Debenham Parish Council

No 6 of 2005/2006

Minutes of the Meeting of Debenham Parish Council held 7.30pm on Thursday September 15th 2005 at Dove Cottage.

Present:

Councillors Mr M Morley (in the chair), Mr P Lorenzo, Mr A Moreton, Mr R Walters, Mrs C Hellier, Mrs I Day, Nikki Rush (Clerk) and two members of the public. Cllr Mrs L Skelton arrived at 8.00pm

1.		Apologies for absence. Cllr’s Mrs H Huish, Mrs F Winrow-Giffin and Mrs G Day-Hydes
	1.1		Approval of extended Leave. The council granted the continuance of extended leave for Cllr’s C Grover and S Deamer

2.		To receive declarations of interest. Cllr Lorenzo declared an interest in items 15.9 and 22n. Cllr Moreton declared an interest in item 7.3.

3.		Minutes of meeting held on July 21^st & Extraordinary Meeting held on August 12^th 2005. The Chair asked all councillors present to check the minutes of the meeting held on the 21^st July, it was then proposed by Cllr Moreton, Seconded by Cllr Walters agreed by all that they be signed as a true and correct record. Each page was then initialled and the minutes signed fully by the chair. The chair then requested that all councillors present checked the minutes for the extraordinary meeting held on the 12^th August. Cllr Moreton proposed, seconded by Cllr Lorenzo agreed by all that the minutes be signed as a true and correct record. The chair then initialled all pages and signed and dated in full. The clerk was congratulated on the accuracy of the minutes.

Police Report No Police Report Received

Time 7.35pm

Standing orders suspended – Meeting open to allow members of the public to speak for 10 minutes. Agreed by all that standing orders be suspended for 10 minutes. One member of the public, Mr W Pearson, a resident of Coopersfield, requested to speak. The council was informed of the mis use of the car park at Aspall Road Recreation ground. It was reported that the residents in the area are being disturbed by the noise of cars doing ‘donuts’ and loud music being played in the evening. The Parishioner requested that the council considers the installation of a lockable tipping barrier which would prevent access to the car park from 7pm to 7am, the parishioner explained that the locking and the unlocking would be conducted by himself and one other on a free of charge basis. Councillors were then invited to visit the site to experience the problems being experienced and to be able to fully explain the positioning of the proposed barrier. The Chair thanked the member of the public for his offer of help and contribution and explained that the item was on the agenda for discussion later in the meeting.

Time 7.40pm

6

Plans, permissions and refusals received since planning meeting of September 12^th 2005

6.1

Debenham Leisure Football Application update

Application number 1001/05 erection of spectator stand, installation of floodlights to Debenham FC Football. The Clerk informed the council that Planning Permission had been Granted. The Council was then informed by the chair of the restrictions relating which are; floodlights only to be used between 8pm and 10.30pm, more details of the materials to be used and design of the spectator stand and the floodlights are only to be used once fully installed ie once all baffles are in place.

6.2

Affordable Housing Application update. The clerk informed the council that to date no written notification had been received however verbal confirmation that the application for the erection of 11 houses had been granted with the proviso that the developer makes funds available for the supply and installation of play equipment.

6.3

1670/05 Plots 35,37,38,40 & 41 Sackvylle Street, Debenham. Proposed front entrance lobby / w.c extension. Following examination of the application and plans Cllr Moreton proposed, seconded by Cllr Lorenzo, all in favour that approval is recommended for this application.

6.4

1471/05 Debenham High School. Erection of 300mm Transmission Dish. Planning permission granted. The Council was informed that the application for the transmission dish had been granted with the proviso that once the dish became redundant its removal is immediate.

6.5

1376/05 The Old Dairy, 13 Gracechurch Street, Debenham. Bricking up of door opening. Listed Building Consent Granted. Noted by Council.

6.6

1848/05 50 High Street, Debenham. Pollard two Lime Trees by 50%, Canopy reduce one Yew Tree and three Cypress Trees by 50% and Canopy reduce one Cherry Tree by 50%. Proposed by Cllr Moreton, Seconded by Cllr Walters all in favour that as the tree’s concerned posed no visual change to the High Street and the Tree Officer from MSDC had visited the site approval be recommended.

Accounts for payment

7.1	The Experience Catering Company Ltd. Toilet cleaning 25^th July – 28^th August 05	393.05
7.2	Harrowing and Levelling off of re-claimed allotment land. Expense claim £25.00 contribution by DPC	25.00
7.3	Expense. A Moreton – No Parking Signs - 4 small and 2 large signs	34.00
7.4	Suffolk Association of Local Councils – Clerk Induction Day	38.13
7.5	B & G Services. Toilet Cleaning 29^th August – 4^th September 05	139.15
7.6	Mark Sillet Street Cleaning 20^th August - 14^th September	507.45
7.7	GB Contracts. Play Area grass cutting – 1 cut in August	41.12
7.8	GB Contracts. Cemetery grass cutting – 1 cut in August	123.37
7.9	GB Contracts. Church Yard grass cutting – 1 cut in August	117.50
7.10	Clerks Expenses. Mileage, stamps, Ink cartridges etc	53.87
7.11	Clerk Salary (Net) 29^th August – 16^th September	418.64
7.12	N.I	3.06
7.13	Employers N.I	3.56
7.14	Income Tax	14.14
7.15	UK HOST. September Website Management	117.50

8	Accounts for Ratification . Regular Payments paid in August in absence of Meeting
		8.1	UK Hosts. Website Management	117.50
		8.2	Heelis and Lodge – March 05 end of year Auditing fee	90.00
		8.3	GB Contracts. Cut and strim grass Playarea. One cut in July	41.12
		8.4	GB Contracts. Cut and strim grass areas Church yard. One cut in July	117.50
		8.5	Bristish Telecom – Parish Council telephone line 2^nd May – 19^th July and Broadband.1^st July – 30 September 05	145.36
		8.6	Mark Sillet Street Cleaner from 21^st July to 19^th August 05	560.56
		8.7	The Experienced Catering Co. Toilet Cleaning from 18^th June to 24^th July 05	414.81
		8.8	Clerk Expenses. Mileage, Recorded Delivery, Stamps and Stationery	38.28
		8.9	Clerk Salary (Net) 25^th July – 26^th August	642.61
		8.10	N.I	35.02
		8.11	Employers N.I	40.75
		8.12	Income Tax	48.77

	Cllr Walters proposed, seconded by Cllr Hellier, five in favour, one abstention due to a declared interest that the accounts be paid.

9	Receipts.
		9.1	Annual rent for allotment 2005 / 2006	8.80
		9.2	Annual rent for allotment 2005 / 2006	16.60
		9.3	Annual rent for allotment 2005 / 2006	12.10
		9.4	Annual rent for allotment 2005 / 2006	8.80
		9.5	Annual rent for allotment 2005 / 2006	12.10
			Clerk reported that remaining rent payments are due by 29^th September 05

Alliance Leicester – New Authorised Signatory. The Chair requested that due to a signatory’s resignation that another Councillor volunteered to become a signatory to the Parish Council bank account. Cllr Hellier volunteered to become a signatory. The Authorised Signatory form was passed to all signatories present for their signatures.

Consideration of transfer of banking arrangements. Due to communication problems with the existing provider it was deemed that alternative arrangements be investigated. The clerk reported on the advantageous interest rates that the bank accounts currently receive with the existing provider Also that significant progress had been made in recent days to resolve the communication difficulties. Comparisons were made between the two banking organisations, the clerk recommended that due to the vast difference in interest rates offered the council gives consideration to remaining with the current provider. Cllr Walters proposed, seconded by Cllr Moreton that the banking arrangements are reviewed again in three months time to allow current communication problems to be resolved.

Consideration of Direct Debit payment to British Telecom at a cost of £37.50 per month inc VAT (including Broadband) or permission to pay as soon as original bill arrives. The clerk reported that based on the advice received from British Telecom the line rental and calls equates to £10.50 per month with Broadband subscription being £17.99 per month, with the suggested Direct Debit amount being £37.50 per month. Proposed by Cllr Moreton, seconded by Cllr Lorenzo agreed by all that the suggested Direct Debit is set up for review in one years time. Clerk

Time 8.05pm

Meeting adjourn for 10 minutes

Time 8.15pm

14

Committee reports

14.1

Cemetery committee report - Items for discussion – update on installation of bollards, fencing, gates and oak tree. The Clerk reported that the bollards and the Millennium Gates will be installed within the next four to six weeks. The contractor, Bloomfield & Sons had requested a site meeting to which Cllr Walters offered to attend with the Clerk, date to be arranged. A walk about meeting had been arranged for the 21^st September with David Mitchell at MSDC, the Clerk and Cllr Hellier. The meeting is to discuss the future of the damaged tree in the Cemetery, pollarding of other trees in the village and the removal of the fallen Willow in Andrews Close. The chair expressed his sincere thanks to those who assisted in the removal of the fallen branch in the Cemetery. Clerk / CH

15	Working groups and individual’s reports

15.1

Affordable Housing - Items for discussion and approval. Planning application approved. As per item 6.2 planning permission granted, no further items to discuss.

15.2

Millennium Gates - Items for discussion and approval. Completion Date Required. Installation by the end of October.

15.3

Public Lavatories - Items for discussion and approval. New cleaning contractors and builder instructed. Permission for storage unit for store cupboard estimated cost £10.00. The chair thanked the clerk and Cllr Huish for arranging the new cleaning contractor, who to date was proving very successful with no known complaints. A builder has been awarded the contract for carrying out the alterations to the toilets to bring them up to DDA standards, for completion no later then February 2006. The new cleaning contractor had requested the Council purchase a storage unit to be sited in the cupboard in the gent’s toilet. The unit to be used for the safe storage of toilet rolls and cleaning chemicals etc. Proposed by Cllr Moreton, Seconded by Cllr Walters agreed by all that a storage unit be purchased with the maximum cost of £10.00. Clerk

15.4

Debenham Enhancement Group- Items for discussion and approval. Site meeting has taken place to explore feasibly of herring bone parking, signage, footway surfacing and some realignment of dropped kerbs. Funding package being sought. The chair reported that the Enhancement group is working on a joint bid in collaboration with Suffolk County Council, Mid Suffolk County Council and Peasanhall. The bid is to enable changes to be made to make the village more attractive. The changes to include additional car parking, signage, footways and alignment of dropped kerbs. A meeting had been held and funding is now being sought from various grant bodies.

15.5

Street Furniture (report attached) - Items for discussion and approval. Cemetery bench update. Cemetery gate being repainted. No other report.

15.6

Street Lighting. No report.

- MSDC Environment and Transport confirmation of order for Street light replacement in Moores Close and Henniker Road. Noted by council.

15.8

Car Parking - Items for discussion and approval. Report on police car parking enforcement. PC Anderson has approved notes on agreed actions. The enforcement report from the walk about meeting had been agreed by Sgt Anderson although no noticeable improvement had been noted, the clerk agreed to write to Sgt Anderson enquiring whether the opportunity had arisen to brief other forces to assist in the parking problems being experienced. The council noted the improvement in the parking in Henniker Road which is due to residents conferring between themselves to improve the situation. The council wishes to congratulate and thank the residents who have brought about the improvement. Clerk

15.9

- 26 Henniker Road – request for ‘H’ marking. A request for an ‘H’ marking had been brought to council more then six months ago but had been refused due to a query over the ownership of the area of land concerned. The parishioner concerned had now gained proof of ownership and had written detailing the problems incurred in gaining access to his drive due to inconsiderate parking of others. The resident has three vehicles belonging to his household which are all parked on his driveway access. In his ownership there are another two parking spaces in the lay-by which he allows the neighbours to use on a first come first served basis. The requested position of the ‘H’ marking is on the opposite side of the road which occurs on a bend and causes a hazard to on coming traffic when vehicles park there. Proposed by Cllr Moreton, seconded by Cllr Lorenzo, agreed by all that the parishioner writes to MSDC and if a formal request were forthcoming to the Parish Council the application would be recommended for approval.

Time 8.40pm

Low Road Traffic / Car Parking problems – request for an ‘H’ marking. The request has been brought about by that damage caused by the newly rerouted bus route. When cars are parked outside the Doctors surgery the buses have to mount the verges to be able to get past. This is causing great damage to the verges and also damaged a newly laid drive. The council also noted the large crack that has appeared in Gardeners Road since the rerouting of the bus route to that road. The council discussed the possibility of approving an ‘H’ marking to be installed out side the Doctors and took into consideration the problems which possibly could be caused by the installation. Concern was raised over those patients who have reduced mobility being forced to park some distance from the doctors. The clerk was requested to write to the Bus Companies detailing the problems and damage to property incurred by the new route of the bus and request for information of change of route. It was then proposed by Cllr Morley, and agreed by all that a letter be sent to the Highways Department stating that the Council, in principal has no objection to the ‘H’ marking but would like the Department to carry out further investigation into the problems and damage caused by the Bus route. Clerk

Water Lane Restricted access sign for heavy HGV vehicle. Cllr Lorenzo having declared an interest was called upon for clarification of the problems incurred by lorries taking the wrong turning. The council was informed that on two separate occasions lorries supplying business in the area had got lost whilst leaving the village and had then got stuck in Priory Lane causing obstructions for residents and on both occasions the lorry drivers had been from overseas. Due to the council’s dislike of the erection of unnecessary signage Cllr Morley proposed, five in favour, one abstention that a watching brief is kept and the topic revisited in the event of further occurrences.

15.10

Trees and Greens - Items for discussion and approval It was reported by the working group that the grass in the orchid areas had now been cut but cuttings, despite the collection request to MSDC had been left and the grass had been cut choppy and unsightly. The Clerk agreed to contact MSDC again to request immediate rectification of the problem. Clerk

15.11

Henniker Road and Moores Close Tree Pollarding - David Mitchell at MSDC being approached. As detailed in item 14.1 a site meeting has been arranged for the 21^st September 05.

15.12

MSDC Grass Cutting contract. Response regarding the complaint re grass cutting being left on paths. The clerk reported that no response had been received to date and agreed to pursue further with a copy to Chris Fry at MSDC. Clerk

15.13

Web site reports August attached - Items for discussion and approval. Cllr Morley reported on the continued success of the web site with increasing usage and number of hits.

16	Hoppit Woodland and Lake Project:

16.1	To receive minutes of meeting of 4^th July 2005. Noted by Council

16.2	Report of meeting of 5^th September 05 (if available). Note: AGM 3^rd October 05. Noted by council with the reminder that the AGM is on the 3^rd October to which Cllr’s Hellier, Lorenzo and Morley agreed to attend.

16.3	Matters arising. No matters arising.

16.4	Speed humps at entrance to car park adjacent to Coopersfield or lockable barrier. Further to the address received from a member of the public under item 5 the clerk informed the Council of the approximated cost of the supply and installation of a lockable tipping barrier being £600 - £700 exc VAT. The council considered the impact of such an installation to other residents and the agreed usage of the recreation ground for the youth football team practice. The idea of the lockable barrier having a combination lock was also considered and how to overcome the problem should the code fall into the wrong hands. Other options were discussed such as the installation of raised kerbs to prevent youths doing ‘donuts’ but this would not prevent the loud music. Concern was raised over whether access could be restricted under any access rules laid down by the Woodland funding organisations. As the car park was extended to mainly serve the newly constructed Woodland and lake it was decided that the Woodland Committee be consulted with regard to Barriers for Entry and Restrictions such as raised kerbs in the Car park. Once views are received and limitations fully understood the council agreed to revisit the topic for further discussion. In the meantime the Clerk agreed to contact the Police to request a more regular attendance in the area. Clerk


17	Reports from Representatives on outside bodies. No reports available.

18	Proposal for future meeting between Debenham Parish Council and Debenham Leisure Centre. The council discussed the possibility of setting up six monthly meetings with the Leisure Centre to discuss future plans in order that the two organisations can work together in partnership for the good of the community of Debenham. Cllr Morley proposed, agreed by all that the Parish Council organise the next of these meetings with subsequent meetings organised between the PC and DLC on alternating basis. The clerk agreed to write to the Chair of the Leisure Centre inviting them to the meeting at a date to be mutually agreed. The council also discussed the possibility of holding Community Forums where all organisations in the village would have an opportunity to give a presentation on planned events and issues they are facing and those in attendance could then offer support and advice. The object would be to involve all groups of the community with the aim of promoting more awareness and togetherness. The clerk agreed to write to organisations such as (include list as agreed on night) suggesting the Community Forum and requesting their views. Clerk

19	URC Ground. Charity Commission permission for ground to be used as Car park and memorial ground. A letter had been received from the Parish Council Solicitors stating that the Charity Commission had given permission for the use of the land for a memorial garden; no reference had been made for the partial use as a car park. The clerk reported that she had made direct contact with the Charity Commission with regard to the usage of the land. The contact at the commission stated that she would have to check with the legal department with regard to the use of the land as a car park combined memorial garden. The legal department would have to be consulted as a car park would not fall into the criteria set. Response a waited from the Charity Commission. Noted by Council. Clerk

20	Chair’s report. No report

21	Clerks’ Action report. The Action List had previously been circulated via e-mail to all Councillors for their update and also copies were handed out at the meeting. The clerk explained that the completed actions as appeared on the hard copy would now be removed and requested that all Councillors completed where applicable and e-mailed the clerk with the results. All

22	Correspondence in circulation among council

a)	MSDC Leisure Amenities. Heart of Suffolk Treasure Trails
c)	MSDC Social & Economic Development. Western Suffolk Crime & Disorder Reduction Partnership Strategy 2005 – 2008
d)	MS Communities against drugs bulletin.
e)	Suffolk Housing Society – notice of change of Tennant
f)	Nottcuts – Kick off your Autumn Planting advertisement
g)	Suffolk County Council – Industrial Action by the Fire Brigade’s Union in Suffolk.
h)	Wildlife Trust – Annual Review
i)	Wildlife Trust – Nature Products Magazine
j)	Wildlife Trust – Natural World Magazine
k)	Wildlife Trust – Autumn Magazine
l)	Local Council Review Paper
m)	Campaign to Protect Rural England – Magazine
n)	Suffolk East Primary Care Trust – Consultation Letter
o)	Invitation to Suffolk ACRE AGM on 15^th September 05 and Directors Report
p)	Smith of Derby Ltd, Annual Maintenance report on Church Clock
q)	Suffolk ACRE RAP letter
r)	SCC Environment and Transport – Free Road safety posters
s)	Letter from DLC. The council requested that an acknowledgment letter be sent to the Chairman of Debenham Leisure Centre stating that their letter had been circulated to all councillors.
t)	Letter re Clios extended licence. The council were informed that due to the latest legislation the only notification require of a license application is to the Police, to the public via a notice outside the premises concerned and in the local Newspaper. No notification would be sent to the Parish Council. Concern was raised by the council over the need to have another establishment in the village selling alcohol without food. Cllr Morley proposed that discussions are held between the Parish Council and the proprietor of the business concerned to help ensure that existing alcohol-related problems are not further aggrevated. The clerk agreed to send a letter to MSDC informing them of the Parish Council’s concerns and discussion with the proprietor. Clerk and Cllr Morley
u)	Suffolk Scene Magazine


23	Out and About donation request. Attached. The council discussed the request but decided that due to the previous allocation of section 137 payments for 2005/2006 no donation could be sent at this time. The request will be noted and will be reviewed during the build of next year’s budget. Clerk

24	Correspondence received recently and not yet circulated. None Received.

25	County Councillor’s report. August and September. August noted, Septembers report to be included in Octobers Meeting. The County Councillor reported on the Firemen’s Strike, east of England Regional Assembly, The 20’s Plenty Initiative and the Future Finance and Council tax levels. Full report attached.

26	District Councillors’ report. August and September. August noted, Septembers report to be included in the Octobers Meeting. The District Councillors report gave details on Review of Management Structure, the Affordable Housing Policy, Twin Bin Waste Collection, Licensing, Planning, Leisure Outsourcing and Budget Out-turn for 2004/05. Full report attached.

27	Chair’s urgent business: any items not on this agenda but of such urgency as to merit, in the Chairman’s opinion, immediate action. Due to the recent events in New Orleans the Chair requested that the Emergency Planning group review the existing plan to ensure that it was relevant and that effective communications and decision making were in place should a crisis happen. PL, AM, FW-G and ID The Chair stated that clarification would be requested from Mid Suffolk as to the value placed on the Parish Council’s input to planning applications. This has been prompted by the letter received from the Vice Chair of DLC, who is also our County and District councillor, which indicates that any input that is not a “material objection” will be ignored.

28	Standing orders suspended: Meeting open to allow members of public the public to speak for 10 minutes. No members of the public present

29	Any other business – for information exchange only. It was decided that the planned Public Engagement Group Meeting scheduled for the 21^st September should be postponed due to the late cancellation of a speaker.

30		Date of next meeting Thursday 20^th October 2005

There being no further items for discussion the meeting closed at 10.13pm

Nichola Rush

Clerk

County Councillors Report

Firemen’s Strike:

This is a very strange event. The previous administration introduced this policy that would remove a dedicated crew from a turntable ladder appliance and replace them with other firemen trained up to operate the machine safely and efficiently. Otherwise, you have 24 hour cover to operate a machine that only turned out around 18 times in the whole of the previous year. It seemed that reluctant acceptance had been achieved with the Fire Brigades’ Union. Along comes a new administration and they decide to make an issue of it! We will await the outcome.

East of England Regional Assembly:

I have been appointed as a County Council representative to a new Panel at EERA. It is to be called The Environment & Resources Panel. The first meeting will be in September, so I will tell you more about it when I find out myself.

The 20’s Plenty Initiative:

Last month I mentioned the extension of the offer to all Suffolk Schools of this initiative, providing the School wanted it, the Parish Council agreed and I also supported those requests from Schools within my Division. I sent a letter to the one High School and seven Primary Schools in the Thredling Division just before the end of term. Stonham Aspal Primary has replied positively in writing, supported by the Parish Council and Helmingham Primary has indicated verbally their wish to be included. Worlingworth Parish Council is keen to support and I await response from the School. Time was tight at the end of term, so I expect to be able to progress this scheme with all the Schools that wish to be involved, early next term.

Future Finance and Council Tax levels:

I have left this serious and important subject until last. Last year the Government gave SCC an extra £3.5m. to help keep the Council Tax increase low (anything to do with election year you may well ask!). Additionally, the previous Administration took a further £1m. from the County Fund to add another 0.5% of subsidy to the Council Tax bill for this year (05/06). So we have a “false” position this year, as without that £4.5m. “bung”, the increase in Council Tax would have been 4.5% (in line with most Councils) and not the 2.5% that you enjoyed as a sweetener. We do not believe that “generosity” will come to pass when we receive the settlement for 2006/07 and have heard rumours of 1.7% increase compared with 6.2% last year. We were elected on a policy of looking after the spending of this County Council and cutting it back. So we may well have to look at major savings from within the Directorates with both service reductions and increased efficiencies. I have mentioned before our staff replacement policy which involves intense scrutiny of the need for the post. So, it is our policy to keep Council Tax increases as low as possible, but it is impossible without knowledge of the Government Grant to make any predictions. There is even talk that the government will “cap” Council Tax increases at 5%, so that may apply even more pressure. Extra pressure may well come to pass as a result of the dire position of the PCT’s as they battle their funding problems and if this leads to the withdrawal of services previously funded by the NHS, the County Council may have to step in to protect the residents of Suffolk. We also recognise that the Social Care budget is the largest and the one that is the most emotive. Anyway, I will keep you all informed as information becomes available or events unfold…………………………………………………………………………………………Eddy Alcock

County Councillor Report to PC’s – August 2005.doc