Weybourne Parish Council

Weybourne Parish Council

 Minutes of the meeting held on Wednesday, 7^th August, 2013 at the Village Hall, Weybourne, commencing at 7.30pm

 

 

Present: Keith Morley (Chair), Walter Wood, Duncan Smith, Mike Rayner,

Pat Floyd, Janice Taylor, Penny Taylor, and the Clerk. Also present were D.Young (NNDC) and  M.Baker (NCC).

 

 

1a. To receive and consider apologies

Apologies were received from T.Baylis and R.Woodhouse. Apologies were also received from the police.

1b. To receive Declarations of Interest on Agenda items

KM and PF declared an interest in 5(c) – applicant is a friend.

2.   To approve the minutes of the meeting held 3/7/13 (circulated)

The minutes, which had already been circulated, were accepted and agreed as a true record.

3a.  Resolution re Public Participation (requests to speak on agenda items)

No members of the public were present.

3b. To receive reports from County & District Councillors.

** M.Baker (NCC) expressed his concerns regarding the loss of chief officers at County Hall which often included generous pay-off packages and pensions. The Chief Executive, Head of Childrens Services, and the leader of Environment, Transport and Development had all left the employment of Norfolk County Council in recent times. He was disappointed that a highly paid officer thought himself incapable of taking the authority forward, as in the case of the Chief Executive, and the Head of Childrens Services appeared to have been hounded out only to be replaced by a part-time interim manager.

** D.Young (NNDC) reported on the following :- (a) minor planning amendments to the Dudgeon cable route (b) a new county wide re-cycling facility allowing more items to go into household waste (incl. glass) (c) a relaxation of planning rules to encourage house building and (d) following no further contact from Weybourne Hall Holiday Park the Planning Legal Manager had written to their agent stating that he proposes to close the file with no current permission for any further dwellings in the beech woodland area.

3c. To receive Police Report

No police report received.

4.   Finance:

(a)   To approve invoices for payment:-

Secret Gardens £78.00 (grass cutting), T.T.Jones Electrical £338.57 (light maintce)

E-on £121.68 (electricity), P.Bullimore £238.60 (clerks salary), HMRC £59.60 (tax)

Weybourne V.Hall £13.00 (hire of hall), P.Bullimore £14.10 (clerks expenses)

NNDC £748.80 (Dog bin emptying), Nfk Parish Training P’Ship £150.00 (Training)

Graphic Edge £23.50 (printing newsletter)

*** The above payments, scheduled on the agenda, were approved.

*** The balances totalling £9751.08 and verified by PF, were noted.

(b)    To consider Environment Agency invoice; Drainage Chg (Community Field)

The Clerk, having made further enquiries, was asked to determine whether exemptions existed for amenity land.

 

5.  Planning:

(a)    To note information/decisions received from NNDC since last meeting

Nothing received

(b)    To consider planning applications received since agenda was printed.

NP/13/0924: Intention to erect agricultural storage building at Breck Farm:

The Clerk was instructed to inform NNDC that members had no comment.

(c)     PF/13/0803; Erectn of Holiday Lodges at Sandy Hill Lane.

It was agreed “no objections” to this application – Clerk to inform NNDC.

6.  Highways & Footpath matters:

(a)    To receive update & progress, further car parking for the village.

All members had received a copy of the Chairmans letter and the subsequent reply from Mr.Hay-Smith. In summary the reply stated (a) there was no land available opposite the village hall; Mr.Hay-Smith already provided many car parking facilities in the village (b) suggestion of building a new village hall on the Community Field and (c) better pathway provision was needed from the Mill to the village centre. After discussion it was agreed that the Chair, accompanied by PF, would arrange a meeting with Mr.Hay-Smith so that he could elaborate and speak further re (b) and the Clerk would make initial enquiries with Steve White (Highways Engineer) regarding (c).

(b)    To receive update re Highways Partnership Scheme (LED lights)

Confirmation in writing had been received regarding the NCC grant (75% for up to 30 lights) and the Clerk had written to the contractors asking them to order 30 LEDs. Following discussion it was agreed that (a) the Clerk liaises with Tony Baylis to decide which of the recently installed SCIRA lights be retained (7) and then inform the contractors to go ahead with installing LEDs on the other 30 columns. (b) the Chair would sign the NCC grant forms (c) the Clerk would enquire with the contractors how long the price of £320 per unit could be held (d) the Clerk would apply for further grant aid from the Sheringham Shoal Fund for the remaining 7 lights

and (e) the Clerk would carry out a financial appraisal regarding the PC funding the whole cost of the remaining 7 lights

(c)     To consider further grit bins in the village.

It was agreed the Clerk and PF meet the Highways Engineer with a view to installing further grit bins at the following locations :- Pine Walk, adjacent to the allotments or opposite All Saints Close junction with Station Road, and at the junction of Church Street with the A149.

(d)    To receive brief report & consider ownership/rights on footpath nr.allotments

The Clerk had been informed that the footpath had been included with the sale of the field. Norfolk CCs  Definitive Map did not show the path to be a Public Right of Way or an official Public Footpath. The Chair and Clerk would make further enquiries.

(e)     To consider Natural Englands final consultation on new coast path.

Responses were required by 16^th September, 2013 and it was agreed to circulate the information pack and place this matter on the next agenda.

(f)     To note and consider overgrown footpaths in village (KM)

The Chair expressed concern at the number of footpaths in the village that were overgrown and thereby reduced the pavement widths. The Clerk was instructed to draft a general letter, quoting the appropriate highways legislation, so that they may be delivered to the offending properties.

(g)    To consider illegal parking in village (KM)

The Chair referred to what he regarded as illegal parking near road junctions etc. and asked members to consider a warning notice that would be placed on the offending vehicles. It was agreed to refer the notice to the police via PCSO Gary Baxter before proceeding further.

7.  Meetings & Conferences (to receive reports and announcements)

The following were noted :-

(a)    Nth Norfolk Community Transport AGM – 19/8/13 – St.Benets Hall, N.Walsham

(b)   N.Lamb MP – Annual Village Tour – Weybourne on 29/8/13 (2.45pm)

8.  Allotments:

(a)    To receive report re allotments (RW)

RW had offered his apologies. The Clerk asked members to note that three warning letters had been issued to tenants who were not maintaining their plots satisfactorily.

 

9.  Village Hall:

(a)    To receive report re Village Hall (PF)

PF had nothing to report.

(b)    To receive report & consider dangerous trees adjacent to V.Hall.

This long standing problem would be dealt with by the Clerk who would liaise with Simon Case (NNDC Tree Officer) and issue letters to all property owners in Home Farm Rise. This would inform people that the Parish Council would be arranging for the removal of these trees unless objections were received within 28 days

(c)     To consider Horticultural Committees letter re Insurance (KM)

This matter had been referred to the Chairman in a letter but had now been resolved by PF. The V.Hall had general public liability cover but recommended to hirers that they needed their own insurance for special events/occasions. The Chair recommended that this be noted on village hall booking forms.

10. Cemetery & Churchyard:

(a)   To receive update & consider repair of War Memorial

The Clerk was still waiting for the stonemasons report.

(b)   To receive verbal report re Churchyard Public Liability Insurance

The Clerk informed members that the Church now accepted that the Parish Council only needs insurance cover for its “maintenance responsibilities” and not for other types of insurance. The PC has this cover via Aon Insurance and via Tony Hadlow (GardenAid). Noted by members.

(c)    To receive verbal report  re proposed work on trees.

Permission for this work had now been received from the Diocesan Registrar in Norwich. The Clerk would now approach Norfolk Trees Ltd to see if their quotation in the sum of £650 plus VAT still stood and whether work could be carried out in the next 2 – 3 months.

11. Harry Dawson Playing Field:

(a)    To receive report re HDPF (PT)

PT had not got much to report but asked if direction signs to the playing field could be obtained. The Clerk would look into this.

12. Weybourne Community Fund:

(a)    To receive report re WCF (KM)

KM reminded members of the Fun day on 25^th August and the bench seat, with plaque, now in place on the cliffs.

13. To consider Nfk Coast Partnership questionnaire (circulated)

The Clerk would circulate another copy and the matter placed on the next agenda.

14. To consider/establish a co-option procedure for councillors.

Two options had been produced and would be circulated and carried forward to the next meeting.

15. To consider creation of a PC website (KM)

It was agreed to create a PC website and the Clerk would liaise with a friend who had agreed to help with this matter.

16. To consider Registration under Data Protection Act 1998.

It was agreed to circulate information from NALC and discuss at the next meeting.

17. To consider acquisition of Beach Lane car park (KM)

The Clerk would make enquiries with NNDC.

18.  To receive General Correspondence (not included in agenda items above)

Information regarding the Dudgeon Windfarm had been received. (for red box)

19. Resolution re Public Participation (comments/other matters)

No members of the public present.

20.  To confirm date of next meeting – future agenda items.

Confirmed for Wed. 4^th September – Newsletter to be put on agenda.

Weybourne Parish Council

 Minutes of the meeting held on Wednesday, 3^rd July, 2013 at the Village Hall, Weybourne, commencing at 7.30pm.

 

Present: Keith Morley (Chair), Walter Wood, Duncan Smith, Robin Woodhouse

Pat Floyd, Penny Taylor, Tony Baylis, and the Clerk. Also present was David Young (NNDC).

 

1a. To receive and consider apologies

Apologies were received from M.Rayner and J.Taylor. Apologies were also received from M.Baker (NCC) and PCSO.Baxter.

1b. To receive Declarations of Interest on Agenda items

KM declared an interest in 4(a) – Payments.

2.   To approve the minutes of the meeting held 5/6/13 (circulated)

The minutes, which had already been circulated, were accepted and agreed as a true record following the word “granted” being inserted at 5a after the word permission.

3a.  Resolution re Public Participation (requests to speak on agenda items)

No members of the public were present.

3b. To receive reports from County & District Councillors.

D.Young (NNDC) reported on the following :- (a) The Council recently elected Lyndsay Brettle as Chair and Barry Smith as Vice-Chair. (b) The new materials recycling facility contract had been delayed and the June meeting of the full council had been cancelled (c) Cabinet papers show that the last financial year resulted in a surplus of approx.£185k (d) A Buildings at Risk Register had recently been compiled and included the Priory Ruins (e) The introduction of a Community Infrastructure Levy had been suspended.

3c. To receive Police Report

The Clerk read the e-mail received from PCSO.Baxter. A safety mirror had been stolen which had been placed adjacent to the highway. WW informed members that he had spotted a broken one in a nearby builders skip and the Clerk would notify the police accordingly.

4.   Finance:

(a)   To approve invoices for payment:-

Secret Gardens £78.00 (grass cutting), J.Green Payroll Services £70.00, (PAYE serv)

E-on £125.72 (electricity), P.Bullimore £238.60 (clerks salary), HMRC £59.60 (tax)

Weybourne V.Hall £26.00 (hire of hall), P.Bullimore £14.20 (clerks expenses)

K.Morley £26.68 (Chairs course travelling exps).

** The above payments, scheduled on the agenda, were approved.

The balances, totalling £9355.15 and verified by TB, were noted.

(b)    To consider cost & arrangements for photocopying.

A payment of 3p per copy was agreed as payment to the Clerks others councils.

(c)     To note income due from VAT claims & grass cutting subsidy.

The Clerk had submitted a claim to HMRC for VAT in the sum of £1154.73

A payment of approx.£400 was due to be received from Norfolk CC for grass cutting.

The above prospective receipts were noted by members.

(d)    To consider Environment Agency invoice; Drainage Chg (Community Field)

The Clerk would make further enquiries regarding this invoice.

5.  Planning:

(a)    To note information/decisions received from NNDC since last meeting

Nothing received.

(b)    To consider planning applications received since agenda was printed.

None received.

(c)     To receive verbal report on meeting re proposed changes at Kelling Heath Caravan Pk.

The Chair reported on members attendance at what was a pre-planning meeting regarding a few more caravans on the old chicken shed site and some new cabins on the old tourer site which was in the parish of Kelling. Noted by members.

 

6.  Highways & Footpath matters:

(a)    To receive update & progress further car parking for the village.

The Chair agreed to follow up on the Clerks letter to a local land owner to which there had been no reply.

(b)    To receive update re Highways Partnership Scheme (LED lights)

Norfolk CC had announced that parishes would receive the 75% grant up to a maximum of 30 lights. It was agreed to proceed with the replacement of 30 lights with a decision on the remaining lights (7) to be made at another meeting. The Clerk was instructed to write to T.T.Jones Electrical informing them of the PCs decision and at the same time obtain information as to which lights were replaced in 2010 under the SCIRA grant.

(c)     To note/consider the missing “no fouling” dog signs nr beach car park.

The Clerk would ask NNDC Environmental Health Dept. to replace the signs.

 

7.  Meetings & Conferences (to receive reports and announcements)

It was noted that NALC’s AGM would be on 5/10/13 – details to follow.

8.  Allotments:

(a)    To receive report re allotments (RW)

RW reported that two of the new plots had been taken. He would be liaising with the Clerk who would be sending out three warning letters to allotment holders whose plots were not being maintained to a satisfactory standard.

9.  Village Hall:

(a)    To receive report re Village Hall (PF)

PF had nothing to report to members.

10. Cemetery & Churchyard:

(a)   To receive update & consider repair of War Memorial

The Clerk reported the following :- (a) the Heritage Lottery Fund gave grants for this work from £3k to £10k but required an education element to be incorporated into schemes.  i.e. there would have to be a “learning process” involved as well as restoration work on the war memorial (b) The Parochial Church Council had stated that the memorial did not belong to the Church as it was paid for by public subscription and like most memorials its maintenance was probably the responsibility of the PC acting on behalf of the parishioners. It was also pointed out that some restoration work was carried out in 2003. (c) an inspection and written report from a stonemason would cost £50 – £60.

The Clerk informed members that in his opinion a stonemasons report was required before the PC could proceed further. This was agreed and the Clerk would contact Nick Hindle, a recognised expert in this field, to carry out an inspection  a.s.a.p.  

(b)   To further consider extension to maintenance contract with T.Hadlow

Reporting back to members the Clerk informed the PC that Tony Hadlow (GardenAid) was happy to accept an extension of a further three years to his contract at the same price of £320 per calendar month (terminating 2016). He did however request small additional funding towards materials up to a maximum of £40 p.a.  The extended contract and terms were accepted by members and the Clerk would inform Tony Hadlow accordingly.

(c)    To further consider report from T.Hadlow re “dropped graves”

Estimated by Tony Hadlow to be around 15 graves that might be involved, members approved an additional payment of approx. £40 for turf. Members were appreciative of Tony Hadlow providing his labour free by incorporating the work into his normal maintenance schedule.

(d)   To receive verbal report re Churchyard Public Liability Insurance

The Clerk was still making enquiries following what appeared to be a difference of opinion between the PC insurers (Aon) and the Church solicitor as to who should cover what.

(e)    To receive verbal report on public notices re proposed work on trees

The Clerk had now returned the notices that had been displayed on the notice boards to the Diocesan Registrar in Norwich. He hoped permission to carry out the work would be received from them shortly.

(f)    To approve area re interment of ashes in south section

Members agreed to the southern part of the new section to be used for interment of ashes. They also approved the use of the east bank in the new section for this purpose.

11. Harry Dawson Playing Field:

(a)    To receive report re HDPF (PT)

PT reported the following :- (a) the committee was still awaiting quotes for the fencing (b) new equipment for next year was being planned (c) the memorial seat had been delivered (L.Woodhouse).

12. Weybourne Community Fund:

(a)    To receive report re WCF (KM)

The Chair again reminded members of the next major event on 25/8/13 (Fun Day

13. To consider Nfk Coast Partnership questionnaire (circulated)

Information was still circulating and it was agreed to put this matter on next agenda.

14. To consider/establish a co-option procedure for councillors.

It was agreed the Clerk, liaising with KM & PF, would draft a procedure based on PF’s original document, for approval at the next meeting.

15. To consider Newsletter (PF)

PF would be circulating her final draft to members for approval.

16. To consider arrangements for NNDC Energy Box.

It appeared that the Clerk and the previous clerk both received a box. Members expressed concerns at the lack of interest from parishioners, the practicalities of storage and distribution of the box, and the difficulty of understanding the technical information contained in it. The Clerk was instructed to return one box expressing these concerns to NNDC, and WW would retain the other box for parishioners to use with a notice to this effect being placed on the notice board.

 

17.  To receive General Correspondence (not included in agenda items above)

The Clerk drew attention to the following :-

Sheringham Shoal Newsletter, Aon Insurance acknowledgement, NNDC Tree Works applications being displayed on website, and various NALC information. All to be circulated in the red box.

18. Resolution re Public Participation (comments/other matters)

No members of the public in attendance.

19.  To confirm date of next meeting – future agenda items.

This was confirmed for Wed. 7^th August, 2013 – 7.30pm.

Further grit bins, and the rights and ownership of the footpath leading to the allotments would be placed on the agenda.

Weybourne Parish Council

Minutes of the meeting held on Wednesday, 5^th 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 1^st 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 (3^rd 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 10^th and 17^th 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 26^th 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. 3^rd July, 2013 – 7.30pm.

A questionnaire from the Norfolk Coast Partnership regarding second/holiday homes would be circulated and placed on the agenda.