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PC meeting, December 2020

posted 4 Dec 2020, 06:44 by N Day   [ updated 9 Feb 2021, 09:04 ]

Agenda for the Parish Council meeting on December 7, 2020

click here to get a copy of the agenda in PDF form, and the Clerk's notes are available via this link. Altered Dec 7 to include link for Zoom session, and to correct provisional dates mentioned in item 14. The minutes follow the agenda, and are also available in PDF form. Note that the minutes are in draft status until approved at a subsequent PC meeting.

From Catherine Fox, Parish Clerk:

The Next Meeting of the Parish Council will be held at 7:30 on Monday 7th December 2020 via remote conferencing on Zoom (Meeting ID 313 378 5045, Password 941083 or via this link) with Andrew Pett in the chair.

Please Note: Due to restrictions currently in place around COVID-19, there will be no physical meeting. Those who wish to comment on any item on the agenda are invited to join the Parish Council via ‘Zoom’. Councillors will not be making decisions about items not on the agenda. Any personal information given will be dealt with in line with the Parish Councils General Privacy Notice, full details of which can be found on the website.

All members of the Council are hereby summoned to attend for the purposes of considering and resolving the business to be transacted at the meeting as set out below.

1. Silent Prayer.

2. Apologies for absence.

3. Declarations of Interest.

(a) Councillors to declare any disclosable pecuniary interest in any items on the agenda;

(b) Councillors to declare any other interest in any items on the agenda.

4. Minutes. Consideration of the minutes of the meeting on 2nd November 2020.

5. Open Forum for 15 minutes to enable members of the public to bring any matters to the attention of the Parish Council.

6. Matters Arising.

1. Neighbourhood Plan – report and update from Councillor Pett

2. Little Gransden Airfield & Gliding Club – report by Councillor Ginn.

3. Change of date for Clerks Automated Payments.

4. Reading Room Cottage – update from Councillor King.

5. Sand Rd development – Update from Enforcement Officer.

7. Tree Survey – To approve quotation and agree inspection criteria.

8. New Sign for Playground Car Park To display opening/closing times of Car Park gate.

9. Clerk’s Financial Statement
. For November 2020 and Budget Review.

10. Payments for Approval.

11. Review of Clerks Core hours.

12. Approval of Budget for 2021/22.

13. Consultations

1. Cambridgeshire & Peterborough Minerals & Waste Local Plan. Proposed main modifications consultation (4th Nov – 15th December 2020).

2. Cambridgeshire and Peterborough combined authority draft budget 2021/22. (closing date 31st December 2020).

14. Dates for Next Year’s Meetings. The following dates are suggested:

Jan 4; Feb 1; March 1; April 12; April 22 for Annual Parish Meeting; May 10; June 7; July 5; Aug 2; Sept 6; Oct 4; Nov 1; Dec 6.
(emboldened dates are corrections from the dates originally published in the agenda, to allow for bank holidays).

15. Highways. Any repairs or maintenance needed.

16. Correspondence.

1. CIL Funding Round

2. Highways Events Diary (To note)

3. Census 2021

4. Citizens Advice Rural Cambs – Donation Request

5. Letter from Councillor Mark Goldsack re ‘This Land’ (To note)

6. Greater Cambridgeshire Partnership – Cambourne to Cambridge Notification of Executive Board Meeting 10th Dec. (To note)

17. Planning.

At the time of publication of the agenda, there were no planning matters for consideration.

18. Next Meeting Monday 4th January 2021 at 7.30 pm is suggested.

Please note, any items for inclusion on Januarys agenda must be received by 27th December 2020.

Meeting Minutes

Those present were: Andrew Pett, Chairman; Jeff Gorton, Parish Councillor; Giles Scott, Vice Chairman; James Catmur, Parish Councillor; Catherine Fox, Clerk; Nigel Day, Parish Councillor; Michael Capps, Parish Councillor; Peter King, Parish Councillor; Nick Ginn, Parish Councillor; District Councillor Richard West; and 1 member of the public.

1. The meeting was opened at 7:30 pm with a silent prayer.

2. Apologies.
Apologies were received from Councillor Ricciardi, and County Councillor Julie Wisson.

3. Declarations of Interest. There were no declarations of interest.

4. Minutes of the previous monthly meeting held on 2nd November 2020 which had been circulated, were approved and will be signed accordingly by the Chairman.

5. OPEN FORUM. The meeting was closed for 4 minutes.

Councillor West wished to place on record his sincere thanks to Councillor Pett for visiting the site on Sand Road to meet with a resident and compile a report with photographs for submission to the enforcement officer.

Similarly, Councillor West also wished to thank Councillor Capps and Ian Winfield (Highways) who walked the area of the drainage problems within the village and acted swiftly following the meeting to resolve them.

Councillor West reported that during the meetings of the District Council, it had been decided that Councillor Neish will not be writing directly to Parish councils. Instead, it will be for the local member to explain the District Councils response.

6. Matters Arising.

6.1 Neighbourhood Development Plan. Councillor Pett reported that the NDP Steering Group had last met on the 4th November 2020. This meeting had involved the scrutiny of individual sections of the plan. Changes continue to be made with the formal draft almost complete. Revised development boundary maps had also been created – these will be reviewed at the next Steering Group meeting on 9th December 2020.

6.2 Little Gransden Airfield and Gliding Club Councillor Ginn had attended the annual meetings of both the Little Gransden Aerodrome Local Consultative Committee and also the Cambridge Gliding Club Consultative Committee. The aerodrome has scheduled events for August 2021 and are hopeful that these will be able to go ahead as planned. The proposal around Luton Airport holding stacks would affect the activities of the aerodrome, meaning that aircraft will have to fly lower and will prohibit testing at higher altitudes. Little Gransden Gliding Club have reported a difficult year with no decisions being made yet about events in 2021. Six complaints had been received (although four of these were around tug routes over Waresley). The Luton Airpaths would have minimal effect, apart from on very sunny days when the cloud base is high. It was noted that the proposed new holding areas were for northern routes (traffic from Scotland, Belfast, Iceland etc.) whereas most traffic into Luton came from a more Southerly/Eastern direction. Minutes for both meetings are available and have been circulated to Councillors.

6.3 Change of date for Clerks Automated payments. The date of payments was previously agreed for payment on the 28th of each month (see minutes 2nd November 2020 item 6.1). However, on the advice of HMRC, the payment date must be amended to the 6th of the month to align with the existing pay structures and to ensure that NI contributions and tax liabilities are not adversely affected. This change will have no financial impact on the Parish Council. This change of date was unanimously agreed.

6.4 Reading Room Cottage. Councillor King reported that the new caretaker has now moved into the cottage. Minimal maintenance works have been undertaken; mould in the rear extension has been provisionally treated by Councillor King and an issue with a broken valve which was prohibiting the hot water supply has been resolved by a plumber (bill to follow). Further expenditure is expected in spring where it will be necessary to purchase Gardening equipment. No major expenditure is currently planned, although a budget does exist should any matters arise.

6.5 Sand Rd Development. Correspondence had been received from the enforcement officer in relation to FFL (Final Floor Levels) of some of the new houses. Councillor Pett had visited one resident who was particularly concerned and taken photographs which were sent to HDC. Councillors noted that these details should be included in the original elevation plans and await the results of the official written report requested by HDC.

The final part of the S278 offsite work, is scheduled for week commencing 7th December 2020. This will include closure of the immediate road space along with streetlight disconnection/reconnection at the bottom of Sand Road.

7. Tree Survey.

It is a requirement that trees are now inspected professionally on an annual basis. The last tree survey was undertaken in March 2018 by OMC Associates who at the time had been substantially cheaper than other companies. As OMC Associates already hold the relevant maps and locations, and the maps they created formed the basis of previous safety works that have been undertaken, they have been asked to quote again for completion of the survey. One additional tree has been added (Oak Tree – Little Lane). which is included in the quoted price of £505 ex VAT.

Councillors unanimously agreed to accept the quotation. Further quotes will be obtained from other providers for comparison next year to ensure that the Parish Council are still getting the service at a competitive price. This was proposed by Councillor Pett and seconded by Councillor Capps.

8. New Sign for Playground Car Park.

A request has been received from the new caretaker at the Reading Rooms for a sign displaying the times at which the gate will be locked. A quotation has been obtained from Algar Signcraft for a sign similar to the one recently purchased (No balls. No dogs etc) for £128.00 (Ex VAT). Two further quotations were requested but no response had been received. Councillors unanimously agreed to accept the quotation provided. Proposed by Councillor Pett and seconded by Councillor Capps.

9. Financial Statement for November 2020.

The sheet filed as Appendix No. 1 had been circulated. The statement was unanimously approved and signed by the Chairman. Councillors also noted the budget review as at the end of November 2020.

10. Payments for approval. The following payments were approved: (Proposed Councillor Pett, seconded by Councillor Scott.)

1 Clerk’s expenses for November 2020. £ 30.68

2. SSE (Street lighting Oct/Nov 2020). £ 215.89

3. Global Tree Solutions Ltd. £ 180.00

4. Balfour Beatty (Yr 2 Q1 – 2019-22). £ 124.20

5. Balfour Beatty (Yr 2 Q2 – 2019-22). £ 124.20

6. Wilkinson and Butler Solicitors £ 210.00

(Advice on Service Occupancy Licence)

7. HMRC - PAYE (period ending 5th Dec) £ 136.00

8. Mr P King – (Reading Room Cottage Maintenance expenses) £ 24.67

9. NALC – ‘Leaders Talk and the Future of play’ £ 38.93

10. All Phase Electrical(Reading Room Emergency Remedial Works) £ 1071.56

11. Mr R McIntosh – Garden of Remembrance November £ 7.50

12. HMRC – PAYE (period ending 5th Jan) £ 136.00

Automated Payments payable December 2020

1. DD BT – Broadband Reading Rooms £ 29.99

2. SO Clerks Salary – November 2020 £ 574.60

3. SO Caretaker Salary – December 2020 £ 544.16

For completeness, Councillors also formally acknowledged the automated payments below made between 2nd November and 7th December 2020

1. DD BT – Broadband Reading Rooms £ 29.99  (see item 11 of minutes dated 2nd Dec 2019; delayed DD start date due to COVID-19)

2. SO Caretaker Salary – November 2020 £ 544.16 (see item 6.1 of minutes dated 2nd Nov 2020)

11. Review of Clerks Core Hours.

The Clerk’s Core hours were reviewed. After considering average hours worked over the past 12 months and also the average for similar sized parishes, it was agreed to increase the number of core hours from 12 to 15 per week; effective January 2021 (payable February 2021). The standing order will be amended, signed and filed accordingly. This was proposed by Councillor Pett seconded by Councillor Gorton and unanimously carried.

12. Approval of Budget 2021/22.

Following discussions around the precept for 2021/22 at the last meeting. The budget for 2021/22, which had previously been circulated was unanimously approved. Proposed by Councillor Pett and seconded by Councillor Scott.

13. Consultations. 
Councillors noted the following consultations but will not make comment.

1.Cambridgeshire & Peterborough Minerals & Waste Local Plan. Proposed main modifications consultation (4th Nov – 15th December 2020)

2. Combined Authority Draft Budget 2020/21 (The consultation will close on 31st December 2020 and the Combined Authority Board will be provided with feedback on the consultation process at their meeting on 27th January 2021).

14. Dates for next Year’s Meetings.

The following dates were agreed: Jan 4; Feb 1; March 1; April 12; April 22 for Annual Parish Meeting; May 10; June 7; July 5; Aug 2; Sept 6; Oct 4; Nov 1; Dec 6.

15. Highways.

15.1. The entrance to the playing field from Little Lane has become very dangerous. The increased footfall of parents using the rear school entrance has meant that the grass has worn away and the slope to the concrete steps has become a safety issue.

Councillors agreed that action should be taken to try and mitigate this and to prevent someone falling and seriously injuring themselves. After discussions, it was agreed that the installation of plastic netting (similar to that recently installed at the rear entrance to the school) would be the best option.

Given that the increased usage of that area due to school collection arrangements has substantially contributed to the current situation, it was agreed in the first instance to approach Cambridgeshire County Council to see if they would be prepared to install netting around that area to the same standard as by the school entrance. Clerk to contact the Head of Barnabas Oley and also Cambridgeshire County Council.

15.2. Following a visit from Ian Winfield from Highways, the drains along Church Street have been cleared. One of the drains along East Street has also been cleared. The second one appears to have collapsed and will require additional funding. Mr Winfield will log this so that work can continue. Councillors wished to thank Mr Winfield for his swift response and actions taken. As Chair, Councillor Pett will write a letter of gratitude on behalf of the Parish Council.

15.3. Badgers have started to dig in Little Gransden Lane. This has caused problems before and will continue to be monitored.

16. Correspondence.

16.1. Councillors noted the oversubscription of the current CIL Funding Round and agreed to consider an application for the start of the financial year 2021/22.

16.2. Councillors noted the Highways Events Diary for 2021.

16.3. The Census will go ahead in March 2021. The District Council will be in touch in January with further guidance around how to promote community engagement.

16.4. Councillors noted the donation request from Citizens Advice Rural Cambridgeshire but on this occasion will take no further action.

16.5. Councillors noted the letter received from Mark Goldsack around the company ‘This Land’.

16.6. Greater Cambridgeshire Partnership Executive Board Virtual Meeting. This was noted by Councillors accordingly.

17. Planning.

17.1. There were no planning applications on which the Parish Council had been asked to comment.

17.2. Councillors noted that applications for Tree Works were not being referred to the Parish Council for comment. Councillor West confirmed that it is up to the case officer to decide on whether or not Parish Council comment would be useful. Under delegated powers, planning officers do not have to refer applications to the Parish Council unless the trees are subject to Tree Preservation Orders (TPOs) or are within a conservation area.

17.3. Further to enquiries around the official street name, Councillors noted that documents within the Hayfield planning development on Sand Road made reference to Dutton Gardens.

The Next Meeting has been arranged for Monday 4th January 2021 at 7:30pm

This meeting closed at 8:38pm