MINUTES OF A MEETING OF

AMPTHILL TOWN COUNCIL

held at the Council Offices,

66 Dunstable Street, Ampthill

on Wednesday 16^th June 2010 at 7.30pm.

Present: Mrs M Wilson (Chairman), Mrs S Bacon (Vice Chairman), P A Eversley, R A Holden, G Pascal, G Summerfield, R Tebbutt, Mrs M Wright and Dawn Sutherns, Clerk.

 Also present: Robert Tite, Landers Accountants.

1. 21.              Apologies

There were apologies received from Cllr M A Smith (work commitment), Mrs P Foster (son taken into hospital), P Duckett (Mother taken into hospital) and R Chappell (unwell).

1. 22.              Period of Public Participation  

There were no requests to speak.

1. 23.              To receive and record declarations of interest of a personal nature 

Councillors Tebbutt, Wilson and Wright declared that they had visited Nissan-Lez-Enserune as part of the town twinning exercise. All three councillors met the cost of the trip at their own personal expense.

1. 24.              To receive and record declarations of interest of a prejudicial nature

None declared.

1. 25.              To receive a report from a representative of Bedfordshire Police

This item was withdrawn as a Police representative was not able to attend the meeting.

1. 26.              Town Mayor's Announcements

­­                     The Mayor Cllr Mrs Margaret Wilson gave details of the recent events she had attended:

• 22^nd May     Frog Race
• 23^rd May      Annual Pentecost Service in Ampthill Park
• 26^th May      Luton Mayor Making
• 28^th May      Sporting Dinner at Parkside Hall
• 5^th   June     Beating the Retreat at Southill

1. 27.              To confirm and sign as a true record the minutes of the Statutory Council meeting held on Wednesday 19^th May 2010 pages 1 to 5 

Members had been provided with a copy of the minutes and these were therefore taken as read.

Resolved that the minutes be signed as a true copy.

1. 28.              To confirm and sign as a true record the minutes of the Council meeting held on Wednesday 19^th May 2010 pages 1 to 5

Members had been provided with a copy of the minutes and these were therefore taken as read.

            Resolved that the minutes be signed as a true copy.

1. 29.              To confirm and sign as a true copy the minutes of the Joint Council, Revamp and Parkside Trustees meeting held on Wednesday 26^th May 2010

Members had been provided with a copy of the minutes and these were therefore taken as read.

            Resolved that the minutes be signed as a true copy.

To note matters arising from previous Town Council minutes as contained in the Clerk’s report

1. 30.              Access to Ampthill Social Centre (see minute no 288)

An email response has been received to advise that Visitors are welcome to the day centre for a cup of tea and to see friends. The problem may have arisen resulting in checks being taken if someone was spending the whole day in the centre.

Pauline Sanderson is happy to talk to the concerned person to reassure them.

Resolved that Cllr M Smith be advised of this response in order that he can take this information back to Ampthill Good Neighbour’s team.

1. 31.              Post Box at Flitwick Road (See minute no 350)

The letter has been sent to the Post Office and Central Bedfordshire Council and a response has been received to advise that the box will be relocated in the vicinity of its previous location.

1. 32.              Independent legal advise (see minute no 8)

Cllr Mrs S Bacon asked whether any action had been taken to obtain independent advice regarding recent decisions of the Town Council.

The Clerk advised that she had exhausted all avenues that she as an employee of the Town Council can go to. The National Association of Local Councils being the highest organisation for legal topics relating to Council decisions. There are no other steps that can be taken.

1. 33.              Treasurer’s Report
   1. Current Bank Balances and reconciliation as at 31^st May 2010.
   2. To receive a copy of the Income and Expenditure statement to 31^st May 2010.

Members had been provided with the reports as appended to these minutes.

A Member asked that the wages paid in relation to opening, closing and cleaning the public conveniences is to be placed into new nominal code and a sum be vired from the Park wages budget to meet this.

Resolved that the reports be noted and that a sum to meet the wages relating to the Public Conveniences is to be vired from the Parks wages budget.

1. 34.              To consider the payment of all monies on the list of Supplier Invoices due to the 9^th June 2010.

Members had been provided with a copy of suppliers invoices to be paid.

            Resolved that:

i)                    All payments are made.

ii)                  The matter of the emptying of the cess pit in the park is to be placed onto the agenda of the Finance Policy and General Purposes meeting to discuss.

iii)                A copy of the Football Club’s lease is to be made available to Members.

iv)                Cllr G Summerfield is to ask the Angling Club whether it is still necessary to have regular pest control visits and Vicki Francis is to ask the same of the Allotment Association.

1. 35.              To approve and adopt the Accounts and Statement of Accounts contained in the Annual Return for 2009/2010.

Members had been provided with a copy of the Statement of Accounts as appended to these minutes.

Also provided was a copy of the Internal Audit Report prepared by Landers Accountants. This report was presented to the Council by Mr Robert Tite with the following information being given:

• The internal audit is carried out twice a year; this is to ensure that there are no errors or fraud within the Council’s accounting processes. The second visit also reviews the Statement of Accounts.
• The visits this year have shown that all accounting processes are excellent, there are no problems and overall the internal controls operate efficiently.
• The property within the asset register is subject to a valuation review every five years; this was carried out last in January 2009.
• The year end figures matched perfectly from the figures taken from SAGE to the Balance Sheet.
• The Clerk and the Deputy Clerk were thanked for the assistance given throughout the Internal Audits.

Resolved that the Statement of Accounts as appended to these minutes be adopted and signed by the Chairman and Clerk.

The Clerk was asked to provide Cllr Tebbutt with the overall budget comparison for the year end:

• Budgeted sum               £491,261          
• Actual expenditure        £461,206      (93.9%)

This shows a figure of £30,055 under spend on the Revenue Budget.

1. 36.              To approve and adopt the Annual Governance Statement of the Annual Return for the year 2009/2010.

Members had been provided with a copy of the Annual Governance Statement of the Annual return as appended to these minutes and the Clerk asked the questions verbally to which full positive approval was given to every response on the Statement.

Resolved: That the report as appended to these minutes be adopted and signed by the Chairman and Clerk.

1. 37.              Donations.

To approve the release of the remaining £2,250 to The Queensmen Football Club relating to the application agreed previously.

                        Resolved that the funds be paid to complete the grant of £3,000.

To consider awarding the additional £750 to the Festival Committee following the year end figures showing sufficient funds to do so.

Resolved that the sum of £750 be paid to the Festival Committee to complete the grant of £1,500 requested.

To consider a grant application request in the sum of £500 from The Ampthill Singers for the purchase of a new keyboard and promotional material. LGA 1972, s.145 (support of the arts).

            Resolved that the sum of £500 be awarded.

To consider a grant application request in the sum of £500 from the Ampthill Twinning Committee to fund hospitality expenses for the visiting representatives from Nissan Lez Enserune to Ampthill. LGA 1972, s.144 (tourism).

Councillors discussed this matter and it was:

Resolved this application be refused as the criterion of the grant does not meet the spirit of the decisive factor for a donation of public money under grant aid.

To approve and adopt the Committee report as follows:

1. 38.              Planning Committee meeting of 25^th May 2010.

Cllr G Pascal presented the report of the meeting held on 25^th May 2010 and asked for its approval as a true copy by the Planning Committee.

The Planning Committee approved the report as a true copy of the meeting.

Cllr G Pascal then presented the report to the Town Council and asked for its adoption.

            Resolved that the report be adopted.

1. 39.              Parks, Open Spaces and Burial Ground Committee meeting held on 2^nd June 2010.

Cllr R Tebbutt presented the report of the meeting held on 2^nd June 2010 and asked for its approval as a true copy by the Parks, Open Spaces and Burial Ground Committee.

The Parks, Open Spaces and Burial Ground Committee approved the report as a true copy of the meeting.

Cllr R Tebbutt then presented the report to the Town Council and asked for its adoption.    

            Resolved that the report be adopted.

1. 40.              Written Meeting Debriefings

• Friends of Ampthill’s Christmas Lights - 27^th April 2010
• Parkside Hall Management Committee - 17^th May 2010.
• Ampthill Community Safety Group - 18^th May 2010.

Resolved that the reports be noted.

1. 41.              To consider any recommendations arising from the above reports.

The Friends of Ampthill Christmas Lights asked the Council to consider the agreement to moving a post used for the Christmas lights to allow a doorway into an upstairs flat in Dunstable Street.

After consideration the following observations were made:

• The cost of the removal and replacement will be solely met by the applicant.
• If planning permission is granted the pavement must be finished to the same standard when the post is moved.
• Any movement of the post must not be done between 1^st October and 31^st January as it will be needed for the Christmas lights.
• No Certificate B has been received which is needed if the planning application affects someone else’s property.

It was then:

Resolved that no agreement is considered until after it is known whether the planning application has been passed.

1. 42.              To consider the draft Nottingham Rooms Hire agreement.

A draft hire agreement had been drawn up by the Deputy Clerk and been provided to members, as appended to these minutes.

Resolved that these conditions be approved and that the Hire Agreement takes effect for those bookings from today’s date.

1. 43.              To receive a report on the collapsed pipe in Everitts Field allotments.

Members received a report showing that the pipe has collapsed and requires complete replacement.

Resolved that Vicki Francis be requested to obtain a quote for the necessary work to be brought back to the Town Council for consideration.

1. 44.              To consider Community Consultation.

The Clerk advised that Cllr M Smith had asked for this item to be placed on the agenda with a particular item in mind, this being Councillors Surgeries. Cllr M Smith asked whether the Council could consider resurrecting these.

Resolved that the Clerk is to approach Waitrose and ask that the Councillors Surgeries are re convened on a Saturday morning, bi monthly commencing in September.

1. 45.              Correspondence

a)                  Correspondence from Mark Sayward to advise that 5^th June will be his last trading day on a Saturday on the market square.

Resolved that Vicki Francis be asked to find a replacement.

b)                  Advice from BATPC of the AGM of the County Association to be held on 9^th September 2010, if any issues are required to be placed on the agenda these should be forwarded by 8^th September.

c)                  Clerks and Council’s Direct.

d)                  Direct Information Service issues no 734 & 735.

Resolved that the items of correspondence be noted.

1. 46.              Consideration of whether any Press Releases are to be made.

Resolved that details of grants awarded are to placed in Around the Pump.

1. 47.              Cllr R Tebbutt then moved the following motion:

“That in view of the confidential nature of the business about to be transacted relating to staff and financial matters, it is advisable in the public interest that the public and press be temporarily excluded and that they are instructed to withdraw”.

1. 48.              This minute is provided for Members only.
2. 49.              This minute is provided for Members only.

            There being no further business the meeting closed at 9.35pm

CHAIRMAN                                                                           DATED