Bletchley and Fenny Stratford Town Council Members of the public and representatives of the media are welcome to attend but are warned that items marked with an asterisk (*) may involve discussion of confidential information and the council may resolve to exclude members of the public and press if this is deemed to be in the public interest There will be a meeting of the Full Council on Tuesday, 11th February, 2020 at Meeting Room, Bletchley Library, Westfield Road, Bletchley, MK2 2RA commencing at 7.30 pm to transact the items of business set out in the agenda below. Delia Shephard Clerk to the Council Monday, 3 February 2020 A G E N D A 7. To note a report on progress with development of a Bletchley and Fenny Stratford Neighbourhood Plan and to approve a submission statement and map for designation of neighbourhood area (Pages 1 - 6) 9. To approve a response to Milton Keynes Council's "Together we can" document (Pages 7 - 20) 10. To approve submissions for MK Council Community Infrastructure Funding (Pages 21 - 22) 14. To approve a proposal for changes to the scheme of delegations and committee structure and to adopt a proposed calendar for meetings for the year 2020-21 (Pages 23 - 26) Public Document Pack
Transcript
Bletchley and Fenny Stratford Town Council
Members of the public and representatives of the media are welcome to attend but are warned that items marked with an asterisk (*) may involve discussion of confidential
information and the council may resolve to exclude members of the public and press if this is deemed to be in the public interest
There will be a meeting of the Full Council on Tuesday, 11th February, 2020 at Meeting Room, Bletchley Library, Westfield Road, Bletchley, MK2 2RA commencing at 7.30 pm to transact the items of business set out in the agenda below.
Delia Shephard Clerk to the Council Monday, 3 February 2020 A G E N D A 7. To note a report on progress with development of a Bletchley and Fenny Stratford
Neighbourhood Plan and to approve a submission statement and map for designation of neighbourhood area
(Pages 1 - 6)
9. To approve a response to Milton Keynes Council's "Together we can" document
(Pages 7 - 20)
10. To approve submissions for MK Council Community Infrastructure Funding
(Pages 21 - 22)
14. To approve a proposal for changes to the scheme of delegations and committee structure and to adopt a proposed calendar for meetings for the year 2020-21
(Pages 23 - 26)
Public Document Pack
This page is intentionally left blank
Bletchley and Fenny Stratford Neighbourhood Plan Period Highlight: 1
Application for designation of a neighbourhood area made by
Bletchley and Fenny Stratford Town Council
Map
A map identifying the proposed neighbourhood area is attached.
Why is the area proposed appropriate to be designated as a neighbourhood area?
The Lakes Neighbourhood Plan (2015-26) made in 2015 includes a part of the parish of Bletchley and
Fenny Stratford. The proposed neighbourhood area for the Bletchley and Fenny Stratford Plan
excludes the area covered by the Lakes Estate Neighbourhood Plan and incorporates the whole of
the rest of the parish including both residential and business areas. (It is anticipated that the Lakes
Neighbourhood Plan will be updated at a later date following planned redevelopment.)
Bletchley and Fenny Stratford parish is positioned at the intersection of strategic east-west and
north-south rail routes at the centre of the Oxford-Cambridge arc. It is widely recognised that
development of the East West rail link may result in extensive future development. If so this will
affect the people and the infrastructure of the whole parish. This is why the widest possible area
within the parish has been selected for designation. The area chosen also conforms with the parish’s
established community identity.
The option of seeking to designate the area as a Business Neighbourhood Plan area was considered
because of the extensive commercial activity in the parish. However, overall, the character of the
parish is that of a mixed residential and commercial area, with the 2011 Census showing a
population total of 15,313 (including the Lakes Estate). Additionally, the business areas cannot be
easily separated from the residential areas. Provided that the local business community and
residents are fully engaged in the Neighbourhood Plan process, it is believed that the proposed
Neighbourhood Plan area is the best choice to allow development of a coherent plan and a Business
Neighbourhood Plan is not therefore considered to be appropriate.
Qualifying Body
Under the relevant legislation Bletchley and Fenny Stratford Town Council is the qualifying body for
initiating the process for the making of a Neighbourhood Plan within the parish of Bletchley and
Fenny Stratford.
Page 5
This page is intentionally left blank
Bletchley and Fenny Stratford Town Council (meeting 4 February 2020)
Response to �Together we can�
Background This document has been sent to all parishes by MK Council for comment.
Following discussions with officers at Milton Keynes Council the Clerk�s best understanding is that this document is intended to set out that authority�s current approach to working with Town and Parish Councils. It is felt by MKC that the previous Parishes Protocol (copy attached) is no longer a helpful document and a more informal statement would be beneficial. The document has been devised by the Parishes Advisory Group. Responses from other parishes appear to have been mixed with some feeling that the loss of the protocol has been detrimental however it should be recognised that the protocol has not been in operation for some time.
Current positionThe Town Council is required to comment on the document by the end of February 2020. It is a matter for members to determine a response.
Clerk�s CommentsThis document is welcome in that it expresses positive aspirations for future partnership working and appears to be part of a genuine attempt by MK Council to rethink its approach to working with parishes. Which parish could object to the goal of open dialogue and collaborative working for the good of the community with our most important partner? It is not apparent how this document is helpful in a practical and meaningful way however and its status and purpose are unclear. It is noted that there is no comment on how officer to officer relationships and day to day understanding between councils might be improved which is fundamental to improved working; this may be because this is simply a higher level statement of MKC�s aspirations. An annotated copy of the document is attached which may be of assistance to members.
Delia ShephardTown Clerk
Page 7
Agenda Item
Version Control
Version Comments Date V1.0 – V1.5a Kay Pettit / Neil Hanley
Cllr Priestly Nov/ Dec 2018
V1.5b Neil Hanley Jan 2019 V1.5c Maurice Barnes Mar 2019 V1.6 KP review Apr 2019 V1.7 PAG review Apr 2019 V1.7a Parish and Town Council review Jun 2019 V1.7b Legal review July 2019
n Councils Sample Heading
oring together to do the best or every local counity within Milton Keynes
ogeter e Can
Page 8
BFSTC.Delia
Is this document a statement of how MK Council intends to work? Or is it an agreement between MKC and MKALC which the logo suggests? Either way this should be made clear. NB Parishes may choose not to belong to MKALC, BMKALC or other organisations which cannot in any event fully represent individual councils. One of the principal problems with this document is that its status is unclear and it appears to speak for all town and parish councils. MKALC is an important voice but it doesn't "speak" for us all.
Local Councils (Parish, Town and Counity Councils) have a ey role in supporting local counities and shaping and iproving their local areas. e are unique in that Milton Keynes is the irst unitary local authority to be ully parished in England, and this is soething to celebrate. e can be proud o the relationship between local councils and with Milton Keynes Council (MKC) and uch has been achieved. But, these are diicult ties or local governent with continued reductions in budgets whilst at the sae tie an increasing deand on services. The ipact o this, both or MKC and its delivery partners has been that the council has had to tae a long hard loo at what it does and how it does it.
Given the scale o the tas, MKC is aware that the only way in which counities can be ully supported is through woring with and alongside Local Councils. This relationship is one o equals, as we all have a ey role to play, and to this end MKC is coitted to creating the right environent so that Milton Keynes continues to develop and thrive with councils and counities taing innovative and bold decisions that can eect real change at the local level.
The MKC Plan (2016-2022) recognises the iportance o this partnership woring and the vital role that Parish and Town Councils have in shaping the local area and Milton Keynes as a whole. There is a vast reservoir o ideas, innovation and local nowledge within our local counities and we want to ensure that, woring with Parish and Town Councils, eeds into the developent o Milton Keynes as a place to visit, wor and live. This docuent provides guidance on how this ight be achieved.
• MKC is recognised as the principal Authority or the area
• Policy is set by a cobination o deocratically elected ward councillors and national legislation and adinistered by MKC Oicers.
• Parish and Town Councils are the irst tier o local governent and they have an in-depth nowledge o their local counities and places. Local Councils have a nuber o statutory powers and broader powers can be acquired through a General Power o Copetence.
• Policy is set by deocratically elected Parish Councillors and adinistered by Parish Council Oicers, usually but not exclusively, the Cler.
• ard councillors place great value in having good relationships with their parish tier and see woring closely with town and parish councillors as iportant, where good counication and engageent is central to being eective, and parish councillors understand the role that ward councillors play at the MKC wide level.
Milton Keynes is unique
Our structure
Page 9
BFSTC.Delia_1
Yes in an ideal world! Not sure in practice.
BFSTC.Delia_2
Whose structure? Town and Parish Councils are not part of MKC's structure. We are independent.
BFSTC.Delia_3
Could this sentence be made clearer?
BFSTC.Delia_4
• ‘Together we Can’ ebodies the true ethos o partnership woring, which involves all partners contributing to a coon goal and counicating and woring eectively with each other
• By pooling nowledge, experience and tools, elected ebers (both parish and ward) and council oicers will build a better understanding o what wors at the very local level and identiy the needs and capture the views o local residents and counities
• The ey to this is that all partners are treated equally and with respect, with an understanding o the statutory landscape within which each o the partners operates
• This relationship can and should be utually beneicial or all and involve both oicers and elected ebers at every level.
• There is a non-statutory Milton Keynes Association o Local Councils (MKALC) which gives voice to issues aecting Local Councils and liaises with MKC on their behal (though o course individual local councils also raise speciic issues) and MKALC is supported by a County and National Association which provide advice to parishes, training and literature.
e now that the challenges that local counities are acing are soeties very diicult to solve but togeter we can wor towards positive solutions. To ensure that all parties eel valued it is iportant that we all treat each other with respect, dignity and politeness (even when we ight not always see things the sae way). e ust behave airly and constructively towards each other when we disagree and we will listen and be respectul in our exchanges o views. e now that, at ties, disagreeents will arise soeties and that’s oay, because everyone is allowed to express their opinion and be listened to.
e will:
• Recognise that Parish and Town Councils are iportant partners and consultees.
• Consult with Local Councils on atters which ipact the in addition to statutory Public Consultations.
hat do we want to achieve?
Consultation
Page 10
BFSTC.Delia_5
It would be helpful if there was more clarity about how consultation will be done with Parishes. Taking the recent example of regeneration on the Lakes, consulting with parish councils does not mean inviting individual councillors to attend the same events as members of the community. Meaningful consultation means ensuring that all councillors get the same information at the same time via the clerk and can discuss it as a properly convened corporate body.
BFSTC.Delia_6
BFSTC.Delia_7
BFSTC.Delia_8
BFSTC.Delia_9
See earlier points about status of MKALC and BMKALC, nationally many parishes do not belong to their County Associations.
BFSTC.Delia_10
• Ensure that consultations, other than those governed by statutory regulations such as planning atters, will be or a iniu o 6 wees excluding the Christas/New Year holiday period and giving soe extra allowance in August when any Local Councils do not eet.
• Understand that counity engageent and consultations is about listening and learning and having eaningul dialogue with the counity, and is an opportunity to ind out what is iportant to the, their neighbourhoods and local areas.
• Use the ost eective ethod to consult, including digital ethods.
• Consult in plain English to be clear and concise.
Useul docuents:
• Cabinet Guidance on Consultation https://assets.publishing.service.gov.u/governent/uploads/syste/uploads/attachent_data/ile/691383/Consultation_Principles__1_.pd
• Statement of Community Involvement setting out how MKC engages and consult with local counities and staeholders on planning policy docuents and planning applications https://www.ilton-eynes.gov.u/planning-and-building/planning-policy/stateent-o-counity-involveent-sci
e will recognise that Local Councils are all dierent in their aeup, capacity and size and will require dierent solutions – one size does not it all.
Create the right environent to ae things better or our residents. This is intended to be a living docuent to be edited and updated / revised over tie to encourage open collaboration and avoid stagnation.
Together we can…
Asset and Service Devolution
Page 11
BFSTC.Delia_11
Still not sure what this document is supposed to achieve! If its about collaboration it doesn't tell us how to do that.
BFSTC.Delia_12
Page 12
Page 13
Page 14
Page 15
Page 16
Page 17
Page 18
Page 19
Page 20
Bletchley and Fenny Stratford Town Council (meeting 4 February 2020)
Community Infrastructure Fund Project Proposals
Current position
The deadline for submission of proposals for MKC’s 2020-22 Community Infrastructure Fund
this week. It has previously been resolved to submit one proposal for improvements to
signage to Newton Leys and Fenny Stratford (this involves four signs).
The Town Council has previously considered a proposal to restrict parking near St Martin’s
Church by means of flower troughs etc but this has not been approved by Council.
Officers have received no other proposals from Members for projects for CIF funding
although the matter has been on the Council’s agenda several times and no preparatory
work has been undertaken on any other proposals.
Decision
To determine whether to submit any other projects (up to three submissions are permitted).
Delia Shephard
Town Clerk
Page 21
Agenda Item
This page is intentionally left blank
Month W/C Bank Holidays Date Day Time Event
May 04 May 2020 8 May (Friday) 07 May 2020 Thursday Local elections
May 11 May 2020 12 May 2020 Tuesday 19:30 Annual Meeting of Electors
May 18 May 2020 19 May 2020 Tuesday 19:30 Annual Meeting of Full Council
May 25 May 2020 25 May (Monday)
June 01 June 2020 08 June 2020 Tuesday HR Committee
June 08 June 2020 09 June 2020 Tuesday Enviromental & Premises Committee
June 15 June 2020 16 June 2020 Tuesday Finance & General Purpose Committee
June 22 June 2020 23 June 2020 Tuesday Town Council
June 29 June 2020
July 06 July 2020 07 July 2020 Tuesday Newton Leys Pavillion Committee
July 13 July 2020 14 July 2020 Tuesday Enviromental & Premises Committee
July 20 July 2020 21 July 2020 Tuesday Finance & General Purpose Committee
July 27 July 2020
August 03 August 2020
August 10 August 2020 11 August 2020 Tuesday Enviromental & Premises Committee
August 17 August 2020 18 August 2020 Tuesday Finance & General Purpose Committee
August 24 August 2020 25 August 2020 Tuesday Town Council
August 31 August 2020 31 August (Monday)
September 07 September 2020 08 September 2020 Tuesday HR Committee
September 14 September 2020 15 September 2020 Tuesday Enviromental & Premises Committee
September 21 September 2020 22 September 2020 Tuesday Finance & General Purpose Committee
September 28 September 2020
October 05 October 2020 06 October 2020 Tuesday Newton Leys Pavillion Committee
October 12 October 2020 13 October 2020 Tuesday Enviromental & Premises Committee
October 19 October 2020 20 October 2020 Tuesday Finance & General Purpose Committee
October 26 October 2020 27 October 2020 Tuesday Town Council
November 02 November 2020
November 09 November 2020 10 November 2020 Tuesday Enviromental & Premises Committee
November 16 November 2020 17 November 2020 Tuesday Finance & General Purpose Committee
November 23 November 2020
November 30 November 2020
December 07 December 2020 08 December 2020 Tuesday HR Committee
December 14 December 2020 15 December 2020 Tuesday Enviromental & Premises Committee
December 21 December 2020 25 December (Friday) 22 December 2020 Tuesday Finance & General Purpose Committee
December 28 December 202028 December (Monday)
1 January (Friday)
January 04 January 2021 05 January 2021 Tuesday Town Council
January 11 January 2021 12 January 2021 Tuesday Enviromental & Premises Committee
January 18 January 2021 19 January 2021 Tuesday Finance & General Purpose Committee
January 25 January 2021
February 01 February 2021 05 January 2021 Tuesday Newton Leys Pavillion Committee
February 08 February 2021 09 February 2021 Tuesday Enviromental & Premises Committee
February 15 February 2021 16 February 2021 Tuesday Finance & General Purpose Committee
February 22 February 2021 23 February 2021 Tuesday Town Council
March 01 March 2021 02 March 2020 Tuesday HR Committee
March 08 March 2021 09 March 2021 Tuesday Enviromental & Premises Committee
March 15 March 2021 16 March 2021 Tuesday Finance & General Purpose Committee
March 22 March 2021
March 29 March 2021 2 April (Friday)
April 05 April 2021 5 April (Monday) 06 April 2021 Tuesday Newton Leys Pavillion Committee
April 12 April 2021 13 April 2021 Tuesday Enviromental & Premises Committee
April 19 April 2021 20 April 2021 Tuesday Finance & General Purpose Committee
April 26 April 2021 27 April 2021 Tuesday Town Council
May 03 May 2021 3 May (Monday)
May 10 May 2021 11 May 2021 Tuesday Annual Meeting of Electors
May 17 May 2021 18 May 2021 Tuesday Annual Meeting of Full Council
May 24 May 2021
May 31 May 2021 31 May (Monday)
Page 23
Agenda Item
This page is intentionally left blank
Bletchley and Fenny Stratford Town Council meeting on 4 February 2020
Proposal to change the Town Council’s Committee Structure
Introduction
The Council’s current committee structure has resulted in over 60 scheduled meetings for
the current council year. Attendance levels at some committees have been very low (eg
Planning Committee and Newton Leys Pavilion Committee) and there have been several
occasions when committees have not been quorate (eg Newton Leys Pavilion Committee,
HR Sub-committee). Some members are on several committees and on occasion this can
mean a commitment of 6 meetings in one month. Also meetings are costly and take up
large amounts of employee time which could be used more efficiently.
The Council’s annual calendar of meetings is formally adopted at the annual meeting in May
but it is impractical to wait until then to prepare the calendar and book meeting rooms or to
agree a new committee structure.
Proposal
A new committee structure is proposed below which aims to fulfil the following objectives:
i Reduce the meeting burden for councillors allowing them more time to engage
directly with the community and undertake other council business eg training,
attendance at external meetings
ii Make better use of council resources
iii Reflect the internal structure of the council
Planning matters could be dealt with at Full Council, F&GP or at E&P Committees
(with larger planning applications and policies reserved for full council though this
may necessitate some extra-ordinary meetings).
Additional delegated powers could be given to committees to ensure Town Council
decision making viable
Task and Finish Groups could be set up on ad hoc basis as required.
Full Council
All Members
Meeting every 2 months
Finance and General Purposes Committee
9 or 12 Members
Monthly Meetings
Environment and Premises Meeting
9 or 12 Members
Monthly meetings
Newton Leys Management Committee
4 Councillors, 4 Community Members meeting quarterly
(no spending powers)
Human Resources Committee
6 Members (one of which to be Chair of Council)
Monthly meetings
Human Resources Sub-committee
3 Councillors
Meeting quarterly
Page 25
Bletchley and Fenny Stratford Town Council meeting on 4 February 2020
All meetings would usually be clerked by the Town Clerk though other officers could
deputise
Division of Responsibilities (by budget only)
Full Council Finance and General Purposes
Environment and Premises
Human Resources
Precept 201 Community Grants 101
Planters 107 Staff 501
New Projects 411 Democratic Services 106
Dog Bins109
Youth Work 108 Spotlight Building 120
Community Engagement 302
Bandstand 301
Christmas Event 304
Christmas Lights 303
Professional Fees 409
Albert Street WCs 401
Community Projects/Services 412
Allotments and Community Orchard 402
74/76 Queensway Lease 502 and Library Office accommodation
War Memorial 403
Council Support Services 503
Fenny Chapel 405
Neighbourhood Plan 611
Manor Road Lock up 407
Climate Change George Street 408
Vehicle 504 Newton Leys Community Pavilion 622
Market 700
Landscaping
If the proposal is adopted then a full scheme of delegations with detailed committtee
responsibilities will be prepared for approval at the March full council meeting.
Decision
To determine whether to change the committee structure as proposed.
