Parish council

Minutes of the meeting of the Village Hall and Recreation Ground Charity Trustee meeting held on 15th September 2015

Present: Trustees Alexander (Chair), Hayden, Hodson and the Clerk
Members of the public: None
59.15 Apologies and reasons for absence
Trustees Howden, Giddens and James sent their apologies and these were accepted.
60.15 Member’s declaration of Disclosable Pecuniary Interests
None.
61.15 To confirm and accept minutes of 18th August 2015
Minutes were, unanimously, approved as a true record of the meeting. Trustee Alexander signed and dated them.
62.15 Matters arising from minutes (information only)
None.
63.15 Update of 48 Main Street boundary, inc:-
Feedback following an informal meeting with the purchasers of the plot
Trustee Alexander reported that Trustees, Hayden, Giddens and himself had met with the purchasers who indicated that they agreed, in principle, with the conditions recorded in the letter to The Tall House on the 15th June 2015. It was, unanimously, agreed for the Clerk to write to the purchasers to request that, when they were beginning to organise ‘active’ building works, the Trustees would welcome a meeting.
64.15 Items for discussion on next agenda
Continuing discussions, no new items.
65.15 Date of next meeting
TBC
Meeting closed 8.30pm

Minutes of the Meeting of Great & Little Gidding
Parish Council held on 15th September 2015, 7.30pm

Present: Cllrs Alexander (Chair), Hodson, Hayden and the Clerk
Members of the public: 0
C Cllr: Bywater
Key: CCC Cambridgeshire County Council
HDC Huntingdonshire District Council
PC Parish Council

200.15 Chairman’s Welcome
201.15 To receive apologies and reasons for absence
Cllrs Howden, James and Giddens sent apologies and these were accepted.
202.15 Member’s declaration of Disclosable Pecuniary Interests
None.
203.15 Public and press participation session with respect to items on the agenda
None.
206.15 Communication from District and County Cllrs
It was agreed to hear from C Cllr Bywater at this point, to allow him to attend another commitment.
Apologies received from D Cllr Tuplin.
C Cllr Bywater reported to the PC. He referred, in particular, to correspondence e) and invited Cllrs to contact him with any suggestions where monies could be saved by working together with other parishes, for example.
At this point C Cllr Bywater was thanked and he left the meeting.
204.15 To confirm and accept minutes of 18th August 2015
Minutes were, unanimously, agreed as a true record of the meeting. The Chairman signed and dated them.
205.15 Matters arising from minutes (information only)
None.
207.15 Communication from Parish Cllrs Cllr Alexander advised that he and Cllr James had attended the recent depot meeting at CCC re highways.
Cllr Hodson expressed his concern over a group of poplar trees on the green, where he noted a branch had fallen from one, in the area where children make dens. It was, unanimously, agreed that the Clerk should, urgently, contact CCC about the unsafe tree bordering the recreation ground and request they come out to make it safe as it was believed that the tree could be a danger to children. The Clerk advised that she would do this first thing in the morning.
Cllr Hayden also requested the Clerk follow up on the request to cut back overgrown vegetation on the bend, leading to Winwick.
208.15 Communication from Village Hall Charity Committee
Clerk to forward the most recent minutes to the Cllrs when she received them.
Cllr Alexander reported that the questionnaire was due to go out to all villagers regarding use of the hall and that committee member, S Branson, had resigned. He also advised that there was some interest from potential new members.
209.15 Clerk’s report
The Clerk reported that she had received a request from HDC to advise them of grass areas in the parish owned by the PC. They also requested a schedule of when grass cutting was actioned by the PC. The PC noted that the paperwork received from HDC was incomplete and the Clerk was requested to return the paperwork with a letter asking for the paperwork to be completed before the PC will action their part.
The Clerk informed that she had been contacted by the Royal British Legion and had ordered the same poppy wreath as last year, cost £25.00, to come out of Sec 137 budget. Cllr Hayden offered to lay the wreath on the PC’s behalf.
David Buttery, (Joliffe Daking), contacted the Clerk to advise that the ash tree on the bridleway, accessed from Luddington Road (previous agenda item, 152.15), has an instruction on it to be felled due to the loss of 3 limbs, now making it unstable.
Michael Trolove advised the Clerk that he would be making a major late summer trim at the Jubilee Wood, mid to late September and that he considered the new wheeled strimmer to be very useful.
Lastly, the Clerk advised that she would be taking holiday on the coming Thursday.
210.15 Correspondence received, inc:-
a) Email, (copying in the PC), from resident, regarding the development of a large rut in Gains Lane following recent works
PC noted
b) Email – Police, Rebecca Avery, Outreach community information
PC noted
c) Email – HDC, draft consultation Cambridgeshire Flood and Water Supplementary Planning Document
PC noted
d) Email – CCC, Eleanor Bell, improving communication with the community
PC noted
e) Email, CCC, Simon Bywater, Councillors as Connectors, Financial Challenge and Response
PC noted
f) Email, CCC, Cambridgeshire Energy Switch Scheme
PC noted
g) Email, CCC, Simon Bywater, New Covenant allowing communities to help local armed forces
PC noted
It was agreed for the following to be heard
h) Booklet, Consultation on a future model for Non-Emergency Patient Transport Services for Cambridgeshire and Peterborough
Hard copy available from the PC office and a link had been placed on the website.
211.15 Finance, inc:-
a) Payment of accounts
Expenditure
£305.21 – Salaries (STO)
£14.45 – BT August payment (DD)
£250.74 (£41.79 VAT) – Refund to Cllr Alexander (CHQ 100921)
£77.40 (inc. postage, agenda incorrectly states £74.60 inc. postage) – Refund to C Bradley, purchase of Arnold Baker reference book (CHQ 100923)
Receipts
£15.30 – HDC Clothing bin rebate
b) To note the reconciled bank account balance
All payments were, unanimously, approved and all associated paperwork was initialled by two signatories.
Clerk reported that she had questioned the amount with HDC given the PC received £79.35 last year. She had been advised that without records of when the bin was emptied, there was no recourse. The PC, unanimously, agreed to accept the amount.
£26,055.35 Current Account, less £2.80 postage for reference book = £26,052.55.
£15,780.14 Deposit Account
Cllr Hodson noted some administration (not financial) errors on the budgeting statement and bank reconciliation.
• The return of £179.00 from the cancelled WW2 event to be put back into Sec 137 and be noted as a minus figure. Clerk had put the money into the ‘Contingency’ allocation.
• To make a correction on the budgeting statement – £100.00 to the Village Show and £250.00 to the WW2 event – both in Sec 137 allocation.
• £15.30 recycling bin rebate to be added to the allocated reserve on the bank reconciliation.
Clerk to action.
212.15 Planning
None.
213.15 Health & Safety matters, inc:-
Update on :
a) Gains Lane, overhanging branches – Clerk
No new news to report. Clerk to follow this up and report back.
b) Brook at the back of the jitty, update – Clerk
The Clerk advised that she had resubmitted the request to have the brook water examined, however, she had not received any communication from the Environment Agency in regards to this matter. Clerk to follow this up and report back.
214.15 Update regarding the recent drain work in Gains Lane –
Cllr Alexander Cllr Alexander informed that he been communicating with Les Middleton regarding this matter and had supplied him with some photographs showing that some drains were positioned at a higher than surface level, therefore, providing no use for drainage of surface water. The Clerk was requested to follow up and report back.
215.15 Discussion of Parish Councillor’s/Trustee’s training needs
It was, unanimously, decided to defer this to the following meeting’s agenda in the hope that more members would be present.
216.15 Tree Survey, update – Cllr Alexander
Cllr Alexander reported that he had received a quotation from Eastern Tree Surgery which had come in after the agenda had been published. The quotation covered an inspection and digital mapping of Parish Council trees – £701.73. Cllr Alexander reported that he had requested a quotation from another source but had received no response. The PC discussed and unanimously, agreed to proceed with the quotation. Funds to be taken from the allocated ‘Trees’ budget. Clerk to contact the company with the PC’s decision.
217.15 Update on village sign work – Cllr James
Item deferred. Cllr James not present.
218.15 Policy review, inc:-
Risk Assessment, update – Cllr James
Item deferred. Cllr James not present.
219.15 To review the grass cutting schedule
The clerk advised that the contract was due to be reviewed December 2016.
220.15 To consider maximising investments
The PC discussed the saving percentage associated with the bank accounts. The Clerk advised of the Unity Trust, internet bank and the PC discussed. It was, unanimously, agreed for the Clerk to research this option and report back.
221.15 Items for the next CLARION
Via the Clerk, Cllr Giddens had forwarded that it might be worth considering adding a request to residents on Main Street, to park on their drives to reduce parking on the road.
222.15 Items for discussion on next agenda
Continuing discussions.
223.15 Date of next meeting
20th October 2015.
This section of the meeting was closed to the public
Staffing Matters
224.15 To discuss an increase in the Clerk’s weekly hours
It was, unanimously, agreed to defer this item to the next agenda in the hope that more members would be present.
Meeting closed 8.20pm

Minutes of the meeting of the Village Hall and Recreation Ground Charity Trustee meeting held on 18th August 2015

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

52.15 Apologies and reasons for absence
Trustees Hodson and James sent their apologies and these were accepted.
53.15 Member’s declaration of Disclosable Pecuniary Interests
None.
54.15 To confirm and accept minutes of 21st July 2015
Minutes were, unanimously, approved as a true record of the meeting. Trustee Alexander signed and dated them.
55.15 Matters arising from minutes (information only)
None.
56.15 Update of 48 Main Street boundary, inc:-
Letter received from prospective purchaser 29th July 2015
Letter received from The Tall House 5th August 2015
Additional letter which should have been on the agenda
Letter received from Land Registry 22nd July 2015
The letters were reviewed. The Clerk also informed the PC that the prospective buyer had contacted her by email, ahead of this meeting, to request a brief meeting with a Trustee or Village Hall Committee member to establish the access measurements ahead of his imminent exchange of contracts on the property. The Chair of the committee had offered to meet with him.
Trustee Alexander explained that The Tall House had withdrawn their claim of right of way over the Parish Council’s land, however, if the new owners intended to place a claim, they could start the process again.
57.15 Items for discussion on next agenda
Continuing discussions, no new items.
58.15 Date of next meeting
15th September 2015
Meeting closed 9.05pm

Minutes of the Meeting of Great & Little Gidding
Parish Council held on 18th August 2015, 7.30pm

Present: Cllrs Alexander (Chair), Giddens, Howden, Hayden and the Clerk
Members of the public: 0
D Cllr: Tuplin
Key: CCC Cambridgeshire County Council
HDC Huntingdonshire District Council

172.15 Chairman’s Welcome
173.15 To receive apologies and reasons for absence
Cllrs Hodson and James sent apologies and these were accepted.
174.15 Member’s declaration of Disclosable Pecuniary Interests
None.
175.15 Public and press participation session with respect to items on the agenda
None.
176.15 To confirm and accept minutes of 21st July 2015
Minutes were, unanimously, agreed as a true record of the meeting. The Chairman signed and dated them.
177.15 Matters arising from minutes (information only)
None.
178.15 Communication from District and County Cllrs
Apologies received from C Cllr Bywater.
D Cllr Tuplin reported to the PC that there was to be a boundary review for wards represented by Huntingdonshire District Councillors. He also informed the PC that the lower end (less than a metre) of the 18c brick wall on Main Street, had been removed, as was permitted.
At this point D Cllr Tuplin left the meeting.
179.15 Communication from Parish Cllrs Reports were heard from the Parish Councillors.
Cllr Giddens reported that the grass on the pathways had been trimmed and that she understood that a member of the public, with his family, was kind enough to have swept the jitty of debris. The Clerk was requested to write and thank him.
Cllr Howden reported that the Clerk had sent a letter to all allotment holders reminding them not to use hosepipes to directly water the allotments.
Cllr Hayden reported that a member of the public had noticed some of the new drains in Gains Lane were protruding, approximately, an inch above the road surface. Cllr Alexander to take some pictures for the Clerk to refer to CCC for clarification.
Cllr Alexander reported that the barbed wire fence along the jitty, near the gateway had fallen or been cut down.
180.15 Communication from Village Hall Charity Committee
Clerk to forward the most recent minutes to the Cllrs when she received them.
Cllr Alexander reported that the questionnaire was to go out to all villagers regarding use of the hall and that committee member, R Downer, had resigned. He added that a member of the public had, very kindly, offered his professional services to remove a wasp nest that was causing a nuisance in the hall. The Clerk was requested to write and thank the member of the public.
181.15 Clerk’s report, inc:-
Review of tenants’ contracts to ascertain whether sub-letting is allowed.
Clerk reported that she had reviewed both contracts and although it was not directly stated, both contracts implied that sub-letting was not allowed.
182.15 Correspondence received, inc:-
a) Email – East Northamptonshire Council, Notification of Submission of the North Northamptonshire Joint Core Strategy
PC noted.
b) Email – HDC, Bridget Halford, Basic Tree Inspection Course
PC noted.
c) Email – BT, line rental going up by £1.00 per month
PC noted.
The following correspondence came in after the agenda was published and the PC allowed it to be reviewed
d) Email – Sue Jarvis, Village Produce Show committee, regarding a correction to the Summer CLARION
To clarify, the Village Produce Show is not run by the Village Hall Committee, as was the impression given in the CLARION. It is run by an independent society whose profits go to supporting various local community groups. The Clerk informed the PC that she had already apologised for the misunderstanding and that she had offered to clarify this again in the next CLARION publication.
The Clerk also informed the PC that Kim Wells, Neighbourhood Watch co-ordinator, had contacted her to request that, in the next CLARION, she would like it removed that she works with the police as this is not the case. PC noted.
e) Email copying in the PC – Bernard Watson, regarding ‘Men at Work’ signage left behind after works completed
PC noted.
183.15 Finance, inc:-
a) Payment of accounts
All payments were, unanimously, approved and all associated paperwork was initialled by two signatories.
Expenditure
£305.21 – Salaries (STO)
£14.34 – BT July payment (DD)
£1.00 – Milton (Peterborough) Estates Company (CHQ 100919)
£6.48 – Stationery (stamps) (CHQ 100920)
Receipts
None
The Clerk confirmed that she had received and banked (contingency) £179.00 from the VH Committee for the cancelled WW2 event
b) To note the reconciled bank account balance
£10,904.91 Current Account
£15,780.14 Deposit Account
184.15 Planning
None.
185.15 Health & Safety matters, inc:-
Update on :
a) Gains Lane, overhanging branches – Clerk
The Clerk reported that Les Middleton would be covering Gidding whilst Tony King was being replaced. Les had informed that he wasn’t able to identify the owners of individual trees, however, he would try and source a more informative map to help with this. He also advised that he would tried an pin down a more definitive date on when works would commence and he would also try to provide the PC with the contractor’s brief.
b) Brook at the back of the jitty, update – Clerk
The Clerk advised that when she contacted Anglian Water she had been referred to the Environment Agency. Alan Jones had suggested it would be useful to have a Cllr present when he reviewed the brook and Cllr Alexander had offered. As yet, it had not been possible for Cllr Alexander to make contact with Alan. The Clerk was requested to contact Alan again and report back.
186.15 Update regarding the recent Chapel End works – Clerk
The Clerk read aloud the response from Les Middleton after she had sent pictures to him of apparent ‘shoddy’ work, for clarification. He advised that CCC would not get involved unless there was a defect of more than 50mm. He suggested the PC could refer this to the Street Works Dept. but he did not expect them to take this up unless there were holes, etc, more than 50mm deep which the Clerk’s pictures did not appear to show. The PC were satisfied.
187.15 Discussion regarding the benefits of Society of Local Council Clerks (SLCC) membership and the possible Cambridgeshire and Peterborough Association of Local Councils (CAPALC) membership
The Clerk advised that the differences were that SLCC supported the Clerk to do her job, they did not advise the PC separately. If she had a grievance with the PC, SLCC would support her. CAPALC was felt to be more like an insurance policy. They supported the PC directly and if the Clerk had a grievance against the PC, CAPALC would support the PC. The Clerk informed that she could not recommend one over the other. She added that if the PC felt they needed support in a legal capacity, CAPALC would attend a meeting where as SLCC would not.
The Clerk advised that she understood that SLCC membership could be split between her other PC’s of which one is currently also a member.
A discussion was had, however, no decision was reached.
To be reviewed in the November budget.
188.15 Discussion of Parish Councillor’s/Trustee’s training needs
It was, unanimously, decided to defer this to the following meeting’s agenda in the hope that more members would be present.
189.15 Play equipment on the recreation ground, update – Cllr James
Via the Clerk, Cllr James informed that the PC were unsuccessful in their funding request with the Community Chest Fund. She requested this item be removed from the agenda until she managed to source another funding avenue. This was, unanimously, agreed.
190.15 Tree Survey, update – Cllr Alexander
Cllr Alexander reported that he had sent an aboriculturalist a village boundary plan and he was awaiting a cost to review and number the trees owned by the PC. To be reported at the next meeting.
191.15 Village Hall notice board replacement, update – Cllr Alexander
Cllr Alexander reported that he had purchased and positioned the new aluminium framed notice board. Cllr Alexander to provide the Clerk with the invoice.
192.15 Update on village sign work – Cllr James
Via the Clerk, Cllr James reported that she was waiting on a couple more quotations and she would report at the next meeting.
193.15 Approval of ‘Welcome Pack’ for new residents to the village
The Cllrs reviewed and unanimously, approved the design and content, bar the removal of any business information that was not deemed as an amenity. Cllr Giddens to organise the delivery of the welcome packs to new residents. The Clerk was requested to thank the member of the public who produced the packs.
194.15 Policy review, inc:-
Risk Assessment, update – Cllr James
Via the Clerk, Cllr James reported that she was in the process of producing the risk assessment document.
195.15 To consider maximising investments
It was, unanimously, agreed to defer this item to the next agenda when it was hoped that more members would be present. The Clerk was requested to find out how much percentage each of the held accounts were offering.
196.15 Items for the next CLARION
Apart from the items mentioned in the correspondence, Speedwatch and the Village Hall Committee questionnaire were included.
197.15 Items for discussion on next agenda
Continuing discussions plus a review of the grass cutting schedule.
198.15 Date of next meeting
15th September 2015.
This section of the meeting was closed to the public
Staffing Matters
199.15 To discuss an increase in the Clerk’s weekly hours
It was, unanimously, agreed to defer this item to the next agenda in the hope that more members would be present.
200.15 To discuss the purchase of a reference book to aid the Clerk’s role
The Clerk suggested she purchase the ninth edition of the Arnold-Baker Local Council Administration reference book and she advised that the Amazon Website sold this for, £74.60 plus £2.80 p&p. The purchase was, unanimously, approved and the Clerk to purchase and be refunded at the next meeting.
Meeting closed 8.40pm

Minutes of the meeting of Great Gidding Charity Trustee meeting held on 21st July 2015
Present: Trustees Alexander (Chair), James, Giddens, Hodson, Howden and the Clerk
Members of the public: None

31.15 Apologies and reasons for absence
Trustee Hayden did not attend.
32.15 Member’s declaration of Disclosable Pecuniary Interests
None.
33.15 To confirm and accept minutes of 21st April and 17th February 2015
Minutes were approved. Trustee Alexander signed and dated them.
34.15 Matters arising from minutes (information only)
None.
35.15 Finance, inc:-
To confirm the end of year accounts
The bank statement for the end of year was provided by the Clerk and Trustee Hodson requested the Clerk put together an Income and Expenditure list, to file for next year.
36.15 To confirm the Charity Commission Annual Return has been completed
The Clerk confirmed this had been completed.
37.15 Date of next meeting
20th October 2015.
Meeting closed 9.45pm

Minutes of the meeting of the Village Hall and Recreation Ground Charity Trustee meeting held on 21st July 2015
Present: Trustees Alexander (Chair), James, Giddens, Hodson, Howden and the Clerk

Members of the public: None
43.15 Apologies and reasons for absence
Trustee Hayden did not attend.
44.15 Member’s declaration of Disclosable Pecuniary Interests
None.
45.15 To confirm and accept minutes of 16th June 2015
Minutes were approved. Trustee Alexander signed and dated them.
46.15 Matters arising from minutes (information only)
None.
47.15 Update of 48 Main Street boundary
It was noted that there was a SOLD, estate agent, sign up relating to the bungalow, however, no correspondence had been received by neither Tall House Developments nor Land Registry. Trustee Alexander offered to contact Land Registry to clarify the situation and report back.
48.15 To confirm the Charity Commission Annual Return has been completed
Trustee Hodson confirmed this had been actioned.
49.15 To discuss what the Trustees would do in the event of the Committee being unable to raise sufficient funds to keep the Village Hall running
It was reported that in this event, it would cost the PC £1500.00 per year just for the Village Hall to stand, unused.
Trustee Alexander advised that the Committee were to send out a questionnaire to village residents to ascertain if they wished to attend events and if so what kind of events interested them.
It was agreed for this discussion to continue after the results of the questionnaire where available.
50.15 Items for discussion on next agenda
Continuing discussions, no new items.
51.15 Date of next meeting
18th August 2015
Meeting closed 9.35pm