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MINUTES OF THE HILTON PARISH COUNCIL MEETING 05-08 HELD ON MONDAY 2 June 2008 IN THE VILLAGE HALL
Present: Cllrs Ward (Chairman), Dunn, Halford, Robinson, Randall, Shardlow and Stott.
In Attendance: Mr Thomas, Clerk to the Parish Council, DC Bates, DC Stevens and six parishioners.
1. To note Apologies for Absence. None
2. Declarations of Interest.
There were no interests declared regarding the published agenda.
The Clerk provided the Council with new Declaration of Interest forms for action as appropriate.
3. To Approve the Minutes of the Parish Council Meeting held on 12 May 2008. Approved
4. Parishioners Open Session (10 minutes).
The Chairman closed the meeting
DC Bates asked that the topics of: the transparency of the F&GPWG, standing water on the Green near the church, maintenance of footpaths, benches and bridges and a regular agenda item for the District Councilor be added to a future agenda of the Parish Council.
To assist the discussion at Agenda Item No 9, Mr and Mrs Suckling, the new owners of 2/3 Graveley Way, explained a number of points of detail regarding their plans to convert the two cottages into a family home.
The Chairman reopened the meeting.
5. To Authorise the Payment of Accounts.
a. £1710.00 G Conway Tree Felling
b £105.75 K J Terry Erection Notice Board
c £47.00 Wicksteed Leisure: Safety Inspection
d £200.00 Evergreen Property Service Fence
e £423.00 N Parr: repairs pavilion/lych gate
f. £20.80 B Ashby Handyman’s wages
g. £580.00 JSC Services grass cutting
h. £90.39 Aline Office: Stationery etc
i. £1248.80 J A Thomas Salary
j. £119.45 J A Thomas Allowances
k. £125.98 B Ashby Painting Bus Shelter
l. £82.50 Cricket Club Grass Cutting
Cllr Robinson proposed, Cllr Shardlow seconded and it was agreed unanimously to approve payment of the above invoices. In addition, the Council agreed that payments of £102.23 should be made to Pingu Systems Ltd for web hosting and £42 to Cllr Stott for the purchase of bramble killer. These invoices were to be formally approved at the next meeting.
6. Review of A14 Consultation Process.
The Clerk advised that the A14 Action Group was trying to set up a second meeting with the Highways Agency involving other local villages. The aim of this meeting was to discuss those issues not covered in the initial meeting. In addition, the A14 Action Group had requested a meeting with the Highways Agency to discuss Hilton specific concerns.
7. Hilton Action for Traffic.
Cllr Halford explained that the Hilton Action for Traffic Committee (HAT) had met on a number of occasions over recent weeks and had also held a successful public meeting attended by over 60 residents. The aim of HAT was to address the traffic issues affecting the village. Cllr Halford stated that the Committee considered it essential to involve the Council in its work and the meeting agreed that an update from HAT should be added as a standing agenda item for the immediate future.
Cllr Halford explained that HAT would be addressing traffic problems along Potton Road, Graveley Way and along the Green. Priority concerns included: Heavy Goods Vehicles, excessive speeds and the volume of traffic through the village. The Committee’s objectives were to seek better enforcement of the speed and weight limits, to influence the detail design of the A14 through close links with the A14 Action Group so as to minimise traffic through Hilton and in the longer term, to obtain a total ban on HGVs through Hilton.
Action currently under way included asking local police for more action to enforce the current restrictions and discussions with West Highways Division of Cambridgeshire County Council regarding safety issues at the Graveley Way cross roads. Following a recent meeting with West Highways, the Clerk was to ask the owners of Hilton House to trim some vegetation along the fence to aid sightlines.
Finally, Cllr Halford asked that the Council’s position on “Lorrywatch “ be discussed at the July Council meeting.
8. Pathway Along B1040.
The Clerk read out an email from Cambridgeshire County Council which set out the terms and conditions for the construction of a pathway from the Paddocks to the Five Arch Bridge along the B1040 including the transfer of £9000 from the S106 grant. Cllr Stott proposed, Cllr Robinson seconded and the Council agreed by a majority to the proposals that the terms of the County Council’s offer should be accepted but asked for clarification of what were the intentions regarding the proposed changes to the traffic calming furniture. The Clerk was to inform the County Council of the above decision. Cllrs Halford and Shardlow asked that their objections to the proposed pathway be recorded.
9. Planning Amendment: 2/3 Gravely Way.
Cllr Shardlow advised that the Council had been asked to comment on a proposed amendment to the already approved Planning Application 0801191. Following discussion, the Council had concerns that the proximity of the new garden wall to the existing boundary fence, introduced via the amendment, might lead to disputes with neighbours and the Clerk was to inform the District Council of this view.
10. Audit
The Clerk gave a progress report on the audit for the year ending 31 March 2008 and advised that the internal auditor had cleared the account but that resolution of a number of minor procedural issues was still outstanding. The external auditor had offered to resolve the long-standing presentational difficulty resulting from the previous investment strategy and had requested a draft copy of the Annual Return for comment. A recommendation from the external auditor was currently awaited.
11. Appointment of Parish Clerk: Update
The Clerk advised that Mrs Taylor had been interviewed by Cllrs Robinson and Stott as agreed by the last meeting and had found her suitable for the post of Clerk. Mrs Taylor was expected to assume the post of Clerk to the Parish Council on 6 June 2008. The meeting agreed to review the salary package for the Clerk and especially the adequacy of the level of the allowance for home working as a matter of priority. The Clerk was to add the topic to the agenda of the F&GPWG. Cllr Dunn proposed, Cllr Robinson seconded and it was agreed unanimously that the new Clerk was to purchase hard-drive as a back up at a cost not to exceed £75.
The handover discussions had revealed that Mrs Taylor would be unable to store the considerable volume of largely historic material currently held. The Clerk advised that consideration should be given to disposing of the bulk of this material. Alternatively, the village Hall Committee had agreed to give storage space in the loft if the Council wished to retain the records. Before making a decision, the Clerk was asked to assess storage options with the District Council and to report findings to the next Parish Council meeting.
Finally, the incoming Clerk had no use for the existing Council photocopier. It was proposed to gift the item to a school or similar institution and Cllrs were asked to nominate potential recipients.
12. New Councilors: Mr Martin Hird, Mr Stewart Bottoms
This matter was discussed as part of Item 3 where the Council welcomed Mr Bottoms to the Council. Mr Hird had sent his apologies and hoped to attend a future meeting.
13. Report: Easement at Punch’s Grove
The Clerk advised that the Council’s solicitor had agreed to engage an expert to assess the commercial value of the proposed utility easement to Punch’s Grove, and would advise when this information was to hand. The solicitor representing Conroy Construction had been made aware of this position.
14. Clerk’s Report on Parish Matters.
The Council declined to comment ahead of the formal Consultation on British Telecom’s proposals to remove the public telephone at Potton Road.
The Council agreed to consider the offer from JCS Services for a three year extension to the existing grass cutting contract and the Clerk was to add this topic to the agenda of the next F&GPWG for consideration.
The Clerk was to represent to West Highways the views of the Council on the inadequate surface recently laid on the Church Lees estate.
The Clerk was to report the damage to the barrier and the loss of the lock to Lattenbury Farm and seek repair of the gate and a replacement for the lock.
15. Councillors’ Items
The Clerk was to write to Conroy Construction requesting their attention to the unsightly front wall of apartments recently constructed in Church Lane. The Clerk was also to hasten West Highways to attend to the tripping hazards in the pavement outside these apartments.
Cllr Shardlow asked that a notice regarding “Green Bin” contents be placed in Spectrum and provided the appropriate information
Cllr Ward asked the Council to note the forthcoming path awareness campaign currently being organized by Hemmingford Grey Parish Council.
The Council approved a vote of thanks for the outgoing Clerk.
BE Ward
Chairman Hilton Parish Council 8 July 2008
Actions from 05-08 2 June 2008
4. Parishioners Open Session (10 minutes).
The Clerk was to add to the agenda of the next F&GPWG DC Bates’s request that the transparency of the F&GPWG, standing water on the Green near the church, maintenance of footpaths, benches and bridges and a regular agenda item for the District Councilor be added to the agenda of the Parish Council.
7. Hilton Action for Traffic.
The Clerk was to ask the owners of Hilton House to trim some vegetation along the fence. 3 Jun spoke with Lynne Norton and work on bush completed last week
The Clerk was to add “Lorrywatch “ to the agenda of the July Council meeting. Done 3 Jun
8. Pathway Along B1040.
The Clerk was to inform the County Council of the decision regarding funding of the proposed footpath but asked for clarification of what were the intentions regarding the proposed changes to the traffic calming furniture. Letter sent 3 Jun
9. Planning Amendment: 2/3 Gravely Way.
The Clerk was to inform the District Council of the views of the Council. Done by email 4 Jun
11. Appointment of Parish Clerk: Update
The new Clerk was to purchase a back up hard-drive at a cost not to exceed £75.
The Clerk was to assess storage options with the District Council and to report findings to the next Parish Council meeting.
Cllrs were asked to nominate potential recipients for the redundant photocopier.
14. Clerk’s Report on Parish Matters.
The Clerk was to inform the District Council that the PC had declined to comment on British Telecom’s proposals to remove the public telephone at Potton Road ahead of the formal Consultation. Email sent 3 June
The Clerk was to add the offer from JCS Services for a three year extension to the existing grass cutting contract to the agenda of the next F&GPWG for consideration. Done 3 Jun
The Clerk was to represent to West Highways the views of the Council on the inadequate surface recently laid on the Church Lees estate.
The Clerk was to report the damage to the barrier and the loss of the lock to Lattenbury Farm and seek repair of the gate and a replacement for the lock. Reported to Chris Wisson at Lattenbury Farm 4 Jun who agreed to examine and report back.
15. Councillors’ Items
The Clerk was to write to Conroy Construction requesting attention to the front wall of apartments recently constructed in Church Lane.
The Clerk was to hasten West Highways to attend to the tripping hazards in the pavement outside these apartments. Originally reported on 9 April as ref 01480 8320. Hastened same ref 3 Jun. Conroy promised to fix end of April and West Highways will chase them again.
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