Parish Council Meeting Minutes

A Parish Council Meeting was held on Wednesday 9th September 2020 via videoconferencing on the Zoom Platform and commenced at 7.30pm.

The Chairman, Mr. Arthey welcomed the following Parish Cllrs. to the meeting – R Corcoran, M Hainsworth, B Howe, R Howe, J Moore and A Sturgeon. In attendance were Mrs V Waples, Clerk and County Cllr. J Finch (in part).

In accordance with the changes in legislation, it was noted that this meeting was taking place via videoconferencing and that councillors and members of the public were permitted to film, record, photograph or use social media in order to report on the proceedings of the meeting.

1. Apologies of Absence:

Apologies of absence – there were no applicable apologies of absence as all were present.

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.
There were no requests for dispensations for the agenda under discussion.

3. Minutes of Previous Meetings:

To sign the minutes of the Parish Council Meeting of 8th July 2020 as a true and accurate record – the meeting agreed that the circulated minutes were a true and accurate record of the meeting that took place, aif. Agreement was forthcoming for the signing of the minutes to take place at the next meeting at which Councillors would be present in person, aif.

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

White Rose Crossroads – Cllr Moore had thought he might have fixed the problem, a digger has cleared out the ditches from all debris but there is a longer issue that the exit from the modern barn crossroads does not have any pipe under the exit therefore there is nowhere for the water to go. If pp one of the stipulation needs to be that a proper exist from that site needs to be sorted and pipework. No-one from SCC highways department has contacted Cllr. Moore to discuss this matter with him despite Cllr. Finch’s request that this would happen. At the current point in time the ditch is clear, but the water has nowhere to go. There is no pipe and SCC has previously stated that the entrance / exit needs to be moved as a stipulation for planning permission. It was stated that the concrete needs to be cleared out and it was agreed that the Parish Council should write to the owners of the land stating that the Parish Council has been endeavouring to facilitate water removal from the crossroads, but it has now become apparent that the entrance has filled the ditch with concrete and the flow of water is now impeded.
Climate Emergency / Climate Awareness – at the previous meeting it was agreed that Cllrs. Sturgeon and Moore would put something together as to the course of action that would be the most appropriate for Lindsey and whether it was appropriate for Lindsey to declare a climate awareness where the Parish Council would work with the parishioners to help them make their own decisions. It was agreed that the Parish Council does not necessarily have an impact on this matter but there was agreement that this issue was close to a number of people. It was appreciated that the Parish Council had limited ability to drive this forward, but this is an issue that all should resolve to adapt or attempt to grapple with. Discussion followed as to how to start a conversation with the parish – e.g. insertion of a number of articles in the newsletter to ascertain the interest that is in the village with regards climate change.

It was argued that it did fall to the Parish Council to lead this conversation and that it was in a position to offer and share good advice with others. It was debated as to whether Climate Emergency was a more appropriate term as Climate Awareness did not convey the profundity of the matter. It was agreed that the Parish Council was supportive and that ideas and support could grow from this. Information is already online regarding new technologies that are available for members of the public to take advantage of that will combat the use of fossil fuels. Climate Crisis/Climate Emergency was agreed as the most appropriate term to take this matter forward. It was agreed that further information was required to take this matter forward.

5. Public Forum: (maximum 10 minutes)

To note the report from County Councillor James Finch – the written report as submitted can be seen at Appendix A. Cllr. Finch made the meeting aware of the following:
- School Transport – more complex than previous years – three types of transport – no spare seats available
- Apprentices – extra funding available to fund new posts
- Numbers of recruitment for foster parents have been maintained in the past few months. SCC have also had to deal with a number of difficult circumstances being dealt with during the lockdown restrictions.
- COVID-19 – responses to local issues now being led at a local level.
To note the report from District Councillor Leigh Jamieson – the written report as submitted can be seen at Appendix B.

6. Statutory Business:

None to be transacted.

7. Correspondence:

Defra campaign “Respecting the Outdoors,” which sits alongside Keep Britain Tidy’s “Love Parks – Council to consider utilising the campaign materials provided by Babergh Mid Suffolk in support of this campaign to assist in combatting the increase of litter since COVID-19 restrictions: link to the Respect the Outdoors Campaign – it was agreed that the Parish Council should do all it could to mitigate the impact of rubbish and should seek to support the campaign and spread the message further by appropriate means.
COVID-19 – information coming forth from SCC is being forwarded on a thrice weekly basis.
Further correspondence – it was noted that all correspondence of a non-urgent matter received since the last meeting has been circulated via email.

8. Clerk’s Report:

To consider schedule of receipts received since the last meeting – Paper A - all noted that no monies had been received since the last meeting. (Appendix C refers)
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 was minded to accept the schedule of invoices awaiting payment. (Appendix C refers)
To consider the Council's financial position to date – Paper C – the meeting noted the carried forward balance of £1,430.78 once the agreed schedule of invoices awaiting payment had been taken into account. It was agreed that the authorised signatories would review the bank reconciliation and sign the papers submitted to ensure a full audit trail, aif. (Appendix C refers)
To receive the budget monitoring statement for the period ending 09.09.2020 - Paper D – Council received the paper as submitted noting that, as previously advised, the office expenses were in excess of the anticipated budget for the period to the end of July due to Zoom Subscription for the year 2020/2021. The internal audit costs were lower than anticipated as the audit had been carried out remotely. It was noted that the budget for staff costs had allowed for a movement in the SCP and the anticipated pay awards for 2020-2021 would be discussed under Agenda Item 8v. It was expected that the annual grants to the Village Hall and PCC for Grounds Maintenance would come before the Parish Council at the next meeting. The meeting noted that the Insurance Premium for the year commencing 1st October 2020 was still to be received.
To approve the implementation of the NJC pay award for local government employees as per the pay agreement 2020-2021 for the Clerk and to agree for the implementation to be backdated to 1 April 2020 – Paper E – a) Council agreed to approve the implementation of the local government services pay agreement 2020-2021 for the Clerk (sole employee of the council) backdated to 1st April 2020, aif and b) Council agreed to approve the incremental increase to the Clerk SCP of one point taking the Clerk’s SCP to SCP10 @ £11.05 per hour effective 9th July 2020, aif.

9. Planning Matters:

To consider the following planning applications: to view please follow the link below: none had been received.
To note the following planning applications determined by the local planning authority:
- Prior approval given for DC/20/02207 - Modern Barn at Rose Farm, Rose Green Road – change of use of agricultural buildings to dwelling houses (Class C3) and for building operations reasonably necessary for the conversion. The Town and Country Planning (General Permitted Development) (England) Order 2015 (as amended) Schedule 2, Part 3, Class Q – erection of 1 No dwelling and integral garage.
Babergh/Mid Suffolk consultation draft housing land supply statements – Council to consider whether it wishes to make representations on the 2020 draft give year housing land supply position statement issued for public consultation – it was noted that there was a 6.64-year supply based on current methodology.
Ministry of Housing, Communities and Local Government consultations on reform of the planning system: Council to consider formulating a response to the following:
- Changes to the current planning system (NALC deadline for responses 17 September) – new methodology for housing supply and numbers would have the imminent effect that BDC would not be able to demonstrate that it had a five-year land supply and would mean that BDC’s annual numbers would increase from 430 to 720.
- Planning for the future - the planning white paper (NALC deadline for responses 15 October) – it was agreed that the PC would delegate the draft response to the Clerk for a return to NALC within the timescales requested.
- Transparency and competition: a call for evidence on data on land control (NALC deadline for responses 16 October) - Council agreed that on a local level for Lindsey this had little or no impact and as such a comment would not be forthcoming.

10. Parish Councillors’ Reports: to receive reports on village issues from Councillors present

Cllr. Corcoran requested that at the start of the next meeting a two-minute silence be imposed as an act of remembrance. It was agreed that the Clerk would add this to the agenda.
Replacement 30mph sign – the Clerk reported that she had requested that this sign be reinstalled and had received a comment from SCC that they were monitoring the situation and did not feel that any action was required at this situation.

11. Date of Next Meeting:

Parish Council Meetings: Wednesday 11th November 2020 and 20th January 2021, both commencing at 7.30pm via videoconferencing on the Zoom platform.

There being no other business the Chairman declared the meeting closed at 20.57.

Appendix A – County Councillor James Finch Report

COVID-19 related news The new action which is key to continuing the reduction of infection is “TEST AND TRACE”. Tracing virus spread is critical to containing it locally. So from now on, if you have symptoms, you MUST immediately self-isolate and make a request for a test online - https://www.gov.uk/guidance/coronavirus-covid-19-getting-tested or call the telephone number 119. Moving from national to more locally recommended guidance, the Suffolk County Council is forming a local Outbreak Control Programme (LOCP) overseen by a COVID 19 dedicated health protection board chaired by the Director of Public Health for Suffolk - Stuart Keeble. This board constitutes of leaders of all the County, District and Borough Councils together with the Police and Crime Commissioner. The LOCP will be triggered where there are suspected or confirmed COVID-19 outbreaks in any setting or community within the county. The plan outlines measures to prevent, manage, and contain outbreaks of Coronavirus and protect the public’s health. It builds on existing relationships and processes in place with partner agencies across Suffolk. It outlines how complex cases will be managed in more than 30 high-risk places, locations, and communities, particularly care homes and schools. It also outlines local testing capacity, use of data to identify and proactively manage outbreaks, and contact tracing in complex settings. An outbreak is defined when there are two or more cases in high-risk settings, or a greater than expected occurrence of COVID-19 compared with the usual level for a particular place and time. In addition, please continue to ensure in your parish and community that there is no one who is vulnerable not being supported. Please continue to promote “Home but not alone” with the helpline 0800 876 6926
Other News: Temporary relaxation of concessionary travel arrangements in Suffolk to end 6th July. As more people return to work, public transport operators face the challenge of meeting this extra demand and ensuring adherence to Government guidance. Passenger numbers are highest at the beginning and end of the day, so people who need to make essential journey for shopping, care or health reasons are being encouraged to travel after 9.30am when buses are currently quieter. Suffolk County Council and bus operators in the county have agreed to end the temporary relaxation of concessionary travel rules from Monday 6 July.
First business benefits from council’s free solar panel scheme: As part of the County’ Climate emergency plans to be carbon neutral by 2030, a Lowestoft-based charity is the first organisation to benefit from free solar panels, as part of Suffolk County Council’s Renewable Energy Fund. Nirvana Health and Fitness, on Pinbush Road in Lowestoft, is now hosting a 70kWp solar panel installation and is benefitting from zero-carbon electricity. The council’s £400,000 Renewable Energy Fund is open to eligible businesses looking to reduce their energy costs and carbon footprint through solar power. Successful applicants will have solar panels supplied and installed for free. Once the panels are installed, the business is sold electricity at a better rate than their existing tariff, so they will see immediate savings. The Fund itself benefits from income generated by the sale of the solar-generated electricity. This means money goes back into the pot, allowing more solar panel applications to be considered by the Fund and installed across Suffolk. Businesses with a relatively high daytime energy demand and large roof space, and who are interested in applying to the Renewable Energy Fund, can contact Sarah Gill at Groundwork Suffolk sarah.gill@groundwork.org.uk or call 07720 098980.
Fostering and Adoption Sessions in the Stour Valley - Go Virtual - Regrettably all recruitment events based locally in the parishes have been cancelled due to Covid-19. Since the incidence of COVID 19 sadly the demand for this service has increased significantly. I am pleased to say that despite these sad circumstances the recruitment of foster parents and adoptees has also increased. Sadly the need is as vital as ever. Therefore, those who would like to find out more can refer to the website - https://www.fosterandadopt.suffolk.gov.uk/ and / or join one of the following events during the next three months which will be conducted VIRTUALLY face to face with one of the team following the government guidance.

Appendix B – District Councillor Leigh Jamieson’s Report

Environment proposals - The Environmental task force set up last year have now finalised a set of proposals to help Babergh and Mid Suffolk District Councils achieve their ambition of becoming carbon neutral by 2030. Cabinets voted unanimously this week to support the proposals submitted. The proposals will form the councils’ first Carbon Reduction Management Plan, setting out how they aim to fulfil their ambitions of becoming carbon neutral within the next ten years. The proposed actions are the first steps in achieving the long term objective to reduce the councils’ current emissions of approximately 5,452 tonnes (Mt) of carbon dioxide equivalent (CO2e) per year, looking into how best to invest in order to reduce this to net zero. The task force has taken expert advice on which areas to target first for the greatest impact.
Funding for Babergh Communities - Communities across Babergh received funding of nearly £300,000 last month. Projects in Sudbury, Newton and Chelsworth shared funding from the Community Infrastructure Levy (CIL). The project in Chelsworth was particularly pleasing as it was one that I was involved in and involved a substantial contribution from CIL and the communities’ team. The money will help the village regenerate the church into a community centre. Chelsworth had no Neighbourhood CIL themselves and I highlight this to show that Babergh will be happy to contribute to communities from the local infrastructure fund.
971 bus - I was made aware by residents in Hadleigh and Kersey that the 971 bus that carried pupils from the village to Colchester schools is stopping. This will affect parents significantly. Whether this affects any villagers in Lindsey I am unaware at this stage, but if it does please let me know. I am currently looking to work with the County Councillors affected to see if there is either, a way to save the current service, or alternatively find a suitable solution. Although it has already been done, I have contacted James Cartlidge and Andrew Reid myself, adding as much support to the residents’ case as possible. I have seen that there has been an article in the EADT’s and if we can keep it in the press, that will also add weight to the cause. I have also spoken to Beestons.
Premier Inn Sudbury - As published in the press recently Whitbread have pulled out of the deal to take on a hotel, for their Premier Inn chain, in Belle Vue park, Sudbury following the financial downturn caused by the coronavirus crisis. Many members of the council, including the Green Party councillors were against this deal and it has come as a relief in some ways. New ideas for the park are now being looked into.
Helpline for the most vulnerable - 0800 876 6926 free to call 7 days a week, from 09:00 to 17:00

Appendix C – Financial Report:

Items received since the last meeting:

Income Description	Nett	VAT	Gross	Ref	Power
Total Income	£NIL

Items to be Authorized for Payment

Expenditure Description	Nett	VAT	Gross	Ref	Power
09.09.20 Clerk’s Salary & Expenses	301.95	1.33	303.28	475	LGA 1972 s111 & s112
HMRC – PAYE	130.00	0.00	130.00	476	Inc & Corp Taxes Acts

£830.51

Financial Report

Date	£
Opening Balance 08.07.20	1864.06
Add Income Received August-September	0.00
Less Expenditure Incurred August-September	0.00
Less Expenditure from verified list 09.09.20	433.28
Closing Balance 09.09.20	1430.78

Bank Reconciliation

Community Account Statement – 03.09.20	1904.06
Less unlogged cheques * At 03.09.20	473.28
Plus unaccredited income	0.00
Reconciled Total	1864.06

473 £40.00
474 £303.28
475 £130.00

£473.28