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Bottisham Parish Council Minutes |
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On this page are the Minutes of Bottisham Parish Council |
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BOTTISHAM PARISH COUNCIL
A meeting will be held in the Round Room at the Village College on Monday 2 July 2007 at 7.30pm
AGENDA
62. Apologies
63. Minutes of Last Meeting (4th June 2007) – Attachment 1
64. Matters Arising a) Communication with village b) Hereward Housing – Lode Road c) Village College school hours
65. Reports of County and District Councillors – Attachment 2
66. Correspondence – Attachment 3
67. Committee Reports: a) PLANNING
07/00521/FUL 68 Beechwood Avenue Relocation of 1.9mt garden wall due to expansion of property boundary APPLICATION REFUSED
07/00594/FUL 12 Thomas Christian Way First floor extension
07/00699/RMM Land to South of Tunbridge Hall Revision to plots 10, 11-15, 19-22, 25-27, 23 & 24, 28 & 29 approved under application 06/01083/RMM - Minor amendments
b) ENVIRONMENT
c) CEMETERY & CHURCHYARD 1. Volunteers required for clearing shed
d) FINANCE 1. Minutes from Finance Meeting 14th June 2007 – Attachment 4 2. Budget Update 2007/08 – Attachment 5 3. Completion of audit
68. Notified Business: a) Proposal to adopt new Code of Conduct b) Quality Parish Council – (please familiarise yourselves with booklet previously given out) c) Parish Council Meeting date for August d) Bottisham Village Guide update
69. Any Other Business
70. Accounts C Fullwood – Salary C Fullwood – Expenses E Loh – Litter Picking L Petley – Litter Picking Dr Mockridge – Computer repairs G Buchanan – Reimbursement of purchase of outside tap C Morris – Reimbursement for keys cut Prospects Trust – Path Clearance Prompt Glazing – Bus shelter repair Mr Bugg – Cemetery hedge Mr Bugg – 4th village cut Mr Bugg – 4th Cem & c/yard
Tel: 07914 219732
ALL PAPERS RELATIVE TO THE MEETING WILL BE IN THE COMMUNITY LIBRARY. MINUTES WILL SUBSEQUENTLY BE ON THE NOTICEBOARD AT THE TRIANGLE.
Parish Council meetings take place the 1st Monday of each month at 7.30pm in the Round Room at the Village College. Parishioners are always welcome to sit and listen at meetings. Councillors are also happy for parishioners to come along and talk to them before the meeting starts although they will not be able to discuss in detail issues that are already on the agenda as this will be discussed during the course of the meeting. DRAFT ATTACHMENT 1
BOTTISHAM PARISH COUNCIL 06/07
MINUTES OF BOTTISHAM PARISH COUNCIL MEETING
Held on Monday 4th June 2007 in the Round Room at Bottisham Village College commencing at 7.30pm
PRESENT: Cllr’s Astill, Bailey, Boal, Buchanan, Clark, Morris and O’Dell. County Councillor Shuter and the newly elected District Councillors Robert Stevens and Christine Bryant also attended for part of the meeting. The Chair welcomed them to their first meeting and thanked them for their hard work thus far.
52. APOLOGIES: Apologies were received from Cllr Banks and San Vicente.
53. MINUTES OF LAST MEETING: The minutes from 14th May 2007 were agreed and signed.
54. MATTERS ARISING: There were no matters arising.
55. REPORTS FROM COUNTY AND DISTRICT COUNCILLORS: C/Cllr Shuter reported that new leaders and security people were being appointed at the County Council after the elections although there will be no substantial changes. C/Cllr Shuter is a substitute on Traffic Management Committee and reported on problems on the Ely southern bypass. He is also the conservative lead on the Corporate Services Scrutiny Committee. Cllr Buchanan felt that no adequate response had been received concerning the Arber Close development and who owned the grass verges and asked C/Cllr Shuter to re-examine this. There has been a small amount of new waste dumped at the Heathway and attempts will be made to clear more in the autumn and the sign will be re-done. Cllr Buchanan asked D/Cllr Stevens to familiarise himself with the area as he is on the Environment and Transport Committee. D/Cllr Stevens is also on the Licensing Committee. D/Cllr Bryant is on Planning, Strategic Development and a substitute on Standards. The D/Cllr’s have not settled fully into their role yet and did not yet have a lot to report to the meeting. C/Cllr Shuter then left the meeting.
56. CORRESPONDENCE: Correspondence as listed to 29th May was noted.
Extra correspondence received from 30th May 2007:-
ECDC Letter confirming that sycamore tree in churchyard should be felled ECDC were not happy with the name ‘Ancient Keys’ that Land Charter Homes had chosen for the new development on Tunbridge Lane as this could be confused with Quay referring to water. Parish Councillors agreed that Ancient Meadows would be preferable and Cllr Buchanan asked that the clerk write to ECDC suggesting this proposal.
Cllr Buchanan also asked that we write to the Chair of governors at the primary school asking who the parish council representative is as this was a role that was initially intended to alternate between Bottisham, Quy and Lode Parish Council. Cllr Clark, as trustee of the Youth Club was asked to obtain Terms of Reference and enquire as to when his post should be re-appointed.
57. COMMITTEE REPORTS: A) PLANNING There has been no planning meeting as several members of the committee have been on holiday. Cllr Buchanan has been circulating the results from 132-134 High Street. She is not happy with the decision but as the decision has been made there can be no appeal. A planning meeting needed to be arranged and it was suggested that they write to the Chief Executive of ECDC stating why parish council are not happy with the recommendation that has been made.
B) ENVIRONMENT The Environment group met last week and Cllr Buchanan asked that minutes be available in the future at the meeting if they cannot be circulated before the agenda goes out. Cllr San Vicente has been re-elected as Chair of the Environment Committee. They have proposed having alternate informal/formal meetings to enable them to report back to Parish Council more regularly. The clerk will circulate minutes to all councillors.
C) CEMETERY & CHURCHYARD This committee is a bit light on members and Cllr Buchanan asked that any co-opted councillor come onto this committee. The shed will be cleared and a new outside tap be installed shortly. Members will then need to decide what to do with the water butt. A letter had been received from ECDC after their Tree Officer, Cathy White’s visit confirming and supporting that the sycamore tree be felled for safety reasons. Cllr Buchanan asked that the clerk write to Revd. Lewis asking for him to arrange for the work to be done and present Parish Council with the bill.
D) FINANCE Cllr Clark advised that we have a new internal auditor, Dr Williamson who has passed on his Terms of Reference. He has been recommended by CALC. Cllr Clark proposed that we appoint him and this was seconded by Cllr Buchanan.
Cllr Clark read out section 1 and 2 of the audit. All were in agreement with the statements read out and Cllr Clark proposed that the audit be signed by the Chair.
Cllr San Vicente as the Chair of Environment Committee would come onto the Finance Committee.
58. NOTIFIED BUSINESS: a) Co-option of Councillors for Remaining Seats D/Cllr Bryant had forwarded an application to also be a parish councillor. Cllr Buchanan asked that this be discussed and voted upon at the end of the meeting when D/Cllr Bryant had left. We have fulfilled our statutory obligations in advertising the 2 vacancies although only one application had been received. Parish Council agreed that we should extend this period and advertise in the Cresset, which was omitted before due to a proof reading error and also locally in the British Legion.
b) Lode Star Festival D/Cllr Stevens updated the meeting on proceedings with the festival. Bottisham Parish Council are concerned about traffic problems. D/Cllr Stevens confirmed that Mr Durrant has negotiated use of fields at Longmeadow for parking as the local diocese has refused permission for car parking. The police have no objections but have yet to issue a police traffic management plan. Congestion on the Friday and Monday at the start and end of the festival is the key issue. D/Cllr Stevens will keep the parish council informed of developments.
c) Communication with Village Cllr Buchanan asked that all councillors think about this issue and whether we need to change how we communicate with the village and between ourselves. Cllr Clark has spoken with CALC on achieving quality status and reports that we are currently doing enough to achieve this in many areas. He thought that a newsletter in addition to the current Cresset report would be a good way of making people aware of what was happening in the village. He also made mention that the Cresset was a very good source of information and the team involved should be congratulated on the professional look the magazine has.
59. ITEMS FOR THE NEXT AGENDA: It was asked that the clerk write to Hereward Housing with regard to the clear-up of the car park at the rear of the Lode Road properties and report back to the next meeting. Cllr Astill asked that the change of school hours at the Village College be discussed. Cllr Buchanan declared an interest as a governor of the school and agreed to ask the Principal to make the village aware of the changes through the cresset.
60. ACCOUNTS: Signed and verified at the meeting by Cllr’s Buchanan and Clark.
Mrs C Fullwood - salary 251.70 E Loh – Litter Picking 30.00 L Petley – Litter Picking 60.00 Mr Bugg – 3rd Village Cut 386.00 Mr Bugg – 3rd Cemetery, 1st Old Cemetery 262.00 ECDC – Election Costs 50.00 Mrs San Vicente – Purchase of Tree 37.00 BVC – Room Hire 65.00 Mrs Gulliver – Girl Guides S137 85.00 Mr Fletcher – Cricket Club S137 300.00
61. DATE OF NEXT MEETING: The next meeting will be on Monday 2nd July 2007 in the Round Room at the Village College starting at 7.30pm.
D/Cllr’s Stevens and Bryant then left the meeting.
Co-option of Councillors for Remaining Seats: A vote took place and it was agreed that Christine Bryant would be co-opted onto Parish Council. It was proposed that she come onto the Cemetery & Churchyard Committee.
The meeting finished at 9.15pm.
Post meeting note – Cllr Buchanan asked that Bottisham Village Guide Update be added to the next agenda. ATTACHMENT 2
DISTRICT COUNCIL NOTES
THE HEATHWAY
Doug Astill and I visited the Bottisham end of The Heathway on 8th June. We walked from the A1303 up to just beyond the bridge over the A14. The near end has been protected by a thick metal post around which is substantial padlocked chain that binds the two metal gates together. Beyond that, the tarmac path is substantially free from discarded tree prunings, but the existing hedges are encroaching on the track slightly. Further along there are some dumped pieces of fencing etc. Doug was of the opinion that the track is now in a far better state than it was when he last visited it several months ago.
I enquired of the East Cambridgeshire District Council (Environmental Services), who confirmed that they had the responsibility to clear fly-tipped rubbish.
The Cambridgeshire County Council Right s of Way Team (John Cooper/Karen Whymark) confirmed that the byway had been subject to a permanent traffic regulation order to restrict vehicles from passing along it. The landowner is responsible for cutting the shrubs either side of the byway and the clearance was carried out by a team from the Wildlife Trust (Christa Perry).
LODESTAR TRAFFIC
I saw Rowland Wilson (ECDC Licensing Officer) on 8th June and he provided me with a copy of the latest Traffic Management document (dated 25th April) of the ECDC Safety Advisory Group. This Group consists of representatives from Cambridgeshire Police, the County Council Highways, AA Signs and the event Organisers.
Traffic lights will be installed at the Lode crossroads to ensure passage to local residents should the visitor traffic on the B1102 be heavy or queued.
The expected maximum number of visitors, as of 25th April, was about 10 000. All the festival traffic will be routed along the B1102 from and to Quy. The Group does not expect there to be traffic jams between Lode and Quy or on the A14. Should there be an accident on the A14, traffic may be routed along the A14 on to the Exning exit, and return through Burwell and Swaffham Bulbeck. I understand that the organisers will confirm the maximum number of visitors at the end of June.
There does not seem to be any intention to route any visitor traffic through Bottisham village.
I personally believe that, in practice, traffic might be routed by the Police or AA along the A1303 to the Dullingham crossroads, and thence via Swaffham Bulbeck and past Longmeadow, if a queue develops all the way back from Lode to Quy. Also, should a queue develop back from the Quy exit on the A14, it might be diverted via the A14 Exning exit. It very much depends on how may visitors choose to arrive around the same time during the Friday (31st August) morning/afternoon/ evening.
The document does not deal with traffic leaving the event. Should a queue develop back to Lode from Quy, I believe there is a likelihood that visitors may try to leave via Lode Road to Bottisham. Hopefully, the organisers will regulate the traffic leaving the car park so that a queue does not develop within sight of the Lode crossroads.
I will keep you informed about any new information or changes.
Robert Stevens ATTACHMENT 3
CORRESPONDENCE
ECDC Acknowledgement of letter from Parish Council proposing name ‘Ancient Meadows’ for new development In 2 Sport & Play Magazine Treework at 179 High Street
CCC Staffing changes – David Groom has moved posts. Steve Dighton temporarily appointed Proposed mobile library routes for 2008 Trading Standards magazine
South Cambs District Council Local Development Framework – passed to Cllr Buchanan
MISC Standards Board – Code of Conduct – circulated to all Ivett & Reed – funeral receipt CALC - Code of Conduct – passed to Cllr Buchanan Acre magazine Thank you from Newmarket resident for panel replacement at bus shelter
ATTACHMENT 4
BOTTISHAM PARISH COUNCIL
MINUTES OF FINANCE COMMITTEE
HELD ON THURSDAY 14TH JUNE 2007, 7.30PM, BEECHWOOD AVENUE
Cllr’s Buchanan, Clark and San Vicente.
Cllr Buchanan proposed Cllr Clark and this was seconded by Cllr San Vicente. She also proposed Cllr San Vicente as Vice-Chair and this was agreed by all. Cllr Clark then took the meeting.
There were no apologies.
These were agreed and signed.
There were no matters arising.
The current terms were agreed and adopted with no changes. There was a discussion on whether these needed to be reviewed annually or just every 4 years after elections but it was agreed that it was good practice to review annually. These are attached at the end of the minutes.
Cllr Clark explained the summary of income and expenditure.
Cllr Clark went through the document and made changes where necessary particularly to figures concerning tenders. The current regulations stipulate the need for tenders for contracts exceeding £50,000 in value. It was agreed to change this to £1000. Cllr Clark proposed the document be adopted and this was seconded by Cllr San Vicente. This document will also be reviewed annually.
Cllr Clark has added the fidelity guarantee as recommended by the internal auditor.
After queries from the internal auditor Cllr Clark will change this document for next year to show fixed assets at cost and the insurable value. Assets need to be checked to ensure that they are not over or under insured. The current document has been compared to the insurance schedule and changes have been made where necessary.
It was recommended that Cllr Tilley and Cllr O’Dell be taken off the list of signatories and Cllr San Vicente be added.
a) Clerks Remuneration The internal auditor recommended that a wage slip be given to the clerk each month signed by the finance chairman. Cllr Clark has devised this and will keep a spreadsheet of hours worked also showing holiday entitlement. Cllr Clark gave the clerk a letter stating that she is the Responsible Financial Officer and confirming salary which was signed at the meeting. This process will be repeated annually.
b) S137 Payments The internal auditor pointed out that litter pickers should be paid from S137 as there is no statutory power for this work to be done. Grants which are currently paid out on S137 should not come under S137 as there are statutory powers to give grants for recreational needs etc. It was agreed that this would be left as is for the remainder of this year and would be changed for the next financial years budget. It was pointed out that the S137 application form would need to be changed.
c) Re-jig of 2007/08 budget Cllr Clark felt that street lamps should be taken out of the Environment budget and placed under utilities with the church flood lighting. Clerks allowance has been incorporated into salary. Computer consumables/stationery have a separate budget as do admin expenses which could include purchase of a new printer as recommended by the internal auditor.
d) Backing-up of data It was agreed that the clerk should purchase a hard drive which should be used to back-up files on a monthly basis. The back-up files would be in Cllr Clark’s possession.
Cllr Clark has been researching this and has spoken with CALC. As a parish council we are currently already doing a lot of the things required to achieve this status. The CILCA course which the clerk needs to complete is £345. A 75% grant may be available. The clerk will ring CALC to enquire as when mid-week courses are being run.
None.
The meeting closed at 9pm.
BOTTISHAM PARISH COUNCIL
FINANCE COMMITTEE TERMS OF REFERENCE 14 June 2007
1. The function of the committee shall be to manage the Financial affairs of the Parish Council in accordance with standing orders.
2. The Financial affairs of the Parish Council will be conducted in accordance with the Financial Regulations as adopted by the Parish Council.
3. The Committee will consider applications for grant funding and make appropriate recommendations to the Parish Council.
4. The Committee will be responsible for the setting of all charges.
ATTACHMENT 5
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