Minutes of the September 2022 meeting – Great Gransden Parish Council

(These minutes of the September meeting are available in PDF form for offline reading and printing. Please note that all minutes are draft until approved at a subsequent Parish Council meeting.)

Those present were:

Nick Ginn, Chairman ;
James Catmur, Parish Councillor;
Nigel Day, Parish Councillor;
Cathy Davis, Parish Councillor;
Alan Rowbotham, Parish Councillor;
Chris Bane, Parish Councillor;
Andrew Pett, Parish Councillor;
District Councillor Richard West

… and 5 members of the public.

1. The meeting was opened at 7:30 pm with a silent prayer.

2. Apologies for absence. Apologies were received from Parish Councillor Michael Capps

3. Declarations of Interest. No declarations of interest

4. Minutes of the previous monthly meeting held on the 1^st August 2022 were approved and signed accordingly by the Chairman.

5. OPEN FORUM. The meeting was closed for five minutes. District Councillor

West gave a report on three issues:

EAST WEST RAIL
Huntingdonshire and South Cambridgeshire local representatives group received an invitation to attend a meeting later this month.
LONDON LUTON AIRPORT WORKING GROUP
He has been appointed to the London Luton Airport Member Cross Party Working Group the Conservative member with Councillor Ferguson. They will be acting as the Huntingdonshire District Council representatives and will join South Cambridgeshire District Council meetings to discuss the airports flight operations.
The purpose of this new group is to ensure that District members can meet ahead of the South Cambridgeshire meeting ensuring the wider District views are captured and shared with airport representatives.
HUNTINGDONSHIRE DISTRICT COUNCIL
At the end of September there will be a Place Strategy Engagement Workshop this is opportunity for members to discuss how best to serve residents of the district to make the district a good place to work in and live in. This follows last month’s Climate Strategy member’s day to discuss environment issues to mitigate climate change.

A member of the public enquired about the renewal of the Asset of Community Value status of the Crown & Cushion that had been minuted in April 2022. This has now been pursued at HDC as promised.

6. Matters Arising:

6.1. Neighbourhood Development Plan. Great Gransden Parish Council have submitted to Huntingdonshire District Council their Neighbourhood Plan under the Neighbourhood Planning (General) Regulations 2012. HDC have informed the Parish Council and residents of Great Gransden who have previously commented of the statutory Regulation 16 consultation on the Neighbourhood Plan. This is a further opportunity to shape the proposed Neighbourhood Plan. Here is a link to the consultation page where you can view all documents and make comments on the Plan:

https://huntsdc.objective.co.uk/kse/event/37052

Copies of the below documents are available for inspection at the below locations by appointment or at specified times:

Huntingdonshire District Council, Pathfinder House, St Mary’s Street, Huntingdon, PE29 3TN – during the hours of Mon-Thurs 8:45am to 5pm and Friday 8:45am to 4:30pm
Gransden Food and Wine, 6-8 Fox Street, Great Gransden, Sandy, SG19 3AA – during the hours of Mon-Fri 7:30am to 7:30pm, Saturday 8:00am to 7:30pm and Sunday 8:30am to 3pm
The Reading Room Café, The Reading Room, 18 Fox Street, Great Gransden, Sandy, SG19 3AA – on Fridays

If you wish to provide further comments, instructions are also attached on how to make comments online using HDC’s consultation system. The consultation will close on 7th October 2022 at 5pm. Alternatively, comments can be posted to the below address for the attention of Planning Policy or emailed to local.plan@huntingdonshire.gov.uk.

Any representations may include a request to be notified of Huntingdonshire District Council’s decision under Regulation 19 (decision on a plan proposal) in relation to the submitted neighbourhood development plan.

Planning Policy Team

Huntingdonshire District Council

Pathfinder House, St Marys Street

Huntingdon

PE29 3TN

6.2 Multi-Use Games Area. Councillor Ginn confirmed a meeting between local residents, the Chairman & Vice Chairman of the Parish Council and District Councillor West on Wednesday 7^th September at 18.30 hrs in the Reading Room to discuss progress. A letter had been received from HDC enforcement team on 11^th August regarding possible breaches of the conditions on use of the MUGA. Councillor Ginn had replied immediately, refuting a great many of the statements in the letter and outlining what the Parish Council are doing:

Regular visits to the MUGA after 8:30 to see if it is in use and if so advising those concerned of the opening times and asking them to leave.
Regularly publishing notices regarding opening hours in our village magazine
Posting on our local email group
Improved signage on the MUGA in multiple locations

He believes that the policy of education and inspection is working with the ultimate goal of reducing any disturbance after hours to virtually zero. He has received no reply. He has called several times and left voice messages,but still has not received a call back.

7. Playground Maintenance Quotes. Councillor Davis reported that the following work was urgently needed.

Existing Swing Resurfacing, including removal and disposal of existing wetpour to a registered recycling depot, stone foundation for drainage and new wetpour of 50 mm providing a 1.4 metre critical fall height.
Multiplay Unit: This includes replacing both existing hexigrip panels, edge repairs, site set up and labour

4 quotes had been received from

Online Playgrounds Total Cost: £7,192 including VAT. To include swing resurfacing, patch and edge repair, new hexagrip play panels and comrockholds on climbing frame
Setter Play Total Cost £13,371 excluding VAT. To include swing resurfacing and 2 bespoke climbing panels
Wicksteed Total Cost: £2,699 excluding VAT (only for swings wetpour)
Outdoor Places and Spaces Total £4985.00 excluding VAT

The Playing Field Committee would like to accept the quote received from Online Playgrounds for these repairs as this includes all the work that cannot be completed by the working party of volunteers organised by Councillor Bane.

Proposed: Councillor Ginn, Seconded: Councillor Day and carried unanimously.

It was also noted that Councillor Davis had applied for a CIL grant from HDC for upgrading the playing equipment and needed a letter of support from the Parish Council. It was agreed that this would be supplied.

8. Website.

Councillor Ginn enquired about the management of the Parish Council website. Councillor Day stated that prior to the May elections there had been other people who could contribute to the management of the website but that this issue needed looking at. The website is on WordPress and he promised that he would check that everything that should be visible on the site is showing as well as investigating the succession planning for the management of the site.

9. Open Forum Policy

Councillor Ginn had already circulated a copy of an Open Forum Policy attached as Appendix 2 (see below). It was proposed by Councillor Ginn, seconded by Councillor Day and agreed unanimously that this Policy should be adopted and reviewed annually as with other Council Policies.

10. Dog Poo Bins

It was agreed that with all the new housing in the village there is a need for more bins. The Clerk agreed to investigate the costs of purchase, installation and emptying for the next meeting as HDC will charge to clear these bins.

11. Clerk’s Financial Statement for August 2022. The sheet filed as Appendix 1 had been circulated. The statement was unanimously approved and signed by the Chairman. Councillors also noted the budget review as at the end of August 2022.

12. Cheques/Payments for Approval

Payments previously approved and paid since 1^st August 2022

1. The Mower Shed (Invoice 1232 £156.00)

(Outstanding Invoice paid under previously approved contractual agreement)

Cheques/ Bank Transfers payable September 2022

1. RFO expenses for August 2022 £26.83

2. HMRC – PAYE (period ending 5^th Oct 22) £0.00

3. Mr P King Expenses (Land searches for NDP) £47.94

4. Mr M Capps MUGA Signage (invoice attached) £40.00

5. Mr M Capps Fence Fix (invoice attached) £23.10

6. Human Capital Dept (Retained HR Support) £178.80

7. All Phase Electrical (Emergency works to RR Cottage) £1122.11**

8. RFO Salary (September 2022) £244.40

(28^th September 2022)

9. Caretaker Salary – August 2022 £577.40

(28^th September 2022)

Automated Payments payable August 2022

1. DD BT – Broadband Reading Room £38.78

(11^th September 2022)

2. DD SSE TBC*

(DD 18^th September 2022)

*Awaiting bill at time of publication.

**Item 7 was noted as emergency safety work and therefore needed separate approval as it did not fall under the three quotes rule. Proposed by Councillor Pett, seconded by Councillor Ginn and approved unanimously.

The other payments were proposed by Councillor Ginn, seconded by Councillor Day and approved unanimously.

13. Highways.

It was noted that:

The A421 has been given the go ahead.
Work has begun on the speed calming measures on Meadow Road.
The work that Speedwatch has been doing has had to be curtailed due to the lack of trained volunteers. Anyone out there who feels that they can volunteer please let the clerk know. This will be especially important once work commences on the A421 as the village will become a “rat run”.
The fallen kerb stone on the Sand Road/East Street junction is now dangerous and will be reported on the portal with photos.
The hedge that is 2 feet over the pavement on Middle Street was mentioned as it is becoming a hazard, needs a serious trim and will be reported to Highways.

14. Correspondence

14.1 Memorial Bench. A Parishioner had asked about the possibility of placing a memorial bench in the churchyard. There was general approval for the idea but clarification was sought on whether the Parishioner meant the Churchyard which is a closed graveyard operated by the PCC or the cemetery which is owned by the Parish Council?

15. Planning

There were no Planning applications to discuss

16. HR Committee Update.

In line with the Public Bodies (Admission to Meetings) Act 1960 this item was considered in closed session.

17. Date of Next Meeting.

The next meeting has been arranged for Monday 3^rd October 2022 at 7:30pm

This meeting closed at 9:10pm.

Appendix 2 Open forum policy

(the draft policy below was adopted by the parish Council at the september 2022 meeting, see item 9 of the minutes. It is included here for completeness, and the contents set up as a separate web page – that page may be amended from time to time, and thus should be considered definitive.)

PUBLIC PARTICIPATION AT PARISH COUNCIL MEETINGS

Meetings of the Parish Council are not public meetings but members of the public have a statutory right to attend meetings of the council as observers. They have no legal right to speak unless the Parish Council Chairman authorises them to do so. However, as part of its community engagement, Parish Council’s can set out a time for public participation at an agreed time when members of the public are invited to speak. Members of the public should not be involved in the decision-making of the Council. The Council should not make any instant decisions at the behest of members of the public on items that are not included in the agenda. As a matter of best practice the public forum will be kept separate from the debate of the councillors. If matters raised are not on the agenda for the meeting these can be used to form part of the agenda for a future meeting at the discretion of the Council. Members of the public are welcome to stay for the Council meeting after the public session as observers, but will not be able to join in the discussion unless invited to do so by the Chairman. Members of the public may be excluded by a resolution of the meeting for specific items which need to be discussed in confidence (e.g. staffing matters, tenders for contracts, some legal issues).

RULES

This session will be limited to a maximum time as set by Council.
The time for each member of the public to speak is limited to 5 minutes.
If more than one member of the public wishes to speak on the same topic then they should nominate one person to speak on their behalf. This will avoid duplication and make the best use of the public participation period.
Written statements must be received by the Clerk at least 3 days prior to the meeting.
Public Forum is an opportunity for members of the public to (a) make representations, (b) answer questions or (c) give evidence relating to the business to be transacted.
The Chairman has the right to say that any question or statement is inappropriate and will not be accepted.
Neither Councillors nor the Clerk should be put under pressure to respond immediately to comments made under public participation. Members of the public do not have a right to force items onto the council agenda nor to insist on how matters are recorded in the minutes.
A question raised by a member of the public during a public speaking session shall not require a response and there should be no debate or discussion between the Council and the public.
A brief record of topics raised at public participation will be included in the minutes of that meeting. But libellous, offensive and discriminatory comments will not be minuted.
If the issue is on the agenda then it will be discussed under the appropriate item. Members of the public are therefore requested to leave their contact details with the Clerk before leaving the Council meeting if they wish to receive a reply to their query.
All persons present will act respectfully towards every other person present and will not act in a manner that demeans, insults, threatens or intimidates him or her. All statements, questions and responses, challenges to statements, complaints or criticisms must be made politely.
All statements, questions and responses must be related to the facts of the matter and not be personal in nature. There should be no reference to personal views on any person.
Please note that offensive or threatening behaviour will not be tolerated. If a member of the public interrupts the proceedings of any meeting the Council reserves the right to curtail the contribution of that person and exclude a disorderly person.