In Attendance, Marie Backhouse (Clerk), Valerie van Leeuwerden (Treasurer), there were no members of the public. MINUTES

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1 .ORFORD & GEDGRAVE PARISH COUNCIL The Town Hall, Market Hill, Orford, Woodbridge, Suffolk. IP 12 2NZ Tel: , Minutes of the 168th meeting of Orford & Gedgrave Parish Council held on Wednesday 13th March 2013 at 7.00pm in the New Room of the Town Hall Present: Cllr Anne Macro (Chairman) Cllr Margaret Green Cllr Richard Roberts Cllr Mary Iliff Cllr Hugh Pilkington Cllr John Oakes Cllr James Robinson Cllr Michael Pearce In Attendance, Marie Backhouse (Clerk), Valerie van Leeuwerden (Treasurer), there were no members of the public. Opening remarks Public Forum To receive any contributions from members of the public MINUTES 1. Reports from Representatives 2. Apologies for absence: Cllr J Thacker, Cllr A Cornford and Cllr V Ransome 3. Declarations of interest: None 4. It was unanimously agreed that the minutes held on Wednesday 13 th February 2013 be accepted as a true record, with the exception of Item 9.7 perhaps Seth Lord should be the Parish Tree Officer. 5. Matters arising from the 167th Parish Council meeting held on 13th February Proposal to accept an offer from Seth Lord (Native Gardens) Cllr A Macro revisited the proposal from Seth Lord; she reported that Chris Green had recently visited the Office and commented that as a large amount of the public visit the recreation ground and we currently have no inspection done on the trees, if an accident was to happen that was a result of something falling from a tree we would be liable. Chris Green recommended Seth Lord, therefore Cllr A Macro contacted Seth Lord and asked him three things: 1) Was he interested in the job? 2) How often would it need to be completed? 3) What would it cost? Seth Lord s reply was that his children go onto the recreation ground after school and he would be happy to inspect the trees as he is already on site, he would do it free of charge as he wishes to do something for the community. If he saw anything that concerned him he would forward an to us explaining what needs to be done and the cost. It would be our choice whether to use him or get a quote from someone else. Cllr A Macro continued to say that Seth Lord will send us a report every year and we could then reimburse him if we wish. Cllr M Pearce commented that if a branch fell down after his report and he had not reported that branch how would we stand with regards to responsibility, if we have

2 this written report will it prevent us from being sued. Cllr J Robinson asked if we would receive a written report. Cllr A Macro replied yes, once a year. Cllr R Roberts suggested that we pay Seth Lord a nominal sum for the annual report. Cllr A Macro agreed, and went on to inform the other Councillors that Chris Green uses Seth Lord for some of their work as he is highly qualified, also we must have a written report for the insurance company. Cllr R Roberts asked what our present situation is; Cllr A Macro replied that we have no one inspecting the trees. Cllr M Iliff feels that Cllr R Mallett should be consulted as he is the Tree Officer. Cllr A Macro agreed to talk to him. Cllr M Pearce proposed that we accept his offer; this was seconded by Cllr J Robinson and all agreed. 6. Finance Cllr A Macro thanked Valerie van Leeuwerden for attending the meeting. The Council received and noted the cheques and balances from 1 st 31 st January, 2013 (included within packs). The Council received and noted the cheques and balances from 1 st 28 th February, 2013 (given at the meeting). 7. Clerks report Please see attached sheet. Cllr A Macro followed this by reporting that the village sign had been removed as it was moving in the wind due to the post being rotten, on closer inspection the sign itself is also rotten. Cllr A Macro passed around photographs of the sign and added that it is currently in the Quay Office if anyone would like to look at it. Cllr Pearce wondered if we could use the sign as a mould and cover it with plastic to enable us to cast another. Cllr A Macro commented about the Butley village sign as this is all metal. Cllr J Robinson suggested we use fibre glass, we may lose some of the fine detail, but with it high up no one would really notice. Cllr M Pearce said that the metal frame looked fine and could be painted up. Cllr A Macro urged the other Councillors to go and have a look. 8. Planning C13/ Peacocks Pyghtle, Orford, Woodbridge, IP12 2HX Cllr H Pilkington informed the Councillors that the application was to erect a conservatory, if this is of no concern to the neighbour due to any sunlight being affected, then we have no objection. C13/0153 Plot 8A, Orford Quay, Quay Street, Orford Cllr H Pilkington informed the Councillors that this was for the erection of a storage shed, and as we have already approved a similar shed on Plot 8D, there was no objections to this. C13/ Raydon Lane. Orford, Woodbridge, IP12 2BT Cllr H Pilkington reported that the erection of a cart lodge is in fact out of the village envelope therefore the design is inappropriate with an AONB location. Cllr J Oakes commented about the footpath. Cllr H Pilkington replied that they have no permission to divert the footpath and currently it goes across the property between the building and the drive. Cllr J Oakes added that the signs currently lay on the edge of the road. Clerk to inform SCDC Footpath Department of this situation. C13/0302 & & 115 Church Street, Orford, Woodbridge, IP12 2LL Cllr H Pilkington commented that this is the erection of a conservatory between two listed buildings, although it is not seen, a plastic one is not as desirable as a wooden one; but he does not feel it is a concern for the Council although we could comment about the materials in our response.

3 C13/0187 & 0186 Saham Cottage, Quay Street, Orford, IP12 2NU Cllr H Pilkington informed the Council that this is an extension to an existing property; he continued to comment about the front wall, he feels that the shed should be articulated as a barn with a door on the side, it is a huge building that should not be seen as an extension but as a new build, which should be subject to a risk assessment of flooding as a new build. County Councillor Andrew Reid arrives. Cllr R Roberts commented that his reaction is that it looks out of proportion. Cllr M Green wondered if this will have an impact from the footpath that leads to Chantry Barn, as presumably they will be cutting the hedge and trees to enable them to have a view across the marshes. Cllr H Pilkington commented that it may impact the Jolly Sailor orchard. Cllr R Roberts asked if there were any grounds for us to object. Cllr H Pilkington commented that as the Planning Officers have been heavily involved he feels we are unable to object, although we could comment about the brick wall, by suggesting they use old bricks to improve the quality of the Street. Cllr M Pearce asked if we comment on these things will they change it. Cllr H Pilkington suggested that we may ask for an improvement. 9. Parish Council Business:- (1) Register of Pecuniary Interests All Councillors have now completed the forms. (2) Update on Affordable Housing Cllr A Macro reported that she had not heard anything from Julie Griffiths, although the Clerk commented that Julie is available for a meeting but we are still awaiting responses from Greg Dodds and Sunila Osbourne. Cllr M Iliff questioned what were SALC referring to when they mentioned a section b. ; would this give us influence over housing? Cllr M Pearce replied that if a section 106 is applied to the homes it may be difficult to influence over the allocation. Cllr A Macro stated that Mill Close has a section 106; also when she contacted Sue Cosgrove from Flagship she was assured the family that moved into Mill Close had an Orford connection, although Julie Griffiths said they had no history, it was advertised in December and they had 6 people interested but none of them from Orford. Cllr M Iliff asked where it was advertised. Cllr A Macro replied on their website, but Flagship cannot have a house sitting empty even if it has a section 106 on it; but giving these homes to non Orford residents goes against the affordable housing that we need. Cllr A Macro concluded that we will get a meeting with Greg Dodds, Sunila Osbourne and Julie Griffiths to go through all our concerns again. Cllr H Pilkington commented about the Scrutiny Committee that is concentrating on housing and wondered if us as a Council should raise our concerns and they then could be investigated. Clerk to contact Scrutiny Committee. (3) Footpath down Quay Street The Clerk reported that she had ed Malcolm King concerning the footpath but had no reply. Cllr H Pilkington felt it was reasonable for the Council to take it into its own hands and level out the path; there are grants available in the AONB and maybe this is a project that could come under the village green. (4) Trees in Quay Street Previously discussed during Clerks report. (5) Posts on the knoll The Clerk reported that the posts are all rotten and need replacing. Chris Green has suggested linking some of the posts together with scaffolding poles, but leaving gaps for people to walk through. Cllr J Oakes commented that if they are linked together and an agricultural vehicle hits one pole it would pull them all out, whereas a mishap would knock just one over. Cllr A Macro said that she would not like to see scaffolding poles there. Cllr H Pilkington stated that the posts are there to prevent people parking on the knoll and they should be replaced with oak, but the poles would add a trip hazard. Cllr R Roberts felt that if the posts were not replaced it would become an overflow car park.

4 Clerk to arrange a quote from Chris Green. (6) Moles on the knoll and Quay Street green Cllr A Macro commented that we have the moles back again on the knoll and the village green in Quay Street, Chris Green has removed them before, would we like him to do it again. The clerk informed the Councillors that last time it cost 90 that is 45 per area for 2 visits. Clerk to contact Chris Green to have moles removed. (7) Village sign This was discussed after the Clerks report. Cllr H Pilkington asked if we could arrange for a similar sign from the car park and one from the Town Hall be removed in the same way as the one from the knoll. (9) Orford Recreation Ground Committee Cllr A Macro reported that the Council should have six representatives on the Recreation Ground Committee and currently we have four; these people do not have to be Councillors so if anyone could think of two people who may be willing to do this can you ask them to contact her. 1) Report from Representative. County Councillor Andrew Reid Cllr A Reid referred to his report, (see attached). Cllr A Reid wanted to assure the Councillors that the Council Tax for 2013/14 was frozen; if the Conservatives are elected again in May they have pledged to freeze Council Tax for 4 years. Cllr A Reid continued by informing the Councillors about the new vehicle activated speed signs as they have just purchased another 10; these can be moved around the county and they reinforce the speed limits. Just before Christmas they undertook a survey in Chillesford where a monitor was placed by the 30mph sign near the Froize, it was there for a week and this showed the average speed to be 35mph. Cllr A Reid commented that this is a concern for many Parish Councils, and this is just one way of raising awareness of speeding but not preventing it; this will enable us to lower the average. Cllr A Macro asked how much a speed sign that flashes 30 would cost to purchase. Cllr A Reid replied about 3000, he continued to say that this is one way but you could also consider placing gates at the entrance to the village as Snape and Saxmundham have done. Cllr M Pearce added that in Cambridge they have a chicane; also a speed limit has to be something that is perceived as being reasonable by the motorist. Cllr A Reid said that a speed limit has to be enforceable, the Police has to be able to catch the vehicle and pull it over. Finally Cllr A Reid touched on the Scrutiny Committee, he informed the Councillors that our point of contact is Phillip Dunnett. Cllr H Pilkington asked about the progress of the broadband. Cllr A Reid replied that BT are progressing ahead of where they expected and there will be a briefing in the next few days. 9. Parish Council Business:- (8) Internal Audit Valerie van Leeuwerden stated that every year we have to agree the internal audit, it follows the same procedure each year but it has to be agreed by all and written in the minutes. Cllr M Pearce proposed that we agree to the internal audit, this was seconded by Cllr R Roberts and agreed by all. 10. Correspondence Disability Advice Service Cllr A Macro read out the letter in which they asked for a grant towards the running costs. Cllr M Pearce asked if we had donated before and if we had a budget for it.

5 Cllr A Macro replied no. Cllr R Roberts wondered if this could be something that the NOTT could contribute to. Cllr J Robinson suggested that it goes to the NOTT for the next meeting. Cllr H Pilkington commented that if this happens could we ask the NOTT to actively encourage the Disability Advice Service to do a surgery for the local people here in the New Room twice a year, could we have a comprehensive advice service for the local people. Cllr M Pearce felt his was a good idea and could be advertised in the Village Voice. Derek Forbes Cllr A Macro read a letter from Derek Forbes regarding the cherry tree opposite the Kings Head and the vehicular access between Unicorn and Martley. The cherry tree is becoming overgrown and the right of way has flower beds and surface roots. Cllr A Macro commented that Malcolm King came to look at this and he said it was nothing to do with them. Cllr J Oakes stated that some time ago this was a vehicular access. Cllr H Pilkington said that it is now a single pathway and he feels it would be a good idea to get it cut back and tidied. Clerk to ask Chris Green to look at them. Sue Tristem Cllr A Macro read an from Sue Tristem concerning the ruts on the Village Green down Quay Street; which happens to be outside her house. Orford Sports and Social Club Cllr A Macro read out a letter from the Sports and Social Club about the wish to position a bench with a plaque outside the Recreation Hut in memory of Steve Richardson; the cost would be covered from donations only. Cllr M Pearce could not see a problem with this. Clerk to contact Orford Sports & Social Club Quiet Lanes in Suffolk Cllr A Macro reported that this was a questionnaire inviting applications for the Quiet Lanes; Butley were putting forward Mill Lane and asked if anyone had a quiet lane in Orford they wish to nominate; nobody had any suggestions. 11. Items for next meeting 12. Date of next meeting: 7.00pm, 8 th May, 2013 Annual Parish Meeting 24 th May 2013 The meeting was closed at 8.08 pm Meeting reopened at 8:14pm. 1) Report from Representative. District Councillor Ray Herring. Cllr Herring reported that Council Tax has been frozen which means it has remained the same for the past two years. The Government has cut the grant so therefore it has to be found from other incentives; one of these is affordable housing, as more houses means more council tax that will be repaid. Cllr R Herring also commented that another incentive is the business rate which increases growth in the community, although this is not easy for us because of the sensitivity of our environment. Cllr R Herring continued to inform the Councillors that the levels of Council tax are decided at a local level; two additional factors include the new charge of second homes at 100% for Council Tax; and also the Council Tax base which is calculated by dividing the number of housing benefit claimants with the number of houses in our area. Cllr R Herring said that because some areas have high numbers of families on benefits their Council Tax base has come down. Cllr R Herring commented that with the Localism Agenda they are hoping to push forward the Neighbourhood planning; they have worked closely with Rendlesham, who are the first in

6 Suffolk to have a Neighbourhood plan which is progressing. They received a government grant last year to help them with this; this is meant to see out in Planning Policy the aspirations of the Parish. The Planning Department at SCDC has received a large increase in the number of applications, which may be due to a slight lapse in the planning rules; this is good for growth. Therefore, there is extra staff now in this department, albeit temporary. Cllr R Herring continued to say that the Boundary Commission is looking at Suffolk Coastal District Council, with a view to rewarding the district awards, there are currently 55 Councillors and it has been like this since 1973; last time this was rewarded was about 8 years ago; there may be an opportunity to reduce the number of Councillors although they will recommend that this will affect the way in which the Council is run. Cllr R Herring commented that he had received an from us regarding the Section 106, also that we had been in contact with other officers and the impression he felt was that Orford wished their houses to go to local people. Cllr R Herring continued by reporting that there is a significant difference between the amounts of people in Orford that require a house and the number of people that actually apply, therefore it may be difficult to allocate a house. In December when a house became available in Orford only 6 people showed an interest, none of these had Orford connections so therefore the area widens. Cllr A Macro said that we had asked for notification of available houses so they could be advertised locally but it was declined. Cllr R Herring commented that people must enter their details on to the website choice based lettings they would be rated on a points system, you may be on this list for some time if you request a certain area. Cllr H Pilkington asked if Cllr R Herring could find out if we may be notified when a house becomes available in Orford, so local people would be aware of the property; could this be something that the Housing Scrutiny Committee deals with. Cllr R Herring thought this would not be possible but he would enquire. Cllr J Robinson commented that if you did not have the internet you are at a disadvantage. Cllr R Herring continued to inform the Councillors of briefing meetings on housing that take place about 4 times a year and urged people to attend these. Cllr R Roberts stated that because the market value in Orford is high the price of affordable housing is out of local peoples reach. Cllr M Pearce reinforced that fact that we need to find out if we may be notified of an available house. The Councillors thanked Cllr R Herring for attending. Meeting closed at 8.38pm. Signed (Chairman) Date