NOTE. This meeting was conducted Via Zoom under the temp. legislation

L01-20 | THE LOCAL AUTHORITIES AND POLICE AND CRIME PANELS (CORONAVIRUS)

(FLEXIBILITY OF LOCAL AUTHORITY AND POLICE AND CRIME PANEL MEETINGS)

(ENGLAND AND WALES) REGULATIONS 2020

Present: Andrew Hawthorn (Chair), Sarah Penn, Brie Lury, David Jones, Ken Turner, Richard

Patterson

Nick Sample (SCDC Cllrs)

Parish Clerk: Penny Tanna Members of the public: 3

1. Apologies received: None

2. Declaration of interests received: DJ chair of Cricket Club & SSYI Chair of trustees

3. Public Session: None Meeting resumed:

4. To resolve the Minutes of the Parish meeting held on 16th March 2020 are an accurate

record and be signed by the Chair as such (minutes circulated prior to meeting).

Minute: Agreed by all as a correct record, to be signed & dated by the Chair at the next

physical meeting.

5. Matters arising:

The issue of parking on the Wale has been raised again. As the problem is paused by the

lockdown, it is agreed to discuss the issue at the September meeting when the football season

may be starting.

Confirmation the Chair has cancelled the Annual village Meeting following NALC guidance. In

NALC’s view, the current Government guidance means that parish meetings should not take

place in person, including the annual meeting of the electors.

6. Co-option of new councillor.

The chair announced that David Martin has stood down as a councillor after over 14 years of

service owing to increased work commitments. He formally thanked him for the excellent

service he provided throughout that time. AH hopes the Parish Council will be able to mark and

honour his service when the pandemic measures are over.

Action: Clerk to notify the monitoring officer and carry out casual vacancy procedures.

Following the vacancy notice posted in September 2019 the PC has received one applicant

Jenny Moon. Cllr AH nominated Jenny Moon as new councillor. All members unanimously

agree to her co-option.

Minute: Jenny Moon has been co-opted on to the council. The members welcomed her

to the council. Action: Clerk to arrange for her signing of the declaration of acceptance

of office separately when lockdown procedures permit.

7. Allocation of Councillor’s responsibilities

Owing to the current restrictions during the Covid-19 outbreak, the Parish Council has taken

the decision to defer the Annual Meeting of the Council until May 2021.Cllr Andrew Hawthorn

will remain as the Chair until then.

Agreed: that all Councillors would assume the following responsibilities:

Position/ group 2020/21

Chairman Andrew Hawthorn

Vice Chairman Sarah Penn

Finance Andrew Hawthorn

Planning Brie Lury / Sarah Penn

Strategic applications Ken Turner + RP for transport development

Village Design Guide Andrew Hawthorn

Trees/Tree applications David Jones

Pavilion trustees Ken Turner, Sarah Penn

Wale Recreation Ground David Jones & Sarah Penn

Transport (Roads/buses) Richard Patterson, Andrew Hawthorn

Police liaison& NHW Jenny Moon

Village Hall Ken Turner

Phone box to be confirmed

Allotments David Jones

Church David Jones

Village Website/Newsletter to be confirmed

Entertainments Committee David Jones, Brie Lury

Good Neighbour Project Richard Patterson & Jenny Moon

GS Library Brie Lury

SCOWP liaison Andrew Hawthorn

8. County Councillors’ Report: Cllrs absent and no report. PT reported Cllr Cuffley has been

sending regular Covid-19 update emails which have been circulated as appropriate.

9. South Cambridgeshire District Councillors’ report:

Cllrs circulated an annual report prior to the meeting. This will be posted on the notice board.

The focus of District Council work has switched to dealing with the virus, with the cabinet led by

Cllr Bridget Smith. The annual report covered other issues which support the SCDC’s 4

principal aims.

a. Growth of local business: creation of a support team offering targeted advise & support.

b. Housing: More than 90 new Council houses are currently being built across six sites, with

around 170 more in the pipeline.

c. Green: The new Zero Carbon Communities Grant was introduced in May 19 to help local

groups reduce carbon emissions. Energy efficiency improvements at S. Cambridgeshire Hall in

Cambourne are planned. Pilot scheme to change to electric bin carts.

d. Modern and caring: The Community Chest Fund was increased to £50,000. Also just over

£20,000 will be made available to new and existing mobile warden schemes.

Cllr KT thanked NS for the comprehensive report.

10. To consider any action necessary in connection with Coronavirus issues.

The volunteer village support efforts coordinated by Charles Kingdon are still ongoing.

Minute: The Parish Council would like to thank all the volunteers for their services to the

community.

Hardship fund update. As discussed at the previous meeting, AH proposed, via email, the

setting up of a hardship fund of £2000 to help members of the community in need. John

Huntingon’s Charity (‘JHC’) in Sawston would administer the resulting grants.

The clerk reported all 6 cllrs emailed their consent to the proposal and the fund has been put in

place and advertised. AH reported a further £1300 has been added to the fund, donated by

local residents. 16% has been disbursed to date.

The measures needed for future reopening of sports ground and facilities were discussed.

The Pavilion is still closed. They will need to follow government guidelines when resumption of

renting activities is permitted.

It was noted that groups are using the ground & goalposts without social distancing. Signs are

displayed but AH & SP will monitor to see if it is a common occurrence.

Minute: Clerk is to inform the Cricket Club, Bowls Club and Football Trust: when

shutdown measures are eased and sport is permitted, they must confirm they will

strictly follow the guidelines of the Government and of their official sports body. A copy

of their risk assessment will be required before use of the grounds.

11.Update on Housing Needs scheme and the Community Land Trust option

No progress to report. Cllr Fane awaiting information from SCDC Housing Dept regarding Moor

Close.

12. Accounts: (documents circulated prior to meeting)

- To consider and approve the LSPC Financial statements for 2019-20

Minute: Resolved to approve the Financial Statements.

- Annual return. The Government has published regulations extending accounts and audit

deadlines in England for 2020. Accounts and AGAR are to be approved and published by 31

August 2020 at the latest. The period of public inspection can start any time after PC approval

of the AGAR as long as it starts by 1.9.2020 latest. The final audited set needs to be on

website/notice board by 30.11.2020 instead of 30.9.20

Clerk has booked the independent auditor LGS for 6the July. The AGAR statements to be

approved at the July PC meeting.

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

Payments to be presented for approval

Clerk fees - May 508.04

M.M. village maint/litter picking 320

HCGM - Verge cut 360

Total £1,188.04

Expenditure made prior to approval

JHC - Covid relief grant (emailed approval) 2000

Capalc renewal (emailed approval) 377.46

SLCC membership 126

Playsafety - Rospa report 124.2

Cambridge water - allotment water 23.56

LS Cricket Club - Roller hire 101.48

PT - April fees 508.04

HCGM - Wale grass cutting 120

SSE street lamp electricity - 3 months 59.26

SSE phone box electricity - 2 months 9.82

Total £3,449.82

Bank reconciliation to date

Total 36860.43

Income £15,236.00

Expenditure £7,638.19

Total £44,458.24

Cash balances C/A £ 47,085.92

Outstanding cheques -£ 2,627.68

Net £ 44,458.24

Resolved: the account balances were receive & payments list duly authorised.

- Consideration of draft standing orders – under review. Postponed to next standard physical

meeting.

13. Matters relating to the Pavilion & Wale Recreation Ground

- Consideration of the Rospa report (circulated prior to meeting)

The Rospa safety inspection of the children’s playground was carried out on May 4th. The

report, circulated to all members, indicates some low risk elements only. It was noted that

there are areas under equipment where grass has worn away and wooden fencing posts

are showing signs of decay. Clerk has provided a quote for the reseeding work

Minute: Cllrs resolve to accept the quote for £145 for groundwork needed. Action:

Clerk to arrange for grass areas to be reseeded during playground closure.

Minute: Council have read the Rospa report and noted the advice outlined within.

- Update on creation of management group for Wale grounds – postponed. DJ & SP to

discuss way forward.

- Report of hemlock on the grounds. AH met grass-cutting contractor onsite. Area will be

strimmed shortly. It was noted some areas of grass have not recovered and may need

reseeding next year.

14. Allotments & Blennies Patch

- To consider appointing Little Shelford Community Orchard and Woodland Project

(SCOWP) as an advisory committee and approving membership and terms of reference

(circulated). SCOWP are the group who are running the community orchard project.

Following legal advice from NALC, AH proposes formalising the relationship by appointing

SCOWP as an advisory committee to the PC. As such they have no autonomy. There is no

obligation for councillor membership of the committee but it would be good practice.

The terms of reference have been circulated prior to the meeting. The committee will

prepare an annual report for approval by the Parish Council with two sections:

a. Review of the year, with a financial report. b. Proposals for the coming year including

design changes, implementation, maintenance, community involvement, finance and

committee membership. SCOWP is expected to be largely self-financing through

donations and fund-raising. Use of Parish Council resources (e.g. grass cutting) and any

budget requests would be included in the annual proposal. Funds will be held by the Parish

Council in an earmarked reserve so it is clearly reported.

Cllr DJ proposed accepting the proposal, KT seconded.

Minute: Members unanimously resolve to appoint SCOWP as an advisory committee

with the agreed terms of reference. Members to include Chair: Mike Darsley,

Community Engagement: Richard Sainson. Secretary: Julie Darsley. Cllr AH to act

as liaison.

The Parish Council thanked MD for attending the meeting and for the efforts of all

involved in the project.

MD asked for an initial cut of the paddock circular area and path. Action: Clerk to liaise

with HCGM & DM to get an updated quote. Approval for a cut may be sought prior to

meeting to avoid delay.

- Allotments – Report & New site and rules for bonfire (circulated)

After consultation with some tenants a new site for the communal bonfire has been chosen

and a code of use drafted.

Minute: Members approve the measures and thank the tenants for their input. Clerk to

circulate information to all tenants.

15. Roads, Traffic and Police Report

- To review proposal for the 2020/21 Local Highways Initiative Scheme – a bid to improve

the Whittlesford Rd/High St junction – no progress. AH is awaiting an appointment with the

Highways officer to view the site. No consultation with the public has been possible. AH &

RP to discuss the way forward separately.

BL noted new white lines have finally been applied on Church St/Bridge Lane junction.

Clerk reported Newton Road will be closed overnight on 9.6.20 for rail repairs.

- Councillors village walk.

Pavements are poor state. Road surface of High St as well as Hauxton Rd/Newton Rd

Junction are very poor. RP to request a meeting onsite with Highways Officer to discuss.

16. Planning Report

- Planning Scheme of Delegation changes.

After discussion it was agreed the proposed scheme heralds a significant democratic deficit

and the changes removes the PCs only method of contesting planning decisions in the

normal process. Chair to make the SCDC cllrs aware of the PCs views prior to their

meeting.

b) Recent applications:

- 20/1081/TPPO – 3 Church St – 3m height reduction of Yew with TPO – no objection

- 20/1114/TTPO – 28 Courtyards – reduction in height of 3 trees - no objection

- 20/01568/S73 – 4 Church St – Change of conditions – landscaping & materials – BL noted

there was a delay in details being available on the website – no objection.

17. Clerks correspondence

- Website ownership status and accessibility of data on website.

Background: To reflect the need for accessing information online from public sector

organisations, The Public Sector Bodies (Websites and Mobile Applications) Accessibility

Regulations 2018 aim to ensure reasonable adjustments to websites are made, so they are

accessible to people with various disabilities. From 23 September 2020, all local councils

must have an action plan and an accessibility statement in place and would have started

work to their websites to become more accessible.

The clerk reports according to Capalc legal advice the regulations apply to Parish Council

websites, but if the website is a village website, run and owned separately, then it is only

the content the PC provides that must meet guidelines. Having checked the records the

clerk can find no information regarding the setting up of the website. Given the fact the PC

has no editorial control and receives no advertising income it does not appear to be owned

by the PC. DM has been running the website as a volunteer for some years and the PC

has refunded him the cost of the domain renewal each year. Ownership of the domain is

unclear.

The clerk advises following Capalcs suggestion of transferring ownership of the domain (if

indeed it belongs to the PC) to a community/volunteer group so it ceases to be a public

sector website. The PC could consider providing a grant to the group to improve

accessibility themselves.

Costs of a new website were discussed and estimated over £700 plus annual costs and cllr

time commitments to maintain content.

Action: AH to discuss status with DM. Matter to be resolved at next meeting.

18. Any Other Business for next agenda

- DJ The village weekend plans are still fluid but there may be a cricket match.

The PC will be kept informed.

- BL: The Entertainment Committee have distributed cheques of local causes

- Minute: Members give thanks to Libby Ahluwalia for producing the Lt Shelford

Magazine during the lockdown.

- Minute: Members thank David Jones for the VE events organised under Covid

guidelines.

The meeting ended 10:00pm

Next Parish Council Meeting: TO BE CONFIRMED - Monday 20th July 2020

Signed __________________________________ Date _________________________

Chair, Little Shelford Parish Council