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Minutes of a meeting of Clifton Parish Council held on Thursday 9 th November in Clifton Community and Sports Centre, Whiston Crescent , Clifton at 7. 30 pm
Present: Mr B. Livesey (in the Chair)
Mr A . Burnage,
Mr T. Cobb
Mr M. Ephgrave
Mr S. Fish
Mr B. Hudson
Mrs P. Livesey,
Mr I. Pacey,.
Dr R. Puritz
Mr J. Stevens
Mr J. Wall
County Councillor T. Rogers, Pc Steve Busby and PCSO G. Richardson also attended.
1. Public Forum: There was none. Pc S. Busby and PCSO G. Richardson presented the monthly Crime Report and discussed further matters of concern including the continued parking outside Samuel Whitbread Community College .
2. Apologies: Apologies for absence were received from Mr D. Duff and District Cllr P. Carne
3. Minutes: The minutes of the meeting held on Thursday, 12 th October, a copy of which had been circulated to each member of the Council were agreed to be a true record and signed.
4. Matters arising
4.1: Newis Crescent and Brickle Place It was noted that according to the weekly Highways Report issued by the County Council this matter had been passed to the structural maintenance team.
• Community Centre Car Park It was reported that S. E Surfacing were unable to carry out work whilst the Community Centre was in use. A new date will now be arranged.
• “Tarmac shavings” – Shefford Road . It was reported that this matter has now been referred to MBDC as “fly tipping”.
• War Memorial Mr Cobb reported that he had spoken to the Loss Adjuster. An estimate from Dawsons for the repairs had now been received and a site meeting had been arranged. Mr Cobb had also been in touch with the Conservation Officer. It was noted that an account had been received from Dawsons for the safety work carried out on the War Memorial.
• School Governor It was noted that a letter sent endorsing Mrs Livesey's co-option as a School Governor had been sent.
• County Shutters : Mr Stevens reported that the necessary fixtures had now been supplied and the shutter was now working.
4.7 Drainage – Hitchin Lane The Chairman submitted a copy of correspondence between Mr M. Tindall and the Environment Agency and reported on progress.
5. Outstanding Matters:
Copies of the list of Outstanding Matters were circulated, amended and referred to the Playing Field and Highways
6. Correspondence :
6.1 Mrs Beth Hutton, 43 Brickle Place , Clifton . Letter of appreciation following her booking of the Community Centre on 23 rd September 2006 . It was noted copies had already been circulated to Mrs Yarwood and Mr Stevens. The Clerk was asked to write to Mrs Hutton thanking her for this letter.
6.2Tarmac – Letter dated 20.10.06 concerning the future excavations. It was noted that the planning application for this was already in circulation
6.3 Beds CC:Circular letter of acknowledgement to all parties who participated in the Stakeholder Survey (letter)
6.4 Beds CC Guidance to produce a local rights of Way Plan “Safe. Green and Healthy” This was referred to the Highways Committee.
6.5 CPRE Bedfordshire Matters Autumn 2006-
6.6 CPRE Countryside Voice Autumn 2006-
6.7 MBDC Calendar of Meetings 2006/07 and Forward Plan
6.8 Countryside Alliance “Save your Post Office” It was agreed that a copy of this should be displayed in the Post Office.
6.9 Clerk and Councils Direct - November 2006
6.10 Local Council Review: Vol 59 No 4. Nov 2006-
6.11 East of England Association of Town and Parish Council News.
7. Management Committee: The report of the meeting held on Wednesday, 18 th October 2006 , a copy of which had previously been circulated to each member of the Council, was presented and discussed. It was noted:-
7.1 Dog signs : This matter was in hand. A meeting is needed with Adrian Crawley to site one of the signs.
7.2 Landscaping of mound It is hoped to be seeded in the coming month.
7.3 Car park . The order has been placed with South East Surfacing (Herts) Ltd, who had notified the Council that work should commence on Mon. 6 th November 2006 . It was noted that the netball court should be measured beforehand as a record of the correct size.
7.4 Keys to Tractor shed . It was decided to ask Mr Mackay to cancel his order. They have been on order for a whole year. The council to source them should they be needed. The locks of the tractor shed had now been changed.
7.5B roken Tiles. Mr Stevens reported that the changing rooms are now repaired and back in use. He noted that on Monday morning the showers were not shut off correctly. The problem needs to be monitored lest the valves are not shutting properly.
7.6 Roller: - Mr Stevens is to remind Mr Wall.
7.7 Fire Policy The risk assessment was carried out using the ‘full list of questions/advice' supplied by www.fpa_fireriskas s essment.com . Warning tape should be applied to the thresholds of the Fire escape doors from the hall indicating the change in level; it was noted that warning tape alone would not be sufficient and special ramps would be needed. The materials used for these would cost approximately £900.00 for both ramps. Mr Cobb was investigating a possible avenue of funding/supply and had been provided with a list of materials required. A policy will now be formulated.
• P olicy for Children . Policy has to be formulated
• Weed spraying: The order has been cancelled for this year. It was agreed that Mr Crawley will co-ordinate the spraying program early next year.
• Heating Mr Harvey had been asked to look at the heating thermostat.
• Alternative heating: On going
• Investigation of nets to prevent balls going into neighbouring gardens was ongoing. Mr Stevens reported that he had received a quotation but a site visit to discuss the matter more fully would be necessary.
7.13The hedge one side of the entrance has been cut.
7.14Dog fouling Dogs appear to be running free on the playing field, increasing the danger of fouling.. This may be partly caused by dogs being allowed to escape from gardens on to the field. The situation needs to be monitored. Mr Stevens reported that he was seeking a meeting with the Dog Warden. .
7.15 Grass seed : It was noted that Football Club had been reimbursed £82.99 for the purchase of grass seed. The Club was using the seed to re-seed the goal areas and the remainder was stored in the tractor shed.
7.16 Shutter The drive mechanism for this needs to be replaced. The Parish Council had approved the quotation from County Shutters to fit it and supply two further replacements. A visit from the service engineer had been booked for Friday, 21 st October.
7.17 It had been reported at the last meeting that the light over the porch was not working. Mr Stevens replaced the bulb but this failed to solve the problem. Mr Harvey reported that the sensor was not working and a new light has been installed.
7.18 The fair uses an electricity supply from the centre during its stay. A quotation has been sought to install a 32 amp socket for outside use in one of the changing rooms to reduce the safety hazard caused by the lead being trailed through the hall to the cooker point in the Kitchen.
7.19 Referees changing room . Mr Fish has suggested another solution that will be less complicated and less costly to undertake. Mr Brewer, a local plumber has been consulted. His reply is awaited
7.20. Finance . (a) Mrs Yarwood's and Mr Fergusson's accounts had been authorised.
(b)The balance sheet showed a balance of income over expenditure of £3, 093.23.
(c)The Forward Planner for October was circulated and expenditure to date was noted.
7.21Correspondence: (a) 5.1 Wicksteed: Quotations had been obtained to replace the sign for the Play Area and also a replacement spring for the robin. Wicksteed had not supplied the latter but the cost of replacing the spring for a red rooster would be £190.76 + VAT and £112.50 + VAT to fit the spring. The current cost of replacing the sign is £231.00 + VAT plus 5% carriage. There would be a charge of £39.00 +VAT to install it. These charges were felt to be excessive and alternative sources would be sought.
7.22 Any other matters ; (a) Damage to doors Concern about the damage done to the main doors by containers of toddlers' equipment was. This had already been noted; the organisers approached and consequently both doors opened whilst equipment is being transported. It was also noted that damage has been caused to the walls at a low level by chairs and appropriate measures to avoid further damage will be considered.
(b) Willow Trees : Mrs Livesey has obtained two new willow trees free of charge to replace the dead ones.
(c). Football Matters i. It was noted that Clifton Football Club's fees had now been paid. The Committee was also informed that details of Clifton Football Club could be found on the Bedfordshire League web site the Colts would be playing in Chiltern Junior 7s and it was noted with pride that they had won their match on Saturday.
ii. A copy of the letter from Brown Owl was requested. iii.Clifton football club proposed that the issue of keys to the tractor shed be restricted to 3 named holders in view of the equipment stored there. This proposal was not adopted as it should be at the discretion of the Committee to determine this matter. It was pointed out that any equipment other than Parish Council possessions left in the shed is at the owners risk.
iv, Clarification of the long - term plan for clubs using the facilities was sought. The following suggestions were offered. At the close of the season the football teams would return their set of keys. The letter containing the cheque for the refunded deposit will also contain the conditions of hire and booking forms for the use of facilities for the 2007/2008 season. A pplication forms should be returned as soon as possible. The seasons fees are to be paid by the 1 st August 2006 . Provided the terms are accepted and payments are made on time the three present teams will have priority for the use of the pitches for that season. Keys will be issued on receipt of the deposit.
It is the committee's intention to maximise the use of the facilities. It is intended to advertise them and the applications will be considered after the 1 st August. Should other teams from Clifton make applications they will be given priority providing the payments are made on time.
After that date, any available pitch will be offered on the first come first served basis.
The terms and application forms to be approved by the March meeting.
v. An incident involving abusive language was raised and attention was drawn to the regulations.
vi. The Sugar Loaf Football Club has not returned the keys they used last year and some other keys have been lost from another key ring. Consequently for security reasons it was decided to change the lock on the front door, and the external doors to the changing rooms. The cost with additional Keys was £100.00 and at the Parish Council meeting it was agreed in future a refundable deposit of £50.00 should be paid before new sets are handed over.
vii Toilet facilities for Under 10's/Supporters. It was agreed that the Home Team facilities should be made available and a quotation had been sought for the installation of a wash hand basin heater in Home dressing room. In the meantime paper towels and soap would be provided.
(d) Availability Sheet . Copies of a proposed Availability Sheet to be followed up with a What's On Sheet. These were approved.
(e) Playing Fields Association AGM : Mr Stevens gave a short report on the meeting attended by himself and Mr Ephgrave.
(f) Five Bells Football Club It was reported that on Monday 16 th October the Five Bells Football Club lodged the paper work with the Clerk and will be playing their first game next Sunday . After the Parish Council meeting on Thursday 12 October a specially convened meeting of the Playing field Committee Councillors and Barry Livesey (Chairman) agreed to permit the Five Bells FC to pay this years fees in instalments.
(g) Assistant to Caretaker A successor for Graham Bull must be found. It was agreed this should be advertised on the notice board and in the Clifton Chronicles
The report was then adopted. Authority was given for the water heater for the Home changing room to be purchased.
8. Highways Committee The report of the meeting held on Thursday, 19 th October a copy of which had been circulated to each member of the Council was presented and discussed. It was noted:-
8.1 Hitchin Lane Flooding . Members were updated on discussions with the Environmental Agency regarding consent to discharge into the ditch in this area.
• The Pond – Parking Restriction Review. Members asked whether the Clerk had received an acknowledgement from the County Council to its observations. If not, then requested that confirmation be sought to the original correspondence being received.
• War Memorial. After discussion it was agreed that no alteration be made to order of service or laying of wreaths on Sunday 12 th November. The Clerk was asked to confirm with the Chairman of the Council that arrangements had been made with the bugler, for attendance and payment.
• Finance .Members noted that there had been no change since the last meeting in expenditure against the Committee's costed forward programme.
• Hedges – Grange Street .The Clerk had received a telephone complaint that about hedges in the vicinity of the war memorial, and opposite The Pond. After brief discussion Councillor Wall agreed to speak to the occupiers of the relevant properties.
• Road Shavings – Shefford Road . Councillor Wall informed Members that these had been left by the Clifton Field developers. The Clerk asked to write to the County Highways Division asking that it ensure that the developers remove their rubbish as a matter of urgency.
• Garden Refuse – Shefford Road .The pile of garden refuse left outside the Chapel Close garden abutting Shefford Road.appears to be growing, and the Clerk was asked to let Members know whether a reply had been received to her letter.
• Trees .Councillor Mrs.Livesey updated Members on replacement and new trees on order from Mr. David Alderman of Bedfordshire County Council.
• Sam Whitbread College . It was agreed that Galliford Try be asked what replanting proposals they have for dead and damaged trees on the College's boundary.
• Shefford Road – Drain. The Clerk was asked to draw County's attention to the blocked drain opposite lighting column number 17 Shefford Road
• Church Street – Drain. The Clerk was asked to draw County's attention to blocked drains outside the Clifton bury Farm entrance.
• The Baulk The Clerk was asked to request County to attend to potholes, and to arrange for retagging the ‘grips', in the Baulk. On information supplied by Councillor Wall the Clerk was asked to request County to attend to potholes, and to arrange for retagging the ‘grips', in the Baulk.
• Henlow High Street – Cyclists . The Clerk was asked to request P.C. Steve Busby to speak to the Henlow Middle School Head Teacher about the dangerous practice of some of their pupils in riding on the pavement down Henlow High Street.
• Sam Whitbread College . Councillor Mrs. Livesey drew attention to the numbers of College students that appear to be congregating in different parts of the village, especially in the alleyway between Shefford Road and Bunyon Close. The Clerk was asked to write to the Headmaster seeking clarification on the times that students are allowed out of College, and whether some guidance could be given to them about congregating, litter and inappropriate language.
The report was then adopted. It was noted that the wall at the bus stop at the top of The Joint needed repair.
9. Planning
The under-mentioned plans has been returned to Mid Beds with no objection:-
06/01640/FULL: Single storey and first floor side extensions at 29 Hitchin Lane (Mr A. Gillespie)
06/01649/FULL: New porch and conversion of loft space including provision of new dormer windows to front and rear at 31 Pedley Lane (Mr N. Panton)
06/01705/FULL: Single storey side extension to replace existing garage at 6 Fairfax Close (Mr and Mrs J. Hurst)
No objection was raised to 06/01526/FULL Two storey and single storey side extensions to 35 Broad Street (Mr and Mrs Edwards) on condition that bricks and tiles used in the new construction are matched to the original as promised.
By a majority there was no objection raised to 06/01684/FULL: Part two storey. Part single storey side/rear extensions at 13 Whiston Crescent (Mr Miller) but the Tree Warden reiterated her request for clarification
Mid Beds approved the following applications:-
06/01104/FULL: Two storey rear extension at 40 Church Street (Mr R. Woodcraft)
06/01137/FULL: Erection of detached double garage at the Bungalow and Land , Hitchin Lane, (Daniel Bros. (Shefford)Ltd on condition that the building hereby permitted shall only be used for purposes incidental to the enjoyment of the dwelling house and for no other purposes including business, commercial or industrial purposes.
06/01145/FULL; Detached garage with office use of first floor at 29 New Road (Mr M. Matthews on condition that the building hereby permitted shall be used only in conjunction with the residential occupation of 29 New Road, Clifton
06/01335/FULL: Erection of 1 no 4 bed detached chalet bungalow and attached garage (revision to planning permission 06/00214 dated 31.03.06 on land to the rear of 200 Shefford Road .
06/01352/FULL: Two storey side extension at no. 37 and Land, Church Street , Clifton (Mr N. Triner)
Mid Beds refused the following application:-
06/01389/FULL: Erection of 6 flats and associated parking following demolition of existing dwelling at 198 Shefford Road (Greenpeak Ltd) on the grounds that the proposal would represent a cramped and undesirable over development of this site and by nature of the design of the building and overall layout would fail to relate sensitively to the character and appearance of the locality to the detriment of the visual amenities of the area; as such the proposal is contrary to Policy DPS5 of the Mid Bedfordshire Local Plan 2005 and Supplementary Planning Guidance: Design Guide for Residential Areas in Mid Bedfordshire.
Notice of Approval of Details has also been received for the undermentioned:-
06/00146/FULL Replacement dwelling and detached double garage at 39 Church Street . Condition No.2(Materials) has been discharged.
06/00518/FULL Change of use of former agricultural/haulage premises to B1(light industrial) at Barns at Knolls Farm Condition No 2 (Landscaping) has been approved.
06/00637/FULL Single storey first floor extension to rear at 2 and 4 New Road . A Minor Amendment (insertion of an additional window to the rear of No 2) has been approved
10. Reports (a) Clifton Lower School : Mrs Livesey made a short report
(b) Mid Beds District Council :. Councillor T. Rogers made a brief report mentioning inter alia the pilot scheme for a weekly collection of domestic food waste, the recent “Councillors' Surgery”and the Tarmac planning application
(c) Beds County Council : Councillor T. Rogers made a report noting the removal of the vehicle activated sign at the junction of New Road and the A507
(d) Other: i. Playing Fields Association AGM : Mr Stevens gave a short report on the meeting attended by himself and Mr Ephgrave. The Ashley Watkins Trophy had been won by Ampthill Cricket Club. for their work with children Runners up were Dunton village Play area. MBDC withdrew an offer of £5k funding at the point of placing the order and the village organisations rallied round and replaced the funding. A interesting talk was given by Peter Radcliffe and the idea of Sports Hall Athletics might be something to follow up
ii. Beds Association of Town and Parish Councils: Mr Livesey gave a report on the Annual General Meeting noting that Mr Cobb had been co-opted to represent Mid Bed s on the County Committee .
iii. Bedfordshire County Council/Mid Beds District Council. A brief report was given on the joint reception held at Mid Beds District Council's new offices.
11. Finance : Current bank statements at 31 st October 2006 showed
Community Account £1021.02
Business Premium Account £12,307.52
Business Reserve account £72,331.46 *
*With the addition of £10k. from the ½ precept received in April and a further £10k from the current instalment the Village Improvement Fund stands at £60,000 less £692.00( the cost of renovating the Festival of Britain sign)
Receipts: The following receipts are reported: Mrs D. Jackson: Hire of Centre on 3.12.06 £36.00; Mrs A. Jones: Hire of Centre on 12.11.06 £36.00; Dr C. Devereux Hire of Centre on 21.10.06 £36.00; Mr P. Armstrong: Hire of Centre on 25.11.06 £55.00; Mr Lawless. Stone. Hire of Centre on behalf of Ms J. Stone on 9.12.06 £92.00; Henlow 5 Bells Team £20.00 ( match on 22.10.06 ) Ladies Social Hour: Hire of Centre in August £27.00: Ladies Social Hour: Hire of Centre in September £36.00; Henlow 5 Bells Team £20.00 ( match on 29.10.06 ); Mrs J. Lakin: Hire of Centre on 6.1.07 £102.00; HS Running Club: Hire of Centre on 16.12.06 £92.00
Payment s Payment of the undermentioned accounts was authorised.:
Mrs Yarwood £.582.30 ( Chs 101193/94 )
W. Jack Ferguson For litter picking in October 50.00 ( Ch101195)
Adrian Crawley: Playing Field maintenance in October £275.00 ( Ch 101196 )
D. J. Granger:Grass cutting x2 ,cutting hedge and removing rubbish £634.51
(Ch 101197)
Powergen: Electricity + VAT £102.85 (Ch101198 )
Herts CC: Cleaning materials £39.91 (Ch 101199)
Anglian Water: Water charge Apr – Oct. £22.93 (Ch 101200 )
T & P Sheet Metal Ltd: £35.25 (Work commissioned by Jack ) (Ch101201)
Dawsons (Shefford)Ltd: For emergency work to make war memorial safe+VAT £121. 20 (Ch101202)
*CPRE: Annual subscription £26.00 (Ch 101203)
Bedford Borough Council: Refuse collection for ¼ + VAT £51.94 ( Ch101204 )
J. W Stevens: Refund of cost of new keys etc.for Community Centre £168.15 (Ch101205 )
D. Harvey : For repair of light at entrance of the Community Centre. £40.00 (Ch101206)
The Clerk was given permission to transfer £1000.00 from the Business Premium Account to the Community A/c
*Section 137 payment
12 Dates of next meetings : Thursday 14 December 2006
Thursday 11 th January 2007
Thursday, 8 th February 2007
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Chairman Date