DATE: Tuesday 22 nd January 2013 The Pavilion, The Brook, Sutton

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1 NOTICE OF MEETING: Full Council TIME: 7.30pm DATE: Tuesday 22 nd January 2013 VENUE: The Pavilion, The Brook, Sutton Dear Sir/Madam Parish Clerk Mrs R A Seymour FILCM The Glebe 4 High Street Sutton Ely Cambs CB6 2RB Tel: suttonpc@btconnect.com All members of the Council are hereby summoned to attend for the purposes of considering and resolving the business to be transacted at the meeting as set out below. Mrs R A Seymour Clerk to Sutton Parish Council 16 th January 2013 MEMBERS 15 QUORUM: 5 A G E N D A 177/13 To receive and approve apologies for absence Mr I Dewar. 178/13 To receive declarations of interest. a) Councillors to declare any personal interest in any items on the agenda. b) Councillors to declare any prejudicial interest in any items on the agenda and to inform the Chairman if they wish to speak on the matter during public participation. c) Councillors to declare any pecuniary interest in any items on the agenda. 179/13 To approve the minutes of 11 th December /13 To receive reports from County and District Councillors 181/13 Public Participation A maximum of 10 minutes (or at the discretion of the Chairman) to allow any members of the public and Councillors declaring a prejudicial interest to address the meeting in relation to the business to be transacted at that meeting.

2 182/13 Mr P Peacock, Cambs ACRE Community Facilities Manager Re: Information on the QE11 Fields in Trust scheme. 1. Council to discuss continuation with scheme application. 2. To confirm the signing of the deeds. (If approved). 183/13 Matters for Information only 1. Letter of thanks from Citizens Advice Bureau 2. CCC. Fens Adventurer leaflet. 3. Resignation of Cllr Philip Martin, and process for co-option of vacancies. 4. Clerk to give short summary on Parish Forum. 5. Connecting Cambridgeshire Broadband sign-up figures. 184/13 December/January Clerks Report For information only (Enclosed) 185/13 Planning matters 1. Planning Approvals. - None to report. 2. Planning Refusals. - None to report. 3. Planning Applications a) 12/00614/FUL.. Ibbots Garage, Ely Road. Amendment: Details of parking arrangements on the site. b) 12/1016/CAC. Site between 14 and 18 High Street. Demolition of existing wall along the front boundary. Erection of 2 x detached dwellings with access, parking etc. c) 12/01156/FUL. 16 Elizabeth Court. To demolish section of existing garage and erect a single storey extension to provide a living annex for an elderly relation. 4. Tree Work applications and approvals. a) 3 High Street. Application: 1 x leylandi fell and 1 s yew reduce branches. b) 1 Eastwood Close. Consent: 1 x Eucalyptus Repollard. c) 18 Sutton Park. Consent: 1 x Ash Crown. d) 61 High Street. Consent to Fell 1 x Ash. e) High Street. 1 x Lime. Light crown lift and trim side facing 24 High Street, back to the edge of the green. f) 22 High Street. Consent to I x Lime tree. Crown reduce by 15%, light crown lift over roof of adjacent property and prune back side branches to achieve 2 meters clearance of building. 5. Essex County Council. Consultation on Replacement Minerals Local Plan /13 The Green (High Street). 1. Clerk to report on proposed tree works. 2. To discuss and approve work to tree. 3. To discuss and approve identification of land ownership.

3 4. To discuss and approve erection of notice-board/map. 187/13 Grass Maintenance Specification, contracts and quotations. 1. Clerk to report on specifications and quotations. a) To discuss and approve quotation for Village Verge Grass Maintenance. b) To discuss and approve quotation for Football Pitch & Shrub area. Recreation ground and paddock grass maintenance. 188/13 Maintenance to Garden of Remembrance 1. Clerk to report on requirements for the garden of remembrance. 2. To discuss and approve specification. 189/13 Finance 1. To approve bank reconciliation. (Enclosed). November 2012 and December To approve payments a) Online Payments December Mrs R A Seymour Clerk Salary Expenses Mr K Nixon - Caretaker salary Mr D Wood - Caretaker salary Miss J Adams - Admin Assistant 3, January Mrs R A Seymour Clerk Salary Expenses Mr K Nixon - Caretaker salary Mr D Wood - Caretaker salary Miss J Adams - Admin Assistant 3, b) Cheques 18 th December 2012 CCC Pension (Dec) HMRC Tax & NIC (Dec) January 2013 CCC Pension (Jan) HMRC Tax & NIC (Jan) Fergusons Ltd Grass cutting (Verges) Fergusons ltd Groundsman ESPO Ltd Cleaning materials N & C Glass ltd Pavilion glass Ely Skip Hire Ltd Skip Hire Sutton Youth Group Donation Sutton Youth Club Donation J Bogunovic Pavilion new door Veolia Ltd Easi-bins Intouch CRM Website (Dec &Jan) 71.98

4 The Copier Warehouse Photocopying XMA Ltd Print Ink Cartridges CAPALC Training ICO Data notification fee Parish Online Annual Fee Briar Security CCTV Monitor J Bogunovic Pavilion broken roof tiles Public Access ltd Chair lift repair c) Direct debits ECDC Non domestic rates BT Telephone Bill British Gas Gas Pavilion British Gas Gas The Glebe BT Internet services December 2012 Budget Review. (Enclosed) 190/13 Grant applications a) To discuss and approve December budget review. (Enclosed) b) To discuss and approve budget virements. (Enclosed) 1. To hear report from meeting with Sutton youth club and Sutton youth group. 2. To discuss and approve application from Sutton youth Club 3. To discuss and approve application from Sutton youth group. 191/13 Parish Council annual general insurance 1. Clerk to report on quotations received. 2. To discuss and approve quotation. 192/12 Reports from Working parties 1. Recycling Report on land registry application (Enclosed). 2. Financial Reporting and Controls a) Report from meeting of 8 th January b) To discuss and approve recommendations 3. Council Governance i) To review and adopt the proposed Council Investment Policy (Enclosed). ii) To update the budget to include 1,000 for bank interest rather than the a) To appoint two new members to the working party. 4. Facilities & Management 1. To receive report and appendices from meeting 12 th December 2012 (Enclosed). 2. To receive report from meeting13 th January (Enclosed)

5 a) To discuss and approve recommendations 2013/2014 budget proposals. The FMWP recommend this item of expenditure for approval by Full Council. i) Resurfacing to The Glebe access road and lighting 15,000-25,000. ii) Replacement tables for The Glebe Hall 1,000 - the remaining good tables will be transferred at The Pavilion to replace the broken tables there as they are the same type. iii) Marketing photography for brochure and web-site 160. b) To discuss and approve recommendations. Current Year budget (2012/2013) proposals. The FMWP recommend this item of expenditure for approval by Full Council. i) The quotation from Briar Security Systems Limited dated 20/12/12 for the upgrading of the existing security keypad and scan key for The Glebe at 134 +VAT. ii) The quotation from Briar Security Systems Limited dated 20/12/12 for the upgrading of the existing security keypad and scan key for The Pavilion at 224 +VAT. c) The FMWP recommend this item of expenditure for approval by Full Council for installation later subject to satisfactory user feedback from use of this system at the Glebe. i) Estimates/quotations are expected in the near future for the following items: 1) Brochure printing (see Section 6 below). 2) Supply and fit heavy sound attenuation curtains for The Glebe Hall. 3) Supply and fit curtains for The Pavilion for privacy and security. Curtains for both would need to be fireproofed d) COMPARISON HIRE COSTS: The FMWP has carefully considered the expanded report drafted by BM in respect of hire charges and fully endorse the content. i) The FMWP recommend the approval/adoption the Comparisons of Hire Costs report dated 15/12/12 by Full Council but in particular the conclusion arrived at namely that hire charges remain at the current level for Sutton Residents. ii) iii) The FMWP recommend the approval/adoption that hire charges remain at the current level for existing long term users. As an interim measure the FMWP recommend that the hire charge for non-residents is subject to a 10% increase over

6 the basic hire charge noted in (a) above for approval/adoption by Full Council. iv) As an interim measure the FMWP recommend that the hire charge for commercial users is subject to a 20% increase over the basic hire charge noted in (a) above for approval/adoption by Full Council. 5. Health and safety. e) MARKETING STRATEGY: The FMWP recommends the approval/adoption the Marketing Strategy report dated 15/12/12 by Full Council. Certain individual items would only be implemented subject to SPC approval. (Enclosed). No report this month 6. Community Engagement. a) To receive report from meeting of 4 th January Staff Review Panel a) To discuss and approve Facilities Caretaker job description (Enclosed). 8. Traffic Management & Environmental Enhancement No report this month. 193/ /2014 To set 2013/2014 Budget and Precept 1. Clerk to report on new procedure for the Precept calculation. 2. To discuss and approve budget. 3. To discuss and approve precept. 194/13 Request from Haddenham Parish Council to nominate councillors to their Code of Conduct complaints panel. 1. To discuss and approve request. 2. To nominate 2 members. 3. To discuss and approve nomination of 2 panel members for Sutton Code of Conduct complaints panel. 195/13 To receive report from The Glebe Management Meeting (22 nd November 2012) 196/13 Joint meeting re: Village car parking. Cllr Stoodley to report. 197/13 Correspondence 1. from resident regarding Lighting outside The Glebe. 198/13 Publications 1. ICCM Winter /13 Date of next meeting. 26 th February 2013 MEMBERS OF THE PUBLIC ARE WELCOME TO ATTEND MEETINGS.