An ordinary meeting of Shillington Parish Council was held on Tuesday 3 March 2020 at 7.45pm at The Congregational Church, Church Street, Shillington.

Members Present: Mrs Sally Stapleton (Chair) Mr John Clark Miss Tracey Petrie Mr Derek Turner Rev’d Angus McCormick Mr Mark Thyne Mr David Mott Mr John Hyde Mr Tony Howells Ms Alison Graham

Also present: Sue Chalmers and Helen Smith (Clerk to the Council).

1) There were no apologies for absence.

2) There were no declarations of interest.

3) Minutes of the ordinary meeting held 4th February 2020 were agreed and signed with an amendment to the second bullet point in the Report of the Central Councillor as follows:

• Central Government’s desire to balance funding for less affluent local authorities means that Council is considered a more affluent area. The 2% ring-fenced for social care is being reduced nationally.

4) Matters arising not covered by the agenda (Information only).

The meeting was not adjourned as there were no members of the public present. Sue Chalmers had been invited to attend the meeting to speak on agenda item 6.

5) DISCUSSION WITH ARAGON LAND & PLANNING a) This item was deferred to the April meeting as the representative from Aragon was unable to attend.

6) NEW COMMUNITY BUILDING a) Sue Chalmers gave an update on the community building project which included: • All tenders are now back and there are preferred contractors on both schemes. The schemes had come in at £2.3million for the Community Building and £4.567m for the residential development. • Programmes of work have been developed for both the residential and community building schemes. These both have lead-in times of 10-12 weeks so the start of construction is likely to be delayed until the end of the Summer at the earliest. • There have been £69k savings which can be used to help fund internal works. • They are still waiting for the Land registry on the area in front of village hall. If it is not possible to register this land then title insurance can be obtained to cover this. • The Development Agreement and contract are with Settle – there is a meeting on 26/03/2020 to agree this. They are chasing Settle for the S106 agreement. • An application has been lodged with the Charity for the new combined charity – backlogs mean this is not likely to be considered until the end of March. • There was a meeting two weeks ago with the Chief Executive of Inspire (who are merging with Stevenage Leisure). They are interested in considering the management of the building along a similar agreement to Silsoe. There were some reservations expressed about an external organisation managing the building and where this would leave the Social Club. The response was that other buildings in the local area which were run by local volunteers had experienced issues with covering costs (especially in the early years when there is likely to be a loss). With an external organisation, the costs and liabilities for the building are with a 3rd party. Reassurance was given that Stevenage Leisure are a registered Charity with a Trustee Board which oversees the contract. The contract is renewable and has performance indicators built in. Stevenage Leisure/ Inspire are producing a business plan for consideration. [Addendum for clarification following meeting of 5th May 2020 - A Board of Trustees will be set up for the new community building charity which will include two representatives from each of the existing charities (Village Hall Committee & Playing Fields Management Committee)]. • The Social Club would still be able to hold music events etc, the bar would just be run externally. Having a Gym in the building is key to covering overheads and keeping the costs down. • There was a discussion about the need to consider alternative models as well e.g. employing a hall manager and other external organisations. • Cllr Clark expressed his thanks to Cllr Stapleton and Sue Chalmers for all their time and effort over many years to get the project to this stage.

• Cllr Graham commented that Central Bedfordshire Council is using Silsoe as model for all new community buildings / sports facilities in the area. Silsoe has been very financially successful.

7) PLANNING (Next Development Management Committee meeting at Central Bedfordshire Council 4th March 2020):

a) DECISIONS from Central Bedfordshire Council: i) CB/19/03767/FULL Change of use from a workshop / store to a GRANTED The Workshop, Hanscombe End one bedroom, two person C3 dwellinghouse. 28/01/20 Road, Shillington ii) CB/19/04034/FULL Rear side single storey extension & GRANTED 12 Church View Avenue, demolition of lobby. 03/02/20 Shillington

b) NEW/REVISED APPLICATIONS:

i) CB/TCA/20/00053 Works to trees within a Conservation Area: T3, SUPPORT – 5 Hanscombe End Road, Hornbeam Tree, Crown reduce to previous unanimous Shillington reduction points, reduction of approximately 3m. Lift crown to approximately 3m. T4, Plum tree, Reduce in height by 2 to 2.5m and bring sides into shape. T5 Cherry tree, Crown reduce close to previous reduction, reduction of approximately 2.5m. T6, Purple Plum tree, Reduce in height by up to 3.5m and shape. Comments by: 27th February 2020 – extension requested. ii) CB/20/00444/LB Listed Building: Demolition of attached single SUPPORT – The Old Rectory, Higham storey garage; two storey front & side extensions unanimous Road, (over part existing footprint at side); single storey front, side & rear extensions; first & second floor alterations; new garden wall and gates; & residential oil tank and boiler store behind garden wall (amended to include realignment of front bay window and additional window at ground floor to front elevation) Comments by: 16th March 2020 iii) CB/TCA/20/00062 Works to trees within a Conservation Area: No comment - Shillington Village Green, Remove dead wood of Ash Tree (1), remove dead Application High Road, Shillington wood of Lime Tree (2), remove dead wood of Ash made by Parish Tree (3) and remove hanging dead wood and the Council two lowest branches on the south side of Ash Tree (4) Comments by: 5th March 2020 iv) CB/TCA/20/00079 Works to trees within a Conservation Area: Pyrus None - War Memorial Garden, Calleryane x 2 – Reduce crown height and Application High Road, Shillington formative prune the rest of the crown. made by Parish Comments by: Council v) CB/20/00728/RM Reserved Matters: (following the Outline approval DO NOT Land adjacent to 129 Bury CB/16/04240/OUT Erection of 3 bedroom SUPPORT – Road, Shillington detached dwelling with single garage with addition Unanimous, on of paddock land as an extension to the rear grounds of garden) Reserved matters sought to Appearance inadequate and Landscaping. parking Comments by 30th March 2020 provision.

c) INFORMATION: i) Notification received from Central Bedfordshire Council of Enforcement Notice served regarding the siting of a mobile home without planning permission on Land at Bury Road, Shillington.

d) APPEALS: i) Appeal Reference APP/P0240/W/20/3245286. Notification received of a planning appeal submitted on behalf of Lancot Developments Ltd. in relation to CB/19/03476/OUT - Erection of two residential chalet type dwellings at Land off Gravenhurst Road, Shillington. Representations

to Planning Inspectorate by 23rd March 2020. Clerk to respond to the Planning Inspectorate re-iterating the Council’s comments to the application.

8) REPORT OF CENTRAL BEDFORDSHIRE COUNCILLOR (5mins): Ward Cllr Alison Graham gave a verbal report which included: • Speed control measures at High Road / Upton End Road - the average cost to install a raised table is £10-15k, for average speed cameras it is £50k plus ongoing maintenance of 5% of the installation costs per annum. • Rural Matched Funding Scheme is on hold until 2021-22 to catch up with back log. • Local Plan – The latest version shows 12 houses in Shillington rather than the original 40. • Boundary changes – Due to the increase in the numbers of residences in some areas, the Boundary Commission has requested for changes to Ward boundaries so that there are 3600 dwellings per ward member. This will increase the number of Central Bedfordshire Councillors from 59 to 63. Silsoe and Shillington is too big to be single member ward – it is the largest and is 27% above the 3600 residences. Central Bedfordshire Leadership team have created a plan which has been submitted to the Boundary commission for a 3-member ward (“ Ward”) which includes Barton, Silsoe, Gravenhurst, Shillington and . This has been based on numbers and does not seem to take account of whether there is any affinity between the communities and any natural boundaries. The Independent opposition Councillors have submitted an alternative proposal for a 2- member ward for Barton and Silsoe (with the A6 forming a natural boundary) and a 2-member Ward for Shillington, Gravenhurst and . There will be a public consultation and the Parish Council can comment. There was a discussion about this and the majority consensus among Councillors was that the 2-member ward model would be preferred, although one Councillor abstained from expressing an opinion without further details being available.

9) POLICE MATTERS: a) January Crime statistics emailed to Councillors 6th February 2020. b) February 2020 newsletter from Bedfordshire’s Police and Crime Commissioner Kathryn Holloway emailed to Councillors 10th February 2020. c) Notification received of Police and Crime Commissioner’s Annual report launch event 19th March 2020 in – Cllrs interested in attending to contact the Clerk for details.

10) FINANCE: a) Council agreed not to pay the invoice for cutting War Memorial grass because the work was undertaken outside of the contract schedule and without an additional instruction. It was requested that the contractor inform the Council if it is felt that additional cuts are required so that an assessment can be made as to whether the work is needed and if so, a written instruction issued. b) Council noted that Council’s annual insurance premium is due on 1st April 2020. The amount due is £640.83 including taxes which is the sum agreed under the long-term agreement with Zurich taken out in 2019 and an additional premium for damage cover for the new play equipment which was added in February 2020.

11) DOCUMENT RETENTION POLICY a) Resolution: Council unanimously agreed to adopt the Document Retention Policy circulated with agenda.

12) SHILLINGTON PARISH COUNCIL WEBSITE a) The Council’s new website went live on 8th February 2020. The web address is https://shillington- pc.gov.uk/ b) Resolution: Council unanimously agreed to approve the Clerk attending training for the new website arranged for 19th March 2020.

13) TREE SURVEY a) Update on tree works – Purchase order placed for the works at Horns Pasture, notification given to Central Bedfordshire Council for works in a conservation area for those at the Village Green and War Memorial Garden.

14) SHILLINGTON MEMORIAL PLAYING FIELD: a) Notification received from Playing Field Management Committee that there is to be a refund of £794.40 to the Parish Council on the cost for UK Power Networks to disconnect the power supply to the tennis court floodlights. b) Council discussed the benches on the Playing Field near the Play Area and noted that they were in need of some maintenance. Resolution: It was unanimously agreed to use the £100 budgeted for benches in 2019/20 to pay for materials to repair and maintain the two existing benches on the Playing Field near the Play Area.

c) Shillington Parish Council (acting as Custodian Trustees for Shillington Memorial Playing Field Charity): Council considered the request from AFC Shillington to sign the Grass Pitch Maintenance Agreement for the Playing Fields to enable them to benefit from Football Foundation Grant Funding towards upkeep of the pitches. The Chair gave a report following a meeting on 29th January 2020 (see separate notes). It was noted that this would require some changes to the Parish Council’s grounds maintenance contract when it is next let starting in April 2021. There were some concerns expressed about who would be liable for the payments in the event that AFC Shillington were no longer in existence. The Chair will clarify this with AFC Shillington.

15) HORNS PASTURE: a) Council considered the request from AFC Shillington to sign the Grass Pitch Maintenance Agreement for the Playing Fields including Horns Pasture (see comments in item 14c) above).

16) WAR MEMORIAL a) Shillington Parish Council acting as Custodian Trustees for Shillington War Memorial Charity: Council received a report of dogs being allowed to run loose in the War Memorial Garden. Council agreed to monitor the situation before taking any further action.

17) TRAFFIC/HIGHWAYS: a) The Chair reported that she and the Clerk had attended a meeting on Thursday 20th February at Greenfields with representatives of Grand Union Housing Association to discuss the parking issues. Grand Union Housing advised they would write to their tenants asking then to park considerately and reminding them that there is a car park at the top of the road which can be used. b) The Clerk to the Council provided a list of current items of highway maintenance. Additional items discussed were as follows: • Outside no. 27 Hanscombe End Road the gulley grid is sinking again. • The potholes o/s 141 High Road have been filled. • Pothole opposite Beam Ends (Hanscombe End Road • Brookside – road is breaking up • Marshalls Avenue hole. • Gulley blocked Way by Parish Council noticeboard • The thorn bush at Two Ways,Pegsdon Way is growing over the carriageway. • Complaints have been made to Councillors by HGV drivers in the village about the overgrown hedge to the field adjacent to 124 High Road • Thomas Meadow hedge – Central Bedfordshire Council agreed to cut this back some time ago – Clerk to check c) Notification received of closure of Upton End Road, Shillington between Sunnydale and no. 49 from 16th March to 27th March 2020 between 0800-1800hrs for bank strengthening and ditch regrade. Diversion will be in place via Meppershall, Campton and Gravenhurst. d) Notification received of closure of Hanscombe End Road, Shillington between Hillfoot Road and Higham Road and Higham Road from junction with Hanscombe End Road to junction with Barton Road for one day on 8th April 2020 from 0930-1530hrs for overhead cable works. Diversion will be in place.

18) VE DAY 75 (8-10 MAY 2020) a) See separate notes from the last meeting. The Chair has the pictures from Shillington Lower that have been produced by the children as potential designs for the commemorative mug that the Parish Council is sponsoring. There were 116 pictures which have been narrowed down to 23 from which a design will be chosen. b) Resolution: Council agreed that the £484 donated from the 2019 picture show (held in no.3 account) can be used to help fund the VE Day 75 events including: i) Insurance covering volunteers and public liability ii) Raffle licence to sell tickets over the weekend iii) Printing of raffle tickets iv) Printing of coloured programme of weekend events for every household

19) REPORTS OF OTHER MEETINGS:

20) INFORMATION/CORRESPONDENCE: a) Email received – update from young person who has been undertaking litter picking in Shillington for Duke of Edinburgh Award.

21) ACCOUNTS FOR PAYMENT:

a) The Chair declared an interest in cheque payment 301222. Resolution: Proposed by Cllr Alison Graham, seconded by Cllr Mark Thyne and unanimously agreed to pay the accounts per the list.

Cheque Invoice Total Total Payable to Payment Details VAT No. Number (net) (gross)

Development of new website & 301217 Eyelid Productions INV-2287 Annual website support 420.00 - £420.00 300022 Printing Parish News Feb 2020 Lonsdale Direct 241851 378.10 - £378.10 no. 2 a/c Solutions Toner & paper supplies 301218 Viking 754450 111.87 22.37 £134.24 Insurance Premium 2020/2021 301219 Zurich Municipal 42944223 640.83 £640.83 QS & PM Fees Payment 7 Wordsworth 301220 Construction 286 2500.00 500.00 £3,000.00 Services 301221 Clerk - Salary & expenses Jan 2020 700.41 - £700.41 301222 Shaun DeWick 1264 Removal of old Play Area 600.00 - £600.00 301223 A Complete - Bus Shelter cleaning 28.00 - £28.00 Cleaning Service

Significant deposits received: 10/2/20 Central Bedfordshire Council - S106 PLAY contributions for new Play Area £54,788.00 Shillington Memorial Playing Field - Refund from UK Power Networks for removal of 28/2/20 £794.40 supply

22) AGENDA ITEMS FOR NEXT MEETING/ANY OTHER BUSINESS (information only):

• Cllr Turner gave an update on the fitting of the noticeboard locks and advised that new rubber seals may be required. • Cllr Turner gave an update on moving the Plum tree from Vicarage Close. Central Bedfordshire Council (CBC) Highways have advised that the Parish Council cannot plant the tree on the Highway verge but CBC can move it if an order is placed for them to do it. Council may need to consider alternative locations on land which is owned by the Parish Council.

There being no further business the meeting closed at 22:15.

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