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Parish Council: Meeting minutes
19 June 2007
Last updated: Tuesday, 19 June 2007, 07:07 AM
Present
Tejinder Bhachu
Richard Grenfell
Ian Storr (Chairman)
In attendance
Mrs. L Hazel (LGS Services)
Clare and Gary Arber (Treasurer and Chairman of Hardwick Football Club)
Ally Stewart (Hardwick Football Club)
Katie Lowe and 4 members of PARC
To approve apologies for absence and declarations of interest.
1.0 Apologies were noted from Cllrs: Chamberlain, Freeman Lewis-Smith and Stewart (out of parish).
1.0.1 There were no declarations of interest at this point in the meeting.
On a proposition by the Chairman it was agreed to take items 3.1 and 3.2 first
3.1 (9.1) Claire Arber, Chairman and Treasurer of Hardwick Football Club – request for pitch survey
Claire and Gary Arber and Ally Stewart were welcomed to the meeting. Mrs Arber explained the pitch drainage problems which have resulted in the Club having to cancel 10 matches. They are seeking to have a pitch survey/feasibility performed by Cambridgeshire FA which will costs in the region of £450. This will detail the problems along with a projected cost of how much it will cost to rectify them. Hardwick Harriers and Hardwick FC have both agreed to make a contribution towards the cost of the pitch survey. It was hoped that the Parish Council would be willing to make a donation towards the cost of the survey. In response to the request for financial support from Hardwick Football Club the proposal by Cllr Grenfell, seconded by Cllr Storr, that in accordance with its powers under Section 137 of the Local Government Act, 1972, the Council donate £150 which, in the opinion of the Council is in the interests of the area and its inhabitants, was carried unanimously. Claire Arber gratefully thanked the Parish Council for its kind donation and asked if the Parish Council would undertake to agree if/what work is needed can go ahead in principal within reason. This was agreed by the Parish Council with the proviso that the Club consults with the Parish Council before any work is started.
3.2 (9.0) Katie Lowe, PARC – future youth provision
Ms Katie Lowe, 3 members and a helper of the PARC project were welcomed to the meeting. She reported that due to work commitments she will be withdrawing her support from the PARC project as from June but that the project will still continue. It was reported that the event last Sunday went very well with PARC making more money than expected. PARC were also invited to have a stall at the Primary School event. These events had raised a total of £174.42. Additional support is still needed in the form of adult helpers/volunteers and if anyone is interested they should contact Ms Lowe for further details. At present PARC had approximately 6 members but new members are being sought. It was noted that that the Youth Council had been given a budgeted amount of money each month to spend and Ms Lowe was asked if she would be interested in resurrecting the Youth Council. Ms Lowe explained that although this was a good idea she felt that the money would be better spent by employing a permanent youth worker for PARC who would be able to offer guidance and support where needed and asked if the Parish Council would consider employing a youth worker for PARC as members offering their services had already been explored. It was agreed that this matter would need to be considered further and that this should be an agenda item for the next meeting. It was agreed that in the meantime Ms Lowe would find out details/costs of youth workers and email the Council the details in time for the next meeting.
It was noted that a resident, whilst on the way to the swings with her grandchildren, had seen young children smashing bottles. Any resident seeing unsocial behaviour should report this to the local Police/PCSO/E-Cops and also the Clerk who will arrange for the Parish Councils handyman to clear away any derbies or arrange any repairs.
1.1 Code of Conduct and to consider if to opt into Paragraph
12(2) On a proposition by Cllr Storr, seconded by Cllr Grenfell it was unanimously agreed that the Parish Council adopt the Model Code of Conduct 2007 (un-amended) and opt into paragraph 12(2). The Standing Orders are to be amended to detail that members with prejudicial interests and the public may speak during the open public session on the agenda only.
To approve the minutes of the last meeting on 22 May 2007
On a proposition by Cllr Storr, seconded by Cllr Grenfell the minutes of the last meeting on 22 May 2007 were approved as a true record and signed by the Chairman.
Matters arising
3.0.1 (1.6) The Chairman reported that he has been in contact with the ex-clerks family who said that she did not have a safe at her home. The Clerk is to arrange retrieval of the Council’s papers and assets.
3.0.2 (6.1.0) SCDC – request for meeting to be progressed.
3.0.3 (9.2) Ken Barker bench – repair – to be progressed.
3.0.4 O/s tree work Land Adjacent to 7 Sudley Grove, Land Adjacent Grenadier Walk Car Park & overhanging branches/vegetation in wood adj to Ashmead Drive
It was confirmed that Town & Country Tree Surgery will be undertaking the work this Thursday & Friday. The Clerk has drafted a letter which will be hand delivered to each of the dwellings 101,101A, 103 & 103A Cambridge Road informing them of the work and asking that they keep the car park clear while the work is being undertaken.
3.3 (4.0) Whippet Coaches – reply from Insurers
A letter from Carr Greenwood Smith Chartered Loss Adjusters as instructed by Whippet Coaches had written to seek further information on the incident. A reply is to be sent based on the informaiton that should be with the insurance claim.
3.4 (4.1) Saxon Place development matters
The Chairman’s report the meeting with SCDC and the developer was considered.
3.5 (4.0.2) Quotations for area by the pavilion
Four companies had been invited to quote for the work. A written quotation had been received from Grounds works and Cobb & Sons requested a site meeting but failed to turn up. The other two companies are to be chased to see if they are interested in quoting for the work. A letter is to be sent to Cobb & Sons to find out why they did not turn up at the meeting as requested by themselves.
3.6 (4.2) Clerking provision
3.6.0 It was noted that an advert has been placed on the notice board and website advertising the Clerking vacancy and a model job description has been drawn up. It was confirmed that there was no interest in the vacancy therefore the LGS Services is to be asked to email the Parish Council if they are interested in the vacancy as soon as is possible.
3.6.1 All the invoices, bank statements etc are to be obtained so that the FY end 2007 accounts can be prepared for approval and audit.
3.7 (6.1.1) Hundred Housing Society POS provision- SCDC reply
In response to the Parish Council’s recent letter Peter Burns, Legal Officer at SCDC has replied that ‘The Developer’s Solicitor has confirmed that the public open space is to be provided in a suitable form as defined in the Section 106 Agreement but it is not intended to put any play equipment on it. They have also confirmed that if the Parish Council does not wish to take over the land then the land will remain within the ownership of their client, that being the Hundred Houses Society, who will continue to maintain the land forthwith. There is sufficient time for the Parish Council to still decide that it wishes to have ownership of the land in question but I would assume on the basis of your letter that that is not the case because of the lack of play equipment’ On a proposition by Cllr Storr, seconded by Cllr Grenfell it was agreed to reply as the public open space is not intended to have play equipment on the Parish Council does not wish to take over the land.
3.8 Hardwick Happenings
An e-mail from Mrs Instowe-Brewer was considered. It was agreed to respond as follows to the various points/questions raised:
With regards to the ethical dilemma as the Parish Council has not received any other complaints with regards to this company and as they have paid in advance for their advert the advert should stand.
The Parish Council unfortunately cannot nominate residents to help out and do not know of anyone at this time who is willing to take on the various roles required they therefore suggest that you keep on advertising in the hope that some one will come forward.
The Parish Council is more than happy for you to stay on as editor and are extremely grateful for all you hard work and effort.
4. Play park inspections and play area quotations
4.0 It was agreed that the following members would have responsibility for the following playground areas:
By the Church & Egremont Road– Cllr Grenfell
Grenadier Walk & Worcester Ave- Cllr Bhachu
Members were asked to complete a monthly inspection. The Clerk is to be asked to locate the play equipment check sheets and let member have copies for completion.
4.1 ROSPA Report
Eight companies have been invited to quote on the different work identified in the report as medium or high risk. No quotes have been received yet. Carried forward to the next meeting.
Correspondence received
5.1 Consultation with The Traveling and Settled Communities – Thursday 19th July 2007 3pm to 7pm at South Cambridgeshire Hall, Cambourne Noted.
5.2 Secura-Cam Uk Ltd – increase in service fee and call out charges In response to the letter from Secura-Cam Uk Ltd the Parish Council agreed to accept the proposed increase in charges.
5.3 Millers Way – reply from John Cooper The recent reply from John Cooper was noted and considered. In response to the questions raised in the letter it was agreed to reply as follows:
It is believed that the path/roadway in question is owned by the owners of the small starter homes.
It has been used a footpath for over 26 years.
5.4 Connections Bus
The letter from the Connections Bus Project was considered. On a proposition by Cllr Storr, seconded by Cllr Grenfell it was unanimously greed to employ the services of the Connection Bus Project for 4 sessions. It was agreed to find out the exact days and times of when they are coming and if they undertake their own advertising. It was also noted that funding may be available from Susannah Harris at SCDC. This is to be looked into this further.
Planning applications and decision notices
6.1 S/1018/07/F Asplins Farm, Toft Road – Extension
On a proposition by Cllr Grenfell, seconded by Cllr Bhachu it was agreed that the Parish Council would make no recommendation.
6.2 S/1033/07/F 6 Main Street – erection of 2 dwellings following demolition of existing dwelling (amended)
On a proposition by Cllr Grenfell, seconded by Cllr Bhachu it was agreed that the Parish Council would respond ‘no recommendation.
6.3 S/1066/07/F Land adj 10 hall Drive – dwelling and garage
On a proposition by Cllr Grenfell, seconded by Cllr Bhachu it was agreed that the Parish Council would make no recommendation. It was agreed that as Cllr Grenfell and Cllr Chamberlain are the nominated points of contact for planning applications all planning application should go to Cllr Grenfell in the first instance.
6.4 Approval and Refusal notices
The following were noted:
S/00547/07/CC Land at Hardwick Community Primary School – permission granted
S/0497/07/F Joslin, 39 St Neots Road new dwelling following demolition of existing – refused by SCDC
S/0712/07/O/PD Land adj. 62 Ellison Lane – dwelling – withdrawn by applicant
S/0282/07/F Scotland Farm, Dry Drayton Rod – erection of grain store and drying facility – approved by SCDC
S/0607/07F 12 Quince Road – extension – approved by SCDC
Finance 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 Storr, seconded by Cllr Grenfell the payments as listed in the report were approved for payment plus:
HM Revenue & Customs £198.43
J Dyer (wages) £120.25
Collier Turf £380.95
Peter T Round £215.42.
T&S Groundworks Ltd Footpath – Egremont Road to play area £5695.22
T&S Groundworks Ltd Damaged slabs at Social Club £211.50
CALC Affiliation fee £550.71
Bibby Factors (Secura-Cam) Routine maintenance of CCTV £58.75
Bibby Factors (Secura-Cam) Download CCTV footage after incident £82.25
SCDC Admin for uncontested election £72.98
LGS Services Admin support £1906.23
As only one signatory was present the cheques will be signed in the next few days.
On a proposition by Cllr Storr, seconded by Cllr Grenfell it was agreed that Malcom Farmer is to be removed as a signatory as he is no longer on the Council Cllr Tejinder Bhachu should take his place as a signatory.
Members items for the next agenda and for the Clerk’s information
8.0 A member of the public has approached the Parish Council to ask if the Parish Council would consider installing plastic recycling facilities within the village as they do not drive and find it difficult to recycle there plastic easily. It was agreed that Cllr Grenfell would contact SCDC to see if they have any plans to introduce curbside recycling.
It was agreed that the date for the next meeting is Tuesday 17 July 2007.
Closure of meeting
There was no further business and the Chairman declared the meeting closed at 9.27 pm
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