Draft Minutes – Parish Council meeting 21st September 2026

Standing Orders will be suspended for a period of up to 15 minutes to allow members of the public to address the Council

a)     Defibrillator installation / decommission update

The Village Hall defibrillator will be decommissioned as updating it is no longer cost efficient. Cllr Hinkley will provide decommissioning details. Proposed by Cllr Jason Whaley and seconded by Cllr David Small, it was resolved that:

i)                 New defibrillator will be installed at The Five Bells Public House and registered on the circuit – the clerk will complete the registration.

ii)               Cllr David Small will be the “guardian” and will maintain checks and report any matters of concern to the clerk

iii)              Cllr Marie Hinkley will provide decommissioning details for old unit at the Village Hall

iv)             Clerk to design and install relevant posters; create social media awareness and article for Cople News to inform residents of new defibrillator.

a)          Borough Councillors reports

b)          Receive police crime statistics and discuss any police matters

Cllr Leigh Coombs provided a broad update on discussions and meetings held since the last meeting.

–        Sheerhatch Primary School continue to face a challenging time and are under financial pressure; Bedford Borough is directly supporting school and seeking further support. There will be an open day event for new pupils on the 10 October at Sheerhatch Primary School.

–        Governance referendum, members were asked to back referendum on how the council is led. LC voted against this referendum.

–        Planning update – scheme of delegation. No further call ins post November 2026; not yet clear if solar farm is coming to one of the remaining meetings. Cllr Coombs will continue to update the Parish Council on this matter.

–        Call for sites Local Plan 2050 – open until October 2026 for comment. Cllr Coombs continues to resist further call for Cople unless it supports the neighbourhood plan.

–        New community and MSK provider from 1^st October 2026; limited provision at this time and seeking greater coverage for physiotherapy, hydrotherapy etc in the area.

–        Flu jab texts received – residents have received texts to book their flu jabs but on doing so have found no slots available for booking; there has been a national shortage of appointments and residents are encouraged to continue to book as appointments become more widely available.

–        Register your vehicle to attend the household recycling centre from the 1^st October. Residents will be required to register in advance their vehicle registration number before attending the recycling centre to ensure only residents of Bedford Borough use the facilities.

B) Crime Statistics

Statistics for the period July 29 – September 15, 2026 were received and noted. Concerns were raised that in a short period of time there had been six acts of crime across the village. The council will continue monitoring the situation and supporting affected residents.

Church wall repairs

Church wall repairs were completed efficiently and on time. Further work is likely to be required, so the contractor will be asked for a full assessment, costed in 10-metre sections, to support future planning and grant applications. Proposed by Cllr J Whaley and seconded by Cllr David Small, it was unanimously agreed that:

i)                 Allocated reserves be used to pay for works completed including all CIL monies, Church Reserves, Church Yard Budget 26/27.

ii)               Totternhoe Stonemason will be approached to carry out some estimation work that provides quotation to remaining church wall in 10m stretches with consideration given to priority areas of focus to aid forward planning by the council. (Clerk to pursue)

a)     Update on decisions from recent planning applications

b)     26/01460/FUL Swallow Cottage 7 Willington Road Cople Bedford Bedfordshire MK44 3TH

c)      26/01654/S73 Variation of Condition Application – Land Rear Of 6 – 8 Willington Road Cople Bedfordshire

d)     Electric Vehicle Charging Point – Proposed installation Rye Crescent

A – No updates from recent submitted applications were received.

B – Swallow Cottage, 7 Willington Road, Cople, Bedfordshire, MK44 3TH – awaiting outcome of application.

C) 26/01654/S73 Variation of Condition Application, Land Rear Of 6 – 8 Willington Road Cople Bedfordshire

The council object to this application of variation as it could reduce the required 30% tree coverage, leading to loss of green space and privacy for neighbouring properties.

D) Electric Vehicle Charging Point – Proposed installation Rye Crescent.
The Council believe Rye Crescent is not a suitable location within the village for public charging points. The Council believe there are better locations such as the public house, The Five Bells, or parking bay in the centre of the village so it is accessible to all residents and visitors at all times.

E) 26/01762/FUL Proposed additional access and driveway to include gates and walls. Grange Farm House, 46 Grange Lane, Cople, Bedfordshire, MK44 3TT
Cllrs received this new application, received on 21 September, and will consider and respond to Clerk with any objections by the 18 October 2026.

a)    update on solar farm proposal

b)    updates on the River Valley Park proposal (if any)

a) A letter to the Trustees and Executive Leadership of the Shuttleworth Trust has been drafted and will be signed off and then shared widely across various means outlining the Parish Council’s objections to the proposed solar farm development.

It was proposed (Cllr S Russell) and seconded (Cllr J Whaley) and

Resolved: Clerk to share approved letter from the Chair, Cllr J Whaley to key partners and communication platforms.

b) No further updates have been received on this proposal however the council continues to develop plans and priorities for any funding opportunities that may arise from this development.

It was proposed (Cllr M Hinkley) and seconded (Cllr J Whaley) and resolved that the clerk approach the development partner Camargue UK and invite them to attend our next Parish Council meeting to present an update on the proposed development and any opportunities that may arise from it.

a)    Receive and approve schedule of receipts & payments

b)    Receive current bank balances and reconciliation

c)     Budget review, including update on 2025/26 AGAR

d)    Update on CIL position

e)    Update on NJC Pay Award and impact on budget

f)      Discuss and agree grant application – if any update from school received

g)    Discuss / note costings for street lighting replacement columns and energy contract renewal

h)    CiLCA training expenditure for Clerk

i)       Discuss the quotation of the removal of the bus shelter as previously agreed

j)       Consider Business Case for movement to Scribe Accounting Package

k)     Consider draft Expenses Policy

a)          Receive and approve schedule of receipts & payments

Invoices will now be entered fortnightly for approval by two councillors, with payments released once approved, improving administration and avoiding delays between meetings.

b)     Receive current bank balances and reconciliation

Current balances and reconciliation for the period July and August were noted and approved.

Proposed by Cllr J Whaley and seconded by Cllr M Hinkley, it was unanimously resolved to approve NS&I signatory changes so the new Clerk, Elizabeth Jones, can access the account and review any transfer of monies to other Council accounts.

c: The AGAR conclusion notice has been received and displayed on noticeboards and the website. The August 2026 budget review was noted. Draft 2027/28 budget preparation will begin, with an update in November and sign-off due in January 2027.

d: All CIL monies have been spent on approved projects. Clerk has written to CIL team at Bedford Borough Council to establish if any further monies are available for Cople to consider for future projects.

e: NJC Pay Award was noted and payroll services instructed to undertake necessary actions to award back pay to previous clerk for the periods 01/04/26 – 29/07/26, and to the new clerk from 29/07/26.

f: Clerk and headteacher have corresponded via email. It is not permittable for the council to award a grant for educational books that should be provided as part of the statutory education provision. Other ways to support are being considered.

g: Street lighting energy renewal quotations were not available for this meeting. The current contract runs until March 2027 and quotations will be presented in November.

Street lighting repairs and column upgrade report received from contractor for consideration by councillors to approve future works priority list.

Resolved: Clerk agreed to gain a priority work list for consideration by Council should funding be identified by contractor.

h: It was proposed (Cllr M Hinkley) and seconded (Cllr D Small) and unanimously resolved that the council budget and meet the cost of CILCA training for the Clerk to commence in March 2027.

i: The unused bus shelter on Willington Road was agreed for removal by Bedford Borough contractors at a cost of £372.14, including making the area safe. Future use of the hardstanding, including a bench and planter, was discussed.

A Parish Council Policy for the provision, installation and maintenance of benches across the village be developed. A draft policy will come to November’s meeting.

j: Proposed by Cllr J Whaley and seconded by Cllr D Small, it was unanimously agreed to move to SCRIBE accounting software to support reporting and AGAR requirements from 2027. The Clerk will progress this with the provider.

k: It was proposed (Cllr J Whaley) and seconded (Cllr D Small) and unanimously resolved that the draft Employee Expenses Policy be agreed. (A separate policy for councillor expenses will be presented to a future meeting).

a)    Update on the felling in the woods and the retention of the wood

b)          Review of boundary line of the woods

c)          Discuss alternative right of way adjacent to footpath 7

a) Millennium Woods

Tree felling in Millennium Woods will be carried out by approved contractor James Wilkinson, as agreed in May 2026. The Clerk and Cllr Russell will oversee the work, due to start on 12 October 2026, weather permitting. Signage will be displayed. AR Worboys will complete a final grass cut, with Cllr Russell to agree timing and access.

b) Boundary line of the woods
Discussion continues. The Clerk and Cllr S Russell will work together to progress the matter.

c: Right of way adjacent to footpath 7
There has been no further updates received. Cllr J Whaley and Clerk to work together to seek final resolution on this matter.

–        Borough Council to have the siding work completed on Bedford Road – whilst this remains outstanding as of 21/09/26 a work order has been placed and will be followed up by the Clerk.

–        The dog waste bins have been requested to be emptied on a more regular basis in particular those at the Dog Field. A request for larger bins will be made to Bedford Borough Council.

–        A request had been made by the Church Wardens to seek re-positioning of the waste bin which is currently directly in front of their Church Notice Board. Awaiting Bedford Borough response.

It was discussed and agreed no vegetation letters were required to be issued at this time.

a)          Feedback from litter picking event 16 August 2026

b)          Feedback from Cople Village Trust Playground official opening 13 September 2026

c)          Scarecrow Competition

d)          Christmas Light Switch On – 5 December 2026

a) Councillors and residents attended the litter pick on 16 August. Future litter picks should take place before grass cutting, with the Clerk to liaise with the contractor. Next litter pick: Sunday 25 October 2026, 10am.

b) The playground refurbishment is now complete and the opening event went extremely well. Council passed on their thanks and congratulations to Cllr M Hinkley for her hard work on this matter.

c) The Halloween-themed Scarecrow Festival will run from 26–31 October, with judging on 31 October. Posters will be circulated locally and residents should register by email to Clerk@cople-pc.gov.uk by 30 October.

d) The Christmas Light Switch On will take place on 5 December at 5.30pm. Planning continues with the Church, Village Hall and Pub. The Council agreed to fund a bouncy castle; Santa will be approached; Cllr J Whaley will liaise with the electrical contractor; and the Clerk will contact the Headteacher about children singing. Posters and newsletter updates will follow once details are confirmed.

a)     Change of date of council meeting May 2027

a)    Proposed by Cllr J Whaley and seconded by Cllr M Hinkley, it was unanimously agreed to move the May 2027 meeting to 10 May at 7pm.

a)     Draft fees and charges for elections 2027 received from Bedford Borough Council

b)     Note the decision to decline request for residents to use metal detectors across the village and correspondence sent to provide guidance and signposting to seek official approval

a)    The draft fees and charges for the forthcoming elections were noted. A further election update will be given once more details have been received.

b) the metal detection enquiry received has been responded to and resident given directional support as to where registered sites are.

Cllr M Hinkley confirmed that the Village Trust have agreed to the Parish Council having a Lockable 4 drawer cabinet in the Village Hall for safe storage of key items. Clerk to progress this and liaise with Village Trust.