Minutes of the Meeting of Hollesley Parish Council Held On

MINUTES OF THE MEETING OF HOLLESLEY PARISH COUNCIL HELD ON

THURSDAY 14 JULY 2011 AT 7.00 PM IN THE VILLAGE HALL, HOLLESLEY

Cllr Driver welcomed everyone to the meeting and informed residents that they would be allowed to speak only when the meeting was closed.

REPORTS

There were no reports to present to the meeting

PARISH COUNCIL MEMBERS PRESENT

Councillor Colin BeecroftCouncillor Andy StebbensCouncillor Chris Clement

Councillor Chris WalkerCouncillor Alan ShelcottCouncillor Jenny Friend

Councillor Angela Lawrence Councillor Dennis Driver Councillor Richard Coles

Councillor Tony Barnard

IN ATTENDANCE

Mrs. Noelle Gore, Clerk21 Residents

ITEM 1APOLOGIES FOR ABSENCE

Councillor Cyril Stammers

ITEM 2TO RECEIVE MEMBERS’ DECLARATIONS OF INTEREST

Cllr Clement expressed an interest in item 8(a)

Cllr Friend expressed an interest in item 8(a)

ITEM 3. TO RECEIVE AND SIGN THE MINUTES OF THE PARISH COUNCIL MEETING HELD ON 9 JUNE 2011

The Minutes of the Meeting held on 9 June 2011 were proposed by Cllr Friend as correct, seconded by Cllr Beecroft and agreed by all present, and signed by the Chairman.

ITEM 4. MATTERS ARISING FROM THE MINUTES OF THE MEETING ON 9 June 2011

Item 6 a) – It was reportd that Bloor Homes had stated that they could not accept the name choice sibmitted from the previous meeting for Mills Scrap Yard development, as they could not use a name, so a couple of choices had been sent from Bloor Homes to Suffolk Coastal for consideration, The names were read out as “Swallows Close” or “Vintage Drive”, after a short discussion it was agreed to respond with the preference of “Swallows Close” to be used for the development.

Item 11 – A plea had been received from residents for consistancy in chasing up overgrown hedging complaints. Cllr Beecroft reported that hedging which had not been dealt with had been passed to the County Council to deal with. Cllr Walker pointed out that it was all Parish Councillors responsibility to report issues with hedges so a letter could be sent to the owner. Cllr Stebbens suggested a call in the first instance, as letters may not be required once a resident is made aware that there is an issue, this was agreed as an area for all Councillors to follow up on, to avoid unnecesarily upsetting residents with an officious letter.

ITEM 5CLERK'S REPORT

The Clerk reported that she had contacted Flagship housing again after some chasing, regarding the dangerous tree at Moorlands, and was still waiting for a response.

The Clerk stated that she was experiencing problems with her Broadband connection so is presently unable to sent or receive emails, highlighting the amount of dependance on email to carry out tasks. Because of this issue Cllr Driver agreed to hand deliver the comments from this meeting in regard to the planning application for theShop/ Shepherd and Dog Car Park as they were due by Friday 15 at the latest to be included, the Clerk agreed to write any comments agreed after the meeting.

A request had been received from the Welcome Club, for the Parish Council to purchase chairs on their behalf, with a donation given to the club for this purpose, so the chairs could be bought without VAT. The Clerk stated that unfortunately she had been advised by SALC that this could be considered as VAT avoidance as the Parish Council were not providing any money towards the cost of the chairs, so it was agreed that the Parish Council could not make this purchase. Cllr Driver agreed to pass this information on to the Welcome Club.

The Clerk reported her hours worked during the month up to Wednesday 13 July 29h 20m. The Clerk stated that she intended to work skeletal hours over the summer to try to claim back hours worked over her hours paid, and would report any hours still due in september for consideration of payment if appropriate.

ITEM 6CORRESPONDENCE RECEIVED

The Clerk had received an email regarding the street lights at Oak Hill, after reporting to the prison that they were either not working or daylight burning. This email was highlighted to the Parish Council because it stated that their intention was to updgrade the lights so the Parish could adopt them, however, the Clerk pointed out that there had been no correspondence on this intention for a number of years. Cllr Walker stated that a response should be sent to the Prision that if this was their intention then the Parish Council would need to be consulted on the specifications as they would need to be upgraded in line with present County Council specifications to enable adoption. Cllr Clement stated that the Parish Council would need to be cautious on way leaves as this area is individually owned by various residents. It ws agreed to send a response to the prison regarding consultation on the specifications for the lights

The Clerk stated that she had been sent booklets on the Alde & Ore Conversations which were available for anyone interested.

An email had been received from Sutton Parish Council regarding a meeting with various agencies and the County Councillor to discuss recommendations for the Sutton Hoo Junction on 25 August, and a representative would be welcome to attend on behalf of Hollesley Parish. Cllr Driver agreed to attend.

An email had been received from Leiston PC regarding a proposal for new planning guidance to major developers to consult at parish level, they were seeking support from parish councils in their proposal. After discussion it was agreed to support their proposal.

An application for a new memorial had been received, this was agreed.

ITEM 7FINANCE

a) Payments for Approval
Parish Clerk - Salary for June /July 2011 (£450 minus 20% tax)
Nick Bingham - Expenses for litter collection- June/July 2011
Graham Gore - Expenses for litter collection- June/July 2011
Parish Clerk - Expenses for June 2011
Hollesley Players - Agreed donation under section 137 from June item 7 c)
Heelis & Lodge - Internal Audit for year ending 31 March 2011 (Inv: HL353)
HRMC - Payment of Tax from PAYE for Clerk for 1st quarter (waiting for confirmation from C.Clement of amount and date of payment, April – June 2011)
J Terrell - Hollesley Village Hall urgent strimming & waste3 cleared for visibility at entrance
J Friend - Mileage claim for attending SALC area meeting at Stratford St Andrew & new councillor Briefing at Claydon
Total Payments / £
360.00
80.00
80.00
13.56
200.00
90.00
173.40
110.00
40.46
1147.42

Payments proposed by Cllr Walker, seconded by Cllr Beecroft with all in agreement.

b) Receipts
None
Total Receipts / £
Nil

c)Presentation of Internal Auditors Report for year ending 5 April 2011

The report was read out at the meeting and the Clerk highlighted the one recommendation given, which was that the Parish Council needed to review their Standing Orders during the coming year. The Clerk stated that the Annual Return had now been sent off to the External Auditor. Cllr Driver thanked the Clerk.

ITEM 8PLANNING MATTERS

a) Planning Applications received at time of notice

All applications were available to view at the meeting.

C/11/1248 – Part of Car Park, Shepherd and Dog Inn, the Street, Hollesley. Construction of new village store and post office with stockroom and accomodation over ( revised scheme). The comments from the planning working group were read out and then Cllr Driver closed the meeting at 7.59pm to hear residents views on the application.

The meeting was re-opened at 8.10pm and the application was discussed by Parish Council Members. The following comments were agreed from the discussion and it was agreed for the Clerk to hand write these out for Cllr Driver to submitt by hand the following morning to be within the deadline for comments to be received by Suffolk Coastal District Council Planning Services.

2 Councillors were in support of the applications and 6 Councillors were against the application.

Comments and concerns were raised as follows:-

It was felt that this would adversley affect the village character to condense 2 commercial premises onto one site. The street scene would become more appropriate to a town than village. Concern was expressed regarding the increased vehicular movements at the entrance to the site proposed, with reduced parking to support 2 commercial businesses. The space available would not be enough to support this increase in traffic. The Parish Council requests that an ecologists report be presented to the Parish Council for Comment. The Parish Council requests that an independent traffic survey should be carried out by Suffolk County Council. It was commented that this site is not derrelict and could easily be made more pleasing without the need for development of this sort. Comcern was expressed that the village should retain both sites for commercial use and that the village already has enough housing and new developments for housing to satisfy need locally. It was felt that once commercial land is lost it's lost forever and there was concern that both businesses could fail if parking became an issue due to lack of space on the proposed site. If no parking available public would not patronise the pub. Residents expressed concerns also over parking and the amount of large vehicles which would be using the space – no provision had been made for this which could cause a hazard to others on and adjacent to the site on the highway. It was requested that the development control sub-committee should be asked to visit the site to make recommendations and comments.

C/11/1302 – Sink Farm, St Davids Lane, Hollesley, IP12 3JR. Erection of a dutch barn. Cllr Walker pointed out that the location of the footpath was not shown on the location map and felt that this should be requested.

C/11/1505 - The Lodge, Bushey Lane, Hollesley, IP12 3RT. Application to vary condition 3 of planning permission C/04/1268 to enable annexe to be used not only for purposes as set out in original conditions but as a 'Holiday Let'. This application was supported with no comments sto be sent.

C/11/1512 - 40 Oak Hill, Hollesley, IP12 3JY. Erection of detached garage with play room over. After discussion the following comments were agreed to be sent to Suffolk Coastal Planning Services regarding the above application. Concern was expressed that the proposed build would be too high for the location and there could be privacy issues with the neighbouring property. The Council also felt that should permission be granted the garage/ playroom should remain as residential and not be used for commercial use and that the gates should not open onto the bridleway behind.

b)Planning Permission granted by Suffolk Coastal D.C.

C11/0966/ - Badgers Drift, Rectory Road, IP12 3JS. Erection of field shelter on existing paddock.

C10/3212/ - Scrap Metal Yard, Tower Hill Road, IP12 3QX. Demolition of existing bungalow & derilict workshops & the creation of 39no. Two, three & four bedroom dwellings, public open space, access, landscaping, drainage, adoptable roads, paths & garages & all other ancillary works.

C11/1050/ - Wellesley House, 15 Parsons Hill, IP12 3RB. Erection of Car Port.

ITEM 9VILLAGE HALL RECREATION GROUND AND OAK HILL PLAYING FIELD

a) Play equipment for Oak Hill – to agree quotes for supply and instillation of previously agreed play equipment items, ready to order works.

Cllr Walker stated that one company he had sought a quote from for instillation and supply for the swing alone came to £16,000. He had been intouch with Sports England who had put him in contact with R J Warren, from Peterborough, who would be willing to carry out work in this area installing equipment ordered from any manufacturer. Cllr Walker reported that he had now asked for various options availabe and corresponding quotes for consideration. It was agreed for Cllr Walker and Cllr Lawrence to continue to work on this together and to source quotes that would be acceptable. Item to be carried forward for September agenda.

ITEM 10ALLOTMENTS

a) Vacant Plot, update

The Clerk reported that this plot still remained un-allocated, and she was trying to contact the next prospective tenant on the waiting list.

b) To discuss the options for water provision at the allotments

A letter had been received from the allotmenters association to request support from the Parish Council in finding ways to achieve water provision at the allotments. Cllr Lawrence reported that she had been liaising with the association on this and agreed to continue to look into this with a view investigating various grants avaiable. Keith Burton, of the Allotmenters Accociastion was in the process of sourcing quotes for a bore hole on the site and from Anglian Water for a connection to the mains water. The Allotmenters Association was seeking to share the cost of this expenditure with the Parish Council. It was agreed for Cllr Lawrence to continue to liaise with the Allotmenters Association and report back when further information and details of the support to be requested are available for the Parish Council to consider.

ITEM 11 TO DISCUSS THE ROLE OF EMERGENCY PLANNER FOR THE VILLAGE AND ANY FEEDBACK FROM THE ALDE & ORE FUTURES DROP-IN SESSIONS

It was reported that of those who attended the drop-in session, some felt it was informatve.

The role of the Emergency Planner was discussed and it was felt that this role needed to be filled by someone who currently lives locally. Barry Towler who has undertaken this role from the outset was no longer living locally and it was agreed that a new volunteer would be needed. Cllr Beecroft agreed to pass Mr Towler's contact details to the Clerk, so a letter could be sent, thanking him for all his work on this and requesting any documents available for a new volunteer. Mr Towler would also be asked for his definition of what the role required. It was agreed that if a response was note received by september then information would need to be regathered.

ITEM 12TO DISCUSS THE PROPOSAL FROM “JUST 42” TO PROVIDE VISITS TO THE VILLAGE WITH THEIR COUNTY COUNCIL FUNDED RURAL YOUTH BUS, AND POSSIBLE ASSISTANCE TO HELP WITH FUNDING FOR THE PROJECT.

After discussion it was agreed that the Parish Council supported this project in principle and a response would be sent to request details of where this would be held. It was agreed that if the project was sucessful after a trial period the Parish Council would consider some financial support for the project.

ITEM 13MATTERS FOR REPORT AND ITEMS TO CONSIDER

Cllr Barnard reported that Lead had been stolen from the Primary School Roof in June.

Cllr Shelcott noted that the Hollesley Bay Officers Club was now up for sale.

Cllr Beecroft reported that a tree branch had broken and fallen onto the highway at the Suffolk Punch Trust and he was delighted that this was promptly removed upon request.

Cllr Walker read out a copy of a letter sent he had received regarding the sale of the club at Oak hill, copy of the letter to be given to the Clerk, He expressed concern that the prision was not intending on sorting out the parking or access as requested before the sale of the site. It was agreed that it was in the village interests to sort this access out before any sale had been agreed. The Clerk was asked to write to the Prision regarding this.

Cllr Clement stated that it would be useful to revisit the Village Plan that had been created in 2004, to see what had been achieved and update the plan accordingly. Cllr Walker had had some correspondence with Debbie Pipe on this to try and pull some information together. Cllr Walker agreed to get a few councillors together to go through the plan and update it with Debbie Pipe. Cllr Barnard agreed to do this and Cllr Walker agreed to ask Cllr Stammers to join them in completing this task.

Cllr Clement reminded Councillors of the need to be aware of reflecting their personal views at meetings rather than those of residents and to make clear why an issue is being raised.

Cllr Stebbens had noticed the Ivy bush on Fox Hill had not been cut back. It was agreed for Cllr Stebbens to ask the resident concerned to get this cut.

Cllr Friend reported that she had attended the recent SALC area meeting which had been well attended by other parishes. Issues had been raised with Flagship Housing regarding the amount of properties available. It had also been pointed out that a lot of Clerks were being lost from parishes due to retirement or because they don't want to go onto the PAYE system. Cllr Friend also reported that she had attended the New Councillor's Breifing and stated that all Councillors should attend training to enable them in their duties and to bring long standing Councillors up to date with recent legistlation changes. The power of the localism bill that is to come into use will be of benefit to the village. At present Cllr Friend reported that s137 amounts to £6.44 per head of population, and reminded the Council that although this could be used in a variety of ways to support clubs and local groups, requests for this should be made in writing before the following year's budget is set and so that all requests can be considered as part of this process.