Stanhoe Parish Council

Minutes of Parish Council Meeting

Held on Thursday, 9th May 2013 at 7.00pm
in the village Reading Room

Clerk to the Council – , tel 01485 518409


Mr. T. Austin (TA)
Mrs. P. Austin (PA)
Mr. D. Bridge (DB)
Mrs. R. Brown (RB)
Mr. J. Seedhouse (JS)


Mr. M. Roche (MR)
Mrs. P. Roche (PR)

1. Election of Chairman and Vice-chairman

TA, Chairman, and DB, Vice-chairman, indicated that they would be willing to serve another term. TA was proposed as chairman by PA and seconded by RB. DB was then proposed as Vice-chair by PA and seconded by RB. Both accepted their positions for a further year and were thanked by remaining councillors for agreeing to continue their work.

2. To consider apologies for absence

Apologies had been offered by MR and PR and were accepted.

3. To consider approval of the Minutes of the last meeting

These were passed and signed by the Chairman.

4. To record declarations of interest from members in any item to be discussed

No declarations made.

5. To adjourn meeting to allow public participation

No public present.

6. SNAP Report

Due to a clash of dates with the County Council elections, the recently scheduled meeting had been postponed with a date yet to be announced. **

7. Annual Parish Meeting

Despite being widely advertised within the village and residents being encouraged to attend, only one resident attended together with 5 parish councillors. An interesting presentation had been given by the guest speakers from the National Construction College setting out their plans for the future and a report was given by the parish council chairman on the previous year’s workings of the council. It was suggested that, in future, the Annual Parish Meeting should be held on the same evening as a normal parish council meeting and follow on from the close of parish business. It was also suggested that an item should be placed in –Saints Alive’ asking residents to propose topics for discussion at the Annual Parish Meeting and to suggest possible speakers. It was agreed that this item should be on the Agenda again for the meeting in January 2014.

8. Possible change to Parish Council meeting times

Currently, all councillors are retired from full time employment so morning meetings could be possible. This item would be on the Agenda again in July 2013 for further discussion.

9. Possible rabbit-proof fencing to children’s play area

To be discussed as part of Item 16 on the Agenda.

10. Village Cross

In spite of work being done last year, the lime mortar on the base of the Cross seemed to be cracking and flints would eventually come loose. It was agreed that the clerk would contact the builder, Mr. Shackcloth, for advice on conservation.

11. Cars parked on Docking Road

There had been concerns about some cars parked close to junctions on Docking Road. The police have confirmed that a minimum of 15 yards of clear space should be left between a junction and a parked car. There are no other parking restrictions on Docking Road. The local PCSO said he would check out the parking situation when in Stanhoe.

12. Litter Bins

The housing for one of the public litter bins by the pond has come loose from its fixings but can probably be repaired. TA and DB to investigate. Also, the clerk would contact the Borough Council as bins had not been emptied for over a week.

13. Updates on ongoing matters

a) Cross Lane traffic – no developments

b) Refurbishment of village sign and notice boards – still ongoing but hopefully will be accomplished soon.

c) Food waste bins – replacement bags were available from the Borough Council at their offices but it was agreed that the clerk would obtain a stock of these to be sold on to residents. A notice would be placed in –Saints Alive’.

d) Geese on the pond – no problems reported. Many eggs had been removed from nests and sent to a farm for incubation.

14. Planning Decisions

Permissions had been granted for alterations to –The Old Stores’ and for a variation to the conditions of a previous permission for –The Chantry’.

15. Councillors visit to the CITB

The clerk had requested available dates from the college and was awaiting a reply.

16. Insurance renewal and playground inspections

Annual parish council insurance would be renewed with Came & Co. as part of a 3 year agreement. The premium had been reduced due to a –no claims discount’ being applied. One stipulation of the insurance cover was for a weekly inspection of playground equipment. The clerk would clarify with the insurers as to the level of expertise required for this inspection. The MEHM Trust would also be asked to clarify their position on playground insurance as the playing field was leased to the Trust. There was some concern about the extent of councillors’ liability in the event of an accident and the clerk agreed to check with NALC on this matter. Some areas of the infants’ play area fencing needed to be replaced. TA and DB agreed to undertake this and to install some rabbit proof netting at the same time.

17. Year end accounts, financial update and approval of payments

The clerk circulated copies of the accounts for the year ended 31st March 2013. It was noted that some savings had been made and that the reserve fund had increased by approximately £500 and was approaching the target of a sum equivalent to one year’s precept. No queries were raised and DB proposed acceptance of the accounts which was seconded by JS and unanimously approved. The clerk also circulated a financial update for the period from 1st April 2013 to the date of the meeting. Payments were approved for expenses incurred for refreshments for the Annual Parish Meeting and for the clerk’s salary. There was some discussion on charitable donations for the financial year 2013/14 and it was agreed that this should be limited to organizations which could be of direct benefit to local residents.

18. Future meeting dates and times

It was agreed to postpone this item until the meeting in July (see also Item 8). DB and PA offered apologies for not being able to attend the July meeting because of other commitments.

19. To receive items for the next Agenda – meeting of 11th July 2013

The following items to be included:-

  • Meeting dates and times
  • Possible litter pick and clarification on Borough Council litter collection
  • Usual updates on ongoing matters

No other items were discussed and the meeting closed at 9.30pm.

** A meeting date of 23rd May 2013 was subsequently set for SNAP but TA was unable to attend due to a prior arrangement.