Stanhoe Parish Council

Minutes of Parish Council Meeting

Held on Thursday, 11th January 2018 at 6.00pm
in the village Reading Room

Clerk to the Council – , tel 01485 518570

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

Apologies: None                         

In Attendance: 2


1. To consider apologies for absence:  None.

2. To consider approval of the Minutes of the last meeting held on 9th November 2017:  No queries were raised and the Minutes were passed and signed by the Chairman.

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

4. To adjourn the meeting to allow for public participation:  Two members of the public were in attendance but did not wish to contribute to the meeting.

5. Budget Setting for 2018/19: Councillors voted by a majority of 4 to 1 to retain the same overall budget for 2018/19 although there would be some minor changes to individual line entries within the budget.  Councillors agreed unanimously that there may be a requirement for a small increase to the budget in future years.

6. Precept Request for 2018/19: The Clerk would now complete the Precept Request for 2018/19, based on the agreed budget, and return it to the Borough Council.

7. Electronic Speed Signs – SAM 2 Update:

Component Issue: Westcotec, the SAM 2 supplier, had notified the Council that a component issue had been identified with some SAM 2 signs which would result in complete failure of the unit. Should this occur, normal warranty arrangements would apply.

Data Collection/Interpretation: The Chairman reported that collecting and interpreting data from SAM 2 was not without issue and Westcotec had so far been unable to provide the necessary assistance. The Chairman would arrange to visit Westcotec to discuss, and hopefully resolve, the data issue.

8. Village Noticeboards: The village noticeboards had now been refurbished to an excellent standard by DV.

9. Playing Field:

Dog Bin Provision and ‘No Dogs’ Signs:  MR, as the Chairman of the MEHM Trust, would make contact with the Borough Council regarding the placement and installation of a ‘Dog Bin’ – The clerk would supply MR with the necessary contact details/emails received to date. MR also agreed to raise the subject of ‘No Dogs’ signs at the next meeting of the MEHM Trust.

Playground Equipment Annual Inspection:  DV would arrange for the play equipment to be thoroughly cleaned in the Spring, prior to arranging the annual inspection.   

10. Better Broadband for Norfolk (BBfN) - Update: The Clerk had requested, and received, an update from the Programme Director for BBfN on the schedule for Stanhoe. Timescales remain the same – implementation during 2018, however the actual technology will be fibre to the premises. Some properties in the village are not expected to benefit although, during implementation, if any can be covered they will be. The Chairman would email the Programme Director requesting that residents of properties who may not benefit are notified in advance of the implementation. 

11. Loss Of Some Telephone Provision in the Village:  The Parish Council were aware of some loss of telephone provision in the village both prior to and during the Christmas period. It is understood that the necessary repairs to cabling had now been completed and service to affected residents had been restored. In relation to the tree growing around the cables fitted to a telegraph pole opposite Fern Cottage on Docking Road, the Chairman had contacted BT/Openreach and had received a number of positive responses regarding the issue and confirmation that it would be investigated as a priority. In addition, the Parish Council had notified the landowner of the issue with the tree.

12. Appointment of a Data Protection Officer (DPO): The Chairman explained that under the General Data Protection Regulation (effective on 25 May 2018) and new UK legislation expected next year, Parish Councils in England are required to appoint a DPO. Whilst the DPO may be an internal or external appointment, it is NALC’s view that most clerks and RFOs cannot be designated as a council’s DPO. This is because although they may satisfy some requirements of the role, they will not satisfy all of them. The Clerk would canvass neighbouring councils to ascertain how they intend to cover the DPO role and report back at the next meeting.  

13. Stanhoe – A Conservation Area?:  Whilst one Councillor present did not feel sufficient information was available to vote, all other Councillors voted not to proceed, at this time, with Stanhoe becoming a conservation area..

14. Planning applications and information:  No applications had been received.

15. Financial Report and approval of payments:  Up to date income & expenditure accounts, budget report and bank statements were circulated by the Clerk. No queries were raised. The Clerk advised Council that HMRC had confirmed in writing that they had not received cheque number 100710 issued on 21st September 2017. The cheque to HMRC approved at today’s meeting (*) would also include the £72.20 which HMRC did not receive in September 2017.

Approval was sought and agreed for the following payments:

Chq No Payee Reason £
100715 W. Punter War Memorial Maintenance 70.00
100716 D. Vincent Notice Boards Refurbishment 320.00
100717 D. Scales Village Maintenance Duties 120.00
100718 W. Leighton Salary November and December 2017 288.66
100719 W. Leighton Clerk’s Expenses 7.90
100720 HMRC (*) PAYE November and December 2017 144.20

16. Items for the next Agenda - Meeting of 8th March 2018: 

Electronic Speed Signs – SAM 2 Data Update
Playing Field – Dog Bin Provision and ‘No Dogs’ Signs
Appointment of a Data Protection Officer

With all Councillor’s present, the Chairman took the opportunity to agree Parish Council meeting dates for 2018. The dates agreed were:

8th March
10th May
12th July
19th September
8th November 

No other items were discussed and the meeting closed at 7.40pm.