17 July 2007

Last updated: Tuesday, 17 July 2007, 07:15 AM

Present

Ian Storr (Chairman)
Ron Lewis-Smith
Tejinder Bhachu
Grenville Chamberlain
Jim Stewart
Alan Freeman

In attendance

Mrs. K Baptie (LGS Services) and 2 members of the public.

Open Public Session

2 residents from Millers Way Mark Davis and Phil Clements expressed their concerns about the state of their roadway/footpath, and wished to find out whose responsibility it is and whether anything could be done to improve it. Cllr Stewart has taken advice on the matter from Peter Duffy in the Highways Department and was able to advise the meeting that if Millers Ways has been used as a right of way for 20yrs – which it has – it can legally be considered a right of way, be formally recognised and put on the definitive map, and then be looked after by the Highways department. The process could take up to 6 months. Cllr Stewart will take the matter forward by downloading the necessary forms from the website. Mr Davis and Mr Clements thanked the Council for their help and left the meeting.

To approve apologies for absence and declarations of interest.

1.0 Apologies were noted from Cllr Grenfell.

1.0.1 There were no declarations of interest at this point in the meeting.

To approve the minutes of the last meeting on 19 June 2007

On a proposition by Cllr Tejinder, seconded by Cllr Storr the minutes of the last meeting on 19 June 2007 were approved following a spelling correction on page 12, paragraph 2, which should read debris and signed by the Chairman.

Matters arising and carried forward from the last meeting

3.1 (3.4) Saxon Place development matters
The Hundred Houses Society has written to ask if the Parish Council wishes to have ownership of the public open space which is to be provided within the development. The Clerk has already responded on this matter to Peter Burns the Legal Officer at SCDC confirming the councils wishes that it does not wish to take over the land. A similar reply will be sent to Hundred Houses Society.

3.2 (3.5) Quotations for area by the pavilion
At the time of the meeting only one written quotation was received from T&S Groundworks, but a second from Cobb & Sons is on its way. On a proposition by Cllr Lewis-Smith, seconded by Cllr Freeman it was agreed that when the second quotation is received and providing it meets all the requirements, the Chairman should then select which contractor to use and ask them to proceed, rather than wait until the next meeting.

3.3 Clerking provision
At 8pm on a proposition by the Chairman, carried unopposed, in accordance with S1 (2) of the public bodies (Admissions to Meeting) Act 1960 in view of the confidential nature of the business to be transacted, that is the Council considering the terms and conditions for the appointment of the clerk and the administration support of LGS Services, the Minutes Secretary was temporarily excluded from the meeting and was instructed to withdraw. At 8.05pm the Minutes Secretary was asked to rejoin the meeting.

The Chairman had read out the letter from Mrs G Stoehr and LGS Services setting out their application to be Clerk and on a proposition by Cllr Chamberlain and seconded by Cllr Lewis-Smith the Parish Council agreed to accept the terms. The vote was recorded unanimously. The details of the appointment are contained in the confidential report appended to these minutes.

3.4 Parc Project
The email from Katie Lowe was noted. The Parish Council wishes to respond by saying that it has discussed the matter and decided not to pay out for any more services and to thank the Parc Project for their work and hope that the 6 youngsters involved from the village can carry things forward on their own.

3.5 Cahill’s Corner
It was noted that the drainage is very poor and floods every time it rains. The Parish Council will ask the Highways Dept at Cambridgeshire County Council to look into the matter.

3.6 Tree Works at Grenadier Walk
The Tree Surgeon is to be asked to proceed with the works as quickly as possible.

Members reports

4.1 Skate park meeting with SCDC
Cllrs Storr and Stewart had a meeting with Geoff Keery and Brian Heffernan from the Environment Services, South Cambridgeshire District Council who initially said SCDC could only give a maximum grant of 50% and not 100% as had previously been agreed with a former Council Officer. However after further discussions and correspondence they agreed to give 100% grant. Following a proposition by Cllr Freeman and seconded by Cllr Chamberlain, it was agreed that the Parish Council will write to Mr Weeks of Aardvark Transatlantic Ltd (ATL), asking him to proceed with the work at the Skate Park as quickly as possible and to let the Parish Council know when the work is to start so that a notice can be put up to advise skaters. Cllr Chamberlain wishes to thank the Chairman and Cllr Stewart for all their hard work in obtaining the grant.

Correspondence received

5.1 Police Neighbourhood Panel Meeting 22/8/07 7.30pm at the Meridian Primary School, Comberton
The Chairman and Cllr Chamberlain will attend.

5.2 Hardwick Community Primary School – Safer Routes to School Project
A letter was received from Gilly Vose – ‘Safer Routes to School’ Project Officer, keeping the Parish Council updated on the events discussed at their recent meeting:

There is a proposal to replace 3 school signs with flashing advisory 20mph signs to operate at school times.
The school car park is to be redesigned to achieve a better flow of traffic.
The headteacher has thanked the Parish Council for acting quickly on the path from Egremont Rd across the play park which is a great success and is well used.
Safety issue at Cahill’s Corner – the Highways Supervisor is liaising with the property owner about the possibility of removing the hedge at Victoria Farm which would allow the footpath to be widened.

A reply is to be sent to Gilly Vose saying how pleased it is with the work being done under the ‘Safer Routes to School’ project and to ask whether there were any future plans for a cycle route to Toft to enable safer access to Comberton Village College.

Planning applications and decision notices

6.1 S/1297/07/F 45 Cambridge Road – extension
The application has been registered on the SCDC website, but had not been received by the Parish Council at the time of the meeting. This will be decided upon when the plans are received.

Finance, risk assessment and procedural matters

7.1 To approve the payment of bills The financial report was received and considered and invoices and bank statements were checked. On a proposition by Cllr Chamberlain, seconded by Cllr Lewis-Smith the payments as listed in the report were approved for payment plus:

J Dyer £96.46
Victoire Press £480.00
Printing Hardwick Happenings £33.66
Expenses LGS Services £1051.59 Admin Support

7.2 Appointment of Internal Auditor
Noting the requirements for an internal audit the Parish Council would like to try and get Anne Withington again to do the internal audit as it felt she was familiar with the way Council did its accounts. However if she is unable to be contacted or cannot do it, the Council will appoint Mrs Lesley Chambers of Caxton Consulting.

7.3 To approve the accounts for FY ending 31 March 2007 and complete Sections 1 & 2 of the Annual Return
Following a proposition by Cllr Chamberlain and seconded by Cllr Stewart the Annual Accounts were approved and section 2 of the Annual Return was completed ‘yes’ with Trust Funds ‘N/A’. The accounts and S1 & 2 of the Annual Return was signed by the Chairman on the Council’s behalf.

7.4 Play Park inspections and play area quotations
At the time of the meeting no quotations had been received, however following a proposition by Cllr Stewart and seconded by Cllr Freeman it was agreed that as soon as the quotations are received, the Chairman is to make a decision so that the work can be undertaken as soon as possible. With regard to the 2 existing quotations on file for the play equipment these are to be disregarded and instead 3 new quotations are to be obtained to remove the tarmac/woodchip/concrete from beneath all play equipment and to replace it with wet pour for all play areas i.e. Egremont Road, Worcester Ave, the Church and Grenadier Walk.

Members items for the next agenda and for the Clerk’s information

It was agreed that the date for the next meeting is Tuesday 28 August 2007.

Closure of meeting

There was no further business and the Chairman declared the meeting closed at 9.08 pm