Minutes of the Kensworth Parish Council Annual Meeting

Minutes of the Kensworth Parish Council Annual Meeting

held at Kensworth Village Hall on Thursday 11th May 2017

Present: Chairman P Mitchell, Parish Councillors I Lowery, J Worboys, C Browne, J Bradley & P Woods, Ward Cllr R Stay, Clerk Maxine Whiting, 4 members of the public

1. ELECTION OF CHAIRMAN & DECLARATION OF ACCEPTANCE OF OFFICE

It was RESOLVED that Patricia Mitchellbe elected Chairman of the Council for the forthcoming year and duly signed the declaration of acceptance of office and agreement to abide by the code of conduct.

2. ELECTION OF VICE CHAIRMAN & DECLARATION OF ACCEPTANCE OF OFFICE

It was RESOLVED that Ian Lowerybe elected Vice Chairman of the Council for the forthcoming year and duly signed the declaration of acceptance of office and agreement to abide by the code of conduct.

3. APOLOGIES FOR ABSENCE

Apologies were received and accepted from Parish CouncillorG BlackburnJ Murray, Ward Councillor K Collins.

4. DECLARATIONS OF INTEREST

There were no declaration of interests.

5. APPROVAL OF MINUTES

It was RESOLVED that the minutes of the meeting held on 13th April 2017 were a correct record and signed by the Chairman. The Annual Parish Meeting 2017 draft minutes were also noted.

6.PROGRESS UPDATE FROM LAST MEETING

‘Turning Point No Parking’ signs have been erected.

Centre Bus Manager Neil Somers is pleased to report that following the parish council request and discussions with Central Bedfordshire Council, CBC have agreed to fund two additional journeys between Kensworth and Dunstable during peak hours. The 35 service will divert via Kensworth at 07:42 arriving in Dunstable at 08:01 and during the evening peak, passengers will be able to use the 17:20 35 departure from Dunstable which arrives at Kensworth at 17:45. These additional 2 journeys will operate Monday to Friday. A copy of the revised registered timetable will come into effect on Tuesday 30th May.

7. PUBLIC PARTICIPATION

2 skip bags of garden rubbish have been dumped outside 39 Common Road and obstructing footpath – Clerk to report to CBC

Resident in private rented accommodation has been issued a section 21 and has registered with CBC for council housing. Asked if parish council can assist as currently 6-8 week waiting list and wishes to stay in Kensworth. Chairman advised the parish council have no powers with CBC housing. Ward Cllr Richard Stay gave his contact details to discuss out of the meeting.

8. CENTRAL BEDFORDSHIRE COUNCIL REPORT

Ward Cllr R Stay reported the following:

Is well aware and working on all the issues raised at the Annual Parish Meeting regarding the Industrial Estate. CBC Waste Services Officer has visited the area and could find no signs of asbestos near the Lutts entrance but as the land inside is private, did not go inside the site. Councillors thought unacceptable that the private land was not also investigated for asbestos and Ward Cllr Stay will follow this up as it was an ineffective visit.

M1 J11A opened this morning and CBC are now in process of the variable speed limit for A5, diversion of HGV’s to M1 and also weight limit restrictions scheme.

Enforcement notice on the Packhorse will be actioned after 18th July.

Centrebus timetable revisions have helped, but still a woeful bus service. CBC public transport department have Inspectors who regularly travel on buses to get a better understanding and monitor users. One service was found to cost CBC £1000 per passenger to run as used by so few. Councillors hope that the Dial a Ride service will help those entitled to it and also suggested a link up with the busway would provide a much better service.

There is a potentially significant development proposal for Kensworth which may well provide S106 funds which could be used to provide traffic calming measures on Common Road.

CBC Local Plan was due to Executive on 6thJune for approval and then public consultation. However, because of the general election now happening on 8thJune, the date for the Executive meeting would fall into the pre-election period heightened political sensitivity (purdah).

Have postponed until 20thJune and anticipate (subject to Executive approval) the Plan will be published for consultation from 4thJuly for 8 weeks.

Councillors advised there are issues with cars parking on verges and bends, especially in Ridgeway. Cllr Stay advised there is a blanket ban in place in Central Beds making it illegal for cars to park on verges and footpaths but requires correct signage in place for CBC to take action. Clerk to email Cllr Stay for CBC officer contact details to request a follow up and action.

Councillors raised issue that The Chilterns paved area is lifted and overgrown weeds. Clerk has requested this to be looked at on Highways parish walkabout.

9. POLICE REPORT

Clerk had circulated Police crime data spreadsheets link to Councillors. There were8 incidents in April.

Chairman reported that following the attendance of Inspector Annita Clarke at our Annual Parish Meeting, pleased to hear that our local PCSO and other colleagues had been in attendance at the weekly Drop In Club and that open meetings were being arranged for residents at the Farmers Boy. Hopefully these meetings will have allowed residents to voice their own concerns to our local PCSO Praful Sudiwala. Information has also been passed on concerning the drone. Also received complaints about youths and vehicles congregating in the village hall car park causing a disturbance to residents, and a resident has been asked to pass on information to the police regarding a recent burglary in Dovehouse Lane.

Clerk to request update on issues and evidence gathered so far by Police.

10. PLANNING

CB/17/01621/FULL 221 Common Road, Kensworth, Dunstable, LU6 2PW

Single storey rear extension, raising of gable wall and extension to rear dormer (resubmission)

No comment.

CB/17/01881/FULL 6-7 Red Cow Cottages, Watling Street, Kensworth, Dunstable, LU6 3QU

Change of Use of Building from Garage/Barn to Dwelling

OBJECT on grounds that this would be an extra dwelling in the Green Belt and accessing onto a busy road. In addition, there are 2 mobile homes and a caravan on the site that people are living in. An Enforcement Case, reference CB/EN/0044, was opened in May 2016. The application ‘Planning Statement’ from Aragon Land and Planning clearly shows these on the photograph page 6, under 3.1 Site Description.

11. STANDING ORDERS & FINANCIAL REGULATIONS

It was RESOLVED to adopt both the National Association of Local Councils (NALC) Model Standing Orders and Financial Regulations. Both are available on the website

12. COUNCILLOR AREAS OF RESPONSIBILITY

The following Councillor areas of responsibility and appointment to groups and committees were agreed:

London Luton Airport: Cllr Blackburn

Allotments: Cllr Bradley

Children's Play Area: Proposed New - Cllr Murray, Existing – Cllr Bradley

Highways: Cllr Lowery

Neighbourhood Plan Steering Group: Cllrs Worboys & Mitchell

Village Hall: Cllr Browne

8:45pm Cllr J Worboys left the meeting

13. ASSETS REGISTER & INVENTORY OF LAND

The Clerk had provided a complete register of assets. It was AGREED to accept below:

Owned Assets / Purchase Cost / Location held / Current Value
Children’s Play Area containing 7 pieces of equipment (Gifted) / £ 47,158.00 / Recreation Ground / £ 47,158.00
One Youth Shelter / £6,295.00 / Recreation Ground / £6,295.00
BMX Area containing 4 pieces of equipment / £ 5,798.00 / Recreation Ground / £ 5,798.00
Playground Equipment Total / £ 59,251.00 / £ 59,251.00
Other ground surfaces / £ 2,200.00 / Recreation Ground / £ 2,200.00
CCTV Cameras and Equipment / £ 3,619.00 / Village Hall / £ 1,000.00
Fence around play area with lockable gate / £ 5,265.00 / Recreation Ground / £ 5,265.00
100 metres of barricade fencing / £ 100.00 / Recreation Ground / £ 100.00
200 metres of plastic chain link fencing / £ 100.00 / Common Road / £ 100.00
Chain Link fencing around two sides of the recreation ground / £ 86.00 / Recreation Ground / £ 86.00
A plot of agricultural land measuring 7.55 acres and let annually / £ 200.00 / Clayhall Road / £ 70,000.00
Allotment Land / £ 1.00 / Clayhall Road / £ 1.00
One recreation ground containing the items 2, 3 & 4 above. / £ 1.00 / Recreation Ground / £ 1.00
One Speed Indicator Device / £ 5,000.00 / Common Road / £ 5,000.00
Four slatted Jubilee Seats / £ 2,248.00 / Common Road / £ 2,248.00
One Ollerton commemorative bench / £ 719.00 / Common Road / £ 719.00
Two All Steel Tritables / £ 1,972.00 / Common Road / £ 1,972.00
Big Ben Litter Bin / £ 100.00 / Common Road / £ 100.00
One Autocross Bus Shelter / £ 3,095.00 / Common Road / £ 3,095.00
Three ‘No Dogs Signs’ / £ 116.00 / Recreation Ground / £ 116.00
Three ‘Do Not Climb on Equipment’ Signs / £ 39.00 / Recreation Ground / £ 39.00
One Double Display Board / £ 141.00 / Common Road / £ 141.00
Total / £ 84,253.00 / £ 151,434.00

14. INSURANCE COVER & FIDELITY GUARANTEE

The current Fidelity Guarantee is £150,000.

The insurance policy has been reviewed and is currently part of a 3 year deal via Came and Company for Hiscox insurance policy which will expire 31st May 2018. The final 3rdyear payment is due on 1st June 2017 & is listed under accounts for payment.

15. COMPLAINT’S PROCEDURE

It was RESOLVED to accept the below code of practice for handling complaints and publish on the website:

1. Kensworth Parish Council is committed to providing a quality service for the benefit of the people who live or work in its area or are visitors to the locality. If you are dissatisfied with the standard of service you have received from this council, or are unhappy about an action or lack of action by this council, this Complaints Procedure sets out how you may complain to the council and how we shall try to resolve your complaint.
2. This Complaints Procedure applies to complaints about council administration and procedures and may include complaints about how council employees have dealt with your concerns.
3. This Complaints Procedure does not apply to:
4. complaints by one council employee against another council employee, or between a council employee and the council as employer. These matters are dealt with under the council’s disciplinary and grievance procedures.
5. complaints against councillors. Complaints against councillors are covered by the Code of Conduct for Members adopted by the Council and, if a complaint against a councillor is received by the council, it will be referred to the Standards Committee of Central Bedfordshire Council. Further information on the process of dealing with complaints against councillors may be obtained from the Monitoring Officer of Central Bedfordshire Council.
6. The appropriate time for influencing Council decision-making is by raising your concerns before the Council debates and votes on a matter. You may do this by writing to the Council in advance of the meeting at which the item is to be discussed. There may also be the opportunity to raise your concerns in the public participation section of Council meetings. If you are unhappy with a Council decision, you may raise your concerns with the Council, but Standing Orders prevent the Council from re-opening issues for six months from the date of the decision, unless there are exceptional grounds to consider this necessary and the special process set out in the Standing Orders is followed.
7. You may make your complaint about the council’s procedures or administration to the Clerk. You may do this in person, by phone, or by writing to or emailing the Clerk
8. Wherever possible, the Clerk will try to resolve your complaint immediately. If this is not possible, the Clerk will normally try to acknowledge your complaint within five working days.
9. If you do not wish to report your complaint to the Clerk, you may make your complaint directly to the Chairman of the Council who will report your complaint to the Council.
10. The Clerk or the Council (as appropriate) will investigate each complaint, obtaining further information as necessary from you and/or from staff or members of the Council.
11. The Clerk or the Chairman of the Council will notify you within 20 working days of the outcome of your complaint and of what action (if any) the Council proposes to take as a result of your complaint. (In exceptional cases the twenty working days timescale may have to be extended. If it is, you will be kept informed.)
12. If you are dissatisfied with the response to your complaint, you may ask for your complaint to be referred to the full Council and (usually within eight weeks) you will be notified in writing of the outcome of the review of your original complaint.

16. PROCEDURES FOR HANDLING REQUESTS UNDER FREEDOM OF INFORMATION ACT

It was RESOLVED to accept the below policy for handling requests under the Freedom of Information Act 2000 and publish on the website:

Information available from Kensworth Parish Council under the model publication scheme

Information to be published / How the information can be obtained / Cost
Class1 - Who we are and what we do
Who’s who on the Council and its Committees / Website
Hard copy – contact Clerk / Free
10p/sheet
Contact details for Parish Clerk and Council members / Website
Hard copy – contact Clerk / Free
10p/sheet
Location of main Council office and accessibility details / Website
Hard copy – contact Clerk / Free
10p/sheet
Staffing structure / Website
Hard copy – contact Clerk / Free
10p/sheet
Class 2 – What we spend and how we spend it
Annual return form and report by auditor / Website
Hard copy – contact Clerk / Free
10p/sheet
Finalised budget / Website
Hard copy – contact Clerk / Free
10p/sheet
Precept / Website
Hard copy – contact Clerk / Free
10p/sheet
Financial Standing Orders and Regulations / Website
Hard copy – contact Clerk / Free
10p/sheet
Grants given and received / Website
Hard copy – contact Clerk / Free
10p/sheet
List of current contracts awarded and value of contract / Hard copy – contact Clerk / 10p/sheet
Members’ allowances and expenses / Website
Hard copy – contact Clerk / Free
10p/sheet
Class 3 – What our priorities are and how we are doing
Annual Report to Parish / Website
Hard copy – contact Clerk / Free
10p/sheet
Class 4 – How we make decisions
Timetable of meetings / Website
Hard copy – contact Clerk / Free
10p/sheet
Agendas of meetings / Website
Hard copy – contact Clerk / Free
10p/sheet
Minutes of meetings / Website
Hard copy – contact Clerk / Free
10p/sheet
Reports presented to council meetings / Website
Hard copy – contact Clerk / Free
10p/sheet
Responses to consultation papers / Website
Hard copy – contact Clerk / Free
10p/sheet
Responses to planning applications / Website
Hard copy – contact Clerk / Free
10p/sheet
Bye-laws / Hard copy – contact Clerk / 10p/sheet
Class 5 – Our policies and procedures
Policies and procedures for the conduct of council business:
Procedural standing orders
Committee and sub-committee terms of reference
Delegated authority in respect of officers
Code of Conduct / Website
Hard copy – contact Clerk
Website
Hard copy – contact Clerk
Website
Hard copy – contact Clerk
Website
Hard copy – contact Clerk / Free
10p/sheet
Free
10p/sheet
Free
10p/sheet
Free
10p/sheet
Policies and procedures for the provision of services and about the employment of staff:
Complaints procedures (including those covering requests for information and operating the publication scheme) / Website
Hard copy – contact Clerk / Free
10p/sheet
Records management policies (records retention, destruction and archive) / Website
Hard copy – contact Clerk / Free
10p/sheet
Data protection policies / Website
Hard copy – contact Clerk / Free
10p/sheet
Class 6 – Lists and Registers
Any publicly available register or list (if any are held this should be publicised; in most circumstances existing access provisions will suffice) / Register of Electors: Inspection only – contact Clerk or CBC
Assets Register / Website
Hard copy – contact Clerk / Free
10p/sheet
Register of members’ interests / CBC Website
Hard copy – contact Clerk / Free
10p/sheet
Class 7 – The services we offer
(Information about the services we offer, including leaflets, guidance and newsletters produced for the public and businesses)
Allotments / Website
Hard copy – contact Clerk / Free
10p/sheet
Parks, playing fields and recreational facilities / Website
Hard copy – contact Clerk / Free
10p/sheet
Seating, litter bins, clocks, War memorial and Christmas lighting / Hard copy – contact Clerk / 10p/sheet
Bus shelter / Hard copy – contact Clerk / 10p/sheet

SCHEDULE OF CHARGES

This describes how the charges have been arrived at and should be published as part of the guide.

TYPE OF CHARGE / DESCRIPTION / BASIS OF CHARGE
Disbursement cost / Photocopying @ 10p per sheet (black & white) / Actual cost 5p
Postage / Actual cost of Royal Mail standard 2nd class
Statutory Fee / In accordance with the relevant legislation

17. POLICY FOR DEALING WITH PRESS/MEDIA

It was RESOLVED to accept the below policy for dealing with Press/Media and publish on the website:

Introduction

The purpose of this policy is to guide both Councillors and Officers of the Council in their relations with the Press and Media, in such a way as to ensure the smooth running of the Council.

This policy does not seek to be either prescriptive or comprehensive but sets out to provide guidance on how to deal with some of the practical issues that may arise when dealing with the Press and Media.

Above everything else, Councillors must observe the Council’s Code of Conduct whenever they conduct the business of the authority, conducts the business of the office to which they have been elected/appointed or acts as a representative of the authority.

Clerk and Officers of the Council

The Clerk as the Proper Officer of the Council is authorised to receive all communications from the Press and Media and to issue Press Statements on behalf of the Council. In the absence of the Clerk, media communications will be handled by the Chair. In the absence of both of these officers enquirers will be referred to the Vice Chair who will act as the spokesperson for the purposes of this element of the policy. All communications made by the Clerk will relate to the stated business and day to day management of the activities or adopted policy of the Council. The Clerk is not expected or authorised to speculate on matters that have not been considered by the Council. Where such questions are put to the Clerk the enquirer should be referred to the Chair / Vice Chair or Council as considered appropriate. No other officer of the Council, unless authorised by the Clerk or the Chair, is permitted to speak or communicate with the Press and Media on any matter affecting the Council or its business.