Minutes of the Meeting of Great Cornard Parish Council

held in the Stevenson Centre on Monday 18th August 2008

PRESENT     Councillors                 P.K.Beer                                Chairman

                                                            H.N.Todd       

                                                            Mrs A.Harper-Clark                         

                                                            Mrs F.A. Jackson     

                                                            J.F.Millins                  

                                                            M.D.Newman

                                                            N.H.T.Proctor

                                                            J.R.A.Sayers

                                                            D.R.G.Thomas

                                                            Mrs.C.A.Todd

                                                            R.I.Wade

                                                            D.M.Walton

                                                            Mrs C.J.Webb

                        Clerical Assistant      Mrs N.C.Tamlyn  

1.   Apologies for Absence

Apologies were received from Cllr R.R. Sims.

2.  Declaration of Interests, Gifts and Hospitality

Cllrs P.K. Beer, H.N. Todd, M. Newman, J.R.A. Sayers and D.M. Walton declared that they are Babergh District Councillors, Cllrs. P.K. Beer, D.M. Walton and J.R.A. Sayers declared that they are Sudbury Town Councillors. Cllr P.K. Beer declared that he is a Suffolk County Councillor.

These members declared that their views expressed at this meeting would be based on information available at the time and might not be the same as those expressed at meetings involving other councils.

      Cllr J.R.A. Sayers declared a personal interest in Agenda item 8a.

3.  Chairman’s Address

The Chairman advised that he had spent an enjoyable afternoon on Sunday 3^rd August, as

a guest of the Cornard Tye Residents Association at their AGM. The Association is thriving and is currently heavily involved with the Chilton Quarry applications.

The Chairman had received an invitation at short notice to attend the St.Nicholas Hospice Fete, unfortunately a prior engagement meant he was unable to attend, however, Mrs Carol Beer was able to attend on behalf of the Chairman. 

All Members are invited to a ‘Mini Olympics’ organised by BDC for the children of Rede, Hartest, Minsmere and Raydon Way. The event takes place on Wednesday 27^th August, between 1 to 5pm and will be held on the Recreation Ground.

      Four members of the Council accepted the invitation from the Stour Valley Trust to tour the

      Education and Visitor Centre site, as well as taking a steam boat ride along the Stour. The

      Chairman thanked the Trust for an excellent evening.

      The Chairman informed the Council that he was very disappointed that ‘rogue’ photo calls

      were still being organised by the Country Park working party. The Chairman had assumed

      that this would no longer take place without inviting all members of the Council. The Chairman

      in particular, drew attention to Cllr Sayers attendance at the photo shoot and then his

      immediate departure. This matter will be discussed at the next meeting of the Recreation and

      Leisure Committee. 

4.  To Confirm Minutes of the Meeting of the Council held on 14^th July 2008

RESOLVED that the Minutes of the Council meeting held on 14^th July 2008 are confirmed and are to be signed as a true record, subject to the addition under Item 16 Financial Matters

      “The Chairman questioned a number of payments including the payment of mileage

      allowance. The Council Manager confirmed that a breakdown of the mileage is attached to the

      cheque. The Chairman requested that any further questions regarding payments made, be

      recorded on the Minutes”.  

      The Chairman stated, that the list of public questions for the meeting of the 12^th May, had still

      not been circulated and asked the Clerical Assistant to ensure this happened.

5.  Fifteen Minute Adjournment for the Public to Ask Questions

6. To consider the Council’s response to the Boundary Committees proposals for reform of

    Local Government in Suffolk

Cllr Humphrey Todd introduced the item by drawing attention to the comprehensive set of papers prepared and circulated by the Council Manager for this meeting.

Previously the Parish Council had expressed broad support for Babergh DC’s option for two Unitaries but this had not been accepted by the Boundary Committee, although this option had most closely fitted the criteria laid down by the Boundary Committee.  The Committee had expressed a preference for Ipswich/Felixstowe or “North Haven” unitary council and separate unitary Council for the remainder of the county except Lowestoft. This had become the Committee’s preference, but they conceded that the “one Suffolk unitary option” had some merit.

The Parish Council has a further opportunity to pass comment, such views being considered by Babergh’s Strategy Committee on the 18^th September before final response considered by Full Council on the 23^rd September.

It was RESOLVED that the Parish Council expressed support for the one Suffolk unitary option, as the alternative was unbalanced between different parts of the County.  It was RESOLVED that the Council Manager would prepare an appropriate letter on these lines to the Boundary Committee, copied to Babergh District Council, and to Suffolk County Council.

It was further RESOLVED that attention be drawn to the relative lack of progress in the field of empowering Parish and Town Councils in areas where this could be economically undertaken at a lower level. 

7. To consider the Council’s response to Planning Application received

a)  B/08/01159/FUL – Land North of Stevenson Approach, Broom Street

          Erection of side conservatories to Plot 2 and Plot 3, and 2 (no.) triple garages

          (in lieu of double garages previously approved) AMENDMENT

           Recommended – REFUSAL  

           Members stated that they are still awaiting a response from BDC as to how they

           have allowed this planning application to proceed. The amendment could not be

           commented on, as not enough detail had been provided.

      b)  B/06/01450/RES – Land adjacent Maldon Grey and Land opposite 63 to 69, Cats Lane

           To provide two additional disabled standard parking spaces – AMENDMENT

           Recommended – APPROVAL   

      c)  B/08/01222/FHA – 15 Glenside

           Erection of a rear conservatory        

           Recommended – APPROVAL

      d)  B/08/01132/FUL – Plot 123 Stour Croft

           Erection of a rear conservatory

           Recommended – APPROVAL

      e)  B/08/01011/FHA – 22 Chaplin Walk

           Erection of a first-floor extension over attached garage to provide additional living

           accommodation

           Recommended – APPROVAL

Cllr P.K.Beer did not vote or comment on the above applications.

f) B/08/: Extraction of sand and gravel from land at Chilton Estate including the restoration of the land to agriculture with woodland and hedgerow planting and new wildlife habitat; erection and use of a concrete batching plant, aggregates bagging plant and aggregates recycling plant.

Cllr Mrs Jackson advised members, that the Parish Council had consistently voted against

the plans for the Quarry on various grounds, including traffic and the creation of a ‘rat-run’ via Joes Road. The addition of a roundabout in the new application would go some way to resolve the traffic issues, but would not stop the area being an accident black spot. This area is

a beautiful part of the local landscape and the proposed plant would be a blot on the landscape. 

      Cllr Newman commented on the high rate of asthma sufferers in the area due to Great Cornard  being in a bowl and that the dust from the site would only make this matter worse.

      RESOLVED to Recommend REFUSAL on the same grounds as previously submitted by the

      Council, with the inclusion of the comments regarding the addition of a roundabout

      and the Council’s belief that this will not resolve the traffic issues along the A134.     

Cllr P.K.Beer did not comment or vote on this application.

7ii)   Cornard Tye Residents Association: Request for funding towards expert opinion on

        traffic assessment and geological evidence submitted re. Chilton Quarry

        Members agreed to support the request and RESOLVED to donate £500.00.

Cllr P.K.Beer did not comment or vote on this request.

8. Correspondence

a)       Sudbury Town Council: Rental of allotment land

Cllr D.Walton declared a personal interest as he is an allotment holder.

Cllr P.K.Beer advised that this was just an enquiry and that no promises or deals had been done on the matter. He had merely suggested that Sudbury Town Council write in with their request. 

   Cllr Beer expressed his surprise that Great Cornard also had a waiting list for allotments

   and commented that the Allotment field had been purchased for allotments and that therefore

   there was the possibility of extending the current allotments, if demand required it.    

Cllr J.Sayers expressed his concern over the loss of public amenity, especially for the dog

walkers of Great Cornard.

RESOLVED that the Council look into the matter of Allotments in January 2009, where

proper consideration can be given to demand and the cost implications of extending the

allotments, as well as the legalities of allotment provision.

AGREED to write to Sudbury Town Council advising that the Council will consider the matter

in January.

b)  Whymark Moulton: Development on Stevenson Approach 

      The letter advised the Council that the developer was now in a position to undertake the

       agreed drainage work.

      RESOLVED that the Council should encourage this work to happen as quickly as possible,

      with the proviso that the road is not closed for any extended period of time.

      Cllr H.Todd and Mrs Tamlyn agreed to pursue this matter.

      AGREED that the Council informs BDC of the work being carried out and to seek its

      approval of the plans & specifications. 

9.  Development & Planning Committee

a.      Confirmation & Adoption of Minutes

     The Minutes of the meeting of the Development & Planning Committee held on 14^th July2008 were accepted as a true record of the meeting.

     The Minutes of the meeting of the Development & Planning Committee held on 28^th

     July  2008 were accepted as a true record of the meeting.

Adoption of Minutes 

           RESOLVED that the Minutes be adopted. 

b.     Questions to the Committee Chairman

Cllr Mrs Jackson asked whether the Minutes for the Committees could be signed at

the full Council meeting? Cllr P.K.Beer advised that there were probably rules in place which would prevent this from happening.

 c.  Ratification of Recommended Items

      Item 6 To consider advisory road marking in Scofield Court. Proposed white lines, which

      indicate an area of ‘no parking’ at the entrance to Scofield Court. The Committee agreed

      to RECOMMEND the scheme to full Council.

 RESOLVED to accept the recommendation.

10.  Recreation & Leisure Committee

a.      Confirmation & Adoption of Minutes

     The Minutes of the meeting of the Development & Planning Committee held on 28^th July 2008 were accepted as a true record of the meeting.

           Adoption of Minutes 

           RESOLVED that the Minutes be adopted. 

b.     Questions to the Committee Chairman

None

c.   Ratification of Recommended Items

Item 5a) Best Kept Allotment Competition. To purchase number labels for each allotment,

at a cost of £1 each. The Committee agreed to RECOMMEND the purchase to full Council.

RESOLVED to accept the recommendation.

11.  Policies & Finance Committee

a.      Confirmation & Adoption of Minutes

     The Minutes of the meeting of the Policies & Finance Committee held on 28^th July 2008 were accepted as a true record of the meeting.  

            Adoption of Minutes 

            RESOLVED that the Minutes be adopted. 

b.   Questions to the Committee Chairman

      Item 9: To consider the attendance at Council Meetings of only one member of Council’s

      Staff. Cllr D.Walton asked whether one member of staff would continue attending the

     meeting until the HR panel met? It was confirmed that this would be the case.

      Item 8: To consider the Terms of Reference for the Council’s HR panel

     Cllr Mrs Jackson asked if the HR panel would be meeting before January. It was confirmed

     that the panel would be meeting shortly.

c.      Ratification of recommended Items

Item 7: To Receive a Recommendation from the Recreation & Leisure Committee ‘That Cornard United be granted a 25 year lease over their premises in order that they can obtain a grant from the FA’

Cllr H.Todd clarified that this was a broad agreement in principal.

RESOLVED to accept the recommendations.

Item 8: To consider Terms of Reference for the Council’s HR panel

RESOLVED to accept the recommendations for the proposed Terms of Reference

for the HR panel.

      Item 10: Financial Matter a) To approve amended Accounts and Annual Return

      RESOLVED to accept the recommendations to approve the revised accounts and

     Annual Return for adoption and signature by the Council.

12. Financial Matters

      Cllr N.Proctor advised members, that following the receipt of a letter from the Council’s

      Internal Auditor, requesting that a number of procedures be ‘tightend  up’. Cllr Proctor will

      now be checking and signing all cheques and will then nominate another councillor to

      duplicate the same procedure, therefore ensuring there is a ‘double check’ system in place.     

a.   Cheques Issued / Credits received       

Cllrs Wade and Proctor both asked what the advertising cheque to Orbis Publishing was

specifically for. Mrs.Tamlyn confirmed, that the payment was for an advert in a Police diary

that is distributed across the County.

 13.  Proposal to exclude Press & Public

       RESOLVED to exclude Press & Public.

14. To receive a report from the Chairman regarding Christmas leave for the Council’s staff

       The Chairman announced, that it is a unanimous decision of the Council to cease legal action,

       providing the Council receives the re-assurance of the Council’s solicitor, that the 25 day

       annual leave plus 2 statutory days is equal to 27 days total entitlement and that any time

       taken off at Christmas is taken from either annual leave or non paid leave with the option to

       also work through the Christmas holiday.   

       RESOLVED

       The Council also RESOLVED that the clause ‘In addition to your annual entitlement, and at

       the discretion of the Council Manager, the Council offices will be closed between Christmas

       and New Year’ be removed completely from the Employee Handbook.

       If any extra days leave are required at Christmas, then this should be brought to the

       Parish Council meeting in November for discussion. 

        Meeting closed 9.28pm

Signed                                              

                                                                                                P.K.Beer  : Chairman