Present:

Councillors Mr M Morley (in the Chair), Mr A Moreton, Mrs I Bull, Mrs C Hellier, Mr P Lorenzo, Mrs Winrow-Giffin, Mrs F Lamb, Mr M Whayman, Mrs H Huish, Mrs L Cockerton, Mr R Walters, District Councillor Guthrie, Nikki Rush (Clerk) and five members of the public.

1.

Apologies for absence. Apologies received from Cllr Evans.

2.

To receive declarations of interest relating to this agenda. Cllr Morley declared a prejudicial interest in item 12 and requested the Vice Chair, Cllr Moreton to Chair the meeting for that item. No other declarations received.

3.

Minutes of Parish Council Meeting held on 9^th July 07.

Nine in favour, two abstentions that the minutes be signed as a true and accurate record of the meeting subject to the following two amendments.

Amendments:  Item 10 to include Notice Board, Resource Centre and Parish Magazine. Item 15 change of wording ‘Declarations’ to ‘Register of Interests’.

4.

District Councillor Report. The District Councillor requested deferral to the meeting on the 17^th September. All agreed.

5.

Meeting open to allow members of the public to speak for 10 minutes. All agreed that the meeting be opened to the public at 7.36pm. Mr Eddy the owner of No 16 Ipswich Road requested to address the meeting over his application for an extension. Council agreed that Mr Eddy be given the opportunity to speak during the actual agenda item appertaining to the planning application. Kathy Guthrie, the Chair of Winston Parish Council requested to speak with regard to item 6.4 on the agenda; Proposed diversion of Debenham Footpath No 37 and Bridleways Nos 38 (part) and 39 and Winston Bridleways Nos 2 and 4 (part). Cllr Guthrie informed those present that alternative routes had been suggested to the proprietor of the land but that these had not been adopted in the final application. Part of the new route was to divert an existing bridle path which went through a hedge and garden and had done so for the last 10years. It was noted that gravel, lawn and hedge had been placed, it was thought as an obstruction to horses. This diversion was very much appreciated. It was agreed that more opportunity would be given to Cllr Guthrie during item no 6.4. 7.44pm meeting reconvened.  

6.

Planning applications received

6.1

2346 / 07 16 Ipswich Road. Debenham. Members examined and discussed the application and noted that the overall scale and style of the proposed had been altered from the original application which had previously been refused. It was further noted that the proposed was still double the size of the existing and that it could possibly swamp the neighbouring bungalow. Council requested Mr Eddy to address the meeting to explain his application at 7.57pm. Mr Eddy informed those present that changes had been made to the plans following the refusal of the original application in April. The pitch of the roof would now only to be raised by 1 ½ meters and a curved frontage had been incorporated into the design to reduce the harshness of the building. The new pitch of the roof made the proposed 1 ½ stories which would bring it in line with the roof of the neighbouring property. Building in front of the existing building line was not seen as an issue by the Planning Department at MSDC and that they had insisted on the inclusion of the gable window. Council discussed the impact on neighbouring properties with the northern boundary of the existing bungalow being extended by the proposal, whilst the southern boundary remained the same. There could therefore be a blockage of some light to the north, although it was noted that no overlooking windows had been incorporated. It was concluded that it would have been helpful to have seen an artists impression of the street scene to ascertain how the proposed would fit in with the existing. The applicant was commended on the efforts made to reduce the impact of the proposed on others. Cllr Huish proposed, seconded by Cllr Moreton, seven in favour, two against and one abstention that in the absence of any directly received objections and the effort taken by the applicant to address the initial concerns that the Council supports this application with the caveat that there are no material objections from the neighbours. Motion passed. 8.05pm Mr Eddy left the meeting.   

6.2

2065 / 07 22 Moores Close, Debenham. Erection of rear extension. Following discussion of the application Cllr Winrow-Giffin proposed, seconded by Cllr Hellier agreed by all that the Council supports this application with the caveat that there are no material objections from the neighbours.

6.3

1960 / 07 Glebe Cottage, Vicarage Gardens, Debenham. New position of oil tank. Following discussion of the application Cllr Moreton proposed, seconded by Cllr Lamb agreed by all that the Council supports this application.

6.4

Proposed diversion of Debenham Footpath No 37 and Bridleways Nos 38 (part) and 39 and Winston Bridleways Nos 2 and 4 (part). Cllr Winrow-Giffin recommended that the Council supports the diversion of footpath No 37 as the proposed was more than acceptable. With regard to Bridleway No 38 Cllr Winrow-Giffin recommended that Council supports this diversion with the condition that specific work is carried out to the proposed new bridle path to ensure that there is adequate drainage, surface work and maintenance to avoid the land becoming impassable in the future. The owner of the land which bridle path No 39 crosses wants to make the path more direct rather then the dog leg that exists at present. Cllr Winrow-Giffin proposed, seconded by Cllr Hellier all agreed that the Council supports the diversion of footpath No 37 and bridle way No 38. Regarding the diversion of  bridle way No 39 Council does not support the diversion of the dog leg proportion but does support the diversion around Poplar Hall.

6.5

2433/07 Debenham Police Station, Low Road, Debenham. Additional Car parking to the side and rear of the Police Station. Following discussion of the application Cllr Huish proposed, seconded by Cllr Lamb agreed by all that the Council supports this application.

6.6

MSDC Planning Notifications Received.

0116/07 Carters Ceramic Designs, Low Road, Debenham. Renewal of application OL/15/02 for the erection of a dwelling and garage with layout of new vehicular access (following demolition of existing building on site). Renewal refused.

0957/06 4 High Street, Debenham. Change of use from cafe/restaurant (A3) to cafe/restaurant (A3) AND hot food takeaway (A5). Application void.

7.

Cemetery

7.1

Update on assessment of memorials in Cemetery. Cllr Lorenzo read to Council his report that had been produced following discussions with a memorial mason, (report appended to the minutes). Cllr Morley read out the letter which had been received from Mr P Owen with regard to the recent assessment of memorial safety in the Cemetery. Council recognised that this was a sensitive issue and apologised for any upset which may have been caused. However it should be noted that, as the burial authority for Debenham, the Council has a legal duty of care to the Cemetery and those who visit it. The initial assessment which was carried out followed the guidelines set down by the Health and Safety Executive and did not involve the use of machinery. An unexpectedly high number of graves failed the initial assessment, all of them being 20 years old or less, which demonstrates a real issue with the latest methods of installation. Although 84 memorials failed the test only two objections had been received. The proprietor of F Masters Memorials Masons had offered to carry out a full topple test using the recognised equipment in the spring of every year at the cost of £35.00 per hour. However it was not known how long each test would take. It was also recommended that an employee of the Council should be trained in the procedure for topple testing.   

7.2

Consideration of submitting application to join BRAMM as per the report from Cllr Lorenzo. Decision. BRAMM is the nationally recognised association which constantly regulates the workmanship of all organisations connected with burials and memorials. Cllr Lorenzo recommended that Council becomes a member of the BRAMM association to ensure that all work in the Cemetery is carried out to a recognised standard of workmanship. Cllr Lorenzo agreed to a) Investigate further with Mr Dempsey of F Masters regarding the employment of his services for topple testing and b) Find out the membership cost and criteria for the Council to become members of BRAMM. Cllr Moreton stated that it was a good report and in his opinion the assessment had been done in a sensitive way. The Clerk agreed to write to the relatives who had yet to make contact regarding the unstable memorial.

8.

Village Enhancement Working Group

8.1

Proposed design of memorial garden, for approval by Council. Unfortunately Cllr Evans had to give her apologies for this meeting, therefore Cllr Morley gave the update on Cllr Evans’ behalf. It was noted that real progress had been made to date in gaining support from MSDC for a memorial ground with associated hard standing to be used for fetes, table top sales etc. The Village Enhancement working group met to measure the site and suggest alternative layouts. A specification (appended to these minutes) was drawn up and passed to MSDC along with the two suggested layouts. MSDC will then put together a project team consisting of designers and specialist engineers to submit a design for Council’s approval and to enable applications for grant funding.

8.2

Funding update. No update at this time.

9.

Website. Monthly Report. The report was circulated to the members present and it was noted that the new layout of the website and increased information had been well received.

9pm Meeting adjourned.

9.09pm Meeting re-convened.

10.

Highways

10.1

Response from SCC regarding the gullies in the pavement on Low Road. Decision regarding further action. The response from the Highways Department stating that they had no money in the budget for the alteration to the gullies was copied to Council. Cllr Morley proposed agreed by all that the correspondence to date be copied to County Councillor Alcock for his views and support.

10.2

Request for ‘H’ marking outside No 20 Moores Close. Following a site visit Council was informed that there is already a dropped kerb installed therefore there should not be any parking in front of the driveway and that further markings are unnecessary.. It was noted that the ‘H’ markings had been installed in the High Street to reinstate existing faded block paving. Cllr Moreton proposed, seconded by Cllr Walters agreed by all that the request for a ‘H’ marking outside No 20 Moores Close is not supported by Council.  

10.3

Request for Zebra Crossing to be installed outside Coopersfield. Decision. It was noted that the Council had in the past applied for a Zebra Crossing in this vicinity but it had been rejected at the time by the Highways Department due to insufficient projected useage. Cllr Hellier proposed, seconded by Cllr Lamb that the Clerk write to the Highways department requesting a Zebra Crossing. Cllr Huish proposed an amendment which was seconded by Cllr Lorenzo that the Clerk includes with the proposal the projected benefits and known issues that would need to be overcome . Council were then requested to vote on the amendment. Eight in favour, three against. Amended proposal passed.

10.4

Cross Green

a)

Progress to date. District Councillor Guthrie informed the meeting that she had been working closely with the Chairman, Cllr Morley and the Clerk, Nikki Rush to formulate a paper to put to the Executive Committee at MSDC. There appeared to be a deadlock at present over who would undertake the adoption of the road and therefore its future repairs. In order for this dead lock to be broken it was suggested that an “olive branch” in the form of an annual peppercorn rent be offered. As part of the paper, photos kindly provided by Peter Carter were currently being collated to show evidence of the road’s use in years gone by and also demonstrate the duty of care that MSDC has to the road. Although MSDC estimated that the road will cost approximately £150K to bring it up to the national standard a contractor has suggested that it would take no more then £8k to carry out the repairs to an acceptable standard.  

b)

Permission to send letter to Chris Fry requesting that the road be brought up to DDA standards. Cllr Morley proposed all in favour that the previously agreed letter be delayed based on the latest development to avoid confusing the matter.

11.

Youth Council. Decision on action to be taken. The Chairman informed the meeting that he would like the idea of establishing a youth council explored. Cllr’s Walters, Hellier and Lamb volunteered to support this investigation. It was also agreed that Cllr Evans would be asked on her return as she had expressed a particular interest in this area in the past.

12.

Christmas Shopping Event. Decision. The Chairman, Cllr Morley left the table at 9.36pm. The Vice Chair, Cllr Moreton chaired the meeting for this agenda item. Cllr Moreton read out to the meeting the request which had been received from the newly formed Christmas Shopping Committee which detailed the objects of the exercise and what the evening entailed. The note included a donation request of £70.00 towards the cost of mulled wine and mince pies and £30.00 towards the prizes for a children’s competition. It was noted that District Councillor Guthrie had recommended approaching County Councillor Alcock and that he had kindly agreed to give £700.00 towards the event from his Locality Budget. The question as to whether it was legal for a Council to donate money towards the cost of alcohol was raised along with whether the mulled wine would be sold. Cllr Moreton acting as chair proposed, agreed by all that Cllr Morley be permitted to speak to answer the question. Cllr Morley informed the meeting that there would be no charge for the mulled wine and confirmed that the school would be asked to organise the entries for competition. The Clerk informed the meeting that as she was unaware of the request before the meeting she had not had the opportunity to check the budget or the applicable spending power. The Clerk suggested that the item be deferred to the meeting on the 17^th September to enable a spending power to be identified and also to check the use of the Council money of the purchase of alcohol (Mulled Wine). Members agreed that the item be deferred. Cllr Morley rejoined the table and took the position of the chair.

13.

Closure of 2,500 Post Offices across the Country. Decision. Circulated via e-mail 28^th August 07. Cllr Huish proposed, seconded by Cllr Moreton all agreed that the Clerk sends a letter supporting the SALC initiative that no rural post offices should be closed as they are a vital part of the community.

14.

Meeting open to allow members of the public to speak for 10 minutes. All agreed that the meeting be opened to the pubic at 9.58pm. One parishioner requested that the Council asks the Environment Agency to dredge the silt from the river. The Clerk informed the meeting that, following meetings earlier in the year, the Environment Agency had increased its budget for Debenham and that the dredging of the river was scheduled to take place in September. The Clerk agreed to progress this with the Environment Agency as she was aware that this was a great matter of concern to many. It was pointed out that the undergrowth near the river was encroaching on the pathway. It was reported that several of the allotments were in a poorly maintained state and that this was now effecting others nearby. A question was raised as to whether some of the land set aside as a play area on the Meadows development could be offered to nearby residents as allotments. 9.58pm

15.

Any other business – for information exchange only. Cllr Hellier requested that the letter, which was previously agreed with regard to the repair of the Henry Street road surface be sent to Highways Department immediately before the Meadows development is finished. Cllr Cockerton requested that the grass on the corner of the junction with Fenn Street be cut as it was creating a blind corner. The Clerk informed the meeting that another Councillor had already raised the problem with her before the meeting started and that a request was going to be submitted to the Highways Department for the grass in all the areas of responsibility to be cut.

16.

Date of next meeting 16^th September 2007