MINUTES of a meeting of the Parish Council held in the Village Hall, Main Street,
Little Downham, on Thursday, 22 May 2008 commencing at 7.00pm.
Councillors present: DA Adams-Payne, in the chair, CE Hall, M Oldfield, RS Martin (7.05pm), BL Taylor,
AJ White and KO Winters.
In attendance: County Cllr P Read and 15 parishioners.
16/08 / TO RECEIVE APOLOGIES FOR ABSENCEApologies were received from Cllrs CM Frankland and RC Stacey, Dist. Cllrs A Bailey and T Goodge, PC K Humble and PCSO Collins.
17/08 / TO RECEIVE DECLARATIONS OF INTEREST
1. Cllr DA Adams-Payne and the Clerk declared personal interests in Item 19/08 because their brother and cousin respectively were part of the group of parishioners in attendance.
18/08 / TO ADJOURN MEETING FOR PUBLIC FORUM
7.02pm / Meeting adjourned. There were no comments from members of the public.
19/08 / PROPOSAL BY PARISHIONERS FOR SPORTS AND SOCIAL CLUB FACILITIES IN LITTLE DOWNHAM
1. The group’s proposal is to extend the Pavilion or demolish it to build a multi-functional building with better changing facilities, a venue for Badminton and social events, a room for police and doctor’s surgeries and a social club.
7.18pm / Meeting reconvened.
The Council agreed to consider the proposal following public consultation. It was decided to hold a Parish Meeting to consult members of the parish. The group offered to print and distribute flyers.
7.20pm / 14 parishioners left and thanked the Council for listening.
20/08 / PARISH CRIME MATTERS
1. Police Crime Reports – Seven crimes were reported between 18/04/08 and 22/05/08.
2. To report recent events – The Pavilion kitchen window was broken on 08/05/08. For pavilion security and public health and safety the Clerk had arranged for its immediate repair.
21/08 / DISTRICT COUNCILLORS’ REPORTS (Dist. Cllrs A Bailey & A Goodge)
No reports on this occasion.
22/08 / COUNTY COUNCILLOR’S REPORT (County Cllr P Read)
Cllr Read explained the recent rumours about the Ely Masterplan within ECDC, informed that consultations are still progressing with Murfitt Industries and the Liaison Meeting is yet to be arranged and enquired about local concern regarding school placements in the Feoffees School. The Council agreed to write to Cllr Read to support his investigations and request that he reports back with admissions figures.
23/08 / TO APPROVE MINUTES OF PREVIOUS MEETINGS
1. RESOLVED: The minutes of 17 April 2008 (Full Council) and 10 May 2008 (AGM) were signed as true records.
2. A recorded vote was requested to approve the minutes of 10 May 2008 (Extraordinary) as a true record. The result was as follows: Cllrs in favour: DA Adams-Payne, CE Hall, RS Martin, M Oldfield, AJ White. Cllrs against: KO Winters. Abstentions: BL Taylor.
RESOLVED: The minutes of 10 May 2008 (Extraordinary) were signed as a true record.
24/08 / MATTERS TO REPORT
1. (Min.265/07.1) Repairs to pothole in Lt Downham Recreation Area – Cllr Taylor was thanked for filing the pothole.
2. (Min.272/07.1) Handyman – Keith Norton commenced work on 12 May.
3. (Min.12/08.3) EERA – RSS Single Issue Review: Planning for Gypsy and Traveller Accommodation in the East of England – The Council’s comment was sent online and by post to Barbara Bay (Planning Inspector). A copy was sent to Cllr Winters as requested.
4. (Min.13/08.4) Electricity Poles and stays in School Lane, Lt Downham – The Clerk contacted EDF who suggested she looks back in records to the previous request raised in 2006/07, which could increase urgency on the matter. The Downham Feoffees might need to be involved because it is private land. The Clerk will continue with this.
5. (Mins.244/07.3) RPA Single Payment Scheme (SPS) – Application 2008 – form completed and hand delivered to Defra, Newmarket.
6. (Min.265/07.2) Pymoor Play Area Tiles – Cllr Taylor had not cleaned the tiles yet. He will contact Cllr Stacey and get round to doing it as soon as possible.
25/08 / PLANNING MATTERS
1. To consider planning applications received
1.1 08/00302/FUL Mr McGowan, 3 High Road, Lt Downham – Two storey extension and conservatory to the rear – Amendment – Removal of balcony from rear elevation and replace with protective guard - RESOLVED: The Parish Council had no concerns.
1.2 08/00436/LBC Emma Beeney, Bury House 11 Main Street, Lt Downham – Removal of render to front of property - RESOLVED: The Parish Council had no concerns.
1.3 08/00485/FUL Mr Billimore, 45 Lawn Lane, Lt Downham – Single storey granny annex to existing dwelling - RESOLVED: The Parish Council had no concerns. The Parish Council suggests that adequate provision for off-street parking is considered.
2. Planning correspondence
2.1 ECDC Notification of Appeal
Location: / OS Land Parcel 6344 Hurst Lane, Lt Downham
Proposed Development: / Hardcore area concrete pad for land used for grazing for Horses, Retrospective Roadway – (Now withdrawn and removed)
Application Reference: / 07/00944/FUL
D of E Appeal Reference: / APP/V0510/A/08/2073655/NWF
Appellant’s Name: / Ms R Usher
Deadline date: / 17th June 2008
Previous comments will be sent to the planning inspectorate. No additional comment was made.
For information only:
2.2 ECDC - Applications approved: 08/00258/FUL.
26/08 / FINANCE
1. Monthly Internal Audit was carried out by Cllrs DA Adams-Payne (in Cllr Stacey’s absence) and CE Hall.
2. To receive report from Internal Auditor for Accounts 2007/08 – Mrs C Wallace completed section 4 of the Annual Return and concluded her internal audit on accounts for the year ending 31/03/08. Mrs Wallace brought three matters to the Council’s attention:
1. Accounting Package – Concern that there is no technical support and recommended a new package last year. Recommends this is considered this year.
2. Clerk’s additional working hours – Is aware of additional payment for extra hours worked and recommends the Clerk’s hours are reviewed (Clerk’s hours were reviewed 17/04/08)
3. Fencing at Lt Downham Play Area – Acknowledges this is with Section 106 funding and encourages the Council to arrange this as soon as possible (quotes are being obtained).
The Internal Auditor’s comments were noted. Moore Stephens require Annual Return by 02/06/08.
3. To review Statement of Assurance and approve Annual Return 2007/08 – The Council completed section 2.
RESOLVED: The Annual Return 2007/08 is duly signed by the Chairman and the Clerk.
4. To approve bills and other items for payment
RESOLVED: To approve list of payments for cheque numbers 000373 to 000386 and direct debit for the total sum of £4385.14.
It was noted that a leak in the Local Nature Reserve had caused the Anglian Water bill for the LNR to be over three times the amount of the December bill, which was estimated. The leak was repaired and the Clerk will enquire about a refund.
RESOLVED: To authorise payment of £139.50 for Pavilion TV License with the Council’s credit card.
27/08 / COUNCILLOR VACANCY
1. To receive confirmation from ECDC to fill the vacancy and decide co-option procedure – ECDC confirmed the Council may fill the vacancy by co-option. It was decided to advertise with a closing date of 30/06/08 and consider applications at extraordinary meeting on 03/07/08.
28/08 / PARISH PATHS
1. To receive P3 Representative’s report on current issues - Cllr Winters had not met with Karen Whymark (CCC P3 Officer) as she requested. He expressed concern that Mrs Whymark had approached local farmers regarding the south end of Byway 47 but not informed him or the Council. He agreed to arrange a meeting with Mrs Whymark. A parishioner reported that barbed wire had been fixed to a fence along Footpath 51. The Council agreed to look at the Footpath and approach the new landowners to request that it be removed for public health and safety.
2. Byway 47 – To consider a request from Mr Lee of the Council’s support for the installation of a gate at the southern end of Hurst Lane near Ely – Due to lack of information this matter could not be discuss. The Clerk will contact Mrs Whymark to ask what is planned for Byway 47.
29/08 / PUBLIC MATTERS
1. To receive Neighbourhood Panel Representative’s Report from meeting on 28 April (Min.266/07.1) - Cllr Winters reported that as well as asking for a reduction of the speed limit on Ely Road, he also asked the Police to review all speed limits.
2. To suggest issues for Neighbourhood Panel Meeting (28 July) – No issues suggestions.
3. Deprivation in Lt Downham Parish – To receive a reply from David Archer (ECDC Executive Director of Planning Services) specifying areas affected in the parish – Giles Hughes (ECDC Head of Planning and Economic Development) will reply as soon as possible. This matter was deferred to the next meeting when a reply is received.
4. ECDC - Request for use of Pavilion on 26th, 27th and 28th August for Children’s Activity sessions – The Council approved this request and hope they have good weather and attendance.
5. ECDC – Consultation on removal of BT Payphones (Proposed - Main Street, Lawn Lane & Downham Common, Lt Downham) – The Council approved the removal of Downham Common and Lawn Lane but recommended that Main Street remains as the only payphone in Lt Downham.
30/08 / YOUTH ACTIVITIES
1. Youth Group Report – No report on this occasion.
31/08 / HIGHWAYS
1. Replies re matters reported from previous meetings (Min.268/07.2)
1.1 Hurst Lane, Lt Downham – No potholes can be seen at present but patching inspections are taking place and Lt Downham is first on the route so they will be picked up if they require attention.
1.2 Main Street, Pymoor – CCC contractor is to price up patching this area to take the water to the nearest gully.
1.3 B1411 near Ely Rugby Club – An order is placed for CCC Small Works team to trim and remove any overhanging vegetation. They will however be very frugal as it is the nesting season and don't want to disturb the hedgerows. The hedgeactually belongs to the adjoining landowner whoever that may be, so he may be worth contacting in future.
2. To report current matters of concern
2.1 Ely Road, Lt Downham – Two drains between Lawn Lane and Cowbridge Hall Road are full of silt and need cleaning.
2.2 Flytipping at West Fen Drove and Broadall Bridge , Lt Downham – The Clerk will inform ECDC.
3. Reply from CCC Highways re Structure of Black Bank Road (Min.268/07.3) – Steve Dighton I.Eng, MICE, MIHT (Area Maintenance Engineer) replied reporting his observations. He noted an area of carriageway that required patching adjacent to conifers, explained that Black Bank Road would not collapse like the road in Benwick because it is not next to a drain the size of the Forty Foot and confirmed that the road is inspected four times a year. Cllr Winters requested a copy of the letter. The Council accepted Mr Dighton’s reply and agreed the matter was concluded.
4. To consider bids for Jointly Funded Minor Highways Improvements 2009/10 Bidding Round and receive letter from Downham Feoffees School requesting consideration of 20mph speed limits on both approaches to the school on Main Street – The School’s letter was noted. In order to consider two bids, the matter was deferred to the July meeting for a decision to be made before the closing date of 4 August 2008.
32/08 / CORRESPONDENCE
1. CPALC – East Cambs District Association meeting 27 May, 7.30pm at ECDC Council Chambers – Cllrs Taylor, White and Winters may be available to attend.
2. CPALC - Representative attendance at Extraordinary General Meeting, Saturday, 31 May 2008 – Cllr White may attend.
For information only:
3. Environment Agency – Denver Licence Variation – Pre-application Consultation
4. War Memorials Trust Bulletin Spring 2008
33/08 / REQUEST OF ITEMS FOR THE NEXT MEETING
EXCLUSION OF PUBLIC AND PRESS – see Motion below
It is hereby resolved in accordance with Section 1 (2) of the Public Bodies (Admission to Meetings) Act 1960 that as publicity would be prejudicial to the public interest by reason of the confidential nature of the business about to be transacted at Agenda Item 271/07 and 272/07, it is advisable in the public interest that the public and press be temporarily excluded from this meeting and they are herewith instructed to withdraw.
34/08 / TENDERS
1. To consider quotes for Section 106 Projects
1.1 Lt Downham Play Area Railings – Two quotes were received but one had not included the cost to dispose of existing fence. The matter was deferred to the next meeting in order that the company could provide a quote with equal specification and the Clerk could obtain a third quote.
1.2 Lt Downham Pavilion Disabled Access and Toilets – Five tenders were invited but none were received. The matter was deferred until after a decision has been made on the Sports & Social Club proposal.
1.3 Lt Downham additional CCTV Equipment – Three tenders were invited but only one quote was received. The matter was deferred for further quotes to be received.
There being no further business, the meeting was closed at 10.34pm.
LD.mins Page 4 of 4 22/05/08
Little Downham Parish Council