Members of the Council:

You are hereby summoned to the Ordinary Meeting of the Parish Council which will be held as a Virtual Meeting using Skype Video Conferencing on Thursday 30 April 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 (parish.council@cockfield.org.uk) 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.

AGENDA

1. To receive any apologies for absence.

2. To receive, from Members, any declarations of interest in items on the agenda in accordance with the Council’s Code of Conduct.

3. To approve the minutes of the Extraordinary Meeting of the Parish Council held on 26 March 2020.
4. To review progress on all outstanding actions from minutes of previous meetings.

126.1: Local contractor, T Sheppard has completed the under-seat modification to the Bandstand, Great Green. Action Closed.

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.

140: Cllr Brinkley to pursue a further quotation for replacing the Great Green Noticeboard in hardwood from a local Contractor (C Limmer). (See Agenda Item 9.4)

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 to refurbish two benches on the Great Green. (See Agenda Item 9.1)

221.1: Local Contractor Rookwood Agricultural Services has completed the Harrowing/Re-Seeding of the Great Green. 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 quotations from a local contractor (C Limmer) to refurbish the Bus Shelter at MacKenzie Place and the Bench at Mill Corner.

221.11: Cllr Williams has completed the De-mossing of the Village Hall Car Park to reduce the slip safety risk. Action Closed.

237: The Clerk chased Vertas Ltd to renew the Annual Agreement for Grounds Management at the Great Green. The Agreement has been received, and following a suspension of grass cutting services and furloughing of all staff, the Clerk made arrangements for Shepherd & Son to cut the green. Vertas Ltd have now resumed grass cutting services, so Shepherd & Son’s services were not required. Action Closed.

245.3: The Clerk has placed a 2-year fixed rate agreement with Octopus Energy for the supply of Electricity at the Pavilion, Great Green. Action Closed.

245.4: The Clerk has advised S Shepherd & Son that the Parish Council wish him to continue to provide Edge Cutting Services for 2020. Action Closed.

245.5: The Clerk has advised S Shepherd & Son that the Parish Council wish him to continue to provide Verge Cutting Services and has scheduled the first cut for the 1st week of May. Action Closed.

245.7: The Clerk has returned to BMSDC, a signed copy of the CIL 123 Acceptance letter for the Children’s Adventure Playground at the Great Green. Action Closed.

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.

5. Public Participation Session: (15 minutes).
5.1 Suffolk County Councillor and Babergh District Councillor Reports.
5.2 Public comment.

6. Planning:
6.1 To consider any applications received which have been referred to the Parish Council:

DC/20/01177 – Planning Application – Erection of Grain Store (following demolition of existing agricultural storage/yard building). Colchester Green Farm, Colchester Green, Cockfield, Bury St Edmunds Suffolk IP30 0HG (Consultation Submission Deadline 15/04/20, extended until 05/05/20).

DC/20/01217 – Outline Planning Application (some matters reserved, access to be considered) – Erection of 4 no. detached dwellings (with access) and revised car parking for The Three Horseshoes. Three Horseshoes Stows Hill Cockfield Bury St Edmunds Suffolk IP30 0JB. (Consultation Submission Deadline 12/04/20, extended until 05/05/20).

DC/20/01352 – Outline Planning Application (some matters reserved, access to be considered) – Erection of 2 No. Detached dwellings and associated Garages (with access). Land North of Howe Lane, Cockfield, Suffolk (Consultation Submission Deadline 26/04/20, extended until 05/05/20).

DC/19/04346 – Application under Section 73 of the Town & Country Planning Act – Variation of Condition 7 of planning permission DC/17/05332 Planning Application – Hybrid Planning Application for erection of 42 dwellings (Full Planning Application); including access road, shared surface roads, community open space and footpath connections to existing community meadow – To enable main development to be constructed in four separate phases; and siting of sub-station. Land to The North West Of, Mackenzie Place, Cockfield, Suffolk. Application has been withdrawn.

6.2 To note any Babergh District Council planning permissions/refusals received:
None

7. Finance:
7.1 To receive a financial statement and report, including the latest position with the 2020-2021 Council budget.
7.2 To authorise payments as presented and to note income received.
7.3 To pre-authorise the regular payments (for up 12 months) In accordance with Financial Regulations, Item 5.6, included on the Schedule circulated in advance of the meeting,
7.4 To retrospectively approve the order placed with Binder Ltd (in accordance with Financial Regulations, Item 4.5 and Chairman’s action) to repair the Klargester at Great Green for £386.99 + VAT.
7.5 To retrospectively approve the order placed with T Sheppard to dismantle & remove the composite concrete/timber seat on the Great Green, near the ex-Garage site which was in a dangerous condition and to store the concrete sections until a decision is taken on its replacement for £30.00.

8. Pavilion Update:
To receive a progress update from Cllr Levett on the Pavilion.

9. Maintenance:
9.1 To consider whether to repair/refurbish the 3 No. composite concrete/timber benches on the Great Green, or replace them with 3 N0. new timber benches.
9.2 To consider a proposal to repair the window frame, facia and roof trim/finial on the Bandstand, Great Green.
9.3 To consider a proposal to concrete the ‘No Parking Sign’ into the ground near
the Pavilion, Great Green.
9.4 To consider a proposal to replace the existing Noticeboard at the Great Green with one or more new half glazed/lockable, half unglazed Noticeboard(s), together with their locations.

10. Coronavirus:
10.1 Meetings: Councillors to note that:
10.1.1 Physical Ordinary Parish Council Meetings on 30/04/20 and 28/05/20 have been replaced by Virtual Meetings using Skype Video Conferencing, whilst the meeting scheduled for 25/06/20 will be determined nearer the time.
10.1.2 The Annual Parish Council Meeting (AGM) in May, the MacKenzie Place Housing Development Information Event on 7th April 2020 and the Annual Parish Meeting on 16th April 2020 have all been cancelled, Whilst, the new Coronavirus legislation allows for Parish Council meetings to be virtual meetings, this doesn’t apply to the Annual Parish meeting.
10.2 Assistance for Residents: To consider any further measures that the Parish Council wish to introduce to assist Cockfield residents.

11. 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:

11.1 Greens Management – Cllr Brinkley
11.2 Local Needs Housing – Cllr Morley
11.3 Pavilion – Cllr Southgate
11.4 Suffolk Association of Local Councils (SALC) – Cllr Cutting-Keyton
11.5 Earl’s Meadow – Cllr Williams
11.6 Cemetery – Cllr Turner
11.7 Parish Paths – Cllr Turner
11.8 Highways and Emergencies – Cllr Cutting-Keyton
11.9 Police/Fire – Cllr Cutting-Keyton
11.10 Play Equipment – Cllr Southgate
11.11 Village Hall Car Park – Cllr Morley
11.12 Neighbourhood CIL – Cllr Morley

12. Correspondence:
To consider the list of correspondence received and to agree any appropriate actions.
12.1 Annual Audit Process & Timescales

13. Matters to be brought to the attention of the Council either for information or for inclusion on the agenda of a future Ordinary Meeting.

14. Next Meetings:
The next Virtual Ordinary Meeting of the Parish Council will be Thursday 28 May 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
E-mail: parish.council@cockfield.org.uk
Published: 24th April 2020