No 7 of 2005/2006

 

Minutes of the Meeting of Debenham Parish Council held 7.30pm on Thursday 17th November 2005 at Dove Cottage.

 

Present:

Councillors Mrs H Huish (in the chair), Mr A Moreton, Mrs C Hellier, Mrs L Skelton, Mrs F Winrow-Giffin, Mrs I Day, Mr P Lorenzo, Mrs L Cockerton, Nikki Rush (Clerk) and one member of the public.

 

 

1.

Apologies for absence. Apologies received from Cllr Morley, Cllr Walters and District & County Cllr E Alcock.

Cllr Huish welcomed Mrs Cockerton to the table as a new Councillor. 

 

 

1.1

Approval of extended Leave. Approval of extended leave was agreed by all for Cllr Grover who will be rejoining the table at the December meeting.

 

 

 

2.

To receive declarations of interest. Declarations of interest were made by Cllr Cockerton, item 6.5, Cllr Winrow-Giffin item 13a.and Cllr Moreton declared a personal interest in item 10.2a.

 

 

 

3.

Minutes of meeting held on 20th October 05.  The Chair asked all councillors present at the meeting held on the 20th October check the minutes of the meeting, it was then proposed by Cllr Moreton, Seconded by Cllr Hellier agreed by all present at the October meeting that subject to the inclusion of ‘Closed Session, councillors only’ the minutes be signed as a true and correct record. Each page was then initialled and the minutes signed fully by the chair.

 

 

 

 

 

3.1

Review of publication of summary of meetings in Notice Board. The clerk was asked whether any comments had been received. None had been received. One member thought that the full minutes should be displayed in the board as it was thought that it was a condition of the funding agreement. It was confirmed that this was not be the case. It was brought to Council’s attention that the minutes on the Website and in the Resource Centre were not up to date, this is despite the clerk e-mailing the authorised minutes the day following the meeting.   Cllr Mrs Skelton proposed, seconded by Cllr Hellier that the trial period be extended for a further three months to allow the two problem areas to be resolved. Cllr Mrs Cockerton submitted a counter proposal that the full minutes be displayed in the notice board. The chair invited council to second the proposal. There being no seconder the resolution fell Council was then asked to vote on the initial proposal. Resolution to extend the trial period for three months carried seven in favour, one against.

 

4

Police Report. Despite a request for a police report and an update on the Car Park Enforcement Campaign being sent on the 8th November no report had been received

Time 7.45pm
 

 

 

Time 7.46pm
 
5

Cllr Winrow-Giffin proposed, seconded by Cllr Moreton all agreed that standing orders be suspended for ten minutes to allow members of the public to speak. No comments received from the one member of public in attendance. Standing orders resumed

 

 

 

 

 

6

Plans, permissions and refusals received.

 

 

 

 

6.1

2217/05 Crows hall Debenham. Removal of C20 iron ties and strapping and replacing with iron ties to match earlier more sympathetic examples. Council studied the application and resolved to recommend approval, proposed by Cllr Moreton, seconded by Cllr Winrow-Giffin all in favour.

 

 

 

 

6.2

1848/05 50 High Street, Debenham. Pollard two limes by 50%, Canopy reduce one yew and three cypress trees by 50%, Canopy reduce one cherry by 30%. Permission granted. Noted by Council

 

 

 

 

6.3

1526/05 Barn South of Old Hall Farm Barn, Debenham. Conversion of redundant farm building for holiday letting. PP Granted. Noted by Council

 

 

 

 

6.4

1946/05 26 Henniker Road, Debenham. Extend existing single garage to double garage with pitched roof. PP Granted. Noted by Council

 

 

 

 

6.5

1846/05 23 High Street, Debenham. Installation of Satellite dish. LBC Refused. Council was surprised by the decision to refuse permission as the satellite dish would have been erected at the rear of the property and would not have been visible from the High Street. Decision noted by Council.

 

6.6

2074/05 Glebe House, Vicarage Gardens, Debenham. Canopy reduction one lime by

50%, Canopy reduction and reshaping one Lime by 15%, Reduction and reshaping one lime

Including dead wooding, Use of decompaction method to improve rooting environment. Permission Granted. Noted by Council

 

6.7

1943/05 26 Low Rd, Debenham. Demolition of existing conservatory and erection of single storey rear conservatory extension. PP Granted. Noted by Council

 

6.8

Report on the Planning Seminar held on 7th November at Debenham Leisure Centre

Those members of Council who attended the Seminar felt that the questionnaire distributed was confusing for the general public it was also felt that the presenter was, in his talk, driving the opinion of the audience to his conclusion rather than allowing own opinions to be formed. It was decided that a letter to this effect will be sent to MSDC. Cllr Mrs Huish agreed to draft the letter and circulate around Council for its comments before sending.                                                                                                                     HH

 

 

 

 

 

6.9

Report from Councillor Day on the recent Listed Building and Conservation Areas workshop. Cllr Mrs Day explained that it would be very difficult to write a report on the day and passed the handouts to the Clerk for distribution to the Council. Cllr Mrs Day verbally reported that Suffolk has one of the highest numbers of Listed Buildings in the Country, being second to London. Although there was still a large percentage of the properties in the region that should be listed but were not. The seminar highlighted the danger of new buildings being erected in close proximity to a listed building as the depth of the foundations required to conform to current building regulations could damage the foundations of the listed building.                                                                                                     Clerk

 

 

7

Accounts for payment

 

 

7.1

B & G Services (East Anglia) Ltd. WC Cleaning 10th October 05 – 6th November 05

654.01

 

7.2

UK Hosts. Website Management for October 05

117.50

 

7.3

Suffolk Association of Local Councils – ‘Managing Cemeteries and Burials’ Training for Clerk

47.00

 

7.4

Suffolk Association of Local Councils – Clerk Networking Day

8.22

 

7.5

MSDC Parish Grass Cutting 05/06

767.27

 

7.6

Mark Sillett Street Cleaning 20 Oct – 18 Nov

547.82

 

7.7

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

41.12

 

7.8

GB Contracts. Cemetery grass cutting – 1 cut in September

123.37

 

7.9

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

117.50

 

7.10

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

41.12

 

7.11

GB Contracts. Cemetery grass cutting – 1 cut in November

123.37

 

7.12

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

117.50

 

7.13

MSDC Election Charges. Uncontested nomination

137.62

 

7.14

Clerks Expenses. Mileage, stamps.

60.64

 

7.15

Clerk Salary (Net) 24th October 05 – 18th November. 4 weeks.

544.22

 

7.16

N.I

19.04

 

7.17

Employers N.I

22.16

 

7.18

Income Tax

17.86

 

7.19

Debenham Leisure Centre. Contribution to firework display

100.00

 

7.20

Mr Mason. Church Clock winding 6 months

155.00

 

7.21

Dove Cottage. Meetings and storage. April 05 – September 05

300.00

 

7.22

Reeza Awoodun. November Website Editing

50.00

Cllr Mrs Huish confirmed that the Clerk’s time sheet and expense claim had been checked and found to be in order. Cllr Lorenzo then proposed, seconded by Cllr Mrs Skelton, agreed by all that the accounts be paid.

 

 

 

8

Receipts. No receipts. Noted by Council

Time 8pm
 

 

9

Meeting adjourned for 10 minutes

Time 8.10pm
 

 

10

Committee Reports

 

10.1

Cemetery committee report - Items for discussion. The committee recommended an increase of 10% on the burial fees. A request of the installation of a water tap in the Cemetery had been received. The nearest water supply to which pipe work could be connected is in the Allotments. Council deemed that the installation of such would be too expensive because of the ditch that runs along side the Allotment.

 

 

 

 

 

 

a)

Soil Removal. Clarification on whether consecrated soil can be removed. The Clerk explained that clarification had been received and soil can be removed from the Cemetery.

 

 

10.2

Allotment Committee. Items for discussion and approval. Tenancy Agreement update. The Committee recommended an increase of 10% to be applied to the rents for 2006/2007.

                     

 

a)

Allotment ditch clearing, work carried out by Mr T Dalison. It was brought to

Council’s attention that Mr T Dalison had for the second time cleared the vegetation

from the ditch abutting the Allotments. Council wished to sincerely thank Mr Dalison

for his hard work and community spirit. The Clerk agreed to send a  letter to that

effect.                                                                                                    Clerk

 

 

 

 

10.3

Finance Committee. Half yearly statement and recommendations regarding budgets received for 2006/07 financial year. The half-yearly accounts that had been discussed at the Finance Committee meeting, which was held on The 9th November, had been distributed to Council prior to the meeting along with the minutes. The half-yearly statement was included in the papers handed out at the meeting together with budget submissions from committees & working groups. Council was then invited by the Chair to ask questions. A query was raised over the amount of predicted under-spend in the Public Lavatory budget at the end of the year. It was explained that money was allocated to this budget for maintenance for this financial year. However the formal handover of the toilets had yet to take place therefore maintenance costs were being met by MSDC. The under-spend would be transferred in to the specified reserves at the end of the year and would provide a healthy start to the maintenance fund. A £400.00 dividend was reported as still being a waited from the Co-op. Expenditure is broadly running according to prediction and the Clerk was thanked for her clear documentation. The books and figures are currently with the internal auditor.

It was proposed by Cllr Moreton, seconded by Cllr Day, all in favour that the half-year figures be accepted by Council.

 

                                                                     

                     

11

Working groups and individual’s reports

 

 

 

 

11.1

Millennium Gates - Items for discussion and approval. Council was informed that the gates had now been installed and were looking very imposing. A photograph of the gates in situ was circulated around the members at the meeting. Unfortunately an error in the lettering had been brought to Council’s attention Cllr Mrs Huish and the Clerk agreed to talk to the contractor with regard to correcting the error. HH/Clerk

 

 

 

 

 

 

11.2

Public Lavatories - Items for discussion and approval. The scheduled dates still had not been received from the successful building contractor, Mr Moyce. despite various phone calls culminating in a letter. The Clerk agreed to write another letter urgently requesting start date as work has to be completed by the end of February.                                                                                                  Clerk

 

 

 

 

 

 

11.3

Debenham Enhancement Group- Items for discussion and approval. No written report. It was verbally reported by Cllr Mrs Huish that there is a delay in the quotations due to a member of Bob Daniels staff at SCC being off sick. It was reported to Council that the unclassified road that leads to Mid Suffolk District Council owned bungalows and the adjacent Cross Green Car Park was becoming dangerous to pedestrians and vehicles due to the number of potholes. It was thought that left over tarmac from the recent work under taken in the village could have been used to repair this road and also re-tarmac the cut through paths connecting Great Back Lane and Chancery Lane. Unfortunately despite prior notification to SCC this had not been done. It is understood that the left over tarmac is the responsibility of the contractor and that normal procedure is that local residents are contacted as to whether they require any work done. The condition of Gardeners Road and the lower half of Low Road which have been damaged by the buses using the route was also discussed and the Clerk agreed to write another letter to Suffolk County Council in connection with the problem recommending repair under the new scheme available to them. The Clerk also agreed to write a letter to Nick Gowrly, Portfolio Holder for Housing at Mid Suffolk District Council requesting that urgent repair work be under taken to the road adjacent to the Cross Green Car Park.                                                                 Clerk

 

 

 

 

 

 

11.4

Street Furniture - Items for discussion and approval. Cemetery bench update. No written report. Cllr Moreton verbally reported that the cemetery bench had now been re-installed but had yet to be anchored down. Cllr Mrs Huish requested authorisation to purchase 2 more anchors at the increased price of £21.99 each compared to the previous price of £18.00 each, authorisation given. The damaged dog bin on the corner of Kenton Road is to be replaced free of charge by Terry Willington at MSDC. Council wished to sincerely thank Mr Eade for the work he had done on the bench in the Cemetery. The Clerk agreed to convey Councils appreciation to Mr Eade in a letter.                                                                                                                            Clerk  

 

 

 

 

 

 

11.5

Car Parking - Items for discussion and approval. Police enforcement update. As per item 4. Council was disappointed that no report had been received and that no improvements in the car parking in the village had been observed. 

 

 

 

 

 

 

a)

Obstructive / dangerous parking out side the Primary School. For discussion including Police Enforcement. To date two near misses had been witnessed and reported to Council. One occurrence had resulted in a child nearly being knocked over by a car door opening the other almost resulting in a cyclist being knocked off their bicycle by a four by four vehicle entering School Lane. Cars are parking illegally in Chancery Lane which is for access only. Council was deeply concerned that the inconsiderate parking could result in a serious injury or worse. A meeting between the School and the Council has been suggested, two members of Council will attend and possibly a member of the Pre School and the headteacher, Mrs Macelroy. The primary school will contact Mrs Huish to arrange a suitable time.                                                                                      HH/LS/FWG  

 

 

Time 8.45pm
 

 

 

 

b)

Henniker Roads. Letter from Environment and Transport. Update in installation of ‘H’ marking. Noted by Council

 

 

 

 

 

 

c)

Aspall Road Car Park. Discussions relating to installation of a barrier. It was decided to defer the discussions until the December meeting at Coopersfield. Council agreed to investigate, in preparation for the December meeting the costs of employing the Mobile CCTV unit during the Summer of 2006. This to ascertain the seriousness of the problem of youths using the car park to hang out resulting in noise nuisance to residents in the immediate vicinity.                                                      ID                                                                                                                                                                                                      

 

 

 

 

 

 

 

 

11.6

Trees and Greens - Items for discussion and approval. No items other than those on the agenda.

 

 

 

 

 

 

a)

MSDC Grass Cutting Service Agreement for 2005/06. The Council’s concerns in respect of the quality of grass cutting this year were discussed with Terry Willington of MSDC during a walk about meeting on the 24th October. During the meeting one of the problems, choppy grass cutting, was observed and Mr Willington arranged a special one-of visit by the contractor with another grass cutter to resolve the problem. Grass cuttings should be blown back onto the area cut. MSDC claim that fourteen cuts took place this year, the Council feels that there were not as many cuts as stated but as no records were kept it is hard to disprove. Minutes of the meeting with Mr Willington are awaited.                                                                         Clerk

 Council resolved to monitor the frequency and quality of grass cutting in 2006/07                                                                                                            RW/CH                                                                                                                        

 

 

 

 

 

 

b)

Update on areas of land within Parish owned by MSDC. The Clerk reported that a map had been received from Terry Willington at MSDC detailing all the land within the parish that is within the District Councils ownership. The map to be kept on file with other Parish Council documentation.

 

 

 

 

 

 

11.7

Website reports October - Items for discussion and approval. The report was noted by Council. It was agreed that any queries relating to the report would wait until the next meeting when Cllr Morley would be in attendance and would be able to answer.

 

 

 

 

 

 

11.8

Public Rights of Way. Items for discussion and approval. No items other then those on the agenda.

 

 

 

 

 

 

a)