Rocklands Parish Council
(RPC)
Minutes of Parish Council
Meeting held in Rocklands Village Hall
7.00pm on Monday 12th May 2014
Present : David Howie Chair
Nicola Southgate Vice Chair
Cath
Jones
Roger
Steel
Shirley Colenutt
Kim Austin Clerk
Bill Smith District Councillor
Also
present: 2 members of the public.
1. To elect Chairperson 2014 – 2015
David
Howie agreed to stand again as Chair.
Cllr. Southgate proposed and Cllr. Jones seconded the proposal. David Howie was duly elected as chair for
another year. Declaration of Acceptance of Office was signed by Cllr. Howie and
witnessed and signed by the Clerk.
2. To elect Vice Chairperson 2014 – 2015
Nicola
Southgate agreed to stand again as Vice Chair.
Cllr. Colenutt proposed and Cllr. Howie seconded the proposal. Nicola Southgate was duly elected as chair
for another year. Declaration of
Acceptance of Office was signed by Cllr. Southgate and witnessed and signed by
the Clerk.
3. To consider accepting apologies for absence
There
were no apologies for absence.
4. To record declarations of interest from members in any items
on the agenda
There
were no declarations of interest.
5.
To approve the minutes of the
last council meeting on Monday 24th February 2014
An error was notified by District Cllr. Bill
Smith. Item 13 should read Norfolk
County Council and not Breckland Council.
The item was changed in the minutes and initialled by Cllr. Howie.
RESOLVED to approve, the minutes
that had been circulated prior to the meeting as a true and accurate record of
the meeting. The minutes were duly
signed by the Chair, Cllr. David Howie.
ACTION The Clerk to provide a revised copy to go on the website.
6.
To discuss any matters
arising from the minutes, not on the agenda
Brecklands Policy to build
on council owned plots of land in villages:
Cllr.
Howie reported that the Playing Fields were keen to purchase land on the corner
owned by Peter Cotes. In the past he had been happy to sell as long as he was
able to retain enough land for building and Cllr. Steel suggested he might be
happy to donate it if he was allowed to build on it. Peter Cotes was aware of
the interest in his piece of land. The village had missed the opportunity when
the land had been for sale before but it was commented that it was expensive
and also a very wet area, maybe not even suitable for housing. It acts as an
important soak and holdback. Was once going to be used as a reservoir holding
site at a cost of £1million. Cllr. Jordan commented in the past that it could
be the next stage in controlling flooding within the village and he would
probably have something to say about any plans for housing on this land.
ACTION Cllr. Howie would talk to
Peter Cotes to clarify situation.
7.
To
adjourn the meeting for public participation
Meeting adjourned at 7.17pm.
There were no comments from the public.
The meeting re-opened at 7.17pm.
8. To
report on Finance
8.1 Adoption
of accounts 2013 – 2014 & Financial Regulations
The Clerk had prepared the
end of year accounts to the 31st March 2014 and circulated them
prior to the meeting. The Clerk was
thanked for her comprehensive set of accounts by Cllr. Southgate. Annual
Accounts and the financial regulations as set out in the Annual Return document
were reviewed, adopted and duly signed by the Chairman and the Responsible
Finance Officer.
8.2 Annual
Return The
variances this year, compared to last year’s accounts, are again due to
receiving money from Sport England on behalf of the playing fields/Cricket Club. Balance of monies carried forward was ~£600
more than last year. This was explained by saving £355 on insurance, paying
£100 less in donations and it was noted that there would be an invoice for some
£300 from the solicitors in due course.
The accounts are ready for internal audit, to be carried out by Michaela
Canham as last year. The accounts would
then be sent to Mazars for the external audit before the deadline of 4th
July 2014. Mazars fee will be £300 this
year as grant monies have taken RPC into the £50,001 - £100,000 bracket. Audit fee would have been £0 for the normal
Parish Council income of less than £10,000. It may be that the last of the
grant monies takes RPC above £10,000 for the following year too.
8.3 Financial position
The bank account balances as at Monday 12th May
2014
Barclays Community Account £ 3478.59
Barclays Saver (Reserve) Account £ 701.92
TOTAL as per bank £
4,180.51
8.4
Money in since last
meeting
TOTAL IN £ 0.00
8.5
Cheques out (to sign)
Clerk’s expenses for 4
months £ 28.83
TOTAL OUT £ 28.83
8.6 Standing
Orders
Kim Austin Clerk’s
wages
Pearce and Kemp Street
lighting
e.On Electricity
Barclays Bank – Mandate change – name and
signatories
Peter Smith
should now have been taken off as signatory, leaving current signatories as
Roger Steel and Nickie Southgate. David Howie completed personal detail forms
and presented proof of ID at the bank in order to change Clerk’s name.
Hopefully now changed on bank statements and standing order reference.
Insurance.
For 2012-2103
RPC paid £720.16 for insurance. Last year 2013-2014 changing to Came & Co
who specialise in Parish Council insurance RPC saved £354.84 on the previous
year, paying a premium of £365.32.
Came and Co. have quoted a renewal premium of £278.95 for 2014-2015. However, if we enter into a three year
agreement (LTA till June 2017) this premium can be reduced by a further 5% to £265 for the coming year.
RESOLVED to renew Came & Co insurance for three years.
Sport England – Deed of Dedication.
The Clerk Spoke
to Fields in Trust direct to see what the problem is. Explained that we could
understand Sport England requiring a deed of dedication as security against the
large amount of money that had been granted, but couldn’t understand why Fields
in Trust should have an issue with it as it was perfectly acceptable to have
more than one Deed of Dedication on the same land. The Clerk said that the longer it took Fields
in Trust to sort this out, the more money it would cost RPC, re solicitor’s
bills etc. Fields in Trust called back to say it was being dealt with internally
as a matter of urgency.
9.0 To consider planning applications.
9.1 Planning outcomes since last meeting
3PL/2014/0210/FHOLLAMBY/43 The
Street/Side Extension (45) PERMISSION
9.2 Planning applications pending outcome
3PL/2012/0654/CU Breckland
Storage/Swangey/Retail caravans - (15)
3PL/2014/0281/F CHAPMAN/The Old Rectory/2 storey ext,
pool/staff accom (46)
3PL/2014/0302/F SOUTHGATE/Rocklands Pk Fm/Agri Manager
House (47)
9.3 New planning applications since last meeting
3PL/2014/0332/F PARTNR
IN CARE/Anchor Corner/2 bed dwelling (48)
(14/5 )
RESOLVED
No objection to this application.
9.4 New planning applications since agenda was issued
None
10 To update on White
Hart (RS) and Rocklands Village Shop (RS)
White Hart. The owners seem happy with
the situation at the moment. Their
architect contacted planning who said they could just put their pub sign up at
the end of the road. They put it up by the shop sign but were asked to take it
down by the land owner. Now propped up
against Cllr. Steel’s hedge.
Village Shop
and Post Office (RS).
Two months and the shop was doing fairly well.
Cllr. Steel said they were overwhelmed with the number of volunteers.
Great success selling Hingham Bakery bread. Some product surprises. Pipers
crisps going like hot cakes ! Wolf Brewery products that the shop thought would
last a month, all went within a week ! Order now quadrupled. Failure selling the jam as overpriced and supplier
is not flexible. She will however, take
back stock nearing sell by date and replenish. Learning lots of lessons. Cllr. Steel said a very well done to all paid
staff and volunteers. The amount of training they had all had to do had been
tremendous. The cafe is lovely, and a real social success. A nice
atmosphere. Building work/decoration to
the front will be finished in 3 weeks.
Cllr. Steel wished to publicise that Alan and
Elaine, previous shop owners, had allowed the village to work their first 3
months rent free, until they got on their feet.
They have also paid for roofing, floor tiles, windows, plumbing, front
render and re-tarmaccing of the front forecourt. Suggested an article in The Rocklander to
this effect to allay comments that the village was paying and the previous shop
owners were benefitting.
11 To receive update
from Tree warden. (Richard Smedley)
Richard Smedley is not well. It was agreed that
the Parish Council could deal with any tree problems that arose in the meantime.
12 To update on Playing Fields. (DH)
A village fete had been planned for August Bank
Holiday 26th. Now changed to 29th June. Cllr. Jones said
it would clash with the Flower Festival. Playing Fields committee would like to
update children’s play area with a separate area outside for girls’ sports such
as netball. It was their intention to fund these projects through grants. It was commented that the grant money should
not have to go through the Parish Council Bank unless they were prepared to pay
for the extra costs entailed. Cllr.
Howie reiterated that he would like to see the playing fields used more. Maybe a newsletter or an article in the
Rocklander asking the villagers what they want from their Playing Fields.
12
To receive update on Highways
Trod. The Trod is not value for money and is not fit for
purpose. Cllr. Howie nearly broke his ankle on it today. He has spoken to Paul
Sellick at Highways who says filling potholes is priority at the moment. Cllr.
Steel said it had never been done properly in the first place and highways
should sort it out. Complete waste of money if unusable. District Cllr. Smith
said if it is dangerous, it is therefore a liability. As the PC have contributed to the trod, they
may also be liable. It wasn’t tarmacced
(like a path) in the first instance as this was the dearer option, but maybe
that would be the answer. Bill Smith suggested Breckland Council may fund the
tarmac as they do support Norfolk CC projects. But he couldn’t promise
anything. Cllr. Howie said the Parish
Council are really quite angry about the state of the Trod. It was also noted
that growth on the bank needs to be kept cut back and under control.
ACTION Cllr. Steel to get a quote
for tarmaccing (White Rod ?)
ACTION Cllr. Howie to escalate
problem within NCC by contacting Director of Highways.
Hedge Cutting. Junction,
opposite The Street, an accident waiting to happen as motorists can’t see when
pulling out onto the main road as the hedges are obscuring the view, and the
notice boards. ACTION Clerk to ask Highways if they can cut the hedges.
Pot Holes. Couple of pot holes at Norralds Farm. Massive pot
hole at corner of Thieves Lane.
ACTION Cllr. Steel to provide map
for reference.
ACTION Clerk to ask Highways to
fill potholes.
13 To update on
flooding
No flooding, just flowing !
14 To discuss and correspondence
No correspondence had been received. However, a
couple of items were needed to be discussed.
Phone Boxes. Cllr. Howie suggested a working party to wash
and paint the phone boxes. It was noted that the Mount Pleasant Phone Box
didn’t have any books in it. The other
phone box looked after by Sue Steel was well used. Advertise in The Rocklander for volunteers
for working party and new person to run library in the Mount Pleasant phone
box.
Defibrillator. No news on installation. ACTION Clerk to contact Co-op.
Parish
Notice Board.
The Clerk asked if the noticed board could be repaired or replaced.
Beating the
Boundary. Cllr. Howie asked about ‘beating the
boundary’ in the village on Ascension Day (29th May
) or Rogation Day (May 26th). Cllr
Steel said he was thinking about doing a ‘boundary beat’ of sorts, walk, to tie
in with the Princes Trust. Actual boundary difficult to walk due to streams/farmers
land but would stick to footpaths and quiet roads. Start and finish at the
shop.
Electoral
Rolls.
Should we have had them by now? ACTION Clerk to chase.
15 AOB (Agenda items
for next meeting)
16 Date of next Meeting - Monday 7th July 2014, 7pm,
Rocklands Village Hall.
The meeting
closed at 8.26 pm.