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December 2019 File Uploaded MINUTES OF A YOXFORD PARISH COUNCIL MEETING HELD IN YOXFORD VILLAGE HALL ON THURSDAY 5th DECEMBER 2019 AT 7:00 PM 1. Attendance and Apologies Attendees: Apologies for absence: Cllr. Russell Pearce - Chair Cllr. Stephen Siddall - written and accepted Cllr. Paul Ashton - Vice Chair Cllr. John Sutherell - written and accepted Cllr. Ian Shaw Cllr. Susan Hall - written and accepted Cllr. John Walford Cllr. David Childs - written and accepted Cllr. Ann Lambert District Cllr. Stephen Burroughes In Attendance: County Cllr. Richard Smith Sharon Smith - Clerk/RFO The Council noted the letter of resignation from Cllr. Ebony Woodall-Thomas. ACTION: Clerk to notify the Returning Officer at ESC to initiate the process of filling the vacancy and to write to Cllr. Ebony Woodall-Thomas to thank her for her valued contribution to the Council. 2. Declarations of Pecuniary and Non-Pecuniary Interests and Dispensations None. 3. Public Forum County Cllr. Richard Smith reported that all County Council meetings were postponed until after the general election and he was not permitted to say anything overtly political nor commit to any expenditure from his Locality Budget due to purdah restrictions. ACTION: Clerk to add funding of the ‘Garden of Suffolk’ sign to next month’s agenda. 4. Minutes It was proposed by Cllr. Paul Ashton, seconded by Cllr. John Walford, and agreed that the minutes for the meeting held on 7th November 2019 be signed as a true record. All in favour. 5. Matters Arising a) Cllr. Ian Shaw, referring to item 6b, informed the Council that the Village Hall Christmas Fayre is fully booked but a space has been made available in the foyer to serve mulled wine and hand out information regarding the Neighbourhood Plan. Cllr. Ian Shaw, Cllr. Paul Ashton, Cllr. John Walford to serve with help from Cllr. Russell Pearce. b) The Clerk, referring to item 11, researched the government funding opportunity for reviving pocket parks. Mulberry Park meets the requirements of the scheme however the application process calls for detailed plans with a breakdown of costs and timelines and the project must be community led. The Council agreed that it would not be possible to have this information ready in time for the application deadline of 31 December 2019. c) The Clerk informed the Council that a resident had reported that the defibrillator is still faulty. The Clerk attempted to inspect the defibrillator but could not open the cabinet using the authorisation code. This has been reported by email to the East of England Ambulance Service but no reply has been received yet. ACTION: Clerk to follow up. 6. Councillors’ Meetings and Progress Reports a) Yoxwood - Cllr. Russell Pearce reported that he and Cllr. Stephen Siddall met with members of the 82/2019 Yoxwood Steering Group (‘YSG’) and both parties agreed that a lease, or any other type of legal interest in Yoxwood, was not required. A form of management agreement will be drawn up which will set out the basis on which YSG will run and maintain Yoxwood and report to the Council as freehold owner. Cllr. Pearce also informed the Council that YSG had recently purchased a lawnmower and the Council considered whether this could be used to mow other areas in the parish. The Clerk said a member of YSG had agreed to provide her with a list of other equipment the group had purchased. Following a discussion about how the Council could be better informed about the grants raised by YSG, the equipment and trees bought and any recovery of VAT, the Clerk suggested she offers to become YSG’s Treasurer. It was agreed to raise this idea with Cllr. Stephen Siddall to consider as part of the management agreement with YSG ACTION: Cllr. Stephen Siddall to draft a management agreement. Clerk to add the lawnmower to the asset register and insurance policy. Clerk to add use of lawnmower in the parish to next month’s agenda. b) Village Hall - Cllr. Russell Pearce carried out some repairs and researched gas heaters. c) Cemetery - Cllr. John Walford reported that an application and fee had been received for a memorial headstone. There will also be an interment of ashes later this month. A query was received about the location of an interment of ashes however the plot reference was not added to the Register of Burials book. The previous Clerk advised that the family scattered the ashes in the cemetery and did not inform the Council exactly where. The family has been offered a space in the cemetery to place a memorial headstone if they wish. d) Sizewell - Cllr. John Walford informed the Council that the Sizewell C Community Forum will be held next week where EDF Energy will provide feedback on the stage 4 consultation and take questions from the forum members. Cllr. Walford also reported on the first East Anglian Energy Planning Alliance networking and information evening held last month. There were four speakers: Henry Young (Snape Maltings CEO and Chair of Suffolk Coast Destination Management Organisation), Andy Wood (Adnams CEO), Alison Downes (Co-Chair of Theberton and Eastbridge Action Group on Sizewell) and Michael Mahoney from Friston. Twenty-two town and parish councils and one protest group were represented at the meeting. Members of the Alliance have drafted a letter to be sent to Andrea Leadsom, Secretary of State for Business Energy and Industrial Strategy (BEIS) asking for the immediate suspension of the current DCO applications for the Scottish Power Renewables EA1N and EA2 (including the DCO for EDF Energy proposals at Sizewell C expected in Spring 2020) and to conduct an urgent review of the impacts of all the energy projects currently planned for this area. The letter will be copied to all parliamentary candidates for the area, Suffolk County Council, East Suffolk Council and the East Anglia Daily Times. Cllr. John Walford proposed that the Council add its signature to the letter. Cllr. Paul Ashton seconded. All in favour. It was also agreed that Cllr. John Walford acts as the Council’s representative at the East Anglian Energy Planning Alliance. e) Church - Cllr. John Sutherell reported by email that a successful day of work was carried out by 15 volunteers in the churchyard. The wildflower meadow cuttings were raked, 1,000 bulbs were planted and some overgrown tombs were cleared. The last service conducted by Rev. Christine Redgrave was conducted. She has now retired as the one stipendary clergy in the Benefice. The search for a successor has begun with a view to an appointment being made next year. f) Police - Cllr. John Sutherell reported by email that four crimes were reported in October 2019. There were two crimes in Elmsley Way - anti-social behaviour and a vehicle crime which is under investigation. There was a theft in the High Street which is under investigation and a burglary on Middleton Road which was investigated by no suspect was identified. g) Flagship Homes - it was agreed to send a follow-up letter from the Chairman in January 2020 if a response to the Council’s letter to the CEO has not been received by then. h) Work Party - Cllr. Ian Shaw reported that the tree growing through the mulberry tree in Mulberry Park has been removed. i) Neighbourhood Plan - Cllr. Paul Ashton reported that he attended the Village Hall Management Committee and the Parochial Church Council meetings and briefed them on the scope of the Neighbourhood Plan. Both groups were engaged and interested in becoming involved. A briefing session 83/2019 for residents was also held last week and while it was well attended and there were no objections to the scope it was agreed that there will need to be further engagement with the public. Cllr. Paul Ashton will prepare a leaflet for distribution at the Christmas Fayre. Cllr. Paul Ashton also informed the Council that he had contacted the District Council for information about the housing mix in Yoxford and how it compares with the mix in similar sized parishes in East Suffolk and what mix is sought in the Local Plan. 7. Councillor Vacancy Cllr. Russell Pearce informed the Council that a resident has expressed interest in the vacancy but was unable to attend this month’s meeting. The Clerk said she had asked for the vacancy to be advertised in the Yoxford Yapper. 8. Parish Matters a) The Council agreed to act as Sole Trustee to the Village Hall and to bear the associated legal costs of approximately £5,000. The Clerk informed the Council that Community Infrastructure Levy receipts may be used for legal costs provided the Council is becoming sole trustee in order to secure the future of the Village Hall. Cllr. Paul Ashton proposed that the Council accepts, in principle, the Scope of Work and Fee Proposal provided by Birketts but asked the Clerk to clarify the following two points with Cllr. Stephen Siddall, (1) whether Birketts should be instructed to act on the Council’s behalf before or after the Village Hall’s AGM where the proposal will be presented to village residents for consideration, and (2) whether time allows for one or two more quotes for the legal work to be sought to demonstrate best value. Cllr Ann Lambert advised that Birketts had been selected as they are experts in this field. Cllr. John Walford seconded. All in favour. ACTION: Clerk to raise questions and instruct Birketts if Cllr. Stephen Siddall recommends. b) Following a report from the Clerk, the Council decided not to proceed at this time with installing an electric vehicle charge point in the village as the approximate costs are £3,000 with government grants only available for residential charge points.
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