Meeting Dates for 2012 (Monday at 7.30pm unless otherwise advised)

Current Concerns

Some of the present councillors will not be standing for re-election on 5 May 2011, so we are looking for volunteers to make up the required number. See below for photos of the present councillors, and some contact details.

This overview is intended to show how the council operates.

Introduction to becoming a Great Waldingfield Parish councillor 

• Do you ever find yourself complaining about things in your local neighbourhood?
• Do you ever say “Why doesn’t the Council do something about it?”
• Are you prepared to try and change things and put something back into your community?

If the answer to the questions is YES, have you ever thought of standing for election to Great Waldingfield Parish Council?  It’s a great opportunity to get involved in making real decisions affecting your local community.

What do Parish and Town Councils do?

Their activities vary widely from place to place.  In some areas, they usually provide and maintain recreational and sporting facilities such as playing fields, village halls and village greens.  Larger councils can provide or help to provide public facilities such as swimming pools, community centres, cinemas and museums.  Parish and Town Councils are generally also responsible for bus shelters, village seats and public lavatories, they may also help with maintaining churchyards and plant trees and pick up litter.

The role of a Parish councillor

Many people have completely the wrong idea about parish councils – they’re certainly not like “The Vicar of Dibley”, and are quite separate from the local church.  Parish and Town Councils are the smallest units of local government and the closest to their electors.  These elected bodies will play an ever-increasing role in the future of local government whilst National government is seeking to enhance and modernise local government as a whole, making it more accountable to the local communities that they serve.

Being a Parish or Town councillor would give you a pivotal role in this process – as the voice of the local community and championing the users of local services.  Parish and Town councillors have a long tradition of promoting the well-being of their areas and a sense of pride in their local community.

Making a difference

A good and active council can make a big difference to the quality of life in the community it serves.  In order to be a good and active council, however, it needs to have committed and enthusiastic councillors!

Could this be you?

The next election of Great Waldingfield Parish councillors takes place on Thursday 5^th May 2011. The timetable for these elections is as follows:

Nomination papers will be available from the Parish Clerk or Babergh District Council on 21^st  March 2011. 

Completed nomination papers must be delivered to the Babergh District Council by noon on Monday 4th April 2011. This date and time are fixed by law.

If the number of candidates does not exceed the number of seats available, an election is not contested, and the result will be declared before polling day.

If an election is contested, polling will take place on Thursday 5^th May 2011.

What do Councils get involved with?

Depending on the facilities and amenities in your parish or town, councils could be involved in any or some of the following:

Allotments

Car parks

Cemeteries

Education

Environmental health

Highways & transport

Museums and art galleries

Parks and open spaces

Planning

Public conveniences

Recreational facilities

Sport and recreation

 This list is not intended to be exhaustive, because Parish and Town Councils vary in what they do, and get involved in many different aspects.  Although the above may not all be relevant to your particular council, they could be asked to become involved on a consultative basis.

Council Meeting and Time Commitments

Great Waldingfield Parish Council holds an annual meeting of the council in May of each year, and then meets on a monthly basis throughout the year.  These meetings are important, as they are the place where decisions are made.  Most Parish and Town Councils, no matter how big or small, tend to have some form of committee system in operation.  A particular subject that affects all Parish and Town councils is planning.  Because planning matters can arise frequently, some councils set up planning committees.  Other subjects which can have their own committee include Finance, Recreation, Personnel and Grounds and allotments.  Currently, Great Waldingfield Parish Council does not have a committee system in place. 

The time commitment one has to devote to serving on a Parish or Town council will also vary depending on the size of the council and the population it serves.  The time spent will also be governed by the individual’s personal commitments.  The message is very much that in most cases you can spend as little or as much time as YOU want to on council business.  However, you must be prepared to serve your community to the best of your ability and you must be prepared to attend meetings.   If you require further information on this matter it is suggested that you contact the Parish Council’s Clerk, Dave Crimmin, whose contact details are at the front of this guide.

Becoming a Great Waldingfield Parish councillor

Who can stand ?

You can stand for election to a Parish or Town Council if you are:

• 18 years of age or more;
• a British citizen, other Commonwealth citizen, citizen of the Republic of Ireland or a citizen of another member State of the European Union;

And if …..

• you are registered as a local government elector for the parish for which you want to stand; or
• you have, for the whole 12 month period up to the date of the election, occupied (as owner or tenant) land or other premises in the parish; or
• your principal or only place of work during that same 12 months period has been in the parish; or
• you have during the whole of that same 12-month period resided in the parish or within 4.8 kilometres (three miles) of it.  NB:- you may, of course, qualify under more than one of the above categories.

  Deadline for receipt of nomination papers was NOON on Monday 4 April 2011

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• NATIONAL GRID PYLONS --
  One of the route options for the proposed new 400 kilovolt link from Bramford to Twinstead passes close to Great Waldingfield. This is certainly not good news for our village, and many people will argue that a far better long term option to protect our beautiful Suffolk countryside is to BURY the cables along the same route as the existing 132 kilovolt pylons, even though this would be very much (upto 17 times) more expensive.
  The Groton anti-pylon website at www.groton-pylon-alliance.co.uk is interesting and informative, and people can register their comments there.

• PARENTAL DROP-OFF PARKING near the school has always been a problem, which will be greatly exacerbated when the primary school is enlarged to take pupils to age 11. Other road changes made necessary when the Piggeries housing development materialises may eventually reduce the need for speed thumps, which we requested years ago.
• WORK ON THE EYESORE building site next to the White Horse has still not been resumed. The site is actually in the parish of Chilton, so unfortunately Great Waldingfield PC has no direct influence over it.
• PLAYING FIELD - On the bright side now, modern new kit has been installed to help entertain and exercise our children for many years to come. The official opening was on Saturday 10 April 2010, since when the refurbishment has proved to be hugely successful, with many children using the new equipment every day.
  The renovation was funded mainly by the Playbuilder organisation via SCC, together with very generous contributions from Suffolk Environment Trust, Suffolk Corporate Regeneration Fund, Babergh District Council and Councillors, and of course by Great Waldingfield Parish Council.
• SAFER NEIGHBOURHOOD - You may find the following link useful - www.onesuffolk.co.uk/SaferSuffolk/WestBabergh/

Parish Council Members

Agenda for 13 February 2012

1. Apologies

2. Declaration of Interest

3. Agree minutes of the last meeting

4. Receive reports from, and questions to, County Councillor, District Councillor, Safer Neighbourhood Police representative, followe by the Public Forum

5. Consider report from Louise Wilby (Suffolk ACRE) on the analysis and recommendations following the Local Housing Needs Survey undertaken in Great Waldingfield

6. Agree actions required on the Clerk's Report

7. Agree actions required on the Routine Correspondence received since the last meeting

8. Planning -

    a) Consider Application for 27 Heath Estate - Erection of single-storey rear/side extension

    b) Consider plans for use of the playing field for school car parking during construction of Primary School extension

    c) Consider any applications received since agenda was posted

    d) Status of planning applications, enforcement referrals and appeals previously reviewed

9. Finance -

    a) From the RFO Report authorise payments made since the last meeting and to be made; note income received; review the Reconciliation of Accounts against bank statements, and Statement of Accounts vs Budget

10. Review Progress on the Village Hall refurbishment - Phase 2

11. Review items regarding the playing field, Ten Trees Rd, other council assets

12. Consider plans and approve costs for the Queen's Diamond Jubilee celebrations

13. Questions to the Chair

14. In accordance to nGWPC's Standing Order 1c, consider the exclusion of the public and press from the meeting due to the confidential nature of the Affordable Housing sites to be considered in the next item

15. Consider recommendations from BDC on the proposed possible sites to accommodate GWPC's Affordable Housing scheme

16. Next scheduled meeting 12 March 2012

Report of the meeting on 9 January 2012

1. Apologies

Present:         Cllrs John Steele (Chairman), Andrew Barlow, Jean Misselbrook, Robert Porter, Paul Smeathers, Stewart Sowman and Leon Stedman.

Attending:      Jenny Antill (Babergh District Councillor) and Dave Crimmin (Clerk).

12/001 Apologies for Absence

Apologies received from Frank Lawrenson (Babergh District Councillor), Colin Spence (Suffolk County Councillor) and PC Garrod.

12/002 Declaration of Interest

The councillors used the dispensation given by Babergh District Council’s Standards Committee on the 15^th October 2010 to the 4 councillors who are Village Hall Trustees for the meeting..

12/003 Minutes of Meeting held on 12^th December 2011

The minutes of the meeting were approved by the councillors and signed by the Chairman as a correct record.

12/004 Public Forum

The items raised in the public forum are contained in Appendix A.

12/005 Clerks Report (Appendix B)

Following a review of the Clerk’s Report Cllr Smeathers updated councillors that Proludic, the manufacturers of the giro slide, had disagreed with the RoSPA report and that the equipment was fully operational in its current state.

12/006 Routine Correspondence (Appendix C)

After reviewing the correspondence no further action was required by the councillors.

12/007 Planning

1. Since the agenda was posted, no planning application had been received.

The status of planning applications, enforcement referrals and appeals previously reviewed by GWPC were as follows:

12/008 Finance

1. All cheques signed and due for signing, as itemised in Appendix D, were authorised by the councillors.  The councillors also noted the income received since the last meeting and reviewed the Statement of Accounts against the budget and the bank reconciliation against the bank statements.
2. After reviewing the quotations from BDC and SCC for the grounds maintenance contracts for 2012 the councillors resolved to renew the contracts.  The Clerk was asked to confirm with BDC the date of the hedge maintenance in 2012.
3. The councillors resolved to set the 2012 / 2013 Precept at £38,500 and the councillors and Clerk signed BDC’s Precept upon Charging Authority accordingly.

12/009 Village Hall Refurbishment Project – Phase 2

The councillors reviewed the works identified for the outside of the village hall and agreed that three quotations be obtained in order that grant applications may be made for the proposed works.  The councillors agreed that the footpath round the hall would be the highest priority work to be undertaken.

12/010 Locality Budget

The councillors were very grateful for Colin Spence’s offer of £3,500 towards the footpath project and requested the Clerk to confirm GWPC’s acceptance of the grant.

12/011 Playing field, Ten Trees Road and council assets

The councillors agreed to review the installation of gates at the playing field once the outcome of the school parking issue is resolved. 

The councillors asked that a further quote be obtained for the additional works identified in the recent fire alarm service.

12/012 Local Housing Needs Survey

Louise Wilby of Suffolk ACRE will present the analysis of the Local House Needs Survey at the February meeting.  It is also planned to have the views of BDC on the 6 sites identified for the location of the affordable housing available at the meeting.

12/013 GWPC’s Risk Assessment

The councillors reviewed the Risk Management Register as at January 2012 (Appendix E) and resolved that they met the current requirements of GWPC

12/014 Effectiveness of Internal Controls and Internal Audit process

The councillors reviewed the current system of GWPC’s internal controls and the internal audit process and resolved that they were satisfied:

• With the review of the Internal Audit as per Appendix F
• That the scope of the audit is in accordance with The Governance and Accountability in Local Councils in England and Wales, A Practitioners Guide 2011 and the guidelines issued by BDO LLP and by the Suffolk Association of Local Councils
• With the report provided by the internal auditor at the conclusion of audit for review by GWPC
• The councillors further resolved that ASL’s  scope of internal audit work was in accordance with the role required to be undertaken by the internal auditor for GWPC
• With the Internal Control processes undertaken by the council.

12/015 Queen’s Diamond Jubilee celebration in 2012

Cllr Misselbrook and Barlow updated councillors that 3 persons had stepped forward to work on the committee being formed to organise the Queen’s Diamond Jubilee Celebrations.  Additionally, 2 offers of sponsorship and commitments from village organisations to help had been received. 

Cllr Barlow to organise a meeting of the QDJ committee and present to the councillors, at the February meeting, the plans and proposed costs of the event in order to seek GWPC’s authorisation for funding.  The Clerk to provide Cllr Barlow with any literature he has on planned QDJ events and memorabilia.

12/016 Questions to the Chairman

• Cllr Porter raised the issue of cars for sale being parked in the layby opposite the pub. Cllr Misselbrook also raised the issue of cars being parked on the grass by the junction of Folly Road.  Clerk to update PC Garrod on the situation.
• Cllr Sowman updated councillors with residents’ concerns on the speed of traffic entering the village from Lavenham.  The speed watch surveys at the village hall supported this concern.  The councillors asked the Clerk to contact Colin Spence to see if an electronic sign could be installed on entering the 30mph zone from Lavenham.

12/017 Date of next meeting

The next meeting will be on Monday 13^th February in the Village Hall starting at 7.30pm.

The meeting closed at 9.52pm.

Appendix A    Public Forum

Jenny Antill (Babergh District Councillor) raised the of BDC’s budget deficit in 2012 / 2013 and outlined the pros and cons for increasing the Precept, introducing short-stay car parking charges and using some of the New Homes Bonus that is being introduced.  Jenny also updated councillors on the progress she has made to resolve the aborted house development at Carbonnels on the Chilton side of the boundary with Great Waldingfield.

Appendix B    Clerks Report

Appendix C    Correspondence reviewed by councillors

Appendix D  RFO Report

Receipts & Payments

Reconciliation

Actual vs Budget

Un-recovered VAT = £772.26

Appendix E    Risk Assessment

Appendix F    Internal Audit Review

 End of Appendices

Report of the meeting on 12 December 2011

Present:         Cllrs John Steele (Chairman), Jean Misselbrook, Robert Porter, Paul Smeathers and Stewart Sowman.

Attending:      Frank Lawrenson (Babergh District Councillor), Dave Crimmin (Clerk), PC Garrod, PCSO Chapman and 11 residents.

11/175 Apologies for Absence

Apologies received from Cllrs Barlow and Stedman.  Jenny Antill (Babergh District Councillor) and Colin Spence (Suffolk County Councillor) also sent their apologies.

11/176 Declaration of Interest

The councillors used the dispensation given by Babergh District Council’s Standards Committee on the 15^th October 2010 to the 4 councillors who are Village Hall Trustees for the meeting. Cllr Misselbrook declared a personal interest regarding agenda item 11/179b.

11/177 Minutes of Meeting held on 14^th November 2011

The minutes of the meeting were approved by the councillors and signed by the Chairman as a correct record.  The councillors resolved that in future, one week after the draft minutes of a meeting have been circulated to councillors and unless any amendments or objections are received by the Clerk during that time, that the Clerk will publish the draft minutes to the newsletter, website and the District and County Councillors.

11/178 Public Forum

Concerns were raised by residents on the proposed extension to the Primary School in relation to the safety issues presented to the children and residents in Badleys Close and Folly Road due to the number of vehicles parking for the school.  In particular the:

• Use and blockage of drives by school users
• Need of residents to drive on footpath to get out of their own home
• Increase in the numbers of cars parking for school
• Blockage of Badleys Close by cars and the dangers of exiting from Badleys Close to Folly Road due to cars parking on the junction and impeding visibility.

The councillors suggested that all residents with issues relating to school parking should write to SCC regarding this application.  The remaining items raised in the public forum are contained in Appendix A.

11/179 Planning

1. The Councillors reviewed Planning Application B/11/01386 New Barn, Valley Road - Erection of detached stable block including Change of Use of existing agricultural land to paddock / grazing and resolved that they had no objection.
2. The Councillors reviewed Planning Application B/11/01454 Great Waldingfield Primary School - 111 sqm single storey extension to existing primary school and internal alterations to provide new class base with associated store, staffroom, library and accessible wc.  Whilst the Councillors do not have any issues with the school extension proposed they resolved that they objected to the application as no provisions have been included to mitigate the increase of vehicles accessing the school.  The councillors agreed entirely with residents’ concerns that the existing cars parking for the Primary School and First Friends Nursery already place at risk the safety of children, pedestrians and other vehicles using Badleys Close, Folly Road, Orchards Close and Chapel Close.  The inconvenience to homeowners in the area caused by the inconsiderate parking of school users was now becoming untenable.  The councillors consider that Suffolk County Council, as the Education Authority, Highways Authority and the LPA in this application, has a duty of care to the Great Waldingfield community to:

                                 i.            Ensure that the safety of the children accessing the school and nursery is the highest priority and question whether a safety audit of the area has been undertaken at the start and end of the school day

                                 i.            Ensure that dwellings in the area, and the school itself, are accessible to emergency vehicles at all times

                               ii.            Consider a means by which the existing road network can be used to facilitate a dropping off and pick-up point for school users.  If this option requires a parking provision in the playing field then GWPC are willing to consider such a plan.

1. No further planning application had been received since the agenda was posted.
2. The status of planning applications, enforcement referrals and appeals previously reviewed by GWPC were as follows:

11/180 Finance

1. All cheques signed and due for signing, as itemised in Appendix B, were authorised by the councillors.  The councillors also noted the income received since the last meeting.
2. b.      The councillors resolved to provide Great Waldingfield Village Hall Management Committee with a £1,000 grant in order to cover its insurance premium and utility bills.  LGA 1972 s 133
3. c.       The councillors resolved to allocate a budget of £1,200 for the cost of floor cleaning equipment to be used at the village hall. LGA 1972 s 133
4. The councillors reviewed the proposed budget for 2012 / 2013 (Appendix C).  The councillors took into account the warnings from both SCC and BDC that there will be little possibility of grants to parish councils in the forthcoming year.  With interest rates still generating only nominal interest, the income outside of the precept for 2012 / 2013 was expected to be £1,905.  The councillors agreed that the expenditure budget in 2012 / 2013 would be £33,040 which includes a budget of £3,500 for the Queen’s Diamond Jubilee celebrations.  The councillors resolved unanimously that the precept would need to increase from £30,500 to £38,500 in 2012 / 2013.  It was felt that an increase of 27p per week for each Band D household was necessary in order to maintain the village hall, infrastructure and assets in 2012 / 2013 and beyond.

11/181 Questions to the Chairman

• The councillors congratulated Cllr Steel on winning a Community Achievement Award from Babergh District Council for his work for the Great Waldingfield community.
• Cllr Misselbrook presented a letter of thanks from a child at the school thanking GWPC for the book token and certificate.  The Clerk to write a letter of thanks.
• Cllr Misselbrook updated councillors that no response had been received from the GW News article requesting support for the Queen’s Diamond Jubilee committee.  Another article will be placed in GW News this as well as notices around the village.
• Cllr Smeathers raised the issue of a barrier at the entrance to the playing field but councillors will await the outcome of the school parking issue before further review.
• The councillors requested that a quotation be obtained for repairing the rear facia of the pavilion.

11/182 Date of next meeting

The next meeting will be on Monday 9^th January 2012 in the Village Hall starting at 7.30pm.

The meeting closed at 9.45pm.

Appendix A    Public Forum

PC Garrod gave the following Police Report.  “This report covers the period from Monday 10th October 2011 to Sunday 11th December 2011. During this time there has been 7 crimes recorded within the parish, this compares to 4 crimes for the same period last year.  2 Reports of Burglary Other Building     – Between 1800hrs on 14/11/2011 and 0700hrs on 15/11/2011 unknown offenders forced entry to an office in a building site off Folly Road by smashing the window. Once inside forced entry to a key storage box and then used keys from inside to gain access to containers on the site and removed showers and copper pipe from inside these. Forensic enquiries are still on-going but as yet no suspects have been identified. -  At 0015hrs on 21/11/2011 a security guard disturbed a suspect attempting to force entry into the rear patio doors of a show home in a building site off Folly Road. The suspect made good their escape over the rear wooden fence. No entry was gained. All lines of enquiry have been exhausted with this crime and no suspect has been identified.  1 report of Vehicle Crime – At 0840hrs on 17/11/2011 in Bantocks Road a disqualified driver was stopped and arrested for driving whilst disqualified. They pleaded guilty at court and received an eight week suspended prison sentence.  4 reports of Theft – Between 2000hrs on Friday 21/10/2011 and 0800 Saturday 22/10/2011 entry was gained to a building site off Folly Road by pulling down the wire mesh perimeter fence. Once inside the offenders cut the padlocks on 4 containers off and a quantity of copper piping, taps and solar pumps were removed. Forensic enquiries are still on-going but as yet no suspects have been identified. - Between 0400hrs and 0800hrs on 14/11/11 a pint of milk and a pint of yogurt were stolen from a doorstep from a residential property in Bantocks Road. All lines of enquiry have been exhausted with this crime and no suspect has been identified. - Between 1100hrs on 26/11/2011 and 1200hrs on 28/11/2011 a chrome garden light was removed from the ground in the front garden of a residential property is Brandeston Close. All lines of enquiry have been exhausted with this crime and no suspect has been identified.  Although there is a slight increase in the number of reported crimes for that of the previous year, this has to be taken into context. 4 of the 7 crimes reported occurred within the new large-scale building site that was not in existence this time last year. Typically there is an increase in crime whenever there are new building sites as this equipment and materials attract criminals from outside the area. These rarely have an impact on crime figures for the rest of the area. In fact as can be seen from the above, if the 4 crimes for the building site were discounted, crime would have fallen from the same period in previous year for the village. “

Appendix B    RFO Report

Receipts & Payments

Appendix C    Budget Proposal for 2012 / 2013

Income

Income sources for 2012 / 2013 have been based on those for 2011 / 2012.  With no sign of recovery in terms of interest rates for funds under deposit only a nominal amount has been set.  It is assumed that no grants will be available from Suffolk County Council or Babergh District Council.

Expenditure

Appendix One shows the rational for the 2012 / 2013 budget.  GWPC is asked to consider a total expenditure budget of £33,040 for 2012 / 2013. 

Please find below tables which show a comparison between 2010 / 2011 actual, 2011 / 2012 budget, actual to date and that anticipated at year end and the anticipated budget for 2012 / 2013.

Appendix C    Budget Proposal for 2012 / 2013

Income

Income sources for 2012 / 2013 have been based on those for 2011 / 2012.  With no sign of recovery in terms of interest rates for funds under deposit only a nominal amount has been set.  It is assumed that no grants will be available from Suffolk County Council or Babergh District Council.

Expenditure

Appendix One shows the rational for the 2012 / 2013 budget.  GWPC is asked to consider a total expenditure budget of £33,040 for 2012 / 2013. 

Please find below tables which show a comparison between 2010 / 2011 actual, 2011 / 2012 budget, actual to date and that anticipated at year end and the anticipated budget for 2012 / 2013.

Reserves held by GWPC

It is proposed to increase the provisions of the Street Lighting budget by £1,500 per annum in order to have funds to replace the G39 lighting units in the parish.  Provisions for the Playing Field (£1,000 pa), Village Hall (£3,000 pa) and Street Furniture (£250 pa) are also proposed to be increased.  After spending only £100 on the 2011 Election, as indicated by BDC, it is proposed to leave £1,450 in the reserve this year and increase it by £200 per annum.

Summary Position

Using the projections for income, expenditure and earmarked reserves, GWPC now need to consider at what level it wishes to maintain its General Reserves in order to calculate the Precept request for 2012 / 2013.  Best practice would indicate that a general reserve of between 25% and 50% of Precept should be considered after ensuring that there are adequate Earmarked Reserves.  I therefore give below for consideration 3 examples of the effect on General Reserves if the Precept was to be set at £36,500 (+ 20%), £37,500 (+ 23%) or £38,500 (+ 26%). 

End of Appendices

Report of the meeting on 14 November 2011

Present:         Cllrs John Steele (Chairman), Andrew Barlow, Jean Misselbrook, Robert Porter, Paul Smeathers, Stewart Sowman and Leon Stedman.

Attending:      Jenny Antill (Babergh District Councillor), Dave Crimmin (Clerk) and 7 residents.

11/157 Apologies for Absence

Apologies received from Frank Lawrenson (Babergh District Councillor), Colin Spence (Suffolk County Councillor) and PC Garrod.

11/158 Declaration of Interest

Cllrs Steele, Misselbrook, Barlow and Sowman declared personal and prejudicial interests in item 11/165 as they are village hall trustees.  The councillors left the meeting while this item was discussed.

11/159 Minutes of Meeting held on 10^th October 2011

The minutes of the meeting were approved by the councillors and signed by the Chairman as a correct record.

11/160 Public Forum

The residents updated councillors on recent issues relating to The Old Rectory.  They informed councillors that a Certificate of Lawfulness has been issued by BDC on the 19^th August 2011 for a 3 bedroom Bed & Breakfast business to operate from the dwelling.  This was not an issue as far as the residents were concerned.  However they were concerned that a Licence application had been made by the owner to BDC for a music licence for both within and outside the building and an alcohol licence for residents and non-residents.  The residents were concerned that the music and alcohol licence application did not conform to the B&B business operation and indicated that other uses for the venue were being considered.  The nuisance impact that the licence application has on the residents neighbouring The Old Rectory are major concerns to the residents.

The councillors were concerned with the issues raised, but as GWPC is not a consultee in Licence applications they were not aware of the application or the Certificate of Lawfulness.  The councillors resolved that a letter be sent to BDC:

• outlining GWPC’s concern over the issues raised by the residents
• requesting a copy of the licence application and associated documentation including maps
• requesting a copy of the Certificate of Lawfulness.

The remaining items raised in the public forum are contained in Appendix A.

11/161 Clerks Report (Appendix B)

Following a review of the Clerk’s Report it was agreed that Cllr Misselbrook would identify the stakeholder contact details for the proposed school parking meeting.

11/162 Routine Correspondence (Appendix C)

After reviewing the correspondence no further action was required by the councillors.

11/163 Planning

1. Since the agenda was posted a further planning application had been received.  However, as BDC has given GWPC until the 17^th December to respond Planning Application B/11/01386 – New Barn, Valley Road will be considered at the next meeting.
2. The status of planning applications, enforcement referrals and appeals previously reviewed by GWPC were as follows:

11/161 Clerks Report (Appendix B)

Following a review of the Clerk’s Report it was agreed that Cllr Misselbrook would identify the stakeholder contact details for the proposed school parking meeting.

11/162 Routine Correspondence (Appendix C)

After reviewing the correspondence no further action was required by the councillors.

11/163 Planning

1. Since the agenda was posted a further planning application had been received.  However, as BDC has given GWPC until the 17^th December to respond Planning Application B/11/01386 – New Barn, Valley Road will be considered at the next meeting.
2. The status of planning applications, enforcement referrals and appeals previously reviewed by GWPC were as follows:

11/164 Finance

1. All cheques signed and due for signing, as itemised in Appendix D, were authorised by the councillors.  The councillors also noted the income received since the last meeting and reviewed the Statement of Accounts against the budget and the bank reconciliation against the bank statements.

 11/165 Village Hall Refurbishment Project

The councillors reviewed the additional items budget and spend for the Village Hall project (Appendix E).  They resolved that maintenance contracts be taken out with:

• E&J Fire & Security Ltd for maintenance of the fire alarm and emergency lighting at £280 per annum
• Reflex Sports for the maintenance of the wooden floor at £759 per 12 to 18 months.

 11/166 Playing field, Ten Trees Road and council assets

Following a review of issues and the RoSPA report the councillors agreed that work in the playing field be undertaken in the spring to:

• review the extent of rubble at the far end of the field
• paint the goal posts
• weed the brick ball wall.

Cllr Smeathers will liaise with the manufacturer on the issue identified by RoSPA with the spiro glide.

 11/167 Local Housing Needs Survey

Suffolk ACRE has informed GWPC that over 220 surveys were returned by residents out of the 630 distributed.  The full analysis by Suffolk ACRE of the returned surveys will be presented to GWPC early in 2012.  Cllrs Steele and Smeathers have met with Suffolk ACRE and BDC in order to start the affordable housing site evaluations in the village.

11/168 BDC’s Core Strategy consultation

After hearing from Cllrs Steele and Smeathers, who attended the BDC workshop on GWPC’s behalf, the councillors reviewed the issues with the Core Strategy.  The councillors resolved that a response be drafted, for circulation to councillors, which contain the following statements:

• The Core Strategy should ensure that the identity of Great Waldingfield is maintained
• That the integrity of independent settlements around Sudbury and Cornard are maintained
• The road infrastructure in and around Sudbury is reaching breaking point and that the additional housing in the area can only be added if investment is also made to the roads in the area
• With the majority of jobs being identified on the Ipswich fringe, a greater proportion of housing should be identified for the A12 / A14 corridor.

11/169 BDC’s Licensing Act 2003 consultation

The councillors reviewed BDC’s concerns with the proposal by the Government to exclude events under 5,000 persons from requiring a licence and resolved to register their support for BDC to continue to manage these events.

11/170 SCC Winter preparations

The councillors were satisfied that SCC’s winter programme schedule for grit was in line with the requirements of Great Waldingfield.  The councillors agreed to review the requirement for further grit bins in the village over the coming winter and to discuss in May 2012.

11/171 Queen’s Diamond Jubilee celebration in 2012

Cllr Misselbrook and Barlow outlined their ideas on how an event could be held on the playing field in June 2012 to celebrate the Queen’s Diamond Jubilee.  The ideas included a marquee, band, entertainer, choir, orchestra, BBQ, side shows run by village organisations and picnic.  The councillors agreed that an article be put into the Village News asking for further ideas and persons interested in helping to organise the event.  Cllr Steele raised the issue of a gift to each child in the village to mark the occasion.  The councillors agreed that a budget for the event of £2,500 be used for the budget proposals in terms of costs for the event unless Cllrs Misselbrook and Barlow give an alternative proposal by the 2^nd December 2011.

11/172 Questions to the Chairman

• Cllr Misselbrook raised the issue of lorries from the construction site in Folly Road speeding through the village.  Cllr Steele will raise the issue with the Bellway Construction
• The issue of the village pub being up for sale was discussed by councillors.

11/173 Meeting dates in 2012

The councillors agreed the following meeting dates in 2012:

• 9^th January
• 13^th February
• 12^th March
• 9^th April
• 14^th May
• 11^th June
• 9^th July
• 13^th August
• 10^th September
• 8^th October
• 12^th November
• 10^th December

Great Waldingfield Annual Parish Meeting – 19^th March

11/174 Date of next meeting

The next meeting will be on Monday 12^th December 2011 in the Village Hall starting at 7.30pm.

The meeting closed at 10.15pm.

Appendix A    Public Forum

Jenny Antill (Babergh District Councillor) raised the issues of BDC’s Core Strategy consultation, Integration, Tier 3 recruitment and Budget.  No Police report was submitted.

Appendix B    Clerks Report

Appendix C    Correspondence reviewed by councillors

 Appendix D  RFO Report

Receipts & Payments

Reconciliation

Actual vs Budget

Appendix E    Village Hall Refurbishment

 End of Appendices

Report of the meeting on 10 October 2011

Present:         Cllrs John Steele (Chairman), Andrew Barlow, Jean Misselbrook, Paul Smeathers, Stewart Sowman and Leon Stedman.

Attending:      Frank Lawrenson (Babergh District Councillor), PC Garrod, Dave Crimmin (Clerk) and 1 resident.

11/144 Apologies for Absence

Apologies received Cllr Porter who is on holiday, Jenny Antill (Babergh District Councillor) and Colin Spence (Suffolk County Councillor).

11/145 Declaration of Interest

Cllr Misselbrook declared personal and prejudicial interests in item 11/149c as the property adjoins that of her daughter’s and left the meeting while the item was discussed.

11/146 Minutes of Meeting held on 12^th September 2011

The minutes of the meeting were approved by the councillors and signed by the Chairman as a correct record.

The meeting adjourned at 7.35pm for the Public Forum (Appendix A) and reconvened at 8pm

11/147 Clerks Report (Appendix B)

Following a review of the Clerk’s Report the Clerk was asked to request BDC (again) to remove the wheel from the playing field.

11/148 Routine Correspondence (Appendix C)

After reviewing the correspondence the following actions were resolved:

• Cllrs Barlow and Misselbrook to prepare a draft of their ideas for celebrating the Queen’s Diamond Jubilee in 2012, in time for the Clerk to include in the pack for the November meeting
• Cllr Steele will represent GWPC at the BDC Core Strategy workshop at Acton on the 3^rd November.  Cllr Barlow to let Clerk know if he can attend as well.

11/149 Planning

1. The councillors did not consider Planning Application B/11/01131 Longways, Lavenham Road - Lop and prune 3 No. Silver Birch trees, covered by TPO BT83 as it had been withdrawn by the applicant.
2. The councillors noted Planning Application B/11/01150 Church Gate, The Street - Removal of trees as shown on drawing dated 13th September 2011.
3. Since the agenda was posted a further planning application had been received.  The councillors reviewed Planning Application B/11/01193 Land south of Lissadell – erection of detached garage and resolved that they had no objection.
4. The status of planning applications, enforcement referrals and appeals previously reviewed by GWPC were as follows:

11/150 Finance

1. All cheques signed and due for signing, as itemised in Appendix D, were authorised by the councillors.  The councillors also noted the income received since the last meeting and reviewed the Statement of Accounts against the budget and the bank reconciliation against the bank statements.
2. The councillors resolved to accept the quotations offered for the burglar, heat pump and under floor systems.  Spectrum Security Services, who installed the burglar alarm system, are to undertake its annual maintenance at £85 per year plus parts (batteries).  The heat pump installation company, Econic, have confirmed that their maintenance agreement:

                                 i.            Covers the entire heating system at the village hall

                               ii.            Parts covered by warranty will be replaced free of labour otherwise it will be parts and labour

                              iii.            Offers a 10% discount for a 3 year long term agreement.

The cost with the LTA will be £495 per annum.

11/151 SCC’s Budget Challenge consultation

After reviewing the consultation document from Suffolk County Council the councillors resolved that GWPC did not have sufficient information or background knowledge to understand the budgetary costs or the breakdown of costs to make a considered response.

11/152 Village Hall Refurbishment Project

The councillors were pleased with the Village Hall official opening on Friday 7^th October.  They were also very pleased with the food provided by R&J Catering and the generous discount given on the final invoice.

11/153 Playing field, Ten Trees Road and council assets

Cllr Smeathers agreed to keep a look out for any items left at the bus shelters in Ten Tree Road.  The councillors were happy with the maintenance programme progress to replace the existing notice board on Green Acre and put an additional notice board at the Village Hall within the budget of £250. 

11/154 Local Housing Needs Survey

The initial feedback from Suffolk ACRE on the LHNS has been very positive with a strong response in the first week.  Cllrs Steele and Smeathers will represent GWPC at a meeting with BDC in order to start the affordable housing site evaluations in the village.

11/155 Questions to the Chairman

• Cllr Misselbrook asked that a letter be sent to Mr King regarding the overgrown hedge at Holly Cottage
• Clerk to write to Sarah Barron re the work SCC has undertaken to secure the site used by the travellers recently
• Cllr Barlow will start to review the requirements of a survey of residents from which a list of tasks can be developed that the residents would like the parish council to undertake over the term of its office
• Cllr Barlow will lift concrete blocks out of the ground and place in bags in the playing field and send picture of area to Clerk to take up issue with BDC.

11/156 Date of next meeting

The next meeting will be on Monday 14^th November 2011 in the Village Hall starting at 7.30pm.

The meeting closed at 9.30pm.

Appendix A    Public Forum

Frank Lawrenson updated councillors that the BDF Core Strategy consultation will take place between October and early December.  He will get the recycling statistics from BDC for Cllr Smeathers.

PC Garrod gave the following Police Report to councillors “This report covers the period from Monday 12^th September 2011 to Sunday 9^th October 2011.  During this time there has been 2 crimes recorded relevant to the parish, this compares to 11 crimes recorded in the parish for the same period last year. This is obviously very pleasing to see. The main reduction is in Public Order related offences.  Burglary Other Building Between 0730hrs and 0900hrs on Saturday 24^th September 201, unknown offenders have broken into a locked workshop on a farm location on Lavenham Road by cutting the padlock A red Honda quad bike registration P706TDX was then removed from inside. Crime Number SU/11/2224 refers OIC is CE/A/Owen. All lines of enquiry including ANPR, Forensic etc have been exhausted. To date the Quad Bike has not been recovered. Criminal Damage Between 2210hrs and 2215hrs on Friday 16^th September 2011in Bantocks Road an outer pane of glass was broken in the ground floor living room window at the front of a residential property. It is possible a group of youths may have been responsible for this but there are no descriptions or youths. Crime Number SU/11/2152 refers and the OIC is PCSO Hemmett. Enquiries are still on-going to try and identify the potential suspects with close work with the schools and youth clubs in the area.  If you have any information that would be of interest regarding this or any other offences, please let Babergh West SNT know or contact Crimestoppers anonymously.  Siobhan and I were pleased to participate in the Harvest Festival celebrations with the children from the Great Waldingfield primary school on Monday 3^rd October 2011. Thankfully this year the weather held and all involved had a lovely walk to the church and back for the service. We were fortunate enough to have the Arch Deacon from St Edmundsbury present to participate in the proceedings. We will both be conducting proactive work within Great Waldingfield and surrounding villages over the next few weeks and hope to participate in Halloween and Bonfire night activities. If there are any events that you would like us to attend or participate in over the coming months, please feel free to contact us at the Babergh West Safer Neighbourhood team and we will gladly do our best to accommodate you.

The issue of parking outside schools in all villages is one that is virtually impossible to resolve. Obviously parking outside the primary school in Great Waldingfield is still an issue We are aware there was an accident involving parents cars that were parked much further down the road from the school itself.  Placing temporary homemade signs is not the answer, as a long-term approach is needed. There is a large of grassed area near the school that could easily be used to accommodate a drop off and collection zone. With the development of the new houses, it may be that the local council can tap into funds for area improvement schemes in conjunction with this new development. if a long-term solution to is required, it would be for the parish council to push this forward with the local and county council. Obviously if traffic restriction markings are implemented i.e. clearways or double yellow lines etc, we as the police could enforce these. This would however merely move the problem on and not solve the cause.”

Appendix B    Clerks Report

Appendix C    Correspondence reviewed by councillors

Appendix D  RFO Report

Receipts & Payments

Reconciliation

Actual vs Budget

End of Appendices

Report of the meeting on 12 September 2011

Present:         Cllrs John Steele (Chairman), Andrew Barlow, Jean Misselbrook, Robert Porter, Paul Smeathers, Stewart Sowman and Leon Stedman.

Attending:      Frank Lawrenson (Babergh District Councillor), PC Garrod, Dave Crimmin (Clerk) and 2 residents.

11/129 Apologies for Absence

Apologies received from Jenny Antill (Babergh District Councillor) and Colin Spence (Suffolk County Councillor).

11/130 Declaration of Interest

Cllrs Steele, Misselbrook, Barlow and Sowman declared personal and prejudicial interests in item 11/138 as they are village hall trustees.  The councillors left the meeting while their items were discussed.

11/131 Minutes of Meeting held on 8^th August 2011

The minutes of the meeting were approved by the councillors and signed by the Chairman as a correct record.

The meeting adjourned at 7.35pm for the Public Forum (Appendix A) and reconvened at 8.20pm

11/132 Clerks Report (Appendix B)

Following a review of the Clerk’s Report the Clerk was asked to request BDC to remove the wheel from the playing field.

11/133 Routine Correspondence (Appendix C)

After reviewing the correspondence no further action was required.

11/134 Planning

1. The councillors reviewed Planning Application B/11/00882 69 Bantocks Road - Conversion of existing integral garage to additional living accommodation and erection of single-storey side extension to provide new single garage.  The councilors resolved to object to the application due to the reduction of parking spaces on the property and the need to park vehicles on Bantocks Road.
2. The councillors reviewed Planning Application B/11/00402 Land North of Folly Road - Erection of 26 No. detached houses plus associated roads, paths, driveways and garages,  (Re-plan of plots 68 - 93 to scheme approved under P.P. B/07/012211/FUL) as amended by application letter dated 12th August 2011 and drawing numbers 001 Rev M, 003 Rev f and 01 Rev B, all received by Local Planning Authority on 15th August 2011.  The councillors resolved to support the application so long as the historic hedge does not become a boundary to any property on the site and the hedging and treeline around two sides of the site are continuous and have no gaps or fencing.
3. Since the agenda was posted no planning application had been received
4. The status of planning applications, enforcement referrals and appeals previously reviewed by GWPC were as follows:

11/135 Finance

1. The councillors resolved to approve and accept the Annual Return from BDO LLP for the year ended 31^st March 2011 and the publication of the results to the residents.
2. All cheques signed and due for signing, as itemised in Appendix D, were authorised by the councillors.  The councillors also noted the income received since the last meeting and reviewed the Statement of Accounts against the budget and the bank reconciliation against the bank statements.

11/136 BDC’s Budget Challenge consultation

After listening to the presentation by Frank Lawrenson and reviewing the documents issued by BDC the councillors felt that not enough information had been made available to make a valued judgement on the discretionary spending currently undertaken by BDC.

11/137 Mobile Libraries consultation

The Clerk was asked to publish an article in the GW News regarding the Mobile Libraries consultation so that residents who use the service can respond if they wish.

11/137 Mobile Libraries consultation

The Clerk was asked to publish an article in the GW News regarding the Mobile Libraries consultation so that residents who use the service can respond if they wish.

11/138 Village Hall Refurbishment Project

The councillors were given an update on the Open day at the Village Hall on Saturday 10^th September.  The councillors then confirmed the arrangements for the official re-opening celebration of the Village Hall on Friday 7^th October between 2pm and 4pm.  It was resolved to:

• Ask Jenny Antill to open the hall.
• Invite up to 58 persons to the function from the grant providers, suppliers, village organisations and old and current parish councillors.
• Cllr Barlow to co-ordinate the buffet and Cllr Steele the drinks for the event.
• Provide a plaque for the Village Hall acknowledging the suppliers and grant providers behind the refurbishment.
• That 130 dark brown poly chairs be purchased for the village hall.

11/139 Playing field, Ten Trees Road and council assets

Cllr Smeathers highlighted that 2 bolts were currently being replaced in the play equipment. 

11/140 Local Housing Needs Survey

The councillors agreed to meet in the Village Hall on Saturday 17^th September at 10am in order to compile the surveys.

11/141 BDC’s meeting with Town and Parish Councils

Cllr Steele will represent the council at the BDC meeting on the 12^th October 2011.

11/142 Questions to the Chairman

Cllr Smeathers will arrange for photographs of the new councillors for use on the website.

11/143 Date of next meeting

The next meeting will be on Monday 10^th October 2011 in the Village Hall starting at 7.30pm.

The meeting closed at 10.10pm.

Appendix A    Public Forum

Frank Lawrenson updated councillors that the BDF Core Strategy consultation will take place between October and early December.  Frank also presented Babergh’s Budget Challenge consultation where BDC is looking for views from Town & Parish Councils, stakeholders and residents on where BDC can save £1.3m in 2012 / 2013 and £2.2m in 2013 / 2015.

PC Garrod gave the following Police Report to councillors “This report covers the period from Friday 5^th August to Sunday 11^th September 2011, during this time there have been 2 crimes recorded within the parish, this compares to 4 crimes for the same period in the previous year.

1 report of Assault / Public Order between 1700 and 1715hrs on Monday 8^th August 2011 in Washmere Green a known suspect shouted abuse at a victim, slapped her across the face and pulled her across a tack room due to a difference of opinion over the loan of a pony.

1 report of Theft between 1700hrs on Friday 12^th August 2011 and 1630hrs Saturday 13^th August 2011 in the allotments on Folly Road a Green Metal Wheel barrow, a Spear and Jackson fork and hoe were stolen.”

PC Garrod also reported that Sgt Kevin Horton has now the SNT.

Mr & Mrs Pooley raised issues regarding the tiding up of the land around the old traveller encampment.

Appendix B    Clerks Report

Appendix C    Correspondence reviewed by councillors

PC Garrod gave the following Police Report to councillors “This report covers the period from Friday 5^th August to Sunday 11^th September 2011, during this time there have been 2 crimes recorded within the parish, this compares to 4 crimes for the same period in the previous year.

1 report of Assault / Public Order between 1700 and 1715hrs on Monday 8^th August 2011 in Washmere Green a known suspect shouted abuse at a victim, slapped her across the face and pulled her across a tack room due to a difference of opinion over the loan of a pony.

1 report of Theft between 1700hrs on Friday 12^th August 2011 and 1630hrs Saturday 13^th August 2011 in the allotments on Folly Road a Green Metal Wheel barrow, a Spear and Jackson fork and hoe were stolen.”

PC Garrod also reported that Sgt Kevin Horton has now the SNT.

Mr & Mrs Pooley raised issues regarding the tiding up of the land around the old traveller encampment.

Appendix D  RFO Report

Receipts & Payments

Reconciliation

Actual vs Budget

Appendix E    Local Housing Needs Survey Plan

End of Appendices

 Report of the meeting on 8 August 2011

Present:         Cllrs John Steele (Chairman), Andrew Barlow, Jean Misselbrook, Robert Porter, Paul Smeathers, Stewart Sowman and Leon Stedman.

Attending:      Jenny Antill (Babergh District Councillor), PCSO’s Campbell and Hemmett, Dave Crimmin (Clerk) and 2 residents.

11/117 Apologies for Absence

Apologies received from Frank Lawrenson (Babergh District Councillor) and Colin Spence (Suffolk County Councillor).

11/119 Minutes of Meeting held on 11^th July 2011

The minutes of the meeting were approved by the councillors and signed by the Chairman as a correct record.

The meeting adjourned at 7.35pm for the Public Forum (Appendix A) and reconvened at 8.12pm

11/120 Clerks Report (Appendix B)

Following a review of the Clerk’s Report Cllr Sowman updated councillors that a cheque from the Scouts was passed to him.  He will now forward the cheque to the Clerk.

11/121 Routine Correspondence (Appendix C)

No correspondence had been received since the last meeting.

11/122 Planning

1. Since the agenda was posted no planning application had been received
2. Cllr Steele raised the possibility of creating a liaison channel with Bellway regarding any issues raised by the Folly Road development.  The councillors will review the necessity of such a role over the coming months.  The status of planning applications, enforcement referrals and appeals previously reviewed by GWPC were as follows:

11/118 Declaration of Interest

Cllrs Steele, Misselbrook, Barlow and Sowman declared personal and prejudicial interests in item 11/124b and c as they are village hall trustees.  Cllr Steele also declared personal and prejudicial interests in item 11/123a as a payment was to him.  The councillors left the meeting while their items were discussed.

11/119 Minutes of Meeting held on 11^th July 2011

The minutes of the meeting were approved by the councillors and signed by the Chairman as a correct record.

The meeting adjourned at 7.35pm for the Public Forum (Appendix A) and reconvened at 8.12pm

11/120 Clerks Report (Appendix B)

Following a review of the Clerk’s Report Cllr Sowman updated councillors that a cheque from the Scouts was passed to him.  He will now forward the cheque to the Clerk.

11/121 Routine Correspondence (Appendix C)

No correspondence had been received since the last meeting.

11/122 Planning

1. Since the agenda was posted no planning application had been received
2. Cllr Steele raised the possibility of creating a liaison channel with Bellway regarding any issues raised by the Folly Road development.  The councillors will review the necessity of such a role over the coming months.  The status of planning applications, enforcement referrals and appeals previously reviewed by GWPC were as follows:

11/123 Finance

1. All cheques signed and due for signing, as itemised in Appendix D, were authorised by the councillors.  The councillors also noted the income received since the last meeting and reviewed the Statement of Accounts against the budget and the bank reconciliation against the bank statements.
2. The councillors resolved to grant a donation of £50 towards the Horticultural Society’s Autumn Show. LGA 1972 s 137
3. The councillors resolved to grant a donation of £50 to GW News for helping to distribute the Local Housing Needs Survey and information to residents. LGA 1972 s 142

11/124 Village Hall Refurbishment Project

The councillors reviewed the progress of the refurbishment project and accepted the current financial statement which showed that committed funds now equalled the grants received for the project.  GWPC has to date made a grant of £10,000 towards the project.

1. The councillors resolved the following budget (LGA 1972 s 133) towards the next phase of the project:

                                                               i.      Install double glazed vision panels in the porch and lobby doors - £1,000

                                                             ii.      Replace damaged grills and channels in car park - £1,070.

1. The councillors resolved the following budget (LGA 1972 s 133) towards the following fixtures and fittings:

                                                               i.      Health &Safety signage - £100

                                                             ii.      Keys & Locks - £300

                                                            iii.      Fire Extinguishers - £500

                                                           iv.      Entrance matting, Notice Board and Duck Board - £150

                                                             v.      Blinds for windows - £500

                                                           vi.      Chairs & tables - £3,000

                                                          vii.      Contingency for small items - £500.

1. The councillors resolved to set a budget of £300 for the official re-opening celebration being planned for the 7^th October 2011. LGA 1972 s 145.   Cllr Barlow will get a quote for the buffet.

11/125 Playing field, Ten Trees Road and council assets

The Clerk updated councillors on the support that SCC has committed in handling legal issues should travellers encroach onto GWPC owned / leased land. 

11/126 Affordable Housing - Local Housing Needs Survey

The councillors agreed the plan for the Local Housing Needs Survey (Appendix E) to be conducted in Great Waldingfield during October 2011.  The councillors agreed the covering letter from GWPC to be circulated to residents with the survey which will also be included in both the September and October issues of the GW News.

11/127 Questions to the Chairman

The Chairman outlined his disappointment that the prize giving of book tokens to the winners of the Primary School painting competition had failed to take place again this year.  The councillors are to look at the possibility of including the prize giving at the official re-opening of the village hall.

The Chairman, in the absence of the Clerk, will raise the issue of ragwort and wasps on land owned by SCC with Sarah Barron of SCC County Farms.

11/128 Date of next meeting

The next meeting will be on Monday 12^th September 2011 in the Village Hall starting at 7.30pm.

The meeting closed at 9.45pm.

Appendix A    Public Forum

Jenny Antill updated councillors on the Budget Challenge being circulated to Town and Parish Councils which is aimed at saving BDC £700,000 in 2012 / 2013.  She also informed councillors that the Babergh Development Framework is due to be consulted upon in October / November 2011. 

A review of the travellers encroachment on the airfield identified that SCC will be going for an immediate eviction order if the site is not vacated by the 9^th August 2011.

PCSO Hemmet read out the Police report.  “This report covers the period from 8^th July 2011 to 5^th August 2011.  During this time there has been 4 crimes recorded within the parish, this compares to 3 crimes for the same period last year.  Vehicle Crime         - Between 10pm 28.7.11 and 9.30am 28.7.11 a windscreen of a vehicle in Kenyon Drive was damaged.  Theft (3 Reports) - Between 8.7.11 and 9.7.11 damage occurred from a premises on the Aerodrome. - Between 9.7.11 and 11.7.11 Scrap was stolen from premises on the Aerodrome. - Between 8.7.11 and 12.7.11 2 Bikes were stolen from premises on the Aerodrome.”

The issue of vans parking in a lay-by between Garrison Lane and Valley Road was raised by PCSO Hemmett.  The issue is ongoing.

Appendix B    Clerks Report

Appendix C    Correspondence reviewed by councillors

No correspondence received. 

Appendix D  RFO Report

Receipts & Payments

Reconciliation

Actual vs Budget

Appendix D  RFO Report

Receipts & Payments

Reconciliation

Actual vs Budget

 (This section could not be copied from emailed source)

 Appendix E:   Housing needs survey plan (Could not be copied from emailed source file)

Report of the meeting on 11 July 2011 

Present:         Cllrs John Steele (Chairman), Andrew Barlow, Jean Misselbrook, Robert Porter, Paul Smeathers, Stewart Sowman and Leon Stedman.

Attending:      Colin Spence (Suffolk County Councillor), Dave Crimmin (Clerk) and 2 residents.

11/102 Apologies for Absence

Apologies received from Jenny Antill (Babergh District Councillor), Frank Lawrenson (Babergh District Councillor) and PC Chris Garrod.

11/103 Declaration of Interest

None were declared.

11/104 Minutes of Meeting held on 13^th June 2011

The minutes of the meeting were approved by the councillors and signed by the Chairman as a correct record.

The meeting adjourned at 7.38pm for the Public Forum (Appendix A) and reconvened at 8.30pm

11/105 Clerks Report (Appendix B)

Following a review of the Clerk’s Report the councillors requested the Clerk to place an advert in the newsletter for Speed Watch volunteers.

11/106 Routine Correspondence (Appendix C)

Following a review of the correspondence the councillors resolved that:

• no changes to the Polling Station arrangements in Great Waldingfield were required
• as many councillors as possible to attend the pre planning consultation on the proposed changes to the Primary School Building on 21^st July between 3pm and 7pm
• the lorry watch scheme being proposed by SCC be noted.

11/107 Planning

1. The councillors reviewed Planning Application B/11/00584 Church Gate, The Street - erection of single-storey extension, insertion of 7 No. new windows. Alterations to garden wall and gates and resolved they had no objections.
2. The councillors reviewed Planning Application B/11/00585 Church Gate, The Street - Application for Listed Building Consent - Erection of single-storey extension, insertion of 7 No. new windows. Removal of 6 No. existing windows, replacement of 4 No. doors. Alterations to garden wall and gates. Removal of staircase and internal walls. Installation of new staircase. Installation of insulation to roof and walls of annex. Installation of new bathroom. -  and resolved they had no objections.
3. Since the agenda was posted no further planning application had been received
4. The status of planning applications, enforcement referrals and appeals previously reviewed by GWPC were as follows:

11/108 Finance

1. All cheques signed and due for signing, as itemised in Appendix D, were authorised by the councillors.  The councillors also noted the income received since the last meeting and reviewed the Statement of Accounts against the budget and the bank reconciliation against the bank statements.
2. The councillors reviewed the status of the agreements with the Bowls Club, Mr Black and the Scouts.  The councillors resolved that the Clerk write to the Scouts to remind them of the outstanding payments totalling £20.

11/109 Village Hall Refurbishment Project

The decoration of the hall was now complete and the final stage of the electrical works and the floor laying are to be completed over the next 10 days.  The councillors noted the outstanding project costs as well as the grants still to be claimed.

11/110 Playing field, Ten Trees Road and council assets

• The issue of rubbish at the end of the playing field to be raised by the Clerk with BDC as a fly tipping issue
• The councillors require the lease for the land at Ten Trees Road to be reviewed with regard to leaseholder liabilities.

11/111 Affordable Housing

The councillors agreed the basis of the Local Housing Needs Survey to be conducted by Suffolk ACRE on GWPC’s behalf.  The survey would be in the form of a questionnaire delivered to all households in the parish with questions relating to the housing needs of each member of the household.  Surveys would also be available for residents who had left Great Waldingfield because they could not find housing within the parish.  There would be a stamped address envelop with the survey for the responses to be sent directly to Suffolk ACRE who would confidentially analyse the results and produce a report of their findings and recommendations for GWPC.  GWPC would then meet with Suffolk ACRE and BDC to decide whether an affordable housing scheme should be progressed for Great Waldingfield.  The councillors resolved to proceed with a Budget of £325 LGA 1972 s 111 for Suffolk ACRE’s survey costs.  GWPC will approach the GW News to see if the survey can be distributed with the newsletter in late September.

11/112 Car Parking at Primary School

The Clerk to arrange a meeting at the Village Hall in September with the stakeholders

11/113 Letter from Leiston Town Council

The councillors resolved to write to the Department of Communities and Local Government to support the following resolution from Leiston Town Council:

“We ask the current Minister at the Department of Communities and Local Government (Greg Clark MP) to make the following planning policy/guidance to apply to large planning applications in the area of a Town or Parish Council

1. That any applicant or representatives of any applicant who submits such an application that will have a significant effect on an area must, if requested by the Town or Parish Council attend a meeting of

(i)                  that Council to answer questions from elected councillors; and

(ii)                a Town Meeting, should one be duly called, to answer questions from all electors.

1. That any applicant who submits such an application  that will have a significant effect on an area must, if requested by the Town or Parish Council, or a Town Meeting, pay for the Council or Meeting to get an independent assessment carried out as to how the proposed development will affect the sustainability of the local communities.
2. And if we agree 1 and 2 above, we seek the support of other Town and Parish Councils.”

11/114 Thatched roof properties

The councillors noted SCC’s request for a log of all thatched roof properties in Great Waldingfield.

11/115 Questions to the Chairman

Hedging issues were reviewed in village.  The Clerk to write to Mr Cox thanking him for his prompt action over his hedge and to let him know that the speed of traffic in the village was under constant review by both GWPC and the Speed Watch volunteers.  The councillors noted that ramblers will use the Village Hall car park on the 11^th October.

11/116 Date of next meeting

The next meeting will be on Monday 8^th August 2011 in the Village Hall starting at 7.30pm.

The meeting closed at 10.10pm.

Appendix A    Public Forum

Mr & Mrs Pooley outlined their concerns over the lack of urgency in addressing the issues arising from travellers using the field at the bottom of their garden.  Suffolk County Councillor Colin Spence outlined that the land on which the travellers were encamped was owned by Chilton Grain and it was down to the landowner to take the legal proceedings for the travellers’ eviction.  Cllr Spence added that all the stakeholders in relation to the issue were actively communicating in the background but were awaiting the legal notice to be served.  Babergh District Councillor Jenny Antill has raised environment and enforcement concerns with BDC and SCC are preparing a plan for securing the land once the travellers leave.

Appendix B    Clerks Report

Appendix C    Correspondence reviewed by councillors

Appendix D  RFO Report

Receipts & Payments

Reconciliation

Actual vs Budget

Actual vs Budget

End of Appendices

 Report of the meeting on 11 April 2011 

Present:         Cllrs John Steele (Chairman), Priscilla Backhouse, Vince Humphries, Jean Misselbrook, Stewart Sowman and Paul Smeathers.

Attending:      Dave Crimmin (Clerk).

11/047 Apologies for Absence

Apologies received due to ill health from Cllr Dunnett.  Colin Spence (Suffolk County Councillor), Jenny Antill (Babergh District Councillor) and PC Chris Garrod also sent their apologies.

11/048 Declarations of Interest

The councillors used the dispensation given by Babergh District Council’s Standards Committee on the 15^th October 2010 to the 4 councillors who are Village Hall Trustees for the meeting.

11/049 Minutes of Meeting held on 14^th March 2011

The minutes of the meeting were approved by the councillors and signed by the Chairman as a correct record.

The meeting adjourned at 7.36pm for the Public Forum (Appendix A) and reconvened at 7.40pm

11/050 Clerks Report (Appendix B)

No action was required following a review of the Clerk’s Report.

11/051 Routine Correspondence (Appendix C)

Following a review of the correspondence no further action was required. 

11/052 Planning

1. No planning applications had been received since the agenda was posted
2. The status of planning applications, enforcement referrals and appeals previously reviewed by GWPC were as follows:

11/053 Finance

1. All cheques signed and due for signing, as itemised in Appendix D, were authorised by the councillors.  The councillors also noted the income received since the last meeting and reviewed the Statement of Accounts against the budget and the bank reconciliation against the bank statements. 
2. The councillors reviewed the claim for a contribution towards the costs of the Great Waldingfield website up until November 2010 and resolved to pay £93.52 towards the cost LGA 1972 s 142.  However, the council will not consider paying this level of contribution moving forward and would inform Mr Rushton of the council’s decision.  The councillors resolved to review all options open to it to provide a website of council and village hall information.
3. c.      The councillors reviewed the opinion of HMRC that VAT could be reclaimed on expenditure incurred on the Village Hall refurbishment that was paid by the grant from the Suffolk Environmental Trust.  The councillors confirmed that SET had provided GWPC the same type of grant towards the playground equipment project. 

The councillors resolved to carry forward the following Earmarked Reserves

11/054 Village Hall Refurbishment Project

The issues with the new floor have been resolved by Econic and there is a meeting on the 12^th April to run through the work and documentation required before the heat pump and floor installation is signed off as complete by GWPC.  MD Mills have been back to review the works and are now drawing up a list of modifications to their specification now that the floor works are completed. MD Mills are also to provide a quotation for the additional power and telephony / data outlets along the front and back walls of the hall in order to facilitate meetings requiring technology.  It is hoped that all the works will be complete by June.

11/055 Playing field, Ten Trees Road and council assets

The councillors resolved to set a budget of £250 LGA 1972 s 144 for the work to refurbish the village sign which was currently with a local craftsman for an estimate.

11/056 Affordable Housing

The councillors were disappointed to hear that BDC had decided that the Ten Trees Road site was not suitable for the affordable housing due to the inability to change the noise levels created by the driers in the adjoining barn.  BDC are now reviewing alternate sites in the village.  The councillors thought that the redundant farm buildings past Carbonnels on the Waldingfield Road should also be considered as a potential site by BDC.

11/057 GWPC Election 2011

The Clerk updated councillors that with 5 nominations there would be an uncontested election this year.  The councillors agreed that they would give their urgent attention in order to co-opt 3 additional members.  The Chairman thanked Cllrs Backhouse, Dunnet and Humphries for all their work on behalf of the council as they have decided not to seek re-election.

11/058 Questions to the Chairman

The councillors agreed that the Village Hall hire rates would need to reviewed in May ahead of the hall re-opening.

11/059 Date of next meeting

The next meeting will be on Monday 16^th May 2011 in the Village Hall starting at 7.30pm. 

The meeting closed at 9.22pm.

Appendix A    Public Forum

In the absence of PC Garrod the Clerk read out his report.  “This report covers the period from 14^th March 2011 to 10^th April 2011.  During this time there have been 2 crimes recorded that were relevant to the parish of Great Waldingfield. This compares to 4 crimes for the same period in the previous year.  One report of Burglary Other Building - Overnight between 1600hrs Friday 18^th March 2011 and 1600hrs Saturday 19^th March 2011, offenders removed the weatherboarding from a large wooden shed at the rear of a large residential property in The Street near to the church and removed garden equipment from inside including, hedge trimmer, strimmer and a lawn mower. One report of  Vehicle Crime - Between 1630hrs and 2310hrs on Wednesday 6^th April 2011 a blue Vauxhall Corsa was broken into in Alexander Drive and an ipod and an Alpine Car Stereo was stolen after an untidy search was made.

It is very pleasing to see 50% decrease in crimes reported between the above dates, especially as we are noticing an increase in the amount of reported crime in the rural communities with regard to theft of heating oil and metals. With regard to the two crimes reported, tailored crime prevention advice has been given to both victims help them be more security aware and prevent them from becoming victims again in the future.  If you have any local issues or concerns and wish to discuss these or have some tailored crime prevention advice please do not hesitate to contact me or another one of the Babergh West Safer Neighbourhood team on the details below.”

Appendix D  RFO Report

Receipts & Payments

Reconciliation

Statement of Accounts vs Budget

End of Appendices

A report of the meeting held on 14 March 2011

An extract from the draft minutes

Present:         Cllrs John Steele (Chairman), Priscilla Backhouse, Sheila Dunnett, Vince Humphries and Paul Smeathers.

Attending:      PC Chris Garrod and Dave Crimmin (Clerk).

11/032 Apologies for Absence

Apologies received from Cllrs Misslebrook and Sowman.  Colin Spence (Suffolk County Councillor) and Jenny Antill (Babergh District Councillor) also sent their apologies.

 11/033 Declarations of Interest

The councillors used the dispensation given by Babergh District Council’s Standards Committee on the 15^th October 2010 to the 4 councillors who are Village Hall Trustees for the meeting.

 11/034 Minutes of Meeting held on 21^st February 2011

The minutes of the meeting were approved by the councillors and signed by the Chairman as a correct record.

 The meeting adjourned at 7.40pm for the Public Forum (Appendix A) and reconvened at 7.55pm

 11/035 Clerks Report (Appendix B)

Following a review of the Clerk’s Report the following actions were resolved:

1. That an application be made to the Braithwaite Trust for a grant of £140 to cover the installation cost of a rubbish bin, supplied by John Robertson ltd, at the entrance to the community woodland.
2. That GWPC facilitates a meeting between the various stakeholders on the parking issues facing the Folly Road residents and Primary School users.  The councillors would like the first meeting to be held in June following the District and Parish Council elections.

 11/036 Routine Correspondence (Appendix C)

Following a review of the correspondence no further action was required.

11/037 Planning

1. The councillors noted Planning Application B/11/00226 Wickham Elms, Rectory Road - TCA to fell 2 no. Cypress Leylandii trees.
2. No further planning applications had been received since the agenda was posted
3. The status of planning applications, enforcement referrals and appeals previously reviewed by GWPC were as follows:

11/038 Finance

1. All cheques signed and due for signing, as itemised in Appendix D, were authorised by the councillors.  The councillors also noted the income received since the last meeting and reviewed the Statement of Accounts against the budget and the bank reconciliation against the bank statements.  The councillors resolved to increase the Salary Budget to £4,652.50 and the Grass Cutting Budget to £1,028.88 from the Contingency Budget.  The Clerk updated the councillors on his discussions with the Internal Auditors and HMRC on the reclaiming of VAT on the grant given to GWPC by the Suffolk Environmental Trust for the play equipment and Village Hall projects.  He expected to give HMRC’s opinion to councillors before the next meeting.

1. The councillors agreed the contents of the Asset Register after including a £20,000 value for the Community Woodland and the additions of grit, dog and rubbish bins.  The Clerk to contact the insurers to review any changes that are required of the policy.
2. The councillors resolved to accept SCC’s quotation of £475 for the one-off works to the Village Hall grounds and the annual maintenance costs of £960 for the Ten Trees Road and Village Hall. Open Spaces Act 1906 ss 9, 10.
3. After reviewing the applications for grants the councillors declined to award any as none of the organisations had provided information on the number of Great Waldingfield residents supported.
4. It was agreed to review the Earmarked Reserves at the April meeting following the clarification from HMRC on reclaiming VAT. (a above)

11/039 Village Hall Refurbishment Project

The issues with the new floor are being resolved by Econic this week following a breakdown in the relationship with their sub-contractor who originally installed the floor.  MD Mills is aware of the timeframes and is expected to be back on site next week in order to finish the hall.  The councillors were very happy with the heat being generated by the pump and the output of the solar panels.  The councillors agreed that a quotation be sought from MD Mills for additional power and telephony / data outlets along the front and back walls of the hall in order to facilitate meetings requiring technology.  It was agreed to invite representatives of the WI to visit the hall so that they are informed of the refurbishment progress.

11/040 Playing field, Ten Trees Road and council assets

1. a.      The playground installation company will meet GWPC on the 15^th March for the annual inspection of the equipment’s installation. 
2. b.      Work will be required in the summer on the maintenance of the facia and barge board at the pavilion. 

 11/041 Affordable Housing

GWPC will be meeting BDC on the 24^th March to review progress on the affordable housing project.

11/042 Litter Picker

The councillors did not see the need for a litter picking contract in 2011 based on their review of the village over the past months.  However, they agreed that the village should be monitored on an on-going basis.  The Chairman will raise this in his annual report to the Annual Parish Assembly next Monday.

11/043 GWPC Election 2011

The Clerk circulated the Nomination and Information pack to each councillor for the May election.  If these are completed and returned to him by the 28^th March he will pass them to BDC otherwise councillors will have to get their own nominations to BDC before noon on the 4^th April 2011.  The Clerk to provide information leaflets for the village shop and for attendees of the APM next Monday.  Cllr Smeathers will put a copy of Information leaflet on the website.

11/044 Spring Clean

The councillors were not able to agree a midweek date for a Spring Clean at such short notice.  Clerk to agenda item for January meeting next year.

11/045 Questions to the Chairman

The Clerk to ask BDC Planning to contact Chairman so that a review be undertaken on the trees and hedges being removed in Folly Road for the Piggeries development.

11/046 Dates of next meeting

The next meeting will be on Monday 11^th April 2011 in the Village Hall starting at 7.30pm.

The meeting closed at 10.22pm.

Appendix A    Public Forum

PC Garrod gave the following Police Report.  “This report covers the period from 18^th February 2011 to 13^th March 2011.  During this time there has been 1 crime recorded within the parish, this compares to 5 crimes for the same period last year.  On 19^th February 2011 following a report of a single vehicle road traffic collision on the B1071 Lavenham Road at Great Waldingfield the driver of the vehicle was arrested and subsequently charged with the offence of driving a motor vehicle with excess alcohol.”

Appendix D  RFO Report

Receipts & Payments

 A report of the meeting held on 21 February 2011

An extract from the draft minutes

Present:         Cllrs John Steele (Chairman), Sheila Dunnett, Jean Misselbrook, Paul Smeathers and Stewart Sowman.

Attending:      Jenny Antill (Babergh District Councillor) and Dave Crimmin (Clerk).

11/016 Apologies for Absence

Apologies received from Cllrs Backhouse and Humphries.  Colin Spence (Suffolk County Councillor) and PC Chris Garrod also sent their apologies.

11/017 Declarations of Interest

The councillors used the dispensation given by Babergh District Council’s Standards Committee on the 15^th October 2010 to the 4 councillors who are Village Hall Trustees for the meeting.

11/018 Minutes of Meeting held on 10^th January 2011

The minutes of the meeting were approved by the councillors and signed by the Chairman as a correct record.

11/019 Standing Orders

The councillors resolved to adopt the Standing Orders agreed at the meeting on 10^th January 2011. 

11/020 HR and Standards Committees

The councillors resolved that Cllrs Dunnett and Sowman will be the members of the HR Committee and Cllrs Misslebrook and Smeathers will be the members of the Standards Committee as required in the Standing Orders.

The meeting adjourned at 8.02pm for the Public Forum (Appendix A) and reconvened at 8.15pm

11/021 Clerks Report (Appendix B)

Following a review of the Clerk’s Report the Clerk there were no further actions required of the Clerk.  The councillors resolved that the Annual Parish Meeting should be held at the Primary School as the Village Hall will not be complete on the 21^st March to hold the function.

11/022 Routine Correspondence (Appendix C)

Following a review of the correspondence no further actions were required.

11/023 Planning

1. The councillors reviewed Planning Application B/11/00084 103 Bantocks Road - erection of two-storey side extension and resolved that they had no objections
2. No further planning applications had been received since the agenda was posted
3. The status of planning applications, enforcement referrals and appeals previously reviewed by GWPC were as follows:

11/024 Finance

1. All cheques signed and due for signing, as itemised in Appendix D, were authorised by the councillors.  The councillors also noted the income received since the last meeting and reviewed the Statement of Accounts against the budget and the bank reconciliation against the bank statements.
2. The councillors resolved an emergency donation of £200 LGA 1972 s 133 to the Village Hall Management Committee in order to pay for a very high electricity bill for the last quarter.  The electricity had been consumed during works to install the heat pump, solar panels and the new floor.
3. The councillors resolved that budget be moved from Contingency to increase the Donations Budget by £200 and Dog and Litter Bin budget by £170.

11/025 Village Hall Refurbishment Project

The installations of the heat pump and solar panels have been completed and the grant applications for these have been submitted.  There are issues with the level of the new floor which should be resolved by the installation company before the end of February.

11/026 Playing field, Ten Trees Road and council assets

1. a.      The councillors agreed for the Clerk to apply to the Braithwaite Trust for a grant to pay for the additional rubbish bin at the community woodland.  If the grant is forthcoming, the councillors resolved to pay for the emptying of the bin. Litter Act 1983 ss 5, 6
2. b.      The councillors were happy with the proposed planting plans for the village which now require BDC’s approval. 
3. c.       The owner of Garrisons Cottage is to remove the gate which gives him access to the playing field. 
4. d.      The Clerk to contact SCC to seek suggestions for securing the ramp entry into the playing field from motor vehicles. 
5. e.      The playground installation company will meet GWPC on the 15^th March for the annual inspection of the equipment’s installation. 
6. f.        The Clerk was requested to write to the owner of the buildings on Ten Trees Road whose security lights need re-aligning.

11/027 Parking Issues at Great Waldingfield Primary School

The councillors reviewed the letter from the Head Teacher of the Primary School requesting help regarding the issues of vehicular parking at the school.  Whilst the councillors shared the concerns of both local residents, school users and staff, GWPC does not have any powers to resolve the issue.  It was felt by the councillors that as SCC is the Education Authority, Highway Authority and Schools Transport Authority that the issue was firmly in their court.  The Clerk to write to SCC Councillor Colin Spence requesting an urgent review of the issue especially with the planned growth of the school to accommodate two further years of children. The Clerk was also requested to send a letter to the Head Teacher outlining the action taken.

11/028 Affordable Housing

GWPC will be meeting BDC on the 24^th March to review progress on the affordable housing project.

11/029 Effectiveness of Internal Controls and Internal Audit process

The councillors reviewed the current system of GWPC’s internal controls and internal audit and resolved that they were satisfied:

• With the review of the Internal Audit as per Appendix E
• That the scope of the audit is in accordance with The Governance and Accountability in Local Councils in England and Wales, A Practitioners Guide 2010 and the guidelines issued by BDO LLP and by the Suffolk Association of Local Councils
• With the report provided by the internal auditor at the conclusion of audit for review by GWPC but would like a copy sent to the Chairman as well as the Clerk.
• The councillors further resolved that ASL’s  scope of internal audit work was in accordance with the role required to be undertaken by the internal auditor for GWPC
• With the Internal Control processes undertaken by the council.

11/030 Questions to the Chairman

Following a review of the Branclines report the Clerk was asked to write to David Taylor to ask when the plan for new ponds was to be presented to GWPC for approval.

Appendix A    Public Forum

Jenny Antill updated councillors that BDC’s Budget for 2011 /2012 has been reduced by £1.7m; a paper has been produced on the operational merger of BDC and MSDC; a postal poll will be conducted on the 9^th May on the democracy merger of the two councils; there is a meeting at Acton on 24^th February on SCC’s New Strategic Direction.

In the absence of the Police the Clerk read the following Police Report.  “This report covers the period from 9^th January 2011 to 18^th February 2011.  During this time there has been 3 crimes recorded within the parish, this compares to 5 crimes for the same period last year.   

Burglary Other Building      –          Two Reports

Overnight between 20-01-2011 and 21-01-2011 a business premises in Lavenham Road was broken into. Two gaming machines and two food vending machines were stolen along with numerous bottles of wines and spirits.

Overnight between 02-02-2011 and 03-02-2011 a shed was broken into in the rear garden of a residential premises in Lavenham Road and 2 Velux UPVC double Glazed window units were stolen.

Theft                                       –          One Report

Between 24-01-2011 and 30-01-2011 heating oil was stolen from a residential premises in Badley Road by forcing the lock off the oil tank.”

 A report of the meeting held on 10 January 2011

An extract from the draft minutes.

Present:         Cllrs John Steele (Chairman), Sheila Dunnett, Vince Humphries, Jean Misselbrook and Stewart Sowman.

Attending:      Jenny Antill (Babergh District Councillor), Colin Spence (Suffolk County Councillor), PC Chris Garrod, Dave Crimmin (Clerk) and one member of public.

11/001 Apologies for Absence

Apologies received from Cllrs Backhouse and Smeathers due to illness. 

11/002 Declarations of Interest

The councillors used the dispensation given by Babergh District Council’s Standards Committee on the 15^th October 2010 to the 4 councillors who are Village Hall Trustees for the meeting.

11/003 Minutes of Meeting held on 6^th December 2010

The minutes of the meeting were approved by the councillors and signed by the Chairman as a correct record.

The meeting adjourned at 7.39pm for the Public Forum (Appendix A) and reconvened at 8.45pm

11/004 Clerks Report (Appendix B)

Following a review of the Clerk’s Report the Clerk was requested to update Jenny Antill with the progress of the request to BDC regarding GWPC taking over the ownership of land in the parish.

11/005 Routine Correspondence (Appendix C)

Following a review of the correspondence no further actions were required.  The councillors noted the commencement date of the 28^th February 2011 for the installation of the zebra crossing in Lavenham Road.

11/006 Planning

1. The councillors reviewed Planning Application B/10/01549 Church Gate, The Street - Listed Building Consent required for the insertion of 2 No. windows and internal alterations and resolved that they had no objections.  The councillors requested that the incorrect labeling issue of the plan proposing the changes to be highlighted to BDC.
2. Since the agenda had been posted 2 further planning applications had been received by the council.  The councillors reviewed Planning Application B/10/01609 Kinders, The Street - Formation of dormer window in lieu of roof light to bedroom 1 and resolved that they had no objections.  The councillors reviewed Planning Application B/10/01610 Kinders, The Street - Listed Building Consent required for internal alterations and formation of dormer window in lieu of roof light to bedroom 1 and resolved that they had no objections.
3. The status of planning applications, enforcement referrals and appeals previously reviewed by GWPC were as follows:

11/007 Finance

1. All cheques signed and due for signing, as itemised in Appendix D, were authorised by the councillors.  The councillors also noted the income received since the last meeting and reviewed the Statement of Accounts against the budget and the bank reconciliation against the bank statements. 
2. The councillors resolved to set the Precept required for 2011 / 2012 at £30,500 and the councillors authorised the Precept upon the Charging Authority form for submission to BDC accordingly.
3. The councillors resolved that the minutes published on the website and newsletter to contain the RFO Report.

11/008 Village Hall Refurbishment Project

The installation of the heat pump is planned to be completed by the 14^th January following which MD Mills will be able to complete the works inside the Village Hall. The solar panelling is due to be installed in January.  Both these completion dates will allow GWPC to claim the full grants from BRE and BERR.

11/009 Playing field, Ten Trees Road and council assets

No issues have been raised.

11/010 Affordable Housing

GWPC have been asked by BDC to help communications with the barn owner in order to enable a noise assessment on the driers to be undertaken.

11/011 Standing Orders

The councillors reviewed the draft Standing Orders and resolved that they were happy with the contents.  The Standing Orders will be adopted at the next GWPC meeting.

11/012 Risk Assessment

The councillors reviewed the Risk Management Register as at January 2011 and resolved that they met the current requirements of GWPC.

11/013 Questions to the Chairman

• The Village Hall Management Committee will be preparing a new schedule of hiring rates for the village hall.

• The Chairman is to purchase the NALC Standing Orders guidelines out of his Chairman’s Allowance.
• The litter picker contract to be discussed at the March meeting.

There were no members of public present at this point.

11/014 Mike Murkin

With the handover to the new clerk complete, the councillors resolved that the final payment of salary be made to Mike Murkin and that his P45 be issued accordingly.

11/015 Dates of next meeting

Will be on Monday 21^st February 2011 in the Village Hall starting at 7.30pm.

The meeting closed at 10.35pm.

Appendix A    Public Forum

David Taylor updated the councillors on his role as tree warden.  He is hoping that a hedgerow survey will be undertaken in 2011 if sufficient volunteers step forward.  He also outlined plans for tree planting between the playing field and estate, in Folly Road past the Piggeries and at the junction of Valley Road and Bantocks Road.  He will prepare a detailed plan and costing for consideration by the councillors.  As Chairman of Branchlines, he also requested that the councillors consider placing a rubbish bin at the entrance to the Community Woodland.  The councillors thanked David for all his work.

Colin Spence outlined his new role at SCC and the budget balancing that SCC are undertaking in order to save £125m over the next 3 years.  He was please to update councillors that the Safety Audit for the new zebra crossing had found no issues and that the installation will be completed before the end of March.  He also updated councillors on a public meeting to be held on 24^th February between 7pm - 8.30pm at Acton Town Hall on the New Strategic Direction.  The councillors thanked Colin Spence for all his hard work in getting the zebra crossing installed.

Jenny Antill updated councillors that the feedback from the public meeting held on the Babergh Development Framework had been well received at BDC.  BDC’s Budget for 2011 /2012 has now been balanced although community grants will be cut.  The CAB grant is to be maintained but not increased.  The Merger of BDC and MSDC is still being debated by councillors.

PC Chris Garrod gave the following Police Report.  “This report covers the period from the 7^th November 2010 to 9^th January 2011.  During this period there were only 6 crimes recorded that were relevant to residents within the parish. These are broken down as follows; Burglary dwelling – Detached House, laptop and van keys / van stolen (x1); Vehicle Crime     – Theft from motor vehicle (x2) 1 vehicle was insecure 1 smashed window with items on display - Aggravated taking M/V without consent (x1) – Keys left in Insecure vehicle, which was taken and then involved in an accident.; Theft – Theft of Christmas card with £5 left outside house. (x1); other – Driving motor vehicle with excess alcohol twice over the limit after pubs had closed in evening.  If we compare these 6 crimes with the same period 12 months previous, when there were only 4 crimes recorded, this is actually slightly disappointing to see. At least 3 of the 6 crimes could have potentially been prevented if people were more security aware and did not leave valuables on display, vehicles insecure or vehicle keys easily accessible in the house. If anyone wishes to have some tailor made crime prevention advice, PC Garrod would be happy to arrange a personal visit at their property to discuss this.”

Appendix D    RFO Report

Receipts & Payments

 Annual Parish Meeting (21 March 2011)

Chairman's Report - 

Once again we have reached the end of another year for the Parish Council, and the end of another term of office.  For some councillors this will see the end of their time serving the people and Parish of Great Waldingfield.  Harry Taylor resigned in 2010 for health reasons, Vince Humphries as many will know has now moved out of the village, and Priscilla Backhouse will also be leaving at this time.  If there are any persons interested in becoming a parish councillor you have until Monday 4^th April to make your nomination.  Please contact Dave Crimmin our clerk who will supply you with the details.

This last year has been one of the busiest for the parish council that I can remember.  This time last year we had just completed the new playground project and were embarking on the refurbishment of the village hall.  The parish council has also considered 32 planning applications for the village and apart from the new property at Lissadell, Babergh and we had agreed on the remaining decisions. 

There has been very positive feedback on the new play equipment and we hope that you help us keep this in the excellent condition that it is in - it is after all your asset.  Unfortunately dog fouling still remains an unacceptable practice on the playing field, open spaces and footpaths in the village. Can I please ask everyone to support us in eradicating this from our village.

 I am pleased to say that we are in the final straight of the village hall refurbishment with the new porch built and the heat pump and solar panels now installed and operating.  We have had a number of issues with contractors which had caused significant delays in the project but I am happy to report that  MD Mills will now be going back to complete the works and we expect the hall to re-open in June.   

As mentioned in last years report the affordable housing scheme was brought into the public domain and an open day was arranged for the people of the village to peruse and discus the plans with BDC / Orwell and the Parish Council.  There was an extremely positive feedback from residents on the proposed scheme.   The proposed site in Ten Trees Road is now being reviewed with regard to the noise levels from the grain dryers to comply with environmental noise reduction.   BDC are talking with the owner and we await the outcome of these discussions.  If discussions are concluded positively the next stage will be the planning application and as I said last year, the Parish Council will consider the final plans in the consultation process. [see below].

The Speed Watch scheme has now been in operation for over a year and it has in a small way helped to make motorists think before they break the speed limits in Great Waldingfield.  In Great Waldingfield alone over 70 offenders have been caught and in the 5 parishes that jointly run the scheme over 240 letters have been sent to motorist.  Thanks to the volunteers who help operate the scheme, if you would like to help please speak to Dave Crimmin who is the          

co-ordinator of the speed watch scheme. The funding for the speed gun was provided by our county councilor and the county councilor for Newton Green. The only expense for this parish is the joint maintenance and insurance costs, and the time of the volunteers. 

The new zebra crossing at Green Acres will also have an impact on the speed that motorists travel through the village as well as giving residents a safe crossing point.  Thanks for this goes to our Suffolk County Councillor Colin Spence, who has funded the project from his quality of life fund. 

Two new grit bins were installed just ahead of the cold snap late last year and another dog bin was installed for the collection of dog waste at Old School Wood.

One of our current concerns is the issue of cars parking at the Primary School.  With 2 new school years to occupy the site and the Piggeries development now under way the problem will only get worse unless we can find a solution.  The Parish Council has agreed to facilitate a meeting between all stakeholders with the objective of finding a solution.   Any suggestions that you have will be greatly appreciated. This meeting will be held as soon as possible after the election when all parties are available. 

The council would also like your views on the state of the village in terms of litter.  Since last August we have not contracted a litter picker and the results the councillors have observed to date suggest that we can more usefully spend the money saved elsewhere in the community - do you agree?

You will have seen from your Council Tax bills that the parish council increased the Precept by £5,000 to £30,500 in 2011 / 2012.  The councillors felt that the level of increase, which would average 17p per week for each of the Great Waldingfield households paying council tax, was necessary in order to maintain the village infrastructure and assets in 2011 / 2012.  When the Village Hall is complete the parish council will review the long term plans of both this and the pavilion and then consult with you on the outcome. 

I wish to take this opportunity to thank all the Parish Councillors for giving up their free time on behalf of the parish, the support, efforts and achievements over the past year.  I would like to thank our County Councillor Colin Spence for all his work on behalf of the council and the village.  Thanks also Jenny AntiII and Colin, our District Councillors for their hard work within Babergh on behalf of Great Waldingfield.. 

J.E.Steele

Chairman Great Waldingfield Parish Council       tel 07506687590

Councilors:- P.Smeathers   (Vice Chairman)

                      P.Backhouse                                       S.Dunnett

                      V.Humphries                                       J.Missellbrook

                      S.Sowman

D.Crimmin    (clerk)    E_mail This e-mail address is being protected from spambots. You need JavaScript enabled to view it  

Note - We learnt on 29 March that the Affordable Housing development planned for Ten Trees Road will not proceed because the grain dryer noise problem cannot be overcome. So we will look elsewhere.

Other reports - (from scribbled notes and my poor memory) -

County Council - Cllr Colin Spence:-

Many staff leaving. CS will be an instigator of ways to do things differently to keep services operating.

District Council - Mrs Jenny Antill -

BDC will have saved £1.6M thjis year and plans to save the same again next year. Staff are being reduced, and some functions are being merged with Mid Suffolk. No tax inflation. Babergh was/is 2nd cleasnest in England. GoStart has volunteers but needs money. Has recruited new joint chief executor on reduced salary level.

Police - PC Chris Garrod -

   30 crimes reported in the past year (down on last year). Mentioned the police dog trials 16/17 April.

Parochial Church Council - Reported by Rev. Caroline Hallett

Braithwaite Allotment Trust - Rev. Caroline Hallett

Friends of ST Lawrence Church - Mr Mike Stone

   Various renovations have been completed and paid for.

Primary School Governors - Mrs Jean Misselbrook.

   We have 90 children and 21 new ones are registered for next September.

First Friends Pre-School - Mr Mike Stone

   45 children are registered. There are 7 qualified staff.

Women's Instatitute - Mrs Mary Jackson

Neighbourhood Watch - Mr Brian Rose

   Seems to have been a slack year for crime, speeding. Several cars have been offered for sale on grass verges.

Branchlines - Mr Brian Rose

   Access by wheelchair has been possible since October via an iron gate made by Mr Chris Wade. The pond has now filled naturally and is to be planted. It is now 10 years since the first "wood" meeting was held.

Horticultural Society - Mr John Hughes

Bowls Club - Mrs Jean Misselbrook

   Now has around 100 members. The vandalised shed has been removed, but fly tipping remains a problem.

Scouts - ?

Parish Magazine - Mr Mike Stone

   690 copies are distributed monthly to houses. Costs are around £1600. Advertisement revenue doen't quite cover expenses, and the photocopier is "dodgy".

Pop-In Club - Mr Mike Stone

   Tuesday mornings - £1 for coffee and chat.

Village History - Mr Mike Stone

   A scrapbook presented by the WI to the village in 1951 and kept updated is to be published this year.