Public Notice and Summons to an Ordinary Meeting of Stony Stratford Town Council Tuesday 16th March 2021, 7.00 pm, to be held remotely via teleconferencing facilities (In accordance with the *Coronavirus Act 2020) All Members of Stony Stratford Town Council are summoned to attend an Ordinary Meeting of the Council, at 7.00 pm on Tuesday 16th March 2021 to be held remotely via teleconferencing facilities
Signed………………………………………………………………………………………………………..Date: 10th March 2021 Lynne Compton, Clerk to the Council *THE LOCAL AUTHORITIES AND POLICE AND CRIME PANELS (CORONAVIRUS) (FLEXIBILITY OF LOCAL AUTHORITY AND POLICE AND CRIME PANEL MEETINGS) (ENGLAND AND WALES) REGULATIONS 2020 Admission of the public and media The Council welcomes members of the public to its meetings in accordance with the Public Bodies (Admission to Meeting) Act 1960. Members of the public may make representations, answer questions and give evidence at a meeting which they are entitled to attend in respect of business on the agenda (SSTC Standing Orders 3e). Remote Meeting guidance: please ensure that you make yourself known when entering the meeting and then put your audio to mute. In the event that broadband causes a poor connection, the meeting will close briefly, a single attempt made to re-connect. If this fails, the meeting will be re-scheduled. Mobile Phones Please ensure that your mobile phone is switched to silent or is switched off completely during the meeting. Agenda Agendas and reports for the majority of the Council’s public meetings can be accessed via the Internet at: http://www.stonystratford.gov.uk/town-council-meetings/full-council Recording of Meetings The proceedings at this meeting may be recorded for the purpose of preparing the minutes of the meeting. In accordance with the Openness of Local Government Bodies Regulations 2014, you can film, photograph, record or use social media at any Council meetings that are open to the public. If you are reporting the proceedings, please respect other members of the public at the meeting who do not want to be filmed. You should also not conduct the reporting so that it disrupts the good order and conduct of the meeting. While you do not need permission, you can contact the Council’s staff in advance of the meeting to discuss facilities for reporting the proceedings and a contact is included on the front of the agenda, or you can liaise with staff at the meeting. Guidance from the Department for Communities and local government can be viewed at the following link: https://www.gov.uk/government/uploads/system/uploads/attachment_data/file/343182/140812_Openness_Guide .pdf There follows a list of the business to be transacted (Agenda)
1 of 4 Ordinary Meeting of Stony Stratford Town Council Tuesday 16th March 2021, 7.00 pm to be held remotely via teleconferencing facilities.
Agenda
1. QUESTIONS AND CONTRIBUTIONS FROM THE PUBLIC: In accordance with Standing Order 3f-g, a maximum of 15 minutes is allocated for public participation and no member of the public may speak for more than three minutes. 2. DECLARATIONS OF INTEREST IN RESPECT OF RELEVANT ITEMS OF BUSINESS ON THE AGENDA: in accordance with the Localism Act 2011 Section 29(1). Council to receive and note. 3. REQUESTS FOR DISPENSATION in accordance with the Localism Act 2011 S33. 4. APOLOGIES FOR ABSENCE - Council to consider and make resolution. 5. MINUTES OF THE MEETINGS attached HELD ON TUESDAY 19th January 2021 and WEDNESDAY 3RD MARCH 2021 Council to consider and make resolution to approve as accurate records of the meetings. 6. CLERK’S REPORT (to be tabled) to follow Council to note and make resolution to approve any decisions taken under delegated powers 7. COMMITTEE REPORTS: attached Council to note the reports, consider any recommendations and make decisions: 7.1 Finance and Human Resources Committee - Council to note draft minutes of 16th February 2021 and consider the recommendations therein. 7.2 Planning Committee - to note minutes of 26th January 2021 and draft minutes of 23rd February 2021. 7.3 Projects Committee - to note minutes of 2nd February 2021, draft minutes of 2nd March 2021 and consider any recommendations therein. 7.4 Property Development Committee – to note draft minutes of 9th March 2021 and consider any recommendations therein: 7.5 5-7 Church Street Working Group: to receive an update from the meeting held on Weds 10th March 2021 (to follow). 8. FORWARD PLANNING FOR INCREASED FOOTFALL TO STONY DURING THE attached FORTHCOMING HOLIDAYS: Council to consider the plan and additional expenditure up to £3,000.
2 of 4 9. GRANT APPLICATIONS: attached 9.1 Grant Applications 2021/22: Council to consider the applications: Organisation Details Amount Previous Power Requested Funding? Galley Hill Residents’ Easter egg gifts for children and £250 2020/21 £225 Localism Association Act 2011 s1 related activities Riverside Parks Group to support the annual Riverside Fair, £450 2019/20 £480 Localism which will take place on Saturday 25th Act 2011 s1 September 2021. Total applications: £700.00
10. NALC ‘MAKE A CHANGE’ ELECTION CAMPAIGN: attached Council to consider joining the campaign 11. MEMBERS ITEMS: attached To ask the Council to amend Financial Regulations to add an additional criterion for awarding contracts reflecting the benefit to the local economy. 12. GRANT FUNDING SCHEME 2021/22: attached Council to review and make resolution to adopt. 13. MEMBERS’ ALLOWANCES 2021/22: attached Council to review and make resolution to approve. 14. SCHEME OF DELEGATION (New): to follow Council to review the new document setting out current procedures in a single document and make resolution to approve.
15. COUNCIL AIMS AND OBJECTIVES: to follow To receive an update and review changes
16. LOCAL COUNCIL AWARD SCHEME (LCAS) QUALITY STATUS to follow Council to consider the report and make resolutions in accordance with the eligibility criteria.
17. COVID-19 GOVERNMENT GRANT (£7,500) via MKC to follow Council to receive an update, consider the expenditure plans and suspending regulation FR4 to delegate the expenditure (to the Town Clerk). 18. 5-7 CHURCH STREET REFURBISHMENT PROJECT to follow To receive a report and agree an extraordinary meeting on Tuesday 25th May 2021 to confirm award of the tender. 19. FINANCE to follow 19.1 Finance report: Council to note. 19.2 Accounts for payment: Council to authorise payments as listed. 19.3 List of payments made between in between meetings: Council to approve.
3 of 4 Move to exclude press and public in accordance with Public Bodies (Admissions to Meetings) Act 1960 sect 1.2 to discuss matters of commercial and personal confidentiality (Papers for Members only), AGENDA ITEM 20: 20. HUMAN RESOURCES ITEMS (Members Only): Council to CONSIDER the report and make resolutions on the following: a) Report from the HR Sub-Committee (panel) Report and recommendations regarding i) TC Appraisal ii) TC Holiday
Signed………………………………………… ……………………………………………………………. Date: 10th March 2021 Lynne Compton, Clerk to the Council
Date of next meeting: Annual Meeting of the Town Council followed by an Ordinary meeting on Tuesday 18th May 2021, 7 pm, venue To Be Advised (dependent on Government restrictions in place. A remote meeting will only be held if the Government authorises the extension of the Coronavirus Regulations 2020)
4 of 4 Minutes of an Ordinary Meeting of
Held as a ‘virtual’ meeting using teleconferencing facilities at 7 pm on Tuesday 19th January 2021, Present: Cllrs Roy Adams, Paul Bartlett, Cliff Brett, Bianca Bendig-Ceesay, Simon Cherrill, Rob Gifford (Chair), June Payne, Pete Thornburgh, Keith Tilley, Tom Welch (10) members), Lynne Compton, Clerk to the Council (TC) and Karen Hiser (DTC) Absent: None. All present In attendance: Cllr Jennifer Wilson-Marklew and Twenty members of the public. 21/001 QUESTIONS AND CONTRIBUTIONS FROM THE PUBLIC: There were twenty-one members of the public present. Representation was received on: 1. MKC Budget Consultation and possible omission of improvement funds for the Galley Hill Small Meeting Place and Arts Centre. Council AGREED that this should be looked into. Action: TC to write to MKC and investigate 2. Flooding in Stony Stratford 23/12/20: Concerns were expressed about i) the lack of any warning or assistance from the Flood authorities (Milton Keynes Council and the Environment Agency). 21/002 DECLARATIONS OF INTEREST IN RESPECT OF RELEVANT ITEMS OF BUSINESS ON THE AGENDA: There were none. 21/003 REQUESTS FOR DISPENSATION There were none. 21/004 APOLOGIES FOR ABSENCE There were none. All present. 21/005 MINUTES OF THE MEETINGS HELD ON TUESDAY 17th NOVEMBER 2020: Council RESOLVED to approve the minutes as an accurate record of the meeting. The minutes would be subsequently signed by the Chair. Action: TC to organise.
21/006 CHANGE THE ORDER OF BUSINESS (to facilitate public participation): In line with Standing Order 11 vii Council RESOLVED (RG/RA) to change the order of business on the agenda and bring forward for discussion Agenda Item 9 (Min 21/007) 21/007 FLOODING IN STONY STRATFORD including Galley Hill and Fullers Slade 19:24 Standing Orders (SO’s) were suspended to hear representation from a resident on a historical flooding event. 19:26 SO’s were reinstated. Following a lengthy discussion, Council NOTED concerns expressed by residents and RESOLVED the following: i) to endorse the resident’s report and raise the issues with the relevant authorities. ii) that the formation of a Flood Resilience Group should be explored. SSTC Cllrs Welch, Bartlett and Brett kindly volunteered to start this together with Ward Councillor Jennifer Wilson-Marklew and interested residents. iii)to provide the DTC as administrative support for the Group iv)to discuss the matter at the Annual Meeting of Town Council (date tba) and if finalised, adopt the Flood Resilience Plan. It was also NOTED that a formal investigation was underway. Action: TC to contact the relevant authorities and raise the issues. DTC to attend the inaugural meeting of the Flood Resilience Group 20:02 Members of the public left the meeting. 21/008 CLERK’S REPORT: Council NOTED the report and APPROVED the following delegated decisions made by the TC. 8.1 Delegated Decisions: a) F077/20 GRANT APPLICATION BUDGET SHORTFALL: To enable payment of the grant to SSTFC, Committee RESOLVED to fund the shortfall of £610.00 in the Grant Budget from the Civic Initiatives budget under Clerk’s delegated powers. b) Staff Training on Emotional Resilience, provided by BALC: offered to all staff, cost per course £30 per person. Total cost up to £150 (depending on take-up) (Training Budget) c) SLCC Practitioners remote Conference; 23rd, 24th and 25th February – TC and DTC attendance - £75 per person – Total up to £150 (External Conference Budget) d) Urgent Allotment Tree works: £816 paid (Allotments budget), e) Urgent Allotment Fence repairs: £260 (Allotments budget) f) Dog and Litter bin labels – numbered stickers and property of Stony Stratford - £20 (affixed by DNH) – EMR Litter bin fund g) Urgent Tree works in Wolverton Road Allotments: Coppice remaining leaning tree to avoid any further risk: £120: (Allotment budget) 8.2 Council further AGREED the following actions: 21/009 MKC Budget Consultation: TC to review the MKC budget and draft a response in liaison with the SSTC Chair and Chair of Finance Committee. Response to include a query about the omission of funds for the Galley Hill Meeting Place and Arts Centre. 21/010 COMMITTEE REPORTS: 10.1 Finance and Human Resources (HR) Committee Council NOTED the draft minutes of Tuesday 15th December 2020 and RESOLVED to approve the following recommendations: F096/20 HR COMMITTEE: 2021/22 Staff Structure: Committee RESOLVED to recommend to Full Council retention of the existing staff structure: Town Clerk, Deputy Town Clerk, Information Officer, Environment and Planning Officer plus Caretaker. Action: TC to bring forward recommendation to January 2021 meeting of Full Council. F097/20 HR COMMITTEE: Town Clerk (TC) Hours w.e.f. 1st April 2021: Committee RESOLVED unanimously to approve the panel’s recommendation (to go forward to January 2021 Full Council meeting) that the TC should continue to be Full-time (37 hours, currently agreed to 31st March 2021) in the 2021/22 Financial year (starting 1st April 2021) whilst the 5- 7 Church Street project was ongoing, the hours to be reviewed should the project not go ahead. Action: SSTC Chair to inform TC of the outcome for the minutes. 10.2 Planning Committee Council NOTED the minutes of 24th November and draft minutes of Tuesday 8th December 2020. 10.3 Projects Committee 1. Council NOTED the minutes of Tuesday 1st December 2021, draft minutes of Tuesday 12th January 2021, and RESOLVED to approve the following recommendations outlined in Table 1:
2 of 6 Table 1 Minute Recommendation Purchase & Ongoing Annual Installation Cost Emptying costs (Capital Exp) (Revenue Exp) J169/20 and J1021 Installation of 2 new dog bins, £374 £364 Shearmans, Fullers Slade J09/21 Relocation of dog bin from Old £88 0 Stratford Bridge Entrance, right side of road to left J11/21 In principle agreement for New Dog £187 £182 Bin at the Tudor Gardens Green Space – location TBA Increase to Dog Bin budget £649.00 £546.00 Litter Bin Fund Earmarked Reserve: £1152.85 2020/21 Dog Bin Budget: £5600 Current estimated overspend: £348.80 (Purchase, installation and emptying of two new dog bins on Morfoot, prior to Shearmans bins) 2. Council RESOLVED to approve utilising the Litter Bin Earmarked Reserve for purchase and installation of the Dog Bins which will reduce the overall estimated overspend on the 2020/21 Dog Bin Budget to £408.67 (if Fullers Slade Dog bins installed by end Jan – excludes Tudor Gardens). Note the 2021/22 Dog Bin budget will need to increase to £6495 (subject to RFO check). 10.4 Property Development Committee – Council NOTED the draft minutes of Tuesday 8th December 2020. 10.5 Budget Scrutiny Working Group: See Item 9 Budget 2021 and Precept 21/011 BUDGET 2021/22 Council considered the report from the Budget Scrutiny Working Group and RESOLVED to approve the 2021/22 Budget as recommended. Action: TC to publicise in the Spring Town Crier 21/012 PRECEPT DEMAND 2021/22 Council RESOLVED to issue a Precept Demand to Milton Keynes Council for £219,869, a reduction of £3,505 on the precept income for the Council of 2019/20, despite MKC reducing the Council Tax Base (the number of homes the precept is split between). This decision was taken to ensure that during these challenging times, there would be no increase to the estimated Band D (retained at £87.51 for a second year). Actions: 1. TC to issue the Precept Demand to MKC and ask if they still provided opportunities for local councils to add information to the MKC Precept leaflet/website; 2. Chair to write usual Precept letter with input from the TC to publicise via the website and Town Crier.
21/013 GOVERNMENT CONSULTATION ON PROPOSED CHANGES TO PD RIGHTS AND PRIORITISING PLANNING APPLICATIONS RELATING TO PUBLIC SERVICE BUILDINGS: deadline 28th January 2021: Council RESOLVED that this should be deferred to the January Planning meeting. Action: TC to organise 21/014 FINANCE Council NOTED the report. 21/015 Accounts for payment: Council RESOLVED to authorise payments as listed.
3 of 6 Date Payee Name Reference £ Total £ VAT A/C Centre Amount Details Amnt 07/01/2021 A Tully B010121 £810.00 4450 102 £810.00 Stony Radio Grant reimbursement 07/01/2021 MK YMCA Ltd B020121 £2,500.00 4450 101 £2,500.00 MK YMCA Grant for room 07/01/2021 Stony B030121 £1,440.00 4450 102 £1,440.00 SSTFC Grant for Stratford container roof Town Football 07/01/2021 Fullers Slade B040121 £250.00 4450 101 £250.00 FSRA Grant for RA food parcels 07/01/2021 MK Play B050121 £590.00 4428 102 £590.00 Craft bags Association 07/01/2021 BALC B060121 £41.55 4045 107 £41.55 Chairing Skills - RA 07/01/2021 Serco B070121 £630.00 £105.00 4460 103 £525.00 Mill Lane Car Park repairs 07/01/2021 Reynolds B080121 £234.00 £39.00 4420 110 £97.50 Fence Repairs Landscaping WRA Services 4422 110 £97.50 Fence Repairs BCA 07/01/2021 Your Local B090121 £404.16 £67.36 4150 107 £336.80 Newsletter Flyer delivery 1220 07/01/2021 RTM B100121 £816.00 £136.00 4420 110 £680.00 Tree works WR Landscapes 14/01/2021 Digital River B110121 £39.88 £6.65 4067 104 £33.23 Reimbursement (Mel Hyde) for PDF editor 14/01/2021 Stony Radio B120121 £449.51 4450 102 £449.51 SSTC Grant Radio Equip reimbursement 29/01/2021 Interdirect B1200121 £144.00 £24.00 4152 107 £120.00 Web hosting 1 yr 0221 to 0122 29/01/2021 Staff Salaries B130121 £5,147.29 4000 104 £5,147.29 Staff Salaries 0121 0121 29/01/2021 Bucks County B1400121 £1,747.88 4000 104 £359.83 PENS EE Conts Council LGPS 4001 104 £1,388.05 PENS ER Conts 29/01/2021 DCK Account B150121 £39.54 £6.59 4002 104 £32.95 PAYE Admin Sol Ltd 0121 29/01/2021 Serco B160121 £5,482.97 £913.83 4253 103 £4,569.14 Landscape Maint 0121
4 of 6 29/01/2021 DNH B170121 £585.84 £97.64 4250 101 £434.60 Dog bin Contracts emptying 1220 4251 101 £53.60 Litter bin emptying 1220 29/01/2021 Wolverton B180121 £43.92 £7.32 4350 112 £36.60 Solar Power Community 1220 Energy Ltd 29/01/2021 Anglian Water B190121 £34.29 4420 110 £34.29 Water WRA Bus Ltd (Nat) 1020 to 0121 29/01/2021 Eco Energy & B210121 £720.00 £120.00 4350 112 £600.00 SBEM, Cost Environmental Calcs and Ltd report 29/01/2021 Gleamclean B220121 £19.20 £3.20 4350 112 £16.00 Glass Clean Ext 5-7 ChST 1220 29/01/2021 RTM B230121 £180.00 £30.00 4420 110 £68.75 Ridings Maint Landscapes WRA 1120 4422 110 £81.25 Ridings Maint BCA 1120 Total £22,350.03 £1,556.59 £20,793.44 Payments:
21/016 List of payments made between in between meetings: Council RESOLVED to approve as listed.
Date Payee Name Reference £ Total Amnt £ VAT A/C Centre Amount Details
01/12/2020 Milton Keynes DD011220 £48.00 4200 101 £48.00 NDR Silver St Council Toilets 1220 01/12/2020 Milton Keynes DD021220 £1,784.00 4350 112 £1,784.00 NDR 5-7 Chrch St Council 1220 09/12/2020 BT Payment DD031220 £105.90 £17.65 4020 104 £88.25 Office Phones & Services Ltd BB 1120 11/12/2020 Stony B011220 £495.00 4450 102 £495.00 Grant Christmas Stratford Lights SSBA Business Assoc 11/12/2020 CSF Print and B021220 £1,299.00 4150 107 £1,299.00 Newsletter print Design 0920 31/12/2020 ENGIE DD040320 £456.13 £76.02 4350 112 £380.11 Electric 5-7 (wasGDF Suez) ChrchSt 1220 Total £4,188.03 £93.67 £4,094.36 Payments:
5 of 6 21/017 Council RESOLVED to exclude press and public in accordance with Public Bodies (Admissions to Meetings) Act 1960 sect 1.2 to discuss matters of commercial and personal confidentiality (Papers to attached for Members only, Agenda Items 12, 13, 14 & 15):
21/018 5-7 CHURCH STREET REFURBISHMENT PROJECT (Members Only) (Agenda Item 12): Council is asked to consider the report including the Evaluation Team and 5-7 Church St Working group recommendation for the 5-7 Church Street Refurbishment Project. Council considered the motion (RG/RA) and following a vote, unanimously RESOLVED to:
a) Reaffirm its commitment to investment in 5-7 Church Street; b) Confirm that the priorities within the project are the porch, moving of the staircase and internal improvements arising from this; c) Agree to a targeted sum of £200,000 for the project; d) Agree to go to tender through the *MKC procurement portal making the targeted sum known to tenderers; e) Note that additional funds for contingency purposes are available through the government Business Grant (£10k) and the underspend in Council expenditure in 2020/21 (up to £10k); and f) Note that additional funds of c£25k will be available from MKC capital funding for the refurbishment of the library as agreed at MKC in July 2020. 21/019 AWARD OF LANDSCAPE CONTRACT 1st April 2021 to 31st March 2023 (Members Only) (Agenda Item 13): Council considered the report and following a vote, unanimously RESOLVED to award the contract to award the Landscape Maintenance contract to Serco at cost of £41,926.08 per annum. Total Contract price for two years: £83,852.16. Action: TC to issue award letter on behalf of SSTC. 21/020 STONY STRATFORD HIGH STREET IMPROVEMENTS (Members Only) (Agenda Item 14): Following receipt of one quotation and further investigation, Council NOTED that the other specialist companies approached declined to tender due to the small size of the contract. Following consideration, due diligence having been met, Council RESOLVED, to accept the quotation from Jacobs to design the brief for Improvements to High Street up to a cost of up to £6274 from the General Reserve, subject to a meeting with Jacobs to ensure the agreed expected outcomes are correct. Action: TC to contact Jacobs, and organise a meeting 21/021 FLORAL FEATURES (Members Only) (Agenda Item 15): Council RESOLVED to approve the quotation from Preston Bissett Nurseries (who store the Town Council baskets) for the 2021 Summer Scheme at a cost of £2,610.40. It was NOTED that the total forecast expenditure for 2021 was estimated to be £6,907 (budget agreed of £7,000) with estimated income of £744 and that this would result in a net cost to the Council of £6,163. Action: TC to issue PO for the Summer Floral Features display to Preston Bissett Nurseries.
Meeting Closed at: 20:44
Chair signature………………………………………… ……………………………………………………………. Dated: ……………………
Date of next meeting: Tuesday 16th March 2021, 7 pm, to be held remotely
6 of 6 Minutes of a Special (Extraordinary) Meeting of
held on Wednesday 3rd March 2021 at 7.00 pm, remotely via teleconferencing facilities Present: Cllrs Roy Adams, Paul Bartlett, Cliff Brett, Bianca Bendig-Ceesay, Simon Cherrill, Rob Gifford (Chair), June Payne, Pete Thornburgh, Keith Tilley, Tom Welch (10 members), Lynne Compton, Clerk to the Council (TC) and Karen Hiser (DTC) Absent: None. All present In attendance: Eight members of the public. The Chair welcomed everyone to the meeting and reiterated that 1. Milton Keynes Council are the Planning Authority who will make a decision on the application and 2. The figure of 24 properties came from the Strategic Housing Land Availability Assessment (SHLAA). 3. Policy 9 of the Stony Stratford Neighbourhood Plan identifies the Former Gasworks site for development as either business or commercial or mixed-use residential and commercial. 21/022 QUESTIONS AND CONTRIBUTIONS FROM THE PUBLIC: There were Eight members of the public present. Representation was received on: 1. 21/00328/FUL 164-168 High Street, Former Gasworks: Full planning application for the demolition of 164-168 High Street and the development of 24 residential dwellings, landscaped amenity space, vehicle parking and other associated works. Residents expressed their objections to this proposal (reiterating objections logged here on the MKC Planning Portal) due to concerns over: High risk of flooding, given the recent major flood event in December 2020 Out of date reports on Flood data Lack of parking (59 spaces should be provided under MKC Parking Standards 2016), only 50 are provided. This will exacerbate the on-street parking issues at the North end of High Street. Poor design and lack of empathy with surrounding buildings Inadequate size of residential garden plots (not meeting current MKC’s own regulations) Density of housing too high 2. MKC S.106 Consultation on 21/00328/FUL 164-168 High Street, Former Gasworks 21/023 DECLARATIONS OF INTEREST IN RESPECT OF RELEVANT ITEMS OF BUSINESS ON THE AGENDA: There were none. 21/024 REQUESTS FOR DISPENSATION There were none. 21/025 APOLOGIES FOR ABSENCE There were none. All present.
1 of 2 21/026 MKC CONSULTATION ON MAJOR PLANNING APPLICATION 21/00328/FUL: 164-168 High Street, Former Gasworks: Full planning application for the demolition of 164-168 High Street and the development of 24 residential dwellings, landscaped amenity space, vehicle parking and other associated works. Council NOTED concerns of residents, considered the report from the February Planning Committee meeting and following discussion unanimously RESOLVED to approve the recommendation in Minute P22/21, to OBJECT to the proposed development on the following grounds:
1. Possible Flood Risk and insufficient mitigation measures – contrary to MKC PlanMK Policy FR1 2. It will adversely impact the adjacent Conservation Area – contrary to MKC PlanMK Policy HE1 A 3. The design is not in keeping with the surrounding area – contrary to MKC PlanMK Policies D1 and D2 19:59 Chair suspended Standing Orders to receive representation from a Member of the Public reiterating that the Developer was aware that the parking did not comply with MKC standards 20:01Standing Orders resumed Council further AGREED to include additional paragraphs i) noting the parking issues ii) welcoming the MKC Conservation and Archaeology Officer comments regarding possible removal of Permitted Development Rights, iii) suggesting a further meeting between the Developers and representatives from Stony Stratford Town Council (Chair of Planning and TC) to discuss design concerns and (iv) indicating that in the event MKC doesn’t refuse permission under Delegated Powers, a request for the application to be heard at MKC Development Control Committee. Action: TC to draft and submit letter in liaison with Chair of Planning.
21/026 MKC S106 (PLANNING OBLIGATIONS) CONSULTATION TO THE PROPOSED DEVELOPMENT ON THE FORMER GAS WORKS LAND (Planning Application 21/00328/FUL) Council considered the report from the February Planning Committee meeting and following a an lengthy discussion RESOLVED to approve the following recommendations in Minute P23/21
To amend the form previously submitted for the Pre-application consultation: 1. Stony Stratford Town Football Club and the Scout Hut to come under the new umbrella of ‘Maintenance, Repair and upkeep of community facilities’ 2. Galley Hill Meeting Place and Arts Centre to be added under the Community Facilities umbrella in the event MKC not forthcoming with funding ADD (as MKC Council agreed at its Council meeting on 24th February 2021) ‘with the caveat that this is subject to confirmation of the spending plan’.
Note: There followed a heated discussion on recommendation three ‘to add an ‘Eleanor Cross’ style feature, possibly at a new intersection at the North End of High St where it widens. No consensus was reached. Council further unanimously RESOLVED to ADD ‘Provision of enhanced Youth Facilities.’ Action: TC to draft response in liaison with Chair of Planning Committee
Meeting Closed at: 20:18
Chair signature………………………………………… ……………………………………………………………. Dated: ……………………
Date of next meeting: Tuesday 16th March 2021, 7 pm, to be held remotely
2 of 2 Minutes of a meeting of the
FINANCE AND HUMAN RESOURCES COMMITTEE
Held on Tuesday, 16th February 2021, 7.30 pm remotely via teleconferencing facilities
Present: Cllrs Roy Adams (Chair), Bianca Bendig-Ceesay, Cliff Brett, Rob Gifford and Keith Tilley (5 Committee members) and Lynne Compton, Town Clerk (TC) & Responsible Financial Officer (RFO) Absent: Cllr Tom Welch (see also Min F004/21) F001/21 PUBLIC FORUM There were no members of the Press or Public Present F002/21 DECLARATIONS OF INTEREST IN RESPECT OF RELEVANT ITEMS OF BUSINESS ON THE AGENDA: in accordance with the Localism Act 2011 Section 29(1), Cllr Rob Gifford declared a non-pecuniary interest in Agenda Item 11 as part of one of the organisations who regularly hire 5-7 Church Street. F003/21 REQUESTS FOR DISPENSATION: There were none. F004/21 APOLOGIES FOR ABSENCE: Committee RESOLVED to approve minutes received from Cllr Tom Welch. F005/21 MINUTES OF THE MEETING DATED TUESDAY 15th December 2020: Committee RESOLVED to approve the minutes as an accurate record of the meeting. The minutes would be subsequently signed by the Chair. Action: TC to organise. F006/21 TOWN CLERK (TC) REPORT: Committee NOTED the report and RESOLVED to RECOMMEND to Full Council approval of the following delegated decisions 6.1 Delegated decisions taken: 1. Transfer of £25,000 from the Lloyds Deposit Account to the SSTC Treasurers Account to ensure the account stays in credit. 2. Relocation of Dog bin (due to complaints from residents) from outside the parade of shops to the crossroads. Cost: £70 from 331 Litter Bin EMR. 3. SLCC Membership – Increased due to variation in hours from 30 to 37, increase to Point 43 and additional £55 for Principal Membership (note Principal Membership was agreed after budget setting): Cost for 1st March 2021 to 27th February 2022 = £401. Current spend is £1413.97, Expecting Living Wage Subs £60 - Budget £1,600. Forecast Total (possibly this year only if revert to 37 hours) - £1,874.97 difference of £274.97 from General Reserve. 6.2 Meeting Action Log: Committee NOTED that the Landscape Tender had been completed and there was one outstanding action under this heading, ‘TC to adapt MKC contract for SSTC’. Action: TC to amend log and adapt contract. 6.3 Telephone Contract with BT: Committee NOTED that BT were increasing their prices w.e.f 1st April 2021 and AGREED that the TC should seek alternative providers. Action: TC to seek quotes. 6.4 Updates from previous meetings 1. F092/20 High Street Improvements: Response from Jacobs 04/02/21: Following a vote, Committee unanimously AGREED, to ensure the Design Brief meets outcome expectations, to RECOMMEND to Full Council, an additional £1,500 (Civic Initiatives Budget) should be spent on the project providing visualisations. Total Project Cost: £7,600. 6.5 New Earmarked Reserve: In the light of the decision by the MKC Arts Officer that the St Mary Magdalene Tower Improvement project would not be eligible for S.106 Art Funds, Committee AGREED to RECOMMEND to Full Council the RFO suggestion that, ‘any funds 1 of 5 remaining in the Civic Initiatives budget at the end of the Financial Year (31st March), should be placed in a ‘General Projects’ Earmarked Reserve’. The priority would be utilising these funds towards the St Mary Magdalene Tower improvement project (when relevant permission was received from Historic England). F007/21 BUDGET FORWARD PLANNING (FORECAST BUDGET) 2021-25: Committee welcomed the report and NOTED that, unless specified otherwise in the notes, the forecast increases were estimated at 2% (in line with the Consumer Price Index at the time of preparation). If there were no additional projects or unforeseen expenditure, there should not be a necessity to increase future precepts by a large amount. However, if the new Council, following the 2021 Elections decided to undertake additional major projects, this could change. It was also NOTED that whilst the income and expenditure figures for Apple Day were included for 2021, it was unlikely that they would go ahead unless restrictions allowed. F008/21 REVIEW OF SCHEME OF INTERNAL AUDIT: Committee AGREED to recommend to the Council that the current procedures provided an effective solution to meet the Council’s needs. F009/21 RISK ASSESSMENT & MANAGEMENT PLAN 2021/22: Committee reviewed the draft risk assessment and RESOLVED to recommend it to the Council for adoption with the following amendments: Internet Banking: 1. to put as a separate risk 2. Add: to ensure the Internet Banking devices are returned by signatories when they leave the Council. Action: TC to revise and submit to Council F010/21 ASSET REGISTER: Committee NOTED the draft register prepared for end of year procedures and, following the Clerk’s report, AGREED to RECOMMEND the following amendment: 1. DISPOSAL: donating the old laptop to Cloudy IT (who will clear it of data) for their new charity for young people, Cloudy Foundation, and their stakeholders at Transitions UK and Bourton Meadow Academy. They will be gifted to children in north Buckinghamshire who desperately need them to do their schoolwork in lockdown. Action: TC to 1. contact CloudyIT. If it doesn’t meet their requirements, TC to contact the Chairs of the Fullers Slade and Galley Hill Residents Associations. 2. Amend Asset Register F011/21 HIRE CHARGES 5-7 CHURCH STREET: Committee considered the report. The following motion (RA/KT) was then discussed ‘Reduce the volunteer organisation charges to £12.50 per hour for voluntary groups in advance of opting to tax the building (meaning the Council will have to charge VAT).’ Following a vote (which Cllr Gifford did not participate in) the Committee unanimously RESOLVED to RECOMMEND the motion to Full Council. Committee AGREED to retain the other charges (click here for current charges) without change. Action: TC to bring forward to Full Council for consideration. F012/21 S.106 WORKING GROUP: Following discussion, Committee NOTED the report and that the Working Group meeting had been held. It was also NOTED that any organisation could put in an application for the S106 monies. 12.1 Committee AGREED to RECOMMEND to Council, when appropriate i.e., following further scoping work, support should be given to both projects: 1. Appointing an artist (following a design tender) for a Project linking the Library with the community working with local schools. 2. Council to write a letter of support with the Fullers Slade Residents Association for their application to MKC for a feasibility study into a large public art project in a yet to be identified location on Fullers Slade. 12.2 St Mary Magdalene Tower improvement Project: Committee NOTED that this project was not deemed eligible by the S106 Arts Officer for S.106 Art Funding (see also Min F006.5)
Action: TC to bring forward to Full Council for consideration
2 of 5 F013/21 FINANCE: Committee NOTED the report and made the following decisions: F014/21 Accounts for payment: Committee RESOLVED to authorise payments as listed with the additions of Gleamclean (£19.20) and SLCC Subs for the TC (£401): Date Payee Name Reference £ Total £ VAT A/C Centre Amount Transaction Amnt Details 11/02/2021 York House FP010221 £2,652.11 4401 102 £1,442.11 JYC 10 sessions Centre Autumn 2020 4401 102 £210.00 JYC Room hire Autumn 2020 4402 102 £1,000.00 SYC salaries Autumn 2020 11/02/2021 Churches FP02221 £617.84 £102.97 4350 112 £514.87 Fire Equip Fire Security Service and Ltd maint 11/02/2021 Cloudy IT FP030221 £135.43 £22.57 4067 104 £112.86 365 cost increase post renewal 11/02/2021 Anglian FP040221 £34.05 4350 112 £34.05 Water 5-7 Ch St Water Bus 1120-0321 Ltd (Nat) 11/02/2021 Anglian FP050221 £7.79 4422 110 £7.79 Water BCA Water Bus 1120 to 0321 Ltd (Nat) 11/02/2021 SLCC FP060221 £180.00 £30.00 4047 107 £150.00 Practs virtual Enterprises conf TC&DTC Ltd 26/02/2021 Bucks FP070221 £1,747.88 4001 104 £1,388.05 Pens Conts ER County 0221 Council LGPS 4000 104 £359.83 Pens Conts EE 0221 26/02/2021 Staff Salaries FP080221 £5,152.09 4000 104 £5,152.09 Staff Salaries 0221 0221 26/02/2021 Milton FP090221 £11,000.00 4414 103 £11,000.00 Parking Review Keynes 2019 (prior Council approval by Full Council in 2019) 26/02/2021 RTM FP100221 £144.00 £24.00 4420 110 £120.00 Emergency Landscapes Tree works 26/02/2021 Healthmatic FP110221 £1,840.00 £306.67 4200 101 £1,533.33 Toilets Silver St Ltd Contract 0121 26/02/2021 Serco FP120221 £5,482.97 £913.83 4253 103 £4,569.14 Landscape Cont 0221 26/02/2021 SPS Hire Ltd FP130221 £60.00 £10.00 4420 110 £25.00 Toilet Clean WRA 0121 4422 110 £25.00 Toilet Clean BCA 0121 26/02/2021 DNH FP140221 £546.24 £91.04 4250 101 £406.00 Dog bin empt Contracts 0121 4251 101 £49.20 Litter bin empt 0121 26/02/2021 Wolverton FP150221 £46.63 £7.77 4350 112 £38.86 Solar power Community 0121 Energy Ltd 26/02/2021 DCK Account FP160221 £39.54 £6.59 4002 104 £32.95 PAYE admin Sol Ltd 0221 26/02/2021 Gleamclean FP170221 £19.20 £3.20 4350 112 £16.00 Glass Clean Ext 5-7 Church St
3 of 5 26/02/2021 SLCC FP180221 £401.00 4100 107 £401.00 Principal Membership Fees TC Total £30,106.77 £1,518.64 £28,588.13 Payments:
Action: TC to organise payments F015/21 Payments made between Committee meetings: Committee RESOLVED to approve payments as listed: Date Payee Name Reference £ Total Amnt £ VAT A/C Centre Amnt Details NDR 0121 Milton Keynes Toilets 04/01/2021 Council DD010121 £48.00 4200 101 £48.00 Silver St Milton Keynes NDR 5-7 04/01/2021 Council DD020121 £1,784.00 4350 112 £1,784.00 Church Office BT Payment phones & 08/01/2021 Services Ltd DD030121 £105.90 17.65 4020 104 £88.25 BB 0121 ENGIE (wasGDF Electric 5-7 08/01/2021 Suez) DD040121 £554.05 92.34 4350 112 £461.71 ChSt 0121 Toilet Clean 29/01/2021 SPS Hire Ltd B240121 £60.00 10 4420 110 £25.00 WRA 1220 Toilet Clean 4422 110 £25.00 BCA 1220 Toilets contract 29/01/2021 Healthmatic Ltd B250121 £1,840.00 306.67 4200 101 £1,533.33 new Total Payments: £4,391.95 426.66 £3,965.29
F016/21 Committee RESOLVED to Exclude: press and public in accordance with Public Bodies (Admissions to Meetings) Act 1960 sect 1.2 to discuss matters of commercial and personal confidentiality (Papers to follow for Members only) for Agenda Items 15 and 16 (Mins F017 and F018) F017/21 SSTC LANDSCAPING CONTRACT Committee NOTED the report and RESOLVED to RECOMMEND the following to March Full Council: 17.1 Approval of the recommendation to approve the TC’s use of Delegated Powers, in an emergency, to award the contract to Millstream (rather than Serco), for 2 years (1st April 2021-31st March 2023) made by the TC in liaison with the SSTC Chair and Chair of Finance due to a misunderstanding by Serco. 17.2 Suspension of Financial Regulation 4 and delegate the TC to negotiate any variations to the contract e.g. additional cuts, up to £1,746, the difference between the annual MKC Landscape grant (£55,246) and the annual Millstream Contract costs (£53,500). 17.3 Approval Landscape EMR spend of £4569.14 due to non-receipt of invoice (or subsequent payment) in 2019/20 which was not picked up by Serco in its own reconciliations.
4 of 5 F018/21 LOCAL COUNCIL AWARD SCHEME - QUALITY STATUS: Committee NOTED the ongoing work and RESOLVED to RECOMMEND to March Full Council: 1. Setting out the current practices vis a vis delegation of decisions in a ‘Scheme of Delegation’ 2. ADOPTION of the well written draft Training and Development Policy Subject to the above, the Committee RESOLVED to RECOMMEND to Council 3. That it meets the eligibility criteria for Quality Council Status
Committee thanked the Town Clerk and Information Officer for all their hard work putting the Quality Council submission together.
Action: TC to draft the Scheme of Delegation based on the SLCC template
Meeting Closed 20:41
Chairman Signature………………………………………………Dated: …………………….
Current Members: Cllr Adams (Chair), Bendig-Ceesay, Cllr Brett, Cllr Gifford, Cllr Tilley, Cllr Welch (6 members) and Lynne Compton, Town Clerk and Responsible Financial Officer Date of next meeting: 20th April 2021
5 of 5 MINUTES OF THE PLANNING COMMITTEE Held remotely via teleconferencing facilities On Tuesday 26th January 2021, 19.30 Present: Cllrs Roy Adams, Simon Cherrill (Chair), June Payne, Cllr Peter Thornburgh, (4 members) and Lynne Compton, Town Clerk (TC) Absent: Cllrs Paul Bartlett (see also Min 04/21) and Tom Welch In attendance: three members of the public P01/21 PUBLIC FORUM: There were three members of the public present and representation was received on Planning Applications: 20/03382/FUL, 21/00107/FUL and 21/00160/FUL (see below). P02/21 DECLARATIONS OF INTEREST IN RESPECT OF RELEVANT ITEMS OF BUSINESS ON THE AGENDA: Cllr Payne declared a non-pecuniary interest (and confirmed non-participation in the decision), due to being the neighbour of the applicant in respect of Agenda Item 7.2 (Minute P08/21): Delegated decision made on 20/03382/FUL. P03/21 REQUESTS FOR DISPENSATION: in accordance with the Localism Act 2011 S33. There were none. P04/21 APOLOGIES FOR ABSENCE: Committee RESOLVED to approve apologies received from Cllr Bartlett. P05/21 CHANGE THE ORDER OF BUSINESS (to facilitate public participation): In line with Standing Order 11 vii Committee RESOLVED (SC/RA) to change the order of business on the agenda and bring forward for discussion Agenda Items 7.2 (Min P06/21) followed by 7.1 (Min P07/21) Applications 21/00107/FUL and 21/00160/FUL P06/21 DELEGATED DECISION: Objection to application 20/03382/FUL 18 Claremont Avenue, on the grounds that is contrary to: PlanMK 2019 policy D3 (A. 4 & 8). Standing Orders were suspended to hear from the applicant. Committee NOTED the applicants wish for the (already submitted) objection to be rescinded. It was also NOTED that Cllr Payne took no part in the decision. Following consideration, Committee RESOLVED to approve the delegated decision which was made in accordance with Planning Committee Terms of Reference and consistent with previous decisions.
P07/21 Planning Application 21/00107/FUL, 23 Egmont Avenue, Loft conversion: Standing Orders were suspended to hear from the applicant. Committee NOTED the applicant’s comments, an objection from a neighbour lodged on the MKC Planning Portal and the TC’s report from a conversation with the MKC Case Officer. Following consideration, Committee RESOLVED to submit an OBJECTION to Milton Keynes Council (the Planning Authority) on the grounds that the application was contrary to PlanMK 2019 policy D3 (A. 4 & 8) due to its scale and massing. P08/21 Planning Application 21/00160/FUL 16, Bennet Close, Proposed two storey side extension, single storey rear extension and minor elevational amendments Standing Orders were suspended to hear from the applicant. Committee NOTED the applicant’s comments. Following consideration, Committee AGREED no comments on the application were necessary.
20:07 Members of the public left the meeting.
1 of 3 P09/21 MINUTES OF THE MEETING DATED TUESDAY 8th DECEMBER 2020. Committee RESOLVED to approve the minutes as an accurate record of the meeting. These would be subsequently signed by the Chair. Action: TC to organise. P10/21 CLERK UPDATE REPORT: Committee NOTED the report and made the following decisions: P11/21 Planning applications (additional): The following planning applications were received after publication of the agenda and were considered in accordance with Planning Committee Terms of Reference due to the consultation expiring prior to the next meeting: Application Ref Address Description Consultation Decision Expiry 21/ 00146 LBC 15 New Listed building consent to 23/02/2021 No Street widen the existing opening Comment between the dining room and living room. 21/ 00207 FUL 27 York Proposed single storey rear 22/02/2021 No Road extension Comment
P12/21 PLANNING APPLICATIONS FOR CONSIDERATION: Committee considered the applications and made the following decisions:
YR APP NO TYP HSE NO ROAD DECISIONS 20/ 03321 FUL 19 Ryeland No Comment 21/ 00020 FUL 26 Kingston OBJECT: contrary to PlanMK 2019 Avenue policy D3 (A. 4 & 8) 21/ 00023 NM 35 Vicarage Road No Comment A 21/ 00027 TCA Elizabeth St Giles Mews No Comment House
P13/21 GOVERNMENT CONSULTATION ON PROPOSED CHANGES TO PD RIGHTS AND PRIORITISING PLANNING APPLICATIONS RELATING TO PUBLIC SERVICE BUILDINGS: Following discussion, Committee AGREED to include the following points in the response:
1. There should be a minimum size limit of 100 sqm on the buildings that could benefit from the new permitted development right to change use from Commercial, Business and Service (Class E) to residential (C3) 2. The new PD rights should not be applied in Conservation Areas. 3. Another factor to consider is parking which is often at a premium on or near High Streets. Unrestricted development will further exacerbate this especially in the small Market Towns (like Stony Stratford). 4. Prioritising Planning Applications relating to Public Service Buildings: the current consultation period should be retained to allow the public sufficient time to respond to any applications. Committee RESOLVED that the Town Clerk in liaison with the SSTC Planning Committee Chair to submit the response. Action: TC and Planning Committee Chair
2 of 3 P14/21 MKC LOCAL CYCLING AND WALKING INFRASTRUCTURE PLAN - HAVE YOUR SAY: Committee RESOLVED to make the following response, in accordance with the SSTC Neighbourhood Plan: ‘The Stony Stratford Neighbourhood Made Plan (12.14) outlines its aspirations for improvements to the Redway system. Please see below, set out as per your consultation request: Description of the Problems: 1. Missing redway links between Stony Stratford High St and Wolverton, including Wolverton Road and Stratford Road to the Junction with the V5, Great Monks Street. 2. Incomplete link to Western Expansion Area (WEA) to Latimer Scheme suggestions: a) Extension of existing redway from the Junction of Wolverton Road with Queen Eleanor Street North to Old Stratford b) Extension of the Redway along London Road from Hayes to the Junction of Wolverton Road c) Completion of the existing Redway from the WEA to Latimer d) New schemes to be accompanied by signage to Stony Stratford Facilities Action: TC to submit response in liaison with the Chair, SSTC Planning Committee P15/21 ARTICLE 4 DIRECTION PROCEDURE (TO REMOVE PERMITTED DEVELOPMENT RIGHTS FOR CHANGE OF USE IN THE SSTC PRINCIPAL SHOPPING AREA): Concerns were expressed that due to the current Government Consultation on Permitted Development Rights, this might mean that an Article 4 Direction to remove these rights would not be feasible. Committee AGREED that the TC should seek clarity and advice from the MKC Development Management Manager. Action: TC Meeting Closed: 20:55
Chairman signature……………………………………………………………..Dated…………………………
Dates of future meetings: Tuesday 23rd February 2021
3 of 3 MINUTES OF THE PLANNING COMMITTEE MEETING Held on Tuesday 23rd February 2021, 19.30 remotely via teleconferencing facilities.
Present: Cllr Roy Adams, Paul Bartlett, Simon Cherrill (Chair), June Payne, Peter Thornburgh, Tom Welch (6 members), Cllr Bianca Bendig-Ceesay (ex-officio) and Lynne Compton, Town Clerk (TC) Absent: None In attendance: three members of the public P16/21 PUBLIC FORUM: There were three members of the public present. Prior to receiving representation from the public, the TC gave an update on Major Planning Application 21/00328/FUL 164-168 High Street. The following was noted: 1. The MKC Case Officer was awaiting technical responses from the Environment Agency and other statutory consultees e.g. MKC Conservation Officer, these were expected by 1st March; 2. Response from Great Crested Newt licensing indicating what would need to be done in the event they were detected; 3. Receipt of seven comprehensive objections which were also logged on the MKC Planning Portal; 4. MKC SSTC Ward Councillor Jenny Wilson-Marklew notification that she would be ‘calling-in the application’. Representation was then received from members of the public on Major Planning Application 21/00328/FUL. The principal objections to the scheme were noted as: Flood risk (and out of date data used by the developers for the report) Inadequate flood mitigation High density of dwellings Frontages on High Street not sympathetic/in keeping with the street-scene. Lack of space for cars (narrow parking spaces) Visibility issues for cars exiting the site onto High Street Poor design Lack of environmental credentials i.e. no solar panels etc.
P17/21 DECLARATIONS OF INTEREST IN RESPECT OF RELEVANT ITEMS OF BUSINESS ON THE AGENDA: There were none. P18/21 REQUESTS FOR DISPENSATION: in accordance with the Localism Act 2011 S33. There were none. P19/21 APOLOGIES FOR ABSENCE: There were none, all present. P20/21 MINUTES OF THE MEETING DATED TUESDAY 26th January 2021. Committee RESOLVED to approve the minutes as an accurate record of the meeting. These would be subsequently signed by the Chair. Action: TC to organise. P21/21 CLERK UPDATE REPORT: Committee NOTED the report. Action: TC to circulate update decisions spreadsheet post meeting
P22/21 MAJOR PLANNING APPLICATION 21/00328/FUL, 164-168 HIGH STREET (FORMER GASWORKS) In accordance with Planning Committee Terms of Reference (2b) in respect of applications of 10 dwellings or above, Committee CONSIDERED the application, taking into account the concerns of residents and that the principle of development on this land was agreed (as per Stony Stratford Neighbourhood Plan). Then, following a vote, unanimously RESOLVED to RECOMMEND to Full Council that the application should be objected to on the following grounds: 1. Possible Flood Risk and insufficient mitigation measures – contrary to MKC PlanMK Policy FR1 2. It will adversely impact the adjacent Conservation Area – contrary to MKC PlanMK Policy HE1 A 3. The design is not in keeping with the surrounding area – contrary to MKC PlanMK Policies D1 and D2 Action: TC to send report (Minutes) to Council for consideration at the Extraordinary Meeting of Full Council to be held at 7 pm on 3rd March 2021
1 of 2 P23/21 PLANNING APPLICATIONS: Committee considered the applications and made the following decisions:
Application Ref Hse No Road Decision 21/ 00286 FUL 43 & 45 Vicarage Road No comment
21/ 00287 LBC 43 & 45 Vicarage Road No comment 21/ 00333 FUL 48 High Street No comment 21/ 00334 LBC 48 High Street No comment 21/ 00396 TCA Church of St Mary and Request for replacement tree(s) St Giles planted appropriate to the location 21/ 00359 FUL Land adj to Clarence Road No comment 104
P24/21 CONSULTATIONS: New Premises Licence Kassia, 50 High Street, Stony Stratford, ref 157810 Committee AGREED that there were no grounds to object to the application. P25/21 CONSULTATIONS: S106 Former Gas Works Following consideration, Committee AGREED to RECOMMEND to Council the following additions/changes/considerations: 1. Stony Stratford Town Football Club and the Scout Hut to come under the new umbrella of ‘Maintenance, Repair and upkeep of community facilities’ 2. Galley Hill Meeting Place and Arts Centre to be added under the Community Facilities umbrella in the event MKC not forthcoming with funding. Await decision of Milton Keynes Council meeting 24th February 2021 3. An ‘Eleanor Cross’ style feature, possibly at a new intersection at the North End of High St where it widens. It was NOTED that this could fall under both Highways and S106 Art. Action: TC to send report (Minutes) to Council for consideration at the Extraordinary Meeting of Full Council to be held at 7 pm on 3rd March 2021
P26/21 PLANNING ENFORCEMENT ISSUES: Lit signage on 16 Market Square: Committee NOTED the report and AGREED that the suspected breach of planning regulations should be reported to MKC Planning Enforcement. Action: TC to report.
P27/21 ASSETS OF COMMUNITY VALUE: Listing of Galley Hill Small Meeting Place and Art Centre: Following discussion, Committee AGREED in principle to list the building subject to the decision of Milton Keynes Council meeting 24th February. Action: TC to apply to list the building in the event funds were not set aside for refurbishment of the building
Meeting Closed: 20:56
Chairman signature……………………………………………………………..Dated…………………………
Dates of future meetings: Tuesday 23rd March 2021
2 of 2 MINUTES OF THE PROJECTS COMMITTEE Held remotely via teleconferencing facilities On Tuesday 2nd February 2021, 7.30pm
Present: Cllrs Bianca Bendig-Ceesay, Cliff Brett, June Payne, Keith Tilley (Chair), Pete Thornburgh and Tom Welch (6 Committee members). Absent: Cllrs Paul Bartlett, Bianca Bendig-Ceesay (apologies received) In attendance: Karen Hiser (Deputy Town Clerk).
J12/21 PUBLIC FORUM: There were no members of the press or public present. J13/21 DECLARATIONS OF INTEREST: There were none. J14/21 REQUESTS FOR DISPENSATION: There were none. J15/21 APOLOGIES FOR ABSENCE: Committee RESOLVED to approve apologies from Cllr Paul Bartlett. J16/21 5. MINUTES OF THE MEETING HELD ON TUESDAY 12th January 2021: Committee RESOLVED to approve as an accurate record of the meeting. The minutes were subsequently submitted to the Chair for signing. J17/21 5.1 OFFICER UPDATE REPORT: Committee NOTED the report and the following actions were AGREED: J18/21 RELOCATION OF DOG BIN OPPOSITE THE SHOPPING PARADE AT SHEARMANS, FULLERS SLADE: The Committee AGREED that the newly purchased dog bin earmarked for installation outside the shops at Shearmans would be of greater use located at the convergence of four footpaths 80m northwest of current position. The Committee AGREED to relocate the bin at a total cost of £70: £30 for pole removal from current position and £40 for pole installation at the new location. Action: DTC to ask TC to approve relocation expenditure under Delegated Powers. DTC to approach MKC for approval. J19/21 PROPOSED DOG BIN AT TUDOR GARDENS GREEN SPACE, STONY STRATFORD: The Committee NOTED Full Council approval for the installation of a dog bin in principle. The Committee also NOTED the Parks Trust have elected to withhold approval for installation until completion of the redway between Tudor Gardens and Fairfields, which would allow for a more accurate identification of an appropriate location. The Committee AGREED the parties who raised the issue with the Town Council should be kept informed. Action: DTC to inform the dogs walkers and the Clerk of Fairfield Parish Council. J20/21 6. GENERAL SERVICES: The Committee NOTED the report and the following actions were AGREED: J21/21 MILTON KEYNES PLAY ASSOCIATION PLAY SESSIONS, REQUEST TO PROVISIONALLY BOOK DATES: The Committee CONSIDERED the MKPA request for play sessions to be provisionally booked up to February 2022 and AGREED to the proposal. The Committee NOTED the 2020- 21 play session budget was underspent by £1857 (Total budget £6427) and AGREED provisional bookings should remain within the 2021-22 play session budget of £6427. Action: DTC to place provisional bookings and present costs to March Projects Committee meeting. J22/21 7. PROJECT REGISTER UPDATE: The Committee NOTED the report. J23/21 8. POSSIBLE INSTALLATION OF TWO NEW DOG BINS AT, 1. HORSEFAIR GREEN, 2. GORRICKS: The Committee NOTED the report and the following RECOMMENDATIONS were made: J24/21 8.1 NEW DOG BIN AT HORSEFAIR GREEN: The Committee RECOMMENDS the installation of an additional dog bin on Horsefair Green to be located alongside the footpath adjacent to the war memorial gate. Total cost: purchase and installation of 40 litre bin: £187. Twice weekly emptying at £3.50 per week x 52: £182. Action: DTC to approach MKC for approval, and pending Full Council approval, instruct contractors to install. J25/21 8.2 NEW DOG BIN AT GORRICKS: The Committee NOTED the proposed installation site is located on land managed by MKC Highways, who declined to provide approval. The Committee CONSIDERED the alternative suggested location at Crosshills and AGREED not to recommend as it would not address the issue of dog bags left at Gorricks. The Committee AGREE advice should be sought from MKC Waste Services. Action: DTC to update parishioner who raised the issue and request advice from MKC Waste Services. J26/21 9. WILDFLOWER PLANTING IN SELECTED PUBLIC GRASS AREAS IN STONY STRATFORD: The Committee CONSIDERED the three planting area options and AGREED to RECOMMEND Option 1: Full coverage of the two grass triangles at High Street (Northern end), and London Road (Southern end) and two strips next to the H1 Ridgeway alongside Tudor Gardens (West) and Fullers Slade (East). Costs: seed purchase and installation: £1,255. Additional maintenance costs: £0, this is because, 1. The difference in maintenance costs per area of wildflower planting and per area of grass are negligable; 2. SSiB have agreed to maintain the triangle at the High Street (Northern End). Action: Pending Full Council and MKC approval, DTC to inform SSiB and instruct contractors to undertake the works. J27/21 10. FENCING AROUND BENNET CLOSE PLAYPARK TO PREVENT DOG WASTE BEING LEFT IN THE VICINITY OF THE PLAY EQUIPMENT: The Committee NOTED the report and CONSIDERED that a large expanse of fencing would be required to enclose the play equipment. The Committee AGREED that advice be sought from MK Council as to the feasibility and cost of fencing, or, alternatively, the feasibility and cost of a sign requesting that dog owners collect and remove deposited waste. Action: DTC to approach Milton Keynes Council.
Meeting Closed: 8.28 pm
Chair Signature………………………………………………… Dated: ………………… Date of next meeting: Tuesday 2nd March 2021, 7.30 pm, The Library, 5-7 Church Street, or to be held remotely; TO BE ADVISED: Please check the website/noticeboards for details. MINUTES OF THE PROJECTS COMMITTEE Held remotely via teleconferencing facilities on Tuesday 2nd March 2021, 19.30 Present: Cllrs Bianca Bendig-Ceesay, Cliff Brett, June Payne, Keith Tilley (Chair), Pete Thornburgh and Tom Welch (6 Committee members). Absent: Cllrs Paul Bartlett In attendance: Karen Hiser (Deputy Town Clerk). J28/21 PUBLIC FORUM: There were no members of the press or public present. J29/21 DECLARATIONS OF INTEREST IN RESPECT OF RELEVANT ITEMS OF BUSINESS ON THE AGENDA: There were none. J30/21 REQUESTS FOR DISPENSATION: in accordance with the Localism Act 2011 S33. There were none. J31/21 APOLOGIES FOR ABSENCE: There were none. J32/21 5. MINUTES OF THE MEETING HELD ON TUESDAY 2nd FEBRUARY 2021: Committee RESOLVED to approve as an accurate record of the meeting. The minutes were subsequently submitted to the Chair for signing. J33/21 5.1 OFFICER UPDATE REPORT Committee NOTED the report, and the following actions were AGREED: J34/21 FEASIBILITY AND COSTS OF A SKATE PARK IN STONY STRATFORD Committee CONSIDERED the comments from MKC Landscape and Countryside Manager and AGREED that feasibility and costs should be further assessed for: 1. A skate park and hardstanding parking area behind Mallets Close; 2. A skate park as part of the Fullers Slade regeneration scheme. Action: DTC to approach MKC for further information and present to April Projects Committee meeting. J35/21 BAGGED DOG WASTE ISSUE AT GORRICKS, STONY STRATFORD The Committee NOTED that MKC Waste Services have been approached for advice and AGREED advice received will be presented to Projects Committee for further consideration. Action: DTC to discuss with MKC Waste Services Officer and present to April Projects Committee meeting. J36/21 6. GENERAL SERVICES REPORT Committee NOTED the report, and the following actions were agreed: J37/21 PLAY AREAS: MUDDY GROUND AT MILLFIELD PLAY PARK Committee CONSIDERED the amelioration suggestions from the MKC Landscape and Countryside Manager and AGREED the following: 1. Rubber mulch at a cost of c£60m2/£12k in total is expensive. 2. An expectation of appropriate footwear is acceptable. 3. Wood chippings at the entrance gates is likely to be a more cost-effective option. 4. the Parks Trust to be asked to consider wood chips at the play park entrances. 5. If the Parks Trust agree in principle, MKC to be contacted to assess feasibility and costs.
1 of 3 Action: DTC to contact the Parks Trust and then, if applicable, MKC. J38/21 LITTER PICKING: INCREASED LITTER AROUND THE PARISH Committee AGREED there is an issue of increased litter in the parish and CONSIDERED the suggestion of establishing an annual, parish-wide community litter pick event: “The Great Stony Stratford Litter Pick.” The Committee AGREED an annual event would take one of two forms: Option 1: Co-ordinated activity with local organisations that currently litter pick; Option 2: Individual resident basis: co-ordinated local area litter pick at the same time and day. Action: DTC to investigate both options and report to April Projects Committee meeting.
J39/21 PUBLIC TOILETS: MAINTENANCE AND OPENING TIMES Committee NOTED that: 1. The stick-on ‘Unisex’ door signs were observed peeling off on Saturday 27th February despite contactor notification of repair on 18th February; 2. There are no bins in the cubicles; 3. It is unclear if opening times are displayed outside the cubicles. Committee also NOTED that costs for etching the ‘Unisex’ signs into the glass portals has been requested. Committee AGREED that opening times should be put on the Town Council website. Action: DTC to contact contractor and inform IO of opening times for website. J40/21 7. PROJECTS REGISTER UPDATE: Committee NOTED the report, and the following actions were agreed: J41/21 WILDFLOWER SEEDING, STONY STRATFORD TRIANGLES AND H1 VERGES Committee NOTED the areas previously recommended by the Committee are not included in the Town Council devolved landscape agreement, they are under the jurisdiction of MKC. Committee AGREED that the planned springtime wildflower seeding should be paused, and the following clarifications sought: 1. The feasibility of any future wildflower seeding and maintenance on the MKC managed triangle (south) and H1 verge alongside Fullers Slade; 2. Who is responsible for the maintenance on H1 verge alongside Tudor Gardens: MKC and Parks Trust each state the other is responsible. Committee also NOTED SSiB are conversing directly with MKC regarding the seeding and maintenance of the Old Stratford triangle (north). Committee further NOTED allocation has been included in the 2021/22 civic initiatives budget for wildflower beds and potholes in Mill Lane car park, c£2,000. Action: DTC to clarify way forward with MKC Landscapes Department. J42/21 MORTIMER CAR PARK RESURFACING Committee NOTED the free gravel from GRS quarry has not yet been installed due to delays relating to Covid-19 and the difficulty in closing the car park for the duration of the works. The Committee AGREED that Cllr KT would examine the site and report back to the Projects Committee meeting in April. Action: Cllr KT to examine and report back to April Projects meeting. J43/21 8. INSTALLATION OF A NEW DOG BIN AT TUDOR GARDENS GREEN SPACE Committee NOTED permission has now been given by the Parks Trust for a dog bin. Committee AGREED to the specific location suggested by the Parks Trust and NOTED that Full Council approval in principle was received in January for the installation of a 40l bin. Installation costs: £187. Annual cost of emptying: £182. Increase to annual cost of emptying SSTC bins: c£6312.80 to c£6494.80. Action: DTC to instruct contractors to install dog bin.
2 of 3 J44/21 9. ADDRESSING DOG MESS AT BENNET CLOSE PARK PLAY PARK Committee NOTED the report and RECOMMEND to Full Council Option 2: the installation of an MKC sign instructing dog walkers to take dog litter away at a cost of c£100. Action: Await Full Council approval. If approved, DTC to ask MKC to install sign at Bennet Close. J45/21 ADDRESSING DOG MESS AT SPIDER PARK, FULLERS SLADE Committee NOTED Cllr B-C’s report that dog mess is also an issue at Spider Park despite the presence of a Town Council dog bin. Committee RECOMMEND to Full Council the installation of an MKC sign instructing dog walkers to take dog litter away at a cost of c£100. Committee RECOMMEND the installation of the two signs at Bennet Close play park and Spider Park to be considered a trial to assess the effectiveness of such signs in the parish. Action: Await Full Council approval. If approved, DTC to ask MKC to install sign at Spider Park.
J46/21 Council RESOLVED to exclude press and public in accordance with Public Bodies (Admissions to Meetings) Act 1960 section 1.2 to discuss matters of commercial and personal confidentiality on Minute J47/21 (Agenda item 10).
J47/21 ANNUAL COMMUNITY AWARD NOMINATION Committee AGREED to the four nominations and RECOMMEND to Full Council that Nomination No 4 be awarded the Annual Community Award for 2020. Action: Pending Full Council agreement of nominee and prize, DTC to organise prize to the value of £100 as per Annual Community Award - Policy & Procedure 2019.
Meeting Closed: 21.05
Chairman signature……………………………………………………………..Dated…………………………
Dates of future meetings: Tuesday 6rd April 2021
3 of 3 PROPERTY DEVELOPMENT COMMITTEE Minutes of a meeting held on Tuesday 9th March 2021, 19:30, remotely via teleconferencing facilities.
Present: Cllr Cliff Brett, Simon Cherrill, Cllr Rob Gifford (Chair), Helen Bowlt (HB) (MKC Libraries Service), Paul Martin (PM) (FoSSL), Robert De Grey, Architect (RdeG) (6 Members) and Lynne Compton, (Town Clerk – TC)
PD001/21 QUESTIONS AND CONTRIBUTIONS FROM THE PUBLIC: There were no members of the press or public present. PD002/21 DECLARATIONS OF INTEREST IN RESPECT OF RELEVANT ITEMS OF BUSINESS ON THE AGENDA: In accordance with the Localism Act 2011 Section 29(1), Cllr Gifford declared a non-pecuniary interest in Agenda Item 9 (Min PD009/21) due to his wife being the new chair of Friends of Stony Stratford Library (FOSSL). PD003/21 REQUESTS FOR DISPENSATION in accordance with the Localism Act 2011 S33. There were none. PD004/21 APOLOGIES FOR ABSENCE There were none, all present.
PD005/21 MINUTES OF THE MEETING HELD ON TUESDAY 8TH DECEMBER 2020: Committee RESOLVED to approve the minutes as an accurate record of the meeting. They would subsequently be signed by the Chair. Action: TC to organise.
PD006/21 CLERK UPDATE REPORT: Committee NOTED the report and AGREED the following: PD007/21 Lighting Audit Committee received the two quotations (to provide a list, showing the number of lights in each area, the type and its wattage): Company A: £495 and Company B: £120. Following a vote, Committee unanimously RESOLVED to accept Company B – MKC Property Services, expenditure to be paid from the budget (rather than Earmarked Reserves due to the lower than anticipated cost). Committee AGREED that the Purchase Order for the Lighting Audit would not be actioned until the Lighting Audit for the new design had been received. Action: RdeG to follow up again with Parsons (M&E Consultants), TC to inform MKC Property Services successful but awaiting comparison document before proceeding. PD008/21 Remedial Lift Repairs Committee AGREED to recommend the following to be done at an appropriate time during the refurbishment by the existing Lift contractor, Chiltern Lifts, subject to checking 1. with Chiltern Lifts if the circuitry was self-contained and 2. With Parsons (M&E consultants) to check there would be no issues with any new circuitry in the refurbishment: Supplying and installing a new battery to the lift hand winding system, on completion operationally testing £70.00 Supplying and installing a new modern design lockable main electrical isolator, suitably wiring into existing £489.00 circuitry Supplying and installing a new battery to the lift car emergency alarm system, on completion operationally £70.00 testing Supplying and installing a new lift car interior control station door open push button assembly, suitably £128.00 wiring into existing control circuitry Carrying out the works in decontaminating and thoroughly cleaning out the lift way pit area £156.00 Supplying a suitable lift safety barrier for the use of persons working/inspecting the lift, to be left on site, £145.00 Total: £1,058.00 Action: RdeG to contact Parsons, TC to contact Chiltern Lifts
1 of 2 PD009/21 Installation of Digital 2-way communication system (recommended by Chiltern, at a cost of £1,584), for people to be able to communicate if stuck in the lift: It was NOTED that these devices were installed in MKC’s other Libraries. Committee AGREED that this seemed expensive for a lift that only went one floor and was used seldomly. Committee further AGREED that until fitted, the Caretaker should be advised not to use the lift when on his own in the building and that the TC should investigate other options. Action: TC PD010/21 Marlowe Fire Services Following receipt of the 2021 invoice (due to be paid in May 2021), Committee AGREED TC to contact Marlowe to discuss partial suspension of service whilst building work on. Action: TC to contact Marlowe.
PD011/21 REDEVELOPMENT OF 5-7 CHURCH ST: Committee NOTED the report and that the revised tender would be considered at the 5-7 Church St Project Working Group tomorrow (10/3/21). It was envisaged that a special meeting of Full Council would be held at the beginning of May (prior to the 2021 elections) to award the contract.
PD012/21 LIBRARY SERVICE PROVISION (Helen Bowlt) Committee NOTED the report and thanked Helen for all her hard work and support.
PD013/21 FRIENDS OF STONY STRATFORD LIBRARY (Paul Martin): There was nothing to report from FOSSL. PM confirmed that the Display Cabinets were owned by Milton Keynes Museum.
Meeting Closed: 20:10
Date of next meeting: Tuesday 8th June 2021, 7.30 pm, venue to be advised.
2 of 2 8. FORWARD PLANNING FOR INCREASED Full Council Agenda Item 8. FOOTFALL TO STONY DURING THE 16th March 2021 FORTHCOMING HOLIDAYS:
1. Purpose of report: to enable the Council to consider a holistic approach to the issues which occurred in 2020 and to forward plan mitigation of these issues which are likely to recur. 2. Background: As you may recall, as a result of the ‘perfect storm’ of good weather, people with more leisure time and unable to go abroad for their holidays, starting in April 2020, there was a footfall increase to Stony Stratford, Fullers Slade and Galley Hill which resulted in the following two main issues, increased littering (both dog and normal litter) plus irresponsible parking. 3. Outline Plans More frequent emptying of ‘hot-spot’ bins - (see also Notes from recent meeting held with Kevin Wilson, MKC Waste Services): Increased community involvement Education (MKC) – Response from Sarah Spicer, MKC Education attached. Liaison with Parks Trust Additional Signage – see attached image (MKC’s Penny Fletcher thought this an excellent idea) Litter Pickers and associated equipment being given to those known litter pickers and litter groups, rather than having to come to the office to borrow them. MKC are happy with this and would just need to agree bag collection process. Litter Enforcement Officer – self-employed – trial period initially – already used by other local parishes (See additional information attached) Utilising Social Media – TC has organised set up of Instagram and EPO will be commencing with this shortly – posts of tidy and not so tidy areas – asking people to pick up their litter and either put in the nearest bin or take it home. Discussion with MKC Highways on how to curb irresponsible parking e.g. on the pavement adjacent to Mortimer Park when the Car Park is full – signage to advise no parking on the pavement Life-saver at Mortimer Park and/or signage – Neither Environment Agency or Anglian Water provide. Suggestion: Dedicated page for residents, similar to Great Linford
4. Additional Costs (see attached paper on costs ascertained so far) Some of the costs are not yet known, however a suggested figure is up to £3,000.
Council is asked to CONSIDER the outline plans and authorise additional expenditure up to £3,000 from the Civic Initiatives Budget/General Reserve. Dealing with issues of littering in Stony Stratford and the feasibility of steps to minimise the issue 1. Present: Lynne Compton, TC; Karen Hiser, DTC, Ummara Qureshi, EPO; Kevin Wilson, MKC Waste Services.
2. Bins; Current emptying frequency: Litter bins: SSTC. Ousebank Way: Litter bins: MKC. Tombs Meadow, Calverton Road: 8-weekly during winter, weekly in the spring, Dog bins: SSTC: Twice weekly. Action: DTC to investigate costs for additional empties for both SSTC and MKC ‘hot-spot’ bins
3. Litter picking – Riverside Walk Action: TC to investigate MKC costs to extend Top up services – Riverside Walk, to start on 1st April.
4. Ideas: More Community involvement: litter picks. Note: Projects Committee have suggested an annual litter pick involving the whole community. Action: from March Projects meeting minutes: DTC to explore options (individual or community group led) and report back to April Projects Committee meeting.
Education: Contact: Sarah Spicer Action: TC to contact Sarah Spicer.
Contact the Parks Trust to clarify how they deal with the litter issue. Action: DTC to contact the Parks Trust.
Enforcement tool: Contact: David Barnes (Dave Barnes). Action: TC to contact David Barnes.
Bin signage Penny Fletcher can be approached for costs. Action: DTC to forward Brixworth Country Parks sign and SSTC suggested bin stickers to Kevin Wilson for forwarding to Penny Fletcher for costs.
Social media Images of before and after/ places looking good, e.g.: “We are proud of our town” “Please keep it tidy” etc. Action: EPO to post images on the newly established SSTC Instagram account.
Litter picking kits/ Community Wardens MKC can supply kits. SSTC can lend them to volunteers on a ‘long-term lend’ basis to nominated Community Wardens instead of booking them in and out of the SSTC office after each litter-picking event. Action: Kevin Wilson to provide costs for litter pickers and gloves to DTC.
Enforcement Wardens Kevin Wilson noted Great Linford Parish Council employ Enforcement Wardens. Action: DTC to contact GL Council to find out more, including costs. Dealing with issues of littering in Stony Stratford and the feasibility of steps to minimise the issue: costings for signage and litter pickers
Item Cost Supplier/approached Notes Large plastic sign (like TBA Penny Fletcher ‘MK Communications have been doing a lot of work around litter and they the Brixworth Country may have something that you could easily lift and shift. Park sign – see attached). I can help point you in the direction of design/print – this all comes at a cost (sadly), or we can see if it would be possible to help.
Where will the sign go? Location has a bearing on the size, material type, adhesives and/or type of fixings you might use – and, who will put them in place. So, one size is likely not to fit all and this will impact on cost’.
Bin stickers: “Take TBA Penny Fletcher, MKC your rubbish home with you.” Bin stickers as above £89 From SSTC bin Could also add 10 of original “This bin belongs to SSTC” stickers for £31.50 contractor: +VAT. Note: this is less than the minimum order were they to be ordered on their own. 30x30cm. Minimum order: 10. Costs: £89 +VAT Note: see far right column. Litter pickers £174.48 Kevin Wilson, MKC Note: see attached document for details
Additional Litter £1,050 Wendy Richardson Current Budget: £1600 picking on Riverside MKC 2020 – June, July & August - £518 per month – Total spend this Financial Year Walk = £1554 Next Year’s Budget (w.e.f. 1st April): £1,632 MKC costs now £525 per month = £1,575 for same 3 months Consider 2 additional months, April & May = £1,050 Total Cost = £2625
Enforcement Wardens £396.00 Great Linford Parish GLPC employs an Enforcement Officer Dave Barnes (who used to work for Council MKC and is authorised by them as a trained person to issue on the spot fines), £16.50 per hour, 11 hours per week. Click here for details. Council may wish to consider trialling 8 hours per month for April, May & June: Cost: £132 per month =£396 –Mr Barnes has confirmed he has additional capacity (currently he is working for Great Linford, Wolverton and Greenleys and in discussions with Loughton and Great Holm). Attached is an example of the Service Level Agreement for adaption, each parish is slightly different and the duties carried out. Also attached is the MKC Policy – note the FPN’s have altered since this document was produced Milton Keynes Council
Environment Crime Fixed Penalty Notice Policy
July 2016
Page 1 of 9 1. Introduction and Scope
1.1. This policy is designed as an addendum to Milton Keynes Council’s Enforcement Policy, which sets out desired standards of conduct.
1.2. The Anti-Social Behaviour, Crime and Policing Act 2014 has altered this Council’s ability to deal with offences that affect the quality of life of those who live in the Borough. The Act replaced some powers used by Local Authorities to issue Fixed Penalty Notices for low-level environmental crime but kept others. The Unauthorised Deposit of Waste (Fixed Penalties) Regulations 2016 has, also, given local authorities power to issue Fixed Penalty Notices for fly tipping offences.
1.3. The use of Fixed Penalty Notices (FPNs) is just one option when considering the most appropriate course of action having regard to all the circumstances.
1.4. This policy is designed for Environmental Crime Unit Enforcement Officers and the Council’s agents such as Police Community Support Officers (PCSO’s) and Community Wardens, who may be issuing Fixed Penalty Notices on behalf of Milton Keynes Council for offences such as littering, dog fouling and fly posting.
2. Endorsement
2.1. This policy was adopted by Milton Keynes Council on …….
3. Access to the Policy
3.1. A copy of this policy is free and is available:-
On the Council’s website at http://www.milton- keynes.gov.uk
In hardcopy, which can be requested by telephoning 01908 252400, or writing to the Head of
Page 2 of 9 Environmental Services, Milton Keynes Council, Civic Offices, 1 Saxon Gate East, Central Milton Keynes, MK9 3EJ.
On request, this policy may be made available on tape and CD, in Braille, large type, or in a language other than English.
4. General Principles
4.1. Fixed Penalty Notices are issued to people or businesses in lieu of prosecution. The idea behind them is that offenders are punished by way of the fixed penalty sum for their anti-social behaviour and criminal courts are not overburdened with simple, minor offences. The offender can voluntarily discharge their liability without a criminal conviction and Councils can keep the income from FPNs. It is important to note that FPNs are not intended to be an income generator.
4.2. Officers will not be set targets to issue a certain amount of Fixed Penalty Notices nor for levels of income. This would damage the integrity of their purpose.
4.3. As these matters are criminal, the standard of proof is “beyond reasonable doubt.” Therefore, an Officer issuing a Fixed Penalty Notice should only do so when they are certain that there is sufficient evidence to support a successful criminal prosecution should the FPN be contested.
4.4. The decision to issue a Fixed Penalty Notice is at the discretion of the Officer dealing with the offence or alleged offence. The Officer must take into account proportionality, consistency and necessity and must also consider each case on its merits.
4.5. Officers must know and understand the “points to prove” of the offence they are dealing with.
4.6. Officers must make all reasonable checks to confirm the identity of the person they are issuing the Notice to.
Page 3 of 9 Where offenders refuse to provide their name and address, they can be committing a separate offence and further investigation to identify them shall be carried out.
4.7. When issuing FPNs, Officers and agents must identify themselves as Authorised Officers, showing photographic identification and must be in possession of their authorisation. This must be produced upon request.
4.8. As part of national guidance all unpaid Fixed Penalty Notices will be prosecuted for the original offence unless there is good reason not to do so – e.g. offender can’t be traced.
4.9. Young people aged 17 years or under and other vulnerable members of society should not be issued with a Fixed Penalty Notice in the first instance due to rules of evidence.
5. Offences
5.1. Officers of the Environmental Crime Unit are authorised to issue FPNs for the following offences.
5.1.1. Litter including small deposits of waste (aggravated littering) 5.1.2. Fly Tipping 5.1.3. Fly Posting 5.1.4. Breach of a Notice issued under S.46 and S.47 Environmental Protection Act 1990 5.1.5. Repairing a vehicle on the highway 5.1.6. Selling two or more vehicles on a highway 5.1.7. Abandoned Vehicles 5.1.8. Not producing Waste Documents (Duty of Care documentation and Waste Carriers documentation) 5.1.9. Graffiti 5.1.10. Dog Fouling 5.1.11. Failure to comply with a Community Protection Notice 5.1.12. Failure to comply with a Public Spaces Protection Order
Page 4 of 9 5.2. Other authorised agents will only be authorised to issue Fixed Penalty Notices for Litter, Fly Posting, Graffiti and Dog Fouling and Community Protection Notice and Public Spaces Protection Order offences.
5.3. Larger scale or regular/continuing offences are not appropriate for the use of FPN’s and other appropriate procedures, such as cautions or prosecution should be used.
6. Procedures
6.1. Officers issuing Fixed Penalty Notices for these offences must be authorised to act on behalf of the Council by the Head of Environment and Waste. This Authority must be given in writing and carried with Officers at all times when they are carrying out their duties.
6.2. The amounts payable for each offence, and relevant discounted amounts for early payment, shall be decided by Milton Keynes Council taking into account National Guidelines. A list of amounts payable can be found in Appendix A.
6.3. Offenders will be given 14 days to pay at the discounted rate. A further 7 days will be allowed to pay at the set level. If no payment is received after 21 days, a reminder letter will be sent out to the offender, offering them a further 7 days to pay the amount. If, after that extra 7 days, no payment has been received, a prosecution file will be completed by the Issuing Officer and, after Departmental authorisation, this will be submitted to the Council’s Legal Department.
6.4. Milton Keynes Council will in addition to having their case heard through the courts offer offenders the opportunity to appeal to the Head of Environment and Waste against the issue of the FPN. An appeal will be upheld if it is felt that the FPN was issued incorrectly or unlawfully and the FPN will be cancelled. Any dispute of the facts should be dealt with in a Criminal Court and
Page 5 of 9 is not a matter that can be appealed. Should the Head of Environment and Waste reject the appeal, the reasons behind the rejection will be put down in writing and the offender will be given a further 7 days to pay the FPN (If the appeal was received within the discount period, the offer will be at the discounted rate).
6.5. Payment terms can be offered to those who genuinely can not pay the full amount of the FPN. These terms will not extend longer than 5 months beyond the issue of the Fixed Penalty Notice. Any missed instalment will be treated as a Non-Payment.
6.6. Payment of the Fixed Penalty Notices must be made to the Environmental Crime Unit by any means accepted by the Council. Staff receiving payment will record this under the relevant Fixed Penalty Reference number and offence code.
6.7. No payment will be accepted by individual officers and no money or payment will be taken on the spot.
6.8. FPNs can be issued on-the-spot or at a later time/date via the postal system or face-to-face. Officers must ensure that all relevant boxes on the FPN are completed, where possible (it is not always possible to obtain all details). The correct offence code, amount payable and officer signature must be completed.
7. Young People and Vulnerable People
7.1. Officers must comply with the Police and Criminal Evidence Act 1984 when dealing with young and/or vulnerable people. Where officers suspect that they are dealing with somebody aged 17 or younger or if, for any reason, they feel that the person they are dealing with appears to be suffering from a mental disorder, then their details should be obtained and arrangements made to deal with them later with an appropriate adult.
7.2. When considering issuing a Fixed Penalty Notice to a Young Person, Officers should consult with the Youth
Page 6 of 9 Offending Team for the area they live, as failure to pay the FPN will result in further action.
Page 7 of 9 Appendix A Section and Description of Who can issue Amount Early Payment Legislation Offence FPN after Discount s.6(1) CNEA Nuisance Milton Keynes £100 £75 2005 Parking Council (MKC) (selling/repairing Officers vehicles on highway) s.2A(1) Refuse Abandoning a MKC Officers £200 £150 Disposal Vehicle (Amenity) Act 1978 s.88(1) EPA 1990 Litter MKC Officers, £75 £50 Parish & Town Council Officers, Police Community Support Officers (PCSO) s.33ZA EPA 1990 Unauthorised MKC Officers £200 £150 Deposit of Waste (Fly Tipping)
Schedule Unauthorised MKC Officers £75 £50 3A(7)(1) EPA distribution of 1990 free literature s.5B(2) Failure to MKC Officers £300 £225 CoP(Amendment) Produce and Act 1989 Authority (Waste Environment Carriers Agency (EA) Licence) Officers s.34A(2) EPA Failure to MKC Officers £300 £225 1990 Produce Waste and EA Officers Transfer Notes s.47ZA(2) EPA Waste MKC Officers £70 £50 1990 Receptacle Offences s.52(1) ASBCPA Failing to MKC Officers £100 £75 2014 Comply with a and PCSOs Community Protection Notice s.68(1) ASBCPA Failing to MKC Officers £100 £75 2014 Comply with a and PCSOs Public Spaces Protection Order s. 43 ASBA 2003 Graffiti and Fly- MKC Officers, £75 £50
Page 8 of 9 Posting Parish & Town Council Officers, PCSOs s.3(1) Dogs Dog Fouling MKC Officers £50 £50 (Fouling of Land) and those Act 1996 authorised by arrangement
Notes:
The FPN levels, including the discounted amount where appropriate, are those recommended by the Government.
Abbreviations used:
CNEA – Clean Neighbourhoods and Environment Act 2005 EPA – Environmental Protection Act 1990 ASBA – Anti-Social Behaviour Act 2003 CoP – Control of Pollution (Amendment) Act 1989 ASBCPA – Anti-social Behaviour, Crime and Policing Act 2014
Page 9 of 9
EXTRACT FROM S Spicer email
Hi Lynne
‘We are currently unable to do any face-to-face work, either in schools or in the community due to the pandemic. The work with KBT unfortunately isn’t around littering, we are working with their campaign arm to improve contamination in the recycling sacks through direct mailing properties and also working on a disposable nappies into black sack campaign targeting parents via local children’s settings.
MKC has tackled the litter issue with schools via our Eco Warriors scheme, with booklets which are being used by 18 KS2 schools in MK, with over 4,000 children participating in helping their local environment www.milton-keynes.gov.uk/schoolsrecycle . St. Marys and St Giles have signed up the whole school to the scheme and very enthusiastic about what they were doing as a school – it may be worth reaching out the them and seeing if the schools children could help out and teach their parents! Within every Eco Warrior booklet is a litter pledge for the children to sign to promise never to litter, which we hope will go some way to help change mentality. There is a Mini Eco Warriors scheme which deals with littering which is directed to all preschools, nurseries and Infant schools and the Spring update went out yesterday. We are currently working on how to extend and develop this scheme for secondary schools.
We are also about to launch a litter poster competition next week through schools in partnership with Parks Trust. In normal times they hold litter assemblies with schools, but these are still available on-line via their webpage and there is a link from our schools webpage. https://www.theparkstrust.com/get-involved/outdoor-learning/school-activities/assemblies-for- your-school/
I will be sending out details of the poster competition to all the Parishes shortly so if you could help to promote that it would be great. You could also promote the free litter pick loan kits we have for the community at www.milton-keynes.gov.uk/litterpicking
Your email has made me think though. I will focus more on litter messages and actions in future monthly Parish articles’.
Kind regards
Sarah Spicer
Waste Education
Environment and Waste Team
01908 252312
Milton Keynes Council l The Recycling Factory l Colts Holm Road l Milton Keynes l MK12 5QD 9.Grant Applications Full Council 16th March 2021 Agenda item: 9 This report will enable the Committee to make a decision on the allocation of grants. Under the terms of the grant funding policy 2020/21, grant applications can be considered by the nearest Full Council/Finance committee meeting. Grants can be allocated wholly or in part. The 2020/21 Budget has been spent, the final total was £7,710, £610 over budget. Council agreed that this should come from the General Reserve The 2021/22 grant budget was set at £7,100 to allow for both the annual community events e.g. Arts for All, Stony lights and any new events/organisations to be assisted. 7.1 Grant Applications 2021/22: a) Current Financial Position Budget 2021/22 £7,100 Allocated to Date £0 Balance Remaining £7,100 b) The following applications (listed in order of receipt) have been received. (attached 7.1b): Organisation Details Amount Previous Power Requested Funding? Galley Hill Residents’ Easter egg gifts for children and £250 2020/21 £225 Localism Association Act 2011 s1 related activities Riverside Parks Group to support the annual Riverside Fair, £450 2019/20 £480 Localism which will take place on Saturday 25th Act 2011 s1 September 2021. Total applications: £700.00
Stony Stratford Town Council Priorities 2017 to 2021: The applications could be deemed to meet one of the Councils overarching principles:
Acting as an enabler for the local community. This means that it will not automatically provide an activity directly but will seek to support local groups in taking forward ideas and projects that will benefit the community. In its own activities, it will seek to maximise the use of voluntary help and to support and develop this; Provision of opportunities for residents to interact with neighbours, during SSTC organised activities and support local organisations to enhance the provision of services in the area through meeting space and the opportunity to apply for grants Committee is asked to CONSIDER the grant application and make resolution. Lynne Compton, PSLCC CertHE Clerk to the Council and RFO
11th March 2021 Please complete clearly, using black ink and in BLOCK CAPITALS
APPLICATION FOR FUNDING
Please complete the form as fully as possible. Not all questions may be appropriate to your organisation. Please ensure that appropriate financial information is provided.
Please also ensure that the declaration is signed by the persons making the declaration. The application will be invalidated if this is not the case.
Please confirm if you are applying for a grant of:
Up to £500 X
Above £500
NAME SUE TITCHMARSH POSITION EVENTS ORGANISER ORGANISATION GALLEY HILL RESIDENTS' ASSOCIATION ADDRESS
POSTCODE TELEPHONE FAX N/A E-MAIL [email protected] WEBSITE GHRA.UK CHARITY NUMBER N/A AMOUNT REQUESTED £250
1 1. PURPOSE OF APPLICATION.
AT THIS TIME OF YEAR, WE USUALLY HOLD AN EASTER EGG HUNT AS AN EASTER EVENT ON THE ESTATE. BECAUSE OF THE RESTRICTIONS DUE TO COVID -19 WE WILL NOT BE ABLE TO HOLD SUCH AN EVENT IN THAT FORM THIS YEAR. HOWEVER, IN PLACE OF AN EGG HUNT WE WOULD LIKE TO USE THE FUNDS FOR EASTER EGG GIFTS FOR CHILDREN AND RELATED ACTIVITIES .
If you are an established Stony Stratford Group, running a *recognised Annual event, please go straight to Question 4. *If unsure, please check with the Town Clerk
2. DESCRIPTION OF PROJECT.
BOTH LAST YEAR’S EASTER EGG HUNT EVENT AND XMAS ESTATE PARTY WERE NOT ABLE TO TAKE PLACE IN THE USUAL WAY DUE TO COVID-19 RESTRICTIONS, AND DESPITE SOME EASING ON RESTRICTIONS SCHEDULED FOR EASTER THIS YEAR WE WILL NOT BE ABLE TO RUN A SIMILAR EVENT TO THOSE OF EARLIER YEARS. LAST YEAR WITH THE EVENT CALLED OFF AT SHORT NOTICE WE DELIVERED THE EGGS TO EVERY CHILD ON THE ESTATE. WE DID THE SAME WITH SELECTION PACKS AT XMAS. THIS YEAR WE WOULD LIKE TO DELIVER AN SMALL EGG TO ALL 180 CHILDREN ON THE ESTATE.
IN ADDITION THERE WOULD BE ONE LARGER EGG PER COURT WITH A FREE DRAW WITH EVERY HOME IN THE COURT ENTERED, AND WE WILL ASK THE CHAIR OF THE NEIGHBOURING RESIDENTS ASSOCIATION TO DRAW THE WINNING NUMBERS.
BECAUSE WE CANNOT RUN THE USUAL CRAFT ACTIVITIES THAT TAKE PLACE AT THE EASTER EVENT, WE WILL ALSO HAVE A EASTER COLOURING AND DRAWING COMPETITION WITH THE BEST ENTRIES APPEARING ON OUR WEBSITE AND IN OUR NEWSLETTER.
3. APPLICATION BACKGROUND. a) What particular need will this application meet?
DURING THE COURSE OF A NORMAL YEAR THE GHRA RUNS REGULAR COFFEE MORNINGS BUT REALISE THESE TENDS TO ATTRACT, IN THE MAIN, MORE ELDERLY MEMBERS OF THE COMMUNITY AND SOME PARENTS WHO HAVE TIME ON A TUESDAY MORNING, WHILST CHILDREN ARE AT SCHOOL. WE ALSO RUN QUIZ NIGHTS BUT THESE TEND TO APPEAL MAINLY TO OLDER RESIDENTS RATHER THAN YOUNG FAMILIES. WE HAVE THEREFORE ALSO RUN "ONE OFF" EVENTS SUCH AS A HEAVILY SUBSIDIESED TRIP TO WICKSTEAD PARK, A TRIP TO CAMBRIDGE, XMAS EVENTS AND EASTER EGG HUNTS TO APPEAL TO YOUNGER AGE GROUPS. DELIVERY OF EASTER EGGS WILL ENSURE EVERY CHILD AT LEAST RECIEVES AN EGG AT EASTER NO MATTER HOW TIGHT THEIR FAMILY’S BUDGET. b) How have you identified the need?
EASTER EVENTS IN 2018 AND 2019 PROVED THAT THERE IS A DEMAND FOR THIS TYPE OF EVENT. ACTIVITIES SUCH AS THESE CONTINUE TO FOSTER MORE OF A SENSE OF COMMUNITY IN GALLEY HILL. IT WILL BENEFIT ALL AGE GROUPS ON THE ESTATE PARTICULARLY THE YOUNGER PEOPLE AND BRING CHEER AFTER WHAT HAS BEEN A DIFFICULT TIME. c) If users are to be involved in managing the project, briefly explain how.
THE EVENTS TEAM OF THE GHRA WILL MANAGE THE PROJECT WITH MEMBERS OF THE COMMITTEE OF THE RESIDENTS ASSOCIATION GIVING THEIR TIME FREE TO HELP WITH THE DISTRIBUTION OF ITEMS. ALL BEING RESIDENTS OF THE ESTATE, (SOME WITH
2 CHILDREN/GRANDCHILDREN WHO WOULD, AS PER ANY OTHER CHILD, RECEIVE AN EASTER EGG ETC.) d) If users will not be involved in managing the project, briefly explain why. N/A e) Please give an accurate figure for the number of people the project will serve.
THERE ARE OVER 400 HOUSEHOLDS ON GALLEY HILL. WE HAVE SURVEYED THE ESTATE AND FOUND 187 CHILDREN ON GALLEY HILL (TWO OF WHICH ARE ON DAIRY FREE DIETARY REGIMES). WE WILL ALSO BUY 10 EXTRA EGGS TO ALLOW FOR CONTINGENCIES. THERE ARE 15 COURTS EACH OF WHICH WOULD NEED TO HAVE A LARGER EGG FOR THE DRAW. f) For how long will the project run?
ITEMS DELIVERED IN THE WEEK TO 2ND APRIL 2021 (GOOD FRIDAY)
4. BUDGET FOR THIS PROJECT. a) Give details of expenditure required for your project e.g. materials, equipment, professional fees, and production costs. Provide a separate cost for each item. For items of a significant nature, the Council may wish to see three quotations for these items. If you expect this project to generate an income please also provide details below.
EXPENDITURE INCOME EGGS- SMALL @£0.99 £188.10 EGGS- LARGE @£3.50 £52.50 EGGS SPECIAL@£2.50 £5.00 CRAFT ITEMS £10.00
TOTAL EXPENDITURE = £255.60 TOTAL INCOME = NIL b) Total needed for this project £255.60 Amount requested from SSTC £250.00 Balance outstanding £5.60
5. HOW WILL YOU RAISE ANY OUTSTANDING BALANCE? a) If you have made an application to other funders for this project, please tell us who they are, how much you have requested and when you expect a response.
THE SHORTFALL AND ANY ADDITIONAL EXPENSE WILL BE MET FROM GHRA’S RESERVES b) If you have made no other applications, do you intend to do so and to whom? N/A 3 c) If you have already raised funds for this project please tell us how much you have raised and how. N/A
d) Please tell us about any other plans to raise funds for this project.
SEE a) ABOVE If you are an established Stony Stratford Group, running a *recognised Annual event, please go straight to Question 12. *If unsure, please check with the Town Clerk
6. FINANCES OF YOUR GROUP.
7. GENERAL ACTIVITIES OF THE GROUP.
a) Tell us about the general activities of the group, including the aims and how often you meet.
b) Please write below what you do to ensure that, as far as possible, your activities are accessible by all sections of the community.
8. ADDRESS WHERE ACTIVITIES TAKE PLACE.
MOST EVENTS TAKE PLACE EITHER AT THE SMALL MEETING PLACE, BARFORD GALLEY HILL MK11 1PE
9. MONITORING PROGRESS. Please state what you hope to have achieved: a) Six months after receiving a grant b) Twelve months after receiving a grant
10. PUBLICITY AND MARKETING. a) How do you intend to publicise and market your project?
11. CONTACT PERSON. This is the person who has full knowledge of the application and can respond to any queries from SSTC.
12. SUPPORTING DOCUMENTS. In order for you application to be considered, the following documents are required:
X Accounts for the last financial year. If your accounts are more than six months old, please provide up-to-date income and expenditure accounts. If you operate a receipts and payments method of recording expenditure, and are in your first year of operation, please also forward copies of supporting bank statements.
4 If you are an established Stony Stratford Group, running a *recognised Annual event, please go straight to the declaration at the end of the document. *If unsure, please check with the Town Clerk
Constitution or Aims and Objectives (unless previously submitted) Latest Annual Report or AGM Minutes. Minutes of the last 3 Management Committee Meetings. Business Plan or Development Plan if available. Equal Opportunities Policy or statement. Child Protection Policy – please forward if your group works with children and young people under the age of 18.
If you are unable to supply any of these, please note the reason below.
DECLARATION: I certify that: X I have completed this form in full and have attached the required documents X The information contained in this application form is correct X I am authorised to make an application on behalf of:
Name of group ……GALLEY HILL RESIDENTS' ASSOCIATION. Signed…………………...... ………………………………… Name in capitals……SUE TITCHMARSH…………………………. Position in group……EVENTS ORGANISER……………………… Date…………………7th March 2021……………………………….
This form MUST be countersigned by the Treasurer or a Trustee:
Signed……………Roy Tony Adams…………………………………………………….. Name in capitals…… ROY ADAMS………………………………….. Position in group……TREASURER…………………………………… Date…………………7th March 2021…………………………………. FORMS MUST BE SUBMITTED AT LEAST 7 WORKING DAYS BEFORE A FULL COUNCIL OR F&GP MEETING TO BE CONSIDERED. FOR A FULL LIST OF MEETING DATES, PLEASE VISIT THE WEBSITE OR CONTACT THE CLERK ACCEPTANCE OF FUNDING On behalf (name of project or organisation) I (name) ______(Position held in organisation) ______Accept the conditions stipulated in the Stony Stratford Town Council Grant Scheme 2018/19 document in respect of the award made by Stony Stratford Town Council. I confirm that the report will be provided to the Town Council by ______Signed ______Date ______
5 6 G A L L E Y H I L L R E S I D E N T S A S S O C I A T I O N
INCOME AND EXPENDITURE STATEMENT 1/4/20-18/02/21
INCOME
Grants from MK Council £1,575.00 Donations £100.00 Monies from MK Community Foundation for tablets etc (net) £644.82 Monies from MK Councillor £100.00 Monies from SSTC £225.00 £2,644.82
EXPENDITURE
Cost of Newsletters £581.00 IT £189.49 Insurance £99.31 Easter event £150.00 Cost of tablets etc £284.82 Bookmarks £64.00 Colouring competiton £60.00 Litterpicking kit £72.96 Selection boxes £144.45 Pencil cases £99.90 Pens and pencils £414.00
Bunting etc for VE Day £100.00 Surplus of Income over Expenditure £384.89
£2,644.82
G A L L E Y H I L L R E S I D E N T S A S S O C I A T I O N
BALANCE SHEET as at 18/02/21
Current Assets Bank Account £2,644.17
Cash in hand £2.56 £2,646.73
Current Liabilities
Surplus at March 2020 £1,481.84 Newsletter reserve £480.00
Nature work reserve £300.00
Surplus of income over expenditure £384.89 0.00 £2,646.73 G A L L E Y H I L L R E S I D E N T S A S S O C I A T I O N
INCOME AND EXPENDITURE STATEMENT 1/4/19-31/3/20
INCOME
Donations from Individuals £20.00 paying-in slip 500030 (part)
Monies from MKC Councillors £300.00 bank statement 30
Grants from MK Council £1,550.00 bank statements 26 and 31
Monies fromSSTC for Easter Event 2019 £200.00 paying-in slip 500023 (part) Donations at coffee mornings and events £568.29 £2,638.29
EXPENDITURE
Cost of supplies for coffee mornings etc £9.90
Cost of Newsletters £432.00 cheque nos 800031,32,34,35,39,40,45,46,50
Insurance £99.31 cheque no 800043
Cost of pencils and pens £402.00 cheque no 800047
Easter Items 2019 £11.68 cheque no 800033
Cost of Christmas event 2019 £298.43 cheque nos 800041,42,44,48 and 49
Cost of Cambride trip £420.00 cheque nos 800036,37,38
Easter event 2020 £130.00 cheque nos 800051 and 52
IT £39.49 Bank statements 25.26,27,28,29,30,31 addition to reserve for Nature work £300.00 per agreement re monies from MKC councillors Surplus of Income over Expenditure £495.48
£2,638.29
G A L L E Y H I L L R E S I D E N T S A S S O C I A T I O N
BALANCE SHEET as at 31/3/20
Current Assets Bank Account £2,229.28 Cash in hand £32.56 £2,261.84
Current Liabilities
Surplus at March 2019 £956.36 unpresented cheque £30.00 Cost of Newsletters £480.00 Nature work reserve £300.00
Surplus of income over expenditure £495.48 1,451.84 £2,261.84 Please complete clearly, using black ink and in BLOCK CAPITALS
APPLICATION FOR FUNDING
Please complete the form as fully as possible. Not all questions may be appropriate to your organisation. Please ensure that appropriate financial information is provided.
Please also ensure that the declaration is signed by the persons making the declaration. The application will be invalidated if this is not the case.
Please confirm if you are applying for a grant of:
Up to £500 Yes
Above £500 No
NAME Mary Catton POSITION Volunteer Fund Raiser ORGANISATION STONY STRATFORD RIVERSIDE PARKS GROUP ADDRESS
POSTCODE TELEPHONE FAX E-MAIL WEBSITE https://www.facebook.com/StonyRPG/ CHARITY NUMBER (IF ANY) AMOUNT REQUESTED £450
1 1. PURPOSE OF APPLICATION.
We are making an application for £450 to support the annual Riverside Fair, which will take place on Saturday 25th September 2021. The Riverside Fair is organised by local volunteers and takes place on the Mill Field in Stony Stratford. This will be our 16th Riverside Fair that we have organised. A grant from Stony Stratford Town Council will enable us to continue to offer a range of free attractions and rides in a Covid 19 safe way for the children, families and residents of Stony Stratford and Galley Hill. We are mindful of the Covid factor and will be taking extra care to ensure everyone is safe.
2. DESCRIPTION OF PROJECT. Please give a full description of your project, or the purpose you require the grant for, including information on (a) aims (b) timescales (c) people, groups or organisations you will be working with, and (d) any other information that will bring the project to life.
Stony Stratford Riverside Parks Group first organised a Fair on the Mill Field in 2005. As part of our organisational aims, which include the aim of encouraging and supporting the increased use and enjoyment of the riverside areas in Stony Stratford. This natural space is important to the whole community and therefore is valuable as a source or leisure and enjoyment. We set up our Volunteer Group to liaise with the Parks Trust in Milton Keynes, who own and manage the land here. We were keen to see an increased use of the Mill Field by local families, particularly for recreational use by children, and activities to encourage understanding of the biodiversity of the area. Our annual Fair highlights the potential of the area and helps local families to make more active use of the field for family outings and picnics, to play on the playground equipment and generally to feel ownership of enjoy the largest area of open space in Stony Stratford. Another attraction is the Nectar garden which is designed to encourage and educate families in seeing how nature e.g. bees and wildflowers are an important part of biodiversity locally.
2021 will be our 16th annual fair and each year attendance has grown and we have increased the number and variety of attractions provided. Planning for the Fair usually begins in September of the preceding year and we have tried to ensure that all our attractions are confirmed early in the New Year. As the current pandemic has caused disruption to all our lives we were cautious this year, but have contacted all our attractions to say we are running the fair this year but will be doing it in September rather than June. We work closely with the Parks Trust to ensure that their aims are also reflected in our activities and they also have a stall on the day advertising the Park’s Trust’s activities. They also conduct the very popular bug hunt in the wildflower meadow during the Fair. A dedicated group of volunteers organise the setting up of the Fair on the day, from 10am onwards and the Fair opens at 1pm. Throughout the Fair our members support activities, act as stewards in the setting up of the attractions, organise the timetable, staff an information desk, answer queries and concerns and collect litter. We always have a qualified First Aider available on the Field. The Fair finishes at 4pm and the field is clear and cleaned by 5.30pm. There are mobile toilets on site, including a disabled toilet.
We try to ensure that our attractions and activities appeal to a wide range of local residents, but especially to families with young children. To that end we have managed each year to make this a Free Fair, with all the rides (simple fairground rides) and other activities that are paid for by grants, so that no local family feels excluded on the grounds of costs or expense. In addition we are keen to encourage young children to be active so alongside the activities listed we also each year try to put on additional active attractions. In previous years members of the MK Dons squad introduced football skills and Rugby Tots have organised a simple rugby skills session. Taking into account the need to be covid safe we will have all activities socially distant and will take extra care when organising the queues for each activity and stall.
7 In addition to activities aimed principally at young children there are a range of stalls on the field during the afternoon. These include stalls supporting local charities selling plants, biscuits and cakes and small toys and books etc., and local environmental groups as well as Fair Trade items. Last year we were entertained by the Wolverton Town Band and in previous years Bradwell Silver Band have played for an appreciative audience. This year we are planning a reduced size band which will be part of the Wolverton Band. Refreshments are provided by stall holders (simple snacks and cakes), the gourmet coffee van, ice cream van and a mobile catering van possibly Pizza van. Extra care will taken with queues and waiting for food.
3. APPLICATION BACKGROUND. a) What particular need will this application meet?
It enables us to provide a fun, accessible and affordable family day on the Mill Field in Stony Stratford. We are requesting £450 from Stony Stratford Town Council to enable us to continue to offer free activities for young children so although we would usually be having things like the Circus skills and The Punch and Judy show we will be down scaling the activities to ensure public safety. The Cost of the children’s entertainment will be replaced with trail activities such as races, scavenger hunt or nature trail, and other socially distanced activities. The cost will be approximately £250. This estimation of costs includes the need for sanitizers, PPE and signage. We will also need to have an extra toilet which costs £200.
How have you identified the need?
In 2005 we identified the Mill Field as a large, accessible, open area in Stony Stratford that was little used by families and young children. As a result in our first year as a Volunteer Group we established the Riverside Fair as a way of encouraging much wider use of the field generally. Since then we have also applied for grant money from WREN to buy and install the play equipment on the field and replaced the old picnic benches. We also planted a row of Black Poplars and seeded the wildflower area as a way of making the field more attractive to local families. b) If users are to be involved in managing the project, briefly explain how.
The Fair is organised and managed by the committee of Stony Stratford Riverside Parks Group. We have one group of users Hobby Horse Playgroup who are involved in the managing one aspect, this being the sponsored toddler run. This usually is a run round the wildflower meadow on the Mill Field to raise funds for their organisation. We are in discussion as to whether this will take place this year. Otherwise a number of local groups have stalls during the Fair to advertise and raise funds for their organisations. These usually include Slated Row School, Russell Street, Oxfam Bookshop, Branch Out MK (based at York House), local environmental groups, again we are discussing with them how to enable them to be covid safe. c) If users will not be involved in managing the project, briefly explain why.
Our volunteers can manage all necessary general organisation; users bring along everything we need from gazebos, water, tables, help with advertising, and ensure that the field is left as found. d) Please give an accurate figure for the number of people the project will serve.
We insure our event each year for 1000 attendees.
7 This is a local event advertised extensively to local families through the schools in Stony Stratford, Galley Hill and Old Stratford and by information on the Stony Live! Website, relevant facebook pages, local posters and local publications.
e) For how long will the project run?
25th September 2021 from 1.00pm until 4.00pm
4. BUDGET FOR THIS PROJECT. a) Give details of expenditure required for your project e.g. materials, equipment, professional fees, and production costs. Provide a separate cost for each item. For items of a significant nature, the Council may wish to see three quotations for these items. If you expect this project to generate an income please also provide details below.
EXPENDITURE INCOME (2019-20) Event Insurance £266 Ancell Trust £100 Toilets (incl disabled) £500
Emmett’s Fairgd rides £1050 Community fund £950 Covid safe PPE, Hand sanitizers Covid spacing signage £50
Games, Scavenger trail, toddler Comedy night £ 265 runs £200 Wolverton Town Band £400
Craft tent costs £ 25 Planning permission ?
TOTAL EXPENDITURE = £2491 TOTAL INCOME = £ 1315.00
b) Total needed for this project £ 2491.00
Amount requested from SSTC £450.00
Balance outstanding £ 726.00
5. HOW WILL YOU RAISE ANY OUTSTANDING BALANCE? a) If you have made an application to other funders for this project, please tell us who they are, how much you have requested and when you expect a response.
7 Because we applied for the Community fund grant last year we will not be contacting them this year. They kindly gave us £950 which I have included in the financial statement. .
b) If you have made no other applications, do you intend to do so and to whom? We will be running the fair because we feel the needs that the well being of the local residents is important. Lots of talk has been on the mental health of all groups including children so the need for an afternoon of play and relaxation can really benefit the local population.
c) If you have already raised funds for this project please tell us how much you have raised and how. Last year as each year we apply for different grants and last year we were successful. We obtained grants from:-
The Ancell Trust in Stony Stratford has granted us £100
We are applying to the Milton Keynes Community Fund for the sum of £950. This we did receive in May 2020. As the fair did not happen in 2020 we have carried over this money for this year’s fair.
.d) Please tell us about any other plans to raise funds for this project.
We are aiming to become more sustainable by offering a number of different events throughout this year but more than likely next year. We intend, if possible to offer another Comedy night and possibly a quiz.
6. FINANCES OF YOUR GROUP. Total income of your organisation in (2019-20) £1315.00
Total amount spent in the last financial year £00.00
Current unrestricted reserves or savings £3345.00
7. GENERAL ACTIVITIES OF THE GROUP.
a) Tell us about the general activities of the group, including the aims and how often you meet.
Our Volunteer Group was established in 2005 with the support of the Parks Trust in Milton Keynes. Our aims are to: Promote the interests of Stony Stratford and its surrounding areas in connection with keeping the riverside parks including(but not limited to) the Mill Field, Toombs Meadow and the Nature Reserve well maintained and used in an environmentally sound and socially responsible and sustainable way including an annual Fair on the Mill Field and the inclusion of local children and families To work to create new planting and recreational use, and keep trails and public access open by encouraging responsible use, supporting volunteer work and cooperating with Milton Keynes Parks Trust and other user groups, land managers and public bodies. To establish and maintain a Nectar Garden on the Millfield to encourage bees and insects and increase biodiversity of species on the Millfield. This is supported by the Parks Trust and by Stony Stratford in Bloom.
7 Planting trees in Mortimer Park. This has been a great success and we currently have over 30 new trees planted. Maintenance of this area is ongoing.
The group meets monthly to plan for the Riverside Fair, exchange information about events and activities in the riverside parks and respond to requests for volunteer help in maintaining and improving the wildlife areas owned by the Parks Trust.
Throughout the year our members: Plan, organise and manage the Riverside Fair. Maintain a list of stall holders and charities that take part in the Fair. Organise an event evening towards the end of the year to raise funds for the Fair. Collaborate with the Parks Trust on their events which offers information and activities to Milton Keynes residents on the work of the Parks Trust. Take part in volunteer working parties to maintain and improve the Nature Reserve. As a result, since 2005, this has once again become an important stopping off point for migrating birds. Meet annually with the Stony in Bloom judges to highlight the role of the Riverside areas in enhancing the local environment. In the winter months volunteers regularly top up the bird feeders in the Nature Reserve and monitor bird visitors to the reserve.
b) Please write below what you do to ensure that, as far as possible, your activities are accessible by all sections of the community.
Entrance to the Fair is free and the children’s’ activities are also free to enable all families to participate fully. There is level approach to the Mill Field from Willow Lane. Toilets are provided, including a disabled toilet. There is a qualified First Aider on the field at all times. We have a wide range of stalls that appeal across the age ranges, including plant sales, honey, toiletries. In addition the Wolverton Band has always proved popular with older members of the community.
8. ADDRESS WHERE ACTIVITIES TAKE PLACE.
The Mill Field Stony Stratford
Tel: E-mail:
9. MONITORING PROGRESS. Please state what you hope to have achieved: a) Six months after receiving a grant
We hold a meeting soon after the Fair to review the day and begin planning for the following year. Within a month of the Fair we produce a report which goes to our supporters, including Stony Stratford Town Council and the Milton Keynes Community Fund. This is also published in the Town Crier. Six months after the Fair we expect feedback from local people and groups to have been favourable and to have sufficient funds in our account to begin planning for the following year.
7 b) Twelve months after receiving a grant
Continuing the cycle of successful events - another successful Fair in 2022 but hopefully we will hold the Fair in June..
10. PUBLICITY AND MARKETING. a) How do you intend to publicise and market your project?
Each year members of the group visit local primary schools to advertise the Fair, usually during a whole school assembly. This year two of our members wrote and performed a rap that they taught to the children.
We also contact the local free newspapers and magazines. Details of the Riverside Fair are included in the publicity and booklet advertising on posters that will be put up locally around the town. Details of the fair are included in local publications such as The Town Crier. The Park’s Trust lists the Fair in their events diary each year.
We have an active facebook page: https://www.facebook.com/StonyRPG/ which is used to advertise our events, let people know what else is happening with the group and as a contact point for people and groups wishing to participate in our activities.
11. CONTACT PERSON. This is the person who has full knowledge of the application and can respond to any queries from SSTC.
Name: Mary Catton Position in organisation: Volunteer Fund Raiser Address:
Tel: E-mail:
12. SUPPORTING DOCUMENTS. In order for you application to be considered, the following documents are required:
* Accounts for the last financial year. If your accounts are more than six months old, please provide up-to-date income and expenditure accounts. If you operate a receipts and payments method of recording expenditure, and are in your first year of operation, please also forward copies of supporting bank statements. Constitution or Aims and Objectives– previously submitted Latest Annual Report or AGM Minutes. Minutes of the last 3 Management Committee Meetings. Business Plan or Development Plan if available. Equal Opportunities Policy or statement. Child Protection Policy – please forward if your group works with children and young people under the age of 18.
7 If you are unable to supply any of these, please note the reason below.
DECLARATION: I certify that: I have completed this form in full and have attached the required documents The information contained in this application form is correct I am authorised to make an application on behalf of:
Name of group Stony Stratford Riverside Parks Group Signed…………………………………………………………………… Name in capitals……………………………………………………….. Position in group……………………………………………………..... Date……………………………………………………………………...
This form MUST be countersigned by the Treasurer or a Trustee:
Signed………………………………………………………………….. Name in capitals………………………………………………………. Position in group………………………………………………………. Date……………………………………………………………………...
FORMS MUST BE SUBMITTED AT LEAST 7 WORKING DAYS BEFORE A FULL COUNCIL OR F&GP MEETING TO BE CONSIDERED. FOR A FULL LIST OF MEETING DATES, PLEASE VISIT THE WEBSITE OR CONTACT THE CLERK
ACCEPTANCE OF FUNDING
On behalf (name of project or organisation) I (name) ______(Position held in organisation) ______Accept the conditions stipulated in the Stony Stratford Town Council Grant Scheme 2016/17 document in respect of the award made by Stony Stratford Town Council. I confirm that the report will be provided to the Town Council by ______
Signed ______Date ______
7 10. NALC ‘Make a Change’ Campaign Full Council Agenda Item 10. 16th March 2021
1. Purpose of report: to enable the Council to consider joining the NALC ‘Make a Change, Become a Councillor’ Election campaign. Click here for more details. 2. Reasons for joining: Encourage members of the community to become Councillors, now or in the future. To ensure compliance Local Council Award Quality Status, Criteria 9 ‘promotion of democratic processes.’ Give prospective candidates all the information necessary on the role of a Councillor and how to become one.
3. Current Publicity NALC Advert in Town Crier NALC Advert on website Chairman Annual Report includes reference to Elections and to contact the Clerk for more information. 4. Next Steps to consider Adapting the attached to suit Council’s needs. Suggested is rather than events – ‘The Retiring Chair is happy to meet with anyone interested in learning more. The Clerk is also available to answer any questions.’ Insert Contact details and quote from the Chair’ Updating SSTC Council information and inserting on website
Council is asked to CONSIDER formally joining the NALC ‘Make a Change, become a Councillor Election Campaign by issuing an adapted form of the attached Press Release and AGREEING the next steps.
The aim of the Make A Change campaign is to call on people – especially those undiscovered community heroes – who are passionate about our local area to put themselves forward to be elected to sit on a local (parish and town) council as a councillor. The campaign will run from
Today, there are 10,000 local councils in England, with 100,000 councillors. They are the heroes of their communities and give residents a voice on the decisions the council makes. With this campaign, we want to let prospective councillors know that through the work of a councillor, they can make a real difference in our community.
The work our council does is both exciting and rewarding.
We are now asking people who want to improve the quality of life for their fellow residents to see
— CONTINUES —
Q&A: What residents need to know about becoming a local councillor
Who can stand?
There are only a few rules to stand for election. Residents must be:
A British citizen, or a citizen of the Commonwealth, or the European Union 18 years of age or older Live in an area that is served by a local council
Does the role require much time to be dedicated to it?
On average, it will be three hours a week. This often includes attending meetings, engaging with residents and speaking on behalf of the council to other bodies.
How can people apply to stand?
Contact
— ENDS —
Note to editors
About:
Weblinks:
Contact:
Member Agenda Item Report Form
Date of meeting: …March 16 2021…………………………………….
Agenda Item: To ask the Council to amend Financial Regulations to add an additional criterion for awarding contracts reflecting the benefit to the local economy.
Background Information: At the Council meeting in January, when discussing the award of the contract for landscape maintenance, a question was raised about the possibility of awarding the contract to a company based within the area of the Town Council. Cllrs Gifford and Welch believe that such an approach should be considered by the Council when awarding future contracts in order to attract local businesses and to provide economic support to the local community where possible. Such an approach would complement the decision-making outlined in the Best Value methodology for the awarding of contracts.
Recommendation: To amend Financial Regulations to allow for the consideration of awarding of financial contracts to consider the benefit to the local economy.
Cllrs Welch and Gifford 12. Grant Funding Scheme 2021/22 Full Council 16th March 2021: Agenda Item 12.
Purpose of report: Annual review of Grant Funding Scheme and for to enable Council to consider whether the Grant Scheme and associated grant application form are fit for purpose for the forthcoming Financial Year. Background: The scheme and form were amended in March 2018 and March 2019 as outlined below. No changes (other than simplification of Finance and Human Resources Committee name to Finance Committee for the form) were made in 2020: MIN 18/025 GRANT FUNDING SCHEME 2018/19: a) Council RESOLVED to adopt the 2018/19 scheme with the TC suggested amendment at the foot of the document, concerning Data Protection Legislation, to ADD the words ‘and any subsequent legislation’. Action: TC to amend b) Grant Form: Council RESOLVED to adopt the amended grant from with the following additional amendment ‘We would anticipate that any grant recipients would have the relevant controls in place to comply with the current Data Protection Legislation.’ Action: TC to add amendment and organise publication.’
MIN 19/026 GRANT FUNDING SCHEME 2019/20: Council NOTED the report and after some discussion, RESOLVED to a) ADOPT the 2019/20 grant funding scheme with the following amendments (RG/CB): i) Eligibility: REMOVE Data Protection section and put as a separate numbered item ii) Conditions of award: remove italics (which are for new items only) iii) REMOVE ‘For applicants not yet ready to begin a project:’ b) AMEND the 2019/20 Grant Application form with the following amendments (RG/CB): i) In the comment box on Page 1 ADD ‘Please sign before submitting’ ii) In the checklist on the final page ‘Please sign before submitting’
MIN 20/044 GRANT FUNDING SCHEME 2020/21: Council NOTED the report, reviewed the scheme (including form), agreed no changes were necessary and therefore RESOLVED to approve. One minor change was made to simplify the scheme: Application Process, 4th line REMOVED ‘and General Purposes’. REASON: If the name of the now ‘Finance and Human Resources Committee’ is changed again, it will not then require amendment to the wording.
RFO (TC): Having reviewed both documents, Council may wish to consider the following recommendations to amend the form: INSERT: 1. New box stating the budget amount in the relevant year. 2. New paragraph on process and to manage expectations: INSERT: ‘NOTE: There is a limited budget for grants and in the unlikely event that a grant application is for £5,000 or above, this will need to be considered at a Full Council meeting in accordance with Financial Regulation 4’.
3. In addition, creating a new look form using Microsoft Forms which can be completed on the website Council is asked to CONSIDER the: a) Grant scheme (including form): please click here for the scheme. b) Grant Application Form: please see attached.
Agree any changes and make a resolution to adopt for 2021/22.
Council is asked to CONSIDER the 2021/22 grant scheme (including form), agree any changes and make a resolution to adopt. Please complete clearly, 2021/22 Budget: £7,100 using black ink and in BLOCK CAPITALS and SIGN before submitting
APPLICATION FOR FUNDING 2021/22
Please complete the form as fully as possible. Not all questions may be appropriate to your organisation. Please ensure that appropriate financial information is provided.
Please also ensure that the declaration is signed by the persons making the declaration. The application will be invalidated if this is not the case. We would anticipate that any grant recipients would have the relevant controls in place to comply with the current Data Protection Legislation
Please confirm if you are applying for a grant of:
Up to £500
Above £500 NOTE: There is a limited budget for grants and in the unlikely event that a grant application is for £5,000 or above, this will need to be considered at a Full Council meeting in accordance with Financial Regulation 4.
NAME POSITION ORGANISATION ADDRESS
POSTCODE TELEPHONE FAX E-MAIL WEBSITE CHARITY NUMBER (IF ANY) AMOUNT REQUESTED £
1 1. PURPOSE OF APPLICATION.
If you are an established Stony Stratford Group, running a *recognised Annual event, please go straight to Question 4. *If unsure, please check with the Town Clerk
2. DESCRIPTION OF PROJECT. Please give a full description of your project, or the purpose you require the grant for, including information on (a) aims (b) timescales (c) people, groups or organisations you will be working with, and (d) any other information that will bring the project to life.
2 3. APPLICATION BACKGROUND. a) What particular need will this application meet?
b) How have you identified the need?
c) If users are to be involved in managing the project, briefly explain how.
d) If users will not be involved in managing the project, briefly explain why.
e) Please give an accurate figure for the number of people the project will serve. f) For how long will the project run?
4. BUDGET FOR THIS PROJECT. a) Give details of expenditure required for your project e.g. materials, equipment, professional fees, and production costs. Provide a separate cost for each item. For items of a significant nature, the Council may wish to see three quotations for these items. If you expect this project to generate an income please also provide details below.
EXPENDITURE INCOME
TOTAL EXPENDITURE = TOTAL INCOME = 3 b) Total needed for this project £
Amount requested from SSTC £
Balance outstanding £
5. HOW WILL YOU RAISE ANY OUTSTANDING BALANCE? a) If you have made an application to other funders for this project, please tell us who they are, how much you have requested and when you expect a response.
b) If you have made no other applications, do you intend to do so and to whom?
c) If you have already raised funds for this project please tell us how much you have raised and how
d) Please tell us about any other plans to raise funds for this project.
If you are an established Stony Stratford Group, running a *recognised Annual event, please go straight to Question 12. *If unsure, please check with the Town Clerk
6. FINANCES OF YOUR GROUP. Total income of your organisation in the last year £
Total amount spent in the last financial year £
Current unrestricted reserves or savings £
7. GENERAL ACTIVITIES OF THE GROUP. a) Tell us about the general activities of the group, including the aims and how often you meet
b) Please write below what you do to ensure that, as far as possible, your activities are accessible by all sections of the community.
4 8. ADDRESS WHERE ACTIVITIES TAKE PLACE.
……………………………….. ……………………………….. ……………………………….. ………………………………..
Tel: Fax: E-mail:
9. MONITORING PROGRESS. Please state what you hope to have achieved: a) Six months after receiving a grant
b) Twelve months after receiving a grant
10. PUBLICITY AND MARKETING. a) How do you intend to publicise and market your project?
11. CONTACT PERSON. This is the person who has full knowledge of the application and can respond to any queries from SSTC.
Name: Position in organisation: Address:
Tel: Fax: E-mail:
5 12. SUPPORTING DOCUMENTS. In order for you application to be considered, the following documents are required:
Accounts for the last financial year. If your accounts are more than six months old, please provide up-to-date income and expenditure accounts. If you operate a receipts and payments method of recording expenditure, and are in your first year of operation, please also forward copies of supporting bank statements.
If you are an established Stony Stratford Group, running a *recognised Annual event, please go straight to the declaration at the end of the document. *If unsure, please check with the Town Clerk
Constitution or Aims and Objectives (unless previously submitted) Latest Annual Report or AGM Minutes. Minutes of the last 3 Management Committee Meetings. Business Plan or Development Plan if available. Equal Opportunities Policy or statement. Child Protection Policy – please forward if your group works with children and young people under the age of 18. Signatures – Please ensure the form is signed by the grant applicant and countersigned by the treasurer. Signed forms which have been scanned in and sent via email will be accepted.
If you are unable to supply any of these, please note the reason below.
DECLARATION: I certify that: I have completed this form in full and have attached the required documents The information contained in this application form is correct I am authorised to make an application on behalf of:
Name of group ……………………………………………………….. Signed…………………………………………………………………… Name in capitals……………………………………………………….. Position in group……………………………………………………..... Date……………………………………………………………………...
This form MUST be countersigned by the Treasurer or a Trustee:
Signed………………………………………………………………….. Name in capitals………………………………………………………. Position in group………………………………………………………. Date……………………………………………………………………...
FORMS MUST BE SIGNED AND SUBMITTED AT LEAST SEVEN WORKING DAYS BEFORE A FULL COUNCIL OR FINANCE MEETING TO BE CONSIDERED. FOR A FULL LIST OF MEETING DATES, PLEASE VISIT THE WEBSITE OR CONTACT THE CLERK
6 ACCEPTANCE OF FUNDING
On behalf (name of project or organisation) I (name) ______(Position held in organisation) ______Accept the conditions stipulated in the Stony Stratford Town Council Grant Scheme 2021/22 document in respect of the award made by Stony Stratford Town Council. I confirm that the report will be provided to the Town Council by ______
Signed ______Date ______
7 13. Members’ Allowances 2021/22 Full Council 16th March 2021 Agenda item: 13
This item is brought forward to allow the Council to agree its scheme of members’ allowances for the upcoming year 2019/2020. It is for the Town Council to set its own allowances taking into account guidance provided by the Independent Remuneration Panel (IRP) convened periodically by the principal authority, Milton Keynes Council. Allowances are set in accordance with the provisions of the Local Authorities (Members Allowances) (England) Regulations 2003 and subsequent amendments.
The Independent Review Panel (IRP) (who usually meet on a 3yearly basis) met in early 2014 and we were informed in August 2018 that the panel, having only received two submissions, to continue with the recommendations of the 2014 Panel for Parish and Town Councils. The link to the report is here
MKC Scheme of Councillors’ Allowances: The Independent Remuneration panel met in January 2018 and a copy of the report can be found here. The 2020/21 MKC Scheme of Allowances can be found here: MKC reviewed the scheme of allowances on 22nd January 2020 and agreed it would adopt this Scheme after taking into account the recommendations made by the Independent Remuneration Panel in 2017/18. The Stony Stratford scheme broadly follows the MKC scheme, however not all the elements of the MKC Scheme are applicable to Parish and Town Councils and this was reflected in the 2019/20 approved in March 2019 then readopted in March 2020. Note: The following amendment was agreed in March 2020: ‘It is envisaged that following the elections in May 2020 that all 10 will be elected and therefore eligible to be paid allowances under this scheme’. However, the Elections did not take place due to Covid-19. The draft 2021/22 Stony Stratford Scheme is attached (appendix A),
Elected Members are reminded that the 2015/16 budget was set based on a 25% reduction in allowances provided under the 2014/15 scheme (chairman £1416/annum; members £708/annum). This would provide parish basic allowances of chairman £1062/annum and members £531/annum. The 2021/22 budget was set based on no change to the 2020/21 allowances (retained at the same level since 2015/16)
With the above information;
Basic Parish Allowance (for Elected Members only): In setting this allowance, the council should take into account its size of budget, whether it holds Local Council Award Scheme status and the recommended maximum allowance as set by the independent remuneration panel.
You are asked to AGREE whether the basic parish allowance will be paid for 2021/22, and if so, at what level you wish to set the allowance.
Travel and Subsistence Allowances (for full and co-opted members): The travel and subsistence allowances were established at the same levels as agreed for officers and similarly indexed. This Council agreed to adopt the recommendations for travel and subsistence allowances from the outset and has continued to do so.
The Travel and Subsistence Allowances for 2021/22 are recommended at: the same rates and conditions applicable to Office and HMRC rates where applicable.
1 of 2 All reasonable claims for subsistence expenses whilst carrying out Approved Duties can be paid provided they are supported by valid receipts. Approved Duties are defined as duties undertaken as a member of this Council outside the parish.
You are asked to AGREE the travel and subsistence allowances for 2021/22 and to reconfirm the definition of Approved Duties.
Childcare and Dependant Carers’ Allowance: As per the NALC LTN 33, Point 28:
‘Dependants’ Carer’s Allowance 28. Parish and town councillors are not entitled to claim this allowance under the regulations and yet it is available under the new regulations, for example, to those district councillors with Dependant children.’
It should be noted that a scheme of expenses for volunteers to the Council was agreed in March 2011 and this remains in place until amended by resolution of the Council.
Agreement of the above items will allow the Scheme of Members’ Allowances to be prepared and distributed. Publicity of the scheme will be done in accordance with the requirements of the Regulations.
Lynne Compton, Town Clerk and RFO 11th March 2021
2 of 2 SCHEME OF MEMBERS’ ALLOWANCES 2021-22
2019-20 Scheme: Adopted: Full Council 0319 Min 19/027 2020-21 Scheme: Adopted: Full Council 0320 Min 20/045 2021-22 Scheme: for review – Changes highlighted 1. This Scheme is made under the terms of the Local Authorities (Members' Allowances) (England) Regulations 2003. 2. At the meeting of the Council on 20 March 2019, it was agreed that the Council would adopt this scheme after taking account of the recommendations made by the Milton Keynes Council Independent Remuneration Panel in March 2014. 3. Stony Stratford Town Council currently has 10 councillors, who serve a 4-year term of office, It is envisaged that following the elections in May 2021 that all 10 will be elected and therefore eligible to be paid allowances under this scheme. Basic Allowance 4. The Panel points out that by virtue of regulation 25(10) of the Local Authorities (Members' Allowances) (England) Regulations 2003, as amended by regulation 4 of the Local Authorities (Members' Allowances) (England) (Amendment) regulations 2004, the Parish Basic Allowance may be paid only to elected members of parish or town councils. Members of Parish and Town Councils (i.e. councillors) who have been co-opted or appointed (by virtue of Section 76 Local Government and Public Involvement in Health Act 2007) on to council in lieu of candidates coming forth at election time are not entitled to the Parish Basic Allowance. They are however entitled to claim travel and subsistence allowances where appropriate. 5. All councillors, excluding the chairman, receive a Basic Allowance of £531 per annum. This is paid in 2 instalments, one in June and one in December, and is subject to both tax and National Insurance contributions where applicable. It is the councillor’s responsibility to notify HM Customs and Revenue of any income derived under this scheme. 6. The chairman receives a Basic Allowance of £1062 per annum. This is paid in 2 instalments, one in June and one in December, and is subject to both tax and National Insurance contributions where applicable. It is the chairman’s responsibility to notify HM Customs and Revenue of any income derived under this scheme. 7. The Council may still pay an allowance to the chairman to cover the expenses of the office under the terms of the Local Government Act 1972 s15(5). 8. If a councillor ceases to be a councillor before the end of his or her term of office, payment of the allowance ceases and a pro rata calculation is made to ensure that the councillor receives the right amount of allowance. The entitlement to payment is calculated on a daily basis over a given year. If necessary, an adjustment for under or overpayment may have to be made to ensure that the correct final payment is made, and the Council reserves the right to recover any overpayments of Basic Allowance. 9. The Basic Allowance is intended to recognise the time commitment of all elected councillors, including such inevitable calls on their time as meetings with officers and constituents. It is also intended to cover incidental costs, such as the use of their homes for council business. Travel and Subsistence 10. Re-imbursement to councillors for travel and subsistence will be paid at the current rates agreed by the National Joint Council (NJC) for the reimbursement of Council officers.
1 of 2 11. From 1 April, 2016 mileage claims are no longer liable for tax and National Insurance contributions. 12. Councillors will be reimbursed the full cost of travelling by the most appropriate means of transport at standard class rates whilst carrying out Approved Duties, provided a valid receipt (bus ticket etc), is produced to substantiate the claim. 13. All reasonable claims for subsistence expenses whilst carrying out Approved Duties will be paid provided they are supported by valid receipts. As there is no profit element in the payment of subsistence claims, this allowance is not subject to tax or National Insurance contributions.
Claimable Allowances 14. There is a 3-month time limit for submitting claims for the claimable allowances above i.e. Travel and Subsistence Allowances. Forgoing Allowances 15. A councillor may forgo all or part of any allowances to which he or she is entitled, provided he or she has given notice in writing to the Clerk of the Council. A councillor can revoke any previous decision made under this clause by giving notice in writing to the Clerk to the Council, and payments will commence from the date that the Clerk is in receipt of any such notice. Suspensions and Withholding Allowances 16. In the event of a councillor being suspended for a breach of the Code of Conduct adopted by the Council on 17 July 2012, allowances will not be paid to the councillor concerned during the period of suspension. 17. If necessary, a pro-rata calculation will be made based on the number of days in the Council year concerned to determine if an adjustment for under or overpayment needs to be made to ensure that the correct amount is withheld during the suspension period. The Council reserves the right to recover any overpayments.
Approved Duties 20. Approved Duties under the scheme for which the Travel and Subsistence Allowances is payable, is defined as:
Duties undertaken as a member of the Council outside the parish of Stony Stratford Duration 21. The above Scheme of Allowances is operative from 1 April 2021 until 31 March 2022 or such other time as agreed by Council.
2 of 2