Members of the Council:
You are hereby summoned to the Annual Meeting of the Parish Council which will be held as a Virtual Meeting using Skype Video Conferencing on Thursday 28 May 2020 at 7.30pm for the purpose of transacting the business below.
Members of the public:
Members of the public are welcome to access the meeting (via Skype) and may address the Council, during the Public Participation Session, Item 5 on the agenda. Would any person intending to address the Council during the meeting please provide a copy of their question (or report) to the Clerk of the Council (email@example.com) in advance of the meeting, so that in the event that their access is lost during the meeting (i.e., through a wi-fi failure), then the Chairman will be able to read out their question during the meeting.
Reporting on Meetings
Except where members of the public have been excluded due to the confidential nature of the business, any person is normally able to film, photograph, audio record or use social media to report on meetings of the Council, including any public comment and/or questions. As the meeting is a Virtual meeting, using Skype, the Clerk will be recording it to assist with Minute taking.
1. To elect the Chairman of the Council for the coming year.
2. To receive the Chairman’s Declaration of Acceptance of Office.
3. To elect the Vice-Chairman of the Council for the coming year.
4. To receive any apologies for absence.
5. To receive, from Members, any declarations of interest in items on the agenda in accordance with the Council’s Code of Conduct.
6. To approve the minutes of the Ordinary Meeting of the Parish Council held on 30 April 2020.
7. To agree any Council committees, sub-committees and/or working groups and their membership.
8. To appoint Representatives to external bodies, as appropriate.
9. To appoint Council officers.
10. To appoint Council portfolio-holders.
11.1 To review and adopt Standing Orders
11.2 To review and adopt Financial Regulations
11.3 To review and adopt Asset Register
11.4 To review and adopt Risk Register
12. To review progress on all outstanding actions from minutes of previous meetings.
138: Cllr Southgate to pursue the Football Club for return of the signed Pavilion Hire Agreement, along with a letter confirming their compliance with the Licensing Conditions.
138: Cllr Southgate to provide a copy of the signed Parish Council’s Pavilion Hire Agreement to Cllr Webster, who will amend it to acknowledge the Council’s agreement to the Football Club’s Alcohol Licence.
220: Cllr Brinkley to investigate the feasibility and cost of re-siting the Parish Council owned telephone kiosk from outside the Post Office to the corner of the Great Green.
221.1: Cllr Williams has refurbished three timber benches on the Great Green and one timber bench in the Cemetery. (Action Closed)
221.1: Cllr Brinkley to investigate the costs of refurbishing the two-car parking bay at the corner of Great Green.
221.8: Cllr Brinkley to obtain a quotation from a local contractor (C Limmer) to refurbish the Bus Shelter at MacKenzie Place.
245.8: Cllr Morley, Cllr Cutting-Keyton and the Clerk to have further discussions with Action Play & Leisure to determine timeframes, payment terms and review final scope of scheme and levels and type of proposed equipment supplied to ensure it covers a wider age range, following which an updated proposal for the Children’s Adventure Playground will be submitted to a subsequent Parish Council meeting. Action Play & Leisure have closed their offices & furloughed staff, so further discussions will wait until we can meet the Contractor on site.
261.1: Cllrs Levett, Brinkley and Williams to agree scope of refurbishment needed to 3 No composite concrete/timber benches on the Great Green and 1 No. composite concrete/timber bench at Mill Corner and obtain a quotation from local Contractor (C Limmer). (See Agenda Item 15.3).
261.2: Cllrs Levett, Brinkley and Williams to agree scope of repairs needed to the Bandstand and obtain a quotation from local Contractor (C Limmer). (See Agenda Item 15.4).
261.3: Cllrs Levett, Brinkley and Williams to agree work needed to reinstate the
‘No Parking’ sign at the Great Green.
261.4: Cllrs Levett, Brinkley and Williams to agree the specification of the new hardwood timber notice board and its potential location at the Great Green and obtain a quotation from AJ Joinery.
265.8: Cllr Williams to seek Philip Boucher’s assistance to trim hedge over bridge in Howe Lane.
13. Public Participation Session: (15 minutes).
13.1 Suffolk County Councillor and Babergh District Councillor Reports.
13.2 Public comment.
14.1 To consider any applications received which have been referred to the Parish Council:
14.2 To note any Babergh District Council planning permissions/refusals received:
DC/20/00128 – Full Planning Application. Erection of 1 No. Single Storey Dwelling and Detached Garage and creation of new vehicular access; Installation of Sewage Treatment Plant. Windsor Green Farmhouse, Windsor Green, Cockfield, Suffolk. LP30 0LY. Decision: Planning Permission has been Granted.
DC/20/01381 – Discharge of Conditions Application for DC/19/03826 – Condition 2 (Vehicular Access Surface) and Condition 4 (Fencing). Gambrel, Chapel Road, Cockfield, Suffolk. IP30 0HE. Decision: Condition 2 has been satisfied & Fencing to be erected for Condition 4.
15.1 To receive a financial statement and report, including the latest position with the 2020-2021 Council budget.
15.2 To authorise payments as presented and to note income received.
15.3 To approve the refurbishment of 3 No. Concrete/Timber composite benches at the Great Green and 1 No. Concrete/Timber composite bench at Mill Corner, by C Limmer (labour and fixings) for £700.00 and AJ Joinery Ltd (supply of Timber) for £614.00 + £122.80 VAT, total cost £1,314.00 + £122.80 VAT.
15.4 To approve the repairs to the Bandstand on the Great Green, by C Limmer for £160.00 (labour and materials).
15.5 To review Council insurance requirements and approve the renewal of the policy with HISCOX, either:
15.5.1 for a one-year Agreement at £1,925.00 + £50.00 (CAME & Co) Admin Fee. Total £1,975.00
15.5.2 for a 3-Year Fixed Agreement at £1,828.75 per annum + £50.00 (CAME & Co) Administration Fee. Total £1,878.75.
15.6 To consider making Section.137(3)(a) LGA 72 donations on behalf of the Parish Council to the following:
15.6.1 Suffolk Neighbourhood Watch Association (proposer Cllr Webster),
15.6.2 NHS Charity (i.e., My Wish Charity) (proposers Cllrs Webster and Levett),
15.6.3 Suffolk Accident Rescue Service, (SARs Application for donation).
15.7 To approve the purchase of ex-railway sleepers or new timbers to immediately replace three decayed timbers (H & S hazard) and to replace others (as required) all in accordance with the Parish Council’s approved CIL123 Bid for the purchase of the SCC Meadow. Cllr Morley, Cllr Williams, Cllr Southgate and the Clerk to be delegated authority to determine the number of timbers required and make the purchase, based on the best deal available (within the limits of the CIL bid budget).
16. Pavilion Update:
– To consider a proposal from Cllr Levett to progress repairs to the Pavilion in as part of the Settlement Claim.
17. Future Meeting Structure:
To consider a proposal from Cllr Levett to restructure the meeting agenda of future meetings.
18. Cockfield Village Welcome Pack:
To consider a proposal from Cllr Cutting-Keyton on the future of the Welcome Pack.
19. Working Groups, Representatives to External Bodies, Officers and Portfolio-Holders:
By Exception, to receive any reports from lead members on matters which need to be brought to the attention of the Council and to take actions appropriate:
19.1 Greens Management – Cllr Brinkley
19.2 Local Needs Housing – Cllr Morley
19.3 Pavilion – Cllr Southgate
19.4 Suffolk Association of Local Councils (SALC) – Cllr Cutting-Keyton
19.5 Earl’s Meadow – Cllr Williams
19.6 Cemetery – Cllr Turner
19.7 Parish Paths – Cllr Turner
19.8 Highways and Emergencies – Cllr Cutting-Keyton
19.9 Police/Fire – Cllr Cutting-Keyton
19.10 Play Equipment – Cllr Southgate
19.11 Village Hall Car Park – Cllr Morley
19.12 Neighbourhood CIL – Cllr Morley
To consider the list of correspondence received and to agree any appropriate actions.
Letter from the HM Lord Lieutenant Suffolk containing the Queen’s addresses on 5/04/20 and 8/05/20 and the Duke of Edinburgh’s message 20/04/20.
21. Matters to be brought to the attention of the Council either for information or for inclusion on the agenda of a future Ordinary Meeting.
An Approved Suppliers List
22. Next Meetings:
The next Virtual Ordinary Meeting of the Parish Council will be Thursday 25 June 2020 at 7.30pm, using Skype Video Conferencing.
Parish Clerk: Steve Ball, Proper Officer of the Council
Address: Green Ridge, Howe Lane, Cockfield, Bury St Edmunds, Suffolk IP30 0HA
Tel: 01284 828987
Published: 22nd May 2020