DRAFT – FOR APPROVAL AT THE NEXT MEETING
Northwold and Whittington Parish Council – Ordinary Meeting
Tuesday 4th April 2017, 7.30pm
Northwold Village Hall
PRESENT: Cllr R. Crisp (Chairman), Cllr S. Leet , Cllr M Peake, Cllr. A. Jenkinson, Cllr C. Pointeer, Cllr G. Gillett, Cllr S Gillett, Cllr A Muir, Cll F Eglington, Cllr C Anderson and Mrs N Cooper, Clerk.
Also present: Cllr Martin Storey – Norfolk County Council
There were 11 members of the public.
1. PUBLIC FORUM
The new streetlamp at Glebe Close was discussed. Residents present were concerned about the necessity and location of the lamp and of the potential for it to shine into bedroom windows. Cllr Eglington advised that the lamp had been approved after a request from another resident from Glebe Close to provide illumination of the junction and the garages. The streetlamp will be put on the agenda for the May meeting and a price for a shade would be sought. Residents were advised of the location of a streetlamp shade along West End as an example.
Residents were also present to discuss planning application 17/00170/0 proposed development at Woodlands, 11 Little Loddon Road, Northwold, which was refused at the Planning Committee meeting of the Borough Council of King’s Lynn and West Norfolk on 3rd April 2017. The residents were pleased with the result but were disappointed that the Parish Council had not done more to engage the residents about the application. Residents did not receive correspondence on the application from the Planning Authority until the day after the February Parish Council meeting at which it was discussed. It was explained that the Parish Council does not have a duty to inform residents about all planning applications but that a planning notice should have been put up in the vicinity of the address by the Planning Authority (Borough Council of King’s Lynn and West Norfolk). The Parish Council must respond to planning applications within a 21day consultation period and therefore had discussion on the application be moved to the March meeting the Parish Council’s comments could not have been taken into account by the Planning Committee. Cllr Martin Storey advised the residents that he could be contacted by all residents who had Parish related concerns and he would always assist where he could. Cllr Storey had been present at the Planning Committee meeting and he advised that it is up to the Planning Committee Board members to make the Planning decisions based upon material planning considerations and planning policy, it is not a Parish Council decision. The residents were asked to contact the Planning Authority directly with their comments and the Parish Council apologised that they could not help further at this point.
An update on Footpath No. 6 was also requested. This was on the agenda for an update.
ACTIONS: Clerk to put Glebe Close streetlamp on the May agenda.
Clerk to seek a quote for a streetlamp shade.
2. LOCAL AUTHORITY REPORTS
i. Norfolk County Council
Cllr Storey advised that pot holes are a major concern being tackled across the county, using newly available funding, over the past month. The County Council is looking at its budget at a meeting on 10th April and trying to maintain frontline services at their current levels. He advised that the candidates for the local elections are currently on the NCC website.
ii. Kings Lynn & West Norfolk Borough Council
No report was given.
3. ACCEPTANCE OF APOLOGIES FOR ABSENCE
Apologies of absence were provided for Cllr A Collins. This was accepted by all.
4. MEMBERS’ DECLARATION OF INTERESTS (for items on the Agenda) – Issue of Dispensations
There were none.
5. TO APPROVE AND SIGN THE MINUTES OF THE MEETING held 7th March 2017
The minutes were approved by all Councillors present and signed by the Chairman as a true record of the meeting held on 7th March 2017. The final version will be available on the website.
6. REPORTS AND MATTERS ARISING FROM MINUTES OF PREVIOUS MEETINGS
Cllr Jenkinson advised that he had closed off the Climbing Wall but had not yet sourced a quotation for repairs. The work would need to be undertaken by a specialised play area company.
ACTIONS: Clerk to place on the agenda for the May meeting. Cllr Jenkinson to seek quotes for discussion at the May meeting.
7. HIGHWAYS MATTERS
7.1 Highways Update – Cllr. Storey/Andy Wallace Highways
The Clerk reported that Karl Rands and Andy Wallace had been contacted and Andy had responded to advise that clearance of Footpath no.6 is scheduled for April 2017 and that road sweeping has been scheduled. Cllr Crisp advised that she doesn’t think the whole village has been swept, just Glebe Close. Cllr Storey will contact Highways about this.
ACTIONS: Cllr Storey to contact Highways about road sweeping.
i. CIL Parish Payments – New webpages: BCKLWN Email – Noted for information
ii. Norfolk ALC Spring Conference Wed 24th May 2017, Green Britain Centre, £54+VAT– Noted for information
iii. Better Broadband for Norfolk Highlight Report 2016/17 Q3: BCKLWN Email– Noted for information and copy passed to interested resident
iv. Police Newsletter Downham Market Area– Noted for information
v. Email from Doug Lawson ref December 2016 Minutes– Noted and discussed. It was corrected that the email was actually forwarded from the editor of the Village Pump. Councillors agreed that although there were some mistakes in the minutes, as there was no Clerk in post at the time the Councillor who took the minutes did so as fully as they could with the information available. Clerk to respond to the editor of the Village Pump to thank them for his email and to advise that the comments have been taken on board.
vi. Email from Jenny Mason ref leaf litter – This was reported to Andy Wallace upon receipt as a health and safety issue as all the leaf fall had made the pavements slippery. See 7.1.
vii. Email from Mr & Mrs Durrance ref streetlight at Glebe Close (Cllr Crisp) – discussed under 1.
viii. Letter from Mr Wheatley ref: Streetlight at Glebe Close – discussed under 1.
ix. Email from BCKLWN to inform about Planning Committee 3rd April 17. 11 Little Loddon Road.- noted.
x. Email from NCC Ref Changes to Highways Areas – area now called West 2, contact still Andy Wallace.
xi. Email from BCKLWN ref Local Plan Review – noted for information, nothing to comment on yet.
ACTIONS: Clerk to respond to editor of Village Pump.
9. POLICY REVIEW
i. The Councillors had been provided with updated Standing Orders bringing the Council in line with current legislation. A resolution was passed to adopt this policy and a copy will be placed on the website.
ii. The Councillors had been provided with updated Financial Regulations and the requirements for estimates was highlighted. A resolution was passed to adopt these updated regulations and a copy will be placed on the website.
iii. The Councillors had been provided with a Freedom of Information Schedule; a document to show how information can be found and printing costs to provide this information. A resolution was passed to adopt this schedule and a copy will be placed on the website.
ACTIONS: Clerk to place the documents on the website.
10. FREEDOM OF INFORMATION REQUEST – MRS JA TAYLOR
Councillors were asked to provide any emails which relate to the FOI request by the end of the week (9th April) to enable the Clerk to respond within 20 working days (excluding weekends and bank holidays). If the Councillors had no emails relating to these subjects still available on their email account they were asked to make the Clerk aware. Cllr Eglington advised that he deletes his emails regularly and no longer has any related emails in his account. The importance of using a Councillor dedicated email address was discussed to make responding to FOI requests easier.
ACTIONS: Councillors to provide relevant emails and Clerk to respond within the 20 working day timeframe.
11. CPRE Housing Allocation Pledge
This was discussed and the Parish Council decided to not sign the pledge.
ACTION: Clerk to contact CPRE.
12. GROUNDS MAINTENANCE
The Clerk advised that the 1 Year contract from CGM had been received and queried the regularity required to strim behind the tennis courts. It was noted that this should be monthly. The contract was otherwise accepted as per agreed at the March meeting and the Clerk was authorised to sign this once the strimming behind the tennis courts frequency was updated.
It was noted that Ann Howarth updates CGM of dates and times of funerals to avoid clashes with grounds maintenance.
The CGM Audit of Whittington Churchyard and Whittington Recreation Ground was noted. Councillors advised that strimming could be more thorough. It was also noted that the trees near to Whittington Playground are overhanging. These are on private property.
ACTION: Clerk to contact CGM about the updated clause and sign updated contact, also advise about strimming of Whittington Rec and Cemetery.
Cllr Pointeer to contact householders about the overhanging trees.
Cllr Crisp advised that all of the moles on Northwold recreation ground have now been exterminated. It was noted and agreed that as four traps were damaged by CGM during routine Grounds Maintenance the Parish Council will need to pay for these.
It was also noted that the gentleman producing the dog fouling signs has been severely unwell and will be unable to make the signs for a while. It was agreed that the Councillors would wait for these.
This has been delivered to Cllr S Gillet. He has looked at the Church foyer but noted that there are noticeboards on both walls and the electrician would need access inside the foyer to locate the electricity source. Cllr Eglington queried whether a light source would be needed. The Clerk advised that National Lottery funding cannot be sought retrospectively therefore the defibrillator would not be eligible for a grant.
ACTION: Cllr Pointeer to discuss positioning with Whittington Church and contact Cllr Gillet as soon as possible to confirm details.
15. PARISH COUNCIL NOTICEBOARDS
These have not yet been received.
ACTION: Clerk to follow up to find out when noticeboards will be delivered.
16. WHITTINGTON PLAYGROUND
An estimate has been received from Akers Tree Services. A further two estimates for the work will be sought for discussion at the May meeting.
ACTION: Clerk to get two more estimates for tree works and put on the May agenda.
17. NORTHWOLD OLD CEMETERY
Cllr Leet has received an estimate for the treeworks. A further two estimates are required.
ACTION: Clerk to get two more estimates for tree works and put on the May agenda.
It was also noted that upon removal of the Leylandi tree at School Lane Cemetery, Northwold, it was noticed by Akers Tree Services that the Cherry Tree directly next to it had become unstable and needed to be reduced and balanced. This could be done for £80 by Akers Tree Services. All Councillors resolved that this work should be undertaken.
ACTION: Clerk to instruct works.
18. COUNCILLOR EMAIL ADDRESSES
These are in progress and Cllr Pointeer will email around instructions to Councillors about logins. It is an online system so emails will be stored in a cloud not on computers. The domain is nandwpc.co.uk
ACTION: Cllr Pointeer to complete addresses.
19. PLANNING APPLICATIONS AND UPDATES (since last meeting)
16/01553/NMA_1 NON-MATERIAL AMENDMENT OF PLANNING PERMISSION 16/01553/F Removal of condition 3 of planning permission 16/00005/F as it has been established that the applicant has no legal right to surface the private part of the access which has no legal owner Land South of 6 Little London Lane. No objections were made.
ACTION: Clerk to respond to consultation with no objections.
20. FINANCE & POLICIES
i. Parish Council Bank Balance and reconciliation from list of payments and receipts was reviewed and discussed at the meeting. Cllr Eglington volunteered to undertake an internal audit of the Councils finances for 2016-17.
ii. Payment of all outstanding invoices cheques for signing were agreed in full and approved.
The following cheques were approved at the meeting.
Unpresented payments/cheques for approval 4.4.17
Cheque Payee Description Amount
2090 CP Tree Services Whitting Rec Ground Tree works £1,810.00
2091 Borough Council of King’s Lynn & West Norfolk Dog waste collection & disposal 27.2.16-26.2.17 x 7 bins £567.84
2092 Anglian Water Water: Burial Ground 25.11.16-7.3.17 £16.09
2093 CGM Grounds Maintenance Mar17 £301.92
2094 Nicola Cooper March 17 Salary, Mileage & Expenses £412.23
2095 Christopher Pointeer Domain name 2 years £58.61
2096 Akers Tree Services School Lane Cemetery Tree Works £500.00
2097 Norfolk Parish Training & Support Subscription 2017-18 £181.35
2098 J&M Pest Control Mole Removal Rec Ground £80.00
iii. The budget for 2017-18 was discussed in full. It was noted that the Sports and Social Club had not been charged for rent for the period 1.4.16-31.3.17. It was agreed by all and resolved that the Clerk should raise an invoice to the Sports and Social Club for the period 1.4.16-31.3.18 to cover two years at a total cost of £550. It was also noted that an invoice for the allotments should be sent to Cllr Jenkinson for £120 for 2017. The budget line for Constables Charity is to be removed and also the line for Pride in Norfolk. All accepted the budget with these changes.
iv. The Whittington Defibrillator and the Jubilee bench to be added to the Asset Register and also the Noticeboards and the phonebox when they are received. Otherwise all agreed.
ACTIONS: Cllr Eglington to arrange internal finance audit with the Clerk.
Clerk to invoice S&SC and Cllr Jenkinson as above.
Clerk to update budget, circulate to Councillors and place on website.
Clerk to update asset register
21. ITEMS FOR AGENDA OF NEXT MEETING: TO BE HELD: TUESDAY 7th May 2017, 7pm. This will be the Annual Parish Meeting followed by the Annual Parish Council meeting.
Items for next agenda: Risk Assessments for Parish Assets (Cllr Eglington), Benches in need of repair at Northwold Rec Ground (Cllr Jenkinson), signs on Little London Road (Cllr Leet)
With nothing more to discuss the meeting closed at 9.00 pm
Chairman: __________________________________ Date: __________________