No 8 of 2004/05
Minutes of the Meeting held at Dove
Cottage on
Present: Cllrs Mrs H Huish (Chairman),
P Lorenzo, A Moreton, M Morley, R Walters
4 Members of the Public
1. Apologies for absence were received from Cllrs Mrs S Deamer and County Cllr Mrs H Whitworth
2. To receive Declarations of Interest
Cllr Grover declared an interest under item 7 – allotments.
3. To approve Minutes of Meeting held
Proposed Cllr Walters, 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
Sponsored Cycle Ride Mrs Dalison reported on the success of the two young lads taking part
in a sponsored cycle ride, they having been supported by Members at the last Saturday Morning
Surgery. Nearly £1000 had been raised. Further details would be available at the next meeting.
Green Area – Andrews Close Three residents from Andrews Close (nos 12 and 13) voiced their
concerns over the fencing off of an area of public amenity land at the end of the cul-de-sac by the
owner of No
appeared the owner was attempting to extend his garden by claiming ownership of part of the Green
area.
Cllr Alcock reported MSDC Planning Enforcement had been notified, they were investigating
ownership of the land (originally owned by the developer of the estate but currently maintained by
MSDC) and the owner of
ownership.
The residents understood there was a possibility the land had been adopted by MSDC but that it
was not registered. They reiterated their concerns that if not resisted there could eventually be an
attempt to gain access to the rear garden of
of that property should be asked to remove the post and wire fencing.
The residents were assured MSDC were looking into the claim, the person concerned had been
advised to do nothing further and removal of the fencing stakes would not affect the position. The
Parish Council would also monitor and keep in touch with MSDC. In the meantime the residents of
Andrews Close were advised to check their own deeds for the existence of any covenants
restricting the use of the Close or erection of fencing, there could be a possibility as residents they
would be entitled to take action. EA/RW:1/05:1
Cllr Walters added a tree had been removed from the amenity area but unfortunately there was no
evidence as to who or why it was removed. The residents made a request to the Council for
additional trees to plant on the area. Cllr Walters will check
availability of trees with the
Group. RW/:1/05:2
URC Burial Ground and Lime Trees
Mr E Read, local URC Trustee, reported clearance of the Ground was almost complete. Another
skip would need to be hired to remove the last remaining debris and he confirmed the URC
gratefully accepted the Council’s offer to contribute to its hire cost. An invoice would be supplied
when available.
Regarding the Lime Trees, Mr Read was also aware that EDF would only carry out pruning work in
the event of damage to the overhead cables. EDF maintained the trees had already been pruned
by them on one occasion to below the overhead cable level, maintenance thereafter to ensure the
branches remained at that safe distance was the legal responsibility of the landowner. Members
understood maintenance had not been followed up and the Council would be reluctant to accept
responsibility for pruning the trees when taking the proposed lease. Mr Read stated he would try to
progress the work. Clerk:1/05:2a
Three Members of the Public left the meeting.
Standing Orders Resumed
The Chairman proposed moving item 7 (Finance) on the Agenda forward to enable Members
to give early consideration to the precept proposals, seconded Cllr Mrs Winrow-Giffin and
unanimously agreed.
7. Committee Reports
Finance
1. To ratify Cllr Lorenzo having joined the Finance Committee. Proposed by the Chairman, seconded Cllr Morley and agreed.
2. To consider Parish Precept proposals 2005/06 – Working papers setting out the budget proposal 2005/06 were circulated to Members prior to the meeting.
The Chairman reported there had been two recent meetings of the Finance Committee and several weeks of activity on the part of Committee Members and their spouses in order to achieve the current proposal. Roger Cockerton had joined the last Committee Meeting to assist with any questions on the arrival of calculations in the spreadsheet. The Council was now in a position to adopt the principle of zero based budgeting for setting the 2006/07 precept – listing the 2006/07 budgeted expenditure and known sources of income (grants, rents etc). Where expenditure exceeds income there would be an indicative precept figure. Underspend from the current year would either go to reserve or to reduce the indicative precept. The remaining figure would be the precept 2006/07.
The calculated precept requirement proposed for 2005/06 totalled £44,952, an
increase of £6,352 on last year – 15.6%. This appeared high but included a
sum of £7,847 for public lavatories (WC’s) and £3,050 for renovation of the
5. Report on the Planning Meeting held
Planning Applications :
1.
1513/04 :
chimney stacks to dining hall and new pedestrian path adjacent to entrance
road. Approval recommended.
2. 0036/05 : 7 Henniker Road – replace flat roof on entrance lobby with pitch roof, tiles to
match main roof. Approval recommended.
3. The Old Aircraft Hanger, Park Green – Application for change of use of land and building
to skip hire depot.
A request for support in opposing the above application had been received
from some Wetheringsett residents. Members debated the applicaiton and it
was believed that the proposal could impact upon Debenham should the skip
hire vehicles chose to travel through the village and Little London Hill to access
the site. Further details would have been helpful and on the grounds of
lack of information and possible increased lorry traffic through
Debenham, Members agreed a letter objecting to the application was sent
to MSDC.
1. LB/239/04 & 1241/04 : 8 Cross Green – extension with alterations, giving additional living accommodation and cartlodge garage. Listed Building Consent and PP Granted.
2. 1321/04 : Land at Old Hall Farm – Change of use from agricultural field to domestic garden and paddock (revision in part to scheme refused 978/04). PP Granted
3.
1318/04 : The Oaks,
4. 1348/04 : 3 Knights Close – Erection of a domestic conservatory. PP Granted.
5.
MS/1231/04 :
Suffolk CC had confirmed the building will be built on piled foundations, which will avoid any potential concern relating to the stability of the bank. The hedge along the boundary of the site will be retained.
The stream adjacent the school site is classified as a main river by Environment Agency and any works within a certain distance of the watercourse will require its approval. Environment Agency have been sent copies of the site plan and the architects informed of the necessity to seek approval for the works from EA.
6.
LB/226/04 :
glazed and hard wood windows in lean-to extension. Listed Building Consent
Refused.
7.
Application withdrawn.
Other items raised :
It was reported that a section of the new laurel hedging had been removed in order to accommodate two disabled bays. It was understood the hedging would be reinstated on completion of the work. Cllr Lorenzo would clarify. PL:1/05:4
Cllr Walters reported he had been in contact with
MSDC to establish ownership of a piece of Green amenity land at the end of the
cul-de-sac. An adjacent neighbour in
6. Accounts for Payment
UKHosts : website management 117.50
R Awoodun : website editor 50.00
A Cook : website editor 50.00
Clerk 803.40
Use of equipment 11.66
Employs NI 52.40
Mark Sillett : streetcare 648.90
Innexperienced Catering Co. – WC care 370.68
Debenham
SALC : Emergency Planning Seminar 10.00
Cllr Walters proposed payment of the above accounts, seconded Cllr Moreton and
unanimously agreed.
7. Committee Reports (continued)
Street Lighting - no report
Allotments
1. Installation of additional Water Tap – expected during the next 12 weeks when EDF underground cabling work was carried out. PL:11/04:6
2. Reinstatement of plots from agricultural holding – deferred to March due to cabling work.
PL/CG:12/04:7
3.
Bridlepath flooding – a temporary repair had been carried out
by Suffolk CC Highway Contractors working in close vicinity. It was expected
that permanent reinstatement would be completed by the Woodland Contractors,
they having used the route to access the lake/woodland area. Members suggested
the
4. Allotment Policy document – draft for consideration would be available at the February meeting.
PL:1/05:12/04:9
8. Working Groups/Individual Reports
Emergency : Cllr Moreton to attend SALC Emergency Planning
Seminar on
AM:1/05:10
Car Parking : Group as yet to meet. Car Parking Working Group:12/04:/11
Millennium Gates
: Cllr Grover reported that
they would be complete by end January/February. The quote of £3,500 included installation.
A small area of tarmacing would be required near the pedestrian gate. It was believed this would
be covered by woodland funding. CG:12/04:12
Parish Councillors Recruitment Meeting/Day. Cllr Walters reported this was in hand.
RW:12/04:13
Play Areas
1. NPFA Inspection Report action : Work required to correct the items noted in the report should take place during February 2005. RW/FW-G:12/04:14
2. Play Area Signage : Wording for the signs had been drafted and further quotes were being sought. RW/FW-G:12/04:15
3.
4.
Lower
5.
Upper
6. The Meadows : Proposed meeting at request of Play Area Comm with Mr C Fry, MSDC Leisure & Amenities to be arranged. RW/FW-G:12/04:19
7.
Recreation Ground Fencing – work on the
The bollards to protect the lefthand corner on the north east of the drive had yet to be installed.
Funding and management of the proposed fencing at the boundary of the car park as yet to be clarified with the Woodland Project Steering Group. RW/FW-G:1/05:20
Police Liaison : Reports of thefts from outbuildings in the area had been received from the
Neighbourhood Watch Co-Ordinator. A warning notice had been put out and displayed on the
Notice Board. AM:1/05:21
Public Lavatories : A written report stated the architects had completed a survey of the existing
layout, a first draft of the proposed DDA layout and external surfaces and internal fittings. Copies
of the drawing will be forward to MSDC for comment.
It had not been possible to comply exactly with the required width of the ramp and the need for
alternative steps, as defined in the new version of Regulations, due to the lack of space adjacent
the site. MSDC had advised proceeding on that basis and obtaining an easement if necessary.
Mid
No further progress had been made with the owner of the adjacent land regarding the release of
the required strip of land. The Working Group would attempt to re-open discussions with her.
WCGroup:1/05:22
Public Rights of Way : no report FW-G
Public Transport : The latest information from Suffolk CC Public Transport confirmed that there
were no immediate plans for a review of the new service introduced six months ago, the contracts
having been
awarded to the various bus companies for the next 5 years.
monitoring the performance of the changed service in the county as a whole on a rolling
programme over the next 5 years and a review of services will commence towards the end of the
contract.
In the meantime parishioners were advised to report any
complaints or concerns direct to
CC Public Transport where they would be investigated on an individual basis.
Cllr Mrs Deamer had contacted Suffolk CC to investigate the possibility of a smaller bus using the
route through
vehicle, even during the quieter times of the day as the bus was fully used at the busy times.
Cllr Alcock reported he had been contacted by two residents
in
regularly using that route to Kenton. The Lane, being narrow, made it very difficult for oncoming
cars to pass the bus. As a
result parents from Kenton delivering children to
were having to use a route through Debenham village to avoid the buses. There were
often, at the most, 2 or 3 people on the bus. Cllr Alcock to pass information on to Cllr Mrs Deamer.
EA/SD:1/05:23
Risk Assessment – Minutes of the Risk/Policy meeting
held
prior to the meeting. Items discussed included :
Quality Parish Council Scheme – The issue of when to register was unresolved – the Clerk
preferring to attend a number of the mentoring sessions prior to registration. The Clerk’s
registration was not to be confused with the Parish Council’s registration for Quality Status. Cllr
Walters to obtain further clarification from SALC. RW:1/05:24
Woodland Risk Assessment - The document, when complete, would be put to full Council for
ratification. All Councillors:1/0:25
Structure of Committees – The discussion document prepared by the Policy Group had been
circulated to Members for consideration prior to discussion after the Planning Meeting on 14
February 2005. All Councillors/25a
IT Policy – it was recommended that the Parish Council purchased a computer (hardware and
software) solely for Council use. Funding from the County Council locality budget would not be
available 2005/06. It was hoped funds would be available the following year.
Data Protection Act – The Group proposed that the Parish Council and Website registrations
were dealt with separately, the annual fee for each being £35.00.
It was understood
funding would cover the Website fee. Parish Council registration to be completed by the
end of March, seconded Cllr Alcock and agreed. Clerk:1/05:26
Saturday Morning Surgery
parishioners :
Street Lighting -
complainant was informed that the Council had sympathy but no new lighting was envisaged due
to light pollution and cost. In addition there was no public land available for siting additional lights.
Parishioners advised that individuals were at liberty to install their own security lighting.
Illegal car parking complaint – referred to the Car Parking Working Group
EA/Car Parking Group:1/05:27
Christmas Tree - The Council was thanked for the splendid tree and lights.
extracting themselves due to excessive mud were voiced.
Anglian Water/MSDC had been asked for a progress report on the remedial action. Clerk:1/05:28
Sir Robert Hitcham Foundation – Trustee appointments. Cllr Walters had replaced Mr Keith
Parish Council representative despite having stood down from the Council. The Chairman
proposed Mr Baxter’s offer was accepted until the Council carried out its annual review of
committees/working groups/representatives at the annual May meeting. Seconded Cllr Mrs
Winrow-Giffin and agreed. Clerk to thank and inform Mr Baxter. Clerk:1/05:29
Village Green bench repairs – in hand )
Cemetery bench reinstatement – in hand )
Installation of dog/waste bins – in hand )
repair of the brickwork and replacement of the wooden canopy had been received to date. On that
basis an accurate figure had not be provided to the Precept Committee and a ‘worst case’ scenario
had been given.
Trees/Greens
1. Reinstatement of Green next 4 Chancery Lane. Since removal of the skip the grass had
grown back. Cllr Morley reported he had strimmed the grass in order to tidy the area and would try cutting with a mower on the next occasion. Members agreed it was probably not necessary to turf or re-seed the area. Clerk would enquire whether maintenance and cutting could be incorporated within the 2005/06 agreement with MSDC. Members were reminded of the Crown Imperials. These had returned last year and would need to be protected during flowering. The sum of £100 remained available for maintenance and bulb planting during the autumn. Clerk:1/05:31
2. Cross Green West – erosion of Green. Suffolk CC had confirmed the Green was registered
but registered ownerless. The fact that is was registered gives the County, District or Parish Councils power under Section 9 of the Commons Registration Act to protect it. The Act did not allow the erection of any permanent structure (ie bollards) without the permission of the Secretary of State but a temporary structure along the edge to prevent vehicle encroachment would be permissible. Trees/Greens will make a recommendation to the next meeting. RW:1/05:32
The Meadows : A draft welcome letter from the Parish Council to new residents for inclusion in the Developer’s Welcome Pack had been circulated for consideration. The letter was agreed with some minor modifications. It was suggested the letter was also supplied to local Estate Agents and inserted into the existing Debenham Guide. The now silent Debenham Association had produced the Guide, it was slightly outdated but considered any update should be delayed until the current copies were exhausted. The Meadows Developers’ to be advised to use the Debenham Tourist Guide leaflet. PL:1/05:33
Website – A written report from the joint Editors stated the key highlight over the past month had been the launch of Parent’s Eye View, providing information on services for parents and carers of children under 5. The Data Protection application had been completed and notification of activity submitted. A copy to be supplied to the Clerk for Parish records. UKHosts were working on a number of developments to the site, the key focus for January/February was to ensure these were delivered. The Editorship will be focusing on online advertising renewal and generating new business. Website Group:1/05:34
Update of Debenham Guide (see The Meadows above)
9. The Hoppit Woodland & Waterways Project
1. Agricultural Agreement with Durie Partners : to give further consideration to Clause 1(e)
approved
at Parish Council meeting held
bridleway to access agricultural holding.
Having reported the poor and impassable
condition of the road/bridleway directly off
2. Bridleway Repair – A temporary repair to the potholes had been carried out by Suffolk CC contractors working in the vicinity but it was unlikely County would authorise full repair. Members agreed written confirmation that the Woodland Contractor would carry out full repair upon completion of the project should be obtained. Clerk:1/05:36
3. No report available from the Steering Group PL/RW:1/04
10. Debenham
11. Clerk’s Report
1.
surface. Awaiting MSDC reply. Clerk:5/04:37
2. URC Burial Ground : proposed lease to Parish Council. Awaiting reply from URC Trustees.
Clerk/38
3. School/Youth Group Surgery/Presentation : Cllr Walters to arrange. RW:6/04:39
4. 20
Reminder sent. The Traffic Commissioner was investigating and action taken if necessary. No
response would be made to Parish Council. Clerk:8/04:40
6.. MSDC : Licensing Act 2003 – comments on draft statement of Licensing Policy.
Cllr Lorenzo recommended no comments. NFA
7. Parish Council Shed : disposal of tilly lamps/grave markers. HH/RW:10/04:42
confirmed the markings would be burned-off or painted-out but query had been raised as to
ownership of the parking bay in question. County had deferred action pending clarification of
ownership.
Clerk:
9..
referred to Bridges Dept for determination of a suitable barrier. Clerk:11/04:44
clearance of the ditch was complete. Installation of a drain opposite the junction was being
investigated. Clerk:11/04:45
11. URC Burial Ground : Lime Trees overhanging overhead cables. See Open Session item 4.
12
to cut back hedge to allow pedestrian access on grass verge. Clerk:12/04:46
13. Greenkeepers Cottage – parking conditions. The concerns raised by Members at the changed
view of County Highways to the original parking conditions imposed, had been forwarded to
Highway Control. Clerk:12/04:47
14. Cherry Tree Green : Car parking on Green. Reinstatement of posts and provision of ‘No
Parking’ notice. RW/HH:12/04:48
15. Parish Council Newsletter : next edition. Contributions to …….. MM:1/05:49
12. Correspondence
1. Street Forge Workshops : to consider donation request. Letter still in circulation. Deferred to next meeting. All Councillors:1/05:50
2. Eye Volunteer Centre : to consider donation request. Letter still in circulation.
Deferred to next meeting. All Councillors:1/05:51
3. Rethink Disability : to consider donation request. Letter still in circulation. Deferred to next meeting All Councillors:1/05:52
4. Headway : to consider donation request. Letter still in circulation. Deferred to next meeting. All
Councillors:1/05:53
5.
MSDC : Community Achievement Awards
2005 – nominations to be submitted by
6.
SPS :
7.
8.
Mid
9. Victim Support : donation thanks – circulated
10. SALC : The Local Councillor – December 2004. Copy supplied to all Members.
11. SALC : Onesuffolk Community Portal support. Circulated for information.
12. SALC : Courses January – June 05. Details supplied to all Members.
13. SALC : East of England Plan – development over next 30/40 years. A series of presentations were being held throughout the County to which Parish Council Members were invited. The Chair and Vice Chair to attend at Bury St Edmunds on 9 February.
14.
15.
2005 – agreed. Clerk:1/04:56
16. Office of Deputy Prime Minister : Allotments – Green Flag Award Scheme – Circulated and copied to Cllr Lorenzo for recommendation. PL:1/05:57
13. Council Representatives on Other Bodies - none
14.
A written report from Cllr Mrs Whitworth stated for the
fourth year running
improved their GCSE results according to official figures published by the Dept for Education, the
tables for
and GCSE; Visitors to
them from any of the Ipswich Park & Ride services to the hospital. Ticket prices varied from £2.30
to £3.20. Concessions for the Over 60’s were available from all sites; Suffolk SafeCam, set up by
Suffolk CC, had recently launched a major bus back advertising
campaign across
to raise awareness of the dangers of excess speed. Cllr Mrs Whitworth had supplied a set of bus
timetables as a result of the queries raised at the last meeting. These had been forwarded to Cllr
Mrs Deamer.
15. District Councillor’s Report
Cllr Alcock reported the District Council was finalising its budgets. The Council Tax increase had
been decided and details would be released shortly. Despite the increased car parking charges
imposed last year, income in Stowmarket over the December period had showed excellent results.
The Chief Executive of MSDC was arranging his customary visits to parish/town councils in the
District over the coming months. The Debenham WI had taken part in a Save Our Streets survey
sponsored by English Heritage. Debenham did well in most categories with the exception of
pavements – it was stated ‘these could be better’.
16. Police Report – not present
17. MEETING OPEN TO THE PUBLIC FOR 10 MINUTES : None present.
18. Any Other Business
Minutes for the partially sighted A Notice informing parishioners that Minutes could be provided in
a larger font, upon request to the Clerk, would be displayed on the Parish Notice Board.
Clerk:1/05:58
Signed: Chairman Date: