MINUTES OF A MEETING OF

AMPTHILL TOWN COUNCIL

Held at the Council Offices, 66 Dunstable Street, Ampthill

on Wednesday 21^st September 2011 at 7.30 pm.

Present: Cllr Mrs S Bacon (Mayor), J Bingham, M Blair, P Duckett, Mrs P Foster, S Hinkin,  R Tebbutt, M Smith, S Whittaker, M Wilson, Mrs M Wright and the Town Clerk.

Also present was: P.C Element., Gary Quilter, Park Development Manager and David Cooper, Park Keeper.

1. 96.       To receive apologies for absence

Apologies were received from Cllr P Duckett (chairing a meeting of the Boundary Commission).

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

There were no interests declared.

1. 98.              Cllr Sue Hinkin to sign her Acceptance of Office as a Town Councillor

Sue Hinkin was presented with her acceptance of office form which was signed by her in the presence of the Clerk as Proper Officer of the Council.

1. 99.              To receive and record declarations of a prejudicial nature

Cllr Mrs P Foster declared an interest in the matter concerning the Friends of Ampthill Christmas lights as she is treasurer for the sub committee.

1. 100.          To make a presentation to Mr David Cooper in recognition of his thirty years of service with Ampthill Town Council.

Cllr Mrs S Bacon asked Gary Quilter to give a short speech to David Cooper. Gary Quilter advised that David Cooper has given thirty years service to the Town Council in a most conscientious manner. He has invested a lot of time in the park and cares for it greatly.

Cllr Mrs S Bacon then thanked David Cooper for his service and presented him with an inscribed watch and certificate on behalf of the Town Council.

David Cooper thanked the Town Council for his gifts.

1. 101.          Public Participation.

There were no members of the public present.

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

P.C Element was in attendance, this being his last attendance at Ampthill Town Council following his transfer to Leighton Buzzard.

The crime figures for August were given as:

·         Theft from a motor vehicle   1

·         Criminal damage                 6

·         Assaults                              2

·         Theft                                  1

·         Domestic violence               1                     

Questions were raised which resulted in the following information being given:

·         Cold calling activities can be enforced by the Police.

·         The Police are monitoring the situation concerning the Kebab van in Woburn Street with regards to nuisance, litter and noise.

·         The music licence for the White Hart is up to 1.30am on Friday and the premises to be cleared by 2.00am and 1am on Saturday to be cleared by 1.30am.

Cllr Mrs S Bacon then thanked P. C. Element for his work in the town and presented him with a commemorative card on behalf of the Council.

1. 103.          Town Mayor’s Announcements

·         30^th July                  Aragon Day.

·         31^st July                  Picnic at Marston Vale with Peter Hollick, Chairman of Central

                                        Bedfordshire Council.

·         9^th August               Indian Charity Dinner, Sandy Town Council.

·         23^rd August             CCTV visit to Stevenage.

·         12^th September        Donatello’s Mayor’s Charity Italian Dinner.

·         14^th September        Beds & Luton Fire & Rescue Presentation Ceremony.

·         23^rd September        Thai Charity evening – Dunstable.

·         25^th September        Annual Civic Service – St Neots.

Cllr Mrs S Bacon thanked those who attended the Charity Dinner at Donatello’s and advised that a total of £579 had been raised.

1. 104.          To confirm and sign as a true record the minutes of the Council meeting held on Wednesday 20^th July 2011 pages 19 to 27. 

The minutes having been presented to Members were taken as read.

An amendment was made to minute no 79 to change the wording “minutes were appointed” to read “minutes were approved”.

The minutes were then adopted as a true record.

To consider matters arising from previous Town Council minutes as appended in Clerk’s report for information purposes and for noting only.

1. 105.          Neighbourhood Plans (see minute no 67)

The Deputy Town Clerk is in contact with Officers from the Local Development Framework Team at Central Bedfordshire to make a presentation to a future Planning Committee. All councillors will be invited to attend once a date has been finalised.

1. 106.          Kebab Van (see minute no 68)

Although this minute was correct that the application for a licence to trade had been turned down, during August another application was lodged for a different location and was granted.

1. 107.          Section 106 funding (see minute nos. 69 and 73)

The completed forms have been sent back to Central Bedfordshire for the sporting items and the play equipment. Central Bedfordshire Council have contacted all the Sporting Clubs for further information in support of their applications.

Cllr M Blair advised that the Sporting Groups have received the forms and he is raising the matter with Central Bedfordshire Officers that as the Town Council had gone through a vigorous process to come to the decisions on the level of funding this should be sufficient.

The Deputy Town Clerk is to be complimented for the way in which she had spoken to each club to gain the information. 

1. 108.          Queen’s Diamond Jubilee Beacons (see minute no 74)

The request for Ampthill to be included in the ten sites across Central Bedfordshire has been sent.

1. 109.          Market Square Traders (see minute no 75)

Following the notice placed in the Times and Citizen newspaper the Council have received a response to be considered in agenda item 122. Mr Mark Bonner currently trades alternate Saturdays. The advert has also attracted Thursday Traders to the Charter Market.

1. 110.          Councillors Surgeries (see minute no 78)

The Mayor asked that all Councillors take a part in the Councillors Surgery over the coming months and that this not be left for the same few to do.

1. 111.          Willow Way Pond (see minute no 82)

The Mayor has not been to speak to the owner of the pond as yet.

1. 112.          Tourist Information Office (see minute no 86

Cllr M Blair advised that the Tourist Information will be provided at the Central Bedfordshire Council Customer Service Centre in Woburn Street and will only be passed to the Town Council if the centre closes.

1. 113.          Loyalty Card Scheme (see minute no 88)

A letter was been sent to the Chamber of Trade to advise that the Council agree in principle to be partners in the scheme.

An email has been received from Ampthill Chamber of Trade and Commerce (ACTC) as follows:

ACTC Management Committee have explored the Action for Market Towns (AMT) Smart Loyalty Card scheme and are of the opinion that the programme is not suitable for a Market Town of Ampthill's size and will be exploring other avenues to encourage local loyalty.

ACTC hope that the Town Council will continue to keep an interest in supporting further research, subject to appropriate updates. 

1. 114.          Quality Council

The re-accreditation application has been sent to BRCC and will be assessed in November.

1. 115.          Treasurer’s Report

·         Current Bank Balances as at 31^st August 2011.

·         Income & Expenditure to 31^st August 2011.

A member asked whether it was possible to make Around the Pump self supporting. The Clerk advised that this matter could be looked at during the preparation of the estimates for next year.

A member asked when the estimates would be drawn up and the Clerk advised the Financial Working Party would start the process during October.

·         Receipts and Payments for 1^st June 2011 to 31^st August 2011.

Resolved that all reports be noted.

1. 116.          To approve all payments made under executive action up to 20^th August 2011.

Members had been previously provided with a list of all invoices that had been paid.

Resolved that the payments made under executive action be approved.

1. 117.          To consider and approve the payment of all monies on the list of Supplier Invoices due to the 13^th September 2011

Members had been previously provided with a list of all invoices outstanding to                    13^th September 2011.

                        Resolved that all monies be paid.

1. 118.          To consider and approve the payment of all monies on the list of Supplier Invoices due received between 14^th and 20^th September 2011. – tabled for evening of meeting.

Members had been provided with a list of invoices received after the compilation of this agenda.

                        Resolved that all monies be paid.

1. 119.          To receive the External Auditors report for the Annual Accounts ended 31^st March 2011 and to note recommendations made

Members had been previously provided with a copy of the External Auditors report which had the following comments for the Council to note:

Expenditure powers: Section 137 power incorrectly used

The Council made a payment under section 137 when section 133 of the Local Government Act could have been used. The Council have been advised to be vigilant when making payments under section 137 that no other powers exist.

Fixed asset comparative figure

The fixed asset figure was not comparable with the total shown on the 2010 return, the comparative figure was reinstated by the Clerk and verified.

Resolved that the External Auditors report be accepted and the comments are noted.

1. 120.          Donation

Application for a grant of £1,500 from Ampthill Community Cinema under the Local Government Act 1972 sec 145 support for entertainment and the arts.

            Members had been previously provided with a copy of this application.

Members felt that further information would be beneficial: audience numbers split between each film showing and a breakdown of the labour costs and what they represent.

The Clerk advised that the budget for this year’s donations had been allocated and if the Council were minded to support other applications for grants they would have to consider whether to vire money from another budget heading.

            Resolved that the Clerk requests this information and the decision be deferred.

1. 121.          To consider whether the Town Council will continue to donate the charge of the Parkside Hall hire for the Annual Allotment Show.

This matter had been raised by Mrs C Chappell at the July Town Council meeting. Members discussed this matter briefly before it was:

Resolved that the Town Council will continue to donate the charge for the use of Parkside Hall for the Annual Allotment Show to a maximum of £80.00.

1. 122.          To consider a report from the Friends of Ampthill Christmas lights re funding issues.

Members had been provided with a copy of the report with the following options within it for consideration:

·       Widen the membership of the Lights Sub Committee to encourage new members and task the Committee with fund raising only and organisation of the switch on day. The Town Council to take over full responsibility for the contract to put up and take down the lights; or

·       Disband the Lights Sub Committee and the Town Council accept the annual lights contract as revenue expenditure; or

·       Out source the Christmas lights and Switch on event to another agency/community group.

Members were advised that originally the Christmas lights were set up by the Chamber of Trade and over time with the problem of insurance and membership this was passed over to the Town Council. The Friends of Ampthill Christmas Lights set up in 2003 are Sub Committee of the Town Council and is a fund raising committee only.  There is a shortage of Town Council members on the Committee and Cllrs S Hinkin and J Bingham were invited to attend the next meeting.

A member thought that the fun fair could be charged more than the current £150.

If the Sub Committee did not raise funds the Town Council would have to find between £3,000 and £5,000 to put up the lights each year. The Christmas lights are already supported by the Town Council by any shortfall in fund raising.

It was felt that the Friends of Ampthill Christmas Lights should continue with widened membership.

When members of the Friends of Ampthill Christmas Lights have been working most of the switch on day it would be beneficial for two Park Keepers to help with the clear up. It was then:

Resolved that Peter Van der Linde and Shaun Coe, being the staff most locally based, are to assist with the clear up between 4.00pm and 6.00pm on switch on days each November.

1. 123.          To consider events to mark the Queen’s Diamond Jubilee and to consider whether Ampthill Town Council wishes to work with other organisations in the Town to arrange a Queen’s Diamond Jubilee Lunch on Sunday 3^rd June 2012.

Members were advised that the Rotary Club and the Chamber of Trade had requested to work with the Council to mark the event.

It was then:

Resolved that:

1. i)                    The Clerk contacts the Rotary Club and the Chamber of Trade to advise that the Town Council would like to work in partnership to mark the event of the Queen’s Jubilee.
2. ii)                  A letter is to be sent to local organisations advising that the Town Council is considering marking the Queen’s Diamond Jubilee and asking if they would like to join forces to plan an event with the focal point being in Ampthill Park.
3. iii)                Once interest is known a Working Group can be formed to take the event forward

             124.          To receive the report from the Parkside Task Force meeting of 16^th   September 2011.

This meeting was not going to be quorant therefore was cancelled. This has been provisionally rescheduled for 6^th October.

Members considered whether a set date should be made within each month for this Sub Committee.

It was then:

Resolved that the second Wednesday in each month be allocated to this Sub committee’s meeting, the first being 12^th October, the REVAMP meetings on 9^th November and 9^th May 2012 are to be cancelled.

1. 125.          To consider providing Council information including photographs of Councillors in Ampthill Library  (Cllr Sue Hinkin)

Cllr Sue Hinkin advised that there is no information on the Town Council at the Library and suggested a sheet with Councillors photographs and contact information could be placed on a poster. This would make the Council look a lot friendlier and could be headed with: “We are your Council, how can we help you?”

Resolved that this poster is to be prepared, Councillors will need to have photographs taken at the next Town Council meeting.

1. 126.          To consider promotional banners etc to be used when the Town Councillors are holding Councillor Surgeries (Cllr M Smith)

Cllr M Smith advised that to promote the Council a large roll up banner could be used at a number of events.

Resolved that the Clerk obtains prices for a roll up banner and a wide banner with the Town Council’s logo and name on them. Prices are to be sought from Fidelity Solutions and the Sign Stop.

1. 127.          To consider inviting the Mayor of Nissan Lez Ensérune to attend the weekend of the Christmas Light switch on

Cllr Mrs S Bacon advised that she had been speaking to the Twinning Committee and would like to invite the Mayor of Nissan Lez Ensérune to switch on the Christmas Lights. The Mayor is free to come over to Ampthill on Friday 25^th November and fly back on Monday 28^th November, he will be accompanied by five or six other people. As in previous visits he would like to stay in a local hotel. The other people will be offered places in resident’s homes.

Other members raised comments as follows:

·       How many residents of Ampthill are pleased to be twinned with a village in France?

·       The itinerary for the visitors falls on the hosts and can be costly.

·       It has always been the policy that the Twinning is at no cost to the Town Council.

·       The Twinning should be supported to allow the young people of each country to learn about each others culture.

·       The Town Council would not want to set precedence by asking the Mayor to visit the town.

·       Activates under the twinning umbrella are not very inclusive.

·       It would be better to have visits based on a common event with each side bearing its own costs.

·       If the town wishes to be twinned it is the Town Council’s role to encourage local schools and organisations to make use of the opportunities. Future visits each group should bear its own costs.

It was then:

Resolved that the Town Council will support the Mayor on this occasion and contribute half the cost of the Mayor of Nissan Lez Ensérune to a maximum of £240.00.

1. 128.          To consider a request from Ampthill & District Rotary to once again link the Town Council Christmas tree in the Market Square with Ampthill Rotary's tree of light and remembrance initiative.

Resolved that this request be accepted. The donation is to be placed against the cost of the Christmas tree.

1. 129.          To consider the expression of interest to trade from the Market Square on alternate Saturdays from Karen Cleveley who would be selling plants.

Members discussed this matter and it was suggested that the Town Council should be looking to maximise the income from letting stalls on the Market Square. By inviting an expression of interest the person responding should say how much they are willing to pay.

Resolved that:

1. i)                    The Clerk contacts both Mark Bonner and Karen Cleveley and asks them how much they are prepared to pay. The person that offers could then be offered the regular Saturday spot.
2. ii)                  The Park Development Manager is to be asked to ascertain whether there is space to have two stalls on the Market Square.
3. iii)                The Deputy Clerk is to be requested to reopen negotiations with David Bowie at Central Bedfordshire Council to place the Charter Market on the wide pavements along Bedford Street at Christmas.

Committee Reports.

1. 130.          Planning Committee of 27^th July 2011.

Cllr Mrs M Wright presented the report to the members of the Planning Committee for approval as a true copy.

This was approved.

Cllr Mrs M Wright then presented the report to the Town Council and asked for its adoption.

            The report was then adopted.

1. 131.          Parks, Open Space and Burial Ground of 7^th September 2011.

Cllr R Tebbutt presented the report to the members of the Parks, Open Spaces and Burial Ground Committee for approval as a true copy.

This was approved.

A member raised an issue with the wording on the Dog Signs and it was:

                        Resolved that the recommendation for minute no 5 is to read:

Recommended that areas in the park (both car parks and in wooded areas) are to have advisory signs erected to advise that dogs are to be kept on leads for their own safety.

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

The report was then adopted.

1. 132.          Tourism and Pride in Ampthill of 14^th September 2011.

Cllr Mrs P Foster presented the report to the members of the Tourism and Pride in Ampthill working group for approval as a true copy.

This was approved.

Cllr Mrs P Foster then presented the report to the Town Council and asked for its adoption.

It was:

Resolved that the cost of Award trophies is to be taken to the Finance, Policy and General Purposes Committee on 5^th October. Waitrose could be requested to consider Pride in Ampthill for the community matters green token scheme.

The report was then adopted

1. 133.          Highway Working Group of 14^th September 2011

Cllr Mrs M Wright presented the report to the members of the Highways Working Group and asked the group for approval as a true copy.

This was approved.

Cllr Mrs M Wright then presented the report to the Town Council and asked for its adoption.

The report was then adopted.

1. 134.          Written Meeting Debriefings

            a.       Informal meeting held with Mr C Hayes in relation to the Firework Display  on 27^th July 2011.

1. b.      Ampthill Community Safety Group meetings of 26^th July 2011 and 6^th September 2011.
2. c.       Revamp meeting of 14^th July 2011.
3. d.      Revamp meeting of 11^th August 2011
4. e.      Meeting with Graham Bellamy & Gwen Hitchcock of the Wildlife Trust 3^rd September 2011.
5. f.        Report from the visit to the CCTV monitoring centre.

                            Resolved that all reports be noted.

            It was then:

Resolved that the matter of the trees obscuring the views of the CCTV Cameras is to be placed onto the Parks, Open Spaces and Burial Grounds Committee agenda.

The CCTV system itself is to be placed on a future Town Council agenda to review.

1. 135.          Written report on the Allotments from Vicki Francis and consideration of an item concerning chickens being kept on allotments

Members were provided with the report within which a request from an allotment holder to have chickens on his plot is included. The report is as appended to these minutes.

Resolved that a letter is to be sent back to the Plot Holder to advise that the Town Council will not permit livestock on any allotment plot. An explanation is to be provided that it is against the Tenancy agreement.

Cllr J Bingham left the meeting at 10.00pm.

1. 136.          Central Bedfordshire Councillors Communication

Cllrs M Smith and M Blair gave a report providing the following information:

·       The budget consultation has commenced.

·       The next Let’s Talk meeting is to be held in Clophill Village Hall on 15^th November.

·       The section 106 for The Limes Development is scheduled to be used for a crossing opposite Russell House; it is to be asked whether this money could be used elsewhere such as to fund the Woburn Street crossing.

·       The Warren Farm Group should be sending a copy of their meeting minutes to the Town Council.

A Member praised the Central Bedfordshire Councillors for the way in which they are dealing with issues and serving the community and asked that Central Bedfordshire Council looks at the provision of education places in Ampthill.

1. 137.          To consider continuing the meeting to no later than 10.30pm

In relation to Standing Orders members have to pass a resolution to continue the meeting after 2 hrs 45 minutes.

                        Resolved that the meeting continues to no later 10.30pm

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

There were no matters to consider.

1. 139.          Correspondence
2. a.       DIS Issues 764, 765 & 766
3. b.      Press release from Bedfordshire Police re plans to improve service, * This item is appended for members.
4. c.       CPRE – Summer 2011
5. d.      Ampthill Twining newsletter - August 2011
6. e.      Bedfordshire Bugle - September 2011.
7. f.        CCTV figures July and August.
8. g.      A letter from the Executors of the late Julian Pope’s estate.

The letter advises that the late Julian Pope, a former Clerk of this Council has left the sum of £500 for trees in Ampthill Park and £300 for a bench and plaque in the Kings Arms Path Gardens in his will.

·       A letter from Bedfordshire and Luton Community Foundation

The letter advises that the Council have been successful in obtaining a grant for third party funding towards the Wren grant application to equip the Park Hub.

Resolved that all items be noted.

1. 140.          Consideration of whether any Press Releases are to be made.
2. 141.          Cllr Mrs P Foster passed the following motion:

That in view of the confidential nature of the business about to be transacted relating to community facilities it is advisable in the public interest that the public and press be temporarily excluded and that they are instructed to withdraw”

Minute numbers 142 and 143 are appended for members only

There being no further business the meeting closed at 10.30pm.

1. CHAIRMAN                                                              DATED