Little Shelford Parish Council minutes July 3 2017 Little Shelford Parish Council
Minutes of Parish Council Meeting Held on Monday 3rd July 2017
Present: David Martin, Andrew Hawthorn, David Munro, Sarah Penn, David Jones, Ken Turner, Brie Lury Charles Nightingale (SCDC Cllr) Roger Hickford (CCC Cllr) Parish Clerk: Penny Tanna Members of the public: 2
Agenda order altered with consent
1. Apologies received and approved: Richard Patterson
5. Co-option of to fill vacancy AH in the Chair explained that as DM had technically been absent for 6 months, he was not officially a cllr until co-opted. A Vacancy notice has been displayed as required with no responses from the public. Members unanimously agreed to co-opt DM to the council. DJ proposed DM to resume the role of Chair, seconded by CN and agreed by all. DM accepted the office. Minute: David Martin accepted the appointment and signed the Declaration of Acceptance of Office.
2. Declaration of interests received BL re planning application S/2082/17/VC
3. To resolve the Minutes of the Annual Parish meeting held on 22nd May 2017 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
4. Matters arising (not covered elsewhere) AH provided 2 options as to funding the £5000 allocation to the Playground project a. To call on the general reserves to cover the 5K and to increase the 18/19 precept to replenish the reserves. b. To take out a Public Works Board Loan. Interest rates are currently very low. There would be no impact on the reserves. It would spread the impact to the precept over a period of time. Loan repayment would be dependent on the amount borrowed and for what length of time. Funding loan repayments would require a small increase in the precept. The second option was generally agreed to be the most suited in principal. The final decision is to be made when the Playground Action Group has reached it’s funding raising target and requires the 5K.
6. County Councillors’ Report: Cllr Hickford received the list of highway issues from LSPC prior to his meeting with the Highways Dept. LS road repairs are now in the process of being completed. A workshop on development of the A1307 (Babraham Rd) is to be arranged sometime in September. He urged PCs affected to send representatives to the workshop. The Combined Authority and Mayor are working on a business case to extend the M11 towards Ely & A47. DM thanked him for his report and his efforts with the HA.
7. South Cambridgeshire District Councillors’ report: Cllr Nightingale noted that the Sports Village planning application has now been withdrawn
8. Accounts To receive account balances and authorise payments in accordance with the RFOs report PT circulated the bank balances & payments report prior to the meeting.
Resolved: the account balances were receive and payments list duly authorised for payment Action: AH/Clerk to present Budget report at next meeting
9. Roads, Traffic and Police Report A resident of Hauxton Rd spoke regarding the clerks letter about parking on H.Rd causing difficulties for traffic. Her opinion was that the parked cars were a benefit as they slowed traffic that often broke the speed limit and made it safer for the many cyclists. PT confirmed other recipients had contacted her with the same opinion. It was suggested the mobile speed sign may improve the situation. After some discussion, with no consensus, it was agreed that the PC should get professional advice from the HA regarding this and other problematic locations within the village. Action: Situation is to be monitored after speed signs installed. Cllrs & public invited to bring issues to the PCs attention prior to a meeting with a Highways Officer. The results are to be discussed at the meeting in November. Action: Clerk to write to the Lodge regarding rose bushes.
a) SP/DM Report on Neighbourhood Watch Scheme expansion meeting. Susu Scott hosted the meeting of volunteers interested in joining the NHW. The aim was to find 1or 2 representatives for each street. This was mostly achieved except for Moor Close, Garden Fields and a 2nd for Whittlesford Rd. Volunteers are still being sort for these locations. Action: The Chair called for anyone interested in joining an existing NW scheme or setting up a new one for their street, to contact the Parish Council for more information. The Cambridgeshire NHW organiser, Geoffrey Varley, outlined the role which primarily involved disseminating information by email based on alerts received from the police. It can be enlarged to include associated activities such as implementing community security measures, fundraising and socialising. It was requested that the PC consider funding NHW signs at all the entrances to the village. Clerk noted the signs cost £14 each & come with a bracket to attach it to existing posts. Minute: Cllrs agreed to purchase the necessary number of signs. Clerk to liaise with GV & existing NHW coordinators.
b) SP attended the Sawston Police Panel meeting. Most issues not relevant to LS though parking problems in GS were discussed. Other topics were the Safety Advisory Group for events and the Safer Spaces Project to be piloted in Sawston. SP will attend the SC Parish Council conference. The PC thanked her for attending.
c) LHI mobile speed sign – AH/RP to meet the project engineer on site to discuss sign locations, the equipment needed, whether new posts were needed and the costs. AH to make a list of sites.
10. Matters relating to the Pavilion, Wale Recreation Ground a) Progress on the new storage shed. PT reported the shed is due to be installed on 6th July. The removal of the container will be arranged by Ray Saich. The grounds will be closed during the removal. Minute: The PC thanked Neil Orpward and members of the cricket club for laying the paving slabs needed for the shed base. b) Arrangements for a stall at the LS Fun weekend. The Stall will display information on the new Mobile sign & Friendly neighbour initiative, with a possible separate stand for Neighbourhood Watch volunteers. BL suggested asking the SmartWater company to support the stall. DM asked cllrs to form rota to man the stall. c) To consider the need to adopt an Equality policy and a Safeguarding policy. These policies are a requirement for the Amey Cespa grant the Playground Action Group have applied for. The policies are not a legal requirement but are seen as best practice by Capalc and SLCC, both of whom supply template policies. Minute: The PC agrees in principal to the adoption of safeguarding & equality policies. Cllr DJ to formulate suitable policies for review and adoption at the next meeting on the 18th September. Action: DJ to organise some training for cllrs via the SSYI whose staff are fully conversant with safeguarding procedures.
11 . Planning report: Cllr BL attended an outreach training course on planning & recommended the course to others. 6 applications have been received
Signed __________________________________ Date _________________________ Chair, Little Shelford Parish Council The Parish Council accounts for 2016/17 are now available for inspection.The relevant documents are attached at the bottom of the page. 1. The notice of public rights – from 5.6.17 – 14.7.17 2. A summary of the publics rights 3. Annual Governance Statement 2016/17 (unaudited) 4. Accounting statements 2016/17 (unaudited)
Little Shelford Parish Council Minutes of Parish Council Meeting Held on Monday 22nd May 2017 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 Minute: David Martin accepted the appointment and signed the Declaration of Acceptance of Office. DM proposed AH to continue as Vice-chairman, seconded by RP and agreed by all. Minute: Andrew Hawthorn accepted the appointment & signed the Declaration of Acceptance of Office. 2. Apologies received and approved: David Jones (viewing by skype) 3. Declaration of interest received. DJ regarding tree application 4. Allocation of Councillors’ responsibilities: Agreed: that all Councillors would assume the following 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. Action: The clerk is to notify the Elections Office at SCDC and post a Notice of Vacancy for 14 working days. Minute: If no Bye-election is called for, councillors agreed to co-opt a new member. Clerk to advertise the casual vacancy if required. 6. Minutes of the meeting held 20th March 2017 (circulated prior to meeting) Agreed by all as a correct record, signed & dated by the Chair 7. Matters arising outside of existing agenda: None 8. County Councillors’ Report: Cllr Hickford reported the Annual meeting of CCC is to be held on 23rd May when positions of responsibility would be confirmed. He and KC will undertake to provide a written report prior to each PC meeting. 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 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 2017. Signed by the Chair and Clerk. 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. Minute: Resolved to approve the Accounting Statements. Annual return Section 2 signed by Chair. 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 Action: Clerk to seek advice from Capalc as to whether any corrective action is required. 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. Current account 32334.52 Deposit account 34084.7 Pavilion account 2026.83 68446.05 Less unpresented cheques Cheque no: 101340 -93 Cheque no 101341 -400 -493 Uncleared receipts 0 0 Net bank balances 67,953.05 £ Bank reconciliation at 22 May 2017 Payments to be presented for approval Clerk - Apr/May wages 917.00 clerk - expenses (paye) 25.80 Calpalc membership renewal 258.09 LS Bowls Club donation 1500.00 LGS - internal audit (ex vat) 75.00 Asgard shed To be confirmed 1635.00 Total £4,410.89 Resolved: the account balances were receive and payments list duly authorised for payment 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. Minute: Council approved the request to pay by direct debit for a period of 5 years. e) To consider the request from the Playground Action Group for further financial support. Susannah Manning, representing the Playground Action Group, addressed the cllrs prior to the formal meeting, requesting a second donation of £5000 for the Playground fund. The additional funds would strengthen their bid for a grant from WREN and subsequently from Amey Cespa. The group continues to actively fundraise with a Magic Night on 10th June and other grant opportunities were being pursued. DM thanked her for attending. 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. Minute: PC resolved to allocate £5000 to the Playground Project but only on the Action Group being successful in their grant applications with WREN and Amey Cespa Action: AH to provide options regarding the fund allocation and impact on reserves at July meeting 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. The Chair called for anyone interested in joining an existing NW scheme or setting up a new one for their street, to contact the Parish Council for more information. 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 April 17th. The report, circulated to all members, indicates some low to medium risk elements but no urgent issues requiring immediate action. It was noted that the wooden fencing posts, benches and tables are showing signs of decay. Given that equipment is likely to be replaced within 18 months, no action was deemed necessary. 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. Minute: Council have read the Rospa report and noted the advice outlined within. Council to reconsider the report at the September meeting in light of the Playground projects progress. 14. Allotments – nothing to report 15. Planning report: Four applications have been received S/1540/17/FL - 15 High St – Extension of porch – no objection 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. Action: Clerk to approach the tree officer for suitable information to publish. 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 Action: PT to seek further legal advice from Capalc regarding the issue of liability 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. Action: Clerk to write to property owners 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. Action: Clerk to write to houses on the street requesting they park considerately. 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 Minute: PC approved £60 expenditure on training An up to date Tree management regime needs to be formulated and actioned prior to a tree survey. Action: PT, David Jones & David Munro to take this forward 19. Any other business: Rugby - A request has been received from the Rugby club to use the Wale grounds for tag rugby in summer as in previous year. Approved provided it does not clash with cricket fixtures and they have the necessary insurance. Dog Fouling - DM reported that sadly there has been an increase in dog fouling across the village, especially in the Wale grounds. Not only is this unsightly it is a health hazard particularly for small children. The NHS says: Both dog and cat faeces can contain the eggs of the roundworm 'Toxocara'. These eggs can survive in the soil for several years. If they are ingested or inhaled by humans, they may cause eye, liver, brain and respiratory problems such as asthma, blindness, hepatitis and epilepsy. The Parish Council asks all dog owners to behave responsibly. If anyone sees dog fouling happening please report it directly to the Environment al Health Dept at South Cambs. DC. It can be reported online and is completely anonymous using this link https://scambs.jdi-consult.net/envirocrime/index.php. The meeting ended 9:35pm Next Parish Council Meeting: Monday 3rd July 17 Signed __________________________________ Date _________________________ Chair, Little Shelford Parish Council |
Parish Council Agendas and Minutes
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6 Dec 2016, 03:30 | David Martin | ||||
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30 Sep 2016, 03:40 | David Martin | ||||
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13 May 2016, 05:35 | David Martin | ||||
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12 Dec 2013, 14:36 | David Martin | ||||
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6 Nov 2013, 02:37 | David Martin | ||||
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14 Jul 2013, 06:32 | David Martin | ||||
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28 May 2013, 05:29 | David Martin | ||||
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Reports from Village groups and societies are attached below | 30 Apr 2013, 09:09 | David Martin | |||
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2 Apr 2013, 03:22 | David Martin | ||||
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28 Jan 2013, 05:30 | David Martin | ||||
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12 Dec 2012, 05:30 | David Martin | ||||
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8 Oct 2012, 00:48 | David Martin | ||||
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064 Minutes of the Little Shelford Parish Council meeting July 11 2012 | 16 Jul 2012, 12:38 | David Martin | |||
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Minutes of the Little Shelford Parish Council meteing May 2012 | 8 Jun 2012, 06:52 | David Martin | |||
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Reports to the Little Shelford Annual Village meeting 2012 | 8 Jun 2012, 06:51 | David Martin | |||
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Draft minutes of the Little Shelford Annual Village Meeting April 2012 | 8 Jun 2012, 06:50 | David Martin | |||
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Minutes of the Little Shelford Annual Parish meeting April 2011 | 8 Jun 2012, 06:45 | David Martin | |||
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Minutes of the Little Shelford Parish Council meeting March 2012 | 8 Jun 2012, 06:44 | David Martin | |||
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Minutes of the Little Shelford Parish Council meeting January 2012 | 8 Jun 2012, 06:42 | David Martin | |||
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Minutes of the Little Shelford Parish Council meeting November 2011 | 8 Jun 2012, 06:40 | David Martin | |||
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Minutes of the Little Shelford Parish Council meeting September 2011 | 8 Jun 2012, 06:39 | David Martin | |||
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Minutes of the Little Shelford Parish Council meeting July 2011 | 8 Jun 2012, 06:38 | David Martin | |||
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Minutes of the Little Shelford Parish Council meeting May 2011 | 8 Jun 2012, 06:29 | David Martin | |||
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Minutes of the Little Shelford Parish Council meeting March 2011 | 8 Jun 2012, 06:25 | David Martin | |||
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Minutes of the Parish Council meeting January 2011 | 8 Jun 2012, 06:23 | David Martin | |||
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Minutes of the Little Shelford Parish Council meeting November 2010 | 8 Jun 2012, 06:22 | David Martin | |||
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Minutes of the Parish Council meeting September 2010 | 8 Jun 2012, 06:20 | David Martin | |||
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Minutes of the Little Shelford Parish Council meeting July 2010 | 8 Jun 2012, 06:18 | David Martin | |||
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Minutes of the Little Shelford Parish Council meeting May 2010 | 8 Jun 2012, 06:16 | David Martin | |||
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Minutes of the Parish Council meeting March 2010 | 8 Jun 2012, 06:14 | David Martin | |||
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Minutes of the Parish Council meeting January 2010 | 8 Jun 2012, 06:13 | David Martin | |||
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Minutes of the Little Shelford Parish Council meeting November 2009 | 8 Jun 2012, 06:11 | David Martin | |||
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Minutes of the Little Shelford Parish Council meeting September 20 2009 | 8 Jun 2012, 06:10 | David Martin | |||
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Minutes of the Little Shelford Parish Council meeting July 2009 | 8 Jun 2012, 06:08 | David Martin | |||
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Minutes of the Little Shelford Parish Council meeting May 2009 | 8 Jun 2012, 06:07 | David Martin | |||
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Minutes of the Little Shelford Parish Council meeting March 2009 | 8 Jun 2012, 06:05 | David Martin | |||
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Minutes of the Little Shelford Parish Council meeting January 2009 | 8 Jun 2012, 05:50 | David Martin | |||
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Minutes of the Parish Council meeting Nov 26 2008 | 8 Jun 2012, 05:48 | David Martin | |||
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Minutes of the Parish Council meeting September 27 2008 | 8 Jun 2012, 05:47 | David Martin | |||
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Minutes of the Parish Council meeting May 28 2008 | 8 Jun 2012, 05:45 | David Martin | |||
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Minutes of the Annual Village meeting April 24 2008 | 8 Jun 2012, 05:43 | David Martin | |||
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Minutes of the Parish Council meeting March 23 2008 | 8 Jun 2012, 05:41 | David Martin | |||
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Minutes of the Parish Council meeting Jan 23 2008 | 8 Jun 2012, 05:39 | David Martin | |||
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Minutes of the Parish Council meeting November 28 2007 | 8 Jun 2012, 05:37 | David Martin | |||
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Minutes of the Parish Council meeting July 20 2007 | 8 Jun 2012, 05:35 | David Martin | |||
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Minutes of the Parish Council meeting May 20 2007 | 8 Jun 2012, 05:33 | David Martin | |||
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Minutes of the Parish Council meeting April 20 2007 | 8 Jun 2012, 05:31 | David Martin | |||
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Minutes of the Parish Council meeting March 20 2007 | 8 Jun 2012, 05:30 | David Martin | |||
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29 May 2015, 08:05 | David Martin | ||||
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2 Jun 2017, 00:42 | David Martin | ||||
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2 Jun 2017, 00:42 | David Martin |