Minutes of the Parish Council Meeting

Meeting Date: 3 September 2024

Summary

This summary is generated by AI and may contain errors. It does not form part of the official minutes.

Exciting changes are on the horizon for waste collection, with plans to include glass and food waste recycling by 2026. A big thank you goes to farmer Stephen Miles for helping with local flooding by digging a relief ditch. Plus, discussions continue on improving the temporary bus service.

• Present: Councillors Stephen Russell (Vice Chairman), Will Draper, Nick Harvey, Mark Tomkins, Clare Taylor and John Morgan.
• Also present: C Cllr Andy Mellen and DC Richard Winch and 2 members of the public attended.

Public Forum

1. None.
2. No new matters to add.
3. CC Andy Mellen had tabled his report in his absence (attached for the files). He highlighted the future major changes in waste collection commencing in 2026 where plans were being discussed re the collection of glass, food waste and other recyclables. Cllr Mellen also wanted to thank farmer Stephen Miles for voluntarily digging a relief ditch in Long Thurlow to aid the flooding problems experienced earlier this year.
4. DC Richard Winch endorsed the recycling plans and said SCC and MSDC were working together on the plans. RW still hoped to get a Multi Agency meeting off the ground – Anglian Water already having agreed. The temporary bus service was still causing a headache to all concerned and RW advised that a definitive plan was unlikely to be finally decided before the temporary one ceased on 27 December. Chris Chambers, the Cabinet Member for Transport to be asked for help by Cllrs Mellen and Winch.

Apologies

Cllr Richard Morris (Chairman), Roy Woodfine, Bill Woodall,

Declarations of Interest and Requests for Dispensation

1. Cllr Taylor re 7.1
2. None

Minutes

1. The minutes of 3 September 2024 having been circulated and unanimously approved by the Parish Councillors were then signed by the Vice Chairman.
2. The new village gates in LT had been repainted and thanks were expressed to volunteers Mark and Lainey for their time and effort during September’s inclement weather! The proposed Broadsheet questionnaire had been cancelled by the Chairman. Cllr Tomkins requested the approval of the Councillors to his formal request at the September PC meeting (item 6.1), viz:
   1. That the Parish Council takes immediate steps to develop a standardised pro-forma approach as an assessment tool for all future planning applications and requests the NPSG to submit a “planning template” to a future meeting for discussion and approval.
   2. That the PC establish a permanent Planning Application Working Group, answerable to the PC, comprising a minimum of two NPSG members and two PC members. Their remit would be to scrutinise, to recommend and to implement decisions pertaining to all planning applications.
   3. That the PC agree that most, if not all, of the non-statutory goals within the NP may be achieved outside the remit of the Parish Council by community volunteers and asks the NPSG to report to a future meeting about the priority of these non-statutory projects and how and by whom they might be led.
   4. That the PC asks the NPSG to assess and report on the practicability and cost of facilitating periodic parish-wide resident surveys, the results of which would be reported both to the PC and the wider community.
   5. That the PC agree to develop a planning and reporting mechanism for all projects adopted by the PC.
   The Councillors gave their unanimous approval for Cllr Tomkins to proceed as outlined.

Clerk’s Report and Correspondence

The Clerk gave a verbal report on various matters: Both defibrillators had needed new pads as the existing ones were out of date. Concern had been expressed regarding the exterior renovations at the fish and chip shop. Cllr Winch to follow up. HGV lorries had caused major traffic disruption on Hunston Hill earlier in the month (parked up with their engines running). The Clerk will contact Mulberry regarding this. Cllr Winch and the Clerk attended a meeting with Harthog Hutton in Richer Road where it was confirmed that the ditches would be filled in and pavements connecting the site to the village would be provided. Question regarding the moving of the 30mph sign still to be addressed. The Clerk had applied for replacement 30mph sticker signs for the Hunston end of the village – rejected by SCC due to lack of funding. No further information regarding the recent car crash destroying the SID camera and pole had been received. Cllr Tomkins expressed his concern regarding speeding through Long Thurlow and asked if the PC would consider devising a Traffic Group in the future to discuss all speeding, highways, traffic situations within our Parish. This to be added to the December agenda.

1. A reminder from the Clerk that the draft Budget for the Parish Council Precept would be presented at the November PC meeting.
2. The option of PC meeting dates was raised for either the 1st or 2nd Tuesday of the month in 2025. To be finalised at the November PC meeting.
3. No information regarding Remembrance services had been received to date. Cllr Taylor to follow up with the new Vicar.

Environment

1. The Public consultations on 28 and 30 September on the Draft NP Plans had gone well with 90 people attending over the 2 days. The exhibition would continue to be available in the Church until 7 November, after which time the comments would be transcribed.
2. The possible purchase of Parish Council owned display boards had now been shelved.
3. Cllr Draper reported that the VH were investigating cctv installation costs. They took the vandalism seriously but did not wish to volunteer on the rota for regular walkabouts arranged by the PC. They had approved the repairs to the village hall drive. Cllr Taylor was due to have an informal coffee meeting with their reps. Cllr Draper informed the PC that the VH would be submitting requests for money to cover various projects they had planned in the next few weeks.
4. Cllr Harvey stated that MSDC had requested an extension until 29 Nov for the MUGA application. The joint public consultation for the VHC/MUGA would go ahead on 19 October as planned between 10.00 – 14.00. Cllr Russell to confirm to the VHC by email. Lengthy discussion ensued regarding door knocking/leaflet drop/QR codes/email opinions. Cllr Morgan to devise the questions for a leaflet including decent pictures. Cllr Harvey to undertake door knocking prior to 19th. Arrangements to be made clear for residents who could not attend in person on 19th to ensure they had an equal opportunity to submit their opinions online.
5. PCC Tim Passmore had agreed to attend a local meeting with Councillors/Neighbourhood Watch reps in the Autumn. Cllr Taylor offered to coordinate an agenda once a date had been offered by the Police. The Clerk would then circulate to neighbouring parishes.
6. The Clerk had attended a meeting with a Health and Safety specialist who confirmed that we did not need to undertake individual risk assessments on our playground equipment. He advised that we should check all our equipment monthly under a ‘duty of care’ banner. The Clerk to devise a new folder for checking purposes – this to be passed round the Councillors to undertake one month each. The H&S specialist did request two immediate adjustments to our village hall drive – firstly, to remove the picket fence which was a potential hazard and secondly to erect pedestrian/speed notices on the village hall drive in both directions. The Councillors voted unanimously for these three recommendations to be actioned and asked the Clerk to arrange.

Planning

Progress on recent planning applications: DC/24/02325 Land South East Of, Hunston Road, Badwell Ash, Suffolk (dog park) - GRANTED

1. To consider a planning consultation letter for planning application - DC/24/04255 - Land At Dovedale Close, Badwell Ash, Suffolk (16/10) – alteration to the position of Plot 3. Councillors had no objections.
2. A suggestion was made (in connection with the NP) for the formation of a sub-group on Planning. This to be further discussed.

Finance, Governance and Policies

1. To consider and agree the issue of BACS for the following payments:
   • £872.45 – Wages
   • £504.00 – PKF Littlejohn External Auditor
   • £766.20 – C&L Construction
   • £129.60 – S Rose – street cleaning August
   • £60.00 – Village Hall 3 months hire
   • £1296.21 – HMRC Q2 tax and NI
   • £243.37 – Clerk’s expenses
   • £5.00 – Bank charges
   It was resolved that these payments could be made. Cllrs Harvey and Tompkins signed an approval for these to be paid by BACS.
2. Bank Balance update – the Clerk submitted the bank statement and I&E which were noted as correct.
3. Adoption of new Model Financial Regulations (July, 8.2 refers). Both the Clerk and Cllr Morgan had undertaken draft amendments to these regulations. Cllrs Taylor and Morgan would further review for finalisation at the November PC meeting.

Next Meeting

The remaining dates are Tuesday 5 November and Tuesday 3 December.

Carole Rose – Parish Clerk
01359 259045
4 October 2024

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Published 3 September 2024