Minutes of the Meeting of Ringsfield & Weston Parish Council Held on Friday 19 February

Minutes of the Meeting of Ringsfield & Weston Parish Council held on Friday 19 February 2016 at 7.30pm at Ringsfield Village Hall

Councillors Present : Cllr L Rees (Chairman), Cllr D Cannell, Cllr D Francis, Cllr C Scott, Cllr R Sherriff

Also Present : Mrs T Hazell (Clerk), Ms S Statt, Mr S Warner and several members of the Community Council.

1. Welcome, Apologies and Signing of Declaration of Acceptance forms

The Chairman welcomed everyone and asked if there were any apologies.

The clerk reported that Cllr K Springall had sent apologies with a report.

Sarah Statt and Stephen Warner were present who were interested in becoming councillors. The clerk reported that although they were co-opted at the last meeting, this should not have been done as Cllrs Johnson and Saunders had not officially resigned in writing. This has since taken place and their notices submitted to WDC. Casual Vacancy notices had been on the notice board for 2 weeks.

2. Declarations of Interest regarding the agenda - none.

3. To confirm the minutes of the Parish Council meeting held on 15 January 2016.

The Chairman stated that 3(e) should read “Mr S Hemp had put up the Christmas tree with 3 others”. The minutes were duly amended.

On the motion of Cllr Scott, seconded by Cllr Francis, it was unanimously agreed by those members present, that these minutes be signed as a true and correct record.

4. To discuss the two casual vacancies

Casual Vacancy notices had been posted on the notice board for two weeks but no-one else had applied.

On the motion of the Chairman, seconded by Cllr Scott, it was unanimously agreed that Ms S Statt be co0-opted as a new councillor for Ringsfield, and Mr S Warner be co-opted as a new councillor for Weston.

Both councillors duly completed a Declaration of Acceptance of Office form for retention by the clerk who will also submit their details to Waveney District Council.

It was also noted that Cllr Benton has not attended a meeting for over six months and the clerk was asked to write to her to say that as she has not attended for a consecutive period of six months, can she please attend the March meeting if she wishes to remain on the Parish Council.

The clerk was also asked to write to Mr Philip Johnson and Mrs Sheila Saunders thanking them for their time on the Parish Council and all their hard work.

The meeting adjourned for public participation.

a) Report from the Police : There was no Police presence. b) Report from Suffolk County Council : Cllr Ritchie was not present.

The Chairman stated that at the last meeting Cllr Ritchie talked about the 3rd River Crossing petition which he had subsequently sent to the clerk. Mrs Saunders had completed this and had four pages of signatures. The clerk was asked to send this to Cllr Ritchie.

Cllr Francis asked if there had been any more mention of rural broadband from Cllr Ritchie. As there had not, the clerk was asked to write to him and ask him to move this forward. The Chairman stated that she had seen on TV about wireless broadband where a dish is put up on the roof of the village hall. The company is called County Broadband and maybe this could be an option if fibre optic broadband cannot soon be achieved in the parish. c) Report from Waveney District Councillor : Cllr Springall was not present but had sent apologies and a short report regarding the charges for green bins as from 29 February 2016. Details are on www.waveney.gov.uk/gardenwaste d) Residents’ Questions :

There were several members of the Community Council present and Mr John Foster asked for an explanation about the delay in giving them the password for the Charity Commission so they could become Trustees of the Recreational and Village Hall Charity.

Discussion took place regarding the change in most of the parish councillors and the subsequent problems with trying to produce a legal lease.

Mrs Springall stated that they cannot put in any applications for funding until they have charitable status and in the meantime the building is deteriorating and the kitchen facilities need upgrading badly.

The Chairman asked who the members of the Community Council are at present and they are Mrs B Lanchester (Chairman), Mr S Hemp, Mrs J Springall, Mrs S Springall, Mr J Foster, Mrs D Hall, Mrs J Betts and Mr R Ulph.

Mr Foster asked if he could be notified when a clear response can be given on 01502 575298. The Parish Council agreed to meet on Monday 29th February at The Horseshoes Pub at 7 pm to discuss this.

The Chairman closed the meeting for public consultation. e) Chairman’s Report

Community Council – nothing further to add to the above minutes.

Beccles Relief Road – the clerk had received a report from the SCC Structural Enginner, Mr J Davidson of May Gurney which had been passed to her by John Sayer. The clerk was asked to send a copy of this to all councillors.

Neighbourhoold Plan – Cllr Scott had attended the last meeting of Beccles Town Council but nothing was reported about this. No correspondence had been received. Vacancy for Parish Clerk- Mrs C Cardwell was present at the meeting who was interested in the position. She is presently the clerk for Mendham and Darsham and lives in Rumburgh. The Chairman asked her to send in her formal application. This will be discussed at the next meeting.

7. Clerks Report

Correspondence had been received as per the correspondence report attached. Action points as follows :

a) SALC had emailed asking if we had any ideas for the Queens 90th birthday celebrations on 21st April. It was agreed to put this on the next agenda.

b) Cllr Ritchie had arranged for Mark Bee to email a copy of the 3rd river crossing petition. Mrs Saunders had presented her with a petition full of signatures which the clerk was asked to send on to Cllr Ritchie.

c) The clerk for Wrentham had replied to the clerk stating that the flashing speed signs in Wrentham were purchased by the Parish Council from Westotec, Norfolk. Sites where they can be placed need to be approved by Suffolk CC (Denise Mortimer or Mark Kerridge are the best contacts). She recalls them costing approx. £3500. The Chairman will contact the firm for more details.

d) Waveney DC in partnership with Suffolk Coastal DC had produced the East Suffolk Business Plan. This was passed to Cllr Statt to look through.

e) Waveney DC had emailed regarding their website for events and asking if we had any activities planned. It was agreed to hold the Litter Pick on Saturday 19th March and the clerk was asked to produce posters for the notice board, pub etc and also post on Waveney DC website. The chairman will contact Mr Johnson regarding Risk assessment, yellow bibs, collection of rubbish etc. Also we need to book the pub for bacon rolls and drinks at 12 noon. All volunteers to meet at 10 am at the Village Hall.

f) Jim Sayer had delivered some notes from the structural engineer regarding the Beccles Relief Road. The clerk was asked to scan these and email to all councillors.

g) SALC had sent an email about the new and revised 2016 Good Councillor Guide – the clerk was asked to download copies.

All other items of correspondence were noted and the clerk will file.

8. Reports of meetings/training attended by councillors

Cllr Scott reported that he had attended the Beccles Surgery Group meeting recently and two doctors are retiring, namely Dr Kavira and Dr Berry.

9. Planning Applications

DC/16/0234/FUL- Construction of a replacement garage and carport, side and rear extensions, porch and weather boarding to existing conservatory at Low farm House, School Road by Mr and Mrs Congram. On the motion of Mr Cannell, seconded by Mr Francis, it was yunanimously agreed to offer no objection.

DC/16/0179/LBC Listed Building Consent – replacement of rear conservatory at Old Hall Farm, Ringsfield by Mr P Johnson.

On the motion of Mr Sherriff, seconded by the Chairman, it was unanimously agreed to offer no objection.

DC/16/0562/COU – Change of use

On the motion of Cllr Sherriff, seconded by Cllr Scott, it was unanimously agreed to offer no objection.

10. Finances

The clerk reported that due to the resignation of Mrs S Saunders and Mr P Johnson, the only signatory left on the account was the Chairman. The clerk had therefore requested new signatory mandate forms and we will need to appoint two new signatories and complete the form to return to Lloyds Bank.

On the motion of Cllr Sherriff, seconded by the Chairman, it was unanimously agreed that David Cannell and David Francis be the two new signatories.

No cheques could be signed in the absence of signatories, so any accounts to be deferred to the next meeting.

11. Matters Arising/Questions not dealt with in the agenda

a. The Chairman had received an email regarding funding for WW1 research in the village, which she will forward to Helen Kerridge.

b. The chairman stated that the Christmas tree is still on the village green. Cllr Sherriff stated that this is usually left until it goes brown and then he will remove it.

c. Cllr Cannell offered to trim the shrubs around the village sign as the lady who used to do it has moved away.

d. The Chairman stated that she will get a new key cut for the notice board.

e. The clerk asked if the deep rut in Cromwell Road had been repaired and Cllr Francis confirmed that it had been filled in.

f. It had been reported that that Mr B Byles had been given retrospective planning permission for access on to Redisham Road but the old access is now being used. The Chairman will have a look.

12. Date of Next Meeting : Friday 18th March at 7 pm.

There being no further business, the Chairman closed the meeting at 9.45 pm.

Chairman …………………………………. Dated ………………………………..