Agenda and minutes

To elect a Town Mayor for the ensuing year (Protocol for Mayor attached).

It was proposed and seconded that Councillor  F Kharawala be appointed Chairman (Town Mayor) of the Town Council for the municipal year 2021-2022.  There were no further nominations.

RESOLVED to appoint Councillor F Kharawala Chairman (Town Mayor) of Leighton-Linslade Town Council for the municipal year 2021-2022.

The newly elected Town Mayor will make the Declaration of Acceptance of Office (attached).

Councillor F Kharawala made the statutory declaration of acceptance of office of Town Mayor for the municipal year 2021-2022.

Councillor F Kharawala noted it was likely to be another tricky year ahead with the continuing impact of the Covid-19 pandemic, but hoped she could rely on fellow Councillors for support in the coming months. 

To elect a Deputy Town Mayor for the ensuing year (Protocol attached).

It was proposed and seconded that Councillor T Morris be appointed Vice Chairman (Deputy Town Mayor) of the Town Council for the municipal year 2021-2022. There were no further nominations. 

RESOLVED to appoint Councillor T Morris Vice Chairman (Deputy Town Mayor) of the Leighton-Linslade Town Council for the municipal year 2021-2022.

The newly elected Deputy Town Mayor will make the Declaration of Acceptance of Office (attached).

Councillor T Morris made the statutory declaration of acceptance of office of Deputy Town Mayor for the municipal year 2021-2022.

Schedule 12 of the Local Government Act 1972 requires a record be kept of the Members present and that this record form part of the minutes of the meeting. Members who cannot attend a meeting should tender apologies to the Town Clerk.

Apologies for absence had been received from Councillor B Spurr.

(i)    Under the Localism Act 2011 (sections 26-37 and Schedule 4) and in accordance with the Council’s Code of Conduct, Members are required to declare any interests which are not currently entered in the Member’s Register of Interests or if he/she has not notified the Monitoring Officer of it.

(ii)   Should any Member have a Disclosable Pecuniary Interest in an item on the agenda, the Member may not participate in consideration of that item unless a Dispensation has first been requested (in writing) and granted by the Council (see Dispensation Procedure).

Members were asked to declare any interests, and the nature of those interests, that they might have in any of the items under consideration at the meeting.

It was noted that many councillors had some involvement with the organisations requesting grant funding and that councillors were also appointed as Town Council representatives to those organisations. Councillor P Snelling declared himself a volunteer with the Greensand Trust and Councillor D Bowater a member of the Rotary Club of Leighton-Linslade. Councillor V Harvey declared herself a member of South Bedfordshire Friends of the Earth and would abstain from voting on their general grant application. Councillor G Perham declared that he had given one grant applicant (Friends of Tiddenfoot Waterside Park) grant funding through the Central Bedfordshire ward councillor grant scheme.

No pecuniary interests were declared and no dispensations had been requested.

To elect a Councillor to be Leader of the Council (Protocol for Leaderis attached).

It was proposed and seconded that Councillor S Jones be appointed Leader of the Town Council for the municipal year 2021-2022.  There were no further nominations.

RESOLVED to appoint Councillor S Jones Leader of the Town Council for the municipal year 2021-2022.

To announce the Leaders and Deputy Leaders of the political groups represented on the Council.

It was announced that Councillor S Jones would be Leader of the Conservative group and that Councillor A Dodwell would be deputy.

Councillor R Goodchild advised that the Liberal Democrat Group would not be making announcements until after the by-election in St. George’s ward on 6 May.

Councillor S Jones spoke of his disappointment to be having to use a delegated decision making process again, following the High Court ruling of last week that local councils could not continue to hold remote meetings after 6 May 2021. He noted that Andrew Selous MP and Robert Jenrick MP had expressed equal disappointment and frustration and that it was acknowledged that the problem particularly affected larger parish councils, which could not easily meet in person while accommodating Covid risk mitigation measures such as social distancing.

Councillor R Goodchild spoke of his concern in respect of an incident which had taken place in the town the week previously, involving a firearm. He advised he would continue to work collaboratively with the Leader of the Council on policing matters and would continue to seek appropriate policing resources for the largest town in the area.

(a)  To receive questions and statements from members of the public as provided for in Standing Order Nos.3 (f) and 3 (g) 

(b)  To receive questions from Councillors as provided for in Standing Order No.27, provided three clear days’ notice of the question has been given to the person to whom it is addressed.

(a)           There were no questions from members of the public.

(b)           A question had been received and circulated in advance of the meeting from Councillors S Jones and R Goodchild, as follows:

Could the Town Clerk update us on any progress in lobbying by many Local Authorities for the continuation of virtual meetings and can he write to Andrew Selous MP, Robert Jenrick MP and the Rt Hon Jacob Rees Mogg (Leader of the House of Commons) expressing the views of this Council namely:-

1.    Following the introduction of The Local Authorities and Crime Panels (Coronavirus)(Flexibility of Meetings)(England and Wales) Regulations 2020 last April, the Town Council has successfully managed to resume its normal cycle of council and committee meetings using the technology available to meet digitally. This has allowed business to be successfully conducted without the need for face-to-face meetings and has also facilitated greater engagement with our residents.

2.    Following the High Court Ruling the above legislation will end on 7 May 2021 unless primary legislation is enacted to permit virtual and hybrid meetings as is the case for Parliament at Westminster.

3.    At a time where many people are continuing to work from home, with the advantage this affords both environmentally by reducing travel and in terms of working environment, this Council calls upon the Government to expedite the allocation of parliamentary time to allow for either an extension of the above regulations, an appropriate amendment to the 1972Local Government Act or new primary legislation to allow Local Authorities to continue with virtual meetings where this is appropriate.

Whilst no dissent was expressed, it was felt that the question was more of a Motion. It was agreed that the Town Clerk would seek Member approval by email for the proposed actions, as well as for authority to submit a formal response on behalf of the Council to the current Government call for evidence in respect of local council meetings.

(a)           To agree the main Committee structure for the ensuing year (existing structure attached).

(b)  To continue with existing memberships and Chairmanships to committees and sub-committees, plus existing appointments to outside bodies, until the next Council meeting (following the by-election in St. George’s ward).

(c) To agree the Terms of Reference for each standing Committee (current Terms of Reference attached).

Notes: at the first meeting of each main Committee, the Terms of Reference for Sub-Committees will be considered.

(d)    To agree the Scheme of Delegation (current Scheme attached).

(to be updated if proposed amendments to Standing Orders, which include delegated authority, are approved)

Council received the existing Committee structure, the Terms of Reference for the four Town Council standing Committees and the Scheme of Delegation.

RESOLVED to approve the Committee structure, standing Committee Terms of Reference and the Scheme of Delegation.

RESOLVED to continue with existing memberships and chairmanships of committees and sub committees, plus existing appointments to outside bodies, until the next Council meeting.

To appoint five Town Councillors to join the Partnership Committee for the ensuing year.  Five Councillors will also be appointed by Central Bedfordshire Council to the Committee.

(Note: the committee Chair will be elected at the first meeting of the Committee in 2021-22)

RESOLVED to continue with the existing membership of the Partnership Committee until the next Council meeting.

As proposed and seconded at Council on 26 April 2021, to consider adopting proposed amendments to Town Council Standing Orders (proposed amendmentsshown in blue type and highlighted in the attached document).

Proposed amendments to Standing Orders, as recommended by the Standing Orders Task and Finish Group and subsequently by the Policy and Finance Committee, were proposed by Councillor M Freeman and seconded by Councillor R Berry. The motion was carried unanimously.

RESOLVED to approve the proposed amendments to Town Council Standing Orders.

At its meeting held 29 March 2021, the Policy and Finance Committee agreed a number of policy reviews. Council is asked to consider the revised Safeguarding Children and Young People Policy (attached with supporting documentation).

Following agreement by the Policy and Finance Committee at its meeting on 29 March that review of this policy was a priority, best practice guidance had been reviewed and proposed amendments to the policy circulated for consideration.

RESOLVED to approve the Safeguarding Children and Young People Policy.

(a)         To consider applications for General Grants of up to £500 as per the attached summary. Available budget is £10,000. General grant guidelines are attached.

(b)         To approve the release of 2021-22 Guaranteed Grant funding to recipients. A reminder of the Guaranteed Grants approved in 2020 is attached along with reports on use of funding in 2021-21 (attached).

(a)          General Grants

The Council was advised that the annual budget for General Grants was £10,000 and that seven applications totalling under £3,500 had been received. A summary of grant applications was circulated for consideration.

It was proposed and seconded that six applications be approved, with the seventh referred on to the Arts Forum. The motion was carried (18 in favour, 1 abstention).

RESOLVED to refer the application from Heath Band to the Leighton-Linslade Arts Forum.

RESOLVED to approve General Grant funding amounting to £2,831.84 as follows, subject to all applicants having met the required criteria by providing the required documentation:

(b)          Guaranteed Grants

Council received a summary of the 15 Guaranteed Grant recipients, following award of the grants in May 2020. Whilst grants were for a four-year term, recipients were required to submit an annual report on expenditure as well as annual accounts each year, before the next tranche of funding could be released. The reports received were circulated to Council and accounts were available to view on request.

RESOLVED to approve the release of 2021-22 Guaranteed Grant funding to: Leighton-Linslade Arts Forum, Autism Bedfordshire, Buzzer Buses Dial-a-Ride, Cruse Bereavement Care, Freddie and Friends Sunshine Stop CIC, Leighton-Linslade Carnival, The Greensand Trust, Keech Hospice Care, Home-Start Central Bedfordshire, Macmillan Cancer Support, Meadow Way Community Association, Rotary Club Yes We Can programme, Leighton-Linslade and District Sports Council and the Town Twinning Forum

(a)       To receive correspondence from Central Bedfordshire Council in respect of the Government’s Welcome Back fund (attached).

(b)       To agree that an informal Councillor workshop be held on Monday, 10 May at 7:30pm to discuss potential use of funding.

(c)      To agree that formal ratification of discussion on 10 May take place by one of the following mechanisms in order that ideas may besubmitted to Central Bedfordshire Council before the deadline date of 28 May 2021: either that an extraordinary one-item Council meeting takes place on Monday, 17 May 2021 or

if this is not possible, that ratification take place by delegation to the Proper Officer with email approval by Councillors as per the decision making procedure endorsed by Council on 20 March 2020. 

Council received correspondence from Central Bedfordshire Council in respect of the Government Welcome Bank fund. Queries were raised regarding whether monies could only be spent on the immediate town centre area and whether funding was likely to be forthcoming faster for certain types of schemes than others. This would need to be clarified by the local authority.

RESOLVED:

-       To receive correspondence from Central Bedfordshire Council in respect of the Welcome Bank Fund.

-       To hold an informal councillor workshop on Monday, 10 May at 7:30pm to discuss potential uses of funding.

-       That formal ratification of discussion on 10 May take place thereafter by delegation to the proper Officer with email approval from Councillors, in accordance with the decision making procedure agreed by Council, in order that ideas may be submitted to Central Bedfordshire Council before the deadline date of 28 May 2021.

To receive a report regarding the precept and banking arrangements (attached) and to consider the recommendation/s contained therein.

Council received a report regarding the investment of the annual precept and banking arrangements throughout the year.

RESOLVED:

a.         To transfer the annual precept (which is paid in two instalments, first in April 2021 and second in September 2021) from the NatWest Business Reserve Account to the existing Nationwide Instant Access Saver Account currently paying 0.05%.

b.        To endorse that funds be drawn down from the Nationwide Instant Access Saver Account and transferred to the NatWest Business Reserve Account to fund the Monthly expenditure, as and when required throughout the year.

c.         That the arrangements above be reviewed upon receipt of the first tranche of the precept for 2022/23.

The Council may consider it appropriate to consider the following resolution should they consider that any discussion would be prejudicial to the public interests: that, under the Public Bodies (Admissions to Meetings) Act 1960, the public be excluded on the grounds of the confidential nature of the business about to be transacted which involves the likely disclosure of exempt information. The public and press to withdraw from the meeting during consideration of detailed discussion regarding:   Community Action Bedfordshire and Appointment of a Planning Consultant.

RESOLVEDthat, under the Public Bodies (Admissions to Meetings) Act 1960, the public be excluded on the grounds of the confidential nature of the business about to be transacted which involves the likely disclosure of exempt information. The public and press to withdraw from the meeting during consideration of detailed discussion regarding:   Community Action Bedfordshire and appointment of planning consultant.

To receive information (attached) and consider Guaranteed Grant funding in respect of Community Action Bedfordshire.

Council received correspondence from Community Action Bedfordshire in respect of its Guaranteed Grant funding to support the voluntary sector, as well as the funding received specifically for the Jazz Up Your Life tea dance programme.

RESOLVED:

(i)           To support the transfer of the balance of the Jazz Up Your Life grant funding (£1,145.72) from Community Action Bedfordshire to Bedfordshire Rural Communities Charity (BRCC) for delivery of the three remaining dances once Covid-19 restrictions permit these to go ahead.

(ii)          To support the transfer of Guaranteed Grant funding for 2021-22 until 2023-24 from Community Action Bedfordshire to Bedfordshire Rural Communities Charity (BRCC) to fund the promotion, development and support of the Leighton-Linslade Timebank.

(iii)        To release 2021-2022 grant funding to BRCC upon receipt of their constitution and account details.

(iv)        To write to John Gelder and to thank him for his longstanding and exceptional service to the community of Leighton-Linslade.

Further to consideration of expressions of interest by the Policy and Finance Committee on 19 April 2021, to consider appointing a planning consultant.

Council noted that consideration of expressions of interest submitted by a number of planning consultants had been undertaken by the Policy and Finance Committee at its meeting held on 19 April 2021.  Subsequently, informal sessions had taken place with two consultants. On being proposed and seconded, it was unanimously agreed to appoint one of the consultants.

RESOLVED to appoint O’Neill Homer to undertake initial scoping work on the possible creation of a Neighbourhood Plan or other appropriate policy document to better inform parish wide improvements and to report back to the Policy and Finance Committee.