COMBERTON PARISH COUNCIL

 

Minutes of the Meeting of the Parish Council held in

the Old Village Hall on Wednesday 10 September 2003 at 7.30pm

 

Members present:

Councillors:

Mr A Bailey

Mr M Bennett

Mrs S Brookfield

Dr C Chambers

Mr D Charge

Dr F Hughes

Dr J McCabe

Mrs D Morison,

Mr R Rowlands (from 8 onwards)

Dr H Roscoe

Mrs A Webb

Miss C Westgarth (Chairman)

In attendance: District Councillor S Harangozo, Mr R Abraham, President of Comberton Bowls Club, 9 members of the public and Mrs G Stoehr (Clerk).

 

1.            Apologies for absence

County Councillor R Martlew and Mr A Hollick.

2.         To approve the minutes of the last meeting on 9 July

On a proposition by Mr Bennett, seconded by Dr Chambers, following an amendment to show ‘a’ not ‘and’ in item 8.22 the minutes were approved as a true record and signed by the Chairman.

3.         Co-option of new members - two vacancies

On a proposition by Miss Westgarth, seconded by Mrs Morison, it was unanimously resolved that Mrs Ann Webb from St Thomas’ Close and Mr Andrew Hollick from Swaynes Lane be co-opted on to the Parish Council.

Mrs Webb signed her declaration of acceptance of office and joined the Council.

4.            Committee membership, working groups and representatives including

4.1            Planning Committee

On a proposition by Miss Westgarth, seconded by Dr McCabe it was resolved that Mrs Webb be elected to serve on the Planning Committee.

4.2       Village Hall representatives

On a proposition by Miss Westgarth, seconded by Dr McCabe it was resolved that Mr Hollick be appointed as one of the Parish Council’s two representatives on the Village Institute.

On a proposition by the Chairman it was agreed to vary the order of business to take item 10 at this point.

10.            Recreation ground and pavilion

10.1     Bowls Club correspondence and water pipes

The Chairman welcomed Mr Abraham to the meeting. Mr Abraham explained the Bowls Club were kindly offering to assist with the purchase of the replacement water pipe and co-ordinate its replacement at the same time that the Safer Routes for School path is being laid on the recreation ground. On a proposition by Dr Chambers, seconded by Dr Roscoe it was agreed to accept the Bowls Club’s kind offer.

It was noted that the water bill recently received was for £160 and on a proposition by Dr Chambers, seconded by Mr Charge it was agreed to invoice the Bowls Club for 50%, Cricket Club 25%, Comberton United 12.5% and Comberton Crusaders – 12.5%.

10.2            Skateboard and youth facilities

Dr Hughes reported on her meeting with Susannah Harris and the youth project officer from the District Council. Noting the concerns from the Bowls Club it was reiterated that the recreation ground users would be consulted about any changes to the skateboard proposals.

10.3     Safer Routes to School

The Chairman declared her continuing interest in this matter as governor at the school. She then reported on the proposals to date and that the County Council had asked if the Parish Council was willing to submit the planning application for the path thus saving half the fee. On a proposition by Mrs Morison, seconded by Dr Chambers it was agreed that the Parish Council would continue with its adopted policy of not paying for or submitting applications on behalf of other groups or bodies.

10.4     Other

It was noted that a BMX track had been made by the children to the rear of the slide and Mr Abraham was thanked for erecting the orange safety netting as a temporary measure.

The Clerk requested additional help from a member in the short term for the day to day running and decision making on the recreation ground until a groundsman could be appointed. On a proposition by Miss Westgarth, seconded by Mr Bailey it was agreed that Mr Rowlands should be asked if he would be willing to take on this role and also undertake the decision on whether the pitches are playable.

5.            Matters arising from the meeting not included elsewhere on this agenda

5.1       (4.1) Recreation ground extension/Topham and Banks land

The letter(1) from Mr Mark Catley to Messrs Topham and Banks dated 23 July was received and considered. On a proposition by Mr Bennett, seconded by Mrs Morison it was agreed that Social Housing was not part of the negotiations to acquire the land by outright purchase. It was noted that no reply as yet had been received to the letter.

5.2       (4.3) Green End Telephone kiosk update

This had now been removed and an application for a new site was expected. It was noted that a K5 design red kiosk costs approximately £3,500. On a proposition by Miss Westgarth, seconded by Dr Hughes it was agreed that the Parish Council would add its support to Councillor Harangozo’s proposed letter of complaint to BT which would also be supported by the District Council’s Conservation Manager.

5.3       (8.2) Churchyard extension application

In response to the request from the Church that the Parish Council reapply for planning permission and in noting the reaffirmation of policy on planning applications for others on a proposition by Miss Westgarth, seconded by Mrs Morison it was agreed that the Parish Council would not submit the application itself but would donate £75 towards the Church’s new application for the churchyard extension.

5.4            Groundsman/handyman appointment

An application had been place in the Cambridge Evening News with a closing date of 12 September. Arrangements to place an advert on the notice boards in Toft, Hardwick and Barton were in hand.

5.5       Other

Nothing further had been heard about either the ownership or the future of the vacant United News shop.

6.         County Councillor and District Councillor reports

6.1       County Councillor

Councillor Martlew’s report(2) which included information on the A428 Inquiry was received and noted.

6.2       District Councillor

Councillor Harangozo reported on the Comberton housing needs survey which was being delivered to each home in the village, the forthcoming meeting to discuss Police Community Support Officers and their future funding. It was noted that Parish Councils were being invited to contribute financial they wanted additional support in their villages. Councillor Harangozo also thanked members for attending the recent meeting in Green End to discuss traffic issues.

7.         Parish Plan

Mr Bennett's report(3) was considered. This covered the need to co-opt additional volunteers to support the work of both the recreation committee and the transport committee. A list of actions and achievements to date were included in the report.

It was noted that Mr Bennett and Mr Ellery would be putting a flyer in contact to promote the ‘Connecting Comberton Quickly’ Broadband campaign which was also being promoted on the website. On a proposition by Miss Westgarth, seconded by Dr Chambers it was agreed to reimburse the cost of the paper for this promotion.

7.1       10.2 Transport section – amended(4)

The amended Section 10.2 Transport of the Parish Plan was received and noted.

7.2       Jointly funded minor improvements scheme bids(5)

On a proposition by Mr Charge, seconded by Mrs Webb two bids were approved firstly for traffic calming and a cycle path from the centre of the village to the school path and secondly the replacement of the dysfunctional and disliked traffic calming in Long Road. The Parish Council’s contribution of 60p per elector was also approved should either or both bids be successful.

Mr Rowlands arrived at this point in the meeting.

8.            Finance

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

On a proposition by Miss Westgarth, seconded by Dr Chambers, the expenditure as listed in the financial report and monthly financial statement was approved:

Herald Contract Services(re-issue)

£326.65

LG Stoehr – salary x two months

£903.01

LGS Services – Clerk’s expenses

£186.26

Cambridge Water Plc – water charges

£160.82

Andrew Marsh – pavilion cleaning

£174.05

Powergen - pavilion electricity

£50.93

BT Plc – phone and alarm bill

£130.55

South Cambridgeshire District Council – non-contested election

£43.54

CALC – publications

£48.50

Wicksteed Leisure – inspection report

£35.25

M R Wright – reimbursement of out of pocket expenses

£27.92

MRS Pharo – use of water for the memorial site

£5.00

Herald Contract Services – grass cutting contract

£1,498.13

South Cambridgeshire District Council – pavilion rates

£171.00

On a proposition by Dr Chambers, seconded by Mr Bennett it was agreed to carry forward the request from Mr Cook that the Parish Council release £2,000 towards the costs incurred to date on the proposed new village hall.

8.2       Risk assessment

CALC’s risk assessment guidance booklet(6) titled ‘Health and Safety Checklist’ had now been received and circulated to every member.

8.3       To consider quotations received for play equipment repairs and tree repairs

8.3.1    Play equipment

Two quotations had been received one from Morley Manufacturing for repairs only to the chuck wagon and the other from the manufacturer Wicksteed Leisure for all repairs excluding the wooden safety rail at the top of the slide

On a proposition by Miss Westgarth, seconded by Mr Bailey it was resolved that no further quotations were required and that the quotation from Wicksteed Leisure for £708 net be approved and a carpenter employed as a matter of urgency to repair the slide safety rail.

8.3.2    Trees in Long Road

Four invitations to quote had been sent out and quotations received from only two, Herald Contract Services £398 and Peter Oakes £360. On a proposition by Mrs Morison, seconded by Dr Chambers the quotation from Peter Oakes was approved.

8.4       Bank signatories

On a proposition by Mr Bennett, seconded by Dr McCabe it was resolved that all thirteen members of the Parish Council would be signatories on the Lloyds Bank account.

9.         To receive reports and consider matters arising from the reports

On a proposition by the Chairman it was agreed to vary the order of business to take item 9.2 at this point in the meeting.

9.2            Planning report

Miss Westgarth’s report(7) was received. Residents’ objections to the proposed Orange mast in Green End were noted.

On a proposition by Miss Westgarth seconded by Mrs Morison it was agreed to hold a public meeting and invite the developer and a planning officer from the District Council to discuss the planning application for seven houses and four flats at land off Milner Road. The public meeting is to be held at 7.30pm on 24 September.

On a proposition by Dr Hughes, seconded by Dr Chambers it was agreed to delegate the power to enter into and decide any S106 Agreement matters to the Planning Committee should the application be approved.

On a proposition by Dr Hughes, seconded by Miss Westgarth it was agreed that the Planning Committee should elect a Chairman from its members on a rotating basis every six months. It was noted that Mrs Morison would be the next Chairman from 1 November.

9.1       Tree Group including Watts Wood Management Plan(8)

The document titled ‘Watts Wood, Comberton Assessment and Management Plan and dated August 2003 was received and considered. On a proposition by Miss Westgarth, seconded by Mrs Brookfield the plan was unanimously approved and Mr Robert Cook, Tree Warden and the members of the Tree Group thanked for writing such a comprehensive plan.

It was noted that still nothing had been heard from the District Council regarding the transfer of Watts Wood.

9.3       Village Hall Steering Group representatives and Lease Heads of Terms

Village Hall Steering Group draft minutes from 14 July(8) and 27 August (9) and a letter from Mr Brian Cook, undated(10) were received and considered.

Dr Chambers and Dr McCabe reported that the heads of terms had been drawn up by the working group and were now being negotiated with the Village Institute Trustees.

On a proposition by Mr Bennett, seconded by Dr Roscoe it was agreed that when ready the Parish Council’s Solicitor should be asked to advise on the draft.

In response to the comment in Mr Cook’s letter regarding car parking it was noted that the proposed new heads of terms identifies the need to resolve the parking issue.

A copy of the draft heads of terms/lease is to be circulated to all members for information.

In response to the request from Mr Cook on behalf of the Village Institute Trustees that the Parish Council release £2,000 towards the costs incurred on the proposed new village hall to date the proposal by Dr Chambers, seconded by Mr Charge that no funding is released until the lease/heads of terms are resolved was carried with 11 votes in favour and one abstention.

10.            Christmas lights

In noting that the current lights had a limited life and would have to be safety checked and removed from the tree when pruning works were undertaken on a proposition by Miss Westgarth, seconded by Dr McCabe approval was given to the purchase of heavy duty replacement lights to be purchased from the Events budget. It was also agreed that Dr McCabe, Mrs Morison and Mr Bennett should meet to consider a suitable location for the installation of the new lights.

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

Minor correspondence for information is to be circulated.

12.1            Allotments South Street

The letter from Mr Spicer expressing concern at the unknown future of the allotments in South Street was received and considered. On a proposition it was agreed that a letter be sent to the Ancient Shepherds and the Secretary of State to clarify the position.

12.2            Birdlines Manor

In response to the letter from Birdlines Manor regarding the procedure and responsibility for overhanging trees and hedges on a proposition by Dr Chambers, seconded by Mrs Morison it was agreed that the responsibility lay ultimately with the County Council and therefore all future matters would be referred straight to the County Council.

12.3     One day antisocial behaviour count on 10 September

Members were asked to pass to the Clerk any incidents of which they were aware.

10.       Urgent matters brought forward with the Chairman’s consent

Nil.

There was no further business and the meeting closed at 9.40pm.

 

 

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