THESE MINUTES ARE AWAITING APPROVAL

MINUTES OF A MEETING OF

AMPTHILL TOWN COUNCIL

Held at the Council Offices, 66 Dunstable Street, Ampthill

on Wednesday 19^th October 2011 at 7.30 pm.

Present: Councillors Sally Bacon (Mayor), John Bingham, Michael Blair, Michael Cook, Paul Duckett,   Penny Foster, Sue Hinkin, Roy Tebbutt, Mark Smith, Stephen Whittaker, Margaret Wilson, Margaret Wright and Dawn Sutherns, Town Clerk.

1. 143.          To receive apologies for absence

There were no apologies received.

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

Cllr Margaret Wright declared a personal interest in the item concerning the Mayor’s Ball as she knows Paul Mead and has used his hospitality services herself in previous years.

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

Cllrs Mark Smith and Penny Foster declared an interest in the matter concerning the Ampthill Festival Gala as they are both involved with the committee.

Cllr Sally Bacon declared an interest in the payment due to W Bacon as this is a payment to her husband’s company and a payment to herself for a mileage claim.

1. 146.          Public Participation.

Mr C Hayes addressed the Council on the application for grant funding for the Community Cinema.

Mr C Hayes addressed the Council in relation to purchasing a part of a stand alone Beacon for the sum of £350 that can be used for both the firework display and to mark the Queen’s Diamond Jubilee.

The beacon once purchased may be given to the Town Council for future use.

The Mayor then asked if Members wished to revisit this matter as the decision taken in February was for a completely different design and was for the firework display and not the Queen’s Diamond Jubilee.  Members were in favour and accepted the matter being discussed was a different scheme.

            It was then:

Resolved that:

1. i)                    Given Ampthill is a historic town situated within the line of the beacons, the Town Council should look to deliver the option of lighting a beacon to mark the Queen’s Diamond Jubilee. 
2. ii)                  The Town Council meets 50% of the cost of purchasing a stand alone beacon in the sum of £350.
3. iii)                The beacon is to be removed and placed into storage when not in use.
4. iv)                It is to be enquired of Ampthill Fireplaces if they are happy for the Town Council to take ownership of the beacon as they have also made a donation.
5. v)                  The Clerk is to enquire of other authorities to ascertain whether they are participating in lighting a beacon to mark the Queen’s Diamond Jubilee.

1. 147.          Re-consideration of the 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 considered the application in light of the information given by Chris Hayes that the hire of the equipment and technician for each film show costs £450.

To purchase the equipment in order to make the community cinema self funding would cost in the region of £10,000. The sum of £1,500 will enable the group to purchase a screen. All equipment will be stored at Parkside Hall and included in their insurance, it will be available for any community group to use. If a screen was purchased this would make a reduction on the hire cost of approximately £150 per showing.

The Clerk advised that there were no funds remaining in the general donation budget, however a sum remains in the Section 137 grant budget, it was unlikely that any grant would be forthcoming to be funded via this budget.

It was then:

                        Resolved

1. i)                    That the sum of £1,500 be vired from the Section 137 budget to the general donation budget.
2. ii)                  The grant of £1,500 is to be approved as the equipment will of benefit for the whole town
3. 148.          To receive a report from a representative of Bedfordshire Police

Sergeant Andrew Rivers introduced himself to the Members and advised he would give a report on crime figures and an update of a few new initiatives.

The crime figures were given as follows:

1. Burglary                                   1
2. Assaults                                    3

Theft from a motor vehicle         1

Public Order                             1

Criminal Damage                      5

Anti social behaviour                 16 mostly youth nuisance spread across different sites and parking issues.

Sergeant Rivers then went on to give information on the new Policing style.

·         The new system has been operational since 3^rd October; P.C Element is currently based at Leighton Buzzard however it is hoped that he will be back at Ampthill in the New Year.

·         There is a base of 24 officers based in Ampthill to cover the area of Ampthill Flitwick, Maulden, Clophill and the neighbouring areas.

·         On a Friday and Saturday in the Town Centre there is cover from 7pm to 4am.

·         4 PCSO’s cover 7pm to 10.00pm and then hand over to 8 Specials who cover to 2am, Police officers then cover until 4am. This should have a positive effect for the community.

·         The Police Force control room now devote more time dealing with telephone calls to ensure the caller is left feeling that the Police are doing what they can to help. Appointments with Police Officers can be made or the correct information on where help is available can be given.

·         The Government have insisted that Policing is to go back to fighting crime and protecting the public.

·         Focus days will be held running up to Christmas, people leaving valuables in cars will be spoken to or written to.

·         Speeding and parking will also be targeted.

·         With Halloween, Firework Display and Remembrance day all in the near future all 3 events will have Police attendance.

Members then asked questions and made comments resulting in the following information being given:

1. i)                    Sergeant Rivers is to be congratulated and thanked for the way the Police are providing a service to Ampthill.
2. ii)                   The theft of number plates is rising; thieves are taking number plates and using them on vehicles to steal petrol. The garages then do not have any way of tracing them. To prevent this screws can be changed free of charge by the Police. The next operation will be held in Waitrose car park on Tuesday 1^st November.
3. iii)                 With the theft of metal rising the scrap metal company based in Ampthill is working with the Police to catch the culprits when they try and sell the metal on.

Hertfordshire, Cambridgeshire and Thames Valley Police all work with Bedfordshire Police to plot where stolen metal may be heading.

1. iv)        Ampthill’s CCTV has been used to capture evidence to prosecute an offender who broke into Kingsmoor Lower School in Flitwick. The offender is now serving 3 years in prison.
2. v)         The Police work with schools on specific issues such as Halloween and Fireworks, the resources do not allow general talks to be given.

Cllr Sally Bacon then gave a vote of thanks to Sergeant Rivers and advised she hoped to see him at next month’s meeting.

1. 149.          Town Mayor’s Announcements

26^th September              High Sheriffs Service, St Paul’s Church Bedford.

29^th September              Mayor of Luton Quiz Night.

30^th September              Leighton Linslade Charity Ball.

3rd October                  Allotment presentation

9^th October                   ABF Soldiers Charity Curry Dinner.

11^h October                  Hospice at Home Volunteers AGM.

15^th October                  Ampthill District Camera Club Photographic Festival.

20^th October                  Sea Cadets AGM.

20th October                 Unveiling of the statue at The Limes

21st October                 CBC Chairman's Civic reception Chicksands (TBC)       

22^nd October                 Kempston Mayor’s Charity Quiz.

23^rd October                  Ampthill & Flitwick Flyers – starting the race.

1. 150.          To confirm and sign as a true record the minutes of the Council meeting held on Wednesday 21^st September 2011 pages 30 to 39

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

Apologies: Cllr Paul Duckett was attending a meeting rather than chairing a meeting, this is to be amended.

In relation to minute no 106 the words “without consultation” are to added to the end of the last sentence.

In relation to minute no 119 the word “vigilante” is to be amended to “vigilant”

Cllr Sue Hinkin is to added to those in attendance on page 39.

The minutes were then adopted as amended 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. 151.          Queen’s Diamond Jubilee luncheon (see minute no 123)

Both Ampthill Chamber of Trade & Commerce Management Committee and Ampthill & District Rotary Club have agreed to be involved with the Town Council in preparing an event to celebrate the Queens’ Jubilee in June 2012.

There have been no other responses from local organisations as yet.

Cllr Paul Duckett advised that the function rooms at the Masonic Rooms will be made available if they are required.

1. 152.          Banners for Town Council promotion (see minute 126)

Prices are being sought for pull up banners and a wide banner.

An online company offers a pull up banner for the price of £38.50. Fidelity Solutions have given the cost of £125 for the roll up banner and £75 for the artwork, the PVC banner has been costed at £47.00.

The Clerk advised that this matter will be placed on the next Finance Policy and General Purposes Committee agenda.

1. 153.          Market Square (see minute 129)

Letters have been sent to both Traders asking them for their financial offer for use of the Market Square, there has been no response to date.

1. 154.          Treasurer’s Report

                             Current Bank Balances as at 30^th September 2011.

·         Income & Expenditure to 30^th September 2011.

·         Receipts and Payments for 1^st September to 30^th September 2011.

Resolved that:

1. i)                    All reports are to be noted.
2. ii)                  The expenditure and the earmarked reserve list is to be provided to members at the Parks open Spaces and Burial Ground Committee.
3. iii)                Donna Searle, Deputy Clerk, is to be asked to prepare a report on whether Around the Pump can become self funding.
4. 155.          To consider and approve the payment of all monies on the list of Supplier Invoices due to the 12^th October 2011

Members were provided with a list as appended to these minutes.

Resolved that all payments be made.

1. 156.          To consider and approve the payment of all monies on the list of Supplier Invoices due received between 13^th and 18^th October 2011.

Members were provided with a list as appended to these minutes.

                        Resolved that all monies be paid.

1. 157.          To consider the renewal fixed fee for the year ended 2012 from the Internal Auditors Landers the Accountants in the sum of £3,600, this sum has not risen from the 2011 fee.

Members felt that it would be prudent to ascertain who other Councils use and the cost before accepting this fixed fee from Landers.

Resolved that this decision is to be deferred until the November TownCouncil meeting.

1. 158.          To adopt the Bribery Policy for Ampthill Town Council.

The draft Bribery Policy had been considered by the Finance Policy and General Purposes Committee and Members were asked to respond by 12^th October if they wished to raise any issues. There had been no issues raised.

Members then went on to discuss whether the Town Council needed such a Policy.

It was then:

Resolved that a short statement be made that reflects the wording within the Standing Orders and Financial Regulations.

1. 159.          To consider the Date for next years Festival, Gala Day is planned for 1^st July 2012, AmpRocks 29^th June and Proms the 30^th June.

Cllr Mark Smith asked for permission to use the park on the dates highlighted above.

Resolved that permission be granted subject to the usual terms of hire for the Festival events.

1. 160.          To consider allowing the Mayor to hold a fund raising ball in Ampthill Park with the erection of a marquee behind the cricket nets, the date is yet to be confirmed.

Cllr S Bacon had prepared a report as appended to these minutes and took no part in the discussion or voting on this matter.

                        Resolved that the Mayor be given permission to move forward and plan the event.

1. 161.          To receive the report from the Parkside Task Force meeting of 12^th October 2011.

Members were provided with a copy of the report and it was taken as read.

Members were advised that it was a very positive meeting and a number of ideas need to be explored:

·       Cllr Steve Whittaker and Stuart Palmer are to meet with the Senior Planner at Central Bedfordshire Council to talk through where the community hall can be sited.

Comments were made by members:

·       The hall will have to be built for the sum currently held as funding sources are drying up.

·       The Council should concentrate on getting the Park Hub built without clouding the two projects.

·       The would probably not be enough room around the Football Club area to fit in the Football Club, a Community Hall and car parking.

·       There are still a multitude of options to be considered, time restraints will have to be imposed to come to a position where firm plans are being explored.

·       Baby steps are being made, however there is still a lot of uncertainty.

·       The funding position with relation to a community hall is clear, the Council should push ahead with the grant application for the Park Hub. If no bid is lodged before March 2012 the window of opportunity will be lost.

·       If Parkside Hall is placed somewhere else in the town the existing site could be considered as a place for a new long term car park, this is something that could be explored when it is known what the Planning Officer says.

Resolved that the report be adopted.

1. 162.          To consider recommendations from the Parkside Task Force arising from the meeting of 12^th October 2011

In order to move the project forward the conveyance documents for Parkside Hall site and the Park will need to have a Solicitor to access whether it will be legal for either site to be used for a different use.

Members discussed this matter before it was:

Resolved that the Clerk takes executive action in consultation with the Chairman and Vice Chairman to go forward with this matter up to a maximum £2,000 fee.

Committee Reports.

1. 163.          Planning Committee of 28^th September 2011.

Cllr Margaret Wright presented the report to members of the Planning Committee and asked for its approval.

Cllr Sue Hinkin is to be included in those present at the meeting.

             The report was then approved as true record.

             Cllr Margaret Wright then asked the Council to adopt the report.

             The report was then adopted.

1. 164.          Friends of Ampthill Christmas Lights meeting of 4^th October 2011.

Cllr Sally Bacon presented the report to the Council and asked for its adoption.

The report was then adopted.

 165.          Finance, Policy and General Purposes meeting of 5^th October 2011

Cllr Sally Bacon presented the report to the Members of the Finance Policy and General Purposes Committee and asked for its approval.

Cllr Sue Hinkin is to have “Mrs” removed from her name in attendees.

The report was then approved as amended as a true record.

Cllr Sally Bacon presented the report to the Council and asked for its adoption.

It is to be noted that no further commercial companies are to be allowed to address the Council unless invited by the Council.

Cllr Stephen Whittaker advised that it would not be possible to have Britannia control parking in the town as they have hand held equipment that cannot practicably be used outside a controlled area. They may be able to place advisory notices on vehicles parked illegally or inconsiderably.

The report was then adopted.

1. 166.          Written Meeting Debriefings

·         Central Bedfordshire Council Ampthill & Flitwick Local Area Transport Plan Town & Parish Council meeting, Monday 26^th September 2011

A report was provided as appended to these minutes.

·         Central Bedfordshire Council -Town & Parish Conference. Wednesday 5^th October 2011.

A report was provided as appended to these minutes.

Cllr Mark Smith had also attended the Conference and agreed that the thrust of the evening was the budget and the inference that Town and Parish Councils should be doing more.

In the round table discussions it was felt that clustering may be the way forward to allow joint projects to take place.

·         Bedfordshire and Luton Local Resilience Forum Planning to prevent a disaster, Thursday 6^th October 2011.

A report was provided as appended to these minutes.

Cllr Stephen Whittaker advised that it would not be beneficial for the Town Council to get too heavily involved in emergency planning.

Point two of the actions to consider was remote backup of the Town Councils computer system. It was felt that this would be a good practice and the Clerk is to obtain quotes for this service to bring back to the Finance Policy and General Services Committee.

                              Resolved that all reports be noted.           

1. 167.          Central Bedfordshire Councillors Communication

Cllrs Mike Blair, Paul Duckett and Mark Smith gave a report providing the following information:

·         The planning application for the waste transfer station in Station Road has been withdrawn. The operators are working with the Environment Agency to clear the site of any remaining offending waste.  It is expected another application will soon follow.

·         Convata – although the go ahead has been given it is still early days. The Environment Agency has not given permission to run the site as yet. Central Bedfordshire Council is still going through the European Tendering process and cannot show any prejudice to any tenderer.

·         A number of Contractors are still involved in the BEAR project and further details will come out in November/December.

·         The Traffic Management meeting was successful in asking that the Sec 106 funding for a crossing in Dunstable Street being transferred across to be used for a crossing in Woburn Street.

·         The whole of the Sec 106 process is to be looked at to ensure funding becomes more localised.

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

·         Options on the provision of the Library Service are being explored.

·         Crime Commissioners will be appointed in November 2012.

·         Healthwatch has replaced the LINKS system and will be given more powers.

·         The Boundary Commission have indicated that Mid Bedfordshire may be taken into a neighbouring constituency.

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

Two matters arose from the above report:

The Town Council are asked to seriously consider the neighbourhood plans. This will be placed on an agenda once the Planning Committee have heard the presentation from the Planning Officers at the meeting on 26^th October.

The Town Council are asked to oppose Mid Bedfordshire constituency being lost as we need to retain a sense of place and not be taken into a much larger conurbation.

1. 169.          Correspondence
2. a)      DIS Issues 768
3. b)      CCTV figures – October as at Monday 10^th October, no incidents in September.
4. c)      Notice of planning permission granted for Ampthill Park Hub. This matter will be discussed at the Parks, Open Space and General Purposes meeting on 2^nd November.

Resolved that all items be noted.

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

A press release is to be prepared to state Ampthill Town Council’s disappointment relating to Convanta.

1. 171.          Cllr Roy Tebbutt passed the following motion:

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

Minute numbers 172 is appended for members only.

Cllr Sally Bacon asked members to defer the agenda items relating to staff performance reviews to another meeting.

This was agreed and an extra ordinary meeting will be held on 31^st October at 7.30pm.

There being no further business the meeting closed at 10.14pm

1. CHAIRMAN                                                              DATED