No 2 of 2006/2007

 

Minutes of the Annual Parish Council Meeting of Debenham Parish Council held on 18th May 06 7.30pm at Dove Cottage

 

Present:

Councillors Mrs H Huish , Mr A Moreton, Mrs C Hellier, Mr P Lorenzo, Mr B Fisher, Mrs L Cockerton, Mrs L Skelton, Mrs I Day, Mr M Morley, Mr R Walters, Nikki Rush (Clerk) and four members of the public.

 

 

1.

Apologies for absence Apologies received from Cllr Grover, Cllr Winrow-Giffin, District and County Councillor Alcock and the Police (belated).

 

 

 

2.

To elect Chairman for 2006 / 2007. Cllr Morley was nominated by Cllr Lorenzo, seconded by Cllr Walters to be the Chairman for the coming year. Before Council were requested to vote Cllr Morley stated that in order for him to accept the position of Chairman there would have to be a change in the meeting night from the third Thursday in the month to the third Monday due to another regular commitment. One Councillor requested to nominate another member for the Chair. Cllr Walters was nominated by Cllr Cockerton; Cllr Walters declined the position of office due to other commitments. Cllr Huish stated that the day of the meeting was not written in the Standing Orders; the current day of the meeting was customary, Council were requested for either a formal proposal for the item to be included on the June agenda, causing further delay, or for a decision during this meeting. One Councillor asked Cllr Morley whether the choir could meet on another night. Members were informed that the venue used for choir practice was not available on another night and following consultation with the 32 members of the choir the majority had stated that another night would not be possible. Cllr Skelton and Cllr Walters both informed Council that they would not be able to attend some of the meetings if moved to a Monday night due to other commitments. Cllr Cockerton stated that the Parish Council of Debenham had historically, for the last 100yrs, met on a Thursday night and that previous Chairman had altered their other commitments to suit. Cllr Cockerton asked Cllr Morley whether he could not rearrange his other commitments, Cllr Morley responded by saying that he had already answered that question. It was then questioned how many meetings Cllr Morley would actually miss. Cllr Morley stated that unless the meeting night was changed to a Monday he felt that he could not stand as Chairman. This decision derived from the fact that he would not be serving the Council properly if he could not attend nearly every meeting. Cllr Huish stated that if Cllr Morley did not stand for Chairman the Council would have a major problem as there were no other nominations. Seven of the members present stated that they did not have a problem and the two Councillors who had expressed concern regarding the meeting night occasionally clashing with other commitments informed members that they did not have a problem with missing some meetings. Cllr Huish re-confirmed to Council the requirement for members to submit their apologies to the Clerk before the meeting. Cllr Morley was asked to leave the room at 7.41pm to enable members to speak freely. The Chairman asked members whether they had any further comments and acknowledged Cllr Cockerton’s previous comments. Members were then informed that being the Chairman of the Council would not suit everyone and that no problem could be seen with the proposed change as full Council already met on Monday night for the Planning Meeting. Members were asked for their informal opinion on the proposed change. Seven members again stated that they had no problem; Cllrs Skelton and Walters said that they would have an occasional problem and Cllr Walters requested that the day of the meeting be included in the Standing Orders to prevent the night of the meeting being changed in the future. The remaining member Cllr Cockerton stated that she could not see a problem with Cllr Morley missing one choir practice a month. Cllr Huish stated that this would be a problem as Cllr Morley was the leader of the tenor section of the choir and that every rehearsal is important. A flexible approach view was recommended by Cllr Lorenzo. It was decided that the item be included on the next agenda, if the resolution failed a new Chairman would have to be found. It was further agreed that the current election would continue. Cllr Morley rejoined the meeting at 7.47pm and was informed of the Councils decision. Cllr Huish wished the new Chairman every success and the Clerk requested that Cllr Morley signed the declaration of acceptance of office before taking office. 

 

 

3.

To elect Vice-Chair for 2006 / 2007 The new Chairman, Cllr Morley informed the meeting that he had given considerable thought to the situation and would like to propose a member who had demonstrated very fine skills and awareness. It was felt that the thought processes of the person who was appointed as Vice Chair should compliment the Chairman but not be exactly the same. Cllr Morley then proposed Cllr Moreton, seconded by Cllr Huish. Other nominations were requested, none received. Cllr Moreton accepted the position as Vice Chairman and was welcomed by Cllr Morley.

 

 

4.

To sign Declarations of Acceptance of Office for 2006 / 2007. One Councillor questioned why there was a requirement to sign the forms each year. Members were informed that it was a procedure which was advised on and introduced by the locum Clerk the previous year. The Clerk agreed to consult with SALC. It was decided that if the forms were not signed during the meeting and it was later found to be a requirement it would pose a problem. It was agreed by all that the forms be signed and passed to the Clerk who proceeded to sign them as a witness.  Clerk

 

 

5.

To adopt standing orders of the Council. It was agreed that the Standing Orders be adopted with recommendations for inclusion to be resolved upon at the June meeting.

 

 

 

 

5.1

To consider proposals for the amendment of the standing orders for inclusion on Agenda for the June 06 meeting of the Parish Council. The following amendments were proposed for resolution at the June meetings.

  • Cllr Huish proposed, seconded by Cllr Hellier, eight in favour, one abstention that the meeting night be changed from the third Thursday to the third Monday in the month and that it be included in the Standing Orders.
  • Cllr Huish proposed, seconded by Cllr Moreton all in favour that contact with SALC is only made by either the Chairman or the Clerk unless specific authorisation given. As advised by SALC.
  • Cllr Morley proposed, agreed by all that the provision of a Chairman’s allowance amounting to £120.00 per annum be included in the Standing Orders. The allowance to permit exceptional out of pocket expenses to be paid to Chairman and members in between meetings.  

 

 

6.

To adopt the Financial Regulations of the Council.  Cllr Morley proposed, all in favour that the Financial Regulations be adopted.

 

 

7.

To confirm standing orders / direct debits at bank.

 

 

 

7.1

Friends of the Museum of East Anglian Life. S/O Annual

10.00

 

 

 

 

 

7.2

Council for the Preservation of Rural England. S/O Annual

17.50

 

 

 

 

 

7.3

Suffolk Wildlife Trust. S/O Annual

25.00

 

 

 

 

 

7.4

Suffolk Rural Community Council (Suffolk ACRE) S/O Annual

5.00

 

 

 

 

7.5

British Telecom Monthly Direct Debit

37.50

 

 

The Clerk read the current standing orders and direct debits to the Council and the Chairman requested any questions, no comments received. Cllr Morley proposed, agreed by all that the standing orders and direct debits be accepted. 

 

8.

To receive declarations of interest and additions to register. The declarations of interest forms were passed to the Clerk who then signed and witnessed them. Nine received. Forms waited from Cllr Grover, Winrow-Giffin and Cockerton.

 

 

 

9.

To appoint members of committees: The following appointments were made.

 

 

 

 

 

9.1

Cemetery and Allotments. Following an expressed interest Cllr Moreton proposed, seconded by Cllr Walters all in favour that Cllr Huish joined the committee.

2006 /2007 Committee members –Cllrs Lorenzo, Hellier, Huish and the Clerk

 

 

 

9.2

Finance and Employment Committee.  No change. Committee members for 2006 /2007 Cllrs Huish, Fisher, Ball (nee Day), Walters, Lorenzo, Morley and the Clerk

 

 

 

 

 

 

9.3

Planning ALL MEMBERS

 

 

 

 

 

10.

To appoint individuals and members of the working groups:

 

 

 

 

 

 

10.1

Public Lavatories.  Cllr Walters proposed, seconded by Cllr Hellier agreed by all that following the completion of the refurbishment work the group be dissolved. Cllr Moreton proposed, seconded by Cllr Lorenzo, all in favour that the monitoring is amalgamated in to the Street Furniture Group. 

 

 

 

 

 

 

10.2

Affordable Housing No change. Group members for 2006 / 2007 Cllrs Huish, Morley & Lorenzo.

 

 

 

 

 

 

10.3

Car Parking. Cllr Moreton proposed seconded by Cllr Huish agreed by all that the group be disbanded with the development of the URC car park amalgamated with Village Enhancement. 

 

 

 

 

 

 

10.4

Play areas. Following an expressed interest Cllr Walters proposed, seconded by Cllr Huish all agreed that Cllr Skelton joined the group. Group members for 2006 / 2007 Cllrs Walters, Winrow-Giffin, Hellier & Skelton.

 

 

 

 

 

 

10.5

Trees and Greens.  Following an expressed interest Cllr Walters proposed, seconded by Cllr Lorenzo agree by all that Cllr Fisher joined the group. Group members for 2006 / 2007 Cllrs Walters, Hellier & Fisher

 

 

 

 

 

 

10.6

Street Furniture and Public Toilet Monitoring. Following an expressed interest Cllr Moreton proposed, seconded by Cllr Hellier agreed by all that Cllr Ball (nee Day) join the group to be responsible for the Public toilet monitoring. Group members for 2006/2007 Cllrs Moreton, Huish, Ball (nee Day) (Public WC Monitoring) and Dr P Huish

 

 

 

 

 

 

10.7

Street Lighting Following an expressed interest Cllr Huish proposed, seconded by Cllr Lorenzo agreed by all that Cllr Fisher join the group. Group members for 2006 / 2007 Cllrs Moreton, Grover, Walters & Fisher

 

 

 

 

 

 

10.8

Public Transport. Following an expressed interest Cllr Moreton proposed, seconded by Cllr Hellier agreed by all that Cllr Skelton join the group. It was then proposed by Cllr Lorenzo, seconded by Cllr Walters agreed by all that Cllr Ball (nee Day) join the group. Members for 2006 / 2007 Cllrs Skelton & Ball (nee Day)

 

 

 

 

 

 

10.9

Emergency (Flooding / snow etc) Cllr Hellier requested to join the group. Cllr Fisher proposed, seconded by Cllr Moreton agreed by all that this request be ratified. Members for 2006/2007 Cllrs Lorenzo, Moreton, Winrow-Giffin, Ball (nee Day) & Hellier.

 

 

 

 

 

 

10.10

Risk Assessment, Freedom of Information & Policy. Cllr Walters proposed, seconded by Cllr Fisher all in favour that Cllr Cockerton join the group. 2006 / 2007 members Cllrs Huish, Lorenzo, Morley, Skelton, Walters, Cockerton and the Clerk

 

 

 

 

 

 

10.11

Woodland & Waterways. No Change. 2006 / 2007 members Cllrs Lorenzo & Hellier.

 

 

 

 

 

 

10.12

Parish Council Community Awards. Following discussion Cllr Walters proposed, seconded by Cllr Huish all agreed that the group be disbanded for future co-ordination by the Clerk.

 

 

 

 

 

 

10.13

Parish Council Surgeries Following discussion Cllr Walters proposed, seconded by Cllr Huish all agreed that the group be disbanded for future co-ordination by the Clerk.

 

 

 

 

 

 

10.14

Website. No change. 2006/2007 members  Cllrs Morley, Lorenzo & Huish

 

 

 

 

 

 

10.15

Public Rights of Way. Following an expressed interest Cllr Moreton proposed seconded by Cllr Lorenzo agreed by all that Cllr Fisher join the group. It was then proposed by Cllr Skelton, seconded by Cllr Hellier agreed by all that Cllr Ball (nee Day) also join the group. 2006 / 2007 members  Cllrs Winrow-Giffin, Hellier, Ball (nee Day) & Fisher

 

 

 

 

 

 

10.16

Village Enhancement. The Chairman of the group, Cllr Huish invited the Clerk to join the group. The clerk accepted the invitation. Group members for 2006 / 2007  Cllrs Huish, Morley, Lorenzo and the Clerk

 

 

 

 

11.

To appoint Representatives on other bodies

 

 

 

 

 

 

11.1

Sir Robert Hitcham Foundation. No Change. Representatives for 2006

2007 Cllr Walters (G Baxter)

 

 

 

 

 

 

11.2

Debenham Community Education Support Group. No change.

Representative for 2006 / 2007 Cllr Walters

 

 

 

 

 

 

11.3

Simpson Charity. No Change.  Representatives for 2006 / 2007 Cllr Morley (C Moreton and F Prout)

 

 

 

 

 

 

11.4

Police Liaison. Cllr Morley proposed, seconded by Cllr Hellier agreed by all that the group members should be the Chairman and the Vice Chairman. 2006 2007 representatives Cllrs Morley & Moreton.

 

 

 

 

 

 

11.5

DLC Liaison. Cllr Huish proposed, seconded by Cllr Skelton agreed by all that the post remains with the Chair.  2006 2007 representative Cllr Morley.

 

 

 

 

 

 

11.6

SALC No change  Representative for 2006 / 2007 Cllr Walters

 

 

 

 

 

 

11.7

MTI Cllr Huish stated that there was one piece of work outstanding, once completed the remaining money to revert back to the Parish Council to be used for the URC development under Village Enhancement.  Representatives for 2006 / 2007 until dissolved Cllr Walters and Huish.

 

 

 

 

12.

To receive declarations of interest relating to this agenda. Declarations were made by Cllr Huish item 20.17 and Cllr Hellier item 20.10. No other declarations received.

 

 

 

 

13.

To Approve the minutes of the Parish Council Meetings

 

 

 

 

 

13.1

Meeting held on Thursday 16th March 06 (not approved at meeting on 27th April 06 due to vote not being quorate). Each page of the minutes was checked for accuracy. Cllr Moreton proposed, seconded by Cllr Huish five in agreement, five abstentions due to being absent at the meeting that the minutes be signed as a true and correct record. The chairman then initialled each page and signed and dated the minutes.

 

 

 

 

 

 

13.2

Meeting held on Thursday 27th April 06. The minutes were checked for accuracy. Cllr Cockerton requested an amendment on item 13.4 for clarity - that the constitution should be checked for inclusion of the woodland finances under the Parish Council’s control. Recollection of this was recorded by other members as that which was minuted. Cllr Moreton proposed, seconded by Cllr Huish eight in agreement, one abstention, and one against that the minutes be signed as a true and correct record.

 

 

 

 

14.

Police report. Belated apologies received, not recorded at the meeting (circulated via e-mail to full Council). No report as no events to note since the report read at the Annual Parish Meeting on the 11th May 06.