Agenda and minutes

It was RESOLVED to note the apologies as listed above

(Under the Relevant Authorities (Disclosable Pecuniary Interests) Regulations 2012, made under s30 (3) of the Localism Act, councillors 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.

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

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.

i       Community Committee 9 August 2022

It was RESOLVED that the draft minutes of the meeting of the Community Committee held on 9 August 2022 be noted. There were no recommendations for approval.

On behalf of the Sycamore Buildings Working Group, the chair of the council introduced the next item of business giving a precis of the history of acquisition of Sycamore House and Hall and reiterating the council’s aspiration to develop a community hub for Bletchley and Fenny Stratford which would bring Sycamore Hall back into regular use and combine the buildings to serve as a permanent base for council and  community services. 

(Cllr Graham joined the meeting.)

Councillors were reminded of the already approved strategic design brief which informed the development of plans for the building.   Cllr Kelly-Wilson then presented the working group’s two preferred design options (Options A1 and B1) and telated feasibility studies and phasing for the refurbishment and renewal of Sycamore Hall and the creation of a link with Sycamore House.  These designs had been reviewed by a member of the Conservation team at Milton Keynes Council and his informal feedback on the two options was summarized for members. Extensive discussion of the plans followed.

It was unanimously RESOLVED that the Option B1 was the council’s preferred design on the grounds that it best preserved the heritage of both Sycamore House, Sycamore Hall and the barn, it provided the best disabled access for both buildings and was the best operational management of the site and safeguarding of staff and users.

It was RESOLVED that members of the public be excluded from consideration of the next item of business on the grounds that publicity would be prejudicial to the public interest by reason of the confidential nature of the business to be transacted which included confidential fee proposals.

Members discussed next steps.

It was RESOLVED that

i       a fee proposal from Stenton Obhi Architects (tabled at the meeting) for professional services associated with design development and preparation, submission and management of a planning application for the proposed extension/remodelling of the Sycamore House and Hall complex at Drayton Road, Bletchley at a cost of fixed lump sum fee of £3,400 be approved.  Any services over and above those listed to be charged at £85.00 per hour.

ii      the final planning permission application be returned to full council for approval prior to anticipated submission in November/December

iii     officers continue to seek financial advice on the council’s VAT position with regard to this project and report to the Finance and Governance Committee accordingly

iv     a detailed business plan for realization of the project and the ongoing running of the Sycamore buildings be prepared under supervision of the Finance and Governance Committee

v      community consultation on the proposed planning application and other aspects of the project take place in parallel with all the actions in the resolution.

Members considered correspondence and a report from the clerk on a request to appoint a trustee to assist with the affairs of the William R Rowland Almshouses Charity (Registered Charity Number 237141). 

Members did not feel able to appoint a councillor trustee at this time.  The Finance Manager of the Council offered to take on this role in her capacity as a resident of Bletchley (and not on behalf of the Town Council) should the Town Council be minded to recommend her and it was RESOLVED to communicate this offer to the charity.