Pakenham Parish Council : Minutes 20th May 2020

PAKENHAM PARISH COUNCIL
Minutes of the Virtual Annual Meeting of the Council
held on Wednesday, 20th May 2020 at 7.30pm

Present: Cllrs: H Painter, D Dorling, M Bagnell, N Davey, C Palfrey, M Sargent and B Sidebotham.
No members of the public were in attendance. Mrs S Brown (clerk) took the minutes.

1 - Election of Chairman:-
Cllr Davey proposed Cllr Painter this was seconded by Cllr Palfrey all in agreement Cllr Painter duly elected Chairman and signed a Declaration of Acceptance of Office.

2 - Declarations of Interest: No declarations of interest received.

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

4 :-
County Councillor's report:-
Cllr Hopfensperger was in attendance and gave the annual report which included: New street lighting proposed to reduce the county's carbon footprint, County Council approves budget to spend more on services for vulnerable residents, new permit scheme aims to address roadwork disruption, new recycling centre opens in Bury St Edmunds, date agreed for plans to tackle Suffolk's parking problems, Suffolk celebrates CQC success, Council pushes forward with commitment to creating more places for specialist education in Suffolk, Suffolk Fire and Rescue Service rated 'Good' in Government inspection, The Hold topping out ceremony, Eleventh shared Police & Fire station officially opened, Suffolk businesses celebrated for reducing carbon emissions, Suffolk pothole repair scheme to go countrywide, Suffolk County Council awarded £4.41m for smart street lights, New Highways Self Help scheme empowers Suffolk people to do more in their community, Ofsted confirms that Suffolk County Council's Children's Services are 'Outstanding'
Locality Budget/Highways locality budget: This year Cllr Hopfensperger has supported the village through her locality budget on the following scheme – Entry gates in Upper Town and currently in the process of processing an application for Pakenham Water Mill's new building project.
Highways: We were due to have a site visit to discuss the impact of Thurston's developments on the village's infrastructure this is now being arranged via a virtual meeting. Possible dates to be circulated to Councillors after the meeting. Cllr Painter asked if further applications had gone into the planning authority for Thurston, Cllr Hopfensperger advised there were possibly two further applications in the pipeline of approximately 700 further houses. Cllr Painter highlighted the amount of damage to verges by the number of lorries going through to Thurston, it was advised to take photos which could be shown to Highways at the meeting. It was advised signage had been put on finger posts of: 'College view' on Pakenham Road coming from Great Barton and at the crossroads at Upper Town. Cllr Hopfensperger to ascertain whether permission had been received by the firm to do this. The County Councillor to also check the 'order' on the road to Thurston from Pakenham Upper Town. The Recycling centre was open but by appointment only and the road closure had been lifted. The flooding at the junction with Ixworth Road work is due to commence in July to rectify the drainage problem.
Borough Councillor's report: Cllr Brown did not attend and no report had been received.
Public Forum: No members of the public in attendance.

5 - To consider the approval of the minutes of the last meetings:-
The minutes of the meetings held on 22nd April 2020 were approved and signed as a true record.

6 - Appointment of Vice-Chairman:-
Cllr Painter proposed Cllr Dorling as vice-chairman seconded by Cllr Palfrey all in agreement, Cllr Dorling was duly appointed Vice-Chair.

7 - To confirm Representatives and Officers: All in agreement for the following appointments:-
i. PVH & PFA: Cllr Palfrey
ii. Pakenham Charities: Cllr Dorling and Cllr Palfrey
iii. Ixworth Patients Association: Cllr Sidebotham
iv. Tree Officer: Cllr Dorling
v. Footpath Officer: Volunteer
vi. Weekly inspections (parish council properties): G Cranmer

8 - Annual Reviews:-
i. Standing Orders: Council reviewed the standing orders and all in agreement no changes were needed.
ii. Financial Regulations: Council reviewed the financial regulations and all in agreement no changes were needed.
iii. Financial Risk Assessment: Council reviewed the financial risk assessment and all in agreement no changes were needed.
iv. Asset Register: Council reviewed the asset register and all in agreement it was in order.
v. Clerk Salary: Council reviewed clerk salary and all in agreement to increase salary by one SCP point as per employment contract from SCP 14 to SCP 15.

9 - To Consider Tree Survey and works required:-
Council discussed the tree survey and recommendations and all in agreement for the necessary works to be carried out. Cllr Dorling to contact tree surgeons for quotes and meet with them if necessary. Cllr Dorling highlighted the Cedar tree at the Lawn Cemetery planted by a resident will need some branches lifted. Council agreed Cllr Dorling to speak with the resident.

10 - Correspondence: Circulated ongoing information from SCC and SALC on issues relating to Covid-19.
i. Water supply at allotments: Resident had contacted the Clerk asking if they could take over the capped water supply at the bowling club. Council discussed and agreed the Parish Council were not responsible for the water supply and the resident would need to contact the PVH & PFA as they had the water meter.
ii. Email from resident concerned at the amount of speeding traffic near Pakenham Windmill on Thurston Road, asked if either sign could be erected or the SLOW signage on the road could be overpainted as very faded. Cllr Hopfensperger agreed to take this to Highways to have the SLOW repainted on the road.

11 - Planning:-
i. Any applications determined by Planning Authority: No applications determined by the planning authority had been received.
ii. It was advised Clatter Cottage had additional building works through permitted development the Clerk to contact the planning authority to ensure this was within the limits of permitted development.
iii. It was advised ground works at Strathcona required planning permission the Clerk to contact the planning authority to ensure the Parish Council was made aware of this application when issued.

12 - Finance Report and to consider payments to be made:-
The deposit account held a cleared balance of £10,129.50 and included £60.54 interest payment at 30.4.20.
The current account held a cleared balance of £26,662.24 at 30.4.20.
The Precept payment of £12,026 had been received and currently £130 of allotment rents had been received.
i. To consider & approve end of year statement with significant variances and authorise Chair to sign on behalf of Council: All Councillors had received a copy, all Councillors in agreement to approve the end of year statement and authorise the Chair to sign which the Chair duly carried out.
ii. To consider & approve Annual Governance Statement Section 1 & authorise the Chair to sign on behalf of the Council: All Councillors had received a copy. All Councillors in agreement to approve and authorised the Chair to sign which the Chair duly carried out.
iii. To Consider & approve Accounting Statement Section 2 & authorise Chair to sign on behalf of Council: All Councillors had received a copy, all in agreement to approve the Accounting Statement and authorised the Chair to sign which the Chair duly carried out.
iv. To Consider & approve exemption from the requirement for a limited assurance review & authorise Chair to sign on behalf of Council: All Councillors in agreement to approve the exemption from the requirement for a limited assurance review and authorised the Chair to sign which the Chair duly carried out.

Council were all in agreement for the payment of invoices to be made:-
v. To review insurance provision and payment of premium: Council reviewed the insurance provision, all had received a copy of the comparison sheet and all in agreement to use Pen Underwriting Limited via AXA with the 3 year long term agreement at a premium of £374.33
A cheque no:1654 for £374.33 was raised for the insurance premium
vi. M & TJ's in: 13595 £408 April grass cutting: A cheque no:1653 was raised for £408
vii. To confirm payment of: SALC Payroll inv:22980 £21.60 – SALC subscription inv:23326 £376.36 and Pakenham Community Group Newsletter printing costs of £67

No further invoices had been received.

13 - Councillors' reports and items for future agenda:-
The Clerk to contact the contractor BJ Property Improvements to re-paint the telephone box at Grimstone End.

14 - Date of next meeting:-
The date of the next scheduled virtual meeting was confirmed as Wednesday, 17th June 2020 at 7.30pm.

There being no further business the meeting was closed at 8.20pm

(Ref: 310-313)