Weybourne Parish Council
Minutes of the meeting held on Wednesday, 5th June, 2013 at the Village Hall, Weybourne, commencing at 7.30pm
Present: Keith Morley (Chair), Pat Floyd, Mike Rayner, Robin Woodhouse,
Janice Taylor, Duncan Smith, Tony Baylis and the Clerk.
Also present was PCSO.Baxter.
1a. To receive and consider apologies
Apologies were received from Wally Wood and Penny Taylor. Apologies were also received from D.Young (NNDC) and M.Baker (NCC)
1b. To receive Declarations of Interest on Agenda items
RW declared an interest in 4(a) – Payment to his son’s business.
2. To approve the minutes of the meeting held 1/5/13 (circulated)
Subject to the following addition and amendments the minutes were accepted as a true record.
Addition: page 1, in attendance, insert “Clerk Designate” after Peter Bullimore.
Amendment: page 1, first line, correct date should read 1st May, 2013.
Amendment: page 3, Weybourne Comm. Field should read Weybourne Comm.Fund.
3a. Resolution re Public Participation (requests to speak on agenda items)
No members of the public present.
3b. To receive reports from County & District Councillors.
D.Young (NNDC) had sent a report via e-mail which was read to members. It would be circulated in the Red Box.
3c. To receive Police Report
PCSO. Baxter gave a brief report in which it was stated that there had been 7 calls from parishioners since the last meeting and 2 recorded crimes (theft from purse and NNDC car park machine and contents stolen). There was a discussion when the possibilities of a tracker being placed in the new machine, the need for an alarm system, and CCTV being installed were all considered.
4. Finance:
(a) To approve invoices for payment:-
Nfk Parish Training Partnership £35.00 (Chairs course), Aon Insur £1280.95 (prem)
Graphic Edge £51.50 (signs & newsletters), Secret Gardens £78.00 (grass cutting),
E-on £121.68 (electricity), P.Bullimore £298.20 (clerks salary),
Weybourne V.Hall £27.00 (hire of hall), P.Bullimore £11.10 (clerks expenses)
Norse Commercial Servs £295.16 (HDPF mtce), Anglian Water £4.81 (allotments)
** The above payments, scheduled on the agenda, were approved as was an urgent payment to Lloyd Mills in the sum of £6.00 regarding postages.
(b) To consider the creation of a Reserve Fund
It was agreed to establish a reserve fund (3rd bank account) and the Clerk was instructed to contact Barclays and make the necessary arrangements depositing four thousand pounds (£4,000) from the Community Account.
(c) To consider using “J.Green Payroll Services” (re clerks pay)
It was agreed to appoint J.Green Payroll Services for 2013/14.
(d) To note/consider the Declaration for Members/Clerk re A-on Insurance
The Clerk read the declaration to members who agreed to contact him with any information relating to this, for transmission to the insurers..
(e) To review Internal Audit procedure for members (KM)
The Clerk provided a copy of the procedure adopted previously and it was agreed that members, on a rota basis, carry out the basic audit checks prior to meetings.
(f) To agree Annual Returns for submission to external auditors.
Members agreed the Annual Returns (Sections 1 and 2) which were duly signed by the Chairman. The Clerk would display a notice regarding Electors Rights on the notice board and forward the returns to the external auditors (Mazars)
5. Planning:
(a) To note information/decisions received from NNDC since last meeting
The following was noted :-
PF/13/0157 – Erection of dwelling/garage at 2, Martin Close – permission.
(b) To consider planning applications received since agenda was printed.
None received.
(c) To consider provision of public toilets (from Annual Parish Meeting)
It was agreed that the cost of building as well as the annual maintenance expenditure made this a project that the PC could not consider.
6. Highways & Footpath matters:
(a) To further consider speed signage on road surface of A149
A negative response had been received from NCC Highways Dept and members agreed to remove this item from the agenda
(b) To consider/progress further car parking for the village (KM)
The Chairman thought that the PC owed it to the village to try and create further car parking. It was agreed that he would liaise with the Clerk and write to local land owners with a view to try and obtain land for this purpose.
(c) To receive update re Highways Partnership Scheme (LED lights)
The Clerk had been informed that there had been delays created by late submissions by some parish councils to NCC. The Clerk remained optimistic re WPC’s bid and hoped to have some news soon.
7. Meetings & Conferences (to receive reports and announcements)
The Chairman’s course was taking place on 10th and 17th June.
An invitation from Kelling Heath Holiday Park had been received for members to attend a meeting in order that they could outline their proposals regarding changes to the site prior to the planning application being submitted to NNDC. It was agreed that KM, PF and DS attend on 12/6/13. (TB would act as substitute if required)
8. Allotments
(a) To receive report re allotments (RW)
Members agreed with RW’s plan to split 3 plots into 6 smaller plots with 3 parishioners already waiting. The three prospective allotment holders would submit their applications to the clerk. RW informed members that TB had agreed to assist him with the running of the allotments.
(b) To consider fence repairs adjoining the allotments (JT)
The Clerk was instructed to write to Victory Housing regarding the damaged fence.
9. Village Hall:
(a) To receive report re Village Hall (PF)
PF gave a brief report which included an incident regarding a possible fire which turned out to be a faulty light.
10. Cemetery & Churchyard:
(a) To consider repair of War Memorial (JT)
After discussion it was agreed that the Clerk (a) makes further enquiries regarding the Heritage Lottery Fund (b) contacts a qualified stonemason for an opinion on the restoration of the memorial and (c) liaises with the PCC.
(b) To consider extension to maintenance contract with T.Hadlow
It was agreed that the Clerk and Chairman contact Tony Hadlow (Gardenaid) offering him an extension to his contract in the form of a short term agreement for 12 months with perhaps a small increase in the monthly payment, or a long term contract fixed at the current price. The Clerk would report back to members.
(c) To note & consider report from T.Hadlow re “dropped graves”
The Clerk was instructed to request further information from Tony Hadlow asking him the number of graves involved and the costs of rectifying this problem.
11. Harry Dawson Playing Field:
(a) To receive report re HDPF (PT)
A brief report from PT was read by the Chairman. (at a meeting on Friday quotes would be considered by the committee for work on the fence, and new equipment prices would be looked at)
12. Weybourne Community Fund:
(a) To receive report re WCF (KM)
KM reported on the resounding success of the Country Fayre on 26th May which had probably set a record attendance. The Village Picnic/BarBQ which followed was supported by about 60 people. The next event would be the Fun Day on 25/8.
13. To consider creation of a “post/e-mail out” file (KM)
This was agreed and the Clerk would make this file available to members when required including meeting nights.
14. To consider/establish a co-option procedure for councillors (PF)
PF supplied a draft procedure for members and at the Chairman’s suggestion it was agreed to treat this as a core document to be considered by the PC and discussed again at the next meeting.
15. To consider future newsletter (PF)
PF supplied a proof of her draft newsletter and asked members to contact her within the next two weeks with any additions or amendments before she went to print.
16. To receive General Correspondence (not included in agenda items above)
The Clerk drew attention to the following :-
Letter from the Police re Misuse of village halls (sent to all PCs)
NCC notice re Mobile Library programme (copy to go on notice board)
The above to be circulated in the red box.
17. Resolution re Public Participation (comments/other matters)
No members of the public in attendance.
18. To confirm date of next meeting – future agenda items.
This was confirmed for Wed. 3rd July, 2013 – 7.30pm.
A questionnaire from the Norfolk Coast Partnership regarding second/holiday homes would be circulated and placed on the agenda.
