Parish Council Minutes

GREAT & LITTLE GIDDING PARISH COUNCIL

Minutes of Great and Little Gidding Parish Council Meeting

Held on Tuesday 17^th March 2020 at Great Gidding Village Hall

PRESENT:  Cllrs Hodson, Dear and Pudney, and Parish Clerk

*** some agenda items have been deferred to future meetings due to the virus outbreak.

161.19              Chairman’s Welcome – Cllr Hill welcomed those present

162.19             To receive apologies and reasons for absence

                        County Councillor Gardener – attendance at another meeting

                        District Councillor Alban – ill health

163.19             There were no Member’s declaration of Disclosable Interests for items on the Agenda

164.19              There were no members of the Public or Press present

165.19              To confirm and accept minutes of the meeting held on 18^th February 2020 – signed by Cllr Hill after proposal by Cllr Hodson and Cllr Dear                          

166.19             Matters arising from those Minutes that will not be discussed as an agenda item

                        Cllr Dear enquired about the pot holes in Chapel End being reported and will photograph them to enable Clerk to submit a report.

                        Clerk advised that there has been no response to date on the three planning issues that had been reported to Huntingdon District Council Planning Department and Chorus Homes.

167.19             COUNCIL ISSUES TO NOTE:

To receive reports from Councillors:

Cllrs Hodson and Dear have been carrying out many tasks in the Parish over the past month – Clerk will update the relevant TO DO lists to reflect this.

168.19             FINANCIAL MATTERS:

                        a) to note Barclays Bank statements

b) to note the Budget control statement – copies distributed to Councillors

c) PAYMENTS AND ACCOUNTS – to approve and sign cheques in respect of the following:

1) P Hodson – Maintenance of Rec Ground toilet                  £33.39 (

2) J R Trolove – Clerks working hours for January + stamps     £xxx     (no VAT)

3)  to approve Clerk’s hours worked between 1^st and 29^th February

***There will be payments to be made from the Village Hall accounts too.

169.19             Local Highways Initiative Bid for 2021-2022 – deadline 31 May 2020

                        Consider improvements to Chapel End, Luddington Road and Mill Road.

                        Cllr Hill advised that notification has been received today that the current LHI bid has been successful – details to follow at next meeting.

Cllr Hill requested other Councillors to put forward their ideas for the next bid, and will include requests from residents regarding Luddington Road and Mill Road (extending 30MPH speed zones and installing new speed signs), and Chapel End (parking).  He will then devise an application for discussion at the April meeting prior to submission to CCC.

170.19             Recreation Ground update

                        Proposal to purchase swing seats – how many and from which manufacturer – 4 seats would be required – Clerk to contact Wicksteed to confirm the price per seat.

Review of hiring agreement and hire charges – Cllr Dear requested a review, should anyone wish to hire the field.  It was agreed that, due to the many and varied potential uses, this would be decided on each individual application to the Clerk.

Bradgate have not yet cut the Rec Ground – Clerk will remind them.

Cllr Hodson proposed the purchase of a ride on mower for Rec Ground (CIL money could be put towards the cost), to ensure the football pitch/running track is always available for use by the School.  Quotes will be obtained and this will be discussed further at the April meeting.           

171.19             Newsletter to parishioners – Clerk met with CARESCO’s Office manager – see attached report – it was agreed not to pursue this but to continue our current “in house” arrangements for printing and distribution.  Councillor Dear has drafted an outline for a future edition of the Gidding News (formerly Clarion) for Councillors to consider.

                        (see 178.19 (1)) It was agreed that a flyer should be distributed with village contact details during the virus outbreak – Clerk and Councillors to devise and distribute as soon as possible

172.19             Councillor training – Cllr Dear – DEFERRED

173.19             Clerk’s appraisal feedback – Cllrs Hill and Hodson carried out the appraisal and copies of the document were shared with Councillors.

174.19             Proposal to appoint Internal Auditor for 2020 –  it was agreed that Jacqui Wilson of Canalbs should be appointed to carry out the annual internal audit.

175.19             Review Asset Register in preparation for end of year audit – Clerk will email the existing list to Councillors – otherwise DEFERRED

176.19             Risk Assessment report – Cllr Pudney – DEFERRED

177.19             Preparation for the Annual Parish Meeting and Annual General Meeting of                                                      the Parish Council – those present agreed that it may not be possible to hold an Annual Parish Meeting.  Clerk will update Councillors as developments/information are available. – DEFERRED

178.19             Correspondence received since 18^th February 2020 (other than that discussed in agenda items above).  Correspondence that was available to view at the meeting, including the following:

                        1) Neighbourhood watch and other correspondence regarding Covid 19 outbreak

                        2)  Calor Gas Rural Community Fund – deadline 9/4/2020

                        3) Keep Britain Tidy – Do It for your Dog

179.19             Items for decisions at next meeting:

                        Recreation Ground – possible purchase of a ride on mower

Details of successful LHI bid for 2020-2021

Proposal for submission for LHI bid for 2021-2022

Further village flyer required or “Gidding News”

                        See items marked DEFERRED above

                        Prepare for Election or Co-option of Parish Councillor

175.19             Date of next meeting – Tuesday 21^st April 2020, (unless Government, NHS or NALC advise that meetings should not be held)

starting at 1930 hours in the Village Hall, Great Gidding      

Meeting closed at 8.57PM

GREAT & LITTLE GIDDING PARISH COUNCIL

Minutes of Great and Little Gidding Parish Council Meeting

Held on Tuesday 17^th December 2019 at Great Gidding Village Hall

PRESENT:  Cllrs Hill, Hodson, Dear, Valderas and Pudney

116.19              Cllr Hill welcomed those present.

117.19             To receive apologies and reasons for absence:

                        Cllr Hebb – unable to attend due to family circumstances

                        Cllr Page – resigned due to personal circumstances

                        District Councillor Alban – due to ill health

                        County Councillor Gardener – attending another Parish Council meeting

118.19             There were no Member’s declaration of Disclosable Interests for items on the Agenda

119.19              Public & Press participation session with respect to items on the Agenda – no press or public were present.

120.19              To confirm and accept minutes of the meeting held on 19^th November 2019 Cllr Hill signed – approved by Cllr Hodson and seconded by Cllr Dear

                        Matters arising from those minutes:

                        Vodaphone contract had been renewed by Cllr Hill, Clerk advised there had been a small increase in the monthly direct debit (£31.00 to £32.20), which Cllr Hill will enquire about.

Cllr Hill had written to Anglian Water regarding the frequency of water main leaks in recent years (copy to Environmental Health Dept. of Huntingdonshire District Council) – replies are awaited.

Clerk had reported the water running from the drain in Main Street to Anglian Water, who responded that it was due to recent heavy rainfall.

121.19             COUNCIL ISSUES TO NOTE:

To receive reports from Councillors:

Cllrs Valderas and Hodson had nothing to report.

Cllr Pudney will submit the first draft of the Risk Assessment(s) to the January meeting.

Cllr Dear had a resident complaining about the footpath being blocked (past Chapel End pond, across the field and out onto Mill Road) and had advised the resident to report online (Parish Clerk has already reported online).

                        Cllr Hill had heard that the feasibility study for the Local Highways Initiative bid has been completed, the overall cost to Cambs CC is estimated at £7741,  The Parish Council would be expected to contribute £1000 if the scheme receives approval (the speed awareness sign would be an additional cost to the Parish Council). The Cambs CC technical appraisal rated our bid “green” with an “amber caveat” being applied against the width of the roadside verges for installation of the high visibility “speed gates”; the Parish Council will review the bid and may decide to withdraw the request for high visibility “speed gates” to give our overall bid a higher chance of success.

From Parish Clerk – Section 137 money has increased to £8.32 per elector for 2020-21 financial year.

Clerk had attended the recent Parish Clerk’s Forum as the speaker was a grass/grounds contractor who had some useful hints and tips regarding maintenance of grass.

122.19             FINANCIAL MATTERS:

                        a) to note Barclays Bank statements and letter re. Instant Access accounts

b) to note the Budget control statement (spreadsheet available at meeting) – a full copy of the spreadsheet was made available to Councillors, together with information regarding Parish Council Reserves.

c) PAYMENTS AND ACCOUNTS – to approve and sign cheques in respect of the following:

1)  ***CGM Group – grass cutting on 9^th September          £130.97 (21.83 VAT)

(Clerk has queried the invoice – this will not be paid until further research has been carried out to establish why this payment is required).

2) GG Village Hall – support for Games Club                                £50.00 (no VAT)

3) Great Gidding Charity – support for Orchard Project           £200.00  (no VAT)

5) J R Trolove – Clerks working hours for October                    £xxx     (no VAT)

6) HMRC tax in respect of October salary                                £10.60   (no VAT)  

7)  to approve Clerk’s hours worked between 1^st and 30^th November

8)  Viking supplies – print cartridges + stationery                  £102.95 (20.60 VAT)

123.19             Request received from resident for village to purchase large poppies for display prior to Remembrance Day/or alternative ideas/VE Day event.

                        Clerk has requested information about availability and cost of poppies.  The resident wanted to replicate Sawtry parish example of attaching them to lamp posts – this would require a licence/permission to be obtained for each lamp post (cost not yet known) from Balfour Beatty (the contractor with responsibility for lamp posts.  Clerk suggested that Gidding devise its own style of commemoration, possibly using knitted/handmade poppies, wooden cut-outs placed on the green opposite the shop or on the grass bank outside the Church.  Councillors were asked to come up with ideas for the February meeting.  Cllr Dear suggested, in relation to the VE Commemoration in May 2020 that the village hold an event, possibly on the Recreation Field – this will be discussed again at a future meeting with a view to getting both school and residents involved in the event. Clerk will advise the resident of the ongoing discussions.

124.19             Recreation Ground update –

                        Cllr Pudney had researched grants available through the Mick George Community Fund, with a view to using the grant for the all-weather surface.   The initial step is to obtain any planning permissions that are required for the site and contact will be made with the Planning Department of Huntingdonshire District Council.

                        Cllr Hill had repaired the Tai-Chi disc on the multi-gym as the replacement part had been delivered (free of charge due to unacceptable delay).

                        Bin moved near to container – this will be reviewed in the summer months to see if the bin is being used and/or needs to be moved back to the entrance to the Recreation Field.

Cllr Hodson advised that the hedge is still to be cut but the weather is preventing the contractor accessing the site.

125.19             Grass cutting contract for 2020/21

Proposal to instruct contractor – Cllr Dear proposed that Bradgate be instructed to carry out the grass cutting contract, this was seconded by Cllr Valderas.

126.19             CIL report and return –

                        There has been one CIL payment received in the last 18 months, in respect of the development in Laurel Farm yard.  Clerk will complete and submit the paperwork, advising that the payment will be used to fund improvements to the village road safety infrastructure.

127.19             Clerk’s salary review for 2020/21(in accordance with Financial Regulation 4.4)

4.4. The salary budgets are to be reviewed at least annually in December for the following financial year and such review shall be evidenced by a hard copy schedule signed by the Clerk and the Chairman of Council. The Clerk will inform committees of any changes impacting on their budget requirement for the coming year in good time.

Clerk left the meeting for this discussion and, on return, was advised that her salary will remain the same for 2020/21.

128.19             Correspondence received since 19^th November 2019 (other than that discussed in agenda items above).  Correspondence that was available to view at the meeting, included the following:       

1.  Email from the Fire Authority regarding their Risk Management Plan
2. Planning Application (received morning of meeting)

Proposal: Demolition of a 9″ thick garden wall and replacement with a close boarded timber fence.
Site Address: Outbuildings Rear Of 80 Main Street Great Gidding

Reference: 19/02422/FUL129.19

Cllr Hodson recommended refusal and the Parish Council to request that the wall be replaced, including the gateway, other Councillors were in agreement.

129.19             Items for decisions at next meeting: 

Speaker or event for Annual Parish Meeting – a recent email had been received regarding First Responders, Clerk enquired if this would be a suitable speaker at the Annual Parish Meeting.  It was agreed that this would not be pursued.  Cllr Dear suggested a visit from the A14 Highways Information Team – Clerk will make enquiries to see what can be offered and report back to a future meeting.      

Risk Assessments        

130.19             Date of next meeting – Tuesday 21^st January 2020,

starting at 1930 hours in the Village Hall, Great Gidding      

                        Meeting closed at 20.55

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