Stanhoe Parish Council

Minutes of Parish Council Meeting
Held on Thursday, 12th May 2016 at 6.00pm
in the village Reading Room
Clerk to the Council – E Thuburn, tel 01485 518409

Present:
Mr. T. Austin (TA)
Miss R. Brown (RB)
Mr. M. Roche (MR)
Mr. D. Bridge (DB)
Mr. D. Lord (DL)
Mrs. J. Lord (JL)
Mr. D. Vincent (DV)

Prior to the start of the meeting and with the full agreement of all councillors, TA completed the Governance Report forming part of the Annual Return to Mazars LLP, the external auditors. He and the Clerk both signed the Annual Return which would now be submitted to the auditors.

TA handed a letter to the Clerk which stated his wish not to be nominated as Chairman, a post he had held for 7 of the 10 years he had been a Councillor, and also stated that he would be resigning as a Parish Councillor with immediate effect. He then vacated the Chair.

1. Election of Chairman & Vice-chairman
MR proposed the nomination of DL as Chairman which was seconded by DB and unanimously agreed. DL accepted the post and took over chairmanship of the meeting. DL proposed that DB continue as Vice-chairman for a further year. This was seconded by DV, unanimously agreed and accepted by DB.

DL took the opportunity to express the sincere thanks of all councillors for TA’s 10 years of dedicated service and in particular his years as Chairman during which he had ensured the democratic and efficient running of the Council. He had carried out his duties with professionalism and diligence. These comments were endorsed by DB, RB and MR, all of whom were long standing members of the Parish Council. TA thanked Councillors for their kind remarks. He was invited to stay for the remainder of the meeting.

2. To consider apologies for absence
All members present.

3. To consider approval of the Minutes of the last meeting held on 22nd April 2016
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 made.

5. To adjourn the meeting to allow for public participation
No public present.

6. Planning matters
The Clerk reported that a previous application, for alterations to the garage at Barn End, Station Road, to which the Council had already given support, had now been withdrawn. A new application had been submitted for slightly different alterations to the garage. Councillors examined the proposed plans but could find no valid objection on planning grounds. Comments would be submitted to the Borough Planning Dept.

7. Geese on the pond
It had been reported that a goose had been hit by a fast moving car near the pond area. The car did not stop. The RSPCA attended the goose which was still alive and eventually took it away. Three geese remain, two of which are owned by a nearby resident. No other problems had been reported. Despite some opposition in the village, Councillors agreed that the geese should remain on the pond.

8. Dog fouling around Cross Lane pond
This had been reported at the previous meeting. The Clerk had arranged for a notice in the next edition of Saints Alive to remind residents and visitors to remove their dogs’ waste and place it in the bin provided. It was agreed that a notice would be placed beside Cross Lane pond.

9. 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 payment of the annual insurance premium, the internal auditor’s fee and for salary due to the Clerk from 1st March 2016 to 13th May 2016. The existing clerk had resigned and would cease employment on 13th May 2016.

10. Possible charitable donations
Various requests had been received but it was agreed that a decision on possible donations should be postponed until the next meeting in July.

11. Appointment of new Clerk
Mr. Wayne Leighton, a local resident, had applied for the post and had been interviewed by the Chairman in recent weeks. There had also been the opportunity for all Councillors to meet Mr. Leighton to discuss the post. Satisfactory references had been received. DB proposed that a formal job offer should be made which was seconded by MR and unanimously agreed. Mr. Leighton accepted the offer. Contract documents would be signed in due course. The Chairman welcomed Mr. Leighton to the Parish Council and wished him every success.

12. Items for the next Agenda – meeting of 14th July 2016
It was agreed that Councillors would carry out a village inspection walk, as in previous years, at 4.00pm on Wednesday, 15th June starting out from the village hall. The result of the inspection would be an Agenda item. Other suggestions were:

Dog fouling
Charitable donations
Vacancy for a Councillor
Waste bins belonging to holiday homes
Village pond & footpaths
Before closing the meeting, the Chairman and Councillors expressed their thanks to Miss Thuburn, the outgoing Clerk for her work and dedication in recent years. She, in turn, thanked Councillors for their co-operation and support.

No other items were discussed and the meeting closed at 7.25pm. The Annual Parish Meeting then followed.

 

Minutes of Parish Council Meeting
Held on Friday, 22nd April 2016 at 12.0pm
in the village Reading Room
Clerk to the Council – E Thuburn, tel 01485 518409

Present:
Mr. T. Austin (TA)
Mr. D. Bridge (DB)
Miss. R. Brown (RB)
Mr. D. Lord (DL)
Mrs. J. Lord (JL)
Mr. M. Roche (MR)

Two members of the public was present whom Councillors had invited to the meeting. One was a prospective Councillor and the other a prospective Clerk.

1. To consider apologies for absence
All present.

2. To consider approval of Minutes from the Parish Council meeting of 10th March 2016 and the Planning Meeting of 22nd March 2016
These were all passed and signed by the chairman.

3. To record declarations of interest from members in any item to be discussed
No declarations made.

4. To adjourn the meeting to allow public participation
See Item 7 for details.

5. LAIS 1388 Planning Changes
The Local Associations Information Service (LAIS) document no. 1388 had been circulated to all members prior to the meeting. This detailed many proposed changes to the planning process initiated by Government which would greatly affect the way in which planning applications would be considered in future. The main change involved the creation of a two stage planning process in which the default position would be that permission would be granted in principle and would be followed by a Technical Details stage when planning conditions and obligations would be set. The current consultation process with local councils would be greatly eroded and there would be no right of appeal against any planning decisions which may adversely affect local communities. The Norfolk Association of Local Councils (NALC) was formulating a reply to the proposals, on behalf of its member Councils, setting out a number of objections to the proposed changes. Councillors agreed that they would support the response from NALC.

6. Planning application re: ‘Petersfield’, Cross Lane
This property was currently undergoing refurbishment and an application had been made to clad the existing brick front elevation in flint and to formally acquire permission for a bedroom and bathroom in the rear part of the garage which had been installed some years previously without permission. Councillors considered the plans and raised no objections to either proposal.

7. Possible appointment of Clerk and co-option of a new Councillor
A local resident had applied for the position of Clerk which would become vacant from 12th May 2016. He had already had a discussion with the Chairman and was now present to give all Councillors the opportunity of meeting him and asking relevant questions. Councillors spent some time talking with the resident who was very much interested in the post. It was agreed that his skills and experience were appropriate and a decision on his employment would be taken after the close of the meeting. He would be notified in due course.

Mr. David Vincent, a resident in Stanhoe since 2011, had shown an interest in joining the Parish Council to fill a vacancy which had arisen. The vacancy had been advertised locally according to proper procedures but no other person had shown interest. After Councillors had talked with Mr. Vincent for some time, DB proposed his co-option to the Council. This was seconded by JL and unanimously agreed. All necessary paperwork would be signed by Mr. Vincent following the meeting.

8. Future planning of Council tasks
The Chairman explained that the following duties would have to be re-allocated following the resignation of the current Clerk and his own impending departure.

a) A representative to sit on the Community Benefit Panel in connection with the allocation of funds from Jack’s Lane Wind Farm community benefit scheme. DL agreed to undertake this duty but would be unable to attend the next meeting on 25th May due to a prior arrangement. MR agreed to attend in his place on that occasion.

b) A representative to attend the bi-monthly SNAP meetings. It was agreed that this would be decided in future but in the interim TA would continue to attend and report any relevant issues to the Council.

c) Monthly playground safety inspections. These had been carried out by the existing Clerk and TA. They were an insurance requirement but no specialist training was necessary, only a common sense awareness of possible defects to play equipment. A full annual RoSPA safety inspection would continue to be necessary. The new Councillor, Mr. Vincent, agreed to carry out the inspections possibly assisted by the new Clerk.

9. Year End Accounts for 2015/16
Year End accounts as at 31st March 2016 were circulated by the Clerk. The year had ended with a substantial surplus partly due to the re-negotiation of Insurance and playground maintenance contracts at a significantly reduced cost. No specific queries were raised and acceptance of the accounts was proposed by DL, seconded by MR and unanimously agreed.

10. Financial Report & approval of payments
A brief report was circulated of items to date for the new Accounts year 2016/17. No queries were raised. Approval was sought and given for the payment of the Annual Subscription to NALC.

11. Annual Parish Meeting
This was scheduled for 7.30pm on Thursday, 12th May. Invitations would be distributed to every household in the village. There would be no guest speaker this year but TA would give the usual verbal annual report. TA would also arrange for the supply of refreshments.

12. Items for the next Agenda – meeting of 12th May (prior to the Annual Parish Meeting)
The following items were raised:

Appointment of Chairman & Vice-chairman
Decisions on any charitable donations from the Council
Geese on the pond
Dog fouling around the pond in Cross Lane
No other items were discussed and the meeting closed at 2.10pm.

Minutes of Parish Council Meeting
Held on Thursday, 10th March 2016 at 7.00pm
in the village Reading Room
Clerk to the Council – E Thuburn, tel 01485 518409

Present:
Mr. T. Austin (TA)
Miss R. Brown (RB)
Mr. M. Roche (MR)
Mr. D. Bridge (DB)
Mr. D. Lord (DL)
Mrs. J. Lord (JL)
Mr. A. Upton (AU)

One member of the public was present.

1. To consider apologies for absence
All present.

2. To consider approval of Minutes from the Parish Council meeting of 14th January 2016.
These were all passed and signed by the chairman.

3. To record declarations of interest from members in any item to be discussed
No declarations made.

4. To adjourn meeting to allow public participation
The member of public present raised the following items for consideration by Councillors:

Many thanks for arranging repairs to the shed adjacent to the village hall.
Traffic speed on Bircham Road remains a problem. County Councillor Michael Chenery may be able to assist in persuading the Highways Dept. to consider a reduction in current limits.
A footpath is needed along the length of Bircham Road.
Church Lane is particularly muddy and verges have been eroded by large vehicles.
Barwick footpath leading across the fields to Barwick Hall has been ploughed up and should be re-instated.
White lines on roads in and around Stanhoe require re-painting.
There is only one official public footpath in Stanhoe going from the old Station across to Symington’s farm. Could the wind farm community fund be used to extend this footpath to create a circular route leading back to the village?
Councillors thanked the member of public for his contribution and agreed to put an item on the next Agenda to discuss the possibility of extending the footpath as suggested. The clearing of mud from Church Lane would be added to the list of items to be done by the Highway Rangers team on its next visit. The member of the public left the meeting at this point.

5. SNAP Report
Most of the discussion at the recent meeting had centred around the more densely populated areas with very little mentioned in connection with smaller villages. There were no matters relating to Stanhoe.

6. Proposed Poultry Farm at Sedgeford
There had been a presentation by protestors at the previous Parish Council meeting followed by a discussion resulting in a formal letter of objection to the proposal being sent from the Parish Council to the Borough Planning Dept. This had prompted a strong letter from Mr Barber, the planning applicant, suggesting that the Parish Council had reached a decision without knowing all the facts. It was noted that, unlike the protestors, Mr. Barber had never requested an opportunity to put his case to the Parish Council. It was agreed that no response to Mr. Barber’s letter was necessary.

7. Items tabled by A. Upton:
a) Federation of Parishes: A number of representatives from parishes in West Norfolk have decided to form a Federation in order to exchange information and ideas. The first meeting will be held in early summer. A.U. is planning to represent Stanhoe. It was generally accepted that the Federation was a good idea but Councillors asked that they be kept fully informed and any proposals affecting Stanhoe should be ratified by the full Parish Council.

b) Hedges on Docking Road: Some residents had complained that the 30 mph sign, opposite Baker’s Cottage on Docking Road, was clearly visible only when approaching from Docking but was partially obscured from traffic approaching from the village pond area. The hedge has been cut back on a number of occasions and was thought not to be a problem but it would be looked at again.

c) Broadband provision: This item has been postponed to a later date.

8. Neighbourhood problem:
There was some concern by residents in Parsons Lane about the amount and type of traffic using the Lane to access the field at the northern end. Those concerned will report back to the Council if there are any further issues arising.

9. Regular Updates:
a) Repairs to the shed: These have been carried out and thanks given to the MEHM Trust for organizing the repairs.

b) Geese on the Pond: No problems reported recently but this could change with the breeding season now underway. A new home was still being sought for the male.

10. Annual Parish Meeting
Item postponed until after Item 12.

11. Playground Inspection
T.A. reminded Councillors that the playground was inspected monthly, undertaken alternately by himself and the Clerk, in order to comply with insurance requirements. A fully detailed annual inspection by a RoSPA inspector was still advisable. Some replacement of bolt caps and shackles would be done in the near future. Items had already been purchased. The posts supporting the toddlers’ play tower had some significant splits in the wood which could mean replacing the whole unit within the coming year. Some pieces of equipment would need thorough cleaning in the near future. Volunteers to do the work would be appreciated.

12. Financial Report & approval of payment
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 payment of the clerk’s salary for the months of January and February 2016.

10. Annual Parish Meeting
This meeting was scheduled for 7.30pm on Thursday, 12th May 2016. All village residents would be invited and drinks & nibbles would be served. Historically, there is a low turnout at this Annual Meeting so no Guest Speaker has been arranged for this year. The Chairman would give a report on Parish Council activities for the past 12 months. Prior to this meeting, a normal Parish Council meeting would be held at 6.00pm. which would involve the appointment of Chairman and Vice-chairman for the coming year.

T.A. stated his intention to stand down as Chairman and to resign from the Parish Council. He also announced that he had received a letter of resignation from the Clerk. Although obliged only to give one month’s notice, she had agreed to continue in post until the meeting of the 12th May and would present End of Year Accounts and associated paperwork for approval by Councillors which could then be passed to auditors.

Councillors agreed to give serious consideration to a replacement Chairman and to meet informally on 22nd March to discuss the job description and strategy for appointment of a new Clerk.

13. To receive items for the next Agenda – meeting of 12th May 2016
The following items were suggested:

Year End accounts & financial report
Appointment of new officers
Appointment of new Clerk
Pot-holes on local roads
Possible extension of public footpath
It was suggested that Broadband Provision and Village Emergency Plan were put on the Agenda for the meeting in July.

The possibility of a beacon or bonfire to celebrate the Queen’s 90th Birthday was raised and it was agreed that some thought would be given to it.

No other matters were discussed and the meeting closed at 8.55pm.

Minutes of Parish Council Meeting
Held on Thursday, 14th January 2016 at 7.00pm
in the village Reading Room
Clerk to the Council – E Thuburn, tel 01485 518409

Present:
Mr. T. Austin (TA)
Mr. D. Bridge (DB)
Miss R. Brown (RB)
Mr. M. Roche (MR)
Mr. A. Upton (AU)

Absent:
Mr. D. Lord (DL)
Mrs. J. Lord (JL)

Four members of the public from the village of Sedgeford were present in connection with Item 6 on the Agenda.

1. To consider apologies for absence
Apologies were received and accepted from DL and JL.

2. To consider approval of the Minutes from the meeting of 12th November 2015
It was agreed that discussion of this item should be postponed until the end of the meeting.

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

4. To adjourn meeting to allow for public participation
Representatives from Sedgeford, including local businessmen and a retired GP, thanked Councillors for the opportunity to speak in regard to Item 6 – ‘Proposed Poultry Farm at Sedgeford’. All were against the proposal which would provide only one job for a local person and absolutely no economic benefit to the area.

This would be a highly industrialised development of 4 sheds with a turnover of 1.2–1.5 million birds based on a 7-week cycle. The only developments of this kind currently in existence are in South Norfolk in the vicinity of the necessary abattoir used for processing the poultry.

The proposed sheds would be situated only one mile from the North West & North Norfolk ‘Area of Outstanding Natural Beauty’ (AONB) and would be clearly seen from Peddars Way coastal path (only 800 metres away) and other nearby tourist sites.

The poultry sheds would cause a serious increase in HGV traffic on the narrow B1454 at the beginning and end of each cycle and also a potentially harmful level of pollution from dust particles and release of ammonia during weekly cleaning procedures. This would have a greater effect on the elderly and young and those with respiratory infections. HGV vehicles carrying live poultry would pass close by a number of primary schools.

The Sedgeford representatives felt that approval of this proposed development might set a precedent for future industrialisation of the area which would have disastrous effect on tourism and associated businesses which were of major financial importance in the area. They asked Stanhoe Parish Council to support them in objecting to the development when the planning application came to be considered. They thanked Councillors for allowing them to attend and for listening to their comments. They then left the meeting.

5. SNAP Report
AU had attended a recent SNP meeting at which only anti-social behaviour in Snettisham, Dersingham and Heacham had been discussed. There had been no discussion on any items which could affect Stanhoe.

6. Proposed poultry farm at Sedgeford
Following the presentation given at Item 4, it was agreed that the proposed development was inappropriate and would bring no economic benefit to an area which was heavily reliant on tourism. Objections would be sent to the Borough Planning Department in due course.

7. Items tabled by AU
a) AU had investigated the possibility of setting up a Federation of Parishes within the North West Norfolk area and had received favourable replies from many parishes. It was suggested that the Federation would comprise one representative from each parish and would meet on an annual basis to discuss matters involving Borough and County Councils. The combined efforts of the Federation would lend weight to any dealings with those Councils. The formal rules and administrative arrangements would be set up at the first Federation meeting.

b) AU reported that at Heacham recycling centre, assistants had refused help to an elderly person despite assurances having been given by County Council that help should be given when necessary. TA reported that objections to the closure of Docking recycling centre from 1st January 2016 were still being submitted to the County Council and there was hope that the closure might be reconsidered.

c) AU had written to both the Borough Council and County Council highlighting the lack of services to rural parishes despite residents paying council tax on the same basis as those in large towns where many services and amenities existed. He still awaits replies to his correspondence.

d) This topic would be postponed to the next meeting as AU had not brought the photographs showing the matter to be discussed.

8. Proposed closure of Heacham Fire Station
The proposed closure would be as a result of County Council budget cuts. In addition, the number of fire tenders in Fakenham and other surrounding depots would be reduced resulting in a potentially longer response time to a major incident. Some councillors had submitted objections to the County Council proposed budget reductions for 2016/17 but it was suggested that a letter be sent to the County Council specifically in relation to the proposed changes to the fire service.

9. Updates on the following:
a) Repairs to the shed adjacent to the village hall. This was the responsibility of the MEHM Trust and the Trust chairman had sent a reminder to the person due to do carry out the repairs.

b) Geese on the pond. All 4 geese were still on the pond but no recent problems had been reported. Two geese are due to be removed to another location.

c) Planning Matters. The owners of Field House, Church Lane had received permission for the erection of an additional dwelling on the site. The owners of The Old Rectory, Church Lane had received outline planning permission for the erection of a new dwelling on an adjoining piece of land owned by them. An extension due to be built on to Petersfield, Cross Lane is within permitted development guidelines and does not require planning permission.

10. Review of external Audit Arrangements
Due to the abolition of the Audit Commission, the National Association of Local Councils (NALC) had raised concerns about the potential increased burden of work and costs placed on local councils. NALC has successfully persuaded Government to allow them to set up a Local Authority Sector Led Body which will appoint auditors for local councils. Using the appointed auditors is the default arrangement but all councils are free to opt out and appoint their own auditors. Under the default arrangement, small councils such as Stanhoe, would not incur any audit fees but if alternative auditors were appointed all normal audit fees would have to be paid from individual precepts. After a brief discussion, AU proposed acceptance of the default arrangement. This was seconded by DB and unanimously agreed.

11. Precept & Budget for 2016/17
The clerk presented a draft Budget for 2016/17 based on the existing precept of £6,500. Due to a slight reduction in the number of qualifying properties in Stanhoe this figure would equate to a contribution of £52.42 per household at Band D, an increase of 75p. on 2015/16. The contribution would be adjusted up or down for other council tax bands. DB proposed acceptance of the draft Budget which was seconded by MR and unanimously agreed.

12. Financial Reports & 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 payment of the clerk’s salary for the months of November & December and for PAYE tax deducted from salaries to be paid over to HMRC.

13. To receive items for the next Agenda – meeting scheduled for 10th March 2016
The following items were suggested:

Updates on shed repairs and geese on the pond
Federation of Parishes
Hedges on Docking Road
Broadband provision
The clerk reminded councillors that Agenda items could be submitted up to one week before a scheduled meeting.

Item 2 – Consideration of previous Minutes
Some objections were raised to the wording of Item 4 of the Minutes from 12th November 2015 which referred to Item 8 d) of that meeting’s Agenda. It was considered that trees and hedges on Station Road were no longer a topic for parish council discussion and suggested that the Item 4 report should be curtailed at the sentence ending with the words ‘…. . clear of footpaths and highways. ’… on line 9 of the paragraph. The remainder of the paragraph should be deleted. This suggestion was agreed and the Minutes of 12th November 2015 were amended accordingly.

No other items were discussed and the meeting closed at 8.55pm.

Minutes of Parish Council Meeting
Held on Thursday, 12th November 2015 at 7.00pm
in the village Reading Room
Clerk to the Council – E Thuburn, tel 01485 518409

Present:
Mr. T. Austin (TA)
Mr. D. Bridge (DB)
Miss R. Brown (RB)
Mr. D. Lord (DL)
Mrs. J. Lord (JL)
Mr. M. Roche (MR)
Mr. A. Upton (AU)

Three members of the public were present.

1. To consider apologies for absence
All present.

2. To consider approval of Minutes from the Parish Council meeting of 10th September 2015 and Planning meeting of 30th October 2015
These were all passed and signed by the chairman.

3. To record declarations of interest from members in any item to be discussed
No declarations made.

4. To adjourn meeting to allow public participation
The matter of overgrown hedges was raised therefore it was agreed to proceed straight to Item 8 d) ‘Update on trees & hedges’.

A member of the public circulated copies of a hand-written note, signed by a number of residents in Station Road, in which was expressed their dissatisfaction with the state of certain hedges on the West side of Station Road and stating that it was the legal responsibility of residents to ensure that hedges on their properties did not obstruct footpaths or highways.

The matter of hedges has been discussed at many parish council meetings in recent years and details can be found in Minutes published on the village website. Also, in recent years, notices have been placed by the Parish Council in the Saints Alive newsletter reminding residents to keep their hedges clear of footpaths and highways.

5. SNAP Report
The chairman had attended a meeting of the Safer Neighbourhood Area Panel (SNAP) on 15th September. Stanhoe falls within the Hunstanton and Burnham Neighbourhood so most of the discussions centre on the more heavily populated areas which have correspondingly more problems of crime and anti-social behaviour. The proposed closure of Docking Recycling Centre was discussed due to the potential for illegal dumping of rubbish.

As a footnote to this item, the Chairman mentioned that, during a recent Speedwatch session in the village, one of the roadside warning signs was stolen. Since the police will not allow the team to operate without warning signs to motorists, no Speedwatch sessions will take place until a new sign is delivered in early December.

6. Proposed closure of Docking Recycling Centre
Public opinion was very much against this proposal. The clerk and a councillor had attended a Docking Parish Council meeting in October when a representative of the County Council had put forward the reasons for the proposed closure as being a savings of £70k per year. The alternative recycling centres at Hempton, near Fakenham, and Heacham were much further afield which would be both costly and time consuming to use. To add to the inconvenience, Heacham site was changing from a 7 days a week facility to part-time of only 3 or 4 days per week while still being expected by the County Council to cope with increased volume. It was also noted by Councillors that the closure would be a further erosion of services to those in rural areas despite residents paying council tax based on the same calculation as those residents in towns where many more services existed. Councillors asked the clerk to write on their behalf to the County Council and the local M.P. stressing their opposition to the closure.

7. Transparency Code
A new ‘Transparency Code for Smaller Authorities’ came into force in April 2015 resulting in the need for all Parish Council papers to be available on a website. In Stanhoe, the Parish Council was fortunate to have a section of the main village website to use. Agenda and Minutes of Parish Council meetings were already published there but the quantity of information would undoubtedly increase in future. It may be that the Parish Council will have to set up its own website in future and also purchase its own computer and printer/scanner. At present the clerk supplies her personal computer and printer for council business. A grant towards the purchase of any new equipment required would be available but may need to be topped up with Parish Council funds.

8. Updates on the following items:
a) Repairs to the shed adjacent to the village hall; this was the responsibility of the MEHM Trust and would be done in due course but other more urgent repairs had taken priority.

b) Geese on the pond; two of the geese were going to be re-homed this year but this had been postponed until January 2016. No problems recently reported.

c) War Memorial & Village Sign; maintenance and clearing weeds around both items were now included in the duties carried out by Mr. Punter. Mr. Punter had stated that he did not want payment for any work he did on the War Memorial so he would donate his payment for that work to the British Legion.

d) Trees & Hedges; it was reported that the area at the rear of the village pond needed attention and dead trees possibly removed. The clerk was asked to obtain a price for doing the necessary work. A resident had reported a problem with overgrowing hedge near the palisade fence opposite the pond. Councillors agreed to look into this and also carry out their usual assessment of hedges during their annual village inspection next year. See also Item 4 above.

9. Update on Planning matters:
a) An Appeal made by the residents at Stanhoe Hall, for the installation of solar panels on their land, had been upheld and permission given with the condition that the owners must submit a planting scheme for approval to the Borough Council. This would cover both planting around the panels and roadside hedgerow.

b) RES, the developers of Jack’s Lane wind farm had submitted an application for the development of a solar farm at Hyde Park crossroads on the B1454 near Barmer. There was a mixed response to the proposed development but no formal response was required from the Parish Council as the site fell outside Parish boundaries, however, it was agreed that a notice should be placed in Saints Alive reminding residents of the deadline for comments to the Borough Council. All residents should have received a letter from RES detailing their proposal.

10. Financial Reports 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 for the payment of the following:

invoices for the maintenance of areas around the War Memorial, village sign, children’s play area, village cross and Cross Lane pond
invoice for the purchase of replacement links for some items of the play equipment
the clerk’s salary for the months of September and October.
Approval of payment was proposed by DB, second by DL and unanimously agreed.

Members of the public left the meeting at this point – approximately 9.00pm.

11. Code of Conduct
A councillor distributed copies of the Code of Conduct and asked for confirmation that this version was still current. Confirmation was given. The existing Code of Conduct for Councillors dates from 2012 but is reviewed annually and formally adopted. The Chairman stated that comments and allegations had been made about council members and the clerk, which were wholly inappropriate and totally unfounded. This was extremely regrettable but he hoped that the situation which had caused the unpleasantness had been resolved and that everyone would now move forward and work together for the benefit of the village.

12. To receive items for the next Agenda for the meeting on 14th January 2016
Updates on Item 8 a) and b) were suggested and also the proposed poultry farm at Sedgeford.

The clerk reminded councillors that she could accept items for the Agenda up to one week prior to the meeting date.

No other items were discussed and the meeting closed at 9.20pm.

Minutes of Parish Council Meeting
Held on Friday, 30th October 2015 at 11.00am
in the village Reading Room
Clerk to the Council – E Thuburn, tel 01485 518409

Present:
Mr. T. Austin (TA)
Mr. D. Bridge (DB)
Mr. D. Lord (DL)
Mrs. J. Lord (JL)

Absent:
Miss R. Brown (RB)
Mr. M. Roche (MR)
Mr. A. Upton (AU)

No members of the public were present.

1. To consider apologies for absence
Apologies were received and accepted from all absentees.

2. To record any declarations of interest from council members in any item to be discussed
No declarations were made.

3. To consider the following planning applications made to the Borough:
1. Lean-to garden room at the rear of the property at 9, Station Road. (Borough planning ref 15/00983/F)

Councillors considered the application but could see no valid planning reason to object to this additional garden room and agreed to submit their response of ‘No objection’ to the Borough planning department.

2. Construction of a dwelling on land forming the property of Field House, Church Lane. (Borough planning ref 15/01624/F)

This application was for the erection of a new 4-bedroomed house on land currently forming the rear garden of Field House resulting in two completely separate plots. The entrance to the new dwelling would be on Church Lane adjacent to that of Field House. After some discussion, councillors agreed that there was no valid planning reason for objection but commented that the new dwelling would take up approximately two thirds of the existing plot leaving not much land with Field House. Councillors also commented on errors contained in the application which stated incorrectly that the dwelling would be on mains drainage which is not the case in Stanhoe properties. The application also stated that Stanhoe has a public bus service which has not been the case for many years.

Councillors’ decisions and comments would be sent to the Borough planning department by Monday, 2nd November.

No other matters were discussed and the meeting closed at 11.30am.

Minutes of Parish Council Meeting
Held on Thursday, 10th September 2015 at 7.00pm
in the village Reading Room
Clerk to the Council – E Thuburn, tel 01485 518409

Present:
Mr. T. Austin (TA)
Mr. D. Bridge (DB)
Miss R. Brown (RB)
Mr. D. Lord (DL)
Mrs. J. Lord (JL)
Mr. M. Roche (MR)
Mr. A. Upton (AU)

Three members of the public were present.

1. To consider apologies for absence
All present.

2. To consider approval of Minutes from meetings held on 9th & 17th July
These were all passed and signed by the chairman.

3. To record declarations of interest from members in any item to be discussed
No declarations made.

4. To adjourn meeting to allow public participation
The matter of overgrown hedges was raised therefore it was agreed to proceed straight to Item 7 at this point.

7. Trees & hedges
(AU postponed from July meeting) Some residents were concerned about overgrown trees and hedges, especially those which partially blocked roads, footpaths and road signs. The clerk explained that hedgerows are cut back annually by County Highways department but, during routine maintenance visits throughout the year, the team was always instructed to ensure that all road signs were kept clearly visible.

Of particular concern was an overgrown hedge on the West side of Station Road. The clerk had established that this hedge stood on official Highways verge and would be cut back in the near future and subsequently would form part of the regular maintenance work.

5. SNAP Report
The number of areas covered by the Panel had been reduced to 3 as a result of certain amalgamations. The areas are:

Hunstanton and Burnham Neighbourhood
Dersingham and Gayton Neighbourhood
The Woottons Neighbourhood.
The main topics for discussion at meetings are usually problems arising in towns. The priorities set for the coming weeks are parking arrangements in Hunstanton coach/car parks and, following a recent fatal accident, the safety levels at water filled former pits and quarries.

6. Traffic & speed signs
(AU postponed from July meeting) AU was concerned about traffic speeds on Bircham Road bearing in mind the number of concealed entrances/exits which exist. The possibility of additional signs to mark these entrances/exits was raised but no firm decision was reached.

There was discussion on moving the matrix sign from its present position to the point where the 30mph limit starts and amending the flashing warning accordingly but this would be very expensive. The parish council is investigating the possibility of obtaining funding from the wind farm community fund for this project.

7. Trees & Hedges
See above.

8. Trees beside the pond at Bircham Road
A small tree and some shrubbery had been restricting the view of motorists turning right from Bircham Road onto Burnham Road. These have been cut back recently and will be monitored in future.

9. Public Footpaths
Some ‘Public Footpath’ signs are missing from the area around Barwick. The clerk will investigate the possibility of having them replaced.

10. Possible amalgamation of Barwick with Stanhoe Parish
In principle, the Borough Council would allow amalgamation provided the residents of Barwick showed sufficient interest. A notice would be placed in Saints Alive inviting Barwick residents to contact the clerk for information or to express an interest. There would be further discussion pending the outcome of this consultation.

11. Cross Lane pond and Willow tree
The large willow tree requires pruning and some dead and broken boughs at the back of the pond need to be removed. The clerk had obtained 3 quotations for the work, all from qualified tree surgeons. The prices quoted, including VAT, were – £350, £360 and £690.

The firm quoting the lowest price wanted payment in cash and would not accept cheque or bank transfer payment. Councillors did not agree with those terms. Most councillors felt the most expensive quote was not justified, therefore, MR proposed acceptance of the £360 quote which was seconded by DL. Of the remaining councillors, 3 agreed and 2 abstained from voting. The clerk was instructed to arrange for the work to be done.

12. Churchyard maintenance
The parish council had recently made a donation to the PCC for churchyard maintenance, in particular for the new section of the churchyard. Some work had been done on cutting back brambles but more needed to be done.

13. Dogs on the playing field
There was discussion on the possibility of dogs being allowed on the playing field provided owners cleared up any dog mess. This was generally thought not to be a good idea but the final decision lay with the MEHM Trust. Any new notices required would be the responsibility of the Trust.

14. Post box on Bircham Road
A resident had reported that some pointing was required around the box which was set into a wall. After inspection, it was agreed that no work needs doing at present and, in any case, the wall is part of private property.

15. Review of Standing Orders & Financial Regulations
Both documents were formally adopted by the parish council in 2013 but should be reviewed on an annual basis. Having read through the documents, councillors agreed that no amendments were necessary.

16. Review of Emergency Plan
This plan had been updated with new members’ details following the elections in May 2015. It is for circulation only amongst councillors. No further amendments were made but the clerk was asked to ensure that all those contactable in cases of emergency were aware of their inclusion in the list of contacts.

17. Financial Reports & 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 given for payment of the clerk’s salary and cheque signed.

18. Dates & Times of Meetings for 2016
Subject to the availability of the village hall, the following dates were set:

14th January 2016
10th March 2016
12th May 2016
14th July 2016
8th September 2016
10th November 2016
With the exception of 12th May, all meetings will commence at 7.00pm. On 12th May 2016 the meeting will commence at 6.00pm, to be followed by the Annual Parish Meeting at 7.30pm.

No other matters were discussed and the meeting closed at 8.35pm.

Minutes of Parish Council Meeting
Held on Friday, 17th July 2015 at 11.00am
in the village Reading Room
to consider planning application ref: 15/01056/0
Clerk to the Council – E Thuburn, tel 01485 518409

Present:
Mr. T. Austin (TA)
Miss R. Brown (RB)
Mr. D. Lord (DL)
Mr. M. Roche (MR)
Mr. D. Bridge (DB)
Mr. A. Upton (AU)

Absent:
Mr. D. Bridge (DB)
Mrs. J. Lord (JL)

One member of the public was present.

1. To consider apologies for absence
Apologies were received and accepted from DB and JL.

2. To record declarations of interest from members in any item to be discussed
MR declared an interest as the application to be discussed had been submitted by him.

3. To adjourn the meeting to allow public participation
The member of public present was the wife of MR who stated that great consideration had been given to the style and position of the proposed dwelling and there was a willingness to work with the planning authorities in order to satisfy any concerns the authority may have. The granting of permission for the dwelling would enable her and her husband to continue living permanently in the village where they had lived since 1978.

4. Consideration of application for outline planning permission for the erection of a dwelling on land adjoining the Old Rectory
Application documents and plans received from the Borough were circulated. A previous application for outline permission had been rejected by the Borough. Reasons for refusal were that the dwelling would impinge on the existing street view and would be detrimental to the character of the village.

According to current information supplied, the street view would not be altered since all trees and shrubs bordering Church Lane would remain. In addition, the design of the dwelling and building materials used would be in traditional Norfolk style.

To maintain council impartiality, MR and his wife did not take any part in the ensuing discussion.

After consideration of all aspects of the proposal, members could find no valid planning reason for objection. The proposed plans showed a building which would blend well with the village as a whole, was entirely in proportion to the size of the proposed site and would have no adverse affect on the nearby historic church and its surroundings.

Support of the application was proposed by AU, seconded by DL and agreed by all except MR who had abstained. A response in support of the application would be sent to the Borough.

No other matters were discussed and the meeting closed at 11.55am.

Minutes of Parish Council Meeting
Held on Thursday, 9th July 2015 at 7.00pm
in the village Reading Room
Clerk to the Council – E Thuburn, tel 01485 518409

Present:
Mr. T. Austin (TA)
Mrs. R. Brown (RB)
Mr. M. Roche (MR)

Absent:
Mr. D. Bridge (DB)
Mr. D. Lord (DL)
Mrs. J. Lord (JL)
Mr. A. Upton (AU)

Four members of the public were present.

1. To consider apologies for absence
Apologies were received and accepted from all absentees. Absence was due to illness or pre-arranged holiday commitments.

2. To consider approval of Minutes from meetings held on 30th April and 19th May
These were all passed and signed by the chairman.

3. To record declarations of interest from members in any item to be discussed
No declarations made.

4. To adjourn the meeting to allow public participation
Two items were raised by those present; a) overgrown hedges on Station Road and b) the grass around Cross Lane pond. Item a) would be dealt with under Item 11 on the Agenda. Item b) It was agreed that the parish council would undertake responsibility for the cutting of the grass around Cross Lane pond. This had previously been done voluntarily by a resident who had now moved from Cross Lane.

5. SNAP Report
TA had no report for councillors as the latest scheduled SNAP meeting had been postponed due to local and parliamentary elections.

6. Standing Orders
Standing Orders for the running of parish council business would be distributed to all new members of the council. Re-elected members already had a copy of this document to which no recent amendments has been made.

7. Emergency Plan
TA distributed an update giving contact details for all new members who would receive a full copy of the plan.

8. Village Pond, geese etc.
The area at the rear of the pond had been tidied. Geese had been aggressive recently, partly due to the ganders protecting nesting areas. A local resident had agreed to take one gander and one silver white female leaving only two females on the pond.

9. Cross Lane pond & willow tree
Three quotations had been obtained for the pruning of the large willow tree and removal of dead wood around the pond area. Prices ranged from £360 to £690 including VAT and were all from fully qualified and insured tree surgeons. It was agreed that, with so few members present, a decision should be postponed until the next meeting in September. The companies concerned would be notified and asked to hold their prices until that time.

10. Traffic & speed signs
This item had been tabled by AU who was absent due to illness so would be tabled again at the next meeting.

11. Trees & hedges
This item was also tabled by AU and like Item 10 would be tabled again at the next meeting, however, it was agreed to discuss item a) raised by a member of the public present. Overgrown hedges from properties on one side of Station Road were causing problems for some residents when exiting their driveways in cars. It was difficult to see if any other vehicles were approaching from the Docking Road end. The council agreed to contact those concerned and ask for hedges to be trimmed although this could not be done until after the end of July when there was no risk of damaging nesting birds.

12. Dogs on the playing field
There was an ongoing problem of dogs being exercised on the playing field and owners not picking up dog mess. MR agreed that the MEHM Trust would look again at existing signs prohibiting dogs and consider erecting more or different signs. It was pointed out that the rough area along the edge of the field, adjacent to Cross Lane, was available for dog walkers provided they removed dog mess. The possibility of an additional dog waste bin would be considered at the next meeting.

13. Repairs to the shed beside the village hall
This work was being undertaken by the MEHM Trust. MR agreed to chase up the carpenter who was due to carry out the repairs.

14. Financial Report & approvals of payments
The clerk distributed reports on Income & Expenditure, Budget to date and Bank statements for consideration by members. No queries were raised. Approval was given for the payment of the following:

Repairs to playground equipment
Training course for new councillors
Clerk’s salary
Payment of PAYE tax deducted from clerk’s salary to HMRC
15. To receive items for the next Agenda – meeting of 10th September 2015
The following items were agreed:

Churchyard maintenance
Cross Lane pond & willow tree
Traffic & speed signs (AU- postponed)
Trees & hedges (AU- postponed)
Dogs on playing field
Post box on Bircham Road
Standing Orders & review of Financial Regulations
Emergency Plan
Dates & times of meetings for 2016
No other matters were discussed and the meeting closed at 8.05pm.

Minutes of the first Parish Council Meeting following election of new Councillors
Held on Tuesday, 19th May 2015 at 9.00 am
in the village Reading Room
Clerk to the Council – E Thuburn, tel 01485 518409

Present:
Mr. T. Austin (TA)
Mr. D. Bridge (DB)
Mrs. R. Brown (RB)
Mr. D. Lord (DL)
Mrs. J Lord (JL)
Mr. M. Roche (MR)
Mr. A. Upton (AU)

1. Signing of necessary documents by new Councillors
All members signed and submitted to the clerk the following documents which were witnessed as appropriate:

Acceptance of Office
Register of Pecuniary Interest
Dispensation for those with disclosable personal interests
Codes of Conduct
2. Appointment of Chairman & Vice-chairman
In the interests of continuity, AU proposed that TA be elected Chairman for a further year to allow time for new councillors to become more familiar with the running of the council. TA stated his willingness to accept the chairmanship for a year. The proposal was seconded by DL and unanimously agreed. RB proposed DB as Vice-chairman which was seconded by MR and also unanimously agreed.

3. Appointment of cheque signatories
All cheques issued by the council require to be signed by any two of the three signatories on the bank mandate. Two of the signatories had resigned from office prior to the election leaving only RB as a signatory. It was agreed that the two replacement signatories would be TA and MR. The clerk completed a new bank mandate accordingly.

4. Repairs to playground equipment
One of the playground items, the swinging steps, required a new supporting cross beam. The outgoing council had requested a quotation for the cost of repair from the suppliers who had given a price of £320 plus VAT. After some discussion, it was agreed to proceed with the work. Some councillors mentioned the problem of dog walking and dog fouling on the playing fields. This is a recurring problem in spite of notices stating that no dogs are allowed on the field. It was agreed that this item should be placed on the Agenda for the next meeting.

5. Dates and times of future meetings
The provisionally arranged dates for the remainder of 2015 were confirmed as 9th July, 10th September and 12th November. In future, meetings may have to start at the later time of 7.15 pm due to some work commitments.

No other matters were discussed and the meeting closed at 9.45 am.