Minutes of Meeting Held July 3rd 2018 – Swaffham Bulbeck Parish Council

7/2018-19
MINUTES OF SWAFFHAM BULBECK PARISH COUNCIL
MEETING NUMBER 465
Held at Downing Court on Tuesday 3rd July 2018 starting at 7.30pm
Present: Cllr Sue Romero (SR); Cllr Mary Smith (MS); Cllr Peter Raby (PR); Cllr Nicky Bates; Cllr Lynn Reed; Cllr
Robin Sewell; Cllr John Trapp (JT);
Clerk: Mrs D Bayliss
2 Parishioners
Meeting opened at 7.30pm
4493 TO RECEIVE APOLOGIES FOR ABSENCE
Cllr Kay Ballard; Cllr Gordon Reid;
4494 MEMBERS DECLARATION OF INTEREST FOR ITEMS ON THE AGENDA
Cllr Trapp – Item 4499a) 18/00737/FUL Erection of two detached single storey dwellings at
Land Southeast of The Bungalow, Abbey Lane, Swaffham Bulbeck.
Cllr Sewell – Item 4501c) To Pay July Accounts (Travel Expenses)
4495 OPEN FORUM FOR PUBLIC PARTICIPATION
The owners of the property at ‘The Bungalow’ gave a brief statement about the planning
application 18/00737/FUL for two bungalows on the remainder of the site.
4496 TO APPROVE MINUTES OF MEETING 464 5th June 2018
It was proposed by Cllr LR and seconded by Cllr NB that the minutes of meeting 464 held
on 5
th June 2018 are approved and signed by the chairman.
CARRIED
4497 MATTERS ARISING including REPORTS FROM CLERK AND COUNCILLORS (For information
only)
 Anglian Water (Wave) has been contacted and will come out to the cemetery to
see if it is suitable for a water meter and if so to provide a quotation.
 The CAPALC Conference attended by Cllr SR and the Clerk with updates from NALC
included the important information that the parish council is not required to
appoint a Data Protection Officer (DPO); an update on Data Protection
Regulations; an Insurance Update and a presentation by the Community
Organisers. The Chairman was pleased to report that SBPC are on the right track
with regards to compliance under the new data protection regulations.
 Cllr Trapp will attend the councillor finance training session to be held on 9th July.
4498 COUNTY AND DISTRICT COUNCILLORS REPORTS
There was no report from the County Councillor.
There was no report from the District Councillor
4499 PLANNING MATTERS
a) Planning Applications
18/00737/FUL Erection of two detached single storey dwellings at Land Southeast of The
Bungalow, Abbey Lane, Swaffham Bulbeck.
It was proposed by Cllr NB and seconded by Cllr RS that the Council strongly object to the
proposal using the same reasons as previously submitted for planning application
17/01223/FUL.
ALL IN FAVOUR
b) Planning Approvals
18/00480/FUL Rear extension and internal alterations at Four Mile Stable Farm, Cambridge
Road, Newmarket for Mr & Mrs Owen. Noted
c) Other Planning Matters
Street naming and numbering at Springfield House, Mill Lane (formerly La Calinda) Noted
4500 NEIGHBOURHOOD PLANNING UPDATE
8/2018-19
Cllr SR attended a Neighbourhood Planning event put on by Cambridgeshire ACRE and
presented a report to the meeting. The presentations from the event will be distributed to
all councillors.
4501 FINANCES INCLUDING APPROVAL OF PAYMENT OF OUTSTANDING ACCOUNTS
a) The quarterly budget reports were distributed to the councillors at the meeting.
The council agreed to create a virement from item 4165 street lighting maintenance to
4455 street lighting capital costs of £1350.
b) It was proposed by Cllr PR and seconded by Cllr MS that the Bank Reconciliations for
June are approved.
CARRIED
c) To Pay July Accounts
It was proposed by Cllr JT and seconded by Cllr LR that the July accounts are approved
and paid.
CARRIED
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 £276.00 £0.00 £276.00
Open Spaces Act 1906
ss9 & 10 LGA 1972 s214
BACS Mrs D Bayliss Travel/Telephone £86.20 £0.00 £86.20 LGA 1972 s174
BACS JCS Bookkeeping Payroll £17.00 £3.40 £20.40 LGA 1972 s112
BACS Burwell Print Print leaflet for APM £60.00 £0.00 £60.00
LG Miscellaneous
provisions Act 1976 s19
BACS
Herts & Cambs Ground
Maintenance Grass Cutting £2,872.00 £574.40 £3,446.40
Open Spaces Act 1906
ss9 & 10 LGA 1972 s214
BACS Mr T Wilding
Cemetery Tree
Works £175.00 £0.00 £175.00
Open Spaces Act 1906
ss9 & 10 LGA 1972 s214
BACS
Swaffham Internal
Drainage Board Drainage Rates £490.20 £0.00 £490.20
Open Spaces Act 1906
ss9 & 10 LGA 1972 s214
BACS SLCC Training Seminar £37.50 £7.50 £45.00 (LGA 1972 s111)
BACS Mr G Ballard CLT Membership £125.00 £0.00 £125.00 (LGA 1972 s111)
300191 Mr T Bowd Internal Audit £64.00 £0.00 £64.00
Local Audit and
Accountability Act 2014,
300192 Mr H Clark Travel Expenses £50.00 £0.00 £50.00 (LGA 1972 s111)
300193 Mr R Sewell Travel Expenses £9.90 £0.00 £9.90 LGA 1972 s174
4502 UPDATE ON THE GDPR
It was proposed by Cllr SR and seconded by Cllr NB that the following policies provided
by the SLCC and presented to the Council by the Clerk are adopted.
1. Information and Data Protection Policy
2. Retention of Documents policy
3. Email Privacy Notice
4. Hirers Privacy Notice
5. Purchase of Exclusive Right of Burial Privacy Notice
6. New Councillors Privacy Notice
CARRIED
The policies will all be added to the parish council website and will be used as required
when dealing with members of the public.
Clerk
4503 PAVILION MATTERS
a) In response to the negativity that had been expressed at the APM, an update and overview
of the project will be put in the August edition of the Beacon.
9/2018-19
The group plans to carry out an audit of use current use of the Pavilion as well as other
existing community spaces in the village.
A detailed letter has been compiled and it is hoped that it will be sent out by the end of
July to a long list of architects asking for expressions of interest in designing a Community
Pavilion.
A letter will also be sent to English Heritage asking them if they have any concerns.
4504 DENNY AND PLAY AREA MATTERS
a) There was no play area report from a councillor for June
b) The Denny working group met on Tuesday 26th June to discuss the report from Fenland
Leisure Play (FLP). It was agreed that a number of minor repairs would be carried out by
the handyman and that a quotation for surfacing under the parallel bars would be sought
from FLP.
c) It was proposed by Cllr PR and seconded by Cllr RS that a charge of £40 is made for use of
the Denny and Pavilion for football if the team are prepared to mark the pitch and put
up the goals and nets. The situation is to be reviewed annually.
1 abstention
CARRIED
d) The Highways group will meet to discuss possibilities around the report from Cllr Trapp on
illegal encampments.
4505 CEMETERY MATTERS
a)  The dead tree has been cut down and cleared away leaving a 6ft stump
 It was agreed that the trees/bushes that are hanging over the road need to be cut
back as soon as possible.
 A note will be placed in the Bulbeck Beacon asking if anyone has any information
about the cross that has been erected in the chalk pile at the rear of the cemetery.
4506 CORRESPONDENCE/MATTERS FOR INFORMATION ONLY
a) Councillors were encouraged to complete the ECDC Dog Fouling Consultation Survey.
4507 Date of Next Meeting:
(Tuesday 7th August if necessary (KB apologies))
The meeting closed at 9.02pm