Parish Council Agendas and Minutes

Little Shelford Parish Council

 

Minutes of Parish Council Meeting

Held on Monday 20th November 2017

   

Present:                  David Martin, Andrew Hawthorn, Sarah Penn,  Brie Lury, Richard Patterson, Ken Turner

                                    Charles Nightingale (SCDC Cllr)   

                                    Parish Clerk: Penny Tanna                                 Members of the public:  5

 

Agenda order altered with consent

 

1.   Apologies received and approved:  Roger Hickford, David Munro, David Jones (viewed via Skype)

2.   Declaration of interests received :  D.Martin re Planning application for 4 Church St

       Meeting adjourned for Public session

       Public Session Notes

       Resident asked how the decision was arrived at that a tree in High St was deemed not to be in a verge and             hence the PCs responsibility. The clerk explained she treated it as a factual matter requiring only clerical                 input rather than PC involvement. She visited the site and sort advice from the SCDC tree officer & HA.  She      noted there was no verge on neighbouring properties and all public infrastructure was sited at the edge of                 the pavement.   Subsequently she revisited the site with Cllr DJM who concurred with her findings.  She    accepted that it would have been better in this instance to bring the matter to the PCs attention within the    meeting.   The resident would like to remove & replace the tree in the future but will have to follow              standard application process.

       Meeting resumed

 

3.   To resolve the Minutes of the Parish meeting held on 18th September 2017 are an accurate record and be             signed by the Chair as such.  (circulated prior to meeting)

Minute:  Minutes amended to include decision not to include High St tree in the tree survey.  Agreed by all as a correct record, signed & dated by the Chair

 

4.   Matters arising (not covered elsewhere):  None

 

5.   County Councillors’ Report:  Cllr Hickford sent apologies & emailed his report which was circulated prior to     the meeting.

                                     

6.   South Cambridgeshire District Councillors’ report:  Cllr Nightingale announced a Community Chest fund            has been opened to support Solar energy projects in the community.

 

7.   Accounts

       a) To receive account balances and authorise payments in accordance with the RFOs report

       PT circulated the bank balances, reserves & payments report prior to the meeting.

 

Resolved:  the account balances were received and payments list duly authorised for payment

 

       b) Report on Section 106 funds.  PT circulated information prior to meeting.  The PC has contributions from     Hauxton Rd plots - £3399.42 for use on Public Open Space and £573.72 for use on Community facilities.                  The Public Open Space contribution ‘is payable towards the provision & future maintenance of public    open space infrastructure’ such as Children’s play equipment, Maintenance equipment, Landscaping, Sports          equipment, Changing rooms. 

 

       c) Preliminary discussion on budget for 2018-19. AH noted the budget will need to be prepared and the               Precept set for approval at the January meeting.  Additional expenditure predicted for 2018-19 will be  additional tree works following on from the tree survey; the playground project; possible LHI for Bridge Lane   junction & PC election in May.   The current and next years budget are likely to be used in full.

       DM noted that village maintenance arrangements may change in the future possibly with more costs or               use of community action.

Minute: AH & Clerk to present a budget and Precept recommendations at the January meeting

 

 

8.   Roads, Traffic and Police report

       a) Mobile speed sign update – no further news from HA.

 

       b) Report on village views re: junction safety of W.Rd, Bridge Ln & Church St. All views received to date were     circulated prior to the meeting.  Whilst all agreed the junction was dangerous there were conflicting views as to how best to address the problems. RP has submitted a LHI for the junction.

Minute: Parish Council to await Highways Agency’s professional recommendations.

 

       c) Neighbourhood Watch Signs.  The DJM & PT have mapped the existing signs & allocated positions for               new signs at the village entrances. Map circulated.

Minute: Cllrs approved locations. Clerk to proceed.

 

 

9.   Matters relating to the Pavilion, Wale Recreation Ground

       a) Consideration of track Lighting options.  LSSRT have requested this to aid pedestrians accessing the Pavilion and encourage more use of the grounds.

       Quotes received for bollard lighting in region of £8630ex vat. This includes a trench for laying cables.   However a trench would damage tree roots and there is a no dig policy for the track. Some concerns also              raised about light pollution.  Cllrs felt the cost was disproportionate to the benefit.

       A Solar option is not viable owing to tree canopy. 

Minute: Cllr RP will seek advice on a lower specification solution from Mott McDonald

       b) Wale Rec chafer grub damage update: CGM rolled the grounds in September at a cost of £150. No further      action can be taken until Spring when a further rolling may be effective.  Action: Revisit issue in January.

 

       c) Repair of viewing platform:  Clerk has a quote of £860ex vat and will seek a 2nd.

Minute: Clerk to get further quote, apply for a community chest grant then book the repair

      

       d) Playground Project – Susanah Corney & Nicky Luhr gave a project status report.  The WREN grant       application for 38K has been approved.   The funds total is now over 61K. They are awaiting responses from                    Amey Cespa and Aviva. If the grants are approved the project can go ahead, if refused the project will be    actioned but trimmed down to fit the budget.

       Some discussion followed regarding the PC’s purchasing procedure and the need for 3 quotes of a similar            specification to be decided at a meeting of the full council.  A timeline will be needed as some grants have     time constraints (Wren by 28th Sept 17) and suppliers require up to 6 weeks prior to installation.

Minute:  DM, RP and AH are to form a sub-committee working with the Playground group.

They are to produce a provisional timeline and a cash flow plan

It was agreed that 3 suitable quotes should be obtained immediately by the group & clerk, with a view to approving the contract at the January meeting or at an extra ordinary meeting if necessary.

Cllr RP to examine the contracts ahead of the meeting

       It was noted the project does not include replacement of the fence.  The Playground group explained they          are treating this as a separate project. They will fund raise and use community volunteers to upgrade the        fence after the playground is installed. In the meantime the contractor will be asked to reinstate the        existing fence as part of ‘making good’ on completion of works.

 

e)  Results of Wale Grounds tree survey.  OMC tree report was circulated prior to meeting.  2 trees are in need           of treatment within 6 months: The cracked Willow adjacent to the bowls club needs large branch removed   and crown thinned; The London Plane with a deep hollow needs a Picus test to assess the extent of internal               deterioration and the need for further treatment.  The clerk has a quote for £220 for the testing.

       OMC have recommended work on 25 trees within 1 year and a further 14 trees within 3 years.  

       The clerk has obtained a quote of £850 for the treatment of the Cracked willow & 4 other adjacent trees –           this being the rate for 1 days work.  Cllrs queried which additional trees should be included & suggested the             trees overhanging the river.

Minute: Clerk to book Picus test and tree work after obtaining further quotes.  Choice of additional trees to be agreed on receipt of quotes.  The report with a plan of action is to be revisited at the March meeting.

 

       PT noted other PCs used volunteers with horticultural expertise to monitor their trees annually. She    suggested seeking a similar volunteer within the village.  

 

f)    Complaint regarding Wale gate being left open:  A complaint was received from a dog walker about the                 gate being left open by Pavilion users. A Pavilion user also complained about dogs being off the leash.

       General discussion followed with concerns raised mainly about travellers accessing the grounds when the          gate is open and unattended but also with regard to children and dogs being able to get on to the main           road. The risk of travellers is high with several recent incidents locally. It was noted the LSSRT have no gate        policy and nothing regarding the gate is in their Hirer’s terms.

       BS pointed out that the padlock, when not locked. is often left with the combination showing which is a             clear security risk.

       It was clear there were several issues regarding use of the Wale grounds. It was thought that a set of rules              would help the situation.

Minute: DM to consult villagers via the newsletter. AH to raise the matter at the next meeting of the trust.

 

10 . Planning report:       

         Recent applications :

       -     S/3892/17/FL – 15 Courtyards – 2 extensions – no objections raised

       -     S/3965/17/FL – 4 High St – Porch, side,front & rear extensions – no objections raised

       -     S/4048/17/FL – 4 Church St – New dwelling – concerns raised regarding access to the road so close to a           junction and an existing bus stop where the driveway would be. BL to examine plans in full & submit                   comment.            

       Tree applications:

       -     S/3467/17/TC  – 46 High St – Pruning of Sycamore tree- no comment

       -     S/4036/17/TC – 31 Church St – Reduce crown of Pear tree – no comment

       -     S/4090/17/TC – 4 High St – reduce Birch crown – no comment

 

 

11.             Allotments

         A large plot in the corner has been vacated. One holder has asked that a neighbouring plot be mown   regularly. RP will include this when mowing his own plot.

        The paddock gate is in need of repair. BS is to see if it can be seen to by the volunteers

 

 

12. General Village matters

       a)       Councillors walk report:  DJM & PT walked the village. One hedge in Newton Rd is obscuring a road               sign. The sign on the Village green needs attention. The gutters have weeds still and there are leaves on the                 pavement.  The patch on land on Moor Close is still untended. PT has contacted SCDC but received no                   response as yet.                   Action: PT  to contact SCDC regarding both matters.

       b) Village gate entrance sign – postponed

       c) Proposed bin for Bradmere Lane – SCDC Street cleaning Dept to advise.

       d) Review of decision regarding tree at 2 High Street. See public session notes. Clerk has written to CCC &             HA requesting the map of the verges be corrected.

 

        

13.           Clerks correspondence

       a) Setting of meeting dates – circulated prior to meeting. Dates agreed. Clerk thanked AllSaints Church for continuing to offer the use of the North Building.

       b) Mr Miller has been unwell but will still provide a limited litter picking service.

 

14. Any other business:

       - CN wished everyone a Happy Christmas.

       - RP will be fixing a date in January for any Good Neighbour volunteers to meet and get organised.

       - BL asked if there could be a litter bin on the Wale recreation ground, possibly at the entrance. PT to    investigate

       - DJ is to organise a village Spring clean in the new year combining it with a meet the PC event again.

 

The meeting ended  10:30pm                                           Next Parish Council Meeting:  Monday 15th January 18

 

 

 

 

 

Signed __________________________________       Date _________________________


Chair, Little Shelford Parish Council

Little Shelford Parish Council

Minutes of Parish Council Meeting Held on Monday 18th September 2017

David Martin, Andrew Hawthorn, David Munro, Sarah Penn, David Jones, Brie Lury, Richard Patterson
Charles Nightingale (SCDC Cllr) Roger Hickford (CCC Cllr)
Parish Clerk: Penny Tanna Members of the public: 3

Agenda order altered with consent

  1. Apologies received and approved: Ken Turner

  2. Declaration of interests received : None

  3. To resolve the Minutes of the Parish meeting held on 3rd July 2017 are an accurate record and be signed by the Chair as such. (circulated prior to meeting)
    Minute: Agreed by all as a correct record, signed & dated by the Chair

  4. Matters arising (not covered elsewhere): None

  5. County Councillors’ Report: Cllr Hickford highlighted the next round of Local Highway Initiative (LHI) Funding bids were due in mid-October if the PC were interested in applying. He has met with a Highways officer regarding the problematic junction of Bridge Lane/Church St/Whittlesford Rd see agenda item 8.

8. Roads, Traffic and Police Report
- Mobile speed sign update
. The HA will be ordering the signs in early October. Supply takes 6 weeks, then the HA will arrange site meeting with the PC to handover the sign, probably in the new year.

- A1307 Local Liaison Forum for discussions regarding the A1307 Haverhill to Cambridge corridor the next workshop is open to the public and is being held on Tuesday, 26 September 2017, 6pm-8pm, at Henry Morris Hall, Sawston Village College. Cllr RH will attend and report back to the PC.

- Review of junction safety of Whittlesford Rd & Bridge Lane/High St
Cllr RH met with HA onsite. As the predominant flow appears to be Church Street to and from Bridge
Lane, they suggested changing road priority with a stop sign on Whittlesford Road on its approach to Church St/Bridge Lane as a solution. The PC could submit an LHI bid to cover this. Part of the process would include a Safety inspection followed by a formal proposal from HA (which may be different to the solution suggested). It could also be implemented as a temporary measure to see if the solution was effective.
After some discussion of the pros and cons of changing the road priority it was proposed that an LHI bid be submitted to see what solution the HA proposed and the associated costs. The PC would be in a position to make an informed choice.

Minute: Cllrs agreed to submit a provisional LHI bid for improvements to the Bridge Lane/High St/Whittlesford Rd junction, to enable viable options with associated costing be explored. The decision to accept HA’s proposals to be made at a future meeting once villagers have been consulted.
Action: Cllr RP to submit an LHI bid by October 15
th.

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DRAFT

- Newton Road DM has received an email from a resident concerned about the speed of cars on Newton Rd which has resulted in their parked car being damaged. DM reported that traffic calming measures had been requested previously but there was deemed insufficient cause to request it. However with the installation of the new mobile speed signs it will be possible to gather data regarding the speed of cars using the road. This data can be used as evidence to support future requests for road changes if needed.

Action: Clerk to respond to resident accordingly. Situation to be re-assessed in 2018

- Village Gates RH suggested painting them white to increase their effectiveness & adding a sign such as ‘please drive slowly through our village’. Bill Savin offered to paint the gates.

Minute: Cllrs agreed the gates should be painted white. Costings for a suitable sign to be submitted at the next meeting. The PC thanked Bill for his kind offer. PC to provide Hi-visibility jackets for volunteers. Action: Clerk to contact SCDC street cleaning regarding overgrown gutters again.

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-

Update on Neighbourhood Watch.
New NHW signs will be ordered when the locations are agreed and permission received from HA and Balfour Beatty.
It was noted there had recently been 2 car thefts and Winners had been broken into.
DJ pointed out the scarcity of PCSOs. Budget cuts has meant police resources are concentrated elsewhere. It was therefore pleasing that the new NHW coordinators are gaining members and raising awareness of local crime issues. The PC manned a stall at the Fun Weekend and signed up 15 new members to the service.
Coordinators are still needed for Moor Close and Garden Fields and the High St (far end). Anyone interested in being a coordinator or would like to join their streets NHW scheme please contact the clerk. Action PT & DJM to decide location of signs prior to ordering & installing them.

South Cambridgeshire District Councillors’ report:
Cllr Nightingale reported that paper will not be separated from general recyclables in the blue bins from around December. This will save money as specialised lorries will not be required.

Matters relating to the Pavilion, Wale Recreation Ground
a) Wale Rec chafer grub damage & consideration of remedial options available
The clerk noted it was now too cold to apply nematodes and no quotes could be sourced. She circulated 2 quotes for other remedial prior to the meeting. Q1 estimated cost of £2250 to spray the grounds with an unspecified product. Q2 was for over seeding and treatment with a plant strengthener.
After much discussion it was concluded there was no guaranteed effective remedy and no treatment would result in an immediate improvement to the grass. Neil Orpwood noted that rolling had helped alleviate the problem in previous years.

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6.

9.

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Minute: It was decided as temporary measure to arrange for heavy rolling of the grounds. The PC is to look at possible treatments & reseeding measures in the spring.
Action: Clerk to ask CGM to roll grounds especially pitches. Clerk assigned a budget up to £500

b) It was noted the viewing platform on the river path is in need of repair. The clerk is awaiting a quotation for the work.

c) To consider and approve adoption of a Safeguarding Policy.

Councillor DJ circulated a draft Safeguarding Policy which he proposed the PC adopt.

Minute: Members agreed to adopt the Safeguarding Policy
Action: Clerk to confirm all organisations using the Wale & Pavilion had similar Safeguarding policies.

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DRAFT

d) Playground Project - to formally approve agreement to become Third Party Contributor for the Amey Cespa grant application. The Playground group had requested by email the PC be the TPC with the contribution total being £2200. This requires an additional allocation of funds from the PC of £1285 over and above what had previously been agreed. Owing to application deadlines the Councillors approved the request outside the meeting with the proviso all other requests be submitted at meetings.

Minute: Members agreed to be the Third Party contributor for the Amey Cespa grant application and allocated £1285 only in the event of the grant being awarded.

- Rospa report the Rospa report was reviewed again in light of the current status of the Playground project. It was noted the grass area is messy with mole & rabbit damage and that it should be ensured that any replacement fence should be of a type to protect from this.

Minute: The PC will continue to monitor the playground carefully with no remedial work being carried out whilst planning replacement of the equipment.

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-

Other matters The removal of the storage container has been postponed owing to the weather.
RS reported a problem with access to the Pavilion in the dark and requested lighting along the track.
Action: AH and RS to provide lighting proposals for consideration at the November meeting with funding to come from the Pavilion reserves.
He also reported the benches were so overgrown with weeds as to be unusable.
DJ proposed a working party of volunteers to undertake a tidy up of some of the borders, possibly in October.
Action: DJ to organise the event.

8. Accounts
a) To receive account balances and authorise payments in accordance with the RFOs report PT circulated the bank balances, reserves & payments report prior to the meeting.

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Bank reconciliation at 9th September 2017

Current account

26768.93

Deposit account

34084.7

Pavilion account

2026.83

62880.46

Less unpresented cheques

#101357

-458.4

Uncleared receipts

0

0

Net bank balances

£ 62,422.06

Payments to be presented for approval

Clerk - Aug wages

458.4

Ladywell accountancy services

50

HMRC paye

8.8

Acre annual membership

54

PKF - Annual return

240

CGM grass cutting

802.84

SSE - phone box (DD)

1.76

Total

£1,615.80

DRAFT

Resolved: the account balances were received and payments list duly authorised for payment

It was noted Reserves labelled Pavilion Project be corrected to Pavilion reserve. Cllrs asked for clarification on the Section 106 funds and whether they could be reassigned.
Action: Clerk to provide necessary information on the Section 106 payments at November meeting

Minute: Cllrs agreed to remove S106 funds from the ring fenced reserves and proposed to reassign the funds after advice from the clerk.

  1. b)  Budget update. The clerk circulated latest budget analysis. There were no issues of concern.

  2. c)  Renewal of insurance policies. PT circulated renewal quotes prior to the meeting. She noted the

Employee Dishonesty cover had been increased to reflect greater value of funds at risk as suggested in the internal auditors report.
The Pavilion Building insurance sum insured has been increased by 3% to reflect the Rebuilding Cost Index and the Retail Price Index. The renewal premium has subsequently increased. The new shed has been added to the policy at a cost of £13.65

Minutes: Cllrs agreed to remain with existing provider for both policies as the premium was competitive and the excess charge lower than elsewhere. They voted the shed be added to the policy

10 . Planning report: Recent applications :

  • -  S/2524/17/FL - 61 High St rear extension - resubmission - no comment

  • -  S/2898/17/LD 74 High St - lawful development of new garage & new site access no comment

  • -  S/2481/17/FL 12 High St single & 2 storey rear extensions, front porch & dormer noted the

    choice of materials was not in keeping with the wider village but no comment submitted

  • -  S/1988/17/OL 59 Hauxton Rd bungalow in rear garden - withdrawn

    Tree applications:

  • -  S/3138/17/TC - 17 Hauxton Rd Felling of 3 trees no comment

  • -  S/3058/17/TC 19A High St Prune 2 trees & fell 1 tree no comment

11. Allotments
Clerk is to issue invoices for renewal of tenancies this month.
She requested access to the £100 budgeted funds for future needs on the allotments
There is one large plot available to hire but it may need rotavating. RP has recently cut the grass on it.
Action: Clerk to send tenants renewal invoices.

12. General Village matters
a) Councillors walk report: AH walked the village. He noted most issues raised in the May report had been attended to. The pavements are still in a poor state. There was some broken glass on the playground. There is a patch on land on Moor Close in a poor state. It may be property of SCDC.
Action: CN/PT to look in to the matter.
There is still rubbish being left in Bradmere Lane & Claypits.
Action: Clerk/CN to look at the option of a new litter bin

b) Tree survey and management policy. Clerk advised that all trees in the village should be logged and a formal regime of phased inspection implemented in stages. PT suggested asking for knowledgeable volunteers to help with logging the trees in the verges etc.

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DRAFT

A survey of The Wale Recreation ground is highest priority as it is most used by the public. PT circulated quotes for a tree survey of the Wale grounds including the trees around the river walk. AOC was competitive and had been recommended by GSPC. As consultants they do not carry out tree works.

Minute: PC resolved to contract AOC to carry out the survey and tag the trees. PT to present the results of the survey at the November meeting

c) State of businesses in LS - DM reported that some businesses in LS were looking in need of attention. DJ stated the Navigator was due to have external refurbishment work done in the new year. Clerk to write to businesses concerned in a considerate manner.

14.Clerks correspondence
There are informal consultations regarding the future of libraries being held in September & October. Clerk to circulate dates to cllrs.

15. Any other business:
- RP has received one request for help from the Good Neighbours Scheme. He will coordinate with volunteers that have signed up to take the matter further.
- Cars have being parking close to the T junction at Church St severely limiting visibility for drivers. Cllrs suggested reporting offending cars via 101 or the new online tool
- DJ is to organise another litter pick in February and suggests combining it with a meet the PC event again. - DM noted there was still a cllr vacancy and asked everyone to consider candidates for co-opton

The meeting ended 10:15pm Next Parish Council Meeting: Monday 20th November 17

Signed __________________________________ Date _________________________ Chair, Little Shelford Parish Council

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Little Shelford Parish Council minutes July 3 2017

Little Shelford Parish Council

 

Minutes of Parish Council Meeting

Held on Monday 3rd July 2017

   

Present:               David Martin, Andrew Hawthorn, David Munro, Sarah Penn, David Jones, Ken Turner, Brie Lury

                                Charles Nightingale (SCDC Cllr) Roger Hickford (CCC Cllr)               

                                Parish Clerk: Penny Tanna                            Members of the public:  2

 

Agenda order altered with consent

 

1.   Apologies received and approved:  Richard Patterson

 

5.   Co-option of to fill vacancy

      AH in the Chair explained that as DM had technically been absent for 6 months, he was not officially a cllr       until co-opted.   A Vacancy notice has been displayed as required with no responses from the public.     Members unanimously agreed to co-opt DM      to the council. DJ proposed DM to resume the role of Chair,        seconded by CN and agreed by all. DM accepted the office.    

      Minute: David Martin accepted the appointment and signed the Declaration of Acceptance of Office.

       

2. Declaration of interests received   BL re planning application S/2082/17/VC

     

3.   To resolve the Minutes of the Annual Parish meeting held on 22nd May 2017 are an accurate record and be    signed by the Chair as such.  (circulated prior to meeting)

      Minute: Agreed by all as a correct record, signed & dated by the Chair

 

4.   Matters arising (not covered elsewhere)

      AH provided 2 options as to funding the £5000 allocation to the Playground project

      a.      To call on the general reserves to cover the 5K and to increase the 18/19 precept to replenish the            reserves.

      b.      To take out a Public Works Board Loan. Interest rates are currently very low. There would be no              impact on the reserves. It would spread the impact to the precept over a period of time.  Loan       repayment would be dependent on the amount borrowed and for what length of time.   Funding loan            repayments would require a small increase in the precept.  

     The second option was generally agreed to be the most suited in principal. The final decision is to be made     

     when the Playground Action Group has reached it’s funding raising target and requires the 5K.

                                         

 

6.   County Councillors’ Report: Cllr Hickford received the list of highway issues from LSPC prior to his meeting     with the Highways Dept.  LS road repairs are now in the process of being completed.

      A workshop on development of the A1307 (Babraham Rd) is to be arranged sometime in September. He       urged PCs affected to send representatives to the workshop.

      The Combined Authority and Mayor are working on a business case to extend the M11 towards Ely & A47.

      DM thanked him for his report and his efforts with the HA. 

 

 

7.  South Cambridgeshire District Councillors’ report:

      Cllr Nightingale noted that the  Sports Village planning application has now been withdrawn

 

 

8.   Accounts

      To receive account balances and authorise payments in accordance with the RFOs report

      PT circulated the bank balances & payments report prior to the meeting.

 

 

 

 

Resolved:  the account balances were receive and payments list duly authorised for payment

Action: AH/Clerk to present Budget report at next meeting

 

 

9.   Roads, Traffic and Police Report

      A resident of Hauxton Rd spoke regarding the clerks letter about parking on H.Rd causing difficulties for         traffic. Her opinion was that the parked cars were a benefit as they slowed traffic that often broke the        speed limit and made it safer for the many cyclists.  PT confirmed other recipients had contacted her with            the same opinion. It was suggested the mobile speed sign may improve the situation.  After some   discussion, with no consensus, it was agreed that the PC should get professional advice from the HA         regarding this and other problematic locations within the village.

Action: Situation is to be monitored after speed signs installed.  Cllrs & public invited to bring issues to the     PCs attention prior to a meeting with a Highways Officer.  The results are to be discussed at the meeting   in November.

Action: Clerk to write to the Lodge regarding rose bushes.

 

    a)        SP/DM Report on Neighbourhood Watch Scheme expansion meeting. Susu Scott hosted the meeting of       volunteers interested in joining the NHW. The aim was to find 1or 2 representatives for each street.  This      was mostly achieved except for Moor Close, Garden Fields and a 2nd for Whittlesford Rd.  Volunteers are still             being sort for these locations.

Action: The Chair called for anyone interested in joining an existing NW scheme or setting up a new one for    their street, to contact the Parish Council for more information.

      The Cambridgeshire NHW organiser, Geoffrey Varley, outlined the role which primarily involved        disseminating information by email based on alerts received from the police.  It can be enlarged to include       associated activities such as implementing community security measures, fundraising and socialising.   

      It was requested that the PC consider funding NHW signs at all the entrances to the village.

      Clerk noted the signs cost £14 each & come with a bracket to attach it to existing posts.

Minute: Cllrs agreed to purchase the necessary number of signs. Clerk to liaise with GV & existing NHW       coordinators.

 

      b)     SP attended the Sawston Police Panel meeting.  Most issues not relevant to LS though parking problems in GS were discussed. Other topics were the Safety Advisory Group for events and the Safer                 Spaces Project to be piloted in Sawston.   SP will attend the SC Parish Council conference.  The PC thanked    her for attending.

 

     c)    LHI mobile speed sign – AH/RP to meet the project engineer on site to discuss sign locations, the                equipment needed, whether new posts were needed and the costs.  AH to make a list of sites. 

 

 

10.   Matters relating to the Pavilion, Wale Recreation Ground

a)   Progress on the new storage shed.  PT reported the shed is due to be installed on 6th July. The removal of the container will be arranged by Ray Saich. The grounds will be closed during the removal.

Minute: The PC thanked Neil Orpward and members of the cricket club for laying the paving slabs needed                 for the shed base.

b)  Arrangements for a stall at the LS Fun weekend.  The Stall will display information on the new Mobile sign & Friendly neighbour initiative, with a possible separate stand for Neighbourhood Watch volunteers.  BL suggested asking the SmartWater company to support the stall. DM asked cllrs to form rota to man the stall.

c)   To consider the need to adopt an Equality policy and a Safeguarding policy.  These policies are a requirement for the Amey Cespa grant the Playground Action Group have applied for.  The policies are not a legal requirement but are seen as best practice by Capalc and SLCC, both of whom supply template policies.

Minute: The PC agrees in principal to the adoption of safeguarding & equality policies.  Cllr DJ to    formulate suitable policies for review and adoption at the next meeting  on the 18th September. Action: DJ to organise some training for cllrs via the SSYI whose staff are fully conversant with            safeguarding procedures.

 

11  . Planning report:      

        Cllr BL attended an outreach training course on planning & recommended the course to others.

        6 applications have been received   

  • S/2082/17/VC -  42 High St – variation of original plan – concerns raised re dormer windows, comment to be submitted by SP with possible request for site visit if needed.

  • S/1988/17/FL – 59 Hauxton Rd – Bungalow in rear garden – Concerns raised about emergency access & parking – comment to be submitted by BL

    Tree applications

  • S/2202/17/TC – Manor House – fell Lime tree & pollarding – no objection

  • S/2163/17/TC – Manor House – Prune Sycamores – no objection

  • S/2063/17/TC – 2A Newton Rd – Reduce crown of tree with TPO – no objection

     

     

    12.            Allotments

            Clerk reported Jonno Record and AWS had offered to help with a community orchard. 

            PT has received one request to cut the untended plot.

          Action: Clerk to investigate both options & report at next meeting.

     

     

    13. General Village matters

     

          a)      Councillors walk report: DM examined all the roads & made a comprehensive list of defects which have       been passed the HA via Cllr Hickford for action where possible.

     

          b)     No update on good neighbours project.

     

          c) Bradmere Lane:  A villager has reported thick undergrowth and overhanging branches along Bradmere      Lane and the Claypits area,  as well as litter around the picnic table.  The Men’s Group volunteers at  All    Saints Church told Cllr DJ they would like to clear the vegetation on Bradmere Lane and the Claypits.

    Minute:  PC has no objection to the All Saints Men’s Group clearing vegetation on Bradmere Land and                Claypits.

    Action: PT to report litter to street cleaning team at SCDC.

     

          The clerk asked for clarification on status of the land for future issues.  The Land Registry has no record of     ownership. Historically it was for the use of LS residents . As ownerless common land, Section 45 of the        Commons Act 2006 gives the PC powers to protect the land against unlawful interference but does not    empower the PC to incur expenses for improvements such as litter clearing or tree planting.  The PC has the     option to apply for ownership and take full responsibility for managing the land. 

    Minute:  Having taken legal advice, the PC will continue to use its powers to protect Bradmere Lane and the Claypits as ownerless common land.

     

           

    14.          Clerks correspondence

          LS Bowls Club have written thanking LSPC for the donation and reporting good progress on the repair of the       green             

          Sawston PC has asked if the PC would write to Uttlesford DC asking for an extension of the Local Plan       Consultation to avoid the August holiday period and give adequate time for responses.  Cllrs agreed.

          Action: Clerk to send extension request.

     

    15. Any other business:

          Moor Close substation and rear area of land: DJ reported patches of land round Moor Close are in a poor       state.

          Action: Clerk / DJ to investigate ownership and make request for land to be attended to

     

     

     

    The meeting ended  9:15pm                                       Next Parish Council Meeting:  Monday 18th September  17

     

     

 

Signed __________________________________       Date _________________________

Chair, Little Shelford Parish Council

The Parish Council accounts for 2016/17 are now available for inspection.

The relevant documents are attached at the bottom of the page.

1. The notice of public rights – from 5.6.17 – 14.7.17

2. A summary of the publics rights

3. Annual Governance Statement 2016/17 (unaudited)

4. Accounting statements 2016/17 (unaudited)

 


 

Little Shelford Parish Council

Minutes of Parish Council Meeting

Held on Monday 22nd May 2017

Present: David Martin, Andrew Hawthorn, David Munro, Sarah Penn, Richard Patterson

Ken Turner, Brie Lury.

Charles Nightingale (SCDC Cllr) Roger Hickford (CCC Cllr) Kevin Cuffley (CCC Cllr)

Parish Clerk: Penny Tanna

Members of the public: 1

1. Election of Chairman & Vice-chairman

Andrew Hawthorn in the Chair invited the members to propose a Chairman. It was proposed by AH and seconded by KT that David Martin should continue as Chairman. Agreed by all. DM accepted the office but noted that it was good practice to change the Chair regularly. He encouraged others to step forward in 2018

Minute: David Martin accepted the appointment and signed the Declaration of Acceptance of Office.

DM proposed AH to continue as Vice-chairman, seconded by RP and agreed by all.

Minute: Andrew Hawthorn accepted the appointment & signed the Declaration of Acceptance of Office.

2. Apologies received and approved: David Jones (viewing by skype)

3. Declaration of interest received. DJ regarding tree application

4. Allocation of Councillors’ responsibilities:

Agreed: that all Councillors would assume the following responsibilities:

Position/ group 2017/18

Chairman David Martin

Vice Chairman Andrew Hawthorn

Finance Andrew Hawthorn

Planning Brie Lury / Sarah Penn / Ken Turner

VDS David Martin / Andrew Hawthorn

Trees/Tree applications David Jones & David Munro

Pavilion trustees David Munro, Andrew Hawthorn, Sarah Penn

Wale Recreation Ground David Jones & David Munro

Playground appeal David Jones & David Munro

Transport (Roads/buses) Richard Patterson, Andrew Hawthorn/David Jones

Police liaison Sarah Penn

Village Hall Ken Turner

Allotments Clerk

Church David Jones

Website/Newsletter David Martin

Entertainments Committee David Jones, David Munro, Brie Lury

Good Neighbour Project Richard Patterson & Brie Lury

NB: roles may be re-assigned to the new councillor, when appointed

5. Formal acceptance of Mary Palazzo’s resignation

The chair announced that Mary Palazzo has stood down as a councillor after over 5 years of service.

He formally thanked her for the excellent service she provided throughout that time.

Action: The clerk is to notify the Elections Office at SCDC and post a Notice of Vacancy for 14 working days.

Minute: If no Bye-election is called for, councillors agreed to co-opt a new member. Clerk to advertise the casual vacancy if required.

6. Minutes of the meeting held 20th March 2017 (circulated prior to meeting)

Agreed by all as a correct record, signed & dated by the Chair

7. Matters arising outside of existing agenda: None

8. County Councillors’ Report: Cllr Hickford reported the Annual meeting of CCC is to be held on 23rd May when positions of responsibility would be confirmed. He and KC will undertake to provide a written report prior to each PC meeting.

9. South Cambridgeshire District Councillors’ report:

Cllr Nightingale attended the opening of the new North Cambridge railway station. The proposal for a South Cambridge/Addenbrookes railway station in the future is being actively considered.

10. To consider and approve the Annual Return Section 1 - Annual Governance Statement 2016/17

The clerk circulated the Annual Return prior to meeting

Minute: Resolved to approve the specific answers given in Section 1 – The Annual Governance Statement of the Annual Return for the Year Ended 31 March 2017. Signed by the Chair and Clerk.

11. Accounts

a) To consider and approve the Annual Return Section 2 - Accounting Statements 2016/17

Figures were provided by the RFO and confirmed by Cllr AH. The bank reconciliation, explanation of variances & cashbooks were circulated prior to meeting.

Minute: Resolved to approve the Accounting Statements. Annual return Section 2 signed by Chair.

b) To review the report from the independent auditor. (circulated prior to meeting)

Report reviewed. Auditor recommended increasing Employee Dishonesty cover. He also noted some procedural errors regarding councillor co-option and absenteeism of over 6months

Action: Clerk to seek advice from Capalc as to whether any corrective action is required.

c) To receive account balances and authorise payments in accordance with the RFOs report

PT circulated the bank balances & payments report prior to the meeting.

Current account 32334.52 Deposit account 34084.7 Pavilion account 2026.83 68446.05 Less unpresented cheques Cheque no: 101340 -93 Cheque no 101341 -400 -493 Uncleared receipts 0 0 Net bank balances 67,953.05 £ Bank reconciliation at 22 May 2017

Payments to be presented for approval Clerk - Apr/May wages 917.00 clerk - expenses (paye) 25.80 Calpalc membership renewal 258.09 LS Bowls Club donation 1500.00 LGS - internal audit (ex vat) 75.00 Asgard shed To be confirmed 1635.00 Total £4,410.89

Resolved: the account balances were receive and payments list duly authorised for payment

d) To seek permission to pay SSE monthly bill by direct debit.

Clerk noted as the PC were billed each month and the invoice was approximately £1.90, it would save time to switch to direct debit.

Minute: Council approved the request to pay by direct debit for a period of 5 years.

e) To consider the request from the Playground Action Group for further financial support.

Susannah Manning, representing the Playground Action Group, addressed the cllrs prior to the formal meeting, requesting a second donation of £5000 for the Playground fund. The additional funds would strengthen their bid for a grant from WREN and subsequently from Amey Cespa. The group continues to actively fundraise with a Magic Night on 10th June and other grant opportunities were being pursued. DM thanked her for attending.

It was pointed out that the existing equipment was 17 years old and would require investment in refurbishment or replacement in the near future. There was general support for the group.

Cllr AH reported that the 5K was not in the 17/18 budget. Given that £1500 had already been allocated to the Bowls Club and the additional expenses likely during the year, it would be necessary to draw down monies form the general reserve taking it below the minimum required by the Reserve Policy. This would require a change in the policy. He also noted that the S106 money originally allocated to the Pavilion Project had not been utilised and was still available.

AH proposed allocating a further £5000 to the fund but only if the Playground Action group is successful in obtaining a grant from WREN & Amey Cespa, RP seconded proposal. All cllrs agreed.

Minute: PC resolved to allocate £5000 to the Playground Project but only on the Action Group being successful in their grant applications with WREN and Amey Cespa

Action: AH to provide options regarding the fund allocation and impact on reserves at July meeting

12. Roads, Traffic and Police Report

a) Minor Highway Improvement Fund – PC has not been contacted yet. Clerk to report at July meeting.

b) To consider how to develop Neighbourhood Watch Schemes in the village.

Following the positive response at the Annual village meeting by residents and Police officer, the PC resolved to encourage more Neighbourhood Watch Scheme at every opportunity – via the Newsletter , leaflets and at the Fun Weekend.

The Chair called for anyone interested in joining an existing NW scheme or setting up a new one for their street, to contact the Parish Council for more information.

13. Matters relating to the Pavilion, Wale Recreation Ground

Consideration of the Rospa report (circulated prior to meeting)

The Rospa safety inspection of the children’s playground was carried out on April 17th. The report, circulated to all members, indicates some low to medium risk elements but no urgent issues requiring immediate action. It was noted that the wooden fencing posts, benches and tables are showing signs of decay. Given that equipment is likely to be replaced within 18 months, no action was deemed necessary.

The clerk noted pest control was booked to deal with the mole infestation the following day. The Playground Action Group are to be asked to consider mole proof fencing within their proposal.

Minute: Council have read the Rospa report and noted the advice outlined within. Council to reconsider the report at the September meeting in light of the Playground projects progress.

14. Allotments – nothing to report

15. Planning report: Four applications have been received

S/1540/17/FL - 15 High St – Extension of porch – no objection

 S/0797/17/FL – 95 High St – application withdrawn

 Tree applications

 S/15882/17/TP – 19 Church St – fell diseased Ash tree with TPO – no objection

 S/1576/17/TC – 12 High St– felling of 2 trees – no objection

It was noted that trees cannot be worked on if birds are nesting. Cllr BL suggested the rules regarding tree works within a Conservation area should be publicised as she received frequent queries.

Action: Clerk to approach the tree officer for suitable information to publish.

16. General Village matters

a) Risk assessment update regarding Bradmere Lane and pond

The land is not owned by the PC or anyone else. Historically it was for the use of LS residents. It is maintained periodically by volunteers and the Wildlife Group. PC records show the PC helped set this up in the 1990s but it is not clear if this could be construed as maintaining the land.

PT advised the insurers will only cover land for which the Parish Council either own or have responsibility for maintenance and upkeep

Action: PT to seek further legal advice from Capalc regarding the issue of liability

b) Request from LSEC for the Parish Council to have a stall at the Saturday event

Cllrs agreed to run a stall. It was suggested the reports from the Annual Village Meeting be displayed again. The stall would be used to recruit volunteers for Neighbourhood Watch and for the Good Neighbour/Mobile warden project. Details to be finalised at the July meeting.

c) Councillors Village walk report presented by Sarah Penn & David Munro

The report, with photos, was circulated prior to the meeting. It was found that overall the village was looking reasonable. However with the fine weather hedges encroaching on pathways is becoming a problem, particularly within Courtyards.

SP also reported trees were overhanging the pavements and obscuring village signs at several addresses in High St, Newton Rd and Church St.

Action: Clerk to write to property owners

The village gate on Whittlesford Rd is damaged. DM to ask if Bill’s volunteers could add it to their list. RH suggested painting it white to increase it’s effectiveness. DM suggested a poll on the Fete stall.

Pavements are still in a very poor state but are unlikely to meet the criteria needed before repair is considered. Of particular concern was the junction of Church St, High Street, Garden Fields and Hauxton Rd where visibility was adversely affected by cars parked on the stretch of road between Garden Fields and Hauxton Road.

Various options were discussed including the possibility of yellow lines. CN indicated how expensive this option was. Cllr RH asked that the report be sent to him and he will raise the issues at a meeting with Peter Taylor, Highways Agency.

Action: Clerk to write to houses on the street requesting they park considerately.

Further discussion followed as to whether to publish Council Village Walk reports in future. Cllrs had mixed views on this.

d) Feedback from Annual Village Meeting

The meeting went well. It was felt that more should be done to encourage more villagers to attend. Possibility of a different time and location to be looked at next year.

18. Clerks correspondence

Reminder to all cllrs to update their register of interests – form to be circulated.

Cllr training is available next month at a cost of £30 per session. Cllr BL volunteered for the session regarding planning. Clerk to attend the session regarding budgeting

Minute: PC approved £60 expenditure on training

An up to date Tree management regime needs to be formulated and actioned prior to a tree survey. Action: PT, David Jones & David Munro to take this forward

19. Any other business:

Rugby - A request has been received from the Rugby club to use the Wale grounds for tag rugby in summer as in previous year. Approved provided it does not clash with cricket fixtures and they have the necessary insurance.

Dog Fouling - DM reported that sadly there has been an increase in dog fouling across the village, especially in the Wale grounds. Not only is this unsightly it is a health hazard particularly for small children. The NHS says: Both dog and cat faeces can contain the eggs of the roundworm 'Toxocara'. These eggs can survive in the soil for several years. If they are ingested or inhaled by humans, they may cause eye, liver, brain and respiratory problems such as asthma, blindness, hepatitis and epilepsy. The Parish Council asks all dog owners to behave responsibly. If anyone sees dog fouling happening please report it directly to the Environment al Health Dept at South Cambs. DC. It can be reported online and is completely anonymous using this link https://scambs.jdi-consult.net/envirocrime/index.php.

The meeting ended 9:35pm Next Parish Council Meeting: Monday 3rd July 17

Signed __________________________________ Date _________________________

Chair, Little Shelford Parish Council

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064 Minutes of the Little Shelford Parish Council meeting July 11 2012  16 Jul 2012, 12:38 David Martin
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Minutes of the Little Shelford Parish Council meteing May 2012  8 Jun 2012, 06:52 David Martin
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Reports to the Little Shelford Annual Village meeting 2012  8 Jun 2012, 06:51 David Martin
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Draft minutes of the Little Shelford Annual Village Meeting April 2012  8 Jun 2012, 06:50 David Martin
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Minutes of the Little Shelford Annual Parish meeting April 2011  8 Jun 2012, 06:45 David Martin
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Minutes of the Little Shelford Parish Council meeting March 2012  8 Jun 2012, 06:44 David Martin
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Minutes of the Little Shelford Parish Council meeting January 2012  8 Jun 2012, 06:42 David Martin
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Minutes of the Little Shelford Parish Council meeting November 2011  8 Jun 2012, 06:40 David Martin
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Minutes of the Little Shelford Parish Council meeting September 2011  8 Jun 2012, 06:39 David Martin
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Minutes of the Little Shelford Parish Council meeting July 2011  8 Jun 2012, 06:38 David Martin
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Minutes of the Little Shelford Parish Council meeting May 2011  8 Jun 2012, 06:29 David Martin
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Minutes of the Little Shelford Parish Council meeting March 2011  8 Jun 2012, 06:25 David Martin
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Minutes of the Parish Council meeting January 2011  8 Jun 2012, 06:23 David Martin
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Minutes of the Little Shelford Parish Council meeting November 2010  8 Jun 2012, 06:22 David Martin
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Minutes of the Parish Council meeting September 2010  8 Jun 2012, 06:20 David Martin
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Minutes of the Little Shelford Parish Council meeting July 2010  8 Jun 2012, 06:18 David Martin
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Minutes of the Little Shelford Parish Council meeting May 2010  8 Jun 2012, 06:16 David Martin
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Minutes of the Parish Council meeting March 2010  8 Jun 2012, 06:14 David Martin
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Minutes of the Parish Council meeting January 2010  8 Jun 2012, 06:13 David Martin
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Minutes of the Little Shelford Parish Council meeting November 2009  8 Jun 2012, 06:11 David Martin
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Minutes of the Little Shelford Parish Council meeting September 20 2009  8 Jun 2012, 06:10 David Martin
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Minutes of the Little Shelford Parish Council meeting July 2009  8 Jun 2012, 06:08 David Martin
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Minutes of the Little Shelford Parish Council meeting May 2009  8 Jun 2012, 06:07 David Martin
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Minutes of the Little Shelford Parish Council meeting March 2009  8 Jun 2012, 06:05 David Martin
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Minutes of the Little Shelford Parish Council meeting January 2009  8 Jun 2012, 05:50 David Martin
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Minutes of the Parish Council meeting Nov 26 2008  8 Jun 2012, 05:48 David Martin
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Minutes of the Parish Council meeting September 27 2008  8 Jun 2012, 05:47 David Martin
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Minutes of the Parish Council meeting May 28 2008  8 Jun 2012, 05:45 David Martin
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Minutes of the Annual Village meeting April 24 2008  8 Jun 2012, 05:43 David Martin
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Minutes of the Parish Council meeting March 23 2008  8 Jun 2012, 05:41 David Martin
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Minutes of the Parish Council meeting Jan 23 2008  8 Jun 2012, 05:39 David Martin
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Minutes of the Parish Council meeting November 28 2007  8 Jun 2012, 05:37 David Martin
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Minutes of the Parish Council meeting July 20 2007  8 Jun 2012, 05:35 David Martin
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Minutes of the Parish Council meeting May 20 2007  8 Jun 2012, 05:33 David Martin
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