Present:

Little Shelford Parish Council

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Little Shelford Parish Council

Minutes of Parish Council Meeting

Held on Monday 21st May 2018

 

Present: Andrew Hawthorn, David Martin, David Munro, Brie Lury, David Jones,

Ken Turner, Peter Fane & Nick Sample (SCDC Cllrs)

Parish Clerk: Penny Tanna Members of the public: 0

1. Election of Chairman & Vice-chairman

David Martin in the Chair invited the members to propose a new Chairman. It was proposed by BL and

seconded by DJ that Andrew Hawthorn should be Chairman. Agreed by all.

Minute: All councillors present signed the acceptance of office of councillor in the presence of the clerk.

Noted AH and SP signed prior to the meeting in the presence an officer of the council

Minute: Andrew Hawthorn accepted the Chairmanship & signed the Declaration of Acceptance of Office.

AH proposed Sarah Penn to be Vice-chairman, seconded by KT and agreed by all.

Minute: Sarah Penn to sign the Declaration of Acceptance of Office of Vice-Chair at the next meeting

AH offered a vote of thanks to David Martin. He thanked him for his chairmanship over the last 7 years. It is

a testament to his energy and leadership that so much was achieved during that time including a village

green and village sign, completion of the new Pavilion, the resurfacing of Garden Fields as well as the

creation and maintenance of the village website.

He then formally welcomed to the meeting the newly elected South Cambridgeshire District Councillors

Peter Fane and Nick Sample.

2. Apologies received : R. Patterson, D. Munro, S. Penn, K. Cuffley, R. Hickford.

3. Declaration of interests received: None

4. Allocation of Councillors’ responsibilities:

Agreed: that all Councillors would assume the following responsibilities:

Position/ group 2018/19

Chairman Andrew Hawthorn

Vice Chairman Sarah Penn (on acceptance)

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, Ken Turner, Sarah Penn

Wale Recreation Ground David Jones & David Munro

Playground project David Jones & David Munro & sub-committee

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

Police liaison Sarah Penn

Village Hall Ken Turner

Phone box David Martin

Allotments Clerk

Church David Jones

Website/Newsletter David Martin

Entertainments Committee David Jones, David Munro, Brie Lury

Good Neighbour Project Richard Patterson & Brie Lury

GS Library Brie Lury

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BL to check if Wacky Club & Rainbow need LSPC support to retain their presence at Gt & Lt Shelford School

5. To resolve the Minutes of the Parish meeting held on 19th March are an accurate record and be signed by

the Chair as such. (circulated prior to meeting)

Minute: Agreed by all as a correct record, signed & dated by the Chair

6. Matters arising (not covered elsewhere): Query as to whether the Village Hall accounts had been received.

DM confirmed a hard copy had been received & will circulate to cllrs.

7. County Councillors’ Report: Cllrs absent – no report.

8. South Cambridgeshire District Councillors’ report:

Cllrs PF & NS circulated a short report prior to the meeting. Cllr Fane gave thanks to the previous Cllrs

Charles Nightingale and Ben Shelton. He has worked closely with CN and admired his achievements in the

District Councils. They hope to build on these in the future but in their own style.

PF reported the District Council has now met the five-year housing land supply requirement which will help

curb opportunistic developers. He is working with GSPC on an affordable housing project using a local Rural

Exception Site. He would be keen to help LSPC in a similar way if there was interest.

9. To consider and approve the Annual Governance Statement 2017/18

The clerk circulated the Annual Return prior to meeting

Minute: Resolved to approve the specific answers given in Section 1 – The Annual Governance Statement

of the Annual Return for the Year Ended 31 March 2018. Signed by the Chair and Clerk.

10. Accounts (documents circulated prior to meeting)

a) To consider and approve the LSPC Financial statements for 2017-18

Minute: Resolved to approve the Financial Statements. Signed & dated by Chair.

b) To consider and approve the Annual Return Accounting Statements 2017-18

Figures were provided by the RFO and confirmed by Cllr AH. The bank reconciliation, explanation of

variances & cashbooks were circulated prior to meeting.

Minute: Resolved to approve the Accounting Statements. Annual return Section 2 signed and dated by the

Chair

c) To review the report from the internal auditor.

PT noted the audit had taken place on 15th May and a verbal report was given but the written report was

outstanding. The auditor raised minor procedural issues. He has signed the Annual Return.

Action: Internal auditors report to be reviewed in detail at the next meeting

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

Current account 45074.26

Deposit account 34107.68

Pavilion account 2030.7

81212.64

Less unpresented cheques 0

0

Uncleared receipts 0 0

Net bank balances 81212.64

Bank reconciliation at 21 May 2018

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Payments to be presented for approval

Clerk - Apr/May 960.86

Clerks expenses 18

MM - Litter removal 172

CGM - grasscutting 135.02

Capalc membership 269.64

Cambridge water 16.2

SSE - phone box electricity 2.64

C.C.C. - street lighting energy 16-17 156.66

SLCC membership 100

Total £1,831.02

Resolved: the account balances were receive and payments list duly authorised for payment

e) To consider and approve the annual Risk Assessment

A draft of the risk assessment, circulated prior to meeting, was discussed.

Minute: Council resolved to accept the Risk Assessment.

11.Roads, Traffic and Police report

Report postponed to next meeting.

PT reported receiving a request for another set of steps on the Hauxton Road steep verge.

Action – PT to contact resident for further information & site visit.

RP has requested renewal of white lines on the Church St/Bridge Ln/ Whittlesford Rd junction from HA.

9. Matters relating to the Pavilion, Wale Recreation Ground

a) Playground Project status – AH reported the contract has been placed with HAGS with a completion date

of 20th August. A pre-start site meeting has been booked. There are concerns regarding the exact location

of the Zip wire to be resolved at that meeting. Rough ground will need to be cleared and some trees

pruned. It is not budgeted but there is a small buffer amount which could be used if needed.

DJ noted all users of the grounds should be notified well in advance of the works commencing

Action: Clerk to ascertain if trees have will require planning approval.

b) Update on the track lighting project and pavilion road sign

AH had a pre-planning appointment with SCDC onsite. He is awaiting the report but will need assistance in

the application process. Cllr BL offered to help and to contact the architect responsible for GS Rec.

lighting.

Clerk reported she has not heard from Highways officer regarding the sign request.

AH noted the grass seemed to be recovering. DJ will action a new Wale sign.

Action: Clerk to contact cricket club for an update on the container.

12. Allotments

Clerk requested permission to let a large overgrown plot to a Sawston resident. The plot has been vacant for

3 years and there are spare plots for local residents.

Minute: Members approved the letting, to be reviewed in 3 years.

Clerk has received a request to change the No trees policy on the tenancy agreement. After some discussion

it was decided to retain the tree policy.

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14 . Planning report:

Recent applications :

- S/0792/18/FL – 44 Hauxton Rd – 2 storey front & rear extensions – no comment

- S/1272/18/LB – Manor House replacement of roof tiles – no comment.

15. General Village matters

- Invitation from LSEC for the PC to have a stall at the Saturday event. After some discussion it was agreed to

have a stall and to possibly feature the Good Neighbours project.

- Councillors walk report: AH walked the village. He noted the Navigator sign is very faded. The Winners

restaurant frontage is in a poor state. A hedge at Courtyards is obstructing the pavement.

The Bridge Ln notice board is deformed.

Action: Clerk to write to parties concerned. DJ to contact the Navigator management.

Cllrs KT & DM volunteer to carry out the next walk.

- Update on the Good Neighbours Scheme: they are organising a survey of the village to ascertain the

needs within the village. The questions are still being formulated.

- Annual village meeting matters arising. At the meeting the litter problem in Bradmere Lane was raised

despite the new litter bin. Clerk to place a notice in the picnic area. Also it was reported some deer heads

had been found in the lane. Clerk to investigate who this should be reported to if more are discovered.

The wood left in Bradmere Lane has been mostly removed with larger items still in situ.

Action: Site to be checked again at the next Cllrs walk.

16.Clerks correspondence

- PT asked all cllrs to complete the new Register of Interests form.

- General Data Protection Regulations (GDPR) will come into force on 25th May 2018. The clerk has begun

implementing the guidelines. She has completed a data audit and is seeking Contact details consent from

Allotment holders, some suppliers and NHW co-ordinators. It would be good practice to adopt a Social

Media Policy and Document retention policy.

17. Any other business:

- The PC is short of one cllr. Members are asked to actively seek a new cllr. Co-option after an election does

not require the advertising period.

- Villager of the year to be revived at the next Fun Weekend.

- BL suggested the PC contributing more regularly to the village magazine

- A tree warden is being sort for the village.

The meeting ended 10:00pm Next Parish Council Meeting: Monday 2

nd July 18

Signed __________________________________ Date _________________________

Chair, Little Shelford Parish Council