SUDBOURNE PARISH COUNCIL
Chairman: Cllr David Robinson
Parish Clerk: Joanne Jones, Neutral Farm House, Mill Lane, Butley. IP12 3PA
Tel: 01394 459400, E-Mail:
MINUTES OF THE PARISH COUNCIL MEETING HELD ON
TUESDAY 22ND MARCH 2016 IN SUDBOURNE VILLAGE HALL AT 7:30PM
Present: Cllr D. Robinson (Chairman)Cllr A. McDonald
Cllr J. CooperCllr S. Hudson
Cllr L. Schofield
In attendance: Joanne Jones, Parish Clerk, County Cllr Andrew Reid and Paula Booth, Suffolk Coast & Heaths. There were 4members of the public present.
Welcome by the Chairman and to open the meeting
1. To receive apologies for absence
Apologies were accepted from Cllr S. McCreadie.
2.To receive Councillors' Declarations of Interest
There were none.
2.1 To consider any dispensations
None received.
3.To approve the draft minutes of the Parish Council meeting held on Tuesday 26th January 2016
The draft minutes of the Parish Council meeting held on Tuesday 26th January 2016had been circulated to all Councillors prior to the meeting and were Proposedfor Approvalby Cllr McDonald, Seconded by Cllr Schofield. 4 in Favour, 1 Abstention. The minutes were duly signed by the Chairman as a true record.
4.Matters arising from the Parish Council meeting held on Tuesday 26thJanuary 2016
There were none.
5. Reports
5.1 County Councillor Andrew Reid
County Cllr Reid gave details regarding the Better Broadband Scheme and those communities who cannot access Superfast Broadband. He reported on the Devolution Process and confirmed if this goes ahead a Mayor would be elected in May 2017 to which he provided details regarding the effect this could have in terms of planning, transport, roads and major housing developments. Finally, County Cllr Reid advised he was very happy for Sudbourne Parish Council’s views to be put across by himself in respect of this matter. The Chairman thanked
County Cllr Reid for his report. (Full copy of report attached to the minutes).
5.2 District Councillor Ray Herring
District Cllr Ray Herring was not present. No written report had been submitted.
5.3. Police Report - Suffolk Constabulary
Suffolk Constabulary were not present and no written report had been submitted.
5.4 Parish Clerk's Report
The Clerk reported she had contacted former Councillor Elisabeth Cooper regarding the amount held within the Ipswich Building Society Account as a result of left over monies from the development of the play area. She confirmed Elisabeth had advised there had been no conditions set on the use of these remaining funds and therefore as long as they were used for Community Projects there were no restriction on these funds.
6. Parish Council Matters
6.1 – Parish Council Co-option – To consider any nominations received
The Clerk confirmed she had not received any nominations in respect of this vacancy.
6.2 - Proposed removal of overhead power lines and replacement with underground cable
Orford, Sudbourne and Gedgrave - Suffolk Coast and Heaths Area of Outstanding Natural Beauty (AONB) – Paula Booth - Area of Outstanding Natural Beauty (AONB) Officer in attendance
The Chairman closed the meeting and welcomed Paula Booth to the meeting. Paula tabled for all Councillors some details regarding the proposed scheme and provided information regarding funding available and other projects carried out. She confirmed unfortunately the scheme proposed for Sudbourne a few years ago had not come to fruition. Paula provided details regarding the benefits of the scheme and the works that would be carried out if the scheme was Approved. The Parish Council stated they were disappointed that the power lines that run through the forest were not included within the proposed works. The Chairman thanked Paula Booth for her comments and reconvened the meeting. Cllr McDonald Proposed the Council should recommend Approval for this scheme but should include comments regarding their disappointment that the forest power lines were not to be included. All in Favour.
6.3 – Queens 90th Birthday Celebrations – To consider the event to be held on Saturday 11th June 2016
The Clerk confirmed she had looked into the purchasing of commemorative mugs for the children to which she provided details. It was agreed that 75 porcelain mugs would be purchased. The Chairman confirmed The Crown at Snape were willing hire a hog roast machine for the cost of £120.00 plus £190.00 for a 70kilo pig and gas. Approval for the Parish Council to hire this machine and purchase a pig and gas was Proposed by Cllr Robinson, Seconded by Cllr Schofield. All in Favour. There was a brief discussion regarding the purchasing of bread rolls, serviettes, condiments and stuffing and it was also agreed the Social Committee would run the bar as used at the pop-up pub. It was also agreed the first drink would be free for all Sudbourne residents. Finally, it was agreed the Hog Roast would be served from 5pm.
7. Finance
Income
9th January 2016Bank Interest£ 0.03
9th February 2016Bank Interest£ 0.04
Expenditure
4th January 2016Clerks Salary£ 96.15
3rd February 2016Clerks Salary£ 96.15
Bank Balances: (as at 29th February 2016)
Community Account£4,185.13
Current Account£4,145.40
Interest Account£ 800.00
Invoices to be Approved
Clerks Expenses£ 65.77
HMRC – PAYE Jo Jones£ 81.60
Approval for the Statement of Income & Expenditure and Items for Authorisation of Payment
was Proposed for Approval by Cllr Cooper, Seconded by Cllr McDonald. All in Favour.
7.2. To carry out the Annual Review of the Internal Financial Control System
The Annual Review was carried out and Approval was Proposed by Cllr Robinson, Seconded
by Cllr Cooper. All in Favour.
7.3. To carry out the Annual Review of the Effectiveness of the Internal Audit
The Annual Review was carried out and Approval was Proposed by Cllr Schofield, Seconded
by CllrMcDonald. All in Favour.
7.4. To carry out the Annual Review of the Risk Assessment
The Annual Review was carried out and this document was Unanimously Approved by the
Council.
7.5. To carry out the annual review of the Asset Register
The Annual Review was carried out and the Chairman raised concerns regarding the figure
stated for thePlay Area and advised he felt this amount may be incorrect. He asked the Clerk to
seek advice regarding the legal requirements in respect of this document.
7.6. To Agree the 2016/17 Donations
The Clerk had tabled details of donations given last year and advised that a donation request
letter hadalso been received from the Disability Advice Service. The Chairman Proposed that
donations given in 2016/17 should be the same as last year but suggested a review should be
carried out prior to the 2017/18 donations being Approved. Cllr Schofield volunteered to look
into carrying out this review on behalf of the Parish Council. The following donations were
Unanimously Approved by the Council:-
£50.00 - Orford First Responders
£50.00 - Sudbourne Churchyard
£50.00 – Sudbourne Village Hall
£50.00 - Suffolk Accident & Rescue Centre
£50.00 - Citizen's Advice Bureau
8. Planning
New Applications:-
Planning Ref: DC/16/1103/VOC
Location: Chequers, Snape Rd, Sudbourne
Proposal: Application to vary condition 2 of C96/0072 to enable two-bedroom outbuilding to be
occupied and let as an independent dwelling.
The Chairman closed the meeting in order to allow Mr & Mrs Woollard the applicants to
comment. Mrs Woollard confirmed planning consent had been Granted in 1996 for this
dwelling in order for thisto be lived in by her late sister. Mr Woollard confirmed that following
his sister in law’s death they now wished to apply to SCDC for the lifting of Variation of
Conditions. Cllr McDonald stated he was disappointed with letter received from the applicants
Planning Consultant to which he provided details. The Chairman reconvened the meeting.
It was agreed the Parish Council had No Objections to this application and recommended
if thisApplication was to be Refused that it should be referred to SCDC’s Planning
Committee.
Planning Ref: DC/16/0880/FUL
Address: 35 Snape Rd, Sudbourne
Proposal: Erection of a single storey side extension, new pitched roof over existing flat
roof on detached single garage and alteration of vehicular access to highway and
driveway.
The Parish Council had No Objections to this application.
Planning Ref: DC/16/1102/FUL
Address: 2 Snape Rd, Sudbourne, Snape
Proposal: Remove side outbuilding and erect single storey side extension. Form new
vehicular access to DC 101.
The Parish Council had No Objections to this application.
Update on existing applications:-
Planning Ref: DC/16/0085/FUL
Address: 1b Long Row, Snape Rd, Sudbourne
Proposal: Erection of a porch
The Parish Council had No Objections to this application. This application has been Granted
by SCDC with 2 Conditions.
9. Correspondence
The circulation file had been updated by the Clerk.
10. Play Area
The Clerk confirmed she was continuing to chase Simon Walker, SC Norse regarding the
installation of a 2nd gate and the other necessary works required.
11. Roads, Rights of way
Nothing to report.
12.Countryside, Estuary & Coastline
Nothing to report.
13. Any other matters arising
In Cllr McCreadie’s absence the Clerk advised Maggi Livingstone had asked permission to hold
a children’s picnic at the play area within The Close and suggested the Parish Council could
fund up to £50.00 towards this event. There were No Objections to this request.
The Clerk provided details regarding an e-mail from Suffolk Constabulary and a further e-mail
from Tim Passmore. It was felt by the Parish Council that these message contradicted
themselves and therefore it was suggested the Clerk should write to Tim Passmore regarding
this matter. It was felt she should state the Parish Council had felt upset by the comments made
and the recent raise in the Police precept.
The Chairman advised he had felt saddened by the recent loss of long standing former
Councillor BarryHitchcock and recommended a donation could be given to his chosen charity
the East Anglian Sailing Trust. It was agreed a donation of £25.00 would be given.
14. Date of next meeting
The Annual Parish Meeting & Annual General Meeting of Sudbourne Parish Council will be held on Tuesday 24th May 2016 at 7:30pm in Sudbourne Village Hall.
15. Public Forum
A member of the public raised concerns regarding speeding motorists and the distance of the
30mph repeater signs.
There being no further comments from members of the public or any further discussion
the Chairman thanked the member of the public and Councillors for attending and formally closed the meeting at9:00pm
Signed:………………………………, Chairman,Dated:…………………......
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