Agenda Item 2 Dispensations If there is an item on this agenda for which you have a pecuniary interest you will not be able to take part in any of the discussion or vote on a resolution. However, if you wish the council to consider your request for dispensation you need to write to the Clerk ahead of the meeting stating your reasons on why you should be given a dispensation. Agenda Item 5 Correspondence Circulated Three letters from village resident regarding various development issues in village. 1 letter sent via Village Newsletter and 2 sent to Sudbury Town Council. Agenda Item 6 Clerk s Report Minute Action Complete P 14/109 SCC Highways have cut hedge at Valley Road / A134 junction P 15/021 Valley Road markings raised with SCC Highways. 15/069 Update from Mr H Wheldon circulated via email on 22nd March. 16/090 Provisional date of 19th October 2016 for Broadband update. 16/102 Draft Minutes published on website and in newsletters. P 16/109 Planning responses sent to Babergh. P 16/111 Locality Budget received from James Finch re defibrillator. P 16/111 Wrote to Village Hall Committee. 16/112 Financial Regulations and Standing Orders updated on website. P 16/114 Process regarding replacement fire hydrant signage given to Cllr Taylor. P Clerk Hours Up until 28th August 2016-133 hours worked / 132 hours paid. Speed Watch outings (Drivers Reported) 2 surveys since last meeting caught 6 speeding offenders. Prepared by Dave Crimmin Page 1 of 10
Agenda Item 7a BDO Audit Report Prepared by Dave Crimmin Page 2 of 10
Prepared by Dave Crimmin Page 3 of 10
Agenda Item 7b Date Purchased Description Asset Register Street Furniture Value Location Location No Picture No Insurance cover as at 1st October Village Hall 29 11 Asset value removed from register following NPC meeting on 09/01/2008 minute 08/005. War Memorial 5,000 Green 6 24 6,454.41 Bus Shelter 3,150 Green 8 6 4,103.61 Bus Shelter 3,150 Near Links View 11 8 4,103.61 Lamp Standard 0 Plampin Close 26 1 0.00 Adopted SCC Dec 2012 Lamp Standard 0 Plampin Close 27 2 0.00 Adopted SCC Dec 2012 Lamp Standard 0 Plampin Close 28 3 0.00 Adopted SCC Dec 2012 Jul-05 Litter Basket 100 Plampin Close 25 5 0.00 * Jul-05 Litter Basket 100 Green next to Bus Shelter 9 6 0.00 * Mar-06 Litter Basket Next to Bus Shelter (Links 100 View) 10 7 0.00 * Mar-06 Litter Basket 100 Playingfield 19 20 0.00 * Park Bench 300 Plampin Close 1 5 387.92 Jun-07 Park Bench 300 Outside Deens 13 10 387.92 Park Bench 300 Memorial Gardens 14 12 387.92 Park Bench 300 Memorial Gardens 15 13 387.92 Park Bench 300 Playingfield 21 14 387.92 Park Bench 300 Playingfield 18 19 387.92 Park Bench 300 Playingfield 20 21 387.92 Park Bench 300 By War Memorial 7 23 387.92 Park Bench 300 By War Memorial 5 25 387.92 Park Bench 300 Green by Saracens Pond 3 26 387.92 Round Park Bench 500 Green by Saracens Pond 4 27 644.55 Village Sign 1,500 Outside Deans 12 9 1,945.58 Weather Vane 400 Green by Saracens Pond 2 28 521.10 Single Arch Swing 750 Playingfield 16 22 972.78 Fun Frame 1,800 Playingfield 17 18 2,327.53 Wobbly Bridge 1,300 Playingfield 22 17 1,682.98 Double Swing with Cradle Seat 900 Playingfield 23 16 1,163.77 Tunnel 250 Playingfield 24 15 0.00 * Church Road Sign 250 Green opp Church Rd 30 4 0.00 * Aug-07 Dog Bin 95 Entrance to Playingfield 0.00 * Oct-06 Dog Bin 95 Church Road 0.00 * Oct-06 Dog Bin Green Next to Telephone 95 Box 0.00 * Oct-06 Dog Bin Green entrance to Links 95 View 0.00 * Oct-06 Dog Bin 95 Green outside Juglans 0.00 * Oct-06 Dog Bin 95 Green opposite Burchetts 0.00 * Double Park Bench 400 Plampin Close 29 519.21 Park Bench 300 Alston Close 30 387.89 Notice Board 200 Church Road 31 0.00 * Nov-07 Playground Sign 30 Entrance to Playingfield 0.00 * Jan-08 By-Law sign 30 Saracens Pond 0.00 * Jan-08 By-Law sign 30 Village Hall 0.00 * Sep-08 Notice Board 120 Village Hall 0.00 * Nov-09 Grit Bin 135 Airey Close 0.00 * Nov-09 Grit Bin 135 Links View 0.00 * Nov-09 Grit Bin 135 Plampin Close 0.00 * Jan-10 Speed Radar Camera 1,025 Cragston, Sudbury Road 1,260.14 Jul-10 Dog Bin 95 Footpath by Jordans 0.00 * Jul-10 Dog Bin Footpath by 1 Assington 95 Road 0.00 * Nov-10 Slide 3,625 Playingfield 4,326.79 Nov-10 Playground Fence 1,100 Playingfield 1,312.96 Aug-11 Picnic Table 128 Playingfield 0.00 * Aug-11 Picnic Table 128 Playingfield 0.00 * Jan-12 Litter Bin 110 Village Hall Car Park 0.00 * Jun-12 Bench Bus Stop opposite 0 Saracens Head 0.00 * Jul-14 QDJ Bench 328 Field 341.22 Land forming Newton Green Notes Land registered to Newton Green Trust. NPC use Byelaws to phohibit antisocial behaviour on Newton Green 0.00 Oct-14 Pent hut 90 Playingfield 0.00 * May-16 Line Marker 289 Cllr Poole's house 0.00 * Office Contents 1,290.89 Total 31,448 37,238.25 Prepared by Dave Crimmin Page 4 of 10
Agenda Item 7c Insurance Prepared by Dave Crimmin Page 5 of 10
Prepared by Dave Crimmin Page 6 of 10
Agenda Item 7d Responsible Financial Officer (RFO) Report Receipts & Payments Date Details Ref Power Receipts Payments 29/07/16 ICO - Data Protection D/Dr LA 2011 ss 1 to 8 0.00 35.00 29/08/16 BDC Precept 4,690.00 0.00 14/09/16 PA Scammel - Asset maintenance 1071 LA 2011 ss 1 to 8 0.00 857.00 14/09/16 Flowers Groundcare - Grass Cutting 1072 LA 2011 ss 1 to 8 0.00 36.00 14/09/16 Flowers Groundcare - Grass Cutting 1072 LA 2011 ss 1 to 8 0.00 108.00 14/09/16 L Parker - Fireworks expenses 1073 LA 2011 ss 1 to 8 0.00 579.16 14/09/16 Came & Company - Insurance 1074 LA 2011 ss 1 to 8 0.00 310.57 14/09/16 BDO LLP - Audit Fee 1075 LA 2011 ss 1 to 8 0.00 120.00 14/09/16 DF Crimmin - Expenses June to Aug 1076 LA 2011 ss 1 to 8 0.00 36.81 14/09/16 SLCC - Annual Subscription 1077 LA 2011 ss 1 to 8 0.00 28.03 30/09/16 DF Crimmin - Salary Jun to Sept 1078 LA 2011 ss 1 to 8 0.00 689.65 30/09/16 DF Crimmin - WFHA Jun to Sept 1078 LA 2011 ss 1 to 8 0.00 39.00 30/09/16 HMRC - Clerk Tax 1079 LA 2011 ss 1 to 8 0.00 172.40 Reconciliation Account Statement Date Statement of Accounts vs Budget Statement Balance Actual Balance Unpresented Cheques Credits not shown Difference Community 29/07/16 100.00 Premium Accounts 29/07/16 15,896.53 17,709.91 2,976.62 4,690.00 0.00 Tracker Account 30/06/16 11,107.40 11,107.40 0.00 0.00 0.00 Petty Cash 07/09/16 0.00 0.00 0.00 27,103.93 28,817.31 2,976.62 4,690.00 Budget Actual Reserves Budget Actual Assets B/F 24,073.19 Income Expenditure Precept 9,380.00 9,380.00 Clerks Salary 3,742.85 1,707.26 Grants 207.00 372.90 Admin 1,900.00 328.18 Recycling 500.00 0.00 Grants 700.00 425.00 Other 0.00 172.58 Annual Subscriptions 280.00 236.80 Bank Interest 25.00 3.36 Footpath Maintenance 300.00 0.00 VAT Repayment 0.00 305.73 Insurance 320.00 310.57 Inspection 245.00 166.00 Maintenance 1,820.00 1,197.00 Projects 1,400.00 952.06 Other 0.00 0.00 Village Hall 0.00 0.00 VAT Paid 0.00 167.58 Contingency 500.00 0.00 Youth Council 0.00 0.00 Total 10,112.00 10,234.57 Total 0.00 11,207.85 5,490.45 Assets Carried Forward 28,817.31 Total 34,307.76 Total 34,307.76 Prepared by Dave Crimmin Page 7 of 10
Agenda Item 7d Clerk Expenses Postage Telephone Printing Travel Date Description 1st 2nd Other No of Calls Phone Call to A4 Print A3 Print Lams Miles 02/06/16 1 C Poole 03/06/16 16 08/06/16 Meeting Pack 2 C Poole, P Presland 212 4 09/06/16 2 R Schwenk, BDC 16/06/16 3 1 A Vince 17/06/16 1 S Scammell 20/06/16 1 BDC 12 21/06/16 1 A Vince 06/07/16 Meeting Pack 193 4 07/07/16 1 BDC 12/07/16 30 13/07/16 Meeting 1 R Schwenk 25 14/07/16 1 R Schwenk 22/07/16 1 P Presland 25/07/16 1 BDC 28/07/16 2 CHT, Nigel Gerrans 01/08/16 3 S Scammell, A Vince, Paper Bank 04/08/16 SO & FR x 8 2 BDC, P Presland 304 0 3 21 792 0 8 0 0.00 1.65 0.00 2.52 31.68 0.00 0.96 0.00 Expenditure on behalf of Newton Parish Council Date Description Ref Gross VAT Net Account Heading Postage 1.65 1.65 Printing 31.68 31.68 Laminates 0.96 0.96 Cost of Calls 2.52 2.52 Travel Costs 0.00 0.00 Total 36.81 0.00 36.81 Balanced Mileage Rate 6/4/2011 45p 1st Class Post 64p 2nd Class Post 55p A4 Printing per page 4p A3 Printing per page 10p AtG per page 6p Laminator pouch 12p Admin Projects VAT Total Telephone Calls 10p +VAT 36.81 0.00 0.00 36.81 Agenda Item 7e Churchyard Maintenance Last year NPC gave 400 towards the Churchyard maintenance at All Saints Church. For the previous 3 years NPC donated 375 Agenda Item 7f Poppy Appeal For the last 2 years NPC has donated 50 towards the Poppy Appeal. Prepared by Dave Crimmin Page 8 of 10
Agenda Item 8g Planning Status BDC Ref Application NPC Ref NPC Response BDC Response B/15/01718 B/16/00172 B/16/00638 B/16/00689 B/16/00629 B/16/00696 B/16/00567 Enforcement enquiry on the expected completion date of building works at Motts Farm. Chilton Woods Mixed Use Development, Land North of, Woodhall Business Park, Sudbury - Outline application (with all matters reserved except for access) - Erection of up to 1,100 dwellings (Use Marks Meadow, Rectory Road - Application for Certificate of Lawfulness of an Existing Use - Erection of storage building. Site formerly known as The Organic Box, Rectory Road - Erection of private stables, hay barn, maintenance shed and construction of manege. Mascals Farmhouse, Boxford Lane - Erection of detached garage, workshop and store building. Abbey House, Rectory Road - Erection of two detached dwellings with garaging. The Little Bungalow, Sudbury Road - Erection of single-storey side extension (following demolition of existing porch) and erection of pitched roof over existing side Land west of Sudbury Garden Centre - Amendments to Application for the erection of detached agricultural building and surfacing. 12/118d 16/044c Objected 16/044b Responded on recent use. 16/092c Supported Approved 07/07/2016 16/092d Supported Approved 15/07/2016 16/092e Supported REFUSED 25/08/2016 16/092f Supported Approved 19/08/2016 16/109a Objected Prepared by Dave Crimmin Page 9 of 10
Agenda Item 9 Defibrillator James Finch has provided NPC with 1,000 towards the purchase of its defibrillator and cabinet from his Locality Budget. I have written to the Village Hall requesting permission to install the cabinet on the outside wall of the hall. Installing a Defibrillator at the Golf Club Following the last Newton Parish Council meeting, at which it was resolved to install a defibrillator in the village, I was approached by the Newton Green Golf Club to see if use could be made of their defibrillator. The defibrillator had been given to the NGGC and is currently housed within a cabinet inside the clubhouse. I arranged a meeting with the Nigel Gerrans (Committee Member) and Ben Tawell (Club Secretary) as well as Martin Render (CEO, Community Heartbeat Trust) on the 25 th August 2016 to look at the options. The NGGC s defibrillator is the IPAD version and is fully supported by CHT. The cabinet is for internal use and is operated via a key and would not be acceptable for the use required by NPC. Action points agreed at meeting The following points were agreed in order that a defibrillator could be installed at the NGGC and service NGGC members and Newton residents within a one-mile radius from the clubhouse. It was also agreed that both NPC and NGGC would need to agree these actions at their own meetings before a final decision could be made. i. NPC to purchase a cabinet to house the IPAD at a cost of 820 + VAT ii. Defibrillator to be installed by NGGC Electrical Contractor as per specification provided to them at location indicated below, with a PIR Light and signage above cabinet. NPC to pay for installation costs of this work subject to quotation being provided ahead of work. iii. CHT to conduct training sessions at both the clubhouse and village hall to explain how defibrillators work. Please note that this is more informative than instructive as the defibrillator will let people know how it is to be operated. iv. Only NGGC First Aiders and Club Secretary and NPC Clerk to have the cabinet access code. Normal operational procedures mean that the access code is given to eligible incidents by the Ambulance Service after 999 is rung. v. NGGC will be responsible for maintaining and paying for defibrillator consumables (pads and battery) as well as paying for the small amount of electricity to power the cabinet. This is estimated at an average of 100 to 130 per annum. vi. NPC will be responsible for insuring the defibrillator and cabinet. vii. Weekly Governance checks of the equipment to be undertaken by NPC. Prepared by Dave Crimmin Page 10 of 10