Minutes of a Meeting of Staploe Parish Council held Online at 7.45pm on Thursday 19th November 2020 on Skype

Present: Cllr. J. Ibbett (Chair), Cllr. V. Zwetsloot, Cllr. E. Meola, Cllr. G. Meola, Cllr. R. Squire, Cllr. J. Thomson, Cllr. D. Smith, L. Crawford (Clerk), Borough Cllr. T. Wootton and two members of the public.

2020/093. Declarations of Interest. Cllr. J. Ibbett declared an interest in the Himalayan Balsam as she has some on her land Cllr. R. Squire declared a local interest in the planning application at Coxfield as the landowner is a friend.

2020/094. Approve the Minutes of the Parish Council Meeting held on 15th October 2020 Having been previously circulated the minutes were approved as an accurate record of the meeting. Proposed by Cllr. J. Ibbett and seconded by Cllr. V. Zwetsloot

2020/095. Public Open Forum A resident from Duloe asked whether it would be possible to have Community Speed Watch signs on the new speed limit signs when they are installed. The Clerk will ask.

A resident from Staploe advised the Council that the new average speed cameras are up in .

2020/096. Planning

Consider the following planning applications:

Application Type Description Location Deadline Link number

20/02636/FUL Full Planning Two storey Beehive 08/12/2020 20/02636/FUL Application front and side Cottage extension and Bushmead single storey Road rear extension Colmworth MK44 2LJ

It was resolved to support this application. Councillors were unanimously in favour.

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20/02179/S73A Retrospective Erection of Coxfield 25/11/2020 20/02179/S73A planning agricultural Farmhouse permission barn Application (Development Road already Colmworth carried out) Bedford Bedfordshire MK44 2NB

It was resolved to support this application as it is for an agricultural barn and Councillors did not forsee any problems regarding interactions with Airfield. Councillors voted unanimously to support the application (except Cllr. R. Squire who declared an interest and withdrew from the discussion and voting).

20/02414/FUL Full Planning Two storey School Farm 18/11/2020 20/02414/FUL Application rear extension Barn and Honeydon associated Bedford soft and hard Bedfordshire landscaping MK44 2LP works

It was resolved to support this application. Councillors voted unanimously in favour.

20/01893/FUL Full Planning Erection of 2A Staploe 17/11/2020 20/01893/FUL Application new detached Lane dwelling Staploe St following the Neots demolition of Bedfordshire existing PE19 5JA single storey side/rear extension It was resolved to object to this application as it is for a new development in what is classed as open countryside and is therefore contrary to policy 6.21 of Local Plan 2030 (see below), it is not in keeping with the neighbouring houses as it is set back from the row and would not follow the same pattern of houses in line with one another with front gardens, a wall and a single width drive.

The driveway could affect the privacy and light of the neighbouring property as the outlook from the neighbouring property is currently directly over the front garden of 2A which would become a driveway in the proposed plans. Anyone using the drive would look directly into the large window of the sitting room of the neighbouring house and parked high sided cars / vans would block light from the window.

The existing extension to 2A is a single storey extension. However, the proposed new property is a two storey, three bedroom house set back from the row of other houses and with the entire frontage converted to driveway. This will reduce the amenity value of the area and be out of keeping with the rest of the row of houses.

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We would ask that the Highways Department refuse permission to create access across the verge across the entire frontage of the property as this is contrary to your policy which states that “a crossing which covers the full frontage will not be permitted except in exceptional circumstances.” There is plenty of room to park three cars one in front of the other in a single width drive so that the front garden can be retained.

We believe it is contrary to Policy 6.21 of Local Plan 2030 as it would comprise development in open countryside. There are no settlement policy areas in the parish of Staploe so it is classed as open countryside. Policy 6.21 of Local Plan 2030 states that “Places with a scattered development form, comprising no reasonably substantial definable core are considered to form part of the countryside. Nevertheless, it is important that overly restrictive policies do not prevent the borough’s rural businesses and smaller communities from thriving. A balance therefore needs to be struck between supporting a thriving rural economy and providing opportunities for communities to achieve local development aspirations, whilst protecting and where appropriate enhancing the natural and historic environment, the character and appearance of existing settlements and the surrounding countryside.

6.22 Policy 7 incorporates sufficient flexibility to support the provision of new homes where they will enhance or maintain the vitality of rural communities and meet identified needs. The policy will prevent isolated homes in the countryside.

Policy 7S refers to: “reuse of rural buildings in the countryside” – this application does not seek to reuse rural buildings but seeks to create a new dwelling in a new structure. “replacement and extension of dwellings in the countryside” – this does not apply “affordable homes” – this is not intended as an affordable home. “accommodation for rural workers” –this does not apply and alternative accommodation options are available locally in eg. St. Neots and neighbouring settlements.

We do not believe that this will enhance the natural and historic environment, the character and appearance of the existing settlement or the surrounding countryside. We also do not believe there is a locally identified need or local community support for it.

It does not constitute sustainable development as we have only one bus per week which goes to St. Neots for one hour on Thursdays. There is no school bus running from the village at the moment so if a family moved in then the Borough Council would have to provide a bus specially for the children to get to school. There are no pubs or shops. We don’t even have a village hall at the moment as it is unsafe and about to be demolished. There are no cycle paths and no footpaths or pavements which allow safe walking routes to a shop.

Proposed by Cllr. R. Squire and seconded by Cllr. V. Zwetsloot

2020/097. Local Plan and Neighbourhood Plan • Clerk’s report on the Call for Sites. The Clerk referred Councillors to the list of sites submitted and the map of the parish with sites highlighted in red which she produced for the newsletter and which is reproduced below.

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Approx houses Approx houses Site Name Ref number Location Area (ha) Comment (lower range) higher range Cottage Farm 908 (red barns) 0.25 4 4 Manor Farm 455 Duloe 12.1 300 300 Top Homes 931 Beside Bushmead Rd and A1 17.1 400 400 Flints Field 930 Beside B645 and A1 ) 17.6 400 450 Assuming 17-25 houses / ha + green space, community Cobholden Farm 997 South of Duloe 129.2 2196.4 3230 areas, employment and retail This is 40% of the whole Denybrook Garden Village development - remainder (proportion in our parish 977 West of 290 3000 4060 would be in Wyboston approx 40%) parish. Total 466.25 6300.4 8444

This includes homes + green Denybrook Garden Village 977 West of Wyboston 725 7500 10150 space, community areas, (whole "village") employment and retail.

• Consider the Parish Council’s response to the Call for Sites. We are not currently being consulted on the Call for Sites. The next consultation will be in spring 2021. It was resolved that the best response at this stage is to develop a Neighbourhood Plan. Unanimous. • Consider the next steps for the Neighbourhood Plan. The Clerk explained that she has received expressions of interest from 9 people with representatives from each of the hamlets to join the Neighbourhood Plan Steering Group and that she is planning to convene a meeting within the next two weeks. It was agreed that the meetings should be open to the public and people should be able to join at a later date if they wish.

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2020/098. Proposed changes to Luton Airport Arrival Flightpaths • Consultation deadline is 5th February 2021. It was resolved to object on the grounds that the “consultation” is not a consultation because it does not offer an alternative to the “stack” above our parish, St. Neots and Grafham. There is no option to object to this in the consultation. We believe that the stack will constitute a noise nuisance and that for many residents this will be incremental to the noise already experienced from the A1. A large number of aircraft circling round above the area will create noise pollution, emissions and air pollution. We do not believe that it is environmentally friendly for aircraft to circle around repeatedly in a stack and feel that it should be possible to plan for aircraft to land directly at Luton Airport without the need for stacking. We would also like a more detailed map showing the area affected by the stack. Proposed by Cllr. R. Squire and seconded by Cllr. G. Meola • The only two options in the consultation relate to the approach flightpaths. Neither flight path is over us (it is the holding stack which is over us at >8000ft). Option 1 means that the planes approach in a wider band and the route is manually allocated within a broad range. This would lead to fewer flights over any one particular area but larger settlements may get more flights. Option 2 means that the planes approach down one of two predetermined routes chosen to avoid as many settlements as possible. However, the houses under those predetermined routes will have much more frequent flight traffic over them. Neither of the two options will directly affect our parish and no preference was agreed. • It was resolved to advertise the consultation and our response to residents and encourage them to respond. Borough Cllr. T. Wootton advised that we copy Little Staughton Parish Council with our response and Councillors agreed that we should join / follow the “Against Luton Airport Stack” Facebook page and publicise it to parishioners.

2020/099. ’s Economic Heartland Draft Transport Strategy • The Parish Council gave the following response regarding the proposal to “deliver a long-term solution to the challenges of the A1 in the ” (deadline was 6th October).

“Staploe Parish Council believe that there will be no need for improvements to the St. Neots stretch of the A1 once the Black Cat roundabout and the A428 have been restructured with proper grade separation using flyovers / underpasses etc. If any improvements are to be made to the section of road near St. Neots we would prefer that extra lanes were added in situ eg by a small expansion to the west directly adjacent to the existing road rather than building a new road to the west of the existing one."

• East West Rail update. The environmental surveys have started. A group of parishes most likely to be affected by the railway have decided to challenge the choice of route E (which goes to the north of Bedford through or close to , Wilden, and Roxton. At a recent meeting the group agreed to pursue a request for the Treasury to review the decision making surrounding the choice of Option E and to put together a petition. They asked whether other parishes in North Bedfordshire would like to join them. It was resolved to join the group in order to keep abreast of the situation and to support their efforts to review this decision because a northern route for the railway might increase the chances of Denybrook Garden Village going ahead. Proposed by Cllr. R. Squire and seconded by Cllr. J. Thomson.

2020/100. Ward Fund and Borough Cllr. T. Wootton’s Report • The defibrillator is now installed on the Old Chapel in Honeydon. The Parish Council thanked Borough Cllr. T. Wootton for his donation from the Ward Fund, Nick Clark of Thomas Morris Estate Agents in for hosting the defibrillator on the Old Chapel, Peter Banks

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(electrician from Lower Goodwick Farm) who kindly installed it for free and Nicola Ledwich of Hillside Bungalow in who has kindly agreed to inspect it for us weekly. • It was agreed to advertise this with a picture in the next newsletter and offer Peter free advertising in the next newsletter. Cllr. J. Thomson suggested we put the “What 3 Words” location on the cabinet as this is often used by emergency services in rural locations. It was resolved that some or all of the £300 saved on installing the defibrillator could be used towards repairing the pedestrian bridge to the Old Chapel – if Thomas Morris agree. One of the three railway sleepers forming the bridge has rotted and it may also require chicken wire or similar on the surface of the bridge to prevent slipping when wet. Proposed by Cllr. J. Thomson and seconded by Cllr. R. Squire. £200 was due to come from the maintenance budget and defibrillator budget and the remaining £100 from the maintenance reserve. • Noticeboard. Borough Cllr. T. Wootton has kindly offered £900 towards the purchase of new doors for the noticeboard. The total cost of the noticeboard doors and replacement Perspex and backing is £1008.46 It was resolved to use £108.46 of contingency funds to top up to the full amount. Proposed by Cllr. R. Squire and seconded by Cllr. D. Smith. They will be ordered as soon as the funds have been transferred. • Parish Council update from Borough Cllr. T. Wootton November 2020 Motion to save Golf Course and keep ‘urban gap’ A motion proposed by Cllr Jim Weir ( Rural Ward) was accepted at Full Council on Wednesday 14 October which stated that the Council must uphold rulings that the Golf Course acts as an urban gap and that any development in the area must be made in connection with a golf course. Maternity Services in Bedford A motion proposed by Cllr Phillippa Martin-Moran-Bryant ( Ward) was passed at Full Council on 14 October, asked the Mayor to write to the chief Executive of Bedford Hospital to ask them to increase the number of appointments a birth partner could attend during pregnancy. Though the Hosptial have not come in line with national guidelines they have allowed partners at 11-14 wk as well as 20wk scans. They are also allowed to attend the delivery suite further than just the established labour. Whilst this is a good change we are hoping the Mayor’s letter can help bring them in line with national guidelines. Veolia Awarded Waste Contracts for Bedford Borough and Central Bedfordshire Councils Veolia have been given the Bedford Borough Council waste contracts which means the Covanta incinerator site in will begin taking in waste from both Bedford Borough Council and Central Bedfordshire too. We will continue to look for ways to mitigate the effect of this decision on those living in the vicinity of the Covanta plant and who are most likely to be concerned by the invisible particulate matter that the facility will emit. We continue to believe the Mayor and Borough Council should be looking for ways to destroy the business case for Covanta rather than using it to burn Borough waste and that of our neighbouring Council. Response to planning white paper The Conservative Group have submitted a response to the consultation “planning for the future”. In our letter the main points were: Unhappy at proposals to give local democracy less say, feel that this is vitally important to planning process Support the use of the neighbourhood plan as we believe the time put in by local residents led to plans that are beneficial to local communities. Also agree with BBC submission that there needs to be a solid plan regarding affordable housing

Planning department admit they are performing poorly

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In a recent Planning committee, Jon Shortland who is the Chief Officer for Planning admitted that the department was ““keeping our heads above water.” He also said: “I thought the committee might find it interesting that figures were released by the Government this week looking at the performance of all 353 councils. We are currently ranked at 337th.” Though we were left disappointed by this revelation, it is not a surprise and we are in constant contact with the planning department to see what can be done to improve their services. Boundary commission As I am sure you will be aware the boundary commission has made its proposals and we now have until 7 December to comment on them. In general there are a lot of improvements we feel need to be made and you can find out more the consultation here: https://www.lgbce.org.uk/all-reviews/eastern/bedfordshire/bedford It is worth remembering you need to follow 3 key factors for proposing new wards, there are as follows: 1. New wards should leave each councillor representing roughly the same number of voters as other councillors elsewhere in the authority. 2. New wards should – as far as possible – reflect community interests and identities, and boundaries should be identifiable. Consider transport links, community groups and facilities, natural or physical boundaries, parishes and shared interests. 3. New wards should promote effective and convenient local government. Consider the number of councillors for, the geographic size of, and the links between parts of the ward Please do submit a response at: https://consultation.lgbce.org.uk/have-your- say/20441?bbox=474108.5,235922,537332.5,275234 Lane Closure into Bedford Starts on Monday 19 October Cadent Gas are carrying out essential works to divert gas services that will see a lane closure from the A6 Paula Radcliffe Way roundabout to Clapham Road. This will see one lane closed travelling southeast into Bedford past Sainsbury’s from 10am. This lane will be reopened by the middle of December, at the latest. This is part of wider works to make improvements to these roundabouts and help ease congestion as part of the A6 Northern Gateway. As part of the wider Transporting Bedford project, road and junction improvements have been carried out across the town which will improve congestion and road safety. School Admissions Bedford Borough Council’s online admissions system is now open to all parents and carers whose children are due to transfer to secondary or upper school in September 2021. Parents who live within the Borough who have a child in year 6 at primary school or year 8 at a middle school will need to transfer their child to a secondary school or upper school in September 2021. The transfer to Secondary 2021 round and the transfer to Upper 2021 round is now no longer available12 September 2020 via the Council website, closing 31 October 2020. For parents who have a child due to transfer to middle school in September 2021, the transfer to middle school application form will go live from 26 September 2020 until 15 January 2021. For children starting school in September 2021 (date of birth between 1 September 2016 – 31 August 2017), applications will open 26 September 2020 and will close 15 January 2021. For further information go to www.bedford.gov.uk/onlineadmissions

COVID-19 update As you will be aware, we are currently under a National Lockdown due to the rising R number and increasing threat of COVID 19 spreading from Thursday 5 November until Wednesday 2 December, you must: Stay at home, except for specific purposes.

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Avoid meeting people you do not live with, except for specific purposes. Close certain businesses and venues. You can find more information about lockdown regulations on: https://www.gov.uk/guidance/new-national-restrictions-from-5-november In Bedford there has been 2673 cases since the start of the Pandemic and there has been 211 registered cases in the last 7 days (as of Nov 11). If you would like the latest COVID snapshot (as of Nov 11) please find it below: https://bbcdevwebfiles.blob.core.windows.net/webfiles/Social%20Care%20Health%20and%2 0Community/Covid19/covid19-weekly-statistics-11nov.pdf More information available at: https://www.bedford.gov.uk/social-care-health-and- community/public-health/coronavirus/ Track and Trace App The government has released new legislation as part of its efforts to drive down the rate of coronavirus infection and support the test and trace system. On Friday 18th September it became law for hospitality venues to enforce the rule of 6 or face a fine of up to £4,000 and to log contact details for customer, visitors and staff as part of NHS Test and Trace. From Thursday 24th September, this has been extended so that it will be a legal requirement to display an official NHS QR code poster to help people check in to venues. The NHS COVID-19 App also launched today across the country. It can downloaded via https://covid19.nhs.uk/ New COVID-19 Marshals Operating In Bedford Borough In October we saw the first COVID-19 marshals take to the streets in Bedford town centre, providing advice and information about how to stay safe and slow the spread of coronavirus locally. However, it must be noted they do not have the power to make arrests or break up any activity. Funding has been provided by the Government to support and encourage the public and businesses to follow coronavirus measures to keep themselves and our communities safe. The marshals will be working with the public, shops, businesses and partners to provide advice and information about the situation locally and action to take to tackle the virus. COVID test centre opened on University of Bedfordshire Polhill campus A new walk-in coronavirus (COVID-19) walk-in testing centre has opened at the University of Bedfordshire’s Polhill Campus. The centre, in the campus Car Park on Polhill Avenue, will be open every day providing testing for local residents and students at the university.

Results from tests should be available within 24-72 hours. This will be the third testing facility in Bedford supporting those in Borough Hall and Prebend Street car parks.

Cllr Tom Wootton: 07771575227 / [email protected]

2020/101. Tree preservation orders (TPOs) It was resolved to request TPOs for the three redwoods and the Acacia at Falling Water House, the three horse chestnuts opposite Falling Water House, Staploe in the orchard, the oaks opposite Prescott in Staploe (but bear in mind that the branches may need trimming due to presence of power lines), Laurie Bates memorial tree (in parish) and the copper beech next to the Staploe sign. The Clerk will ask the Wade-Gery’s if they would consider us applying for a TPO on the oak at Bushmead Cross (in the north east corner) and she will try to find Sally Sheard’s list of special trees.

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2020/102. Antisocial Behaviour and Suspected Crime in Woodhouse Lane – Report from a Meeting with the Police 29th September. Cllr. G. Meola reported that she and another resident of Woodhouse Lane met with PCSO James Dancer on 29th September. It was agreed that both Cllr. G. Meola and PCSO Dancer would liaise with Andrew Prigmore at Bedford Borough Council Highways Department to ask for a data box to enable Woodhouse Lane to be monitored for vehicle movements. They also asked if the police could install signs to say that the area is being patrolled and asked for additional patrols. PCSO Dancer explained that they would only put signs up and do extra patrols if there were reports of issues in the lane. Cllr. G. Meola explained that it was very difficult to gather number plates after dark and residents did not feel safe to do this.

Following the meeting it was agreed that the mobile speed indicator be installed in Woodhouse Lane to gather data. Over a three week period these were the number of cars visiting the lane after 7pm. The peak times after 7pm were Wednesdays 8.30-9pm and Sundays 9 to 9.30pm. Cllr. G. Meola will inform the police that we would like patrols at these times. It was agreed to keep the mobile speed indicator in Woodhouse Lane for the time being.

Day of the week Number of vehicles visiting after 7pm in a 3 week period Monday 14 Tuesday 16 Wednesday 20 Thursday 12 Friday 17 Saturday 15 Sunday 17

2020/103. Himalayan Balsam in Honeydon Brook • The Clerk explained that it is an offence to plant Himalayan Balsam or cause it to grow in the wild. Riparian landowners have an obligation to control populations on their land and to help prevent the spread. It was agreed to write to all residents who live near Honeydon Brook inviting them to a working party in the spring. Cllr. J. Thomson and Cllr. J. Ibbett offered to assist with this. Cllr. R. Squire offered to find out whether there are any forms of chemical control which can safely be used alongside the stream.

2020/104. Village Hall • The Clerk reported that the application to demolish and rebuild the hall and make the containers permanent and relocate them has been permitted. The only extra condition is that we need to provide cycle parking. The planning application reference is 20/01517/FUL. The Village Hall Committee will be meeting shortly to discuss next steps. • VAT advice received from Parkinson Partnership on rebuild project: The construction of a new building is subject to the standard rate of VAT, unless it is either residential accommodation (zero-rated) or a building supplied to a charity for use either for non-business purposes or as a village hall (zero-rated, as long as the construction services are provided to a charity and the charity has provided the appropriate certificate). This is explained in Section 3 of VAT Notice 708 Demolition will be zero rated providing it is part of a reconstruction project (i.e. part of the same planning application). It will be standard rated if demolition takes place before planning permission has been granted for the new construction. Professional fees such as architects and surveyors will be standard rated regardless.

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Once the building is complete, any future work will be standard rated.

Construction by the council This approach is described from a VAT perspective only and the council should satisfy itself that it has the appropriate legal power to incur expenditure. If the council undertakes the work in its capacity as a local authority, it can reclaim the VAT on the work as a non-business activity, on the basis that the council receives no income from the village hall. To be able to reclaim VAT on a non-business activity, the council must: a) order the work b) receive the supply of services c) receive a VAT invoice addressed to the council d) pay from its own funds (including any grants awarded to it). In doing so, the council must have the consent of the trustees to undertake the work. The council must not use any local fund raising (e.g. donations from parishioners, cake sales etc) as it will not be able to make a gift of anything funded by donations. Any local fund raising must go directly to the Village Hall charity and they can use this for a particular project which does not involve the shell of the building e.g. it could involve decorating, furnishings, kitchen and toilet facilities. Anything paid by the Village Hall charity to furnish the building after it had been constructed by the council would incur VAT, but the charity should be able to claim gift aid on eligible donations.

Construction by the charity Alternatively, the work could be undertaken by the trustees of the charity, in which case the charity would be able to issue a certificate of zero rating to the builder. However, VAT would still be due on professional fees and there is still the risk that demolition would be standard rated if done separately from the construction scheme. Please note the certificate must be in the correct form set out in VAT Notice 708. Hall hire is a VAT-exempt business activity, so the charity would not be able to reclaim VAT on the associated costs, even if it was VAT registered.

• VERU grant. The Parish Council received a £5000 grant from the police in July from the Violence and Exploitation Reduction Unit to reconnect the containers to the electricity and water supply. The Clerk has received some quotes but is still waiting for two more before making a proposal. She reported that the cost is likely to exceed the £5000 available. Cllr. J. Thomson suggested the Clerk ask whether UK Power Networks could find a way to reduce the cost and Cllr. R. Squire suggested the Village Hall try to claim on the insurance for the damaged drain.

2020/105. Colmworth G Fund • This is a hardship fund set up to provide financial support with household emergencies for those who might be struggling to cope financially as a consequence of Covid-19. They are aiming to provide support for anyone living in the Wyboston Ward villages (Colmworth, Wyboston, Wilden, Lt Staughton, , , Roxton, Lt Barford, , Colseden, Begwary, Honeydon, Staploe and Duloe). The fund is accessed via their website, www.colmworthg.org and there is a contact form for donations. • The fund is registered with the Charities Commission but cannot be called a charity until they have funds of at least £5000. They are well on their way to that figure and if there proves to be demand for the fund, they will set up a Just Giving page.

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2020/106. Finance • It was resolved to accept the receipts, payments and schedule of payments which were examined in advance of the meeting by two Councillors. They were proposed by Cllr. R. Squire and seconded by Cllr. J. Thomson and are shown on p11-12. In addition, it was resolved to spend up to £60 on reflectors for the nature reserve posts.

Summary of Transactions for Staploe Parish Council for Approval at Meeting on: 19/11/2020

Main Account Payments

Cheque / Ref Date Payee Details Type of transaction Ref Number Amount 69 28/09/2020 SSE Energy Electricity for street lights Direct debit 0 £28.61 70 29/09/2020 Andy Muskett Street light repairs BACS 0 £384.00 72 05/10/2020 Bradgate Fencing Grass cutting playing field & Common 7 of 8 Standing order 0 £139.66 73 05/10/2020 M. Ibbett Highways grass cutting 6 of 8 Standing order 0 £180.00 75 19/10/2020 SSE Energy Electricity for street lights Direct debit 0 £29.28 76 30/10/2020 Print Hut Printing October newsletter BACS 0 £151.67 78 03/11/2020 Bradgate Fencing Grass cutting playing field & Common 8 of 8 Standing order 0 £139.66 79 03/11/2020 M. Ibbett Highways grass cutting 7 of 8 Standing order 0 £180.00 80 05/11/2020 Parkinson Partnership VAT advice for Village Hall rebuild BACS 0 £75.00 81 19/11/2020 Bradgate Fencing Grass cutting playing field & Common Extra cut 1 BACS 0 £72.00 82 03/12/2020 M. Ibbett Highways grass cutting 8 of 8 Standing order 0 £180.00 83 19/11/2020 Bradgate Fencing Grass cutting playing field & Common Extra cut 2 Bacs 0 £72.00 87 19/11/2020 Cartridgesave Black ink cartridge BACS 2020/87 £90.22 88 19/11/2020 L. Crawford Expenses for October Cheque 100932 £13.50 89 24/12/2020 L. Crawford Clerk's salary Q3 Cheque 100933 £835.89 90 24/12/2020 Bedfordshire Pension Fund Clerk's pension Q3 BACS 0 £250.71 Total £2,822.20

Debit Card Account Payments

Cheque / Ref Date Payee Details Type of transaction Ref Number Amount 66 18/09/2020 Rest Express Wood preserver & stain for picnic tables Debit card 0 £62.30 71 28/09/2020 Bedford Timber Wood for picnic benches Debit card 0 £55.87 86 19/11/2020 Cloudnext Cloudnext web hosting renewal Debit card 0 £95.98 • Total £214.15 11

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Main Account Receipts Ref Date Payee Details Type of transaction Reference Amount

Total £0.00

Payment Account Receipts Ref Date Payee Details Type of transaction Reference Amount 65 18/09/2020 B&Q Fencelife returned to B&Q Credit 0 £12.00 Total £12.00

Savings Account Receipts Ref Date Payee Details Type of transaction Reference Amount 74 01/10/2020 Barclays Interest on Savings Account Credit 0 £0.17 77 02/11/2020 Barclays Interest on Savings Account Credit 0 £0.18 Total £0.35

Transfers Debit Card Savings Ref Date Recipient Details Main Account Account Account 67 18/09/2020 Staploe Main to Payments Transfers for bench repairs -£88.99 £0.00 £0.00 68 18/09/2020 Staploe Payments from main Transfers for bench repairs £0.00 £88.99 £0.00 84 19/11/2020 Staploe Main to Payments To pay Cloudnext hosting renewal -£95.98 £0.00 £0.00 85 19/11/2020 Staploe Payments from main To pay Cloudnext hosting renewal £0.00 £95.98 £0.00 Total -184.97 184.97

Posted balances after the above transactions clear Community Account 30833940 £15,468.04 Debit Card Acc 13099075 £0.00 Base Rate Savings 43461580 £20,728.35

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• The bank reconciliation was checked against the bank statements by Cllr. R. Squire and Cllr. J. Thomson in advance of the meeting and is presented below.

STAPLOE PARISH COUNCIL BANK RECONCILIATION 1st APRIL 2020 TO 13/11/2020 Date of bank statement 13/11/2020 Line of cash book: 87 8 Prepared by Mrs. Lucy Crawford, Parish Clerk BARCLAYS DATE Community Account 30833940 Receipts Payments Transfers Balance 1-Apr-20 Balance bf £15,270.03 13-Nov-20 Posted balance per accounts £15,792.04 £20,184.91 £9,033.55 -£10,629.35 £15,792.04 Unpresented cheques / uncleared payments: Mazars external auditors Total £240.00

13-Nov-20 Balance as per bank statement £16,032.04 13-Nov-20 Posted balance - cleared balance -£240.00 Equal to unpresented cheque 13-Nov-20 Balance cf £15,792.04

BARCLAYS Base Rate Savings 43461580 Receipts Payments Transfers Balance 1-Apr-20 Balance bf £10,281.77 13-Nov-20 Posted balance as per accounts £20,728.35 £13.13 £0.00 £10,433.45 £20,728.35 13-Nov-20 Balance as per bank statement £20,728.35 13-Nov-20 Posted balance - cleared balance £- 13-Nov-20 Balance cf £20,728.35

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BARCLAYS Debit Card Account 13099075 Receipts Payments Transfers Balance 1-Apr-20 Balance bf £- 13-Nov-20 Posted balance as per accounts £- £12.00 £207.90 £195.90 £0.00 Unpresented cheques / uncleared payments:

Total

13-Nov-20 Balance as per bank statement £- 13-Nov-20 Posted balance - cleared balance £- 13-Nov-20 Balance cf £-

Summary for all accounts Receipts Payments Transfers Balance 1-Apr-20 Balance bf £25,551.80 13-Nov-20 Balance per accounts £36,520.39 £20,210.04 £9,241.45 £0.00 £36,520.39 13-Nov-20 Balance per bank statements £36,760.39 13-Nov-20 Balance cf £36,520.39

• The earmarked reserves are shown on p15 • Budget 2021/22 It was resolved to accept the draft budget proposed by the Finance Committee in their meeting on 15th October. Unanimous. The budget is presented on p16-20 • Councillors resolved that a three year forecast was not required. • Councillors resolved that there was no need for legal, locum Clerk and increased election reserves.

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Staploe Parish Council Reserves 13/11/2020 Earmarked Reserve Category Category breakdown Funds Reserved Receipts to reserve to Payments from reserve to Payments from reserve forecast to Balance forecast to 31/3/2021 Comment 01/04/2020 13/11/2020 13/11/2020 31/03/2021 Breakdown Total Village Hall Rebuild Reserve General Village Hall Rebuild Fund £7,202.50 £1,500.00 £75.00 £75.00 £8,627.50 VAT advice £75 These cannot be used to fund payments if we are to reclaim VAT. Used to pay for planning Ticket sales social events £493.00 £493.00 £493.00 £0.00 application for hall. From Topham End Farm. £120 used towards street lights in 2019. £220 used for planning application CIL Money £1,483.80 £220.00 £220.00 £1,263.80 for hall. Refund for Village Hall heaters. (£140 used towards bus shelter, Heater refund (from remainder to be used to purchase Ward Fund 2018) £660.00 £0.00 £660.00 items for new hall). Solar Farm Funding £8,700.00 £0.00 £8,700.00 Total Village Hall Rebuild Reserves £19,251.30

Election fund £510.29 £0.00 £510.29 Bought laptop in 2018. Used remainder for software Transparency Code Grant £67.20 £67.20 £67.20 £0.00 subscriptions 2019 & 2020 Literature & info fund £48.41 £0.00 £48.41 £75 saved to reserve for hedge cutting. £60 to be used for extra Grass & hedge cutting field £142.00 £75.00 £0.00 £60.00 £157.00 grass cut on the field. Hedge cutting Duloe Common £0.00 £75.00 £0.00 £0.00 £75.00 Wood for picnic benches & wood Play area assets £150.00 £96.62 £96.62 £53.38 treatment Towards installing the defibrillator, inspection of lights, noticeboard Maintenance £444.13 £280.00 £444.13 £0.00 repairs Asset replacement (eg. laptop, noticeboards) £0.00 £100.00 £0.00 £100.00 Due to be spent by 31st March VERU Grant £0.00 £5,000.00 £0.00 £5,000.00 £0.00 2021 Total earmarked reserves £19,901.33 £6,750.00 £1,231.82 £6,455.95 £20,195.38 Available reserves £5,650.47 £7,209.78 Total funds £25,551.80 £27,405.16 £0.00 Earmarked reserves = funds set aside for a specific purpose. These can only be allocated to another purpose if the council passes a resolution to do so. Available reserves = total balance in the accounts less the earmarked reserves. This should be 50-100% of our precept ie. £5777 - £11554 Therefore £7209.78 is within the recommended range.

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SPC November 2020

Forecast to 31st Budget to Mch Staploe Parish Council Budget 2021 - 2022 Actual 2019/20 Mch 2021 2022 Comment

2.0% % increase vs 2020-21 Regular Receipts Precept £10,500.00 £11,554.00 £11,784.35 Interest £37.28 £13.74 £- Grass cutting £1,389.51 £1,389.51 £1,389.51 Total Regular Receipts £11,926.79 £12,957.25 £13,173.86 Other Receipts Newsletter advertising £- £- £- 1331.50 for defibrillator + £550 for new website in 2019. Applied for Ward Fund a new noticeboard for Duloe & replacement parts for others (£1008) £1,831.50 £- in 2020 Donation for speed sign £2,443.00 £- Ticket sales from social events £493.00 CIL income 0 Payments received in error (from Borough) 11889.51 Solar Farm Payment 8700 Police VERU grant for containers £5,000.00 Other (eg. f.ball deposit, refunds, proceeds from social events / book sales) £25.00 £830.19 £- Clerk refund of duplicate salary payment in 2020

Total Other Receipts £25,382.01 £5,830.19 £-

V. high in 19-20 due to payments in error from Borough and solar Total Receipts £37,308.80 £18,787.44 £13,173.86 farm payment

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SPC November 2020

Regular Payments (from precept) Forecast to 31st Budget to Mch Actual 2019/20 Mch 2021 2022 Comment Remain on Salary Point 17 but assumes 2.75% increase. 5 hours per week. Assume extra hours for Neighbourhood Plan met from Clerk's salary & pension £4,041.64 £4,130.36 £4,277.86 grants Clerk's PAYE £- £- Total staff costs £4,041.64 £4,130.36 £4,277.86

Moved from two internal audits to one after year end but likely to need an Audit Fees £60.00 £260.00 £260.00 external audit if we demolish the village hall Councillors Expenses £- £15.00 £30.00 Clerk's employment expenses £265.74 £270.00 £312.00 Monthly mileage (£8) and Working From Home Allowance (£18) Clerk's Other Expenses eg. postage & sundries £21.26 £40.00 £40.00 Postage and sundries. Training £- £80.00 £80.00 £50 Clerk's training, £30 for 2 x Cllrs training Highways Grass Cutting £1,200.00 £1,300.00 £1,300.00 Assume Mark Ibbett again Insurance £356.05 £433.60 £450.00 Due to renew insurance in May 2021 - likely to increase Power to street lights £300.67 £343.00 £343.00 Fixed contract Elec ( CCTV & containers) £18.50 £50.00 £50.00 Hope to reconnect these in 2020/21 Water and sewerage for containers £100.00 If we reconnect them Maintainance (street lights, speed signs, benches, picnic tables, Budgeted for: £100 for planters + £400 for other maintenance eg. containers, play area & planters) £5.87 £506.52 £200.00 noticeboards, benches, play area etc. 20/21 Installation mainly paid from reserve. No maintenance first 2 yrs. £25 in case electricity charge. £150 maintenance per year after Defib costs £60.00 £25.00 two years - save for this in reserves. Play Area Inspection £68.50 £68.50 £70.00 Play Area Works (assets purchased) £- £- £-

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SPC November 2020

Forecast to 31st Budget to Mch Regular payments continued Actual 2019/20 Mch 2021 2022 Comment Play Area Works (consumables / labour) £- £16.87 £30.00 May need materials for gap filling Grass cutting £1300 for ten cuts (excluding weed treatments - to be Playing field grass £1,050.00 £1,046.04 £1,300.00 done by Rod Thompson for free).

Duloe Common grass £40.56 £110.00 £110.00 Grass cutting - 10 cuts 2020-21 £200 survey of PF, £350 works PF, (£350 works Common not needed but saved to reserve for future). Assume no works in 2021/22 but that money is saved to reserve for future works - see Tree surveys and works £170.00 £550.00 "Regular transfers to reserve" Subs (SLCC / BATPC) £161.00 £185.00 £185.00 BATPC £95 + SLCC £90

£35 Info commissioner, stationary items (£72)and printer cartridges Admin £308.78 £374.00 £374.00 bought direct (£225), other eg.prof advice, social events (£42). Literature & info £- £- £- Assumes Eyelid & Cloudnext yr 3 package £270 (£90 for .gov every Web & e-mail hosting, software subs £39.47 £240.00 £345.00 2 yrs) + £75 software.

Other assets (eg. street furniture / tools / office equipment). Excl. playing field/ play area) £181.67 £- £- 2019/20 Large dog bin £182 Budget assumes 7 PC meetings, 2 committee / Playing Field Village Hall Hire £182.50 £50.00 £200.00 meetings and £15 towards each of 3 social events. Village Hall Works / Maintenance £150.00 £150.00 £150.00 £150 for regular VH maintenance payment. Newsletter £174.00 £250.00 £355.00 Assumes 3 issues of 16 pages at £117 per issue. Donations Other Contingency £500.00 £150.00 Total regular payments £8,796.21 £11,028.89 £10,736.86

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SPC November 2020

Regular transfers to reserve (from precept) Village Hall Savings £1,500.00 £1,500.00 Hedge cutting savings £150.00 £75.00 Asset replacement savings £125.00 Clerk's laptop and printer £600 every 5 years Survey cost £360 every 3 years (£120pa). Works £400 every three Tree surveys and works savings £350.00 £253.00 years (£133pa) Defibrillator £50.00 Street light inspection savings £434.00 Formal inspection to cost approx £1302 in 2023/24

Total Regular transfers to reserve (from precept) £1,500.00 £2,000.00 £2,437.00 Regular payments + regular transfers to reserve £10,296.21 £13,028.89 £13,173.86 We are budgeting for regular receipts and transfers to reserve to Regular receipts - regular payments & transfers to reserve £1,630.58 -£71.64 £- match regular payments.

Other payments (met from additional receipts eg. grants or earmarked reserves Forecast to 31st Budget to Mch Actual 2019/20 Mch 2021 2022 Comment Ward Fund assets purchased £1,320.99 Ward Fund other purchases (new website) £549.99 £- Other assets purchased from earmarked res £58.30 Village Hall payments from earmarked reserve £940.00 £718.00 Planning application for hall £280 street light inspection, £100 installing defibrillator, £142 extra cuts on playing field, £64 noticeboard repairs, £54 new wood for Payments from other earmarked reserves £602.48 picnic benches. From earmarked reserves. VERU grant for containers £5,000.00 Elections £39.71 Mobile speed sign (met by donation) £2,443.00 Street light replacement Refunds to Borough for payments made in error £11,889.51 Hall hire for social events (met from ticket receipts) £67.50 Other donations made by SPC £- Other payments (refunds etc.) £830.19 Clerk's salary refund Total Other Payments £17,309.00 £7,150.67 £- Total Payments £26,105.21 £18,179.56 £10,736.86

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SPC November 2020

Other transfers to reserves (not from precept) Village Hall rebuild savings to earmarked reserve £875.50 Asset replacement £100.00 Solar Farm Payment £8,700.00 CIL income Mainttenance £444.13 Extra grass & hedge cutting on field & common £142.00 £150.00 Play area assets £150.00 Total other transfers to reserves £10,311.63 £250.00 £- Total Payments & Transfers to Reserve £37,916.84 £20,429.56 £13,173.86 Total receipts - (total payments & transfers to reserve) -£608.04 -£1,642.12 £-

2020/107. Consultation on standards in public life. • It was resolved to respond to say that more clarity would be appreciated regarding how parish councillors should respond in meetings when they have a pecuniary or a local interest. Eg. should they withdraw from the meeting, withdraw from discussion, withdraw from voting and is it different depending on whether it is a pecuniary interest or a local interest and who decides? Deadline 4th December

2020/108. Policies, records and procedures • The policy for viewing planning applications was reviewed without amendment • The asset register was reviewed – the only amendment being that the defibrillator has now been installed on the Old Chapel in Honeydon. It is listed on p21-22 • Councillor and Clerk’s allowances and expenses were reviewed and it was resolved that Councillors and the Clerk could claim expenses with receipts and mileage at 45p per mile. The Clerk’s working from home allowance should remain at £18 per month.

The next meeting will be on Thursday 21st January.

The meeting closed at 9.40pm

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SPC November 2020

Staploe Parish Council Asset Register 18th Nov 2020

Cost Value for Replacement value for Code Item Date purchased audit insurance Village equipment Not installed by Staploe Parish Council. Noone claims ownership so assume we are responsible. Asbestos roof removed and SPC1 1 Bus Shelter Honeydon Unknown £940.00 £1,000.00 new non-asbestos roof added and bench replaced in February 2019 SPC2 21 LED Street lights Feb-19 £4,620.00 £4,620.00 K&M Lighting installed 21st Feb 2019 SPC2a 1 street light column in Duloe Unknown £1,000.00 £1,000.00 Estimate One seat on playing field (in addition to the one by the play area listed under playground equipment), one by Duloe telephone SPC3 3 Seats 1990's £1,707.65 £2,032.00 box, one in Staploe. One in Honeydon was removed due to repeated vandalism. SPC4 2 dog bins. One in Staploe and one at Village Hall 2 bought 1/03/2012 (Staploe and Vill Hall) £129.00 N/A 3 bins purchased Mar 12. One destroyed by firework Nov 2013 Dog bin (originally at Woodhouse Lane bridleway but moved SPC5 to end of Woodhouse Lane Oct 2019) 1 bought 21st May 2013 £83.66 N/A SPC6 Dog bin at A1 bridge 1 bought 31/1/2014 (fire proof, A1 bridge, Duloe) £203.00 £293.00 SPC7 3 English Oak Notice Boards 1999 £3,974.95 £3,699.00 SPC8 1 Aluminium notice board (Vill Hall) 21/01/2014 £407.57 £426.51 SPC9 1 Telephone Box 2011 £1.00 N/A Community asset. Bought for £1 from BT SPC10 1 Vehicle Activated Sign 2008 £5,975.75 £8,556.15 £2000 from Staploe Parish Council and remainder from "Confident Communities Fund Bedford Borough Council" SPC11 1 Elisia 18" Mower May-04 £480.24 £980.43 SPC12 1 Stihl Bushwacker May-04 £0.00 £0.00 Currently missing presumed stolen. Original cost £319.82 SPC13 1 Stihl Hedgetrimmer + accessories Nov-15 £0.00 £0.00 Currently missing presumed stolen. Original cost £336.90 SPC14 CCTV camera & DVD player Jan-15 £1,364.86 £1,713.96 CCTV Mounted In hall car park. DVD player in storage container SPC15 5 planters Nov 2015 and March 2016 £766.62 N/A 3 purchased Nov 2015, 3 more March 2016 from Primrose. One broken in Honeydon 2017 SPC16 2 dog waste signs (Village Hall & litter bin) 15th March 2016 £49.75 N/A From Bedford Borough Council 1 lions head water pump near SPC17 Bridgeside in Staploe 19th Century £1.00 N/A Community asset. SPC18 Hard drive for CCTV data May-16 £48.78 N/A Gerardine Meola is custodian SPC19 Projector Feb-17 £239.98 N/A Clerk is custodian SPC20 Screen Feb-17 £47.99 N/A In storage container SPC21 Lexmark CX410de Printer / scanner Feb-17 £199.98 N/A Clerk's office SPC22 Hard drive for Clerk (blue My Passport) Jan-18 £55.99 N/A Clerk's office SPC23 Vario mobile speed sign ex Morelock Mar-18 £2,100.00 £2,100.00 Moves between Duloe and Staploe. Mark Crawford is responsible for it. SPC24 Lenovo laptop incl software for Clerk Apr-18 £404.00 £404.00 Clerk's office 30 foot converted container - changing rooms & toilets SPC25 located on playing field Apr-18 £1,000.00 £1,000.00 Bought from Staploe and Duloe Football Club 20 foot converted container - kitchen and store room located SPC26 on playing field Apr-18 £500.00 £500.00 Bought from Staploe and Duloe Football Club SPC27 Glasdon Topsy Royale litter bin in Shakers Way Mar-19 £247.68 £247.68 SPC28 Wybone metal dog bin bridleway, Woodhouse Lane Oct-19 £181.67 £181.67 Replaced the plastic bin which was moved to the end of Woodhouse Lane SPC29 Morelock mobile speed sign (to be kept in Staploe) Sep-19 £2,443.00 £2,443.00 Tom Tagg is responsible for it. Heartsine samaritan pad 360P defibrillator plus paediatric SPC30 pads and heated, lockable cabinet Mar-20 £1,320.99 £1,320.99 Installed on the Old Chapel, Honeydon on 16th November 2020 SPC31 Website staploe-pc.gov.uk Mar-20 £420.00 £600.00 Initial setup included a £300 discount because we signed up with 45 other councils. SPC32 4 Picnic tables behind the village hall Apr-18 £1.00 £1,000.00 4 tables would cost approx £250 each to replace

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SPC November 2020

Cost Value for Replacement value for Code Item Date purchased audit insurance Village equipment Playground Equipment: 2006 Item PF1 Single arch swing with cradle seat £1,014.00 £1,567.77 No change despite replacing seat in 2103 because they are treated as consumable items PF2 Cradle swing safety surfacing £420.00 £649.37 PF3 Single arch swing with flat seat £1,003.00 £1,550.77 PF4 Flat swing safety surfacing £546.00 £844.19 PF5 Multi play system £3,646.00 £5,637.18 PF6 Multi play safety surfacing £875.00 £1,352.86 PF7 Cransley metal seat £415.00 £641.64 PF8 Cransley litter bin £299.00 £462.29 PF9 Installation of cradle swing £380.00 £587.53 PF10 Installation of cradle swing safety surface £612.00 £946.23 PF11 Installation of flat swing £380.00 £587.53 PF12 Installation of flat swing safety surface £714.00 £1,103.94 PF13 Installation of multi play system £600.00 £927.68 PF14 Installation of multi play safety surfacing £1,275.00 £1,971.31 PF15 Installation of seat £158.00 £244.29 PF16 Installation of litter bin £121.00 £187.08 PF17 security fencing during installation £300.00 £463.84 PF18 Secure storage during installation £300.00 £463.84 PF19 Carriage £410.39 £634.52 PF20 Roadware covered litter bin Nov-17 £120.95 £120.95 Subtotal £13,589.34 £20,944.80 Total £44,505.45 £55,063.19

Where VAT was reclaimed the values exclude VAT. Values for the play area include installation costs as advised by BDO to L. Crawford May 2013 Changed from previous year

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