Town Hall, St Mary’s Hill, Stamford, Lincolnshire PE9 2DR

21 June 2018

Dear Councillor,

STAMFORD TOWN COUNCIL – NOTICE OF MEETING

You are hereby summoned to attend a meeting of the Town Council at the Town Hall to be held on Tuesday 26 June 2018 at 7 p.m. for the purposes of considering and passing such resolutions as may be necessary with respect of each item on the agenda attached.

Yours sincerely,

Town Clerk

TOWN COUNCIL ORDINARY MEETING TO BE HELD ON TUESDAY 26 JUNE 2018 AT 7.00 P.M TO BE HELD IN THE COUNCIL CHAMBER AT THE TOWN HALL

Members of the Public and Press are welcome to attend. Before the formal meeting commences there is an Open Forum to receive questions from members of public. As part of this process members of the public can speak for no more than 3 minutes to address the Council.

AGENDA

1. Apologies and reasons for absence

2. Declarations of Interests: Members are reminded to declare any interests which may arise on matters for discussion at the meeting

3. To confirm the notes of the Town Council meeting held 29 May and 12 June 2018

4. Reports on Outside Bodies/Organisations a. Lincolnshire County Councillors b. South Kesteven District Councillors c. Town Councillors on Outside Bodies

5. Town Clerk’s Report a. Schedule of correspondence which had been circulated to members b. Matters arising from Town Council Meetings: c. Update on actions raised by members of public and other council business:

6. Events Committee Meeting a. To approve the accuracy of the notes of the Committee meeting held on 04 June 2018 b. To identify any action points and items that may require further discussion and acceptance of the recommendations: c. The Chairman of the Committee to propose ratification of the minutes and approval of recommendations subject to any amendments.

7. Planning Committee a. To approve the accuracy of the notes of the Committee meeting held on 05 June 2018 b. To identify any action points and items that may require further discussion and acceptance of the recommendations: c. The Chairman of the Committee to propose ratification of the minutes and approval of recommendations subject to any amendments 8. Amenities Committee Meeting a. To approve the accuracy of the notes of the Committee meeting held on 05 June 2018 b. To identify any action points and items that may require further discussion or acceptance of the recommendations: c. The Chairman of the Committee to propose ratification of the minutes and approval of recommendations subject to any amendments.

9. Strategic Development Committee Meeting a. To approve the accuracy of the notes of the Committee meeting held on 06 June 2018 b. To identify any action points and items that may require further discussion or acceptance of the recommendations: c. The Chairman of the Committee to propose ratification of the minutes and approval of recommendations subject to any amendments.

10. Finance Committee Meeting a. To approve the accuracy of the notes of meeting held on 12 June 2018 b. To identify any action points and items that may require further discussion and acceptance of the recommendations: c. The Chairman of the Committee to propose ratification of the minutes and approval of recommendations subject to any amendments.

11. Scrutiny & Audit Committee Meeting a. To approve the accuracy of the notes of the Committee meeting held on 13 June 2018 b. To identify any action points and items that may require further discussion or acceptance of the recommendations: c. The Chairman of the Committee to propose ratification of the minutes and approval of recommendations subject to any amendments. 12. Accounts for Payment and Subscriptions a. To approve the schedule of payments - No 3

13. Questions without discussion

14. Date of next meeting – Town Council Meeting Tuesday 24 July 2018 at 7pm

21.06.18 Town Clerk Stamford Town Council -4- 26 June 2018

STAMFORD TOWN COUNCIL

MINUTES OF THE STAMFORD TOWN COUNCIL MEETING HELD ON TUESDAY, 29 MAY 2018 AT 7.00PM IN THE TOWN HALL, STAMFORD

PRESENT Councillor M Sawyer, Chairman Councillor B Griffin Councillor H Bisnauthsing Councillor M Exton Councillor B Sandall Councillor B C Sumner Councillor Mrs S J Sandall Councillor T Story Councillor Mrs B A Sumner Councillor Ms M Couch Councillor Mrs S Sismore Councillor B Turner Councillor Mrs G Johnson Councillor A Croft Councillor A Swan Councillor S Carroll Councillor D Dorson

ALSO PRESENT Town Clerk Deputy Town Clerk Ian Yates, Strategic Director of SKDC Councillor D Brailsford, LCC Stamford West Rev. Andy Fyall - Superintendent Minister, The Stamford Methodist Circuit 5 members of public

PUBLIC PARTICIPATION: None

Formal meeting commenced 7.00pm

14. APOLOGIES FOR ABSENCE(Agenda Point 1)

Councillor J Dawson, Councillor D Taylor and Councillor A Billington submitted their reasons for absence. The reasons were noted and accepted.

Stamford Town Council -5- 26 June 2018

15. DECLARATION OF INTEREST (Agenda Point 2)

Councillors M Exton, Mr and Mrs B C Sumner declared a Personal Interest in respect of any discussions related to planning as they are on the SKDC Development Management Committee.

Councillor B Turner declared a Personal Interest in respect of any discussions relating to the grant fund to the Royal British Legion, within the Finance minutes, as he is a member and on the Committee submitting the application.

Councillor A Croft declared a Personal and Prejudicial Interest in respect of any discussions related to payment V.36 as it related to personal expenses relating to him.

Councillor M Sawyer declared a Personal Interest in respect of planning applications S18/0286, S18/0679 and S18/0773 as he is acquainted with the applicants.

16. MINUTES (Agenda Point 3)

The notes of the Town Council meeting held on Tuesday, 17 April 2018 and Thursday 17 May 2018 had been circulated.

It was proposed by Councillor Mrs B A Sumner, seconded by Councillor Mrs G Johnson and unanimously RESOLVED that these minutes are a true record of the meetings and be signed by the Chairman.

17. REPORTS ON OUTSIDE BODIES / ORGANISATIONS(Agenda Point 4)

a. Lincolnshire County Council – Councillor D Brailsford informed the meeting that LCC Community Engagement Team has commenced their work in respect of the road surfacing in Red Lion Square. Contact has already been made with the Town Council and members of the Civic Society. The outcome of any community engagement will be advised in due course. In respect of the Museum Collection, Councillor Brailsford reported that he has recently had a meeting with the senior officer of LCC’s Property Services and details of that meeting will be communicated to the Town Clerk. The issue of potholes is a concern and is being addressed. There was a question relating to the evening patrols of the Parking Enforcement Team and to whether LCC Policy has changed. It was confirmed that if any cars are parked illegally and causing disruption on the highway they will be issued with a ticket. Any revenue gained from such activity is reinvested in the improvement of the highway. b. South Kesteven District Council – Mr Ian Yates reported that SKDC’s Food Waste trials have proved successful and will eventually be rolled out throughout the District. There was a question raised as to how Stamford Town Council -6- 26 June 2018

District Councillors were distributing their individual funds of £1000.00. Some Councillors had already allocated funding towards local projects and some were still assessing the volume of requests received. The subject of Sec. 106 support funding in respect of the work on the Recreation Ground was raised. It was noted that work had now been completed and the invoices would be submitted to SKDC for reimbursement. It was requested whether it could be confirmed whether Sec. 106 funding had been allocated towards the provision of a footpath from Morrisons Car Park to Stamford Hospital. Mr Yates would investigate this matter and report back. c. Town Councillors On Outside Bodies – i. Cllr Mrs Sandall reported on a recent Strategic Health meeting which was trying to introduce pathways to assist individuals leaving hospital with their recovery programme at home. ii. Cllr Croft reported it was disappointing to read that the request for grant funding towards the Malcolm Sargent Concert had been turned down. It was confirmed that the request had been submitted because the usual venue at Peterborough Cathedral is proving unsustainable. Hence the alteration of the venue to De Montford Hall in Leicester. Following discussion it was suggested that the Finance Committee reconsider the request at their next meeting.

18. TOWN CLERK’S REPORT(Agenda Point 5)

a. Correspondence – A schedule of correspondence had been e-mailed to all members to examine. Any queries relating to any element of such correspondence should be directed to the Officer dealing with that item. b. Matters related to Council business: i. Meeting Schedule - Town Councillors were reminded that the new schedule of meetings will now be implemented. This will result in Planning and Amenities Committee meetings being held simultaneously.

ii. Twinning Invitation – Town Councillors were invited to attend the welcome reception of the Vence visitors on Friday 20 July 2018 at 7.30pm in the Town Hall.

19. TOWN COUNCIL VACANCY CO-OPTION

The Town Clerk reported that following the resignation of Cllr Allen Hewett the Town Council had a legal duty to advertise the vacancy. As no election was called, the Town Council could fill the vacancy by co- option. Two individuals present had expressed an interest in joining the Council and their profiles had been circulated to the Council. The Chairman Councillor Sawyer welcomed them to the meeting and requested them to present their cases as to why they would like to join the Stamford Town Council -7- 26 June 2018

Council individually without the other present. Both candidates left the Chamber while the vote was cast.

Mrs Marion Pitt presented her case and Mr Robin Morrison presented his case. Following a period of questioning a ballot was taken and the vote was tied. The Chairman used his casting vote and Mrs Marion Pitt was duly elected.

Both candidates were asked to return to the Chamber to hear the result. The Chairman congratulated Mrs Pitt on being the duly co-opted member of the Town Council and invited Mr Morrison to maintain his interest possibly in one of the Working Groups.

20. APPROVE AND ADOPT STANDING ORDERS

These had been circulated for consideration and duly adopted.

21. APPROVE AND ADOPT FINANCIAL REGULATIONS

These had been circulated for consideration and duly adopted.

22. TO APPOINT INTERNAL AUDITOR

The Chairman Councillor Mrs Sandall advised that this had been considered by the Finance Committee and recommended that the services of GP Internal Audit Services is retained. This was duly unanimously RESOLVED by the Council.

23. TO REVIEW COMMITTEE STRUCTURE, TERMS OF REFERENCE

The Committee Structure and Terms of Reference were circulated for consideration. Councillor R Sandall suggested that the numbers in certain of the committees alter to ensure that there are sufficient members on each Committee, viz:

Finance, Personnel and Assets Committee – 7 members Amenities Committee – 7 members Planning Committee – 5 members Strategic Development Committee – 6 members Events Committee – 6 members Scrutiny & Audit Committee – 4 members

Proposal 1 – It was proposed by Councillor R Sandall, seconded by Councillor Ms M Couch and was RESOLVED by majority vote that the formation of the Committees alters to the above membership numbers and the Terms of Reference adopted. There were 2 Abstentions.

Stamford Town Council -8- 26 June 2018

a. Finance Committee: Town Mayor (Ex Officio) Councillor Susan J Sandall (Chairman) Councillor John Dawson (Vice Chairman) Councillor Brian C Sumner Councillor Tony Story Councillor Sheila Sismore Councillor Bill Turner Councillor Gloria Johnson

b. Planning Committee: Town Mayor (Ex Officio) Councillor Steve Carroll (Chairman) Councillor Breda Griffin (Vice Chairman) Councillor David Dorson Councillor Marion Pitt

c. Amenities Committee: Town Mayor (Ex Officio) Councillor Bob Sandall (Chairman) Councillor Gloria Johnson (Vice Chairman) Councillor John Dawson Councillor Maxine Couch Councillor David Taylor Councillor Alan Swan Councillor Amelia Billington

d. Strategic Development Committee: Town Mayor (Ex Officio) Councillor Andrew Croft (Chairman) Councillor Bill Turner (Vice Chairman) Councillor Harrish Bisnauthsing Councillor Mike Exton Councillor Tony Story Councillor Sheila Sismore

e. Scrutiny & Audit Committee: Town Mayor (Ex Officio) Councillor Bill Turner (Chairman) Councillor Alan Swan (Vice Chairman) Councillor Brenda A Sumner Councillor Sheila Sismore

f. Event Committee: Town Mayor (Ex Officio) Councillor Maxine Couch (Chairman) Councillor Andy Croft (Vice Chairman) Councillor Brenda A Sumner Stamford Town Council -9- 26 June 2018

Councillor Breda Griffin Councillor Gloria Johnson Councillor David Dorson

Proposal 2 – It was proposed by Councillor Mrs B A Sumner, seconded by Councillor Mrs G Johnson and RESOLVED by majority vote that the above standing Committees be approved and accepted. There were two abstentions.

24. TO APPOINT MEMBERS TO WORKING GROUPS AND OUTSIDE BODIES

a. Browne’s Hospital – Town Mayor (ex officio). It was agreed that Councillor J Dawson, and Councillor B C Sumner continue as Town Council’s appointed members on the Board and Councillor M Sawyer is ex-officio to the Board. It was noted that Councillor Mike Exton is a member in his own right. b. Police Neighbourhood Panel – Councillor M Sawyer offered to continue as representative for the Town Council to attend future Panel meetings and engage with the Lincolnshire Police. c. Stamford United Municipal Charities – It was noted that there were two Councillors interested in being appointed. Councillors Mrs B A Sumner and J Dawson agreed to be re-appointed to attend the meetings for both the Stamford Municipal Almshouse and The Winifred Browne Charities. d. Stamford and District Citizens Advice Bureau – Councillor B Turner agreed to continue as representative to attend meetings on behalf of Stamford Town. e. Sir Malcolm Sargent Concert Committee – Councillor A Croft agreed to continue on the committee as a representative of the Town Council. f. Stamford Hospital Development Advisory Committee – Councillors Mrs S J Sandall and M Exton agreed to continue to attend these meetings on behalf of the Town Council. g. Stamford Festival – Town Mayor (ex officio) & Deputy Mayor (Observer) h. Twinning Association – Councillor H Bisnauthsing agreed to continue as representative of the Town Council to the Association. i. Newsletter Editorial Team – Councillors Mrs S J Sandall and A Croft agreed to support the Civic Officer to produce the Town Council’s quarterly Newsletter. j. Neighbourhood Working Group (Stamford First) – Following discussion it was suggested that the representatives involved in the Stamford Neighbourhood Plan are Councillor David Taylor, Councillor H Bisnauthsing and Councillor S Carroll.

Proposal 3 – It was proposed by Councillor B Sandall, seconded by Councillor Ms M Couch and RESOLVED by majority vote that the above appointments are accepted. There was one abstention. Stamford Town Council -10- 26 June 2018

25. REVIEW OF COUNCIL ASSET REGISTER, DEEDS AND TRUST INSTRUMENTS

The Chairman informed members of the Council that they could view the above documents subject to an appointment with the Town Clerk.

26. STRATEGIC DEVELOPMENT COMMITTEE(Agenda Point 8)

a. Councillor M Sawyer presented the notes of the meeting of Wednesday, 02 May 2018. b. Matter for discussion: c. It was proposed by Councillor Sawyer, seconded by Councillor Mrs S Sismore that the notes are a true reflection of the meeting and be RESOLVED and signed by the Chairman. This was unanimously agreed.

27. PLANNING COMMITTEE(Agenda Point 7)

g. Councillor Miss B Griffin presented the notes of the meeting of Tuesday, 08 May 2018. h. Matter for discussion: i. It was proposed by Councillor Miss Griffin, seconded by Councillor A Croft that the notes are a true reflection of the meeting and be RESOLVED and signed by the Chairman. This was agreed by majority vote with three abstentions.

28. EVENTS COMMITTEE(Agenda Point 6 )

a. Councillor Ms M Couch presented the notes of the meeting of Monday, 14 May 2018. b. Matter for discussion: Councillor Couch encouraged members to support the coming Town Council community event on the Bandstand between 2pm-4pm. c. It was proposed by Councillor Ms Couch, seconded by Councillor Miss B Griffin that the notes are a true reflection of the meeting and unanimously RESOLVED and signed by the Chairman.

29. AMENITIES COMMITTEE(Agenda Point 9)

a. Councillor B Sandall presented the notes of the meeting of Tuesday, 15 May 2018. b. Matters for discussion: i. There was question raised in respect of the Ground Maintenance contract and the cost of the additional grass cut and collect machine for the Cemetery. ii. Councillors commented on the negative feedback received from residents in respect of the grass cutting of the amenity spaces including the Cemetery. Stamford Town Council -11- 26 June 2018

iii. The Town Clerk reported that within the notes there is an intention to produce the Cemetery grants on vellum. As this would not be possible to produce with the current photocopier, could an appropriate, special paper be used instead? Councillor R Sandall stated this could be reviewed.

The Chairman Councillor Sawyer confirmed that as the Council needed to discuss contractual arrangements the meeting needed to go into closed session. Any decision would be placed in the public domain.

Proposal 4 – It was proposed by Councillor Sawyer, seconded by Councillor Couch that in pursuant to Section 1(2) of the Public Bodies (Admission to Meetings) Act 1960 it is resolved that, because of the confidential nature of the business to be transacted, the meeting would continue in closed session during consideration of the next item which relates to personnel matters. It was resolved to exclude the public and press.

The meeting proceeded in Closed Session 8.45pm The meeting resumed in Open Session 9.10pm

During the discussion in Closed Session it was unanimously resolved that a letter is sent immediately to CGM providing one month’s notice to terminate the ground maintenance contract. The Amenities Committee is delegated to engage two new contractors: one for the Cemetery and one for the Recreation Ground and Meadows.

c. It was proposed by Councillor B Sandall, seconded by Councillor Ms M Couch that the notes are a true reflection of the meeting and be RESOLVED and signed by the Chairman. This was unanimously agreed.

30. FINANCE COMMITTEE(Agenda Point 10)

a. Councillor Mrs S J Sandall presented the notes of the meeting of Tuesday, 22 May 2018. b. Matter for discussion: i. 2017/18 External Audit Notification – This had been noted and that the date of the external Audit had been called on 11 June 2018 ii. Internal Auditor’s Report – This had been circulated and the comments noted and implemented. iii. Annual Governance Statement 2017/18 – All responses were positive as all duties and assurances were in place iv. Accounting Statement 2017/18 – These were examined and approved. v. Period for the Exercise of Public Rights – This was approved and will be displayed from 1st June 2018. Stamford Town Council -12- 26 June 2018

vi. LCC Grass Cutting –Certain Councillors raised concern raised over the proposal to take on the LCC’s grass cutting due to the fact that at the Annual Town Meeting two of the three Stamford residents present voted against the proposal. The Town Clerk informed Members that the Annual Town Meeting is a forum to listen to the electorate, but any proposals at that meeting are not binding on the Town Council. It had been agreed for this matter to be properly examined by the Finance Committee and a recommendation made to the Town Council. Following extensive discussion strong views were presented against the Town Council committing to the cut LCC verges.

Proposal 6 – It was proposed by Councillor M Sawyer, seconded by Councillor S J Sandall that a recorded vote is taken on whether the Town Council should commit to cut the verges within Stamford on behalf of LCC.

Those in Favour 5: Councillors M Sawyer, B Sandall, S J Sandall, B A Sumner and B Turner.

Those Against 8: Councillors B Griffin, H Bisnauthsing, M Exton, B C Sumner, T Story, S Sismore, A Croft and S Carroll

Those Abstained 3: Councillors M Couch, G Johnson and D Dorson

The proposal fell.

c. It was proposed by Councillor Mrs S J Sandall, seconded by Councillor Mrs S Sismore that the notes are a true reflection of the meeting and be RESOLVED and signed by the Chairman. This was unanimously agreed.

31. ACCOUNTS FOR PAYMENT(Agenda Point 11)

Schedule no. 2 (transactions 6339 to 6586.) and had been circulated for consideration.

Proposal 7 – It was proposed by Councillor Mrs S J Sandall, seconded by Councillor M Sawyer and RESOLVED that schedule No. 2 is agreed and approved for payment.

32. QUESTIONS WITHOUT DISCUSSION (Agenda Point 12) - None raised

Chairman (The meeting closed at 9.50p.m.)

Stamford Town Council -13- 26 June 2018

STAMFORD TOWN COUNCIL

MINUTES OF THE EXTRA ORDINARY STAMFORD TOWN COUNCIL MEETING HELD ON TUESDAY, 12 JUNE 2018 AT 6.30PM IN THE TOWN HALL, STAMFORD

PRESENT Councillor M Sawyer, Chairman Councillor H Bisnauthsing Councillor M Exton Councillor B Sandall Councillor B C Sumner Councillor Mrs S J Sandall Councillor J Dawson Councillor T Story Councillor Mrs B A Sumner Councillor B Griffin Councillor Ms M Couch Councillor Mrs S Sismore Councillor B Turner Councillor Mrs G Johnson Councillor D Taylor Councillor A Croft Councillor A Swan Councillor A Billington Councillor D Dorson

ALSO PRESENT Town Clerk 2 members of public

The Chairman Councillor Sawyer confirmed the legality of this Extra Ordinary meeting was called in line with the Town Council’s Standing Order having been requested by three councillors.

PUBLIC PARTICIPATION: A member of the public made representation on the deplorable condition of the verges in Stamford. The grass had been left uncut for an extensive period and following the recent cut all the cuttings were left to block the highway gullies. It was hoped that this situation could be addressed and rectified.

The Chairman Councillor Sawyer advised that this was precisely the reason for the meeting having been called and it was hoped the Town Council could reach a final decision. Comments from the public are valued and appreciated.

Stamford Town Council -14- 26 June 2018

33. APOLOGIES FOR ABSENCE(Agenda Point 1)

Councillor S Carroll submitted his reasons for absence. The reasons were noted and accepted.

34. DECLARATION OF INTEREST (Agenda Point 2)

None declared.

35. TO REVIEW THE DECISION AND SUBJECT OF STAMFORD TOWN GRASS CUTTING (Agenda Point 3)

The Chairman Councillor Sawyer stated that there was a simple decision to be made on the subject of cutting the grass verges in Stamford on behalf of Lincolnshire County Council. The Chairman of Finance Councillor Mrs S J Sandall was asked to present the case to clarify any matters members of the Council required clarification. Councillor Mrs S J Sandall

advised that a report prepared by the Town Clerk which had been circulated for consideration. She confirmed that the situation had not changed and following consultation with Lincolnshire County Council, they were only required to ensure the urban verges were would only implement two safety cuts to the verges in Stamford. Unfortunately, due to recent weather conditions the first cut which should have been in April was not carried out until May. A meeting was held with Glendale, the contractors appointed by District Council and County Council separately to undertake their grass cutting contracts. It was believed that this would provide a cost-effective means of operation and delivering a reasonable service. Glendale offered a quote of £2526.33 for each cut during this season. It was negotiated that three cuts would be allow for a reasonable appearance so the verges would look tidy. These cuts could be carried out in June, July and August with the last cut of the season being the safety cut undertaken by Lincolnshire County Council. The total cost for this task would cost Stamford Town Council £7578.99. As it was appreciated that this activity had not been precepted by Stamford Town Council, Lincolnshire County Council has offered to contribute of £4,350.00 to support the Town Council. For this year alone, the actual cost of cutting the urban verges in Stamford would be £3,228.99. Councillor Mrs S J Sandall recognised that there was a fear that this might result in a permanent arrangement. But following further discussion with Lincoln County Council it was confirmed that any arrangement would be reviewable each year and in addition should the Town Council wish to withdraw mid-way through such an agreement two months notification was required. If the Town Council wished to take this on next year, based on the quote received from Glendale the estimated cost for six cuts would be £15,157.98. This would work out to £2.08 per annum on a Band D property which is 4p per week. She Stamford Town Council -15- 26 June 2018

considered if the residents of Stamford were canvassed on this subject it would be clear as to their response. As we all wish Stamford to look at its best. As we are all aware funding in many areas has been cut and Lincolnshire County Council has a contracted budget to work with, but they have confirmed that they will provide the funds that they have allocated for their two cuts to the Town Council. It would be prudent to precept for six cuts and Lincolnshire County Council’s contribution could be utilised for any additional cuts be required. The Town Clerk added that the cuts undertaken by the County Council were purely for safety and not aesthetic purposes. In addition, it has been confirmed that maintenance of all other LCC Assets such as hedges, trees and street lighting will remain their responsibility. Following discussion, it was noted by councillors that the arrangements are cut and drop and asked whether this would continue? Councillor S J Sandall stated that this point had been raised with Glendale and they advised that due to the height of the grass on the first cut, it is usually strimmed but subsequent cuts are undertaken with mowers to deliver a better finish. There was concern that the increase on the local rates continues to increase and the Town Council is being forced to increase their Precept to support Lincolnshire County Council. It was considered by some that this could be seen as double taxation and the concern is where will such allocation end. It was concern that the Town Council should not accept this situation but hold out and keep negotiating for a better outcome. Although it was appreciated that the agreement could be for just one year, provision seems to be already being made for the forthcoming year which may encumber the newly elected Council in 2019. It was observed that the Town Council has no duty to support the County Council. The Town Council has only just recently debated this subject with a recorded vote supporting not to take on this activity. The counter argument was that the level of the increase on the Precept was minimal and the residents of Stamford do not care who cuts their grass but does expect this to be done. It was recognised that the Town Council has earmarked reserves towards this activity so to do nothing could be interpreted as a neglection of duty. It was recognised that only three residents attended the Annual Town Meeting and that 100% of those residents that attended voted against cutting the grass. It is important that the Town Council increases its engagement with its residents to inform them of these situations. Nevertheless, many residents do not attend the meeting are concerned about the situation and want to know when

the grass will be cut. Councillors who abstained at the previous meeting did so as it was felt they did not have sufficient information but recognised that some action needed to be taken for the benefit of Stamford.

The matter of the former Jelson sites is a completely different subject as they are privately owned and not open public urban areas. Stamford Town Council -16- 26 June 2018

The Town Clerk informed the Council may have a legal duty in respect of supporting the County Council but under Highways Act 1980 and Public Health Act 1875 the Town Council has the Power to engage with the principle authorities for the benefit of a town. This matter will need to be addressed by this Town Council as they will set the precept for the newly elected Council in May 2019. But that Council will still have opportunity to withdraw from any such agreement subject to two months’ notice. Stamford Town Council has invested in Stamford in Bloom and not cutting the verges could impact on the outcome. Further the Council was reminded that it holds Silver status of a Quality Council and has expressed a wish to focus on attaining Gold Level. This would enable Stamford Town Council to be a leading council in the District. Not supporting or collaborating with the principle authorities will detract and not enhance this process.

Councillor Mrs Sandall requested a recorded vote to be taken on the proposal.

Proposal 1 – It was proposed by Councillor B Sandall, seconded Councillor Ms M Couch and RESOLVED by majority vote that Stamford Town Council accept to enter into a one-year agreement with Lincolnshire County Council to cut LCC’s urban grass verges during this financial year 2018/19 on three occasions in June, July and August, with LCC continuing to undertake their two safety cuts and to establish a contract with Glendale to cut and strim the identified 98,871m2 at a cost of £2,526.33 per cut. The Town Council will accept the support contribution from LCC of £4,350 towards this activity this financial year.

In Favour 17: Councillors M Sawyer, Miss B Griffin, M Exton, B Sandall, B C Sumner, Mrs S J Sandall, J Dawson, Mrs B A Sumner, Ms M Couch, Mrs S Sismore, B Turner, Mrs G Johnson, D Taylor, A Croft, Mrs A Billington, D Dorson, Mrs M Pitt

Against 3: Councillor H Bisnauthsing, T Story, A Swan

36. TO CONSIDER AND AGREE THE PRESS RELEASE ON THE SUBJECT DEBATED

The prepared drafted press statement had been circulated and was discussed. There was opinion that it the statement should be shorter but the Council wished the statement to be circulated to the press unedited.

Proposal 2 – It was proposed by Councillor Ms M Couch, seconded by Councillor Mrs S Sismore and RESOLVED by majority vote that the press release is agreed and issued unedited. There were 3 votes against and 1 Abstention.

Stamford Town Council -17- 26 June 2018

37. TO CONFIRM RESPONSE TO LINCOLNSHIRE COUNTY COUNCIL HIGHWAYS

It was the consensus that the Town Clerk confirm the decision to Lincolnshire County Council subject to a one-year contract.

The meeting closed at 7.15p.m. Chairman

Stamford Town Council -18- 26 June 2018

STAMFORD TOWN COUNCIL

MINUTES OF THE EVENTS MEETING HELD ON MONDAY, 04 JUNE 2018AT 6.00PM IN THE TOWN HALL, STAMFORD

PRESENT Councillor Max Sawyer (Town Mayor) Councillor Ms Maxine Couch (Chairman) Councillor Andy Croft (Vice Chair) Councillor Miss Breda Griffin Councillor Mrs Brenda Sumner Councillor Dave Dorson

ALSO PRESENT Mrs Patricia Stuart-Mogg - Town Clerk

PUBLIC PARTICIPATION – None

38. APOLOGIES FOR ABSENCE (Agenda Point 1)

Councillor Mrs Gloria Johnson submitted her apologies, these were noted and accepted.

39. DECLARATIONS OF INTEREST (Agenda Point 2)

None made.

40. MINUTES (Agenda Point 3)

The Minutes of the Committee Meeting held on Monday, 14 May 2018, where confirmed and signed as a true record of the meeting.

41. ACTION POINTS (Agenda Point 4) a. Royal British Legion (RBL) Armistice Centenary Commemorative Programme – No further details were received in respect of this Commemorative Programme which is being organised by RBL solely, and not by the Town Council. The Committee agreed to remove it from the action list.

All other action points were within the agenda.

42. MUSICAL EVENT ON BAND STAND – Sunday 03 June 2018 (Agenda Point 5)

The Chairman Councillor Maxine Couch reported that the event had been a success, with and audience of approx.. 50+ . It was disappointing that the attendance had not been larger, especially as the weather was fine and the musical programme was enjoyed by all who attended. The event was streamed live on Facebook, social media and Stamford Town Council -19- 26 June 2018

Rutland Radio had publicised the event well. No advert had been placed in the Stamford Mercury which may have resulted in an increased attendance. Councillor Dorson offered to push all events on social media. Local theatre groups, pubs, clubs and wider range of radio stations should be approached. It was recognised that there had been a number of other events which clashed that weekend and it may be prudent to undertake more research when setting the date next year. The investment in a banner of such events was considered and it could be installed on the Recreation Ground Bandstand to alert people of future events.

Proposal 1 – It was proposed by Councillor Ms Couch, seconded by Councillor Miss Griffin and unanimously RESOLVED that the cost of a reusable banner is investigated. Action: Cllr Couch

Following further discussion, it was considered that vehicle access to the bandstand for concerts may need to be considered for groups with considerable number of pieces of equipment. The Committee considered booking the bandstand for another event towards the end of the year possibly some in September but this would be discussed at a future meeting.

43. STAMFORD CHRISTMAS FESTIVAL, Sunday 25 November 2018 (Agenda Point 6) a. SCF18 Poster – The Chairman Councillor Maxine Couch confirmed that this would be available for the next meeting for consideration. Action: Cllr Couch / Administration Officer b. Upgrade of Festive Street Lighting Scheme – The Town Council’s contractors Lite had submitted a proposal for the enhanced of festive lighting in the High Street. It was confirmed that are nine cross- street cables within the scheme. The cost of the enhancement would be £600.00 for each cross- street cable (total £5,400.00). The installation of the festive lighting scheme this year would be £21,200.00. It was noted that this included the out- of-season storage charge.

Proposal 2 – It was proposed by Councillor Ms Couch, seconded by Councillor Miss Griffin and unanimously RESOLVED that the enhancement of the scheme in the High Street should be agreed and accepted. Action: Cllr Couch / Town Clerk

c. Christmas Tree for Red Lion Square - The Town Clerk confirmed that both Burghley and RAF Wittering had been approached in respect of the provision and support for the installation of the tree in Stamford Town Council -20- 26 June 2018

Red Lion Square. A date for selecting the tree would be confirmed at the next meeting. d. Entertainment – The Chairman Councillor Couch informed the meeting that contact had been made with various organisations for the following services: i. Marquee – The provision of the marquee had been made at a cost this year was £460.00 + VAT a purchase order had been issued. ii. Puppet Show – Paul Temple who provided the puppet show last year was a huge success and the Chairman suggested that he is booked again for this year. The Town Clerk would confirm arrangements once the cost had been established. Action: Town Clerk iii. Morris Men – The Rutland Morris Men had confirmed to the Chairman that they would be happy to perform again at this year’s event at the same cost of £150.00 iv. Reindeer – The reindeer from Woodbine Farm should be booked again as they prove to be a very important and popular attraction. Action: Town Clerk v. Midland Bernese Dogs – It was the consensus that these dogs had been another popular attraction. The Chairman had spoken to the organisers and had confirmed that they would be welcome to attend this year. e. Traders – It was confirmed that already a number of traders had submitted their booking forms. Following discussion, it was the consensus that a limit should be set for the number of charity stalls and the concessionary rate applied.

Proposal 3 - On the proposal of Councillor Breda Griffin, seconded by Councillor Croft and unanimously RESOLVED the limit on concessionary charity stalls is four with the concessionary rate applied being £40.00.

f. Stalls & Barriers – The Town Clerk had requested the cost for the stalls and barriers for this year and is waiting feedback. g. Volunteers – The Town Clerk reported that New College Stamford had expressed interest in offering some volunteer for the event. It was noted that the Town Clerk has a meeting scheduled to explore this further. h. First Aid – There was discussion as to how first aid could be provided more cost effectively. Following discussion, it was recognized that as the event is very popular and drew large crowds the Safety Advisory Group anticipate a professional team facility to be available. However, a request would be made to RAF Wittering to investigate whether they could provide any medical support staff. Action: Town Clerk

Stamford Town Council -21- 26 June 2018

44. REVIEW OF 2018/19 BUDGET (Agenda Point 7) a. Bunting - The Town Clerk reported that the bunting in Red Lion Square would be installed the coming weekend. A provision will need to be made for next year for new bunting as the current stock had come to the end of its shelf life. b. Cakes and Flags – Councillor Croft advised that he had submitted his invoice to the value of £45.00 for the provision of cakes for the Senior Citizens Concert. This was noted and agreed. The Town Clerk informed the meeting that the invoice for £25 for the flags which had been approved had been paid.

45. ANY OTHER MATTERS FOR CONSIDERATION (Agenda Point8)

The following items should be included on the next agenda for discussion: i. Another event on the Bandstand ii. Stamford Festival feedback iii. Website updates of events

46. DATE OF NEXT MEETING: (Agenda Point 9) – Monday, 02 July 2018 at 6pm

Chairman (The meeting closed at 6.50 pm.) Stamford Town Council -22- 26 June 2018

STAMFORD TOWN COUNCIL

MINUTES OF THE PLANNING MEETING HELD ON TUESDAY, 05 JUNE 2018 AT 6.00PM IN THE TOWN HALL, STAMFORD

PRESENT Councillor M Sawyer (Town Mayor) - left at 6.55pm to attend Amenities Committee Councillor S Carroll (Chair) Councillor Miss B Griffin (Vice Chairman) Councillor D Dorson Councillor M Pitt

ALSO PRESENT Richard Tracey – Administration Officer 2 members of the public Public Participation: 2 members of the public came to speak to the committee and it was recommended that they give a presentation to Full Council at the next meeting on Tuesday 26 June 2018. 6.20pm - The formal meeting commenced. The public left the meeting. 47. APOLOGIES FOR ABSENCE (Agenda Point 1)

None

48. DECLARATION OF INTEREST (Agenda Point 2)

Councillor Dawson and Councillor Carroll declared a Personal interest in application S18/0913 as they are acquainted with the applicant. Councillor Dawson declared a Personal interest in application S18/0945 as he is acquainted with the applicant. 49. MINUTES (Agenda Point 3)

The Minutes of the Committee Meeting held on Tuesday, 08 May 2018 were confirmed and signed as a true record of the meeting.

50. PLANNING APPLICATIONS (Agenda Point 4)

The Committee’s observations are shown on the attached schedule.

51. CORRESPONDENCE (Agenda Point 5)

a. Notification of Planning Appeal against refusal of planning permission – S17/1949 ‘Reconfiguration of car parking area, including wall demolition to facilitate the creation of additional parking spaces’ and S17/1950 ‘Alterations to Listed Building Stamford Town Council -23- 26 June 2018

including demolition of existing wall and reconfiguration of car parking area’ at 2 St Mary’s Hill, Stamford PE9 2DW – noted by Committee.

52. ANY OTHER BUSINESS (Agenda Point 6)

53. DATE OF NEXT MEETING (Agenda Point 7) Tuesday, 03 July 2018 at 6.00pm.

Chairman

(The Meeting closed at 7.30pm) Stamford Town Council -- 24 -- 26 June 2018

Date Date Ref. No. Proposed Development and Location Type of Applicant and Address Observations on Application Valid Received Permission

04-05-18 14-05-18 S18/0784 Demolition of existing garage and erection of Householder Mr & Mrs M Brunker No objection subject to neighbours’ two storey side extension 11 Vence Close, Stamford amenities being respected 11 Vence Close PE9 2LZ

04-05-18 14-05-18 S18/0802 Erection of single storey rear extension Householder Mr & Mrs Batkin No objection subject to neighbours’ 69 Banks Crescent 69 Banks Crescent, Stamford amenities being respected PE9 1FF 30-04-18 14-05-18 S18/0786 Non-material amendment to planning Non-Material Mrs Caroline Jenkinson SKDC Decision: Approved 29/05/18 approval S17/2377 for the reduction in depth Amendments 75 Drift Road, Stamford (Decided before Planning of extension by 2m PE9 1XB Committee meeting held) 75 Drift Road 05-03-18 16-05-18 S18/0439 Erection of single storey and first floor Householder - Messrs Robert & Previous comments 03/04/18 - Strong extensions Amended Jeremy Simons concerns over a veranda being created on the south elevation leading to loss of privacy Cranleigh, New Cross Road, Stamford Information Perth House, for both properties either side of the PE9 1AJ 27 Soulbury Road, bungalow. The dormer window on the east Leighton Buzzard LU7 2RN elevation is visually obtrusive and should be obscured glazed and fixed/non-opening. Recommend a site visit from SKDC Planning Officer and Building Inspector. Previous comments remain. 11-05-18 17-05-18 S18/0631 Erection of single storey extension Householder Mr James Cannings No objection subject to neighbours’ 51 Casterton Road 51 Casterton Road, amenities being respected Stamford PE9 2UA 11-05-18 18-05-18 S18/0863 Removal of an existing single storey Householder Mr & Mrs Kellie No objection subject to neighbours’ extension and erection of new single storey 21 Exeter Gardens, Stamford amenities being respected rear extension PE9 2RN 21 Exeter Gardens

Stamford Town Council -- 25 -- 26 June 2018

Date Date Ref. No. Proposed Development and Location Type of Applicant and Address Observations on Application Valid Received Permission

11-05-18 18-05-18 S18/0866 Erection of a single storey extension Householder Mrs Sue Baverstock Difficult to make a decision due to following the removal of an existing 15 Oak Road, Stamford lack of plans online conservatory PE9 2JG 15 Oak Road

11-05-18 18-05-18 S18/0883 Erection of fence Householder Mrs R Price No objection but concerns over 14 Birch Road 14 Birch Road, Stamford highway safety due to possible PE9 2FB obscured vision for motorists 14-05-18 18-05-18 S18/0879 Erection of two storey side extension Householder Miss Hannah Campion No objection subject to neighbours’ following the removal of an existing detached 17 Priory Road, Stamford amenities being respected garage. Erection of a single storey rear PE9 2EU extension and loft conversion to form 2nd floor accommodation 17 Priory Road 17-05-18 21-05-18 S18/0913 Demolish existing conservatory and replace Householder Mr Eddie Ball No objection subject to neighbours’ with single storey extension 10 Dickens Drive, Stamford amenities being respected 10 Dickens Drive PE9 2GS 14-05-18 21-05-18 S18/0861 Agreement of details for phase 2 of drainage Discharge of Annette Palmer Defer to SKDC Case Officer scheme required by condition 16 of S13/2771 Conditions Unit 2, The Osiers Business Tinwell Road, Stamford (Planning) Park, Laversall Way, Leicester LE19 1DX 08-05-18 21-05-18 S18/0875 Removal of floor in boiler room and Listed Mr J Bolton No objection. introduction of damp proof membrane Building 11 St Peter's Street, Defer to SKDC Conservation Officer 11 St Peter's Street Consent Stamford PE9 2PQ

Stamford Town Council -- 26 -- 26 June 2018

Date Date Ref. No. Proposed Development and Location Type of Applicant and Address Observations on Application Valid Received Permission

18-05-18 21-05-18 S18/0877 Erection of a single storey rear extension Householder Mr Brian Stephens No objection subject to neighbours’ 22 Oak Road 22 Oak Road, Stamford amenities being respected PE9 2JG

16-11-17 22-05-18 S17/2095 Erection of a timber garden room Householder - Mr Davies Previous comments 05/12/17 - No objection 6 Barn Hill Amended 6 Barn Hill, Stamford subject to neighbours’ amenities being respected and materials being sympathetic Information PE9 2AE to the Conservation Area. As previous comments. Defer to SKDC Case Officer and Conservation Officer 16-11-17 22-05-18 S17/2096 Listed building consent for the erection of a Listed Mr Davies Previous comments 05/12/17 - Materials timber garden room Building 6 Barn Hill, Stamford should be sympathetic to the Conservation Area. Defer to SKDC Conservation Officer 6 Barn Hill Consent PE9 2AE As previous comments. 18-05-18 22-05-18 S18/0894 Erection of two storey rear extension Householder Mr & Mrs M Bailey No objection subject to neighbours’ 3 Keats Grove 3 Keats Grove, Stamford amenities being respected PE9 2GY

21-05-18 22-05-18 S18/0922 Fig tree - Crown clean and 2m reduction on Trees in CA - Mrs Watson Defer to SKDC Arboricultural Officer. east facing limbs Section 211 4 Marshall's Yard, Stamford Difficult to make a decision and how 4 Marshall's Yard Notice PE9 2BP neighbours are affected due to lack of information. 22-05-18 23-05-18 S18/0945 Erection of replacement rear extension, Householder Mr O'Neill & Mrs J Kalms No objection subject to neighbours’ single storey side extension and dormer 37 Redcot Gardens, amenities being respected. window along with alterations Stamford Concerns about overdevelopment of 37 Redcot Gardens PE9 1DL the site. 22-05-18 23-05-18 S18/0919 Creation of new window Householder Mr & Mrs Dickinson No objection subject to neighbours’ 34 Princes Road 34 Princes Road, Stamford amenities being respected. PE9 1QT Concerns about adding a second window.

Stamford Town Council -- 27 -- 26 June 2018

Date Date Ref. No. Proposed Development and Location Type of Applicant and Address Observations on Application Valid Received Permission

24-05-18 24-05-18 S18/0959 Erection of log cabin Householder Kate Cadman No objection subject to neighbours’ 14 St Georges Square 14 St Georges Square, amenities being respected and the Stamford PE9 2BN use of sympathetic materials. Defer to Conservation Officer 22-05-18 25-05-18 S18/0940 Section 73 application to vary condition 2 Householder Fr Simon Gillespie Defer to SKDC Case Officer and (Approved Plans) of planning approval Church of St Mary and St Conservation Officer S17/0055 Augustine, Broad Street, Church of St Mary and St Augustine's Church Stamford PE9 1PG Hall, Broad Street, Stamford PE9 1PG 22-05-18 25-05-18 S18/0941 Section 19 application to vary condition 2 Listed Fr Simon Gillespie Defer to SKDC Case Officer and (Approved Plans) of planning approval Building Church of St Mary and St Conservation Officer S17/0056 Consent Augustine, Broad Street, Church of St Mary and St Augustine's Church Stamford PE9 1PG Hall, Broad Street, Stamford PE9 1PG 25-01-18 25-05-18 S18/0086 Construction of Swimming Pool Householder - Mr James Chew Previous comments 06/02/18 - No objection 9 Barn Hill Amended 9 Barn Hill, Stamford subject to neighbours’ amenities being respected Information PE9 2AE No objection subject to neighbours’ amenities being respected and trees remain unaffected. Defer to SKDC Arboricultural Officer

25-01-18 25-05-18 S18/0087 Construction of Swimming Pool Listed Mr James Chew Previous comments 06/02/18 - Defer to SKDC 9 Barn Hill Building 9 Barn Hill, Stamford Conservation Officer, should be sympathetic to the Conservation Area. Consent - PE9 2AE Previous comments remain Amended Information

Stamford Town Council -- 28 -- 26 June 2018

Date Date Ref. No. Proposed Development and Location Type of Applicant and Address Observations on Application Valid Received Permission 10-05-18 29-05-18 S18/0855 Non-material amendment to planning Non-Material Mr Gordon Chaytor No documents available online. approval S17/0198 to alter fenestration and Amendments 16 Stirling Road, Stamford Defer to SKDC Case Officer rooflights (Householder) PE9 2XF 16 Stirling Road 23-05-18 29-05-18 S18/0891 Creation of 2nd floor within existing void Householder Mr & Mrs N Brake No objection subject to neighbours’ space along with two roof lights Tivoli Cottage, amenities being respected Tivoli Cottage, 5 Wothorpe Road 5 Wothorpe Road, Stamford PE9 2JR 23-05-18 29-05-18 S18/0892 Listed Building consent for the creation of Listed Mr & Mrs N Brake Defer to SKDC Conservation Officer. 2nd floor within existing void space along Building Tivoli Cottage, Materials should be sympathetic to with two roof lights Consent 5 Wothorpe Road, Stamford the Conservation Area. Tivoli Cottage, 5 Wothorpe Road PE9 2JR 24-05-18 04-06-18 S18/0960 Non-Material Amendment to planning Non-Material Mr Colin Holmes & Ms No plans available showing approval S17/0338 to alter roof design, Amendments Alison Holmes amendments. layout and further alterations (Householder) 2 Willoughby Road, Defer to SKDC Case Officer 2 Willoughby Road Stamford PE9 1SP 29-05-18 04-06-18 S18/0985 Non-Material Amendment to planning Non-Material Mr & Mrs Hammond No documents available. approval S18/0035 to alter boundary line and Amendments 10 Sutherland Way, Concerns over the alterations to the single storey extension width (Householder) Stamford PE9 2TA boundary line. 10 Sutherland Way 04-06-18 05-06-18 S18/1019 Change of Use from A1 to B1 office Full Planning Mr Adam Mezzatesta No objection subject to neighbours’ 27B Scotgate, Stamford PE9 2YQ Permission Bands For Hire Ltd amenities being respected. 28 Porters Lane, Concerns over the provision of car Easton on the Hill parking spaces and long stay car Stamford PE9 3NF parking.

These observations have been submitted under delegated powers and will be presented to Stamford Town Council for ratification at the scheduled meeting on 26 June 2018. Stamford Town Council -- 29 -- 26 June 2018 COPIES OF DECISIONS ISSUED BY SOUTH KESTEVEN DISTRICT COUNCIL AND RECEIVED SINCE THE TOWN COUNCIL MEETING HELD 29 MAY 2018

Conditional Planning Permission

Decision Ref. No. Applicant Proposal Location STC Comments Date 29-05-18 S18/0345 Mr & Mrs G Collins Replacement of garden store with store 21 Alexandra Road, Stamford PE9 1QR No objection subject to neighbours' and greenhouse amenities being respected 31-05-18 S18/0595 Mr & Mrs W Erection of first floor extension to 23 Aberdeen Close, Stamford PE9 2TN No objection subject to neighbours’ Everitt dwelling frontage and side and rear amenities being respected single storey extension, along with alterations 06-06-18 S18/0067 Mr & Mrs T Salt Erection of a detached bungalow 14A Highlands Way, Stamford PE9 2XJ We object subject to the narrow with attic accommodation width of the access to the property and the privacy of existing properties due to the overdevelopment of the site. 07-06-18 S18/0623 Mr David Change of Use from shop to café 9A St George's Square, Stamford PE9 2BN No objection to change of use but Dunbavand (A3) strong concerns regarding outside seating on public/pedestrian access footpaths. Resident’s letter of concern will be forwarded to the Planning Officer. 07-06-18 S18/0658 Mr & Mrs Erection of replacement garage Uplands, 74 Roman Bank, Stamford PE9 No objection subject to neighbours’ McClarnon 2ST amenities being respected 08-06-18 S18/0698 Mr Philip Single storey rear extension 2 Armley Grove, Stamford PE9 1DR No objection subject to neighbours’ Etheridge amenities being respected 08-06-18 S18/0660 Mr Alistair Clarke Section 73 application to vary 2 Wharf Road, Stamford PE9 2DU Totally agree with conditions laid condition 3 (Materials) of planning down by SKDC Planning and trust they approval S17/2053 will be adhered to 12-06-18 S18/0618 Mr & Mrs Shek Erection of two storey and single 39 Conduit Road, Stamford PE9 1QQ No objection subject to neighbours’ storey extensions and alterations amenities being respected 12-06-18 S18/0680 Mr John Clifford Replacement of existing 28 Oak Road, Stamford PE9 2JG Insufficient information provided to conservatory with new sunroom make a decision on this application. Stamford Town Council -- 30 -- 26 June 2018

Decision Ref. No. Applicant Proposal Location STC Comments Date 13-06-18 S18/0526 Mr S Wallace & Single storey extension to front, side 131 Casterton Road, Stamford PE9 2UG No objection subject to neighbours’ Mr H Gillies and rear, along with the enlargement amenities being respected of drive and drop kerb 14-06-18 S18/0642 Mr & Mrs I Erection of rear extension 16 Elton Close, Stamford PE9 2UL No objection subject to neighbours’ Burnham amenities being respected 14-06-18 S18/0672 Mr & Mrs Little Erection of extension to dwelling 6 Luffenham Close, Stamford PE9 2SE No objection subject to neighbours’ frontage including alteration to amenities being respected existing lobby 14-06-18 S17/0829 Mr Stewart Demolition of garages and storage Land off East Street, Stamford No objections subject to neighbours’ Dorey buildings and construction of 32-bed amenities being respected and boarding house for Stamford Conservation Officer approval and Endowed Schools materials are in keeping with the Conservation Area. 18-06-18 S18/0650 Mr & Mrs Smith Erection of single storey rear 3 Ermine Way, Stamford PE9 2XL No objection subject to neighbours’ extension amenities being respected

Listed Building Consent

Decision Ref. No. Applicant Proposal Location STC Comments Date 06-06-18 S18/0679 Mr David Pennell Installation of removable Acorn Stair 12 Lord Burghley's Hospital, Station No objection subject to conforming to lift to provide access to the first floor Road, Stamford PE9 2LD Listed Building Regulations and materials of a Listed Building sympathetic to the Conservation Area.

Stamford Town Council -- 31 -- 26 June 2018

Approval of Non-Material Amendment(s) Householder

Decision Ref. No. Applicant Proposal Location STC Comments Date 07-06-18 S18/0855 Mr Gordon Non-material amendment to planning 16 Stirling Road, Stamford PE9 2XF No documents available online. Chaytor approval S17/0198 to alter fenestration Defer to SKDC Case Officer and rooflights

Approval of Reserved Matters

Decision Ref. No. Applicant Proposal Location STC Comments Date 14-06-18 S18/0773 Mr David Pistolas Reserved matters application for 2 Land Off Melrose Close, Stamford Stamford Town Council and the Planning no. semi detached dwellings Committee continues to strongly object to the loss of green spaces on estates that were originally designed for the public wellbeing.

Stamford Town Council -- 32 -- 26 June 2018

Stamford Town Council - Correspondence from LCC Highways- Traffic Orders

Please contact LCC Customer Service Centre on 01522 782070 for further information Date Received Content & Location Reason for Closure Period of Closure 31-May-18 Temporary Traffic Restriction: Stamford Festival Parade of Floats 08.00 Hrs to 18.00 Hrs 23/06/18 Recreation Ground Road 'No Waiting/No Loading at any time' (Restrictions to be implemented as North Street Orders in place on: & when required during this period) Scotgate Recreation Ground Road Red Lion Square Broad Street Red Lion Street Broad Street Star Lane St Paul's Street Alternative Route: Local diversion routes & access arrangements will be signposted 07-Jun-18 Temporary Road Closure: Stamford Mayor's Sunday Processions 08.00 Hrs to 13.00 Hrs St Mary's Hill 24/06/18 St Mary's Street (Closures to be implemented as & St John's Street when required during this period) Red Lion Square All Saint's Place Barn Hill Alternative Route: Local diversion routes & access arrangements will be signposted 13-Jun-18 Partial Road Closure & Temporary traffic light Essential maintenance works to 09/07/18 to 17/08/18 system: Stamford Stamford School Footbridge, East (Closures to be implemented as & East Street/ St Paul's Street junctions Street by JB Specialist when required during this period, A1175 Brazenose Lane (Closed at junction with St Refurbishments Ltd. signage detailing accurate dates & Paul's Street) times will be displayed on site in Alternative Route: Local diversion routes & access advance) arrangements will be signposted

Stamford Town Council -- 33 -- 26 June 2018

STAMFORD TOWN COUNCIL

MINUTES OF THE AMENITIES MEETING HELD ON TUESDAY, 05 JUNE 2018 AT 7.00PM IN THE TOWN HALL, STAMFORD

PRESENT Councillor M Sawyer (Town Mayor) Councillor B Sandall (Chairman) Councillor J Dawson Councillor Ms M Couch Councillor D Taylor Councillor A Swan Councillor Mrs A Billington

ALSO PRESENT Deputy Town Clerk Councillor S Carroll

PUBLIC PARTICIPATION – None

54. APOLOGIES FOR ABSENCE (Agenda Point 1)

Councillor Mrs G Johnson (Vice Chair) submitted her reason for absence. The reason was noted and accepted.

55. DECLARATIONS OF INTEREST (Agenda Point 2)

Councillor Ms M Couch declared a Personal Interest in respect of any discussions relating to the Orchard quote for the Shack Shutters as she is an employee of the Company.

56. MINUTES (Agenda Point 3)

The Minutes of the Committee Meeting held on Tuesday, 15 May 2018, where confirmed and signed as a true record of the meeting.

57. CGM GROUND MAINTENANCE CONTRACT REPORT (Agenda Point 4)

The committee were informed CGM had been contacted regarding the Stamford Town Council’s notice to terminate their Ground Maintenance Contract. It was reported that CGM’s response was that they wished to terminate the Town Council Ground Maintenance Contract with immediate effect from 31st May 2018.

A meeting had been convened on 1st June 2018 to hand over all keys and to approve the sign-off of workshops to ensure they were cleared and left in Stamford Town Council -- 34 -- 26 June 2018

good order. Unfortunately, CGM had not completed this task by June 1st and were given an extension to clear the areas.

The committee were advised that there was still an outstanding charge for the cut and collect mower which had be negotiated in consultation with the Chairman Councillor R Sandall that the Town Council would only pay half the cost of hire at £275 as the machine had been out of commission for most of the hire period, in addition damage had been cause by CGM to pathway, graves and memorials.

Proposal 1- On the proposal of Councillor Ms M Couch, seconded by the Councillor M Sawyer, it was unanimously RESOLVED the Council supports the decision, agreeing to accept the cost of the cut and collect machine and pay half the cost of hire at £275 as the machine had been out of commission for most of the hire period and compensation for the damage cause by CGM to pathway, graves and memorials. This would bring the matter to a close.

The committee were advised that a meeting had taken place to review the grass cutting elements of the contract and 2 new contactors had been appointed, SMV Contract Services for the Cemetery grass cutting at the cost of £2600 plus VAT per cut which will be a cut and collect with the option to cut and drop if the council feels that collection is not require; and MKS Groundworks for the grass cutting for Recreation Ground at the cost of £575 plus VAT per cut and Meadows at the cost of £350 plus VAT per cut which will be cut and drop. Both contractors will initiate the cuts fortnightly at the respective areas with 12 cuts being undertaken this year. The arrangements will be reviewed in November with a possible extension of a further 3 years contact.

Proposal 2- On the proposal of Councillor D Taylor, seconded by the Councillor Mrs A Billington, it was unanimously RESOLVED the Council appoints the two new contractors: SMV Contract Services for the Cemetery grass cutting at the cost of £2600 plus VAT per cut which will be based on a cut and collect with the option to cut and drop if the Town Council considered that collection of the grass is not require; MKS Groundworks for the grass cutting for Recreation Ground at the cost of £575 plus VAT per cut and Meadows at the cost of £350 plus VAT per cut which is based on cut and drop. Both contractors will initiate the cuts fortnightly cuts at the respective areas with 12 cuts being undertaken this year. The arrangements will be reviewed in November with a possibly extension of a further 3 years contact.

The committee were advised that the other duties of litter picking and opening of the cemetery gates will be covered by the Amenities Operatives. The times for the gates will need to be amended to 8am to 9pm from April to September and 8am to 6.30pm from October to March which will be controlled by the Amenities Operatives. Waste collection would need to be implemented with a Stamford Town Council -- 35 -- 26 June 2018

trade waste skip at a cost of £15 per collection from SKDC on the Recreation Ground and one at the Cemetery and a Green waste skip at a cost of £250 plus VAT per pick up for a 14-yard lockable skip for the Recreation Ground and £160 plus VAT per pick up for a 14-yard open skip for the cemetery from Mountain skip hire.

Proposal 3- On the proposal of Councillor Ms M Couch, seconded by the Councillor A Swan, it was unanimously RESOLVED the Council accepts the change in time for the Cemetery gates to 8am to 9pm from April to September and 8am to 6.30pm from October to March which will be controlled by the Amenities Operatives.

Proposal 4- On the proposal of Councillor Ms M Couch, seconded by the Councillor M Sawyer, it was unanimously RESOLVED the Council accepts the implementation of a trade waste skip at a cost of £15 per collection from SKDC on the Recreation Ground and one at the Cemetery and a Green waste skip at a cost of £250 plus VAT per pick up for a 14-yard lockable skip for the Recreation Ground and £160 plus VAT per pick up for a 14-yard open skip for the Cemetery from Mountain skip hire.

58. ALLOTMENTS (Agenda Point 5)

a. Feedback on action points

a. Approve of quote to install water troughs on Uffington Road (South & New) – It was confirmed that PO was to be issued for the installation of troughs 2 water troughs with concrete supports at Uffington Road South and Uffington Road New allotment sites, at the cost of £358.44 inc VAT installed by Gordon Bush Gas & Plumbing Solutions. b. Clearance of plot WF41b – It was confirmed that these works are now complete. c. Priory Road Boundary Wall. – The committee were informed that a letter had been received by East Midlands Building Consultancy on behalf of SKDC Environmental Health. The letter stated that the boundary wall had been inspected and considered to be in a dangerous condition, the residents wish to have structural piers erected on the allotment side. Discussions ensued and it was agreed that a meeting with EMBC would be arrange before any decision is made. Action

b. To consider Management & Maintenance Report The Deputy Town Clerk presented the report on the status of the allotment waiting list, current vacancies, deposits held, confirmation of the next site visit and Site Representative meeting.

i. To approve the quote for the installation of a Carpark at Uffington N site- – It was noted that quotes had been received for the laying of the car Stamford Town Council -- 36 -- 26 June 2018

park at Uffington Road South with the further information requested by the committee. Both quotes were reviewed by the committee and agreed that the quote from M.W. Edwards Groundworks & Building Services was accepted at the cost of £2250 plus VAT with the caveat that the works must be completed by 1st August 2018 and the meadows dip must also be completed by that time.

Proposal 5- On the proposal of Councillor J Dawson, seconded by the Councillor Mrs A Billington, it was unanimously RESOLVED the Council accepts the quote from M.W. Edwards Groundworks & Building Services was accepted at the cost of £2250 plus VAT with the caveat that the works must be completed by 1st August 2018 and the meadows dip must also be completed by that time.

ii. Update on Plot PR21a clearance- a quote for the clearance and rotavating of the plot to get it ready for rental was received from Inside & Out at the cost of £175 for the clearance of the allotment PR21a at Priory Road Allotment site.

Proposal 6- On the proposal of Councillor J Dawson, seconded by the Councillor Mrs A Billington, it was unanimously RESOLVED the Council accepts the quote from Inside & Out at the cost of £175 for the clearance of the allotment PR21a at Priory Road Allotment site.

iii. To consider request for a large shed to be installed on US 01 & 02 – This item was deferred to the next meeting due to Mindspace being unable to attend.

59. PROGRAMMED EVENTS (Agenda Point 6) a. To consider Management & Maintenance Report together with any correspondence i. To consider feedback on the events which have used the Meadows – The committee were advised that the Antiques Fair went well with no issues and the grounds have been left in good order. The committee were issued the breakdown summary of the costings for the antiques fair.

60. RECREATION GROUND (Agenda Point 7)

a. Feedback on action points i. Update on installation of renewal fencing • Recreation Ground Fencing of former Bowling Green and Grass Tennis Courts – It was confirmed that the fencing work commenced on 8th May and is progressing well and should be completed this week. Further Stamford Town Council -- 37 -- 26 June 2018

quote to be gained for the section from grass tennis courts to the shack to prevent access from gaps in the hedging. • Fencing panel at the Skate Park- It was confirmed the Skate Park gate has been ordered and works will be finished when the fencing of the former Bowling Green is completed and should be completed this week. ii. The enhancing of the outdoor play equipment for all abilities- It was confirmed that the installation of the mulching surface in the toddler area was complete. The Springer play equipment, followed by the Nature Trail would be installed towards the end of June. The committee were advised that the materials for the nature trail are being improved in durability. These will be installed once the new items are available. It was noted that the 3 new play panels and 1 butterfly roundabout were on order and are waiting for a start date. iii. Removal of old Park Attendant hut- It was reported that the old park attendant’s hut is ready to be removed a PO has been issued a start date is to be agreed.

b. To consider Management & Maintenance Report i. To consider quote for the new secure shutters for Shack – It was confirmed that a quote had been received for the installation of the two new security shutters on the new section of the shack at the cost of £622.15 plus Vat from Orchard Building Contactors Ltd.

Proposal 7- On the proposal of Councillor J Dawson, seconded by the Councillor M Sawyer, it was agreed with 1 abstention and RESOLVED the Council accepts the quote for the installation of the two new security shutters on the new section of the shack at the cost of £622.15 plus VAT from Orchard Building Contactors Ltd.

ii. To consider the quote for alteration to access of proposed public gym site- It was confirmed that a quote had been received for the installation of an access ramp to the proposed public gym site at a cost of £2750 plus VAT from M.W. Edwards Groundworks & Building Services. The committee decided this item would be deferred to the next meeting when a site visit before the meeting would take place. iii. To consider the replacement of Web Swing - It was confirmed that a quote had been received for the installation of the replacement web swing frame in steel due to the old frame failing due to age at a cost of £3500 plus VAT from AMG Sport-play Ltd. The committee decided this item would be deferred to the next meeting when a site visit before the meeting would take place.

Stamford Town Council -- 38 -- 26 June 2018

61. MEADOWS (Agenda Point 8)

a. Feedback on action points i. Ground repairs in respect of the sunken ground to the entrance of Meadows at Lammas Bridge - The Deputy Town Clerk reported the works were scheduled to commence this April. Unfortunately, due to weather conditions and the saturation of the Meadows the works will be delayed until the ground condition has improved. No date has been confirmed.

62. CEMETERY (Agenda Point 9)

a. Feedback on action points i. New Lodge Tenancy Agreement – It was reported the damp course work has been completed. The date for the guttering installation is to be started 14th June 2018, On the completion of all works the new tenancy contract will be signed. ii. X&Y plot holders – It was reported the legal advisor has received the list of grant holders still not complying with the regulations and will be issuing further letters requesting compliance. A copy of the letter to be sent to the grant holders was circulated. Proposal 8- On the proposal of Councillor JA Swan, seconded by the Councillor Ms M Couch, it was unanimously RESOLVED the Council approves the letter and accepts that it is to be sent out the grant holders not complying with the Cemetery Regulations.

iii. Memorial repairs –It was confirmed that PO 170141 has been issued for the repairs and will be completed this week.

b. To consider Management & Maintenance Report i. Update on Cemetery extension work– It was reported that the clearance works are completed and a sign off date is required to confirm if there is a requirement for the grounds to be levelled further. The next phase now needs to be planed for the installation of roadways, pathways, car park, landings, drainage and the grassing of the area. This is to be review at the committee site visit. ii. Consider the Cemetery Pubic Convenience Planning Application - It was reported that a meeting is to take place on Saturday 9th June 2018 to have a digitally drawn plan of the proposed unisex toilet which can be submitted to SKDC planning to comply with the building regulations. A working group of Councillor B Sandall and Councillor Ms M Couch will manage the project.

Stamford Town Council -- 39 -- 26 June 2018

Proposal 9- On the proposal of Councillor J Dawson, seconded by the Councillor D Taylor, it was unanimously RESOLVED the Council accepts that Councillor B Sandall and Councillor Ms M Couch manage the project.

iii. Update Vehicle Incident resulting in structural damage to Lodge It was reported that a car had hit the Cemetery Lodge. This has been reported to the police and the insurers. A survey of the damage has taken place by the Zurich Insurance’s surveyor and an official report is awaited. The structural damage to the brick work is visible and a crack had been identified to the inside of the building. The driver has contacted the Town Council to provide their insurance details. A meeting is arranged with the Zurich Insurance’s contractor on Friday at 10am regarding the required works. iv. To consider replacing main exit gate to Cemetery It was reported that a quote had been received for the replacement cemetery exit gate, which has deteriorated. A quote for the steel gate with finals to match the side gate had been received at the cost of £1,245 plus VAT from Custom Fencing.

Proposal 10- On the proposal of Councillor A Swan, seconded by the Councillor Mrs A Billington, it was unanimously RESOLVED the Council accepts the quote for the steel gate with finals to match the side gate had been received at the cost of £1,245 plus VAT from Custom Fencing.

63. RESOLVED TO GO IN CLOSED SESSION (Agenda Point 10)

The Chairman confirmed in pursuant to Section 1(2) of the Public Bodies (Admission to Meetings) Act 1960 it is resolved that, because of the confidential nature of the business to be transacted, the meeting would continue in closed session during consideration of the next item which relates to personnel matters. It was resolved to exclude the public and press.

The meeting proceeded in Closed Session 8.40pm The meeting resumed in Open Session 8.48pm

During the discussions it was resolved that the engagement of the Amenities Operative is terminated and interviews would be arranged for the recruitment of a new Amenities Operative.

Stamford Town Council -- 40 -- 26 June 2018

64. ST. MICHAEL’S CHURCHYARD - MAINTENANCE (Agenda Point 11)

It was reported that the damaged memorial is due to be installed next week. The Committee were asked whether the benches required any maintenance, it was agreed that they would be left to naturalized but the supplier should be contacted to establish the best course of action to preserve the life of the benches.

65. ANY OTHER MATTERS FOR CONSIDERATION (Agenda Point 12)

i. Councillor D Taylor enquired whether the number of bins on the Meadows could be increased. He was advised that the bins being set fire and this was the reason for the reduced number of bins currently on the Meadows. ii. Councillor D Taylor enquired to the installation of Dog waste bag dispensers on the Meadows, the Committee thought this was a good idea however the suggested locations are under the jurisdiction of SKDC. Councillor D Taylor confirmed he would take this matter forward with SKDC. iii. Councillor D Taylor enquired to the lack of no dogs allowed signs on the picnic area of the Meadows. It was confirmed this would be examined and an agenda item at a future meeting once quotes had been received. iv. Councillor Mrs A Billington updated the Committee on the Mill Stream project and confirmed that funding to dredge, cut trees and narrow the stream was being looked into and a plan is being created. v. Councillor Ms M Couch requested that the wheel chair swing be locked and be opened on request as people who are not in a wheel chair are using it. Discussions ensued and the Committee considered this would prevent wheel chair users being able to access the equipment when required. However the situation will be monitor and advice would be sort from Wicksteed on how they manage similar equipment.

66. DATE OF NEXT MEETING: (Agenda Point 13) – Tuesday, 03 July 2018 at 7pm

Chairman (The meeting closed at 8.59pm.) Stamford Town Council -- 41 -- 26 June 2018

STAMFORD TOWN COUNCIL

MINUTES OF THE STRATEGIC DEVELOPMENT MEETING HELD ON WEDNESDAY, 06 JUNE 2018AT 10.00AM IN THE TOWN HALL, STAMFORD

PRESENT Councillor Max Sawyer (Town Mayor) Councillor Andy Croft (Chairman) Councillor Bill Turner (Vice Chairman) Councillor Mike Exton Councillor Mrs S Sismore

Also in attendance: Civic Officer Mary Davies – Tourist Information Centre Lea Rickard – Stamford Library Ann Ellis – Stamford in Bloom Chris Hunt – Town Hall Guide

TOURISM WORKING GROUP

Apologies for absence were received from Graham Burley – Tourist Information Centre, Jill Collinge – Blue Badge Guide, Christine Bearne – Town Hall Guide, Penny Rowley– Town Hall Guide.

a. Tourist Information Centre update

Mary Davies informed the members that church tower tours were proving popular and a flower festival in St Johns Church was being organised.

b. Stamford in Bloom

Ann Ellis expressed great frustration with Glendale contactors as they had decimated numerous planted areas by strimming and mowing during their maintenance schedule. The Stamford in Bloom window competition was popular and would be judged on 2nd July 2018. The competition for the town would be judged mid July 2018.

c. Browne’s Hospital

Councillor Sawyer informed the Committee that there was disconnect between the residents of Browne’s and the Trustees. He believed that the residents did not have an issue with visitors but some Trustees were very much against visitors gaining access to Browne’s Hospital.

Stamford Town Council -- 42 -- 26 June 2018

d. Any other Business

Chris Hunt, who is a member of Stamford Historical Society stated that there were ten events planned for Stamford during Heritage Open Days, the festival will take place across two weekends in September – the 6-9th and the 13-16th.

10.53am – the formal meeting commenced.

PUBLIC PARTICIPATION – None

67. APOLOGIES FOR ABSENCE

Councillor Tony Story had submitted apologies; these were noted and accepted.

68. DECLARATIONS OF INTEREST

None declared.

69. MINUTES

The Minutes of the Committee Meeting held on Wednesday, 02 May 2018, would be signed by the Chairman in due course.

70. TO CONSIDER HERITAGE WORKING GROUP PROJECTS

a. Feedback on location inspection for the installation of Royal Arms by Castle Dyke in St. Michael’s churchyard – Councillor Sawyer informed the members that there were two potential placements for The Royal Arms which would be decided by The Skells Trust. The Arms would be mounted on a stone surround which would measure 2 metres by 1.7 metres and the arms would be mounted at a 30-degree angle.

71. NEWSLETTER

The Civic Officer informed the Committee that the distribution of the newsletter will in future be managed in-house, The Chairman suggested that councillors could be involved in distribution within their wards. The next newsletter would be issued at the end of August.

72. FEEDBACK ON LAKESIDE HEALTHCARE

As this meeting did not go ahead there was nothing to report.

73. MATTERS FOR CONSIDERATION AT NEXT MEETING

Stamford Town Council -- 43 -- 26 June 2018

The Committee decided that the following items should be discussed further at the July meeting: Newsletter Distribution, Browne’s Hospital, Stamford n Bloom, Heritage Weekend and WW1 Exhibition

74. DATE OF NEXT MEETING: – Wednesday, 04 July 2018 at 10am

Chairman (The meeting closed at 11.21am.)

Stamford Town Council -- 44 -- 26 June 2018

STAMFORD TOWN COUNCIL

MINUTES OF THE FINANCE, PERSONNEL AND ASSETS MEETING HELD ON TUESDAY, 12 JUNE 2018 AT 7.00PM IN THE TOWN HALL, STAMFORD

PRESENT Councillor M Sawyer (Town Mayor) Councillor Mrs S J Sandall (Chairman) Councillor J Dawson Councillor B C Sumner Councillor T Story Councillor Mrs S Sismore Councillor B Turner Councillor Mrs G Johnson

ALSO PRESENT Town Clerk

PUBLIC PARTICIPATION

None

75. APOLOGIES FOR ABSENCE (Agenda Point 1)

None.

76. DECLARATIONS OF INTEREST

Councillor T Story declared a Personal and Prejudicial Interest in respect of payment V. 88 & 89 as they are expenses incurred during his mayoral year.

Councillor M Sawyer declared a Personal and Prejudicial Interest in respect of payment V.90 & 91 for Mayoral Allowances allocated to him for his mayoral year.

Councillor Mrs S J Sandall declared a Personal and Prejudicial Interest in respect of payments V70a & 70b relating to her family business.

77. MINUTES (Agenda Point 3)

The Minutes of the Committee Meeting held on 22 May 2018 were confirmed and signed as a true record of the meeting.

Stamford Town Council -- 45 -- 26 June 2018

78. UPDATE ON ACTION POINTS (Agenda Point 4)

CGM Contract – The Town Clerk informed the meeting that new contractors had been appointed to cut the grass at the Cemetery, the Recreation Ground and Meadows. The costs were within budget and being monitored by the Amenities Committee. The CGM standing order has been cancelled. However there were a couple of queries outstanding which required investigation and should be resolved by the end of next month.

All other items were within the agenda.

79. FINANCE a. Consider the list of Accounts for Payment Schedule – Schedule No. 3 had been circulated for examination. The entries were examined. The cost of the clearance of the drain at the Town Hall, V 62 £600.00 was queried. The Town Clerk advised that this was not just a blockage that was cleared. Due to the age of the drainage system the old pipes of the urinal were encrusted and this required a channel to be bored through. This is not a permanent fix, but has provided possibly another 10 years usage before the system needs to be replaced. There were no further queries and Schedule No. 3 would be presented to the Town Council for ratification.

b. Budget 2018 / 19 – It was noted that the first quarter figures were being reconciled and would be circulated with the Town Council agenda pack. It was confirmed that all documentation had been dispatched to the external auditor and the Public Rights notice had been displayed.

80. MAJOR BUILDING WORKS

a. Renovation Works – The Chairman Councillor Mrs S J Sandall confirmed that a meeting had been held recently with the Architect Simon Harris, and it was confirmed that the application for the renovation work to the archives, upper attic rooms and the Town Hall entrance handrail had been approved subject to conditions. It was noted that tenders would be obtained in line with the Town Council’s Financial Regulations. In priority the work will commence with the handrail first, followed by the archives and concluding with the upper rooms. The Chairman also informed the Committee that she consulted with the architect about the storage of museum artifacts in the upper rooms. It was strongly recommended that due to the constraints of the area public access should be restricted, with only a few people escorted to the area at all times, due to safety and security considerations. It was recognized that the Town Hall’s Minstrels’ Gallery is Stamford Town Council -- 46 -- 26 June 2018

considered a unique feature, which should be promoted with appropriate displays in the area.

81. ASSETS

a. Consideration of Town Hall Bookings: The list of requests received to use the Town Hall were considered:

i. Independent Office of Police Conduct – Tuesday 12 June 2018 (11.00am – 3pm) following discussion it confirmed that the standard rate is to be charged at £55.00 for the use of the Robing Room. This was noted and approved. ii. Swan Consultancy Launch event – Wednesday 27 June 2018 (9.30am – 1.30pm) following discussion it was confirmed that the standard rate is to be charged at £55.00 for the use of the Robing Room. It was also recognised that full payment had been received against this request. This was noted and approved. iii. Inquest – Monday 02 July 2018 (09.30am – 1.30pm) and Monday 20 August 09.00am – 4PM. Following discussion it was noted that the requested Malcolm Sargent Room is in the throes of being redecorated. It was recognised that usually the rooms used for inquests are the Chamber, Robing Room and the Malcolm Sargent Room. However due to the redecoration programme alternative rooms should be provided at the same rate due to the inconvenience. It was confirmed that the first single room booking was at the rate of £85.00 and the second three / four room booking at £378.00. Therefore the Chamber should be offered at the rate if £85.00. This was noted and approved. iv. SKDC Members training event – Wednesday 10 October 2018 (12 noon – 4.30pm). This was for a District Training session and would be using the Chamber. The charge applied is £133.00. This was noted and approved. v. Lakeside PPG Mental Health Education Event – Friday 02 November 2018 (12noon – 4.30pm). Following discussion it was recognised that the Town Council had already allocated space for a Diabetic Event. It was the consensus that these events should be held at the Hospital. Should this event be held at the Town Hall in the Court Room it should be chargeable. This booking should be investigated further before a final decision made. Action: Civic Officer vi. Civil Ceremony Request – A request had been received for a Civil Ceremony on Saturday 16 February 2019. It was noted that the Stamford Town Council -- 47 -- 26 June 2018

application is prepared for submission, but the rates needed to be agreed. It was the consensus to provisionally hold the date subject to the Town Council’s application being approved. Action: Civic Officer Councillor Mrs S J Sandall suggested that each booking should provide more details as to the use of the kitchen and also the date should indicate the day of the week. It was suggested that as bookings provide tea & coffee, if organisations wish to use it for just coffee mornings there should be no charge for the kitchen. However it was appreciated that a cleaning service charge would be necessary. The consensus was for the schedule produced for bookings should be clear as to the level of kitchen usage. b. To consider the Report by the Civic Officer on the provision of a Licensed Venue for Civil Services – The Civic Officer’s report was circulated for consideration. Following discussion the standard rates of hire were compared. It was considered that wedding ceremonies would require staff to be present and undertake specific responsibilities related to this type of occasion. It was recognised that the Town Council did not wish wedding receptions to be held at the Town Hall. Based on a trial period of 6 months it was considered that a potential charge for the Mayor’s Parlour should be estimated at £500 and the Court Room £600 respectively per occasion booked. A non-refundable deposit of £250 should be taken to secure a booking. It was appreciated that this venture would be supported by the current, small administration team to enable the Town Council to ascertain the demand. Proposal 1 – It was proposed by Councillor T Story and seconded by Councillor Mrs G Johnson and unanimously RESOLVED that each booking for a Civil Ceremonies should be set at £500 for the Mayor’s Parlour and £600 for the Court Room. All other elements such as flowers; in-house photographer; drinks on arrival and possibly the use of the Town Crier are chargeable extras. Action: Town Clerk / Civic Officer c. To provide an update on the Museum Store – The Chairman Councillor Mrs S J Sandall informed the Committee that the Town Clerk had contacted the Collection’s Officer in order to establish a date to visit the Museum Store. It was considered that the architect Simon Harris should also attend the meeting to examine the building structure and submit an independent report. It would be preferable to set a Working Group from the Finance Committee to progress this forward. Following discussion it was considered that the Working Group should comprise the Councillor Mrs S J Sandall, Councillor J Dawson, Councillor T Story and the Town Clerk. This would include the Curator who is Stamford Town Council -- 48 -- 26 June 2018

being considered by the Town Council. Councillor Sawyer informed the meeting that he had approached the Curator of Browne’s Hospital who seemed very keen to support this initiative. The Town Clerk stated that she had also contacted a former employee of the Museum to see whether they would possibly be interested in this volunteer posting. Proposal 2 – It was proposed by Councillor Mrs Sismore, seconded by Councillor T Story and unanimously RESOLVED that the Museum Working Group should comprise Councillor Mrs S J Sandall, Councillor J Dawson, Councillor T Story, the Town Clerk and the volunteer curator. 82. MAYOR’S CHARITY No financial update was available.

83. GRANT/DONATION REQUEST TO BE CONSIDERED

a. Malcolm Sargent Concert Committee – The Chairman Councillor Mrs S J Sandall advised that following discussions at the Town Council meeting it was considered that this application for grant funding for £1,000.00 should be revisited. It was understood that the funds would be used towards the cost of holding the concert at the De Montfort Hall in Leicester which is considerably more cost-effective than using Peterborough Cathedral.

Proposal 3 – It was proposed by Councillor T Story, seconded by Councillor B C Sumner and unanimously RESOLVED that an award of £500 should be granted. Action: Town Clerk

84. NEIGHBOURHOOD PLAN

The Town Clerk confirmed that the grant application to Locality had been successful and the Town Council had been awarded £9,000.00 towards the printing and consultancy fees. A further application has been submitted to undertake two surveys; to identify employment locations and to establish a character assessment for Stamford. It was recognized that Councillor S Carroll had been appointed to the Neighbourhood Plan Group as well as being Chairman of the Planning Committee which might be too onerous for a novice Councillor. The Council has appointed Councillor Bisnauthsing to oversee the accounts and as this project falls under the Finance Committee remit, it was suggested that possibly the Vice-Chairman of Finance could be the representative on the Neighboughood Plan Group (Stamford First). In this way the Finance Committee has full control over the operation of the Neighbourhood Plan and expenditure. It was recognized that the Town Stamford Town Council -- 49 -- 26 June 2018

Council has engaged professional advisers to produce the Neighbourhood Plan which is very close to being drafted for consultation. Proposal 4 – It was proposed by Councillor Mrs S J Sandall, seconded by Councillor M Sawyer and unanimously RESOLVED that the appointment of Councillor S Caroll should be altered to Councillor J Dawson. 85. PERSONNEL MATTERS

a. Appointment of the Amenities Operative – The Town Clerk informed the Committee that the recently appointed Amenities Operative did not perform to the standard expected and his appointment had been terminated. Following discussion it was noted that the process followed had been cleared by the Council’s HR adviser to ensure the necessary statutory payments were made. Interviews would be arranged to identify a new candidate. b. 2018/19 Salary Reviews – The Town Clerk informed of the schedule of payments in respect of the back pay resulting from the salary reviews being back-dated to the 1st of April 2018. These were noted and approved. Action: Town Clerk c. Training – The Town Clerk reported that she and the Civic Officer had attended a training course in respect of Civic Parades and Event traffic management. It is the intension of the Safety Advisory Group to enable road management to be manned by trained staff other than specific Traffic Management Companies.

86. ANY OTHER MATTERS FOR CONSIDERATION (Agenda Point) a. SKDC One Stop Shop – Councillor Sawyer informed the meeting that he had been approached by District Councillor Kelham Cooke in respect of the possibility of locating SKDC Services at the Town Hall to offer a One Stop Shop facility. Following discussion it was suggested that a meeting should be convened for exploratory discussions. Action: Cllr Sawyer / Town Clerk b. Red Lion Square Lighting – Councillor Story enquired whether further developments had been achieved regarding the installation of the new lighting in Red Lion Square? The Town Clerk confirmed that LCC Street Lighting Officer has confirmed that the new lighting would be installed on Sunday 24th June 2018.

87. DATE OF NEXT MEETING: (Agenda Point) – Tuesday, 10 July 2018 at 7pm

Chairman (The meeting closed at 8.50pm) Stamford Town Council -- 50 -- 26 June 2018

STAMFORD TOWN COUNCIL

SCRUTINY AND AUDIT COMMITTEE

WEDNESDAY 13 JUNE 2018 AT 10AM

PRESENT Councillor M Sawyer (Town Mayor) Councillor B Turner (Chairman) Councillor A Swan Councillor Mrs B A Sumner Councillor Mrs S Sismore

ALSO PRESENT Town Clerk

88. APOLOGIES FOR ABSENCE

None.

89. DECLARATIONS OF INTEREST

None made.

90. POLICY / REGULATIONS REVIEW AND UPDATE

a. To Review the Town Council Safety Audit Check at all sites – Councillor Swan presented the findings of his and the Chairman Councillor B Turners investigations. Following discussion, it was the consensus that there were areas which required addressing and the best way forward would be to produce a Scoping Report. This would provide a list of priority tasks which should be addressed within an agreed time frame. Councillor Swan agreed to provide this report by July to assess the situation. Debate ensued and it was the view of the Committee that it would be prudent to appoint a qualified independent Health and Safety Officer. This provision must be accommodated within the forthcoming budget. It was recognised that elections are due in 2019 and any system put in place must be self-sustaining. It was observed that Luke McDonald has been appointed to the Strategic Development Committee and it may be prudent to investigate whether he would be available to undertake some duties for the Scrutiny & Audit Committee such as drafting Induction Training for staff and councillors. It was agreed by the Committee that Health and Safety should be a standard item on all future agendas.

91. REVIEW OF STATUS OF ALL ACTION POINTS

As all the action points were examined at the last meeting this was deferred to the next meeting.

Stamford Town Council -- 51 -- 26 June 2018

92. MATTERS FOR CONSIDERATION AT THE NEXT MEETING

a. Review of Policies b. Health & Safety Scoping Report update

Councillor Mrs B A Sumner offered her apologies for the next meeting.

93. DATE OF THE NEXT MEETING – Wednesday 15 August 2018

Chairman (The meeting closed at 11.15am) Stamford Town Council -- 52 -- 26 June 2018 Date: 11-06-2018 Stamford Town Council Page: 1 Time: 16:42:33 Day Books: Supplier Invoices (Summary)

SCHEDULE NO. 3 Transaction From: 6745 Transaction To: 6789 Tran No. ItemType Date Supplier Inv Ref Details Net Amount Tax Amount Gross Amount 6745 1 PI 17-05-2018 ACS Office Solutions V. 55 Doors to bookcase 196.80 39.36 236.16 6746 1 PI 11-05-2018 ESPO V. 56 Cleaning supplies 65.92 13.19 79.11 6747 1 PI 17-05-2018 GP Internal Audit Services V. 57 Internal Audit 1329.00 0.00 1329.00 6748 1 PI 17-05-2018 Elsie's Flower Basket V. 58 Mayor Making Floral Bouquet 30.00 0.00 30.00 6749 1 PI 25-04-2018 Grass Roots Publishing (ActiveV. 59Magazine) Advertising 205.00 41.00 246.00 6750 1 PI 22-05-2018 Anglian Water V. 60 Allot. WF Water Charge 134.66 0.00 134.66 6751 1 PI 21-05-2018 CGM Group (East Anglia) LtdV. 61a Ground Maintenance Contract 2589.83 517.97 3107.80 6752 1 PI 21-05-2018 CGM Group (East Anglia) LtdV. 61b Ground Maintenance Contract 830.83 166.17 997.00 6753 1 PI 21-05-2018 CGM Group (East Anglia) LtdV. 61c Ground Maintenance Contract 1225.00 245.00 1470.00 6754 1 PI 01-05-2018 Dial A Rod V. 62 Gents toilet drain clearance 600.00 0.00 600.00 6755 1 PI 11-05-2018 Lloyds Bank V. 63 Bank Service Charge 5.00 0.00 5.00 6756 1 PI 11-05-2018 Lloyds Bank V. 64 Bank Service Charge 5.00 0.00 5.00 6757 1 PI 10-05-2018 Marks & Spencers Online V.65 ATCM (Mayor Making) Food 371.00 0.00 371.00 6758 1 PI 22-05-2018 Wilko Stamford V. 66 Gardening tools 192.50 0.00 192.50 6759 1 PI 21-05-2018 Theatre Services Roger BradshawV. 67 Bunting Installation 200.00 0.00 200.00 6760 1 PI 22-05-2018 G Bull V. 68 Clearance WF41b allotment 250.00 0.00 250.00 6761 1 PI 22-05-2018 Personnel Advice V. 69 Personnel Advice 100.00 20.00 120.00 6762 1 PI 31-05-2018 BJ's Print & Design Ltd V. 70a Newsletter ed.28 631.00 0.00 631.00 6763 1 PI 31-05-2018 BJ's Print & Design Ltd V. 70b Stationery 15.00 3.00 18.00 6764 1 PI 31-05-2018 Barker Sign Services Ltd V. 71 Mayor Board and Photo Mount 130.00 26.00 156.00 6765 1 PI 31-05-2018 Custom Fencing Ltd V72a Security Fencing 26810.00 5362.00 32172.00 6766 1 PI 31-05-2018 Custom Fencing Ltd V. 72b Skatepark repairs 540.00 108.00 648.00 6767 1 PI 31-05-2018 EON V. 73 Skatepark Lighting 45.36 9.07 54.43 6768 1 PI 01-06-2018 EON V. 74 Rec. Bandstand electricity 7.95 0.40 8.35 6769 1 PI 01-06-2018 NPower V. 75 Rec. toilet electricity 112.06 5.60 117.66 6770 1 PI 01-06-2018 NPower V. 76 Tennis Toilets 40.87 2.04 42.91 6771 1 PI 01-06-2018 Vision ICT Ltd V. 77 Website .gov.uk domain renewal 55.00 11.00 66.00 6772 1 PI 01-06-2018 Anglian Water V. 78 Water Charge QW Allotments 31.03 0.00 31.03 6773 1 PI 04-06-2018 Radio Solutions V. 79 20 x Radios 2/way 590.00 118.00 708.00 6774 1 PI 07-06-2018 Anglian Water V. 80 Water Charge 98.88 0.00 98.88 6775 1 PI 07-06-2018 Townsweb Archiving V. 81 Licence and hosting Chronicle Lite system 400.00 80.00 480.00 Stamford Town Council -- 53 -- 26 June 2018

SCHEDULE NO. 3 Page 2 Tran No. ItemType Date Supplier Inv Ref Details Net Amount Tax Amount Gross Amount 6776 1 PI 07-06-2018 Townsweb Archiving V. 82 Chronicle Viewing software 90.00 18.00 108.00 6777 1 PI 31-05-2018 Restore Datashred V. 83 Confidential Waste 64.63 12.93 77.56 6778 1 PI 31-05-2018 CGM Group (East Anglia) LtdV. 84 Cut and collect machine 275.00 55.00 330.00 6779 1 PI 08-06-2018 South Kesteven District CouncilV. 84a Trade Waste Cemetery 60.00 0.00 60.00 6780 1 PI 08-06-2018 South Kesteven District CouncilV. 84b Trade Waste Meadows 60.00 0.00 60.00 6781 1 PI 08-06-2018 South Kesteven District CouncilV. 84c Trade Waste Recreation Grd 60.00 0.00 60.00 6782 1 PI 11-06-2018 Harrison and Dunn V.85a Community Cleaner/Amenities Operative 252.39 50.48 302.87 6783 1 PI 11-06-2018 Harrison and Dunn V. 85b Malcolm Sargent Rm repairs 55.55 11.11 66.66 6784 1 PI 01-06-2018 Stratus Hosting Ltd V. 86 Telephones & Brdband 298.07 59.61 357.68 6785 1 PI 11-06-2018 Amazon.co.uk V. 87 M/Hall mobile sound system 309.53 56.51 366.04 6786 1 PI 08-05-2018 Cllr Tony Storey V. 88 Mayoral Presentation Hosp. 24.40 0.00 24.40 6787 1 PI 11-06-2018 Cllr Tony Storey V.89 Mayoral Tvl Expenses 500.00 0.00 500.00 6788 1 PI 11-06-2018 Councillor Max Sawyer V. 90 D. Mayor's Tvl Allowance 200.00 0.00 200.00 6789 1 PI 11-06-2018 Councillor Max Sawyer V. 91 Mayoral Allowance 2000.00 0.00 2000.00 Totals 42087.26 7031.44 49118.70