MINUTES BRANTHAM PARISH COUNCIL MEETING Wednesday 05 October 2016, 7.30pm held at Brantham Village Hall PRESENT: Cllrs R Candy (RC), C Elliot (CE), J Heywood (JH), L Laws (LL), A McCraw (AM), J Pearce (JP) (joined the meeting at approximately 8pm), C Phillips (CP), P Saward (PS), J Van Der Toorn (JVDT) CHAIRPERSON: Cllr L Dunnett (LD) IN ATTENDANCE: S Keys (Clerk), County Cllr D Wood, 7 members of the public. PC 09.16.01 OPENING The Chairman declared the meeting open at 7.30 pm and thanked all for attending. A statement was read out indicating that, in accordance with legislation, the public and councillors were permitted to film, record, photograph or use social media in order to report on the proceedings of the meeting. A full transcript is available from the Clerk. PC 09.16.02 APOLOGIES Council noted that apologies for absence had been received from District Cllr. H.Steer and Pat Smith (RFO) PC 09.16.03 DECLARATION OF INTEREST AND LOCAL NON-PECUNIARY INTERESTS There were no local non-pecuniary interests declared for the Agenda under discussion. There were no gifts of hospitality exceeding 25 declared. There were no requests for dispensations for the Agenda under discussion PC 09.16.04 PRESENTATION FROM DAN WILSON (NORTHUMBRIAN WATER LTD) D. Wilson gave a short presentation on planned construction work to the intake structure on the river Stour in Brantham which is due to begin in the near future. The work will ensure that Northumbrian Water Ltd meet the EEL Regulations compliance. D.Wilson agreed to update the on progress throughout the process. PC 09.16.05 PARISH COUNCIL MEETING MINUTES The minutes of the meeting on 07 September 2016 were amended at minute PC 09.16.02 to read County Councillor Dave Wood, the minutes were then approved and signed as a true record. PC 09.16.06 ACTION POINTS FROM PARISH COUNCIL MEETING ON 01 SEPTEMBER 2016 Page 1 of 11
MINUTE NO. ACTION DISMISSED/ ONGOING PC 09.16.06 Report overgrown hedge along path towards the White Bridge to Dismissed SCC Completed, this hedge has now been cut back by P.Brackley at no cost to the PC 09.16.06 Report overgrown hedge from Cattawade towards Brantham Mill Dismissed Completed, this hedge has now been cut back PC 09.16.08 (2) Research and purchase sleeves for play equipment posts at GPL Ongoing Play area To be completed PC 09.16.08 (5) Arrange payment for defibrulator pads Dismissed Completed PC 09.16.08 (9) Ask BLC to inform BPC when an AGM will be held in the future Completed Dismissed PC 09.16.07 PUBLIC SESSION The public session included: A report from County Councillor DWood on the following issues: o Community Transport Complaints have been received about the new service. DW will be meeting with James Finch to discuss this. o Pedestrian crossing the meeting with the Highways engineer has been delayed due to staff changes. DW has now received some dates for this. o Devolution This is still under discussion in Suffolk and Norfolk. o Accident reduction scheme at Cattawade Street the order for this to be actioned has been signed by DW. The work will cost approximately 7,500.00. Cllr McCraw proposed that he would like the to reconsider its decision not to contribute to the funding of this work (Minute ref. 01.14.14) ACTION: To be added to the agenda of the next Finance Committee meeting. A report from District Councillor AMcCraw on the following issues: o An update on the Public Access Strategy from Babergh District and Mid Suffolk Council. o Confirmation that Babergh District Council and Mid Suffolk District Council will be moving to Endeavour House in 2017 and an update on plans for the District Councils to develop a property portfolio. o A project to help pupils with careers choices by improving collaboration between Councils and business has been set up. o The first neighbourhood plans in the region have now been adopted (East Bergholt and Lavenham). These plans will still have to conform to the existing core strategy. Page 2 of 11
o 12 new single Council Housing units have been agreed for Lavenham. Comments from local residents on the following issues: o Thanks to the for the erection of Caution, Children Playing signs in Palfrey Heights and Temple Pattle. o Request that the dog litter bin on Cinder Path is replaced asap with a larger bin. o The bench at the Lower Playing Field has been pulled up. The Clerk asked PBrackley to investigate whether this needs to be re-set into the ground. o The entrance to Step On Safety on Factory Lane is a hazard. A path should be reinstated asap. ACTION: AM to contact Step-on Safety to discuss this. o PBrackley informed the Council that some damage had been done to the surface of the Lower Playing Field by contractors working for Anglian Water (IWJS). PB has reported this damage and the company has examined it and agreed to meet the cost of repair which will be done by Blands. PBrackley will action this and report back to the Council via the Clerk. The Council extended their thanks to PBrackley for resolution of this issue. PC 09.16.08 FINANCE REPORT (for financial details see Appendix A at the end of the minutes) A report from the RFO had been sent to the Chair, and would be circulated to Councillors following the meeting. The schedule detailing the accounts awaiting payment and the accounts paid since the last meeting were presented to Council for approval. The Clerk pointed out that due to a bank error the Standing Order had not been set up for the RFO and the standing Order for BML had been reduced incorrectly. Therefore, the RFO would be paid by cheque this month, and the outstanding payment to BML would also be paid by cheque. CE proposed that the accounts outlined by the Clerk should be agreed by the Council, this was seconded by AM and unanimously agreed by the Council. It was noted that the following income had been received since the last meeting; bank interest of 3.87, the monthly maintenance payment from Brantham Management Ltd of 375.00, the annual rent payment from Highcliff Veterinary Practice of 1250.00 and the second half of the precept payment from Babergh District Council of 12630.00 The Bank Reconciliation was not available for this meeting. PC 09.16.09 REPORTS FROM COMMITTEES AND REPRESENTATIVES 1. Finance Committee LD reported that at the Finance Committee meeting in September 2016 the Committee had reviewed the contracts held with employees. Some small Page 3 of 11
amendments would be made by the Clerk and then updated contracts would be issued to staff. LD reported that the had received notification via SALC that Suffolk County Council would no longer be acting as the platform for the Onesuffolk websites. This would now transfer to Community Action Suffolk (CAS) with a 50 annual charge. LD informed the Council that the Clerk had not been directly notified about this by SCC. ACTION: Clerk to raise concerns that notification had not been received with SCC. LD informed the Council that it was the recommendation of the Finance Committee that the Council moves the current website to CAS to minimise disruption. LL proposed that this recommendation was accepted, this was seconded by JP and unanimously agreed by the Council. ACTION: Clerk to action this change LD informed the Council that insurance renewal documentation for the insurance has been received. The Council is currently signed up to a 5 year insurance contract, however this expires in 2017 and therefore the Finance Committee will review other providers from June 2017 to ensure best value for money. LD informed the Council that the main focus of the next FC meeting will be budget and precept setting. 2. Recreation Sub Committee CP informed the Council that confirmation had been received that inspections of the Brantham Play areas will take place this week. PBrackley informed the Council that English Rose Landscapes had agreed to install the new Goal posts. ACTION: Recreation Committee to liaise with English Rose Ltd to get this work completed CP raised concerns about some children vandalising play equipment at the Lower Playing Field. ACTION: Letter to be sent to Brooklands Primary School highlighting this behaviour by their pupils 3. Planning Committee CP confirmed that the BPC Planning Committee met on 28 September 2016 and considered the following applications: B/16/00947, Chesnut House, Ipswich Road, Erection of single storey rear extension and external alterations It was agreed that BPC should recommend acceptance of the proposal, subject to the following; o The proposal shows the opening up of the dormer window within bedroom 1 so as to form a French window with external guarding. This is not shown on the proposed south east elevation. Details need to be provided on the drawings. o The external guarding to the French window should be such that it does not facilitate access to the external flat roof, or promote the use of the flat roof as an Page 4 of 11
external balcony/veranda. Otherwise the unprotected edges of that roof must be provided with suitable edge protection. Similarly the roof lights will also require edge protection unless both are designed to be able to withstand falls by anyone accessing that roof o Further to the removal of the dormer window, there will consequently be a requirement under building regulations to maintain adequate natural ventilation which will not be achievable by the French window. The block plan notest that there will be a first floor window inserted into the south west elevation, although this is not shown on that elevation. This needs to be added to the drawings and considered from the point of view that it will overlook the roof lights of the adjacent property. B/16/00938, 47 Cedar Close, Brantham Erection of 9m x 2.4m garden shed/workshop This had already been approved by Babergh District Council and therefore was not discussed by the committee. The following results were received: B/16/00967/FHA, Way-back, Slough Road, Brantham Erection of single storey front extension and first floor extension to provide first floor Accommodation PERMISSION GRANTED (P.C. RECOMMENDED APPROVAL) B/16/00739/FHA, 2 Ipswich Road, Brantham Erection of detached garden store PERMISSION GRANTED B/16/00883/FHA, 30 Hardy Close, Brantham Erection of a first floor side extension and garage conversion PERMISSION GRANTED (P.C. RECOMMENDED APPROVAL) B/16/00569, 2 Victoria Villa, Brantham Hill, Brantham Erection of first floor side and rear extension and conversion of loft PERMISSION GRANTED (P.C. RECOMMENDED APPROVAL) 4. Village Hall Management Committee JH informed the Council that work has now started on the VH disabled facilities and is now nearing completion. The next film showing at the village hall will be Brooklyn on 19 October 2016. A fundraising Jigsaw competition night is planned for 19 November 2016. 5. Contributions Sub Committee LL confirmed that a request had been received from the Brantham Cub Scouts for the planting of daffodils along the A137. LL proposed that this request was funded (from Page 5 of 11
the Horticultural fund), this was seconded by CP and unanimously agreed by the Council. ACTION: Clerk to arrange payment. ACTION: Following discussion it was agreed to ask the Cub pack to inform the Council when planting would take place so that options for diversifying the planting could be considered 6. Footpaths Sub Committee CP informed the Council that she, AM and CE had attended the recent consultation event on the proposed railway closures, and a response on behalf of the has been submitted. CE raised concerns that the consultation had closed on 04 October 2016 and an email had been received today from SCC informing the Council that the railway crossing at The Forge has now been closed for safety reasons. ACTION: Following discussion it was agreed that the should write to SCC and Network Rail to highlight concerns about this closure, given its timing, which has negated the consultation and has been done without providing an alternative. 7. Legal Sub Committee Nothing to report. 8. CEP Representative CE informed the Council that SCC will be delivering training on winter preparedness which CE will attend. A start up meeting will be held with the agreed volunteers on 13 October 2016. The next step will be formal ratification of the CEP. 9. BLC Representative JVDT queried whether the minutes of the Annual General Meeting were available to view. ACTION: RC to request a copy of these minutes. 10. Public Transport Representative nothing to report 11. SALC Representative LL confirmed that SALC are currently in the process of electing a new board, although there has not been a big take-up. SALC are asking lors if they would like to get involved. A survey on policing and highways has been circulated by SALC and it is hoped that s will respond. Next SALC meeting will take place on 28 November 2016, the AGM will take place on 14 November 2016 at 6.30pm. Councillors to inform the Clerk if they would like to attend. 12. SNT Representative JH confirmed that she had attended the last meeting. Concerns had been raised by a local resident about an abandoned car and speeding issues on Factory Lane. PC 09.16.10 CORRESPONDENCE TO NOTE/ACTION Page 6 of 11
The Clerk reviewed the correspondence that had been received in September 2016 (copies had been circulated to Councillors prior to the meeting), Councillors noted the following: 1. A letter of thanks from Brantham Methodist Church for the donation towards grass cutting from Brantham. PC 09.16.11 MISCELLANEOUS CORRESPONDENCE All miscellaneous correspondence by email had been forwarded to Councillors during the month. PC 09.16.12 INDUSTRIAL SITE UPDATE There had been no further developments since the last meeting. PC 09.16.13 CONTROLLED CROSSING ON A137 See DW s earlier report in PC 09.16.07. PC 09.16.14 COUNCILLOR RESIGNATION The Clerk confirmed that a formal letter of resignation has been received from Melvin Amoss. A Notice of Vacancy was displayed in the noticeboard on 04 October 2016. If by 24 October 2016 a request for an election to fill the vacancy is made in writing to the Returning Officer at Babergh District Council by ten electors an election will be held to fill the vacancy, otherwise the vacancy can be filled by co-option. Following 24 October 2016 the post will be advertised. The Council agreed that a letter of thanks for service should be sent to MA. ACTION: Clerk to send letter PC 09.16.15 PRECEPT REFERENDUM CONSULTATION The Chair and AM outlined the consultation documentation received via SALC about proposed precept referendums. Following discussion it was agreed that a small working group (AM, RC and LL) would meet to prepare and submit a response to the consultation. ACTION: Make response to consultation DATE OF NEXT MEETING Wednesday 02 November 2016, 7.30pm at Brantham Village Hall. The meeting closed to the public at 9.11pm Page 7 of 11
SIGNED DATED Page 8 of 11
ACTIONS MINUTE NO. ACTION Who PC 09.16.08 (2) Research and purchase sleeves for play equipment posts at GPL Clerk Play area PC 10.16.07 Add funding of Accident Reduction Scheme to agenda of next Finance Committee meeting Clerk PC 10.16.07 Contact Step on Safety to discuss the building work on Factory Lane AM PC 10.16.09 (1) Raise concerns that notification had not been received with SCC Clerk PC 10.16.09 (1) Complete changeover of website from SCC to CAS Clerk PC 10.16.09 (2) Liaise with English Rose Ltd to get goal post installed at GPL Play area Recreation Committee PC 10.16.09 (5) Arrange payment from Brantham Cubs daffodil planting Clerk PC 10.16.09 (5) Ask the Cub pack to inform the Council when planting would take Clerk place so that options for diversifying the planting could be considered PC 10.16.09 (6) Write to SCC/Network Rail raising concerns about the closing of the Clerk Railway crossing at The Forge PC 10.16.09 (9) Request a copy of the minutes of the BLC AGM RC PC 10.16.14 Write letter of thanks to MA Clerk PC 10.16.15 Prepare and submit a response to the Precept consultation AM, RC, LL Page 9 of 11
APPENDIX A FINANCE REPORT ACCOUNTS AGREED FOR PAYMENT Chq/Debit NET VAT TOTAL Powers Used Card/SO Parish Clerk Salary SO 784.09 784.09 LGA 1972 Parish Clerk Office SO 20.00 20.00 LGA 1972 Responsible Finance Officer Salary 003158 139.99 139.99 LGA 1972 Phil Wainwright Litter Picker SO 157.73 157.73 Open Spaces Act 1906, ss.9 and 10 Deborah Scarff Litter Picker SO 193.47 189.56 Open Spaces Act 1906, ss.9 and 10 B.M.L Maintenance Payment SO 139.99 139.99 Public Health Act 1875, s.164 B.M.L Maintenance Payment (additional due to bank error) 003159 192.01 192.01 Public Health Act 1875, s.164 P. Brackley Grounds maintenance (September 2016) 003160 835.00 835.00 Public Health Act 1875, s.164 East Bergholt Heartwatch (New defibrulator pads as per minute no. PC 09.16.08) 003161 67.85 13.57 81.42 General Power of Competence Localism Act 2011 ss.1-8 Office Depot (Paper for clerk and printer cartridges 003162 92.75 18.55 111.30 LGA 1972 for RFO) Vertas (Grass cutting at GPL Play area) 003163 47.70 9.54 57.24 Public Health Act 1875,. 164 ACCOUNTS PAID SINCE THE LAST MEETING B&Q (purchase of cement as payment for borrowing of pressure washer) Chq/Debit Card/SO NET VAT TOTAL Powers Used Debit card 47.30 47.30 General Power of Competence Localism Act 2011 ss. 1-8 RECEIPTS RECEIVED SINCE THE LAST TOTAL MEETING Bank Interest 3.87 Brantham Management Ltd 375.00 (Monthly Maintenance Payment) Highcliff Veterinary Practice 1250.00 (Annual rent payment) Babergh District Council 21,630.00 (Second Half of precept for 2016-17) Page 10 of 11
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