Over Parish Council. TO RECEIVE AND ACCEPT APOLOGIES FOR ABSENCE County Cllr P Hudson (work), District Cllr B Handley (District Council meeting)

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1 Page 1 of 5 24 th December 2018 Over Parish Council pm Minutes Over Parish Council Meeting, held in The Seminar Room, Over Community Centre, Over 7.30pm Tuesday 18 th December 2018 PRESENT Mr G Fenn (Chairman) Councillors: Mrs J Davies, Mrs A Griffiths, Mr R Robinson, Mrs P Scrivener, Mr A Tranter, Mr G Twiss Acting : Mrs L Miller In attendance Parishioners : None Mrs M Pink new to Over Parish Council County Councillor: Not present District Councillor: Cllr Mrs D Percival Item Power Action TO RECEIVE AND ACCEPT APOLOGIES FOR ABSENCE County Cllr P Hudson (work), District Cllr B Handley (District Council meeting) MEMBERS DECLARATIONS OF INTEREST & DISPENSATIONS Declarations of interest from councillors on items on the agenda Registered interests noted from: Cllrs S Couper & A Tranter Trustee of Over Day Centre Cllr A Griffiths Trustee of Over Community Association Cllrs J Davies, R Robinson & S Couper Trustee of Over Town Lands Charity Requests to Speak No requests received to speak on any items as declared above. To receive requests for dispensations No requests received. To grant requests received The granting of dispensations to be made by Full Council Meeting suspended to allow 10 minutes for the public participation forum and for persons declaring prejudicial interest relating to business to be transacted, to address the meeting. No members of the public present and no addresses regarding prejudicial interests were made. Public forum closed in order for the Parish Council meeting to commence. TO SIGN & APPROVE MINUTES OF THE MEETINGS DATED 13 th November 2018 It was proposed, seconded and unanimously approved that the Chairman signs the Minutes of the meeting with no amendments. MATTERS OF INTEREST FROM COUNTY AND DISTRICT COUNCILLORS AND PCSO District Council item taken first as Cllr Mrs Percival needed to leave following discussion Report from Cllr B Handley circulated prior to meeting, no questions raised. A visit to the January Council meeting from SCDC Leader Cllr Bridget Smith to be arranged by Cllr Mrs Percival. Next District Cllr surgery in Over will be 2 nd February. Chairman noted the recent increase in crime locally; Cllr Mrs Percival will contact the Area Sergeant and PCSO and arrange a meeting with the Parish Council. Cllr Mrs Scrivener will write an update in the Over News to let residents know the Parish Council is aware and in contact with the Police. Cabinet Liaison Forum Minutes circulated. It was noted that SCDC expects a deficit in finances per annum in two to three years time and would be working with parish councils, who are not capped, to help deliver local services for local people. (District Cllr Mrs Percival left the meeting) DP DP PS

2 Page 2 of 5 24 th December (iv) (v) 12-7 County Council Written report from Cllr P Hudson circulated, no questions raised. Highways items to report, update and note: Speed Indicator Devices (SID) in New Road removed, the posts could be used for Parish Council SIDs if purchased. Of the two signs in West St, one is working the other to be checked. If the Parish Council wishes to purchase SIDs, the CCC LHI scheme is the opportunity in Chairman to respond to County Cllr re this. The A14 Community Fund also to be investigated. Bikeability scheme. Letter from CCC indicating grant funding from the Dept. for Transport may not cover the full cost from next financial year. CCC asks if Parish Councils would consider supporting the scheme by providing 25% funding of 10 per pupil. The Acting added that Parish Councils have no legal power to fund this type of scheme, so it would need to be S137 or GPC. Following discussion it was agreed that the Parish Council could not provide funding, although the scheme is an important initiative and would be disappointing if it were to be withdrawn. Police To receive report from Neighbourhood Police Speedwatch update unfortunately there are still no volunteers trained, however new training dates for Jan-Mar have been published and sent to the four residents who have expressed an interest. PLANNING Ref: S/4201/18/VC Land east 7 Longstanton Rd. Variation of Condition 2. of S/2383/17/FL. Discussion with regard to future management and maintenance of the open space area at the junction with Longstanton Road. Parish Council wishes to discuss with the developer, if the area could be transferred to Parish ownership rather than be maintained through the site management company. The to approach District Council s S106 Officer to discuss this. Provision of fencing around the area was queried, to be investigated, as safety close to the junction of West Road is a concern. Proposed & seconded no objections to the amendments detailed, carried unan. For Information Ref: S/4379/18/E2 Northstowe Phase 3 Environment Impact Assessment request Ref: S/4255/18/DC Discharge of condition 3(d) (door detail and furniture and reveal) of planning consent S/1047/18/LB Internal and external alterations. The Old Black Horse, High St. Request from JPP Ltd, Environmental consultants for local environmental information relating to the development site in Fen End, S/2577/17/FL. No information available from the Parish Council, suggested contact SCDC. Permissions Ref: S.3715/18/FL 18 Long Furlong. Demolition of conservatory and construction of single storey infill extension. PC REPRESENTATIVES ON VILLAGE CHARITIES AND OTHER BODIES - MATTERS OF INTEREST Hanson Aggregates Cllr Mr Robinson had contacted Hanson regarding land registry issues with The Gravel and is awaiting a response. A meeting will be arranged. Over Town Lands Charity maps detailing the new Hanson extraction site look to include two Town Lands fields. Updated plans from Hanson are awaited. Grants from the charity will be slightly less this year. Over Community Association - Cllr Mrs Griffiths reported on the recent committee meeting. The Association is still looking to recruit a Duty Manager. A list of improvement projects is being drawn up and will be discussed with the Parish Council. Both OCA and OCE are financially healthy. The Christmas lunch for elderly residents this year has been well supported and well attended. GF RR

3 Page 3 of 5 24 th December (iv) Over Day Centre grant request submitted to Parish Council see agenda item FEEDBACK FROM AD HOC GROUPS Land Registry of Open Spaces Notes from meeting held 5 th December to review the Land Registry letter dated 20 th November were accepted. Actions are being completed and a number of invoices evidencing management of the areas by the Parish Council have been located. An ST1 form has been completed by the resident next to Overcote Road Pond. Various documents relating to the 1980 s County Court action over annexation of part of the Gravel have recently come to light, including correspondence with solicitors, advice from Counsel, press cuttings and the Court Agreement itself. Cllr Mr Twiss requested approval for expenditure of up to 400 for Land Registry fees relating to potential site visits and registration fees. Proposed, seconded and carried unan. Grant seeking Cllr Mr Tranter reported that the group are putting together a grant application for lottery funding report circulated. In the New Year final specifications will be drawn up and put to the Parish Council for consideration. ACRE Proposals a forward plan for maintenance of the open space improvement proposals from ACRE was reviewed. It was considered this was under-estimated for the amount of maintenance time the areas would take and needs to be reviewed with Cambs ACRE. Chairman would put together a more realistic cost-time estimate for discussion at the January Parish Council meeting, for inclusion in the Budget-Precept discussions. Village design statement Cllr Mr Couper reported on the village tour and presentation at SCDC on 6 th December. A draft statement has been circulated, however it was felt it was still unclear as to how much of an effect the final document would have on planning decisions. GF Parish Council meeting suspended in order to discuss items relating to the Registered Charity for The Green (Charity number: ) Parish Council is Sole Trustee of the Charity THE GREEN Groundsman s report circulated and reviewed. Noted: Purchase of New Line Marker approved. To note this is a Charity cost. The Parish Council to purchase the equipment, the cost to be included within the year end costs agreement between the Charity and Parish Council. Issues arising from parking associated with football matches on the Green, vehicles blocking the Primary School vehicle entrance and residents driveways. Abuse received from vehicle owners when asked to move vehicles. Letter to be sent to the Football Club stating that they need to manage spectator parking more rigorously otherwise clubs will receive a month s ban from using the Green & Pavilion. The User Agreement to be amended to reflect this. Also noted that vehicles are parking on the Green, which is not permitted. Noted that MT Roofing have not yet resolved the issue raised with regard to alleged damage to vehicle paintwork when the pavilion roof was repaired. This is a dispute between the contractor and vehicle owner, not the Parish Council. A response to be sent to clarify this. Parish Council meeting reconvened VILLAGE MATTERS To receive Village Handyman Report and consider any maintenance items Concern raised by a resident in Glover St, with regard to the safety of a large tree on the edge of the footpath. The Tree Warden, Cllr Mr Robert Robinson reported that the tree is the responsibility of CCC Highways and has been passed to them. An inspection will take place within 15 working days. 1

4 Page 4 of 5 24 th December Parking for events on the Green - Discussed under Agenda item 9. Easement for the existing access across Pear Tree Strip to a property in Chapman s Way. Dealt with prior to the meeting via due to urgency, as house sale depended on access permission. An Easement has been granted by the Parish Council, which was completed on Friday 14 th December and a fee paid to the Parish Council of 500. Council Resolved to ratify the arrangements made and the granting of the Easement, which the Chairman and Vice-Chairman had signed. FINANCE Approval of Payments RESOLVED: to approve invoices and payments as listed to the sum of 3, Plus invoice presented for the entry to the safe and replacement of locks on the cupboards, Black Wolf Locksmiths approved Invoices for approval to date - 18th December 2018 Village Cheques already paid: G Fenn Christmas lights for The Green Cambridgeshire County Council - For TRO re The Doles Green Lane Anne Griffiths Krystal Hosting - OverVillage.co.uk Jeanette Fenn Re Village Logo design Anglian Water Business Ltd - The Pavilion sewage charges Total Payments Direct Debits: E-on The Pavilion - Electricity to 7 Nov E-on Final Bill for The Pavilion to 7th Nov British Gas Lite The Pavilion - Electricity to 8 Nov - 10 Dec Invoices received: D Bridgman: Handyman tasks, November - Village Handyman tasks, November - Pavilion s Salary - Nov 2018 Gross 's expenses Stamps, paper Over Community Enterprises Ltd - Room hire for PC meetings Nov Geoff Twiss Expenses re Land Registry investigations Sorrell Electrical Christmas lights, checking and installation 1, Black Wolf Locksmiths Safe entry and cupboard lock replacements Total Payments for the Village: 2, Costs relating to The Green (Registered Charity ) D Bridgman: The Green, Nov-Dec maintenance work R S Groundcare Verti-draining - The Green Total Payments for The Green: , Receipts noted: Cricket Club Pavilion hire fees Bank Account Mandate and Financial Regulations Following issues relating to authorised signatories registered with Lloyds Bank over the past month, a new mandate to be drawn up and submitted, which will also

5 Page 5 of 5 24 th December include the new as an account administrator. to arrange. In the meantime, with no serving on the mandate, the Council cannot operate according to its own Financial Regulations which require the s countersignature on cheques, and the Bank has agreed to accept just two mandated Councillor signatures until a new Bank mandate can be actioned. The Council decided to continue with this arrangement going forward to stop this situation arising again in the future. Resolved to remove from FR item 5.3. And countersigned by the. Cllr Mr Couper to review the Fin Regs with the to ensure they are in agreement with the current NALC model regulations and to bring updated Fin Regs to a Council meeting as soon as possible for adoption. Grant Requests Over Day Centre request to consider an increased grant for 2019, as the percentage of clients at the Day Centre from Over village has risen. Decision deferred until January meeting to review within the Budget and Precept discussions. Parish Precept Discussion held, in particular reviewing levels of Earmarked Reserves, future project expenditure and possible additions to Reserves from the Precept. Noted that the current Precept level is low compared to similar sized South Cambs villages and therefore if additional project work is to take place during , a precept increase would not give a disproportionate Precept level compared to other villages. However it was accepted that if an increase is agreed it must be clearly identified and justified to residents and that projects should be visible and delivered during the year so that residents could clearly see where expenditure is going and the benefit to the village. The Chairman asked Cllrs to review the draft figures over the next couple of weeks and a final discussion will take place at the January Council meeting, when the Precept will be set. Cllr Mrs Scrivener to submit an article for the February Over News issue to detail the Precept and Budget and explain any increases that may be approved in January. Also noted was the need to review the grounds maintenance arrangements with regard to whether the work is contracted out or if the Council should take on the employment of a grounds maintenance person and the cost implications GENERAL CORRESPONDENCE CAPALC: NALC Chief Exec Bulletins, CAPALC Bulletin. Noted that the CAPALC membership fee is to be increased by 11% in June. Council to consider if it wishes to remain members of CAPALC. SC & ITEMS FOR INFORMATION AND NEXT MEETING AGENDA Cllr Mr Robinson confirmed that the safe has now been opened and repairs to the lock are being arranged. The cupboards have also been opened and new locks fitted. The Chairman thanked Mrs Miller for her time as Acting over the last four months. Mrs Mandy Pink now takes over as permanent. Cambs ACRE membership renewal notice for 2019, 57. For January payments. (iv) YesterYear Road Run not able to take place in 2019 due to Northstowe & A14 road issues. (v) OCA letter thanking the Parish Council for Fireworks donation and detailing expenditure. Next meeting dates: Full Council 7.30pm Tuesday 8 th January 2019, The Seminar Room, Over Community Centre There being no further business, the meeting was declared closed at 10.10pm Signed & dated Chairman Powers of Expenditure 1 Local Government (Miscellaneous Provisions) Act 1976, s19 Jan mtg Cllrs PS