Town Hall, St Mary’s Hill, Stamford, Lincolnshire PE9 2DR
22 August 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 28 August 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 28 JULY 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 an there will be an Open Forum to receive questions from members of public. As part of this process members of the public may speak for up to 3 minutes to address the Council.
AGENDA
1. Apologies and reasons for absence1
2. Declarations of Interests2: Members are reminded to declare any interests which may arise on matters for discussion at the meeting
3. To receive reports from representative on Outside Bodies a. Lincolnshire County Councillors b. South Kesteven District Councillors c. Lincolnshire Police Report d. Stamford Ward Councillors e. Town Councillors on Outside Bodies
4. To confirm the notes of the Town Council meetings held 24 July and 15 August 20183
5. Town Clerk’s Report a. Action Points arising from Council Minutes: b. Update on actions raised by members of public and other organisations:
6. To consider filling Town Council vacancy by Co-Option
7. Strategic Development Committee Meeting a. To confirm the accuracy of the notes of the Committee meeting of 01 August 20183 b. To consider the action points within those minutes4 c. To propose ratification of those minutes
1 LGA 1972 Sch 12 para40 2 Localism Act 2011 Part 1 Chp 7 para 30 ss1-4, para 31 ss1-11 & 2018 STO 3u 3 LGA 1972 Sch12 para 41(1) & 2018 STO 12a &b
8. Events Committee Meeting a. To confirm the accuracy of the notes of the Committee meeting of 06 August 20183 b. To consider the action points within those minutes4 c. To propose ratification of those minutes
9. Planning Committee a. To confirm the accuracy of the notes of the Committee meeting of 07 August 20183 b. To consider the action points within those minutes4 c. To propose ratification of those minutes
10. Amenities Committee Meeting a. To confirm the accuracy of the notes of the Committee meeting of 07 August 20183 b. To consider the action points within those minutes4 c. To propose ratification of those minutes
11. Finance Committee Meeting a. To confirm the accuracy of the notes of the Committee meeting of 14 August 20183 b. To consider the action points within those minutes4 c. To propose ratification of those minutes
12. Scrutiny & Audit Committee Meeting a. To confirm the accuracy of the notes of the Committee meeting of 15 August 20183 b. To consider the action points within those minutes4 c. To propose ratification of those minutes
13. Accounts for Payment and Subscriptions a. To approve the schedule of payments - No 5
14. Questions without discussion
15. Date of next meeting – Town Council Meeting Tuesday 25 September 2018 at 7pm
22.08.18 Town Clerk
Stamford Town Council -4- 28 August 2018
STAMFORD TOWN COUNCIL
MINUTES OF THE STAMFORD TOWN COUNCIL MEETING HELD ON TUESDAY, 24 JULY 2018 AT 7.00PM IN THE TOWN HALL, STAMFORD
PRESENT Councillor M Sawyer, Chairman Councillor B Griffin Councillor M Exton Councillor B Sandall Councillor Mrs S J Sandall Councillor J Dawson Councillor T Story 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 S Carroll Councillor D Dorson Councillor Mrs M Pitt
ALSO PRESENT Deputy Town Clerk Ian Yates, Strategic Director of SKDC Councillor D Brailsford, LCC Stamford West Councillor R Foulkes, LCC Stamford East Rev Julia Dowding – Methodist Church Councillor R Davies, LCC Highways, Transport & IT Councillor Mrs Rachel Cooke, SKDC St Johns Ward Stamford 1 Member of public
PUBLIC PARTICIPATION:
Mr T Browning from 2nd Royal Lincs and Royal Anglian Regiment requested the Town Council’s approval for two new flag poles, without halliards, to be installed on either side of the Memorial, for the permanent display of two flags; one of the 2nd Royal Lincs and Royal Anglian Regiment and the other the Union Flag. There would be no cost to the Council as the initiative would be financed through the Royal Anglian Regiment funds. The Chairman Councillor M Sawyer advised that contact should be made with the British Legion to gain their approval before the Council could make any decision. Councillor Turner stated that the British Legion would be discussing the proposal at their next STAMFORD TOWN COUNCIL MEETING
Stamford Town Council -5- 28 August 2018
meeting in August. Until these discussions had taken place the Council will not make a decision.
Councillor M Sawyer restated the Procedure of Meetings, stating that there would be no discussion on draft notes and that Councillors will receive all draft Committee notes once approved by the Chairman of the relevant committee, giving time for any issues to be sent to the Town Clerk for inclusion and allowing the requisite five clear days before the scheduled issue of the Town Council agenda.
Councillor S Carroll questioned who authorised the change. Councillor Sawyer stated that he had determined to bring Council Procedure in line with the existing Standing Orders already agreed by Stamford Town Council.
Councillor B Sandall requested that it is recorded in the minutes that he is unhappy with this proposed change, as it does not make allowances for those who are not computer literate or Councillors who are not available prior to the meeting to discuss items within the agenda. Councillor Sandall stated he will be making a proposal that the Council reverts to the previous arrangement and he is quite prepared to propose to suspend Standing Orders at every meeting, so that discussions can take place. Councillor Sawyer declared this matter would be discussed after the outside bodies had given their reports.
Formal meeting commenced 7.15pm
175. APOLOGIES FOR ABSENCE(Agenda Point 1)
Councillor B C Sumner, Councillor Mrs B A Sumner, the Town Clerk, Councillor M Lee SKDC Leader, Reverend Andy Fyall had submitted their reasons for absence. The reasons were noted and accepted.
176. DECLARATION OF INTEREST (Agenda Point 2)
Councillor D Dorson declared a Personal and Prejudicial Interest in respect of any discussion relating to staff as his wife is Deputy Town Clerk.
Councillor M Exton declared a Personal Interest in respect of any discussions related to planning as they are on the SKDC Development Management Committee.
177. REPORTS ON OUTSIDE BODIES / ORGANISATIONS(Agenda Point 4)
a. Lincolnshire County Council (LCC)– Pedestrian Safety - Councillor D Brailsford reported that funding and approval from Lincolnshire Safety Partnership had been granted for two new school crossing patrols for St Gilberts School and Bluecoat School. Complaint regarding Black Cones - There was concern raised over a request made by a Town Councillor that the County Council send the Area Officer to remove black funeral cones as they obstruct traffic flow. It was confirmed that
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Stamford Town Council -6- 28 August 2018
LCC’s policy is to allow these cones to be used and there was no intention of changing this policy for the foreseeable future. Red Lion Square - A press release was sent to the Town Clerk by LCC stating no changes in Red Lion Square would occur this year as it is not a priority, but that all road surfacing options are being considered. Councillor M Sawyer inquired whether emergency repairs would be addressed. It was confirmed that such repairs are progressing and will continue. Potholes - Councillor T Story stated that the Kings Road repair had been undertaken but to an unsatisfactory standard and pothole repairs around the area haven’t been completed. The question was asked whether repairs are inspected. Councillor D Brailsford asked for photos to be sent and the matter would be investigated. He advised that side-roads are not a priority as ‘A’ roads took e precedence. Councillor R Davies stated that the recent weather has allowed LCC to catch up significantly on pothole repairs. Up until the 1st June 2018 there had been 21,000 reports of potholes from the preceding 12 months, compared with the usual 10,000 to 14,000 in previous years. With regard to the Kings Road pothole, this will be examined. Some 15% to 20% of works are inspected, with any issues followed up and completed at no extra cost. The 36 teams are tasked with completing emergency repairs which doesn’t allow time for repairing minor defects, as that might delay emergency repairs being completed. Councillor S Carroll enquired why LCC is not resurfacing instead of fixing potholes. The Council was informed that there is a £300 million backlog of road surface repairs with a maximum of £40 to £50 million per annum allocated towards such repairs without cutting other budgets. East Midlands Trains - Councillor R Davies stated that East Midlands Trains and the East Train Network is currently under review and the Council should have received the consultation request for the franchise arrangements, as it would be useful to obtain the Council’s feedback.
7.27pm Councillor M Exton joined the meeting.
b. South Kesteven District Council – Local Plan Consultation- Mr Yates informed the Council the consultation on the Local Plan policy closed yesterday and had received over 200 responses, which will now go through to the inspectors for any amendments. Food Waste- Mr Yates reported that the food waste trial had an 85% participation rate with an average of 1.7kg of food waste per household per week collected. This goes to a anaerobic digestion plant. The black bag general waste is directed an energy waste plant and other waste is directed to a recycling plant. The results from the trial will be analysed. On Street enforcement- Mr Yates reported the introduction of dedicated officers to enforce ‘enviro’ crime such as littering. Section 106 funds- Mr Yates apologised for the delay in the Town Council receiving the S.106 funds which is being processed.
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Stamford Town Council -7- 28 August 2018
Councillor S Carroll enquired regarding the waste process. Mr Yates outlined the waste process which is delivered to waste disposal companies who sort, package and then sell on the waste products to other companies as an energy source. Councillor J Dawson informed the Council that Hanson Cement burn recycling waste which they purchase.
Councillor D Dorson enquired to whether a localised recycling centre could be used, as this could increase employment in the area and reduce that the carbon footprint transporting the waste on the road network. Mr Yates explained LCC strategically access the best location for the plants and LCC would be the best contact for further information.
Councillor B Turner enquired whether SKDC plans to have green waste collection at the Cattle Market on a Saturday morning. Mr Yates advised that at present there is no plan for a green waste service.
Councillor Mrs R Cooke introduced herself to the Council as the new District Councillor for St Georges Ward in Stamford.
c. Lincolnshire Police – Councillor M Sawyer confirmed that a report had been circulated via email and provided an update of activities undertaken by Lincolnshire Police.
d. Stamford Ward Councillors - Councillor D Dorson informed the Council of the clearance of the overgrown footpath on Sidney Farm Lane. This initiative had been undertaken by residents of Rutland Heights and both Councillor D Dorson & Councillor S Carroll had assisted with the project. It was felt that a letter of appreciation should be sent from the Council to the group for their hard work. Councillor M Sawyer stated that a letter of thanks would go from the Mayor’s office.
e. Town Councillors on Outside Bodies – None
178. MINUTES (Agenda Point 3)
The notes of the Town Council meeting held on Tuesday, 26 June 2018 had been circulated.
The Deputy Town Clerk raised two amendments to the list of Councillors present at the meeting: the removal of Councillor A Hewitt from the list and the addition of Councillor M Pitt.
Proposal 1 - It was proposed by Councillor M Sawyer, seconded by Councillor Mrs S J Sandall and RESOLVED that the minutes of the meeting of the Council held on Tuesday, 26 June 2018 be approved with the two amendments as a true and accurate record and be signed by the Chairman. There were 14 votes in Favour, 1 Against and 1 Abstention.
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Stamford Town Council -8- 28 August 2018
179. 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. Action Points – The status of action points relating to each Committee will be circulated this coming Friday to members to keep them informed. c. Other matters related to Council business: i. Grass cutting- The Council was updated upon the status of the grass cutting which is presently being undertaken throughout the town. Any areas where the risings were missed during the first cut will be addressed in due course. ii. Networking day- The Council was informed of a Networking Day for Councillors and Clerks to be held on 27th September at the Bentley Hotel, Newark Road, South Hykeham organised by LALC. The morning session will commence at 9.30am for Councillors and the afternoon session dedicated for Clerks. iii. Tabled items- The documents tabled were the Strategic Development Committee agenda together with supporting documents; the Statement of Accounts; Battle of Britain invitations and the Mayor’s Civic attendance programme. It was noted that the agenda pack now included the relevant Committee name within the footnote of the appropriate Committee notes page, as requested. iv. Procedures – The Deputy Town Clark confirmed Councillors had all been emailed the alterations regarding the order of the agenda and the procedure of meetings in accordance with the Town Council’s standing orders ratified in May 2018.
It was advised there will continue to be no discussion on these notes at the Town Council meeting other than regarding accuracy. This is unchanged and has always been the practice of the Town Council. Councillors were advised that in respect of committee notes, the relevant committee members present at the meeting should approve the accuracy of the notes. Once approved by the relevant committee, the Town Council can consider the items within the respective notes for ratification, which then become the official legal minutes. The Town Clerk will confirm any action points the Council has decided upon.
Councillor M Exton enquired to whether the Council was paying for the grass cutting on the Jelson sites. Councillor Mrs S J Sandall informed the Council that each owner is issued with an invoice for their individual site(s) for which an agreement for grass cutting is in place.
Councillor M Exton also enquired why there were no floral displays in Red Lion Square and that he had been informed that the Town Clerk had moved them to another location. Councillor T Story informed the Council that they
STAMFORD TOWN COUNCIL MEETING
Stamford Town Council -9- 28 August 2018 were now situated in Castle Dyke, as had been agreed by the Town Council, and now complements Stamford in Bloom displays.
Councillor B Turner queried why the Battle of Britain invitations were tabled in addressed envelopes as he considered this a waste of resources and Council funds.
Councillor B Sandall requested clarity on the alteration of the procedure in the method the council voted on draft notes at a meeting. The email circulated states there will be no discussions on draft notes except for accuracy. Councillor Sawyer stated that is in accordance with standing order 12b. Councillor Sawyer read out the relevant Standing Order and informed Councillors if they wished to discuss any item within the draft minutes, it must be added to the agenda of the next meeting. The Deputy Town Clerk informed the meeting that the Standing Order has been in place since a least 2013.
Councillor B Turner stated that the Standing Order only refers to the preceding Town Council meeting, not committee meetings, as not all members will receive their agenda in time to allow for the required 7 days notice. He viewed this change is stifling debate and the stifling the role of this Town Council.
Councillor M Couch proposed that the Standing Orders be re-addressed. Councillor B Sandall proposed the Council revert back to the previous procedure where the Council checks the minutes for accuracy, then considers the action points followed by a proposal by the chairman of the committee.
PROPOSAL 2 - It was proposed by Councillor B Sandall, seconded by Councillor S Carroll that the Council reverted to the previous procedure where the Council checks the minutes for accuracy, then considers the action points followed by a proposal by the chairman of the committee meeting. The proposal was not voted upon.
PROPOSAL 3 - It was proposed by Councillor A Swan, seconded by Councillor B Sandall and RESOLVED to suspend Standing Order 12b for the duration of the meeting and refer the matter to the Scrutiny and Audit Committee for review, to be considered by the Council. There were 14 votes in Favour, 1 Against and 2 Abstentions.
Councillor B Griffin asked which officer to contact if she had any amendments to propose and who do Councillors engage in dialogue if they cannot raise questions in meetings. The Deputy Clerk stated that the officer taking minutes for the committee is the contact.
The Chairman Councillor M Sawyer considered that in his view the Town Council meetings did not adhere completely to Council Standing Orders and what he was trying to avoid was the wasting of time with unnecessary discussion. He considered that there was too much continual and tediously repetitive discontent and objections from the same small number of STAMFORD TOWN COUNCIL MEETING
Stamford Town Council -10- 28 August 2018
councillors at Council meetings. In an apparent act of total frustration, the Chairman Councillor M Sawyer resigned as Mayor and Town Councillor with immediate effect.
8.13pm Councillor M Sawyer left the Chamber
PROPOSAL 4 - It was proposed by Councillor M Exton, seconded by Councillor M Couch and unanimously RESOLVED that Councillor B Griffin, Deputy Mayor, took the chair for the remainder of this meeting only and took a ten-minute recess.
8.15pm – Meeting was suspended for a ten-minute recess. 8.25pm – Meeting resumed
180. EVENTS COMMITTEE(Agenda Point 6 )
a. Councillor Ms M Couch presented the notes of the meeting of Monday, 02 July 2018.
Councillor M Exton raised an amendment to the declarations of interest of Councillor D Dorson should read ‘any discussions relation to Item 4b as his wife is a member of the Festival Committee’.
Councillor M Couch raised an amendment to Item 115b regarding the Brass Band concerts should read ‘Councillor Couch suggested that the number of concerts should be reduced from 4 to 2 and future funds could be directed towards the Events Committee budget to determine the future events on the bandstand in conjunction with the Amenities Committee’
b. Matter for discussion: None
c. PROPOSAL 5 - It was proposed by Councillor Ms Couch, seconded by Councillor D Dorson and unanimously RESOLVED that the notes are a true reflection of the meeting held on Monday, 02 July 2018 with the actions and recommendations of the Events committee approved and be signed by the Chairman.
181. PLANNING COMMITTEE(Agenda Point 7)
a. Councillor B Griffin presented the notes of the meeting of Tuesday, 03 July 2018
Councillor Turner raised an issue with the applications not being attached to the emailed copy and was advised this would be investigated.
b. Matter for discussion: None
c. PROPOSAL 6 - It was proposed by Councillor B Griffin, seconded by Councillor D Dorson and RESOLVED that the notes are a true reflection of the meeting held on Tuesday, 03 July 2018 with the
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Stamford Town Council -11- 28 August 2018
actions and recommendations of the Planning Committee approved and be signed by the Chairman. There was one abstention.
182. AMENITIES COMMITTEE (Agenda Point 8)
a. Councillor B Sandall presented the notes of the meeting of Tuesday, 03 July 2018
b. Matter for discussion: None
c. PROPOSAL 7 - It was proposed by Councillor B Sandall, seconded by Councillor M Couch and unanimously RESOLVED that the notes are a true reflection of the meeting held on Tuesday, 03 July 2018 with the actions and recommendations of the Amenities Committee approved and be signed by the Chairman.
183. STRATEGIC DEVELOPMENT COMMITTEE (Agenda Point 9)
a. Councillor A Croft presented the notes of the meeting of Wednesday, 04 July 2018
b. Matter for discussion: None
c. PROPOSAL 8 - It was proposed by Councillor D Dorson, seconded by Councillor M Couch and unanimously RESOLVED that the notes be deferred to the next meeting as there was only one committee member present who had attended the SSDC meeting therefore the notes could not be confirmed.
184. FINANCE COMMITTEE (Agenda Point 10)
a. Councillor Mrs S J Sandall presented the notes of the meeting of Tuesday, 10 July 2018
b. Matter for discussion: i. Museum Store - Councillor Mrs S J Sandall informed the Council that a meeting had taken place at the Museum Store to survey the area. The store is well organised, and items are boxed up and stored on archive shelving the same style as the Town Council will be installing in the Town Hall Archives. However, the museum items stored will not all fit in the Town Hall Archives as the architect advised that the flooring and the structure of the top floor will not be suitable for a majority of the artefacts. Councillor T Story stated he didn’t think the Town Council should pay for any repairs to the building and the items should be located in the Basement as well as the Attic. Councillor Mrs S J Sandall reaffirmed the architect’s advice and stated that discussions as still taking place regarding the terms of the building lease.
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Stamford Town Council -12- 28 August 2018
ii. Jelson Plot- Councillor Mrs S J Sandall advised the Council that the Council had been offered one of the Jelson plots as a gift. It was advised that this would be discussed at the next finance meeting to ascertain the condition of the land to enable the Council to be fully informed before a decision taken.
iii. Complaint A-S10072018C – The Deputy Town Clerk informed the Council that a complaint had been received against a Councillor in reference to the Code of Conduct. Neither the Councillor nor the complainants have been named, as per GDPR regulations, and the Council’s complaint procedure is being followed. The Town Clerk has been in touch with the Monitoring Officer who suggested that as a first step, the Council is to decide how it wishes to proceed with the investigation. The two options are either an internal panel or an independent, external examiner at potential minimum cost of £3,000. It is recommended that the panel comprises the Deputy Mayor, the Vice-Chairman of S&A and Councillor Billington, the latter having a legal background.
PROPOSAL 9 -It was proposed by Councillor B Sandall, seconded by Councillor T Story and RESOLVED that a panel comprising the Deputy Mayor, the Vice-Chairman of Scrutiny & Audit and Councillor Mrs A Billington is instituted.
c. PROPOSAL 10 - It was proposed by Councillor Mrs S J Sandall, seconded by Councillor G Johnson and RESOLVED that the notes are a true reflection of the meeting held on Tuesday, 03 July 2018 with the actions and recommendations of the Finance, Personnel & Assets Committee approved and be signed by the Chairman. There was one abstention.
185. TO CONSIDER THE TRAFFIC REGULATION ORDER (TRO), PROHIBITION OF WAITING - STAMFORD – HIGH STREET ST. MARTINS(Agenda Point 11)
It was noted that the consultation for the TRO prohibiting waiting on High Street St Martins is now open. Any comments should be submitted by 24th August 2018. It was noted that the Town Council is in support of the proposed amendment.
186. ACCOUNTS FOR PAYMENT (Agenda Point 12)
Schedule no. 4 (transactions 6948 to 7097) and had been circulated for consideration.
PROPOSAL 11 - It was proposed by Councillor Mrs S J Sandall, seconded by Councillor Mrs S Sismore and RESOLVED that schedule No. 4 is agreed and approved for payment. There was one abstention. STAMFORD TOWN COUNCIL MEETING
Stamford Town Council -13- 28 August 2018
187. QUESTIONS WITHOUT DISCUSSION (Agenda Point 13)
None. ------
Councillor M Exton wished it minuted that he had never known such a shambles as tonight’s meeting as, in his personal view, all issues could have been dealt with by the Scrutiny and Audit Committee.
Chairman (The meeting closed at 8.43pm)
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STAMFORD TOWN COUNCIL
MINUTES OF THE EXTRA ORDINARY STAMFORD TOWN COUNCIL MEETING HELD ON WEDNESDAY, 15 AUGUST 2018 AT 7.00PM IN THE TOWN HALL, STAMFORD
PRESENT Councillor Miss B Griffin, Vice- 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 Ms M Couch Councillor Mrs S Sismore Councillor B Turner Councillor Mrs G Johnson Councillor D Taylor Councillor A Croft Councillor A Swan Councillor S Carroll Councillor D Dorson Councillor Mrs M Pitt
ALSO PRESENT Town Clerk Rev. Andy Fyall, Suprintendent Minister, the Stamford Methodist Circuit 5 members of public 1 member of press
PUBLIC PARTICIPATION: None.
249. APOLOGIES FOR ABSENCE(Agenda Point 1)
Councillor A Billington submitted her reasons for absence. The reasons were noted and accepted.
250. DECLARATION OF INTEREST (Agenda Point 2)
None declared.
EXTRA ORDINARY STAMFORD TOWN COUNCIL MEETING Stamford Town Council -15- 28 August 2018
251. RESIGNATION OF COUNCILLOR MAX SAWYER AND TOWN COUNCIL VACANCY (Agenda Point 3)
The resignation of Councillor Max Sawyer was regretted and as a consequence it created a Town Council vacancy which has been advertised. The Town Clerk informed the Council that the notification closes on 21 August 2018. If no By-Election has been called then the Town Council will be able to consider filling the vacancy by Co-Option. The Town Clerk advised that if any candidates come forward for consideration it is up to the Town Council to agree on whether it wishes to accept or not the candidates.
252. TO CONSIDER THE SUPPORT FOR THE DEPUTY MAYOR DURING THIS MAYORAL TERM
It was noted that some of the items being discussed had been considered by the Scrutiny and Audit Committee at their meeting this morning. The notes of the meeting had been tabled for Councillors to consider. Time was allowed for councillors to read and absorb the document.
Both Councillors Couch and Mrs B A Sumner took exception to the suggestion that they should be accompanied by a Past Mayor serving on the Council. They considered it should be their choice as to who should accompany them. The Town Clerk suggested that these were notes and the first step is to ask those Committee members whether the notes reflected the discussions of the meeting. Councillor Turner, Chairman of Scrutiny & Audit identified a couple of minor typographical errors. The members of the Scrutiny and Audit Committee confirmed the notes reflected the discussions and thoughts of the Committee. Councillor Swan stated that there was no slight meant and maybe an alteration would be acceptable. The sentiment was to offer support on civic protocol and etiquette when attending Civic invitations. The Council members discussed the content of the notes and it was the consensus to replace one of the sentences in point 3a to read - Both the latter may in turn be accompanied by a consort of their choice.
PROPOSAL 1 – It was proposed by Councillor B Turner, seconded by Councillor A Swan to confirm the notes of the Scrutiny and Audit Committee subject to the adjustment above.
253. TO CONSIDER THE EXPENSES OF THE FORMER MAYOR AND AWARDING OF MAYORAL ALLOWANCE TO THE DEPUTY MAYOR FOR 2018/19 MAYORAL TERM
The Chairman informed the meeting that as per the Scrutiny and Audit notes this item has also been discussed by the Finance Committee and
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supported the way the expenses of the resigning Mayor had been handled. The Town Clerk confirmed that a three months pro-rata allowance of £550 was allocated to Councillor Max Sawyer to cover his bona-fide expenses. In a similar manner the travel expenses were allocated on a pro-rata basis towards the engagements he attended which was £120.15. It was confirmed a refund of £1529.85 had been received. Following discussion, it was noted the Deputy Mayor could be allocated the balance of the Mayoral allowance of £1650.00 towards any engagements or fund-raising costs. The remainder of the travel expenses £379.85 would be managed in the same way. It was noted that the supporting group attending the engagements which the Deputy Mayor could not attend would be allocated travel expenses from the Mayoral Allowance and the Deputy Mayor travel allowance of £200. The Council noted that the Deputy Mayor would be submitting expenses on a quarterly basis.
254. TO CONSIDER THE SUPPORT OF THE NOMINATED MAYORAL CHARITIES DURING THIS MAYORAL TERM
There was question as to why the procedure of fund raising towards these three charities should change and members from the Events and Amenities Committees should be requested to act as the fund-raising group. The Deputy Mayor considered that this year is unique and although she would ask a group of individuals to support her in fund raising activities, perhaps it might be a good idea for councillors to get involved this year to support her as she was already committed to other activities. As to whether this system would apply during her potential Mayoral year, Councillor Griffin responded she hoped that the support would be available. Councillor Bisnauthsing considered that the three charities - Three Counties Dog Rescue; Stamford Young People's Charity within which is the Florence Desforges fund and Marie Curie were the former Mayor’s choice and not ratified by the Town Council. Following discussion, it was recognised that the Town Council accepted and ratified the nominated charities and therefore bound by their appointment this year.
255. TO CONSIDER THE TOWN COUNCIL MEETING PROCEDURE IN LINE WITH STANDING ORDERS
The Council noted the outcome of the investigation of the Scrutiny and Audit Committee. It was considered that the approval of the accuracy of the draft Committee notes by Committee members only, upon which there should be no discussion except in relation to their accuracy had always been in place and implemented. But there was concern over whether any actions or matter arising from committee’s notes would be available for
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consideration by the Council. The Chairman Councillor Miss Griffin confirmed that step two clearly would allow members of the Town Council to discuss any actions within committee minutes. The Town Clerk informed the meeting that should there be any actions or matters arising which resulted in a formal proposal being made then it should and would provide council members opportunity to debate prior to its ratification. In reference to committee notes it was confirmed that it was incumbent on the Chairman of each particular committee to ensure that their members had consensus that the notes reflected their discussion prior to it being presented to full Council. Therefore, discussion amongst committee members could take place outside of the Council meeting.
The Chairman Councillor Miss Griffin wished to introduce a system of streamlining the number of questions posed by Town Councillors to members representing Outside Bodies. She was concerned with the manner in which members address representatives attending Town Council meetings. Time would be allocated for representatives on the Outside Bodies to speak for 5mins during which members of the Town Council would script any questions they wished to ask on a form. All councillors would be allowed to ask one question which would allow debate at the meeting, any additional supplementary questions would be written down, collected and forwarded on to the appropriate representative. The response would be obtained by the Town Clerk and passed on to the councillor who posed the question. This hopefully would speed up procedures at the meeting. A similar system would apply to the public, who would similarly be requested to script their question and contact details. The member of public would ask their question and if possible have answers to provided either from a Town Councillor or have it directed to the representative from LCC or SKDC or to the Town Clerk who would forward a reply to the member of public on obtaining the relevant information. She also requested that Councillors put away all mobile phones and focus on the meeting, as they are a distraction. This led to discussion and strong views exchanged and any alteration will need to be approved by the Town Council. Several councillors considered this system would stifle debate. It was recognised that respect should be given to representatives attending Town Council, as they do it in their own time, to provide reports on general activities.
PROPOSAL 2 – It was proposed by Councillor B Sandall and seconded by Councillor Ms M Couch and RESOLVED by majority vote to reject the system of restricting one question per councillor as it would stifle debate. All issues should be aired for discussion. 15 votes in Favour with 4 Abstentions.
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Stamford Town Council -18- 28 August 2018
Discussion further ensued regarding the Mayoral portrait. There was a strong view that the portrait outside the Mayor’s Parlour be removed and replaced with a new Council photo to be taken at the next Town Council meeting.
PROPOSAL 3 – It was proposed by Councillor B Sandall, seconded by Councillor H Bisnauthsing and RESOLVED by majority vote that the portrait of Max Sawyer is removed and replace with a new Council photo to be taken at the next Town Council meeting. There was 1 Abstention.
It was further debated that the board in the Court Room should be endorsed with the dates of the resignation and no Past Mayor’s Medallion will be issued
PROPOSAL 4 – It was proposed by Councillor B Sandall, seconded by Councillor M Exton and unanimously RESOLVED that the Mayor Board in the Court Room should record the date of the resignation.
PROPOSAL 5 – It was proposed by Councillor B Sandall, seconded by Councillor B C Sumner and RESOLVED by majority vote that no Past Mayor’s Medallion will be issued. There were 3 Abstentions.
PROPOSAL 6 – It was proposed by Councillor B Sandall seconded by Councillor D Taylor and unanimously RESOLVED acceptance of the Scrutiny and Audit notes subject to the agreed alterations
256. CONSIDERATION OF A PRESS RELEASE FOLLOWING THE RESIGNATION OF THE FORMER MAYOR
The Council agreed that the Deputy Mayor and the Town Clerk draft the press statement in line with the discussions of this evening for circulation before being released.
257. CONSIDERATION OF ALTERATION OF COMPLAINTS PANEL DUE TO THE RESIGNATION OF COUNCILLOR MAX SAWYER
It was recognised that as the Deputy Chairman will now be Chairing all Town Council meetings, the Complaints Panel needed to have an additional member. Following discussion, it was suggested Councillor Ms M Couch put forward.
PROPOSAL 7 – It was proposed by Councillor J Dawson, seconded by Councillor H Bisnauthsing and RESOLVED by majority vote that
EXTRA ORDINARY STAMFORD TOWN COUNCIL MEETING
Stamford Town Council -19- 28 August 2018
Councillor Ms M Couch is added to the Complaints Panel. There was 1 Abstention.
The meeting closed at 7.55p.m. Chairman
EXTRA ORDINARY STAMFORD TOWN COUNCIL MEETING
Stamford Town Council -20- 28 August 2018
STAMFORD TOWN COUNCIL
MINUTES OF THE STRATEGIC DEVELOPMENT MEETING HELD ON WEDNESDAY, 01 AUGUST 2018 AT 10.00AM IN THE TOWN HALL, STAMFORD
PRESENT Councillor Andy Croft (Chairman) Councillor Bill Turner Councillor Mike Exton Councillor Tony Story Councillor Sheila Sismore
Also in attendance: Town Clerk Mary Davies – Tourist Information Centre Penny Rowley – Town Hall Guide Christine Berne – Town Hall Guide Chris Hunt – Town Hall Guide Lea Richard – Library Services
TOURISM WORKING GROUP
Apologies for absence were received from Annabel Morris and John Davis (Town Hall Guides)
a. Stamford in Bloom Lea Richard confirmed that the Stamford in Bloom initiative has been a worthwhile project which has improved the cleanliness and attractiveness of the streets. The effort by the volunteers to nurture the plants is recognised and applauded. The feedback from the public has been very positive. It is understood that the scheme will continue throughout the year, so that next year’s competition can build on the initial efforts.
b. Browne’s Hospital Mary Davies reported that the new Curator at Browne’s hospital is investigating how best access can be increased. The Town Hall Guides offered to assist and support where possible.
c. Heritage Weekend Chris Hunt reported on the various events which were supporting the Heritage weekend. It was noted that the Heritage Booklet was available and distributed to all at the meeting. It was suggested that the events could be included in the next edition of the Newsletter.
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Stamford Town Council -21- 28 August 2018
d. Town Hall Tours Christine Berne believed that organised groups should not be scheduled on Friday when the free tours operated. In her opinion such tours should be chargeable. It was noted that the organised group in question were scheduled as such as it was in combination with a walking tour of Stamford. Organised tours are chargeable and scheduled on dates when guides were available. Penny Rowley informed the meeting that the sale of the Guide Booklet is proving popular. During the Winter period there would be no tours operating between 29 November 2018 and 22 February 2018. It was suggested that during school holidays special children tours with activities may be arranged. It was recognised that the Malcolm Sargent Room remains out of commission pending redecoration. There was question as to whether the historic treasury chest would be relocated downstairs to the entrance hall. The Town Clerk understood that the Civic Officer has this matter already in hand with RAF Wittering. Action: Civic Officer
10.25am – the formal meeting commenced.
PUBLIC PARTICIPATION – None
188. APOLOGIES FOR ABSENCE –
Councillor H Bisnauthsing submitted his apologies; these were noted and accepted.
189. DECLARATIONS OF INTEREST (Agenda Point 2)
Councillor M Exton declared a Personal and Prejudicial Interest regarding any discussion relating to Browne’s Hospital as he is a Board Member.
190. MINUTES
The Notes of the Committee Meeting held on Wednesday, 04 July 2018, were confirmed as a true record of the meeting.
191. ACTION POINTS
The Committee considered the feedback on the following action points in hand: a. Terracotta Coat of Arms – The Chairman Councillor Andy Croft informed the meeting that he had spoken to Andrew Verona in respect of the provision of the surrounding stone, which would be free of charge. Discussion ensued, and it was recognised that a decision still had to be reached in respect of where the structure is
STRATEGIC DEVELOPMENT COMMITTEE
Stamford Town Council -22- 28 August 2018
to be installed. Councillor Exton suggested that the Cemetery would be the most suitable location but there was a consensus that it would not be the best location for the public viewing. Once all the details were collated a full discussion would need to be considered by the Skells Trustees as to whether St. Michael’s Churchyard should be a consideration. Action: Cllr Croft b. Defibrillators – The Town Clerk reported that all the freeholders of the buildings where the defibrillators are to be installed had granted permission and feedback from the Planning Authority is awaited before the devices could be fitted. Action: Town Clerk
192. FEEDBACK ON MEETING WITH LAKESIDE HEALTH CARE
Councillor Story informed the meeting that a meeting with Mr Simon Stitson – Hub Manager is scheduled on Friday 3 August and had requested that any points for discussion should be e-mailed to him. Councillor Sismore informed the meeting that a PPG meeting is due to be held early August. Action: Cllr Story
193. TO CONSIDER HERITAGE WORKING GROUP PROJECTS
a. Heritage Open Day and WWI Exhibition – It was confirmed that the Town Hall would be open on Saturday 15 September between 10am and 4pm. Unfortunately, the inclusion of the dungeons may not be possible due to the renovation work. The Archivist will be consulted on the displays. Councillor Bill Turner informed the meeting that the Royal British Legion where holding a competition with Primary Schools related to WW1 and enquired whether the work submitted could be displayed at the Town Hall. It was the consensus that details should be communicated to the Town Clerk. The Town Clerk advised that the Administration Officer has requested assistance on the day and has had a few Councillors put their names forward and it was hoped that many more will come forward. In respect of the Malcolm Sargent Room, it was noted that confirmation is anticipated in respect of a new contractor to undertake the work as the original contractor pulled out due to personal reasons. Action: Cllr Turner / Town Clerk /Administration
Officer
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Stamford Town Council -23- 28 August 2018
194. WEBSITE & NEWSLETTER
a. Website – The Town Clerk advise that this is updated by the Deputy Town Clerk and any new events should be directed to her to upload. b. Newsletter - The Chairman Councillor Croft confirmed that the next edition of the Newsletter is scheduled towards the end of August. He had consulted with the Civic Officer and it was understood that the content was nearly complete. There was suggestion that the next edition would carry a questionnaire to ascertain whether it was serving its purpose and the content was relevant. The Chairman suggested that Councillors could be involved in distribution within their wards. Feature items could be on the Heritage weekend; the recent Twinning event and forthcoming events. The Chairman stated that he would consult with the Civic Officer on his return from annual leave to prepare the document for proof reading.
195. CORRESPONDENCE RECEIVED a. Browne’s Hospital – A letter from the Clerk to the Trustees of Browne’s Hospital had been received and was discussed. The content was noted, and it was confirmed that arrangements at Browne’s Hospital were being examined to see how they could be expanded. In the light of the resignation of the Stamford Mayor there was discussion as to what status the Deputy Mayor had at the quarterly Browne’s meetings. It was noted that the Deputy Mayor was only present as an observer and could speak with the permission of the Chairman. It was agreed that the letter is acknowledge, the contents noted and the appointment of the new Curator is welcome. It was considered that he could be invited to a subsequent meeting with the Town Hall Guides who had offered their assistance if required. 10.50am - Councillor B Turner left the meeting
196. MATTERS FOR CONSIDERATION AT NEXT MEETING
Councillor Story asked whether the following two items which Councillor Sawyer had been managing were being pursued: i. Discussion with Cllr Kelham Cooke on the One Stop Shop initiative. ii. Additional flag poles at the War Memorial The Town Clerk advised that in respect the One Stop Shop initiative, this is being taken forward by the Chairman of Finance under the
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Stamford Town Council -24- 28 August 2018
Assets. In respect of the flag poles at the War Memorial, at the end of July the Town Council had determined that no decision would be taken until the British Legion had an opportunity to discuss the matter first.
197. DATE OF NEXT MEETING – Wednesday, 05 September 2018 at 10am
Chairman (The meeting closed at 11.00am)
STRATEGIC DEVELOPMENT COMMITTEE
Stamford Town Council -25- 28 August 2018
STAMFORD TOWN COUNCIL
MINUTES OF THE EVENTS MEETING HELD ON MONDAY, 06 AUGUST 2018 AT 6.00PM IN THE TOWN HALL, STAMFORD
PRESENT Councillor Maxine Couch (Chairman) Councillor Andrew Croft (Vice Chair) Councillor Breda Griffin Councillor Brenda Sumner Councillor Gloria Johnson Councillor David Dorson
ALSO PRESENT The Town Clerk
PUBLIC PARTICIPATION – None
198. APOLOGIES FOR ABSENCE (Agenda Point 1)
None.
199. DECLARATIONS OF INTEREST (Agenda Point 2) Councillor David Dorson declared a Personal Interest in respect of any discussions relating to the Stamford Festival as his wife is a member of the Festival Committee.
200. MINUTES (Agenda Point 3)
The Minutes of the Committee Meeting held on Monday, 02 July 2018, were confirmed and would be signed as a true record of the meeting.
201. ACTION POINTS (Agenda Point 4) a. Re-useable banner for events held at the Bandstand – Councillor Couch reported that a re-usable banner was available at £55.00 plus VAT and suggested that the Committee purchase two banners for use on the Recreation Ground, Meadows or Town Hall. Action: TC/AO
PROPOSAL 1 - It was proposed by Councillor Dorson, seconded by Councillor Croft and unanimously RESOLVED that two re-usable banners were purchased at a price of £55.00 each plus VAT for use on the Recreation Ground, Meadows or Town Hall. Action: Cllr Couch
All other action points were within the agenda.
EVENTS COMMITTEE
Stamford Town Council -26- 28 August 2018
202. STAMFORD CHRISTMAS FESTIVAL – Sunday 25 November 2018 (Agenda Point 5)
a. Banners / Draft Stamford Christmas Festival poster (SCF251118) – The Chairman summarised the three styles of posters and the final choice which was made at the last meeting. Following discussion, it was the consensus that the following quantities of posters should be requested: A5 x 1,400; A4 x 100 A3 x12. The banners will require revising with the new dates. It was noted that the 8 banners will require updating at a cost of approx. £200. It was agreed that the locations for installing the banners would be as follows:
i. Railings on Sydney Farm Lane (A1 slip road) ii. Railings of Sydney Farm Lane (Gt. Casterton Road) iii. Railings on Kettering Road (SES Primary School) iv. Footway East Street (SES Boys School) v. Town Hall railings vi. Railings on Ryhall Road by McDonalds vii. Railings on Meadows/Cattle Market viii. Railings of Recreation Ground The consensus was that social media is the most effective method of advertising and that editorials could be run in the Mercury and Stamford Living, subject to the costs being agreed. Action: Cllr Couch / Town Clerk
b. Selection of RLS Christmas Tree – The Christmas Tree selection is scheduled on Monday 12 November. The selection party would be Councillors Maxine Couch and Andy Croft. The identified tree would be selected, cut and delivered for installation. It was noted that no response has been received from RAF Wittering in respect of installation assistance. Action: Town Clerk c. Entertainment – It was noted that the following had confirmed they would be attending the event and Purchase Orders had been issued: • Morris Dancers £150.00 + VAT • Paul Temple Entertainment £360.00+ VAT • Stamford Marquis £460.00+ VAT • Graham Starkie Sound Systems £270.00+ VAT • St. Johns Ambulance £364.95+ VAT • TMS Traffic Management £1000.00+ VAT • H & S Advisor £153.00+ VAT The following confirmations remain outstanding: - pricing for the barriers and stalls from SKDC, attendance on the day of the event by Radio Rutland, and availability of Santa’s sleigh. There was also
EVENTS COMMITTEE
Stamford Town Council -27- 28 August 2018
discussion as to whether to offer children’s face painting in Red Lion Square. The Town Clerk provided details of a face painter. The consensus was that offering children’s face painting along-side the puppet show would be an added attraction. However, the trader should be offered a reduced-price stall, enabling her to set her own levy for the face painting during the event. PROPOSAL 2 – It was proposed by Councillor Mrs Johnson, seconded by Councillor Miss Griffin and unanimously RESOLVED that no contractual engagement is made but the trader is offered a reduced stall rate of £60.00 for the day to enable the trader to set their own levy for face painting during the event. Action: Town Clerk d. Festive Lights – The Chairman informed the Committee that a meeting is scheduled for tomorrow 7th August, to confirm the final installation details of the festive lighting this year with the contractor. Feedback on that meeting will be provided at the next Committee meeting. Action: Cllr Couch / Town Clerk e. Event Plan – It was noted that this document is being updated by the H & S Advisor in line with the debriefing meeting held on the 4th December 2017 and the guidance received from the Safety Advisory Group. The revised version will be circulated and forwarded to the Safety Advisory Group for any additional comments. Action: Town Clerk f. Volunteer Roster – The Town Clerk presented the draft roster for covering the event. It was noted that there were 21 volunteers last year who offered their services. It was agreed to contact those individuals again and identify any new candidates who may be interested in joining the team. It was the consensus that the provision of a £5.00 lunch allowance to each volunteer who stayed all day had worked well. Action: Town Clerk
203. FRENCH MARKET – SUNDAY 14 OCTOBER 2018 (Agenda Point 6)
The Town Clerk confirmed that the Risk Assessment and Public Liability document had been received from the agent arranging the French Market. The Event Plan, which is required by the Safety Advisory Group, will be circulated shortly. Action: Town Clerk
204. TO CONSIDER A CONCERT EVENT ON THE BANDSTAND (Agenda Point 7) Councillor Couch suggested a Halloween theme event possibly on Sunday 28 October between 1pm and 4pm. Following discussion Councillor Johnson offered to contact New College Stamford to ascertain whether their drama group might assist. Councillor Croft would contact Martin Tempest and Friends of Stamford and Rutland EVENTS COMMITTEE
Stamford Town Council -28- 28 August 2018
Theatre for in-put. Stalls selling hot dogs, toffee apples, candyfloss and hot drinks should be contacted. The Shack should be invited to open. A pumpkin competition and best fancy dress competition could be held. The winner of the pumpkin competition would switch-on the Christmas lights and the winner of the fancy dress competition given a £10 voucher. It was considered that the name of the event could be ‘Stamford Spooktacular’. Deputy Mayor Councillor Miss Griffin was very supportive of the event and the Chairman Councillor Couch agreed to discuss this with the Amenities Committee. Action: Cllr Couch / Croft / Johnson / Town Clerk 205. TO RECEIVE THE REPORT FROM THE STAMFORD FESTIVAL COMMITTEE (Agenda Point 8) Councillor Couch circulated the report which had been received from the Stamford Festival Committee on the recent 2018 event. This was noted. 206. TO REVIEW 2018/19 BUDGET (Agenda Point 9) The budget was reviewed in detail. All elements of costs for the Stamford Christmas Festival were examined. It was recognised for the event to be cost neutral, 90 traders need to sign-up. At present 17 pitches and 9 stalls had been confirmed. It was noted that this year no refunds would be permitted in the event of the Christmas Festival being cancelled due to the weather. New bunting will need to be obtained for Red Lion Square next year as the current stock is weather worn. Councillor Dorson advised that the Danish Invader had extensive bunting which it obtained for the World Cup and may be able to offer it to the Town Council. He offered to investigate this and report back. The Town Clerk would contact Sukies, or a similar trading outlet, for the cost of new red white and blue bunting. 207. ANY OTHER MATTERS FOR CONSIDERATION (Agenda Point 10) None raised
208. DATE OF NEXT MEETING: (Agenda Point 11) – Monday, 03 September 2018 at 6pm
Chairman (The meeting closed at 7.15pm)
EVENTS COMMITTEE
Stamford Town Council -29- 28 August 2018
STAMFORD TOWN COUNCIL
MINUTES OF THE PLANNING MEETING HELD ON TUESDAY, 07 AUGUST 2018 AT 6.00PM IN THE TOWN HALL, STAMFORD
PRESENT Councillor Steve Carroll (Chairman) Councillor Breda Griffin (Vice Chairman) Councillor David Dorson Councillor Marion Pitt
ALSO PRESENT Richard Tracey – Administration Officer
209. APOLOGIES FOR ABSENCE (Agenda Point 1)
None
210. DECLARATION OF INTEREST (Agenda Point 2)
All councillors declared a Personal interest in applications S18/1184 and S18/1417 as they are custodians of the Town Hall building and the Cemetery. 211. MINUTES (Agenda Point 3)
The Minutes of the Committee Meeting held on Tuesday, 03 July 2018 were confirmed and signed as a true record of the meeting.
212. PLANNING APPLICATIONS (Agenda Point 4)
The Committee’s observations are shown on the attached schedule.
213. CORRESPONDENCE (Agenda Point 5)
a. Notification of Appeal Decision Ref. Planning Application S17/2213, 1no. Dwelling at Land between 54 & 56 Caithness Road, Stamford PE9 2TF – The Appeal is dismissed - noted by Committee.
214. ANY OTHER BUSINESS (Agenda Point 6)
Councillor Dorson stated that the date for public consultation regarding the Local Plan had now passed and a revised Local Plan will shortly be published by SKDC.
PLANNING COMMITTEE
Stamford Town Council -30- 28 August 2018
215. DATE OF NEXT MEETING (Agenda Point 7) Tuesday, 04 September 2018 at 6.00pm.
Chairman
(The Meeting closed at 7.50pm)
PLANNING COMMITTEE
Stamford Town Council -31- 28 August 2018
Date Date Ref. No. Proposed Development and Location Type of Applicant and Address Observations on Application Valid Received Permission
28-06-18 04-07-18 S18/1202 Repairs to Star Lane archway at Listed Mr Thad Wilk Materials used should match existing. United Reformed Church, Stamford Building On Behalf of Church Elders, Defer to SKDC Conservation Officer. Consent United Reformed Church, Stamford PE9 1PH
26-06-18 09-07-18 S18/1146 Compliance with condition 1 (Time Limit Compliance Mr Malcolm Smith Application approved, Decision dated for Commencement), 2 (Materials) and 3 with 58 Exeter Gardens, 23/07/18 before Planning Committee (Approved Plans) of planning approval Conditions(s) Stamford Meeting held S12/2386 PE9 2RN 58 Exeter Gardens
26-06-18 09-07-18 S18/1184 Approval of details reserved by Discharge of Mrs Patricia Stuart-Mogg No comment Conditions 3 (means of affixing Cond(s) Town Hall, mechanical and electrical fittings), Listed St Mary's Hill, 4 (means of affixing handrail) and 5 Building Stamford (samples of rainwater goods) of PE9 2DR S18/0123 Town Hall, St Mary's Hill 28-06-18 09-07-18 S18/1205 Discharge of conditions 3 (insulation) Discharge of Mr John Regis Defer to SKDC Planning and and 4 (joinery works) of S17/2041 Conditions c/o Mr Michael Roffe Conservation Officers The Old Barn Restaurant, St Mary's (Planning) 6 Adelaide Street, Passage, Stamford PE9 2HG Stamford PE9 2EN 28-06-18 09-07-18 S18/1227 Discharge of conditions 3 (insulation) Discharge of Mr John Regis Defer to SKDC Conservation Officer and 4 (joinery works) of S17/2043 Cond(s) c/o Mr Michael Roffe The Old Barn Restaurant, St Mary's Listed 6 Adelaide Street, Passage, Stamford PE9 2HG Building Stamford PE9 2EN
PLANNING COMMITTEE
Stamford Town Council -32- 28 August 2018
Date Date Ref. No. Proposed Development and Location Type of Applicant and Address Observations on Application Valid Received Permission
28-06-18 09-07-18 S18/1197 Proposal to replace all existing windows Listed Jane Broadbent Defer to SKDC Conservation Officer. to the front elevation of 31b Scotgate Building 31b Scotgate, Stamford Materials should be sympathetic to the Consent PE9 2YQ Conservation Area. 17-01-18 10-07-18 S18/0057 Demolition of the existing dwelling and Full Planning Mr and Mrs Story Previous comments 06/02/18 - No objection to tattoo shop and proposed construction Permission - Matthias House, the design subject to conservation area regulations e.g. original Town Wall and of a replacement dwelling Amended Stibbington, Peterborough archaeological findings 8 Barn Hill, Stamford PE9 2AE Information PE8 6LP After a review of recent amendments, there are concerns about overdevelopment to the rear. The roof line to the right-hand side of North Street is oppressive and overbearing. 02-07-18 10-07-18 S18/1210 Demolition of existing bungalow and the Full Planning Mr & Mrs Eames There are strong concerns of the erection of a new two storey dwelling Permission 78 South Road, overdevelopment and oppressive nature of and garage Oundle the site, not in keeping with the area and Priory View, Priory Road, Stamford PE8 4BP the World Heritage site of St Leonard’s PE9 2EU Priory opposite. Materials are not in keeping with the street scene. 07-06-18 10-07-18 S18/0761 Erection of side and rear extensions Householder Mr James Skinner No objection subject to neighbours’ 4 Pine Close – Amended 4 Pine Close, Stamford amenities being respected Information PE9 2JQ 20-06-18 11-07-18 S18/1142 Erection of two storey and single storey Householder Mr Robert Blowers No objection subject to neighbours’ rear extensions 29 Rutland Road, Stamford amenities being respected 29 Rutland Road PE9 1UP 20-06-18 11-07-18 S18/1148 Erection of two storey side extension Householder Mr & Mrs Harvey No objection subject to neighbours’ and first floor extension over existing 4 Launde Gardens, amenities being respected single storey addition Stamford 4 Launde Gardens PE9 2RP
PLANNING COMMITTEE
Stamford Town Council -33- 28 August 2018
Date Date Ref. No. Proposed Development and Location Type of Applicant and Address Observations on Application Valid Received Permission
20-06-18 11-07-18 S18/1097 Insertion of dormer window to rear and Householder Mr Jon Levy No objection subject to neighbours’ 2x rooflights 1 Recreation Ground Road, amenities being respected 1 Recreation Ground Road Stamford PE9 1EN 25-06-18 11-07-18 S18/1156 Erection of rear extension Householder Mr & Mrs B Hackney No objection subject to neighbours’ 4 Pinfold Lane 4 Pinfold Lane, Stamford amenities being respected PE9 2ET
29-06-18 11-07-18 S18/1196 Erection of rear extension, loft Householder Mrs Tania Nelson No objection subject to neighbours’ conversion, insertion of rooflights and 17 Alexandra Road, amenities being respected alterations Stamford 17 Alexandra Road PE9 1QR
02-07-18 11-07-18 S18/1212 Crown raise Lime tree to 4m, remove Trees in CA - Mr Evans Defer to SKDC Arboricultural Officer. epicormic growth from stem and remove Section 211 Hillcrest, 3 Roman Bank, deadwood Notice Stamford Hillcrest, 3 Roman Bank PE9 2SS 04-07-18 11-07-18 S18/1229 Erection of single storey extensions and Householder Ms Dunmore No objection subject to neighbours’ internal alterations 10 Haddon Road, Stamford amenities being respected 10 Haddon Road PE9 2UW
10-07-18 12-07-18 S18/1302 Erection of side extension Householder Mr T Coles No objection subject to neighbours’ 21 Cromarty Road 21 Cromarty Road, amenities being respected Stamford PE9 2TQ
PLANNING COMMITTEE
Stamford Town Council -34- 28 August 2018
Date Date Ref. No. Proposed Development and Location Type of Applicant and Address Observations on Application Valid Received Permission
06-07-18 12-07-18 S18/1278 Fell 1 x Sycamore tree Trees in CA - Mr Michael Sharpe Defer to SKDC Arboricultural Officer Rock House, Scotgate, Stamford PE9 2YQ Section 211 Clanranald Notice Casterton Road, Stamford PE9 2YL 29-06-18 16-07-18 S18/1207 Erection of 5 detached houses Full Planning Simon Boon Homes Ltd No objection subject to any affordable Land off Kettering Road, Stamford Permission Shiremoor, Mill Lane, housing contribution agreement being PE9 2JS Cotterstock, Peterborough allocated and expended in Stamford. PE8 5HH
23-05-18 17-07-18 S18/0892 Listed building consent for the creation Listed Mr & Mrs N Brake Previous comments 05/06/18 - Defer to SKDC of 2nd floor within exiting void space Building Tivoli Cottage, Conservation Officer. Materials should be sympathetic to the Conservation Area. along with two roof lights Consent - 5 Wothorpe Road, Defer to SKDC Conservation Officer. Tivoli Cottage, 5 Wothorpe Road Amended Stamford Materials should be sympathetic to the Information PE9 2JR Conservation Area.
23-05-18 17-07-18 S18/0891 Listed building consent for the creation Householder Mr & Mrs N Brake Previous comments 05/06/18 - No objection of 2nd floor within existing void space - Amended Tivoli Cottage, subject to neighbours’ amenities being respected along with two roof lights Information 5 Wothorpe Road, No objection subject to neighbours’ Tivoli Cottage, 5 Wothorpe Road Stamford amenities being respected. Materials PE9 2JR should be sympathetic to the Conservation Area.
28-06-18 17-07-18 S18/1160 Non-material amendment to planning Non-material Mr Steven Beacham Application approved, Decision dated permission S17/0658 to extend porch amendments 70 Rutland Road, Stamford 26/07/18 before Planning Committee roof PE9 1UW Meeting held 70 Rutland Road
PLANNING COMMITTEE
Stamford Town Council -35- 28 August 2018
Date Date Ref. No. Proposed Development and Location Type of Applicant and Address Observations on Application Valid Received Permission
02-07-18 23-07-18 S18/1221 Approval of details reserved by condition Discharge of Mrs Anne Emerson Defer to SKDC Conservation Officer 3 (Scheme of works) of planning Cond(s) Digby House approval S18/0749 Listed 10 Maiden Lane, Stamford 10 Maiden Lane Building PE9 2AZ
10-07-18 23-07-18 S18/1270 Approval of Condition 3 (external Discharge of Easternrose Ltd Defer to SKDC Planning Officer materials) for planning permission Ref. Conditions PO Box 9873, Oakham S18/0079 (Planning) LE15 0EY 3-4 Brownlow Terrace, Back Lane, Stamford PE9 2EH
12-06-18 24-07-18 S18/1367 Erection of single and two storey Householder Mrs Felicity Francis No objection subject to neighbours’ extensions 7 Holland Road, Stamford amenities being respected 7 Holland Road PE9 1SA
05-07-18 24-07-18 S18/1253 Change of use of first floor to B1 and Full Planning Mr Mike Cattrell No objection subject to Listed Building external alterations Permission Beresford House, Regulations and materials are Qs, 6 High Street, Stamford PE9 2AL 1 Newtown Street, sympathetic to the Conservation Area. Leicester LE1 6WH 05-07-18 24-07-18 S18/1254 Internal and external alterations Listed Mr Mike Cattrell Defer to SKDC Conservation Officer Qs, 6 High Street, Stamford PE9 2AL Building Beresford House, Consent 1 Newtown Street, Leicester LE1 6WH
PLANNING COMMITTEE
Stamford Town Council -36- 28 August 2018
Date Date Ref. No. Proposed Development and Location Type of Applicant and Address Observations on Application Valid Received Permission
10-07-18 24-07-18 S18/1286 Demolition of existing dwelling and the Full Planning Mr MacDuff No objection subject to neighbours’ erection of a replacement two and half Permission 38 Exeter Gardens, amenities being respected storey detached dwelling Stamford PE9 2RN 38 Exeter Gardens
09-11-17 24-07-18 S17/1906 Demolition of side extension and Householder Mr & Mrs Niall Previous comments 28/06/16 - No objections erection of front, side and rear Wordsworth subject to the materials used are sympathetic to the Conservation Area. extensions (alteration to previously Griffons, North Street, As previous comments approved S16/1267) Stamford Griffons, North Street PE9 1AA 10-07-18 27-07-18 S18/1274 Erection of single storey extension to Householder Mr & Mrs Rawlins No objection subject to neighbours’ dwelling 40 Banks Crescent, amenities being respected 40 Banks Crescent Stamford PE9 1FJ 10-07-18 27-07-18 S18/1275 Erection of two storey extension Householder Mr & Mrs Rawlins No objection subject to neighbours’ 40 Banks Crescent 40 Banks Crescent, amenities being respected Stamford PE9 1FJ
11-07-18 30-07-18 S18/1194 Removal of T1 Conifer tree and removal Trees in CA - Mr Matthew Rudkin Defer to SKDC Arboricultural Officer of T2, T3, T4 and T5 Section 211 10 Tinwell Road, Stamford 10 Tinwell Road Notice PE9 2QQ
09-07-18 30-07-18 S18/1287 Demolition of existing rear extension and Householder Mrs Anne Emerson No objection subject to neighbours’ erection of single storey rear extension Digby House amenities being respected. Materials Digby House, 10 Maiden Lane 10 Maiden Lane, Stamford should be sympathetic to the PE9 2AZ Conservation Area.
PLANNING COMMITTEE
Stamford Town Council -37- 28 August 2018
Date Date Ref. No. Proposed Development and Location Type of Applicant and Address Observations on Application Valid Received Permission
09-07-18 30-07-18 S18/1290 Listed building consent for the Listed Mrs Anne Emerson Defer to SKDC Conservation Officer. demolition of existing rear extension and Building Digby House Materials should be sympathetic to the erection of single storey rear extension Consent 10 Maiden Lane, Stamford Conservation Area. Digby House, 10 Maiden Lane PE9 2AZ
13-07-18 30-07-18 S18/1241 Erection of detached garage, workshop, Householder Mr Roger Birt No objection subject to neighbours’ amenities store and games room 92 Tinwell Road, Stamford being respected. It is requested that should consent be considered, a condition is included 92 Tinwell Road PE9 2SD to ensure that this construction must not be converted to a dwelling at any stage in the future. This will help to prevent any precedent being set in respect of back land development which could conflict with Policy SP1 of the Local Development Framework for South Kesteven Core Strategy 2010, which gives priority to housing sites which do not compromise the nature and character of the local neighbourhood. This location is served by an unadopted lane which is a quiet back lane unsuitable for any increase in vehicle movements. 13-07-18 31-07-18 S18/1292 Erection of single and two storey front, Householder Mr Colin Holmes & Ms No objection subject to neighbours’ side and rear extensions Alison Cook amenities being respected 2 Willoughby Road 2 Willoughby Road, Stamford PE9 1SP
16-07-18 31-07-18 S18/1326 Demolition of garage and erection of Householder Mr & Mrs Page No objection subject to neighbours’ single storey side extension 7 Exeter Gardens, Stamford amenities being respected 9 Fitzwilliam Road, Stamford PE9 1DF PE9 2RN
PLANNING COMMITTEE
Stamford Town Council -38- 28 August 2018
Date Date Ref. No. Proposed Development and Location Type of Applicant and Address Observations on Application Valid Received Permission
17-07-18 31-07-18 S18/1053 Section 73 application to vary condition Householder Mrs Slaine Short Previous comments S17/2311, 05/12/17 - No 2 (Approved Plans) of planning approval Ground Floor Flat, objection subject to SKDC Conservation Officer approval S17/2311 to enlarge the approved Lansbury House, No objection subject to SKDC summer house 3 St Mary's Place, Stamford Conservation Officer approval and Ground Floor Flat, Lansbury House, PE9 2DN materials are sympathetic to the 3 St Mary's Place Conservation Area.
18-07-18 31-07-18 S18/1311 Erection of side extension Householder Mrs Sara Noone No objection subject to neighbours’ 17 Tobias Grove 17 Tobias Grove, Stamford amenities being respected PE9 4BD
19-07-18 01-08-18 S18/1357 Change of use from retail to mixed use Full Planning Mr Holmes No objection subject to neighbours’ (A1/A3) Permission Fairfield & Shore Ltd amenities being respected 14 St Mary's Hill 14 St Mary's Hill, Stamford PE9 2DP
19-07-18 01-08-18 S18/1358 Alterations to shopfront Listed Mr Holmes No objection subject to SKDC 14 St Mary's Hill Building Fairfield & Shore Ltd Conservation Officer approval and Consent 14 St Mary's Hill, Stamford materials are sympathetic to the PE9 2DP Conservation Area. Colours to be in- keeping with the Shopfront Guide.
30-07-18 03-08-18 S18/1417 Demolition of existing toilet block and Full Planning Mrs Patricia Stuart-Mogg No comment construction of new toilet block to match Permission Stamford Town Council, existing store room Town Hall, St Mary's Hill, Cemetery Lodge, Radcliffe Road, Stamford Stamford PE9 1BD PE9 2DR
PLANNING COMMITTEE
Stamford Town Council -39- 28 August 2018
Date Date Ref. No. Proposed Development and Location Type of Applicant and Address Observations on Application Valid Received Permission
01-05-18 03-08-18 S18/0793 Erection of rear extension following the Householder Deborah Proctor Previous comments (08/05/18) - No objection removal of an existing rear extension - Amended 24 Conduit Road, Stamford subject to neighbours’ amenities being respected and loft conversion with single rooflight Information PE9 1QQ As previous comments to rear 24 Conduit Road 16-07-18 03-08-18 S18/1328 Erection of single storey rear extension Householder Mr & Mrs N Reynolds No objection subject to neighbours’ 25 Lincoln Road 25 Lincoln Road, Stamford amenities being respected PE9 1SH
17-07-18 03-08-18 S18/1339 Works to Weeping Ash (T1), 2x Birch Trees in CA - Smith Defer to SKDC Arboricultural Officer trees (T2 & T3), Silver Birch (T4), G5 Section 211 Holwell, St Paul's Street, (Holly and Beech) and Walnut tree (T6) Notice Stamford Holwell, St Paul's Street PE9 2BG
20-07-18 03-08-18 S18/1359 Erection of single storey extensions and Householder Mr & Mrs Hughes No objection subject to neighbours’ alterations 1 Argyll Way, Stamford amenities being respected 1 Argyll Way PE9 2XQ
23-07-18 03-08-18 S18/1380 Erection of detached two storey garage Householder Mr A Woodhouse No objection subject to neighbours’ and games room Sandon Barn, Casterton amenities being respected Sandon Barn, Casterton Road Road, Stamford PE9 4BP
27-07-18 06-08-18 S18/1325 Approval of details (access) under Discharge of Mr & Mrs Smith Defer to Highways for vehicular access condition 9 of planning permission Conditions Holwell, St Paul's Street, and on-street parking S16/2246 (Planning) Stamford Holwell, St Paul's Street PE9 2BG
PLANNING COMMITTEE
Stamford Town Council -40- 28 August 2018
Date Date Ref. No. Proposed Development and Location Type of Applicant and Address Observations on Application Valid Received Permission
17-07-18 06-08-18 S18/1343 Application to modify S106 planning Modify or Accent Housing Ltd Difficult to make a decision due to the obligations relating to S06/0439 Discharge Charlestown House, Acorn legal description used in the Land and Premises of E Bowman & Sons, Planning Park Industrial Estate, application. Cherryholt Road, Stamford Obligation Charlestown, Shipley, West Yorkshire BD17 7SW 26-07-18 07-08-18 S18/1350 Siting of plaque adjacent to the station Listed Network Rail No objection subject to the materials ticket office entrance on platform 1 Building (Infrastructure) Ltd used are sympathetic to the Station House, Stamford Station, Consent 1 Eversholt Street, London Conservation Area. Gresley Drive, Stamford PE9 2JN NW1 2DN
These observations have been submitted under delegated powers and will be presented to Stamford Town Council for ratification at the scheduled meeting on 28 August 2018.
PLANNING COMMITTEE
Stamford Town Council -41- 28 August 2018
COPIES OF DECISIONS ISSUED BY SOUTH KESTEVEN DISTRICT COUNCIL AND RECEIVED SINCE THE TOWN COUNCIL MEETING HELD 24 JULY 2018
Conditional Planning Permission
Decision Ref. No. Applicant Proposal Location STC Comments Date 17-07-18 S18/0919 Mr & Mrs Creation of new window 34 Princes Road, Stamford PE9 1QT No objection subject to neighbours’ Dickinson amenities being respected. Concerns about adding a second window. 17-07-18 S18/0945 Mr O'Neill & Mrs Erection of replacement rear 37 Redcot Gardens, Stamford PE9 1DL No objection subject to neighbours’ J Kalms extension, single storey side amenities being respected. Concerns extension and dormer window along about overdevelopment of the site. with alterations 18-07-18 S18/0883 Mrs R Price Erection of fence 14 Birch Road, Stamford PE9 2FB No objection but concerns over highway safety due to possible obscured vision for motorists 24-07-18 S18/0940 Fr Simon Section 73 application to vary Church of St Mary and St Augustine, Defer to SKDC Case Officer and Gillespie condition 2 (Approved Plans) of Broad Street, Stamford PE9 1PG Conservation Officer planning approval S17/0055 24-07-18 S18/0879 Miss Hannah Erection of two storey side extension 17 Priory Road, Stamford PE9 2EU No objection subject to neighbours’ Campion following the removal of an existing amenities being respected detached garage. Erection of a single storey rear extension and loft conversion to form 2nd floor accommodation
25-07-18 S18/0894 Mr & Mrs M Erection of two storey rear extension 3 Keats Grove, Stamford PE9 2GY No objection subject to neighbours’ Bailey amenities being respected 27-07-18 S18/1017 St George's Works to North boundary wall 1 Cheyne Lane, Stamford PE9 2AX No objection Church Trust between No.1 Cheyne Lane and St Defer to SKDC Conservation Officer Michael's Church
PLANNING COMMITTEE
Stamford Town Council -42- 28 August 2018
Decision Ref. No. Applicant Proposal Location STC Comments Date 27-07-18 S18/1015 St George's Proposed alterations to shop front at 1 Cheyne Lane, Stamford PE9 2AX No objection subject to neighbours’ Church Trust ground floor level and alterations to amenities being respected. Materials flats at levels 1 and 2 should be sympathetic to the Conservation Area 27-07-18 S18/1019 Mr Adam Change of Use from A1 to B1 office 27B Scotgate, Stamford PE9 2YQ No objection subject to neighbours’ Mezzatesta amenities being respected. Concerns over the provision of car parking spaces and long stay car parking. 31-07-18 S18/1042 Mr R Smith Erection of two storey side extension 48 Chatsworth Road, Stamford PE9 2UR No objection subject to neighbours’ and single storey extension to amenities being respected dwelling frontage 31-07-18 S18/1043 Mr & Mrs Ian Erection of single rear extension 17 Ross Drive, Stamford PE9 2JF No objection subject to neighbours’ Sheppard amenities being respected
03-08-18 S18/0784 Mr & Mrs M Demolition of existing garage and 11 Vence Close, Stamford PE9 2LZ No objection subject to neighbours’ Brunker erection of two storey side extension amenities being respected
03-08-18 S18/1014 Ms Clare Dexter Erection of single storey extension 20 Emmanuel Road, Stamford PE9 1JE No objection subject to neighbours’ amenities being respected
03-08-18 S18/0959 Kate Cadman Erection of log cabin 14 St George's Square, Stamford No objection subject to neighbours’ PE9 2BN amenities being respected and the use of sympathetic materials. Defer to Conservation Officer 08-08-18 S18/1108 Mr Pennell Change of use of land from Health Kings Mill, St Peter's Vale, Stamford No objection subject to neighbours’ Services (D1) to Offices (B1) and PE9 2QT amenities being respected alterations to on-site parking provision
PLANNING COMMITTEE
Stamford Town Council -43- 28 August 2018
Decision Ref. No. Applicant Proposal Location STC Comments Date
08-08-18 S18/0064 Stamford Rugby Demolition of existing buildings and Stamford Rugby Club, No decision can be made on this application until Club the erection of a single storey club Hambleton Road, Stamford permission is sought from SKDC Assets Department (Paul Stokes). More information is needed house, alterations to vehicular access PE9 2RZ regarding the existing covenant and the lease from and associated car parking SKDC. Serious concerns about losing green field space and the attempt to change the use of the facilities regarding different opening times and different patrons. This application should be deferred to a later date and called to Development Management Committee. Serious concerns from neighbours.
10-08-18 S18/0891 Mr & Mrs N Creation of 2nd floor within existing Tivoli Cottage, 5 Wothorpe Road, No objection subject to neighbours’ Brake void space along with dormer Stamford PE9 2JR amenities being respected window to the rear 13-08-18 S18/1367 Mrs Felicity Erection of single and two storey 7 Holland Road, Stamford PE9 1SA No objection subject to neighbours’ Francis extensions amenities being respected 20-08-18 S18/1156 Mr & Mrs B Erection of rear extension 4 Pinfold Lane, Stamford PE9 2ET No objection subject to neighbours’ Hackney amenities being respected
Refusal of Outline Planning Permission
Decision Ref. No. Applicant Proposal Location STC Comments Date 14-08-18 S17/0481 Ms D Dunseath Residential development (number of Cherryholt House, There is concern that the development dwellings not specified) Cherryholt Road, would fall within flood zone 3. There Stamford would be problems for extra traffic PE9 2EP exiting onto Priory Road and Wharf Road. A site visit is requested and referral to Development Control Committee.
PLANNING COMMITTEE
Stamford Town Council -44- 28 August 2018
Listed Building Consent
Decision Ref. No. Applicant Proposal Location STC Comments Date 24-07-18 S18/0941 Fr Simon Section 19 application to vary Church of St Mary and St Augustine, Defer to SKDC Case Officer and Gillespie condition 2 (Approved Plans) of Broad Street, Stamford PE9 1PG Conservation Officer planning approval S17/0056 27-07-18 S18/1016 St George's Proposed alterations to shop front at 1 Cheyne Lane, Stamford PE9 2AX Defer to SKDC Conservation Officer Church Trust ground floor level and alterations to flats at levels 1 and 2 07-08-18 S18/1121 Mr Stephen Change of colour to existing painted 54 St Leonards Street, Stamford PE9 Defer to SKDC Conservation Officer Gates external walls to the rear of the 2HN property from cream to light blue 08-08-18 S18/1109 Mr Pennell Internal alterations and external Kings Mill, St Peter's Vale, Stamford Defer to SKDC Conservation Officer. works to building PE9 2QT Materials should be sympathetic to the Conservation Area 10-08-18 S18/1197 Jane Broadbent Proposal to replace all existing 31b Scotgate, Stamford PE9 2YQ Defer to SKDC Conservation Officer. windows to the front elevation of Materials should be sympathetic to the 31b Scotgate Conservation Area. 10-08-18 S18/1202 Mr Thad Wilk Repairs to Star Lane archway at United Reformed Church, Star Lane, Materials used should match existing. United Reformed Church, Stamford Stamford Defer to SKDC Conservation Officer. PE9 1PH 10-08-18 S18/0892 Mr & Mrs Brake Listed Building consent for the Tivoli Cottage, 5 Wothorpe Road, Defer to SKDC Conservation Officer. creation of 2nd floor within existing Stamford PE9 2JR Materials should be sympathetic to the void space along with the insertion Conservation Area. of a dormer window
PLANNING COMMITTEE
Stamford Town Council -45- 28 August 2018
Trees in Conservation Area
Decision Ref. No. Applicant Proposal Location STC Comments Date 18-07-18 S18/1073 Charles Reduce T1 Acer to 3m and reduce 49 Torkington Gardens, Defer to SKDC Arboricultural Officer and Work Richardson TG1 Holly, Juniper x3 and privet to Stamford, PE9 2EW Conservation Officer Allowed 2m
14-08-18 S18/1212 Mr Evans Crown raise Lime tree to 4m, remove Hillcrest, 3 Roman Bank, Stamford Defer to SKDC Arboricultural Officer Work epicormic growth from stem and PE9 2SS Allowed remove deadwood
15/08/18 S18/1278 Mr Michael Fell 1x Norway Maple Rock House, Scotgate, Stamford Defer to SKDC Arboricultural Officer Work Sharpe PE9 2YQ Allowed
21/08/18 S18/1339 Smith Works to Weeping Ash (T1), 2x Birch Holwell, St Paul's Street, Stamford Defer to SKDC Arboricultural Officer Work trees (T2 & T3), Silver Birch (T4), G5 PE9 2BG Allowed (Holly and Beech) and Walnut tree (T6)
PLANNING COMMITTEE
Stamford Town Council -46- 28 August 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 20-Jul-18 Ref: 20/07/18 Stat Survey Work Mon 23/07/2018 to Tues 24/07/2018 A1 Works Surveys Location - Northbound carriageway between A1M Junction 17 & A43/A1
20-Jul-18 Ref: 20/07/18 Stat Survey Work Wed 25/07/2018 to Thurs 26/07/2018 A1 Works Surveys Location - Southbound carriageway between A43/A1 & A1M Junction 17
20-Jul-18 Ref: 569719 &569276 Surveys, road surface improvements, Wed 01/08/18 for 8 weeks A1M Jnc 17 - Stamford vegetation clearance, footway Traffic diversions & Lane closures treatments, refresh road markings and studs, installation od sign posts, traffic count loop & vehicle restraint system
TRAFFIC ORDERS
Stamford Town Council -47- 28 August 2018
26-07-18 Ref: TTRO/794/2018 Burghley Horse Trials 2018 PERIOD OF RESTRICTION: TEMPORARY TRAFFIC RESTRICTION: Stamford No Waiting: 28/8/2018 to 2/9/2018 LOCATION & NATURE OF RESTRICTION: Road Closures: 30/8/2018 to 2/9/2018 No Waiting/No Loading At Any Time Orders in place on: (Restrictions to be implemented as & Water Street (Both sides from High Street St Martins to Barnack when required in each location during Road) this period, signage detailing accurate Barnack Road (Both sides from High Street St Martins East to dates & times will be displayed on site in County Boundary) advance) High Street St Martins (Both sides from Water Street South to County Boundary) A43 Kettering Road (Both sides from High Street St Martins West to County Boundary) Burghley Lane (West Side only from B1443 to B1081)
Road Closure Orders in place on: High Street St Martins (Closed Southbound only from Water Street to B1443) Kettering Road (Closed Southbound only High Street St Martins to County Boundary) Wothorpe Road (Closed at junction with A43 Kettering Road) Water Street (Closed Westbound only from B1443 to High Street St Martins) B1443 (Closed Eastbound only from High Street St Martins to Water Street ALTERNATIVE ROUTE: Local diversion routes will be signposted
09-Aug-18 Ref: TTRO/823/2018 Essential maintenance works by PERIOD OF CLOSURE: Temporary Road Closure: Rock Road TRIIO/ Cadent Gas 03/09/2018 to 07/09/2018 Alternative Route: Local diversion routes & access (Closures to be implemented as & when arrangements will be signposted required during this period, signage detailing accurate dates & times will be displayed on site in advance)
TRAFFIC ORDERS Stamford Town Council -48- 28 August 2018
09-Aug-18 Ref: TTRO/833/2018 New College (HE Celebration of PERIOD OF CLOSURE: Temporary Road Closure: Stamford Excellence) Parade 15.30 hrs to 16.30 hrs 05/09/2018 Location: (Closures to be implemented by St Mary's Hill marshalls as & when required during this St Mary's Street period). St John's Street Red Lion Square Barn Hill Alternative Route: Local diversion routes & access arrangements will be signposted
10-Aug-18 Ref: TTRO/850/2018 Essential maintenance works by PERIOD OF CLOSURE: Temporary Road Closure: Stamford John Henry Group 13/09/2018 to 17/09/2018 Location: St Peter's Street (Closures to be implemented as & when Alternative Route: Local diversion routes & access required during this period, signage arrangements will be signposted detailing accurate dates & times will be dispayed on site in advance).
10-Aug-18 Ref: TTRO/854/2018 Battle of Britain Parade & Service PERIOD OF CLOSURE: Temporary Road Closure: Stamford 08.00 Hrs to 13.30 Hrs 16/09/2018 Location: (Closures to be implemented as & when St Mary's Hill required during this period, signage St Mary's Street detailing accurate dates & times will be St John's Street dispayed on site in advance). Red Lion Square All Saints Place Barn Hill Broad Street Star Lane Alternative Route: Local diversion routes & access arrangements will be signposted
TRAFFIC ORDERS Stamford Town Council -49- 28 August 2018
13-Aug-18 Ref: TTRO/868/2018 Essential maintenance works by PERIOD OF CLOSURE: Temporary Road Closure: Stamford TRIIO 17/09/2018 to 19/10/2018 Location: Emlyns Street (Closures to be implemented as & when Alternative Route: Local diversion routes & access required during this period, signage arrangements will be signposted detailing accurate dates & times will be dispayed on site in advance).
14-Aug-18 Ref: TTRO/871/2018 Essential maintenance works by PERIOD OF CLOSURE: Temporary Road Closure: Stamford Clancy Docwra/ Anglian Water 17/09/2018 to 19/10/2018 Location: Victoria Road (In vicinity of No.13) (Closures to be implemented as & when Alternative Route: Local diversion routes & access required during this period, signage arrangements will be signposted detailing accurate dates & times will be dispayed on site in advance).
TRAFFIC ORDERS Stamford Town Council -50- 28 August 2018
STAMFORD TOWN COUNCIL
MINUTES OF THE AMENITIES MEETING HELD ON TUESDAY, 07 AUGUST 2018 AT 7.00PM IN THE CEMETERY, STAMFORD
PRESENT Councillor B Sandall (Chairman) Councillor Mrs G Johnson (Vice Chair) Councillor J Dawson Councillor Ms M Couch Councillor A Swan Councillor Mrs A Billington
ALSO PRESENT Deputy Town Clerk
PUBLIC PARTICIPATION – None
216. APOLOGIES FOR ABSENCE (Agenda Point 1)
Councillor D Taylor submitted his reason for absence. The reason was noted and accepted. 217. DECLARATIONS OF INTEREST (Agenda Point 2) None.
218. MINUTES (Agenda Point 3)
The Minutes of the Committee Meeting held on Tuesday, 03 July 2018, where confirmed and signed as a true record of the meeting.
219. FEEDBACK ON NEW GROUND MAINTENANCE OPERATION (Agenda Point 4)
a. Approval of chemical spraying in Stamford Cemetery - It was reported that following consultation with the Chairman approval had been given for a full weed spray of the Cemetery. This activity will include the drives and very old large memorial headstones at the cost of £650. An additional skip provision was agreed to remove all the grass cuttings at the cost of £440 this would be totally managed by SMV Contract Services.
Proposal 1- On the proposal of Councillor Mrs G Johnson, seconded by the Councillor Ms M Couch, it was unanimously RESOLVED the Council accepts the full weed spray of the Cemetery at a cost of £650 and an additional skip provision to remove all the grass cuttings at the cost of £440 this provision being totally managed by SMV Contract Services.
AMENITIES COMMITTEE Stamford Town Council -51- 28 August 2018
b. Preparation of hedge work at the Cemetery; Recreation Ground and Allotments - The Committee were informed that the location maps had been provided and a quote is awaited from SMV contract services for the hedge cutting on all three sites. This work will be carried out after the nesting season.
c. Feedback on outstanding invoice payments by CGM – The Committee were advised that correspondence had been received from CGM’s solicitors regarding a claim for some unpaid invoices. The outstanding invoices related to the Cut and Collect Machine and some locations of grass cutting of former Jelson sites now in private ownership. It is alleged by CGM that some contract payments had not been received. However, this has been queried as all contract payments were made by Standing Order and verified by bank statements and matched invoices received; all documentation has been sent to their solicitor as proof of payment. The Town Clerk has confirmed to CGM’s solicitor there are no outstanding payments due to CGM but reminded their solicitor of an outstanding invoice due to the Town Council for which payment is required within 14 days, otherwise the Council will be forced to instruct their legal team to proceed with actions to recover funds.
220. CEMETERY (Agenda Point 10)
a. Feedback on action points i. X&Y plot holders – It was reported the Buckles have issued letters and a reminder the plot holders of the regulations. If these letters are not heeded action will be escalated. ii. Update on Cemetery extension work– It was reported that the clearance work is nearly complete, except for the removal of one tree after the nesting season. The next phase will be planned for the installation of roadways, pathways, car park, landings, drainage, nesting boxes and grass area. A Working Group comprising Councillors Johnson, Couch and the Deputy Town Clerk will take on this project and report back to the committee next month. iii. Update Vehicle Incident resulting in structural damage to Lodge It was reported that the structural repair works to the lodge had been completed. iv. To consider replacing main exit gate to Cemetery It was reported that a Purchase Order had been issued and the materials are on order, a date for installation is awaited.
AMENITIES COMMITTEE Stamford Town Council -52- 28 August 2018
v. feedback on the Cemetery Pubic Convenience - It was reported that the architect’s drawings and application had been submitted to SKDC planning.
b. To consider Management & Maintenance Report i. Review of site inspection of Cemetery – The Committee recognised the immense change in the condition of the Cemetery and the improvement to the ground maintenance, it was noted the spraying had begun and the positive effect this was having to the ivy clearance. However, it was noted that the trees and shrubs need some maintenance and quotes should be obtained for these works. In addition, it was noted that the chapel also merited a deep clean, with refurbishment to the interior including the treating of the doors. Quotes will be acquired for these works. During the inspection walk, it had been identified that a litter pick is required for the new extension section as the clearance works has exposed rubbish that has accumulated over time. Councillor Ms M Couch offered to contact Stamford Litter Pickers for their support.
ii. Lodge emergency roof repairs - It was reported that on 31st July the Lodge tenant reported that slates had become dislodged and fallen from the lodge roof. Emergency repairs had been authorised under the Town Clerks delegated powers1 and works are scheduled at the cost of £820 by Collyweston Slating.
Proposal 2- On the proposal of Councillor J Dawson, seconded by the Councillor A Swan, it was unanimously RESOLVED the Council accepts the emergency repairs to the Lodge roof at the cost of £820 by Collyweston Slating.
iii. Report on blocked main sewage drain to Lodge - The Committee were advised regarding an issue with the main sewage drain to the Lodge being blocked and the clearance was carried out under the Town Clerks 4 delegated powers at the cost of £150 plus VAT by Dyno-Rod.
Proposal 3- On the proposal of Councillor A Swan, seconded by the Councillor Ms M Couch, it was unanimously RESOLVED the Council accepts the clearance of the blocked drains to the lodge carried out under the Town Clerks delegated powers5 at the cost of £150 plus VAT by Dyno-Rod
iv. Confirm date for Building Inspection so new Lease may be issued – The Committee were informed all remedial works have now been
4 STC Financial Regulations 4.1 5 STC Financial Regulations 4.1
AMENITIES COMMITTEE Stamford Town Council -53- 28 August 2018
completed to the Lodge. A building inspection by the Committee should be scheduled. It had been previously ratified that Councillors Couch and Billington and the Deputy Town Clerk undertake the inspection. This was noted and should proceed.
221. REVIEW 5YR PLAN AND BUDGET COST CENTRES (Agenda Point 5)
The committee reviewed the 5-year plan. A few minor alterations were made, and the plan for the next 5 years was confirmed. The budgetary spend so far was accepted. It was noted that the memorial benches for the Cemetery had been of a standard type following discussion the consensus was the style of the bench is more important but must be sources cost effectively. Quotes for additional benches would be obtained.
222. RECREATION GROUND (Agenda Point 6)
a. Feedback on action points i. The enhancing of the outdoor play equipment for all abilities- It was confirmed the Nature Trail would be installed once the improved durable equipment is available. It was noted that the 3 new play panels and 1 butterfly roundabout were on order and an installment date is awaited. ii. The new secure shutters for Shack - A Purchase Order had been issued for the installation of two metal security bar shutters to the new section of the Shack. An installation date is awaited. iii. Access ramp to former bowling green - It was confirmed that this work is due to commence from 8th October 2018. iv. Web Swing replacement frame- It was confirmed that the Purchase Order had been issued for the installation. v. Security fencing between Grass Tennis Courts and the Shack - It was confirmed that the Purchase Order has been issued for the installation.
b. To consider Management & Maintenance Report i. To consider the issues regarding the Shack Lease and redecoration issues – It was reported that the Shack Lease is still with the Methodist Church solicitors and the Town Clerk had requested that it was required to be signed within 21days from 1st August. It was noted that this matter remained unresolved for the past 7 months. It was also reported that the Methodist Church began stripping the paint from the exterior door without permission from the Council. They were informed that any decorations and alterations to the building is subject to Council approval
AMENITIES COMMITTEE Stamford Town Council -54- 28 August 2018
prior to any work being carried out. All damage caused during the unauthorized work must be rectified at the Methodist Churches expense. A meeting is to be arranged with the Chairman, Rev Andy Fyall and Town Clerk on these issues.
ii. To consider the replacement bollard at access point off Cliff Road - It was advised that the access bollard on the Cliff Road to the Recreation Ground had been damaged and is no longer functioning. A quote for the cost of a new bollard is £310 plus VAT from Custom Fencing.
Proposal 4- On the proposal of Councillor Mrs G Johnson, seconded by the Councillor Mrs A Billington, it was unanimously RESOLVED the Council accepts the quote for the cost of a new bollard at £310 plus VAT from Custom Fencing. iii. To consider replacement bins and sponsorship - Quotes have been obtained, for the purchase and installation of new bins for the Meadows and the Recreation Ground. The quote received for the cost of a Derby Standard Litter Bins with fixing kit at £239 plus VAT each from Broxap. The quote for the installation of the bins at a cost of £120 plus VAT from M.W. Edwards Groundworks and Building Services. At a total cost of £4308 plus VAT for the 12 required bins with installation. An article is to be drafted to be included in the Town Council Newsletter regarding sponsorship for bins.
Proposal 5- On the proposal of Councillor Ms M Couch, seconded by the Councillor Mrs A Billington, it was unanimously RESOLVED the Council accepts the quote for the cost of a Derby Standard Litter Bins with fixing kit at £239 plus VAT each from Broxap. The quote for the installation of the bins at a cost of £120 plus VAT from M.W. Edwards Groundworks and Building Services. At a total cost of £4308 plus VAT for the 12 required bins with installation.
It was reported that a letter had been received from a resident who is willing to contribute up to £200 towards a new bin on the Meadows. A further offer of sponsorship for the dog poo bag dispenser and bins had been received from Burghley Vets. A quote had been obtained for purchase and installation of a dog poo bag dispenser on the Meadows and the Recreation Ground at the cost of £79.00 plus VAT per unit. The cost for the Economy Dispenser Bags was £22.90 plus VAT. The cost for the fixings are £4.95 plus VAT. All these items would be ordered from JRB Enterprise. The total cost for four dispensers would be £427.40 plus VAT, there would be an on- going cost of £22.90 plus VAT for the bags when required.
AMENITIES COMMITTEE Stamford Town Council -55- 28 August 2018
Proposal 6- On the proposal of Councillor B Sandall, seconded by the Councillor Mrs A Billington, it was unanimously RESOLVED the Council accepts the quote provided by JRB Enterprise for four dispensers to be appropriately sited on the Meadows and Recreation Ground at the cost of £79.00 plus VAT per unit, with Economy Dispenser Bags at a cost of £22.90 plus VAT, and cost for the fixings at £4.95 per unit plus VAT. The total cost for four dispensers would be £427.40 plus VAT, with an on-going cost of £22.90 plus VAT for additional bags when required.
Burghley Vets had offered to sponsor a coin operated duck and goose feed dispensers on the Meadows. Additionally, they are willing to assist with a duck feeding project to educate primary school children on the effects of feeding the wildfowl bread. An article is to be drafted to be included in the Town Council Newsletter. Following discussion, the Committee supported the installation of two feed dispensers and welcomed Burghley Vets sponsoring the feed dispensers. Clarification on whether they will maintain the duck feed is to be established. A quote obtained from Rock Venders for the feed dispensers indicated a cost of £160 plus VAT per unit, a quote for installation is awaited. The cost for the feed will need to be budgeted should the Town Council be responsible for the dispensers. This cost will be off-set by the vending fee.
Proposal 7- On the proposal of Councillor Mrs G Johnson, seconded by the Councillor A Swan, it was unanimously RESOLVED the Council accepts the installation of two duck feed dispensers and welcomes Burghley Vets sponsoring this project of two units at a cost of £160 plus VAT each from Rock Venders, at a total cost of £320 plus VAT.
iv. To consider request of a banner to be installed on the Skatepark – An update was provided on the Moonlight Walk, for which a banner had been requested to be displayed on the skatepark fencing. The banner is 10ft x 3ft and the charity is St Barnabas hospice who give palliative to adults living with a life-limiting or terminal illness. The Committee recommended the banner is fixed on the Bandstand Fencing subject to it being installed 3 weeks before the event and must be removed within 3 days after the event. This allowance will only be permitted to non-profit making charities.
Proposal 8- On the proposal of Councillor A Swan, seconded by the Councillor Mrs A Billington, it was unanimously RESOLVED the Council allows St Barnabas Hospice to display their banner for the Moonlight Walk on the Bandstand Railings subject to it being installed 3 weeks before the event and must be removed within 3 days after the event.
v. Consider the purchase of new tennis court winder - The Committee were informed a number of questionable incidents having arisen since
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the new management procedure has been put in place. Three padlocks have been stolen from around the Recreation Ground and now the tennis nets winder has also disappeared. In addition, the water stop-cock water had been turned off at the Cemetery. It was noted that a new tennis net winder cost of £12.45 plus VAT from Stadia Sports.
Proposal 9 - On the proposal of Councillor Mrs G Johnson, seconded by the Councillor A Swan, it was unanimously RESOLVED the Council accepts the purchase of a new tennis net winder at the cost of £12.45 plus VAT from Stadia Sports.
223. MEADOWS (Agenda Point 9)
a. Feedback on action points i. Ground repairs in respect of the sunken ground to the entrance of Meadows at Lammas Bridge – It was reported that this work has now been completed.
ii. Additional signs- A quote had been obtained for additional signs encouraging the public to respect the Meadows, Recreation Ground and Cemetery when exercising their dogs. The cost for a total of nineteen signs for the three sites, at £66 per sign plus installation of £24 per sign from Barker Signs. The total cost of this project would be £1710 plus VAT for the 19 signs required for the 3 sites.
Proposal 10- On the proposal of Councillor Ms M Couch, seconded by the Councillor Mrs G Johnson, it was unanimously RESOLVED the Council accepts the cost for a total of nineteen signs for the three sites, at £66 per sign plus installation of £24 per sign from Barker Signs. The total cost of this project would be £1710 plus VAT.
b. To consider Management & Maintenance Report i. To consider quote for replacement bins and sponsorship – See Proposal 5 above for bins within the Recreation Ground section.
ii. Replacement tree on the Meadows by Rutland Tree Care - It was reported that Rutland Tree Care had kindly donated a Liquidambar to the Council replacing the white poplar that was removed. The committee agreed a letter of thanks should be issued to Rutland Tree Care.
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224. ALLOTMENTS (Agenda Point 7)
a. Feedback on action points i. Approve quote to install water troughs on Uffington Road (South & New) – It was confirmed the Purchase Order was issued for the installation of two water troughs with concrete supports at Uffington Road South and Uffington Road New allotment sites, at the cost of £358.44 inc VAT. Installation would be by Gordon Bush Gas & Plumbing Solutions, a date for installation is awaited. ii. Priory Road Boundary Wall. – No further update has been received. iii. Installation of a car park at Uffington N site- It was confirmed that the Purchase Order has not yet been issued due to the asbestos on site, which requires removal before works can be undertaken.
b. To consider Management & Maintenance Report - The Deputy Town Clerk presented the report on the status of the allotment waiting list and current vacancies. The Committee were informed that there were no vacant plots on any allotment site. The Committee thanked the Deputy Town Clerk for all the hard work taken place to achieve this position.
Proposal 11- On the proposal of Councillor Ms M Couch, seconded by the Councillor Mrs G Johnson, it was unanimously RESOLVED the Council thanked the Deputy Town Clerk for all the hard work taken place to achieve the position with all plots having been taken. i. Shed/Greenhouse Request - It was reported that a request had been received to install a greenhouse on plot D17 on Queens Walk and a shed request had been received for plot WF30. The Committee supported these requests.
Proposal 12- On the proposal of Councillor J Dawson, seconded by the Councillor Mrs A Billington, it was unanimously RESOLVED the Council permits the erection of a green house on plot D17 and the erection of a shed on WF30.
Further discussions ensued, and it was agreed that delegated powers were given to the Deputy Town Clerk subject to consultation with the Chairman or Vice Chairman of the Committee to consider any shed/greenhouse request received for a standard size of 10’x6’ or below, to speed up the process of approval. Any approvals will be reported to the Committee at each meeting and subsequently ratified by Town Council.
Proposal 13- On the proposal of Councillor Ms M Couch, seconded by the Councillor Mrs G Johnson, it was unanimously RESOLVED the Council grants
AMENITIES COMMITTEE Stamford Town Council -58- 28 August 2018 delegated powers to the Deputy Town Clerk subject to consultation with the Chairman or Vice Chairman of the Committee to consider any shed/greenhouse request received for a standard size of 10’x6’ or below, to speed up the process of approval. Any approvals will be reported to the Committee at each meeting and subsequently ratified by Town Council.
ii. Bonfire plot H98/99- It was reported that a bonfire had taken place on plot H98/99 on Uffington Road New, permission had not been given for this bonfire. A letter will be issued to the tenant stating if the rules are broken again the tenant will be given notice. The Deputy Town Clerk advised that no bonfire permission is currently been granted due to the very dry weather conditions and the risk of fires spreading.
iii. Return of Allotment deposit- The Committee were informed that two termination forms had been received and subsequent inspections carried out. Plot PR9 was left overgrown and previously had received two warning letters, it was advised that the tenant of PR9 should not be returned their deposit due to the condition of the plot. Plots US9&10 were left in good order and the tenant deposit returned. Proposal 14- On the proposal of Councillor J Dawson, seconded by the Councillor Mrs G Johnson, it was unanimously RESOLVED the Council agreed that the deposit of tenant of PR9 is withheld due to the condition of the plot and the deposit is refunded of tenants of plot US9&10.
iv. Removal of rubbish on plot C5a Queens Walk- It was reported that following consultation with the Chairman approval was granted for the removal of the rubbish left on plot C5a by the previous tenant at a cost of £75.00 from Inside and Out.
Proposal 15- On the proposal of Councillor Ms M Couch, seconded by the Councillor J Dawson, it was unanimously RESOLVED the Council accepts the removal of the rubbish left on plot C5a by the previous tenant at a cost of £75.00 from Inside and Out.
i. To consider Allotment rents for October 2019 -The rental fees schedule had been circulated to the Committee. As requested the increased allotment rental fees have been increased by approximately 3% rounded to the nearest pound.
Proposal 16- On the proposal of Councillor J Dawson, seconded by the Councillor Mrs G Johnson, it was unanimously RESOLVED the Council accepts to increase allotment rental fees from October 2019 by 3%.
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ii. Report on progress on Allotment Competition and contribution to awards - It was confirmed the allotment judging is due to take place on Tuesday 21st August with Steph Hughes PA to David Pennell, Joe Whitehead head gardener from Burghley Estate, Cllr Johnson and the Deputy Town Clerk. The awards evening will take place on Tuesday 9th October as agreed by the Committee last year. The Committee were informed that prizes and sponsorship are becoming more difficult to obtain. It noted that last year the Council budgeted £250 towards the awards for the competition. Following discussion, it was felt that the Council contribution should be increased to enable the purchase of prizes.
Proposal 17- On the proposal of Councillor J Dawson, seconded by the Councillor Mrs A Billington, it was unanimously RESOLVED the Council approved the fund towards the Best Kept Allotment competition should be increased from £250 to £400 to allow for the provision of prize.
225. PROGRAMMED EVENTS (Agenda Point 8) a. To consider Management & Maintenance Report together with any correspondence i. To consider request for annual events for 2019– Food and Drink Festival - It was advised that a request had been made by Market Square Group to extend the agreed two-day Food & Drink Festival to a 3 day event and to include their Music Festival as part of the event the dates are 7th – 9th June 2019.
Proposal 18 - On the proposal of Councillor A Swan, seconded by the Councillor Mrs A Billington, it was unanimously RESOLVED the Council accepts the dates are 7th – 9th June 2019 for the Food & Drink Festival to be a 3 day event and to include the Market Square Group’s Music Festival as part of the event.
Antiques Fair - It was advised that a request had been made by the Antiques Fair to hold their annual spring fair on the dates of 24th – 26th May with set up on 23rd and breakdown on 27th May 2019.
Proposal 19- On the proposal of Councillor A Swan, seconded by the Councillor J Dawson, it was unanimously RESOLVED the Council accepts the dates of 24th – 26th May 2019 with set up on 23rd and breakdown on 27th May 2019 for the Antiques Fair. Stamford Spooktacula - It was advised that a request had been made by the Events Committee for a Town Council event Stamford Spooktacula on the Recreation Ground on the date of the 28th October 2018 between 1pm-4pm.
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Proposal 20- On the proposal of Councillor Mrs A Billington, seconded by the Councillor J Dawson, it was agreed with 2 abstentions and RESOLVED the Council accepts the date of the 28th October 2018 between 1pm-4pm for the Events Committee to hold a Stamford Spooktacula.
226. PERSONNEL MATTER (Agenda Point 11) a. Recruiting a new Amenities Operative and report on current operation - The Committee were informed the newly appointed Amenities Operative had submitted his resignation. An advertisement of the vacancy had been displayed on the Council website and circulated via social media. Several applications had been received and interviews would be held on Thursday 7th August.
It was reported that the Community Cleaner/Amenities Operative had an accident whilst putting away chairs at the Recreation Ground which resulted in a fall. An accident form was completed and to ensure no serious injury had been sustained he was requested to visit Stamford Hospital Minor Injuries to be x-rayed. It was confirmed no bones had been broken but he was badly bruised. On advice from the hospital he was undertaking light duties. The Town Hall Attendant had agreed to cover the emptying of the bins on the Meadows and the Recreation Ground, together with cleaning and opening/ closing of the public conveniences on the Recreation Ground. Following discussions, the Committee agreed a letter of thanks is to be sent to the Town Hall Attendant for taking on the extra duties and supporting the Amenities Operative.
b. To consider purchase of additional tools and PPE - It was confirmed that some essential additional tools for the Amenities Operatives are required. A quote has been obtained for a petrol 50cc multi-tool Mountfield strimmer at the cost of £252.00 from John Lewis, a grease gun at the cost of £17.99 inc VAT from Screwfix, 2 brow guards at a cost of £22.99 inc VAT each from Zoro also additional gloves may need to be purchased. Councillor A Swan advised that a risk assessment will need to be carried out for the use of all tools.
Proposal 21- On the proposal of Councillor J Dawson, seconded by the Councillor Mrs G Johnson, it was unanimously RESOLVED the Council accepts the quote for the purchase of a petrol 50cc multi-tool Mountfield strimmer at the cost of £252.00 from John Lewis, a grease gun at the cost of £17.99 inc VAT from Screwfix and 2 brow guards at a cost of £22.99 inc VAT each from Zoro.
227. ST. MICHAEL’S CHURCHYARD - MAINTENANCE (Agenda Point 12) - Nothing to report.
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228. ANY OTHER MATTERS FOR CONSIDERATION (Agenda Point 13) - None
229. DATE OF NEXT MEETING: (Agenda Point 13) Tuesday, 04 September 2018 at 7pm (Meadows site visit from 6.30pm)
Chairman (The meeting closed at 9.17pm.)
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STAMFORD TOWN COUNCIL
MINUTES OF THE FINANCE, PERSONNEL AND ASSETS MEETING HELD ON TUESDAY, 14 AUGUST 2018 AT 7.00PM IN THE TOWN HALL, STAMFORD
PRESENT Councillor Mrs S J Sandall (Chairman) Councillor J Dawson Councillor B C Sumner Councillor T Story Councillor Mrs S Sismore Councillor Mrs G Johnson
ALSO PRESENT The Town Clerk Councillor H Bisnauthsing Councillor M Exton Mr Simon Harris, Harris McCormack Architects Mr Tom Ramsden, Harris McCormack Architects
PUBLIC PARTICIPATION - None
230. APOLOGIES FOR ABSENCE (Agenda Point 1)
Councillor B Turner submitted his apologies. These were noted and accepted.
231. DECLARATIONS OF INTEREST
Councillor Mrs S J Sandall declared a Personal and Prejudicial interest in Voucher No. 159 on the payment schedule as it related to her family business and also for the application for financial assistance from Friends of Stamford and Rutland Theatre as her daughter was involved with this group.
232. MINUTES (Agenda Point 3)
The Minutes of the Committee Meeting held on 10 July 2018 were confirmed and signed as a true record of the meeting.
233. UPDATE ON ACTION POINTS (Agenda Point 4)
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a. Bottle Lodge Verge Agreement – It was noted that this matter remains pending on the result of Lincolnshire County Council’s consultation. b. Outstanding payment in respect of Civic Dinner use of kitchen – The Town Clerk advised that the Civic Officer and Councillor Story had been reminded of the outstanding invoice. Councillor Story recognised that there is a charge for the use of the kitchen but considered that this charge should not apply to Mayoral events such as the annual civic charity dinner. Councillors Bisnauthsing and Councillor Exton both stated during their mayoral term no such charge had applied to the mayoral events. The Chairman Councillor Mrs S J Sandall appreciated the comments offered, but reminded the Councillors that the kitchen facilities had been significantly upgraded during the recent renovation phases and consequently it was in the ratepayers interest that the energy costs must be recouped. All civic events have always been, and must continue to be, cost neutral with any expenses covered through ticket sales or from the Mayoral allowance. The Town Clerk informed the meeting that the Town Council had agreed a Civic Protocol which has been applied to previous mayors’ events and who have covered the cost of the use of the kitchen. It was confirmed the £80 charge is for the cleaning of the new facility following usage plus any associated energy costs. It was confirmed that the charges for the use of the kitchen is applied to all users.
Proposal 1 – It was proposed by Councillor Story that charging for mayoral events should be revisited by the Scrutiny and Audit Committee. The proposal was not seconded and therefore fell.
c. Mayoral Charity Account – It was noted that this would not be transferred to Lloyds Bank until next year following the election.
All other items were within the agenda.
234. FINANCE
a. Consider the list of Accounts for Payment Schedule – Schedule No. 5 had been circulated for examination. The entries were examined and there were no queries. Schedule No. 5 would be presented to the Town Council for ratification. b. Budget 2018 / 19 – There were no queries raised on the status of the accounts circulated previously. It was noted that the Sec. 106 funds are still
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awaited. The budget and reserves were examined and it was confirmed that sufficient funds were earmarked for the renovation projects on hand. c. To receive the report on queries on CGM invoices and outstanding remittance to Town Council – The Town Clerk reported that she remains in communication with CGM’s solicitor and reaffirmed that there were no outstanding invoices due to CGM, the only payment being a remittance due to the Town Council. All evidence of invoice payments and bank debits have been submitted. The Town Clerk has requested that the outstanding sum due to the Town Council is paid within the next two weeks otherwise action will be taken to recover the funds. The Committee noted the current status of affairs. d. Feedback on Glendale grass cutting contract – The Town Clerk reported that she had been contacted by a resident in respect of some former Jelson sites, which were now in private ownership, being cut by this contractor and then charged back to the Council. This matter was investigated and following discussion with Glendale’s Contract Manager it was confirmed the sites were in private ownership and therefore not chargeable to the Council. The Contract manager would ensure the Glendale operatives were clearly aware of these locations. Councillor Story wished it recorded that any private sites being cut by the contractor on behalf of Town Council were being invoiced to the private owner and these invoices were being paid. The Town Clerk confirmed that this indeed is the case. Councillor Story further wished it recorded that the Council was not using funds from Reserves in supporting Lincolnshire’s grass cutting responsibilities. The Town Clerk reminded the Committee that the Town Council initially agreed to earmark £30K, which was brought forward. However, following negotiations with Glendale this expenditure was reduced to £25K. It was confirmed that if the Town Council decides to continue supporting LCC in this activity, it will be necessary to obtain tenders for next year. It was noted that Councillors Mrs Johnson and Sismore had recently completed mapping all the areas for cutting identified by LCC and it is questionable as to whether they are all grass areas. It will be necessary for all the locations to be physically inspected to ensure the sites are all grassed. It was also noted that SKDC was creating its own in- house grass cutting operation and it may be possible to collaborate with them in future in respect of grass cutting contracts. The Chairman Councillor Mrs Sandall informed the Committee that one of the private owners had wished to gift their three open-space locations to the
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Town Council without charge. Following discussion it was considered that the sites need to be visited to establish any liability to the Council should they agreed to accept responsibility for said sites.
Proposal 1 – It was proposed by Councillor Johnson, seconded by Councillor Mrs Sismore and unanimously RESSOLVED to instruct the Town Clerk to undertake a survey of the locations and report back to the Committee at their next meeting on the full liabilities to the Town Council in regards to taking on these sites. Action: Town Clerk
e. Any other urgent items for consideration: i. Stamford Brass request for financial assistance towards a loft ladder – This matter was discussed and it was considered this item was part of maintenance and was outside the conditions of the grant funding programme. However the Committee considered that it may be useful for Stamford Brass to submit an application form for consideration by the Finance Committee. ii. Mayoral Allowance and support allowance to Deputy Mayor – The Chairman Councillor Mrs Sandall confirmed that the former Mayor Max Sawyer’s expenses had been examined and some costs disallowed as these costs could not be supported. Following discussion with the Town Clerk it was suggested that the fairest allocation of the allowance would a pro-rata allocation for the months of the Mayoral term of office served. The three months pro-rata allowance was £550, which was sufficient to cover valid expenses. In a similar manner the travel expenses were allocated on a pro-rata basis towards the engagements attended which was £120.15. Following a meeting with Max Sawyer a refund of £1529.85 had been received by the Council. Following discussion, it was suggested that the Deputy Mayor could be allocated the balance of the Mayoral allowance of £1650.00 towards any engagements or fund-raising costs. The remainder of the travel expenses of £379.85 would be managed in the same way. iii. Feedback on meeting with Registration Services – The Chairman, Councillor Mrs Sandall informed the Committee that the Council’s application had been acknowledged and is following due process. It is anticipated that the licence could be issued in October 2018 following the legal notices being posted.
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235. MAJOR BUILDING WORKS
a. Renovation Works – Simon Harris and Tom Ramsden provided a report on the results of the tender process. The Town Clerk advised that these papers were sensitive working papers relating to Tender information, and only for Committee members to examine at this stage. All members of the Council would receive the final copy with the agenda pack for consideration. Councillor Exton disagreed as in his opinion all papers should be available to all attending the meeting. The Town Clerk reminded the Committee that neither Councillor Exton nor Bisnauthsing were on the Committee and although they may be present as observers, they were only allowed to speak with the permission of the Chairman. Simon Harris confirmed that the tender had gone to four local companies, one of which withdrew their interest due to their current commitments. The other three had submitted their pricing, but as indicated on the Schedule of Works, all three quotes have been analysed to ensure they include all aspects of the project; however aspects of the pricing have been presented differently. However, overall the quoted pricings were very comparable. Quote A - £69,739.91; Quote B - £72,034.19 and Quote C - £68,604.35. These prices include the installation of the special shelving in the archive by the specialist firm Rotadex; making the attic rooms secure and safe with a basic decoration which includes electrical points, standalone heating, lighting and the renovation of the Minstrels Gallery historic feature. The work also includes the installation of handrails at the entrance to the main door to the Town Hall. It was noted that a special report is anticipated from structural engineers Messrs. Smithers Purslow on the crack to the top step; vehicular damage that had been caused to the corner of the building, together with the method to address potential damp ingress arising from the lack of proper drainage at the West wall of the archive. A full report is awaited and any recommendations therein would be extra to the above quotes. However, the condition of the archive and the structural walls are relatively sound and dry. It is anticipated that repairs which are being considered are modest considering the budget, but will assist and improve the drainage conditions helping to remove the potential of damp issues. All contractors have quoted with a September start date in mind. The Town Clerk advised that arrangements were in hand for the locations in the Town Hall to be cleared
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by early September. It was recognized that the Town Council has worked successfully with two of the contractors but it is up to the Council to appoint the contractor and sign the contract. There is a contingency of £5,000 within the costs to protect against unexpected situations. The Town Clerk stated that areas within the attic rooms will have small viewing areas to allow visitors to see how the walls and ceilings are constructed within this Listed Building. It is anticipated that one JCT contract is issued for all elements within the project and will be prepared as soon as the Town Council has decided the preferred contractor. The work should take between 8 to 10 weeks and following an inspection by Harris McCormack to ensure all aspects have been completed as per contract. Staged payments be released on approved valuation invoices. Therefore all payments are made in arrears but remittances should be made within two weeks to allow the contractor to manage cash flow. There was discussion in respect of access to the site and there was concern expressed over the potential damage that could occur to the newly laid carpet. Simon Harris confirmed that there was discussion needed to set the boundaries as to how the site is to be used by the Contractor and to avoid any crossover with public for Health and Safety reasons. It would be better that no access is permitted through the main entrance and access is restricted to the external spiral stair case. It was confirmed that no extension of the current fire alarm system is expected. However, if Building Control determines adjustments may be necessary, contact will be made with the Britannia Fire and Security Services who provide the Town Council’s system. To enable the rooms to be cleared in readiness for renovation, it was suggested that the Town Hall is closed on the Thursday afternoon of 16 August and all day on Wednesday 29 August 2018. A skip will be necessary to dispose of the rubbish. Quotes had been obtained which includes a Licence for placing it on the roadside these are in the region of £200 + VAT with an additional fee of £60 for the Licence which is non-refundable should it be refused by LCC. It was anticipated that the duration of the skip use could be for a week , but hopefully less. Mr Harris and Mr Ramsden left the meeting. Proposal 2 – It was proposed by Councillor J Dawson, seconded by Councillor Mrs Johnson and unanimously RESOLVED that the Town Hall is closed on the Thursday afternoon of 16 August and all day on Wednesday 29 August for the rooms to be cleared in readiness for the renovation. A skip should also be ordered on Wednesday 29 August to allow for the rubbish to be disposed of.
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The Committee discussed the tenders Schedule of Works and considered the details of the two contractors who had worked for the Town Council on previous occasions. It was that important that all aspects of the contract are tackled at the same time to deliver completion at the earliest point. The Town Clerk will verify with Harris McCormack that access will be permitted via the external staircase only to avoid any contact with public. Proposal 3 – It was proposed by Councillor Dawson, seconded by Councillor Mrs Sismore that it was unanimously RESOLVED the preferred contractor should be Orchard and the contractor does not use the lift and all access is via the external staircase with a shute to dispose of any debris. All aspects of the contract are tackled at the same time to deliver an earliest completion date. b. Update on the painting of the Malcolm Sargent Room - The Town Clerk informed the meeting that three contractors were expected to view the Malcolm Sargent Room next week. This was noted. 236. ASSETS
a. Consideration of Town Hall Bookings: The list of requests received to use the Town Hall was considered:
i. No.4 Group Training Course – 30 July 2018 to 10 August 2018 (9pm- 5pm) Invoice was issued based on the standard rate of hire £165.00 x 10 days= £1650.00. ii. Wake for David Nalson – Friday 24 August 2018 (2pm–5pm). Following discussion it was agreed that the Court Room should be granted free of charge but the use of the kitchen be charged at £80.00. iii. Stamford Friends of Whizz Kids – Friday 28 September 2018 (4pm– 11pm) The Chairman confirmed that the Civic Officer confirmed that he had informed the organiser that the potential cost was £360.00. Following discussion it was agreed to retain this charge level. iv. Lakeside PPG Mental Health Education – Friday 02 November 2018 (12pm – 4.30pm) Councillor Bisnauthsing was invited to speak on this subject by the Chairman. He advised that this Patient Participation Group has been in existence for some time. The Group has run two educational days over the past three years on the subject of Diabetes and Dementia. Future events are also booked on Alzheimer and Parkinson Disease. These are being led by Dr Dan Petri and a number of health professionals. It is hoped that the meeting which is scheduled on 02
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November could be provided free of charge. It was noted that the Court Room and the Malcolm Sargent Room could be used FOC. Following discussion it was noted that the requested date is on Friday when Town Hall tours are conducted. It was noted that Lakeside does not offer any support to the PPG as this is a patient group and the request is for a one off session. It was observed that this event would be during the renovation programme and the Town Hall may not be the correct venue for such a subject. The use of the kitchen may not be required. Proposal 4 – It was proposed by Councillor Story, seconded by Councillor Dawson that it was RESOLVED by majority vote to offer a one off-use of the Court Room and Malcolm Sargent room free of charge.
v. Indoor Christmas Market – The Town Clerk informed the meeting that a request had been received for an indoor market to be held on the same Sunday as the Christmas Festival, 25 November between 9am – 5pm in the Town Hall, with a coffee shop operating in the Malcolm Sargent Room. Following discussion it was considered that this venture should be explored in principle and a cost considered for the use of the Court Room, Malcolm Sargent Room and the Entrance Hall. Following discussion it was considered that the sleigh could visit the Town Hall to collect the Deputy Mayor. Proposal 5 – It was proposed by Councillor B C Sumner, seconded by Councillor Mrs Johnson and unanimously RESOLVED that the indoor Christmas market is explored further. Councillor Exton raised a query that a booking for training for LALC was FOC but a charge is being levied on SKDC. This was noted.
The Chairman Councillor Mrs Sandall informed the Committee that the Civic Officer had been informed by the Cambridgeshire Chambers of Commerce that they would be prepared to offer Stamford Town Council one-year honorary membership subject to them using the Town Hall at no cost to run an event or hold a meeting there. Following discussion, it was agreed that this would be acceptable on the condition that it would be for one event.
Proposal 6 – It was proposed by Councillor Mrs Johnson, seconded by Councillor Mrs S J Sandall that the offer of one-year honorary membership with Cambridgeshire Chambers of Commerce is accepted on the proviso that only one event is booked at the Town Hall free of charge. This event should
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be during Town Hall working hours Monday to Friday. An evening event would need to be by special arrangement.
b. To provide an update on the Museum Store – Simon Harris had reported that during their inspection there was no extensive internal damage, however externally there was indication of historic movement. There were four crack indicators installed and questions need to be asked as to when these were installed and what recent monitoring had indicated. There is also a very large retaining wall to the rear of the building which will carry some liability and it was strongly suggested that a full survey is conducted by a structural engineer, such as Smithers Purslow. However before engaging them more information should be obtained from LCC on the crack indicators. Following discussion it was noted that the Town Council should proceed with caution. The Town Clerk informed the meeting that she had a meeting with the newly appointed Curator of Browne’s Hospital and that he would be very happy to work collaboratively with the Town Council to obtain accreditation for Browne’s and the Town Hall. He was very familiar with the accreditation application as he had acquired accreditation for Litchfield Museum. Following discussion it the consensus that this should be progressed and all Town Council representatives on Browne’s Hospital Board should encourage the Trustees to see the benefits of collaborative action. Proposal 7 – It was proposed by Councillor Mrs Johnson, seconded by Councillor Mrs S J Sandall and RESOLVED by majority vote that the support from the Browne’s Curator is welcome and the collaborative application for accreditation with Browne’s Hospital should be supported. There were two abstentions. c. Feedback on the renovation of the Historic Plaques – The Chairman informed the meeting that two specialists had been identified for the cleaning of the first historic plaque in the Court Room. These had been contacted and quotes were being obtained. Historic England would be contacted to ascertain whether any permission would be required prior to any commencement of work. 237. MAYOR’S CHARITY It was noted that the Charity Account still held a residual amount of the former Mayor’s funds which should be distributed in the coming weeks. This was noted.
238. GRANT/DONATION REQUEST TO BE CONSIDERED
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a. Friends of Stamford & Rutland Theatre – The Chairman Councillor Mrs S J Sandall declared a Personal and Prejudicial Interest and left the room during these discussions. The Vice Chairman Councillor J Dawson took the Chair. The application was circulated for consideration. Following debate it was considered that more detail was required in respect of the funds which had been raised by the organisation and the status of their bank account. It was noted that the organisation provided valuable support during the Christmas Festival and involved a number of local members.
Proposal 8 – It was proposed by Councillor Mrs Sismore, seconded by Councillor Mrs Johnson and unanimously RESOLVED that more details are required in respect of the membership, the value of the funds which have been raised by the organisation and constitution upon which it operates.
Councillor Mrs S J Sandall rejoined the meeting and took the Chair.
239. NEIGHBOURHOOD PLAN – No further updates available.
240. PERSONNEL MATTERS
a. To consider applicants for the Amenities Operative – The Town Clerk reported that the recently appointed Amenities Operative had submitted his resignation. A fresh advertisement was placed on the website and social media to identify a new candidate to fill the vacancy.
b. Review of Salary Payments – The Chairman advised that during the absence of the Town Clerk a query had arisen in respect to of the dates of the salary payments. Following discussion it was noted that payments had been issued on the 24th of the month and the Town Clerk wished to confirm that this continued to be the wish of the Council. The consensus was that usually salaries were paid at the end of the month on a set day but if there were no objections, the status quo should remain with salary payments continuing to be made the 24th of each month.
c. Armed Forces Reservist Leave – The Town Clerk reported that the Administration Officer’s application to join the Reservist Military band had been accepted. He was required to report for training between 4 and 14 September 2018. It was noted that he would be paid by the Armed Forces for this period and it appeared that the Town Council could receive a
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compensation payment for the disturbance. It was recognised that support would be required during this period and a volunteer to assist should be identified.
Proposal 9 – It was proposed y Councillor T Story, seconded by Councillor Mrs G Johnson and unanimously RESOLVED that the Administration Officer’s request to attend the training course is granted.
241. ANY OTHER MATTERS FOR CONSIDERATION (Agenda Point)
a. Lapel Pins – The Town Clerk informed that with the Council term swiftly coming to a close, she asked whether the Council would consider purchasing lapel pins for Councillors as a token memento of their service on the Council. Initial costs for 50 badges is £132.50 + VAT. This could be considered at the next meeting but the consensus was that this would be a very positive gesture. b. Council Vacancy – The Town Clerk confirmed that the Notice of Vacancy had been posted and the closing date is 21 August 2018. If no By-Election is called the Council would be able to fill the vacancy by Co-option.
242. DATE OF NEXT MEETING: (Agenda Point) – Tuesday, 11 September 2018 at 7pm
Chairman (The meeting closed at 9.20pm)
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STAMFORD TOWN COUNCIL
SCRUTINY AND AUDIT COMMITTEE
WEDNESDAY 15 AUGUST 2018 AT 10AM
PRESENT Councillor B Turner (Chairman) Councillor A Swan Councillor Mrs G Johnson (substituting for Councillor Mrs S Sismore)
ALSO PRESENT Town Clerk
243. APOLOGIES FOR ABSENCE
Councillor Mrs B A Sumner and Councillor Mrs S Sismore submitted their apologies and these were noted.
244. DECLARATIONS OF INTEREST
None made.
245. POLICY / REGULATIONS REVIEW AND UPDATE
a. To consider the support for the Deputy Mayor during this Mayoral term – The Committee were informed by the Town Clerk that the Deputy Mayor Councillor Miss Breda Griffin was agreeable to attend the Mayoral engagements. However, it will be inevitable that she will be unable to attend all events and will expect to be supported. Following discussion, it was considered that during this Mayoral term the support should be forthcoming from either Councillor Mrs Brenda Sumner and Councillor Ms Maxine Couch. Both the latter may in turn be accompanied by a consort of their choice. It was considered that this would enable an opportunity for forthcoming councillors who had a strong chance of being elected next year the opportunity to experience the etiquette of civic duties and charity fund raising. b. To consider the expenses of the former Mayor and awarding of Mayoral Allowance to the Deputy Mayor for 2018/19 Mayoral term – The Town Clerk reported that the Finance Committee had discussed this matter also at their meeting last night (14 August 2018). Debate ensued, and it was following examination it was the consensus view to support the Finance Committee’s resolve that a three months allowance of £550 is granted to Max Sawyer to cover his bona-fide expenses and the same proportion of the travel expenses are allocated towards the engagements he attended, this was £120.15. The Town
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Clerk confirmed that a refund of £1529.85 had been received. Having consulted with the Deputy Mayor Councillor Miss Breda Griffin she had requested that an allocation of £550.00 is granted to her also each quarter – end of October, end of January and end of April. It was noted that she too would be eligible for the balance of the £500 Mayoral travel expenses which currently stood at £379.85. The supporting group attending the engagements that the Deputy Mayor could not attend would be allocated travel expenses to the maximum total value of £200. c. To consider the support of the nominated Mayoral Charities during 2018/19 Mayoral term – It was noted that the following charities had been nominated and confirmed by the Town Council as the Mayoral Charities this year – Three Counties Dog Rescue; Stamford Young People's Charity within which is the Florence Desforges fund and Marie Curie. Following discussion it was considered that during the next five months there would be opportunities to carry out fund raising event to support these three charities. Consideration should be given by the Town Council to identify a working group lead by the Deputy Mayor to schedule the following six events in the coming months: i. A themed Halloween Dinner – venue Blackstones Club ii. Cheese & Wine evening – venue Art Centre Theatre Bar iii. Afternoon Tea Party – venue Town Hall iv. Civic Charity Dinner – venue Masonic Hall v. Tombola stall – venue SCF18 (It would be necessary for this to be the only such stall)
It was suggested that the Working Group could be drawn from the Events and Amenities Committee.
d. To consider the Town Council Meeting Procedure in line with Standing Orders – The Committee examined Council’s Standing Order No. 12 and considering the guidance of the Town Clerk noted that this Standing Order applied to both Council draft minutes and Committee draft minutes. In respect of Town Council draft minutes of a preceding these should be taken as read with no discussion except in relation to their accuracy. In respect of Committee draft minutes there is a three-step process: 1 - The approval of the accuracy of the draft Committee minutes by Committee members only, upon which there should be no discussion except in relation to their accuracy. 2 - The members of the Council to discuss any of the actions within those minutes. 3 – The Council then ratifies those minutes.
Councillor Swan raised the issue in respect of Standing Order 15biii which required the Proper Officer to convene a meeting of the Council to elect a new Chairman of the Council occasioned by a casual vacancy in this office. It was confirmed that this was the reason for the Extra Ordinary meeting to be held tonight (15 August 2018). However, it was noted that should the Council decide SCRUTINY AND AUDIT COMMITTEE
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to appoint the Deputy Mayor as Mayor she would be surrendering the opportunity of a full term as Mayor. If the Council decide to retain the current position of the Deputy Mayor fulfilling the engagements with support, then if re-elected next year Councillor Miss Breda Griffin would retain the opportunity of becoming Mayor.
The notice of the Casual Vacancy has already been advertised and will expire on 21st August 2018. If no By-Election is called the Town Council will be able to fill the vacancy by co-option at their meeting on the 28th of August.
The other elements associated with the Mayoral Office is the Mayor’s portrait, the group photo and the Past Mayor’s medallion were also discussed. It was considered that the Mayor’s portrait outside the parlour should be replaced by the group Council picture. An endorsement should be included on the Mayoral Board in the Court Room against Max Sawyer the date he resigned. No Past Mayor’s medallion should be awarded.
246. REVIEW OF STATUS OF ALL ACTION POINTS
This item was deferred to the next meeting.
247. MATTERS FOR CONSIDERATION AT THE NEXT MEETING
a. Review of Policies b. Health & Safety update
248. DATE OF THE NEXT MEETING – Wednesday 10 October 2018
Chairman (The meeting closed at 11.30am)
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Date: 08-08-2018 Stamford Town Council Page: 1 Time: 13:20:14 Day Books: Supplier Invoices (Summary)
SCHEDULE NO. 5 Transaction From: 7098 Transaction To: 7264 Tran No. ItemType Date Supplier Inv Ref Details Net Amount Tax Amount Gross Amount 7234 1 PI 25-07-2018 LAB Planning Services Ltd V. 138 Planning Consultants N'Plan 500.00 0.00 500.00 7235 1 PI 23-07-2018 SMV Contract Services V. 139a Contract Services 7480.00 0.00 7480.00 7236 1 PI 23-07-2018 SMV Contract Services V. 139b St. Michaels Churchyard maintenance 360.00 0.00 360.00 7237 1 PI 29-07-2018 MKS Groundcare Ltd V. 140a Contract Services 700.00 140.00 840.00 7238 1 PI 29-07-2018 MKS Groundcare Ltd V. 140b Contract Services 1150.00 230.00 1380.00 7239 1 PI 05-07-2018 Britannia Fire & Security Ltd V. 141 Security Maintenance 77.50 15.50 93.00 7240 1 PI 17-07-2018 Councillor Max Sawyer V. 142 Balance due of Mayoral allowance 182.65 0.00 182.65 7241 1 PI 01-08-2018 Patricia Stuart-Mogg V. 143 Travel Expenses - Training Day 09.06.18 51.20 0.00 51.20 7242 1 PI 11-07-2018 Lloyds Bank V. 144 Service Charge 5.00 0.00 5.00 7243 1 PI 03-08-2018 Lloyds Bank V. 145 Service Charge 5.00 0.00 5.00 7244 1 PI 30-07-2018 Stamford Endowed School V. 146 Maintenance of Grass Tennis Crts 750.00 0.00 750.00 7245 1 PI 24-07-2018 MW Edwards Groundworks V. 147 Ground work repairs 750.00 150.00 900.00 7246 1 PI 23-07-2018 G Bull V. 148 Lowering Cemetery Fencing 2685.00 0.00 2685.00 7247 1 PI 14-07-2018 ESPO V. 149 a Stationery 62.54 12.50 75.04 7248 1 PI 14-07-2018 ESPO V. 149b Bin bags 93.99 18.80 112.79 7249 1 PI 25-07-2018 Personnel Advice V. 150 Personnel Advice 100.00 20.00 120.00 7250 1 PI 16-05-2018 Anglian Water V. 151 Water Charge 53.58 0.00 53.58 7251 1 PI 31-07-2018 Glorious Growing Gardens V. 152 Contract Services 490.00 0.00 490.00 7252 1 PI 01-08-2018 EON V. 153 Bandstand Elec. Charge 7.95 0.40 8.35 7253 1 PI 21-07-2018 Dyno Rod Plumbing Services V. 154 Sewer Drain Clearance 150.00 30.00 180.00 7254 1 PI 01-08-2018 Harris McCormack Architects V. 155 Architect - Stage 4 2088.77 417.75 2506.52 7255 1 PI 31-07-2018 Harrison and Dunn V. 156 Security Lock 8.24 1.65 9.89 7256 1 PI 31-07-2018 Restore Datashred V. 157 Confidential Waste 64.63 12.93 77.56 7257 1 PI 01-08-2018 Stratus Hosting Ltd V. 158 Telephone & B/Band contract 319.50 63.90 383.40 7258 1 PI 31-07-2018 BJ's Print & Design Ltd V. 159 Franked Post 120.03 0.00 120.03 7259 1 PI 03-08-2018 The Melton Band V. 160 Brass Band 15.07.2018 250.00 0.00 250.00 7260 1 PI 30-07-2018 Britannia Fire & Security Ltd V. 161 Fire Alarm Maintenance 60.00 12.00 72.00 7264 1 PI 06-08-2018 Beebys Limited V. 162 Contract Services 457.50 91.50 549.00 Totals 19023.08 1216.93 20240.01 SCHEDULE OF PAYMENTS