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Minutes of ARLESEY TOWN COUNCIL MEETING held in the Village Hall, Arlesey on Tuesday 1 September 2009 at 7pm. PRESENT: Cllrs: H Harper (Chairman) N Daniels Mrs D Archer Mrs H Frost D Beatham R Harris Mrs L Bowskill D Page J Caffrey D West I Dalgarno Also present: Unitary Cllr John Street Mrs E Hare (Clerk) Mrs L Rowe (Assistant Clerk) 561 APOLOGIES FOR ABSENCE Apologies for absence were received from Cllr C Howitt, Cllr Ms C Marshall, Cllr V Williams and Unitary Cllr Mrs C Turner. 562 MEMBERS’ INTEREST 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. 563 CHAIRMAN’S ANNOUNCEMENTS The Chairman made the following announcements: (a) Central Bedfordshire Conference for Parish & Town Councils The next Central Bedfordshire event for P&TCs will take place on the evening of Wednesday 4 November 2009 at Priory House, Chicksands (b) BATPC – Annual General Meeting and resolutions The 2009 AGM will take place on the evening of 22 October as guests of Brickhill Parish Council. Resolutions for the meeting must be received by 7 September. (c) Standards Board for England – Bulletin 44 Copies of the Bulletin have been placed in councilors personal trays (d) BRCC Network, BRCC Bulletin August 2009 and Commentree These are in the office if councilors would like to view them (e) Citizen’s Advice – Annual Report 2008/2009 The Mid Bedfordshire Citizens Advice Annual Report is in the office if councillors would like to view the report. (f) Local Works – Sustainable Communities Act Correspondence from the Local Works – promoting the Sustainable Communities Act have been placed in councilors personal trays. (g) CPRE – Planning Training Day – 28 September 2009 The CPRE are holding a Planning Training Day on 28 September 2009 at the Rufus Centre, Flitwick. If you wish to attend please contact the Clerk. (h) BRCC – Parish Action Plan evening Wednesday 14 October 2009 The BRCC are holding a ‘Getting started on your Parish Action Plan’ on Wednesday 14 October 2009. This evening is also aimed at Parish Councils who are at the stage of thinking about refreshing their Parish Plan (i) NHS Bedfordshire swine flu information The information that has been received has been placed in councillors personal trays. If you would like additional information please contact the office. (j) East of England Plan 2031 – Public consultation events The East of England Regional Assembly (EERA) is holding the first stage of public consultation on its review of the East of England Plan between 2 September and 24 November 2009. Attending one of these meetings will inform you about the public consultation and give you the opportunity to participate in the regional debate on planning for 1,000s of new homes over the next 20 years. Related issues will also be discussed at these events. (k) Recycling - BEaR Update A copy of the latest BEaR update has been placed in councillors personal trays. The BEaR project has been set up to deliver a long term residual waste treatment contract on behalf of Bedford Borough, Central Bedfordshire and Luton Borough Councils. 564 PUBLIC PARTICIPATION There was no public participation. 565 MINUTES OF THE PREVIOUS MEETING Members received a copy of the minutes of the Town Council meeting held on 7 July 2009. RESOLVED that the minutes of the meeting of the Town Council held on 7 July 2009 be confirmed and signed by the Chairman as a true record. 566 MATTERS ARISING There were no matters arising from the previous meeting 567 POLICE - REPORT FROM THE LOCAL BEAT MANAGER PC Steve Holbrook from the Safer Neighbourhood Team gave a report for August: · During August there were 16 Anti Social Behaviour reports, 2 were in the High Street area · 12 crimes reported, no house burglaries and no thefts of motor vehicles, 1 theft from a vehicle · 2 burglaries relating to other buildings · Violent crimes, there were 3 reported, GBH at the Community Centre, 1 domestic and 1 public order offence · 5 theft offences · PC Holbrook said he was still investigating ongoing complaints relating to crime in the High Street and said that there were only 16 reports for this area this year. There were 31 crimes last year · He was looking into the recent report concerning 5 vehicles parked without tax discs at the towns cemetery car park · The new PCSO Laura Wilson 8152 has started 568 REPORTS FROM CENTRAL BEDFORDSHIRE COUNCIL REPRESENTATIVES Cllr Ian Dalgarno as a Unitary Councillor for Central Bedfordshire Council reported: · On the Budget overspend at CBC he said all departments will review their budgets to reduce this · There has been overview on the Gypsy and Traveller proposals · We have our representatives on the Task Force Group that will follow the structure process on how the Gypsy and Traveller sites will be selected. · The monitoring for Arlesey must maintain a strong public response to this process · A stop notice has been placed on the Hitchin Road site · Street lighting: cheaper ways of providing street lighting is under review, some lights may have to be switched off during the night · Public transport: bus services are also under review due to an over spend of £100,000 which is likely to mean cuts in some services. · Adult Social Care: An improvement plan is under review for adults in care · School Governors: New governors were appointed from 1 September 2009 · The A507 underpass: another pump is being installed in the underpass. This work is being brought forward 12 months ahead of schedule · Buses Parked in laybys: These will shortly be served with notices to remove them The Chairman thanked Cllr Dalgarno for a very comprehensive report 569 SCHOOL GOVERNOR REPORT There was no report but Cllr N Daniels confirmed that the 5 applications for the position for Head of the school were unsuitable for the post. 570 FINANCE (a) Budget Summary of Income and Expenditure – June 2009 Prior to the meeting Members received a copy of the budget summary of Income and Expenditure for June 2009. RESOLVED that the Budget Summary for Month 3 - June 2009 be accepted (b) Budget Summary of Income and Expenditure – July 2009 Prior to the meeting Members received a copy of the budget summary of Income and Expenditure for July 2009. RESOLVED that the Budget Summary for Month 4 - July 2009 be accepted (c) Litter Bin Members considered the quotation for a litter bin for the children’s play area for £205 plus delivery charge of £26.92 as recommended by the Environmental Committee at their meeting on 21 July 2009, (minute number 117). RESOLVED to approve the purchase of a litter bin for £231.92 for the children’s play area (d) Village Hall Bar Refurbishment Members considered the quotation to refurbish the bar for £1.249.75 as recommended by the Property Committee at their meeting on 21 July 2009, (minute number 136). RESOLVED to approve the quotation for £1,249.75 for the refurbishment work on the Village Hall bar (e) Accounts for Payment The following accounts due for payment in August were presented to Members for approval CEMETERY Handyman July 2009 608.18 MJ Ryalls Sadolin for seats & Paint for garage 28.21 M Rainbow Cuts 9 & 10 196.00 M Rainbow Phase 2 cut & Strimming ditches 195.00 VILLAGE HALL Handyman July 2009 105.51 John Jones Litter pick 103.00 Caretaker Month 5 209.54 Beds Boro Council Refuse collections 71.61 ALLOTMENTS Handyman July 2009 112.55 ENVIRONMENTAL Handyman July 2009 503.64 County Mulch Playground bark 243.92 EON Streetlighting electricity 241.55 M Rainbow Cuts 9 & 10 Rec Grd/Play area 200.00 GENERAL PURPOSE & FINANCE Handyman July 2009 190.57 Staff salaries month 5 3,495.06 PAYE/NIC month 5 1,107.68 Superannuation month 5 944.58 Mello R C Manager July 2009 840.81 4thenet Internet 19.56 Abacus Photocopier 30.98 Aaron Press Newsletter 810.00 Cranfield Helicopters Fun Day helicopter 1,150.00 Herts CC Chairs for RC 153.18 NTT Communication Website hosting 234.98 BDO External Auditor 1,006.25 Lexis Nexis Local Council Administration 8th edition 53.60 ICO Data Protection 35.00 AR Worboys Hn & Stotfold Rd & underpass cut 322.00 M Rainbow Verges 8 & 9 768.00 DEPOSITS REPAID The following payments are for return of deposits for the hire of the village Jenny Collins Hire of Village Hall 30.00 Yvonne Delagel Hire of Village Hall 30.00 Resource Centre Petty Cash 39.18 RESOLVED that these accounts be paid (f) Applications for Financial Assistance (i) Mid Beds Citizens Advice Bureau Members considered a financial assistance payment of £200 as recommended by the General Purpose & Finance Committee at their meeting held on 17 February 2009 - minute number 156. RESOLVED to approve financial assistance payment of £200 This grant is in accordance with Section 137 of the Local Government Act 1972 (ii) Mid Beds Link-a-Ride Members considered a financial assistance payment of £50 in support of the application as recommended by the General Purpose & Finance Committee at their meeting held on 17 March 2009 - minute number 165 (b). RESOLVED to approve financial assistance payment of £50 This grant is in accordance with Section 137 of the Local Government Act 1972 (g) CCTV Quotation The Chairman asked Members to consider the quotation for electrical repair and upgrade work for £996.77. The Chairman emphasised this work must be done before the cabling work already approved by Council can be carried out. This is an unforeseen expenditure and therefore would have to be taken from reserves. RESOLVED 1. To approve the quotation for £996.77 2. Expenditure for this work to be taken from reserves (h) External Audit The Clerk read the External Auditor’s report which stated that in their opinion the information contained in the annual return is in accordance with the Audit Commision’s requirements and no matters have come to their attention giving cause for concern that relevant legislation and regulatory requirements have not been met. The report brought to the attention of the Council, that it did not undertake and minute a full risk assessment during the year. The Clerk said the risk assessment was being reviewed shortly to take in new risk assessments that Council had currently approved. The auditors need to be satisfied that all risks facing the council have been identified The Clerk reported to Council that as the income for the year ending 31 March 2009 was over £200,000 she had to carry out an Intermediate Questionnaire this year for the External Auditor BDO Stoy Hayward. A further matter was raised to assist Council in improving their internal controls or working practices but they were under no statutory obligation to act upon them. This was that the Council’s asset register does not contain all the information for each asset held. The Clerk said she had spoken with Cllr Dalgarno about it and was working to complete the information required in the asset register. The Chairman asked for a proposal to approve and accept the Annual Return for the year ended 31 March 2009. RESOLVED to approve and accept the Annual Return for the year ended 31 March 2009 571 THE BOUNDARY COMMITTEE FOR ENGLAND Prior to the meeting Members received a copy of the letter from The Boundary Committee, notifying the Council of the electoral review of the unitary authority of Central Bedfordshire. The Chairman reported that The Boundary Committee for England has formally commenced an electoral review of the new unitary authority of Central Bedfordshire and this will be a four stage consultation. The review begins with a preliminary consultation on council size and the initial representations should be made to the Boundary Committee by 14 September 2009. It was proposed to respond that council representatives should live in Arlesey and likewise for Stotfold. RESOLVED to respond to the council size consultation that Arlesey would be better represented with councillors who lived in the town and that Arlesey should have two representatives 572 RISK MANAGEMENT – Key Holders The General Purpose & Finance Committee at their meeting held on the 21 July 2009 considered the Key Holders and Key Log Procedures and it was recommended that the Council endorse and adopt the policy. RESOLVED to endorse and adopt the Key Holders and Key Log Procedures as recommended by the General Purpose & Finance Committee as part of the Council’s protection of physical assets. 573 MEETING WITH MP AND POLICE The Chairman reported on the meeting he attended at Renhold Village Hall on 6 August 2009 with Alistair Burt MP and Chief Superintendent Andy Street. The main points of discussion were speeding, why SNT Teams were not attending council meetings, vandalism and why police move on after a few years with Bedfordshire Police. 574 DEVELOPERS CONTRIBUTIONS The Clerk reported that she had met with the Play and Open Spaces Officer from Central Bedfordshire Council to go through how best to use some of the Section 106 monies due towards some of the Council’s proposed children’s play area projects, provision of play space and outdoor sport and sporting facilities. There was a proposal for the monies to go towards the new toddler and junior multi units in the children’s play area, trim trail fitness and youth shelter behind the MUGA and towards fencing for the MUGA. The Clerk said there would be a shortfall of £1206.49 against the allocated amount of £13,392.00 towards the children’s play area. RESOLVED 1. The proposal for the section 106 monies be forwarded to the Play and Open Spaces Officer for approval 2. The shortfall of £1206.49 on the children’s play area project would come from reserves 575 RESERVES REVIEW From the deferred Reserves Review item of the Town Council meeting on 7 July 2009, minute number 543 (b), for review by the GP & F Committee at their meeting on 21 July 2009, the following recommendations: Minute number 212 refers: (1) The Committee could recommend to the Town Council that the Skate Park reserve of £30,501 should still be used for recreational purposes. There are already Section 106 monies that could also go towards these projects. RESOLVED the £30,501 to be used towards additional items for the forthcoming proposed Youth Project (2) The Chairman proposed that the EMR of £5,500 for bus shelter refurbishment could be used to move the two shelters no longer in use on the A507 or buy two new shelters to replace two old shelters in the town. He reminded Members of the other proposed expenditure that needed to be considered, which are the projects for new allotment land and the cemetery ditch work. RESOLVED to look at costs of moving the shelters on the A507 to reuse or the cost of two new shelters to replace the old shelters before deciding on how to use the bus shelter refurbishment reserve 576 GROUND STAFF Cllr I Dalgarno, Chairman of the General Purpose & Finance Committee reported on the progress of the working party meeting held on 10 August 2009. He said there were still several options to look at before ground staff could be employed. Consideration must be given to what services the Town Council will take on from Central Bedfordshire Council. He said it may be possible to take on an apprentice paid for by the Government or our present contractor could carry on and manage the cemetery only. We will continue to work on this. RESOLVED to note the report from Cllr Dalgarno Cllr D Beatham left the room whilst the following item was discussed 577 LAND AT STOTFOLD ROAD The Chairman said the Clerk had contacted the solicitors on the progress of the allotment land purchase. Our solicitors had responded by saying they were still waiting to hear from the other solicitors involved. RESOLVED to note this information 578 LAND TO THE REAR OF 128 TO 134 HIGH STREET The Chairman said the Clerk had contacted the solicitors on the progress of the Deed of Easement. Our solicitors had responded by saying they were still waiting to hear from the other solicitors involved. RESOLVED to note this information 579 CENTRAL BEDFORDSHIRE COUNCIL SERVICES Cllr Dalgarno reported that part of the progress towards taking on an outside member of staff would be to incorporate some of the services that could be taken over from Central Bedfordshire Council. He added that the Clerk had contacted CBC to enquire what services they were prepared to hand over to the Town Council. The Town Council was praised for being a forward thinking Council. The Chairman proposed that Members put forward some suggestions to Central Bedfordshire Council of services they would be willing to undertake. He added the Town Council would be recompensed for these additional services. RESOLVED to write to Central Bedfordshire Council with the following suggestions that the Town Council would be prepared to take over litter picking, hedge cutting, grass cutting, clearing footways and paths and play areas 580 COMMUNITY ENHANCEMENTS It was proposed to carry out a tour of the town in order to list in priority the areas that could be enhanced for future projects. Some suggestions put forward were bulb planting via the Town Plan Group and Gates into Arlesey, which could be sponsored by businesses in the town. RESOLVED to carry out a tour of the town before compiling a future projects list 581 CEMETERY DITCH The Clerk reported she has written to the Environment Agency on 11 August 2009 asking for consent to carry out piping and filling in works of the cemetery ditch. To date no reply had been received. RESOLVED to note this information 582 LDF UPDATE The Chairman reported the Inspector’s decision would be available on the 14 September 2009 RESOLVED to note this information 583 TEMPORARY ROAD CLOSURE – REMEMBRANCE SUNDAY The Chairman read out to the meeting the correspondence received from Central Bedfordshire Council concerning procedures for the temporary road closures for Remembrance Sunday. It informed the Council that the Remembrance Sunday closures this year will continue to be processed under the Town Police Clauses Act 1847. RESOLVED to note this information 584 ETONBURY WOOD The Chairman reported correspondence had been received from the ACORN Group which expressed their concerns over the future of Etonbury Wood and it sought the Town Council’s support to do what it can, in ensuring the future of the wood and access. The Chairman added that the Clerk had contacted Cliff Andrews who is working on the Green Infrastructure Plan for his comments. In addition to ACORN he had spoken to CBC’s Countryside Advisor who would support retaining and securing access to Etonbury Wood. The Town Council had added their aspirations relating to Etonbury Wood in the GI Plan. BRCC would be very supportive of securing, and if possible enhancing public access within Etonbury Wood. RESOLVED the Town Council noted the additional comments from Cliff Andrews and pledges its full support to ACORN to secure the public access within Etonbury Wood 585 ARLESEY COMMUNITY CENTRE CO-ORDINATING COMMITTEE The Chairman reported that the correspondence received from the secretary of the Co-ordinating Committee asked if there were any ideas for the use of the newly created foyer space and grassed area behind the Village Hall. The Clerk had reported to the Chairman that there were several mother and baby classes on in the Resource Centre during the week along with the general use and pushchairs, prams and mobility scooters were able to use this area to park. There were also the normal Health and Safety issues to consider. With regard to the small grassed area behind the Village Hall the Clerk had reported that children’s bicycles had been parked there and blocked the entrance to the boiler room, it also hindered the Parents & Toddlers Group from using their storage shed. RESOLVED to write to the Co-ordinating Committee explaining the reasons why these shared areas cannot be used as they suggested 586 STREET LIGHTING The Chairman read out to the meeting an update report from Bedfordshire Highways Lighting Steward concerning the ongoing issue over a street lamp attached to a house. The report stated that there was a shield at the problem site and that a bigger one would create a weight problem RESOLVED the Clerk write to the residents to inform them that another bigger shield cannot be fitted as this would cause a weight problem 587 GREEN COMMUNITIES PROGRAMME The Chairman commented on the correspondence from Central Bedfordshire Council’s Sustainable Growth Officer which informed Council that the Energy Saving Trust launched a new Green Communities Programme. He added that all Members have received a copy prior to the meeting to respond to by 4 September 2009 RESOLVED to note this information 588 REPORTS FROM COMMITTEES Reports from the following Committees: Environmental Committee – 21 July 2009 Property Committee – 21 July 2009 General Purpose & Finance – 21 July 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 589 REPRESENTATIVES’ REPORTS There were no reports from representatives of outside bodies 590 EXEMPT ITEMS (a) MUGA - PROPOSED WORK TO CHANGING ROOM Tender received to execute and complete all the work required. (b) MAINTENANCE CONTRACTOR Letter from the Assistant Clerk to Councillors 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
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