MINUTES OF THE MEETING OF MARTLESHAM PARISH COUNCIL HELD ON 04 APRIL 2012

Transcription

1 MINUTES OF THE MEETING OF MARTLESHAM PARISH COUNCIL HELD ON 04 APRIL 2012 PRESENT: Mr C Moore (Chairman), Mr L A Brome, Mr L W Burrows, Mr M S Davey, Mr S Denton, Mr J R G Forbes, Mr M J Irwin, Mr J M Kelso, Mr M I O Brien Baker, Mr D C Sweeting County & District Councillors: Cllr C Page Police: PCSO J Moss 2 members of the public In attendance: Mrs S Robertson (Clerk), Mrs L Evans (Deputy Clerk). 1. Apologies for absence: Miss J I L Bear, Mr C J Blundell, Mr R F Staines, Mr W J Welch, Cllr P O Brien 2. Declarations of interest: Mr O Brien Baker declared a prejudicial interest in matters relating to East Anglia ONE Offshore Wind Farm and a personal interest as a member of the Rotary Club. Messrs Burrows and Irwin declared a prejudicial interest in matters relating to Martlesham in Bloom. Mr Sweeting declared a personal interest in matters relating to allotments. 3. Minutes of the Parish Council Meeting : 3.1 The minutes were approved and signed. ADJOURNMENT Two members of MALGA were in attendance to discuss issues relating to allotments. Mr Brome referred to the documents prepared by the Allotment Project Team. Due to an Ecology Report received today the site chosen for allotments was no longer available due to its valuable biodiversity habitat. Suitable alternative sites now need to be investigated. Ian Read (Acting Chairman of MALGA) reported that he didn t think it worth challenging the Ecology Report and is keen that the PC and MALGA work together to find another site. He thanked the PC for its continued support. It was agreed to take Item 8.1 on Allotments next: 8.1 Allotments to consider the Project Team s recommendations & Task Plan with supporting documents: SCC Draft Heads of Terms, Draft Allotment Devolved Management Agreement, MALGA s Martlesham Allotments, Management Proposal & Business Plan, Phase 1-3 Costings & Running Costs (all documents enclosed with the agenda in a separate wallet) Mr Brome referred to the Allotments Project Team Recommendations to the PC, reporting that all conditions were met with the exception of No.5 Remove item 8 from Resolution C2010/6f (need for a public meeting). However, in light of the Ecology Report received by the Clerk before the meeting & referred to in the adjournment, it was decided to devolve this matter to the R&AC to review the Terms of Reference for an alternative site and to consider whether to make a recommendation to seek alternative sites before the LDF is finalised. To devolve the financial aspects of the project to the F&GPC to look at the current position and consider the business plan in more depth and to look generally at process where expenditure is required other than that budgeted at the start of the financial year. Mr Burrows reported that there is nothing to stop MALGA looking for land and to make them aware of the speed the PC can act. Mr Forbes queried if the Ecology Report could be challenged but Mr Brome has already looked into this and there appears no room for manoeuvre, however, an independent view could be sought, but this would prove costly. Messrs Brome & Denton to modify the Terms of Reference for consideration by the R&AC in May /17

2 4. Report from Police Safer Neighbourhood Team: 4.1 PCSO Justin Moss s written report was circulated and noted (attached to these minutes). He reported that speed checks were carried out on Main Road, Felixstowe Road and Eagle Way. Councillors reported problems with vehicles speeding down Lamb Barn Hill and Top Street/The Street (20 yards south of the railway bridge). PCSO Moss reported that he can request a covert speed check from SCC in this locality and the PC requested that he do so. PCSO Moss also undertook to obtain more information regarding checks carried out in recent periods. Mr Kelso referred to the part-night lighting now being rolled out locally by SCC and asked if the lights in Portal Avenue are being switched off. PCSO Moss didn t know but will find out and report back. The Clerk to PCSO Moss details received from SCC relating to part-night lighting for his information. 5. Written reports from District Councillors: 5.1 Cllr C Blundell s written report was circulated and noted (attached to these minutes). The Clerk to ask Cllr Blundell to give an update on his paragraph relating to the increasing practice of parking skips for prolonged periods at private residences. 5.2 Mr Kelso reported that a Special Full Council meeting to discuss responses to the LDF Core Strategy consultation will take place on at 6pm at the Council Offices, Melton. He also reported that the National Planning Framework has now been published and adopted. 6. Written reports from County Councillors: 6.1 Cllr C Page s written report was circulated and noted (attached to these minutes). She made reference to part-night lighting and confirmed that lights can be tweaked individually. Mr Denton reported the inconsistency in the ownership of the lights with some going off and others not. Cllr Page will take this matter up with SCDC. She also made reference to the proposed solar powered 30mph speed warning sign at the bottom of the hill near the Red Lion Public House. The one in Woodbridge took a lot of effort to get installed. The PC could ask SCC Engineers to install a strip across the road to determine the speed of drivers over a period of time. 7. Action points arising from previous meeting : Under item 13.1: improvements to the Parish Room will have to be deferred again does the PC wish to set a new deadline (this is set as a medium priority)? The Clerk to report back at the full PC meeting in September Reports & Motions by Councillors/Project Teams: 8.1 Allotments to consider the Project Team s recommendations & Task Plan with supporting documents: SCC Draft Heads of Terms, Draft Allotment Devolved Management Agreement, MALGA s Martlesham Allotments, Management Proposal & Business Plan, Phase 1-3 Costings & Running Costs (all documents enclosed with the agenda in a separate wallet) Considered after the adjournment above. 8.2 BMX Report by Mr Moore on behalf of the Working Group (enclosed) to agree item 3 of the report and approve expenditure of up to 1,607 Mr Moore noted Mr Green s resignation and conveyed his thanks for his time as a Parish Councillor. He referred to his report paying particular attention to the funding under item No.3. PCSO J Moss has organised a team to help supervise the 3 day construction period commencing Tuesday Mr Welch will also be present and joined by Mr Moore. A team of 10 boys is anticipated. Mr Brome asked if the PC has any acceptable targets of how much the facility will be used. Mr Sweeting reported that this is difficult to guess. It was thought that the youngsters could maintain some kind of monitoring regime this matter to be addressed at the next BMX meeting. Mr Burrows asked for more details of the finances for the BMX Project. The Clerk to him the BMX & Centenary PS spreadsheets. RESOLUTION C2012/4a To accept the following expenditure for the BMX project as follows: - Landscaping. Simon Cox is submitting a quotation of 150 a day for the three day period commencing 10th April. Approval is sought for expenditure of 450 with a contingency of 150, total 600. (It should be noted that whilst it is anticipated that this will complete the landscaping costs there may be further work to do as a consequence of the ROSPA report or the inability to complete within the proposed timescale.) Approval for additional expenditure, if any, will be put before the full council (or the R&A) at its May meeting. 2012/18

3 Draft until signed RoSPA inspection. RoSPA offer a Post Installation Inspection where an inspector visits the site, talks through any issues and produces a full report containing photographs. This costs 395. Thereafter an annual inspection is offered at 63 and takes place in September of each year. Approval is sought for expenditure of 395 for the initial inspection and a continuing commitment of a minimum of 63 year on year, which will have to be added to the cost of play area inspections in the budget. Insurance. There will be an annual additional premium due of including 6% Insurance Premium Tax. This will be charged on a pro rata basis from the date the track is placed on cover. Signage. The text has yet to be established however, subject to agreement of text, approval for signage expenditure of up to 300 is sought (based on cost of signs & installation at Centenary Playspace). Rubbish container. Approval is sought for expenditure up to 100 for the provision and placement of a concrete pipe for rubbish containment. (The approach was agreed by the working group and more effective than placing a standard rubbish bin.) The above figures amount to 1, which is within the funds allocated to the project. 8.3 Management of the Recreation Ground & Kronji s Piece (report compiled by Mr Irwin attached) - please consider the motion for approval by the PC Mr Brome noted that the R&AC has lots of responsibilities and consideration to devolve to a smaller group might be an option. RESOLUTION C2012/4b The Parish Council agrees that, should the Recreation Ground Trust (i.e. the Parish Council) seek delegation of day to day management of the Recreation Ground, it appoints the members of the Recreation and Amenities Committee (R&AC) to carry out the management duties. 8.4 Draft Induction Policy (revised version enclosed) to adopt RESOLUTION C2012/4c To adopt the Martlesham Parish Council Induction Policy (attached to these minutes). 9. Finance/Statement of Accounts and Accounts for payment: 9.1 To ratify cheque no signed between meetings: (4036) Lyreco toner cartridges & shredding bags VAT RESOLUTION C2012/4d To ratify payment of the above cheque signed between meetings. 9.2 Any pending expenditure transactions RESOLUTION C2012/4e To pay all pending expenditure transactions (attached to these minutes). 9.3 Preliminary end of year financial report (documents at the meeting) The preliminary end of year financial report 2011/12 was circulated and noted (attached to these minutes). The Clerk gave a brief résumé of the report noting that we are within 8% of the budget forecast. Thanks were conveyed to the Clerk for her work in producing the report. 10. Clerk s report and correspondence: 10.1 Annual Parish Meeting on (CR1) - Noted 10.2 Nominations for Chairmen (CR2) to consider in advance of May meeting Members to submit any nominations for Chair/Vice-Chair and Committee Chairs to the Clerk, at least two weeks before the May PC meeting Resignation of Tony Green (CR3) to note Clerk s proposed actions & to appoint a temporary Jubilee Playspace inspector Mr Sweeting volunteered to inspect the Jubilee Playspace on a temporary basis until another member is appointed in May /19

4 10.4 Update on Centenary Playspace (CR4) does the PC accept the programme of works proposed? Noted. The PC to monitor Kompan s programme of work and report back to the next full PC or R&AC meeting in May Training Sessions (CR5) how does the PC wish to schedule training? (please refer to Mr Moore s enclosed report on SALC meetings) Mr Moore referred to his report, reiterating the importance of Neighbourhood Plans and is of the view that the PC seriously considers allocating time and resource to developing its own plan if we are to best serve our parish in planning terms. He attended an excellent training session run by Simon Cairns (CEO Suffolk Preservation Society) and Gordon Mussett (SALC Planning trainer) who offered to run a closed session for the PC at the approximate cost of He explained that the Parish Plan has no planning rights attached, whereas the Neighbourhood Plan is a Planning Document which cannot contradict the LDF and will therefore have a legal force. Parish Plans can still be reviewed/rewritten/updated etc. supported by Suffolk ACRE. The District Council has to provide support for Neighbourhood Plans and hold a referendum on the PC s behalf. The Clerk and Chairman to arrange an additional evening, solely to address Neighbourhood Planning, in addition to the training evening scheduled for 01 August Financial implications to be presented to the PC if necessary. The National Planning Policy Framework will be part of the training Part-night lighting (CR6) does the PC wish to take any further action? Mr Kelso declared a personal interest. An had been received from Mrs Kelso expressing concern and hoping that the decision to implement part-night lighting might be reversed. It was noted that some councillors had received positive feedback about the changes. Mr Denton queried why the lighting was not looked at cohesively between SCC and SCDC as there is no logic to the way it has been instigated. Item was considered at this point (Footway lighting in Martlesham (PC/15)) and following discussion it was decided to decline SCDC s offer to transfer the footway lighting assets and responsibility for its operation to MPC. Messrs Denton & Brome to arrange a meeting with David Gallagher to discuss the PC s position (without prejudice) and report back to the next full PC meeting in May Cllr O Brien s Locality Budget (CR7) - Noted The R&AC & DPC to consider any projects which could benefit from locality budget funding Graffiti removal by Kesgrave Town Council (CR8) - Noted The Clerk to convey the PC s thanks to Kesgrave Town Council Renewal of Suffolk ACRE membership (PC/12) RESOLUTION C2012/4f The PC to renew its membership of Suffolk ACRE for at the cost of Divestment of areas under SCDC s responsibility (PC/13) does the PC wish to meet? Messrs Denton & Brome to discuss the possible divestment of various areas currently within the responsibility of SCDC when they meet Mr Gallagher to address the street lights Footway lighting in Martlesham (PC/15 enclosed) does the PC wish to take on responsibility? This item was dealt with under item Capital Grant Aid request for letter of support (PC/16) RESOLUTION C2012/4g The PC to send a letter of support to the Junior Deben Archery Club to back up its application for Capital Grant Aid, also making them aware of locality budget funding Jubilee Fundraising Letter from Woodbridge TC on behalf of Rotary Club (PC/17) - Noted Mr O Brien Baker reported that the Rotary Club has almost met its target expenditure of 10, /20

5 0.14 Suffolk Coastal Parish & Town council Information & Consultation Meeting (PC/18) to approve representatives RESOLUTION C2012/4h Mr Moore and the Clerk to represent the PC at Suffolk Coastal Parish & Town council Information & Consultation meeting on Tuesday 24, 6.30pm 8.30pm at SCDC (Council Chamber) Martlesham in Bloom finances (PC/19) request to carry forward grant outstanding from Messrs Burrows & Irwin left the meeting. RESOLUTION C2012/4i The PC agrees for Martlesham in Bloom to carry forward (grant outstanding) from Messrs Burrows & Irwin returned to the meeting and were informed of the PC s decision BDO Notice of annual audit for year ending (PC/20) - Noted 11. Consultations: 11.1 East Anglia ONE Offshore Wind Farm Consultation on 10 February 2012 Section 42 Planning Act 2008 to note response issued by the Clerk under Resolution C2012/3e Noted 11.2 Drought situation & hosepipe ban: consultation on drought permit (PC/14) - Noted 12. Local Development Framework: 12.1 On a Judicial Review was lodged with the High Court by NANT Noted but this is only comes into effect if the BT planning application is put forward to be determined in advance of an agreed LDF Any other matters of report None 13. Recreation & Amenities Committee : 13.1 The minutes of the meeting were approved and signed: - Decisions D2012/3a 3i were noted. Recommendation R2012/3a The PC empowers the Bowls Club to undertake investigative work for alternative ways to provide services (water & electricity) to the site, providing full details of their intentions and how they are going to achieve it. As the landlord the PC would ask for access to the services. RESOLUTION C2012/4j To accept Recommendation R2012/3a. 14. Any written reports from representatives on Associations: 14.1 Mr Moore s written report on the meeting he attended held by SALC was circulated and noted (attached to these minutes) Mr Welch s written report on Council in the Classroom was circulated and noted (attached to these minutes). It was agreed that holding similar sessions at other Martlesham schools would be a good idea. The Clerk to advise Mr Welch of this decision and ask him to lead on this matter and report back to the PC. The Clerk to thank Kesgrave TC for inviting us and congratulate them for the work they put in to creating a first class package. Mr Moore reminded members that written reports are needed from those who attend meetings on behalf of the PC. 15. Any items for the May 2012 Martlesham newsletters: Litter pick 05 May 2012, 10am start. The meeting closed at 9.33pm. Chairman, 02 May /21