MINUTES OF SWAFFHAM BULBECK PARISH COUNCIL
MEETING NUMBER 462
Held at Downing Court on Tuesday 10th April 2018 starting at 7.30pm
Present: Cllr Sue Romero (SR); Cllr Mary Smith (MS); Cllr Gordon Reid (GR); Cllr Nicky Bates; Cllr Lynn Reed (LR); Cllr Robin Sewell (RS); Cllr Kay Ballard(KB); Cllr John Trapp (JT); Cllr Peter Raby (PR);
Members: 9 Quorum: 3
Members of the Public:
Clerk: Mrs D Bayliss
D Cllr Allen Alderson
Meeting opened at 7.30pm
4438 APOLOGIES FOR ABSENCE
4439 MEMBERS DECLARATION OF INTEREST FOR ITEMS ON THE AGENDA
Peter Raby declared a personal interest in planning application 18/00362/FUL 68 Commercial End as he lives opposite.
4440 OPEN FORUM FOR PUBLIC PARTICIPATION
4441 TO APPROVE MINUTES OF MEETING 461 6th MARCH 2018
It was proposed by Cllr KB and seconded by Cllr RS that the minutes of the meeting held on 6th March 2018 are approved and signed by the Chairman.
Cllrs Trapp and Raby abstained from the vote as they were not at the last meeting.
4442 MATTERS ARISING including REPORTS FROM CLERK AND COUNCILLORS
(For information only)
• Paint for the telephone box in Commercial End has been ordered.
• Cllr Trapp said that the meeting with the police and crime commissioner had been very positive and he will write a report for the next meeting.
• Letting of the vacant Parish Council land near Red Tile Farm is currently being arranged by Cheffins.
• There had been a report of a vagrant sleeping in the bus shelter. ECDC were contacted and were going to send out a housing officer.
• A new set of Standing Orders has been sent out by NALC this week; these will be reviewed and brought to the next meeting for adoption.
4443 COUNTY AND DISTRICT COUNCILLORS REPORTS
The District Councillor’s report was read out at the meeting.
The Council will request a written or verbal report from the County Councillor for the Annual Parish Meeting.
4444 PLANNING MATTERS
a) Planning Applications
18/00325/LBC Proposed side and rear extensions to existing listed building. Proposed outbuilding in garden at Lordship Cottage, 2 High Street, Swaffham Bulbeck for Mr & Mrs D Hogan – no objection.
18/003264/FUL Proposed side and rear extensions to existing listed building. Proposed outbuilding in garden at Lordship Cottage, 2 High Street, Swaffham Bulbeck for Mr & Mrs D Hogan – no objection.
18/00362/FUL Erection of a replacement single-storey extension to rear. Alterations to the rear elevation and roof slope at 68 Commercial End Swaffham Bulbeck – no comments. Clerk
b) Planning Approvals
18/00120/LBC The removal of a modern wood and glass partition wall between the dining room and hall passage way and the replacement and relocation of the alcove front door removing the porch from street view at The Old Fire Station 108-110 High Street, Swaffham Bulbeck for Mr Clem Robertson Noted
4445 TO DISCUSS THE POSSIBILITY OF PRODUCING A NEIGHBOURHOOD PLAN FOR SWAFFHAM BULBECK
After a brief discussion the chairman proposed and the council agreed that they should try to ascertain whether there is support in the village to produce a neighbourhood plan.
The current village form is still available in its draft form and this could be used as a basis to kick start a neighbourhood plan.
It was proposed by the Chairman that the discussion around the parish meeting should be brought forward to this point in the meeting.
4446 AGENDA FOR THE ANNUAL PARISH MEETING
The agenda for the annual parish meeting is confirmed as follows:
• Chairman’s Welcome
• CLT Report
• Neighbourhood Planning (30mins)
• Pavilion Redevelopment
• Report from the School
• Handy Man
• Annual Report
• District and County Councillor’s report.
• Presentation of last years audited accounts
4447 UPDATE ON THE GENERAL DATA PROTECTION REGULATIONS (GDPR)
c) The clerk gave a GDPR Action Plan handout to councillors so that they are aware of the initial steps that need to be taken to become compliant with the new regulations.
CAPALC are offering member councils the opportunity to take part in a County Wide DPC Scheme at a cost of £50 on top of the current membership fees which will be due next month.
4448 FINANCIAL REGULATIONS
It was proposed by Cllr PR and seconded by Cllr JT that the updated financial regulations are approved.
4449 PARISH COUNCIL ASSET REGISTER
It was proposed by Cllr KB and seconded by Cllr LR that the updated asset register is approved.
4450 FINANCES INCLUDING APPROVAL OF PAYMENT OF OUTSTANDING ACCOUNTS
a) • The finance working group met before this meeting to review the yearend figures and to carry out a health check on the budget. No major areas of difference were identified. The auditor had suggested in 2016 that the PC reserves should be reduced by a moderate amount in FY17/18. Consequently, there was a reduction in the bank balance of £8,154. Of this, £5,000 was drawn as planned from the appropriate Ear Marked Reserves (EMRs) and an additional £2,000 was paid (making a total of £7,000) for the pedestrian crossing. The additional shortfall in the year was £1,154 which the meeting agreed was, bearing in mind the unexpected £2,000 additional cost for the crossing, remarkably close to the planned budget.
• Two new EMRs are to be created: £1952 CLT funds and £533 village sign maintenance (bequest).
• The council should have a new tenant for the vacant land with a rent agreed on a rising scale over the next three years.
• The budget item 1102 has been adjusted by £133 to accurately reflect the lower rent that has been paid for the last few years and which has been deemed an acceptable amount by the rent valuation.
• It was suggested that should the cemetery management package be purchased that the funds would need to come from the Cemetery Maintenance budget so as to avoid an overspend on the budget in the next financial year.
• The papers will be prepared and submitted to the Internal Auditor for inspection.
b) It was proposed by Cllr MS and seconded by Cllr NB that the bank reconciliations for March are approved.
c) Councillors were all given copies of the budget reports to the end of the financial year.
d) It was proposed by Cllr LR and seconded by Cllr JT that the Council make a contribution of £50 to the East Cambs Neighbourhood Watch Scheme.
7 in favour
e) It was proposed by Cllr NB and seconded by Cllr MS that the Clerks salary is paid by BACS on or before 28th of each month.
f) It was proposed by Cllr LR and seconded by Cllr PR that the Council continue to pay the EON street lighting charge by Direct Debit for the next two years.
Rayner Farms Land Rent £2700
h) It was proposed by Cllr LR and seconded by Cllr MS that the April accounts are paid including £50 for Neighbourhood Watch.
Cheque No; Payee Item Net VAT Total Power
Payments Since the Last Meeting
300187 East Cambs District Council Tree Seminar £60.00 £0.00 £60.00 LGA 1972 s112
BACS Mrs D Bayliss Clerk’s Salary Confidential LGA 1972 s112
BACS Mr J Sugg Handyman Payment £90.00 £0.00 £90.00 Open Spaces Act 1906 ss9 & 10 LGA 1972 s214
Payments for Tonight’s meeting:
BACS Mrs D Bayliss Travel/Telephone £83.37 £0.00 £83.37 LGA 1972 s174
BACS JCS Bookkeeping Payroll £17.00 £3.40 £20.40 LGA 1972 s112
BACS SLCC Membership Fees £165.00 £0.00 £165.00 LGA 1972 s112
BACS CAPALC Training Fees £105.00 £0.00 £105.00 LGA 1972 s112
BACS Sanctuary Housing Room Hire £120.00 £0.00 £120.00 LGA 1972 s111
BACS NALC Quality Status £50.00 £0.00 £50.00 LGA 1972 s111
4451 DENNY AND PLAY AREA MATTERS
a) • Cllr GR carried out the play area today inspection and noted new cracking to wood of the play area fence and that one of the plastic benches is cracking.
• It was agreed that the report should be sent to the Handyman each month so that he might attend to any matters within the scope of his role.
• A working group meeting will be arranged when all the attendees are available.
• FLP have been in touch with the clerk to arrange the annual inspection of the play equipment.
b) It was agreed that the request to have a bouncy castle on the Denny be allowed subject to the appropriate insurance/risk assessment documents being provided to the clerk.
c) It was agreed that the Council will find out from ECDC what solutions they can suggest for recycling provision for the Denny.
4452 CEMETERY MATTERS
It was proposed by Cllr LR and seconded by Cllr NB that the Council purchase the Cemeteries and Memorials management package from Rialtas in order to assist with compliance with the new data protection regulations. The system is compatible with the Microshade back up system.
7 in favour
4453 HIGHWAYS MATTERS
a) Training for the Speed Watch group is being organised by one of the volunteers.
b) It was agreed that the street market may go ahead as long as the appropriate insurance/risk assessment documents are provided to the clerk.
4454 ANNUAL PARISH MEETING
This matter was dealt with earlier in the meeting.
4455 DATE AND AGENDA ITEMS FOR THE NEXT MEETING
Annual Meeting of the Council May 1st 2018
Annual Parish Meeting May 15th 2018
Any business and payments, to be considered at a Parish Council meeting must be delivered to the Clerk for inclusion on the agenda at least 7 days prior to the meeting.
Nominations for Chairman and Vice-Chairman should be sent to the clerk before the next meeting.
Cllr LR gave her apologies for May 1st (23rd to 8th )
Cllr MS gave her apologies for the APM.
The meeting closed at 9.36pm