Photo of Graham Bird

Posted by

Webmaster

Parish Council: Meeting minutes

22 May 2007

Last updated: Tuesday, 22 May 2007, 06:54 AM

Present

Grenville Chamberlain
Richard Grenfell
Ian Storr (Chairman)

In attendance

Mrs. L Hazel (LGS Services)
Enid Instowe-Brewer (Hardwick Happenings).

On a proposition by the Chairman it was agreed to take item 5.2 first.

5.2 Website and Hardwick Happenings
Mrs Enid Instowe-Brewer was welcomed to the meeting and invited to speak about the Hardwick Happenings. She provided the Parish Council with a full report on her findings/recommendations. On a proposition by Cllr Chamberlain, seconded by Cllr Storr it was unanimously agreed that the Hardwick Happenings advertising prices should be reduced to £9.50. The Parish Council expressed its thanks to Mrs Instowe-Brewer for all her hard work.

Annual and procedural Business

1.1 To fill any vacancies left unfilled at the election by reason of insufficient candidates
It was unanimously agreed to advertise the unfilled vacancy/vacancies.

1.2 To decide when any declarations of acceptance of office which have not been received as provided by law shall be received
Any remanding/outstanding declarations of acceptance of office are to be returned to the Clerk by the 31 May 2007.

1.3 To elect a Vice-Chairman
On a proposition by Cllr Storr, seconded by Cllr Grenfell it was unanimously agreed that Cllr Chamberlain should be appointed Vice-Chairman.

1.4 To appoint representatives on any other organisation or authority, which the Council deems necessary
It was agreed that the Chairman should continue as the Parish Council’s representative on the Hardwick Social and Institute Club.

1.5 To appoint committees, working groups or any other officers which the Council deems necessary and agree their terms of reference
No committees or working groups at this time but the following members are the nominated points of contact for the following:

Richard Grenfell and Grenville Chamberlain – Planning Applications.
Richard Grenfell – Parish Path Partnership (PP3).
Ron Lewis-Smith – Tree/s Officer.

1.6 To inspect any deeds and trust investments in the custody of the Council as required
The deeds etc are kept in the Parish Council’s safes. One is in the pavilion office and one at the ex-clerk’s home. It was agreed that the Chairman would contact the ex-clerk’s family and retrieve the Council’s papers and assets.

1.7 Standing Orders and financial regulations review
The Parish Council reviewed the Standing Orders and financial regulations as amended in 2004 and unanimously agreed that no further changes/amendments are required at present.

To approve apologies for absence and declarations of interest.

2.0 Apologies were noted from Cllrs Stewart, Lewis-Smith, Freeman and Bhachu.

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

2.1 Code of Conduct and to consider if to opt into Paragraph

12(2) The letter and new code from the Standards Board was noted. It was agreed to carry this item forward to the next meeting for further consideration.

To approve the minutes of the last meeting on 24 April and 15 May

On a proposition by Cllr Chamberlain, seconded by Cllr Grenfell the minutes of the last two meetings on 24 April and also on 15 May 2007 were approved as a true record with one amendment under item 5cii to read ‘Town & Country Tree Surgery for £600 plus VAT’. The Chairman signed the minutes.

h3.Matters arising

4.0 (4f) Whippet Coaches – This is to be chased.

4.0.1 Tree Surgery – This is to be chased.

4.0.2 (5 c ii) – No meeting has yet taken place. A letter is to be sent to the Sports & Social Club to arrange a mutually convenient date for the meeting to take place.

4.1 Saxon Place development matters
It was noted that Caroline Moreton at Mills & Reeve Cambridge is now acting for the Parish Council and seeking reimbursement of the fees paid to date by the Council. The briefing note from Johann Wylly as background to this matter was noted and it was agreed that members would take away the briefing note for further consideration and e-mail any comments to the Clerk. The District Council is in the process of arranging a meeting.

4.2 Clerking provision
The following points were noted:

The Pensions 8 from has been completed and returned to CCC to release Mrs. Howells pension to her beneficiaries.
The Clerk/LGS Services now has the keys for the notice board and pavilion.
Moore Stephens, Auditors have granted a time extension for the external audit to 1 August and pass on their condolences to the Council.
Diane Rason was kindly dropping the Parish Council’s post in to Mrs Stoehr.

It was confirmed that Hardwick Parish Council are happy for LGS Services to carry on as acting Clerk for the time being whilst they advertise for a new Clerk. A notice is to be placed on the notice board advertising the position. The point of contact for enquiries should be the Chairman and if anybody is interested they should get in contact with the Chairman by the next meeting.

Local matters

5.1 Play park inspections & RoSPA annual inspections report
It was agreed that the Clerk is to highlight anything with a high/medium risk and obtain quotes for the next meeting.

5.2 Website and Hardwick Happenings
Taken earlier. It was confirmed that the new improved/revamped website is up and running

Correspondence received

6.1 SCDC Environmental Health – skateboard park – request for meeting

6.1.0 The recent letter from Dale Robinson along with the Clerk’s report/comments were noted and considered. The Clerk is to arrange a meeting with Brian Heffernan, Principal Environmental Health Officer Mr. Geoff Keerie and the Parish Council.

6.1.1 Hundred Housing Society/SCDC letter In response to the letter received from the Legal Officer at SCDC it was agreed to respond that the Parish Council was under the impression that the small parcel of land in question was to be handed over to the Parish Council fully equipped with children’s play equipment as per the agreement. If the developer was to install/fully equip the land with satisfactory play equipment as agreed then the Parish Council would happily accept the land with the commuted sum as proposed.

6.1.2 Letter of condolence from Mills & Reeve Solicitors and Impington Parish Council were noted.

6.2 Bidwells – Land Registration, Main Street Bidwells have completed their valuation of the land in Main Street adjacent and to the rear of St Mary’s Church. The Parish Council agreed that no further action is required.

Planning applications and decision notices

7.1 S/0607/07/F 12 Qunice Rd – extension – amended for info
On a proposition by Cllr Chamberlain, seconded by Cllr Grenfell it was agreed that the Parish Council would respond ‘no recommendation.

7.2 S/0708/07/F 64 Ellison Lane – proposed lean-to roof onto existing flat roofed porch
On a proposition by Cllr Chamberlain, seconded by Cllr Grenfell it was agreed that the Parish Council would respond ‘no recommendation’.

7.3 S/0712/07F Land adj. 62 Ellison Lane – dwelling
On a proposition by Cllr Chamberlain, seconded by Cllr Grenfell it was agreed that the Parish Council would respond ‘no recommendation’.

7.4 S/0763/07/F 36 Bramley Way – extensions
On a proposition by Cllr Chamberlain, seconded by Cllr Grenfell it was agreed that the Parish Council recommend refusal of this application as the extension goes in front of the current building line.

7.5 S/0282/07/F Scotland Farm – erection of grain store & drying facility – additional information
On a proposition by Cllr Chamberlain, seconded by Richard Grenfell it was agreed that the Parish Council would respond ‘no recommendation.

SCDC Approvals and Refusals

The following were noted:

S/0489/07/F 2 Limes Road – extension approved subject to conditions.
S/0484/07/F 21 Cambridge Road – extension to increase height of dwelling incorporating 2 dormers approved subject to conditions.

Finance report and payment of bills

The financial report was received and considered and invoices and bank statements were checked before the cheques were signed. On a proposition by Cllr Grenfell, seconded by Cllr Chamberlain the payments as listed in the report were approved for payment:

Allianz Cornhill Insurance £2192.55
Ian Sharpe Construction Bus stop work £1453.97
Glasdon UK Ltd Dog bin £131.04
Staples Stationery £42.98
Playsafety Ltd RoSPA report £352.50
J Dyer Salary £96.24
Bidwells Land valuation £587.50
CCC Pensions contribution £1.91
Mrs L Howells Out of pocket expenses (as per CALC’s advice) £75.00

A cheque for Staples of £42.98 was not authorized for payment as an official invoice had not been received and it is the Parish Council’s policy not to pay against statements.

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

9.0 Katie Lowe, PARC is to be invited to attend the next meeting to discuss future youth provision when their current funding ends at the end of June.

9.1 In response to her email Clare Arber, new Chairman and Treasurer of Hardwick Football Club is to be invited to attend the next meeting to discuss her request for a pitch survey.

9.2 Ken Barker bench in front of Church -This was temporarily repaired but is in need of a more permanent repair. This is to be arranged.

Closure of meeting

It was agreed that the date for the next meeting is 19 June 2007. There was no further business and the Chairman declared the meeting closed at 9.02 pm