Agenda and draft minutes

To receive any apologies for absence from Councillors.

Apologies for absence were received from Mike Brooke and Councillor Vikki Slade.

Councillors are requested to declare any interests on items included in this agenda. Please refer to the workflow on the preceding page for guidance.

Declarations received will be reported at the meeting.

None.

To confirm and sign as a correct record the minutes of the Meeting held on 25 February 2026.

RESOLVED: That the minutes of the meeting held on 25 February 2026 be approved as a correct record.

Voting: Nem. Con.

Broadstone Town Council will be established on 1 April 2026 and must have key governance arrangements in place to operate effectively from vesting day. This report seeks approval to adopt an initial set of governance and policy documents: Standing Orders (to govern how meetings are convened and decisions are made), Financial Regulations (to provide financial control and accountability, supported by the Responsible Finance Officer), the LGA Model Councillor Code of Conduct (aligned with BCP Council to provide clarity for dual-hatted Members and a consistent approach to standards complaints), and a Scheme of Delegation.

The proposed Scheme provides proportionate officer delegation from day one, including authority for the Town Clerk and Responsible Finance Officer to take necessary operational actions and to enter into Service Level Agreements with BCP Council for support services relating to allotments.

The recommended option is to adopt the appended documents, with subsequent adoption alongside other policies at the first Annual Broadstone Town Council meeting in May, and a review during the first year to reflect the Council’s agreed committee structure and ways of working.

The Head of Democratic Services presented a report, a copy of which had been circulated to each Member and a copy of which appears as Appendix 'A' to these Minutes in the Minute Book.

The Shadow Council was advised that, as Broadstone Town Council was to be established on 1 April 2026, there was a requirement to have key governance arrangements in place to operate effectively from that date.

Therefore, the report sought approval to adopt the following initial set of governance and policy documents:

-       Standing Orders (to govern how meetings are convened and decisions are made),

-       Financial Regulations (to provide financial control and accountability, supported by the Responsible Finance Officer),

-       the LGA Model Councillor Code of Conduct (aligned with BCP Council to provide clarity for dual-hatted Members and a consistent approach to standards complaints), and

-       a Scheme of Delegation.

The proposed Scheme provided proportionate officer delegation from day one, including authority for the Town Clerk and Responsible Finance Officer to take necessary operational actions and to enter into Service Level Agreements with BCP Council for support services relating to allotments and civic support.

It was confirmed that the documents had been drafted in consultation with the new Town Clerk, Ms Michelle Harrington.

It was recommended that the documents be approved for subsequent adoption alongside other policies at the first Annual Broadstone Town Council meeting in May and an early review during the first year to reflect the Council’s agreed committee structure and ways of working.

Members were supportive of the recommendations, and it was:

RESOLVED that:-

(a)    the Standing Orders, as set out in appendix 1 to the report, be adopted;

(b)   the Financial Regulations, as set out in appendix 2 to the report, be adopted;

(c)    the LGA Model Code of Conduct, as set out in appendix 3 to the report, be adopted; and

(d)   the Scheme of Delegation to Committees and Officers, as set out in appendix 4 to the report, be adopted.

Voting: Nem. Con.

Additionally, as trustee of the Broadstone Neighbourhood Forum (BNF), Caroline Bliss provided details of BNF assets totalling circa £25k. The full list is set out below.

Members raised concerns that the assets, many of which required maintenance, could be abandoned following the impending closure of the BNF on 18 April 2026.

It was agreed that the matter be referred to Broadstone Town Council, via the new Town Clerk, for consideration of collaborative working on asset maintenance.