1.

Apologies for absence. Apologies for absence received from Cllrs Walters, Evans, Morley and Lorenzo.

2.

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

3.

Minutes of meetings held on 16^th July 07. Amendment to item 12.3, removal of the word ‘Affordable Housing’. Cllr Huish proposed, seconded by Cllr Hellier six in favour, one against, one abstention due to not being present at the meeting that the minutes be signed as a true and correct record. Motion passed.   

5.

Police Report. Sgt Nick Emerick informed the meeting that there had been ten recorded crimes in Debenham, including graffiti of an offensive nature, criminal damage, possible theft, underage drinking and antisocial behaviour in the vicinity of the Hoppit Woodland and Lake. Unfortunately the meeting was informed that PCSO Suzy Jessop had resigned after deciding that the job was not right for her. Interviews have already started in order to recruit another PCSO. The Speedwatch initiative is moving ahead & it is hoped to be able to commence in the near future. Sgt Emerick continued by stating that he and his colleagues were aware of a few grumbles at the last meeting due to the lack of recent Police reports. This problem was now being addressed and every one in the Neighbourhood Team was now aware of the dates of the Parish Council meetings and would ensure that, unless called to respond to an incident, a representative would attend the monthly meetings to deliver a report. If in the unlikely event that no one from the team is available to attend a copy of the report would be given to the Clerk to be read out on behalf of the Police. Complaints has also been received from some members of the public regarding the lack of Police visibility in the village and from others complaining about the number of Police cars travelling through with their lights and sirens going. It was agreed that unfortunately everyone has a different opinion of what is considered acceptable, however Sgt Emerick stressed that the constant moaning and complaining amongst the public without addressing those responsible was demoralising to the Neighbourhood Team and therefore not beneficial to anyone. It was requested that if parishioners have a complaint or concern that they speak direct to a member of the team in order that it can be addressed in a professional manner. One member of Council reported on a recent incident where an officer was observed to walk straight past a car which was dangerously parked without so much as issuing a warning or a ticket. Unfortunately Sgt Emerick could not comment on this incident without speaking to the officer concerned, however he assured those present that the matter would be addressed. Sgt Emerick was informed that his predecessor had become active on the dangerous parking issue following a car park consultation by the Parish Council and was asked whether the new team could also bring this matter to the forefront of their policing, Sgt Emerick agreed that this initiative would continue and tickets would be issued to offenders.    

6.

County Councillor’s report.  Report appended to the minutes. Further more the District Councillor reported on the request for a bench outside the Resource Centre and that money would be given for this from the locality budget. One member asked what was happening regarding the closed tip at Eye. Cllr Alcock informed the meeting that it was the Health and Safety Executive who had instructed the tip to be closed for Health and Safety reasons due to the overhead cables. Initially the site was only supposed to be closed for two weeks, however delays had incurred and it was now scheduled to open at the end of October. The County Councillor stressed that it was not the County Council dealing with this and that it was in the hands of the Environment Agency.

7.

District Councillors Report. Report appended to the minutes. Attached.

8.

Meeting open to allow members of the public to speak for 10 minutes. All agreed that the meeting be opened at 8.01pm. One parishioner requested that the Council asks the Environment Agency to dredge the river. The Clerk reported that following a meeting with the Environment Agency earlier in the year the Debenham budget had been increased to permit the dredging of the rivers, and that the work is scheduled to commence in September. The Clerk agreed to enquire with the Agency as to when they were actually going to start. Another parishioner reported on the increase in the rabbit population, with fifty four counted around by the Lake one morning. The Clerk informed the meeting that another person had agreed to assist with the rabbit shooting and that this was being progressed.  Session closed at 8.05pm

4.

Planning.

4.1

2668/06 Land to the rear of Stone Cottage. Erection of detached two storey dwelling and detached cartlodge and construction of new vehicular access.  The meeting was informed that the Council had objected to the previous application due to the sequential test not being satisfied (PPG25) and policy CL4. It was noted that in the survey by the independent engineers employed by the Environment Agency that the flood zone had been changed from Zone 3 to Zone 2.  However, the sequential test applied was still applicable in this case. Recent applications relating to other properties situated in the flood zone which had been submitted to MSDC had indicated that the results of the sequential test were being given much more consideration by the Planning Department. A recent renewal of outline planning which had previously been approved had been refused in accordance to the sequential test. It was noted that it was not against the Parish Council policy to support modest extensions to existing properties in the flood plain, as it had for the extension to Stone Cottage, however it was against the Council policy to support complete new builds in a flood plain. Cllr Winrow-Giffin proposed, seconded by Cllr Huish agreed by all that that Council does not support the application on the grounds that the sequential test has still not been satisfied, contravening policies PPG25 and CL4.

9.

Ratification of August Payments

9.1

B & G Contracts WC Cleaning 2^nd July to 29^th July 07

686.67

9.2

GB Contracts Grass Cutting Cemetery

123.37

9.3

GB Contracts Grass Cutting Church Yard

117.50

9.4

GB Contracts. Lower Gardeners Play Area Fencing as per quote £285.00 Plus VAT

334.87

9.5

Mark Sillet. Street Cleaning 9^th July to 10^th August 07 including bags

760.10

9.6

Clerk Wages 9^th July to 10^th August 07

812.40

9.7

Inland Revenue

220.44

Cllr Huish proposed, seconded by Cllr Hellier agreed by all that the above payments be ratified.

10a.

Accounts for payment for September 

10.1

UK Hosts Internet Limited Domain management for Sep 07

94.00

10.2

Barry Woods. Website Editing for August and Sep 07

200.00

10.3

GB Contracts. Grass cutting. Playarea, One cut August

35.25

10.4

GB Contracts. Grass cutting. URC Burial Ground One cut August

111.62

10.5

GB Contracts. Grass cutting. Cemetery One cut August

123.37

10.6

GB Contracts. Grass cutting. Churchyard, One cut August

117.50

10.5

B&G Services. WC Cleaning 30^th July to 26^th August 07

686.67

10.6

Clerk wages. 13^th August to 14^th September 07. 5 Weeks

812.61

10.7

Inland Revenue. Clerk Tax and NI

220.23

10.8

Clerks Expenses

110.52

10.9

Mark Sillett Street Cleaning. 13^th August to 7^th September 07

625.60

10.10

Anglia Water. WC Water Charged

Defer

10.11

Anglia Water. Allotment Water Charges. 24^th Jan 07 – 3^rd August 07

137.35

10.12

Philip Mason. Church Clock Winding. Six Months ending Sep 07

155.00

10.13

Henry Abbott Hardware. Rat Bait for the Street Cleaner

19.98

10.14

Genesis. Replacement Bench. Money to be claimed back from insurance company

350.00

10.15

MSDC. Supply of 1x Fido 25 dog bin and 1 x rubbish bin at 50% of the cost

146.95

Cllr Huish proposed, seconded by Cllr Whayman agreed by all that the above payments be made.

10b.

Receipts

10.1

Cemetery Fees

364.25

10.2

HM Revenue and Customs. Vat refund (Woodland and Parish Council)

1503.43

11.

Finance – Year End Internal Audit Report. Hardcopies of the report had been distributed to Council the week prior to the meeting. This to enable members to read through the report and pose questions to the Clerk. The Clerk asked if there were any questions arising of which there were the following.

-          Asset details were cross referenced against insurance values. There were several assets which appeared to hold a different insurance value from that in the list of assets in the supporting statement. The Clerk reported that the Insurance Company had not been informed of the adjustments to the asset register as this was recent. A letter would be sent requesting that the policy be updated.   

-          Recommendation: To attach budget working papers to the minutes for referencing purposes and to

       formally record the precept request (amount) in the minutes. The Clerk agreed to do this in future

       although stated that the relevant paperwork was attached to the relevant finance minutes.

The Chairman of the Finance Committee stated that all recommendations from the previous years audit had been adopted and system checks had been installed.

12.

Working groups and individual’s reports

12.1

Street Lights

a)

Removal of light attached to the rear of the Red Lion. Update. The Clerk informed the meeting that the removal of the light had been requested and was expected imminently.

b)

Little Back Lane Consultation results. Update. The expiry date for the consultation is the 15^th October.  To date a few comments had been received via the website.  However, some of these were extremely rude and no response is planned.  Some were polite and were answered via e-mail by the Chairman.  One letter of support for a replacement light had been received. The matter will be discussed in full at the meeting on the 15^th October once the consultation period had ended.  

12.2

Play Area Working Group

a)

Update on Upper Gardeners Road Play Area. Fence / Gate / Play Equipment.

Council were informed that e-mails from Chris Fry at MSDC indicated that they had yet to receive the plans from the developer and these were being chased. Concern was expressed by Mr Fry over the design of the gate proposed by the developer not being to the Parish Councils and ultimately ROSPA’s requirement. It was currently being investigated by MSDC whether there was money in the 106 agreement to fund the correct gate if the developer installs the path and the fence, this was still being progressed and no answer was available at the meeting. It was noted by Council that this matter had been ongoing since March and had therefore missed the summer months where the play area would have been greatly appreciated by the younger generation and their parents alike; this despite the constant pressure being applied by the Parish Council. The delays were between the developer and MSDC. Cllr Winrow-Giffin stated that the questionnaires had been delivered to all the residents on the Meadows Development and would subsequently be delivered to Chris Fry at MSDC.     

12.3

Speed Watch. Update and start date. Council were informed that despite the amount of time it had taken to carry out the vetting of the volunteers the process had now been completed and the volunteers were now required to have their photos taken at the Police HQ for the identity cards. The speed gun which had been issued to Debenham Parish Council was now out of calibration and had been returned to the police for calibration. Another training evening was in the process of being arranged and it was confirmed that things were still moving forward.  

12.4

Street Furniture Group

a)

Installation of two benches. Decision It was agreed that the two benches currently being stored at the Clerks house would be installed as soon as possible.

b)

Removal of Graffiti. It was reported that the graffiti was not on Parish Council property and therefore was not their responsibility and that the owner of the property had now painted out the offensive words.

c)

Permission to purchase two dog bins to be located corner of Bloomfield Way / Sackville and on Gracechurch Street near the Leisure Centre. Decision. Photographic images were shown to Council by the Clerk. Cllr Moreton proposed from the chair agreed by all that two of the Hercules dog bins should be purchased at the cost of £172.00 each as these were the most similar in design to the bins already installed around the village. The Clerk agreed to order the bins and request MSDC to install as per their offer.

d)

Agreement of who to sign the Deed for the Public Toilets. (Two signatures required) Decision. Cllr Huish proposed, seconded by Cllr Winrow-Giffin agreed by all that the Chairman and the Clerk should sign the deeds to the toilets once the current situation with the suspected water leak had been resolved.

12.5

Trees and Greens Working Group

12.5a)

Hedge Row Survey. It was agreed that this item be deferred until February 2008

a)

Promotional Meeting and use of Dove Cottage. Decision.

b)

Approval of expenses up to £30.00 to cover stamps, stationary etc. Further monies to be requested separately. 

12.5b)

Removal of leaning tree in Churchyard on request of PCC Tree Warden. Cllr Hellier reported that the tree was leaning and that it was her recommendation that the Tree Officer from MSDC be called to inspect it to advise on whether it was deemed unsafe.

a)

Request from parishioner for the Conifer Trees in Cemetery Lane to be topped. Decision. It was agreed that the Tree Officer from MSDC be requested to inspect and advise.

b)

Fly Tipping on Low Road. Update and Decision. Cllr Moreton proposed agreed by all that the Clerk writes a letter requesting MSDC to enforce and clear the debris that had been dumped. The Clerk was requested to send letters to the Highways Department (CC Cllr Alcock) and the Environment Agency asking them to liaise with MSDC and assist with the enforcement of fly tipping.

13.

Section 145 (Arts and Entertainment)

13.1

Debenham at the Heart of your Christmas. Donation request. Decision. The Clerk informed the meeting that SALC had stated that they knew of no legislation which prohibited the donation of Council funds towards the purchase of alcohol. The Clerk continued by advising Council not to be specific in its donation. Cllr Huish proposed, seconded by Cllr Whayman agreed by all that a donation of £100.00 be given non-specifically towards the event.

14.

Debenham Players. Councils decision regarding the use of the money should the group cease to function. Cllr Lamb declared an interest but explained that Debenham Player were currently re-writing their constitution and would like to include that in the unlikely event that the group was disbanded that the Council accepts any remaining money to be used as bursaries for those pursuing anything connected with the arts. Cllr Winrow-Giffin proposed, seconded by Cllr Bull seven in agreement, one abstention that the Council would accept the money to be used as bursaries in the pursuit of the arts.

15.

Chair’s report. No chairs report

16.

Clerks’ report / Action List. Appended to the minutes.

17.

Correspondence circulated among council

a)

MSDC Building Control. Street Name Plate for Water Lane. For information

b)

Invitation to Suffolk Acre 70^th Anniversary Celebration on 27^th September. In pack

c)

SCC. The Suffolk Materials Manual. In circulation

d)

MSDC. Invite to Clerk and Chairman for the Parish Liaison meeting on the 24^th September 07 For information

e)

Suffolk Preservation Society. Course on ‘Your involvement in the Planning System’ 10^th October and ‘Local Development Frameworks’ 31^st October 07. In circulation

f)

MSDC Cultural & Community Services. Open Space Recreation Strategy. Response by 3^rd Sep – Clerk sent response.

g)

Copy of letter from East of England Co-operative regarding the Topple Testing E-mailed to Cemetery Committee

h)

Letter from Mr P Owen regarding the Topple Testing. E-mailed to Cemetery Committee

i)

Signed contract from Gary French for the use of the Recreation Ground for football practise. For information

j)

MSDC Housing. Mid Suffolk Housing Needs Survey. Notification of forthcoming survey. In Pack

k)

Letter from Mrs Bloom regarding the Street Light Consultation. In pack

l)

Gudgeons and Prentice. Letter re the transfer of the toilets.

J)

MSDC. Change s to Waste Collection for Community Care Taking Scheme. In pack

18.

Correspondence sent

a)

Bob Daniels at SCC Highways regarding the gullies in Low Road

b)

Sandra Gauge at SCC Highways requesting reconsideration of a lorry weight limit

c)

Woodland Group regarding the repairs to the path

d)

MSDC regarding the fly tipping in Low Road

e)

Suffolk Police regarding the lack of monthly reports

f)

SCC Highways requesting the removal of the dead tree in Aspall Road due to fungus growth.

g)

MSDC accepting offer of new information board giving the places of interest and enquiring whether any funding was available for new leaflets. 

h)

Allotment rent requests

i)

Gudgeons and Prentice requesting proceeding with WC transfer.

19.

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 Chair informed members of the Invitation from the Mickfield Parish Council to attend their meeting on the 17^th October where the recent proposal to install a Wind Turbine farm would be discussed.  It was requested that the proposal be an agenda item for our meeting in October.

20.

Meeting open to allow members of public the public to speak for 10 minutes Meeting opened at 9.05pm. One parishioner asked if the yellow lines which currently stopped outside Neaves before the bend could be extended to include the bend as cars parking there were making the road dangerous. Council agreed to include the matter on the agenda for October.

21.

Any other business – for information exchange only

22.

Date of next meeting Monday 8^th October 2007. 

Who?

Resolution Passed

Action

Complete

Pending

Not Started

S.F.G

16^th Feb 06

Re-siting of dog bin along Allotment Lane 

ü        

FWG

18^th Sep 06

Building