Over Parish Council Meeting – July 2026 Minutes
Over Parish Council – News and updates from Over Parish Council
A full Parish Council meeting for Over Parish Council was held on 14th July 2026 at 7pm in the Seminar Room at Over Community Centre.
Present – Cllr Fenn, Cllr Theobald, Cllr Couper, Cllr Day
Amy Lord – Clerk and Responsible Financial Officer.
Full Council Meeting
01/07/2026 Public Participation.
None
02/07/2026 To receive and approve apologies for absence.
Cllr R Robinson sent their apologies. All agreed to accept the apologies.
03/07/2026 Reports from County and District Councillors.
3.1 – County Councillor – Report received and circulated prior to meeting.
3.2 – District Councillors – The written report was received and circulated prior to the meeting. Cllr Hutchcraft highlighted the new Community Pantry Grant, which is available to support community pantries across South Cambridgeshire. The update on the Cambridge Growth Company/DEVCo was noted, with no further discussion/progression at this time. An update was also provided that the consultation for Northstowe was now on Phase 3B. Councillors raised concerns regarding the lack of road markings at Ginn Close. The Clerk confirmed that Cambridgeshire Highways had been contacted but advised that the road has not been adopted by the County Council. Concerns were also expressed that planning conditions relating to the Mill Pits development had not been fulfilled. Councillors discussed that the football pitch should have been completed before the occupation of the adjoining properties, but this has not yet occurred. It was also noted that the biodiversity land at Mill Pits does not appear to have been delivered as expected. Cllr Hutchcraft agreed to pursue these matters and provide an update.
04/07/2026 To receive declarations of interest.
Cllr Theobald – Lecterns, item 15/07/2026.
05/07/2026 To receive and approve the minutes of the previous meeting held on 9th June 2026.
5.1 The minutes from the meeting held on the 9th June 2026 were circulated prior to the meeting. All agreed to approve the minutes.
5.2 Cllr Fenn signed the minutes.
06/07/2026 Planning / Tree works Applications Update.
None.
07/07/2026 Finance.
7.1 To approve the schedule of payments for July 2026. It was agreed to approve the payments with the addition of the Atlas tree surgery invoice for £826.00.
08/07/2026 Overcote Update.
Members noted that the new height barrier appears to be working well overall and no damage has been reported since its installation. The Clerk advised that the ice cream vendor, who has been provided with the access code, had reported that people had been waiting by the entrance over the weekend in an attempt to gain access through the barrier when he entered the site. Councillors have been compiling a list of maintenance works for the contractor, including the removal of graffiti, repairs to a damaged fence and repairs to a burn mark on the fishing platform. It was noted that the fourth litter bin has now been installed. The Clerk and Chair met with District Councillor Rashid and representatives from South Cambs County Council and partner organisations via Microsoft Teams to discuss measures to address ongoing anti-social behaviour at Overcote. A range of options were considered, including improved signage with additional contact details. It was noted that the installation of CCTV is not currently feasible due to the lack of an electricity supply at the site. It was agreed that, should any further serious incidents similar to the recent assault occur, a further meeting would be convened within a month. In the meantime, work will continue on the design and installation of additional signage. The clerk will contact MC Maintenance regarding Overcote tasklist.
09/07/2026 Reports from Reps on Village Organisations.
9.1 Town Lands Charity. No meetings held since the last Parish Council meeting.
9.2 Over Community Association – The showers have been refloored and repaired in the home and away changing rooms as there had been a leak under the floor.
9.3 Over Day Centre – It was noted that client numbers continue to improve and are currently averaging around 77% of the break-even. Councillors were advised that the Trustees had discussed the proposed extension to the building and whether it was required based on current demand, or whether it was being pursued because Section 106 funding is available. The proposed extension would provide an additional eight places; however, it was noted that current client numbers are not yet at the existing facility’s capacity.
Three options are currently being considered: an extension for eight additional users, an extension for twelve additional users, or refurbishment of the existing facilities. It was noted that an extension could provide facilities better suited to people with additional needs, although this would also result in increased costs due to the potential requirement for specialist care. The matter will be discussed further at the Trustees’ meeting on 29 July.
9.4 Brice Aggregates – no update.
10/07/2026 Maintenance to Parish Land (including ponds).
Cllr Fenn advised that the handyman will look at footpaths where brambles have been reported as overgrown. It was raised that a number of trees at the bottom of Chapmans Way, near the school, have died. This includes both young saplings and more established trees. It was recalled that an agreement had previously been reached with the adjoining homeowner for the trees to be watered. The situation will be investigated further. An update was also received regarding the American Elm on the Village Green, adjacent to Willingham Road. The tree has suffered significant damage after a large section split and had to be removed. The Council’s tree surgeon has advised that the extent of the damage is unlikely to allow the tree to survive. It was agreed that the tree will be monitored and a replacement tree will be considered if the tree does not survive.
11/07/2026 To note advice received regarding the Extraordinary Meeting held on 23 April 2026 and to reaffirm the grant awarded to Friends of Over Primary School (FOPS)
To receive advice regarding the quorum requirements applicable to the Extraordinary Meeting held on 23 April 2026, note that the meeting was not quorate, and consider reaffirming the Council’s decision to award a grant to Friends of Over Primary School (FOPS). It was formally agreed that the Council reaffirms and approves the award of the grant to Friends of Over Primary School (FOPS). The resolution was agreed unanimously by all councillors present. The Chair signed the minutes of the Extraordinary Meeting, together with an addendum recording that the grant decision had been reconsidered and formally reaffirmed at this quorate meeting.
12/07/2026 To review and approve the additional sheets to IT & Cyber Security Policy for items 4&5
All approved the additional sheets to the data policy.
13/07/2026 ODC grant application.
Clerk to speak to ODC to ask them for a formal request.
14/07/2026 Quote for benches to be repaired.
A quote for £680+VAT was received from A.Wookey and approved by full council. Clerk to contact Atlas to ask them to carry out the work .
15/07/2026 Lecterns.
Five quotations had been obtained for the lecterns. It was noted that the preferred option, comprising A1 lecterns with aluminium frames mounted on legs, would cost approximately £600 per unit, with artwork estimated at a further £375 per board. Cllr Theobald advised that he may be able to undertake the printing of the artwork at a lower cost than the quotations received. Cllrs discussed the potential number and locations of the boards around the village. It was agreed that the parishioners who originally proposed the project should be contacted to seek their views on suitable locations and the historical subjects to be featured before any further decisions are made.
16/07/2026 Cherry tree.
It was noted that there was no tree on one side of the memorial garden or Sandpit pond where a tree was recently removed. Cllrs agreed that Sandpit pond would be the preferred location, clerk to contact the handyman to ask if he thinks that would be a suitable location and if he can collect the tree and arrange to plant at Sandpit pond if appropriate.
17/07/2026 Councillor vacancies
Clerk to contact Over Village News.
18/07/2026 New development corporation.
It was noted that there had been little progress since the previous meeting and discussions are continuing regarding membership of the proposed board. Members also noted that forthcoming announcements on Local Government Reorganisation could have an impact on the future direction of the project. Cllr Hutchcraft advised that he would provide a further update to the Council as soon as additional information becomes available.
19/07/2026 Website
Clerk to add link to Over Village News. The new diagram has been added to the site. Cllr Theobald has provided an article ‘history of Overcote’ to be put on the site.
20/07/2026 Football pitch – completion
Hayfields, the developer, has not completed the football pitch to the required standard. A quotation has been received from MC Maintenance to undertake the outstanding remedial works and to maintain the pitch for the following two years. It was noted that the Council intends to recover the associated costs from Hayfields. If agreed by the developer, the funds will be ring-fenced by the Council to meet the cost of the contractor carrying out the works and ongoing maintenance. A response from Hayfields is awaited before any further action is taken.
21/07/2026 LHI – Zebra Crossing update
The Clerk reported that Cambridgeshire County Council had requested confirmation of the Parish Council’s acceptance of the feasibility report, recommended scheme and previously approved £20,000 contribution by 6 July 2026. As the deadline fell before the scheduled Parish Council meeting, the Clerk, following consultation with the Chair, submitted the response in accordance with the Council’s previous resolution. It was noted that the application will now proceed to the South Cambridgeshire Member Panel.
22/07/2026 Update on bees at The Green.
The Clerk advised that the Council’s insurers had been notified and recommended that the Council erect warning signage, publish information on its website and social media, and complete a risk assessment. It was noted that the area around the tree has been fenced off. Councillors were advised that the nest cannot be removed without removing a substantial section of the tree. The Council’s tree surgeon has inspected the tree and confirmed that it is structurally sound, not hollow, and safe to remain in situ. Councillors discussed the provision of additional warning signage near the tree. It was agreed that the Clerk looks for suitable A4 signage for installation at the Pavilion to alert visitors to the presence of the bee nest.
23/07/2026 Items for next agenda.
Concerns had been raised with a councillor regarding an increase in vehicles parking on New Road. Consideration was given to placing the matter on a future agenda; however, it was agreed that, at the present time, the issue was not considered sufficiently significant to warrant further discussion. The situation will continue to be monitored.
24/07/2026 Date of next PC meeting.
8th September, 13th October, 10th November.
