Pakenham Parish Council : Minutes 24th October 2018

PAKENHAM PARISH COUNCIL
Minutes of the meeting held on Wednesday, 24th October 2018 at 7.30pm
Pakenham Village Hall

Present: Cllr Painter, Cllr Dorling, Cllr Bagnell, Cllr Davey, Cllr Palfrey, Cllr Sargent and Cllr Sidebotham. Twelve Members of the public were in attendance. Mrs S Brown (clerk) took the minutes.

1 - Record Councillors' apologies for absence: All in attendance.

2 - Declarations of interest:-
Declarations of interest received from Cllr Bagnell in respect of item 5i

3 :–
County Councillor's report: Cllr Hopfensperger attended and gave a report which included: The installation of the Gates at Upper Town have been delayed due to finding electric cables and water pipe, Highways will need to conduct further investigation and may need to slightly change the size or location of the gates. Cllr Hopfensperger to send the link to the budget consultation to the clerk to circulate to Councillors. An email had been received from a Pakenham resident thanking SCC Highways for the works completed on Fen Road ready for the resurfacing which will take place next year. A resident highlighted road/diversion signage left on the highway Cllr Hopfensperger advised this will be coming under scrutiny. Cllr Sargent reported a pot hole at the crossroads towards Ixworth. Pot holes were briefly discussed it was advised SCC will be using electronic equipment which scans both road and signage which will hopefully make the inspection of highways more efficient. Cllr Dorling asked if Highways will be installing bollards at Bailey Bridge Cllr Hopfensperger advised this has been put in the work programme, this will probably take place next year. It was advised Rougham Depot are happy if Councillors wish to visit for a tour to see how they work and meet the team. All Councillors would be interested in the visit Cllr Hopfensperger to arrange.
Borough Councillors report: Cllr Brown attended and gave a report which included: The Local Government Boundary Commission's final recommendations for West Suffolk had been published, nothing has changed in regards the Pakenham ward. A resident asked if there were any updates in regards Micklemere Cllr Brown advised there were no updates on this or Shetland Boatyard.
Public Forum: As the majority of the public in attendance were interested in two of the planning applications Council agreed to bring item forward.

4 - To consider the approval of the minutes of the last meetings:-
The minutes of the meeting held on 19th September 2018 were approved and signed as a true record.

5 - Planning Applications:-
Cllr Bagnell left the meeting.
i. DC/18/1830/FUL Ponderosa, Fen Road
Change of use of existing outbuilding to run dog day care business, 2 bay cart lodge with office & storage space, fencing.
The clerk informed Council a letter of objection had been received as well as a copy of a letter sent to the planning authority stating works had been commenced. A resident spoke in regards the application and summarised their objection to the dog care business. A second resident spoke opposing the application. Council discussed; concerns were raised in respect of increased traffic, parking, visibility splay shown did not appear to be accurate, increased noise with no indication of how they were going to control or manage this, drainage, rubbish disposal, home boarding and all in agreement the proposed dog care business was in the wrong location and not appropriate for a residential area. All Councillors in agreement to object to the application. The Chair noted if works have already started this was an issue for the Planning Enforcement team.
Cllr Bagnell re-joined the meeting.

ii. DC/18/1839 for lawful development certificate land adj. Gemeed, Bury Road – mobile van.
Council discussed and confirmed the mobile van had not been on this site for 10 years but had been in situ for approximately just under three years. All Councillors in agreement to object to the application. A member of the public made a number of comments, Cllr Hopfensperger confirmed the land was owned by SCC and confirmed the matter is under enforcement at the current time.

iii. DC/18/1856 Priory Farmhouse, Bury Road
Repairs to chimney.
Council discussed and all in agreement no objection

iv. No applications determined by planning authority

5 - Reports:-
i. Outstanding Highways Issue: The clerk read out an email response from Highways in regards Fulmer Bridge, Thieves Lane stating they are discussing the possibility of installing 'narrow road ahead' or 'not suitable for HGVs' signs on the existing weight restriction sign posts.
ii. Clerks Report: The CPR training for 24 November currently have x13 due to attend. Planning training with GDPR has been arranged for Thursday 22 November 7 – 9pm. An email has been sent to local clerks asking if any Councillor wished to attend at a cost of £20 each.

6 - To consider adopting documentation for GDPR compliance including Data protection impact assessment, Privacy Notice for Councillors & Staff & Role Holders, Document & Electronic Data Retention Policy, Social Media & Electronic Communications Policy, Subject Access Request Policy, SARS Request Form and Data Security Breach Reporting Form:-
All papers had been circulated to Councillors. All Councillors in agreement to adopt all documentation for GDPR compliance.

7 - To consider supporting PVH & PFA:-
i. Play equipment: The Chair advised a resident had asked if more equipment could be placed in the play area.
Council were happy to work with the PVH & PFA if they wished to. The Chair of the PVH & PFA explained there was limited room for expansion of the play area but they were open to new ideas for the play area to place on the their next agenda and to come back to the Parish Council. Cllr Palfrey highlighted how much work the Chair of PVH & PFA undertook, the Chair was thanked for all his work.
ii. Access to the area: This was discussed and agreed no further action required.
iii. Dogs on the playing field: The Chair asked if dogs could be restricted from the playing field the Chair of the PVH & PFA to place on their next agenda.

8 - Annual review of Internal Control Statement & Report:-
The internal control statement and report had been circulated to Councillors. All Councillors in agreement to adopt the internal control statement and report. The Chair signed the report.

9 - To consider defibrillator at Grimstone End:-
The clerk informed Council of the approximate costs of a defibrillator and cabinet. Council discussed and agreed to write to the Watermill asking if they wished to have a defibrillator installed either outside or inside the Watermill. If they were happy the Parish Council to try and access funding and arrange the purchase of a defibrillator.

10 - To consider hedge work (former bowling area) & trees at allotment:-
The Clerk read an email from an allotment holder who advised the five bar gate to plot A had a rotten post and two rails. The allotment holder was happy to carry out the works if the Parish Council supplied the materials. Council discussed and were happy for the resident to carry out the works. To advise the resident the Council should have an account at Clarkes and they may obtain the materials, if under £150 from them. The Council to reimburse if necessary. The large Sycamore tree(s) was discussed, Cllr Dorling to survey with the contractor below and report back to Council. All in agreement for the hedges to be taken out, as per those hedges marked on the map and the portaloo to be taken away all works as per quote. To receive a copy of the contractors public liability insurance (at least £5million) before the works commence. The Chair to ask resident location of water meter and to check details of the water pipe. Cllr Sidebotham asked if the hedge at the entrance of The Owell (at side of The Dell) could be cut back, Cllr Dorling to check the hedge and marked map of hedges to be cut and if necessary to ask M & TJs to carry this out.

11 - To consider donations:-
i. British Legion: Cllr Palfrey highlighted the Royal British Legion hoped to visit all the Great War graves in Suffolk and lay a wooden cross in commemoration. Council discussed and all in agreement to donate £100.
ii. First Responders: Council discussed and all in agreement to donate £100.
iii. PVH & PFA: Council discussed and all in agreement to make the annual grant of £1845.
iv. Ixworth Surgery Patients Association: Council discussed and all in agreement to donate £100.

12 - To confirm meeting dates for 2019:-
Dates had been circulated to Councillors. The Chair asked if the May, June and July dates could be changed to a Thursday all in agreement to do this if the Village Hall is free. To recirculate to Councillors.

13 - Correspondence: To circulate Clerks & Councils Direct and Suffolk Voice
i. Permission to use Cemetery Meadow for 2019 Theatre Production: Council discussed, all Councillors in agreement to give permission for the Theatre group to use the cemetery meadow.
ii. West Suffolk Housing Strategy consultation: Online survey circulated to Councillors.
iii. SALC Annual General Meeting: 6 November 6pm at Blackbourne Community Centre, Elmswell circulated to Councillors.

14 - Finance Report and to consider payments to be made:-
The deposit account held a balance of £10,014.35
and the current account held a cleared balance at 1st October 2018 of £20,229.20
and an uncleared balance after the invoices have been paid including annual grant to PVH & PFA of £17,920.07
this includes receipt of £10.37 wayleave.
All Councillors were in agreement for the payment of invoices: