23 October 2007

Last updated: Tuesday, 23 October 2007, 05:20 PM

Present

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

In attendance: Mrs L Hazel (LGS Services), Mr & Mrs Arber (Hardwick Football Club), Mr David Fountain (Dencora) Mr Peter Smith (Lambert Smith Hampton) and one member of the public.

Open Public Session

See items 5.1 & 3.2.

Apologies for absence

1. To approve apologies for absence and declarations of interest.
1.0 Apologies were noted from Cllr Chamberlain (out of parish) and Cllr Grenfell (late).
1.0.1 There were no declarations of interest at this point of the meeting.

2. To approve the minutes and the confidential report of the last meeting on 25 September 2007

On a proposition by Cllr Storr, seconded by Cllr Stewart the minutes and the confidential report of the last meeting on 25 September 2007 were approved as a true record after the following minor amendment to show in item 5.0.3 that the meeting is to be held on 21 November 2007 and not September. The Chairman signed the minutes.

On a proposition by the Chairman it was agreed to take item: 5.1 here.

5.1 Ex – Burdens site, St Neots Road – proposal by Decora, David Fountain

Cllr Bhachu arrived during this item.

Mr. David Fountain was welcomed to the meeting and invited to give his presentation on the ex-Burdens site. Mr. Fountain thanked the Parish Council for allowing him to attend tonight’s meeting and introduced his colleague Mr. Peter Smith who is attending tonight’s meeting as a representative of the Driving Standards Agency (DSA) who is prospective occupiers of the site. The following points were noted:

* The DSA are looking to open a new Motorcycle Test Centre at St Neots Road.
* Motorcycles make up 1% of UK road traffic yet motorbike riders suffer 17% of road deaths. In 2005, 569 were killed and 5,939 seriously injured.
* Various sites were considered.

The following needs had to be considered/taken into account when assessing each site:

* Different range of traffic conditions,
* Candidates must be able to reach a test centre within 30 – 45 minutes with a maximum travel distance of 20 miles. The test centre must only be approximately 20 minutes away from town/city
* The need to provide a level open area of 125 meters x 40 meters.
* Only motorbike testing will be carried out on site. The St Neots Road site will not be a multipurpose test centre.

Mr Fountain went on to show the Parish Council the proposed plans for the which were explained in detail. The following points were noted:

* The existing buildings on the site with their associated outside storage of materials will be demolished.
* Provision of a single storey office/reception centre site towards the rear portion of the site (providing approximately 95 sq meters of accommodation). This is to be used as a base for examiners with space for a waiting room, toilet facilities etc.
* Hard and soft landscaping.
* Formation of 8 car parking spaces and 7 motorcycles bays.
* A Noise Survey has been undertaken by the DSA own acoustics engineers to record noise levels at the site at present.

The following was noted:

* W T Burden operation’s generated 96 vehicular movements during the morning and afternoon peak hours, 34 being HGV’s.
* The proposed new Test Centre would generate less noise.
* The proposed landscaping scheme includes planting and strengthening the existing screening and the boundaries to the existing residential properties to the north, there will be a mixture of chain link fencing; close boarded and interwoven timber fencing supplemented in parts by shrubbery.

This matter was open to discussion and the following questions were raised:

Q - Where will the surface water runoff?
A - There will be less hard surface than present therefore there will be less runoff.

Q - Will there be any intercepts’?
A – Yes.

Q – What will the hours of operation be?
A – DSA test centers are available for testing between the hours of 0730 and 1930 Monday to Saturday. However, they are the maximum opening hours and the
vast majority of testing occurs between 0830 and 1630 and principally on weekdays only. Motorcycle examiners would carry out between 8 – 12 tests per
day based on the proposed operating hours. This will result in a maximum of 12 tests per examiner per day during the summer quarter and around 8 tests per day
during the winter months when the light is poorer. The total number of daily vehicle movements predicted is 50, the majority of which are motorcycles.

Q – Will the motorbikes being tested be below 250cc?
A - No. The test can be carried out on bikes up to 500cc.

Q – I noted that you stated that there is already a site in Cowley Road how big is the site?
A – The site in Cowley Road is smaller than the proposed new site. The nearest sites size wise are: Ipswich, Kings Lynn.

Q – Are other sites in residential areas?
A – No, however all the other sites are multiuse centers and are not purely just for testing motorcycles.

Q – Will a high bank be incorporated into the scheme to reduce the noise emitted from the site?
A - Mr. Fountain showed the Parish Council a DVD showing a test in operation to help the Parish Council understand the application better. It was noted that the test lasts for approximately 7 minutes and that only 1 person is tested at any one time. It was confirmed that the site will be securely locked when not in use and the maneuvering area will be entirely fenced off with security gates and that it will not be a practice site but purely a test centre.

Q – You mention that there will be new European legislation that is due to come into force for motorcycle driving tests when exactly will they come into force?
A - The legislation has already come into force and the DSA have until October 2008 to ensure compliance.

Q – How cost effective will the proposed site be?
A - The DSA recognizes that there is completion for sites and that the realistic value of the land compared to the cost of the site has to be taken into account.

Q – What will the width of the entrance be?
A - The entrance will be approximately 6 meters narrowing down to 5.5 meters.

Q - Will there be a path for pedestrians.
A – No. It is anticipated that there will not be a need for one.

Cllr Storr explained the Parish Council’s procedure when deciding planning applications. Mr. David Fountain and Mr. Peter Smith were thanked for their presentation and for attending the meeting and answering questions. It was confirmed that tomorrow there will be an open afternoon at the site for residents to come and view the site and ask questions. The residents in St Neots Road have been leafleted.

Mr Fountain and Mr Smith left the meeting.

On a proposition by the Chairman it was agreed to take item: 3.2 here.

3.2 (3.1) New Report on Pitch Survey – it has been extended to include both pitches and quotes have been obtained via the football club. Cllr Stewart declared a personal interest in this item.

Mr. and Mrs. Arber were welcomed to the meeting. An update on the current position was provided. It was noted that an extra/new survey has been undertaken to cover/include both pitches and that the cost of the slip drainage has effectively doubled. The Parish Council confirmed as agreed at the last meeting that they would donate £12,000 towards the cost of installing new drainage but would not contribute the full amount. Mr. and Mrs. Arber went onto explain the FA application process and that a formal letter is required to accompany the application confirming the Parish Council’s donation, ownership of land and that the FC has the Parish Council’s agreement to go ahead with the project.
It was agreed that a formal letter should be sent to Mr. & Mrs. Arber confirming:

Parish Council’s donation of £12,000, ownership of land and that the FC have the Parish Council’s agreement to go ahead with the project. Mr. & Mrs. Arber will get in contact with the Clerk if any other information is needed. Mr. & Mrs. Arber were asked to re-contact the Parish Council when all the funding is in place and were asked where possible to try and get the work carried out sooner rather than later as it will benefit the whole community in the long run. Mr. & Mrs. Arber thanked the Parish Council for their support and help and they left the meeting

Matters arising and carried forward from the last meeting

3.0.1 (8.3) Pond de-weeding – It was confirmed that Pat Matthews has been contacted for further advice and will respond in due course. It was agreed to check to see if the posts have been bought yet?

3.1 Co-option of new members to fill vacancies. It was noted that no one has come forward. Members are to try and actively recruit new members.

Cllr Grenfell arrived at this point.

3.2 (3.1) New Report on Pitch Survey – it has been extended to include both pitches and quotes have been obtained via the football club. This item was taken earlier.
3.3 (3.2) Skateboard Report - The report from Freestyle was considered.

* Picture one (grind rail) - It was agreed that this is not needed therefore the Clerk is to be asked to obtain a quote for its removal.
* Picture 2 (park bench) - It was agreed that no action is required as it met the regulations at the time.
* Picture 3 (rivets) - It was agreed to ask Freestyle to provide a quote to re-rivet as per mentioned in Picture 3 + 4 + 5 of report.
* Picture 4 + 5 (joints + tarmac) – It was agreed to ask John Cobb & Sons who are due to undertake tarmacing outside the Pavilion if they will have a look at the tarmac that has worn from the nosing of the ramp and fill in/repair where necessary.
* Picture 6 (sheets) – It was agreed that no action is required.

It was noted that the Secura-cam still has not repaired the lights are not working at the Skateboard Park (at back) neither is the infrared light sensor. This is to be chased.

3.4 (8.3) Pond de-weeding - This was taken earlier under item 3.

3.5 (3.2) CCTV equipment. The Clerk’s report was noted. Cllr Grenfell reported that due to other commitments he has not had a chance to look into this yet. It was agreed to carry this item forward to the next meeting for further consideration.

Members reports and items including

4.1 Play park inspection reports & vandalism to elephant spring toy. It was noted that the elephant spring toy had been vandalised. On a proposition by Cllr Storr, seconded by Cllr Grenfell it was agreed to accept the quote by Wicksteed Leisure of £150 to repair the equipment.

4.2 Smoking Area at the Pavilion - Cllr Storr reported that South Cambridgeshire District Council’s Smoking Officer has assessed the site and is happy in principal with the proposals. It was reported that two architects have visited the site and gave their opinions/advice which were discussed. It was felt by the Parish Council that the best option was to install a thick piece of glass (vandal proof) that abuts up to the existing wall resting on pillars. It was agreed that Cllr Storr, as the Parish Council’s representative, would report to the Social Club that as landlords the Parish Council’s preferred smoking shelter option as stated above and that the Parish Council would also like to see improved lighting
by the shelter and CCTV (inside) to see out to the new shelter.

4.3 Police Report - Noted.

Correspondence/communications received

5.1 Ex – Burdens site, St Neots Road – proposal by Decora, David Fountain. This item was taken earlier.
5.2 Minor Highway Improvement Scheme. It was queried if this includes street lighting under ‘safety’ if so then the Parish Council would like to put in a bid. Cllr Stewart is to look into this and report back to the next meeting.

Planning applications and decision notices

6.1 S/1854/07/F 50 Ellison Lane – Conservatory. The Parish Council makes no recommendation.

6.2 S/1822/07/F Newton House, 147 St Neots Road – Replacement of fire damaged building with new buildings for office, restaurant, function room, & staff accommodation for restaurant use. The Parish Council makes no recommendation with the following comment:

* The Parish Council does not like the idea of a 6ft fence in front of the property onto St Neots Road.

6.3 S/1948/07/0 62 Ellison Lane – Two bedroom dwelling. The Parish Council makes no recommendation.
6.4 S/1416/06/F Land R/O 124 – 158 Main Street – Amendments. The Parish Council makes no recommendation.

Decisions - The following were noted (NB the agenda numbering has been changed):
– Approved by SCDC
S/1583/07/F 41 Cambridge Road
S/1501/07/F 99 Cambridge Road – Approved by SCDC
S/1500/07/F 99 Cambridge Road – Approved by SCDC
S/1465/07/F Land adj to 16 Bramley Way – Approved by SCDC
S/1487/07/F 343A St Neots Road – Approved by SCDC
6.8
Cambs East Area Action Plan
Circulated.

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 Freeman, seconded by Cllr Stewart the
payments as listed in the report were approved for payment plus: Leader Builders £1,439.00 and ARD £11,057.93.
Secura - Cam (UK) Ltd £82.25
Grounds by Rounds £215.42
LGS Services £922.12
Ringway £1153.05
It was noted that the contractor will be clearing the overhanging branches adjacent to a house in Ashmead Drive over half term.

7.2 CCC - Pension contributions. To be circulated.

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

8.0 It was noted that that people are misusing the Egremont Road car park and it was queried if access to the car park could be blocked off with a gate when not in use. It
was confirmed that the Police are aware of this and are looking into reports.

8.1 Neighborhood Panel Meeting – It was noted that this has already been advertised in Hardwick Happenings. The Clerk is to be asked to place a notice on the notice board
reminding people that the next Neighborhood Panel Meeting is on the 21 November 2007 starting at 7.30pm in the Pavilion.

8.2 Overhanging trees Limes Road – It was noted that this is on SCDC’s Trees Officer’s list to do. Cllr Stewart agreed to chase this up on behalf of the Parish Council.

8.3 Cllr Grenfell queried when the Parish Council’s annual walk around the village is. It was agreed that this would be held in spring when the weather is better.

8.4 Ellison Lane – Cllr Storr confirmed that the resident at number 1 has started to cut back his vegetation.

8.5 Date of next meeting – The next meeting is to be held on 27th November at 7.45pm in the School.

There was no further business and the Chairman declared the meeting closed at 9.35pm