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Parish Council: Meeting minutes 26 May 2009Last updated: Tuesday, 26 May 2009, 07:46 PM
Parish Council Minutes Annual Meeting held on Tuesday 26 May 2009 in the School at 8.30pm
Present: Cllr I Storr (Chairman), N Atkinson, S Cripps, A Gill, P Joslin, and J Stewart In attendance: President Sports and Social Club and Mrs L Hazel (Minute Secretary, LGS Services).
Open Public Session None. 1. Annual Business 1.1 To elect a Chairman On a proposition by Cllr Stewart, seconded by Cllr Cripps it was unanimously agreed that Cllr Storr should be elected as Chairman. 1.2 To receive the Chairman’s declaration of acceptance of office or, if not then received, to decide when it shall be received Cllr Storr signed the declaration of acceptance. 1.3 To elect a Vice-Chairman On a proposition by Cllr Storr, seconded by Cllr Joslin it was unanimously agreed that Cllr Chamberlain should be elected as Vice-Chairman if he was willing to accept the nomination. 1.4 To appoint committees or any other officers which the Council deems necessary None. 1.5 To appoint representatives on any other organisation or authority, which the Council deems necessary The following was agreed:
Cllr Cripps be appointed as Parish Council representative/Community School Governor. 2. To consider resolutions, if any, arising from the Annual Parish Meeting None. 3. To approve apologies for absence and declarations of interest 3.0 Apologies were noted from Cllr Chamberlain (out of parish). Cllr Whelan’s apologies were also noted. 3.1.1 There were no declarations of interest. 4. To approve the minutes of the meeting on 28 April On a proposition by Cllr Stewart, seconded by Cllr Joslin the minutes of the meeting on 28 April 2009 were approved as a true record and signed by the Chairman. 5. Matters arising and carried forward from the last meeting 5.0 (3.1.1) Parish Council land review – A meeting is to be arranged shortly to allow the review to take place. 5.1 Clerk Report Noted. 5.1.1 Miller’s Way – carried forward This item is to be carried forward, when Cllr Fiona Whelan and Cllr Chamberlain are in attendance. The Chairman is to send details to the Social Club for them to pass onto members to see if they can assist in anyway. 5.1.2 (3.1.2) Safer Routes to School project – wig-wags – update & School Footpath Egremont Road 5.1.2.1 Safer Routes to School project - wig-wags – On a proposition by the Chairman it was unanimously agreed to accept the revised draft agreement drawn up. A copy of the draft agreement is to be sent to the Parish Council’s Insurance Company for approval. 5.1.2.2 School Footpath Egremont Road – Correspondence from David Gilkes South Highways regarding a proposed barrier was considered. On a proposition by Cllr Cripps seconded by Cllr Joslin it was agreed that the proposed changes are acceptable to the Parish Council. A meeting is to be arranged to clarify the works. 5.1.3 (4.2) St Mary’s Church Hardwick – request for grant towards grass cutting Cllr Gill proposed, seconded by Cllr Joslin that in accordance with its powers under Section 137 of the Local Government Act, 1972, the Council reimburse the fee of £1,360.21 for the Church’s Insurance costs and donate £300 towards the cost of grass cutting which, in the opinion of the Council is in the interests of the area and its inhabitants, was carried. It was reported that the President of the Sports and Social Club indicated they can donate the remainder part of the grass cutting costs. 5.2 Members items, reports and recommendations 5.2.1 (3.2.2) Limes Road – result of survey re: shrubbery recreation ground Cllr Gill reported the gap which had developed by people using the section as a short cut is slowing closing up as the vegetation is growing. It was agreed as a temporary measure to ask the Handyman to re-erect the fence post and pull the wires taught. Cllr Gill is to seek advice on long term solutions and report back in due course. 5.2.2 (3.2.3) Lighting in Grenadier Walk & by the Church – result of survey and to consider if lights are required 5.2.2.1 Lighting Grenadier Walk - It was confirmed that there is a light in Grenadier Walk therefore this matter can now be closed. 5.2.2.2 Lighting by Church –On a proposition by Cllr Stewart seconded by Cllr Cripps it was unanimously agreed to purchase and install a street light in this location, preferably on the telegraph pole next to the church sign but if not then a lighting column nearby. 5.2.3 Grace Crescent - update Cllr Storr reported that there is a query over the Safety Audit which will hopefully be carried out soon. Carried forward to the next meeting. 6. Correspondence/communications received 6.1 Cambridge Transport Commission – Invitation to give evidence at Public hearing Details of this were not available. 6.2 SCDC re: Parish Forum Meeting Cllrs Gill and Storr are to attend. 7. Planning applications and decision notices 7.1 Planning applications received since the last meeting 7.1.1 S/0652/09/F – 120 Limes Road – Conservatory No recommendation. 7.1.2 S/0464/09F – 46 Hall Drive – Extension and Annexe No recommendation. 7.2 Decision notices 7.2.1 S/0291/09/RM – Land to North of 62 Ellison Lane – change of appearance – Approved Noted 7.2.2 S/0275/09/F – 339 St Neots Road - replacement dwelling – Approved Noted. 7.2.3 S/0208/09/F – 124 Limes Road – extension – Approved Noted. 8. Finance, risk assessment and procedural matters 8.1 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. On a proposition by Cllr Atkinson, seconded by Cllr Cripps the payments as listed in the report were approved:
8.2 Annual Reviews 8.2.1 Standing orders, Financial Regulations and Risk Assessment review The Standing Orders, Financial Regulations and Risk Assessment policies were all reviewed. No changes are required at this time. 8.2.2 Insurance policy and fidelity guarantee review The insurance quotes were noted and considered. On a proposition by Cllr Gill seconded by Cllr Joslin it was agreed to accept the Insurance quote from Came & Co (Norwich Union) representing a considerable saving for a higher level of basic cover. 8.3 To approve the accounts for the FYE 2009, complete the annual return and the statement of assurance On a proposition by Cllr Cripps, seconded by Cllr Joslin the accounts were approved by resolution of Hardwick Parish Council and the statements in section 2 of the annual return were all answered ‘Yes’ apart from the Trust Funds which was not applicable. The Chairman signed sections 1 & 2 and the supporting accounts on the Parish Council’s behalf. 8.4 Public Sector Equality Duties – to note The Parish Council formally noted its duty. 8.5 Play Park Inspection – to receive reports Cllr Stewarts’ report was noted. Cllrs Bhachu and Freeman reports are to be requested by next week. 9. Members items for the next agenda and for the Clerk’s information and Closure of meeting 9.1 Grounds by Rounds – Cllr Storr reported that he has in been in discussions with Grounds by Rounds with regards to rolling of the Recreation Ground after works have finished / been completed. Grounds by Rounds are to make a recommendation to the Parish Council in due course once further advice is sought. 9.2 Potholes – It was noted that the potholes which have recently been filled in have already subsided and need redoing. The potholes in Main Street are particularly bad. This is to be reported. 9.3 Cllr Joslin reported that she will contact Isaiah 58 again about the proposed footpaths work. There was no further business and the Chairman declared the meeting closed at 9.25 pm
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