WICKHAM MARKET PARISH COUNCIL
MINUTES OF THE PARISH COUNCIL MEETING HELD ON MONDAY
19TH NOVEMBER 2012 AT 7:30PM IN WICKHAM MARKET VILLAGE HALL, COMMITTEE ROOM
Present: Cllr Colin Tucker (Chairman)
Cllr Jill Evans Cllr Brian Nobbs
Cllr Robin Cooke Cllr Graham Jones
Cllr Edna Salmon Cllr John Ridd
Cllr Michael Roseveare Cllr Peter Stone
In attendance: Joanne Jones - Parish Clerk. County Cllr Michael Bond, District Cllr Bryan Hall. There were 2 members of the public present.
Welcome by the Chairman
Open Public Session
No questions were asked.
Apologies were Accepted from Cllr Frances Etheridge and Cllr Val Pizzey
The Chairman reported that due to health reasons Mr Michael Manning had resigned from the Parish Council. The Members sent him best wishes for the future. The Chairman confirmed that Mr Manning was a representative on both the Planning Committee and Cemetery Group and therefore these positions would need to be filled. It was Agreed that this matter would be deferred to the next Parish Council meeting.
To receive Councillors Declarations of Interest
The Chairman declared a Non-Pecuniary Interest in item 16.1 Nominative Trustee to the Wickham Market Relief in Need and Town Lands Trust Charities and a Pecuniary Interest in item 16.2 - EDF Energy's Public Consultation on Sizewell C.
To Consider any Dispensations
The Chairman had applied to the Clerk for dispensation to report on matters relating to the Wickham Market Relief in Need and Town Lands Trust Charities and EDF Energy's Public Consultation on Sizewell C. This dispensation had been GRANTED.
To Approve the draft minutes of the Parish Council meeting held on Monday 17th September 2012 and the draft minutes of the Extraordinary Council meeting held on Tuesday 30th October 2012
The draft minutes of the meeting held on Monday 17th September 2012 were Proposed for Approval without amendment by Cllr Jones, Seconded by Cllr Nobbs. The minutes were duly signed by the Chairman as a true record of the meeting. The draft minutes of the Extraordinary Council meeting held on Tuesday 30th October 2012 were Proposed for Approval without amendment by Cllr Nobbs, Seconded by Cllr Salmon. The minutes were duly signed by the Chairman as a true record of the meeting.
Parish Council Co-option
The Chairman advised that he had received one nomination for this position from Mr Alan Biddle. It was Proposed by Cllr Nobbs, Seconded by Cllr Stone and RESOLVED that Mr Biddle be Co-opted onto the Council. All in Favour. The Clerk provided details regarding the procedure for advertising the vacancy that had arisen from Mr Manning's resignation.
To receive a report from County Councillor Michael Bond
County Cllr Bond's report had been circulated to all Councillors with e-mail prior to the meeting. Cllr Bond reported on the future of Lehmann House and confirmed that it would stay within the ownership of Suffolk County Council. He provided details regarding the new standard requirements for care homes and advised that, to date, he was not aware of what would happen to the current building once the residents had move out, but assured the Chairman that he would keep the Parish Council informed. The Chairman thanked County Cllr Bond for his report.
To receive a report from Suffolk Coastal District Councillor Bryan Hall
District Cllr Hall's report had been circulated to all Councillors with e-mail prior to the meeting. Cllr Hall advised that SCDC's Business Plan was due to be distributed to which he gave details. He also confirmed that this document would be available to view on SCDC's website. Cllr Hall gave details regarding a forthcoming Scrutiny Housing meeting that was due to be held on Thursday 29th November 2012 and confirmed that as he was unable to attend this meeting that Cllr John Ridd had kindly volunteered to attend this meeting on behalf of Wickham Market. He reported that he had requested for statistic information regarding car parking charges within Wickham Market from SCDC. Cllr Ridd raised concerns regarding the lack of connection between Wickham Market Railway station and the Village Centre. Cllr Hall confirmed that Wickham Market Partnership had tried to run the LINKS demand bus service between the two destinations but due to the low number of visitors using this service this had been discontinued. Cllr Hall reported that he hoped it would be possible to liaise with the relevant bus companies in order to implement a future bus service from the station to Wickham Market centre and also to and from Rendlesham. He advised that he had chased Flagship Housing regarding Deben Court but, to date, no decision had been made. Cllr Salmon stated that she hoped this issue would be raised at the Housing Scrutiny meeting. Cllr Hall confirmed that this matter would certainly be considered at this meeting. The Chairman thanked District Cllr Hall for his report.
Matters arising from the previous minutes:-
Parish Plan Working Group - Further to the presentation given by Gillian Benjamin from Suffolk ACRE on Thursday 15th November 2012 - To consider the formation of a Working Group and the process of implementing a Parish Plan
The Chairman reported that a very informative meeting had been held with Gillian Benjamin from Suffolk Acre and confirmed that the 1st stage would be for the Parish Council to hold an Open Public Meeting in order to establish the issues relevant to Wickham Market that should be included within the plan. He advised that following on from the Open Public Meeting that a Steering group would be formed in order to implement the plan which he estimated would take between 18 months to 2 years. There was a brief discussion regarding the Wickham Market Towns Initiative Plan to which District Cllr Bryan Hall provided further details. The Chairman recommended that the Steering Group should include at least one or two Parish Councillors. It was agreed that the Open Public Meeting would be held in the New Year and it was RESOLVED that the Parish Council would fund the meeting room costs for this meeting.
Village Hall Fund Raising Steering Group - Progress and update since the last meeting Cllr Roseveare reported that he had attended a meeting with Mrs Margaret Holland and advised that she had confirmed that the Village Hall was not currently paying its way as rentals were going down. He gave details of surveys that had been carried and confirmed that a Chartered Surveyor had looked at the building and estimated that refurbishment costs would be in the region of £185,000 and to build new it would cost three times this amount. Cllr Salmon made enquiries regarding potential grant funding. Cllr Roseveare gave details regarding SCDC's s.106 Sports fund and it was also suggested that the Committee should involve the Football Club in order to obtain further grants. Cllr Stone raised concerns regarding this matter and suggested than a plan should be produced including a time scale for the project in order for the Parish Council to consider. It was also suggested that this matter should be included within the Parish Plan.
To Consider Part Funding for a Match Funded PCSO - Further to the last Parish Council meeting whereby Cllr Jones felt that to ensure good behaviour on the Market Hill area would be for the Parish Council to consider the match funding of a PCSO to patrol this and a neighbouring village at a cost of around £7,000 per annum - (Mr Leigh Jenkins - Suffolk Constabulary in attendance)
Cllr Jones confirmed that he had circulated details to all Councillors regarding this matter prior to the meeting. The Chairman closed the meeting and welcomed Mr Leigh Jenkins (Suffolk Constabulary). Leigh Jenkins gave further details regarding the scheme and the Service Level Agreement document and confirmed that Rendlesham Parish Council were interested in entering into a part funded PSCO with Wickham Market Parish Council. The Chairman thanked Mr Jenkins for his comments and reconvened the meeting. There was an in-depth discussion and it was RESOLVED that the Parish Council would not enter into this scheme as some Council members felt that it would not be suitable for Wickham Market and that it would also cause for a significant rise in the parish precept. 2 In Favour of the scheme, 7 Against. It was agreed that this matter should also be considered within the Parish Plan questionnaire. The Chairman thanked Mr Jenkins for attending the meeting
The Chairman advised that a letter had been received from Suffolk Coastal Services Ltd regarding the future payments for Recyclable Materials collected from the ‘bring site' and confirmed that due to continued financial pressures that with effect from 1 April 2012 no payments have been given and that no further payments will be paid in respect of these sites.
Consideration for the Parish Council to write to SCDC in order to request that the Car Park Charges on Market Hill are reduced
The Chairman requested that Cllr Hall provided details of the relevant figures, once received, in order for the Clerk to write to SCDC regarding this matter. Cllr Evans advised that Waveney District Council had implemented a scheme whereby the 1st hour of parking was free and suggested that this maybe a favourable scheme to be implemented on the Market Hill.
The Chairman closed the meeting in order to receive a police report from John Hoe. A report was given by John Hoe which confirmed there had been 12 crimes since the last meeting on 17th September 2012. He advised that he had recently attended the Priority Setting Community Panel meeting and confirmed that he had secured Wickham Market to be included on the priorities list for a further 3 months. Concerns were raised regarding the procedure for reporting crimes through 101 and John Hoe advised that he would raise this matter at the next tasking meeting. He stated that residents should continue to report all crimes immediately to Suffolk Constabulary. The Chairman thanked John Hoe for his report and reconvened the meeting.
Sport and Leisure Matters
The Chairman gave details regarding correspondence received from SCDC regarding s.106 Sports and Play funds.
Applications considered since the last meeting:-
Application No: C12/1897 - 86-88 High St, Wickham Market. IP13 0QU - Proposed reinstatement of separate dwellings previously converted to one single dwelling. The Planning Committee had No Objections to this application. This Application has been Granted by SCDC.
Application No: C12/2124 - Part Side Garden, 30 King Edward Ave, Wickham Market -
Proposed new dwelling in side garden. The Planning Committee had No Objections to this application.
Application No: C12/2123 - Land South of Featherbroom Gardens, High St, Wickham Market - Erection of residential development of the site to provide 65 dwellings with associated car parking, open space, landscaping and new access arrangements. This application was considered by the Parish Council at an Extraordinary Council meeting held on 30th October 2012 - The Parish Council recommended Approval for this application, subjects to matters for consideration.
Update on existing applications since the last meeting:-
Application No: C12/0869 - Land at 202 High Street, Wickham Market - Erection of a detached dwelling and associated detached cartlodge and store. The Planning Committee requested that the construction of the driveway should not detrimentally affect the neighbouring mature trees. This Application has been Granted by SCDC with 10 Conditions.
Application No: C12/0853 - Parma Industries, 123 High Street, Wickham Market. IP13 0RD - Erection of 11 residential dwellings. (Existing buildings to be removed) (Revised scheme). The Planning Committee Objected to this application on the grounds that they felt that the properties fronting the High Street were still too high and therefore this proposal would create overshadowing of the properties on the other side of the road leading to a loss of natural light and suggested that these properties should be moved further back from the road. No decision has been made by SCDC, to date.
Application No: C10/3239 - Former RAF Bentwaters, Bentwaters Park, Rendlesham - Change of use of buildings and land and moving a section of fence. The Planning Committee Objected to this application on the grounds of increased HGV and vehicular traffic through the village). No decision has been made by SCDC, to date.
Application No: C12/1281 - Hill House, 52 High Street, Wickham Market. IP13 0QT - Demolition of existing conservatory and replacement with a brick base with timber framed conservatory to match rear elevation. The Planning Committee had No Objections to this application. This application has been Granted by SCDC with 3 Conditions.
Application No: C12/1527 - 14-18 High Street, Wickham Market. IP13 0HE - Erection of pole mounted fascia and wall mounted signs to new Co-operative supermarket. The Planning Committee had No Objections to this application. This application has been Granted by SCDC with 5 Conditions.
Application No: C12/1367 - Marlow House, 38 High Street, Wickham Market. IP13 0QS - Alterations and additions to include replacement of kitchen door and replacement of some secondary glazing in sitting room. The Planning Committee had No Objections to this application. This application has been Granted by SCDC with 2 Conditions.
The Chairman suggested going forward that Planning Matters should be included as a separate appendix.
The Chairman reported that the Allotment Rents had now been collected and that a follow up letter would be sent to any tenants with rents outstanding at the end of November 2012.
To consider the filling in of the tracks at Simons Cross Allotments in order to prevent damage to vehicles. The Chairman advised that a request had been received from Mr Bernard Catchpole. Cllr Stone confirmed that he was in the process of trying to get some scalpings from SCDC. It was agreed that Cllr Stone would provide an update regarding this matter at the next meeting.
Terms and Conditions of Tenancy Agreement - To receive comments from Cllr Stone The Chairman advised that Cllr Stone had recently attended a course regarding this matter. Cllr Stone recommended that the Allotment Group should meet to discuss this matter in order for the Tenancy Agreements to be updated in negotiation with the Allotment Association.
Future maintenance to the Garden of Remembrance
The Chairman provided details regarding this area and advised that Terry Peake had recommended a local contractor who was willing to carry out general maintenance to this area for a rate of £12 per hour. Approval was Proposed by Cllr Stone, Seconded by Cllr Cooke and it was RESOLVED that the Clerk would instruct the local contractor to carry out the necessary work.
To consider correspondence received regarding the upkeep of the cemetery
The Chairman gave details of correspondence received regarding damage that had been made to her child's grave. He advised that the lady felt that this damage may have been caused by Suffolk Coastal Services whilst they were carrying out their grass cutting duties. It was agreed that a bouquet of flowers would be sent and that the Clerk would write to Suffolk Coastal Services.
Flooding on Dallinghoo Rd - To receive an update
The Chairman reported that Suffolk County Highways had now confirmed that work was due to be carried out to which he gave details. County Cllr Bond also advised that the Highways Dept were considering additional drainage in order to resolve this on-going problem.
Cllr Nobbs raised concerns regarding the amount of illegal signs at the roundabout on the approach from the A12. The Clerk advised that she would report this matter to Suffolk County Highways.
Finance and Legal Matters
Bi- monthly accounts - September/October 2012
These had been circulated to all Councillors prior to the meeting. Approval was Proposed by Cllr Jones, Seconded by Cllr Ridd. The Chairman confirmed that a Finance Group meeting would be held in the near future to discuss the 2013/14 budget in order for this matter to be considered and Approved at the January 2013 Council meeting when setting the precept. The Chairman urged all Councillors to attend the forthcoming Councillor training sessions.
To consider and Adopt the revised Standing Orders and Financial Regulations
These documents had been circulated to all Councillors prior to the meeting. The Chairman gave details regarding these documents and Approval was Proposed by Cllr Roseveare, Seconded by Cllr Ridd. These documents were duly Adopted by the Council.
To consider a third signatory for the Barclays Bank Account due to the retirement of the former Clerk Alan Biddle. It was Proposed by Cllr Jones, Seconded by Nobbs and RESOLVED that Alan Biddle would remain as a signatory. The Clerk confirmed that she would write to Barclays in order to for them to amend Mr Biddle's position from Clerk to Councillor.
To consider the implementation of monthly Council meetings with effect from January 2013 - The Chairman advised that it had been suggested by some Councillors at the last meeting that monthly meetings should be held. Cllr Pete Stone advised that he felt that monthly meetings should be implemented due to the length of the current agendas and suggested that the Parish Council should trial this for one year and then review. The Chairman stated that he did not want to personally change to monthly meetings due to his current workload. He advised that he did not feel monthly meetings would be beneficial and recommended that a Committees scheme could be implemented in order to discuss important issues and work effectively. He recommended that the Clerk should make enquiries to other Councils regarding this matter and it was Agreed that a draft Terms of Reference for a proposed Committee's scheme would be presented at the January 2013 Council meeting. There was a brief discussion regarding how often other Councils meet and the advantages of a Committee scheme and it was Agreed that if needed Extraordinary meetings could be held and that bi-monthly meetings would remain.
To consider making a donation to the Rural Coffee Caravan Information Project
It was RESOLVED that as this would not directly benefit Wickham Market Parishioners that no donation would be given.
To consider a request for funding for the village Christmas Tree
Cllr Evans gave details regarding funding sought to date and advised that there was a shortfall of £39.00 and therefore she asked for a donation from the Parish Council for £109.00. It was Proposed by Cllr Stone, Seconded by Cllr Cooke and RESOLVED that £109.00 should be donated. There was a brief discussion regarding the Xmas tree lights and it was suggested that these should be replaced. Cllr Nobbs volunteered to fund replacement lights.
Nominative Trustee to the Wickham Market Relief in Need and Town Lands Trust Charities - To consider re-electing Mr David Hall as the Nominative Trustee from February 2013.
The Chairman gave details and recommended that the Parish Council should Approve to re-nominate Mr David Hall for this position. It was Proposed by Cllr Salmon, Seconded by Cllr Jones and RESOLVED that Mr David Hall should be re-elected.
EDF Energy's Public Consultation on Sizewell C
The Chairman gave details regarding this matter and advised that a Community Forum had been set up for the Chairman of all nearby Parish Councils. He stated that due to his Pecuniary Interest regarding this matter that he felt uncomfortable attending these meetings and therefore Cllr Roseveare had volunteered to attend these on his behalf.
A letter had been received from John Hoe with a request from the Wickham Market Good Neighbours Scheme for the Parish Council to consider a grant of £250.00 from the remaining Outreach Fund in order for them to purchase an information package to advertise their befriending and respite care service. Approval was Proposed by Cllr Roseveare, Seconded by Cllr Cooke. RESOLVED.
Cllr Evans reported that she had received a request regarding the 2013 Italian Market. She confirmed that the proposed date for this event to be held was Saturday 22nd June 2013. There were No Objections to this request. She advised that the Car Park would need to be closed in order to hold this event and it was agreed that this matter would be an Agenda item at the next meeting.
Open Public Session
John Hoe gave details of future police events being held within the local area.
Items for the next meeting
It was agreed that both Speeding restrictions on roads within Wickham Market and an update on the Finger Post would be included within the next agenda.
The Chairman thanked members of the public for their attendance and formally closed the meeting at 9:45pm
The next meeting of Wickham Market Parish Council will be held on Monday 21st January 2013 at 7:30pm in Wickham Market Village Hall, Committee Room