RUNTON PARISH COUNCIL Draft. MINUTES OF A MEETING HELD BY THE ABOVE ON 27TH JUNE 2023 AT WEST RUNTON CHURCH HALL COMMENCING AT 7.15 PM.
PRESENT:
Councillors: Ms. C. Davidson – Chair. Mr. S. Gurney – Vice Chair.
Mr. P. Nichols, Mr. R. Annis, Mr. G. Baker, Mrs. B. Memish, Ms. T. Edwards, Mr. R. Smith. The Clerk Ms. B. Emery. Four members of the public. Mr. E. Vardy (NCC) Ms. K. Toye (NNDC).
23/090. TO AGREE OPEN SESSION FOR PARISHIONERS/GUEST SPEAKERS BY
INVITATION FROM THE CHAIRMAN
Mrs. Large, on behalf of Holy Trinity Church, requested that the Council give
consideration to a grant towards the upkeep of the graveyard, which they have done in the past. The request would be put on the agenda for July and considered then.
Mr. Vardy gave his report for NCC and reiterated that he would be available if anyone wanted to contact him between meetings. A key interest was his involvement with NCC cabinet who are dealing with the Climate Strategy involving buildings, transport, tourism and working with UEA on climate change and providing space for nature. Mr. Vardy would also like to improve commnication between Parish and County council.
23/091. TO RECEIVE AND ACCEPT APOLOGIES FOR ABSENCE
Received from Cllr. Jonas and Cllr. Hawkins, both related work issues. Accepted.
23/092. TO RECEIVE ANY DECLARATIONS OF INTEREST IN FORTHCOMING ITEMS
None.
23/093. TO AGREE THE MINUTES OF MEETING HELD 23RD MAY 2023
The above minutes having been circulated beforehand were accepted and agreed as a true record of the meeting and signed by the Chair.
23/094. MATTERS ARISING
Cllr. Annis asked if minutes could be annotated with action points. Cllr. Davidson explained that it was in hand.
23/095. CLERK’S REPORT
The Clerk reported that the new windows for the Reading Room were now on order.
23/096. CO-OPTION OF CANDIDATE(S) FOR OFFICE OF COUNCILLOR
Councillors have received applications and bios of Alex Debacker and Mark Lerego
Both candidates were asked if they wanted to add any comments and Mr. Lerego elaborated on his bio already sent. Councillors agreed by a show of hands unanimously to co-opt both candidates onto Runton Parish Council. They then joined the meeting.
23/097. PLANNING
To consider and decide on planning applications where materials may be delivered on the commons. Cllr. Davidson explained the situation on West Runton common which has affected a group of parishioners in the area, where a temporary toilet and building materials have been placed there for some weeks. It was suggested that if there is a building application near commons where materials may need to be stored close by.
Cllr. Nichols pointed out that the situation was difficult and cannot be policed. The main issues were the chemical toilet and the storage of weeks of building materials. The question was “does the council get involved”? It was decided that at the time of an application the council could request a condition that limited the time that materials were stored on common land.
Planning applications. Circulated beforehand:
PF/23/1089 Change of use at Old Hall barns to dwelling and office. There had been objections
PF/23/1190 Crab Boiler House WR. Conversion to one and half storey dwelling. No planning reason for objection had been voiced.
The application for a dormer window at Little Orchard WR, had been approvedby NNDC.
23/098. TO AGREE MEMBERS OF GROUPS WITHIN THE COUNCIL
The following list of volunteers for various working groups were agreed.
Commons: Cllr. Gurney, Cllr. Davidson, Cllr. Baker and Cllr. Smith.
Allotments: Cllr. Annis, Cllr. Gurney, Cllr. Edwards, Cllr. Memish.
Events: Cllr. Annis, Cllr. Gurney, Cllr. Edwards, Cllr. Memish, Cllr. Debacker.
Planning: Cllr. Lerego, Cllr. Gurney, Cllr. Memish.
Councillors linked to other bodies:
Runton Parish History Society: Cllr. Baker.
Playing Field Management: Cllr. Jonas,
East Runton Village Hall Committee: Cllr. Hawkins.
Ploughlet Charity: Cllr. Davidson (as Chair of PC) and Cllr. Nichols.
Representative for S.N.A.P (Safer Neighbourhood Action Panel): Cllr. Baker.
Internal Control Office: The Clerk explained the role. Cllr. Smith offered to take it on.
23/099. COMMONS
Cllr. Davidson (Chair) reported that Greens Common has been cut. The application for the grant to fund the production of a ten-year management plan on commons has been approved. The process for work will be a long time in the making but progress can be made now.
Questions were asked about the Spring Pond. Chair explained that Anglian Water and Gas Board were working on the situation, but the pond will be dry at least until October.
To hear report of bonfire on common and consider the way forward WR commons.
Members heard that a bonfire had been lit on West Runton common near the railway embankment and trees. (Chair reported but declared a personal interest). There was some discussion as it had been clarified that this was not a legal practice. It is especially dangerous in very dry weather and the Parish Council have taken responsibility for management of the commons. After discussion it was agreed that the Clerk would write to the person concerned in this incident and also to put a reminder in the next newsletter to all persons that it is illegal to burn waste of any sort on common land.
23/100. ALLOTMENTS – To hear updates on re-letting
The Clerk reported that another plot had been re-let and asked the Council to consider a Notice to Quit for a plot at Lugger Stile which was overgrown had been used by the tenant for some time and now neglected. It was agreed, and the Clerk was tasked, with issuing a Notice to Quit.
Also to ratify the quote for the trees on Moyes Close and consider removal of very small amount of bamboo on Lugger Stile. An extra quote for £450.00 was issued to remove this bamboo. It was agreed that with such a small rent it should be up to the tenant to deal with it and they would be given the first year free in compensation. Trees will be done on 4th July. The quote accepted previously for £2900.00 was ratified.
Cllr. Annis would organize a tour of the allotments soon. Also a draft of a lease is being put together and would be presented at the July meeting. Also suggested a meeting with the Clerk to see what can be done by the group regarding managing of the allotments. It was suggested that all groups should draft a Terms of Reference for all, by the July meeting if possible.
Cllr. Memish reported on the actions points for the Allotments show and asked for volunteers to help with tables and the marquee on the day before.
The Village Inn and Corner House Café were being asked for their involvement as refreshements were not being provided in the marquee.
The Clerk was asked to write to residents of The Hurn to explain what was happening. The Clerk was concerned about people possibly parking on The Hurn, but hopefully the letter will explain.
23/101. TO HEAR QUOTE AND DECIDE ABOUT CCTV CAMERAS IN READING ROOM
It was suggested by the Chair that another quote should be sought and both presented at the July meeting.
Cllr. Baker has a possible alternative and would come up with ideas.
23/102. TO HEAR UPDATES REGARDING NEW LEASE FOR BROADBAND CABINET.
The Clerk reported that a planning application was being implemented soon and the Council would get the application in due course. The lease was in the hands of our solicitor.
23/103. FINANCE
The Clerk asked for agreement to re-appoint Stuart Meakin as the Internal Auditor. This was agreed.
The Clerk confirmed all information has now been sent to External Auditor PKF Littlejohn and the notice of public rights has been displayed, as have the accounts on the website.
Income: None this month
Direct Debits paid:
TV licencing TV licence Direct Debit quarter £41.00
Unicom Tel Broadband &Elec £132.06
npower Street lighting elec £94.78
ICO GDPR fee £35.00
Invoices to agree for payment:
Barbara Emery Salary plus reimbursement £1,160.50
HMRC Tax and NI £298.41
Kevin Richardson Commons and Playing Field £534.00
NALC Training £45.60
The above were all accepted and agreed.
The now necessity of being able to operate online banking was discussed and it was explained that payments are set up and then authorised by another authorised person. After discussion it was agreed that the Clerk would be added to the bank mandate and online banking would be pursued.
Proposed by Cllr. Nichols seconded by Cllr. Baker and agreed by all. Chair, Cllr. Davidson would normally be the second authorisation.
23/104. MEMBERS REPORTS
Cllr. Edwards suggested that a S.A.M.S. be considered for Top Common. The Clerk suggested that another camera could be purchased. This would be on the next agenda.
Cllr. Smith was concerned about the slipway to the beach in East Runton and that the steps were not indicated. Cllr. Toye (NNDC) said this was being looked at. Cllr. Smith also concerned about crime figures in West Runton during a particular week and informed members that the information was available on the police website and would send a link around.
Cllr. Baker was still pursuing the possibility of obtaining generic email addresses and general improvement in IT.
Cllr. Gurney had received some comments about the telephone box in West Runton being in bad repair regarding the paintwork and suggested that a group could get together and re-paint it. It would be investigated. Also the notice boards were in need of attention. The History board pin board needed replacement and the teak one needs attention. It was suggested to pay someone to do the work.
Cllr. Gurney asked about the cliff top shelters in East and West Runton. There was information about an ongoing dispute about the West Runton, and Cllr. Toye (NNDC) is reading up on it. The East Runton shelter belongs to NNDC.
Cllr. Nichols: Reported that footpath around the Golf Course was not cut. This was one which was not cut by the Council. The Clerk had asked the landowner to cut the one around the base of Incleborough. There was previously a regular check on footpaths by councillors but this has not operated for many years. It would be on the July meeting agenda to discuss reinstatement.
Cllr. Memish asked if communications could be on the next agenda.
Cllr. Debacker: reported that the footpath sign on West Runton common near Station Close was leaning over and could fall. This would be reported for repair.
Cllr. Annis asked if the overgrown hedge near the entrance to Rosebery Rd had been reported. Cllr. Gurney confirmed this. Cllr. Annis had also been able to procure a brass band for the Christmas event in West Runton. Cllr. Davidson reported that Corner House Café had been in talks with the Village Inn and they want to make it a bigger event in 2023 and are happy to be involved in it. Cllr. Gurney informed that the East Runton event was being increased with a larger tree and more lights etc.
Cllr. Davidson informed members that she had contacted NALC to be involved with a “brainstorming” session to consider informally the future financially and otherwise for Runton, events etc and general operation. Any ideas put forward will be brought to a formal meeting.
The Clerk informed members that the item of Members Reports is for information only and decisions or agreements cannot be made under this heading unless they are formally itemised on the agenda.
23/105. TO CONSIDER COSTS AND PURCHASE OF ‘A’ BOARDS FOR EVENTS
The Clerk brought cost of between £87.00 and £127.00, with photographs. The more expensive one was much sturdier and it was agreed unanimously to purchase two boards at £127.00 approximately.
NNDC REPORT: Cllr. Toye.
Overgrown hedges onto pavements was being investigated. The Clerk reported that the one in Water Lane had been done but that brambles were now overhanging the footpath from The Stance. Cllr. Toye would try and check. The hedge house on the corner of Station Rd had been cut. There was concern over the state of the car wash, Cromer Road and this was being investigated. Norfolk Mobile Library Service was making cuts. NNDC has joined the UK:100 and organisation joining a network to work against climate change. The Reef in Sheringham has been shortlisted to received a planning award.
23/106. DATE TIME AND PLACE OF NEXT MEETING.
Tuesday July 25th 2023 at East Runton Reading Room 7:15pm.
The meeting was closed at 9:12 pm.
Signed Chair.
Date