Present: David Martin, Andrew Hawthorn, David Munro, Sarah Penn, Richard Patterson

Ken Turner, Brie Lury.

Charles Nightingale (SCDC Cllr) Roger Hickford (CCC Cllr) Kevin Cuffley (CCC Cllr)

Parish Clerk: Penny Tanna

Members of the public: 1

1. Election of Chairman & Vice-chairman

Andrew Hawthorn in the Chair invited the members to propose a Chairman. It was proposed by AH and seconded by KT that David Martin should continue as Chairman. Agreed by all. DM accepted the office but noted that it was good practice to change the Chair regularly. He encouraged others to step forward in 2018

DM proposed AH to continue as Vice-chairman, seconded by RP and agreed by all.

2. Apologies received and approved: David Jones (viewing by skype)

3. Declaration of interest received. DJ regarding tree application

4. Allocation of Councillors’ responsibilities:

Position/ group 2017/18

Chairman David Martin

Vice Chairman Andrew Hawthorn

Finance Andrew Hawthorn

Planning Brie Lury / Sarah Penn / Ken Turner

VDS David Martin / Andrew Hawthorn

Trees/Tree applications David Jones & David Munro

Pavilion trustees David Munro, Andrew Hawthorn, Sarah Penn

Wale Recreation Ground David Jones & David Munro

Playground appeal David Jones & David Munro

Transport (Roads/buses) Richard Patterson, Andrew Hawthorn/David Jones

Police liaison Sarah Penn

Village Hall Ken Turner

Allotments Clerk

Church David Jones

Website/Newsletter David Martin

Entertainments Committee David Jones, David Munro, Brie Lury

Good Neighbour Project Richard Patterson & Brie Lury

NB: roles may be re-assigned to the new councillor, when appointed

5. Formal acceptance of Mary Palazzo’s resignation

The chair announced that Mary Palazzo has stood down as a councillor after over 5 years of service.

He formally thanked her for the excellent service she provided throughout that time.

7. Matters arising outside of existing agenda: None

9. South Cambridgeshire District Councillors’ report:

Cllr Nightingale attended the opening of the new North Cambridge railway station. The proposal for a South Cambridge/Addenbrookes railway station in the future is being actively considered.

10. To consider and approve the Annual Return Section 1 - Annual Governance Statement 2016/17

The clerk circulated the Annual Return prior to meeting

11. Accounts

a) To consider and approve the Annual Return Section 2 - Accounting Statements 2016/17

Figures were provided by the RFO and confirmed by Cllr AH. The bank reconciliation, explanation of variances & cashbooks were circulated prior to meeting.

b) To review the report from the independent auditor. (circulated prior to meeting)

Report reviewed. Auditor recommended increasing Employee Dishonesty cover. He also noted some procedural errors regarding councillor co-option and absenteeism of over 6months

c) To receive account balances and authorise payments in accordance with the RFOs report

PT circulated the bank balances & payments report prior to the meeting.

d) To seek permission to pay SSE monthly bill by direct debit.

Clerk noted as the PC were billed each month and the invoice was approximately £1.90, it would save time to switch to direct debit.

e) To consider the request from the Playground Action Group for further financial support.

It was pointed out that the existing equipment was 17 years old and would require investment in refurbishment or replacement in the near future. There was general support for the group.

Cllr AH reported that the 5K was not in the 17/18 budget. Given that £1500 had already been allocated to the Bowls Club and the additional expenses likely during the year, it would be necessary to draw down monies form the general reserve taking it below the minimum required by the Reserve Policy. This would require a change in the policy. He also noted that the S106 money originally allocated to the Pavilion Project had not been utilised and was still available.

AH proposed allocating a further £5000 to the fund but only if the Playground Action group is successful in obtaining a grant from WREN & Amey Cespa, RP seconded proposal. All cllrs agreed.

12. Roads, Traffic and Police Report

a) Minor Highway Improvement Fund – PC has not been contacted yet. Clerk to report at July meeting.

b) To consider how to develop Neighbourhood Watch Schemes in the village.

Following the positive response at the Annual village meeting by residents and Police officer, the PC resolved to encourage more Neighbourhood Watch Scheme at every opportunity – via the Newsletter , leaflets and at the Fun Weekend.

13. Matters relating to the Pavilion, Wale Recreation Ground

The clerk noted pest control was booked to deal with the mole infestation the following day. The Playground Action Group are to be asked to consider mole proof fencing within their proposal.

14. Allotments – nothing to report

15. Planning report: Four applications have been received

 S/0797/17/FL – 95 High St – application withdrawn

 Tree applications

 S/15882/17/TP – 19 Church St – fell diseased Ash tree with TPO – no objection

 S/1576/17/TC – 12 High St– felling of 2 trees – no objection

It was noted that trees cannot be worked on if birds are nesting. Cllr BL suggested the rules regarding tree works within a Conservation area should be publicised as she received frequent queries.

16. General Village matters

a) Risk assessment update regarding Bradmere Lane and pond

The land is not owned by the PC or anyone else. Historically it was for the use of LS residents. It is maintained periodically by volunteers and the Wildlife Group. PC records show the PC helped set this up in the 1990s but it is not clear if this could be construed as maintaining the land.

PT advised the insurers will only cover land for which the Parish Council either own or have responsibility for maintenance and upkeep

b) Request from LSEC for the Parish Council to have a stall at the Saturday event

Cllrs agreed to run a stall. It was suggested the reports from the Annual Village Meeting be displayed again. The stall would be used to recruit volunteers for Neighbourhood Watch and for the Good Neighbour/Mobile warden project. Details to be finalised at the July meeting.

c) Councillors Village walk report presented by Sarah Penn & David Munro

The report, with photos, was circulated prior to the meeting. It was found that overall the village was looking reasonable. However with the fine weather hedges encroaching on pathways is becoming a problem, particularly within Courtyards.

SP also reported trees were overhanging the pavements and obscuring village signs at several addresses in High St, Newton Rd and Church St.

The village gate on Whittlesford Rd is damaged. DM to ask if Bill’s volunteers could add it to their list. RH suggested painting it white to increase it’s effectiveness. DM suggested a poll on the Fete stall.

Pavements are still in a very poor state but are unlikely to meet the criteria needed before repair is considered. Of particular concern was the junction of Church St, High Street, Garden Fields and Hauxton Rd where visibility was adversely affected by cars parked on the stretch of road between Garden Fields and Hauxton Road.

Various options were discussed including the possibility of yellow lines. CN indicated how expensive this option was. Cllr RH asked that the report be sent to him and he will raise the issues at a meeting with Peter Taylor, Highways Agency.

Further discussion followed as to whether to publish Council Village Walk reports in future. Cllrs had mixed views on this.

d) Feedback from Annual Village Meeting

The meeting went well. It was felt that more should be done to encourage more villagers to attend. Possibility of a different time and location to be looked at next year.

18. Clerks correspondence

Reminder to all cllrs to update their register of interests – form to be circulated.

Cllr training is available next month at a cost of £30 per session. Cllr BL volunteered for the session regarding planning. Clerk to attend the session regarding budgeting

19. Any other business:

Signed __________________________________ Date _________________________

Chair, Little Shelford Parish Council