Minutes of the April 2023 meeting

(These minutes of the April 2023 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.)


Minutes of the Parish Meeting held on 3rd April 2023.

Those present were:

  • Nick Ginn, Chairman;
  • Andrew Pett, Vice Chairman;
  • Chris Bane, Parish Councillor;
  • Michael Capps, Parish Councillor;
  • James Catmur, Parish Councillor;
  • Cathy Davis, Parish Councillor;
  • Nigel Day, Councillor ;
  • Alan Rowbotham, Parish Councillor.

Also present: District Councillor Richard West & 7 members of the public.

  1. The meeting was opened immediately following the close of the Annual Parish Meeting at which the silent prayer was held.
  2. Apologies for absence.
    None.
  3. Declarations of Interest:
    None.
  4. Minutes of the previous monthly meeting held on 6th March: The Minutes were proposed by Councillor Pett, seconded by Councillor Catmur and unanimously approved (excepting Councillor Day and Councillor Ginn, absent on 6th March).
  5. OPEN FORUM: The meeting was closed for 10 minutes to enable members of the public to bring any matters to the attention of the Parish Council.

Proposed development 16 Sand Road: A nearby resident noted that the plans had been updated, but their original concerns remained. Noted however, that the Parish Council has not been informed. HDC to be notified that the Parish Council wishes to be informed of changes to this and any other planning application where it has made comment.

MUGA: A resident was pleased to understand that the MUGA has the correct ‘rubber’ washers and that other sound reduction measures are being looked into in detail.

District Councillor Richard West provided a written report and elaborated on issues and his concerns: a) consultees to planning applications should be notified when material alterations are made, b) Great Gransden Neighbourhood Plan – noted the great support for the Plan by HDC councillors, c) Local Plan revision – great concerns about the renewed call for sites (consultation closes 7th June 2023); noted that the Neighbourhood Plan was the only protection against many developments as parish council representation to applications seems to count for very little, d) Crown & Cushion – concerned about the lacklustre response from HDC, e) Mandene / Dutton gardens open spaces – concerned that the issues should be resolved quickly, f) E-W Rail – definitive route will be announced in May, g) Luton Airport flight paths – noted that the runway is apparently rather short which is a major cause of jets screeching when they descend fairly steeply.

  1. Matters Arising:
    6.1. Neighbourhood Development Plan: The Plan has been made (adopted) by HDC. Agreed, one hard copy of the Plan to be produced. A GGPC councillors’ workshop will be held on 13th April to look at the implications and implementation of the Plan. Councillor Catmur will also lead discussion on the two HDC Local Plan consultations which both require responses by 10/5/2022 – a) Settlement Hierarchy Methodology and b) Land Availability Assessment Methodology.

6.2 Litter Bins: HDC was again emailed on 30/3/2023 with as yet no reply.

6.3 Blocked Brook: The dead tree & any other materials will be cleared when the water level of the brook has gone down. Nothing is actually blocking the flow.

6.4 Crown & Cushion:
• Councillor Rowbotham raised the concerns of deteriorating fabric of the building and removal of window boxes leaving metal brackets sticking out over the pavement. Noted that the Asset of Community Value (AVC) registration runs out on 23rd July. Agreed to take this matter forward at the next (May) Parish Council meeting. Noted that the planning permission granted for an ancillary dwelling has now lapsed as apparently no works have taken place.
• ‘Open the Crown & Cushion’ committee report: The group is seeking the support of county and district councillors. A reply has now been received from HDC on the situation. To challenge the planning decision a judicial review would be required which would be extremely costly. The group will be running a pop-up pub at the Reading Room on Sunday 7th May, 1-5pm.

  1. Playground:
    7.1 Playground maintenance contract: a) sports field contract – proposed increase in fees for grass cutting: Concern was raised that the sports field had recently been cut when the ground was saturated / underwater. Noted that the firm had until then done a good job. Agreed that an explanation be sought as to why this had occurred, together with a request that ground conditions be assessed before future cutting. Councillor Pett proposed the renewal of the contract, with the proviso of future ground condition assessments and proof of cuts taking place. This was seconded by Councillor Day and unanimously approved. Clerk to action.
    b) Playground safety inspection: RoSPA will undertake the equipment safety inspection in April / May.
    7.2 MUGA sound reduction:
    ‘Rubber washers’ – correspondence with the supplier and firm that put in the MUGA has now ascertained that the washers in place are the most suitable and made from EDPM. Councillor Capps noted that the right torc setting needed to be known.
    Backboards – the firm that put in the MUGA cannot source sound reducing backboards from the manufacturer or replace them from elsewhere. Councillor Ginn will take up the matter with the firm. Noted that the fitting of new backboards would be costly at probably £800+.
    Notices on MUGA fence: Councillor Capps has put a rubber insert behind the notices to help reduce vibration noise.
    A resident has offered to pay for one cycle of the sound reduction measures, if taken forward by the council. This offer was gratefully acknowledged in the first instance.
    7.3 Public Relations: The MUGA usage information was publicised again at the end of March on Touchbase and in the Roundabout newsletter. It was decided to take the MUGA use information to the new residents at the ‘Welcome Event’, rather than produce a leaflet.
  2. Reading Room Cottage Water Supply: This matter has not been progressed. Noted the cost of a flow meter / counter is £30-40. A plumber will be sought. The Chair of the Reading Room noted that the current water bills equate to approximately 10% of the Reading Room costs.
  3. Reading Room: Building Project: A report on the Development Consultation has been supplied to the Parish Council. The response to the development proposals has been largely positive. A further set of questions to consider, has been collated from the responses. The concerns were again expressed at the large increase in costs and the need to talk to ‘Conservation’ about the proposals in relation to the listed building status. The Reading Room Committee asked the Parish Council to support the next steps: a) a grant application(s) and b) a discussion with the planning department. This was proposed by Councillor Pett, seconded by Councillor Ginn and approved with one abstention.
  4. Car Park Lighting – Reading Room / Playground: Councillor Rowbotham reported that an estimate for low voltage lighting would be £450, including a sensor, on the normal electricity supply and if set at 1 metre high, would light half the trackway. This lighting could be put on the fence. However, the fence would need to be repaired first. Noted that the lighting proposal should actually be looked at in relation to the Reading Room development project. Agreed to take this to the Reading Room Committee.
  5. Welcome Event for new residents to village 22nd April – Donation request for £100 to support the event: The support of £100 for the event was proposed by Councillor Pett, seconded by Councillor Catmur and unanimously agreed.
  6. Jubilee Celebration
    • Working Group donation request for £250 to support the event on 7th May: The support of £250 for the event was proposed by Councillor Davis, seconded by Councillor Ginn and agreed with two abstentions.
    • 8th May – Volunteering Day: Agreed that a list of local volunteering possibilities would be produced and publicised at 7th May event. Councillor Ginn will finalise the list.
  7. Green Space Land North East of Mandene Gardens. S106 Agreement under planning application 17/01375/OUT: HDC has not yet replied to Councillor Pett’s most recent email. Noted that the current key points were to obtain a site meeting with HDC and to obtain from HDC, the monies agreed for the GGPC slide that was removed due to the housing development.
  8. RFO’s Financial Statement for October 2022 and Budget Review: The sheet filed as Appendix 1 had been circulated. The Statement was proposed by Councillor Pett, seconded by Councillor Ginn and unanimously agreed.
  9. Payments for Approval:
    Noted that there will be a reimbursement of 15.5 below, from the Reading Room account. The payments below were proposed by Councillor Pett, seconded by Councillor Catmur and unanimously approved by the Council.

Payments for approval at the Parish Council meeting on Monday 3rd April 2023:
Cheques/ Bank Transfers payable April 2023

  1. RFO expenses for March 2023 £15.59
  2. Human Capital Department £178.80
    (Retained HR support)
  3. DM Payroll Services Ltd £132.00
  4. Buchans Landscaping £185.90
  5. bb+c architects (RR Committee) £2003.40
  6. Mr R McIntosh £7.50*
  7. Clerk’s Salary – Apr 2023 £466.44
  8. RFO Salary – Apr 2023 £244.40
    (28th April 2023)
  9. HMRC – PAYE (period ending 5th May 23) £116.40
  10. Tax due to HMRC (Dec 2022- March 2023) £451.80

Automated Payments payable March 2023:

  1. DD BT – Broadband Reading Room £ 38.78
    (11th Apr 2023)
  2. DD SSE £ TBC*
    (DD 11th Apr 2023)

*Invoice expected, but not available in time for meeting

  1. Energy Contract: No action yet taken. Councillor Pett will take the matter forward.
  2. Highways
    Any repairs or maintenance needed:
    • Waresley Road: the major pothole repair had broken up, and now been repaired again.
    • Entrance to Sand Road industrial estate: Councillor Catmur has asked CCC, Highways for clarification as to where the ownership boundary lies between the industrial estate and Highways. The Highways response is not absolutely clear, the right of use as highway not always delimiting ownership. Councillor Capps noted concern, that as the new hedge bushes out, sight lines and safety will be compromised.
    • Drains problem by the Crown & Cushion: This is a problem for Anglian Water.
    • Roundabout south end of Middle Street: The repair here is likely to take some time, as a Whippet bus caused the damage and insurance might be claimed.
    • End of layby near school: The grass / ground is badly damaged. Due to inappropriate car parking the school bus has to be driven over this area. Councillors Rowbotham and Councillor Ginn will both make road reports.
    • Playing Field – hand rail at Little Lane steps: A reply is awaited to Councillor Pett’s correspondence.
    • Speed Watch: The 30mph monitoring equipment has been returned to the police. When the 20mph is in place the police can supply new equipment.
    • Future LHI bids: A budget is required to support the proposed LHI bid on Meadow Road. Noted the requests from residents for actions to reduce speeding on this road. It was agreed to support the bid with £2000 (not now required for the current 20mph project). Proposed by Councillor Bane, seconded by Councillor Pett and unanimously agreed. Submission of the LHI bid will be made by Councillor Catmur.
  3. Correspondence.
    18.1 Church Street – rubble: The highways repair has sunk badly and rubble been left on the verge. This has been reported again by a resident who is concerned at the inaction. The situation will be monitored.
  4. Planning Applications:
    None.
  5. HR Committee Update: A confidential minute has been prepared.
  6. Date of Next Meeting.
    The next meeting has been arranged for Tuesday 2nd May 2023 at 7:30pm.

This meeting closed at 10:10 pm.