Minutes of a meeting of Clifton Parish Council held on Thursday 12 th October 2006 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 D. Duff :

Mr M. Ephgrave

Mr S. Fish

Mr B. Hudson

Mrs P. Livesey,

Mr I. Pacey,.

Mr J. Stevens

Mr J. Wall

County Councillor T. Rogers, District Cllr P. Carne, Pc Steve Busby and 1 member of the public also attended.

1. Public Forum: There was none. The Chairman introduced Pc. Steve Busby who presented the Crime Records for September and commented on them. Other issues concerning parking in the village in particular in Shefford Road and Stanford Lane were also raised and discussed. The presence of the mobile police station outside the “One Stop shop was noted and a report made on the public attendance.

2. Apologies: Apologies were received from Dr R. Puritz

3. Minutes: The minutes of the meeting held on Thursday, 14 th September 2006 , a copy of which had previously been circulated were agreed to be a true record and signed.

4. Matters arising

4.1 Amended draft byelaws. It was noted that further queries had been raised. These are being checked. queries and these are being checked along with the query about Travellers.

4.2. Newis Crescent/Brickle Place Areas where the surface was breaking up had been reported to the Highways Helpline and a job number obtained. A pothole in New Road had been reported at the same time.

4.3 South East Surfacing will be stating work on re-surfacing the section of the car park on Monday, 6 th November. This was noted.

4.4 MBDC : Food Safety Inspection : The Community Centre had been classified as “low risk” The comments were noted. .

4.5 Sports Arena: Following the complaint of Mrs R. Bland about balls from the Sports Arena enquiries had been made about installing nets. This matter would continue to be investigated.

4.6 Clifton Football Club Following the Playing Fields Committee's agreement Clifton Football Club had been reimbursed for the grass seed.

4.7 Split barriers A meeting with County Highways is to be arranged.

4.8 Shefford Road A heap of tarmac shavings on the verge of Shefford Road had been reported to County Highways and they had been asked to deal with the matter. (Job no 24451)

4.9 War Memorial It was reported that measures had been taken to make the structure safe before repairs could be undertaken. Mr Cobb had met Cornhill's Loss Assessor on site to inspect it and reported on his meeting . It was noted that Dawson 's had been invited to submit estimates for the repair..

4.10: All Saints Lower School Governor In a letter from the Chairman of the Governors, All Saints Lower School the Parish Council was asked to confirm the nomination of Mrs Pauline Livesey to be co-opted onto the Governing Body. This was unanimously given.

5. Outstanding Matters: No lists to be presented at the committee meetings were circulated.

6. Correspondence :

6.1 Drainage- Hitchin Lane Copies of two letters concerning drainage in Hitchin Lane from Mr M. Tindall were submitted for information.

6.2 County Shutters and Grilles Ltd . A report on the state of the right hand window shutter and an estimate for the repair was submitted. According to the report the winding gear is worn out and requires replacing. Since the winding gear to the other two windows might also wear out in the near future and the cost of a visit from the engineer is high it would be advisable to order two spare gears at the same time. The cost to remove the faulty ace gear and joint adaptor and replace with a new one, test and leave it in full working order plus the cost of supplying two spare gears would be £345.00 + VAT. It was noted that the above price did not include the cost of the original visit. This would be £159.00 + VAT. These estimates were accepted and the Clerk instructed to arrange with County Shutters to have the shutter repaired.

6.3 MBDC Dates for Civic Service and Civic Reception. These were noted.

6.4 Guidance on Clean Neighbourhoods /Environment Act 2005 (amendments)

6.5 Beds CC: Community Emergency Plan – follow up letter of enquiry from V. Cirin. It was agreed that a copy of this should be passed to the Residents Association

6.6 MBDC Forward Plan: This

6.7 MBDC Community Safety updates

6.8 Bedfordshire Heartlands PCT Health Report 2006

6.9 Bedfordshire Playing Fields Association: Notice of Annual General Meeting to be held at Mid Beds District Council's offices on Tuesday, 17 th October. Mr Stevens and Mr Ephgrave would attend

6.9 Beds Association of Town and Parish Councils: Papers for Annual General Meeting to be held at Cranfield Village Hall on Wednesday 25 th October at 7.30 pm .

Watch Wide News Autumn 2006

•  Management Committee: The report of the meeting held on Wednesday, 20 th Septermber 2006, a copy of which had previously been circulated to each member of the Council was presented and discussed. It was noted:-

•  Dog signs : This matter was in hand.

•  Landscaping of mound It is hoped to be seeded in the coming month

•  Amendment to byelaws : The draft Bylaws were approved.

•  Car park . The order has been placed with South East Surfacing (Herts) Ltd.

7.5 Keys to Tractor shed .Since the keys have been on order for 12 months it was decided to ask Mr Mackay to cancel his order. The council is to source them should they be needed.

7.6 B roken Tiles. The tiles have been removed and will be replaced when the walls are considered dry.

7.7 Roller: Mr Stevens is to remind Mr Wall about storing the roller at Clifton Bury Farm

7.8 Fire Policy The risk assessment was carried out using the ‘full list of questions/advice' supplied by www.fpa_fireriskassessment.com Warning tape needs to be applied to the thresholds of the Fire escape doors from the hall indicating the change in level. The policy will now be formulated.

7.9 Policy for Children . Policy must be formulated

7.10 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.

7.11 Playground Inspection: - The bolt from the goal unit has been replaced.

7.12 Heating Mr Harvey had been asked to look at the heating thermostat.

7.13 Alternative heating: This was an on going project. There was nothing further to report.

7.14 Football hire A proposed hire regulation form has been circulated by e-mail to all members of the committee. Mr Mackay suggested revisions to the regulations. These were discussed at length but the regulations were agreed without change.

7.15 Investigation of installing nets to prevent balls going into neighbouring gardens was ongoing.

7.16 The hedge one side of the entrance has been cut.

7.17 The fair has been and gone. No damage has been reported.

7.18 Dog fouling It was noted that dogs appeared 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. This situation needs to be monitored.

7.19 Finance (a)Payment of Mrs Yarwood's, Mr. Bull's and Mr Fergusson's accounts had been authorised.

(b) The balance sheet showed a balance of income over expenditure of £2876.88.

(c)The Forward Planner for August/September was circulated and expenditure to date was noted.

7.20Correspondence: (a) 5.1 A request to reimburse the Clifton Football Club £82.99 for the purchase of grass seed was agreed. The Clerk is to inform Clifton F. C. that they need the approval of the Playing Field Committee before they consider any work other than marking the pitches in future.

(b) E-mail correspondence between the Chairman and Clifton Football Club regarding the failure to pay the fees on time was discussed. The committee agreed with the stance taken. It was suggested that in future we should advertise the facilities at the end of this season and adopt a first to pay takes preference. The chairman agreed to continue the practice of circulating any e-mail correspondence around the committee

7.21The list of outstanding matters was presented. It was noted that Items 3.3 Byelaws (26.7.06) should be deleted and3.10 Weed Spraying which had now been put back to next Spring should also be deleted.

7.22Any other matters; (a) Mrs. Yarwood asked to added to the minutes circulation list.

(b) It was suggested that the booking form should be amended to include the use of the Kitchen in the hire of the hall at no extra charge. The committee agreed.
(c) The Clerk is to contact the people requested to repair the shutter

(d) Mrs. Yarwood reported that the light over the porch was not working. Jack Stevens is to replace the bulb.

(e) The fair uses an electricity supply from the center during its stay. The cable used is trailed through the away changing room, the main hall on its way to the cooker point in the kitchen. It was suggested that a cost be obtained to install a 33 amp socket in one of the changing rooms to reduce the safety hazard.

(f) The foul smell emanating from the drain in the referee's changing room was particularly bad after the fair had left. This problem re-occurs from time to time. It was suggested the cost to fit a trap to finally over come the problem .should be investigated. The report was then adopted.

Mr Stevens informed the Council that the changing rooms were now completed and ready for use. Mr Livesey asked that thanks to Mr Stevens and Mr Fish for all the excellent work in the changing rooms over the summer should be recorded.

Mr Fish had suggested a possible solution to the problem associated with the referee's changing facilities and the costing of this will be investigated. In addition to this whilst formulating the Fire Policy it was noted it would not be possible for a powered wheelchair to exit on to the field by the fire doors and that it would be necessary to fit a ramp. Mr Fish and Mr Stevens had discussed this and estimated the cost of necessary materials to be approximately £900.00 per ramp. It was agreed to investigate whether there would be any grants available to help with the cost of these ramps but that should there be none then the Parish Council would provide them.

It was noted that following the loss of keys it had been necessary to change certain locks. In the past football teams had been issued with sets. It was agreed that in future if keys were issued a refundable deposit of £50.00 should be paid.

•  Highways Committee: The report of the meeting held on Thursday, 21 st September 2006 , a copy of which had previously been circulated to each member of the Committee was presented and discussed. It was noted:-

•  Samuel Whitbread Community College . (a) Mr. Ostler should be written to enquiring when the area previously enclosed by the orange fencing was to be cut and cleaned up ready for contractual maintenance by the Parish Council and (b) The Chair of Governors should be written to enquiring whether they are satisfied with the exterior appearance of the College boundaries.

•  Highway Maintenance Partnership : It was agreed that discussion of this item be left until the next meeting.

•  Hitchin Lane Flooding. Members noted Councillor Livesey's report that this matter was the subject of discussion between the County Council and the Environment Agency.

•  Correspondence: (a)Bedfordshire Police: A letter from Chief Superintendent Frost about internal reorganisation and his intention to hold six consultation evenings in early October to introduce his new team was noted.

(b ) The Pond – Parking Restriction Review : The Committee had received a letter from Jon Shortland, Transport Manager of Bedfordshire County Council Highways on the proposed review of the parking situation around the pond. It was agreed that Mr. Shortland should be informed that it is the Council's view that the restrictions have achieved exactly what was intended this being the improved safety of pedestrians, both young and old. Both passing and visiting this amenity.

(c) War Memorial . A letter from The Victor Farrar Partnership was presented. This quoted a sum of £3500 plus V.A.T., to carry out a survey of the damage and recommended repairs to the War Memorial. The Insurers recommended that this should not be accepted. It was agreed that Councillors Livesey and Cobb should take any necessary action.

8.5 Finance: Actual expenditure to date against the Committee's costed forward programme was noted.

•  Any Other Matters . Vandalism. Councillor Mrs. Livesey drew attention to recent acts of vandalism during the nights of the Clifton Fair.

The report was adopted. Mr Cobb reported that he had written concerning the Section 106 Agreement for the development at the former Highways Depot. In this £15,000 had been allocated for the provision of a cycle path but would be used to provide a zebra crossing for safe passage to Henlow Middle School .

9. Planning

The under-mentioned plans have been returned to Mid Beds with no objection:-

06/01313/FULL: Conservatory to rear of 11 Clifton House Close, Clifton (Mr and Mrs Hill)

06/01352/FULL: Two storey side extension on 37 Church Street and adjoining land (Neil Triner)

06/01484/FULL: Two storey rear extension to 65 Shefford Road (Mr and Mrs Burton) subject to there being a condition that the pool/gym is ancillary to the residential use of 65 Shefford Road and not used for any commercial purpose and also that the neighbours should be consulted.

By a majority decision there were objections raised to:-

06/01485: One and a half storey side extension to include integral garage and 1 no. dormer to front and 1 no. dormer to rear at 65 Shefford Road (Mr and Mrs Burton) on the grounds that (a) there seems insufficient space within the revised site to manoeuvre five vehicles to allow safe access to Shefford Road and (b) that it is not in keeping with this part of the village.

06/01229/FULL: Two storey side extension and front porch to 45 Church Street on the grounds that development would adversely affect the setting of All Saints Church, a listed building.

Objection was raised to:06/01389/FULL:Erection of 6 flats and associated parking following demolition of existing dwelling on the grounds that the parking provision is inadequate and the access/egress to site compromised by parking opposite and the construction of 6 flats as opposed to 4 would overdevelop the site. (Copy of letter of objection from No 196 was also enclosed)

06/01486/FULL Full: Erection of 7 dwellings with associated garages and parking and formation of vehicular access to the rear of 65 Shefford Road , Clifton (Mr and Mrs R. Burton)on the following grounds:-

Flooding: There is an acknowledged risk of flooding which would be further affected by further development . The applicant acknowledges the past history but makes no proposals to reduce future risks thereby conflicting protecting the amenity of nearby residents. The development of this site will doubtless increase this. As such this is contrary to policies DPS5 and DPS17 of the Mid Bedfordshire Local Plan.

Parking Provision: Inadequate provision has been made within the development to ensure that overflow parking does not take place on Shefford Road thereby contrary to Policy DPS5.

Access /egress : Taking into consideration the constraints of the area the proposed access/egress is not safe bearing in mind school pedestrian and vehicular traffic. This again is contrary to Policy DPS5.

Overdevelopment: The proposal represents over-development when taking into consideration the constraints of the site and surrounding area and is therefore contrary to Policy DPS6

Highway Provision: Contrary to Policy DPS10 there is inadequate highway provision made and the safety of young children, the elderly and persons with disabilities is put in jeopardy.

Mid Beds had granted permission to :-

06/01104/FULL Two storey rear extension to 40 Church Street (Mr R. Woodcraft)

06/01145/FULL: Detached garage with office use of first floor at 29 New Road (Mr Matthews) on condition that the building hereby permitted shall only be used in conjunction with the residential occupation of 29 New Road .

06/01137/FULL: Erection of detached double garage at The Bungalow and Land , Hitchin Lane (Daniels Bros.)

Mid Beds refused 06/01228/FULL Part two storey part single storey side/rear extension at 13 Whiston Crescent

( Mr L. Miller) as by nature of the design it represents an unacceptable impact to the detriment of the character and appearance of the street scene and as such is contrary to Policy DPS6 of the Mid Bedfordshire Adopted Plan 2006.

It was noted that 06/01229/FULL Two storey side extension and front porch to 45 Church Street has been withdrawn.

Trees in a Conservation Area Notice has been received to carry out works to trees in a Conservation Area. Removal of large fir tree from garden of 30 Church Street .

•  Reports (a) Clifton Lower School : Mrs Livesey made a short report

(b) Mid Beds District Council: A short report was made mentioning inter alia waste collection, recycling by schools and a projected trial of a weekly collection of food waste.

(c) Beds CC: Councillor T. Rogers made a brief report mentioning recent work carried out in Clifton . He also noted recent debates on the future of Bedford Hospital and the County Council's commitment to its continued existence.

(d) Other Forum : Mr Livesey reported that All Saints Church had been successful in obtaining a grant from the Forum's funds.

11. Finance : It was reported that at 30.9.06 the current bank statements were:-

Community Account £576.56

Business Premium Account £23,057.52

Business Reserve account £62,331.46 *

*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 were reported: Mid Beds DC ½ Precept £15,975.00; Mr Manning £170.00; Beds CC: Keep fit for the Mature Apr – June £54.00; Miss K. Chick: Hire of Centre for children's party on 7.10.06 £36.00; Mrs D. Koleck Hire of Centre on 8.10.06 £46.00; Mrs Adams: Hire of Centre on 24.9.06 £46.00; Clifton FC Hire of pitch and changing facilities for season £300.00; Mrs D. Scoot: Hire of Centre for child's party on 15.10.06 £37.00; Barclays Bank plc Interest on BPA for ¼ £22.29 Henlow Village Badminton Club: Hire of Centre Sept – December £252.00;

Payment of the undermentioned accounts was authorised.:

Mrs Yarwood £.611.15 ( Chs101185/101186 ) Wages and refunds for replacement keys

W. Jack Ferguson For litter picking in September£50.00 ( Ch101187)

Adrian Crawley: Playing Field maintenance in September £275.00 ( Ch 101188 )

Mr B. J. Thompson: For internal audit costs 2005/2006 £80,00 (Ch 101189)

Powergen: Electricity + VAT £ 78.02 (Ch101190 )

Petty Cash: £50.00 (Ch 101191)

*Open Spaces Society: Renewal of Annual Subscription £30.00 (Ch 101192 )

Authority was also given for the undermentioned accounts to be paid if the invoices were presented.

J. W Stevens: Refund of cost of new keys

Herts CC – Cleaning materials

The Clerk was given leave to transfer £750.00 from the Business Premium A/c to the Community A/c.

•  Remembrance Sunday 12 th November 2006 : Arrangements were discussed. The usual service would take place at the War Memorial with tributes being laid in front of it and placed on it later. Application had been made for the closure of Church Street and part of Grange Street between 10.45 and 11.15 am and a wreath had been ordered.

13. Dates of next meetings : Thursday 9 November 2006

Thursday 14 December 2006

Thursday 11 th January 2007

* Section 137 payment.