Stanhoe Parish Council

Minutes of Parish Council Meeting
Held on Thursday, 8th November 2018 at 6.00pm
in the village Reading Room
Clerk to the Council – Wayne Leighton, tel 01485 518570

Present:

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

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

In Attendance:
4 Members of the Public

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

2. To consider approval of the Minutes of the last meeting held on 19th September 2018: No queries were raised and the Minutes were passed and signed by the Chairman.

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

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

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

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

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

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

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

9. Playing Field:

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

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

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

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

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

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

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

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

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

Arline

Docking Road

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

The Lodge
Docking Road

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

Approval was sought and agreed for the following payments:

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

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

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

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

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

Upkeep of the Pond
Village Gates

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

Minutes of Parish Council Meeting
Held on Thursday, 19th September 2018 at 6.00pm
in the village Reading Room
Clerk to the Council – Wayne Leighton, tel 01485 518570

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

Apologies:
Mr M. Roche (MR)

In Attendance:
4 Members of the Public

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

2. To consider approval of the Minutes of the last meeting held on 12th July 2018: No queries were raised and the Minutes were passed and signed by the Chairman.

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

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

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

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

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

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

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

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

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

All Saints Church £200.00
BMACCS £120.00

9. Playing Field:

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

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

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

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

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

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

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

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

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

App Number Proposal Council Response
18/01521/F The erection of a replacement dwelling:
Station Farm Cottage
Station Road
(See also item 4). The Parish Council agreed unanimously to oppose the application.
Comments had already been submitted to the BCKLWN
18/01613/F Extensions and alterations to dwelling (retrospective):
The Lodge
Docking Road
(See also item 4). The Parish Council supported the retrospective application.
Comments would be submitted to the BCKLWN.
15. Financial Report and approval of payments: Up to date income & expenditure accounts, budget report and bank statements were circulated by the Clerk. No queries were raised. The Clerk advised Council that the VAT refund of £829.25 had now been received. The Clerk had recently bought a new printer at a cost of £120; Council agreed to make a contribution of £100 towards the cost.

Approval was sought and agreed for the following payments:

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

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

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

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

Upkeep of the Pond
BBFN
Village Gates
Dog Bin and Signs

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

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

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

Apologies:
Mr D. Bridge (DB)

In Attendance:
4 Members of the Public

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

2. To consider approval of the Minutes of the last meeting held on 10th May 2018: No queries were raised and the Minutes were passed and signed by the Chairman.

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

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

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

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

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

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

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

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

9. Playing Field:

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

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

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

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

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

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

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

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

Application permitted by BCKLWN.

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

15. Financial Report and approval of payments: Up to date income & expenditure accounts, budget report and bank statements were circulated by the Clerk. No queries were raised. The Clerk advised Council that the VAT return had been submitted to HMRC and the Council had been registered, a requirement of GDPR, with the ICO.

Approval was sought and agreed for the following payments:

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

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

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

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

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

Upkeep of the Pond

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