April Minutes

Minutes of the Meeting of Council held on Tuesday the 15th April 2008, at the Oldbrook Centre, Oldbrook Boulevard, Oldbrook, commencing at 7.30pm

 
334/08Members Present
 
  • Cllr Conway, D                        
  • Cllr Harris, J
  • Cllr Dudhill, M                         
  • Cllr Kent, K
  • Cllr Ennew, C                          
  • Cllr Pafford, D
  • Cllr Fraser, I                          
  • Cllr Petchey, M – Chair
  • Cllr Fraser, T                          
  • Cllr Walmsley, H
  • Cllr Goss, J – Vice Chair          
  • Cllr Johnson, M         
  • Cllr Harris, L                           
  • Cllr Thomas, M                            
 

In attendance:

  • W T Dawson, Parish Manager/Clerk
  • Mrs E Webb, Administration Officer 
335/08Apologies for Absence
 
  • Cllr T Turner – family commitments
  • Cllr J Turner – family commitments  
336/08Declarations of Interest
 Cllr Kent declared a personal interest in Agenda Item 5bvi 
337/08New Academy – Sir Frank Markham
 Lorna Caldicott, Principal of the Academy sent her apologies as she was delayed in London.    It is hoped that she will be able to attend the June meeting. 
 The Chair proposed that in view of the confidentiality of Agenda Items 5eii,iii,iv, these be taken at the end of the meeting. The Chair welcomed and introduced Angela Fairgrieve, newly elected councillor for Springfield who will officially commence her term of office as of 1st May 2008. The Chair welcomed and introduced Jan Phillips, Strategy and  Regeneration Team, Milton Keynes Council 
338/08Parish Plan
 Ms Phillips circulated notes on the Parish Action Plan process. She gave a brief presentation and answered Members questions. The Chair thanked Ms Phillips and advised that the Parish would continue the debate at a future meeting. 
339/08Thames Valley Police
 Inspector Colleen Lavery advised Council that she had been in post for 3 months and although new to the Campbell Park Ward had previously been a Sergeant for Central Milton Keynes area. She invited Members to ring or email her if they had any questions. She was pleased to report that crime figures for 2007 were down on the previous year and would email the figures to the Parish Manager/Clerk. Cllr Walmsley thanked the Inspector and her colleagues for their help and support in setting up NAG East. It was agreed that Inspector Lavery or her representative would attend Council on a quarterly basis. 
340/08Minutes of the meeting of Council held on the 19th March 2008 
 The minutes of the previous meeting, having been circulated to Members, were taken as read, approved as a correct record and signed by the Chair. 
341/08

Following on from the presentation on the Parish Plan, Cllr Conway proposed and Cllr I Fraser seconded that Cllrs I Fraser, Walmsley and Conway form a group to discuss the future functions of the Council and to report back to Council. 

A recorded vote was taken with Cllrs Conway, Harris, Dudhill,  Kent, Ennew, Pafford, Fraser, Petchey, Walmsley, Goss, Johnson, Harris                           voting for the proposal and Cllr T Fraser voting against. 

342/08Chair’s Report
 The Chairman reported on: The Parish Boundary Review and gave a brief update confirming that the Panel were considering amalgamating Campbell Park Parish and Central Milton Keynes, although they continue to look at other options for CMK also.   It is possible that the Panel may recommend that Willen becomes a part of Great Linford Parish.  Therefore when the consultation on the Panel’s recommendations is announced it will be imperative that the Parish canvas to keep Willen. The Standards Board and advised that it is expected that Jonathan Goolden’s report will be received at the beginning of May. The resignation of Cllrs Honeywell and Creed.   The Chair acknowledged the contribution both Councillors had made to the Parish and advised that he would be writing to them on behalf of Council. 
343/08Parish Manager/Clerk’s Progress Report
 There were no items not included in the Agenda. 
344/08List of Correspondence
 The schedule was noted by Council. 
345/08Forthcoming Meetings and Seminars
 There were none to report 
346/08Ward Members’ Reports
 There were no reports. 
347/08Public Involvement – Deputations and Petitions
 No Deputations/petitions had been submitted for consideration at the Meeting. 
348/08Questions from Members of the Public
 There were no questions. 
349/08Members’ Items
349aQuestions from Members
 There were no Questions from Members. 
349bMembers’ Resolutions
 There were no Members’ Resolutions. 
350/08To Receive Reports from Committees 
 Minutes of the Planning CommitteeChair: Cllr Martin PetcheyThere were no items for ratification.  The Chair reported that it had been a very good meeting attended by residents from Willen. 
5(b) 

Minutes of Finance & Administration Committee Chair:

  • Cllr Isabella Fraser
  • Items for ratification:
5biDraft Minute No. 239/08 - The Report of the Internal Auditor - Report No. F&A/91/08
 Council resolved that:-a)    whenever possible when payment is approved by Committee or Council the minute authorising the expenditure will be quotedb)    at meetings where cheques are signed there will be a list of the authorised signatories for informationc)     expenditure by the Estates Manager or Administration Manager using the Council credit card will be approved by the Parish Manager/Clerk.d)    expenditure by the Parish Manager/Clerk using the card will be approved by the Chair or Vice Chair of the Finance and Administration Committee.e)    the draft procedure covering the purchase of miscellaneous items be approved.f)      that VAT will be recovered quarterly now that the IT package “Scribe” enables this 
5biiDraft Minute No. 240/08 - Management of the Council’s Finances Report No. F&A/94/08
 Council resolved that:-a)    after the Annual Meeting of Council each Committee will be asked to draw up a programme of risk assessment of activities within its remit, that programme to be completed before the 2009 Annual Meetingb)    Personnel Committee will be asked to consider appointing an “Acting RFO” to deputise for the RFO proper during his absencec)     in December competitive quotations be sought for an Internal Auditor for a 5 year period from 1 April 2009d)    after the Annual Meeting of Council the practice be adopted that a Member of the Finance Committee, neither Chair nor authorised signatory, work with the RFO to check and sign off the monthly bank reconciliatione)    after the Annual Meeting of Council consideration be given to establishing a Clerk’s Finance Support Groupf)      Council also consider devolving powers to Committeesg)    beginning with the 2009/10 budget, longer-term forecasting be introduced initially for a 3 year term but building towards 10 years 
5biiiDraft Minute No. 241/08 - Financing of the New Office Complex – Report NO. F&A/93/08
 Council resolved to defer consideration of this item until plans for funding the new building were clearer.  
5bivDraft Minute No. 244/08 - The Use of 1 Pencarrow Place – Report No F&A/97/08
 Council resolved that on completion of the building works at the Oldbrook Community Centre a)    the Garden Room become the Members Room;b)    the current Members’ Room be an office for staff (use to be determined by the Parish Manager/Clerk); c)     the front office become a small meeting room;d)    the current general office be reduced to a space that will accommodate the PA/Admin. Officer and “temps” e.g. the Finance Assistant;e)    use the space created to create a larger reception area that can accommodate the IT information terminal which, hopefully, is going to be provided by MKC;f)      the used by the Outreach staff remain as is. 
5bvDraft Minute No. 245/08 - Monitoring of Grants - Report NO. F&A/98/08
 Council resolved that:-a)    the application form be amended to ask a.     how will the grant be used?b.     how will the effects be seen?c.      how will it benefit residents of the Parish?b)    the power under which a particular grant may be made should always be identifiedc)     grant applications should be considered simultaneously by the Service Committee (CA or Env.) to ask if the purpose of the grant is in line with Council policy, and by the Finance and Administration Committee to ensure that funds are available, with Council determining the matter. d)    on approval of the grant, the recipient will be required to ensure that the Parish logo and “supported by Campbell Park Parish Council” is on all literature relating to the project;e)    for all grants of £1000 and over, the recipient will be required to submit a report to Council on completion of the project.  
5bviDraft Minute No. 246/08 – Grants
 Council resolved that a grant of £4,500 be awarded to the Extended Schools Co-ordinator for school holiday activities. 
5(c) 

Minutes of Projects Committee

  • Chair : Cllr T Fraser
  • Items for ratification
 The meeting was cancelled 
5(d) Minutes of Community Action Committee Chair : Cllr Anne CreedItems for ratification
 There were no items for ratificationCllr Dudhill urged all councillors to attend the launch of the On the Verge Project and the Gateways Banners on Thursday 8th May, in the presence of the Mayor. Cllr I Fraser thanked Cllr Dudhill and J Walker, Admin Manager for all their hard work on this project. 
5(e) 

Minutes of Personnel Committee

  • Chair:  Cllr Katherine KentI
  • tems for ratification 
5eiDraft Minute No. 102/08 - Staff Handbook – Report No PC/23/08 
 Council resolved that the Staff Handbook be adopted. 
 Due to the confidentiality of the following 3 Agenda Items, they were deferred until the end of the meeting. 
5eiiDraft Minute No. 104/08 - The post of Crime and Community Safety Officer – Report No. PC/25/08 
5eiiiDraft Minute No. 105/08 - The post of Parish Warden – Report No. PC/26/08 
5eivDraft Minute No. 106/08 - A post of Finance Assistant – Report No. PC/27/08 
5(f)

Minutes of Environment and Allotments Committee

  • Chair:  Cllr Mikki Thomas
  • Items for ratification
5fi Draft Minute No.043/08 - Oldbrook Green – FootballCouncil resolved that:-a)    due to pitch damage incurred denying use to the wider community, league/club football should not be played on Oldbrook Green b)    Parish Manager/Clerk will check the legal position with regard to    requesting people to stop playing football on Oldbrook Greenc)     the Environment Committee will look into how to make better use of the Green  
351/08The Diversity Ball – Report No. C/62/08
 Council resolved that Cllrs T Fraser, M Johnson and T Turner and the Estates Manager participate with the REC in carrying out a critical review of the recent Diversity Ball and present a report to Council. 
352/08CMK Partnership – Report No. C/63/08
 Council resolved to support the adoption of the updated CMK Partnership Agreement. 
353/08Parish Appraisal
 Cllr T Fraser circulated a bound compilation of residents’ responses and invited Members to email him if they required specialist analysis on an issue. Cllr Walmsley thanked Cllr Fraser for his work on the appraisal and acknowledged the help from Cllr T Turner and J Walker, Administration Manager.   
354/08Parish Meeting
 Council noted the written report from the Working Group. 
355/08First Class/Web sites
 Due to the late hour, this item was deferred to the May meeting. 
356/08To note Committee Meeting Dates
 
  • Personnel – The April meeting has been cancelled
  • Environment – Wednesday 23rd April 2008, 7pm
  • Community Action – Monday 28th April, 7.00pm
  • Finance & Administration – Tuesday 6th May 2008, 7pm
  • Planning – Wednesday 7th May 2008, 7pm
  • Projects – Monday 12th May 2008, 7pm 
357/08Payments
 The following payments were approved and signed. 
 
Chq NoNameDescriptionAmount
202110CashPetty cash top up154.58
202111W T DawsonCar mileage expenses64.80
202112P L LangstonConsultancy fee Feb/March243.62
202113Fishermead Trinity CentreCleaning service Jan-March1,335.22
202114Acor ServicesChildcare Vouchers187.61
202115Viking DirectNotice boards x 3119.77
202116MK RECGrant 08/093,000.00
202117Fishermead AcademyGrant re Annual Fun Day500.00
20211802 (UK) LtdMobile charges153.63
202119BT Broadband - Oldbrook107.64
202120Frosts LandscapeMaintenance of pond228.08
202121CMK Company LimitedAnnual Membership2,350.00
202122   
202123Murrays the Printers LtdReprint precept leaflet160.00
202124Newport Locks & SecurityReplace Front door security bell 88.13
202125British TelecommunicationsTelephone charges/calls667.59
    
D/DADT Fire & Security LtdRental,maintenance alarm33.29
 British Gas BusinessElectricity - Landscape Depot0.61
 Kwik-FitFuel for KNO3VUR27.48
 HSBCBusiness card190.79
  
358/08Confidential Item 
 Council resolved that, in view of the confidential nature of the business to be transacted, the press and public be excluded. 
5eiiDraft Minute No. 104/08 - The post of Crime and Community Safety Officer – Report No. PC/25/08
 After intense debate Council resolved that the Parish Manager/Clerk consult with the incumbent on the matters discussed. On a recorded vote for the motion - Cllrs Conway, Harris, Dudhill,  Kent,                    Ennew, Pafford, Fraser, Petchey, Walmsley, Goss, Johnson, Harris, T Fraser                           Cllr I Fraser abstained.   
5eiiiDraft Minute No. 105/08 - The post of Parish Warden – Report No. PC/26/08
 Council resolved that the post of Parish Warden be offered on a temporary 1 year contract to the present post holder.  
5eivDraft Minute No. 106/08 - A post of Finance Assistant – Report No. PC/27/08
 Council resolved that that the current temporary Finance Assistant be retained on a temporary contract until the staffing review has been conducted. 
359/09Date of next Meeting
 Annual Meeting Tuesday 13th May 2008 at 7pmFollowed byCouncil Meeting at 7.30pm