2023 Parish Council Minutes of Meetings

SUTTON ST EDMUND PARISH COUNCIL

Minutes of the Sutton St Edmund Parish Council held on 18th July 2023 at Sutton St Edmund Village Hall.

Present: Cllrs C Hatch (Vice-Chairman), C. Hunns, C. Allen, District Cllr Eldridge and Miss D Leedham (Parish Clerk) and four members of the Public.

Cllr Hatch, the Vice-Chairman, welcomed everyone to the meeting. Cllr Hatch noted the current vacancies on the Councils advising the meeting of the Councils commitment to positive changes in the Parish.

Public Forum

A Resident raised concerns with speeding along South Eau Bank, Throckenholt. All discussed sharing/purchasing speed watch equipment, speed watch training and potential locations along South Eau Bank. The next steps were agreed as follows: Cllr Eldridge to make enquires regarding a location along South Eau Bank, once confirm pricing for additional equipment would be sort by the Clerk, residents to advice the Clerk of their contact details.

Concerns were also raised by residents regarding Public Footpaths access, it was agreed that residents would send further details and pictures to the Clerk for submission the LCC.

1. To elect a Chairman

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

2. To elect a Vice Chairman

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

The elected Chairman thanked the previous Chairman for his contribution, noting his work on the CSW and speed reduction initiatives and his more recent work with the refurbishing of the Bus Shelter. All thanked the previous Chairman.

3. Apologies for absence and acceptance of any reasons given

Apologies received from Cllr Pepper.

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 16th May 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

Ian Colley was proposed by Cllr Hunns and seconded by Cllr Allen, all agreed. Cllr Colley signed the declaration of acceptance of office of Councillor.

7. To review and resolve accordingly on the following:
   1. Asset Register – to be reviewed at a future meeting.
   2. Policies, Procedures and Documents:
      1. Social Media Policy – it was agreed by all for access to remain with Cllr Allen and the Clerk.
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. Budget v Actual (1st quarter) – the Clerk to add the comments section document. To be reviewed at a future meeting.
3. Bank Signatories – all agreed for Cllr Hatch and Cllr Allen to be added as bank signatories.

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

None, Council agreed to remove as a standing item from the agenda and added as required.

10. To receive updates from the Highways Department

The Council discussed the Welcome gates, and agreed to go ahead with the quote from the Contractor. Clerk to contact for timescales.

Concerns were raised with the verge and hanging tree at the junction of Cross road and Broadgate, Cllr Eldridge advised SHDC were in contact with the owner.

11. To consider the latest planning application

Planning applications had been circulated and any comments made were listed on the SHDC portal.

12. To receive updates on the following:
    1. CSW – further to discussion during the Public Forum, the Council agreed for Cllr Allen and Cllr Hunns to lead the CSW initiative. After discussion, it was agreed by all that all members would attend CSW training.

Cllr Eldrige left the meeting at 7.59pm and returned to the meeting at 8.01pm.

2. Traffic calming measures – the Council asked the Clerk to contact CFF for an update on the grant application.

13. To receive reports on the Playing Field matters

The Council discussed playing field matters including the annual clean-up; which was proposed for 19th August.

14. To receive reports on Litter picks

It was agreed that Litter would take place in Sutton St Edmund and Throckenholt on 5th August, 12.30pm at the Village Hall and 2pm at Coronation Avenue.

15. To receive reports on the Bus Shelter

The Council noted that the recent graffiti on the Bus Shelter would be painted over and asked the Clerk to chase highways regarding the drop kerb opposite bus shelter.

16. To receive reports from representatives on outside bodies

Cllr Allen updated the meeting following the recent Village Hall Committee meetings. Cllr Allen noted that the Village Hall committee were looking into turfing the side/rear of the Hall which would allow it to be turned into an outside area, the Council had no objections at this stage but requested to see plans before a decision is taken.

17. To receive reports on the funding for a Portrait of the King

The Clerk advised the application had been submitted.

18. To consider any correspondence not included within the agenda

None.

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.

None.

20. The date of the next meeting was confirmed as Tuesday 19th September 2023, 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. Closing date for the vacancy confirmed as Monday 31st July, 5pm and interviews to be held on Thursday 3rd August at 6.30pm. Clerk to make arrangements.
    2. The Clerk updated the Council on the Play Equipment.
    3. The Council discussed the correspondence, Clerk to respond accordingly. It was also agreed the following requests would be made going forward:

• Royal Mail door drop/Mailshot for the whole Parish (map attached)
• Public meeting
• Access information
• Media pack
  4. The Council agreed to pay the invoice.

Meeting closed at 9.21