Stanhoe Parish Council

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.

Draft Minutes of Parish Council Meeting
Held on Thursday, 9th November 2017 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: 6

 

1. To consider apologies for absence: None. However, DV had to leave the meeting at 6.20pm.

2. To consider approval of the Minutes of the last meeting held on 21st September 2017: Paragraph 11 of the minutes of the meeting held on 21st September 2017 required amendment. Subsequent to the meeting of 21st September 2017 it had been established that the entrances/gateways on Docking Road were not unplanned; one was the re-opening of a previous entrance, the other had the appropriate permission to allow access whist building work was undertaken. The draft minutes were amended to remove all mention of the word ‘unplanned’ from paragraph 11. The Minutes were then 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: Six members of the public were in attendance. The following concerns were raised to the Council:

Broadband – Slow Broadband continues to be an issue in the village, affecting both business and social use. The Clerk would obtain an update from Karen O’Kane, Programme Director for Better Broadband for Norfolk, on the plans and timescales for Stanhoe to receive ‘faster broadband’. Previous advice had suggested that implementation in Stanhoe would take place in the first half of 2018.

Stanhoe – A Conservation Area? – Extreme reservations were expressed regarding the restrictions that would be imposed upon the village should Stanhoe become a conservation area. The reservations included having to give the Borough Council six week’s notice of intent to top, lop or fell a tree over 75mm in diameter, measured at 1.5m above ground and the potential limitations that would be placed upon the repair and maintenance of buildings. Council decided that the discussion regarding Stanhoe becoming a conservation area scheduled to be held at paragraph 15 of today’s meeting would be postponed until the full implications were known and understood.

5. New Playground Equipment: The Chairman had discussed the drawing up of an appropriate Memorandum of Understanding (MoU) with the Chairman of the MEHM Trust regarding the land on which the playground equipment sits. The Chairman of the MEHM Trust was in agreement to a MoU which the Chairman agreed to draft.

6. Station Road Traffic: The Chairman was still to write to the residents living in the properties in the Station Farm area to advise them of the County Council’s response to installing additional signage.

7. Electronic Speed Signs – SAM 2 Update and Meeting with Heacham Parish Council:

The Chairman had now downloaded data from SAM 2 and was in the process, in conjunction with Westcotec, of refining the data to make it more comprehensible.

Members of the Council had met with representatives of Heacham Parish Council to advise on the process involved in purchasing a SAM 2 utilising the Parish Partnership Scheme.

8. Village Noticeboards: DV had provided the Chairman with a quotation for the refurbishment of the existing noticeboards. DV confirmed that he could start the repairs in the coming weeks. Council agreed that in the interests of due diligence other quotations should be sought with regard to future work/repairs where possible.

9. Playing Field:

Access and Security: The Chairman of the MEHM Trust had contacted the grass cutting contractor to reiterate that access to the playing field should only be made through the chained entrance. Whilst concern was still expressed by Council on the ‘open access’ to the playing field it was agreed that, for now, no further action would be taken.

Sign: The Chairman would advise MR of the changes required to the sign to enable the amendments to be carried out.

No Dogs Signs: The Chairman would discuss further with the Chairman of the MEHM Trust.

10. Palisade Fencing Replacement on Burnham Road: Highways had advised that no further repairs would be carried out to the palisade fencing; broken/loose panels would be removed but not replaced. The palisade fencing will eventually be replaced by slabs; this has been programmed by Norfolk County Council and will be done through their routine works.

11. Entrances/gateways on Docking Road: Refer to paragraph 2.

12. E-Mails from Village Residents: Two emails had been received. One email reiterated the slowness of broadband and advised Council of missing rights of way/public footpath signs. The Clerk would obtain a broadband update, as per paragraph 4, and would contact highways, in the first instance, regarding the missing signs. The second email highlighted an issue with a tree growing around the cables fitted to a telegraph pole opposite Fern Cottage on Docking Road. The Clerk had contacted Openreach who advised it was the landowner’s responsibility to manage trees causing an obstruction to Openreach cables. Whilst the Clerk had established the landowner, Council agreed that they would ‘forward’ any letter written by the resident to the landowner. Subsequent to the meeting the Chairman has decided to write to Openreach to express the Council’s concerns with respect to the residents involved.

13. Payphone Kiosk Removal: Following prompting by the Council, BT brought forward the removal of the payphone kiosk which was finally removed on 24th October. RB reported that some cabling from the payphone was still in place; the Clerk would contact BT and ask for this to be removed.

14. Cross Lane Cross: The preservation of the Cross still remains a concern. The Chairman would contact English Heritage to establish what ‘protection’ to the Cross they would support as previous efforts had met with the dissatisfaction of English Heritage and had to be removed.

15. Stanhoe – A Conservation Area: Discussion postponed. Refer to paragraph 4.

16. Fingerpost and Brown Signs for the Reading Room: DV advised Council that it was the intention of the MEMH Trust to place signs at either end of Cross Lane indicating the location of the Reading Room. The Clerk would contact Highways to obtain permission, or otherwise, for signs to be erected.

17. Norfolk ALC AGM – Motion regarding Second Homes: RB had noticed that ‘second homes’ was an agenda item on the forthcoming Norfolk ALC AGM. Stanhoe has a number of second homes and RB enquired how the Council Tax collected on second homes was distributed. The Clerk would contact the Borough Council to seek clarification on this.

18. Noxious Weed Spraying: The noxious weeds opposite the Duck Inn had now been sprayed and spraying would continue on an annual basis.

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

App Number Applicant Proposal Council Response
17/01519/LB Mr S Page Internal Alterations
3 Ivy Farm
Bircham Road Application permitted by BCKLWN
17/01589/RM Mr & Mrs M Roche Reserved Matters – Construction of one dwelling on land on the west side of Church Lane Application permitted by BCKLWN
17/01647/F Mr B Gorton Single storey garage extension
Gortmor House
Parsons Lane Application permitted by BCKLWN
20. 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 cheque number 100710 issued to HMRC on 21st September 2017 for £72.20 had not yet been presented.

Approval was sought and agreed for the following payments:

Chq No Payee Reason £
100711 W. Leighton Salary September and October 2017 288.46
100712 W. Leighton Clerk’s Expenses 48.00
100713 HMRC PAYE September and October 2017 72.20
100714 BMACCS Donation 120.00
17. Items for the next Agenda – meeting of 11th January 2018:

To be confirmed

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

Minutes of Parish Council Meeting
Held on Thursday, 21st September 2017 at 7.00pm
in the village Reading Room
Clerk to the Council – Wayne Leighton, tel 01485 518570

Present:

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

Apologies:

Mr. M. Roche (MR)

In Attendance: 1

1. To consider apologies for absence: Apologies had been received from MR.

2. To consider approval of the Minutes of the last meeting held on 20th July 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: The member of the public in attendance did not wish to draw anything to the attention of the Council.

5. New Playground Equipment: The Chairman had made contact with the Grants Officer of the Jack’s Lane Wind Farm Community Fund (JLWFCF) to establish whether funding could be made available to assist with the purchase of new playground equipment. At present, the Chairman confirmed that the JLWFCF would be unable to support a funding application as the land on which the playground equipment is situated is not owned by the Parish Council – it is owned by the MEHM Trust. It had been suggested that if a Memorandum of Understanding (MoU) was written between the landowner and the Parish Council regarding the piece of land on which the playground equipment sat then consideration may be able to be given to a funding application. Whilst Council agreed to the drawing up of a MoU, it was with the proviso that it did not involve any legal responsibilities falling under the remit of the Parish Council. The Chairman agreed to discuss the matter with the Chairman of the MEHM Trust.

6. Station Road Traffic: The Clerk had contacted the Highways Department at Norfolk County Council with a view to signs being placed in the vicinity of Station Farm warning drivers of the presence of agricultural machinery and animals. Unfortunately, the Highways Engineer is only allowed to replace or erect signs that are required for legal reasons and was therefore unable to help. The Chairman would write to the residents living in the properties in the Station Farm area to advise them of the County Council’s response.

7. Electronic Speed Signs: DV advised that the SAM 2 sign was now fully operational. Whilst DV would charge and change the battery, and rotate the sign around the four locations, he would be unable to download the data from the SAM 2 as he does not own a laptop. The Chairman agreed to undertake the downloading of data. DV further advised that garden hedging would encroach the sign at one of the locations so, along with RB, would establish the hedge ‘owner’ to enable a request to be made to trim back the hedge. Finally, Council agreed that an entry should be placed in Saints Alive advising residents that SAM 2 was now operational and of the four locations from which it would operate.

8. Village Noticeboards: The Clerk had researched the cost of 2 replacement village noticeboards. Replacements, of a similar style and standard, would cost in the region of £1500 each plus VAT. Council agreed that this was not a viable spend of public money and instead requested that DV provide a quotation for the refurbishment of the existing noticeboards.

9. Playing Field:

Access and Security: Council expressed concern that access to the playing field was not secure as vehicles could access the field from a track off Cross Lane. Whilst not suggesting it had been caused by them, the Clerk would contact the grass cutting contractor to reiterate that access to the playing field should only be made through the chained entrance.

Sign: The Chairman would discuss with MR, who had previously suggested he could arrange for the current sign to be ‘amended’.

No Dogs Signs: Discussion deferred until the November meeting.

10. Community Transport/Go to Town: RB advised that the Go to Town bus was now running to/from Stanhoe. At first sight the official timetable appeared confusing so a simplified version had been placed on Stanhoe.org and would also be included in the next edition of Saints Alive.

11. Entrances/gateways on Docking Road: RB advised Council that an entrance had appeared in the hedgerow on Docking Road opposite ‘The Grange’. In addition, there had been for some time an entrance on to Docking Road from the property being built adjacent to Field House on Church Lane. Clarification would be sought as to whether planning permission was required/had been sought for these entrances/gateways.

12. Young Willow Tree growing in pond edge at the corner of Bircham Road: DB agreed to trim the tree back so that it did not impair the visibility of road users at the junction of Bircham Road/Docking Road/Burnham Road.

13. Stanhoe.org Website: RB, on behalf of the Stanhoe Archive Group, asked whether the Parish Council would be in support of an application for funding being made to the JLWFCF from the Stanhoe Archive Group. The Parish Council gave unanimous support to such an application. RB also advised Council that the webmaster thought it would be beneficial to have a ‘deputy webmaster’ in place. An entry would be placed in Saints Alive to seek a volunteer. Hosting costs for Stanhoe.org would be due again in 2019; RB asked whether the Parish Council would consider contributing to, as yet, these unknown costs. Council agreed to consider a request for funding assistance once costs were known.

14. Request for Funding – BMACCS: The Clerk had received a written request from the BMACCS Coordinator for assistance with funding. Council agreed unanimously to make a donation of £120.00.

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

App Number Applicant Proposal Council Response
17/01519/LB Mr S Page Internal Alterations
3 Ivy Farm
Bircham Road Application supported by Parish Council
17/01589/RM Mr & Mrs M Roche Reserved Matters – Construction of one dwelling on land on the west side of Church Lane Application supported by Parish Council
17/01647/F Mr B Gorton Single storey garage extension
Gortmor House
Parsons Lane Application supported by Parish Council – Clerk to send response to BCKLWN

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. The Clerk advised Council that the Annual Return had now been returned from the auditors. No comments or observations had been made

Approval was sought and agreed for the following payments:

 

Chq No Payee Reason £
100708 W. Leighton Salary July and August 2017 288.46
100704 W. Leighton Clerk’s Expenses 19.94
100705 HMRC PAYE July and August 2017 72.20

17. Items for the next Agenda – meeting of 9th November 2017:

No Dogs Signs (DL/MR)
Playing Field Sign (DL/MR)
Cross Lane Cross (All)
Stanhoe – A Conservation Area (All)

The Chairman requested that the meeting on 9th November start at 6.00pm, with a view to all future meetings starting at 6.00pm. Subject to there being no issues with the revised start time on 9th November, Council would ratify the new start time for meetings accordingly.

No other items were discussed and the meeting closed at 8.50pm.

 

Minutes of Parish Council Meeting
Held on Thursday, 20th July 2017 at 7.00pm
in the village Reading Room
Clerk to the Council – Wayne Leighton, tel 01485 518570

Present:

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

Apologies:

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

 

In Attendance:

2

1. To consider apologies for absence: Apologies had been received from DB and MR.

2. To consider approval of the Minutes of the last meeting held on 11th May 2017: An amendment is required at paragraph 15 to reflect that the property address associated with Mr Ben Lord should be ‘Bramley Cottage’ and not ‘The Lodge’. Subject to the change, 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 member of the public expressed concern about vehicles driving past the Station Farm area on Station Road at speeds that were not cognisant with the current road conditions. Recent heavy rain had caused flooding in nearby fields resulting in sand, silt, gravel and excess water accumulating on the carriageway. In addition, drivers did not appear to be taking account of animals being escorted across the road or the presence of heavy farm machinery. Council agreed to mention this problem to Highways at our next discussion with them and to add the subject together with any progress on the subject to the agenda for the next meeting.

5. New Playground Equipment: DV presented Council with designs and costings for additional play equipment. The equipment could be installed in modules, over a 3 year period, with each module costing in the region of £5000. The Chairman agreed to contact the Grants Officer of the Jack’s Lane Wind Farm Community Fund to establish whether funding could be made available to support the project before taking the proposals further.

6. Geese on the Pond: No issues with the geese had been reported.

7. Electronic Speed Signs: DV and WL attended a site survey for the SAM 2 system on 4th July 2017. Representatives from the Highways Department, Westcotec (the supplier) and the Speedwatch Coordinator were also in attendance. It was agreed that the SAM 2 would be deployed in the 30mph zones along Burnham Road, Docking Road and Bircham Road on an ad-hoc rotational basis. It is envisaged that the system would be installed, to existing traffic signage poles, in September/October 2017. The Clerk would clarify what data is collected by SAM 2 and advise Council accordingly.

8. Transparency Fund Application for 2017/18: Council requested that the Clerk prepare, for the Chairman’s approval, an application for funding from the 2017/18 Transparency Fund to cover the additional costs associated with complying with the Transparency Code.

9. Playing Field:

Access and Security: Council expressed concern that access to the playing field was not secure as vehicles could access the field from a track off Cross Lane. It was understood the landowner had been approached regarding this issue – DV would check and report back. (*)

Bin: For now, there would be no changes to the bin/emptying arrangements.

No Dogs Signs: Council had received verbal complaints regarding dogs on the playing field and playground area with some dog owners failing to clear up after their dogs. The Clerk would cost additional ‘No Dogs’ signs and place a reminder to dog owners in Saints Alive.

(*) Subsequent to the meeting, the MEHM Trust have confirmed that the landowner does not intend to take any action.

10. Community Transport/Go to Town: Further to RB attending a recent meeting, it had been confirmed that with effect from 4th September 2017 Stanhoe would be added to the timetable for the West Norfolk Community Transport bus. Costs to the Parish Council would be £700 for the first year, with an anticipated cost of £350 for the second year and no cost for the third year. The Clerk would ask the Operations Manager whether ‘boarding’ statistics would be logged and made available to Parish Councils.

11. Japanese Knotweed: Notwithstanding further e-mails to NCC and a discussion with the Highways Engineer, Japanese Knotweed will not be treated on an ad-hoc basis. As previously reported, the weed-spraying contractor will inspect in the autumn, treat as necessary, and then continue to treat on an annual basis.

12. New Signs for Church Lane: The Highways Engineer has confirmed that ‘Unsuitable for HGV’s’ signs will be attached to existing traffic sign posts at either end of Church Lane.

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

App Number

Applicant

Proposal

Council Response

17/00788/F

Mr Ben Lord

Alterations & extension
Bramley Cottage
Docking Road

Application permitted by BCKLWN

16/01226/F

Mr David Miller

Demolition of
Station Farm Cottage
Station Road

No observations. PC to reiterate conditional support notified on 9th August 2016

14. 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 £
100702

E. Barber

Audit Fee

40.00
100703

W. Leighton

Salary May and June 2017

288.66
100704

W. Leighton

Clerk’s Expenses

62.98
100705

HMRC

PAYE May and June 2017

72.00
100706

Westcotec

SAM 2 Sign

3960.00
100707

Gooch Pest Control

Moles on Playing Field

105.00
15. Items for the next Agenda – meeting of 21st September 2017:

Station Road Traffic (DL)
No Dogs Signs (WL)
Playing Field Security (All)
SAM 2 Update (DV/WL)
Playing Field Sign (All)
Village Noticeboards (DL/WL)
No other items were discussed and the meeting closed at 8.45pm.

 

Minutes of Parish Council Meeting
Held on Thursday, 11th May 2017 at 5.45pm
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, one of those arriving part way through the meeting

1. Appointment of Chairman and Vice-Chairman: RB 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. JL proposed DB as Vice-chairman which was seconded by DV and also unanimously agreed.

2. To consider apologies for absence: The Clerk had received a written apology from MR.

3. To consider approval of the Minutes of the last meeting held on 9th March 2017: 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: DL and JL would step aside for part of the discussion on ‘planning applications’ as one of the applications to be discussed involved a property owned by their son.

5. To adjourn the meeting to allow for public participation: The 3 members of the public present from the start of the meeting expressed serious concerns regarding speeding along Burnham Road. In particular, they highlighted a school bus which passed the Methodist Church around 8.00am on school days and always appeared to be travelling in excess of the speed limit. DL explained that the Council were continually looking at options to combat speeding in the village and that those options would be discussed later in the meeting and as part of the Annual Parish Meeting. In addition, DL would ask the Speedwatch Coordinator if he could arrange for speed checks to be done along Burnham Road earlier in the day. Furthermore, DL agreed that he would write to the company operating the school bus to highlight residents concerns.

6. Parking Issues: Council had previously received complaints regarding parking issues along Cross Lane. These issues now appeared to have resolved themselves and no further action would be taken.

7. Geese on the Pond: It had not been possible to establish ownership of the geese on the pond. The Council agreed therefore that they would accept responsibility for the geese.

8. Electronic Speed Signs: DL confirmed that funding through the Parish Partnership Scheme had been approved for the purchase of a SAM 2 system. The total cost involved would be approximately £3400, with 50% being funded through the Parish Partnership scheme. Council agreed unanimously to the purchase of a SAM 2 system. In addition, Council agreed that it would be appropriate to invite the Speedwatch Coordinator to the initial and any subsequent site survey.

9. Playground – New Playground Equipment: Following an assessment of the current playground equipment by DV, it had been identified that there was a lack of play equipment for children in the 2 – 8 year old age bracket. DV would look at what was available to cater for this age group and report back at the next meeting with suggestions and costings.

10. Moles on the Playing Field: CGM had provided a quote for £310 + VAT to carry out mole control. DL advised council that Paul Crouch, a local mole controller, would charge £18 per visit. Council agreed unanimously that DL should contact Paul and instruct him to undertake mole control.

11. Community Transport/Go to Town: The Clerk advised Council that a meeting would take place on 18th May 2017 to confirm the route, and any revisions, for the Go to Town bus provided by West Norfolk Community Transport. The Clerk would obtain a further update from West Norfolk Community Transport following the meeting.

12. Recycling Survey: DL advised Council that an opportunity to take part in a recycling survey had been missed due to the lack of notice given before the survey actually closed. DL had subsequently visited the recycling centre at Docking and requested that they inform him personally of any future surveys to enable a positive input to be submitted. Council echoed that the Docking Recycling Centre was a valuable community asset which was sorely missed during a period of closure and that everything possible should be done to ensure that it does not become the subject of any future cost saving measures.

13. Request for Funding from the Parochial Parish Church (PCC): DL had received a letter from the Treasurer of the PCC requesting a donation for the upkeep of the churchyard. Whilst DL suggested a donation of £400, Council agreed that a donation of £200 would be more appropriate and would like to see it spent on the upkeep of the ‘new churchyard’. DL would reply to the PCC Treasurer accordingly.

14. Report of possible Japanese Knotweed in the area of the Pond opposite the Duck Inn: A resident of ‘The Green’ had reported to the Clerk a possible infestation of Japanese Knotweed in the area of the Pond opposite the Duck Inn. Following advice from the Environment Agency and the BCKLWN Environmental Health Department, the Clerk had contacted the Highways Department at NCC as it was understood that the possible infestation was on land owned by the Highways Department. Highways confirmed it was their land and that it was Japanese Knotweed. The weed-spraying contractor will inspect again in the autumn, treat as necessary, and then continue to treat on an annual basis.

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

App Number

Applicant

Proposal

Council Response

17/00503/F*

Mr Mike Wilson

Extensions & alterations
The Lodge
Docking Road

No comment

17/00788/F

Mr Ben Lord

Alterations & extension
Bramley Cottage
Docking Road

Supported

* Please note that the Clerk was notified on 12th May 2017 that the proposed application for extensions and alterations to ‘The Lodge’ had been permitted

16. Year End Accounts 2016/17: Year End accounts as at 31st March 2017 were circulated by the Clerk. Whilst the year had ended with a substantial surplus, forthcoming expenditure on the SAM 2 and the potential addition of new playground equipment would vastly reduce the current surplus. No specific queries were raised and acceptance of the accounts was proposed by DB, seconded by RB and unanimously agreed. The Clerk would now make arrangements for the accounts to be inspected by the internal auditor.

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

Approval was sought and agreed for the following payments:

Chq No

Payee

Reason

£

100695

NALC

Annual Subscription

92.63

100696

Came & Company

Annual Insurance

359.50

100697

BCKLWN

Dog Bin Emptying

81.12

100698

W. Leighton

Salary March and April 2017

307.13

100699

W. Leighton

Clerk’s Expenses

14.63

100700

HMRC

PAYE March and April 2017

76.60

18. Items for the next Agenda – meeting of 20th July 2017:

New Play Equipment (DV)
Geese on the Pond (All)
Transparency Fund Application for 2017/18
Community Transport/Go to Town
19. Chairman’s Remarks: Before closing the meeting, the Chairman thanked Councillors and the Clerk for their continued support and he also took the opportunity to thank the members of the public for their attendance at today’s meeting.

No other items were discussed and the meeting closed at 6.55pm. The Annual Parish Meeting then followed.

 

Signed: ……………………………………………………..

Chairman

 

 

Date: ……………………………………………………..