MINUTES OF THE ANNUAL MEETING OF MARTLESHAM PARISH COUNCIL HELD ON 03 MAY 2017

Transcription

1 MINUTES OF THE ANNUAL MEETING OF MARTLESHAM PARISH COUNCIL HELD ON 03 MAY 2017 PRESENT: Miss J I L Bear, Mr C Blundell, Mr L Brome, Mr L Burrows, Mr E Crichton, Mr S Denton, Mr J Forbes, Mr A Gartan, Mr M Irwin (Chairman), Mr J Kelso, Mr I O Brien Baker, Mr R Staines, Mr E Thompson, Mr W J Welch (Vice Chairman) Mr H Woldsmith. Cllr Colin Hedgley, Cllr Patricia O Brien. In attendance: Mrs S Robertson (Clerk), Mrs D Linsley (Deputy Clerk). 1. Election of Chairman of MPC CR1 Mr Irwin was proposed and seconded. RESOLUTION C2017/5a: That Mr Irwin is appointed Chairman. Carried. Mr Irwin signed the Declaration of Acceptance of Office and took the Chair. 2. Election of Vice-Chairman CR1 Mr Welch was proposed and seconded. RESOLUTION C2017/5b: That Mr Welch is appointed Vice Chairman. Carried. 3. Apologies for absence: There were apologies from Cllr Caroline Page. 4. Minutes of Parish Council Meeting CP - Minutes The minutes were approved and signed as correct by the Chairman. 5. Actions from last Meeting Ongoing or on the agenda. 6. Draft minutes of Recreation Ground Trust meeting ed on The minutes were approved and signed as correct by the Chairman as delegated to the PC. 7. Draft minutes of Annual Parish Meeting on To be ed. The Clerk to be advised of any amendments. 8. Appointment of Committees and Chairmen of Committees CR2 & CP RESOLUTION C2017/5c: That the Council appoints the following Committees Development Plans Miss Bear, Messrs Blundell, Brome, Denton, Forbes, Gartan, Irwin, Kelso, Thompson, Welch and Woldsmith are appointed to the Development Plans Committee. Membership 11 Quorum 3 Finance & General Purposes Miss Bear, Messrs Burrows, Irwin, O Brien Baker, Thompson, Welch and Woldsmith are appointed to the Finance and General Purposes Committee. Membership 7 Quorum 3 Recreation & Amenities Messrs Brome, Burrows, Crichton, Forbes, Irwin, O Brien Baker, Staines, Thompson and Welch are appointed to the Recreation and Amenities Committee. Membership 9 Quorum 3 RESOLUTION C2017/5d: That Mr Brome is appointed Chairman of the Development Plans Committee, Mr Burrows is appointed Chairman of the Finance and General Purposes Committee and Mr Welch is appointed Chairman of the Recreation and Amenities Committee. To note that Mr Irwin, Chairman and Mr Welch, Vice Chairman of the Parish are ex officio on all committees. 2016/23

2 9. Appointments to Working Groups CP MPC Working Groups 1. Working Groups reporting to the full Parish Council Project Plan Team (Neighbourhood Plan PPT) RESOLUTION C2017/5e: That Mike Irwin (Chairman), John Kelso, Stephen Denton, Chris Blundell, Pat Lisseman, John Forbes, Peter Glen, Alan Sexton and Martin Atkinson be appointed to the Project Plan Team. Contact Group RESOLUTION C2017/5f: That the Contact Group, with members Mike Irwin, Wally Welch, Stephen Denton and Chris Blundell, be retained for emergencies. Emergency Planning Working Group RESOLUTION C2017/5g: To disband the Emergency Planning Working Group with members Leo Brome, John Forbes, Richard Staines, Howard Woldsmith. To note that councillors can put forward a proposal to re-establish the group if needed. Personnel Working Group RESOLUTION C2017/5h: That the Chairman of the Council, Chairmen of the Committees and Miss Bear be appointed to the Personnel Committee. 2. Working Groups reporting to the Development Plans Committee Adastral Park Working Group RESOLUTION C2017/5i: That Miss Bear, Mr Blundell, Mr Brome, Mr Denton, Mr Gartan, Mr Irwin and Mr Kelso be appointed to the Adastral Park Working Group. The Adastral Park Working Group to continue after the planning application has been processed to consider Reserved Matters as the group will have built up knowledge of the site. The DPC to make recommendations to the full Council as and when necessary. Allotments Project Team Due to the proposed allotments on Adastral Park the meeting felt it necessary to retain the Allotments Project Team and have the team report to the DPC and not the R&AC. RESOLUTION C2017/5j: That Leo Brome, Stephen Denton, Ian Reid be appointed to the Allotments Project Team which reports to the DPC. 3. Working Groups reporting to the Recreation & Amenities Committee Martlesham Common Working Group RESOLUTION C2017/5k: That Mr Irwin, Mr Welch, Mr Forbes, Mr O Brien Baker and Mr James Baker (Greenways Project) are appointed to the Martlesham Common Working Group. Portal Woodlands Conservation Group RESOLUTION C2017/5l: That Stephen Corley (Chairman), Claire Cable, Sam Cork, Phil Davies, George Pennick, Richard Powling, Richard Staines, Duncan Sweeting are appointed to the Portal Woodlands Conservation Group. The members were thanked for their work. Playspace Sport Fund Working Group RESOLUTION C2017/5m: That Mr Kelso, Mrs Lisseman, Mr Welch and Mr David Parsons are appointed to the Playspace Sports Fund Working Group. 10. Appointment of representatives to external bodies CP Martlesham Heath Householders Ltd (MHHL) Mr Kelso was proposed and seconded. RESOLUTION C2017/5n: That Mr Kelso is appointed as the Parish Council s Director on Martlesham Heath Householders Ltd. Cllr O Brien joined the meeting. 2016/24

3 RESOLUTION C2017/5o: That the following members are appointed as PC representatives: Deben Estuary Access Group - Mr Forbes Deben Estuary Project Group Mr Brome East Suffolk Lines Community Rail Partnership Mr Thompson (South line group) Kesgrave Library Forum Mr Thompson Liaison Officer with SCC Rights of Way - Mr Forbes MALGA - Mr Brome Martlesham Community Council - Mr Burrows Martlesham Community Hall Management Committee Miss Bear Martlesham Pavilion Management Committee Mr Irwin Martlesham Village Hall Management Committee Mr Woldsmith Martlesham Youth Football Club - Mr Kelso Parish Paths Partnership - Mr Forbes & Mr Denton Portal Woodlands Conservation Group - Mr Staines Public Transport Liaison Officer Mr Staines in partnership with Mr David Gibbs SCDC Greenprint Forum - Mr Forbes SCDC Town & Parish Forum - Mr Brome & Mr Denton Community Action Suffolk - Mr Welch Suffolk Association of Local Councils (SALC) - Mr Brome, Mr Thompson if transport is available, Mr Woldsmith reserve Suffolk Preservation Society representative to be appointed as necessary Tesco Liaison Group - Mr Irwin, Mr Denton & Mr Welch Tree Wardens - Mr & Mrs Forbes (noted that only one tree warden is listed by SCDC and this would be Mr Forbes) Waldringfield Quarry Liaison Group - Mr Brome & Mr Denton Woodbridge ASB Tasking Group Mr Kelso It was noted that the Local History Recorder is Mr R Osborne. 11. Appointment of notice board caretakers CP RESOLUTION C2017/5p: That the following are appointed Notice Board Caretakers Manor Road Mr L Burrows Lancaster Drive Mr C Blundell Deben Avenue/Gorseland School Mr J Kelso Deben Avenue/Main Road Mr E Crichton Martlesham Community Hall Falcon Residential Park Black Tiles Post Office The Square Black Tiles Lane/Main Road Mr O Brien Baker Crown Point Mr O Brien Baker The Street Mr J Forbes School Lane Mr A Green Seckford Hall Road Mr O Brien Baker 12. Play Area Inspectors CP It was noted that the current inspectors are as follows: Centenary Leo Brome, Pat Lisseman, Wally Welch Harry Higgins Leo Brome, Wally Welch Jubilee Colin Moore, Erik Crichton Kronji s Piece Ian O Brien Baker Jubilee Bike Trails Colin Moore, Erick Crichton, Zita Kingsbury, Edward Thompson The appointment of inspectors is made by the R&AC. 2016/25

4 13. Interests: receive any declarations & reminder re Registers of interest 13.1 Disclosable Pecuniary Interest (DPI): None declared Local non-pecuniary Interest (LNPI): Mr O Brien Baker item 23.3 Use of Community Hall car park by RG Carter Projects Ltd car park arrangements and community projects he is the Chairman of the Community Hall Management Committee. The Chairman reminded councillors to update their interests on the SCDC website. 14. Review of Annual subscriptions 2017/18 CR3 RESOLUTION C2017/5q: That the PC subscribes to the following annually for the year 2017/2018 (estimated costs based on previous year): 1. Suffolk Association of Local Councils (SALC): We have been advised that the subscription for 2017/18 will be 1,026.81, which usually includes 2 copies of The Local Councillor. The PC purchases an extra 14 copies of the magazine; last year s cost was This year s invoice is not yet received. The total estimated cost is therefore Community Action Suffolk: free subscription offered, 30 donation agreed (Resolution C2017/4i) 3. Local Council Review (LCR) magazine: invoice not yet received we order 9 subscriptions (one for office, one for Chairman, 7 shared by 2 councillors), last year s cost was Parish Online annual fee: Suffolk SAFEkey: Campaign to Protect Rural England (CPRE, local branch of Suffolk Preservation Society): SLCC (Society of Local Council Clerks), membership for Clerk & Deputy: Data Protection: The following are under the Software Support budget: 9. hosting (Ipswich Computer Services): Alpha financial software support (RBS): Planning software support (RBS): ESET security annual licence: End of Year Accounts Closedown: To note that these costs have already been included in the 2017/18 budget. 15. Review ongoing routine service contracts CR4 RESOLUTION C2017/5r: To reaffirm the Clerk s delegated authority to agree to the following ongoing service contracts 1. Electricity: E.ON, quarterly charge. 2. Telephone & broadband: BT, quarterly charge. 3. Air conditioning service: Adcock, twice yearly. 4. Office alarm system service: Chubb, annually. 5. Fire safety checks: Firepower, annually. 6. PAT testing: Doyle Electrical, annually. 7. Photocopying service & charging: Danwood, quarterly (5 year contract agreed in December 2014). To note that these have been included in the 2017/18 budget. RESOLUTION C2017/5s: To approve ongoing use of Direct Debit for payments to BT for telephone & broadband. To note that two signatories are always asked to countersign the invoices 16. Review any deeds, leases, legal documents held, as necessary The list, circulated via , was noted. Any issues arising to be delegated to the F&GPC. 17. Review cheque signatories RESOLUTION C2017/5t: To accept the current cheque signatories, Messrs Burrows, Brome, Irwin, & Welch who were appointed in May /26

5 18. PUBLIC PARTICIPATION: To allow members of the public to speak on specific agenda items, if requested. It was agreed to go to items 20. Reports from County Councillors and 21. Reports from District Councillors 20. Reports from County Councillors Cllr O Brien s report had previously been circulated. She had looked at part of the Adastral Park planning application which she continued to object to on the grounds of the increase in traffic that would be generated and transport issues. She believes that the development will have a negative impact for the next generation and would be catastrophic for the local area. It was disgraceful that the District Council had given so little time (4 weeks) for comments to be submitted. The consultation time had included the Easter break, the May Bank Holiday and County Council elections. She would be looking at the transport section of the plan the next day. Mr O Brien Baker raised the topic of the northern bypass. 21. Reports from District Councillors Cllr Hedgley s report had previously been circulated. Cllr Blundell reported on the news that the Tour of Britain cycle race was coming to Suffolk, unfortunately the route had been changed and would not include much of Martlesham. Cllr Blundell suggested that a possible cycle route from the proposed crossing on the A12 linking the new Adastral Park development with Martlesham Heath could be positioned through the wooded area between Coopers Road and Lancaster Drive. This was something that he would be looking into. Cllr Blundell was reminded that this land was owned by MHHL and had Village Green status. Cllr Blundell reported that on the 30 th May the District Council s Planning Committee has a question and answer session on the Adastral Park application which the public is allowed to attend but will not be able to take part in. Cllr Blundell also reported that land stretching from Felixstowe Road to Viking Heights had recently been put forward as potential land for new housing. The Housing Needs Assessment will be published on 12 th May. Mr Brome reported that this area of land had been in a previous SHLAA document. Mr Burrows reminded the meeting that the PC had met with developers in the past and had given reasons why this area was unsuitable for housing. MPC s comments on the Adastral Park planning application would be copied to Cllr Blundell for his information. 19. Police Report & associated issues 19.1 ASB in the Martlesham Community Hall car park CR5 Cllr Hedgley left the meeting. Mr O Brien Baker, Chairman of MCHMC, was happy to meet with the police and others to find a way forward. The Chairman thanked Mr O Brien Baker for helping to progress the matter. Mr Brome to attend the meeting. The Clerk to arrange the meeting. 22. Financial Matters 22.1 Cheques signed between meetings CP was circulated at the meeting. RESOLUTION C2017/5u: To ratify payment of cheques signed between meetings (attached to these minutes) 22.2 Any pending expenditure transactions CP was circulated at the meeting. RESOLUTION C2017/5v: To pay all pending expenditure transactions (attached to these minutes). The Chairman and Clerk signed the pending expenditure transaction report Year End Report for 2016/17 CP was circulated at the meeting. The Clerk explained that her report was a summary and that it showed the increased reserves that the PC had planned. The report was noted Income & expenditure to date CP was circulated at the meeting and noted. The Clerk reported that the first instalment of the precept had been received. 2016/27

6 22.5 Staff overtime April 2017 RESOLUTION C2017/5w: To agree to 3 hours overtime for the Admin Officer for April Carried. The F&GPC to consider granting the Clerk delegated authority to agree overtime undertaken by the Admin Officer Annual Pension Return & Employer Performance (Admin Strategy) for 01/01/17 31/03/17 It was noted that these had been completed & submitted by the Clerk on time Final HMRC Payment Submission for 2016/17 & P60s It was noted that the final payment submission was completed at the end of March & P60s were issued to all employees on Clerk s report & correspondence 23.1 Record of decisions made by the Clerk between meetings, as required by the Openness of Local Government Bodies Regulations 2014 There was nothing to report Proposals for Ipswich Northern Bypass CR6 Information had been provided at the last meeting. There was a discussion. The Clerk to write to SCC Highways asking that town and parish councils be consulted at the earliest possible convenience. Cllr Blundell added that there was a target to increase the amount of freight carried by rail and reduce the amount of container lorries on the road. This was ongoing Use of Community Hall car park by R G Carter Projects Ltd car park arrangements & community projects PC/27 & 28 PC/27 noted. PC/28 consider how to reach agreement on potential community projects Mr O Brien Baker declared a non-pecuniary interest as the Chairman of the Community Hall Management Committee (CHMC). Mr O Brien Baker excused himself from the meeting and left the room. There was a discussion. The consensus was to prioritise projects relating to the security of the community hall car park followed by the painting of the lines on the car park. Works for the Community Hall and other odd jobs would form another list of possible projects. A decision on the projects to be made after the meeting with the Police, MPC and the CHMC and then presented to R G Carter. Miss Bear and Messrs Crichton, Thompson, Brome and Irwin to meet with the Police and CHMC Chairman s Report 2016/17 & Apportionment of Overheads CPs The report & apportionment were noted. Cllr Blundell thanked the Chairman for producing a good report. RESOLUTION C2017/5x: To approve the publication of the Chairman s Report 2016/17 in the Martlesham Monthly (estimated 25). RESOLUTION C2017/5y: To approve the printing costs of the Chairman s Report 2016/2017(estimated 150). The following amendment of the Chairman s Report was agreed, to replace overworked with hardworking. The Chairman suggested informal discussions on how to present apportionment differently in the future Litter pick, Saturday 13 : risk assessment & reminder to volunteers CP- Risk Assessment RESOLUTION C2017/5z: To approve the risk assessment for the Litter Pick on 13 th. The Deputy Clerk confirmed Tesco Martlesham s continued support for the event MH100 Commemorative stone PC/29 The commemorative stone will be erected on MHHL land. The process for installing the stone had been confusing. Mr Davis to contact the Clerk if required. Cllr Blundell is supporting MH100 s bid for 10,000 from the Enabling Communities Exemplar Programme budget to help fund the project. This funding will be determined on /28

7 24. Neighbourhood Planning (NP) 24.1 NP Update Verbal report Mr Denton reported that the meeting on would look at assembling the NP document before submitting it to SCDC. There were three parts to the document, the NP, the Statement of Compliance and the Consultation Statement. The team had amended the plan to take account of comments from Savills and London Metric. 25. Consultations 25.1 Adastral Park Development update Mr Brome was collating comments that will form the PC s response. A meeting on Friday to finalise the PC s draft response to be confirmed by Mr Brome. Volunteers were welcome to join Cllr Kelso at the exhibition on Friday evening. It was noted that Mr Beaumont was not able to join the Adastral Park Working Group. 26. Recreation Ground Trust (the Parish Council acts as sole trustee) Consider any matters other than those within the remit of the Recreation & Amenities Committee Cllr Blundell shall be using a major part of his Enabling Communities budget to help the Bowls Club. An Enabling Communities Exemplar Programme budget would help get the projected started. Mr Burrows suggested that improvements to the entrance to the Recreation Ground could be added to the list of projects to be considered by R G Carter. RESOLUTION C2017/5aa - To suspend Standing Order 3w to complete all business on the agenda. TO CONSIDER REPORTS AND RECOMMENDATIONS FROM COMMITTEES: 27. Development Plans Committee CP - Minutes The minutes were approved and signed as correct by the Chairman. DECISIONS D2017/4a & 4b were noted. 28. Any written reports from representatives on Associations There were no written reports. 29. Items for June 2017 newsletters: Adastral Park development; update on Sports Fund Project; dog control; Common Nature Reserve Open Day There being no further business the meeting was closed at 9.33pm. M. J. Irwin Chairman, 07 June /29