Minutes of the Parish Council Meeting Held in Barham Church Hall

MINUTES OF THE PARISH COUNCIL MEETING HELD IN BARHAM CHURCH HALL, ON FRIDAY
22ND MARCH 2024, 7.00pm

Present: Chair Gail Cornish, Vice Chairman Casey Wooltorton, Cllr Brenda Mitchell, Cllr Paul Fenn, Cllr Marilyn Lesley, Cllr Bonnie Head, Cllr Graham Head, Cllr Ian Woods & Cllr Julie Gregory.
Also present: SCC Chris Chambers, MSDC Dave Penny & John Whitehead, the Clerk and 13 members of the public.

Open Forum

Member of the public would like to raise several points; Informed that in Church Lane some parts of the bank have been ploughed up by lorries. Chair to take this back to Taylor Whimpey as it may have been caused by the contractors who were making bore holes for the new site.

Will the PC claim back money spent on the hedge cutting along Norwich Road? The Chair informed that the PC had received a grant of £1500 from the district council locality funding but was not allowed any funding from SCC. No further claims will be made as the outstanding was paid for out of CIL.

Estate agents signs by the old Drs Surgery plot at Kirby Rise and on a telegraph pole by the Coop (both public land) and have been there for several weeks. Chair to investigate with the agents and ask them to remove.

How many bank accounts does the PC have and how much money does the PC have? The Clerk informed that the PC has 2 bank accounts, the Barclays current account and the Barclays Business Account. A bank reconciliation will be given under finance.

In addition to the payments over £100 being shown on the PC website, can the payments under £100 also be shown? Clerk to do so from 1st April 2024.

Member of the public is concerned at the state of the footpaths and the road from the Sorrel Horse through to the Biggin Hill roundabout due to the lorries from the quarry spreading sand onto them. Fed up with the noise and the mess. SCC Chris Chambers will investigate the quarry licensing for its lorries and if they are breaking the terms of operation.

Member of the public read out a list of times she believed the Parish Council had not acted honestly and with integrity.

Further to the minutes of the 15th January 2024 the Clerk would like to apologies to Mr Darren Milward whom she had offended. She confirmed that there is no record in any previous minutes to say that Mr Milward had been offered £50,000 for the picnic site and she should not have agreed with Cllr Wooltorton that this was the case.

Member of the public would like to know why no work has been carried out at the picnic site since the new Parish Council took over? The Chair informed that no work will be carried out until the picnic site is handed over to the charity.

He notes that the PC has £129,000 in the business account, what does the PC intend to spend it on? The Chair advised that £104,106.48 is CIL money which the PC has 5 years in which to decide what it wants to spend it on.

At the end of last year 2 police officers attend a PC meeting, who asked them to attend? The Chair informed that no member of the PC had asked them to attend.

ND Services had previously submitted an invoice for £2850.00 for the work he had carried out on the workshop at the picnic site and had been declined payment by the PC.

The gentleman concerned read out a list of times he had been promised the garage to rent including that draft Heads of Terms had been signed and 3 months grace on rent of £600 a month was minuted in meeting minutes of 14th November 2022.

Mr Debenham stated that “he had spoken to SCC Chris Chambers about the building being a garage and that he supported him.

He informed that if the PC still refuses to pay his invoice, then he will remove his property from the building.

The Chair reported on correspondence which the PC has received, includes a request for hedgehogs and nesting boxes on the Taylor Wimpey site, she has passed on this request to TW.

The state of Sandy Lane due to Quarry lorries and the damaged fencing along Shrubland Hall, the owner of the hall has informed that the fencing is awaiting the outcome of an insurance claim after which it will be repaired.

SCC Chris Chambers Report

SCC Chris Chambers, reported that the public consultation around the devolution deal is underway. (this will be included on the PC agenda for the next meeting). A new piece of equipment named The Dragon Patched is currently on trial with Highways. This should improve the way of filling potholes.

Suffolk Transport Plan consultation is underway. Biphosphate weed killer will continue to be used by SCC. £4.4m has been approved by cabinet for SEND services to recruit more staff. Highways and drainage teams are addressing the problems due to the recent floods.

BMSDC David Penny Report

BMSDC David Penny reported that mid Suffolk budget to increase by 2%. Due to a back log of large maintenance repair work needed on the councils housing stock, rents will need to be increased. The Joint Local Plan part 2 is now live. Grants are available through the Cosy Homes scheme to help with housing insulation costs. Railway stations between Ipswich and Cambridge will be getting makeovers and hope to also provide greater access for disabled. Babergh and Mid Suffolk Council has been awarded Council of the Year.

The public forum ended and the Parish Council meeting was closed to public participation.

The Chair informed and proposed that due to the sensitive nature of item 8 on the agenda TO AGREE A CONTRACTOR FOR THE STREET CLEANING CONTRACT, this item will be moved to the end of the meeting, the public will be asked to leave the room and the meeting will then proceed in private. Cllr Wooltorton seconded and all in favour.

Apologies

Apologies for absence. None
Consent/non consent to absence. NA

Councillors Declaration of Interests

Declaration of interests with regards to any item on the agenda – None.

To Approve the Minutes of the Parish Council Meeting Held on 15th January 2024

The Chair corrected and initialled the date error on the agenda of the last meeting from 13th to 15th January 2024. The minutes were approved correct, proposed Cllr Wooltorton seconded. Cllr G Head, minutes signed by the Chair.

Matters Arising from the Minutes of the Last Meeting, to Include Workplan

No matters arising.

Workplan, the Chair reported that lots of work has been carried out. Hedge cutting along Norwich Road has been carried out. In discussion with Highways regarding the state of the road and bank in Sandy Lane. Chair will speak with the manager of the Quarry again regarding the problem of sand on the roads, which also causes windows on properties and the bus shelter to get dirty. She is aware that the Quarry will be making a proposal to the district council on how they could improve the problem.

BMSDC Monitoring Officer – Complaint Received Regarding Barham Parish Council

The Chair reported that the complaint being investigated by the Monitoring Officer was dismissed. The Chair also reported that she would like to apologies to councillors for her actions in sharing an email received from the Monitoring Officer with all parish councillors. The email had been marked confidential by the monitoring officer.

Reports – Councillors to Report on Any Meetings That They Have Attended Since the Last Meeting

The Chair reported that she has attended a large number of meetings over the past few weeks on behalf of the PC, these included People and Places meeting, Planning, Mid Suffolk Council and Taylor Whimpey and SCC Highways regarding the issues of Sandy Lane & dropped curbs for The Crescent. Claydon, Wombles and Good Neighbours to plan for the Big Spring Clean. Dr Dan Poulter regarding the lack of a doctors surgery for the area.

Review of Parish Council Planning List Discuss New Planning Applications Received

DC/24/00965 Listed Building Consent – The Low House, Norwich Rd, Barham. The PC as an extension to 25th March for this application. No objections therefore no comments to be raised.
DC/24/00836 6 Eddowes Road, Barham. The PC has no objections.
DC/22/03231 Land North West of Church Lane, Barham – Discharge of Green Screens condition Granted by BMSDC.
DC/23/03569 Land at the site of the old Barham and Claydon Doctors surgery. Granted by BMSDC. The PC is disappointed that despite 32 objections put into the district council regarding the proposed erection of 8 properties, they were not taken into consideration. It is clear that the PC is not listened to by the planning department.
DC/23/04323 Plot 1 The Old Hall Estate, Shrubland Park, Barham – Discharge of condition 7 foul drainage. Granted by BMSDC.

Sovereign Half Year Play Equipment Inspection – Kirby Rise and to Consider Remedial Works

Sovereign has carried out the half year inspection and have suggested repairs are carried out to the underneath of the slide. It is marked as low risk, however if not repaired now may cost more if left to deteriorate. £749.28 has been quoted by Sovereign should the PC wish for them to carry out the repairs, or £183.78 to supply the necessary materials for the PC to carry out the repair work. All agreed that the PC to carry out the repair, proposed Cllr Wooltorton seconded Cllr B Head.

Finance

Monthly Payments – to agree the payments for January & February 2024. January payments £4363.41, receipts £2025.85. February payments £2880.43, receipts £677.30, approved by all, signed off by Cllr Mitchell.
Monthly reconciliation – February bank reconciliation. As at 29/02/24 the Current Account £129,858.73, this includes £104,106.48 CIL money & £3693.71 towards new play equipment at the picnic site. Business Premium Account £4764.56. Signed off by Cllr Mitchell. The PC has £26,823.00 in the accounts.
To approve the list of annual payments which the Parish Council will make throughout the year. The Clerk has prepared the list of regular payment for the forth coming financial year, these payments that can be authorised and payment made out of meeting under Section 5.6 of the Council’s Financial Regulations. To add a note under grass cutting NSK, not to exceed the amount on the contract, £1330.00 plus VAT. To remove the 2 half year payments of £1000 to the Claydon & Barham recreation ground as these payments should be presented to the PC at a council meeting for approval at the time. The annual payment list was then approved by all and signed by the Chair; proposed Cllr Wooltorton seconded. Cllr B Head.
To reconsider paying the invoice previously received from N D Services for work carried out on the workshop at the picnic site. Invoice amount £2850 inc. VAT, Cllr Mitchell advised that ND Services is not VAT registered so the actual amount due is £2375.00 net. ND Services agreed they are not VAT registered. Cllr Wooltorton informed that a lease had not been signed for the picnic site between ND Services and the PC. Despite the fact that 3 months grace rent had been proposed by the previous PC, it was only at the draft heads of terms stage. On 30th May 2023 the Clerk sent an email to Prettys Solicitors to advise them that the PC did not wish to proceed with the lease and wished to terminate proceedings. The Chair clarified that on this unfortunate occasion ND Services had been ill advised by the previous council to go ahead and work on the building before a lease had been signed. He had been piggy in the middle with the outgoing council and the new council. She would like to propose that a payment of £1800 (this would have amounted to 3 months rent) would be a fair amount for making good the buildings and surroundings and paid to ND Services. Cllr Fenn agrees with the Chair. However, put to the vote to pay ND Services £1800 a final settlement, to come out of CIL money, 4 vote for the payment and 5 voted against the payment being made. Therefore payment overruled. ND Services thanked the Chair for her help which he admired and appreciated, he will remove all his windows and processions on a date to be agreed with the PC. He left the meeting.
To approve the quote received from SCC Highways to lower the curb at The Crescent, Barham. The Chair advised that the previous quote received from Highways for £3000 however this has now increased to £7957.18 which is excessive for 2 dropped curbs. Due to the restrictions covered by the proposed works it can only be SCC Highways who can carry out the work, therefore 3 quotes are not necessary on this occasion. SCC Chris Chambers has asked Highways for a breakdown of the costs involved and will let the PC know once he has the figures. Cllr Wooltorton proposes that the PC agree to spend up to £3500 and if the work does cost more, it would need agreeing at a council meeting. The amount can be paid for out of CIL money. SCC Chris Chambers may have a small amount of locality budget he can put towards the cost. Seconded Cllr Gregory, all in favour.
Quote received from Sovereign for repairs to slide at Kirby Rise play area. Dealt with.

To Report Back on the Barham & Claydon “Big Spring Clean” Litter Pick

The Chair reported that a lot of the work has been carried out, 20 bags of rubbish from the 2 villages. Thanked the Wombles, Good Neighbours and Councillors for all there help to date. The paid street cleaners have also litter picked. Cllr B Head reported that the bus shelter in Claydon is covered in graffiti and the panels need to be replaced. MSDC Dave Penny will follow this up.

Traffic Calming Management, Barham

SID’s – Speed indicator devices, councillors to take on the responsibility of moving devices around the village. The Chair informed that she is concerned that the SIDs are not getting moved about the village as they should be and needs someone on the PC to take responsibility for doing this job. Cllr Mitchell advised that she and Cllr Wooltorton had been moving the one in Sandy Lane however due to health and safety is not prepared to carry on until a risk assessment is carried out, as it involves using a ladder to access the post which is located on a high bank. To be included on the agenda for the May meeting.
Community Speed Watch Co-Ordinator needed, Councillor or member of the public to take on. The Chair informed that she has had too much work as the Chair to be able to work on this. A co-ordinator is needed, this can be a member of the PC or a member of the public. All agreed place an article in the In Touch and social media. Add to agenda for next meeting and include increasing the 30mph speed limit out through the village along the Norwich Road.

Date of Forthcoming Meetings

Annual Parish Meeting followed by the Annual General Meeting on Monday 20th May, 6.30pm in Barham Church Hall.

The Chair asked the public to leave the meeting due to the sensitive nature of the item to be discussed. Resolution passed earlier in the meeting to hold this part of the meeting in private. The Chair asked the PC to agree to extend the PC meeting 9.10pm, agreed by all.

To Agree a Contractor for the Street Cleaning Contract

3 quotes have been received from contractors for the 5 hours work a week, all have been considered by the PC in advance of the meeting. It was agreed that the chosen contractor must let the PC know in advance what areas of the village they will be working for the week ahead. Voted all in favour to give the new street cleaning contract to Shades, proposed Cllr Wooltorton seconded Cllr B Head. This will be for a year contract with a 3-month probation period, starting 1st April 2024.

The meeting ended at 9.10pm.