Longstanton Parish Council. Meeting Papers. Full Council Meeting, 8th October LongstantonPC

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1 Longstanton Parish Council Meeting Papers Full Council Meeting, 8th October 2018 LongstantonPC

2 Longstanton Parish Council Minutes of the Meeting of Full Council Meeting, held at The Village Institute, 24 High Street, Longstanton Monday 10 th September 2018 at 7.50pm Present: Cllr Street (Chairman), Cllr McPhater, Cllr delamare Lyon, Cllr Sinclair, Cllr Burns, Cllr Mrs Wilkins, Cllr Ms Ness, Cllr Owens Clerk: Libby White In attendance: D Cllr Malyon 7 members of the public 18 19/67 Chairman s Welcome and To Receive and Accept Apologies for Absence Apologies were received and accepted from: Cllr Owen (work commitments), Cllr Samm and Cllr Mrs Brash Hall (personal). It was noted that Cllr Samm has been granted a period of six months absence /68 Councillors Declarations of Interest for items on agenda Declarations of interest from Councillors on items on the agenda: none Requests to Speak: None required To receive requests for dispensations: None Grant of dispensations: None /69 Open Forum for Public Participation (10min) Resident feels that after a recent spate of break ins that residents need to make it difficult for criminals. He would like to create a Neighbourhood Watch group. Has contacted the police to get advice and they suggested he speak with the Parish Council. Would like all schemes to work together. s received from police and the co ordinator will disseminate to those participating. Resident from Northstowe confirmed that they just set up a scheme. Have asked for meeting with other co ordinators for best practice /70 Approval of Minutes a) It was proposed by Cllr Mrs Wilkins, seconded by Cllr delamare Lyon, and RESOLVED that the minutes of the council meeting held on 9 th July 2018 be approved and signed. CARRIED 1 abstention It was proposed by Cllr Mrs Wilkins, seconded by Cllr Sinclair, and RESOLVED that the minutes of the planning meeting held on 20 th August 2018 be approved and signed. CARRIED 1 abstention b) Work been ordered to raise overhanging branches off the road and on a public open space on Home Farm which are causing health and safety concerns. c) Clerks Report It was noted that the Clerk s Report was circulated with the meeting papers /71 Police Matters a) The Clerk noted that there had been 10 instances of crime reported since July. These were listed in the meeting papers for review prior to the meeting. b) It was noted that following a spate of break ins, a resident had approached the police to set up Neighbourhood Watch in the village. The resident is keen to make it as easy as possible for people to take part. The Clerk noted that the police had been in to see her and would be grateful of Parish Council support for the initiative. It was proposed by Cllr Mrs Wilkins, seconded by Cllr Burns and RESOLVED by a unanimous vote that the parish Council will support them setting up the scheme in the village and support a meeting to set it all up. Action: Clerk to liaise with those wanting to set up their schemes. Longstanton Parish Council confirmed eligibility and adopted the General Power of Competence on 9 th May 2016, reconfirmed on 14 th May All decisions are taken using that power unless otherwise stated. ~18/19~

3 18 19/72 Planning Matters Planning Matters for comment a) S/3197/18/FL first floor side extension, single storey rear extension, moving of footpath and garden wall at 29 Mitchcroft Road, Longstanton. It was proposed by Cllr Mrs Wilkins, seconded by Cllr Ms Ness and RESOLVED by a unanimous vote that this work be recommended for Parish Council OBJECTION as the building of the proposed new wall would go against the 'safer by design' principle removing the opportunity for windows to overlook the footpath. With the addition of the new wall, councillors feel it provides a narrow footpath enabling people to become obscured. In addition, Councillors feel it is overdevelopment of the site. Action: Clerk to pass comments to SCDC. Northstowe Planning Matters for comment b) S/3088/18/FL proposed pumping station with associated works, dosing, lighting, access and security fencing and gates at land south of Longstanton Road, Oakington & Westwick. It was proposed by Cllr Mrs Wilkins, seconded by Cllr Burns and RESOLVED by a unanimous vote that this work be recommended for Parish Council SUPPORT. Action: Clerk to pass comments to SCDC Planning Matters for information only c) Correspondence from South Cambs was noted in respect to S2439/18/FL for the proposed dwelling at Fews Lane, Longstanton d) It was noted that planning appeal APP/W0530/W/18/ for application at Oakdene House, Station Road, Longstanton had been DISMISSED by the Planning Inspectorate. e) It was noted that planning appeal APP/W0530/W/18/ for application at land adjacent to Redlands, Station Road, Longstanton had been DISMISSED by the Planning Inspectorate. f) It was noted that planning appeal APP/W0530/W/18/ for application adjacent to Redcroft, Station Road, Longstanton had been DISMISSED by the Planning Inspectorate. Northstowe Planning Matters for information only g) It was noted that S/2890/18/DC Discharge of Condition 8 (phasing) for Northstowe Phase 2 had been received /73 County Council Matters The Clerk confirmed that apologies had been received from C Cllr Hudson and that his report had been circulated prior to the meeting and was included in the meeting papers /74 District Council Matters a) D Cllr Malyon stated that she and D Cllr Cheung Johnson had attended a briefing from A14 team where they confirmed that the A14 will be reclassified as a motorway from Ellington to Girton which means that they can use variable speed limits and they are hoping to finish earlier than expected due to the good weather. Cllr Street asked about the Loneliness Toolkit mentioned in the report. Action: D Cllr Malyon to forward the Loneliness Toolkit to the Clerk. b) It was noted that correspondence had been received from SCDC asking for parish councils to consider the implementation of an Emergency Plan if they do not have one in place. A template had been sent for the parish to use as the basis for any plan. It was proposed by Cllr Sinclair, seconded by Cllr Ms Ness and RESOLVED by a unanimous vote that the Emergency Plan be put in place. Action: The Clerk to liaise with SCDC and start putting the plan in place. c) It was noted that the July e parish bulletin and the July planning update had been received from SCDC and circulated to councillors via . Longstanton Parish Council confirmed eligibility and adopted the General Power of Competence on 9 th May 2016, reconfirmed on 14 th May All decisions are taken using that power unless otherwise stated. ~18/20~

4 18 19/75 Finance Matters a) The Clerk informed the members of the meeting that the bank account balances as at 31 st August 2018 were as follows: Current Account 9, Home Farm Account 178, S106 Account 3, CCLA Current Account 194, CCLA Home Farm Account 100, CCLA S106 Account 60, CCLA Reserves Account 75, , b) A paper written by Cllr Sinclair about Long Term Investment for the Home Farm commuted sum money was considered by Councillors. It was proposed by Cllr Owens, seconded by Cllr Sinclair and RESOLVED that the property investment be examined with James Ryan Thornhill Limited. Action: Clerk to complete the necessary forms to receive feedback from the company. c) The Clerk updated members on the procedure for getting electricity installed on the village green which was not as simple as first envisaged. Three companies were approached for supply of electricity including LC Electrical, PA Collacott and TRC Electrical. 2 of the 3 companies provided a quotation for works required. It was proposed by Cllr Mrs Wilkins, seconded by Cllr delamare Lyon and RESOLVED by a unanimous vote that the council proceed with LC Electrical. Action: Clerk to liaise with all parties to get the electric work in prior to Christmas event d) The Clerk updated members that Cllrs had been unable to get together to discuss the contents of the proposed new website. The Clerk had spent some time mapping out the potential content of the new site and this was presented to the meeting. After discussion it was proposed by Cllr delamare Lyon, seconded by Cllr Mrs Wilkins and RESOLVED by a unanimous vote that we proceed with VisionICT. Action: Clerk to liaise with VisionICT 18 19/76 Northstowe Matters a) Jon London (Community Development Officer) provided a written update on Northstowe matters: 176 occupations Gallagher have agreed to build a path to the Park & Ride over the employment land so that pedestrians & cyclists don't need to go all the way to the B1050. (Part of the path on the actual park and ride itself needs to be organised) The next community forum is 17 October 2018 Community led groups are flourishing with a 50 60person community BBQ last weekend, weekly board games & Zumba, and a few one off events Approximately 50% of the residents have taken up the offer of a 1 month free bus pass when they move in hopefully shifting a number of them permanently to public transport and away from the roads. Cllr Owen had attended the last Northstowe Community Working Group Meeting. Issues such as updated Terms of Reference for the group, creation of a Sports & Wellbeing Committee, Allotments, appointment of Social Group volunteer, Cookery Club and topics for the next community forum were discussed. b) The Clerk stated that the MP had been invited to attend a meeting of those affected by the potential dewatering of Northstowe Phase 1. It had been requested that more substantial evidence be found before Heidi Allen gets involved. The Clerk is working with County Council to try and get some additional information to be able to set this meeting up. Action: Clerk to continue to chase for information and meet with Cllr Mrs Brash Hall. Longstanton Parish Council confirmed eligibility and adopted the General Power of Competence on 9 th May 2016, reconfirmed on 14 th May All decisions are taken using that power unless otherwise stated. ~18/21~

5 18 19/77 Highways and Footpath Matters a) The latest update from the technical team working on the adoption of Home Farm Phase 2 roads stated: We are awaiting return of signed engrossments from the Cofton administrators. SHMA can complete the transfer of the highway land as soon as they receive the signed documents back. There is another Cofton site where a deed of release is required that is with TWEA. The administrators might be waiting to complete the sites concurrently, although I have asked the administrator s solicitor to ensure both sites are treated independently. b) Following the parish council s request to have both zebra crossings repainted a revised quotation was received from County Council. The clerk informed members that the cost could be up to 2,000. It was proposed by Cllr Sinclair, seconded by Cllr McPhater and RESOLVED by a unanimous vote that the quote of 2,000 be accepted. Action: Clerk to liaise with the relevant person at Highways. c) The Clerk noted that a resident had expressed concern over the speed limit on Station Road at the point where the Guided Bus crosses. The Clerk updated members on work carried out in the past to look at this area. It was proposed by Cllr McPhater, seconded by Cllr Sinclair and RESOLVED by a unanimous vote that Speedwatch speak with the resident concerned about the traffic and set up some weekend work. Cllr delamare Lyon and Clerk to look at the proposed Speedwatch funding. Action: Cllr delamare Lyon to liaise with resident and he and clerk look at funding d) It was noted that various correspondence had been received over the two month period since the last meeting in respect to highways matters (as listed on the agenda) /78 Public Open Space Matters a) The Clerk presented a map showing the boundary for the land to be adopted by the parish council as part of the Central Open Space. It was proposed by Cllr Mrs Wilkins, seconded by Cllr Sinclair and RESOLVED by a unanimous vote that the Central Open Space as illustrated in the boundary map. b) The Clerk informed members that a neighbour to St Michaels churchyard had expressed concern about a tree leaning over their property. The Clerk and Brookfield Groundcare had been out to look at the tree having reviewed the recent tree survey carried out in March The tree is safe but is overhanging the garden quite substantially. It was proposed by Cllr McPhater, seconded by Cllr Burns and RESOLVED by a unanimous vote that Brookfield Groundcare remove the tree. Action: Clerk to order works from Brookfield Groundcare /79 Community Matters Remembrance Sunday a) The Clerk informed members that as part of the Remembrance Sunday event it envisaged to close the High Street for approximately 1 hour to allow residents to walk, together, to the war memorial from the village green. Highways Department insist that a professional company or trained person carry out the road closure. Prices had been received from Avanti (John Henry Group) at 1,020 or from Mervyn Lambert. Though County Council were offering to provide training for up to two members from the parish, spaces had been taken up straight away and Longstanton have missed out. It was proposed by Cllr Sinclair, seconded by Cllr Burns and RESOLVED by a unanimous vote that the Clerk employ Mervyn Lambert to administer the road closure. Action: Clerk to liaise with Mervyn Lambert to arrange closure. Longstanton Parish Council confirmed eligibility and adopted the General Power of Competence on 9 th May 2016, reconfirmed on 14 th May All decisions are taken using that power unless otherwise stated. ~18/22~

6 b) Christmas Tree It was noted by councillors that there had been some requests by residents for a larger tree this year. It was proposed by Cllr Owens, seconded by Cllr Sinclair and RESOLVED that the council purchase a large tree from Elveden Christmas Trees and try to get a discount if ordering with local villages. CARRIED 1 abstention Action: Clerk to work with local councils and order tree It was noted that residents of Northstowe would also like a tree. After consideration it was stated that there is no power to the local square, the square is privately owned by Gallagher and the work to landscape the square will be underway. It was proposed by Cllr Mrs Wilkins, seconded by Cllr Burns and RESOLVED by a unanimous vote that Gallagher be approached to see if they can help Northstowe residents with a Christmas tree Action: Clerk to liaise with Gallagher c) Cllrs noted that for all recent events, Longstanton Parish Council has hired or borrowed a PA System. It was proposed by Cllr Ms Ness, seconded by Cllr Owens and RESOLVED by a unanimous vote that a suitable PA system be purchased for a budget no more than Action: Clerk to purchase PA System d) Cllr Mrs Wilkins left the meeting at 10:00 Cllr Mrs Wilkins returned to the meeting at 10:02 The Clerk informed the members that the Youth Council were keen to take part in the Christmas event and liked the idea of an inflatable snow globe. It was unanimously agreed that this option was too expensive. Action: Clerk to pass comments to the Youth Council /80 Council Administration Matters a) Cllr Street stated that he would be able to attend the Cambridgeshire ACRE AGM on Tuesday 25 th September b) Cllr McPhater was asked to attend the CAPALC AGM on Thursday 11 th October 2018 c) As in previous years, the Clerk and Cllr Street would attend the Cambridgeshire Conference on 23 rd November d) Cllr Mrs Wilkins stated that she understood there to be least another two years use on the building. The building is used by the sports groups and residents of the village and would like to see that the décor of the building be looked into. Cllr Burns stated that the tenants have agreed that they will re carpet the conservatory. It was proposed by Cllr Wilkins, seconded by Cllr Ms Ness and RESOLVED by a unanimous vote that Cllr Burns, the Clerk and one other councillor meet with the tenants on Monday 17 th September at 8pm. Action:Clerk to arrange meeting 18 19/81 Committee Matters Draft minutes from the Finance Committee meetings held on 17 th July and 21 st August 2018 were noted /82 Correspondence (for information only) Speedwatch Newsletters for July and August (via ) CAPALC Bulletin for July and August (via ) NALC newsletters 1 st and 8 th August (via ) Letter of thanks from Magpas Air Ambulance Longstanton Parish Council confirmed eligibility and adopted the General Power of Competence on 9 th May 2016, reconfirmed on 14 th May All decisions are taken using that power unless otherwise stated. ~18/23~

7 18 19/83 Date of Next Meeting Monday 24 th September Planning meeting (if needed) Tuesday 25 th September Finance Committee Monday 8 th October Full Council Meeting to be held at Northstowe Pathfinder School, Community Wing 18 19/84 Agenda Items for Next Meeting Councillors are to notify the Clerk of any business and payments at least 7 days prior to the next meeting. There being no further business the meeting closed at 10.37pm. Signed:... Chairman Date:... Longstanton Parish Council confirmed eligibility and adopted the General Power of Competence on 9 th May 2016, reconfirmed on 14 th May All decisions are taken using that power unless otherwise stated. ~18/24~

8 Present: Clerk: In attendance: Longstanton Parish Council Minutes of the Planning Meeting of Full Council Meeting, held at The Village Institute, 24 High Street, Longstanton Monday 24 th September 2018 at 7.36pm Cllr Street (Chairman), Cllr McPhater, Cllr delamare Lyon, Cllr Sinclair, Cllr Mrs Brash Hall, Cllr Owen, Cllr Mrs Wilkins, Cllr Ms Ness, Cllr Owens Libby White Victoria from Bovis Homes 0 members of the public 18 19/85 Chairman s Welcome and To Receive and Accept Apologies for Absence Apologies were received and accepted from: Cllr Burns and Cllr Samm (personal) 18 19/86 Councillors Declarations of Interest for items on agenda Declarations of interest from Councillors on items on the agenda: none Requests to Speak: None required To receive requests for dispensations: None Grant of dispensations: None /87 Open Forum for Public Participation (10min) None 18 19/88 Planning Matters Planning Matters for comment a) S/213/18/FL REVISED DESIGN proposed erection of side and rear two storey extension including triple garage with games room over at Ryecroft, Station Road, Longstanton. It was proposed by Cllr delamare Lyon, seconded by Cllr Mrs Wilkins and RESOLVED by a unanimous vote this work be recommended for Parish Council SUPPORT. Action: Clerk to pass comments to SCDC. Northstowe Planning Matters for comment Cllr Sinclair arrived at 7:42pm. b) S/3405/18/RM Reserved Matters for appearance, landscaping, layout and scale following outline planning permission S/0388/12/OL for the erection of 240 dwellings with garages, roads, sewers and all ancillary, the outline application was subject to an Environmental Impact Assessment at Parcels H5 and H6 Northstowe Phase 1. Following a presentation of plans by Bovis Homes, it was proposed by Cllr Mrs Wilkins, seconded by Cllr Owen and RESOLVED that this work be recommended for Parish Council SUPPORT with the comment that it should be encouraged to provide the landscaping at an early stage in the build for the benefit of the residents moving into these parcels. CARRIED 1 abstention Action: Clerk to pass comments to SCDC Planning Matters for information only c) It was noted that APPROVAL had been given to S/2619/18/FL proposed conservatory at 2 Stevensons Road, Longstanton. d) It was noted that APPROVAL had been given to S/2819/18/FL conversion of existing garage (attached to house) and outbuilding into ancillary domestic space, new 2 bay cart lodge at Green End Farm, Over Road, Longstanton /89 Date of Next Meeting Tuesday 25 th September Finance Committee Monday 8 th October Full Council Meeting 18 19/90 Agenda Items for Next Meeting Councillors are to notify the Clerk of any business at least 7 days prior to the next meeting. There being no further business the meeting closed at 8.08pm. Signed:... Date:... Chairman ~18/25~

9 Clerk s Report October 2018 Items in bold are either new or updated since the last meeting. Any items marked as complete this month will not be on any subsequent report. Council and Administrative Matters Actioned Due Date Risk Assessment information has been circulated to all Councillors. 19/1/18 Reminder sent to Councillors 30/1/18 Further reminder sent to Councillors 12/2/18 Councillors reminded at the Council meeting 1/3/18 assessments received, clerk to speak to Willingham who have a member of staff who deal with the software as her sole role. 28/3/18 information collated and provided in meeting papers for council 10/4/18 With clerk for actioning any medium risk items. 31 st Jan 2018 Website Working Group set up (at meeting 12/2/18) yet to meet 12/3/18 WWG to get together before April meeting 9/4/18 Clerk to talk to the 2 preferred suppliers 18/5/18 contact made with VisionICT to as preliminary questions 5/7/18 meeting to be set up with interested cllrs to look at website requirements 6/8/18 map created and sent to companies to update their quotations 11/9/18 Order placed with VisionICT. 19/9/18 Initial map, data and links sent to VisionICT Clerk 21 st Dec 18 Northstowe Matters Actioned Due Date Cllr Mrs Brash Hall has made initial contact with LDHS with respect to the 9 Jul 18 Kingfisher Pond. Discussions ongoing to how LPC can help with the issue. 29/1/18 Cllr ABH and Clerk met with local landowner to get some background information 12/3/18 Request for historic data on bore holes requested 9/4/18 No info received. FOI request gone in. 2/5/18 Bore hole records received. Past to Cllr Mrs Brash Hall to review 16/5/18 meeting held prior to Northstowe Community Forum (see report) 3/7/18 Cllr Mrs Brash Hall and Clerk met with resident badly affected by the lack of water. Report in meeting 10/7/18 contact made with MP s office. Need to investigate further before she becomes involved Request gone to SCDC to delay the Community Governance Review for 12months 7/3/18 Chased SCDC to see what position they are at with this. 8/3/18 chased again need to know if we need to do anything 22/3/18 brief conversation with Gemma. To be covered at April meeting. 9/4/18 LPC decided to look again in October 2018 Chased SCDC for date for the next meeting about the Pavilion on Phase 1. 5/3/18 spoke with Kirstin no news on date yet 16/7/18 meeting to be set for September 2/10/18 chased for dates Rampton Drift Streetlights there are several not working and Homes England have been contacted and chased to find out who the right person is to deal with Clerk & Cllr Mrs Brash Hall Oct st Jan th Feb th Feb 2018 ASAP C:\Users\LongstantonPC\Google Drive\LPC Full Committee Meetings\ \1810\1810ClerksReport.docx

10 Clerk s Report October 2018 this. It was an issue 4 years ago and still not resolved satisfactorily. Philip Harker has confirmed that they are getting quotations to fix the lights. 12/2/18 Clerk chased Homes England to see what is happening Philip Harker on holiday til 19 th 8/3/18 Clerk due to speak to Philip Harker quotes in and he is about to order the work 9/5/18 still no information or resolution. Resident has spoken with MP s office 4/6/18 Resident has confirmed that a new light has been installed but now new lights are not working Communication received that Homes England have appointed Tibbalds as planning consultants for Phase 3 (a & b) for Northstowe. Initial talks to commence in a few months time. 9/4/18 Clerk to start drafting something based on evidence held from previous Parish Plan and planning formulae for sport and community contribution 1/5/18 Met with planning solicitor for some advice and to provide him with some background to LPC and S106 agreements 27/6/18 Cllrs Street, McPhater and the Clerk met with James Stone, Planning officer to discuss S106 for Northstowe Phase 3 3/7/18 Initial members consultation on Phase 3. Cllr McPhater and Clerk in attendance ASAP Home Farm Matters Actioned Due Date A resident has reported an accident by his son on one of the bridges which link the Home Farm development to the Central Open Space. The bridges are still the responsibility of the developer in this case Kier. The resident has been provided with the contact details for Kier to pursue his complaint. No action needed by LPC unless there is inaction by Kier. 5/2/18 Contacted Kier to get them to do some maintenance on the bridges 7/3/18 Chased Kier as nothing has been sorted. 12/3/18 everyone denying responsibility. Spoken with manufacturer to find out who purchased, ed both developers and copied in CCC & SCDC demanding it gets maintained. 3/5/18 Response from Kier is that the bridges are the responsibility of the landowner as they are on his land, even though installed by developer 15/5/18 Information passed to developers 2/7/18 Developers double checking what work is needed on bridges (see item below on Central Open Space) 12 th Feb 2018 Work to tidy up borders ordered 18 th Sept /1/18 work commenced on borders 28/3/18 catch up with Brookfield for update. Will be working on completing these over the next few weeks 6/6/18 spoken with contractor and will look at as a matter of urgency Jun 18 some work completed but still a lot to do. Too dry at the moment 4/9/18 Brookfield chased Draft Transfer of Land documents were received from the solicitors for both POS7 and POS14. Errors were found and the solicitor notified for amendment. 3 rd Jan th Jan 2018 ASAP ASAP C:\Users\LongstantonPC\Google Drive\LPC Full Committee Meetings\ \1810\1810ClerksReport.docx

11 Clerk s Report October /01/18 solicitor has confirmed he is awaiting to hear that Transfer Docs are agreed before engrossment can proceed 6/2/18 Persimmon are keen to put the last 4 areas through for adoption at the same time 5/7/18 Chased to see what progress has been made Residents of Duddle Drive have not heard from the landowner about the hedgerow outside their property despite his assurances he would speak with them. Clerk has chased the landowner. Query about responsibility SCDC have confirmed it is the landowners to cut and maintain. SCDC has access only for maintenance of the watercourse and will cut back if needed for access. 10/1/18 still no contact from the landowners 25/1/18 landowner chased again 2/1/18 letter from 13 residents has been sent to the landowner(s) via the parish office both electronically and in the mail 5/1/18 Landowner feels it is not his responsibility, resident to speak with SCDC and looking at land registry boundaries 13/2/18 Clerk met with resident briefly before the resident met with the landowner to discuss the area. 15/2/18 resident and landowner have come to some agreement about getting the hedge cut right back but no clarification on timescales 12/3/18 received from resident asking if there was further information from landowner. Responded to say that he has not set a date. 3/9/18 resident confirmed that she is chasing landowner Phase 2 Road Adoption. Update received 4 th Jan Info to Council meeting 8 th Jan /2/18 no further news until COS resolved Central Open Space issues have been looked into and on the agenda for February. 14/2/18 Correspondence sent to Vine to confirm adoption with provisos 5/3/18 Vine have come back with items for the parish council to carry out to move forward. To be discussed at the meeting 12/3/18 14/3/18 Parish council comments passed to Vine 24/5/18 documents for land transfer sent to solicitors for action Aug 18 on agenda for September for LPC to agree boundary 24/9/18 full survey has been carried out on the bridges by the developers prior to adoption of the COS. More work needed than expected. 10 th Jan th Jan 2018 Clerk/Vine Technical Services 31 st Jan 2018 June 2018 ASAP Finance Matters Actioned Due Date UK Power Networks contacted to come and provide a more detailed quotation to install power to the Village Green (very busy with snow) 26/3/18 quotation received and on agenda for April 15/5/18 Onsite survey to be completed 15/5/18 site survey complete, action needed by LPC before installation Jun 18 Clerk to look at what work is required by LPC before finalising order. May be additional cost involved. 5/9/18 final costs in for consideration by LPC 11/9/18 All work booked. UK Power Networks on site 18 th and 19 th October Clerk 30 Nov 2018 C:\Users\LongstantonPC\Google Drive\LPC Full Committee Meetings\ \1810\1810ClerksReport.docx

12 Clerk s Report October 2018 All Year End stuff received from External Auditor (electronically) 18/4/18 Year End complete ready for Council approval 26/4/18 Internal Audit completed 23/5/18 all documentation sent to External auditor Aug 18 Audit back but not reviewed 23/9/18 Notice of Completion of Audit displayed on website and noticeboard. One slight note re adjustment needed next year. Circulated to all Cllrs with Finance Committee documents Complete Highways and Footpath Matters Actioned Due Date Following resolution at last meeting and input from C Cllr Hudson, CCC have spoken to OpenReach and they are replacing the bulbs on the School Lane Verge. Cllr Street and Clerk met with CCC representative on 29 th December. 30/1/18 ed Bob Turner at CCC to find out when the work is due to sort the verge out. 31/1/18 OpenReach to complete work overnight on 9 th Feb 14/2/18 ed Bob again as no work has been started changed date (agreed by Highways) to 20/2/ /2/2018 OutReach have cancelled work and stated they have no capacity to rectify. Bob will inspect every 17 days and raise deficiency reports until completed. 29 th Dec 2017 End Jan 18 Highways Issue Ref: reported Nov 2016 The footpath is potholed and was reported back in November Attempted to look them up on the website but it is not showing. Local Highways Officer (LHO) asked for input. 8/1/18 the footway had been inspected in Nov 16 but not in a poor enough state to repair. Would like to know if it has deteriorated. Clerk to look at 1/3/18 clerk has looked at pavement. Seems worse and reported to LHO 1/6/18 CC Hudson met with Highways (along with Oakington & Over) to discuss area concerns this being one Highways Issue Ref: reported by Parish Council 2nd Aug 2017 (originally by resident in Feb 2017) The railings bordering the watercourse are rotten and pose a potential hazard to young children whether by catching themselves on the rotten metal or if they were to climb on it. LHO asked for input. 8/1/18 dispute to ownership of railings. Discussions ongoing between CCC & SCDC to be discussing who should be maintaining. 12/2/18 received saying this has been closed. No work done, therefore LHO asked what happening 1/6/18 CC Hudson met with Highways (along with Oakington & Over) to discuss area concerns this being one 4/7/18 Not clear who the owner is for the railings. CCC to look into it and the Clerk to ask D Cllrs to push SCDC to check their records 1/8/18 D Cllrs have been discussing at SCDC. Reported back that they believe it is CCC s responsibility. Clerk has asked them to liaise with the LHO as a matter of urgency. 10/8/18 LHO has confirmed that it is the responsibility of CCC and they will be fixing the railings 2 nd Jan th Jan th Jan th Jan 2018 C:\Users\LongstantonPC\Google Drive\LPC Full Committee Meetings\ \1810\1810ClerksReport.docx

13 Clerk s Report October 2018 SCDC Report: 2927 reported September 2017 (online) but reported 3 years prior The surface of the footpath on Clive Hall Drive needs the moss and grass removed to see what state it is in prior to potential resurface. Ongoing discussions between SCDC & CCC re responsibility. 25/1/18 Clerk chased for a response 29/1/18 SCDC confirmed that they will be sweeping the pavement this week. Clerk to keep watch to see what difference is made once complete. 12/2/18 Pavement has not been swept 14/2/18 sent to SCDC 7/3/18 chased street cleaning department at SCDC 1/6/18 CC Hudson met with Highways (along with Oakington & Over) to discuss area concerns this being one 14/6/18 Clerk met with Arnie from SCDC. He will get a team out to remove grass and weeds to enable CCC to look at the state of the pavement surface 1/10/18 Met with D Cllrs and asked to chase this work TRO for Yellow Lines application complete, map created, police and county council support received. 6/2/18 All documentation sent to Policy & Regulations for action 6/3/18 recommendation from Highways on agenda for March 13/3/18 PC comments passed to Highways need to look for quotes for line marking as their contractor may be too expensive 2/5/18 quote received from CCC for the painting of the lines. 13/6/18 Clerk meeting with Highways to arrange this and look at mobile signs 13/6/18 meeting held. Looked at alternative quotes to CCC for the painting of lines. Day rate by CCC is only a little more than one of the other quotes and could include the refreshing of the zebra crossing and zig zags. To be discussed at July meeting. 30/7/18 Following LPCs desire to have the 2 zebra crossings repainted at the same time, the final suggested budget from CCC is 2, /9/18 work ordered 3/10/18 Painting work completed LHI Mobile Speed Sign 13/6/18 met with Andy Caddi. Agreed possible locations for the signs to be used. He will inspect and get permission from Balfour Beatty. Will order 20+ units (for all parishes who have benefited from LHI) and these should be available end of the year. May be a Swarco sign but training will be provided. 2/10/18 Andy Caddi chased for an update. 3/10/18 Currently being manufactured and to be with council by December Highways Issue Ref: reported by Clerk 2 nd Jul 18 Footpath around Ladywalk (near no 6) is completely broken up and has large drops around the kerb stones meaning there are pronounced trip hazards. 4/7/18 issue updated and work has been ordered by CCC 20/7/18 received saying the issue was closed but work has not been completed. Watch to see when sorted. Road Markings While the Local Highway Officer was in, the Clerk has raised the issue of poor road markings in various places. On 4 th July, the LHO was going to look around the 3 rd Jan th Jan nd Jan 18 COMPLETE Dec 2018 C:\Users\LongstantonPC\Google Drive\LPC Full Committee Meetings\ \1810\1810ClerksReport.docx

14 Clerk s Report October 2018 village for road markings (especially on junctions) which are poor which would enable him to get these repainted. Public Open Space Matters Actioned Due Date Drainage of Rec to Watercourse this would be contrary to by laws and would Dec 17 ASAP need to demonstrate effect to onsite attenuation. Next steps to be looked into Felling of Apple Tree to be replaced with Christmas Tree ordered Tree felled awaiting planting of Christmas Tree 13 th Feb 2018 Urgent treework identified by tree survey to be undertaken. Oct 2018 Recreation Ground has large cracks across it from the weather. Many areas to be considered including risk assessments, communication with clubs, etc at meeting 8/10/18 Full Council Community Led Plan Actioned Due Date Letter to be drafted to be sent to all community groups and businesses in the village to invite to a public meeting to start getting interest and input towards a new Community Led Plan 13/2/18 date set with Cllr Burns in order to send the letter out 15/2/18 meeting set (21/3/18) 21/3/18 Initial Community Led Plan meeting held. Next meeting with volunteers to be held on 17 th April 3 subsequent meetings held working well with draft questionnaire sorted 6/7/18 draft questionnaire sent to all members of the team to approach 2 people to get their views on the questionnaire 20/7/18 content for questionnaire sent to designer for desgin 1/8/18 draft design received to be discussed at next meeting of the Community Plan group on 6/8/18 6/8/18 meeting held and amendments sent to designer for updates 27/9/18 Questionnaire has gone to print Clerk & Community Led Group ASAP Community Matters Actioned Due Date Village Events meeting set to look at summer event 6/3/18 meeting held see agenda for suggestion 13/3/18 supplier booked. 3/5/18 tickets went on sale. 179 sold by end of 9 th May 7/6/ tickets sold. Lots of information to be given to SCDC and insurers for the event 23/6/18 Event a success and sold out and review meeting held on 4/7/18 4/7/18 Review held, keen to look at bigger event to include cinema in Remembrance Sunday Meeting to be held on 3/9/18 with stakeholders involved with Remembrance Sunday to look at plans for the 100years commemorations. 3/9/18 meeting held to look at plans. Poppies incoming from residents 1/10/18 meeting held to finalise plans. May be an issue with the attendance of the cadets C:\Users\LongstantonPC\Google Drive\LPC Full Committee Meetings\ \1810\1810ClerksReport.docx 11 Nov 18

15 Clerk s Report October 2018 Christmas Lights Coes contacted to see if a larger tree could be sourced in If not possible, Cottenham have confirmed where they get their s from. 3/9/18 If Coes unable to source, Elveden can supply at 594 but must order by 1 st October 1/10/18 Christmas Tree ordered. Dec 18 Cemetery Matters Actioned Due Date St Michaels churchyard tree to be felled at back (leaning into neighbours Clerk ASAP property). Contractor will need to apply for permission as TPO on these trees Flood Action Group Actioned Due Date Meeting held 4/7/18 members concerned that no maintenance has been done on the watercourse. Watercourse walk to take place on 12/7/18 12/7/18 members walked the watercourse and produced a report showing areas of concern including debris, large amounts of vegetation and silt. 17/7/18 Pat Matthews of SCDC has confirmed that seasonal work has commenced on the Longstanton watercourse including clearing of vegetation where it runs through agricultural land. The other hand clearing will take place in the Autumn/Winter (as normal) 9/18 residents still concerned about debris in watercourse. D Cllrs have been copied into s. Facebook 437 likes (+17) 482 followers (+17) C:\Users\LongstantonPC\Google Drive\LPC Full Committee Meetings\ \1810\1810ClerksReport.docx

16 18 19/95 Northstowe Matters a) Update on Northstowe to be provided at the meeting by Jon London, Community Project Officer for South Cambs. b) In February this year, Longstanton Parish Council agreed communicate with SCDC that they were happy to look after Northstowe for a further year and that they could delay the Community Governance Review (due to commence summer 2018) for a further 12 months. Council members felt that they should review this in October this year. Kirstin Donaldson and Liz Davy from South Cambs will be in attendance to discuss the process in full and the options going forward. Recommendation: to discuss the information provided by the SCDC officers and agree the next steps whether to ask for the review to come forward or leave for next summer /96 Police Matters a) Since the last meeting there have been 4 instances of crime reported: criminal damage to vehicle, theft from businesses, theft from a vehicle and criminal damage to a property. b) Residents have raised concern about the lack of response from police when reporting concerns. The PCSOs for Longstanton and Northstowe along with the new sergeant for Histon have been invited to attend. Recommendation: If there is no attendance from a police officer, it would be recommended that a letter be sent to the police asking for some justification for lack of response, confirmation of what residents should expect, etc /97 Planning Matters Planning Matters for comment a) S/3690/18/TC Treework to be carried out at The Manor, Woodside, Longstanton Planning Matters for information only b) To note APPROVAL of Appeal Ref: APP/W0530/W/18/W for erection of a 3 bedroomed bungalow with parking, on land at the rear of The Retreat, Fews Lane, Longstanton Northstowe Planning Matters for information only c) To note receipt of S/3206/18/DC Discharge of Condition 18 (Revised Front Elevations on plots 84, 85 and 96) of planning permission S/1475/18/RM at Parcel H7, Northstowe Phase 1 d) To note receipt of S/3674/18/DC Discharge of Condition 24 (Landscape management and maintenance plan) of outline planning permission S/2011/14/OL for Phase 2, Northstowe /98 County Council Matters a) To receive the report from the County Councillor (Appendix 1) b) The proposed sites for the Joint Minerals and Waste Local Plan has been received from County Council and Peterborough Councils. Please visit: b456598a953bcd20ea1ef Though there are no sites within the parish, there are two which may have some affect on Longstanton but will definitely have an affect on other villages. One site in Swavesey will see an increase in traffic through Swavesey. This may have an effect on Over (and potentially other villages including Longstanton if there are ever

17 problems with other routes). Roads including Ramper Road (between Longstanton and Swavesey), Rose and Crown Road (Swavesey to Fen Drayton) and others are in a poor state of repair. These have been affected by the increase in traffic due to the A14 works. Swavesey residents have raised concern that this would increase with the proposed work. The Internal Drainage Board have looked at the plans and it is believed that the works would dig into an existing gravel seam. This can cause a potential flooding risk (or perhaps dewatering like seen in Longstanton?). This area is not to be allocated for wildlife like other areas have been. It is proposed that this will be back filled with inert builders waste. Another site is an extension to Ouse Fen (Needingworth) the map does not show the extent of the current works. Included below is a map showing the extent of the current works with the B1050 to the right hand side and a photo (as per Hanson s website) showing just a small section of the work completed. This will now extend to the B1050 and close to Over and Willingham (extension only shown in the link above). Recommendation: that Longstanton Parish Council make some response (prior to their deadline of 31 st October) supporting other villages with their concerns and with any information Cllr Brash Hall and the Clerk gain from a meeting with Hanson on 15 th October (set to do with the dewatering of Longstanton & Northstowe) c) County Council are looking for volunteer gritters again this year (Appendix 2). Longstanton Parish Council would look at routes to be cleared (those that are seen to be important routes) and agree these with County Council. Volunteers would be needed for areas and they would be covered under the County Council s insurance. Recommendation: that Longstanton express an interest in joining in and ask for volunteers in the community. We have more visibility in the community with the

18 Facebook page and weekly newsletter which goes out meaning that we may have more volunteers this year /99 District Council Matters a) Report from the 2 District Councillors (Appendix 3) b) South Cambs will be holding the next Parish Planning Forum on 30 th October. Longstanton was not represented last time. (Appendix 4) Recommendation To agree to send two councillors to the planning forum on 30 th October c) To note receipt of September 2018 e parish Bulletin (sent to councillors via at time of receipt) 18 19/100 Finance Matters a) Bank Accounts as at 30 th September 2018 Bank statements have not been received at time of writing this document. A written report will be provided at the meeting on the night. b) Following a meeting of the Village Events Working Group on 1 st October, it is requested that Longstanton Parish Council consider purchasing a Santa Grotto gazebo for the Christmas Light Event. It was noted in 2017 that the gazebo used doesn t create a good atmosphere for children meeting Santa. It was also suggested that this could be rented out to other parish councils and community groups for their Christmas events GazeboShop.co.uk category/santas grotto/ Net Inc Vat Option 1 3x2m Roof and one wall (back) Option 2 (shown 3x2m Roof and 3 walls (no front) below) Option 3 3x2m Roof and 4 walls 1, , TFH Gazebos up santas grotto/ Standard Steel 3x3m Roof and 4 walls , Frame Sun Leisure.com leisure.com/products/3m%2a2m Santa%C2%B4s Pop%252dUp Grotto.html Pro 30 Frame 3x2m Roof and 4 walls 1, , Recommendation To purchase a gazebo and agree costs to hire out to community groups and other organisations.

19 c) Residents of Northstowe have expressed interest in having a Christmas Tree in Northstowe (similar to the one Longstanton has). It is understood that there is currently no public open space (all owned by Gallagher or housebuilders). The Clerk has approached Gallagher to see if they would be happy for a tree to be located on the space where the shops will be (as work will have commenced on the Local Square itself). Gallagher have granted permission upon site of the council s public liability insurance (which covers the tree). Recommendation to purchase a tree and lights out of the Northstowe allocated precept. To delegate for someone to approach Gallagher and housebuilders to pay for access to streetlights for the lights (will benefit their house sales). d) To consider the grant application received from Relate Cambridge looking for 500. The Clerk has already checked with the organisation and it is declared by them that they do not receive funding from the national Relate organisation. The Clerk also requested some indication on the number of Longstanton residents who have benefited from their work. 3 years worth of data was received. To summarise in , 85 appointments were delivered to 27 clients. This was a slight decrease on the previous 2 years. Recommendation Under Section 137 of the Local Government Act 1972, Longstanton Parish Council has the power to provide funding for marriage guidance and family planning (social welfare). The current limit for Section 137 spend is 7.86 per person of benefit. If you base on only the 27 clients, the donation would be However, it could be argued that other family members have benefited i.e. children. It would be at the council s discretion, if they wanted to meet the asked for. e) Cllr Sinclair has noted that October is generally the time when the Finance Committee starts to look at the budget for the forthcoming year. It is requested, therefore, that Councillors raise anything they would like to be considered in the budget for 2019/20. Please feel free to refer to the Business Plan created for 2018/ /101 Highway and Footpath Matters a) At time of writing these papers, no report had been received providing an update on Home Farm road adoption. b) Following the numerous lorries and cars who came through Longstanton during the closure of the A14 (for the installation of the Bar Hill bridges), the clerk has approached the County Council to see if it is possible to have a yellow sign put up at the roundabout (B1050 with Hattons Road) to say Longstanton Village Only, No Access to Oakington. Recommendation: If this sign is permitted by County Council, Longstanton to purchase sign to deter vehicles until such time that the A14 works is complete or the local road is in place /102 Public Open Space Matters a) The Clerk noted that the zip wire has been out of action for some time due to a broken shackle. This has now been purchased, but in the meantime, the knee high safety fence (to stop children running into the path of the zipwire) has become unsafe (rotted at the base and fallen) only to be broken further by older children. This zip wire has seen various failures including: bolts, the carriage itself and the seat failing. So far the only cost has been the new shackles as the other bits have been replaced under warranty. To have a new metal knee high fence will be in the region of 2,000+. Only one quotation has been received so far. Recommendation: before any time is spent getting further quotations, for a knee high fence, it should be decided if this is the correct piece of equipment for the playground

20 considering the problems incurred already. Would this be the opportunity to see if there is something more suitable for this corner? b) During the last couple of months it has been noticed that due to the extreme dry weather there has been noticeable affects on the ground condition of the playing service. Recommendation: to get a group of councillors together to look at a programme of risk assessments to be undertaken on the Rec, guidelines for use of the Recreation Ground and wording for signage to go on the Recreation Ground. c) Correspondence has been received from a resident neighbouring the Recreation Ground who has experienced damage to their property from footballs (during matches) and expressing concern that others may get hurt from the balls landing in their property. Recommendation: to look at the possible solutions to help the residents /103 Community Matters The Village Events Working Group suggested that it would be good to incentivise more residents to participate in the Advent Window by providing a prize for the Community s Favourite Window (online vote). Recommendation: to agree to providing a prize for the village s favourite window /104 Council Administration Matters To receive an update on a recent meeting held with the tenants of the Pavilion and consider any potential help to make the building more inviting until such time as a decision is made on any potential new building /105 Committee Matters The draft minutes for the Finance Committee meeting held on 25 th September were circulated to members and is available on the website /106 Correspondence (for information only) CAPALC Bulletin for September (via ) NALC newsletters September (via )

21 County Councillor s Report September 2018 Park and Ride Car Park After being threatened with legal action, John Henry has at last vacated the rear area of the P&R carpark. Support and services for young children in Cambridgeshire and Peterborough praised Energy and a strong commitment to putting children and families first have been recognised in a review of services for young children in Cambridgeshire and Peterborough. The Early Years Social Mobility Pilot Peer Review of Cambridgeshire County Council and Peterborough City Council was carried out in July and led by Sarah Newman, Deputy Director Children s Services at Portsmouth City Council. The review team were asked to focus on three key lines of enquiry in relation to early year s social mobility Leadership; Wider Child Family & Health Services and Partnerships. The strong leadership and effective multi agency working across the two local authorities was praised and the commitment to prioritise early years, including speech, language and communication recognised. The report highlighted the positive culture across both authorities and a willingness to share learning and work together to improve outcomes. Elected members are working well together to ensure there is an effective early year s offer across the two authorities. Although this joint working is relatively new there was a consensus that politics are left at the door and it is about children. The use of data and commitment to learning and improvement demonstrated by the literacy project Talking Together was highlighted together to boost young children slife chances/ The team also spoke to a childminder. The cohesive support and advice she had received from a range of early years services had proved invaluable in enabling her to confidently provide care for a child with complex needs over an extended period of time. Suggestions for further improvement included a greater focus on challenge and scrutiny, ensuring that managers aspirational targets for speech and language development are shared with childcare providers and boosting the take up rates for free childcare for eligible two yearolds. It is vitally important that children make progress ahead of starting school and, the County Council along with Peterborough City Council are committed to continuing to provide this crucial support. Healthy Schools contract award A competitive tender for a new Healthy Schools Support Service has been completed with the contract being awarded to Everyone Health, the current Integrated Lifestyle Service provider in Cambridgeshire. The Service will provide all schools with bespoke information

22 about the health needs of their school populations, evidence based interventions for creating a healthy school environment through direct contact, and a website. The work will link with and be complementary to the work of the County Council s Education and Wellbeing Team. Council recognised for its support to our armed forces The County Council has secured a silver award in the Ministry of Defence s employer recognition scheme for showing support to the armed forces and their families. Launched in 2014 by the Prime Minister, the prestigious initiative was created to recognise and reward UK employers for their support and commitment to Defence. The County Council has been recognised for demonstrating its support for the Armed Forces community, this includes helping Reserves, Service leavers, Armed Forces veterans, the wounded, injured and sick, Cadets, military spouses or partners and their families. The award scheme involves bronze, silver and gold awards for employers that pledge, demonstrate or advocate support to Defence and the Armed Forces Community. By winning the Silver award the County Council has demonstrated their support by employing at least one person from the armed forces community and actively communicating and projecting a positive image of defence to their employees. They also support Reservists by giving them the flexibility needed to plan and fulfil their annual training and mobilisation commitments. The County Council employs a number of staff who have connections to the Armed Forces. The authority is also a lead signatory to the Cambridgeshire Armed Forces Community Covenant, which ensures that those who serve or have served, and their families, are treated fairly within the community. Having served over 40 years to date as a regular and reservist member of our armed forces, I m very proud to be part of an organisation like Cambridgeshire County Council which is so passionate and dedicated towards our armed forces communities, and has the policies and practices in place to ensure that as an employer the council can create a supportive environment for ex service personnel, serving families, and reservists. The council will continue to work closely with the military community to support them. The council will officially receive its award at a special ceremony due to take place at Emmanuel College in Cambridge on Thursday 8 November. Peter Hudson County Councillor Longstanton, Northstowe, Over, Oakington and Westwick.

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24 Community Gritting Training Pack For help, advice or further training on any aspect of this scheme, please contact or call

25 Cambridgeshire County Council Community Gritting training pack Sep 2018 Welcome to the Community Gritting Scheme Thank you for offering your time to help your community by gritting local footways. The County Council s Community Gritting scheme allows people like you to step in during extended periods of freezing weather to clear routes in your area that are not part of the County Council s gritting program. This training pack contains all the information you need to become a fully trained Community Gritting volunteer. In order to complete your registration you will find a form to sign and return to the County Council at the end of this pack. However, if you are unsure about any element of this training, have any questions or would like more information, please contact highways@cambridgeshire.gov.uk How the scheme works When do I grit? Just like the gritters that clear the roads, the community gritting schedule is determined by the weather. We do not notify registered community gritting volunteers when to grit, we rely on our volunteers to grit the footpaths as and when it is required. Knowing when to grit can be determined by noting when: Snow or ice has formed; County Council Gritters are predicted to be operating on the highways (follow us on twitter or go to Cambridgeshire County Council s website); Local weather forecasts predicted ice/freezing temperatures. Where do I grit? This scheme only applies to footways and footpaths. You are not insured or trained to grit the roads and should never place yourself in conflict with live traffic. You should not put yourself at any further risk from motor vehicles than you would as an untrained pedestrian. Each parish decides which footways and paths should be gritted by volunteers and submits them to the County Council for approval. The routes are then discussed and an agreed route map is recorded. You are only covered by the County Council s insurance for these agreed routes. If you feel that a route should be changed or added to the agreed route map then please contact your parish council who can discuss the change and submit it to the County Council if appropriate. 1

26 Cambridgeshire County Council Community Gritting training pack Sep 2018 Recording your gritting It is very important that you keep a record of when and where you have gritted. These records evidence that a route was gritted by a volunteer so that any potential claim can be dealt with by the County Council s insurance. As the County Council will only require these records if a problem arises, it is recommended that you arrange to pass these records to your parish clerk for safe keeping. An example form for recording your gritting is provided with this pack, but you can record the information in whichever way is best for you and your parish clerk. Only volunteers that have completed this training and returned the registration form you will be covered by the County Council s insurance. A person would not be considered a volunteer if the Parish Council pays them. Even if they are paid only a penny that person becomes their employee and they would need to obtain employers liability insurance. Cambridgeshire County Council are only able to indemnify in respect of voluntary services for which the parish are providing a support and would not be comfortable with payment being made. How do I grit? The grit that you will be using is the same substance used by the County Council s road gritters, a mixture of crushed sand, stone and rock salt. When it is spread on a road or path, the crushed sand and stone provide extra grip for shoes and tyres and the rock salt dissolves and raises the salinity of surface water, which lowers the temperature at which it will freeze. A surprisingly thin layer of grit is needed to achieve this effect and our road gritters use as little as one tablespoon of grit per square metre when they go out. There is a limit to the amount of salt which water can absorb, which means that using a heavier layer of grit will not make the surface less likely to freeze. Spreading grit will not clear heavy snow and if it is spread on snow that has been compacted, it may briefly melt a thin, top layer which will then refreeze and create a very slippery layer of ice. This means that it is very important to clear snow before you spread grit. Using an appropriate shovel, start from the centre of the path, moving snow outward to the edge, taking care not to block driveways, dropped kerbs or drains. Even a small pile of snow can freeze into an icy speed bump that will cause problems for pedestrians and vehicles. 2

27 Cambridgeshire County Council Community Gritting training pack Sep 2018 Grit works best when spread onto an area where ice has already melted. You can use nature to your advantage by clearing snow early and timing your gritting after the sun has had time to act on the icy path beneath but before it sets and causes a drop in temperature that will start a new freeze. This ideal scenario may not be possible, but for parishes who have a diverse range of volunteers you may be able to coordinate shifts that allow for clearing and gritting to be done by separate volunteers at different times of the day. Operating a spreader There are two types of spreader that have been provided by the County Council, but both follow the same basic principle. Grit is loaded into a hopper at the top of the spreader and the motion of pushing the spreader turns a disc which releases a thin layer of grit onto the ground. If grit has become damp and frozen, the large lumps may block the spreader, preventing grit from being spread. The County Council is looking into better storage methods to help prevent this from happening, but if this occurs, carefully break up the lumps to allow the grit to pass through normally. Always make sure that the spreader is stationary and you have a firm footing before attempting to clear or refill the hopper. Never put your hands near the disc when it is in motion. Fill the hopper carefully, making sure that you do not overload it by making the spreader too heavily to easily push and that you follow the lifting advice in the health and safety section below. Ensure that the spreader is adjusted to the appropriate setting and make sure you have a firm footing. Then push the spreader at a slow walking pace, making sure that you take small steps, keeping the spreader a comfortable distance from you with your body weight centred above your feet. Moving too quickly or taking long steps will increase the chances of losing your footing or the spreader slipping out of your reach. 3

28 Cambridgeshire County Council Community Gritting training pack Sep 2018 Ensure that salt is only spread on the footway or footpath on the agreed route and does not fall into nearby grass or gardens as it will harm the plants growing there. If you would like a demonstration of how to use a spreader, have any questions or are unsure about these instructions, please speak to a fellow volunteer or contact highways@cambridgeshire.gov.uk to ask for additional training. Health and Safety The Health and Safety at work act of 1974 is the foundation of British Health and Safety Law. It imposes a duty of care on employees, including volunteers to take reasonable care of themselves and others while working and to cooperate with their employer to achieve this. The information presented here is given to allow you to grit as safely as possible. If you have any concerns or questions, please contact highways@cambridgeshire.gov.uk and remember, if it doesn t feel safe, don t do it! Working around the highway This volunteer scheme provides for gritting of footways and footpaths and does not provide for gritting on the carriageway. You should not be any closer to moving traffic than you would be as an ordinary pedestrian and you should take extra care when crossing roads. Weather conditions will increase vehicle stopping distances and may reduce visibility. Personal protective equipment (PPE) PPE is equipment or clothing which is intended to protect you against risks to your health and safety. You should always wear the appropriate PPE when gritting and make sure that it is in good repair and suitably stored when not in use. If any of your PPE is damaged or unsuitable, do not make do. Make sure you inform your parish council that it needs replacing. When gritting you should wear the following A high visibility Jacket or long sleeved waistcoat. This is bright, reflective clothing that will make it easier for drivers and other road users to see you and should be on top of any other clothing you are wearing at all times. Gloves. Aside from the cold, there is a risk of cuts or abrasions from grit. Always make sure you are wearing appropriately protective gloves Eye protection. Grit and salt water can be flung into the air, particularly when using a spreader. Keep your eyes protected from painful or damaging salt spray at all times. Appropriate footwear. A sturdy set of boots that support your ankles, are flat soled with good tread and have steel toecaps (not supplied by Cambridgeshire County Council). 4

29 Cambridgeshire County Council Community Gritting training pack Sep 2018 Manual Handling Manual handling covers any transportation or supporting of a load (including pulling, pushing, carrying and moving) by hand or bodily force. You have a duty to ensure that you do not place yourself or others at risk by not following proper systems of work while acting as part of the scheme. Pushing spreaders Ensure that you do not overfill the spreader so that it is too heavy to comfortably push. If you have overfilled by accident, remove the additional weight and do not put unnecessary strain on your body by trying to make do. Make sure you have a firm footing and are in control of the spreader by keeping your body weight about your feet, taking small steps and keeping to a slow walking pace. Clearing snow Shovelling snow can be strenuous work that puts a strain on the heart and back. Make sure you stretch your muscles and warm up before you start. Do not attempt to clear too much snow on each shovel-load and do not attempt to throw the snow as this can cause jerky movements that increase the risk of strained muscles. It is better to work slowly and use more shovel movements than risk hurting yourself by hurrying. Make sure you follow the proper form when shovelling: Keep your feet wide apart, with your front foot close to the lowered shovel Put your weight on your front foot, using the force of your leg to push the shovel forward Shift your weight to your rear foot as you lift the shovel, keeping the load close to your body Turn your feet in the direction you are depositing the snow as you unload the shovel For further advice please refer to The Snow Code at the following link: Lifting grit Some grit may be delivered in small bags that can be lifted to pour grit into the spreader. When doing so make sure you plan the lift carefully: Adopt a stable position, feet apart with one leg slightly forward to maintain balance, with the load directly in front of you. Bend the hips and knees with a small flex of the back in a squat. Do not flex your back further than necessary. Take hold of the load and straighten up with your legs and hips. Move smoothly and do not jerk or snatch the load as this can cause injury. If the load is too heavy for this, do not lift. Only turn once you have completed lifting. Leaning sideways or twisting your back mid-lift puts additional strain on your back. Follow this procedure in reverse to safely lower the load again. 5

30 Cambridgeshire County Council Community Gritting training pack Sep 2018 Remember, never lift more than can be easily managed and if in doubt, don t lift. Grit can always be shovelled into the hopper in smaller loads. Slips and Trips The Health and Safety Executive states that slips and trips were the most common cause of accidents in the workplace and account for over a third of all reported injuries lasting over three days. While gritting you may be working in a very slippery environment so remember to always wear the appropriate PPE, take your time and use small steps, ensuring that you take extra care around tightly compacted ice and uneven surfaces. Control of Substances Hazardous to Health (COSHH) Substances can be harmful by inhalation, ingestion, eye injury or skin irritation. Although grit is not toxic it can be very abrasive and will be painful if it comes into contact with cuts, grazes or your eyes. Always wear appropriate gloves when loading or using grit to protect your hands from abrasion, ensure that any broken skin is appropriately covered and wear eye protection to prevent injury from flying grit or salt spray. Lone working Working alone can significantly increase work related risks, particularly at night, when you should ensure you stick to well lit areas whenever possible. In an ideal scenario you should arrange to go gritting with another trained volunteer, both in appropriate PPE. However, as this is not always practical you should carry a mobile phone and use the buddy system. Always make sure that you inform somebody (your buddy) that you are going out gritting and when you expect to return. Your buddy could be the parish clerk, a friend, family member or anyone else who you can easily contact. Your buddy will be able to alert authorities or look for you if you do not return in good time and can contact you to check that you are alright if you are delayed. Please remember to contact your nominated buddy when you have returned home safely or if you are going to take longer than expected. Working in low temperatures Gritting and shovelling snow can be hard work which will warm you up once you start. However, due to the low temperatures you will be working at, you will very quickly cool down when you stop exerting yourself. Make sure you dress in layers so that you can add and remove clothing easily to adjust how warm you are. Always ensure that your high visibility jacket or vest is the top layer of clothing at all times. If you dress appropriately, you should be relatively comfortable while carrying out gritting and it is unlikely that you will experience the following problems but please read the follow effects of being out in low temperatures and ensure that you take action if you feel any of the described symptoms. 6

31 Cambridgeshire County Council Community Gritting training pack Sep 2018 Hypothermia Hypothermia is a condition that develops when the body temperature drops below 35 degrees centigrade. It is characterised by excessive shivering, confusion, slow movement or a stumbling place. If you start to experience any of these symptoms, stop gritting and find somewhere to warm up. Do not place yourself at risk by continuing to grit if you are feeling these effects. Frostbite Frostbite is a more severe condition that results from exposure to prolonged or intense cold and affects the extremities of the body, particularly the fingers, toes or nose. It begins with a prickly pain, like intense pins and needles, followed by a gradual loss of feeling in the affected area. The skin then begins to feel hard, becoming a mottled blue or sometimes white colour and can eventually lead to the loss of the affected extremity. If you start to feel the symptoms of frostbite, stop gritting immediately and find somewhere that is a comfortable temperature to slowly warm up at a natural pace. Never try to warm the affected area with a hot water bottle, bath or hot drink as this can cause permanent damage. We are here to help If you have any questions about this training pack, want clarification on any of the points raised or would like face to face training at one of our highway depots, just contact highways@cambridgeshire.gov.uk or call

32 Thank you for volunteering to help your parish this winter. This leaflet is a pocket guide to help ensure that you are safe and insured whilst gritting footpaths for your parish council. If you have not read the Community Gritting training pack and completed the registration form, you will not be covered by the County Council s insurance. When and where should I grit? Knowing when to grit can be determined by noting when: Snow or ice has formed; County Council Gritters are predicted to be operating on the highways (follow us on twitter or go to Cambridgeshire County Council s website); Local weather forecasts predicted ice/freezing temperatures. The routes for gritting are agreed between your Town/Parish Council and Cambridgeshire County Council and it is important that you stick to these routes when gritting. If you feel that the routes need to be changed or added to, please let your Town/Parish clerk know. If you grit outside of the agreed routes you will not be covered by Cambridgeshire County Council s insurance. When you have been out, please make sure that you fill out a log sheet, with your name, date and route that you gritted and return these to your town/parish clerk. These logs ensure that Cambridgeshire County Council and your local clerk can deal with any enquiries about the volunteer gritting routes. Good Gritting Checklist Before going out, make sure you have: Warm clothing Stout footwear with good grip A high visibility vest or jacket Gloves and eye protection A copy of the agreed route Gritting equipment that you are comfortable using Told someone that you are going gritting While gritting, make sure that you: Check that it is safe to grit o Visibility is good o Traffic flows are not too high or fast o You are not at risk of falling Keep aware of traffic, which may have difficulty stopping Start by shovelling snow if necessary, starting from the middle of the path, so you have a safe route to walk Make sure shovelled snow is not left in front of pedestrian crossings, driveways or other accesses to property. Use grit sparingly and check that your spreader is on the right setting DO NOT use hot water, which will melt the snow, but will freeze into more dangerous black ice Remove clothing layers if you get too warm, but always leave your high visibility jacket or vest on and remember that you will cool down quickly after you stop work When you have finished gritting, make sure that you have: Emptied, cleaned and secured your equipment. Grit left in spreaders will solidify and become unusable. Told someone that you have returned safely from gritting Recorded your gritting on your log-sheet

33 Whenever possible, grit with a partner and keep a mobile phone on your person so that you can call for help if needed. However, if you do have a fall Try not to panic. It is likely that you will feel shocked and a bit shaken, but staying calm will help you to gather your thoughts and remember what to do. When you are calm, ask yourself whether you feel able to get up. If you are not hurt and you feel strong enough to get up, follow the steps listed below. Do not get up quickly. Roll onto your hands and knees and look for a solid, stable object nearby. Crawl over to the object and, if possible, put something soft under your knees. Hold on to the object with both hands to support yourself. Place one foot flat on the floor, with your knee bent in front of your body. When you feel ready, slowly get up. Sit down and rest for a while before carrying on, if you feel able to do so. To update your contact details, log issues with gritting equipment, request more grit or for any other enquiries, please call or highways@cambridgeshire.gov.uk Thank you for volunteering your time to help keep your parish moving this winter. Community Gritting for Volunteers A Pocket Guide