No 4 of 2006/2007

 

Minutes of the Parish Council Meeting of Debenham Parish Council held on 17th July 06 7.30pm at Dove Cottage

 

Present:

Councillors, Mr M Morley (in the Chair), Mr A Moreton, Mrs H Huish, Mrs C Hellier, Mr B Fisher, Mrs L Cockerton, Mr P Lorenzo, Mrs Ann Evans, Mrs I Bull, Nikki Rush (Clerk) and one member of the public.

 

 

1.

Apologies for absence. Apologies received from Cllr’s Walters, Winrow-Giffin and Grover. It was noted that no apologies were received from Cllr Skelton.

 

 

 

 

2.

To receive declarations of interest relating to this agenda. Cllr Fisher declared an interest in item 12.3b; URC Burial Ground. No other declarations received.

 

 

 

 

3.

Minutes of meeting held on 15th June 2006. The minutes were checked for accuracy, Cllr Moreton proposed, seconded by Cllr Huish, all in favour that subject to the following amendments the minutes be signed as a true and correct record. Item 1 should read Bull not Ball. Item 14.4c) year should be 2027 not 2007. Item 18 insertion ‘participants to report back to Council on benefits’.

 

 

4.

Police Report

 

 

 

 

 

a)

Report from Police Forum on 27th June 06. Members were requested to note the report. Council was informed that if an amalgamation of the Police Force went ahead that Suffolk would link with Norfolk and Cambridge rather than the previously proposed link with Essex, however the preferred option for Suffolk Police was to remain independent. Future Policing was reported as being likely to be based on safer neighbourhood teams consisting of PC’s, Specials and Police Community Support Officers. It was reported that the number of officers to cover the Debenham catchments had not as yet been decided. The official advice given regarding contacting the Police was reported as 999 in an emergency or in the event of an emergency developing. 01284 774029 if relating to incidents or community intelligence (not 24hrs), 01473 613500 non emergency calls. Parishioners are requested to quote the new sergeants name ‘Sgt Mercer’ and request a crime reference number. Full report appended to minutes

 

 

 

 

 

 

b)

Report from meeting between Coopersfield Residents and the Police regarding youths in the Aspall Road Car Park. Noted by Council, full report appended to minutes.

 

 

 

 

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 in favour that standing orders be suspended 7.51pm. No members of the public requested to speak. Standing orders resumed 7.51pm

 

 

 

 

8.

Minutes of planning meeting held on 10th July 2006. Draft minutes of the meeting on the 10th July were copied to Council and the recommendations read by the Clerk.

1332/06 31 Gracechurch Street, Debenham. Erection of single storey extensions to the side and rear. Erection of porch to front elevation. The chairman invited members of the Council and those in the public gallery to examine the application 7.32pm. 7.39pm members rejoined the table.

Chairman notified members of a meeting with Mr and Mrs Aldous and two other neighbours from adjoining properties.

The Chairman requested council to consider the following caveat for inclusion with the recommendation to MSDC. ‘The Parish Council recommends that a condition be placed on the development that limits future fenestration or use of windows at a 1st floor level which would overlook bungalows to the South. Further we ask MSDC to ensure that drainage of surface water resulting from the considerable enlargement of the existing foot print is dealt with such that existing surface water problems of neighbouring properties are not exacerbated’. Approval recommended

1253/06 Crows Hall, Debenham. Proposed demolition of 19th Century chimney stack from first floor level to ceiling level. The specification of the proposed was read to the meeting by the Chairman for consideration under item 9. Approval recommended

 

 

 

 

 

8.1

Planning applications received since planning meeting.

1242/06 Crows Hall, Debenham. Change of use from agricultural land to recreational use for all weather riding manege, including associated drainage and lighting (4 No. sodium flood lights) Following discussion and examination of the application Cllr Huish proposed, seconded by Cllr Moreton two in favour, seven against that approval be recommended for the application with the caveat that all visibly effected properties be consulted. Motion failed. Following further discussion Cllr Huish proposed seconded by Cllr Evans all in favour that approval be recommended for the change of use from agricultural to recreation ground but oppose the installation of flood lights until such time that it has been determined that it does not impact adversely on the landscape or cause loss of amenity to properties that will be visibly impacted by the structures. Motion carried.

 

 

 

 

9.

Accounts for payment

 

 

 

9.1

UK Hosts. Website Management for July 06

117.50

 

 

9.2

Mark Sillet Street Cleaning 16/06/06 to 14/07/06

607.20

 

 

9.3

Reeza Awoodun Website Editing  July 06

100.00

 

 

9.4

Clerks Expenses. 19th June 06 – 14th July 06

Not claimed

 

 

9.5

Clerk Salary (Net) 19th June 06 – 14th July 06.

662.25

 

 

8.19pm member of the public joined the meeting
 
9.6

N.I

36.26

 

 

9.7

Employers N.I

42.19

 

 

9.8

Income Tax

51.09

 

 

9.9

B&G Services Public WC Contract Cleaning 5th June to 9th July 06

817.51

 

 

9.10

GB Contracts (East Anglia) Ltd. Cut and Strim Playarea. Two cuts in June

70.50

 

 

9.11

GB Contracts (East Anglia) Ltd. Cut and Strim Cemetery.  Two cuts in June

246.78

 

 

9.12

GB Contracts (East Anglia) Ltd. Cut and Strim Church yard. Two cuts in June

235.00

 

 

9.13

Cllr M Morley. Payment of annual Chairman’s Allowance for 2006/2007

120.00

 

 

9.14

MSDC. Annual Play area Inspection

58.75

 

 

9.15

Gudeons and Prentice. Solicitor fees for the transfer of the URC Ground

1338.75

 

 

 

 

 

 

Cllr Moreton proposed, seconded by Cllr Fisher agreed by all that all payments with the exception of item 9.9 be paid. Consideration of  payment item 9.9 to be decided under item 12.6b

 

 

 

 

 

 

 

Members agreed to bring item 12.6b forward

 

 

 

 

 

 

12.6

Street Furniture and Public WC

 

 

b)

Public Toilets cleaning contract. Letter received from Contractor and proposed response. The Clerk informed Council of the problems experienced with the standard of cleaning by the contractors which had resulted in a site meeting with the supervisor and receipt of a subsequent letter. The Clerk had written a proposed response to the letter but required Councils approval before sending due to the difficulties in finding a contractor to take on the cleaning of the toilets and associated opening and closing times. Members discussed various options and requested that the Clerk send a letter welcoming a further site visit with a view to achieving understanding and realistic achievable standards. It was further resolved that payment of the invoice under item 9.9 should be paid in full

 

 

 

 

 

 

 

 

 

Clerk

 

 

 

 

 

a)  9a)

A  Approval for the payment of regular accounts in August, to be ratified at the September meeting. Cllr Huish proposed, seconded by Cllr Moreton all in favour that regular payments are made in August for ratification at the September meeting.

 

 

10.

Receipts

 

10.1

Burial Fees

34.00

10.2

Website

355.00

 

Receipts noted by Council

 

 

Meeting adjourned 8.55pm, reconvened 9.05pm

 

 

11.

Committee reports

 

11.1

Allotments and Cemetery Committee

 

 

 

 

 

a)

Report from Committee meeting on 10th July including the proposed layout of new urn garden. The draft minutes from the meeting on the 10th July were copied to Council. Cllr Huish reported that since the meeting arrangements had been made with respective suppliers to meet at the Cemetery to discuss the removal of the mound of earth in the working area and to supply fencing to screen the area off. The proposed layout of the new urn garden was copied to Council for comment and approval. Cllr Lorenzo proposed, seconded by Cllr Bull all in favour that the proposed layout be adopted. 

 

 

 

 

11.2

Finance and Employment

 

 

 

 

 

 

a)

.

Report from Finance and Employment Committee on 12th July – First Quarter Accounts. The draft minutes of the meeting on the 12th July were copied to Council with the request that Council give approval to two recommendations

Clerks Working Hours: Normal office hours 9.30am – 12.30pm Monday, Tuesday, Thursday, Friday and 9.30am to 3.30pm on Wednesday. The meeting was informed that the proposed was necessary to sustain quality family life and a fresher view to the work without being on duty 24hrs a day, seven days a week. The Clerk explained that messages left out of office hours would be responded to when received if deemed urgent. It was further stated that the Clerk would continue to adopt a flexible approach and would be available, if necessary to meet parishioners and representatives of outside bodies at a mutually agreeable time outside normal office hours. One Councillor asked how many hours a week the proposed totalled. The Clerk informed those present that they totalled to the contracted 18hrs per week with an additional budgeted two hours being accrued and allocated to meetings. Cllr Huish proposed, seconded by Cllr Moreton agreed by all that the working hours of the Clerk be adopted.

National Savings Bank (Post Office Account) The meeting was informed that the Post Office Savings Account (National Savings Bank) which had been passed to the previous Clerk 16years ago was in the process of being resolved. It appeared that signatories on the account were no longer Council members or were no longer with us. It was agreed that Council be requested to pass a resolution to take control of the money and authorise the Clerk to write a letter to the National Savings Bank requesting withdrawal of the money and signed by the Chairman, Vice Chairman, Clerk and previous Clerk. Cllr Huish proposed, seconded by Cllr Moreton all in favour that Council take back control on the account with the monies being withdrawn and deposited into the Reserve account for reinvestment at a later stage.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Clerk

 

 

 

 

 

b)

Signing of End Of Year Accounts. The Clerk informed the meeting that the books had been collected and all paperwork found in order. However there had been a delay by the auditor in the final checking of the end of year statement and following discussion with the Chairman it had been agreed to defer the signing of the accounts until the September meeting.

 

 

 

 

 

 

c)

Internal Auditors Report. See 11.2b

 

 

 

 

 

 

d)

Signing of the Annual External Auditors return. See 11.2b

 

                                                                                                                                      

12.

Working groups and individual’s reports

 

 

12.1

Affordable Housing. Update. The meeting was informed that MSDC and the developers, Flagship Housing, having resolved outstanding problems were due to commence work imminently. It was further informed that Section 106 permitted the release of a low three figure sum to the Parish Council for the installation of play equipment on the Upper Gardeners Road site  

 

 

 

 

 

Standing orders suspended 9.28pm to allow a member of the public to speak in respect of item 12.2a. All in favour.

Mr Bignell, a resident in the High Street informed the Council that the problem regarding the obstruction of his driveway by cars parked in the High Street occurred on an infrequent basis but was a major problem as there had been many occurrences when he had been unable to remove his car from the driveway resulting in cancelled meetings and the missing of trains. Cllr Moreton impressed the requirement to inform the Police of all incidents ensuring that an incident number is requested. Cllr Huish informed the meeting that there had been investigation into converting the existing lay-bys into chevron parking to increase the number of bays available. This would result in either a narrowing of the path or the road, both options it was understood were viable. This would be explored further by the Village Enhancement group. Mr Bignell enquired whether the installation of white ‘H’ markings across the driveways would assist in making the areas more visible as the colouration of the block paving which had previously denoted the parking areas had deteriorated. Standing Orders resumed 9.35pm     

 

 

 

 

 

 

12.2

Car Parking.

 

 

 

 

 

 

a)

Letter from parishioner regarding obstructive parking. The Clerk agreed to request Highways to install ‘H’ markings as requested.

 

Clerk

 

 

 

 

 

b)

Low Road car parking. Report noted by Council and appended to the minutes (see report for SCC Highways meeting)

 

 

 

 

 

 

12.3

Village Enhancement

 

 

 

 

 

 

a)

Report from site meeting with SCC Highway Department. Report noted by Council and appended to the minutes.

 

 

 

 

 

 

b)

Proposals for maintenance of URC Ground once transfer to Parish Council is complete. It was agreed that the Clerk would submit an immediate request to Community Service to have the area cleared in preparation of regular maintenance in line with other areas in the village maintained by the Parish Council. The Clerk also agreed to contact the existing contractor and two further companies regarding quotations to carry out the regular maintenance. The Clerk was further requested to enquire with EDF regarding the existing works order to cut the lime trees which are hindering the electric cables.

 

 

 

 

 

 

 

Clerk

 

 

 

 

 

 

12.4                                      

Play Areas

 

 

 

 

 

 

a)

Aspall Road Recreation Ground. Proposed location of new equipment and associated costs. It was agreed that this item be deferred to September to permit the exploration of extra funding.

 

 

 

 

 

 

b)

Use of barbecues on the Recreation Ground. It was noted that the use of barbecues on the recreation ground was permitted and parishioners were reminded to operate in a safe and sensible manner. Cllr Huish proposed that the banning of the consumption of alcohol be included on a future agenda for discussion.  

 

 

 

 

Clerk

 

 

 

 

 

 

12.5

Risk Assessment / Freedom of Information / Policy. Report from meeting on the 5th July 06. Contents of the report were noted by Council. Appended to minutes

 

 

 

 

 

 

12.6

Street Furniture and Public WC

 

 

 

 

 

 

a)

Insurance Excess for missing