July 2021 Minutes
Minutes of the general meeting of Sutton St Edmund Parish Council held on 13th July 2021 at Sutton St Edmund Village Hall.
Present: Cllrs G. Masters, A. Savage, C. Hunns and M. O’Kane. County Cllr N. Pepper, District Cllr M. Seymour, 5 members of the public and Miss D Leedham (Parish Clerk).
Chairman’s welcome
The Chairman welcomed everyone to the meeting.
Public Forum
Residents raised a number of Highway concerns were raised including water drainage concerns along Broadway and the condition of the path near Cross Road. The Council asked the Clerk to raise the concerns with LCC.
1. Apologies for absence and reasons given.
Apologies received from Cllr Wardill, reasons given and accepted.
2. To receive any declarations of interest in accordance with Localism Act 2011 and to consider any requests for dispensations in respect of DPI’s.
None.
3. Notes of the general meeting held on 18th May 2021 to be approved as the new minutes.
Council resolved to accept the notes as a true copy of the minutes, the Chairman duly signed.
4. Co-option of new Councillors.
Chris Hatch was proposed by Cllr Hunns and seconded by Cllr Savage. All agreed.
Tracy Patience was proposed by Cllr O’Kane and seconded by Cllr Hunns. All agreed.
5. To receive updates from the local Police or report any incidents.
None received.
Cllr O’Kane advised the defibrillator had been removed for potential use but not used, noting it had taken 20 minutes from the residents arriving at the defib to getting access to the passcode. After discussion the Council asked the Clerk to contact the ambulance services to try and resolve. The Clerk advised the defib pads had been ordered.
6. To receive an update from the CSW team.
The Chairman updated the meeting on CSW activities, noting approximately 8-9% of vehicles were speeding, some with speeds in excess of 60mph. In the 14 sessions since last August approximately 10% of vehicles were speeding. The Council discussed the possibility of posting Facebook updates after CSW session, the Chairman would confirm with the co-ordinator and proceed, if possible, to do so.
7. To receive the latest Financial Report.
The Financial Report had been circulated and it was resolved to accept the figures.
8.Audit 2020/21 - to review and complete the Annual Governance and Accountability Return (AGAR 2).
It was agreed by all to accept the Annual Governance Statement, the Chairman duly signed.
It was agreed by all to accept the Certificate of Exemption, the Chairman duly signed.
It was agreed by all to accept the Accounting Statements, the Chairman duly signed.
9. To receive an update from Cllr Wardill on Throckenholt.
In Cllr Wardill’s absence the Clerk advised the meeting that the Cllr Wardill and the Clerk were working together to resolve the outstanding works.
10. To receive an update on the Village Hall.
Cllr Savage updated the meeting, noting the deep clean had been carried out, new LED lights had been installed and the storage container had been installed. Cllr Savage advised tests for potential asbestos in the hallway, committee room and toilets had come back negative and the committee were now progressing with quotes for new flooring. The Committee had now received confirmation of the funding for the blinds, projector and screen. Cllr Savage advised the first event, a race night, would be held on 21st July and the AGM on 12th August.
11.Playing Field.
a. To receive an update on Playing Field matters.
In light of the new members, the Councils reviewed and updated the playing field rota.
b. To discuss and resolve accordingly on hedge maintenance.
The Council discussed and agreed to look into alternatives.
c. To discuss and resolve accordingly on phase one and phase two.
The Clerk advised no update had been received, Cllr Hunns to chase.
12. To consider an update from Highways Dept.
In addition to the Highways concerns raised in the public forum the Council reviewed the outstanding Highways concerns. Discussions occurred regarding traffic calming measures, speed signs. The Council requested the Clerk to chase and where applicable to request schedule of works for the outstanding Highways concerns, as well as, enquire regarding the possibility of a zebra crossing and/or on road bus markings and adjustments to the flashing speed sign.
13. To update and resolve accordingly on the Village Party.
Cllr Savage updated the meeting, noting plans were underway and the next committee meeting would be on 7th August. The Council requested copies of the insurance documents and risk assessments and asked the Clerk to ensure the grass would be cut the 1st week of September.
14. To consider the latest planning applications should any be needed to be discussed at the meeting.
Planning applications had been circulated and any comments made were listed on the SHDC portal.
15. To consider any correspondence not included within the agenda.
None.
16.To confirm the date of the next Parish Council meeting – Tuesday 21st September 2021, 7pm at Sutton St Edmund Village Hall.
Date of the next meeting, Tuesday 21st September, 7pm at Sutton St Edmund Village Hall.
17. Councillors reports & items for inclusion at the next meeting. Councillors are requested to use this opportunity to report minor matters of information not included elsewhere on the agenda and to raise items for future agendas.
None.
18. To resolve whether to move into closed session and exclude public, Police and press (who will be required to leave the meeting at this stage, in accordance with the Local Government Act 1972), due to the confidential nature of business to be discussed. Should this resolution be passed, members of the public, Police and press will be required to leave the meeting at this stage.
The Council resolved to move to closed session and members of the public and press were excluded. The Council discussed the administration of the Council.
Meeting closed 8.35pm.