Minutes of the meeting held on 9th December, 2009 at the Scout Headquarters, Cromer Road, Beeston Regis , commencing at 7pm.
Present: R.Beckley (Chairman), M.Knowles, Mrs.M.Roffe, Mrs.M.Wright, D.Thompson, G.Dyson, P.Kemp and the Clerk. Also present were two members of the public.
1a. To receive and consider apologies:
The Chair announced the death of David Cox and a letter from his wife was read to members. His input at meetings would be missed and at the chairs request a minutes silence was observed. The clerk had informed NNDC Electoral Services who would advertise the vacancy after the funeral which was to take place on 18/12/09 at St.Faiths Crematorium. The clerk would represent the parish council at this sad occasion and other members said they would be attending.
Apologies were received and accepted from M.Bliss, B.Hill, and M.Church. Apologies were also received from Mrs.A.Sweeney (NNDC), B.Hannah (NCC) and the Police. The clerk asked members to note that PCSO. Daniel Sewell had left the service and the parish council would be notified of their new liaison officer as soon as possible.
1b. To receive Declarations of Interest on agenda items:
None received. The chair reminded members that they could still declare interests immediately before an item was discussed.
2. To approve the minutes of meeting held 4/11/09:
These had been circulated to members and were accepted as a true record ( Prop: MR, Sec: DT – agreed).
3. Resolution re Public Participation (requests to speak on specific items):
(Prop: RB, Sec: MK, – agreed). The meeting was adjourned but there was no requests to speak on specific items – the meeting was re-opened.
(a) To approve invoices for payment and note bank balances:
The current bank balances were as follows :- A/C 10162132, £550, and A/C 10162140, £10015 – this was noted by members. The Clerk gave explanations regarding the four payments scheduled for payment after which the following were approved :- C.Allen £60.00, P.Bullimore £350.09, West Runton Scouts £25.00, and Upcher Community Partnership £5.00 (Prop: DT, Sec: GD – agreed)
(b) Review of Internal Audit Procedures:
A report had been circulated to members. A schedule of work to be carried out under the headings of Proper Book-Keeping, Financial Controls, Income Controls, Asset Controls, and Bank Reconciliation was discussed and agreed. The councillors to carry out this work w.e.f. 1/4/2010 would be MK and GD (not cheque signatories). It was agreed to adopt these Internal Audit Procedures and they would be added to the councils Financial Regulations which would be reviewed in January (Prop: DT, Sec: PK – agreed). These procedures would replace any old/previous arrangements.
(d) Request for Donation from Church re Upkeep of Graveyard:
The clerk had received a request for financial assistance from the Parochial Church Council in respect of the upkeep of the graveyard. The chair informed members that a sum of £450 was in the budget for this purpose. After discussion it was agreed that £450 be sent to the church as in the previous year (Prop: DT, Sec: MR – agreed)
(a) To note decisions received from NNDC since last meeting:
20091022 – Dwelling and cellar on land adjacent to Heath Barn, Britons Lane:
The Clerk informed members that this application was being referred to the Development Control Committee in the morning (10/12/09) and was being recommended by the planning officer as a refusal. The clerk read the reasons behind this refusal to members. It was agreed that RB attends this committee meeting to re-iterate the councils strong objections to this application (Prop: DT, Sec: GD – agreed).
(b) To consider planning applications received since agenda printed:
The following application had just been received:-
20091191 – Erection of 2 storey extension at Fox Hill, Sheringwood:
Members looked at the plans, application form and the design & access statement before discussion. It was agreed the council has no objections to this application (Prop: MK, Sec: MW – agreed)
(e) NCC Minerals & Waste Consultation:
A summary document for members, compiled by the chair, had been circulated. RB and MK both commented on the number of people and organisations that had been consulted and on the comments/responses. It was agreed there was no response at this time.
(h) LDF – incl.Gypsy/Travellers Sites and SMP:
The Clerk drew members attention to the media coverage on NNDCs successful Coastal Pathfinder bid. £3 million had been awarded to the District Council. The chair was anxious to do everything possible to preserve the revetments on the Beeston Regis beach as he thought they were still effective. PK agreed with this and it was noted that NNDC needed to be aware of the parish councils wishes. The chair spoke briefly on the NNDCs position regarding permanent traveller sites (not much was being done). This was noted by members.
(k) To further consider Affordable Housing in the parish:
There had been a successful meeting with the District Councils Housing Enabling Officer (RB, MK and the clerk attended). Whilst the matter had been dormant for sometime the District Council had agreed to look at prospective new sites. This was noted by members.
6. To consider Highways and Footpath Matters:
The Clerk reported that he had spoken to Karl Rands (Highways Engineer) in respect of the concrete drain covers and reflector posts adjacent to Heathside in Britons Lane. Vehicles had knocked the reflector posts over and were using the bank, behind the drains, as part of the road surface. KR would report back when he had assessed the situation. This was noted by members. MR reported that 300 daffodil bulbs had been planted and she was thanked by members for her efforts. MK reported on the work of a District Council contractor who was clearing leaves from the highway in the Caxton Park/Caxton Close area. He thought that the effort and hard work of the workman which he had observed should be noted. Members instructed the clerk to write to NNDC accordingly.
7. Meetings & Conferences (to receive reports and announcements):
Reports were received in respect of the Annual Parish and Town Council Conference (attended by DT, GD, MR, MW and the clerk) and the NNDC Planning Seminar (attended by RB and the clerk). Booklets and papers issued for these events would be circulated to members.
8. PC Assets: to consider reports:
As requested at last months meeting DT reported on the light next to 18, Priory Close which was causing concern for the occupiers of this property because it was too bright in their opinion. DT informed members that this light did appear brighter than others nearby and he recommended that changing the lamp from orange to white would alleviate the problem. After discussion it was agreed to carry out this work, changing the lamp from orange to white, and the clerk was asked to instruct the contractor accordingly. He was also requested to ask the contractor to retain the orange lamp that was removed for use in the future. (Prop: DT, Sec: PK, – agreed).
9a. To consider ongoing maintenance of Beeston Common:
News was still awaited from NNDC regarding responsibilities in respect of the ditch (the parish councils western boundary). This was noted by members.
9b. To consider Pillbox in Britons Lane:
There was still no news from English Heritage regarding the listing application. (the clerk had phoned and e-mailed on several occasions)
9d. To review future plans for the parish:
This was one of the councils calendar jobs and the clerk suggested turning the lack of parishioners responses to creating a parish plan in recent years from a negative into a positive. He believed the lack of responses was due to a very high percentage of the parish population being elderly and suggested a survey of parishioners, carried out by pupils from the school, which would invite suggestions of what the council could do to help pensioners and vunerable people in the village. Grant aid might be available from NALC to help with costs. After discussion the clerk was requested to make an initial approach to the High School to see if pupil participation was possible.
9f. To consider car parking during Sunday Car Boot Sales:
The chair said he had not seen the proprietor of the car boot sales to discuss the possibility of a second exit. GD expressed the view that the land in question was owned by a third party who would not agree to an additional exit. MK said that cones in Britons Lane would solve the problem as would a spell of tickets being issued by the police for illegal parking. MR said that people will not change and parking illegally on the pavements etc is the main issue. In general members thought the police should be more involved but the clerk said he had not received any communication from them since Sgt.Money attended a meeting some months ago (there had been no response to the copy letters sent to the police which were complaints about this problem). It was agreed the chair and others have another meeting with the proprietor to try and further this matter.
10. Quality Parish Status:
(a) To receive update on QPS:
The clerk informed members that his CiLCA studies file had been submitted. If successful the QPS portfolio would be judged by the Accreditation Panel in January. The clerk had been informed that our quality parish status portfolio was a good one and hopefully there should be some positive news early in the new year.
(b) To further consider Qtly.Newsletter for Dec.09:
MK had completed the Xmas edition and it was ready for distribution by members. The clerk asked members to take these with them after the meeting. Special thanks were again due to our vice-chair said the clerk and the council needed to consider having an understudy for this work in case MK was not available to produce the newsletter.
11. To receive reports from District & County Councillors:
Apologies had been received from both councillors.
12. To consider Sect.17, Crime & Disorder Act (incl.Police Report):
Apologies had been received from the police but a crime report (e-mailed) had been received which would be circulated to members.
13. To receive Correspondence (not included in agenda items above):
The following had been received :-
NCC magazine Your Norfolk, magazine Your Rubbish Your Choice, NNDC magazine Outlook, NCC Gritting map, various brochures, Holt & Watton CAB appeal letter (to be referred to APM). All the above would be circulated as usual.
14. Resolution re Public Participation (comments/other matters):
(Prop: DT, Sec: MW – agreed) – meeting adjourned. A parishioner handed a letter to the chair for members information regarding the Kingswood Centre (this would be circulated). The bus stop (north side of A149 and just into West Runton) was causing concern with its new position directly on the road (clerk to speak with NCC. Passenger Transport Unit) – the meeting was re-opened.
15. To confirm date of next meeting – future agenda items:
This was confirmed for Wed.13/1/10 (7pm) – Review of Financial Regulations would be on the agenda.