COMBERTON PARISH COUNCIL

 

Minutes of the Annual Meeting of the Parish Council held in

the Old Village Hall on Wednesday 11 May 2005 at 7.30pm

 

Members present:

Councillors:

Mr A Bailey

Mr M Bennett

Mr D Charge

Dr C Chambers

Mr A Hollick

Mrs S Hyde

Dr J McCabe,

Mrs D Morison

Dr H Roscoe

Mr R Rowlands

Mrs A Webb

Miss C Westgarth (Chairman)

In attendance: Cllr S Harangozo, Cllr D Baldwin, Mrs G Stoehr (Clerk) and 4 members of the public.

 

1.         Elections

1.1       Chairman and declaration of office

The proposal by Mrs Morison, seconded by Dr McCabe that Miss Chris Westgarth be elected Chairman was carried unanimously. Miss Westgarth signed the declaration of acceptance of office.

1.2       Vice-Chairman

The proposal by Mrs Morison, seconded by Miss Westgarth, that Dr Janet McCabe be elected as Vice-Chair was carried unanimously.

1.3       Co-option of member to fill the vacancy

On a proposition by Miss Westgarth, seconded by Mrs Webb it was resolved that Dr Brian Burton of Swaynes Lane be co-opted on to the Comberton Parish Council. The vote was recorded as eleven in favour and one abstention.

1.4       Committees and working groups, terms of reference and membership

On a proposition by Mrs Morison, seconded by Mrs Webb the following was agreed:

1.4.1    Planning Committee

Terms of Reference - Comberton Parish Council Planning Committee (The Planning Committee for short) is delegated:

·        To consider and determine, on the Parish Council's behalf, all matters relating to residential planning and development control in the parish (up to 2 dwellings per plot and all associated planning applications e.g. walls, extensions etc).

·        To consider and make recommendation on all matters in the adjacent parishes having impact on Comberton parish and to make recommendation to the Parish Council.

·        To hold public meetings to gauge residents' views as appropriate

·        To respond to communications relating to planning matters.

·        To consider and respond to all matters relating to previous applications (e.g. amendments, enforcements, appeals etc).

·        To discuss all matters relating to planning matters with officers at the local authorities.

·        To attend and represent the Parish Council at SCDC Development Control Committee meetings.

·        To consider all matters relating to the conservation area and to make recommendation to the Parish Council.

·        To consider and draw up a draft village design statement and to make recommendation for its adoption to the Parish Council.

·        To consider all matters relating to commercial applications and other non-residential development within the village and to make recommendation to the Parish Council.

·        To consider all matters relating to development of 3 plus dwellings and to make recommendation for the approval or otherwise to the parish council and where appropriate make recommendation for the terms of any S106 agreement.

·        To consider any recommendation by the Tree Group and/or Tree Warden on tree applications within the conservation area and to respond to the District Council.

·        To consider all matters relating to any landscape or character assessment and to make recommendation.

The Planning Committee:

·        Must have due regard to the Parish Council's Standing Orders at all times. In particular that meetings must be held in a public place, properly convened and decisions clearly minuted. It must act as a corporate body.

·        Must also respond to any direction given by the Parish Council.

·        Membership shall be six members with a quorum of three. These members shall be Miss Westgarth, Mrs Morison, Mr Charge, Dr Roscoe, Mr Bailey and Mrs Webb.

·        Should elect from amongst its members every six months a Chairman who is authorised to sign all correspondence and planning responses during their term of office.

·        May set up sub groups (working parties) that may meet informally to discuss aspects of the Planning Committee's work and to prepare recommendations for the Committee’s consideration. The working parties may contain persons not on the Parish Council.

·        May invite individuals, groups and organisations and/or officials to attend its meetings as appropriate and public participation at the meetings is at the Committee’s discretion.

·         May seek free advice or information from the District or County Councils and/or other body to enable it to understand or carry out its duties more effectively or to bring recommendation to the Parish Council if there is a cost implication to the Parish Council.

1.4.2    Parish Plan Implementation Committee

Terms of Reference - Comberton Parish Plan Implementation Committee (PPIC for short) is delegated:

·        To implement the Comberton Parish Plan and to proactively drive it forward.

·        To apply for grants and other funding on behalf of the Parish Council and to spend, with due regard to Council's standing orders and financial regulations:

-          Funding allocated by the Parish Council

-          Specific grant and other funding received for the Parish Plan projects.

PPIC

·        Must have due regard to the Parish Council's Standing Orders at all times. In particular that meetings must be held in a public place, properly convened and decisions clearly minuted. It must act as a corporate body.

·        Must respond to any direction given by the Parish Council.

·        Membership shall be six members with a quorum of three. Because of its delegated powers relating to finance the PPIC Committee membership shall be restricted to members of the Parish Council. These members shall be - Mr Bennett, Dr McCabe, Dr Roscoe, Mr Rowlands, Mr Charge and Miss Westgarth.

·        May set up sub-committees as required and may co-opt non-members of the Council to the sub-committees. Two sub-committees will continue in the first instance and these shall be one for sport and recreation, including youth and one for highways and transport.

·        Should elect from amongst its members at its annual meeting a Chairman and a Vice-Chairman.

·        May invite individuals, groups and organisations and/or officials to attend its meetings as appropriate and public participation at the meetings is at the Committee’s discretion.

·        May seek advice or information from the District or County Councils and/or other body to enable it to understand or carry out its duties more effectively.

·        Should liaise with other Parish Council committees as appropriate.

1.4.3    Focus Group

Terms of Reference:

·        Brief: A group to consider and respond to new ideas and initiatives and to make recommendations to full council for its consideration.

·        Administrative matters: No formal agenda, minutes or meeting room required etc as group not committee

·        Financial matters: Delegated to arrange and spend the Community Events budget annually in conjunction with the Clerk.

·        Membership: all members to be invited to attend and participate. Miss Westgarth Mr Hollick (convenors)

The Focus Group

·        Must have due regard for the Parish Council’s Standing Orders.

·        May seek advice or information from the District or County Councils and/or other body to enable it to understand or carry out its duties more effectively.

·        Should liaise with other Parish Council committees as appropriate.

1.4.4    Tree Group

Terms of Reference:

·        Brief: A group to consider and monitor all matters relating to trees and hedging in the public areas of the parish and on land owned or managed by the Parish Council.

The Group is asked to:

-    Monitor all trees owned by the Parish Council as detailed in the Tree Survey report dated January 2001 and to make recommendations to full council for its consideration.

-    To consider all matters relating to trees in private ownership where they impact on the public areas and to make recommendation to the appropriate authority.

-    Consider all tree applications for work within a conservation area and to make recommendation to the Planning Committee for a response.

-    Consider all implications relating to trees and hedging as part of planning applications and S106 Agreements.

·        Administrative matters: No formal agenda, minutes or meeting room required etc as a working party not a committee

·        Financial matters: The Clerk and Mrs Morison are delegated to spend the budget allocated each year for tree maintenance having due regard for the Council’s standing and financial orders.

·        Membership: Mrs Morison, Ms Wakelin, Mr Robert Cook (Tree Warden) It was agreed to ask Ms Wakelin and Mr Cook if they would be willing to accept the nomination to continue on the group. The Chairman, as detailed in Standing Orders, is ex-officio on the Group.

On a proposition by the Chairman the Parish Council recorded its appreciation for all the work undertaken by the Tree Group during the last twelve months.

1.4.5    Recreation Ground: it was noted that until matters regarding the proposed Trust are resolved with the clubs the day to day management of the recreation ground and all its facilities and any usage rests with the Groundsman and the Clerk as detailed in their contracts. Mr Bailey, Mrs Webb and Mr Rowlands should support the Groundsman and the Clerk in their duties by giving advice as and when requested.

1.4.5.1 Trust Group – Mrs Hyde, Mrs Morison and Miss Westgarth

1.4.6    Financial overseer: Dr Chambers.

1.4.7    Internal Auditor: Mr Pauline Wright of Wootens Close.

1.4.8    Flooding issues: Mr Hollick

1.5       Representation on outside bodies

Brief: The members named below are asked to research and attend meetings relating to their area of representation and to report regularly to the Parish Council. Members are also asked to make clear recommendation for action to the Parish Council as and when appropriate. Members should have due regard for the Parish Council’s Standing Orders at all times.

1.5.1    CALC: Mrs Morison. It was noted that Mrs Morison had not been receiving information directly from CALC. A letter is to be sent requesting this.

1.5.2    Village Hall Representatives (x2): Mr Hollick.

1.5.3    New Village Hall Steering Group (NVHSG): Dr McCabe and Mr Hollick.

1.5.4    School and Doctors’ Liaison: Via the PPIC.

1.5.5    Neighbourhood Watch: Mr Charge.

1.5.6    Countryside Watch: Mrs Hyde.

1.5.7    Parish Paths Co-ordinator: Miss Westgarth assisted by Mrs Hyde. It was noted that all members would be invited when a walk was being arranged.

2.         To approve apologies

Cllr S Harangozo.

3.         To approve the minutes of the meeting on 13 April

On a proposition by Mr Charge, seconded by Dr Chambers the minutes were approved as a true record after the following amendments: item 8.2 to read ‘trial dig’ and item 8.1 to read ‘Brian’.

4.         Matters arising or carried forward from the meeting

4.1       (3.1) CCC highway matters including The Valley pavements and letters from CCC regarding the interactive sign and also from Mark Kemp

4.1.1    It was noted that Mrs Hyde was to meet with Mr Cooper tomorrow to discuss the pavements in The Valley.

4.1.2    A letter from Ms Sue Reynolds and also an email from Mr David Lines both regarding the interactive sign were received and considered. The Parish Council was somewhat a little confused to receive Ms Reynolds’ letter requesting that the interactive sign is installed given the petition which had been submitted to the South Cambridgeshire Environment and Transport Committee with a view to introduce 30 mph speed limit in Barton Road, Comberton between Horizon Park and Long Road and secondly given the recent meetings with Mr Lines and his email which stated that he was happy for the interactive sign not to be installed with the current road layout.

A letter is to be sent to Ms Reynolds with a copy to Mr Lines asking for clarification on the roles of both Ms Reynolds and Mr Lines and also asking her to review her stance on the installation of the sign.

Cllr Baldwin was asked for his support in resolving this matter.

4.1.3    The reply from Mr Kemp in response to the Parish Council’s complaint was considered. On a proposition by the Chairman it was agreed that the complaint had now been satisfied.

4.2       (10.1) Policing

The Chairman welcomed PC Chris Bradley and Ms Aime Meston Police Community Support Officer (PCSO) to the meeting. It was noted that:

·        PCSOs would normally patrol in pairs or accompanied by a Community Beat Manager (CBO)

·        she would be contacting all the Neighbourhood Watch Co-ordinators in the village

·        There was a new non-emergency contact number of 0845 456 4564 for the Police

·        PC Bradley and Ms Meston would follow up on the complaints regarding young people with ball baring guns

·        The Police would send Guardian Awareness Programme (GAP) letters to parents of youths who were found to be misbehaving or in possession of alcohol etc.

4.3       (6.3) Section 137 Payments letter from Contact

It was noted that Contact did not require its grant for this financial year.

4.4       (3.1) West Street bus shelter – to consider complaints received

Letters of complaint from Mr & Mrs Marshall and also Ms Gardner were received and considered. On a proposition by Dr McCabe, seconded by Mrs Morison it was agreed that a full and comprehensive consultation had taken place the Council had followed procedures correctly and that the latest designs should be sent to both Mr & Mrs Marshall and also Ms Gardner.

It was noted that

·        As early as 1999 the villagers’ were asking for a bus shelter to be installed in West Street. A full and open consultation was conducted during the consultation on the Comberton Parish Plan in summer 2003 when questionnaires were sent to every home in the village. This resulted in overwhelming support that public transport in Comberton should be better and using the busses should be made easier and in particular that there should be shelter for users in inclement weather. More specific consultation letters were sent out in November 2002, to residents, the County Council, Bus Company and the Police and at the end of that process the project was in principle given the go ahead by all the authorities and also the Parish Council.

·        The delay in installing the shelter and agreeing the exact location had been as a result of lack of time and human resources.

·        In January 2005 the Parish Council wrote again to residents in West Street and Kentings and 14 days response time was included. The responses were considered fully at the Council meeting in February and it was concluded that the visibility spays should be checked with a highways officer to see if a suitable location could be achieved and that if this could be attained then the project should still go ahead.  Since then as you the complainant were aware there had been site meetings to discuss the more detailed matters.

·        The Parish Council appreciate that Mr & Mrs Marshall are disappointed with its decision to install the shelter near their home. However when reaching its decision it also took into account the greater parish benefit of having the amenity and given the recent discussions with the Highway Division it was satisfied that the shelter can be installed and that the visibility splays can be achieved.

·        In conclusion the Parish Council believe that the matter has not been railroaded through as suggested but that it had bent over backwards to accommodate all views and perspectives and has accordingly changed and modified the design and the location.

·        in response to Mr Marshall’s comments regarding Mr Cooper’s attitude. Although no representative from the Parish Council was present at the meeting the Parish Council wish to put on record that it in all the its dealings with Mr Cooper it has without exception always found him to be totally professional, polite, constructive and very open to comments and points of view from others.

4.5       Other

4.5.1    The Valley parking petition

It was noted that this would be carried forward to a future meeting and that the views of the residents who did not sign the petition should be taken into account when the matter was considered.

5.         County Councillor and District Councillor reports

Cllr Baldwin was welcomed to the meeting. He explained his background was in contracting and waste management and had an incite in to may county council matters. He offered to facilitate matters between the Parish Council and the County Council were he was able. He was asked if he would kindly send a written report prior to future meetings.

6.         Parish Plan

Nothing to report a meeting is to be arranged.

7.         Finance

7.1       To receive the financial report and to approve the payment of bills

The invoices and bank statements were checked by Dr Chambers.

SCDC

£194.00

St Marys Church

£750.00

Old School House

£100.00

Comberton Scouts

£150.00

Comberton Village Help Scheme

£1000.00

Peter Oakes

£152.75

CALC

£508.89

C Westgarth

£6.89

BT

£130.87

Allianz Cornhill

£1816.76

N Gristwood

£646.00

LG Stoehr

£123.50

LGS Services

£739.38

7.2       Clerk’s terms and conditions

It was agreed to take this at the end of the meeting.

7.3       Requests for a S137 donation – Comberton Playgroup

It was noted that no supporting letter had been received and therefore this would not be discussed.

7.4       To approve the accounts for FY ending 2005 and complete the annual return and statement of assurance

The accounts as receipts and payments had been circulated> it was agreed to carry this item forward to the next meeting to allow time for the income and expenditure accounts to be circulated.

8.         To receive reports and consider recommendations contained in the reports

8.1       Planning

The Planning report was taken as read.

8.2       Village Hall representative and Steering Group representatives

Nothing to report.

8.3       Tree Group

On a proposition by Mrs Morison, seconded by Miss Westgarth the Tree Groups suggestion for wild flower seeding near the end of The Causeway to enhance the rural aspect was approved with the cost coming out of the tree groups budget. It was noted that the Groundsman would liaise with the Tee group over this and also the proposals for the pond wall.

A letter is to be sent to Mr Mike Cooper about the damage to the pavement near 30-32 South Street asking him to take the appropriate action.

9.         To consider matters arising out of correspondence/communications received including

9.1       Youth Neighbourhood Watch

The letter from Mr Fisher was noted and it was agreed to carry this matter forward to the next meeting.

9.2       In response to the request from PD Builders for right of access to the land to the rear of 43 Long Road on a proposition by Mrs Morison seconded by Miss Westgarth it was resolved that the Parish Council would not sell lease or grant right of access across its public open space on this occasion.

10.       Recreation ground extension heads of terms

A letter from Mr Bryant, Bidwells and the telephoned advice of Mr David Stead, the Parish Council’s Solicitor were both considered.

On a proposition by Dr Chambers, seconded by Mrs Morison it was agreed that the paragraph in Mr Bryant’s letter saying they would not be prepared to extend the definition to allow the land to be used as parkland, or general recreation area for the use of the community’restrictions was unacceptable to the Parish Council and it was agreed that a meeting should be arranged with Mr Banks to discuss this further. It was agreed that Miss Westgarth, Mrs Morison and Cllr Harangozo should meet with Mr Banks and report back to the Parish Council at its next meeting.

7.2       Clerk’s terms and conditions

At 10.05pm on a proposition by the Chairman, carried unopposed, in accordance with S1(2) of the Public Bodies (Admissions to Meetings) Act 1960 in view of the confidential nature of the business to be transacted, that is consideration of an employee’s contract the public were temporarily excluded from the meeting and were instructed to withdraw. The Clerk left the meeting also.

At 10 24pm the meeting was declared re-opened to the public.

There was no further business and the meeting closed at 10.25pm

 

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