Stanhoe Parish Council

Minutes of Parish Council Meeting
Held on Thursday, 8th November 2018 at 6.00pm
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)
Mrs. R. Birkin (RB)

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

In Attendance:
4 Members of the Public

1. To consider apologies for absence: MR and DB had given their apologies.

2. To consider approval of the Minutes of the last meeting held on 19th September 2018: 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 of interest were made.

4. To adjourn the meeting to allow for public participation: The public in attendance had no issues to raise.

5. Upkeep of the Village Pond: The Chairman had contacted several separate agencies requesting advice on maintaining the pond during periods of severe drought; none of the agencies contacted were able to offer advice. RB suggested that DB was knowledgeable regarding ponds and thought his views should be gained in the first instance. MR (Apologies) had written to the Clerk praising the condition of the Bircham pond and its surroundings. The Clerk would contact the Bircham Parish Clerk to ascertain who undertook the landscaping.

6. Reading Room Lettering: MR, via email, had advised Council that it was the intention of the MEHM Trust to place lettering on the north gable end wall of the Reading Room identifying the building in 12” letters as ‘Village Hall & Reading Room’. The style of lettering would be Times Roman bold and the colour off-white. The Parish Council had no objections to this proposal.

7. Rangers Visit: Councillors highlighted that the Rangers no longer appeared to undertake village tasks that they had previously undertaken. The village map had not been cleaned and the hedge opposite the pond had not been cut as the Highways department stated it was a ‘privately owned’ hedge. RB agreed to talk to the tenant managing the field behind the hedge to establish if the hedge could be cut. The Clerk would obtain clarity from the Highways department on the remit of the Rangers.

8. SAM 2 Update: The Chairman advised Councillors that the following speeds had been recorded whilst the SAM 2 was positioned near the Duck Inn:

Date Time Speed SAM 2 Position
8 August 2018 4.50pm 90 mph Pond Facing Docking
2 November 2018 11.55pm 70 mph Pond Facing Burnham Market
The Chairman would liaise with the Speedwatch Coordinator and the Police to establish who the data collected from SAM 2 should be sent to.

9. Playing Field:

Dog Bin Provision and ‘No Dogs’ Signs: MR, via email, confirmed that the BCKLWN had approved the siting of a dog waste bin on the playing field. The Clerk would now obtain a quote for the purchase of a new dog waste bin. The MEHM Trust would purchase new signs for the playing field, ‘NO DOGS allowed on the Playing Field UNLESS dog walkers pick up dog waste’.

Play Equipment Inspection: The Clerk would arrange for the annual inspection of the children’s play equipment.

Half Pipe Skate Ramp: Councillors were originally under the impression that the MEHM Trust would be responsible for the funding and installation of a half pipe skate ramp, but this did not now appear to be the case. The Chairman would discuss this with the Chairman of the MEHM Trust. In the interim, the Clerk would establish the costs involved in the installation of a similar ramp in Docking and speak to the Parish Council’s insurance company to ascertain any impact that there may be on the insurance premium.

10. Better Broadband for Norfolk (BBfN) – Update: A further update would not be available until the end of the 2nd week of November.

Update Received 13th November 2018: Cabinet technically complete and currently being commissioned. Services expected to be available by the end of the November.

This update relates to Solution 1, covering Docking Road, Burnham Road and Station Road.

11. Parish Council Vacancy – Interested Parties: One declaration of interest had been received and discussed, and a second verbal declaration of interest had been made. The formal declaration of interest will be reviewed following the conclusion of this meeting.

12. Planning applications and information: The following applications had been received:

App Number Proposal Council Response
18/01636/F
Demolition of existing dwelling and outbuildings and erection of replacement dwelling and detached garage with living space above.

Arline

Docking Road

Application supported by the Parish Council. Comments had already been submitted to the BCKLWN
18/01613/F
Extensions and alterations to dwelling (retrospective):

The Lodge
Docking Road

Application permitted by the BCKLWN.
13. 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 following payments:

Chq No Payee Reason £
100746 D. Lord Parish Council Laptop for SAM Downloads 378.25
100747 W. Leighton Salary September and October 2018 303.86
100748 W. Leighton Expenses September and October 2018 49.99
100749 HMRC PAYE September and October 2018 76.00
14. Resident’s Concerns/Issues raised after the Agenda Published: The following items were brought to the attention of the Clerk after the Agenda had been published:

Tree Opposite Fern Cottage: The Clerk had again written to the landowner but to date no response had been received. The Parish Council felt it had now done as much as it could to assist with this issue.

Village Gateways: The Clerk had obtained quotations for a number of village gateway options which would be circulated to Councillors, by email, for consideration. The Clerk reminded Councillors that bids for the Parish Partnership Scheme had to be submitted by 7th December and, on that basis, Councillors requested that the Clerk arrange for the Highway Engineer to come to Stanhoe to discuss possible locations.

BMACCS: A letter had been received from the BMACCS Coordinator thanking the Parish Council for their kind donation.

15. Items for the next Agenda – meeting of 10th January 2019:

Upkeep of the Pond
Village Gates

No other items were discussed and the meeting closed at 7.05pm.

Minutes of Parish Council Meeting
Held on Thursday, 19th September 2018 at 6.00pm
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:
4 Members of the Public

1. To consider apologies for absence: MR had given his apologies.

2. To consider approval of the Minutes of the last meeting held on 12th July 2018: 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 of interest were made.

4. To adjourn the meeting to allow for public participation: Members of the Public were Mr and Mrs Wilson of The Lodge, Docking Road, Stanhoe and two further residents.

Mrs Wilson explained to the Council that a retrospective planning application in respect of The Lodge, to address the discrepancies between the original planning application and the actual build, had been submitted to the BCKLWN. (See also item 14).

Concern was raised regarding the speed of Broadband being experienced by some residents and the number of residents who had ‘lost service’ during recent weeks. (See also item 10).

A resident advised Council of a revised planning application that had been submitted for Station Farm Cottage. Council confirmed that they were aware of the application and had responded to the BCKLWN. (See also item 14).

5. Upkeep of the Village Pond: A number of residents had made comment, by email and by telephone, on the current visual state of the village pond and the impact that ‘no water’ was having on the wildlife which normally resided on the pond. The Clerk had obtained a quote to dig out and remove approximately 700 tons of mud/silt – the cost would be £3364.80 inc VAT. Alternatively, the contractor could provide a ‘daily rate’ of £648.00 inc VAT. Whilst Council were extremely sympathetic to the concerns raised, the costs involved, which had not been budgeted for, were simply unaffordable. Council agreed to consider a line entry for the costs involved in the upkeep of the pond in the January 2019 Budget Setting Meeting.

6. Go to Town Transport: The Clerk had chased WNCT for a response to the Parish Council’s offer to make a contribution of £400 for the coming year. WNCT thanked the Parish Council and confirmed that they would be willing to accept the contribution.

7. Parish Partnership Bids: The Clerk confirmed that the Parish Partnership Scheme Initiative did include ‘Village Gates’ under the scheme. Council felt that ‘Village Gates’ would enhance the entrances to the village and requested the Clerk to obtain quotes for the supply and installation of such gates.

8. Request for Funding – All Saints Church and BMACCS: Requests for donations had been received from representatives of All Saints Church and the BMACCS, Council agreed to make the following donations:

All Saints Church £200.00
BMACCS £120.00

9. Playing Field:

Dog Bin Provision and ‘No Dogs’ Signs: MR had advised the Clerk that the application process would be completed on his return from holiday. No further update on the new signs for the playing field, ‘Dogs are Welcome provided Owners Clean Up’, was available.

Dog Fouling on the Children’s Play Area: A reminder would be placed in Saints Alive to remind residents of this issue.

Play Equipment Inspection: DV would pass on details of the Inspector so that arrangements could be made for the annual inspection of the children’s play equipment.

Half Pipe Skate Ramp: The Chairman of the MEHM Trust had advised Council that the Trust were keen to fund a half pipe skate ramp for use by older children/young adults. The ramp would be placed a distance away from the younger children’s play equipment. Two young adults kindly attended the meeting to express their interest in the project and explain how the ramp would be used. They felt there would be around 15 regular users from the local area. Whilst Council were in full support of the initiative, the finer details regarding planning permission, insurance, liability etc needed to be researched and confirmed. The Chairman would discuss with the Chairman of the MEHM Trust.

10. Better Broadband for Norfolk (BBfN) – Update: The Programme Director for BBfN had confirmed that the first phase installation should be completed by the end of September 2018 and the second phase installation by the summer of 2019. Issues with the loss of telephone and/or broadband facilities continued. The Clerk would email the Programme Director for BBfN to highlight the issues and the impact this has on a rural community with limited mobile phone reception.

11. War Memorial: Historic England has decided to include the Stanhoe and Barwick War Memorial on the statutory list of Buildings of Special or Historic Interest with effect from 23rd July 2018.

12. Parish Council Vacancy – Interested Parties: One declaration of interest had been received and discussed, and a second declaration has been lodged at its initial stage. Both will be reviewed following conclusion of this meeting.

13. TPO – All Saints Church: The Chairman, on behalf of the Parish Council, had attended the BCKLWN Planning Committee Meeting on 30 July 2018 relating to the TPO for All Saints Church. The Chairman advised Council that the Planning Committee decided to confirm the Order without modification.

14. Planning applications and information: The following application had been received:

App Number Proposal Council Response
18/01521/F The erection of a replacement dwelling:
Station Farm Cottage
Station Road
(See also item 4). The Parish Council agreed unanimously to oppose the application.
Comments had already been submitted to the BCKLWN
18/01613/F Extensions and alterations to dwelling (retrospective):
The Lodge
Docking Road
(See also item 4). The Parish Council supported the retrospective application.
Comments would be submitted to the BCKLWN.
15. 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. The Clerk advised Council that the VAT refund of £829.25 had now been received. The Clerk had recently bought a new printer at a cost of £120; Council agreed to make a contribution of £100 towards the cost.

Approval was sought and agreed for the following payments:

Chq No Payee Reason £
100739 Mower Signs Update Playing Field Sign 28.80
100740 WNCT Contribution for Go to Town Transport 400.00
100741 All Saints Church Donation 200.00
100742 W. Leighton Salary July and August 2018 303.86
100743 W. Leighton Expenses July and August 2018 107.02
100744 HMRC PAYE July and August 2018 76.00
100745 BMACCS Contribution 120.00
16. Resident’s Concerns/Issues raised after the Agenda Published: The following items were brought to the attention of the Clerk after the Agenda had been published:

David Vincent – Resignation: David would be moving out of the area in the near future and therefore tendered his resignation with immediate effect. The Chairman, on behalf of the Council, thanked David for the vast contribution he had made during his time on the Parish Council and wished him well for the future.

Tree Opposite Fern Cottage: The Clerk had attempted to make further contact with the landowner, but calls had not been returned. The Clerk would now write to the landowner again.

17. Items for the next Agenda – meeting of 8th November 2018:

Upkeep of the Pond
BBFN
Village Gates
Dog Bin and Signs

No other items were discussed and the meeting closed at 7.45pm.

Minutes of Parish Council Meeting
Held on Thursday, 12th July 2018 at 6.00pm
in the village Reading Room
Clerk to the Council – Wayne Leighton, tel 01485 518570

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

Apologies:
Mr D. Bridge (DB)

In Attendance:
4 Members of the Public

1. To consider apologies for absence: DB had given his apologies.

2. To consider approval of the Minutes of the last meeting held on 10th May 2018: 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 of interest were made.

4. To adjourn the meeting to allow for public participation: Members of the Public were Mr and Mrs Wilson of The Lodge, Docking Road, Stanhoe and two further residents.

Mr Wilson read out a prepared statement expressing personal disappointment that a member of the public had lodged an objection with Planning Enforcement (BCKLWN) with respect to works being carried out at The Lodge resulting in further delay and cost on their part. They requested the Council’s assistance in gaining approval for the necessary plans to meet the Planning Department’s requirements. (See also item 14).

They also raised concerns regarding the speed of traffic entering Stanhoe from Docking and enquired whether the restriction sign could be moved further out.

5. Speeding in the village: Speeding in the village still remained a concern for both Council and residents. Recent data collected from the SAM 2 indicated a speed of 95mph along Bircham Road on 3rd May 2018 at 3.40pm and a speed of 60mph along Docking Road on 8th June 2018 at 11.55pm. The Chairman would liaise with the Speedwatch Coordinator to see how the data gathered could be best shared with the Police.

6. Go to Town Transport: The Chairman had written to the Chief Executive of WNCT advising of the Parish Council’s intention to make a contribution of £400 for the coming year. A response was awaited.

7. Parish Partnership Bids: The Parish Partnership Scheme Initiative will again be repeated in the financial year 2019/20. The Council asked the Clerk to ascertain whether ‘Village Gates’ came under the scheme.

8. Stanhoe Village Forum Meeting: It was suggested that a Stanhoe Village Forum Meeting be held to include the Parish Council, the Church, the Chapel, the MEHM Trust, the WI and the Stanhoe Archive. The purpose would be to identify any similar themes encountered by the individual organisations with a view to be able to ‘join up’ and, where appropriate, address issues collectively. The Chairman and the Clerk would coordinate and send out invitations for the inaugural meeting,

9. Playing Field:

Dog Bin Provision and ‘No Dogs’ Signs: MR, as the Chairman of the MEHM Trust, advised Council that the application process was underway with the BCKLWN with regard to the provision of a dog bin, away from the children’s play area. In addition, MR advised that new signs for the playing field, ‘Dogs are Welcome provided Owners Clean Up’, would be purchased and put in place.

Children’s Play Equipment: The Council wished to express its thanks to Brian Gorton who had very generously cleaned the children’s play equipment. DV would now arrange for the annual inspection of the equipment.

10. Better Broadband for Norfolk (BBfN) – Update: The Programme Director for BBfN had confirmed that there would be a delay in the first phase installation and it was now anticipated to be completed by mid-August. The delay was due to ‘engineering issues’. The Clerk would obtain a further update in mid-August. Of late, a number of residents had reported a loss of telephone and/or broadband facilities. The Chairman would email the Programme Director for BBfN to highlight the issues and the impact this has on a rural community with limited mobile phone reception.

11. Polling Station Closure – Update: In view of a number of comments received by the BCKLWN regarding the closure of certain Polling Stations, the BCKLWN have now decided not to pursue the proposals at present, Usage of polling stations will be monitored at the May 2019 elections.

12. Parish Council Election Costs – Uncontested Elections: At a meeting of the BCKLWN held on 14th June 2018 it was resolved to re-charge the costs of uncontested Parish Council Elections to the Parish Councils concerned. This will apply at the four-yearly Parish Council Elections as well as any Casual Vacancies in between. The re-charges will be the actual costs incurred per uncontested election and would take effect from 1st April 2019. Councillors raised concern regarding this change and asked the Clerk to clarify with the BCKLWN particularly what any likely costs would or could be.

13. Website Contribution: The Webmaster had informed Council that he had recently paid bills for the website hosting costs for Stanhoe.org and an annual fee to retain the domain name. Hosting costs, covering a 2 year period, are £70 + VAT plus an annual domain retention fee of £10.95 + VAT. Council agreed unanimously to make a contribution of £40 towards the costs.

14. Planning applications and information: The following application had been received:

App Number Proposal Council Response
18/00939/F Extension to existing dwelling. Demolition of existing detached double garage and erection of replacement.
No objections by Parish Council.

Application permitted by BCKLWN.

The Council sympathized with the frustration experienced by Mr and Mrs Wilson and agreed to look as closely and sympathetically as possible at any revised plans necessary for the approval of the works at The Lodge. (See also item 4).

15. 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. The Clerk advised Council that the VAT return had been submitted to HMRC and the Council had been registered, a requirement of GDPR, with the ICO.

Approval was sought and agreed for the following payments:

Chq No Payee Reason £
100733 Came & Company Annual Insurance Premium 405.19
100734 ICO Annual Registration Fee 40.00
100735 C. Butcher Website Costs 40.00
100736 W. Leighton Salary May and June 2018 303.86
100737 W. Leighton Expenses May and June 2018 31.00
100738 HMRC PAYE May and June 2018 76.00
16. Any other Business (for information only): The following items were brought to the attention of the Clerk after the Agenda had been published:

Stanhoe Pond: A resident had expressed concern about the water loss in the pond following the continued hot spell and lack of rain. The weather forecast indicated that rainfall may be due in week commencing 16th July 2018 so Councillors decided to defer any decision on what action may be considered.

Tree Opposite Fern Cottage: A resident reminded Council that no action had yet been taken regarding the tree growing around the telegraph pole opposite Fern Cottage. Council asked the Clerk to make further contact with the landowner.

To cover similar eventualities in future, an agenda item entitled ‘Residents Concerns’ would be added to future agendas.

17. Items for the next Agenda: Meeting of 19th September 2018:

Upkeep of the Pond

No other items were discussed and the meeting closed at 8.05pm.

Minutes of Parish Council Meeting
Held on Thursday, 10th May 2018 at 6.00pm
in the village Reading Room
Clerk to the Council – Wayne Leighton, tel 01485 518570

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

Apologies:
Mr D. Bridge (DB)

In Attendance:
3 Members of the Public

1. Appointment of Chairman and Vice-Chairman: MR proposed that DL be elected as Chairman for a further year. DL stated his willingness to accept the Chairmanship for a further year. The proposal was seconded by DV and unanimously agreed. In his absence, and subject to his acceptance, DV proposed DB as Vice-chairman which was seconded by JL and also unanimously agreed.

2. To consider apologies for absence: DB was unable to attend the meeting.

3. To consider approval of the Minutes of the last meeting held on 8th March 2018: 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 of interest were made.

5. To adjourn the meeting to allow for public participation: Concerns were raised regarding continued speeding in the village, the tree opposite Fern Cottage and an interest was shown in the Go to Town Transport agenda item. The Chairman reiterated the Council’s concern regarding excessive and continued speeding and would discuss with the Community Speed Watch Coordinator how the statistics recorded by the SAM 2 could be passed to the Police. The Chairman reiterated the lengths the Council have gone to in establishing the landowner, and writing to him, to make him aware of the tree opposite Fern Cottage. All efforts to engage BT and Openreach had been unsuccessful with both organisations confirming the responsibility rests with the landowner. It was agreed that if no action has been taken by the landowner by the end of June 2018, the concerned resident would advise the Council.

6. Go to Town Transport: A general discussion took place regarding the cost, usage and value of the Go to Town Transport Community Bus. The cost for the 1st year had been £700 and it had been indicated that costs for the 2nd year would be £350. However, a request for funding from West Norfolk Community Transport (WNCT) for the 2nd year was £560 as costs had increased due to changes in government legislation relating to the operation of Community Transport and the recent withdrawal of Stagecoach from the region. Whilst usage to/from Stanhoe had been a little disappointing, it was acknowledged that for those who had taken advantage of the service it had been a great asset. In terms of the Council Budget for 2018/19, £350 had been allocated to cover the 2nd year costs so in view of this, it was agreed that, in the first instance, an offer of £400 would be made to WNCT. Accordingly, the Chairman would write to the Chief Executive outlining this proposal.

7. Playing Field:

Dog Bin Provision and ‘No Dogs’ Signs: MR, as the Chairman of the MEHM Trust, advised Council that the Trust would consider the subject of a Dog Bin and ‘No Dogs’ signs at the next meeting of the MEHM Trust.

8. Appointment of a Data Protection Officer: Whilst NALC have confirmed that there is still a requirement to register with the Information Commissioner’s Office (ICO), the Government have tabled an amendment to its own Data Protection Bill to exempt all parish and town councils and parish meetings in England and community and town councils in Wales from the requirement to appoint a Data Protection Officer (DPO) under the General Data Protection Regulation. Officials have confirmed with National ALC that, whilst all other measures still apply, appointing a Data Protection Officer to support a council’s approach to data protection would then become discretionary and just regarded as good practice. The Clerk will however register Stanhoe Parish Council with the ICO.

9. Better Broadband for Norfolk (BBfN) – Update: The Chairman had obtained the latest update from the Programme Director. The first phase of the Broadband upgrade in the village, which covers, in the main, the Docking Road, Burnham Road, Station Road, Cross Lane and the Green should be completed by the end of June 2018. The second phase is expected to be completed by the end of the year.

10. Closure of Polling Station: A letter from the Electoral Services Manager at the Borough Council of Kings Lynn and West Norfolk proposed that the Polling Station, normally located in the Reading Room, be closed and that Stanhoe electors be asked to vote at neighbouring Docking. The Council did not see this proposal as a welcome change, particularly in view of the very limited public transport available between Stanhoe and Docking. The Clerk, through the Chairman, would advise the Electoral Services Manager of the Council’s reservations.

11. Parish Council Insurance Renewal: The policy for Stanhoe Parish Council falls due for renewal on 1st June 2018. Came and Company Local Council Insurance had provided quotations from 3 leading insurers as follows:

Company Annual Premium Total Premium
Inspire £373.88 + £50 admin fee £423.88
Hiscox £636.81 + £50 admin fee £686.81
Ecclesiastical £843.50 + £50 admin fee £893.50
The premiums could be reduced by a further 5% if the Council elected to set up a 3 year binding Long Term Agreement (LTA) – in terms of Inspire this would result in a total annual premium of £405.19. The Council agreed unanimously to take out a LTA with Inspire. The Clerk would make the necessary arrangements.

12. Stanhoe and Barwick War Memorial, the Green: Historic England, as part of their response to the centenary of the First World War, had written to the Parish Council advising of their consideration to add the Stanhoe and Barwick War Memorial to the List of Buildings of Special Architectural or Historic Interest. A further letter advised that the initial assessment of the War Memorial had been completed. Prior to Historic England making its final recommendation to the Secretary of State for Digital, Culture, Media and Sport, the Council were invited to provide any additional information or observations. The Council wished to thank Historic England for their consideration to add the Stanhoe and Barwick War Memorial to the List of Buildings of Special Architectural or Historic Interest and, provided there were no hidden implications for the Parish Council, had no further comment to make. The Clerk would respond to Historic England accordingly.

13. Planning applications and information: Whilst no formal planning applications had been received, the Chairman took the opportunity to advise Council that the Council comments recorded at paragraph 5 of the minutes of the meeting on 8th March 2018 regarding the Tree Preservation Order – All Saints Church, had been relayed to the Planning Department at the Borough Council of Kings Lynn and West Norfolk. To date, nothing further had been heard.

14. End of Year Accounts, Financial Report and approval of payments: Year End accounts as at 31st March 2018 were circulated by the Clerk. The accounts had been inspected by the Internal Auditor and no observations had been raised. Council agreed unanimously with the End of Year Accounts so the Chairman signed the Annual Governance and Accountability Return 2017/18 Part 2.

Up to date income & expenditure accounts, budget report and bank statements were circulated by the Clerk. No queries were raised.

The Chairman advised Council of the proposed increase by NALC to the Clerk’s salary from £8.873 per hour to £9.341 per hour with effect from 1st April 2018. Council agreed unanimously to the increase.

Approval was sought and agreed for the following payments:

Chq No Payee Reason £
100727 NALC Annual Subscription 93.57
100728 NPFA Subscription 2017/18 & 2018/19 40.00
100729 Roger Canwell Internal Audit 40.00
100730 W. Leighton Salary March and April 2018 296.46
100731 W. Leighton Expenses March and April 2018 79.90
100732 HMRC PAYE March and April 2018 73.80
15. Items for the next Agenda – meeting of 12th July 2018:

Playing Field – Dog Bin Provision and ‘No Dogs’ Signs
Speeding in the Village
Go to Town Transport

No other items were discussed and the meeting closed at 7.00pm. The Annual Parish Meeting then followed.

Minutes of Parish Council Meeting
Held on Thursday, 8th March 2018 at 6.00pm
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. M. Roche (MR)
Mr. D. Vincent (DV)

Apologies: None

In Attendance: 3 Members of the Public and Councillor Andrew Morrison (Docking Ward)

1. To consider apologies for absence: None.

2. To consider approval of the Minutes of the last meeting held on 11th January 2018: 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 of interest were made.

4. To adjourn the meeting to allow for public participation: A general discussion took place between the members of the public in attendance regarding the recent imposition of a Tree Preservation Order (TPO) against trees in the grounds of All Saints Church. Whilst some were in favour of felling all the trees covered by the TPO, others suggested that ‘thinning and lopping’ would be a more sympathetic approach. It was likely that a final decision would be made at a Borough Council Planning Committee Meeting scheduled for April/May 2018.

5. Tree Preservation Order – All Saints Church: The Council was pleased to have the opportunity of this discussion having not, prior to the TPO, received notice of the proposed action regarding the tree avenue, known as The Plantern. The Council is sympathetic to the Church’s well expressed concerns regarding the health of many of the trees, safety issues and the future cost of maintenance. The general view is that with these concerns in mind, the Council would choose to rely on impartial expert advice; the general objectives being 1) keeping the avenue of trees albeit in a reduced form 2) accepting the necessity of removing trees that are rotting or represent a threat to any building, particularly the Church and 3) to sanction suitable replanting of similar trees. In summary the Council wishes to assist the Church while supporting an acceptable tree management strategy; this does mean supporting the TPO in some modified form. The Council wishes to be represented at any Planning Meetings it is permitted to attend.

6. Tree Opposite Fern Cottage – Update: The Landowner had now contacted the Clerk and had indicated that he would, in the coming months, come to the village to have a look at the issue with the tree and associated cabling. In addition, The Chairman had been in contact with representatives both from BT and Openreach on numerous occasions but neither organisation would accept responsibility for the tree.

7. Electronic Speed Signs – SAM 2 Update: The Chairman had visited Westcotec and now had a better understanding of how to download and interpret data. The Chairman was able to advise Council of the highest speeds recorded in the village between September 2017 and February 2018, all of which were recorded in 30 mph zones:

25th September 2017 6.00am 85mph
2nd January 2018 7.15am 95mph
7th February 2018 9.50pm 85mph

The Chairman would liaise with the Speedwatch Coordinator to ensure that the Police were notified.

8. Surround to the Cross Lane Cross: Efforts would be made to contact English Heritage to establish what protective surround to the Cross would be acceptable. In addition, the Chairman and Clerk would invite English Heritage to come and view the Cross and explain the concerns the Council have.

9. Playing Field:

Dog Bin Provision and ‘No Dogs’ Signs: MR, as the Chairman of the MEHM Trust, advised Council that the Trust would consider the subject of a Dog Bin and ‘No Dogs’ signs at the next meeting of the MEHM Trust.

Playground Equipment: The Chairman and the Chairman of the MEHM Trust had yet to draw up a Memorandum of Understanding regarding the land on which the playground equipment is situated. Once this had been agreed, an approach could be made to Jack’s Land Wind Farm for funding for new/additional playground equipment.

10. Better Broadband for Norfolk (BBfN) – Update: The Chairman had emailed the Programme Director regarding the residents of properties who may not benefit from the Broadband upgrade. The Programme Director confirmed that further surveys had yet to be undertaken but following these surveys she would be able to provide a definitive list of those properties which would not benefit from the upgrade. The Chairman would request a further update in April 2018.

11. Extension to Village Maintenance Duties and Spring Clean: RB, subject to Council approval, suggested that tidying to the rear of the pond and around the seating should be added to the current duties undertaken by Derek Scales – Derek had confirmed to RB that he would content to do this. Council agreed that from April 2018 a further ½ hour per month could be added to Derek Scales’ contract to cover this additional work. The Chairman suggested that the Council, and possibly some village residents, may like to take part in the Great British Spring Clean Up – a general village ‘litter pick’. Council agreed and a date would be confirmed.

Subsequent to the meeting it has been agreed that, weather permitting, the Stanhoe Great British Spring Clean Up will start at 10.00am on Saturday 7th April with all volunteers meeting at the Reading Room.

12. Appointment of a Data Protection Officer (DPO): Further updates are awaited from NALC. Ongoing.

13. Planning Democracy: Whilst Council had supported the sentiments in the letter regarding Planning Democracy sent to the Borough Council by the Chairman of Castle Acre Parish Council, the Council Leader had subsequently confirmed that despite the changes the weight of consideration for a parish’s comments will be in no way diminished.

14. Arrangements for Annual Parish Meeting: The Annual Parish Meeting will take place at 7.00pm on 10th May 2018. The Chairman requested suggestions for inclusion should be forwarded to him by 31st March 2018. The Clerk would arrange publicity.

15. Planning applications and information: The following applications had been received:

App Number Applicant Proposal Council Response
18/00130/F Amy Lunt
Side single storey extension and conversion of the garage to be used within the main dwelling. Existing conservatory will be upgraded and become part of main dwelling. Internal reconfiguration of dwelling. Windows to front elevation slightly enlarged.

Michaelmas, Cross Lane

No objections by Parish Council.

 

Application permitted by BCKLWN

18/00122/F Mr Michael Watson
Extensions and alterations –

The Lodge, Docking Road

No objections by Parish Council.

Notification of a new property address: – Isabel Lodge, Church Lane.

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 following payments:

Chq No Payee Reason £
100721 Westcotec SAM 2 Battery 96.00
100722 Gooch Pest Control Mole Control 108.00
100723 W. Leighton Salary January and February 2018 288.46
100724 HMRC PAYE January and February 2018 72.20
100725 West Norfolk Community Transport First Year Contribution 700.00
100726 BCKLWN Dog Bin Emptying 82.37
17. Items for the next Agenda – meeting of 10th May 2018:

Playing Field – Dog Bin Provision and ‘No Dogs’ Signs
Appointment of a Data Protection Officer
BBFN Update

No other items were discussed and the meeting closed at 7.45pm.

Minutes of Parish Council Meeting
Held on Thursday, 11th January 2018 at 6.00pm
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. M. Roche (MR)
Mr. D. Vincent (DV)

Apologies: None

In Attendance: 2

 

1. To consider apologies for absence: None.

2. To consider approval of the Minutes of the last meeting held on 9th November 2017: 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 of interest were made.

4. To adjourn the meeting to allow for public participation: Two members of the public were in attendance but did not wish to contribute to the meeting.

5. Budget Setting for 2018/19: Councillors voted by a majority of 4 to 1 to retain the same overall budget for 2018/19 although there would be some minor changes to individual line entries within the budget. Councillors agreed unanimously that there may be a requirement for a small increase to the budget in future years.

6. Precept Request for 2018/19: The Clerk would now complete the Precept Request for 2018/19, based on the agreed budget, and return it to the Borough Council.

7. Electronic Speed Signs – SAM 2 Update:

Component Issue: Westcotec, the SAM 2 supplier, had notified the Council that a component issue had been identified with some SAM 2 signs which would result in complete failure of the unit. Should this occur, normal warranty arrangements would apply.

Data Collection/Interpretation: The Chairman reported that collecting and interpreting data from SAM 2 was not without issue and Westcotec had so far been unable to provide the necessary assistance. The Chairman would arrange to visit Westcotec to discuss, and hopefully resolve, the data issue.

8. Village Noticeboards: The village noticeboards had now been refurbished to an excellent standard by DV.

9. Playing Field:

Dog Bin Provision and ‘No Dogs’ Signs: MR, as the Chairman of the MEHM Trust, would make contact with the Borough Council regarding the placement and installation of a ‘Dog Bin’ – The clerk would supply MR with the necessary contact details/emails received to date. MR also agreed to raise the subject of ‘No Dogs’ signs at the next meeting of the MEHM Trust.

Playground Equipment Annual Inspection: DV would arrange for the play equipment to be thoroughly cleaned in the Spring, prior to arranging the annual inspection.

10. Better Broadband for Norfolk (BBfN) – Update: The Clerk had requested, and received, an update from the Programme Director for BBfN on the schedule for Stanhoe. Timescales remain the same – implementation during 2018, however the actual technology will be fibre to the premises. Some properties in the village are not expected to benefit although, during implementation, if any can be covered they will be. The Chairman would email the Programme Director requesting that residents of properties who may not benefit are notified in advance of the implementation.

11. Loss Of Some Telephone Provision in the Village: The Parish Council were aware of some loss of telephone provision in the village both prior to and during the Christmas period. It is understood that the necessary repairs to cabling had now been completed and service to affected residents had been restored. In relation to the tree growing around the cables fitted to a telegraph pole opposite Fern Cottage on Docking Road, the Chairman had contacted BT/Openreach and had received a number of positive responses regarding the issue and confirmation that it would be investigated as a priority. In addition, the Parish Council had notified the landowner of the issue with the tree.

12. Appointment of a Data Protection Officer (DPO): The Chairman explained that under the General Data Protection Regulation (effective on 25 May 2018) and new UK legislation expected next year, Parish Councils in England are required to appoint a DPO. Whilst the DPO may be an internal or external appointment, it is NALC’s view that most clerks and RFOs cannot be designated as a council’s DPO. This is because although they may satisfy some requirements of the role, they will not satisfy all of them. The Clerk would canvass neighbouring councils to ascertain how they intend to cover the DPO role and report back at the next meeting.

13. Stanhoe – A Conservation Area?: Whilst one Councillor present did not feel sufficient information was available to vote, all other Councillors voted not to proceed, at this time, with Stanhoe becoming a conservation area..

14. Planning applications and information: No applications had been received.

15. 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. The Clerk advised Council that HMRC had confirmed in writing that they had not received cheque number 100710 issued on 21st September 2017. The cheque to HMRC approved at today’s meeting (*) would also include the £72.20 which HMRC did not receive in September 2017.

Approval was sought and agreed for the following payments:

Chq No Payee Reason £
100715 W. Punter War Memorial Maintenance 70.00
100716 D. Vincent Notice Boards Refurbishment 320.00
100717 D. Scales Village Maintenance Duties 120.00
100718 W. Leighton Salary November and December 2017 288.66
100719 W. Leighton Clerk’s Expenses 7.90
100720 HMRC (*) PAYE November and December 2017 144.20
16. Items for the next Agenda – Meeting of 8th March 2018:

Electronic Speed Signs – SAM 2 Data Update
Playing Field – Dog Bin Provision and ‘No Dogs’ Signs
Appointment of a Data Protection Officer

With all Councillor’s present, the Chairman took the opportunity to agree Parish Council meeting dates for 2018. The dates agreed were:

8th March
10th May
12th July
19th September
8th November

No other items were discussed and the meeting closed at 7.40pm.