minutes of the meeting of the virtual parish council held ... · initial: ..... 2020/2021 - 230 8....

Initial: .......

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Minutes of the Meeting of the Virtual Parish Council held on the 16th June 2020.

Councillors present: Graham Pendrey (Chair), Duncan Edgar, James Rudgley, Peter Ward,

Ann Lovesey (MBE), Peter Ward, David Garrard, Di Ames

Apologies: Tim Wood, Stuart Southall, Noreen Byrne

In attendance: Councillor Philippa Martin-Moran-Bryant, Councillor Stephen Moon, 2/3

members of the public

Clerks: Joanne Lee, Anne Pape

MINUTES

1. Receive and approve apologies for absence.

Councillors Byrne, Southall, Wood

2. Declarations of interest in any matter - being prejudicial or personal. To

consider the granting of any dispensations.

None.

3. Confirm the minutes of the following meetings.

Full Council Meeting – 12th May 2020

Councillors agreed.

Public Participation - Standing Orders will be suspended for a period to allow members of

the public to address the Council

Members of the public were invited to speak. A member of the public advised they

did not wish to make any comment but wanted to listen to the meeting.

4. Ratification of decisions made in accordance with agreed delegated powers.

Councillors agreed.

See Appendix 1

5. Planning.

5.1 Discuss and agree Full Planning Application 20/01172/FUL – Greenview House,

59 Green End Road, Great Barford, Bedford, Bedfordshire, MK44 3HD –

Demolition of the existing garage and erection of a new detached garage.

Erection of single-storey side and rear extension to include replacement window

to the front facade, and additional roof light and sun tunnels to the rear roof.

Councillors discussed and agreed that there was no comment/objection.

6. Borough Councillor Report.

See Appendix 2

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Regarding 29-31 Bedford Road, Councillor Phillippa Martin-Moran-Bryant advised the

relevant planning applications set out below has been granted since 2018, as well as the 2

current applications that are pending consideration. All the permissions remain extant, so to

advise which one(s) have been implemented is difficult to say, without speaking with the

owner and vising the site.

18/01287/FUL - Change of use of retail showroom and furniture manufacturing unit (sui

generis) to supermarket (Use Class A1) and café (Use Class A3) to include a new shopfront

and external flue to the rear. Granted on 28/9/18

19/01201/FUL - Change of use from Cafe (A3) to mixed use Hairdressing (A1) and Beauty

Salon (Sui Generis), alternations and retention of shop front. Granted on 19/12/19

19/01151/ADV - Retention of internally illuminated projecting sign. Granted on 12/2/2020

19/01221/FUL - Installation of new shopfront and replacement windows. Conversion of first

floor showroom and storage into two 1 Bedroom flats and external alterations including

external staircase and first floor access door. Granted on 12/2/2020

20/00570/S73A - Retrospective application for a shutter to shop. Pending Consideration

20/00949/ADV - Installation of internally illuminated 'take away' fascia sign. Pending

Consideration

A further application has been submitted for a change of use of part of the retail unit

to a takeaway (Class A5), however this application has been invalidated, but it is

anticipated that this will be valid shortly and will be consulted upon in the same way

as the other applications. This hopefully may explain some of the queries over why an

advertisement application has been submitted for a takeaway sign, without a change

of use application

Action Councillor Phillippa Martin-Moran-Bryant to contact Highway, Bedford Borough

Council to request parking enforcements outside the new village supermarket.

7. Clerk’s Report.

See Appendix 3

Action Laptop specification to be sent to Councillor Peter Ward to ensure this is suitable

before purchase. Clerk to purchase laptop from Power Computing, Kempston.

Action Clerk to chase Highways to request confirmation as to when the authorised double

yellow lines will be installed in New Road.

Action Clerk to chase Drainage Board to advise the Parish Council when the request to clear

a fallen branch in the brook between Brook Side and Willoughby Close and also tree

cuttings in the brook at the Gamblings.

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8. Police Report.

See Appendix 4

9. Update on unauthorised boundary change in Woodpecker Close.

An update shown below was given by the Clerk.

In March the Parish Council was made aware that someone had cleared hedging from

Parish Council land in Woodpecker Close, and appeared to be preparing a hard-

standing on the land between the house and the development boundary with the

adjacent field.

The activity was confirmed by visual inspection from the public highway.

A Stop Letter was hand delivered to the residence on 03 April 2020 requesting that

work stops and the land reinstated to original status.

As the property is in joint ownership with Stonewater Homes, they were also

informed and forwarded copies of communications.

Stonewater have subsequently been in contact with the resident, and informed the PC

that, as the landowner, they will be taking up the case and investigating the situation.

We understand that due to staff being furloughed in the Covid-19 crisis, there has

been a delay in proceeding with the case. With staff now available, we are informed

that they will be undertaking further review and any necessary action.

Action Clerk to obtain further information from Stonewater.

10. Discuss and agree a plan of action for unauthorised planting in Woodpecker

Close Open space.

Councillors were updated of history in meeting notes sent to all councillors prior to

the meeting.

Councillors discussed and agreed that a letter should be written to the Riverside

Association to advise that this will be discussed at the next Parks and Open Spaces

Committee meeting and an invite be given for a representative from the Riverside

Association to join the Parks and Open spaces Committee as a permanent member of

the Committee.

Action Clerk to organise a Parks and Open Spaces Committee meeting and put “agree a plan

of action for unauthorised planting in Woodpecker Close Open Space”on the agenda.

Action Clerk to write a letter advising the Riverside Association that this will be fully

discussed at the Parks and Open Spaces Committee meeting and invite a member of

the Riverside Association to join as a permanent Committee member on future Parks

and Open Spaces Committees.

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11. Discuss and agree a plan of action for ensuring Government guidelines relating to

Covid 19 are followed at the Village Green and playing field areas.

The Clerk advised the councillors that a number of residents had commented on

issues at the village green including dogs off lead, rubbish being left behind, social

distancing, jumping from bridges into the water, parking, no toilet facilities.

The Clerk advised that parking enforcements had been contacted regarding the

parking on verges, local police had been contacted regarding social distancing not

being adhered to, Environmental services had been regularly contacted to collect

rubbish that had been left behind, Bedford Borough Council regarding dogs off leads

and Environment and Highways regarding jumping off the bridges into water.

The Parish Council agreed that a working group should be formed to keep a regular

monitor on this area to help resolve these persistent issues.

Action Clerk to contact councillors to requests volunteers to set up a working group and

report back to the next Parks and Open Spaces Committee..

Action Clerk to put results from the working group on the next Parks on Open Space

Committee.

Action Clerk to contact residents who raised concerns and advised them of Parish Council

comments.

12. Discuss and agree early cutting back of overhanging vegetation between The

Brambles and the footway alongside the Jubilee Play Area.

Councillors discussed and agreed that as the handyman had reported no sighting of

birds nesting in these bushes that it was possible to cut these hedges back early.

Action Clerk to obtain quotes to cut hedges back neatly.

Action Clerk to put quotes and discuss other areas that needs cutting around the village at the

next Parks and Open Spaces Committee.

13. Discuss and agree cutting of daffodils in the village and New Road verge for next

year and update on the New Road verge.

Councillor David Garrard advised that he had been tending to the verge on New Road

and confirmed that he will continue to work on this area to help this area recover.

The Councillors discussed and agreed that in future for the verge on New Road it was

necessary to sacrifice the daffodils and agreed to cut the grass when required and not

wait for the daffodils to die and wait 6 weeks.

The Parish Council agreed that if other areas in future became an issue then they

would be cut and the daffodils would be sacrificed however the general rule of

waiting for the daffodils to die and waiting 6 weeks will be followed.

The Parish Council also agreed that any future planting of daffodils will be planted in

clumps.

The Parish Council also discussed what to do with the deposited soil in the graveyard.

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Action Clerk to arrange a Graveyard Committee meeting at the graveyard to discuss where to

deposit the soil and other graveyard matters.

Action Clerk to update grass cutting specification.

Action Clerk to request handyman to dispose of vegetation in the graveyard as soon as

possible. Councillor David Garrard will request for the rubbish to possibly be

disposed of with a local farmer.

14. Discuss and agree plan of action following a resident query regarding car

parking issue at the top end of Green End Road northwards.

The councillors discussed and agreed that unfortunately they felt as there were no

current restrictions in this area unless vehicles were causing an obstruction there was

no action to be taken by the Parish Council. Councillors agreed they did not wish to

add to parking restrictions in that area. They agreed that the resident should notify the

police and Bedford Borough Council if any illegal parking was noticed in the future.

Action Clerk to write to resident with the Councillors comments.

15. Discuss and agree a plan of action for judging the garden competition in July.

The councillors discussed and decided that they would patrol the village and take

photos of eligible gardens for the competition.

The clerk advised there was £160 available in the budget to allocate prizes.

The councillors agreed that there would be 2 categories – large and small gardens.

The winners for each category would receive £40 garden vouchers and the second

prize for each category would receive £20 garden vouchers and third prize Highly

Commended certificates.

Action Clerk to send a list of roads for the Councillors to patrol to judge and take photos of

the gardens.

Action Clerk to put on next Parks and Open Spaces Committee to judge entries for the garden

competition.

Action Councillors to patrol village and take photos of eligible gardens for the competition.,

16. Discuss and agree a request for a commemorative bench at the Village Green.

The Councillors discussed and agreed that the next metal framed bench in the village

green could be replaced with a commemorative bench of the same type as the others.

The resident request would need to pay for the costs involved for a replacement

Commemorative bench.

Action Clerk to contact the resident and advise that the Parish Council had authorised a

replacement commemorative bench at the Village Green and advise them of the

location and advise the resident they would be expected to fund the replacement costs.

Action Clerk to gather replacement costs of the commemorative bench and advise resident.

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17. Discuss resident request for a circular walk/cycle path on LAA meadow by Great

Barford bridge.

The Councillors discussed the circular walk and agreed that this potentially was a

good idea. However this area was not Great Barford Parish, it was in Central Beds,

Blunham Parish and may extend into Moggerhanger Parish. It was agreed that the

Clerk should contact the Rights of Way officers to come out and discuss this further.

Action Clerk to contact the Rights of Way Office and organise a meeting to discuss the

circular walk. Councillors Folbigg, Councillor Rudgley and Councillor Phillippa

Martin-Moran-Bryant all requested to be part of this discussion.

18. Update on Wöllstein Way Road name suggestion.

The Parish Council were advised of an email received by the Street Numbering team

that the Developers were still requesting their new name to be used instead of

Wöllstein Way. The Parish Council agreed that due to the long history that Great

Barford had with Wöllstein that this name would be more appropriate.

Action Clerk to contact Street Numbering team to advise that the Parish Council would still

like the road name of Wöllstein Way and advise that a number of councillors had

been approached by the developer regarding the street name.

19. Discuss and agree a request for use of the Village Hall field for personal training

business.

The Parish Council discussed and agreed that the personal trainer was permitted to

use the village playing fields to train one on one training session providing a licence

had been obtained by the personal trainer, a risk assessment has been completed and

insurance is valid. The Parish council agreed that there would be no charge for using

the playing fields.

Action Clerk to contact personal trainer to advise that the Parish Council have authorised him

to use the village playing fields to use as a one to one training sessions provided he

has a BBC licence, a risk assessment has been completed by the trainer and their

insurance is valid, with copies presented to the Parish Council.

Action Clerk to contact the Parish Council insurance to confirm that the insurance covers

these activities.

Action If everything is completed and received then terms and conditions should be sent to

the personal trainer ensuring that it mentions that the Parish Council have a right in

future to review this agreement and this will be reviewed on a regular basis.

20. Discuss and agree request for small school class exercising and possible car boot

sales on the Village Hall field.

The Parish Council discussed and agreed that if the car boot sale was a one off event

and they Village Hall Association have a licence, Covid 19 restrictions are lifted

further to permit such gatherings, social distance is adhered to, Covid 19 restrictions

area adhered to and insurance covers these events and a risk assessment is completed

by the Village Hall Association then this is acceptable.

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Action Clerk to contact the Village Hall Association to advise that this is permitted providing

the above details are adhered to.

Action Clerk to contact Parish Council Insurance when car boot sale confirmed.

The Parish Council discussed and agreed the request for teachers to hold small

exercising classes on the playing fields. However, if this is for children then the

current Covid 19 restriction do not allow this to take place. If this is for adults then

they will need to ensure a risk assessment is completed for the Parish Council, Covid

19 restrictions are adhered to, the insurance covers these events and any licences are

obtained.

Action Clerk to confirm with the Village Hall Association if the exercising classes are for

children.

The Village Hall also requested that a children’s party had been cancelled at the

Village hall and they have had a requested to have a horse and handler come to the

Village hall car park for photo opportunities for the party guests. There were 60

guests over 2 hours meaning guests of 15 every half an hour.

The Parish Council agreed this was acceptable providing a risk assessment was

completed by the horse person attending, safety equipment is used and the Parish

Council and horse handler’s insurance are valid for such an event.

Action Clerk to contact the Village Hall Association to advise that this event has been agreed

to go ahead by the Parish Council providing the above details are adhered to.

21. Update and agree plan of action on the village Hall car park tidy up.

The Clerk updated the parish council that the original handyman who visited the

village hall car park advised that the job was too large for him to complete.

A second contractor visited the site and the Parish Council are currently awaiting a

quote.

Action Clerk to update councillors at the next Parks and Open Spaces Committee meeting of

the quote received.

22. Review and agree following updated documents:

22.1 Review of Effectiveness of Internal Control

22.2 Risk assessment and management (financial)

Documents reviewed and agreed by the councillors.

See Appendix 5

23. Review of accounts 2019-2020

Councillors reviewed and agreed accounts 2019-2020.

See Appendix 6.

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24. Correspondence report and information in relation to business from previous

meetings. For information only.

See Appendix 7.

25. To approve and authorise invoices received and receive schedule of receipts

See Appendix 8

Parish council agreed to the neighbourhood plan grant repayment cheque payable to

Groundwork UK for £2560.

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Appendix 1

RATIFICATION OF DECISION MADE IN ACCORDANCE WITH AGREED

CLERK DELEGATED POWERS

12/05/2020

Email sent to councillors 12/05/2020. Majority vote to leave cutting daffodils until 6

weeks after daffodils have died. Agreed that the daffodils can be cut from 01/06/2020

and to follow Royal Horticultural advice. Agreed that any new daffodils must be

planted in clumps.

25/05/2020

Items emailed to councillors and replies received by 25/05/2020

Planning Application “20/00949/ADV, Installation of internally illuminated 'take away'

fascia sign, 29 Bedford Road Great Barford Bedford Bedfordshire MK44 3JF” to your

list for comment.

Consultation expiry date is 09 June.

Please comment.

Comments sent to Planning at BBC on 28/05/2020

20/00949/ADV Advertisement Application. Proposal: Installation of internally illuminated

“Take away” fasica sign. Location: 29 Bedford Road, great Barford, Bedford, Bedfordshire,

MK44 3JF

Great Barford Parish Council do not object to the illuminated sign but would like to make the

following comments:

• The application relates to an illuminated sign only. The implication is the left-hand

business unit will become a “take-away” fast food vendor – however, there has not

been and planning application submitted for change of use to this purpose.

• The associated drawings show conflicting information and do not show the current

status of the overall site.

• Over the last three years there have been 10 planning applications submitted relating

to this site.

• The ad-hoc piecemeal approach that is taking place, is further confusing the current

and intended use of the overall site. These “piecemeal” applications do not refer to

other concurrent applications and therefore lack clarity. As individual applications,

they may be acceptable on their own, but could also have detrimental impact when

considered in conjunction with other proposals for the site. I believe various “case

officers” have been involved over time, so may not be aware of the complete picture.

• On-site parking quantity has been accepted to provide for the current supermarket,

proposed 2x first floor flats, and proposed hairdresser/beauty salon; there is no excess

parking available to support an additional business.

• If permitted, there must be consistency in design and style of signage panels and

window/door access across all three business units on this site.

Initial: .......

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Confirm the Parish Clerk(s) official title and responsibilities.

We have recently discovered that it is not permitted to have 2 Clerks in the same parish.

Therefore we have had to retitle our positions as follows:

Joanne Lee – Clerk and Assistant Responsible Finance Officer

Anne Pape – Assistant Clerk and Responsible Finance Officer

Our responsibilities remain the same as previously to allow use to cover each other when

required.

Please comment.

Councillors agreed majority that Clerk titles OK.

Action Clerk updated job descriptions

Discuss and agree applications for ad-hoc Parish council handyman.

We have received 2 possible handymen contacts which are as follows:

Paul Clark who has confirmed he has public liability insurance. He currently works for Mr

Eddie Ellis on Greenend Road and the neighbour next door and he is able to do carpentry,

decorating and gardening.

KG Locksmith and Property Maintenance who has confirmed full liability insurance and are

also CRB/DBS checked. They live in Great Barford and cover a range of areas including

Locksmiths, Carpenter, Glazier, UPVC specialist, Fencing, decking, Ground works, Kitchen

fitting, Plumbing, Painting and decorating and all maintenance repairs. They are a company

so they would not work on an hourly rate but would produce a quote for the work required.

Please comment if you are happy for either of these to be used for future Parish work.

Councillors agreed by majority that both contractors should be used for future handyman

work.

Action: Clerk contacted handy persons to advise them of the Parish Councils decision.

Discuss and agree Local Council Insurance for 2020.

A cheque has been raised at the last Parish meeting for £2818.28 for the insurance but has not

been sent as yet.

Please confirm if you agree with the insurance email (attached) and confirm that the cheque

raised can be sent.

Parish Council agreed by majority that insurance was accepted and cheque should be sent

Action: Clerk to sent cheque to the Insurance Company.

Discuss and agree Bedfordshire Pension Fund Summary of total Local Government

Pension contributions 2019-2020.

Please see attached email for any comments.

Parish Council agreed by majority that the Bedfordshire Pension Fund Summary of Local

Government Pension contributions 2019-2020 was Ok.

Action: Clerk confirmed confirmation to BBC.

Discuss and agree Bedford Borough Council grasscutting agreement 2020

Please see attached email for any comments.

Parish Council agreed by majority to BBC grasscutting agreement.

Action: Clerk contacted BBC and completed form. Also checked with handyman that his

current ride on grass cutter has flashing beacon lights comply with regulations. One grass

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cutter applied and one did not. The handyman will install appropriate flashing lights to ensure

this now compile with regulations.

Discuss and agree a new laptop for the Clerk.

As previously advised my current laptop has been having a number of issues lately and it

spent last week in the computer repair shop. He has managed to repair this but has advised it

will not last for much longer. Please could you advise if you are happy for Power computing

to supply a new laptop for the Clerk. I am currently awaiting a quote and will forward this on

as soon as I receive this.

Parish council agreed with majority that funds should be ring fenced for a new laptop for the

Clerk when required and should be taken from Reserve funds as this had not been included in

the budget figures.

Action: Clerk to ring fence laptop funds. Await quote from Power computing.

Discuss a request from a new football team to use the football pitch and equipment next

season.

We have been approached by a new team who would like to use Great Barford playing field

for their football team. I have advised them of the current issues of rabbits. They do not wish

to take on the Great Barford title and they are called U.S Willington. I have contacted the

Insurance company regarding liability if an accident should happen. Please see attached email

(title question). Please comment.

The Parish Council agreed that the village hall playing field should be used for a football

team. There are now currently 2 football teams that would like to use the playing field.

Action: Clerk notified both football teams to confirm they both would need use of the pitch

on Sundays. The teams were advised of the rabbit issue and the update with hedge cutting

and pest control and therefore the Parish cannot confirm that the pitch will be available for

use.

Discuss resident request to remove grass verges for parking on Willoughby Close.

We have received a request from a local resident regarding removing the grass verges for

parking on Willoughby Close. Please see his request below:

Some people have double parked by blocking their own cars in not obstructing anything bar

themselves. Yet they have ended up with parking fines.

Would it not be better to take out the two green verges and open the space for parking, this

would help greatly, as there is no obstruction by the parish in taking out green spaces for new

houses and car parking.

Please comment.

The majority vote was not to remove the grass verges on Willoughby Close for extra parking.

Action GP to confirm if Parish council Land. Clerk advised the resident of Parish Council

decision.

Discuss and agree donation to the Event Committee for one day event insurance for fun

day.

Last year the Parish Council covered the insurance cost for the Fun Day. Please advise if this

goes ahead if you agree/disagree with the Parish Council funding the one day insurance cost

this year. No figures have been submitted by the Village Hall Association as yet.

Event now cancelled.

Initial: .......

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Appendix2

Borough Council is carrying on more or less as normal. Staff are mainly working from home

and meetings are being held “virtually”. There are some delays accruing, especially in

planning, partly because of reduced staff numbers and partly because home working is

proving not to be ideal for many officers for domestic reasons. Generally however the

council and officers are learning to adapt and essential services are being maintained.

The Council is faced with major financial problems as a result of Covid 19 and at present the

likelihood, without yet more government funding, is that significant savings will have to be

identified as a matter of urgency. It is not just the extra costs caused by coping with Covid 19

but the loss of income from rates, council tax and commercial activity generally. A paper has

been issued for consideration by the next Executive which sets out the financial pressures. It

is available on line if you go to the Executive section of the main Council website. The

financial strain is such that it is bound to involve cutbacks in both capital and revenue

expenditure.

It does not help future planning that the rates of infection in Bedfordshire generally remain

very high compared to the rest of the country. The reasons are not clear and the council is

urgently seeking further information from PHE and the Office of National Statistics. This

may have a future impact given the possibility of more localised lockdowns to deal with local

“hotspots”.

Another paper before the next executive is the draft Local Plan 2040. The local plan seems

likely to have to provide up to 15,000 houses in the period between 2030 (the end of the

current plan period) and 2040. From initial discussions and presentations there is a real

prospect that again Great Barford will again be required to accept a large number of houses as

it seems likely that there will be a similar approach to spreading development around the

rural area as was taken last year. It is important that we all take every opportunity to make it

clear that Great Barford should not be turned into a commuter suburb of Bedford.

It is uncertain where the East-West rail line will eventually go but it is clearly possible that it

will come very close to Great Barford village. If the proposed connecting station between

Sandy and St Neots is in or near Tempsford, as might happen, the line will almost certainly

pass between here and Roxton, near Hill Farm and Barford House. The railway company is

currently pressing on with surveying in the area that might be affected. The consultation and

information process has been suspended because of the pandemic but will restart later in the

year. We will be working to ensure that the least damaging option is selected.

Initial: .......

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Appendix 3

CLERK REPORT

• Street Number – BBC and developers solicitors advised that Great Barford Parish

Council had not changed their view on the street name – Wollstein Way.

• Remaining yearly inspections jobs for the gym equipment completed by Caloo on 5th

June 2020.

• Request to change mooring posts by the village green. This has been reported again to

Environment Agency.

• New Road has some new galvanised street sign columns – Give Way/North End,

Footpath – nearly opposite Ouse Bank Far and Village name – south end.

• Allan Burls contacted the Parish Council to advise that due to the current situation this

has impacted on the ability to deliver the feasibility study for 59A High Street. They

have managed to complete the topographical survey. They will re-programme the

surveys as soon as possible and advise a programme of delivery.

• Complaints received regarding contractors footpath parking outside 23 Brook Lane .

BBC attended but advised that no vehicle was present at the time of the visit and also

they were unable to take action as there are no verge or footway restrictions.

• Top soil donated for general handyman use, and graveyard top ups.

• Angus Lammie has been contacted regarding cutting the bushes around the playing

fields. He was due to action this the first week of lockdown. He has advised due to

lockdown he has been unable to do this and since the ease in restrictions he is now

unable to action until after bird nesting season.

• Both Football teams who showed interest in using the playing fields next season have

been advised of the current situation regarding the hedge cutting which will be

followed by pest control. They will look for alternative arrangements if the football

pitch is not in a playable condition when the season commences.

• New UK flag received and will replace the torn flag opposite the post office.

• A site visit was completed by Environment Health and trading Standards at New

Road Industrial Estate and at the time of visit the relatively quiet. Noise and Smoke

forms were issued to be completed and returned.

• Planning Ref 20/00519/S73A - New Road, Great Barford. Stephen Moon has

confirmed that he has have asked for this application to be called in to be heard by the

Planning Committee as it seemed probable that the officers were going to approve it.

He agrees with concerns and at the very least there needs to be substantial noise

mitigation and tighter control over times of use. That said he does not believe this is

an appropriate site for this use and is concerned at the expansion and intensification of

this site over the years.

Initial: .......

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• Pathway being worn across grass area in Willoughby Way (possible short cut from

car) and concrete being laid by the fence. Councillors need to decide if any action

should be taken.

• Honours Board has been made. Clerk will collect from manufacturers.

• Weedkilling quotes currently being obtained to treat Woodpecker Close open space.

• Jubilee play area footway weedkiller applied due to overgrown weeds.

• Handyman instructed to complete weekly litter picks particularly in these areas –

village hall car park, playing fields, Woodpecker Close and village green.

• Graham Pendrey kindly repositioned the name board by the village green and gave it

a good clean.

• Phillippa Martin-Moran-Bryant has been advised of specific locations for speedwatch

vehicles to attend and will notify us if any data is released.

• SID’s to be installed by the end of July on New Road.

• Power Computing quote for replacement laptop for Clerk £997.96. Funds to be

ringfenced for when needed.

Initial: .......

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Appendix 4

Item 8. Police Report

Item 8. Police Report

Recorded Date

Committed From Committed To Offence Street Area

01/05/2020 27/04/2020 00:00 01/05/2020 00:00 Harassment - without violence (course of conduct) Great Barford

06/05/2020 01/03/2020 09:00 01/04/2020 09:00 Other criminal damage, other (Under £5,000) Roxton Road Great Barford

25/05/2020 24/05/2020 21:00 25/05/2020 07:00 Theft from a motor vehicle A421 WB From A1 Black Cat Roundabout to Renhold Junction

Great Barford

Recorded Date

Committed From Committed To Offence Street Area

02/04/2020 29/03/2020 15:10 29/03/2020 16:35 Assault occasioning actual bodily harm (ABH) Hunts Field Great Barford

04/04/2020 04/04/2020 03:10 Burglary - Business And Community High Street Great Barford

28/04/2020 28/04/2020 00:00 Harassment - without violence (course of conduct) Great Barford

15/04/2020 14/04/2020 00:00 Harassment - without violence (course of conduct) Great Barford




17/04/2020 17/04/2020 19:00 17/04/2020 19:13 Having possession of a controlled drug - Class B - Cannabis Green End Road Great Barford

12/04/2020 12/04/2020 00:58 Interference with a motor vehicle Hare Meadow Great Barford

15/04/2020 15/04/2020 00:00

Sending letters etc with intent to cause distress or anxiety, Malicious Communications Act 1988 Great Barford

12/04/2020 12/04/2020 00:55 Theft from a motor vehicle Hare Meadow Great Barford

01/04/2020 29/03/2020 16:00 29/03/2020 17:00 Theft if not classified elsewhere New Road Great Barford

Initial: .......

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Appendix 5

Parish Council Risk Schedule Item Frequency Last reviewed Comments/actions

Parish Council Insurance:

Public and employers liability Annual June 2020 Reviewed at time of

insurance renewal

Money and fidelity guarantee Annual June 2020

Personal accident Annual June 2020

War memorial Annual June 2020

Buildings cover Annual June 2020

Buildings:

Maintenance inspection Ongoing Jan 2020

Play areas:

Play area checks Weekly Ongoing

Play area inspections (by qualified

inspector)

Annual Aug 2019

Other inspections/maintenance:

Trees – open spaces 3 yearly Oct 2019 Trees checked by

Clerk/Councillor after

high winds/ heavy

rain/snow

Benches Ongoing Jan 2020

Goal posts Ongoing Include on play

equipment check

Financial Matters:

Banking arrangements Annual May 2020

Insurance providers Annual May 2020 Renew May 2021

VAT return Claim within

time limits

Due Due. Awaiting bank

statements with new

address

Clerk’s salary review Annual July 2019

Budget agreed, monitored, reported Ongoing January 2020

Precept requested Annual January 2020

Payments approval Monthly Monthly

meeting

Bank balances Monthly Monthly

meeting

Bank reconciliations overseen by

councillors

Ongoing Finance

meetings

Chairman’s Allowance reviewed and

agreed

Annual Jan 2020 Budget setting

Councillors Allowance reviewed and

agreed

Annual Jan 2020 Budget setting

Internal Audit Annual May 2019 Due June 2020

External Audit Annual Sept 2019 Due Sept 2020

Internal check of financial records Ongoing May 2019 Renew June 2020

Initial: .......

2020/2021 - 244 Record keeping:

Minutes properly numbered On-going Jan 2020

Asset register available/updated On-going May 2020

Financial regulations available/updated On-going Sept 2020 Reviewed annually

Standing orders available/updated On-going June 2019 Reviewed annually

Backups of electronic data On-going Cloud storage

Employees & Contractors:

Contracts of employment On-going

Contractors Insurance On-going

Written arrangements with contractors On-going Mar 2019 3 year contract –

grasscutting &

maintenance

Councillors Responsibilities:

Code of Conduct adopted On-going June 2019

Register of Interests completed and

updated

On-going May 2019

Register of gifts/hospitality On-going

Declarations of interests minuted On-going

The information given above was agreed at the meeting on .......................................................

as being a correct record

Signed: ............................................................................................................. Date: .................

Chairman

Signed: ............................................................................................................. Date: .................

Clerk

Initial: .......

2020/2021 - 245

Risk assessment and management (financial) Topic Risk Identified Risk Level

(H/M/L)

Management of Risk Staff Action

Precept Not submitted L Full minute – Clerk

follow up

Annual planner

Not paid by LA L Confirm receipt Annual planner

Adequacy of

precept

H Regular review of

budget to actual

Regular review by

Finance committee and

report back to Full

Council

Other income Cash handling L Cash handling is

avoided. No Petty Cash.

Regular review

Cash banking L Regular banking Regular review

From graveyard L Burial register updated

as required. Check of

payment of fees.

Regular review by

Clerks

From allotments L Check allotments

register to payments

received.

Clerk to check

Grants Claims

procedure

M Clerk to check as

required

Clerk check

Receipt of grant

when due

M Clerk to check as

required

Clerk Check and report

Salaries Incorrect

hours/rate paid

M Check rate to

minute/contract. Check

additional hours

Chair to verify

Incorrect

deductions – NI

and income tax

M Outsource payroll Outsourced

Direct costs

and overhead

expenses

Goods not

supplied to

Council

M Follow up all orders Approval check

Invoice

incorrectly

calculated or

recorded

L Check arithmetic on

invoices and perform

bank reconciliations

Clerk to verify

Cheque payable

is excessive or

to wrong party

M Signatory initials on

cheque stub and invoices

Approval check – Full

Council Meeting

Initial: .......

2020/2021 -246 Topic Risk Identified Risk Level

(H/M/L)


Grants and

support

No power to pay

or no evidence

of agreement of

Council to pay.

M Minute Council

agreement

Councillor to verify –

Full Council Meeting

Conditions

agreed

L Agree and document any

reasonable conditions.

Clerk to check – Full

Council meeting

Election Costs Invoice at

agreed rate

L Clerk to check and

consider budget

Clerk to check

VAT VAT analysis M All items in cash book

list

Clerk verify

Charged on

sales

M Consider annually Clerk verify

Charged on

purchases

L Consider all items in

cash book lists

Clerk verify

Claimed within

time limits

M Agree returns submitted Clerk verify

Reserves –

General

Adequacy L Consider at Budget

setting

Clerk opinion. 6

months running costs

Reserves –

Earmarked

Adequacy L Consider at Budget

setting and review of

final accounts

Clerk/councillor

opinion

Unidentified

earmarked or

contingent

liability

L Review minutes Clerk/councillor

opinion.

Assets Loss, damage

etc

M Annual inspection,

update insurance and

asset registers

Annual planner

Risk or damage

to third party,

property or

individuals

M Review adequacy of

Public Liability

Insurance

Annual Planner.

Regular inspection of

open spaces and trees.

Weekly checks of play

areas with record kept.

Annual inspection of

play areas by external

inspector. Consider

‘topple tests’ in

churchyard. Tree

inspection 3 years.

Security of

buildings and

equipment

M Dummy Cameras. Annual maintenance

inspections.

Maintenance of

buildings

L Annual inspections and

maintenance as required.

Annual maintenance

inspection. Annual

inspection for fire and

electrical safety.

Initial: .......

2020/2021 -247

Topic Risk

Identified

Risk

Level

(H/M/L)


Staff Loss of key

personnel

L Hours, health, stress, training,

long term sick, early

departure – risk monitored

and managed as appropriate.

Clerk/Councillor

opinion.

Employment

Committee.

Fraud by

staff

L Fidelity guarantee value

appropriately set

Council to review

annually

Comply with

Employment

Law

L Membership of various

National and Regional bodies

Annual renewal of

affiliations

Loss Consequentia

l loss due to

critical

damage or

third party

performance

L Review adequacy of

Insurance cover

Annual planner

Legal liability Ensuring

activities are

within legal

powers

H Education as to legal powers

of the Council. .

Clerk to clarify legal

position on any new

proposals with

advisory bodies.

Proper and

timely

reporting via

the Minutes

M Review and approval of

minutes

Minutes approved at

Full Council meetings.

Approved minutes

available on the

website.

Proper

document

control

M Key documents, deeds etc. to

be copied and originals stored

with solicitors.

Data storage to comply with

GDPR

Ensure copies held

and originals with

Solicitor - ongoing

Review data storage

with respect to GDPR

- ongoing

Financial

records

Inadequate

records

L Clerk check regularly, report

to Full Council and internal

audit review

Approval of payments

and reporting of bank

balances at Parish

Council meetings.

Annual Internal audit

Minutes Accurate and

legal

L Review at following meeting. Agenda

Members

interests

Conflict of

interest

M Declarations of interest to be

documented/minuted and any

conflict addressed as

appropriate

Agenda

Delegation of

responsibilitie

s including in

emergency

situations

Delay in

taking

required

action

M Scheme of delegation Annual review

Initial: .......

2020/2021 - 248

The risk management procedures, as documented above, were considered by the Council on

………………………………………and will be reviewed again in 12 months.

The risk management procedures, as documented above, were confirmed to be in practice by the

Internal Auditor on ………………………………………

Initial: .......

2020/2021 - 249

Appendix 6

Year End report 2019/2020

Draft Annual Return

Initial: .......

2020/2021 - 250

RESERVES AS OF 31/03/2020

Allocated reserves

Average speed cameras Donation £3,000.00

Village Hall car park Future repairs £10,000.00

Reserve 6 months running costs £32,500.00

Total £45,500.00

CIL balance 31/03/2020 £95,985.24

Bank balances 31/03/2020

Current account £122,294.76

Business Reserve account £48,874.00

Total £171,168.76

Balance per cashbook 31/03/2020 £168,231.25

Remaining General Reserve £26,746.01

Community Infrastructure Levy Receipts remaining

Date Application Total receipt Remaining

17/10/2017 16/00873/MAF £26,642.25 £16,058.49

19/04/2018 16/00873/MAF £53,284.50 £53,284.50

12/11/2018 16/00873/MAF £26,642.25 £26,642.25

£95,985.24

CIL funds must be spent with 5 years of receipt. See NALC Guidance CIL projects in progress for 2020/2021

Highways survey ongoing - estimate of costs

59 High Street

Traffic and Pedestrian Survey (£900 – or actual cost, if lower)

Stage 1 Road Safety Audit (£750)

Topographical Survey (£750 – or actual cost, if lower)

Design Team time (£1,500)

Total £3,900

CIL receipts expected for 2020/2021

18/02667/MAR, 59-61 Roxton Road, Great Barford

Bedford Borough Council has advised that the contribution to the Parish Council from this development is approximately £163K. This may be subject to capping which is something that the Council Officer would usually consider closer to the October / April transfers. The CIL Regulations that deal with Parish capping is 59A and can be reviewed at Paragraph 7 in the following link http://www.legislation.gov.uk/uksi/2013/982/regulation/8/made Payment of CIL from the development has yet to be paid to Bedford Borough Council.

Initial: .......

2020/2021 - 251

Appendix 7

Correspondance Report Date received From Detail Action 05-May-20 BBC Press Release - Reopening

of household waste recyling center

Emailed to Councillors

12-May-20 Phillippa Martin-Moran-Bryant

Borough Councillor may report


18-May-20 Gill Cowie New guidance on neighbourhood planning


19-May-20 BBC Press Release - over 1250 items donated to Active Minds


20-May-20 Gill Cowie Planning Policy Briefing Local Plan 2030 Policies 5S, 6 and 7S


22-May-20 BBC Press Release - Donating items to Charities


26-May-20 James Salmon update on Great Barford bridge refurbishment scheme


28-May-20 Road closures Wood Lane, Willington Emailed to Councillors 29-May-20 BBC Press Release - helping to

help young trees thrive in neighbourhoods


02-Jun-20 BBC Press Release - Discretionary business support grant scheme now open for applicants


02-Jun-20 Road Closures Renhold Road Emailed to Councillors 04-Jun-20 BBC Press Release - need for

fitness instructors to register before running any session in the park


05-Jun-20 BBC Press release - High Street Bedford changes


05-Jun-20 Neighbourhood Watch Neighbourhood Watch update


05-Jun-20 Highways England A428 Black Cat to Caxton Gibbet - Community Forum meeting


06-Jun-20 Neighbourhood Watch Community Priority Crime Statistics


08-Jun-20 BBC Press - releaseCar Parks Reopen on Monday 15 June


08-Jun-20 BBC Press Release: A6 Southbound to Be Closed Overnight for Bridge


08-Jun-20 Local Government Boundary Commission for England

Reopening the Bedford electoral review - warding consultation


09-Jun-20 Jo Tester, BBC Parish &Town Council Network


09-Jun-20 Planning Policy, BBC Houses in Multiple Occupation: Supplementary Planning Document consultation


10-Jun-20 Highways England A428 Black Cat to Caxton Gibbet - Community Forum meeting


11-Jun-20 CPRE June newsletter Emailed to Councillors 11-Jun-20 BBC Press release - local offer Emailed to Councillors 11-Jun-20 NALC oronavirus & the future of

local government - Labour commission on local govt., housing & transport.


11-Jun-20 BATPC LGA Code of conduct consultation


Initial: .......

2020/2021 - 252

Appendix 8

Payments, Direct Debits June 2020

Payments

Date Company Description Amount Cheque

No

16th June 2020 Russell Harley Grasscutting May 2020

(£1290.00)

Grasscutting May 2020 (£122.50)

£1412.50 003573

16th June 2020 Melanie Allsop GOR maintenance 7/5/2020 and

12/5/2020

£88.00 003574

16th June 2020 Edward Burnett Play area checks 12/2/19 –

19/5/2020

£531.00 003575

16th June 2020 Anglian Water

Business (National)

Ltd

Allotment Water 8/3/2020 –

15/3/2020

£13.16 003576

16th June 2020 Joanne Lee Stamps £12.36 003577

16th June 2020 CPRE Annual membership of

Countryside Charity

£36.00 003578

16th June 2020 Cheque Cancelled 003579

16th June 2020 Groundwork UK Repayment of NP grant funding £2560.00 003580

Date Company Detail Amount

May 2020 Bedford Borough

Council

NOTE: Pay date

amended to end of the

month as from

November 2019

Salary Cost (incl NI and

pension)

& payroll provision charge

£2651.13

May 2020 and June

2020

E.ON Monthly street lighting May 2020 -

£299.69

June 2020

£309.67

June 2020 TML Telephone £15.60

Ringfenced funds

Amount

Average speed cameras donation £3000

Village Hall car park maintenance

fund

£10,000

3 months running costs £15,561

Total £28,561

Initial: .......

2020/2021 - 253

Community Infrastructure Levy

Development Payment Received

Silver Street £3515.64 Apr 2016

Green End Road (The Paddocks) £3878.44 Oct 2016

Green End Road (The Paddocks) £3878.43 June 2017

Linden Homes £26,642.25 Oct 2017

Linden Homes £53,284.50 Apr 2018

Linden Homes £26,642.25 Nov 2018

Project Expenditure Paid

CCTV upgrade deposit £1083 incl VAT 2016/2017

CCTV upgrade £4143 incl VAT 2017/2018

Swings £8745.60 incl

VAT

2017/2018

Tommy memorial £776.30 incl VAT 2018/2019

Information Board £30 2018/2019

2 x benches £658.32 2018/2019

Lectern £635 2019/2020

Play equipment £5667.66 2019/2020

Radar speed sign £2571 2019/202

Total CIL retained £95,985