OLNEY TOWN COUNCIL

To all members of Olney Town Council

You are hereby summoned to attend the Meeting of Olney Town Council to be held in The Olney Centre, on Monday 04 March 2019 at 7.30 p.m. for the purpose of transacting the following business.

Liam Costello Town Clerk 27 February 2019

There will be a 15 minute open forum at the beginning of the meeting when members of the public resident in Olney are invited to address the Council. Each individual will be limited to speak for no more than 3 minutes AGENDA

1. Apologies for absence 2. Declarations of interests on items on the agenda 3. To approve the minutes of the meeting held on 14 January 2019 4. To approve the minutes of the meeting held on 04 February 2019 5. Report of meeting with Barclays on 1st March 6. Consultation on the proposal to close Emberton School 7. Near Town Gardens - Proposed Parking and Waiting Restrictions 8. Sponsorship of Hanging Baskets 9. Library request for funding for towards the Summer Reading Challenge 10. Events a. Riverfest - weekend of 6th and 7th July b. BOFF – Weekend of 14 and 15 September 11. Communications Policies a. Communications Policy

Town Clerk: Mr. Liam Costello Tel: 01234 711679 e: [email protected] – Web: www.olneytowncouncil.gov.uk b. Social Media Policy 12. To receive minutes, or reports from chairman, of committees that have met since the last council meeting: a. Planning – 11 February b. Olney Development Group – 25 February 13. Interim Internal Audit Report 2018/19 14. Information Sharing Protocol with SaferMK 15. Proposed Disposal of the former Highways Depot Woad Corner, Newport Pagnell 16. List of outstanding actions 17. To approve Exclusive Rights of Burial and Memorials 18. To receive reports from Representatives to Outside Bodies 19. To approve the schedule of payments for February 2019 20. Members Matters 21. To consider exclusion of Public and Press Representatives pursuant to the Public Bodies (admission to meetings) Act 1960 on the basis that publicity would be prejudicial to the public interest by the confidential nature of the business to be transacted 22. Football Club Assets – Report on discussions with clubs. NB During the meeting if it becomes apparent that you have an interest in an item being discussed this must be declared immediately.

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Minutes of the meeting of Olney Town Council Held on Monday 14 January 2019 at 7.30 pm at The Olney Centre

Present: Jeremy Rawlings, Deirdre Bethune, John Boardman, Stephen Clark, Paul Collins, Desmond Eley, Joanne Eley, Tony Evans, Peter Geary, Graham Harrison, Malcolm Messenger, Dr Sally Pezaro, Colin Rodden, Chris Tennant, Kevin Viney In attendance: Liam Costello (Town Clerk), and 1 member of the public.

Public Forum:

1. Apologies for absence All present.

2. Declarations of interests on items on the agenda None declared.

3. Standing Orders – To consider proposed changes. The council considered the changes to the Standing Orders as proposed by the working group, and made the following amendments. • Standing Order 3.c add ‘unless the meeting is convened at shorter notice’ to end of paragraph The Town Clerk advised that this was not legally compliant with the Local Government Act 1972 Schd 12A para 10(2), but the council ignored the advice. • Standing Order 3.e “Members of the public who are Parishioners, representatives of Olney businesses, Olney organisations or council invited attendees may make representations……” • Standing Order 3.f (i) “The period of time designated for public participation at a meeting in accordance with standing order 3(e) shall not exceed 15 minutes unless directed by the chairman of the meeting”

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• Standing Order 3.f (ii) “Members of the public shall be permitted to speak on a maximum number of two agenda items during the course of a meeting, following the introduction of the item” • Standing Order 3.h last sentence to read “The chairman of the meeting shall direct that a written or oral response be given at the meeting or 10 working days thereafter”. • Standing Order 3.l to read “A person attending a meeting is permitted to record the proceedings and members of the public shall be given the opportunity to move to a position where they cannot be recorded” The Town Clerk advised that The Openness of Local Government Bodies Regulations 2014 do not allow for people attending meetings not to be recorded. • Standing Order 3.m to read “A person recording the meeting proceedings shall be requested to give prior notice to the Chairman who shall inform all attendees.” The Town Clerk advised that The Openness of Local Government Bodies Regulations 2014 do require prior notice to be given. • Standing Order 3.r “The chairman of a meeting may give an original vote on any matter put to the vote, and in the case of an equality of votes may exercise his casting vote whether or not he gave an original vote.” The Town Clerk advised that the Local Government Act 1972 Schd 12 Para 39(2) states that the chairman “shall have a second or casting vote” • Standing Order 3.t.ii “the names of councillors who are present and the names of councillors who are absent” • Standing Order 3.t.iii “interests that have been declared by councillors and non-councillors with voting rights and the record shall include whether such interest is pecuniary or non-pecuniary together with the nature of the interest” • Standing Order 4.d.ii “shall determine and fix the number and time of the ordinary meetings of a standing committee up until the date of the next annual meeting of the Council and these dates shall not be adjusted except in extraordinary circumstances or an emergency” • Standing Order 4.d.iv “shall, subject to standing orders 4(b) and (c), appoint and determine the terms of office of members of such committees” • Standing Order 4.d.vi “shall, after it has appointed the members of a standing committee, appoint the chairman of the standing committee”

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• Standing Order 4.d.vii “shall permit a committee other than a standing committee, to appoint its own chairman at the first meeting of the committee” • Standing Order 4.d.viii delete "clear days” at end • Standing Order 4.d.x add “or subcommittee” • Standing Order 7.a add “or subcommittee. • Standing Order 8.a “Where more than two persons have been nominated for a position to be filled by the Council and none of those persons has received an absolute majority of votes in their favour, the name of the person having the least number of votes shall be struck off the list and a fresh vote taken. This process shall continue until a majority of votes is given in favour of one person. A tie in votes may be settled by the casting vote exercisable by the chairman of the meeting” The Town Clerk advised that the Local Government Act 1972 Schd 12 Para 39(2) states that the chairman “shall have a second or casting vote” • Standing Order 13.d – deferred until Annual Meeting for advice to be sought from Monitoring Officer. • Standing Order 15.b.xviii “Perform all other duties as recorded in the agreed job description of Olney Town Clerk or reasonably requested by the council or committee” • Standing Order 17.c.i “the Council’s income and expenditure for each quarter” • Standing Order 17.d.i “each councillor with a statement summarising the Council’s income and expenditure for the last quarter and the full year for information. • Standing Order 17.d.ii “to the Council the accounting statements for the year in the form of Section 2 of the annual governance and accountability return, as required by proper practices, for consideration and approval” • Standing Order 17.e “The year-end accounting statements shall be prepared in accordance with proper practices and apply the form of accounts determined by the Council for the year to 31 March. A completed draft annual governance and accountability return shall be presented to all councillors before the end of May. The annual governance and accountability return of the Council, which is subject to external audit, including the annual governance statement, shall be presented to the Council for consideration and formal approval before 30 June”

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• Standing Order 18.a.v. “whether contracts with an estimated value below £25,000 due to special circumstances are exempt from a tendering process or procurement exercise approved by full council” • Standing Order 18.d.v. “tenders shall be opened by the Proper Officer in the presence of two nominated councillors after the deadline for submission of tenders has passed” • Standing Order 18.e “Neither the Council nor a committee or a sub- committee with delegated responsibility for considering tenders, is bound to accept the lowest value tender. The reason for non-acceptance shall be recorded. • Standing Order 19.b “Subject to the Council’s policy regarding absences from work, the Council’s most senior member of staff shall notify the chairman of the HR committee or, if he is not available, the HR committee of absence occasioned by illness or other reason” • Standing Order 19.c “The HR committee shall upon a resolution appoint up to 3 people to conduct the appraisal of the Town Clerk, to include chairman of HR Ctte and external support if necessary. The reviews and appraisal shall be reported in writing and are subject to approval by resolution by the HR committee • Standing Order 19.d “Subject to the Council’s policy regarding the handling of grievance matters, the Council’s most senior member of staff (or other members of staff) shall contact the chairman of the HR committee in respect of an informal or formal grievance matter, and this matter shall be reported back and progressed by resolution of the HR committee” • Standing Order 19.f “Any persons responsible for all or part of the management of staff shall treat the written records of all meetings relating to their performance, capabilities, grievance or disciplinary matters as confidential and secure” • Standing Orders 19.g,h and i – Deferred until Annual Meeting for advice to be sought from MKC. • Standing Order 21.a “The Council may appoint a Data Controller Officer” • Standing Order 24.b “a copy of each letter sent to the Unitary Council shall be sent to the ward councillors representing the area of the Council” RESOLVED: To approve the above list of amendments

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4. Financial Regulations - To consider proposed changes The council considered the changes to the Standing Orders as proposed by the working group, and made the following amendments: • Financial Regulation 1.5 “At least once a year, prior to approving the Annual Governance and Accountability Return, the council must review the effectiveness of its system of internal control which shall be in accordance with proper practices” • Financial Regulation 2.2 “On a regular basis, at least once in each quarter, and at each financial year end, a member of the Finance Committee by rotation of no less than three members shall be appointed to verify bank reconciliations for all accounts produced by the RFO. The member shall sign the reconciliations and the original bank statements (or similar document) as evidence of verification. This activity shall on conclusion be reported, including any exceptions, to and noted by the Finance Committee” • Financial Regulation 3.1 “The RFO must each year, by no later than 15th January, prepare detailed estimates of all income and expenditure including the use of reserves and all sources of funding for the following financial year in the form of a budget to be considered by the Finance Committee and the council” • Financial Regulation 4.1 “a duly delegated committee of the council for items over £2,000; or the Clerk for any items below £2,000” • Financial Regulation 4.2 “No expenditure may be authorised that will exceed the amount provided in the revenue budget for that class of expenditure other than by resolution of the council. During the budget year and with the approval of council having considered fully the implications for public services, unspent and available amounts may be moved to other budget headings or to an earmarked reserve as appropriate (‘virement’)” • Financial Regulation 4.5 “In cases of extreme risk to the delivery of council services, the clerk may authorise revenue expenditure on behalf of the council which in the clerk’s judgement it is necessary to carry out. Such expenditure includes repair, replacement or other work, whether or not there is any budgetary provision for the expenditure, subject to a limit of £4,000. The Clerk shall report such action to the chairman as soon as possible and to the council as soon as practicable thereafter” • Financial Regulation 5.2 “The RFO shall prepare a schedule of payments made, forming part of the Agenda for the Meeting, and present the schedule to council. The council shall review the schedule for compliance. A detailed list of all payments shall be disclosed within the minutes of the

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meeting. Personal payments (including salaries, wages, expenses and any payment made in relation to the termination of a contract of employment) may be summarised to remove public access to any personal information • Financial Regulation 5.3 “All invoices for payment shall be examined, verified and certified by the RFO to confirm that the work, goods or services to which each invoice relates has been received, carried out, examined and represents expenditure approved by the council” • Financial Regulation 6.2 “All invoices for payment shall be examined, verified and certified by the RFO to confirm that the work, goods or services have been received, carried out, examined and represents expenditure approved by the council” • Financial Regulations 6.5 “A schedule of payments made each month shall be presented to the council for review and oversee compliance with budget at the next available meeting” • Financial Regulation 7.1 “As an employer, the council shall make arrangements to meet fully the statutory requirements placed on all employers by PAYE and National Insurance legislation. The payment of all salaries shall be made in accordance with payroll records and the rules of PAYE and National Insurance currently operating, and salary rates shall be as agreed by council” • Financial Regulation 7.3 “No changes shall be made to any employee’s pay, emoluments, or terms and conditions of employment without the prior consent of the council”. • Financial Regulation 7.7 “Any proposal for termination payments shall be supported by a clear business case and reported to the council. Termination payments shall only be authorised by council” • Financial Regulation 11.1.d “When, in exceptional circumstances, applications are made to waive financial regulations relating to contracts to enable a price to be negotiated without competition the reason shall be embodied in a recommendation to the council and shall be subject to full council approval” • Financial Regulation 11.1.f “All sealed tenders shall be opened at the same time on the prescribed date by the Proper Officer in the presence of the two nominated councillors in accordance with Standing Order 18. RESOLVED: To approve the above list of amendments

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5. Scheme of Delegation - To consider proposed changes The council considered the changes to the Scheme of Delegation as proposed by the working group, and made the following amendments: • Section 2.2.(3) “Authorisation of routine expenditure within the agreed budget up to a limit of £2,000” • Section 2.2.(4) “Emergency expenditure up to £4,000 outside the agreed budget” • Section 4.1.(2).(f). “Confirmation of arrangements for insurance cover in respect of all insurable risks” • Section 4.1.(5) “To make recommendations and to receive reports from the HR Committee on staff establishment and salaries” • Section 4.1.(9) “Approval of expenditure up to a limit of £10,000 on items within the committee’s area of responsibility up to the amount specified and included in the budget” • Section 4.2.(12) “Approval of expenditure up to a limit of £10,000 on items within the committee’s area of responsibility up to the amount specified and included in the budget” • Section 4.3.(4) “Approval of expenditure up to a limit of £10,000 on items within the committee’s area of responsibility up to the amount specified and included in the budget” • Section 4.4.(2) “To make representations to the Local Planning Authority (LPA) on applications for planning permission which have been notified to the council” • Section 4.4.(3) “To appoint a representative to attend and address the relevant LPA committee whenever a request to refer an application to Committee or Panel has been made by the Planning Committee.” • Section 4.4.(8) “Approval of expenditure up to a limit of £10,000 on items within the committee’s area of responsibility up to the amount specified and included in the budget” • Section 4.5.(3) “To conduct the appraisal of the Town Clerk by up to 3 people, to include chairman of HR Ctte and external support if necessary”. • Section 4.5.(4) deferred for advice to be sought from HR Consultant • Section 4.5.(5) “To submit items within the committee’s remit for inclusion in the budget for the following year”

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• Section 4.5.(6) “Approval of expenditure up to a limit of £10,000 on items within the committee’s area of responsibility up to the amount specified and included in the budget” • Sections 4.6.(4) to (7) deleted. • Section 4.7.(5) “To make recommendations on projects to council for approval” • Section 4.7.(6) “To submit items within the committee’s remit for inclusion in the budget for the following year” • Section 4.7.(8) “The committee shall consist of 10 councillors” RESOLVED: To approve the above list of amendments

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Minutes of the meeting of Olney Town Council Held on Monday 04 February 2019 at 7.30 pm at The Olney Centre

Present: Jeremy Rawlings, Deirdre Bethune, John Boardman, Stephen Clark, Paul Collins, Tony Evans, Peter Geary, Graham Harrison, Malcolm Messenger, Dr Sally Pezaro, Colin Rodden, Chris Tennant, Kevin Viney In attendance: Liam Costello (Town Clerk), and 11 members of the public.

Public Forum: • Stuart Dorrill referred to the 150 emails or so sent to councillors to show the community support for Body Force. They want to continue to provide health and fitness and move forward positively, working with Cobbs Garden Surgery, Ousedale and Middle Schools and Rainbow mental health programme. • Danny Whittington, 7 years ago he was not in a good place mentally or physically, he started with Body Force and within 3 months had a dramatic positive effect. His partner and teenage sons also take part. His 13-year-old son Tom wanted to say a few words; Body Force makes him more prepared for rugby. • Steve Price, the extra activities at Body Force are equally as important. His son passed away at 18 years old. Through Body Force last November, they raised £11,000 for CRY and screened 210 young adults for heart disease, with 1 being referred to hospital immediately, so hopefully no other family should go through the same as they had to. • Peter Gage, has supported the youth football since 1990 and would like to see the legacy retained, the history of the club cannot be airbrushed out of Olney after three generations of the football club. • Mike Totton, update on behalf of the Allotment Association on the cabin at the allotments. Cost for electrics is likely to be £13,000. Would like to proceed with the base and cabin purchase. This will go to the next R&S’s meeting. • Ian Stokes, spoke as chairman of Olney Town Colts FC, a lifetime member and is passionate about football at all levels. Wants to work with Body Force. Important to keep the legacy going and open up to wider debate.

1. Apologies for absence Apologies were received from Desmond Eley, Joanne Eley.

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2. Declarations of interests on items on the agenda • Steve Clark declared a pecuniary interest on item 14, his company completed works for the council • Jeremy Rawlings declared a personal interest on item 14, his company is associated with the company that completed works for the council • Tony Evans declared a personal interest in item 8b as member of Pancake committee • Deirdre Bethune declared a personal interest in item 8b as member of the BOFF committee • Chris Tennant declared a personal interest in item 17 as a parent and coach of Olney Town Colts FC and a member of Body Force.

3. To approve the minutes of the meeting held on 03 December 2018 RESOLVED: To approve the minutes.

4. To approve the minutes of the meeting held on 07 January 2019 RESOLVED: To approve the minutes.

5. To approve the minutes of the meeting held on 14 January 2019 The minutes not yet ready RESOLVED: To defer approval of the minutes.

6. Closure of Barclays branch and meeting on 1st March Following the announcement that Barclays would not reopen, council discussed the best way of approaching the meeting. RESOLVED: Kevin Viney and Deirdre Bethune were selected to represent the council to attend the meeting with Barclays. Peter Geary would also be attending as ard councillor.

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7. Consultation on the proposal to close Emberton School MKC are carrying out a statutory consultation on the proposed closure of Emberton School. Currently, the school has no pupils and there are falling numbers in the area. A public consultation meeting is taking place on 07 February. RESOLVED: Jeremy Rawlings to attend the meeting and report back to council next month.

8. Events a. Motorama requested to use the Market Place 9 June 2019 RESOLVED: To allow Motorama on the Market Place 9 June 2019

b. To consider charging for events such as Pancake Race and BOFF RESOLVED: To consult with the relevant groups before a decision is taken.

9. 2019-20 budget, schedule of fees and precept The finance committee submitted a draft budget, schedule of fees and proposed precept for consideration and the chairman of the committee explained the proposals. RESOLVED: • To approve the budget for 2019/20 • To approve the revised fees as set out in the Schedule of Fees • To set the precept for 2019/20 at £229,000, a 19.6% increase on the Band D Council charge.

10. To receive minutes, or reports from chairman, of committees that have met since the last council meeting: a. Planning – 14 January RESOLVED: To note the minutes

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b. Dickens – 21 January RESOLVED: To note the minutes

c. Olney Centre Management – 21 January RESOLVED: To note the minutes

d. HR – 24 January RESOLVED: To receive a report during item 18

e. Finance – 28 January RESOLVED: To note the minutes

11. List of outstanding actions The Town Clerk submitted a report on outstanding actions and elaborated thereon. • Market Electrics – Eon stated they are trying to source tiles from Portugal and would be carry out works this week. • High Street trees – update requested from MKC • WW1 benches – Deirdre Bethune has consulted with the sponsors of the existing benches and they are happy for them to be replaced by the new benches. • Johnsons Field – question asked as to what is happening to the zip wire and swing • Tennis Track – Is there any progress on getting money back from Anglian Water • East Street improvements – Peter Geary was asked if there is any progress • Council were advised that Phoenix were being asked to quote for repairs or resurfacing at the Market Place, the MUGA and the paths between the MUGA and the bowls club and the play area and the bowls club.

12. To approve Exclusive Rights of Burial and Memorials RESOLVED: To approve the list of Exclusive Rights of Burial and Memorials

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13. To receive reports from Representatives to Outside Bodies • Steve Clark reported that he attended the MKE Stakeholders Group on the proposed S.U.E. Traffic modelling was discussed. MKC are pushing for a new bridge over the M1 subject to a bid for HIF money. The result of the bid will be known around June. The next meeting is 27 February; neither Desmond Eley or Steve Clark are able to attend. Jeremy Rawlings agreed to attend. • Graham Harrison – attended the meeting about the 250th anniversary of Amazing Grace in January 2023 • Graham Harrison and Chris Tennant attended the transport workshop meeting. The meeting discussed a report with 103 options on transport, the E-W railway was at the top of the list, and Olney bypass was included. • Deirdre Bethune mentioned that BOFF were considering 7-8 or 14-15 September but would confirm and official request by next meeting. • Peter Geary reported that MKC transport public scrutiny were looking at which bus routes might be subsidised.

14. To approve the schedule of payments for January 2019

Date Name Memo/Description Amount Unity Trust - Current A/C 02/01/2019 MKC Rates NNDR - Market Place toilets 102.00 02/01/2019 MKC Rates NNDR - Library 258.00 02/01/2019 MKC Rates NNDR - Olney Centre 1,882.00 02/01/2019 Katara Ltd Quickbooks subscription 30.00 02/01/2019 CF Corporate Financial Limited Printer lease 101.56 02/01/2019 MKC Rates NNDR - Cemetery 36.00 03/01/2019 SLCC Health, safety and well-being training 150.00 03/01/2019 Advanced Turf Machinery Fit starter motor and parts 408.70 03/01/2019 Beazleys Gas annual testing 240.00 03/01/2019 Blachere Illuminations LED Christmas lights spares 217.80 04/01/2019 PHS01 Sanitary services 543.46 10/01/2019 Redwood Global Ltd woodchipper 11,940.00 10/01/2019 Dave Boddy Electrical light repairs 144.00 10/01/2019 Hilary Brock Private Hire Age UK lunch transport 90.00 10/01/2019 Neill Elliott Dickens PA 207.90 10/01/2019 Napier Parking Ltd Car parking management 116.00 10/01/2019 Marcus Young Landscapes Ltd dog bin emptying 996.00 10/01/2019 Dave Boddy Electrical cherry picker to install lights 527.04 10/01/2019 PowerPlug Pat testing 197.94 10/01/2019 Wards of Olney Caretaking and cleaning 2,064.00 10/01/2019 George Browns Ltd Parts 18.62

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10/01/2019 Phonebox TOC ad 180.00 10/01/2019 SA Welding Ltd groomer 960.00 11/01/2019 Ethos (formerly Walters) Office printer 128.96 14/01/2019 Tudor Environmental safety equipment 60.52 14/01/2019 Video Drone Services Google street view images 144.50 14/01/2019 Buildbase Civils & Lintels Post Mix 81.60 14/01/2019 ESPO cleaning products 41.62 18/01/2019 ESPO Energy Gas - Olney Centre 528.28 22/01/2019 Anglian Water - Rec Gnd Water charges - Recreation Ground 4.00 22/01/2019 Anglian Water - Toilets Water charges - Market toilets 54.50 22/01/2019 Anglian Water - Cemetery Water charges - Cemetery 32.00 22/01/2019 Anglian Water - Olney Centre Water charges - Olney Centre 91.00 22/01/2019 JRB Enterprise Ltd (Mutts Buts) dog bags 298.80 22/01/2019 Anglian Water - Allotments Water charges - Allotments 161.00 23/01/2019 Dave Boddy Electrical lighting 886.55 23/01/2019 MKC HR Support 1,260.00 23/01/2019 Signs of the Times Ltd Town entrance sign 856.02 23/01/2019 SCH Supplies Ltd parts 78.24 23/01/2019 Blachere Illuminations LED light repairs 372.00 23/01/2019 Coverguard Services alarm response 780.00 23/01/2019 Tudor Environmental moss clear 28.78 23/01/2019 Carlton House Club VIP lunches 98.65 23/01/2019 Pinacl Solutions Wireless Support 368.50 25/01/2019 Total Gas & Power electricity 192.95 25/01/2019 Total Gas & Power electricity 24.85 25/01/2019 Total Gas & Power electricity 525.08 25/01/2019 Total Gas & Power electricity 84.69 29/01/2019 Paul Megeary repair market toilet door 113.00 30/01/2019 Cawleys Waste collection 372.37 31/01/2019 Adept Telecom Telephone and broadband 57.34 31/01/2019 Bucks LGPS LGPS Mth 10 2,190.14 31/01/2019 Prudential AVC AVC contribution 500.00 31/01/2019 Salaries Salary mth 10 6,734.05

Total for Unity Trust - Current A/C £38,561.01 Unity Trust - Corporate Card 02/01/2019 One Stop Shop Office supplies 0.50 05/01/2019 Fasthosts Internet Ltd Council email accounts 5.75 10/01/2019 Screwfix marking paint for MUGA 29.94 23/01/2019 Land Registry Land registry search 3.00

Total for Unity Trust - Corporate Card £ 39.19 TOTAL £ 38,600.20

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Questions were asked about the payment to S A Welding, which was for adjustments to the turf groomer machinery, which is part financed by the rugby club and Colts, and the payment to Pinacl which related to the public access wifi system at the Olney Centre. RESOLVED: To note the schedule of payments

15. Members Matters • Colin Rodden reported that the roundel (30mph painted on the road) on Aspreys has been removed so now the police can enforce the speed limit. • Kevin Viney asked about the zebra crossing and was informed that it is scheduled for new illuminated posts and brightening of the street lamps, Peter Geary has requested it is for this year but not confirmed • Tony Evans asked if there was any evidence that it will be Sainsbury’s at the retail site, he was informed that the planning permission for the signage was for Sainsburys.

16. To consider exclusion of Public and Press Representatives pursuant to the Public Bodies (admission to meetings) Act 1960 on the basis that publicity would be prejudicial to the public interest by the confidential nature of the business to be transacted RESOLVED: To exclude the press and public on the grounds of the confidential business to be transacted.

17. Football Club Building – Report on discussions with prospective tenants. The council received a progress report from the working group RESOLVED: • To arrange a meeting with Colts and Bodyforce to progress matters. • To ask Boddys to carry out an electrical test of the Football clubhouse

The Town Clerk and Deputy Town Clerk left the meeting at this point 18. Staff Matters The Mayor gave a report to the council on staff matters.

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Consultation Proposal to close Emberton School

This eight week consultation seeks to gather opinions on a proposal to close Emberton School. This is the first stage in a five stage statutory process:

What is the current position? Emberton School is a community infant school with an admission number of 12 in each of its three year groups. It is therefore able to accommodate up to 36 children. The catchment area of the school is Emberton, Filgrave, Petsoe and Tyringham. Children attending Emberton School in Year 2 usually transfer to Olney Middle School. Emberton School is part of the Village Schools Federation. The federation consists of Emberton School, Newton Blossomville C of E School, North Crawley C of E School, Sherington C of E School, Stoke Goldington C of E First School and St Andrew’s C of E School. In recent years the school has become less popular and numbers have declined, to the extent that with effect from September 2018, no children are on roll at the school. The school, as an organisation, is no- longer viable, so the Governing Board have asked Milton Keynes Council to consult on closing the school.

What is this consultation proposing? Birth data indicates that whilst a small number of children are due to start school in 2019 that live in the catchment area of Emberton School, there are sufficient places at other local infant schools to accommodate these children. In addition, parental preference in recent years shows that the school is not a popular choice for these parents. There is currently no demand expected from new housing in the local area.

As the school is a designated ‘rural’ school, national legislation determines there is a presumption against the closure of rural schools. This does not mean that a rural school shouldn’t close, but the case for closure should be strong and a proposal must clearly be in the best interests of educational provision in the area. When producing a proposal, the proposer must carefully consider:

The likely effect of the closure of the school on the local community Pupil numbers have steadily reduced over recent years and there have been no pupils on roll since September 2018, so there is likely to be little impact on the local community. If the school closes, the governors can consider alternative uses for the site to support education within the local community and across the other federated village schools. The proportion of pupils attending the school from within the local community There are currently no pupils attending the school. Educational standards at the school and the likely effect on standards at neighbouring schools

The school was last inspected by Ofsted in February 2016 and was found to be offering a ‘Good’ standard of education. The next nearest school, Olney Infant Academy, was last judged by Ofsted as ‘Outstanding’. The other local schools were also all last judged to be ‘Good’ or ‘Outstanding’. Closure of Emberton School is not likely to have a negative impact on the standards at Olney Infant Academy or any other local school. The availability and likely cost to the LA of transport to other schools The school has not been a popular choice with parents for a number of years, and there are currently no pupils on roll. The nearest school to the village of Emberton is Olney Infant Academy. The walking distance from Emberton School to Olney Infant Academy is 1.6 miles and is therefore within the statutory walking distance of two miles for children under the age of eight years. Any pupils who cannot access a school place within two miles walking distance would be eligible for Home to School Transport assistance, although this is estimated to be minimal. Whether the school is now surplus to requirements Emberton School is part of the Ousedale Liaison Group which is projected to have a surplus of over 140 places in Reception for the next three years. The minimal future demand expected from Emberton can be accommodated elsewhere in the local area. This is what is currently happening. Any increase in the use of motor vehicles which is likely to result from the closure of the school, and the likely effects of any such increase Emberton School has not been a popular choice for a number of years and parents are already choosing to access neighbouring schools. Closure of the school is unlikely to have any further impact on the use of motor vehicles within the village. The Village Schools Federation will be able to consider alternative uses for the site to support education across the federation following the outcome of this process. Any alternatives to the closure of the school Governors previously ran a significant marketing campaign, but this did not generate an increase in pupil numbers. Emberton School recently federated with a number of other local village schools. Whilst this has helped to reduce costs, it has had no impact on pupil numbers at the school, and viability remains an issue. Next Steps This consultation will end on 17 March 2019 and seeks views from those directly involved with Emberton School to determine whether the council should progress to the next stage to publish a statutory notice and proposal to progress the closure of the school.

Feedback from this consultation will be considered by the Cabinet Member for Children and Families in May 2019. If the decision is taken to proceed to the next stage, a relevant statutory notice would be published in June 2019 and would provide a 4 week period for people to make representations, as is prescribed by law. Subject to these statutory processes, the final decision could take place in September 2019, to enable the school to close during the 2019/20 academic year.

How can I find out more and contribute to this consultation? The council and Village Schools Federation have arranged drop in sessions at the school for people to find out more and give their views: Emberton School – 4 February 2019, 3.00pm to 4.30pm and 7 February 2019, 6.30pm to 8.00pm These are open to anyone to attend. This consultation seeks views from parents, staff, the local community and any other interested parties. We are keen to hear as many views as possible about this proposal. Please respond by email, stating your name, relationship to school, whether you agree or disagree with the proposal and your comments, to: [email protected] or in writing to Education Sufficiency, Milton Keynes Council, Civic, 1 Saxon Gate East, Central Milton Keynes, MK9 3EJ.

Page 2 of 2

Highways Department TRO Team

Reply to Steven Shearer Call 01908 253428 E-mail [email protected]

To whom it may concern

25th February 2019

Dear Sir/Madam

Re: Proposed amendments to parking and waiting restrictions along parts of Near Town Gardens, Olney

Milton Keynes Council is contacting you as part of an informal consultation process to inform you of its intention to amend the existing parking and waiting restrictions along parts of Near Town Gardens (as illustrated on the attached proposal plan) following concerns raised over inconsiderate parking which is causing obstruction to motorists and pedestrians.

The proposed amendments include the following:-  To extend the existing double yellow lines (‘no waiting at any time’ restrictions) along parts of Near Town Gardens.

The proposed amendments to the parking and waiting restrictions will help to alleviate obstruction and enable a safer environment to be achieved throughout the road and encourage and facilitate vehicular movements.

The purpose of this consultation is to engage with you in order to understand how the proposals will affect you and your community.

If you wish to comment on the proposed waiting restrictions then you can do so by visiting the Councils website at www.milton-keynes.gov.uk/consultations. Alternatively you can send your comments by email to [email protected] or by post to the Network TRO Manager, Highways Department, Public Realm Services Group, Synergy Park, Chesney Wold, Bleak Hall, Milton Keynes, MK6 1LY.

Please be advised that the informal consultation will conclude on 4th April 2019. Please submit your comments before the closing date as responses received will determine whether the waiting restrictions are implemented, therefore it is important that you respond.

Yours faithfully

Steven Shearer TTRO Technician

Synergy Park, Chesney Wold, Bleak Hall, Milton Keynes, MK6 1LY

Project: Date: Debbie Taylor-Bond PROPOSAL PLAN th Near Town Gardens, Olney 19 February 2019 Head of Highways (Near Town Gardens) Milton Keynes Public Realm Service Group Proposed Waiting Restrictions Synergy Park Cheney Wold Proposed double yellow lines Drawing: Drawn by: Bleak Hall Near Town gardens STS Milton Keynes Tel: (01908) 691691 Proposal Plan MK6 1LY Fax: (01908) 252994 Existing double yellow lines

Scale: Checked By: Note: Double Yellow Lines are only proposed on adopted highway Not to scale PH Liam Costello

From: Jeremy Rawlings Sent: 12 February 2019 22:49 To: 'Jane Brushwood' Subject: RE: hanging baskets

Agreed to your proposal. Put agenda item for March meeting please.

J

From: Jane Brushwood Sent: 12 February 2019 11:22 To: JeremyRawlings Subject: hanging baskets Importance: High

Hi Jeremy, Wilsons told me that they are taking on the cost of the hanging baskets as their contribution to the town. They intend to sponsor indefinitely and would like to have a plaque on each lamppost, on the opposite side of the lamp post to the usual ones, saying “Main Sponsor: CT Wilson & Son Ltd Olney’s Aladdin’s Cave”. It would mean us purchasing 70 or so of these but we would continue to take the money from the other sponsors and have no outlay. Would you like this officially announced at the next meeting, we ought to formally write to thank them. Kind regards, Jane

Jane Brushwood Deputy Town Clerk Olney Town Council 01234 711679

1 Liam Costello

From: Lynda Barber Sent: 06 February 2019 12:47 To: Jane Brushwood Subject: Summer reading challenge

Hi Jane and Liam, folio have been asked to pay for this years SRC from central library, we discussed this at committee meeting and it was agreed that we ask OTC if they could possibly share the cost? Central library are asking for £145, would it be possible to approach the council for funding of £70 please. We do have funds in our account but they are ringfenced for furnishing the new children's room and for all the activities we provide. Kind regards Lynda Barber chairwoman Sent from Yahoo Mail on Android

1

Olney Town Council Communications Policy Why have a Communications Policy? Communication plays an important role in everything we do at Olney Town Council. This includes both internal and external communications. Our commitment is to use a multi-channel approach to communications including public announcements, email alerts, our website, printed material and social media. Communications should be two-way and is essential in giving information, engaging, consulting, gaining feedback, developing insight, etc. from people (residents, employees and visitors), businesses and other stakeholders. A good standard of communications is the responsibility of everyone involved in the Council’s work including councillors and staff. This Policy sets a framework for our communications.

1. Our Aims This Council has adopted Five Principles which follow the requirements of the Code of Recommended Practice on Local Authority Publicity and guide the Council in its communications. Our communications should deliver the aims of the Council and ensure residents and businesses are aware of services the Council offers. A. Clear & Concise - The Council's communications should be clear, concise and trustworthy. They should therefore be written in plain English and jargon-free. B. Consistent - We communicate through various channels to a wide range of people, including residents, businesses, visitors, our own employees and Councillors. It is therefore essential that communications are co-ordinated and give consistent messages which are promoted through the most cost- effective formats available to the Council. C. Accessible - A range of media will be used to communicate to ensure the messages are accessible to everyone. D. Relevant and timely - The messages should help everyone to get the best out of the services provided by the Council. This includes encouraging dialogue with the public as to how we can further improve services and clarifying information where necessary. We should ensure information is up-to-date and communicated regularly, including feedback of any changes made following consultation/dialogue with customers. Where specific enquiries are made to the council, a response will be given within 10 working days. E. Accountable – Our communications should be clear so that staff, councillors and public understand what we do. This will ensure that the Council is

accountable to its customers and the wider community. All communications will remain compliant with General Data Protection Regulation (GDPR) The Code of Recommended Practice on Local Authority Publicity requires that our publicity (communications) should be lawful: • be cost-effective • be objective • be even-handed • be appropriate • have regard to equality and diversity • be issued with care during periods of heightened sensitivity

2. Vision The ultimate aim of our communications is that everyone who deals with the Council will have a clear understanding and a positive perception of our aims, as outlined on our website, our services and achievements, leading to higher levels of satisfaction and engagement. Olney Town Council recognises that the maintenance of workplace wellbeing is key to ensuring high rates of productivity and engagement. Also, in nurturing a compassionate workplace environment, the council recognises that it can enjoy a lesser risk of human error. As such, our vision is to communicate to the public and each other in ways which nurture compassionate workplace cultures. In doing this, we will treat both our colleagues, staff and the public with equal respect, value and trust.

3. Delivering our Five Principles Where possible, we will use insights from the behavioural sciences to ensure that any communication is as successful as possible, and adopt the elements outlined in the mnemonic EAST (Easy, Attractive, Social and Timely) to guide this endeavour. The range of print, social and electronic media used by the Council will vary depending upon the target audience to whom the communication applies and will be those which best reach them. Any public communication from councillors or staff (in their official capacity) should reflect current council policy and not a personal view.

4. Website A clearly-branded, up-to-date, simply organised website provides the most reliable way to ensure all the Council’s messages, policies and information are held centrally and freely available to all.

5. Social Media The Council will use social media (Facebook, and possibly other forms) in line with its current Social Media Protocol.

6. Supporting Members The Clerks will support Members with communications in their role in the community. S/he will provide assistance and encourage the use of social media and other channels to listen and respond to the concerns of residents and help them explain the Council’s policies and aims. Training for this will be made available where appropriate.

7. Supporting Staff All employees of Olney Town Council are its ambassadors. The Council will seek to keep them informed about Council initiatives in line with five principles, and review these for time-to-time to ensure they remain effective.

8. Reputation Criticism of the Council can adversely affect the Council’s reputation. We will monitor the growing range of media channels so we can be alert to cases as they arise and act promptly to clarify and explain our position.

9. Face-to-Face The principles outlined in this Strategy are relevant to all forms of communication carried out by this Council including face-to-face, email and telephone. However, in face-to-face communication, there is an additional need to remain aware of any negative body languages which may be viewed as undermining our compassionate workplace cultures. Such behaviours may include, but are not limited to; • Eye rolling • Tutting • Sighing

• Glaring • Finger tapping • Finger pointing • Aggressive gesturing It will also be important for both councillors and staff to remain aware of their tone of voice. Whilst it is difficult to describe how one’s tone of voice may cause animosity, frustration or hostility, it is clear that every situation must be approached from the stance of compassion without a ‘raised’ or ‘aggressive’ tone of voice. Where a member of staff or the council feels it is appropriate, records of face-to- face communications will be kept as best practice. Such records will include a summary of the communication along with any associated dates, times and actions taken.

10. Email Whilst email is a useful and convenient tool with which to communicate, there are some ways in which emails can be misinterpreted or cause frustration and/or animosity. Such instances threaten our vision for maintaining a compassionate workplace. As such, those staff and councillors engaging in emails must remain aware of actions to avoid. Such actions may include, but are not limited to; • The use of capital letters, which may depict anger and/or inflame situations. • ‘Replying to all’ when only targeting one person. Such actions may cause frustration and confusion. • Using email strings to introduce new subjects, which may cause confusion. Instead, begin each new subject with a new string of emails with a new subject heading. • Changing a heading of an unrelated email to start a new ‘thread’. • Sending superfluous emails (e.g. one word of thanks). Such emails can cause frustration for some. • Avoid ‘copying in’ other councillors mid conversation without giving context. This may cause confusion and/or stimulate frustration and animosity in some cases.

11. Telephone The principles set out in relation to face-to-face and email communications will also be relevant in communications via telephone. Additionally, in cases of telephone communication, records will be kept as best practice. Such records will

include a summary of each communication along with any associated dates, times and actions taken.

12. Accessibility We take our responsibilities towards equality and diversity seriously and will endeavour ensure information about our services is available to residents in a language and format they can understand and access. We recognise the need to provide both printed and digital material in order to remain accessible to all.

13. Final points In the interest of maintaining a workplace culture of compassion, both councillors and staff are advised to respectfully ‘call out’ communicative behaviours which they believe might put our compassionate workplace cultures at risk. Olney Town Council and its staff are considered to be one ‘team’, essentially working towards the same shared and collective goals. As such, constructive criticism is welcome when it is delivered in a respectful manner embodying our shared vision of maintaining our compassionate workplace cultures. Both councillors and staff are encouraged to role model communicative behaviours which strengthen our compassionate workplace environments in their everyday tasks and activities. Such behaviours should emulate those expected in return.

See also Social Media Protocol

Social Media Protocol for Olney Town Council

1. General introduction to social media 1.1. We encourage all of our staff and Members to engage with social media in a positive and meaningful way. Social media is increasingly popular form of communication for individuals and organisations and is used both socially and for business. Social media is used to describe any kind of on- line tool that you can use for sharing what you know, including blogs, photo sharing, video sharing, social networks, mobile phone applications, texting, digital TV services, gaming and collaboration tools. Unlike a telephone conversation or email, it is a broadcast medium - your messages are likely to be viewed by a wider range of people than just the intended recipient. How is this? 1.2. Twitter messages for example, will appear on the feed of all the account holder’s Followers, and can be retweeted, or searched for by unconnected users when content contains a hashtag # prefix. Twitter accounts can be viewed by anyone, without the need for a Twitter account. Facebook posts can be read by anyone, and those with a personal Facebook page can then share them with their Friends. If the Facebook page is a corporate site, its posts will appear on the feeds of those who click the “Like” button on the page. The information on web blogs and other forms of sharing media can be accessed through internet search engines.

What you need to remember 1.3. Social media is a cheap and effective way of reaching out to the community, sharing information and ideas. Its immediacy can be invaluable. 1.4. It also means that all messages should be treated as public, and are open to responses from people with different views and agendas. Sometimes this can be positive, but it can also result in unwelcome criticism and abuse. Social media is also popular with journalists, so what you post on one day, may end up in newsprint the next day. 1.5. There is no delete. Even if you delete something from a social media site, it is likely that other people will already have seen it in a news feed popping up on their desktop, or on their mobile phone. Someone may already have posted it elsewhere online, or shared it with their friends. People may also take a screen shot of what you have posted before you deleted it. They may then reproduce this at a future point in time.

1.6. Using social media platforms such as Twitter or Facebook is no different from talking loudly in a public place: you can expect other people to hear what you are saying, including some who like to gossip or malign. 1.7. You must be willing to take personal responsibility for anything that you say online.

Social Media and the Law 1.8. The public nature of social media raises some general legal issues which ALL users should be aware of: Libel – If you publish an untrue statement about a person which is damaging to their reputation, they may take a libel action against you. The same thing may happen if, for example, someone else publishes something libellous on your website, you know about it and don’t take swift action to remove it. A successful libel claim could result in the award of damages against you. Copyright – Using images or text from a copyrighted source (for example extracts from publications or photos), without obtaining permission, is likely to breach copyright laws. Therefore, don’t publish anything you are unsure about, or obtain prior permission. Again, a successful claim for breach of copyright would be likely to lead to an award of damages against you. Data Protection – Do not publish the personal data of individuals unless you have their express permission. On Council matters: Bias and Predetermination – While your likely view on a particular subject may be well known, you need to be able to show that you attended any council meeting prepared to take on board the collective view of the council decision taken. As such, if you are involved in making council decisions, it is not appropriate to say anything through social media (or indeed anywhere else) that suggests you have completely and irrevocably made your mind up on an issue that is due to be formally decided upon.

2. Olney Town Council and Social Media 2.1. Olney Town Council operates a Facebook page and monitors activity involving Olney Town Council and its Members. Our Facebook account provides another way of reaching out to local residents. Its primary aim is to engage people and encourage them to access the information and services available on our web pages. 2.2. Before responding to criticism of the Council, councillors should contact the Clerk to:

• clarify the facts • provide an appropriate explanation of policy • agree on a collective, measured, respectful and appropriate response Once clarification or explanation has been made, and no new issues have been raised, no further correspondence on the matter should ensue. 2.3. While adopting a more informal style, the Olney Town Council Facebook page will: • treat all individuals with respect. • not be used to criticise individuals or organisations, even if invited to. • not engage with people who are abusive, or use racist, sexist, homophobic or threatening language. • not convey any political or commercial bias. • not disclose confidential information or the personal information of others.

3. Staff and Members’ own social media accounts 3.1. Staff and elected Members should be aware of their obligations under the Staff Code of Conduct and the Members’ Code of Conduct. Although many social media accounts allow users to adopt a made-up identity, they should be aware that their proper identity is likely to be revealed over time through its content and contact with others. 3.2. If talking about the Council, staff and Members should be clear about their own personal role and the service that they represent and not say anything that might bring the Council, it’s Members and/or staff into disrepute. 3.3. In line with our shared vision for developing a compassionate workplace, you should always refrain from criticising members of staff or elected Members, and be aware of your duty of confidentiality with respect to Council information. 3.4. Members should also refrain from criticising named officers, or expressing any views that are likely to compromise the impartiality of those who work for, or on behalf of the Council. • Do try to make timely and relevant comments that you think other people will be interested in. • Do take a moment to think before you respond to a comment – comments once made, leave a digital footprint forever.

• Do be aware of the privacy settings on the site you are using. • Do include photos and web links to help make your points. • Don’t re-share anything you do not know to be true. • Don’t comment in haste, particularly when you are angry or have consumed alcohol. • Don’t post comments that you would not be prepared to make on paper or face-to-face.

Minutes of the meeting of Olney Town Council Planning Committee held on Monday 11 February 2019 at 7:00 pm in the Olney Centre

Present: Councillors Stephen Clark, Deirdre Bethune, John Boardman, Tony Evans, Graham Harrison, Dr Sally Pezaro, Jeremy Rawlings, Chris Tennant, Kevin Viney In attendance: Liam Costello (Town Clerk), Also Present: Councillor Malcolm Messenger

1. To receive apologies for absence. Apologies were received from Desmond Eley

2. To receive any declarations of interests. None received.

3. To approve the minutes of the meeting held on 14 January 2019 RESOLVED: that the minutes be approved.

4. To receive the list of recent planning decisions. RESOLVED: To note the list.

5. Applications for consultation

a. 19/00040/FUL - 4 Midland Road Olney MK46 4BL Change of use from stores (B8) to single dwelling house (C3) RESOLVED: Application withdrawn

b. 19/00208/LBC - The Cherry Tree Pub 3 High Street Olney MK46 4EB Retrospective application for Listed Building Consent for change of use of former residential care facility (Use Class C2) to restaurant and bar (Use Class A3/A4) with internal alterations RESOLVED: That the council has no comments

Planning Committee – 14 January 2019 Page 4910

c. 19/00149/FUL - Desmond J Smail 15 East Street Olney MK46 4DH External works including insertion of windows and doors; removal of some windows and doors and roof replacement RESOLVED: That the council objects to the proposal as the conversion of the building to four dwellings does not include adequate provision for parking contrary to the parking SPD which requires 1.33 parking spaces per dwelling and none are being provided.

d. 19/00136/FUL - 15 Kippell Hill Olney MK46 5ER Change of Use from amenity land to garden use and erection of replacement boundary fencing RESOLVED: The council objects to the proposed change of use as the enclosure of the open space is detrimental to the street scene, detracting from the overall appearance of the area. It would set an unwelcome precedent allowing others to submit similar applications. The narrowing of the entrance to the area could be detrimental to its purpose as an emergency access route.

e. 19/00176/FUL - Cricket Pavilion East Street Olney MK46 4DH Proposed scoreboard to existing roof, to be located in a new dormer type roof extension RESOLVED: That the council has no comments

6. MKC Consultation on the Draft Statement of Community Involvement RESOLVED: That the council welcomes the clarity of the document and submits the following comments: • That section 3.7 should include a commitment that parish councils should be consulted on draft S106 agreements as used to happen. • That we welcome the inclusion of the section on Neighbourhood Planning.

7. Urgent Item Cllr Evans raised safety concerns about the proposed emergency access point onto Yardley Road from the 33 dwellings approved under 18/00799/REM. The Town Clerk advised that the proposals had been approved subject to a condition that requires the detailed plans to be submitted and approved by MKC prior to occupation. RESOLVED: To request that the OTC be consulted on the detailed plans

Planning Committee – 14 January 2019 Page 4911

INFORMATION SHARING PROTOCOL

Date of Issue: March 2013 – Revised January 2019

Based on the protocol (2007), the national guidance Information for Community Safety (2010) and primary and secondary legislation including the Data Protection Act 2018, the Crime and Disorder Act 1998 and the Police Reform and Social Responsibility Act 2011.

Version 1.5

Contents

1. Introduction pg 2

2. The Purpose and legal framework for data sharing. pg 2

3. Classification of data and information pg 5

4. The information sharing process pg 7

5. Commencement and Review pg 9

6. Summary of duties and responsibilities pg 10

Appendix One Signatories pg 11

Appendix Two Prescribed information pg 12

Appendix Three Designated Liaison Officers pg 15

Appendix Four Agreement Form pg 15

Appendix Five Information Sharing Request form pg 16

1 1. Introduction

1.1 The purpose of this protocol is to facilitate the lawful exchange of information in order to support the work of SaferMK, the Milton Keynes Community Safety Partnership. The Partnership has a duty to develop, implement and monitor a strategy to reduce crime and increase community safety in Milton Keynes.

1.2 Agencies working in partnership to tackle crime and disorder have a power under section 115 of the Crime and Disorder Act 1998 to disclose information to one another for the purposes of preventing and detecting crime and for obtaining certain Orders. Under Section 17(A) of the Act they have an additional duty to disclose information to one another if it is relevant to their community safety functions.

1.3 Further legislation and guidance has created new requirements and duties in respect of information sharing. This includes delivery of the Troubled Families Initiative (Strengthening Families) and co-operation with Police and Crime Commissioners.

1.4 The information protocol covers the following areas:  The purpose and legal framework of information sharing  The classification of data and information to be shared  The process for sharing information  Arrangements for commencement and review of the protocol  A summary of duties and responsibilities

2. The purpose and legal framework of information sharing

Purpose

2.1 The national guidance Information Sharing for Community Safety (August 2010) identifies several purposes of information sharing within the Community Safety Partnerships. These may be paraphrased as follows:

 To develop and test shared intelligence between the partners in order to understand and respond to crime, disorder and anti-social behaviour in the area.  To inform service delivery across all agencies in order to reduce crime and increase community safety.  To monitor performance effectively across partnership agencies.  To predict service needs in a changing environment.

2

Legal framework – data sharing

2.2 Section 115 of the Crime and Disorder Act 1998 gives power to any person to disclose information to a relevant authority, or any person acting on behalf of a relevant authority, when necessary of expedient for the purposes of any provision of the Act.

2.3 Section 17(A) of the Crime and Disorder Act 1998 confers a duty on relevant authorities to disclose to all other relevant authorities any information held by the authority which is of a “prescribed description”. This information is set out in the Crime and Disorder (Prescribed Information) Regulations 2007. Details appear in Part 3 and Appendix Two below.

2.4 The national guidance Information Sharing for Community Safety, 2010 outlines suggested practice around information sharing including:  Preparation of an information sharing protocol  Signing the protocol which will govern information exchange  Each Responsible Authority should nominate a designated liaison officer  Sets of anonymised information should be shared at agreed intervals

2.5 The Data Protection Act 2018 provides the lawful basis which applies to sharing personal, special category and criminal data. In particular, Article 6 of the General Data Protection Regulations (GDPR) provides for the extent to which processing is lawful. Article 6 states that the basis for the processing listed therein is laid down by either Union law or Member State law to which the controller is subject, which for the purposes of this Protocol is the Data Protection Act 2018. Article 9 of the GDPR provides the basis of processing special categories of personal data.

2.6 Schedule 2 Part 2 of the Data Protection Act 2018 allows for the exchange of personal data for the purposes of: (a) The prevention or detection of crime,

(b) The apprehension or prosecution of offenders, or

(c) The assessment or collection of a tax or duty or an imposition of a similar nature,

to the extent that the application of those provisions would be likely to prejudice any of the matters mentioned in paragraphs (a) to (c).

2.7 The Human Rights Act 1998 confers a legislative basis to the European Convention on Human Rights. A number of its Articles may affect information sharing, including Article 8 which states “Everyone has the right to respect for his private and family life, his home and his correspondence”. An exception is permitted when a public authority intervenes in accordance

3 with the law in the interests of national security, public safety and for the prevention of disorder or crime

2.8 In common law, information given in circumstances where it is expected that a duty of confidence applies cannot normally be disclosed without the information provider’s consent. A number of judgements have indicated that personal data in this category may be shared without this consent if they are covered by the powers and duties listed above. These data should be used for that purpose alone and should not be kept for longer than strictly necessary.

2.9 The Freedom of Information Act 2000 allows the public to request information held by public authorities. Exemptions exist where disclosure under the Act would or would be likely to prejudice the prevention or detection of crime or the apprehension or prosecution of offenders. Unless exemptions apply, public authorities are obliged to provide the data within 20 working days of the receipt of a request.

Legal framework –authorities involved

2.10 Section 5(1) of the Crime and Disorder Act 1998 as amended by subsequent legislation sets out the organisations that are named as Responsible Authorities for working in partnership to reduce crime and disorder. In Milton Keynes these organisations are:  Milton Keynes Council  Thames Valley Police  Buckinghamshire and Milton Keynes Fire Authority  National Probation Service  Community Rehabilitation Company MTC Novo  The National Health Service Commissioning Board

2.11 The Police Reform and Social Responsibility Act 2011 gives the Police and Crime Commissioners the same status as the Responsible Authorities in respect of information sharing, although they are not Responsible Authorities in their own right.

2.12 The Troubled Families Initiative 2012 - 15 (“Strengthening Families” in Milton Keynes) encourages agencies to co-operate in order to reduce crime, anti-social behaviour and school exclusion and to increase employment in families that consume most resources.

2.13 Section 115 of the Crime and Disorder Act 1998 as amended by subsequent legislation including the Police Reform and Social Responsibility Act 2011 gives power to any person to disclose information to a ‘relevant authority’, or to any person acting on behalf of a relevant authority, when necessary or expedient for the purposes of any provision of the act. The relevant authorities are:

4  The Responsible Authorities above  The Police and Crime Commissioner  Town and Parish Councils  Registered Housing Providers  The Hospital Trust  The local Clinical Commissioning Group  The Ambulance Trust

2.14 The national guidance of 2010 provides details of a wide range of persons or bodies required to co-operate or who can be invited to co-operate with the Responsible Authorities to work in partnership for the purposes of meeting the requirements of the Crime and Disorder Act. These are shown in Appendix One.

3. Classification of data and information

Types of data set

3.1 For the purposes of this document data are defined as information that has been received by an organisation but not processed. Information is data that has been processed and made ready for use. On occasions the terms may be used interchangeably.

3.2 The national guidance Information Sharing for Community Safety, 2010 identifies three types of data set. These are:  Aggregate data in the national domain  Aggregate data for which specific authorisation is required  Case level data

3.3 Case level data can also be sub-divided into three categories. These are::  Personal information  Special category data  Anonymised information

3.4 Aggregate data are greatly varied and may, for instance, include demographic information, recorded crime or attitude surveys. Many of these data sets are in the national domain, but many are not and are used by the various organisations to inform their work. For example the Home Office i-Quanta website is full of useful information about crime but it requires

5 password access. Such data sets may be shared under the protocol provided they meet the sharing criteria below.

3.5 According to the Data Protection Act 2018, personal data is any information that may identify a living individual. Data of this kind must be shared only where there is a specific and lawful need. Unless legal exemptions apply (see above) permission should be obtained from the individual concerned before the information is shared.

3.6 Special category data is specific information on an individual that may identify factors such as ethnicity, sexual orientation or political views. Particular care should be taken before such information is shared.

3.7 Anonymised data sets consist of case level information that has had all personal data removed so that individuals may not be identified. These data sets are not therefore covered by the Data Protection Act.

Data covered by the protocol

3.8 Section 115 of the Crime and Disorder Act 1998 provides lawful power for disclosure of personal information for the following reasons:  To prevent or detect crime and anti-social behaviour  To apprehend or prosecute offenders

3.9 Whereas Section 115 concerns a power to share aggregate and personal information Section 17A of the Crime and Disorder Act 1998 confers a duty to relevant authorities to disclose certain anonymised data sets for the purpose of crime reduction and community safety. These data sets are set out in the Crime and Disorder (Prescribed Information) Regulations 2007 and appear in Appendix 2.

Data sharing criteria

3.10 Under the provisions of Section 115 of the Crime and Disorder Act 1998, the SaferMK Partnership will share appropriate aggregate and anonymised data and information between its members when any of the following criteria are met:  The data and information will enable the Partnership to formulate and implement a strategy to enhance community safety and reduce crime and anti-social behaviour in Milton Keynes.  The data will enable the Partnership to monitor progress against targets

6  The data and information will assist in the analysis and understanding of specific community safety issues.  It is required to share data under Section 17A of the Crime and Disorder Act 1998.

3.11 Personal information may be exchanged under Section 115 of the Crime and Disorder Act 1998 Part 3 of the Data Protection Act 2018 provides for law enforcement processing for law enforcement purposes which are for prevention, investigation, detection or prosecution of criminal offences of the execution of criminal penalties, including the safeguarding against and the prevention of threats to public security.

3.12 Prior to sharing any requested information, each partner organisation will determine whether the criteria listed in clauses 3.10 and 3.11 for sharing aggregate, anonymised and personal data are satisfied.

4. The information sharing process

Designated Liaison Officers (DLOs)

4.1 Each agency will appoint a person to act as Designated Liaison Officer (DLO) for data requests and transfer. The DLO should be a source of expertise enabling good decisions to be made about the sharing of data and information between partners.

4.2 The DLO need not personally request the transfer of information but must approve and record all its agency’s transactions under this protocol.

Data Exchange

4.3 Any partner who has signed this protocol may request data and information from another signatory. The information may be exchanged if the Designated Liaison Officer confirms that the necessary criteria (3.10 – 3.11 above) are met.

4.4 Disclosure can be shared during meetings if all participants have signed the protocol, the criteria in 3.11 are met and a written note is taken of the information shared

4.5 The Designated Liaison Officers (DLO) of each partner agency will maintain a record of information requests and exchanges.

4.6 Sensitive information, that includes personal details of offenders, suspects, victims and witnesses can be sent to locations and addresses within a secure and accredited email network

7 such as the Police National Network (PNN) and Government Secure Classifications (GSC) scheme (formerly the Government Protective Markings Scheme (GPMS)).

4.7 Furthermore, this information can also be sent to other organisations if they have a similarly accredited secure email network for example Government Connect Secure Extranet (GCSX) NHS Net, CJSM.

Data security and access

4.8 Each party agrees to apply appropriate security measures, to meet the requirements of section 40 of the Data Protection Act 2018 to the data which is the sixth data protection principle. That is, to ensure personal data processed for any of the law enforcement purposes is processed in a manner that ensures appropriate security of the personal data using appropriate technical or organisational measures (and in this principle, ‘appropriate security’ includes protection against unauthorised or unlawful processing and against accidental loss, destruction or damage). Within the partnership, the receivers of shared information will accept liability for the loss or compromise of shared information whilst it is under their custody or control.

4.9 Information will be securely handled in line with the requirements of the Government Secure Classifications (GSC) scheme (formerly the Government Protective Markings Scheme GPMS).

4.10 Electronic information will be kept securely within a pass-worded, secure computer system with appropriate levels of staff access. Manual information will be stored in a locked filing cabinet within a secure building.

4.11 The agency receiving the data will not use it for any other purpose than requested, nor share it with any other party without the disclosing partner’s written permission.

4.12 Access to personal information should be limited to Designated Liaison Officers and employees in the partner organisation whose work is directly related to the task for which the information was requested.

4.13 Data subjects are legally entitled to request their records from the receiving agency unless an exemption under the Data Protection Act 2018 applies (see 2.6 above). On receiving such a request the receiving agency should contact the disclosing agency to determine whether any exemption applies. It is the responsibility of each agency for their own disclosure and it will be the responsibility of the receiving agency to either forward on the request to the data owner or

8 contact them to determine whether the latter wishes to claim an exemption under the provisions of the Data Protection Act 2018.

4.14 If, in the judgement of the Data Controller there are grounds for an exemption under the provisions of the Data Protection Act 2018, a mandate endorsing this decision should be obtained from the agency’s Data Protection Officer.

4.15 All agencies need to co-operate speedily to ensure that requests are met within the statutory time period set out in the Data Protection Act 2018.

4.16 If a party receives a request for information under the Freedom of Information Act 2000 and the information requested is identified as belonging to another signatory party, it will be the responsibility of the receiving agency to contact that party to determine whether the latter wishes to rely on any statutory exemption under the provisions of the Freedom of Information Act 2000 and to identify any perceived harm.

Auditing of data

4.17 The relevant Designated Liaison Officer (DLO) will ensure that information exchanged under this protocol is retained no longer than is necessary to serve its agreed purpose.

4.18 Spent records will be disposed of securely; electronic records will be destroyed and paper copies will be shredded.

5. Commencement and review

5.1 This protocol takes effect on 1st April 2013. It replaces all previous information protocols that were approved by the SaferMK Partnership. This version was revised in January 2019.

5.2 The information protocol will be reviewed annually by the SaferMK Support Team and the review will be presented to the responsible authorities for approval.

9 6. Summary of duties and responsibilities

6.1 Personal and anonymised data and information may be shared between responsible authorities and other agencies in the Community Safety Partnership under Section 115 of the Crime and Disorder Act 1998. Data sharing must conform to the legislation set out in Part Two of this protocol. Information may be shared only to promote community safety and reduce crime, disorder and anti-social behaviour.

6.2 Requests for information should be made on the agreed form. Appendix 5

6.3 Agencies covered by the information protocol are listed in Appendix One.

6.4 The criteria for sharing aggregated and anonymised data and information appear in clauses 3.10 of this protocol. The criteria for sharing confidential personal data appear in clause 3.11.

6.5 Each signatory to the protocol will appoint a Designated Liaison Officer (DLO) will whose duties are described in clauses 4.1 and 4.2 of this protocol.

6.6 Data and information will be requested and exchanged according to clauses 4.3 – 4.5 of this protocol.

6.7 Restricted information will be clearly marked as such on all documents and may only be shared with the people to whom the information is restricted (clause 4.6).

6.8 Data and information exchanged under this protocol will be stored securely as stipulated in clauses 4.7 and 4.8.

6.9 Access to exchanged information will be restricted to those who require it for the stated community safety purposes, as stipulated in clauses 4.9 and 4.10.

6.10 Designated Liaison Officers (DLOs) ensure that information exchanged under this protocol is retained no longer than is necessary and that it is removed securely, as stated in clauses 4.9 and 4.10.

6.11 The date of commencement of this protocol is 1st April 2013 (revised in January 2019). It will be reviewed annually, as stated in clause 5.2.

10 Appendix One Signatories to the protocol

Responsible authorities

Duty to prepare and implement a Crime and Disorder Reduction Strategy (C&D Act S5)

 Milton Keynes Council  Thames Valley Police  Buckinghamshire and Milton Keynes Fire Authority  Community Rehabilitation Company for Thames Valley  The National Health Service Commissioning Board

Relevant Authorities

Power to share information (C&D Act S115) and duty to share anonymised data (S17A)

 The Police and Crime Commissioner  Town and Parish Councils  Registered Housing Providers  The Hospital Trust  The local health service commissioning group  The Ambulance Trust

Co-operating bodies

Power to share information (C&D Act S5 (3)) having signed the protocol

 The governing body of Milton Keynes College

 Governing bodies of schools:

 Registered Social Landlords:

 Youth Offending Team

 Milton Keynes Parks Trust

 HMP Woodhill

 Voluntary Sector: MK Act, MKEC, MK Safety Centre, MKCMS

 Other organisations with SaferMK approval

11 Appendix Two Information to be shared under the Prescribed Information (Crime and Disorder) Regulations 2007

Quoted directly from the Regulations

Information held by the police force for the area on the category of each—

(a) anti –social behaviour incident,

(b) transport incident, and

(c) public safety/welfare incident, in the area, as defined in accordance with the National Incident Category List in the National Standards for Incident Recording Instructions for Police Forces in England and Wales as at 1st April 2010, and the time, date and location of each of those incidents.

2. Information held by the police force for the area on the sub-category of each crime classified as—

(a) Burglary,

(b) Criminal damage,

(c) Drug offences,

(d) Fraud and forgery,

(e) Robbery,

(f) Sexual offences,

(g) Theft and handling stolen goods,

(h) Violence against the person, and

(i) Other offences, in the area, as defined in accordance with the Home Office Notifiable Offences List as at 1st April 2010, and the time, date and location of each of those crimes.

3. Information held by the fire and rescue authority for the area on the time, date and location of each—

(a) Deliberate primary fire (excluding deliberate primary fires in vehicles) in the area,

(b) Deliberate primary fire in vehicles in the area,

(c) Deliberate secondary fire (excluding deliberate secondary fires in vehicles) in the area,

(d) Incident of violence against employees of the fire and rescue authority in the area, and

12 (e) Fire in a dwelling in the area where no smoke alarm was fitted attended by the fire and rescue services of the authority, as defined in accordance with Incident Recording System – Questions and Lists, published by the Department for Communities and Local Government in May 2009.

4. Information held by the fire and rescue authority for the area on the time and date of each call to the fire and rescue services in the area in relation to a malicious false alarm and the purported location of those alarms as defined in accordance with Incident Recording System – Questions and Lists, published by the Department for Communities and Local Government in May 2009

5. Information held by the local authority for the area on the time, date and location of each road traffic collision in the area and the number of adults and children killed, seriously injured and slightly injured in each of those collisions.

6. Information held by the local authority for the area on the age and gender of each of the pupils subject to a permanent or fixed term exclusion from state primary and secondary schools in the area, the names and addresses of the schools from which those pupils have been excluded and the reasons for their exclusion.

7. Information held by the local authority for the area on the category, time, date and location of each:—

(a) Incident of anti-social behaviour identified by the authority, and

(b) Incident of anti-social behaviour reported to the authority by the public, in the area, as defined in accordance with the National Incident Category List in the National Standards for Incident Recording Instructions for Police Forces in England and Wales as at 1st April 2010 or any other system for classifying anti-social behaviour used by that authority as at the date of these Regulations.

9. Information held by each Clinical Commissioning Group or Local Health Board the whole or any part of whose area lies within the area or by the National Health Service Commissioning Board on the general postcode address of persons resident in the area admitted to hospital, the date of such admissions and the sub-categories of each admission within the blocks—

(a) Assault (X85-Y09),

(b) Mental and behavioural disorders due to psychoactive substance use (F10-F19),

(c) Toxic effect of alcohol (T51), and

(d) Other entries where there is evidence of alcohol involvement determined by blood alcohol level (Y90) or evidence of alcohol involvement determined by level of intoxication (Y91),

As classified in accordance with the International Classification of Diseases, Tenth Revision (ICD-10) published by the World Health Organisation.

13 10. Information held by each Clinical Commissioning Group or Local Health Board the whole or any part of whose area lies within the area, or by the National Health Service Commissioning Board on the general postcode address of persons resident in the area admitted to hospital in respect of domestic abuse as defined in Section 2.2 of the Responding to domestic abuse: a handbook for health professionals published by the Department of Health in December 2005, and the date of such admissions.

11. Information held by each Clinical Commissioning Group, Local Health Board or local authority (within the meaning of 2B of the National Health Service Act 2006) acting in the exercise of public health functions (within the meaning of that Act) the whole or any part of whose area lies within the area, or by the National Health Service Commissioning Board on the number of —

(a) Mental illness outpatient first attendances, and

(b) Persons receiving drug treatment,

In the area.

12. Information held by each Clinical Commissioning Group or Local Health Board the whole or any part of whose area lies within the area or by the National Health Service Commissioning Board on the location, time and date of ambulance service calls to incidents relating to crime and disorder and the category of such incidents using any system for classifying crime and disorder used by that authority.

13. Information held by each provider of probation services operating wholly or partly within the area on –

(a) The demographic profile of offenders including age, gender, ethnicity, first part of postcode and offence description;

(b) The assessment of factors relating to offenders’ criminality including thinking and behaviour, attitudes, accommodation, employment, training and education, relationships, lifestyle and associations, drug misuse and alcohol misuse; and

(c) The risk posed by offenders of serious harm to others and of re-offending, in the area.

14 Appendix Three Designated Liaison Officers

Contact details of all DROs are available on request from the Community Safety Team at Milton Keynes Council on [email protected]

Appendix Four Agreement Form

I agree to share relevant information with the organisations in the SaferMK Partnership in accordance with the relevant information and terms of this protocol. Please return this form to [email protected]

Signed: ______Date: ______

Name:

Position:

Organisation:

Address:

Contact Number: email:

Our Designated Liaison Officer (DLO) is:

Name:

Position:

Address:

Contact Number: email:

15 Appendix five INFORMATION REQUEST FORM

Please note; Milton Keynes Council can only share information that is owned by them. Please send this form to [email protected]. This must be password protected or sent via a secure email address. For police information checks, please use the separate ‘Police Information Request Form’ which is available on request and submit this directly to them. For other information requests to other organisations, ie) Registered Social Landlords who are signed up to the Information sharing protocol, please contact them directly via email submitting a copy of this form with any requests. Section 1: Subject of Request

Full Name & DOB Address Previous names /

Aliases (if relevant)

Section 2: Reason for Search / Timescale

Reason for search

Legal Powers Timescale

Section 3: Nature of enquiry

Be specific about what information you need to avoid your request being returned for additional information.

Section 4: Any further information that could assist the enquiry (optional)

I confirm that the personal data requested are required for that / those purpose(s) and failure to provide the information will, in my view, be likely to prejudice that / those purposes(s). Section 5: Details of Person(s) Requesting Information

Name Position / Organisation Phone e-mail

16

For Office Use Only:

Date ISP Entered on Spreadsheet by: Received by Document received: email or post: scanned and saved:

17 Liam Costello

From: Middleton, Robert Sent: 20 February 2019 10:29 To: Liam Costello Cc: Aitken, Rhoderick Subject: Email from Cllr Rob Middleton - proposed sale of Woad Corner Attachments: Proposed Disposal of the former Highways Depot Woad Corner.docx; ATT00001.htm; Woad_Corner_Site,_Newport_Pagnell.pdf; ATT00002.htm; 9-2 Rev- 04Apr18.pdf; ATT00003.htm

Dear Sir/ Madam,

I’m getting in touch about an upcoming Milton Keynes Council’ Delegated Decision scheduled for 12th March. The DD is registered in my name, and I’m supported by Rod Aitken an Officer in the MKC’ Property Team. The DD concerns the proposed sale of a former highways depot at Woad Corner, which is situated in the far south of Olney Ward (I believe) very close to its boundary with Newport Pagnell.

You might remember that I consulted on this site back in January 2017. I’ve however decided to reconsult as two years have now elapsed, and more importantly, there is now a specific proposal for the future of the site.

As you’ll see from the attached documents, the proposal is to provide a specialist dementia care centre on the site. It will be privately owned and run, which will lead to a sale receipt of around £1.5m for the Council. That said, the benefits to MKC are not only financial, with our ageing demographics these specialist facilities will become increasingly sought after by MKC given our adult social care roles and responsibilities.

Please note the attached high level plan for the proposed care home is indicative only, is subject to change, and should be treated as such. If this sale proceeds, this proposal will be subject to the usual Development Control process. Design and layout are therefore still open to discussion, consultation and change.

Please would you let me know if you have any comments or objections to the principle of this proposal. Rod and I will be happy to field questions and requests for further information.

With best wishes,

Rob

Labour and Cooperative Councillor for Wolverton & Cabinet Member for Resources and Innovation

Visit the Milton Keynes Council web site at https://www.milton-keynes.gov.uk

Any personal data will be processed in line with the Data Protection legislation, further details at https://www.milton-keynes.gov.uk/privacy

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2 20 m 100 ft

© Blluesky IIntterrnattiionall Liimiitted ((2016)) Woad Corner Site, Newport Pagnell Scale: 1:1250 Printed on: 26/1/2017 at 17:09 PM © Astun Technology Ltd SHERINGTON ROAD

Dayspace Bedroom Lounge/Dining (Area - 15.5m²) (Area - 71.2m²)

Bedroom (Area - 20.5m²) Assisted Cleaners WC (Area - 2.9m²) (Area - 3.9m²) 54.3m

Bedroom (Area - 16.2m²) Hoist Store (Area - 2.9m²)

Dayspace Bedroom Lounge/Dining (Area - 20.5m²) (Area - 65.1m²)

Bedroom (Area - 15.5m²) Bedroom (Area - 16.2m²) Lift (13 Person) Bedroom (Area - 16.2m²) Bedroom Assisted (Area - 16.2m²) WC (Area - 3.9m²)

Bedroom Bedroom (Area - 15.5m²) Pad (Area - 16.2m²) Store (Area - 2.9m²)

Bedroom Bedroom (Area - 16.2m²) (Area - 16.2m²) Store (Area - 2.9m²) Bedroom Bedroom (Area - 20.5m²) (Area - 16.2m²) Bedroom (Area - 16.2m²)

Admin Managers Office Bedroom Office (Area - 20.5m²) Bedroom Bedroom Cafe/Bistro (Area - 16.2m²) (Area - 15.5m²) (Area - 42.1m²) MP Reception Treament/Drugs (Area - 13.8m²) Bedroom Bedroom (Area - 16.2m²) Bedroom Bedroom (Area - 16.2m²) Bedroom (Area - 16.2m²) (Area - 16.2m²) Linen Store (Area - 16.2m²) (Area - 2.9m²) Nurse Station Assisted Bedroom WC (Area - 16.2m²) (Area - 3.9m²) Assisted Bathroom Staff Room (Area - 16.6m²) Male Comms Lift Kitchen Changing Changing (13 Person)

Bedroom (Area - 16.2m²)

Chiller Hair and Nail Quiet Lounge Salon (Area - 21.6m²) (Area - 17.9m²) Female Changing Sluice Kitchen Dry (Area - 6.1m²) (Area - 42.0m²) Store Bedroom Dayspace Bedroom (Area - 16.2m²) Dining (Area - 16.2m²) Bedroom (Area - 64.9m²) Bedroom (Area - 16.2m²) Chefs Bedroom (Area - 16.2m²) Office (Area - 16.2m²)

Bedroom (Area - 16.2m²)

Bedroom (Area - 16.2m²)

Bedroom (Area - 16.2m²) Bedroom (Area - 16.2m²)

Original Drawing - 21/03/18 JB JB 55.2m Rev Date Revision Description Drawn By Approved By

ARCHITECTS 6 Pioneer Court, Darlington, DL1 4WD t: 01325 464 111 e: [email protected] w: www.adgarchitects.co.uk

Client Greensleeves

Project Information Proposed 72 Bed Care Home, Sherington Road Newport Pagnall

Drawing Title GP Proposed Site Plan

A1 Scale A3 Scale 1:250 1:500

Job Number Drawing Number Revision H.18.18 (9-) 2 -

Drawing Issue FEASIBILITY WoadC Copyright 2018 ADG Architects Ltd Farm OLNEY TOWN COUNCIL 04 March 2019

Exclusive Rights of Burial and Memorials

• Monument – “in loving memory of Alexander M Morton 9.10.1938-11.7.2018 I am the resurrection and the life John II v25” • Monument – “in loving memory of Pat Adair 1934-2016 a dearly loved mother grandmother and friend you will live on in our hearts” • Monument – “In memory of Alma Palmer 11.9.1932 – 7.1.2018

February 2019 Date Name Memo/Description Amount Unity Trust - Current A/C 01/02/2019 Katara Ltd Quickbooks subscription 30.00 01/02/2019 ESPO Energy Gas - Olney Centre 616.52 01/02/2019 MKC Rates Olney Centre rates 1,882.00 04/02/2019 Haines Watts Interim internal audit 408.00 04/02/2019 Wards of Olney Caretaking & cleaning 2,316.00 04/02/2019 C T Wilson & Son various 73.49 04/02/2019 Hilary Brock Private Hire Age UK lunch transport 110.00 05/02/2019 MKC Civil ceremony license 2,500.00 06/02/2019 HMRC PAYE PAYE 2,318.94 06/02/2019 Marcus Young Landscapes Ltd dog bin emptying 948.00 06/02/2019 Napier Parking Ltd Car parking management 220.02 07/02/2019 Olney & Clifton Fishing Club Annual donation 200.00 11/02/2019 ESPO Fridge - cemetery & cleaning items 190.92 11/02/2019 Jade Tyres LLP repair puncture 138.00 11/02/2019 PW Maintenance replace heat controller 1,500.00 11/02/2019 Brinnick Locksmiths New lock - Rec workshop 197.68 12/02/2019 ESPO cleaning products 134.82 14/02/2019 George Browns Ltd Replacements - break in 1,891.60 14/02/2019 Sterling Installations Boiler annual service 210.00 14/02/2019 Door-Wise Ltd Automatic back door 2,982.00 19/02/2019 BHIB Insurance Brokers Vehicle Insurance 2,001.08 19/02/2019 Neopost Franking machine lease 90.43 19/02/2019 Signs of the Times Ltd posts for new sign 229.77 22/02/2019 MKC Rates - Football Club NNDR - Football Club 105.89 22/02/2019 Anglian Water - Toilets Water charges - Market toilets 54.50 22/02/2019 Anglian Water - Cemetery Water charges - Cemetery 32.00 22/02/2019 Anglian Water - The Olney Centre Water charges - Olney Centre 91.00 22/02/2019 SA Welding Ltd Equipment repair 48.00 22/02/2019 Anglian Water - Rec Gnd Water charges - Recreation Ground 4.00 22/02/2019 Anglian Water - Allotments Water charges - Allotments 161.00 25/02/2019 Sage Payroll software license 234.00 25/02/2019 Total Gas & Power electricity 26.40 25/02/2019 Total Gas & Power electricity 94.43 25/02/2019 Total Gas & Power electricity 199.64 25/02/2019 Total Gas & Power electricity 419.70 27/02/2019 BHIB Insurance Brokers General Insurance 2,513.30 28/02/2019 MKC Goosey right of way gate 208.80 28/02/2019 Cawleys Waste collection 322.78 28/02/2019 Adept Telecom Telephone and broadband 58.96 28/02/2019 Prudential AVC AVC contribution 500.00 27/02/2019 Bucks LGPS LGPS Mth 11 2,190.14 28/02/2019 Salaries Salary Mth 11 6,734.25 28/02/2019 C T Wilson & Son various 63.83 Total for Unity Trust - Current A/C 35,251.89 Unity Trust - Corporate Card 04/02/2019 Finance Charge 3.00 05/02/2019 Fasthosts Internet Ltd Council email accounts 5.75 13/02/2019 One Stop Shop Office supplies 0.85 18/02/2019 One Stop Shop Office supplies 0.85 20/02/2019 Argos Replacement backup HDD 74.99 26/02/2019 One Stop Shop Office supplies 0.85 27/02/2019 Sandwich Land Hospitality Barclays meeting 22.20 Total for Unity Trust - Corporate Card 108.49 TOTAL 35,360.38