Stanhoe Parish Council

Minutes of Parish Council Meeting
Held on Thursday, 10th November 2022 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 (RBR)
Mr M. Wilson (MW)
Mrs R. Birkin (RB)
Mr B. Gorton (BG)
Mr T. Fitzjohn (TF)
Dr S. Shaw (SS)

Mr W Leighton Clerk

Apologies:

None

In attendance:

3 members of the public

1. To consider apologies for absence: All Councillors were present.

2. To consider approval of the minutes of the last meeting held on 28th September 2022: 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: TF registered a declaration of interest in the planning application for Beulah House, a neighbouring property to his own. (See Item 17). SS felt strongly that he did not need to register a declaration of interest regarding the willow tree on Cross Lane pond (See Item 9) as he had reported the issue on behalf of a resident, not as a personal issue. The Chairman however, felt there could be a ‘perceived’ conflict of interest due to the proximity of SS’s property to the willow tree. For the avoidance of doubt, it has not been suggested that the Pond or its land is the property of the 3 houses behind it.

4. To adjourn meeting to allow public participation: One member of the public reported that the village street furniture was particularly dirty and in some cases speed limit signs were unreadable. The Clerk explained that the Borough Council Streetscene Inspectors were asked to clean all street furniture on each occasion that they visited Stanhoe, but he would follow up the issue with the Highways Department. The member also advised Council that in conjunction with Norfolk Police there would be increased Speedwatch activity during the week 14th to 20th November – the Stanhoe Speedwatch Team would be in operation for 1 hour on 5 of those 7 days.

Two members of public raised the issue of the willow tree on Cross Lane pond and asked what actions the Parish Council were intending to take. The Chairman explained that the issue would be discussed in detail at Item 9 and he would invite further comment then, but that the main issue was trying to establish ownership, if any, of the pond and the tree. The members of the public offered to provide to Council what information they held regarding ‘property boundaries’ in that vicinity, for which the Council were appreciative.

5. Format of Parish Council Meetings: This topic expanded into one of ‘general internal management’ and the Chairman requested that it be deferred until after the departure of the public to facilitate a meeting ‘in camera(e)’.

Matters covered included ‘public participation’ and seating, flexibility of future meeting dates, the delay of the last meeting due to the Queen’s mourning period, quoracy and council confidentiality.

It was agreed to endeavour to ‘relax’ meeting procedures so the public may be permitted to speak at other times on agenda items in which they had specific knowledge or experience. It was also agreed to try and reduce the seating distance between the Council and the public. Re meeting dates and flexibility, the suggested dates for 2023 were discussed and are in Section 7 below. The discussion also considered the fairly specific rules of attendance requirements and reason for absence as specified in the ‘Good Councillors Guide’ there being a strict necessity of an adequate reason for non-attendance. The delayed meeting in September was a direct consequence of the London Bridge Protocol and NALC advice on the demise of the Queen. Re confidentiality, confidential council issues such as Councillor availability is not to be openly discussed in public prior to a meeting and Quoracy, in the case of Stanhoe PC, is deemed to be achieved when 4 or more councillors, including the Chairman are in attendance.

6. Appointment of a Deputy Chairman: MW proposed that the appointment of a Deputy (Vice) Chairman would enable continuity of leadership when the Chairman was away. This would apply to both routine Parish Council business and also be incorporated within the drafting of any Parish Emergency Plan (See Item 11). After a short discussion Councillors were in agreement to defer the appointment of a Deputy Chairman until after the elections in May 2023 and that should the need arise before then, the Chairman would nominate a Deputy Chairman pro tem.

7. Parish Council Meeting Dates 2023: Council discussed the following dates for Parish Council meetings for 2023:

4th January – Agreed
8th March – Provisional
10th May – Provisional
12th July – Provisional
13th September – Provisional
8th November – Provisional

Annual Parish Meeting – TBC

A further discussion would be held at the January 2023 meeting to confirm/amend the provisional dates.

8. Stanhoe Playing Field: The Chairman advised Council that the proposed contract from CGM Ltd, the grounds maintenance contractor for the playing field and children’s play area, would result in a significant increase in the cost to the Parish Council. Currently there are 18 cuts per year costing £58.13 plus VAT per month. The new contact would cost £105.00 plus VAT per cut. The Clerk had approached 3 other companies to obtain quotations – 2 of those companies did not wish to tender, the 3rd, verbally, said each cut would cost between £300 and £400. Following discussion, Council agreed to renew the contract with CGM Ltd on the basis of 10 cuts per year – 1 in April, 2 in May, June and July and 1 in August, September and October. The Clerk would make the necessary arrangements with CGM Ltd.

9. Willow Tree on Cross Lane Pond: Whilst ownership status of the Cross Lane Pond and willow tree had yet to be established, the Clerk had contacted the Highways Department who confirmed that it was not owned by Highways and was more likely held privately or was on common land. The Highways Department would request further information from the Boundaries Team but this could take up to 6 months and may not result in any further information. In addition, the Clerk had contacted a local Arboricultural specialist and requested a report on the willow tree. The specialist advised:

“The overall health of the tree appears to be good. At present there is no urgent requirement for any tree safety works. However, bearing in mind the proximity to the road I would make the following suggestions for consideration:

Ivy should be severed at the base of the tree.

The crown should be lifted in order to provide at least 5 m clearance above the road.

The crown should be reduced by up to 30% in order to reduce the end weight of the limbs and branches in order to minimise risk of wind damage.

Cost £575.00 plus VAT to include the removal of arisings.”

BG suggested that the cost of the maintenance be met by the immediate neighbouring properties, who would be reimbursed by the council if it transpired that it was liable.

Councillors agreed to defer a decision to undertake any remedial work on the tree pending further investigation/confirmation of ownership by the next (January ’23) meeting.

10. Stanhoe Website: The Stanhoe Website Administrator had contacted the Parish Council and asked whether there was anyone in the village who could assist with some website maintenance. In addition, he advised that the website was about to run out of disk space – the Parish Clerk mailbox was taking up approximately one third of the total capacity. MW said that his wife would welcome a discussion with the Website Administrator to understand what was required and what support she may be able to offer. The Clerk would contact the Website Administrator and ask if MW’s wife could make direct contact.

11. Parish Emergency Plan: An open meeting had been arranged for 16th November at 7.00pm, in the Reading Room, to discuss updating the Stanhoe Emergency Plan. Notices had been placed in Saints Alive and on the Stanhoe website.

12. SAM 2 Update: The fastest recorded speeds within the 30mph limit for October 2022 had been:

Date Time Speed Sign Position
17th October 07.50 55mph Pond facing Docking
During October 22,600 vehicles passed the speed sign at an ‘average’ speed of 27 mph.

MW commented there had been another accident at the Bircham crossroads on the evening of 29th October which the Council was aware of.

13. Scam Awareness and Prevention Presentation: This had now been arranged for 11.30am on 15th November, in conjunction with the Tuesday coffee morning, in the Reading Room. Notices had been placed in Saints Alive and on the Stanhoe website.

14. War Memorial: The Clerk had obtained details of an individual who may be able to give advice and an estimate for renovating the war Memorial. The Clerk would make contact and arrange for a report/quotation.

15. Parish Update Session on Planning – 12 October 2022: MW had attended the subject session. MW reported there had been 5 presentations covering Local Plans, CIL payments, street naming, planning and enforcement. The only highlight of note was that where comments by Councillors on planning applications are made outside of a meeting (i.e. via email) then this method of obtaining comments should be reflected in Standing Orders. The Chairman explained that he was currently reviewing Stanhoe Parish Council Standing Orders and he would ensure that this method was incorporated.

16. New Builds Literature: RBR presented to Council, for their information, a special edition of the Kings Lynn Magazine focussing on ‘New Build’ properties. RBR thought the information may be useful when councillors are making comment on any future planning applications received.

17. Planning Applications and Information: The following planning applications had been received or decided upon since the last meeting:

Application Number Proposal Decision
21/01646/F
Proposed oak frame front extension.

Whitestrands
Docking Road

Application supported by Parish Council
22/01909/F
Proposed Rear Extension to Provide Open Plan Kitchen/Dining and Living Space, Loft Conversion to Provide Home Office Space, Internal alterations.

Beulah House
Bircham Road

Application supported by Parish Council
18. Financial Report and approval of payments:

The Chairman advised Council that the LGA had reached agreement on the new pay scales for 2022-23, backdated to 1 April 2022, and recommended that the pay award be implemented for the Clerk. Council agreed unanimously to the Chairman’s recommendation.

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

Approval was sought and agreed for the following payments:

Chq No Payee Reason £
100874 J. Faulks Village Maintenance 245.00
100875 W. Leighton Salary September & October 2022 332.20
100876 HMRC PAYE September & October 2022 83.00
MW advised that he would be attending the virtual meeting on Norfolk County Council Budget Proposals for 2023 on 22 November 2022 at 19:00.

21. Resident’s Concerns/Issues Raised after the Agenda was published:

The MEHM Trust had proposed a joint ‘get together’ with the Parish Council to be held on 13th or 20th January 2023. The Trust felt it would be a good way of bringing the community together whilst showing the faces of the MEHM Trust and the Parish Council to all those attending. The evening would include a presentation on the use of the defibrillator and be a general meet and greet. Of the 2 dates offered, Councillors elected for 13th January. The Chairman would advise the MEHM Trust. Further details would appear in Saints Alive and on the Stanhoe website.

The Canon of Kings Lynn Minister had kindly invited the Parish Council to attend a presentation on the Kings Lynn to Walsingham Way Pilgrimage Project on 30th November 2022. Unfortunately, no Councillor was free to attend.

22. Items for the Next Agenda – Meeting of 4th January 2023:

TBC

No other items were discussed and the meeting closed at 8.15pm.

Minutes of Parish Council Meeting
Held on Thursday, 28th September 2022 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 (RBR)
Mr T. Fitzjohn (TF)
Dr S. Shaw (SS)

Mr W Leighton Clerk

Apologies:

Mr M. Wilson (MW)
Mrs R. Birkin (RB)
Mr B. Gorton (BG)

In attendance:

3 members of the public

1. To consider apologies for absence: MW, RB and BG had given their apologies.

2. To consider approval of the minutes of the last meeting held on 13th July 2022: 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: None.

4. To adjourn meeting to allow public participation: One member of the public expressed their disappointment at the lack of Councillors attending the meeting and suggested that those not present may not be fully committed to the positions they held. The Chairman refuted this suggestion and explained that following the passing of the Queen the meeting had to be re-arranged due to the period of mourning and the 3 Councillors not present already had pre-arranged commitments for this evening. The Chairman took the opportunity to remind the public present that the meeting was quorate and could legally proceed.

The 3 members of public present were collectively interested in the progression of an updated Emergency Plan to include safety arrangements for vulnerable residents, a safe and warm place for residents and warnings as a result of power cuts/flash fires/etc.

Council agreed that as a number of these issues were already on the agenda and had been discussed extensively in previous meetings, they would be considered out of sequence but recorded in the order below. Please refer to items 8, 15, 16 & 17.

One member of the public explained the difficulty they were experiencing with BT/Openreach in obtaining FTTP to their property at reasonable cost. The Clerk would take this up with BBfN.

5. Stanhoe Playing Field: It had been confirmed that Docking Football Club would not be requesting use of the Stanhoe Playing field as their home ground.

CGM Ltd, the grounds maintenance contractor for the playing field and children’s play area had recently reviewed the contract resulting in an 80% increase in the cost, which would equate to 1/3 of the annual precept – clearly unaffordable to the Parish Council. The Clerk would obtain quotations from other local companies and also ask CGM if they could reduce the number of annual cuts (currently 18), reduce the quotation or cut the field and play area on a ‘request’ basis.

The Chairman advised Council that BG had done further maintenance on the children’s play equipment, machining and replacing a number of wooden stepping stones, reinforcing the drought damaged gate and its supports and also cut the play area. This diligence is appreciated and it is recognised cannot be relied on indefinitely.

6. Stanhoe Pond: Whilst the water level of the pond had improved significantly of late, the Parish Council received an email during the height of the dry period, when the pond was empty, suggesting that the pond be dredged. The Chairman advised Council that he had responded to the resident explaining that previous investigations had suggested that digging a deeper base would destroy the remains of the clay lining and accelerate the water loss that normally occurs.

The Chairman and Councillors would continue to seek an affordable solution.

7. Bob Fenn’s Flint Collection: An ex-resident had contacted the Council to see what, if anything, could be done with a large collection of Neolithic flint tools that had been found around Stanhoe, mainly from Grange Farm. Some of the tools had previously been displayed in a glass table in the Duck Inn. As the Parish Council had no premises the MEHM Trust had been approached and had agreed to canvass trustees.

8. Parish Emergency Plan: Please also refer to item 4. TF advised Council that there was no legal requirement for a Parish Council to have an emergency plan. That said it was acknowledged that a number of the items in the current plan and the points raised under Item 4, were worthy of consideration and potential incorporation in an ‘Emergency Plan’. It was agreed that a meeting would be arranged, with TF and SS taking the lead, inviting other parties including the PCC and MEHM Trust and the village at large to establish what would be realistic and achievable in the drafting of a revised emergency plan. TF and SS would set a date, compile a draft agenda, invite interested parties and place an entry, through the Chairman, in the next edition of Saints Alive.

9. SAM 2 Update: Whilst the SAM 2 had been out of commission in July, due to a flat internal battery, it was now fully functional. The fastest recorded speeds within the 30mph limit for Aug 2022 had been:

Date Time Speed Sign Position
4th August 19.50 50mph Longwall Barn facing Pond
During August 17,329 vehicles passed the speed sign at an ‘average’ speed of 28.8 mph.

10. Egmere Meeting – 16th June 2022 and Teams Meeting 30th August 2022: The minutes from 16th June had still not been received but had now been overtaken by events. DL had attended the Teams Meeting on 30th August to discuss the maize harvest. Whilst there had been a slight delay to the harvest, due to rain, it was understood the harvest was now complete, and had passed without issue. RBR did note however that there appeared to be one unit passing through the village without an identifying plate.

11. Scam Awareness and Prevention Presentation: Norfolk Police had kindly offered to facilitate a Scam Awareness and Prevention Presentation. After discussion, it was agreed by Council that the best time would be on a Tuesday at the weekly coffee morning held in the Reading Room. RBR agreed to seek approval for the presentation to be incorporated into a coffee morning. If approved, the Clerk would arrange a suitable date with Norfolk Police.

12. War Memorial: The Chairman reported that BG had not received a response, in respect of cleaning the War Memorial, from the stonemason he knew. RBR believed that Docking had recently had their War Memorial renovated/cleaned so the Clerk would contact Docking Parish Council for confirmation and associated costings.

13. Provision of a Defibrillator: SS confirmed that the defibrillation had been installed and commissioned and that it was now fully operational and on the national database.

14. Public Footpaths and Rights of Way: TF had reported a missing finger post on Barwick Road. Norfolk County Council had acknowledged this and confirmed that it would be replaced within 6 weeks.

15. Vulnerable Residents – Safety Net/Policy Arrangements: Refer to items 4 & 8.

16. Provision for alerting Residents in the case of Grass Fires: Refer to items 4 & 8.

17. Provision of Warmth and a Safe Place for Residents: Refer to items 4 & 8.

18. Geese walking on the Road: RBR reported that the geese at the pond had taken to walking down the Bircham Road and were becoming a potential safety issue to drivers approaching the pond junction along Bircham Road. Whilst there was a sign on Docking Road warning of wildfowl, there was not a similar sign on Bircham Road. The Clerk would contact the Highways Department with a view to a warning sign being placed on Bircham Road.

19. Planning Applications and Information: The following planning applications had been received or decided upon since the last meeting:

Application Number Proposal Decision
21/02431/F
Partial demolition and construction of new dwelling

High Barn
Burnham Road

Application permitted 21st July 2022
22/01201/F
Replacement sun room and internal alterations

Mere Cottage
Bircham Road

Application permitted 16th September 2022
22/01133/F
Variation of condition 2 of planning application 21/01702/F

Grange Cottage
Docking Road

Application permitted
9th September 2022
Whilst Stanhoe Parish Council was not the statutory consultee in relation to the Frog’s Hall planning application for 46 cabins to be used as holiday accommodation, Councillors were unanimous in their decision for the Parish Council to object to the application. Consequently, an objection had been added to the BCKLWN Planning Portal on 30th August 2022.

20. Financial Report and approval of payments: Up to date income & expenditure accounts, budget report and bank statements had been circulated to Councillors, via email, by the Clerk. No queries were raised.

Approval was sought and agreed for the following payments:

Chq No Payee Reason £
100870 CGM Ltd Underpayment of Grounds Maintenance 14.58
100871 Bailey Elec Installation of defibrillator/lights – parts only 252.00
100872 W. Leighton Salary July & August 2022 332.20
100873 HMRC PAYE July & August 2022 83.00
21. Resident’s Concerns/Issues Raised after the Agenda was published: None.

22. Items for the Next Agenda – Meeting of 9th November 2022:

Parish Emergency Plan
SAM 2 – Update
War Memorial

No other items were discussed and the meeting closed at 7.55pm.

 

Minutes of Parish Council Meeting
Held on Wednesday, 13th July 2022 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 (RBR)
Mrs R. Birkin (RB)
Mr B. Gorton (BG)
Mr T. Fitzjohn (TF)
Dr S. Shaw (SS)

Mr W Leighton Clerk

Apologies:

Mr M. Wilson (MW)

In attendance:

2 members of the public

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

2. To consider approval of the minutes of the last meeting held on 11th May 2022: 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: As the lead councillor for item 14, SS wished to advise Council that, whilst having no association, he was Chair of Wells Community Hospital.

4. To adjourn meeting to allow public participation: The members of the public present wished to further understand why the Parish Council had objected to the planning application in relation to High Barn and what the process entailed. The Chairman explained the process and reiterated the Parish Council comments that were in the public domain on the BCKLWN planning website. In essence, the Parish Council had unanimously objected to the initial application and objected to the reconsultation by majority. The members of the public asked what effect did the fact that the property could not be seen from the road have – the Chairman advised that this was not a factor. The members of the public expressed their content with the responses they had received, they thanked the Chairman and left the meeting.

5. Constitution and Conduct of Council: The Chairman recognised that Stanhoe Parish Council was in a good place, with no current vacancies, and he felt encouraged by this. The Chairman went on to say that Councillors should do as much as and when they could but if they did feel they needed to ‘step-down’ they should give as much notice as possible to enable a replacement to be sought. The Chairman concluded by thanking all Councillors for their contributions to date.

6. The Queen’s Platinum Jubilee Celebrations: The Chairman announced that the Jubilee Lunch, despite the indifferent weather, had been hugely successful, with a net income of £555.38. It had been agreed that the income would be distributed as follows:

Defibrillator £505.38 (including £200 grant from BCKLWN)
MEHM Trust £100.00
All Saints Church £100.00
Hunstanton Choir £50.00

The Chairman expressed his thanks to all those involved.

7. Parish Partnership Scheme 2023/24: Whilst there was no immediate need to take advantage of the Parish Partnership Scheme, the Chairman asked Councillors to bear the opportunity in mind and come back, before the closing date of 9 December 2022, should the situation change.

8. Parish Emergency Plan: It was acknowledged that the current Parish Emergency Plan was significantly out of date. TF agreed to review the current plan and map and he would share his thoughts in time for a further discussion at the next meeting.

9. SAM 2 Update: The fastest recorded speeds within the 30mph limit for May 2022 had been:

Date Time Speed Sign Position
31st May 00.45 60mph Pond facing Burnham Market
June, July and August data would be made available at the next meeting. During May 29,400 vehicles passed the speed sign indicating, in view of the sign’s position that approximately 60,000 vehicles would have travelled through the village in May. SS had relocated the SAM during the holiday absence of DL and offered to do so going forward.

10. Egmere Meeting – 16th June 2022: MW and DL had been unable to attend the meeting due to other commitments. DL had requested a copy of the minutes – these were still awaited. BG took the opportunity to advise Council that whilst not connected to Egmere, other tractors were still travelling through the village too fast.

11. Cats Eyes: As reported in the previous minutes, a resident highlighted that cat’s eyes in the road surface are not a legal requirement in areas where there is a 30mph speed limit and found the noise created by vehicles driving on cat’s eyes annoying. Furthermore, the resident understood that an agreement had been reached with Highways a number of years ago that when the cat’s eyes required checking/servicing/repairing they would be removed. The Clerk had established that cat’s eyes were only on parts of Bircham Road and at the junction by the pond. Notwithstanding, Councillors agreed unanimously that cats eyes are a safety feature and should remain in place.

12. War Memorial: The Chairman had received a quotation from a local monumental mason company. The company did not recommend re-lettering the War Memorial and therefore only offered a quotation for cleaning – £1500 plus VAT. The Chairman would seek clarification as to why re-lettering was not recommended. In addition, BG agreed to ask a stonemason he knew to come and take a look at the War Memorial and give an opinion.

13. Docking Football Club: MW had confirmed with a member of the Docking Football Club that they had no intention of using the Stanhoe playing field for home games.

14. Provision of a Defibrillator: SS had now obtained an official quotation from London Hearts for a defibrillator and an external heated locked cabinet – £1241.00 (net after deducting a £300 contribution from London Hearts) and including P&P. Additional costs would include installation and annual running costs of approximately £15 per year for electricity. The defibrillator would come with an 8 year warranty and, with the exception of a monthly check which SS agreed to undertake, was maintenance free. Whilst Councillors agreed unanimously to underwrite any purchase, up to £800, pending further fund raising, a meeting with trustees of the MEHM and Parish Councillors would need to be held to agree siting, ownership etc. In addition, and for transparency, further quotations would also need to be obtained.

15. Public Footpaths and Rights of Way: TF would arrange to meet with the Clerk to look at existing public footpaths and rights of way in the village.

16. Planning Applications and Information: No planning applications had been received or decided upon since the last meeting but the Parish Council had been informed that the planning application in respect of High Barn would go before the Planning Committee on 20th July 2022.

17. Financial Report and approval of payments:

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

Approval was sought and agreed for the following payments:

Chq No Payee Reason £
100863 B. Gorton Play Equipment Parts 64.49
100864 NPFA Annual Subscription 20.00
100865 J. Faulks Village Maintenance 355.00
100866 ICO Annual Fee 40.00
100867 W. Leighton Salary May & June 2022 374.38
100868 HMRC PAYE May & June 2022 93.60

18. Resident’s Concerns/Issues Raised after the Agenda was Published:

Contact by EON: RBR had reported that a number of residents had received correspondence from EON that may have been a scam. Accordingly, RBR had reported this but had yet to hear back.

19. Items for the Next Agenda – Meeting of 14th September 2022:

Parish Emergency Plan
SAM 2 – Update
Egmere Minutes – 16th June 2022
War Memorial
Provision of a Defibrillator
Public Footpaths and Rights of Way

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

 

Minutes of Parish Council Meeting
Held on Thursday, 11th May 2022 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 (RBR)
Mrs R. Birkin (RB)
Mr M. Wilson (MW)
Dr S. Shaw (SS)

Mr W Leighton Clerk

Apologies:

Mr B. Gorton (BG)
Mr T. Fitzjohn (TF)

In attendance:

8 members of the public

1. Re-election of Chairman: The Chairman informed Councillors that, subject to their approval, he would be willing to serve a further term as Chairman. Councillors were unanimous that the Chairman should continue to serve a further term.

2. To consider apologies for absence: BG and TF had given their apologies.

3. To consider approval of the minutes of the last meeting held on 16th March 2022: 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 meeting to allow public participation: A Bircham Road resident reported that the recent change in bin collection days for Bircham Road had not proceeded as indicated, bins continued to be emptied on a Wednesday. The Clerk would take up with the BCKLWN. Note: Residents of Bircham Road have subsequently received a letter from the Serco apologising for the error and advising that the bin collection day for Bircham Road will remain as ‘Wednesday’.

A resident requested details on the progress of arrangements for the Queen’s Platinum Jubilee Celebrations planned for 4th June. The Chairman explained that the event was being organised by a committee independent of the Parish Council and that any queries would be better answered by that committee. MW, as the Parish Council’s representative on the Queen’s Platinum Jubilee Celebrations Committee, kindly invited the resident to attend their next meeting.

6. The Queen’s Platinum Jubilee Celebrations: MW advised arrangements were progressing well and a further meeting was scheduled for 16th March at 5.30pm in the Reading Room. The Chairman thanked MW, and his wife Rachel, for their significant contribution.

7. Go to Town Bus Service: A new timetable had been issued on 18th April, with an improved service for Stanhoe residents. The timetable is available at https://www.gtt-online.co.uk/wp-content/uploads/2022/04/NEW-Routes-21-TT-Leaflet.pdf.

8. Parish Emergency Plan: Deferred to July meeting.

9. SAM 2 Update: The fastest recorded speeds within the 30mph limit from 3rd March to 30th April 2022 had been:

Date Time Speed Sign Position
9th March 06:40 55mph Longwall Barn facing Bircham
19th April 21:55 70mph Grange facing Docking
During March (from 3rd) 13,804 vehicles passed the speed sign, in April, the figure was 16,138 vehicles. From May 2022, DL would also provide the Speedwatch Coordinator with a copy of the statistics.

10. Egmere Meeting – 27th January 2022: MW had now received the presentation from the meeting held on 27th January 2022. Overall, last year’s harvest had gone without significant issue and the impact on Stanhoe residents had been much less intrusive than in previous years.

11. Children’s Play Area – Update: The shackles and caps had now been replaced. BG and DL had power cleaned all the play equipment. The annual inspection had also been completed with nothing deemed to be higher than ‘low risk’.

12. War Memorial: The Chairman had contacted a local stonemason and had requested that an inspection of the War Memorial be undertaken and a report and quotation be provided for any remedial work deemed necessary.

13. Memorial Plaque: Unfortunately no Deputy Lieutenant of Norfolk County Council was available to present the plaque. The Chairman would now undertake the duty at the Annual Parish Meeting, which would immediately follow this meeting.

14. A Paperless Parish Council: Councillors were in full agreement with the suggestion by SS that wherever possible the Parish Council should adopt the same approach as other organisations and become more and more paperless. The Clerk had not produced the usual hard copy reports for this meeting and it had not caused any issues. MW would investigate the possibility of using, when required, the projector and screen in the Reading Room to display information during meetings.

15. Provision of a Defibrillator: SS felt that a defibrillator in the village would be an invaluable asset. Fewer than 1 in 10 people survive an out of hospital cardiac arrest and with ambulance response times at an all-time high, SS firmly believed that access to a defibrillator in the village could significantly enhance the survival rate of anyone who may suffer a cardiac arrest. With a donation of £500 from London Hearts, a defibrillator and external heated locked cabinet could be purchased for £1241.00 plus any costs associated with installation. Councillors agreed that this was worthy of further discussion. In the interim, the Chairman would approach the Jack’s Lane Wind Farm Community Fund administrators regarding a possible grant.

16. Public Footpaths and Rights of Way: Deferred to July meeting.

17. Planning Applications and Information: No planning applications had been received or decided upon since the last meeting.

In accordance with the CIL Regulations, all Parish/Town Councils who have received CIL payments must complete an Annual CIL Report for each financial year (the 12 months ending 31st March). Stanhoe Parish Council had received £10.51 for FY 2021/22 so the Clerk presented the Annual CIL Report to Councillors for approval. Councillors were unanimous that the £10.51 had been offset against repairs to the children’s play equipment; the Chairman was therefore able to sign off the Annual CIL Report.

18. End of Year Accounts, Financial Report and approval of payments: Year End accounts as at 31st March 2022 had been circulated to Councillors, via email, by the Clerk. The accounts had been inspected by the Internal Auditor and all was found to be in order. Council agreed unanimously with the End of Year Accounts. The Chairman and the Clerk were therefore able to sign the Annual Governance and Accountability Return 2021/22.

Up to date income & expenditure accounts, budget report and bank statements had also been circulated, via email, to Councillors by the Clerk. No queries were raised.

The Chairman advised Councillors that an increase of 1.75% to the Clerk’s salary, backdated to 1st April 2021, has been recommended by the National Joint Council for Local Government services. Councillors agreed unanimously with the recommendation and approved a 1.75% increase to the Clerk’s salary backdated to 1st April 2021.

Approval was sought and agreed for the following payments:

Chq No Payee Reason £
100856 Playscape Play Equipment Repairs 570.00
100857 BHIB Annual Insurance 392.63
100858 W. Leighton Salary March & April 2022 325.68
100859 W. Leighton Clerk’s Expenses – Stamps 22.80
100860 R. Canwell Internal Audit 40.00
100861 HMRC PAYE March & April 2022 81.40
19. Resident’s Concerns/Issues Raised after the Agenda was Published:

Domesday Book Plaque: A resident had suggested that, as Stanhoe had appeared in the Domesday Book, Councillors may wish to consider the purchase of a plaque in recognition of this, particularly in the Queen’s Platinum Jubilee year. Following a short discussion, Councillors were in agreement not to pursue the suggestion at this stage.

Cat’s Eyes: A resident highlighted that cat’s eyes in the road surface are not a legal requirement in areas where there is a 30mph speed limit. In addition, the noise created by vehicles driving on cat’s eyes was annoying. Furthermore, the resident understood that an agreement had been reached with Highways a number of years ago that when the cat’s eyes required checking/servicing/repairing they would be removed. The Clerk would establish placement of all cat’s eyes in the village and report back at the next meeting. A further discussion would then be held..

Docking Football Club: Some Councillors had heard that Docking Football Club were planning to use the Stanhoe playfield field as their ‘home ground’. MW agreed to contact the club manager to confirm the club’s intent.

20. Items for the Next Agenda – Meeting of 13th July 2022:

Parish Emergency Plan
SAM 2 – Update
War Memorial
Provision of a Defibrillator
Public Footpaths and Rights of Way
Cat’s Eyes
Docking Football Club

No other items were discussed and the meeting closed at 7.00pm.

Minutes of Parish Council Meeting
Held on Wednesday, 16th March 2022 at 6.00pm
in the village Reading Room
Clerk to the Council – Wayne Leighton, tel 01485 518570

Present:

Mr D. Lord (DL) Chairman
Mr M. Wilson (MW)
Mr B. Gorton (BG)
Dr S. Shaw (SS)
Mr T. Fitzjohn (TF)

Apologies:

Mrs R. Birkin (RB)
Miss R. Brown (RBR)

In attendance:

2 members of the public

1. To consider apologies for absence: RB and RBR had given their apologies.

2. To consider approval of the minutes of the last meeting held on 12th January 2022: 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 meeting to allow public participation: The 2 members of the public explained that plans for a Jubilee Event on Saturday 4th June 2022 were in the early stages. It was likely the event would include hot food and a Pimms bar with attendees also able to bring their own food and drink should they wish. A choir would sing and there would be other recorded music played. They further explained that a meeting would be held on 17th March 2022 to progress the plans. They made a formal request that the Parish Council underwrite the event in case of a loss. Whilst a loss was felt to be unlikely, it would enable assurance to be given at the meeting on 17th March. Councillors agreed unanimously to underwrite the proposed Jubilee event.

5. The Queen’s Platinum Jubilee Celebrations: MW, as the Council’s representative, would attend the meeting on 17th March and update Councillors following the meeting.

6. Go to Town Bus Service: The Clerk had contacted WNCT who confirmed that there were no plans for any additional bus services to or from Stanhoe to those already in place. TF suggested that if individuals could get assistance with transport to Burnham Market then that would allow them to use a wider bus service. The Clerk would contact the BMACCS coordinator to see whether this service could be utilised for travel from Stanhoe to Burnham Market.

7. Parish Emergency Plan: The Parish Emergency Plan had not been reviewed for a number of years. The Chairman asked the Clerk to email the current plan to Councillors and requested Councillors review the plan and report back at the next meeting with their views on the content, validity and necessity for such a plan.

8. SAM 2 Update: The SAM 2 had been working without issue. The fastest recorded speeds within the 30mph limit from 1st January 2022 to 3rd March 2022 had been:

Date Time Speed Sign Position
3rd January 17:45 55mph Pond facing Burnham Market
21st February 05:50 55mph Longwall Barn facing Pond
During January 24,144 vehicles passed the speed sign, in February, (up to 3rd March) the figure was 11,726 vehicles.

9. Egmere Meeting – 27th January 2022: MW had attended the meeting virtually, the minutes were still awaited. The Clerk would hasten.

10. Children’s Play Area – Update: DL had hastened the contractor on 2 occasions to ascertain whether the shackles and caps would be replaced or whether they could be purchased on a ‘self-fit’ basis. No response had been received so DL would chase again. BG and DL would arrange for all the play equipment to be power cleaned from mid-April onwards.

11. Parish Update Session by the BCKLWN: The Clerk had hastened for confirmation of when the rearranged session would be held but still awaited a response.

12. War Memorial: It was understood that RBR had obtained details of local stonemasons who may be able to give advice and/or carry out restorative work to the War Memorial. The Clerk would obtain these details from RBR and pass to the Chairman. A site visit and a quotation for cleaning and refurbishment would then be arranged.

13. Memorial Plaque: The presentation, by a Deputy Lieutenant of Norfolk County Council, of a specially commissioned memorial plaque to commemorate the resilience of the Stanhoe community during the time of the pandemic would take place at the Annual Parish Meeting on 11th May 2022. Finer details would be made available as they become known.

14. Tractors in the Village: The Clerk had contacted the Police and the Highways Department regarding tractors transiting the village and mounting the grass verges rather than slowing down or stopping. The Police had confirmed that as no offences were being committed they were unable to assist; the Highways department advised that over running on grass verges in a rural location was a regular occurrence and is actually what verges are for. The Highways Department was therefore unable to offer any assistance.

15. Broadband Issues: The Clerk had contacted the Project Manager at Norfolk County Council in respect of a Broadband upgrade issue for a Stanhoe resident. The resident had subsequently been contacted and assured that a review of the availability of FTTP services to their property would be undertaken by Openreach.

16. Planning Applications and Information: The following planning applications had been received or decided upon since the last meeting:

Application Number Proposal Decision
21/01702/F
Replacement dwelling and garage

Grange Cottage
Docking Road Application permitted on 17th January 2022
17. Financial Report and approval of payments: Up to date income & expenditure accounts, budget report and bank statements were circulated to Councillors by the Clerk. No queries were raised.

Approval was sought and agreed for the following payments:

Chq No Payee Reason £
100849 BCKLWN Dog Bin Emptying 197.60
100850 NALC Subscription 2022/23 95.94
100851 MEHM Trust Hall Hire 2021/22 150.00
100852 D. Scales Village Maintenance 240.00
100853 W. Leighton Salary January & February 2022 325.68
100854 HMRC PAYE January & February 2022 81.40
100855 W. Leighton Clerk’s Expenses – Printer Ink 119.85
18. Resident’s Concerns/Issues Raised after the Agenda was Published:

None had been received.

19. Items for the Next Agenda – Meeting of 11th May 2022:

The Queen’s Platinum Jubilee Celebrations
Go to Town Bus – Update
SAM 2 – Update
Children’s Play Area – Update
War Memorial
Egmere Meeting Minutes– 27th January 2022
A Paperless Parish Council
Provision of a Defibrillator
Public Footpaths and Rights of Way

No other items were discussed and the meeting closed at 7.25pm.

 

Minutes of Parish Council Meeting
Held on Wednesday, 12th January 2022 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 (RBR)
Mrs R. Birkin (RB)
Mr M. Wilson (MW)
Mr B. Gorton (BG)
Dr S. Shaw (SS)
Mr T. Fitzjohn (TF)

Mr W Leighton Clerk

Apologies: None

In attendance: None

1. To consider apologies for absence: All Councillors were present.

2. To consider approval of the minutes of the last meeting held on 11th November 2021: 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 meeting to allow public participation: No members of the public were present.

5. The Queen’s Platinum Jubilee Beacons – 2nd June 2022: Councillors were in agreement to not purchase a Jubilee Beacon. However, it was felt that the village should celebrate the Queen’s Platinum Jubilee at some stage during the Bank Holiday weekend of 2nd – 5th June 2022. The Chairman would liaise with the Chair of the MEHM Trust and the PCC with a view to holding a joint event.

6. Go to Town Bus Service: Despite making further contact, RBR advised Council that she had still not received a response from WNCT. The Clerk would now contact WNCT and request an update.

7. Parish Council Budget Setting 2022/23: In view of the continued expenditure on play equipment repairs, to ensure that safety and inspection standards were met and maintained, and cosmetic work that may be required to the War Memorial (see item 14), Councillors were in agreement that a small increase in the precept for 2022/23, from £7000 to £7300, would be appropriate. This represented a 4.28% increase and was roughly in line with inflation. It should be noted that there was no increase in the precept in 2021/22.

8. Additional Geese on the Pond: The Clerk had contacted the RSPB, and was directed to the RSPCA, regarding advice on the management of the geese on the pond. The RSPCA do not currently respond in person unless an animal is sick, injured, orphaned or unable to survive and callers are directed to the ‘advice and welfare’ section of the RSPCA website. Further details can be found at Living with – canada geese (V2.0) – 2015 (1).pdf which, whilst looking specifically at Canada geese, does offer some advice on how to deter geese from a garden.

9. SAM 2 Update: The SAM 2 had been working without issue. The fastest recorded speeds within the 30mph limit from 1st November 2021 to 31st December 2021 had been:

Date Time Speed Sign Position
1st November 20:35 55mph Leo facing Burnham Market
3rd December 02:20 65mph Grange facing Docking
During November 14,170 vehicles passed the speed sign, in December the figure was 14,701 vehicles.

10. Norfolk County Council Budget Consultation 2022/23: SS attended the virtual Norfolk County Council Budget Consultation 2022/23 meeting held on 8th December 2021. The key points were:

Continued uncertainty with COVID and funding
Significant issues with social care
A “transformation” approach to improve efficiency and save money
Need for a further £5 million RECURRENT savings
A proposed increase in council tax of 1.99%

11. Bircham Crossroads: Whilst officially in the Parish of Docking, the junction at the Bircham Crossroads continues to concern both the Parish Council and the residents of Stanhoe. A concerted and continued effort by the Parish Council eventually resulted in the signage that was knocked down in April 2021 being replaced. Whilst further accidents had occurred at the junction in October and November 2021, before the signage was replaced, it was hoped that now full signage was in place this may help to reduce the number of accidents in the future.

12. Children’s Play Area – Update: BG and DL had very recently looked over the play equipment and whilst generally it appeared okay, the replacement of shackles and caps, identified in the 2021 Annual Inspection, had still to be rectified. DL would hasten the contractor, Playscape and also ascertain whether the shackles and caps could be purchased on a ‘self-fit’ basis. MW confirmed that the next inspection of the play equipment would take place in April/May 2022.

13. Parish Update Session by the BCKLWN: SS reported that unfortunately the planned Parish Update Session did not go ahead due to significant IT issues. Whilst the Planning Service had said that a further session would be arranged, nothing had been heard. The Clerk would hasten this.

14. War Memorial: Two complaints had been received regarding the cosmetic appearance of the War Memorial. Whilst DL, assisted by Mr Tim Bentinck who lives near the memorial, had undertaken a light cleaning of the stonework, it was acknowledged that some remedial work was required to repaint the lettering. A Grade 2 listed monument, the War Memorial must be maintained in accordance with expert advice and Council agreed that a specialist report should be commissioned in the first instance. DL agreed to make some initial enquiries.

15. Stanhoe Church: DL expressed concern that the village may not be aware of the issues regarding the long term future of the church. Built in the 13th century, it is the oldest building in Stanhoe. With a dwindling congregation it is highly likely that in the foreseeable future in the absence of wider use, it will have to close through lack of funding. Many may take its’ existence for granted; this would be an error. The Council agreed to invite the vicar to come to a meeting in the near future to brief us more fully on the situation.

16. Parish Council Meeting Dates for 2022: Parish Council meetings for the remainder of 2022 would take place on the following dates:

9th March
11th May (to be followed by Annual Parish Meeting)
13th July
14th September
9th November

All meetings would start at 6.00pm.

17. Provision of Broadband for Permanent Residents in Stanhoe: SS highlighted an issue with a resident in Cross Lane who had been told by Openreach that there would be no availability of Fibre to the Property (FTTP). The Clerk would take up the issue with the Project Manager at Norfolk County Council.

18. Planning Applications and Information: The following planning applications had been received or decided upon since the last meeting:

Application Number Proposal Decision
21/02431/F
Partial demolition of an existing dwelling house and the construction of a new private dwelling

High Barn
Burnham Road

Parish Councillors voted, by majority decision, to object to the proposals.

DL would draft a response and pass to Councillors for consideration, prior to a formal response being submitted to the BCKLWN

19. Financial Report and approval of payments: Up to date income & expenditure accounts, budget report and bank statements were circulated to Councillors by the Clerk. No queries were raised.

Approval was sought and agreed for the following payments:

Chq No Payee Reason £
100848 W. Leighton Salary November & December 2021 325.68
100849 HMRC PAYE November & December 2021 81.40
20. Resident’s Concerns/Issues Raised after the Agenda was Published:

Tractors in the Village: MW advised Council that, whilst not speeding, tractors transiting the village were often mounting the grass verges rather than slowing down or stopping. This was causing significant damage to the verges and the road edge and, in some cases, the tractors were getting perilously close to some properties. The Clerk would seek advice from the Police and the Highways Department.

Egmere Meeting: A drop-in session with the Egmere farming team would take place on 27th January. DL and MW planned to attend and would report back at the next meeting.

Memorial Plaque: The Duck Inn agreed to accept and display a specially commissioned memorial plaque to commemorate the resilience of the Stanhoe community during the pandemic. The Clerk would make the necessary arrangements for the presentation of the plaque with the Lieutenancy Office.

21. Items for the Next Agenda – Meeting of 9th March 2022:

The Queen’s Platinum Jubilee Celebrations
Go to Town Bus – Update
SAM 2 – Update
Children’s Play Area – Update
Parish Update Session
War Memorial
Broadband Issues
Tractors in the Village
Egmere Meeting – 27th January 2022
Memorial Plaque

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