Minutes of the annual meeting of Moulton Parish Council held at Moulton School on Monday 12^th May 2008 at 7.00 pm.

Prior to the start of the meeting Mr Mark Christie, from the Environmental Services Department at Forest Heath District Council, gave an update on changes to the law on strays, and other issues concerning dogs, including fouling.  He briefly explained some of the other roles of his department including waste management and proposals to introduce business waste recycling services, the implementation of the Clean Neighbourhoods Act, including ways of dealing with fly tipping, graffiti and abandoned cars.  So far as dog fouling was concerned he admitted that this was often a localised issue in rural areas, but that dog owners who allowed their dogs to foul could be fined or prosecuted.  It was useful if a witness statement could be obtained to confirm the incidence of fouling, and should the Council experience any specific problems on this issue, the Clerk should report the matter to the District Council who would advise on the course of action. 

ELECTION OF CHAIRMAN

Mr Bill Rampling, opened the meeting and asked for nominations for the Chairman of the Council for the ensuing year.  It was proposed, seconded and unanimously agreed that Mr  Rampling  should be re- elected Chairman of the Council.

The meeting was also attended by the County and District Council representatives Mrs Lisa Chamnbers & Mr Roger Dicker & PC John Gowing from the Suffolk Constabulary.                                        

APOLOGIES FOR ABSENCE - Mrs Bev Culloden & Mr John Englebright, Headteacher Moulton School.                                       

DECLARATION OF INTEREST – Mr P Collin (Churchyard Maintenance)

ELECTION OF VICE CHAIRMAN

Mr Ron Wallwork was proposed as Vice Chairman.  This proposal was seconded, and unanimously agreed.

Both the Chairman and Vice Chairman were asked to complete a declaration of acceptance of office.

POLICE MATTERS

The Chairman closed the meeting and welcomed PC John Gowing, who gave an update

 on two cases of recorded crime in the village, since the last meeting.

The Clerk advised that the Suffolk Association of Local Councils and the Suffolk Constabulary had been working on an innovative pilot scheme to increase the number of Police Community Support Officers working within communities.  Those Councils, or groups of Councils, which became part of the pilot scheme would have their own PCSO, but on a shared cost arrangement, equalling a 50/50 split between the Suffolk Constabulary and the Council.  PC John Gowing had yet to be advised about this scheme, and he undertook to make further enquiries and report back to the Council.

The Clerk reported that SALC was running a free event at the Ramada Hotel in Bury St Edmunds on 1^st July, between 10am and 1.00pm, on crime prevention in the community featuring the launch of the joint funded PCSO initiative, tackling speeding and road safety, SCC Community Safety Teams ‘Play your Part’ Campaign etc.

REPRESENTATIVES ON VILLAGE CHARITIES

The following members of the Parish Council and parishioners were re-elected to serve on the charity committees detailed below, for the ensuing year:-

Church & Bridges Charity                           D James & P Collin

Fuel Land Josling Bequest Charity             D Saltmarsh, Dr Wiggins & J Webb

Village Hall Management Committee        D James & Mrs B Culloden

Finance Committee                                      D Burch agreed to serve on this committee along with the Chairman and Vice Chairman.

MINUTES

The minutes of the meetings held on 21/4/08 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

SALC Training Evening – councillors were reminded that a training evening had been fixed for Monday 16^th June at Moulton School, commencing at 6.30pm and it was hoped that all members would attend.

Rating – off road parking facility – County Councillor Lisa Chambers had advised the Clerk that she would be unable to offer financial assistance, as the locality budget could not be used for year on year revenue funding.  Roger Dicker advised that he would enquire whether the District Council would be able to help finance this cost.

Village of the Year Competition – the closing date for entry to the competition was 1^st May, and John Mills reported that regrettably due to pressure of work, he had been unable to meet this deadline.

The Chairman welcomed Mrs Lisa Chambers and Mr Roger Dicker, the County & District Council representatives, and closed the meeting so that they could participate in the discussions, which followed.

Change of Flight Paths – it was reported that a meeting had been held at Kirtling Village Hall when representatives from 32 local parish councils, various councillors from surrounding district and borough councils, and Jim Paice MP had met to consider the impact of proposed changes to airspace and the rerouting of all Stansted western arrivals.  This matter had previously been considered by Moulton Parish Council on 3^rd March and at the annual parish meeting on 31^st March, and at that time councillors and villagers were of the view that the changes proposed by NATS would not give rise to any significant concerns for Moulton residents, whilst at the same time it was acknowledged that with the increased number of flights in and out of Stansted (due to public demand), inevitably there would be more aircraft activity, although most of the stacking would be at altitudes from 7,000ft up to 14,000ft.  The Clerk reported that she had received the notification of this meeting from the Clerk of Ousden Parish Council, however the Chairman had been of the view that Moulton did not need to be represented, as the issues had already been discussed by councillors at meetings in March, and it had been considered that no direct response was required.

Mrs Lisa Chambers, the County Council representative, gave a brief update of this meeting on 8^th May, when it had been reported that the NATS consultation period had been extended to 19^th June. (A copy of the full report of the meeting was subsequently passed to all members of the Council). Various speakers had outlined possible concerns including the effect on the rural areas of Suffolk, in particular to villages to the west and south of Bury St Edmunds, increased noise levels, and the perceived impact to the bloodstock industry. 

A copy of the District Council’s response to the NATS consultation had been forwarded to councillors, together with copies of the posters outlining the concerns, which had been expressed at the Kirtling meeting.  FHDC did not support the new stacking proposals, on the grounds of a projected increase in peak and ambient noise levels, in particular in the Newmarket area, and the lack of local air quality analysis.  The Principal Environmental Health Officer, on behalf of the Council, recommended that the position of the proposed hold south of Newmarket is reassessed with the aim of taking the hold further away from the heavily populated area of Newmarket.

Discussion followed regarding the issues which had been raised at the Kirtling meeting, and it was acknowledged that to date concern had only been raised by two Moulton residents, and on receipt of the information provided by NATS, (copies of the leaflet setting out the overview of the proposals had been available at the annual Parish meeting, held on 31^st March), these parishioners had been satisfied with this information. It was acknowledged that Moulton was situated on the flight path for the approach to Mildenhall airbase, one of the busiest military bases in Europe.  This traffic had increased substantially since the introduction of the air refuelling squadron, and passes over the village at less than 4000 feet.

It was unanimously agreed that although the members would rather not have this extra noise, the increased level of flight activity needed to be stacked somewhere in the locality, and in the end safety would be of paramount importance. It was also considered that there was a degree of hypocrisy on this issue from the Bloodstock industry who fly hundreds of horses in and out of Stansted every year, and whose members regularly fly helicopters at much lower altitude and a much higher noise level than the proposed jets.

It was resolved that the Council would not take part in this particular consultation exercise.  There was a means of response should individuals wish to make direct representations to NATS – details of which were supplied in their leaflet.

Kennett Park –  the exhibition concerning the proposed development of a care home and independent living units for the elderly was attended by Peter Collin, who advised that he had considered the proposals, and his only comment would be to suggest that the building should be faced with flint work.

Section 106 Agreement – Hopkins Homes – it had been reported in the press that Hopkins Homes were offering the residential area of the Kennett Park site for resale, and it was feared that this would, in all probability, delay the proposed development of the former Friskies site, and also defer, or indeed put at risk the payment of £100,000 for the village hall building fund.  Councillor Dicker advised that he would be liaising with the planning officer, responsible for this application, and would report back as soon as he had any further information regarding the proposed development of this site.

COUNTY COUNCIL MATTERS

Highway Issues – minor repairs and the repainting of the metal church bridge were due to be undertaken at the end of May.

Public Transport -the County Council was about to go out to tender for bus services in the area and were therefore happy to incorporate a change of route as discussed at the last meeting. This would result in approximately 5 journeys in each direction per day, and would include a stop in the vicinity of Church Road/St Peters Avenue.  The County Council could not yet say who the operator would be, and the changes will not take effect until mid August 2008.

Parish Briefing Note April 2008  - copies of the County Councillor’s briefing had been circulated.

Education - Suffolk Children’s University – an update on the latest developments had already been circulated.  John Englebright, the head teacher at Moulton School, had already attended meetings on this project.  He had also advised the Clerk that he would let her have a copy of the recent Ofsted report for circulation.  Mr Englebright had suggested that the Parish Council may wish to nominate a representative to attend forums which were being organised for local stakeholders to become involved in the proposed school re-organisation.  At present he attends these meetings with the Chair of Governors, Rev. Stephen Mitchell.  It was proposed that Mrs Bev Culloden should be asked to represent the Parish Council at these meetings.

DISTRICT COUNCIL MATTERS

Local Government Review – details of FHDC’s preferred concept (backed by St Edmundsbury Borough Council) of West and East Unitary Councils, and Suffolk County Council’s concept (supported by Mid Suffolk District Council) for a single unitary council for Suffolk had already been circulated.  SALC had produced a report on this review, and had indicated that as a countywide organisation, it would be unwise for the Association to back a particular model at this stage, but would continue to support, advise and inform members. 

Office Refurbishment Project – following the concerns raised by the Parish Council earlier in the year, the District Council had now appointed Sarah Edwards to deal with  communications, and  keep ratepayers and councillors informed on the progress of the proposed office refurbishment project.

However, in light of the developments regarding the Local Government Review, it had been decided that there were now a number of options for the future of the project, some of which required additional information, clarification and costings. In the circumstances, it had been resolved that the full Council should decide on the preferred option, although it was agreed that improvements must be made, irrespective of which option was approved.

Disability Awareness and equality guidelines – details had been circulated to all councillors and receipt of this information was acknowledged.

PLANNING MATTERS

The erection of 2 storey side extension and loft conversion 18 St Peters Avenue –

amended plans were considered at the meeting – detailing a revised roof format over the proposed new extension to reduce the impact of the extension.  Members did not wish to make any comments regarding these revised plans.

Erection of a two storey side extension to Priory Cottage, Brookside – this application was approved by the Committee, following a site inspection, and on recommendation of the Planning Officer.  She had reported that there had been differing views between the two conservation officers, but as the scheme had been designed in accordance with Mark Barnard’s  guidance, it was his views the officer was minded to accept.

The erection of 2 semi-detached two-storey dwellings for stud workers – Sandpit Cottages Moulton Road Kentford -  the County Council Highways officer had checked the accident records for personal injury accidents on the B1085 from the junction B1506 to the junction with U7001 during the last 5 years.  In total there have been 3 reported accidents, none of which were considered relevant to the proposed development.  In the circumstances, he did not think that the proposed application for the erection of 2 semi-detached dwellings should be rejected on highway grounds, and recommended that the plans should be approved with the standard highway conditions concerning vehicle access, visibility splays etc.

Prior to a decision being taken on this application, the planning officer was awaiting a report from the specialist consultants employed to consider the merits of this case concerning the need for additional stud workers accommodation.

The plans for the erection of single storey rear extension 4 St Peters Avenue had been refused by the Delegation Panel.  It was considered that its impact upon the amenity of the neighbouring dwelling would be unacceptable and the extension would be over-bearing, resulting in a serious loss of amenity to the neighbouring dwelling. The development would also result in the loss of more than half of the property’s already very limited rear amenity space, and would result in overdevelopment of the dwelling’s curtilage.

Conservation Area Appraisal

Boyd Nicholas, the Senior Planner at Forest Heath, responsible for the Appraisal, and Paul Edwards had acknowledged the Council’s suggestions for additional boundary changes, the inclusion of a photograph of the vista from the village pump to Nos 1-4 The Green and the various corrections, previously forwarded to the Planning Department.  The Parish Council was thanked for their interest and support for this document.

Five Villages Preservation Trust

The Clerk reported that she had received a letter from the Head of Planning advising that any application to develop the centre of Red Lodge would be subject to the usual level of consultation, and interested parties would have the opportunity of making representations.  If any of the developer’s proposals were a fundamental departure from the underlying policies of the Local Plan there would need to be significant other material considerations to result in a change from these adopted policies.  He indicated that the District Council’s stance in relation to the future of the Red Lodge development was set out in the following documents RDL08/033 and Planning Committee paper PLN07/407 and the Red Lodge Working Group paper RDL08/029 – all of which could be found on the Council’s website.

THE VILLAGE NEWSLETTER

The Chairman reported that the editor of the village newsletter, Jennie Wallis, had advised him that the most recent cost for the production of one issue totalled £380.00.  In the past Mrs Wallis had been able to use a copying machine, at no charge to the parish.  But this facility was no longer available and now had to be undertaken by a professional printer.  Added to the printing charges, there would also be a delivery charge of about £20.00 per issue.

It was unanimously agreed that the invoice for printing the current issue should be paid by the Council, and the Clerk was authorised to make out a cheque to Ex Why Zed for £380.00. 

It was also resolved that the Council had a responsibility to support the news letter, which was a valuable asset to the local community, and to this end the future production and delivery  charges would need to be met from the parish precept.  Under Section 142 of the Local Government Act 1972, the Council has powers to provide information, and the District Auditor had agreed that in order to develop the spirit of best value this power may be used for parish newsletters.

However, the members were a little concerned at the high printing costs, whilst acknowledging that this figure was no doubt the going rate, but asked that cheaper options, or competitive quotes should be obtained.  In the meantime the Council confirmed that they would meet the cost of producing the next issue, on the basis that it would be at the same figure, as the current costs.

LEGAL MATTERS – UPDATE

The Clerk reported that John Grossart, who had acted for the Estate and had corresponded with the Council regarding property matters had left Jackson Stops and Staff, and to date there had been no further communications from the Estate’s lawyers.

VILLAGE MAINTENANCE

The River Bank – the Clerk reported that in view of the cold April, and the resultant late nesting season, the cut of the river bank, as detailed on page 388 of the Minute Book, would be delayed until the end of the breeding season.

Tree Work –

Peter Collin advised the meeting that the parishioner who had kindly offered to donate some hardwood trees, to be planted along the boundary of the playing field, would be placing an order, for delivery later in the year.

The Chairman advised the meeting that currently 3 volunteers had offered to assist with clearance work along the boundary with the playing field, strip ivy off the trees, and general cutting back of vegetation to allow access to public footpaths around the parish.

Play Equipment

The Clerk reported that she had received a copy of the annual safety audit, that the assessment was broadly the same as last years - save the fact that the timber supports have now been replaced on the overhead climber.

 The seats of the cradle swings failed to meet the 1176 standard, as seat to frame was now at an incorrect distance, the roundabout ground clearance was too high, and the overhead climber had a perceived risk of possible head/neck entrapment and there was a similar risk with the slide.  Last April the Council had discussed the scores on the report, which to an inexperienced eye sound alarming due to the fact that the report ends up saying 'The assessed LEVEL OF RISK for the playground at the time of inspection is - MEDIUM (Due to the head/neck entrapments and the ground clearance of roundabout).

The District Council had, for the second year running, advised that there were a number of areas where equipment had been installed prior to the introduction of the BSEN 1176 standard in January 1999. These failures did not mean the equipment had suddenly become dangerous or that remedial action was required, and in the case of the swing seat clearances, the installation of the new seats last summer had not altered the clearances, but by the newer standards the design is not quite what would be required if the equipment was to be installed now. The same applied to the ground clearance on the roundabout and the head/neck entrapments on the climber and slide. In the District Council’s view the comments on the inspection report were intended to draw the Parish Council’s attention to the changes in standards and when considering future developments in, or repairs to the play area, the items which do not comply with the current standards should be considered for attention first, but to scrap a piece of equipment well before the end of its life might well be an over reaction.

Alternatively, it was suggested that the Parish Council may wish to consider modifications to these items to bring them into line with later standards. In the case of the roundabout, for instance, this would be very expensive, as it would need to be dismantled, the surface raised and the item replaced.  So far as the perceived slight risk of a head/neck entrapment on the overhead bars to the climbing frame, it was reported last year that any modification would only result in another perceived risk.

 In the circumstances, it was agreed that no action was required at the present time, and the safety audit report was duly noted.

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 2008/2009 financial year, attached to the minute book.

Internal Audit of Accounts – Mr Steve Pleass had completed the year end audit, and had signed the annual return, which would now be sent off for external audit.

Applications for financial assistance – the following requests had been received:-

1.  Moulton PCC – Grant for Churchyard Maintenance.  (Mr Peter Collin declared an interest, signed the book, and took no part in the discussion, which followed).  It was proposed, seconded and unanimously agreed that a payment of £1,000.00 should be made, being the budget figure for the year, and equalling the sum payable to the Village Hall towards maintenance costs.

2.  Moulton School Prize for Citizenship – the Clerk was instructed to purchase  book tokens up to the value of £30.00 and pass them to the Headteacher.

3.  Village Fun Day – it was agreed that a cheque for £400 should be donated to the Millennium Club to cover the insurance premium for the event.

Another appeal letter had been received from the Newmarket branch of the Citizens Advice Bureau, but it was resolved that the Council would not make a contribution to their running costs.

Insurance Cover – the Council approved payment of the pro rata premium due Suffolk ACRE for £379.73 for the period 1/6/08 to 30/9/08, as per the decision taken at the meeting on 21/4/08, page 400 of the minute book.

CORRESPONDENCE

The Clerk advised that SALC was now providing information sheets on selected national consultation documents and Acts of Parliament that were topical to local councils.  Current briefing papers were The Review of Sub-National Economic Development & Regeneration, information on the Suffolk Police Community Support Officers pilot scheme, the National Security Strategy: Community Resilience Measures, the Commission for Rural Communities response to the Government’s launch paper for an Empowerment White Paper and an update on the Planning Portal Consultation.  It was resolved that the Clerk should hold these documents, and unless any specific briefing sheet contained pertinent and relevant information relating directly to Moulton, she should not redirect this information to councillors. 

Receipt of the draft Masterplan for the city of Ely, which had been published for public consultation was also acknowledged.

The next area SALC meeting was fixed for Tuesday 3^rd June at Freckenham Village Hall.

The next meeting of the Council was fixed for Monday 14^th July at the Primary School at 7.00pm.

Signed              Bill Rampling                Date 14th July 2008