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

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

In Attendance: L Ellis (Clerk)

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

106.16
Chairman’s Welcome
The Chairman welcomed everyone to the meeting.

107.16
Apologies and reason for absence

C Cllr S Bywater (other commitments)

108.16
Member’s declaration of Disclosable Pecuniary Interests

Cllrs Alexander and James declared an interest in planning application 16/01440/FUL.

109.16
Public and press participation session with respect to items on the agenda
The Chairman reported that correspondence had been received from the Speed Watch Co-ordinator which would be discussed at agenda item 113.16.

110.16
To confirm and accept minutes of meeting held on 19th July 2016
To take the minutes as a true and accurate record. Proposed by Cllr James and seconded by Cllr Hodson. The minutes were then duly signed by the Chairman.

111.16
Matters arising from minutes
Cllr Jarvis referred to item 93.16 where a resident had offered to remove the dog waste from a litter bin. Although the Council has public liability insurance he wished to be clear that the Council had considered all avenues in relation to assessing risk, training and providing the required equipment.
It was agreed that the Clerk should look at producing a risk assessment to ensure both parties are not at risk. It was also agreed that the bin should be removed until the risk elements had been resolved.
Cllr Hayden reported that volunteers had been involved in litter picks in the village and were required to sign a declaration of acceptance of risk. He also thanked the resident on behalf of the Council for offering to undertake the emptying of the bin.

112.16
Communication from CouncillorsCllr Giddens reported that 3 more ‘welcome’ leaflets had been delivered to new residents.
The poster for the forthcoming ‘Riding and Roadcraft’ event in the Village Hall at 3pm on Saturday 10th September is to be placed in the noticeboard outside the school. Cllr Giddens also requested help and assistance in producing cakes and refreshments, all proceeds will go to the Village Hall fund, all offers of help would be greatly accepted.

Cllr James reported that the new Whippet timetable was now available, she agreed to attempt to condense the document in order for it to be posted on the website.

Cllr Jarvis reminded Council that the Village Show event would be taking place on Saturday 20th August.

Cllr Hodson reported that a plot holder had been using a hosepipe at the allotment site, this is not permissible.
It was also noted that a plot had a number of raised beds which are not within the boundaries of their plot and should be moved away from the path. The Clerk to contact the plot holder.

Cllr Hayden reported that the sewerage manhole covers at the Luddington Road/Chapel End crossroads and at the Mill Road/Fox & Hounds T junction appear to be sinking. He also reported that the white lining in Main Street is not clearly visible. Cllr James reminded Council that faults should be reported directly on the Highways fault system HYPERLINK “https://highwaysreporting.cambridgeshire.gov.uk” https://highwaysreporting.cambridgeshire.gov.uk

113.16
Road safety:
Speed boundaries/zones


Speed Watch statistics


30mph bin stickers


Safety mirrors

Cllr James reported that it may be possible to apply for funding under the Local Highways Improvement Initiative (LHI).This will be investigated further.
The Chairman reminded Council that consideration should be given during debates not to name individuals as this had recently occurred during a discussion on Speed Watch.
It was noted that the Police would be able to provide further statistics. Cllr Giddens was concerned that the Council were considering the statistics; motorists react to seeing the hi-viz jackets more so than with signage. Cllr Hodson stated that he thought that it was positive and hoped that more volunteers would come forward. It was noted that other funding streams were being investigated by the group. The equipment is shared and the Council agreed that they will consider match funding.
Cllr James reported that, as a resident, she had written to the Police & Crime Commissioner asking what his commitments are in supporting Speed Watch as residents are undertaking the job of the Police.

It was agreed that the Speed Watch team of volunteers were doing an excellent job for the village.

Council discussed and agreed to purchase a supply of 30mph bin stickers, Cllr James agreed to distribute them to villagers.

Council agreed to purchase a safety mirror for installation at the village hall.

114.16
Feedback on playing field & equipment
Cllr Alexander reported that he had washed the swing seats and noted that a number of the seats are cracking. Cllr Richmond stated that the Council should be investing in the youngsters and recommended that the seats should be replaced. Council agreed to replace the seats at a cost of £384.53 which was inclusive of installation costs. It was also agreed that the remainder of the small posts should be removed and backfilled.

115.16
Highways Improvement Grant
Cllr James reported that the Local Highways Improvement Initiative (LHI) scheme was now open for Councils to apply for grants for their projects with a closing date of 30th November. Grants are available up to £10K and applicants will be required to contribute a minimum of at least 10% of the total scheme cost.
A possible project would be mobile speed indicators located on moveable posts at a cost of £3,200 plus £103 per post. The indicators are battery operated and would be maintained by Highways. Signage and boundary changes can also be applied for.
All applications are short listed and considered by a panel of County Councillors who select the projects to receive funding.
Council agreed that Cllr James and the Clerk should work together and prepare a project proposal for consideration by Council.

116.16
Planning applications –

16/01440/FUL – Land at junction off Bullock Road and Infield Road, Glatton
Council considered the planning application:

Siting of a temporary agricultural dwelling. No objection.

117.16
Dyke in Luddington Road
Nothing to report at this time.

118.16
Brook in the jitty
It was noted that two slabs protecting the bank are missing and there is a degree of bank erosion and was therefore in need of attention. The Clerk reported that she was in contact with the Environment Agency.

119.16
Village Hall
The Chairman reported that currently the Committee consists of only three residents and more are required to join. It was noted that the Clerk had received a full set of their accounts, the playground inspections costing £54 should have been paid for by the Council and not the Village Hall.

120.16
Councillor training feedback
Cllr Jarvis reported that with Cllrs James and Richmond he had attended a New Councillor training course organised by Sawtry PC. It was agreed that a letter of thanks should be sent for organising an excellent course which was provided to us free of charge.
Training areas covered were:-
Localism Act 2011, Code of Conduct and knowing the 7 principles, role of the Chairman,declaring interests, the role of the Clerk/RFO, meetings/agendas. Council agreed that the Clerk should remain on the bank mandate for cheque signing; all Council cheque payments require two signatures.
Council agreed that it was a valuable experience and other Cllrs should attend if Sawtry PC are able organise another training event.

121.16
Correspondence
Correspondence duly noted

122.16
Finance:
a)Payment of accounts
Expenditure:
£133.80 – L Ellis (100960)
£102.89 – CGM Group (100961)
£35.00 – Information Commissioner (100962)
£305.21 – Salaries (SO)
£18.80 – BT
£37.72 – Anglian Water
£320.00 – P Hodson (100086) Charity a/c

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

123.16
Items for discussion at the September meeting
Highways issues
Clarion

124.16
Date of next meeting
Tuesday 20th September 2016

Meeting closed
The Chairman thanked everyone for attending, the meeting then closed at 9:10pm

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

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

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

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

90.16
Chairman’s Welcome
The Chairman welcomed everyone to the meeting.

91.16
Apologies and reason for absence

C Cllr S Bywater (other commitments)

92.16
Member’s declaration of Disclosable Pecuniary Interests

None.

93.16
Public and press participation session with respect to items on the agenda
A resident addressed the Council on agenda item 98.16 – dog fouling proposal. He reported that at the request of the Clerk he had removed a litter bin due to proposed emptying charges being applied by HDC. Being unaware of the contents of the dog fouling proposal he indicated that pooh bags could be purchased at 89p per 100.

As a dog owner, a resident offered to empty the litter bin free of charge. She also indicated that Luminus provide dog pooh bags free of charge.

A resident addressed the Council on agenda item 99.16 – play equipment and maintenance programme. It was reported that the baby swing seats were tatty and dirty.

Two members of the public left the meeting at this juncture (7:40pm)

94.16
To confirm and accept minutes of meeting held on 21st June 2016
To take the minutes as a true and accurate record. Proposed by Cllr Hodson and seconded by Cllr Richmond. The minutes were then duly signed by the Chairman.

95.16
Matters arising from minutes
The Chairman reported that the minutes were not a verbatim record of a meeting and they should only be a brief overview of the meeting. Cllr Tuplin agreed that HDC minutes are kept to a minimum.

96.16
Communication from Councillors
Cllr Tuplin reported that Devolution was still a big topic of discussion at HDC. Councillors had received an impartial presentation at a special meeting and they had agreed to enter into discussions to ascertain what would be on offer.

Cllr Tuplin recommended that Parish Councillors attend HDC
Planning Committee meetings on applications that they have objected to. Attendance would not be necessary if the Planning Officer had also objected to the application.

Cllr Giddens reported that the poster for the forthcoming ‘Riding and roadcraft’ event had been produced by the BHS. The event is taking place in the Village Hall at 3pm on Saturday 10th September.

Cllr James reported that with the Clerk she had attended the HDC Depot Open Day event. A discussion took place with the Local Highways Officer (HLO) who reported that:-
a section of footpath along Main Street had been re-surfaced, due to lack of money the remainder is only to be slurried.
Plainings are to be laid on Hemingford Road to repair the pot holes in addition to filling in the holes outside the recreation ground.
The over-hanging trees in Gains Lane are being monitored but no further works are planned.
HDC are planning a lane closure to resolve the dip in Main Street outside Crown Cottage.
Consideration will be given to moving the 30mph sign at the Winwick Road end of the village. It was noted that the speed limits in Glatton and Holme were lowered but the boundaries remained the same.

Cllr James reported that the new bus timetable would be available shortly with the new services commencing on Monday 25th July. It was noted that a bus stop is in the wrong location, Whippet and Future Transport had been approached to request that they resolve the matter.

Cllr Jarvis asked for clarification on why the Council had commissioned a tree report in 2015. The Chairman reported that funding had been earmarked in reserves to co-fund with owners the recommended tree works, the majority of which are poplars which were at the end of their life.
Cllr James and the Clerk to review the schedule of ownership produced by HDC and write to the relevant owners and tenants. HDC will also be advised that the Council disagree with their view on ownership.
It was agreed that a fuller debate was required and the item would therefore be deferred to the August meeting.

Cllr Tuplin reported that the Sawtry Post Office was being re-located to the northern end of the village and have extended opening hours.

He then left the meeting at this juncture (8:15pm)

97.16
Speed boundaries/zones including Speed Watch statistics
Council considered the statistics produced and noted that they were still a ‘work in progress’.

98.16
To consider the dog fouling proposal
Cllr Jarvis presented his proposal to Council.
It was noted that bags of pooh are being left lying around the village in addition to fouling not been cleared away.
Dog mess is an eyesore and a health hazard. Dog owners have a legal duty to clean up every time their dog messes in a public place, it was thought that working dogs may be exempt. It was agreed that the surplus yellow bin should be installed on a post at the entrance to the jitty. It was also agreed to purchase one pooh bag dispenser which would be sited at the entrance to the allotments and wood. The Clerk to purchase the dispenser and obtain a supply of bags from Luminus for issue from the Parish Council office to the public. The purchase and installation of the dispenser to be included in the next edition of the Clarion.

99.16
Review of play equipment and maintenance programme
It was agreed that the Chairman would pressure wash one seat to ascertain whether this would resolve the problem. The Village Hall Committee to be asked for a copy of the last maintenance report for the play equipment. The Chairman agreed to check the equipment against the asset register.

100.16
Planning applications –

16/01334/HH – 86 Main Street
16/01315/HH – 57 Main Street
Council considered the planning applications:

Single storey front extension. No objection.
Single storey rear extension. No objection.

101.16
To discuss drainage issues
Cllr Hodson reported that the drainage dyke at the jitty has silted up and there is concern that it isn’t functioning properly.
It was understood that the matter had now been resolved.

102.16
Correspondence
Correspondence duly noted
Electoral Review of Huntingdonshire – draft recommendations
Devolution update from C Cllr Bywater
Thank you email from the Church Warden for the Council’s recent donation
Update on HDCs weed spraying programme.
National Grid letter – Cllrs Alexander and James to be included as local contacts

103.16
Finance:
a)Payment of accounts
Expenditure:
£80.38 – Grafton Projects (100958)
£102.89 – CGM Group (100959)
£305.21 – Salaries/stationery (SO)
£21.57 – BT

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

104.16
Items for discussion at the August meeting
Highways Improvement Grant
Feedback on playing field
Dyke in Luddington Road
Councillor training feedback
Village Hall

105.16
Date of next meeting
Tuesday 16th August 2016

Meeting closed
The Chairman thanked everyone for attending, the meeting then closed at 9:00pm

Minutes of the Meeting of Great & Little Gidding Parish Council held on Tuesday 21st June 2016 at 7:30pm

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

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

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

72.16
Chairman’s Welcome
The Chairman welcomed everyone to the meeting.

73.16
Apologies and reason for absence

Cllr L James (holiday)

74.16
Member’s declaration of Disclosable Pecuniary Interests
None.

75.16
Public and press participation session with respect to items on the agenda
Mr Cliff Richmond addressed the Council reporting that the Speed Watch equipment is shared with four other villages and it was difficult to find volunteers to participate on the one week when the equipment becomes available to them. He advised that a leaflet drop had taken place requesting volunteers come forward. Councillor Giddens reported that unfortunately no new volunteers were recruited at the coffee morning event.

He reported that speed had reduced by 50% with an average captured at 35-40mph

Councillor Hayden stated that having our own equipment and being independent would be ideal as the statistics show this works. Council were concerned at the implications of any owned equipment breaking down as currently this isn’t an issue. Any equipment acquired would need to be included on the asset register and insured.

Mr Richmond agreed to provide Council with the statistics and co-ordinates from all of the sessions undertaken for discussion at the July meeting; he stated the equipment was just not available enough to undertake more sessions. It was possible that the Police could withdraw their equipment at any time.

Councillor Hodson stated that we needed to raise awareness and to fund raise where possible. It was suggested that the four other participating villages should get together to fund raise.

Councillor Hayden extended his appreciation to all of the volunteers.

76.16
To confirm and accept minutes of meetings held on 10th May 2016
To take the minutes of the Annual Meeting and the Full Council meeting as read and approve them as a true and accurate record. Proposed by Cllr Hayden and seconded by Cllr Richmond. The minutes were then duly signed by the Chairman.

77.16
Matters arising from minutes
It was noted that Sawtry PC pay a fee to HDC for litter picking to be undertaken in their village.

78.16
Communication from Councillors
Cllr Tuplin reported that Devolution was still a big topic of discussion at HDC with a new document arriving on 17th June with a decision required by 1st July. It indicates an additional inner layer of Government with an elected Mayor involving a great deal of money. If agreed the election for a Mayor would take place in May 2017.

Cllr Bywater reported that CCC would again be discussing Devolution and whether or not to accept the proposals. The main issue is the introduction of the new role of Mayor and what funding would be made available, it is all very complex.

Cllrs Bywater and Tuplin left the meeting at this juncture (8:02pm)

Cllr Giddens reported at the May meeting that the gated byways at Bullock Road and Gypsy Lane were still locked. This had been due to the wet conditions, however they are now open.

Councillor Giddens also reported that the ‘welcome leaflet’ had been delivered to the new residents in Chapel End.

Councillor Richmond reported that she had made contact with the School Headmistress and lines of communication were open and working.

79.16
Planning application – 16/00840/1HH – 84 Main Street
Council considered the planning application for a single storey extension. No objection.

80.16
Electoral Review of Cambridgeshire
Council noted the new draft recommendations from the Local Government Boundary Commission for England and had no comment to make. The Clerk to advise the Boundary Commission accordingly.

81.16
To consider traffic calming measures
The Clerk reported that she had obtained information and prices on ’30 mph’ stickers for wheelie bins as an aid to reduce speed in villages. It was thought that Speed Watch is the only enforceable deterrent.
Councillor Hayden stated that roundabouts would slow the traffic but these would be extremely costly to introduce. It was agreed that the PC should seek to get the 30 mph signage moved as the parishes of Glatton and Holme had managed to make these changes.

It was agreed that this matter should be discussed further at the July meeting when Councillor James would be present.

Councillor Giddens reported that the British Horse Society had agreed to hold an event which would be open to motorists, walkers, cyclists and the horse fraternity to raise awareness of safer riding on the highway and gain a better understanding of road craft following a near miss. It was agreed that the event would be useful and will be held on Saturday 10th September at 3:00pm, a question and answer session will be included at the event. Councillor Giddens offered to produce a poster to advertise the event. It was noted that British Horse Society publications would be available on the day.

82.16
S137 request for funding for Speed Watch equipment
Fully discussed and action agreed at item 75.16

83.16
Dog fouling issues
Councillor Jarvis stated that although dog fouling was not a big problem it was still an issue as some owners were not taking responsibility and removing their dog’s waste from public areas. It was agreed that Councillor Jarvis should present a proposal of action at the July meeting.

84.16
Review of the Clarion
Councillor Jarvis requested clarification on the current arrangements for the production of the Clarion. It was noted that historically it had been produced quarterly but that content material was a problem. It was agreed that the next edition should be arranged for August/September and it would include: British Horse Society event, Dog fouling issues, Allotments and Speed Watch/traffic calming. Prior to distribution all Councillors will be required to proof read the article and inform the Clerk of any incorrect content.

85.15
Grass cutting update
The Clerk reported that CGM had not explained why the first cut of the season had been inadequate. It was noted that the 3 year agreement with CGM was ending in December. It was agreed that the agreement would be reviewed in September and a tender process set-up.

86.16
Correspondence
Correspondence duly noted
New bus timetables would be available shortly introducing a new bus service to/from Huntingdon, Monday to Friday starting 25th July 2016.
Network Rail public consultation on the proposed closure of up to 33 level crossings across Cambridgeshire.
Response from HDC on legislation relating to the burning of waste/horse manure.
Invitation from HDC to attend a local Highways Depot Open Day – 18th July 2016.

87.16
Finance:

a)Payment of accounts
Expenditure:
£118.23 – Catalyst Design (100948)
£105.00 – HDC (100949)
£228.94 – CGM Group (100950)
£323.30 – Salaries/stationery (100954)
£80.00 – Accountancy & Book-Keeping Services (100955)
£49.99 – Stationery (100956)
£1.00 – Milton Estates (100957)

b) To approve the annual governance statement 2015/16

c) To approve the 2015/16 annual audit return
All payments were unanimously approved and all associated documentation was initialled by two signatories.

Council unanimously agreed that the statement should be signed. The Chairman and the Clerk duly signed the statement.

Council reviewed the 2015/16 year-end accounts and unanimously agreed that they should be signed by the Chairman and the Clerk accordingly.

88.16
Items for discussion at the June meeting
Speed boundaries/zones including Speed Watch statistics
Dog fouling


89.16
Date of next meeting
Tuesday 19th July 2016

Meeting closed
The Chairman thanked everyone for attending, the meeting then closed at 9:08pm