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Minutes of a Meeting of the Wickhambrook Parish Council
25th September 2003 at 7.30 p.m. in All Saints Church Meeting
Room |
Present
Cllrs. J. Wilson (Chairman), K. Merritt, A. Harrison, S. Sumner,
J. Claydon
District Cllr. D. Redhead
Clerk P. Miller.
1. Apologies for absence
Cllr. P. Bevan, County Cllr. J. Midwood, Community Beat Officer
PC M. England
2. Minutes of Meeting of 28th
August
At District Cllr. Redhead’s request minute 12.4.2 was
corrected to read “County Cllr. J. Midwood reported…”
instead of “ District Cllr. Redhead reported…”.
The previously issued minutes were then taken as read and signed.
3. Matters arising.
With reference to minute 5.1.3, Cllr. Claydon reported that
he had issued a wayleave for the telephone lines at the end
of the microlight runway to be installed underground.
4. Minutes of Extraordinary Meeting of 17th September
The previously issued minutes were taken as read and signed.
5. Matters arising.
There were no matters arising.
6. Declarations
of interest in agenda items.
There were no declarations of interest
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ACTION |
7. Register of Interests
The Clerk reported that he was awaiting two cllrs. registrations. |
JC, JWa |
8. Reports
8.1 County Cllr.
The Clerk presented a report on behalf of the County Cllr. |
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| 8.1.1 Libraries opening hours. Newmarket Library starts Sunday
opening from 28th September. Haverhill will start in October.
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| 8.1.2 Report on roadside hedges included under minute 16.
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| 8.2 District Cllr. |
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8.2.1 Cattle Market development. Concerned that the new Borough
Council administration had approved an increase for public buildings
from £9M to £16M. Car parking provision has not
been properly considered – suggested underground parking
has cost implications.
There is talk of demolishing two shops and the Post Office (listed
building) to open up the vista between the old and new shopping
areas. This is likely to be very costly.
He had expressed the view in council that he does not believe
that there is public support for such high levels of Borough
expenditure – each £1M expenditure puts £40,000
on Council Tax. |
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8.3 Community Beat Officer
The Clerk presented a report on behalf of the Community Beat
Officer |
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8.3.1 Dumped cars. Following a complaint from a resident he
had contacted the owner of one of the cars requesting its removal
and requested the Borough Council to attach a removal notice
to the vehicle.
The second car displays current road tax and is parked legally
so no action can be taken. |
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| 8.3.2 Report on Neighbourhood Watch included under minute
18. |
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9. Clerk’s Report
9.1 Indemnity insurance consultation. Circulated. In response
to a question from Cllr. Sumner, the Clerk advised that the
current insurance includes Officials Indemnity. This provides
cover for cllrs. in pursuit of their official duties including
appointment as representative to other bodies e.g. the MSC.
Other trustees of the MSC should take up their position with
that body. |
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| 9.2 Leisure Services consultation. Circulated. No action required.
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| 9.3 Water Quality report. Circulated. No action required.
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| 9.4 Code of Conduct video. Circulated. No action required.
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| 9.5 SALC Area Meeting minutes. On circulation. |
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| 9.6 Legal Topic note – cllrs. allowances. On circulation.
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| 9.7 Code of Practice – complaints procedure. On circulation.
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| 9.8 Suffolk Preservation Society News. On circulation. |
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| 9.9 Suffolk ACRE annual report. On circulation. |
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| 9.10 Local Transport Plan. On circulation. |
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| 9.11 Suffolk Wildlife Trust annual report. On circulation.
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9.12 The Local Channel (‘free’ website). On circulation
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| 9.13 Clopton/Bury Road notice board/seat. Reply awaited from
developers. |
Clerk |
| 9.14 Countryside Act – provisional map. To be circulated.
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Clerk |
| 9.15 Ponds seminar, 8th November. Details to be circulated. |
Clerk |
| 9.16 Risk Assessment course, 22nd October. Details to be circulated
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Clerk |
9.17 Clerk’s Training course, 29th/30th October. Attendance
approved. Most of the course cost will be met from payment for
a previously cancelled course.
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Clerk |
10. Finance
10.1 The following payments were approved: |
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| 10.1.1 1061 P. Miller Clerk’s salary 1st July –
30th September 645.92 |
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| 10.1.2 1062 P. Miller Clerk’s home/office costs 45.00
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| 10.1.3 1063 P. Miller Car expenses – independent audit
101.76 |
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| The Clerk reported that the challenged invoice from Powergen
for the electricity supply to the chapel was still unresolved.
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Clerk |
10.2 Donation of equipment to the Youth Club. The Clerk reported
that the Sony Playstation, table tennis table and secure storage
box had been purchased and delivered to the Club.
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| 10.3 Bank mandates. Specimen signatures were provided by all
cllrs. present. The Clerk was instructed to obtain outstanding
signatures. |
Clerk |
| The Clerk issued new party identification forms and advised
that due to a change in procedures, cllrs. are now required
to present the forms to the bank in person. |
AH, SS, JWa |
| 10.4 Audit for year ending 31st March 2003 |
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10.4.1 Independent ‘internal’ audit. The Clerk
reported that the independent audit had been carried out by
Heelis and Lodge but that he had not yet received their report.
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Clerk |
| 10.4.2 Statement of Accounts. The figures prepared by the
Clerk for the Annual Return were approved. |
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| 10.4.2 Statement of Assurance. Cllrs. agreed their response
to this section of the Annual Return. |
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| 10.4.3 Submission to Lubbock Fine. Resolved that the Annual
Return be submitted via Heelis and Lodge for their completion
of the Internal Audit Report. |
Clerk |
11. Planning
11.1 The following application granted/refused by the Borough
Council were noted |
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| 11.1.1 SE/03/2596/P – Springwood, Cloak Lane –
new dwelling – refused |
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| 11.1.2 SE/03/2700/P – Crow Cottage – swimming
pool – granted |
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| 11.1.3 SE/03/2738/P – New House Farmyard – change
of use and new dwellings - withdrawn |
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| 11.1.4 SE/03/2771/LB – Wakelins, Genesis Green –
wood store – granted |
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11.1.5 SE/03/2744/LB – Wakelins, retention of various
works - refused
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12. Estates Committee
12.1 Minutes of the meeting of 9th September had been issued.
No matters were raised. |
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| 12.2 Teen Project progress. The order had been placed with
EIBE. Confirmation of installation date awaited. |
Clerk |
12.3 Six acres sports agreements. To be submitted for signature
by the Bowls and Tennis clubs.
Cllr. Claydon reported that, as chairman of the MSC he had received
a letter indicating that the Bowls Club would not be making
payments to the MSC once their agreement is in place. Cllr.
Wilson confirmed that in drawing up the agreements there was
no intention to deprive the MSC of funds and that charges for
use of the access road and the MSC Pavilion should not be affected.
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Clerk |
| Agreed that the Clerk raise the matter with the Bowls Club
when presenting the agreements for signature. |
Clerk |
13. MSC
13.1 Representatives report. Cllr. Sumner reported that the
AGM had been interesting, though poorly attended. There had
been some lively debate and some feeling expressed that the
committee should have been involved in drawing up the agreements
with the sports clubs using the six acres.
Cllr. Wilson commented that since the Parish Council and the
clubs concerned are represented on the MSC the committee should
have been adequately informed. |
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13.2 Funds. Concern was expressed at the level of revenue
income and the question raised of financial assistance from
the Parish Council with the replacement of guttering etc. A
previous application had been refused due to lack of funds but
it had been agreed that a bid could be considered in preparing
the 2003/2004 budget.
The Clerk requested that such a bid be submitted to him as soon
as possible as the draft budget will be prepared for consideration
at the Parish Council meeting in October. |
SS/JC |
14. Tree Warden’s report
The Clerk reported on behalf of the Tree Warden that he would
be liaising with the grounds maintenance contractor regarding
suggested removal/pruning of some trees.
15.
United Charities representatives report
Cllr. Wilson reported that revised quotes had been received
for oil fired central heating as required by the Borough in
order for a grant to be awarded.
16. Hedges,
Verges, Roads and Drains
16.1 There having been no change on the various issues discussed
at the August 28th meeting the Clerk was instructed to follow
up as appropriate.
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Clerk |
| 16.2 County Cllr. Midwood had reported that she had drawn
to the attention of the West Area Highways manager issues
of local concern and that he had asked to be informed of landowner
details where appropriate so that statutory letters can be
issued. |
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| 16.3 Highways attendance at a Parish Council meeting. The
Clerk reported that he had not yet had an opportunity to request
this but would do so for the next meeting. |
Clerk |
16.4 Hedge cutting by Parish Council. Cllr. Wilson suggested
that it might be appropriate to arrange cutting for residents
unable to do the work themselves.
The Clerk advised that there was no money allocated in the current
year and it would be necessary to budget for it in 2003/4. He
also voiced concern that the amount of work needed could escalate
as residents, and possibly other agencies, become aware that
the Parish Council had taken on this responsibility.
It was resolved that this issue be held in abeyance to allow
Highways to take action.
17. Rights of Way
17.1 Claimed by-way. The Clerk reported that the establishment
of the claimed by-way from Rookery Farm along the parish boundary
to the U7058 had been recommended by the County Council although
it would probably be several months before an order for modification
of the definitive map is made due to a backlog of such orders.
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18. Neighbourhood Watch
The Clerk reported on behalf of the Community Beat Officer
that he accepted some responsibility for not keeping the Neighbourhood
Watch Co-ordinator better informed but that the lack of feedback
had raised questions of the effectiveness of the scheme. Is
the scheme meeting the expectations of the Parish Council
and residents? Would a survey help to establish what these
expectations are? A survey letter is available and has been
used elsewhere.
It was resolved that the Neighbourhood Watch Co-ordinator
be invited to attend the next Parish Council meeting do discuss
his concerns.
19. Date of next meeting
Thursday 30th October, 7.30 p.m. in All Saints Church Meeting
Room
20. Dates of subsequent meetings
27th November; 18th December
21. Any other business
21.1 Cllr. Sumner voiced concern at the dumping of soil and
rubble on a field alongside Shop Hill. He considered the rubble
to be particularly unsightly.
It was believed that this was being dumped by the owner of
the field so nothing official could be done. However the landowner
could be asked to remove or disguise the rubble. |
Clerk |
| Meeting closed at 9.25 p.m. |
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