COPLE PARISH COUNCIL Minutes of Meeting of the Parish Council Held on Monday 20Th January 2020 in the Village Hall at 7.30Pm

COPLE PARISH COUNCIL Minutes of Meeting of the Parish Council Held on Monday 20th January 2020 in the Village Hall at 7.30pm

PRESENT: David Hughes Chair Lesley Cole Vice Chair Chainie Worrall Councillor Steve Halton Councillor Navin Sankersingh Councillor Anne Miller Donkin Councillor David Small Councillor Stephen Moon Borough Councillor Anne Papé Clerk

APOLOGIES: Phillippa Martin-Moran-Bryant, Borough Councillor Action

PUBLIC QUESTION TIME

None

1/20 APOLOGIES FOR ABSENCE

None

Anne Papé was welcomed as the new Clerk/RFO. The Chair thanked Councillors Cole and Halton

for managing the recruitment process for the new Clerk.

2/20 MINUTES OF THE PREVIOUS MEETING

The meeting was asked to acknowledge that the minutes of the meeting held on 18th November

2019 were a correct record.

RESOLVED

That the minutes of the meeting held on 18th November 2019 were agreed and signed as a correct

record.

Prop: Councillor Halton , Sec: Councillor Small, All in favour

3/20 DECLARATIO N OF INTERESTS

As previously declared and as recorded in the minutes. Note

Minutes January 2020 Signed (Chairman) ……………….

4/20 REPORTS

(a) Borough Councillors Report See Appendix 1

In addition, Councillor Moon advised that consultations would commence shortly for the extension of the speed limit on the A603. Average speed cameras were to be installed on the A603 in Willington.

(b) Police/Crime Stats The Crime stats for 27 Nov - 17 Dec and 18 Dec 2019 - 07 Jan 2020 had been circulated

to the Councillors previously.

One crime was recorded in Cople.

Recorded date – 02/01/20 Committed from - 10/11/19. Theft if not classified elsewhere. Willington Road, Cople

(c) Police Priority Setting Meeting Councillor Worrall had been unable to attend the January Police Priority Setting meeting.

Councillor Worrall advised that rural crimes information was circulated via e-mail.

5/20 UPDATE ON CURRENT ISSUES

(a) Neighbourhood Planning Councillors Miller Donkin, Halton and Cole would meet on the 05th February to discuss the

Neighbourhood Plan.

It was noted that the Bedford Borough Council Local Plan 2030 had now been approved.

Cardington Neighbourhood Plan group would be holding an open event on the 21st January. A suggestion for Cardington and Cople Neighbourhood Plan Committees to undertake some joint working was made.

(b) Five Bells PH Bedford Borough Council provided an update on the 25th November 2019 confirming it would be recommending that the nominated property be listed as an asset of community value however it must first be approved by the portfolio holder. Once obtained, confirmation letters would be issued to the PC and the owners and a request made to the Land Registry to update the Five Bells title register to reflect this.

Councillor Moon would ascertain who the portfolio holder was.

would undertake video training and would then be upgraded to administrator. Clerk

Councillors would look at the new site All

Minutes January 2020 Signed (Chairman) ……………….

(d) Digital Connectivity Councillor Sankersingh reported that there had been no further update. There were still

properties in Cople that did not have superfast broadband.

Councillor Sankersingh would contact the relevant Council Officer and would copy in

Stephen Moon. NS

(e) Action Plan The action plan would be reviewed periodically.

(f) Bedford Borough Council Budget and Capital Consultation The consultation was closed.

(g) CPRE membership and training The Councillors were informed of the benefits of CPRE membership:

Councillor Halton already had membership as an individual.

Information on the Neighbourhood Planning training from CPRE had been circulated to the Councillors previously.

Councillor Miller Donkin would attend the CPRE Neighbourhood Planning training. The Parish Council reconciled to fund the training for Councillors that wished to attend the training. Clerk/All

6/20 PLANNING

(a) Planning Applications Considered

19/02808/S73WM Willington Quarry, Amend the approved restoration scheme and to Bedford Road allow retention of the access road after

completion of restoration operations to provide continued access to the site No objections

19/02807/S73WM Willington Quarry, Extend the timescale for the completion of infilling Bedford Road and the final restoration and landscaping operations No objections

19/02702/OUT Land rear of 14-20 Outline application with all matters reserved for Chair/Clerk

Northill Road residential development of up to 5 dwellings. The Parish Council reconciled to object to the application.

The Councillors felt that the impact of the proposed development could not be fully assessed due to the absence of detail in the application.

Councillors were concerned about the proposed access, narrowing of Northill Road due to an estimated 20% reduction in width due to the installation of a footway. Objections submitted for previous planning applications for the site remained valid and would be referred to in the response to the current application.

Minutes January 2020 Signed (Chairman) ……………….

Clerk to send original objections to the Chair.

20/00036/FUL 119 Willington Road Single storey rear extension No objections

(b) Update on Decisions from recent Planning Applications

BBC Granted

19/002715/AGR Moxhill Farm, Northill Erection of agricultural building. No Road comments made

BBC Refused

None

Withdrawn

None

Appeal Dismissed

None

Planning Enforcement Investigation

None

7/20 FINANCE

(a) Schedule of Receipts and Payments

Parish Council received a copy of receipts and payments made.

Receipts Detail Total Nil 0.00 Grand Total 0.00

Payments Detail Total Bedford Borough Council Clerk's Wages 501.24 Swarco VAS maintenance contract 665.27 Cloud Next Ltd Hosting & Domain 155.98 Opus energy Street Light Electricity 133.53 Peter James Village maintenance 120.00 Lawn Lord Grass cutting &litter picking A603 225.00

Minutes January 2020 Signed (Chairman) ……………….

Website development, file list folders, annual Eyelid Productions 420.00 support ICO Data Protection Fee renewal 40.00 Warners of Bedford Cople Woods maintenance 300.00 Bedford Borough Council Clerk's Wages 501.24 Andy Muskett Ltd Street Light Maintenance 128.70 Opus energy Street Light Electricity 131.94 Cople Village Trust Hall Hire 16.00 Swarco 2 x Batteries 281.33 Warners of Bedford Cople Woods maintenance 300.00

Grand Total 3920.23

RESOLVED

That the schedule of receipts and payments made as above, as circulated, be approved.

Prop: Coucillor Worrall, Sec: Councillor Cole, All in favour

(b) Current Bank Balances/Bank Reconciliation

Bank Reconciliation Spreadsheet Balance 33301.44 Bank Balance 31-Dec-2019 5296.41 Unreconciled receipts 0.00 Unreconciled payments 1994.97 Balance 3301.44

Reserves Lloyds Flexible Savings 9927.56 NS & I Investment Account 11700.05

At the November 2019 meeting, the Council resolved to approve the budget and to increase the precept by 3% to £17,474 for 2020/2021. The Council Tax charge on a band D property would be £55.18; an increase of £1.61.

RESOLVED

The Council proposed a precept request of £17,474 and completed the request form Clerk

accordingly.

Prop: Councillor Cole, Sec: Councillor Halton, All in favour

(d) Lloyds Bank Account Signatories

Minutes January 2020 Signed (Chairman) ……………….

Lloyds Bank had advised that signatories could not be amended on a classic account. The

advice from Lloyds Bank was to change to a Treasurers Account.

RESOLVED

The Council proposed to remove Tony Fisher, Mike Vacher and Jeanne Pope as signatories and to add the Clerk and Councillor Halton as signatories. The Council also proposed to convert to a Treasurers Account. Clerk

Prop: Councillor Worrall, Sec: Councillors Sankersingh, All in favour

The Council proposed to change the contact address to the address for the new Clerk,

Anne Papé Clerk

Prop: Councillor Cole, Sec: Councillor Halton, All in favour

(e) Review of Effectiveness of Internal Audit The Parish Council agreed that the Chair and the Clerk would review the Effectiveness of

Internal Audit for presentation at the March Parish Council meeting. Chair/Clerk

(f) Risk Assessment The Parish Council agreed that the Chair and the Clerk would review the Risk Assessment

for presentation at the March Parish Council meeting. Chair/Clerk

(g) LGA 1972 s137 Expenditure The Ministry of Housing, Communities and Local Government had confirmed that the Local

Government Act 1972 s137 allowance for 2020/2021 would be £8.32. Noted

(h) Village Trust – Playing Field Maintenance A request had been received from the Village Trust for a grant towards the maintenance of

the Playing Field and Children’s Playground

RESOLVED

To donate £1,000 towards the Playing Field & Playground maintenance (Section 19 of the

Local Government Miscellaneous Provisions Act 1976 Clerk

Prop: Councillor Cole, Sec: Councillor Worrall, All in favour

(i) Appointment of Internal Auditor The Parish Council was required to appoint an independent and competent person to carry out checks on the system of internal control. The auditor should not be related to the Clerk or any member of the council and should have an understanding of book keeping and also the Parish Council law and procedures. Carol Carter undertook the Internal Audit for 2018/2019 was happy to undertake Cople Parish Council’s Internal Audit for 2019/2020.

RESOLVED Minutes January 2020 Signed (Chairman) ……………….

Carol Carter to carry out 2019/2020 Internal Audit at a cost of £135. Clerk

Prop: Councillor Worrall, Sec: Councillor Cole, All in favour

8/20 AMENITY & HIGHWAYS

(a) Highways

Items reported to highways detailed in Appendix B. Councillor Worrall reported that the VAS on Northill Road was not working. Clerk Works to the road surface at Grange Road/Willington Road junction were still to be carried out. The give way sign was due to be maintained at the same time. Councillor Moon would request an update from Andrew Prigmore at Bedford Borough Council

(b) Village Map

Counsellors Cole, Miller Donkin, Small and Halton would meet on the 5th February to LC, AMD, discuss the village map. SH

Councillor Cole reported damage to the verge and road surface on Water End due to parked vehicles narrowing the road and restricting access to traffic, including farm vehicles. The vehicles were obstructing the road. The Council discussed appropriate action to resolve the issue. Councillor Moon offered to raise the issue ith the appropriate Council Officer. The Clerk would forward photographs of the parking issue to Councillor Moon. Clerk

(d) Clarification of Borough Council grass cutting area Bedford Borough Council had requested clarification of the areas of grass verge cut by the Parish Council to ensure correct reimbursement. The Parish Council reviewed the maps

and agreed that they represented the works currently undertaken. The Borough Council would be asked to supply a single map to the Parish Council.

RESOLVED

The Council proposed to submit the highlighted maps to the Borough Council Clerk

Prop: Councillor Small, Sec: Councillor Halton , All in favour

(e) Churchyard, A603 and Millennium Wood grass cutting (f) A new contractor was required to undertake the maintenance in the churchyard, by the A603 and in the Millennium Wood. The required works were reviewed and a schedule agreed. The Council agreed to investigate absorption of the works into the current grass cutting contract undertaken by Worboys. The Chair and Councillor Halton would contact Worboys

to discuss the schedule of works and costs. Clerk to forward contact details for Worboys to Chair/SH the Chair /Clerk

Minutes January 2020 Signed (Chairman) ……………….

9/20 N EW MATTERS FROM COUNCILLORS FOR DISCUSSION AT THE NEXT MEETING

None

10/20 CORRESPONDENCE (For Information Appendix C)

• NALC Disciplinary and Grievance Arrangements Guidance Noted • No Expressway Noted

11/20 DATE OF NEXT MEETING

Monday 16th March 2020, 7pm. Annual meeting followed by the ordinary meeting of the

Parish Council.

The Clerk would contact the Bursar of Bedford Girls School to invite a representative of the school Clerk

to attend the Annual meeting

Meeting Closed: 21.00

Minutes January 2020 Signed (Chairman) ……………….

Appendix A

Update from Borough Councillors Stephen Moon and Phillippa Martin-Moran-Bryant – January 2020

Happy New Year!

Local Plan The Council adopted the new Local Plan on 15th January 2010 following the Inspector’s report. As a result officers consider that the Council has a 5 year housing land supply, meaning that applications on land not included in the Plan will not usually be accepted. That at least temporarily ends the risk to villages of speculative developments.

However, officers have noted that it is going to be challenging to keep up the necessary land supply based on the urban allocations, the need to make and deliver Neighbourhood Plan allocations. Planning permissions granted during the time that the Council did not have a 5 year land supply (from 31st March 2019 to end December 2019) will count towards the Council’s Local Plan targets. If the Plan fails to deliver houses the Borough Council will once again fail to have a 5 year land supply, and only those areas with a neighbourhood plan under 2 years old will be protected from speculative development (providing the Council’s supply doesn’t dip below 3 years).

Upon adoption of the Local Plan 2030 a further new Local Plan will have to be completed within 3 years or the Council’s key policies will be considered out of date balance in favour of granting consent to speculative applications will apply again.

Highways We have again raised with the Highways Department regarding very poor state of the road surface around roundabouts over the A421 and we have been assured that the road will be resurfaced at the end of March 2020. In the meantime we have requested that the road markings reminding road users that it is a two way road be repainted.

Inclusion in Schools The Council and its partners have launched their ‘Behaviour, Learning and Inclusions Support Strategy’ (BLISS) to promote inclusion and to help vulnerable children to stay in school and reduce exclusions. Schools will be offered enhanced workforce development to assist children who are struggling with behaviour in the classroom. Three documents to assist schools are available online: Behaviour, Learning and Inclusions Support Strategy (BLISS) www.bedford.gov.uk/BLISS , The Little Book of BLISS www.bedford.gov.uk/LBOB and The Early Help and Intervention Graduated Response www.bedford.gov.uk/EHIGR

Corn Exchange Website The Council has launched a new website for the Corn Exchange which is now responsive and will automatically resize to fit the screen of your device. To visit the website please go to: https://www.bedfordcornexchange.co.uk

Rough Sleepers There has been a reduction in the number of known rough sleepers in Bedford over the last 24 months. The Council has also committed to providing additional emergency beds for rough sleepers every night until 31st March, not just when it is freezing, and the Council is Minutes January 2020 Signed (Chairman) ………………. providing wrap around support to try to encourage take up of support and accommodation. If anyone knows anyone who is sleeping rough please contact the Council’s Housing Options Team at any time on 01234 267422

Temporary Accommodation for Homeless People The Council has approved the purchase of a block of 12 flats at 20/22 St Cuthbert’s Street, Bedford for use as temporary accommodation for homeless persons. This is to contribute to a target of acquiring 50 units to reduce the reliance on variable quality leasehold premises and short term nightlight lets. This will also reduce the cost of providing temporary accommodation whilst fulfilling the Council’s statutory obligations and the Council’s own targets.

Cllr Phillippa Martin-Moran-Bryant: [email protected] / 07934853907 / Facebook – search ‘Cllr Phillippa Martin-Moran-Bryant’ or @greatbarfordward

Cllr Stephen Moon: [email protected] / 01234870061 / Facebook – search ‘Cllr Stephen Moon’

Minutes January 2020 Signed (Chairman) ……………….

APPENDIX B Highways Reports

Date Location Rep.By Fault Rep. No Action Complete

22.11.19 Willington Lesley Cole Request for Highways to carry Awaiting Road/Northill white lining out white lining work Road/Grange after resurfacing Lane work 22.11.19 The Retreat Lesley Cole Overgrown Highways to Awaiting Water End Vegetation Inspect and Inspection necessary action taken 9.12.19 Northill Road, Chainie 3 x potholes 32198 Passed to Area Awaiting near to junction Worrall Team update with Woodlands Close 9.12.19 VAS Northill Chainie Not working Passed to Swarco. New Road Worrall Engineer attended batteries site installed. Advised that the solar panels were facing north instead of south and therefore batteries would drain quickly.

Minutes January 2020 Signed (Chairman) ……………….

APPENDIX C

Correspondence Reports

Date Type From Brief Details: Louise Ashmore, Strengthening police powers to tackle unauthorised 25.11.19 Consultation BATPC encampments Update re application to register The Five Bells PH 25.11.19 Email Luke Willmott, BBC as a Community Asset 25.11.19 Email Sonia Tillison Application for position of Clerk/RFO Charles Malcolm, 26.11.19 Email Lawnlord Notification of retirement Dee Walker, Central Beds Senior Minerals Re: Land South of Bedford Road, Cople - 26.11.19 Email & Waste Officer Formation of soil and aggregates recycling facility James Lynch, Team Leader, Open Spaces, Infrastructure & Community 26.11.19 Email Engagement, BBC Re: Seasonal vegetational cuts - Dog Field Dave Girling, Beds 27.11.19 Email Police Crime Stats 30 Oct - 26 Nov Notification of submission of Bletsoe Planning Policy Team, Neighbourhood Plan to BBC for consultation as per 27.11.19 Email BBC Regulation 16 Olivia Field, Chair, No Requesting support in campaign to stop Oxford- 29.11.19 Email Expressway Group Cambridge Expressway 29.11.19 Email NALC S137 limit for 2020-21 Louise Ashmore, 2.12.19 Email BATPC S137 limit for 2020-21 4.12.19 Email OPCC October/November Newsletter Louise Ashmore, 5.12.19 Email BATPC Disciplinary and Grievance Arrangements 9.12.19 Email L Barnicoat Application for position of Clerk/RFO James Stirling, Clerk to Stondon Parish 10.12.19 Email Council Update re new website 12.12.19 Email A Pape Application for position of Clerk/RFO Mark Millmore, Eyelid Notification new website is live - login and training 13.12.19 Email Productions information Dee Walker, Central Latest update Re: Land South of Bedford Road, Beds Senior Minerals Cople - Formation of soil and aggregates recycling 12.12.19 Email & Waste Officer facility James Dancer, Beds Priority Setting Form for Cople and notification of 15.12.19 Email Police next meeting which takes place 8 Jan 2020 17.12.19 Email Andrew Maslen, BBC Budget & Capital Consultations Dave Girling, Beds 18.12.19 Email Police Crime Stats 27 Nov - 17 Dec 19.12.19 Email Kevin Yerrill, BBC Precept letter and form and tax base 20.12.19 Email Swarco Invoice required for replacement batteries for VAS 20.12.19 Email Sonia Gallaher Oakley Neighbourhood Plan publication 23.12.19 Email Ordnance Survey PSMA news Minutes January 2020 Signed (Chairman) ……………….

30.12.19 Email Kim Wilson Local Plan 2030 update Phillippa Martin- 31.12.19 Email Moran-Bryant Local Plan 2030 update 02.01.20 Email OPCC OPCC newsletter 06.01.20 Email BATPC Overpayment of Parish Precept 06.01.20 Email BATPC Bedfordshire Bugle 07.01.20 Email Catherine Bayliss Change of village hall padlock Dave Girling, Beds 08.01.20 Email Police Crime Stats 18 Dec 2019 - 07 Jan 2020 09.01.20 Email NALC NALC Spring Conference 10.01.20 Email Anita Hamrouni, BBC Verification grass cutting areas 10.01.20 Email NALC Chief Executive's bulletin 12.01.20 Email BBC Oakley Neighbourhood Development Plan decision 13.01.20 Email CPRE Neighbourhood Planning workshop 13.01.20 Email HMRC Business help and support email 13.01.20 Email Catherine Bayliss PCPF grant request 13.01.20 Email Lynn McKenna, BBC Rurals Affair Committee cancelled 15.01.20 Email HMRC Business help and support email 17.01.20 Email HMRC Business help and support email

Minutes January 2020 Signed (Chairman) ……………….