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Minutes of the online meeting held, via Zoom, on Tuesday 21^st July 2020

Present:  Cllrs Hill, Hodson, Pudney and Dear at the Village Hall, Great Gidding and County Councillor Gardner joined the meeting later via Zoom.

048.20 Chairman’s Welcome

049.20 To receive apologies and reasons for absence:

            District Councillor Alban

050.20 Member’s declaration of Disclosable Interests for items on the Agenda – there were         none

051.20 Public & Press participation session with respect to items on the Agenda

              No members of the Press or Public joined the meeting

052.20 To confirm and accept minutes of the meeting held on 16^th June  2020 – these were confirmed by Cllr Hodson and seconded by Cllr Pudney                         

053.20 Matters arising from those Minutes that will not be discussed as an agenda item – there were none

054.20 COUNCIL ISSUES TO NOTE:

To receive reports from Councillors:

Cllr Hill – Local Highways Initiative Bid meeting – Cllr Hill met with Jo Challis, CambsCC Highways engineer with responsibility for the project, they walked around the village and identified sites for signage, road markings and the speed awareness unit (see printed emails on file that explain further).  Due to the narrow grass verges, the “access gates” will be installed at the point of the of the 30MPH signs.  CambsCC had offered to order the speed awareness sign (EVOLIS) as they were making a bulk purchase and this would result in a small saving on purchase costs.  Further emails discuss the type of post required for the sign, these are additional cost and it was felt that a stronger post (than those used for street signs) would be required due to the addition of a solar powered battery unit.  Jo Challis has subsequently enquired if a second post was required and, following discussion at the meeting, it was agreed that this would be preferred but would be dependent on the cost to the Parish Council (Cllr Hill will make enquiries of Jo Challis).

Initially the overall cost of the project was to be in the region of £7700, with the Parish Council to contribute approximately £1000.

Cllr Pudney offered that, if a second post is installed, he would be willing to move the unit between posts.

The 2021-22 bid has been submitted by Cllr Hill and its receipt acknowledged by CambsCC.

Cllrs Dear and Hodson had no further reports.

Cllr Pudney enquired when the grass triangle was cut (junction of Chapel End and Gains Lane), Cllr Dear advised that it has been cut twice so far this (calendar) year.  Clerk advised that the County Council were contracted to cut this area once a year.

County Councillor Gardener joined the meeting via ZOOM at this point.  He gave his report and then left our meeting to enable him to join Hail Weston Parish Council meeting.  His report is attached.

055.20 FINANCIAL MATTERS:

                        a) to note Barclays Bank statements

b) to note the Budget control statement

c) PAYMENTS AND ACCOUNTS – Cllr Hill approved and Cllr Pudney seconded  online payments in respect of the following: 

	Who	What for	Amount	VAT	Authorised	Authorised
21	J R Trolove	Wages for May – 27 hours	£xxx	NONE	JRT	PH
22	Bradgate Fencing	Grass cutting on 3/7 Invoice no 8124	99.66	16.61	JRT	PH

d)  to approve Clerk’s hours worked between 1^st and 30^th June ( 34 hours) – signed by NH

056.20             Planning matters:

65 Main Street – removal of hedgerow.  Clerk advised that, following notification of the hedge removal, she had contacted Mr Craven of Milton Estates, the owners of the “dry yard” next to No 65, who visited the site on the same day.  Clerk also completed an online submission to Huntingdon District Council Planning Department as the site concerned falls within the Conservation Area of the village.

Milton Estates have responded to the Parish Council, but an update from the Conservation Office is awaited (copies of all correspondence can be seen on file).

It was agreed that the Parish Council would take no further action and await the report and advice of the Conservation Officer at Huntingdonshire District Council.

5 Mill Road (this should be No 7) – Copies of emails and photographs can be seen on file – the contractors had dug post holes for a new fence approx. 18 inches adrift from the original and onto land owned by Gidding Charity Trustees.  Cllr Hodson met with Mr Craven of Milton Estates, the owner of the cottage, and the fence line was re-instated as the fence was erected, bringing this matter to a satisfactory conclusion.

Planning Applications – there are 2 applications for the Parish on Hunts DC planning portal, (as at 15/7/20) requests to comment have not been received, although from the website it is noted that there is a delay in processing applications. 

057.20             Recreation Ground Update:

                        The play equipment – notices have been updated and attached to enable use of equipment with guidelines in respect of coronavirus precautions and restrictions.  Cllr Hodson requested that a notice be installed in the Noticeboard at the entrance to the Recreation Ground – Clerk will install

                        Risk assessment by Cllr Hodson on 3/7/2020 identified the following (photographs on file):

                        Safety matting at the top of the slide had been damaged by the grass cutter.  Cllr Hill will arrange to purchase a mat which will be installed over the existing matting.

                        Some play equipment needs scrubbing clean – Cllr Dear offered to clean this.

Multi Use Games Area– Cllr Pudney’s advised that some initial sketches had been produced.  The preferred site (approx. the area of a tennis court and its surround) is just inside the entrance to the Recreation Ground to the right hand side, slightly away from the trees, but this may necessitate the storage container being moved to another area of the field.  It was felt that the Winwick end of the field was too wet and overhung with trees.  Potentially a mound could be created from soil excavated to create the hard play surface, thereby creating another play option.

Cllr Pudney advised that the pedals on the multi-gym were not operating correctly and he will try to fix this.

                        Jubilee Wood /Orchard updates will be made in the Charities Trustees meeting.   

058.20             Remembrance Day wreath – reserved, awaiting information regarding service.

                        Display of large poppies – a resident had enquired last year about displaying large poppies on lampposts through the village.  Due to licences required to install/add anything to lampposts this was not to be pursued.  Poppies are available for a suggested donation of £1.50 each, Clerk suggested that one poppy be displayed for each villager who had died during the World Wars, possibly displaying them in the Church yard/entrance.  Cllr Hodson suggested attaching the poppies to the tree guards on the triangle of grass opposite the village shop, where they could be seen by all.

059.20             Cllr Hill had advised the Clerk of his intention to resign his position as Chairman at this meeting.  He also advised that he would remain as a Parish Councillor and would continue with the projects that he was currently involved with.  Cllr Pudney expressed thanks to Cllr Hill.

                        It was agreed by all present that requests to encourage parishioners to join the Parish Council has been made several times through the Clarion/Gidding News/village website over the past year and this has failed to attract any enquiries.  Clerk asked Councillors to compile a list of residents who could be sent an “invitation” to join the Parish Council.

                        Cllr Hodson, as Vice Chairman, took the role of Chairman for the remainder of the meeting.  

060.20             Co-option of Parish Councillors – as stated in 059.20 there has been no interest.   

061.20             Correspondence received since 16^th June 2020 (other than that discussed in agenda items above) – copies can be seen on file. 

                        Due to COVID 19 restrictions emails have been shared almost immediately.

1. Consultation regarding Huntingdon District Council Licensing Act – Cllr Hill will review this document and share thoughts with Councillors via email.
2. Extinction Rebellion – Utilising road verges to reverse biodiversity loss – Clerk advised that she had attended talks/workshops on this subject and suggested that, should a parishioner come forward with the interest of sowing a wildflower area/verge, this could be accommodated and grass contractors informed of the areas not to be cut.
3. Future Road closures and repairs/resurfacing – details and maps shared.  The County Council will install road signs/warnings prior to work commencing, therefore parishioners would be made aware at the appropriate time.
4. Hunts DC – COVID 19 outbreak management – this document can be seen on file.

e)   Huntingdonshire District Council – notification of refund of Council Tax payment in respect of Recreation Ground

f)   a visitor to the village had highlighted an error on the newt trail directions as they appeared on the village website, and also advised that a tree was blocking the route.  Cllr Hodson has requested that the village website be amended to rectify the error and had sawn through the tree that was blocking the route (this has been reported previously on the CambsCC online reporting page).  Cllr Hodson had responded to the visitor’s email, thanking him for taking the trouble to inform about the errors/issues.

g)  Request for assistance from Parishioner in how to get overhanging trees/vegetation in the area of Gains Lane/Dells Close/ The Jitty removed, to enable BT overhead cables to be replaced/renewed– online report and request made to Cambs CC Highways Department

h)  British Horse Society – request for a researcher of ancient routes and footpaths – Cllr Dear offered to carry out the research.

062.20             Items for decisions at next meeting: 

                        Prepare for Co-option of Parish Councillor

                        Nominations and voting for the position of Vice Chairman

                        Planning matters – No 65 Main Street (if report received from Planning Dept).

063.20             Date of next meeting – Tuesday 18^th August 2020,

starting at 1930 hours in the Village Hall, Great Gidding, unless we are still restricted to holding online meetings.

Meeting closed at 21.05

Minutes of the online meeting held, via Zoom, on Tuesday 16^th June 2020

Present:  Cllrs Hill, Hodson, Pudney  and District Cllr Alban via Zoom and Cllr Dear via telephone link. 

031.20 Chairman’s Welcome

032.20 To receive apologies and reasons for absence

            County Cllr Gardener

033.20 Member’s declaration of Disclosable Interests for items on the Agenda

            There were none

034.20 Public & Press participation session with respect to items on the Agenda

              There were none

035.20 To confirm and accept minutes of the meeting held on 19^th May  2020

              Cllr Pudney proposes acceptance, seconded by Cllr Hodson

              District Cllr Alban joined at this point.                                   

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

              There was nothing that will not arise later in the meeting. 

037.20 COUNCIL ISSUES TO NOTE:

To receive reports from Councillors:

District Cllr Alban advised that:

• around 3000 people had applied for Council Tax deferral
• at the start of lockdown there were 26 homeless people, who have all, if they wished, been found temporary accommodation.
• £28million had been paid out in the form of grants from Huntingdonshire District Council  – Cllr Hill thanked Cllr Alban for highlighting the availability of the grant, which had been applied for in respect of the Village Hall and paid within 48 hours.  Clerk requested that there be some information made available regarding the “terms and conditions” of this grant, if there will be a reporting phase on how the monies were spent or some follow up action – Cllr Alban will research this aspect.
• Bonfires – there had been some reports of nuisance bonfires in local villages, the Fire Service have advised that no bonfires should be lit to aid coronavirus and those suffering with breathing problems.
• Cllr Alban reminded that the “My Huntingdonshire” webpage has useful information and reporting links for many District Council matters – https://my.huntingdonshire.gov.uk

038.20 FINANCIAL MATTERS:

                        Clerk advised that, where possible in the future, payments would be made by BACS.  The bank accounts have been altered to enable this to happen.  The signatories remain as Clerk and Cllrs Hodson and Hill. The procedure would evolve over the coming months, but all paperwork associated with the financial matters listed below had been forwarded to Councillors via email prior to the meeting

                        a) Barclays Bank statements

b) Budget control statement and cashflow spreadsheet

c) PAYMENTS to be authorised – scans of invoices provided:

	Payment reference	Who	What for	Amount	VAT	Authorised	Authorised
1	16	Bradgate Fencing	Grass cutting	£99.66	£16.61	JRT	PH
2	17	Milton Estates	Footpath Rental	£1.00	NONE	JRT	PH
3	18	J R Trolove	Wages for April – 35 hours	£xxx	NONE	JRT	PH
4	19	Inkwell printing	Parish News	£23.00	NONE	JRT	PH

5)  to approve Clerk’s hours worked between 1^st and 30^th May (27 hours)

***                  Payments made since the last meeting:

BHIB – annual insurance for Parish Council    £485.11 – no VAT 

PH&JRT signed the cheque

Cllr Hodson reminded Clerk that funds in respect of the purchase of defibrillator pads should be transferred to the Village Hall account.

039.20             To view the AGAR documents prepared for the Internal Auditor’s visit.

                        Proposal to agree and sign the AGAR for the year 2019/20.

                        To review the Annual Governance Statement for 2019/20.

                        Proposal to agree and sign the Annual Governance Statement.

Cllr Hodson proposed that the AGAR and the Annual Governance Statement be signed for 2019/20, this was seconded by Cllr Pudney.  Cllr Hill will sign to enable the Period of Public Rights to view the unaudited accounts to commence.

Whilst lockdown continues and it is not possible for a member of the public to visit and view documents in the Parish Office, a copy of the accounts would be made available on request to the Parish Clerk.

040.20             Website Accessibility Statement – to discuss NALC document detailing the requirement to review and set up an accessibility statement in connection with Parish Council and its website use.  Clerk explained that the requirement was to have a review in place by September.  As this Parish Council does not have a dedicated website, but posts information via the village website, it was suggested Catalyst Design, who set up and manage the website, should be consulted regarding the accessibility statement and its implementation.  In the meantime, as before, should a member of the public require information they are able to contact the Parish Clerk.

041.20             Recreation Ground Update:

                        The play equipment remains off limits, signage will be updated/removed as Government advice changes.

                        Risk assessment undertaken by Cllr Hodson on 12/6/2020 identified that the grass was in need of a cut (Clerk had contacted the contractors and the grass was cut on 16 June).  Two sections of the recently installed safety matting had been pulled up and fixing pegs broken – Cllr Hodson relaid this and Cllr Hill will add further fixing pegs.

Cllr Pudney has been in discussion with Huntingdonshire District Council regarding the provision of a Multi Use Games Area, to be sited on the Recreation Ground.  He has also spoken to a local builder, and an architect who lives in the village has offered to draw up sketches.  The process being that planning permission is sought before grants can be applied for.  Any grant application would need to show village support and fund raising activities.  Cllr Pudney will continue with the process and update at a future meeting.

                        Jubilee Wood update:

                        A style of bench has been chosen to be sited in the open area at the centre of the wood.

                        Diseased ash trees are still being removed and repurposed where possible.

Orchard Update:

                        The shelter/seating area is in construction by Cllr Hodson.  Clerk has purchased items for this construction and a BACS payment to refund for this purchase has been set up on the Great Gidding Charity Trustees account – invoice scanned and shared via email prior to the meeting.

Payment Reference	Who	What for	Amount	VAT	Authorised	Authorised
5C	J R Trolove	Construction materials purchased from Wickes	£ 252.77	N/A	JRT	PH

042.20             Insurance for Parish Council – renewal due 1^st June 2020 –

                        Approval of Asset Register – this was sent to Councillors by email prior to the Meeting.

                        Cllr Hill proposed approval of the Asset Register.

043.20             Local Highways Initiative Bid – 2021-22

Luddington Road and Mill Road extension of 30MPH

                        Cllr Hill had shared his proposal via email with Councillors prior to the meeting.  County Cllr Gardener had agreed to support the submission.  Cllr Pudney suggested that Milking Slade Lane should also have 30MPH signs installed so that all approaches to the village were covered by the same speed limit. Cllr Hill had estimated the full cost of the project would be £4000 with the Parish Council to contribute approx. 20% of the final cost (when the County Council view the “site” they then estimate the costs involved before agreeing/approving the submission).  There was some discussion regarding the benefit, or not, of including “gates” at the entrance to villages – these will be included in the submission.  Clerk advised that there was still a box of 30MPH stickers available in the Parish Office and, when the work is underway for the 2019/20  project, this may be a good time to distribute stickers to householders.  Cllr Hill will rework the bid and make the submission to the County Council.

044.20             Co-option of Parish Councillors  – On the May issue of the Gidding News (distributed to all Parishioners) there was a request for interested persons to make contact, the Clerk advised that there had been no enquiries/offers.

The newsletter had been professionally printed, in colour and on “glossy” paper at a very reasonable cost.  On the whole, there had been a favourable response from Parishioners to the new style of newsletter.  Councillors agreed that they would use a professional printer in the future, but would prefer it to be printed on recyclable paper.

045.20             Correspondence received since 19^th May 2020 (other than that discussed in agenda items above). 

                        Clerk: NO written correspondence has been received since the last meeting.  There has been considerable email correspondence throughout the lockdown period which, where appropriate and informative, has been forwarded by the Clerk to Councillors, printed where necessary, and despatched immediately due to the constantly changing advice/content/requirements.

046.20             Items for decisions at next meeting. 

                        Prepare for Election or Co-option of Parish Councillor

030.20             Date of next meeting – Tuesday 21^st July 2020,

starting at 1930 hours in the Village Hall, Great Gidding, unless we are still restricted to holding online meetings.

Meeting closed at 20.50       

Minutes of the online meeting held, via Zoom, on Tuesday 19^th May 2020

Present:  Cllrs Hill, Hodson, Pudney

015.20 Chairman’s Welcome

016.20 To receive apologies and reasons for absence

            Cllr Dear – unable to access internet

            County Cllr Gardener – family bereavement

            District Cllr Alban – will join the meeting as soon as possible

017.20 Member’s declaration of Disclosable Interests for items on the Agenda

            There were none

018.20 Public & Press participation session with respect to items on the Agenda

              There were none

019.20 To confirm and accept minutes of the meeting held on 21^st April  2020

              Cllr Hodson proposes acceptance, seconded by Cllr Pudney

              District Cllr Alban joined at this point.                                   

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

              There was nothing that will not arise later in the meeting. 

021.20 COUNCIL ISSUES TO NOTE:

Clerk advises that a notice regarding the cancellation of the Annual Parish Meeting was posted on the Noticeboard at the Village Hall on Monday 11^th May 2020.

To receive reports from Councillors:

District Cllr Alban advised that grants are available from Huntingdonshire District Council regarding the Covid19 lockdown for Village Halls – he suggested contacting Glatton Parish Council for further information.

County and District Councils are proposing to join forces on grass cutting within the county/district to ensure there are no overlaps or omissions of areas being kept tidy.

During the period of “lockdown” incidents of fly tipping have increased and “activity” regarding cannabis farms has also been increasing.

022.20 FINANCIAL MATTERS:

                        a) to note Barclays Bank statements – viewed online

b) to note the Budget control statement – Cllr Hodson presented the proposed spending for 2020/21 via a spreadsheet, viewed onlin

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

1) LGS Services – payroll services                   £72.60 (12.10 VAT)

2) SLCC subscription –subscription charge     £35.00 (no VAT)

3) Catalyst Design       website hosting           £132.77 (22.13 VAT)

4) J R Trolove – Clerks working hours for January (36 Hours)  £xxx       (no VAT)

5)  to approve Clerk’s hours worked between 1^st and 30^th April = 35 hours

Other payments since the last meeting:

Wave (Anglian Water)             Recreation Field water rates               £33.03

Huntingdonshire District Council    Recreation Field council tax        £22.53 CR

d) to view the AGAR documents prepared for the Internal Auditor’s visit – there have been some last minute changes, this will be shared online (and in paper format) and will be ready for minuting and signature at the June meeting.  The Internal Auditor has written, setting out how she will carry out the audit should “lockdown” continue over the next few months.

*** Village Hall payment to S R J Landscapes in respect of repair to the fence surrounding the grass area.

***  District Cllr Alban left the meeting.

023.20             Recreation Ground Update:

                        The play equipment remains off limits at present.

                        Risk assessment by Cllr Hodson on 11/5/2020 identified that the grass was in need of a cut.  Clerk advised that Bradgate had been contacted on 18^th May and will cut sometime this week.

                        A hirer of the Village Hall for yoga sessions had enquired if she may use the Recreation Ground for 1:1 sessions and, if so, what fee would be charged.  After discussion, there were no objections, but it was agreed that the Jubilee Wood should be offered as an alternative venue and a nominal charge be applied per session.  Clerk will discuss with the hirer.

                        Jubilee Wood update:

                        The organiser of 2019 Plant Sale has been requested to choose a style of bench/seat – to be purchased as soon as possible.  See https://rusticcarpentry.co.uk/ – curved green oak backless bench, preferably 2 to make semi-circle or 4 to make circle @ £425 each.

                        Paths have been cut through the Wood using the lawnmower that is on loan.

                        Orchard Update:

                        The nursery will not be lifting fruit trees until November 2020.  All donors of apple trees for the site have been advised by email (30/3/2020).  Cllr Hodson and Clerk will discuss further how to maintain this area.

                        The Village Pound, opposite Townsend Pond – Clerk advised Councillors that a resident has cleared the undergrowth from this area and sown a bird seed mix to encourage wildlife.

024.20             Planning Application for Disabled Persons Parking Bay in Main Street.

                        See attached plan – Approval/refusal/observations.

                        There were no objections to this proposal, but the bus stop must be retained and kept clear of vehicles – Clerk will advise the County Council     

025.20             Insurance for Parish Council – renewal due 1^st June 2020

                        Approval of Asset Register to enable quote to be obtained.

                        Clerk has completed an online request to BHIB for the renewal papers, to date these have not been received.

026.20             Local Highways Initiative Bid – 2021-22 Luddington Road and Mill Road extension of 30MPH

                        Cllr Hill is working on the bid and will present this at the June meeting.

027.20             Co-option of Parish Councillors – how to attract Parish Councillors.

                        As it was not possible to hold an Annual Parish Meeting, Cllrs Hill and Pudney will devise the wording for an issue of Gidding News (formerly known as The Clarion), to be distributed to all Parishioners.  This will update residents on the work and achievements of the Parish Council over the past year and act as a reminder about support that is available locally during lockdown.  A request will be made for residents to join the Parish Council and/or the Village Hall committee

028.20             Correspondence received since 20^th April 2020 (other than that discussed in agenda items above).  Correspondence will be available to view at the meeting, including the following:

                        Clerk: NO written correspondence has been received since the last meeting

029.20             Items for decisions at next meeting: 

                        Prepare for Election or Co-option of Parish Councillor

Review of the TO DO lists, to establish works to be carried out, timescales

and funding requirements.

030.20             Date of next meeting – Tuesday 16^th June 2020,

starting at 1930 hours in the Village Hall, Great Gidding, unless we are still   restricted to holding online meetings.

Meeting closed at 20.39