Minutes of the Meeting of Milton Parish Council held on Monday 8 April 2002 at 7.30pm in the Community Centre Present: RLE Waters (chair) RJ Farrington EH Baker JE Coston R Day M Ellwood B Jefferson CJ Lock PK Oldham HM Smith RT Summerfield LC Twinn The clerk SJ Daniels Council stood for a minute's silence in memory of the Queen Mother. 1 Apologies for absence - DJ Lee IF May TJ Siggs 148/02 2 Minutes The minutes of the meeting of 4 March 02 were approved and signed as a true record. 3 Clerk's Report 149/02 Waste (622/01) Waste Local Plan - Public Inquiry to open 16 July. JEC and/or PKO to attend Pre Inquiry Meeting on 22 April. Waste Strategy - PKO to attend a Waste Strategy meeting on 10 April - items for discussion to include green bin scheme. Refuse Collection - RTS was trying to negotiate a change in the system of Christmas and Easter refuse collections which leaves Milton without a service for two weeks on both occasions. Wheelie Bins - Evidence showed that the use of wheelie bins increased the amount of waste going into landfill sites - contrary to government policy. The bins were also more expensive, untidy and difficult for terraced houses/flats to store. SCDC, however, were reviewing the situation. 150/02 Grass Cutting Contract (100/02) RLEW and the clerk had authorised Herald Contract Services (HCS) to do one cut in March at a cost of £170 + £70 for the recreation grounds. (The previous contract ended 28 February the present one started 1 April). HCS had cleared the un-let allotments in February. After much debate it was AGREED to pay HCS a contribution of £200 + VAT towards this work - 9 in favour 3 abstentions. Noted that these works were extra to the previous contract ie removal of wire, fencing, debris to the landfill site but were included (and reflected in the contract figures) in the present contract. The work should be done in November and April/May according to the present contract. The clerk would remind HCS that no work should be done extra to the contract without written authorisation. Noted that HCS had not cut the recreation grounds during the first week of April. 151/02 Highways (45/02) Ely Road Minor Improvements. - Additional funding had been approved for minor highway improvement schemes. As a result the 'Give Way' feature in Ely Road would now be provided. Highways Committee to meet to discuss exact location and design. (101/02) Butt Lane/A10 Traffic Lights - these would not be installed until the summer. County Council Reorganisation - Confirmation received that the divisional boundaries for highway maintenance had been reorganised as from 1 April to reflect the District Council boundaries. Stuart Mallot based at Whittlesford to be the Highway Supervisor. The clerk would write thanking Ed Thornton and David Groom for their help and support. Pedestrian Crossing near Tesco - as there were no personal injury accidents involving pedestrians the County Council would not provide a crossing. Council could apply for funding for a crossing from the Jointly Funded Minor Improvements Scheme. Highways Committee to discuss. Ditch Cambridge Road - Pat Matthews SCDC had agreed to clear out the ditch in Cambridge Road (near Edmund House). The Land Drainage Act states that the sludge should be left within an arm's length of the ditch ie on the verge. The clerk had requested that the sludge be removed. Removal of the sludge to the landfill site would incur charges for SCDC. Ditch Butt Lane - loose manhole discovered opposite the school. S Mallott notified. Bin Landbeach Road - This bin had been repaired. Daffodils - volunteers needed to plant next Autumn. 152/02 Community Minibus (102/02) The committee had applied to the Lottery Charities Board for capital funding. 153/02 Land at War Memorial Green (104/02) Noted that the resident was still negotiating and might wish to reconsider his decision reported at previous meeting. 154/02 Landbeach Road (108/02) It appeared that Bryant/Redrow Homes owned the piece of land behind the bus shelter. There were three options open to Council: 1. Put a barrier across the disused road. This would be illegal and if anyone complained the County Council would have to ask for it to be removed. 2. Have a heap of planings put on the disused road. This would be unsightly. 3. Ask for a Stopping Up Order. It was felt that Council had an obligation to residents and should try to pursue option 3. JEC to find out if the County Council had adopted the land as highway verge. PKO was concerned that travellers could still access the road via the grassed area and in the event of a Stopping Up Order being granted would ask for a barrier around the whole area. 155/02 Election of Chairman 2002/03 (114/02) Reminder that a new chairman would be elected in May. If necessary there would be a secret ballot. Council were reminded of Standing Order 14 - tenure of office. 156/02 Play Areas - The Rowans (122/02) The clerk had asked Tom Nicholls to replace broken concrete post and repair fence near Shapers. RLEW reported that a resident had requested that Council replace the vandalised fence. Having visited the site RTS felt that the decision reached in minute 122/02 was correct. 157/02 Queen's Jubilee (123/02) A resident had suggested that trees be planted to form an avenue in Fen Road beyond the railway This would not be allowed by legislation as trees planted on the narrow verge could cause an obstruction especially to agricultural vehicles. AGREED 1 not to purchase special coins through SCDC at 35 pence each; 2 in the short term to erect a (10 year old) tree with circular bench around if a suitable site could be found. Failing that a bench would be erected around an existing tree - 1 abstention; 3 in the long term to produce an historical account of Milton in photographs as a Jubilee project. 158/02 Drainage Ditch Pat Matthews was investigating the apparent filling-in of a ditch off Fen Road beyond the railway which may be the cause of flooding in Fen Road. A complaint was made at the 2001 APM. 159/02 CALC Subscription Annual Fee - to be paid in May - £410.40. AGREED to subscribe to one copy of Local Council Review at £10.99. Council received one free copy of "Clerks & Councils Direct" - extra copies could be ordered if necessary. 160/02 Milton Primary School The clerk would send congratulations to the school on its recent award for achieving outstanding results in the 2001 National Tests. 161/02 Solicitor Noted that Chris Evans solicitor at Taylor Vinters was retiring. 4 Planning 162/02 The minutes of the meeting of 18 March were received. 163/02 Community Planning Pack Details of a planning guidance pack for Parish Councils were received. The clerk would ask for a copy of all listed buildings and tree preservation orders in the village and investigate the status of North Lodge. Decisions Received 164/02 Biofocus Discovery Ltd Unit 9B Science Park - roof mounted flues - (539/01) re-alignment of plant enclosure - approved. 165/02 Polight Technologies Ltd Unit 291 Science Park - external plant (93/02) extract system/flue and cylinder storage - approved. 166/02 Mrs SJ Martin - part change of use from Post Office (Class A1) to (95/02) office for Letting Agent (Class A2) - approved. External materials of construction for the building works to be identical to those used for existing building. No more than 34.5 metres of floor space on the ground floor to be used for Class A2. 167/02 C Logan Ambassador Lodge High Street - extension - approved. (96/02) Materials for roof to be approved by LPA. 168/02 P Carey 34 The Oaks - garage - approved. External materials to be (119/02) identical those used for existing building. New Applications 169/02 S/0615/02 Trinity College (CSP) with Aula Ltd - Unit 418 Science Park - building for research and development with associated offices - no recommendation. 170/02 S/0672/02 Mr & Mrs JD Challis 57 Coles Road - 2 storey side extension - no recommendation. 171/02 S/0676/02 Mr & Mrs BT Robbins 42 Coles Road - no recommendation - (deferred to allow comments from neighbours). 172/02 5 Youth The minutes of the Youth Committee Meeting of 8 March and MYCMG meeting of 20 March were received. (134/02) - A meeting was scheduled for 12 April to discuss the pavilion extension. - The Finance Committee would clarify the status of the remaining capital money (£2700). - Noted that HMS had consulted with the SCDC Sports Development Officer about the skate park. - Youngsters had raised £134.39 towards the skate park by car cleaning. Youth Project - two groups of young people at All Saints' Church were offering to do project work in the community. Suggested activities - removing graffiti from bus shelters, litter picking the recreation grounds, painting the gun shed alongside the River Cam. 173/02 6 Staffing A letter from the Society of Local Council Clerks reminding Council of its responsibilities as the clerk's employer was received and noted. 174/02 7 Ethical Framework - Adoption of New Code of Conduct (103/02) RLEW reported on an informative meeting that he and the clerk attended - led by Chris Taylor SCDC Legal Officer. AGREED to adopt the model Code of Conduct; to appoint the clerk as the proper officer. RLEW and PKO would amend the Members' Handbook to reflect the changes. 175/02 8 Purchase of Computer (124/02) The following concerns needed to be addressed: - transfer of data to new computer - a service agreement - the correct specification AGREED to allow EHB and PKO a budget of up to £1500 (inclusive of VAT) to purchase a computer from World of Computers. 176/02 9 Annual Parish Meeting - Format RJF would chair the APM as RLEW would be absent. AGREED to invite the Travellers' Liaison Officer to a Council meeting and not to the APM; that the format be the same as in previous years. 177/02 10 MCC Update Sycamores Recreation Ground - RJF had replied to the resident who was concerned about the vandalism at The Sycamores - eg broken glass in the children's play area. Recent damage included fires at the basketball court, in a bin and on the verandah of the pavilion and damage to seats. RLEW was writing to the police again. HMS reported that 80% of the youngsters attending the youth centre came from Milton. SCDC workers had done an excellent job clearing litter from the recreation ground and surrounds. 178/02 11 Rowing Lake As the Rowing Trust had not completed the Section 106 Agreements drawn up some years ago SCDC intended sending out the plans again for consultation. It was possible that the County Council cabinet would soon discuss the sale of the land to the Rowing Trust. JEC would continue to try to ensure that the land be sold at market value and that conditions to safeguard local residents are put in place. 179/02 12 Bills for Payment and Money Received AGREED to confirm payments of cheques 2294 to 2298 to authorise payment of cheques 2299 to 2309. Noted that £40,000 had been transferred to the Commuted account making a total of £140,000 thus giving a slightly better rate of interest. £320 transferred from Cambridge Building Society account to Treasurers. The clerk had upgraded Quicken - cheque 2297. 180/02 13 Crime Update Crime figures were circulated. Vehicle crime was the main problem at present. 181/02 14 County Councillor's report An alarm at RMC Winship Road had caused problems over Easter. The clerk would write to RMC asking that a contact name be given to the police in case of recurrence. JEC hoped to speak at the Structure Plan Inquiry in September. The priority at the Country Park access road had been changed. Cycle bridge meeting to be held on 12 April. 182/02 15 District Councillor's report Bus priority measures were being submitted to the Joint Area Committee - the Butt Lane suggestion (min 596/01) was not included. SCDC were looking for exceptional sites outside the village framework for affordable housing. 183/02 16 Correspondence South Cambs Primary Care Group - Bulletin DEFRA - Campaign against illegal poisoning of Wildlife (to be circulated to Allotments Committee) Letter from A Michael MP Cambs County Council - Introduction of public speaking at Development Control Committee ACRE - Various including Notice of half yearly meeting and Village of the Year Competition Village View - Accounts (for information) 17 Dates of next meetings Sewage Works visit - 22 April 7pm Finance - 22 April 8.15pm (after AWA) Planning - 22 or 29 April Annual Parish Meeting - 29 April 8pm Annual Parish Council - 13 May 7.30pm The meeting ended at 10.30pm.