Minutes of the Parish Council Meeting
- Present
- Chairman Darren Milward, Vice Chairman Frances Milward, Cllr Brenda Mitchell, Cllr Casey Wooltorton, Cllr Wayne Allan, Cllr Jeremy Lea, Cllr Andrew Akhurst & Cllr Oliver Wastell.
- Also present
- BMSDC John Whitehead, SCC Chris Chambers the Clerk and 7 members of the public.
Open Forum
Member of the Wombles would like to thank the Parish Council for the generous Christmas gift of hampers, the Wombles have received in the past. She asked that the PC may consider reducing the gesture of goodwill which will help to reduce the spend.
The Clerk reported that the PC has the power to spend up to £10,478.16 under LGA S137, to volunteers providing it is considered that it is a benefit to the area.
The Chairman thanked the Wombles for the wonderful job they all do around the village, ensuring that it is clear of litter, their voluntary work is greatly appreciated.
Member of the public would like to bring to the attention again, the problem of vehicles parked on pavements. Particularly at the new development of bungalows on Norwich Rd, it is illegal, dangerous, inconsiderate and also causes damage to the footpaths, especially to the newly constructed footpaths, which are not made to the same quality as the roads.
Cllr Whitehead informed that the access road to the new bungalows is now open and that the construction workers should park there. The Chairman will once again speak to the site manager regarding this and will also report to PC Katie Jarrett to come out and to prosecute the illegally parked vehicles. He recommends that people report the illegally parked cars to the police – safer neighbourhood team email ipswichwest.snt@suffolk.police.uk.
Member of the public reported that the recycling lorries leave the emptied bins in the middle of paths, this is also dangerous to people pushing pushchairs/wheelchairs, blind/disabled pedestrians. Cllr Whitehead will report this back to the district council recycling department. Also recommends that the PC advise the department.
The Chairman asked that everyone stands as a mark of respect and hold a minute's silence for the late Councillor Neil Cooper, who sadly has passed away. Neil was such a nice kind-hearted man and a great asset for the parish council, he had been a parish councillor for over 40 years. He will be dearly missed.
BMSDC John Whitehead's report has been distributed to all prior to the meeting. The council tax reduction scheme will help those on low pay and reduce their bill by 95%, it is hopeful to introduce a 100% reduction. Community Winter Warmth Funding helping groups to keep their doors open for longer periods in the winter, this will help to benefit the community and offer somewhere warm to go to. “Name Mid Suffolk's New Bin Lorries”, a competition is being launched. It is not economically viable to make the lorries electric. Stowmarket's John Peel Centre set for Expansion, giving more space and access to the marketplace.
Cllr Lea asked how many individuals the Council Tax Reduction Scheme may benefit in Barham. Cllr Whitehead suggests that it will help at least 10 residents.
BMSDC/Police Tim Passmore's report has been forwarded to all prior to the meeting. SCC Chris Chambers' report will be forwarded to all.
1.11 Apologies
- Apologies for absence. BMSDC Tim Passmore – At another meeting. PC Katie Jarrett – At another meeting.
- Consent/non-consent to absence. Consent was granted to the above councillors.
2.11 Councillors Declaration of Interests
- Declaration of interests with regards to any item on the agenda – None.
3.11 To Approve the Minutes of the Extra Ordinary Meeting Held on 1st November 2022
Cllr Wooltorton would like his statement in the Open Forum corrected to “Also with a 5-year break clause the Parish Council would have been able to take back the picnic site for no reason. Therefore, BPSCP has been advised not to sign the lease”. He was then happy to approve the minutes correct, seconded Cllr Wastell, signed by the Chairman.
4.11 To Approve the Minutes of the Last Parish Council Meeting Held on 15th August 2022
The minutes were approved correct, proposed Cllr Wastell seconded Cllr Akhurst, minutes signed by the Chairman.
5.11 Workplan and Planning List
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Review of Workplan
Highways – Traffic Calming the Chairman is happy to report that after a 3-year battle Highways has agreed to install the following on Norwich Road; larger 450mm repeater signs x 12 and new white painted roundels on the road x 8. This will cost £3200, much less than the anticipated £20,000 originally thought. SCC Chris Chambers has kindly agreed to pay half of the cost.
Cllr Mitchell asked if the PC is likely to see the data results from the recent traffic survey which was carried out in the village. The Chairman advised still awaiting the final results. He reported that whilst carrying out Community Speed Watch in the village, the data collected shows that vehicles travel at an average of 41mph between the two points. 31 people have been prosecuted for speeding. More volunteers are encouraged to join him on the speed watch team.
Kirby Rise Green Chairman informed that the post & rail fencing around the perimeter of the Kirby Rise play area should be installed anytime soon.
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Review of Planning List & To Discuss any new Planning Applications Received
Nothing to report. Cllr Wastell to join the planning committee to replace the late Neil Cooper.
6.11 Parish Councillors
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Vacancy on Barham Parish Council – New member to be Co-opted at the January 2023 meeting.
The Chairman informed that 5 applications have been received so far, all will be considered and vacancy filled at the next PC meeting. Should the Parish Council wish to increase the number of councillors up from 9 then now is the time to put in a request to the district council prior to the 2023 elections. It was agreed by all not to increase the number of councillors.
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2023 Councillor Elections fees for Contested and Un-Contested Election.
The Clerk informed the PC of the likely costs if an election is called for in May 2023 approx £1822.00, If un-contested £143.00.
7.11 Community Land, Norwich Road
Update on the recent Teams Meeting with Simon Lanning BMSDC Planning & Jo Hobbs BMSDC Case Officer.
The piece of community land at the proposed new development on Norwich Rd is currently owned by a family in the village. However, there is a Section 106 agreement in place with the BMSDC & the owners of the land. There is an option for the Parish Council to purchase the land for a nominal price £1.00. The district council will help the Parish Council to negotiate the land if they wish to put in a bid for the land and prove it will be of a benefit to the village as a community use, the PC should send a formal letter to the landowner to express its interest in the first instance.
It is obvious that members of the community want a Doctors surgery, but no one will take it on. However, if a community centre can be provided, would suggest that a doctor could attend a couple of days a week. The NHS have been made aware of the land and that they could consider buying it also, but so far, no takers. The land is not yet on the open market but when it is (advertised for £1.00 community use) the Parish Council needs to be ready to put in its bid.
The landowner will look at all the bids and the final decision will be made by him, but the successful purchaser must ensure the land is developed into something which is for the use of the community.
The Chairman informed that the Parish Council is definitely up for putting in a bid for the land which will deliver community use for the village to benefit. The Parish Council will go forward positively and initially express an interest to the landowner.
At 7.45pm SCC Chris Chambers arrived.
5.11 Workplan was continued – Barham Picnic site.
The Chairman thanked Cllr Akhurst for the Barham Picnic Site Workplan Proposal which he has put together as follows (most of the work can be done by January 2023);
| Ref | Activity | Anticipated Completion Date | Anticipated Cost | Funding Source | Comments |
|---|---|---|---|---|---|
| 1 | Reinstate and replace where necessary the existing timber perimeter fencing to secure the site boundary. | Nov/Dec 2022 | £750.00 | Local handyman | |
| 2 | Make safe any possible slips, trips, falls etc such as the deep manhole in the South West corner of the site. | Nov/Dec 2022 | £100.00 | Local handyman | |
| 3 | Carry out the demolition and disposal of the blockwork outbuilding which is in an unfit and unsafe state. | Nov/Dec 2022 | £500.00 | Local handyman? | FOC – Barham Lakes |
| 4 | Reinstate the existing footpath from the existing visitors centre to the North West corner of the existing car park. | Dec 22/Jan 23 | £500.00 | Interested parties. | FOC – Barham Lakes |
| 5 | Supply and install initially 3nr CCTV cameras on high poles to cover the entrance leading off the lower crescent and the roadway leading to the picnic car park area. | Dec 22/Jan 23 | £750.00 | ??? | 3 quotes to get 1st quote £2185.00 |
| 6 | Replace the existing 2nr farm gates with new; one located at the South end of the car parking area and one located at the North West end of the car parking area. | Dec 22/Jan 23 | £900.00 | Local handyman | |
| 7 | Scrap existing roadway leading up to the car park from the Lower Crescent entrance to remove debris, vegetation etc to create a safe route the car parking area. | Dec 22/Jan 23 | £250.00 | Interested parties. | FOC – Barham Lakes |
| 8 | Install notice board at entrance of the car parking area and waste bins throughout the site. | Jan/Feb 2023 | £350.00 | Local handyman? | |
| 9 | Carry out general tree surgery to ensure that all footpaths and roadways have clear and unimpeded access and carry out general site clearance of overgrown vegetation. | Dec 22/Jan 23 | £500.00 | Interested parties. | |
| 10 | Supply and install play equipment at the North West corner of the site. | Jan/Feb 2023 | ??? | ??? | |
| 11 | Supply and install a MUGA at the North East corner of the site. | Jan/Feb 2023 | ??? | ??? | |
| 12 | Supply and install picnic benches circa 10nr located around the site. | Dec 22/Jan 23 | £6,000.00 | ??? | 3 quotes received, best value price £4060 + VAT |
| 13 | Remove timber hoarding and existing curtain walling from the front of the existing visitors centre to create an open space for information boards, shelter from the elements etc. | Dec 22/Jan 23 | £250.00 | Local handyman? | |
| 14 | Carry out plumbing and electrical works to the existing toilet facilities and visitors centre to make them serviceable. | Dec 22/Jan 23 | £1,000.00 | ??? | |
| 15 | Repair existing roof structure where necessary and supply and install new roof membrane/tiles to the visitors centre and toilet facilities. | Jan/Feb 2023 | £8,000.00 | ??? | (subject to what is found) 3 quotes received, best value price £7750 plus vat Red tiles to be used. |
| 16 | Carry out maintenance works to the existing pond within the South end of the site with a view of encouraging wildlife. | Feb/Mar 2023 | ??? | Interested parties. |
The Chairman thanked Cllr Akhurst for his work on the plan.
The Chairman informed that lots of helpers are already involved with clearing the site and lending machinery to do so. The Chairman proposed that the Parish Council consider allocating £40,000 towards the costs of the picnic site instead of £30,000 (as the traffic calming project is only costing £3200 not the expected £20,000). A show of hands and all are in favour, seconded Cllr Allan.
Portaloo hire will need to be arranged to accommodate those working on the site. New play equipment will take longer to arrange, however the Chairman has already met with Kompan to start the ball rolling. Grants will need to be applied for.
A project for the future to install a MUGA (multi-purpose sports area) £82,000 approx, plus lighting £17,000 approx. Cllr Whitehead will liaise with the Clerk and advise on how to apply for Section 106 monies approx. £200,000. Other grants will also be welcome.
Cllr Allan congratulated the Chairman & Vice Chairman for all the work and planning they have done so far for the picnic site. The Chairman thanked the Parish Council and Clerk, he has a good team of support.
He has been approached by 3 different companies who would like to use the large derelict building. Rent could be charged at £600 a month, this would be a useful revenue for the site and help with the upkeep. (SCC Cllr Chambers will check out the 80/20% SCC implications). A lease could be drawn up and to stipulate that the building would need to be made good and to clear the surrounding area.
Cllr Wooltorton suggests that a business operating from the premises may be noisy and that also parked vehicles must be kept off the road.
The Chairman proposed that a 12-month lease is drawn up, subject to the terms and conditions of the mechanic business. A rent of £600 a month is charged, with 3 months grace for making good the building and surroundings. Put to the vote, a unanimous show of hands, seconded the Vice Chairman.
8.11 Finance
- Monthly Payments – to agree the schedules for August, September & October. These were approved by all, August payments £2046.95, receipts £617.50. September payments £1593.78, receipts £13,650.00. October payments £6948.23, Receipts £3640.64. All signed off by Cllr Lea.
- Monthly reconciliation – to approve October bank reconciliation. As at 31/10/22 the Current Account £38,644.46, Business Premium Account £34,667.36. Signed off by Cllr Lea.
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Spend Against Budget & 2nd Quarter Schedule.
All Councillors have received these in advance of the meeting for consideration. Cllr Lea would like the PC to recognise that good financial management is reflected in the accounts.
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To Review the Clerk's Salary & Working from home payment
The Chairman advised that NALC has recommended an increase for Local Government Pay 2022 and to be implemented from 1st April 2022 as advised by NALC, The Clerk currently receives £7408.99 £12.95 ph. and is on SCP level 17. He would like the PC to consider moving the Clerk up the SCP scale to level 21 £15.02 ph, £8,591.44 which will reflect the 25+ years’ experience the Clerk has brought to the Parish Council. It was agreed by all to that the Clerk's salary to be raised up to £8,591.44.
Clerk's working from home pay to be increased from £600 to £800 per year to help with the increased cost of electricity, telephone & internet, agreed by all, proposed Cllr Allan seconded Cllr Wastall. The Clerk thanked the Parish Council.
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Claydon & Barham recreation ground 2nd payment due, £1000.00.
It was agreed by all to make the second half-year payment of £1000.00 to the recreation ground committee.
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Wombles Annual Token of Appreciation.
Further to the open forum the Chairman would like the PC to consider Christmas gift of hampers to the 16 Wombles (8 individuals and 4 couples). It was agreed by all that the Wombles do a great voluntary job all around the village, keeping it clear of litter, it is greatly appreciated and should be recognised. £500 to be budgeted for hampers. The Clerk will arrange these to be purchased from Snape Maltings.
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To Consider a Token of Appreciation to the Resident Key Holder of Kirby Rise Play Area.
The Chairman would like the PC to consider a Christmas gift to the key holder of the play area. Her help is greatly appreciated as she keeps an eye on the facility, ensures that it is locked at night and she clears the rubbish bins. It was agreed by all that a hamper to the value of £100 will be arranged by the Clerk.
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Annual Donation to Barham PCC.
It was agreed by all to give the same as last year £550. The Parish Council has also received a request from the Reverend seeking support in providing a raffle prize for the Christmas Extravaganza. It was agreed by all that a hamper to the value of £50.00 will be arranged by the Clerk.
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Annual Donation to the Good Neighbour Scheme
It was agreed by all to support the scheme again this year, last year a donation of £150 will be made. Cllrs Mitchell & Allan praised the GNS for the great work they do in the village, helping and supporting the elderly, disabled and vulnerable. Suggest increasing the donation to £500, agreed by all.
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To Consider any other Requests for Donations received throughout the year.
The Clerk advised that £1700 remains in the budget for any further donations. Requests have been received from Suffolk Accident Service, St Elizabeth Hospice, Citizens Advice Bureau & the Royal British Legion. Cllr Mitchell would like the PC to also consider giving a donation to the group who organise the food bank for Barham/Claydon, as this is a much welcome need for a lot of people who face hardship due to the increase in the cost of living.
(It should be noted that the Parish Council likes to give support to local Barham groups, when considering all of the donation requests received).
It was agreed by all to send a donation of £500 to the Food Bank Group and then to give £50 each to the other 4 requests. Proposed Cllr Wooltorton seconded Cllr Mitchell.
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To Consider the Precept Budget for the forthcoming financial year 2023-2024
The Clerk had forwarded the draft budget to all in advance for the meeting for consideration. The Chairman is hopeful that a lot of the money needed for the picnic site, will come from grants. This will include grants from Cllrs Whitehead & Chambers. They have also promised money towards the recently purchased new SID. Cllr Mitchell suggests that the precept budget remains the same as last year £27,300. The PC considered the figures on the draft budget for 2023-24, compared with the spend on the current financial year. Therefore, spending on Fees to be reduced from £8,500 to £3,500, Village Maintenance reduced from £2,000 to £1,000. As the precept has not been increased over the past 2 years £27,300 it was agreed by all that the spend for the forthcoming year will warrant an increase up to £31,249. This will mean that a Band D property will pay £57.00 approx for the Parish Council precept. Proposed Cllr Wastall seconded Cllr Lea.
9.11 Reports
Councillors to report on any meetings that they have attended since the last Parish Council meeting.
Village Hall Committee, Cllr Mitchell reported that the hall entrance needs the roof replacing at a cost of £10,000.
Community Trust, Cllr Wastell has nothing to report. The Chairman thanked him for cleaning the road signs in the village. Cllr Wastell will repair the footpath sign at Shrublands.
Recreation Ground, Cllr Allan reported that the new grass seed planted during the year has died off and needs replanting. The committee plans to arrange an event to commemorate the Coronation next year.
The Chairman thanked Cllr Allan for attending the Remembrance Day service at the church, representing the Parish Council.
10.11 Correspondence
None.
11.11 Date of Next Meeting
Monday 30th January 2023 (this will replace the February meeting).
The meeting ended at 9.45pm.