Minutes of ARLESEY TOWN COUNCIL MEETING held in the Village Hall, Arlesey on Tuesday 7 July 2009 at 7pm. 

PRESENT:       

            Cllrs:    H Harper (Chairman)                             Mrs H Frost

Mrs D Archer                                       R Harris

D Beatham                                          Ms C Marshall

Mrs L Bowskill                                     M Rainbow

J Caffrey                                              D West

I Dalgarno                                            V Williams

N Daniels                                                                                  

Also present:    Unitary Cllrs John Saunders, John Street and Mrs Christina Turner

Mrs E Hare (Clerk)                               Mrs L Rowe (Assistant Clerk) 

534 APOLOGIES FOR ABSENCE

Apologies for absence were received from Cllr C Howitt and Cllr D Page.  Cllr N Daniels gave an apology for a late arrival.

The following disclosure of interest was received:

Agenda item 17 – Land at Stotfold Road 

Cllr D Beatham disclosed a personal and prejudicial interest, as he is a director of the company owning the land.  Cllr Beatham left the room during the discussion on this matter.

No other declarations of personal or prejudicial interests were received.

The Chairman made the following announcements:

(a) CPRE Bedfordshire - Living Countryside Awards

The Chairman said the CPRE were launching their second year of the Living Countryside Awards, this time for those using and caring for the landscape. The awards aim to recognise and applaud landowners or commercial users of the land who are making special efforts to preserve and enhance visual appearance, biodiversity and tranquility of Bedfordshire.  There are five Award categories and entry forms can be obtained from CPRE.

(b) Luton and Beds Football – Arsenal Soccer Schools

Three days have been booked on the recreation ground by Luton and Beds Football/Arsenal Soccer Schools to run a children’s soccer camp for primary age children on behalf of Arsenal Football Club.  The three days will be on the 3, 4 and 5 August from 9.30am to 3.30pm.  Posters will be put on display and a donation will be offered to the Town Council for the use of the playing field.

(c) Stotfold Underpass – Rare Bee Orchids

A resident spotted some very rare Bee Orchids near the underpass recently when the grass cutting was being carried out.  She asked the operator to not cut the grass where the Bee Orchids were and promptly informed the Council office.  The contractor contacted the Clerk who informed them that it was in order to leave the grass cutting until the end of July and hoped it did not inconvenience the schedule.

(d) Correspondence from Bedfordshire and Luton Fire and Rescue Service

The correspondence announced the official opening of the Community Fire Station in Dunstable and enclosed a copy of the commemorative brochure.  Princess Anne officially opened the station and it was felt this was a significant moment in the history of Bedfordshire.

(e) Correspondence from Arlesey Short Mat Bowls Club

Members of the Short Mat Bowls Club thanked the Town Council for the purchase of the new replacement mat.

(f) Bedfordshire Police – Correspondence from Inspector Couling

Inspector Tania Couling introduced herself as the new Area Inspector for Ampthill and Biggleswade.  Further to Supt Wilson’s letter of 11 May 2009, restructuring of the County Division had been carried out in order to ensure the police met the needs of the new partnership arrangements arising from the newly created unitary authorities.  Additional sergeant posts were established to support their commitment to improve Neighbourhood Policing.

(g) Central Bedfordshire – Review of Electoral Arrangements

Correspondence received from Central Bedfordshire Council informed Council that the Boundary Committee for England have announced that they will start a review of the electoral arrangements of Central Bedfordshire on 4 August 2009.  The Chairman of the Boundary Committee will be attending the CBC offices on 20 July to make a presentation about the process that will be followed in the conduct of the review. 

The Chairman said that he and the Clerk were already booked to attend the refresher training relating to the role of the Standards Committee and Code of Conduct on the 14 July; instead, it will now be possible to attend all three sessions on the 20 July 2009. 

There was no public participation.

There were no matters arising from the previous meeting

PC Steve Holbrook from the Safer Neighbourhood Team was unable to attend the meeting and sent his apologies with his report.  Members received a copy of PC Holbrook’s report for June.

The Chairman read out a letter to the meeting from the Highways Transport Manager regarding speeding in Stotfold Road from a concerned resident.

541 REPORTS FROM CENTRAL BEDFORDSHIRE COUNCIL REPRESENTATIVES

Cllr Ian Dalgarno as a Unitary Councillor for Central Bedfordshire Council reported: 

·         Central Bedfordshire Council (CBC) will be publishing the expenses claims of the legacy councils. 

·         CBC has instigated plans to review School Governors.  Existing governors will stay in place until 31 August 2009 and will then be asked if they wish to continue from 1 September for the next 4 years

·         CBC’s remit is set by Government and will be following through a review and carrying out a consultation to develop a children’s trust and working with agencies on a new plan from 16 October

·         A review of the Electoral arrangements of Central Bedfordshire will take place.  Numbers of councilors for each ward will be under review and the workload of each council    

542 SCHOOL GOVERNOR REPORT

There was no report.  The Clerk reminded the Chairman that Cllr Daniels had mentioned in a previous report that he would retire from being the School Governor Representative at the next School Governor meeting after July.

It was proposed to elect a new representative. 

Nominated:        Cllr Mrs H Frost             Proposed by:     Cllr V Williams

                                                              Seconded by:   Cllr D West

It was RESOLVED that Cllr Mrs H Frost be elected as Gothic Mede Lower School Governor Representative for the Town Council, after Cllr N Daniels has given notice to the school.   

543 FINANCE

(a) Budget Summary Report

Prior to the meeting Members received a copy of the budget summary of Income and Expenditure for May 2009.

RESOLVED

that the Budget Summary for Month 2 - May 2009 be accepted

(b) Reserves Review 

The Chairman reported that this was to review the reserves and recommended that the review be carried out at the next meeting of the General Purpose & Finance Committee.  

RESOLVED  

the reserves review item be carried forward to the next meeting of the General Purpose & Finance Committee

(c) Council Costs Review 

The Chairman reported that this was to review Council costs and recommended that this review be carried out at the next General Purpose & Finance Committee meeting. 

(d) Quotation for the cable fault to the CCTV cameras 

The Chairman said the Clerk had obtained a quotation for the existing cabling to be re-run from the CCTV cameras on the tower, which overlooks the children’s play area, back to the office. A site visit found there is an intermittent cable fault which feeds two of the cameras on the tower and the reason why the existing cable needs to be re-run.   

The cables will need running through the existing conduit already in place and due to the uncertainty of how easily the cables will pull through the conduit; the quotation is based on a time and material basis but would not exceed £600.  

An electrical problem was found at the time with an external electrical joint, which also feeds the cameras on the tower.  As this is on the building the repair work is the responsibility of Central Bedfordshire Council.  The Clerk has contacted CBC to let them know that a quotation will soon be available from our own CCTV contractor.  When it is agreed CBC will cover the external electrical joint and the cabling work can go ahead.   

The Chairman asked members that in the meantime to consider the quotation for the cabling work.

(e) Street lighting maintenance contract for 2009/2010 

Correspondence had been received from Bedfordshire Highways Street Lighting and Electrical Steward which informed the Council that the rate for maintenance of the parish street lights from 1 April 2009 to 31 March 2010 is £2,627.96 plus VAT.

RESOLVED

to note the maintenance charge of £2,627.96 plus VAT from 1 April 2009 to 31 March 2009

(f) Hire of the Village Hall for a joint churches Harvest Lunch   

The Chairman read out a letter from Jim Webb writing on behalf of the combined churches hiring the Village Hall on 13 September 2009 for the Harvest Supper. 

RESOLVED 

 to waive the hiring fee for the Harvest Lunch on 13 September 2009

(g) Internal Auditor

The Chairman reported that as the Council was satisfied with the current Internal Auditor he proposed that Members consider Mr D L Jones to carry out internal audit for 2009/2010 as recommended by the General Purpose & Finance Committee meeting held on 16 June 2009. 

RESOLVED  

to approve Mr D L Jones as the Council’s Internal Auditor to carry out the internal audit on the accounts for 2009/2010   

544 CHILDREN’S PLAY AREA

(a) Quotation for the Toddler Multi-unit and the Junior Multi-unit

The Chairman reported that quotations for a Toddler Multi-unit and Junior Play-unit had been viewed by the Environmental Committee at their meeting on 16 June 2009 and recommended the quotation from Miracle for the two units to go in the Children’s Play area.  There is also some Section 106 money that can be used towards these units and this will be presented at the next Town Council meeting in September.

RESOLVED

1. to order the two multi-units for the Children’s Recreation Ground at £14,598.49

2. to consider the Section 106 funding available towards the use of children’s play at the next Council meeting

(b) Quotation to replace the Ausplay Spring Bird with the Pig Spring Animal

The Chairman reported that quotations received for a Spring Animal had been viewed by the Environmental Committee at their meeting on 16 June 2009.  It was recommended to replace the Ausplay Spring Bird with a sit in Pig Spring Animal for £580.  There is also an extra charge of £60 to remove and dispose of the Ausplay Spring Bird

RESOLVED

to order the sit in Pig Spring Animal and this to include the additional charge for the removal and disposal of the Ausplay Spring Bird

Cllr N Daniels arrived at the meeting

545 FINANCIAL REGULATIONS 

As a matter of Good Practice the Financial Regulations have been reviewed (last adopted 2 March 2004) by the General Purpose & Finance Committee at their meeting of 16 June 2009.  The Chairman reported the Clerk had made alterations in the Financial Regulations to take account of changes to be recommended for adoption and therefore, the Financial Regulations have been tailored to meet the current requirements of the Council.   

RESOLVED

to adopt the Financial Regulations as approved by the General Purpose & Finance Committee  

546 INSURANCE

It is necessary for Council to undertake regular reviews of certain policies and the General Purpose & Finance Committee at their meeting on the 16 June 2009 reviewed the Town Council’s insurance policy.  The recommendation was to take on the WPS/Aviva (Norwich Union) insurance quotation for £8,150.87.  The Chairman reported this is also a considerable saving on the current insurance policy. 

The Chairman reported there are areas of the town that are in need of improvement.  He proposed that he and the Vice Chairman Cllr Dalgarno look at areas to be improved and bring a report to the next Town Council meeting.

AGREED

to note this information  

548 POCKET PARK/HIGH STREET FENCING

The Chairman reported that the fence on the hill in the High Street towards the War Memorial has been damaged and it may be necessary to have it removed.  He proposed that the area could be tidied and spring bulbs planted and asked for volunteers to carry out the work.  Cllrs John Caffrey, Ms Christina Marshall, Richard Harris, Mark Rainbow, and Vic Williams volunteered their help with the clean up operation.

AGREED

to note this information    

549 LDF UPDATE           

            The Chairman gave an update on the Local Development Framework and said the decisions on the Site Allocations would be published in August.  He said he had attended the hearing at Chicksands and the Government Planning Inspectorate had looked at all the proposed sites.  There was opposition from Sandy for Arlesey and he hoped that the inspector would look favourably at Arlesey’s proposals from the Town Council.  

RESOLVED             

to note this information

Cllr David Beatham left the room whilst the following item was discussed

550 LAND AT STOTFOLD ROAD 

The Chairman read out a copy of a letter sent by the solicitor concerning the ownership of the land and they were currently trying to resolve an application for title.

RESOLVED

to note this information 

551 PROCEDURE POLICIES

(a) Complaints Procedure

The General Purpose & Finance Committee at their meeting on the 16 June 2009 considered the Complaints Procedure Policy and it was recommended that the Council endorse and adopt the policy.

RESOLVED

to endorse and adopt the Complaints Procedure as recommended by the General Purpose & Finance Committee

(b) Automated Entrance Procedure

The General Purpose & Finance Committee at their meeting on the 16 June 2009 considered the Automated Entrance Procedure Policy and it was recommended as a matter of security of the Community Centre that the Council endorses and adopts the policy.

RESOLVED

to endorse and adopt the Automated Entrance Procedure as recommended by the General Purpose & Finance Committee

552 MAINTENANCE CONTRACTOR 

Prior to the meeting Members received a copy of the report outlining details of the meeting with Mr Jones, Mrs Rowe and the Town Clerk Mrs Hare, that took place on Wednesday 27 May 2009.

The Chairman asked if there were any comments on the report.  

RESOLVED            

that the contents of the report be noted of the meeting with Mr Jones on 27 May 2009 

553 TEMPORARY ROAD CLOSURES

(a) Temporary Road Closure – Any Cul-de-sac – Central Bedfordshire

           The Chairman said a letter had been received from the Highways Senior Technician, which stated she was arranging a Temporary Road Closure – Any Cul-de-sac for ‘The Big Lunch’ to be enjoyed in safety.  This Legal Order will be made to cover one day 19 July 2009

RESOLVED

to note this information about the Big Lunch

(b) Temporary Road Closure for Remembrance Sunday – 8 November 2009 

The Chairman read out a letter from the Orders & Commons Registration Officer at Central Bedfordshire Council regarding the Council’s application for Temporary Road Closure for Remembrance Sunday on 8 November 2009.  It stated that Central Bedfordshire Council is reviewing the procedures for temporary road closures for special events as the Police Service are now not supporting the use of the Town Police Clauses Act 1847 for the majority of temporary road closures for special events.  A letter will follow when a definite answer is received.

RESOLVED

to note this information about temporary road closures

554 MUGA 

The Chairman reported that the Clerk on two occasions had sent out for quotations to carry out the MUGA refurbishment.  No replies for tendering had been received and the plans were being sent to more building companies for tendering to be returned by 31 July 2009. 

RESOLVED  

to note this information

555 STREET LIGHTING 

The correspondence received from a resident regarding an ongoing issue over a street lamp attached to a house.  The Chairman said he had looked into alternatives for a suitable solution and the health and safety aspect if the light was removed, was there a suitable area for a replacement light.  In their deliberations Members agreed that the light should remain and it was proposed that the Clerk obtain a quotation for a suitable cover for the lamp. 

RESOLVED  

to obtain a suitable cover for the lamp and respond to the residents letter informing them of this decision

556 PRIMARY CARE AND COMMUNITY SERVICES 

            The Chairman reported on the meeting that took place with representatives of the Primary Care Trust, Doctor Attias, his staff and some Arlesey residents regarding the future of the Health Centre.  He said the doctor was prepared to run the Health Centre as a Social Enterprise Scheme, the advantage of this is the practice will be controlled by a Board.  The doctor, staff members and some patients would serve as trustees on the Board.  Patients appointed to the Board will serve on a two year basis and will ideally possess a professional background.  The PCT also are keen to run it this way.  The PCT will form a working party so that people can come in to the Village Hall to put their views. 

            RESOLVED  

to note this information 

557 REPORTS FROM COMMITTEES

Reports from the following Committees: 

Environmental Committee – 16 June 2009        

Property Committee – 16 June 2009

General Purpose & Finance – 16 June 2009

RESOLVED

the above committee minutes be accepted and these would be approved and signed by the Chair of the committees at their next meeting

558 REPRESENTATIVES’ REPORTS 

            There were no reports from representatives of outside bodies.  

559 EXEMPT

Maintenance Contractor

To resolve to exclude the public and press from the meeting under the Local Government Act 1972 Schedule 12a exempt information - Confidential

RESOLVED

to exclude the members of the public and press from the meeting for consideration of the exempt item

                                                                                                                                                            CHAIRMAN