COMBERTON PARISH COUNCIL

Wednesday 10 May 2006 in the Old Village Hall at 7.30pm

 

Members present:

Councillors:

Mrs D Morison

Mr D Charge

Mr D Coulson

Mrs S Hyde

Mr R Rowlands

Mrs A Webb

Miss C Westgarth (Chairman)

Mr A Hollick

Dr J McCabe

Dr H Roscoe

Mr D Ellis

Dr C Chambers

In attendance: Mrs G Stoehr (Clerk) and 4 members of the public including Mr Harvey(4.4).

1.         Annual and procedural Business

1.1       To elect a Chairman and to receive the declaration of acceptance of office

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

1.2       To elect a 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       To appoint committees, working groups or any other officers which the Council deems necessary and agree their terms of reference

1.3.1    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 respond to any direction given by the Parish Council.

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

·        Should elect from amongst its members every six months a Chairman who is authorised to sign all agenda, 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.

1.3.2    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 and Mr Hollick (convenors) and Mr D Ellis and Mr D Coulson.

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.

1.3.3    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, Mrs Winney, Mr Robert Cook (Tree Warden) It was agreed to ask Mrs Winney and Mr Cook if they would be willing to accept the nomination to continue on the group. The Chairman and Vice-Chairman, as detailed in Standing Orders, are ex-officio on the Group.

1.3.4    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 Clerk. Mrs Webb, Mr Rowlands, Mrs Hyde, Miss Westgarth and Mrs Morison should support the Clerk by giving advice as and when requested.

1.3.5    Recreation Ground Trust Group – Mrs Webb, Miss Westgarth and Mr Rowlands.

            Terms of reference:

·        To progress the Council's previous decision that a recreation ground trust should be set up

·        To progress the draft trust document with all parties mentioned therein and bring recommendations to the Parish Council at the appropriate times.

1.3.6    Transport Working Group

Terms of reference

·        To continue to review transport section of the Comberton Parish Plan and to make recommendation for implementation of projects to the Parish Council indicating clearly any anticipated costs.

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

·        Membership: Dr Roscoe, Mr Charge, Mrs Hyde and Mrs Morison.

The 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.

1.3.7        Flooding issues, watercourses and ditches Group

Terms of reference

·        To continue to review the condition of all watercourses, ditches, drains etc in the parish and to make recommendation, were appropriate, to the Parish Council.

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

·        Membership: Mr Hollick and Mrs Hyde.

The Group:

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

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

            Representation on outside bodies

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.

1.3.8    CALC: All members are to attend CALC meetings or training where possible.  Mr Ellis is to attend the CALC meeting in May.

1.3.9                Village Hall Representatives: Mr Hollick and Mr Ellis.

1.3.10  New Village Hall Project Group (NVHPG): Mr Coulson and Dr McCabe.

1.3.11  Neighbourhood Watch: Mr Charge.

1.3.12  Countryside Watch: Mrs Hyde.

It was noted that there had been a lack of information from Countryside Watch recently and to contact the area co-ordinator.

1.3.13  Parish Paths Co-ordinator: Miss Westgarth assisted by Mrs Hyde.

·        To monitor all public rights of way in the parish

·        To draw up annually a proposal for improvement and maintenance for public rights of way in the village

·        To apply for in conjunction with the Clerk, the annual County Council's parish paths grant

·        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       To appoint representatives on any other organisation or authority, which the Council deems necessary including the Herringland Charity

1.4.1    In response to a letter dated 23 April 2006 from Dr Hosking, Herringland Charity Chairman[1] regarding the Charity membership and enclosing the Charity’s proposal to change slightly its terms on a proposition by Miss Westgarth, seconded by Mrs Morison was agreed to re-appoint the existing trustees for a further four years.

1.5       To inspect any deeds and trust instruments in the custody of the Council

It was noted that a recent review had taken place and that all deeds and land conveyances were with the Solicitor pending the land registration process which had already been agreed.

1.6       Standing Orders review

            The Standing Orders[2] were reviewed and no changes were proposed.

1.7       Quality Councils[3]

The Parish Council reviewed the requirements of the scheme and agreed to keep this under review so that following the elections in 2007 the Parish Council could then decide if it wanted to apply for quality council status. It was noted that the Council already had most of the requirements in place. The electoral mandate criteria would be determined at the May 2007 elections. It was agreed to have a standing item titled 'Comments and Observations from members of the public' on the agenda to allow parishioners and members of the public to raise matters with the Council. It was noted that if not on the agenda some matters raised would be have to be discussed at the next meeting.

2.         To approve apologies for absence and declarations of interest

2.0.1    Apologies were received from Mr Bailey (ill), Cllr S Harangozo (District Cllr) and Cllr D Baldwin (County Cllr).

2.0.2    Declarations of interest were received as follows:

Item 4.4            Dr Chambers – lives adjacent to recreation ground and 14 Green End.

3.         To approve the minutes of the meeting on 12 May 2006

On a proposition by Miss Westgarth, seconded by Mrs Morison the minutes of the meeting were approved as a true record and signed by the Chairman after the following amendment:

·        Delete the last paragraph of 3.2 after 'SCDC had adopted.'

On a proposition by Miss Westgarth, seconded by Mrs Morison the Confidential minutes of the meeting on 12 May 2006 were approved as a true record and signed by the Chairman after the following amendment:

·        Mr D Ellis is to be added to the name of attendees.

4.         Matters arising or carried forward from the meeting including

4.1       (3.3) Recreation ground extension purchase – reports from the District Valuer & the Solicitor

4.2       Clerk’s terms and conditions of service annual review

On a proposal by the Chairman it was agreed to carry forward items: 4.1 & 4.2 to the end of the meeting.

4.3       (3.4) Cricket Club boundary meeting with CCC

Miss Westgarth reported on the site meeting that she and the Clerk had attended with David Lines and Claire O'Neil of Cambridgeshire County Council(CCC) and Tim Saunders of Comberton Cricket Club to discuss the Cricket Club's concerns regarding the safer routes to school path.

The Parish Council agreed that the path which had now been installed was not in the same position as discussed at a previous site meeting when Mr Lines had blamed the Parish Council for installing the youth shelter in the path's proposed route and thus delaying the other aspects of the scheme. The path, which Mr Lines now claimed was in accordance with the planning application, was not affected by the youth shelter and thus the delays had been CCC's. Also there were issues with the surfacing at the sides of the path and also the lack of advance notice of the installation. The Cricket Club also had issues with the path as it had shortened the boundary and the health and safety of the players.

It was agreed to try to resolve this by writing to CCC:

·        Seeking an apology to both the Parish Council and the Cricket Club for the problems to date. 

·        Asking CCC to install the outstanding aspects of the scheme not installed as a result of their own delays.

·        Seeking seed funding for the Cricket Club towards a grant application, towards the relocation of one or two wickets.

·        Support the Cricket Club in any grant application it made to move the wicket.

4.4       Request for access to the rear of 14 Green End from the recreation round – to consider correspondence and advice received

Dr Chambers having declared a prejudicial interest earlier in the meeting left the meeting whilst this matter was being discussed.

The following were all noted and considered:

·        A letter from Mr Harvey dated 1 May 2006[4] offering to repair and refurbish the entire recreation ground car park.

·        Letters of objection including one petition from residents from Green End and Hines Lane[5]

·        An e-mail dated 2 May from National Association of Local Council (NALC) offering advice on procedure and matters to be taken into account when considering the request for access[6]

·        Information on public open space and access on to recreation grounds[7]

On a proposition by Miss Westgarth, seconded by Mrs Morison the Parish Council unanimously refused the application for access to the rear of 14 Green End across the Recreation Ground for reasons including:

·        Safety of users of the Recreation Ground.

·        Practical difficulties to do with the gate and access.

·        So as not to prejudice the amenity of a quiet rural lane.

·        Not to prejudice the proposed land purchase adjacent to the recreation ground.

Dr C Chambers re-joined the meeting.

4.5       Concessionary fares

Copies of correspondence between Alan Lansley MP and the Minister are to be circulated.

5.         County Councillor and District Councillor reports

None received.

6.         Parish Plan

            Nothing further to report.

7.         Finance

7.1       To receive the financial report and to approve the payment of bills[8]

The financial report was received and considered and checked by a member against the invoices and statements. On a proposition by Mr Hollick, seconded by Miss Westgarth it was agreed that the payments as listed in the financial report should be paid.

SCDC

Rates

£111.00

Allianz Cornhill

Insurance policy

£1915.86

Connections Bus Project

Youth bus

£675.00

BT

Telephone bill

£135.46

CALC

Affiliation fee

£529.24

Open Spaces Society

Affiliation fee

£30.00

Five Star Pest Control

Pest control

£94.00

LG Stoehr

Salary

£128.74

LGS Services

Admin support

£834.81

A Marsh

Watts wood registration

£60.00

Powergen

Electricity

£155.54

Cambs & Peterboro' Fire Authority

Electricity

£84.00

 

The following were noted:

·        On a proposition by Dr Roscoe, seconded by Miss Westgarth it was agreed to setting up a standing order and or direct debit to cover the routine pavilion phone bill which is required for the fire alarm service.

·        Further to the last meeting a Vacuum was purchased from Tesco at a cost of approximately £25.

·        MD Landscapes have picked up the memorial site cutting at no additional cost and the pond area at £10 per cut.

·        Mr Gristwood has returned his keys and jacket.  It was agreed that he should also be asked to return the ‘pond key’.

·        Mr Coulson be appointed to monitor the pond levels and use the key to release water from the pond when necessary.

·        The Parish Council has randomly been selected to have an intermediate audit again this year.  However as both the income and expenditure is over £100,000 the Parish Council will have to have one anyway at a cost of £650.

·        The internal audit will take place on Friday 9 June.

7.2              To approve the accounts for FY ending 2006 and complete the annual return and statement of assurance

On a proposition by Dr Roscoe, seconded by Miss Westgarth the accounts were approved by resolution of Comberton Parish Council and the statements in section 2 of the annual return were all answered ‘Yes’. The Chairman signed sections 1 & 2 and the supporting accounts on the Parish Council’s behalf.

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

8.1       Planning

            The planning report[9] was taken as read.

8.2       Village Hall representative and Steering Group representatives

Mr Hollick reported on the building progress and it was noted that the cladding is currently being put on.

Dr McCabe asked if the Parish Council would be willing to use the tea room for its meeting and explained the Trustees proposal to allow the Old Village Hall meeting room to be used by the Commercial Centre.  It was agreed that further information on both these matters would need to be supplied for example the size and person capacity of the room before the Parish Council could consider this further.

8.3       Audit Review of SCDC

Mrs Webb reported on the Audit Commission's review of the Planning and Development Services meeting that she, and the Clerk had both attended.

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

9.1       Comberton Village Institute – bridging loan

An e-mail dated 27 April 2006 from Dr B Burton[10] regarding the Trustees proposed bridging loan was considered. On a proposition by Dr Chambers, seconded by Dr Roscoe it was agreed that Comberton Parish Council acknowledged the Comberton Village Institute Trust's application for a charity bank bridging loan of £45,000 and a charity bank term loan of £25,000.

9.2       RoSPA recreation ground report

To be circulated to the recreation ground group for consideration.

4.1       (3.3) Recreation ground extension purchase – reports from the District Valuer & the Solicitor

4.2       Clerk’s terms and conditions of service annual review

            At 9.30pm 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 the Council considering the Clerks terms and conditions and also a confidential letter from the District Valuer, the public were temporarily excluded from the meeting and were instructed to withdraw. 

The Clerk was invited to remain for the discussion on the proposed extension to the recreation ground.

The meeting was reopened at 10.18 pm.

10.       Closure of meeting

There was no further business and the meeting closed at 10.20 pm.

 

 

 

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



[1] Letter dated 23/4/06 from Dr A J Hosking, 60 Green End re: Herrings Lands Charity enclosing proposals

[2] Comberton parish Council's Standing Orders

[3] Quality Council Overview

[4] Letter from Mr Harvey dated 1/5/06re: 14 Green End, offering to repair and refurbish the entire car park

[5] Letters of objection including one petition from residents from Green End and Hines Lane

[6] Advice from National Association of Local Council (NALC) re: 14 Green End

[7] Clerk's report on Public Open Space procedures

[8] Financial Report

[9] Planning Report

[10] An e-mail dated 27/4/06 from Dr B Burton - Village Hall bridging loan