BUNGAY TOWN COUNCIL
Minutes of the Town Council Meeting held on Thursday 18th June 2020 at 7.00 pm held on-line using video conferencing under The Local Authorities and Police Crime Panels (Coronavirus) (Flexibility of Local Authority and Police and Crime Panel Meetings) (England and Wales) Regulations 2020.
Members: Cllr. B, Prior (BP) Chair Cllr. J. Adams (JA) Deputy Cllr. M. Atterwill (MA) Cllr. J. Blowers O’Neill, (JBO’N) Cllr. S. Collins (SC) Cllr. L. Harnden (LH) Cllr. M Lincoln (ML Cllr. K Lodge (KL) Cllr. P Love (PL) Cllr. R Marshall (RM) Cllr. D. O’Neill (DO’N) Cllr. L Richardson (LR) Cllr. S Thompson (ST)
Also present: J. Burton (JB) Town Clerk/RFO and 3 members of the public including Suffolk County Councillor D.Ritchie.
BP opened the meeting by thanking former Town Councillor Guy Bradley for his work with Bungay Town Council following his recent resignation.
018- To receive and accept apologies for absence: 2020/2021 Apologies were received from Peter Aldous MP and District Councillor Judy Cloke.
019- Declaration of Interest & Requests for Dispensations: Councillors to declare any Pecuniary or Non- 2020/2021 Pecuniary Interests. Notwithstanding this item, Members may subsequently declare an interest at any point in the meeting. PL declared a non- pecuniary interest as an employee of Access Community Trust in case this organisation was mentioned during the meeting. BP declared a non-pecuniary interest in agenda item 027-2020/2021 as the property is near where he lives. ST declared a non-pecuniary interest in agenda item 029-2020/2021 as she works in the Insurance Sector.
KL asked that references to Chairman and Deputy Chairman in future be referred to as Chair and Deputy Chair – Noted.
020- To approve the minutes outstanding: 2020/2021 To approve the minutes of the Annual Town Council Meeting held on the 21st May 2020.
It was proposed by MA, seconded by LR and unanimously RESOLVED to accept these minutes as an accurate record of the meeting and these minutes were signed by BP.
021- Public Forum: Members of the public are invited to give their views on Town affairs at the discretion 2020/2021 of the Chair, for no more than 15 minutes. Members of the public may not take part in the Parish Council meeting itself.
No members of the public wanted to speak at this point of the meeting – Noted.
022- Presentation regarding land at Former Middle School – Mrs K. Lodge 2020/2021 Karen Lodge spoke as a member of the Bungay Neighbourhood Plan and explained the background behind the opportunity to acquire the former Middle School Playing Field for the whole community of Bungay. Referring to a document circulated to Town Councillors prior to the meeting the potential development of the site, including a sketch plan, potential plans were discussed including the
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provision of allotments, educational opportunities, open spaces, nature trails etc. A potential draft timeline was also presented
Following this presentation, it was agreed that item 027-2020/2021 on the Agenda be brought forward. 027- 2020/2021 Former Bungay Middle School Land Project – for Consideration
It was proposed by SC, seconded by DO’N, and unanimously RESOLVED that Bungay Town Council submits a bid to Suffolk County Council to take on this former Middle School ‘Top Playing Field’ and be prepared to lead on the project and develop it in line with the outline proposals, and vision, presented by Karen Lodge.
023- Town Mayor’s Report: To receive the Mayor’s Report. – For Information. 2020/2021 The Town Mayor’s June Report from BP had been previously circulated to all Town Councillors and is Appendix 1 (attached). The Town Mayor’s Report is also available on the Town Council’s Website – Noted
024- District Councillors Report: To receive a report from District Councillors J Cloke (JC) and D Ritchie 2020/2021 (DR) - For information
The District Councillor Report from JC – Appendix 2 (attached) and DR – Appendix 3 (attached) had been previously circulated to all Town Councillors – Noted.
025- Town Clerk’s Report: To receive the Clerk’s Report. – For Information. 2020/2021 The Town Clerk’s Report from JB had been previously circulated to all Town Councillors and is appendix 4 (attached) - Noted.
026- Financial Reports: 2020/2021 a) To receive the Bank Reconciliation to 31st May 2020 – For acceptance and approval. It was proposed by MA, seconded by LR, and unanimously RESOLVED that the Bank Reconciliation as @ 31st May 2020 showing total bank balances of £164,334.52 was approved and this reconciliation was duly signed by BP
b) To receive a statement of the accounts to 31st May 2020 YTD – For Information. An excel spreadsheet showing the 2020 – 2021 Accounts Year to Date, was previously circulated to all Town Councillors - Noted
c) To approve payments and receipts – For Consideration. It was proposed by KL, seconded by SC, and unanimously RESOLVED that payments for a total of £14,973.41 (including VAT) be approved It was proposed by DO’N, seconded by MA, and unanimously RESOLVED that receipts for a total £5,172.08 (including VAT) be approved.
028- Proposals & Grant Application for transfer of BECS to Halesworth Volunteer Centre – for 2020/2021 consideration. It was proposed by PL, seconded by MA, and unanimously RESOLVED that the Town Council accepts the Grant Application and awards £5,000 for the Bungay Emergency Community Support work to be transferred to the Halesworth Volunteer Centre. (This will support a co-ordinator to
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work for Bungay residents in the short term and in the long-term look to bring a ‘Good Neighbours’ scheme back to Bungay).
029- Bungay Town Council Insurance – for consideration 2020/2021 It was proposed by DO’N, seconded by ML, and unanimously RESOLVED that the Bungay Town Council Insurance for 2020 – 2021 is arranged through Community Action Suffolk (with Royal Sun Alliance ) in accordance with the quotations obtained to date.
030- Bungay Town Council Committee Structure – for consideration. 2020/2021 It was proposed by ML, seconded by MA, and RESOLVED that a Working Party is set up to review the Working Groups for the forthcoming Municipal Year and to make their recommendations to the Town Council Meeting 16th July 2020. This Working Group to consist of LR, DO’N, and JA,
031- Committee Membership for municipal Year 2020 to 2021 – for consideration 2020/2021 It was proposed by KL, seconded by JA, and RESOLVED that the Working Group established from agenda item 030-2020/2021 to also review the paper previously circulated to all Town Councillors from JBO’N entitled ‘ Role of Town Mayor and Committee Structure’. The Working Group to make their recommendations to the Town Council Meeting 16th July 2020 and for ST and KL to be added to the Working Group Members.
032- Town Council Representatives on outside bodies – for consideration. 2020/2021 It was proposed by BP, seconded by DO’N, and unanimously RESOLVED that, due to time constraints, this item to be carried forward to the Town Council Meeting 16th July 2020.
033- Assistant Clerk appointment – for consideration 2020/2021 It was proposed by JBO’N, seconded by MA, and unanimously RESOLVED that due to the increased workload a Full Time Assistant Clerk be appointed, (rather than a part-time appointment). It was proposed by SC, seconded by PL, and unanimously RESOLVED that due to the urgent circumstances a temporary 6-month Assistant Clerk be appointed. It was proposed by JBO’N, seconded by JA, and unanimously RESOLVED that Eddie Rosier be offered the full time, 6-month temporary Assistant Clerk position.
034- Bungay Town Council Flag – for consideration 2020/2021 It was proposed by MA, seconded by LR, and unanimously RESOLVED that, due to the meeting time constraints, this item be deferred to the Town Council Meeting 16th July 2020.
035- Asset transfer from East Suffolk – for consideration. 2020/2021 It was proposed by JBO’N, seconded by SC, and unanimously RESOLVED that the quotation from Chris Payne of £4,200 be accepted for the external redecoration of the Town Council Offices.
It was proposed by ML, seconded by DO’N, and unanimously RESOLVED, that the meeting be extended by 10 minutes and to thereby end at 9.10 pm.
It was proposed by LH, seconded by RM, and RESOLVED, that the meeting be extended by a further 5 minutes and to thereby end at 9.15 pm
It was proposed by ML, seconded by LH, and RESOLVED, that BP, LR and JA have a meeting with representatives of the Bungay Museum Trust to discuss future arrangements now that Bungay Town Council are soon to become the owners of the Council Offices and thereby the Museum Trust Landlords.
It was proposed by SC, seconded by MA, and RESOLVED, (with 3 against) that John Putman to draw up plans for the reconfiguration of the Broad Street and Riverside premises at a cost of £1,750.
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Due to time, and that Councillors needed to leave, the meeting was brought to a close at this point by BP and the below Agenda items were not discussed and will therefore be carried forward to the Town Council Meeting to be held on 16th July. A Point of Order was raised also raised by DO’N regarding the appointment of External Representatives on outside bodies which are currently outstanding.
036- Reports from Committees: - For Information. 2020/2021 To receive the Committee Minutes of: a) Planning, Environment & Highways – 2nd April 2020. b) Grounds, Premises & Amenities – 12th March 2020 c) Governance, Employment & Finance – 27th February 2020 & 23rd April 2020
037- To receive written reports from Town Council Representative on outside bodies – For Information. 2020/2021 • SALC North Focus Group • Bungay Town Trust • BEBA
038- Date of next Town Council Meeting: Thursday 16th July 2020 - For Information: 2020/2021
The meeting closed at 9.21 pm Minutes dated: 19th June 2020.
Jeremy Burton Town Clerk, Bungay Town Council, 1a, Broad Street, Bungay. NR35 1EE [email protected]
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Appendix 1
Mayors Report No 1 (18/06/2020)
1. On taking up my role as Mayor, I have contacted each Councillor, to check that they are happy to help with the tasks they lay ahead in what will be a very busy and exciting year, and stressed the importance of all pulling together if we are to achieve this Council’s objectives.
2. I have continued working with BECS undertaking 2 x 6-hour shifts per week and attending the weekly ‘briefing’ meetings.
3. I have been involved in various discussions with Councillors and volunteers, including Halesworth Volunteer Centre and Stuart Halsey of ESC in setting up the Good Neighbour Scheme for Bungay and the surrounding villages.
4. Liaised with Councillors, residents and police regarding ASB at the Staithe/Falcon Meadow and Trinity St. PC Steve Fisher responded quickly and most of the problems were resolved. However, I think that the Trinity St. incident may be ongoing. Our CCTV system has captured pictures of the suspects.
5. Whist walking with my partner along St John’s Road a couple of weeks ago in early evening. I tried unsuccessfully to report the incident via the 101 number, so used 999. A policeman finally showed up at 11.00 pm. He came from Lowestoft - there were no police locally that evening. I have taken this up the line, so hopefully we will see some better coverage in Bungay. However, I ask that all Councillors and members of the public to keep alert and report every suspicious incident they see. It is the only way we can maintain an acceptable presence in the town.
6. I’m still involved with the NDP and have recently submitted an end of grant form and applied for a further grant to see us through to the Submission and Referendum stages. This has also involved a number of telephone conversations with the grant-giving organisations. Locality and Groundworks.
7. Liaised with Architectural Designer to provide estimates for reconfiguring Town Hall & Riverside Centre.
8. Made representation to ESC Planning Committee via Zoom regarding the ATM and permission was unanimously granted.
9. As part of the Employment Sub-committee, undertook interview for replacement Deputy Town Clerk.
10. Also participated in the Skate Park working party and ACT Youth Groups working party zoom meetings.
Bob Prior
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Appendix 2
District Councillor’s report to Bungay and Wainford parishes, June 2020
Civil Parking Enforcement:
Traffic wardens, or their current equivalent have started to make an appearance and I am aware some tickets have been issued in Bungay. With regard to parking exemption for residents , there will be some issued for those who live on streets where there are time limited parking bays. I am unsure if there will be a charge. All this exemption will do is to allow a resident to park in a timed bay, but to exceed the length of time anyone else is allowed. It will not allow them to park in a disabled bay, nor where there are loading bay restrictions. I might add David and I have been vigorous in our championing of residents in regard to how all the new parking charges operate , managing to cancel the compulsory use of the RINGO app to obtain half an hour’s free parking and discussing the views of residents who have contacted us regarding on street parking availability, hence the exemptions as stated above.
Community Partnerships:
I have had several email and phone conversations with Stuart Halsey, our Communities Officer. It is our intention to re start our meetings soon, via Zoom and invitations are being issued currently. The projects which were decided upon in the last round of funding are on hold until we emerge from the current crisis. The holiday activities planned will probably not take place, but the money has been ring fenced and can be carried forward to next year.
Enabling Communities Funding:
Between us, David and I have funded the Bungay in Bloom campaign for this year from our ECB, we have also funded the replacement light strings, at £1640 for Bungay Christmas Lights and I have given £900 for the removal and repair of the old room divider to Barsham village hall ( it was a Victorian school )
Scrutiny:
I attended my first scrutiny meeting via Zoom in the last week of May. We have as a regular item, a Cabinet Member’s update, starting with the Leader, Steve Gallant in January and last month was the Cabinet Member for Planning & Coastal Management , one D Ritchie, who gave a very interesting presentation about his portfolio and was happy to answer questions afterwards. At this meeting also we received a review of the District and Parish Council elections 2019 and were able to ask questions of the Chief Executive. At our next meeting, we will receive an update on Crime & Disorder, from Suffolk Police.
Personally:
Following my frantic seed planting exercise, I am delighted to announce I have raised £520 towards the Town Reeve’s charities this year, selling from my front garden and with a bit of advertising on Face Book. (I think I was helped by the garden centres being closed)
JC 1 June 2020
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Appendix 3
From County and District Councillor David Ritchie
Dear all,
At East Suffolk Council, the District Council, the formal meetings of the council now take place on line. If you wish to see any of the meetings they are available on You Tube. To find them, simply go to You Tube and search for East Suffolk Council. You can observe meetings live, or look at recordings after the meeting has taken place. As the cabinet member for planning and coastal management I am particularly pleased that it is now legal for the formal planning meetings to be held remotely. We have had the first meetings of the planning committee north and the planning committee south. I observed both of these committees, the chairs and the officers manage these meetings very well. I felt just as involved as if I had been in the room! The quarterly strategic planning meeting has also taken place. The membership of this committee is: all the councillors on either of the planning committees plus myself as cabinet member. Most of the reports were in my name and were introduced by me. Discussion centred on the annual report on the referral process (the process that determines whether an application will come to committee, or be delegated for an officer decision). There was a useful discussion and as a result of this some changes will be made.
We have also held two East Suffolk Cabinet meetings on line. At the first of these I presented an item on the Design Guide for the North Lowestoft Heritage Action Zone. There are now so many positive projects taking place in Lowestoft.
Town and parish councils are also moving on line. Bungay Town Council held their annual meeting by Zoom on the 23rd May. A very successful meeting which was also attended by Peter Aldous MP, Joanna Spicer (Deputy Lieutenant of Suffolk), and myself.
The first online scrutiny committee was held on Thursday the 29th of May. Each month they scrutinise the work of one of the cabinet members. This month it was my turn! I gave a presentation for about fifteen minutes and then answered questions. Cllr Judy Cloke my fellow District Councillor for the Bungay and Wainford Ward asked one of the Questions. I had no knowledge of any of the questions in advance. Should you wish to watch this meeting on You Tube, my contribution starts about forty minutes in.
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At the County Council I will be bringing the work of the second PDP (Policy Development Panel) on Cycling to the cabinet on June 16th. The panel consisted of six councillors chosen on a cross party basis with me as the chairman.
I have attached to this report an account of the work of Suffolk County Council during the month of May. It has been compiled by Catherine Blanchard, the research assistant for the Conservative group at SCC. There is much useful information including news of the reopening of the household waste sites in Suffolk. I have also attached a report for councillors from Beccy Hopfensburger, the cabinet member for adult social care at SCC. She gives a detailed analysis of how Covid 19 has affected Care Homes in Suffolk.
I am very well and my wife is much beter
It is vital that we continue to keep safe and keep alert, as the lockdown starts to ease.
Best wishes
David Ritchie
One of your two District Councillors for the Bungay and Wainford Ward.
And County Councillor for the Bungay Electoral Division
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Appendix 4
Clerks Report – June 2020
Guy Bradley resigned as a Town Councilor of Bungay Town Council with effect from 9th June 2020 due to personal reasons and East Suffolk Council have been informed of this new vacancy. At the time of writing we are waiting to hear back from Electoral Services at East Suffolk as to whether an election has been called in respect of the previous vacancy. This was due to be called if 10 residents came forward before 12th June. If an election is called it cannot be held until next May but if no election is called the Town Council can then co-opt for the vacancy.
Emma Beese, Assistant Clerk, gave notice to leave her employment with the Town Council on 28th May and is currently working her notice. In view of the issues surrounding staff recruitment in respect of the current Coronavirus Pandemic the Town Council is looking to recruit a temporary member of Staff.
Planning Permission for the ATM situated at the Town Council Offices in Broad Street was passed by East Suffolk on 9th June 2020. When the ownership of the Council Offices is transferred to Bungay Town Council contracts for the 5-year lease agreement with the ATM provider (Cardtronics) can be completed. It is currently thought that installation of the ATM will be mid-July.
The legal work for the Transfer of Assets from East Suffolk Council (ESC) to Bungay Town Council is being progressed with completion scheduled for the end of June 2020.
The Planning Application to site a CCTV camera, and associated equipment, on 12 Market Place (Farmhouse Bakery premises) has been submitted to ESC and currently going through the East Suffolk Council process. Once this application is agreed 2 new CCTV cameras can be added to the existing Town Centre scheme.
The Annual Governance and Accountability Return was sent to the External Auditors (PKF) on 3rd June 2020. The dates for the period for the exercise of public rights to inspect the accounts are 15th June to 24th July and displayed on Website and Town Noticeboard.
Grant applications to East Suffolk Council for the High Streets Safely Fund & the Local Discretionary Fund have been applied for to cover the costs to re-open the Bungay Economy safely and the loss of revenue for the Riverside Centre respectively.
Jeremy Burton ( Clerk & RFO – Bungay Town Council)
16th June 2020
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