No 11 of 2004/05
Minutes of a meeting of Debenham Parish Council held on April 21st 2005 at 7.30 p.m. at Dove Cottage.
Present: Councillors Mrs H Huish (in the Chair), E Alcock (arrived 8.05 p m ),Mrs Deamer,Mrs C Hellier, P Lorenzo, A Moreton, Mrs F Winrow-Giffin, County Councillor Mrs Whitworth, the Clerk Mrs L Cockerton, locum clerk Mrs C Williamson (taking the record at Mrs Cockerton’s suggestion) and future permanent clerk Ms N Rush, and one member of the public.
1. Apologies for absence: Cllrs M Morley and R Walters.
2. To receive declarations of interest: Cllr Deamer: item 8, affordable housing;
Cllr Hellier: trees and greens;
Cllr Huish: No 6, reimbursement of expenditure
(later) Cllr Moreton: 19: Moores Close.
3. To approve minutes of meeting held on March 17 2005.
Councillor Moreton proposed that the minutes be accepted as a true and correct record, seconded by Cllr Hellier, unanimously agreed.
4. 7.34 p m: MEETING OPEN TO THE PUBLIC FOR 10 MINUTES: members agreed to the suspension of standing orders to enable interested parishioners to speak. No comments were received.
5. Planning meeting held on April 18 2005
Applications:
MSDC Planning permissions/refusals:
Re 0301/05: 2, Harris Court: It was reported that a letter re approval for permission
for a carport had been received from MSDC. Cllr Moreton expressed concern over the permission, feeling that this example would be set a precedent. This council had not recommended approval for that very reason.
5.1 Applications received since planning meeting:
0775/05 2 Henniker Road: extension and porch: Cllr Winrow-Giffin proposed, seconded by Cllr Moreton, that approval be recommended: all in favour.
6. Accounts for payment:
UK Hosts: Website Management 117.50
T Cook: website editor 50.00
Clerk 803.40
Equipment 11.66
Employers NI 52.40
Mark Sillett, streetcare: tbc
Innexperienced Catering Co: WC Care tbc
GB Contracts: winter maintenance, cemetery hedges 117.50
SALC annual subscription 515.20
MSDC Cemetery rates 126.60
Clerk: pc email charges April 2005 15.99
Digital Copier Systems:
photocopier contract May – April 06 105.75
Environment Agency: general drainage rates: allotments 20.30
River Deben (Upper) Drainage Board:
land drainage rates – allotments: 6.41
Smiths of Derby Ltd: Annual Church Clock maintenance 156.28
W A Ward: village Christmas tree 76.38
Suffolk Accident Rescue Service: donation 50.00
Street Forge Workshops: donation 25.00
Eye Volunteer Centre: donation 25.00
Rethink Disability: donation 25.00
Headway: donation 25.00
Mrs H Huish: press advertisement-
recruitment of new clerk (£407.04 before VAT) 478.28
6.1 Accounts subsequently received:
Cllr Hellier, travel expenses: £11.90
Cllr Moreton proposed, seconded by Cllr Winrow-Giffin, all in favour, that the above accounts be paid forthwith.
7.1 Re i) Councillor Huish asked the council to accept the draft copy, noting that it does not yet include the figures for the woodland project. This was unanimously approved. Clerk 04/05/1
7.2 With permission of the council it was agreed that further discussion on finance would take place in closed session.
7.3 Re ii) Cllr Huish provided details on the costs for equipment for the new clerk. Councillor Winrow-Giffin proposed, seconded by Cllr Moreton, that the costs incurred so far should be paid:
Installation of telephone line: £74.99
Monthly line rental: 12.25
4-way surge protector: 7.99 04/05/2
7.4 The council expressed their thanks to Councillors Alcock, Morley and Walters for their contribution to the process of making the purchases.
7.5 Councillor Huish was congratulated on her hard work in sourcing the most appropriate equipment and prices.
7.6 Cllr Deamer proposed, seconded by Cllr Hellier, all in favour, that the sum of £1000 be ring-fenced for the purchase of equipment for the new clerk’s office. 04/05:3
Re iii) Handover to new/locum clerk. Mrs Cockerton and Mrs Williamson would be meeting on April 25th and after all files and documents had been transferred to Ms Rush, Mrs Williamson would contact Ms Rush to discuss and explain matters.
Cemetery: Removal of debris:
Cllr Lorenzo was negotiating on nettle and weed clearance at present. PL 04/05:5
Car parking signs, Cemetery Drive. A quotation had not yet been received from Haven Graphics. It was agreed that the councillors concerned with the allotments and cemetery should liaise and decide the quantity, prices and design between them – to report back to council. AM/PL
Re i. Tenancy agreement: Cllr Lorenzo agreed to re-draft, including a clause on the restriction of parking on the bridle path or on Priory (Cemetery) Lane, and circulate it beforehand for adoption at the next meeting. 3/05:5
Cllr Winrow-Giffin proposed, seconded by Cllr Deamer, all in favour, that permission should be given for parking for loading and unloading only, there should be no parking on any other routes apart from the two aforementioned and appropriate signs should be erected.PL 4/05:6
Re ii. Progress on reinstatement of agricultural holding plots: The area was being rotavated by Barry Day, the woodland contractors, and the Allotment Association would be assisting in marking out the plots. PL 12/04:6
Re iii. Street Lighting: the council was told that a parishioner’s suggestion that the lights were turned off at midnight was impossible as they ran on photo-cells.4/05:7
Affordable Housing HH/MM 3/05:7
Cllr Moreton’s report advised the council: A meeting will be held on April 22nd at the MSDC offices with MSDC and Flagship Housing to finalise arrangements for the consultation in respect of Henry Street at Debenham on April 25th. Progress on the consultation event includes a flyer for the event and to encourage registration of housing requirements with MSDC, for distribution by Debenham PC. The intention is to submit a planning application following the consultation event. It is hoped that as many councillors as possible would attend the April 25th meeting.
8.20 p m . Suspension of standing orders agreed in order to take a question from a member of the public
It was asked whether only Debenham residents could put their names down for affordable housing within this parish. It was explained that to be eligible, a person would have to have a very strong connection with the parish ie lived or worked here, or moved because they were unable to afford to afford housing here.
8.22 p m Resumption of standing orders
A report had been circulated with the agenda for this meeting. Councillor Moreton reported that 150 letters had gone out to individuals and businesses, 20 or more replies had been received so far. The deadline was April 30th. He would compile the responses, convene a meeting of the working group and and report back to parish council with firmer recommendations. AM 04/05:8
Re i. Henniker Road Parking. Correspondence had been circulated with the agenda. Cllr Alcock said that in his capacity as district councillor, he had alerted the MSDC to the work of the car park working group as in future we would have to involve MSDC and other organisations in our search for solutions. Council to note
Re v. URC burial ground: it was agreed that the tree pruning should be the responsibility of the present landowners. The clerk was asked to write to URC requesting that they progress with the pruning before there was any further deterioration. Council did not have a budget for this work. Councillor Walters was to be asked for a quotation for pollarding at the same time as estimating for the cemetery work. It was agreed to defer the matter to the next meeting.
working group/AM/SD/CG/HH/MM
Dog Fouling. Problem areas were Cemetery Drive, Low Road, the walkway to Dove/Lock Close and it was agreed that the lake area was also to be included in the list. It was mentioned that the signs at present only advised ‘dogs on lead – deep water’. All council 04/05:10
The Woodland Committee were to be approached re dog fouling signs at the entrance to the area PL 04/05:11
It was suggested that if anyone knew of any dog-owner whose pet regularly fouled a certain place, the MSDC dog warden could be asked to patrol the area. It was agreed that a notice about this should be displayed on the noticeboard. Clerk 04/05:12
Referring back to the Community Award, Cllr Huish said that Cllr Morley had emailed her to say that the Goodings were to receive an get award from the Queen for their remarkable blood donations record.
Emergency Planning Seminar: this has been rearranged for May 4th. AM
Parish Council Insurance:
Re 1. Councillor Moreton proposed, seconded by Cllr Alcock, all in favour, that the policy be renewed for another year, the premium at present being £872.84.
Re 2. To consider inclusion of woodland assets: Cllr Winrow-Giffin proposed, seconded by Cllr Moreton, that all new assets should also be insured – woodland and otherwise – as soon as possible. The clerk would provide all necessary figures to Allianz Cornhill. Woodland/clerk 04/05:13
Parish Councillors’ Recruitment: Councillor Moreton had been reported somewhat ineffectively by the local press: hopefully the parish magazine would do a better job.
Play Areas. A report was attached to the agenda.
Re 1. Recreation Ground Play Area: Sign colours had been agreed. They should be erected within the next two weeks. RW/FW-G
Re 2. Henry Street: consideration of affordable housing: see affordable housing minutes above.
Re 3 Lower Gardeners Road Play Area: (see clerk’s report item 19) Cllrs Huish and Moreton had agreed to say that the play area had been in use as such for 25 – 30 years but they did not have personal knowledge that the play equipment had been removed by the parish council within the last 8 –9 years. It was agreed to defer any signing until a later date: the clerk to email a copy of the draft document to council to consider deleting certain parts for accuracy. If this is to proceed, search fees are approximately £350.00 Clerk 10/04:15
Re 4. Upper Gardeners Road wall: the MSDC had been commissioned to provide additional wire protective fencing due to further damage to the wall. Cllr Alcock was pursuing action from MSDC and the developer regarding the wall repair and the completion of the proposed footpath. EA/RW/FW-G 7/04:16
Re 5. RospA inspection 2005. It was noted that this would be available at the end of June. Clerk 3/05:17
Aspall Road Recreation Ground: It was agreed that the probation service should be asked to remove the wooden fort and do the other outstanding tasks. RW/FW-G
Police Liaison: the weekly North Suffolk police bulletin was available on the website. HH/AM
Two quotations had been sent by Peter Burrows to the committee. Cllr Morley needed to call a meeting to discuss the quotations, to be provided by the clerk.
A parishioner had suggested that the lavatories should be closed outside the tourist season i.e. from October to February, to save money. This was discussed. Cllr Moreton proposed, seconded by Cllr Deamer, that it was felt that the toilets would deteriorate if unused during the winter, and that they had been provided for the use of the general public, not especially the tourist trade. Agreed unanimously.
Public Rights of way report: Cllr Winrow-Giffin reported on bridleway No 10 – as attached to the agenda. Reasonableness had not been effective, time had expired and therefore she had spoken to the enforcement officer Miss McGlochlin. FW-G
Public Transport, revised timetables. These were provided by Cllr Deamer. It was agreed that copies should be posted in the doctor’s surgery, Webster’s and the post office, also the Leisure Centre and the school. It was agreed that in future timetables should be sent to the clerk for photocopying and distribution by Cllr Deamer. The Council was requested to email suggestions on locations for the timetables. SD 4/05:14
Report of meeting held on April 5 – attached to agenda. No comments had been received as yet. All council
Re 1. Citizen Engagement and Public Services/ Vibrant Local Leadership: it was agreed that the recommended response should be submitted (attached to agenda.)
Re 2 Review of code of conduct: all amendments had been considered. (attached to agenda)
Re 3 SCC Adults and Communities consultation document: It was agreed not to respond.RW
Saturday Morning Surgery 16th April, including Special Constable Recruitment Event: Cllr Morton reported that it had been a happy occasion and a great success. He would be collating the information received into one document. Eight people had shown an interest in becoming specials and were hopeful that they would be retained. HH/PL/AM
Street Furniture (report attached to agenda)
1. The litter bins were not yet fixed in place. Cllr Moreton would do this as soon as possible. AM/MM 9/05:20a
2. Reinstatement of HenryStreet/ Cemetery benches: They would be fitted soon. AM
3. The Market Bridge Bus Shelter survey had not yet been done.
4. Sand heaps (report attached to agenda): these were said to be an eyesore and rarely if ever used. It as agreed that the purchase of grit bins should be considered for next year’s budget. Clerk
5. Village Bier: this was being transported to Bressingham Steam Museum, on loan.
Trees and Greens (report attached to agenda)
Re 1. Andrews Close green amenity area: The stakes had been removed. Clerk
Re 2, 3, 4. Cemetery Corsican Pines and Lime Trees, Cemetery Drive and village trees: The two pines reported as unsafe had been felled and logged, left for parishioners’ use. The orange fence was awaiting removal to the shed. A full report on the other trees had been commissioned from the tree surgeon. It was agreed that a replacement programme would be implemented if any more needed felling. RW 3/05:22a
Re 5. Village Greens/Roadside Green areas: they had been very clean when inspected recently by MSDC RW
Re 6. Cherry Tree Green: Action on the railway sleepers was pending – there had not been time to put them in place. HH/RW 2/05:28
7.1 The corner of Henry Street, which had a conservation order on it, had large pieces of wood to prevent cars being parked there, but had recently been decimated, probably by a heavy vehicle. RW
7.2. The Meadows: a recent complaint about litter on the site had been investigated by MSDC who found it clean. EA/AM
Re 1. The minutes dated March 7th and April 11th had not yet been received by Cllr Lorenzo, who would chase them up. PL/Woodland Group 3/05:34
1.1 Cllr Lorenzo asked for ideas on how to celebrate the opening of the woodland and lake. There was to be an open day on June 12th (insurance cover already arranged) but nothing else had been decided yet. It was agreed that there should be a meeting of the woodland committee to finalise details on May 3rd. PL 4/05:15
Re 2. Recreation Ground Car Park Extension: The shrubs had been planted and looked very attractive. The camper van had gone, having been discussed with the police. PL
2.1 The bridleway was discussed. Because it was higher than the allotments, it aggravated the flooding problem near the entrance to Hogs Kiss Wood. It was agreed that the matter should be taken up with Mr Baxter. PL 4/05:16
2.2 Three or four people had shown an interest in caring for the lake. The legal ownership of the fishing rights was discussed. Normally the rights (owned, as was the lake, by this council) would be leased to a management group – Gipping Valley Angling Group was mentioned as a possibility. PL
2.3 It was agreed that the legalities regarding the lake and the woodland needed to be clarified to all interested persons to prevent a conflict of fundamental interest in the projects, and that a letter to the woodland steering group should be sent, suggesting a meeting to discuss and resolve any problems. PL 4/05:17
Re 3 Car park white lines: progress was awaited on reinstatement. No date was available yet.PL
Re 4 Removal of fencing/provision of bollards at Cemetery Drive Corner: Cllr Lorenzo would be following the matter up. PL 4/05:18
Re 5. Alleged accident at Recreation Ground Car Park: the matter was being handled by the contractor and the lady concerned. PL 3/05:31
Re 6. Underground Cabling: The work had been done and an improvement was seen. The trenches were now stabilising as the ground dried out.
Re 7. The Lake Safety Aids had been installed.
Re 8. To approve/sign Agricultural Holding Agreement with Durie Partners. Amendments had now been inserted into the final documents. It was agreed that clarification of the hectarage etc should be left to the next meeting. The clerk was asked to provide details of the amendments in time for the next meeting, especially those relating to farm vehicle access and responsibility for repairing any damage caused by such vehicles. All council
10 DEBENHAM MTI: the attached document was accepted by council. Report marked draft to noticeboard. Clerk
11. CLERK’S REPORT: this was noted and accepted. Items discussed:
Re 5. Tilly lamps: Moreton proposed, seconded by Cllr Hellier, all in favour, agreed that this sale should go ahead as detailed. HH/RW
Re 15. Annual parish meeting: to be held on May 12th. Local organisation reports would be welcomed.
Re 17. Public Toilets: Two quotations had been forwarded to the WC Working Group for action. WC Group
12. CORRESPONDENCE :
12. Volcare request for donation. It was agreed that this should be considered next year. Clerk
13. East Anglian Ambulance Service: Cllr Alcock proposed, seconded by Cllr Winrow-Giffin, all in favour, that £25.00 be donated to the Service.
14. SALC Newsletter of the Year: no newsletter has been produced.
15: Angel Inn: request for B & B Accommodation Tourist sign: it was agreed to postpone discussion until the next meeting.
19. Anti-Social Behaviour Policy Consultation Form: it was agreed that this be read by council and duly completed for return by MAY 12TH. HH/PL/MM/RW
21. Further correspondence received:
21.1 Councillor Huish had received a letter from the PCC thanking the Council for the continuing care of the churchyard.
21.2 East of England Plan: the document was passed to Cllr Hellier. CH
13. COUNCIL REPRESENTATIVES ON OTHER BODIES
East of England Plan Seminar 9 February. Cllr Huish apologised for the non-appearance of the report. The meeting focussed mainly on Bury St Edmunds but Cllr Morley highlighted problems caused by parking and increased vehicles. Cllr Huish raised the issue of planning for business development in rural areas being devolved down to a tier of government without the resources to deal with it effectively. HH/MM
SPS: change and Challenge Seminar: attached to agenda. CH
14. County Councillor’s Report:
This was attached to the agenda. Cllr Whitworth was thanked for her tremendous support over the past year. HW
15. District Councillor’s Report:
Cllr Alcock said that he would report at the next meeting. He spoke of the recent loss of District Councillor Lawrence who had recently died and commiserations were extended on the loss of his friend and colleague. EA
A report had not been received.
17. MEETING OPEN TO THE PUBLIC FOR 10 MINUTES: members agreed to the suspension of standing orders to enable interested parishioners to speak. No comments were received.
18. Any other business.
18.1 A leaflet was received from Cllr Alcock on reports on the village, compiled by the WI.
18.2 Cllr Huish said that this was Clerk Lynn Cockerton’s last parish council meeting. Her expertise and knowledge would be greatly missed and it was hoped that she would be able to attend the Annual Parish Meeting when the council wished to make a presentation to her.
19. 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 19 on the grounds that they involve the likely disclosure of exempt information as defined in Part I of Schedule 12a of the Act.
There being no further business to be transacted, the open meeting ended at 10.00 p.m.