Debenham Parish Council

No 4 of 2005/2006

Minutes of the Meeting of Debenham Parish Council held 7.30pm on Thursday July 21^st 2005 at Dove Cottage.

Present:	Councillors Mrs H Huish (in the chair), Mr M Morley, Mr P Lorenzo, Mr A Moreton, Mr R Walters, Mrs F Winrow-Giffin, Mrs C Hellier, Nikki Rush (Clerk) and six members of the public. Cllr E Alcock arrived at 8.15pm
1.	Apologies for absence Cllr’s Mrs S Deamer and Mr C Grover

2.	To receive declarations of interest. None Received

3.	Minutes of meeting held on June 16th 2005. No corrections were notified. Proposed by Cllr Morley, seconded by Cllr Moreton, all in favour that minutes are approved as a true record of the meeting

Police Report. None Received

Time 7.40pm

5.

Standing orders suspended – Meeting open to allow members of the public to speak for 10 minutes

Proposed by Cllr Morley, Seconded by Cllr Hellier all agreed that standing orders be suspended. Parking in the turning bay in the Cemetery by dog walkers and visitors to the lake and woodland. Parking in this area is prohibited unless for tending to graves. It was proposed by Cllr Huish, seconded by Cllr Moreton, six agreed, one against, motion passed that signs be erected at the entrance of the road leading to the Cemetery stating “No parking past this point other than for visiting graves”. Visitors to the lake and woodland should use the newly extended recreation car park.

There being no further comments standing orders resumed at 7.40pm

5.1

Co-option of new Council Members

The council had received five applications for the three vacancies. After discussion, Council unanimously decided it had sufficient information before it to enable these long-standing vacancies to be filled before the August break. Cllr Morley proposed, seconded by Cllr Hellier all agreed that a closed ballot be conducted in respect of all five candidates. The folded votes were then passed to the clerk for counting. Cllr Huish announced the ballot results as unanimous and the three successful candidates were, Mrs I Day, Mrs L Skelton and Mrs G Day-Hydes. The candidates were congratulated on their co-option and invited to join the meeting as members of the council.

Plans, permissions and refusals received since planning meeting of July 18^th 2005. None received

Decisions of the planning meeting held on 18th July 2005 were reported to council.

1348/05 17 Chancery Lane, Debenham. Remove one eucalyptus. Approval recommended

1206/05 Greenkeepers Cottage, Great Back Lane, Debenham. Removal of condition 9 from previous granted permission 0986/00 (No development shall take place within the site until the applicant has secured the implementation of a programme of archaeological work in accordance with a written scheme of investigation which has been submitted by the applicant and approved by the planning authority). Permission reluctantly recommended as it would be impracticable to demolish the building, which would destroy any archaeological evidence that had not already been destroyed in erecting the building. MSDC to be asked to provide an explanation as to the reasons for the failure of their enforcement officers to ensure compliance which had enabled the “illegal” erection of the structure.

1376/05 13 Gracechurch Street, Debenham. Bricking up of door opening. Approval recommended

1001/05 Debenham Leisure Centre. Amendment to original application to include additional seating for wheelchair users and increased area to be fenced off. Erection of spectator stand and installation of floodlights to Debenham FC football pitch were the same as for the original application. Specification exceeds actual requirements of the league, but was designed to provide a high quality facility that would satisfy future need. It was explained that Council’s original submission of its prime concern, relating to the change of use of the ground, was not valid in planning terms, but was a management issue. Whilst reassurances had been received by Council in respect of the continued availability of the site for fund-raising and community events and some other sporting activities, there was still concern over the permanent loss of cricket facilities. The Planning committee was reminded that it was therefore only able to consider planning grounds when deciding whether or not to support the application. The other concerns raised during debate of the original application which are believed to be planning issues are as follows

· the lack of extra parking provision in the proposal, potential traffic management and street parking problems that this could cause, given that the existing car park is already heavily used at peak times.

· loss of amenity to neighbouring properties as a result of light pollution. Whilst it is believed that the planned spillage complied with the normal planning requirements, the elevation of the site would mean that neighbouring properties would be significantly affected. There would also be an impact on all the approaches to the village.

· erection of a permanent structure / building was considered inappropriate to this site.

Approval not recommended. (See item 14 below)

Accounts for payment

7.1	Anglian Water. Allotment water charge 4^th December o4 – 13^th June 05	110.09
7.2	GB Contracts. Grass cutting Debenham play area	41.12
7.3	GB Contracts. Grass Cutting Debenham Cemetery	246.75
7.4	GB Contracts. Grass Cutting Debenham Church Yard	235.00
7.5	N Rush – expenses Printer Cartridges and stamps (1^st & 2^nd) 47.60 + 6.12 respectively	53.72
7.6	N Rush – Wages. Monday 20^th June – Friday 22^nd July 05 (inc 17 1/4hrs agreed overtime up until 20^th July – paid quarterly)	743.78
7.7	N.I	46.75
7.8	Employers N.I	54.40
7.9	Income Tax	46.75
7.10	N Rush Mileage 104 miles @ 40p mile	41.60
7.11	The Experience Catering Company Ltd. (no invoice received)	TBC
7.12	Website editing fee for June 05 – R Awadoon	50.00
7.13	Mark Sillett – Street Care	637.00
7.14	UKHOSTS Internet Ltd	117.50
7.15	Cllr R Walters expenses for SALC conference and new lock & chain Recreation Area	47.93

Proposed by Cllr Morley, seconded by Cllr Moreton all agreed that the above accounts be paid

8	Receipts

	8.1	Stonemasons – Head stone additional subscription	30.00
	8.2	Cemetery Burial Charge	169.00
	8.3	Erection of a headstone	65.00
	8.4	Website Advertising	35.00

9	Meeting adjourn for 10 minutes. To allow signatories to sign cheques for authorised payments.

10.

Committee reports

10.1

Allotments report - Items for discussion. None Received

10.2

Cemetery committee report - Items for discussion – update on installation of bollards, fencing and gates. None received. The installation of the bollards, fencing and gates was noted on the Woodland minutes

PL/

RW/

10.3

Finance & Employment

Financial figures for the first quarter. The figures were presented to full council. Apart from predicted draw on reserves in respect of recruitment of new Clerk, presentation to Lynne Cockerton and equipment for new Clerk, expenditure against budget was as forecast. Cllr Huish proposed that the 2^nd quarter figures be presented at the next Finance meeting on October 17^th 2005. The meeting congratulated the clerk on the clarity of the presentation.

11.

Working groups and individual’s reports

11.1	Millennium Gates - Items for discussion and approval. No report received.
11.2	Play Areas - Items for discussion and approval. Inspections of all play equipment carried out and reports passed to the clerk. The removal of the Wooden Fort Aspall Road Recreation Ground should commence week commencing 25^th July although this was not confirmed due to staff sickness; the council is seeking urgent action.	Clerk
11.3	Public Lavatories - Items for discussion and approval. Two quotations had been received for the refurbishment to bring the toilets up to DDA regulations, third quote still awaited. The clerk agreed to forward the quotes received to MSDC for consideration	Clerk
11.4	Toilet cleaning quotes - Items for discussion and approval. Three quotations were presented to the council for the renewal of the cleaning contract. The clerk agreed to investigate whether the opening and closing of the toilets had been included by B&G Services as requested. Subject to that confirmation, Cllr Morley proposed seconded by Cllr Lorenzo, all agreed that the B&G quote be accepted, it being the lowest	Clerk
11.5	Debenham Enhancement Group- Items for discussion and approval. No report received. Meeting to be held 27^th July 05, report to be received in September Council meeting.
11.6	Street Lighting - Items for discussion and approval. No occurrences.
11.7	Street Lighting Replacement Programme - Items for discussion and approval. A report had been received from Suffolk County Council recommending that three further lights be replaced as part of the ten year programme Two in Moores Close and one in Henniker Road. Cllr Moreton submitted a recommendation which was distributed to all members. Following discussion Cllr Moreton proposed, seconded by Cllr Morley all agreed that the three lights are replaced with standard equipment as per previous replacements.
11.8	Street Furniture - Items for discussion and approval. A new dog bin has been installed at Hilly Filly. Two new dog fouling signs installed at the entrance to the recreation ground. This was in response to a parishioner commenting on dog owners allowing their dogs to foul in the area and not clearing it up. The surveyor’s report had now been received for the Bus Shelter in Aspall Road. The recommendation is that the shelter is replaced as it is considered not cost effective to repair, although there is no immediate urgency for this work to be carried out. It was agreed that suitable sympathetic designs will be sought for consideration. Cllr Huish stated that the survey had been conducted by John Rogers, a Debenham Parishioner, of Parkyns, Stowmarket, free of charge and wished to convey her appreciation and gratitude for the report and the support of his company.
11.9	Car Parking - Items for discussion and approval A walk around the village had taken place with PC Anderson. This had resulted in useful discussions with himself and local residents. Various problem areas were identified and possible solutions considered. These will be pursued by the Parking Group and reported to Council later
11.10	Trees and Greens - Items for discussion and approval. It was brought to councils attention that the Conifer / Yew Tree on the Market Cross green was now too big and obstructing the access to the dog bin and affecting surrounding trees. As permission for removal had been given previously agreed by David Mitchell at MSDC, Trees and Greens committee were requested to confirm that the permission still applied & if so send courtesy letters to residents in the immediate locality informing them of the removal.
11.11	Web site - Items for discussion and approval. Since compiling statistics for the site June saw the highest amount of visits to date. Two of the reasons for this are an extensive leaflet drop incorporating almost all the homes in Debenham and a presentation to the High Suffolk Extended Schools Cluster. Council wishes to convey it’s sincere thanks to Reeza Awoodun for his excellent work to the Web site.

12.	Hoppit Woodland and Lake Project:

12.1

To receive minutes of meeting of 6^th June 2005. Minutes received and noted.

12.2

Report of meeting of July 4^th 05. (Item No 8. It was reported by the Chairman of the Woodland Committee that the signage had now been completed. It was hoped that the council would add a sign from Aspall Road to Hoppit wood and Lake. Chairman asked Parish Council member to look into possibility). This matter is already under consideration by the Parish Council under Enhancement negotiations It is hoped that a sign detailing Lake, Hoppitt Wood, Parking and Recreation Ground would be provided by Suffolk County Council as part of a scheme to ensure consistent signage throughout the village.

9pm

12.3

Matters arising

Concern was raised over juveniles hanging around at the lake and causing damage. The police are to increase attendance and councillors were asked to conduct extra patrols of the area.

Further to the notice on the notice board and information passed to schools and doctors, Cllr Huish requested notices in the lake area alerting parishioners of the danger of Weils disease which can be caught from swimming water where there is a rat presence. Parishioners are urged to refrain from swimming and allowing their dogs to swim in the lake. Cllr Winrow-Giffin suggested that the youth club be asked to construct a sign alerting all of the danger. The damaged dog bin at Hoppitt Wood had yet to be replaced despite a request, the clerk agreed to send another request for this to be done as a matter of urgency.

FW-G

Clerk

12.4

Expansion of Street Cleaner route to include Woodland Rubbish / Dog Bins. Cllr Huish explained that she had walked and timed the route and discussed, on council’s behalf, the extension to the street cleaner’s route with Mark Sillett. It is estimated that to walk the route and empty the bins would take half an hour. Three times a week would result in an increase of one and half hours a week. Minimal litter picking on the route whilst emptying the bins would take a further half hour per week, giving a total increase request of two hours per week. Cllr Huish had spoken to Chris Fry at MSDC with regard to assistance with the cost with a possible contribution of one hour per week. Response awaited. Cllr Winrow-Giffen supported the suggestion that, if possible, the Woodland Committee fund the remaining hour until next financial year as there was no provision in the current budget. Already done. Extra hours to be included upon completion of installation. Proposed by Cllr Huish all agreed. Cllr Huish to continue negotiations with Woodland and Mid Suffolk. Clerk to provide design details of litter and dog bins to Woodland Committee

Clerk/

12.5

Safety audit re Recreation Ground Car Park- consideration of formal parking order Correspondence had been received from the Woodland Committee with regard to safety issues as a result of parking on the approach to recreation ground car park adjacent to Coopersfield. One of the recommendations from the Health and Safety file is that a ‘formal parking order’ be obtained. Cllr Huish had approached the police for clarification but unfortunately none could be given. Cllr Walters agreed Health and Safety file should be studied by the Policy Group to link in with the Council’s risk assessment. Cllr Moreton agreed to commence with the erection of ‘No Parking’ signs as previously agreed.

RW /

12.6

Request for Dog bin and signs by Coopersfield Cllr Moreton reported that the Dog Fouling sign had already been erected. Cllr Huish and Cllr Moreton agreed to discuss this and the requirements throughout the village for replacement / new dog and litterbins. Once this had taken place the request would considered in discussions with MSDC

HH/ AM

12.7

Display of Market Town Award for Hoppit Wood. Council agreed this was a wonderful award for the village and for all those involved in the project since it began. Permission had been given to display the award in Dove Cottage, final positioning yet to be decided by the PCC.

13.

Street Care Meeting report: A meeting was held between Peter Harvey (MSDC), Cllr Helen Huish and the Clerk with regard to the requirements of the village. Peter Harvey stressed that he wanted his department to be proactive rather then reactive and therefore initiated the meeting to discuss possible items / services on offer (subject to budget) from MSDC

A wide-ranging discussion took place and progress on specific items will be reported to Council in due course. This was a very useful and productive meeting and whilst there may not be budget provision for coverage of all items this year any requests could help PH with planning next year’s budget.

Clerk / HH

9.25pm

14

15.

Football Stadium application. (Cllr Alcock registered a personal and prejudicial interest and took no further part in the discussion. He was invited by the Chairman to signify by head movement the accuracy or otherwise of facts presented by way of explanation for the benefit of new councillors and those not at the planning meeting). Cllr Morley requested that this item be put on the agenda to ensure that every one understood the importance of this development and the reasoning behind the Planning committee’s decision. Cllr Morley suggested the Parish Council could offer assistance to the Debenham Leisure Centre in publicising the proposal so that the community is aware of the proposed project. The existing ground is well supported by nine football teams. The requirements of promotion to the Ridgeon League are that spectator seating is erected, the area is enclosed, floodlighting and turn styles installed. Specification in the application exceeds actual requirements of the league but was designed to provide a high quality facility that would satisfy future need The council raised concern again on the project radically changing the use of the land and expressed it’s disappointment that consultation with the Council had not taken place prior to the planning application being received. The council believed that consultation with the community of Debenham should take place on the proposed project. The council discussed the advice they had been given that if the planning application was rejected it could result in delays to the development and the football team not being allowed to enter the league and play home games. Cllr Moreton raised a concern over the implications involved if the football team were able to enter the league but was later relegated. The parish council has decided not to support the planning application and if the reasons given are perceived by MSDC as valid planning issues the application will go to committee at MSDC for decision. The council reiterated that it feels that is vitally important that the community is consulted on the proposed project. Cllr Morley proposed, Seconded by Cllr Moreton, that the Council writes to the Chairman of Debenham Leisure Centre, Mr David Hughes offering to help them hold a public meeting to inform the community. Twelve members in agreement, one abstention.

Approval of 1^st Quarter Figures - see 10.3 above

MM /

Clerk

16.

Reports from Representatives on outside bodies. Cllr Walters reported on the recent SALC AGM which was held on Saturday 9^th July 2005. The President and Vice-Presidents were all re-elected.

Training opportunities taken up by parish councils had declined over the past year, however outside bodies had been using the facilities at the SALC office. Eric Cross the Honorary Treasurer resigned from post and Diane Jimpson who is the Finance Officer was elected and Harry Moore appointed as Auditor. Constitution amended to allow this. The accounts are in a good condition although showing a small deficit. Election to SALC Executive: Five candidates had applied for the three positions, John Barker, Ian Wright and Ken Oakes were elected.

Motions for Debate: Motion1 “The Bury St Edmunds Council urges SALC to lobby the Office of the Deputy Prime Minister to review the provisions of the Local Government Act 1973 ( as amended) Schedule 12 and the Parish and Community Meetings (Polls) Rules 1987 (S.I. No1 governing parish Polls which permits 10 Local Government Electors to force a Parish Poll)”.

The motion was passed.

Motion 2 “That NALC be invited to deplore the rapid increase in Second Homes, which mitigates the sustainability of towns and villages and calls for this further rapid increase to be discouraged by some form of financial penalty.

The motion was defeated.

17.

County Councillor’s report. Composition of the Council following May Elections: 45 Conservative; 22 Labour; 7 Liberal Democrat; 1 Independent.

Locality Budgets: Originally introduced on the premise: “any arrangements should improve the ability of the County Council to respond to local need, promote and enable closer working with communities and organisations, and be capable of change and development.” The total, formerly £1m. per year, has been reduced to £750,000.This to some extent reflects actual historic spending patterns, but also in view of the fact that departments are being told to make savings, reflects the view that Councillors should be asked to make them as well. Only 50% of a locality budget can be carried forward. . Allocation is divided on a “per capita” basis ie £9,460 for this Division. Cllr Alcock is considering a ceiling of £400 for any one project. Improving the condition of the County’s Roads and Pavements The Cabinet has agreed to allocate an additional £3m. of capital finance in 2005/06 as the first stage of a four-year programme to make improvements and most of this should be carried out during the summer and autumn. Twenty’s Plenty: It has been agreed to extend the “Twenty’s Plenty” campaign to all Schools that request the installation, providing the Parish Council and the County Councillor also agree. The six Primary Schools and one High School in the Thredling Division have been asked to consider the facility. Roadside Verge Cutting: County Council has pledged to restore the second annual verge cut and are now implementing that undertaking subject to local environmental considerations. Suffolk tops league for efficiencies and savings: The development of Customer Service Direct Ltd in conjunction with MSDC and BT has led to such efficiency and saving that it has revolutionised the way we do business. So in a nationwide survey carried out by the Government, Suffolk County Council has won the accolade of the most successful County in England at achieving efficiency improvements with consequential cash savings. In the same survey and for the same reasons, Mid Suffolk District Council also won top honours for District Councils in England. Cllr Alcock welcomed the Parish council’s offer of support should Debenham schools wish to avail themselves of the Twenty’s Plenty scheme. He would also consider an application for a contribution towards the cost of the new IT equipment for the Parish Council once he had the figures before him

18.

District Councillors’ report: The new Government initiative “High Hedges – Anti Social Behaviour Act 2005”. Will involve a £350 fee for the complainant to cover administrative costs and deter frivolous complaints. The fee will be halved for those on low income/benefits.

Microgeneration Targets and the Microgeneration Bill: This is part of the renewable energy agenda and is subject to cross party support. The government is likely to set targets for various types of Microgeneration (such as micro wind, microchip, solar thermal and photovoltaics). Individual households would be capable of installing these devices into their households and to thereby generate their own electricity. Provision could be made for surplus electricity generated to be purchased at a reasonable rate by the utility companies. The most likely stumbling block may turn out to be cost effectiveness of initial investment recovery.

Review of Management Structure: Following extensive reorganisation of the Council,s structure & operations, the Management Structure is being reviewed, consultation has taken place with the entire workforce and the proposals are largely being addressed positively, although there will be job losses at the top. The new set-up will see a Management board and leadership Group of ten reduced to five. The six Heads of Service reduced to three Assistant Directors. Because jobs will be lost at the top level, the process is being speeded so far as is possible to remove uncertainty at the earliest opportunity. The appointments can be expected quite soon. Affordable Housing Policy: A new policy is in the making to seek to reduce the size of development subject to the 35