1. Welcome and Apologies
The Chair welcomed everyone to the meeting. Apologies for absence were received and accepted from Cllr. Watts (illness) and Cllr. Mann (family). County Councillor Burroughes also sent his apologies.
Tom Mountain has moved out of the village and has resigned as Parish Councillor. Action: Clerk to notify ESC of this.
- Present
- Matthew Lunn (Chair), Robert Wardley, Doris Dearing, Sam Steward, Rebecca Fox, John Calver, Lydia Kirk (clerk)
- Residents
- Jo Denton, Charles Denton, Pene Welham, Danny Keating
2. Declarations of Interest
John Calver declared an interest in item 13 as he is a neighbouring landowner.
3. Minutes of the Previous Meeting
The minutes of the Meeting of the Parish Council on 12th July 2021 were approved as a true record of the meeting and signed by the Chair.
4. Matters Arising
There were no matters arising.
5. Chair's Report
The Chair has thanked Tom Mountain for his time given as a Councillor. He asked Councillors to discuss the new vacancy with residents who may be interested in becoming a Parish Councillor.
The Chair has applied to Ward Councillor Freeman for funding to purchase a second Speed Indicator Device. He hopes to hear back from her shortly in this regard. Residents who live near the current SID have kindly taken on the tasks of charging and changing the battery when necessary.
The primary school has now self-funded improvements to the entrance of the school to make the area safer for children.
The Chair reported that following the clerk's letter to the resident regarding the aggressive dogs at Clay Hill, the owner has responded and the Chair is arranging to go and meet him to discuss this further.
6. Clerk's Report
The Clerk has attended SALC forums on climate change and on the Queen’s Green Canopy. SALC are keen to hear from Parish Councils regarding green initiatives they are implementing or considering. The forums will be held regularly and there are several outside agencies who can offer support and advice.
The clerk was pleased to report that Dennington has a new Village Recorder, Pene Welham, who will introduce herself in the Public Forum.
7. Responsible Financial Officer’s Report
a) Payments Approved
| Reference Number | Amount | Payee | Details |
|---|---|---|---|
| P11 21-22 | £13.20 | L. Kirk | 20 second class stamps |
| P12 21-22 | £131.76 | R. Wardley | Reimbursement for materials purchased to refurbish noticeboards: Replacement Perspex £94.07, black spray paint £32.69, socket £5.00 |
| P14 21-22 | £8.17 | R. Wardley | More paint for noticeboards |
Regarding payment 13, the insurance quotation from Came and Co was £708.97; an increase of over 50% from last year. This was discussed further at item 8.
b) Payments and Receipts
No payments have been made since the last meeting nor funds received.
c) Bank Balances
The bank balances as at 31.08.2021 were:
- Current Account £4,145.42
- Active Saver £7,923.81
- Equipment Account £5,459.89
d) Bank Reconciliation
The bank statements and bank reconciliation, as at 31.08.2021, were reviewed. With RW being a banking mandate, RF was appointed to be the Council’s Examining Officer to avoid a possible conflict of interest.
e) Receipts and Payments Account
The year-to-date receipts and payments account was considered alongside the budgeted figures.
f) Financial Regulations
The current Financial Regulations allow for online bank payments by two authorised officials. Mandates each need to ring Barclays to gain online access for bank payments, quoting the sort code and account number. They will then be sent a pin sentry device to enable them to log on. The clerk will send approved invoices to mandates for them to set-up online, with authorisation required by two officers.
8. Insurance
The Council’s current insurance provider has given a quotation that is over 50% higher than this year’s policy despite there being no claims or changes to our assets. The clerk has sought two alternative quotations which are both cheaper, although one doesn’t offer the same level of cover. Councillors considered the quotations. ML proposed proceeding with a 3-year long-term undertaking with Zurich at a cost of £497.11. This was seconded by JC and carried unanimously. The policy was considered fit for the Council’s needs and covered all its assets (excluding the Kubota mower) and included fidelity and public liability cover. This payment will be made online when access is granted.
9. Highways and Footpaths
RW has reported issues at Frostley Bridge which has now been damaged on both sides; by a snow plough last winter and more recently in a Road Traffic Collision. SCC have responded promptly and will action repairs when they have consent from the Environment Agency.
RW has straightened the directional sign near the Church which was damaged by a car 3 years ago. Despite being given full details of the vehicle who caused the damage, frustratingly, SCC still do not appear to have sorted this insurance claim and have failed to repair or replace the sign.
10. Land Management
Land management around the village was discussed. ML pointed out that land accessed by the public in the village is owned or managed by a number of different organisations. It would be useful to produce a plan of all of the land with details of who is responsible for each area so residents know who does what. Residents could also be asked their opinions regarding ongoing land management plans. NW sent comments advising that if land is not soon cut and cleared, this will adversely affect the growth of wildflowers next year. ML will ask Peter to cut and clear the wildflower strip along the edge of the green now that the flowers have seeded.
The Consolidated Charities Trust are in talks with Suffolk Wildlife Trust with a view to put together a land management plan which may include the planting of trees and wildflowers on their land behind the council houses along with land opposite the Village Hall.
11. Festival of Suffolk and Platinum Jubilee
The Festival of Suffolk and Platinum Jubilee was discussed. We are still looking for a Festival Champion to help organise a village event and report back to the Festival of Suffolk group. The Clerk attended a forum of the Queen’s Green Canopy which aims for as many people as possible to plant a tree for the Platinum Jubilee. Each tree will then be registered on a map of the UK and presented to the Queen as a lasting legacy from the event. There are free trees available from many organisations under the scheme but early ordering is advisable. The idea of each village organisation registering a tree was mooted.
Regarding a village get-together for the Jubilee, the Parish Council needs to liaise with other groups to see who is planning what and what support there is for holding an event. It has been proposed that village celebrations will take place on the Friday evening of the four-day Bank Holiday weekend.
12. Dog Waste Bins
The clerk has obtained a quotation of £225+VAT for a new dog waste bin, plus a £52 annual charge for weekly emptying charges. ML proposed purchasing 2 additional dog bins, to be partly funded by the CIL funding currently held. This was seconded by RW and carried unanimously. One will be located at the allotments and one on the footpath near Maypole Green. Action: RW to plot a location map and LK to order bins.
13. Planning Application
Planning application DC/21/4020/FUL Gay House Farm Laxfield Road was discussed. (JC left the room) Conversion and alteration of existing buildings to form a new dwelling, including upgrading of existing access. Councillors looked at the plans and supporting documentation. SS proposed supporting this application. This was seconded by RF and carried unanimously (JC invited back into meeting).
14. Correspondence
Correspondence received since the date of the last meeting was considered. A resident has requested an enclosed dog exercise area for the village and has offered to cut and maintain it. The PC doesn’t own any land, therefore cannot establish a dog park. Other land within the village that may be suitable is either in private ownership or held in trust for charitable purposes. These charitable purposes may constrain the relevant trustees with respect to land use. The applicant is requested to contact the landowners or trustees directly, to pursue this matter further.
Public Session
Reports from Ward and County Councillors were shared prior to the meeting. Pene Welham introduced herself as the new Village Recorder and asked attendees to pass her details of village news that might not be in the newsletter and leaflets from events in the village which will go with her reports to the Suffolk Archives.
Jo Denton stressed the urgency to start planning any Jubilee events now and to liaise with other village groups to see what they are organising. A committee needs forming to help move ideas forward.
15. Matters for the Next Meeting
- Additional Speed Indication Sign
- Village Platinum Jubilee events and commemorations
- Local recycling of Tetrapaks
16. Date of Next Meeting
The date of the next meeting was confirmed as 7.30pm on Monday 15th November 2021.
There being no further business, the Chairman thanked Councillors for attending and closed the meeting at 8.55pm.
Signed M Lunn 15th November 2021
Chairman Date