Present:

Councillors, Mr M Morley (in the Chair), Mr A Moreton, Mrs H Huish, Mrs A Evans, Ms L Cockerton, Mr R Walters, Nikki Rush (Clerk) and one member of the public.

1.

Apologies for absence. Apologies received from Cllr’s Bull, Hellier and Lorenzo. The District and County Cllr E Alcock and PC Gibbs also gave their apologies.

It was noted that no apologies had been received from Cllr’s Grover and Winrow-Giffin

2.

To receive declarations of interest relating to this agenda Cllr Moreton declared a personal interest in item 8.1. There were no other declarations received.

3.

Minutes of meetings held on 20^th November 2006,  9^th October (decision deferred as vote not quorate)

Minutes of the meeting on the 9^th October 06. Cllr Walters proposed, seconded by Cllr Moreton all in favour that the minutes be signed as a true and correct record.

Minutes of the meeting on the 20^th November 06. A Cllr raised an objection to the sentence in item 11.2b relating to the original accounting system, the Cllr continued by pointing out that the original system had been previously approved by the District Auditor and used for a number of years. The Chairman suggested that the minutes stand as they accurately recorded the discussions but asked that the objection be noted. Cllr Huish proposed, seconded by Cllr Moreton four in favour, one abstention and one against that the minutes be signed as a true and correct record. Motion passed.

4.

Police Report. The Chairman read out on behalf of PC Gibbs the Police report for December 06. Three crimes had been reported in the village since November. One account of criminal damage to a window, one account of theft from a one-armed bandit at the Leisure Centre and a break in to an empty house where quantities of copper pipe were stolen. The report continued to remind parishioners of the previous requests to ensure that all is done to deter the would-be thief by putting lights on timers and hiding valuable presents out of view. The Chairman reported an incident where the driver of a large goods vehicle had been witnessed talking on a mobile phone and looking at some papers whilst negotiating parked vehicles in Gracechurch Street. The incident had been reported to the police who had asked for a witness statement to be made at a police station.

5.

County Councillor’s report. Cllr Alcock gave his apologies received and wished all a merry Christmas and happy new year

6.

District Councillors’ report. Cllr Alcock gave his apologies received and wished all a merry Christmas and happy new year

7.

Standing orders suspended – Meeting open to allow members of the public to speak for 10 minutes

All agreed that standing orders be suspended at 7.50pm. No comments received from the public gallery. Standing orders resumed at 7.50pm 

8.

Recommendations made at the meeting on the 11^th December 06. The Clerk read out the recommendations made at the meeting.

2888/06 52 Gardeners Road, Debenham. Extension to bungalow

Approval recommended with the caveat that there are no objections from the neighbours.

2862/06 Maltings House, Kenton Road, Debenham. Outdoor swimming pool and erection of garden shed. Approval recommended.

8.1

Planning applications received since meeting on the 11^th December 06

3071/06 64 Gracechurch Street, Debenham. Erection of single storey side and rear extension, erection of front porch extension (revised scheme to 0463/04) Following discussion Cllr Walters proposed, seconded by Cllr Huish, five in favour one abstention that approval be recommended with the caveat that there are no objections from the neighbours.

9.

Accounts for payment

9.1

Clerks Expenses 16^th October – 17^th November 06 5 weeks

120.65

9.2

Clerks Salary (Net) 16^th October – 17^th November 06 5 weeks

662.23

9.3

N.I

36.26

9.4

Employers N.I

42.19

9.5

Income Tax

51.11

9.6

SALC. fee for CILCA intensive course

293.75

9.7

Section 137

a)

Eye Volunteer Centre

25.00

10.

Receipts

10.1

Inland Revenue. Bonus for filing 05/06 PAYE on line

250.00

10.2

Burial Fees

73.70

10.3

Cleansing Grant. April – Sep 06

2849.82

Cllr Walters proposed, seconded by Cllr Huish agreed by all that the above payments be made and the receipts be noted.

11.

Committee reports

11.1

Finance and Employment.  . 

a)

Report on the recommendations made by the internal auditors. The Clerk read out the recommendations made by the internal auditor and the proposed relevant actions.

Recommendation: To introduce a receipt referencing system, to ensure that a clear audit trail is carried out from receipt of monies to paying and recording in the cash book.

Action: The new accounts cash book is to be altered to accommodate receipt numbers.

Recommendation: that regular valuations of assets are carried out to ensure that items are not

underinsured and that the Asset Register includes further detail of date of purchase (if known)

date of disposal and location and to include itemised details of play equipment. 

Action: To be included on next finance meeting agenda and update register accordingly

Recommendation: To update the supporting statement and amend the LGA 1972 s137 limit

from £3.50 to the current rate for 2006/07.

Action: completed.

Cllr Morley proposed, agreed by all that the Council accepts the Clerks actions to the

recommendations.

The Chairman brought the official copy of the accountants report to member’s attention and stated that it was exactly the same as was reported at the November meeting. Until now the problems had only been reported from the accountant via e-mail and verbally, but as the official report had now been received on letter headed paper, it could  be tabled to members.

12.

Working groups and individual’s reports

12.1

Public Toilets

a)

Update on repair of gents WC. The Council wished to thank the parishioners for their patience whilst MSDC have been endeavouring to repair the faulty flushing mechanism in the gent’s toilet. Unfortunately due to persistent inconsiderate use whilst the toilet was not working, which posed a serious health and safety issue, the whole of the gents had to be locked to the public until the repairs had been completed. This the Council was pleased to report had now been carried out and the toilets were now fully operational again

b)

Report on cleaning inspection on 12^th December 06. The Clerk reported that the monthly cleaning inspection with the supervisor of the contractors had produced very positive results with no recommendations relating to the ladies toilet. The Clerk stated that she had requested a thorough clean of the gent’s facilities now that they were open to the public again.  

12.2

Play Area (Monthly report circulated via e-mail)

a)

Upper gardeners road play area - installation of foot path. Decision for what action to take to pursue matter. Members were informed that the last formal information received was that planning permission was being sought for the installation of the footpath. Council noted that no application had been received to this effect, The Clerk agreed to write a letter to Brian Nichols and Ian Rickard at MSDC enquiring about the proposed fence and footpath and requesting an installation date due to the serious health and safety implications of vehicles using the land as a short cut, as has been reported.                                                                                    Clerk 

12.3

Web site (report attached). Cllr Morley extended the editor's apologies for there being no report this month.

12.4

Policy Group

a)

Minutes from the meeting held on Tuesday 17^th October (deferred from Novembers Meeting). Recommendations for approval. No recommendations to accept. The proposed change to document review procedures had been e-mailed to the Clerk for comment.         Clerk

Cllr Walters requested that responses to the e-mailed Taxi documents be sent to him ASAP in order that he could formulate a response in order that the January deadline could be met.RW/All 

b)

Draft minutes of the Policy group meeting held on the 5^th December. Recommendations for approval. Noted by Council.

13.

MSDC Letter from Contracts and Property Department requesting locations for Uncle Sam’s American Circus 2007 UK Tour. For decision. Cllr Morley proposed, agreed by all that the letter be forwarded to the Leisure Centre for their consideration.                        Clerk

14.

Chair’s report. The Chairman informed Council that despite the use of Gudgeons and Prentice Solicitors for the transfer of the URC ground to the Parish Council, it now transpired that they deemed themselves too inexperienced in Charity and Trust Law to be able to assist with the request made by the DLC for the Parish Council to be removed as custodial trustees to the land. The Clerk explained that a new solicitor, Oliver Phillips who was based at Gotelee and Goldsmith in Ipswich and who specialised in Charity Law had been recommended to her. Due to the short notification from Gudgeons and Prentice it had not been possible to obtain an idea of legal costs from Mr Phillips although it had been informed that his hourly rate amounted to £150.00 plus VAT. The request from the DLC meant that all assets would be transferred over to the new registered Charity; this, members were informed, included the land to which the Parish Council are trustees. One Councillor questioned whether we were legally entitled to resign as trustees to a piece of land which was gifted to the people of Debenham. It was further raised that if the Parish Council did resign as trustees there would be no control over the land other then as planning consultees if the Leisure Centre had to sell . Cllr Morley proposed, agreed by all that the Clerk raise these questions, along with clarification on what the Councils responsibilities were at present, in a letter to the new solicitor which would be hand delivered to his office on the afternoon of the 19^th December 06 along with copies of the supplied papers. Members were further requested to agree an initial budget for the legal work Cllr Walters proposed, seconded by Cllr Huish all agreed that an initial maximum budget of £500.00 is set with further authorisation for extra money if required.    

15.

Clerks’ report / Action List. The Clerk informed members that the updated action list had been sent out via e-mail on the 14^th December 06. The only other matter to report was that the dead Ash Tree at the entrance to Cemetery Drive would be felled at the end of the week with other agreed quoted work being scheduled in later.

16

Section 137

16.1

Debenham First Responders. Donation request. For decision. Cllr Huish proposed, seconded by Cllr Moreton agreed by all that a donation of £100.00 be given to Debenham First Responders.

16.2

Optua. Donation request. For decision. Cllr Morley proposed agreed by all that the precepted amount of £25.00 be donated to the charity

16.3

Victim Support. Donation request. Cllr Huish proposed, seconded by Cllr Moreton agreed by all that the precepted amount of £25.00 be donated to the charity

17.

Correspondence already circulated among council

a)

MSDC Democratic and Legal Services. Parish Liaison Meeting on the 22^nd February 06. E-mailed to the Chairman and Vice Chairman. Cllr Morley stated that he would attend the afternoon session whilst Cllrs Moreton and Huish agreed to attend the evening session.

b)

Gudgeons Prentice. Letter regarding the transfer of the toilets. E-mailed to the Chairman and circulated around Council. The Clerk informed Council that a letter had been sent under the freedom of information act requesting information on the searches relating to the toilets.

c)

Suffolk Wildlife Trust – In circulation

18.

Correspondence received recently and not yet circulated.

Bus Timetable changes. The Clerk reported that there were no changes to the Debenham Bus routes and agreed to give copies of the time table to Cllr Bull for distribution.

SALC Information pack – The Clerk explained that there were a number of courses and other information in the pack that she would e-mail around Council.

Victim support donation request. Dealt with under item 16.3.

Suffolk County Council. Signposting of Public Rights of Way. To be e-mailed to the Rights of Way Group.

19.

Correspondence sent

a)

Congratulations letter to Claire Holm for achieving a team gold in the under 23 cross running competition in Italy

b)

Thank you letter to Kevin Voller, Woodland Committee for installing wire mesh on bridge

c)

Letter to MSDC quoting freedom of information act and requesting clarification on who owns the unclassified road leading to MSDC owned properties and car park at Cross Green

20.

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

Merit, in the Chairman’s opinion, immediate action. The Leisure Centre had responded with another date for a joint meeting between themselves and the Parish Council. The suggested date is the 27^th December 06. Members present stated that the date was not convenient with the majority having already arranged to visit friends and family during the Christmas week. Cllr Morley agreed to contact the Leisure Centre and request that they suggest another date.                                                                             MM

21.

Standing orders suspended: Meeting open to allow members of public the public to speak for 10 minutes. All agreed that standing orders be suspended at 9.10pm. No comments received from the public gallery. Standing orders resumed at 9.10pm

22.

Any other business – for information exchange only. One Councillor asked whether the three blocked drains between the Market Green and the Post office had been reported to the Highways Department, the Clerk informed members that they had not as yet been reported due to other work pressures but would be at the earliest opportunity. The Councillor continued by requesting that all members are e-mailed with the precept papers in advance of the Council meeting on the 15^th January 06.

The Chairman announced the resignations of Cllr’s Fisher and Skelton which were very much regretted. It was agreed that their  time on the Council was appreciated and their contribution valued. 

23.

Date of next meeting 8^th January 2006