Minutes of a Meeting of Sawtry Parish Council Held on February 10Th 2016

Minutes of a meeting of Sawtry Parish Council held on February 10th 2016

Present: Cllrs Riddle, Emerick, Custance, Alexander, Day, Tuplin, Morris, Rayson, Dist Cllr Tysoe for item 21.16, one member of the public up to item 23.16

17/16 / Apologies For Absence – Cllrs Laxton, Chisnall and Scott. County Cllr Bywater
18/16 / To Sign And Approve Minutes Dated January 13th 2016 – approved. Signed by Cllr Riddle.
19/16 / Matters Arising From Previous Minutes (for information only) – none
20/16 / Members’ Declaration Of Interest for items on the Agenda – none
Public forum. The meeting was be suspended for a 10 minute open forum. The Chairman of the Show Committee spoke in relation to item 23.16 – Community, Sawtry Show.
The meeting re-convened.
21/16 / To Receive Reports From Representatives Of Outside Bodies
Sawtry Sports and Leisure Association – Cllr Tuplin reported that they had met earlier in the week. The finances were in a healthy position.
Sawtry Show – Cllr Tuplin reported that the 100+ classes had been agreed and would be advertised in the next Sawtry Eye.
Sawtry Carnival – Cllr Emerick referred to the Community Committee minutes as his update.
Sawtry in Bloom – Cllr Rayson reported that plans were being made for spring planting.
District Council – Cllr Tysoe reported that various consultations were taking place within the District Council at this time – including a litter bin survey. The District and County electoral review is on-going. Members were reassured that One Leisure group would continue to ensure Sawtry One Leisure remained open.
District Council – Cllr Tuplin reported that the District Council are re-writing their constitution.
County Council – Cllr Bywater had sent a written report.Full council will be held in Cambridge on 16th for the Budget which won’t be great news given the financial pressures. It looks as if the mobile libraries will be saved – subject to approval by Full Council of committee recommendations. No further update on the Community Centre.
22/16 / To Receive The Chairman’s Report – Chairman’s Challenge:
Had a good quiz night at The Greystones on January 28th.
Next event will be a table top sale on April 9th – Cllr Emerick will be helping on the day, Mrs Tuplin has agreed to organise the refreshments.
23/16 / To Receive And In So Far As Required, Ratify Recommendations Contained In The Minutes Of The Following Committees
Amenities / No meeting
Churches and Civic / February 3rd 2016 – minutes attached – Appendix 1
Proposal – that a Premium Jubilee Bench be purchased from Glasdon at £723.11 + VAT and also the costs of any fixings that may be required for the Children’s area of St Andrews Cemetery
The proposal was approved.
It was agreed to pay for a wreath for each of the Royal British Legion events listed in the minutes.
Community / February 3rd 2016 – minutes attached – Appendix 2
Proposal from the Community Committee – that the Full Council
agree to write a letter to theSawtry Youth Project confirming that
they will allocate 630sq mof St Judith’s Field for the base and
equipment for an allwheeled facility. Installation to be subject to
all relevantlegislation being complied with including planning
anddrainage, and that there has been a consultation with the
wholeof the village.
The wording of the proposal was not agreed.
Following discussion on the wording and the long term impact on
the Parish Council a new proposal was put forward and approved
(CllrAlexander did not vote):
Full Council agree that the Clerk should send a notice of intent to
Sawtry Youth Project confirming that they will allocate 620sq m
of St Judith’s Field to them for the base and equipment of an
all - wheeledfacility. Installation to be subject to all relevant
legislation beingcomplied with including planning and drainage,
and thatinformation on the project should be widely available.
Proposal – that the Show Committee be allowed further time
toconsider the opening of their own bank account.
The proposal was agreed.
Proposal – that the Carnival Committee be allowed further
Timeto set up a bank account.
The proposal was agreed.
Proposal – that the Parish Council organise the lighting of
thebeacon at the Academy on April 21st.
The proposal was agreed.
Finance and General Purposes / No meeting
Planning / January 27th 2016 – minutes attached – Appendix 3
Proposal – to request approval of up to £1000 expenditure to purchase a screen, tablet and stand to view planning applications.
The proposal was agreed
February 10th – minutes attached – Appendix 4
24/16 / To Report Any Changes To Committee Membership – none
25/16 / Financial Report:
1.To note summary of Receipts and Payments as at January 31st 2016 – noted
2.To note bank reconciliation at December 31st2015 – noted
26/16 / To Approve Payment And Signing Of Cheques: Payments were approved. The cheques were signed by Cllrs Riddle and Emerick. It was agreed that the cheque signatories for March would be Cllrs Riddle and Custance.
Cheque
No / Inv
No / Budget Heading / To / Amount / NET / VAT
BACS / 24 / Pension Conts / CCC Pension Fund / 1894.53 / 1894.53 / 0.00
306065 / 25 / Tax & NI / HMRC / 878.31 / 878.31 / 0.00
306066 – 306071 / 26 – 30 / Wages/Salaries for 5 members of staff / Admin / 4077.07 / 4077.07 / 0.00
306071 / 31 / Village Maint / Huntingdonshire District Council / 82.36 / 68.63 / 13.73
306072 / 32 / Councillor Training / Local Council Public Advisory Service / 120.00 / 120.00 / 0.00
306073 / 33 / Christmas – Donation (Embrace) / Impress Publishing / 115.00 / 115.00 / 0.00
306074 / 34 / Christmas – Donation (Sawtry Foodbank) / CARESCO / 120.00 / 120.00 / 0.00
306075 / 35 / Christmas – Donation / Christian Aid / 120.00 / 120.00 / 0.00
306076 / 36 / Subscription – Clerk & Councils Direct / Communicorp / 12.00 / 12.00 / 0.00
306077 / 37 / Office Expenses – 1.70 (1.42)
Property Maint – 144.16 (120.13) / Office Depot / 145.86 / 121.55 / 24.31
306078 / 38 / Property Maint / AGE Electrical Services Ltd / 90.00 / 75.00 / 15.00
306079 / 39 / Property Maint / Pro-Plumb (Cambs) Ltd / 204.00 / 170.00 / 34.00
306080 / 40 / Property Maint / S G Electrical Services / 122.22 / 101.85 / 20.37
306081 / 41 / Property Maint / ESPO / 141.03 / 117.53 / 23.50
306082 / 42 / Youth Club / Cambridgeshire County Council / 1337.58 / 1114.65 / 222.93
TOTAL / 9459.96 / 9106.12 / 353.84
27/16 / Direct Debit Payments – noted
British Gas (end of contract) – Gas – Old School Hall £143.62 (£119.69 net)
British Gas (end of contract) – Gas – Old School House £66.59 (£63.42 net)
British Gas (end of contract) – Electricity – Old School House £27.67 (£26.36)
Eclipse Internet - £17.94 (£14.95)
28/16 / Correspondence:
Agenda Items:

Response from Royal Mail Group – noted
Response from Dept for Business Innovation and Skills re: Royal Mail – noted

For Referral:

HDC – Consultation on local sports provision and Sports Facilities Strategy 2016 – 2021– to Amenities committee
From resident re: dog fouling – to Amenities committee
From resident re: overgrown hedges on footpath – to Amenities committee
From resident re: employment of hydrologist – to Planning and Highways committee
Street lighting questionnaire – to Planning and Highways Committee
The future of external audit for Smaller Authorities – update one – to Finance and General Purposes Committee
Increase in National Insurance following the introduction of the New State Pension – to Finance and General Purposes Committee
HDC – Electoral Review of Huntingdonshire – to Finance and General Purposes Committee
Boundary Commission – as above – Electoral Review of Huntingdonshire – to Finance and General Purposes Committee
Request from All Saints for costs for maintenance of the Churchyard – to Churches and Civic

For Information:

From external auditors – advance notice of changes to end of year process
SLCC Branch training day – agenda
From ESPO – will not be offering free delivery on orders under £15
From CGM – merger of Cambridge office and head office
Plastics Windows Federation – Insurance Certificate
HDC – New property address – 16A Manor Drive
To Carnival Committee re opening of bank account
To Show Committee re opening of bank account
HDC – services provided by their Grounds Maintenance and Street Cleansing teams
HDC – confirmation of precept for 2016/17 of £129,989 and Band D charge of £72.70

Newsletters:

A P Partnership – January 2016
Local Councils Update – Jan/Feb 2016

29/16 / Exclusion Of Press & Public –it was resolved that the press and public be excluded from the meeting because the business to be transacted contains sensitive information.
30/16 / Staffing Matters –
Minutes of staffing group meeting January 13th – noted
Request from Clerk to attend SLCC Regional Roadshow – Peterborough April 20th - £69 – approved
Request from Clerk to attend SLCC/NALC Partnership Event – Birmingham April 14th – no charge to attend, will incur travel expenses – approved
31/16 / Next Meeting – March 9th 2016 at 7.30pm

Appendix 1

Minutes of a meeting of the Churches & Civic Committee held on February 3rd 2016

Present: Cllrs Alexander, Day, Morris, Tuplin, Riddle, Custance, Emerick and Christine Mynott from St Benedicts, two representatives from Sawtry Small Business Partnership (for item 10 only).

1 / APOLOGIES FOR ABSENCE – Cllrs Laxton, Rayson and Chisnall. Tony Stefanelli (St Benedicts), Rosie Ward (All Saints)
2 / MINUTES OF THE LAST MEETING (November 4th – previously circulated)
3 / MATTERS ARISING FROM PREVIOUS MINUTES – none
4 / DECLARATION OF INTEREST – none
5 / FEAST PARADE – to finalise plans for 2016 event:
To leave from the surgery and progress down Church Street to All Saints. The service to be held in All Saints.
As the parade would be shorter it was agreed that there would be no need for a band. If the police were not able to attend this would affect the length of the parade.
The Clerk was asked to:

Contact the surgery to see if the parade could meet at the surgery car park
Chase up response from the Police to see if they are able to marshall the parade
Complete risk assessment for the parade
Contact the County Council for approval for the parade to take place
Send out invites to local groups to join the parade and service
Publicise

6 / CAROL SERVICES – notes from the planning group meeting on January 25th were circulated.
The dates were confirmed as December 11th – village carol service at the Academy, December 19th – carols at the Old School Hall.
The Clerk was asked to:

Write and thank the Scouts for their help
Write and thank Matt Coates for his help
Type up the service sheet for this year’s village carol service
Book the Academy for December 11th from 12 noon to 5.30pm
Book the Old School Hall for planning group meetings – September 12th, October 10th, and November 7th – all in the Schoolroom starting at 7.30pm

The Parish Council representative to take the notes at the planning group meetings.
7 / UPDATE/NEWS/EVENTS – CHURCH REPRESENTATIVES:
St Benedicts:

One parishioner from Sawtry will be attending the World Youth Day in Poland in April. Fund raising event – Cheese and Wine and auction of promises being held on February 5th.
Food bank – users have increased to 41 individuals and families who have been given 87 parcels
Concern was raised regarding the storage of food due to the uncertainty of the future of the Community Centre
There will be a newsletter distributed in the village
A Passover meal will be held on the Tuesday before Easter
Women’s World Day of Prayer will be hosted by St Benedicts at the Methodist Church on March 4th

All Saints:

Rector Rosie Ward will be retiring on July 3rd
Urgent roof repairs will be taking place to the roof of the north aisle
Attendance at most Christmas services increased this year

Methodist Church:

There is currently no minister

8 / REVIEW OF CEMETERIES:
8.1 St Andrews:

To agree purchase of bench for children’s area – it was agreed to recommend to Full Council that a Premium Jubilee Bench be purchased from Glasdon at £723.11 + VAT and also the costs of any fixings that may be required

8.2 All Saints:

To note removal of spoil heap planned for week commencing February 8th

8.3 Closed Churchyard:

To note area will be strimmed the last week of February

8.4 Safety Management Policy – Review – agreed. Cllr Alexander will incorporate SLCC guidelines into the document for the next review.
9 / WORLD WAR I/II COMMEMORATIONS
Cllr Alexander advised:

A meeting had been held with himself, Rector Rosie Ward and representatives from the Royal British Legion
The Parish Council would be organising the laying of wreaths to commemorate the fallen on:
Sunday September 18th at 10.30am to lay five wreaths
Sunday November 13th after the laying of the Remembrance day wreaths, one wreath would be laid
Sunday December 11th at 10.30am to lay one wreath

The Royal British Legion are organising:

Sunday February 28th at 3.00pm (arrive at 2.45pm) – a gathering at the War Memorial (no church service) to commemorate the 25th anniversary of the ending of the Gulf War
Friday July 1st 10.30am – to commemorate the 100th anniversary of the Battle of the Somme (1st July – 18th November 1916)

10 / TO CONSIDER REQUEST FROM SSBP TO SPONSOR CHRISTMAS TREE ON THE GREEN – this item was moved up the agenda after item 4.
Ralph Maloney addressed the Committee concerning the above suggestion.
Following discussion of the pros and cons it was agreed that:

The Parish Council would support the idea in principal
The SSBP will take the Committee’s comments to their next meeting for further consideration

11 / FINANCIAL REPORT – noted
12 / NEXT MEETING – April 6th 2016 at 7.00pm

Appendix 2

Minutes of a meeting of the Community Committee held on February 3rd 2016

Present: Cllrs Rayson, Custance, Tuplin, Morris, Riddle, Emerick and

Sarah Wilson (Sawtry Village Academy), Ray Groves and Russell Gadsby (Sawtry Youth Project – SYP)

1 / APOLOGIES FOR ABSENCE – Cllrs Laxton and Chisnall, Kim Nickerson (Sawtry Junior School)
2 / MINUTES OF THE LAST MEETING (November 4th 2015 – previously circulated)
3 / MATTERS ARISING FROM PREVIOUS MINUTES – none
4 / MEMBERS’ DECLARATION OF INTEREST – none
5 / YOUTH UPDATE:
5.1 Infant School – no representative
5.2 Junior School – no representative
5.3 Village Academy:

The academy was moved out of special measures in Dec 15
Funding being sought for essential repairs
Year 7 intake has increase
6th form is up on last year
Years 9 and 10 are now full with a waiting list
In the catchment area for Alconbury Weald
A Combined Cadet Force will start in September

5.4 Youth Service:

Service Level Agreement for the Parish Council to fund the Youth Club for 2016/17 is being drawn up by Cambs County Council

5.5 Sawtry Youth Project:

Written update and artists impression of the proposed all wheeled facility were circulated
There has been almost £5,000 raised to date
Funders will not consider an application until a site has been approved by the owners of the site

Proposal – that the Full Council agree to write a letter to the Sawtry
Youth Project confirming that they will allocate 630sq m of St
Judith’s Field for the base and equipment for an all wheeled facility.
Installation to be subject to all relevant legislation being complied
with including planning and drainage, and that there has been a
consultation with the whole of the village.
FROM FULL COUNCIL:
The wording of the proposal was not agreed.
Following discussion on the wording and the long term impact on
the Parish Council a new proposal was put forward and approved
(Cllr Alexander did not vote):
Full Council agree that the Clerk should send a notice of intent to
Sawtry Youth Project confirming that they will allocate 630sq m
of St Judith’s Field to them for the base and equipment of an
all - wheeled facility. Installation to be subject to all relevant
legislation being complied with including planning and drainage,
and that information on the project should be widely available.
The project were congratulated on their efforts.
6 / TO CONSIDER WORKING WITH THE LEISURE CENTRE RE: YOUNG PEOPLE’S ACTIVITIES – this item had been requested by Cllr Chisnall who was not present at the meeting. Deferred to a later meeting.
7 / SAWTRY SHOW
Proposal – that the Show Committee be allowed further time toconsider
the opening of their own bank account.
8 / SAWTRY CARNIVAL – minutes of recent meeting circulated.
Date for this year’s event – June 11th
Proposal – that the Carnival Committee be allowed further time
to set up a bank account.
9 / POLICE UPDATE/CRIME FIGURES – noted. It was also noted that the Clerk forwards the weekly police neighbourhood alerts to all Councillors
10 / TO CONSIDER QUEEN’S BIRTHDAY EVENTS:
10.1 Lighting a beacon:
Proposal – that the Parish Council organise the lighting of the beacon at the Academy on April 21st.
The Clerk was asked to:

Speak to the site officer at the Academy to check what needed to be addressed
Contact the Scouts about lighting the beacon
Publicise

10.2 Litter Pick:
It was agreed not to take part as the village is kept tidy by the Parish Council caretakers on a daily basis and by the District Council on a weekly basis.
11 / FINANCIAL REPORT – noted
12 / DATE OF NEXT MEETING – April 6th 2016 at 8.00pm

Appendix 3

Minutes of Planning Committee meeting held on January 27th 2016

Present: Cllrs Day, Riddle, Alexander, Tuplin, Scott, Emerick and Custance

1 / APOLOGIES FOR ABSENCE / Cllrs Laxton, Morris
2 / MINUTES OF THE LAST MEETING / January 13th 2016 – noted
3 / MATTERS ARISING FROM PREVIOUS MINUTES (for information only)
The Clerk advised that the letter had not been sent to the planning department as the plan in question had already been approved.
4 / MEMBERS ‘DECLARATION OF INTEREST for Agenda items – none
5 / PLANNING APPLICATIONS
5.1 15/02065/FUL – Sawtry Day Nursery, Fen Lane – application for full planning permission for nursery that is already in situ (application ref – 0502491) – Recommendapproval with the conditions that it is for a temporary period of 5 years and that as it is a portable pre-fabricated building it should be assessed and regularly monitored to ensure it is safe for the continued occupation by children.
6 / PLANNING DECISIONS:
6.1 15/00766/FUL – Telephone Exchange, Old Great North Road – change of use to day nursery and beauty salon – approved January 12th 2016
The Clerk was asked to write the letter agreed in the minutes of January 13th 2016 amending it to reflect that the decision has been made and that the application should have gone back out to consultation once approval for a temporary building on the site had been agreed.
6.2 Tilly’s Coffee Shop, 20 Green End Road – appeal to planning inspectorate – extended hours approved subject to business remaining the same – noted
7 / Jointly Funded Minor Improvements Bid – verbal report from Cllrs Emerick and Scott following presentation of application to Cambs CC
Cllrs Emerick and Scott were thanked for their attendance at the panel meeting. It was noted that the Parish Council will be notified of the decision of the panel in March and if successful the project detail and contribution from the Parish Council will be agreed during April – July, with the work being carried out between August 2016 and March 2017.
8 / Neighbourhood Planning:
8.1 Update of strategy document – Cllr Scott
8.2 HDC document ‘Neighbourhood and Community Planning’ – previously circulated by email, verbal introduction by Clerk
Cllr Scott was thanked for all his work on the above document.
It was agreed to contact HDC for a meeting for advice on how to get started with a Neighbourhood Plan and what it would involve in both time and money for the Parish Council.
9 / Community Infrastructure Levy – information on spending money and reporting attached - the list of potential projects was amended to:

Additional street lighting
Pedestrian crossings (if not funded by County Council Minor Improvements Fund)

The Clerk to check if the money could be spent on preparing a Neighbourhood Plan
10 / To consider purchase of screen and tablet for viewing planning applications – Cllr Scottadvised that the necessary equipment would cost in the region of £500/£600 plus additional costs for a stand. It was agreed to recommend to Full Council that a budget of up to £1000 be allocated.
11 / NOTICES & CORRESPONDENCE:
11.1 Copy of conditions relating to 6.1 above – discussed at 6.1
11.2 Confirmation of planning training – March 2nd at 7.00pm – Cllrs Day, Tuplin, Emerick, Scott and Custance will be attending – it was agreed to invite local small councils to send a representative to the training free of charge.
12 / NEXT MEETING / February 10th at 7.00pm – apologies in advance – Cllrs Laxton, Scott and Day.

Appendix 4