Agenda and minutes

It was RESOLVED that the apologies for absence and the absences without apologies listed above be noted. It was RESOLVED that Cllr Palmer’s apologies for absence be approved.   It was noted that Cllr Khanom was in attendance at the meeting via a virtual link but had sent apologies as she would be 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)

Cllr Fernandes declared an interest in agenda item 8 the grant application from MK Goan Community of which she was a member and advised that she would withdraw for this item of business.

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

It was RESOLVED that agenda item 8 concerning a grant application from the MK Goan Community be considered next.

(Cllr Fernandes left the room and did not participate in the next item of business.)

(This item is to be considered by full council rather than the Community Committee in order to ensure that it is dealt with during the current financial year.)

Members of MK Goan Community made representations and answered members’ questions in support of their application for a community grant in the sum of £1,500 as a contribution towards an Easter Event.

Following discussions it was RESOLVED that a sum of £1,000 be awarded towards the project.

(Cllr Fernandes returned to the meeting room having taken no part in the discussion or voting.)

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 further representations from members of the public.

It was RESOLVED that the draft minutes be noted.

It was RESOLVED that the draft minutes be noted.

It was RESOLVED that the draft minutes be noted and the following recommendations were considered.

i       Minute reference FC23/24-105 Review of effectiveness of internal audit and controls 2023-2024.

It was RESOLVED that the council’s review of the effectiveness of the internal audit and controls 2024 be approved as recommended by the committee.

ii      Minute reference FC23/24-106 Review of financial risk assessment 2023-2024

It was RESOLVED that the council’s financial risk assessment for the year 2023-24 be approved as recommended by the committee.

It was RESOLVED that the draft minutes of the meeting be noted and the following recommendation was considered.

i       Minute ref EPC23-24-7ii Opportunity to bid for landscaping services work within the Parish of Stoke Hammond.

Following considered debate it was RESOLVED that the committee’s recommendation to quote for grasscutting services to be delivered by the town council’s landscaping team be approved.

Cllr Segebrecht noted that he had been present and the meeting and the clerk advised that the draft would be amended before the next committee meeting.

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

The erection of a single storey rear extension, demolition of existing garage and erection of new garage:

24/00584/HOU

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

Draft pre-submission plan

Design code

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Strategic Environment Assessment

Members discussed the Stoke Hammond Parish Council pre-submission draft plan which had been put out for public consultation.

Members noted that the plan specified that most future development in Stoke Hammond parish would take place to the west of Newton Leys and there would be no road access for residents from Newton Leys.   Discussion centred around the problems with developments on the border of different local authorities and the impact which development could have on sites within neighbouring local planning authorities. Several members opined that the plan did not place sufficient emphasis on improved connectivity and better transport links. There was further discussion about the importance of good design and the use of design codes whilst Cllr Hussein supported the policies on green space.

It was RESOLVED that the clerk be asked to prepare a response on behalf of the council based on the discussions at the meeting.   

It was RESOLVED that the report be noted.

Members discussed the forecast outturn for the end of year which predicted an underspend of  up to £100,000.  The main reasons for the underspend were that increased in interest rates meant additional bank interest of £47,000 had been generated which had not been predicted at budget setting.  Due to uncertainty with the lease of Albert Street public toilets expenditure on a refurbishment had been delayed but the £7,000 allocated for this in the budget would likely be spent during 2024-2025 as the need for the work remained. Finally expenditure on youth services and citizens advice services had been limited by lack of availability of suitable provision.

The clerk noted that any surplus in any revenue budget would be paid back into the general reserve once the year end procedures had been completed and the council would then be able to determine future allocation of this sum.

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

(Consultation ends on Sunday 24 April 2024 documents will be provided as soon as possible after that date but are likely to be tabled)

The clerk reported that the community consultation on the future redevelopment of Sycamore buildings had just closed on 24 March 2024.  In summary 79.35% of respondents stated they were in favour of the town council’s proposals and 20.65% of respondents stated they were opposed to them.  On the matter of borrowing up to £750,000 from the public works loan board 74.19% supported the proposal to borrow whereas 25.81% opposed the potential borrowing.

The clerk noted that at the next council meeting a full survey report showing detail of reach and comments from respondents would be available. At this meeting the town council would be in a position to review the full report and consider passing a formal resolution to borrow. 

It was RESOLVED that the summary report be noted and the matter be considered at the next meeting on 30 April 2024.

Following work undertaken by the town council’s structural engineers the need for a specialist groundwork investigative report had been identified and the clerk had been unable to secure three quotes for this specialist work. The quotation included obtaining core samples to see whether the mezzanine floor in the barn was supporting the structure of that building.

Following discussion it was RESOLVED to approve the quotation provided by Paddock GeoEngineering Ltd and commission geotechnical works in the sum of £2,625 as expressed in the quotation.

Members had been provided with an updated copy of the town council’s delivery plan for 2023-2024 showing work accomplished for the year and providing information about projects not yet completed and those which it was proposed to carry forward into the delivery plan for the next financial year.

It was RESOLVED that the plan be noted.

The clerk tabled a draft outline for a new strategic plan for Bletchley and Fenny Stratford Town council for the new term from May 2024 to 2028.  Explanatory notes were also provided.  It was noted that whilst the new plan could not be agreed until after the May elections work had begun on both the delivery plan for 2024 to 2025 and the new strategic plan.  Members were asked to provide feedback to the clerk on the proposed outline and were advised that this matter would be revisited at the next meeting of full council on 30 April 2024.

The Chair of the Neighbourhood Plan Steering group gave an oral report on progress with the Bletchley and Fenny Stratford Neighbourhood Plan (NP) in support of a written document which had previously been circulated to councillors and members of the public involved in preparation of the plan.

In summary, following the outcome of public consultations in January 2024 the steering group had concluded that the timetable for production of the plan should be delayed.  There were several reasons for this.  The group recognised the complexity of the policy context and residents’ lack of clarity about potential developments within the town and felt further public consultation was needed.  It had also recognised the need to sychronise the NP development with progress on the New City Plan which the LPA was bringing forward and to link  with public consultations on Town Deal projects which were to take place after the May elections.  It was planned to continue with public consultation on potential policies with the NP as well as waiting for additional evidence from the Housing Needs Assessment and Strategic Environmental Assessment which were currently being prepared.  A site visit from representative of AECOM was to be arranged during April to progress work on development of design codes. It was now hoped that a pre-submission plan would be ready for public consultation in the autumn of 2024. 

It was RESOLVED that the progress report be noted.