| Finance minutes 1 july 09 |
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AMPTHILL TOWN COUNCIL
REPORT OF THE FINANCE, POLICY AND GENERAL PURPOSES COMMITTEE held at the Council Offices, 66 Dunstable Street, Ampthill on Wednesday 1st July 2009 at 7.30pm Report No. 1/2009 Present: Councillors R A Holden, (Chairman), R A D Chappell, P Eversley, Mrs P K Foster, M A Smith, G Pascal, G Summerfield, R Tebbutt, Mrs M E Wilson, Mrs A M Wright and the Clerk. 1. Apologies Apologies were received from Cllrs Mrs S Bacon (on holiday). 2. To appoint a Vice Chairman It was proposed, seconded and RESOLVED: That Cllr Mrs M Wilson is appointed Vice Chairman. 3. Period of Public Participation. Mrs R Culvert addressed the Members on the issues surrounding the redevelopment of Parkside Hall. A complete rebuild has been designed which is expected to cost in the region of half a million pounds at today’s prices. If the Parkside Hall is left in its current state the Hall may be forced to close and this would be a great loss to the town. Mrs Culvert asked the Town Council to consider working in partnership to ensure the Parkside Hall is rebuilt. 4. To receive and record declarations of interest, whether personal or prejudicial Cllr Mrs M Wright declared an interest in the agenda item dealing with the Visitors Centre as her husband is the architect. (personal and prejudicial) amended TC 15th July 2009 Cllr G Summerfield declared an interest in the agenda item dealing with the Visitors Centre as he works for a company who will be tendering for some parts of the construction. (personal) amended TC 15th July 2009 Cllrs P Foster and M Smith declared an interest in the confidential item dealing with Parkside Hall as they are trustees of the Hall. (personal) amended TC 15th July 2009 5. To consider a request for a donation under Local Government Act 1972 s145 (provision of entertainment) in the sum of £1,000 to support the Aragon Day event on 25th July 2009. Further up to date figures were requested to support this application, but these had not been forthcoming. Recommended that the Town Council supports the Aragon Day Committee for the sum of £1,000 to be paid on receipt of the information previously requested for figures up to May 2009. The Clerk, Cllrs R Holden, Mrs M Wilson and Mrs P Foster will examine the information. 6. To consider the plans for the Visitors Centre showing the positions of internal workings. Members received a presentation of the plans as prepared by the architect, Mr B Wright. Several Members were concerned over the cost of the building both in terms construction and running. Amended TC 15th July 2009. Questions were asked resulting in the following information being given:
Recommended that: i) A meeting dedicated to the Visitor Centre is to be held as soon as possible. ii) Cllr Mark Smith is to contact the Tourism, Economic Growth and Regeneration Officer at Central Bedfordshire Council, Caron Kendall to invite her to the meeting. 7. To consider the cost of redecorating and repairing the Nottingham Rooms. There has been no response from local decorators from the enquiries to carry out the redecorating and repairs where necessary at the Nottingham Rooms. Donna Searle’s nephew and Dawn Sutherns’ son have offered to do the painting work and some of the minor repairs on behalf of the Town Council. They have looked at the work and feel it will take them at least six days, if the Council supply the materials they will do the work for £360 each. There is £1,400 remaining in maintenance & repairs budget for the Nottingham Rooms. A question was asked on insurance and the answer given that the Employer’s Liability Insurance covers sub contractors. Recommended that the offer be accepted and that the work is carried out as soon as possible up to a maximum spend of £1,000. This was carried 8 for, 1 abstention and 1 against. 8. To consider a date for the Financial Working Group to compile a plan for the day to day working of the Council. Landers the Accountants suggested that an ‘working guide’ is prepared to enable anyone working in the offices to know what happens on a daily basis. Recommended that a meeting is held on 8th July at 7.30pm or at the conclusion of the Planning Committee meeting. 9. To receive an update on the Business Plan for the Visitors Centre and Park The Working Group had prepared a draft business plan which was copied to members. Members discussed the information contained within the document and the following comments were made: A lot of the expenditure may not necessary if the running and management of the Centre could be put out to concession which would generate income rather than Town Council expenditure. Recommended that: i) The Clerk request Baikie Wood Consultants to look at the document and put it into a recognised format. ii) The Clerk is to obtain details of the Stockwood Park Visitors Centre running costs. iii) The Clerk is to raise an application with WREN on possible grants for the fittings and furniture. 10. To receive a copy of the draft Interpretation Plan for the Visitors Centre. The Clerk had prepared a draft interpretation plan for the Visitors Centre which was copied to Members. Recommended that this matter be brought to the dedicated Visitors Centre meeting to discuss the whole matter of the Visitors Centre. 11. To consider changes to the Farmers Market Licence. Members were asked to consider whether a trader’s licence can be changed to allow a trader from Boston in Lincolnshire to trade at Ampthill’s Farmer’s Market? The Clerk advised that the Farmer’s Market was originally set up under a standard pro forma and ethos that any produce sold has to be produced within 30 miles and when the Market was later certified this was a hard and fast rule. The Town Council was the first Farmers Market in Bedfordshire and was launched with the then Mid Bedfordshire District Council. At this time the Town Council was not certified by FARMA. The Clerk advised that she would like to see the ethos of the Farmers Market being upheld and all Traders should be drawn from within the 30 mile rule, to allow one trader from further away would set a precedent for others to come forward. Members discussed this matter at length before it was: Recommended that an exhaustive search is carried out to ascertain fruit and vegetable growers within a 30 mile radius, all identified are then to be contacted and records kept on dates and responses if the results are that no trader can be found then the ruling may be extended to a wider area. 12. To consider a member of the Showman’s Guild holding a fair in Ampthill Park drawing into the site on Sunday 5th, opening Thursday, Friday and Saturday and leaving the site on Sunday 12th. The Proprietor holds all insurances, risk insurances and the land on which the fair the stands is insured for £10million to protect the landowner if there are any accidents. Charges for fun fairs in the local area have been identified as £280 and £330. Councillor Holden advised that he and the Clerk has met with the Proprietor who has a window of opportunity to visit Ampthill as a cancellation has been made for the week of 5th to 12th June. On visiting the Park the area between the Cricket Club and the west car park was identified as the best position. Enquires made with the Cricket Club indicated that the whole week would be taken up with cricket matches and it would not be convenient for a funfair to be on the immediate adjacent site. After discussion it was: Recommended that if another site in the Park can be used then at the cost of £450 the fun fair can attend. 13. “That in view of the confidential nature of the business about to be transacted relating to financial and property matters, it is advisable in the public interest that the public and press be temporarily excluded and that they are instructed to withdraw”. 14. To consider the allocation of funding. This minute is appended for members only. 15. To consider a question raised by the Parkside Hall Trustees. This minute is appended for members only. There being no further business the meeting closed at 8.05pm. CHAIRMAN DATED |