2023 Parish Council Minutes of Meetings

Minutes of the Annual Parish Council meeting of Sutton St Edmund Parish Council held on 16th May 2022 at Sutton St Edmund Village Hall.

Present: Cllrs G. Masters (Chairman), C. Hunns, C. Allen, C Hatch, County Cllr Pepper, District Cllr Eldridge and Miss D Leedham (Parish Clerk) and two members of the Public.

Public Forum

District Cllr Eldridge noted that she had reported further fly tipping had been reported to SHDC and residents had approached regarding improvements Bus Services, Cllr Eldridge advised she would look into this. District Cllr Eldridge also noted that GHPC were looking to employ a defibrillator management company and enquired if this would be something the Council would be interested in. The Council discussed and agreed not to pursue at present.

Welcome Gates were mentioned but discussed in more detail later in the meeting. County Cllr Pepper noted the new path was looking good.

1. To elect a Chairman

Cllr Masters was proposed by Cllr Hunns and seconded by Cllr Allen, all agreed. Cllr Masters signed the Acceptance of Office as Chairman.

2. To elect a Vice Chairman

Cllr Hatch was proposed by Cllr Hunns and seconded by the Chairman, all agreed. Cllr Hatch signed the Acceptance of Office as Vice Chairman.

3. Apologies for absence and acceptance of any reasons given

None.

4. To receive any declarations of interest in accordance with the requirements of the Localism Act 2011 and to consider any requests for dispensations

None.

5. Notes of the last meeting held on 11th April 2023 to be approved as the minutes

Council resolved to accept the notes as a true copy of the minutes, the Chairman duly signed.

6. To resolve on Co-option to Council

The Chairman noted the Vacancies.

7. To review and resolve accordingly on the following:
   1. Councils representation on external bodies:
      1. The Council resolved for the representative on the Wryde Croft Wind Grant to remain Cllr Hunns.
      2. The Council resolved for the representative on the Village Hall Committee to remain Cllr Allen.
      3. The Council resolved for the following representatives on Sutton St Edmund Charities:
         1. Poors Land Charity (3 reps) – Cllr Hunns, Cllr Hatch and Miss Dominique Leedham.
         2. Education (2 reps) – Cllr Hunns and Cllr Hatch.
   2. Subscriptions to external bodies
      1. The Council resolved to continue their subscription to LALC.
      2. The Council resolved to continue their subscription to LALC’s Annual Training Scheme (ATS).
   3. Insurance cover

The Council agreed to increase the cover of the Bus shelter to £10,000.

4. Dates/times of next years meetings:

The Council resolved to accept the following meeting dates/times:

1. 18th July 2023, 7pm
2. 19th September 2023, 7pm
3. 21st November 2023, 7pm
4. 16th January 2024, 7pm
5. 19th March 2024, 7pm
6. 21st May 2024, 7pm

All meetings to be held at Sutton St Edmund Village Hall, unless otherwise stated on the agenda.

5. Asset Register

The Council agreed for Cllr Hatch to review the Asset Register for approval at another meeting.

6. Policies, Procedures and Documents:

The Council discussed and agreed as follows:

1. Asset risk Management – approved.
2. Code of Conduct – approved.
3. Complaints Procedure – approved.
4. Data Breach Policy – approved.
5. Data Protection Policy – approved.
6. Environmental Policy – approved.
7. Financial Regulations – approved.
8. Grievance Policy – approved.
9. Handling Freedom of Information Requests – approved.
10. Lone Worker Policy – approved.
11. Records Retention Policy – approved.
12. Risk Management Policy – approved.
13. Safeguarding Policy – Cllr Hatch to be Safeguarding Lead.
14. Social Media Policy – Cllr Masters to be added to the Councils social media.
15. Standing Orders – approved.
16. Terms of Reference – Staffing Committee – approved.

8. To review and resolve accordingly on the following Financial matters:
   1. The Financial report had been previously circulated and the meeting resolved to accept the figures.

2. The previously circulated, budget report (4th quarter), was accepted by Council.
3. 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.

4. The completed UA Postal Form was approved by Council and members duly signed.
5. The Council agreed to review signatories at the next Council meeting.

The Council discussed the Village Hall lease and request a meeting with Village Hall Committee be arranged, items to be discussed include repairing list, lease and insurance.

9. To receive updates from the local Police or report any incidents
10.  
10. To receive updates from the Highways Department

The Council discussed the Welcome Gates and Verge cuts, it was agreed that the Chairman would contact Highways regarding contractors and the Clerk would request dates of verge cuts.

11. To consider the latest planning application

Planning applications had been circulated and any comments made were listed on the SHDC portal. The Council discussed the new proposed Solar Farm and agreed for the Clerk to circulate details of the meeting via Facebook and collate any feedback.

12. To receive updates on the following:
    1. The Chairman updated the meeting, noting there had been 3 sessions in the last six weeks and after discussions, the Council agreed for future CSW training dates to be added to the Council’s social media.
    2. The Council noted the application for the 30mph flashing signs had been submitted and awaiting decision.
13. To receive reports on the Playing Field matters

Further discussions on the Park Maintenance day to be discussed at July’s meeting.

14. To receive reports on Litter picks

Cllr Hunns noted that April’s litter pick was successful and thanked all who attended, the next date to be confirmed.

15. To receive reports on the Bus Shelter

The Chairman updated the meeting, noting that the trees had been cut down and members are waiting for warmer weather to clean down and paint the shelter.

16. To receive reports from representatives on outside bodies

Cllr Allen advised that the testing on the Hall tiles had come back negative.

17. To review and resolve accordingly on the funding for a Portrait of the King

The Council discussed and agreed to apply for the funding.

18. To consider any correspondence not included within the agenda

It was noted that on several occasions, bins had not been collected in the Parish, Cllr Eldridge agreed to feedback to SHDC.

19. Councillors reports and reports 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 raise items for future agendas.

The Council requested the Solar Farm be added to the next meeting agenda, the Clerk advised this could be discussed under the Planning Application section of the meeting.

20. The next meeting date was confirmed as Tuesday 18th July, 7pm at Sutton St Edmund Village Hall.
21. To resolve on whether the Council will move into closed session to consider the following two confidential staffing and legal matters in accordance with the Public Bodies (Admission to Meetings) Act 1960. Should this resolution be passed the public and press will be required to leave the meeting at this stage
    1. The Council discussed the Clerk/RFO vacancy.
    2. The Clerk updated the Council on the Play Equipment, the Council agreed to apply for funding.

Meeting closed at 8.45pm.