Fen Ditton Parish Council

Minutes of a Meeting of the Parish Council held on Tuesday 6^th April 2010

FEN DITTON PARISH COUNCIL

Chairman – Councillor Charles Jones

 

Minutes of a Meeting of the Parish Council held on Tuesday 6^th April 2010

at the Recreation Ground Pavilion

 

Present:

Councillors: M. Easterfield, J. Green, I. Harvey, C. Jones, J. Parr, G. Peel, L.Woolfenden
N. Clarke and R. Turner

Parish Clerk: M. Starkie

 

Open Forum

Three members of the public attended to hear the discussion on the A14 widening scheme. One asked why the plan to have noise barriers on the bridge over the A14 at Fen Ditton had now been stopped while that at Milton had been kept. County Clr. Clarke responded that the proposed barrier was ineffective for noise at that height while the barrier at Milton was different and was because there were residences close

CPSO James Lynch presented March crime figures for Fen Ditton; two reports of violent crime, one burglary (non-dwelling), one theft from a vehicle and two other crimes. Vehicle crime has increased over the region. He continues to patrol the area with emphasis on parking infringements and will leave notices on windscreens in the first instance. The Chairman thanked him for his continued support of the village.

 

1. Apologies for absence – Clrs. Cram and Snellgrove Hawkins had sent their apologies.
   

2. Declarations of interest – Clr. Easterfield expressed a personal interest in the appointment of an Internal Auditor and did not vote at Item 13 a.
   

3. Ratification of the Minutes of the meeting of 2^nd March 2010
   The date of the Annual Parish Meeting has been changed to 20^th May 2010. With this exception the Minutes were agreed and signed by Clr. Jones.
   

4. Matters arising
   a) Proposed Cycle Path – Alex Alexander had written to confirm the schedule; work started at Horningsea on 6^th April. Clr. Clarke’s confirmed that the stretch from Horningsea to the A14 exit road would take 12 weeks. From the A14 to existing path would be a further 4 weeks. The crossing at the school was phase three but the design details had to be finalized. Movement of the telegraph poles still had to be discussed and the cost was unknown. The traffic lights across the A14 exit had still to be decided. Clr. Jones commented that this was a greater priority than the lights at the school as there were already some near the cross roads.
   b) Councillor responsibilities – Clr. Woolfenden proposed Clr Parr as a Governor for the Primary School; seconded by Clr Harvey and carried unanimously. Clr. Harvey proposed Clr. Green as a Recreation Ground Trustee; seconded by Clr. Parr and carried unanimously. The Clerk to write to the School Head and Chairman of Governors and to the Trustees. Play area of recreation ground scheduled for RoSPA inspection in April.
   c) Group Councillor Training. The Clerk reported that Orchard Park Community Council and Horningsea Parish Council are interested in some of their councillors attending the training for Fen Ditton Councillors and would share the cost. Clerk to arrange training with CPALC.
   d) Village Sign It was agreed that the sign needed some attention. Clr. Green to contact Richard Mellings of Bottisham Village College who designed and built the sign. To be discussed further at the Annual Parish Meeting. The village originally raised the money for its construction and the balance was given to the PC for maintenance.
   e) Annual Parish Meeting – the date has been changed to Thursday 20^th May as the Church Hall was not available. Parish Clerk has written to all the Societies and Charities and booked the Hall.
   f) Bus Shelter – Milton Parish Council recommended Hayden Woodruff of Bottisham as he cleans their shelters. He has inspected the shelters in Fen Ditton and quoted £25 per month. Clr. Jones proposed that the contract with OCS should not be renewed and Hayden Woodruff given the contract; seconded by Clr. Easterfield and carried unanimously.

 

1. Reports from County and District Councillors
   Reports from both Councillors are appended; in addition the following was discussed.
   Potholes –Clr. Green commented that while discrete potholes might be filled there was full surface damage in High Street and Church Street and complete resurfacing needed to be addressed. Clr. Clarke responded that this was taken into consideration when work was done but that surfaces were expected to last more than eighteen months and that resurfacing would be done on a schedule. One of the members of the public asked to speak and commented that potholes were a danger to cyclists. The Parish Clerk to contact the Highways supervisor for an update on the schedule of repairs.
   Marshall Group – Clr. Turner had reported that the Marshall group was not relocating to another site. Clr. Jones asked if the planned housing scheme for the Marshall site had now stopped and Clr. Clarke confirmed this; he suggested that a different policy would be needed to provide housing planned for the area. Clr. Jones said this would have wider implications such as provision of schooling and clarity was needed from the County Council. He also said that there were implications for the planned A14 link road if no new houses were built. He added that Fen Ditton does not want the third lane of the proposed A14 widening to end at Fen Ditton because of the implications for traffic increase and resulting gridlock. Clr. Clarke responded that if the third lane terminated at Quy or Milton the new plan would have to go back to the Secretary of State. He agreed that that the Marshall’s relocation and house building proposal had erased part of the green belt and that he hoped this would be re-instated. The County Council would still like to build on the Marshall’s site to meet its housing obligations. There was some discussion and it was agreed that the A14 and implications should be discussed at the Annual Parish Meeting in May. Clr. Turner reported that he was waiting for answer from Caroline Hunt, the Chief Planning Officer at SCDC, on the implications for Fen Ditton. He pointed out that after the general election some government plans may change.
   Following a review, the Boundary Commission wants to include “necklace villages” in the City.
   

2. Planning Applications and other Planning Matters
   a) S/0005/10/F – Marshall’s’ training centre – change of use has been approved
   b) Land by the Barn – Kate Church of Hewitsons has not heard from Mr. Gough Goodman or his solicitors since sending a letter on behalf of the Council refuting Mr. Gough Goodman’s complaint. Nothing further has been heard from Mr. Oliver after the Chairman talked to him about the ivy.
   

3. Conservation matters
   a) Conservation Ref. C/11/40/027 – 1 Green End application for work to reduce and reshape sycamore and ash and reduction of conifer screen. This was discussed and No Comments to be made.
   b) Deemed Consent at Plot 6 High Ditch Road – consent has been given for work on a walnut tree in the conservation area
   c) Cambridgeshire and Peterborough Minerals and Waste Plan – Representatives of Planning and Conservation met and their response was submitted electronically and its receipt confirmed. The response is on file and has been posted on the notice board.
   d) Rural Strategy Consultation – Clr. Woolfenden will hold an informal meeting on Saturday 11^th April to post the council’s response electronically. Members of the public can also post their responses and this has been advertised.
   

4. Highways matters
   a) Preparation for A14 Public Local Enquiry – the Parish Clerk had contacted Quy, Milton and Horningsea Parish Councils. None are sending representation to the Local Public Enquiry. The pre-Inquiry meeting, at which no representation will be heard but the process of the Inquiry will be explained, will be held on 24^th May at St. Ives. Clr. Peel has offered to attend. The Inquiry is likely to take place in July but the date and location has not been published. Clr. Jones suggested that Fen Ditton should work with the City Council for representation, as their arguments are the same as those of Fen Ditton. One member of the public expressed concern and asked that the Council should ask the City as soon as possible what its strategy is now that Marshall Group is not relocating. He stated that people would leave the village if they think traffic will increase. Clr. Jones agreed that the Inspector should address this and the issue of the link road, which will no longer be needed. Clr. Woolfenden suggested that more discussion was needed at the APM and the village informed of the actions the PC has taken. Clr. Green asked if an extraordinary meeting was needed for such an important matter. Clr. Harvey asked if traffic modeling had been done without the link road. Clr. Jones thought not and undertook to contact the City Council. One member of the public suggested that a letter should be sent to Jim Paice MP. Clr. Jones and Parish Clerk to draft a letter and circulate by e-mail. The same villager suggested that free consultation may be available from Planning Aid and that Terry Gilbert, planning consultant, could advise.
   

5. Cemetery matters - report from Clr. Woolfenden is appended
   Clr. Jones thanked Clr. Woolfenden for organizing the cemetery working party and those who had helped. It has been suggested that some of the available graves may not be viable because of their close proximity to others and thereby lack a solid wall. Parish Clerk to check with Kevin Bennett
   Quotations have been received for a replacement bench. Clr. Jones suggested that some co-funding should be sought; Parish Clerk to contact Townland’s Charity, Dunarbon, funeral services and monumental masons. Clr. Woolfenden proposed that a bench with arms and a central division should be ordered from Branson Leisure at £415 plus VAT. Seconded by Clr. Green and carried unanimously. Clr. Harvey suggested that if co-funding could not be found the cost should be met by the recent S106 donation. Parish Clerk to check that this is permissible.
   Invoices have been received for Business Rate on the Cemetery and charges for bin emptying. The Parish Clerk has checked that the green bin is emptied fortnightly with domestic green bins in the area but the black bin is regarded as a business facility and is emptied monthly with a charge. Clr. Turner questioned this as he though his other villages did not pay for bins or business rates and will check with SCDC.
   

6. Recreation Ground Matters
   At the March meeting it had been suggested that funding might be available through the s106 Open Spaces contributions for improvements to the Pavilion. Councillors felt that it should be assessed for H&S, heating, access and security. Clr. Woolfenden pointed out that some of the guttering needed attention. It was agreed that this should be discussed with the Recreation Ground Trust. Clr. Green suggested that a schedule of proposed work should be produced and ways of finding additional funding be found. Parish Clerk to contact Trust.
   Mrs Snellgrove Hawkins of the PTA had recently interviewed representatives of all years at the Primary School and her report circulated to the council. The children had made some suggestions about the play area, including the provision of CCTV. Clr. Green commented that there were issues with CCTV over who monitors it and stores it securely. It was agreed to discuss the report and the children’s suggestions at the next meeting. Parish Clerk to send report to Trustees.
   

7. Production of a Parish Council Newsletter and Website
   Clrs. Green and Harvey have discussed and Clr. Green has explored with Cabinet Office the regulations that govern web sites. A domain name has been bought and the website is under construction - fenditton-pc.org.uk. The council discussed the method of approval for content and it was agreed that content should be approved by Clrs. Green and Harvey as webmaster and shadow webmaster. Proposed by Clr Jones, seconded by Clr. Woolfenden and carried unanimously.
   The newsletter was discussed and Clr Jones proposed that village organizations should be invited to contribute content to both the newsletter and the website; seconded by Clr. Parr and carried unanimously. The frequency of production was discussed; Clr. Woolfenden suggested quarterly. Clr. Easterfield commented this still involved a lot of money; he suggested six monthly production. Sponsorship and advertising were also discussed as a means of offsetting costs. The full report is appended. Clr. Jones thanked Clrs Green and Harvey for their work on this much-needed project.
   

8. Crime and Welfare Issues
   Crime report was covered by PCSO Lynch in the Open Forum.
   The need to form an emergency response group was discussed. This would be featured in the newsletter and website and the remit and organization further discussed.
   

9. Finance
   a) Appointment of Internal Auditors
   Quotes have been received from LGS Services and Mijan. Horningsea PC recommended Mijan and Michael Williamson of Mijan is able to audit in situ. It was agreed that he should be appointed; proposed by Clr. Jones, seconded by Clr. Woolfenden and carried unanimously.

 

1. Approval of Accounts
   The following Invoices were approved (after checking on Cemetery rates and bins)
   i) Kevin Bennett – seat plaque Green End (covered by previous private donation) £50.00
   ii) SCDC – Cemetery Non-Domestic Rates 2010/2011 £84.87
   iii) SCDC – Cemetery Trade Waste Collection £27.78
   iv) Hewitsons LLB – legal advise Land by the Barn £592.20
   v) Clerk’s Salary & expenses for March
   The following monies have been received
   i) Cooperative funeral Services – memorial inscription £55.00

Accounts Current A/C - £2214.50; Savings A/C - £20091, of which £3105.38 is s106
contribution (£2000 has been transferred from savings account to current account).

1. Report from Parish Clerk
   a) War Memorials Custodian’s Conference – useful information on maintenance and grants
   b) General Election Date – the pavilion has been booked for the election on May 6^th.
   c) Possible donation to Primary School –held over for further discussion at the May meeting.
   d) Voluntary Car Scheme – The Beaches committee asked to consider extending the scheme. Information to go in newsletter and website.
   e) Draft response to SCDC - this is a questionnaire on council’s adherence to and understanding of the Code of Conduct. To be completed by Clerk and checked by two councillors before submission.
   

2. Correspondence
   a) Letters received
   i) Mr. J Bruce-Ball – copy of letter to CCC Highways regarding potholes
   ii) Letter from CPRE re. litter-picking event. Parish Clerk to contact Clr Hellowell of Horningsea . iii) SCDC - Community Chest – invitation to apply for grants up to £1000 for disabled access,
   educationally challenged and diversity.
   iv) Gill Griffiths – litter, potholes and village sign Litter to be discussed at APM
   b) Letters sent
   i) Mrs Jack, Mrs Mathews and Mrs Moseley thanking for input to Audiology consultation
   ii) Mr. J. Bruce-Ball – acknowledgement
   iii) Highways Supervisor by e-mail re. debris on pavement Green End Clean scheduled for April

 

1. To Accept notices & Matters for the next Agenda
   No decisions can lawfully be made under this item. LGA 1972 s12 10(2) (b) states that business must be specified; therefore the Council cannot lawfully agree any matter that is not on the agenda.
   Clr. Jones reported that he had received a complaint about the way a delivery of hay has been stacked at the field on corner of High Ditch Road and Ditton Lane. The villager felt that the blue waterproof cover was unsightly.
   Parish Clerk will report the graffiti on the gate at end of Green End to SCDC and contact estate agents about the graffiti at Red Lodge House.
   

As there was no other business to discuss, the meeting closed at 10.05pm

The next Parish Council meeting will be held on Tuesday 4^th May 2010. The Annual General Meeting of the Parish Council will precede this at 7pm.

 

Members of the public are welcome to attend meetings of the Parish Council

Appendix 1 Reports from County and District Councillors

 

1. Report from County Councillor Nick Clarke

 

Guided Busway

The County continues to hold the contractor BNL to its obligations under the design and build contract for the guided busway. Unfortunately, this will result in a delay in bringing it into service. The northern section is substantially complete but has six significant defects that the county requires the contractor to put right before we accept it into service. If we accept it before the defects are sorted out the long-term liability is likely to move to the county, which no one wants. A summary of the situation is as follows:

 

• Key defects need to be rectified

• CCC will not takeover until they are

• BNL are refusing that these items are defects effectively categorize the process

• CCC can’t terminate the contract on this basis

• Need to continue seeking rectification of these issues

 

This is very frustrating and likely to end up in expensive legal action against the contractor but is necessary.

Potholes

I have been asked, by one parish, how priorities are set for repairing potholes.

There are two main areas which are considered as part of an assessment of a pothole:

 

* Firstly, its general location and size and whether it is in an urban or rural setting

* Secondly, where it is on the carriage, i.e. on the edge or in a wheel track

These are placed through the prioritization system and then categorized as an emergency or 7 days etc. according to the counties policy.

 

Transport Innovation Fund

This fund has been scrapped. This means we lose the £500m promised but are now free of the threat of congestion charging, which has also been scrapped. A new fund which we may qualify for has been set up.

 

Cycle way now under construction

 

Test holes a have been dug last week and the first sod cut today. Horningsea to A14 12 weeks.

A14 to existing footpath another 4 weeks. A crossing will be going in at the school and traffic lights on the off ramp on the A14.

 

2. Report from District Councillor Robert Turner

Recycling

South Cambridgeshire County Council is trying to encourage local businesses to sort and recycle their waste. Paper and cardboard can be recycled through the Council’s trade waste collection services. A flyer encouraging businesses to use these services was included in last year's NNDR bills and this would be repeated again this year.

The Council has also been a driving force in successful applications for DEFRA's BREW funding (Business Resource Efficiency and Waste). This had paid for the:

• Temporary appointment within SCDC of a Trade Waste Recycling Officer

• Training of non-specialist waste officers on offering advice to businesses in dealing with their waste

• Development of the RECAP website as a specific local source for business on how and where they can deal with their waste more sustainably.

 

The new recycling service, due to come on stream October 2010, would provide the Council with further opportunities to assist businesses to recycle other waste materials such as plastics and glass.

 

The Council also proposes to issue a blue wheelie bin to each household in October 2010. They can been used to recycle all the materials that are currently put in green boxes (cans, glass, plastic bottles and paper) as well as cardboard and a number of new materials which are currently not recycled: plastic pots, tubs and trays and cartons (tetra packs). A comprehensive communications plan is being developed and full details are to be published in the summer edition of the South Cambs Magazine.

Marshall Aerospace to stay in Cambridge

Marshall of Cambridge, the family-owned group of companies which employs about 2,500 people based

in Cambridge, has announced that it will not be relocating any of its businesses to Wyton.

Marshall has long said that it would be willing to relocate some of its Aerospace activities in order to accommodate the needs of Cambridge by making way for a large urban extension on its airfield site in Cambridge, always provided that a suitable site could be found which would ensure the company’s long term future and which was convenient for its customers, its local suppliers and its many highly skilled employees.

Over the last few years, the company has examined many potential relocation sites in the local area. More recently, these options had been narrowed down to RAF Mildenhall, Waterbeach Barracks and RAF Wyton. Following the decision by the government that Mildenhall could not be made available to Marshall as a relocation site, the options were narrowed down to Waterbeach Barracks and RAF Wyton and now both of these have to be ruled out. Therefore, Marshall has concluded that, in the immediate future, there are no suitable relocation options open to it.

Sir Michael Marshall, Chairman of the Marshall Group said: “This has been an exhaustive and expensive review process, but we needed to be certain that any potential relocation would not adversely affect the business, our customers or our employees. That review has now been completed and it is clear that relocation is not a feasible option at this time, but we do not rule out the possibility that circumstances may change again in the future, in which case we would be prepared to reconsider it.

All three of the Marshall Group’s main businesses, Marshall Motor Group, Marshall Aerospace and Marshall Land Systems, are headquartered at the Company’s airport site on Newmarket Road and over 60% of its 4,000 employees are based in Cambridge. As well as the direct financial contribution that these businesses make to the local economy, Marshall has been a supporter of many local community organisations, initiatives and events.

Appendix 2 Report from Cemetery committee – Councillor Woolfenden

Volunteer working party

On 20^th March, ten volunteers, eight from Fen Ditton and two from Cambridge, carried out some removal of bramble etc from the Cemetery and also tended to a few neglected graves. Margaret also cleared the recreation green side of the Cemetery boundary where it had overgrown the path. The weather was fortuitously better than the forecast and the morning proved to be enjoyable and satisfying. We would like to take the opportunity to thank all those who took part, including Margaret, Jenny and Charles. Special thanks to Eve Daniel, John Drake and Lynne Strover for their expertise and advice in dealing with some particularly thorny brambles. Some wild flower seeds were scattered on the East boundary.

Some points for discussion/ possible action

• Mr and Mrs Pope from Cambridge suggested that the boundary on the Stanbury Close side might be enhanced by planting blackberry bushes which could be lopped back easily when necessary but would also provide a good habitat, natural security and blackberries.

• Planting of some propagated seeds (donated by Scottsdale’s Garden Centre) is planned for May. If anyone can help with Greenhouse space, please speak with Jenny Parr.

• Further weeding is planned for the autumn.

• The flowering Cherry tree, paid for by Cambridge Building society and planted in November of last year, seems to be doing well.

• John Drake has expressed his concern about the ivy engulfing the trees on the recreation green boundary. This may need tackling professionally later in the year after the bird-nesting season.

• Some concern was expressed on the day regarding the given number of available plots. Some of the plots assessed as being available were between two existing graves and for this reason had been ruled out in the past (? Possible risk of an existing grave collapsing). Perhaps this should be reviewed again by Kevin Bennett whom, we would assume, would be more knowledgeable about such matters.

• Bin usage and emptying (see main minutes, Item 9).

• It appeared that some garden waste and other material including tree branches not from the Cemetery and also fibreglass had been dumped in the Cemetery on the Stanbury Close boundary.

 

Appendix 3 Newsletter and Website report – Councillor Jon Green

 

Website:

• After JG and IH met, we concluded the following:

  • There is a risk of FDPC “encroaching” and gradually subsuming Ian’s personal fenditton.org domain;

  • FDPC needs an identity separate from general FD news;

  • It would be better to have a separate domain name and hosting from fenditton.org, so that FDPC could properly “own” it and have clear responsibility for it;

  • A .gov.uk domain would be preferable;

  • Shared administrative responsibility between JG & IH to avoid the “falling under a bus” problem!

  • Some degree of (FDPC) community editing would be helpful, so that articles can be entered by other contributors (but subject to oversight before publication);

• .gov.uk domain explored with Cabinet Office, and related offices;

• Rejected for now: formal requirements too much of a burden for a PC!

• A domain has been bought: fenditton-pc.org.uk;

• Hosting has been arranged;

• Robust backup and disaster recovery has been written and implemented;

• Two/three-level off-site backup arranged with Amazon S3;

• Content management system (“Joomla!”)installed;

• Site “look and feel” (L&F) work not yet begun;

• Content has yet to be installed (this can happen independently of L&F);

• Concept for two separate “mini-sites” within domain, each with distinct “visual identity”:

  • Formal site for FDPC reporting (with legal/governmental responsibility), to include newsletter archive;

  • Informal community site for news, adverts, other local matters that aren’t formal FDPC business but related to its activities;

• The whole domain will have a shadow “prototype” site:

  • Editing is only ever done on prototype site – “live” site is never edited;

  • Prototype site is only visible to those who know how to see it!;

  • When prototype site contents are ready for publication, and administrator (JG, IH) will “roll out” the prototype to the live (public-visible) site;

  • If the live site is damaged or vandalised, it can be restored from the prototype in seconds.

Print Newsletter:

• Basic template received, being evaluated;

• Will be generated to PDF: PDF version will be published on FDPC website. (Too complicated and time-intensive to have a full commercial online/offline magazine system with common article text);

• Publication frequency to be decided by FDPC: quarterly would probably be ideal balance between currency and workload;

• Need content!

• Quote obtained for print newsletter (Cambridge Printers, Mercers Row):

  • 500 off

  • A4

  • Two sides colour

  • No bleed

  • 100gsm (standard for two-sided colour)

  • Silk stock  £152.50 (no VAT)

  • Plain stock  £145.00 (no VAT)

  • (Setup costs  £52.80 inclusive in above)