Parish Council Meeting Minutes

Meeting Date:

Summary
This summary is generated by AI and may contain errors. It does not form part of the official minutes.
Exciting developments are underway with the Village Hall securing full funding for its new project, pending planning approval. Residents can look forward to a new Community Mini Bus scheme starting soon, offering convenient transport options. Additionally, there are updates on local traffic and road safety, including a Speed Data project on Richer Road.
Present
Councillors Richard Morris (Chairman), Stephen Russell (Vice Chairman), Will Draper, Roy Woodfine, Bill Woodall, Nick Harvey, 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. Mr Clive Hawkins, Chairman of the Village Hall, requested that the Parish Council approve the planning permission (Agenda item 7.1) and confirmed that the VH already held the full funding of £85,000 for this purpose. Mr Mike Smith requested the Parish Council reconsider their decision regarding the removal of the broken picket fence alongside the driveway to the Village Hall. He would be writing a full explanatory letter to the PC following this meeting with evidence of ownership.
  2. December agenda – Cllr Tomkins: Long Thurlow Book facility; LT SIDs, LT Traffic Sub-Group; Cllr Morgan: Mapping Street Furniture Assets; Tracking CIL monies.
  3. CC Andy Mellen’s report (attached for the files). A Speed Data project on Richer Road would be undertaken in connection with the request to move the current 30 mph sign. In the light of the recent and ongoing flood reports, he suggested that everyone with a stream or watercourse on their land should mitigate against flooding and suggested they read the riparian ditch responsibilities. Cllr Mellen’s group had requested that pavement repairs were undertaken as a priority but this motion was not passed. Instead, the County Council reported that a review of highways was being undertaken. Finally, he warned the PC that due to problems with the concrete connected to the bridge repairs on the A1088, the finish date had been moved from the 3rd week in December to the end of February 2025 and confirmed that tighter restrictions had been put in place for the ‘rat runs’ through Stowlangtoft and Langham.
  4. DC Richard Winch confirmed that plans for the No 73 bus route extension were ongoing but by no means guaranteed for 2025 at the conclusion of this current timetable ending December 2024. Cllr Winch stated that plans for the proposed multi-agency meeting were ongoing. A new initiative for a Community Mini Bus scheme reported where requests for transport could be made by telephone (operated by Communities Together EA) to commence on 4 November.

Apologies

Cllr Mark Tomkins

(Apology accepted and reason noted which will be recorded in the Attendance Register)

Declarations of Interest and Requests for Dispensation

  1. None
  2. None

Minutes

  1. The minutes of 1 October 2024 having been circulated and approved, with one hand-written addition to Item 6.4, were signed by the Vice Chairman.
  2. None.

Clerk’s Report and Correspondence

The Clerk gave a verbal report on various matters dealt with this month:

  • Two repairs to properties on behalf of residents had been reported to MSDC and were now in hand.
  • The ladies who care for the village flower troughs confirmed their willingness to continue.
  • The Clerk had received a request from a cancer charity wishing to find a base in West Suffolk – they had been put in touch with Dr Dan Pratt, Chair of MSDC and the Mayor of Stowmarket with a possible solution in Gateway 14.
  • The insurance monies had been received from Zurich for the SID.
  • The Clerk had renewed the ICO annual membership.
  • A letter of thanks from Suffolk Mind had been received for their donation.
  • A thank you email had been received for the supply of bulbs for LT.
  • The new Electoral Register is delayed until February 2025.
  • A bus support letter for Route No 73 had been sent by the Clerk at the request of Cllr Winch.
  • Thank you letter sent to the contractor re-attaching the road signs to the village gates in LT.
  • Two solar lights in the VH car park are due to have replacement poles installed.
  • Confirmation from our H&S Consultant that risk assessments were not required for contractors undertaking work on behalf of the PC, just a copy of their public liability insurance documents.
  • The PC had been unsuccessful in getting recompense from the culprit re vandalism to the VH window, Clerk to confirm this to the VH.
  • SALC confirmed that they were in discussion with NALC regarding the recent proposed increase to Employers NI in the Budget.
  • The Clerk exploring Councillor training schedules for next month’s meeting.
  1. The Councillors discussed dates for PC meeting in 2025. The first Tuesday of the month was chosen. The Clerk to circulate the dates and post on website. Venues to be confirmed.
  2. In the absence of the new Vicar who would be officiating at the Remembrance Service in Walsham le Willows, the Parish Council were asked to arrange the Act of Remembrance at the War Memorial in one week’s time. The Clerk to make arrangements with the Army and Royal Air Force and prepare the Order of Services and musical accompaniment. Cllr Harvey volunteered to lay the wreath on behalf of the PC.
  3. The Clerk had a meeting with the Site Manager of Mulberry Homes. Confirmation received that the tarmac path will eventually run alongside the road and connect with the village (despite it currently terminating at the entrance to MH). The Clerk requested that a barrier was erected at the end of the bark path before it reached the road as a safety measure. The purchase of two benches (using monies already donated by MH) was discussed, these to be bought and erected at a later date.
  4. A request for a village litter pick to be undertaken prior to Christmas. Not all Councillors were available, but it would take place on Saturday 14 December 10-12noon meet in the VH car park. Cllrs Woodhall, Harvey, Draper and Russell to undertake. Clerk to post in Broadsheet.
  5. Cllrs Taylor and Morgan had attended Code of Conduct SALC training and reported back that it had been informative and useful.
  6. The Clerk and Chairman of the VH had attended the survey of the VH car park in relation to the installation of ECPs. A report would be issued in due course.

Environment

  1. Cllr Russell confirmed the NP consultation closes 8 November. All documentation to go to the consultants for analysis, then to Mid Suffolk, finally to a Referendum next Spring.
  2. MUGA consultation – 60 people attended and completed forms. The feedback had been very good with approx. 74% rating it as good with 10% against the proposition. Cllr Harvey requested approval to undertake the Noise Survey exercise required by MSDC Planning in connection with this proposition. The cost of this would be £1950 + VAT. Cllr Harvey was given approval to continue. Confirmation that no lighting for the MUGA is planned.
  3. Cllr Draper submitted a report of matters connected with the VH for consideration by the PC (attached). After discussion the PC agreed to fund a H&S report on the Village Hall and the Clerk was asked to arrange via our H&S consultant. Cllr Russell requested that it was minuted that the Chairman of the VH stated at this meeting “As far as we are concerned the Village Hall is fully up to date and compliant in all matters”. The PC to share the findings of the report with the VH and discussions on any remedial measures and/or costs would be discussed at a later date.
  4. Cllr Taylor had chosen the date of Monday 6 January 2025 for the proposed visit of Tim Passmore, Police and Crime Commissioner. She asked the Clerk to inform all neighbouring Parish Councils, Representatives and Neighbourhood Watch and ask them for their questions in advance.
  5. Playground Inspection – Cllr Russell had undertaken November’s duty and updated the Log Book. Cllr Woodhall agreed to do December.
  6. The Chairman had confirmed that the present Editor did not wish to continue in 2025. The last edition of the Broadsheet would be produced on 16 November. The Clerk had contacted the neighbouring parishes and Gt Ashfield, who are also losing their editor, had expressed an interest in joining forces. To be further discussed at the December meeting. The outcome of the survey indicated that 6 paper copies per year plus online were optimum.
  7. Further discussions were ongoing regarding the Village Hall Drive with no definitive outcome at this stage. A low hanging branch had been removed by Stephen Rose at the PC’s request.
  8. The Grounds Maintenance contract for the Memorial Field had concluded at the end of October. No further cutting or maintenance is planned this year.
  9. Cllr Harvey produced an estimate from Abbeygate Masonry. Two coping stones at the war memorial to cost £240.00 each to be replaced and a template was required which Cllr Harvey would provide. Approved by the Councillors and the Clerk was asked to implement.
  10. There is a rotten wooden bench on St Mary’s Crescent which needs attention. The Clerk to establish the owner (not PC owned) and write to them regarding remedial action.
  11. The current SID data was circulated. Cllr Russell announced he was requesting an SDR traffic survey along with Cllr Morgan to assess Community Speed Watch possibilities with BA and LT.
  12. Cllr Woodhall reported on Neighbourhood Watch concerns and highlighted double parking/parking on pavements. Suggestion for mention in the Broadsheet.

Planning

Progress on recent planning applications:

  • DC/24/03628 Land Off Dovedale Close, Badwell Ash, Suffolk IP31 3EY – SPLIT DECISION, ONE APPROVE, ONE REFUSED.
  • DC/24/04255 Land Off Dovedale Close, Badwell Ash, Suffolk IP31 3EY – GRANTED WITHOUT COMPLIANCE OF CONDITIONS.
  1. To consider a planning consultation letter for planning application - DC/24/04635 – Badwell Ash Village Hall, The Street, Badwell Ash IP31 3AA - Councillors recorded no objections.
  2. A proposal was made to form a Planning Sub-Group to the PC comprising four members (S Russell, J Morgan, M Tomkins, P Dixon). A brief and set of rules to be drafted for the December meeting.

Finance, Governance and Policies

  1. To consider and agree the issue of BACS for the following payments:
    • £872.45 – Wages
    • £627.01 – Zurich Annual Insurance
    • £1070.00 – Riverdale ecological data search MUGA
    • £54.00 - SALC 6 months payroll
    • £76.80 – SALC training Cllrs Morgan and Taylor
    • £186.00 – Gipping Press Broadsheet No. 101
    • £180.00 – Sarah Sharps Broadsheet No. 101 editing
    • £59.52 - Safety signs village hall drive
    • £24.00 – Village Hall hire 19 October
    • £129.60 – Stephen Rose street clean September
    • £128.61 – Clerk’s expenses
    • £5.00 – bank charges
    • £170.00 – Gipping Press (unauthorised)
    • £110.00 – Gipping Press (unauthorised)
    • £116.40 – Gipping Press (unauthorised)
    • £49.20 - Gipping Press (Neighbourhood Plan cost)
    • £200.00 – Hire of display boards from History Society NP
    • £250.00 – Hire of St Marys Church for NP display
    • £75.60 – Parish online annual renewal NP
    • £1407.30 – Andrea Long NP consultant NP
  2. Three unauthorised invoices listed above – the Chairman reminded all Parish Councillors that the Clerk must be kept fully informed of all proposed expenditure before it is committed on behalf of the PC outside of approved expenditure taken at PC meetings.
  3. The Clerk circulated a copy of the first draft of the Budget. No comments.
  4. Adoption of new Model Financial Regulations (listed July 8.2) – the Chairman proposed that these were adopted forthwith, after a delay of 4 months to include NALC’s suggested alterations. The PC voted 6 to 2 for this adoption. The Clerk will post the new copy on our website. Cllr Morgan was advised that he had the option of writing to NALC with his own suggested amendments to the financial regulations if he wished to.

Next Meeting

The remaining date is Tuesday 3 December.

Carole Rose – Parish Clerk
01359 259045
14 November 2024

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