No 7 of 2005/2006

 

Minutes of the Meeting of Debenham Parish Council held 7.30pm on Thursday October 20th 2005 at Dove Cottage.

 

 

Present:

Councillors Mrs H Huish (in the chair), Mr M Morley, Mr A Moreton, Mrs C Hellier, Mrs L Skelton,  Nikki Rush (Clerk), two members of the public and County & District Cllr Alcock

 

 

1.

Apologies for absence. Apologies received from Cllr’s Mrs F Winrow-Giffin, Mrs I Day, Mr R Walters and Mr P Lorenzo

 

1.1

Approval of extended Leave. Council agreed extended leave for Cllr C Grover. A letter of resignation had been received from Cllr S Deamer who felt that due to health reasons could not be of benefit to the Parish at this present time. Cllr Huish expressed her regret of loosing a valued member which was echoed by all present.

 

 

 

2.

To receive declarations of interest. Cllr Hellier declared a personal interest in item 11.8, area of Land in Andrews Close. Cllr Huish explained that as it was a personal interest that Cllr Hellier would be welcome to speak but could not vote on any resolution.

 

 

3.

Minutes of meeting held on 15th September 05. Cllr Huish requested Council to check the minutes page by page, Cllr Moreton proposed, seconded by Cllr Morley, agreed by all that the minutes be accepted, subject to the following amendments, as a true and correct record; Page 3, item 15.4 typing error ‘feasible’ to be replaced with ‘feasibility’ also paragraph repetition.. 

 

 

4

Police Report. No report received. Council noted that no report had been received since the June meeting. Report still awaited for the Car Parking Enforcement Campaign. Due to latest legislation stating that Parish Council’s are no longer required to act consultees the Council discussed the possibility of including this item in the Police Liaison meetings. Proposed by Cllr Huish agreed by all that involvement in Alcohol License Applications should be discussed in the Police Liaison meetings. 

 

 

 

 

 

Time 7.40pm
 
5

Standing orders suspended – Meeting open to allow members of the public to speak for 10 minutes. Council agreed that standing orders should be suspended for 10 minutes to allow members of the public to speak.  Mr N Cork requested to speak about his proposed planning application to erect a dwelling in the grounds of Stone Cottage, Water Lane, Debenham. The prospective build would, if planning granted, be erected at the Hoggs Kiss end of the land in question and would be in keeping with surrounding dwellings. An application submitted by the previous owner had been rejected due to it being a flood watch area. Building in Flood Watch areas is objected by the Environment Agency and not supported by the Parish Council. Mr Cork explained the enquiries made to date had concluded that MSDC did not object in principle but objections had been received from the Environment Agency. Cllr Morley enquired as to whether the design included flood avoidance as the area is prone to flooding. Mr Cork explained that there were various options available such as raising the land, which would only push the water into another area causing possible problems to other residents, building a flood tank underneath the land or gullies to direct the excess water safely away from the area. Mr Cork explained that until the application is submitted it is not known which option the Environment Agency will stipulate. The council could not at this time give its opinion to the proposed application until the views of the Environment Agency were known. Standing orders resumed 7.50pm

 

 

 

 

  6

Plans, permissions and refusals received.

 

 

 

 

6.1

1846/05 23 High Street, Debenham. Installation of sky mini dish. Council studied the application and the plans supplied. The proposed Sky Mini dish would be erected at the rear of the property and would not be visible from the high street. Cllr Moreton proposed, seconded by Cllr Morley, all agreed that approval be recommended for this application.

 

 

 

 

6.2

1245/05 Crows Hall Debenham. Reworking of 2 no existing dorma casement windows,   removal of some partition walls and making good, re-tiling roof of main house.

LBC Granted. Noted by Council

 

 

 

 

6.3

1670/05 Plots No 35, 37, 38, 40, 41 Sackvylle Street. Proposed front entrance lobby / wc extension. PP Granted. Noted by Council

 

 

 

 

6.4

1943/05 26 Low Road, Debenham. Demolition of existing conservatory and erection of single storey rear conservatory extension. Council studied the application and plans supplied. Cllr Moreton proposed, seconded by Cllr Skelton, agreed by all, subject to no objections from surrounding neighbours that approval be recommended for the application.   

 

 

 

 

6.5

2074/05 Glebe House, Vicarage Gardens, Debenham. Canopy reduce one lime by 50%, Canopy reduce and reshape one Lime by 15%, Reduce and reshape one lime including dead wooding, Use de compaction method to improve rooting environment. After discussing the application Cllr Huish proposed, all agreed that approval be recommended for this application with the proviso that the recommendations made by Mr Mitchell at MSDC are followed precisely.

 

 

 

 

Time 8.00pm
 
6.6

1946/05 26 Henniker Road, Debenham. Extend existing single garage to double 

Garage with pitched roof. Council studied the application Cllr Moreton then proposed, seconded by Cllr Hellier, all in favour subject to no objections by neighbours that approval be recommended for this application.   

 

 

7.

 

 

7.1

B & G Services (East Anglia) Ltd. WC Cleaning 5th September – 9th October 05

841.86

7.2

UK Hosts. Website Management for October 05

117.50

7.3

Suffolk Association of Local Councils – Risk assessment Training

35.25

7.4

MSDC Annual Playground Inspection & Disability Audit

61.10

7.5

Mark Sillet Street Cleaning 16th Sep 05 to 19th Oct 05

643.37

7.6

GB Contracts. Play Area grass cutting – 1 cut in August

No invoice

7.7

GB Contracts. Cemetery grass cutting – 1 cut in August

No invoice

7.8

GB Contracts. Church Yard grass cutting – 1 cut in August

No invoice

7.9

SCC. Street Lighting standard maintenance & energy costs 1st April 05 – 31st Oct 05

1617.27

7.10

Clerks Expenses. Mileage, stamps, Storage unit for WC etc

73.65

7.11

Clerk Salary (Net) 19th September – 21st October 05. 5 weeks. Hours worked over contractual From July 21st up until Wednesday 19th October 

771.77

7.12

N.I

54.25

7.13

Employers N.I

63.13

7.14

Income Tax

75.17

 

 

Cllr Moreton proposed, seconded by Cllr Skelton, all agreed that the accounts stated are to be paid.

 

 8

Receipts.

 

8.1

Interest 01/08/05 - 31/08/05

133.65

 

8.2

Annual rent for allotment 2005 / 2006

68.20

 

8.3

Website Advertising

50.00

 

8.4

Payment from Woodland for reseeding and cost of seed

614.00

 

8.5

Contribution from Woodland for fencing

2500.00

 

8.6

Funeral Fees

203.00

 

8.7

Precept (final half annual for 05/06)

22476.40

Time 8.05pm
 

Receipts noted by Council

 

 

 

Time 8.07pm
 
 9

Meeting adjourn for 10 minutes

 

10

Committee reports

 

 

 

10.1

Cemetery committee report - Items for discussion – update on installation of bollards, fencing, gates and oak tree. The Clerk explained that a site meeting had been held with the contractor to decide the position of the bollards and Millennium Gates. Cllr Huish requested that the bollards be sited closer to the tarmac road to avoid further damage to the verge, the Clerk agreed to contact the Contractor to request repositioning. Scheduled completion by the end of October.                                                       Clerk    

a)

Letter to Pecks Funeral Service requesting removal of soil by grave diggers so as to avoid further damage to trees. Noted by Council.

10.2

Allotment Committee. Items for discussion and approval. The draft minutes of the Allotment and Cemetery Committee meeting held on Monday 17th October were presented to and noted by Council. The council accepted the recommendation made by the Committee that tenants refusing to sign the agreement would have there tenancy revoked and monies returned. Council also agreed that small amounts of surplus produce could be sold to purchase seed and fertilisers but prohibited commercial sale and the use of sprays other than those permitted in organic farming. Due to the land being leased the Parish Council concluded that it is not in the position to make the land statuary allotment land. The lease runs for 999 years and permits the land to be only used for agricultural, allotment and public access.  

10.3

Employment and Finance Committee. To appoint new committee member. Cllr Huish explained that two volunteers had been received from members, explained the purpose of the committee to those members present and invited others to volunteer. Having received no more volunteers the Council ratified that Cllr Walters and Cllr Day should be appointed to the Employment and Finance Committee. Cllr Huish stated that the half annual finance figures would be presented to Council at the November meeting and requested that Councillors present their budgets for the Precept preparation including indication of reserves for the Finance Committee meeting in November.

                                                                                          

                     

11

Working groups and individual’s reports

 

 

11.1

Affordable Housing - Items for discussion and approval. Council were informed that Greg Dodds the officer in charge of Affordable Housing at MSDC had left and was now employed by the Regional Assembly. The land in Henry Street is being transferred to Flagship Housing with building work expected to commence in December.      HH/MM                                                                                                

 

 

 

 

 

 

11.2

Millennium Gates - Items for discussion and approval. As item 10.1

 

 

 

 

 

 

11.3

Public Lavatories - Items for discussion and approval. Complaints had been received from parishioners with regard to the hard shiny toilet paper being used in the public toilets; also the window in the gent’s toilet had been left open over night. The clerk agreed to address these two matters with the cleaning contractor and report to Council.                                                                                                            Clerk

 

 

 

 

 

 

11.4

Debenham Enhancement Group- Items for discussion and approval. Cllr Huish explained that there was no update as quotes were still awaited from Bob Daniels. .HH

 

 

 

 

 

 

11.5

Street Furniture (report attached) - Items for discussion and approval. Cemetery bench update. The bench is due for collection and installation imminently, and will be anchored into position. Two of the Christmas tree anchors would have to be used with new anchors for the Christmas Tree to be purchased from the Street Furniture budget.                                                                                                                        AM

 

 

 

 

 

 

11.6

Street Lighting – Items for discussion and approval. SCC Report of Provisional costs for financial year 2005-06. Cllr Moreton reported to Council that the budget for this financial year for energy and maintenance cost of street lighting had been based on the actual costs of the previous financial year with an estimated inflation in energy costs of 30%, the actual increase amounted to 36%. The maintenance costs had also increased by £241.57. A contingency sum of £1000.00 had been set aside at the time of setting the budgets. This was for the increase and unforeseen expenditure; this contingency sum, Cllr Moreton reported, will adequately cover the increased costs incurred. Cllr Moreton proposed that Council accepted the new figures and paid the invoice accordingly. Concern was raised over the seemingly huge increase in costs and the agreement offered by Suffolk County Council. It was deemed that other quotes be sought to keep costs minimal whilst maintaining best service. These figures would be presented to council in the November budget meeting.                                                                            AM/Clerk     

 

 

 

Council agreed to Items 20 and 21being brought forward
 
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

20

County Councillor’s report. October.  County Councillor Alcock was in attendance and presented his report to council to which the council noted. Report attached.

 

 

21

District Councillors’ report. October. The report was presented to Council by District Councillor Alcock. Report attached. 

 

 

 

 

 

11.7

Car Parking – Items for discussion and approval. Police enforcement update. Nothing to report. East of England Plan meeting to which Cllrs Huish and Morley attended refuses to adopt own plan for car parking and increased vehicles unless the government assists with funding. The existing funding does not necessarily denote responsibility.  Council requests that Councillor Alcock addresses the matter with the panel.

 

 

 

 

 

 

11.8

Trees and Greens - Items for discussion and approval. The previous Clerk had requested clarification of ownership from MSDC of the area of grass in Andrews Close. The Clerk agreed to follow up this enquiry and write to MSDC requesting details on all the land that they are responsible for in Debenham.                                                   Clerk

The Boundary agreement for the Boundary between St Mary’s Church and Mr Shacklock’s property Cheesehill House had been received from the PCC. Council reviewed the agreement and contested the statement that the maintenance of the trees on the boundary remaining the responsibility of the Council. The Council has maintained the trees during recent years on an informal agreement only, when the church yard closed the responsibility of the area passed to the Local Authority and not specifically to the Parish Council. Therefore the Council requested that the statement regarding the Parish Council being responsible for the trees to be removed from the agreement. The Clerk agreed to contact Mr Holme of the PCC informing him of Councils request.            Clerk                                                                                                                     

 

 

 

 

 

 

a)

    Report on the condition of various trees throughout the village and

    recommended action required. Actions noted by Council

 

 

 

 

 

 

b)

    Letter to MSDC requesting funding for replacement trees and response received.

    Noted

 

 

 

 

 

 

11.9

Emergency Planning –Report to Council, Floodwatch TOR Sep 05 report and Flood Plan Sep 05 report attached. Items for discussion and Approval. Cllr Huish thanked Cllr Moreton for the work done and for producing a very comprehensive document. Cllr Moreton stated that the report had come from the Emergency Group. Further work to be done on securing evacuation premises. The Flood Awareness Road Show which had been in the village had proved a great success and further information had been gathered regarding requisition of beds and food should an emergency happen. Over a 100 year projection it was deemed that the probability of a flood effecting Debenham was 75% in the next 10 years. Vegetation clearance had been undertaken by the Environment Agency in the vicinity of the Cherry Tree Public House, the Clerk agreed to enquire with the agency to when the remaining tributaries would be cleared.                               AM/Clerk                                                                                          

Cllr Moreton proposed, seconded by Cllr Morley all agreed that the Emergency Plan be adopted with the noted minor changes.

 

 

 

 

 

 

11.10

Web site reports September attached - Items for discussion and approval. Cllr Morley reported that Mr Hutt was still the registrant of www.Debenham.com and asked Council whether they considered Reeza Awoodun, Web Site Editor or a member of Council should be the registrant of the domain name. After further discussion Cllr Morley proposed, seconded by Cllr Hellier, all agreed that the Clerk should be the registrant of www.debenham.com.

 

 

12

Hoppit Woodland and Lake Project:

 

12.1

To receive minutes of meeting of 5th September 2005. The Clerk reported that despite a request being sent on the 12th October for the minutes they had yet to be received. Counci’l requested that a letter be sent to the Woodland committee reminding them of their obligations and being in breach of the conditions of Audit and insurance. Copies of the agenda and minutes must be presented to council within the required times laid down by law.                                                                                                                         Clerk 

 

 

12.2

Report of AGM meeting of 3rd October 05. Cllr Lorenzo who had attended the meeting on the 3rd October produced a summary which was presented to Council in his absence. The council raised concern as to where the monies were to be sourced from for maintenance until the Woodland and Lake generated its own income. The Clerk agreed to send an official request to the Woodland Committee requesting a statement for projected income and expenditure for 2006/2007 to ensure maintenance for the fish stock, lake and trees etc. The council requests this information in order that figures can be factored into the budget requirement for next year.                                               Clerk                                                                                                                                                           

 

 

12.3

Matters arising. No matters arising.

 

 

12.4

Increase in Street Cleaner hours to cover bins and litter picking for Hoppit Wood and Lake. MSDC have confirmed the Councils request for an increase for the 2 of the 4 extra hours required for the Street Cleaner to empty the bins, once installed, in the new Woodland and Lake areas. The council agreed that the area is looking great and that every one involved to date should be complimented on its development. Posters advertising the planting days which are scheduled for 25th, 26th and 27th November to be erected by the committee around the village.

 

 

 

 

13

Reports from Representatives on outside bodies.

 

 

 

 

13.1

Report on Debenham Community Education Trust AGM held on 3rd October 05. RW. Cllr Walters had produced a report on the meeting which stated that the Youth Club was well attended with support being given to the Big Draw and Big Read events and have raised money for a new Baby Bed at Ipswich Hospital. Concern was raised in Community Education over temporary teaching contracts ending in March 06. The Parents and Toddlers group was reported to be booming with a new child attending every week. PC J Gibbs reported on the problems of youths meeting in the light evenings around Coopersfield and the Lake area. One youngster had requested a drop in facility. The council noted the report and agreed to confer with PC Gibbs as to the possibility of external funding for a drop in facility. HH/AM

 

 

 

 

13.2

Report on Sir Robert Hitcham Trust Meeting  held on 4th Oct 2005. RW.  Cllr Walters had produced a report on the meeting to which Council required further clarification.                                                                                                               RW

 

 

 

 

14

URC Ground. Letter to solicitors requesting Debenham Parish Council as Trustees for the land to be used as a Memorial Garden with Associated Car Parking. The Clerk was congratulated on the recent progress made and council hoped that in light of recent correspondence a speedy conclusion could now be reached.

 

 

15.

Election Result and letter from MSDC instructing Co-option for latest vacancy. The Clerk informed Council that the vacancy created by Cllr Alcocks resignation had now been filled. Ten parishioners had called for an election with only one nomination being received by MSDC, this nomination was uncontested. The successful candidate would be welcomed to the table, providing that Declarations of Interest were signed either prior to or at the November meeting. The vacancy created by Mrs Day-Hydes resignation could now be filled by co-option as the deadline for parishioners to call for an election had now passed.

 

 

16

Chair’s report. No Chair’s Report

 

 

17

Clerks’ Action report. The clerk explained that no Councillor had completed any area attaining to them on the Action Report since the September meeting. It was agreed that the clerk would resend the Action Report to all councillors requesting information of any actions completed.                                                                                                                        Clerk 

 

 

18

Correspondence in circulation among council

 

a)

SCC. Suffolk Provisional Local Transport Plan 2006 - 2011

c)

Suffolk Police Authority. Policing Forums

d)

POP Newsletter

e)

Anglican Church In Southern Africa

f)

Landscape Access Recreation. Map detailing Common Land in Parish

g)

Mid Suffolk Citizens Advice Bureau – Notice of General Meeting.

 

 

 

19

Correspondence received recently and not yet circulated.

 

 

 

 

19.1 

Big Draw. The letter requested support from the council in the use of public display of  entries. The council agreed that it would donate a Dove Cottage booking which would have been used for the Parish Council Surgery to the cause. Cllr Moreton proposed, seconded by Cllr Skelton that the clerk write to the author of the Big Draw letter stating that in support of the project the Council would donate a booking of Dove Cottage for the display of entries. The booking to be made via Shirley Dalison