Archive for category: Meetings Archive

MINUTES OF SWAFFHAM BULBECK PARISH COUNCIL
MEETING NUMBER 479
Held at Downing Court on Tuesday 17th September 2019 starting at 7.30pm

Present: Cllr Sue Romero (SR); Cllr Gordon Reid (GR); Cllr John Trapp (JT); Cllr Peter Raby (PR); Cllr Robin Sewell (RS); Cllr Kay Ballard (KB); Cllr Sophie Singleton (SS);
Clerk: Mrs D Bayliss
29 Parishioners
County Councillor Shuter

Meeting opened at 7.00pm

4746 The Parish Council Chairman introduced the members present to the members of the public who were in attendance at the meeting and outlined the events of the last 10 days
On Friday 6th September late in the afternoon a group of travellers with seven caravans arrived on the Denny to set up an unauthorised encampment. As the land belongs to the Parish Council it was their responsibility to deal with the matter. Immediate action was taken to inform and take advice from the police, Cambs County Council Enforcement Officer and East Cambs Traveller Liaison Officer. The advice from all three officers, who work closely on such matters, was to immediately instruct bailiffs to carry out the eviction process using Common Law power and then to ensure that the perimeter of the Denny was secure from access to caravans. It was recommended that the work to secure the perimeter should be done within two to three weeks as it was highly likely that a traveller group might arrive and set up camp again now that the Denny was known to the traveller community.
Bailiffs were instructed by the Parish Council to carry out the eviction process over the weekend. By Sunday afternoon travellers had been evicted and our Handyman, Jamie Sugg, cleared black bags of rubbish and checked the Denny was safe to use once more. An Extra-Ordinary Meeting of the Parish Council was arranged for 17th September to decide how to ensure that the perimeter of the Denny was secured from access to caravans within the timescale suggested by advisory officers.
Unexpectedly, the same traveller group and others returned to the Denny two days later on Tuesday afternoon 10th September with nine caravans. Arrangements to secure the Denny could not have been put in place in time to prevent this unforeseen situation. The purpose of this meeting was to discuss emergency measures to keep the travellers from returning to the Denny once they had been evicted for the second time.
OPEN FORUM FOR PUBLIC PARTICIPATION
A number of questions were raised by members of the public pertaining to the encampment on the Denny. In particular, why had action to evict the travellers had not been taken sooner. The overall recommendation from the meeting was that the eviction and measures to secure the Denny should be taken as soon as possible.
4747 TO RECEIVE APOLOGIES FOR ABSENCE
Cllr Nicky Bates; Cllr Reed;
4748 MEMBERS DECLARATION OF INTEREST FOR ITEMS ON THE AGENDA & REQUESTS FOR DISPENSATION
None
4749 DENNY MATTERS
The Chairman put forward two questions to the councillors present:
Do councillors agree that the travellers should be moved on immediately?
Do councillors agree that measures to secure the site should be taken as soon as the travellers have been moved on?
It was proposed by Councillor Romero, seconded by Councillor Sewell and resolved that the Parish Council will instruct bailiffs to carry out the eviction procedure with immediate effect and ensure that the perimeter of the site is made secure with large tree trunks immediately following the eviction.
It was proposed by Councillor Trapp, seconded by Councillor Singleton and resolved that the clerk should be delegated the authority to contact East Cambs District Council to arrange the clean up of the Denny and the Denny woods as soon as practical.
The area will be taped off ASAP by the handyman and a message will be advising the school that children should not use the woods until further notice.
A Working Group which includes Parish Councillors, the Clerk and members of the community will meet on 25th September to consider options for securing the perimeter of the Denny on a permanent basis. The County Enforcement Officer will also attend this meeting to provide advice.
The meeting closed at 8.05pm

MINUTES OF SWAFFHAM BULBECK PARISH COUNCIL
MEETING NUMBER 477
Held at Downing Court on Tuesday 6th August 2019 starting at 7.30pm

Present: Cllr Sue Romero (SR); Cllr Lynn Reed (LR); Cllr Gordon Reid (GR); Cllr John Trapp (JT); Cllr Nicky Bates (NB); Cllr Peter Raby (PR); Cllr Robin Sewell (RS);
Clerk: Mrs D Bayliss
0 Parishioners
County Councillor Shuter

Meeting opened at 7.30pm

4715 TO RECEIVE APOLOGIES FOR ABSENCE
Councillor Kay Ballard;
4716 MEMBERS DECLARATION OF INTEREST FOR ITEMS ON THE AGENDA & REQUESTS FOR DISPENSATION
Councillor Trapp – Planning Matters at all meetings.
Councillor Bates – 4722a) Planning Matters; 19/00896/VAR Variation of condition 1 (Approved plans) of previously approved 17/00766/FUL for demolish and replace existing rear ground floor extension at Newnham House, Commercial End, Swaffham Bulbeck
4717 OPEN FORUM FOR PUBLIC PARTICIPATION
None
4718 CO-OPTION OF PARISH COUNCILLOR
It was proposed by Cllr John Trapp, seconded by Cllr Robin Sewell and resolved that Miss Sophie Singleton is co-opted as a councillor to Swaffham Bulbeck Parish Council.
4719 TO APPROVE MINUTES OF MEETING 476 2nd JULY 2019
It was proposed by Cllr Lynn Reed, seconded by Cllr Peter Raby and resolved that the minutes of meeting 476 held on 2nd July be approved and signed by the Chairman.
4720 MATTERS ARISING including REPORTS FROM CLERK AND COUNCILLORS (For information only)
Matters Arising
• None
Clerk’s/Councillor’s Report
• None
4721 COUNTY AND DISTRICT COUNCILLORS REPORTS
a) County Councillor
A resident had contacted the County Councillor and the Parish Council about the cutting back of the Swaffham Bulbeck Lode, several conversations had taken place about this and photographs had been sent in. In order to approach the Environment Agency, the Council need to have all the relevant information as things have changed since the original agreement in 2002/3.
(This item had been included on the agenda under Highways/Footpath Matters)
The County Councillor reported that the County Council are currently considering a new highways verge policy, while reviewing a more environmentally friendly attitude to the cutting of verges and to be more conscious of plant life and its lifecycle. Cutting right up to the road is not necessarily the most helpful although the visibility splays must be cut.
The Parish Council reported the following items to the County Councillor:
• The verges on Fen Lane have not been cut although one of the farmers has cut the corner near Red Tile Farm so that drivers and pedestrians can see around the corner.
• The verge on Abbey Lane is encroaching onto the road
• The cycle paths have brambles growing across them
Councillor Shuter left the meeting at 7.50pm
b) District Councillor Report
There was no formal report from the District Councillors this month as there had been very little activity and only one short full council meeting.
4722 PLANNING MATTERS
a) Planning Applications
19/00932/FUL Creation of 30 car parking spaces with associated landscaping and access work at Downing Farm, Station Road, Swaffham Bulbeck – the council had no comments to make but requested that at least 1 electric car point is included if the application is to be approved.
19/00896/VAR Variation of condition 1 (Approved plans) of previously approved 17/00766/FUL for demolish and replace existing rear ground floor extension at Newnham House, Commercial End, Swaffham Bulbeck – Councillor Bates left the meeting at 7.56pm
The council had no comments about the proposal.
Councillor Bates re-joined the meeting at 8.03pm
19/00860/FUL Extension to existing car park, to include associated landscaping and operational development at site south of 118 High Street, Swaffham Bulbeck – it was pointed out that concerns have been raised by the tree officer about the existing trees on the site/the majority of the plants that are suggested are not suitable.
It was proposed by Councillor GR, seconded by Cllr PR and resolved that the parish council comment that they are sympathetic to the increased car parking and the employment opportunity that it supports, but objects to the proposed choice of replacement trees and ground cover as inappropriate.
I objection
Councillor Trapp abstained from the vote.
19/00992/ARN Change of use from B2 (Tanks) to C3 (dwelling) to create 1no. 4 bed dwelling with associated parking and landscaping works at 4A Downing Park Station Road Swaffham Bulbeck – there were no comments from the parish council.
b) Tree Works
TPO/E/13/67/Swaffham Bulbeck/19/00803/TPO Refused Consent to tree works at land south of 98 High Street, Swaffham Bulbeck.
4723 NEIGHBOURHOOD PLANNING UPDATE
a) The minutes of the Neighbourhood Steering Group had been circulated. This was the first meeting with consultants Mark Deas and Rachel Hogger who will offer ‘light touch’ support for the proposed plan.
4724 CLT UPDATE
• An application for grant funding to support planning costs has been submitted to the Community Housing Fund.
• At the request of the Planning Officer, a meeting has taken place with the CLT adviser, the landowner and developer to consider the community-led (CLT) aspects of the development.
• Heads of Terms are currently being drawn up which will lead towards a formal contract between the landowners and CLT.
• A decision on the planning application is likely to be made by the ECDC’s Planning Committee rather than Planning Officers, although this has yet to be confirmed.
4725 ENVIRONMENTAL AND CONSERVATION POLICIES FOR SWAFFHAM BULBECK
A paper had been circulated before the meeting by Councillor Raby who would like the Council to consider the need for clear policies to enable the Council to preserve, or improve, the environment. With the onset of the Neighbourhood Plan it was considered to be a good time to proceed with such policies. Councillor Romero reported that the National Association of Local Councils (NALC) were promoting an initiative encouraging councils to sign up to the woodland trust tree charter. Councillor Romero also reported that the County Council plan to double the number of open spaces in Cambridgeshire by 2050. Councillor Trapp reported that a considerable amount of garden space has been concreted over in the last few years.
It was resolved that the Clerk and Councillor Raby will take the first steps in identifying the land that the council owns and sign up to the woodland trust via NALC.
Cllr Romero will add this item to the action plan when it is updated in the autumn.
Action: Councillor Raby and the Clerk to arrange a meeting to discuss parish land. Clerk to sign up to the tree charter on behalf of the council.
4726 FINANCES INCLUDING APPROVAL OF PAYMENT OF OUTSTANDING ACCOUNTS
a) It was proposed by Cllr Reid, seconded by Cllr Raby and resolved that the bank reconciliations for July are approved.
b) The invoices had been verified by Cllr Bates and Cllr Reed before the meeting.
It was proposed by Cllr Reed, seconded by Cllr Trapp and resolved that the August accounts are approved and paid.
Action: Clerk to set up payments for councillor authorisation.
Payments Since the Last Meeting
Mrs D Bayliss Clerk’s Salary Confidential
Payments for Tonight’s meeting
HMRC Tax & NI Confidential
Mr J Sugg Handyman Payment £115.50 £0.00 £115.50
Mrs D Bayliss Travel/Telephone £45.43 £0.00 £45.43
JCS Bookkeeping Payroll £20.40 £4.08 £24.48
Vision ICT Email Address £18.00 £3.60 £21.60
Herts & Cambs Ground Maintenance Grass Cutting £1,024.00 £204.80 £1,228.80
CAPALC Training Courses £170.00 £0.00 £170.00
Rialtas Cemetery Software Support £193.00 £38.60 £231.60
Burwell Print Centre APM Leaflets £54.00 £0.00 £54.00
Cheffins Tenancy Agreement £2,000.00 £400.00 £2,400.00
4727 DENNY AND PLAY AREA MATTERS
a) Councillor Romero reported that the day after the last meeting there had been another spate of vandalism on the Denny. The damage had all been reported to the police. Local schools are aware of the current issues and will work supportively with the parish council to address these matters.
It was agreed that this further vandalism would be reported in the Beacon and a note would be included stating that unfortunately no bats and balls will be provided for the ping-pong table for the foreseeable future as they have been consistently broken.
Action: Clerk to obtain advice from the PCSO as to what action we might take as a parish council/can we write directly to families and tell them that the council will report this as a criminal matter.
b) It was proposed by Councillor L Reed, seconded by Councillor Bates and resolved that the quotation for remedial works to the play area is accepted.
1 objection
Action: Clerk to arrange works with Fenland Leisure Play.
It was agreed that quotations would be sought for the following:
• To cut the verge along the road by the Denny
• To cut back the shrubs around the footpath/cycleway
• To replace the sign for the Denny Moat Sign (English Heritage)
• To re-roof gazebo
• The handyman will be asked to repaint the bouncy toys in the play area
Action: Clerk to obtain quotes and speak to the handyman.
4728 HIGHWAYS MATTERS
a) • The P3 discussion was deferred until the next meeting.
• A note of thanks to whoever cut back the overgrowth on the cemetery footpath will be included in the next Beacon report.
b) The banks of Swaffham Bulbeck Lode were discussed under the County Councillor’s report.
c) A reply will be sent to the parishioner who had expressed concern about speeding traffic on Quarry Lane to say that no action is to be taken at this time as significant development is planned in this area of the village which will have an impact on the road.
Action: Letter to be sent by the Clerk.
4729 CEMETERY MATTERS
a) • The Cemetery Working Group report was deferred until the September meeting.
• The funeral arch is currently being repaired.
4730 AGENDA ITEMS FOR THE NEXT MEETING
Cemetery working group report and quotations for remedial works on the Denny and in the Cemetery.
4731 Date of Next Meeting:
3rd September 2019
Apologies Councillor Bates and Councillor Raby
Apologies for September 17th Councillor Bates
The meeting closed at 9.37pm

MINUTES OF SWAFFHAM BULBECK PARISH COUNCIL
MEETING NUMBER 475
Held at Downing Court on Tuesday 4th June 2019 starting at 7.30pm

Present: Cllr Sue Romero (SR); Cllr Lynn Reed (LR); Cllr Gordon Reid (GR); Cllr John Trapp (JT); Cllr Nicky Bates (NB); Cllr Peter Raby (PR); Cllr Ballard (KB);
Clerk: Mrs D Bayliss
1 Parishioner
County Councillor Shuter
Meeting opened at 7.30pm

4677 Councillor Ballard signed the Declaration of Acceptance of Office before the meeting.
4678 TO RECEIVE APOLOGIES FOR ABSENCE
None
4679 MEMBERS DECLARATION OF INTEREST FOR ITEMS ON THE AGENDA & REQUESTS FOR DISPENSATION
Councillor Trapp – Planning Matters at all meetings.
4680 OPEN FORUM FOR PUBLIC PARTICIPATION
Mr John Lorimer from Laragh Homes attended the meeting on behalf of Simon Butler-Finbow who would have liked to have attended but has had to send his apologies. Mr Lorimer pointed out that Laragh homes are not part of the application process and are not legally bound to Mr Butler-Finbow. The outline application is for up to 45 houses including 4 self build properties. The proposal is policy compliant with affordable housing and the current plan is for the developer to work with the Community Land Trust to provide these.
4681 LOCAL COUNCIL AWARD
The Parish Council have achieved the foundation level of the local council award scheme.
The clerk will circulate the criteria for the second level for the council’s consideration.
4682 PARISH COUNCIL VACANCIES
The positions have been advertised but as yet no one has come forward.
4683 TO APPROVE MINUTES OF MEETING 474 7th MAY 2019
It was proposed by Cllr LR, seconded by Cllr PR and resolved that the minutes of meeting 473 held on 7th May be approved and signed.
Cllr KB abstained as she was not in attendance at the meeting.
4684 MATTERS ARISING including REPORTS FROM CLERK AND COUNCILLORS (For information only)
Matters Arising
• Following the council’s reply to a resident’s letter regarding use of the cricket square, there has been no further response.
• An email had been received confirming that the defibrillator had been installed at the school.
• There was no further update on the verge on Abbey Lane.
• 4659 Cllr Reid had requested discussion about yellow lines on Heath Road; the clerk apologised for the omission and will include it on next month’s agenda.
• 4659 Cllr Raby asked if there was a record of the agreement to fill in the ditch at Red Tile Farm. This item was discussed later at the meeting.
Councillors Report
• A resident had contacted the council concerning the cutting back of the banks of the lode at the wrong time of the year and asking whether the council has any contact links to the EA. It was suggested that the resident contact the District or County Council.
4685 COUNTY AND DISTRICT COUNCILLORS REPORTS
a) County Councillor Report
• County Councillor Shuter attended the meeting and reported that at the round of Annual Parish Meetings he attended recently a number of concerns had been raised about air pollution outside schools caused by buses sitting for as long as 20 minutes with the engine running. As a result of this letters had been sent to the contracted service provision requesting that when the vehicle is stopped outside a school that it is turned off.
• On another positive note the County Councillor reported that £20,000 worth of funding had been made available to improve the current situation and carry out a study of what is required at the Heath Road/A1303 crossroads.
• The funding for pavements is available and a survey is being carried out now to see which areas will take priority for re-surfacing.
County Councillor Shuter gave his apologies for the next meeting.
b) District Councillor Report
The District Councillor’s report was circulated before the meeting.
The Future of Cambridge bus service meeting on Saturday 15th June/St Andrews Baptist Church, Cambridge was noted.
County Councillor Shuter left the meeting at 8.20pm
4686 PLANNING MATTERS
a) Planning Applications
19/00635/FUL Construction of a single-storey rear extension at Bay Tree Cottage, 74 High Street for Mrs Barbara Hall – there were no comments from the Parish Council.
Action: Clerk to respond to the Planning Officer on behalf of the council.
b) Planning Approvals
19/00452/LBC Proposed internal door opening between existing dwelling and a single storey Annexe at 99 High Street, Swaffham Bulbeck for Ms Annalise Jones
19/00356/CLP Proposed garage conversion and single storey rear extension at 1 Archers Close, Swaffham Bulbeck for Mr & Mrs Hall
Noted
c) Tree Works
19/00028/TRE & Trees/Swaffham Bulbeck: Approval to fell two apple trees at 85 High Street, Swaffham Bulbeck
Noted
4687 TENANCY AGREEMENT
The surrender documents and new tenancy documents for the land at Red Tile Farm had been received and were to be signed by the Clerk to the Council and sent back to Cheffins.
Concerns had been raised by a parishioner about the filling of the ditch at the last meeting. It was noted that the Parish Council had agreed that a drainage pipe would be put in the ditch and covered over, although this does not appear to be in the minutes. The Parish Council resolved to be more cautious over any future considerations of this type.
4688 COMMUNITY LAND TRUST
A meeting had been called for Thursday 30th May where the trustees were notified that the Chairman, George Ballard had met with the developers of the site at the Pony/Cemetery Field. The developers had since submitted an outline proposal for validation to ECDC. The developers had joined the meeting to outline their proposals and discuss the possibility of the CLT working with them to promote the scheme as a community development. The Chairman had prepared an application to the Community Housing Fund and following input from the developers would meet with Debbie Wildridge from CLT East to complete the application. A further meeting is scheduled for 25th June before the application is submitted.
4689 NEIGHBOURHOOD PLANNING UPDATE
a) The Steering Group had met on 14th May with Lucy Batchelor-Wylam who it was hoped would carry out the character assessment and the sensitivity appraisal for the Neighbourhood Plan. The group would need to apply for grant funding to meet the costs of this necessary work in order to progress the plan and it had been agreed that Mrs Romero and Mrs Smith would compete the application form for the grant.
Councillor Raby suggested that the parish council should consider the responses to the questionnaires and look at which items could be included in the parish council’s action plan in the short and the long term.
4690 FINANCES INCLUDING APPROVAL OF PAYMENT OF OUTSTANDING ACCOUNTS
a) It was proposed by Cllr GR , seconded by Cllr LR and resolved that the bank reconciliation for April 2019 is approved.
b) A letter had been sent to the Council informing them of an amount of money, (£560.88) that had been left over from when the village had a youth club. The money will be ring-fenced in the parish council’s bank account specifically for youth work and the former committee members and account signatories would appreciate being informed of any proposed use.
c) To Pay June Accounts
The invoices had been verified by Cllrs Bates and Reed before the meeting.
It was proposed by Cllr NB, seconded by Cllr LR and resolved that the June accounts are approved and paid.
Action: Clerk to set up payments for councillor authorisation.
Payments Since the Last Meeting
Mrs D Bayliss Clerk’s Salary Confidential LGA 1972 s112
Payments for Tonight’s meeting

Mr J Sugg Handyman Payment £110.00 £0.00 £110.00
Mrs D Bayliss Travel/Telephone £57.35 £0.00 £57.35
JCS Bookkeeping Payroll £20.40 £4.08 £24.48
Herts & Cambs Ground Maintenance Grass Cutting £824.00 £164.80 £988.80
East Cambs District Council Election Expenses £200.00 £0.00 £200.00
Communicorp Publication £12.00 £0.00 £12.00
Balfour Beatty Street Lighting £30.00 £6.00 £36.00
Cambs County Council Street Lighting £40.73 £0.00 £40.73
Trevor Bowd Internal Audit Fees £64.00 £0.00 £64.00
Mr T Wilding Install Cemetery Bench £175.00 £0.00 £175.00
Viking Direct Office Supplies £196.11 £39.22 £235.33

4691 HIGHWAYS MATTERS
a) • There was no report from the Highways working group.
• The running of the Speedwatch team had been transferred temporarily to another co-ordinator. It was noted that confirmation of where the sessions can be carried out is still required from the police.
Action: Clerk to obtain Speedwatch notices from the Highways Department.
4692 PAVILION MATTERS
a) Further quotations to be sought for replacing the posts at the front of the pavilion.
Action: Clerk to obtain an additional quotation from Mr Wilding.
4693 DENNY AND PLAY AREA MATTERS
a) The Play area inspection had been carried out by Cllr Bates.
b) The Play Area Report had been received from Fenland Leisure Play. The Denny Working Group and the Clerk will meet and make a recommendation on what works need to be carried out to the PC at the July meeting.
Action: Clerk to arrange a meeting to discuss play area report and the latest play area inspection report. Clerk to seek advice and quotations for CCTV on the pavilion.
c) It was resolved that the quotation from Mr Wilding for re-instating the benches is approved.
Action: Clerk to accept quotation from Mr Wilding
4694 GUTTER BRIDGE WOOD MATTERS
a) Nothing to report.
4695 CEMETERY MATTERS
a) • Cllr L Reed will be attending the cemetery management course on Thursday 20th June.
• The bench had been installed in the cemetery and had received a positive response from members of the community.
• The Cemetery Working Group will meet before the next Council meeting to discuss remedial works needed at the cemetery.
b) The footpath behind the cemetery needs the weeds cutting back as does the triangle on the corner of Green Bank Road.
The path needs re-tarmacking and quotes will be sought and brought back to a future meeting for consideration.
Action: Clerk to obtain quotations and authorise necessary works
4696 CORRESPONDENCE/MATTERS FOR INFORMATION ONLY
a) All items sent by email were noted. There were no matters raised for discussion.
b) Cllr Romero will attend the CAPALC Conference Day on Friday 28th June.
c) The Cambridgeshire ACRE Mythbuster Tour on Wednesday 3rd July was noted.
4697 ANNUAL REPORT
a) It was proposed by Cllr SR, seconded by Cllr LR and resolved that an annual report is produced and printed in the centre of the July Beacon up to a maximum cost of £75.
4 in favour
3 abstained
Action: Clerk to contact the editor for a price. The report to be produced by Cllr Romero and the Clerk.
4698 Date of Next Meeting:
July 2nd, 2019
Agenda Items for the Next Meeting:
Cllr Trapp suggested joining the P3 Partnership, more information may be obtained from the clerk at Lode Parish Council.
The meeting closed at 9.37pm

MEETING NUMBER 468
Held at Downing Court on Tuesday 6th November 2018 starting at 7.30pm

Present: Cllr Sue Romero (SR); Cllr Peter Raby (PR); Cllr Nicky Bates (NB); Cllr Lynn Reed (LR); Cllr Mary Smith (MS); Cllr Gordon Reid (GR); Cllr Robin Sewell (RS);
Clerk: Mrs D Bayliss
DC Allen Alderson;
1 Parishioner
Meeting opened at 7.30pm

4550 TO RECEIVE APOLOGIES FOR ABSENCE
Cllr John Trapp; Cllr Kay Ballard;
4551 MEMBERS DECLARATION OF INTEREST FOR ITEMS ON THE AGENDA & REQUESTS FOR DISPENSATION
Cllr S Romero 4556b) Tree work Approval
Cllr N Bates 4556a) Planning Approvals
4552 OPEN FORUM FOR PUBLIC PARTICIPATION
A request for written reports from the District and County Councillors to be placed in the Bulbeck Beacon was received from a member of the public.
The matter of the Heath Road/A1303 junction improvements was raised (This matter is on the agenda later in the meeting).
4553 TO APPROVE MINUTES OF MEETING 467 2nd OCTOBER 2018
It was proposed by Cllr LR and seconded by Cllr NB that the minutes of meeting 467 held on 2nd October 2018 are approved and signed by the chairman.
CARRIED
Cllr GR abstained from the vote as he was not in attendance at the meeting.
4554 MATTERS ARISING including REPORTS FROM CLERK AND COUNCILLORS (For information only)
• Cllr SR reported that following the recent death of Carol Turner, the Turner family has generously offered to fund the purchase of a defibrillator for the village.
• Cllr SR reported that a road closure notice has been put up on the High Street without any information being received from the County Council
• The TAC Cricket Club did not take up the Parish Councils proposal to use the recreation ground and pavilion.
4555 COUNTY AND DISTRICT COUNCILLORS REPORTS
The District Councillor’s report was read at the meeting.
There was no report from the County Councillor.
4556 PLANNING MATTERS
a) Planning Approvals
18/01157/FUL Proposed single storey pitched roof rear extension. Proposed demolition of an existing toilet block and existing garage. Proposed new garage at 54 Commercial End, Swaffham Bulbeck for Mr Nick Jarvis Noted
b) Tree Works
18/01278/TRE & Trees/Swaffham Bulbeck/CA Tree work approval at Martin House, 1 Station Road, Swaffham Bulbeck.
18/00438/TRE & Trees/Swaffham Bulbeck/CA Tree work approval at 97 High Street, Swaffham Bulbeck.
TPO/E/13/67/Swaffham Bulbeck & 18/01378/TPO Consent for emergency tree works at St Mary’s Church, High Street, Swaffham Bulbeck.
4557 NEIGHBOURHOOD PLANNING UPDATE
The introductory meeting of the Neighbourhood Plan Steering Group took place on Monday 8th October. The members introduced themselves (another member of the community has joined the group) and gave a little background on what they knew of Neighbourhood Plans.
The next meeting will be held on 19th November. The group will be carrying out some research before the next meeting including investigating the demographic of the area and considering what professional help might be needed.
4558 FINANCES INCLUDING APPROVAL OF PAYMENT OF OUTSTANDING ACCOUNTS
a) It was proposed by Cllr GR and seconded by Cllr PR that the Bank Reconciliation for October is approved.
CARRIED
b) To Note Receipts
Precept: £12,500
CIL Monies: £6,271.94
c) It was proposed by Cllr MS and seconded by Cllr RS that the November accounts are approved and paid.
CARRIED
Payments Since the Last Meeting
BACS Mrs D Bayliss Clerk’s Salary Confidential LGA 1972 s112
BACS Inland Revenue Income Tax Confidential LGA 1972 s112
Payments for Tonight’s meeting:
BACS Mr J Sugg Handyman Payment £67.50 £0.00 £67.50 Open Spaces Act 1906 ss9 & 10 LGA 1972 s214
BACS Mrs D Bayliss Travel/Telephone £34.88 £0.00 £34.88 LGA 1972 s174
BACS JCS Bookkeeping Payroll £20.40 £4.08 £24.48 LGA 1972 s112
BACS Herts & Cambs Ground Maintenance Grass Cutting £513.00 £102.60 £615.60 Open Spaces Act 1906 ss9 & 10 LGA 1972 s214
BACS Co-op Funeral Care Funeral Expenses £305.00 £0.00 £305.00 Local Authorities Cemeteries Order 1977
BACS Viking Office Supplies £154.90 £30.98 £185.88 LGA 1972 s111
BACS Glasdon Bin Bags £47.26 £9.45 £56.71 Open Spaces Act 1906 ss9 & 10 LGA 1972 s214
BACS CAPALC GDPR Scheme £50.00 £0.00 £50.00 LGA 1972 s111
4559 VILLAGE HANDYMAN
It was proposed by Cllr PR and seconded by Cllr LR that the handyman role is made a permanent position and that the council pay the public liability insurance for the forthcoming year.
CARRIED
It was proposed by Cllr GR and seconded by Cllr SR that the handyman is requested to increase his hourly rate to £11 per hour.
CARRIED
A letter will be sent to Mr Sugg saying how appreciative the Council is of the work that has been carried out to such a high standard. Clerk
4560 PAVILION MATTERS
a) It was resolved that the decision about which company should carry out the work on the pavilion is delegated to the Clerk, Cllr SR and Cllr GR Clerk
b) The Pavilion Development Group had met since the last parish council meeting and reported that they are planning to outline 3 options for improved pavilion facilities which include refurbishment and maintenance of the existing pavilion, extending the current building and rebuilding. It is hoped that a report on these matters for consideration by the community will be included in the January edition of the Beacon.
4561 DENNY AND PLAY AREA MATTERS
a) • The play area inspection was carried out by Cllr Sewell. A small number of remedial works were identified and will be passed to the handyman for completion.
• Cllr SR reported that she had completed the annual report on the Denny facilities purchased with grant funding as requested by Amey Cespa.
• Cllr RS asked the council to consider placing another oak tree on the Denny in place of an elder that needs removing. The Denny working group will look at the site and report back to a future meeting. Clerk
4562 CEMETERY MATTERS
a) Members of the Cemetery Working Group will arrange a meeting to discuss remedial works to be carried out over the next year. Clerk
4563 HIGHWAYS MATTERS
a) There was nothing to report from the Highways Working Group. NB/JT
b) All the Speed Watch volunteers have had their training. Mr Middleton is liaising with the team leader to discuss where the first ‘Speed Watch’ will take place. The kit can be borrowed from Bottisham. The PC will look into getting signs notifying the community that the village is a ‘Speed Watch’ zone.
Vehicle Activation Signs are to be considered at the budget meeting next week (prices to be sought). The Highways Working Group is to look at appropriate sites in the village to put these.
c) Cllr RS is willing to attend a workshop to explore the possibilities around Electric Vehicle charging for the community. (Date to be arranged) RS
Concerns about the dangerous junction at Heath Road/A1303 were raised at the last meeting with the County Councillor who informed the council that although an assessment had been carried out the landowners didn’t want to sell the land necessary to make a staggered junction. He suggested that the Parish Council put a bid into the Local Highway Improvement Fund next year to improve signage at the junction.
A very serious accident took place at the junction a few days after the last meeting and councillors agreed that a letter should be sent to the CEO of the County Council outlining the Council’s concerns and including relevant statistics. Cllr PR will collate the councillors and parishioners concerns and draft the letter which will be circulated and sent to the County Council by the clerk. PR
4564 REMEMBRANCE DAY PARADE AND SERVICES
There are to be two services to commemorate the hundredth anniversary of the cessation of hostilities in the first world war. The first is at the War Memorial at 10.50 am followed by a short service in the church; Cllr RS will lay the wreath on behalf of the Parish Council. The second will begin with a parade which will assemble at the War Memorial and after the laying of wreaths the parade will then march to the church for a service at 2.50pm. Cllr LR will be attending on behalf of the parish council. RS/LR
4565 ACTION PLAN
The Action Plan has been updated and will be reconsidered after the budget has been approved at the next meeting, before being formally adopted.
4566 CORRESPONDENCE/MATTERS FOR INFORMATION ONLY
a) CAPALC Bulletin Noted
b) Letter from MAGPAS Noted
4567 Date of Next Meeting:
Budget Meeting 13th November 2018
Tuesday 4th December 2018
Tuesday 4th December 2018 (Pavilion Charity)
The meeting closed at 9.02pm

MINUTES OF SWAFFHAM BULBECK PARISH COUNCIL
MEETING NUMBER 471
Held at Downing Court on Tuesday 5th February 2019 starting at 7.30pm

Present: Cllr Sue Romero (SR); Cllr Peter Raby (PR); Cllr Nicky Bates (NB); Cllr Lynn Reed (LR); Cllr Mary Smith (MS); Cllr Gordon Reid (GR); Cllr Robin Sewell (RS); Cllr John Trapp (JT); Cllr Kay Ballard(KB);
Clerk: Mrs D Bayliss
D Cllr Alderson;
C Cllr Shuter
3 Parishioners
Meeting opened at 7.30pm with a presentation by Ross Bullard from Came and Company, the main meeting opened at 7.56pm

Ross Bullard Came & Co Insurance
The public liability cover provided by Came & Company is for events run and organised by the parish council. If a third party is running an event on parish council owned land they need to provide their own insurance cover. Risk assessments may be provided as best practice in case of a claim. Ross will send relevant links to the Clerk for organisations who offer one day cover for specific events and also cover for groups who wish to hold a number of events in any given year.
4588 TO RECEIVE APOLOGIES FOR ABSENCE
None
4589 MEMBERS DECLARATION OF INTEREST FOR ITEMS ON THE AGENDA & REQUESTS FOR DISPENSATION
John Trapp 4594 b)Notice of Appeal (Neighbour)
4590 OPEN FORUM FOR PUBLIC PARTICIPATION
None
4591 TO APPROVE MINUTES OF MEETING 470 8th JANUARY 2019
It was proposed by Cllr LR and seconded by Cllr MS that the minutes of meeting 470 held on 8th January are approved and signed by the chairman.
CARRIED
Cllr K Ballard abstained from the vote as he was not in attendance at the meeting.
4592 MATTERS ARISING including REPORTS FROM CLERK AND COUNCILLORS (For information only)
• 4581 The basket swing has not been properly repaired as one of the links is still broken.
• 4584 d) A1303 junction (to be discussed later on the agenda)
• 4586 Cllr MS confirmed that the solicitor used for the previous land registration was Cornford Wedd and Thompson – Union Lane, Cambridge
• The Clerk is awaiting a response from County Council Highways with regard to the Speedwatch signs, the dropped kerb and the footpath outside the shop and the pub.
4593 COUNTY AND DISTRICT COUNCILLORS REPORTS 
County Councillor
• The County Councillor reported that the County Council had approved a 4.99% increase in their share of the Council Tax for 2019-20 at the full council meeting on 5th February.
• A £900,000 budget has been set aside for improvements to pavements across the County. Priority will be given to paths outside schools and old people’s homes.
• A further meeting has been called to discuss the A1303 following another fatality. Once a date is set for the meeting the parish council will be notified. The parish council should make contact with the local landowner to ask him to remove the mud from Heath Road..
• Cambridgeshire County Council continues to expand its library service, particularly the mobile library where it is hoped that a number of additional services will be offered including flu jabs, well man/well woman clinics, access to BBC archives and possibly some adult education services.
• If the parish council wishes to have a dropped kerb installed opposite the cemetery it would need to be put forward as a bid in the Local Highways Improvement Scheme (July 2019) or possibly pay for it themselves.
The parish council will contact the highways officer to ask if the footpath between the shop and the pub could be considered as part of the pavement improvement scheme owing to the number of elderly residents in the village.
District Councillor
The District Councillor read his report to the meeting.
4594 PLANNING MATTERS
a) Planning Applications
19/00065/LBC Alteration of existing truss to provide access to roof space at 6 Frank Turner Court, Swaffham Bulbeck for Mr & Mrs Winchester – there were no comments from the parish council.
b) Notice of Appeal
18/00737/FUL Erection of two single storey dwellings at Land southeast of The Bungalow, Abbey Lane, Swaffham Bulbeck for Ms Nicola Bartram
Any comments have to be made by 19th February directly to the secretary of state via an online portal.
It was proposed by Cllr GR and seconded by Cllr MS that the parish council find out whether the planning conditions for The Bungalow have been fulfilled and if they have not that will form the basis of the new information to be submitted as an objection to this application.
8 in favour
1 against
CARRIED
c) Planning Approvals
18/01551/FUL Single storey side and rear extensions at 37 Maryland Avenue, Swaffham Bulbeck for Mr & Mrs Smith
4595 NEIGHBOURHOOD PLANNING UPDATE
a) Cllr SR reported that the questionnaire had been distributed via the Bulbeck Beacon and that it was also available online. Cllr GR expressed his disappointment that the questionnaire had fallen into the trap of answering its own questions. Councillors were encouraged to complete the questionnaire and ask their friends and neighbours to do so.
b) It was resolved not to allow a member of the public access to the website in light of the GDPR
c) It was proposed by Cllr MS and seconded by Cllr JT that the draft terms of reference for the steering group are adopted by the parish council.
CARRIED
d) It was proposed by Cllr KB and seconded by Cllr RS that £200 is allocated to the Neighbourhood Plan Steering Group for initial expenses that may be incurred.
CARRIED
4596 MOBILE LIBRARY PROVISION
This item was discussed under the County Councillors report and may be brought back to a future meeting for further discussion.
4597 FINANCES INCLUDING APPROVAL OF PAYMENT OF OUTSTANDING ACCOUNTS
a) It was proposed by Cllr MS and seconded by Cllr PR that the Bank Reconciliations for January are approved.
CARRIED
b) The VAT return for the first half of the financial year 2018/19 has been verified by HMRC. Noted
c) To Note Receipts
Burial Fees £270
d) It was proposed by Cllr KB and seconded by Cllr JT that the February accounts are approved and paid.
CARRIED
Payments Since the Last Meeting
BACS Mrs D Bayliss Clerk’s Salary Confidential LGA 1972 s112
BACS Inland Revenue Income Tax Confidential LGA 1972 s112
Payments for Tonight’s meeting
BACS Mr J Sugg Handyman Payment £60.50 £0.00 £60.50 Open Spaces Act 1906 ss9 & 10 LGA 1972 s214
BACS Mrs D Bayliss Travel/Telephone £34.95 £0.00 £34.95 LGA 1972 s174
BACS JCS Bookkeeping Payroll £20.40 £4.08 £24.48 LGA 1972 s112
BACS Bulbeck Beacon NP Questionnaire £75.00 £0.00 £75.00 LGA 1972 s 142
4598 TRAINING STATEMENT OF INTENT
It was resolved that the training statement of intent is approved by the Council.
4599 LOCAL COUNCIL AWARD SCHEME
a) The council confirmed by a resolution that it has met the requirements for the Foundation Level of the Local Council Award Scheme, and that all documentation relating to these items can be found on the Parish Council website or may be obtained from the Clerk to the Council. (Please see appendix 1)
4600 PARISH ELECTIONS
a) Parish Council elections will take place on Thursday 2nd May 2019. Nomination papers are now available on the ECDC website. Copies have been sent to the Clerk and will be available on the parish council website. The papers have to be submitted between 27th March 10am and 3rd April 4pm (there are no mitigating circumstances for missing the deadline). Clerks have been requested to take the papers into ECDC in bulk if possible.
4601 DEFIBRILLATOR
a) The Turner family are to contact the school re the possibility of installing the defibrillator at the school.
4602 PAVILION MATTERS
a) The notes of the meeting had been distributed. Discussion of these was deferred until the next meeting.
4603 DENNY AND PLAY AREA MATTERS
a) • The play area inspection was carried out by Cllr Romero
• A branch has broken on the lime tree and is hanging in the bottom branches, this will be removed by Greenwood Tree Surgery on Wednesday 6th March.
4604 GUTTER BRIDGE WOOD MATTERS
a) A fairly substantial dead tree had fallen across the path in the wood and has now been cut up.
4605 CEMETERY MATTERS
a) There was no report from the cemetery working group.
b) It was proposed by Cllr SR and seconded by Cllr KB that the Stanford Seat (option 3) is purchased for the cemetery at a cost of £921.73 + VAT.
CARRIED
4606 HIGHWAYS MATTERS
a) The report from the Highways Working Group was deferred until the next meeting.
b) There was no further feedback from the Electrical Charging Workshop. Clerk
c) The junction Heath Road A1303 was discussed earlier in the meeting under the County Councillors report.
4607 CORRESPONDENCE/MATTERS FOR INFORMATION ONLY
a) To Note Items Sent by Email – CAPALC/NALC Bulletins/Training Opportunities Noted
4608 MOTION TO EXCLUDE THE PUBLIC AND PRESS
It is hereby resolved in accordance with section 1(2) of the Public Bodies (Admission to Meetings) Act 1960 that as publicity would be prejudicial to the public interest by reason of the confidential nature of the business about to be transacted at Agenda Item 4609 namely Clerks Appraisal (State Agenda Item) it is advisable in the public interest that the Public and Press be temporarily excluded from this meeting and they are herewith instructed to withdraw.
The meeting closed to the public and press at 9.28pm
4609 CLERKS APPRAISAL
The Clerk’s appraisal had been carried out by Cllr SR and Cllr MS on 31 January 2019.
This was comprehensively described by Cllr SR and included a request from the Clerk for a decision from the PC on her holiday pay entitlement for this year. 12 days were outstanding and it was proposed by Cllr GR, seconded by Cllr NB that the Clerk would keep 2 days but the remaining 10 days would be paid for in lieu, rather than 5 days in lieu and 5 days carried over to next year, which was the other option. A new system of recording holidays in writing was to be set up for the future so that these could be monitored and taken as necessary.
CARRIED

Due to a lack of time, all other aspects of the Clerk’s contract were to be discussed at the next meeting.
The Clerk re-joined the meeting at 9.53pm.
The Clerk was thanked for all the advice and support given to the Council over the past year, which had been invaluable.
4610 Date of Next Meeting:
March 5th 2019
The meeting closed at 9.55pm