AREA RESOURCE CENTRE (ARC) - East Cambridgeshire On-Line (ECOL) Agreement.

SOHAM TOWN FORUM FUNDING.

JOINTLY FUNDED MINOR HIGHWAYS IMPROVEMENTS - 2004 BID.

Mr J L Wignall
Clerk of the Council
1st September 2003 

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

a. Town Council Response
With the approach of the anniversary of the tragic events of last August it is anticipated that there will be significant media interest and it is important that the Town Council has a prepared response to any contact. A press briefing has been arranged by the County Council and a strict reporting embargo imposed. Following this briefing a response will be agreed and circulated to all Town Councillors, and it must be stressed that all Councillors strictly adhere to that response and not make any comments or statements which could be prejudicial.

b. Resignation of Chairman
Although I have been Vice-Chair I had not expected to take over the Chair quite so soon, and due to family circumstances I do not feel that I can adequately fulfil this role at the present time and I am therefore stepping down from the Chair but would be happy to serve at a later date. As Councillor Mrs PA Tuite is now a full member of the Council I would like to propose her for re-election to the Chair to enable her to continue the good work she started as Chairman last year and had hoped to continue.

Councillor Mrs FE Ross seconded the proposal and there being no other nominations Councillor Mrs PA Tuite accepted and duly took the Chair.

A proposal by the Chairman to nominate Councillor Mrs RR Aitchison as Vice Chairman for the ensuing year was seconded by Councillor Mr C Palmer and their being no other nominations Councillor Mrs RR Aitchison duly accepted.

APPOINTMENT OF REPRESENTATIVE - ROSS PEERS SPORTS HALL
Councillor Mr PS Lane disclosed a non-prejudicial interest in accordance with part 2 of the Code of Conduct in respect of this item.
RESOLVED that Councillor Mr CK Hempstead be appointed as the Council’s representative to the board of trustees of the Ross Peers Sports Centre to replace ex-Councillor Mr D Bradley.

MINUTES OF MEETING HELD 9TH JUNE 2003
RESOLVED that the minutes of the meeting be approved and signed as a true record subject to amendment of Minute 86/03.

MATTERS ARISING FROM THE MINUTES.

Policing Strategies (88/03)
The Clerk reported that PC Kevin Humble was unable to attend the meeting, due to other commitments within the area.
NOTED that information on recorded crimes for June 2003 had been made available.

Periodical Electoral Review of Cambridgeshire County Council (88/03)
County Councillor Mr J Powley reported that the County Council had agreed the submission to the Boundary Committee for England the submission rejected the original suggestion to divide Soham and agreed instead to group the Soham North and Soham South District Wards (including Wicken) into one division as although this would result in a significant electoral variation it would coincide with the District Council divisions and meet the wishes of the respective Town and Parish Councils.

Training Days for New Councillors (88/03)
Councillors Mr PG Beer and J Kirkham reported that the Training Day for New Councillors they had attended, along with Councillor Mrs ME Dwyer, was found to be both excellent and very informative.

MINUTES OF MEETINGS OF STANDARD COMMITTEES
RESOLVED that the minutes of the following committees which are printed and attached to these minutes be confirmed and approved and the recommendations contained therein be adopted:
Finance & Policy          - 9th June 2003
Planning                      - 9th June 2003
Cemetery & Allotments - 23rd June 2003
Community Amenities   - 23rd June 2003

Matters arising from the minutes:

FP14/03 Computer System
NOTED that arrangements had been made for the setting-up of a Council Website to link to Soham On-Line, East Cambridgeshire District Council and Cambridgeshire County Council Websites, and that new furniture had been ordered to improve operational functions.

CA2/03 Trees - Cemetery and St. Andrew's Churchyard
NOTED that the Tree Officer at East Cambridgeshire District Council had approved the proposed tree works to be carried out at Soham Cemetery and St. Andrew’s Churchyard.

COM2/03 Qua Fen Common - SUFC
Councillors Mr CK Hempstead and Mr PL Lane declared a personal interest in this item in accordance with Part 2 of the Code of Conduct.

COM3/03 Pavilion - Maintenance and Minor Improvements Hall Floor
The Clerk reported that on a second inspection, Churchill Contract Services Limited, who had originally quoted the next comparable price for refurbishment of all floors at the Pavilion had declined to be considered for the contract.
RESOLVED that the Clerk endeavour to obtain further quotations.

PAYMENTS AND SCHEDULE OF ACCOUNTS - JUNE 2003
Councillor Mrs PA Tuite declared a non-prejudicial interest as a trustee of ARC in relation to a grant received from the Countryside Agency.
RESOLVED that the schedule of payments and statement of balances, and Summary of Income and Expenditure as at 30th June 2003, and Budget Report at 30th June 2003, which are printed and attached to these minutes as appendices, be confirmed and approved, and were in accordance with Council’s financial regulations.

FINAL ACCOUNTS AND ANNUAL RETURN 2002-2003
a] RESOLVED to adopt and accept the Final Accounts for the year ended 31st March 2003.
b] RESOLVED to approve the Statement of Accounts as presented in Section 1 of the Annual Return.
c] RESOLVED to agree in the affirmative questions 1 to 8 as shown in the Statement of Assurance in Section 2 of the Annual Return.
d] RESOLVED to adopt the Internal Audit report no. 2003/Parish 8. The Vice Chairman proposed a vote of thanks to the Clerk and Assistant Clerk for maintaining and operating the systems to the standards contained in the Internal Audit report.

SOHAM FESTIVAL
Councillor Mrs PA Tuite declared a non-prejudicial interest as Chairman of Soham Town Forum.
Councillor Mr PG Beer outlined proposals for ‘A Soham Festival’ to be held in 2004 (a copy which is attached to these minutes).
RESOLVED to support the proposal for a Soham Festival in principle and to receive regular up-dates of proposed events and the progress thereon.

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 9 & 10, namely Application for Financial Assistance and Memorial Rules 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.

APPLICATION FOR FINANCIAL ASSISTANCE
Consideration was given to an application from The Winged Fellowship Trust for financial assistance towards its funds.
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 wit the expenditure:
£200 towards its funds.

MEMORIAL RULES
RESOLVED that to enable a lasting memorial, if required, to be created a dispensation from the existing Cemetery Rules regarding edging etc. be applied to grave spaces R80 and R81, but that the remaining Cemetery Rules apply and that the necessary Exclusive Rights of Burial Certificates be issued.

STREET NAMING AND NUMBERING
Notification of revised street numbering for new properties 29 & 30 Calfe Fen Close, 32 Qua Fen Common, 1a Red House Gardens, 67 The Butts, 68 Great Fen Road and 1 Longmere were received.

LOCAL GOVERNMENT LEGISLATION
NOTED that Section 101 of the Local Government Act 2000 allows the Secretary of State to confer powers on relevant authorities to provide indemnities for some or all of their members and officers.
A consultation paper and draft order were received setting out the Government's proposals for the use of that power.
NOTED also responses to questions raised in the paper and on the draft order are to be made to the Local Government Legislation Division by 6th October 2003.

EAST CAMBRIDGESHIRE DISTRICT COUNCIL - BEST VALUE PERFORMANCE PLAN 2003
NOTED that copies of East Cambridgeshire District Council's Best Value Performance Plan 2003 have been distributed to local libraries and can also be viewed on the Council’s website at www.eastcambs.gov.uk.

CAMBRIDGESHIRE DRUG ACTION TEAM
NOTED that a summary of current work produced by the Cambridgeshire Drug Action Team, a multi-agency partnership working to implement the National Drug Strategy was received.

DATE OF NEXT REGULAR MEETING
NOTED that the next regular meeting of the Council would be held at 7.30pm, Monday 8th September 2003.