Minutes 5th February 2019 – Swaffham Bulbeck Parish Council

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