Minutes Archive

Minutes – Swainsthorpe Parish Council – 6th May 2013

 

SWAINSTHORPE PARISH COUNCIL

MINUTES OF MEETING HELD

MONDAY 6th MAY 2013

AT ST. PETER’S CHURCH

PRESENT

Councillors: Janet Flower (Chairperson); Tony Talby (Clerk);                              

David Chapman; Glynis Frost

Paul Frost also present.

 APOLOGIES FOR ABSENCE

A letter has been received from Doreen Holman resigning from the Parish Council forthwith. She offered to continue to take care of the bus shelters. Thanks were expressed from the chair for all her good work.

 MINUTES

The minutes of the last meeting of the 4th March 2013 having been posted and circulated were corrected, passed, and signed by the chairperson.

 MATTERS ARISING

Further to discussions at the last meeting, it was noted that potholes had been filled in and that the lawnmower and strimmer had been repaired

 PLANNING REPORT

Clr. Tony Talby presented the Planning Report in the absence of a planning officer.

The continuing progress of works at the Dun Cow was discussed, there having been more consultations with the neighbours Tony Roffe and Mr. and Mrs. Yaxley and Councillor David Chapman. No concerns have been raised with the development, other than opening hours. This was put to Mr. Criuckshank, who gave assurances that this would not be a problem.

 FINANCE

Tony Talby presented the accounts for the year. The VAT refund had been claimed, which is done biannually, and the main expenditure for the year had been the Community Project. Janet Flower enquired whether the petty cash arrangement was satisfactory, and was pleased to note that the insurance premiums had gone down, thanks to Tony Talby. The audited accounts were signed off by Chair Janet Flower and Clerk Tony Talby. The accounts now have to go for official audit, which was duly authorised by Council and the forms were signed by the chairperson and clerk.

Notification of the precept has been received together with a Council Tax Support Grant of £337.00

 COMMUNITY PROJECT REPORT

David Chapman reported that, the project having been completed, the Charity Trust and PCC were working to ensure the facility is well used and covering running costs. So far results are good everyone is doing well with regular bookings and events scheduled.

Janet Flower asked about the church tower project and was told this would be completed by June or July.

Tony Talby said that the Saffron grant had paid for an oven microwave and kettle and that the Charity has also bought crockery in the amount of £350 and an urn.

 ANY OTHER BUSINESS

Chairperson Janet Flower told the meeting that the Parish Council is now three members short after the announced resignation and two members of the village had put their names forward to the Council. Paul Frost and Graham Johnson were both co-opted into the Council and Paul Frost agreed to take on the post of Planning Officer. Janet Flower had spoken to Richard Faulk, a previous councillor to see if he would be prepared to return, but at the present time he has other commitments. Graham Johnson will be advised on his co-option to the Council.

Paul Frost raised the issue of unsightly graffiti on buildings by the level crossing. David Chapman will look into it.

Janet Flower offered to take charge of purchasing and planting flowers for containers in the village and also the container on the main A140 road.

 Tony Talby asked for a rough estimate of the amount and it was agreed that anything up to £100 may be spent. Thanks were expressed to Janet Flower for doing this for the village.

 

The next meeting of the Parish Council will be on Monday the 8th July at 7.30pm.

Minutes – Swainsthorpe Parish Council Meeting – 4th March 2013

 

SWAINSTHORPE PARISH COUNCIL

MINUTES OF MEETING HELD

MONDAY 4th MARCH 2013

AT ST. PETER’S CHURCH

PRESENT

Councillors: Janet Flower (Chairperson); Tony Talby (Clerk); Doreen Holman;                  David Chapman; Glynis Frost; District Councillor Laura Webster

Two members of the public also present.

MINUTES

The minutes of the last meeting of the 28th January 2013 having been posted and circulated were taken as read, passed and signed by the chairperson.

MATTERS ARISING

The matter of the Council’s participation in the “Partnership” magazine was discussed further to the discussion of the last meeting. Items are being submitted and printed as usual.

PLANNING REPORT

Clr. Tony Talby presented the Planning Report in the absence of a planning officer.

There have been further drawings received with regard to the development of the Dun Cow, some of which seem to be retrospective, pertaining to works being carried out, plus architectural drawings for the extension which will need full planning permission.

FINANCE

The finance report was given by Tony Talby.

Balances for the current account of £2,690.00 and for the deposit account of £13,608.00 were reported. Payment to Brian Lincoln for grass cutting, previously discussed, has been increased to £600. He also agreed to mow the village green although no price was settled upon.

Tony Talby also spoke about comments from the Charity Trust about the outside toilet. From the point of view of security as well as the look of it the suggestion is that it should be somehow fenced in. The first suggestion being fencing, eight feet high or six feet with a base, which would be funded by the Parish Council. Questions were addressed to Paul Frost as an advisor about various possibilities including having a roofed construction. The idea of trelliswork was discounted as this would not provide security. David Chapman spoke about the concerns that the church authorities would have in this case, including digging holes where there is a graveyard and will enquire about the thoughts and possible regulations concerned. Tony Talby said that the probability was that four posts would be needed. What he was asking for at this point was agreement in principle that the Parish Council would be agreeable to funding the project. Paul Frost estimated the cost per fence panel at £16 – £18 and a rough calculation was attempted. For convenience a figure of one thousand pounds was mooted. Janet Flower proposed setting aside such a figure but that this would be very much dependent not only on the approval of the church authorities but also on the time-scale they were envisioning with regard to the final stage of development of the project. As this was for an extension to the church which could include an inside toilet it could very much affect the decision on how much money it would be reasonable to spend. Doreen Holman asked whether this was known when the original costings were done to which the reply from Tony Talby was that finances had been very tight and that they had been working with what seemed possible. The motion to set aside money in principle was proposed by Janet Flower, seconded by Tony Talby and carried subject to all conditions.

COMMUNITY PROJECT REPORT

David Chapman began by saying that, further to the previous discussion, the Charity Trust and the Parochial Church Council are looking at options with regard to further work to the north aisle of the church or the possible extension to the building first mooted. There will be an assessment period to look at the use being made of the present facility before the case is made for the expenditure of £120,000 on a new extension.

The work done to date is paid up and on budget. Now it is up to the Charity Trust and the Project Ideas Group to ensure that the building is used and money raised for running costs.

Janet Flower asked if a price structure had been agreed for hire. David Chapman responded that this was on the agenda for next Tuesday’s Charity Trust meeting. Tony Talby interjected that he has already taken three bookings and people seemed happy with the price charged.

David Chapman told the council that Tracy is dealing with the village hall website for advertising. To a question from Janet Flower about funding for the remaining kitchen equipment David said that most of the things that had been offered were not what we needed but that the Thursday Saffron meeting will tell us if we have the funding from them. It was agreed that the present crockery etc. should not be thrown away as it belongs to the church.

EVENTS UPDATE

On the 20th April there will be a valuation day from 10am-2pm with coffee and cakes and an art exhibition in September.

REPORT FROM DISTRICT COUNCILLOR LAURA WEBSTER

The district councilor reported that the budget meeting had agreed on freezing council tax this year and that there will be a £20 million plan including new commercial property and refurbishing of market towns. The South Norfolk Council is also creating additional revenue for leisure centres, as well as a new homes bonus with £800,000 for local projects. The Joint Core Strategy planning scheme has been submitted and is awaiting approval. The Norwich City deal will include South Norfolk and will give more control on money spent. To a question from David Chapman about saving money by sharing facilities Laura Webster said that there is a partnership on Law and Building Control which is working well so far.  Further to a question about how the JCS development will affect traffic the council was told that Long Stratton was the priority at the moment with the plan for a by-pass. The issue of the speed limit through Swainsthorpe was once again brought up as it was raised at the public meeting about the reopening of the Dun Cow. Laura Webster promised to note the concern and speak to the County Council about it. Tony Talby asked that this be followed up and an e-mail sent to him and thanked the District Councillor.

 ANY OTHER BUSINESS

David Chapman asked about parish council elections and was told that Parish Councillors have to be elected every 4 years.

 Doreen Holman asked why we never have a representative from The Vale but Janet Flower said they had been asked but had never taken up the offer.

Tony Talby said that Mark Dyson had requested details about street lights, which he was taking care of, and also an e-mail from the war memorial people.

Janet Flower raised the issue of two considerable potholes in Church Road and asked Tony Talby to contact the authorities about them. She also asked about the repair of the mower and the strimmer and was told they would be done. Four cheques were authorised and signed.

DATE OF NEXT MEETING

The next meeting of the Parish Council will be on Monday the 6th May at 7.15pm followed by the Annual General Meeting at 8pm.

Minutes – Swainsthorpe Parish Council Meeting – 28th January 2013

SWAINSTHORPE PARISH COUNCIL

MINUTES OF MEETING HELD

MONDAY 28TH JANUARY 2013

AT ST. PETER’S CHURCH

PRESENT

Councillors: Janet Flower (Chairperson); Tony Talby (Clerk); Doreen Holman;                      David Chapman; Glynis Frost.

Four members of the public also present.

MINUTES

The minutes of the last meeting of the 12th December 2012 having been posted and circulated were taken as read, passed and signed by the chairperson.

MATTERS ARISING

Janet Flower enquired of David Chapman about the status of the final grant for the Community Project from Saffron and also whether he had made any progress with volunteers for the inspection of the children’s play area. He will raise this at the next meeting of the Charity Trust.

Doreen Holman followed up on last month’s discussion about parking on Church Road but there have been no further incidents reported.

PLANNING REPORT

Clr. Tony Talby presented the Planning Report in the absence of a planning officer.

The request for planning permission from the Sheldrakes’ farm for the installation of 216 photovoltaic panels has been approved.

FINANCE

The finance report was given by Tony Talby.

The Current account balance was given as £2,690 and the deposit account as £ 13,607

On the matter of the broken lawnmower, a new gear box, set for only one gear, could be installed for roughly £250. Janet Flower asked the price of a new machine which was estimated at between £850 and £1,050, and it was agreed that a new gear box was the way to go.

Tony Talby proposed renewing the contract with Brian Lincoln for grasscutting on common areas which may increase slightly from the £560 being paid at present but the suggestion was carried unanimously.

COMMUNITY PROJECT REPORT

Janet Flower read a letter received from the Community Charity Trust upon the completion of phase one of the project, thanking the Parish Council for all their support. She in turn thanked David Chapman for a job well done.

Tony Talby reported that he had banked the cheque for the final grant of £10,000.

There was an enquiry about the status of work on the church tower, which was reported to be temporarily halted.

EVENTS UPDATE

The next event will be a valuation day on the 20th April with valuers from T W Glaze. Items brought in by the public will be valued for a donation of £2 for one item or £5 for 3. There will also be a church event for Easter.

ANY OTHER BUSINESS

Janet Flower reported more complaints about dog fouling on the paths and will place an advert in the Partnership magazine asking that people clean up after their dogs. She also said, apropos of the magazine, that she has had numerous requests from the publishers for a contribution towards the costs of production. A general discussion followed about the value of a printed magazine versus other media of communication. The consensus was that the more important thing was David Chapman’s emails which he regularly circulates about anything of importance to our village. He agreed to try to expand the list to include as many households in Swainsthorpe as possible. In the light of this the answer to the requests from Partnership will be regretfully no.

David Chapman told the committee about a communication received from Terry Bain asking whether we would be interested in participating in the Britain in Bloom competition. However it was decided to reply that this was too short notice.

There was a question from the floor about the dogs which are kept in the yard by the railway line and whether there have been complaints about the noise. The answer was probably there had been and it was believed they had had a visit from the police. However there don’t seem to be any animal welfare issues.

Also raised from the floor was an issue about the use of the recycling bottle bank. People are leaving bags full of bottles beside the container which then have to be emptied and tops removed. It was agreed that it had been full since Christmas but that an advert would be placed in the Partnership and Glynis Frost undertook to put up a sign on the site.

The next meeting of the Parish Council will be on Monday the 4th March.

Minutes – Swainsthorpe Parish Council Meeting – 12th December 2012

SWAINSTHORPE PARISH COUNCIL

MINUTES OF MEETING HELD

WEDNESDAY 12th DECEMBER 2012

AT ST. PETER’S CHURCH

PRESENT

Councillors: Janet Flower (Chairperson); Tony Talby (Clerk); Doreen Holman;

David Chapman; Glynis Frost.

APOLOGIES FOR ABSENCE

The resignation of Clr. Jim Palframan has been received and the gratitude of the Council was expressed from the chair for all the fine work done by Mr. Palframan in his capacity as Planning Officer.

MINUTES

The minutes of the last meeting of the 2nd July 2012 having been posted and circulated were taken as read, passed and signed by the chairperson.

MATTERS ARISING

Chairperson Jan Flower thanked Clr. Doreen Holman for hosting the local elections while the church was unavailable due to building works.

PLANNING REPORT

Clr. Tony Talby presented the Planning Report in the absence of a planning officer.

Report herewith appended.

FINANCE

The Finance Report was presented by Clr. Tony Talby.

Notification has been received about changes to the precept and details will be available on the 21st December.

The budget for 2013/2014 was approved by Council and the precept agreed at £5,500.00. The form will be completed, signed and submitted appropriately.

The funds granted for the Community Project were discussed and it was agreed that the Parish Council would also fund the sound system. To date the Council has approved funding as follows:

Lafarge Grant surety     (2011)  2,729.50

Survey Report (2011)                     352.50

Sound System (2012)                  2,755.80

5,837.80

COMMUNITY PROJECT REPORT

Councillor David Chapman presented his report to the Council (herewith appended) upon the completion of the Community Project.

Tony Talby mentioned that there is still an outstanding application for funding from Saffron in the amount of £2000 for kitchen and miscellaneous items. Jan Flower enquired whether an urn was included and it was. Although the works for the community facility had been completed the work on the church tower will be ongoing for some months yet. Jan Flower thanked David Chapman for all his hard work on the Community Project and congratulations on a successful completion.

Tony Talby said that although the opening party, to which all the village was invited, had cost about £500 it was very worthwhile and well done.

Jan Flower mentioned the issue of road repairs and hoped that the lawns around the church would soon recover from the building works.

ANY OTHER BUSINESS

With regard to the Code of Conduct for the Council Tony Talby proposed the adoption of the standard format which had been seen and discussed by members previously and the Code was duly adopted.

A letter has been received from the Council’s insurance company suggesting that the play equipment on the green should be inspected weekly to avoid problems. If this needs to be instituted then it was suggested volunteers would be needed. David Chapman offered to bring this up at the next Charity Trust meeting.

The Council now has vacancies for two members, including that of planning officer. A request for volunteers had only brought one response, from Paul Frost, and it was decided that, although qualified, it was not good practice to have two members of one family serving. Two other possible names came up of people who might be persuaded, Mr. Massey and Derek Ames. Jan Flower and Doreen Holman offered to take those suggestions further and also to advertise more widely, in the Partnership magazine and on the notice board, etc.

Doreen Holman mentioned parking problems on Church Road and it was agreed to keep an eye on cars being left all day.

 

The next meeting will be held on Monday 28th January 2013 at 7.30pm at the church.

Further meetings were agreed for 4th March and 6th May.

Planning Report – July/December 2012

 

PLANNING  REPORT  JULY / DECEMBER  2012

1) 10 THE  VALE.  RETROSPECTIVE APPLICATION FOR THE RETENTIONOF A CHIMNEY FOR SOLID FUEL WOOD BURNER.

2) 6  BRIAR LANE.DEMOLISH OF CONSERVATORY AND BUILD NEW EXTENTION TO THE REAR.

REVISED APPLICATION APPROVED.

3) 11  CHURCH ROAD. CONSTRUCTION OF SINGLE STOREY EXTENTION WITH PITCHED ROOF TO FRONT AND SIDE WITH A NEW PITCHED ROOF OVER EXISTING FLAT ROOFED GARAGE.APPROVED.

4)  43 CHURCh ROAD. PART CONVERSION AND PART EXTENTION TO LARGE EXISTING GARAGE INTO A SINGLE STOREY EXTENTION TO PROVIDE ADDITIONAL SPACE AND INCORPORATE FACILITIES FOR DISABILITY. APPROVED.

5) MALtHOUSE FARM, NORWICH ROAD. INSTALLATION OF 216 GROUND MOUNTED PHOTOVOLTAIC PANELS.

Minutes – Swainsthorpe Parish Council Meeting – 2nd July 2012

SWAINSTHORPE PARISH COUNCIL

MINUTES OF MEETING HELD

MONDAY 2nd JULY 2012

AT ST. PETER’S CHURCH

PRESENT

Councillors: Janet Flower (Chairperson); Tony Talby (Clerk); Doreen Holman;                      David Chapman; Glynis Frost.

One member of the public present.

 

APOLOGIES FOR ABSENCE

Apologies were received from Councillor Jim Palframan.

 

ANNOUNCEMENTS

Before the meeting proceeded the chairperson said how sorry we were to learn of the death of Mrs Jean Palframan and the councillors sent their deepest sympathy to Councillor Jim Palframan and family.

The chairperson also offered her congratulations to Councillor Doreen Holman on receiving the Order of Mercy award for her voluntary work, which was presented to her at the Mansion House in London. This was endorsed by all the Councillors.

 

MINUTES

The minutes of the last meeting of the 30th April 2012 having been posted and circulated were taken as read, passed and signed by the chairperson.

 

MATTERS ARISING

Councillor Tony Talby reported that the occupant of 58 Church Road felt aggrieved that the parking situation near her premises had been spoken of as a problem at the last meeting.  Since there is no alternative and there seems to be no problem with access arising no action is considered necessary.

Chairperson Janet Flower raised the issue of the planning application for 6 Briar Lane, to which Tony Talby responded that the application had been turned down as being too substantial a structure so close to the property boundary. Doreen Holman reiterated that she had made a statement to the planning committee, not actually raised an objection, but the decision had general approval.

Tony Talby followed up on the discussion of the two oak trees near the recycling site, which had been brought up as possibly in need of attention. They are not considered dangerous at this time and felling would in any case be very expensive given their situation, thus no action will be taken for now. The relevant authority will be informed.

Janet Flower said that the South Norfolk Council was still looking for a venue for elections in November and that the church might be considered if reopened in time. However Doreen Holman has already had discussions with South Norfolk Council as the church cannot be named for this unless there is a guarantee of availability.

 

MINUTES OF THE AGM

The minutes of the Annual General Meeting of the 30th April 2012 having been posted and circulated were taken as read, approved and signed.

 

PLANNING REPORT

Due to the absence of Jim Palframan the Planning Report will be given at the next meeting.

 

FINANCE

Tony Talby gave the Council the figures for the accounts held, being £13,604 plus £3,000 in the current account. He reported three cheques issued for small amounts and some sums which had been taken from the petty cash, the balance of which was being maintained at £150. In future a balance of £100 only will be kept and that adjustment will reflect in the bank account.  A cheque for £334 has been received as refund of VAT on council expenditure.  The precept of £2,750 has also been received and the insurance has been renewed for a 3 year period at a considerable saving. South Norfolk Council has also signed off on £250 for recycling.

COMMUNITY PROJECT REPORT

Councillor David Chapman presented his report to the Council (herewith appended)

The discussion of chairs to be purchased also brought up the decision about retaining the old chairs for outdoor or children’s activities. The issue will be one of storage and the discussion went on to the space available in the shed. There was a contribution from the floor (Mr. Paul Frost) to the effect that the existing shed would be looked at forthwith to see if it could be repaired, there being no money available at the moment to buy new.

 

EVENTS UPDATE

It was agreed that there should be a celebratory event to mark the reopening of the church as a community hall which will be further discussed when we have a definite finishing date. The Village Fete/Scarecrow Trail is still scheduled for September but the Antiques Valuation Day will now take place next year. The Christmas celebrations, traditionally a children’s activity and coffee morning and the carols around the tree on the green will hopefully go ahead as planned. There was a query from the floor about the necessity of CRB checks for people involved with children’s activities and the relevance of that will be looked into.

 

ANY OTHER BUSINESS

Councillor Glynis Frost asked about the repainting work done on the milestone on the corner of Church Road as the paint is peeling off already. Doreen Holman will speak to the person involved.

Tony Talby said that an email he had received about war memorials will be passed on to Andy Haggith.

Doreen Holman asked David Chapman about the start date for the work in the church being deferred and enquired whether we could still hold the builder to the completion date. The reply was that the contract is not actually signed yet as there are still things to be finalised.

It was agreed that the date of the next meeting will be decided at a later stage when we have a finish date for the project. It is still hoped to be able to publicise it in advance in the parish magazine and on the notice board.

Planning Report – 30th April 2012 – Parish Council

 

PLANNING REPORT MARCH/APRIL 2012

  1. WORK HAS COMMENCED AT 6 CHURCH CLOSE, SWAINSTHORPE.  IT APPEARS THAT PART OF THE  HEDGE ADJACENT TO THE  COMMON LAND AT THE FRONT OF THE EXISTING DWELLING HAS BEEN REMOVED BUT FOR REASONS UNKNOWN. THIS WILL BE FURTHER INVESTIGATED.
  2. CONCERNS HAVE BEEN RAISED BY MEMBERS OF THE PUBLIC REGARDING EXCESSIVE CAR PARKING ON THE PUBLIC LAND ADJACENT TO THE RE-CYCLING AREA IN THE VILLAGE.   VERY RECENTLY PARKING IS ALSO OCCURING ALONG THE ROADSIDE CAUSING TRAFFIC PROBLEMS.  THIS APPEARS TO RELATE TO ACTIVITIES OCCURING AT No. 58 CHURCH ROAD.
  3. THE NEW TRANSFORMER HAS BEEN INSTALLED WHICH WAS THE CAUSE OF LOSS OF POWER FOR PART OF A DAY IN MARCH.  ALL VILLAGERS WERE NOTIFIED BEFOREHAND THAT POWER WOULD BE SWITCHED OFF FOR PART OF THE DAY
  4. PLANNING APPLICATION HAS BEEN RECEIVED TO DEMOLISH EXISTING CONSERVATORY AND BUILD AN EXTENSION TO REAR OF PROPERTY AT 6 BRIAR LANE.  RESIDENTS AT No.5 HAVE EXPRESSED CONCERN REGARDING SIZE OF EXTENSION.  RESIDENTS AT No.7 HAVE NO OBJECTIONS.
  5. A PRESENTATION BY LAFARGE WAS GIVEN ON FRIDAY 27TH APRIL TO EXPLAIN PROPOSED FURTHER EXTRACTION OF MINERALS.  PLEASE NOTE THAT PLANNING PERMISSION HAS NOT YET BEEN APPROVED.  APOLOGIES FOR EARLIER REPORT WHICH INDICATED THAT LAFARGE HAD APPROVAL WHICH WAS BASED ON A MISUNDERSTANDING AT THE MEETING HELD ON 28TH NOVEMBER 2011.
  6. AN E-MAIL HAS BEEN RECEIVED REGARDING THE STATE OF TWO OAK TREES ADJACENT TO THE RECYCLING CENTRE.  ONE APPEARS TO BE ROTTEN AT THE BASE AND COULD POSSIBLY FALL INTO THE POND AT THE GRANARY.  THE OTHER ALTHOUGH APPARENTLY HEALTHY HAS MASSES OF IVY ATTACHED WHICH COULD EVENTUALLY CAUSE A PROBLEM.

Minutes – Swainsthorpe Parish Council Meeting – 30th April 2012

SWAINSTHORPE PARISH COUNCIL
MINUTES OF MEETING HELD
MONDAY 30th APRIL 2012
AT ST. PETER’S CHURCH

PRESENT
Councillors: Janet Flower (Chairperson); Tony Talby (Clerk); Doreen Holman;
Jim Palframan; David Chapman; Glynis Frost.
One member of the public present.

MINUTES
The minutes of the last meeting of the 2nd March 2012 having been posted and circulated were taken as read, passed and signed by the chairperson.

PLANNING REPORT
The Planning Report (herewith appended) was given by Councillor Jim Palframan.
With regard to point 2, David Chapman said he has had concerns raised to him about the problem of the parked cars opposite the recycling area. Tony Talby has also had reports of at least half a dozen cars there but that there didn’t seem to be any alternative. Janet Flower asked if there was any problem with access for the lorries which collect recycled materials but it seems this is not the case. Tony Talby will consult further with Nick Chandler, the nearest neighbour to 58 Church Close.
Referring to the planning applications for 6 Briar Lane, Doreen Holman said she had written to the planning department expressing her concerns about the proposed extension, which is next to her property, being two storeys, as adjoining properties are single storey. No response has been had from South Norfolk Council.
The final item concerned two oak trees which had been reported as possibly in a dangerous condition. Jim Palframan said he had removed some of the ivy from one tree which now appears to be safe. Tony Talby said he had spoken to Ann Crotty, the Arboculture Officer at the Environment, Transport and Development Department however Jim Palframan did not think immediate action would be necessary.

FINANCE
The accounts were presented by the Clerk Tony Talby and a motion to approve was proposed by David Chapman, seconded by Jim Palframan and carried unanimously.
Tony Talby noted that there was a notice on the board about a road closure. The play equipment on the village green has been inspected as per regulation. He also mentioned that South Norfolk Council was looking for a venue for elections in November which might be held in the newly refurbished church.

COMMUNITY FACILITY PROJECT
Chairperson Janet Flower made mention of three letters received from the Community Charity Trust. The first was a request to the Parish Council to underwrite an amount of £8,000 towards the Community Facility Project, in addition to the £5,000 already allocated. David Chapman explained that, although a final grant of £12,000 was still outstanding, a guarantee from the Council would prevent any delay in getting everything finalised ready for work to start. Tony Talby said that he had identified a surplus of approximately £9,000 in Council funds which could be allocated in extremis. However, David Chapman was confident that, in this worst case scenario of not receiving the grant, savings could be made and indeed he was already in negotiations with the builder about certain items. Tony Talby agreed that, with other funding and incomes becoming available, this would not be a problem and the proposal was put by Jim Palframan that the Council should underwrite the amount. It was seconded by Doreen Holman and unanimously carried.
The second letter was asking the Parish Council for an upkeep donation each year as the charity will be, once the work has been carried out, taking over partial responsibility for some of the maintenance expenditure, including grass cutting, electricity and insurance. It is also necessary to agree how funds from the money-raising events in the church will be allocated. It was agreed that this will all need to be finalised once the refurbishment is completed but that the charity cannot be allowed to run a deficit. It was agreed that there will be an annual meeting to reconcile funds between the two bodies.
The third letter was thanking the Council for their donation to the fabric fund for maintenance.

ANY OTHER BUSINESS
Tony Talby reported that an invoice had been received for marker pens for the notice boards in the amount of £17, which will be paid through petty cash.

The next Parish Council meeting will be on the 2nd July at 7.30pm and will be held in the church porch because of the work in the church.

Minutes – Swainsthorpe Parish Council Meeting – 5th March 2012

SWAINSTHORPE PARISH COUNCIL

MINUTES OF MEETING HELD

MONDAY 5TH MARCH 2012

AT ST. PETER’S CHURCH

PRESENT

Councillors: Janet Flower (Chairperson); Tony Talby (Clerk);

Jim Palframan; David Chapman; Glynis Frost.

 

APOLOGIES FOR ABSENCE

Apologies were received from Councillor Doreen Holman

 

MINUTES

The minutes of the last meeting of the 9th January 2012 having been posted and circulated were taken as read, passed and signed by the chairperson.

 

MATTER ARISING

The issue of collections from the recycling bins was discussed and it seems is resolved. Tony Talby reported on the matter of electronic speed signs for the village, for which there seems to be no immediate prospect of funding. A speed “gun” would be an alternative but it is doubtful if there would be sufficient volunteers to operate it.

 

PLANNING REPORT

The Planning Report (herewith appended) was given by Councillor Jim Palframan. With reference to point one he said the conditions published related to archaeological matters, as well as parking restrictions and access being in place. Referring to point two he mentioned that the levy was something like £115 per sq. m. but that this money did not come to local level.

The consultation referred to in point three, regarding the Local Development Framework, finishes on the 16th March, but it was agreed that everything this council could do has been done and we await the outcome.

 

FINANCE

Councillor Tony Talby reported that the hedge cutting previously requested had been done and that an invoice from Mr. Pownall for £ 70 would now be paid.

On the matter of payments to the church for the use of the building by the Parish Council, a regular payment of £100 would be made and, in addition, a donation of £250 to church funds was suggested and approved.

 

COMMUNITY FACILITY PROJECT REPORT

Councillor David Chapman presented his report (herewith appended) to the council, and brought up a matter appertaining to the funding.

Councilor David Chapman explained that if we were successful with our grant applications to Lafarge (Landfill Communities Fund) and Biffa (Landfill Building Communities Award) both would seek a Third Party Contributor nominated by the Swainsthorpe Community Charity Trust. He suggested that the Parish Council be the Third Party Contributor.

A Third Party Contributor is required because under the Landfill Communities Fund regulations, only 90% of a grant can be paid by Biffa using landfill tax credits. Therefore we need to find someone (an individual or another organisation) who is willing to contribute the remaining 10%. The 10% is then paid to Biffa Waste Services, which allows Biffa to release 100% of the grant to the Charity Trust. Third Party Contributors are completely separate from match funding.

Biffa’s money comes from landfill tax credits, reclaimed from the Government through the Landfill Communities Fund (LCF). The LCF regulator, ENTRUST, ensures that landfill tax credits are awarded and managed according to the Governments regulations. To be able to be awarded, and receive landfill tax credits, applicant organisations must enroll with ENTRUST as an Enrolled Body (EB). A small administration fee of 2% of gross amount claimed is payable by the Charity Trust.

In the case of Lafarge, where we have applied for a £25,510 grant, the calculations are as follows:

Our application must include the Entrust Fee of 2% so we have applied for £25,510 so therefore the third party amount is equal to 10% of the gross amount requested i.e. £2,510.

In the case of Biffa, where we have applied for a £30,612 grant, the calculations are as follows:

Our application must include the Entrust Fee of 2% so we have applied for £30,612 so therefore the third party amount is equal to 10% of the gross amount requested i.e. £3,061.

In each submission, where I am required to list each offer of grant aid, I have reduced the amount offered by the Parish Council by the amount of the Third Party contribution i.e. Lafarge £2500 and Biffa £2,000 so that the Parish Council keep within the £5,000 budget amount set aside for the Community Facility Project.

Councilor David Chapman proposed that the Third Party Contributor be the Parish Council who has already set aside £5,000 towards the Community Facility Project. Seconded by Clr Tony Talby carried unanimously.

On the topic of up-coming events Janet Flower mentioned that she had not heard any more about the proposed “valuation day” event and said she would follow up on it.

ANY OTHER BUSINESS

Chairperson Janet Flower told the committee that an offer had been received from Margaret Robbins of a Kangaroo Trampoline for the playground. It was generally agreed that this might present health and safety issues and should therefore be declined.

Councillor Tony Talby reported  a call from Martin Bennett referring to the speed limit on the A140, which he felt should be reduced to 40mph. While it was agreed that it would be a good idea, the practicality of such a limit being introduced was doubted. David Chapman suggested writing to the Highways Department. Tony Talby said he would speak further with Mr. Bennett.

The next village event will be the Easter Egg Hunt and Coffee Morning on the 31st March.

In light of the proposed closure of the church and other considerations the next Parish Council meeting and the Annual General Meeting are scheduled for the 30th April 2012 at 7:45 and 8:15 respectively, at St. Peter’s Church

Report to the Parish Council – Community Facility Project – 5th March 2012

REPORT TO THE PARISH COUNCIL

5th March 2012

THE PARISH CHURCH OF SWAINSTHORPE ST. PETER

COMMUNITY FACILITY PROJECT

We have pledged funding of £46,500 towards the £79,575 cost of the Community Facility Project and there are now three outstanding applications for grant aid:

Lafarge (gravel pit) Community Building Support for £25,000

Biffaward (landfill) Community Building Support for £30,000

and

Norfolk Community Fund for £5,000

If we were offered grants from just two of these funders then we will have reached our target and could authorize the work to proceed. Lafarge and the Norfolk Community Fund will give us a decision in March/April and Biffaward soon after.

I am still hopeful that work can commence in May and finish in 6 months.

Some good news; the contractor has had discussions with the VAT office who have agreed that some of the works can be zero rated showing a saving of about £7,000 reducing the project cost to £72,575. I am awaiting confirmation of this together with a new quotation from the contractor.

There are two other issues which are in the process of being finalised:

  • The Lease between the PCC and the Charity Trust to use the building for community events and activities is currently being discussed and hopefully agreed by both parties and the Diocesan Registrar.
  • We have applied for a Faculty for the Community Facility Works and expect to get this from the Chancellor within the next few weeks.

We need both before we can proceed.

Meanwhile the PIGs group continues with their fund raising activities and has planned the following events for 2012:

Janet is organising a Coffee Morning and Easter Egg Hunt – 31 March – 10.30am to 12.30pm with money raised going towards Church funds.

Queen’s Jubilee Village Green Party – Monday 4 June

Village Fete and Scarecrow Trail – Saturday 8 September

David Chapman

5th March 2012