Minutes of a meeting of Sawtry Parish Council on December 13th 2017
Present: Cllrs Riddle, Tuplin, Custance, Parkes, Whittaker, Ashley, Gadsby, Mulcrone, Alexander, Scott, Mynott, County Cllr Bywater, and 5 members of the public.
177/17 / Apologies For Absence – Cllr Laxton, Dist Cllr Tysoe178/17 / To Sign And Approve Minutes Dated November 8th 2017 – approved. Signed by Cllr Riddle.
179/17 / Matters Arising From Previous Minutes (for information only) – none
180/17 / Members’ Declaration Of Interest for items on the Agenda – none
181/17 / Co-option to fill vacancies – no-one present
Public forum – meeting suspended.
A resident addressed the Council regarding the use of the car park at the Ex-Servicemen’s Club.
Another resident, a representative from Sawtry Youth Project, thanked the Council for their support of the all wheeled facility.
182/17 / To Receive Reports From Representatives Of Outside Bodies
Sawtry Internal Drainage Board – nothing to report
District Council – Cllr Tysoe, not present
District Council – Cllr Tuplin – The District Council are considering approval of the draft District Plan at their meeting tonight. If approved this will be referred to the minister to decide whether it can go ahead, when approved it will cover the next 20 years.
County Council – Cllr Bywater – the County Council have agreed to make a £2million capital grant to Sawtry Academy. Cllr Bywater is still waiting for a response to his letter to the Police and Crime Commissioner expressing concern at the increase of crimes in Sawtry. The County Council are in the process of setting their budget for the next financial year.
Cllr Tuplin thanked Cllr Bywater for his support of the Village Academy.
183/17 / To Receive The Chairman’s Report – nothing to report.
184/17 / To Receive And In So Far As Required, Ratify Recommendations Contained In The Minutes Of The Following Committees (attached to this Agenda as listed)
Amenities / November 15th – approved. Appendix 1
Community / December 6th – approved with amendment that Cllr Alexander be removed from the attending list. Appendix 2
Cllr Mynott reported on the display in the Old School Hall of the proposed plans for the all-wheeled facility on December 6th. There were 58 visitors, and 41 left written responses. The age range of respondents was 6 – 70. All were in favour of the facility.
It was noted that the display was also included on the Parish Council website, Sawtry Scene on face book, on village noticeboards, and in the Sawtry Eye, requesting comments between December 1st and 12th. No comments have been received.
It was proposed that the Parish Council support the installation of the all wheeled facility – this was agreed by majority.
It was agreed by majority, that the excess from the sale of the firework tickets of £72 was to be donated to the Sawtry Food Bank.
It was agreed by majority, that the Parish Council have a representative on the steering group of the Sawtry Food Bank.
Carols at the Old School Hall – it was agreed that as the village carol service had been cancelled due to bad weather that a collection would be taken at this event and given to the two charities as agreed for the village carol service – a refugee charity, and Sawtry Food Bank.
It was agreed that a donation up to £500 could be made to the local farmer who was going to be asked to help with moving the beacon from the Academy grounds to St Judith’s Field. If the costs were more than this it was to be referred back to Full Council for consideration.
Finance and General Purposes / November 22nd – approved apart from item 8 – setting of the precept which is covered later in this agenda. Appendix 3
Planning / November 22nd – approved. Appendix 4
December 13th – approved. Appendix 5
It was agreed that the neighbourhood plan was to be an agenda item on January 25th meeting.
185/17 / To Report Any Changes To Committee Membership – none
186/17 / Financial Report:
1.To note summary of Receipts and Payments and Bank Reconciliation as at November 30th 2017 – noted. Filed separately.
2.To agree precept request for 2018/19 – it was noted that due to an omission of £14,000 from the protected budget for planned highways improvements, the figures from F & GP increased to a precept of £145,917. This was agreed by majority.
Cllr Tuplin advised that in the last 10 years the Council Tax that individuals paid had only increased 3 times, this is due to the increase in the number of houses. The average increase was 0.3% a year over the last 10 year period.
To Approve Payment And Signing Of Cheques: Payments were approved and cheques were signed by Cllrs Custance and Scott.
Cheque
No / Inv No / Budget Heading / To / Amount / NET / VAT
306460
-
306464 / 189
-
193 / Salaries and Wages for 5 members of staff / Admin / 4335.13 / 4335.13 / 0.00
306465 / 194 / Clerk Membership / SLCC / 233.00 / 233.00 / 0.00
306466 / 195 / Subscription / Cambridgeshire ACRE / 55.50 / 46.25 / 9.25
306467 / 196 / Bus shelter repairs / Village Glass and Glazing Ltd / 277.20 / 231.00 / 46.20
306468 / 197 / Local Councils Update Subscription / CommuniCorp / 100.00 / 100.00 / 0.00
306469 / 198 / Property Maintenance / ESPO / 123.19 / 102.65 / 20.54
306470 / 199 / Property Maintenance / Plumb Right / 270.00 / 225.00 / 45.00
306471 / 200 / Christmas Trees / St Andrews Nurseries / 86.40 / 72.00 / 14.40
306472 / 201 / Parish Van Diesel / Maritime Transport Ltd / 53.79 / 44.82 / 8.97
306473 / 202 / S137 Donation / Sawtry Colts Football Club / 1000.00 / 1000.00 / 0.00
306474 / 203 / Village Maintenance / Arthur Ibbett Ltd / 41.89 / 34.91 / 6.98
306475 / 204 / Property Maintenance / AGE Electrical Services Ltd / 64.80 / 54.00 / 10.80
306476 / 205 / Sawtry Show / Sawtry Village Academy / 100.00 / 100.00 / 0.00
306477 / 206 / Village Maintenance / Davies Contracting Ltd / 540.00 / 450.00 / 90.00
306478 / 207 / Grass Cutting / The CGM Group (East Anglia) Limited / 3651.78 / 3043.15 / 608.63
306479 / 208 / Office Expenses / Viking / 95.24 / 79.37 / 15.87
306480 / 209 / Property Maintenance / S G Electrical Services Ltd / 229.20 / 191.00 / 38.20
TOTAL / 11257.12 / 10342.28 / 914.84
188/17 / To Note Direct Debit Payments – noted
CCC Pension Fund – Pension Contributions – £1811.80
HMRC – Tax & NI Payments – £1395.16
HDC – St Andrews Rates - £69
Eclipse Internet - £17.94 (£14.95 net)
189/17 / Correspondence – noted
For Information:
- Update from LCPAS – fees remaining the same, training team expanding
- Update from Police and Crime Commissioner – 50 extra police officers, reduction in number of PCSO’s
- Notification of external auditor appointments and agreed fees for 2017/18 accounts
- Thank you from British Legion for donation
- Local Councils Update – Nov, Dec 2017
- ICCM Journal – Winter 2017
190/17 / Notes from training courses attended by the Clerk – Data Protection and Local Government Pension Scheme – circulated. Noted
191/17 / Exclusion Of Press & Public - To Resolve That the press and public be excluded from the meeting because the business to be transacted contains sensitive information.
192/17 / F & GP Nov 22nd – Private Minutes available at the meeting.
Staff recruitment – verbal update from Clerk
193/17 / Next Meeting – January 10th 2018 at 7.30pm
Appendix 1
Minutes of a meeting of the Amenities Committee held on November 15th 2017
Minute/Statutory
Power / Present: Cllrs Riddle, Ashley, Custance, Whittaker, Tuplin, Gadsby, Mulcrone, Parkes, Janet Spencer (Tree Warden), 5 members of the public.
Public Forum – a member of the public spoke regarding item 7.1.2
1 / Apologies For Absence – None
2 / Minutes of Last Meeting – September 20th – noted
3 / Matters Arising From Previous Minutes (for information only) – none
4 / Members’ Declaration Of Interest for items on the Agenda:
7.3.1 Cllr Whittaker – personal interest
5.2 Cllr Custance – Chairman of Sawtry Internal Drainage Board (SIDB)
5 / Sawtry Sports and Leisure Association (SSLA):
5.1 Update from Parish Council representative on committee – Cllr Tuplin advised that finances seem to be ok. A system of charging 5% on bills unpaid after 30 days has been introduced. The firework display was very successful and well organised.
5.2 Maintenance of Black Horse Drain (North edge of Greenfields) – belongs to SIDB but not maintained as not needed. SSLA would need to carry out and pay for works themselves with permission from SIDB and adjacent land owner for access.
5.3 To note discussions with CARESCO ‘Man Shed’ project – problems with storage at Community Centre so wood being stored at Greenfields.
5.4 It was proposed that a review of the current lease is undertaken regarding maintenance of the building.
6 / Allotments:
6.1 Clerk Update – appendix 1. It was agreed that the Chairman could agree the costings for laying of weed proof membrane as could not wait until next meeting. The Clerk to contact Anglian Water re the re-siting of the water meter at The Mulberries. If not successful to be referred to the solicitor representing the Parish Council in the transfer of the allotments from Persimmon.
It was agreed to recommend to F & GP in February when reviewing rents and fees that the deposit charged for allotments is increased to cover the costs of putting right neglected plots.
6.2 Referred from previous meeting – to consider fencing of allotments at St Judith’s. Following a site visit and discussion it was agreed to leave the fencing as it was. No further action required.
7 / 7.1 Green Spaces:
7.1.1 St Judith’s Field – request from allotment holders for sign on gate – keep access clear – it was agreed to recommend to Full Council to have a sign made and put up.
7.1.2 Dog exercise area – request from residents to make perimeter of field secure, to keep dogs in – it was agreed to recommend to Full Council that the two edges of the field which are currently hedged to have additional post and wire fencing installed.
7.2 Play Areas – nothing to report
7.3 Cemeteries:
7.3.1 St Andrews – plan of site for new benches – agreed. The first bench to be purchased to be the one near the cremated remains area. As agreed at Full Council the design would match the one near the children’s area. Additional benches to be installed as and when required.
8 / Tree Warden Report – nothing to report.
9 / Strategic Planning/Future Projects:
9.1 It was agreed that the siting of the agreed gym equipment would be near to the path. The contractors to be asked for advice at the time of seeking quotes.
9.2 To consider in the future – four slides of different designs built into the mound at St Judith’s with play equipment at the top to entertain children while they are waiting for their turn.
10 / Budget Planning for 2018/19 – it was agreed to recommend to F & GP that the budgets remain the same as 2017/18. To request F & GP to include a new budget heading ‘Future Buildings Projects’ and add £20,000 to the budget initially.
11 / Report from Lead Councillors/Clerk on review of risk management policies for:
11.1 Allotments – Cllr Ashley – reviewed November 2017
- Change risk assessment ‘impact of vermin’ to high
- Include health and safety information on tenancy agreement regarding storage and use of herbicides, pesticides, and weedkillers
- Make tenants aware of the dangers of compost bins catching fire
- Next Amenities agenda item – sheds on the allotments
11.3 Land – Cllr Laxton – not yet completed
11.4 Open Spaces – Cllr Laxton – not yet completed
11.5 Play Areas – Cllr Riddle – not yet completed
11.6 Benches – Cllr Mulcrone – completed November 2017 – all items controlled.
12 / Date of next meeting – February 21st 2018 at 7.00pm
Appendix 1Allotment Report
St Judith’s 7 allotment holders have failed to respond to requests for payment and tidying of plots so their tenancies have been cancelled. There are also two vacant plots that have been given up recently, both due to illness.
There are a total of 7 full plots and 2 half plots available. Two people have enquired and I am waiting for them to get back to me on which plots they would like.
We have received a quote for clearing the plots - £41 each, I have also requested what the additional costs would be to add a weed proof membrane to the plots once cleared so that they will be ready for taking over without any further costs to the Council. I hope to have this information at the meeting on Wednesday.
I have received a request from an allotment holder that some of the CIL money is used to fence off the allotments.
The Mulberries All 10 plots have been allocated, we are just waiting for the paperwork from Persimmon and we can go ahead with the tenancy agreements.
I have queried the positioning of the water meter which is a long distance from the taps. I have asked Persimmon for their Anglian Water contact so that we can discuss this with them.
We have two people on the waiting list.
Diane Davis
November 2017
Appendix 2
Minutes of the Community Committee held on December 6th 2017
Present: Cllrs Mynott, Tuplin, Custance, Laxton, Ashley, Mulcrone, Gadsby, Whittaker, Parkes
Representatives from –Carnival (Julia Keighley), CARESCO (Elizabeth Coates), St Benedict’s (Roy Dunn), Methodist Church (Liz Coates)
1 / APOLOGIES FOR ABSENCE – Cllrs Riddle, Laxton and Alexander.Alan Taylor (Methodist Church), Tony Stefanelli (St Benedicts), Teri Epton (Sawtry Youth Project), Sarah Wilson (Village Academy)
2 / MINUTES OF THE LAST MEETING – October 4th 2017 – noted
3 / MATTERS ARISING FROM PREVIOUS MINUTES (for information only)
4 / MEMBERS’ DECLARATION OF INTEREST for items on the Agenda – none
5 / COMMUNITY GROUPS UPDATE:
5.1 Junior Academy – not present
5.2Village Academy – not present. Cllr Tuplin reported as a governor that the academy had been given £2m by the County Council for building improvements
5.3Youth Club – the figures for attendance for the first half of this term had been circulated to members. The connexions bus team are looking at ways of improving attendance.
5.4Sawtry Youth Project – not present. The Clerk reported that they thanked the Parish Council for hosting the exhibition of the proposed all wheeled facility. The frost fayre on Saturday was attended by over 500 people and was very successful.
5.5 All Saints – not present
5.6 Methodist – the plans for the Churches Together Community Carols at the Village Academy on December 10th are organised. The donations will be shared equally between a refugee charity and Sawtry Food Bank. Donations of food for the food bank will also be welcome.
5.7 St Benedicts – St Luke’s are continuing to provide transport for Father Jeffrey to attend Sawtry. St Benedicts provided the refreshments at a recent community churches event at the Methodist Church. The monthly tea and coffee events raise money that is shared between a national charity, priests’ training, and a local charity which is currently PE4 which is a homeless charity in Peterborough.
5.8 Sawtry Show – Cllr Tuplin advised that they have a new chairman. They should be sorting out their own bank account very soon.
5.9 Sawtry Carnival – the 2017 accounts are now complete and the committee have agreed to make a community donation of £350. This year it has been decided to give it to Girl Guiding, Sawtry.
5.10 CARESCO – the committee members are changing, some standing down and some new volunteers. The food bank are on the look-out for more volunteers. They have two new collection points in the village – John Green’s, and Buttons and Bows. Buttons and Bows and Hunts Community Council are both now agencies approved for giving out vouchers. They are making up 20 Christmas hampers for people in the village.
Dementia Friends – several training courses have been held locally. Looking at
extending this to businesses in Sawtry with an aim of making Sawtry a Dementia
Friendly Village. The Committee recommend that the Parish Council come on
board with this initiative and arrange a training session.
Next committee agenda – to consider the provision of a defibrillator on the
Old School Hall wall for the benefit of users of buildings around the car
Park. CARESCO to provide more information to that meeting.
6 / FEEDBACK ON PLAY PROVISION DISPLAY DECEMBER 6th – Cllr Mynott reported that 58 people had attended the exhibition and several had left comments. These will be collated and presented to Full Council next week.
7 / POLICE UPDATE/CRIME FIGURES – recent figures relating to car crime were reported.
The Clerk was requested to put a reminder on face book and the website to residents to not leave items on display in vehicles. Also to include a reminder to cyclists to have lights on their bikes.
8 / FINANCIAL REPORT:
8.1 Summary of receipts and payments – noted
8.2 Letter from Connections Bus Project re costs of youth club provision 2018/19 – it was noted that the proposed budget of £6,500 would cover the 1% increases in charges. It is recommended to Full Council to continue to fund the youth club as it is a very worthwhile project.
8.3 Income from Firework Display 2017 – this was £72 more than the cost of the fireworks. Referred to Full Council for a decision on whether to keep this in council funds to cover previous year’s losses, to return to SSLA, or to make a donation to a village project.
8.4 Proposed budget for 2018/19 – figures proposed by F & GP Committee approved.
9 / Commemoration of the end of World War 1 – Cllr Alexander will update the Committee at the next meeting, he is in discussion with the Church Wardens and British Legion.
10 / Support for Sawtry Food Bank – Cllr Gadsby reported on the plights of some of Sawtry residents and feels that the Parish Council should be showing their support for the community. It was recommended to Full Council that a representative from the Council attends the steering group meetings and reports back to Full Council meetings.
11 / Carols at the Old School Hall – December 18th. Cllr Mynott advised that the plans are in place, Revd. Alan Taylor will be in attendance, Matt Coates will play the music. Help required with the serving of mulled wine and mince pies – Cllrs Mulcrone, Gadsby, and Parkes offered to help.
12 / Moving of Beacon – it was agreed to recommend to Full Council that a donation to a local farmer for the borrowing of machinery to transport the beacon from the Academy site to St Judith’s Field be paid for out of the Village Maintenance budget.
13 / NOTICES & CORRESPONDENCE:
13.1 Half term update on youth club – noted. Discussed at item 5.3
14 / NEXT MEETING – March 7th 2018 at 7.00pm
Appendix 3 Minutes of the Finance and General Purposes Committee meeting held on November 22nd 2017
Present: Cllrs Riddle, Scott, Mynott, Laxton, Tuplin, Gadsby, Alexander
1 / Apologies For Absence – none2 / Minutes of Last Meeting Dated 27 September 2017 – noted
3 / Matters Arising From Previous Minutes (for information only) – none
4 / Members’ Declaration Of Interest for items on the Agenda: None
5 / Property:
5.1 To note annual PAT testing took place on November 9th – noted
5.2 Car Park markings – it was agreed to recommend to Full Council that this work is carried out.
6 / 6.1 Financial Report to end of October – noted
6.2 Bank reconciliation to end of October – noted
7 / To consider payment of staff wages by BACS – it was agreed to recommend to Full Council that this goes ahead. One of the cheque signatories to be present when the Clerk makes the payments.
8 / Budget Planning for 2018/19 – precept request prepared for approval at Full Council – attached
9 / To note precept request due at HDC by December 15th – noted
10 / It was noted that all the health and safety risk assessments listed below had been reviewed. Recommendations to meet all conditions contained in a separate report – filed separately.
10.1 Car parks – Cllr Laxton
10.2 Code of Conduct – Cllr Riddle
10.3 Council meetings – Cllr Riddle
10.4 Council property and documents – Cllr Riddle
10.5 Employment of Staff – Cllr Tuplin
10.6 Financial Management – Cllr Tuplin
10.7 Meetings of the Council – Cllr Riddle
10.8 Provision of office equipment – Cllr Laxton
10.9 Website – the Clerk
10.10 Buildings – Cllr Laxton
10.11 Water Supply – the Clerk
12 / Staffing Matters:
12.1 To note advert for new member of staff will be published on 1 December – noted
Exclusion of the press and public – none present.
12.2 Resident letter – Private minutes recorded separately.
13 / Next meeting – February 28th 2018 at 7.30pm
Appendix 4