October 2016

MINUTES OF THE YOXFORD PARISH COUNCIL MEETING
HELD IN YOXFORD VILLAGE HALL
ON THURSDAY 6TH OCTOBER 2016 AT 7:00 PM

 

  1. 1.               Attendance and Apologies
Attendees:
Cllr. Russell Pearce   – Chair
Cllr. Paul Ashton – Vice-Chair
Cllr. John Sutherell
Cllr. Val Kelsey
Cllr. Ian Shaw
Cllr. Stephen Siddall
Cllr. Ann Lambert
Cllr. David Childs
Apologies   for absence:

Cllr. John Walford –   written apology received and accepted
Cllr. Clive Connolly – no apology received

 

In   attendance:

County Cllr. Michael   Gower
District Cllr. Stephen Burroughes
Sharon Smith – Clerk

7 members of the public

 

  1. 2.               Declarations of Pecuniary and Non-Pecuniary Interests

None received.

  1. 3.               Public Forum

a)         A member of the public informed the Council that the Highways department’s rules have recently changed regarding speed limits in villages and 20 mph is now allowed on A roads which are not trunk roads.  For reasons of safety and well-being for the community, the member of the public asked the Council to consider requesting this speed limit on the A1120 High Street.  The request can be actioned by the County Councillor, supported by the Parish Council.  The member of the public also said the police were supportive of introducing traffic calming measures on this stretch of road.  County Cllr. Michael Gower replied that introducing a 20 mph speed limit in another parish has taken longer than 3 years and more than his annual Highways budget.  Cllr. Paul Ashton said the Traffic Task Group has considered many traffic calming measures and the Speed Indicator Device appears to be the only realistic measure.  Cllr. Gower agreed and said the SID was an important first step as this will record the necessary data on any speeding.  Once data has been obtained this can be discussed with David Chenery of Highways to consider other measures to reduce speeding and damage to parked cars.

b)         County Cllr. Michael Gower reported that the current focus is on the devolution deal and voting has been delayed until November.  Cllr. Gower also reported on staffing changes at Highways to ensure the efficiency of the department.

c)         District Cllr. Stephen Burroughes reported that the Suffolk Coastal Local Plan, which was put together 15 years ago, has issued a Call for Sites.  Cllr. Burroughes asked the Parish Council and owners to suggest fields for development.  Cllr. Burroughes also reported on the leisure centre redevelopment programme for Deben, Leiston and Felixstowe to support activity and well-being, especially for teenagers.  Cllr. Burroughes said the District Council is hoping to move to the new Melton office in the next couple of months.  The merger of Suffolk Coastal and Waveney District Council is going ahead which will be the largest in the country and bring savings.  Cllr. Burroughes offered £2,000 of his Enabling Budget towards the speeding problem to supplement Cllr. Gower’s Locality Budget.  In response to a query, Cllr. Burroughes said the Hopkins Homes case was still in the High Court and he has tried to get a position statement from Philip Ridley.  Cllr. Burroughes said he will try to provide an update at the next meeting.

  1. 4.               Councillor Vacancy

Cllr. Ian Shaw proposed that Susan Pine be co-opted to fill the Council’s casual vacancy.  Cllr. Val Kelsey seconded.  All were in favour.  Susan Pine signed the Declaration of Acceptance of Office form.  The Clerk signed as witness.
ACTION: Clerk to inform SCDC of Susan Pine’s appointment.

  1. 5.               Minutes of the Meeting held on Thursday 1st September 2016

The minutes of the meeting, copies of which had been previously circulated, were proposed by Cllr. John Sutherell and seconded by Cllr. Val Kelsey.  They were approved as a true and accurate record and were signed by the Chair.

  1. 6.               Matters Arising

a)         Cllr. Ian Shaw, referring to item 6e, said he purchased the work party equipment, under budget, and there is £120 left.  One item of agreed equipment (back-pack for cleaning road signs) is no longer available.  Another model is available at a cost of approximately £160, therefore a further £40 is required.  It was agreed to trust Cllr. Shaw’s judgement to spend the necessary amount to buy this equipment.  All were in favour.
ACTION: Cllr. Ian Shaw to progress

b)         Cllr. Ian Shaw, referring to item 6f, reported that he and Cllr. John Sutherell had a positive meeting with Suffolk Wildlife Trust regarding the wildflower meadow in the churchyard.  Additional volunteers are required.  Cllr. Ian Shaw will contact the grass cutter to enquire about the last cut to ensure the timing is right for next year.

c)         Cllr. Ian Shaw, referring to item 8b, reported that the notice board had been repaired for £42 which was under budget.

d)         The Clerk, referring to item 11c from the August 2016 meeting, reported that Leiston Press were unable to scan the burial chart.  They could only digitally photograph it and then print copies.  Cllr. Russell Pearce said he would enquire at a printing shop in Halesworth.
ACTION: Cllr. Russell Pearce to progress

e)         The Clerk, referring to item 7a from the July 2016 meeting, said playground signs appear to be prohibitively expensive and, in her opinion, the expenditure was not commensurate with the small playground area at Little Street.  The Clerk said playgrounds in other parishes tend to have a notice board with contact details of the Parish Council displayed.  She suggested postponing this item until the Council assumes responsibility for the Yoxwood playground and perhaps notice boards could then be erected at both sites.  All agreed.

f)          Cllr. Russell Pearce followed up the remaining actions in the minutes and those that were not completed are detailed in Appendix I.

  1. 7.               Minutes of the Extraordinary Meeting held on Thursday 12th September 2016

The minutes of the meeting, copies of which had been previously circulated, were proposed by Cllr. Paul Ashton and seconded by Cllr. Ann Lambert.  They were approved as a true and accurate record and were signed by the Chair.

  1. 8.               Councillors’ Meetings and Progress Reports

a)         Yoxwood – Cllr. David Childs had nothing to report.  District Cllr. Stephen Burroughes said that he was providing some funding towards the purchase of the eco-toilet.

b)         Yoxwood Lease and Constitution – Cllr. Stephen Siddall said there was not much progress but he hoped to make a report at next month’s meeting.

c)         Village Hall – Cllr. Val Kelsey reported the following:
i)          the work party recently met and cleared a large area, particularly at the back of the Village Hall.  Cllr. Kelsey thanked Cllr. John Walford and Cllr. Ian Shaw for their help,
ii)         the next Village Hall market will be held on Saturday and everyone is encouraged to come along.  They are looking for new people to take on organisational responsibilities in the New Year,
iii)        the Christmas Fair is to be held on 10th December and will have a medieval theme.  Following a request from Cllr. Kelsey, all were in favour of donating towards the cost of the mulled wine again at the Christmas Fair,
iv)        the next Yox Rox disco is on 19th November and tickets are now available,
v)         the AGM is to be held on 16th November,
vi)        a barrier to the car park is being considered in case it is necessary to close the car park for events or new build work,
vii)       insurance is being considered as school children are being dropped off as cars are driving in and out of the car park.

d)         Churchyard – Cllr. John Sutherell had nothing further to add to Cllr. Ian Shaw’s report at item 6c.

e)         Police – Cllr. John Sutherell reported that the Crime Map for July 2016 showed 3 crimes reported – one for drugs at the junction of the A12/Middleton Road and two in Culcott Close, one for burglary which was under investigation and one for criminal damage where the perpetrator was given a caution.  Cllr. Sutherell said he will attend the upcoming meeting with Suffolk Constabulary and he will reinforce the Council’s views.  Cllr. Sutherell noted that Sergeant Mark Beresford’s correspondence about the proposed 20 mph speed limit was supportive.  Cllr. Ian Shaw said a resident of Oakwood Park had informed him that an elderly resident had been taken advantage of as he was sold gravel at an inflated price.  Cllr. Shaw said the idea of forming a Neighbourhood Watch Scheme was being considered and he will report back with any progress.  Cllr. Paul Ashton said another resident had telephoned him to also discuss setting up a Neighbourhood Watch Scheme.  In response to a question from Cllr. Stephen Siddall, Cllr. John Sutherell replied that the ‘hit and run’ damage to parked cars on the High Street did not appear to be included in the Crime Map statistics and he will raise this at the Suffolk Constabulary meeting.

f)          Yoxwood View – Cllr. John Sutherell reported that he met with Carla from Flagship and David from Grass Solutions to discuss the football pitch.  Cllr. Sutherell said estimates were being obtained for different options such as artificial surfacing and grass turf.  The first estimate has been received but it is commercially confidential at this stage and will be reviewed by Cllr. Sutherell and Cllr. David Childs.  Cllr. Sutherell further reported that he has arranged to meet Carla tomorrow to try to find a solution to the ongoing damage to the fence caused by children climbing to retrieve lost balls.

g)         Traffic Task Group – Cllr. Paul Ashton reported that the speed gun only needs calibrating every three years now.  Cllr. Ashton said the Clerk had identified a new contact at Highways for the Speed Indicator Device and he was provided with a form for completion.  Cllr. Ashton has completed the form for four possible sites in the village and he needs to do one more.

h)         Village Survey – Cllr. Paul Ashton referred to the proposed actions to address the issues raised in the village survey, which had been previously circulated to the Councillors.  There are approximately 30 actions, some significant and some small, which need to be spread around the Councillors.  Cllr. Ashton asked the Councillors to consider which areas they would like to be involved with and to let him know which actions they would like to take ownership of.  Cllr. Ashton added that Councillors do not necessarily need to do all the work as various people volunteered to help and they should be engaged with to make these actions happen.

  1. 9.               Village

a)         Cllr. Stephen Siddall updated the Council on the action to register the Griffin Public House as a community asset.  Cllr. Siddall said there were two aspects to consider – registering as a community asset and permitted development rights.  Cllr. Siddall has obtained the registered title information and has begun completing the community asset registration form with the help of a resident.  In terms of permitted development rights, Cllr. Siddall said apart from the protection afforded by the community asset provisions of the Localism Act, the Council should explore if additional protection could be afforded by the permitted development rights which restricts pubs from being changed to residences.  Cllr. Siddall said he would look into whether SCDC’s planning policy in conservation areas protects such pubs.  It was agreed that as a matter of courtesy, the freeholder of the lease should be informed of the Council’s intention to register as a community asset.
ACTION: Cllr. Stephen Siddall to finalise form and circulate to the Councillors for comment and to draft a letter to the freeholder.

b)         The Council considered fencing off the piece of land between the cricket club and Old High Road.  Cllr. Stephen Siddall said it was Highways land and, to prevent it from being developed, the Council could fence it off to exclude others.  If the Council maintain the land they will eventually be able to claim it for the benefit of the village.  Cllr. Stephen Siddall proposed the Council fences it off and this was seconded by Cllr. Ian Shaw.  All were in favour.

c)         The Council discussed correspondence received from the grass cutter about overgrown shrubs at the entrance to Mulberry Park.  It was agreed the work party will cut these back.
ACTION: Clerk to inform the grass cutter.

d)         The Council discussed the condition of the gates and fields near the cemetery.  It was agreed the gates do not fit properly, the stays into the ground are not fit for purpose and the latch is not long enough.  The painting of the railings either side of the lych-gate is unfinished.  The fields on either side of the cemetery have not been cut for some time and ragwort has now seeded and blown into Yoxwood.  The fence to one field has unfinished repairs and there was rubble in a further field.  The overall appearance of the approach to the cemetery is scruffy.  The Council then discussed the ongoing problem with putting out the bins for emptying which is currently done by the goodwill of dog walkers.  It was agreed the work party could undertake this fortnightly.
ACTION: Cllr. John Sutherell to discuss the matter with the owner of the fields and Cllr. Russell Pearce to inspect the gates and railings and report back.

e)         The Council considered the request for a 20 mph speed limit on the High Street.  Cllr. Paul Ashton said he would continue progressing the application for a SID.  The Council agreed to consider other traffic calming but it would be necessary to find out Highways’ policy on traffic calming measures and to consider the practicality and effectiveness of such measures in the village.  It was agreed obtaining a SID was the next step.

  1. 10.            Planning Application

a)         Planning Application DC/16/3813/TCA – to fell and reduce various trees and hedges at Mooring Cottage, High Street.  The Council agreed to support this application.  Proposed by Cllr. Ian Shaw.  Seconded by Cllr. Russell Pearce.  All in favour.
ACTION: Clerk to inform the Planning department

  1. 11.            Finance

a)         The Council noted the latest financial position detailed in Appendix I.

b)         The Council noted the budgeted versus actual expenditure and income for Qtr 2 2016.

c)         The Council decided not to become a member of the Suffolk Preservation Society.

d)         The Council agreed to donate £100 to Citizens Advice – Leiston, Saxmundham & District.
ACTION: Clerk to add to next month’s payments.

e)         The Council approved the submission of an application for £268.85 from the Transparency Code Fund for the website hosting service annual charge and for the Clerk’s time spent uploading documents to the website.

f)          The Council authorised the following payments.  Proposed by Cllr. Val Kelsey.  Seconded by Cllr. David Childs.  All in favour.

Details Payee Amount Power
PC insurance –   additional premium Business Services at CAS £11.54 LGA 1972 s.111
July/August/September   rent Village Hall £45.00 LGA 1972 s.111
Noticeboard repairs Ian Shaw £44.24 LGA 1972 s.111
Work party equipment Ian Shaw £179.06 LGA 1972 s.111

 

  1. 12.            Administration

a)         The Council reviewed the Model Publication Scheme prepared by the Clerk.  It was agreed that the proposed fees for providing copies of documents by post were insufficient.
ACTION: Clerk to revise chargeable fees and add to next month’s agenda.

b)         The Council reviewed and adopted the revised Suffolk Local Code of Conduct.  It was agreed to re-adopt the Code regularly to refresh the Councillors of its requirements.

The Chair stopped the meeting at 9:00 pm to seek approval from the Council for a 10 minute extension to continue the meeting.  All agreed to the extension and the meeting resumed.

  1. 13.            Correspondence

a)         The Councillors noted the correspondence received between 26th August 2016 and 30th September 2016 detailed in Appendix III.

b)         Cllr. Paul Ashton agreed to respond to the SALC survey.

c)         Cllr. Val Kelsey asked for the Call for Sites poster to be displayed on the notice boards and added to next month’s agenda for discussion.  Cllr. Ann Lambert pointed out the deadline for responding was before the next meeting.
ACTION: Clerk to display posters, request an extension to the deadline and add to next month’s agenda.

  1. 14.            Questions to the Chair

a)         Cllr. Ian Shaw said the work party recently cut the hedge at Donkey Meadow.  Cllr. Shaw asked if the Council intended to adopt the policy of taking responsibility for the hedge.  Cllr. Russell Pearce responded that this was not intended and if the tenant does not trim the hedge then Highways will do so and bill the tenant for the work.  Cllr. John Sutherell said he will speak to the tenant in his role of Church Warden as the Church owns the land.

b)         Cllr. John Sutherell said the path from the village to Darsham was improved but still needs some work.  Cllr. Paul Ashton agreed to speak to David Chenery of Highways about the condition of the path.

c)         Cllr. David Childs said the cemetery hedge was overgrown and would soon require attention.
ACTION: Clerk to add to next month’s agenda for discussion.

  1. 15.            Date and Time of Next Meeting

The next meeting of the Parish Council will be held on 3rd November 2016 at 7:00 pm in the Village Hall.

The meeting closed at 9:02 pm.

 

 

Appendix I – Outstanding Actions

Meeting Date

Item Ref

Action

Responsibility

Comments

07/04/16 7b Research   costs for a memorial plaque for Hope House orphans. Cllr. John Walford Ongoing.
01/09/16 6c Submit   an application for funding for a SID to the Leiston and Sizewell Community   Fund. Clerk Waiting for Cllr. Paul Ashton to identify which   SID to buy.

 

 

 

Appendix II – Financial Position

Bank Balances
HSBC Community   Account as at 2 September 2016

£3,135.22

N S & I   Investment Account as at 2 September 2016

£10,714.78

United Trust Bank   as at 2 September 2016

£6,801.22

£20,651.22

Allocated Funds and   Reserves
SMH Play Area   (including interest to 31 Mar 2016)

£1,170.85

Speed Indicator   Device

£2,000.00

Reserves

£6,800.00

Work Party   Equipment

£120.94

£10,091.79

Bank Balances less   Allocated Funds and Reserves

£10,559.43 

Income – October   2016
Precept – 2nd   Instalment

£6,800.00

Council Tax Support   Fund – 2nd Instalment

£24.57

Dr Lynch – share of   cemetery water charges

£20.78

£6,845.35

Payments –   September/October 2016
Business Services   at CAS – insurance

£756.05

Business Services   at CAS – additional insurance premium

£11.54

Village Hall rent –   Jul/Aug/Sep 2016

£45.00

Cllr. Ian Shaw –   notice board repairs

£44.24

Cllr. Ian Shaw –   work party equipment

£179.06

 

£1,035.89

 

Net Balance

£16,368.89

 

 

 

 

 

Appendix III – Correspondence

a)         SC&WDC – Coastline Life – September edition.
b)         Groundwork – changes to Tesco’s Bags of Help scheme.
c)         SCDC – free office furniture.
d)         SALC LAIS – House and Planning Act 2016: Neighbourhood Planning.
e)         One Suffolk – changes to free website hosting service.
f)          Innogy Renewables – abnormal load on A12 – 02/10/16.
g)         Suffolk Coastal Disability Forum – 04/10/16.
h)         SALC – Suffolk Coastal area meeting June minutes.
i)          Suffolk Constabulary – Halesworth SNT newsletter.
j)          Suffolk Highways – notification of temporary traffic order B1122 – 03/10/16.
k)         SC&WDC – Village services update.
l)          Suffolk Coastal Norse – emptying of Mulberry Park litter bin.
m)        EDF Energy – statement on Hinkley Point C.
n)         SALC – survey on a range of issues and delivery of services – respond by 30/11/16.
o)         East Suffolk Partnership – meeting reports.
p)         Suffolk Coasts & Heaths’ AONB – Suffolk Coastal area meeting report.
q)         SC&WDC Planning and Coastal Development – Call For Sites – submit by 28/10/16.
r)          SALC LAIS – Precept Consultation – respond by 28/10/16.
s)         SALC – changes to One Suffolk website hosting services.
t)          SCDC – Annual Town and Parish Liaison Budget Review meeting – 28/11/16.
u)         CPRE – Fieldwork newsletter.
v)         SALC – invitation to AGM – 14/11/16.
w)        Suffolk Constabulary – next Parish/Town Council meeting – 20/10/16.
x)         SCC – request from Rip Off Britain television programme.
y)         SCC – Yoxford and Peasenhall Primary Schools.
z)         EDF – Sizewell C – September update.
aa)       SC&WDC – invitation to a Strategic Housing Market Assessment workshop – 14/10/16.

 

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