Minutes of the meeting of Moulton Parish Council held at Moulton School on Monday 27^th July 2009 at 6.30 pm.

The meeting was also attended by the County Council representatives Mrs Lisa Chambers and PCSO Becky Simpson                                     

APOLOGIES FOR ABSENCE – Mrs Bev Culloden (absence excused due to holiday commitment).  Cllr R Dicker (completing his VAT return).

DECLARATION OF INTEREST – P Collin (26A The Street planning application – neighbour)

The Chairman welcomed Lisa Chambers and Becky Simpson

POLICE MATTERS

The PCSO advised that there had been no reported crimes in the parish since the last meeting.  The speeding of agricultural vehicles through Moulton had given cause for concern, and the matter had been raised with local farmers.

MINUTES

The minutes of the meetings held on 29^th June had been circulated to all members, and it was unanimously agreed that these should be signed as a correct record by the Chairman.

MATTERS ARISING

BT Pole Brookside – the Clerk had at last received a response to her letter regarding this pole, which was erected without any prior notification.  BT advised that they would not be prepared to re-site or remove the pole, which was required to provide an efficient and safe service to premises, which may be required now, or some time in future.  Although aware of the impact of this additional pole, there was a balance to be achieved between cost effectiveness, aesthetics and safety.  BT were of the opinion that the pole was sited on public land; the Clerk reported that she had asked the Highways Authority to confirm that this was in fact the case.

Moulton Parish sign – this had been ordered, but as the County Council was currently dealing with a 'crime wave' involving stolen signs (in excess of 400 signs stolen in this part of the county) and it was suggested that the installation was delayed for a while.

Bus Shelter – the Council authorised the purchase of new guttering.

COUNTY COUNCIL MATTERS

HIGHWAY MATTERS

Outstanding issues

Lark Hill was gritted/sanded a few weeks ago and then re-dressed completely last Thursday.

Over the course of the summer the County Council would be dealing with the sundry defects  identified during the November tour inspection.

It was reported that the long overdue repairs to the surface outside the cottages by the Packhorse Bridge, adjacent to Bridge Street had now been carried out.

Rural Footpaths – the possibility of carrying out an extra cut of the 2 verges in question to ensure that the surface was cut to a level suitable for pedestrians had not been approved by the Assistant Area Highways Engineer, despite the fact that this project had been considered a viable and worthwhile project by the County Council’s Community Involvement officers.  Mrs Lisa Chambers volunteered to make further enquiries regarding this project.

STREET LIGHTING – notes following the April SALC & EDG street lighting meeting had now been received and circulated.  It had been suggested that a conference may be held sometime in the autumn, if at that time there was continuing uncertainty over the G39 issues.

However, the result of the on-going consultations had demonstrated that the County Council was unwilling to back down and fund the G39 work in individual parishes, due to a lack of resources.  It was suggested that locality budgets could be used, but these were relatively small amounts, and this expenditure is determined by County Councillors.  EDF Energy will indirectly contribute via their underground and insulation programme where possible.

SUSTAINABLE TRANSPORT – Focus Group Barrow 8/7/2009 – the Chairman attended this meeting and reported that the County Council was keen to improve accessibility and sustainable transport solutions in rural areas.  To this end they were endeavouring to get more detailed information and hoped that the parishes would undertake community surveys.  However, the Chairman had indicated that Moulton would not wish to take part in the survey.  Currently the parish was well served for bus services.  The ongoing problems with incorrect timetabling and the failure of the bus companies to run the services promised 12 months ago, had now been resolved.

Bus Services in Moulton –  the Clerk advised that after a period of some 12 months the Transport Planners had at last accepted the need to withdraw bus services operating via Gazeley Hill, and all services will be re-routed, from September 2009 via Dalham Road, and will call at the St Peters Avenue stop, including the Burtons school bus, and the 225, 311 and 312 services.  Copies of the revised timetables had been passed to all councillors.

WASTE CORE STRATEGY – the Clerk reported that the final consultation document was now available and could be accessed at www.suffolk.gov.uk/Environment/MineralsAndWastePlanning/WastePlanning

It was anticipated that the Waste Strategy would be adopted in December 2010.

WASTE DISPOSAL – Cllr Lisa Chambers had just been appointed as the Portfolio Holder for Waste at Suffolk County Council, this role covering all aspects of waste disposal in the county.  SCC were committed to reducing the amount of waste produced in Suffolk, and wanted firstly to encourage residents to reduce, reuse or recycle waste.  Suffolk was one of the best counties for the amount of waste recycled, however some serious decisions would need to be taken regarding the waste that remains after all the reducing, reusing, and recycling had been done.  Currently the remainder was deposited in landfill, but this capacity was reducing and alternative measures needed to be found.  SCC had recently announced the 2 companies that would go forward into the next stage of the process to provide Suffolk’s future residual waste treatment facility. These are Sita UK Ltd and Veolia ES Aurora Ltd.  An Energy from Waste plant at Great Blakenham is the choice of both the short listed contractors, and was also the choice of the other companies bidding for the contract.

DISTRICT COUNCIL MATTERS

LOCAL GOVERNMENT REVIEW

The Clerk advised that there has been yet another delay in the review process following a successful legal challenge by Forest Heath & St Edmundsbury Councils. 

FESTIVAL OF CULTURE – the Clerks advised that this would take place on Saturday 26^th September at Newmarket Memorial Hall between 11am and 3pm.  This was a free event, to experience the taste of different cultures, including music, dance, food and other activities.

SANDBAGS – the failure of the District Council to support the Parish Council request for a supply of sand had been discussed with Mr Burnip. He was sympathetic to the Council’s position on this issue, and undertook to investigate the problem. Despite several reminders this matter had not been resolved.

SUMMER PLAY SESSIONS – these were taking place at Moulton Playing Fields on 23/7 and 13/8 between 11.30am and 1.00pm.

PARISH COUNCIL FORUMS – the minutes of the meeting held on 16^th June had been circulated and were acknowledged.  The Clerk advised that the next meeting would take place on Tuesday 13^th October 7pm – 9pm at the Red Lodge Millennium Centre, and any suggested topics for the agenda should be passed to the District Council by 14^th August.

OVERVIEW & SCRUTINY ANNUAL REPORT – the report for the period May 2008 to April 2009 was acknowledged.  Overview and scrutiny was introduced by the Local Government Act 2000 as part of an overall agenda to reform and modernise the way in which local authorities operate.  This committee does not deal with individual complaints, but reflects the voice and concerns of the public and its communities, scrutinises decisions and decision making, investigates matters of local concern, and ensures that the Council fulfils its duties relating to Best Value.

FOREST HEATH NEWS July/August -  following the failure to deliver previous editions to Moulton residents the distribution company had confirmed that its records for the parish had been updated.  The delivery of the July/August edition was due to commence on Monday 20 July and complete by 31 July. The District Council has asked for feedback should there still be areas of the village not covered by the distribution process.  The newsletter had been circulated in the village, although Moulton End residents had not yet received copies of the publication.

THE RURAL COFFEE CARAVAN – will be making another visit to Moulton on Wednesday 5^th August between 2pm and 4pm.

PLANNING MATTERS

Plans for the following were considered at the meeting:-

20 Chippenham Road – loft extension; low wall to front of house to retain soil 7 Bridge Street; a 2 storey dwelling for occupation by Estate Manager, Moulton Paddocks, Moulton Road, erection of a first floor gable end and extension to front 26a The Street.

It was resolved that the members wished to make no comments on these applications, and the Clerk was asked to write supporting the new wall to the front of 7 Bridge Street.

KENNETT PARK – amended plans for the residential development F2009/0157/RMA.

Various communications including an Arboricultural assessment of the site, an exchange of emails between Mr Lane of Wodlands Place, Moulton Road, a letter from Leach Homes Senior Land and Planning Manager, and a revised layout for the site had been passed to all members of the Council.

The Clerk advised that the amended plans were to be considered by the Planning Committee on 29^th July, and a copy of the Case Officer’s report had also  been circulated.  The application was recommended for approval, and the planning officer was of the view that the amended plans had addressed the concerns raised by the owners of Woodlands Place and Kirkfiled House. The distances between proposed and existing rear windows now ranges from 31 metres to 52 metres, and a 10 metre wide landscape strip is proposed between the new and existing properties. In addition, all four proposed dwellings are now two storey rather than two of them being two and a half storey. In relation to the landscape strip to the rear of plots 50, 51, 61 and 62, the applicant has confirmed that the land will be conveyed to the corresponding plot purchasers and that it will be covenanted to be maintained as a landscape strip and not used as a garden. If planning permission is forthcoming a condition could also be appended to ensure that it remains as a landscape strip. It was considered by the Planners that the amended plans were now acceptable and adequately addressed matters relating to residential amenity.

So far as the trees were concerned, the additional assessments carried out on the site had now resulted in further trees being identified for retention, and with a recommendation that many become the subject of Tree Preservation Orders.  Leach Homes had raised no objections to TPO’s being served on the trees of note, and was prepared to covenant the sale of plots which would also help to prevent the removal of trees at a later date.

Whilst the layout has not been changed to incorporate the comments raised by the Tree Consultant about Post Development Resentment, on balance, the Planning Officer considered that the plots would still have reasonable sized gardens and had been orientated, where possible, to make the most of daylight and floor plans have been used to avoid the worst cases of overshadowing, particularly in relation to plots 46 and 49. So far as the concerns that had been raised about plot 50, this proposed dwelling has been relocated within the plot, with the  garage closest to the southern tree belt. It was to be located with an east west orientation and with a generous garden, of which 120 square metres was outside the canopy of trees.  These were deciduous and therefore any overshadowing would be restricted in the main to the summer months. 

A further copy letter from the owner of Woodlands Place, dated 24^th July addressed to the Planning Officer had also been circulated.  Mr Lane was still of the view that Leach Homes should reconsider developing Plot 50, in the light of the tree consultant’s report.  In particular the report suggests that good design should strive to avoid or minimize the conflicts, which arise when properties are built too close to trees.  It was viewed that the removal of TPO worthy trees in order to squeeze in another house would be unnecessary environmental destruction.  The issue of Post Development Tree Resentment would be a strong risk once a property had been built on this site, and it was viewed that the property owner may well apply to the District Council for adjacent trees to be removed at a later date. The planners would have a duty to consider such a request, and act on the conditions and safety issues at that time.

The proposed layout would result in the removal of 23 trees, which had been noted by the Council’s Tree Consultant as worthy of a TPO. Most were “C” class trees which is the lower value classification, however this would include the removal of one “A” class tree in the vicinity of the main access route through the site. In overall terms, the Planners were of the view that the removal of these trees is considered to be acceptable given the high number of mature trees on the site and the proposed measures in place, through conditions, to ensure the long term management and retention of the majority of trees on site. 

After a full discussion, and consideration of the papers placed before the Council it was resolved that the Clerk should advise the District Council that

1. Moulton Parish Council fully supports the views submitted by Mr Lane of Woodlands House in his letter to you dated 24th July 2009.
2. It is essential that Tree Preservation Orders are immediately placed on all those trees listed as worthy of preservation, in OMC's detailed report.  It is sincerely hoped that the District Council supports this view, and that these trees will be protected without further delay - excluding those trees it is deemed necessary to remove under the proposed layout of the development (para 36 of the Committee report), but still protecting all those trees worthy of TPO's on the southern boundary close to Woodlands House and the proposed Plot 50.
3. In order to guard against Post Development Resentment the Parish Council asks that covenants be placed on the sale of the plots to prevent the removal of trees at a later date.
4. Surface Water Drainage - it is noted that no objections have been received from AWA, and highway and private storm water will discharge to soakaways.  It is proposed that foul water will discharge by gravity to the existing sewer within the old access road off Moulton Road.  Despite these assurances Moulton Parish Council has serious concerns as detailed in their letter of 30th June -

      The highway in the vicinity of the B1085 road junction by Thurlow Nunn’s has a history of flooding.  As far back as 1950, there have been serious problems with surface water, and at that time the Canine Research Station was required to install pumps to prevent waste water draining off their site, adjacent to Lanwades Park.  Due to the elevated nature of Kennett Park, it is feared that further development, with the associated hard surfaces, will increase the surface run-off to drains, ditches and watercourses, and will add to the existing problem of the drainage system being unable to cope with excess surface water on the B1085. In addition, there are already waste restrictions due to capacity issues relating to the sewerage system at the Lanwades Business Park, and it is hoped that adequate measures have been taken to accommodate the new development.

     Members are of the view that further investigation and enquiries should be made into the effects of the additional foul water and surface run off generated by the proposed 92 dwellings, and that additional services will need to be installed to accommodate the waste water from the new development.  The District Council is aware of the ongoing drainage and sewerage problems which are now experienced in both Herringswell and Red Lodge, as a result of the Red Lodge development, and similar issues must be avoided at Kennett Park.  There is already a history of drainage, surface water and run off problems near the Bell at Kennett, and laying water is a serious hazard at this road junction.  Currently, the units at Lanwades Park have a restricted and limited period each day when foul water can be discharged into the existing sewer, and it is suggested that the existing system will be unable to cope with any additional discharges.  The Parish Council is most concerned that adequate provisions are made for both surface and foul water prior to development. 

12 ST PETERS AVENUE – appeal change of use from residential to part residential and part children’s nursery.

The Council were of the view that it had been unfortunate that the issues regarding child minding at 12 St Peters Avenue had not been resolved prior to the issue of an enforcement notice.  Mrs Mingay had been providing a vital service in the local community for a great many years.  It was unanimously agreed that she should be supported and encouraged to continue looking after the children of villagers who found it necessary to leave home at unsociable hours in order to work in the bloodstock industry in Newmarket

SMOKING SHELTER – THE KINGS HEAD – the Clerk reported that she had at last been advised by the Enforcement Officer at Forest Heath District Council that the agents for Greene King would be submitting a planning application for the smoking shelter within the next 7 days.

RECENT DETERMINATIONS

The following applications had been approved

Moulton Paddocks – installation of stamina exercise track and earth bund.

Rectory School, Brookside – erection of single storey extension (demolition of existing extension) and 2 solar panels.

THE VILLAGE HALL REDEVELOPMENT PROJECT

SECRETARY OF STATE’S APPROVAL – the Clerk advised that formal consent had been received to borrow the sum of £100,000 within the period 7^th July 2009 to 6^th January 2010.

LOAN APPLICATION FOREST HEATH DISTRICT COUNCIL – this was now being processed by the District Council’s financial team, prior to the application being presented to the Corporate Services Committee at the beginning of September.  The Clerk advised that the District Council were still placing various pre-conditions on the application including the need to prove that the Council had no impending financial liabilities or obligations such as G39 street lighting repairs.  The Council was also required to prove that there was a demonstratable need to obtain funding from the District Council, rather than from the Public Works Loans Board.  A copy of a letter had been drafted, and this was approved at the meeting.  This letter detailed the reasons behind the application to the District Council for loan finance, and provided all the relevant information, which had been requested.  A copy of this letter is attached to Page 509 of the Minute Book.

REPORT WORKING PARTY

The Chairman of the Village Hall Management Committee confirmed that the Building Regulations and detailed plans, requiring further consents, had now been submitted to the District Council.  The architect was currently in discussion with the planners regarding the precise location of the new hall, as there was some risk that despite the previous intention to build on the car park, and grass area adjacent to Jennings Barn, which would allow the existing hall to remain in situ until the new hall had been built, this would not now be possible.

Tenders had been sent out, and sealed envelopes would be opened by solicitors on 14^th August.  It was resolved that a Village Hall Working Party meeting should be held on 17^th August, at the Village Hall, starting at 6.30pm.

THE VILLAGE NEWS LETTER – the Chairman had received an email from Jennie Wallis advising that she would not be in a position to produce the August newsletter.  However, it was suggested that Tony Franklin had indicated that he may be willing to set up a committee to run a village publication.  The Council agreed that they would offer support, but at the current time were not in a position to finance a newsletter, and therefore it needed to be run by volunteers.

LEGAL MATTERS – the Clerk reported that she was awaiting a further update from Moulton Paddocks - the issue of the land exchange was still in the hand of the Estate’s lawyers.

VILLAGE MAINTENANCE

The River Bank – it was resolved that the next cut should be carried out by Ken Hutchinson after harvest.

Overhanging vegetation – the Chairman and Douglas James undertook to cut back areas of rampant growth on some of the footpaths.

Newmarket Road verge – Ragwort – Annette Bell from Moulton Paddocks had contacted the Clerk regarding the profusion of flowering ragwort on this verge.  It was either necessary for the Council to pull the ragwort, or the Estate would arrange for the verge to be cut.  The Chairman was of the view that the wild flowers had now seeded, and the vegetation could now be cut back.

Tree Sponsorship – cheques had been received from Carolyn Allaman (£25) and Mark Chapman (£50) in respect of future tree sponsorship.

Village Green – it had been proposed at the last meeting that consideration be given to planting wild flowers on the green.  Concern was raised that this would interfere with the general upkeep of this area of the village, which was well maintained by Packhorse Fencing.  It was proposed by the Chairman, seconded and unanimously agreed that the village green should be left a ‘green area’, and should there be a wish to encourage wild flowers the Newarket Road verge was a suitable location.

BT Phone Box – Douglas James of Packhorse Fencing was asked if he would be kind enough to spring clean the interior of the phone box, as part of his maintenance contract, and bill the Council for this additional work.

Play Equipment – Douglas James advised that he had attended the training for childrens’ playgrounds safety inspections on 1^st July run by the District Council.  This course, which was highly visual and practical, was aimed at qualifying those who had completed the one day’s training to be able to undertake playground inspections.

Having attended this course the District Council had advised that they would be happy to undertake one inspection during the first week of each month at a cost of £20.35 per visit, and subsequently Douglas James would carry out the checks on the following 3 weeks.  It was resolved that this new safety regime would be implemented, and Douglas James was thanked for agreeing to undertake the additional checks of the play area, and to include this additional work in his invoices for village maintenance.

Additional Seat – Playing Field – Mr Mike Dillon had made a donation of £350 to the Council to cover the cost of the new seat.  It was now resolved that Packhorse Fencing should be asked to install the new child proof, inward, self closing gate, with safety latches and springs.  It was also suggested that this should be offset from the main boundary fence, so that a barrier could be installed opposite the gate, in front of the main road, to prevent direct access onto The Street. 

FINANCIAL MATTERS

Payment of Accounts - the Council confirmed and authorised the payment of the account presented at the meeting, as per the full list detailing payments for the 2009/2010 financial year, attached to the minute book.

Review of expenditure against budget – July 2009 – the Council confirmed receipt of a comparison of actual expenditure against budget. 

The Clerk was asked to check with the District Council whether they would be able to secure the concrete hard standing in Tweed Close, by the entrance to Riverside Close.  This was currently being used as a ‘hang out’ area, and short cut to the pub on Bridge Street.

It was agreed that a provisional date for the next meeting of Council would be Monday 21^st September, although this would be subject to confirmation at a later date.

Signed             Bill Rampling                Date 22nd September 2009

Mrs Lynda Pope

Forest Heath District Council

College Heath Road

Mildenhall

1P28 7EY

27^th July 2009

Dear Lynda

Village Hall Redevelopment Project

Further to our telephone conversation, I now enclose the information you asked for in order to progress the Parish Council’s request for a loan of £100,000.00 to bridge the current shortfall in funding.  Lorraine Stone’s letter to Mr Burnip dated 6^th June details the history of this project, and the enclosed report, which accompanied the NALC application for borrowing approval, summarizes the situation to date.  Consent to borrow was granted by the Department for Communities and Local Government on 7^th July and this authorisation is enclosed, together with audited copies of the Council’s accounts for the past 2 years.

Villagers in Moulton have been actively fund raising for over 10 years, and the local community has been made fully aware of plans to redevelop.  In fact, it had been the lack of any positive signs that a new hall would soon be a reality that has given rise to some disquiet in the village.  In 2008 it was thought that the shortfall would be financed through the Section 106 legal agreement signed by Hopkins Home.  Due to the slump in the housing market and recession, it became clear that the £100,000 would not be available in the immediate future.  In the circumstances, the Parish Council decided to seek the views of villagers to see whether the Council would be supported, should it be agreed to obtain a loan to secure the shortfall in funding.  At the annual parish meeting, which was well publicised, (copy of the agenda, and minutes of the meeting are attached) the funding of the deficit was debated, and the Council was given a mandate to further investigate the possibility of raising a loan.  For the past 4 months further progress has been made, and villagers encouraged to attend council meetings – copies of agendas are enclosed.  The Parish Council and Village Hall Management Committee have had an enthusiastic response, and villagers are now hopeful that work will soon start on the new hall.  Current users include Badminton, Bridge, Brookside Club, Brownies, Beavers, Cubs and Scouts, Dog Training, the Football Club, Pre School, Upholstery and W.I.  Enclosed is a letter of support from the Moulton Women’s Institute.  Representatives from the main user groups have formed a working party with members of the Management Committee and Parish Council, and parishioners have joined together in support of this much needed new community building, despite the fact that it will mean a significant increase in the parish rate until the loan is repaid.

You asked the Clerk whether Moulton had considered the financial implications of the current G39 street lighting clearance issues.  Moulton was one of the first parishes to raise this matter with the County Council street lighting department, and asked in December 2008 whether an estimate of any possible liability could be provided so that the Council could budget for any such an eventuality.  A spread sheet was made available early in 2009 detailing problems with the existing street lights on overhead combined low and high voltage electricity poles.  It has since become apparent that this is a county wide issue, although these problems do not appear to be so significant elsewhere in the country.  In the circumstances, we suggested that SALC should investigate the issues direct with the County Council and EDF in an effort to clarify, and mitigate the potential financial burden placed on individual parishes.  Whilst it is acknowledged that Moulton, along with most parishes in Suffolk, will need to replace outdated street lights, this will be a phased programme, and will not result in a significant liability in one particular year.  Moulton has already build up sizeable reserves, and can meet the cost of replacing individual units should the need arise.  Enclosed is a copy of the notes of the meeting that Moulton requested, and you will note that Suffolk County Council has no intention of imposing a deadline on parishes to resolve the G39 conflicts.

Finally, you asked me to demonstrate that the Council had investigated alternative forms of borrowing including the Public Works Loans Board and commercial lenders.  The Council and Management Committee have made various enquiries, including seeking a loan from a local landowner.  These alternatives proved to be unsuccessful, or were materially unfavourable.  For example, should finance be obtained from the PWLB the Council will be penalised if the loan is repaid before the full term has expired.  It is highly probable that finance will only be required in the short term.  As you know, the community gain payment is legally due on first occupancy of the Kennett Park residential development.  The present owners will be seeking detailed planning approval on 29^th July, and it is more than likely that building will start in the foreseeable future.  It is to be hoped, although cannot be guaranteed, that these new homes will be occupied within the next 3-5 years, and this will trigger the Section 106 payment. 

The Parish Council held the view that officers and members of the District Council would be happy to support Moulton’s plans to provide a new village hall, which would benefit not only villagers, but also the local community, rather than looking to an external agency to provide the additional finance.  This is a Forest Heath project - Community Services and Planning officers have already spent a  considerable amount of time and effort assisting the Village Hall Management Committee in their plans to replace the existing structurally obsolete building.  I therefore hope that you will be able to recommend that the Corporate Services Committee approve this request for a loan, repayable in 30 half yearly equal instalments, and to be made available on written request, at such time that funds are required to discharge the contractors account (estimated late 2009, early 2010).  The Parish Council and Village Hall Management Committee have given much serious thought and due deliberation prior to taking the decision to obtain this loan.  The members of both reflect the voice and concerns of Moulton, and represent a true cross section of the local community.  Councillors were duly elected in 2007, some members having served on the Parish Council for over 20 years, others more recently becoming involved in parish affairs.  Our Clerk was appointed in May 1986 and has maintained the Council’s financial affairs in an exemplary manner for the past 23 years.  The Council has taken the lead and is supporting the Village Hall Management Committee by making arrangement to raise the necessary funds so that this project can get underway, and you may have every confidence that the Parish Council would not undertake a commitment that it would be unable to fulfil.

Please let me know whether there is any information you require.  Sealed tenders for the building contract will be opened in 14 days time, and it is hoped that an order will be placed before the end of August for the rebuilding of the hall.  This, however, is subject to the availability of the loan, and I very much hope that you will be able to confirm that arrangements can be put in place to facilitate this at an early date.

With kind regards

W RAMPLING

Cc Simon Phelan – Head of Community Services

Minutes of the meeting of Moulton Parish Council held at Moulton School on Monday 29^th June 2009 at 6.30 pm.

APOLOGIES – R Wallwork, D Burch & S Shore (excused due to prior engagements)

DECLARATION OF INTEREST – None

The Chairman welcomed Mr S Lane of Woodlands Place, and closed the meeting so that Mr Lane could participate in the discussion which followed.

PLANNING MATTERS

Amended Plans – Kennett Park (in particular plots 50,51, 61 & 62 – the plans had been considered by the Council, together with copy emails from Mr S Lane of Woodlands Place, Mr T Blackie of Kirkfield House and Mr N Wingfield Digby of Lanwades.  The Council had also received a copy of a letter, which had been sent to the District Council from Taylor Vinters, detailing the adjoining land owners’ continuing concerns regarding the amended plans.  The emails outlined fears regarding the proposals to remove mature trees in the belt on the new development and bordering the proposed Plot 50.  It was viewed that too many trees had to be sacrificed to enable the siting of a property at this location. Mr Lane was particularly concerned that FHDC had not carried out the Helliwell assessment to determine the calibre of the trees that were planned to be removed.  There was also the concern that the crowns of 5 trees would be within 10m of the proposed development, and would be at risk of felling at a later date, once the new houses bordering the tree belt were occupied.

The Clerk reported that as a result of all the correspondence which had been passed to the Planners and members of the Planning Committee, it had been decided to withdraw the application from the agenda on 1^st July, in order to carry out an assessment on the impact of the new development on the trees.  It was now anticipated that the application would be considered at the District Council’s planning committee meeting on 29^th July.

The Clerk advised the members that these amended plans demonstrated that the developer had taken note of some of the Parish Council’s concerns outlined in their letter dated 14/5/09 to Mr Plowman.  The revised plans had increased the distance between the new and existing properties, substituted 3 storey homes for 2 storey properties sited at an oblique angle, rather than full on, and tree number 204 under the revised plans was no longer scheduled for felling.

However, the amendments had not taken into account the Councils request that the land owner should reconsider the layout of this corner of the development, to reflect the outline application, when the treescape formed an important landscape feature of the site, and low density dwellings were located along the western boundary.

After some discussion regarding these revised detailed plans, and the impact on the adjoining properties, the long term effect on the visual impact to the site and Moulton Road, and the absence of any Tree Preservation Orders on the healthy mature specimens, it was resolved that the Clerk should draft a letter to the Planners which would be forwarded to members for approval, prior to submission to the Development Control Officer.  Not only would the letter outline concerns regarding the tree belt, but would also raise other issues discussed at the meeting, and confirm Moulton Parish Council’s support of the views held by the adjoining land owners.

Mr Lane was thanked for attending the meeting, which was then re-convened.

MINUTES

The minutes of the meeting held on 1/6/09 had been circulated, and it was unanimously agreed that these should be signed as a correct record by the Chairman.

MATTERS ARISING

Play Equipment – the Chairman and Douglas James had inspected the cross beams to the chain bridge, which were slightly rotted, and one of the gate posts was broken at the base.  Both defects had been reported by the DC’s Safety Inspector and Mr James undertook to carry out the required repairs.   It had also been reported that some branches were in the arc of the swings, and needed to be trimmed back. 

Picnic Table for playing field – the new seat had been delivered, and the Clerk confirmed that this had been added to the Council’s schedule of insured property. 

Village Hall – the Clerk advised that she had not received an acknowledgment from either NALC or the District Council in respect of the Council’s communications regarding the loan, but she had been advised that NALC would be responding within the next 7 days.

The Village Hall Redevelopment Working Party had met in early June and detailed plans and the application for building regulations approval had been submitted to the District Council.  It was hoped that the specification would be sent out for tender within the next week.

SALC Area meeting 2/6/09 – the Chairman had attended this meeting and had again raised the street lighting issues regarding G39 and funding required to conform with Health & Safety requirements.  It was understood that negotiations were on-going.

PLANNING MATTERS

2 Maltings Close – application for a new front porch and garage extensions – these plans were considered, together with representations from the owners of the neighbouring property.  They objected to the proposed garage extension due to its size and close proximity to the adjoining boundary.  The District Council’s planning officer was of the view that the garage extension would create a negative impact upon the amenities of the neighbouring dwelling and had suggested that the depth of the proposed garage extension should be reduced to 2m, or the garage should be in-set by 50cm and the depth of the extension reduced to 3m.  After some discussion it was agreed that the Council wished to make no representations regarding the application.

Local Development Framework – the 5VPT submission had been circulated, and the Chairman and Clerk were of the opinion that this document covered the issues discussed at the April workshop.  As agreed on 1^st June the Clerk was instructed to advise the District Council’s Forward Planning Manager that Moulton Parish Council supported and endorsed the 5VPT’s submission.  In addition the Council’s comments included the issues discussed on 11^th May, and detailed on Page 487 of the Minute Book.  The Clerk advised that she had received acknowledgment of the Council’s representations – numbered 19787.

FINANCIAL MATTERS

Payment of Accounts - the Council confirmed and authorised the payment of accounts presented at the meeting, as per the full list detailing payments for the 2009/10 financial year, attached to the minute book.

Play Inspecting Course – the Clerk advised that a one day course was being held at the District Council’s offices at a discounted fee of £100 for Parish Council representatives.  The course would give all the information and advice needed for inspecting and maintaining playgrounds.  Douglas James had volunteered to attend, and the Council authorised the payment of the fee of £100.

The Clerk advised that she had received a letter from the Director of the Newmarket Day Centre concerning a new practical support service to improve the lives of socially isolated older people within the community.  In order for the service to succeed, the Day Centre needed a local link contact in each village, who would be willing to liaise and alert the centre of potential problems.  The Chairman advised that he understood that Mrs Fran Saltmarsh and Carolyn Alleman had already indicated that they were interested in setting up a service within the village to assist the aged, and he agreed to discuss the Day Centre’s project with them.

The Clerk had received a letter from the Papworth Trust, West Suffolk Disability Resource Centre.  This organisation offered free independent advice to the disabled and their carers.  More information could be accessed on www.papworth.org.uk/wsdrc or 01284 748888.

The Rural Coffee Caravan Information Project was visiting Moulton on Wednesday1st July between 2 and 4pm in the Village Hall car park.  This service provided information on local and national agencies and organisations, and there was an opportunity to meet and chat with neighbours and volunteers with some light refreshments.

Overgrown vegetation, particularly hedgerows, on some of the footpaths within the parish was discussed, and the Chairman agreed to discuss with the land owners the need to trim back these hedges.

The next meeting of the Council was fixed for Monday 27^th July at 6.30pm at Moulton School.

Signed          B Rampling               Date 27th July 2009

Minutes of the meeting of Moulton Parish Council held at Moulton School on Monday 1^st June 2009 at 6.30 pm.

APOLOGIES – R Wallwork (excused due to a prior engagement), & D James (excused due to work commitment).

DECLARATION OF INTEREST – None

The Chairman welcomed Mrs J Morgan (Treasurer of the Village Hall Management Committee, and Mr Ian Spinks.  Mrs Morgan and Mr Spinks had been invited to join the village hall redevelopment working party. Albert Shipton, Phil Scott  and Mrs Bev Culloden had also been asked to serve on the committee.

MINUTES

The minutes of the meeting held on 11/5/09 had been circulated to all members, and it was unanimously agreed that these should be signed as a correct record by the Chairman.

MATTERS ARISING

Street Lighting – the Chairman advised that SALC had not been able to obtain a clear undertaking from the County Council that the G39 issues would be resolved without burdening individual parishes with the cost of sorting out the issues.  However, it had come to light that the problems in Suffolk were not so significant elsewhere in the country.  SALC had pointed this out to Suffolk County Council, who were now investigating why CC employees in other areas were not subject to the same health and safety constraints. 

The Clerk had advised SALC’s C.E.O. that Moulton was disappointed that their intervention had not resulted in more positive feed back from the County Council, and had been advised that SALC did not have the power to take decisions on behalf of other bodies.  Negotiations were continuing, and the County Council had indicated that they would do everything possible to alleviate the problems and look at alternative solutions.

The Chairman was attending the area SALC meeting on 2^nd June, and he advised that he would be raising issues highlighted in SALC’s latest email to him on the G39 issues.

Local Development Framework – the Clerk advised that she had recently learnt that Richard Ward was no longer the Director of the Suffolk Preservation Trust, and it was unclear whether he had submitted his comments on the latest  LDF consultation before leaving.  It had been agreed that Moulton Parish Council would endorse his submission, following the workshop he had attended at Moulton, with representatives from neighbouring parishes.  However, Liz Marchington, who had also been present at the workshop, and had liaised closely with Richard Ward on the proposed submission, would be submitting a response on behalf of the 5VPT.  It was therefore proposed that the Chairman and Clerk would study this, and if it covered the points discussed at the workshop, the Clerk would submit the Council’s comments as agreed at the Council’s meeting on 11^th May (page 487 of the minute book), and at the same time endorse the 5VPT submission.

Anti Social Behaviour – the Chairman reported that over the half term break, youths had gained access to the school grounds and had vandalised the swimming pool.  Fortunately it had been possible to carry out repairs, and the pool was back in use.  It was hoped that the culprits could be apprehended as vehicle licence plates of the motor scooters seen in the vicinity had been reported to the police.

Play Equipment – the District Council’s safety engineer had advised that one of the cross beams to the chain bridge was slightly rotted.  The Chairman undertook to check this with Douglas James, but feared the bridge may have to be decommissioned, as it had been repaired on a previous occasion.

PLAYING FIELD

As discussed at the last meeting, the Council agreed that a new picnic table should be purchased and installed on the playing field, opposite the PO Stores.  At the same time, a pedestrian gate would need to be installed in the boundary fence to allow easy access to The Street.

Packhorse Fencing had supplied a quotation of £195.00 for the gate, and a 2.2 metre picnic table could be purchased for the sum of £350 plus VAT from Whitehouse Enterprises.  After some discussion regarding the health and safety issues of installing another gate leading from the playing field onto the B1085, opposite the PO Stores, where there are often a number of cars parked, it was resolved that as long as the gate was fitted with a spring shutting device, and had a child proof latch, the Council had taken all reasonable steps to ensure a safe environment.  Members unanimously agreed that they should proceed and purchase the table and install another gate, for the enjoyment of villagers and visitors to Moulton.  The cost would be met from the earmarked reserve for village projects, and the Post Master would be asked to make a contribution of £350.00 towards the scheme.

PLANNING MATTERS

The submission of details under outline planning permission F2007/0566 OUT – commercial development phases 1 & 2 – commercial building – Former Friskies Pet Care site off Moulton Road were considered, and after due consideration it was resolved that the Council wished to make no comments on the proposed application.

MOULTON VILLAGE HALL 

Correspondence between the District Council’s Chief Executive, David Burnip, and the Parish Council, had been passed to all members in advance of the meeting.  The letters outlined the reasons for the Council’s application for loan funding to finance the current shortfall in the rebuilding project.  A report had been placed before the Corporate Services Committee on 20^th May, to agree the principles, which FHDC would seek to observe for any loan facility they were prepared to approve.  Following this meeting, Mr David Burnip had written to the Council confirming that the Council would need to prove that it had investigated alternative forms of borrowing, and would also have to formally agree to add a pre-determined amount to the precept to meet loan obligations.  In the event that the Council wished to repay the balance outstanding, there would be no penalty or fee.

In view of all the previous discussions concerning the merits of applying for loan finance, the Council was asked to make a formal resolution.  It was proposed, seconded and unanimously agreed that the Council should apply to the District Council for a £100,000 fixed rate loan, repayable over 15 years, in 30 half yearly instalments of £4,539.00.

It was agreed that the Clerk should obtain confirmation from the District Council that the Section 106 funding would not be put in jeopardy, should the rebuilding be completed in advance of first occupancy of the proposed new development at Kennett Park.

The Clerk advised that there was also a requirement to apply to the Department for Communities for approval to take out a loan.  The application form had to be submitted via SALC, having first been approved by the Council, and signed by the Chairman and RFO.  In addition, the form had to be accompanied by the Council’s current budget and a copy of a report, considered by the Council, in reaching its decision to apply for borrowing approval.

The Chairman read out this report, which had been compiled by the Clerk, with the assistance of the Chairman and Cllr. Steve Shore –  pages 496 & 497 of the Minute Book, and it was duly approved by the Council, together with the completed application form setting out details of the contract price, funding amounts and sources, and details of the Council’s financial profile. 

Ed Chambers, Chairman of the Village Hall Management Committee advised that most of the outstanding requirements had now been met, prior to submitting the finalised plans to the planning officers, apart from the electrical specification.  In the meantime it was now proposed that the Committee apply for building regulation approval, and it was agreed that the necessary paperwork should be submitted to the District Council.

FINANCIAL MATTERS

Payment of Accounts - the Council confirmed and authorised the payment of accounts presented at the meeting, as per the full list detailing payments for the 2009/10 financial year, attached to the minute book.

Audit of Accounts – year ended 31/3/09 - the Clerk advised that the accounts had been satisfactorily signed off by the external auditors, and a notice confirming this had been displayed on the Council’s notice board.  The Council duly noted and accepted the approved annual return.

The SALC report following the last area meeting held in Moulton, and the May 2009 report on the West Suffolk LSP had been circulated.

The Clerk reminded members that the summer area SALC meeting was being held at Forest Heath District Council’s offices on 2/6/09 commencing at 7pm.  The Head of Planning was giving a talk on Section 106 issues, and other planning matters.

The next District Council’s Forum was fixed for 16^th June at Beck Row Community Centre starting at 7pm.

The Chairman advised that to date he had received little feed back on possible entries for the proposed register of trades and skills.  Steve Shore undertook to follow this up, with representatives at Lanwades Business Park.

The problem of overhanging vegetation obstructing the footpath from The Street to Lark Hill was discussed, and the Chairman agreed to cut back some of the growth in advance of the County Council’s visit.

Julian Webb recommended that councillors use the web site www.fixmystreet.com

to report highway defects.

Dale Burch advised the Council that the annual memorial football match had been fixed for Saturday 18^th July between 1pm – 4pm.  The Council gave their approval for the use of the pitch for this charity event.

The next meeting of the Council was fixed for Monday 27^th July at 6.30pm at Moulton School.

Signed              Bill Rampling                  Date 29th June 2009

REPORT TO ACCOMPANY NALC APPLICATION FOR BORROWING APPROVAL – MOULTON VILLAGE HALL

1. The estimated cost for rebuilding the Village Hall is £420,000. (Competitive tenders were obtained in 2006 ranging from £350,000 - £450,000)
2. The Village Hall Management Committee and villagers have been actively fund raising for over 10 years, and have £180,000 towards the cost of build.  The District Council has agreed to fund one third of the total capital costs.  There is an estimated shortfall of £100,000.
3. This shortfall should have been secured under a community gain payment, which had been agreed by the Developers of a new housing estate within the parish (Kennett Park), under a legally binding Section 106 agreement, payable at the time of first occupancy.  Due to the present slump in the housing market and turbulence in the financial markets it is realistic to assume that the Section 106 payment will not be received in the immediate future.  The development has recently been acquired by another property company (Leach Homes), who has submitted detailed plans, under the original outline consent approved in 2007.  It is not unreasonable to believe that it is the intention of the new owners to proceed with plans to develop the site within the next 2 years, and first occupancy may well be a reality in 2012.  This will release the £100,000 for the new hall.
4. The District Council’s grant aid cannot be guaranteed after 31/3/2010, as changes are being made to the way in which future capital funding is granted, and a major benefactor has asked that their generous donation be returned if building does not start in 2009.  The Management Committee’s application for lottery funding was unsuccessful.
5. If the required balance cannot be secured, and the rebuilding project is delayed any longer, it is believed that the impetus will be lost, and it may be many more years before the target can be reached. Some benefactors have indicated that they would like their donations returned if the project is not started this year. In the meantime the existing hall is at the end of its life, and there is a risk that Moulton will be without a community building within a few years.  This would be extremely detrimental to the well being of the village.  The hall is an important local facility, which is supported by parishioners and the surrounding community, and it is vital that the well advanced re-building project is not jeopardised by a shortfall in funding.  The hall is, and has been enjoyed by the village and the wider community for more than 50 years.  Current regular bookings include Badminton, Bridge, Brookside Club, Brownies, Beavers, Cubs and Scouts, Dog Training, the Football Club, Pre School, Upholstery and W.I. A business plan is available which demonstrates that the new, well equipped and up to date facility will attract more regular bookings and will be economically viable as well as a much needed community asset.
6.  The Parish Council and Village Hall Management Committee are confident that they have local support.  The results of the 2006 Parish Plan highlighted the demand for a new hall, and the need to raise finance was discussed at length at the annual parish meeting in March.  Parishioners were encouraged to let the Council have their views on whether they were prepared to accept an increase in the parish rate. Thirty villagers and councillors attended and it was unanimously agreed that the parish rate should rise to facilitate a loan.  Following this meeting councillors have urged villagers to discuss the proposed project and the financing of the shortfall.  There has been an enthusiastic response – parishioners are hopeful that work will start on the new building this year.
7. Having obtained a mandate, the Parish Council has resolved to support the Village Hall Management Committee, by agreeing to apply to the District Council for a loan of £100,000, at a fixed rate (currently 4.24%) repayable over 15 years in 30 half yearly instalments.  It is anticipated that the loan will be repaid before the full term has expired (on receipt of the £100,000 Section 106 monies).
8. This loan would be financed by raising an additional £9,000 per annum on the parish precept, commencing 1/4/2010, and thereafter until the loan is repaid, the precept will be increased by the pro-rata sum equal to the 2 loan instalments payable annually.   Currently it has been estimated that this would increase the parish rate by £0.40 per week on a band D council tax property. 
9. The Council has a record of excellent financial control.  The District Council’s audit staff were responsible for the internal audit of the Council’s records from 1/4/2002 to 31/3/2005, and were totally satisfied with the management of the Council’s affairs.  The Clerk and Responsible Financial Officer was appointed in 1985 and has always undertaken these roles in an efficient and exemplary manner.  The Council would not undertake a commitment that it would be unable to fulfil. 
10. The external audit by BDO Stoy Hayward of the accounts for the year ending 31/3/2009 had been satisfactorily concluded.  The general reserve held at 1^st April 2009 was £18,691 (plus earmarked reserves of £2,517).  The precept for the current financial year is £26,864.00, plus other estimated income of £2,303 giving a total income of £29,167.  Estimated expenditure for the year is £29,250.  The cost of repaying the first instalment of the loan of £4,539 can be met from current reserves.  Future loan repayments will be financed by increasing the precept, as detailed in paragraph 8.

Following earlier consideration of the financing of the shortfall on the village hall rebuilding fund, consultation with villagers, discussion with the Village Hall Management Committee, and negotiations with the Chief Executive of Forest Heath District Council, the Parish Council resolved to approve this report at their meeting on 1^st June 2009.  The Clerk was instructed to submit the application for borrowing approval to the Suffolk Association of Local Councils for onward transmission to the Department for Communities and Local Government.

Signed

Bill Rampling                                                                                            Date  1^stJune 2009