MINUTES OF THE YOXFORD PARISH COUNCIL MEETING
HELD IN YOXFORD VILLAGE HALL
ON THURSDAY 7th JULY 2016 AT 7:30 PM
1. Attendance and Apologies
|Attendees:Cllr. Russell Pearce – ChairCllr. Paul Ashton – Vice Chair
Cllr. John Sutherell
Cllr. David Childs
Cllr. John Walford
Cllr. Val Kelsey
Cllr. Ian Shaw
Cllr. Stephen Siddall
|Apologies for absence:County Cllr. Michael GowerDistrict Cllr. Stephen Burroughes
2 members of the public
2. Declarations of Pecuniary and Non-Pecuniary Interest and Dispensations
3. Public Forum
a) The minutes of the meeting, copies of which had been previously circulated, were proposed by Cllr. John Sutherell and seconded by Cllr. Clive Connolly. They were unanimously approved as a true and accurate record and were signed by the Chair.
b) Matters Arising:
i) Cllr. Stephen Siddall, referring to item 16c, informed the meeting that the hedge alongside his property was being cut on Saturday.
ii) Cllr. Ian Shaw, referring to item 5d, reported that Suffolk County Council agreed to build a 4 sleeper wide bridge on the footpath.
iii) Cllr. Russell Pearce followed up the remaining actions in the minutes and those that were not completed are detailed in Appendix I.
- 5. Councillors
a) Progress reports were received regarding:
i) Yoxwood – Cllr. David Childs reported that they were continuing to research a toilet for the woodland. They also had a successful, though wet, music night.
ii) Sizewell – Cllr. John Walford said that EDF are still committed to Hinkley Point C. Their unions will reconsider it. There is a meeting to go through the results of the Suffolk County Council Accent survey on the 13th July.
ACTION: Cllrs. John Walford and John Sutherell will attend the meeting, and Cllr. John Sutherell to notify their names.
iii) Cemetery – Cllr. John Walford said that there were no new applications. Cllr. John Sutherell is continuing to look at the process of consecrating new ground.
iv) Village Hall – Cllr. Val Kelsey:
a/ Liaison with School – Parking for staff may be possible to the right of school gates; minibus to park only by gates. There is a suggestion of using permits to reduce the number of cars and perhaps ‘reserved parking’ signs to go up on the Village Hall side wall. The County Council have also agreed to repair the drive.
b/ Yoxford Yapper – Last month’s edition was not seen by a number of people as it went into spam – please all check in future!
c/ Village Hall Market – This is a valuable asset for the village as a meeting place and shop. It may not be viable if not used as we are losing stall holders. There is a big leaflet drop for this Saturday and I would encourage everyone to drop in for a few minutes.
v) Churchyard – Cllr. John Sutherell:
a/ Norse will not do extra cuts without extra funding but if the back of the church is left as a wildflower meadow they will do extra cuts at the front. The PCC is agreeable, and a group is now needed to liaise with those concerned.
b/ Authorisation has been given to take out three rows of pews at the back of the church, which will happen in the next couple of weeks. There is also a project to turn the ‘Blois Chapel’ into a quiet area.
vi) Police – Cllr. John Sutherell has received a letter from the Halesworth Locality Policing Commander proposing to send a representative to the next APM. Crime reported in May: 3 offences in Middleton Moor; 2 offences in Darsham; theft in the High Street and shoplifting in The Lane.
vii) Yoxwood View – Cllr. John Sutherell said that the grass is now growing but wondered when it would need cutting. Cllr. Russell Pearce informed the meeting that a manhole cover had fallen in the play area. Together with Cllr. David Childs, they managed to pull it out and replace it. They also found stones on the grass area which should have been buried.
ACTION: Cllr. John Sutherell to contact Flagship and Grass Solutions.
viii) Traffic Task Group – Cllr. Paul Ashton reported that the speed gun is now calibrated. There is still no progress on the Vehicle Activated Sign. The survey of residents re the proposed double yellow lines has been completed but no results as yet.
ix) Village Survey – Cllr. Paul Ashton said that actions have been identified and will be written up and reviewed with the Parish Council before opening up to the village.
ACTION: Cllr. Paul Ashton to write up the actions and bring to the Parish Council.
x) Bowls Club – Cllr. Stephen Siddall informed the meeting that completion has now taken place. There are still ongoing issues about parking.
xi) Primary School – Cllr. Russell Pearce said there is a meeting with the School and Village Hall re parking on 4th August.
xii) Greenprint Forum – Cllr. Ian Shaw attended the ‘celebratory’ meeting about green issues. It included tourist bodies such as The Sandlings and Broads. He will continue going to other meetings.
xiii) Public Access Defibrillator – Cllr. Ian Shaw said that this is now available but there is a need to compensate Horners Stores for electricity used. Cllr. Ian Shaw proposed £30 annually. Seconded by Cllr. Paul Ashton. All in favour. Cllrs. Ian Shaw and Val Kelsey have the key at the moment.
ACTION: Clerk to put on next month’s agenda for payment. Cllr. Ian Shaw to give the code to the Clerk and return the Heart Foundation box.
b) The retirement of Cllr. Janet Easton was noted.
ACTION: Clerk to notify the Returning Officer at SCDC to initiate the process of filling the vacancy. Clerk to write to Cllr. Janet Easton to thank her for her many years of service and valued contribution to the Parish Council.
Cllr. Val Kelsey was appointed as a cheque signatory to replace Cllr. Janet Easton.
ACTION: Clerk to update signatories.
c) Councillors’ work group – Cllr. Ian Shaw stated that we shouldn’t be overambitious but should pressure the relevant bodies to do their jobs. Cllr. Val Kelsey thanked Cllr. John Walford for cleaning road signs on the A12. Cllr. Ian Shaw suggested that we should have high visibility jackets with Yoxford Parish Council on the back. He has priced some equipment: long sleeved jacket with name – £6; cleaning equipment for signs – £100; telescopic loppers – £40; short loppers – £30.
There was a proposal from Cllr. John Sutherell to continue with the work group. It was agreed to write a formal letter to the Highways Dept. regarding the footpath from Yoxford to Darsham as there have been complaints and it is felt to be a health and safety risk.
Cllr. Russell Pearce has completed some skirting on Little Street. Cllr. Ian Shaw said there was a need to compile a list of contacts for different issues.
ACTION: Cllr. Paul Ashton to compile information and photographs and forward to the Clerk to send to the Highways Dept. Cllr. Ian Shaw to email Cllr. Michael Gower to apply for funding to acquire equipment for the work party.
a) Draft lease – Cllr. Stephen Siddall summarised what was needed and said he has a modern lease form of a woodland area. There needs to be a constitution in place first.
ACTION: Cllrs. Stephen Siddall and Val Kelsey to meet with Chris Michie (Chair of Yoxwood) to draft a constitution.
b) Cllr. Val Kelsey reported that Policy Bee are unable to provide insurance due to equipment being used by volunteers. CAS have been contacted and are looking at alternatives.
ACTION: Clerk to contact CAS and find out if providing a risk assessment and/or closing the woodland when operating machinery would enable them to find a policy. An Extraordinary Meeting will have to be called to confirm acceptance as the insurance expires on the 31st July.
a) The play safety inspection report for Little Street and Mulberry Park was reviewed.
ACTION: The play equipment on Little Street to be cleaned on a work party day. The Clerk to research a
sign with the name of the owner of the equipment and the Clerk’s telephone number for reporting any damage. Mulberry Park equipment to be removed beginning Saturday 16th at 9.00 am.
b) It was suggested that we look into acquiring the land next to the Bowls Club. Proposed
by Cllr. Ian Shaw and seconded by Cllr. John Walford.
ACTION: Cllr. Stephen Siddall to look into acquiring the land.
c) Planning Application DC/16/2417/LBC – Wolsey House Farmhouse, Hog Hill Lane – new kitchen installation to include widening of an existing archway, replacement of windows and general repairs. The application was supported. Proposed by Cllr. Ian Shaw and seconded by Cllr. Val Kelsey. All were in favour.
ACTION: Cllr. Russell Pearce to inform the Planning Department.
d) Dog fouling in Yoxwood View – The position of the bin had been at a dead end so there should be no-one going past. Previously, however, dogs have got through a hole in the fence. No problem has been reported recently, and therefore no further action to be taken at present.
9.00pm. Meeting extended to 9.30pm – all agreed.
a) The Councillors noted the latest financial position detailed in Appendix II.
b) The Councillors agreed to invest reserves of £6,800 in a 1 Year Fixed Term Bond with United Trust Bank and to move the Call Account money plus part of the Community Account funds to National Savings and Investments Income Bonds which is instant access. Proposed by Cllr. John Walford and seconded by Cllr. David Childs. All in favour.
ACTION: Cllr. Russell Pearce to meet with the Clerk to discuss details of monies and the Clerk to arrange transfer of funds.
c) The Councillors approved the budget for the financial year 2016/17. Proposed by Cllr. Ian Shaw and seconded by Cllr. David Childs. All agreed.
d) The Councillors reviewed the budgeted versus actual expenditure and income for Qtr 1 2016.
e) The Councillors agreed the following payments. Proposed by Cllr. David Childs. Seconded by Cllr. Paul Ashton. All were in favour.
|Grass Cutting (invoice 3977)||RSC Landscapes Ltd||£600.00||LGA 1972 s.111|
|Yoxford Yapper VAT donation||John McMinn||£5.00||LGA 1972 s.137|
|Rent for Jul/Aug/Sep 2016Play Safety Inspection||Village Hall
|LGA 1972 s.111LGA 1972 s.111|
The Councillors noted the correspondence received between 29th May 2016 and 29th June 2016, detailed in Appendix III.
10. Questions to the Chair – None.
11. Date and Time of Next Meeting
The date and time of the next meeting of the Parish Council is scheduled for Thursday 4th August 2016 at 7:00 pm.
The meeting closed at 9.30 pm.
Appendix I – Outstanding Actions
|07/04/16||5a||To reapply to SCDC for permission to prune Mulberry Park trees.||Cllr. Ian Shaw||Ongoing.|
|02/06/16||5f||To add Councillors’ tailored training courses to the agenda.||Clerk||Ongoing.|
Appendix II – Financial Position
|HSBC Community Account as at 3 June 2016||
|N S & I Investment Account as at 3 June 2016||
|United Trust Bank as at 2 June 2016||
|Allocated Funds and Reserves|
|SMH Play Area (including interest to 31 Mar 2016)||
|Vehicle Activated Sign||
|Traffic Task Group||
|Bank Balances less Allocated Funds and Reserves||
|Income – July 2016|
|Payments – July 2016|
|RSC Landscapes Ltd||
|Village Hall – Jul/Aug/Sep rent||
|Yoxford Yapper – donation||
|Play Safety Inspections – David Bracey||
|Village Hall – allocated funds||
Appendix III – Correspondence
a) EDF – Sizewell C May 2016 Update.
b) SALC – Suffolk Coastal Area Meeting – Agenda, Draft Minutes and CEO Report.
c) Suffolk Age UK – Benefits Advice Surgery – 15th July 2016.
d) Network Rail’s Level Crossing Reduction Strategy – public consultations.
e) EDF – Sizewell B Community Newsletter May 2016.
f) Suffolk Coastal and Waveney Community Enabling Roadshows – 19th/20th July.
g) Suffolk Constabulary – access to SNT newsletters published on the website.
h) Suffolk Coastal & Waveney DC – World of Planning invitation and agenda – 27th July.
i) Getting from A-B, Talking Travel Options – 4th July.
j) SCC – Road Investment Strategy – responses to Highways England by end of July.
k) PRS for Music – local authorities’ consultation.
l) Suffolk Coastal & Waveney DC – Coastline Lite Newsletter June 2016.
m) Hopkins Homes – Annual Review 2015.
n) Citizens Advice Bureau – Annual Report 2015/16 and AGM – 14th July.
o) Statement from EDF Group Chairman re EU Referendum.
p) SCDC – Invitation to Engagement Forums – comments required by 20th July.