Annual General Meeting Minutes Held in Barham Church Hall

Minutes of the Annual General Meeting held in Barham Church Hall, on Monday 3rd June 2024, 7.00pm

Present: Cllr Casey Wooltorton – Chairman, Cllr Julie Gregory – Vice Chairman, Cllr Paul Fenn, Cllr Ian Woods, Cllr Bonnie Head, Cllr Graham Head, Cllr Brenda Mitchell & Cllr Julie Gregory.
Also present: SCC Chris Chambers and the Clerk.

1. Resolution to Exclude All Members of the Public

It was agreed by all to adopt the resolution to exclude members of the public from the meeting on this occasion, proposed The Chairman seconded Cllr Mitchell.

2. Apologies

Apologies for absence. Cllr Marilyn Lesley – unwell. For political reasons BMSDC Penny & Whitehead unable to attend.
Consent/non consent to absence. Consent was granted.

3. Councillors Declaration of Interests

Declaration of interests with regards to any item on the agenda. Councillors have dispensations granted relating to the BPSCP
Councillors to Review their Declaration of Interests annually. The Clerk reminded of this and the need to log onto the Register of Interests portal to review.

4. Vacancy on Barham Parish Council Due to the Resignation of Gail Cornish

The Clerk advised that an election is not needed to fill the vacancy which is advertised. The PC hopes to be able to Co-Opt a new member at the July meeting.

5. To Review and Appoint Parish Council Representatives

Claydon & Barham Village Hall Committee. Vacant.
Community Trust (Claydon & Barham Community Centre) – Cllr Fenn will carry this out.
Recreation Ground Committee – Vacant.
Suffolk Association of Local Councils (SALC) – The Chairman to carry this out.
Planning – The Vice Chairman to carry this out.
Finance – Cllrs Mitchell & Lesley happy to continue.

The above representatives were agreed by all, proposed the Chair, seconded Cllr Mitchell.

6. To Approve the Minutes of the Meeting Held on Monday 22nd March 2024

The minutes were approved & signed by the Chair, proposed Cllr Mitchell seconded Cllr G Head.

7. Workplans and Planning List

Review of Workplans. The workplan was reviewed and updated. The footpath leading down from the safety barrier on the A14 to the lakes is still in need of repair and a new sign is needed. It would be useful to have a handrail installed alongside the steps. SCC Cllr Chambers will speak with ROW regarding a handrail and repair to the steps. The Chairman proposed that the PC purchase 2 new directional signs and posts pointing to the “Public Footpath”, seconded Cllr G Head. All in favour. Dropped curb at the Crescent is far too expensive for the PC to fund, SCC Cllr Chambers has been able to get £600 off the price bringing it down to £7400. It was agreed by all not to go ahead with this, proposed the Chairman seconded Cllr Fenn. All in favour. Would be useful for the undergrowth to be cut back on the corner of the Crescent.
Cllr Gregory informed that the hedge at Jackson Place has been cut but the land is still overgrown. SCC Cllr Chambers will find out who is responsible to do this.
Cllr Chambers will also look into the missing barrier on the Coopers Way footpath.

The slip road leading off A14 to Barham needs cutting, Cllr Chambers advised that the annual SCC grass cutting rota has been circulated to Parish Councils. The PC would like the 30mph along Norwich Road to continue to De Sumarez Drive. Cllr Chambers will communicate with the Officer at SCC regarding this.

Review of Planning List & To Discuss any new Planning Applications Received. The Chair informed no recent new applications have been received.

8. Finance

Monthly Payments – to agree the payments for March & April 2023. March payments £1650.34 receipts £250.00. April payments £4681.35 receipts £17,564.32. These were approved by all and signed by Cllr Mitchell.
Monthly reconciliation – to approve April’s bank reconciliations. As at 30/04/23 the Current Account £140,397.99 this includes £106,046.30 CIL money and £3693.71 towards new play equipment, country park. Business Premium Account £4782.38. Cllr Mitchell signed the bank reconciliations.
Spend Against Budget for the Previous Financial Year ending 31st March 2024. This has been circulated to all in advance of the meeting, no issues raised.
Report from the Internal Auditors, Heelis & Lodge on the End of Year Accounts 2023-2024. The Clerk reported that this has been carried out, one recommendation has been raised which is that the Clerk must present the External Auditors report at a meeting and record the consideration.
Approval of the End of Year Accounts 2023-2024. As at 31st March 2024 the Current Account £128,208.40 (earmarked reserves £3,693.71 Country park play equipment & £106,046.30 CIL Money) and the Business Account £4,782.40 (General Reserves). Section 1 Annual Governance was completed and approved by all, proposed Cllr Wooltorton seconded Cllr Mitchell. Signed by the Chairman & Clerk. Section 2 Accounting Statement was approved by all, proposed Cllr Wooltorton, Cllr Mitchell. Signed by the Chairman and Clerk. The Clerk explained the variances spread sheet which has been prepared for the external the auditors. The end of year accounts to be posted on the website and noticeboards along with the dates of the period for the public to exercise public rights. Accounts to be sent to external auditors PKF Littlejohn.
CIL Annual Return 2023-2024. The Clerk reported that she has completed the annual return, spent £10,480.37 and retained £104,106.48. The completed annual return will be sent to the district council and will be advertised on the PC website.
To consider transferring some of the Parish Council funds from the current account into the business account benefitting from a good interest rate. Cllrs Mitchell & Gregory explained that the Business account gets a better rate of interest than the money in the current account. Therefore it was agreed to hold up to £80,000 in the Current Account. Proposed the Chairman, Clerk & Cllr Mitchell to carry this transfer out.
To consider a revised 2nd Quote from Highways regarding Dropped Curb, The Crescent. Already done under item 7.
To consider the quote received from Birketts for a barrister to prepare a Defence claim against ND Services. The Chairman reported that on 22nd May the PC was required to pay for the Counsel to draw up defence papers as a matter of urgency. Therefore the Chair and Clerk agreed to instruct Mr W Spence from Selborne Chambers £750 plus VAT. The payment has now been paid. The PC approved this and agreed that the Chair and Clerk made the right decision. The Chairman is in communication with the PC Insurers and is in the process of completing a claim form in the hope that the insurance cover will pay for the legal costs of the court case.

9. Taylor Whimpey Meeting Update on the Public Space Land

The Chair explained that Taylor Whimpey has offered to give the public open space land at the new site to the Parish Council to maintain. This will include all of the fences, hedges, trees, pond area, grass, play areas and basins (all of the green spaces). They will also give £200,000 to help with the cost of maintaining the areas. It was agreed by all that the PC could not afford to take this on along with all the responsibility which goes with it. All are in agreement not to take on the public space land. The Clerk will advise Taylor Whimpey.

10. Repainting of Village Sign – To Consider This Being Redone

Correspondence has been received from a member of the public recommending that the PC consider this job to be done. The village sign located at the Church Lane/Norwich Road junction was last repainted in 2018 and Claydon sign repainted in 2014. He has recommended someone who hand paints village signs. It was agreed by all that the Clerk will contact Claydon PC to see if they would like to have their village sign painted at the same time to help keep travel costs to minimum. Then to get a price from the recommended person. Cllr Woods also knows a local artist and will get a price.

11. Pre-Release of the New Model Financial Regulations

The Clerk informed that the new model regulation has now been received from NALC/SALC and that this will replace the old Financial Orders. The Chairman proposed that a working group consisting of Cllrs Lesley & Mitchell (finance), the Chairman & Clerk to meet to consider the new orders for the Parish Council to approve at a future PC meeting, seconded Cllr Mitchell.

12. Kirby Rise Play Area

A member of the public has reported to the Clerk that as the play area is no longer locked at night, teenagers are not leaving the area until 10.30pm at night. They are causing a disturbance and there are also signs of graffiti. Can the play area be locked again at 8pm each evening? The Chairman advised that the PC no longer has a volunteer to lock and unlock the play area morning and night. Cllr Mitchell informed that she has spoken to a resident of Kirby Rise who lives near the play area and they suggest that there is not an issue with disturbance and no sign of graffiti. It was therefore agreed to keep the play area unlocked, proposed The Chairman seconded Cllr B Head. The Chairman also informed that he has not replaced the new strip of rubber to the slide. The rubber is far too thin and a waste of money. There are no rough edges on the sides of the slide, but the fibre glass could be rubbed down if needed. All agreed to leave for the time being.

13. Reports

Councillors to report on any meetings that they have attended since the last Parish Council meeting.

Cllr Fenn informed that he had attended a recent Good Neighbours meeting. It was mentioned that they would like some funding again from the PC. Clerk to send them a grant application form.
The Chairman has attended meetings with BMSDC and Taylor Whimpey regarding the green spaces at the site, reported earlier. The Show House is now open and they hope to have 11 homes completed by the end of the year. Works are all on schedule.
Cllr B Head has attended a recent Well Being Workshop which is running for 6 weeks in the village. Aimed at over 60s and encouraging physical fitness. Free of charge.
Cllr B Head reported that despite the new panels being installed in the bus shelter, she is still trying to get SCC to get a contractor to come out to clean and repaint the shelter. They have advised that it is on a priority list to get the work done.
SCC Chris Chambers gave his annual report which included the struggle that the county council is having with finances, inflation is impacting on the services they are trying to deliver. A budget of £750 million. 77% of the budget is used for delivering statutory services and this does not include roads and potholes. Cabinet has approved funding to resurface residential roads. The Department of Transport has given SCC £108 million to help fund road and potholes. Secured the library service for another 12 months. An additional £4.4 million to spend on additional staff for Special Educational Needs. Bringing back the Suffolk Fire Control Room into Suffolk.
Monthly report, fairly quiet with announcements due to the forthcoming elections. Call out for Foster Parents. SCC to build new homes to sell off. Suffolk Business Board is putting together a strategic plan to encourage new business’. At the SCC AGM there was small cabinet reshuffle and he has now become the cabinet member for transport and housing.

14. Date of Next Meeting

The date of the next meeting to be on Monday 22nd July 2024, 7.00pm. Cllrs B & G Head gave apologies in advance. The Chair asked that the PC try to encourage applicants for the councillor vacancy.

The meeting ended at 8.50pm

Chairman …………………………………………………. Date ………………………...........