Minutes of the Parish Council meeting held at the Village Hall on Monday, 6th March 2023 at 7.30pm.
- Present
- Councillors: M Gillett (Chair), D Turner, H Stanford, H Glasse, S Baker, S Budd, M Mann, K Wilkinson, A Stevens
- In Attendance
- S Morley – District Cllr, T Turner (Village Hall)
ES140/22/23 – To Receive Apologies of Absence
Apologies had been received from County Cllr Hicks.
ES141/22/23 – To Receive Declarations of Interest
None had been received.
ES142/22/23 – To Receive Applications for Dispensation
None had been received.
ES143/22/23 – To Approve the Minutes of the Meetings Held on 9th January and 6th February 2023
It was AGREED: That the minutes of the meetings held on 6th March 2023 and 6th February 2023 be approved as a true record and signed by the Chairman.
ES144/22/23 – Public Forum
One member of the public was present.
ES145/22/23 – To Receive the County Councillor’s Report – Cllr Hicks
Cllr Hicks was not present at the meeting and a report had not yet been received.
ES146/22/23 – To Receive the District Councillor’s Report – Cllr Morley
Cllr Morley circulated her report prior to the meeting and briefly went through the report’s main points as follows:
- Council Tax Freeze plus £2m for energy saving measures
- New £12m depot would “future proof” services for residents
- New service aims to turn more than 1,000 empty houses into homes
- First look at culture, heritage and visitor economy strategy for Babergh and Mid Suffolk
- Suffolk Councils secure £2.2m to improve tenants’ quality of life
- Elections
- Voter ID Requirements
Cllr Morley’s full report would be available to view on the village website.
ES147/22/23 – To Receive the Clerk’s Report and Financial Matters
a) Clerk’s Report
The Clerk briefed members on the Elections process.
b) To Receive the Clerk’s Financial Report
The Clerk reported on the Council’s current financial position and movements since the last meeting. It was reported that the balance in the accounts on 27th February 2023 was £8,249.54.
c) To Authorise Payments and Note Receipts
The Clerk reported the following payments be authorised:
- Jennie Blackburn - Clerk's Pay (Feb) - £280.75
- Jennie Blackburn - Clerk's Office Allowance/Exp (Feb) - £26.00
- Community Heartbeat Trust - Pads for Defib (inc. spare) - £302.40
- Tuddenham Press - Recorder Printing - £185.00
- D Turner - Recorder Expenses - £35.00
- Jennie Blackburn - Clerk's Pay (Mar) - £280.75
- Jennie Blackburn - Clerk's Office Allowance/Exp (Mar) - £33.22
It was AGREED: That payments totaling £1,143.12.
The following receipts were also noted:
- My Care - Recorder Advert payment - £30.00
- MSDC - Locality Budget Funding - £1,081.00
d) Internal Auditor for 2022/23
It was AGREED: That Trevor Brown CPFA (Local Council Financial Services & Internal Audit) be appointed as auditor for the purposes of the 2022/23 audit.
e) External Audit Arrangements 2022/23
It was AGREED: That the same arrangements applied for external audit arrangements as last year, that the Parish Council did not need an external audit and therefore be classed as exempt.
ES148/22/23 – Policies and Procedures
a) Review of Internal Audit Control and Risk Management Arrangements
It was AGREED: That the Internal Audit Control and Risk Management Arrangements were reviewed and approved.
b) Financial Regulations and Standing Orders
It was AGREED: That the Financial Regulations and Standing Orders be approved and adopted.
ES149/22/23 – Planning Applications
None had been received.
ES150/22/23 – Planning Decisions
None had been received.
ES151/22/23 – Allotments
Cllr Gillett reminded members that one of the tenants had approached the Parish Council via email in relation to sub-letting part of his allotment land. Members had commented via email with their views in relation to whether they thought it would be appropriate.
Registration of the allotment land in the parish was briefly discussed. Documentation showed the administration of the land being taken over by the Parish Council back in 1894.
The Clerk reported that she had been approached by the daughter of one of the garden allotment tenants, Mr Stiff, who had passed away towards the end of last year. The daughter wished to carry on with the tenancy for the remainder of the year and would review her position when the next payment was due.
It was AGREED: That sub-letting would not be appropriate and was against the Tenancy Agreement all tenants had signed.
That no further action for land registration was required at this time.
That Mr Stiff’s daughter carry on the tenancy of the garden allotment. Clerk to inform.
ES152/22/23 – King’s Coronation
Tony Turner reported that a sub-committee had been set up with the people who put together the Platinum Jubilee last year. Celebrations would consist of dinner on the Friday evening in the main hall, which would be decorated. The Theatre Guild would also be providing entertainment during the evening. Sunday would be a repeat of the Jubilee celebrations by way of a ‘bring and share lunch’ with a marquee being set up on the recreation ground. Tony also stated that people would be encouraged to decorate their houses and also ask that scarecrows could be made and erected around the village.
A flyer was being considered to ensure everyone in the village was made aware of the celebrations planned. Sundries such as serviettes etc and gifts for the children would be purchased.
Cllr Budd proposed that the Parish Council contribute towards the costs. All Agreed.
It was AGREED: That the Parish Council contribute £200 towards the Coronation Celebrations. Clerk to action
ES153/22/23 – Update on War Memorial
The Clerk reported that she continued to seek quotes for the re-pointing work to the War Memorial. She confirmed that the War Memorial Trust had stated that as the Memorial had been cleaned back in 2018, it did not need to be cleaned again at the present time. So only the repair works would be required.
ES154/22/23 – A1120 – Speeding/HGVs
Cllr Gillett reported that he had contacted the office of the Police and Crime Commissioner who had replied stating that the Safety Camera Team did currently have two enforcement sites on the A1120 at Earl Stonham, which were categorised as green sites, with an aim to visit the sites a minimum of once every six weeks for enforcement. The sites were outside the Village Hall and on the Village Green, and enforcement by the team had been carried out on a number of days in December 2022 and January 2023. In 2022, the Safety Camera Team detected a total of 321 offences.
Cllr Gillett also reported that he had been in touch with Josh White, Community Liaison Engineer, following Cllr Hicks’ recommendation and discussions had taken place in relation to signage and other options. The funding for those items such as white lining, existing roundel locations, repeater signs and the conditions of those signs would need to be explored.
In relation to HGVs Cllr Gillet stated that as it was an A road nothing could be done about the lorries unfortunately, apart from identifying any common companies that used the route.
The Community Speedwatch team had captured 231 cases of speeding during 2022, which had been passed over to the Police. Those consisted of motorists driving over 34 mph. The average speed was 41 mph.
In 2023 so far (three sessions) 54 motorists had been driving over 34 mph with the average speed being 40 mph. One motorist had been recorded as driving at 54 mph and one at 59 mph.
ES155/22/23 – Update on the Refurbishment of the Village Sign on the Green
The sign was currently being refurbished.
ES156/22/23 – Update on Street Lighting
The clerk updated members that so far a total of £3,622.17 of locality funding had been received, with £444 already spent on replacement of units 1 and 5.
A quote for the replacement of units 2, 3, 4 and 6 had been received of £2,606 (exc VAT).
Mal Garwood from Highways had informed the Clerk that a tender process had commenced and therefore the works would not be able to be carried out this financial year.
In relation to the village hall light, Tony Turner suggested that the materials could be ordered.
It was AGREED: That the Clerk liaise again with Mal Garwood asking for the works to be carried out asap. That materials be ordered for the village hall light replacement
ES157/22/23 – Village Hall
Cllr Turner reported that bookings were improving.
Tony Turner reported that in relation to overheads a loss of £1.50 an hour was being made due to increased electricity costs.
Tony also briefed members on the running of the car charger in the Village Hall car park. He stated that there were issues with various charges which had resulted in the charger not being a worthwhile addition to the Village Hall. He planned to discuss the issue with County Cllr Hicks.
ES158/22/23 – Update on Wooden Posts on Village Green
It was suggested that these should be replaced when an auger was hired for the Beacon and Village Hall street light post.
ES160/22/23 – Update on Footpaths
Cllr Gillett reported that the pathway between Wicks Lane and Blacksmiths Lane had been reported to Highways as the vegetation was narrowing the pathway. The Highways response was that the pathway did not meet the ‘Intervention Criteria’ and therefore works would not be carried out.
ES161/22/23 – Matters to be Brought to the Attention of the Council
- Fen Lane – road defects needed reporting
- Mill Lane – potholes needed reporting
- Balls Way – excessive amount of water on the road needed reporting
- Mothering Sunday church service – 19th March 2023
- Church walk from Creeting St Mary church to Earl Stonham church – Good Friday
- Easter Day – church service at 6am and Holy Communion Service at 11am
- Footpath Walk – 22nd April – Gold Route
Members expressed their thanks to Cllr Stevens and Cllr Glasse for all they had done whilst on the Parish Council. The two Councillors had confirmed that they would not be standing again at the next Elections on 4th May 2023.
ES162/22/23 – Date of Next Meeting
Monday, 15th May 2023 at 7.30pm
The meeting finished at 8.55pm.
Chairman: …………………………………………… Dated: …………………………………………