District Councillor R Snell
County Councillor P Bellfield
1-0708/3 – Chairman’s Welcome and Apologies for Absence
The Chairman welcomed Councillors and visitors to the meeting and advised that there were apologies for absence from S Thurlow and Parish Historical Recorder, W Woodland.
2-0708/3 – To Receive Councillors’ Declaration of Interest in Agenda Items
There were no declarations of interest.
3-0708/3 – Minutes of Previous Meeting
The minutes of the meeting of 09 May 2007 were approved and signed as a true record
4-0708/3 – Matters arising from previous minutes
(i) Councillors’ Register of Interests (previous minute 5-0708/2)
The Clerk advised that he had not received the necessary forms from SCDC. He was instructed to pursue this with them.
(ii) Audit of Village Hall Accounts (previous minute 10-0708/2 (iii))
In the absence of S Thurlow, this matter was carried forward to the next meeting.
(iii) Planning Application C04/0438 – Red House Farm, Conversion of barn to residential dwelling (previous minute 10-0707/2 (vii))
The Clerk advised that he had twice written to SCDC regarding breach of planning conditions and received reply dated 31 May 2007 advising that the matter was under investigation. He was instructed to request an update from SCDC.
(iv) Routing of FP14 (previous minute 10-0708/2 (iii))
The Clerk confirmed that he had written to SCC regarding the incorrect description of this footpath as commencing at the Queen’s Head and had received reply indicating that any change in description would be at the initiation of Brandeston residents.
The Chairman adjourned the meeting to permit Cty. Cllr. Bellfield to comment as stated in the notes at the end of these minutes
The Chairman then reconvened the meeting.
(v) Brandeston Parish Plan (previous minute 14-0708/2)
The Chairman advised that a Steering Group was now formed under the Chairmanship of Mr Nick Holland Brown and a first meeting had been held – four members of the group were to attend a Suffolk ACRE briefing meeting on 14 July 2007.
5-0708/3 – New Code of Conduct
After due discussion, the Council agreed unanimously to accept the new Code of Conduct and to request that SALC undertake the necessary advertising in the press at a cost of ₤30 + VAT (Clerk to arrange)
6-0708/3 - Planning
(i) Application C07/0840 - Moat Cottage, Friday Street, Side extension to garage
The Clerk advised that this application, which the Council had not opposed, had been approved
(ii) Application C07/0979/FUL and C07/0933/LBC – Hill Farm, Friday Street, Single storey extension
The Clerk confirmed that SCDC had been advised of the Council’s comments on this application which supported the application in principle but which proposed changes in the materials to be used
(iii) Application C04/1696 – 16 Low Street, Conversion of garage (variation of previous consent)
The Clerk advised that this application had been approved with the windows required to match those of the existing house, although the Council had requested a requirement for wooden windows.
(iv) Application C07/0182/FUL – Bridge Farm, Friday Street, Change of use of agricultural building to joiners’ workshop
The Clerk advised that this application had been approved with conditions related to parking (generally as had been requested by the Council)
12/1-0708/3 - Any other business as may be raised and accepted as appropriate by the Chairman
The Chairman agreed amendment to the sequence of the agenda to permit County Councillor Bellfield and District Councillor Snell to address the meeting (as noted at the conclusion of these minutes) prior to their need to leave for attendance at other meetings
The meeting then reverted to the published agenda sequence
7-0708/3 – Financial Report by RFO (The Clerk)
The Clerk advised of receipt of the first instalment of precept at ₤1025 and of recycling credit of ₤34.08 in respect of the bottle bank at the Queen’s Head.
He advised that the main account has a current balance of £2,861.77 and the 100+ account an unchanged balance of £1,364.98 (both after allowing accruals for cheques raised and for latest receipts). The Clerk pointed out the there were various future expenses to be met (such as audit and election costs and others for which he would be seeking the Council’s approval later in the meeting) but confirmed that the Council’s finances continued to be satisfactory
8-0708/3 – Approval of the Council’s Accounts for 2006-07
The Clerk presented the account papers for the year 2006-2007 and confirmed that the internal audit had been completed and signed by Mr. Donald Evans.
After due consideration, the Council agreed the following minute :-
We acknowledge as the members of Brandeston Parish Council our responsibility for the preparation of the statement of accounts and for the Council’s internal controls, and confirm, to the best of our knowledge and belief, with respect to the Council’s statement of accounts for the year ended 31 March 2007 in section 1 [of the Annual Return for the year ended 31 March 2007], that :
1. we have approved the statement of accounts, which has been prepared in accordance with the requirements of the Accounts and Audit Regulations and proper practices.
2. we have maintained an adequate system of internal control, including measures designed to prevent and detect fraud and corruption and reviewed its effectiveness
3. we have taken all reasonable steps to assure ourselves that there are no matters of actual or potential non-compliance with laws, regulations and codes of practice which could have a significant financial effect on the ability of the Council to conduct its business or on its finances
4. we have provided proper opportunity for the exercise of electors’ rights in accordance with the requirements of the Accounts and Audit regulations
5. we have carried out an assessment of the risks facing the Council and taken appropriate steps to manage those risks, including the introduction of internal controls and/or external insurance cover where required.
6. we have maintained an adequate and effective system of internal audit of the Council’s accounting records and control systems
7. we have taken what we consider to be appropriate action on all matters raised in previous reports from the internal and external auditors
8. we have considered whether any litigation, liabilities or commitments, events or transactions, occurring either during or after the year end, have a financial impact on the Council and, where appropriate have included them in the statement of accounts.
The Council noted the excellent work of Mr. Evans in carrying out the internal audit and the Clerk was asked to write to Mr. Evans expressing their thanks.
9-0708/3 – Financial Matters
(i) The Council agreed payment to BVH&RG of £8.00 for room hire for the next meeting at the village hall on the agreed date of 26 September 2007.
(ii) The Council agreed amendment of the signatories to the Council’s cheques to the following (with the requirement of any two signatories from the nominated three) :-
Main (Community) Account - DR, HS, WE
100+ Account - HS, WE, KC
10-0708/3 – Entry in the Village of the Year Competition
The Clerk advised that the village had been placed second in the Suffolk Coastal section of this competition (won by Levington) and would receive a prize at a presentation in September of ₤125
11-0708/3 – Correspondence
There were no matters for discussion under this heading.
12-0708/3 - Any other business as may be raised and accepted as appropriate by the Chairman
The chairman agreed discussion on the following items :-
(i) Payment of the Council’s insurance to Suffolk ACRE at ₤265.88 was agreed
(ii) Payment of the annual subscription to Suffolk ACRE at ₤20 was agreed
(iii) Payment of the costs for attendance by new Councillors at the SALC briefing (as agreed at the previous meeting of 09 May 2007, minute 7-0708/2) was approved at ₤40
(iv) The Clerk advised that the BVH&RG management committee had requested purchase of patio furniture for the village hall from Nelson Potter Ltd at a cost of ₤700 plus VAT (equals ₤822.50 total) using the funds of the 100+ club. This was agreed. The Clerk was asked to advise the BVH&RG secretary of the need to add these additional items to the hall insurances.
(v) The Clerk advised the meeting of a letter from Mr. and Mrs. Moody of Blacksmiths Barn, which stated their intention to erect a mirror for safety reasons (when emerging from their property).
The Clerk was instructed to reply, thanking them for the courtesy of advising the Council and pointing out the dangers inherent in such a mirror - as had been made clear to the Council by SCC, Highways in respect of a similar proposal at the village hall.
Date of Next Meeting
Date of next meeting was confirmed as 26 Sept 2007 at 8.00 pm at the village hall.
The meeting closed at 10.00 pm
NOTES OF DISCUSSION ON FP14 (see minute 4-0708/3 (iv))
Mr Bellfield agreed to take up this matter with the officers at SCC
NOTES OF ADVICE OF COUNCILLORS BELLFIELD AND SNELL (see minute 12/1-0708/3)
Councillor Snell confirmed that he is available to help when asked. He is member of the Shared Services, Development Control and local Development committees. He advised that SCDC would continue to operate without borrowing, that the district was an area of low crime and that the District Council had made anti-social drinking orders, in particular, for Woodbridge and Framlingham. The Development Control committee has approved further coastal protection using funding from the sale of land.
Councillor Bellfield said that SCC is opposing the Ipswich BC unitary bid because there will be additional cost to SCC as a result. SCC do not accept that Ipswich can do this without an increase in their costs. Many of SCC’s activities are on hold until a decision is made. Cllr. Bellfield stated that heavy goods vehicles on minor roads are a continuing problem and the leader of SCC has set up a Policy Development Panel to look until all aspects of HGV operations.