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Parish Council: Meeting minutes 24 November 2009Last updated: Tuesday, 24 November 2009, 03:25 PM
Hardwick Parish Council Meeting held on Tuesday 24 November 2009 in the Pavilion at 7.45 pm
Present: Cllrs I Storr (Chairman), G Chamberlain, P Joslin A Gill and A Freeman. In attendance: 14 members of the public, Cllr F Whelan and Mrs A Griffiths (Minutes Secretary, LGS Services).
Open Public Session Twelve residents of Meridian Close including Mrs Karen Turner raised the matter of the Public Open Space and outlined their concerns regarding the high charges being levied by the developers, Green Belt, for maintenance of the storm cell drainage system and grass cutting. The Chairman explained that the Parish Council had not been willing to assume responsibility for the storm cell and had been advised by South Cambridgeshire District Council that Green Belt would maintain the POS. The Parish Council had not been informed that charges would be passed on to residents. The Chairman reiterated the Parish Council's position that it was not prepared to adopt the POS due to the potential liabilities involved, having taken advice at the time from Bidwells; neither was it prepared to take on responsibility for the grass cutting or any other aspect of the maintenance. The residents were informed that section 106 contributions had to be used for the benefit of the village as a whole. They were further informed that SCDC as the planning authority had granted approval for the development, and it was suggested that the residents take matters forward through SCDC or their solicitors who had drawn up the legal agreements.
Whilst it was noted that the Parish Council was unable to help as it held no responsibility for the matter, a letter will be sent to SCDC's legal department informing them that the residents had attended the Parish Council seeking assistance, and enquiring whether there is any help or advice that SCDC can offer them. The twelve residents then left the meeting.
Mr Gary Arber and Mr Graham Daniels on behalf of the Football Club advised that whilst the grass on the pitch was growing, it would be necessary to avoid playing on it for the rest of the season to allow the grass to become established. Caldecote Parish Council intend to charge the Clubs a £2000 lump sum plus £25 per game for further use of the pitch in Caldecote, to defray the costs of their new pitch. This fee would average out to some £80 per game. The Football Club asked whether the Parish Council would be willing to contribute to the cost in addition to the £500 already committed to defray the costs of playing elsewhere (of which £200 had been agreed for fertiliser). The Chairman will attend the next meeting of Caldecote Parish Council on 3 December to ascertain the position.
A second request was made for assistance with the fees for drawing up plans for alterations to the Pavilion and development of the changing rooms area. This is to cost approximately £1250 and discussions are in hand to request a share of the costs from the Cricket Club and the junior football club in addition to the contribution from the senior football club and the funds requested from the Parish Council. The planning fees have to be paid before the improvements can take place.
Mr Arber and Mr Daniels expressed their thanks and left the meeting. Cllr Whelan declared an interest as a member of Caldecote Parish Council and left the meeting while the request for assistance was discussed.
Cllr Whelan rejoined the meeting and was invited to present her report. The report covered:
Cllr Whelan was thanked for her report and left the meeting.
1. Apologies for absence and declarations of interest Apologies were received from Cllrs Bhachu, Cripps and Stewart. Cllr Atkinson sent a message of apology for absence. No declarations of interest were received. 2. To approve the minutes of the meeting held on 27 October 2009 The minutes of the meeting on 27 October were approved as a true record and signed by the Chairman, after the alteration under item 3.8, line 2 "are" to read "were". (Prop GC, 2nd PJ) 3. Matters arising and carried forward from the last or previous meeting 3.1 (3.1) Grace Crescent / The Pastures It was agreed to leave this to Cllr Whelan to pursue. 3.2 (4.1) Security fencing around goals Information has not yet been received - carried forward. 3.3 (4.4) BT invitation to adopt red telephone box Clarification awaited - carried forward. 3.4 (3.4) School liaison It was noted that Cllr Cripps was already the liaison representative. Subject to her agreement, it was agreed (Prop IS, 2nd GC) to follow the School's suggestion of a termly meeting with the Chair of Governors and the Headteachers. 3.5 Other (3.9) Village Pond - it was agreed not to pursue registration at this time. (3.10) Footpath signs - the location was clarified and a letter is to be sent to Andrew Stimson of CCC requesting removal of the sign. (3.11) Speedwatch - training had taken place and the equipment was awaited. (6.4) Repairs to safety surfacing - The quotation of 6 July from RPM was considered. As this was considered a low risk by RoSPA and the playground inspection by a member had not identified any difficulties, it was agreed to keep monitoring the surfacing under the swings and defer expenditure for the time being. SCDC Chair's Delegation - Cllrs Storr and Chamberlain will attend the SCDC meeting and make comments in person. Cllrs Storr and Gill will attend the Planning Forum on 10 December. 4. Correspondence/communications received 4.1 Andrew Lansley MP - safety at Victoria Corner Reply to be sent noting the comments and informing Mr Lansley that following alterations and repairs to the pavement on the corner, there are now no puddles and pedestrians no longer have to step out into the road to avoid them. Speed restrictions and signage is already in place and double yellow lines would have limited effect as no-one parks at the location. It was agreed to request that Mr Lansley lend all his weight to achieving safety improvements by the shop in Cambridge Road. 4.2 Cricket Club - fertilizer on recreation field It was noted that the Cricket Club would be paying for and applying the autumn fertilizer. The Parish Council will consider a spring application. 4.3 SCDC - cabinet attending Parish Council meetings It was agreed to extend an invitation to the Leader or member of the Cabinet to attend a future meeting. 4.4 HCV Issues and Countywide Advisory Freight Map The consultation was noted. The Parish Council has no comments to make. 4.5 SCDC, CCC and other consultation and training meetings It was agreed to continue with the present means of notification. The open day at Highways department was noted, but members were unable to attend on that date. 5. Planning applications and decision notices 5.1 Planning applications received since the last meeting 5.1.1 S/1547/09/F - 73 St Neots Road - Extension, alterations and detached garage. The Parish Council made no recommendation. 5.1.2 S/1632/09/F - Dwelling, land to the South of 18 Pippin Walk The Parish Council made no recommendation. 5.2 Decision notices None. 5.3 SCDC LDF Public Participation & Statement of Community Involvement & Supplementary Planning Documents The Chairman and Deputy Chairman will comment on the consultation at the meeting at SCDC on 26 November. 6. Finance, risk assessment and procedural matters 6.1 To receive the financial report and approve the payment of bills The financial report was received and considered and invoices and bank statements were checked. The payments as listed in the report, plus ESPO £142.60 (Dog bins) and Town and Country £213.90 (tree work) were approved: (Prop GC, 2nd PJ, all in favour).
The payment to SCDC for £28.29 (Euro bin) was not approved as the bin was of the incorrect size. Credits received between meetings were noted, including the pitch drainage grant of £8000 from SCDC. 6.2 Play inspection reports The report on the Egremont Road play area was noted. Slats are broken on the west gate. Cllr Freeman will monitor the surfacing under the swings and try to clean off obscene graffiti from the outside and inside of the hut at the top of the slide. Cllrs Bhachu and Stewart are to be asked to email their reports as soon as possible. 6.3 Pitch drainage funding update report. The report was noted. The Football Foundation will release 95% of the grant monies, slightly reduced as the project has come in under budget. The remaining 5% will be released on receipt of the practical completion certificate from Agrostis Turf Consultancy. The grant of £8000 from SCDC has been received. An invoice will be sent to the football clubs for their contribution in due course. Mr Arber has undertaken the IOG training. In the light of the plea from the football club, and in recognition that the work done by the Clubs for the youth of the village benefited the whole village, the Parish Council was sympathetic towards supporting the Club with an additional £500 towards the charges for playing at Caldecote, plus a loan of £1000 to cover the remainder, interest free over three years. This will be carried forward to the next meeting pending the outcome of the Chairman's discussions with Caldecote Parish Council. The requested contribution towards the planning fees for the Pavilion development amounting to £625, will also be an agenda item at the next meeting. 7. Members items for the next agenda and for the Clerk's information and Closure of meeting The next meeting is to take place on 15 December at 7.30 pm in the School. It was noted that the pre-school have been asked by CCC to pay costs of £1700 for planning permission in addition to the costs of services. This is to be an agenda item to be raised with Cllr Whelan at the next meeting. The Chair and Vice-chairman were complimented on their handling of the meeting. The proposed trustee and bank mandate changes for the Hardwick Club and Institute Trust were noted. There was no further business and the Chairman declared the meeting closed at 9.50 pm.
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