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.