Minutes of the Parish Council Meeting Held in Lindsey Village Hall

Minutes of the Parish Council Meeting held on Wednesday 8th September 2021 in Lindsey Village Hall, Church Road, Lindsey which commenced at 7.30pm.

The Chair, Mr. Arthey welcomed the following Parish Cllrs. to the meeting – R Corcoran, B Howe, R Howe and A Sturgeon. In attendance was Mrs V Waples, Clerk, District Cllr. Jamieson and latterly County Cllr. Finch.

Opening – the Chair opened the meeting and thanked all for attending. The statement on reporting at meetings of the parish council was taken as read.

1. Apologies of Absence:

Apologies of absence were received from Cllrs. Hainsworth and Moore for personal reasons.
Council consented to accept the apologies given, aif.

2. Declarations of Interest:

There were no declarations of pecuniary or local non-pecuniary interests for the agenda under discussion. There were no declarations of gifts of hospitality received exceeding £25 – Cllr. Arthey declared a pecuniary interest for agenda item 10i. whilst both Cllrs. Arthey and Howe declared local non-pecuniary interests for agenda item 8ii and iv. There were no further declarations received.
There were no requests for dispensations for the agenda under discussion.

3. Minutes of Previous Meetings:

To approve the minutes of the following Parish Council Meetings:
- 14th July 2021 - the meeting agreed that the circulated minutes were a true and accurate record of the meeting that took place and agreed for the Chair to sign the minutes as such, aif.
- 3rd August 2021 - the meeting agreed that the circulated minutes were a true and accurate record of the meeting that took place and agreed for the Chair to sign the minutes as such, aif.

4. Public Forum: (maximum 10 minutes)

To note the report from the County Councillor – the meeting noted the written report previously circulated – a copy of which can be found at Appendix A. Discussion followed over:
- Covid – still an ongoing situation.
- Fostering – decided to continue with virtual sessions. Cllr. Finch has been chosen to sit on the Fostering Panel.
- Cllr. Sturgeon questioned Cllr. Finch on comments raised in his report in relation to climate change matters – Cllr. Sturgeon impressed on all the need to put pressure on those in authority to achieve real effects in relation to climate change events.
- Cllr. Corcoran made the meeting aware that an article was to be published in the next newsletter on the subject of ground source heat pumps.
- Potholes on Lindsey along Church Road had been done and thanks were given to Cllr. Finch for his intervention.
- Suffolk Highways Reporting Tool - 00331927 – “Damaged directional and give way sign. As these crossroads have limited visibility, signs such as these are imperative in giving all users of the Highway as much advance notice of such hazards” a response had been received on the reported matter which read “Our staff have visited the location of your report and assessed the issue you reported. We believe that at this time it does not warrant remedial action. However, we will continue to monitor the location as part of our routine inspections, and if the matter worsens significantly, we will take action” The Clerk had sent this on to Cllr. Finch who in turn had flagged this up to Cllr. West, Portfolio Holder for Highways for a response.
- The Chair brought to the meeting’s attention to an email from a resident requesting that the installation of a mirror at the Rose Green Crossroads on left hand side of the road which would enable a better view of the road and oncoming traffic when the junction is approached from Lindsey itself. The Chair confirmed that he had responded saying that this would probably not be acceptable to Highways as mirrors at junctions could reflect and dazzle giving drivers the impression that there is a car ahead when it is actually a reflection from the car approaching the junction. He confirmed that he had agreed to bring this up to the next Council Meeting. Cllr. Finch agreed to ask SCC Highways as to whether they would be prepared to install such a mirror and report back to the Clerk. It was also noted that the Chair had discussed the hedgerow at this junction and that whilst it was regularly maintained there was no ability to take it back further.
To note the report from the District Councillor – the meeting noted the written report previously circulated – a copy of which can be found at Appendix A. Discussion followed over:
- Devolution – Suffolk looking at this in earnest
- Local Energy
- Parking charges due to come into effect in October will be pushed back to January 2022
- Solar panels to help power leisure centres in Stowmarket and Sudbury
- 2020 employed to carry out a parking strategy consultation which would help BMSDC to produce a parking strategy to cover the next 20 years. The clerk confirmed that emails on this matter had been received which provided a link to the questionnaire that is now live, and which would be the first round of engagement with a range of stakeholders about car parks and on-street parking provision. The questionnaire was expected to be shared with anyone the Councils felt would have an interest in having their say on parking across the districts. Issues to be covered were capacity; location; safety; means of payment; charges; improvement etc. Concern was raised by the Parish Council as there did not appear to have been prior engagement with Parish and Town Councils prior to the consultation going live. Cllr. Jamieson agreed to investigate as to whether this was supposed to have taken place and report back to the Council as to how it could effectively engage on this matter.
To receive comments from the public on the agenda as published – there were no comments submitted prior to the meeting.
To receive comments from or questions from the public on matters relating to Lindsey –
- From those present – there were none
- As submitted by email / letter – email regarding the request for a mirror at Rose Green Crossroads – covered elsewhere on the agenda.

5. Parish Matters: to receive updates on items raised at previous meetings:

Climate Emergency / Climate Awareness and the next steps coming forward – it was confirmed that Cllrs. Moore and Sturgeon had not yet met to discuss this matter further. Cllr. Sturgeon made the meeting aware that having previously installed solar panels on personal and business premises, the payback was beginning to show dividends. He encouraged all who had a south/south-east facing property to explore this process and impressed upon all that the payback within 10 years was achievable in these circumstances.
BMSDC – tree, hedge and wildflower planting for parishes – Council to be provided with a progress report on the proposed hedge planting plan for the road to the north of Lindsey Tye – this matter was deferred until the next meeting when Cllr. Moore would be in attendance.

6. Statutory Business:

To consider the adoption of the General Power of Competence – Council considered the paper submitted by the Clerk detailing the use of the power, the criteria for eligibility to use the power along with the risks and restrictions limited the power and its use. All were in agreement that, having considered that Lindsey Parish Council fulfils the eligibility criteria (two thirds of councillors elected at the last ordinary election and the clerk holds one of the sector-specific qualifications), and that having satisfied itself that it is eligible to use the power, it be so resolved that the Council effective 8th September 2021, will adopt the power and will use it when there is no specific legislation to be used to carry out its functions, aif.

7. Correspondence:

BMSDC – Welcome Back Fund – Council to consider whether it wishes to submit an application for items as described at: Welcome Back Fund – it was agreed that this was probably of more interest to larger villages and/or towns and that at this stage the Council did not wish to submit such a bid, aif.
BMSDC – Suffolk Energy from Waste Facility – Virtual Tours – 10th & 11th September 2021 – Council noted the email that had been sent with details of attendance.
BMSDC - Potential MHCLG funds for improving planning information within Parishes – Council noted that BMSDC have been invited to submit an expression of interest by the Ministry of Housing, Communities and Local Government concerning "Planning Publicity". The Planning for the Future White Paper set out a vision to increase the use of digital engagement within the planning process, to make the planning system more accountable and democratic by offering alternative routes to engage alongside traditional forms of engagement. The specific theme chosen by BMSDC was Development Management – Planning Publicity. The Clerk made the meeting aware that for Lindsey Parish Council to engage in increasing public publicity and participation of planning material via digital mean it would need to have access to relevant to allow it to display important plans, view comments and reports at meetings. As such the Clerk had responded to the survey issued by BMSDC to enable it to provide evidence as part of its submission bid to the government for funding to run a digital engagement pilot on its chosen theme.
BMSDC - resumption date of the Examination Hearing for the Babergh and Mid Suffolk Joint Local Plan – the meeting note the resumption of the hearing sessions on the BMSDC Joint Local Plan on 22nd September 2021 and that they will be held as Virtual sessions on MS Teams.
SALC – Festival of Suffolk – to note the Chair has been invited to take part in a virtual meeting with the Lord Lieutenant and other Council leaders to discuss the plans for the Festival of Suffolk 2022. Clerk to remind the Chair to log-on.
To note all relevant correspondence received since the last meeting has been circulated via email – it was noted that all correspondence received since 14th July 2021 which was of relevance to the Parish Council had been circulated by email.

8. Clerk’s Financial Report:

To consider schedule of receipts received since the last meeting and expenditure incurred since the last meeting – Paper A - it was noted that no monies had been received since the last meeting - (Appendix B refers) and that Council retrospectively approved the payment to the ICO – Data Protection Fee made by direct debit (Appendix B refers), aif.
To consider and approve the verified items awaiting authorization as per the schedule submitted – Paper B - all agreed that subject to formal verification by the two authorised signatories, Council approved to accept the schedule of invoices awaiting payment - (Appendix B refers). Update on internet banking: The Clerk provided the meeting with her findings on appropriate banks for conversion to online banking in which it was confirmed that Triodos Bank and Starling Bank had confirmed that the council’s turnover was too low for an application to be considered and that Unity Bank imposed service charges. All were in agreement that whilst the Council’s current bankers were not the best in terms of carbon management and reporting they were able to assist with the transition to online banking in the most effective manner. In accordance with Council’s financial regulations and provided that sufficient internal controls were in place, it was agreed by a majority decision the Clerk should initiate the transition to online payments with Barclays Bank for the settlement of the council’s financial affairs, aif.
To consider the Council's financial position to date – Paper C – the meeting noted the carried forward balance of £3,101.37 once the agreed schedule of invoices awaiting payment had been taken into account. It was agreed that Cllr. Corcoran as one of the authorised signatories would review the bank reconciliation and sign the papers submitted to ensure a full audit trail, aif. (Appendix B refers). Council noted that within the balance quoted, there was the sum of £1,721.40 held as a Restricted CIL Reserve. With reference to the CIL balance and considering future balances that will be forthcoming, it was agreed that the Clerk should ask Highways to attend site, survey and cost out on the installation of stone sets as an enhancement scheme to protect the corners of the grassed triangle at the commencement of the road to Drakestone Green, aif. Budget monitoring paper – add to Paper C - all noted the income versus expenditure budget analysis for the period ending 8th September 2021 and that currently the budget was overspent for the year to date in the sum of £54. It was noted that the main variance concerned the Zoom Subscription which had been renewed in April 2021 for the year. Cllr. Arthey gave an update on the relocation of the village sign, which was anticipated to be funded out of council’s retained reserves. It was noted that the relocation of the sign was to be at a nil cost to the Council provided that there were no issues forthcoming once the sign was removed from its present location. It was further noted that there was the possibility of the sign requiring further work in terms of paintwork and that CIL funds could be used for such a project.
To consider the CIL bid by Lindsey Village Hall for the project to install Wi-Fi in the Village Hall and provide a support package for the first two years once installed – estimated cost to be £881.70 – it was confirmed that this price was still firm and that it would cover the delivery of equipment, activation and two years’ worth of unlimited fibre broadband. Council was in full agreement that this should be funded out of the Council’s current CIL funds and that the Village Hall Management Committee should proceed with the works, aif.
To note that, in accordance with Council’s own Financial Regulations, the RFO has carried out the annual review of the record of all insurances effected by the council and the property and risks covered thereby and confirms that the renewal quotation from the Council’s current insurers provides adequate protection to help manage the risks associated with the Council’s operation to a level which is tolerable – Council noted that such a review had been undertaken.

9. Clerk’s Report:

The following matter was brought to the Council’s attention:

Update on report of obscured damage directional sign from C720 to Drakestone Green (U8311) – post meeting note – it has been confirmed that the update on this matter should new read that Suffolk County Council Highways Department has confirmed that they have ordered work to be carried out which they hope will resolve the issue raised with them within approximately 5 working days. This is subject to weather conditions and being able to gain the necessary access to carry out any work (as parked vehicles, traffic conditions and other local issues can sometimes prevent this).
Update on report of damaged directional sign from U8321 to C720 – White Rose Crossroads – as covered previously under the County Cllr. report.
Update on request submitted to County Cllr. Finch for assistance / guidance as to the manner in which encroachment of the highway in terms of vegetation and hedgerow can be addressed – the Clerk made the meeting aware that she had sent an email to Cllr. Finch requesting assistance for Highways in dealing with encroachment onto the highways with regards to non-maintained verges, hedgerows and inappropriate items placed on the highway verge to deter “run-off” from passing vehicles. Cllr. Finch had indicated in an email earlier that he was in the process of re-chasing the outstanding items requested regarding the verges, street furniture and the White Rose Crossroads signage and would report back as soon as he had more information as to how SCC Highways might be able to assist.

10. Planning Matters:

To consider the following planning applications:
- DC/21/04364 – Planning Application – erection of 2 No 3-bedroom dwellings with garages (following demolition of existing dwelling). Change of use from agricultural land to residential use @ The Bungalow, The Street – Cllr. Arthey having declared a pecuniary interest for this matter left the meeting for this item. The meeting elected Cllr. Corcoran as Chair for this agenda item. Having reviewed the papers, the meeting agreed that in principle it would support the proposal to site two new dwellings however the caveats that needed attention were as follows: attention should be paid to the issues raised in the archaeology and ecology report with conditions imposed that all matters raised therein are adhered to, that consideration be given to the use of as many green energy measures that can be contained within the building e.g. EV charging point and solar panels and air source heating. Council was also concerned at the comments raised by SCC Highways as to whether safe access could be obtained from the proposed site in particular taking into account the newly installed access point on the opposite side of the road.
To note the following planning applications determined by the local planning authority:
- DC/21/03086 – Discharge of conditions under the Town and Country Planning Act 1990 – application B/16/00955 – Condition 9 (Submission of Information) @ Lower Ley, Kersey Road.

11. Parish Councillors’ Reports:

To receive reports on village issues from Councillors present -

Cllr. Sturgeon asked that all landowners / farmers show restraint in the cutting back of hedgerow and boundaries until the end of winter e.g. February.

12. Date of Next Meeting:

Parish Council Meeting 10th November commencing at 7.30pm, in Lindsey Village Hall.
Date of Meetings for 2022: 19th January; 9th March; 11th May; 13th July; 14th September and 9th November.

There being no other business the Chairman declared the meeting closed at 9.19pm.

Appendix A – County and District Councillor Reports

County Councillor James Finch report to Council:

Suffolk health chiefs alarm as Covid19 cases shoot up ahead of sunny bank holiday weekend - The number of Covid cases in Suffolk have risen by 22% in the last week and this increase is set to continue, prompting Suffolk’s Director of Public Health to issue an urgent warning ahead of the Bank Holiday weekend. Stuart Keeble made the warning after Suffolk’s weekly case hit 231.1 cases per 100,000 population.
COVID 19 infection rates over August - There is now a start of an upturn again of infection rates in South Suffolk. In the 7 days up to 31st August there were 1782 new cases of COVID-19 in the wholes of Suffolk. Locally in the area of my division, there were 14 cases up to the seven-day period ending 28th August in our MSOA area of 18 villages. BUT in the Sudbury, Hadleigh and East Bergholt areas which surround the Stour Valley division, they are more than ours. I continue to urge all those of you who are travelling locally and mixing with more people for work and / or pleasure to take a Rapid Flow Test twice per week.
Statement on behalf of all Suffolk councils regarding Afghan refugees - “On Wednesday 18 August, the Government announced its new resettlement scheme for Afghan refugees. Whilst the full details are yet to be confirmed, it is crystal clear that the Government needs local authorities everywhere to step up and support this national effort. “All councils in Suffolk are committed to this cause. We have already helped a small number of Afghan interpreters and their families to resettle in Suffolk, in addition to ongoing work to support unaccompanied asylum-seeking children and other refugees entering the UK. In the coming days and weeks, the district, borough and county councils will continue working with the Government to do what we can to provide assistance to vulnerable refugees. “Times like this call for acts of humanity. Suffolk will play its part.”
Suffolk targets devolution talks with Government - It was announced on August 17th that public sector leaders in Suffolk say they welcome early discussions with Ministers about a possible devolution deal for Suffolk. In a joint letter sent to Rt Hon Robert Jenrick MP, the leaders of all of Suffolk’s six councils and Police and Crime Commissioner Tim Passmore, said: “Suffolk has already demonstrated its credibility as a place where Government will find strong and ambitious delivery partners. The Suffolk Public Sector Leaders (SPSL) group has a track record of effective partnership working. These robust relationships enable more innovative ways of working, including exploring opportunities for devolution as part of a County Deal. “Suffolk…is an ideal place to help Government demonstrate how levelling up can work in diverse geographies. Suffolk has a strong offer to make to Government and we would welcome early discussions with MHCLG Ministers to explore proposals for a County Deal ahead of the White Paper being published.” The Government wrote to councils in July 2021, setting out its ambition to make available to county areas the kind of devolved decision-making powers and public funding currently enjoyed by larger cities and urban areas. It’s part of the Government’s Levelling Up agenda and will see a White Paper published in the coming months.
Suffolk plans climate change events ahead of COP26 - It was announced on August 11th that in the build-up to COP26, events around Suffolk will showcase local businesses and people who are tackling climate change, to inspire others to follow. The events aim to encourage businesses and residents to do more personally and professionally to reduce carbon emissions and therefore slow the increase of climate change. One of the events confirmed to be taking place in Suffolk is the visit of the national Zero Carbon Tour, organised by Planet Mark. The Tour sees a fully electric ‘Carbon Battle Bus’ making visits around the country before arriving at the COP26 conference. Suffolk’s collective campaign of Creating the Greenest County is to be net zero by 2030. As part of the Suffolk Climate Emergency Plan, these events look to encourage collaborative action by educating and engaging with residents and businesses to develop net zero journey. Other events which are being planned in Suffolk in the lead up to COP26 include:
- August/September – Webinars for Suffolk’s voluntary sector (Suffolk County Council)
- 1 September – Zero Carbon Tour visits Ipswich
- 12 October – Ten Steps to Net Zero (Suffolk Chamber of Commerce)
- 21-22 October – Local Energy Showcase (Babergh and Mid Suffolk District Council)
- TBC October - A Greener NHS day
- 12 November – Greenest County Awards (Suffolk County Council)
- 23-25 November – Low Carbon Homes
Virtual Fostering and Adoption Sessions for the Stour Valley - The Virtual Fostering and Adoption session have been reviewed and are reported to have been very successful. IN the light of this, it is intended to continue with these virtual sessions. Since the incidence of COVID 19 sadly the demand for this service has increased significantly. Therefore, those who would like to join one of the following events please email for the log in codes. The Foster Carer Recruitment Event is held the 1st Wednesday of every month, and the Adoption Event is the 1st Thursday. all 7:00pm in your home. To book a place please email Claire.Gwatkin@suffolk.gov.uk. She will then send instructions on how to join the virtual meeting. As always, the team will be happy to answer any questions you have about fostering or adoption! They normally will have a foster carer or adoptive parent available to help you too at these events. For more details to find out more refer to the website - https://www.fosterandadopt.suffolk.gov.uk

District Councillor Leigh Jamieson report to Council:

Planning - A recent planning application for a Gas Fired power station in Sudbury was rejected narrowly by committee. The application came before committee with the officer recommending approval for this ‘low carbon’ transition generator. The report suggested that the officer had taken the agents report as gospel and quoted their report numerous times to support her recommendation. Both the officer and the agent continually referred to Gas as a low carbon option that was required to keep the lights on when renewables weren’t available. Both the ward councillors, Clive Arthey and Margaret Maybury and the Parish Council were opposed to the application and Councillor Robert Lindsay attended as an objector. I put forward a proposal to reject the application, while Peter Beer proposed that we approve. Both proposals were tied 5-5 with the Committee chairman rejecting the application with his casting vote.
Angel Court Hadleigh - The former Angel Court care home in Angel Street, Hadleigh has been converted into 21 new homes, all available as social housing, helping lower income house-hunters find a home of their own. The development, funded by Babergh District Council and Homes England, is a mix of one and two-bedroom flats – offering affordable rent (below market rate) and shared ownership options to residents – as well as adding a further nine homes to Babergh’s council housing stock.
Devolution - Public sector leaders in Suffolk have written to the Secretary of State responsible for local government to say they welcome early discussions with Ministers about a possible devolution deal for Suffolk. In a joint letter sent to Rt Hon Robert Jenrick MP, Babergh’s Cllr John Ward and Mid Suffolk’s Cllr Suzie Morley, joined leaders of all of Suffolk’s six councils and Police and Crime Commissioner Tim Passmore, seeking early discussion over devolved decision-making powers and public funding for the county.
Afghan refugees - On Wednesday 18 August, the Government announced its new resettlement scheme for Afghan refugees. Whilst the full details are yet to be confirmed, it is crystal clear that the Government needs local authorities everywhere to step up and support this national effort. All councils in Suffolk are committed to this cause. In the coming days and weeks, the district, borough, and county councils will continue working with the Government to do what we can to aid vulnerable refugees.
Local Energy Showcase will champion green businesses - The Local Energy Showcase, organised by Babergh and Mid Suffolk District Councils, will promote how different types of energy can be used by communities and businesses help reduce their impact on the environment, lower costs and contribute to the fight against climate change. The event, which takes place on the 21st and 22nd October at Wherstead Park, is open to all businesses with an interest in finding out more about local energy solutions and as well as community groups and parishes who would like to understand and explore the benefits of using local energy solutions.
Babergh agrees funding to identify wildlife corridors - Babergh and Mid Suffolk District Councils have given the green light for £72k - £32,849 and £38,678 respectively - to go towards biodiversity mapping and a tree canopy survey across both districts. The work is based on outline costs agreed as part of the councils’ Biodiversity Action Plan. The mapping will determine suitable locations for tree and hedge planting and identify wildlife habitats and local green spaces.

Appendix B – Financial Report:

Items received since the last meeting:

Income Description	Nett	VAT	Gross	Ref
Total Income	£NIL

Items Paid out since the last meeting:

Income Description	Nett	VAT	Gross	Ref	Power
19.07.21 ICO – Data Protection Fee	35.00	0.00	35.00	DD	Data Protection Act 2018
Total Expenditure	£35.00

Items to be Authorized for Payment:

Expenditure Description	Nett	VAT	Gross	Ref	Power
08.09.21 Clerk’s Salary & Expenses	373.60	0.00	373.60	492	LGA 1972 s111 & s112
HMRC – Qtr. 1 PAYE due	159.00	0.00	159.00	493	Income & Corp Taxes
Lindsey Village Hall	200.00	0.00	200.00	494	Misc. Prov. Act 1976 s19
St Peters Lindsey	400.00	0.00	400.00	495	LGA 1972 s214 (6)
CAS	146.56	0.00	146.56	496	LGA 1972 s140
Total Expenditure	£1,279.16

Financial Report

Date	£
Opening Balance 14.07.21	4415.53
Add Income Received August - September	0.00
Less Expenditure Incurred August – September	35.00
Less Expenditure from verified list 08.09.21	1279.16
Closing Balance 08.09.21	3101.37

Bank Reconciliation

Community Account Statement – 02.09.21	4380.53
Less unlogged cheques * At 08.09.21	1279.16
Plus unaccredited income	0.00
Reconciled Total ** At 08.09.21	3101.37

492 373.60
493 159.00
494 200.00
495 400.00
496 146.56
£1,279.16

Within this balance is the restricted CIL reserve of £1,721.40