MINUTES OF A MEETING OF

AMPTHILL TOWN COUNCIL

held at the Council Offices,

66 Dunstable Street, Ampthill

on Wednesday 21^st October 2009 at 7.30pm

Present: Councillors R A Holden (Chairman), Mrs S Bacon, R A D Chappell, P A Eversley Mrs P K Foster,  M A Smith, G Summerfield, R Tebbutt, Mrs M E Wilson,  Mrs M Wright and Dawn Sutherns, Clerk.

1. 136.          Apologies

There were apologies received from Cllrs G Pascal and P Duckett (Work commitment)

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

There were no personal interests declared.

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

There were no personal interests declared.

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

P.C. Element was not in attendance and therefore this item fell.

1. 140.          Town Mayor's Announcements

Councillor Holden asked Members if they were willing to admit a further agenda item to allow Cllr Summerfield to provide an update on the Convanta project.

             Resolved that this item be heard.

Councillor R Holden gave the following information on his attendance at events:

19^th September   Firs Lower School – Body Building Day.

21^st September   High Sheriff’s Service at St Paul’s Church in Bedford.

23^rd September   Sandy Fun Day.

2^nd October        Central Bedfordshire Reception.

5^th October        Ampthill Allotment Association Presentation Evening.

7^th October        Houghton Regis Mayoral Event.

12^th October      Ampthill’s Italian Dinner.

17^th October      The fifth annual Pie Contest.

18^th October      Ampthill Trophy Cross Country event in Ampthill Park.

20^th October      Dunstable Mayoral Event.

Forthcoming events:

6^th November     Firework Display.

6^th November     A Reception in the Council Chamber for the Mayor of Nissan-Lez-Enserune, and five of his Councillors.  This is being held at no cost to the Town Council as per the resolution

8^th November     Remembrance Sunday. Monsieur Pierre Cros, Mayor of Nissan-Lez-Enserune will be laying a wreath. 10.15am at St Andrew’s Church and 11am at the War Memorial in the Alameda.

11^th November   Two minutes silence, meeting in the Market Square

21^st December   Carols Around the Christmas tree.

1. 141.          Minutes of the Town Council meeting held on  16^th September  2009  pages 36 to 44

The minutes having been circulated to Members prior to the meeting were taken as read.

The minutes were then signed as a true copy.

Matters arising from previous minutes for note.

1. 142.          White Hart fencing

Punch Taverns have advised that they have instructed the Licencee to attend to the chain link fence.

1. 143.          Payments (see minute no 115)

Members were provided with a list of Mayor’s expenses.

1. 144.          Friends of Ampthill Christmas Lights 9^th September (see minute no 120)

Cllr Richard Holden and the Clerk attended the meeting at Lamps and Tubes Head Office in Chesham.

As hoped for,  the storage of each Town's Christmas decorations are labelled and kept in a tidy condition within the storage area in separate containers. Ampthill's kit was in a metal storage cage coiled tidily, photographic evidence has been attached to this agenda.

The Clerk and Cllr R Holden are satisfied with the arrangements at Lamps and Tubes.

Lamps and Tubes are sourcing the cost of the brightest lights he can obtain within the budget of £7,500 which will then be set into 2 lamps per metre festoon.

It has been confirmed that the lights equipment is insured by Lamps and Tubes whilst they are in their possession and festoons are NOT used in any other Towns during the year as each festoon is made to fit each town's built environment.

1. 145.          To consider the disposal of the metal shed that will require dismantling before the Visitor’s Centre is built. (see minute no 121)

A meeting of the Youth Working Group is to be held on Wednesday 28^th October to discuss this matter in greater depth.

1. 146.          Treasurer’s Report

Members were provided with the reports as appended to these minutes on the Current Balances for 30^th September 2009.

1. 147.          To consider the Budget comparison of expenditure and income against estimates month 6 - September .

Members were provided with the report as appended to these minutes. The bottom line shows the Council at 53% of the budget at the six month stage.

1. 148.          To consider the payment of all monies on the list of Supplier Invoices Due to the 20^th October 2009

Members were provided with the report as appended to these minutes.

             Resolved that all monies on the list of invoices are paid.

1. 149.          To receive the External Auditors Certificate and Opinion for the Annual Statement of Accounts for the year ended 31^st March 2009. (appended)

Members were provided with a copy of the External Auditors Certificate and Opinion with the following comments being noted:

• Council assets register not recording the date acquired, purchase cost, location held and current valuation.
• Minuting approval of the Annual Return non specific recording of the Council’s approval of Section 2 Annual Governance Statement.
• Section 137 expenditure – incorrect recording against section 137.

The Clerk advised that she would take the following action for next year’s audit:

• Send the existing spreadsheet of assets that shows the information requested, this year the asset valuation sheets were used.
• The comments will be noted with regards to the Annual Governance Statement and it will be minuted accordingly in line with the recommendation for next years Statement.
• Section 137 expenditure, this is an ongoing process and unfortunately one incorrect power was used, the comment has been noted.

1. 149.          Donations

Aragon Housing Association request for funding under section 142(2A) Local Government Act 1972 towards the cost of the Ministry of Youth nights held at the White Hart Hotel bi monthly, the sum of £200 is being sought.

            After discussion it was:

Resolved that the sum of £200 is awarded section 142(2A) Local Government Act 1972 towards the cost of the Ministry of Youth nights held at the White Hart Hotel bi monthly

The cheque issued last month for £300 has been returned as the Hospice at Home Volunteers had received funds from other sources.

            Resolved that the Council noted this kind gesture.

1. 150.          To consider the consultation document from Central Bedfordshire Council – “The Licensing Act 2003 review of Licensing Policy” closing date 9^th December 2009.

Resolved that any comments Members may wish to make are forwarded to the Clerk by the end of November.

1. 151.          To consider the consultation document from Central Bedfordshire Council – “The Gambling Act 2005 Review of Statement of Principles” closing date 30^th November 2009.

Resolved that any comments Members may wish to make are forwarded to the Clerk by the 15^th of November.

1. 152.          To consider whether Ampthill Town Council wishes to use an online consultation process (SurveyMonkey.com) Cllr Mark Smith.

Cllr Smith advised that this system has been used with some success to obtain comments on consultations at his place of work.

The Town Plan now requires readdress and updating and this system may be an effective way of residents making their views known.

It is an American programme and can be obtained for a monthly cost of $19.95, approximately £12. Contained within that fee are replies of 1000 before any further costs are incurred.

If the Town Council used this tool it would show that it is actively seeking views from local residents and would help when the reaccreditations come round for Quality Status.

            After consideration it was:

Resolved that the Town Council agrees in principle to go forward to obtain a licence for the approximate cost of £144 per year, this is to be actioned at the time when the Town Council need the service for their first survey.

1. 153.          Cllr Pascal proposes that ATC writes to the relevant electricity company expressing concern about the regular power cuts

Councillor Summerfield advised that he had taken this matter up shortly after the last power cut. He had spoken to EDF Energy and been told that the problems the area had been suffering were a direct result of the damage by the fire at the main sub station on the A507 in Flitwick.

The switch-gear and cabling have now been repaired and there should not be as many problems from now on.

1. 154.          To consider purchasing a permanent sign to warn people using the Park that wildlife is present and that they keep their dogs and children under close control for their own safety. The cost of £237.60 for six signs has been obtained

Resolved that a 6 signs be purchased, however any mention of children is to be removed.

1. 155.          To receive an update on the Convanta project.

Cllr Summerfield advised that he and Cllr Mrs M Wright have been attending meetings of the Community Liaison Panel, the last being on 20^th October at which he was present.

A brochure had been produced by Convanta giving artist impressions of how the Waste Plant would look from different views.

The presentation contained information on:

• The building is not able to be placed lower into the ground because of the water table levels.
• There has been no decision as to whether it will be one, two or three stream facility; this dictates how much waste will be dealt with.
• The building will be 43 metres above ground level. This is to accommodate the boiler.
• The water for the plant will be drawn from the mains
• The chimney will be 105 metres above ground level and will have permanent red lights at the top in order to warn aviation.
• The NIRAH building will be 86 metres high.
• Lighting will be kept at a minimum after 6pm or 7pm.

Cllr Summerfield advised that the view from Ampthill Park Katherine’s Cross would be terrible and he made the point at the meeting that this was the view from an ancient park that King Henry VIII used to survey what land he owned in Bedfordshire and should be preserved. 

The Terms of Reference for members of the CLP have advised that anyone on the panel is not to show any personal objection or agreement to any information given.

The next CLP meeting will see details of the plume, what it will look like,  how often it will happen and look at the environmental issues.

An action Group meeting has been called for 9^th November at Stewartby Village Hall

To approve and adopt the Committee report as follows:

1. 156.          Planning Committee held on Wednesday 23^rd September 2009

Cllr Mrs S Bacon presented the Planning Committee report of meeting and asked for its adoption

The minutes were then signed as a true copy

Cllr R Holden advised that at the Development Committee meeting held at Central Bedfordshire Council this afternoon the Town Council’s comments were not included within the Committee papers.

Resolved that correspondence is sent to Central Bedfordshire to advise that the Town Council are alarmed that they have discussed the application and forwarded the comments which did not appear on the agenda or within the Officer’s report.

1. 157.          Parks, Open Spaces and Burial Ground Committee meeting held on 7^th October 2009.

Cllr Mrs M Wilson presented the Parks, Open Spaces and Burial Ground Committee report of meeting and asked for its adoption

With regards the details of those present Cllr S Bacon is to be removed.

With regards to apologies Cllr R Holden is to be recorded as being at a Mayoral event.

The minutes were then signed as a true copy as amended.

1. 158.          Written Meeting Debriefings
   1. a.       Report of an informal meeting held between Town Councillors and representatives of the Community Safety Group held on 30^th September 2009.

1. b.      Report of the Revamp meeting of 10^th September 2009.

1. c.       Friends of Ampthill Christmas Lights meeting of 19^th October 2009.

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

The only recommendation was from the meeting identified a:

The Town Council’s Highway Working Group will endeavour to get a Highways Officer from Central Bedfordshire Council to attend a meeting in order to discuss shared space.

1. 160.          Correspondence

a)      Direct Information Service, issue no 719

b)      News Central Issue 7

1. 161.          Cllr Mrs M Wilson then moved the following resolution:

“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. 162.          To approve and adopt the confidential minutes of meetings:

This minute is appended for Members only

1. 163.          To consider the information from Concessionaires relating to the Visitors  Centre draft plans

This minute is appended for Members only

1. 164.          To consider matters relating to property.

This minute is appended for Members only

Thanks were given to the Clerk for the information provided for this months meeting and the way in which agenda packs are now being issued.

 There being other business the meeting closed at 9.35pm.

CHAIRMAN                                                               DATED