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MINUTES OF THE HILTON PARISH COUNCIL MEETING 01-07 HELD ON MONDAY
5 February 2007 IN THE VILLAGE HALL
Present: Cllrs Wright, (Chairman), Ashby-Swain, Barradell, Fleming, Randall, Shardlow, Stott, and Ward.
In Attendance: Mr Thomas, Clerk to the Parish Council, DC Bates and one parishioner.
1. To note Apologies for Absence. Cllr Robinson
2. To Approve the Minutes of the Parish Council Meeting held on 4 December 2006.
Approved unanimously: RESOLVED
3. Parishioners Open Session (10 minutes). The Chairman closed the Meeting
DC Bates requested that the Council ask the Environment Agency to attend to the blockage under the West Brook Bridge at the top of the Drift. DC Bates also pointed out that leaves in the play -park had made the surface very slippery and the Clerk was to assess what action was needed. Mr Balicki asked whether the new developer's sign on the wall of 3 & 4 Graveley Way was allowable and the Clerk agreed to resolve.
The Chairman re-opened the Meeting
4. Declarations of Interest.
The Chairman reminded Cllrs of the need to review their formal declarations of interest. Cllr
Randall declared an interest in agenda item 12 as he had a part in the business and also in item3f on the grounds that he was a Common Rights Owner.
5. To Authorise the Payment of Accounts.
a. £2750.00 Mr Conway Tree Cutting
b. £25.00 ACRE Subs
c. £103.03 J A Thomas Stationery
d. £85.00 SLCC Subscription
e. £31.24 D Hedge Handyman's (Dec)
f. £86.17 J A Thomas Poles and Rope
g. £47.60 Handyman's Wages (Jan)
h. £913.08 Electricity/maintenance charge
i. £352.50 External Audit Fees
j. £27.00 CPRE Subs
Payment of the above accounts was recommended by Cllr Ashby-Swain, seconded by Cllr Randall and APPROVED unanimously. In addition, the Council authorized the Clerk to pay Mr Barnett the sum of £851.88 for ditch clearing work and to have the payment formally approved at the next meeting.
6. Review of A14 Consultation Process.
Cllr Barradell explained that a flyer had been given to every house hold outlining the consultation process and urging residents to give their views to the Highways Agency by the 9 March 2007 closing date. A further door to door campaign would be mounted later in February. A number of further changes to the draft Council letter to the Highways Agency were discussed. The Chairman was to prepare a final draft incorporating these suggestions for early distribution by the Clerk.
The Chairman explained that a recent meeting had been held with 14 other A14-affected villages to seek agreement to send a Joint letter of concern regarding the environmental impact of the new A14 to the Highways Agency and other bodies. The meeting had been successful and a draft letter was being considered by the other communities. The Chairman reported that noise, flood risk, and local traffic were major joint concerns but that there was also concern over the cumulative impact of local projects on communities.
The Chairman reported that a group representing Hilton PC and the A14AG had held a meeting with the Highways Agency to discuss the joint concerns. The Agency had been receptive and had expressed a willingness to hold further discussions on how these concerns might be addressed.
7. Financial Report
The Clerk advised that the account was healthy and that the year end out-turn was expected to be broadly on target with an estimated cash balance of some £5600. Recovery of VAT could add another £1000 to this figure. The current cash balance was considered adequate to meet normal contingencies. In addition, the account held a sum of £9500 earmarked for S106.
8. Section 106 Monies and Investments
The Clerk advised that Feast Week had provided a further candidate for the S106 monies and had asked the Council to consider providing storage for Feast Week equipment. The Clerk reminded the meeting of the need to maintain an active approach to spending the S106 money. Cllr Fleming agreed to re-examine the earlier proposal for a footpath along the verge of the B1040 and the Clerk was to make available the existing correspondence. The meeting noted the difficulties contacting Mr Burton on the footpath proposal and the Clerk was to write an appropriate letter.
The Clerk again pointed out that audit had commented, albeit informally, at the excessive level of the financial reserves and urged the Council to review its position. Cllrs Shardlow, Randall and Stott agreed to draw up a recommendation for ways to spend some of the invested reserves.
9. Quality Council.
The Clerk advised that the Council should regularly review its position regarding Quality Council status and that the last review had been in 2005. The Clerk was to arrange for a presentation on Quality Status from CALC and also to advise Council of those areas where we currently meet the criteria, or could do so with only minor changes to current procedures.
10. Closure of Pre School.
Cllr Ashby-Swain advised that, largely due to declining rolls and pressure to extend opening hours, the Pre-School had closed after 33 years in operation. Clerk was to write a letter of appreciation and Cllr Shardlow agreed to provide some further candidates for a farewell gift.
11. Parking on the Green.
Cllr Randall left the meeting for the whole of this item. The Chairman advised that she and Cllr Robinson had met with Monach Farm to discuss parking. Monach Farm set out their lesson arrangements and how they managed number of customers so that adequate parking was available. They agreed that there had been a problem on Saturday mornings but they had recently changed their timetable to avoid overlaps and had also provided supervised parking and these had eased the problem. They had advised clients to avoid parking along Wraggs Row and at the Village Hall although a few continued to do so despite these requests. The Council agreed that the problems had reduced but emphasized that Monach Farm must ensure it provides adequate off-road parking to meet the needs of the business., The Council noted the Planning Application to demolish Clare Cottage and to rebuild on the same site, This work is likely to exacerbate the parking problems over the short term although it might reduce them in the longer term. The Council agreed to continue to monitor the situation over the coming months. The planning application would be considered at the forthcoming Planning Meeting on 14th February. The Council agreed to review the present access agreement and charges for Clare Cottage at the next meeting.
12. The Clerk's Report on Parish Matters.
a. Crime Report. Two items had been reported to the Police. Panels of a wooden fence had been pulled down in rear gardens at Kidmans Close between 30 Nov-2Dec and a second glass panel in the BT phone box at Potton Road had been smashed on 30 Oct. The Clerk advised that there had been other acts of vandalism which had not been reported to the Police. The Clerk was to ask the Chief Constable for the attendance of the "village police officer"
b. Summer Road Show. The Council asked that the road show be moved into August to avoid a clash with Feast week.
c. Spectrum Grant. The Council noted that Spectrum did not require a grant in 2007
d. Ditches. Following the heavy rainfall during January, the Clerk and Cllr Fleming reported that a number of residents had questioned whether some of the ditches needed cleaning, especially of weed growth in ditch bottoms. Cllr Stott agreed to examine and report. In addition, a number of residents had pointed out that the new entrance to the house being built opposite Hilton Hall appeared to provide inadequate drainage beneath it. The Clerk was to raise this with the owners and to write or speak to the owners of the other properties along the High Street asking them to ensure that the ditches outside their properties were in good order.
e. Standing Orders. The Clerk advised that comments from Cllrs have been actioned and that there are no issues outstanding. The Clerk was to prepare a final draft for ratification at the March meeting.
f. Registration of The Green. The Clerk advised that mismatches of land ownership between the Council's title and the titles of adjoining landowners had been resolved and the Registration process was ongoing. Registration was not expected to be finalized for some months.
13. Councillors' Items
a. Village Meeting. Cllr Stott asked for early agreement for the date of the Village Meeting and suggested that the Clerk asks the Environment Agency to give a talk on Flood Prevention Measures.
b. Street Lighting. In reply to a question from Cllr Ward, the Clark advised that it was more effective for residents to report unserviceable street lights using the information to found on each lamp post.
c. Damage to The Green. The Clerk was to ask the contractor to repair the tyre marks on The Green.
d. Entrance to the Wilderness. The Clerk was to write to Mr. Burton hastening a quote for a new gate at the Wilderness and also to seek alternative quotations.
F J Wright
Chairman 5 March 2007
Actions from Meeting 10-06-4 December 2006
Parishioners' Open
DC Bates asked that the Council ask the Environment Agency to attend to the blockage under the bridge over West Brook at the top of the Drift. DC Bates also pointed out that leaves in the play park had made the surface very slippery. The Clerk was to assess what action was needed.
5. To Authorise the Payment of Accounts.
Clerk to pay Mr Barnett £851.88 for ditch work; formal approved at next meeting.
6. Review of A14 Consultation Process.
The Chairman was to prepare a final draft for early distribution by the Clerk
8. Section 106 Monies and Investments
Cllr Fleming agreed to re-examine the earlier proposal for a footpath along the verge of the B1040 and the Clerk was to make available the existing correspondence on this topic.
Clerk was to write a letter to Mr Burton re difficulties of contacting him.
Cllrs Shardlow, Randall and Stott agreed to draw up a recommendation for ways to spend some of the invested reserves.
9. Quality Council.
The Clerk was to arrange for a presentation on Quality Status from CALC. Also to advise Council of areas where we meet the criteria, or could do so with minor changes to current procedures.
10. Closure of Pre School.
Clerk to write a letter of appreciation to Pre-School and Cllr Shardlow to provide candidates for a farewell gift.
11. Parking on the Green.
The Council was to review the present access agreement and charges for Clare Cottage.
12. The Clerk's Report on Parish Matters.
a. Crime Report. Clerk to ask the Chief Constable for attendance of "village police officer.
b. Summer Road Show. Clerk to agree new date for Fun Day with HDC.
d. Ditches. Cllr Stott agreed to examine whether ditches needed cleaning and report.
Clerk to write to the owners of the properties along the High Street asking them to ensure that the ditches outside their properties were in good order.
e. Standing Orders. The Clerk was to prepare a final draft for ratification at the March meeting.
Registration of The Green.
The Clerk was to write to Mr Burton hastening a quote for a new gate at the Wilderness and also to seek alternative quotations.
13. Councillors' Items
a. Village Meeting. Clerk to ask the Environment Agency for talk on Flood Prevention Measures.
c. Damage to The Green. Clerk to ask the Grass Cutting Contractor to repair the tyre marks.
d. Entrance to the wilderness. The Clerk was to write to Mr. Burton hastening a quote for a new gate at the Wilderness and also to seek alternative quotations.
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