Agenda and minutes

It was RESOLVED that Cllr Palmer’s apologies for absence which were due to continued ill health be approved. It was further RESOLVED that all other apologies for absence and absence without apologies as listed above be noted.  Cllr Segebrecht has submitted apologies for absence but was attending the meeting virtually (though was therefore unable to vote).

(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)

There were no declarations of disclosable pecuniary interests on matters on the agenda. Cllrs Bedford, Kelly-Wilson and Osumili drew attention to their residence in Newton Leys in relation to any planning matters in relation to Newton Leys.

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

The council currently has three casual vacancies:

·         Eaton South Ward

·         Granby Ward

·         Manor North and Eaton Leys Ward

as there are elections on 2 May 2024 the “6 month rule” has come into effect and there is no requirement to co-opt to these vacancies.  All council seats will be up for election and the town clerk will be promoting the opportunity to stand as widely as possible between now and the election.

It was noted that whilst three casual vacancies remained the “6 month rule” had now come into effect with elections due on 2 May 2024.

It was RESOLVED that Cllr Fernandes be elected to the Community Committee, the Finance and Governance Committee and the Environment and Planning Committee.  It was RESOLVED that Cllr Joshi be elected to the Finance and Governance Committee and the Environment and Planning Committee.

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 or to obtain a link to join the meeting remotely.

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 and live streamed including the representations made by members of the public.

Meetings may be viewed on the town council’s YouTube channel at

https://www.youtube.com/channel/UCuEj3-xDT_faeAxDSZ8sySg

There were no representations from members of the public.

It was RESOLVED to vary the order to business and immediately proceed to agenda item 9 ff (Financial Matters).

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

It was RESOLVED that the financial management report and the draft revenue budget which had been circulated with the agenda be noted.

The Finance Manager delivered a presentation showing the key points of draft revenue budget for 2024-25  recommended by the Finance and Governance Committee and summarising the main changes to the revenue budget compared with 2023/24. 

(During the presentation Cllr Hume joined the meeting.)

The Finance Manager went on to present the capital budget for 2024-25 and the implications for the council’s general and earmarked reserves, noting that the figures were based on  the council’s most recent high level costing for the Sycamore Buildings Project of £1,562,295.    It was proposed that £650,000 (composed of £500,000 from the council’s rolling capital fund and £150,000 from general reserves) be contributed to the project with the balance of the funding coming from a PWLB loan of up to £750,000 and additional funding from other grant giving sources eg S106, Carbon Offset Fund, Community Ownership Fund etc. Officers stressed that funding and borrowing applications could not be made without evidence of community consultation and positive support for the project as well as more detailed costings for specific elements of the plan.  Members reviewed the interest rates for public work loans as at 24 January 2024 and had the opportunity to ask questions.

a)    Professional fees for precontract detailed design and tender specifications

i       Architectural and project management services in the sum of £19,500 provided by Stenton Obi

ii      Asbestos survey (confidential quotations provided)

iii     Building control (confidential quotations provided)

iv     Mechanical, engineering and plumbing Survey and Design (confidential quotations provided)

v      Quantity surveying (confidential quotations provided)

vi     Structural and civil engineering (confidential quotations provided)

b)    Fundraising and community consultation

i       To approve in principle procurement of independent services to work with the council on preparation of funding/grant applications

ii      To undertake community wide consultation on proposal to borrow up to £740,000 from the Public Works Load Board and to approve changes to the council’s planned timetable of printed newsletter publication to facilitate that consultation

iii     To approve procurement of independent services to work with the council on communications and consultation arrangements

The clerk continued the presentation of the capital budget with a review of progress to date on the Sycamore Buildings Project and an outline of the indicative timetable for the build.  Subject to council approval of professional fees to enable the next stage in the project this would involve a 12 week period of detailed design and building regulations and tender specification preparation.  It was anticipated that the tender period would not go live until the end of April and it was noted that this might need to be adjusted in view of the elections due on 2 May 2024. Following the tender assessment and appointment and mobilization ( a period of approximately 7 weeks) the build was anticipated to take 26 weeks. 

The clerk noted that further progress with borrowing and grant seeking could not be undertaken without additional information and community consultation to seek support for the project.  The council would need to be able to demonstrate support for the project in principle as well as support for the borrowing itself.  If the repayment of the loan would lead to an increase in  precept residents must be asked a yes/no questions about whether they were in favour of the borrowing.

Following discussion it was RESOLVED to proceed with the next stage of the project. Members reviewed a confidential report comparing confidential quotations for items specified on the agenda, as well as details of the specifications of the work which had been quoted for and complete copies of all confidential quotation paperwork.

a)    Professional fees for precontract detailed design and tender specifications

i       It was RESOLVED that architectural and project management services in the sum of £19,500 be procured from Stenton Obi as specified in the reports provided to council.

ii      It was RESOLVED that an asbestos survey be procured from Acorn

iii     Building control (confidential quotations provided)

iv     Mechanical, engineering and plumbing Survey and Design (confidential quotations provided)

v      Quantity surveying (confidential quotations provided)

vi     Structural and civil engineering (confidential quotations provided)

a)    Fundraising and community consultation

i       To approve in principle procurement of independent services to work with the council on preparation of funding/grant applications

ii      To undertake community wide consultation on proposal to borrow up to £740,000 from the Public Works Load Board and to approve changes to the council’s planned timetable of printed newsletter publication to facilitate that consultation

iii     To approve procurement of independent services to work with the council on communications and consultation arrangements

The council’s medium term financial plan which had been based upon the recommended revenue and capital budgets was reviewed by members.

It was unanimously RESOLVED to approve the revenue and capital budgets for the financial year 2024-2025 recommended by the Finance and Governance Committee and provided with the agenda.  It was futher RESOLVED to approve the medium term financial plan. 

It was unanimously RESOLVED to set the precept demand for the financial year 2024 to 2025 at a total  sum of £1,234,426.74.  Based on the tax base for the year of 6,106.29 this resulted in an average Band D precept  of £202.15 and represented an increase of 4.97% on the 2023-2024 demand.

It was RESOLVED that the draft minutes be noted.

It was RESOLVED that the draft minutes be noted (recommendations regarding budget and precept had already been dealt with via substantive agenda items).

It was RESOLVED that the draft minutes be noted.

Change of use from Sui Generis to B8 employment (storage and distribution) use, with associated fenestration alterations, a disabled ramp, boundary fencing, the formalisation of parking along Dane Road, and the removal of the existing canopy (resubmission of 23/01350/FUL)

Link to planning application: 24/00012/FUL

It was RESOLVED that no comments be made on the proposed development.

The replacement of corrugated plastic roofing with cold deck flat roof (retrospective)

23/02805/FUL

It was RESOLVED that no comments be made on the proposed development.

Proposed first floor extension to 2Nr commercial units, internal alterations & associated works

23/02757/FUL

It was RESOLVED that the no comments be made on the proposed development.

The erection of up to 113 residential dwellings with access, parking, landscaping and aThe erection of up to 113 residential dwellings with access, parking, landscaping and associated works and the construction of a store ancillary to Taylor Wimpey offices and associated works and the construction of a store ancillary to Taylor Wimpey offices

23/02652/FUL

This item of business was withdrawn having been included in error and considered on a previous occasion.

Erection of a two storey and single storey rear extension to existing Class E Use building

(resubmission of 23/02136/FUL)

23/02768/FUL

It was RESOLVED that no comments be made on the proposed development.

Scoping request under the Environmental Impact Assessment (EIA) Regulations 2017

relating to the use of approximately 28 ha (70 acres) of landfill land for the installation of a solar photovoltaic energy park and battery energy storage system together with ancillary infrastructure, internal access tracks, security measures, and landscaping enhancements.

24/00107/EIASCO

It was noted that this was a screening opinion only and no comments were made at this stage.

The results of the residents’ survey had previously  been considered in detail by the Community Committee and it was RESOLVED to note these findings.

It was RESOLVED that the calendar of meetings below be approved and published.

In the absence of Cllr Hussein the clerk provided a short update on the work of the Neighbourhood Plan Steering Group noting that several public consultation sessions on the emerging policy ideas had been undertaken during January . Feedback from the consultation sessions was due to be delivered to the Steering Group on 2 February 2024. However  one challenge experienced had been setting the neighbourhood plan ideas within the evolving context of the New City Plan, Town Deal and other developments in Bletchley and the steering group would need to consider this further for future consultations. Further grant funding had been requested from Locality and approved,  as had the technical support packs for a strategic environmental assessment, housing needs assessment and design code development.