Sheringham Town Council

MINUTES OF THE MEETING OF SHERINGHAM TOWN COUNCIL HELD IN THE COUNCIL CHAMBER, TOWN HALL, SHERINGHAM, ON TUESDAY 6TH JUNE, 2017, AT 8.00PM.

PRESENT: The Mayor – Cllr D Gooch The Deputy Mayor – Cllr M Hill Cllrs McGinn, Burns, Ashcroft, Worboys, Poberefsky, Salle, Cox, Bush, Farley, Smith, Ward and Craske Dist Cllr Shepherd Rev I Savory PC I Smith The Town Clerk and Deputy Town Clerk 10407. APOLOGIES: Cllrs Withington, Fields and Cty Cllr Oliver. 10408. DECLARATIONS OF INTEREST RELATING TO ITEMS ON THE AGENDA: Cllr Cox declared an interest in Item 19 – he is the Honorary President of the Sheringham and District Society. 10409. ITEMS WHICH REQUIRE A RESOLUTION UNDER THE PUBLIC BODIES (ADMISSION TO MEETINGS ACT 1960) TO EXCLUDE THE PRESS AND PUBLIC UNDER SECTION 1C OF STANDING ORDERS: The Mayor PROPOSED taking Item 22 under Standing Order 1C due to the sensitive nature of business being transacted. 10410. TO ACCEPT THE MINUTES OF THE MEETING HELD ON THE 2ND, MAY, 2017: Cllr Cox PROPOSED acceptance of the Minutes of the Meeting held on 2nd May, 2017; Cllr McGinn seconded. IT WAS AGREED.

10411. POLICE REPORT: Members had all been circulated with the May Newsletter from Norfolk Constabulary. The Mayor asked PC Smith to convey this Council’s admiration, if possible, to his colleagues in Manchester in the way in which they responded to recent events. PC Smith expressed his thanks to STC for supporting the Community Speed Watch scheme which now comprises and nine voluntary members of the public. Members were also invited to attend the next SNT meeting will take place on the 15th June, 2017. Their three priorities are vehicle defects and mis-use of vehicles, speeding at Beeston Road which they are pending the installation of speed monitoring strips and are also monitoring anti-social behaviour at the Allotment site. The SNT are preparing for the influx of visitors this summer and will be launching a safety scheme called ‘Sandy Star Fish’ on the promenade as a safety point for those who may find themselves lost or separated from parents. They continue to work with both Schools where they have an input in educating pupils and what to expect when progressing from Primary level to High School level including cyber issues. The issues of parking at the Primary School remain a priority of the SNAP until they work out a resolution and it was reported ten enforcement tickets have been issued. Members were also informed that Norfolk Constabulary can now take video footage from members of the public or delivered on-line which can be used in a Court of Law. 10412. TOWN MAYORS ANNOUNCEMENTS: The Town Mayor reported on attending the following engagements during the month of May and early June: ¤ 10th – Photoshoot at The Splash Leisure Centre ¤ 21st - Crab and Lobster Festival ¤ 29th – Beeston Hall School for a Concert to Celebrate the 60th Anniversary of Beeston Regis Parish Council and Presentation by Norfolk Association of Local Councils for achieving the Certificate of Foundation Level. ¤ 2nd June – Invite by Cty Cllr Oliver to meet with Tom McCabe of NCC, Steve Blatch of NNDC, Representative of Chamber of Trade, Representative from Beeston Regis Parish Council and supported by STC’s Cllr Ashcroft – on the subject of Roads, Roundabout (Holway Rd), traffic problems at the Primary School and Pedestrianisation.

10413. MATTERS ARISING FROM THE ABOVE MINUTES: (A) RESPONSE FROM NORTH NORFOLK COUNCIL – PUBLIC CONVENIENCES: NNDC has stated the advertised opening hours for the toilets has always been 9am. The early opening was an informal agreement due to the working methods of their Contractor as they cleaned the facilities. This is no longer the case and regretfully they have no means by which to require the facilities to be open earlier than 9am. The Clerk reported the contents of that letter has been relayed to North Norfolk Railway for comment. 10414. TO RECEIVE REPORTS FROM COUNTY / DISTRICT COUNCILLORS: Members were previously furnished with a report from Cty Cllr Judy Oliver and Dist Cllr Richard Shepherd annexed hereto. The Mayor congratulated Dist Cllr Shepherd in his recent succession to Chairman.

10415. TO ACCEPT THE MINUTES OF THE PLANNING COMMITTEE MEETING HELD ON 16TH MAY, 2017: The Minutes having been previously circulated; Cllr McGinn PROPOSED acceptance of the Minutes of the Planning Committee Meeting held on the 16 th May, 2017; Cllr Smith seconded. IT WAS AGREED. 10416. TO ACCEPT THE MINUTES OF THE COMMUNITY CENTRE COMMITTEE MEETING HELD ON 16TH MAY, 2017: The Minutes having been previously circulated, Cllr McGinn PROPOSED acceptance of the Minutes of the Community Centre Committee meeting held on 16th May, 2017; Cllr Ashcroft seconded. IT WAS AGREED. 10417. FINANCE: (A) ACCOUNTS FOR PAYMENT: The Schedule of Accounts for Payment having been previously circulated; Cllr McGinn PROPOSED acceptance of the Schedule of Accounts in the sum of £28,403.11 inc vat; Cllr Cox seconded. IT WAS AGREED. Sheringham Town Council 6th June 2017

(B) TO RECEIVE BUDGET ANALYSIS’S FOR MARCH, APRIL AND MAY 2017: The Budget Analysis’s for March, April and May 2017 were circulated for information. (C) APPROXIMATE QUOTATION FROM SJB SOLUTIONS RELATING TO HEALTH AND SAFETY POLICIES FOR ALL TOWN COUNCIL PROPERTIES INCLUDING THOSE LEASEHOLD: Members had all previously been furnished with a copy of the details from SJB to revise STC’s Health and Safety policies. Cllr Ashcroft PROPOSED accepting the figure of up to £2500.00; to approve the appointment of SJB Solutions; Cllr Smith seconded. Those In Favour – 8. Those Against – 4. IT WAS CARRIED. Cllr Cox stated the current balance in the Health and Safety budget is £762.04p and therefore PROPOSED the balance funds are to come from Contingencies EMR; Cllr Poberefsky seconded. IT WAS AGREED. (D) NORFOLK ASSOCIATION OF LOCAL COUNCILS TRAINING PROGRAMME FROM MAY 2017 TO MARCH 2018 AND TO AGREE PAYMENT OF SIX COUNCILLORS WHO ATTENDED TRAINING SESSION: Members had all been furnished with a copy of the latest training programme supplied by the Norfolk Association of Local Council’s and were advised to notify the Clerk if they wished to book any attendances. Cllr Smith PROPOSED approving the payment of £300.00 + vat for the six Councillors who attended the recent training on ‘Being a Councillor’; Cllr Poberefsky seconded. IT WAS AGREED. (E) RENEWAL OF SOCIETY OF LOCAL CLERKS COUNCIL: Cllr Cox PROPOSED renewing the membership to the SLCC at a cost of £10.00; Cllr Smith seconded. IT WAS AGREED. (F) RECEIVING REPORT FROM INTERNAL AUDITOR – TONY LARNER LTD – FOR THE REVIEW UP TO 31 ST MARCH, 2017: The Clerk reported the Internal Auditor - T Larner Ltd – has confirmed completion of the internal audit for the period up to 31st March, 2017, and that the Council’s accounting records and systems of financial control remain adequate and are operating effectively. (G) CHANGES TO VARIABLE INTEREST RATES 1 ST MAY 2017 TO NATIONAL SAVINGS INVESTMENT ACCOUNT TO 0.75%: Members were made aware of the drop in interest rates. The Clerk reported that investigations are under way to seek advice on availability of alternative savings accounts. (H) REVIEW OF FINANCIAL RISK MANAGEMENT REPORT: The Finance Officer’s had met to review the Financial Risk Management Report. Cllr Cox reported the only amendment was to alter the date and to review STC’s furniture and effects and so PROPOSED adopting the Financial Risk Management Report for 2017; Cllr De La Salle seconded. IT WAS AGREED. (I) QUOTATIONS FROM VALUATION CONSULTANTS RELATING TO TOWN HALL FURNITURE AND EFFECTS: The Clerk proceeded to relay the quotations as follows: Keys Auctioneers Ltd - £100.00 per hour + vat Bonhams of Norwich - £500 + vat for full valuation Cllr Ashcroft PROPOSED accepting the figure from Bonhams of Norwich at a fixed fee of £500.00 + vat; to come from Legal and

3 Valuation fees EMR in the budget; Cllr Smith seconded. IT WAS AGREED. Cllr Farley abstained. (J) COMPLETION AND SIGNATURE OF THE MAZARS ANNUAL RETURN FOR THE YEAR ENDING 31 ST MARCH 2017 AND TO REPORT ON DATES FOR ELECTORS RIGHTS FOR ANNUAL RETURN – 3 RD JULY 2017 TO 11 TH AUGUST, 2017: Cllr Cox talked Members through Section 2 of the Annual Return statement confirming agreement and after which he PROPOSED approving the completion of the Annual Return; Cllr McGinn seconded. IT WAS AGREED. Cllr Cox PROPOSED the relevant sections are signed by The Mayor and The Clerk on behalf of STC; Cllr McGinn seconded. IT WAS AGREED. (K) APPROVE AND SIGN THE BALANCE SHEET FOR 2016/2017: Cllr Cox PROPOSED The Mayor and The Clerk sign the balance sheet for 2016/2017; seconded by Cllr McGinn. IT WAS AGREED. (L) TO SIGN OFF THE RECEIPTS AND PAYMENTS BOOK FOR THE YEAR ENDING 31 ST MARCH, 2017: Cllr Cox PROPOSED The Mayor and The Clerk sign off the receipts and payment book for year ending 31st March, 2017; Cllr McGinn seconded. IT WAS AGREED. Cllr Cox asked for a vote of Thanks to be recorded in the Minutes on behalf of the Deputy Clerk for successfully completing the End of Year Accounts. (M) RECEIVING TENDERS FOR SETTING UP THE PROPOSED NEW STC WEBSITE: Cllr Farley requested that due to complications which have arisen to defer this item to the July Full Council meeting for an update only. IT WAS AGREED. (N) REQUEST FOR A CONTRIBUTION TOWARDS LEGAL COSTS FROM NNDC RELATING TO THE STATION ROAD PUTTING GREEN LICENCE – MIN 10401 REFERS: Cllr Ashcroft PROPOSED approving a contribution of £100.00 to NNDC towards legal fees for the renewal of the Station Road Putting Green Lease with funds to come from Legal and Valuations fees EMR in the budget; Cllr Ward seconded. IT WAS AGREED. Cllr Burns PROPOSED the Licence between STC and the Tenant of the Putting Green is amended accordingly to line up with the amendments in the NNDC’s Lease; the Deputy Mayor seconded. IT WAS AGREED. (O) GRANT APPLICATIONS: (i) SHERINGHAM DEMENTIA FRIENDLY COMMUNITY – ENC: Cllr Ashcroft PROPOSED awarding a grant of £200.00 from S137 to the Sheringham Dementia Friendly Community; Cllr Poberefsky seconded. Cllr Farley asked for an amendment and PROPOSED deferring this request until the STC grant application form has been completed; Cllr Burns seconded. The substantive proposition was CARRIED. (ii) PLAYING FOR CAKE, COMMUNITY INTEREST COMPANY: Cllr Ashcroft PROPOSED grant an award in the sum of £200.00 from S137 to the Playing for Cake Community Interest Company; Cllr Farley seconded. IT WAS AGREED. Sheringham Town Council 6th June 2017

(iii) NORFOLK FAMILY MEDIATION: Cllr Smith PROPOSED with reluctance STC regretfully declines the grant request; Cllr Ashcroft seconded. IT WAS AGREED.

10418. RESOLUTION TO ADJOURN THE MEETING FOR UP TO 15 MINUTES FOR MEMBERS OF THE PUBLIC TO SPEAK ON MATTERS RELATING TO BUSINESS BEING TRANSACTED AT THIS MEETING: There were none on this occasion. 10419. APPOINTMENTS OF CLLRS POBEREFSKY, WORBOYS AND CRASKE TO COMMITTEE MEMBERSHIP, OUTSIDE REPRESENTATIVES AND WORKING PARTY GROUPS: Cllr Smith PROPOSED Cllr Worboys remains serving on his previous Committee Memberships, special responsibilities as a Finance Officer and all previous Working Party appointments; the Deputy Mayor seconded. IT WAS AGREED. Cllr Smith PROPOSED Cllr Craske remains on her previous Committee Memberships, Working Party and as STC’s Carnival Representative; Cllr Worboys seconded. IT WAS AGREED. Cllr Poberefsky requested appointments to the Planning, General Purposes and Development and Employment Committees. He was informed all STC Members are appointed to the General Purposes & Development Committee. Cllr Ashcroft volunteered to step down from the Planning Committee and for the vacancy to be filled by Cllr Poberefsky. Cllr Burns PROPOSED Cllr Poberefsky is appointed to the Planning Committee Membership; Cllr Smith seconded IT WAS AGREED. Cllr Worboys PROPOSED Cllr Poberefsky is appointed to the Employment Committee Membership; the Deputy Mayor seconded. IT WAS AGREED. 10420. REQUEST FROM CLLR WITHINGTON TO BE APPOINTED AS AN STC OUTSIDE REPRESENTATIVE ON THE SHERINGHAM DEMENTIA FRIENDLY COMMUNITY: IT WAS AGREED to defer this item until the financial aspects have been discussed. 10421. APPLICATION FORMS APPLYING FOR YOUTH TRUST DEED: IT WAS AGREED this item will be referred to the Community Centre Committee as previously agreed. 10422. ANY UPDATES ON THE COASTAL COMMUNITY TEAM FUNDING BID: Cllr Ashcroft gave a brief update following the last meeting held on 30th May, 2017. At present no bid has gone forward. £10,000 has been ear marked for Sheringham to utilise. Mr R Young at NNDC took Chairmanship of the group. It appears they may be looking at larger projects i.e. an aquarium at The Mo Museum where it was generally felt it could cost in the region of £10,000 to get expert advice on a bid to put forward. Also the group approached the High School for ideas i.e. an Angel of the North statue situated at Beeston Hill in memory of lifeboat men. She explained the town centre broadband had been withdrawn but is now being reconsidered.

5 10423. EXPIRY OF THE THREE YEAR LICENCE BETWEEN SHERINGHAM CARNIVAL ASSOCIATION AND SHERINGHAM TOWN COUNCIL RELATING TO CARNIVAL STORAGE AT CEMETERY CAR PARK AND RECEIVING LETTER OF REQUEST FROM SHERINGHAM CARNIVAL ASSOCIATION TO INSTALL SECURITY GATE – ENC: The Mayor PROPOSED deferring this item to the next Allotment, Cemetery and Commons Committee meeting on 13th June, 2017, after a site inspection has taken place. IT WAS AGREED. 10424. UPDATE ON SHERINGHAM SPORTS ASSOCIATON LEASE: The Clerk reported she had contact The Chairman of the Sports Association to enquire if the SA would be agreeable to a 7 year lease term to avoid land registry costs. The SA Chairman explained they would like to exercise their rights to renew the lease for a term of 21 years to maximise security of the lease due to the significant amount of money they have spent on disabled ramps, platforms, rails and the large veranda at the front of the building. The Clerk also reported she had relayed this information to STC’s Solicitors who will continue to proceed with registering the land and to complete the draft lease. After discussion, Cllr Burns PROPOSED deferring this item to the next General Purposes and Development Cttee meeting on 20th June, 2017; Cllr Ward seconded. IT WAS AGREED. 10425. EXPIRY OF LEASE BETWEEN SHERINGHAM AND DISTRICT SOCIETY AND SHERINGHAM TOWN COUNCIL RELATING TO LAND AND BUILDINGS AT THE FISHERMENS HERITAGE MUSEUM, WEST GANGWAY, WEST CLIFF: This item was deferred to the next meeting due to complications on the description of the buildings concerned. 10426. UPDATE FROM SINCALIR DALBY LTD RELATING TO TELECOMMUNICATIONS MAST AT SHERINGHAM WOOD: The Clerk reported further on the last discussions held at the 4 th April, 2017, Full Council meeting where the Heads of Terms were on the Agenda. The Clerk was previously instructed to contact Sinclair Dalby Ltd to enquire if they would be agreeable to a 50/50 share in the rental between STC and the Woodland Trust and for the legal fees to be paid in full by Sinclair Dalby Ltd on behalf of STC and WT. Subsequent to this meeting the Planning Application was withdrawn subject to additional information required by NNDC, although Sinclair Dalby Ltd has confirmed they will be re-submitting the planning application. In order to progress matters the Clerk re-approached Sinclair Dalby Ltd to enquire if any decisions had been discussed in relation to STC’s enquiries. She was informed that the 50/50 split of any agreed rental has been noted but with regards to legal costs, these would not be payable by Sinclair Dalby Ltd but by the Client/Solicitor, but they can look at making a contribution after they have discussed the matter with their Client.

10427. REQUEST FROM UK POWER NETWORKS TO INSTALL ELECTRICAL CONNECTION FOR TELECOMMUNICATIONS MAST Sheringham Town Council 6th June 2017

AT SHERINGHAM WOOD – ENC: IT WAS AGREED to defer the request from UK Power Networks to install electrical connections at Sheringham Wood in preparation for the proposed telecommunications mast until the Planning Application has been resubmitted and permission has been granted. Cllr Cox PROPOSED taking Item 22 in Standing Order 1C, due to the sensitive nature of business being transacted at the meeting; Cllr Burns seconded. IT WAS AGREED. 10428. STAFF MATTERS: (i) PENSION ENQUIRY FROM NEW GARDENER/HANDYMAN: IT WAS AGREED to offer the new Gardener/Handyman membership to the Norfolk Pension Fund. (ii) LETTER OF REQUEST FROM CARETAKER CLEANER: Cllr Smith PROPOSED a meeting is arranged with the Caretaker/Cleaner and the Chair of the Employment Committee to discuss his request for a Salary Review. The Chair to then consider and review (if necessary/appropriate with the Employment Committee) and submit a report, with recommendations if appropriate, back to the full Council meeting; Cllr Ashcroft seconded. IT WAS AGREED. (iii) APPOINTMENT OF NEW CARETAKER/CLEANER AND AGREE CONTRACT OF EMPLOYMENT: Cllr Cox PROPOSED the official appointment of the new Caretaker/Cleaner; Cllr McGinn seconded. IT WAS AGREED. Cllr Smith PROPOSED altering item 10 on the Contract of Employment to delete ‘one week’s notice’ to ‘one month’s notice’; Cllr McGinn seconded. IT WAS AGREED. Cllr Cox PROPOSED coming out of Standing Order 1C; Cllr Smith seconded. IT WAS AGREED. 10429. CLERKS REPORT: The following documentation is available in the office: Coastal Partnership East – Spring Newsletter 2017 Nalc Newsletters for 10th, 17th and 30th May 2017 Messages from Mark Webster, Projects Officer, The Conservation Volunteers In Norfolk Sheringham Chamber of Trade – Minutes of the AGM on 11th May 2017 Sheringham Carnival Association Newsletter May 2017 Sheringham Carnival Association Minutes of the Meeting held on 3rd May 2017 Notice from Poores and Ploughlet Charity change of venue from Town Hall Thank You letter from Norfolk Accident Rescue Service for recent grant award from Sheringham Town Council Thank You letter from The Sheringham and District Society for Financial Contribution for Repairs at the Fishermen’s Heritage Centre Thank You letter for recent grant award from STC to the Sheringham and Otterndorf Twinning Association.

10430. DATE OF NEXT MEETING: 4th July 2017

The meeting closed at 10.08pm.