WATLINGTON PARISH COUNCIL

Clerk :  Colin Vince, 17 Bure Close, Watlington, KING'S LYNN,  Norfolk PE33 0TN

DRAFT MINUTES

Minutes of the meeting of WATLINGTON PARISH COUNCIL held on 09 December 2002 at 7.30pm in Watlington Community School.

Present: Cllr Golding (who chaired the meeting in the absence of the Chairman), Cllrs Beaumont, Bush, Featherby, Harris, Leedell, Miller, Pike and Rockcliffe.

4 members of the public were present.

Apologies for absence: Cllrs Lacey and Toates. Borough Councillor J Ansell also sent his apologies.

DEC 02/1 Minutes of the last meeting held on Monday 4 November 2002

The minutes of the last meeting were agreed and signed as a correct record.

DEC 02/2 Matters Arising (Not on the agenda)

The new fence beside the Glebe Land and the Village Hall has now been completed.

Cllr Rockcliffe hoped to find time in the near future to cut away the post around the Village Pound.

The new footway light on the path from Church Road to the Village Hall has been installed, but not yet commissioned, in a slightly different location than indicated to the contractor. The council agreed to accept the altered location. It was also agreed that some overhanging branches near the new light needed to be cut back.

It was agreed that the report on the Recreation Ground presented by Cllrs Harris, Miller, Pike and Toates should be an agenda item for the next meeting. The Clerk reported that the order for sand was in hand, the contractor delaying delivery until a spell of dry weather.

Cllr Leedell requested a copy of the Recreation Ground Bylaws. Clerk to provide.

The replacement/new and noticeboards have been installed. The Council placed on record its appreciation of the quality of Cllr Beaumont’s workmanship in building the noticeboards.

The Christmas tree was due to be erected and lit in the next few days. Cllrs Rockcliffe, Beaumont and Pike would progress the groundwork and electrics, with Cllr Miller purchasing two new sets of lights at a cost of approximately £40 out of the budget agreed at the last meeting.

The Clerk reported a letter had been received from 24/7 stating that branches overhanging power cables reported to them would be cut back. Cllr Rockcliffe reported that it appeared that 24/7 would not be cutting back the branches overhanging from Mr J Pope’s land into Plough Lane.

Cllr Rockcliffe reported that that no action had been taken yet by NCC Highways regarding road markings outside the school as there are legal procedures that have to be met by NCC.

It was noted that although the blocked drain in Church Road had been cleared, it still was not able to clear the waste water flow and now NCC Highways have marked the road for an additional drain.

Cllr Beaumont agreed to collect the 50p peppercorn rent from the Sports & Social Club.

DEC 02/3 Financial Summary

The clerk reported a current account balance of £5110.66 and total funds of £6923.52. A year end balance of approximately £400 is currently forecast.

DEC 02/4 Payments

It was proposed by Cllr Leedell, seconded by Cllr Beaumont and approved by Council that the following payments be made:

DEC 02/5 District Audit Report 2000/2001

Council received the District Audit Report for 2000/2001. It was proposed by Cllr Rockcliffe, seconded by Cllr Leedell and agreed by Council that the 3 under listed payments were approved Council expenditure and that the payments now be formally recorded in the minutes:

It was proposed by Cllr Rockcliffe, seconded by Cllr Harris and agreed by Council that the Audit Report for 2000/2001 be accepted and that the District Audit be informed that issues raised in the report have been dealt with. Clerk to action.

DEC 02/6 Annual Audit 2001/2002

It was proposed by Cllr Beaumont, seconded by Cllr Rockcliffe and agreed by Council that the Annual Audit Report, which had been received with no issues arising, be accepted.

DEC 02/7 Edward Shouldham’s Charity.

Cllr Leedell reported that the rental period for the charity land should not be extended beyond a single year period to avoid tenancy rights issues. Council agreed that the tendering process should continue on a single year basis.

DEC 02/8 Representation on Village Hall Management Committee

Cllr Miller agreed to serve as the second Council representative on the Village Hall Management Committee.

DEC 02/9 Freedom of Information Act 2000

It was proposed by Cllr Harris, seconded by Cllr Leedell and agreed by Council that:

i) The Council acknowledges the duty placed upon it by the Freedom of Information Act 2000 to adopt and maintain a publication scheme. The Council resolves to adopt the Model Publication Scheme for local councils (Core Classes only).

ii) The scheme be published in ‘The Gossip’, on local noticeboards, and, when available, on the village web site, with a suitable introduction to the scheme, including setting out fees to be charged.

iii) The Clerk be responsible for maintaining the publication scheme, including producing the introduction statement.

iv) Fees are set to cover costs, subject to review at any time.

DEC 02/10 Race Relations (Amendment) Act 2000

It was proposed by Cllr Pike, seconded by Cllr Leedell and agreed by Council that:

The council acknowledges the duty placed upon it by the Race Relations (Amendment) Act 2000. Therefore the Council will, within its functions and policies, have due regard to the need to eliminate discrimination, promote equality of opportunity and promote racial equality between people of all different racial groups.

DEC 02/11 Planning Applications

The following recommendations were noted:

The following decision from BCKLWN was noted:

DEC 02/12 Skateboard Park

Cllr Pike reported on his weekly inspections, stating that there were no additional problems at the site, including no further damage to the hedge, though there is still hedge and litter debris.

It was agreed that the clerk should contact BCKLWN to get a correct form of wording to put on  liability notices at the site. Cllrs Pike and Beaumont agreed to seek costings on liability notices once the wording is available, which would need to be firmly secured to the equipment.

Cllr Rockcliffe reported he was trying to find lids for the waste drums and once these are available the additional drums will be put on site.

The Council noted that the equipment is now insured.

It was agreed that the clerk would obtain prices of suitable benches for the site and that it would be desirable to help the users have a sense of management for the Skateboard Park if they could agree through the Liaison Group to have a fund raising event to meet half the costs of the bench(es).

No action was taken on a letter from a parishioner regarding First Aid training and supervision as this was considered a matter for users.

Cllr Harris agreed to take over the weekly check for the month of December in place of Cllr Pike.

DEC 02/13 Grounds Maintenance Contract

The proposed Schedule of Works for the 2003 Grounds Maintenance Contract was agreed subject to a number of changes and decisions:

            It was agreed that herbicides should still be used on tarmaced paths.

The footpath list for use of herbicides should include Warren Close to Hawthorn Close, but would exclude those linking to Warrens Meadow and the Glebe Meadow path.

The frequency of cuts should reflect seasonal changes, being required at possibly 7 day intervals at times and less during drier spells. The clerk to suitably amend the schedule.

The area at John Davis Way needs to be correctly list as an open space.

It was then agreed that quotes should be sought for consideration at the January meeting.

DEC 02/14 Litter Collection and Dog Bins

The increased collection cost for dog bins was noted.

It was proposed by Cllr Rockcliffe, seconded by Cllr Beaumont and agreed by Council that a new dog litter collection bin be purchased for the Britton Close area. Clerk to action.

Councillors expressed their dissatisfaction with the service provided by BCKLWN for the emptying of general purpose litter bins. This was especially a problem at the Recreation Ground, where if bins were not full they would not be emptied and the Warren Close Play Area, where there is repeated non-collections. It was agreed that the clerk should contact BCKLWN to clarify the service and the pick-up arrangements, with a view to having a properly organised service.

DEC 02/15 Report on Footpaths and Play Area

Cllr Featherby reported that a good job had been made of clearing the trees overhanging the path between Station Road and Cecil Close.

Apart from items covered elsewhere on the agenda, there were no further reports.

DEC 02/16 Council Strimmer

It was agreed that the strimmer should be taken to ‘Lawnboy’ in Downham Market for a service assessment. Cllr Harris agreed to do this.

DEC 02/17 Millennium Green

Cllr Rockcliffe reported that a claim for additional funding would shortly to be lodged.

DEC 02/18 Community Projects Committee

It was agreed to form the new committee with the remit to consider proposals for community projects, either those generated by the Council or by other community groups where the council could be of help in funding or fund raising or where the projects would have on-going cost implications for the Council. It was noted that although the committee could co-opt members either for individual projects or as active longer term members, the ultimate decision on any project involving Council resources would lay with the full Council.

It was also agreed that the committee would review any smaller Council projects where quotes need to be sought to ensure a single wriiten specification for each project.

Cllrs Harris, Pike and Toates (previously indicated in a letter) agreed to serve on the committee. The clerk agreed to service the committee.

DEC 02/19 Highway Feasibility Study Downham Road/Church Road

The report from the clerk was received. It was noted that the feasibility study has been further delayed. Cllr Rockcliffe indicated that there was a very low possibility of the mini-roundabout or zebra crossing options going forward thought NCC. He further indicated that NCC might put in up to £2000 towards the flashing signs option and that if the council in the future decided to go ahead with this it would probably need funding through a loan.

The idea of a traffic island in the middle of the road was put forward by Cllr Golding and it was agreed that this should be considered by NCC. The clerk to write to NCC Planning & Transportation.

The Council agreed that in the short term any measures that would help reduce traffic speed in this area should be considered. It was therefore agreed that an item should be put in the ‘Gossip’ asking if residents would be prepared to have “Kill Your Speed” or equivalent notices in gardens, on display to drivers. The Council to consider funding the cost of these.

DEC 02/20 Feetham’s Corner

Cllr Featherby spoke of the footway problems at this corner. The Council noted that this was a long standing problem that was difficult to resolve. Council agreed that a letter should be written to NCC Planning & Transportation explaining the dangers to pedestrians especially those with a disability and that a letter should be sent to the adjacent property owner asking that the hedge be trimmed back on a regular basis. The clerk to action these items.

DEC 02/21 Meetings schedule 2003

It was agreed that at the next meeting on 28 January 2003 councillors would decide whether to bring forward meeting times to 7.00pm.

DEC 02/22 Correspondence for action(not otherwise dealt with)

DEC 02/23 Correspondence for information