Fen Ditton Parish Council Agenda October 2025

Fen Ditton Parish Council

www.fenditton-pc.gov.uk

Tel: 07442768348

PDF Version of October 2025 Agenda

All members of the Council are summoned to attend the Monthly Meeting of Fen Ditton Parish Council on Tuesday, 07^th October 2025 at 7.00 p.m. The Hangar Marleigh Office for the purposes of considering and resolving the business to be transacted at the meeting as set out in the agenda below.

Members of the public are invited to address the meeting between 7.00 p.m. and 7.15 p.m.

Indira Hui Raha

Clerk & RFO
1^st Floor, The Hanger Building,
2 Jubilee Sq, Cambridge CB5 8UW

A G E N D A

LGA 1972 s12 10(2)(b) states that business must be specified on the agenda; therefore the Council cannot lawfully agree any matter that is not on the agenda. * indicates an agenda item for reporting only

2025/173

To receive apologies

2025/174

Open forum members of public

2025/175

To approve the Minutes of the meeting held on 02^nd September 2025.

2025/176

To receive declarations from Councillors as to the disclosable pecuniary and non-pecuniary interests in relation to any items on the agenda

2025/177

To receive reports from and questions to:

County Councillor/s
District Councillors

2025/178

Clerk’s report and matters arising from the Minutes.

Welcome Maximilian Huber, clerk maternity cover.

Fireworks on Friday 7^th Nov 2025.

Thank you letter along with gift cards distributed to Bumps volunteers.

£50 donation for a wreath on Remembrance Day in the village on 9^th Nov 25, also discuss who will be volunteering from the PC for the ceremony.

Confirmation has been received from LandTrust that they are satisfied with the grant proposal conditions given by us, FDPC will act as the owner and take on responsibility for the maintenance of Defibrillator in Marleigh.

Thank you letter sent to Cllr Carla Farrar for extraordinary performance on various issues.

Grant application for Cambridge Digital Hub is submitted.

Marleigh Mingle attended by Cllr Nick Moir.

Marleigh Steering Group Meeting attended by Cllr Carla Farrar.

Cllr Edmond Jeannot attended the councillor training.

G39 MVAS mounting training

Draft letter to Land trust submitted by Cllr Lukasz Lakomy.

Newmarket road travel hub consultation.

Public bleed control kit £85+VAT.

2025/179

Discuss correspondences received.

2025/180

To approve payments made during the month and accounts for payment and note payments made:

NEST	Pension	TBA
Clerk Salary		TBA
HMRC-Payee		TBA
R H landscapes	Ground Maintenance	TBA
Hayden Woodruff	Bus shelter & Defib booth cleaning	£51.00
SCRIBE	Trust	£18.00
SCRIBE	PC-DD	£67.50
SLCC	Monthly instalment	£30.00
Equal’s Money account Transfer		£500.00
Camb Clean Serv	Office Cleaning	TBA
Miracle Design & Play Ltd	Remaining of Play equipment installation	£11786.65
Simone Pereira da Silva- Cleaning in Pavalion	Already paid – 29/9	£34.50
CAPALC & NALC affiliation fee	Annual charges	£502.60
PKF LittleJohn	External auditor fee	£504.00
Eyelid Productions	Website fee annual	£100.00

2025/181

To approve payments made during the month from Equal’s money pre-loaded card:-

Smarty	21/8 Pav CCTV Data Feed	£9.00
Amazon	20/8 Pav CCTV upgrade	£22.99
Amazon	26/8 Pav CCTV upgrade	£20.97
Co-op	1/9 Bin liner & Milk	£3.75
Co-op	2/9 water/issue/biscuits for meeting in pav	£7.15
Viking	1/9 Bulk cleaning material for Pavilion	£93.59
IONOS	DD-7/9	£4.80
ASDA	DD-11/9 – Phone-Data backup	£5.00
SALENTO	21 gift cards of £10 each 15/9	£210.00

2025/182

To note money received – Precept 25/26B received on 24/9 £41875.00

Scribe duplicate deduction refund received on 8/9 £67.20

2025/183

To consider following planning applications and tree works applications

25/03136/S73

amendment received on application.

Land North Of Newmarket Road Cambridge CB5 8AA

S73 to vary conditions 6 (Landscape maintenance and management plan), 14 (LAP delivery strategy), 16 (Bee friendly lawn mixes) and 17 (External lighting) of section 73 application reference 24/03406/S73 (S73 to vary condition 1 (Approved plans) of reserved matters application 21/02450/REM (Reserved matters application detailing, appearance, landscaping, layout and scale for the construction of 421 new homes with associated infrastructure, internal roads and open space as part of Phase 2 pursuant to condition 5 (reserved matters) of outline planning permission S/2682/13/OL) to move the housing of the Generator to an external location separate from the plant.)

https://applications.greatercambridgeplanning.org/onlineapplications/PLAN/25/03136/S73

2025/184

Parish Councillors Committee report(s), (For Information Only)

Newsletter/Website

Cemetery

Crime & Welfare

Highways & Transport

Strategic Planning

Chairman Report

2025/185

Propose to add Maximilian Huber as a key person for View & submit in Unity Bank & NationWide.

2025/186

Proposal to engage a contractor to fell and deliver a Christmas tree from High Ditch Road to the High Street, quote received for £250.

2025/187

Recommendation to approve the cost estimate submitted by a vendor for the renovation of the bus shelter £1200 labour charge for 5 days + £150/£200 paint & timber total estimated cost £1400.

2025/188

Proposal to approval IT policy as attached.

2025/189

External auditor PKF LittleJohn report received and published in website.

External auditor Report & Certificate 2024/2025

Closure letter & AGAR
Notice of conclusion of Audit published on 29^th Sep 2025.

2025/190

Proposal to approve Fen Ditton Parish Council Cemetery long term plan: Long- Term Capacity & Access Plan.

2025/191

Proposal to subscribe to the upgraded version of ChatGPT (AI): £16 per month for an individual account or £21 per month for a business account.

2025/192

Delegate authority to respond to a survey on the future of Cambridge and South Cambridgeshire government reorganisation.

2025/193

To accept notices and matters for the next agenda

It should be noted that no decisions can lawfully be made under this item. LGA 1972 s12 10(2)(b) states

that business must be specified, therefore the Council cannot lawfully agree any matter that is not on the agenda.

2025/194

To resolve to carry out agenda items in closed session in accordance with Section 1 of the Public

Bodies (Admission to Meetings) Act 1960, because publicity would be prejudicial to the public interest by reason of the confidential nature of the business to be transacted.

To Discuss HR & Handover.

The next meeting of the Council will be held on 04^th November 2025.

Appendix

Fen Ditton Parish Council IT Policy – October 2025

General User Guidelines

✅ Do’s

Use council systems only: Always use your parish council email account and the private cloud for council business.
Keep devices secure: Use strong passwords, update software, and keep antivirus running.
Store safely: Save all documents directly to the council’s private cloud. Delete any temporary local copies.
Protect confidentiality: Handle resident and council data carefully, especially personal or sensitive information.
Report problems quickly: If you lose a device, notice suspicious emails, or suspect a breach, notify the Clerk immediately.
Follow retention rules:
- Minutes & agendas – permanent
- Finance records – 10 years
- General correspondence – 3 years
- Personnel records – employment + 6 years
Backups: Daily and cloud back up weekly. Clerk checks recovery quarterly.

❌ Don’ts

Don’t forward emails: Never send council emails containing personal data to your private email. This is a GDPR breach.
Don’t use personal accounts: No Gmail, Hotmail, or other personal accounts for council business.
Don’t keep local files: Avoid storing council data on your home computer. If you must, delete it immediately after uploading.
Don’t share passwords: Keep your login details private.
Don’t install unauthorised software: Only use approved apps for council work.
Don’t mix council and personal: Keep council data separate from your personal files.

⚠️ GDPR Key Reminder

Forwarding council emails to personal accounts or storing resident information outside the cloud system is a data breach.

Could lead to ICO investigation.
Could make councillors personally liable.
Always keep data within the official council systems.

📌 Contacts

Clerk (Data Protection Officer): Indira Raha
Chair: Vince Farrar

Detailed – Fen Ditton Parish Council IT Policy October 2025

1. Purpose

This policy sets out how the Parish Council manages and protects its information technology systems, data, and communications. It applies to all councillors, employees, and volunteers who access council information or systems. The policy is designed to ensure:

Protection of council data and systems from misuse, loss, or breach.
Compliance with legal requirements, including the UK General Data Protection Regulation (UK GDPR) and Data Protection Act 2018.
Consistent, responsible, and secure use of IT resources.

2. Scope

This policy covers:

Use of council IT systems, including the council’s private cloud storage and email.
Use of personal devices (e.g., home computers, laptops, tablets, or phones) when accessing council information.
Handling of council data, whether digital or paper-based.

3. IT Systems and Data Storage

The private cloud system is the primary storage location for council documents, records, and correspondence.
Users must not store council files permanently on personal devices. Temporary downloads should be deleted after use.
Access to the private cloud must be secured with strong passwords and, where available, multi-factor authentication.
Data should only be shared via council-approved platforms (e.g., council email, secure file-sharing). Personal email accounts must not be used for council business.

4. Use of Home Computers and Personal Devices

Councillors and staff may use personal devices to access council data, provided they follow this policy.
Personal devices must:
- Have up-to-date security software, including antivirus and firewall protection.
- Be kept updated with the latest operating system and software patches.
- Be protected by a strong password or PIN.
- Access the council system via a VPN.
Council data must be kept separate from personal files where possible (e.g., using separate user accounts, profiles, or designated folders).
If a personal device is lost, stolen, or compromised, this must be reported immediately to the Clerk/Chair so that access to council systems can be disabled if necessary.

5. Data Protection and Confidentiality

All users must handle council data in accordance with data protection law.
Personal data must not be downloaded, copied, or shared unless necessary for council work, and it must always be stored securely.
Paper copies of council documents must be kept securely and destroyed appropriately when no longer needed.
Confidential or sensitive information must not be discussed or accessed in public places where it may be overheard or viewed.

6. Email and Communications

Councillors and staff must use their official parish council email accounts for all council business.
Emails and digital communications must be professional, respectful, and compliant with the council’s Code of Conduct.
Phishing or suspicious emails must be reported and not opened or forwarded.

7. Acceptable Use

IT systems must be used for council business only. Personal or commercial use of council systems is prohibited.
Users must not install unauthorised software or applications on council-provided devices or systems.
Internet use through council systems must be responsible and lawful.

8. Backup and Recovery Policy

Cloud System Backups
- The Parish Council’s private cloud system is the official repository for council data.
- Automated backups of the cloud system will be carried out regularly (at least once daily) by the system provider or designated IT administrator.
- A 2^nd weekly backup will be kept locally.
- A 3^rd backup will be stored on a remove server (IONIS cloud provider)
- Backups will be retained indefinitely and stored securely, separate from the live system.
Verification of Backups
- Backup processes will be tested periodically (at least quarterly) to confirm data can be restored successfully.
- Any failed backups must be investigated and corrected immediately.
Local Backups
- Council-provided devices (e.g., Clerk’s office computer) must also be backed up regularly, either to the cloud or an external drive.
- External backup drives must be stored securely when not in use.
Home Computers
- Personal/home devices must not be used as the primary storage location for council data.
- Users must save all working documents directly to the council’s private cloud, not local hard drives.
- If temporary local copies are created, they must be deleted after uploading to the cloud.
Disaster Recovery
- In the event of a system failure, cyber-attack, or data loss, the Clerk (or designated officer) will coordinate data recovery from backups.
- The Parish Council will aim to restore essential services and data access within [X working days].

9. Monitoring and Audit

The Parish Council reserves the right to monitor use of its IT systems for compliance and security purposes.
Users may be required to cooperate with audits or checks of data security and compliance.

10. Training and Awareness

All councillors and staff will be given guidance on safe IT use and data protection responsibilities.
Refresher training will be provided periodically.

11. Breaches of Policy

Any breach of this policy, whether intentional or accidental, must be reported immediately to the Clerk/Chair.
Serious or repeated breaches may result in disciplinary action, referral to the Information Commissioner’s Office (ICO), or other legal consequences.

12. Data Retention Schedule

To ensure compliance with UK GDPR and good records management, the following retention rules apply:

Data Type	Retention Period	Disposal Method
Council minutes & agendas	Permanent archive	N/A (kept permanently)
Policy documents	Until superseded + 1 year	Secure deletion/shredding
Financial records (accounts, invoices, receipts)	7 years (audit/tax requirement)	Secure deletion/shredding
General correspondence (emails, letters)	7 years unless needed longer	Secure deletion/shredding
Personnel records	Duration of employment + 6 years	Secure deletion/shredding
Planning applications/comments	6 years	Secure deletion/shredding
Electoral roll data (if held)	As directed by Electoral Officer	Secure deletion/shredding
Backups of council data	Daily, Weekly, rolling cycle	Automated secure overwrite

The Clerk is responsible for maintaining the retention schedule and ensuring timely deletion or archiving of data.
Where data is required for legal proceedings or ongoing investigations, it may be retained beyond the standard retention period.

13. GDPR and Email Forwarding

Use of Personal Email Accounts
- Councillors and staff must not forward council emails containing personal data (e.g., resident names, addresses, phone numbers, complaints, applications, etc.) to personal or non-council email accounts.
- All council business must be conducted through the official parish council email system.
Why This Matters
- Forwarding council emails to personal accounts creates risks of:
  - Data breaches if the personal account is hacked or accessed by family/third parties.
  - Loss of council control over personal data, breaching UK GDPR principles of integrity and confidentiality.
  - Failure to comply with Freedom of Information (FOI) requests, since council data could be “hidden” in personal inboxes.
Exceptions
- If exceptional circumstances require access outside the council email system, the Clerk must be consulted first.
- Any approved forwarding must be temporary, limited to the minimum necessary, and deleted immediately after use.
Consequences of Breach
- Breaches of this rule will be treated as a personal data breach under UK GDPR.
- They must be reported immediately to the Clerk, who will assess whether the breach must be reported to the Information Commissioner’s Office (ICO).
- Serious or repeated breaches may lead to disciplinary action and personal liability under data protection law.

14. Policy Review

This policy will be reviewed annually or when significant changes occur in legislation, technology, or council operations.

Bus shelter renovation:-

1. Remove ivy

2. Replace fascias (and along apex) including new paint

3. Replace cement between timber and tiles

4. Sand and paint internal slats

To be confirmed

1. Inspect wood behind fascias and replace/treat as necessary

2. Re-pointing

3. Any roof tile repair

4. Remove graffiti

Parish Council report version of the proposal, structured in the style councils usually use for adoption:

Fen Ditton Parish Council

Cemetery Capacity & Access Management Policy
Report to: Full Council / Cemetery Committee
Date: 23^rd August 2025
Author: Vince Farrar

1. Purpose of Report

To propose a sustainable long-term plan to address the lack of burial space, ensure compliance with cemetery regulations, and safeguard access paths.

2. Background

The cemetery is reaching full capacity and there is no scope for expansion.
Several plots remain unused despite exclusive rights being granted.
Some newer graves and memorials have been installed in breach of regulations, obstructing access and reducing usable space.
A number of graves are over 75 years old and could, subject to legal permissions, be considered for respectful reuse.

3. Legal & Policy Context

Local Authorities’ Cemeteries Order 1977 (LACO):
- Article 10 & Schedule 2: exclusive rights of burial granted for more than 75 years but unused can be determined after statutory notice.
- Article 14: unauthorised memorials may be removed with costs recovered.
- Article 16 & Schedule 3: dilapidated/obstructive kerbs or memorials may be removed after notice and stored for one month.
- General saving: no disturbance of human remains is authorised by LACO.
Burial Act 1857, Section 25: disturbance of human remains is unlawful unless authorised by a Ministry of Justice licence (unconsecrated ground) or a Church of England faculty (consecrated ground).
Best Practice & Precedents: London authorities, Highgate Cemetery Act 2022, and Bishop’s Stortford Cemetery Act 2024 all permit reuse of graves older than 75 years with safeguards, demonstrating workable precedents.

4. Proposed Policy Framework

Workstream A – Reclaiming Unused Exclusive Rights

Identify plots with exclusive rights granted >75 years ago that remain unused.
Serve statutory notices (to last known owner, site notices, council website).
If no valid claim within 6 months, rights are determined and the grave returned to council stock.
Update registers and cemetery plan accordingly.

Workstream B – Reuse of Graves Over 100 Years Old

Eligibility: graves last used over 75 years ago, not of historic/heritage significance, and not Commonwealth War Graves.
Notify families and the public via site notices, website, and local press.
Six-month objection period: if relatives object, reuse deferred for 25 years.
Apply for MoJ licence (or faculty) for “lift and deepen” method: remains respectfully re-interred deeper within the same grave, creating new space above.
Preserve or sensitively relocate memorials in line with Article 16 & Schedule 3 LACO.
Record all works (photographs, inscriptions, register entries).

Enforcement of Access & Layout

New interments: enforce cemetery regulations to prevent encroachment into access paths (minimum setback defined).
Existing non-compliant graves:
- Serve written notices requiring rectification.
- If no action, the Council may remove kerbs/memorials under Articles 14 & 16 of LACO, with costs recoverable.
Maintain a clear, published enforcement ladder with an appeals route to Committee.

5. Implementation Plan

Phase 1 (0–6 months): Policy adoption; issue updated Cemetery Regulations; audit of unused rights and access breaches; begin enforcement notices.
Phase 2 (6–12 months): Serve notices for unused rights (>75 years); complete first determinations; begin pilot applications for reuse of ≥100-year graves.
Phase 3 (Year 2+): Annual cycle of reclamation, reuse applications, and enforcement. Publish annual report on capacity gained and compliance actions.

6. Risk & Safeguards

Legal risk: mitigated by strict compliance with LACO and Burial Act 1857.
Reputational risk: mitigated by clear public communications, transparency, and sensitive handling.
Heritage risk: no listed or significant memorials to be disturbed; CWGC notified as required.
Operational risk: method statements prepared for all works; professional contractors engaged.

7. Financial Implications

Costs for notices, licence/faculty applications, and memorial removals (some recoverable).
Offset by income from new grave sales released through reclamation/reuse.

8. Recommendation

That the Council:

Adopts the Cemetery Capacity & Access Management Policy as outlined.
Authorises the Clerk to implement Workstreams A and B in accordance with statutory procedures.
Approves the enforcement framework for access and memorial compliance under Articles 14 and 16 of LACO.
Reports annually on reclaimed rights, reused graves, and enforcement actions.