Minutes of the meeting of Elsworth Parish Council held on Wednesday 17th September 2003 in Elsworth School Hall

PRESENT: Ian Maddison (IM) (Chairman) Mrs Annie Howell (AH), Messrs Alan Farrow (AF), Robin Grange (RG), David Holland (DH), Ian Macgregor (IMc), Anthony Taylor (AT), Michael Taylor (MT) James Witherow (JW)

IN ATTENDANCE

Cllr. Mrs B Walters (BW) (District Councillor),

Mrs E Sim (ES)(Clerk), 7 parishioners

OPEN FORUM

Wheelie Bins

Patrick Carnegy presented a report to the PC on the lack off consultation by the District council over the implementation of the scheme for wheelie bins. He requested the Councillors to form a view on the matter bearing in mind the facts presented and the effect that such a scheme would have on the village. Suggestions were also made regarding the possibility of centralised collections. Parishioners noted the increased labour costs due to the longer collection time required for handling for the new bins and regretted the proposal for a fortnightly collection.

Traffic Calming

It was felt that the exhibition on the proposed traffic calming plans for the village staged by the County Council had been constructive. Parishioners noted that the County had stated that the Parish Council had been involved in the consultation over the calming. Further meetings would be held with the PC and the County Council after the results of the survey questionnaires had been analysed by the County Council.

Apologies for absence

Cllr. Mrs S Johnstone (SJ) (County Councillor).

Declarations of Interest

There were no declarations of interest.

Mr Maddison proposed to take Item 10c first as parishioners wished to be present during PC discussion. Councillors unanimously agreed.

Parish Council's view of the proposed wheelie bin collection system

Councillors unanimously agreed on the wholehearted support for recycling schemes but deplored the manner in which the proposed wheelie bin scheme had been implemented. A suggestion was mooted that a meeting of Parish Chairmen to discuss the manner of its implementation and the lack of public consultation would be productive. Councillors were anxious that this method of imposition of schemes should not become general practice. Councillors voted unanimously in favour of writing to the District Council alerting them to the widespread debate, their concern at the lack of consultation, the manner in which the scheme was being imposed, the concern that a bi-weekly collection was insufficient and a potential health hazard, the slowing of the collection process due to the increase in time needed to deal with the wheelie bins and requesting the possibility of central collection point for residents who did not wish to have the wheelie bins. IM IMc and AH would draft the letter.

Patrick Carnegy thanked councillors for their support and noted that Nick Grimshaw the Conservation Manager of South Cambs District Council had not been consulted on the issue of the wheelie bin scheme. BW informed Councillors that she had requested that the issue of the lack of consultation be an agenda item at the next Environment Advisory group of the District Council. BW would email the Clerk with the details of this meeting.

Minutes of the meeting held on May 7th & 16th & 30th July 2003

Mr Maddison reported that there had been extremely lengthy discussions over the May 7th minutes and that he had sought to identify the main issues. There was a typographical error of AF instead of AT which had been corrected. Mr Farrow had stated that he felt that the main thrust of his arguments were not as well portrayed as they might have been and sought to add words to cover this and make slight wording changes to proposals made by AT. Proposed changes were distributed. Mr Maddison had understood that agreement had been reached and that amendments would be manuscripted on the master document under item 14, however Mr Farrow had proposed a further amendment This was distributed to councillors for their information and Mr Farrow talked councillors through the proposed new wording.

Mr Madison proposed (Sec AH) that the May minutes would be amended in manuscript and displayed on the notice board. Councillors voted 2 in favour, 6 abstentions

Mr Maddison proposed a show of hands in favour of the two versions of the amendments, Mr Maddison's version and Mr Farrow's version. Councillors voted in favour of accepting Mr Maddison's version.

July 16th Minutes. Mr Farrow questioned the accuracy of the minutes and proposed the deletion of the word ``agreed `` in paragraph 3. The proposal was not seconded but Councillors agreed to the deletion. The minutes were agreed as an accurate record and signed (Prop AH Sec RG)

July 30th Meeting. The minutes were agreed as an accurate record and signed (Prop AF Sec AH)

Matters arising from the minutes of 16th July

4(6) - Working parties terms of reference. The terms of reference for the working parties had not been dealt with and would be carried forward to the next meeting.

4(16) Notice board. Competitive quotes were being obtained for the new notice board.

7.1 Sports Club donation. Mr Farrow had been unable to find any further documents relating to the Sports Club donation. He stated that his involvement related principally to a projected business plan. A letter of response would be sent to the auditors.

9F Abuse of old exit onto A 428. Cars were continuing to run straight on to the A428 instead of following the new slip road via Cambourne. The Clerk was instructed to contact the relevant authorities in the County Council and the Cambourne development as a matter of urgency.

8a item 1 Cheque from Alan Farrow for private survey with Atkins. CALC had responded that private transactions must not involve the Parish Council and that it was a direct infringement of Parish Council's power for Mr Farrow's cheque to be presented through the Parish Council account. The Clerk had been advised to write a report of the matter and attach it to the accounts for the auditor. Also to contact the County Council to whom the Parish Council made out a cheque for a similar sum for the cost of the private survey, with regard to the matter of any possible VAT, in order to avoid possible investigation by the Customs and Excise Authority.

Items for any other business

Mr Farrow questioned whether the present meeting was legal, as it had not been advertised within the prescribed number of days. Mr Maddison responded that the Clerk had been unwell, many issues with regard to previous meetings had been consuming considerable amounts of time when the agenda was being finalised and that councillors had received the agenda.

Reports from

County Councillor. There was no report from Cllr Johnstone, who sent her apologies.

District Councillor. BW reported on the proposal to hand the land owned by the District Council in Fardell's Lane to the Parish Council. Cllr Waters also informed the PC that the Environment agency would take over responsibility for the watercourse in the village and that SCDC would have the task of looking after it. The date for this was unclear.

Risk Assessment.

The Clerk was making arrangements for a full risk assessment to be carried out. This was ongoing and the relevant papers would be copied to IM. The Clerk reported that she had identified a possible professional to undertake this risk assessment on behalf of the Parish Council.

Communications -

For Discussion and Action

Wicksteed Leisure - Safety inspection report on damaged equipment. Repairs necessary. Noted

Cambridgeshire Constabulary - Superintendent John Raine Re Police Community Support Officers. Invitation to an information evening to consider potential funding for PCSOs at Cottenham Village College Tuesday 7th October 2003. In addition a background paper on the powers and duties of the officers. Noted. IM would attend

SCDC - South Cambridgeshire Local Plan No 2 Further proposed modifications 2003. Noted

SCDC - Wheeled bin collection scheme Parish Halls. Request for information about collections needed from such sites. In addition application forms for request for doorstep collections. Noted forms would be held by the clerk.

SCDC - Housing Policy Officer. Request for information about empty houses in the parish as per item 8.6. Noted. The Pc was not aware of any empty houses in the parish

ODPM - Consultation paper on Empty Homes: Temporary Management, lasting solutions.

Environment Agency - Request for the Parish Council to provide the agency with flood information in the unfortunate event of suffering from flooding in the coming months. Noted

Andrew Lansley MP - Re Ofgem determinations. Compensation payments will be made to customers who made valid claims within 3 months of the power failures i.e. by 27th Jan 2003. Noted

Cambridgeshire ACRE - Invitation to Annual General Meeting Wednesday 22nd October 2003 The Maltings Waterside Ely 7.00pm. Noted. No councillors wished to attend.

CCC Divisional Maintenance engineer - Notification that the Head of Emergency Planning has no funds available to support further financial assistance towards Elsworth's flood alleviation feasibility studies. Noted.

Environment Agency - Confirmation that the agency would contribute £60 to the cost of a feasibility study. Noted

Atkins Design Environment & Engineering - Response to Mr Farrow's request to state the hydraulic effects the existing sluice gate openings have on the culverts during normal and flood flows. Noted

For information

CCC - Environment & Transport - Booklet detailing Countryside and Management & Advice & grants 2003-4 Noted

Go East Renewable Energy and the planning System. Pack for Parish Council to consider wit reference to planning applications. Noted

Fred Barrett & Son. Notification of Full transfer of the licence for the Poacher to Ms JF Mackenzie and RG Scotton. Noted

Steven Bridges Chief Executive of Papworth Hospital NHS Trust - Notification that Papworth Hospital has applied for NHS Foundation Trust status.

The Standards Board for England. - Notification of the Local Authorities (Code of Conduct) (Local Determinations) Regulations 2003 coming into force on June 30th 2003. Ethical Standards Officers can now refer completed investigation reports to the Monitoring Officer of the principal authority for determination by the Standards Committees of the Authority. Guidance booklet enclosed. Noted

Office of the Deputy Prime Minister - Details of procedures under new regulations as in 8.17. Noted

Cambridge Independent Advice Centre - Notification of a new telephone advice line for resident of South Cambs commencing in September. Advice leaflet enclosed Noted. Poster would be put on Notice board

DEFRA - 2 letters -Notification of the ``Rural services standard 2003'' published in July covering standards for a wide range of public services. Advice leaflet enclosed. Noted

B & H Designs - Drawing the PCs' attention to The Disability Discrimination Act coming into force soon. This requires that the disabled are not excluded form access to services. Attention drawn to the Council's requirement to provide facilities at its meetings for the hearing impaired. Noted

Cambridge Community Education - Notification of an "Image of young people" Youth Day on October 11th at the Meadows Centre Kings Hedges. Leaflets enclosed. Noted

Berry Kenny - Copy of letter to Elliot Morley MP re Household Refuse collection service in South Cambridgeshire. Noted

Parkman - A421/428 Route management strategy Information leaflet Noted

Parish Council matters

Transfer of land in Fardell's Lane to the Parish Council. The Parish Council had received a letter from the District Council stating the members' intention to transfer all the land owned by the District Council in Fardell's Lane to the Parish Council for a nominal sum. The transfer would be with conditions that the land be managed by the parish council as a natural village amenity. Councillors welcomed this. The District Council had allocated a grant of £5,000.00 to aid the parish Council with the capital costs of setting up the scheme. The Clerk was instructed to reply to the district Council confirming its acceptance of the proposal in principal and requesting clarification of the amount of the nominal sum mentioned and the District Council's statement re: retention of value enhancement. The Clerk was also instructed to advise the District Council that it was instructing a solicitor to act on its behalf. (Prop IM Sec AH). AF reported that the District Council was keen to receive the Parish Council's proposals on the site by December, that reports from the Trees Officer and Ecology Survey were to be received and that the possibility of a lease had been mooted by the Conservation officer of the District Council. The Clerk noted that no mention of a lease had been made in any correspondence received. Councillors voted unanimously to allocate up to £1,000.00 for necessary expenditure to secure the legal transfer. (Prop IM Sec MT)

De-silting the brook IM had contacted Dickersons and Mick George for competitive quotes in addition to that received from Dawsons. Councillors agreed unanimously to mandate the Trees and Waterways working party to decide on the appropriate contractor and order the de-silting work to be commenced. (Prop RG Sec JW)

Surveys of the brook. IM reported that quotes had been received and that the County District Councils and the Environment Agency had been written to. A firm commitment had been received from the Environment Agency to commit 10% of the costs, on the back of the District Council's plan. IM presented Councillors with comparative costs of surveys and reported that he had hope to have secured 75% of the necessary funding, that the agencies would have contributed 25% each. Currently 35% was identified. The District Council had not approved the PC surveys. Consequently there was a possible liability to the PC of 90% of the cost of the surveys. Whilst recognising the need to commission the surveys without delay the potential cost had to be taken into consideration. Councillors debated the merits of the alternative possibilities for surveys and parishioners in attendance were invited to share their views with the Councillors.

Councillors voted on two proposals.

That the survey of the Fardell's Lane area be carried out. Carried. 7 in favour 1 abstention.

That the Fardell's Lane and the Headwaters survey be carried out. Carried. 6 in favour 2 against.

Parish Plan. Owing to lack of time IMc gave a verbal presentation of a Parish Plan and its benefits to the community. Councillors endorsed the idea and wished to begin a process of spreading its content more widely in the community. IMc had recently questioned what the PC was achieving, what the long term proposals for the parish were and how these were to be achieved. I Mc proposed that the PC should avoid a policy of the PC solely reacting to issues that suddenly become evident and concentrate on formulating a focussed plan for the village. An informal meeting would be convened for Councillors to exchange ideas on this proposal before the next PC meeting.

Bus Stop on the A428. RG would identify the most appropriate site for the new bus stop.

Jointly Funded Minor Highways Improvement Scheme 2004-5. IM reported that the PC had submitted a proposal for lowering the level of the road in Smith Street at the crossroad s with Brook Street and Paddock Row to prevent this acting as a barrier fro water during flooding. The issue had been raised at all meetings with the authorities in 2002. The cost to the arish Council would equate to 60p per elector if the bid were successful. Because of the time scale involved the bid had to be submitted before it could be presented to the full PC. Councillors raised no objection to the submission going forward. Councillors were encouraged to consider possible schemes for submission for the 2005 bid.

Training for Councillors. Councillors agreed that training would be beneficial in the light of the new rules and regulations that have come into force in the past few years. The Clerk was instructed to Contact CALC With regard to seeking training sessions in Elsworth. Councillors agreed to view the video from the Standards board and discuss its content.

Parish Council meetings and Annual parish meeting 2004. PC meetings would be held on the third Wednesday bi-monthly. The Annual Parish meeting would be held on May 26th 2004.

Village Matters -

Police Community Support Officers (PCSOs). Councillors welcomed the scheme. IM would attend Superintendent John Raine's police information evening to consider potential funding for PCSOs at Cottenham Village College Tuesday 7th October 2003.

Elsworth Post Office. Councillors expressed concern that the post office was closing and the hope that a new sub postmaster could be found. IMC would represent the PC at the Rural Services conference. Councillors agreed unanimously to pay the £10 fee and reimburse IMc's mileage costs

Wheelie bin collection system. Dealt with under item 2.

Parish planting scheme and proposal from Elsworth PCC. The PC agreed to support the scheme proposed by the PCCC for planting a new hedge along the side of the churchyard on the Drift. The PC would also consider planting a new hedge on the bank of the brook from the junction of Brook Street towards Fardell's Lane. These schemes would be incorporated in to a full application for 100m of hedging under the parish planting scheme for the coming season. The Trees and Waterways working party would deal with this matter.

Doggy bins. Councillors regretted that the installation of the bins was necessary. Three would be purchased and installed at sites, possibly near the school, the church and Spigot Lane as these had been identified as areas that suffer particularly badly from fouling.

Working parties

To receive reports from

Trees & Waterways. IM outlined the report of the working party. He opined that there was little point in putting a weed screen over a structure that would itself be an impediment to the flow of water and proposed to write to the Conservation Officer seeking agreement to the removal of the sluice structure. IMc would convene a meeting with Brook Street residents to seek their views. AF presented councillors with a copy of a letter from Atkins for information.

Planning. A complaint had been received via the District Council from a parishioner . AH & IM would draft a letter of response.

Village Liaison. AF reported that compilation of the latest edition of the Elsworth Chronicle was in hand.

Recreation & Welfare. Councillors agreed to necessary repairs on the children's play equipment recommended in recent safety reports.

School Liaison. The revised plan for the pedestrian entrance to Elsworth School was acceptable to the Chairman of the governors and the school head. This had not yet come to the Parish Council for consideration.

Roads Paths and verges. Residents of Broad End had expressed no objection to kerbing with the exception of DR & Mrs Hardy. RG would consult the new owners of Carpenters. Steve Dighton the County Highways Engineer was moving to a new position in procurement for the County Council.

Web site. The village website was up and running. Thanks were expressed to Dave Holland for his work in designing the site. Businesses and organisations would be contacted with regard to possible inclusion of information about their organisation on the site or a link with their own websites.

Finance

Monthly accounts

The Following payments were agreed (Prop IM Sec RG)

Elsworth Sport Club. Hire of pavilion for Youth Club Jan to April 03 Paid 40.00
BT PC bill Paid 67.25
Harry Adcock Ltd Oak for repair of Bus shelter Paid 117.77
Neil Kenny Village Maintenance Paid 75.66
Les Parnell Repair of Bus shelter seat Paid 142.89
Glasdon uk Litter bins and seating Paid 1032.85
Neil Kenny Verge cutting. Cut no 3 Paid 250.00
D I Lawrence Repair of broken window in Bus shelter Materials 60.00 Labour 40.00 103.00
Wicksteed Leisure safety Inspection 58.75
South Cambs District Council Cost of administering and uncontested parish election 43.54
Elsworth Sports Club Hire of pavilion May - July Youth Club + July PC meeting 108.00

Receipts None

Quote received Mr N Kenny for supply of picket fence around Play area. 765.00

PCC grant. Councillors unanimously agreed to release the grant of £200 to the PCC for the repair of the fence in the new Churchyard. Councillors requested sight of the invoice exceeding this amount.

Internal Auditor. Christine Husbands, the PC's internal auditor had moved from the village. Thanks were expressed to Christine for her work on the past two years' internal audit. Councillors were requested to identify a possible replacement.

Finance Committee. Councillors voted (6 in favour) to set up a Finance Committee of the PC to consist of The Chairman and all convenors of the working parties. (Prop IM Sec JW).

Finance meeting to set budget for 2004-5. Councillors would be circulated and a date convened.

Administrative equipment arrangements. Councillors unanimously agreed to a proposal from Papworth Everard Parish Council for leasing costs of the administrative equipment Papworth Everard Parish Council had purchased for the Clerk. The proposal is appended to the minutes

Date of next meeting - Wednesday 19th November 2003