Present:

Councillors, Mr M Morley (in the Chair), Mr A Moreton, Ms L Cockerton, Mr P Lorenzo, Mrs C Hellier, Mrs F Winrow-Giffin, Mrs A Evans, Nikki Rush (Clerk), District and County Councillor Alcock and one member of the public.

1.

Apologies for absence. Apologies received from Cllr’s Bull, Walters, Huish and Grover.

2.

To receive declarations of interest relating to this agenda. Cllr’s Hellier and Evans declared interests in item 9c

3.

Minutes of meetings held on 12^th March 07 and the minutes of the meeting on the 19^th March 07.

Minutes of the meeting on the 12^th March 07. All agreed that the minutes be signed as a true and accurate record.

Minutes of the meeting on the 19^th March 07. Seven in favour, one abstention that the minutes be signed as a true and correct record.

4.

Co-option to fill four remaining vacancies. The Chairman explained that although no co-options could take place until after the election on the 3^rd May 07 he wished members to start thinking about suitable candidates in order to co-opt at the earliest opportunity. It was requested that the interest of four separate parishioners be noted in the minutes. It was agreed that the Clerk publicise the vacancies in the Parish Magazine, on the website and via posters in the High, Primary and Pre-School’s as well as the fish and chip shop and doctors surgery. Action Clerk to contact potential co-optees to ascertain their interest.and availability.

5.

Police Update. The Clerk reported on a meeting that she had with PC Gibbs, PCSO Bales and PCSO Jessop. Council were informed that a new Neighbourhood Police Team would be formed as of the 1^st June 07 and would be headed by the new sergeant, Sgt Nick Emerick. The number of officers assigned to Debenham and surrounding villages had increased from two to five, which would undoubtedly result in more visibility and a perceived reduction in crimes. It was hoped that the increase in staffing would increase the crime detection rate and therefore deter would be and repeat offenders. PC Gibbs and PCSO Chris Bales would cover Debenham as well as twelve other villages, where as PC Gwynn and PCSO Suzy Jessop would cover the remaining villages serviced from the Debenham Police Station. It was hoped that PCSO Bales would be able to devote approximately 50% of his time to Debenham each week. The meeting was informed that the Clerk had suggested that the Police have a Neighbourhood Team Launch day in conjunction with a Parish Surgery at the beginning of June. It was further suggested that some future surgeries are jointly run by the Police and the Parish Council therefore giving more opportunity for parishioners to speak about their concerns. Cllr Morley proposed, agreed by all that the concept of joint surgeries be explored with the Police and that suggested dates be given for consideration. Clerk

6.

County Councillor’s report. Appended to minutes

7.

District Councillors’ report Appended to minutes

Cllr Alcock left the meeting at 8.20pm

8.

Standing orders suspended – Meeting open to allow members of the public to speak for 10 minutes. 8.21pm – no comments received.

9.

Planning applications received

a)

3206/06 Land to the south of 20 – 21 Cross Green, Debenham. Demolition of domestic garage building. All council examined the application at 8.25pm. Cllr Evans proposed, seconded by Cllr Moreton six in favour, one abstention that Council supports this application with the proviso that the building is not listed. 

b)

0281/07 16 Ipswich Road, Debenham. Extension to existing property to provide new attached garage and first floor accommodation. The Chairman read a letter of objection to the meeting which had been received from a parishioner, it was understood that another letter of objection had been sent directly to MSDC but unfortunately not to the Parish Council. Council examined and discussed the application. Cllr Moreton proposed, seconded by Cllr Lorenzo agreed by all that the application is not supported by the council due to the design, scale and nature of the proposed not being in keeping with the surrounding area. The application is potentially in contravention of planning policies SB2; Development appropriate to its setting and H15; development to reflect local characteristics. The issue of loss of amenity and light to No 14 Ipswich Road was also a factor in the Council’s resolution. Furthermore Council were concerned that the log cabin, which will be used as temporary living accommodation should permission be granted, could become a permanent structure and therefore requests that the log cabin be removed once the proposed building is completed or within one year of completion,.

c)

0844/07 Sir Robert Hitcham Primary School, Aspall Road, Debenham. Proposed extension to school dining room to provide toilet and storage facilities. Cllr Moreton proposed, seconded by Cllr Winrow-Giffin five in agreement, one abstention due to declared interests that support be given for this application.

9.1

MSDC Planning Notifications Received. None

10.

Accounts for payment

10.1

UK Hosts Internet Limited Domain management for April 07

94.00

10.2

DPCC Dove Cottage rental 1^st Jan – 31^st March 07

150.00

10.3

SALC. Annual Subscription for 2007 – 2008

549.20

10.4

LCR Annual Subscription

168.00

10.5

B&G Services. WC Cleaning 5^th March – 8^th April 07

858.34

10.6

MSDC Cemetery Rates 2007 – 2008

133.20

10.7

Clerk wages. 12^th March – 13^th April 07

800.98

10.8

Inland Revenue. Clerk Tax and NI

219.23

10.9

Mark Sillett Street Cleaning. 19^th March – 13^th April

639.64

10.10

Environment Agency. Drainage charges for Allotments 2007/2008

10.73

11.

Receipts

11.1

Inland Revenue. Vat Reclaim

1592.60

12.

Finance and Employment Committee

12.1

Draft Minutes of the Finance and Employment meeting held on 4^th April 07. Noted

12.2

Signing off of the 06/07 Year End Accounts. Cllr Cockerton questioned the inclusion of VAT refund in the income for the year. The Clerk agreed to consult with the external chartered accountant who had set up the new accountancy system. Cllr Cockerton also questioned why the creditors and debtors were not listed on the summary. The Clerk explained that due to the changing creditors and debtors each year it was thought not to be possible to list them individually due to the alteration of the formulas.  It was agreed that the most significant six creditors and six debtors be listed to increase clarity                                                                                                          Clerk

13.

Working groups and individual’s reports

13.1

Play Area

a)

Report on the meeting with Chris Fry at MSDC. Cllrs Winrow-Giffin and Hellier reported on the meeting that they had with Chris Fry, MSDC, David Hughes, Countryside Officer and Ian Baker, Director of Lawrence Homes. A total of £100,000 is allocated to the development of the play areas, which includes £42,000 specifically allocated to the wild flower meadow. It was reported that MSDC have suggested that the land and responsibility be passed over to the Parish Council to maintain in perpetuity. Cllr Moreton proposed, seconded by Cllr Lorenzo all agreed that the Clerk writes a letter to Chris Fry at MSDC thanking them for the offer of the land and stating that although the Parish Council would be happy to assist through a monitoring role it does not wish to take on the responsibility of another two play areas and wild life area.     Clerk

b)

Letter from resident requesting permission for a gate to be installed opening on to the Aspall Road Car park from private garden. The Clerk reported that contact had been received from a resident who for the last 20years had gained access to the Aspall Road car park from her rear garden via the neighbour’s garden which did not have a rear fence. The neighbouring property had recently been purchased and the new owner had erected a lockable gate giving access to the Aspall Road car park. The Clerk asked the Council to consider the residents request to erect a gate at the rear of her garden so that she may also have direct access onto the Aspall Road car park. Council considered the request but concluded that there was no right of way over the strip of land separating the gardens from the car park and that letters to this effect had been sent to all residents in the area in the recent past reminding them of this. The Clerk agreed to write a letter to the correspondent informing her of Councils decision. The Clerk further agreed to write a letter to the owner of the neighbouring property requesting that the gate be permanently closed as there is no right of way.                                                 Clerk

c)

MSDC Invite for ROSPA inspection. Decision. Cllr Winrow-Giffin proposed seconded by Cllr Evans all agreed that the Clerk write to MSDC requesting that the ROSPA inspection is carried out as per previous years.                                                                                    Clerk

13.2

Web site

a)

New Website Editor. Update. The Chairman informed the meeting that four experienced applicants had been interviewed for the post of Website Editor After deliberation by the interviewing panel the position had been offered to and accepted by Mr Barry Woods. It was envisaged that Barry would take over from Reeza as from the 1^st May 07. Grateful thanks were again expressed by Council to Reeza for all his hard work and commitment to the Website. Cllr Moreton expressed his sincere thanks to those who formed the interviewing panel.

13.3

Trees and Greens

a)

Removal of fallen tree in Lower Gardeners Play Area. To consider communication from Parishioner.  Council discussed the communication from the parishioner. Following further site visits it transpired that the boundary fence at this point was not in line with the neighbouring fences but that it was not clear where the legal boundary line ran. Cllr Moreton proposed, seconded by Cllr Cockerton agreed by all that the Clerk writes to the correspondent offering two solutions. 1) The resident reinstated their fence in the original position (which would mean their garden would be shorter then neighbouring gardens) and the Parish Council pays for the removal of the tree. 2) The resident pays for the removal and disposal of the tree and moves their fence in line with neighbouring fences, thereby gaining extra garden. 

13.4

Street Furniture and Street Lighting. It was reported that it was anticipated that the bus shelter work would commence on 23^rd April 07.

It was also reported that Suffolk County Council had agreed to remove the street light from the rear of the Red Lion in line with the resident’s request.

14.

Woodland

14.1

Unblocking of Calvert and clearing of ditch running beside lake to Priory Lane. Members were informed that an impromptu working party had been formed by Cllr Moreton, Coral Moreton and Tom Dalison to sort out the blocked culvert. It was reported that a large log had mysteriously travelled upstream and lodged itself in the opposite side of the culvert. As common sense suggests that the log did not travel up stream on its own and wedge its self in the culvert, it was concluded that the resulting damage to the path and cost of resurfacing had been due to someone’s ill-spent energies.  

15.

Market Green. Permission sought by Friends of St Mary’s to hold table top sale on 26^th May 07. Cllr Winrow-Giffin proposed, seconded by Cllr Evans all agreed that permission be granted. 

16.

Section 137

16.1

Donation request from Roundabout Pre-School of £300.00 towards new building. Cllrs Evans and Hellier declared interest. Following discussion Cllr Morley proposed five in agreement, two abstentions that a donation of £150.00 be given. This it was noted matched the previous highest donation given under section 137.

17.

Chair’s report. The Chair reported that following a meeting between the Environment Agency, the Clerk and Cllr Hellier it had been agreed to de-silt the river Deben in August / September. It was also noted that the budget allocated to Debenham by the Environment Agency for river maintenance had been greatly increased.

18.

Clerks’ report / Action List. The Clerk reported that it was felt necessary to present a reallocated list at the June meeting. It is hoped that this will create renewed motivation to get outstanding tasks completed. 

19.

Correspondence already circulated among council

a)

Whitehouse Enterprises. Recycled Plastic Outdoor Furniture. Passed to Street Furniture.

b)

MSDC Property Conservation Guide. In circulation

c)

MSDC Planning newsletter. In Circulation

d)

Smith of Derby. Information on Church Clock service contract. In Circulation

e)

MSDC Waste & Environmental Services. Response to request for assistance regarding cars parking on verges. In pack

f)

MSDC Community Open Day at MSDC 7^th July 07. In pack

g)

Dca – memorial safety. E-mailed to Cemetery Committee 11/4/07

h)

SCC Exercise / Activity Provision Across Suffolk. In Pack

i)

ICO. Data Protection renewal confirmation

j)

Monster play systems catalogue. Passed to Play Area Group 

20.

Correspondence received recently and not yet circulated. None

21.

Correspondence sent

a)

Mrs Salmon regarding bus stop request

b)

Website interview letters to candidates

c)

APM Invitations

d)

Welcome letter to the new Sergeant, Sgt Nick Emerick reminding him of need for regular reports

22.

Chair’s urgent business: any items not on this agenda but of such urgency as to

Merit, in the Chairman’s opinion, immediate action. No urgent business.

23.

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

24.

Any other business – for information exchange only. No AOB

25.

Date of next meeting - Annual Parish Meeting 30^th April and the Annual Parish Council Meeting 14^th May 2007

Meeting closed at 10.30pm

26.

Staff Matters. Meeting closed to the public.