Present:

Councillors, Mr M Morley (in the Chair), Mr A Moreton, Mrs H Huish, Mr P Lorenzo, Mrs I Bull, Mrs A Evans, Ms L Cockerton, Mrs C Hellier, Mrs F Winrow-Giffin, Locum Clerk Jacky Hunt Nikki Rush (Clerk) and one member of the public.

1.

Apologies for absence. Apologies received from Cllr’s Grover, Skelton, Walters, County & District Cllr Alcock and the Police

2.

To receive declarations of interest relating to this agenda. No declarations of interest were received.

3.

Minutes of meeting held on 16^th October 2006. Cllr Morley proposed six in favour, three abstentions that the minutes be signed as a true and correct record.

4.

Police Report. PC Gibbs was not in attendance but provided the following report.  Seven crimes reported to date for October, consisting of theft from motor vehicles, criminal damage to a motor vehicle, a common assault and harassment type crime. A mobile phone had been stolen in a local pub of which the property has been located and the offender has been dealt with.

The Police urge due diligence as the nights begin to pull in, and request that parishioners should be considering having the odd table lamp coming on a timer to act as a deterrent to a would be thief when away from the home.

The Police also wished to draw to the public’s attention of the danger of leaving valuable items on display in their cars. The meeting was informed was especially important with Christmas being just around the corner.

The Clerk informed the meeting that Sgt Mercer had today informed her that she is going to be moving to another area of responsibility within the Police and  that Police Sergeant Nick Emerick would be taking her place.  The Clerk agreed to write a letter to the Police informing them of Councils sadness at the loss of Sgt Mercer and welcoming the new sergeant.

5.

County Councillor’s report. No report.

6.

District Councillors’ report. No report.

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 8.00pm.

Mrs Dalison confirmed that the churchyard would be closed to the public for Health and Safety reasons on Saturday 2nd December 2006 in order that the Christmas tree can be erected with the minimum risk of injury..

Standing orders resumed at 8.01pm.

8.

Recommendations made at the Planning Meeting held on 9^th October 2006. The Clerk read the recommendations to the meeting.

2483/06 7 Lock Close, Debenham. Erection of single storey pitched roof extension.  Approval Recommended

2479/06 Plot 40, 1 Raedwald Way, Debenham. Erection of conservatory at rear.  Approval Recommended.

2550/06 11 Lock Close, Debenham. Single story extension comprising of porch and WC.  Approval Recommended.

2551/06 12 Lock Close, Debenham. Erection of single storey pitched roof porch extension.  Approval Recommended.

2123/06 Broadway House, 19 High Street, Debenham.  Replacement dormer window.  Approval Recommended.

2763/06 Old Hall Farm, Debenham.  Variation of condition 2 of LBC No. 2344/05 to allow for black plastic rainwater goods to match those on existing dwelling. Approval Recommended

2789/06 Crows Hall, Debenham.  Erection of new timber framed pump house on enlarged foot print with red clay pitched roof and vertical oak boarding.  Approval Recommended.

2701/06 Garden Plot Deben Croft, Water Lane Debenham.  Single, one and a half storey dwelling (submission of reserved matters under outline planning permission OL/94/04)  .Refusal recommended

1880/06  17 High Street, Debenham. Amendment to listed building consent LB199/03 including alterations to front elevation layout, re-siting of conservation rooflights to north pitch and addition of sun tube light source over toilet.   Additional information application  Refusal recommended

8.1

Planning applications received since planning meeting. No applications received

9.

Accounts for payment. Ratification

9.1

UK Hosts.  Website Management for November 06

117.50

9.2

Mark Sillet Street Cleaning 16/10/06 to 17/11/06 5 weeks

759.00

9.3

Reeza Awoodun Website Editing November 06

100.00

9.4

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

74.08

9.5

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

787.89

9.6

N.I

56.87

9.7

Employers N.I

66.18

9.8

Income Tax

92.24

9.9

Locum Clerks expenses from 25/10/06 to 17/11/06

30.60

9.10

Locum Clerks payment from 25/10/06 to 17/11/06

57.35

9.11

B&G Services Public WC Contract Cleaning 9^th Oct 06 – 5^th Nov 06

686.67

9.12

Mr P Mason.  Church Clock Winding April – September 06

155.00

9.13

MSDC.  Grass Cutting 2006/07

769.62

9.14

SLCC. Registration for Clerk to undertake the CILCA qualification

70.00

9.15

Section 137

a)

Debenham Leisure Centre. Firework Night donation (£100.00 as per precept)

100.00

9.16

GB Contracts. Strim, and weed kill URC ground (Please note quote was for £140.00 plus VAT – charged £120.00 plus VAT! – 20.00 saving)

141.00

9.17

GB Contracts. Cut and strim all grass areas in the Playarea

35.25

9.18

GB Contracts. Cut and strim all grass areas in the Cemetery

123.37

9.19

GB Contracts. Cut and Strim all grass areas in Churchyard

117.50

9.20

SALC. Local Council Administration Publication (7^th Edition)

50.00

10.

Receipts. Noted by Council

10.1

Cemetery fees

369.70

10.2

Allotment Rent

83.49

10.3

Bank Interest

205.19

10.4

Half Year Precept allocation

22,999.00

11.

Committee reports

11.1

Allotments and Cemetery.  Minutes of the meeting held on 7^th November 06.  Recommendation for acceptance. Draft minutes appended. Cllr Lorenzo proposed, seconded by Cllr Hellier all in favour that the recommendations made by the committee be accepted by Council. Chair reminded the meeting however that the proposed budget for 07/08 would be subject to change at precept build time.

11.2

Finance and Employment.

(a)

Minutes of the meeting held on 15^th November 06.  Recommendation for acceptance.  The Clerk was thanked for providing the minutes so promptly.  Cllr Huish thanked those who had submitted their budget requests for the 07/08 financial year and informed members that the precept recommendations based on the budget request would be put to Council at the January meeting for approval.

(b)

05/06 Accounts for Approval The meeting was informed that the balanced year end accounts had been received back from the external accountant. The Committee were reported as being happy with the amended format which gave increased transparency. Council noted that it was the complex way in which the original accounting system operated which rendered the accounts neither clear nor easy to understand, even by the Chartered Accountant employed to balance the accounts. Cllr Huish proposed, seconded by Cllr Lorenzo nine in favour, one abstention that the end of year accounts be signed.  The Internal auditor’s report for year end was noted by Council but due to the print quality was difficult to read. Cllr Huish who had received a copy of the report via e-mail stated that all was in order. The Clerk agreed to send the audit report to full Council via e-mail and report on the recommendations at the December meeting.

(c)

Signing of the external auditors, Lubbock Fine Return.

Cllr Huish proposed, seconded by Cllr Moreton all in favour that the return be signed and sent to Lubbock Fine with the balanced, signed accounts.

12.

Working groups and individual’s reports

12.1                                       

Village Enhancement.

a)

  Minutes of the meeting held on 30^th October 06.  URC:  Signing of form to register Debenham Parish Council as Trustees of the Burial ground with the Charity Commission.  The Clerk informed members that the registration of trustees form required the names and addresses of various Councillors who would then be the named trustees for the URC Ground. Owing to the forthcoming elections it was not thought practical by the Clerk to have individual Councillors as trustees. Following advice received from the Charity Commission, the Clerk recommended that the Charity be registered with the Council as a Corporate Body as the Trustee. Cllr Morley proposed, agreed by all that the Charity should be registered to the Parish Council as a Corporate Body with the Clerk named as the main point of contact.

b)

URC. Complaint from Environment Agency regarding the burning of debris on the 4^th November. The Clerk informed the meeting that a phone call had been received from Eric Foxton at MSDC regarding a complaint he had received about the burning of debris on the former URC Ground in Great Back Lane on the 4^th November. The complainant had informed Mr Foxton that the Council were always burning items on the land. The Clerk informed the meeting that she had advised Mr Foxton that this was not the case as the Parish Council had only taken over the land as trustees the previous week therefore could not be held responsible for any previous burning whilst under the ownership of the United Reform Church. The Clerk continued by stating that Mr Foxton was assured that it was a one off occurrence which was carried out in the interest of economy, in comparison with the cost of hiring skips which was the alternative option of removal. Mr Foxton was invited to put the complaint in writing to the Council but felt that on this occasion it was not necessary. Members were requested to note that the offence had not been caused by having a fire, but could have been through causing a nuisance to others. The Chairman thanked the Clerk for the way in which the complaint had been handled and proposed that no further action be taken.  

12.2

Trees and Greens. 

a)

Consideration of quotation for various trees and greens work.

The Clerk informed the meeting that a quote had been received for various tree surgery work which was now deemed urgent and had been prompted by an incident on Cemetery Drive where a 6” diameter branch fell and almost hit a lady.

Cemetery

Fell and remove large diseased Elm on Cemetery drive opposite shed               £395.00

Trim low hanging and dead branches on Cemetery Drive                                   £95.00

Remove one diseased ash species and trim dead limbs from trees near ash        £95.00

Fell and remove 4 dead pines on allotment lane boundary                                  £395.00

Fell and remove one diseased horse chestnut                                                       £195.00

Total £1175.00.

Proposed by Cllr Hellier, seconder Cllr Huish all in favour.

Churchyard

Removal of 3 large ash branches overhanging graves.

Trim back and shorten higher branches.                                                                 £345.00

Clerk informed the meeting that the cost of this work could be covered from specified reserves.

Proposed by Cllr Huish, seconded by Cllr Lorenzo all in favour. That the above quotes be accepted and the Clerk to contact John Harvey to carry out the work

b)

MSDC Cost of Grass Cutting for 2007.  For decision.  Members discussed the current service received and the problems that had been experienced. It was noted that previous experience suggested that employing another contractor would be much more expensive. The Clerk agreed to arrange a meeting with Terry Willington at MSDC to review the Grass Cutting contract.  Proposed Cllr Winrow-Gifin, seconded by Cllr Evans all in favour that Council accepts the MSDC grass cutting quotation for the 07/08 financial year. 

c)

MSDC Grass Cutting Survey.  For decision.  The survey was completed by Council and clerk to return it to MSDC.

12.3

Web site.  It was suggested that the web site presentation needed to be more dynamic and user friendly.  The Chairman to speak to Reeza to review the homepage and design of the website.  Reeza is also encouraged to invite organisations to an informal meeting to try to encourage them to contribute.

12.4

Policy Group.  Minutes from the meeting held on 17^th October 06.  No minutes available. Deferred to December meeting.

13.

Hoppit Woodland and Lake

a)

Invite for Councillors to take part in group planting days on 25^th or 26^th November 06.  .  It was decided that the Parish Council should be involved.  Proposer, Cllr Huish, seconder, Cllr Bull all in favour.  Clerk to complete form and return.

14.

Chair’s report. No report

15.

Clerks’ report / Action List. No report.

16.

Section 137.  Letter from Mid Suffolk AXIS.  The Locum reported that there were currently no residents of Debenham receiving help and that the letter was not directly asking for money but requesting that leaflet should be placed on the noticeboard and website. Council agreed to the requests and stated that consideration would be given to making a donation if and when a resident directly benefits.  Clerk

17.

Correspondence already circulated among council

a)

SCC Environment and Transport.  Response to weight limit request.  Clerk to write to find out when another survey will take place. Residents of Coopersfield were reported as willing to prepare a petition for which the wording should read “Should the traffic in Debenham High Street be limited to 7½ tonnes or heavy vehicles access only?”  Cllr Moreton agreed to approach and consult with the Residents of Coopersfield

b)

SCC Environment and Transport.  A Land Manager’s Guide to Rights of Way in Suffolk.  Passed to Rights of Way Group.

c)

Site Stakeholder Group.  Sizewell A End Use Consultation.  Passed to Policy Group.

d)

MSDC Democratic & Legal Services.  Periodic Electoral Review.  No action.

e)

MSDC Organisational Development.  Parish Plans.  Dealt with by Cllr Moreton and Cllr Walters.

f)

SCC Adult and Community Services.  Consultation on Respite Services for Older People at Cherryfields in Bramford, Ipswich.  Passed to Policy Group to follow up.

g)

MSDC Waste & Environmental Services.  Grass Cutting and Grounds Service Level Agreement.  Dealt with above.

h)

Gudgeons Prentice Solicitors.  United Reform Church Burial Ground at Debenham.  No action.

i)

Bury St Edmunds Theatre Royal.  Aladdin Pantomime.  In Circulation

j)

Suffolk ACRE. In Circulation

k)

The Warm Front Team.  Warm Front Scheme.  In Circulation

l)

Various leaflets and Suffolk Scene from Suffolk ACRE.  In Circulation

m)

Adventure Playgrounds Ltd.  Children’s play equipment.  For Play Area Group

n)

LEPRA.  Cookie for a Cure 2007.  In Circulation

o)

EEAPTC News.  Magazine update. In Circulation

18.

Correspondence received recently and not yet circulated.  None.

19.

Correspondence sent

a)

Letter to SCC Highways regarding weight limit in High Street.

b)

Letter to GB Contracts accepting quote to carry out one off winter tidy up at URC ground.

c)

Letter to MSDC requesting clarification on who owns the unclassified road leading to MSDC owned properties and car park at Cross Green.  No response received, Clerk to progress and quote Freedom of Information Act to find out how access was obtained and who gave permission.

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.  No report.                                    

22.

Any other business – for information exchange only. The Clerk was requested to confirm with MSDC that all areas of green space in their ownership in Debenham have been registered with Land Registry.

On 2nd December 06  the Christmas tree will be erected in the Churchyard and the Churchyard will be closed for health and safety reasons. Cllr Cockerton questioned whether the fire hydrant on the Market Green was now operable. The Clerk informed the meeting that the fault had been reported to the Fire Service, inspectors had been seen around the village and the hydrant had been marked for repair. An inspection report from the Fire Service had been requested but was yet to be received. The clerk agreed to contact the Fire Service to chase the report. MSDC had yet to respond to the second request regarding the extension to the layby at the top of Gracechurch Street, the Clerk agreed to pursue the matter.

26.

Date of next meeting 18^th December 2006