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Minutes from 27 November 2007

Last updated: Tuesday, 27 November 2007, 08:46 PM

Present

Cllrs: Ian Storr (Chairman), Jim Stewart, Alan Freeman, Richard Grenfell, Grenville Chamberlain and Tejinder Bhachu.

In attendance

Mrs L Hazel (LGS Services) and five members of the public including representatives of the Youth Club and prospective new council members.

Open Public Session

None.

Minutes

1. To approve apologies for absence and declarations of interest.

1.0 Apologies were noted from Cllr Freeman(late).

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

2. To approve the minutes of the last meeting on 22 October 2007

On a proposition by Cllr Chamberlain, seconded by Cllr Stewart the minutes were approved as a true record after the following minor amendment to show in item 5.1 (pg29) the answer to the question ‘Will a high bank be incorporated into the scheme’ is ‘No’. The Chairman signed the minutes.

3. Matters arising and carried forward from the last meeting

3.0.1 (3.0.1) Pond de-weeding – It was confirmed that Pat Matthews has advised that his team can undertake the work without too much difficulty as there is not a lot of sediment. The only foreseeable problem is that one lane of traffic will have to be closed for health and safety reasons. It was noted that the weed once cleared will be placed by the side of the pond. Te estimated cost for the work to be carried out is in the region of £900. The last time the pond was de-weeded was approximately 10 – 15
years ago.

On a proposition by Cllr Chamberlain, seconded by Cllr Bhachu it was unanimously agreed to accept the verbal quote from Pat Matthews of £900 and arrange for the work
to be carried out.

3.0.2 (8.2) Overhanging trees Limes Road – Cllr Stewart confirmed that he has contacted SCDC’s Tree Officer who has excepted that the work needs doing but that it is not a top priority at present. The Tree Officers have agreed to re look at the situation again either this month or next.

3.1 (3.1) Co-option of new members to fill vacancies

A notice about the vacancy has been hand delivered to each of the new homes at Saxon Place and has been advertised on the notice board inviting interested parties to come forward. SCDC has not as yet notified the Parish Council if it may co-opt to fill the casual vacancy caused by the resignation of Ron Lewis-Smith. To date there have been two applicants who both supplied a brief letter of introduction. Cllr Stewart informed the Parish Council that he knows of 2 other people who are interested in becoming new members and a member of the public at the meeting also indicated that she was interested. As there are now more applicants than vacanciesand so to be fair and make sure no one is penalized for not being able to attend the meeting it was unanimously agreed to hold an extra-ordinary meeting on the 11 December to co-opt new members. There will be no other business that evening. All interested people are to be asked to send their details to the Clerk who will then formally invite them to attend the meeting on the 11th where members will talk to each person individually and then hold a ballot to decide who should be co-opted onto the Parish Council. SCDC is to be chased to confirm that the Parish Council may fill the vacancy left by Ron Lewis-Smith’ recent resignation.

On a proposition by the Chairman it was agreed to take item: 7.2 next.

7.2 Youth funding

It was noted that the fund raising to date is £1125. Mr Dan Baker was asked by the Parish Council to expand on his e-mail and provide the Parish Council with an update.
Mr Baker reported that they wish to hold a quiz night on Saturday and confirmed that they require approximately £350 to finance this and asked the Parish Council if they would releasea cheque for £350 tonight. It was highlighted that the cheque would not clear in time. It was confirmed that a cheque for £350 could be released to their mentor who agreed to reimburse them with the money in cash in time for the quiz night.

The Parish Council agreed to authorise a cheque for £350 from the PARC funding to be released tonight. It was noted that aprocedure needs to be put in place for the
release of any future funding. It was formally agreed that in the future Dan Baker would e-mail the Clerk when they require more funding/money in advance which would then be bought to the Parish Council for authorisation/release.

Mr Baker and his colleague left the meeting.

3.2 (3.3) Skateboard Secura Cam Repairs

It was noted that the engineer attend to fix the lights and the sensors however it was noticed that they were still not working properly and he was asked tore-attend. It was
confirmed by the Chairman that even though the engineer has re-attended the lights are still not working properly. It was agreed to ask the engineer to attend again to fix the problems. It was noted that the invoice for approval at tonight’s meeting indicating 50% to Parish Council and 50% to HSSC is correct.

3.3 (3.5) CCTV Equipment

Cllr Grenfell reported that he has looked at the equipment and concluded that it is not a standard computer that items can be added on. The Parish Council indicated that
they are unhappy with Secura Cam and it was therefore agreed that when the contract for Secura Cam is up for renewal they will look at updating the CCTV equipment at
the same time. This item is to be carried forward to a later meeting.

3.4 (5.2) Minor Highway Improvement Scheme (MHIS)

A bid was considered for a speed camera adjacent to the School. After some discussion it was agreed that the Parish Council does not want to put in a bid this year
it was however agreed that the Parish Council would contact Cambridgeshire County Council (CCC) highlighting that Hardwick Parish Council does not wish to place a
bid under the MHIS but requesting that they would carry out an options appraisal on Cambridge Road and Main Street. It was highlighted that the Parish Council would
like a options appraisal carried out to look at specifically improving/reducing traffic in particular traffic passing the School and on Main Street.

It was also agreed that the Police should be asked to conduct a speed survey outside the School around 9.00am and at approximately 3.30 – 4.30 pm when School finishes.
It was agreed to highlight in the letter that the Chairman has previously asked that the Police look at the ‘top road’ but it was felt that it is not a top priority but that the School is more of a priority and all efforts should be concentrated on it.

Cllr Storr reported on the recent Neighbourhood Panel meeting he attended. It was noted that the Police and PCSO covers approximately 12 villages the main village
being Cambourne. It was felt by people at the meeting that Cambourne should have their own dedicated PCSO.

3.5 (3.3) Update on pavilion surfacing – consider quote

The Chairman reported that John Cobb & Sons had not delivered its promised start date and proposed that the new quotation from T&G Groundworks be accepted. The
contractor had indicated that they would start on 3 December. The quotation did not include the supply and installations of railings. This was seconded by Cllr
Chamberlain and therefore it was agreed that the Parish Council would accept T&S Groundworks quotation as follows and source matching railings and ask T&S Groundworks to install these at the same time.

New path from existing to join proposed new block pave area in front of Social Club path approximately 30m x 2.7m take up existing slabs and remove from site. Pathwayl.2m x 27m on the recreation side of the area in front of Pavilion (Social Club). Excavate and. lay concrete footpath edgings, blind off existing hardcore, supply and lay 40mm of base dense bitumin macadam (D.B.M.) finish surface of 20mm of 6mm D.B.M. to match existing. Make good edges to playing field for £6052.00 + VAT

Proposed block pave area in front of social club approximately 105 meters squared. Take up existing slabs and remove from site, excavate area to depth of 215mm supply and lay edgings, lay low track membrane, 100mm of MOT. Hardcore, supply and lay Chelsea sets. (As discussed with Mr Storr on site) to be laid on 50mm sharp sand bed. Supply all materials and labour. Site to be left clean and tidy for sum of £6380.00 + VAT

It was agreed that an early payment of £9,000 should be paid before Christmas provided the work is nearly completed.

Cllr Freeman arrived.

3.6 (3.3) Skate park quotes from Cobb and Sons, T&G Groundworks and Freestyle Quotations from John Cobb & Sons and T&G Groundworks were considered. On a proposition by Cllr Chamberlain, seconded by Cllr Stewart it was unanimously agreed to accept the quote from T S Groundworks for £200 to repair the surfacing near the
edges of the skateboard equipment.

3.7 (4.2) Smoking shelter Update

It was noted that the proposed glass roof will go over the top of the existing slate roof on brackets. Wood could be an alternative to brick pillars. Plans are being drawn up
by the architect before quotations are sought.

3.8 Tree work and fencing to adj to 12-16 Egremont Way.

Letters have been sent out to 12-16 Egremont Way inclusive about the planned work to the hedging and the repair of the fence. Permission has been gained from Mr Gyton
for work to the fencing. No 12 has replied that her fence is in excellent condition and must not be touched. There has been no reply from 14. Therefore the contract has
been issued to Town & Country to only repair the fencing at 16 Egremont Road. The hedging will be trimmed as already agreed. The trees overhanging Mrs Carr’s property at Ashmead Drive are to be done at the same time as previously agreed.

4. Members reports and items including

4.1 Play park inspection reports

Inspection reports were received and considered. The bench in front of the Church has been vandalised and is beyond repair. It was agreed that quotes/prices are to be
obtained for a replacement bench. Cllr Grenfell agreed to provide the Clerk with the details of type and size of bench that is required and to look to see if the commemorative plaque on the bench is still there. Missing slats on the small play equipment on Egremont Road are to be repaired. It was agreed to ask the Clerk to arrange for repair of the equipment.

5. Correspondence/communications received

5.1 CCC – Contracted bus service review

Noted.

5.2 Cricket club damage to square

The letter from Chris Fuller about a vehicle driving over the cricket square was considered. The Parish Council confirmed that although it was an unfortunate event there are no plans at present to prevent unauthorised vehicles entering onto the recreation ground. It was agreed that a reply should be sent to Chris Fuller stating that there is nothing that the Parish Council can do however the Parish Council will log the incident with the Police and look at the CCTV to see if any of the incident is caught on camera.
It noted that some of the posts between the car park and pavilion have been broken and that the end of the fence is wobbly. Cllr Storr agreed to look into this.

5.3 SCDC – Naming of streets within the district

Noted.

5.4 A letter from of thanks from the Chairman of Hardwick allotments Association was noted.

6. Planning applications and decision notices

6.1 S/2040/07/F 89 Ellison Lane – Log Cabin

The Parish Council makes no recommendation.

6.2 S/1999/07/F 13 Pippin Walk – Ext & replacement porch

The Parish Council makes no recommendation.

It was agreed to take item: 6.5 next

6.5 S/1948/07/F 62 Ellison Lane – 2 Bedroom Dwelling

The Parish Council makes no recommendation.

6.3 S/1975/07/F 43 Ashmead Drive – Conservatory

The Parish Council makes no recommendation.

6.4 S/2062/07/F 25 St Neots Road – Driving Standards Agency

There were only minor amendments. The Parish Council makes no recommendation.

Decisions-The following were noted

6.6 S/1854/07/F 50 Ellison Lane – Approved by SCDC
6.7 S/1822/07/F Newton Hse, 147 St Neots Road– Approved by SCDC
6.8 S/1583/07/F 41 Cambridge Road- Approved by SCDC
6.9 S/1465/07/F Land Adj 16 Bramley Walk- Approved by SCDC
6.10 S/1500/07/F 99 Cambridge Road- Approved by SCDC
6.11 S/1501/07/F 99 Cambridge Road- Approved by SCDC
6.12 S/1529/07/F 115 Cambridge Road- Approved by SCDC

Tree Works – Victoria Farm Cottage. The Parish Council makes no recommendation.

7. Finance, risk assessment 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 Chamberlain, seconded by Cllr Freeman the
payments as listed in the report were approved for payment plus £350 to be released from PARC funding as discussed earlier.

Victoire Press (newsletter printing) £440.00
Secura – Cam (UK) Ltd (maintenance CCTV) £61.69
ESPO (goals net) £24.68
LGS Services (admin support) £1076.23
LG Stoehr (salary) £140.40
Grounds by Rounds (grass cutting) £215.42
J Dyer (salary) £96.46

The following was noted:

Replacement bulbs have been bought and installed by the Pavilion entrance. This was a lot cheaper than calling out a contractor.
A plumber was called to repair the external waste pipe. His invoice is awaited.
A letter has been sent to Inland Revenue seeking a dispensation to pay the tax and NI annually instead of monthly as the total liability is less than £500pa and as online returns are submitted, the Parish Council is in credit for most of the year and makes Nil returns

7.3 Grass cutting contract review for season 2008

The e-mail and quote from Grounds by Rounds was considered. It was agreed by the Parish Council that they were satisfied with the work carried out to date therefore on a
proposition by Cllr Storr, seconded by Cllr Grenfell it was unanimously agreed to accept the quote and appoint Grounds by Rounds for a three year contract. The
increase in pricing over the three years was noted.

7.4 St Neots Road damaged bus shelter

7.4.0 The Clerk’s report on the latest position with the insurers and her discussion with a solicitor was considered. On a proposition by Cllr Chamberlain, seconded by Cllr
Grenfell it was unanimously agreed to go ahead with the replacement of the bus shelter whilst pursuing the matter further to try and recover costs. Miller Sands Solicitors were formally appointed to act on the Parish Councils’ behalf and to send a letter to the third party at no cost to the Council. It was noted that the new shelter will require disabled access and the base may have to be modified.

7.4.1 Lease between Hardwick Parish Council and Hardwick Sports & Social Club

It was noted that Irena Spence has requested a plan of the lease areas and that the

Parish Council could obtain ordnance survey plans via the District Council by licence. Permission was given for the licence to be signed The car park and main building were outlined on the draft plan to enable the registration of the lease to be finalised.

7.4.2 (3.3) Skateboard Report

The quote from Freestyle for the proposed work to be carried out was considered. The Parish Council agreed to respond that they are horrified at the price quoted for
replacement of the rivets and ask that they provide an exact breakdown of the costs. It was notedthat the work to the grind rail does not need to be carried out. Quotes are to be obtained from a different company if possible. This is to be carried forward to the next meeting.

8. Members items for the next agenda and for the Clerk’s information and Closure of meeting

8.01 Manhole cover by the bus stop in Egremont Road and Merton Walk are protruding and dangerous. This is to be reported to Highway Division.

8.0.2 The application to get Millers Way recognised as a right of way has been sent to CCC.

8.0.3 A lot of mud is being deposited on the road by the new development at the bottom of the village. It was agreed to monitor the situation.

8.0.4 The next Parish Council meeting has now been changed to the 18th December with a meeting to be held on the 11th December to co-opt new members onto the Parish Council only.

There was no further business and the Chairman declared the meeting closed at 9.17pm