Council minutes for Old Buckenham

 April Parish Council minutes

These notes have been written by the village newsletter editor from the draft minutes and so may contain information that is amended at a latter date.

Old Buckenham Parish Council met on Thursday 7 April at Old Buckenham Village Hall. Those present were Councillors Steve Milner (Chair), Adrian Joel, Naomi Bailey, Doug Irons and Terry Cook who also took the minutes. Apologies for being unable to attend had been received from Mike Farrington, Andy Nicholls and Rachel Noyes (Clerk). Three members of the public also attended. The minutes of the meeting held on Thursday 3 March were approved (5 in favour).

Financial matters. The current Community account balance is £28,772.50. Total payments of £3007.34 were approved (5 in favour) which included £1,768.43 for maintenance of the Play Area.

Councillors’ reports. The defibrillator still requires phone to be attached to ensure it is fully operable. Any jobs around the Green for the handyman need to be indicated so they can be completed before Jubilee Celebrations. Grass to be cut in the Recreation Area and the chairman is chasing up fence repair. Still need to find location for the Village trailer.

Doug Irons is continuing with background work on the Village Plan. Naomi Bailey has had further contact with the High School. Proposed date for meeting between Parish Councillors and the School Council is Friday 29 April. School are unable to allow the use of the High School MUGA. There is still an issue with cars and vans parking on the road and path in Hargham Road by the new housing development. The Parish Council will discuss with the contractors. All schools in the village have been contacted about making bunting for the Jubilee. High School has said no, Chapel Green is discussing and the Primary School is making.

Items from the Clerk were read out at the meeting. The owner of the empty house on Post Office Terrace was not happy with the term “state of disrepair” being used to describe the property and says that it is well looked after and regularly checked on. Road closure for Jubilee Street Party completed (thanks to Terri Hammond) and paid for (£37.64). Playdale have visited the Play Area to lift the roundabout and replace the bearings. The ‘Spring chicken’ will hopefully be done soon by local tradesman. A resident whose father loved Old Buckenham and lived here most of his life had passed away before Christmas. One of his requests was to have his ashes scattered on the Green. Is this OK? If so, are there any areas that are specifically out of bounds for this? The meeting would need to consult the regulations relating to the Green before providing an answer and the subject would be on the agenda for May.

Breckland Council not aware that the Cotman Trust has any ownership of Prince Harry’s Wood despite a resident claiming that they pay towards the maintenance of it. Residents need to check what that maintenance payment is for. Naomi Bailey added that she had been approached by a resident about the surrounding area and suggested that the Cotman Trust be approached regarding the cutting of the grass and trees on their area of responsibility. Decision has been made by Breckland to transfer the wood to Old Buckenham Parish Council. Environmental Services will send over records from their tree inspections over the last few years. Zoe Footer and Fiona Culshaw (Breckland District Council) are happy to meet up and discuss what state the wood should be in at point of transfer. They would like a list of potential issues ahead of the visit, eg litter and condition of trees. Councillors have been emailed to mention any issues they think need addressing. Steve Askew has requested that as part of the transfer that the trees which boundary the Marchfield Way properties are coppiced beyond the boundary fence as they are causing overhang issues. Likewise, the trees on the B1077 side are in need of coppicing as they protrude onto the footpath and are starting to impede vision for motorists. Currently a solicitor is being sought to complete the transfer process so details can be sent to Breckland.

A parishioner had been asked by Steve Milner to investigate a possible MUGA being built on the Recreation Area. He reported back that an approach had been made to Andy Nicholls who said he would raise the issue of obtaining drainage quotes as an initial step. An outline price guide of £40,000 plus vat for a 20metre by 10metre fenced tarmac surface, multi-use games area, with football goals and basketball nets, 1metre side fence, and 3metre high end fencing behind the goals. The price would rise for a 30metre by 15 metre size of the same specification to £60,000 plus vat. Polymer rubber surface would cost more. Grants would obviously need to be sought, alongside fundraising. There could be other options too, such as better drainage, rolling and cutting, which may make it more useable. As Andy Nicholls could not make the meeting, the matter was deferred to the May meeting.

A meeting needs to take place between the chairman and residents to discuss payment options for improving the track between the shop and the phone box. A quote has been received for re-surfacing section up to the posts.

Reminder needed that a second Village Meeting will be taking place on Saturday 23 April in the village hall from 10am to noon. This is to check on Jubilee planning and see what still needs doing. Tea/coffee/cake will be available again and some paper and pens. Councillors added that there is a need for wider publicity for this meeting.

Public participation relating to agenda items. A parishioner has reported to Breckland Council the rubbish that has accumulated in Prince Harry’s Wood. Despite having an acknowledgment code, no action had been taken so far by Breckland. In discussion this matter was seen as a wider issue in the parish as there are instances of fly tipping not being addressed by Breckland. It was recommended that this issue should be raised with Breckland when the joint meeting is held regarding Prince Harry’s Wood. Also, the matter should be taken up with our District Councillor.

It was remarked by a parishioner that the width of Hargham Road by the new build houses is now an issue. Despite the contractors apparently having a separate area for parking there are still cars, vans and lorries being parked on the road and pavement. Alternatives were discussed including requesting Breckland monitor the situation and discussing with Highways the possibility of installing a chicane safety measure (as in Spooner Row). Another parishioner remarked on the narrowness of part of the new footpath and raised the question ‘was it wide enough to allow wheelchair use’.

An observation was made by another parishioner – ‘are there now too many trees being planted on the Green?’. It was further remarked ‘who is going to maintain them in the long-term’. (Steve Milner confirmed there is a tree maintenance plan in existence.) A further question was posed ‘are all the new trees plotted on the Green Tree Plan. (Steve Milner said a statement would be sought from the Green Maintenance Committee.)

A question was then raised by a parishioner regarding the new planning application for 12 houses on Hargham Road (discussion on this item merged into the first item under Planning Applications below). It was noted by a parishioner that the Planning Officer recommends refusal; the target for new houses in Old Buckenham is already exceeded; the new application sits outside the settlement boundary and does not enhance the character or appearance of the Parish; the development would place a further danger on two close dangerous road junctions. Further discussion by the public stressed the development was at the entrance to the village, part of the countryside and the development was not in keeping with the village. Further concerns were also raised about the level of construction on an already difficult stretch of road.

New planning applications. Hargham Road. Residential Development - 12 Units (3PL/2022/0298/F). Discussion continued from the previous agenda item. It was felt that the application was outside the village boundary; there were numerous Highways issues; the development would be on top of an already exceeded local plan target; it was not in keeping with the village and surrounding countryside. It was proposed to vote for rejection (5 voted in favour of rejection).

Planning Decisions by Breckland Council. The below applications have now been considered and the applications have been approved: Friedland, Cake Street. Side, rear extension and new roof to form 1st floor accommodation (3PL/2021/1711/HOU). Despite approval, it was reported that the Council had been made aware of concerns about possible flooding due to drainage alterations.

Redbourne House, Abbey Road. Proposed front double garage link conversion of existing attached garage and rear extension (3PL/2022/0071/HOU).

The Old Crown Gate Bakery, The Green. Change existing garden room roof from polycarbonate to tapco tiled roof (3PL/2022/0224/HOU and 3PL/2022/0225/LB).

The Council also had just received (too late to be on the distributed agenda) Ash Tree Cottage, The Green. Single Storey Rear Extension (3PL/2022/0181/HOU).

The following application has now been considered and the application has been refused: Walnut Shade, Cake Street. Retrospective alterations to the layout of the annexe and change of use to enable the annexe to be rented out as a separated self-contained unit (3PL/2021/1555/F).

The following application has been passed to the Planning Committee: Coal Storage Yard, Road from Stacksford Lane to Hargham Road. Outline permission for 3 no. Dwellings (3PL/2021/1564/O). Steve Milner will be attending the meeting on behalf of the Parish Council.

The Council also had just received (too late to be on the distributed agenda) from the Planning Inspectorate in relation to The Town and Country Planning Act 1990 – Appeal Ref: APP/F2605/W/21/3279448 - the appeal decision regarding application 3PN/2021/0013/UC: Roughlands Farm, Grove Road, Old Buckenham. The decision is the proposal is not permitted development and the appeal is, therefore, dismissed.

Community Car Scheme fuel costs. This item was raised because of the rise in fuel costs. Currently, the nationally agreed rate for car use is paid. Figure is made up of contributions from the Parish Council, Breckland Council and the user. This is a voluntary scheme (the Breckland scheme is viewed very positively as a good community project) to just cover costs. It is felt that the volunteer community drivers should not be out of pocket and be recompensed for their endeavours. With the large rise in fuel costs the Council feel it is time to review the rate paid. As we are not the only Council to face this issue it was proposed to seek advice from Breckland Council and NALC (the Advisory Body for Parish Councils). Voted 5 in favour.

Signatures on cheques. As new signatories for cheques are required it was felt that this was a good time to review the Council payment procedures. It was agreed the Council would research the possible introduction of electronic banking alternatives.

Use of the Green amendments. Three documents were put before the Council for formal adoption:

I. ‘Policy for Use of The Village Green’ – this is an updated version of the previous policy to include the extension of the lease until March 2042 and the wishes of the Executors of The Lord of The Manor to formally withdraw from the agreement in February 2022 as they stated they did not wish to exercise an interest in the Green. The new agreement was formally agreed between the Old Buckenham Parish Council and Old Buckenham Green Rights Proprietors to manage the Green for the Parish as a whole. In March 2022 a twenty-year extension agreement was signed by the Parish Council and Green Rights Proprietors.

II. ‘Village Green Application for Lettings’ – the process and application form.

III. ‘Village Green Application for Lettings Confirmation’ – formal agreement between the Parish Council and Applicant.

All three documents would be forwarded to the Chair of the Green Rights Proprietors and Green Management committees. It was reported that these three documents would be standardised into a common format, use a standard template, and become controlled documents (modifications to document headers and exemplification statements will be centrally managed by a control group). This means the template is automated and any modifications to one document will automatically transfer to the other two. All modifications will be tracked and the most up to date version will appear on the Council website. Applicants can then download the forms and complete them online. Any use of the Green must comply with the “Policy for Use of The Green’ and formal permission granted via the ‘Village Green Application for Lettings Confirmation’ before the activity can take place.

Annual Parish Meeting. After detailed discussion it was agreed to hold the meeting on a Saturday morning in July (exact date will be dependent on availability of the Village Hall) before the school summer holidays begin. A format and speakers were discussed (see Churchyard item below), and these will be formalised at the next Parish Council meeting.

Insurance Company. The Clerk tabled a paper informing the Council that she had been notified by Norris and Fisher (Insurance Broker) that they will no longer be undertaking Parish Council Insurance as from the renewal date, Wednesday 1 June 2022. She looked at NALCs website and saw they are partnered with BHIB, who also have a relationship with Aviva. Councillors were sent a link to their website to have a look at it and the. opportunity to think about any issues they wanted highlighting in a policy. Also to ensure it covers everything they wanted and needed it to do. BHIB also offer a subscription to Parish Online if the parish council take out a three-year deal. This is a digital asset mapping tool for Councils and can be used for many things, including Neighbourhood Plans. Councillors are submitting any further questions to the Clerk they want answered and also requesting boundaries of costs. When Councillors have the full information, they will formally discuss at their May meeting (Thursday 5 May) and vote on whether they wish to sign up to BHIB Council Insurance.

Commemorative Gift for Platinum Jubilee. The Clerk reported on her research into mugs and other gifts to give for Jubilee celebrations. She has also spoken to Jonn Hicks as he had organised this for Golden Jubilee. Mugs were a favourite item when discussed at the Village Meeting. Previously, they were free to under 16s and approximately 300 were ordered. If we do so again then there will be an initial cost of £630.72 plus delivery. We would sell for £5 each but free to under 16s. She has also prepared a suggested order form which could be placed online and in the Village Newsletter. Due to time restrictions, she will need to order a commemorative gift quickly. Councillors were asked if the Parish Council wish mugs to be ordered or a different item as a commemorative gift? Councillors were in favour of ordering the mugs but requested the Clerk rework the figures for commemorative mugs with personalised Old Buckenham logo on the reverse side. Also would the Clerk investigate the possibility of engraved commemorative coins. It was agreed that Councillors were happy to order 300 (or any amount felt suitable) of the items. The Council needs to investigate sponsorship and access to additional Jubilee funding.

Churchyard. The Churchyard at All Saints will start to run out of space for burials in a few years, estimated at two to three years). The matter has been discussed with Sarah Dye and her comments have been emailed to all Councillors. The Parish Council has the power to provide a burial site and it would need a lot of management but would be a source of income for the Parish Council. The Parish Council does not have a duty to provide this, and if they do not follow this path, then burials would have to take place in neighbouring villages who still have space. There are sometimes courses from NALC about managing burial sites which Clerk/Councillors could attend. The key question is do the Parish Council wish to acquire land as a future burial site for the village? Councillors felt this is a very important decision and one that the parishioners should have their say on before a final decision is made. It was recommended that the item should be a key agenda item at the Annual Parish Meeting with a speaker putting forward all the pros and cons. In preparation for this the Parish Council should make neighbouring landowners aware of the situation and seek views on donations or purchase of land.

To aid the discussion the very helpful summary had been produced by Sarah Dye. There are essentially two considerations which go with the decision of All Saints PCC to close our churchyard for new burials. The first is that when a graveyard like ours is closed, it remains the responsibility of the PCC unless they give notice (under s 215 of the Local Government Act 1972) to transfer that responsibility to the Parish Council. The Parish Council are obliged to take it over - or refuse to do so, in which case responsibility passes up the chain to the District Council. That is not what All Saints PCC are proposing. For the time being, they intend to continue to take responsibility for maintaining the graveyard, even though, when space runs out, no new burials will be made there. The second issue is about providing burial space for the residents of Old Buckenham. When the All Saints graveyard is closed, All Saints PCC will no longer be able to provide burial spaces and do not wish to extend the existing graveyard in order to make more space available. With that in mind, the Parish Council may want to acquire land to provide a graveyard with burial spaces for the village. The Parish Council is a 'burial authority' and is permitted to provide and maintain graveyards/cemeteries. The point for the Parish Council to debate is do they want to acquire land for a new burial ground to be used when the All Saints graveyard is full?

Items for next agenda. These will include the Neighbourhood Plan, the Jubilee arrangements, the Annual Meeting, Community Car costs, cheques/online payments, insurance. Prince Harry’s Wood and fly tipping/litter.

The next Parish Council meeting to be held on Thursday 5 May at 7.30pm in Old Buckenham Village Hall.