Present:

Councillors Mrs H Huish (in the chair), Mr M Morley, Mr P Lorenzo, Mr A Moreton, Mr R Walters, Nikki Rush (Clerk) and one member of the public.

1. 

Apologies for absence: Councillors Mr E Alcock Mrs S Deamer, Mr C Grover, Mrs C Hellier and Mrs F Winrow-Giffen

2. 

To receive declarations of interest. None received

3.

Minutes of meeting held on 19^th May 2005. Amendment - Page 1, Cllr Walters was in attendance. Cllr Moreton proposed, seconded by Cllr Walters, all in favour that subject to the mentioned amendment, the minutes should be approved as a true and correct record.

3.1

Public display of minutes. It was decided that a more readily readable summary of the minutes instead of the full minutes would be displayed in the notice board for a trial period, to be reviewed in November. Full copies, once agreed, would be available on the website, in the Resource Centre and in the Post Office. Cllr Moreton proposed, seconded by Cllr Walters, all in favour, that the minutes should be displayed in this way.

4.

Minutes of planning meeting held on 13^th June 2005. Copies of the draft minutes were handed out to all councillors present and would be agreed at the next planning meeting on July 18^th

1001/05 Debenham Leisure Centre – To erect a spectator stand and install floodlighting on the football pitch. Due to the loss of the amenity to the community the Council reluctantly recommends refusal. Addendum; awaiting full written commitment from Debenham Leisure Centre that land will be available for sport and social use with the exception of Cricket. Proposed by Cllr Huish, Seconded by Cllr Lorenzo, three in favour, two against that this addendum should be submitted.  

1043/05 Linen Post Barn, Kenton Road, Debenham. Conversion of existing store and two carports to form a studio. Approval Recommended

1046/05 Linen Post Barn, Kenton Road, Debenham. Conversion of existing store and two carports to form a studio. Listed Building Consent. Approval Recommended

1039/05 28 Raedwald Way (Plot 34) Debenham. Conservatory at rear. Approval Recommended

1090/05 Grange Farm, Stowmarket Road, Debenham. Listed Building Consent to replace glazed mullioned windows and to replace exterior wood slats on pin hinged frame. Providing that the pin hinges are concealed approval recommended.

1124/05 Gull Farm, Aspall Road, Debenham. Alterations to approved design to incorporate changes to kitchen / utility and main entrance to barn. Approval Recommended

5.

To receive outstanding declarations of interest forms (Cllrs Hellier and Walters). Clerk to request Cllr Hellier to return her Declaration of interest. 

Clerk

6.

Police Report. Cllr Huish read out the police report supplied by Acting Sgt D Anderson, which reported that since the last Council meeting there had been six crimes recorded, two of which were break ins at both the Primary and High Schools. This rise in crime rate caused the council concern. Another area which caused concern was the reported groups of youngsters causing a nuisance in the areas of the Recreation Ground, Lake and Woodland. Extra attention would be given by the Debenham Police, assisted by colleagues from the Eye station in combating the problem. The anti social behaviour had also spread to the allotments where a tap was found to be left on causing flooding. It was suggested that lockable taps be installed to which Cllr Lorenzo is to investigate. Sgt C Gilgan, as of the 20^th June, is being posted to Woodbridge and PC Anderson will, for the foreseeable future be acting Sergeant.

PL

7.

Standing orders suspended – Meeting open to allow members of the public to speak for 10 minutes it was proposed by Cllr Morley, agreed by all that the meeting be open to the public for 10 minutes. No comments were made by the member of public attending.

8.

Plans, permissions and refusals received since planning meeting of June 13th 2005.

8.1

1076/04 – 38 High Street – Reconstruct and restore the derelict part of 38 High Street. Planning Permission Refused

8.2

0209/04 – Reconstruct and restore derelict structure to living room & 2 x Bedroom, Maintain existing brick frontage, refurbish windows, reconstruct roof and reinstate pan tiles. Planning Permission Refused.

9.

Accounts for payment

9.1

Green Man Tree Care – Cemetery Tree cutting

230.00

9.2

Mr D Good (c/o Green man Tree Care) – Cemetery tree cutting

230.00

9.3

Mrs L Cockerton – travel expense for taking books to Auditor in Woodbridge

8.40

9.4

The Experience Catering Company Ltd. Public WC cleaning 20^th April – 19^th May 05

348.22

9.5

The Experience Catering Company Ltd. Public WC cleaning 20^th May – 17^th June 05

348.22

9.6

Website editing fee for May 05 – R Awadoon

50.00

9.7

GB Contracts – Cut and strim all grass areas at Debenham Church – 1 Cut -May 05

117.50

9.8

GB Contracts – Cut and strim all grass areas at Debenham Cemetery – 1 Cut –May 05

123.37

9.9

Clerk Salary (Net)

433.04

9.10

N.I

0.00

9.11

Employers N.I

0.22

9.12

Income Tax

2.80

9.13

Clerks Mileage. 60 miles at 40p per mile

24.00

9.14

Carol Williamson – Holiday Cover and travel

267.76

9.15

Carol Willamson – other expense’s eg Postage and photocopying

6.45

9.16

Geoff Ridge - Ammunition

46.00

Accounts received subsequently:

9.17

Mark Sillett – Street Care

                       Petrol

                       Bags

535.08

4.04

10.36

9.18

Uk Host Invoice for June 05

117.50

9.19

Suffolk County Council – Invoice for MS Office CD Rom and License

231.23

9.20

Suffolk County Council – Invoice for Lap Top and Carry Case

706.18

9.21

Suffolk County Council – Invoice for Wireless Keyboard & Mouse

52.46

9.22

Suffolk County Council – Invoice for McAfee Virus scan & updates

47.00

9.23

Bloomfield & Sons – Recreation ground fence work as per quotes

11,699.48

9.24

L Cockerton – PC Calls March / April

16.50

10.

Receipts

10.1

Durie Partners. First Instalment of rent.

492.00

10.2

Website Advertising. (Debenham Pharmacy, Debenham Natural Health Clinic and Combat Kick Boxing Academy)

105.00

10.3

BT Internet repayment (Via Clerk)

10.00

10.4

BT Internet repayment (Via Chair)

10.00

11.

Committee reports

11.1

Allotments report. None

11.2

Items for discussion. Cllr Lorenzo to look into methods of securing taps against vandalism as wasted water would lead to increased water rates

PL

11.3

Ratification of Allotment Policy and Rental Agreement.

Cllr Walter’s proposed, Seconded by Cllr Moreton, agreed by all that the Allotment Policy be Ratified.

11.4

Cemetery committee report. No report received. Permission requested from a Mrs Andrews for the erection of a head stone for her late husband. Proposed by Cllr Lorenzo, seconded by Cllr Walter’s, all agreed that permission be granted. It was requested that the re-siting of the bench in the cemetery now received urgent attention. 

AM

11.5

Items for discussion – update on installation of bollards, fencing and gates. No information available

 12.

Committee Reports

12.1

Millennium Gates. None received

12.2

Items for discussion and approval. None

12.3

Play Areas The Wooden Fort is now unsafe and signs have been erected and barriers put in place to prevent children from using it, although this has been done in the past and the notices and barriers removed by members of the public. The fort is awaiting urgent removal and until then the council asked for the co-operation of all. The slide will be kept in the hope that it can be reused as it is popular with children.  Upper Gardeners Road – The damaged wall had been removed but no further work had taken place to date. Once work commences the Play Area Group will investigate the costs of installing various play equipment. 

RW & FWG

12.4

Items for discussion and approval. None

12.5                                       

Request from Debenham Football Club for permission to use recreation ground for practice sessions for young teams. They will be responsible for care of the area." In principle the Council is happy for the use of the Recreation Ground to be used for football practice of the Junior Teams only. Concern was raised over the possible use of colourful language and its effects on residents living in the vicinity. Permission would be granted subject to the agreement of the terms and conditions set by the Council. One of the conditions would be to have portable goals to still allow use of the land by other members of the community.

RW

12.6

Public Lavatories. The Council has been informed that the existing cleaning contractor will not be renewing the contract when it expires at the end of August, although he has agreed to continue beyond the end of contract if required. Quotes will be sought from other contractors for a decision to be made by council at the July meeting. Builders have been contacted regarding the refurbishment and quotes will be received in due course.

Clerk

12.7

Items for discussion and approval. None

12.8

Debenham Enhancement Group (attached). A meeting was held on the 26 May 05 with officers from Mid Suffolk District Council, Suffolk County Council and Suffolk Coastal District Council. The purpose of the meeting was to discuss the possibility of a joint bid with Peasenhall to put together large enough projects to attract suitable funding. The main aim of the bid is to improve parking within Debenham as well as other enhancement projects which would support and enable the main purpose.

12.9

Items for discussion and approval. The report from the May meeting was accepted and Council authorised proceeding with the bid.

12.10

Street Lighting. Street light adjacent to the Leisure Centre in Gracechurch Street had been damaged by a Road traffic Accident. As the light belongs to Suffolk County Council it was reported to them on the 6^th June. They will be rectifying in due course.  

12.11

Items for discussion and approval. None

12.12

Street Furniture. The surveyors report is still awaited for the repairs to the bus shelter. Cllr Moreton reported that he had now installed a new Dog Bin at the top of Hilly Filly, for which Cllr Huish thanked him. The street cleaner and Mid Suffolk District Council would be informed of the bin in order that it can be emptied. 

Clerk

12.13

Items for discussion and approval. None

12.14

Car Parking. Cllr Huish thanked Cllr Moreton for his excellent work in preparing the new Parking Regulations Enforcement Campaign notice which was complied after consultation and feed back from parishioners. The general consensus of the consultation was that further regulations were not needed, but existing ones need rigorously enforcing. A meeting had been held with Debenham Police Officers who had agreed, with the assistance of Non-Debenham based police officers, Special Constables and Traffic Wardens to undertake day, night and weekend patrols. The vehicles which are to be targeted are those illegally and inconsiderately parked ie on double yellow lines, causing an obstruction by parking on bends, dropped kerbs etc and on grass verges. In order to enable residents to find alternative parking the enforcement of regulations would commence three weeks from publication of the notice, 25^th June 2005.

12.15

Items for discussion and approval. None

12.16

URC Solicitors reply to Debenham Parish Council letter dated May 25^th 2005. The council was not happy with the content of the draft response letter sent by the solicitors. Clerk agreed to send  a letter stating that the issues referred to had, in their opinion already been considered (reference the Land Registry section 13.5) and should not therefore result in any more delay. The council is also not willing to pay costs exceeding those agreed in September 2004, £800.00 inc VAT and requested that a ceiling be fixed at that level. 

Clerk

12.17

Items for discussion and approval. None

12.18

Trees and Greens. Grass cuttings are being left on the paths by Mid Suffolk District Council raising safety issues in wet conditions. The contract for grass cutting is to be checked as it is thought that grass cuttings over a certain length had to be removed. It was also reported that there are no orchids this year, this is thought to be because of the mulching making the soil too rich.

RW

12.19

Items for discussion and approval. None

12.20

Web site. The number of sessions exceeding 5minutes on the Web Page dropped in April this was thought to be because of the Easter holiday. In contrast the number of sessions exceeding 5 minutes on the Parents Eye View increased in April, again this was thought to be due to the Easter holidays and parents looking for activities for their children. The web site is going very well and the committee is pleased with the progress.  

12.21

Items for discussion and approval. None

13.

Hoppit Woodland and Lake Project:

13.1

To receive minutes of meeting of April 11th 2005. The minutes were gratefully received. Concern was raised over the risk of contracting Well’s disease if parishioners ignored the notices asking them not to swim or let their dogs swim in the lake. It was agreed that notices would go up specific to the risk of contracting Well’s disease and letters would be written to the local doctors and vets to make them aware.

Clerk

& PL

13.2

Report of meeting of June 6^th 05. Council considered the opening day a great success and would send a letter to the organisers thanking them for the day and the work done to date.

HH

13.3

Matters arising. None

14

Reports from Representatives on outside bodies, Non received. Council were informed that Sir Robert Hitcham school do not have a meeting in June, the next meeting to be held in the Autumn term 

15.

County Councillor’s report. Report submitted in Cllr Alcock’s absence. The new County Councillor is Eddy Alcock and the council welcomes him to his new role. It is early days in his new role but areas that will be receiving his attention are: the war on waste and inefficiency which will be explored with regard to staffing levels that have risen drastically in recent years. An immediate moratorium has been placed on the replacement of non-front line staff when vacancies occur whilst reviewing the need for the posts in question. A140 speed limits experiment will be extended for six months, which the previous administration had already decided, giving more opportunity for facts to be gathered in order for informed conclusions to be reached. Cllr Alcock is also pleased to announce that he has been appointed as Deputy Portfolio Holder, to Colin Hart, the Framlingham member, with a Portfolio embracing Waste Management, Economic Development and the Environment.

16.

District Councillor’s report.  Report submitted in Cllr Alcock’s absence. A quite successful year was reported overshadowed by the tragic loss of the Financial Portfolio Holder Cllr Chris Lawrence, who will be sorely missed. The Strategic Technological Partnership, named as the Customer Services Direct Ltd at the Stowmarket Bureau is reported as being well and truly up and running with the Needham Market Bureau opening this month on completion of the alterations to the reception area. Most of the perceived “gliches” which caused the administration at MSDC to be largely reactive have now been ironed out and it is expected that it will be more proactive in the future. The Parish Council planning training sessions held in March this year in Claydon and Hoxne were well attended and well received. Feedback from these sessions will be analysed with the view of holding more sessions in the future. The planning process has been greatly speeded up thanks to the new Plantech Computer System which has been newly installed. Decision was made a month ago to introduce a modest car park charge at Needham Lake, although this was received with some protest at the beginning it is now widely accepted. Waste Disposal officers are, under Cllr Alcock’s instruction exploring the cost implications of bringing the District wide introduction of twin bin to a conclusion in 2006 rather then 2007. Licensing is still worryingly quite in terms of applications, with only 45 received for personal licenses and a further 10 for premises. A swamp towards the end will swamp the licensing panel causing some to be unlicensed over the crucial time of Christmas. Stwomarket car parking charges have been reduced from £4.00 for four hours to £2.50 for the same period. The first hour is charged at 50p with a 50p rise for every hour after up until four hours.      

17.

Chairs Report. Cllr Huish stated that there were now three members of council on leave of absence and asked those present if leave of absence was still something that council still wish to grant. All in favour that leave of absence was still to be granted.  

18.

Clerks Report.

To adopt standing orders: An updated version has been obtained from SALC and comparisons to be made with the existing Debenham Parish Council version to ensure all in order.

To receive declarations of interest and additions to register: Requested from Cllr Hellier

Allotments Cllr Lorenzo reported that the new agreement would be available next month – the clerk to provide with councillors’ packs for the meeting. Included in packs for June 16^th meeting and ratified under minute No 11.3. NFA

Cemetery committee: it was reported that the bollards had still not been erected at the foot of Cemetery Drive. Still awaiting advice from Cllrs Lorenzo and Walters

Grass cuttings left too long A letter had been sent to Terry Willington at Mid Suffolk District Council on the 26^th May requesting rectification. Cllr Walters also checking the contract see minute No 12.18 from June Meeting.

Foliage at the junction of London Lane and The Butts had been cut near the kerb but the growth higher up had not been tackled and was obstructing vision.  A letter had been sent to Mr G Clark at Suffolk County Council on the 26^th May requesting rectification.

Culvert near the Cherry Tree Pub was obstructed with bottles. Environment agency contacted who agreed to send someone to investigate                                   

Post Office Savings Account There was an investment book with almost £6000 in it. This had been taken on by the previous clerk when she started 16 years ago and its origins were unknown. Awaiting authority from bank in order to transfer monies.

19.

Correspondence already circulated among council

a)

Development of Hartismere Hospital public meeting invitation 15^th June.(scanned and e-mailed)

b)

Suffolk Constabulary – Western Area Plan 2005/2006

c)

Eye Volunteer Centre – Thank you letter for recent donation

d)

Suffolk Preservation Society – Training Day “Understanding your Listed Buildings and Conservation Area”

e)

Suffolk Neighbourhood Watch – Mid Suffolk Community Legal Access Project Road show notification (date to be announced)

f)

Lacy Scott & Knight letter regarding Durie agreement right of way over bridleway

g)

Leiston, Saxmundham and District Citizens Advice Bureau – 2004/2005 Annual Report

h)

NPS Property Consultants Ltd – letter re the Health and Safety file regarding the extension to the car park for Debenham Playing Field at the Recreation Ground

I)

Suffolk Scene Spring 2005 magazine

J)

Trafalgar Weekend. Letter and brochure

20

Correspondence received recently and not yet circulated.

20.1

SALC AGM invitation for July meeting.

20.2

Suffolk Befriending Scheme donation request. Unfortunately after serious consideration it was decided that due to previous allocations a donation would not be able to be given this year. It was requested that they be put on the list for consideration next year.

Clerk

20.3

Request for Cake stall on village green in aid of 24 Air Cadets trip to Australia. This is an Ipswich based squadron of which a junior member of Debenham Community belongs. All in favour that a cake stall be allowed on the village green on the dates requested.

21

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

merit, in the Chairman’s opinion, immediate action.

21.1

Sign off year end accounts to March 31^st 05 (Which now include the Woodland figures). Proposed by Cllr Walters, seconded by Cllr Lorenzo, all agreed that the accounts be signed as a true record.

21.2

Sign Lubbock Fine external audit form. Copies of the form were distributed and checked by council, Cllr Huish and the clerk then signed and dated. The clerk informed Council that the Notice of Appointment of Date for the Exercise of Electors Rights had been displayed on the notice board giving parishioners the required two week notice that the accounts will be available by appointment between the hours of 10am and 4pm from the 7^th July to the 28^th July 05. It was explained that due to the clerks new appointment Lubbock Fine had agreed an extension to the 5^th August 05.

21.3

Thank You letter from L Cockerton. Noted

 22.

Standing orders suspended: Meeting open to allow members of public the public to speak for 10 minutes. The member of the public did not wish to speak

 23.

Any other business – for information exchange only

 23.1

Debenham Youth Club visit by Councillors Moreton and Walters. Cllr Huish thanked Cllrs Moreton and Walters for their attendance and urged other members of council to visit the youth club

24

Date of next meeting 21 July 2005

25

Exclusion of press and public: It was agreed that under Section 100(4) of the Local Government Act 1972 the press and public be excluded for item 28 on the grounds that they involve the likely disclosure of exempt information as defined in Part I of Schedule 12a of the Act.