Minutes of the meeting of the Policies and Finance Committee held in

The Stevenson Centre on Monday 27 October 2008

Present         Councillors     H.N.Todd                    Chairman

                                                P.K.Beer

                                                Mrs F.A.Jackson

                                                M.D. Newman

                                                N.H.T. Proctor

                                                D.Thomas

                                                R.I. Wade

           Clerical Assistant       Mrs N.C.Tamlyn   

1)  Apologies for Absence

      None

2)  Declarations of Interest, Gifts or Hospitality

     Cllrs H Todd and M Newman declared that they are Babergh District Councillors.

     Cllr P.K.Beer declared he is a Sudbury Town, Babergh District and Suffolk County

     Councillor.

     These members also asked that it be noted 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 Thomas declared a personal interest in Item 6 and a prejudicial interest in Item 9.    

3) Confirmation of Minutes of the Meeting 22nd September 2008

    The Minutes having been ratified by full council on the 22^nd September 2008, were signed by the Chairman.  

 4) Chairman’s Announcements

     Cllr Todd asked if the Committees Chairmen could consider funding requirements for

     FY09/10. AGREED to add the matter as an Agenda item on all committees for the next

     two meetings prior to the January’s Precept meeting. 

5)  Items Brought Forward

      a) Bures Road ‘Phone Box’

AGREED to remove from the items brought forward list.  

      b)  Village Hall Working Party

      Meeting to take place Tuesday 28^th October 2008.

6)   To consider the setting up of a Cornard website

      Cllr Newman proposed that the Council budget in FY09/10 £1k for the set up and

      running of a website.

      Members discussed the merits of the Parish Council having its own web site.

      The site would enable the Council to show formal documents such as minutes, agendas,

      dates of meetings, as well as member profiles and contact details. It could also include

      the history of Great Cornard, its amenities and links through to other organisations

      such as the Scouts and the Schools. 

      Members felt that the decision was in no way disrespectful to any other sites currently

      available but that an official Parish Council website would benefit tourism in the area and

      provide a ‘first port of call’ to people moving to the area.

      Cllr Thomas stated that Great Cornard already has a website, www.cornard.info which,

      could be upgraded and expanded upon and that the £1k would be better spent

      elsewhere.  

     Agreed to RECOMMEND to full Council that £1k be put aside in the January estimates, 

     for the provision of a Parish Council website. The Council Manager to prepare a report

     clarifying the costs involved in the set-up and maintenance of a website.     

7)  To consider recommendations for Section 106 monies held by Babergh DC  

      The Chairman confirmed that of the £1087.00 offered by Babergh DC, £480.00 could be

      used to purchase an ‘inclusive’ Mirage Swing and that members need to consider what

      the balance of approx. £600 could be allocated to.

      Members discussed the purchase of a new noticeboard for the Cemetery or installing a

      disabled slope and disabled parking spaces at the Blackhouse Lane Pavilion. 

      Agreed to RECOMMEND to full Council that the Section 106 monies held by Babergh

      DC be used for the purchase of a ‘inclusive’ Mirage Swing and a new noticeboard at the

      Cemetery.

      Agreed to RECOMMEND to full Council that the Council Manager investigate grant

      opportunities for the funding of disabled facilities at BHL. Also, that Cllrs Newman and  

      Mrs Jackson visit BHL to access the area and report back to the Committee. 

8) To consider a Grant to St.Andrews Church for the installation of the footpath in the

    churchyard

The Chairman advised that all members were now in receipt of a more detailed breakdown of the costs for the new footpath and lighting at the Church. Cllr Todd suggested that £2k be allocated from the money set aside for Street Lights in FY08/09 and that £3k be allocated in the FY09/10 budget, with the repair of the Church Clock being deferred for a year.   

Many members felt that this project would enhance Great Cornard and would also benefit the wider community who may attend the Church for weddings, funerals etc.

Mrs Tamlyn clarified, that the Churchyard remained in the ownership of the Church and that when the Churchyard become ‘closed’, the Parish Council became officially responsible for keeping the Churchyard ‘in decent’ order. This would include the maintenance of the walls, keeping the grass cut and that the current pathway meets Health & Safety standards, eg. no trip hazards. 

Cllr Wade asked Mrs Tamlyn to confirm the condition the Churchyard was taken on in 30 years ago, so that he could clarify the Parish Council’s financial responsibilities as per the Councillors Handbook. Cllr Todd advised Cllr Wade, that he was expecting the Committee to make a financial recommendation to full Council from this meeting.

Agreed to RECOMMEND to full Council, that the Council re-allocate £2k from the figure put aside for Street Lights in FY08/09 and that £3k be allocated in FY09/10, with the repairs on the Church Clock being deferred for a year.

9) To consider the ongoing funding of Cornard News

Cllr.Thomas left the Council Chamber and took no part in the discussion.

    Cllr Wade asked if the Councils original objectives for funding the printing of Cornard

    News are still being met?

    The Chairman agreed, that the Council should be asking whether it does get value for

    money and if it should continue to fund the printing and if the funding stopped, what would

    happen to the magazine? 

    Cllr Beer felt that Cornard News had been a little critical of the Parish Council, without

    giving the Council the opportunity to reply.

    Cllr Mrs Jackson stated that for some while, she had been concerned about some of the

    comments made in Cornard News and that she felt it had implied, that the Parish

    Council was not doing a very good job. Cllr Mrs Jackson thought that the magazine should

    not get involved in Politics and that it should just stick to the facts, especially, if it was not

    going to give the Parish Council the opportunity to reply.

    Agreed to RECOMMEND to full Council that the Council Manager investigate possible

    alternatives e.g. What Sudbury Town Council pays, to be included in the magazine which

    goes out to a number of Parishes in the area. The Council Manager to also prepare a   

    report on the basic objectives met by the Council in funding the printing of Cornard News.

Cllr Thomas re-joined the meeting.

10) To discuss the provision of a Railway Halt at Great Cornard (Cllr John Sayers)

    Cllr Sayers addressed the Committee, stating that he was a representative on the

    Gainsborough Line User Group and that he also attends meetings of the Strategic

    Policy Group at SCC.

    Cllr Sayers advised members, that one of the conditions of the planning permission for

    Bakers Mill, was that £100k be put aside for the provision of a Halt. If the Halt does not

    happen within a ten year period, then the money will revert back to the developer. Cllr

    Sayers felt that with the current parking problems at Sudbury Station, it was time this

    matter was given priority and that all the relevant parties should meet, to ensure that  

    this project goes ahead, sooner rather than later!

    Cllr Beer advised that as a member of the SCC Road and Transport Committee, he

    had continued to push this matter at every opportunity.           

    Agreed to RECOMMEND to full Council, that the Council Manager write to Mr.G.Mcgregor

    SCC, asking that he initiates a meeting between Suffolk CC, Babergh DC,

    Great Cornard PC, Network Rail and other relevant parties, to discuss how this project can

    be moved forward.  

11) Financial matters

    a)  cheques issued/credits paid in      

Members did not ask any questions on cheques issued.

12)  Proposal to exclude Press and Public

RESOLVED to exclude Press and Public.

13) To consider a report on outstanding accounts  

      Members acknowledged that they had read Council Report T1.

      AGREED Cllr Proctor to meet with Mr Symes, Cornard United and report to the next

      committee meeting.  

Meeting Closed 9.50pm

Signed…………………………………………

Cllr H.N. Todd, Chairman