Councillors Richard Morris, Stephen Russell, Will Draper, Maciej Siarkowski, Roy Woodfine, Nick Harvey and Bill Woodhall. District Councillor Richard Winch and 29 members of the public also attended.
Chairman’s Introduction
Cllr Richard Morris welcomed the newly elected Parish Council with a special welcome to our new District Councillor Richard Winch. The Chairman also commented on how gratifying it was to have 29 residents attend.
Public Forum
None.
Following a complaint by a resident of St Mary’s Crescent to the Parish Council in April, the Parish Council agreed to invite all the residents of St Mary’s to give their opinions in response to the complaint. There followed a lengthy and heated discussion regarding the various elements of the original complaint but the overwhelming majority of the residents of St Mary’s Crescent had no complaints or queries and were fully behind the Parish Council and their management of the War Memorial, the public benches and the flower troughs. The residents assured the Parish Councillors that they didn’t want anything to change and were very comfortable with the status quo. Regarding the residents’ ownership of the two green spaces in front of St Mary’s Crescent the Parish Council suggested that it might be prudent for the residents to take legal advice regarding registering the green spaces on the Land Registry to avoid any confusion as to ownership in the future. The Parish Council could offer no further advice and considered the original complaint now closed.
None received.
Cllr Mellen submitted a report by email which was distributed to the Parish Councillors in his absence at another event.
Cllr Winch spoke of the District Council’s plans to clean up litter and cut fuel bills by way of extra insulation over the coming year. He also advised the Councillors of new plans and developments at the Jaynic site at Stanton and the likelihood of increased traffic through our villages – something to be monitored going forward.
Apologies
County Councillor Andy Mellen.
Declarations of Interest and Requests for Dispensations
Cllr Harvey re 7.2.
Cllr Harvey re 7.2.
Minutes
The Minutes of the meeting held on 9 May 2023 were approved and signed by the Chairman.
No matters arising.
Clerk’s Report and Correspondence
The Clerk had received a request from a resident regarding the lack of a litter bin at the Village Stores. The Clerk had written and visited the shop to request them to provide extra litter facilities in an attempt to keep our village tidy. The proprietors agreed to look into this.
Clarke’s of Walsham had generously agreed to sponsor three editions of the Broadsheet per annum and the Clerk would liaise with them regarding their sponsorship monies.
The draft Social Media Policy had been read by the Councillors and this was now approved and the Clerk was asked to load this onto our website. A further request for a policy on Freedom of Information requests was raised and the Clerk to look into draft documentation to be shared and adopted at a future meeting.
The Clerk had produced a draft CIL Grant Policy and a draft CIL Grant application form. After discussion it was agreed to adopt these two documents and the Clerk was asked to load these onto our website for future use. Whilst these formal documents were necessary in support of requests for funding, it was emphasised that informal advice and discussions with the Parish Council would be welcome from prospective applicants before completing the forms if required.
Environment
Cllr Russell confirmed that the Government have still not updated the situation regarding future grants for Neighbourhood Planning. It had been anticipated that this would have happened by now and he would continue to monitor the situation. Cllr Russell warned the Council that in the absence of new funds being made available soon, the Parish Council would have to look to fund the first instalment of £1400 from within our own funds in order to progress our NP journey. This to be brought forward on the July agenda.
Cllr Draper and Cllr Woodfine outlined their initial plans to put on a festival within Badwell Ash during 2024. It was suggested that September would be the best month for this and hopefully either the village playing field or an alternative farmer’s field might be appropriate. It would be a day’s event from midday to midnight involving children’s activities during the day and adults’ music and BBQ in the evening. The Councillors were in unanimous agreement for Cllr Draper and Woodfine to take this forward to the next stage and report again in September. The project was endorsed by the Parish Council as being an ideal vehicle to bring the community together and would be added to the Agenda again for September.
Cllr Harvey shared a detailed drone plan of the playing field in readiness for the start of the regeneration project. He explained that it would be necessary to install drainage on the field as well as plans for an enlarged car park to fit in with the existing proposition for a path and outdoor equipment. Cllr Woodhall will be working with Cllr Harvey on this project and they would report again in due course on next steps and quotes. The chairman thanked them both for their work to date on this exciting new project. It is anticipated that this project would be broken down into Phases as it is likely to be both expensive and lengthy. Unanimously agreed by the Parish Councillors.
The Chairman has agreed, with a small working party of fellow Parish Councillors, to move the Coronation sandpit to the inside of the children’s playground on health and safety grounds.
The Clerk reported that initial contact had been made with Barclays Bank legal team who will (eventually) reproduce the Deeds they have mislaid. This is likely to be a long and painful exercise.
The Parish Councillors were shown a blue cross hatched plan of the intended area of purchase of the village hall drive. This they agreed was an accurate reflection of what they envisaged they were buying from Maple Developments. The Clerk was instructed to go back to the solicitors to obtain a Deed showing any or all of the Rights of Way attached to this purchase to ensure there were no hidden surprises further down the line.
The Parish Council had purchased a second solar street lamp on behalf of the Village Hall and this had now been installed.
The informal meeting between the Parish Council and the Village Hall Committee had taken place where the formal requirements regarding funding explained and discussed. Cllr Draper has volunteered to act in a liaison capacity should the Village Hall need any assistance in their future planning for improvements at the Village Hall. It is hoped that both bodies can work in tandem for the benefit of the village community. It was suggested to the Village Hall Committee that it might be prudent to employ a consultant to help them with their funding applications and requests. The Clerk reported that the Village Hall had requested that £6930.00 of the allocated £10,000 be repaid to them to cover the new heating in the small hall and had provided a copy invoice to confirm the exact amount. The Councillors gave the Clerk approval to transfer these funds to the Village Hall account.
The bus timetable cases and inserts at the two Badwell Ash bus stops at the Village Hall drive and the Bus Shelter on Hunston Road are both in a very poor state of repair and defaced with graffiti. The Clerk to contact Suffolk Onboard to request replacements.
Planning
Progress of recent planning applications are as follows: None.
To consider a planning application letter relating to DC/23/02609 27 Orchard Way, Badwell Ash IP31 3JL. The Councillors discussed this planning request and were unanimous in their approval. Resolved: to approve this application.
To consider a Planning Consultation letter DC/23/02739 Land South of The Broadway, Badwell Ash – to Vary Condition 2 (Approved Plans and Documents). Cllr Harvey explained that two of the houses had been exchanged to become bungalows and the design and layout of them altered accordingly. The remainder of the site is largely unchanged. The Councillors approved these modifications. Resolved: to approve this application with one abstention.
Finance and Policies
To consider and confirm the issue of payment of the following:
£603.48 – May salary
£120.00 – Suffolk Cloud hosting fee
£96.00 – M&TJs April
£288.00 – M&TJs May and June
£852.58 – MSDC annual litter and dog emptying
£51.22 – MSDC emptying new bin (Durham House)
£2173.20 – Prolectric 2nd solar light for Village Hall
£186.00 – Gipping Press June/July Broadsheet
£153.74 – Clerk’s expenses including Nest Cups
£5.00 – HSBC monthly bank charge
Resolved: that these payments could be made. The Chairman signed an approval for these to be paid by BACS.
The Clerk reported that the Coronation expenses by the Village Hall had totalled £1311 against the original budget of £2000 so a worthwhile and economical expense.
The Clerk reported that she had reclaimed the VAT for 2022 in the sum of £10,916.00 which was a worthy project and the monies could be spent on further improvements for the villages.
The next Parish Council meeting would be held on Tuesday 11 at 19.00 in the Village Hall. Cllr Morris gave his apologies in advance for the July meeting. Cllrs Draper and Woodfine gave their advance apologies for the possible August meeting although it was hoped that this would not be necessary.
Carole Rose – Parish Clerk
01359 259045
15 June 2023
Councillors Richard Morris, Stephen Russell, Will Draper, Maciej Siarkowski, Roy Woodfine and Nick Harvey. 8 members of the public also attended.
For the AGM the outgoing Vice Chairman was asked to conduct agenda item 1.
Election of Chairman and Vice Chairman
Councillor Russell proposed that Councillor Richard Morris was re-elected as Chairman. This was seconded by Councillor Woodfine. Voting was unanimous in favour of Councillor Morris acting as Chairman which he agreed to undertake. and signed a Declaration of Office. Councillor R Morris signed the Declaration of Acceptance of Office.
The remaining five Parish Councillors signed their Declaration of Office and confirmed to the Clerk that they had forwarded their newly completed Register of Interests form by email directly to MSDC.
Councillor R Morris then proposed Cllr Russell for the position of Vice Chairman. This was seconded by Councillor Draper, and unanimously voted on.
William Woodhall (Bill) had applied to become a Parish Councillor and his application was successful and he was co-opted to join the Council with immediate effect. Councillor Woodhall was warmly welcomed by the other Councillors and signed the requisite forms.
The results of the District Council election saw Richard Winch succeed as a District Councillor for the Green Party. Richard succeeds Richard Meyer who retired at the recent election. The PC will look forward to meeting Richard at a future PC meeting.
Public Forum
A request for further equipment for teenagers/adults was made in addition to the children’s playground. The Chairman confirmed that this was very much part of the Stage 2 plan to be implemented as soon as possible. Further baby equipment was requested for the children’s playground but the Parish Council regarded this section as complete for the time being. A suggestion for ‘Cars on the Green’ for Badwell Ash was raised and Councillors Draper and Woodfine are exploring the possibilities for this.
Apologies
County Councillor Andy Mellen.
Declarations of Interest and Requests for Dispensations
None
None
Minutes
The Minutes of the meeting held on 11 April 2023 were approved and signed by the Chairman.
No matters arising.
Clerk’s Report and Correspondence
The Chairman confirmed that Clarke’s of Walsham had generously agreed to sponsor three editions of the Broadsheet per annum; thus leaving the remaining three editions for others (The White Horse, Perfect Paws etc) to sponsor. The Broadsheet continues to receive high praise from many residents.
The two versions (long and short) of a Draft Social Media policy had been circulated to Councillors. The Chairman asked the Councillors to make a note of which document was preferable in order that it could be adopted and added to our Policy library to become effective. This subject to be carried forward to the June PC meeting.
It was suggested that our current 7 Councillors could each be responsible for an element of Council work to aid efficiency and work commitment. To date the following are in place:
Cllr Russell – Neighbourhood Plan and Footpaths
Cllr Woodfine – Long Thurlow
Cllr Morris – Broadsheet
Cllr Siarkowski – Finance with the Clerk
Cllrs Draper & Woodfine – Festivals/Events
Cllr Harvey – Playing Field
It was agreed that for the time being all Councillors would be involved in planning applications within our parish.
The Clerk requested all Councillors to give her as much advance notice of holidays/planned absences as possible to ensure that all meetings could be quorate and avoid the need for last minute cancellations.
As requested the Clerk had written to all residents of St Mary’s Crescent regarding the matters raised by one resident. The letters had been hand delivered to every house in St Mary’s by Cllr Siarkowski and the Clerk and the item would be listed for the June agenda as proposed.
MSDC had requested the remaining balance of the grant money from the Winter Warm events held over the winter to be returned to them. The Clerk had therefore repaid MSDC the sum of £2037. The Winter Warm event had taken place over 17 consecutive Fridays between November and March and had seen attendance of between 6 – 24 residents each week.
Environment
Cllr Harvey confirmed that Richard Pratt was willing to undertake a drone survey of the entire playing field before the PC put together the proposed plan for the regeneration project. To date the PC had received a very competitive quote for the groundworks and the Chairman had had a meeting with a play equipment/outdoor machine company so a good start to this project. As noted in previous minutes, it is proposed to use our current CIL money for this major project which will see huge prospects and benefits to all the residents of the villages. As soon as the drone survey results are known, detailed plans can be drawn up and discussed.
Cllr Russell is in discussions with a grass roots football charity organisation to look into the possibility of providing a five-a-side football facility in the middle of the regenerated playing field above. Further work and discussions are ongoing.
The Clerk reported that Prolectric would be installing one further solar streetlight on the front corner of the village hall on 31 May 2023 which will add a little more light to both the front and side entrances of the village hall. This solar lighting scheme has been totally funded by the Parish Council on behalf of the Village Hall.
The Clerk reported that the welding fault to one of the yellow gates to the children’s playground had been rectified and was all now in good order.
The bird box project for residents was nearly complete with many grateful residents pleased with their new box. The PC are awaiting the last batch of boxes from the supplier but these will be too late for nesting purposes this year.
The Great British Litter Pick had been undertaken by the Parish Councillors, their families and some willing residents and children with 11 bags of rubbish collected which was a successful outcome. It was noted that the majority of the rubbish, easily identified, came from the arterial roads to our villages (ie thrown out of drivers’ windows once the takeaway/drink had been consumed). Very little rubbish came from the individual roads within the village.
Planning
Progress of recent planning applications are as follows:
DC/22/05701 land east of Hunston Road, Badwell Ash – RESERVED MATTERS GRANTED
To consider a planning application letter relating to DC/23/01605 – The Reservoir is located between the villages of Hunston and Badwell Ash. The Councillors discussed this planning request and were unanimous in their approval of this scheme which addresses wildlife issues, potential flooding and general enhancement to the ecology by way of deciduous woodland. It was resolved to approve this application.
Finance and Policies
The Clerk shared two hard copies of the LGA Code of Conduct for Councillors with Cllrs Harvey and Woodhall for their perusal and return when finished.
The Parish Councillors unanimously resolved that the Parish Council meets the conditions of eligibility set out in the Schedule to The Parish Councils (General Power of Competence) (Prescribed Conditions) Order 2012, thereby enabling it to use the General Power of Competence. This will remain valid until the annual meeting following the next ordinary election in May 2027.
The annual review of the Financial Risk Assessment and Asset Risk Assessment had been circulated to the Councillors prior to the AAGM
Financial Risk Assessment – After review the Councillors unanimously approved this and it was signed by the Chairman
Asset Risk Assessment – After review the Councillors unanimously approved this and it was signed by the Chairman
They would be reviewed again in May 2024.
The Councillors had reviewed the Annual Receipts and Payments Statement for 2023/24 in accordance with 5.6 of the Financial Regulations. This was signed off by the Chairman.
The Clerk reported that the Internal Auditor had completed his audit of the financial dealings for the year and these had been approved. The Chairman and Clerk signed the requisite AGAR forms and the Clerk would now submit these to the external Auditor for their approval.
To consider and agree the payment of the following:
£603.48 – April salary
£2037.06 – repayment of Winter Warm grant to MSDC
£384.74 – SALC annual membership subscription
£973.55 – Suffolk County Council annual streetlight costs
£153.82 – Glasdon dog litter bin for finger post at Durham House
£397.44 – Printed4You coronation mugs (part of £2k pledge)
£206.00 – Kingfisher replacement grit bin for Back Lane
£158.84 – Clerk’s expenses including gravel and compost
£5.00 – HSBC monthly bank charge
It was resolved that these payments could be made. The Chairman signed an approval for these to be paid by BACS.
The next Parish Council meeting would be held on Tuesday 13 June at 19.00 in the Village Hall.
Carole Rose – Parish Clerk 01359 259045 18 May 2023
Exciting developments are underway with the adoption of the Joint Local Plan, shaping our community's future until 2037. Residents can also benefit from the 'Cosy Homes' initiative, offering loft and wall insulation for eligible homes. Plus, get involved with the Neighbourhood Plan through upcoming consultation sessions in January.
Residents are encouraged to participate in a survey on how Suffolk County Council should spend its budget, with a focus on Adult Social Care. Expect road closures on the A1088 for bridge rebuilding in 2024. Also, changes to the Walsham school bus stop are planned for safety improvements.
Exciting news for our village! A significant budget has been set aside for rural bus services, and there's support for Silver Sunday campaigns to help tackle loneliness among older residents. Plus, we've received a £250 grant for village improvements, and plans for Remembrance Sunday are all set.
Discover how local roads might be impacted by a new planning application in Stanton, and learn about potential grants available for community projects. Also, find out about the council's efforts to address speeding concerns and support for a local Macmillan Coffee morning.
Residents should be aware of potential traffic increases due to the Shepherd’s Grove development, with advice to participate in community responses. New reflective bollards will be installed on Sheepgate Lane following a resident's concern. Additionally, the village shop is required to provide a litter bin under Environmental Law.
Residents voiced concerns about St Mary’s Crescent green spaces, prompting a future discussion in June. The Parish Council decided to fund Village Hall improvements in stages, paying for heating first and then windows and doors. Additionally, £14,696 from CIL funds will support the playground's Stage 2 Project.
Roadworks on the A14 are set to begin soon after a brief delay. Residents are reminded to bring photo ID for the upcoming May elections. A new fund has been launched to support local groups facing economic challenges. Plus, Winter Warm Fridays are a hit, with hopes to continue beyond March.
Exciting changes are coming to our highways services as M Group Services takes over this autumn, promising better quality and value. We're also thrilled to announce a council tax freeze for the coming year. Plus, a new street cleaner will be trialed in Badwell Ash to keep our village tidy.