MINUTES OF DUXFORD PARISH COUNCIL MEETING HELD AT DUXFORD PRIMARY SCHOOL ON THURSDAY 14 JULY 2016

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1 Present MINUTES OF DUXFORD PARISH COUNCIL MEETING HELD AT DUXFORD PRIMARY SCHOOL ON THURSDAY 14 JULY 2016 Parish Councillors: Cllr, Cllr Harris,, Cllr Tarrant, Cllr Smith, Cllr Duff and District & Parish Cllr Martin, with Chairperson Cllr Dee. Parish Joanne Depradines-Smith. Five members of the public were in attendance. Open Forum a. A member of the public asked the Parish Council to consider the existing planning proposals in the Hinxton area. The Chair confirmed that all local Parish Council Chairs are in communication with each other in this regard. b. A member of the public asked for feedback in respect of questions asked at the most recent Parish Council surgery. The Chair confirmed that these would be covered in the agenda. c. A member of the public advised that, until recently, they did not know where the Millennium Garden was situated. agreed to create an article for the website and Chatterbox. d. Alison Turnbull gave a brief presentation in respect of Public Art Contribution, and the various ways the village could spend the Section 106 monies received as a result of Welch s Transport. These included benches, gates, performances, clocks and signs. The Meeting commenced at 8.08pm - The Chairperson welcomed all attendees to the meeting Apologies - Cllr Young Declaration of Interests: None Minutes The amended agenda and minutes of the Parish Council meeting held on 9 June 2016, circulated to all members, were agreed and signed by the Chairperson. Matters Arising / 91e Cemetery railings - confirmed that the Cemetery railings have now been painted / 91h Community Asset Register Cllr Duff agreed to create a paper in this regard for the next meeting c - War Memorial chain Cllr Smith confirmed that another potential source for gun metal moulding within the village, has yet to be explored j & 114a Recreation Ground and Road limit signs - The confirmed that these actions are still outstanding; to be completed before the next meeting FDC Cllr Duff wished to clarify that a second leaflet in respect of the FDC village vote was at the suggestion of the Chair and various Parish Councillors. Chairperson s Announcements a. Cllr Resignation: The Chair confirmed the resignation of Cllr Nick Armitage had been received since the previous meeting. The Chair offered official thanks for the hard work and effort that Cllr Armitage had contributed towards running the village, in his capacity as a Cllr. The Chair confirmed that there were two vacancies presently, and two Cllr applications have been received. The closing date for applications closed two days after the meeting, and co-option decisions would be made after then. Cllr Duff Cllr Smith/ Cllr Harris 1

2 b. The Rushtons: The Chair confirmed that an anonymous letter was received by the in respect of land ownership in The Rushtons. Cllr Martin is awaiting confirmation from SCDC as to whether any action is required. c. otments increase: The Chair confirmed receipt of a letter outlining concern regarding a possible otments annual lease-holding fee increase. This was passed to Cllr in her capacity as the otments Chair to respond. d. Station cycle path: The Chair provided an update regarding the proposed station cycle path, including that a topographical map now exists and that the local MP, Heidi en, has requested a meeting with Network Rail and Abellio Rail Company on 22 nd July, for a formal update on progress. e. Cambridge City Deal: The Chair requested that any thoughts regarding the City Deal be sent to the to send on. Cllr Topping will request an extension to the timescales provided. f. Big Lottery Funding: The Chair asked to add details of potential grants to the website. g. Duxford Village Show 2017 The Chair requested that and Cllr provide dates and details of the 2017 Village Show as soon as this is decided upon. h. Affordable housing: Following an enquiry at the recent surgery, the Chair asked Cllr Martin to ascertain the percentages in respect of different housing in the village, such as local authority / affordable housing stock, for information, including all of the different agreements therein. i. Hunts Road layby Following an enquiry at the recent surgery, the Chair asked what measure the Parish Council could take to alleviate the issue of Hexcel / Huntsman employees using the Hunts Road layby for smoking, and leaving their cigarette ends behind. It was agreed that the contact Hexcel / Huntsman and decide whether a non-smoking sign be erected, or an ashtray that they empty be installed. Cllr Martin Cllr / Cllr Topping / Cllr Cllr Martin/ Cllr Young At 8.42pm Cllr Topping joined the meeting. 122 Planning a. Applications received from SCDC: As presented by Cllr Harris: APPLICATION LOCATION APPLICANT PROPOSAL A/R S/1490/16/FL CA Green Street, Duxford 3 Temple Close, Duxford D Johnson Single storey rear extension A Heather Hancock Tree Works Blue Spruce removal A PLANNING DECISIONS CONFIRMED BY SOUTH CAMBS DISTRICT COUNCIL APPLICATION LOCATION PROPOSAL DECISION A/R S/0276/15/OL 8 Greenacres, Duxford Appeal APP/W0530/W/15/ Demolition of A Dwelling & Garage & Erection of up to 35 Dwellings At 8.50pm Cllr Martin joined the meeting b. Planning Correspondence Cllr Harris confirmed that correspondence had been received from a neighbour of 30 St. Petersfield Road, in respect of how SCDC have dealt with their objections to the planning application (issued after the Parish Council agreed to the proposal). Cllr Martin agreed to investigate if plans could be issued any earlier in future. It was confirmed that the Section 106 monies from the Greenacres Development still apply, irrespective of the appeal process. Cllr Martin 2

3 Cllr Harris acknowledged a copy of an from a member of the public who has contacted the Secretary of State, copying Heidi en MP, in respect of the Greenacres Appeal. 123 Finance a. Accounts for payment It was proposed by Cllr, seconded by Cllr Tarrant, and agreed by all that the following accounts be passed for payment: NAME INFORMATION CHEQUE AMOUNT NUMBER Karen Mead (KGS) Half year maintenance contract CHEQUE UNSIGNED - WITHHELD PENDING FURTHER INVESTIGATION National Federation of Annual Membership Cemetery Friends ESPO Stationery HMRC tax / NI Lee Lifestyle UK Cemetery railings painting J Depradines-Smith Duties & Expenses Bank Transfer TOTAL b. Review of 1 st Quarter expenditure The Chair shared the accounts as at the first quarter. Cllr Duff asked the to obtain a copy of another PC s accounts to compare the percentage of overheads to, and share this with Cllrs District Council Matters Cllr Martin confirmed that currently SCDC continues to go about its day to day duties. The big issues, Local Plan, City Deal, Devolution and the Boundary Review are currently out of SCDC s hands, either in public consultation or awaiting decisions from London. The consultations on devolution and aspects of the City Deal will have an impact on us all, so it is important to respond. County Council Matters Cllr Topping advised that the major planning development at Whittlesford Bridge could potentially bring some Section 106 monies coming to Duxford School in the future, as opposed to Sawston. asked Cllr Topping to investigate the possibility of DPC taking ownership of all village grass cutting, to ensure regular cuts, particularly in the Rectory Road area. Cllr Topping will investigate this further. Cllr Topping At 9.07pm Cllr Topping left the meeting. 126 otment Committee Chairperson report a. Track Maintenance: This item was carried over. b. Mini-plot pathway: This item was carried over. c. Agree Bonfire Insurance / potential rent increases after much discussion, including assessing separate quotes for bonfire insurance, it was unanimously decided that due to 3

4 a lack of insurance, the large communal bonfire area will remain closed, but bonfires on individual plots would be acceptable. d. Agree new catchment areas for leaseholders It was agreed that the allotments leaseholders catchment area would be identical to that of a Parish Councillor qualification. e. Agree maintenance improvements, including hedges It was decided that maintenance for the allotment grass and hedge cutting will be transferred from the otments precept to the FRG&B precept as from April 2017 Vote: agreed by all. FRG&B Committee Chairperson s Report reported the following: a. Maintenance / contracts Cllrs reviewed the revised maintenance contracts, including extra cuts and more thorough details of requirements. Consideration of how this may increase the precept was communicated. After much discussion, will revise these once more and share them with Cllrs. It was agreed to keep the Hinxton Road grass cutting contract separate to all other contracts at this time. b. Handyman contract asked all Cllrs to analyse the draft contract and share any improvements ASAP after the meeting. c. Cemetery A quote for a dangerously broken gravestone of was agreed upon, as a health and safety issue. A skip for the Cemetery waste up to the value of 300 was agreed upon. The will look into quotes for the repainting of the small Cemetery water pump. d. Village pumps This matter is a work in progress. e. War Memorial This item was covered in Matters Arising. f. The Biggen This matter is a work in progress. g. Hunts Road Bus Shelter was delighted to confirm that Roy Gill has agreed to dismantle and remove this dilapidated bus shelter for free. h. Laceys Way bench After much discussion, it was unanimously decided not to replace the broken (now removed) bench in Laceys Way. i. Trees After a discussion, the quote from Mercers Trees Ltd for 1000+VAT for a full village trees survey was agreed upon, in the full knowledge that this money would need to be taken from reserves. The will check the Scout hut lease to confirm if the large ash tree belongs to DPC or a neighbour. j. Hinxton Road Trees Cllr Duff gave a brief report on progress and confirmed that the trees will not be handed over to the Parish Council unless they are fully inspected and all works are carried out beforehand. k. Asset Register it was unanimously agreed to formally approve the DPC Asset Register (subject to full completion). Facilities Development Committee Chairperson s Report a. Cllr Martin confirmed that the decision to postpone the village vote, as no news regarding the Greenacres planning proposal, was the correct decision. b. Cllr Martin will source further information in respect of the services required for a village hall, how self-funding works and visit village halls in Bruiseyard and Great Wilbraham in the near future, for further information. c. Cllr Martin requested that the existing co-opted members of the FDC Committee be invited to attend the next meeting, and that the only area of the existing leaflets to be changed in the event of another referendum, would be the date. Working Parties Chairperson s Reports. a. Road Safety Cllr Tarrant explained that, following a visit to the Highways Open Day with the, it would seem prudent to have Unsuitable for HGV S signage on / Cllr / 4

5 130 St. John s Street initially, only changing to a more time consuming, expensive 7.5 tonnes weight limit if this doesn t deter HGV traffic. This was unanimously agreed upon in principle, subject to costs. b. Road Safety Soap Box Derby road closures this was unanimously agreed upon. c. Village / Neighbourhood Plan update this item was carried over. d. Youth Club update Cllr Harris confirmed that he will create an article for the Chatterbox asking for four trustees to volunteer to run the Youth Club. d. Public Art Contribution Cllr Tarrant asked all Cllrs to consider the presentation earlier in the meeting, and share any ideas ASAP. Communications Report Due to a lack of time, this item was briefly discussed, and Cllr Duff agreed to create a SOP (Standard Operating Procedures) document for all Cllrs before the next meeting. Cllr Tarrant Cllr Harris Cllr Duff Diary and Next Meeting: 21st July FDC Committee meeting 8pm at the school. 6 th August 2016 August DPC surgery at the United Reformed Church 10am Midday. 11 August Monthly Parish Council Meeting at 8pm, at the School. 14 August 2016 Duxford otments Society afternoon barbecue, Moorfield Road, Duxford. The will create a random schedule of Cllrs to attend the Parish Council surgeries; Cllr Duff and will attend the August surgery. Meeting Closure - The meeting closed at 10.21pm. Cllr Duff / Signed: Dated: 5