FC 9/1/12 Agenda Item 136

MINUTES OF THE FULL COUNCIL MEETING

of Henlow Parish Council

held on Monday 12^th December 2011 at 7.30pm,

in the Committee Room, Parish Hall, High Street, Henlow

Present: Cllrs Wiles, Cooper, Mrs Flint, Mrs Howe, Shelvey and Mrs Steele, and the Clerk. Also present were CB Cllrs Drinkwater and Dalgarno, PSCO Ann Jeeves, Siggy Hillman – RAF, and three residents from Henlow Camp.

113. Apologies for absence: had been received from Cllrs Buckley, Miss Joy, Phillips, Sale and Wenham

114. Declarations of Interest on any items on this Agenda: None

115. Open Forum: Mr L Matthews and Mr V Woodward had previously made a request to speak on item 122, and the Chairman welcomed them to the meeting. They both re-iterated the points raised on 28^th November, these being mainly the ASB at the play/sports area, 8-15no of youths gathering on the site in the evenings, damaging the entrance gate to the play area, are abusive when spoken to by the residents – the verbal abuse being quite intimidating, driving a vehicle onto the sports area, youths entering adjacent property under construction, police have been called a number of times turning up in 5 cars with police helicopter having been involved, evidence of possible drug use found. The residents felt that their concerns are not being considered, and that the provision of the adult gym equipment and eight benches proposed would encourage increased gatherings of youths to the site in the evenings, and add to ASB incidents. They also requested that a fence or bollards be erected to stop vehicles entering the site, and lighting for the area. Mr Matthews asked 1) if a plan is available of the sports equipment proposed, 2) If planning permission is required, 3) Are parking spaces going to be provided. He also offered to lock the gate at night / open up the following day, and suggested the flange is enlarged so that the gate can only open up one way. The Chairman thanked Mr Matthews and Mr Woodward for their comments, which are to be discussed under item 122.

116. The minutes of the Full Council meeting held on 14^th November 2011 had been distributed. Cllr Shelvey moved, seconded by Cllr Mrs Flint, that the minutes be signed as correct. The Members unanimously agreed, and the minutes were signed by the Chairman and formally adopted.

117. Reports from other organisations on matters pertaining to Henlow:

a) RAF: Siggy Hillman had nothing to report from the RAF. The Chairman thanked her for the RAF’s support during 2011, in particular their attendance at the Remembrance Day Service at the War Memorial which as always is much appreciated.

b) Police: PCSO Ann Jeeves presented the statistics for November 2011, which were as follows: Nine incidents of ASB / Six recorded crimes / Two reports of burglary. She confirmed the stats were for Henlow Village only, Henlow Camp now being covered by Ampthill Police. PCSO Jeeves will contact them to see if their statistics for Henlow Camp could be included in her report in the future. The Clerk thanked the police for providing the ‘Smart Water’, which will be used on HPC equipment and assets. Cllr Buckley had submitted a request for regular police attendance at The Railway to combat the ASB previously reported at the Sports Area, and the Clerk is to forward this to the Ampthill Police Station.

c) Central Bedfordshire Councillors: Cllr Dalgarno reported on:

1) Poppyhill Lakes: a recent meeting had been held with members of the Public Access Team and Letchworth Angling Association. The LAA have been instructed to open up the blocked access points to BW5. Further meetings have been held with Amey’s (Highways) to clarify costs of the bridge desired.

2) CBC’s Executive has approved the draft budget aiming to make savings of £14million, and they have confirmed that there will not be any increase in Council Tax.

3) The Localism Bill will give residents the right to challenge neighbourhood planning decisions, and give communities the ‘right to build’ if projects can be identified for local needs, and the right to challenge council tax rise(s) in the future.

4) There will be changes in the way revenue from local business rates is distributed, with more funding staying locally.

5) Standard Boards are to be abolished, but new ‘Code of Conduct’ is to be introduced.

6) The Education Act has received royal consent – this will give head teachers greater powers. Cllr Mrs Howe confirmed that the school bus does not stop in Henlow Village making it very awkward for pupils to get home, especially that now the new powers could mean pupils receiving detention on the day without being able to give notice to parents. Cllr Dalgarno confirmed that schools should have a duty of care to enable pupils to travel home, and he would investigate the problem raised.

7) Regional Planning Strategies are to be reviewed. 8) Consultations on lettings policies of Housing Associations and CBC’s Housing, and also Libraries, are being held.

9. The annual assessment of CBC provision of ‘Children’s Services’ has been held, and were found to be adequate.

Cllr Drinkwater reported on:

1) Landscaping promised by the housing association at Harrier Mill has not been carried out yet, and the ASB previously reported is still going on.

2) Consultations with Lisa White on the adult gym equipment suggested for the Sports Area at The Railway have confirmed insurance cannot be obtained for some items of equipment. Cllr Drinkwater is to forward details to the Clerk.

118. Planning Matters:

a) Planning Application received: None

b) Planning Matters:

(i) Development Management Committee, CBC: 7^th December 2011: The Clerk had distributed details of HPC’s comments made, a summary of subsequent discussions held, and decision made, on CB/11/03465: Residential development at 41 High Street, Henlow. The Members expressed surprise that the application was approved even though the applicant had provided only 18% of affordable housing, when other developers have had to provide 35% in accordance with CBC’s policy.

(ii) CB/TCA/11/00370: Notification of works to trees in a Conservation Area: Reduce, reshape crown and remove dead branches of three Lime Trees located in rear of graveyard to balance and make trees safe, St Mary’s Church, Church Road, Henlow: for information, and noted.

119. Chairman’s Announcements: Cllr Wiles wished everyone a Merry Christmas and a Happy New Year. He had also received a letter from CBC confirming the Precept figure for 2012/2013 should be submitted by 16^th January 2012 – the letter was handed to the Clerk.

In view of the representations made in item 115 – Open Forum, on item 122, the Members agreed unanimously with the Chairman’s suggestion to bring item 122 forward on the agenda.

122. The Clerk’s report on representations made by local residents on 28^th November on the Sports & Play Area, The Railway, together with further information received from a resident, had been distributed to all the Members. The Chairman confirmed that the ASB will also be reported at the next SNT meeting, and the Clerk is to contact Ampthill Police.

It was confirmed that the site is still owned by CBC, and HPC have no control over implementing the suggestions raised, including provision of lighting or parking spaces as suggested. The resident’s concerns will be brought to the attention of CBC, and the Clerk is to arrange a meeting with Lisa White

to discuss issues raised. Cllr Cooper suggested that the RAF Police may be able to be involved in making regular visits to the site, especially as this borders their land – Siggy Hillman offered to make enquiries on this suggestion. The Clerk also confirmed that the area had been shown as a ‘Sports Area’ with equipment throughout the planning application stages, with the developer already having made S106 contribution specifically for this to be provided, so planning permission would not be required. It was felt by residents that a store on site to house 5-a-side football equipment would be more beneficial to the area. CBC Cllr Dalgarno stated that Arlesey TC have such a store, and adult gym equipment on their playing field, at which there is little or no, vandalism or ASB. The Clerk confirmed that there is not a plan available at present showing the layout of the site or equipment proposed, and that the amount of S106 funding is still being clarified - he will find out exactly the sum allocated to this project and the timescale involved for release of the funds / provision of equipment / type of equipment / benches and planting proposed. Siggy Hillman also suggested that the Outreach Youth Workers may become involved to tackle the ASB reported, and she would make further enquiries on this possibility.

120. Clerk’s Report and Correspondence: had been distributed for information. The Clerk confirmed the additional premium of just £13.12p had been paid to Allianze Insurance to cover the actual cost of the street lamp columns up to the renewal date of the policy.

121. The minutes of the F&GP Committee meeting held on 21^st November 2011 had been distributed. Cllr Shelvey moved, seconded by Cllr Wiles, that the minutes be signed as correct. The Members unanimously agreed and the minutes were duly signed, by the Chairman, and formally adopted.

123. a) The minutes of the Open Spaces & Countryside Committee meeting held on 28^th November 2011 had been distributed, and the “RESOLUTION” noted. Cllr Wiles moved, seconded by Cllr Shelvey, that the minutes be signed as correct. The Members unanimously agreed. In the absence of the Committee Chairman (Cllr Buckley), and the Vice-Chairman (Cllr Sale), the Members unanimously agreed that Cllr Cooper be nominated to sign the minutes. These were duly signed and formally adopted.

b) The Clerk’s Report to “RESOLVE” action on The Pyghtles Fencing had been distributed. This listed the quotations received to replace fencing to Park Lane and Coach Road, and to renovate existing fencing on the bend of Park Lane and Coach Road. As the bulk of the existing fencing would have to be repositioned to allow the proposed footpath construction, the Clerk had been instructed to obtain two revised quotations to replace this section with new fencing to match the two new sections on either side. A quote of £4,047 had been received from contractor A, and £4,235 from contractor B. This made the total cost to replace ALL three sections with new fencing (instead of renovating the middle section) as £14,997.12p from contractor A, and £19,384.00p from contractor B. Cllr Wiles proposed, seconded by Cllr Shelvey, that contractor A be appointed to carry out ALL the works at a cost of £14,997.12p. This proposal was unanimously approved. The Members also unanimously approved that the additional cost of £2,997.12p over the £12,000 budget set for the fencing works be charged to the footpath improvement works. The quote received for these works is £3,640.26p, against a budget of £10,000, of which none has been spent to date.

124. Budgets for 2012-2013: Recommendations from Full Council 14^th November, F&GP 21^st Nov, OS&C and B&HW Committees 28^th November, had been distributed. The Clerk had clarified projected costs for Communications, and revised the suggested precept for this accordingly. Various options were discussed, and the Members agreed that a small increase on last year’s total should be budgeted for. Cllr Cooper proposed, seconded by Cllr Mrs Steele, that an increase of 4% on last year’s precept should be agreed. The Members unanimously approved the proposal and the Precept for 2012-2013 was set at £109,835.

125. The minutes of the Planning Committee/FC meeting held on 28^th November 2011 had been distributed. Cllr Wiles moved, seconded by Cllr Cooper, that the minutes be signed as correct. The Members unanimously agreed and the minutes were duly signed, by the Chairman, and formally adopted.

126. Reports from Councillors and / or Clerk attending other meetings:

a) The Planning System: 25^th November 2011, The Rufus Centre, Flitwick: Cllrs Cooper and Mrs Flint, and the Clerk had attended. The main points raised, which could be useful when HPC comment on planning applications in the future, were 1) anyone can ask for conditions to be added to any planning permission that may be granted i.e. preferred materials to be specified, and 2) if objecting to a planning application, to quote CBC’s Local Plan against any reasons given for objecting.

b) Car Parking Strategy Engagement Workshop had been attended by the Clerk on 12^th December 2012. CBC will be preparing a full report on the comments made, and this will be circulated to the Member as soon as available.

127. The minutes of the Buildings & Highways Committee meeting held on 28^th November 2011 had been distributed. Cllr Wiles moved, seconded by Cllr Mrs Flint, that the minutes be signed as correct. The Members unanimously agreed and the minutes were duly signed, by the Chairman, and formally adopted.

128. Finance:

a) DD’s made to date were noted. Cllr Cooper proposed, seconded by Cllr Mrs Howe, that the following cheques 300960 to 300968 be approved for payment. The proposal was unanimously approved.

			total	VAT
Anglian Water		DD	13.00		Parish Hall Water	4012	205
Anglian Water		DD	18.00		Allotment Water	4012	210
E-On		DD	207.64	34.55	Electricity St Lighting	4012	215
Anglian Water		DD	28.00		Allotment Water	4012	210
A Crawley		DD	136.83		Grounds Maintenance MM	4100	210
A Crawley		DD	543.13		Grounds Maintenance P&P	4100	201
British Gas Business		DD	53.38	2.54	Gas Parish Hall	4012	205
British Gas Business		DD	25.52	1.22	Electric Parish Hall	4012	205
DJ Cleaning		DD	210.00		Cleaning Parish Hall Nov 2011	4204	205
Co-operative Bank		bank	12.00		fee taken (refunded below)	4053	102
Lee Hooper		300960	178.35		Caretakers Wages December 2011	4000	205
G Schrier		300961	1431.98		Clerks wages Dec 2011	4000	101
G Schrier		300961	10.21		mobile phone	4022	102
G Schrier		300961	60.00		staff travel	4005	101
G Schrier		300961	24.00		printing P Hall Plng App	4058	230
G Schrier		300961	13.12		Allianze Ins Extra Premium st lgtht cols	4025	102
HMR&C	*	300962	2599.33		3rd Quarter Tax & NI	4000	101
Mrs H Carter		300963	10.99		planting Pump trough	4111	215
NR Spraying Ltd		300964	342.00	57.00	spraying weeds P&P grounds	4100	201
Chubb Fire		300965	175.22	29.20	rental fees fire extinguishers	4106	201
Earth Anchors Ltd		300966	723.54	120.59	donated bench The Pyghtles	4108	201
T Mansford		300967	51.00		cleaning windows P Hall	4204	205
Countryside Marquees		300968	840.00	140.00	Deposit Marquee for 2 & 3rd June 12	4251	102
		total	7707.24	385.10
	total for cheque	300961	1539.31
	*	300962	dated 3/1/2012 and not to be sent until 3/1/2012
		300966	see Mrs Down receipt below (£602.95p received)

b) The following Receipts - 9^th November to 6^th December 2011: were noted.

		total
Co-operative Bank plc		1.16	untaxed interest	1190	102
Avalon Trees		24.00	Parish Pump Advert (rear)	1051	220
S&S Bultruscat		72.00	Parish Pump Advert (int)	1051	220
Prize Motors		12.00	Parish Pump Advert (rear)	1051	220
IG Bland		72.00	Parish Pump Advert (int)	1051	220
Forget me Not		100.00	Parish Pump Advert (int)	1051	220
Anne White		24.00	Hall Hire	1000	205
Allianze Insurance		911.10	Insurance Claim The Pit equip	4105	201
Safe & Secure		35.00	donation FW display ad	4061	210
Evergreen Wellness		150.00	Parish Pump Advert (int)	1051	220
Ian Simpson		100.00	Parish Pump Advert (int)	1051	220
P Clifford		12.00	Parish Pump Advert (rear)	1051	220
Jet the Dog		12.00	Parish Pump Advert (rear)	1051	220
Ace Garage Doors		12.00	Parish Pump Advert (rear)	1051	220
Danny Barker		12.00	Parish Pump Advert (rear)	1051	220
Limes Care Home		12.00	Parish Pump Advert (rear)	1051	220
Engineers Arms PH		100.00	Parish Pump Advert (rear)	1051	220
Five Bells PH		150.00	Parish Pump Advert (rear)	1051	220
Karen House Management Comm		9.23	P Hall Committee Room hire	1000	205
HSSC		225.00	HSSC rent Nov 11	1020	201
Shefford Surgery		150.00	Parish Pump Advert (int)	1051	220
Fine Wines		12.00	Parish Pump Advert (rear)	1051	220
Mrs K Dabner		12.00	Parish Pump Advert (rear)	1051	220
Mr T Dabner		12.00	Parish Pump Advert (rear)	1051	220
Jumbo's		12.00	Parish Pump Advert (rear)	1051	220
PJ Collins		6.00	Parish Pump Advert (rear) half only	1051	220
FC Dawes		100.00	Parish Pump Advert (int)	1051	220
Henlow Diamond Jubilee Comm		1625.00	25% deposit dinner 2/6/12	4251	102
P Dixon		12.00	Parish Pump Advert (rear)	1051	220
C Peel		65.55	Hall Hire	1000	205
Morrisons		32.00	Hall Hire	1000	205
Mrs J Down (bench)		602.95	Bench @ The Pyghtles	4108	201
Scottish Widows 7 day acct		5000.00	cash book transfer to Co-op	200	0
Co-operative Bank plc		12.00	refund fee	4053	102
HM Revenue & Customs		2850.02	VAT refund -1st half year	105	102
	total	12549.01

c) Bank re-conciliation up to 1^st December 2011: details had been distributed and were noted.

129. HPC Policies: The Clerk reported that due to revisions to Committee titles, policies a) and c) should be amended as follows:

a) Standing Orders: item 19 – Committee names changed to now read “Buildings & Highways” and “Open Spaces and Countryside” (formerly “Highways & Open Spaces” and “Buildings & Properties”)

b) Financial Regulations: no change

c) Complaints Policy: amend “Members of Review Panel: Chairman and Vice-Chairman of Committee names changed to now read “… of Buildings & Highways” and “of Open Spaces & and Countryside”. (formerly Chair and Vice-Chair of HW&OS and B&P).

d) Risk Assessments, including a “Review of the Effectiveness of the Internal Auditor” – no change

e) FOI: no change

f) Grievance Procedure: no change

The policies were reviewed, and the changes listed to a) and c) unanimously approved – the policies were re-adopted and signed by the Chairman and the Clerk. It was also unanimously agreed that the policies be re-issued to all the Members during 2012-2013, reviewed again and re-adopted November / December 2012.

130. Election of Chairman for Fireworks Working Party: Cllr Wiles proposed, seconded by Cllr Mrs Steele, that Cllr Cooper be elected as Chairman. There being no further nominations, Cllr Cooper was unanimously elected.

131. To report any urgent items for immediate action by the Clerk / Agree items for next FC and Committee meetings:

Cllr Shelvey reported that additional planting had been carried out in the Coppice, Meadow Walk, by Crest Nicholson, but that quite a few of the newly planted shrubs had ‘disappeared. The Clerk is to investigate further.

There being no further business the meeting closed at 9.28pm

Bert Schrier

Clerk to Henlow Parish Council

15^th December 2011