Stanhoe Parish Council

Minutes of Parish Council Meeting
Held on Thursday, 10th November 2016 at 7.00pm
in the village Reading Room
Clerk to the Council – Wayne Leighton, tel 01485 518570

Present: Mr. D. Lord (DL) Chairman
Mr D. Bridge (DB)
Miss. R. Brown (RB)
Mrs. J. Lord (JL)
Mr. D. Vincent (DV)

Apologies: Mr M. Roche (MR)

In Attendance: A number of members of the public attended the Better Broadband for Norfolk presentation.

1. To consider apologies for absence
The Clerk had received apologies from MR.

2. To consider approval of the Minutes of the last meeting held on 8th September 2016
No queries were raised and the Minutes were passed and signed by the Chairman.

3. To record declarations of interest in any item to be discussed
No declarations made.

4. Stanhoe Broadband Upgrade
Karen O’Kane, Programme Director for Better Broadband for Norfolk, gave an update on the planned roll out for Stanhoe. The main points from the presentation were that the roll out would be undertaken in two tranches during 2018 and a number of properties in the village (28) may not be able to receive an upgrade at all. The upgrade was likely to be in the form of ‘fibre to property’. Karen agreed to forward a copy of the presentation to DL for dissemination as necessary.

5. To adjourn the meeting to allow for public participation
Discussion centred on the Broadband upgrade where disappointment was expressed regarding the timescale and the fact that some properties were unlikely to receive any upgrade at all. The possibility of the installation of a wi-fi antenna was also discussed but Karen advised that this could not be funded by Better Broadband for Norfolk.

6. Co-option of a new Councillor
To be carried forward to the January meeting.

7. Closer liaison with other Parish Councils
DL suggested it may prove useful to formally exchange meeting minutes with other Parish Councils bordering Stanhoe. If items of mutual interest or concern were identified, then these could be approached collectively. This was agreed by Councillors; the Clerk would approach the Clerks of the Parishes of Bircham, Docking, Burnham Market, Syderstone and North Creake to seek their agreement, or otherwise, to the suggestion.

8. Geese on the pond
No further issues were raised.

9. SNAP
DL attended the SNAP meeting on 20th September. DL advised that a new PCSO had been appointed for Stanhoe with a name to be confirmed. A number of points were raised at the meeting none of which were of direct concern to Stanhoe or its residents. ‘Ghost pavements’ had been suggested to DL as a possible solution to the lack of formal pavements, particularly on Bircham Road, in Stanhoe. Councillors however, did not support this suggestion.

10. Playground
Formal Equipment Inspections: Whilst the Clerk confirmed that it was not a requirement of the Public Indemnity insurance, Councillors agreed that annual formal inspections of the playground equipment should be undertaken by a qualified engineer. DV would arrange this.

Waste Bin: The Clerk would contact the Borough Council to discuss whether the waste bin could be routinely emptied by the Council contractors.

Sign: The amendment or replacement of the playground sign would be placed on hold until the final decision on the BT Payphone had been made.

11. Public Rights of Way in Stanhoe
Councillors agreed that Ordnance Survey maps covering the Stanhoe area should be purchased to try to establish/confirm all the Public Rights of Way in and around the village. The Clerk would purchase the necessary maps.

12. Defibrillator
The Clerk confirmed that that there was currently no funding available from the British Heart Foundation to assist with the purchase a defibrillator.

13. War Memorials Trust
The Clerk had circulated to all Councillors, for information, a link to the War Memorials Trust website.

14. Removal of Stanhoe’s BT Payphone
It was agreed, by majority decision, that the Council would neither support or object to the removal of the BT Payphone. The Clerk would complete the paperwork and return to the Borough Council.

15. Planning applications and information
No new applications had been received.

16. Financial Report and approval of payments
Up to date income & expenditure accounts, budget report and bank statements were circulated by the Clerk. No queries were raised. Approval was sought and agreed for the payment for the repair to playground equipment, the salary due to the Clerk from 1st September 2016 to 31st October 2016 and the PAYE due to HMRC. The Clerk updated Councillors on the issues with Barclays Bank advising these had now been resolved. DL requested that if Councillors identified any ‘significant’ future capital expenditure this should be passed to the Clerk and recorded in the budget.

Any Other Business:
17. Cross Lane Cross
RB advised that the Cross had sustained some minor damage, possibly by being ‘clipped’ be vehicles. In addition, a hole had developed in the tarmac close to the Cross. The Clerk would establish who ‘owned’ the Cross with a view to seeking guidance on how it can be better protected. In terms of the hole, the Clerk would advise Highways but in the interim DV agreed to undertake a temporary repair.

18. Stanhoe.org Website
RB asked if any progress had been made with supporting the webmaster. DL would discuss further with the webmaster.

19. Rangers Visit
The Clerk agreed to e-mail the Rangers engineer to confirm what work had been completed during the Rangers visit in October as the Rangers did not make contact prior to their visit, as had been indicated.

20. Visit by Highways Department
Issues regarding speeding and the lack of footpaths in the village are ongoing issues. It was suggested that a visit by a representative of the Highways Department to explore any solutions to these issues may be beneficial. The Clerk would try to arrange this.

21. Road Closure
Church Lane will be closed to through traffic from 30 November to 2 December. The closure is for work on a water main, and affects the northernmost 40 metres of Church Lane at the junction with Docking Road. The Clerk had arranged for this to be published on Stanhoe. org and in Saints Alive.

22. Speedwatch
DB advised that the Community Speedwatch Co-ordinator was looking for additional volunteers. DL would discuss with the Coordinator to establish who would advertise the requirement.

23. Items for the next Agenda – meeting of 12th January 2017:
Co-option of a new Councillor (DL)
Stanhoe.org website – support for Webmaster (DL)
Grit Bin & Supplies for Reading Room (RB)
Retirement of Bill Punter (RB)
Cross Lane Cross (RB)
White Lines (RB)
No other items were discussed and the meeting closed at 9.30pm.

Minutes of Parish Council Meeting
Held on Thursday, 8th September 2016 at 7.00pm
in the village Reading Room
Clerk to the Council: Wayne Leighton – Tel 01485 518570

Present:
Mr. D. Lord (DL) Chairman
Mr D. Bridge (DB)
Miss. R. Brown (RB)
Mrs. J. Lord (JL)
Mr. D. Vincent (DV)

Apologies:
Mr M. Roche (MR)

In Attendance:
Mr A. Upton (AU)

1. To consider apologies for absence
The Clerk had received verbal apologies from MR.

2. To consider approval of the Minutes of the last meeting held on 14th July 2016 and the Planning Meeting held on 4th August 2016
No queries were raised and the Minutes were passed and signed by the Chairman.

3. To record declarations of interest in any item to be discussed
No declarations made.

4. To adjourn the meeting to allow for public participation
AU attended the meeting and informed the Council that a new goose had been ‘placed’ on the village pond. RB would confirm whether or not a known local resident had placed the goose on the pond prior to any further action being taken.

AU asked about the possibility of the Council obtaining a defibrillator, to be located on the wall of the Village Hall, indicating that one may be available free of charge from the British Heart Foundation. DL and the Clerk would look into this.

AU advised the Council that the diary entries relating to the Parish Council on Stanhoe.org still reflected the previous Clerk. The Clerk would contact the webmaster.

AU suggested an entry be placed in Saints Alive and on the Stanhoe.org website to ask for a volunteer working party to undertake a ‘tidy up’ around the village pond. DB advised that he had previously undertaken this and would do so again. AU agreed to assist.

5. Co-option of a new Councillor
To be carried forward to the November meeting.

6. Stanhoe Broadband Upgrade
DL had contacted the Programme Director for Better Broadband for Norfolk (BBfN) and established that broadband for Stanhoe was scheduled to be upgraded in the first half of 2018. Notwithstanding, no mention of Stanhoe could be found on the BBfN website. DL would follow this up and also try to establish why there was such a delay in Stanhoe being upgraded.

7. Devolution for Norfolk and Suffolk
Following receipt of a letter from Sir Henry Bellingham MP, and following consultation with Councillors, DL had confirmed on the ‘Have your say’ website that the Council were against the proposals. DL would ensure that Sir Henry was aware of the Council’s views.

8. Rangers Visit
The Rangers, a working party linked to the Highways Department, would visit Stanhoe sometime during the week commencing 3rd October 2016. The Rangers would undertake a number of tasks to include hedge cutting and clearing around and cleaning of signs. More complex tasks, such as the repainting of road markings (Bircham Road/Docking Road junction scheduled for April 2017), clearing storm drains and soakaways and the clearance of gravel on roads would be added to the Highways Department schedule.

9. SNAP
DL may be unable to attend the next SNAP meeting scheduled for 20th September. DV would check whether he would be available to attend. RB understood that Stanhoe had a new PCSO – this would be confirmed by DV at the SNAP meeting should he be able to attend.

10. Compostable food waste bags
These had now been purchased by RB and were available for sale in the Village Hall.

11. Playground
DV had noticed some slight damage to one of the items of play equipment but would be able to repair it and make it safe. The Council agreed to pay DV £16.00 to undertake the repair. The Clerk would establish whether there was any legal/insurance requirement to have the play equipment formally inspected and certified. MR had recently emptied the waste bin on the play area but had yet to come up with a long term solution. Councillors agreed that the contact details on the playground sign required updating. MR knew a local company who should be able to undertake this.

12. Circulation Comment Sheets
DL thanked Councillors for the helpful comments appended to the circulation folder. To ensure comments made were not overlooked, DL would now not see the circulation folder until all other Councillors had seen it. The Clerk would amend the cover sheet accordingly. To ensure information received by Councillors was still ‘current’, the Clerk would email Councillors anything of a ‘short notice’ nature but also still include in the circulation folder. The Clerk agreed to e-mail Councillor’s the weekly NALC newsletter.

13. Councillor Responsibilities
DL was keen that Councillor’s took on personal responsibility for areas/topics where they had a keen interest or idea. DV was already looking after the play equipment and DB had agreed earlier in the meeting to ‘look after’ the village pond. DL would, if necessary, allocate future responsibilities.

14. Speeding in the Village
DV advised, and all Councillors agreed, that speeding in the village remained a concern. DV had been approached by a number of local residents who also expressed concern. The issue would be brought up at the next SNAP meeting. DL would invite Terry Austin, the Speed Watch Coordinator, to brief the Council at a forthcoming meeting.

15. Parish Council Meeting Dates for 2017
These would continue to be on the 2nd Thursday of alternate months. The Clerk would publish the dates for 2017 accordingly.

16. Planning applications and information
No new applications had been received.

17. Financial Report and approval of payments
Up to date income & expenditure accounts, budget report and bank statements were circulated by the Clerk. No queries were raised. Approval was sought and agreed for the payment of the charity donation to the Burnham Market Community Car Scheme, the purchase, for resale, of compostable food waste bags, stationery, and salary due to the Clerk from 1st July 2016 to 31st August 2016. The Clerk took the opportunity to advise Councillors that issues with Barclays Bank regarding the change in Clerk were ongoing but would hopefully be resolved in the near future.

Any Other Business:
18. Village Sign Surround and front of pond
RB asked whether the tidying around the village sign and the front of the pond could be added to the duties of Bill Punter. The Clerk would contact Bill to ascertain his availability/capacity to undertake this additional duty.

19. Stanhoe.org Website
RB asked if any progress had been made with supporting the webmaster. DL had one person in mind, but initially DL would discuss with the webmaster.

20. Hedges along footpaths
RB advised that some parts of hedging towards the Duck Inn were encroaching onto the footpath and asked if this could be added to the Rangers list. The Clerk agreed to e-mail the Rangers engineer requesting this.

21. Sedgeford Poultry Farm
An e-mail from a Sedgeford resident had been received advising that the application regarding the Sedgeford Poultry Farm had been approved. Whilst the Council wished to provide what support it could to the residents and Council of Sedgeford, it was felt it had done as much as it could already.

22. Letter from Sir Henry Bellingham
DL had received a letter from Sir Henry Bellingham, following a letter he had received from a Stanhoe resident, Mrs Austin. Mrs Austin had asked Sir Henry whether the Parish Council could consider obtaining a grant from the Jack’s Lane Community Benefit Fund for the purchase of a speed awareness sign. DL would draft a response and pass to Councillors for consideration.

23. Items for the next Agenda – meeting of 10th November 2016:
Co-option of a new Councillor (DL)
Closer liaison with other Parish Councils (All)
Geese on the pond (DL)
Stanhoe.org website (DL/WL)
Defibrillator (DL/WL)
War Memorials Trust (DL/WL/RB)
Playground waste bin
No other items were discussed and the meeting closed at 8.55pm.

Minutes of Parish Council Planning Meeting
Held on Thursday, 4th August 2016 at 5.30pm
at the Coach House, Stanhoe
Clerk to the Council – W. Leighton, tel 01485 518570

Present:
Mr. D. Lord (DL)
Mr. D. Bridge (DB)
Miss R. Brown (RB)
Mr. M. Roche (MR)
Mr D. Vincent (DV)

Apologies
Mrs. J. Lord (JL)

1. To consider apologies for absence
Apologies were received and accepted.

2. To record declarations of interest from members in the item to be discussed
N/A.

3. To consider the following planning application:
Station Farm Cottage, Station Road, Stanhoe 16/01226/F

Plans were presented to Councillors detailing the latest proposed plans. In addition, DL updated Councillors on the meeting held between himself, DB and JL and some of the residents living in the immediate vicinity of Station Farm Cottage.

After some discussion, a majority decision was reached and it was agreed that the following comments would be sent to the Borough:

The Council supports the referenced application with several provisos including:

that following completion, the hedges and other vegetation are reinstated to maintain the rural nature of the site
that the development is strictly confined to the ‘non agricultural’ land as specified
that it is clear that no further development of any of the site either on or off the agricultural land will be permitted
that all efforts are made to minimise disruption to the area and the other residents of the ‘hamlet’.
4. Any other business:
DL had been made aware, and wanted it noted, that an act of vandalism had occurred recently outside the front of No 10 Station Road.

No other matters were discussed and the meeting closed at 6.40 pm.

Minutes of Parish Council Meeting
Held on Thursday, 14th July 2016 at 7.00pm
in the village Reading Room
Clerk to the Council – Wayne Leighton, tel 01485 518570

Present:
Mr. D. Lord (DL) Chairman
Miss R. Brown (RB)
Mrs. J. Lord (JL)
Mr. D. Vincent (DV)

Apologies:
Mr. D. Bridge (DB)
Mr. M. Roche (MR)

In Attendance:
Mr C. Butcher (CB)
Mr J. Laflin (JL, Mr)

1. To consider apologies for absence
The clerk had received verbal apologies from both DB and MR.

2. To consider approval of the Minutes of the last meeting held
on 12th May 2016
No queries were raised and the Minutes were passed and signed by the Chairman.

3. To record declarations of interest in any item to be discussed
No declarations made.

4. To adjourn the meeting to allow for public participation
CB is the current webmaster for the stanhoe.org website. CB explained that he is due to move out of the village in the near future and, whilst content to continue in his role as webmaster, would appreciate having as assistant to undertake some of the workload. The Chairman thanked CB for the excellent work he had done in establishing and maintaining a very useful website and endeavoured to find a suitable individual as soon as possible to provide the required assistance.

5. Village walkabout
The village walkabout was undertaken over 2 dates – 15th June 2016 and 14th July 2016. The Chairman took notes and photographs during the walkabout and would prepare a report of the findings, the majority of which were of a general tidying nature – i.e. hedges and overgrown undergrowth. The Chairman would consider whether some of the items raised could be addressed by the Highway and Community Ranger visit to Stanhoe week commencing 22nd August 2016.

6. Dog fouling around Cross Lane pond
A ‘No Fouling’ notice had now been purchased and would be placed beside Cross Lane pond.

7. Charitable donations
Various requests had been received. It was agreed donations made would be limited to those charities which had a direct impact on the residents of Stanhoe. It was further agreed therefore that a donation of £100.00 would be made to the Burnham Market Area Community Car Scheme. Future requests for donations would be considered as and when received.

8. Vacancy for a Councillor
There had been no response to the notice regarding holding an election for the Parish Council vacancy. The Borough Council of King’s Lynn and West Norfolk had granted authority for the Parish Council to co-opt to fill the vacancy. JL, Mr, was in attendance at today’s meeting and expressed an interest in filling the vacancy. JL, Mr, met with Councillors present and had previously met with MR. The Chairman would arrange for JL, Mr, to meet with DB and, subject to there being no objections, it was likely that JL, Mr, would be co-opted onto the Parish Council to fill the current vacancy.

9. Waste bins belonging to holiday homes
Councillors had previously expressed concern regarding waste bins being left out for prolonged periods. In advance of the winter months, the clerk would arrange for a notice to be placed in Saints Alive reminding all Stanhoe residents to take in their waste bins once they had been emptied. This would help to prevent bins being blown into the road and becoming a traffic hazard.

10. Village pond and footpath
Trees and vegetation/weeds around the village pond were beginning to look untidy and made walking the footpath around the rear of the pond difficult to manoeuvre. In addition, the seating areas were not welcoming. In the first instance, the Highway and Community Rangers would be requested to undertake this work; failing that the Clerk would approach local ‘handymen’ to have the work undertaken.

11. Roadside hedge cutting
This had now been undertaken in the areas where concerns had been raised.

12. Record filing and archiving
The clerk had now made provision for the storage of archive files belonging to the Parish Council.

13. Jack’s Lane Wind Farm Community Fund
On behalf of MR, the clerk informed councillors that MR had attended the last meeting of the Jack’s Lane Wind Farm Community Fund and had been successful in obtaining a grant of £5000 for the refurbishment of the Village Hall. In the coming weeks details of the refurbishment plans would be displayed in the Village Hall and comments on the plans would be welcome.

14. Compostable food waste bags
Compostable food waste bags had previously been made available to purchase by Stanhoe residents and it had been requested whether the facility could be reinstated. The clerk would check with his predecessor what provision had been in place and the Chairman would ask the Chairman of the MEHM Trust whether he would object to the bags being sold in the Village Hall at the Tuesday coffee morning.

15. Essential items – postage, stationery etc.
The clerk requested the authority of Councillors to enable the purchase of stamps and stationery (printer cartridges, paper, envelopes, folders etc) as and when necessary. This was agreed subject to the clerk making a contribution to Parish Council funds should any items purchased with Parish Council funds be used personally.

16. Planning applications and information:
Previous applications:

Scrap yard, Fakenham Road, Stanhoe – Construction of two dwellings (revised design) – application withdrawn on 13th May 2016.
Petersfield, Cross Lane, Stanhoe – Brick and flint cladding to front elevation and regularisation of use of part existing garage to bedroom and bathroom accommodation – application permitted on 18th May 2016.
New/revised applications:

Reserved Matters Application: Construction of a house and garage at Land Adjoining Old Rectory, Church Lane, Stanhoe – comments by no later than 20th July 2016.
Orangery style single storey extension on rear elevations at Meadow View, Docking Road, Stanhoe – comments by no later than 27th July 2016.
Demolition of existing dwelling and replacement with a new dwelling at Station Farm Cottage, Station Road, Stanhoe – comments by no later than 29th July 2016.
Supporting papers for the 3 new/revised applications were passed to Councillors for consideration. Any comments should be forwarded to the clerk, through the Chairman, to meet the deadlines indicated above.

17. Financial Report and approval of payments
Up to date income & expenditure accounts, budget report and bank statements were circulated by the Clerk. No queries were raised. Approval was sought and agreed for the payment of MEHM Village Hall hire, refreshments for the Annual Meeting, salary due to the Clerk from 13th May 2016 to 30th June 2016, the no fouling sign for Cross Lane pond, tax on the clerk’s salary due to HMRC and village maintenance undertaken by Bill Punter.

Any Other Business:
18. Norfolk Safeguarding Adults Board
The Chairman briefly outlined the new campaign of the Norfolk Safeguarding Adults Board. It was agreed that posters would be put up on notice boards and in appropriate local businesses and a note would be posted in Saints Alive. It was not felt that the Council had the resources to take further specific action, but the Council is very keen to be notified of any potential concerns within the community regarding this issue

19. Items for the next Agenda – meeting of 8th September 2016:
Councillor responsibilities (DL)
Speeding in the village (DV)
Playground sign (DL/WL)
No other items were discussed and the meeting closed at 8.55pm.

Minutes of Parish Council Meeting
Held on Thursday, 12th May 2016 at 6.00pm
in the village Reading Room
Clerk to the Council – E Thuburn, tel 01485 518409

Present:
Mr. T. Austin (TA)
Miss R. Brown (RB)
Mr. M. Roche (MR)
Mr. D. Bridge (DB)
Mr. D. Lord (DL)
Mrs. J. Lord (JL)
Mr. D. Vincent (DV)

Prior to the start of the meeting and with the full agreement of all councillors, TA completed the Governance Report forming part of the Annual Return to Mazars LLP, the external auditors. He and the Clerk both signed the Annual Return which would now be submitted to the auditors.

TA handed a letter to the Clerk which stated his wish not to be nominated as Chairman, a post he had held for 7 of the 10 years he had been a Councillor, and also stated that he would be resigning as a Parish Councillor with immediate effect. He then vacated the Chair.

1. Election of Chairman & Vice-chairman
MR proposed the nomination of DL as Chairman which was seconded by DB and unanimously agreed. DL accepted the post and took over chairmanship of the meeting. DL proposed that DB continue as Vice-chairman for a further year. This was seconded by DV, unanimously agreed and accepted by DB.

DL took the opportunity to express the sincere thanks of all councillors for TA’s 10 years of dedicated service and in particular his years as Chairman during which he had ensured the democratic and efficient running of the Council. He had carried out his duties with professionalism and diligence. These comments were endorsed by DB, RB and MR, all of whom were long standing members of the Parish Council. TA thanked Councillors for their kind remarks. He was invited to stay for the remainder of the meeting.

2. To consider apologies for absence
All members present.

3. To consider approval of the Minutes of the last meeting held on 22nd April 2016
No queries were raised and the Minutes were passed and signed by the Chairman.

4. To record declarations of interest in any item to be discussed
No declarations made.

5. To adjourn the meeting to allow for public participation
No public present.

6. Planning matters
The Clerk reported that a previous application, for alterations to the garage at Barn End, Station Road, to which the Council had already given support, had now been withdrawn. A new application had been submitted for slightly different alterations to the garage. Councillors examined the proposed plans but could find no valid objection on planning grounds. Comments would be submitted to the Borough Planning Dept.

7. Geese on the pond
It had been reported that a goose had been hit by a fast moving car near the pond area. The car did not stop. The RSPCA attended the goose which was still alive and eventually took it away. Three geese remain, two of which are owned by a nearby resident. No other problems had been reported. Despite some opposition in the village, Councillors agreed that the geese should remain on the pond.

8. Dog fouling around Cross Lane pond
This had been reported at the previous meeting. The Clerk had arranged for a notice in the next edition of Saints Alive to remind residents and visitors to remove their dogs’ waste and place it in the bin provided. It was agreed that a notice would be placed beside Cross Lane pond.

9. Financial Report and approval of payments
Up to date income & expenditure accounts, budget report and bank statements were circulated by the Clerk. No queries were raised. Approval was sought and agreed for the payment of the annual insurance premium, the internal auditor’s fee and for salary due to the Clerk from 1st March 2016 to 13th May 2016. The existing clerk had resigned and would cease employment on 13th May 2016.

10. Possible charitable donations
Various requests had been received but it was agreed that a decision on possible donations should be postponed until the next meeting in July.

11. Appointment of new Clerk
Mr. Wayne Leighton, a local resident, had applied for the post and had been interviewed by the Chairman in recent weeks. There had also been the opportunity for all Councillors to meet Mr. Leighton to discuss the post. Satisfactory references had been received. DB proposed that a formal job offer should be made which was seconded by MR and unanimously agreed. Mr. Leighton accepted the offer. Contract documents would be signed in due course. The Chairman welcomed Mr. Leighton to the Parish Council and wished him every success.

12. Items for the next Agenda – meeting of 14th July 2016
It was agreed that Councillors would carry out a village inspection walk, as in previous years, at 4.00pm on Wednesday, 15th June starting out from the village hall. The result of the inspection would be an Agenda item. Other suggestions were:

Dog fouling
Charitable donations
Vacancy for a Councillor
Waste bins belonging to holiday homes
Village pond & footpaths
Before closing the meeting, the Chairman and Councillors expressed their thanks to Miss Thuburn, the outgoing Clerk for her work and dedication in recent years. She, in turn, thanked Councillors for their co-operation and support.

No other items were discussed and the meeting closed at 7.25pm. The Annual Parish Meeting then followed.

 

Minutes of Parish Council Meeting
Held on Friday, 22nd April 2016 at 12.0pm
in the village Reading Room
Clerk to the Council – E Thuburn, tel 01485 518409

Present:
Mr. T. Austin (TA)
Mr. D. Bridge (DB)
Miss. R. Brown (RB)
Mr. D. Lord (DL)
Mrs. J. Lord (JL)
Mr. M. Roche (MR)

Two members of the public was present whom Councillors had invited to the meeting. One was a prospective Councillor and the other a prospective Clerk.

1. To consider apologies for absence
All present.

2. To consider approval of Minutes from the Parish Council meeting of 10th March 2016 and the Planning Meeting of 22nd March 2016
These were all passed and signed by the chairman.

3. To record declarations of interest from members in any item to be discussed
No declarations made.

4. To adjourn the meeting to allow public participation
See Item 7 for details.

5. LAIS 1388 Planning Changes
The Local Associations Information Service (LAIS) document no. 1388 had been circulated to all members prior to the meeting. This detailed many proposed changes to the planning process initiated by Government which would greatly affect the way in which planning applications would be considered in future. The main change involved the creation of a two stage planning process in which the default position would be that permission would be granted in principle and would be followed by a Technical Details stage when planning conditions and obligations would be set. The current consultation process with local councils would be greatly eroded and there would be no right of appeal against any planning decisions which may adversely affect local communities. The Norfolk Association of Local Councils (NALC) was formulating a reply to the proposals, on behalf of its member Councils, setting out a number of objections to the proposed changes. Councillors agreed that they would support the response from NALC.

6. Planning application re: ‘Petersfield’, Cross Lane
This property was currently undergoing refurbishment and an application had been made to clad the existing brick front elevation in flint and to formally acquire permission for a bedroom and bathroom in the rear part of the garage which had been installed some years previously without permission. Councillors considered the plans and raised no objections to either proposal.

7. Possible appointment of Clerk and co-option of a new Councillor
A local resident had applied for the position of Clerk which would become vacant from 12th May 2016. He had already had a discussion with the Chairman and was now present to give all Councillors the opportunity of meeting him and asking relevant questions. Councillors spent some time talking with the resident who was very much interested in the post. It was agreed that his skills and experience were appropriate and a decision on his employment would be taken after the close of the meeting. He would be notified in due course.

Mr. David Vincent, a resident in Stanhoe since 2011, had shown an interest in joining the Parish Council to fill a vacancy which had arisen. The vacancy had been advertised locally according to proper procedures but no other person had shown interest. After Councillors had talked with Mr. Vincent for some time, DB proposed his co-option to the Council. This was seconded by JL and unanimously agreed. All necessary paperwork would be signed by Mr. Vincent following the meeting.

8. Future planning of Council tasks
The Chairman explained that the following duties would have to be re-allocated following the resignation of the current Clerk and his own impending departure.

a) A representative to sit on the Community Benefit Panel in connection with the allocation of funds from Jack’s Lane Wind Farm community benefit scheme. DL agreed to undertake this duty but would be unable to attend the next meeting on 25th May due to a prior arrangement. MR agreed to attend in his place on that occasion.

b) A representative to attend the bi-monthly SNAP meetings. It was agreed that this would be decided in future but in the interim TA would continue to attend and report any relevant issues to the Council.

c) Monthly playground safety inspections. These had been carried out by the existing Clerk and TA. They were an insurance requirement but no specialist training was necessary, only a common sense awareness of possible defects to play equipment. A full annual RoSPA safety inspection would continue to be necessary. The new Councillor, Mr. Vincent, agreed to carry out the inspections possibly assisted by the new Clerk.

9. Year End Accounts for 2015/16
Year End accounts as at 31st March 2016 were circulated by the Clerk. The year had ended with a substantial surplus partly due to the re-negotiation of Insurance and playground maintenance contracts at a significantly reduced cost. No specific queries were raised and acceptance of the accounts was proposed by DL, seconded by MR and unanimously agreed.

10. Financial Report & approval of payments
A brief report was circulated of items to date for the new Accounts year 2016/17. No queries were raised. Approval was sought and given for the payment of the Annual Subscription to NALC.

11. Annual Parish Meeting
This was scheduled for 7.30pm on Thursday, 12th May. Invitations would be distributed to every household in the village. There would be no guest speaker this year but TA would give the usual verbal annual report. TA would also arrange for the supply of refreshments.

12. Items for the next Agenda – meeting of 12th May (prior to the Annual Parish Meeting)
The following items were raised:

Appointment of Chairman & Vice-chairman
Decisions on any charitable donations from the Council
Geese on the pond
Dog fouling around the pond in Cross Lane
No other items were discussed and the meeting closed at 2.10pm.

Minutes of Parish Council Meeting
Held on Thursday, 10th March 2016 at 7.00pm
in the village Reading Room
Clerk to the Council – E Thuburn, tel 01485 518409

Present:
Mr. T. Austin (TA)
Miss R. Brown (RB)
Mr. M. Roche (MR)
Mr. D. Bridge (DB)
Mr. D. Lord (DL)
Mrs. J. Lord (JL)
Mr. A. Upton (AU)

One member of the public was present.

1. To consider apologies for absence
All present.

2. To consider approval of Minutes from the Parish Council meeting of 14th January 2016.
These were all passed and signed by the chairman.

3. To record declarations of interest from members in any item to be discussed
No declarations made.

4. To adjourn meeting to allow public participation
The member of public present raised the following items for consideration by Councillors:

Many thanks for arranging repairs to the shed adjacent to the village hall.
Traffic speed on Bircham Road remains a problem. County Councillor Michael Chenery may be able to assist in persuading the Highways Dept. to consider a reduction in current limits.
A footpath is needed along the length of Bircham Road.
Church Lane is particularly muddy and verges have been eroded by large vehicles.
Barwick footpath leading across the fields to Barwick Hall has been ploughed up and should be re-instated.
White lines on roads in and around Stanhoe require re-painting.
There is only one official public footpath in Stanhoe going from the old Station across to Symington’s farm. Could the wind farm community fund be used to extend this footpath to create a circular route leading back to the village?
Councillors thanked the member of public for his contribution and agreed to put an item on the next Agenda to discuss the possibility of extending the footpath as suggested. The clearing of mud from Church Lane would be added to the list of items to be done by the Highway Rangers team on its next visit. The member of the public left the meeting at this point.

5. SNAP Report
Most of the discussion at the recent meeting had centred around the more densely populated areas with very little mentioned in connection with smaller villages. There were no matters relating to Stanhoe.

6. Proposed Poultry Farm at Sedgeford
There had been a presentation by protestors at the previous Parish Council meeting followed by a discussion resulting in a formal letter of objection to the proposal being sent from the Parish Council to the Borough Planning Dept. This had prompted a strong letter from Mr Barber, the planning applicant, suggesting that the Parish Council had reached a decision without knowing all the facts. It was noted that, unlike the protestors, Mr. Barber had never requested an opportunity to put his case to the Parish Council. It was agreed that no response to Mr. Barber’s letter was necessary.

7. Items tabled by A. Upton:
a) Federation of Parishes: A number of representatives from parishes in West Norfolk have decided to form a Federation in order to exchange information and ideas. The first meeting will be held in early summer. A.U. is planning to represent Stanhoe. It was generally accepted that the Federation was a good idea but Councillors asked that they be kept fully informed and any proposals affecting Stanhoe should be ratified by the full Parish Council.

b) Hedges on Docking Road: Some residents had complained that the 30 mph sign, opposite Baker’s Cottage on Docking Road, was clearly visible only when approaching from Docking but was partially obscured from traffic approaching from the village pond area. The hedge has been cut back on a number of occasions and was thought not to be a problem but it would be looked at again.

c) Broadband provision: This item has been postponed to a later date.

8. Neighbourhood problem:
There was some concern by residents in Parsons Lane about the amount and type of traffic using the Lane to access the field at the northern end. Those concerned will report back to the Council if there are any further issues arising.

9. Regular Updates:
a) Repairs to the shed: These have been carried out and thanks given to the MEHM Trust for organizing the repairs.

b) Geese on the Pond: No problems reported recently but this could change with the breeding season now underway. A new home was still being sought for the male.

10. Annual Parish Meeting
Item postponed until after Item 12.

11. Playground Inspection
T.A. reminded Councillors that the playground was inspected monthly, undertaken alternately by himself and the Clerk, in order to comply with insurance requirements. A fully detailed annual inspection by a RoSPA inspector was still advisable. Some replacement of bolt caps and shackles would be done in the near future. Items had already been purchased. The posts supporting the toddlers’ play tower had some significant splits in the wood which could mean replacing the whole unit within the coming year. Some pieces of equipment would need thorough cleaning in the near future. Volunteers to do the work would be appreciated.

12. Financial Report & approval of payment
Up to date income & expenditure accounts, budget report and bank statements were circulated by the clerk. No queries were raised. Approval was sought and agreed for the payment of the clerk’s salary for the months of January and February 2016.

10. Annual Parish Meeting
This meeting was scheduled for 7.30pm on Thursday, 12th May 2016. All village residents would be invited and drinks & nibbles would be served. Historically, there is a low turnout at this Annual Meeting so no Guest Speaker has been arranged for this year. The Chairman would give a report on Parish Council activities for the past 12 months. Prior to this meeting, a normal Parish Council meeting would be held at 6.00pm. which would involve the appointment of Chairman and Vice-chairman for the coming year.

T.A. stated his intention to stand down as Chairman and to resign from the Parish Council. He also announced that he had received a letter of resignation from the Clerk. Although obliged only to give one month’s notice, she had agreed to continue in post until the meeting of the 12th May and would present End of Year Accounts and associated paperwork for approval by Councillors which could then be passed to auditors.

Councillors agreed to give serious consideration to a replacement Chairman and to meet informally on 22nd March to discuss the job description and strategy for appointment of a new Clerk.

13. To receive items for the next Agenda – meeting of 12th May 2016
The following items were suggested:

Year End accounts & financial report
Appointment of new officers
Appointment of new Clerk
Pot-holes on local roads
Possible extension of public footpath
It was suggested that Broadband Provision and Village Emergency Plan were put on the Agenda for the meeting in July.

The possibility of a beacon or bonfire to celebrate the Queen’s 90th Birthday was raised and it was agreed that some thought would be given to it.

No other matters were discussed and the meeting closed at 8.55pm.

Minutes of Parish Council Meeting
Held on Thursday, 14th January 2016 at 7.00pm
in the village Reading Room
Clerk to the Council – E Thuburn, tel 01485 518409

Present:
Mr. T. Austin (TA)
Mr. D. Bridge (DB)
Miss R. Brown (RB)
Mr. M. Roche (MR)
Mr. A. Upton (AU)

Absent:
Mr. D. Lord (DL)
Mrs. J. Lord (JL)

Four members of the public from the village of Sedgeford were present in connection with Item 6 on the Agenda.

1. To consider apologies for absence
Apologies were received and accepted from DL and JL.

2. To consider approval of the Minutes from the meeting of 12th November 2015
It was agreed that discussion of this item should be postponed until the end of the meeting.

3. To record declarations of interest from members in any item to be discussed
No declarations were made.

4. To adjourn meeting to allow for public participation
Representatives from Sedgeford, including local businessmen and a retired GP, thanked Councillors for the opportunity to speak in regard to Item 6 – ‘Proposed Poultry Farm at Sedgeford’. All were against the proposal which would provide only one job for a local person and absolutely no economic benefit to the area.

This would be a highly industrialised development of 4 sheds with a turnover of 1.2–1.5 million birds based on a 7-week cycle. The only developments of this kind currently in existence are in South Norfolk in the vicinity of the necessary abattoir used for processing the poultry.

The proposed sheds would be situated only one mile from the North West & North Norfolk ‘Area of Outstanding Natural Beauty’ (AONB) and would be clearly seen from Peddars Way coastal path (only 800 metres away) and other nearby tourist sites.

The poultry sheds would cause a serious increase in HGV traffic on the narrow B1454 at the beginning and end of each cycle and also a potentially harmful level of pollution from dust particles and release of ammonia during weekly cleaning procedures. This would have a greater effect on the elderly and young and those with respiratory infections. HGV vehicles carrying live poultry would pass close by a number of primary schools.

The Sedgeford representatives felt that approval of this proposed development might set a precedent for future industrialisation of the area which would have disastrous effect on tourism and associated businesses which were of major financial importance in the area. They asked Stanhoe Parish Council to support them in objecting to the development when the planning application came to be considered. They thanked Councillors for allowing them to attend and for listening to their comments. They then left the meeting.

5. SNAP Report
AU had attended a recent SNP meeting at which only anti-social behaviour in Snettisham, Dersingham and Heacham had been discussed. There had been no discussion on any items which could affect Stanhoe.

6. Proposed poultry farm at Sedgeford
Following the presentation given at Item 4, it was agreed that the proposed development was inappropriate and would bring no economic benefit to an area which was heavily reliant on tourism. Objections would be sent to the Borough Planning Department in due course.

7. Items tabled by AU
a) AU had investigated the possibility of setting up a Federation of Parishes within the North West Norfolk area and had received favourable replies from many parishes. It was suggested that the Federation would comprise one representative from each parish and would meet on an annual basis to discuss matters involving Borough and County Councils. The combined efforts of the Federation would lend weight to any dealings with those Councils. The formal rules and administrative arrangements would be set up at the first Federation meeting.

b) AU reported that at Heacham recycling centre, assistants had refused help to an elderly person despite assurances having been given by County Council that help should be given when necessary. TA reported that objections to the closure of Docking recycling centre from 1st January 2016 were still being submitted to the County Council and there was hope that the closure might be reconsidered.

c) AU had written to both the Borough Council and County Council highlighting the lack of services to rural parishes despite residents paying council tax on the same basis as those in large towns where many services and amenities existed. He still awaits replies to his correspondence.

d) This topic would be postponed to the next meeting as AU had not brought the photographs showing the matter to be discussed.

8. Proposed closure of Heacham Fire Station
The proposed closure would be as a result of County Council budget cuts. In addition, the number of fire tenders in Fakenham and other surrounding depots would be reduced resulting in a potentially longer response time to a major incident. Some councillors had submitted objections to the County Council proposed budget reductions for 2016/17 but it was suggested that a letter be sent to the County Council specifically in relation to the proposed changes to the fire service.

9. Updates on the following:
a) Repairs to the shed adjacent to the village hall. This was the responsibility of the MEHM Trust and the Trust chairman had sent a reminder to the person due to do carry out the repairs.

b) Geese on the pond. All 4 geese were still on the pond but no recent problems had been reported. Two geese are due to be removed to another location.

c) Planning Matters. The owners of Field House, Church Lane had received permission for the erection of an additional dwelling on the site. The owners of The Old Rectory, Church Lane had received outline planning permission for the erection of a new dwelling on an adjoining piece of land owned by them. An extension due to be built on to Petersfield, Cross Lane is within permitted development guidelines and does not require planning permission.

10. Review of external Audit Arrangements
Due to the abolition of the Audit Commission, the National Association of Local Councils (NALC) had raised concerns about the potential increased burden of work and costs placed on local councils. NALC has successfully persuaded Government to allow them to set up a Local Authority Sector Led Body which will appoint auditors for local councils. Using the appointed auditors is the default arrangement but all councils are free to opt out and appoint their own auditors. Under the default arrangement, small councils such as Stanhoe, would not incur any audit fees but if alternative auditors were appointed all normal audit fees would have to be paid from individual precepts. After a brief discussion, AU proposed acceptance of the default arrangement. This was seconded by DB and unanimously agreed.

11. Precept & Budget for 2016/17
The clerk presented a draft Budget for 2016/17 based on the existing precept of £6,500. Due to a slight reduction in the number of qualifying properties in Stanhoe this figure would equate to a contribution of £52.42 per household at Band D, an increase of 75p. on 2015/16. The contribution would be adjusted up or down for other council tax bands. DB proposed acceptance of the draft Budget which was seconded by MR and unanimously agreed.

12. Financial Reports & approval of payments
Up to date income & expenditure accounts, budget report and bank statements were circulated by the clerk. No queries were raised. Approval was sought and agreed for the payment of the clerk’s salary for the months of November & December and for PAYE tax deducted from salaries to be paid over to HMRC.

13. To receive items for the next Agenda – meeting scheduled for 10th March 2016
The following items were suggested:

Updates on shed repairs and geese on the pond
Federation of Parishes
Hedges on Docking Road
Broadband provision
The clerk reminded councillors that Agenda items could be submitted up to one week before a scheduled meeting.

Item 2 – Consideration of previous Minutes
Some objections were raised to the wording of Item 4 of the Minutes from 12th November 2015 which referred to Item 8 d) of that meeting’s Agenda. It was considered that trees and hedges on Station Road were no longer a topic for parish council discussion and suggested that the Item 4 report should be curtailed at the sentence ending with the words ‘…. . clear of footpaths and highways. ’… on line 9 of the paragraph. The remainder of the paragraph should be deleted. This suggestion was agreed and the Minutes of 12th November 2015 were amended accordingly.

No other items were discussed and the meeting closed at 8.55pm.