Minutes of the Extraordinary Parish Council Meeting held in the Old Village Hall
on Wednesday 13 February 2002

Members present:


Mr R Abraham

Mr M Bennett.

Mrs R Bratt

Mrs S Hyde

Mr R James

Dr J McCabe

Mrs D Morison

Mr G Saunders

Ms J Wakelin

Mr W Watts

Miss C Westgarth (Chair)

In attendance: Mrs G Stoehr (Clerk).

1. Apologies

Mr C Pettit and Dr M Wright.

2. To approve the minutes of 9 January

On a proposition by Mrs Bratt, seconded by Mrs Morison the minutes were approved as a true record. The Chair signed the minutes.

2.1 To approve the minutes of the extraordinary meeting of 23 January

On a proposition by Mrs Morison, seconded by Mrs Bratt the minutes were approved as a true record with one amendment to show that the meeting closed at 7.52pm. The Chair signed the minutes.

3. Matters arising from 9 January

3.1 (3.3) On a proposition by Miss Westgarth, seconded by Mrs Morison approval was given for a grant application to Awards for All for the Sensory Garden to commemorate the Queen's Jubilee.

4. Finance

4.1 To receive the financial report and to approve the payment of bills(appended 1 to these minutes)

On a proposition by Mr Saunders, seconded by Mr Abraham, the expenditure as listed in the financial report and monthly financial statement plus Nick Court £40 and C Orme £341.85, were unanimously approved.

4.2 Tennis Court Fund

On a proposition by Mr James, seconded by Miss Westgarth it was agreed that in principle half the unspent funds would be returned to the club and that Mr James would contact the Tennis Club and explain the financial restrictions of holding the funds and discuss options with them how they might contribute in the future to necessary repairs bringing a recommendation to the next meeting.

5. Reports

5.1 To consider matters from circulated reports

5.1.1 Quality Council

Mr James' paper 'What a Quality Council Means for Comberton' was received and considered by the meeting. It was agreed that this should be an agenda item for a future meeting to enable a decision on how to proceed. The paper was amended to include the option of joining with another parish or parishes to meet the financial requirement.

5.1.2 Reports from the Minor Authorities Appointed Governor(3), Planning Committee(4) and the Parish Plan Steering Committee(5)were noted.

5.2 County Councillor

Councillor Martlew reported that the West Street pavement had now been levelled.

5.2 District Councillor

Councillor Harangozo reported on a notice served to a resident who was in breach of his tenancy agreement by parking repeatedly on a verge, the District Council's move to Cambourne, leaf clearance and delays in recycling collections. A request was made by the Parish Council for mechanical leaf sweeping in Barton Road and in Harbour Avenue etc.

5.4 Sue Lester - Youth Forum Project Worker

Ms Lester's report(6) was received and considered by the meeting. In response to her questions it was agreed that youth consultation should start from Years 5&6 at primary school, that Mrs Morison would join and support the youth group's formation and that volunteer from the community should be found to also assist.

5.5 Village Hall Representative and Steering Committee report

Mrs Bratt reported that she had been unable to attend the last Trustee's meeting. A letter from Mr Waller, Chairman to the Village Halls Committee had been received and was considered. In response to Mr Waller's questions on a proposition by Mrs Bratt, seconded by Mrs Hyde it was agreed that Teresa Jones would be contacted to ascertain the improvement requirements to bring the hall in line with new disability legislation. An Awards for All application pack had been received by the Clerk. It was noted that the Committee were seeking a Treasurer and Secretary.

On a proposition by Mrs Bratt, seconded by Ms Wakelin it was agreed that as the Parish Council were taking proactive steps to meet the Trustees requests it was hoped that the Management Committee would withdraw their notice and continue to handle the bookings and management of the hall after the year's end.

Mrs McCabe's Steering Group progress report(7) was received and considered.

5.6 Focus Group - to receive and approve the Causeway quotations/estimates

The Group's report(8) was received by the meeting.

Two estimates had been received one from Mr Beamiss for £4,000 to £5,000 the other from Roland Fletcher quoting a daily rate of £140 plus travel costs and estimating the work would be completed in 12-15 days. On a proposition by Ms Wakelin, seconded by Mrs Bratt the estimate from Mr Fletcher was approved. It was agreed that Mr Fletcher should be reminded to refurbish the section by the farm house last and that his travelling expenses should be clarified.

5.7 Planning update(9)

Mrs Bratt reported on the applications considered at the Planning Committee meeting just prior to the full Council meeting. The Allotment Society had expressed concern that it was only granted temporary approval for the storage container and that it would incur future costs when reapplying. It was agreed that the District Council should be contacted to see if anything could be done about this.

Mr Watts reported on two recent tree application decisions. Leach Homes landscaping had been approved and Mrs Cole's application for her tree at 8a South Street had been refused. The proposal by Miss Westgarth, seconded by Mr Abraham that the recommendation on Mrs Cole's application be amended to approval with the proviso that a replacement tree is planted was carried with 7 votes in favour, 2 votes against and 2 abstentions.

A paper had been received from CPRE regarding the Government's Green Paper proposing changes that would mean that Parish Council's were no longer consulted. On a proposition by Mrs Bratt, seconded by Mrs Morison it was unanimously agreed that a letter of deep concern opposing these proposals be sent to the Government with copies to CPRE, CALC and other interested bodies.

On a proposition from the Chair it was agreed to take item 9.2 at this point in the meeting.

9.2 Mrs Fraser's letter regarding Comberton planning applications

Mrs Fraser's letter of complaint regarding Comberton applications had been read by all members. The current delegation to a committee and the role and responsibilities of the District and Parish Councils were reviewed. It was agreed that in order to advertise the applications clearer the notice would be on coloured paper and that the Planning Committee would try to leave at least three clear days before an application is considered to allow time for the District Council to notify neighbours. It was further agreed that a letter should be sent to the District Council regarding the poor quality (out of date) plans submitted with an application and that an article is written for 'Contact' on planning applications.

6. To consider and approve the words and design of the Comberton Village Memorial

On a proposition from the Chair it was agreed to carry forward consideration of the words until a future meeting.

Mrs Mel Fraser was welcomed to the meeting to present her two designs, one figurative the other abstract and answer questions. Members had an opportunity to view both models and drawings of the designs including proposed landscaping and to hear the results of the recent village consultations. Due to the timescale for acquiring the stone the Artist said that she could not delay to enable longer village consultation. There was an agreement that some form of seating would be required for the site.

The proposal by Miss Westgarth, seconded by Mr James that the Parish Council approve the abstract design as recommended by the recent consultations was defeated with four votes in favour, six votes against. Mr Saunders had left the meeting by this point and therefore did not vote.

The proposal by Ms Wakelin, seconded by Mrs Hyde that the figurative 'head' be approved was carried with seven votes for and four votes against.

On a proposition by the Chair it was agreed to carry forward items 7, Recreation Ground matters including (7.1) the Local Plan Inspector's report/ recreation ground extension and (7.2) letter from Dr Adams regarding the proposed skateboard facility to the next meeting.

8. S106 Hubert Leach Development, Barton Road

Mrs Bratt and the Clerk reported on a recent letter from Chris Taylor regarding the second draft of the Agreement suggesting that the transfer of the public open space takes place four years after the last house is occupied. On a proposition by Mrs Bratt, seconded by Mr James it was agreed that the Parish Council should keep to the three years following final certification as agreed with Mr Folbigg unless advice to the contrary was received from Mills & Reeve Solicitors.

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

9.1 Code of Conduct

The Clerk reported on the letter from the District Council regarding the timescale for adopting the new Code. She suggested that the adoption of the Code of Conduct be on the agenda for the Annual Meeting in May and that a copy of the Code of Conduct and all forms and supporting papers be circulated.

9.3 The Three Horseshoes, South Street - application for a transfer of the Justices' On Licence

On a proposition by Mrs Bratt, seconded by Mrs Morison the application was approved.

10. Scheduled review of the Litter Picker's terms and conditions/appraisal

At 9.49pm on a proposition by Miss Westgarth, seconded by Mr Abraham it was unanimously resolved in accordance with Section 1(2) of the Public Bodies (Admission to Meetings) Act 1960 that in view of the confidential nature of the business to be transacted reviewing an employee's contract it is advisable in the public interest that the Public be temporarily excluded from this meeting and they are herewith instructed to withdraw.

The meeting was reopened at 9.57pm.

On a proposition by Ms Wakelin seconded by Mr Abraham it was resolved that a redundancy package of £71.20 in recognition of her service and that her employment with the Council cease on Friday 15 February.

11. Urgent matters brought forward with the Chairman's consent


12. Village appraisal/parish plan presentation

Mr Bennett's half-hour (approximately) presentation outlined the results from the questionnaires, the forthcoming volunteer and public meetings and the timescale to compile a plan for future action based on the analyses.

There was no further business and the meeting closed at 10.24pm.


Signed ……………………………Chairman ……………………date.