Community

Minutes of the meeting of the Village Hall and Recreation Ground Charity Trustee meeting held on 16th June 2015

Present: Trustees Alexander (Chair), Giddens, Hodson, Hayden and the Clerk
Members of the public: None
36.15 Apologies and reasons for absence
Apologies were received from Cllr James. No apology was received from Cllr Howden.
37.15 Member’s declaration of Disclosable Pecuniary Interests None.
38.15 To confirm and accept minutes of 19th May 2015
Minutes were approved, signed and dated by Trustee Alexander.
39.15 Matters arising from minutes (information only)
None.
40.15 Update of 48 Main Street boundary
The Clerk advised that a letter from The Tall House Limited, dated 13th May, had been received. An emailed letter from Land Registry had also been received on the 18th May. A draft letter, prosed by the Village Hall Committee was approved by the trustees, to be sent by the committee. The Clerk was requested to advise The Tall House Limited that the letter would be arriving and to also email Land Registry advising that the letter was due to arrive with Tall House Developments.
41.15 Items for discussion on next agenda
Continuing discussions, no new items.
42.15 Date of next meeting
21st July 2015
Meeting closed 9.20pm

Present: Cllrs Alexander (Chair), Giddens, Hodson, Hayden and the Clerk
Members of the public: 0
D Cllr: Tuplin
D Cllr: Tysoe
119.15 Chairman’s Welcome
120.15 To receive apologies and reasons for absence
An apology was received for Cllr James. No apology was received for Cllr Howden.
121.15 Member’s declaration of Disclosable Pecuniary Interests
None.
At this point D Cllr Tysoe arrived.
122.15 Public and press participation session with respect to items on the agenda
None.
123.15 To confirm and accept minutes of 19th May 2015
Minutes were, unanimously, approved by the PC. The Chairman signed and dated them.
124.15 Matters arising from minutes (information only)
None.
125.15 Communication from District and County Cllrs
Reports were heard from D Cllr Tuplin and D Cllr Tysoe.
At this point D Cllr Tuplin and D Cllr Tysoe left the meeting.
126.15 Communication from Parish Cllrs
Reports were heard from the Parish Councillors.
127.15 Communication from Village Hall Charity Committee
Minutes and the Financial Report had been circulated ahead of the meeting and were noted.
128.15 Clerk’s report, inc:-
Status of invoicing for parish land
Clerk reported that she still had to invoice the Horse Field and the Poor Field tenants. She added that she had not achieved filing the year end with the Charity Commission and had not logged the fault report with BT re the damaged facia board at the top of the village hall. She informed the PC that she had concerns regarding to amount of hours allocated to achieve all the monthly tasks.
129.15 Correspondence received, inc:-
a) Email from Sue Jarvis requesting a donation of £100.00 towards the costs associated with the Village Produce Show on the 6th September
Approved.
£100.00 to taken out of the s137 allocation.
b) Emails from Martin Glower, CST@cambridgeshire.gov.uk re works in the village, commencing 10th June
bi) Gidding Rd/Bullock Rd/Steeple Gidding Rd
bii) Back Lane
biii) Chapel End
PC noted.
c) Letter from John Cooper, Hotel@Home, requesting their information be placed on the notice boards to advertise their new business
PC discussed and resolved that only PC business was to be displayed on the notice boards.
d) Letter from Luminus Group inviting cllrs to attend a seminar on 8th June
No Cllrs attended. Clerk had already advised Luminous.
e) Letter from The Pensions Regulator regarding the Parish Council’s automatic enrolment legal duties
Clerk advised that she had registered the PC, however, as previously agreed, the PC would not be providing a pension to their one employee.
f) Letter from the Local Government Boundary Commission for England regarding viewing the draft recommendations
PC noted.
g) Email regarding the Consultation on the revision of Cambridgeshire’s Strategy for Flood Risk
PC noted.
h) Email from the Village Hall Committee requesting financial support for WW2 event
PC discussed and agreed to contribute £250.00 towards the event. Monies to be taken from the s137 allocation.
i) Copy of letter from Mrs R P Hayden to Shailesh Vara MP
Although this was not received in time to be included on the agenda for this meeting, the PC agreed to receive it. PC noted.
130.15 Finance, inc:-
a) Bank reconciliation and payment of accounts
Expenditure
£305.21 – Salaries (STO)
£13.80 – BT May payment (DD)
£205.77 – CGM, grass cutting (CHQ 100912)
£112.68 – Catalyst Design Partnership (CHQ 100913)
£147.00 – Canalbs Ltd (CHQ 100914)
£350.00 – Great Gidding Charity (CHQ 100915)
= £100.00 (Village Show) + £250.00 (WW2 event)
Receipts
None
b) To note the bank account balance according to the current statement
£13,883.32 – PC noted.
c) To confirm budgeted figures and allocated reserves
These were reviewed and approved. Clerk to update the spreadsheets to reflect the approved amends.
d) To move £750.00 from the Election allocated funds to Contingency
Clerk to action the change.
e) To consider a donation of £100.00 towards the Village Produce Show on 6th September 2015
Approved with one abstention.
f) To consider a donation of £250.00 towards a WW2 event
This consideration was not on the agenda due to information not arriving with the Clerk ahead of the agenda being published. It was, unanimously, agreed for the PC to consider the request due to the event date being before the next PC meeting.
Approved with one abstention.
All payments were, unanimously, approved. Paperwork and cheques were signed by two signatories.
131.15 To note the comments from the Internal Auditor on the Audit Commission Annual Return and to sign where necessary
PC noted and the Chairman and the Clerk completed the paperwork. Clerk to post paperwork ahead of the 22nd June, extended deadline.
132.15 Planning
None.
133.15 Health & Safety matters, inc:-
a) The state of the jitty – Cllr Giddens
It was agreed for the Clerk to log the state of the jitty with Cambridgeshire County Council (CCC).
b) Gains Lane, overhanging branches – Cllr Giddens
It was agreed for the Clerk to log the overhanging branches with CCC.
134.15 Play equipment on the recreation ground, update – Cllr James
Cllr James was not in attendance. It was decided to discuss the matter at the next meeting.
135.15 Tree Survey, update – Cllr Alexander
Cllr Alexander reported that he had met with a local tree surgeon and understood that there were 3 trees in need of work. Cllr Alexander to obtain a quote for works. To be discussed at the next meeting.
136.15 Village Hall notice board replacement, update – Cllr Alexander
Due to the delay in action to replace the notice board with the current supplier, it was, unanimously, agreed for Cllr Alexander to source quotes for new notice boards and to report back at the next meeting.
137.15 Update regarding use of Community Payback Team – Cllr James
Cllr James was not in attendance. It was decided to discuss the matter at the next meeting.
138.15 Update on village sign work – Cllr James
Cllr James was not in attendance. It was decided to discuss the matter at the next meeting.
139.15 Discussion regarding reintroducing a Welcome Pack for new residents to the village
It was understood that the Church do not do this anymore and so was decided for Cllr Giddens to ask a resident in the village to produce a master copy. To be approved at the next meeting.
140.15 Policy review, inc:-
Risk Assessment, update – Cllr Alexander
Cllr Alexander explained that he had not had time to address this, as yet. To remain on the agenda.
141.15 Items for the next CLARION
The responsibility of the home owner to tackle overgrown hedges/branches that encroach onto the footpaths, roads, etc.
142.15 Items for discussion on next agenda
Continuing discussions. No new items.
143.15 Date of next meeting
21st July 2015.
This section of the meeting was closed to the public
Staffing Matters
144.15 To arrange a date and attendees for the Clerk’s annual appraisal
TBC. Cllr Alexander to co-ordinate with the Clerk and Cllr Giddens, who will also be attendance.
Meeting closed 9.10pm

Minutes of the meeting of the Village Hall and Recreation Ground Charity Trustee meeting held on 19th May 2015

Present: Trustees Alexander (Chair), James, Giddens, Hodson, Hayden and the Clerk
Members of the public: None
29.15 Apologies and reasons for absence
Trustee Howden, apology accepted.
30.15 Member’s declaration of Disclosable Pecuniary Interests
None.
31.15 To confirm and accept minutes of 17th February, 17th March,
21st April 2015
Minutes were approved, signed and dated by Trustee Alexander.
32.15 Matters arising from minutes (information only)
None.
33.15 Update of 48 Main Street boundary, inc:-
To note the emailed letter (18th May 2015) requesting:
The historical access remain in place for ease of servicing the site with plant and materials during the build period
The letter of the 18th May from The Tall House Limited was read aloud as were related comments from the Village Hall Committee. It was resolved for legal advice to be taken and for the Trustees to discuss again, at the next meeting. The Trustees noted that the letter from Land Registry on 18th May stated that they would, “defer any referral to the Land Registration division of the Property Chamber, First-tier Tribunal until after 16 June 2015 to allow further negotiations to take place”.
34.15 Items for discussion on next agenda
Continuing discussions, no new items.
35.15 Date of next meeting
16th June 2015
Meeting closed 9.20pm

Present: Cllrs Alexander (Chair), James, Giddens, Hodson, Hayden and the Clerk
Members of the public: 0
C Cllr: Bywater
D Cllr: Tysoe
93.15 To elect the Chairman of the Council and to receive the Chairman’s Declaration of Acceptance of Office Cllr Alexander was, unanimously, voted in as Chairman, which he accepted. His Declaration was completed and passed to the Clerk.
94.15 To elect the Vice Chairman and to receive the Vice Chairman’s Declaration of Acceptance of Office Cllr James was, unanimously, voted in as Vice Chairman, which she accepted. Her Declaration was completed and passed to the Clerk.
95.15 To receive apologies and reasons for absence
Cllr Howden, apology accepted.
96.15 Member’s declaration of Disclosable Pecuniary Interests
None.
97.15 Public and press participation session with respect to items on the agenda
None.
98.15 To confirm and accept minutes of 21st April 2015
Minutes were, unanimously, approved by the PC. The Chairman signed and dated them.
99.15 Matters arising from minutes (information only)
None.
100.15 Communication from District and County Cllrs
Reports were heard from C Cllr Bywater and D Cllr Tysoe.
At this point C Cllr Bywater, D Cllr Tysoe and Cllr Hayden left the meeting.
101.15 Communication from Parish Cllrs, inc:-
To review cllr responsibilities Reports were heard from the Parish Councillors.
Responsibilities to remain the same:
Cllr Giddens: Footpaths/Bridleways
Cllr James: Transport/Police
Cllr Hodson: Finance
Cllr Hodson: Allotments
102.15 Communication from Village Hall Charity Committee
Minutes and the Financial Report were noted.
103.15 Clerk’s report, inc:-
Extension of deadline for the receipt of Annual Return
PC noted.
Clerk added that still had to invoice the Horse Field and the Poor Field tenants.
Clerk reminded the PC that Tony King, Highways, was retiring on 17th July.
104.15 Correspondence received, inc:-
a) Email from Cambridgeshire County Council (CCC) proposed revisions to the Local Validation List
PC noted.
b) Email from Huntingdonshire District Council (HDC) regarding speaking at District Council Development Management Panel Meetings
PC noted.
105.15 To note the following annual reviews have been completed
a) Asset register
b) Insurance schedule
Cllr Alexander to address ahead of the renewal of the PC insurance.
The Clerk advised that Cllr Giddens had compared the renewal information with that of last year’s schedule and approved the insurance renewal.
106.15 Finance, inc:-
a) Bank reconciliation and payment of accounts
Expenditure
£305.21 – Salaries (BACS)
£600.00 –Village Hall rental of office space (CHQ)
£11.85 – BT April payment (DD)
£102.89 – CGM, grass cutting (CHQ)
£492.58 – Aon UK Limited (CHQ)
Receipts
£10,835.00 – Precept (BACS)
b) To note the bank account balance according to the current statement
PC noted.
c) To approve the end of year accounts up to and including 31st March 2015
Approved.
d) Review of cheque signatories
Unanimously approved for the signatories to remain as is.
e) To review and confirm budgeted figures and allocated reserves
Cllr Hodson agreed to review these figures and to advise the PC ahead of the next meeting.
f) To review and agree layout of financial documentation
The amended layout of the Cash Flow document was, unanimously, approved.
All payments were, unanimously, approved. Paperwork and cheques were signed by two signatories.
107.15 Planning
None.
108.15 Health & Safety matters, inc:-
a) Decision to purchase a salt/grit bin to be sited in Chapel End following a meeting with Tony King, highways
This was, unanimously, approved. Payment to come out the Village Maintenance allocation. Clerk to action ahead of next winter.
b) Review of bins for dog mess
The Clerk reported the following costs were received by HDC:
£341.00 plus VAT – New dual waste bin
£131.50 plus VAT – Installation of bin
£60.00 plus VAT – Disposal of old bin
She added that if the PC wanted to add a bin to a location where there was not currently one, HDC would monitor the area for 12 weeks before deciding if a bin was warranted.
Clerk to advise resident who had originally raised the issue and to add a piece to the notice board asking for residents to advise the Clerk if they felt more bins would be of benefit to the village. Item also to be included in the next Clarion.
109.15 Play equipment on the recreation ground, update – Cllr James
Cllr James reported that she anticipated a decision from the Community Chest Fund in June, as to whether the PC would receive funding. Cllr James to report back at the next meeting.
110.15 Tree Survey, update – Cllr Alexander
Cllr Alexander reported that he would be meeting with a surveyor this coming Friday. Cllr Alexander to report back at the next meeting.
111.15 Village Hall notice board replacement, update – Cllr Alexander
Cllr Alexander reported that work on the new notice board was progressing.
112.15 Update regarding use of Community Payback Team – Cllr James
Cllr James reported that she still had not had any communication from Keith Mansfield, probation officer. It was agreed for her to try and contact him one last time and report back.
113.15 Policy review, inc:-
Risk Assessment, update – Cllr Alexander
In progress, Cllr Alexander dealing.
114.15 To note the Local Government Transparency Code, April 2015
Noted.
115.15 Discussion regarding the state of the village sign
The PC discussed and unanimously agreed, to strip off the paint and stain the wood underneath. Cllr James to investigate costs and report back.
116.15 Items for the next CLARION
Replacing current bins with dual waste bins for dog mess, Speedwatch, welcome new residents to the village, spare allotments.
117.15 Items for discussion on next agenda
Continuing discussions plus discussion of reintroducing a Welcome Pack for new residents to the village. Village Show contribution.
118.15 Date of next meeting
16th June 2015.
Meeting closed 9.10pm

Minutes of the meeting of Great & Little Gidding Parish Council
held on 21st April 2015, 7.30pm

Present: Cllrs Alexander (Chair), James, Giddens, Hodson, Hayden and the Clerk
Members of the public: 4
70.15 Chair’s welcome
71.15 Apologies and reasons for absence
Cllr Howden, apology accepted.
72.15 Member’s declaration of Disclosable Pecuniary Interests
None.
73.15 Public and press participation session with respect to items on the agenda
A member of the public addressed the PC and spoke on behalf of 3 households regarding the surface water outside 23 Chapel End. As per the emailed correspondence below, the resident requested a salt/grit bin for winter maintenance to reduce the potential danger to the public that an icy road surface may cause.
For the benefit of the residents, the PC discussed the matter at this point. It was agreed that the Clerk would arrange a meeting with CCC, Highways, to discuss the matter, at site, to assess the situation. Clerk to invite the resident speaking to attend the site meeting. Matter to be addressed at the next PC meet.
At this point the members of the public left the meeting.
74.15 To confirm and accept minutes of 17th March 2015
Minutes were approved and signed and dated by the Chairman.
75.15 Matters arising from minutes (information only)
None.
76.15 Communication from District and County Cllrs
Reports were heard from C Cllr Bywater and D Cllr Tuplin.
77.15 Communication from Parish Cllrs
Reports were heard from the Parish Councillors.
78.15 Communication from Village Hall Charity Committee, inc:-
To receive end of year accounts Minutes were communicated ahead of the meeting. Clerk advised that she was waiting on the new schedule of meeting dates.
Received and noted.
Cllr Alexander advised that he had attended the last meeting of the committee and reported that they were attempting to host more cycling events, that the front of the village hall had been cleared and that the hall would host the polling day on the 7th May.
79.15 Clerk’s Report, inc:-
ILCA, update of progress made
Clerk reported that she had not managed to complete any more of the ILCA training course and advised that due to workloads and personal circumstances that she would not be able to complete any more modules until the beginning of June.
Clerk added that she had invoiced allotment holders.
80.15 Finance, inc:-
Expenditure
£305.21 – Salaries (BACS)
£169.90 – BT 12 months line rental, refund to Cllr Alexander (CHQ)
£31.54 – BT March payment (DD)
£21.69 – Council tax, rec field (CHQ)
£41.77 – Anglian Water, rec field (DD)
£4.64 – Recreation field loo water connection part, refund to Cllr Alexander (CHQ)
£8.86 – Stationery refund to C. Bradley (CHQ)
Receipts
£404.16 VAT Received in March (BACS)
All payments were, unanimously, approved. Paperwork and cheques were signed by two signatories.
It was noted that this item was, incorrectly, listed as a (DD) payment on the agenda.
It was noted that the bank reconciliation and cash flow forecast that the Clerk had produced was incorrect and she was requested to address this. Clerk requested assistance with this and Cllr Alexander agreed to help.
Clerk also reminded Cllrs of their individual responsibility to be familiar with the accounting process and associated documents.
81.15 Correspondence received, inc:-
Letter from Post Office
Noted
Letter from CAPALC offering a years’ membership at £164.00
PC agreed not to take up membership.
Email from resident requesting a salt grit bin for Chapel End
Discussed above in agenda item, 73.15.
Email from resident regarding bins for dog mess
Clerk requested to contact HDC to enquire as to cost of bins and the possibility of replacing current bins in certain areas of the village.
Email from resident volunteering for a Speedwatch group
The PC discussed and requested the Clerk invite Brian Robins, the leader of Speedwatch in the area, to the Annual Parish Meeting. Clerk to email resident to advise them.
Email from Tom Cadwell regarding cycle race through Gidding
Noted.
PC discussed and unanimously agreed that correspondence from residents should be itemised as separate agenda items as well as be listed as correspondence. Clerk to action.
82.15 Planning
None.
83.15 Health and safety matters
Cllr James reported that she had received an offer of help regarding health and safety matters. PC noted.
84.15 Insurance, inc:-
Review of Parish Council register of assets
Discussion of linking with other local councils for insurance review – Cllr Alexander
It was agreed that this could be reviewed in the future if the PC felt necessary.
Cllr Alexander to review the asset register.
85.15 Play equipment on the recreation ground, update, inc:-
Receiving a quotation from Fenland Leisure Products Ltd for repairs, new equipment and annual inspection Cllr James advised that she was still investigating funding and would review the Fenland play equipment quote.
86.15 Tree survey, update
Cllr Alexander reported that a map of parish owned trees needed to be produced with the trees numbered. It was, unanimously, agreed that the trees around the recreation ground were to be included in the future survey.
87.15 Village Hall notice board replacement, update
Cllr Alexander reported that the noticeboard had been temporarily fixed and that work on the new one was progressing.
88.15 Update regarding use of Community Payback Team
Cllr James reported that she had not had any communication from Keith Mansfield, probation officer. It was agreed for her to try and contact him again and report back.
89.15 Policy review, inc:-
Risk Assessment
In progress, Cllr Alexander dealing.
90.15 Items for the next CLARION
None at present due to the recent publication.
91.15 Items for discussion on next agenda
Continuing discussions plus Cllr James requested a discussion regarding the state of the village sign.
92.15 Date of next meeting
19th May 2015.
Meeting closed 9.10pm

Minutes of the meeting of Great Gidding Charity Trustee meeting
held on 21st April 2015

Present: Trustees Alexander (Chair), James, Giddens, Hodson, Hayden and the Clerk
Members of the public: None

21.15 Apologies and reasons for absence
Trustee Howden, apology accepted.
22.15 Member’s declaration of Disclosable Pecuniary Interests
None.
23.15 To confirm and accept minutes of 17th March 2015
Minutes were approved and signed and dated by the Chair.
24.15 Matters arising from minutes (information only)
None.
25.15 Finance, inc:-
Bank Balance as of 2nd April 2015 –
£2,790.71
Noted. Statement initialled by the Chair.
Expenditure
£22.31 – Anglian Water, allotments (DD)
Noted. Invoice initialled by the Chair.
26.15 Risk Assessment, update, inc:-
Jubilee Wood
Horse Pond
In progress, Trustee Alexander dealing.
27.15 Update on using Community Payback Team to maintain the Wood Trustee James reported that she had not had any communication from Keith Mansfield, probation officer. It was agreed for her to try and contact him again and report back.
28.15 Funding of events
It was agreed that requests for funding to be referred to the PC.
29.15 Items for discussion on next agenda
Nothing new. Continuation of current items.
30.15 Date of next meeting
20th October 2015.

Minutes of the meeting of the Village Hall and Recreation Ground Charity Trustee meeting held on 21st April 2015

Present: Trustees Alexander (Chair), James, Giddens, Hodson, Hayden and the Clerk
Members of the public: None
This impromptu meeting was called to discuss and respond to newly received correspondence.
25.15 Apologies and reasons for absence
Trustee Howden, apology accepted.
26.15 Member’s declaration of Disclosable Pecuniary Interests
None.
27.15 Public and press participation session with respect to items on the agenda
N/A.
28.15 Update of 48 Main Street boundary
Letter received from Land Registry, 16th April, asking for the Trustees decision on whether they would like to continue negotiations with The Tall House Limited.
Clerk requested to respond on behalf of the Trustees to reiterate that the Trustees are not and have not entered into any sort of negotiations with The Tall House Limited regarding the boundary of 48 Main Street. Letter filed with minutes.
Meeting closed 9.20pm