MINUTES OF EYE TOWN COUNCIL MEETING HELD ON
WEDNESDAY 17th of December 2014 7.30 pm in the Council Chamber, Eye Town Hall
In the interest of early publicationfor residents, the council publishes its draft minutes. Draft minutes may sometimes be subject to amendment at the next council meeting before they are approved by councillors andsigned by the mayor as a true record of the meeting.Whenusing the minutes in draft form it should always be made clear that they are not the formal record of business until they are approved by full council.
Present: The Town Mayor Cllr Byles, and Deputy Mayor Cllr M Ford, and Cllrs Berry, Carr, Cooper, Cummins, Evitt, N Ford, Gould, Hooton, Hudson, Molesworth, and also in attendance: Roz Barnett, Town Clerk, and 9 members of the public.
1) APOLOGIES AND APPROVALS FOR ABSENCE
Cllr Horobin, Cllr Flatman,
2) MEMBERS DECLARATIONS OF PECUNIARY AND NON-PECUNIARY INTERESTS AND REQUESTS FOR DISPENSATIONS
Cllr Cummins declared an interest in accounts payable item 21.
At the beginning of the meeting the Mayor brought to the attention of councillors a letter printed in the December Eye Magazine criticising the work of the Town Council. She reported that the Town Council were not given a right of reply and were unaware of the letter until it was printed. The Mayor has written to a number of people in Eye clarifying the true facts about the workings of the Council. The Mayor and Cllr Gould made a short statement identifying the inaccuracies in the published letter. Cllr Gould made the following points.
1. The Town Council could not have done more to get the Parish boundaries designated as the area for the neighbourhood plan. They wrote to Chief Executive and Leader of the Council and held meetings with them to discuss ways to move forward.
2. Mid- Suffolk are not deliberately blocking the Neighbourhood plan but they have refused to designate the Eye Parish boundaries as they are concerned about the risks of planning powers being shared for an important strategic site.
3. At no point did the Town Council prevent meetings or correspondence between the Neighbourhood Plan Team and Mid-Suffolk District Council
4. The Town Council is not lukewarm about a neighbourhood plan. This is evidenced by the unanimous vote in favour of proceeding with a neighbourhood plan in January 2014.
5. The Localities Grant is being used for initial research work and preparing joint work with Mid-Suffolk on the planning issues related to the parish of Eye. It is true that not all of the money will be spent because of the delays caused by Mid-Suffolk’s failing to designate the area however Mid-Suffolk have agreed to financially contribute to some joint planning work in 2015.
6. A Neighbourhood Plan cannot safeguard the Town from development. The Neighbourhood Plan can only seek to influence how development progresses.
7. The Town Council has taken part in the consultation surrounding the Progress Power Station and in the Public examination led by the Planning Inspectorate. The Town Council have submitted their own statement and supported the submissions made by Mid-Suffolk and Suffolk County Council. Eye Town Council have been working with these two bodies as they have the technical expertise and resources to make effective representation to the planning inspectorate.
8. Town Councillors are aware that residents’ have mixed views about the development of the Power Plant and were unwilling to align themselves with an opposition group that was fundraising for a fighting fund.
It was agreed that the clerk would write to the editor of The Eye Magazine and ask in future that they should be offered a right of reply to any articles that criticise the work of the council.
7.32 MEETING CLOSED – FOR PUBLIC SESSION
POLICE REPORT
PCSO Abigail Durrant gave the police report and stated that there had been two reported crimes since the last meeting. The first of these was the theft of logs from a garden and the second was a theft from a handbag in an unsecured car. Abigail reported that a new website has been created called www.askthe.police.uk. This website contains nationally consistent answers to around 800 of the most frequently asked questions posed to the police. She also informed councillors that Police Direct has transferred over to ‘Police Connect’. This is the new name for Norfolk and Suffolk Constabularies’ free community messaging service, keeping communities up to date with latest policing news. Residents can register to this free service online: suffolk.police.uk/policeconnect. Finally she stated that the next priority setting meeting will be on Tuesday 6th January 2015 between 19:30hrs and 20:30hrs at Yaxley Village Hall where residents can meet the new Sergeant Tony Watts.
Abigail asked whether Lorry Watch could be considered again by the Town Council. It was agreed that the Environment Committee would discuss with Abigail and affected residents.
SUFFOLK COUNTY COUNCIL –
Cllr McGregor gave apologies. It was noted that Hartismere High School was inspected by Ofsted and was found to be “Outstanding” in all areas. The Mayor agreed to write to the head teacher and congratulate the school on its success.
DISTRICT COUNCIL – None received
Members of the Public
· Geoffrey Randal a local resident and an expert on housing issues urged the Town Council to press for 35% of the new development on the new Eye Airfield site to be for affordable housing and gave evidence of the high level of need in the Eye area. He stressed that MSDC should be asked to provide the information that they will be using to make the required assessment of the need for affordable housing.
· Geoffrey Lane stated he would like to see 2 Sisters Poultry Ltd - Eye site released for housing. Councillors explained that this is a very contaminated site and would be expensive for a developer to clean up.
8. 14pm MEETING RECONVENED
3) MINUTES OF PREVIOUS MEETINGS
One amendment was made to the minutes. Cllr Hudson’s name was added P1906 15b. With this amendment the acceptance of the minutes of the council meeting held on Wednesday 19th of November 2014 was proposed by Cllr Cooper seconded by Cllr Cummins and agreed. The minutes were then duly signed by the Mayor as a true and correct record.
4) Matters Arising- None
5) Clerks Report
The clerk gave a brief update on actions from the last meeting and the clerk’s written report was noted.
6) PLANNING APPLICATIONS
3598/14 / 17 Lambseth Street, Eye / Retrospective application for repairs and reinstatement of section of east elevation boundary wall3599/14 / 17 Lambseth Street, Eye, IP23 7A / Retrospective application for repairs and reinstatement of section of east elevation boundary wall.
Cllr Cooper proposed that the Council supported the applications, 3598/14 and 3599/14. This was seconded by Cllr Gould and agreed.
7) Determinations Noted
3401/14 / 24 Gaye Crescent, Eye / Erection of single side and rear extension. / Planning Permission AgreedCllr Evitt reported that the appeal for the Cash Machine in Church Street had been denied.
8) Finance
a) Financial statement –current bank balances were noted.
b) Cllr Cooper proposed the accounts payable. This was seconded by Cllr Molesworth and agreed. Cllr M Ford asked if more details could be included on the payees on the accounts payable list. The clerk agreed to update the accounts payable list when it is circulated with the minutes.
c) Cllr Hooton presented the draft budget. Cllr Hooton explained that this year the committees had taken time to prepare and make proposals for their own budgets this. Finance and Governance then met to discuss all the proposals and agree an overall budget for the Council. Cllr Hooton explained that the Buildings Committee had produced a detailed budget that allowed for a full maintenance programme for the Town Hall. The Environment Committee are proposing investing in the Street lighting with the hopes that this will reduce the Town Council’s ongoing energy expenditure. While the Finance and Governance Committee have ensured that costs on administration of the Council have been maintained at a steady level. Cllr Hooton stressed that expenditure is more than income and this will be unstainable if it continues. In the coming years the Town Council will need to consider how to increase income and reduce running costs. Cllr Hooton recommended that the Council considers a precept increase of 2%. The draft budget will be circulated in the New Year after some minor corrections are made. Before the formal adoption of the budget at the January meeting it was suggested that Councillors discuss with local residents to gauge public opinion on the proposal.
9) ENVIRONMENT
a) The record of the Environment Committee held on 1st of December 2014 was noted.
b) Cllr Byles proposed to accept the settlement of a rateable value of £1200 as opposed to the present rateable value of £1925 for the Cross Street toilet. This was seconded by N Ford and agreed.
c) Cllr Cooper proposed that Eye Town Council keep the street lights on all night on 24th, 25th, 26th and 31st December 2014. This was seconded by Cllr N Ford and agreed.
d) Cllr Cooper proposed a payment of £200 to Eye Gardens for tiding up for the Rose Gardens. This was seconded by Cllr M Ford and agreed. There were 2 abstentions. Mike Smith was asked to have a look at the trees surrounding the Rose Garden and give the Council some advice in the New Year.
10) STRATEGIC PLANNING
a) Cllr Gould gave a report on the progress of the Neighbourhood Plan. Tim Holt Wilson has been appointed as a research consultant to undertake the preparatory work on the resident’s questionnaire, focus groups and research methodology. Joint arrangements are also underway with Mid-Suffolk District Council and there a third party facilitator is being appointed to undertake the initial planning work. Two strong contenders have been identified and it was noted that Mid-Suffolk would be leading the procurement process. Cllr Berry and Gould will be making the decision on the preferred provider with the Mid Suffolk Chief Executive. Eye Town Council will be using a £1000 of their localities grant to pay for the first phase of the work which will be completed by the 31st of December.
11) EVENTS
a) Cllr M Ford reported on the Xmas lights. Susan Kaye received 50% of all nominations and turned on the Xmas lights. The Fleur Artisan shop won the best decorated window competition. Councillors agreed it was an excellent event and Maria and the Events Committee were thanked. The pantomime was also a sell-out success. Maria welcomed any ideas from the Councillors and the public for events next year.
b) The additional expenditure for preparatory work for the potential listed buildings consent that was authorised by the Mayor and the Clerk was noted.
12) GOVERNANCE
a) The Finance and Governance notes had not been published in time for Full Council.
b) Cllr N Ford reported that the Finance and Governance Committee reviewed the procedures which the Environment Committee had forwarded pertaining to the raising of objections to the upcoming reduction in street light hours and had also reviewed the previous draft budget and added an additional budget line of £1000 for Town Hall toilet refurbishment.
13) CORRESPONDENCE – Was noted
a) Cllr Hooton asked for more information about Park Radio’s request for an endorsement. It was agreed that this would be considered at the next meeting
b) Cllr Molesworth was congratulated for his work on the website which had just won second place in the SALC website competition.
c) Concerns were raised about production on the Aspells cider factory site and the increase of lorry traffic through the town. Cllr Gould offered to make contact with Mid Suffolk about the developments.
14) URGENT MATTERS AND MATTERS FOR INFORMATION
a) The Mayor tabled a motion on the purchase of grit bins. Cllr Cooper proposed the purchase of two grit bins at a cost of £140. This was seconded by Cllr Evitt and agreed.
b) Cllr Cummins said the Town Xmas decorations looks really lovely and wanted to thank everyone for their hard work. The clerk was asked to write a letter of thanks to Bruce Salter and Bret Fraser.
15) BUILDINGS
a) The record of the Buildings Committee meeting held on 27th November was noted.
b) Cllr Berry proposed the purchase of safety clothing at a maximum cost of £100. This was seconded by Cllr Cooper and agreed.
c) Cllr Berry proposed an expenditure of £50.00 for a Suffolk County Council assessment as to whether the Town Hall might be suitable as a wedding venue. This was seconded by Cllr Hudson and agreed.
d) Cllr Hudson proposed a rent holiday to the Eye Country Market during February 2015. This was seconded by Cllr Cummins and agreed.
e) Cllr Byles proposed a RESOLUTION TO EXCLUDE THE PUBLIC AND PRESS - That pursuant to the Public Bodies (Admission to Meetings) Act 1960, the Public and Press be excluded from the Meeting temporarily due to the confidential nature of the business to be discussed – maintenance contract matters, Eye Town Hall. This was seconded by Cllr N Ford and agreed.
f) Cllr Berry proposed the Paul Durrant and Rackham’s should be appointed as maintenance contractors at Eye Town Hall. This was seconded by Cllr Evitt and agreed.
MEETING CLOSED AT 9.36pm
EYE TOWN COUNCIL - Financial Statement and Accounts Payable as at 17th of December 2014Balances
National Savings and Investment Account / 29775.98
Barclays Premium Business Account 114 / 62260.67
Barclays Current Account Statement No.476 / 56808.2
Current Account less unpresented cheques / 52025.78
Total December Spend / 13674.49
Projected Current Account balance / 38351.29
Un-Presented cheques
Cheque no 105530 / 100
Cheque no 105535 / 77.5
Cheque no 105536 / 380.00
Cheque no 105542 / 380.00
Cheque no 105545 / 251.64
Cheque no 105545 / 800
Cheque no 105546 / 20
Cheque no 105547 / 390.15
Cheque no 105548 / 96.00
Cheque no 105549 / 4.99
Cheque no 105550 / 140.00
Cheque no 105551 / 18.94
Cheque no 105553 / 1333.20
Cheque no 105554 / 300.00
Cheque no 105555 / 90.00
Cheque no 105556 / 300.00
Cheque no 105557 / 100.00
Sub Total / 4782.42
Accounts Payable December 2014
No / Payee / Item / Approved / Amount
1. / Hammond / Pocket Park/Skate Park Cut / Contract / £ 47.50
2. / R Fiebelkorn / CemeteryChurchyard Cut / Contract / £ 380.00
3. / S Kaye / Street Carer / Contract / £ 556.51
4. / R Barnett / Clerk / Contract / £ 1,006.19
5. / D Rouse / Toilet Carer / Contract / £ 197.52
6. / K Rouse / Toilet Carer / Contract / £ 84.50
7. / B Beamish / Town Hall Caretaker / Contract / £ 414.25
8. / HMI / PAYE / Contract / £ 265.64
9. / B Beamish / Vacuum Cleaner / petty cash / £ 153.29
10. / R Barnett / Phone / Contract / £ 18.24
11. / Handyman / cupboard/cleaning / Clerk / £ 50.65
12. / Manor Storage / Storage / Contract / £ 123.69
13. / bbb printing / staff id badges / Clerk / £ 14.36
14. / Salc Councillor Training / Pension& Filming / Oct / £ 30.00
15. / Workwear / protective boots / clerk / £ 32.25
16. / Park Radio / PA Radio / Oct / £ 100.00
17. / Stephen Johnstone / Xmas Tree / Oct / £ 80.00
18. / CNG Gas / Town Hall / Contract / £ 106.95
19. / Post print / Remembrance / Clerk / £ 76.00
20. / Mid Suffolk / Bin collection / Sept / £ 80.55
21. / L Cummins / Kitchenware / Oct / £ 29.00
22. / Tim Holt Wilson / Research / Nov / £ 1,320.00
23. / St Peter & Paul Primary School / Community Fund / Nov / £ 1,139.00
24. / Eye Town Moors Trust / Community Fund / Nov / £ 500.00
25. / Eye Volunteer Centre / Community Fund / Nov / £ 500.00
26. / 1st Eye Scouts / Community Fund / Nov / £ 1,500.00
27. / Eye Playing Field Association / Community Fund / Nov / £ 500.00
28. / 1st Eye Brownies / Community Fund / Nov / £ 500.00
29. / 1st Eye Guides / Community Fund / Nov / £ 500.00
30. / Eye Saints Football Club / Community Fund / Nov / £ 818.40
31. / 490th Memorial Group / Community Fund / Nov / £ 1,500.00
32. / Eyes Open CIC / Community Fund / Nov / £ 1,000.00
33. / MA Lockwood / Clearance Allotments / Clerk / 50.00
Total Accounts Payable / £ 13,674.49
Signed ………………………………………………………………………. Mayor …………………………………………………………………… Clerk