Minutes May 2009 Annual Meetings
Present: G Ashby (Chairman), D Burgis, R Townsin, A Long, B Wyvill, M Hoad
and: A Green (District Councillor), and approx eight members of the public.
Annual Meeting of the Parish Council on Monday, 11 May 2009, following the Annual Parish Meeting at 7.30 p.m. in the Village Hall
Annual Parish Meeting
MINUTES
1) No apologies for absence
2) Minutes of last meeting were approved and signed as a true record.
3) Any matters which the public wish to raise or discuss. No one wished to raise any matters at this meeting.
Meeting closed 7.40 pm
Signed______________________________ Date…………..
Chairman
Annual Meeting of the Parish Council
MINUTES
1. Election of Chairman
G Ashby was elected as Chairman
Proposed by BW Seconded by RT Agreed by all
i. She completed and signed the acceptance of office
GA was thanked for taking on this role again and for doing such sterling work in the previous year.
2. Election of Vice Chair
D Burgis was elected as Vice-Chair
Proposed by BW Seconded by AL Agreed by all
3. It was noted that C Cole has resigned from the Parish Council. A vote of thanks was given for her participation and support in the previous years.
The Clerk explained that this meant that the Council had a Casual Vacancy which would be advertised shortly. If anyone is interested in becoming a member of the Parish Council s/he should contact the Clerk. It was agreed that a public event to explain the role and responsibilities of a Councillors should be arranged for an evening towards the end of June. BW is happy to organise this event. The Clerk will see if support can be provided from NNDC.
4. Allocation of responsibilities
i. Annual risk assessment of structures (notice board, village sign, bus shelter)
M Hoad will continue. She submitted a checklist earlier in the year: everything was in order.
ii. Annual financial risk assessment and internal audit.
A Long will take on this role.
5. Reminder to all Councillors to complete a new Register of Interest form if there have been any changes in circumstances in the past year.
6. No apologies.
7. Declarations of interest by the Councillors in any of the agenda items listed below. The Code of Conduct for Members requires that declarations include the nature of the interest and whether it is a personal or prejudicial interest. In the case of a personal interest, the member may speak and vote. If it is a prejudicial interest, the member should withdraw from the meeting whilst the matter is discussed and may not vote.
8. Minutes of the previous Meeting were approved following an amendment to item 11 (Fakenham Area Trust not Wensum) and signed as a true record.
9. Annual Report (attached)
10. Matters arising: Progress on items from previous meetings for information or reminders only. Items not on this agenda requiring decisions will be placed on the agenda for the next meeting.
i. Lighting policy at Fakenham. Michael Coates (Mayor of Town Council) has said that lighting is in the hands of Highways.
ii. NCC are not part of the project P3 (Parish Paths Partnership). NRCC might be able to help.
iii. BW is arranging a joint coffee morning with the Village Hall Committee
iv. AL reported Kettlestone Village News is willing to include project updates from the Environment Agency.
11. The meeting was temporarily closed for Parishioners to express any concerns they may have and for County and District Councillors to report.
District Councillor's annual report:
• Planning Committee has been working on the Local Development Framework: Core Strategy (adopted), Site Specific Proposals (public consultation from 15 June for 6 weeks) Coastal Project (trying to get support from Central Government).
• LDF states that development in Kettlestone will only be through the rural housing exception scheme.
• It is hoped that by September it will be agreed that Barn Conversions will be allowed for full residential use.
• The rise in Council Tax is largely the result of the reduction in government funding.
A Green confirmed that the new housing in Fakenham would not be ready until 2010 as other facilities also need to be built such as a new school.
T Brown noted that he had removed the seat by the pond because it had collapsed.
T Brown offered to repaint the notice board. The Parish Council gave its permission.
The Chairman thanked Mr Brown for the work that he has done over the years for the Parish.
There was a question about the Surveyor's Allotment. R Townsin explained that he was meeting with Geoff Fletcher to walk the site and establish what needs to be done. This will be the first step to setting up a project plan, applying for grants etc. it is hoped that the site will one day be available as an amenity for people to enjoy nature. It might be fenced to allow animal grazing on a wild meadow, a pond could be developed, a grass path could be maintained for walkers and a seat for contemplation. T Brown offered to make and donate seats for the area.
Clerk to inform Highways of the following:
• Overgrown leylandii hedge at junction of A148 and Little Snoring Road
• Old Rectory hedge has been trimmed but the hedge and bank are still encroaching on the road. (Clerk to meet Highways rep on site)
• Slow sign painted the wrong side of the road and upside down at Langor Bridge hill
• Cow parsley etc obscuring visibility at cross roads on road to Langor Bridge
• Footpath sign at top of Holbrigg Lane is missing. Clerk to request that a sign is erected so that walkers know that the path to Croxton crosses the field.
• Concern that new frontage to housing association properties is out of keeping with the rest of the village. Clerk to contact VHT to request that the front wall of the second property is not removed and that the wide expanse of the first one is improved by a fence, wall or hedge.
12. Planning to consider planning applications and any other planning matters:
i. FYI: permission for development: Manor Farm change of use of redundant barns to four residential dwellings ref: 20080596
13. Highways and footpaths:
i. Easy access raised kerb and textured paving at bus stops on A1067 (NCC). Agreed
ii. Progress on Langor Bridge footpath (RT) Waiting for S Price (NCC) to meet with a contractor to see the way forward.
14. Parish Plan Actions
i. 2009 contact sheet will be sent out.
ii. Litter pick: Wed 3 June 7pm at the village hall for approx 1 ½ hours. (Flyer to be sent out)
iii. Village Pond. Clerk to write to Mr Harrison explaining that the pond is an important aspect of the village and to inquire if he has any plans for this area. Perhaps a meeting could be arranged with Councillors to discuss the possibility of restoring it to an open pond, in order to encourage wildlife and as a visual amenity at the entrance to the village.
15. Projects
i. Landscape Character Assessment - preliminary ideas (RT)
RT (with help from CPRE) to arrange a public meeting as an initial step for a community project.
ii. Training (BW) (report attached). BW, MH and GA to meet to develop a plan for implementation.
16. Financial business to consider payment of invoices and other financial business
i. To agree on the Internal Auditor: Celia Lee.
ii. Approve and sign accounts and audit forms.
GA recommended that the Council sign the accounts as she had previously checked them. The Clerk read out governance statement for the audit and the Council agreed that all the answers should be 'yes'.
Proposed by DB Seconded by RT Agreed by all
iii. To sign standing order form to update payment for Clerk's salary.
Proposed by BW Seconded by RT Agreed by all
iv. Parish Plan Accounts were submitted. It was agreed that the balance of £27.34 should remain in the No 2 account for future projects.
v. To consider insurance options
Insurance quotes were considered from Allianz (AON) and CAME (Norwich Union). It was agreed to keep the current insurers (Allianz) but ask them to match the quote from CAME and include an extended year guarantee.
vi. It was agreed to pay the following invoices
Clerk salary SO April 109.67
Clerk salary SO May 114.80
Clerk salary (increase to SCP 18 £8.831 per hr) and expenses 32.28
Celia Lee (Internal Audit) 30.00
CPRE annual subs 29.00
total £ 315.75
Allianz Insurance 314.35
£ 991.50
Balance as at 29 April 09:
in current account £ 815.17
in savings account £1867.46
vii. Transfer £1000 to cover payments
17. To note correspondence from:
i. Kettlestone Charities: accounts submitted
ii. Thank you letter received from PCC: the donation will go towards the new carpet
iii. Thank you letter from Norfolk Accident Rescue
iv. Photo competition NRCC
v. Training dates for June are available
18. Any other business for placing on the agenda for the next Meeting
i. Sarita Presland from NorfALC to talk about the pros and cons of Quality Councils
19. To confirm dates & time of next meeting as 7.30 for 7.45 p.m. on Tuesday 21 July