469

clerk@bletchleyfennystratford-tc.gov.uk

Please be aware that meetings may be recorded including the representations made by members of the public.

There were no representations from members of the public.

(If a co-option takes place this will be followed by a declaration of acceptance of office)

(Cllr Hume joined the meeting.)

It was RESOLVED that Ismail Hussein be co-opted to the casual vacancy in the Newton Leys Ward and his declaration of acceptance of office was received before the council.

(Cllr Clark joined the meeting.)

No recommendations.

It was RESOLVED that the draft minutes of the committee meeting be noted. There were no recommendations for consideration by full council.

No recommendations.

This agenda item was withdrawn as it had been included in error.

i       EMPC22/23- 8   Recommendation to adopt statement of intent on training and development of councillors and staff

i       It was RESOLVED that the draft minutes of this committee meeting be noted.

ii      It was RESOLVED that the recommendation to adopt a statement of intent on training and development of councillors and staff (minute reference EMPC22/23- 8) be approved and implemented with immediate effect.

i       FC22/23-22i Recommendation that the full council reconsiders payment of elected councillors' allowances to those eligible (elected councillors only)

ii      FC22/23-22ii Recommendation that the Milton Keynes Council Code of Conduct (which is in conformity with the Local Government Association Model Code of Conduct promoted by NALC) be adopted with effect from 27 September 2022

iii     FC22/23-22iii Recommendation to adopt revised public participation policy

i       It was RESOLVED that the draft minutes of the committee meeting be noted.

ii      Following a recommendation from the committee (Minute reference FC22/23-22i)  to reconsider payment of a parish basic allowance to elected members, it  was RESOLVED that in accordance with powers under the  Local Authorities (Members Allowances) (England) Regulations 2003 Statutory Instrument 2003 No. 1021 and the amendment – Statutory Instrument 2003 No. 1692the town council would make arrangements for payment of a basic parish allowance allowances to all eligible councillors (elected members only) including the additional allowance for the chairman.  Members gave due regard to the report of the independent Parish Remuneration Panel report of December 2021 and adopted its recommendations.  Therefore the  amount of allowance was set in accordance with the maximum  relevant levels set by the independent Parish Remuneration Panel in the report: the basic parish allowance was set at  £837 per year and the chair’s allowance was set at £1,675 per year (which would be paid in addition to the basic parish allowance). Payments would be made quarterly in arrears via the town council’s existing payroll providers. It was noted that the allowance was being made available in the interests of equality of opportunity and any member who did not wish to receive the allowance was able to notify the clerk and decline the allowance. 

iii     It was RESOLVED to approve the recommendation of the committee (Minute reference FC22/23-22ii) that the Milton Keynes Council Code of Conduct be adopted with effect from 27 September 2022.  It was agreed that all councillors would be issued with a copy of the code of conduct and would be required to sign to say they had received and read the document and would also be asked to complete a new declaration of interests form.

iv     It was RESOLVED to approve  the recommendation of the committee (Minute reference FC22/23-22iii)   to adopt a revised public participation policy document with immediate effect.

The clerk noted that several councillors were not yet elected to committees or sub-committees and encouraged them to submit their preferences for consideration at the next full council meeting.

Cllr Hume noted his previous involvement with the project to which this planning application referred in his capacity as a City Councillor.   However he did not believe he was prevented from participating by any interest or predetermination.

It was unanimously RESOLVED to support the planning application.

It was RESOLVED to support the proposed use of the site for a drive through coffee unit but to ask the Highways Department of Milton Keynes City Council to review access and road safety issues associated with the site.  It was suggested that consideration be given to a control to require all traffic leaving from the Matalan exit to turn left only and that consideration be given to means to enhance safer crossing for pedestrians and cyclists in this location.

It was RESOLVED that the completion of the  limited assurance audit for 2021-22 be noted along with the publication of the notice of conclusion of audit. Councillors asked that their thanks to the Responsible Finance Officer and the staff team for their work thoughout the year be minuted.

It was RESOLVED that the report be noted.

It was RESOLVED that the list of payments circulated with the agenda be ratified.

Following consideration of officer  reports, councillors discussed maintenance, water rates, staff costs and inflation with regard to the allotments.   It was RESOLVED that

i       all allotment rent rates  be increased by 10% with effect from 1 October 2023

ii      a policy  of regular annual reviews of allotment rates be adopted ie that the council would regularly increase allotment rent rates by the equivalent of the July CPI % rate  + 1 in the year before the year in which the increase would take place in October.

It was RESOLVED that the town clerk be delegated to respond to the draft Parking Supplementary Planning Consultation on behalf of the council on the basis of the council’s broad support of the document with the exception of the reduced parking allocations for houses in multiple occupancy which was opposed.  The town council wished the existing 2016 parking standards for these dwellings to remain.

It was RESOLVED that the town clerk be delegated to respond to the consultation on behalf of the council welcoming production of the development brief and noting the importance of significant investment and development in the town centre whilst drawing attention to the importance of any planning gains from the development of this site being allocated to the improvement of the infrastructure of the town centre.

Members discussed the potential provision of a bypass road affecting Bletchley and Newton Longville and the activity and petitions by the Milton Keynes Southern Bypass Campaign.  The chair noted that the safeguarded route for this road could have detrimental impacts on residents within Newton Leys.  It was agreed that the Town Council was not ready to take a policy position on this matter but that further consideration should be given to the relevant issues and community consultation undertaken in due course. 

It was RESOLVED that Cllrs Clark, Hume, Hussein and  Kelly-Wilson, should request a meeting with representatives of West Bletchley Council to learn more about that council’s reasons for supporting the development of the potential Bletchley South Bypass prior to further discussions about next steps.

It was RESOLVED to approve a specification for renewal of a cleaning contract for Albert Street Public toilets.  The clerk noted that the specification would be used to advertise the contract via Contractfinder in accordance with the town council’s procurement and financial regulations.

It was RESOLVED that progress with the Town Council’s delivery plan for 2022-2023 be noted.   The clerk had asked for a number of amendments to the delivery objectives to reflect likely outcomes in view of workloads and changes to plans as follows:

It was RESOLVED that the proposed amendments be approved.

There was general discussion about the delivery plan and changes to the way it was presented and reviewed.  It was agreed that progress with the plan would be reported to the Finance and Governance Committee in future.

It was RESOLVED to note that any proposals for new projects to be included in the 2023-24 delivery plan should be submitted to the relevant committee in line with the budget timetable previously advertised to councillors.