Minutes

Draft Minutes 12th September 2017

Minutes 24th July 2017

Aylmerton Annual Parish Meeting 9th May 2017

Aylmerton APCM 9th May 2017

Minutes March 14th 2017

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DRAFT

 Minutes of the Meeting of Aylmerton Parish Council

held on 10th January 2017

Present:

 Chairman: Clr. K. Rounce
Clr. P. Fisher, Clr. John Lynes, Clr. Johnny Lynes, Clr. G. Medler, Clr S. Morris, Clr. T. Williams

Clerk: Mrs Sarah Hayden
District Councillor Sarah Butikofer
3 members of the public

The Chairman opened the meeting at 7.30pm.

1        Apologies

Apologies had been received from District Councillor M. Baker and PCSO Allison Holmes

  1. Declarations of Interest

Clr. Fisher asked for his membership of the N. Norfolk Workout Group to be added to the “other interests” list on every Agenda and Clr. Williams asked for his appointment of Chair the Felbeck Trust to also be added to that list.

  1. Approval of Minutes

The Minutes of the meeting of 19th November 2016 were approved as a true record and signed by the Chairman

  1. Matters Arising

Clr. Fisher had sourced a life ring and that had been put up on the pond.  Clr. Williams thought it had to be checked very regularly and the Clerk was asked to check insurance company requirements in that regard.

  1. Public Participation

A member of the public asked if there was anything that could be done to prevent hedgerows being cut as he had noticed one on The Street had been cut hard back.  This was discussed but it was not known if that could be prevented.  The same member of the public said that he had been asked if the mobile library could be promoted by the Parish Council.  It was thought that the service may be withdrawn if it was not used more.  The Clerk replied that she put the times and dates on the Noticeboard and on the website, but it was agreed that she would sent the dates to Quintet for their diary.

  1. Reports

6.1     The Report from PCSO Allison Holmes was read out by the Chairman and is annexed to these minutes.

6.2     A report had been received from County Councillor M. Baker in connection with Broadband contracts, but as it was rather long and contained tables, a resumé was given by the Clerk.  The report is annexed to these minutes.

District Councillor Butikofer reported that the ward boundary proposals had been detailed and another consultation by the Electoral Commission was under way.  The Clerk confirmed that the relevant email had been circulated.  This was discussed.  Clr. Butikofer informed the meeting that NNDC would be launching a new website at the end of June, which amongst other things would enable the public to make payments on line.  Nominations for the Big Society Fund Awards were now open and there would be an evening celebration for the successful nominations.  There were various awards for differing groups.  If the Parish

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Council had any nominations for the Services Awards we could let her know and she would include them on the list.

 Planning Applications Received and Circulated

PF/16/1419 – Erection of two-storey replacement dwelling – One Acre, Sandy Lane, West Runton, NR27 9NE – The Parish Council had no objections, but the application had been withdrawn

Planning Decisions

PF/16/1215 Two-storey detached building to provide residential annexe. Demolition of existing storage building – Rodavia, Church Road, Aylmerton, NR11 8PZ – Clr. Butikofer advised that this application had been withdrawn

7.2     To consider draft Planning Protocol and Adopt

The Clerk explained that the Protocol had been recommended by NNDC, because planning applications now had to be dealt speedily due to targets set by Government. If the targets were not met an applicant could ask the Ombudsman to make a decision on an application.  This would remove local decision making. The protocol would be published on the website and would inform parishioners of the Parish Council’s method of dealing with planning applications.  The Protocol and methods of dealing with planning applications was discussed.  The Protocol was then approved and adopted.

  1. Highways and Transportation

The work that had been requested to be done was read out.  It was confirmed the white lines had been painted at the A148 end of Tower Road, although the other work had not been carried out. The Clerk was asked to request signs to be cleaned – 30mph on Sandy Lane to E. Runton, Give Way at bus shelter, sign opposite entrance to Study Centre and a clean sweep to be done along Sandy Lane and Tower Road.

  1. Finance and Regulatory Matters

9.1     The bank reconciliation was approved and signed by the Chairman
9.2     The List of Payments was approved and signed by the Chairman and Clerk
9.3     The Actuals against Budget figures were received.
9.4     To consider donations under General Power of Competence and approve

The names of charities writing and asking for donations were read out by the Chairman.  These were discussed and it was agreed to pay donations of £50 each to Mid Norfolk Citizens’ Advice, EACH, East Anglian Air Ambulance and Norfolk Community Transport.

9.4     It was agreed that the appointment of the two non-councillor members to the General Purpose Committee be dealt with at the next meeting.

9.5     To approve application for Transparency Code grant for computer

The Clerk had completed an application form for this grant in the sum of £450 – £330 for a computer, £60 for scanner/printer and £60 for software.   This was approved.

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  1. General Purpose Committee

Clr. Morris reported that a working party had taken place to tidy the southern boundary on the allotments as requested by the neighbour.  He had been approached by the North Norfolk branch of MIND who were looking for an allotment plot to use as a community allotment.  His wife would act as a point of contact as she worked for them.  The tenant of Plot 9 had said she would be willing to give up her plot if anyone was interested and it was agreed that the Clerk would contact her.  Depending on confirmation from the current tenant, it was agreed to support the application. The rent was confirmed at £10 as MIND wished to take 10 rods not 40 as let currently. The Clerk reminded the meeting that plots could only be let outside the Parish for less than a twelve month tenancy and should be advertised in the Parish before such letting.

It was confirmed that the Litterpick had been carried out.

Clr. Williams stated that there were two jobs to be done on the pond.  The first was interpretative signs.  The Pond Restoration Group had met and agreed the design.  There would be two – one either end of the pond. One would be about wildlife on the pond and the other would be the pond in the village context.  The second job was planting and seeding of the reeds and iris, to be done in Spring.

Clr. Williams also informed the meeting that he was trying to get a permissive path from the village hall to Red Barn Lane and in discussions with the rights of way officer, had realised that the Lane was not on the Definitive Map and that the Parish Council needed to deal with this.  The Clerk had already prepared a report on the matter and it was agreed to put it on the Agenda for the next meeting.

Clr. G. Medler left the meeting

A discussion followed regarding allotments, powers of Parish Councils and decisions at Parish Council Meetings

  1. Clr S. Butikofer apologised and left the meeting

Clr. S. Morris left the meeting

A member of the public asked to speak and the Chairman agreed.  He explained his view on the matter of decisions at Parish Council meetings, which the Clerk supported and thanked him for clarifying the matter.

  1. Correspondence circulated had been received as follows:

NN Town & Parish Forum Notes from meeting with Norman Lamb MP
NALC Login details for Councillors
Norfolk Coast Partnership Sustainability Development Fund (2)
GBS Spring Clean
Local Government Boundary Commission – Electoral Review Consultation
NNDC Big Society Fund Awards
NALC Avian Influenza information (This had now been extended)
Civic Voice –training re War memorials (A reminder had also been received) – Clr. Fisher asked for the details and confirmed he would attend. There was no fee to pay.
NCC – Silica Sand Review
NALC – LAIS 1395 re video conferencing
Other Correspondence:

Christmas card from Norman Lamb MP
CAN Magazine and information re community oil buying
Further correspondence had been received after the Agenda had been published as follows:
NCC – Local bus consultation
NNDC – re payphone consultation, which did not affect Aylmerton
Mr. A. Cooper had written and had specifically asked that the Clerk read his letter out at the meeting.  He gave notice on his allotment plots 1,2 and 3, as he felt that he had suffered recent harassment after holding the plot for 40 years.  He wished to give up the tenancy in October 2018 if he was required to take down his sheds, or October 2017 if the Parish Council wished to do so.

  1. Second Public Participation (as item 5 of Agenda)

No matters were raised

  1. Matters for Information Only or Next Agenda.

The representatives from North Norfolk Town & Parish Forum would be Roger Arguile and Liz Withington who would be giving a talk at the next meeting (postponed from this meeting) on second homes council tax.

The Clerk gave a quick résumé on a Police meeting she had attended.  The individual reports would not now be sent from our PCSO, but would be in the form of a newsletter, which was less time consuming.  The details of parishes could be found on the website www.police.uk and clerks could check this information before meetings if they wished.  The administrator would be sending email out confirming information supplied at the meeting and the Clerk would be circulating the same.

The meeting closed at 10pm

The next meeting would be Tuesday 14th March 2017

20 Reports to January Minutes

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Page 204

Minutes of the Meeting of Aylmerton Parish Council

held on 8th November 2016

 

Present:

Chairman: Clr. K. Rounce, Clr. P. Fisher, Clr. John Lynes, Clr. G. Medler, Clr S. Morris
Clerk: Mrs Sarah Hayden
District Councillor Sarah Butikofer
2 members of the public

The Chairman opened the meeting at 7.30pm.

1        Apologies

Apologies had been received from Clr. Johnny Lynes (family commitments), Clr T. Williams (away) and District Councillor M. Baker (away)

  1. Declarations of Interest

Clr. John Lynes declared an interest in item 10 as an allotment holder

Approval of Minutes

The Minutes of the meeting of 13th September 2016 were approved as a true record and signed by the Chairman

  1. Matters Arising

None

  1. Public Participation

A member of the public raised a complaint he and his wife had made, regarding the allotments.  The Chairman replied stating that after their joint meeting with the National Trust the Parish Council were awaiting recommendations from them on screening and other matters.  The Chairman confirmed that the Parish Council would be responsible for strimming along the boundary.  The member of the public offered to contribute financially to any work required.

The Clerk had been asked by a member of the public who was unable to attend the meeting, to raise safety matters for the pond and whether a buoyancy aid could be provided and whether the guard rail on the dipping platform was high enough. This was discussed and it was agreed it would be a good idea to provide a buoyancy aid. Clr. Fisher offered to get prices for the same. If was confirmed that the building of dipping platform had been overseen by Norfolk Wildlife Trust and was based on a model at the Cley Reserve.

  1. Reports

6.1     The Report from the PCSO was dealt with later in the meeting

6.2     No report had been received from County Councillor M. Baker

District Councillor Butikofer reported that road sweeping was needed and she would ask for that to be done.  The Clerk would also request that and for the gulleys by the pond to be cleared. Clr. Butikofer also reported that the A148 roundabout at Felbrigg was going ahead and there would be roadworks for the new roundabout on the Holt bypass.  The Woodland Burial Site application would be revived as it had been renewed under the Call for Sites, although it was in its early stages. 

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  1. Planning Applications Received and Circulated

7.1     ADV/1/1337 Display of information sign associated with pay and display parking machine and PF/16/1336 Installation of replacement pay and display machine West Runton and Beeston Regis Heath, Roman Camp, West Runton, NR27 0ND         

The Parish Council made no objections to this application and one councillor supported it

PF/16/1215 Two-storey detached building to provide residential annexe. Demolition of existing storage building – Roadavia, Church Road, Aylmerton, NR11 8PZ

          The Parish Council made no objections to this application, provided it was to be used an annexe to the main property.  The only comment was to ask whether it was to be used as a holiday let.

At this point PCSO Barry Cresswell arrived and the Chairman permitted him to read his report, which is attached to these minutes.  He then left the meeting and Clr. John Lines left the room with him.

PF/16/1419 Erection of two-storey replacement dwelling One Acre, Sandy Lane, West Runton, Cromer, NR27 9NE

          This application had only just been received and it was agreed that it be circulated.

Planning Decisions

TPO/16/0917 High Kelling 2016 no. 7 Land at High Kelling

The Order had been confirmed without modification.  Clr. Butikofer asked to be notified of the Parish Council’s observations.

Clr. Lines returned to the meeting

7.2     The Clerk explained that on behalf of the PC she had been taking part in the NNDC pilot scheme for paperless planning and that there would be no more hard copy planning applications sent out by the District Council from April 2017, except for the larger applications, which would be treated differently.  There would have implications financially, depending on how the Parish Council decided to deal with this.  It was discussed and agreed that the councillors would work together with their own computers and use the Village Hall projector and screen if they were needed at meetings.

  1. Highways and Transportation

Discussion took place on what the Rangers do and when.  Clr. Fisher supplied the Clerk with a list of work to be done.  Clr. Butikofer spoke to ask if it could be requested that the white lines at the end of Tower Road could be repainted.

  1. Finance and Regulatory Matters

The Clerk confirmed that the accounts had been audited with no issues raised.

9.1     The bank reconciliation was approved and signed by the Vice-Chairman

9.2     The Clerk confirmed that she had claimed the Parish Partnership grant after completion of the work to the pond.  She and the Chairman had authorised the extra sandbags needed for the work to be completed, as per the List of Payments and NCC had paid half of that invoice, therefore the PC had paid £34 only over budget. The Chairman allowed the public to speak and discussion followed on the history of the pond and an old airfield. The List of Payments was approved and signed by the Chairman and Clerk.  The budget against actuals was approved and signed by the Chairman.

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 9.3 &4  The draft Budget was discussed, in particular the steps to the War Memorial, the bus shelter and allotments. It was agreed to allow £500 for work to the Memorial steps and handrail.  It was then proposed, seconded and resolved that the Precept for 2017-18 stay the same as 2016-17.  It was signed by the Chairman, two Councillors and the Clerk.

9.5     It was agreed that the appointment of the two non-councillor member to the General Purpose Committee be dealt with at the next meeting. The Clerk was asked to advertise for members in Quintessential.

  1. General Purpose Committee

Clr. Morris read out a report on the pond provided by Clr. Williams.  The Chairman allowed a member of the public to speak in connection with the bird feeders which he supplied, but asked if the Committee would provide some bird food, which was agreed. The wildlife on the pond was discussed.

Clr. Morris had carried out the annual asset inspection report, which he read out. A copy is attached to these minutes.  Matters raised in the report were discussed, which included the fascia on the bus shelter which needed renewing, a safety sign on the road side of the pond, two areas where the railings had become detached (Highways Authority had been notified), the village sign, which had been scratched at the base and flints removed and the boundary Cross that needed slight repair to the base.

A litter pick day was organised for 19th November.

District Councillor Butikofer apologised and left the meeting.

  1. Sponsorship Plaque in Bus Shelter

Overstrand Garden Centre who supply plants at a discount for the bus shelter had asked if they could have a small plaque with “sponsored by….” in the bus shelter, which would be supplied by them. After discussion it was agreed not to allow this. It was felt that advertising was not appropriate and donations were also received from parishioners for the plants.

  1. Correspondence circulated had been received as follows:

Thank you letters to AAA and return to Clerk
NALC re precept consultation
NALC road safety campaign
LACS Course on Health & Safety
NNDC re: BT payphone removal consultation
Norfolk PTS Training courses
NNDC Local Plan Consultation
CAN Course re enabling affordable housing
NALC Training programme for year
CPRE invitation to Volunteers’ Day
NNDC re affordable housing sites
Norfolk Coast Partnership – volunteer request
NALC consultation reply re precept referendum

Other Correspondence:
Hornsea Project Leaflets

  1. Second Public Participation (as item 5 of Agenda)

No matters were raised

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  1. Matters for Information Only or Next Agenda.

A representative from North Norfolk Town & Parish Forum would be giving a talk at the next meeting on second homes council tax.

The Clerk had attended the presentation at Beeston Regis on their exception housing project and as residents of Aylmerton would be eligible, she had been given application forms for anyone interested in applying.

A generous donation of £40 for Christmas plants for the bus shelter had been received from parishioners who wished to remain anonymous.

In connection with recent complaints the Chairman said he had been in discussion with the NNDC Monitoring Officer and the Parish Council was entitled to inform the complainant that persistent complaints could be put to one side.  This would be put on the Agenda for discussion at the next meeting.

  1. RESOLUTION UNDER THE PUBLIC BODIES (ADMISSION TO MEETINGS ACT 1960) TO EXCLUDE MEMBERS OF THE PUBLIC

It was resolved to exclude members of the public as above.

  1. To Appoint a Panel to Deal with Complaints against the PC under the Complaints Procedure

There was animated discussion regarding recent complaints.  Clr Lynes and Clr. Medler left the meeting.  Clr. Fisher was appointed to the complaints panel.  Clrs. Medler and Clr. Johnny Lines were also appointed, subject to their agreement.

The meeting closed at 10.05pm

The next meeting would be Tuesday 10th January 2017

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Page 199

Minutes of the Meeting of Aylmerton Parish Council
held on 13th September 2016

Present:
Vice Chairman Clr. J.P. Lynes,
Clr. P. Fisher, Clr. G. Medler, Clr. T. Williams
Clerk: Mrs Sarah Hayden
District Councillor Sarah Butikofer
3 members of the public

The Vice-Chairman opened the meeting at 7.30pm as the Chairman was unable to attend.

1 Apologies
Apologies had been received from Clr. K. Rounce (working), Clr. J. Lynes(ill health), Clr S. Morris and PCSO Holmes

2. Declarations of Interest
Clr. T. Williams declared an interest in items 9.4.1 and 11 as an allotment holder

3. Approval of Minutes

Clr. Fisher asked if he could have draft minutes of meetings as soon as possible after the meetings, rather than with the Agenda of the meeting to approve the same and declined to approve the minutes. The Clerk explained that all minutes were published on the website as required under the Transparency Code within a month of the meeting, but agreed to email minutes as soon as they were produced.

The minutes of the meeting of 12th July 2016 were approved and signed as a true record and signed by the Vice-Chairman

4. Matters Arising

Regarding interests, the Clerk had been asked to check the register kept by NNDC and had produced a table for councillors to check their Declaration records. The table and new forms were handed out.

Clr. Williams asked what length of notice was written into allotment tenancy agreements for letting outside the parish. The clerk could not recall, but would check and let him kmow.

Clr. Williams had checked with AONB whether the grant money could be held by the Parish Council, but they had not given consent, so the Pond Restoration Group would purchase the materials required.

It was requested that salt bins be added the General Purpose Committee functions. This would be dealt with under item 9.4.1

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5. Public Participation

No matters were raised

6. Reports

6.1 The report received from PCSO Holmes was read out by the Vice-Chairman
6.2 No report had been received from County Councillor M. Baker

District Councillor Butikofer reported that it had been announced that the Chief Executive, Chief Finance Officer and Head of HR had all resigned from NNDC that afternoon and would be moving to Gt. Yarmouth Borough Council. There would be no more shared service arrangements. The Boundary Review was not good for Aylmerton as it was proposed to group it with eight parishes and the District Councillor at the next election would be representing nine not two, parishes. The ward boundary review had been announced today. It was noted that Aylsham would come into the N. Norfolk area. Clr. Butikofer had been announced as group leader of the party at NNDC.

7. Planning

7.1 PF/16/0705 Erection of single storey rear extension Sawmill Cottage, The Street, Aylmerton – Permitted

PF/16/0908 Siting of two Portakabin buildings to provide additional classrooms, erection of 2.4m high security fencing and new driveway for vehicle exit – Aylmerton Hall, Holt Road – This had been amended to one Portakabin building and no fencing or driveway, and had been approved

PF/16/0909 Variation of Condition 1 of PF/11/0878 to allow continued use of land for siting mobile classrooms Aylmerton Hall, Holt Road, Aylmerton – This had been permitted

7.2 Exception housing was discussed and a preference for infill was expressed, assuming the infrastructure was addressed. Clr Butokifer asked to speak and explained that the pressure was on for exception housing, although the Parish Council could say “no”. She explained that infrastructure was the responsibility of the developer. There was further discussion and the Clerk was asked to reply to NNDC that in principle the Parish Council would prefer infilling rather than extending the parameters of the village and the proposed sites could be considered again with that in mind.

8. Highways and Transportation

8.1 Matters to be dealt with had been reported as per the last meeting. Most items were ongoing and could be reported in the next request from the rangers. Clr. Butikofer offered to report the potholes she was aware of.

District Councillor Butikofer then left the meeting with apologies

9. Finance and Regulatory Matters

9.1 The bank reconciliation was approved and signed by the Vice-Chairman

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9.2 The list of payments was approved and signed by the Vice-Chairman. The Clerk confirmed she had checked the latest accounts of Baileys of Hevingham filed at Companies House as the payment had to be made in advance of delivery. These appeared to be healthy.
9.3 The list of Actuals against Budget to date was received and signed by the Vice Chairman

9.4.1 Review of General Purposes Committee Terms of Reference (Draft attached to these Minutes)

The clauses as numbered in draft Terms were discussed and following amendments were agreed.

1. Insert “3” non-councillors
2. Insert “2” and include words in italics. Add “except that non-councillors shall not vote on financial matters.”
3. Insert “shall be a Councillor and” after “The Chairperson”
4. Include words in italics
5. Agreed as written
6.1 to 6.7 Agreed as written
6.8 Add “and act as a point of contact for any contractor/s” after ….”good order”
6.9 Include words in italics and add “and to organise a rota for the same” after “as required”
6.10 Amend to “Salt Bin – maintenance”
6.11 Discussion took place on the inclusion of the management of the allotments. The Clerk asked for clarification of “management”. It was suggested that management could be defined as “maintenance and improvement in accordance with the National Allotment Society Good Practice” in the Terms of Reference. The Clerk reminded the meeting that private correspondence circulated had been received from the Allotment Association stating they did not wish to speak directly to individual councillors but would communicate through the Clerk. This had been reiterated following their last meeting and the members had also voiced concerns about privacy infringement. The Clerk stated that if the Committee took over management from her as an officer, she would not have the power to deal with complaints received. It was agreed that any complaints regarding the allotments would be passed directly to the Chairman and dealt with by the Parish Council at an extraordinary meeting if necessary and that “Allotments” defined as above would be included as 6.11 in the Terms of Reference.
6.12 As 6.10 of the draft Terms including all words in italics
6.13 Expenditure was discussed and it was agreed that the Committee would be responsible for recommending the maintenance budget for the year to the Parish Council. The wording of 6.11 in the draft Terms would stand except that after “£100” the words “for a single item of expenditure” would be inserted and words in italics would be included. That item would be re-numbered 6.13.
It was proposed, seconded and agreed that the above amended Terms of Reference would be adopted.
9.4.2 Clr. P. Fisher was proposed, approved and appointed as a councillor member of the Committee, Clr. T. Williams offered to stand-in but would stand down if any other councillor wished to stand. This was approved and he appointed as stand-in. Jim Dumolo was proposed, approved and appointed as a non-councillor member.

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10. Boundaries Commission Consultation on Review of Boundaries

This had been discussed at item 6.2 above and nothing was added to that.

11. Allotments

The Clerk read notes of her meeting with the joint Chairpersons of the Aylmerton Allotment Association prior to their autumn meeting. This meeting was to finalise discussions on water provision at the allotments, wherein the Clerk confirmed there was £800 held in the budget for allotment maintenance and grants may be available. Connection to mains was discussed and it was reiterated that the landowner would need to be contacted for consent as would the adjoining landowner who had a right of way over the track to the allotments. The adjoining landowner had already mentioned that he would not be happy with that being dug up for water to be laid. It was noted that the ongoing water bills would have to be the responsibility of the Parish Council. It was felt that as only three tenants required water, the cost would be high and could be better used to benefit the parish as a whole. The provision of a water bowser or container was discussed but it was felt no-one had been keen to take over responsibility for the necessary filling. It was agreed that AAA would state at their meeting that the Parish Council could offer to purchase water butts for those who felt they did not want the expense of purchasing them.

Maintenance of hedges had also been discussed in correspondence and it had been agreed that the Clerk would check with NT whether they were prepared to include hedges in their winter tree survey and if not Norse would be considered for any work needed. It was established at the meeting of AAA that none of the tenants required their hedges cutting this year. The Clerk had written to NT, but not yet received a reply.

Following from the AAA meeting it was confirmed that the members would like to go forward with the provision of water butts if required and were happy with Norse dealing with the hedges if NT did not wish to do so.

The agreement by the Parish Council for both these items would now fall to the General Purpose Committee to agree.

The Clerk would write to AAA and other tenants on the transfer of management to the Committee.

12. Village Pond

12.1 The Pond Report was read out by Clr. T. Williams, a copy of which is annexed to these Minutes.
12.2 Approval of suppliers: The suppliers of materials for the Parish Partnership work were to be Baileys of Hevingham and Hanworth Timber and for the Pond Restoration Group AONB grant work, Hanworth Timber and Screwfix. It was proposed that these suppliers be approved. Approved unanimously. The arrangements for the working party weekend were discussed, in particular safety. The Litterpick reflective jackets would be used and warning signs placed on the road. The provision of signage under the AONB grant to the Pond Restoration Group would be discussed at the next meeting.

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13. Other Projects

There were no reports on other projects

14. Correspondence circulated had been received as follows:

Boundary Commission – letter re Review and Consultation
Local Council Public Advisory Service – Guide to Devolution Consultation
NNDC – Big Society Fund information
Invitation to attend Older People’s Forum
NALC – Invitation to attend meeting re health and social care
Town & Parish Forum – Report and request to attend Parish Council Meeting
AONB Newsletter
Benjamin Foundation – Heart and Home
Norman Lamb – update on internet
Local Plan Newsletter
Norman Lamb – copies of letters on behalf of Town & Parish Forum
NNDC – Planning Changes update

Other Correspondence:
Norman Lamb – Notice of Village Tour
Norfolk Citizen’s Advice – request for donation and volunteering
Marie Curie Cancer Care – request for donation
CAN Magazine.
CPRE – re Housing Survey – this was handed out to be circulated to Councillors. It was noted an extraordinary meeting may be required to answer the survey.
SALC and NALC response to consultation on devolution
A letter from a resident of Sandy Lane was read out. It was hoped to make the area a “no cold calling” zone and the NCC had requested the Parish Council be notified. It was agreed it was probably a good idea.

15. Second Public Participation (as item 5 of Agenda)

A member of the public asked if, when the grass was cut at the pond, the path could be extended and this was agreed.

16. Matters for Information Only or Next Agenda
.
None

The next meeting would be Tuesday 8th November 2016

The meeting closed at 10.05pm

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Page 194 

Minutes of the Meeting of Aylmerton Parish Council held on 12th July 2016

 Present:  Chairman Clr. K. Rounce, Vice Chairman Clr. J.P. Lynes, Clr. P. Fisher, Clr. J.                          Lynes, Clr. G. Medler, Cllr S. Morris, Clr. T. Williams

Clerk: Mrs Sarah Hayden
District Councillor Sarah Butikofer
3 members of the public

The Chairman opened the meeting at 7.32pm

1        Apologies

Apologies had been received from County Clr. M. Baker and Mr. R. Mickleburgh who was in hospital.  The Chairman offered best wishes for his recovery.

  1. Declarations of Interest

All except one councillor (Clr Medler) declared an interest as members of the Pond Reclamation Group.  Clr. William reported he had declared his membership of the Allotment Association, NT and NWT to the Monitoring Officer. Declaring interests was discussed and some councillors decided to check and update their Declaration of Interest Forms.

3. Approval of Minutes

The minutes of the meeting of 10th May 2016 were approved and signed as a true record.

  1. Matters Arising

A letter had been received from the Town & Parish Forum with further figures relating to the second home council tax, asking for comments from Parish Councils.  This was discussed and it was agreed that more figures relating to the proportion of second homes in Aylmerton and the impact on the village would be needed.  The lack of detailed figures made it difficult to comment, but support was given in principle to the aims of the Forum.

  1. Public Participation

A member of the public asked if the trees around the “Give Way” sign on the Street could be cut back as they were obscuring the sign.  Also it was asked if something could be done to sweep the gravel off the pavements to make the area tidier.  The “Aylmerton” sign coming into the village from Holt also needed cleaning.

District Clr. Butikofer advised that the County Council had made a new decision to starting cutting verges due to the wet weather causing more growth than expected.  This was due to start the day after the meeting.

It was also asked if the 30mph sign to West Runton could be cleaned and the potholes still in the Lions Mouth be dealt with.  There were also potholes near The Haven in The Street that needed filling. It was reported that the trench for the sewerage works at

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Church Farm Barns was dipping away and needed attention. There was also water building up on the grids along Sandy Lane.

Clr Butikofer was due to meet the Highway Engineer and would bring the above matters to his attention and the Clerk was asked to request the Rangers to deal with the same.

  1. Reports

6.1     No reports had been received from PCSO Holmes

6.2     No report had been received from County Councillor M. Baker

District Councillor Butikofer reported that at the last NNDC Cabinet Meeting the Norfolk & Suffolk Devolution Agreement was rejected. The main reasons were because it was felt that information on replacement EU funding was incomplete and proposed Government funding was insufficient to meet the devolved powers for Norfolk and Suffolk.  If a better Deal Agreement was put forward by October NNDC can re-join the process. There would still be a public consultation.  At the meeting it was proposed that the large reserves held by NNDC should be spent on services, e.g. highways, planning.  Clr. Butokifer had been approached by St. Andrew’s School in connection with speed signs and a Parish Partnership bid to aid costs.  Speeding was briefly discussed, but this was to be discussed under item 8.2 of the Agenda.  One more person was needed for Speedwatch and the Clerk was asked to advertise on the website and notice board.  Two hours per month was all that was needed.  A surgery would be held on 4th August 2016 in the Village Hall.

  1. Planning

7.1     PF/16/0908 Siting of two Portakabin buildings to provide additional classrooms, erection of 2.4m high security fencing and new driveway for vehicle exit – Aylmerton Hall, Holt Road

The Clerk was asked to circulate this application to give Councillors more time to check the details.

PF/16/0705 Erection of single storey rear extension Sawmill Cottage, The Street, Aylmerton

The Clerk confirmed that the Parish Council had approved this application and the only comment was “it looks a very nice project”.

7.2     Exception housing was discussed.  It was again stressed that all services were stretched, including electricity, telephone/broadband and water.  The sites were discussed and the Clerk was asked to circulate the list of possible sites identified on the walk around the village again and to put the matter on the Agenda for the next meeting.

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  1. Highways and Transportation

8.1     Matters to be dealt with on the next Ranger visit had been discussed under item 5 – public participation

8.2     St. Andrews School had requested support under the Parish Partnership Scheme for speed signs on the Holt Road outside the School.  This was discussed, but it was felt that it would not be of enough benefit to all of the parish.  The Clerk was asked to reply in the negative.

  1. Finance and Regulatory Matters

9.1     The bank reconciliation was approved and signed by the Chairman

9.2     The list of payments was approved and signed by the Chairman

9.3     The list of Actuals against Budget to date was received and signed by the Chairman

9.4.1 Disclosable Pecuniary Interests

This was discussed and it was proposed, seconded and resolved that Standing Order 13(b) would be amended to read “Unless he has been granted a dispensation, a councillor or non-councillor with voting rights shall not participate in a discussion or vote on a matter in which he has a disclosable pecuniary interest”.

9.4.2  Other Interests

This was discussed and it and was proposed, seconded and resolved that Standing Order 13(c ) be amended to read “Where a matter arises at a meeting in which a councillor with voting rights has “another interest” he shall declare that interest at a meeting”.  The Clerk was asked to check the Declaration of Interest Forms on the NNDC website were up to date.

9.4.3 Code of Conduct

It was proposed, seconded and resolved that the Parish Council adopt the NALC Code of Conduct in place of the current Code of Conduct and amend clauses 10, 11, 12, 13 and 14 of that Code in line with items 9.4.1 and 9.4.2 above.

District Clr. Sarah Butokifer left the meeting

9.5     Review of General Purposes Committee Terms of Reference

It was agreed to retain the General Purposes Committee and amend the Terms of Reference as follows.

It was agreed to omit “Remit” under the current Terms of Reference.

Under “Powers” it was agreed to delete “Aylmartune” as no-one could be found to produce the newsletter, and “APC website”, as that was under the Clerk’s  terms of employment and to add “allotments” and “grasscutting”.

Under “Membership” it was agreed to amend to “The GPC shall consist of at least one Parish councillor.  The GPC shall number not less than four members.”

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Under “Meetings” it was agreed to delete the number “two” required for a quorum and substitute “three”.  It was agreed to hold at least one meeting per annum.

Under “Finance” it was agreed that the GPC would be able to spend up to £100 without reference to the Parish Council, but over that amount would need to be approved by the full Parish Council.

Under “Reporting” it was agreed that the Committee should submit a report on its activities at each meeting of the full Parish Council

The Clerk was asked to prepare new draft Terms of Reference for the next meeting.

It was proposed and seconded that Clr. S. Morris would chair the Committee and he was duly appointed.

  1. Clerk’s Training Agreement

The Clerk read out the Training Agreement with Norfolk Parish Training and Support which was approved.  It was agreed that Clr. S. Morris would be the required mentor for CiLCA training course.

Clr. John Lynes felt unwell and left the meeting

  1. Allotments

A letter from The National Trust was read out to the meeting by the Clerk.  The rent had been increased and it was agreed that the Parish Council would absorb the increase this year and not increase the rent to the tenants.  The rents could be looked at again next year.  The Trust had received a complaint from a neighbour, but had checked the site and were happy with the management.  The Clerk/Allotment Officer was dealing with the neighbour in the ongoing complaint.  Clr. Morris asked to attend the meetings with the Allotment Association and the complainant as the General Purposes Committee would be dealing with the allotments.

11.2   There had been a request from outside the Parish (Felbrigg) for an allotment plot.  The Clerk confirmed that Felbrigg had no allotments and the plot had been advertised on the website for some time.  It was agreed that the plot could be let on a yearly tenancy and the Clerk agreed to insert a clause in the Agreement allowing for notice to be given if the plot was required by a parishioner.

  1. Village Pond

12.1   The Parish Partnership grant offer terms were read out by the Clerk.  It was agreed that these be accepted and the offer was signed by the Chairman and Clerk.

12.2   The Pond Report was read out by Clr. T. Williams, a copy of which is annexed to these Minutes.

The Clerk read out an email from Came & Co, insurance brokers, confirming the Pond Restoration Group would not be covered by the Parish Council insurance. It was confirmed that the Pond Group members would work as volunteers for the PC.  The transfer of grant money from the PRG to the PC to purchase materials for the boardwalk and pond dipping platform was discussed and the Clerk confirmed that if

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 the AONB approved the transfer she would be happy holding the money on behalf of PRG. PRG would approach AONB. Due to time constraints, the Parish Council approved the spending of the grant money (if it was held in Parish Council accounts), for the purchase of materials needed for the above work.

  1. Other Projects

13.1   An update on the War Memorial work would be put on the next meeting’s Agenda

13.2   The Clerk explained there had not been an increase in payment for looking after the bus shelter for some years and suggested £120 per annum (excluding the cost of plants) from £100. This was approved and all agreed it was very good value for money!

Mrs. P. Arnold had asked that the fascia board on the bus shelter be replaced and it was agreed this would be looked into.

  1. Correspondence

There had been no additional correspondence to that listed on the Agenda and circulated as follows:

NNDC – copy TPO for High Kelling
NCC – copy Traffic Restriction Order 2.6.16 Runton Parish
Norfolk Coast Partnership Conference invitation
NCC – invitation to Devolution Briefing
CAN – invitation to AGM with Agenda
NCC – Parish Partnership Scheme (to be repeated 2016-17)
RTPI – Invitation to Annual Conference for Councillors
Hopkins Homes Annual Report
Anglian Water – News re private pumping stations
NNDC – Invitation to apply for Big Society funding

The Clerk was asked to put the Anglian Water letter re pumping stations on the website for information.

  1. Second Public Participation (as item 5 of Agenda)

A member of the public asked if the Parish Councillors “other interests” could be listed as a footnote on the Agendas of meetings as it appeared to be confusing as to who was in which organisation.  This was agreed.

A member of the public asked for a list of proposed exception housing sites.  Further discussion on this took place.

  1. Matters for Information Only or Next Agenda

A rota for the grass cutting was discussed and the Chairman agreed to draw this up and circulate to all concerned.  The Clerk confirmed the grass cutter was not insured for use on the road. Expenses for the grass cutter were discussed and it was agreed that the fuel costs would be shared between the Church, Parish Council and Village Hall Committee in rotation.

  1. It was agreed that the Parish Council Meetings for the next year would continue as before, bi-monthly on the second Tuesday of the month.

The next meeting would be Tuesday 13th September 2016

The meeting closed at 10.05pm

17 Reports to Minutes July

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Page 190

 Minutes of the Annual Meeting of Aylmerton Parish Council held on 10th May 2016

 Present:   Chairman Clr. K. Rounce, Vice Chairman Clr. J.P. Lynes,Clr. P. Fisher, Clr. J.                           Lynes, Clr. G. Medler, Cllr S. Morris, Clr. T. Williams

PCSO Allison Holmes
Clerk: Mrs Sarah Hayden
3 members of the public

The Chairman opened the meeting at 7.30pm

  1. Clr. K. Rounce stated he was prepared to stand as Chairman again. There were no other nominations and it was proposed, seconded and agreed that he be elected Chairman.  The Declaration of Acceptance was signed
  1. Clr. J. P. Lynes stated that he was prepared to stand as Vice Chairman again.  There were no other nominations and it was proposed seconded and agreed that he be elected Vice-Chairman.

3       Apologies

Apologies had been received from County Clr. M. Baker and District Clr. S. Butikofer

  1. Declarations of Interest

All except one councillor (Clr Medler) declared an interest as members of the newly revived Pond Reclamation Group.  It was agreed to deal with item 14.1 agreement of the Parish Partnership offer when the Clerk had taken further advice 

  1. Minutes of the Parish Council Ordinary Meeting held on 8th March 2016 and Extraordinary Meeting of 12th April 2016 

The minutes of the meeting were approved subject to amendment to the reason Clr. Medler was not in attendance (working) and the addition of Clr. Williams being present. They were amended and signed by the Chairman as a true record.

The minutes of the Extraordinary Meeting were approved and signed by the Chairman.

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  1. Matters Arising

It was agreed that a second item for public participation would be inserted in the Agenda of the July meeting after “Other Projects”.  It had not been included in the Agenda for this meeting due to it being the Annual Meeting with a very full Agenda.

  1. Public Participation

There were no questions or comments

  1. Reports

8.1    PSCS Allison Holmes read out her report, a copy of which is attached these minutes. She also stated that the public were welcome at the SNAP meetings.  There had been no news on the damage to the sign base. Clr. Morris had taken part in an interview on that subject for Radio Norfolk, but it had not produced any leads and PCSO Holmes asked if anyone knew anything, could they please let her know.

8.2    Clr. Butikofer had reported by email that the A148 would be discussed by the Overview and Scrutiny Committee at 9.30am pm 18th May and if anyone wished to attend, it was open to the public.

She had also confirmed that her surgeries would commence on the first Sunday of June in the Village Hall at 6.30pm and continue on the first Sunday of the month every month

Planning

9.1    No planning applications had been received

9.2    There was nothing to add since the last meeting.

  1. Highways and Transportation

10.1  The Rangers had been asked to repair potholes at the Lion’s Mouth and also to repair the fence at the side of the pond.

10.2  Mr. Q. Barker of NCC had attended the pond, although there was no further news on the flooding

  1. Finance and Regulatory Matters

It was confirmed by the Clerk that the internal auditor had approved and signed the Annual Audit Report.

11.1  Part 1 of the Annual Return, the Annual Governance Statement, was read out to and approved by the Council and signed by the Chairman and Clerk.  Part 2

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of the Annual Return, the Accounting Statements 2015/16 was read out to and approved by the Council and signed by the Chairman and Clerk.

11.2  The end of year bank reconciliation was considered as part of the Annual Return.

11.3  It was agreed to appoint Mr. Stuart Meakin as internal auditor for 2016-17 at the same rate as 2015-16.

11.4  The list of payments was approved and signed by the Chairman

11.5  The list of Actuals against Budget to date was received and signed by the Chairman

11.6  The Clerk report that the insurance policy was in a three year agreement and the premium had increased very slightly.  It was therefore agreed that the insurance policy be renewed under the agreement.

11.7  To approve and adopt the NALC recommended Code of Conduct and amend Standing Orders accordingly

The Code of Conduct/Standing Orders were discussed and it was decided that councillors would take further time to read through the documents, before deciding on the approval/adoption at the next meeting.

 

11.8  To review Standing Order, Financial Regulations and any other policy document

It was requested that the Terms of Reference of the General Purposes Committee be reviewed at the next meeting, otherwise no changes other than those pending under 11.7 above were requested.

  1. To discuss support for North Norfolk Town & Parish Forum

The request by the Town & Parish Forum for support for Second Homes Council Tax to be paid direct to Town & Parish Councils was discussed.  It was decided to reply to the effect that more details would be needed, such as figures, etc., before any decision could be made on support.  The request for support for the aims of the Forum was to be replied to in the affirmative and that the Council were sympathetic to the aims of the Forum.

  1. Allotments Update

Notes of a meeting by the Clerk with the Aylmerton Allotment Association on 2nd April 2016 were read out by the Clerk.  Members had signed authorities for the Chairperson to discuss the matters relating to their plots.  The planting of a hedge on the south side had been discussed, but this was agreed as not practical for maintenance reasons.  The brambles growing through the neighbour’s sheep netting fence had been sprayed.  Green netting had been

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discussed as a wind break for individual plots with wind problems.  The Clerk had agreed to try and obtain some suitable rubble for the filling holes in the track and Mr. Cooper had agreed to scrape the top of the track to the allotments so that cars would be more easily able to access the allotments.  A section of plot 8 had been retained for future car parking if needed. The water supply had been discussed, but would probably cost approx.. £3,000 to lay and would cause disruption to the right of way to Bluebell Farm. Consent would be needed from the NT as landlord. As only three tenants had requested this, other solutions had been discussed and were ongoing. The AAA had asked what the policy was regarding barbecues and parties and the Clerk had confirmed that the tenancy agreements were for “allotment gardens” (defined in law) and there was no provision for them.

The Chairman asked that provision be made in future Agendas for discussion on all items where reports were given.

  1. Village Pond

14.1 This item was postponed until the next meeting

14.2  Clr. T. Williams read out his report on the pond, a copy of which is attached to these minutes

  1. Other Projects

15.1  No update was available

15.2  There was no further news on Broadband

  1. Correspondence was as Appendix
  1. Matter for information only or next Agenda

None other than those discussed during the meeting

  1. The next meeting would be 12th July 2016. The Chairman informed the meeting that dates for the rest of the year may have to be changed due to his possible new working patterns.

The meeting was closed at 9.13pm

16 Reports to Minutes May

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Page 189 

Minutes of the Extraordinary Meeting of Aylmerton Parish Council

held on 12th April 2016 

Present:

Chairman Cllr. K. Rounce, Vice Chairman Cllr. J.P. Lynes, Cllr. P. Fisher,Cllr. J. Lynes, Cllr. G. Medler, Cllr S. Morris, Cllr. T. Williams

Clerk Mrs Sarah Hayden

The Chairman opened the meeting at 8.05pm

1       Apologies

None

  1. Declarations of Interest

It was agreed by the Chairman that as the financial contribution of the Parish Council only was to be discussed under item 3, members having a (declared) interest under section 30(3) of the Localism Act 2011 Appendix B (member of a body exercising functions of a public nature) would be allowed to speak.

  1. To discuss and agree a contribution to the purchase of grass mower jointly with the Village Hall and Parochial Church Council and the amount to be contributed thereto

The Chairman had been in informal discussions with the PCC and Village Hall in connection with the grass mowers used in the village for the grass path around the pond, the Churchyard and the playing field. The Chairman of the Village Hall had been looking for suitable ride-on mower for some time and the Village Hall had purchased a 9’ x 7’ container for storage of that and other items.  This was to be cladded to avoid condensation. He had found a suitable ride-on mower as a “trade in” at Anglia Mowers due, to be priced at between £1,500 – £2,000.  The Parish Council had been approached to contribute or fund the purchase jointly with the PCC and Village Hall.  It had been discussed that the Village Hall and PCC could contribute, say, £500 each over time. It had been suggested that as the Parish Council usually made a donation each year, (that expected for the 2015-16 year being £250 to the Village Hall and £150 to St. Johns Church) it could be agreed that those donations were not made for a period of, say, two years and that sum of £400 per year could be put towards the cost of the mower. Discussion followed in connection with insurance and operating the mower.  Maintenance was also discussed, which could be shared between the three bodies. The sum in cash reserves of the Parish Council was discussed and it was agreed in principle that the Parish Council could offer to purchase and own the mower (in order to include the insurance cover in its policy), as the purchase would be of benefit to the whole village and foster good relations in the parish.

The meeting closed at 8.50pm

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Minutes of the Annual Parish Meeting

Held on 12th April 2016

 Present:  Chairman Cllr. K. Rounce, Vice Chairman Cllr. J.P. Lynes, Cllr. P. Fisher, Clr. J. Lynes, , Clr. G. Medler,  Cllr S. Morris, Clr. T. Williams

District Cllr. S. Butikofer

Clerk Mrs Sarah Hayden

J. Rampling, Esq. (Village Hall)

2 members of the public

The Chairman opened the meeting at 7.30pm

Apologies had been received from PCSO Allison Holmes

  1. Minutes of the Annual Parish Meeting held on 21st April 2015

The minutes were approved and signed by the Chairman as a true record

  1. Community Reports

As Mr. J. Rampling has another pressing commitment, he kindly read out the Village Hall report at this point, (a copy of which is attached these Minutes), before having to leave the meeting. He was thanked by the Chairman.

  1. Matters Arising 

There were no matters arising from item 1

  1. Chairman’s Report

The Chairman of the Parish Council read out his report.  A copy is attached to these Minutes.

  1. Community Report continued

4.1    The Chairman read out the report from PCSO Allison Holmes, outlining the new Police Surgery arrangements.  A copy is attached to these Minutes.

4.2    There was no report from St. John’s Parish Church, but the Chairman read out an update email on the Exception Housing situation.  A copy is attached to these Minutes. A discussion followed on infrastructure costs in connection with a new substation and drainage, although this had not been seen to be a problem by NNDC.

4.3    Cllr Butikofer reported that since she had started in her post, she had dealt with 38 letters, 23 ‘phone calls and 12 house calls, all being initial contacts only.  She had dealt with a wide variety of queries, mainly in connection with the pond (information requested on what was happening), trees, housing and planning.  In connection with Broadband. Cllr Butikofer was still waiting to hear when improvements would come to the south side of the main road, but  Sandy Lane was closed at the moment to bring cables up from West Runton.

It was confirmed that surgeries would be starting monthly from May – details to follow.

  1. Electors’ Questions and Comments

A member of the public asked whether the public participation at Parish Council meetings could be later in the agenda, so that the public could speakt at a different point during the meeting. It was explained that members of the public could speaking during a meeting, with the permission of the Chairman. It was agreed that a second time for public participation could be put into the Agendas before “Any other matters for information only or next Agenda”.  It was also mentioned that it would be helpful if reports and more information relating to matters in the Agenda could be published with the Agenda, but it was explained that reports may not be available at the time of publishing, although they had to be published on the website after the meeting, with the draft Minutes and that more often than not, there would be background correspondence relating the such matters that would be too voluminous to publish.  The Chairman mentioned that all Parish Councillors would be pleased to discuss any matter the parishioners would like information on.

The Chairman thanked all for attending and the meeting closed at 7.55pm

14 Chairman Report April 2016

14 V. Hall Report

14 Police report

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Page 182

 Minutes of the Meeting of Aylmerton Parish Council

held on 8th March 2016

 Present:

Chairman Cllr. K. Rounce, Vice Chairman Cllr. J.P. Lynes, Cllr. P. Fisher, Cllr S. Morris

District Cllr. S. Butikofer,  PCSO Allison Holmes
Clerk Mrs Sarah Hayden
6 members of the public

The Chairman opened the meeting at 7.30pm

1       Apologies

Apologies had been received from Clr. J. Lynes, Clr. G. Medler (both vehicle breakdown), and County Clr. M.Baker

  1. Declarations of Interest

Clr T. Williams declared an interest re allotments

3.  Minutes of the Parish Council Meeting held on 12th January 2016 

The minutes were approved and signed by the Chairman as a true record

  1. Matters Arising

In connection with a defibrillator grant from British Heart Foundation, the Clerk confirmed that the grant applications window had closed

  1. Public Participation

A member of the public asked whether the broken fence strut by the pond had been mentioned to highways to be repaired, which it had, but it was not certain that the part needed for repair was in stock.

It was stated that there were potholes along the Lions Mouth that needed repairing and District Clr Butikofer confirmed she had written to Highways to asked for them to be repaired.  There was a discussion on the state of the roads and the Clerk confirmed she would ask highways to deal with both repairs.

Regarding Aylmatune, John Rampling asked if someone could be found to  over responsibility for this as he was not able to continue due to family commitments.  He would deal with one more issue, but that would have to be the last.  He confirmed that Richard Mickelburgh had the software and was willing to continue dealing with the printing.  The Chairman thanked him for all

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 the work he and Richard had put in to produce the Newsletter in the past.  A short discussion followed on the difficulty of getting someone to take over.

  1. Reports

6.1    PCSO Allison Holmes read her report, a copy of which is annexed to these minutes

6.2    None received from County Councillor M. Baker.

District Councillor Butikofer reported that her Newsletter, Focus, was on its way. Following the budget discussion NNDC would not be increasing Council Tax, although the NCC was.  Regarding devolution, the Norfolk only/Norfolk and Suffolk bids had been rejected and the Norfolk/Suffolk/Cambridgeshire bid had been submitted, although it may not be “on the table” for the Budget.   In connection with the Boundary Review, the District areas covered by the District Councillors was being looked at.  There are anomalies in size at present, so there may be changes

7,      Planning

7.1    PF/16/0130 Variation of Condition 2 of planning permission ref: 12/0606 to permit revision of design – Common Farm, Sustead Road, Lower Gresham – the Clerk confirmed there was no objection by the Parish Council.

PF/15/1713 Increase in caravan pitches at Church Farmhouse, Lower Gresham – the decision by NNDC was refusal.

7.2    The circulated email from NALC in support of a Petition to give Parish Councils the right to appeal planning decision was discussed and the Clerk confirmed that the Petition could only be signed individually.  Planning applications and comments by the Parish Council were discussed and the Clerk confirmed that only “material planning considerations” should be used in commenting – these were explained in the NNDC planning section of their website.  It was noted that planning applications would be sent out on-line to Parish Councils, which may give Counsellors more time for consideration than the current hard copy method.  The Clerk explained that an extension of time can be requested for observations.

7.3    The Chairman read out the email from NNDC in connection with Exception Housing and the infrastructure costs.  An example of a previous proposed development at The Street was a cost of £650,000 over building costs for demolition of existing buildings, access costs, etc., including electricity sub-station costs of £140,000.  The general infrastructure in the village was discussed, including that it was worrying that the electricity sub-station was at near maximum capacity. Clr. Butikofer had been approached by Elaine Ferguson of NNDC who had offered to give a talk in the village on exception housing and it was decided to accept her invitation and see if she was available to speak at the Annual Parish Meeting.

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  1. Highways & Transportation

8.1    It was confirmed that the visit by rangers was during the week commencing 7th March and they had been asked to repair the grass at the Cross, but were not able to, due to it being an historic monument.

The rangers had also been asked to clean the gulleys in Tower Lane and they had replied that they had been checked as clear.

8.2    The Clerk was requested to ask the rangers:

(a)          to clear the gulley 100m south of the Sexton’s Lodge;

(b)          to clear the gulley to the pond and drain from the gulley.

  1. Finance and Regulatory Matters

9.1    Two cheques to be signed at this meeting had been added to the List of Payments – £114 in payment of rent to Aylmerton Village Hall and £20 to Community Action Norfolk (subscription).  One cheque was added that would be paid before the next meeting – £35 to the Information Commissioner’s Office (annual payment) and the list was then approved and signed by the Chairman

9.2    The List of Actuals against Budget was approved and then signed by the Chairman

9.3    A bank reconciliation had been prepared to 29 February 2016 and this was read out by the Chairman and signed by him and the Clerk.

  1. Allotments

The Clerk thanked Clrs John Lynes, Johnny Lynes and Greg Medler for repairs to the gate on the allotments and removal of barbed wire.  It was reported that there were new tenants for Plot 8 which had been divided into three plots, with a small car parking space being left if required.  Consent had been given for one shed for a new tenant, as a precedent was already set with existing sheds on the allotments.  Plot 7 had been divided into two and one had been let.  Plot 9 had also been let.  There was therefore one plot available for rent (Plot 7a).

Clr Fisher raised a query regarding access to the allotments from the houses surrounding the plots, but as this was not on the Agenda to be discussed, the Clerk confirmed that to discuss the matter would require further interests to be declared and correct procedure to be followed, so should be put on the Agenda for the next meeting if required. She offered to research the matter in the meantime.

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  1. Village Pond

Clr. T. Williams read out his report on the pond project, a copy of which is attached to these minutes.

It was confirmed that the Parish Council had not heard in reply to the Parish Partnership bid, although the Norfolk CC budget meeting had only taken place recently, so a reply was expected imminently.

The path around the pond was discussed. The landowner’s agent had requested that the path be moved closer to the edge of the pond (letter and diagram was shown). This would be done and other areas improved to make up for the loss of ground. Consent had been given for the reed bed work to be done.

Funding for the pond was discussed.  Clr. Williams explained that the Parish Council was unable to apply for some grants for the pond where Parish Councils were excluded.  It was confirmed that the original Pond Reclamation Group was still in existence, although the Parish Council held the Licence for the Pond and also insured it. Pond maintenance is carried out by the General Purpose Committee for the Parish Council. Clr. Williams estimated that £2,000 would be needed to continue with planned work. This was discussed and the Chairman allowed members of the public to speak on this subject.  It was then proposed and resolved that the Pond Reclamation Group continue as a fund raising group and the Parish Council continue to deal with maintenance and purchasing of items needed for maintenance. The Clerk agreed that as long as the body giving any grant consented in writing to that arrangement, she would be happy to accept the funding raised by the Pond Reclamation Group to be transferred to the Parish Council bank account.

  1. Other Projects

12.1  It was confirmed that the General Purpose Committee would be applying for a grant from the War Memorial Trust for the new handrail and steps.

12.2  Clr. Butokifer explained there would be a Broadband map in “Focus” showing how close one would need to be to the upgraded cabinet to receive Broadband at the present time. This should be improved slightly south of the A148.  She confirmed that she was still fighting for a new cabinet.

  1. Correspondence

Clr. Butokifer asked to speak and said she had received a letter, which she hoped the Parish Council had received, in connection with the NNDC birthday party in celebration of the Queen’s 90th birthday, for residents over the age of 85.  If anyone was interested, or knew anyone interested, they could contact her and she would look after the arrangements.

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 There was no further correspondence other than that listed in the Appendix to Agenda and circulated

  1. Matters for Information Only or Next Agenda

The Clerk advised that the Parish Council’s staging date for pensions would be 1st February 2017, as advised by the Pensions Regulator.

The Clerk advised that Community Action Norfolk (successor to the old Norfolk Rural Community Council) had authorised the release of the sum held in the Parish Council reserves for the Parish Plan, to be used for the purchase of a gate from the Playing Field and any money remaining to be used for the purchase of a bench.  It was explained that these grant funds were originally for the preparation of a Parish Plan and under the original grant conditions should be returned if not used for that purpose.  The Parish Plan had not been completed as the projects to be dealt with under that partially completed plan had all been more or less completed, the last being the village sign.  The funds did not belong to the Parish Council and a separate steering group had been set up for the project.  CAN were prepared to release these funds provided they were used in connection with projects resulting from the original survey carried out, or a new survey/consultation with the village.

The Chairman allowed members of the public who had been involved with the original project to speak at this point, in connection the original survey and this was discussed.

  1. The date for the Annual Parish Meeting was set for 7.30pm on 12th April 2016 provided the Village Hall was available.

The meeting closed at 10.05pm

The date of the next meeting would be Tuesday 10th May 2016

3 Finance for Mar meeting

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Page 178

Minutes of the Meeting of Aylmerton Parish Council

held on 12th January 2016 

Present:  Chairman Cllr. K. Rounce, Vice Chairman Cllr. J.P. Lynes, Cllr. P. Fisher,
Cllr. J.R. Lynes, Cllr. G. Medler,Cllr S. Morris
District Cllr. S. Butikofer
Clerk Mrs Sarah Hayden
3 members of the public

1       Apologies

Apologies had been received from Clr. T. Williams (on holiday), County Clr. M.Baker and PCSO A. Holmes

  1. Declarations of Interest

Clr John Lynes declared an interest in item 7.2 as he had done work on the site in the past.

Clrs. S. Morris and G. Medler declared an interest re item 10.3 if donations were to be considered for the Village Hall as they were members of the Committee 

  1. Minutes of the Parish Council Meeting held on 10th November 2015

 Clr Fisher pointed out that that minute 10.4 stated the Parish Council owned the mower and in fact the Village Hall owned it. The minutes should be altered to read “…it was discussed whether the Village Hall’s mower ….”

Otherwise the minutes were approved as a true record.

  1. Matters Arising

The Clerk confirmed that in connection with grants from the War Memorial Trust, two quotes would be needed to submit to them.

  1. Public Participation

A member of the public asked in connection with planning application PF/15/1490 in the appendix to the Agenda, what condition 5 was.  Clr Morris explained that he understood it to be the use of materials that were environmentally friendly.

  1. Reports

6.1    The Chairman read the report received from PCSO Alison Holmes, a copy of which is annexed to these minutes

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6.2    District Councillor Butikofer reported that there had been an accident on the corner of Park Road/School Lane the previous Friday. She had asked for a report and if it was to do with flooding on the corner, we would need to deal with it.

In connection with Broadband, there was to be a second box installed in Sandy Lane.  There should be a second box in the village on the other side of the main road, but Clr. Butokifer had been told there may be problems with going over the main road, i.e. digging it up, but she would follow this up and find out what was to happen.  The signal should improve for all the village, but she had voiced discontent that it was not up to standard.  Clr Butokifer said the voucher scheme was still in place and she would visit all those concerned.

In view of the fatality at High Kelling, Clr. Butokifer would be calling for a review of the whole of the A148.  Regarding her regular newsletter, it was in the process of being prepared and sent out.  It was reported that there was a District and Parliamentary Review due, but most of the work was dealt with by NNDC.  Clr. Butokifer had met with Sheila Oxtoby in connection with that, who thought that there may be changes to the MP’s boundaries, but not the District Council boundaries.

There was no further news re.devolution and the present situation would continue until the report at the end of June.  There were further proposals in connection with that, one of which was a full merger, (but not of the elected members), and there were lots of options “on the table”.

Clr. Butokifer confirmed she had spoken to Highways about the flag for the bus stop, as it was their responsibility.

7,      Planning

The Clerk confirmed that PF/15/1386 Conversion of 31 grass pitches to stone finish hardstanding – Camping and Caravan Club Holgate Lane was due to be put before the Development Committee on the following Thursday and Clr Morris would attend and represent the Parish Council. The AONB group would also attend.  Clr. Butokifer confirmed she would be attending. There was a short discussion on the effects of extra traffic, speeding and causes of accidents on the A148.

7.1    The Clerk read out the observations and comments of the Parish Council on the planning applications listed in the Appendix to the Agenda, together with the decisions reached by NNDC.

7.2    Cllr John Lines took no part in the discussion of this application

The increase in traffic caused by application PF/15/1713 Increase of caravan pitches at Church Farmhouse, Cromer Road, Lower Gresham was discussed and it was agreed that it may cause problems at the A148 Roman Camp

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junction and through The Street.  The Clerk was asked to contact NNDC planning department with the Parish Council’s comments if possible although it was not a consultee.

  1. Affordable Housing

The comments on the visit to the village sites had been received from NNDC although this was an informal letter, not a report, which would have to be paid for.  The question of infrastructure was raised, including power.  Some sites were not suitable and development would depend upon a landowner agreeing to sell.  It was agreed not to move forward on possible suitable sites unless NNDC approached the village with firm proposals on a suitable site, with no infrastructure problems.

  1. Highways & Transportation

It was confirmed that the potholes had been repaired as requested on the last visit of the rangers.

The Clerk reported that the next visit would be 7th March and any work to be done had to be requested by 4th February.

  1. Finance and Regulatory Matters

10.1  The List of Payments was approved and then signed by the Chairman

10.2  The List of Actuals against Budget was approved and then signed by the Chairman

10.3  It was noted that the Village Hall had received a donation earlier in the year and therefore Clrs. Morris and Medler were able to take part in this discussion. As the Parish Council still held their General Power of Competance until the next Annual Meeting, the Clerk advised they had the freedom to donate as an individual would. From the budget, there remained a sum of £260 for donations, less £45 for the wreath, due to be paid shortly.  After discussion it was resolved to donate £50 to Citizens Advice, £50 to The Norfolk Hospice Tapping House, £50 to the East Anglia Air Ambulance and £50 to Age UK, all of whom may benefit the parish.

10.4 The Clerk explained that although in 2017-18 the Parish Council would not need to submit an annual return to external auditors, they would need to appoint auditors in case of queries.  The Parish Council could use the new sector led company set up to appoint auditors and set audit fees for smaller authorities or could opt out.  This was discussed and it was resolved to use the new company  

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  1. Allotments

The Clerk reported that the gate needed repair and some barbed wire needed removing.  It was agreed that the counsellors would fix a date and deal with these matters themselves.  The Clerk would contact the tenants concerned and inform them of the date of the work to be done.  There was one allotment available to rent and it had been advertised in Aylmatune and on the Parish Council’s website, resulting in two interested people and discussions were ongoing at the present time.

  1. Village Pond

Clr Williams had dealt with the Parish Partnership bid and a reply was awaited.  The Clerk had written to the landowner’s agent to ask if the path could be left in the position it was already in, rather than being moved next to the edge of the pond as requested.  New bat boxes had been put up.

  1. Other Projects

13.1  There was no further news on the War Memorial project.

13.2  The broadband update had been dealt with under item 6.2 by District Clr. Butikofer

  1. There was no further correspondence other than that listed in the Appendix to Agenda and circulated
  1. Matters for Information Only or Next Agenda

The Clerk informed the Council, as required, that she would be opting out of the Pension Plan.

Clr Morris had completed the Asset/Safety Inspection and there was nothing of high priority to deal with. This was presented for information and had been circulated.

There was a sum held in the accounts for a Parish Plan and this would be put on the Agenda for the next meeting, for discussion

The meeting closed at 8.55pm

The date of the next meeting would be Tuesday 8th March 2016

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 Minutes of the Meeting of Aylmerton Parish Council held

on 10th November 2015

 Present:

Chairman Cllr. K. Rounce, Vice Chairman Cllr. J.P. Lynes, Cllr. P. Fisher, Cllr. J.R. Lynes, Cllr. G. Medler,Cllr S. Morris, Cllr T. Williams
Clerk Mrs Sarah Hayden
District Cllr. S. Butikofer, County Cllr. M. Baker
7 members of the public

  1. Minutes of the Parish Council Meeting held on 14 July 2015

It was agreed that the minutes of the Parish Council meeting held on 8th September and 27th October 2015 be approved as a true record.  The minutes were signed by the Chairman.

  1. Apologies for absence

Apologies were noted from County Councillor M. Baker

3.  Declarations of Interest and Requests for Dispensations

Cllr Williams declared an interest in item 16

  1. Public Participation

Speeding – An email had been sent to the Clerk by a parishioner referring to speeding over 30mph on Sandy Lane and it was reported that this had been discussed with the Police.

Stump Cross – It was reported that there was a section of turf missing from the grass around the base of the Cross, which needed bringing to the attention of Highways.

 War Memorial Steps – Mr. R. Mickleborough reported that £1,500 would be needed to rebuild the steps to the Memorial and provide a handrail, in addition to a grant from the War Memorial Trust, if an application was approved by them.  It was agreed that this amount would be provided from the precept in 2016-17 and from reserves, as the steps were unsafe in their present condition and the rebuild should be a priority.  The War Memorial Trust would have to approve the builder and quote and the Parish Council may have to defer to them on the number of quotes obtained.

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  1. Police Matters 

An email had been received from PSCO Holmes regarding speeding through the village. Checks had been carried out at different times of the day which showed no breach of the speed limit in Church Road.  There is a long waiting list for the speed detection equipment, but Aylmerton is on that list.

District Cllr Butokifer had been present at a speed check in Church Road and had recorded 37mph.  Another Speedwatch was planned for Sandy Lane, Roman Camp and Church Road in the future.  The Chairman allowed the subject of speeding and vehicles going the wrong way on the one-way system along Sandy Lane to be discussed with the public

  1. Reports from District and County Councillors

There was no report from County Councillor Baker

District Councillor Butokifer reported that she had inspected the signage on Sandy Lane, would arrange for the Japanese Knotweed to be treated and also arrange for the leaning tree to be removed.  She reported that she had been asked to hold surgeries once a month and this was discussed.  The Parish Council suggested that it could be tried out for a trial period.  Councillor Butokifer said she had asked for a copy of the report concerning NNDC shared services of the Chief Executive and Chief Finance Officer, which would be presented in December.

 7. Planning Matters

      7.1  Planning Applications

PF/15/1386 Conversion of 31 grass pitches to stone finish hardstandings and extension of internal site access road to provide all weather site access at Camping and Caravanning Club, Holgate Lane, West Runton

Clr Butokifer confirmed that she had asked for this application to be referred to the Planning Committee and she raised the issue of more traffic and this was discussed.  The effect of the road and hardstandings in an Area of Outstanding Natural Beauty next to the bridlepath was also discussed, together with the possibility of other surfaces.  The Parish Council unanimously objected to the application.

Two further planning applications had been received before the meeting but it was agreed that the Clerk would circulate these.

7.2  Planning Decisions

PF/15/1011  Erection of 1.95 metre fence Broad Acre, Holt Road – It was confirmed that this was permitted

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7.3  Other Planning Matters

PF/14/0925 – Erection of Wind Turbine, Pond Farm, Bodham – It was confirmed that an Appeal against refusal had been received by NNDC.  Additional comments could be sent to the Planning Inspectorate.

  1. Highways & Transportation

8.1       Highway Ranger visit – There was a pothole to be repaired on Church Road near the A148 and the Clerk was asked to bring this to the attention of the Highway Ranger.

8.2       There was no further update on the bus stop flag. It was thought that the bus company would usually supply them.

8.3       District Cllr. Butikofer – meeting with Highway Engineer – This was dealt with under item 6 above.

8.4       No other highway matters

  1. Finance & Regulatory Matters

9.1       List of payments – approved and signed by the Chairman

9.2       Actuals against Budget – received

9.3       Bank reconciliation – approved

9.4       Budget and Precept – The budget had been discussed at the meeting of 10th October and the figures as updated by Mrs. Janet Warner, the previous Clerk, were agreed. It was agreed to set the precept at £7,063.  This was signed as required by the Chairman, two councillors and the new Clerk.

9.5       It was agreed to appoint Cllr. Fisher to be responsible for highway matters.

9.6       Cllr. Morris reported all was in order in connection with Council owned assets and he would sent his report to the Clerk

9.7       It was agreed that a meeting with the new Clerk was not needed at the present time.

9.8       There were no other financial matters raised.

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 10.  Village Pond

10.1    Cllr Williams read out his report, a copy of which is attached to these minutes.

10.2  It was agreed to apply for Parish Partnership funding

10.3  The Tree Report was dealt with in the Report above

10.4  Cllr. Williams requested that the Aylmerton Pond Restoration Fund be used for petty cash for maintenance on the Pond and this was agreed.   There would be ongoing grass cutting and it was discussed whether the Village Hall’s mower could be used for that.

  1. Other Projects

11.1    Further funds were need to progress work at the Pill Box, although Mr. I. Ridgeway has offered to donate shutters for the windows.

11.2  The War Memorial had been dealt with above

11.3  There was no further news in connection with Broadband

11.4   There was not further news in connection with the bus shelter

11.5   The litter pick would be carried out as a “Clean for the Queen” project

  1. Reports from Councillors

It was reported that Cllr. Williams and Cllr. Rounce had attending the Standards Presentation at NNDC.  Cllr. Williams was due to attend the Footpaths Presentation at Kettlestone in January.

  1. Correspondence

This had been circulated to Councillors, but was quickly read out by the Clerk. No discussion followed.

  1. Any Other Business and Items to be Included on Next Agenda

None

  1. The date of the next meeting is 12th January 2015

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RESOLUTION UNDER THE PUBLIC BODIES (ADMISSION TO MEETINGS ACT 1960) TO EXCLUDE MEMBERS OF THE PUBLIC

The District Councillor and members of the public left the meeting

  1. Allotment Site

16.1    As agreed at the meeting of 27th October, the Clerk had drafted replies to correspondence from tenants and this was discussed and approved as drafted, to be sent out.

The meeting closed at 9.50pm

 

Aylmerton Pond Project – Progress Report

November 2015

 The only practical work done in the period is grass cutting, litter picking, some wild flower ‘gardening’ and species surveys, due largely to the lack of funds and the time of the year

  • Correspondence has been entered into with Mr Chris Harrison, Farm Manager for the owner, concerning the licence, see below
  • NNDC carried out a Tree Inspection and the owner’s agent has agreed to undertake the work required, following an approach from the new Parish Clerk
  • Work to estimate the cost of the reed bed filtration option, to deal with highway run-off, has been completed, leading to a financial commitment by the PC to bid for matched funding under the Parish Partnership Scheme/Fund 2015/16
  • Future work:
  • Moss, lichen & fungi survey is awaited by NT specialist
  • Nest/bat box building and installation (subject to funding)
  • Some limited growth control required of Willows at south end
  • Preparation of Parish Partnership Scheme bid
  • Alternative funding sources need to be identified and bids submitted
  • Current issues: – The current licence, including the provision for public ‘access and enjoyment’ was granted under the old set-aside arrangements. These rules are changing, resulting in the field to the western boundary being re-planted. It is unclear at present if this change well impact adversely on the terms of the licence. Clarification has been requested.

– All of the ear-marked funding has been used – further development is    limited without additional funding. The Parish Council is asked to provide an on-going ‘maintenance grant’, to cover miscellaneous expenditure

–  Detailed costings are required to support the Parish Partnership Scheme bid, this may require access to a small dinghy to undertake proper measurements

– A regular means of cutting the grass paths will need to be found for next year and beyond

– Dog-fouling continues to be a problem despite the display of advisory signs

Trevor Williams