MINUTES OF BIGGLESWADETOWN COUNCIL MEETING HELD ON TUESDAY 28 AUGUST 2012 AT THE OFFICES OF BIGGLESWADE TOWN COUNCIL, THE OLD COURT HOUSE, SAFFRON ROAD BIGGLESWADE
Present:Cllr T Woodward (Chair), Cllr D Albone, Cllr I Bond, Cllr B Briars, Cllr Ms S Mulchrone, Cllr S Watkins, Cllr Mrs W Smith, Cllr Mrs H Ramsey, Cllr Mrs M Russell, Cllr R Skinner, Cllr G Wilson.
Rob McGregor (Town Clerk)
Louise Wilcox (Deputy Town Clerk)
8 members of the public
- APOLOGIES
Cllr D Lawrence, Cllr Mrs J Lawrence, Cllr P Woodward.
Sgt G Kidd.
- DECLARATION OF INTERESTS
(a)Prejudicial interests -There were no prejudicial interests declared.
(a)Personal Interests - There were no personal interests declared.
- TOWN MAYOR'S ANNOUNCEMENTS
The Town Mayor reported on the sad news of the death of Cllr Peter Vickers, a long standing Town and District Councillor.
The Deputy Town Mayor gave a eulogy to Cllr Vickers.
A two minutes silence was held in memory of Cllr Vickers.
The Town Mayor provided details of the funeral arrangements for Cllr Vickers.
4. PUBLIC OPEN SESSION
Neil Spencer representing Fairtrade Biggleswade made councillors aware of Fairtrade fortnight which is an annual event and will be taking place in early 2013.
5.BEDFORDSHIRE CONSTABULARY
Members reviewed a report provided by Sgt G Kidd detailing crime statistics between 24/07/12 and 27/08/12.
Councillors resolved to once again write to Sgt G Kidd requesting attendance at Council meetings.
6.INVITED SPEAKERS
There were no invited speakers.
7.FAIRTRADE IN BIGGLESWADE
Cllr B Briars requested that item 11fbe moved up the agenda.
The Chair suspended Standing Orders to enable this item to be discussed.
A request has been received asking that BiggleswadeTown, recognise and support the Principals of Fairtrade.
Cllr B Briars explained that he had requested this item be included on the agenda.
Councillors discussed the motion and noted the difference between supporting this motion and of formally adopting Fairtrade.
The chair re-instated standing orders.
Cllr B Briars proposed a recorded vote be taken.
Cllr D Albone secondedthis proposal.
Cllrs R Skinner, B Briars, D Albone, Mrs M Russell, I Bond, Mrs H Ramsay, Ms S Mulchrone and S Watkins voted in favour of the motion.
Cllr G Wilson voted against the motion.
Cllr Mrs W Smith abstained from voting.
It was RESOLVED that BiggleswadeTown, recognise and support the Principals of Fairtrade.
8.MINUTES OF MEETINGS
a.Members received and approved Minutes of the Council meeting held on 24 July 2012 at the Offices of Biggleswade Town Council, The Old Court House, Saffron Road, Biggleswade.
b.Members received and approved Minutes of the Planning meeting held on 14 August 2012 at the Offices of Biggleswade Town Council, The Old Court House, Saffron Road, Biggleswade.
c.Recommendations of the Off Street Car Parking Committee
Members received and approvedrecommendationsof the Off Street Car Parking meeting held on 14 August 2012 at the offices of Biggleswade Town Council, The Old Court House, Saffron Road, Biggleswade.
d.Recommendations of the Personnel Committee
Cllr Mrs W Smith stated that she did not believe that the Town Clerk’s annual PDR had been carried out incorrectly in previous years and that she felt the proposal for three councillors to conduct the PDR excessive.
Cllr G Wilson felt that the proposals for the Town Clerk’s PDR was oppressive.
Councillors discussed Cllr Mrs W Smith comments and also the guidance offered by BAPTC.
Cllr B Briars proposed that a vote be taken to approve the recommendations of the meeting held on 8August 2012. Cllr R Skinner seconded this proposal.
Cllrs R Skinner, B Briars, D Albone, Mrs M Russell, I Bond, Mrs H Ramsay, Ms S Mulchrone and S Watkins voted in support of the motion.
Cllrs Mrs W Smith and G Wilson voted against the motion.
The recommendations of the personnel meeting held on 8th August were approved.
8.MATTERS ARISING
a.Minutes of the Council meeting held on held on 24 July 2012
There were no matters arising
b.Minutes of the Off Street Car Parking meeting held on14 August 2012
There were no matters arising
9.PLANNING APPLICATIONS
a.CB/12/02835/RM – Land South of, Potton Road, Biggleswade. Reserved Matters of Access, Appearance, Landscaping, Layout and Scale for the erection of 39 dwellings at plots 31 & 32 pursuant to outline planning permission MB/03/01205/Out; dated 13/11/2006.
It was RESOLVED that the Town Council raise no objection to this application provided the neighbours are consulted and that any comments they may make are considered by CBC in their deliberations.
10.ACCOUNTS
a. Financial Administration
Members received and adopted the following accounts:
i. Detailed Balance Sheet to 30 June 2012
ii. Summary of Income & Expenditure.
iii. Current Bank Account, receipts and payments to 30 June 2012
i. Detailed Balance Sheet to 31 July 2012
ii. Summary of Income & Expenditure.
iii. Current Bank Account, receipts and payments to 31 July 2012
11. ITEMS FOR CONSIDERATION
a. Members were asked to consider holding two Council meetings per month.
Members RESOLVED to hold two Council meetings per month, the first meeting to be held on the second Tuesday of the month and the second meeting to be held on the fourth Tuesday of the month.This would remove the Planning Committee from the schedule of Council meetings.
b. Standing Orders
Cllr Mrs M Russell proposed that a vote be taken to adopt the Standing Orders.
Cllr Mrs H Ramsay seconded this proposal.
Members RESOLVED to adopt the Standing Orders.
Cllr T Woodward thanked the members that participated in the working group to review standing orders.
c. Financial Regulations
Cllr Mrs H Ramsey proposed that a vote be taken to adopt the Financial Regulations.
Cllr B Briars seconded this proposal.
Members RESOLVED to adopt the amended Financial Regulations.
d. Terms of Reference for Town Council & Town Council Committees
Cllr B Briars proposed that a vote be taken to adopt the Terms of Reference for Town Council & Town Council Committees.
Cllr R Skinner seconded this proposal.
Members RESOLVED to adopt the amended Terms of Reference for Town Council & Town Council Committees.
e. Guidelines for Chairmanship
Cllr B Briars proposed that a vote be taken to adopt the amended Guidelines for Chairmanship.
Cllr R Skinner seconded this proposal.
Members RESOLVED to adopt the amended Guidelines for Chairmanship.
g. Replacement Gas Boiler at The Old Court House
Members considered quotations A, B and C for the replacement gas boiler.
Cllr B Briars provided to members an explanation of each of the three quotations.
Members discussed each of the three quotations.
Following discussion of each quotation Cllr R Skinner proposed that the Council accept Quotation A and a vote be taken.
Cllr B Briars seconded this proposal.
Members RESOLVED to accept Quotation A to the value of £19,560.00.
h. Quality Status
Members discussed the establishment of a working group, to progress the Town Council achieving Quality Status.
Cllrs Mrs M Russell, Ms S Mulchrone, B Briars, I Bond and T Woodward all volunteered to sit on this working group.
- Repairs to DroveRoadCemetery Chapel
Members discussed Quotations A,B and C for the essential repairs to the Cemetery Chapel at Drove Road.
The difficulty in obtaining quotations from suppliers able to price the entire works in line with the Condition Survey and recommendations prepared by Levitt Partnership was noted.
Members discussed the need to proceed with these works at the earliest opportunity to avoid further deterioration and it was agreed that the works be undertaken in one contract.
Cllr Mrs M Russell proposed that Quotation A be accepted and that Levitt Partnership be instructed to review the submission prior to award of the works and to oversee the project management and execution of the works.
Cllr B Briars seconded this proposal.
Members RESOLVED to accept Quotation A to the value of £32,675.00 and to instruct Levitt Partnership accordingly.
j. Town Council Photo Copier
At a meeting of the Town Council on the 24th July 2012, the Town Council resolved to accept a quotation for a replacement photo copier, subject to a three year contract and the copy costs remaining the same for the period of the contract.
The current photo copier is owned by the Town Council has no trade in value.
Members are asked to consider donating the current photocopier to a local voluntary group.
Members RESOLVED that once the new copier be in place the existing photocopier be donated to a local voluntary group,
k. Town Council Web Site
Cllr Mrs M Russell on behalf of the web site working group provided an explanation of the three quotations that had been received. Cllr Mrs M Russell explained that after careful consideration of each proposal members of the working group had unanimously agreed that Quotation B was the preferred choice.
Cllr Mrs H Ramsay explained that the new website should be up and running during October and could therefore feature information of arrangements for the forthcoming Remembrance Day event.
Cllr B Briars proposed that the Council accept Quotation B.
Cllr R Skinner seconded this proposal.
Members RESOLVED to accept Quotation B.
Cllr T Woodward requested the web site working group should continue to meet until the new web site is up and running.
12. ITEMS FOR INFORMATION
There were no items for information.
13. PUBLIC OPEN SESSION
A member of the public asked what additional information members would wish to see in the Police crime report. The member of the public advised that she sits on the Biggleswade Community Safety Group and could feed this back.
Cllr T Woodward explained that in the past reports have provided a more specific breakdown to geographical areas, this has been useful and has also enabled the council to utilise the mobile CCTV camera to monitor issues.
Cllr Mrs M Russell suggested it would be interesting to consider the impact of the tables situated to the front of the New Inn public house. Cllr Mrs M Russell stated that the Town Council need to understand the police position on this matter with regards to the enforcement of the alcohol ban.
A member of the public commented on the positive work that the Council is currently undertaking with a new website being developed and new Christmas lighting being considered.
14.EXEMPT ITEMS
The following resolution was moved that is advisable in the public interest that the public and press are excluded whilst the following exempt item issue is discussed.
Pursuant to section 1(2) of the public bodies (Admission to Meetings) Act 1960 Council resolve to exclude the public and press by reason of the confidential nature of the business about to be transacted.
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