Minutes of the Annual Meeting of Caldecote Parish Council on Thursday 6 May 2004 at 7.30pm in the Village Hall

 

Present:          Parish Cllrs S. Breeze, B. Drayton, T. Footman, A. Levett, P. Phillips, C. Stopp, F. Wolton (Chairman) and N. Wyhatt.

In attendance:     County Cllr R. Martlew Mrs G. Stoehr (Clerk) and six members of the public.

 

1.         Annual meeting business

1.1       Election of Chairman and declaration of acceptance of office

The proposal by Cllr Stopp, seconded by Cllr Drayton ‘that Frank Wolton be elected Chairman’ was carried unanimously. The Chairman signed the declaration of acceptance of office.

1.2       Election of Vice-Chairman

The proposal by Cllr Footman, seconded by Cllr Drayton ‘that Christine Stopp be elected as Vice-Chairman’ was carried unanimously.

1.3       Committee or Working Party membership and other responsibilities

1.3.1    Committee

On a proposition by Cllr Stopp, seconded by Cllr Drayton it was resolved that a committee be formed with the following terms of reference:

Caldecote Parish Council Recreation Ground Committee is delegated to consider and determine, on the Parish Council's behalf, all matters relating to the public open spaces within the village that have either already been transferred to the Parish Council or that will result from a signed S106 Agreement (developments - Banner Homes, JS Bloor, Taylor Woodrow Developments and Ashwell Homes) This includes the establishment, maintenance, provision, monitoring and use of land, landscaping and equipment.

The 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. It must also respond to any direction given by the Parish Council.

·        Shall be five members with a quorum of three.

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

·        May set up sub groups (working parties) that may meet informally to discuss aspects of the Recreation Ground Committee's work and to prepare recommendations for the Committee’s consideration.

·        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 local authorities and/or other body to enable it to understand or carry out its duties more effectively. If there is a cost implication it must bring a clear recommendation to the Parish Council for its consideration.

·        Should consider all financial implications relating to the recreation grounds and make a clear recommendation to the Parish Council on all recreation ground needs and requirements so that these can be included in the annual budget preparation.

It was further resolved that the initial membership should be Cllrs Breeze, Levett, Phillips, Stopp, and Wolton.

It was noted that the minutes of meetings would be circulated to all members of the Parish Council for information.

3.1.2    Areas of responsibility

On a proposition by Cllr Drayton, seconded by Cllr Footman it was resolved that the following areas of responsibility be approved and noted that the named were to monitor and consider all maters relating to the particular area of responsibility and to make recommendations as appropriate to the Parish Council.

Conservation and Trees                                             Cllr Footman with Mr John Newby assisting Cllr Footman if he is willing.

Traffic and Highways/ Public Rights of Way               Cllr Footman

Safer Caldecote/ Vandalism/ Police matters               Cllr Phillips

Bylaw matters                                                           Cllr Dr Stopp

Webmaster                                                               Cllrs Whyatt and Lang assisted by Mr Chris Corcoran if he is willing to continue.

Drainage                                                                   Cllrs Wolton and Levett

Wider and local planning                                           Cllrs Drayton and Breeze

Caldecote Sports Association Representatives           The Recreation Ground Committee with a minimum of any two members attending the meetings

Caldecote Community Association representative      Cllr Phillips

Parish Plan                                                                Cllr Whyatt

Old Village of Caldecote                                           Cllr Whyatt

CALC representative    Cllr Dr Stopp

2.         Apologies for absence

Apologies were received from District Cllr Jim Stewart and Jack Lang

3.         To approve the minutes of the 1st April

On a proposition by Cllr Stopp, seconded by Cllr Phillips the minutes were approved as true record after one amendment in item 10.7 to read ‘Furlong Way’ not ‘Strympole Way.’ The Chairman signed the minutes.

4.         Matters arising for information only

4.1       (4.1) Members e-mails addresses and distribution of correspondence/meeting papers

It was noted that the caldecote.gov.uk had been moved from Portland due to its restricted format and that individual e-mail addresses for all members had now been set up using the format name@caldecote.gov.uk. It was noted that Cllr Wyatt should he ever leave the council would ensure that the Parish Council had full access to the web address or alternative arrangements would be made to move caldecote.gov.uk to a new server.

4.2       (4.2) church steps handrail

The illustration of the new steps and rail provided by Cllr Martlew was considered and on a proposition by a Cllr Drayton seconded by Cllr Footman the Parish Council approve the design. It was noted that the Parish Council had already partly funded the scheme and therefore no additional funding would be required. It was agreed that a letter be sent to Cllr Martlew informing him off the decision so that he may take the matter further with the County Council.

4.3       (4.5) Proposed bus shelter between 109 - 111 Highfields Road

Following the recent site visit with the County Council officer, Barry Clarke and members, on a proposition that by a Cllr Phillips seconded by Cllr Wolton it was agreed that a brick built a shelter with a pitched roof be approved with a fireproof internal ceiling and that the shelter should have anti-graffiti paint. It was agreed that designs will be drawn up and the design and specification put out for tender.

4.4       TKA Tallent Chassis Ltd - update

Correspondence from Brian Heffernon, Environmental Health Officer, South Cambridgeshire District Council, dated 6th April and 23rd April 2004 was considered. It was noted that it had finally been agreed by the District Council to take enforcement action and that the matter had now been placed in the hands of the District Council’s legal department. The Parish Council’s solicitor had been informed and therefore his involvement in this matter had been put on hold.

It was agreed that a letter should be sent to Chris Taylor and Brian Heffernon asking how this would now be progressed, the procedure, and the expected length of time before the noise nuisance was resolved.

4.5       Cllr Martlew reported on the survey he had undertaken in the old village of Caldecote. Eleven responses indicated that that residents thought that the white lines on the road encouraged speeding. Having already spoken about this with Mike Cooper, it was noted that Mr Cooper had agreed it not to white line following the resurfacing work planned for 2005 - 2006. Cllr Martlew reported that the survey had also shown that residents requested again a reduction in the current speed limit up from 40 mph to 30 mph or lower. Cllr Martlew offered to take this to the Area Joint Committee and also to explore the possibility of designation as a quiet lane. It was agreed that a letter be sent to Cllr Martlew supporting this action and asking him to formally take this matter up with the Area Joint Committee.

4.6       (6.2.2) the availability of affordable housing

It was noted that the next phase of Shared Equity Housing was due to be built and allocated and that they would be managed by Nene Housing. The allocation responsibility in the first instance was with Shire Homes at the District Council. The District Council had informed of the Parish Council that it had no names on its list that met the criteria for allocation. It was noted that 13 names had been on the council's list for affordable housing requirement. A letter had been sent to each name on the list and that only two replies, both by telephone, they had been received indicating that any e eat still remained. These details had been passed on to the District Council along with the list of persons written to who had not replied.

4.7       Cllr Martlew reported that he was exploring the re designation of the footpath from Hardwick to Bourn as a dual-use cycle path. It was noted that the aim was that this could be done at minimum cost. It was agreed that the Parish Council supported this in principle but that it would like further information on the scheme before finally committing itself.

5.         Matters carried forward from the last meeting for discussion/decision

5.1       To consider the recommendations carried forward from the recreation ground advisory group

In part taken earlier.

On a proposition by Cllr Stopp, seconded by Cllr Whyatt the draft policy on Sport and Recreation was approved in principle and the Recreation Ground Committee was asked to review and formalise this at its first meeting.

An e-mail circulated by the Secretary of the Caldecote Sports Association and the response sent by the Parish Council was noted

5.2       Statement of enforcement

Our proposition by Cllr Stopp, seconded by a Cllr Breeze, it was unanimously resolved that the following policy be adopted:

‘Caldecote Parish Council aims to provide residents of Caldecote with the best and most cost-effective level of service achievable, and it expects the same from outside authorities and organizations with which it has dealings. Due to the slow or non-existent level of response from other bodies often experienced by the Parish Council, it has been felt necessary to publish this policy statement.

The Council expects that departments of the County Council, the District Council, and all other bodies will respond promptly to communications from Caldecote Parish Council, treat issues raised by the Parish Council with the seriousness they deserve, and work with the Parish Council to ensure that residents' needs and concerns are effectively dealt with. While the Parish Council accepts that matters cannot always be resolved instantly, it expects action to be initiated quickly and it expects to be kept fully informed of progress.

Delays in dealing with issues of results and a waste of the Parish Councils time at meetings, and a waste of the clerk's time - and hence of the residents' money - in chasing up responses. This imposes a burden on village resources which is unnecessary and unacceptable. The Parish Council will not tolerate unreasonably slow response times and will not hesitate to take enforcement measures to what other degree considers necessary in order to ensure that effective service is provided to the residents of Caldecote.’

It was agreed that the letter should be sent the Chief Executives of both the County Council and the District Council and also a copy to CALC so that other parish councils could be made aware of this policy decision and CALC could determine the full level of problem throughout the county.

The Parish Council expressed its disappointment that Ms Sue Reynolds, Mr Philip Sharp both from the County Council had not attended the meeting this evening and had also not sent their apologies absence. Cllr Martlew to arrange a meeting with Mr Sharp without further delay so that he could visit the village meet with members of the problems outside the school and other traffic calming to be discussed in full.

The County Councils’ correspondence regarding its survey of its departments’ service was taken at this point in the meeting and it was agreed that the survey would be completed by the Chairman and Clerk based on experience of the various departments to date.

6.         To attend to correspondence/communications received since last meeting

Minor correspondence for information is to be circulated

6.1       Parishioner correspondence

A copy of an e-mail sent from a resident to Chris Bradley complaining about activities outside the Social Club was received and considered. It was noted that on 24th April in Highfields Road (Saturday evening) there had been problems with damages to residents’ hedging and fencing. Although the police were contacted the response was poor. It was noted that the police had reported they had identified the youths who had damaged the trees in the village and also the fencing near the village hall and that the parents and youths would be visited by the police. It was also noted that Chris Bradley had said that on this occasion the youths did not live in this village. The Parish Council reiterated that residents should contact the police when they had witnessed either vandalism or disturbance.

6.2       Winkworth Sherwood - transfer of justices license - BP Express, Childerley Gate

The letter from Winkworth Sherwood for the transfer of license was received and considered. It was noted that the village had a problem with under-age drinking and that numerous bottles and cans had been found strewn about the village and that these could have only been purchased from the BP garage. On a proposition by a Cllr Wolton seconded by Cllr Footman it was agreed that a letter be sent to the court highlighting the Parish Council's concerns regarding under-aged drinking and the availability of alcohol to under-age drinkers from up the BP garage. It was also agreed that Trading Standards should be informed.

6.3       A letter from CALYPSO regarding the multi-use games area (MUGA) opening on Friday 27th May was received and considered. On a proposition by Cllr Wolton and seconded by Cllr Phillips it was agreed that the Parish Council granted approval for the event and that insurance cover for the event and for the proposed fireworks be arranged on the Parish Council's insurance. It was noted that Mr Andrew Lansley MP was to attend and Open the MUGA and that the Sports Development Officer at the District Council was arranging youth training sessions as part of the evening’s entertainment.

7.         To attend a planning received since last meeting including

7.1       S/0460/02/F Ashwell Developments - amended times to for info and SCDC approval

The two amended applications and the approval of one by SCDC or was noted the other had been circulated for information only.

On a proposition by Cllr Drayton seconded by Cllr Wolton it was agreed the following responses be made:

7.2       S/0750/04 RM Boak, Plot 2 56 West Drive - chalet bungalow

No recommendation by the Parish Council.

7.3       S/0684/04/F Evans, 73 Highfields Road - garage

Recommended for approval by the Parish Council.

8.         The village development, recreation grounds and public open spaces

Cllr Stopp reported on her site visit when the Sports Turf Institute came out to inspect the recreation ground. It was noted that a report was expected in approximately two weeks and that the surveyor had reported that it was (the worst field he had ever seen). It is expected that health and safety issues will be highlighted in the report.

The letter from MCM landscapes was received and considered. It was noted that no plan showing the silt pits had been received as requested and that a meeting had taken place with Mr Taylor who was to undertake the ploughing. It was agreed that another letter be sent reiterating the points which had not received reply and stating that the Parish Council do not accept the statement regarding the separation of subsoil and topsoil.

A letter is to be sent to EDF regarding the electricity cable re-routing underground and requesting the anticipated timetable for this.

8.1       Taylor Woodrow Developments

Nothing further to note.

8.2       Banner Homes

Complaints had been received from a resident in Cavendish Way firstly that residents a were having to cut the grass on the public open space themselves because this was not being done by Banner Homes and secondly regarding the safety netting put up by Banner Homes around to the newly seeded. It was noted that a letter had already been sent to Banner Homes drawing this to their attention and asking them to provide a copy of their maintenance schedule.

8.3       J S Bloor play equipment - Correspondence From Mrs McArdle and others

The letter from Mrs McArdle signed by other parishioners all supporting her previous letter that the play equipment should not be installed in Greyway Close was noted.

A letter without a name or an address had also been received from a concerned resident recording an opposite view. The Parish Council agreed that it could not consider anonymous letters. It was noted that an article was still to be printed in the Caldecote Journal seeking views of the wider community on this matter and it was agreed to carry this forward until the results of the journal article were known. It was agreed that a short piece be put in the Journal asking residents who write to the Parish Council to supply their name and address it was also agreed that should the resident prefer their name not to be made available under the Data Protection Act that they could ask for the name and address to be withheld.

8.4       Ashwell Developments - road naming

In response to the District Council's letter dated 30 March regarding Ashwell Homes development's suggestion for 'Grafton Mews' as the road name. On a proposition by a Cllr Wolton seconded by Cllr Phillips it was resolved that the Parish Council did not like 'Mews' and that it reserved its right to name the road 'Grafton Drive' and that they should cover the access road from Highfields Road around to the bollards near the turning head which is currently named "West Drive".

Given that there will be only be access to one home in West Drive (101) along this road, the rest of West Drive being accessible only from the northern entry, the Parish Council made this suggestion to avoid confusion and problems for emergency vehicles finding the one dwelling. It was agreed as a copy of the letter, for information, should be sent to 101 West Drive.

9.         Finance

9.1       To receive the financial report and approve the payment of bills

The financial statement was received and considered a proposition by the Cllr Phillips seconded by a Cllr Footman the following payments were approved:

Herald Contract Services

£226.78

WS Atkins

£129.96

Allianz Cornhill

£870.52

CALC

£282.17

LG Stoehr

£XXX

Kathy Martlew

£XX

9.2       Insurance policy and risk review

A review of the fidelity insurance showed that the Council was slightly below the recommended level for the end of financial year balance plus half precept. However given the payment due shortly to cover the MUGA on a proposition by a Cllr Drayton seconded by Cllr Stopp it was agreed that the level of cover was satisfactory.

9.3       Audit timetable and to approve the accounts for financial year ending 2003

The accounts and supporting statements as prepared by the Responsible Financial Officer were considered. On a proposition by a Cllr Footman seconded by a Cllr Stopp it was resolved that the Annual Return Section 1 be approved by resolution of Caldecote Parish Council and that Section 2 Statement of Assurance be completed once the Internal Audit had been completed.

10.       Councillors’ items

10.1     City Services are to be asked again to undertake the first grass cut of the verges

10. 2    The broken road sign Bosserts Way is to be reported to South Cambridgeshire District Council

10.3     Taylor Woodrow is to be notified again that the pavement on the south side of the green is breaking up

10.4     It was noted that the grass near the tennis courts had flooded following recent rain and it was noted that the drains were broken. Taylor Woodrow is to be notified.

10.5     Potholes in Highfields Road from Westwinds southwards had been notified to the Highways Division.

10.6     It was noted that the bollard near the traffic calming in Highfields Road had still not been repaired.

10.7     It was noted that some palings on the fence around the children's play area had been damaged. It was agreed to continue repairing using longer screws.

10.8     It was noted that the estimated cost for 173 metres of metal fencing, including two self-closing gates and one lockable gate would cost in the region if £9,000 to £25,000.

11.    Closure of meeting and Parish Matters

There was no further business and the Chairman declared the meeting closed at 9.45pm.

 

 

 

Signed…………………………………Chairman…….…………………Date.