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Bradfield Combust with Parish Council

Minutes of the Parish Council Meeting held on Monday 16 March 2015 in the Village Hall, Church Road, Stanningfield

Members present: Councillor D Staff in the Chair, Councillors M Duchesne, T Langan, R McKenna, C Mears, S Parker and C Walters. Also present were County Councillor T Clements (latterly), Borough Councillor Mrs S Mildmay-White (in part); Mrs V Waples (Clerk) and two members of the public.

A statement was read out indicating that, in accordance with the changes in legislation, the public and councillors were permitted to film, record, photograph or use social media in order to report on the proceedings of the meeting. A full transcript of the statement is available from the Clerk upon request.

1. Chairman’s Welcome & Apologies for Absence: i. There were no apologies of absence applicable. 2. Declaration of Members Interests: i. There were no declarations of interest for the agenda under discussion nor were there any gifts of hospitality exceeding £25. ii. here were no requests for dispensations. 3. Minutes of the Parish Council Meeting held on 19th January 2015: The previously circulated minutes for the previous meeting were agreed and signed as a true and accurate record of the meeting, aif. 4. Public Forum: i. County Cllr. Terry Clements was invited to submit his report covering works relating to SCC which had previously been circulated to all Councillors. In particular he further mentioned:  Potholes - in particular on Church Road outside No. 5, Church Road past Bakers Barn, Chapel Road near the Chapel, Bury Road and Chapel Road near Smithy Close, turning circle on Ixer Lane in Bradfield Combust - he was on the case and regularly flagged this issue up to Highways.  Waystone in Bradfield Combust - this was currently being worked upon.  Thanks were offered to County Cllr. Clements for his support with the restoration works to the Village Hall. ii. Borough Cllr. Sara Mildmay-White: was invited to submit her report in which she reported on the following:  Nil increase in the Borough's portion of the Council Tax  Now in run-up to elections with election purdah beginning at the end of March  Borough was reviewing where it was and in particular how effective the Locality Budget had been. The Parish Council confirmed that it was more than pleased as it had been well supported by this fund. It was also confirmed that the Parish Council had used its new bingo machine (which had been brought our of monies from the Locality Fund) recently.  Operational Hub - the business plan for a joint site was now out for pre-application consultation. It was hoped that this would then free up land at Western Way for further uses.

 Wes Suffolk NHS Trust - out to consultation on a Strategic Framework for the Future and the care that will be needed in the future  Gold Star Kennels - pleased to see this application had been granted. It was noted that the planning department had been against the application as it had not conformed to new policies with regards to changes to the existing footprint and extension to a property classed as being in the Countryside. It was noted that this policy might require monitoring over the coming months. 2015 / 113

 Thanks were offered to Borough Cllr. Mildmay-White for her support with the restoration works to the Village Hall iii. Bury Rural North SNT - a belated written report had been submitted in which it was confirmed that there had been one crime of interest for the period since the last meeting: theft of fishing equipment from a reservoir whilst owner was asleep in their tent nearby. Since the 12 February the team had carried out 14 speed checks resulting in 16 verbal warnings; 1 CSW letter, 4 Traffic Offence reports. It was noted that there had been a number of thefts of domestic heating oil across the rural area and that burglaries continue to occur both during daylight and darkness targeting dwellings, outbuildings and garages. iv. Members of the Public: it was mentioned that the track at both ends of the Green was in need of repair - the Chairman agreed to speak to a parishioner as to the best way forward. 5. To receive the Clerk’s report: i. The financial report was presented to the Council. Current funds stood at £1,909.14. Income in the sum of £3,648 had been received since the last meeting: £1,000 from Stanningfield Historical Society; £2,000 from Suffolk County Council Locality Budget; £350 St Edmundsbury Locality Budget and Stanningfield Village Hall Association £298.00. The following payments had been raised since the last meeting: BT £31.71 ddr (LGA 1972 s111) (February); BEK Plastics Ltd for works to Village Hall £4,100 cheque No. 711 (Misc Prov. Act 1976 s19) and BT £31.71 ddr (LGA 1972 s111) (March). Full details can be seen at Appendix A and B. Given the lack of use, agreement was proposed and agreed by all present that the Broadband and line rental for internet into the Village Hall be disconnected, aif. ii. The following items were approved and presented for payment: SALC - training £10.50 cheque 714; V Waples - Clerk's Salary £433.76 cheque 716; Aon Insurance - additional premium £6.00 cheque 717 HMRC - PAYE due £156.60 cheque 718; V Waples - Clerk's Expenses £55.70 cheque 719 and BEK Plastics Ltd - works to Village Hall £5000 cheque 720. iii. To receive an update on the funds being raised for Stanningfield Village Hall and works required: it was noted that the sum promised to date stood at around £16,500 of which £4,000 came from the successful application submitted to St Edmundsbury's Rural Initiatives Grant Scheme and £4,000 from SCC's Empowerment Community Fund. The target was £20,000 and although the target was £3,500 short it was sufficient to allow works to be done to the windows and cladding as the preferred quotation was £16,200. It was noted that some preparation work had been carried out by Cllrs. Staff and Mears. Agreement was forthcoming for the work to commence as soon as possible, aif. Agreement was also forthcoming that there would be an Official Opening after 7 May and official thanks would be extended to County Cllr. Clements and Borough Cllr. Mildmay-White for their assistance and support. iv. Transparency Code for councils with an annual turnover not exceeding £25,000 - Council was made aware that the Parish Council's existing website was sufficient to allow the Council to comply with the provisions within the new code which required financial information and details on Councillors interests and representations on the Council to be published in a recognised format. v. To review the Council's Financial Risk Assessment including the Council's Asset Register - Council reviewed the former document and agreed that the procedure covering back-up of information held by the Clerk should be added to the Risk Assessment. It was discussed whether there was the 2015 / 114

provision of a central data base upon which such information could be held and whether the Council should have Key Man Insurance in place. It was agreed that this would be discussed at a future date following research by the Clerk as to appropriate measures that could be Clerk undertaken. The asset register would be amended to show the purchase of the 2 Marquees and BBQ. vi. To review the effectiveness of the internal control and the scope of internal audit - Council reviewed its internal controls and the scope of internal audit and found them to be appropriate for a Council such as Bradfield Combust with Stanningfield. vii. To confirm the appointment of the Council's Independent Internal Auditor - as required by the Council's External Auditors, Council reviewed the effectiveness of the internal audit in terms of independence, competence, proportionate and scope and found it to be appropriate and adequate for a Parish the size of Bradfield Combust with Stanningfield. Council confirmed that it would appoint Mr. J. Mayhew as the Council's Independent Auditor. He would be asked to complete the Audit prior to the given date for the submission of the Annual Return, once details had been completed by the Clerk/RFO to the Council. viii. Increase in Council Tax - the previously circulated press release on the increase in the Council Tax was approved. This, in accordance with the transparency act, would be placed on the website and a small article inserted into the next newsletter which would be circulated prior to the commencement of Election Purdah. 6. 7To receive reports from the Councillors: . i. Flooding on Church Road - Cllr. Staff made the meeting aware that he had met with Highways to discuss the water issue along Church Road during which it was agreed that the flooding was due to the blocked ditches. It was noted that work had already commenced on one side and Others was appearing to alleviate the problem. ii. Beechcroft - works to be carried out to the drains - it was noted that Highways had agreed, as a matter of urgency, to flush through the drains SCC/ around the property at Beechcroft to alleviate flooding issues. The Clerk Clerk was asked to chase this to ensure that the urgency of the matter was appreciated. iii. Cllr. Duchesne made the Clerk aware that the 'No Through Sign' at Clerk/ SCC Saxes Lane was mangled at the bottom. iv. Cllr. Mckenna made the Clerk aware that the Stanningfield sign along Clerk/SCC Bury Road was twisted. v. Cllr. Tucker made the meeting aware that on April 28th at 7.30pm there AT would be a formal launch of Stanningfield NHW Scheme as the new co- ordinator was now in post. vi. Cllr. Mears made the Clerk aware that the sign on Church Road was in Clerk/SCC the wrong place as it was currently located next to Hoggards Green and should be moved. vii. Cllr. Mears made the meeting aware that the Bus Shelter and Teen Shelter had suffered some vandalised damage. viii. A request had been submitted for the Parish Council to act as the Village Recorder. For Bradfield Combust this would involve submitting articles to AT the Village Recorder for Stanningfield for a co-ordinated Parish input to the Suffolk Record Office. Cllr. Tucker agreed to take on this role. ix. Following a request for clarification it was confirmed that the land between the pond along Bury Road and the neighbouring property was not own by the Parish Council and that it did not hold any records on ownership. DS x. Cllr. Staff made the meeting aware that there was topsoil available to 2015 / 115

level out the dents and holes in both Village Greens in Bradfield Combust and Stanningfield. It was confirmed that this was acceptable for Bradfield Combust but not needed for Stanningfield. 7. Planning Issues: i. Planning Application: DC/15/0325/FUL - single storey agricultural store @ Hall Farm, Donkey Lane, Stanningfield. Council had no objections to the planning application submitted. ii. St Edmundsbury had informed the Parish Council of the following applications:  Permission for the retention of cart lodge @ Oldfields, Main Road, Bradfield Combust  Permission for works including the erection of a 2 storey dwelling and change of use from residential and commercial to residential @ Gold Star Kennels, Brands Lane, Bradfield Combust  Permission for works at Coldham Hall, Coldham Hall Lane, Stanningfield  Permission for Listed Building works @ Coldham Hall, Coldham Hall lane, Stanningfield  Permission for works @ Hollytrees, Old Lane, Stanningfield iii. West Suffolk - NPPG on planning obligations - it was noted that further restrictions to S106 obligations would come into force in April 2015 which would mean pooled contributions e.g. for public open space and affordable housing contributions will no longer be lawful on any size of development. 8. Correspondence: General correspondence was available from the Clerk i. Elections 2015 - Council was given an update on the legal context of the elections and dates for the submission of the nomination papers. ii. SALC - LAIS1375 - Electronic summons - Council noted the amendment to the LGA 16972 para 10(2)(b) which allowed the Proper Officer to legally serve the summons via electronic means. All consented to continue to receive summons in this manner and noted the amendment to the Parish Council's Standing Order No.15bi. It was also noted that consent may be withdrawn at any time by each Councillor and should be formally recorded as such. iii. West Suffolk - Let us know how we can make local democracy better - Council was made aware of the contents of the letter detailing the plans for local democratic arrangement to engage better at parish and town council level. iv. SCC - Education and Learning Infrastructure Plan - Council noted the work being developed by SCC to provide a long term strategy for education and learning infrastructure requirements. 9. Closing Comments from the public: There were no further comments from the public present.

The meeting closed at 9.15pm

Date of next meeting Annual Parish Council Meeting on 11th May 2015 commencing at 6.30pm in the Village Hall, Stanningfield followed by the Annual Parish Meeting at 8.00pm.

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Appendix A FINANCIAL REPORT as at 16 March 2015

Cashbook £ Opening Balance as at 19 January 2015 8087.12 Add Income Received 3648.00 Less Expenditure (paid out since last meeting) 4163.42 Less Expenditure (awaiting authorisation) 5662.56 Closing Balance as of 16 March 2015 1909.14

Bank Reconciliation Lloyds TSB Statement 63 4403.15 Statement 27 3268.56 Less unlogged cheques 5762.56 Plus uncredited cheques Reconciled Total 1909.14

Appendix B SCHEDULE OF PAYMENTS AND RECEIPTS as at 16 March 2015

Income Date Details Description Nett VAT Gross Ref Power Used 06/02 Village Hall Assoc. Fire Alarm Annual Fee 298.00 Chq St Edmundsbury Locality - Fun Day 150.00 Chq St Edmundsbury Locality - WW1 Memorial 200.00 Chq 26/02 Village Historical Soc Donation Village Hall 1000.00 Chq SCC - Locality Donation Village Hall 2000.00 Chq

Total 3648.00

Expenditure paid 03/02 BT Line rental & broadband 31.71 ddr LGA 1972 s111 23/02 BEK Plastics Works to Village Hall 3416.66 683.34 4100.00 711 Misc Prov Act 1976 s19 03/03 BT Line rental & broadband 31.71 ddr LGA 1972 s111

Total 4163.42

Invoices awaiting payment 16/03 D Staff VOID VOID 712 VOID VOID 713 SALC Briefings x 2 8.75 1.75 10.50 714 LGA 1972 s111 V Waples VOID VOID 715 V Waples Clerk's Salary 433.76 716 LGA 1972 s112 Aon Insurance BC War Memorial 6.00 717 War Mem. (LA Powers) Act 1923 s1 HMRC 1/4ly Tax Due 156.60 718 Inc & Corp Taxes Acts V Waples Expenses 53.04 2.66 55.70 719 LGA 1972 s111 BEK Plastics Works to Village Hall 4166.67 833.33 5000.00 720 Misc Prov Act 1976 s19

Total £5662.56