Community

Minutes of the Village Hall and Recreation Ground Charity Trustee meeting held on Tuesday 18^th November 2014 in the Village Hall

Trustee Hodson requested the minutes of the meeting held on 21^st October 2014 be amended to read, “… last week and it was implied that they had a written, signed document…”.  Trustee Alexander actioned and initialled the amend and the trustees, unanimously, agreed the minutes to be a true record of events.

 2.14 Reports from Trustees inc:-

48 Main Street boundary
Trustee Alexander advised the group that the obtaining of the Title Absolute for the Village Hall, was in progress.He also informed the group that he had had communication from the Mrs Weaver, the wife of the builder who had purchased the bungalow, requesting a meeting with him.  He advised the group that this communication had come via Mr Alexander’s wife who was acquainted with Mrs Weaver.  He reported that he had responded that he would be willing to attend such a meeting providing another Trustee was also present and it was also suggested that a member of the Village Hall and Recreation Ground Committee also be in attendance.  Trustee to report back at the next meeting.

Date of next meeting:  20^th January 2015

Meeting closed at 9.45pm

Minutes of the Great Gidding Charity Trustee meeting held on Tuesday 18^th November 2014 in the Village Hall

The trustees, unanimously, agreed the minutes of 21^st October 2014 to be a true record of events.  Trustee Alexander signed the page.

4.14 Reports from Trustees inc:-

Allotments – unworked plots
Trustee Howden informed the group that following the letter, regarding overgrown plots, went out to the relevant allotment holders, all bar one had been cleared.  The group discussed and agreed for Trustee Hayden to speak to the offending allotment holder to encourage works to be actioned.
Clerk added that she had received a response from a recipient of the letter, referred to above, and was advised that he did not take up an allotment, as was believed.  Clerk was requested to investigate whether payment was received and report back.
Jubilee Wood – winter maintenance and pond risk assessment.
After a discussion, it was, unanimously, agreed for the Clerk to contact the Community Payback Team to investigate the possibility of maintaining the Jubilee Wood.  Clerk to action.
Clerk was requested to gather risk assessment information for the pond, ready for the next meeting, to be reviewed.
Chapel End Pond – winter maintenance.
Trustee Hodson advised that maintenance had begun.
Horse Pond – winter maintenance and gate possibility.
After discussion it was agreed that on the existing risk assessment it was suggested that a gate be added to the pond.  Clerk was requested to gather risk assessment information, ready for the next meeting, to be reviewed.

Trustees requested the Clerk add the New Pond in the Jubilee Wood to the next agenda.

Date of next meeting: 20^th January 2015

Meeting closed at 9.40pm

Minutes of the Parish Council meeting held on Tuesday 18^th November 2014 at 7.30pm in the Village Hall

Present
Chair: Andrew Alexander
Councillors: Paul Hodson, Rachel Giddens, Robin Hayden, Chris Howden, Lydia James
Clerk: Caroline Bradley
D Councillors: Dick Tuplin, Darren Tysoe
Members of the public: 0

Chair advised the Parish Council (PC) that the Clerk would be audio-recording the meeting for the benefit of the minutes.

452.14 Chair’s Welcome
453.14 Apologies and reasons for absence
None.
454.14 Member’s declaration of Disclosable Pecuniary Interests
None.
455.14 Public and press participation session with respect to items on the agenda
None.
456.14 To confirm and accept minutes of 21^st October 2014
The Parish Council (PC) discussed and agreed the following amendments:
Item 429.14, “…due to them having reached their 40yr lifespan”, wording was removed.
Item 432.14, second sentence should read, “They advised that there were no guidelines supplied by Cambridgeshire County Council and that the PC should follow advice from insurance companies regarding commissioning aboricultural surveys…”
At this point D Cllr Tysoe arrived.
Item 432.14, the second to last paragraph should have the following sentence added at the end, “…turned off at certain times and some roads not gritted where they have been in the past”.  Item 435.14, second to last paragraph regarding extra cuts of the recreation ground, it was believed that this was not discussed at the meeting and so the wording was removed.  Chair added that the agreement for extra cuts was in accordance with the CGM contract.
Item 443.14, the word “repaired” was removed and the word “replaced” was entered in its place.
All amendments were initialled by the Chair and the PC then, unanimously, agreed these to be a true record of events.  The Chair signed each page.
457.14 Matters arising from minutes (information only)
None.
458.14 Communication from District and County Cllrs
D Cllr Tuplin informed the PC of planning concerns over new developments at Sawtry that are in advance of the new Local Plan.  He advised that he has, recently, objected to the new developments due to the drainage system (middle level) used by Sawtry ward being at full capacity, now, without the introduction of new developments.  He offered to keep the PC informed of progress.  He added that the planning team at HDC was now running at full strength with the reduction of one post.  When he asked the PC if there was anything they would like to take back to the District Council (DC), it was requested by Cllr Alexander, that the planning team make uniformed decisions and not, “In my opinion…” decisions, regarding, for example, types of brick agreed to be used when tackling a new build project.  He suggested being allowed to choose from an agreed selection would help speed up a building project process.  Cllr Alexander thanked Cllr Tuplin for taking this request back to the planning team.
D Cllr Tysoe offered that he believed Council Tax will be frozen by the District Council for the next 3 years.  He informed that recycling centres were expected to be effected by financial cuts, however, as yet there were no definitive options.
He added that ‘Connecting Broadband across Cambridgeshire’ had gathered pace and that he would inform the Clerk when Gidding broadband would be addressed.  He added that he anticipated this to be actioned by the middle of next year.
Lastly, D Cllr Tysoe informed the PC that the staffing issues that had been affecting ‘One Leisure’ in Sawtry, had been addressed.
The Clerk read an email from C Cllr Bywater advising the PC regarding the ‘Boundary Commission Consultation’.  He informed them that Cambridgeshire County Council (CCC) currently had 69 C Cllrs and were proposing to cut this to 63 and to realign some of the ward boundaries.
459.14 Communication from Parish Cllrs
Cllr Giddens, responsible for Rights of Way, reported that she was still aware of problems regarding dog fouling on the bridleway off Luddington Road. Clerk to add this to the next edition of the Clarion.  It was felt that there was no need for extra stickers to be placed.  The Cllr added that the surface of track by the water dyke across from Luddington Road, the membrane had lifted in places.  Simeon Carrol had been emailed and he suggested adding a drain/gulley or more surface dressing.
Trustee, Cllr Hayden, responsible for Farm Business Tenancy/Grazing Land, informed the PC that he had had communication from a resident who was concerned about the church steps and possible crumbling of the stone and, therefore, perceived them as dangerous.  Cllr Hayden also raised an issue with the handrail on the right-hand side of the steps which was positioned poorly making it difficult to use both rails.  Clerk was requested to inform Tony King of both issues and to report back.
Cllr James, responsible for Highways/Police/Public Transport, reported that Cambridgeshire Future Transport had increased their consultation process and she expected to hear of a decision regarding the buses in April.
Cllr Hodson, responsible for Finance, informed that he would speak under agenda item 463.14.
460.14 Communication from Village Hall and Recreation Ground Charity Committee (VHRGCC)
Clerk informed the PC that she had only just received the minutes and that she would circulate them, following the meeting.  The Clerk added that she had just received an email from the Chair of the committee following an annual inspection of the playing field. The Parish Chair fed back from the committee meeting he had recently attended and informed that the committee felt they needed clarification over what was their responsibility.  It was confirmed that;
funding is the responsibility of the committee,
assets on the recreation ground belonged to the PC, however, they should be looked after by the committee on behalf of the PC.
In general, it was agreed that the committee were responsible for minor repairs, costing up to £300.  For repairs above £300, the committee was invited to approach the PC to discuss funding for each individual case.
461.14 Clerk’s Report
Clerk explained that following the last meeting she had been requested to enquire why the ash tree, opposite 19 Chapel End, had had an order to be felled by CCC.  (The PC were originally informed that the tree had/was in dieback).  Following the request for more information the Clerk was informed that the order to fell had now been cancelled and the Clerk would be informed of further information, when there was some.  Clerk to keep the PC updated.
The Clerk asked if actions had been taken following her report of her village walk with Tony King.  Chair responded in informing the PC that ex-Cllr Trolove was happy to continue to support the PC and that they both would be addressing the action points from the report.
The Clerk advised that she had tried to source a definitive list of policies, to be held by Parish Councils.  She informed that there was no such list as it is up to the PC to decide what is appropriate for themselves.  She suggested that she brought one, existing policy, to each meeting for review and to log and file appropriately.
Clerk requested whether there would be a Cllr attending the Local Joint Committee on the 24^th November.  PC confirmed that no-one was able to attend.
462.14 Adoption of October 2014 Financial Regulations, inc:-
A discussion regarding the introduction of a Chairman’s Allowance
The Clerk advised that, as per PC instruction, she had amended the model minutes to remove reference to petty cash, as it was not relevant to the PC, and had amended item 10 (h), to reflect the PC’s agreed thresholds at which quotations need or do not need to be sourced.
The PC then discussed and, unanimously, agreed to introduce a Chair’s Allowance and to include the following wording, 5.22:
“The Chair will have an allowance of up to £50.00, to be used at his/her discretion and without the need of the agreement of the council.  The Chair, however, will still be required to show good judgement and consideration of value for money.”
The PC gave their, unanimous, agreement to adopt these Financial Regulations.
463.14 Finance inc:- bank reconciliation and payment of accounts
Expenditure
£298.57 – Salaries (Paid by BACS)
£83.99 – Viking Shedder purchase (reimburse Chair CHQ)
£576.00 – Ibbets Strimmer purchase (paid by CHQ on 6/11/14)
£19.31 – CGM Extra grass cutting of the Village Green (CHQ) + VAT (£23.17)
£66.43 – CGM Extra grass cutting of the Recreation Ground (CHQ) + VAT (£79.72)
£40.00 – to register the Village Hall Land Title Absolute (paid by CHQ on 6/11/14)
All payments were unanimously agreed by the PC and two Cllrs signed the cheques and the accompanying paperwork.
464.14 Budget 2014/15 and Precept request
The PC discussed, in detail, a three year forecast and allocated funds.  It was, unanimously, decided to request a precept of £10,835.00, as per last year.
465.14 Correspondence received inc:-
Cambs Children’s Trust – Funding offer for youth groups.  PC decided that this was not relevant to Gidding.
Electoral Review of Cambs – Info re public consultation for a boundary review.
PC decided not to proceed further with this.
Cambs Timebanking Conference – Invitation to attend meeting 24^th November.
PC decided that they would not be sending a representative.
Royal British Legion – A letter of thanks for PC’s donation.  PC noted.
466.14 Planning
None.
467.14 Health and Safety matters, inc:-
Drainage soak away, Top Farm development, Main Street.  Clerk advised that she had received an email from Aragon Homes, following her letter of the 2^nd October, to advise that they anticipated the water covering the pavement to be remedied once they had completed their works, planned to be completed at the end of the year.
Dog fouling signage – Cllr Giddens.  It was resolved to add a piece to the next Clarion, regarding this matter, as it was understood that the village already had plenty of signage advising the public of their obligation to clear up after their dogs.  The Clerk was requested to add the wording, “Anyone seen allowing their dog to foul without cleaning up would be reported.”
Horse signage – Cllr James.  A proposal to post signage warning highway users of horses on the road was discussed and it was resolved that the PC would not cover the cost of the signs.  It was suggested that an article be placed in the next Clarion to offer to residents the choice to purchase these signs (cost £680.00 + VAT to include posts and erection.  Clerk to action
Dogs being walked on the recreation ground – Cllr James.  After a discussion, it was resolved to add an article to the next Clarion.  The Clerk was requested to ask the school to include a piece in their newsletter to parents, requesting that dogs should not be walked on the recreation ground.
468.14 Village Hall notice board replacement
Chair advised that he needs to provide a cost of materials  Chair to report back.
469.14 Discussion of Parish Council procedures, inc:-
Addressing people by name in agendas and minutes – PC discussed and, unanimously, agreed to use names for Cllrs only, not members of the public.
Recording of minutes – PC agreed for the Clerk to record the minutes in note form and with an audio-recording device.  PC discussed and, unanimously, decided that the Clerk would circulate the draft minutes, amongst the Cllrs and would consider their feedback.  She added that, as Clerk, she was not obliged to change her draft minutes.
Publishing of the minutes – PC discussed and agreed that draft minutes would be published on ‘The Giddings’ website (following the circulation and feedback from the Cllrs) and a notice would be placed on notice boards advising residents to either view them on the website, request an emailed version from the Clerk or to call into the Parish Office to view a hard copy.  When the minutes were signed at the following meeting, these would replace the draft minutes on the website.
All procedures were, unanimously, agreed.
470.14 Risk Assessment update, inc:-
Jubilee Wood Pond.  Clerk advised that she was unable to find a comprehensive risk assessment policy.  She was requested to ask the previous Clerk for advice.
471.14 Office management inc:-
Revision of office filing systems – Clerk reported that she had been unable to achieve the 2hrs filing that she had been requested to do.
472.14 Staffing matters inc:-
ILCA training – Clerk suggested she take up the training, as soon as possible.  Clerk to action.
Pension scheme – Cllr Hodson advised that he had some information that he would share with the Clerk and the Chair.
473.14 Items for the CLARION
Clerk advised that she had a working list of items for the Clarion and requested some guidance with compiling it.  Cllr Hayden offered his help.
474.14 Items for discussion on next agenda
No new items.  Continuing discussions of those already indicated.
475.14 Date of next meeting
20^th January 2014 – It was, unanimously, agreed to cancel the December meeting due to the school production taking place in the Village Hall on the same date.  Clerk to advise the public on the notice boards and on the website.

Meeting closed at 9.30pm

Minutes of the Parish Council meeting held on Tuesday 21^st October 2014 at 7.30pm in the Village Hall

Present
Chair: Andrew Alexander
Councillors: Paul Hodson, Rachel Giddens, Robin Hayden, Chris Howden
Clerk: Caroline Bradley
C Councillor: Simon Bywater
D Councillor: Dick Tuplin
Members of the public: 1

426.14 Chair’s Welcome
427.14 Apologies and reasons for absence
Cllr James sent apologies and reason for her absence and these were accepted by the Parish Council (PC).
428.14 Member’s declaration of Disclosable Pecuniary Interests
None.
429.14 Public and press participation session with respect to items on the agenda
Member of the public, who is also a member of the Village Hall and Recreation Ground Charity Committee, requested the PC address the trees on the recreation ground due to them having reached their 40yr lifespan.
430.14 To confirm and accept minutes of 16^th September 2014
The PC unanimously agreed these to be a true record of events.  The Chair signed each page.
431.14 Matters arising from minutes (information only)
None.
432.14 Communication from District and County Cllrs
The PC asked advice from the Cllrs regarding tree maintenance and liability.  Their advice was to follow guidelines regarding commissioning aboricultural surveys every 5yrs and have a, working, tree log.  They suggested a couple of contacts which the clerk logged.
The Clerk asked for advice regarding the Winter Maintenance Volunteering Scheme with regards to gritting public footpaths.  Whilst this was seen as a productive task, the PC were still cautious of liability and the Clerk reminded the group that she was unable to locate a document negating the PC of liability if an accident occurred after a volunteer had attempted to grit a footpath, adequately.
C Cllr Bywater then informed the PC of savings of 32m needed to be made by Cambridgeshire County Council, which might see street lighting turned off at certain times.
D Cllr Tuplin followed with an update on developments at Sawtry Community College.
433.14 Communication from Parish Cllrs
Cllr responsible for Rights of Way reported that she had cleared brambles making accesses safer.  The bridleway off Winwick Road was reported as clear of concrete, however, it was still very wet.
Cllr responsible for Highways/Police/Public Transport was not in attendance.
The Trustee responsible for Farm Business Tenancy/Grazing Land had nothing to report.
434.14 Communication from Village Hall and Recreation Ground Charity Committee (VHRGCC)
The PC thanked the committee for their minutes which the Clerk had already circulated.
There were no issues raised.
435.14 Clerk’s Report
Walk of the village with Tony King – the PC discussed and agreed that the Chair should speak to an ex Cllr to ascertain whether he is still keen to aid the PC with tree matters.  Clerk to address all matters raised in her report and feedback to the PC.
Clerk informed the PC that she had received notification that the ash tree opposite 19 Chapel End is due to be felled on 9^th December.
Clerk advised that the junction signpost near the Hemington Lodge T junction has some corrosion.  She added that Tony King (CCC) had advised that he was aware and waiting for it to fall over.
Clerk informed that she had had a reply from Anglian Water re a fault report at 87 Main Street, standing water beside the road – Anglian Water advised that it was not mains water.
The Clerk informed that she had agreed to two more cuts of the rec ground grass, for the remaining year.  CGM to advise the Clerk when this will be actioned.
Lastly, Clerk advised that she had information regarding the Winter Maintenance Volunteer scheme if any Cllrs wanted to read.
436.14 Purchase of a wheeled strimmer
A discussion was had regarding useful applications and storage.  The PC unanimously agreed to purchase at a cost of £480.00 excl. VAT.
437.14 Finance inc:- bank reconciliation and payment of accounts
Expenditure
£298.57 – Salaries (BACS)
£617.31 – CGM grass cutting of rec ground (CHQ)
£300.00 – VHRGCC contribution towards a new sound system (CHQ)
£204.00 – History Group, use of Village Hall (CHQ)
£41.77 – Anglian Water, rec ground (DD)
All payments were unanimously agreed by the PC and two Cllrs signed the cheques and the accompanying paperwork.
A Cllr advised that the second half of the precept had been deposited and suggested the budget for the new financial year be deliberated in the November PC meeting.
438.14 Review of grass cutting contract
Clerk advised that she had seen this on the schedule of duties for September, however, it did not need to be reviewed until Dec 2016.
439.14 Correspondence received inc:-
The Clerk apologised that she had not detailed the correspondence on the agenda and advised that if there was anything contentious, she would make the public aware before a decision was reached by the PC.
Adult Social Care (CCC) – an online survey was agreed to be added to the website.  Clerk to action.
Cambs Home Improvement Agency – request for financial assistant.  Clerk to inform that the PC are unable to contribute, at this time.
440.14 Planning
None.
441.14 Health and Safety matters
Clerk advised that she had had no communication from Aragon Homes following the letter she sent re excess water spilling onto the pavement.  Chair also informed that he had called them and had had no response.  The PC agreed to leave the matter for the moment and discuss again as winter begins.
Cllr Giddens reported that dog mess on the new part of the bridleway leading down to the brook is still an issue.  Cllr Giddens to add a piece to the website and a notice in the shop window, for public information.
The discussion of horse signage was agreed to be differed to the next meeting.
442.14 PC Policies review – Financial Regulations
The Clerk informed that she had previously circulated the new model financial regulations.  A Cllr raised some points and these were agreed by the PC.  Clerk to amend the model regulations and recirculate.  Financial Regulations to be adopted at the November PC meet.
443.14 Village Hall notice board replacement
Chair advised that he hopes to get the current notice board at the Village Hall repaired.
Chair to price cost of materials and report back to the PC for agreement.
444.14 Resignation of Cllr Trolove/Parish Council Vacancy
Chair to prose a letter thanking Mr Trolove on behalf of the PC.  PC agreed to postpone advertising the vacancy until the election in May.
445.14 Feedback from meeting with School Head
Clerk and Chair fedback regarding the meeting.  It was agreed that Cllr Giddens be the liaison between the school and the PC and to meet with the Head every term at an agreed time.  Clerk to supply Cllr Giddens with the relevant info from the initial meeting.
446.14 Discussion of a Facebook page for the Parish Council
Clerk advised that she had produced a page for another Parish Council which seemed to have received a positive reaction.  PC agreed to discuss again in the spring and would take advice from the Clerk’s experience.
447.14 Remembrance Sunday
Cllr Hayden offered to attend the service at the Church and to lay the poppy wreath on behalf of the PC.  The PC thanked him.
448.14 Office management inc:-
Revision of office filing systems – Clerk reported that she had been unable to achieve the 2hrs filing that she had been requested to do, however, she did feel that she was slowly becoming more productive and hoped to achieve this task by the next meeting.
Purchase of shredder for sensitive material – it was agreed for the Chair to purchase a mid-range option and he supplied 3 quotes.
449.14 Staffing matters inc:-ILCA training – Clerk reported her concerns over time to action this training whilst also completing the tasks expected of her.  It was agreed to continue this discussion.
Pension scheme – Clerk advised that she had not achieved any work towards this, as yet.
450.14 Items for the CLARION
None.
451.14 Items for discussion on next agenda
No new items.  Continuing discussions of those already indicated.

Great Gidding Charity Trustee meeting

3.14 Reports from Trustees inc:-
Allotments – unworked plots
A Trustee apologised for not producing the letter sooner.  He offered to email this to the Clerk tomorrow.  Clerk to send to allotment holders of those plots that appear to be unworked.
Clerk reported a DD payment of £23.05, Anglian Water, for the allotments.
Jubilee Wood – winter maintenance and pond risk assessment.
It was reported that some maintenance work had taken place.
Chapel End Pond – winter maintenance and padlock possibility
It was agreed for a Trustee to buy a coded padlock and apply to the gate.
Dipping Pond – Gate possibility.
Clerk to correctly rename this as Horse Pond.  A Trustee was requested to speak to the person maintaining the ponds to ascertain maintenance and resources needed.

Village Hall and Recreation Ground Charity Committee

Member of the VHRGCC committee, attending as a member of the public, requested the PC appoint one representative for the committee to communicate with.  The PC explained that this was not possible as no, one, Trustee could speak on behalf of the body of Trustees.  The PC expressed that they understood the committee member’s point of view and offered to ensure the communication process was as easy as possible.

 1.14 Reports from Trustees inc:-

48 Main Street boundary
This was discussed in detail.  It was reported that a Trustee spoke to some representatives from Carter Johnas last week and was informed that they had a written, signed document, indicating an historical right of way to the property, across the Village Hall land.  A VHRGCC member, present at the meeting, expressed the committee’s wish to send the letter, written by the Chair of the committee, on behalf of the Trustees.  It was agreed for the Clerk to send this, at her earliest opportunity.  It was also agreed for a Trustee to pay £40.00 to register the land with ‘The Land Registry’ from the possessory title to absolute title.  He informed that the original title deeds had been located and held in archive.
Lastly, the Trustees discussed and unanimously agreed to put in a suitable fence to mark the boundary and access.  A trustee offered to cost a wire and poled fence and report back.  It was agreed that the cost for the fence should be taken from the Great Gidding Charity account for an amount of up to £300.00, on the basis that this contributed to protecting a village asset.
Siting of benches on recreation ground
Clerk to contact the committee and request that this be addressed under their agenda.

Meeting closed at 9.30pm

The following wording changes were made to these minutes at the Parish Council meeting on 18^th November 2014, as, unanimously, agreed by the council.

The Parish Council (PC) discussed and agreed the following amendments:
Item 429.14, “…due to them having reached their 40yr lifespan”, wording was removed.
Item 432.14, second sentence should read, “They advised that there were no guidelines supplied by Cambridgeshire County Council and that the PC should follow advice from insurance companies regarding commissioning aboricultural surveys…”  At this point D Cllr Tysoe arrived.
Item 432.14, the second to last paragraph should have the following sentence added at the end, “…turned off at certain times and some roads not gritted where they have been in the past”.
Item 435.14, second to last paragraph regarding extra cuts of the recreation ground, it was believed that this was not discussed at the meeting and so the wording was removed.  Chair added that the agreement for extra cuts was in accordance with the CGM contract.
Item 443.14, the word “repaired” was removed and the word “replaced” was entered in its place.
All amendments were initialled by the Chair and the PC then, unanimously, agreed these to be a true record of events.  The Chair signed each page.

End of minutes.