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Parish Council: Meeting minutes 27 May 2008Last updated: Tuesday, 27 May 2008, 01:15 PM
Present: Cllrs: Ian Storr (Chairman), Anthony Gill, Pauline Joslin, Alan Freeman, Tejandier Bhachu and Jim Stewart. In attendance: Mrs L Hazel (LGS Services). Open Public Session No members of public were present. 1. Annual Business 1.1 To elect a Chairman Cllr Storr opened the meeting and invited nominations. On a proposition by Cllr Stewart, seconded by Cllr Freeman 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 Bhachu it was unanimously agreed that Cllr Chamberlain should be elected as Vice-Chair. 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: Grenville Chamberlain and Anthony Gill – Planning Applications. Pauline Joslin – Parish Path Partnership (PP3). Anthony Gill – Tree/s Officer. Play Areas – Tejandier Bhachu and Jim Stewart. Jim Stewart is to undertake inspection of the play area by the Church. 2. Apologies for absence and declarations of interest 2.0 Apologies were noted from Cllr Chamberlain and Cllr Cripps (all out of parish). Cllr Denzil Baldwin also sent his apologies. It was noted that Cllr Grenfell had resigned from the Council. There were no declarations of interest. 3. To approve the minutes of the meetings on 22 April 2008 On a proposition by Cllr Stewart, seconded by Cllr Joslin the minutes of the meeting on 22 April 2008 were approved as a true record and signed by the Chairman. 4. Matters arising and carried forward from the last meeting 4.1 Clerk Report 4.1.0 Pitch Drainage - As this is ongoing it will be carried forward to a future meeting.
4.1.1 Hundred Housing – It was noted that deed of variation had been received and will be signed by the Chairman and one other member. This will be then sent to the County Council. 4.2 (5.4) Smoking Shelter - Update Cllr Storr provided an update on the current situation. The following points were noted: A meeting was held on Thursday 15 May with Ian Storr, Nick Blackaby (LNB Builders), Diane Rason and Ian McGonigal on site. It is hoped to be completed by the end of June. The Sports and Social Club will obtain quotes form a qualified electrician for installation of new/additional lighting. 5. Correspondence/communications received 5.0.1 Cricket Club The recent e-mail from the Cricket Club was noted and considered. On a proposition by Cllr Storr, seconded by Cllr Stewart it was unanimously agreed that Hardwick Parish Council would fund the cost of weed killer on the understanding that when the Cricket Club spray the area in question they make sure that they meet/abide by the Health and Safety guidelines and that sufficient signs are erected warning members of the public in particular dog users who may use the area. 5.0.2 In response to the request from Mrs Rason asking if the Parish Council would continue to provide computer paper the Parish Council were not aware that there was an agreement that they would provide computer paper for the community computer therefore it was agreed that further details/costs are to be obtained before a commitment is made to purchase more. 5.1 Parish Pond Survey It was noted that Cambridgeshire and Peterborough Biological Records Centre coordinating a pond survey. It was agreed that an article is to be put in the Newsletter with full details inviting residents to take part if they so wish to. The Parish Council will contribute with information on the village pond. 5.2 Shop Parking It was noted that in response to a complaint from a resident Mr Andrew Lansley MP is arranging a meeting with CCC to which the Parish Council will be invited to send a representative. Carried forward to a future meeting. 5.3 Memorial Area at the school It was noted that it is coming up to the first anniversary of Mrs Lynne Howells death and that there is to be a memorial area in the school grounds dedicated to her. A bench has been purchased upon which will be placed a plaque.. A request has been received from the School for £60 to enable a plaque to be bought. Cllr Storr proposed, seconded by Cllr Gill that in accordance with its powers under Section 137 of the Local Government Act, 1972, the Council donate £60 to the School which, in the opinion of the Council is in the interests of the area and its inhabitants, was carried. 6. Planning applications and decision notices 6.0.1 It was noted that the District Council are meeting on the 16 July at 6.30pm when the final criteria /Post office closures will be agreed and that Parish Councils will be invited to attend. It was agreed that Cllr Storr will attend the meeting and report back in due course. 6.1 Planning applications 6.1.1 S/0767/08/F – 14 Egremont Road – Extension It was noted that no documentation has been received for this application but that Cllr Gill has looked up the details on the website and was able to advise the Parish Council accordingly. It was agreed to delegate this planning application to the Cllrs Chamberlain and Gill to make a recommendation by the deadline. 6.1.2 S/0758/08/F – 28 Main Street – Extension The Parish Council makes no recommendation. 6.1.3 S/0726/08/F – 21 Cambridge Road – Replacement of flat rood with pitched roof The Parish Council makes no recommendation. 6.2 SCDC Approval/Refusal notices 6.2.1 S/0598/08/F – 74 Ellison Lane – Extension – Approval Noted. 6.2.2 S/0546/08/F – 9 Pippin Walk – Conservatory – Approval Noted. 6.2.3 S/0430/08/F – 65 St Neots Road – Conservatory – Refusal Noted. 6.2.4 S/0477/08/F – 6 Main Street – Creation of new access – Approval Noted. 6.2.5 S/0491/08/F – 52 Main Street – Extension – Approval Noted. 6.2.6 S/0507/08/F – Land adj to 10 hall drive erection of stable block – Approval Noted. 6.2.7 S/0353/08/F – 25 Ellison Lane – Extension – Refusal Noted. 7. Finance and procedure 7.1 To approve 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 Freeman, seconded by Cllr Stewart the payments as listed in the report were approved: Allianz Cornhill (insurance premium) £2286.85 Cambs County Training Partnership (member training) £80.00 Hardwick Primary School (room hire) £31.63 CALC (affiliation fee) £572.23 LG Stoehr (salary) £199.97 J Dyer (salary) £108.86 Grounds by Rounds (grasscutting) £244.80 LGS Services (admin support) £1068.26 St Mary’s Church (donation) £1500.00 Signwork Ltd (no smoking signs) £112.80 Timpsons (lock repairs) £64.63
7.1.1 Insurance Review It was noted that the current level of fidelity guarantee is £30k and it has been recommended that this is raised to £125k which will cost a premium of approx. £1.80 plus tax per £1k cover (£125k cover = approximately an additional £171+). On a proposition by Cllr Storr, seconded by Cllr Joslin it was unanimously agreed to raise the current level of fidelity guarantee to £125k. 7.1.2 Assets List - Review It was agreed that this item is to be carried forward to the next meeting for further consideration. 7.2 Annual Reviews 7.2.1 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. 7.2.2 Employee and admin support annual reviews The Clerk is to be asked if there are any guidelines on Employee reviews. Cllr Storr is to arrange a mutually convenient time with the Clerk for the review to take place. 7.2.3 Internal audit review and to appoint the Internal Auditor It was unanimously agreed to appoint Mrs. Chambers of Caxton Consulting again as internal auditor. 7.3 To approve the accounts, complete the annual return and the statement of assurance On a proposition by Cllr Freeman, seconded by Cllr Gill 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. 7.4 Play Park Inspection – to receive reports Cllr’s Bhachu’s report was noted. It was agreed that Cllr Freeman will take over the inspections of the Egremont Road play areas and Cllr Stewart will do the Church play area. Copies of inspection check sheets are to be sent to both members. 8. Members items for the next agenda and for the Clerk’s information and Closure of meeting 8.0 A letter has been received from Mr & Mrs Hunt with regards to the cowslips and cutting of them. It was agreed to contact Grounds by Rounds highlighting the agreement between themselves and the Parish Council with regards to cutting of the cowslips on the playing field. 8.1 It was noted that a complaint has been received about overhanging trees at 3 Pippin Walk. A letter is to be sent asking for these to be cut back. 8.2 It was noted that a resident is in the process of trying to arrange for a dropped kerb to be installed outside 21 The Pastures. It was agreed that a letter should be sent to CCC highlighting that the Parish Council are in support of this. There was no further business and the Chairman declared the meeting closed at 9.45 pm |
