Parish Council Minutes

Minutes of the Annual Meeting of Great & Little Gidding Parish Council held on Tuesday 10th May 2016 at 6:45pm

Present: Cllrs A Alexander (Chair), R Giddens, L James, P Jarvis and E Richmond

In Attendance: L Ellis (Clerk)

Key:
CCC = Cambridgeshire County Council
HDC = Huntingdon District Council
PC = Parish Council

51.16 To complete declarations of acceptance of office
Declarations of acceptance of office were duly signed by members of the Council.

52.16 Election of Chairman and declaration of Chairman’s acceptance of office
Cllr Alexander was proposed as Chairman by Cllr James and this was seconded by Cllr Jarvis. Council UNANIMOUSLY agreed. Cllr Alexander then signed the declaration of acceptance of office.

53.16 Election of Vice-Chairman and declaration of Vice-Chairman’s acceptance of office
Cllr James was proposed as Vice-Chairman by Cllr Giddens and this was seconded by Cllr Jarvis. Council UNANIMOUSLY agreed. Cllr James then signed the declaration of acceptance of office.

54.16 To receive apologies and reason for absence
Cllrs Hayden and Hodson (holiday)

55.16 To agree Councillor responsibilities
Allotments -Cllr Hodson
Finance- Cllr Hodson
Highways – Cllr James
Police- Cllr Hayden
Recreation – Cllr Alexander
Rights of Way – Cllr Giddens
School – Cllr Richmond
Trees- Cllr Jarvis

56.16 To confirm dates for future Parish Council meetings
Council agreed the meeting dates for the period June 2016 to May 2017.

Meeting closed The Chairman thanked everyone for attending, the meeting then closed at 6:53pm

Minutes of the Meeting of Great & Little Gidding Parish Council held on Tuesday 10th May 2016 at 7:30pm

Present: Cllrs A Alexander (Chair), R Giddens, L James, P Jarvis and E Richmond

In Attendance: L Ellis (Clerk), District Cllr D Tuplin and three members of the public

Key:
CCC = Cambridgeshire County Council
HDC = Huntingdon District Council
PC = Parish Council

57.16 Chairman’s Welcome
The Chairman welcomed everyone to the meeting.

58.16 Apologies and reason for absence
Cllrs R Hayden & P Hodson (holiday).
County Cllr S Bywater (other commitments)

59.16 Member’s declaration of Disclosable Pecuniary Interests
None.

60.16 Public and press participation session with respect to items on the agenda
A resident reported that he had received details from Paul Cole (Cambridgeshire Police) on the speed watch kit that could be purchased. This would be at a cost of £2,400 + VAT. He also reported that a fourth village were now involved in the scheme, this means that Gidding will only have the equipment once each month for a period of a week. Independent funding should be considered to purchase one.

61.16 To confirm and accept minutes of meeting held on 19th April 2016
To take the minutes as read and approve them as a true and accurate record. Proposed by Cllr Giddens and seconded by Cllr Richmond. The minutes were then duly signed by the Vice Chairman.

62.16 Matters arising from minutes
It was noted that the recent edition of the Clarion had contained errors, it was agreed that this item be debated further at the June meeting.

63.16 Communication from Councillors
Cllr Tuplin reported that Jason Ablewhite had been elected as the new Police & Crime Commissioner, he has therefore stood down as Leader of HDC. It is understood that Robin Howe is to take on the role of Leader of the Council, a panel election is to take place shortly.

Cllr Tuplin agreed to investigate why Sawtry receive a weekly litter pick and this service is not carried out in Gidding.

Cllr Tuplin and one resident left the meeting at this juncture (7:45pm)

Cllr Giddens reported that the gated byways at Bullock Road and Gypsy Lane should be open between April – October for larger vehicular access, as yet they are still locked. It was suggested to CCC that a key could be held.

Cllr James reported that she had met with the new Highways Officer and had discussed numerous matters:
The cost for triangular horse warning signs, both ends of the village would cost £600, however the cost of £600 for traffic management would not be charged.
The pot holes near the recreation ground will be repaired
The footpath near the school in Main Street will be re-surfaced
Pot holes in Luddington Road are classified as a minor issue due to the nature of the road, however due to the forthcoming cycle race some pot holes will be repaired, there are insufficient funds for a complete job.

64.16 Volunteers and funding for a new speed watch monitor
It was noted that a new speed watch monitor had not been budgeted for in the 2016/17 budget.
Cllr Jarvis stated that the goal is to reduce the speed of traffic in the village and is there anything else that could be considered. It is imperative that driver behaviour is changed and this could be helped by introducing new initiatives.
Cllr James reported that the residents of Old Weston have introduced 30mph stickers on their wheelie bins. The Clerk to contact Old Weston to obtain information on their availability and the financial liability of operating the speed flasher signage.

65.16 Review of the office equipment
Cllr James reported that due to other commitments it had not been possible to obtain printer prices. The Clerk reported that a resident had offered, free of charge, an HP printer. It was therefore agreed to defer any further discussion on the subject at this time.

66.16 Burning of horse manure
Cllr Giddens reported that horse manure appears to be being burnt in residential areas. It was agreed that the Clerk should contact Environmental Health to ascertain whether or not it is allowed and if a licence would be required to do so.
It was also agreed that residents should personally report issues to Environment Health if they have a problem.

67.16 To review the current standard of grass cutting
Council agreed that the current standard of grass cutting was poor. The Clerk to contact the contractor to ascertain whether or not they had an issue on the day of cutting.
It was noted that the School have requested the use of the Recreation Ground on 19th July and have requested that the grass is cut during w/c 11th July

68.16 Correspondence
Correspondence duly noted.
Planning Application 16/00612/FUL St Michaels Church, Main Street – To change the roof covering of the north aisle from lead to terne-coated stainless steel. No objection – strange to use an expensive material such as stainless steel.
Email from resident concerned that a ditch in Chapel End needs clearing. Resident to be referred to Luminus for them to clear the ditch.

69.16
Finance:
a)Payment of accounts
Expenditure:
£211.20 – CCC(100945)
£305.21 – Salaries (100946)

b) Annual insurance policy renewal

All payments were unanimously approved and all associated documentation was initialled by two signatories.

Cllr Hayden and the Clerk to liaise and progress the matter. Council agreed that if a competitive quotation was obtained then this should be accepted as the due date for payment was 1st June 2016.

70.16 Items for discussion at the June meeting
Clarion
Dog fouling
Traffic calming

71.16
Date of next meeting
Tuesday 21st June 2016

Meeting closed The Chairman thanked everyone for attending, the meeting then closed at 8:38pm

Minutes of the Meeting of Great & Little Gidding Parish Council held on Tuesday 19th April 2016 at 7:30pm

Present: Cllrs L James (Chair), R Hayden, P Hodson, R Giddens and E Richmond

In Attendance: L Ellis (Clerk), District Cllr D Tuplin and two members of the public

Key:
CCC = Cambridgeshire County Council
HDC = Huntingdon District Council
PC = Parish Council

37.16 Chairman’s Welcome
The Chairman welcomed everyone to the meeting.

38.16 Apologies and reason for absence
Cllr Alexander (other commitments).

39.16 Member’s declaration of Disclosable Pecuniary Interests
None.

40.16 Public and press participation session with respect to items on the agenda
A resident asked for an update on the horse warning road signs that were discussed at the March Council meeting.
Cllr James reported that she would shortly be attending a meeting with the new Highways Officer, cost and location of signs would be discussed but it is understood that Highways have no funding available at this time.

A resident reported that a speed watch unit had been flooded and subsequently ruined, he was unsure on how to fund for a replacement.
Cllr James suggested that he could liaise with other villages recommending that they could possibly join together to raise the money required.
Cllr Hayden reported that he was in favour of having a unit as the speed watch team carryout an excellent job but unfortunately the cost of a unit would take a large portion of the precept. Speeding in the village has been an on-going problem for many years.
The resident stated that the current equipment is shared with Glatton but that he would speak to his Police contact to ascertain whether there were other sharing options available.

41.16 To confirm and accept minutes of meeting held on 15th March 2016
To take the minutes as read and approve them as a true and accurate record. Proposed by Cllr Hodson and seconded by Cllr Giddens. The minutes were then duly signed by the Chairman.

42.16 Matters arising from minutes
None.

43.16 Communication from Councillors
Cllr Tuplin reported that the Electoral Commission’s review had been completed. During an election a third of D Cllrs would need to be elected, it would therefore be necessary for the number to be either 51 or 54, HDC want to keep the number of D Cllrs at 52, all of them will need to go through the process at the same time.
He stated that the number of residents was out of kilter due to all of the new housing developments.
He reported that the timescale for comments had been tight and unfortunately Gidding has been combined with a large number of other small villages thus making it a huge area for one D Cllr to cover.
It was agreed that a letter should be sent to the Electoral Commission stating the Council’s concerns at the short timescales provided.

Cllr Tuplin left the meeting at this juncture (7:50pm)

The Clerk reported that Cllr Bywater had wished to report that CCC had rejected the devolution proposal and it has been sent back to Government for a rethink.

Cllr Giddens reported that the bridleways and footpaths were in a good condition however a number were still wet.

Information for new residents has been provided at the Vicarage and would also be given to the residents at Footpath House and at Chapel End.

The British Horse Society currently has a campaign to register bridleways to ensure everything remains registered.

44.16 Volunteers and funding for a new speed watch monitor
The Chairman reported that having received input earlier from a resident that this item would remain on the agenda until it is fully resolved.
A question was raised regarding the location of the 30mph sign leading into the village, was it in the correct position. The Chairman agreed to clarify the matter at her meeting with the Highways Officer.

45.16 Review of the office equipment
Item to be deferred to the May meeting to ensure sufficient information is available on equipment costs.

46.16 To agree the content for the production of the Clarion
It was agreed that
Volunteers for speed watch
Annual Parish Meeting – 10th May – guest speaker HACT
Uncontested elections
Welcome to the Clerk including office opening hours
Dog fouling/dogs on leads
Parking on pavements
Cycle Tour
Big Lunch event
Village show

47.16 Correspondence
Correspondence duly noted.
The Clerk reported on the email from HDC relating to the litter bins. It was agreed that Cllr Hayden would remove the yellow bin currently located on a pole.
It was agreed that Cllr Hayden and the Clerk would review the insurance renewal documentation with a view to obtaining an alternative quotation.
Cllr Hayden asked Cllrs to keep in mind the amount of precept money being spent in comparison with other villages, a tight rein should be kept on Council Tax, as elected Cllrs who are representing the residents and we should not spend without due care and attention.

48.16 Finance:
a)Payment of accounts
Expenditure:
£21.87 – HDC(100942)
£305.21 – Salaries (100943A)
£194.28 – BT line rental (100943B)
Receipts:
£10,835 1st half Precept
£237.50 Allotment rents
All payments were unanimously approved and all associated documentation was initialled by two signatories. It was noted that the invoice for the speed watch signs had still not been received.
The Clerk reported that the cheque raised for £128 payable to the History Society had been returned, it was agreed that it should be made payable to the Village Hall.

Cllr Hodson distributed a summary of the 2015/16 year-end accounts that he had prepared. He was thanked by Councillors for the work he had undertaken on the accounts which were duly adopted.

Cllr Hayden left the meeting at this juncture (8:45pm)

49.16 Items for discussion at the May meeting
Declarations of acceptance of office
Election of Chairman
Election of Vice Chairman
Councillor responsibilities
Speed watch
Burning of horse manure

It was noted that the Annual Meeting would commence at 6:45pm, the Annual Parish Meeting at 7:00pm followed by the Full Council meeting at 7:30pm.

50.16 Date of next meeting
Tuesday 10th May 2016

Meeting closed The Chairman thanked everyone for attending, the meeting then closed at 8:51pm

Minutes of the Meeting of Great & Little Gidding Parish Council held on Tuesday 15th March 2016 at 7:30pm

Present: Cllrs A Alexander (Chair), L James (Vice-Chair), R Hayden, P Hodson, R Giddens and E Richmond

In Attendance: L Ellis (Clerk), County Cllr S Bywater, District Cllr D Tuplin, R Gilbody (from 8:06pm) and two members of the public

Key:
CCC = Cambridgeshire County Council
HDC = Huntingdon District Council
PC = Parish Council

18.16 Chairman’s Welcome
The Chairman welcomed everyone to the meeting.

19.16 Apologies and reason for absence
None.

20.16 Declaration of acceptance of office for Elaine Richmond
The declaration of acceptance of office was duly signed by Cllr Elaine Richmond. The Chairman welcomed Elaine to the meeting as a Councillor.

21.16 Member’s declaration of Disclosable Pecuniary Interests
None.

22.16 Public and press participation session with respect to items on the agenda
None.

23.16 To confirm and accept minutes of meeting held on 16th February 2016
To take the minutes as read and approve them as a true and accurate record. Proposed by Cllr James and seconded by Cllr Hodson. The minutes were then duly signed by the Chairman.

24.16 Matters arising from minutes
Council considered the two quotations that had been presented for roof alarms for St Michael’s Church. It was agreed that as the Church is an historical building in the village that the Council should help financially. It was noted that fund raising events were being held.
Council agreed a one off grant of £450 from S137 funds.

25.16 Communication from Councillors
Cllr Tuplin reported that at their last meeting HDC had discussed devolution and it had been suggested, without discussion, that HDC should join their services with Norfolk and Suffolk. However a better option would be to join with Buckinghamshire, Hertfordshire or Northamptonshire but this has not been offered as an option.

Cllr Bywater reported that the CCC Leader has replied that they are in favour of the idea but the devil is in the detail. Feedback is that County Cllrs need more information on the subject. If the proposal proceeds a Mayor would need to be elected for the whole area, it would also be likely that the Mayor would take over the responsibility for the Police & Crime Commissioner and the Fire Authority.

The Chairman asked Cllr Tuplin to comment on the letter the PC had received from HDC on the litter bin audit and who decides on how many bins a village should have. Cllr Tuplin replied that he did not know the answer.

Council agreed that bins GtG3 and GtG4 belong to the PC and that bins GtG1, GtG2 and GtG5 are the responsibility of HDC. The Clerk to advice HDC accordingly.

Cllr Tuplin left the meeting at this juncture (7:52pm)

Cllr Bywater reported that:-
CCC had held an extremely long meeting and had agreed an increase in Council Tax of 2% but it is ring fenced for adult social care. Tough decisions were made by Members, more partnership working and sharing ideas with Parishes were discussed. The mobile library service is crucial for the elderly as a lifeline and this service is secure which was excellent news;
the Fire Authority were currently recruiting a new Chief Fire Officer and that he was on the interview panel. Incidents and call-outs are falling with RTAs and fires reducing; with the Boundary Commission’s changes next year Sawtry would be grouped with Stilton and that Great & Little Gidding would be grouped with Kimbolton and Alconbury and that the County Cllr would therefore be responsible for 24 Parishes. Cllr Bywater stated that he would keep fighting the cause and
there is a Covenant between local communities and commercial vehicle operators in Cambridgeshire to reduce noise, pollution and increase safety, this is being supported by CCC. This has been developed for the benefit of local parishes and community groups who were concerned by the impact lorries and other large vehicles were having on their villages.

Cllr Bywater left the meeting at this juncture (8:05pm)

Cllr Giddens reported that all of the footpaths and bridleways are very wet at present.

Cllr James reported that the trees in Gains Lane have been trimmed.

26.16 Request for S137 funding for horse warning road signs
The Chairman reported that a request had been received from a resident for S137 funding to install signs to warn motorists about horses on the road in the village.
Cllr James agreed to approach Cambridgeshire Highways for clarification on actual costs and to ascertain their position on the matter. It was also agreed that Cllr James would contact Milton Estates, in her capacity as a resident, to ask them to consider donating towards the purchase and installation of warning signs.

27.16 Request for funding from the Village Show Committee
It was noted that a request for funding of £150 had been received for the Village Show. All agreed that last years’ event was good and it should be supported by a grant of £150.

28.16 Request from HACT to attend a Council meeting
It was agreed that HACT should be invited to attend and present at the Annual Parish Meeting on 10th May 2016.

29.16 To discuss the demolition of a historic building in a conservation area
Cllr James reported that she had witnessed a JCB demolishing a building in Brick Yard field. The Planning Officers have stated that it was outside the conservation area and this work was permissible. With hindsight the building should have been protected.

30.16 To consider the HDC audit of litter bins and proposed charges
Council considered the correspondence received relating to the audit of litter bins undertaken by HDC. It was agreed that the Clerk should respond to the letter stating that GtG5 is under the ownership of HDC and that GtG 3 & 4 are the PCs. The Council agreed not to pay any charges for emptying these bins and they will be monitored with a decision taken at a later date on whether to remove them or not.

31.16 To discuss the flooding on the dyke on Luddington Road
It was noted that water was still flowing over the road, it does not appear that the dyke has been emptied. The Clerk to write to Jolliff Daking who are the agents for the Church Commission.

32.16 To discuss hunt meet horse boxes parked on Main Street & Mill Road
Cllr Giddens reported that she had spoken to Henry Hill and he has agreed to approach the drag hunt and other hunts to request that they park safely and with due care to residents. Also, for the followers not to block the roads.

33.16 Correspondence
Correspondence was duly noted. The Clerk offered her assistance to Councillors in completing the HDC election nomination documentation.
Council agreed to contribute £100 towards the Big Lunch event on 12th June 2016.

34.16 Finance:
a)Payment of accounts
Expenditure:
£42.12 – A Alexander(100940)
£305.21 – Salaries (100941)

Receipts: £347.33 VAT refund
All payments were unanimously approved and all associated documentation was initialled by two signatories.
Cllr Hodson reported that he had reconciled the bank account balance however it would appear that the cheque for the speedwatch signs had not been raised.
Council considered the Financial Risk Assessment produced by the Clerk. It was agreed that the risk assessment be adopted. It was also agreed that the Clerk obtain a costing for the internal audit of the 2015/16 accounts.

35.16 Items for discussion at the April meeting
Volunteers and funding for a new speedwatch monitor c£2,500
Review of office equipment
Clarion production

36.16 Date of next meeting
Tuesday 19th April 2016

Meeting closed The Chairman thanked everyone for attending, the meeting then closed at 8:55pm

Minutes of the Meeting of Great & Little Gidding Parish Council held on Tuesday 16th February 2016 at 7:30pm

Present: Cllrs A Alexander (Chair), L James (Vice-Chair), P Hodson and R Giddens

In Attendance: L Ellis (Clerk), District Cllrs D Tuplin, D Tysoe and one member of the public

Key:
CCC = Cambridgeshire County Council
HDC = Huntingdon District Council
PC = Parish Council

01.16 Chairman’s Welcome
The Chairman welcomed everyone to the meeting and introduced the new Clerk.

02.16 Apologies and reason for absence
Cllr R Hayden (illness)

03.16 Member’s declaration of Disclosable Pecuniary Interests
None.

04.16 Public and press participation session with respect to items on the agenda
None.

05.16 To confirm and accept minutes of 15th December 2015
To take the minutes as read and approve them as a true and accurate record. Proposed by Cllr Hodson and seconded by Cllr Giddens. The minutes were then duly signed by the Chairman.

06.16 Matters arising from minutes (information only)
It was reported that the salt box has now been moved to the correct location.

07.16 Communication from Councillors
Cllr Tuplin reported that Sawtry Parish Council were organising a workshop at 7pm on Wednesday 2nd March to provide an update on planning issues due to recent changes to permitted development rights. From 1st April HDC will issue new planning applications via email and will no longer issue hard copies. The PC will need to consider their options for viewing applications. It was noted that Sawtry PC would be purchasing a projector.

Cllr Tysoe reported that HDC will shortly be discussing the annual budget. It had been agreed that Council Tax would be frozen for 5 years and are now 3 years into that period. HDC are aiming to be self-sufficient and the impact on residents has been relatively low. The problem with the ‘New Homes Bonus’ is that if we continue to give planning permission for new houses, the houses are not built and the land value increases, HDC has no legal ability to enforce the developer to build.

Cllr Tysoe asked if the PC had a neighbourhood plan as funding is available to HDC to assist with the process and provide professional support to Parish Councils. HDC has some useful guidance for PCs who wish to produce their own neighbourhood plan which are easier than previously however it can still be daunting. Having a strategic plan for the village would help to provide a degree of protection from developers wishing to develop in the area. A referendum is required as part of the neighbourhood plan process.

Cllr Tysoe reported that the Leisure Group are now returning a surplus but that not all of the centres are making a surplus however there is a commitment to keep all of the centres operational. It was noted that the management structure of the Leisure Centres has changed.

Cllr Tysoe reported that HDC are currently looking at shared services and in particular ICT, they are working with Cambridge City and South Cambs DC, looking to make ‘back office’ services more efficient.

Cllr Giddens reported that a resident has kindly trimmed the hedges on both sides of the bridleway off Luddington Road.

Cllr James reported that:
the trees on the B660 had been trimmed and that those on Gains Lane had been marked out, numbered and work is imminent.
the village sign has been refurbished and installed
the tender for the buses has now been taken up, when timetables are available they will be disseminated out.

Cllr Alexander reported that the water leak was in the process of being repaired. It was noted that a further leak has been found at Gains Lane, Anglia Water have visited but we still have a damaged storm drain.

Cllr Tuplin left at this juncture (7:50pm)

08.16 Update on the Parish Clerk vacancy
Resolved. The new Clerk commenced her duties on 1st February 2016.

09.16 S137 funding for the Church lead replacement
Cllr Hodson reported that the insurance company were not paying-out fully on the claim for the stolen lead as the Church did not have an alarm in place. The PC agreed to consider providing funding for an alarm system, Cllr Hodson to request that the relevant Church group provides the PC with costings for consideration.

10.16 History Group Village Hall hire
It was noted that the History Group had requested funding which had been agreed in October 2015. The Clerk to raise a cheque for £128.

11.16 To consider the tree report
The invoice for the tree report has been paid as confirmation had been received that all areas had been covered. The majority of the trees do not belong to the Council. It was noted that recently a tree had been removed when it may have been possible to save it, there appears to be no communication between HDC and the PC on such matters. Cllr Tysoe offered to assist in identifying who was responsible for tree works being carried out and suggested he could be contacted via email in the future to assist.
It was agreed that the owners of the trees should be advised of the remedial work required to their property and in particular to those trees overhanging the playing field.

12.16 To agree the date for the Annual Parish Meeting
It was agreed that the APM should be held on Tuesday 10th May 2016.

13.16 Update on the Parish Councillor vacancies
It was noted that 2 residents had shown an interest in joining the PC. The Clerk to invite the individuals to the March meeting to sign a Declaration of Acceptance.

14.16 Correspondence
Correspondence was duly noted. The Clerk to issue the correspondence schedule with the agenda.

15.16 Finance:
a)Payment of accounts
Expenditure:
£240.00 – R B Woodworking (100935)
£205.77 – CGM (100936)
£359.41 – Salaries (100937)
£114.00 – Cambridgeshire CC (100938)
£128.00 – History Group (100939)
£15.23 – BT (DD)

Receipts:
None.
All payments were unanimously approved and all associated documentation was initialled by two signatories.

Cllr Hodson reported that he had reconciled the bank account balance. It was agreed that the Clerk be a signatory and a bank mandate completed. Cllr Hodson agreed to provide the necessary documentation.

16.16 Items for discussion at the March meeting
Hunt Meet horse boxes parked on Main Street and Mill Road obstructing access to driveways and parking on pavements.

17.16 Date of next meeting
Tuesday 15th March 2016

Meeting closed The Chairman thanked everyone for attending, the meeting then closed at 8:35pm