Pakenham Parish Council : Minutes 18th July 2013

PAKENHAM PARISH COUNCIL
Minutes of the meeting held on Thursday, 18th July, 2013 at 7.30pm
Pakenham Village Hall

Present: Cllr H Painter (Chairman), Cllr M Sargent (Vice-Chairman), Cllr C Palfrey, Cllr I Brookman, Cllr M Bagnell, Cllr D Dorling and Cllr R Griffin
Four Members of the public attended
Mrs S Brown (clerk) took the minutes

1 - Apologies for absence: Received from Borough Councillor C Spicer

2 - Declarations of interest: Cllr Brookman declared an interest  item 12

3 - Public Forum:-
A member of the public asked for an informal comment from the Council on possible plans to be submitted. It was agreed to look at the plans at the end of the meeting on an informal basis. Cllr Griffin and Palfrey declared an interest.
It was advised the footpath behind the garages on the Owell was becoming difficult to use due to overhanging trees. Council to find out who owns the land. Cllr Griffin to visit the site and investigate. Concern was raised about traffic going through the village particularly heavy vehicles going at speed.
Clerk to contact CCllr Hopfensperger when speed watch is going to come to the village.

4 - County Councillor’s Report:-
Cllr R Hopfensperger did not attend and no report had been received.

5 - Borough Councillor’s Report:-
Cllr C Spicer was unable to attend but had sent his report which was read out:-
Dog Bins - my experience to date is that SEBC will collect adjoining Highway Access; playing field car park, Fen Road by Suffolk Agri and Church Green and may not charge. Thus it is vital to ask SEBC if they will empty an additional bin at Playing Field. If not, I suggest we move the existing to adjoin the Pavilion. Nothing is worse than an unemptyed bin.
Parish Council Grant Scheme - I am still seeking a clear explanation of the four year reduction. The affordable housing scheme meeting that I set up - please ask the Chairman to update you all.
Council asked the clerk to send their messages of 'get well soon' to Cllr Spicer.

6 - Police report:-
The Police were unable to attend and no report had been sent. Clerk read out relevant items to Pakenham from the St Edmundsbury Rural North Neighbourhood Watch Newsletter. Council asked the clerk to contact the Inspector to invite an officer to the next meeting in September as we had had no response to previous invitations to attend.

7 - To Consider the approval of the minutes of the last meeting:-
The minutes of the meeting held on 6th June and 8th July 2013 were approved and signed as a true record.

8 - Reports from previous meeting:-
a. Additional Dog Waste Bin:-
Clerk advised PVH & PFA could see no problem with an extra dog waste bin on the playing field provided there is no cost to PVH & PFA. The clerk read out costs for a new dog waste bin received from: St Edmundsbury, Broxap and Glasdon. Council discussed the acquisition/siting and how to encourage dog walkers to clear up after their dogs. The clerk to write to PVH & PFA informing them Council had received complaints about dog fouling on the playing field asking if they could erect some signage to discourage this.
b. The Fox:-
The clerk had sent a letter to the Senior Health & Community Development Officer St Edmundsbury asking for The Fox Public House and land adjoining to go on the asset register. This had been passed to their Legal Section to check who owned the land. The Fox Public House and land behind up to the ‘drain’ across the water meadow were owned by Linmore Developments Ltd at the same address as Mr Somers. The land coming away from the ‘drain’ is owned by private individuals who have no connection with the The Fox. The clerk to clarify with the Development Officer only The Fox and land owned by them to go on the asset register.
As concerns had been expressed re the state of repair of The Fox and if/how this would affect any future applications. The Council had contacted Peter White Principal Planning Officer Major Projects. The Chairman read out part of the reply: ‘If a pub was in a bad state of repair then the price to buy or lease the pub should reflect that. The Local Planning Authority would not accept a 12 month marketing campaign that had overinflated the purchase price or the lease price. It would appear to me that if the pub was only marketed for lease for 12 months then this would not fully fulfil the criteria. The 12 months marketing process is supposed to demonstrate that the pub is not financially viable. If the pub wasn’t marketed for sale then I would fail to see how that has been fully demonstrated.’ Council discussed the possible options open to the present owner of The Fox and the village. Council agreed once The Fox public house was on the asset register a special public forum would be held for those that are interested in putting a bid in when and if it is put up for sale or rent. The Council can do nothing more at present.

9 - Clerks Report:-
B Cllr. Spicer advised the contractor had pulled the fallen tree away on the footpath by Suffolk Agri. The Chairman advised other trees had been felled causing an obstruction a letter was sent to have them cleared. A reply had been received the trees were felled because they were dangerous. The trunks should be removed by mid-August and the brush burnt after harvest time. Thurston parish council had been contacted in regards to the overgrown hedge on Pakenham Road. The clerk had gone through the CCAS H & S risk assessment report and a number of items were in need of minor repair. The Chairman to go through the report and advise.
The clerk had been contacted following a recent PCC meeting. They had received a number of complaints about pot holes on the drive to the church. Council discussed the matter. Cllr Dorling to get a price for filling in the pot holes. If the cost is more than £150 Council to ask the PCC for a contribution towards the cost. To put on next agenda

10 - Planning Applications:-
a. Application No: SE/13/0423/FUL Old Hall Farm Barns - Granted
b. Application No: SE/13/0383/FUL James Rainman Marine - Withdrawn
c. Application No: SE/13/0529/HH Misty Meadows - Granted
d. Application No: SE/13/0655/HH 3 The Meadows - Granted
The clerk read out a an e-mail received from planning for two ‘prior approval notifications’ for the change of use from offices (B1) to two dwellings at James Reinman Marine, The Broadway. This is a new procedure introduced at the end of May by central Government and cannot be considered in the same way as a planning application. The regulations do not require consultation with the Parish Council but we are required to notify adjoining occupiers and put up a site notice, and given the new-ness of this procedure we felt it important to notify you and seek to explain the matter.
A number of links were given explaining the new procedure.

11 - Speedwatch:-
This was covered in the public forum.

12 - Library Funding:-
Cllr Brookman left the room while this was discussed. The Chairman read out the e-mail originally received from Mr Hunt. Council discussed the matter and unanimously agreed to give £50 to the appeal. The clerk to contact Mr Hunt re who the cheque should be made out to. A cheque to be then written and sent as agreed by Council.

13 - Telephone Box Grimestone End:-
Cllr Dorling had been approached by the two members of the public who look after the telephone box they advised it needed re-painting. It was asked if Council would pay for the purchase of paint and the necessary tools to paint it. Council unanimously agreed they could spend up to £100 and this would be refunded by Council. Cllr Brookman advised a PAT test should be carried out on the light in the telephone box. The Chairman to check if one is needed and if so organise one to be completed.
 
14 - Cemetery Review of burial charges and terms and conditions:-
Clerk read out the fees from 2010 and those currently charged. Council discussed whether to add ‘exclusive rights for 20 years’ to the reservation of plots. Clerk to find out what other local charges and terms and conditions are. Clerk to check with the grave digger whether all graves are now dug double depth as a matter of course.

15 - Tree Risk Assessment Quotes:-
Cllr Dorling brought to the Council’s attention whether the allotments should be included. There was uncertainty as to who owned much of the land around the allotments. Cllr Brookman to check with land registry and the Chairman of the PVH & PFA and report back at the next meeting.
The Council discussed the two quotes received. The clerk to ask Urban forestry for an example of the report‘s they produce. If of the same calibre as Treecare consultants Council would ask Urban forestry to undertake the works. The clerk to show the report example to the Chairman and Cllr Dorling (tree officer) who were authorised by Council to make the decision.

16 - Vision 2031:-
Cllr Brookman had gone through the documents on-line. He reported the areas which could have an effect on Pakenham.
Pakenham would remain ‘countryside’ with only ‘infill’ new housing allowed. Proposing to extend the settlement area to include the three dwellings on the western edge of the village.
It was also proposing a change to planning to allow new dwellings in the countryside if development was within a closely knit cluster identifiable as a group of ten or more houses. Council discussed the policies. Clerk to send the comment: As long as it stays within the ten and not on the edge of a cluster.

17 - Correspondence:-
a. Thurston parish neighbourhood plan consultation
Council read the consultation documents no comments were necessary to be sent.
b. Pakenham Water Mill – Licence Application
Clerk read out letter received from Pakenham Water Mill in regards the licence application.

18 - Finance Report & to consider payments to be made:-
Cleared balance of deposit account £6656.12 this includes £12.01 interest on the 3rd April. Cleared balance of current account £12,135.51 as of 25th June bank statement. Cheques written (including tonights) and monies deposited since that date leaves an uncleared balance of: £10,946.46 in the current account.
a. BDO completion of audit bill no:1183897 for £120
The annual return was presented to Council and approved and accepted by Council. The annual return and notice of conclusion of audit is displayed. A cheque was raised for £120 no:1358 signed by Cllr Painter and Cllr Dorling.
b. SALC invoice no:13262 £54 website training
A cheque was raised for £54 no:1359 and signed by Cllr Painter and Cllr Dorling
c. SALC invoice no:13358 £60 planning workshop
A cheque was raised for £60 no: 1360 and signed by Cllr Painter and Cllr Dorling
d. Hire of Martin Room £15 x 3 session £45
A cheque was raised for £45 no: 1361 and signed by Cllr Painter and Cllr Dorling.
e. Clerks salary and expenses
A cheque was raised for £500.41 as per pay slip cheque no:1362 and signed by Cllr Painter and Cllr Dorling
A cheque was raised for £ 118.67 as per expenses invoices cheque no:1363 and signed by Cllr Painter and Cllr Dorling.

19 - Financial Risk Assessment:-
Council asked for quarterly accounts to be added to action required on VAT and Salaries.

20 - Internal Audit Quotes:-
The clerk read out the two verbal quotes:
Malcolm Saunders charges £90 - £100 and will pick up and deliver accounts for free.
Heelis & Lodge charges are based on income or expenditure whichever is higher. £15001 - £25,000 £90
£25,001 - £50,000 £125 they charge £10 courier fee each way for collection and/or delivery. In 2011/12 expenditure was £26,087.74 so would have cost £125. In 2012/13 expenditure £14,194.72 so would have cost £90.
Clerk to ask whether they held professional indemnity insurance and report back at the next meeting.

21 - Councillors’ reports and items for future agenda:-
Cllr Dorling advised the new fence at Church Green Wood was being pushed over due to a member of the public  parking their car next to it. To have a round bollard concreted in at the end of the fence which would act as a boundary would cost £160. To put on next agenda. He advised he had been asked by a member of the public if they could access their garden with a mini digger by going through the screwed in section of fencing. This was agreed by Council.
The Dell to go on the next agenda.

22 - Date of next meeting:-
Thursday 5th September 2013 in the Village Hall at 7.30pm