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Minutes of the ANNUAL MEETING of ARLESEY TOWN COUNCIL held in the Village Hall on TUESDAY 17 May 2011. PRESENT: Cllrs: Mrs D Archer R Harris Mrs L Bowskill C Howitt I Dalgarno D Page N Daniels M Rainbow Mrs H Frost D West H Harper A White Mrs C Harris Mrs E Hare (Clerk) and Mrs L Rowe (Assistant Clerk) In attendance: 5 members of the public 1 ELECTION OF CHAIRMAN The Clerk asked for nominations for Chairman Nominated: Cllr Hugh Harper Proposed by: Cllr Mrs C Harris Seconded by: Cllr I Dalgarno It was RESOLVED that Cllr Hugh Harper is elected as the Chairman and Town Mayor of Arlesey Town Council for the subsequent year. 2 APOLOGIES FOR ABSENCE Apologies for absence were received from Central Bedfordshire Councillors Richard Wenham and Rita Drinkwater. 3 TO RECEIVE THE CHAIRMAN’S DECLARATION OF ACCEPTANCE OF OFFICE Cllr Hugh Harper signed the Declaration of Acceptance of Office in the presence of the Town Clerk. 4 ELECTION OF VICE CHAIRMAN Nominated: Cllr Nick Daniels Proposed by: Cllr M Rainbow Seconded by: Cllr D Page It was RESOLVED that Cllr Nick Daniels is elected as the Vice-Chairman of Arlesey Town Council for the subsequent year. 5 FUTURE COMMITTEE MEETINGS FOR 2011/2012 Members received a copy of the proposed diary dates for 2011/2012 for consideration. It was proposed to approve the Town Council meeting dates for every first Tuesday of each month, except for August, the Planning Committee meeting dates for every first and third Tuesday of each month and the Environmental, Property and General Purpose & Finance Committee meeting dates for every third Tuesday of each month, except for August and December. It was proposed that if there is any urgent business for December, committee meetings will be held. It was RESOLVED to approve the diary dates for meetings for 2011/2012. 6 STANDING ORDERS The Chairman asked for proposals for any amendments to Standing Orders. It was proposed to increase the committees to 15 members and remove the Public Relations Committee. Both proposals were discussed in full. It was RESOLVED to keep the same committee structures and retain the Public Relations Committee 7 MEMBERSHIP OF COMMITTEES 2011/2012 The following members were appointed to serve on committees of the Council for 2011/2012. PLANNING PROPERTY Cllrs Mrs D Archer Cllrs Mrs D Archer Mrs L Bowskill Mrs L Bowskill I Dalgarno I Dalgarno N Daniels N Daniels Mrs H Frost H Harper H Harper Mrs C Harris Mrs C Harris R Harris R Harris C Howitt C Howitt M Rainbow D Page D West M Rainbow A White D West A White Vacancy Vacancy ENVIRONMENTAL GENERAL PURPOSES/FINANCE Cllrs Mrs L Bowskill Cllrs Mrs D Archer I Dalgarno Mrs L Bowskill N Daniels I Dalgarno Mrs H Frost N Daniels H Harper H Harper Mrs C Harris Mrs C Harris R Harris R Harris M Rainbow C Howitt D West D Page A White D West PUBLIC RELATIONS Cllrs Mrs D Archer Mrs L Bowskill Mrs H Frost Mrs C Harris R Harris A White ARLESEY RESOURCE CENTRE STRATEGY GROUP Cllrs H Harper D West MUGA (Multi Use Games Area) ARLESEY HISTORICAL ARCHIVE GROUP Cllrs N Daniels Cllrs Mrs D Archer H Harper H Harper C Howitt Mrs C Harris M Rainbow D West A White 8 REPRESENTATION ON OUTSIDE BODIES 2011/2012 The following councillors were appointed to represent the Town Council on outside bodies for 2011/2012: Arlesey Community Safety Group Cllrs I Dalgarno, Mrs H Frost H Harper Mrs C Harris Arlesey Landfill Liaison Group Cllr H Harper Beds Association of Town & Parish Councils Cllr H Harper Blue Lagoon Cllr H Harper Glebe Meadow Management Cllrs Mrs C Harris, A White Town Plan Cllrs H Harper, Mrs C Harris, R Harris 9 APPOINTMENT OF GOVERNORS Cllr N Daniels said he will resign as School Governor for Gothic Mede Lower School. The Chairman asked for nominations for school governor. It was RESOLVED 1. that Cllr Mark Rainbow is the Town Council representative on Gothic Mede Lower School 2. Cllr Mrs H Frost remain as the Town Council representative on Arlesey Nursery School Governing Body 10 ANNUAL SUBSCRIPTIONS The Clerk presented a list of the annual subscriptions due for 2011/2012. BATPC Affiliation fees 2011/2012 £977.00 Bedford Area Bus Users Society £ 12.00 BRCC Annual Membership £ 25.53 Data Protection £ 35.00 Local Council Advisory Service £145.00 Society of Local Council Clerks £212.00 Bobby Scheme £250.00 £1,656.53 RESOLVED that the presented list of affiliation fees and membership subscriptions for 2011/2012 should be paid. CHAIRMAN DateMinutes of ARLESEY TOWN COUNCIL MEETING held in the Village Hall, Arlesey on Tuesday 17 May 2011. PRESENT: Cllrs: H Harper (Chairman) R Harris Mrs D Archer C Howitt Mrs L Bowskill D Page I Dalgarno M Rainbow N Daniels D West Mrs H Frost A White Mrs C Harris Mrs E Hare (Clerk) and Mrs L Rowe (Assistant Clerk) In attendance: 5 members of the public 11 APOLOGIES FOR ABSENCE Apologies for absence were received from Central Bedfordshire Cllrs Richard Wenham and Rita Drinkwater. 12 MEMBERS’ INTEREST Cllr M Rainbow declared a personal interest in agenda item 14 Bus Shelter – Gothic Way as he is related Mrs Buonagurio. Cllr Rainbow took no part in the discussion or voting. There were no other declarations of: (a) Personal interests There were no declarations of: (b) Prejudicial interests 13 CHAIRMAN’S ANNOUNCEMENTS The Chairman made the following announcements: He said he had attended two funerals recently, one was for Cllr M Smith of Stotfold Town Council and the second funeral was for the first Mayor of Arlesey June Harrowell. (a) New Councillor Induction and Chairmanship Training Sessions There are New Councillor Induction Training sessions on 5, 14 and 27 July, Intermediate Chairmanship Training session on Wednesday 7 September and Developing Chairmanship Training session on Tuesday 19 July 2011. If you are interested in any of the sessions please see the Clerk for details. (b) Thank you letter from Vitalise A letter has been received from Vitalise thanking the Town Council for supporting the service they provide to local people with a grant of £107.50. (c) Invitation to Mid Beds Link-a-Ride Community Transport AGM An invitation to Mid Beds Link-a-Ride Community Transport AGM being held on 14 July 2011 at Ampthill Social Centre. 14 PUBLIC PARTICIPATION There was no public participation. 15 MINUTES OF THE PREVIOUS MEETINGS (a) Prior to the meeting Members received a copy of the minutes of the Town Council meeting held on 29 March 2011. It was RESOLVED that the minutes of the meeting of the Town Council held on 29 March 2011 be confirmed and signed by the Chairman as a true record. (b) Prior to the meeting Members received a copy of the minutes of the Town Council meeting held on 5 April 2011. It was RESOLVED that the minutes of the meeting of the Town Council held on 5 April 2011 be confirmed and signed by the Chairman as a true record. 16 MATTERS ARISING There were no matters arising from the last meeting. 17 POLICE - REPORT FROM THE LOCAL BEAT MANAGER (a) Correspondence from PC Steve Holbrook Prior to the meeting members received a copy of a letter from PC Holbrook which informed the Town Council that he is leaving the area from 1 June 2011. He thanked the Town Council and the staff for their assistance and support in the time he has been the local Neighbourhood Police Officer. AGREED to note the details in the correspondence from PC Holbrook (b) Monthly crime report from the Safer Neighbourhood Team PC Holbrook was unable to attend the meeting and sent his apologies with his April report. Members received copies of the report AGREED to note the details in the crime report for April from PC Holbrook 18 REPORTS FROM CENTRAL BEDFORDSHIRE COUNCIL REPRESENTATIVES Cllr Ian Dalgarno as Councillor for Central Bedfordshire Council reported: § There will be major changes in Leadership as Tricia Turner has stepped down after 2 years. Cllr James Jamieson will be appointed as Leader at the AGM on 19 May 2011 § There will also be changes with Portfolio Holders as Cllr Jamieson has his own team. Some will be very experienced. 19 SCHOOL/NURSERY GOVERNOR REPORTS Cllr Mrs H Frost reported the last Governor's meeting for the Nursery School was cancelled. There were no other reports for this meeting. 20 FINANCE (a) End of year accounts to 31 March 2011 – Closedown report The Clerk reported the accounts to 31 March 2011 closedown had been completed. No problems were found with the accounts during the closedown procedures. A set of accounts will be available for approval at the 7 June 2011 meeting. It was AGREED to note the Clerk’s report (b) Accounts due for payment CEMETERY Staff – month 2 – Property 487.34 Shanks Refuse collection 94.73 Anglian Water Water Rates 34.06 Total Petrol for equipment 9.21 M Rainbow Grass cutting 2 & 3 210.00 VILLAGE HALL Staff – litter pick month 2 Property 103.09 Staff – month 2 – Property 105.49 Caretaker month 2 190.39 Herts CC Soap for toilets /teapots 42.84 MUGA Staff – month 2 – Property 100.98 Anglian Water Water rates 89.76 Total Petrol for equipment 9.19 EON Electricity 167.11 ALLOTMENTS Staff – month 2 – Property 112.56 Total Petrol for equipment 9.20 Anglian Water Water rates 49.46 ENVIRONMENTAL Staff – month 2 – Environmental 402.73 EON Street lighting – Electricity 203.08 Total Petrol for equipment 9.21 M Rainbow Grass cutting 2 & 3 Rec Grd 210.00 Herts CC Black sacks for litter pick 18.78 GENERAL PURPOSE & FINANCE Staff – Town Centre – month 2 190.55 Staff – month 2 4,685.86 PAYE/NIC month 2 1,443.95 Superannuation month 2 972.24 4theNET Internet 20.41 LGA Publication – Growing in the Community 15.00 SAGE Payroll upgrade 654.00 Quickfit Blinds Blind for RC S106 money 744.00 Demco Shelving RC S106 money 7,938.44 BBW Professional fees – allotment land 1,432.24 Bedford College Strimmer & Brushcutter course – A Dean 225.00 Total Petrol for vehicle 90.32 Herts CC Stationery TC 50.88 Herts CC Paper for Civic Service 5.22 Herts CC Mobile pinboard RC – S106 money 154.00 Frontline Repair to vehicle 390.00 Zurich LCAS Annual Membership 174.00 Total Petrol for equipment 9.19 Abacus Ink cartridges RC 41.35 Abacus Photocopier 69.72 M Rainbow Grass cutting 2 & 3 verges 800.00 DEPOSIT RETURNS St Peter’s Church Return Deposit 50.00 S Barhey Return Deposit 30.00 M Ryan Return Deposit 30.00 It was RESOLVED that the accounts listed on the schedule are paid (c) Email address for Resource Centre and Town Council Office Members received a quotation for consideration for a new Broadband configuration, to connect the Resource Centre and Town Council office via a mains adaptor to change email addresses. The quotation was following on from recent problems with the current provider. It was RESOLVED to accept the quotation for the new broadband connection for the Resource Centre and Town Council office for £350.00 21 CENTRAL BEDFORDSHIRE PRIORITISED WORKS PROGRAMME 2011/2012 The Chairman read out to the meeting details received from Amey of the highway programme for maintenance schemes and local improvement schemes for 2011/2012. The Clerk reported that correspondence had been received with regard to a proposal to upgrade an existing uncontrolled pedestrian crossing point outside Etonbury Middle School, to a new zebra crossing. The Public Notice will be displayed in the town. The deadline for objections is 7 June 2011. It was RESOLVED 1. to note the Highway Programme 2011-2012 Structure Maintenance schedule 2. to note the proposal to upgrade the existing pedestrian crossing point outside Etonbury Middle School, to a new zebra crossing 3. for the Chairman and Clerk to arrange meetings with highways as there were outstanding highway issues to be resolved 22 CENTRAL BEDFORDSHIRE COUNCIL Cllr Harper gave a report on the meeting held on Thursday 28 April with Cllr Richard Stay, Ian Porter, Peter Fraser and the Clerk which discussed relationships between CBC and Arlesey Town Council and the Council’s immediate aspirations for the area. He added the possibility of the Town Council taking over the Community Centre came up during the discussion. It was AGREED to note the report 23 CORRESPONDENCE Prior to the meeting Members received a copy of a letter received from a resident with regard to hiring the recreation ground to hold an English Tea Party. It was proposed to allow the application providing a copy of the insurance is lodged with the office. It was RESOLVED 1. An English Tea Party can be held on Saturday 18 June 2011 2. A copy of the insurance is lodged in the Town Council office 3. Remind the applicant that the recreation ground is an Alcohol Controlled Area 24 BUS SHELTER – GOTHIC WAY Prior to the meeting Members received a letter from Mrs Buonagurio who is looking for support from the Town Council so that a bus shelter can be installed for the elderly residents in Gothic Way. The Chairman said he had a meeting last year with tenants in Gothic Way and it was understood that there were many objections to the installation of a bus shelter. It was proposed to send a consultation letter to all residents asking them if they are opposed or for a bus shelter for the elderly residents in Gothic Way. It was RESOLVED before the Town Council will support the installation of a bus shelter a consultation letter will be sent to all residents in Gothic Way for their views 25 NEW ALLOTMENT SITE – STOTFOLD ROAD Cllr Harper gave a report on the site meeting with Anglian Water which was to discuss a water supply connection to the new allotment site. A connection was found on Central Bedfordshire land close to the allotment site and Anglian Water is sending a quotation for connection. The Clerk reported that the legal formalities relating to the land purchase were completed. The Town Council’s solicitor was now dealing with the registration of the Council’s title at the Land Registry and will send a copy of the Official Registers of Title and plan once this has been completed. It was AGREED to note the details of the Anglian Water meeting and the report on the Official Registers of Title and legal formalities 26 MINUTES FROM COMMITTEES
Members received reports from the following Committees:
Environmental Committee – 19 April 2011
Property Committee – 19 April 2011
General Purpose/Finance Committee –19 April 2011
It was RESOLVED
that the minutes of the above committees are accepted and these would be approved and signed by the Chair of those committees at their next meeting
27 RESOURCE CENTRE
Prior to the meeting Members received a copy of the notes from the Resource Centre Strategy Group meeting held on 24 March 2011.
It was RESOLVED
the contents of the Resource Centre Strategy Group meeting notes for 24 March 2011 be accepted 28 INTERNAL AUDIT REPORTS Cllr Harper said he has brought these items back to Council for final consideration of the following reports which was to determine the “Review of the effectiveness of the internal audit”: (a) An Internal Audit report by Cllrs Mrs L Bowskill and Mrs C Harris (b) A report in response to the Audit report from Mrs E Hare, Town Clerk and Mrs L Rowe, Assistant Clerk. (c) A report from the Internal Auditor, Mr David Jones, which contains his comments on the Internal Audit carried out by Cllrs Mrs L Bowskill and Mrs C Harris. Cllr Harper said in his view the Internal Audit report was not ultra vires. He added that before the meeting he had spoken with the Clerk and the Assistant Clerk and had managed to sort out petty cash issues. There are no other big issues and by carrying out this audit, the Council is transparent in what we do. The integrity of the Officers is not in question and there is no dishonesty in the office. The Chairman said he takes the responsibility that the “review of the effectiveness of the internal audit” was not completed by 31 March 2011. We will continue to look at the recommendations, bring them back to council and move on. It was AGREED to note the Chairman’s report in which he stipulated the integrity of the officers was not in question CHAIRMAN Date
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