PARISH COUNCILLORS NOTICE OF MEETINGS This COUNCIL MEETING 3 (Second Monday in December) Lackford Parish Councillors are called upon to attend a meeting of the Council that will take place on Monday 12 December 2016 at 7:30pm in Lackford Church. John F. Sadler - Clerk to the Council Councillors called to attend Steve Jones (Chairman) Stan Green (Vice-Chairman) Harry Lidster Colin Smith Jan Betley Naomi Palmer Roland van Wijk tice also sent to Rebecca Hopfensperger (County Councillor) Susan Glossop (Borough Councillor) Safer Neighbourhood Team Apologies for absence received Statutory matters The Chairman to ascertain that the statutory requirements for holding the meeting have been observed, there is a quorum (minimum 2 for the APM and 3 for the Council meeting), and to determine if any Councillors wish to declare an interest in any matters on the Agenda Apologies for absence not already received ------------------------------------------------ AGENDA 1. To approve the minutes of the Parish Council meeting held, Monday, 10 October 2016 1.1. Minutes - a proposal is required to approve the minutes. Proposal to approve the minutes Council members to approve the proposal. If approved the Chairman to sign the minutes 1.2. Matters arising from the Minutes not elsewhere on the Agenda. 2. The Chairman, if he deems appropriate, will invite registered electors of the Parish attending the meeting, to speak on matters of concern or for information only. (te: the Parish Council cannot make decisions on any matter not on the agenda) 3. Community Safety 3.1. Report from the Safer Neighbourhood Team. 3.2. Matters for the Safer Neighbourhood Team. Page 1 of 5 Councillors notice & Agenda 2016-12-12-3 - 001.docx
3.3. Speed activated signs - following the Chairman s initial investigation that was forwarded to Councillors on 18 October, the Chairman now proposes that the Council purchase a speed activated sign. The model proposed displays a green or red, smilie or sad face together with the actual speed and the data is downloadable. The cost is in the region of 2800 plus optional extras. The Chairman believes that the data could further strengthen the Parish Council s case when asking for increased Police checks, or perhaps show that we do not really have a problem. Proposal by the Chairman for the principle of purchasing a Speed Activated Sign, subject to receiving acceptable quotations Council members to approve the proposal. 3.4. Action to be taken in the event that the proposal is approved - 3.5. Other safety matters not elsewhere on the agenda 4. Matters by or for the County and Borough Councillors. 4.1. Report from Rebecca Hopfensperger (County Councillor) 4.1.1. Road Safety Review of the A1101 - an update is requested. 4.1.2. Speed activated devices - an update is requested about available funding and any specific requirements of Suffolk County Council. 4.1.3. Outstanding engineering works by Suffolk County Council - an update to be given. 4.1.4. Fibre broadband service for report 4.2. Report from Susan Glossop (Borough Councillor) 4.2.1. Confirmation of Funding for a Speed Activated Device 4.3. Matters for the County & Borough Councillors. 5. Matters previously discussed - for report and/or for the Councils further consideration 5.1. Trees overhanging Old Bury Road for report. 5.2. Outstanding engineering works by Suffolk County Council - an update to be given by the Clerk following his meeting with Tom Nunn. 5.3. Street lighting 5.3.1. Replacement of remaining old street lighting Richard Webster has confirmed that the meeting with Lloyd s Accreditation is postponed to 07 December. After which Suffolk County Council anticipate being able to work on G39 lights. Then the replacement of the remaining old street lighting at Lackford will be one of the first jobs. 5.3.2. Council to consider turn off times for new street lighting - The default setting is that lights will turn off at 24:01 and will come back on at 5:30 in the morning if the sensors detect a need. 5.4. The composting site to note Councillors observations if any. 5.5. Potholes this matter was added to the list of outstanding works for Suffolk County Council, and should be covered by Rebecca Hopfensperger in item 4.1.3. 5.6. Parking in Holden Road - for review following distribution of letter to all households. 6. Matters that have arisen since the previous meeting and not already considered including matters arising from correspondence circulated or forwarded by e-mail 7. Planning - to review applications since the last meeting and other planning matters The table below summarises the status and movements in planning applications since the last meeting. Councillors notice & Agenda 2016-12-12-3 - 001.docx Page 2 of 5
Planning - Application 16/1559/HH 16/1560/LB 16/1691/HH 16/2161/FUL Planning Proposal Location Applicant Comments Planning Granted Householder Planning Application - Two storey rear extension (demolition of existing rear extension) Application for Listed Building Consent - (i) Two storey rear extension (following demolition of existing rear extension) (ii) Remove and replace windows (iii) Relocate staircase Householder Planning Application - 3 bay cart lodge to include first floor annexe - amendment to previously approved DC/16/0343/HH Planning Application - Side extension to visitor centre including attached covered area 16/2468/FUL Planning Application - Retention of (i) Change of use of Agricultural land to domestic garden and (ii) potting shed The Old School House Old Bury Road The Old School House Old Bury Road 2 Flint Cottage, The Street Visitors Centre Lackford Lakes, IP28 6HX 17 Holden Road Lackford Bury St Edmunds Suffolk Mr Christopher Tolhurst Mr Christopher Tolhurst Mr T Holder & Miss H Murray Suffolk Wildlife Trust - Mr Steve Aylward John Sadler Planning Refused 8. Financial matters 8.1. Payments - there are no new payments that require approval. 8.2. Budget reconciliation April to vember (The following reconciliation includes the items in the table of payments already paid or due) Details Budget Reconciliation to 30 vember 2016 Actual to date Budget to date Variance Receipts Precept 6015.00 6015.00 Grants 826.00 385.00 441.00 Interest Savings a/c Other receipts Discounts received Receipts 6841.00 6400.00 441.00 Administration Payments Parish Clerk 2996.00 2970.00 26.00 Office rent & contribution to internet costs - Clerk 200.00 200.00 Admin expense - Clerk 233.90 280.00-46.10 Room hire for meetings 190.00 190.00 Internal Audit 124.00 123.00 1.00 External Audit Insurance 275.00 280.00-5.00 SALC - including subscription 128.21 130.00-1.79 Training 100.00-100.00 Publications & subscriptions 50.00-50.00 Bank charges & Interest paid Councillors notice & Agenda 2016-12-12-3 - 001.docx Page 3 of 5
Election costs Other - Admin payments 236.00 150.00 86.00 Administration Payments 4383.11 4473.00-89.89 Other Payments Churchyard maintenance 240.00 240.00 LCC - village services 360.00 360.00 Grass cutting SEBC 156.54 200.00-43.46 Footpath Licences 5.00 5.00 Other - Other payments 150.00-150.00 Section 137 Payments - (2015/16 7.42) 500.00-500.00 Other Payments 761.54 1455.00-693.46 Receipts less Payments 1696.35 472.00 1224.35 8.3. Budget for period April 2017 to March 2018 - the following budget proposal, already considered by the Chairman and Vice-Chairman, is for consideration by the Council. When approved, it will form the basis of the application for the Grant & Precept. Details Administration Payments Parish Clerk Activities Actual last 2015/16 Budget this 2016/17 Propose next 2017/18 Agreed next 2017/18 % age Change from last 2874.00 2970.00 2626.00-11.58 tes 5 hrs/week @ 10.10 (SCP 20) Office rent - Clerk 92.00 100.00 105.00 5.00 Contribution for Internet costs - Clerk 0.00 100.00 145.00 45.00 Internet costs have increased due to the cost of fibre broadband. Currently this cost is all funded from the Transparency Code Fund Admin expense - Clerk 232.10 280.00 280.00 0.00 change Room hire for meetings 180.00 190.00 200.00 5.26 Internal Audit 84.00 123.00 135.00 9.76 As quote External Audit 0.00 0.00 0.00 n/a fee due Insurance 265.00 280.00 300.00 7.14 New policy & IPT increase SALC - inc subscription 123.00 130.00 135.00 3.85 As quote Training 75.00 100.00 100.00 0.00 change Publications & subscriptions 0.00 50.00 50.00 0.00 change Bank charges & Interest paid 0.00 0.00 0.00 n/a ne anticipated Provision for election costs 0.00 0.00 0.00 n/a ne anticipated Other - Admin payments / contingency 0.00 150.00 150.00 0.00 change Other Payments 3925.10 4473.00 4226.00 0.00 Churchyard maintenance 230.00 240.00 250.00 4.17 LCC - village services 350.00 360.00 370.00 2.78 Grass cutting SEBC 130.45 200.00 200.00 0.00 change Footpath Licences 5.00 5.00 5.00 0.00 change Other - Other payments / contingency 0.00 150.00 150.00 0.00 change Section 137 Payments 0.00 500.00 500.00 0.00 change ( 7.42 = limit 16/17) Other Payments 715.45 1455.00 1475.00 0.00 Reserve 472.00 299.00 Reserves Actual & Budget payments 4640.55 6400.00 6000.00 0.00-6.25 % age change Proposal to approve the budget as approved by Council Council members to approve the proposal you Councillors notice & Agenda 2016-12-12-3 - 001.docx Page 4 of 5
8.4. Application for Grant & Precept to be completed by the Clerk in accordance with the agreed budget and signed by the Chairman for submission to the Borough Council within the next seven days. 9. Governance 9.1. Standing Orders - to consider the amended standing orders as proposed at the previous meeting and mailed to Councillors for consideration on 27 October 2016. See minutes reference 8.1.1 9.2. Financial Regulations - to consider the amended financial regulations as proposed at the previous meeting and mailed to Councillors for consideration on 27 October 2016. See minutes reference 8.1.3 Resolution to approve and adopt amended Standing Orders and Financial Regulations Council members to approve the proposal 10. Questions from members and registered electors of the Parish attending the meeting on: Matters of concern, for report or for information only, by permission of the Chairman. (te: the Parish Council cannot make decisions on any matter not on the agenda) 11. To confirm the date and time of the next and future meetings The next Parish Council Meeting (Meeting 4) was previously proposed as: Monday 13 March 2017 at 7:30pm in Lackford Church. Proposed dates for future meetings: Monday 08 May 2017 (APM & AGM) - 2nd Monday in May Monday 09 October 2017 (Meeting 2) 2nd Monday in October Monday 11 December 2017 (Meeting 3) 2nd Monday in December Monday 12 March 2018 (Meeting 4) 2 nd Monday in March. Councillors notice & Agenda 2016-12-12-3 - 001.docx Page 5 of 5