Minutes of the Annual Meeting of Debenham Parish Council held on Thursday May 19th 2005 at 7.30 p.m. at Dove Cottage.

 

Present: Councillors Mrs H Huish (in the chair), M Morely, Mrs C Hellier, P Lorenzo, A Moreton, Mrs F Winrow-Giffin, locum clerk Mrs C Williamson and at 7.50 p.m., one member of the public.

 

1.  Apologies for absence: Councillors E Alcock Mrs S Deamer, C Grover (other commitments), clerk Nikki Rush (holiday)

 

2.  To elect chairman for 2005 – 6:  Cllr Morley nominated Cllr Huish, seconded by Cllr Lorenzo. Cllr Huish nominated Cllr Morley, seconded by Cllr Walters but he said that he was not willing to stand this year. It was therefore resolved, with all in favour, that Councillor Mrs Helen Huish be chairman for the coming year.

 

2.1  Cllr Morley added that he wished to thank Cllr Huish for all her hard work in a very busy year, and especially for her efforts in the last few months. The other members concurred.

 

2.2  Cllr Huish thanked them in turn for their work and support over the past year. She was very proud of the council’s efforts, having received many positive comments from parishioners and very few complaints. Her personal thanks went to Cllr Morley for his support.

 

3.  To elect Vice-Chair for 2005 –  Cllr Huish nominated Cllr Morley and was seconded by Cllr Moreton, all in favour. It was therefore resolved that Cllr Michael Morley would be vice chairman for the coming year.

 

4.  To sign Declarations of Acceptance of Office for 2005 – 6

All members of council present signed declarations of acceptance of office for the coming year, witnessed by the proper officer.

 

5.  To adopt standing orders: Cllr Huish proposed, seconded by Cllr Moreton, all in favour, that these be accepted as they stood for the forthcoming year, including local changes, subject to the council receiving an updated version for comparison.                           Clerk

 

5.1  To adopt financial regulations 2003: Cllr Huish proposed, seconded by Cllr Winrow-Giffin, all in favour, that they be adopted for the forthcoming year.

 

6.  To confirm standing orders at bank, being at present:

 

1.  Friends of the Museum of East Anglian Life:                         £10.00

2.  Council for the Preservation of Rural England:                                  £17.50

3.  Suffolk Wildlife Trust:                                                                      £25.00

4.  Suffolk Rural Community Council (Suffolk ACRE)               £5.00

 

Cllr Huish explained that she suggested adding direct debits for BT and BT Broadband to the standing orders, making a saving of £12.00 per year on each count. This was agreed provided that Financial Regulations permitted – the clerk to check on this. It was agreed that existing standing orders continue to be paid as normal. .                                                                           Clerk

 

7.  To receive declarations of interest and additions to register: Cllrs Hellier and Walters

 

advised that their circumstances had changed so they would require new forms – the clerk to

provide.                                                                                                      Clerk   

 

7.1  For this meeting, Cllrs Huish and Morley declared financial interests in Item 16, Accounts for Payment.

 

8.  To appoint members of committees and working groups

 

The following appointments were agreed:

 

1.1.    Planning: to continue as all members

1.2.    Public Lavatories:  Cllrs Huish, Lorenzo, Morley and Walters

1.3.    Affordable Housing: Cllrs Huish, Morley and Lorenzo

1.4.    Car Parking: Cllrs Moreton, Deamer, Grover, Huish, Morley and Lorenzo

1.5.    Play areas: Cllrs Walters and Winrow-Giffin

1.6.    Cemetery and allotments: Cllrs Hellier and Lorenzo and the Clerk

1.7.    Trees and Greens: Cllrs Hellier and Walters

1.8.    Street Furniture: Cllr Huish and Mr P Huish

1.9.    Street Lighting: Cllrs Moreton, Grover and Walters

1.10.Transport : Cllr Deamer

1.11.Sir Robert Hitcham Trust: Mr G Baxter and Cllr Walters

1.12.Debenham Community Education Support Group: Cllr Walters

1.13.Simpson Charity: Cllr Morley, Mrs C Moreton and Mr F Prout

1.14.Police Liaison: Cllrs Huish and Moreton 

1.15.Emergency (Flooding / snow etc): Cllrs Lorenzo, Moreton and Winrow-Giffin

1.16.Risk Assessment & Policy: Cllrs Alcock, Huish, Lorenzo, Morley and Walters and the Clerk

1.17. Woodland & Waterways: Cllrs Hellier and Lorenzo

1.18.Community Awards: Cllr Walters

1.19.Parish Council Surgeries: Cllr Walters

1.20.Website: Cllrs Morley and Lorenzo

1.21.Resource Centre & Library : working group no longer needed

( 7.50 – member of the public arrived)

 

8.22  It was agreed that the Finance, Precept and Employment Committee was still  required: agreed to comprise of Cllrs Huish, Morley, Alcock and Lorenzo and the Clerk

 

8.23  It was agreed that the Rights of Way Group was still required: agreed to comprise of Cllrs Winrow-Giffin, Hellier and Huish.

 

9.  Police report: none had been received.

 

10.  7.55 p.m.: Standing orders suspended – this was proposed by Cllr Walters and seconded by Cllr Hellier, all in favour.  The meeting was open to the public for 10 minutes. No comments were made by the member of public attending.

 

 7.56 p.m.: Standing orders resumed and the meeting continued.

 

11.  Minutes of meeting held on April 21 2005. Cllr Moreton proposed, seconded by Cllr Winrow-Giffin, all in favour apart from 2 abstentions from absentees, that subject to the following amendments, the minutes should be approved as a true and correct record.

 

 

11.1  Corrections:

 

Item 8, Affordable housing: Cllr Morley’s report, not Cllr Moreton

Page 5: McLaughlin misspelt

Item 9, 2.3: the clerk to write and send a letter

 

12.  Minutes of planning meeting held on May 16 2005. These were received.

 

13.  Plans, permissions and refusals received since planning meeting of May 16 2005:

 

13.1  0881/05: Walnut Cottage, Aspall Green: conversion of detached snooker room to granny annexe. Cllr Moreton proposed, seconded by Cllr Morley, all in favour, that approval be recommended.

 

13.2  Cllr Huish reported that she had had verbal notification that the application for renewal for No 1, High Street, had been withdrawn and the owners were moving forward with the existing application.

 

14.  Insurance update – for new items e.g. Woodland and new clerk’s office equipment

 

14.1  All the clerk’s new equipment was covered by her own household insurance at no additional expense, to a maximum of £5000 – her insurance company were aware of the new equipment being for use in connection with her employment.

 

14.2  The original insurance quotation was for £872.82. In April, the addition of the woodland benches resulted in a quote of £903.51. This month, with the addition of fencing, bollards, throw lines and fishing platforms, the quotation rose to £1051.22, £76 over the budgeted cost. The previous clerk, Mrs Cockerton, who was in attendance as a member of the public, advised the council that the auditor required all equipment to be insured. Cllr Winrow-Giffin proposed, seconded by Cllr Moreton, all in favour that the quotation including the woodland equipment be accepted.

 

15.  Internal auditor Heelis and Lodge

 

15.1  The report had many commendations and the auditor was satisfied with the records. On her recommendation, a receipts system had been implemented, pay advice records would be kept, time sheets would be used in future and kept on file. Bank statements will be sent to the auditor and the new Clerk will undertake a new reconciliation. The Chairman was now initialling all pages of minutes.

 

15.2  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. Cllr Lorenzo proposed, seconded by Cllr Morley, all in favour, that the money be transferred into the deposit account in order to gain a better interest rate, and that a record should be kept of this action for future reference – it should be trackable through the audit system.

 

(Member of the public left)

 

16.  Accounts for payment :

 

1.   L Cockerton, salary to April 29 2005                                                  n/a

2.      Employers NI contribution:                                                     n/a

 

3.      Clerk’s salary to 13 May 2005:                                                          290.56

     tax refund (18.11)

NI Cheque £308.67

4.      Employer’s NI Contribution:                                                                  0                          

5.      Locum clerk:                                                                                      446.30

6.  L Cockerton, ex gratia payment:                                                                                                        1000.00

7 . H Huish refund for purchase of new clerk’s telephone equipment:

                                                                                                                             52.98

8.   H Huish new clerk’s office supplies                                          48.58

9.   H Huish new clerk’s computer supplies                                           17.99

10.  Suffolk County Council Procurement (clerk’s IT equipment)              not received

11.  BT telephone installation and line rental                                              102.20                     

12.  BT Broadband rental                                                                         not received

13.  H Huish travel expenses                                                                      10.80

14.  H Huish awards                                                                                    7.70

15.   GB Contracts Grass Cutting April cemetery x 2 =£283.50,

16.   play area x 2 =£94.50, churchyard x 2 =£270                                   648.00

17.   Mark Sillett streetcare                                                                      515.97

18.  . Innexperienced Catering Company (toilet cleaning)                            not received      

19.  . M Morley, presentation bowl                                                           95.00

20.  . UK Hosts Website Management                                         117.50

21.   R Awoodun, website editor:                                                           not received

22.   T Cook, website editor:                                                                 not received

 Accounts received subsequently:

23.  Haven Graphics recreation ground signs                                           411.25

24.  Allianz Cornhill                                                                              1051.22

25.  Lynne Cockerton, postage and photocopying                                     14.72

 

RECEIPTS: Advertising fees for websites:                                                          (£105.00)

 

Cllr Hellier proposed, seconded by Cllr Winrow-Giffin proposed all in favour, that the above accounts be paid.

 

Cllr Huish reported that she had transferred £5000 from the deposit to the current account to enable payment.

 

17. Committee reports

 

17.1  Affordable Housing – summary of report Cllr Morley said that the 22nd April meeting with MSDC was told that eleven homes could now be built with 22 parking spaces due to the recent purchase of an adjacent garden. The consultation event of April 25th was well attended with the majority being in favour of the play area being used for affordable housing – the three  differing views expressed were sent to MSDC for information.  Timescales for the development should be:
             Go to Planning by end of May
             Decision by September
             Start on site by October
             Occupation by October 2006.

 

17.2.    Items for discussion: none.

 

17.3  Allotments Cllr Lorenzo reported that the new agreement would be available next month – the clerk to provide with councillors’ packs for the meeting.                            Clerk

 

17.4 Items for discussion: none.

 

17.5  Car parking report & URC Letter: Cllr Moreton reported that the meeting had been arranged with the police on June 6 and he would  advise council of the result. He would also finish and copy the result of consultation for the council.

 

17.6  Items for discussion.  Re URC letter recently received: concern was expressed at the possibility of escalating costs of legal fees. After discussion, Cllr Morley proposed, seconded by Cllr Walters, all in favour, that the clerk should draft a letter for Cllr Morley’s approval prior to sending, advising their solicitors through ours that in our view the considerations referred to in the most recent letter received had already been explored and agreed and that any further investigation was unnecessary. Having originally agreed to fund the conveyancing transaction, Council was  unwilling to pay any further legal costs.

 

17.7  Cemetery committee: it was reported that the bollards had still not been erected at the corner of Cemetery Drive.                                                                                                                 PL   Clerk

 

17.8  Items for discussion. An update on the installation of fencing, gates and bollards was now urgently required as the unfixed fencing was being vandalised and unauthorised parking was taking place on the grass.  People had parked there recently for a school rugby match without seeking the consent of the Parish Council.                                                                               PL

 

18.  Working groups and individuals’ reports

 

18.1  Emergency Planning report Cllr Moreton was thanked for his excellent report on the MSDC meeting. He provided guidelines on the drawing up of a ‘Community Resilience Plan’ in the event of a natural or man-made disaster –eg  heavy snowfall across the county resulting in emergency services having to prioritise arrangements ie parishes would have to be able to look after themselves.

 

18.2  Items for discussion: It was agreed that the Risk Assessement and Employment working group should work together at the appropriate time, training being required first.

 

18.3    Millennium Gates : no report available.

 

This issue was linked with the Woodland Committee, also Fencing and Gates, Street Furniture and Cemetery working groups. Cllrs Lorenzo and Walters agreed to approach the person concerned to get some action.                                                                                                              PL RW

 

18.4    Play Areas: New signage had recently been installed and the old wooden play equipment should soon be removed. Hopefully the slide attachment could be re-used. The cost of installing equipment (swings) on the Upper Gardeners Road Play Area will be investigated .

 

18.5  Items for discussion and approval : Cllr Walters apologised for not having done more. He said that one sign had been erected  and the play equipment was looking good. The long posts removed from various locations were discussed: if they were split lengthways, they could be used to delineate parking spaces on Cherry Tree Green. It was agreed that the play area committee should

 

ask the Community Service Supervisor to relocate them if possible for this use.

 

18.6  Plans for the Upper Gardeners Road play area had been agreed at the planning meeting of May 16 2005 and a letter to the developer from Cllr Alcock was circulated.

 

18.7  Police Liaison : no report.

 

18.8    Items for discussion and approval: none.

 

18.9  Toilet Block Working Party Report Summary:  A site meeting was held with MSDC Building Control and Rethink Disability to discuss the proposed access ramp width to fit within existing area. They agreed that we are doing all we can to comply with DDA requirements. The architects will alter the plans to show the narrower ramp and an entrance porch to the disabled toilet, for wheelchair turning space. The cost of the re-plan has been agreed and approved by MSDC, the builders to re-quote as soon as possible.

 

18.10  Items for discussion and approval: none.

 

18.11  Public Transport : no report.

 

18.12   Items for discussion and approval : details of local transport alterations had been passed to Cllr Deamer.

 

18.13    Rights of Way report : none.

 

18.14    Items for discussion and approval: Cllr Winrow-Giffin had personally written to SCC’s Miss McLaughlin to thank her and wish her luck as she was leaving. She herself was thanked for her prompt action.

 

18.15  Risk Assessment report: none

 

18.16  Items for discussion and approval: none.

 

18.17  Street Furniture summary: Cllr Moreton had not yet approached the surveyor or done the jobs lined up for him. He was hoping to do so soon, with pictures and a survey report to follow.

 

18.18: Items for discussion: Photographs of the brick bus shelter were examined. There was a large vertical settlement crack in the back wall, and the base appeared to be falling away, possibly  caused by heave since trees nearby had been cut down. It was suggested that a replacement in green oak might be more fitting for the area. It was agreed that a surveyor’s report would be required before anything further was done.

 

It was agreed that dog signs should be erected on path through to Dove Close from Gracechurch Street (but not on trees).

 

18.19    Trees and Greens report: none.

 

18.20  Items for discussion and approval:  Cllr Walters had received a complaint from a parishioner about the cut grass, which, left to lie, dried out and blew about – untidy, and possibly a safety hazard. It was understood by council that grass over a certain height should be removed – the clerk to investigate by telephone and write to MSDC’s Terry Willington. .              Clerk

 

18.20.1 The 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: the clerk to contact Highways about this.                                                                                                                 Clerk

 

18.20.2  Litter-picking was discussed and it was agreed that the only solution to cleaning areas outside Mr Sillett’s schedule would be to organise occasional litter-picking days  involving parishioners.                                                                                                                     ALL

 

18.20.3  Cllr Hellier reported that the river culvert near the Cherry Tree Pub was obstructed with bottles: the clerk to advise the Environment Agency.                                  Clerk

 

18.21  The Meadows. No report. It was agreed that this no longer needed to be an agenda item.

 

18.22 : Items for discussion and approval: none.

 

18.23  Website report (attached) summary:

A 6-month progress meeting was held with the website editors at which Cllr Morley said he was pleased with the new facilities and services but disappointed at the rate of progress The main reason for this was a high workload at UK Hosts, but this should improve as new staff had been taken on. It was agreed that a review of UK Hosts service should take place at the end of June. Reminders had been sent to local businesses recently re. Renewing advertising space and information on new rates. The leaflet drop to houses had been put on hold until the new site services were in place. Advertising of the website itself was considered, in the community centre and village pubs and shops.

Material from the playgroup, woodland and gardening club was now being added to the site, which would be regularly reviewed, to ensure compliance with required standards. Mr Awoodun is planning to extend this approach with other sub-editors as suitable organisations in the village are identified and contacted. A summary of statistics including a parents’ eye view followed, and efforts to get sponsorship and advertising revenue. New services included a monthly news column (soon to be launched ), an update section on the front page of the site, a ‘business of the month’ area and the ‘parents’ eye view’, which would be advertised in the local press. The Marketing Activity Plan up to the end of December included leaflet and poster advertising and regular contributions to the parish council magazine. The main focus would be on increasing involvement in the site and usage of its services.

 

18.24  Items for discussion and approval: Cllr Morley urged the council to visit the website regularly as it was frequently updated and was designed to encourage regular use.

 

19.  Hoppit Woodland and Lake Project:

 

19.1    To receive minutes of meeting of March 7th and April 11th. These had still not been received. It was agreed that a letter be sent by the clerk to Mr Baxter asking for them as soon as possible as they were a legal and insurance requirement.                                Clerk  

                     

19.2  Report (attached, if any): none.

 

19.3  Matters arising: none.

 

20.  Debenham MTI – no report.

 

21.  Reports from Representatives on outside bodies: none.

 

22. County Councillor’s report: none.

 

23.  District Councillors’ report: none.

 

24.  Chair’s report:  Cllr Huish said that the induction of the new clerk and locum clerk had been a steep learning curve for all but that she felt they were moving in the right direction.

 

25.  Clerks’ reports:

 

25.1  Locum Clerk  Mrs C Williamson: Cllr Huish’s sentiments were echoed.

 

25.2  Clerk Miss Nikki Rush: no report available in her absence.

 

26.  Correspondence already circulated:

 

a)      Suffolk County Council – forthcoming bus service changes

b)      Friends of East Anglian Life Museum AGM invitation

c)      Ipswich & East Suffolk Headway donation thanks

d)      Suffolk County Council Revised Draft Statement of Community Involvement

e)      Suffolk Accident Rescue Service donation thanks

f)        Central Suffolk Public Engagement Group Minutes 20 April 2005 (in circulation)

g)      Newsletter East Suffolk Mind 2005 (in circulation)

h)      Save our Streets 2005 (in circulation)

i)        Letter from Chris Wilkes re Sir Robert Hitcham Governors – Agenda item 8 dealt with by telephone

j)        Suffolk County Council Rights of Way Improvement Plan for comment – passed to Cllr Winrow-Giffin, (see minute 30.4).

 

27. Correspondence received recently and not yet circulated:

 

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

merit, in the Chairman’s opinion, immediate action: none.

 

29.    Standing orders suspended: Meeting open to public for ten minutes: no public present.

 

30.    Any other business – for information exchange only.

 

30.1  A discussion took place on how to attract more councillors. Ideas included approaching individuals, advertising by using the council’s achievements and responsibilities as points of interest, inserting leaflets in the parish magazine, or using councillor’s surgery.

 

30.2  The location of council’s minutes was raised by the clerk and discussed. They had to be displayed on the notice board as a contractual obligation. It was suggested that a shortened form could appear on the noticeboard and full sets be made available in the library, in the post office, and as already happened, on the website.

 

30.3  Cllr Winrow-Giffin advised council of the notice outside No 49, High Street saying that it was now a private dwelling. It was suggested that the council should determine whether change of use permission had been sought from MSDC.

 

Cllr Winrow-Giffin had been studying the SCC Rights of Way Consultation document. It contained 50 recommendations but there was no funding available for the SCC to take matters any

 

 

further. It was suggested that Cllr Winrow Giffin should email her response on behalf of the council.

 

31.  Date of next meeting: 16 June 2005

 

32. Exclusion of press and public: it was agreed that due to the confidential nature of items about to be discussed, the meeting should be closed to press and public.