5 REYDON PARISH COUNCIL MINUTES Date of Meeting 21st May 2015 Present Cllrs Remblance, Bailey, Stone, McElarney, Drake, O’Hear, Mrs Cyprien, Mrs Hocken, Mrs Hunt and Miss Clark. In Attendance Clerk - Jean Brown, PCSO Haden, C Cllr Ladd, D Cllr Allen and 1 member of the public. 1 Opening - The meeting was declared open at 7.30pm 2 TO ELECT A CHAIRMAN Cllrs Remblance and Cyprien were nominated as Chair, there were 7 votes to 2 in favour of Cllr Remblance he then signed the Declaration of Office. 3 TO ELECT A VICE CHAIRMAN Cllrs Cyprien and Hunt were nominated, there were 6 votes to 2 in favour of Cllr Cyprien. PUBLIC FORUM – Police Report – Delivered by PCSO Haden, attached. Cllr Drake asked how much of a problem computer crime is becoming in the area. PCSO Haden said that this type of crime is dealt with by the Fraud Unit in London and Suffolk Police get a brief summary after about 6 months, but that he believed the level is lower here than the national average. Despite the cuts to the Police budget the area will retain the same amount of PCSOs until April/May 2016. There have been several complaints regarding parking in Covert Road and Suffolk County Council Highways Dept are to assess the situation. C Cllr Ladd’s Report – SCC has elected a new Leader – Mr Colin Noble who will be visiting Southwold and Reydon to meet with both Councils. C Cllr Ladd has spoken to a Highways Dept engineer about Covert Rd, who felt that putting in yellow lines may just move the problem elsewhere and if there are any objections it will mean a long, expensive inquiry and may not go ahead. He has been involved in negotiating the deal so that the Playing Field Charity has a freehold lease on the playing field the lease will include a covenant that will state the land can only be used as a playing field. D Cllr Allen’s Report – Some of the work has been completed on Jubilee Green, but there has been a legal complication with the handover. The Section 106 officer at WDC is trying to get a more informal agreement made which will make it cheaper but is going to take more time. Cllr Allen is to obtain a copy of the original agreement made with Hopkins Homes. There is to be an informal drop in with Housing Officers on June 13th at the Millenium Hall from 10.00 until 13.00, there will be tea, coffee and biscuits. The resident of 1 Angus Terrace contacted WDC regarding the possibility of having disabled parking access either behind or at the side of the property. The Blyth Estuary Group has reported that it will cost £25,000 to repair the wall between the bailey bridge and the ferry the footpath will be closed during this work. The wall will be raised to 2.8m high and 1.5m across the top. Engineers are in talks with the landowners with a view to putting in a sluice in Tinkers Marsh approximately 200m west of the bailey bridge. Cllr Drake asked if there was any provision for expansion of the hen reed beds on the Reydon side of the bridge. 4 Receipt and Acceptance of Apologies for Absence – Cllr Humphrey, other commitment. 5 Declarations of Interest in any item on the agenda – Item 23 ii) Cllrs Remblance and McElarney 6 i) Minutes of the Parish Council Meeting held on 23rd April 2015 These minutes have been circulated, and it was proposed by Cllr Bailey to formally approve them aif. The minutes were signed by the Chair. ii) Minutes of the Annual Parish Meeting held on 30th April 2015 These minutes have been circulated, and it was proposed by Cllr Bailey to formally approve them aif. The minutes were signed by the Chair. 6 7 Matters Arising from the Minutes – Cllr Stone confirmed there is 1 rotten and 1 loose post in the car park of the Recreation Ground. The Clerk is to ask Mr Boggis to repair them. Regarding the report of an overflowing bin in the vicinity of the Circus and the dog mess left in the area, it has been discovered that if the PC has one more bin the price for emptying them will go up considerably, the Clerk is to ask Mrs Skinner if she will make a laminated sign for the black bin saying ‘This bin can be used for Doggy Bags’. 8 Statutory Business – a) To review Financial Standing Orders 2014 – Found satisfactory, proposed Cllr Bailey aif b) To review Internal Control - Found satisfactory, proposed Cllr Bailey aif c) To Nominate 2 trustees to The Reydon Trust, it was proposed by Cllr Remblance that the present trustees, Mr A Ginn and Mrs S Moorer continue in their roles, aif. The Clerk will inform the Trust of the PC’s decision. 9 APPOINTMENTS TO STATUTORY BODIES AND REPRESENTATIVES i) Village Hall Committee – Cllr Clarke ii) Southwold & Reydon Sports Development Council – Cllr Remblance iii) Community Education Youth Club – Cllr Remblance iv) Reydon Estates Charity – Cllr Stone v) SALC - Pending vi) Blyth Estuary Group – Cllr O’Hear vii) Community Emergency Group – Cllrs McElarney & Bailey viii) Employment Group – Cllr Remblance, Cllr Humphrey 10 TO CONSIDER ANNUAL SUBSCRIPTIONS- SALC and CAS, proposed Cllr Bailey aif 11 TO APPOINT COMMITTEES AND SUB-COMMITTEES - 12 IF APPROPRIATE TO ELECT A CHAIRMAN OF THE PLANNING COMMITTEE – Cllr Bailey 13 IF APPROPRIATE TO ELECT A VICE CHAIRMAN OF THE PLANNING COMMITTEE – Cllr Stone, committee members will be on a rolling basis as in previous years 14 IF APPROPRIATE CHANGE BANK SIGNATORIES n/a 15 TO INSPECT THE DEEDS IN THE CUSTODY OF THE COUNCIL – They are held by Norton Peskett Solicitors. 16 Clerk’s Report – G Graham has returned to work and has reported some large pieces of car bumpers littering the edges of Halesworth Rd. The Clerk has asked her to report anything too large for her to clear away. Cllr O’Hear asked if the PC had an HR policy in place, it does. The overgrown footpaths from Lowestoft Rd and Might’s Bridge to Easton Bavants have been reported and SCC ROW Dept said they would be cleared by 8th May 2015. The mattress and vehicles beside the footpath at the end of Three Marsh Lane has been removed. A quote from AON for insurance has been received this and the current schedule and price, which is due for renewal in September are to be circulated. It was reported that the footpath that runs beside Reydon Grove now has a ‘private road’ sign, SCC ROW Dept are to investigate. The Community Payback organiser has been in contact asking if the PC would like the men to do another tidy up of weeds starting on 30th May. It was proposed by Cllr McElarney that they do aif. The Clerk reminded everybody that they needed to fill in and post their election expenses forms, even if they were not claiming any. 17 Business Remaining From Previous Meeting a) Village Plan – Cllr Cyprien and Mrs M Beckett met with the Head Teacher and Head of Governors of St Felix School to discuss wider public use of their swimming pool. Cllr Cyprien felt that it was both enlightening and constructive, they were given a copy of the pool timetable, the pool is used a lot mainly for clubs and serious/competitive swimmers and does not currently have a time for individual leisure swimmers. There is a possible gap for 3 or 4 hours on a Saturday afternoon which was offered some years ago but was withdrawn due to lack of uptake. The Swimming Club can contact Sue Purchase, Director of Swimming to discuss the possibility of resurrecting this. The school hire out their chapel, theatre, 7 sports hall and fitness centre to groups, and are happy for this fact to be advertised provided they agree with the content. b) Quiet Lanes - Cllr Drake and 2 nearby residents are to meet with Mr Winship on the 4th June 2015 c) VAS signs – No progress as PC are still waiting for the posts. d) Grass cutting Recreation Ground has now started. e) Live/Work Units – No report f) Parking restrictions, Nightingale Avenue – See C Cllr Ladd’s report 18 FINANCE a) To receive and sign Annual Financial Report i) To receive Bank Reconciliation year ending 31st March 2015 iii) To received Fixed Asset Register 31st March 2015 iv) To receive Budget to Actual 31st March 2015 v) To receive Risk Assessment (Financial) 31st March 2015 vi) To receive Significant Variances 31st March 2015 vii) To receive Statement of Accounts 31st March 2015 viii) Paye and end of year details Cllr Bailey proposed that these figures were accepted, seconded Cllr Drake aif. The Chairman and RFO signed the Annual Return b) Accounts awaiting payment Clerk’s salary and expenses £440.38 PAYE April & May 2015 £3.40 Ian Bradbury 6 padlock keys for water at allotments £20.00 SALC Internal Audit £222.00 G Graham litter picking £70.00 Community Payback – Groundworks £75.00 D Price – Noticeboard £887.00 Total 7 cheques £1717.78 Cllr Drake proposed these accounts are to be paid aif c) Annual Donations – Last year’s amounts i) Christmas Lights £300 ii) Voluntary Help Centre £200 iii) E.A. Air Ambulance. £100 iv) Community First Responders. £200 v) Churchyard Appeal £200 vi) The Loft £100 vii) Sole Bay Carers 0 After some discussion it was proposed by Cllr Bailey that no more donations will be given to The Loft aif.