SAWSTON PARISH COUNCIL

SAWSTON PARISH COUNCIL PRESENT: MINUTES of a FULL PARISH COUNCIL MEETING HELD ON 08 November 2016 At Link Road Parish Council Offices - Meeting commenced at 7.15 pm Parish Clerk Jo Keeler Councillors David Bard (Chair) Kevin Cuffley (Vice Chair) Kieran Cooper Tony Fell Robert Grayston Colin Groves Beck Laxton Mike Mallows Brian Milnes Neil Reid Roger Richmond Tony Orgee arrived 8.05 pm Mrs I Gruby Mr M Kerr Mrs Osbourne + 2 others 127 APOLOGIES FOR ABSENCE Apologies for absence were received from: Councillor Martin - Illness Councillor Matthews - Illness Councillor Setchell - Illness 128 PUBLIC PARTICIPATION TIME (15 minutes) Mr Kerr informed the meeting that the agenda for this meeting was not on the website. The Clerk apologised for this oversight. Councillor Bard informed the meeting that the Bonfire Night celebrations were a great success and 941.19 was received in donations. This will be given to local charities. Councillor Bard formally thanked the ground staff and the Clerk for all their help with the organisation of the event. 129 DECLARATION OF INTERESTS FOR THIS MEETING Councillors Cuffley & Grayston Item 135 Winter Fair as they are on the Committee. 130 MINUTES OF THE MEETING The minutes of the Full Parish Council Meeting held on 11 October 2016 were read, confirmed and signed. Item 105 Declaration of interests for this meeting Councillor Milnes commented that with regard to the complaint against him from Great Shelford Parish Council the information had not been given to him prior to the meeting and therefore he had not had time to prepare his response beforehand. If there are complaints or accusations about Councillors, the individual concerned should be made aware and it should be a formal agenda item. 92

Amend declaration on interest Councillor Laxton item 123 Editor of Sawston Scene magazine. Item 106 Amend Winter Fayre to Winter Fair Item 119 Request for bin outside the Spar Shop. Amend to The owner agreed to attend the meeting to discuss however he was unable to attend. Item 121 Nominations for Committees. consistency. Amend to Councillor Laxton not Beck for Item 123 Report of Parish Council Meetings in Sawston Scene. The Sawston Scene is bimonthly not quarterly. It was proposed by Councillor Cooper and seconded by Councillor Mallows to accept the minutes with the above amendments. 131 MATTERS ARISING New information only None 132 REPORT OF THE PLANNING & ENVIRONMENT COMMITTEE MEETING 25 OCTOBER 2016 The minutes of the Planning & Environment Committee meeting held on 25 October were read, confirmed and signed. Item 11 Section 106 S/2286/16/OL 66-68 Common Lane. It was agreed to request 67,500. It was proposed by Councillor Reid and seconded by Councillor Grayston to accept the minutes. 133 REPORT OF CEMETERY COMMITTEE 01 NOVEMBER 2016 The minutes of the Cemetery Committee meeting held on 01 November were read, confirmed and signed. Item 6 Request for Bench at Cemetery. The Clerk explained that the resident who has recently purchased a bench has since been in contact to say she has decided not to allow other plaques on her bench as she originally indicated. It was agreed to defer a decision on this to the next Cemetery meeting in March 2017. Item 7 Review of burial charges. It was agreed to keep the charges the same and to review in 12 months. Item 8 Rules regarding multiple ashes in single cremation plot. It was agreed that as two names would have to be recorded they would incur the charge for two interments. Item 9 Hedging at Cemetery. The Clerk explained there is some hedging that needs completing in Huckeridge View and in addition the hedging from the kissing gate to the skip area in the cemetery (110 meters) needs replacing. The clerk had costings for the wire fencing, posts etc and the plants. The total cost for all areas is 1,161.72 + vat. The Clerk confirmed there is sufficient money in this year s Cemetery budget. 93

It was proposed by Councillor Reid and seconded by Councillor Richmond to go ahead with all the work. VOTE: 10 FOR : 0 AGAINST 1 ABSTENTION It was proposed by Councillor Reid and seconded by Councillor Richmond to accept the minutes. 134 ACCOUNTS FOR THE MONTH OF OCTOBER 2016 The Clerk confirmed to Councillor Fell that the lock on the gate at Huckeridge Hill is to replace the one damaged when the travellers broke onto the site. Councillor Fell recommended the Clerk seeks advice from a locksmith regarding a stronger lock. It was proposed by Councillor Laxton and seconded by Councillor Cuffley to spend up to 150 to purchase a stronger lock. The accounts for the month of October amounting to 22,902.49 expenditure and 1,944.60 income were presented. It was proposed by Councillor Reid and seconded by Councillor Cooper to accept the accounts. VOTE: 11 FOR : 0 AGAINST 1 ABSTENTION 135 SECTION 137 APPLICATION FOR DONATION SAWSTON WINTER FAIR The organisers of the Sawston Winter Fair have requested a donation of 300 towards the cost of running the Fair. The costs include the fairground ride, gifts from Santa, balloon modelling etc. The Winter Fair is a community event which brings people together to celebrate both the village and the Christmas period. The funding is required as the Winter Fair does not have an income source of its own. It was proposed by Councillor Cooper and seconded by Councillor Reid to donate 300 as requested. VOTE: 8 FOR : 2 NO VOTES 1 ABSTENTION 136 BOILER SERVICING The Clerk has contacted three companies to get quotes for servicing the boilers at the office and all three pavilions. Only one company has responded at a cost of 310 for all boilers It was proposed by Councillor Cooper and seconded by Councillor Fell to accept this quote. 137 PAT TESTING The clerk has received three quotes for the annual PAT testing: 72.00 + vat 100.00 + vat 169.20 + vat It was proposed by Councillor Laxton and seconded by Councillor Groves to accept the quote for 72.00 + vat. 94

138 LONGER CONTRACTS FOR REGULAR MAINTENANCE OF PARISH COUNCIL PREMISES The Clerk asked if the council would agree to 3 year contracts for regular annual servicing items like the PAT testing, boiler servicing, air conditioning servicing etc. to remove the requirement of obtaining quotations each year. This would save time and may reduce costs as the price would be held for the three-year term of the contract. We already have 3 year contracts for grass cutting and the Christmas lights. It was proposed by Councillor Richmond and seconded by Councillor Cooper that all future quotations are for a three-year term. 139 MUGA Councillor Bard updated the meeting on the MUGA and explained we can go ahead with the project. County Archaeology had now agreed to waive the requirement for an exploratory trench and that the archaeological conditions could be discharged by having an archaeologist in attendance whilst the site was being prepared. 140 FIRE RISK ASSESSMENTS/CHECKS The clerk informed the meeting that a recent problem with the fire alarm at the office required a call out to a fire & security engineer. This visit highlighted the fact that the Parish Council should have an up to date fire risk assessment of all properties in addition to regular fire safety checks on fire alarms, smoke detectors, emergency lighting and fire extinguishers. The fire extinguishers are professionally checked annually at the moment. The Clerk and the ground staff are also required to carry out weekly and monthly checks. The Clerk obtained three quotations for all of the above as follows: Initial Fire Risk Assessment and the 6 monthly visits for testing: 2,337.00 + vat 1,430.00 + vat 901.76 + vat, this company also advised that all staff attend a fire safety awareness course which they can provide for up to 10 people at a cost of 195.00 + vat, making a total including the training 1,096.76 This was discussed and agreed it would be beneficial for all staff to have the training and also to offer it to Parish Councillors and other users of the pavilions if there is space on the course. It was proposed by Councillor Cooper and seconded by Councillor Laxton to proceed with the quotation for 1,096.76 + vat to include the training. 141 SHREDDER FOR GROUNDSMAN The Clerk explained that the Groundsmen have a significant amount of tree work to carry out in the village including coppicing. She requested permission to hire a shredder for a week at a cost of around 250 to 300 so they could use the bark rather than burn the cuttings. It was proposed by Councillor Milnes and seconded by Councillor Reid to agree to the hire of a shredder up to a maximum cost of 300. 95

142 CAMBRIDGESHIRE COUNTY COUNCIL MINERALS & WASTE DEVELOPMENT ENFORCEMENT PLAN Cambridgeshire County Council has requested the views of Parish Councils on the Enforcement Plan for Planning, Minerals and Waste Development in Cambridgeshire. The draft plan can be found on the Parish Council s website. It was proposed by Councillor Cooper and seconded by Councillor Richmond that the Council respond in support with no comment. VOTE: 10 FOR : 0 AGAINST 1 ABSTENTION 143 CORRESPONDENCE Thank you letter from Royal British Legion Poppy Appeal - noted 144 UPDATE BY COUNTY COUNCILLORS See attached to these minutes. County Councillor Orgee was not present at this time to provide a verbal update however a written update had been circulated to all Parish Councillors. 145 COUNCILLORS ISSUES AND AGENDA ITEMS FOR NEXT MEETING Issue 1 Councillor Milnes informed the meeting that the Internet Working Group has not met for a while and he will contact those involved to arrange a convenient date. ACTION: Councillor Milnes Issue 2 Councillor Cuffley informed the meeting that he has received a complaint about bad language being used by footballers playing at Lynton Way on a Sunday. The Clerk explained that a resident had also contacted her about this. The Clerk asked the resident to submit her complaint in writing and it can then be made an agenda item. Issue 3 Councillor Cuffley informed the meeting about some major electrical work to be carried out on New Road. No information has been received by residents or the Parish Council. The Clerk will investigate. ACTION: The Clerk 8.05 pm Councillor Orgee arrived and provided a verbal County Councillor update. The Committee needed to go into camera to discuss staffing issues and Councillor Bard asked members of the public to kindly leave after thanking them for coming. Following Reserved matters the meeting closed at 9.05 pm 96

Sawston Parish Council October Supplier Name Description TO PAY St John Ambulance First Aid and medical cover for Bonfire Night 110.40 Travis Perkins Paint, rollers for Spicers changing rooms (winter job) 111.49 Honest Employment Law Practice Ltd Compliance and advice 114.00 Petty Cash Petty Cash for October 114.79 SCDC Cemetery Rates 121.00 John Huntingdon's Charity Rent due for 1st October - 31st December 137.50 Norfolk fire and Security Ltd Emergency call out to office fire alaram and re-set 155.36 Airway Air Conditioning Ltd Air Conditioning Service in office (Agreed FP Sept 2016) 187.20 ED Plastics Polycarbonate sheets for Spicers - under bar & serving hatch 191.10 ESPO Office Supplies - Paper, envelopes and files 193.11 ADT Groundstore Alarm 198.08 Ebuyer Laptop for Clerk/Office 242.26 AmeyCespa (East) Limited Cemtery Skip 262.94 Steven Dunkley Investigate & repair lighting at Spicers Pavillion 292.50 S&P Services Deep clean at Spicers Pavillion floors & Kitchen (Money from Spicers account) 300.00 SCDC Spicers Rates 387.00 Trevor Page Marquees Marquee for Bonfire night 420.00 SCDC Groundstore Rates 496.00 Bryan Lecoche Ltd Eviction of Travellers caravans from Huckeridge Hill, Cambridge Road 502.68 CGM Group Verge Grounds Maintenance for October 2016 509.52 CGM Group Verge Grounds Maintenance for September 2016 509.52 SCDC Office Rates 569.00 Shelford Energy Gas Oil 587.47 Lanham and Company Book-Keeping for Month 682.80 S&P Services Cleaning contract for month, office & pavillions 700.00 TMS Ltd Road closure for Bonfire night 2016 1,086.00 EAL Productions Lighting and sound for Bonfire Night 1,440.00 Essex Pyrotechnics Fireworks for Bonfire Night 3,780.00 97