Weybourne Parish Council
MINUTES of the Parish Council Meeting held on
Wednesday, 6th June, 2018. at the Village Hall, Weybourne. (7.30pm)

Present: Pat Floyd (Chair), Janice Rose, Peter Gallally, Ruth Gallally,
Robin Woodhouse, Andy Crawford, Penny Taylor, and the Clerk. Also present were
fifteen members of the public.

1a. To receive and consider apologies
Apologies were received and accepted from D.Heley and W.Wood. Apologies were also received from PC Gower-Smith, D.Young (NNDC), and S.Butikofer (NCC).

1b. To receive Declarations of Interest on Agenda items
No interests declared.

2. To approve the minutes of the meeting held 2/5/18.
The minutes, which had already been circulated, were accepted as a true record subject to one minor amendment. The amendment was as follows :- Item 8(a) third line; “He intended to you use his truck…..” Delete the word “you”.

3a. Public Participation (requests to speak on agenda items)
Many parishioners had attended to speak on item 5(e) – Affordable Housing and 8(a) Allotments. In view of this the Chair took item 5(e) next (see minute further on).

3b. To receive reports from County & District Councillors.
*** D.Young (NNDC) reported via email on the following :- (a) new Chair appointed at NNDC (Nicholas Coppack); Vice- Chair is Brian Hannah (b) the new Splash Centre is due to be opened in early 2021; the rest of the site is due to be developed with the cost budgeted at £10.7m. (c) the Sports Hub based around the indoor tennis facilities at Cromer are on track for opening in May, 2019; the cost budgeted is £3.45m.
*** S.Butikofer (NCC) had offered her apologies.

3c. To receive Police Report.
*** Police Report received via email (a) one crime in the past month reported to the police; nothing to concern the PC with (b) warning re thefts taking place in neighbouring parishes.

4. Finance:
(a) To approve invoices for payment:-
P.Bullimore £291.44 (clerks salary), HMRC £73.00 (tax on clerks salary)
Weybourne V.Hall £16.00 (hire of hall), P.Bullimore £32.96 (clerks expenses)
E-on £56.52 (electricity), P.Floyd £8.65 (APM Exps), Norse £348.12 (HDPF mtce)
Anglian Water £48.17 (allot.water), Secret Gardens £76.00 (grass cutting),
Community Heartbeat £282.00 (defib.battery), NNDC £111.80 (cemetery bin)
*** The payments above, as scheduled on the agenda, along with three additional payments, were approved. The additional payments were as follows :- E.Farrow £135.00 (allotment work), K.Griffiths £50.00 (internal audit fee), and Secret Gardens £76.00 (grass cutting).
(b) To consider the following for 2017/18 :- Internal Audit Report, Governanc
Statement, Accounting Statement, and SA Certificate of Exemption.
All members had received copies of the Annual Accounts, Annual Returns, and all associated paperwork. (a) members considered and noted a satisfactory internal audit report (b) members approved the Annual Governance Statement (c) members approved the Accounts and Annual Return (AGAR) (d) members, after discussion, agreed that the SA Certificate of Exemption could be completed. Items b, c, and d, were duly signed by the Chair and the Clerk/RFO. The Certificate of Exemption from External Audit (d) would be forwarded to PKF Littlejohn.

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.
PF/18/1032; Demolition of garage/erectn of extn at Gable End, The Street.
It was agreed “no objections” to this application.
(c) To consider Norfolk CC consultation on draft Nfk.Access Improvement Plan.
Members agreed that they did not wish to respond.
(d) To receive update re Hornsea Windfarm.
No further news.
(e) To receive update re Affordable Housing
The Clerk informed members that the following had been received :- (a) email from Cllr.A.Crawford updating members on allotment holders concerns re using this land, and (b) letter written by a tenant (TB) on behalf of many concerned allotment holders. The Chair summarised the position todate stating that the village needed affordable housing for local people and this idea of using PC land was only a tentative suggestion. She opened the meeting to parishioners who were in favour of affordable housing but, in summary, not at the expense of losing allotment gardens many of which had been cultivated for years. Many suggestions were made including tidying up the allotments to make them more appealing to prospective tenants, and inviting the local school to take an interest. The Chair stated that problems associated with the allotments could be discussed at 8(a) but opened the meeting for members to consider the way forward on this matter. She suggested members reconsider the decision regarding the allotment land and it was agreed that the allotment site would be withdrawn from NNDC’s list of areas to be considered. It was queried why the Harry Dawson Playing Field had not been looked at. Members instructed the Clerk to write to NNDC stating that the allotment gardens were no longer available for consideration as an affordable housing site.
(f) PF/18/0667; Erection of outbuilding; The Gullies, The Street.
Members agreed “no objections” to this application.
(g) To note parish council decision re PF/18/0788; Dwelling at Breck Farm.
Based on members replies to the Clerk, NNDC had been informed “no objections”.

6. Highways & Footpath matters:
(a) To receive update re the restoration of the pond in Beach Lane
Two emails had been received from the Norfolk Coast Partnership stating that they were currently making enquiries with the Environment Agency as to whether all, or part of the “digging out” work was their responsibility and would therefore reduce the cost of the scheme to local interested parties.
(b) To receive update re white lines in Church Street & Station Road.
There was doubt as to how far the white line in Church Street needed extending and it was agreed to leave this until the next meeting when the County Councillor would be in attendance. The Station Road white line had been extended although the PC had not considered the matter any further. Following the Chair’s suggestion that this needed extending again it was agreed the Clerk makes enquiries with the Village Hall Management Committee regarding public parking (non hall users) as it would appear that the few spaces left for parking were gradually disappearing.
(c) To receive update re “gates” on A149 near cemetery.
Following receipt of a computerised image from NCC Highways members agreed that they go ahead with the project which included placing the “Weybourne” signs on the gateway and reducing the height of the current 30mph signs.
(d) To consider a Community Transport Scheme for Weybourne (PG)
Following a brief discussion the Clerk was instructed to make enquiries regarding local transport schemes and report back to the PC.

7. Meetings & Conferences (to receive reports and announcements)
The following were noted :-
Email from Hilary Cox, re Cromer Shoal Chalk Bed (PG to attend meeting)
Norfolk CC Roadshow; Cromer, 12/6/18 – Noted.
Merchant Navy Day; Monday, 3rd September, 2018 – Noted.

8. Allotments:
(a) To receive report re allotments (RW)
The Chair again adjourned the meeting for public participation following the letter from a tenant (TB) on behalf of allotment holders expressing concerns re the way the gardens were being run and pointing out matters that had been outstanding for a considerable time. TB stated that his letter, which had been circulated to all councillors, said it all, as things had been outstanding for months. The idea of an allotment holders committee was raised again in order that their spokesman could communicate with the PC. Following much discussion, when the Chair allowed parishioners to have their say, it was agreed that a skip would be obtained before the next meeting to deal with the “rubbish problem” and the notice board would be repaired a.s.a.p.

9. Village Hall:
(a) To receive report re Village Hall.
The emailed report had been circulated to members and was noted.

10. Cemetery & Churchyard:
(a) To receive update re repair of roadside/verge adjacent to cemetery lay-by.
NCC Highways contractors had carried out the work and the lay-by surface was much improved. Noted.

11. Harry Dawson Playing Field:
(a) To receive report re HDPF (PT).
PT reported that new picnic tables had been acquired and another good bingo session had been held recently.

12. Weybourne Community Fund: To receive report re WCF (RW)
RW reported on what was a very successful country fayre and a village BarBQ which was well attended.

13. Governance: To receive update re Data Protection Regulations.
The Clerk stated that the GDPR Policy and the PC’s Privacy Statement/Promise were now on the website and he would be carrying out an audit of information held a.s.a.p.

14. To receive General Correspondence. (not included on agenda)
Nothing received.

15. Public Participation (comments/other matters)
Further discussion re white lines (see 6b) and cones being placed near the station on the busy steam weekend.

16. To confirm date of next meeting – future agenda items
This was confirmed for Wednesday, 4th July, 2018. – (7.30pm)

Weybourne Parish Council

MINUTES of the Annual Parish Council Meeting held on
Wednesday, 2nd May, 2018. at the Village Hall, Weybourne.

Present: Pat Floyd (Chair), Walter Wood, Janice Rose, Peter Gallally, Ruth Gallally, Robin Woodhouse, Penny Taylor, and the Clerk. Also present were D.Young (NNDC), S.Butikofer (NCC), and one member of the public.

1a. To elect Chairman and sign Declaration of Acceptance of Office.
Pat Floyd was elected Chairman and duly signed her Declaration of Acceptance of Office.

1b. To receive and consider apologies
Apologies were received and accepted from D.Heley and A.Crawford.

1c. To receive Declarations of Interest on Agenda items
No interests declared.

2. To approve the minutes of the meeting held 4/4/18.
The minutes, which had already been circulated, were agreed as a true record.

3a. Public Participation (requests to speak on agenda items)
No requests to speak on agenda items.

3b. To receive reports from County & District Councillors.
*** D.Young (NNDC) reported on the following :- (a) Big Society Fund to be maintained for another year but will probably cease after this with no funds coming from Norfolk CC. (b) land at Edgefield to be sold for housing (c) Free Workshop run by NNDC re “bidding for funding” on Community Transport.
*** S.Butikofer (NCC) reported on the following :- (a) bus subsidy reductions may be considered in future years (b) filming of Norfolk CC meetings was rejected (c) concerns re fly-tipping following the introduction of charges for DIY waste.

3c. To receive Police Report.
A “Cluster” newsletter had been emailed to members.

4. Finance:
(a) To approve invoices for payment:-
P.Bullimore £248.89 (clerks salary), HMRC £62.00 (tax on clerks salary)
Weybourne V.Hall £16.00 (hire of hall), P.Bullimore £33.52 (clerks expenses)
E-on £53.10 (electricity), Morston PC £57.69 (GDPR training),
E.Farrow £45.00 (VAS mtce), J.Green Payroll Serv. £70.00 (payroll fees),
Came & Co £899.15 (Insurance), Graphic Edge £15.30 (printing posters/agendas),
C.Goodwin £50.00 (mtce of website), T.T.Jones Elect £54.49 (light maintenance)
Norfolk ALC £167.61 (annual sub. 2018/19).
The payments above, as scheduled on the agenda, were approved.

5. Planning:
(a) To note information/decisions received from NNDC since last meeting
PF/18/0441; Extn at Leyford, Station Rd was approved – Noted.
(b) To consider planning applications received since agenda was printed.
None received.
(c) To consider Norfolk CC consultation on draft Nfk.Access Improvement Plan.
Papers had been sent to members via email. It was agreed to carry this item forward to the next meeting.
(d) To receive update re Hornsea Windfarm.
No further news.
(e) To receive update re Affordable Housing
There was no further news from NNDC. Members noted concerns of a parishioner who had written regarding the community field. Members had also noted parishioners concerns re using the allotment site which had been discussed at the annual parish meeting when affordable housing was raised.

6. Highways & Footpath matters:
(a) To receive update re the restoration of the pond in Beach Lane
It was agreed to carry this forward to the next meeting.
(b) To receive update re white line in Church Street
It was agreed to carry this matter forward to the next meeting. The Clerk was instructed to bring back to the agenda the Station Road white line which some people considered needed to be extended further east into Station Road.
(c) To receive update re “gates” on A149 near cemetery.
An acknowledgement had been received from Norfolk CC Highways in respect of the PC’s cheque and agreement to the scheme. The Highways Engineer should be in touch soon to progress this matter.

7. Meetings & Conferences (to receive reports and announcements)
PG, RG, PF, and the Clerk had attended a GDPR training evening at Morston.

8. Allotments:
(a) To receive report re allotments (RW)
RW reported that there were still vacancies on the allotment gardens. He was about to get Ed Farrow (local contractor) to tidy/clear some vacant allotments and help with the disposal of “green rubbish”. He intended to you use his truck to dispose of “other rubbish” such as metal and wood. The Clerk asked members permission to write off a debt relating to allotment rent after explaining the circumstances for non-payment. This was agreed by members.

9. Village Hall:
(a) To receive report re Village Hall
The Clerk referred to the report from the WVHMC which would be received by email in the future. A paper copy would be circulated.
(b) To note/consider email from Village Hall Management Committee.
The Clerk had forwarded to members a copy of the WVHMC’s reply to the PC’s communication dated 9/4/18. In it they had stated that they wished to “work together to formulate an operating agreement”. There had been no agreement or disagreement with the PC’s legal advice that was referred to in the email of 9/4/18.
10. Cemetery & Churchyard:
(a) To receive update re repair of roadside & verge adjacent to cemetery lay-by.
NCC Highways had agreed to carry out repairs. Noted.

11. Harry Dawson Playing Field:
(a) To receive report re HDPF (PT).
PT reported on another good bingo session for fund raising.

12. Weybourne Community Fund: To receive report re WCF (RW)
RW asked the Clerk to follow up on 10(a) as the WCF Community Fayre was approaching and the surface, near the field entrance, was in a poor condition.

13. Governance: To adopt Privacy Notice/Promise re Data Protection Regs
The draft GDPR Privacy Notice/Promise had been circulated to members. This was approved and would be put on the website.

14. To receive General Correspondence. (not included on agenda)
NNDC document confirming arrangements for the collection of waste at the cemetery

15. Public Participation (comments/other matters)
No comments on agenda items.

16. To confirm date of next meeting – future agenda items
This was confirmed for Wednesday, 6th June, 2018 (7.30pm).
The approval of the Accounting Statements, Governance Statement, etc. would be on the agenda.

Weybourne Parish Council
Minutes of the Parish Council Meeting held on
Wednesday, 4th April, 2018. (7.30pm) at the Village Hall, Weybourne.

Present: Pat Floyd (Chair), Walter Wood, Janice Rose, Peter Gallally, Ruth Gallally,
Robin Woodhouse, David Heley, Andy Crawford, Penny Taylor, and the Clerk. Also present was David Young (NNDC).

1a. To receive and consider apologies
No apologies.

1b. To receive Declarations of Interest on Agenda items
PF and DH declared a non-pecuniary interest in 9(b) and RW, WW, PG, and RG declared a non-pecuniary interest in 5(e).

2. To approve the minutes of the meeting held 7/3/18.
The minutes, which had already been circulated, were agreed as a true record.

3a. Public Participation (requests to speak on agenda items)
No members of the public in attendance.

3b. To receive reports from County & District Councillors.
*** D.Young (NNDC) reported on the following :- (a) following a recent by-election the make-up of the council is Conservatives 22, Lib.Dem 18, and Independents 8.
(b) Boundaries Commission Review has reduced the number of councillors from 48 to 40 (c) Overview & Scrutiny Committee has supported the new Asset Management Plan which includes £2m for the acquisition of commercial property. (d) Full Council agreed to seek the elimination of the use of single-use plastics (e) Deep History Coast to be placed on Coastal Forum agendas in future (f) have asked NNDC to take on formal responsibility for the northern end of Beach Lane (g) investigations are ongoing re the additional unit at Weybourne Holiday Park.
PG thanked DY and SB for their work regarding the Weybourne Concessions.

3c. To receive Police Report.
A “Cluster” newsletter had been circulated.

4. Finance:
(a) To approve invoices for payment:-
P.Bullimore £248.69 (clerks salary), HMRC £62.20 (tax on clerks salary)
Weybourne V.Hall £16.00 (hire of hall), P.Bullimore £35.78 (clerks expenses)
E-on £47.95 (electricity), Morston PC £4.20 (photocopying)
The payments, as scheduled on the agenda, plus two other payments, were approved.
The other payments were as follows :- PF Gardening & Home Maintenance £45.00 (treatment of weeds at cemetery and P.Bullimore £359.10 (holiday pay 2017/18).

5. Planning:
(a) To note information/decisions received from NNDC since last meeting
PF/18/0359; Roof Lights, 25a Pine Walk – Approved – Noted.

(b) To consider planning applications received since agenda was printed.
None received.
(c) To note/consider the NNDC “Weybourne Concessions”
Two concessions had been notified to the PC on 12/3/18 and the Chair immediately contacted members who agreed to instruct the Clerk to write to NNDC expressing the PC’s concerns. The decision by NNDC appears to have been reversed. PG stated that he hoped there would be consultation on such matters in the future.
(d) To receive update re Hornsea Windfarm.
DH, who had attended a recent meeting at the NNDC offices, reported that he was surprised and disappointed to learn that lorries carrying plant and materials would be coming through the village after leaving Sheringham on the A149. He considered it to be a waste of time objecting but hoped the village would be suitably compensated. The decision whether the cable would carry AC or DC was still uncertain. This was noted by members. Following a request from BBC Radio Norfolk it was agreed that DH and the Chair would represent the PC and speak on this subject for a forthcoming programme.
(e) To receive update re Affordable Housing
Officers from NNDC had visited the village and looked at the sites (north-west corner of the Community Field, western end of the allotments, and the Marlpit on the A149).
They had preferred the allotment site and would be talking to planners. They hoped, that if a project was to proceed, this may be led by a “community group” from the village.
(f) To note PC’s responses to PF/18/0467 and PF/18/0441.
The PC had “no objections” to both applications – Noted.

6. Highways & Footpath matters:
(a) To receive update re the restoration of the pond in Beach Lane
An email had been received stating that another meeting will be called as soon as a response from the Environment Agency had been received regarding possible work they might carry out.
(b) To receive update re white line in Church Street
Nothing further to report since the last meeting
(c) To note Norfolk CC grant re “gates” on A149 near cemetery.
The bid for a Highways Partnership Grant had been successful. It was agreed to proceed with the gates and the Chair duly signed the agreement which would be returned to Norfolk CC along with a cheque in the sum of £1,000 being the parish council share of the estimated cost (scheme was a 50/50 project).
(d) To note/consider the return of the four wheel rubbish cart from parishioner
It was agreed to donate the rubbish cart to the Weybourne Community Fund and RW would make arrangements for its collection.

7. Meetings & Conferences (to receive reports and announcements)
GDPR training would be on 23/4/18 in Morston – PG, RG, and PF hoped to attend.
Norfolk CC Roadshow was on 24/4/18 in Diss – Noted.

8. Allotments:
(a) To receive report re allotments (RW)
RW reported that some “clearance work” was still outstanding and vacant plots were available.
9. Village Hall:
(a) To receive report re Village Hall (PF)
PF informed members, as she had other hall users, that she had resigned as Chair to the WVHMC. She would remain as Bookings Secretary but only on a temporary basis. Noted.
(b) To note/consider letter from Village Hall Management Committee (attached)
Members welcomed the spirit of the letter from the WVHMC dated 24th March, 2018 and instructed the Clerk to reply stating that the PC was keen to have a good operating relationship. However members disagreed with the second part of the sentence in the third paragraph which was contrary to the legal advice from the PC’s solicitors. A copy of that advice had been given to the WVHMC via D.Heley.

10. Cemetery & Churchyard:
(a) To consider a sign re parking in cemetery lay-by.
The request had been received from a cemetery user but after discussion it was agreed not to proceed.
(b) To consider repair of roadside & verge adjacent to cemetery lay-by.
The Clerk was instructed to request that NCC Highways repair the potholes and highways edge. They would also be asked to clear dirt and debris from the northern side of the A149 which was left following snow clearance work.

11. Harry Dawson Playing Field:
(a) To receive report re HDPF (PT).
PT reported that the first grass cut had been carried out and on a successful bingo.

12. Weybourne Community Fund: To receive report re WCF (RW)
RW reported that the Easter Egg Hunt had gone well in spite of poor weather. The quiz had also been successful. The Country Fayre would be held in May.

13. Governance: (a) To receive update re new Data Protection Regs
A Privacy Statement/Promise would be drafted for members to consider at next months meeting. This would be combined with a Consent Form. Noted.

14. To receive General Correspondence. (not included on agenda)
The Following was noted (a) request from parishioner to move dog bin in the car park; DY to deal with (b) update from parishioner re white line in Church St (c) NNDC letter re Boundary Review (d) NCC letter re this seasons grass cutting subsidy
(e) Letter from Age UK Norfolk requesting financial assistance; negative reply as agreed.

15. Public Participation (comments/other matters)
DH offered his apologies for the next two meetings.

16. To confirm date of next meeting – future agenda items
This was confirmed for Wednesday 2nd May, 2018 and would follow the Annual Parish Meeting which would start at 7pm.
The Election of the Chairman would be the first item on the PC agenda.

WEYBOURNE ANNUAL PARISH MEETING
3rd May, 2017. – Village Hall, Weybourne

MINUTES

Present: Councillors R.Woodhouse, W.Wood,, P.Floyd, P.Gallally, .R.Gallally, J.Rose, P.Taylor, – D.Young (NNDC), 20 members of the public, and the parish clerk.

As J.Rose had resigned as Chair to the Parish Council the meeting agreed that P.Gallally chairs the parish meeting.

1. Chairmans welcome and apologies for absence.
The Chair welcomed everybody to the meeting and received apologies from A.Crawford, M.Baker (NCC), and PCSO.Jonas.

2. Minutes of the meeting held 4th May, 2016
These were accepted as a true record.

3. Chairmans Annual Report.
Past Chair, Janice Rose, gave an annual report and spoke on the following :-
(a) It was a productive year with meetings well attended by councillors
(b) A.Crawford was co-opted following the resignation of long serving M.Rayner
(c) A satisfactory audit report for 2016 had been received.
(d) The precept for 2017/18 was fixed at £15,000.00
(e) A grant of £5,000.00 was given towards the village hall refurbishment
(f) A new bench seat had been installed in Station Road.
(g) Refurbishment of the bus shelter area was ongoing.
(h) The PC continues to maintain the churchyard, cemetery, playing field etc.
(i) The allotments have been well maintained
(j) The PC now maintains a website.
(k) Parking near the steam railway station remains a problem.
(l) Planning issues play a significant part at meetings; thanks to D.Young, NNDC
(m) Thanks to the Clerk for his guidance etc.
(n) Questions were invited from the meeting.

4. Parish Matters.
The Chairman invited questions and comments from the floor which included the following :-
(a) A parishioner enquired re councillors attendances and the Clerk stated that the minutes were the record.
(b) Concerns regarding what the PC was “actually doing” and the Chair stated that if people have concerns they should attend meetings.
(c) Further discussion re dangers at the steam railway bridge. The Chair stated that the PC was regularly talking to NCC Highways, the Police, and the Steam Railway Manager. It had been agreed that the Police, liaising with the Steam Railway, would “cone off” certain areas at busy times to improve safety.
(d) Concerns re the new Dong Energy Windfarm. Members had attended meetings at the NNDC offices and would be doing everything to alleviate the problems associated with the work for businesses and parishioners. A close eye was being kept on the proposed cable routes.
(e) Update re the pond in Beach Lane.
(f) Parishioners were concerned with speeding in the village and asked if further work could be carried out to stop speeding drivers. Weybourne already had many speed limit signs as well as the vehicle activated sign that was used in various locations. Some parishioners agreed to form a “speed checking team”and the PC would continue to look at ways to solve the problems which occurred in all towns and villages.

The Chair asked parishioners to attend meetings or get in touch with the Clerk or Chairman if they had got a matter they wished the PC to discuss.

5. District Councillors Annual Report.
D.Young reported on the following :- (a) Devolution proposal had been shelved (b) The Local Govmt Boundary Commission had announced changes which included reducing the number of councillors at NNDC from 48 to 40 and changing some ward areas (c) Three senior officers had left NNDC and two remaining senior officers now shared the post of CEO. (d) NNDC was budgeting for a surplus in 2017/18 (e) Planning applications would no longer be in paper form and parish councillors would now have to go on-line to refer to them (f) It seems inevitable that the cables for Hornsea Three Windfarm would make landfall in the Weybourne area. The construction was due to start in 2022. (g) NNDC had recently been allocated £2.4m from the Governments Community Housing Fund. Weybourne would be suitable for Affordable Housing if sites could be found. (h) Update re 25 and 25a Pine Walk planning applications; understood why the PC were disappointed with the outcomes todate.

County Councillors Annual Report
M.Baker (NCC), had offered his apologies to the meeting.

6. Police Annual Report.
Received via email it stated that there had been 66 calls to the police during the past year and 8 recorded crimes in the parish. The next SNAP meeting was on 18/5/17.

7. Any Other Business:
The Chair invited people to stay on for the Parish Council meeting which follows the parish meeting.

The meeting closed at 8.05pm.