TOWN COUNCIL PUBLICITY AND INFORMATION.

EAST CAMBRIDGESHIRE URBAN CAPACITY STUDY. (see attached)

Mr J L Wignall
Clerk of the Council
1st March 2004 

County Councillor Mr J Powley.
District Councillors Mr MJ Duckworth, Mr CW Fordham and Mr JH Humphreys.

MATTERS ARISING FROM THE MINUTES.

Policing Strategies (02/04)
NOTED that PC Kevin Humble tendered his apologies for the meeting, but that recorded crime figures for January 2004 had been furnished by Kate Kent, Community Contact Officer, Ely Police. The number of offences in January totalled 16, of These 4 were criminal damage, 7 burglaries
including 1 shed burglary, 2 theft of motor vehicle, 2 thefts from motor vehicles and 1 distraction theft.

Skateboard Ramp (02/04)
NOTED that three specialist companies had been approached to quote for the essential works needed to be carried out to the Skateboard ramp, however the Clerk was still awaiting replies.

New Flooring at the Pavilion (06/04)
NOTED that a method statement would be supplied by Floorstor Carpet & Vinyl, prior to work commencing on the installation of the new flooring, which is programmed to take place either the 1st or 4th week in March so as not to disrupt the usual bookings of the Pavilion.
NOTED also that should any Councillor wish to make comment on the colour to be used, material samples were available for inspection.

East Cambridgeshire District Council - Benches (09/04)
NOTED that there were no longer any surplus benches available from East Cambridgeshire District Council for installation in the Town. However, Soham would be considered for any surplus stock during the next financial year.

PAYMENTS AND SCHEDULE OF ACCOUNTS - JANUARY 2004
RESOLVED that the schedule of payments and statement of balances, and Summary of Income and Expenditure as at 31st January 2004 which are printed and attached to these minutes as appendices, be confirmed and approved, and were in accordance with Council's financial regulations.

SOHAM TOWN FORUM UPDATE REPORT
Mrs Alison Callaby, Town Centres Officer, East Cambridgeshire District Council reported that Soham Town Forum were in the process of updating the Business Plan. This plan will cover a 3 year period setting out completed schemes, schemes in progress and proposed schemes, together with financial costings and implications. The Soham Healthcheck which is in progress will highlight existing community etc. provision and shortfalls and should be completed by autumn 2004. Various sub-groups (such as the Design Group), who will report back to the Forum, can be established to progress particular schemes. It was stressed that achievement of the aims of the Forum is in partnership with other Councils and Agencies.
RESOLVED to continue to fully support the partnership with Soham Town Forum, and that the Clerk attend a future Forum meeting to explain the Town Council role within this partnership.

GRAZING 2004
RESOLVED to approve the usual tender process for the letting of Qua Fen, East Fen and Angle Commons for the 2004 grazing season.

REPLACEMENT OF MOWERS
RESOLVED to approve the purchase of a new mower and strimmer to replace two of the present machines.

TOWN COUNCIL PUBLICITY AND INFORMATION
It had been suggested that the Town Council could be more pro-active in informing the public on services provided by the Town Council, and on those provided by the District and County Councils as it appeared there was confusion on whom to contact to obtain information or make a complaint. There was also a general unawareness of facilities available and how the democratic system worked. Various methods such as leaflets, posters, web-sites etc. were discussed but it was agreed that all of these methods were by themselves inadequate in arousing public awareness. It was acknowledged that any publicity campaign would incur costs and it was important that any initiative should be efficient, effective and represent value for money, and reach as many people as possible.
RESOLVED that further thought and discussion should take place and that this item be included on the agenda at the next meeting.

REVIEW OF EAST CAMBRIDGESHIRE DISTRICT LOCAL PLAN
NOTED that East Cambridgeshire District Council is to embark on a review of the Local Plan in Autumn 2004. A questionnaire on key local issues such as affordable housing, economic development, the environment and possible options for future growth will be sent at the start of the review process. An initial questionnaire on methods of consultation had been received.
RESOLVED that consultation on the Local Plan should be as full as possible including further questionnaires and documentation, attendance of a District Council Officer at future Town Council meetings, and use of public exhibition boards, together with consultation with all relevant groups and organisations.
RESOLVED also to produce a Town Plan for adoption by the District Council as Supplementary Planning Guidance.

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 or special nature of the business about to be transacted at Agenda Items 10, 11 and 12 namely Application for Financial Assistance - CAB, Grass Cutting Tender 2004 and S106 Agreement - Cofton Limited respectively, 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. Meeting was closed to press and public at 8.28pm.

APPLICATION FOR FINANCIAL ASSISTANCE - CAB
Consideration was given to an application for financial assistance from Ely and District Citizens Advice Bureau, towards its running costs.
RESOLVED that the Council in accordance with its powers under sections 137 and 139 of the Local Government Act. 1972 should incur the following expenditure which, in the opinion of the Council, is in the interests of the area or its inhabitants and will benefit them in a manner commensurate with the expenditure:
Ely & District Citizens Advice Bureau - £1,000
RESOLVED also that the CAB be requested to consider increasing its attendance times in Soham.

GRASS CUTTING TENDER - 2004
Consideration was given to a quotation received from Truelink Limited, for the cutting of verges etc.
RESOLVED to accept the quotation of £461.75 ex VAT per cut, and to enter into a three year contract with annual price increases being linked to inflation.

S106 AGREEMENT - COFTON LIMITED
Consideration was given to the parts of a S106 Planning Obligation Agreement applicable to the Town Council, in respect of Football pitch facilities.
RESOLVED to agree to the transfer of ownership of land to Soham Town Council, to be involved in approving plan and specification of the football pitch and facilities, and in return for a contribution of £100,000 to maintain the football pitch and facilities.

SACT
Councillor Mr AJA Hinsley declared a non-prejudicial interest in accordance with paragraph 9.2 of the Code of Conduct as a member of SACT Christmas Lighting Committee.
NOTED that a letter of thanks had been received from SACT for the Council's contribution towards it's Christmas Lighting costs.

BBC
NOTED a letter of thanks had been received by the Chairman from Mrs Carolyn Bramble and Mrs Debbie Tubby (BBC Network Producers) for the Town Council's help during the last few months.

ST. JOHN AMBULANCE CADETS
Councillor Mr AJA Hinsley declared a non-prejudicial interest in accordance with paragraph 9.2 of the Code of Conduct as a member of St John Ambulance, Adult Division. A letter had been received from Mr John Grimwood, Officer in Charge, Soham Combined Cadets requesting permission to hold an open air concert on the Recreation Ground on Saturday, 3rd July 2004.
RESOLVED to accede to this request and that the use of the Recreation Ground be free of charge.

CAMBRIDGESHIRE COUNTY COUNCIL - ROAD REPAIR AND RESURFACING
NOTED that works to repair defective areas of road and re-surfacing of the road, from the level crossing to G Fresh pack house at Barway, will begin on Monday 9th February, 2004 and is anticipated to last five weeks, dependent upon weather conditions.

EAST CAMBRIDGESHIRE GRAFFITI PROJECT
NOTED East Cambridgeshire Community Safety Partnership are working to monitor and improve the local environment and reduce anti-social behaviour. As part of this commitment, a graffiti project has been set up to include removing of graffiti from public areas and premises adjoining public areas. This service is free of charge and they are particularly keen to remove graffiti from areas such as bus shelters, children's play areas, benches and along public footpaths.
RESOLVED to inform them of graffiti along Church Alley and on the Ambulance Station in Fountain Lane Car Park.

CONNEXIONS BUS SERVICE QUESTIONNAIRE
NOTED that questionnaires were available, to be completed and returned to Mr Gavin Moulton, Community Transport Officer of Cambridgeshire County Council to enable him to investigate current levels of awareness and usage of Connexions Bus Services that serves the Soham area.

CAMBRIDGESHIRE POLICE AUTHORITY, LOCAL CONSULTATION GROUP - ELY SECTOR
NOTED that the next meeting of Ely Local Consultation Group will take place on Monday 1st March 2004 in the Main Hall of City of Ely Community College, Downham Road, Ely commencing at 7.30pm.

DATE OF NEXT REGULAR MEETING
NOTED that the next regular meeting of the Council would be held at 7.30pm, Monday 8th March 2004.