Godmanchester Town Council

Town Clerk Vicky Pryce

e: townclerk@gmccouncil.com

Town Hall 1 Post Street

Godmanchester PE29 2NB

t: 01480 388870 www.gmccouncil.com

11th September 2020

To: The Town Mayor and Members of Godmanchester Town Council.

You are hereby summoned to attend a Meeting of Godmanchester Town Council online on Thursday 17th September at 7.00pm for the purpose of transacting the following business. Members of the public and press are cordially invited to attend.

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Vicky Pryce TOWN CLERK

AGENDA To conclude by:

20/133 2 min

TO RECEIVE APOLOGIES AND REASONS FOR ABSENCE 7.02

20/134 2 mins

DECLARATIONS OF INTEREST: To receive declarations of personal and/or prejudicial interest and the nature of those interests relating to any Agenda item.

7.04

20/135 2 mins

MINUTES: To approve as a correct record the minutes of the Town Council meeting held on 20th August, the Extraordinary minutes of the Town Council meeting held on Wednesday 2nd September and the Extraordinary minutes of the Town Council on 10th September.

7.06

20/136 TOWN MAYOR’S ANNOUNCEMENTS 7.11

5 mins 20/137 10 mins

PUBLIC PARTICIPATION SESSION: To hear from any member of the public in respect of an item on the agenda and other matters that are of mutual interest

7.21

20/138 4 mins

OUTSTANDING ACTIONS: To receive a report and note progress on outstanding matters

7.25

20/139 5 mins

CORRESPONDENCE: To consider items of correspondence received

7.30

ENVIRONMENT PORTFOLIO MATTERS

20/140 20 mins

ENVIRONMENT REPORT: To receive a report and consider recommendations (Cllr Hooker).

7.50

BUSINESS & FINANCE PORTFOLIO MATTERS

20/141 5 mins

FINANCIAL AND ACCOUNTS: 20/141.1 & 20/141.2 To approve the list of payments to be made. 20/141.3 To note receipt of petty cash reconciliation to 31st August, monthly budget report on the year to date, monthly bank reconciliation.

7.55

20/142 20 mins

BUSINESS REPORT: To receive a report and consider recommendations (Cllr Thomas)

8.15

PLANNING PORTFOLIO MATTERS

20/143 20 mins

PLANNING REPORT: To receive a report and consider recommendations (Cllr G Wilson)

8.35

PROPERTY PORTFOLIO MATTERS

20/144 20 mins

PROPERTY REPORT To receive a report and consider recommendations (Cllr Campbell)

8.55

The next Town Council meeting will be held on Thursday 16th October online, starting at 7.00pm.

Certified as a true copy of the agenda for the meeting held on Thursday 17th September 2020.

……………………………………………. ………………………….. TOWN MAYOR DATED CLLR MRS

Outstanding Actions

PLANNING PORTFOLIO Jan-18

Additional entrance at JF

Gate installed. Repairs needed. Town Clerk chasing DWH to carry these out. PPA required. Mills & Reeve acting for landowners awaiting response from DWH (July 2018). Repairs to gate hastened through DWH. Details of PPA hastened through DWH (Aug & Dec 2018) Repairs remain outstanding (June 2019) DWH advise that a new gate has been authorised (July 2019) Agreement remains with Copleys (Dec 2019)

CLLR G WILSON

Jun-18

Dec-19

Tudor Road - Double Yellow Lines

CLLR G WILSON

PROPERTY PORTFOLIO Feb-14

Ownership of Town Council land

Registration of all parcels of Town Council land and property to be undertaken. Deputy Town Clerk has checked Land Registry registers and is liaising with Land Registry re requirements to register Town Hall and QES. (Feb 2018). Cllr Irving arranging contact with Clerk and Mr Westcott Rudd (Nov 2019). Meeting at the end of February with the Clerk and Mr Westcott Rudd (Feb 20). Plans in place to register the Town Hall, QES and War Memorial to start, queries raised over the Recreation Ground to be resolved. (March 2020). Discussions ongoing with Mr Westcott-Rudd.

PROPERTY PORTFOLIO

Jun-18

Aug-20 Public Toilet at Judith’s Field

Tender process started. Advertised on Contracts Finder. Closing date 11th September (Aug 2020)

PROPERTY PORTFOLIO

Dec-20

Sep-20 Multi Wheel Fun Track

PROPERTY PORTFOLIO

BUSINESS & FINANCE PORTFOLIO Jun-19

Mill Steps

HDC renovating the Mill Steps site. Community working group set up with GMCiB, the Town Council, Ouse Valley Trust and the Community Association. A project board is also being set up including the EA, the Town Council, the A14 project and HDC as major contributors. (June 2019). Community liaison group have met and looked at the fish pass in Cambridge. Liaison group meeting at HDC on 16th July (June 2019). Community Liaison Group met on 12th September with N Sloper (HDC) and K Jerrom (EA) who advised a plan would be in place for January with two options including siting of the fish pass on either the left or right side of the Mill Steps. Advised expected work to begin in Autumn 2020. Clerk attended project board meeting and was advised that a third location for a fish pass is being considered. Community Liaison Group meeting held on 13th November. Still at scoping stage. Community Liaison Group encouraged to work with schools and decide what they want to see for the finished result. November 2019. Meeting being held on 9th December with the Community Group. Designs and Feasibility Study results to be available from HDC at January 2020 meeting.(Jan 2020). Piling

May-20

to establish feasibility of a fish pass has began work - Community Group meeting again on 17th Feb (Feb 20). Piling completed and results to be discussed at the next Mill Steps meeting. (March 2020). The Mill Steps project has been put on hold due to the coronavirus outbreak (April 2020) Project on course for delivery in October 2020. (August 2020). Correspondence received from HDC advises that the project is estimated to cost more than originally planned and there may not be enough money to pay for the aesthetics of the site (September 2020).

July 20 EOI CCC Nursery Grant. Correspondence received to advise that the grant of £190,000 has been agreed with match funding of £100,000 from CIL money. Project to start as soon as possible (September 2020).

G WILSON

ENVIRONMENT PORTFOLIO Aug-20 Grounds

Maintenance Tender

Grounds maintenance tender due for renewal 1st April 2021

ENVIRONMENT PORTFOLIO

Sep-20

Sep-20 Willow Walk ENVIRONMENT PORTFOLIO

Sep-20 Logworld Replacement

ENVIRONMENT PORTFOLIO

CORRESPONDENCE

Mayor

Mayor of Wisbech Afternoon Tea (13.09.20) Mayor of Huntingdon Battle of Britain 80th Anniversary Service (15.09.20) Wertheim – Twinning Mr Cohen

Youth Festival and Business Meeting in Wertheim (29.09.21-03.10.21) GMCiB - Thanks

Planning 20/01462/FUL 1 Ream Close 20/01685/TREE Chadley House 20/01557/TREE 7 London Road 19/00016/REM Godley Green CCC St Ives Transport Study Highways Bollard Mr Hyams Parking at Stokes Drive Highways Highways Events Mr Greagg LHI Bid Mr Sheppard FOI Request Highways Micro Asphalt Programme (Cambridgeshire) Environment Environment Agency Upcoming flood defence maintenance All CCC Chairman’s Commendation Covid-19 NHS Invitation to Cambridgeshire and Peterborough Clinical Commissioning Group’s (CCG) Annual General Meeting

GODMANCHESTER TOWN COUNCIL MEETING 20.141

CLLR CLLR DD PAID TO DETAIL NET VAT TOTAL

DD HDC Council Tax 425.00£ 425.00£

DD Total Gas & Power Electric Supply QES 73.36£ 3.67£ 77.03£

DD Total Gas & Power Gas Supply QES 12.76£ 0.64£ 13.40£

DD Total Gas & Power Electric Supply JF 109.97£ 5.50£ 115.47£

DD Total Gas & Power Gas Supply JF 19.86£ 2.60£ 22.46£

DD British Gas Gas Supply Nursery 790.42£ 790.42£

DD Wave Water rates: cemetery 4.00£ -£ 4.00£

DD Wave Water rates: QES 133.00£ -£ 133.00£

DD Wave Water rates: JF 51.50£ -£ 51.50£

DD Plusnet Broadband @ JF, QES & TH 66.00£ 13.20£ 79.20£

DD Virgin Town Office phone line 14.76£ 2.95£ 17.71£

DD NEST Pension contributions 643.43£ -£ 643.43£

TOTAL 2,344.06£ 28.56£ 2,372.62£

CLLR CLLR BACS PAID TO DETAIL NET VAT TOTAL

B475 V Pryce September Salary 2,775.51£ 2,775.51£

B476 J Royle September Salary 1,034.43£ 1,034.43£

B477 C Whitlock September Salary 1,092.24£ 1,092.24£

B478 M Grice September Salary 353.01£ 353.01£

B479 S Wakeman September Salary 296.14£ 296.14£

B480 M Hanson September Salary 300.04£ 300.04£

B481 O Jeakings September Salary 1,911.61£ 1,911.61£

B482 HMRC Tax & NI 126PP00116523 2,284.13£ 1,226.58£ 2,284.13£

10,047.11£ -£ 10,047.11£

B483 Fergusons Grounds Maintenance & Extras 3,040.41£ 608.08£ 3,648.49£

B484 ACR Contract Cleaning 318.00£ 63.60£ 381.60£

B485 Senior Citizens Quarterly Contribution 250.00£ 250.00£

B486 Fresh Air Fitness Adult Play Equipment 3,785.37£ 757.07£ 4,542.44£

B487 Ethos Expenses 90.00£ 18.00£ 108.00£

B488 JRB Enterprises Post for Dispensers 40.50£ 8.10£ 48.60£

B489 Hunts Pest Wasps Nest Removal 60.00£ 12.00£ 72.00£

B490 Graham Campbell Zoom 11.99£ 2.40£ 14.39£

B491 Ask IT Email license upgrade & 365 268.90£ 53.78£ 322.68£

B458 Stephen Wakeman Mileage 12.24£ 12.24£

B459 Avanti Road Survey Rem Sunday 75.00£ 15.00£ 90.00£

B460 St Marys Church Grass Cutting 2,125.00£ 2,125.00£

B461 D Taplin Mayoral Expenses 25.55£ -£ 25.55£

B462 L Brown Electrical Nursery works 2,475.00£ -£ 2,475.00£

B463 O Jeakings Nursery Bulbs 407.53£ 407.53£

B464 Maplumb Plumbing Public Toilet 441.40£ -£ 441.40£

B465 Moore Electrical Public toilet timer 140.00£ -£ 140.00£

B466 HDC Licensing 70.00£ 70.00£

B467 Wisbech Town Council Afternoon Tea 50.00£ 50.00£

B468 MAGPAS Grant 50.00£ 50.00£

TOTAL 23,734.00£ 1,538.03£ 25,272.03£

CLLR CLLR CHQ PAID TO DETAIL NET VAT TOTAL

TOTAL -£ -£ -£

GRAND TOTAL 26,078.06£ 1,566.59£ 27,644.65£

Cemetery Income £915.00

Judiths Field Income £881.00

Town Office Misc Income £30.00

Nursery Sales £2,092.00

TOTAL RECEIPTS £3,918.00

18 SEPTEMBER 2020

RECEIPTS AUGUST 2020

ACCOUNTS PAYABLE - 18 SEPTEMBER 2020

TOTAL SALARIES, TAX & NI

Environment Portfolio Report

Paper Title: Environment Portfolio Report Date of paper: 11th September 2020 Paper Number 20/140 Paper Presented by Cllr Hooker Paper contributions by Cllrs Irving, Campbell, Taplin, Young, Morgan, & Town Clerk

Recommendations

1 To note the discussions of the Environment Portfolio Group, and the ongoing

general works.

2 To accept the Grounds Maintenance Tender Document for 2021-2025 for issuing in

November.

3 To agree to accept the PSPO-dog renewal notice and respond.

Reports

2.1 Ground Maintenance Tender Document- AH has been reviewing the previous document

and has made various amendments, exclusions and additions to it to bring it up to date and include those tasks that had become regular and needed as well as updating the number of bins / Hanging baskets etc. we now have. Instead of using square meterage to describe locations he has been working on maps instead to indicated what and where the work was needed. TC indicated it was needed to be finished for the September full council meeting to enable it to be issued in November for Tenders to be prepared. 2.2 PSPO-Dog Order renewal - Had been received, this was agreed to be desirable. TC to respond on behalf of the Town Council accepting its contents in a suitable manner. 2.3 Risk Assessments – With 50 % completed it was agreed that all outstanding documents would be completed and returned to DT in readiness for the October meeting. 2.4 Covid Assessments- SW has kindly produced a Covid Assessment for the London Road Cemetery. The team acknowledged her work and pass on their gratitude for her assistance. The document confirmed no action was appropriate related to the 2meter distancing requirement, but a sign was needed at the water tap to ensure users sanitized as instructed. This has now been made to CH artwork and installed on a post next to the tap by AH. 2.5 Memorial Benches- AH confirmed additional bench locations had been identified and the document/ paper update had been agreed to be worked on by Cllr S Wilson. AH to pass on the paperwork. 2.6 Project, 5-year business plan- The portfolio has been asked to consider additional work forecast for delivery in 2021-22. Revisions were - remove litter bins entry as the bins would all have been replaced by then and benches are now self-financing in a ‘on demand’ format. Add: Willow Walk project. Adult Gym – disabled person kit addition. Adult Gym- potential additional locations? Cemetery- 2x Rose Arbor’s seated spaces. Log World replacement. It was suggested these could be included as 1 liners in the OUTANDING JOBS sheet reviewed at every monthly Council meeting to keep them in focus? 2.7 Judith’s Field entrance overgrowth- A quotation has been received from Bousfield’s for the cutting back of the hedging about to obstruct the entrance, DT queried if this included the growth over the fuse box at the gate. It was agreed to ask for this to be included and accept the quotation for £ 280 plus VAT, to be paid from budget stream 4711. This work has been added to the ground maintenance contract for regular maintenance along with the same at the A1198 entrance.

2.8 Parish Online- AH indicated how impressed he had been when using this site while working on the Grounds Maintenance document, a site available for Town Council usage. It enables the user to do whatever they need with regards to maps, drawings and research, with layers of information to view and print, covering everything from flood plains and electricity cables to Roman Temples. He suggested it would be a useful tool if some of the Council team were able to use it correctly and fully. GC, TC & AH are all eager to learn and CH suggested that a member of planning might benefit also. It was agreed AH should suggest a course to the ‘personnel group’ as useful development. AH to research what is on offer for consideration. 2.9 New Bins- It has been brought to the attention of office that bin 17 at Judith’s Field, due for renewal next year, is about to topple, it has a tapered base. It was agreed to bring forward next year’s replacement program which would involve a new bin for 17 onto the existing base. A new bin 14 with new spike fitting (JF melted top) new bin 6 onto existing base on the rec. Bin 7 existing bin onto new base, AH to specify method. Work to proceed ASAP = order 3 new upvc bins as previous + 1 new spike if none in stock? From budget stream 4700. 2.10 Picnic tables at JF- GC reported that the location of a picnic table in the dark corner hedges at Judith’s field was causing a major rubbish issue with groups of up to 30 youngsters congregating there and dumping rubbish in the hedges each evening. Along with their rowdiness has come wonton damage recently requiring the replacing of a tree which will be vulnerable to a repeat fate. It was agreed that AH & GC inspect the site urgently and arrange any necessary relocation and securing of the benches generally to reduce the problem. A budget of up to £50 was agreed should it be needed budget stream 4700

Alan Hooker 11th September 2020

Paper Title: Business Portfolio Report

Date of Paper: 8 September 2020

Paper Number: 20/142

Paper Presented by: Cllr Thomas

Paper Contributions by: Business Portfolio Core Group, Cllrs Hooker, Hyams, Irving,

Morgan, Taplin.

Report Summary

This Paper contains items requiring Council to:

Approve concerning:

1. Policy Reviews

2. Acquisition Policy Addendum

3. Nursery Business Plan

4. Defibrillator Acquisition

5. Poly Tunnel Funding

Note concerning:

6. Council 5-Year Busines Plan

7. EV Charge Points

8. Policy Rationalisation

9. Mill Steps Project

For Council Approval

1. Policy Reviews

Policies comprising Code of Conduct; Standing Orders and; Health & Safety, are due for review and

reauthorisation. These are attached.to this Report.

Decision Required

The Business Group recommends that Council approves the Code of Conduct; Standing Orders and;

Health & Safety policy documents.

2. Acquisition Policy Addendum

The Acquisition Policy was endorsed and adopted at the August TC meeting. Following the recent

Presentations of proposals for 3 major infrastructure projects, a template has been drawn up which

indicates suggested areas that, inter alia, should be covered in future presentations. A revised Policy

document with Annex is attached to this Report.

Decision Required

The Business Group recommends that Council approves the addendum to the Acquisition Policy.

3. Nursery Business Plan

In order to provide assurance about the future of the site and to enable the Nursery to run with autonomy

on a day to day basis under the management of the Nursery Manager and Clerk, a comprehensive

Business Plan for the Nursery has been compiled and has been circulated to all. Councillors are reminded

it will be a ‘live’ document and subject to review each year, or as required.

Decision Required

The Business Group recommends that Council approves the Nursery Business Plan.

4. Defibrillator Acquisition

At the February 2020 TC meeting, Council approved in principle the Business Group exploring the

provision of 3 defibrillators, one each at our properties at the QES, Judith’s Field Pavilion and the

Nursery. This investigation is now complete, and Findings and Proposals for acquisition are attached in a

Paper to this Report.

.

Decision Required

The Business Group recommends that Council approves the acquisition and installation of 3x I Pad AED,

at a cost of approximately £4725.00, to be funded from CIL holdings.

5. Polytunnel Funding

Council has already approved the acquisition of a new Polytunnel for the Nursery and specific grant

funding was anticipated. However, this has not been forthcoming and a further application cannot take

place until November. The successful bid for Community Capital Funding did not include the Polytunnel,

and this Grant cannot be thus applied. There is a need to acquire the Polytunnel before November, and the

Business Group is therefore recommending that funding should be allocated from CIL. This withdrawal

could be replaced if subsequent grant application is successful

Decision Required

The Business Group recommends that Council approves funding of up to £12,000 from CIL for the

Nursery Polytunnel.

For Council to Note:

6. Council 5-Year Business Plan

The Council 5 Year Business Plan could be a potentially useful tool in providing not only an overview of

workload but also an aide memoire for upcoming required action. The Town Clerk has undertaken to

update the current Plan and to revise its layout to indicate schedule by month and year. Portfolio Groups

will be asked to populate the new Plan template, and a brief report on the status of the Plan will feature in

future TC monthly meetings.

7. EV Charge Points.

An BP Chargemaster engineer has visited the Town and undertaken a no commitment exploratory survey

of potential EV Charging Point locations at the School Hill and Judith’s Field car parks. Information on

costings and other operational aspects is awaited, before the Business Group considers if there might be a

project proposal to put to Council.

8. Policy Rationalisation

The Business Group has discussed the current list of Policy documents held by Council. We at present

appear to have some duplication, questions over ownership, and review procedures that have been

somewhat haphazard. Cllr Wilson and the Town Clerk have agreed to a working meeting with a view to

rationalising the Table of current holdings, agreeing Review Dates and proposing appropriate Ownership.

When this is completed the Group will review the results and present proposals to Council.

9. Mill Steps

There has been concern expressed by HDC at apparent growth in the potential costs of technical aspects

of the Mill Steps project. So much so that some of the gentrification aspects of the proposal might become

unaffordable. HDC has asked for cost savings to be found involving the Fish Pass and Eel Run features.

Present indications are that these will be found and the transformation aspects of the surroundings, to

which we have allocated £40,000 of CIL, will not be affected.

C S Thomas

Paper Title: Planning and Transport Working Party Report

Date of Paper 17 Sept 2020

Paper Number: 20/143

Paper Presented by: Cllr G Wilson

Paper Contributions by: Cllrs Taplin, Morgan, Irving, S Wilson, Hyams,

Hladwiskyj

The Town Council is recommended to:

1. Support the recommendations of the Planning Working Party on the planning

applications received this month (red)

PLANNING APPLICATIONS

Application No Location Comments and recommendation Comments in italics do not need to go back to HDC Response to go back to HDC in red below

19/00016/REM Play areas for the development (part of) comprising a LEAP (retrospective), community square (retrospective) and LAP to include associated landscaping, along with a pathway and footbridge for access to Godley Green HDC say they have sent “amendments for the proposed LAP play area at Godley Green”. In fact they’ve sent a summary of other changes they have been discussing with DWH and with updated plans for the Community Square, Play Area and Godley Green path/bridge. Continue to recommend refusal:

Note that the additional information provided does not relate solely to “received amendments for the proposed LAP play area at Godley Green” but includes other details of the Community Square, Play Park and LAP proposals

Note HDC has been able to get DWH to make a number of improvements to the design which is welcomed

Disappointed that some issues remain – such as deep, ugly swales and concrete bag headwalls

Still no commitment to replace dead / dying trees provided which is now being dealt with by HDC Enforcement

HDC should note the town council has not agreed to take on responsibility for the carparking or public open space off Bearscroft Lane. No discussions have been held and the council is unlikely to take on responsibility without a commuted sum to cover long term maintenance and improved more robust design.

The public open space off Bearscroft Lane will not be “traveller proof” once the gate is open as there is no bund around the car park to the grass area

Public rights of access along and across Bearscroft Lane, including from parcel 12 needs to be resolved

Application No Location Comments and recommendation

Comments in italics do not need to go back to HDC Response to go back to HDC in red below

The applications are not in accordance with the agreed Design Code, for example the as built play equipment looks cheap and not robust

The Town Council requests a District Cllr calls this in for the DMC to determine if officers are minded to approve it.

20/01685/TREE Chadley House 3 Cambridge Street

Proposal: T 1 - London Plane - Clear the phone lines by 1.5m. Lift the crown to 4m above ground level and reduce the tips of the low Eastern lateral limb by 4m. T 2 - Sycamore - Reduce the low limb overhanging the road by 4m to bring back into shape with the remaining crown Recommend: approval

20/01462/FUL 1 Ream Close Erection of fencing and change of use of land to garden land Recommend: refusal, this will reduce the open nature of the close, change the landscape character and reduce the visibility of vehicles leaving 1 Ream Close. The Town Council suspects it is also against a condition in the house deeds

20/01557/TREE 7 London Road

Chestnut tree to ensure the tree remains in good health corwn lift to 4-5metres from ground level. General crown reduction by apprx 1-2 metres. Reduce side aspects by approx 2 metres. Recommendation: approval to some trimming of the tree following the advice of the HDC arboriculturist. Mature trees such as this in the street scene should be protected. Any work to the tree should only be carried out if the HDC arboriculturist is confident that this is for the health of the tree rather than any other reason.

PLANNING CORRESPONDENCE

From Subject Comment

All for noting

MHCLG Planning White Paper Comments to follow

Property Portfolio Report Paper Title Property Portfolio Report Date of Paper June 2020 Paper Number 20/144 Paper presented by Councillors Campbell, Paper Contributions by Councillors Morgan, Taplin, Hyams, Hladkiwskyj, Hyams, Wilson, Young, Vane Percy, Irving, the Town Clerk

Recommendations

1 To note the work of the Portfolio Group 2 To note that there is no proposal to open our buildings for hire at the moment but that our regular hirers have been informed of all the current issues. They have also been asked for their opinion on reopening and whether they would be willing to return in accordance with the strict Covid 19 regime currently proposed.

Background: For details please refer to the Minutes of the Portfolio Group

Staff Training As agreed instruction sessions for the AV, ventilation and heating systems have been organised at the QES.

Coronavirus Risk Assessments and a list of hirers that might be able to start reusing the building have been produced by Cllr S Wilson and the Town Clerk Our buildings remained closed.

QES Public Toilet The faulty flushing system and new lock timer will now have been fitted and the toilet reopened. An update will be given at the meeting.

Judith’s Field Toilet Block

Tenders are due back next week. A recommendation will be made by the portfolio group at the next council meeting. Three architects/engineers have been asked to submit a quotation for work as Contract Administrator.

Skatepark Final inspections been delayed until after the end of the school holidays. 2.5% retention money remains to be paid to the contractor.

Multi Wheel Fun Track This is now being published on Contract Finder.

Queens Walk Power Supply and Lighting

Further investigations on viability are continuing

Judith’s Field Pavilion The window broken, we think, by a mower, has been replaced..

Town Hall The pigeon spikes have been installed.

CCTV The Property Portfolio Group has requested that the Business Portfolio report back on the workings of the CCTV installation.

Charging Points at Judith’s Field and the QES This is being looked at by the Business Portfolio

Project Manager for all CIL projects The appointment of a Project Manager specifically to progress all the CIL projects has been proposed and this suggestion will be looked at in more detail at a future meeting.