Debenham Parish Council

No 3 of 2006/2007

Minutes of the Parish Council Meeting of Debenham Parish Council held on 15^th June 06 7.30pm at Dove Cottage

Present:			Councillors, Mr A Moreton (in the Chair), Mrs H Huish, Mrs C Hellier, Mr B Fisher, Mrs L Cockerton, Mrs Winrow-Giffin, Mr R Walters, Nikki Rush (Clerk) and three members of the public.

Members agreed to bring item 9.1 forward.

9.1			Planning applications received since planning meeting. 1258/06 No 26 Raedwald Way, Debenham. Conservatory at rear of elevation. Following examination of the application Cllr Walters proposed, seconded by Cllr Winrow-Giffin all in favour that approval be recommended.

1.		Apologies for absence. Apologies received from Cllrs Morley, Lorenzo, Grover, Bull, Skelton, County and District Councillor Alcock and the Police.

	1.1			Co-option. Mrs Ann Evans addressed the meeting, informing the members of her 40yrs experience in education and her particular interest in young people. It is her view that without young people villages would die. Mrs Evans continued to inform Council that she adopted a common sense approach although she does research topics rather then making decisions on gut instinct. Members were also informed that Mrs Evans is very political and will fight for what she believes is right. She is a strong supporter of democracy believing that elections are very important. Mrs Evans stated that if desired she would be happy to be on the Council until the elections in 2007. Council were then asked by the Chair to pose any questions to Mrs Evans, of which there were none. Cllr Cockerton proposed, seconded by Cllr Fisher agreed by all that Mrs Evans be co-opted onto the Council. Mrs Evans was requested by the Clerk to sign the Acceptance of Office form and was then invited by the Chair to join the table at 7.40pm

2.		To receive declarations of interest. Cllr Winrow-Giffin declared an interest in items 10.19a and 19. Cllr Moreton Item 18. No other declarations received.

3.	Amendment of Standing Orders

		3.1	Change of Meeting night from the third Thursday in the month to the third Monday in the month. Dates of the July meetings. One member stated that it was impossible for the new Chairman to attend meetings on a Thursday and in her view it was vitally important that the Chairman was in attendance at the Council meetings. Another Councillor asked why a Monday had been chosen as an alternative. The meeting was informed that Monday had been chosen because Council already met on a Monday for the Planning Meeting. It was therefore hoped that the proposed change would cause the least amount of disruption for members. It was also explained that the proposed change would be less confusing to the parishioners than the current arrangement of the Council meeting falling on the third Thursday of the month and the Planning Meeting taking place on the Monday preceding the third Thursday which was not always the third Monday. The proposal would result in the Council meeting falling on the third Monday and the Planning meeting falling on the second Monday of the month. The Vice Chair informed the meeting that the proposal had been discussed at the May meeting and that the majority of members had stated that it would pose no problem. One Councillor questioned whether bank holidays would cause a problem, the Vice Chair responded by stating that he had checked through the diary and found no clashes with Easter, although the Whitsun bank holiday may pose a problem in the future due to the change of date each year. The August bank holiday would not pose a problem as historically the Council did not meet in August. Another member questioned the principle of changing the day of the meeting to suit a new Chairman. Council were informed that there was no mention of the meeting day in the standing orders therefore the proposal was permitted. It was further stated that the Chairman, Cllr Morley was the only nomination for the position of Chairman with a majority vote. Cllr Winrow-Giffin proposed, seconded by Cllr Huish seven in favour, one against that the meeting night of the Parish Council be changed from the third Thursday to the third Monday in the month. Motion carried The meeting was asked whether it was necessary for the Planning Meeting to take place on a Monday night as some members may have a regular engagement on a Monday which would result in having to miss either the meeting or the engagement. Council were informed that the night of the meetings was dictated by both the availability of Dove Cottage and the members. Cllr Evans proposed, seconded by Cllr Hellier six in agreement, one against and one abstention that the Planning meeting be held on the second Monday of the month for a trial period of six months. Motion carried.

		3.2	Contact with SALC only from the Chairman or the Clerk unless specifically authorised. Members were informed that SALC had requested that only the Clerk or the Chairman should contact them directly, in order that only one request per Council is received on each subject and therefore enabling a quicker response. One Councillor stated that the New Councillor Handbook gives the SALC telephone number as the contact for queries. The Clerk informed members questions should be posed through the Clerk and would be redirected to SALC if required. Another member questioned why the membership of SALC was being dictated to with regard to the limitations of contact. Council were informed that the request from SALC was not to stop contact on a personal level, but merely on contact relating to legal matters. One member stated that she could not understand why Councillors would want to contact SALC on any legal matter. Cllr Huish proposed seconded by Cllr Winrow-Giffin all in favour that the proposal regarding the limitation of the Clerk and Chairman to contact SALC be withdrawn to be revisited if required. Motion Carried

		3.3	Provision of Chairman’s allowance of £120.00 per annum to cover the expenses of Council members between meetings. Council stated that they had no problem with the installation of an annual Chairman’s Allowance of £120.00 although it was felt that the use of the allowance for the reimbursement of out of pocket expenses by Councillors between meetings was not prohibited. The Clerk agreed to furnish the Chairman with the list of permitted expenditure. Cllr Walters proposed seconded by Cllr Huish agreed by all that an annual Chairman’s allowance be granted to be used for the defrayment of expenses relating solely to the office of Chairman. Motion Carried

4.	To Approve the minutes of the Annual Parish Council meeting held 18^th May 06 Members were requested to check the minutes for accuracy. Cllr Hellier proposed, seconded by Cllr Fisher five in favour, three abstentions that the minutes be signed as a true and correct record. Motion Carried. The Chair initialled each page and signed and dated the minutes.

5.	Police Report. No report, apologies received.

6.		District Councillor Report. No report, apologies received

7.		County Councillor Report No report, apologies received

8.	Standing orders suspended – Meeting open to allow members of the public to speak for 10 minutes. All in favour that Standing Orders be suspended at 8.21pm. No member of the public requested to speak. Standing Orders resumed 8.21pm

9.	Plans, permissions and refusals received and ruled on at Planning meeting of 12^th June 06. 1033/06 Corner Of Roamwood Green Lane, Debenham. Installation of 20m lattice tower and associated equipment cabinets within 8m x 12m screened compound. Application Withdrawn 0976/06 65 Gracechurch Street, Debenham. Two storey extension to side of the property. Council examined the amended application, Cllr Hellier proposed, seconded by Cllr Huish, all in favour that approval be recommended 1203/06 Debenham Cemetery. Change of use of part of the Recreation Ground to Urn Garden. Approval recommended 1247/06 Crows Hall Debenham. Demolition of existing fletton brick and asbestos roofed bore hole pump house and replacement with enlarged timber framed pump house. Approval recommended for both the LBC and the Planning Permission applications 1304 / 06 40 Gracechurch Street. Proposed single storey side extension. Approval recommended.


10.	Accounts for payment

10.1	UK Hosts. Website Management for June 06		117.50
10.2	Mark Sillet Street Cleaning 30/5/06 to 14/6/06		428.70
10.3	Reeza Awoodun Website Editing June 06		100.00
10.4	Clerks Expenses. 22^nd May 06 to 16^th June 06. Stationary, cartridges, mileage and stamps		51.10
10.5	Clerk Salary (Net) 22^nd May 06 to 16^th June 06.		622.23
10.6	N.I		36.26
10.7	Employers N.I		42.19
10.8	Income Tax		51.11
10.9	B&G Services Public WC Contract Cleaning 8^th May to 4^th June 06		654.01
10.10	Digital Photocopier Systems. Service Contract for Parish Copier		115.27
10.11	River Deben Internal Drainage Board. Drainage Rate for 1^st April 06 to 31^st March 07		6.71
10.12	Environment Agency. Drainage charges for 8 hectares of agricultural land		16.05
10.13	NALC. Local Council Review annual subscription (13 Councillors plus the Clerk)		168.00
10.14	GB Contracts (East Anglia) Ltd. Cut and Strim Playarea. One cut in May		35.25
10.15	GB Contracts (East Anglia) Ltd. Cut and Strim Cemetery. One cut in May		123.37
10.16	GB Contracts (East Anglia) Ltd. Cut and Strim Church yard. One cut in May		117.50
10.17	MSDC Payment for scale maps for Cemetery Change of use application		26.37
10.18	Gudeons and Prentice. Memorial Garden. URC solicitor fees £800.00 exc VAT, surveyor fees £250.00 exc VAT and disbursement of £105.00		1338.75
10.19	SECTION 137 payments
	a)	Debenham Street Fayre Committee. Contribution request towards cost of 2006 Street Fayre. (agreed November 05) (previously ratified)		150.00
	b)	Debenham Players (agreed November 05) (previously ratified)		150.00

Cllr Walters proposed, seconded by Cllr Fisher seven in favour, one abstention that the above accounts are paid.

11.	Receipts

	11.1	Website Advertising		45.00

Receipts noted by Council

12.	Meeting adjourn for 10 minutes. Meeting adjourned at 8.26pm

Meeting reconvened 8.31pm, one member of the public left

13.	Committee Reports
	13.1	Cemetery Committee. Update on planning application for Change of Use and Consecration. The Clerk reported to Council that there had been a delay in the planning application for change of use for the new Urn Garden due to specific maps being required by MSDC which had now been applied for. The consecration of the land could not take place until the approval for the change of use had been received. The Clerk continued to state that according to the information received from the Arch Deacon internments could take place before consecration providing that the family was informed in order that the ground can be blessed.

		a)	Cemetery Soil. The Clerk informed Council that the removal of the soil by the grave diggers had been requested previously via letter and on numerous occasions via telephone. Cllr Huish proposed, seconded by Cllr Hellier all in favour that the Clerk write to the Funeral Directors informing them again of the damage being caused to the trees and stating that if the practice of leaving the soil in the Cemetery continued the grave diggers would be charged for its removal and the damage caused to the trees. Members were informed that currently seven trees had been killed by the practice of dumping the soil, and were scheduled to be removed.		Clerk

14.	Working groups and individual’s reports

14.1

Play Areas - Items for discussion and approval. Cllr Walters informed Council that he had met with the ROSPA Inspector and had been advised that the document from which the Inspector referred to was available for purchase at a cost of £9.00 although was due to be reprinted next year. Cllr Walters continued to state that having accompanied the inspector; he now had a greater understanding of how the different risk levels were decided upon. The steps to the Multiplay equipment were now deemed as low risk due to the size of the treads, Council were informed that when this equipment had been installed it met all the regulations, since installation the regulations had changed although according to the ROSPA Inspector there was no need to change the equipment at this time.

Upper Gardeners Road foot path and fence. Letter from MSDC to developer. Council noted that the letter from MSDC made reference to a Foot Path and a Cycle Path. The original agreement had been that the path would be used as a foot path only due to safety considerations. The Clerk agreed to write to MSDC re-iterating the requirement.

Clerk

Proposal for equipment purchase for the coming year RW. An equipment report was presented to Council. Members were requested to note that the quotations received did not include the safety play surface as it had been advised that local contractors would be able to carry out the installation of this at a cheaper rate. The Play Area Group were reported as being scheduled to meet on Monday 19^th June where a map of the precise location of the proposed equipment would be drawn up for presentation at the July Council meeting. It was further agreed that due to the existing quotations no longer being current new quotations would be obtained. One Councillor enquired whether the money which was earmarked for the Upper Gardeners Road play equipment had been allocated for the purchase of the new equipment in the Recreation Ground. Members were informed that when the money had been received it was not specified for the Upper Gardeners Road and that the area would not be ready for the installation of play equipment in this financial year. Cllr Walters stated that the Play Area Group had completed a full costing on both areas. It had been the intention of the Parish Council for many years to provide equipment for older children therefore the installation on the Recreation Ground was to take precedence in this financial year. A strong objection was raised because, if no new equipment was installed in the area of the Affordable Housing development, the Parish Council would come under criticism as this had been one of the criteria set. Council were assured that equipment was planned for installation and that other funding was being sourced. Cllr Huish thanked members for moving the slide beside the Parish Shed to enable the new lockable bin to be installed.

Play Area Group

14.2

Street Furniture – Items for discussion and approval. No items to report. One member requested the progress on the acquisition of a new Bus Shelter. The meeting was informed that the contact details of the officer at Suffolk County Council were now in possession although contact via e-mail and telephone had yet to result in a positive outcome. The Councillor continued to request an update on both the missing Henry Street bench and the bench which is to be repaired. The Henry Street bench was thought to have been removed by MSDC contractors and its location could now not be found. The Clerk agreed to contact the Parish council insurers with regard to the excess on policy for the replacement of the bench. The bench that was in need of repair was reported as still drying out in the Parish Shed. The member of the public who had agreed to repair the bench welcomed others to assist. Despite a number of requests to MSDC with regard to the new dog bin to be sited opposite Bloomfields the installation had not taken place as yet. The Clerk agreed to continue chasing for the installation.

Clerk

14.3

Website Report. One member asked why some of the minutes had not appeared on the website. Council was informed that the Website Editor had taken the matter up with the MD of the domain management company. The minutes had been received although the company had failed to post them on the website. The previous compensation agreement it transpired only related to the late posting of Agenda. This was now being modified to include the late posting of minutes. The Website editor had agreed to monitor to ensure that agreements were being adhered to. Members were requested to direct comments regarding the non-posting and the out of date items to the Website Editor, Mr Reeza Awoodun.

14.4

Footpaths and Rights of Way. Items for discussion and approval. Carried over from March meeting.

Footpath Leaflet It was agreed that the current glossy leaflet was now out of date. Council were informed that a possible replacement would be discussed at the Footpaths and Rights of Way Group meeting where the PP3 Grant Scheme would also be explored.

FWGCH, IB, BF

Footpath Signage Suffolk County Council were reported as being responsible for Footpath Signage. Members were informed that new ‘Way Marking’ signs were available free of charge but would have to be erected by the Parish Council. Cllr Huish offered to erect the new signs if required

Time 9.20pm

c)

Registration of footpaths. Council was informed that foot paths have to be registered by the 21^st June 2027