LACKFORD PARISH COUNCIL Minutes of Annual Parish Meeting and Annual General Meeting Held on Monday, 13 May 2013 at 7:30 PM in Lackford Church Present Steve Jones (Chairman) Stan Green (Vice-Chairman) Colin Smith Jan Betley Naomi Palmer Roland Van-Wijk John F Sadler (Clerk) In attendance Colin Holmes (Chairman of the Lackford Community Council) (Part time) Steve Crowe Lark Valley First Responders Apologies Harry Lidster Statutory notices and the Agenda. The Chairman ascertained that the statutory requirements for holding the meeting had been observed, there was a quorum (minimum 2 for APM and 3 for the Council meeting), and determined if any Councillors wish to declare an interest in any matters on the Agenda. ------------------------------------------------ The Annual Parish Meeting 1. Minutes of Annual Parish Meeting and Annual General Meeting held 14 May 2012 These minutes were presented to the Parish Council Meeting on 08 October 2012. A proposal to approve the minutes was made by Colin Smith seconded by Jan Betley and approved by the Council. The minutes were then signed by the Chairman. 2. Matters arising from the minutes not elsewhere on the agenda. There was none 3. Annual Reports to be presented for discussion. 3.1 Parish Council Report for year ending 31March 2013 Since the last Annual Parish Meeting on 14 May 2012, the Parish Council has met on three further occasions. The work of the Council can be fully monitored by reviewing the minutes that are published on the village blog via all@lackford.com Community Safety - since the last Parish meeting a representative from the Safer Neighbourhood Team attended the March meeting and sent a written report for the October & December meetings. Planning - one application has been received and remains in progress. Other village matters - the Council have made considerable efforts during the year to extend the 30 mph zone along the A1101 towards Bury St Edmunds. At the last meeting of the Council, it was confirmed that a revised scheme had been approved by Suffolk County Council officers and the police. The Council are now awaiting details of the proposals. In December, the Council produced a Parish Newsletter and distributed it to all households in the village before Christmas. The Council continue to monitor the composting site. Donation - the Council responded to a request from The Lark Valley Community First Responders Group and donated 500 towards additional equipment. 3.1.1. Matters relating to the Parish Council report - There was none. 3.2 Community Safety Report from the Safer Neighbourhood Team - the following report for the year under review was received by e-mail: Crime Statistics 2012/2013: 11 Crimes recorded, 3 Crimes detected, 1 pending, a 27% Detection rate Page No 82 - Lackford Parish Council Minutes - Confirmed by initial of the Chairman
The reported crimes over the last 12 months include: Burglary other building x 2, Theft other x 2, Theft from vehicle x 1, Other crimes x 6. 3.2.1. Other matters for the Safer Neighbourhood Team - There was none 3.3 County Councillor - Rebecca Hopfensperger submitted the following report by e-mail, prior to the meeting but did not attend. Front-line services protected in budget savings - The council s budget for this year will achieve savings of 25million the second part of a plan to save over 50million over two years. We are doing this as a result of reductions to our grant from the government, together with on-going increases in the demands on our services, and the costs of providing them. The savings will be achieved by reducing management and back-office costs, cutting bureaucracy and working in new, innovative and more efficient ways. Through prudent financial management your council tax has remained frozen and the current ruling administration has pledged to freeze it for the next four years A secure future for Suffolk s libraries Responsibility for the day-to-day running of the county s library services was transferred to Suffolk s Libraries Industrial and Provident Society (IPS) at the beginning of August last year. All Suffolk s 44 libraries and the mobile, school and prison services now come under the direct control of the IPS a first in the country which works in partnership with local library groups to support and expand the service. Education - Raising the Bar was launched last summer with a conference involving secondary school head teachers, colleges and business leaders, aimed at focusing our collective energy into driving up attainment and employability of young people in Suffolk. Suffolk s Residential care homes to benefit from 60m investment - Proposals developed together with Care UK will see SCC s existing 16 council-run residential homes replaced by ten new state-of-the-art homes. These will deliver the very latest in design and technology, the cost to the county council of bringing the homes up to modern standards would be simply prohibitive. The new invest will see the number of specialist dementia beds increase to 680. A Growth Strategy for Suffolk - In February this year, SCC, together with partners from around the county, launched the Suffolk Growth Strategy. The strategy is designed to create the fertile environment in which the private sector can develop the economic growth, jobs and increased prosperity that Suffolk needs. Broadband for everyone in Suffolk is on its way - By 2015, every property in Suffolk will be guaranteed broadband speeds of at least 2 megabits per second (Mbps), with 85% receiving superfast coverage. Surveying work has already started and once the results of work needed to be done in finalised a roll out programme will be on the Suffolk County Council website detailing what speeds you will get in your area and when the work is scheduled. Official Start of construction of Suffolk s energy-from waste facility - In May last year, the official construction got underway of an energy-from-waste facility for Suffolk. The site will open in December 2014, diverting 252,000 tonnes of waste a year from environmentally-damaging landfill sites. The waste will be used to create enough electricity for 30,000 homes, and will save around 350million over the next 25 years Review of A1101 and Speed Limit Extension - This has been the main issue this year as it has been ever since I have been your county councillor. After receiving the initial go ahead from Guy McGregor (the cabinet member) he no longer holds that position and Graham Newman has taken over. I have already spoken to Graham re honouring this position and he has indicated that in principle there is no reason why it shouldn t go ahead. I am due to have a further conversation with him over the next week when his position as the cabinet member is firmed up. Page No 83 - Lackford Parish Council Minutes - Confirmed by initial of the Chairman 83
Potholes - The extended cold period has played havoc with the condition of roads in parish and there has been lots of pot holes to fill in. Extra money has been allocated this year to deal with this, please do not hesitate in contacting me if you notice any. 3.3.1. Other matters for the County Councillor - There was none 3.4 Borough Councillor - Helen Levack did not attend the meeting. 3.4.1. Other matters for the Borough Councillor - as previously requested councillors wish to know who authorised the tree planting and the positioning of the trees to the green behind the bus stop. 1 3.5 Community Council - Colin Holmes gave a verbal report to the meeting 3.5.1. Other matters for the Community Council Chairman - There was none 3.6 Lackford Charity -Colin Smith gave a verbal report to the meeting summarising the current state of the charity. It was noted that the Income in 2012 amounted to 484.05 and Assets amounted to 6555.25. There was no up-to-date valuation on land but it was estimated to be in the region of 25,000 3.6.1. Other matters for the Lackford Charity Chairman - There was none 4. Financial statements for year ending March 2013 The financial statements, as set out below were presented to the meeting for approval. A proposal to approve was made by Stan Green, seconded Naomi Palmer and approved by the Council. Two copies of the financial statements were then signed by the Chairman. Lackford Parish Council - Financial Statements For Year ending 31 March 2013 2011/12 Income and Expenditure Account 2012/13 Actual Income / Receipts Actual Budget Variance 3423.00 Precept 3501.00 3501.00 0.00 577.00 Grants 499.00 499.00 0.00 0.00 Interest from Nationwide 0.00 0.00 0.00 0.00 Interest from Barclays Bonus a/c 0.00 0.00 0.00 0.00 Other receipts 0.00 0.00 0.00 0.00 Discounts Received 0.00 0.00 0.00 4000.00 4,000.00 4,000.00 0.00 Total Income Administration Expenditure 1900.00 Parish Clerk 2000.00 2000.00 0.00 80.00 Office rent - Clerk 84.00 84.00 0.00 187.47 Admin expense - Clerk 116.30 260.00-143.70 140.00 Room hire for meetings 150.00 150.00 0.00 35.00 Internal Audit 35.00 50.00-15.00 50.00 External Audit 50.00 50.00 0.00 279.60 Insurance 265.62 270.00-4.38 111.00 SALC including subscription 114.00 114.00 0.00 0.00 Training 25.00 100.00-75.00 0.00 Subscription - Suffolk Preservation 0.00 20.00-20.00 0.00 Publications 0.00 30.00-30.00 0.00 Bank charges & Interest paid 0.00 0.00 0.00 0.00 Election costs 0.00 0.00 0.00 0.00 Other - Admin payments 0.00 0.00 0.00 2783.07 2839.92 3128.00-288.08 Other Expenditure 180.00 Churchyard maintenance 200.00 200.00 0.00 300.00 Lackford Community Council 320.00 320.00 0.00 45.96 Grass cutting SEBC 118.30 200.00-81.70 5.00 Footpath Licences 5.00 5.00 0.00 0.00 Other - Other Payments 0.00 147.00-147.00 0.00 Section 137 Payments 500.00 500.00 0.00 530.96 1143.30 1372.00-228.70 3,314.03 3,983.22 4,500.00-516.78 Total Expentiture 685.97 16.78-500.00 516.78 Net Surplus / (Deficit) 2011/12 Balance Sheet 2012/13 Current Assets 3.11 Nationwide Treasurers a/c 3.11 0.00 VAT Liability 5.00 0.00 Barclays Business Bonus a/c 0.00 3837.18 Barclays Community Account 3848.96 3840.29 3857.07 0.00 Current Liabilities 0.00 3,840.29 Current Assets less Current Liabilities 3,857.07 Represented by 3154.32 Balance from previous year 3840.29 685.97 Income and Expenditure Account 16.78 3,840.29 3,857.07 These Financial Statements give a true and fair view of the affairs of the Parish Council and the net surplus / deficit at the year end. Responsible Financial Officer.. Date. Chairman.. Date. 5. Other matters raised by Lackford parishioners, by permission of the Chairman Colin Holmes advised the meeting that the black bins could not be collected beyond 7 Holden Road recently due to a removal lorry and parked cars. As this was a one-off occasion, no action was proposed. 6. Closure of the meeting by the Chairman. There being no further business, the Chairman thanked those present for attending and closed the meeting. Page No 84 - Lackford Parish Council Minutes - Confirmed by initial of the Chairman 84
Annual General Meeting of the Parish Council 1. Election of a Chairman The Chairman requested a proposal to nominate a Chairman and a Vice-Chairman. It was unanimously agreed that a Steve Jones should remain as Chairman and Stan Green as Vice- Chairman. 2. To receive the Chairman's Declaration of Acceptance of Office As there was no change of chairman, no declaration of acceptance 0f office was required 3. To approve the minutes of the Parish Council Meeting held Monday, 11 March 2013. A proposal to approve the minutes was made by Colin Smith, seconded by Naomi Palmer and approved by the Council. The minutes were then signed by the Chairman. 4. Matters arising from the minutes, not elsewhere on the agenda There was none. 5. Matters previously discussed - for report and/or for the Councils further consideration. 5.1. The Council s application to extend the 30 mph speed limit The Parish Council await details of the proposals, following the confirmation of the new Cabinet for Suffolk County Council, due to be confirmed on 23 May 5.2. A request for funding from East Anglian Air Ambulance and the Lark Valley First Responders - the Council approved the following donations: 500 to the lark valley first responders and 250 to East Anglian Air Ambulance 2 5.3. Streetlight not working on the long bend of the A1101 - The Clerk has again contacted the Council and advised that the streetlight outside Breckland Edge is broken and the cover appears to be missing from the control box. For the avoidance of doubt, the Clerk to ascertain the pole numbers for the lights and advise Suffolk County Council 3 5.4. Overgrown hedges towards the north end of The Street - the Clerk contacted Suffolk County Council for an update and has been advised, that if the hedges were of concern, the occupants would have been contacted again. It was agreed that the Clerk would contact Suffolk County Council to arrange a meeting on-site. 4 5.5. The composting site & transfer station - smells and other nuisance - Councillors were not currently aware of any smells or other problems from the site. 6. Matters that have arisen since the previous meeting and not already considered. There was none. 7. Matters arising from correspondence circulated or forwarded by e-mail There was none. 8. Planning - To review any applications since last meeting and other planning matters The table below summarises the status and movements in planning applications since the last meeting. Planning - Application No Proposal SE/13/0389/HH Election of Single-Storey Front and Rear Extension & Two Story Side Extension Planning Location Applicant Comments Planning Granted Lavender Cottage, Old Bury Road Ms Ginola Doble No Objections Planning Refused 0 0 Page No 85 - Lackford Parish Council Minutes - Confirmed by initial of the Chairman 85
9. Financial matters & the standing orders of the Council 9.1. Payments a proposal to approve the following payments, previously agreed when the budget was set, was made by Jan Betley, seconded by Stan Green and approved by the Council. Name Details Power Amounts Total SALC (already paid) Subscription S143 117.00 117.00 Cortina Construction Ltd (already paid) Parish Clerk (Apr-Sep as budget) Office rent (Apr-Sep as budget) Expenses (01/10/12 to 31/03/13) VAT on the above S111 1050.00 44.00 142.30 247.26 1483.56 9.2. A payment authority for the above was signed by the Chairman and Vice-Chairman. 9.3. Annual review for relevance of the standing orders and financial regulations of the Council - as agreed at the March meeting these documents will be redrafted and brought up to date by the Clerk for consideration by the Council, keeping them as simple as possible.. 10. Audit Commission Annual Return for the Year Ending 31 March 2013 & Internal Auditor 10.1. Statement of accounts - the Councillors noted that the figures were derived from the financial statements approved at the Annual Parish Meeting; for that reason, the statement of accounts was signed by the Chairman. 10.2. Annual governance statement - the statement was considered and agreed by the Councillors; therefore, the Governance statement was signed by the Chairman. 10.3. Appointment of internal auditor - The council approved the appointment of Heelis & Lodge as internal auditor. 11. Questions from members, matters of report or information only, by permission of the Chairman. 11.1. The state of the verge opposite Lane Side in Old Bury Road - This was discussed. Naomi Palmer agreed to contact Mr Gough to cut back the overgrown nettles and clear the road edge. If this fails, Colin Holmes agreed to cut back nettles with the Community Council s strimmer. 5 11.2. The new hedge alongside the path to the Church - Colin Smith raised the matter that the new hedge planted by Suffolk Wildlife is beginning to encroach upon the path to the Church. The Clerk agreed to write to Suffolk wildlife, requesting that they trim it before the encroachment becomes serious 6 12. To confirm the date and time of the next and future meetings The next Parish Council Meeting (Meeting No 2) was previously proposed as: Monday 14 October 2013 at 7:30pm in Lackford Church. Proposed dates for future meetings: Monday 09 December 2013 mob (Meeting No 3) 2 nd Monday in December Monday 10 March 2014 (Meeting No 4) 2 nd Monday in March Monday 12 May 2014 (APM & AGM) - 2 nd Monday in May Monday 13 October 2014 (Meeting No 2) 2 nd Monday in October Page No 86 - Lackford Parish Council Minutes - Confirmed by initial of the Chairman 86
The above minutes are confirmed as a correct record of the meeting. Chairman... Date... Notes relating to these minutes: Text in italics relates to subsequent action or for information, it does not form part of the minutes. Text that is underlined Indicates that action is required. The following endnotes do not form part of these minutes. 1 Helen Levack has been requested by e-mail to determine who authorised the tree planting in Holden Road 2 Donations to be sent to Lark Valley First Responders & East Anglian Air Ambulance. 3 The pole numbers of the damaged or unlit lights to be submitted to Suffolk County Council. 4 Suffolk County Council to be contacted to arrange a site meeting to discuss the overgrown hedges. 5 Naomi Palmer take action to clear the verge and bank opposite Lane Side in Old Bury Road. 6 The Clerk to write to Suffolk Wildlife regarding the encroachment of the hedge towards the path to the Church. Page No 87 - Lackford Parish Council Minutes - Confirmed by initial of the Chairman 87