Surlingham Parish Council – Draft Minutes of 15 September 2020


Minutes of the virtual meeting held on Tuesday 15 September 2020 at 7:30p.m

Attending: Councillors John Broom, Richard Atkins, Pat Scowen, Mike Stiff, Phil Reeve. Norfolk county and South Norfolk District Councillor Vic Thomson, Clerk Janet Rogers and one member of the public.

  1. Welcome by the Chairman – Due to an issue with Zoom the start of the meeting was delayed and Councillor Atkins took the chair
  2. Apologies and approval of absences – Councillors Mack and Swinborne sent their apologies
  3. Declarations of Interest – There were none
  4. To approve as accurate the minutes of the meeting on 21 July 2020 – Approved
  5. Matters arising from those minutes – Item 6 positioning of the SAMs machine – JB responded due to work commitments this was delayed. Item 12 Removal of tree and dyke clearance – JB equipment is currently unavailable. Item 13 Disposal of old Parish Mower – JB to speak to Mr & Mrs Rix.
  6. Progress reports Councillors/Clerk – Refund of VAT received £516. Email from Wheatfen Forest School thanking councillors for the reduction in hire fee. Also, thanks from the resident who asked for dog poo signs. Clerk thanked residents from Padmaloka who agreed to tidy the corner of the Covey. The cost of covid-19 PPE and cleaning products to enable the Parish hall to reopen amounted to £261 net. The application for SNDC Facilities Grant £250 to cover this expense was successful and paid on 7 August 2020. Parish hall risk assessment, special conditions of hire and hall booking form sent to all regular hirers these must be signed and returned prior to hire. The academy has a risk assessment specific for the school use of the hall. A copy has been provided to the clerk with a signed hall booking form. Hall Hire – The school will begin to use the hall from Monday 21 September 2020. Also Karate classes and Norfolk Hedge. The Extend gentle exercise class will not be returning and no longer wish their slot to be held for them. Clerk liaised with Sapientia to discuss lunch club use of kitchen – Sapientia agreed if training is completed access can be maintained. Confirmation sent to Lunch Club committee. Treasurer asked for advice re the insurance renewal. Clerk advised her to defer renewal of insurance until the club resumes. Due to issues with the new lawn mower a replacement was sourced from Ben Burgess and is proving satisfactory.
  1. To receive reports from the County and District Councillor – Councillor Thomson reminded parishioners of the new covid-19 instruction of the rule of restricting groups of no more than 6. Update on the covid-19 outbreak at Banham Poultry 127 of 735 staff were found to be positive, through track and trace 2000 people were tested. 108 staff have returned to work with the remainder due to return shortly. E scooters are due to arrive in Norwich shortly like the Beryl bikes already being used in the city. Hazardous Waste dates for Ketteringham recycling Centre are 25/26/27 September 2020. Kettering recycling centre will relocate to Harford Bridges in 2021. Both councils will shortly be looking at their budgets for 2021/22. NCC is looking at an overspend of £40milliion and South Norfolk £8million. Clerk offered her thanks to Councillor Thomson on behalf of the 5 businesses in the village who had benefited from the installation of foot operated hand sanitisers.
  2. Footpath1 – Councillor Atkins reported that a meeting was arranged with NCC for 17 September to discuss Footpath 1. Councillor Atkins asked for the Parish Council’s support to request NCC to release the details of their investigations, mapping etc to enable the details to be considered by an independent third-party organisation. Agreed
  3. Public Question Time not exceeding 15 minutes – None
  4. Decisions Approved via email – Councillor Scowen asked that when decisions are necessary outside of the monthly meetings councillors should respond to ‘all’ so individual councillors can share their comments as would happen in the meeting. It was also mentioned that when the clerk requires a quick response, a reply by date is added in the subject field of the email. Agreed
  5. Cyclists using footpaths – Councillor Scowen asked what action the council could take to deter cyclists using the footpaths around the RSPB reserve. Councillor Atkins to check if signage is in place and report back.
  6. Planning – 2020/1560 Manor House, Bramerton Road, Surlingham, NR14 7DE.
    Proposal: Erection of entrance gates/boundary wall to existing access. Councillors agreed to Object to the new plans. Having previously supported the original application for wooden gates and hedging to 1.2mtrs. Councillors agreed that the 1.825 brick wall was too high and would be neither in keeping with the rural environment or improve the street view. Agreed.
  7. Finance – a) Projected September Quarterly Statement – Agreed. b) Small Business Grant £10k. Discuss managing funds. The parish council had covered running costs of £2k for the hall this can be repaid from the grant and the balance moved to the reserve account making a total of £15k to use as a contingency fund. Agreed c) Authorise Payments – R Hardingham £125, Expenses 16.85, J Rogers £295.95, Household expenses £15.15 Travel £39.15. HMRC £222, AWA £508. Via Debit Card invoices for numerous purchases for covid-19 totalling £290.75, dog bin and signs £133.63 – Authorised
  8. Play Park – Next steps? A picnic table made from recycled plastic to be purchased using the remainder of the funds donated by Surlingham Combined Charities. The play park safety check delayed due to the pandemic to be arranged. Agreed
  9. Correspondence: Number of emails processed by the clerk 155 of those 51 circulated to councillors to 8 September 2020
  10. To note items for inclusion on the next council agenda – New village sign, footpath 1
  11. To confirm the date of the next meeting 20 October 2020
  12. A resolution to exclude the public and press from item 19 because their presence would be prejudicial to the public interest due to the confidential nature (Public Bodies Admission to meetings Act 1960) – the member of the public left the meeting
  13. HR – Clerks Annual Appraisal and Salary Review (2018) – Clerks appraisal had been completed and circulated to all councillors by Councillors, Broom, Reeve and Scowen with contributions from Councillors Atkins and Swinborne. Councillors thanked the clerk for all her hard work over the past two years. Clerk’s salary increase, with effect from 1 April 2020 Agreed
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