Minutes of the Parish Council meeting held on Wednesday 20^th May 2009 at 7.30pm in The Nelson Suite of the Village Hall.

ACTION

Present

Chairman Geoffrey Moulton, Vice Chairman David Hook, Liz Allen, Debbie Ashford (to end of Playing field Users Association Report), Richard Delf, Peter Workman and the Clerk - Ian Nelson.

Members of the public present

Mrs Alison Thomas.

Apologies

Apologies were received from District Councillor Michael Windridge, Mrs Marian Miller.

Appointment of Chair and other Officers

The following appointments were made unanimously:

Office	Office Holder	Proposed	Seconded
Chairman	G Moulton	P Workman	R Delf
Vice-Chairman	D Hook	P Workman	D Ashford
Village Hall Rep	L Allen	P Workman	R Delf
Playing Field Users Reps	R Delf	D Ashford	L Allan
	P Workman	L Allen	D Ashford
Footpaths	H Rose	P Workman	D Ashford
Tree Wardens	D Hook, G Moulton	D Ashford	L Allen
Highways Liaison Rep	D Ashford	P Workman	L Allen
Bank Signatories	R Delf, G Moulton, K Cunningham	P Workman	L Allen

Minutes of the previous meeting

The minutes of the meeting on 20^th April 2009 were approved and signed.

Public Participation

Prospective county councillor

The clerk had invited the three prospective county councillors to this parish council meeting. Mrs Marian Miller (LibDem) was unable to attend but would welcome any questions. The clerk had called Mrs Sally Blaikie (Lab) on several occasions at differing times of day but had not made contact. Mrs Alison Thomas (Con) was able to attend and outlined her background and policies to the meeting and responded to questions from the floor.

The main issues were :

1. The Long Stratton bypass and new roundabout at the A140/B1527 crossroads are supported. It was stated that the crossroads may be able to be separated from the bypass issue if the bypass did not obtain approval in the next 12 months, however this would incur substantial extra cost. In addition if the crossroads were to be split off now, the planning process for this would need to be started again and this would take longer than the 12 month wait mentioned.

2. As a resident of Long Stratton, Mrs Thomas stated that 1,800 new houses in Long Stratton over the next 20 years would not be welcomed unless the bypass was in place first. If the bypass was not built she thought that there would only be 200 to 300 homes built.

3. Mrs Thomas stated that she could not comment on the proposed wind turbines as she was a member of the planning committee and any comment could compromise her position under the predetermination rules.

ACTION

Planning Applications

New application since the last meeting:

Mr Brian Curtis, Greenmeads, Field Lane, Hempnall - Replacement of garage roof – Recommended approval.

IN

Applications approved since the last meeting:

Mrs J Turner, The Chequers, Mill Rd, Hempnall - Demolish and re-build boundary wall adjacent to road.

Mr M Rudling, Meadow Farm, Silver Green, Hempnall - Extension to rear west elevation to provide kitchen, family room, first floor bedroom, staircase and landing.

Mrs J Tyrrell, The Annexe 51 Alburgh Rd, Hempnall - Removal of condition 1 on application 2008/2145 - Enable shop to sell bought in produce.

Martin McColl Ltd, Hempnall Stores, The Street, Hempnall - Conversion and extension to barn to form residential accommodation.

Martin McColl Ltd, Hempnall Stores, The Street, Hempnall - Conversion and of barn to form residential accommodation.

Tree Preservation Order 2009 No 1 - site meeting

Mr Delf declared and interest as part of the tree overhangs the barn he owns and he was challenging the order. Mr Delf left the meeting for the discussion of this issue after explaining his reasons for objecting to the preservation order.

SNC are holding a meeting at 9am on 27/05/09 on land at the Deals, Mill Rd Hempnall.

The report of the SNC assistant landscape officer were read to the meeting and considered.

It was agreed, two votes for and two against with the chairman using his casting vote to pass the resolution that HPC support the granting of the preservation order. The clerk to respond accordingly.

IN

Planning Portal

Mr Moulton reported that he had been unable to attend.

Claim for public rights over Back Lane

The clerk had requested forms to progress this matter and would hand them to Mr Rose.

IN/HR

Matters arising from previous parish council meetings

Public consultation re Joint Core Strategy for Broadland, Norwich & South Norfolk

Mr Hook had completed and submitted the questionnaire in line with the comments already submitted in writing.

Mr Hook had written a letter to the District and County Councillors asking them to object to any large scale development of Long Stratton and informing them of our policy.

Hedge Trimming

Both the clerk and Mr Hook had written to the landowner to request them not to bush whack the trees. Mrs Allen said that they had now found that a tree had been damaged and apologised for the accidental damage, she said that she would replace the tree.

ACTION

Road Conditions

The clerk had written to Highways asking them to carry out repairs, which were underway.

Policy - Development Boundary and Settlement Hierarchy Classification policies

These had been updated.

Tree Preservation Orders

The clerk had obtained maps from SNC and circulated them to councillors.

Database

Mr Hook had updated.

Draft proposals for unitary local government in Norfolk

The clerk had restated the council’s views.

Village Shop

Mr Hook had made councillor’s views and support known to the manager. It was noted that internal shutters had since been erected.

Google map

The clerk had uploaded / set up the Google map with relevant disclaimers.

Public Telephone Removal

We await BT. The clerk to monitor.

IN

Hugmore Registration

We await SNC who state that they have gathered a chronological history, through statute, of how the pond and other "Highway Surveyor" land came to be vested in the District Council. They will be sending this to the Land Registry soon and they hope that by 15^th July they will be able to report the Land Registry's response.

The clerk to continue to chase.

IN

Nobb’s Lane

We await NCC. The clerk to monitor. NCC latest update is as follows:

“Enquiries are now complete on the application.  A report has been drafted to send to the Head of Law for her consideration.  However, before the report is submitted it will be discussed by members of the Environment Team within legal services, to ensure that all relevant points have been considered.  It is probable that this discussion will take place sometime in June, but I cannot confirm that.  “

The clerk to continue to monitor.

IN

Play Area Sign

Mr Moulton proposed and Mrs Ashford seconded and it was unanimously agreed wording of the sign be altered to “All who use the play area and the equipment do so at their own risk” The clerk to order and erect.

IN

Lollypop Person

The clerk had written to District Councillor Windridge to express concern over the lack of a lollypop person.

The clerk had made enquiries of the school as to whether the recruitment process had been successful and Mrs Elston had responded as follows:

“We have had no interest at all in the post. The problem with the RCP position is that it ties someone into the village throughout the week for very little pay and so there is little incentive for someone to even consider the job.

The waiting restriction applied for in the Street is only 1 car’s length just by the dropped pavement and so should not speed up the traffic in the street but just make a clear space which says to the children and parents cross here rather than dodge between the cars  and hopefully improve public safety. We advise older children to cross with other parents or a s a small group to make sure they are safe and they will be able to see the place to cross more easily. The lines on Bussey’s Loke were the suggestion of the Highways authority I think to improve visibility in general when crossing”

Mr Windridge had indicated that this issue seemed to affect other villages as well so he would raise the matter at the next SNAP meeting.

ACTION

Tree Planting

Mr Hook had liaised with the charity owning the allotments with a view to planting a hedge on the boundary of the allotments.

Clipbush Farm Footbridge

Mr Rose had chased NCC and the bridge had been repaired.

Back Lane Willow Trees & Fencing

The clerk had contacted SNC to ask them to repair it but they said that although at the time the fence was erected they were responsible, this responsibility had now been transferred to NCC. On contacting NCC they stated that “It is the responsibility of the landowner to ensure that their property does not pose a risk to the general public while they are on their land. Do you happen to know who the landowner is? As the Highway Authority our duty extends to the maintenance of the surface only. I'm sorry that I can't be of more help.“

It was agreed to await possible adoption of Back Lane in order to identify the landowner.

IN

Wildlife area

Mrs Allen proposed and Mrs Ashford seconded and it was unanimously agreed that wild flower seeds could be planted by Mr Smith.

GM

Climbing frame painting

It was agreed that another coat of paint should be put on. Mr. Medlar to complete.

LA

Playing Field sign

It was agreed that the wording should be amended to include “Hempnall Playing Field” and the “All dogs on leads” wording be elevated to the larger font in red.

Mr Delf had obtained a quote for £144 + VAT for the original design for a sign about 2ft 6” square.. Mr Delf proposed and Mrs Allen seconded and it was unanimously agreed that Mr Delf order the sign to the new specification at a cost of no more than £175+VAT.

RD

Trial bikes and quads

The police had responded as follows:

“I have already spoken to one of the motorcyclists and told him that he is not to ride on the road or his bike will be seized and this also applies to any of his friends. If they are riding the bikes on the public highway then they have to be taxed, MOT’d and insured. If this is not the case then we are able to seize the bikes and a fee will be payable for their return once the appropriate paperwork has been submitted to us.

If they have permission from the landowner and ride only on the land for where permission is given, then there is nothing we can do. If the bikes are causing unnecessary alarm or distress, however, you would need to approach the landowner and ask him to withdraw permission but this is a civil matter.

If the bikes are being ridden on footpaths / bridleways, then if we are able to identify who it is, e.g. this has been witnessed by a member of the public and he is able to identify the culprit, if that person is willing to sign a statement saying that they were alarmed, distressed or annoyed by the bikers actions, we can issue a Section 59 warning. This basically means that we issue a written warning to the owner of the bike and if he is caught riding the bike again in similar circumstances within 12 months we can again seize the bike and a fee is payable for its return.  

I will visit the motorcyclists and spell this out for them once again.

In the meantime please encourage any parishioners to contact us and we will endeavour to attend. Please obtain descriptions of bikes and riders if possible but do not take the matter into your own hands or put yourselves in any position of confrontation.”

Subsequently, on 19th May the police attended the playing field and will be issuing a Section 59 to a youth caught riding a mini moto.

The clerk had informed the parishioners who had complained of the above progress and thanked the police for the quick response.

ACTION

Correspondence

Information Packs

The items placed in the information pack envelope circulated to all Councillors on 20^th May 2009 were:

Equality Bill advanced information

Norfolk Link Issue 170

Norfolk Matters spring 09

The Playing Field Spring 2009

Norfolk Police Authority Policing Plan 2009/12

No further matters were raised form the above.

Items given directly to Councillors or representatives since the last main meeting were:

Inspire East Newsletter - March 2009

Power of Well Being course

COMMA 2009 Funding - Launch 30th March 2009 - Closing date 5th June 2009

Further draft proposals for unitary local government in Norfolk

Parish Crime Statistics March 2009

Pride in Norfolk awards 2009

Voluntary Norfolk Newsletter

Norfolk Matters – Spring 2009

Norfolk County Council News Release: Village speed campaign to be launched

Vitalising Rural Communities for the 21st Century

Community Development Network - your thoughts welcome

Norfolk Rural Community Council - Photo Competition

Inspire East Newsletter - April 2009

People's Millions 2009

Southwatch re McColl’s break in #1

Parish Crime Statistics April 2009

CPRE Annual report 2008

Norfolk Voice spring 2009

Clerks & Councils Direct May 2009

Community Development Network gathering on 9th June in Colchester

NALC re Local Government Review

Southwatch re McColl’s break in #2

No further matters were raised form the above.

ACTION

Items placed directly onto the parish notice boards were:

Notice/Agenda for 15^th April 2009 meeting.

Notice/Agenda for 20^th May 2009 meeting.

TAS Valley SNAP Community Meeting Notice

Further draft proposals for unitary local government in Norfolk

Notice re election of Long Stratton County Councillor

Notice ere election of European Parliamentary Election

Voluntary Norfolk Posters

Community Pub poster

Wind Turbine public inquiry letter re dates

No further matters were raised form the above.

Website

To date there have been 7616 hits on the site.

Made Parish Council minutes of 5^th February 2009 final.

Made Parish Meeting minutes of 18^th March 2008 final.

Added Parish Council draft minutes of 18^th March 2009.

Added Parish Meeting draft minutes of 18^th March 2009.

Added chairman’s annual report 2009.

Updated diary for meeting of 20^th April 2009.

Added Notice/Agenda for 20^th April 2009 meeting.

Added Notice/Agenda for 20^th May 2009 meeting.

Added annual report

Added SNC planning meeting dates

Added Wind Turbine Inquiry - new date set 22/09/09

No further matters were raised from the above.

Disclosed at Meeting

Correspondence read out by the clerk at the meeting not covered elsewhere was as follows:

Lighting at Millfields

Mr Hook made reference to communication from Dr Griffiths regarding two new lights attached to Millfields. Mr Hook had attended a site meeting with the scheme manager and Steve Fisher from Saffron. Mr Fisher indicated that he would try and resolve the issue.

Norfolk Planning Conference

This is to be held 18^th June 10am to 3.30pm in Swafham Assembly Rooms.

Financial Statements

Movements since last meeting

The clerk presented the financial statement attached to these minutes showing the movements from 19^th March 2009 to 20^th May 2009. The statement was in line with the annual budget Mr Hook proposed, Mr Delf seconded and it was unanimously agreed that the statement be approved.

Internal Audit

The Clerk reported that the internal audit for the year ended 31^st March 2009 is to be completed by Mrs Jannette Franks, Once the audit is completed, the clerk to thank Mrs. Franks and arrange payment of £50 plus VAT for her services and also bring to the attention of councilors any matters raised by the auditor.

ACTION

IN

Approval of Annual Accounts to 31/03/09

The Clerk had distributed the accounts for the year to 31.03.09 to all Councillors with explanatory commentary. Mr Delf proposed, Mr Workman seconded that the accounts be approved and the statement of assurance be signed and it was agreed unanimously. Authorisation was given for them to be signed by the Clerk as Responsible Financial Officer and Mr Moulton as Chairman, subject to any adjustments required following internal audit completion.

Submission of documents

The Clerk was authorised to submit the statement of accounts; the statement of assurance and the internal auditor’s report once completed.

GM/IN

IN

Notice of expenses

The Clerk had already displayed this annual statement on the notice board.

Donation to Norwich and West Norfolk Citizens Advice Bureau

The clerk to establish if Hempnall is in fact covered by this organisation so that consideration may be given to making a donation at the next meeting.

IN

Safe Custody – Documents

The clerk reported that the monthly charge from Barclays was to increase from £1 to £1.50 for the retention of the bond certificates. It was agreed to continue to use this facility.

Insurance renewal

Under the long term contract the premium will be £592.60, a decrease of 2%.

Playing field Users Association Report

Mr Delf reported that they will welcome the no dog sign.

Mr Hook requested that the football posts be moved away from the hedge again.

RD

Play Area Report

Mr Delf reported that Mrs Allen, he and Mr Ellis had undertaken a thorough review of the ROSPA report. There were no high risk items but there are a few medium risk issues which should be attended to. Mr Ellis to cost the mechanical items and rubber mats. Mr Delf to obtain quotes for the painting and cleaning items.

The site of the new see saw was agreed. Mr Ellis to quote for installation.

Mr Delf proposed and Mrs Allen seconded and it was unanimously agreed that another ROSPA inspection be carried out.

RD

RD

IN

Member’s Interests

The Clerk reminded members to ensure that their register of interests were up to date.

Standing Orders Review

The annual review of standing orders did not result in any amendments.

Risk Assessment Review

The clerk to circulate the latest risk assessment for councillors to review ready for the next meeting.

ACTION

IN/ALL

Newsletter email distribution

Mr Delf proposed and Mrs Allen seconded and it was unanimously agreed that a small article be placed in Outlook magazine to encourage parishioners to opt in to receiving the HPC Newsletter by email and in addition the “opt in” be added to the clerk’s email footer.

IN

Items for next main meeting agenda

• Clerk’s salary review
• Summer newsletter – quad/motor bikes

IN

Wind Turbines

Mrs Allen declared and pecuniary interest and left the meeting.

Mr Hook reported progress made by JAWG.

There being no further business, the meeting was closed at 10.20pm

Signed ____________________________________________Date 15^th July 2009

FINANCIAL STATEMENT
Presented to meeting on 20th May 2009
Current Account
(Payments)/Receipts since last meeting :
18/03/2009	NPFUA subscriptions	(20.00)
18/03/2009	I Nelson - stamps	(1.62)
18/03/2009	UK2 web hosting	(5.73)
18/03/2009	CA.com Firewall software	(49.47)
18/03/2009	Hempnall Village Hall	(159.45)
20/03/2009	Barclays - bank charge re storage	(1.00)
31/03/2009	Tr BPA to c/a	850.00
31/03/2009	Ian Nelson Salary	(807.68)
03/04/2009	NALC Subscription	(203.39)
15/04/2009	MHB Services Ltd - March	(12.11)
15/04/2009	E-on Streetlight Electricity	(11.60)
20/04/2009	Amitola Ltd - Pollard willow trees	(494.50)
20/04/2009	Amitola Ltd - Weed kill new hedge	(103.50)
20/04/2009	Ian Smith Grass cutting	(102.10)
27/04/2009	Transfer BPA to C/a	1,200.00
30/04/2009	SNC - Precept	8,950.00
05/05/2009	Transfer C/a to BPA	(8,500.00)
15/05/2009	MHB Services Ltd - April	(12.11)
15/05/2009	E-on Streetlight Electricity	(11.60)
		504.14
Closing Balance		754.94
Business Premium Account
(Payments)/Receipts since last meeting :
27/04/2009	Transfer BPA to C/a	(1,200.00)
05/05/2009	Transfer C/a to BPA	8,500.00
		7,300.00
Closing Balance		12,625.95