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Minutes of the Mellis Annual Parish Meeting

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Minutes of the Mellis Annual Parish Meeting Minutes of the Mellis Annual Parish Meeting held Thursday 6 April 2017, 7pm Mellis Memorial Hall PRESENT: Parish Councillors: Cllr Simon Cairns (Chairman), Cllr Hilary Butler (Parish Clerk), Cllr C Winmill, Cllr M Winmill, Cllr G Ross, and Cllr R Warboys. Cllr Jessica Fleming (Suffolk CC Hartismere Div); Four members of the public. 1. To receive apologies: Apologies for absence were received from Cllr Diana Kearsley (MSDC Gislingham Ward); PC Stefan Henrickson (Stowmarket SNT); Cllr Paul Sullivan (Mellis PC). 2. To approve the Minutes of the Annual Parish Meeting 12 May 2016: Agreed by the meeting as an accurate record and signed by the Chairman. 3. To receive the Mellis Parish Council Annual Report. Cllr Simon Cairns. See Report 01/17 appended. 4. To receive Mellis Parish Council Financial Statement for Year Ending 31 March 2017: Cllr Hilary Butler. Account Balance as at 31 March 2017 (unapproved) reported at £16387.85 includes £9,900 in Earmarked funds and Reserves, It also includes monies allocated (approx. £7000) to the repair of the car park and access track at the Memorial Hall. The increase in funds carried forward over previous years is mainly due to the salaried post of Parish Clerk remaining vacant and the duties being fulfilled by a Councillor on an unremunerated basis. 5. County Councillor’s Report: Cllr Jessica Fleming. See Report 02/17 appended. 6. District Councillor’s Report: Cllr Diana Kearsley. In Cllr Kearsley’s absence the report was tabled. See Report 03/17 appended. 7. To receive community policing report: No report submitted. 8. Reports from Parish organisations and residents’ question time: Mellis PCC – Betty Wells, Church Warden see report 04/17 appended. Mellis Memorial Hall – Penny Bullock. Noted that the Hall is being well used by a variety of clubs and organisations with a number of private hires as well. Concerns were raised by three residents about the condition of the ditch line on Mellis Common adjacent to the Public Right of Way known locally as The Carnser (FP1 Mellis). The growth of goat willow in the ditch is hindering access on the footpath and is also beginning to impede the free flow of water in the ditch. 9. Any other business: There being no other matters arising the Chairman closed the meeting at 7.40pm Signed …………………………………………………… Dated …………………………………………. Page 1 of 7 Mellis Parish Council - Chairman’s Report Report 01/17 Summary for the Year Ending 31 March 2017 The Chairman would like to thank all of the Council Members for their diligence over the year and for their participation in related matters across the County. In particular, Cllr Hilary Butler acting clerk and Deputy Chair deserves particular mention for her tireless dedication to the community of Mellis and her exceptional commitment to her voluntary acting role of Parish Clerk in which she has reformed the Councils policies and sought grant funding for projects to enhance the village. The key matters arising throughout 2016/2017 were: Network Rail – Anglia Level Crossing Reduction Strategy. The Parish Council (PC) received the first round of public consultation in June 2016 with 4 crossings originally affected; namely: Cowpasture Lane, Rectory Rd, Beecrofts & Abbotts, written representations were submitted in June 2016. A second round of public consultation events were hosted by Network Rail (NR) in September 2016 with further discussions between the PC and NR being held in early December. Final proposals were then submitted to the Secretary of State for Transport with the Transport Works Act Order (TWAO) being deposited on 24 March 2017. In Jan 2017 Network Rail confirmed that S19 Rectory Rd and S20 Beecrofts crossings had been removed from the project. The TWAO if consented will see Cowpasture Lane downgraded from a Byway (Restricted) to a Bridleway and the Abbotts foot crossing closed. Planning Application Consultations Up to end of March 2017 some 24 Planning notifications were received by the Parish. These were mainly in relation to works on trees in the Conservation Area. The largest development proposal being 10 houses adjacent to Bullocks Farm. In addition, applications were received concerning: Yaxley Manor, Home Farm, Acorn Cottage, Old Court, Mellis Lodge, Falcon House, 100 West End, The Limes, Pyecote, Whitehouse Farm, and The Old Court. The PC submitted their observations to the District as the determining planning authority. Queens 90th Birthday Celebrations generously organised by the Memorial Hall Management Committee were supported financially by the PC and included a street party with Commemorative medals given to village children. Drainage issues in the parish – Complaints were received from local residents regarding the discharge of foul water into ditches around the common and blocked water courses. Mellis PC has worked with Suffolk CC & Network Rail to resolve and raise awareness of issues. Dam Lane – More damage from 4x4s and other vehicles is occurring despite Suffolk CC RESTRAINT NOTICES. Most recently a load space canopy from a pick up style truck was found abandoned in the lane. County Highways are apparently co-ordinating a strategic countywide response to the problem. Repairs to Car Park & Access Track – quotes were obtained for the repair of the car park and access track in the summer of 2016 when it was noted that the Ecoblock surfacing was deteriorating badly in certain areas and that large potholes had formed in the access track. These repairs will be at a significant cost (£7,000+) to the Parish, grant funding is not readily available for repair works. Funds have been allocated and works will be undertaken when Page 2 of 7 building work on an adjoining plot (Whitehouse Farm) have been completed. In the meantime, temporary repairs have been effected to cover the interim at minimal cost. Pond clearance works Mellis Common – This project was funded through Eye Airfield Turbine s106 agreement (developer’s contributions) and the clearance works were completed in autumn 2016 in co-operation with Suffolk Wildlife Trust. The funds secured are now spent but further works are being investigated on the western common. Mellis Conservation Area Appraisal – Cllr Warboys is keen to extend the MSDC Conservation Area through a new character appraisal. Anyone interested in helping with this project is asked to contact Cllr Rowland Warboys. Budget for 2017/18 set in January 2017. A Precept request of £6,500 was made to the District Council, which represents an increase of £200 over 2016/17. This equates to a 3% increase – just under £0.98 per annum (2p per week)+/- depending on Council Tax Band per household (205 properties in the Parish). This above inflation rise has been made necessary by the allocation of funds for essential works needed to the car park and access track. Post of Clerk to the Council: Cllr Hilary Butler has voluntarily staffed this normally salaried role and saved the parish approaching £2500, which she has indicated her wish to see donated to village projects. We all owe her a huge debt of gratitude for her tireless efforts on behalf of the village. The post remains vacant and anyone interested in training to become a parish clerk should contact the Chairman, Cllr Simon Cairns, or Cllr Hilary Butler. This is a salaried position with an allowance for home working. Lap top, printer etc. all provided. Mellis PC Website: Thanks to Cllr Butler’s hard work the Suffolk Association of Local Councils awarded Mellis the best website award for the small council category with a £100 award. The Council has agreed that these monies will be used towards the purchase of some new trestle tables for the Memorial Hall. Consultations received in the year included: Devolution Proposals for Suffolk/Norfolk and Cambridgeshire, Suffolk County Council’s Minerals and Waste Local Plan Review, Department for Transport Road Investment Strategy Round 2, SCC Countryside Access Consultation 2016- 2026, Suffolk Flood Risk Management Strategy- Protecting vulnerable communities and the Housing White Paper. Complaints received: in addition to the drainage issues mentioned above complaints made by local residents included speeding issues on Mellis/Yaxley Road, on-street parking outside Mellis Primary School, Network Rail’s alleged litter offences, potentially dangerous trees on Mellis Common, and the condition of public rights of way, Cowpasture Lane and The Carnser. During the next year the PC will be investigating the provision of a Vehicle Activated Sign for use on the C568 Mellis Ash and Yaxley Road and “Respect” parking zones outside the school. Internal policy reviews by the PC: Included Annual Review of Risk Assessment & Internal Controls Policy and Protocol for Public Participation at Council Meetings. Simon Cairns Page 3 of 7 Report 02/17 Annual Report 2016/ 2017 By County Councillor Jessica Fleming, Hartismere Division, Suffolk [email protected] Tel: 07714-597980 Twitter: @jesstfleming Firstly - thank you for your support and participation over the past year, Mellis is fortunate to have an active community that takes a keen interest in its wellbeing. A year ago we were looking at the prospect of devolution to a mayor and combined authority. Now local authorities are reinventing themselves to manage changes in local service funding and devolution. Waveney and Suffolk Coastal will merge in 2019 to form East Suffolk Council and Mid Suffolk and Babergh are increasingly working together, they will both join the County at Endeavour House later in 2017. For highways, considerable investment has been made on road resurfacing over the past year. Speeding and heavy vehicles remain of concern, Vehicle Activated Signs are planned on the Mellis Road leading to Yaxley and I have authorised funds for an initial feasibility study on continuous footway linking Mellis Primary School with Yaxley but not at this time west into Mellis (though new housing may alter this).
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