Parish Council Meeting Minutes

A Parish Council Meeting was held on Wednesday 20^th January 2021 via videoconferencing on the Zoom Platform and commenced at 7.32pm.

Present: The Chairman, Mr. Arthey, Parish Cllrs. R Corcoran, M Hainsworth, B Howe, R Howe, J Moore, and A Sturgeon. In attendance were Mrs V Waples, Clerk, County Cllr. Finch (in part), District Cllr. L Jamieson (in part), and two members of the public.

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. Opening

The Chair opened the meeting and thanked all for attending. The Clerk read out the statement on reporting at virtual meetings of the parish council.

2. Apologies of Absence

There were no applicable apologies of absence as all were present.

3. Declarations of Interest

Cllrs. Arthey and B. Howe declared local non-pecuniary interests in respect of the Village Hall Grant under Agenda Item 9vi. There were no further 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.

4. Minutes of Previous Meetings

To approve the minutes of the following Parish Council Meetings:
- 11^th November 2020 - the meeting agreed that the circulated minutes were a true and accurate record of the meeting that took place, aif
- 1^st December 2020 - the meeting agreed that the circulated minutes were a true and accurate record of the meeting that took place, aif
- 17^th December 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 or whenever was convenient for the Clerk and Chair to so arrange, aif.

5. Parish Matters

To receive updates on items raised at previous meetings:

Climate Emergency / Climate Awareness – Cllrs. Moore and Sturgeon reminded the meeting that the initial insertion of an article into the newsletter was to stir up interest or comments from the parish. This was a large issue for the planet and will put existing issues into context in years to come. The aim is to get a conversation going and help parishioners become aware of the fundamental changes that will come about over the next 20 years or so. All confirmed that they had received a copy of the paper that had been circulated and will be placed into the next newsletter. Issue is to get all on board and to get a coherent conversation started with not only the village but the wider world. Simple things could be followed up – change energy suppliers; look at banking organisations; heating of homes and insulation; manner in which people conduct their lives and decisions taken that will impact the future of the world. Cllr. Sturgeon made all aware that carbon storage is hugely important, and all should undertake to ensure that biodiversity and trees and hedgerow planting, rewilding of areas came to the fore. The Clerk agreed to circulate a copy of the latest newsletter to all Councillors.
White Rose Crossroads – the issue appeared to be solved despite the fact that there was not a pipe under the entrance to the yard associated with Rose Cottage. It was noted that a ditch resurrected in a nearby field was filling up which suggested that it might be being fed by a spring. County Cllr. Finch mentioned that the intensity of the rain over the last few weeks seemed to be less than that prior to Christmas. He confirmed that the area of White Rose Crossroads was on the list to be looked at by Suffolk Highways in terms of drainage and would continue to monitor the situation to ensure that the project did not “drop off” the list of future works.

6. 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:
- Parochially the COVID situation has dropped in Babergh over the last 15 days.
- He had attended a “vaccine forum” recently – further discussion points over capacity needed to be addressed.
- Funds available for those to access if there are those in need – money given to 3 benefices in his division.
- He agreed when questioned that he would provide an update at next meeting as to where SCC was with Climate Emergency – noted that SCC had agreed that it would be carbon neutral by 2030.
To note the report from District Councillor Leigh Jamieson – the written report as submitted can be seen at Appendix B. Cllr. Jamieson made the meeting aware of the following:
- Car parking – at last night’s Overview and Scrutiny Committee Meeting the Hadleigh Petition was debated – this will now go back to cabinet who can ignore what was said but hopefully a final decision on parking charges will be made in February.
- Fleet of vehicles to be moved to using Hydrotreated Vegetable Oil (HVO) fuel.
To receive comments from the public on the agenda as published: DC/20/05417 – following is a summary of the comments raised in the public forum: concern at the comments from the Parish Council vis-à-vis no detrimental impact. Detrimental impacts would be felt given the size of building and proximity relative to their own dwelling. Building is of a significantly size and given its location will be overbearing. Could it not be placed elsewhere within the grounds? It was confirmed that a formal objection to the Planning Officer had been submitted, but it had been marked as a 'sensitive document', so it could only be viewed by the Planning Officer and their colleagues. The applicants had been informed of their objection once the size of the proposal and location had become evident on the plans submitted. The formal objection was made in the correct manner and within the time limit stated on the Planning Portal and as per the advice of the Planning Officer.

7. Statutory Business

To carry out the annual review of the Council’s Standing Orders – it was proposed and agreed that the adopted Standing Orders of 15^th January 2020 be updated and dated 20^th January 2021 and that having been reviewed, they were fit for purpose and that Council agreed to adhere to them, aif.
To carry out the annual review of the Council’s Financial Regulations – it was proposed and agreed that the amended Financial Regulations dated January 2021 (taking into account the amendments to the footnotes under Contracts) be adopted and that having been so adopted, Council confirmed that they were fit for purpose and that it agreed to adhere to them as written.

8. Correspondence

SALC – Help Shape Guidance for New Housing Developments in Suffolk: Suffolk Design: Streets Guide – all were reminded of the closure date for this consultation (10^th February 2021) and comments should be with the Clerk by the end of the month if Council wished to formulate a corporate response.
SALC – NHS Suffolk – Virtual Community Event about COVID – 21^st January 2021 at 6.00-7.00pm - https://sneevaccine.org.uk/event/ - all were encouraged to attend and Cllr. Corcoran made the meeting aware that he had uploaded this onto the Lindsey Village Noticeboard. Cllr. Hainsworth provided a comment and update on the understanding of the rollout of the vaccine and advice for all to continue to follow government guidance. All were reminded that doctors should still be the first port of call if patients were unwell.
SALC – Tier 4 physical meetings unlawful – the meeting received the guidance from NALC which stated that meetings in person will become UNLAWFUL from 26 December 2020. Such activity is not exempted under The Health Protection (Coronavirus, Restrictions) (All Tiers and Obligations of Undertakings) (England) (Amendment) Regulations 2020. As stated previously, remote technology should be used.

9. Clerk’s Financial Report

To consider schedule of receipts received since the last meeting – Paper A - the meeting noted that there had been no monies 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. The meeting further agreed to the retrospective approval of the payments for the Village Hall and St Peter’s Church as discussed and agreed at the last full Parish Council Meeting, aif. (Appendix C refers).
To consider the Council's financial position to date – Paper C – the meeting noted the carried forward balance of £2,256.34 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 11.11.2020 - 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. As the Council was meeting remotely and could continue so to meet until May 2021, it was noted that the underspend on the Village Hall hire costs compensated in some way for the overspend on the Administration Budget. It was noted that the year currently stood at a breakeven position to the end of January 2021 allowing for the allocation of £650 to the reserve fund.
To consider and approve the payments to be made under s137 of the LGA1972 for the year 2020-2021 – Paper E - noting that this was a cap payment and that the council, in making such payments, needed to bring direct benefit to their area or any part of it, Council agreed to support the Suffolk Accident Rescue Service as its chosen charity for the year 2020-2021 and allocate £50 as a donation, aif.
To finalise the budget to be set for the period 1st April 2021 – 31st March 2022 – Paper F – the following matters were debated further:
- Grants to Village Organisations – The Clerk confirmed that she had sought evidence of the costs associated with maintaining the churchyard prior to Council agreeing to uplift the grant for future years and that such costs. The Chair made the meeting aware that the premise for supporting the village organisations had been set previously at a grant of 50% of running costs. It was noted that during the COVID-19 pandemic and shutdown the Village Hall had been supported by COVID grants coming from the District as part of the government COVID support grants. Further discussion followed and it was proposed and seconded that the financial amounts for the support of village organisations in the budget for 2021-2022 be set at £400 for the maintenance of the Parish Churchyard and £300 for the Village Hall. By a majority decision the motion was not carried. A further proposal to set the financial amounts at £400 for the maintenance of the Parish Churchyard and £200 village hall was carried by a majority decision. It was proposed and agreed by all that the revised budget for 2021-2022 be set at £4,565, aif. (A copy of the budget set can be seen at Appendix D)
To approve the precept to be set for the period 1^st April 2021 – 31^st March 2022 – all agreed that the precept should be set at £4,487 taking into account the LCTS grant £78 for the coming year noting that this would set a Parish Council Tax for a Band D dwelling of £52.57 which was an increase of 5.43% or £2.70 per annum.
BDC Locality Awards – Councillors were reminded of the balance of monies still available to parish councils and community groups as held under District Cllr. Jamieson’s Locality Budget and the range of items it could be used for.

10. Clerk’s Report

There were no further matters coming forth that had not been dealt with elsewhere on the agenda.

11. Planning Matters

To consider the following planning applications: to view please follow the link below:
- DC/20/05841 – Householder Planning Application – erection of single storey side annex for ancillary use and glazed link to main dwelling @ Unhalfbricking, The Tye, Lindsey – it was discussed and agreed that the application did not have a detrimental impact when judged under material considerations. Whilst it was noted that the materials did not match the existing, it was felt that this would have a lesser environmental impact. Council agreed that it had no comment to make on this application and if there were no comments by neighbouring properties it would appear to be supported, aif.
- DC/20/05417 – Householder planning application – erection of single storey cart lodge/garage @ Brambling Barn, The Tye – Council to note that a request has been submitted by a neighbouring property for Council to review its response to this planning application – having reviewed the plans and with reference to the comments submitted in the public forum and those received by email, Council reviewed this application and made the following comments:
  - Elevation will rise above existing hedge and fence and the proposal will impact on the neighbouring property given the height which would leave part of the neighbouring property overshadowed.
  - Orientation - overall, it was agreed that the PC could suggest movement of it north east from the boundary to allow natural light ingress.
  - Proximity to boundary - awfully close to the neighbouring boundary. Could it be moved to the north and east?
  - Principle of the erection of a cart lodge was deemed to be acceptable as were the materials. Location of the building on the plot which has caused concern for the Council – if the building was moved along with landscaping to be provided and space to allow for treatment of the boundary and maintenance of building it might be deemed to be more acceptable.
  - Council was concerned that they had not been aware of the comments raised by neighbouring properties as their comments had not been uploaded onto the portal.
  - Grounds for concerns: impact on neighbour, neighbour’s residential amenity and the proposed siting does not afford sufficient room for appropriate landscaping. Residential amenities, landscaping and mass.
  - No objection to proposal or materials.
It was proposed and agreed that the PC would respond in the following manner, aif:
“The PC has, at its recent Parish Council meeting, discussed this matter further following new information coming forth, and has to state that it now has concerns with the application and finds it unacceptable with regards to the impact on residential amenities, massing and proximity to the boundary in terms of landscaping. The PC also understands that the neighbour has made representations and yet they have not been uploaded to the planning portal.” The Clerk was requested to ask for a response on this matter.

The members of the public confirmed that they had submitted their comments as recommended by the Planning Officer in the timescale and manner proposed by the Officer. The Clerk confirmed that the email trail from members of the public had been passed to the Council.
To note the following planning applications determined by the local planning authority: none had been received.
To receive the response from the Planning Officer relating to the newly created access at Church Barn Meadow, Church Road, Lindsey – the response from the Planning Office suggested that engineering works have been carried out and that it might require planning permission. All agreed that the Clerk should note the response from the Officer and should contact the Enforcement Team to commence an investigation into the matter.

12. Parish Councillors’ Reports

To receive reports on village issues from Councillors present:

It was reported that the other end to the White Rose was now flooding.

13. Date of Next Meeting

Parish Council Meeting: Wednesday 10^th March 2021, commencing at 7.30pm via videoconferencing on the Zoom platform.

There being no other business the Chairman declared the meeting closed at 22.29.