Draft copy to be signed FC 09/2018

Transcription

1 MINUTES OF THE MEETING OF HADDENHAM PARISH COUNCIL held on Wednesday 10 th October 2018 at 7.30pm at the Arkenstall Village Centre, Station Road, Haddenham, Cambs. Attendance: Cllrs Cheetham, Fairchild, Goddard, Hugo, Norman, Page, Ray and Tindall (Vice-Chairman) and County Cllr Hunt. In the absence of Cllr Lyon and as vice-chairman, Cllr Tindall would chair the meeting. 1. APOLOGIES FOR ABSENCE were received from Cllr Lyon holiday, Cllr Smith another meeting, Cllr G Wilson holiday and Cllr P Wilson holiday. The Clerk had received written confirmation of resignation from Cllr Morris on 10 th October The Council wished to thank Cllr Morris for his time and efforts whilst a member of Haddenham Parish Council. Within his resignation notice, Cllr Morris had offered to continue his work with Community Roadwatch and the Council was pleased to hear this. As over 6 months remained until the next election, the co-option process would need to be actioned and the Clerk would start the process by posting a Notice of Vacancy the next day. 2. DECLARATIONS OF INTEREST There were none. 3. MINUTES OF THE LAST MEETING having been circulated to all councillors were taken as read. Cllr Hugo proposed, and Cllr Cheetham seconded, that subject to the following amendments the minutes should be signed as a true record of the meeting. Motion carried unanimously. Item 6a: Glasdon UK Ltd should read and for Truelink (August 2018), no verge cutting was carried out, but a fallen tree was removed from the Recreation Field at a cost of 180, making the total cost of both Truelink invoices MATTERS ARISING (For Information Only) a. Invoices from the September 2018 meeting: The Clerk reported that the E-ON invoice for August 2018 had totalled The Amey Cespa invoice for the cemetery wheelie bin had been and the general wheelie bin located at Truelink s premises had totaled b. Dogs in the Closed Cemetery: (See Minutes FC 08/2018 Item 12a) The Clerk had contacted the ECDC Dog Warden Jenessa Springhall and she would undertake some patrols in the closed cemetery. In the meantime, the new district wide Public Space Protection Order Dog Fouling has come into effect and it is now a criminal offence for failure to pick up dog fouling in all public areas, which will result in a Fixed Penalty Fine of 80. Failure to pay within 21 days will lead to, upon summary conviction, a further fine to be determined at the time. Signs would be erected at the Closed Cemetery and other Parish Open Spaces outlining the Order. 5. PUBLIC PARTICIPATION No members of the public wished to address the Council. 6. FINANCIAL MATTERS a. Accounts to be authorised: Name Service Itemised Total Chq No/ Method BT HPC Broadband Apr June DD AmeyCespa (East) Ltd General Wheelie bin June 18 Cemetery Wheelie bin June DD Viking Stationery Debit Card CAPALC GDPR Membership Scheme 2018/ Page 1 of 8

2 Haddenham Post Office Stamps Debit Card Toner Giant Black Ink cartridges Debit Card &1 Internet Ltd HPC website fees Debit Card Staff costs Sept 18 Assistant Clerk s Salary & overtime Clerk s salary Clerk s pension Clerk s Tax & NI Jul Sept Toner Giant Colour Ink Cartridges Debit Card Freeparking domain renewal 2018/ Debit Card Microsoft Office 365 October Debit Card Public Works Loan Board Skatepark loan repayment half year payment DD Westcotec Ltd Street Light Maintenance July Sept DD Replay Maintenance Ltd Repairs to MUGA court C Jones Allotment deposit refund Starboard Systems Ltd t/a Scribe Accounts Accounts licence renewal 2018/ Community Roadwatch Donation PKF Littlejohn LLP Audit fees 2017/ Haddenham Recreation Centre Committee Camguard Fire & Security Cleaning, window cleaning and Custodian at Sports Pavilion Oct 18 March Pavilion fire alarm maintenance contract 2018/ Copier Warehouse Ltd Library copier Sept Arkenstall Village Centre Room hire J Reeve Scanning green spaces map for Fairchild s Meadows Page 2 of

3 E-ON Energy charges Sept Truelink Ltd Grounds maintenance duties Sept 18 (Month 6) County verge cutting Sept 18 (Month 5) Removal and disposal of ivy from Cemetery fencing Cambs County Council LHI Scheme in Hop Row (pedestrian crossing) David Lowe Plumbing & Heating Supply and fit replacement loft tank ball valve at Haddenham Pavilion J Manning Black bags for Pavilion 7.50 Royal British Legion Poppy Appeal Poppy wreath CAPALC Finance training day for Assistant Clerk and Clerk AmeyCespa (East) Ltd General Wheelie bin Sept 18 Cemetery Wheelie bin Sept DD The Clerk advised that there had been some confusion over the termination of the Broadband service with BT but this had now been sorted out and a refund would shortly be made for the period May to Sept Cllr Cheetham proposed, and Cllr Page seconded that all the above invoices should be authorised for payment. Motion carried unanimously. b. Annual Governance & Accountability Return 2017/18 audit report: The AGAR for 2017/18 had been returned from the external auditors with a note that there was no requirement to include transfers from and to the Council s own accounts in the payments and receipts. When the AGAR for 2018/19 is produced the figures in Boxes 3 & 6 for 2017/18 would be adjusted to reflect this and it does not affect the overall figures as they are correct. Cllr Page proposed, and Cllr Fairchild seconded that this information and advice was accepted by the Parish Council. Motion carried unanimously. c. Haddenham Sports Pavilion Internal Refurbishment Project quotations: (See Minutes FC 08/2018 Item 9g) The Council was delighted to have been awarded 10,000 grant funding from the District Council Facilities Improvement Fund and issued formal thanks to all involved. The preferred quotes for each section of the internal pavilion refurbishment were provided to all Councillors and a summary given by the Clerk as to the costs. There would also be a contribution forthcoming from the Recreation Committee. Cllr Ray proposed that, subject to confirmation that the painting quote is a fixed price quote and not an estimate, all preferred quotes be accepted. This was seconded by Cllr Cheetham. Motion carried unanimously. Local Government Act 1894 s8(1)(i) The Clerk would write to thank Emma Grima for her pivotal role in securing the grant funding. d. Replacement noticeboards for Haddenham and Aldreth: (See Minutes FC 08/2018 Item 6e) Various designs of noticeboards had been obtained for consideration and a preferred design was selected. Cllr Hugo would liaise with the ACA regarding the design and colour. Cllr Cheetham proposed, and Cllr Ray seconded that once these details were agreed, two noticeboards would be purchased. The costs for the removal of the existing boards and installation of the new boards were delegated to the Clerk to find the best price. Motion carried unanimously. The expenditure for the boards would be funded from CIL monies available and the total final cost will be reported to the Council at the next available meeting. Local Government Act 1894 s8(1)(i) Page 3 of 8

4 e. CCTV at Haddenham Recreation Field: At a recent Recreation Committee meeting the possibility of CCTV provision to cover the skatepark area had been raised in light of the anti-social behaviour currently being experienced there. There several issues to be considered before going ahead including privacy and recording of minors but it was felt that the apparent drug taking and littering occurring warranted further action. Cllr Page would investigate the options available to the Council in advance of the next meeting and Cllr Hugo suggested that wifi provision in the Pavilion would leave a much wider selection of CCTV systems open to use. It was also agreed that moveable cameras would be ideal rather than fixed units. Cllr Cheetham proposed, and Cllr Ray seconded that the Council resolve to install CCTV with a decision to be made later as to the particular system chosen. Motion carried unanimously. f. Purchase of new litter bins: A request had been received for installation of a new litter bin on Hop Row near the small layby as there is frequent littering in that area. Cllr Hugo proposed, and Cllr Cheetham seconded that a bin be purchased and installed using CIL funds. Motion carried unanimously. Litter Act 1983 ss5&6 g. Purchase of village Christmas Tree: Quotes for various sizes of Christmas trees had been received but Cllr Page had been offered a 20ft tree at a cost of 145 from Simpsons in Fordham. A photograph of the exact tree was shared with all Councillors and Cllr Fairchild confirmed that he would be able to collect the tree. Some new lights would also be required at a cost of 400 for two sets (800 lights per set). Cllr Cheetham proposed that the tree and lights should be purchased using the donations already received plus a further promised donation from the Beer Festival with any shortfall being met out of the Christmas Lights budget and this was seconded by Cllr Hugo. Motion carried unanimously. Local Government Act 1972 s CORRESPONDENCE A letter of thanks had been received from Moira Goddard and was shared with the Council. A letter of thanks for the agreed regular donation had been received from Dave McCandless of Community Roadwatch. A letter had been received inviting the Council to set up a Cambs County Council Energy Scheme. It was agreed that the Council did not wish to take this up. Michelle Burrell Barnet from ECDC had ed the Clerk with some information about Timebanks and potentially setting one up within the Parish. It was agreed that an item would be posted on Facebook to gauge public interest. The ACA had issued an invite to the Councillors to attend its AGM on Friday 19 th October at 7.30pm. An invite had been received for Councillors and Clerks to the drop-in tea party being held on Saturday 27 th October between 2pm 4.30pm to celebrate the Library s 15 year anniversary. A letter of thanks had been received from Robin Gildersleeve, Group Scout Leader for Haddenham, for the warm welcome and practical ideas shared during the meeting he attended on Wednesday 5 th September. 8. REPORTS FROM DISTRICT & COUNTY COUNCILLORS Cllr Tindall thanked County Cllr Hunt for attending. Cllr Hunt reported that he was on the Planning Committee that refused the application for the waste burning plant at Waterbeach, submitted by AmeyCespa. The Ely By-Pass is due to open around the end of October. The level crossing will close at the same time and the underpass will close completely for a month. Signage to indicate the Ely By-Pass is open will be displayed on Fordham By-Pass, approaching Ely and between Sutton and Witcham Toll to attempt to route HCVs off the A1123 between Haddenham and Downfields roundabout at Soham. The new County Archives and Ely Registry Office are due to open at The Dock in summer There will be a closure period of the archives at Shire Hall with some bargains to be found amongst documents that will be on sale. Night time closures for resurfacing work will occur on the A10 at Little Thetford from 29 th October to 2 nd November, at Witcham Toll from 5 th to 14 th November, at Lynn Road, Ely from 1 st to 9 th October and between Ely and Littleport from 9 th to 19 th October and 22 nd October to 5 th November. Page 4 of 8

5 The County budget for 2019/20 is under increasing pressure but working hard to limit Council Tax increases and retain services as much as possible. Work to repair pot holes around the County is going well with around 100 per day being attended to. The Mobile Library vehicles are being looked at to see if they could deliver extras such as flu jabs, toothpaste, nail clippers, etc., for residents who have difficulties in accessing the shops. A proposed move from Shire Hall is being looked at to save costs. Cllr Hunt continues to work to retain the Zipper bus service after 1 st April The Local Highways Improvements panel will meet to consider bids on 28 th and 29 th November. A District Council report had been provided to all Councillors in advance of the meeting. At the Regulatory Services Committee meeting on 10 th September it was agreed that all Bring Banks be removed across the district except for the high performing ones. Textiles will be retained though as textile recycling is not part of the kerbside collection service. This decision means that the banks at the Arkenstall Centre will be removed at some point but notices will be displayed to advise when it will happen. The Community Services Committee had met on 12 th September where a progress report had been given for The Hive Leisure Centre. The Gym had seen over 2000 visitors in the first month and general feedback was good. There had been some negative feedback regarding the teaching pool and officers would continue to work with the operator to manage this. As mentioned earlier the Public Space Protection Order was now in place for dog fouling in all public places across the district and could lead to a fine and conviction. The Local Plan 2017 was now in the fourth stage of the process and Hearing sessions were currently being held whereby those who wish to verbally raise their objections with the Inspector can do so. After this is complete the fifth stage will begin, this involves the Inspector producing a report which will contain a list of modifications that will be binding to ECDC if it opts to adopt the Local Plan. Finally, ECDC has been recognised for its work on challenging violence against women and had been awarded a White Ribbon status by this renowned national charity. 9. REPORTS FROM COMMITTEES, WORKING GROUPS & COMMUNITY GROUP REPRESENTATIVES A. Finance & Emergency Committee: A meeting would be held on 1 st November when the budget and Precept for 2019/20 would be set. B. Planning: A meeting had been held preceding this meeting and another meeting had been scheduled for Tuesday 23 rd October. C. Allotments: Renewals had been sent out and the majority of tenants had already returned them along with their rent for the year. Cllr Lyon had arranged that Truelink would begin cutting the far end allotment at the Recreation Field each time they cut the field itself as it is no longer let out. D. Burial Areas: Truelink had removed the ivy from the railings at the Cemetery and it had been agreed that these did not require painting this year. Truelink would also tidy the rose garden area again. E. Communications: Noting to report. F. Emergency Plan: The emergency plan was now complete and was listed as a separate agenda item. G. Environmental Overview: A meeting would be held in the near future. H. Recreation: A meeting had been held on Monday 1 st October and the minutes had been circulated to all Councillors. Cllr Norman had unfortunately not been aware of the date of the meeting. The steps at the skatepark had been completed on the day of the meeting and Truelink would be engaged to do some tidying and seeding of the site. Cllr Norman suggested a third rail be investigated for the barrier at the back of the skatepark so as to Page 5 of 8

6 avoid a user falling between the two existing rails. He also felt that a barrier would be required at the run off onto the field to prevent damage to the grass. The Council were also aware of the concerns being raised on Facebook around the skatepark area. Cllr Cheetham proposed, and Cllr Ray seconded that permission be given for the Beer Festival to be held on the Recreation Field from Friday 5 th to Sunday 7 th July I. Road Safety: A recent meeting had been postponed and would be rearranged in due course. J. Aldreth Community Association: The AGM would be held on Friday 19 th October and Cllr Hugo invited all Councillors to attend. K. Arkenstall Village Centre: Nothing to report. L. Guppy s Pond: Unfortunately, the Boating Day scheduled for Sunday 23 rd September had been cancelled due to poor weather. M. Charities: Nothing to report N. Haddenham Library: The Summer Reading Challenge had been a great success with 31 children completing and receiving a medal at ceremony at the end of September. The electrical testing had been completed and as a result one of the light fittings had been replaced. The library would celebrate its 15 th anniversary on 26 th October and a drop-in tea party would be held on 27 th October to commemorate this. Moira Goddard had relinquished her role as Coordinator to Sally MacEachern and would also step down as Chair at the AGM to be held in November. O. Fairchild s Meadows: A meeting had been held on Tuesday 25 th September and the minutes would be supplied to all Councillors in advance of the next meeting. Concerns had been raised at the end of last week regarding a demonstration of an exercise tool for dogs planned to take place that weekend. It was reported that only 4 owners and dogs had attended, and it was a very informal gathering. 10. REPORT FROM HADDENHAM COMMUNITY LAND TRUST Cllr Hugo, as Chairman to HCLT, reported that the archaeology work was continuing and is expected to last until the end of November. The settlement is of Roman period (1 st century AD) but there is surprisingly no evidence of earlier iron age activity. An Open Day would be held in November, date to be advised, where the public would be invited to view the evidence found. Although the build had been delayed by the archaeology work, HCLT were pleased that this evidence had come to light and could now be recorded for future generations. Lovell Construction had been contracted to build the development, but work was not expected to begin until Q A lot of the construction work would be done off site and transported in to lessen the effect on the neighbouring properties. The workers compound would be situated to the far West of the site, again to lessen the effect felt by neighbours. Gap funding was still being investigated and various options had been explored. 11. HADDENHAM COMMUNITY LAND TRUST GREEN SPACE & SUDS As Chairman of Haddenham Community Land Trust, Cllr Hugo sought formal agreement from the Parish Council that it would take over ownership and maintenance of the green areas and SUDS (Sustainable Urban Drainage Systems) contained within the new development at West End Gardens. Cllr Cheetham proposed, and Cllr Page seconded that, in principle the green space and SUDS would be transferred into the Councils ownership when the time came. Motion carried unanimously. 12. HADDENHAM & ALDRETH COMMUNITY EMERGENCY PLAN All Councillors had been supplied with a copy of the Haddenham and Aldreth Community Emergency Plan as produced by Cllrs Page and P Wilson in collaboration with several others. The document was of a very high standard and the efforts of all involved were thanked and praised. A reference version had also been produced which would be displayed on the Parish Council s website. The completed plan would need to be sent to ECDC but must first be approved and adopted by the Council. Cllr Fairchild proposed, and Cllr Cheetham seconded that the plan was approved and should be issued by the Clerk to ECDC. Motion carried unanimously. Page 6 of 8

7 13. RECREATION CENTRE COMMITTEE TERMS OF REFERENCE A review of the Recreation Committee Management Agreement had been undertaken by the Recreation Committee as the document was dated 1992 and some changes had been recommended as a result. Principally to reduce the number of Parish Councillors required to sit on the Committee to 3 rather than 5 along with some revised wording. The new document had been supplied to all Councillors and was titled Recreation Committee Terms of Reference. Cllr Cheetham proposed, and Cllr Page seconded that the changes be accepted, and the new document be adopted. Motion carried by a show of 7 hands for, with Cllr Norman voting against the proposal. Cllr Hugo suggested that perhaps some of the skatepark users could be invited to join the Recreation Committee to give them a sense of ownership of the area and to maybe alleviate the issues being experienced. 14. BURIAL RECORDS A risk had been identified in the fact that the existing burial records were held only as paper versions at the Clerk s home address. There were no electronic version of the records and no back up system in place. Two options had been investigated to negate this risk, the first being the purchase of a Cemetery package, similar to the accounts package, where all the historical data could be entered, and then new information added as burials occur. This would involve an ongoing subscription cost for the software and a lot of staff hours to enter the historical data. Secondly, the Clerk had sought a quote from Jez Reeve, a local historian to photograph each page of the books and then to develop an Excel spreadsheet holding all the details currently held within the books. The spreadsheet could then be added to as burials occur to form a complete and current record. It was agreed that it would also be good if this information could be made available online for the general public to access and this will be investigated once the initial work has been completed. The cost of this service would total Cllr Goddard proposed, and Cllr Ray seconded that the Council engage Jez Reeve to undertake the work on its behalf and that the work should be funded from the Burial Areas budget. Motion carried unanimously. 15. HADDENHAM SPORTS & SOCIAL CLUB OUTDOOR SEATING AREA The Committee of Haddenham Sports and Social Club had shared with the Council their ideas for an outdoor seating area at the Club. Cllr Cheetham proposed, and Cllr Goddard seconded that the Council are in support of the proposal and looks forward to seeing the project develop. Motion carried unanimously. 16. STREET MAP IN HADDENHAM HIGH STREET The street map on Haddenham High Street, at the entrance to Camping Close had been damaged and is also out of date and should either be repaired, replaced or removed. Cllr Page proposed, and Cllr Fairchild seconded that the map be removed at the same time as the noticeboard that would shortly be replaced by a new one. Motion carried by a show of 7 hands with Cllr Norman objecting to the proposal. 17. CAMBS COUNTY COUNCIL STATEMENT OF COMMUNITY INVOLVEMENT CONSULTATION The Council had been consulted on the County Council s draft Statement of Community Involvement. This document sets out how and when the Council will consult with people and organisations, and how the community can be involved in the land use planning processes undertaken by the County Council. The County Council has to review this statement every 5 years and the draft version would be under consultation from 1 st October to 12 th November After a brief discussion the Council agreed that no comment would be returned in response to the consultation. 18. PLANNING MINUTES PM 08/2018 Due to a change in planning committee as of 1 st October and having been circulated to all councillors, Planning Minutes PM 08/2018 were taken as read. Cllr Cheetham proposed, and Cllr Ray seconded, that the minutes should be signed as a true record of the meeting. Motion carried unanimously. 19. SOCIAL MEDIA ITEMS A post about the new Public Space Protection Order in relation to dog fouling. Page 7 of 8

8 Information about the Timebank scheme ECDC were proposing to set up. The installation of CCTV to monitor the skatepark area. A link to the Emergency Plan document. The purchase of replacement notice boards for Haddenham and Aldreth. The issue of speeding tractors and that the Police were advising they could prosecute with video footage where the number plate was clearly visible. 20. MATTERS TO REPORT Cllr Fairchild reported that the maize harvesting season had begun, and maize is blowing off trailers and blocking drains again. The Clerk would write to the Highways Department to report these issues. Cllr Goddard reminded everyone that the 100-year anniversary Armistice parade and service would be held on Sunday 11 th November at 2.30pm on The Green. The Holy Trinity Church bells will also be rung at 7pm on that evening. A commemoration event has is also being organised for the 10 th November at the Arkenstall Centre. Cllr Goddard reported that on Sunday 14 th October there was an opportunity to walk over a section of the new Ely bypass bridge. The walk would be raising funds for Macmillan. Cllr Goddard reported a blocked drain opposite the Spar on the High Street. The Clerk would report this. Cllr Hugo reported that the dog bin on Aldreth Bridge had not been emptied and was overflowing. The Clerk would report this. Cllr Cheetham raised the recurrent issue of tractors speeding through the villages and the drivers using mobile phones. The Clerk would write to local farmers and the National Farmers Union highlighting the problem. Cllr Cheetham reported that the Environment Agency were still investigating the pollution in Aldreth, which had occurred during Summer DATE OF NEXT MEETING The next meeting would be held on Wednesday 14 th November 2018 at 7.30pm at the Arkenstall Village Centre, Station Road, Haddenham, Cambs. There being no further business the meeting was called to a close at 10.20pm. Page 8 of 8