COMBERTON PARISH COUNCIL

Minutes of the Parish Council Meeting held in the Old Village Hall
on Wednesday 13 June 2001

Members present:

Councillors:

Mr R Abraham

Mr M Bennett

Mrs R Bratt

Mrs S Hyde

Mr R James

Dr J McCabe

Mrs D Morison

Mr C Pettit

Mr W Watts

Miss C Westgarth

Dr M Wright

Ms J Wakelin

In attendance: District Councillor S Harangozo, County Councillor R Martlew and Mrs G Stoehr (Clerk)

1. Apologies
Mr G Saunders (Mr R Abraham for late attendance)

2. To approve the minutes of the previous meeting

On a proposition by Ms Wakelin, seconded by Mr Watts the minutes were approved as a true record with the following amendments: 'Members present to show that Ms J Wakelin and Mr C Pettit were present at the meeting; In attendance to show that Council Robin Martlew was not present; Apologies were received from Mrs S Hyde; Item 10.1 the additional site to show Swaynes Lane/South Street and the Focus Group meeting to show 7 June'. The minutes were then signed by the Chairman.

3. Matters arising from the meeting including

3.1 Chairman and Councillors' expenses (appended 1 to these minutes) The briefing paper based on the advice of CALC as presented by the Clerk was considered by the meeting.

The proposal by Mrs Morison, seconded by Mrs Bratt that 'members who incur telephone, postage and other out of pocket expenses on behalf of this Council whilst carrying out their duties either for the full Council or one of its Committees or Working Parties may claim reimbursement' was carried unopposed.

The proposal by Mrs Bratt, seconded by Mrs Morison that 'the Chairman be given an allowance of up to £200 which requires no prior approval by the Council to be used for out of pocket Council expenditure which will be subjected to quarterly review by the Council and the same annual audit as the members expenses' was carried unopposed. The Clerk's recommendations that the scheme be administered on the claim forms handed out at the meeting (appended 2) and that these items of expenditure be allocated from the budget heading 'post, telephone, stationery and travel' was approved.

3.2 Employee holiday pay(reports 1)

The advice from CALC was considered. The proposal by Ms Wakelin, seconded by Mrs Bratt that 'Mrs Carol Watson receive 20 days pro rata holidays (including bank/public holidays) per annum' was carried unanimously.

The proposal by Ms Wakelin, seconded by Mrs Bratt that 'if Mrs Watson makes arrangements for cover during her holidays her deputy receive the appropriate payment' was carried unanimously.

3.3 Youth Council

It was agreed that Hardwick Parish Council should be contacted for advice on the setting up and running of a youth council and that this item would be carried forward to a future meeting.

3.4 Councillor and Clerk training There was a consensus that CALC should provide the standard councillor training in November. On a proposition by Ms Wakelin, seconded by Dr Wright approval was given for the Clerk to attend the CALC training course in July on grant applications.

3.5 One2One report. A letter received from Mr Joyce of Green End was considered by the meeting. On a proposition by Ms Wakelin, seconded by Mr Bennett it was agreed that as the report concluded that the emissions were below the guidelines there was nothing further that the Council could do at the present time however a second report would be commissioned next year.

4. To receive the financial report and to approve expenditure(appended 3)
On a proposition by Ms Wakelin , seconded by Mrs Morison the expenditure as listed in the financial report and monthly financial statement plus
£173 - Clive Orme (grasscutting and village maintenance)
£893.00 - Herald Contract Services (grasscutting)
£9238.48 - Haspro Sports Ltd (tennis court improvements)
£52.00 - C Morison, was approved unanimously. Approval was also given for the transfer of £9250 from the National Savings TCM Fund to cover the tennis court invoices.

One quotation had been received for the clearing of the ditch at the rear of the college houses. The proposal by Dr Wright, seconded by Mrs Hyde that 'approval be given for Herald Contract Services to clear the ditch for the sum of £180 and a letter be sent to the neighbouring residents encouraging them to maintain the ditch following this clearance' was carried with nine votes in favour and two abstentions.

4.1 Cornhill general insurance review

The Clerk's report (appended 4) was considered by the meeting. On a proposition by Mr James, seconded by Mrs Bratt approval was given to the following changes to the policy: the inclusion of the office contents in pavilion contents; the removal of the mower and brush cutter; the value of the village sign increased to £1500 and the revised premium of £757.47.

On a proposition by Mr James, seconded by Mrs Bratt it was agreed that a surveyor be asked to provide a current valuation for the pavilion.

4.2 On a proposition by the Chairman it was agreed to delay the discussion on this agenda item until later in the meeting.

5. Suggestions for future activities of the Parish Council

The suggestion paper drafted by the Chairman was considered briefly by members and it was agreed to include the suggestions on future agenda for further consideration.

6. To receive reports from

6.1 County Councillor

Councillor Martlew reported on his recent re-election, the proposed repairs to pavements in Fox's Way, the special dispensation from the County Council to provide a white line outside 27 Fox's Way. The meeting thanked Councillor Martlew for his efforts to initiate the temporary pot hole repair in Swaynes Lane and urged that the repair be made permanent as soon as possible and asked that he contact the County Council to request that the visibility of the crossroads signs be improved.

6.2 District Councillor

Councillor Harangozo reported on: the off road parking shortly to be provided by the District Council at 82 Swaynes Lane; the fortnightly litter picking along West Street to be monitored by the District Council and the possibility of the increase in its frequency; and that the District Council had agreed to install two wooden bollards at the junction of Barton Road and Swaynes Lane to prevent cars from parking on the verge. The District and County Councillors were urged by the Parish Council to arrange the verge's restoration and the meeting asked that the District Council give consideration to a grant for litter picking being awarded to the Parish Council when the current contract with DSO expired.

6.3 Village Action Plan

Mr Bennett reported on the publicity campaign, the progress of the draft questionnaire; the possibility that more funding would be sought from the Countryside Agency if volunteers could not be found to assist with the data entry, and urged that the volunteer list be returned so that delivery/collection areas could be allocated.

6.4 Focus Group

Miss Westgarth reported on the recent presentation by Commissions East for the Public Arts project and that an artist would now need to be commissioned. On a proposition by Mrs Bratt, seconded by Mrs Morison power was delegated to the Focus Group and to appoint an artist from the list provided by Commissions East.

On a proposition by Mrs Bratt, seconded by Miss Westgarth it was agreed that all members of the Parish Council are to be informed of the meeting when the artist would be selected and that if they attended they may have a vote on the appointment.

The proposal by Mr James, seconded by Mrs Hyde that 'the final site for the war memorial must be approved by the Parish Council' was carried unopposed.

6.5 Neighbourhood and Countryside Watch

Mrs Hyde reported on the four telephone calls from Countryside Watch which included notification of attacks on horses in Dry Drayton parish. The two Countryside Watch signs are to be put up in prominent sites in the village.

6.6 School Governor (r2)

The report was received by the meeting. Mrs Morison reported that Mr Hickish would be starting in September and Mr James reported that the improvements at the Village College would commence in September.

6.7 Quality Council

Mr James reported that it should be noted that some of the requirements for Quality Council were already in place and that the Council should now wait until the village appraisal results were received.

6.8 Chairman

The Chairman reported on:

Traffic calming proposals outside the Village College. A plan detailing the traffic calming proposals had been received from Mike Davies, Assistant Engineer at the County Council. The proposal by Mrs Morison, seconded by Mrs Bratt that a letter be sent to Mr Davies including the following;

On a proposition by Mr James, seconded by Mrs Bratt power was delegated to the Chairman to discuss the Parish Council's suggestions with the County Council and to approve the final scheme.

Damage to the Drift surface. On a proposition by Mrs Morison, seconded by Mrs Bratt it was agreed that Mr Tim Scott's kind offer to level The Drift be accepted but that only the east half of the ditch be levelled and left as a country lane.

The Causeway. It was noted that the contractor was due to commence the work on 18 June.

The village litter pick had been supported by only thirteen residents and by the next day the village was once again littered. The Chairman reported on his conversation with Mr Munday.

Application for street trading consent - Mr A Dutton, 52 Bush Close. On a proposition by Mr Abraham, seconded by Mr Pettit approval was granted to Mr Dutton to trade for one further evening in Green End with the proviso that he parks with care and the litter situation continues to be monitored. It was agreed that a letter be sent to the Commercial Centre occupants seeking their views on the consent.

The street trader, Johnny Snook is to be reported to the District Council and clarification is to be sought on the street trader parking with permission at the post office.

7. Tree Survey report

The report and recommendations of the Tree Group(r3) were considered by the meeting. On a proposition by Mr Watts, seconded by Mrs Morison it was agreed that quotations be obtained for the removal of four trees (nos. 79, 172, 231 and 241) and the work to other trees as indicated in the report. Approval was also given to the acceptance of the tree donations. It was agreed that the Tree Group should liaise with the Focus group regarding the planting on Harbour Avenue Green.

8. To receive and consider the Village Hall Steering Group report(r4) including

8.1 The recommendation that 'the Parish Council support in principle, the design and location of the proposed new village hall'

The proposal by Mrs Bratt, seconded by Mr Watts that 'the Parish Council support in principle, the design and location of the proposed new village hall the design of which, with small modification is the design presented to the public in February 2001' was defeated by 4 votes in favour, five votes against and three abstentions.

The proposal by Mrs Bratt, seconded by Ms Wakelin that 'given the decision by the Council not to support the current plans and location the Steering Group be disbanded' was carried by 6 votes in favour, 3 votes against and 2 abstentions.

8.2 Village Hall representative's report(r5)

Mrs Bratt's report was received by the meeting.

9. To receive and consider the planning report(r6)
The report and update(r7) was received and considered by the meeting.

9.1 S106 Agreement details for the Public Open Space (POS) and boundary tree belt, Hubert Leach application

Residents' letters and comments and the report prepared by Mrs Bratt(r8) including points made by Mr Folbrigg of Leach Homes were considered by the meeting. The proposal by Mr James that the POS be managed by a management company as suggested by Mr Folbrigg was later withdrawn by Mr James. On a proposition by Ms Wakelin, seconded by Mrs Bratt it was agreed that this item be carried forward to the next meeting until more information regarding a management company and the financial contribution for both the establishing and running of the POS was to hand.

10. Make the Commitment Campaign

The proposal by Miss Westgarth, seconded by Mrs Bratt that 'the Parish Council support the District Council's make the Commitment Campaign to reduce speeding' was carried unanimously.

11. To receive and consider the report and recommendations of the Recreation Ground Working Party(r9) including

11.1 Play equipment inspection and maintenance

Quotations had been sought but only one from Wicksteed Leisure had been received. On a proposition by Mr Abraham, seconded by Mr Pettit the quote from Wicksteed Leisure (excluding the tarmac path) for £737.39 was unanimously approved.

On a proposition from Mr Abraham, seconded by Mr Pettit it was agreed that Leader Builders be contracted to carry out the work to the path.

11.2 Assets and mower disposal/sale

On a proposition by Mr Abraham, seconded by Mrs Bratt approval was given for the Iseki strimmer and petrol can to be written off and that the Knapsack sprayer and Snapper ride-on mower to be donated to the Allotments Society with the proviso that the Parish Council may use if required.

On a proposition by Mr Abraham, seconded by Mr Pettit it was agreed that a letter be sent to the Football Club asking them to remove the old goal posts.

11.3 Youth shelter

Mr Abraham reported that he was still waiting to hear from the Village College students regarding their proposed youth shelter. Information on metal shelters was briefly considered and it was agreed to carry this matter forward to the next meeting.

4.2 Cornhill play equipment policy review(appended 3)

On a proposition by Mr Abraham, seconded by Mrs Morison it was agreed not to renew the Cornhill fragmentation policy and to contract RoSPA to carry out the annual inspection instead.

12. To consider matters arising out of correspondence received since the last meeting

Village of the Year Competition. On a proposition by Miss Westgarth, seconded by Dr Wright it was agreed to enter the Village of the Year competition and approval was given to the Focus Group's completing the entry forms.

13. Matters brought forward with the Chairmanís consent

13.1 The dislodged safety rail on the corner of Barton Road and Long Road is to be reported to the Highway Division.

13.2 An item regarding bonfire courtesy is to be included in the next Contact.

13.3 Minor changes are to be made to the seating/table arrangements to allow the Chairman and fellow members to see each other better.

13.4 A short time is to be allocated before the main meeting when members of the public can raise matters with the Chairman and other available members of the Council.

13.5 The amount of business to be conducted at each meeting is to be reviewed.

There was no further business and the meeting closed at 10.21pm.