No 10 of 2004/05
Present: Cllrs
M Morley (Vice Chairman and in the Chair), Mrs C Hellier, P Lorenzo, A Moreton,
R Walters 2 Members of the Public
1. Apologies
for Absence were received from Cllrs E Alcock, Mrs S Deamer, Mrs H Huish,
Mrs
F Winrow-Giffin and
2. To
receive Declarations of Interest
Item
8 Trees & Greens - Andrews Close: Cllr
Mrs Hellier
3. To
approve Minutes of the Meeting held
Cllr
Walters proposed the Minutes were accepted as a true record, seconded Cllr
Moreton and unanimously agreed.
4. MEETING
OPEN TO THE PUBLIC FOR 10 MINUTES : Members agreed suspension of
standing orders to enable interested parishioners to speak. No comments
Standing
Orders Resumed
5. Report
on Planning Meeting held
Planning
Applications
1.
0315/03 : South View,
dining. Provision of Porch. Cllr Moreton proposed approval of
the application,
seconded Cllr Lorenzo and
unanimously agreed.
2.
0537/05 : Chestnut House,
meeting had been informed
that the tree had been pruned during the last year by
virtue of
application with Mr David Mitchell,
Landscape Officer at MSDC reported there was
no evidence to suggest
the tree was diseased and no obvious reason for it to be
removed. In the absence
of such evidence Mr Mitchell’s view was the tree should
remain and MSDC were
considering placing a Tree Preservation Order.
Members
having considered the above information Cllr Walters proposed a
recommendation of
refusal, seconded Cllr Lorenzo, 5 in favour, 1 against.
Motion
carried.
MSDC
Planning Permissions/Refusals
1.
0036/05 : 7 Henniker Road –
Replace flat roof on entrance lobby with pitch roof, tiles to
match main
roof. PP Granted.
2.
0058/05 : 4 Wardlaw Court –
Proposed rear conservatory. PP
Granted
3.
MS/1513/04 :
chimney stacks to
dining hall. Creation of new pedestrian
path adjacent to
entrance
road. PP Granted.
4.
schedule of works from Paul Jackson
date stamped
accompanying plan. MSDC no objection.
5.
LB/0234/04 & 1224/04 : Barn at
Gull Farm,
buildings to single
residential dwelling and erection of garage/carport. Listed
Building Consent and PP
Granted.
6.
LB/72/03 & LB/290/03 :
rear elevation of
dwelling from first floor level to ground floor level vertically below
existing position and
enclosure with timber ‘trellis’. Appeal
against MSDC decision
to refuse the application
by notice dated
Building Consent Granted.
In determining the Appeal the
meeting heard the Planning Inspector had
found no evidence to support
the existence or likely occurrence of public health
issues and these were not
matters relevant to the consideration of a
Application. He did not consider the development would
harm the special
architectural and historic interest
of the Grade II listed building nor its setting in a
Conservation Area. Despite these findings, Members were of the
view they were
duty bound to raise such issues
should they arise in the future.
16. Police
Report : Members agreed this item was brought forward.
Since
the last Parish Council meeting PC Gibbs reported 4 crimes had been recorded:
damage
to
a window in
Leisure Centre, theft of a number plate from a
moped parked at the Leisure Centre and
possession of cannabis resin in the car park of a village public
house. Following attention to the
parking situation outside the primary school, one offender had been
dealt with by way of a fixed
penalty ticket and one vehicle owner had been advised against parking
his vehicle on the
grass verge at
The
Anti-Social Behaviour Unit at Bury St Edmunds were trying to organise a
Spring Clean campaign by highlighting areas that could be targeted for a
‘clean-up’ – areas
subject to litter problems, abandoned vehicles etc. A date had yet to be fixed, probably during
the
summer. If Debenham wished to take part,
contact should be via PC’s Anderson or Gibbs.
HH/AM:3/05:1
Cllr
Morley raised the matter of a car parked in the same position on the High Street for several
months with road licence disc well out of date. PC Gibbs would investigate. PC Gibbs:3/05:2
6. Accounts
for Payment
UKHosts
Ltd : website management 117.50
R
Awoodun : website editor 50.00
T
Cook : website editor 50.00
Clerk 803.40
Use
of equipment 11.66
Employers
NI 52.40
Mark
Sillett : streetcare 482.04
Innexperienced
Catering Co : WC care 314.52
Parish
Council email charges – Jan – Mar ‘05 47.97
Parish
Council telephone charges Nov ’05 – Feb ‘05 64.84
Clerk’s
Expenses – January – March ‘05 44.67
SALC
: 2 day Councillors’ Course 58.75
M
Bloomfield & Sons Ltd : repair 3 litter bins 43.48
Debenham
Philip
Mason : St Mary’s Clockwinding Oct – March ’05 155.00
Play
& Leisure – repairs to play equipment 916.50
Information
Commissioner – Data Protection registration fee 35.00
Cllr
Moreton proposed payment of the above, seconded Cllr Lorenzo and agreed.
7. Committee
Reports
Recruitment
of Parish Clerk – A written report from Cllr Morley stated 16 application
packs had
been issued and 8 returned.
Shortlisting had taken place and interviews held 21 March. A locum
clerk would be employed to deal with the handover and induction of the
new clerk. The Clerk
would prepare draft annual accounts and arrange for the internal audit
prior to
Cllr Morley reported Members had been updated on the stage reached to
date, in camera, after
the
Planning Meeting on
resolution to authorise recruitment on the salary structure as existing,
LC1 (population under
5,000) Spinal Column Points 15 – 21, although councils were at liberty
to pay over and above
that recommendation. Cllr
Morley proposed acceptance of the current spinal column
recommendations, seconded Cllr Moreton and unanimously agreed.
Fin/Employ Comm:3/05:3
Street
Lighting - A written report from
Cllr Moreton stated there had been very little response to
the
consultation article in the Parish Magazine asking for views on the present
lighting facility.
The
second instalment of the street light maintenance cover being due, Cllr Morley
proposed,
assuming Members were content with the service offered over the last
year, a letter to Suffolk CC
Maintenance thanking them for the service, seconded Cllr Moreton and
agreed. Clerk:3/05:4
Allotments
1.
Review of Allotment Tenancy
Agreement – The agreement currently used and recommended
by
NALC had been circulated to Members for consideration prior to the meeting
(copy attached
to
Minute Book).
The following amendments were suggested :
Clause
2 – the yearly rent shall be subject to annual review.
Clause 5© - “The tenant shall not keep or manage any
animals or livestock of any kind on the
allotment garden except hens (not
cockerels) and rabbits to the extent permitted by Section 12 of
the Allotment Act 1950 subject to
the number of hens and rabbits not exceeding 24 in total at any
one time on any one allotment
garden. Hens and rabbits may only be
kept with prior written
permission of the Council and they
must be kept in good health and condition with adequate
food, water and waste
disposal. The tenant shall be liable to
pay compensation for any damage
caused by his or herself and their rabbits
and hens. Officers of the Council and/or
an Inspector
of the RSPCA shall be entitled to
inspect at any time without notice and shall be entitled to
remove animals if deemed necessary. The Council reserved the right to withdraw
such
permission if deemed necessary.”
This
clause had been recommended at the request of allotment holders. Members debated the
introduction of animals to the allotments and the possibility of ensuing
problems, ie attraction of
vermin. In the event of any
serious problem arising Clause 7 of the Agreement provided the
ultimate sanction arising from any serious breach. Cllr Moreton proposed acceptance
of the clause, seconded Cllr Mrs
Hellier, 4 in favour, 1 against, motion carried.
5(i)
– reinstate ‘for domestic consumption by himself and his family’.
5(l)
– replace ‘desirable’ with ‘permitted’.
The
Clerk raised the insertion of a clause to cover the use of the bridleway by
allotment holders’
and
their vehicles. A similar clause may
need to be applied as for the agricultural holding.
That
item and formal adoption of the above changes 2, 5(i) and 5(l) deferred to the
next meeting.
for
consideration. PL:3/05:5
2.
Installation of additional Water
Tap – complete NFA
3.
Reinstatement of plots from
agricultural holding – awaiting removal of overhead power cables and posts. PL:12/04:6
4.
Green Flag Award – deadline for
submission of application had lapsed. NFA
8. Working
Groups/Individual Reports
Affordable
Housing – a written reported stated Parish Council representatives had
attended a
meeting at MSDC offices with a District Council Planning Members,
Housing and two Council
Members to identify any major difficulties with the proposed 5 – 6
shared equity, 2 and 3
bedroomed houses. There were
complications with the land currently being used as a play area
but
it was believed other play facilities plus those planned at The Meadows would
be adequate.
Progress on the consultation was as follows :
1.
Letter to surrounding residents
had been sent to those directly affected with deadline
response of
2.
The consultation event with the
village would be held at Dove Cottage on 25 April,
3.
A flyer notifying parishioners of
the consultation and encouragement of registration of housing
requirements with MSDC would be produced
by Flagship Housing. Cllr Morley put
forward
two options for distribution of the
leaflet :
1.
Council Members to deliver
2.
Incur a fee for delivery.
Cllr Moreton proposed option 1,
seconded Cllr Lorenzo and unanimously agreed.
All
Councillors:3/05:7
4.
garden for inclusion in the site. Details had been forwarded to Flagship for
negotiation.
5.
A further meeting with Flagship
and MSDC would be held after the consultation on 25 April to
discuss the formal planning application.
HH/MM:3/05:8
Car
Parking
1.
Working Party Meeting
The
Chairman of the Group, Cllr Grover had had to step aside for personal
reasons. Cllr Moreton had taken over as
Chair. Notes of the meeting were in
course of preparation. The following
actions had arisen from the meeting:
·
A leaflet and poster inviting
comments and views had been prepared for public circulation.
·
A response to those residents and
businesses concerned at the car parking situation was required.
·
A similar letter to residents and
businesses in the areas most affected by any proposed changes.
Proposed approaches included :
1.
High Street : considered vital that the old URC burial ground was
acquired for car
parking/memorial garden. Grant
sources to be explored. To reduce spaces
occupied by all
day/long term/residents parking, West side of the High Street between
junction and Clio’s to be designated No Parking for one hour, eg,
between
days per week.
2.
Residential parking : the Parking
of commercial vehicles in residential areas was
aggravating an already difficult situation. It was difficult to differentiate between
vehicles driven
by
employees – where vehicles could be left at employers depots – and those
belonging to
franchisees working from home or self-employed businesses with no
alternative parking sites. It
was proposed the major area of control related to parking of vehicles on
grass/highway verges
and pathways. The control could
be achieved by the introduction of a local bye-law prohibiting
this practice. The feasibility of
the approach, its implementation and costs would be discussed
with SALC, Suffolk CC Highways and MSDC for further consideration.
AM/SD/CG/HH/MM:3/05:8a
3.
Enforcement : introduction of
such changes would require enforcement and offenders
fined where necessary if the changes were to be effective. Early discussions would be held with
the police to explore the possibility of increased patrols/traffic
warden time being made available
to
Debenham and the use of community wardens to note and report number plates of
offenders.
AM/SD/CG/HH/MM:3/05:9
2.
To consider provision of ‘No
Parking’ signs at
At various times of the day, people
were parking on either one or both sides of the entrance to
Debenham Community Award – A Notice had been prepared for display on the Notice Board
and nomination forms were available
from the Clerk to be returned by
All Councillors:3/05:11
Emergency : re-scheduled date for the Emergency Planning Seminar awaited. AM
Millennium Gates – Cllr Walters offered to take over this project from Cllr
Grover. Contact to be made with
Parish Councillors’ Recruitment Meeting/Day – Members approved the article prepared by Cllr Moreton. Inserts to be made in Parish Magazine (Cllr Moreton) and EADT Community News (Clerk). AM/Clerk:3/05:13
Play Areas – a written report had been circulated prior to the meeting
1. NPFA Inspection Report 2004/05 – The works to correct the items
noted in the report were complete. NFA
2. Play Area Signage – The wording for the signs had been agreed and
the order placed with Haven Graphics as agreed. RW/FW-G:2/05:14
3.
4. Lower
5. Upper
6. The Meadows Play Areas – proposed meeting with Mr C Fry, MSDC. Cllr Walters suggested this was deferred for time being. NFA
7. MSDC notification of RoSPA Inspections 2005/06 – Mid Suffolk had
instructed RoSPA to carry out its play area inspections for the forthcoming
financial year. Parish Councils were
invited to take part in the scheme.
Annual Inspections would cost £40 plus VAT per play area plus Risk
Assessment £50 and Disability Access Audit £12 (both per individual play
area). From January 2004 it became a
legal requirement that all play areas should be assessed for suitability for
use by people with disabilities. The
Recreation Ground Play Area in
Police Liaison – no report HH/AM
Public Lavatories – a written report had been circulated prior to the meeting.
Cllr Morley had met with the owner of the car parking space adjacent the WC block to discuss the availability of the land necessary for a disabled access ramp. She had been supplied with a copy of the plans prepared by the architect. At present the property owner was not in a position to make a decision on the availability of the strip of land until the other issues affecting the property had been resolved. In addition she felt the supporting wall for the ramp would impair the access to the parking space. Cllr Morley had discussed the DDA position with MSDC and it was decided the refurbishment should proceed otherwise there could be a risk to the availability of the grant funding. The architects had therefore been asked to design a ramp that would most closely conform to DDA requirements – approximately 900mm wide rather than 1200mm, this would still be wide enough to provide wheelchair access.
MSDC would provide an Access Statement stating all reasonable steps had been taken to comply with DDA requirements. HH/PL/MM/RW:2/04:18
Public Rights of Way – no report FW-G
Public Transport – no report SD
Risk Assessment –
1. To adopt
A copy of the proposed document dated 16 March 2005 was made available at the meeting. It was noted that warning signs were to be provided noting hazards and their locations. Signs provided would note the location of the telephone box and Parish Notice Board (to identify contact points in event of problems/emergency). Rescue Aids would be provided in the Lake Area: two throwing lines, one each side of the lake. On behalf of the Woodland Group Cllr Walters proposed adoption of the document, seconded Cllr Moreton and unanimously agreed.
2. Citizen Engagement & Public Services/Vibrant Local Leadership document. The consultation document had been circulated to each Member. Comments to be returned to Cllr Walters (Policy) to enable a response to be approved at the next meeting – Members noted responses to the document were not mandatory. All Councillors:3/05:18a
3.
Review of the Code of Conduct for Members – the consultation
document had been circulated to each Member.
Comments to be forwarded to Cllr Walters (Policy) by 4 April 2005 to
enable a response to be agreed at the April 2005 meeting. All Councillors:3/05:18b
Saturday Morning Surgery – 16 April 2005. The following would be in attendance: Cllrs Mrs H Huish, P Lorenzo and A Moreton. Cllr Mrs Hellier observing. HH/PL/AM:3/05:19
Cllr Moreton to obtain Special
Constable Recruitment publicity. AM:3/05:20
Street Furniture – Cllr Moreton reported reinstatement of village benches and installation
of waste/dog bins was in hand. AM:9/05:20a
Cllr Morley queried the handover of
the items currently stored on the Clerk’s premises. The Clerk confirmed there would be a timely
delivery of these three items – dog waste bin, wall/post mounted cigarette
stubber bin and freestanding waste bin to Cllr Moreton. Clerk:3/05:20b
Three estimates for the Market
Bridge Bus Shelter repairs had been received ranging from £200 to £2,500. Cllr
Moreton wished to investigate these thoroughly before making a
recommendation. It was suggested the
advice of a surveyor on the extent of the work required would be useful. AM:3/05:21
Trees and Greens – a written report had been circulated prior to the meeting.
Andrews Close amenity green – a representative from MSDC Planning & Enforcement had visited the site and taken photographs of the green and fencing posts erected by the adjacent householder. Planning & Enforcement had written to the householder responsible asking him to remove the posts from a public area. They were still in place and MSDC would be taking the appropriate action. In the meantime the Parish Council had formally requested MSDC to look into taking ownership of the green in order to protect it from future encroachment. Clerk:2/05:22
Cemetery Trees – Two quotations for removal of the two unsafe Corsican Pines on the east boundary had been obtained, Greenman totalled £460 to remove and log up and Four Seasons totalled £600 to remove and log up. A third quote from GB Contracts had been requested. Cllr Walters reported on the difficulty in obtaining the quotations and in the interests of safety he recommended the lower of the two quotes obtained was accepted, second Cllr Moreton and unanimously agreed. Cllr Walters to instruct Greenman to carry out the work. RW/3/05:22a
The remaining Pine trees would be
inspected by the tree surgeon and a report on their condition obtained as well
as the opinion of David Mitchell, MSDC Landscape Officer. RW:3/05: 23
The damaged Lime trees, one sited
in the cemetery and the other on the drive, would be removed by Mr G
Ridge. The memorial stone damaged by the
fallen tree would be reinstated after removal of the debris. PL/RW:3/05:24
Cllr Walters reported the Lime
trees had been weakened by a fungal infection and he would be obtaining a
report on their condition from the tree surgeon/David Mitchell, MSDC.
RW:3/05:25
Should there be a recommendation for removal of the remaining Corsican Pines or Lime trees, Cllr Walters put the Council on notice that these would need to be replaced. The logs from the felled trees would be made available to the community. Mr Ridge would put in an expense claim for his work. RW/All Councillors:3/05:25a
Condition of Village Trees – Cllr Walters confirmed he would be making a full inspection throughout the village. RW:3/05:26
Erosion/reinstatement of Green Areas – this was associated with the proposed car parking scheme and referred to the Car Parking Group for a joint solution.
RW/Car Parking Working Group:3/05:27
Cherry Tree Green – provision of railway sleepers. In hand. HH/RW:2/05:28
The Meadows – no report AM
Website – a written report outlining the proposed changes had been circulated prior to the meeting. These included a review of advertising rates – starting at £35 for early bird discount, rising to £250 for 12 month prominent advertising space; the launch of a new general news bulletin board; a sub editors and contributors' section and a Debenham Woodland & Waterways Group section. The focus for April was to bring sub-editors on board to commence the creation of content for the site and launch of the new home page.
The proposed scale of charges had
been circulated for consideration prior to the meeting. The Website Working Party had recommended
that charges for charities and non-profit making organisations should be
waived, seconded Cllr Moreton and unanimously agreed.
PL/MM:3/05:29
9. The Hoppit Woodland & Waterways
Project
1. Recreation Ground car park extension fencing/reinstatement of gates/installation of bollards
at extended burial ground. Cllr Walters to contact Messrs Bloomfield’s for an update on
completion of these works. RW:3/05:30
2. Recreation Ground Car Park Extension : alleged accident. A copy letter from the contractors
to the complainant requesting details of the claim for forwarding to their insurance company had been supplied for Parish Council information. Members agreed acknowledgment of the letter was confirmed with the complainant. Clerk:3/05:31
3. Underground cabling/safety of back-filled trenches/repair of fractured drainage pipe on
Allotment land. Cllr Lorenzo confirmed the underground cabling work was complete and the contractors had been informed of the complaint received over the safety of the back-filled trenches. There was some query as to the location of the trenches relating to the complaint. The meeting was informed these were located on Hoggs Kiss Wildflower Meadow, an area open to the public, and not the agricultural holding land. The Clerk and Cllr Mrs Hellier had erected warning notices. Cllr Lorenzo agreed to determine the current status and safety of the meadow and to take any further appropriate action. PL:3/05:32
Cllr Lorenzo confirmed the fracture to the water pipe caused by the electrical contractors during the underground cabling work had been repaired by the allotment holder affected. A query had been raised over reimbursement for the work. PL:3/05:33
4. Lake Safety Aids – the Group had decided to provide two throwing lines, one on each side of
the lake. RW:3/05:34
5. Minutes of Meetings held 7 February and 7 March 2005 – not available PL/RW:3/05:35
10. Debenham
11. Clerk’s Report
1.
URC Burial Ground : proposed lease
to Parish Council and pruning Lime Trees.
Awaiting
response from URC. Clerk/37
2. School/Youth Group : Informal
presentation. Cllr Walters pursuing RW:6/04:38
2.
20 Moores Close : Email received from MSDC stating a site visit
had taken place and
the
operator of the tractor interviewed.
MSDC was in the process of deciding whether it would need to take the
matters further. A decision would be
relayed to the Parish Council after discussion of the position with senior
officers. Clerk:8/04/39
4. Proposed Fenn Street Footway : awaiting
report from Winston PC.
EA:9/04:40
5. Parish Council shed :
disposal of tilly lamps/grave markers. H/RW:10/04:41
6. Henniker Road : unauthorised
‘Private Parking’ road markings.
Awaiting Suffolk CC
decision on ownership of parking bay. Clerk:11/04:42
7. Allotment Lane : vehicular
encroachment of bank alongside ditch awaiting update.HH:9/04:43
8. Bridleway off Water/Priory
Lane : awaiting Suffolk CC delineation of adopted highway. Clerk:1/05:44
9. Kenton Road : hedge overhanging verge at
Anglian Water (AW) premises. AW
dealing.
Clerk:12/04:45
10.
Greenkeepers Cottage – parking conditions decision. Awaiting MSDC. EA:2/04:46
11.
Parish Newsletter : next edition.
Contributions to Cllr Morley. MM/47
12.
To consider purchase of Laminator : Members agreed this would be a useful item
for the
Council to own, cost was estimated at £50/60. Cllr Lorenzo proposed the purchase of a
laminator, seconded Cllr Walters and unanimously agreed. Clerk:3/05:48
13. Potholes in road at Gracechurch
St/Henry St junction and at Cross Green outside
Nos 4 - 6 reported to Suffolk CC
Highways.
Clerk:3/05:49
14.
Public Lavatories/Greenkeepers Cottage – Information request under the Freedom
of
Information Act. Response made
to applicant via MSDC that documentation was available
either on CD or paper file and upon inspection copies could be provided,
no charge up to 10
copies, thereafter an administration fee of £5, plus 10p per copy. Applicant requested to
contact the Clerk to inspect prior to copying. Clerk:2/05:50
15.
Anglia In Bloom : invitation to enter.
Debenham Garden Club had been approached but was
unable to assist on this occasion.
The Club hoped to arrange its own
competition for
businesses with a prize for best outside floral decoration.
15.
To agree date of Annual Parish Meeting : 12 or 27 May. 12 May was the preferred date.
Remaining Members to be canvassed for preferred date. Clerk:3/05:51
16.
Central Suffolk NHS : Public Engagement Group.
Cllr Lorenzo had confirmed Debenham
Parish Council would host a meeting on 22 September 2005 at Dove
Cottage, 6.30pm.
12. Correspondence
1.
Suffolk CC Highways : Greenkeepers
Cottage, Great Back Lane – Confirmation of Highway’s
changed view that both the original and
revised access arrangements were not considered
detrimental to road safety and either one
was acceptable from the highway viewpoint.
2.
MSDC : Green area next 4 Chancery
Lane. Confirmation that MSDC would
include this small green area within the 2005/06 grass cutting agreement at no
additional cost.
3.
Rishangles Old Church – Invitation
to pre Arts Event – 3 April 2005, 2.30pm at
Rishangles Old Church – circulated. All Councillors
4. MSDC : Parish Liaison Event Monday 21 March 2005 – circulated.