Stanhoe Parish Council

Minutes of Parish Council Meeting

Held on Thursday, 10th May 2018 at 6.00pm
in the village Reading Room

Clerk to the Council – , tel 01485 518570

Mr. D. Lord (DL) Chairman          
Miss. R. Brown (RB)
Mr. M. Roche (MR)
Mrs. J. Lord (JL)                                   
Mr. D. Vincent (DV)

Mr D. Bridge (DB)                             

In Attendance:          
3 Members of the Public

1. Appointment of Chairman and Vice-Chairman:  MR proposed that DL be elected as Chairman for a further year. DL stated his willingness to accept the Chairmanship for a further year.  The proposal was seconded by DV and unanimously agreed.   In his absence, and subject to his acceptance, DV proposed DB as Vice-chairman which was seconded by JL and also unanimously agreed.

2. To consider apologies for absence:  DB was unable to attend the meeting.

3. To consider approval of the Minutes of the last meeting held on 8th March 2018:  No queries were raised and the Minutes were passed and signed by the Chairman.

4. To record declarations of interest in any item to be discussed:  No declarations of interest were made.

5. To adjourn the meeting to allow for public participation:  Concerns were raised regarding continued speeding in the village, the tree opposite Fern Cottage and an interest was shown in the Go to Town Transport agenda item. The Chairman reiterated the Council’s concern regarding excessive and continued speeding and would discuss with the Community Speed Watch Coordinator how the statistics recorded by the SAM 2 could be passed to the Police. The Chairman reiterated the lengths the Council have gone to in establishing the landowner, and writing to him, to make him aware of the tree opposite Fern Cottage.  All efforts to engage BT and Openreach had been unsuccessful with both organisations confirming the responsibility rests with the landowner. It was agreed that if no action has been taken by the landowner by the end of June 2018, the concerned resident would advise the Council.

6. Go to Town Transport: A general discussion took place regarding the cost, usage and value of the Go to Town Transport Community Bus. The cost for the 1st year had been £700 and it had been indicated that costs for the 2nd year would be £350. However, a request for funding from West Norfolk Community Transport (WNCT) for the 2nd year was £560 as costs had increased due to changes in government legislation relating to the operation of Community Transport and the recent withdrawal of Stagecoach from the region. Whilst usage to/from Stanhoe had been a little disappointing, it was acknowledged that for those who had taken advantage of the service it had been a great asset. In terms of the Council Budget for 2018/19, £350 had been allocated to cover the 2nd year costs so in view of this, it was agreed that, in the first instance, an offer of £400 would be made to WNCT. Accordingly, the Chairman would write to the Chief Executive outlining this proposal.

7.  Playing Field:

Dog Bin Provision and ‘No Dogs’ Signs:  MR, as the Chairman of the MEHM Trust, advised Council that the Trust would consider the subject of a Dog Bin and ‘No Dogs’ signs at the next meeting of the MEHM Trust.

8. Appointment of a Data Protection Officer: Whilst NALC have confirmed that there is still a requirement to register with the Information Commissioner’s Office (ICO), the Government have tabled an amendment to its own Data Protection Bill to exempt all parish and town councils and parish meetings in England and community and town councils in Wales from the requirement to appoint a Data Protection Officer (DPO) under the General Data Protection Regulation. Officials have confirmed with National ALC that, whilst all other measures still apply, appointing a Data Protection Officer to support a council’s approach to data protection would then become discretionary and just regarded as good practice. The Clerk will however register Stanhoe Parish Council with the ICO.

9. Better Broadband for Norfolk (BBfN) - Update: The Chairman had obtained the latest update from the Programme Director. The first phase of the Broadband upgrade in the village, which covers, in the main, the Docking Road, Burnham Road, Station Road, Cross Lane and the Green should be completed by the end of June 2018. The second phase is expected to be completed by the end of the year.

10. Closure of Polling Station:  A letter from the Electoral Services Manager at the Borough Council of Kings Lynn and West Norfolk proposed that the Polling Station, normally located in the Reading Room, be closed and that Stanhoe electors be asked to vote at neighbouring Docking. The Council did not see this proposal as a welcome change, particularly in view of the very limited public transport available between Stanhoe and Docking. The Clerk, through the Chairman, would advise the Electoral Services Manager of the Council’s reservations.

11. Parish Council Insurance Renewal:  The policy for Stanhoe Parish Council falls due for renewal on 1st June 2018. Came and Company Local Council Insurance had provided quotations from 3 leading insurers as follows:

Company Annual Premium Total Premium
Inspire £373.88 + £50 admin fee £423.88
Hiscox £636.81 + £50 admin fee £686.81
Ecclesiastical £843.50 + £50 admin fee £893.50

The premiums could be reduced by a further 5% if the Council elected to set up a 3 year binding Long Term Agreement (LTA) – in terms of Inspire this would result in a total annual premium of £405.19.  The Council agreed unanimously to take out a LTA with Inspire. The Clerk would make the necessary arrangements.

12. Stanhoe and Barwick War Memorial, the Green:  Historic England, as part of their response to the centenary of the First World War, had written to the Parish Council advising of their consideration to add the Stanhoe and Barwick War Memorial to the List of Buildings of Special Architectural or Historic Interest. A further letter advised that the initial assessment of the War Memorial had been completed. Prior to Historic England making its final recommendation to the Secretary of State for Digital, Culture, Media and Sport, the Council were invited to provide any additional information or observations. The Council wished to thank Historic England for their consideration to add the Stanhoe and Barwick War Memorial to the List of Buildings of Special Architectural or Historic Interest and, provided there were no hidden implications for the Parish Council, had no further comment to make. The Clerk would respond to Historic England accordingly.

13. Planning applications and information:  Whilst no formal planning applications had been received, the Chairman took the opportunity to advise Council that the Council comments recorded at paragraph 5 of the minutes of the meeting on 8th March 2018 regarding the Tree Preservation Order – All Saints Church, had been relayed to the Planning Department at the Borough Council of Kings Lynn and West Norfolk. To date, nothing further had been heard.

14. End of Year Accounts, Financial Report and approval of payments:  Year End accounts as at 31st March 2018 were circulated by the Clerk. The accounts had been inspected by the Internal Auditor and no observations had been raised. Council agreed unanimously with the End of Year Accounts so the Chairman signed the Annual Governance and Accountability Return 2017/18 Part 2.

Up to date income & expenditure accounts, budget report and bank statements were circulated by the Clerk. No queries were raised.

The Chairman advised Council of the proposed increase by NALC to the Clerk’s salary from £8.873 per hour to £9.341 per hour with effect from 1st April 2018. Council agreed unanimously to the increase.

Approval was sought and agreed for the following payments:

Chq No Payee Reason £
100727 NALC Annual Subscription 93.57
100728 NPFA Subscription 2017/18 & 2018/19 40.00
100729 Roger Canwell Internal Audit 40.00
100730 W. Leighton Salary March and April 2018 296.46
100731 W. Leighton Expenses March and April 2018 79.90
100732 HMRC PAYE March and April 2018 73.80

15. Items for the next Agenda – meeting of 12th July 2018: 

Playing Field – Dog Bin Provision and ‘No Dogs’ Signs
Speeding in the Village
Go to Town Transport

No other items were discussed and the meeting closed at 7.00pm. The Annual Parish Meeting then followed.