Agenda and draft minutes

It was RESOLVED to note the apologies listed.

(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 interest.

It as RESOLVED that the draft minutes of the previous meeting on 27 February 2024 be approved as a correct record.

To receive representations or questions from members of the public on matters on the agenda (please note this item will generally be restricted to a maximum of 15 minutes in total, individuals may speak for a maximum of 3 minutes each).

Members of the public who wish to make spoken representations should contact the Finance Manager (ideally by email) no later than 12 noon on the day before the day of the meeting to register to speak.  Alternatively written representations should be submitted by email to arrive no later than 12 noon on the day before the day of the meeting using the email address below.

Contact details:

Alison Brown, Finance Manager

finance@bletchleyfennystratford-tc.gov.uk

01908 649469

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

There were no representations from members of the public.

The erection of single storey front extension with pitched roof taken over existing porch.

24/00604/HOU

It was RESOLVED to make no comments on the planning application.

The erection of a single storey front and side extension.

24/00693/HOU

It was RESOLVED to make no comments on the planning application.

The erection of a single storey rear and side wrap-around extension

24/00738/HOU

It was RESOLVED to make no comments on the planning application.

Erection of a detached 2-bedroom bungalow

24/00384/FUL

The Town Council RESOLVED to object to the planning application on the basis that that it results in the loss of a parking space in an area where there is high demand for on-street parking.

The RFO stated that the income and expenditure to 31 March 2024  resulted in an underspend of £85,733. The main reasons for the underspend were,

i       Additional revenue from bank interest received; during the original budget preparation, it was not anticipated that interest rates would increase to the current level.

ii      The budgets on youth work activities was underspent as the council was not able to procure the required service provision.

It was RESOLVED that the report be noted.

The RFO stated that bank statements are now being authorized by a member of the committee on a monthly basis.

It was RESOLVED that the cash and investment reconciliations be noted.

It was RESOLVED that the balance sheet as at 31 March 2024 be noted.

It was RESOLVED that the list of individual transactions over £500 for the period be noted.

It was RESOLVED that the list of payments made or due to be made, which had been published with the agenda, be ratified.

The RFO stated that minor amendments to the Financial Regulations 2024 were proposed as a result of increases in     the procurement thresholds, as determined by the Public Contracts Regulations 2015. A draft document showing the proposed changes had been circulated before the meeting.

It was RESOLVED to recommend to full council that the draft Financial Regulations 2024 be formally approved on 30 April 2024.

A review of the scheme of delegation was withdrawn from consideration at this meeting and would be reviewed at full council on 30 April 2024.

The Finance Manager introduced the council’s completed Annual Governance and Accountablity Return for the financial year 2023-2024 which included page 3 completed by the town council’s internal auditor. Discussion followed on page 4 Section 1 the Annual Governance Statement which all members of the council would need to approve.

It was RESOLVED to recommend to full council that the Annual Governance and Accountability Return 2023/24  be formally approved at Full Council on 30 April 2024.

The final written internal audit report for the year 2023-2024 had been circulated to members of the committee in advance and no matters were brought to the attention of the council in the audit report.

 It was RESOLVED to recommend to full council that the Final Internal Audit Report be formally approved on 30 April 2024.

The clerk gave an oral report reminding members that the council had previously considered a range of options for the future of the  public toilets. The building was currently occupied under a tenancy at will from MKCC.  The site was one which might be considered for further development as the Town Deal and other developments progressed in the next few years.

A public consultation in 2021 yielded a high response rate and an overwhelming desire from the community to keep the toilets open and free at the time of use.  At that time the TC agreed to keep the toilets open until the end of the council’s term and to consider ways to improve the facilities.  Research had since made it clear that a “light” refurbishment would not easily achieve a significant improvement to the facilities. Therefore a larger refresh has been researched and indicative quotes had been obtained.  A project cost of  £30K upwards was anticipated which would necessitate a formal tendering arrangement. (A draft tender specification for the project had been included with the meeting pack.)

Following negotiations with MKCC for a short term lease heads of terms had been provided to the clerk and these were discussed by the committee at some length.

It was RESOLVED to ask the clerk to approach MKCC to request the following amendments:

i       that the schedule of repayment of investment monies should be on a straight line basis ie Year 3-60%, Year 4-40% and Year 5-20%

ii      that regular trading hours should also include Sundays

Members reviewed the draft specification of the refurbishment of Albert Street Toilets and requested that a refurbishment of the disabled toilet should be included in the document.

Members agreed that the likelihood of the lease coming to an end within two years was small and that the toilets should be refurbished until new facilities including a changing places toilet could be provided within the town centre. 

It was RESOLVED to recommend to full council that half of the underspend for the financial year 2023-2024 be set aside to go towards this project when the year end adjustment to reserves were approved.