Latest approved Minutes from Cheveley Parish Council

MEETING OF CHEVELEY PARISH COUNCIL HELD AT THE COMMUNAL ROOM CHEVELEY SCHOOL ON TUESDAY 13^TH FEBRUARY 2012 COMMENCING AT 7.30 P.M.

PRESENT: Chairman, Rick Humphries; Alison Booth; Sheila Marvin; Kath Sneller; David Keith; Tine Hansen; Tony Kirk; David Wood; Helen Snook (from 8:10 pm)

CLERK: D Marshall.

Sarah Ratcliffe, Forward Planning Officer ECDC, requested that the Council comment on and approve the draft questionnaire prepared in response to the Village Vision (strategic land planning) initiative relating to Cheveley (South) and for assistance in its distribution to residents. Paul Sutton (Cheffins Estate Agents Cambridge), acting on behalf of the owner of land between and behind 190-210 High St. Cheveley reconfirmed their interest in pursuing a mixture of affordable and marketable housing on this site.  During this part of the open session Sheila Marvin left the meeting and rejoined during Ian Dewar’s presentation.

Ian Dewar provided an overview of the benefits to, and liabilities in not, adopting current NALC approved Standing Orders together with employer and employment issues and matters relating to confidentiality and data protection. A summary report of recommendations by CAPALC is to be appended to these minutes.

Helen Snook joined the meeting at 8:10pm.

1. APOLOGIES FOR ABSENCE

Apologies were accepted from Betty Hedges (business).

2. TO APPROVE AND SIGN THE  MINUTES OF THE EXTRA ORDINARY MEETING DATED 26^TH JANUARY 2012 

Sheila Marvin wanted it to be noted that she and Kath Sneller had abstained from the vote to approve the minutes of the 10^th January 2012 as a consequence of not reading the draft minutes that had been previously agreed by Council would, after circulation to councillors for factual errata and corrigenda and via email, be placed on the website [public domain] (minute to agenda item 7.6).

Kath Sneller wanted it to be recorded that she and Sheila Marvin had voted against the budget. The Clerk confirmed that the meeting notes indicated that both councillors abstained but agreed that due to the complexity of voting and recording system used at the time of the meeting that there could have been genuine confusion and agreed that the minutes should reflect these councillors’ retrospective request. Kath Sneller wanted the word ‘savings’ replace the word ‘reductions’ after ‘any expenditure’ and that the word ‘seconded’ be added after David Keith (agenda item 4.2).

After discussion the Council agreed that the record of votes cast by individual councillors should be consistent in style and for clarity the budget figures for 2012-13 should be reproduced in black bold type (appendix A).

After these amendments it was proposed by Kath Sneller and seconded by Helen Snook and the Council agreed that the minutes by accepted as a true record of the extra ordinary meeting of the 26^th January 2012.

The Clerk wanted it to be recorded that the majority of points raised in respect of factual errata at the meeting should have been highlighted prior to issuance of hard copy as the draft minutes had been circulated to all councillors via email. As a consequence the Clerk requested that the Council reconsider the practicality and relative worth of undertaking this type of email exercise in the future.

Action Clerk

3. MATTERS ARISING FROM PREVIOUS MEETING MINUTES (FOR INFORMATION ONLY)

10^th DECEMBER  2011 

10. CORRESPONDENCE THAT MAY REQUIRE RESPONSE.

10.4 Agreement was sought from Rev Gurner and after email confirmation (25^th January 2012) was received a risk assessment was performed by the Clerk, the Chairman and Church Warden Anne Mary Robinson. It was agreed that it was not feasible or safe to set up the proposed beacon on the tower at St Mary’s Church Cheveley and it was suggested that the money (£299+vat) saved may be better spent on other Diamond Jubilee events within the parish.

10^th JANUARY 2012

6. PLANNING

11/01045/FUL Conversion of garage to office A2 (retrospective). Tanners 18 Newmarket Rd Cheveley.

The Clerk sent an email response to the applicant on behalf of the Council.

8.FINANCE

8.9.  BUDGET 2012/13 An EOM was called to discuss and agree the budget figures (January 26^th 2012).

8.10 PRECEPT 2012/13 An EOM was called to discuss and agree the precept for 2012-13 (January 26^th 2012).

7.  LEGAL, PROCEDURE AND POLICY

7.6   Electronic copies of minutes and draft minutes clearly stating their draft nature and prior to Council’s approval have been added to the council's website.

EOM 26^TH JANUARY 2012

4. FINANCE

4.2 PRECEPT 2012/13

ECDC forms were submitted requesting a total precept for 2012-13 of £51650.

4. MEMBERS’ DECLARATION OF INTEREST

Declaration of interests (existence and nature) with regard to items on the agenda. Members of the Council are subject to the Local Authorities (Model Code of Conduct) Order 2007 (SI 2007/1159) (The revised code) with the addition non mandatory section 12(2).

4.1 There were no updates to the members’ register of interests.

4.2. At the point of discussion there were no declarations of interest for items on the agenda. During subsequent discussions Tine Hansen and Rick Humphries, as residents on the High St Cheveley, declared a personal interest in planning application 12/00034/FUL (agenda item 5.1).

5. PLANNING

5.1. The Council considered the planning applications received in month to February  7^th 2012 – report attached (Appendix 1).

5.2. The Council noted the recommendations made – report attached (Appendix 1)

5.3. The Council noted those applications approved – report attached (Appendix 1)

5.4. The Council noted that no applications had been refused – report attached (Appendix 1)

5.5 The Council noted any other details – report attached (Appendix 1)

Action Clerk

6.         LEGAL, PROCEDURE AND POLICY

The Council noted that whilst former Councillor Jill Segger had kindly volunteered in a professional, but unpaid,

capacity to proof read articles and publications issued by Cheveley Parish Council it was agreed that amongst other

concerns raised that presently there were sufficient councillors to undertake such a role. It was agreed that Dr

Segger’s offer would be declined and the Chairman requested that the Clerk issue a letter on behalf of the Council.

Action Clerk

7.         FINANCE

7.1. The Council noted the conclusion of the 2010-2011 external audit for the accounts for Cheveley Parish Council (as previously indicated in agenda items 7.4 [13th September 2011] and 8.8 [10^th January 2012]).

7.2. After discussion Alison Booth proposed and Rick Humphries seconded and it was agreed that the Council note those payments made and as itemised under Finance agenda items (13^th September 2011-29^th November 2011 and 10^th January 2012) including those reported at the relevant time and made under emergency powers by the Chairman and/or Clerk (as agreed under delegated authority to act –current Standing Orders 2010-11).

7.3  The Council noted the following are approved for inclusion in the Council minutes in January:

7.3.1                Firmsites                                               monthly website support                       £30.00

7.4.      The Council noted the following payments were made in January:

7.4.1                D.E Marshall                                        Salary                                                   £741.64

7.4.2                D.E Marshall                                        Disbursement                                        £143.18

7.4.3.               HMRC                                                             M10                                                     £122.90

7.4.4.               Anglia Water                                        Cemetery                                             £28.03

7.4.5                Cambridgeshire County Council                        Street Lighting contract

(1^st April-30^th June 2011)         £122.98

7.4.6                ECDC                                                  Premise licence application                    £100.00

7.4.7                Cambridge News                                 Premises licence (advertisement)           £227.50

7.4.8                e.on                                                      Street lighting (DD)                               £44.04

7.5. After discussion Rick Humphries proposed and Alison Booth seconded and the Council agreed to accept the account reviews for Q1, Q2 2011-12 (as presented previously-agenda items- 7.5 appendix 8 13^th September 2011; 10.4 appendix 5 25^th October 2011; 8.6 January 10^th 2012) and Q3 2011-12 (appendix 2). No financial control recommendations or measures as suggested by the Clerk in appendix 2 were undertaken.

7.6. The Council noted  that £3494.77 from Cheveley Pavilion and Recreation Ground Charity, £129.29 from

Cheveley Townland Charity with continuing interest payments (currently £5.73 per quarter) and £0.01 from The

Cheveley Pavilion and Recreation Ground Charity Fundraising accounts were deposited into Cheveley Parish

Council’s current account at HSBC PLC and are held on a temporary basis (see conversion(s) agenda items 9.3

and 7.13).

The Chairman requested and council members agreed to vary the order of the agenda and in addition to

consider agenda item 9.2 with agenda items 7.7 and 7.8

7.7. After discussion Tony Kirk proposed and Alison Booth seconded and the Council agreed that those sealed quotes received in respect of grass cutting and parish maintenance for 2012-13 would be opened by the Clerk in the presence of Kath Sneller, Rick Humphries and Tony Kirk on Tuesday 21^st and thereafter a summary would be prepared for full Council consideration at a reconvened meeting on the 27^th February 2012 at the pavilion Cheveley recreation ground at 7:30pm.

7.8. After discussion Tony Kirk proposed and Alison Booth seconded and the Council agreed that those sealed quotes received in respect of grass cutting and cemetery maintenance for 2012-13 would be opened by the Clerk in the presence of Kath Sneller, Rick Humphries and Tony Kirk on Tuesday 21^st and thereafter a summary would be prepared for full Council consideration at a reconvened meeting on the 27^th February 2012 at the pavilion Cheveley recreation ground at 7:30pm.

9.2. After discussion Tony Kirk proposed and Alison Booth seconded and the Council agreed that those sealed quotes received in respect of grass cutting at the pavilion for 2012-13 would be opened by the Clerk in the presence of Kath Sneller, Rick Humphries and Tony Kirk on Tuesday 21^st and thereafter a summary would be prepared for full Council consideration at a reconvened meeting on the 27^th February 2012 at the pavilion Cheveley recreation ground at 7:30pm.

Action Clerk, Kath Sneller, Tony Kirk, Rick Humphries

At 9:08 pm the Chairman, with permission of the council members, varied the order of the agenda.

Kath Sneller proposed  and David Keith seconded and Council resolved in accordance with section 1(2) of the Public Bodies (Admission to Meetings) Act 1960 that as publicity would be prejudicial by reason of the confidential nature of aspects to the business about to be transacted at Agenda Item 12., namely Cheveley Cemetery it was advisable in the public interest that the Public and Press be temporarily excluded from the meeting and they were instructed to withdraw.

The Chairman reopened the meeting to the public and press at 9:18pm

12.2. The Council agreed the repair to the standpipe and precautionary actions to be taken in regards to the inherent health and safety problems associated with the water storage tank at the cemetery.

Action Rick Humphries

The Chairman, with permission of the council members, reverted to the original order of the agenda

7.9. The Council noted that the Clerk will commence training for the professional qualification (Certificate in Local Council Administration , CiLCA) and this will place additional restraints on the Clerks’s availability workload and time (£350 +£150 examination fee course to commence Wednesday 18^th April 2012).

7.10.After discussion Rick Humphries proposed and Alison Booth seconded and it was agreed by the Council to note those payments made and as itemised under Finance agenda items (13^th September 2011-29^th November 2011 and 10^th January 2012) including those reported at the relevant time and made as emergency or under emergency powers by the Chairman and/or Clerk (as agreed under delegated authority to act – current Standing Orders 2010-11) on behalf of the Cheveley Pavilion and Recreation Charity.

7.11. The Council agreed to the suspension of clause 15 (Charities) of the Financial Regulations and noted the payment of the following creditors on behalf of the Cheveley Pavilion and Recreation Ground Charity in January:

7.11.1  Anglia Water                           Pavilion                                                            £37.51

7.12.The Council noted that an unaccounted level of expenditure has been required from the approved 2010-11

budget for the pavilion (and recreation ground) to satisfy those minimum mandatory legal and statutory

requirements for the hire and use of this facility by the public and will include the necessity of obtaining music

(performing rights) and recorded music (public) licences.

7.13.After discussion Helen Snook proposed and David Wood seconded and Council agreed that an invoice for £3494.78 be raised against the Cheveley Pavilion and Recreation Ground Charity for payments made by Cheveley Parish Council in relation to amenities, maintenance and services provided at the recreation ground and pavilion during 2011-2.

7.14. Alison Booth proposed and Helen Snook seconded and the Council agreed to the purchase of a replacement laptop for office use.

7.15. After discussion the Council agreed that it was necessary to establish a need and benefit to the community prior to purchasing a video projector.

7.16 After discussion Tony Kirk proposed and David Wood seconded and the Council agreed that the annual

charge for those suppliers wishing to advertise their services and goods within the directory area of Cheveley Parish Council’s website be set at £50 per annum for 2012-13.

Action Clerk, Rick Humphries

At 9:40pm Tine Hansen left the meeting.

7.17. After discussion the Council agreed to defer the purchase of two scanner/printers to assist in the process of archiving documents (as highlighted by internal independent report May 2011) at Cheveley Parish Council.

7.18 After discussion Alison Booth proposed and Rick Humphries seconded and Council agreed to the purchase of a dog waste bin, and if necessary any fixing kit, to be sited at the junction of Spurling Close and the High St Cheveley.

Action Clerk

The Chairman suggested to the Council, due to the lateness of the hour together with the anticipated poor weather conditions, that the meeting be adjourned with all other outstanding agenda items to be considered at a reconvened meeting and at a time and date mutually convenient to those councillors present.

With agreement from other council members the Chairman declared the meeting adjourned at 9:45pm and it was agreed that the reconvened meeting would be at the pavilion Cheveley recreation ground on 27^th February 2012 commencing 7:30pm.

Post meeting note: The Council meeting was adjourned on the 13th February 2012 with those planned  actions  in regards to Agenda items 7.8, 7.9 and 9.2 to be  undertaken and as agreed by members. Subsequent questions and debate undertaken via email  raised possible challenge to  decision(s)s made under Cheveley Parish Council's current Standing Orders (and Financial Regulations).

For the avoidance of  doubt and to comply with the current Standing Orders the meeting of 13th February 2012 was reconvened on the 27th February 2012 and immediately closed so that those outstanding items from the previous meeting (13th February 2012)  could be considered as agenda items in the next full meeting of Council (27^th February 2012).

]]> <value><!--[CDATA[<p><strong>MEETING OF CHEVELEY PARISH COUNCIL HELD AT THE COMMUNAL ROOM CHEVELEY SCHOOL ON TUESDAY 13^TH FEBRUARY 2012 COMMENCING AT 7.30 P.M.</strong></p> <p><strong> </strong></p> <p><strong>PRESENT:</strong> Chairman, Rick Humphries; Alison Booth; Sheila Marvin; Kath Sneller; David Keith; Tine Hansen; Tony Kirk; David Wood; Helen Snook (from 8:10 pm)</p> <p><strong>CLERK: </strong>D Marshall.</p> <p>Sarah Ratcliffe, Forward Planning Officer ECDC, requested that the Council comment on and approve the draft questionnaire prepared in response to the Village Vision (strategic land planning) initiative relating to Cheveley (South) and for assistance in its distribution to residents. Paul Sutton (Cheffins Estate Agents Cambridge), acting on behalf of the owner of land between and behind 190-210 High St. Cheveley reconfirmed their interest in pursuing a mixture of affordable and marketable housing on this site.  During this part of the open session Sheila Marvin left the meeting and rejoined during Ian Dewar’s presentation.</p> <p>Ian Dewar provided an overview of the benefits to, and liabilities in not, adopting current NALC approved Standing Orders together with employer and employment issues and matters relating to confidentiality and data protection. A summary report of recommendations by CAPALC is to be appended to these minutes.</p> <p>Helen Snook joined the meeting at 8:10pm.</p> <p><strong>1. APOLOGIES FOR ABSENCE</strong></p> <p>Apologies were accepted from Betty Hedges (business).</p> <p><strong>2. </strong><strong>TO APPROVE AND SIGN THE  MINUTES OF THE EXTRA ORDINARY MEETING DATED </strong><strong>26^TH JANUARY 2012</strong><strong> </strong></p> <p>Sheila Marvin wanted it to be noted that she and Kath Sneller had abstained from the vote to approve the minutes of the 10^th January 2012 as a consequence of not reading the draft minutes that had been previously agreed by Council would, after circulation to councillors for factual errata and corrigenda and via email, be placed on the website [public domain] (minute to agenda item 7.6).</p> <p>Kath Sneller wanted it to be recorded that she and Sheila Marvin had voted against the budget. The Clerk confirmed that the meeting notes indicated that both councillors abstained but agreed that due to the complexity of voting and recording system used at the time of the meeting that there could have been genuine confusion and agreed that the minutes should reflect these councillors’ retrospective request. Kath Sneller wanted the word ‘savings’ replace the word ‘reductions’ after ‘any expenditure’ and that the word ‘seconded’ be added after David Keith (agenda item 4.2).</p> <p>After discussion the Council agreed that the record of votes cast by individual councillors should be consistent in style and for clarity the budget figures for 2012-13 should be reproduced in black bold type (appendix A).</p> <p>After these amendments it was proposed by Kath Sneller and seconded by Helen Snook and the Council agreed that the minutes by accepted as a true record of the extra ordinary meeting of the 26^th January 2012.</p> <p>The Clerk wanted it to be recorded that the majority of points raised in respect of factual errata at the meeting should have been highlighted prior to issuance of hard copy as the draft minutes had been circulated to all councillors via email. As a consequence the Clerk requested that the Council reconsider the practicality and relative worth of undertaking this type of email exercise in the future.</p> <p><strong><em>Action Clerk</em></strong></p> <p><strong><em> </em></strong></p> <p><strong>3. MATTERS ARISING FROM PREVIOUS MEETING MINUTES (FOR INFORMATION ONLY)</strong></p> <p>10^th DECEMBER  2011<strong> </strong></p> <p><strong>10. CORRESPONDENCE THAT MAY REQUIRE RESPONSE</strong>.</p> <p>10.4 Agreement was sought from Rev Gurner and after email confirmation (25^th January 2012) was received a risk assessment was performed by the Clerk, the Chairman and Church Warden Anne Mary Robinson. It was agreed that it was not feasible or safe to set up the proposed beacon on the tower at St Mary’s Church Cheveley and it was suggested that the money (£299+vat) saved may be better spent on other Diamond Jubilee events within the parish.</p> <p>10^th JANUARY 2012</p> <p><strong>6. PLANNING</strong></p> <p><strong>11/01045/FUL Conversion of garage to office A2 (retrospective). Tanners </strong><strong>18 Newmarket Rd</strong><strong> Cheveley.</strong></p> <p>The Clerk sent an email response to the applicant on behalf of the Council.</p> <p><strong>8.FINANCE</strong></p> <p>8.9.  <strong>BUDGET 2012/13</strong> An EOM was called to discuss and agree the budget figures (January 26^th 2012).</p> <p>8.10 <strong>PRECEPT 2012/13 </strong>An EOM was called to discuss and agree the precept for 2012-13 (January 26^th 2012).</p> <p><strong>7.  LEGAL, PROCEDURE AND POLICY</strong></p> <p>7.6   Electronic copies of minutes and draft minutes clearly stating their draft nature and prior to Council’s approval have been added to the council's website.</p> <p>EOM 26^TH JANUARY 2012</p> <p><strong>4. FINANCE</strong></p> <p><strong>4.2 PRECEPT 2012/13 </strong></p> <p>ECDC forms were submitted requesting a total precept for 2012-13 of £51650.</p> <p><strong> </strong></p> <p><strong>4. MEMBERS’ DECLARATION OF INTEREST</strong></p> <p><em>Declaration of interests (existence and nature) with regard to items on the agenda. Members of the Council are subject to the Local Authorities (Model Code of Conduct) Order 2007 (SI 2007/1159) (The revised code) with the addition non mandatory section 12(2).</em></p> <p>4.1 There were no updates to the members’ register of interests.</p> <p>4.2. At the point of discussion there were no declarations of interest for items on the agenda. During subsequent discussions Tine Hansen and Rick Humphries, as residents on the High St Cheveley, declared a personal interest in planning application 12/00034/FUL (agenda item 5.1).</p> <p><strong>5. PLANNING</strong></p> <p>5.1. The Council considered the planning applications received in month to February  7^th 2012 – report attached (Appendix 1).</p> <p>5.2. The Council noted the recommendations made – report attached (Appendix 1)</p> <p>5.3. The Council noted those applications approved – report attached (Appendix 1)</p> <p>5.4. The Council noted that no applications had been refused – report attached (Appendix 1)</p> <p>5.5 The Council noted any other details – report attached (Appendix 1)</p> <p><strong><em>Action Clerk</em></strong></p> <p><strong>6.         LEGAL, PROCEDURE AND POLICY</strong></p> <p>The Council noted that whilst former Councillor Jill Segger had kindly volunteered in a professional, but unpaid,</p> <p>capacity to proof read articles and publications issued by Cheveley Parish Council it was agreed that amongst other</p> <p>concerns raised that presently there were sufficient councillors to undertake such a role. It was agreed that Dr</p> <p>Segger’s offer would be declined and the Chairman requested that the Clerk issue a letter on behalf of the Council.</p> <p><strong><em>Action Clerk</em></strong></p> <p><strong>7.         FINANCE</strong></p> <p>7.1. The Council noted the conclusion of the 2010-2011 external audit for the accounts for Cheveley Parish Council (as previously indicated in agenda items 7.4 [13th September 2011] and 8.8 [10^th January 2012]).</p> <p>7.2. After discussion Alison Booth proposed and Rick Humphries seconded and it was agreed that the Council note those payments made and as itemised under Finance agenda items (13^th September 2011-29^th November 2011 and 10^th January 2012) including those reported at the relevant time and made under emergency powers by the Chairman and/or Clerk (as agreed under delegated authority to act –current Standing Orders 2010-11).</p> <p>7.3  The Council noted the following are approved for inclusion in the Council minutes in January:</p> <p>7.3.1                Firmsites                                               monthly website support                       £30.00</p> <p>7.4.      The Council noted the following payments were made in January:</p> <p>7.4.1                D.E Marshall                                        Salary                                                   £741.64</p> <p>7.4.2                D.E Marshall                                        Disbursement                                        £143.18</p> <p>7.4.3.               HMRC                                                             M10                                                     £122.90</p> <p>7.4.4.               Anglia Water                                        Cemetery                                             £28.03</p> <p>7.4.5                Cambridgeshire County Council                        Street Lighting contract</p> <p>(1^st April-30^th June 2011)         £122.98</p> <p>7.4.6                ECDC                                                  Premise licence application                    £100.00</p> <p>7.4.7                Cambridge News                                 Premises licence (advertisement)           £227.50</p> <p>7.4.8                e.on                                                      Street lighting (DD)                               £44.04</p> <p>7.5. After discussion Rick Humphries proposed and Alison Booth seconded and the Council agreed to accept the account reviews for Q1, Q2 2011-12 (as presented previously-agenda items- 7.5 appendix 8 13^th September 2011; 10.4 appendix 5 25^th October 2011; 8.6 January 10^th 2012) and Q3 2011-12 (appendix 2). No financial control recommendations or measures as suggested by the Clerk in appendix 2 were undertaken.</p> <p>7.6. The Council noted  that £3494.77 from Cheveley Pavilion and Recreation Ground Charity, £129.29 from</p> <p>Cheveley Townland Charity with continuing interest payments (currently £5.73 per quarter) and £0.01 from The</p> <p>Cheveley Pavilion and Recreation Ground Charity Fundraising accounts were deposited into Cheveley Parish</p> <p>Council’s current account at HSBC PLC and are held on a temporary basis (see conversion(s) agenda items 9.3</p> <p>and 7.13).</p> <p><strong>The Chairman requested and council members agreed to vary the order of the agenda and in addition to</strong></p> <p><strong>consider agenda item 9.2 with agenda items 7.7 and 7.8</strong></p> <p>7.7. After discussion Tony Kirk proposed and Alison Booth seconded and the Council agreed that those sealed quotes received in respect of grass cutting and parish maintenance for 2012-13 would be opened by the Clerk in the presence of Kath Sneller, Rick Humphries and Tony Kirk on Tuesday 21^st and thereafter a summary would be prepared for full Council consideration at a reconvened meeting on the 27^th February 2012 at the pavilion Cheveley recreation ground at 7:30pm.</p> <p>7.8. After discussion Tony Kirk proposed and Alison Booth seconded and the Council agreed that those sealed quotes received in respect of grass cutting and cemetery maintenance for 2012-13 would be opened by the Clerk in the presence of Kath Sneller, Rick Humphries and Tony Kirk on Tuesday 21^st and thereafter a summary would be prepared for full Council consideration at a reconvened meeting on the 27^th February 2012 at the pavilion Cheveley recreation ground at 7:30pm.</p> <p>9.2. After discussion Tony Kirk proposed and Alison Booth seconded and the Council agreed that those sealed quotes received in respect of grass cutting at the pavilion for 2012-13 would be opened by the Clerk in the presence of Kath Sneller, Rick Humphries and Tony Kirk on Tuesday 21^st and thereafter a summary would be prepared for full Council consideration at a reconvened meeting on the 27^th February 2012 at the pavilion Cheveley recreation ground at 7:30pm.</p> <p><strong><em>Action Clerk, Kath Sneller, Tony Kirk, Rick Humphries</em></strong></p> <p><strong>At 9:08 pm the Chairman, with permission of the council members, varied the order of the agenda.</strong></p> <p><em>Kath Sneller proposed  and David Keith seconded and Council resolved in accordance with section 1(2) of the Public Bodies (Admission to Meetings) Act 1960 that as publicity would be prejudicial by reason of the confidential nature of aspects to the business about to be transacted at Agenda Item 12., namely Cheveley Cemetery it was advisable in the public interest that the Public and Press be temporarily excluded from the meeting and they were instructed to withdraw.</em></p> <p><strong> </strong></p> <p><strong>The Chairman reopened the meeting to the public and press at 9:18pm </strong></p> <p>12.2. The Council agreed the repair to the standpipe and precautionary actions to be taken in regards to the inherent health and safety problems associated with the water storage tank at the cemetery.</p> <p><strong><em>Action Rick Humphries</em></strong></p> <p><strong> </strong></p> <p><strong>The Chairman, with permission of the council members, reverted to the original order of the agenda</strong></p> <p>7.9. The Council noted that the Clerk will commence training for the professional qualification (Certificate in Local Council Administration , CiLCA) and this will place additional restraints on the Clerks’s availability workload and time (£350 +£150 examination fee course to commence Wednesday 18^th April 2012).</p> <p>7.10.After discussion Rick Humphries proposed and Alison Booth seconded and it was agreed by the Council to note those payments made and as itemised under Finance agenda items (13^th September 2011-29^th November 2011 and 10^th January 2012) including those reported at the relevant time and made as emergency or under emergency powers by the Chairman and/or Clerk (as agreed under delegated authority to act – current Standing Orders 2010-11) on behalf of the Cheveley Pavilion and Recreation Charity.</p> <p>7.11. The Council agreed to the suspension of clause 15 (Charities) of the Financial Regulations and noted the payment of the following creditors on behalf of the Cheveley Pavilion and Recreation Ground Charity in January:</p> <p>7.11.1  Anglia Water                           Pavilion                                                            £37.51</p> <p>7.12.The Council noted that an unaccounted level of expenditure has been required from the approved 2010-11</p> <p>budget for the pavilion (and recreation ground) to satisfy those minimum mandatory legal and statutory</p> <p>requirements for the hire and use of this facility by the public and will include the necessity of obtaining music</p> <p>(performing rights) and recorded music (public) licences.</p> <p>7.13.After discussion Helen Snook proposed and David Wood seconded and Council agreed that an invoice for £3494.78 be raised against the Cheveley Pavilion and Recreation Ground Charity for payments made by Cheveley Parish Council in relation to amenities, maintenance and services provided at the recreation ground and pavilion during 2011-2.</p> <p>7.14. Alison Booth proposed and Helen Snook seconded and the Council agreed to the purchase of a replacement laptop for office use.</p> <p>7.15. After discussion the Council agreed that it was necessary to establish a need and benefit to the community prior to purchasing a video projector.</p> <p>7.16 After discussion Tony Kirk proposed and David Wood seconded and the Council agreed that the annual</p> <p>charge for those suppliers wishing to advertise their services and goods within the directory area of Cheveley Parish Council’s website be set at £50 per annum for 2012-13.</p> <p><strong><em>Action Clerk, Rick Humphries</em></strong></p> <p><strong>At 9:40pm Tine Hansen left the meeting.</strong></p> <p>7.17. After discussion the Council agreed to defer the purchase of two scanner/printers to assist in the process of archiving documents (as highlighted by internal independent report May 2011) at Cheveley Parish Council.</p> <p>7.18 After discussion Alison Booth proposed and Rick Humphries seconded and Council agreed to the purchase of a dog waste bin, and if necessary any fixing kit, to be sited at the junction of Spurling Close and the High St Cheveley.</p> <p><strong><em>Action Clerk</em></strong></p> <p><strong> </strong></p> <p><strong>The Chairman suggested to the Council, due to the lateness of the hour together with the anticipated poor weather conditions, that the meeting be adjourned with all other outstanding agenda items to be considered at a reconvened meeting and at a time and date mutually convenient to those councillors present.</strong></p> <p><strong> </strong></p> <p><strong>With agreement from other council members the Chairman declared the meeting adjourned at </strong><strong>9:45pm</strong><strong> and it was agreed that the reconvened meeting would be at the pavilion Cheveley recreation ground on </strong><strong>27^th February 2012</strong><strong> commencing </strong><strong>7:30pm</strong><strong>. </strong></p> <p><strong> </strong></p> <p><em>Post meeting note: The Council meeting was adjourned on </em><em>the 13th February 2012</em><em> with those planned  actions  in regards to Agenda items 7.8, 7.9 and 9.2 to be  undertaken and as agreed by members. Subsequent questions and debate undertaken via email  raised possible challenge to  decision(s)s made under Cheveley Parish Council's current Standing Orders (and Financial Regulations).</em></p> <p><em>For the avoidance of  doubt and to comply with the current Standing Orders the meeting of 13th February 2012 was reconvened on the 27th February 2012 <strong>and immediately closed</strong> so that those outstanding items from the previous meeting (13th February 2012)  could be considered as agenda items in the next full meeting of Council (27^th February 2012).</em></p>]]></value> <value><![CDATA[<p><strong>MEETING OF CHEVELEY PARISH COUNCIL HELD AT THE PAVILION CHEVELEY RECREATION GROUND ON MONDAY 27^TH FEBRUARY 2012 COMMENCING AT 7.30 P.M.</strong></p> <p><strong> </strong></p> <p><strong>PRESENT:</strong> Chairman, Rick Humphries; Alison Booth; Sheila Marvin; Kath Sneller; David Keith; Tony Kirk; David Wood (part of meeting); Betty Hedges; Helen Snook (from 7:40 pm)</p> <p><strong> </strong></p> <p><strong>CLERK: </strong>D Marshall and Helen Snook (agenda item 7 onwards).</p> <p>Helen Snook joined the meeting at 7:40pm.</p> <p>1. APOLOGIES FOR ABSENCE</p> <p>Apologies were accepted from Tine Hansen (personal).</p> <p>2. COUNCIL NOTED THAT THE COUNCIL MEETING WAS QUORATE UNDER ITS CURRENT STANDING ORDERS.</p> <p><strong> </strong></p> <p><strong>3. COUNCIL CLOSED THE MEETING OF </strong><strong>THE 13TH FEBRUARY 2012</strong><strong> </strong><strong>AND</strong><strong> AS A CONSEQUENCE NOTED THAT THE MINUTES FOR THIS MEETING WERE UNAVAILABLE.</strong></p> <p>Discussions centred on individual councillor’s opinions and interpretations of aspects relating to the proper conductance of meetings and procedure(s) under its current Standing Orders at Cheveley Parish Council. Kath Sneller wanted it to be recorded that the Chairman, in her opinion, was not always right.</p> <p>4. LEGAL, PROCEDURE AND POLICY</p> <p>4.1 After discussion and disagreement in respect of individual councillors opinions and interpretation of both Cheveley Parish Council’s Financial Regulations and Standing Orders Councillor David Wood verbally resigned from Council. A member of the public requested and was invited by the Chairman to speak.</p> <p>Rick Humphries read out a statement. The majority of councillors agreed that there was a need to consider, review, revise and update the Standing Orders and Financial Regulations at Cheveley Parish Council.</p> <p>Rick Humphries proposed that, under paragraph 42 of schedule 12 of the Local Government Act 1972, Council suspend paragraph 11.1f of its current Financial Regulations and by a show of hands Council agreed.</p> <p>Sheila Marvin wanted it recorded that she abstained from the vote.</p> <p>5. MEMBERS’ DECLARATION OF INTEREST</p> <p><em>Declaration of interests (existence and nature) with regard to items on the agenda. Members of the Council are subject to the Local Authorities (Model Code of Conduct) Order 2007 (SI 2007/1159) (The revised code) with the addition non mandatory section 12(2).</em></p> <p>5.1 There were no recorded updates to the members' register of interests.</p> <p>5.2 At the point of discussion there were no interests declared in agenda items.</p> <p>6. FINANCE</p> <p><em>Motion to exclude public & press: In accordance with section 1(2) of the Public Bodies (Admissions to Meetings) Act 1960 that as publicity would be prejudicial to the public interest by reason of the confidential and commercially sensitive nature of the business about to be transacted at Agenda Item 3  namely Finance it is advisable in the public interest that the Public and Press be temporarily excluded from this meeting and will be instructed to withdraw.</em></p> <p><strong><em> </em></strong></p> <p><strong>Rick Humphries</strong><strong> under 12(2) of the Code of Conduct declared a prejudicial interest  to agenda items 6.1, 6.2 6.3 and  6.4 and apprised Council to as to those exceptional reasons and circumstances. </strong></p> <p><strong> </strong></p> <p><strong>Tony Kirk</strong><strong> opened the sealed bids in relation to grass cutting and maintenance contracts at Cheveley for 2012-13 and together with the </strong><strong>Clerk</strong><strong> although remaining in the meeting, absented themselves in order to prepare the necessary summary spreadsheets.</strong></p> <p><strong> </strong></p> <p><strong>During this period of notional absence and from agenda item 7 onwards </strong><strong>Helen Snook</strong><strong> took the minutes of the meeting.</strong></p> <p><strong> </strong></p> <p><strong>During the period and whilst the various quotations received in respect of Agenda items 6.1 to 6.4 were being tabulated Council continued to consider Agenda items 7 to 10  inclusive.</strong></p> <p><strong> </strong></p> <p>7. Community Matters</p> <p>7.1 Council discussed the questionnaire from ECDC.  Council agreed that it needed extending to include questions about transport/business. Diane/Rick to talk to ECDC for more comprehensive questions.  Rick hopes to arrange delivery via the CPWG. Proposed that Diane/Rick discuss further with ECDC – Proposed - Betty   Seconded – David K  & agreed.</p> <p>8. Pavilion and Recreation Ground (Charity)</p> <p>8.1 In respect of functions and events at the Recreation Ground, Council agreed that more information would be necessary regarding the liability insurance of these events.  We need to establish whether other resources e.g. power/water would be needed and the likely cost.  We need to establish the charity status of some of these events as this will affect our charge.</p> <p>We also need to consider access requirements to the site and who would be responsible for removal of waste and site clearance.</p> <p>8.1.1     In respect of the proposed 'fun fair' to be held in May, Council agreed to the principle of a fun fair and agreed the proposed dates.  More investigation needed as per 8.1 for insurance/access/water/electricity.</p> <p>Proposed – Rick   Seconded – Ali  & agreed.</p> <p>Council discussed rates to be charged for the 'fun fair' and proposed that £25 per day (£75 total) was agreeable.</p> <p>Proposed – Betty   Seconded – Ali  & agreed.</p> <p>8.1.2     In respect of the extended weekend celebrations in respect of Queen Elizabeth II Jubilee Celebrations, Council agreed to this event and will discuss and agree specific plans/preparations at a future meeting.  The Big Jubilee Lunch on 3rd June referred to a minute 8.1.5 below will form part of the celebrations.</p> <p>Proposed – Rick   Seconded - Ali  & agreed in principle.</p> <p>8.1.3     Proposed charity football match between Jockey and Stable Lads - vs - Soap Stars.  Council agreed that there would be no charge for the ground as this is a charity event.  Council agreed that the toilets would be opened for use during this event.</p> <p>Proposed – Rick   Seconded - Ali  & agreed</p> <p>8.1.4     Proposed Jockeys Olympics.  Council agreed that this event could be held at the recreation ground.  Charity status should be established before we confirm charges.  Further details about what this event entails will be required.</p> <p>Proposed – Rick   Seconded – Ali  & agreed.</p> <p>8.1.5     As regards the proposed Jubilee Big Lunch, all members agreed to support this event at the recreation ground.  Further discussion will be necessary once more information is available.</p> <p>Proposed – Rick   Seconded – Ali  & agreed in principle.</p> <p><br /></p> <p>8.2 Noted that CPWG has been successful in being one of the nominated groups to benefit from the joint Cambridge Building Society & Cambridge News voucher scheme.  The amount eventually received will be dependent upon the number of vouchers donated in respect of CPWG.</p> <p>8.3 Noted that all tree surgery work had been completed.</p> <p>Kath asked for confirmation about tree works contract.  Is this an ongoing contract or should quotes be submitted next time?</p> <p>8.4 The request for continued use of the Pavilion by CPWG for drop-in coffee/tea sessions was noted and <strong>agreed</strong>.  CPWG will need to apply for any necessary from the Council, indicating what is needed and how much.</p> <p>8.5 In respect of the Queen Elizabeth II Field scheme an update was received from Chairperson.  The application has been submitted, still waiting for Trust Document to be executed.  This item is ongoing.</p> <p>8.6 Register of volunteers – the additional volunteers were formally approved for addition to the insurance schedule.  Kath has asked if we could be advised what roles that have volunteered for.</p> <p>8.7 With respect to the request from CPWG that the Clerk be able as part of her duties to attend the CPWG meetings,</p> <p>Councillors discussed this item.  It was proposed that Council agree to the request.</p> <p>Proposer – Rick   Seconded – David K</p> <p>A recorded vote was requested.  FOR – Ali/Helen/Betty/David   Against – Kath/Sheila  & proposal agreed.</p> <p>8.8        <strong>Various items relating to the Recreation Ground and Pavilion</strong></p> <p>8.8.1     Installation of phone line to include internet access at the Pavilion.</p> <p>Proposed – Rick   Seconded – Ali  & agreed.</p> <p>Further discussion will be necessary to establish the best location for the phone and what methods we will use to ensure that no unapproved usage occurs.  Internet connection must be password protected.</p> <p>8.8.2     Access & Bollards  Quotes are needed for adjustment of gate/fence/bollards.  Council agreed in principle and requested quotes for the works to be carried out.  Further discussion when quotes are received.</p> <p>8.8.3     External Lighting  Electrician to adjust switch and bring into main building and allow 5 minute delay before lights switch off to allow safe exit.  Further discussion when quotes are received.</p> <p>8.8.4     Play area Gate  An update received from Chairperson.  ROSPA have been contacted but we have not heard back yet.  Advised against us taking unilateral remedial action as this could invalidate our insurance.</p> <p>8.8.5     Dog and waste bins  Council asked for quotes to replace bins.  Council are agreed in principle to replace bins which are impractical to empty.</p> <p>8.8.6 Footpath to the Pavilion  Deferred to a later meeting.  Council did not see the benefit in having a temporary solution.  Will discuss when pavilion plans are more established.</p> <p>8.9 Noted that the public toilets at the recreation ground have been shut during the winter and it is hoped to reopen them when the better weather arrives.</p> <p>8.10As regards the application for grant monies for remedial and renovation work at the Pavilion, Council acknowledges and</p> <p>approves the manner in which these applications will be made (i.e. without full discussion at council meetings).  However, if</p> <p>time permits council would like to be notified of these applications</p> <p>9.         Correspondence</p> <p>9.1 With regard to correspondence which does not affect the Council's statutory responsibilities it was <strong>noted</strong> that such correspondence will be placed on the Council's web site.</p> <p>9.2 More information was requested by David K in order to clarify what the role of Highway Warden  entails.</p> <p>9.3 Out of time - Noted</p> <p>9.4 Out of time - Noted</p> <p>9.5 Out of time - Noted</p> <p>9.6 As regards communication regarding certain changes flowing from the Localism Act the Council had no comment. No response needed on this item.</p> <p>10.       Matters to be raised for the next agenda</p> <p>10.1   SHEILA – War memorial.  Parishioner mentioned the plaque could be treated with smart-water (1.11.11)</p> <p>Betty – confirmed she will photograph the names on the memorial should it ever need to be recreated.</p> <p><em>Rick – will gain quotes for repair and frost damage to the memorial.</em></p> <p>10.2 ALI – Has been asked about provision of allotments.  Councillor Booth was informed to tell the parishioners that we need</p> <p>6 formal requests for allotments.  AB will advise parishioners.  Council discussed preparing for this eventuality and discussed possible locations should the formal need arise.</p> <p><strong>Rick Humphries</strong><strong> left the meeting at 9:35pm</strong></p> <p><strong> </strong></p> <p>Council then considered  the various quotations received which had been tabulated on a spreadsheet for ease of comparison and printed out for councillors' consideration.</p> <p>6.1 The preferred supplier for grass cutting (verges) and maintenance contract in the parish for 2012-13 and any longer term arrangements was agreed by Council and, subject to confirmation, will be announced at the 13^th March meeting.</p> <p>6.2  The preferred supplier for grass cutting and cemetery maintenance for 2012-13 and any longer term arrangement was agreed by Council and, subject to confirmation, will be announced at the 13^th March meeting.</p> <p>6.3. The preferred supplier for grass cutting at the pavilion for 2012-13 and any longer term arrangement was agreed by Council and, subject to confirmation, will be announced at the 13^th March meeting.</p> <p>6.4.The preferred supplier to quotations received in relation to essential remedial tree and ground works and as previously discussed and agreed as being necessary at the cemetery (non- confidential matters relating to general appearance, public health and safety at the facility [June and July 2011 council meetings]) was agreed by Council and, subject to confirmation, will be announced at the 13^th March meeting.</p> <p><strong><em>Action </em></strong><strong><em>Clerk</em></strong><strong><em> </em></strong></p> <p><strong>Rick Humphries</strong><strong> returned to the meeting at 10:48pm.</strong></p> <p><strong> </strong></p> <p><strong>The Chairman declared the meeting closed at 10:51pm</strong></p>]]--></value> <value><![CDATA[<p><strong>MEETING OF CHEVELEY PARISH COUNCIL HELD AT THE PAVILION CHEVELEY RECREATION GROUND ON MONDAY 27^TH FEBRUARY 2012 COMMENCING AT 7.30 P.M.</strong></p> <p><strong> </strong></p> <p><strong>PRESENT:</strong> Chairman, Rick Humphries; Alison Booth; Sheila Marvin; Kath Sneller; David Keith; Tony Kirk; David Wood (part of meeting); Betty Hedges; Helen Snook (from 7:40 pm)</p> <p><strong> </strong></p> <p><strong>CLERK: </strong>D Marshall and Helen Snook (agenda item 7 onwards).</p> <p>Helen Snook joined the meeting at 7:40pm.</p> <p>1. APOLOGIES FOR ABSENCE</p> <p>Apologies were accepted from Tine Hansen (personal).</p> <p>2. COUNCIL NOTED THAT THE COUNCIL MEETING WAS QUORATE UNDER ITS CURRENT STANDING ORDERS.</p> <p><strong> </strong></p> <p><strong>3. COUNCIL CLOSED THE MEETING OF </strong><strong>THE 13TH FEBRUARY 2012</strong><strong> </strong><strong>AND</strong><strong> AS A CONSEQUENCE NOTED THAT THE MINUTES FOR THIS MEETING WERE UNAVAILABLE.</strong></p> <p>Discussions centred on individual councillor’s opinions and interpretations of aspects relating to the proper conductance of meetings and procedure(s) under its current Standing Orders at Cheveley Parish Council. Kath Sneller wanted it to be recorded that the Chairman, in her opinion, was not always right.</p> <p>4. LEGAL, PROCEDURE AND POLICY</p> <p>4.1 After discussion and disagreement in respect of individual councillors opinions and interpretation of both Cheveley Parish Council’s Financial Regulations and Standing Orders Councillor David Wood verbally resigned from Council. A member of the public requested and was invited by the Chairman to speak.</p> <p>Rick Humphries read out a statement. The majority of councillors agreed that there was a need to consider, review, revise and update the Standing Orders and Financial Regulations at Cheveley Parish Council.</p> <p>Rick Humphries proposed that, under paragraph 42 of schedule 12 of the Local Government Act 1972, Council suspend paragraph 11.1f of its current Financial Regulations and by a show of hands Council agreed.</p> <p>Sheila Marvin wanted it recorded that she abstained from the vote.</p> <p>5. MEMBERS’ DECLARATION OF INTEREST</p> <p><em>Declaration of interests (existence and nature) with regard to items on the agenda. Members of the Council are subject to the Local Authorities (Model Code of Conduct) Order 2007 (SI 2007/1159) (The revised code) with the addition non mandatory section 12(2).</em></p> <p>5.1 There were no recorded updates to the members' register of interests.</p> <p>5.2 At the point of discussion there were no interests declared in agenda items.</p> <p>6. FINANCE</p> <p><em>Motion to exclude public & press: In accordance with section 1(2) of the Public Bodies (Admissions to Meetings) Act 1960 that as publicity would be prejudicial to the public interest by reason of the confidential and commercially sensitive nature of the business about to be transacted at Agenda Item 3  namely Finance it is advisable in the public interest that the Public and Press be temporarily excluded from this meeting and will be instructed to withdraw.</em></p> <p><strong><em> </em></strong></p> <p><strong>Rick Humphries</strong><strong> under 12(2) of the Code of Conduct declared a prejudicial interest  to agenda items 6.1, 6.2 6.3 and  6.4 and apprised Council to as to those exceptional reasons and circumstances. </strong></p> <p><strong> </strong></p> <p><strong>Tony Kirk</strong><strong> opened the sealed bids in relation to grass cutting and maintenance contracts at Cheveley for 2012-13 and together with the </strong><strong>Clerk</strong><strong> although remaining in the meeting, absented themselves in order to prepare the necessary summary spreadsheets.</strong></p> <p><strong> </strong></p> <p><strong>During this period of notional absence and from agenda item 7 onwards </strong><strong>Helen Snook</strong><strong> took the minutes of the meeting.</strong></p> <p><strong> </strong></p> <p><strong>During the period and whilst the various quotations received in respect of Agenda items 6.1 to 6.4 were being tabulated Council continued to consider Agenda items 7 to 10  inclusive.</strong></p> <p><strong> </strong></p> <p>7. Community Matters</p> <p>7.1 Council discussed the questionnaire from ECDC.  Council agreed that it needed extending to include questions about transport/business. Diane/Rick to talk to ECDC for more comprehensive questions.  Rick hopes to arrange delivery via the CPWG. Proposed that Diane/Rick discuss further with ECDC – Proposed - Betty   Seconded – David K  & agreed.</p> <p>8. Pavilion and Recreation Ground (Charity)</p> <p>8.1 In respect of functions and events at the Recreation Ground, Council agreed that more information would be necessary regarding the liability insurance of these events.  We need to establish whether other resources e.g. power/water would be needed and the likel