WILSHAMSTEAD PARISH COUNCIL

Minutes of the Full Council Planning Meeting

held on Monday 22nd July 2019

7.00pm in the Village Hall

PRESENT: Richard Draycott, Eric Benton (Vice Chair), Nigel Jacobs (Chair), John Maskell, Mark Brooks, Graeme Dinner, Borough Councillor Graeme Coombes, Lizzie Barnicoat (Clerk) and eight members of the public.

APOLOGIES FOR ABSENCE AND DECLARATION OF INTEREST FOR THE MEETING:

There were apologies for absence received from James Carroll, Marc Frost and Andrew Bartram, these were accepted. There were no declarations of interest received for the meeting.

OPEN FORUM:

Clarity was given on Parish Council comments on a recent application at 1 Howard Close regarding fence height along Luton Rd.

HGVs breaking weight limit since closure of A6 for resurfacing has been reported to Borough Council.

Resident expressed need for roundabout at A6 Luton Road junction as part of the highways improvements if the local authority are minded to approve 19/01219/MAO due to increased traffic volumes that will be created. Concern over lack of infrastructure and overdevelopment on site.

PLANNING APPLICATIONS FOR CONSIDERATION:

19/01211/MAO Outline application for the erection of up to 80 dwellings and internal road (including demolition of existing buildings on site at Land East of Luton Road, Wilstead – It was noted that Neighbourhood Plan would also be submitting a response to the application. The Council object to the application on the grounds of dangerous access, lack of infrastructure, site outside the Settlement Policy Area boundary, site remote from village facilities and theredfore not sustainable, and not identified in emerging Local Plan and overdevelopment. Significant concerns were raised regarding highways safety due to proximity of the A6 junction and the bend on Luton Rd. The proposed site junction with Luton Rd is outside the current 30mph zone which would need to be extended round to the A6. The access to the site and emergency access proposed is unsuitable and the application of proposed two storey buildings would over look the single storey homes nearby depriving them of their current privacy. As water comes down off the escarpment to the south the attenuation ponds should be along the southern boundary of the site,. The Parish Council would not wish to take on the responsibility of the flood management system proposed but would want to take ownership of the other public open spaces identified in the application, together with appropriate funding from the developer.

The Clerk to collate a more detailed response for submission to the Officer in early August.

Action 7.01: Clerk

19/00628/FUL erection of detached dwelling and new access at land to rear of 96 Cotton End Road amended plans submitted – the Parish Council continue to object on the principles previously submitted, in particular regarding the parking, refuse storage area, and noting there remains no turning circle on site so vehicles would still need to reverse out onto the narrow Ivy Lane. The proposal remains close to the listed building so the setting issue is still relevant.

GC arrived at this point of the meeting

19/01322/FUL existing hip roof to be removed, new block work gable ends at 93 Whitworth Way – MB declared an interest and took no part in the decision, the Parish Council object to the application as the proposal is out of keeping with the street scene, it will be noticeably higher than adjacent properties. The planned height of the gable is also not clear as the drawings provide insufficient detail.

19/010109/MAO – Outline application for the erection of 30 dwellings (including affordable, self-build and build for rent) with all matters reserved except access at land rear of 25 to 39 Howard Close amended plans - it was noted that the revision sees a proposal reduced to 30 houses, it was agreed that the Parish Council continue to object as the underlying principle concerns remain unchanged. It is to be reiterated that the site is not included in the emerging Local Plan and outside the current Settlement Policy Area boundary. The plan seems to indicate a Private road which the Parish Council are against and it would also be against a management company to maintain the public open spaces if the application were to be granted. The Parish Council is keen to look after all the public spaces in the village so as to ensure a common standard of maintenance.

The Clerk to submit the responses to the above applications, copying all Councillors in.

Action 7.02: Clerk

PLANNING DECISIONS TO BE NOTED:

19/00968/FUL single storey rear extension to connect to existing garage and garage conversion 13 Vicarage Lane – application granted.

19/01072/FUL single storey rear extension 16 Hooked Lane – application granted.

ANY OTHER PLANNING MATTERS TO BE DISCUSSED:

Action 6.01: Clerk The Clerk to submit the responses to three applications, copying all Councillors in.

Action 6.01: Complete

Action 6.02: Clerk To submit support to the Planning Inspectorate, that enforcement action is carried out at site adjacent to 140 Cotton End Road given the impact on the surrounding area relating to flooding.

Action 6.02: Complete

Action 6.03: All To feedback to the Borough Council Community Involvement consultation circulated. None received.

Action 6.03: To be Deleted

Action 6.04: Clerk/GD To seek resident feedback, through a social media survey and Homewatch article,on the usefulness of the Parish Council's planning table on the village website. Feedback has been circulated.

Action 6.04: Complete

Action 6.05: Clerk To make it clearer on future agendas that members of the public welcome to the planning meeting.

Action 6.05: Complete

GC to request that Parish Council responses to planning applications are always placed under the Consultee Comments tab on the Borough website.

Action 7.03: GC

Resident enquiry regarding Dragons Wood boundary to be followed up by NJ. Action 7.04: NJ

It was noted that the Neighbourhood Plan Group grant monies had been received.

The Clerk to arrange a meeting in September with developers who have a site in the parish they are taking forward with a planning application. Action 7.05: Clerk

At this point of the meeting those present discussed the recent commencement of the A6 resurfacing works. There had been a public meeting held with the local authority and contractor. Further public meetings have been confirmed for August 21st and September 18th? in the Village Hall. These to be published.Action 7.06: Clerk

Issues already reported are problems with the traffic lights and crossing, breach of weight limit, signage issues, restricted access for users with mobility difficulty and insufficient notice of the diversion in situ.

MB to set up a specific Parish Council email address for A6 issues so that residents who contact the Borough can copy the Parish Council in to any such correspondence so that the PC can ensure these are addressed.

Action 7.07: MB

EB to be the main point of contact and liaison with the local authority on behalf of the Parish Council.

Action 7.08: EB

The Chair closed the Planning full Council meeting at 8.10pm. Meeting Duration 1hr 10 mins.

WILSHAMSTEAD PARISH COUNCIL

Minutes of the Full Council Meeting

held on Monday 22nd July 2019 in the Village Hall

APOLOGIES FOR ABSENCE AND DECLARATION OF INTEREST FOR THE MEETING:

There were apologies for absence received from James Carroll, Marc Frost and Andrew Bartram, these were accepted. There were declarations of interest received for the meeting from NJ and MB in the cheque list.

OPEN FORUM:

No statements received.

3.REPORTS TO BE RECEIVED:

i) BOROUGH COUNCILLOR

GC gave verbal report.

Action 2.05: GC To clarify with the local authority the chain of communications during such an incident and who tells Cadent there is an emergency plan in place in the parish Response received and circulated. It remains unclear as to how the existence of an Emergency Plan is publicised. GC to pursue again.Action 2.05: Ongoing

Action 2.07: GC To clarify what is the out of hours number for the community to alert the local authority to such an issue should it arise again. Number identified to Clerk.

Action 2.07: Complete

Clerk to publish out of hour emergency information for the community in next Homewatch.

Action 7.09: Clerk

Action 6.07: GC To Copy the Clerk in and request the Borough Council speed enforcement vehicle data No feedback to date. It is expected by end of July.Action 6.07: Ongoing

GC to follow up as a priority the intercepting of HGVs with Jon Shortland to ensure they do not access the village during the A6 diversion.Action 7.10: GC

GC took leave at this point of the meeting

ii) POLICE

GD was unable to attend the Police Priority meeting. The feedback received was that drug use/dealing was the identified priority. Police requested useful contacts for residents be shared. They were included in Homewatch. The next priority meeting set for 18th September.

i) PLAY AREA

Action 5.14: AB To discuss with contractor following site visit to look at the water logged spinner area. Communications remain ongoing. Action 5.14: Ongoing

To assist the resolution of Action 5.14 and seek guidance on the Council's position, MB to collate a summary of the position which will then be sent to Bedfordshire Association of Town and Parish Councils. Action 7.10: MB/AB/Clerk

Action 6.10: PWG To liaise with the grass contractor to arrange for the weed killing to be carried out on the safety surface.Action 6.10: Ongoing

Action 6.11: PWG To proceed with a site visit by prospective contractors EcoSurface and Abacus Playgrounds to prepare more detailed quotations for the new safety surface, to ensure appropriate fall height / area, and check compliance with appropriate legislation.

Action 6.11: Ongoing

iii) ENVIRONMENT:

Action 11.11: EWG To ask Borough Officers Daryl Hall/Iain Booth if the Parish Council concrete street lights would be adopted by the local authority. Action 11.11: Ongoing

Action 6.12: Clerk To place summary of A6 resurfacing meeting in the Homewatch article.

Action 6.12: Complete

Action 6.13: Clerk To find out where residents should feedback any comments they have concerning the A6 resurfacing works, so this information can be published. This has been published in Homewatch and online.Action 6.13: Complete

Action 6.14: Clerk To feed back to the Officer referencing survey that the Parish Council do not support the need for the yellow lines to be extended in Cotton End Road.

Action 6.14: Complete

Further to recent communication from resident on the Council's agreement to not support the extension of yellow lines in Cotton End Road, the Clerk to respond reconfirming the Council's position.Action 7.11: Clerk

Action 6.31: MF To confirm the location of the CCTV lamp post to enable the visibility to be sufficient MF liaising Action 6.31: Ongoing

Following damage to the bench at the Crossroads, the Council agreed four payments to be made by the individual responsible, RD to pursue and the Clerk to prepare a letter to set out the payment methods available.

Action 7.12: RD/Clerk

EB to order a replacement bench for the Crossroads.Action 7.13: EB

MB declared an interest in the discussion, quotation for bench installation approved, bench purchase and contractor to be paid between meetings on satisfactory completion of work.

Action 7.14: Clerk

Council agreed responses to resident who had raised concern over hedgerow by Reid Court onto Luton Road, to be fed back.Action 7.15: Clerk

Two quotations received for structural testing of Parish Council street lights, it was unanimously agreed to accept the quote for £697 to undertake this work. NJ to contact successful contractor.Action 7.16: NJ

The supporting Working Group report was approved for publication.

iv) FINANCE AND GENERAL PURPOSES:

Action 10.11A (17) NJ To ascertain whether Persimmon will agree to the staggered release of the Section 106 monies. This is still being pursued.Action 10.11A (17) Ongoing

Action 7.13 (18): Clerk To send a letter to the Post Office encouraging them to park their vehicles backed up to the hedge once boundary measures are in place to protect the Village Car Park wall. This is on hold under the measures could be secured. Action 7.13(18): On Hold

Action 2.16: Clerk To source quotation for the works to the Village Car Park, more than one quotation for the work would be required, MB asked not to be included. Quote received and being considered, then an application to be made to the Community Chest fund.

Action 2.16: Ongoing

Action 4.10 (18): F & GP WG To sign the Jubilee Centre lease given the length of time that has now passed and the lack of response from the solicitors and to be registered with the Land Registry. For several months now priority has been given to other Parish Council work. This delay to the signing of the lease isn't currently affecting the Jubilee Centre Management Committee but the lease will have to be amended, signed and registered

Action 4.10 (18): Ongoing

Action 4.13: F & GP WG (18) To follow up the actions from the meeting when Councillors met representatives of the Bedfordshire Clinical Commissioning Group on 20th March 2018. A meeting is taking place in August when these actions can be discussed again.

Action 4.13 (18): To be deleted

Action 10.09: F & GP WG To sign the woodland transfer documents The local authority and Parish Council are still chasing documents from Gallaghers.Action 10.09: Ongoing

Action 10.17: Clerk To respond to the 2017/18 external audit report outlining the detailed work done previously on the item raised and to highlight the written approval the Parish Council have from HMRC. The HMRC letter was sent with the submission of 2018/19 accounts to the external auditor. Action 10.17: Complete

Action 3.08: Clerk To receive feedback from the meeting with Claire Pick to enable the Parish Council to pursue the transfer of this land off Bedford Road with Bedford Borough. Officer has still not provided any helpful feedback in May. She was chased in June and twice in July, GC copied in.

Action 3.08: Ongoing

Action 5.02: All To fill the vacancy for the Village Hall Management Committee Parish Council representative

Action 5.02: Ongoing

Action 5.20: All To raise the Precept overpayment and the potential increase in bank / audit charges at the next Town and Parish Network Meeting. The Local Authority have issued a statement agreeing to incur the costs of any issues the overpayment brings.

Action 5.20: To be deleted/Superseded

Action 6.06: Clerk To have Police as a separate future permanent agenda item.

Action 6.06: Complete

Action 6.08: Clerk To express disappointment at the timings the Officer visits to carry out enforcement of the parking issues around Dines Close at school times Done and feedback circulated. Officer not allowed to hide.Action 6.08: Complete

Action 6.09: Clerk To copy the Chair, Vice Chair and Spokesperson Working Group into all future communications with Borough Officers and external organisations.

Action 6.09: Complete

Action 6.12 (18): Clerk To purchase a Local Council Administration Book. Reimbursement of invoice on the cheque list for this meeting. Action 6.12: Complete

Action 6.24: Clerk To issue JM with the appropriate paperwork. Register of Interest form completed and returned, Declaration of Acceptance of Office completed.

Action 6.24: Complete

Action 6.25: MB To issue JM with a new Council email address.Action 6.25: Complete

Action 6.27: Clerk To use Outlook 365 new Council email address going forwards to enable the transfer over of this as it needs to become the main Clerk communication address. On hold.

Action 6.27: Ongoing

Action 6.28: MF To investigate Parish Council websites and bring ideas to a future meeting. MF is absent so to be a September item.Action 6.28: Ongoing

Action 6.29: Clerk To feedback to the internal auditor that as the Council has no employees and this should be identified as 'not applicable' in her report. The Internal auditor responded declining to change her report.Action 6.29: Complete

Action 6.32: Clerk To provide a report on the Clerk's actions with updates ahead of future meetings.

Action 6.32: Complete

There had been three expressions of interest received for the two Councillor vacancies. The Working Group to arrange meetings with the individuals.Action 7.17: F&GP WG

Parish Council documents to be uploaded onto the PC website as and when they are reviewed and any amendments agreed. Standing Orders to be uploaded and when agreed the Burial Ground rules.

Action 7.19: Clerk/MB/MF

Banking arrangements are being reviewed and recommendations including the dual authorisation of electronic payments to next meeting. Action 7.20: EB / MF

It was agreed to authorise the play area safety fencing hire costs between meetings. This was estimated to be around £60.Action 7.21: Clerk

The supporting Working Group report was approved for publication

v) VILLAGE FACILITIES (ALLOTMENTS, BURIAL GROUND, JUBILEE CENTRE AND GRASS CUTTING):

Action 6.15: EB / All To review the Burial Ground rules. Rules amended by EB. Recommendation was that these rules be bought to next Parish Council meeting for approval.

Action 6.15: Ongoing

Action 6.16: Clerk To make enquiries with other parishes who manage burial grounds so there can be a comparison with their rules. Great Barford and Clapham PC information forwarded to EB.

Action 6.16: Complete

Action 6.17: EB To arrange for disposal of some material from the allotments which may contain asbestos The Parish Council agreed to approve quoted expenditure of £250 to ensure this is disposed of appropriately.

Action 6.17: Ongoing

Action 6.18: EB To obtain and circulate a copy of the Football Club premise license application.

Action 6.18: Ongoing

Action 6.19: EB To obtain quotes for the tarmac cracking and pot holes, around the Jubilee Centre.

Action 6.19: Ongoing

Action 6.20: Clerk To make contact again with the shops at The Crossroads, and to write regarding the large pot hole. Letter drafted. Local Authority advice sought. Awaiting feedback before sending letter.

Action 6.20: Ongoing

Action 6.21: ClerkTo make reference to Action 6.20 in the next Homewatch article.

Action 6.21: Complete

Action 6.22: EB To arrange for overgrown vegetation along Armstrong Close to be cut.

Action 6.22: Complete

Action 6.23: EB To review overgrown vegetation at Pollards Close This had been done and the findings are to be discussed with the resident.Action 6.23: Ongoing

RD and Mb declared an interest in the following item. The Working Group recommended that the allotment rents remain unchanged for September 2020. The full Council unanimously approved. Clerk to issue tenant rent letters.Action 7.22: EB/Clerk

The supporting Working Group report was approved for publication.

4. FINANCE:

(i)Payment of accounts:

PayeeService Amount

Andy Muskett LtdStreet lighting maintenance£95.52

A R Worboys LtdGrass cutting S1104£539.28

A R Worboys LtdGrass cutting S1103£539.28

E BarnicoatReimbursement of LCA Book£129.99

E BarnicoatReimbursement of printer for the office£59.99

Eon Uk LtdStreet lighting energy £in credit

Anglian WaterCheque to be re-issued£741.81

Barnicoat LtdClerking service June£887.37

Reflections Bus shelter cleaning£80.00

Nigel JacobsP3 Expenses£12.73

CalooJubilee MUGA Basketball Ring replacement£174.00

Village Hall Management CommitteeOffice rent 2018/19£1335.52

Mark BrooksPlay area safety fencing£51.12

Payments made out of meeting

PlusNet Telephone and broadband £insert figure

The Council resolved to pay the above cheques at the meeting, MB and NJ took no part in the discussion.

(ii) External audit

Action 6.30: Clerk To prepare documents for submission to the external auditor.

Action 6.30: Complete

(iii) Financial spreadsheet 2019/20

Action 5.18: Clerk To collate and circulate. May and June month ends circulated.

Action 5.18: Complete

(iv) Parish precept overpayment

Following recent local authority communication re the overpayment it was unanimously agreed that the Parish Council would ask the Borough to recall £22250 from the Parish Council bank account. This would minimise risk of penalty charges being applied to the Parish Council account.Action 7.23: Clerk

VAT refund request to be prepared and submitted to HMRC. Action 7.24: Clerk

PARISH COUNCIL PROCESSES REVIEW

The Clerk to continue to issue draft meeting minutes as a priority following a meeting. A working template for the next meeting, to be created in advance of the next meeting, which would be accessible to all Councillors and all Councillors would be able to edit this and provide update on actions before the next meeting. The Clerk to prepare this working document including highlighting items for the meeting that are expected to be covered. Action 7.25: Clerk

The Clerk to input updates into working document a week prior to the meeting.

Action 7.26: Clerk

All Councillors to input their updates into the working document on the Wednesday to Friday prior to a meeting.Action 7.27: All

Spokespersons to issue a Working Group report if they wish, but to only include explanations / additional info and make proposals for the Parish Council to consider.

Clerk to prepare the correspondence and information received list to be inserted into the meeting minutes and show how local authority and resident communications have been dealt with between meetings.Action 7.28: Clerk

Clerk to review the day of the week on which the Parish Office is open and the Clerk is present.

Action 7.29: Clerk

All Councillors were encouraged to work towards meetings finishing no later than 9.30pm. It was agreed that developer requests to meet with Councillors to discuss proposed planning applications to take place during the daytime to minimise impact on Council meeting. Clerk to request in advance proposed site plans so all Councillors can provide questions in advance of such a meeting. Notes to be taken at the meeting and circulated to all Councillors as a more efficient use of time.Action 7.30: Clerk

6.CONFIRM MINUTES OF THE MEETING HELD ON 17th JUNE 2019

It was unanimously agreed that the June meeting minutes be signed as a true and accurate record by the Chair. It was noted that the Working Group reports should be read alongside meeting minutes as they will contain more detailed information on items that have been considered and feedback on actions. All matters arising had been covered.

The Council agreed on receipt of appropriate audit trail evidencing the approval and need for £384 expenditure being incurred by the Neighbourhood Plan group that this cost be paid from the grant held by the Parish Council.Action 7.29: EB/Clerk

7. CORRESPONDENCE AND INFORMATION RECEIVED:

BRCC e-bulletin newsletter

CPRE update emails

BBC Planning weekly list email

Online playgrounds promotional information

Bank statements

Burial and allotment enquiries

E-copy of Wilstead newsletter

Crime statistics - forwarded

Resident communications regarding orange recycling sacks

Resident communication regarding highways issues in the village – responded

Beds Police communication regarding police priority meeting

CCTV location of box on highway communications

Parish Council report in the Homewatch

A6 works liaison with Highways Engineer

Communications regarding the siting of the clothes recycling facility in the layby

Neighbourhood Planning Grant monies received

BBC Grass cutting agreement – dealt with

BBC parking enforcement communications

Internal auditor communications

BBC Licensing Weekly list

VHMC new treasurer further information

Forest of Marston Vale Community Fund monies still available

Confirmation of Planning Inspectorate comments being received regarding land adjacent to 140 Cotton End Road

Came and Company insurance documentation received

Copied into communications regarding healthcare meeting

Planning table survey circulation and feedback

Copied into communications regarding community woodland press release

Street Light testing quotes received

Neighbourhood Plan meeting minutes

BBC communication noting they will pay for any additional audit costs incurred for the parish precept payment error

Request to be granted permission to take a dog on the Whitworth Way play area – response sent

Wilstead Village Hall June meeting minutes

Ivy Lan bin request feedback from BBC Officer that no bin will be installed

BBC Code of Conduct session

Press release for the A6 resurfacing works

Banking review – future agenda item

Hedge removal at Howards Close/Luton Road – BBC notified

BBC closing footpath 4 during the A6 works

Resident concern over overgrown hedge at Luton Road

Resident concern over speeding vehicles along Bedford Road – responded to

BATPC Bugle

Resident contact regarding camping on the Jubilee Field – responded to

Communications regarding weed killing in the play area

Audited accounts information to Rural Grant team

Resident with concerns regarding lorry deliveries to Whitworth Way – advised comments need to go to BBC

Bedford Road land transfer communications with Officer

Beds and MK Waterway communication - circulated

Planning consultant enquiry regarding NP – forwarded to NP Group

Copied into communications regarding bench at Crossroads

CPRE update

Copied into JM having new Councillor email set up

Communications regarding the request for extension to the existing double yellow lines along Cotton End Road

BBC Officer update requested to the village website – actioned

Resident enquiry to village website regarding planning application for 80 houses – response sent

Resident enquiry to NJ about the A6 diversion route – response sent

Resident expression of interest in being a Councillor – responded to

Planning consultant communication wishing to present to the PC – responded to

External auditors communication

Crossroads letter communications

Resident alerting PC to planning application for 80 houses- responded to

Beds Police newsletter

UK Power Networks wishing to cut trees close the electricity cables – dealt with

Clerks and Councils Direct magazine

8. FUTURE AGENDA ITEMS:

Matters as arisen.

The Chair closed the meeting at 10.00pm. Meeting duration 1hr 50mins.