Page 1 of 38th September 2015
Over Parish Council
7.30pm Minutes of the meeting of Over Parish Council held on 8th September 2015
PRESENT
Chair: Mr G Fenn
Councillors :Mr G Twiss, Mrs P Scrivener, Mr T Sutton, Mr J Lewis, Mr G Carr, Mr R Robinson and Mr S Couper.
Clerk :Mrs L Poulter
In attendance
Parishioners : Mr Les Nicholas
CountyCouncillor: None present
District Councillors: None present
Item1 /
TO RECEIVE AND ACCEPT APOLOGIES FOR ABSENCE
Received from Mr Burling and Cllr Hudson.
2 / CO-OPTION OF COUNCILLORS TO FILL TWO VACANCIES FOLLOWING UNCONTESTED ELECTIONNominations had been received from Mr Brian Sutton and Mr Stephen Friend. Mr Robinson proposed Mr Sutton be invited to join the Council, seconded by Mr Carr, unan. Mr Sutton proposed Mr Friend be invited to join the Council, seconded by Mr Lewis, unan.
The meeting was then closed and the main meeting opened immediately.
Chairman
Over Parish Council
Minutes of themeeting of Over Parish Council held on 8th September 2015
PRESENT
Chair: Mr G Fenn
Councillors :Mr G Twiss, Mrs P Scrivener, Mr T Sutton, Mr J Lewis, Mr G Carr, Mr R Robinsonand Mr S Couper.
Clerk :Mrs L Poulter
In attendance
Parishioners : Mr Les Nicholas
CountyCouncillor:None present
District Councillors: None present
Item1 /
TO RECEIVE AND ACCEPT APOLOGIES FOR ABSENCE
Received from Mr Burling and Cllr Hudson.
2 /SIGNING OF DECLARATION OF ACCEPTANCE OF OFFICE BY NEW COUNCILLOR
New Councillors were not in attendance.3 /
TO RECEIVE DECLARATIONS OF INTEREST & REQUESTS FOR DISPENSATIONS
None received.
4 / TO SIGN AND APPROVE MINUTES OF MEETING HELD ON 14th JULY 2015Duly signed.
5 / PUBLIC PARTICIPATION
Mr Nicholas was invited to address the meeting but had nothing to say.
6 / PRESENTATION BY IAN DEWAR FROM CAPALC
Following advice from Mr Dewar Mr Robinson proposed that due to the confidential nature of the business to be addressed the meeting be closed to the press and public. Seconded by Mr Twiss. Mr Robinson, Mr Twiss, Mr Carr, Mr Fenn, Mrs Scrivener all voted in favour, Mr Couper, Mr Sutton and Mr Lewis voted against. The meeting was then closed and the member of the public was asked to leave.Following the discussions the meeting was then re-opened. The Chairman thanked Mr Dewar who then left the meeting.
7 / VILLAGE MATTERS
7.1 / To receive report relating to the Green and Village issues.
No report had been received but Mr Burling had received a quote for £100 for the replacement spring for one of the items of play equipment at the Recreation ground, this would also be certificated. It was agreed he be asked to go ahead and order this. Mr Lewis had been quoted £75 plus £15 delivery plus VAT for a bin to be installed at Overcote. It was agreed this should be purchased. Mr Sutton will ask Mr Aves to cut the grass at Overcote again, this will be scheduled following the forthcoming litter pick which is being undertaken by the Beaver Scouts in association with the Over litter picking team.
7.2 / Pavilion refurbishment
Mr Warrington is trying to liaise with the District Council to see what they require from a planning point of view in relation to the proposed replacement of the Pavilion windows.
8 / REPORTS FROM COUNTY AND DISTRICT COUNCILLORS
8.1 / County Council-Cllr Hudson’s report had been circulated. It was noted that the hedge outside 18 Willingham Road is overhanging the path, we will ask him if this is part of the County Council’s hedge.
8.2 / District Council-Nothing to report
8.3 / PCSO-No-one was able to take on the commitment in relation to the modern slavery initiative.
9 / PLANNING
9.1 / S/1532/14/FL-Amendment for information only in respect of the demolition of the rear aspect of 59 High Street. Amendment in relation to reduction of height and depth of extension.
S/1629/15/DC-Application in relation to approval of details reserved by condition 3 of listed building consent regarding the works to 1 New Road. For information only.
Letter received from resident-Mr Crisp had written to the Parish Council to express his disappointment that we had not raised objections to the application for the change of use of the Exhibition Public House, he felt that applications were not publicised enough and he would like to see them advertised in the Over News. It was noted that applications were listed on the Parish Council website and due to the tight deadlines for representations in relation to applications coupled with the deadlines for the Over News this would not be feasible. We will respond to his letter.
9.2 / Permissions-The District Council have granted permission for an extension at 23 Meadow Lane, construction of 3 bedded bungalow at 69 Willingham Road, External wall insulation at Charter Cottage, Horseware, extension at 73 Willingham Road, change of use at The Exhibition Public House and agreed to non material amendments to 3 Mill Road and 23 King Street. A lawful development certificate has been granted in relation to 3 Cottenham Close.
9.3 / Refusals-Permission has been refused in relation to the change of use of land at 23 The Doles.
9.4 / Appeals-None received
10 / APPOINTMENT OF REPRESENTATIVES TO SERVE ON THE COMMITTEES OF OTHER ORGANISATIONS
This will be held over pending the appointment of the new Councillors.
11 /
APPROVAL OF PAYMENTS
11.1 /To approve payment of outstanding accounts
It was proposed, seconded and carried unanimously to approve the invoices and cheques as listed:
Clerk’s Salary-September 572.97Greenwoods Solicitors-legal work re first registrations 2,432.08
Atlas Tree Surgery-Tree works at The Doles 60.00
-Fallen willow at Overcote 108.00
-Giffords Way 720.00 888.00
FLP-Play equip repairs at The Green 271.92
Came & Co-Insurance renewal 2,463.29
Came & Co had given the option of signing up to a three year agreement at a slightly reduced rate. However it was agreed it would be prudent to seek alternative quotes and it was felt we should renew the insurance for a further twelve months and seek quotes for the next year.
11.2 /Receipts- None received.
12 /REVIEW OF FINANCIAL REGULATIONS, CODE OF CONDUCT AND STANDING ORDERS IN CONJUNCTION WITH INTERNAL AUDIT RECOMMENDATIONS
Mr Twiss had been working on these documents and a date was set for the Clerk, Mr Fenn, Mr Twiss and Mr Couper to meet and review these documents.
13 /REGISTRATION OF LAND UNDER THE STEWARDSHIP OF THE PARISH
The solicitor had been requesting a valuation for each of the areas of land under consideration. Advice had been sought from Mr Dewar and he had endorsed our view that the areas were unsaleable and therefore had a nil value. Mr Twiss will convey this to the solicitor. Mr Twiss also drew attention to the District Council ward review and it was agreed we should investigate the options with a view to being grouped with Swavesey. Mr Twiss will progress.
14 /RISK ASSESSMENTS
These had been mostly completed and Mr Fenn will take these and arrange for the necessary work to be carried out.
15 /REPORTS FROM PC REPRESENTATIVES ON OTHER BODIES
O&SDAS-Mr Robinson reported that a significant clearance had been made at Overcote around the boat pen and the platforms.
Wiser recycling-Would like to arrange another collection. It was noted we still had not received the payment from the last collection, the Clerk will chase this up. We will need to look at what this can be spent on, this will be made an agenda item for the October meeting.
16 /OTHER CORRESPONDENCE
Mr Couper expressed an interest in attending the forthcoming time-banking conference although some Councillors expressed concerns about this type of scheme.
17 / REQUESTS FOR AGENDA ITEMS FOR COMING MEETINGStanding Orders, Financial Regulations and Code of Conduct, Representatives on other organisations, OCA, Recycling credits.
Next meeting dates: Full Council – Tuesday 13TH October 2015
The meeting closed at 9.36pm
Chairman