COMBERTON PARISH COUNCIL

Minutes of the Meeting of the Parish Council held in

the Old Village Hall on Wednesday 10 March 2004 at 7.30pm

Members present: Councillors:

Mr A Bailey Mr M Bennett Dr C Chambers Mr D Charge Mr A Hollick

Dr J McCabe Mrs D Morison Mr R Rowlands Mrs A Webb Miss C Westgarth (Chairman)

In attendance: District Councillor S Harangozo, Mrs G Stoehr (Clerk) and 3 members of the public.

1. Apologies for absence

Dr F Hughes, Mrs S Brookfield, Dr H Roscoe (out of the country) and County Councillor R Martlew.

2. To approve the minutes of the last meeting on 11 February

On a proposition by Mrs Morison, seconded by Mrs Webb, the minutes were approved as a true record following one amendment under item 5.2 to show ‘Mrs Webb’ and were signed by the Chairman.

3. Matters arising from the meeting

3.1 Annual Parish Meeting – change of date to Monday 24 May

Noted.

3.2 (8.1) It was noted that Mr Chapman was not responsible for the field to the north of the Long Road allotments and that a letter had now been sent to Mr T Scott. Mr Scott had spoken with the Chairman and had agreed to look at the issue.

On a proposition by the Chairman it was agreed to vary the order of business to take a letter received from Dr Wright regarding the tennis courts at this point.

11.3 The electronic mail⁽¹⁾ from Dr Wright in response to the report in Contact last month asked that the Parish Council reconsider the decision to dispose of the grass courts. He offered assistance in bringing these back up to a playable standard and made suggestions about opening both the hard and grass courts for public use. Although he referred to a club being formed the Parish Council emphasised that it was opposed to this set up as it had already resolved that the courts should be opened for parishioner/public use. The term ‘Association’ was mentioned as a management tool for opening the courts for public use, a method of collecting fees and a way ensuring the ongoing maintenance and care of the courts following the departure of the Comberton Tennis Club at the end of March. Dr Wright raised the possibility of the refurbishment of the Tennis Club’s hut and its use by the tennis players. As not enough information was to hand Dr Wright was asked to bring more information on his suggestions and also the financial implications of these to the next meeting. It was noted that Dr Wright would put an article in Contact to gauge interest and he was asked to show this to the Chairman before publication.

4. County Councillor and District Councillor reports

4.1 County Councillor

Not present.

4.2 Barton Road traffic calming

It was noted that Mr T Scott had telephoned the Chairman expressing concern that his farm vehicles could not navigate the traffic calming. It was noted that Cllr Martlew had this matter in hand. It was also noted that caravans may have problems turning from Barton Road into Long Road and it was agreed that this should be drawn to Michael Oakman’s attention.

It was noted that some pot holes in Royston Road had been filled.

4.2 District Councillor

It was reported that the District Council would be moving to Cambourne at the end of May and Mrs Morison resignation as the CALC representative on the Joint transport Committee was noted.

5. Parish Plan

The Parish Plan Implementation Committee’s report⁽²⁾ on progress to date was considered.

5.0.1 Recreation ground & pavilion users meeting

Mr Rowlands and Mrs Webb reported that they had met yesterday with the recreation ground users and that it had been a positive meeting however several issues still needed to be resolved including the terms of reference.

5.0.2 Youth shelter grant

£4,000 has been awarded by the District Council to enable the proposed youth shelter to be installed shortly on the recreation ground.

5.03 Connections bus project and table tennis table grant

It was noted that verbal confirmation has been received that a grant of £1500 will be given to the Parish Council by the District Council to enable the Connections Youth Bus to continue to visit weekly for the next 3-4 months. It was also hoped that a table tennis table would be purchased for use in the pavilion using a portion of the grant funding.

6. Finance

6.1 To receive the financial report and to approve the payment of bills^{(appended 1 to these minutes)}

The invoices and bank statements were checked. On a proposition by Dr Chambers, seconded by Mr Hollick, the expenditure as listed in the financial report and monthly financial statement plus £171.60 to South Cambridgeshire District Council for the pavilion rates were approved:

	£
Powergen	94.99
Wicksteed Leisure	568.70
The Connections Bus Project	300.00
N Gristwood	661.00
LGS Services	180.95
LGS Services	231.37
Inland Revenue	71.39
LG Stoehr	453.22

6.2 B/F Assets review of values and insurance cover

It was agreed that the reply from Cornhill should be circulated and considered again when the policy was next reviewed in June.

6.3 Review of the Groundsman’s contract

On a proposition by the Chairman it was agreed that this item should be taken at the end of the meeting due to the confidential nature of the business to be discussed.

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

7.1 Planning

The Planning Committee’s report⁽³⁾ was noted.

7.2 Other

7.2.1 Tree application for South Street – sent to the Tree Group for comment.

7.2.2 Area Joint Committee meeting minutes – to be circulated with the general correspondence.

8. South Street allotments

8.2 South Street

The letter from Mr Winney on the allotments was noted. A reply is still awaited from the Office of the Deputy Prime Minister. It was agreed to keep this matter under review.

9. Village Hall including plans and meeting

9.1 The draft minutes from the Village Hall Steering Committee were noted.⁽⁴⁾ A copy of the latest plans for the proposed new hall were on display and noted by the Parish Council. The Parish Council was encouraged to attend the Annual General Meeting on 18 March where the plans would also be on display to the community.

It was reported that additional work on the business plan was being carried out and that Mr Winney was assisting with this.

9.2 Correspondence from Mr B Cook to Dr Chambers was considered. This indicated that the Village Institute Trustees were considering requesting that the Trustees be allowed to use the Village Hall as security for a loan. On proposition by Mrs Morison, seconded by Mr Bailey it was resolved that, based on the information to hand and taking into account the advice of its Solicitor, the Parish Council would not allow its assets to be used a security for a loan by the Village Institute Trustees.

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

Minor correspondence for information is to be circulated.

11.1 Code of Conduct

A consultation document on the code of conduct is to be circulated.

11.1.2 A copy of letter from a Kentings resident to Mike Cooper regarding responsibility for the trees in Kentings was noted. It was also noted that Mr Cooper was trying to clarify this matter but in the meantime had agreed to contribute towards the Parish Council’s contractor cutting the grass.

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

Nil.

At 8.50pm 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 i.e. the Parish Council considering its employees contracts and also an offer for purchase of land the public were temporarily excluded from the meeting and were instructed to withdraw. The Clerk was invited to remain for both items and Cllr Harangozo was invited to remain for item 10 only.

10 Recreation Ground extension

6.3 Review of the Groundsman’s contract

On a proposition by Dr McCabe, seconded by Mr Hollick it was agreed that the decisions taken under these two items should be recorded as confidential.

At 9.20pm the meeting was declared reopened and public invited back into the meeting.

In response to the letter considered at the last meeting from Mr Banyard the Chairman reported on her findings resulting from her review of past minutes of the Council. It was noted that one minute book indicated that in 1925-27 the old recreation ground on Barton Hill near Horizon Park and a disused gravel pit had been sold by the Council and it had compulsory purchased the current recreation ground. It was agreed that a letter be sent to Mr Banyard explaining the findings.

There was no further business and the meeting closed at 9.25pm.

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