Minutes of the Parish Council Meeting Held in Barham Church Hall

MINUTES OF THE PARISH COUNCIL MEETING HELD IN BARHAM CHURCH HALL, ON MONDAY
30th JANUARY 2023, 7.00PM

Present: Chairman Darren Milward, Vice Chairman Frances Milward, Cllr Brenda Mitchell, Cllr Casey Wooltorton, Cllr Wayne Allan, Cllr Jeremy Lea
Also present: BMSDC John Whitehead, the Clerk and 5 members of the public.

Open Forum

Member of the public expressed thanks to the Parish Council for taking back control of the picnic site. It is pleasing to see all the work which is being carried out and how quickly it has all progressed. He is willing to volunteer with any painting needed in the building and also to be a No 2 key holder and carry out patrols. The Chairman thanked the member of the public it is most appreciated.

Cllr Mitchell as a member of the public informed that 10 years she has fought for the picnic site to be open again and it now looks like it will. The Chairman informed that it had been his wish that she would succeed and thanked her for her support. Cllr Mitchell also informed she had been asked by the Wombles if the PC had the power to spend money on a gesture of good will for the Wombles at Christmas. Head Womble had also emailed the Clerk to inform that she had been speaking to a friend who is a councillor on another parish council who felt that this should not be allowed. The Clerk confirmed with SALC that Barham 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. Head Womble thanked Cllr Mitchell also for confirming she was right.

Cllr Mitchell reported that she found it offensive that it was stated in an email which was incorrectly sent to her, that “the war is still on”. The Chairman confirmed that the email wasn’t for her and she should not be caught in the cross fire between the Clerk and the Chairman, try not to scrutinise the wording of it or take it to heart, it was just a figure of speech.

Cllr Mitchell informed that she has always supported the picnic site and also had lots of people behind her with the previous picnic group.

Cllr Milward tried to resolve at this point by saying that the PC supports the Wombles and at the end of the day the PC wanted to show its appreciation. The trouble is the PC keeps going round and round in circles, issues from the past keeps being brought up, the PC has moved on from the days when the picnic group was considering taking on the lease, that’s all done and dusted now.

Cllr Mitchell then advised that she didn’t want to discuss it anymore, she has said enough.

The Chairman suggests that Cllr Mitchell should leave and step down from the Parish Council, as she doesn’t give anything positive, never content with anything the PC does.

Cllr Mitchell says she is happy that the picnic site is going to be open again.

Cllr Milward suggests that the Chairman is trying to say that Cllr Mitchell is always making problems for the PC. Cllr Wooltorton informed that a Councillor is allowed to disagree and doesn’t have to agree with the Chairman all the time, it is democracy. The Chairman accepts this, he has been on the council for 15 years. Cllr Wooltorton suggests that the Chairman should step down. The Chairman says that he is quite willing to walk out the door now, but he is better than that, he does a lot for the village.

Cllr Milward asked the Chairman to close the meeting as it is becoming heated between the Chairman and Cllr Wooltorton, she does not wish to hear anymore accusations. It’s always a battle! Will the meeting close or continue as a normal meeting? Cllr Lea confirmed the meeting should continue.

Member of the public present would like it noted that they are not happy with the at the picnic site and the soil on the bank. The Chairman advised that this will be discussed in item 4.01 workplan.

BMSDC John Whiteheads report has been distributed to all prior to the meeting, it contains information on solar PV Investment at Mid Suffolk leisure centre Stowmarket. New bin lorries are named and put into service. Tree planting and the new spine road at Gateway 14. The Mid Suffolk & Babergh town & parish liaison meeting will take place on 7th February. Cabinet has met for discussions on the joint local plan, 2023 elections and budget setting. Happy to inform that they will not be increasing the precept. Cllr Lea asked Cllr Whitehead if he will be standing for election in May. He informed that he has no intention to stand down.

1.01 Apologies

Apologies for absence. Cllr Andrew Akhurst – unwell, Cllr Oliver Wastell – work commitment, BMSDC PC Katie Jarrett – prior engagement, SCC Chris Chambers – family commitment.
Consent/non consent to absence. Consent was granted to the above councillors.

2.01 Councillors Declaration of Interests

Declaration of interests with regards to any item on the agenda – Cllr Allan declared interests in items 7e and also item 9 Recreation Ground Committee.

3.01 To Approve the Minutes of the Last Parish Council Meeting Held on 30th November 2022

Cllr Mitchell would like it noted that she is against the building on the picnic site being used as a garage. The Chairman advised that he had put the proposal to the vote at the last meeting and it was agreed with a majority show of hands item 5.11. The minutes were then approved correct, proposed Cllr Lea seconded Cllr Allan, minutes signed by the Chairman.

4.01 Workplan and Planning List

Review of Workplan
Highways – Traffic Calming the Chairman informed this is the only outstanding item on the workplan. Roundels have been done, repeater signs will be done on 10th Feb 2023. Then the PC will proceed with new signage and road markings along Church Lane & Sandy Lane.
Picnic Site Workplan. Chairman thanked 2 residents who have put in a great deal of work helping to clear the site. Work is proceeding well and on schedule to reopen in April/May, however the toilet block is in need of a large amount of work to be carried out to bring it up to standards than first thought. New plumbing and electrics all need to be installed at a cost of £18,000.
He advised that there will be no flood lighting of the proposed MUGA. Opening times for the picnic site will be winter 9am to 4pm and summer 9am to 8pm. Heaps of soil at the front to be removed to fill the bank, 6ft 6in fence to be installed to fill the 15ft gap.
The Chairman informed that positive feedback has been received so far from MUGA survey which has been distributed throughout the village. Only 1 negative comment. The Parish Council is happy to negotiate with anyone who may have concerns. Unfortunately, cannot stop people from parking along the entrance road. There is a carpark at the picnic site and this will be sign posted.
Review of Planning List & To Discuss any new Planning Applications Received
Nothing to report.

5.01 To Co-opt a New Member Onto the Parish Council

The Chairman informed that only 1 person has applied. Therefore, the Parish Council does not need to fill the vacancy as yet. However, in view of the forthcoming Parish Council elections the co-option will be put on hold, await the outcome on 4th May.

6.01 To Consider Changing the Name of Barham Picnic Site to “Barham Country Park”

BMSDC Whitehead informed that he had put forward this proposal to rebrand the picnic site to Barham Country Park because of the distribute which took place there in the past. The Chairman asked the PC to consider this. Cllr Wooltorton would not want this to be at any expense to the Parish Council. The Chairman advised that it would not be changed on the Land Registry so no expense. He asked for a show of hands, 4 support and 2 against. The rebranding will therefore commence, Barham Country Park.

7.01 Finance

Monthly Payments – to agree the payments for November & December
These were approved by all, November payments £6598.92, receipts £617.50. December payments £9422.56, no receipts. All signed off by Cllr Lea.
Monthly reconciliation – to approve November & December bank reconciliations.
As at 31/12/22 the Current Account £23,240.48, Business Premium Account £34,686.69. Signed off by Cllr Lea.
Q3 spend against budget. All Councillors have received these in advance of the meeting for consideration. No comments.
To Consider an additional donation of £250 to the Church towards running costs of fuel & servicing. At the last PC meeting a donation of £550 was granted, however it has since been brought to the Clerks attention that the Church had asked for a donation of £800 to help with the rise in annual costs. It was agreed by all that as there is still £500 left in the donations budget to give the Church a further £250.00, proposed Cllr Wooltorton seconded Cllr Mitchell.
To Consider a donation to the 1st Claydon Scout Group towards paint and new display boards. Cllr Allan declared an interest.
A request for a donation has been received from 1st Claydon Scouts, following the toilet refurbishment at the hut, they are planning to refresh the interior walls and replace the floor. Also, and new interior acoustic reducing display boards (to assist with the sensitive ASD children attending).
Cllr Mitchell proposed that £250 is granted, seconded Cllr Milward.
To Approve the List of Regular Payments which need to be Paid Outside of Meetings 2023-2024. The Clerk has prepared the list of regular payment for the forthcoming financial year which was approved by all, proposed Cllr Allan seconded Cllr Lea. The Chairman advised that once a maintenance person is recruited for the Barham Country Park, the salary will need to be added to the list.
To Consider Applying for a Debit Card for the Clerk to use when making Transactions on behalf of the Parish Council (currently uses her own personal card).
The Chairman advised that the Clerks has to claim back on her own expenses when purchasing consumables for the Parish Council as she uses her own credit card. Cllr Lea suggests that a credit card would be better. Cllr Wooltorton informed that he isn’t against the Clerk having a business credit or debit card but should seek advice from SALC. This was agreed by all, Clerk to contact SALC initially before applying to the bank.
Thank You Letters Received from recent Donations granted by the Parish Council.
The Clerk advised that these have been received from FIND, Suffolk Accident Rescue Service, Citizens Advice Bureau and from several of the Wombles.
BMSDC Whitehead expressed thanks also the PC for the annual contributions to the Recreation Ground Committee.

8.01 To Carry Out the Annual Approval of Statutory Items

To Approve the Internal Auditor, Heelis & Lodge to carry out the audit of the end of year accounts - April 2022 to March 2023
Having had a successful internal audit carried out on the last year end of year accounts by Heelis & Lodge, it was agreed by all to instruct them again for this financial year. Agreed by all, proposed Cllr Lea seconded Cllr Allan.
To Review the Asset Register.
The Clerk advised that this is all up to date, approved by all. The Chairman advised that once the new play equipment has been installed at the Barham Country Park it will be included on the asset register. The buildings will remain the same nominal figure of £1.
To Approve All Risk Assessments – Property, GDPR & General.
The above documents were all reviewed. Cllr Wooltorton recommends that the Clerk seeks advice from SALC regarding H&S regulations for the Barham Country Park, once it is re-opened. All approved, no further changes needed. Proposed Cllr Lea seconded Cllr Allan.
Financial Orders & Standing Orders. The Parish Council has reviewed both documents, no changes have been made, approved by all, proposed Cllr Lea seconded Chairman.
To Approve the Internal Control Statement. Cllr Lea has carried out an annual review of the document and approves that the internal controls are up to date. Proposed Cllr Lea seconded Chairman.

9.01 Reports

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

Village Hall Committee, Cllr Mitchell was unable to attend the last meeting.

Community Trust, Cllr Wastell has nothing to report.

Recreation Ground, Cllr Allan reported that they are planning a celebration to take place for the Coronation on Monday 8th May from 12 noon to 4pm and he declared an interest in this.

Member of the recreation ground committee has sent a request to the PC which the Clerk read out as follows, Claydon and Barham Recreation Ground are again organising a Fun Day, for the Kings Coronation, similar to the event which was so popular for the Queens Platinum Jubilee last year. Last years event was paid for by Claydon Parish Council and cost just under £1,000 this included children's entertainers and bouncy castle and slide all for the 4 hour event. Last year many Barham Councillor's kindly helped on the day including Cllrs Allan, Mitchell & Wooltorton and their help was so appreciated. Would the PC consider donating towards the event?

As the Parish Council has spent all of its allocated budget for donations for this financial year. It was agreed to provisionally give £400 out of next years financial budget in April, proposed Cllr Mitchell seconded Cllr Wooltorton.

10.01 Correspondence

BMSDC to Consider Suitable Road Names for the New Development at Land North West Of Church Lane Barham Suffolk.
The developer has not proposed any road names, therefore the Parish Council is invited to suggest approx. 18 new road names for the development. Cllr Lea suggests a theme of butterfly’s, as this is depicted on the Barham village sign. Agreed by all that butterfly names are a good idea. The Chairman asked Cllr Mitchell if she would like to put a list together to be circulated to all. Clerk will need to inform BMSDC of the names by 3rd February.
Barham Village Sign. A member of the public advised that it is 6 years ago since the signs were re-painted. So as not to deteriorate to much would the PC consider getting them re-painted again this year? Cllr Wooltorton recommends that as the PC has a tight budget for the forthcoming year to put this off until next year. All agreed.

11.01 Date of Next Meeting

Monday 15th May 2023.

The meeting ended at 8.05pm.

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