Draft copy to be signed 14.05.14 FC 04/2014 MINUTES OF THE MEETING OF HADDENHAM PARISH COUNCIL held on Wednesday 9 th April 2014 at 7.30pm at the Arkenstall Village Centre, Station Road, Haddenham, Cambs. Attendance: Cllrs Bush, Haigh, Lyon (Chairman), Norman, Page, Parr, Tindall, G Wilson and P Wilson. 1. MINUTES OF THE LAST MEETING having been circulated to all members were taken as read. Cllr Bush proposed and Cllr P Wilson seconded that the minutes should be signed as a true record of the meeting subject to the following amendment: Item 9J: Remove Tanya Edgell and insert Sarah Torr. Motion carried unanimously. 2. MATTERS ARISING (For Information Only) a. Ely Soham Dial-a-Ride: (See Minutes FC 03/2014 Item 2d) Gillian Leeper will attend the September meeting to discuss future plans with the Council. b. BT Openreach Cabinet on The Green: (See Minutes FC 03/2014 Item 20) The Clerk had signed and returned the Wayleave agreement on 14th March and the one-off payment of £798 had been banked on 27th March. c. Manhole cover outside the Chemist: (See Minutes FC 03/2014 Item 21 para. 4) The Clerk advised that Anglian Water had repaired the manhole cover on 17th March. d. Station Road Bridge: (See Minutes FC03/2014 Item 21 para. 3) The Clerk had received confirmation that the bridge is in no danger of collapse as it has been filled in but Highways are aware of the depressions forming in the surface and these will be patched in due course. The Inspector monitors the bridge on a regular basis. e. Speeding buses: The Clerk had contacted Dews Coaches and passed on concerns that some of their coaches had been seen exceeding the speed limit in Hillrow. Mr Dew will speak to the drivers and also put a notice on the board to all drivers. f. Straw issues in Station Road: (See Minutes FC 03/2014 Item 2b) Mr Roberts has continued to lobby the District Council to keep the road and path swept and accepted that the Parish Council has limited powers to deal with the issues. g. Renewable Energy Consultation: (See Minutes FC 03/2014 Item 11) Cllrs Wilson had forwarded some of the points raised at the March meeting to be included in the Draft Supplementary Planning Document on Renewable Energy, which will be out for consultation on 17th April and will most likely come to the Parish Council for consideration in May. 3. APOLOGIES FOR ABSENCE were received from Cllrs Goddard and Hugo – on holiday, Cllr Smith – work commitments, Cllr Fairchild – ill health, District Cllr Allen and County Cllr Hunt. 4. DECLARATIONS OF INTEREST Cllr G Wilson requested it to be minuted that he is also a member of the District Council Planning Committee and although he would take part in discussions relating to Item 12, Planning Application 14/00005/FUL 80Hillrow, he would keep an open mind until it had been considered at District level. 5. PUBLIC PARTICIPATION It was agreed that members of the public who wished to address the Council on Item 13 would be allowed to speak whilst it was being discussed. Page 1 of 6 Draft copy to be signed 14.05.14 6. FINANCIAL MATTERS a. Accounts to be authorised: FC 04/2014 Name Service Itemised Came & Company Insurance 2014/15 BT Library phone March – May 14 J Manning Total Amount Method £1938.00 BACS 25.03.14 £46.28 DD Clerks Salary March 2014 £1184.70 BACS 07.04.14 HM Revenue & Customs Clerks Tax & NI Jan – March 2014 £1023.95 BACS Ely Soham Dial-a-Ride Grant 2014/15 £500.00 BACS Cambs County Council Haddenham Youth Club 2014/15 £2,500.00 BACS £588.00 2140 £10.50 BACS A Carter Supply and fit replacement side gate at Holy Trinity Church J Manning (March 2014) Postage Keys cut for Recreation Field gate LGSS Pension Fund Clerk’s Pension March 2014 £530.33 BACS E-ON Energy charges March 2014 £587.12 BACS Rural Cambs CAB Grant 2014/15 £100.00 BACS Arkenstall Village Centre Room Hire Jan – March 2014 K Fergusons Ltd K Fergusons Ltd £1.50 £9.00 BACS Grass cutting @ Burial Ground (March 14) Grass cutting @ all other areas (March 14) Grass cutting @ Feast’s Green (March 14) Litter bins (Nov 13 – March 14) Litter picking (Nov 13 – March 14) Hedge cutting @ Aldreth Field & Play Area and Newtown Pocket Park Miscellaneous VAT @ 20% Environment Agency Grass cutting @ Recreation Field (March 14) Strimming @ Recreation Field (March 14) VAT @ 20% Drainage charges @ Fairchild’s Meadows 2014/15 AmeyCespa (East) Ltd Wheelie bin and Duty of Care charges March 2014 £64.00 £220.00 £672.00 £84.00 £704.00 £525.00 £350.00 £112.00 £533.40 £3200.40 BACS £96.00 32.00 £25.60 £153.60 BACS £14.44 BACS £24.48 DD Cllr Parr proposed and Cllr G Wilson seconded that all of the above accounts should be authorised for payment. Motion carried unanimously. Page 2 of 6 Draft copy to be signed 14.05.14 7. FC 04/2014 CORRESPONDENCE PCSO Annie reported that a scam had started recently with fraudsters pretending to be police officers on the telephone and trying to convince people to give their bank details or withdraw large amounts of cash, which they claim will be collected for forensic testing. She has visited the new Community Café in the Methodist Church and will try to pop in at least once a week on her day shifts. There are still problems with parents parking on the yellow zigzag lines outside the entrance to the school. The stabbing that occurred in Sutton Road on 1st April is still being investigated and the police are keeping an open mind at the moment. On the 3rd April several young men from Middlesborough were in the village knocking on doors and wandering about in back gardens trying to sell various items. When questioned by the police their IDs were found to be fake and confiscated. Connecting Cambridgeshire has confirmed that the new fibre broadband cabinets have gone live and faster broadband is now available in Haddenham, Aldreth and Wilburton. Information on how to sign up for the new service is available on the Connecting Cambridgeshire and Haddenham websites. Permission was given for Tinderbox Preschool to hold a cake/nearly new stall on The Green on Easter Saturday. A letter of thanks had been received from the Holy Trinity Church for the new hand gate in the Church wall. County Highways are considering holding “drop-in sessions” in the village for residents to report or discuss any highway issues they have and wished to obtain the opinion of the Parish Council on this idea. It was felt that finding a suitable venue would be the first major obstacle and that the sessions would probably be a waste of time in view of that fact that it is very easy to report problems on-line or via the Parish Council Clerk. It was agreed that it would be more useful for the Highways Officer to be invited to attend the Road Safety Group meetings. 8. INFORMATION FROM DISTRICT & COUNTY COUNCILLORS There was no County Council report from Cllr Hunt. Cllr P Wilson had attended two seminars to discuss redundancies, restructure of committees and a possible reduction in councillors from 39 to 25. The earliest this reduction could happen would be 2016 and would not affect the 2015 elections. Cllr G Wilson had attended a planning meeting to discuss a detailed application for the Ely North Area, involving the construction of 2000 houses with another 1000 to follow on in a second stage. This would stretch Ely almost out to Chettisham but is within the Ely Masterplan. Positive points attached to the application would include a new primary school and road infrastructure to be built before the houses, 5% of the land would be available for self build and a new road would run through the development out onto the A10 to avoid additional traffic accessing it through the centre of Ely. Cllr Wilson has some concerns about the extra traffic but there are also plans to improve the roundabout on the A10 but not as far down as Angel Drove. Cllr Wilson had attended a Finance & Governance meeting to discuss the audit and internal audit arrangements. He had also represented the District Council at the Cambs & Peterborough Joint Transport meeting to discuss long-term transport strategy. Items discussed included a new rail station at Soham, dualling the A10 from Ely to Stretham, resurrecting the rail lines from Wisbech to March and public transport. He also advised that the District Plan for Strategic Housing Land is now available and part of it is relevant to Haddenham and a minor change to our development envelope but it complies with our Village Vision. 9. REPORTS OF COMMITTEES, WORKING GROUPS & GROUP REPRESENTATIVES A. Planning: The next planning meeting will be held on Tuesday 29th April at 7.00pm at the Library. B. Environmental Overview: All councillors had received a copy of the minutes from the last meeting. The final costs for the Groundsman and Recreation Field contracts had come in under budget at £785 and £1086, respectively. Cllrs Norman and Haigh will carry out a risk assessment on all Parish Council Page 3 of 6 Draft copy to be signed 14.05.14 FC 04/2014 owned trees. The Wayman’s Pits project will now be looked at again and the asset register is under review. C. Fairchild’s Meadows: Maintenance work is planned for the coming months to spray the thistles and bulrushes, cut the footpaths and purchase more matting to combat the wet areas. Group members hope to recruit volunteers to carry out a plant life count in the Wildflower Meadow and it is also hoped that a transect of the insect life will be done over the summer. D. Road Safety: Cllr G Wilson reported that the work in Duck Lane has not yet been completed. E. Aldreth Community Association: Cllr Page reported that Tinderbox Preschool is experiencing some financial difficulty. The grass verge in School Lane needs to be cut and Cllr Norman will also look into the possibility of inserting two or three steps into the slope on the footpath at the end of the lane. F. Arkenstall Centre: Blossoms & Bygones had been discussed at the last meeting and the main problem is lack of people to help organise the event as well as help on the day. An article will be in the June issue of Village Voice asking for volunteers for next year. The rents are now coming in on a regular basis since Cllr Bush and Vic Ford have sorted out the invoicing system. Other funding raising events have also raised quite a lot of money. G. Youth Club: Cllrs G Wilson, Parr and Page had visited the Club on 31st March and met several members. The present membership is 20 boys and 4 girls and the Youth Leader would like to introduce some different activities to try to encourage more girls to join. The Club has a tuck shop and holds regular art, craft and games activities, which have included looking at the winter Olympics. Shrove Tuesday was celebrated by making pancakes and on St Patrick’s Day leprechaun pom poms were made. They supported Climate week with various activities and over the next few weeks there are plans to celebrate Easter and Shakespeare Day. During March the idea of starting a youth council was introduced and 9 young people volunteered for different roles at the first meeting. 10. MINUTES OF AN EXTRAORDINARY FULL COUNCIL MEETING having been circulated to all members were taken as read. Cllr Tindall proposed and Cllr Parr seconded that the minutes should be signed as a true record of the meeting. Motion carried unanimously. 11. MATTERS ARISING FROM EXTRAORDINARY MEETING (For Information Only) a. School and surgery capacity: (See Minutes EFC 01/2014 Item 4) The Clerk had received additional information that Haddenham School is already at capacity and one family has been asked to look elsewhere for next year. There may be a temporary classroom and funding for one extra teacher but this would only be for one year and after that the school would have to fund it out of existing resources. The same capacity problems exist for Wilburton, Witchford and Sutton primary schools. The surgery is over capacity and finding it very difficult to recruit new doctors. b. Planning application: (See Minutes EFC 01/2014 Item 4) Cllr P Wilson has “called in” the application for 100 houses off Wilburton Road to ensure that it goes to the Planning Committee and is not determined by the Planning Officer. 12. PLANNING APPLICATION 14/00005/FUL 80 HILLROW, HADDENHAM (See Minutes EFC 01/2014 Item 4) This application had been considered on 24 th March and the Clerk had obtained clarification from the Planning Officer regarding the change of use to garden land. She had advised as follows: “The land for which the change of use to garden land is sought currently has the appearance of being part of the garden of 80 Hillrow. There is no boundary between the area immediately to the rear of the dwelling and the land. However inspection of aerial photographs from 1998 and 2003 shows that polytunnels were sited on the site, our assumption being therefore that the land at this time was used for agricultural purposes and not as garden land. It is unclear when the use of the land changed. The aerial photograph from 2009 shows that the polytunnels had been removed and that the land had become more domesticated. We therefore requested the applicant to submit an application for the change of use of the land as he advised that he wanted to replace the existing outbuilding. Generally if planning permission is granted for the change of use of agricultural land to garden land a condition is imposed removing permitted development rights to erect buildings incidental to the enjoyment of a dwelling house”. Page 4 of 6 Draft copy to be signed 14.05.14 FC 04/2014 An email from the neighbour of 80 Hillrow had also been received setting out his objections to the application and this was conveyed to the Parish Council during their discussion but mainly related to boundary issues, which are a legal matter and not under the jurisdiction of the Parish Council. Cllr Page proposed and Cllr Bush seconded that the change of use to garden land should be accepted but a condition must be imposed to remove permitted development rights to erect buildings on that land. Motion carried by a show of 8 hands. Cllr G Wilson abstained. 13. REPORT FROM CLLR HUGO REGARDING DISTRICT COUNCIL PLANNING MEETING FOR TEMPORARY MAST AT BERRY FEN Cllr Hugo had attended the District Council Planning Meeting on 2 nd April when Planning Application 13/01102/FUL for the erection of a temporary anemometer mast at Berry Fen was considered. He put forward all of the Parish Councils objections, which had been submitted previously. Mr Steve Cheetham also spoke on behalf of parishioners objecting to the application. REG Windpower presented their case but advised that they would not release the findings of the data collected from the mast and that they intend to submit a planning application for the actual wind farm in summer 2014. Permission was granted by the committee for the mast to be erected. Cllr G Wilson is a member of the District Planning Committee and he explained to the Parish Council that he had voted in favour of permission being granted because the committee has to follow certain rules and can only refuse an application on planning grounds. Once this has happened the applicant can appeal to the Planning Inspector who could grant permission and order costs to be paid by the District Council. Cllr Wilson felt that it was inevitable that the mast would be approved and he therefore voted for it but ensured that an additional statement was recorded against the permission stating: “The anemometer has been approved on the basis of an assessment of the temporary impacts associated with this particular type of development. This decision does not in any way prejudice the future consideration of any application for wind turbines on that site. Any such application would be considered on its own merits in accordance with local and National Policy”. Cllr Parr proposed and Cllr Bush seconded that a letter should be sent to the Planning Officer stating that the Parish Council is disappointed but accepts the approval decision by the Planning Committee. However, the Council would insist that the anemometer data should be collected for a minimum of 12 months before a planning application is submitted and should be made available, as recommended in the PPS22 Companion Guide, at the very least to the Planning Officer for this case. Motion carried by a show of 7 hands. Cllrs Norman and G Wilson abstained. 14. PURCHASE OF ADDITIONAL DOG BINS Cllr Parr proposed and Cllr Page seconded that two dog bins should be purchased at a cost of £159.67 + VAT each, one to be sited near the bottom end of the Non Conformist Burial Ground and the other in Lode Way near the sign post at the end of Hod Hall Lane. Motion carried unanimously. (Litter Act 1982 ss 5,6) 15. SEATING ARRANGEMENT FOR PARISH COUNCIL MEETINGS Some councillors had found it difficult to hear properly at the March meeting due to the seating arrangement but the Clerk had sorted it out with the Caretaker prior to the meeting and everyone agreed it was better. Cllr Tindall wondered if the May meeting could be held in Room 2 to assess if it was quieter than Room 1 and the Clerk will enquire with Vic Ford if this is possible. 16. QUOTES FOR LAND REGISTRATION WORK (See Minutes FC 03/2014 Item 20) The Clerk had obtained two alternative quotes for registration of the parish land and it was agreed that Ward Gethin Archer of Ely should be asked to carry out the work on behalf of the Parish Council at an estimated cost of £1340. (Land Registration Act 2000 ss 4 & 58) 17. ALDRETH TELEPHONE BOX Cllr Parr proposed and Cllr Page seconded that Aldreth Community Association should be given permission to have responsibility for the Aldreth telephone box, to be used for advertising events in the Page 5 of 6 Draft copy to be signed 14.05.14 FC 04/2014 village. Motion carried unanimously. The Association also intends to give the box a new coat of paint in the near future. 18. TREE WORK AT THE CLOSED CEMETERY Cllr G Wilson proposed and Cllr Parr seconded that an order should be issued to Conway Tree Specialists to carry out pollarding work on four Lime trees in the Closed Cemetery at a cost of £300. (Local Government Act 1894 s8(1)(i)) 19. WHEELIE BIN AT CEMETERY Cllr P Wilson proposed and Cllr Parr seconded that a 660 ltr general waste wheelie bin should be obtained from AmeyCespa (East) Ltd at a cost of £14.96 + VAT per month (once a month empty and duty of care charge) to be placed at Haddenham Cemetery for the disposal of dead flowers and wrappers, etc. Motion carried unanimously. (Litter Act 1982 ss 5,6) 20. REQUEST FROM HADDENHAM SCOUTS Cllr Parr proposed and Cllr Tindall seconded that permission should be granted for Haddenham Scouts to hold a cake stall on The Green on Saturday 31st May from 10.00am. Motion carried unanimously. 21. MATTERS TO REPORT Cllr Norman advised that in the light of Blossoms & Bygones being cancelled the Friends of Haddenham would be resurrecting the Haddenham Fen Ride this year in June. They intend to make it a bigger affair, incorporating a visit to the brick museum and a picnic. Cllr Page had noticed a lot of Spartan Race signs on the verges coming into the village and the Clerk will contact County Highways about this. Cllr G Wilson reported that the new A14 proposals are now available on-line. Cllr Tindall reported that the grass area on the Froize End side of the entrance to Linden Way is becoming very unkempt and the Clerk will find out whose responsibility it is to cut it. The Clerk wished to remind all councillors that the Annual Parish Meeting would be held on Wednesday 16th April. (See Minutes FC 02/2014 Item 8 para. 3). The Clerk had received a reply regarding the query about bus stops in the High Street/Hop Row. Paul Nelson advised that the route of the proposed service would be along Station Road, High Street, Linden End, Duck Lane and Wilburton Road and therefore the stop would be in the High Street. He had also confirmed that they would look to be clearer on the times shown on the timetable for Aldreth. (See Minutes FC 02/2014 Item 14) A response had been received from Cambs County Council advising that the funding cuts had been authorised but a new £500,000 funding pot will be set up to be spent on public transport with an emphasis on community transport. (See Minutes FC 03/2014 Item 21 para. 2) Planings have been supplied by the County Council and spread at Hod Hall Lane by the Community Payback Crew. Cllr Norman would have a look to see if it has addressed the issue at the end of the lane where vehicles pass each other. 22. DATE OF NEXT MEETING The next meeting will be the Annual Meeting and will be held on Wednesday 14th May 2014 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 9.25pm. Page 6 of 6