Minutes of Meeting of Clare Town Council At the Old School ...

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Minutes of Meeting of Clare Town Council At the Old School Community Centre, Clare, 21 November 2019

Present: Cllrs. Bishop (Chairman), Burry, Godwin, Litton, Perceval-Maxwell (in part) and Warmington; Catherine Hibbert (Clerk), Maureen Smith (RFO); WSC Cllrs Meikle, Rushbrooke and Richardson; PC Jon Gerrish. 12 members of the public.

1 To receive apologies for absence and consider any applications for approval of

absence Apologies received from Cllrs Sheppard, Culshaw and Everrit. No applications for approval of absence received.

2 To receive declarations of members’ interests and consider requests for dispensation Cllr Burry expressed an interest in item 14.1 to the extent that she is a member of CLASP which part-funded the defibrillator; Cllr Bishop expressed an interest in item 11.2 as a member of the Community Hub initiative.

Section of the meeting open to the public:

4 County Councillor’s Report C Cllr Mary Evans report had been circulated in her absence – attached to minutes Cllr Perceval-Maxwell joined the meeting at 7.05pm

5 West Suffolk Councillors’ Reports WS Cllr Richardson updated the meeting on the activities of the West Suffolk Parking Review Group which is still seeking to identify a car park for Clare; WSC will start car parking enforcement in Clare from January 2020. WS Cllr Meikle reported that; (i) the community hub, supported by Reach/CAB is now open 11am-1pm Mondays at the library – publicity ongoing via Chevron, fliers etc; (ii) SHELAA 2019 information event in Clare led by the Council was well-attended; (iii) WSC is keen to work with the Council to identify and bring forward a small development of affordable housing – proposal document attached to minutes.

6 Community police officer. PC Jon Gerrish addressed the meeting covering; (i) use of CCTV by Suffolk Constabulary; (ii) frequency of patrols in Clare; (iii) level of police service which can be expected by the community; (iv) County Lines/anti-social behaviour – request for residents to report any unusual activity to the police; (v) vehicles break-ins; (vi) crime prevention tips at Suffolk.police.uk/firstprinciple; (vii) support available for new Neighbourhood Watch schemes; (viii) Suffolk Constabulary action in response to complaints of speeding/VAS data and available support for local Speedwatch volunteers. Useful links for crime prevention tips/ Police Connect/ community police contact information and Facebook pages etc will be posted ono the website. JG left the meeting at 7.40pm.

Clerk

3 Public Participation (taken out of turn) The following matters were raised:-

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A member of a former Xmas Lights Committee commented that there was no justification for claims that funds of the former Committee had gone missing; the Council was requested to correct statements on its website/comments in Chevron; A resident urged the Council to bring forward a Neighbourhood Plan in order to regulate future development in Clare; A resident noted that the VAS battery needs replacement.

End of public section of meeting

7 To approve minutes of the previous meeting held on 17 October 2019 Unanimously APPROVED and signed as a true and accurate record of the meeting.

8 To receive an update on the actions from the previous meeting The Clerk reported that all actions were either complete or the subject of an agenda item at this meeting, save as follows:-

Minute 7 – the clerk has inspected the reported encroachment (car parking space) onto the CTC/CCCP land and will liaise with CCCP to provide a joint response;

Minute 13.4– Cavendish Road VAS data to School governors.

Minute 13.3 a portfolio of all relevant Xmas lights documents/correspondence has been compiled and is currently with SALC for review as to what action, if any, should be pursued

Minute 13.3 –Asset register to be updated with additional Xmas lights equipment.

Clerk

TWP

Clerk

Clerk

9 To receive the Clerk’s Report for decision and information The Clerk’s Report (attached) was received and NOTED.

10 To receive items for decision

10.1 Requests for permission to allow Christmas Lights event stall, carol singing, pop-up flower stall on Market Hill and continuation of market run by WSC into 2020

Following discussion, it was unanimously AGREED to; (i) permit the Christmas Lights stall and Baptist Church carols events on Market Hill on 7 December; (ii) permit the pop-up flower stall request on either 7 /14 December on Market Hill; (iii) receive the report of the Market Development Officer for Clare (attached) and APPROVE continuation of the market for 2020.

Clerk

10.2 Proposal to make a financial contribution towards SCC proposal to establish an experimental traffic order

A report from Cllr Mary Evans (attached) having been circulated previously, the meeting heard that this Council, together with Cavendish and Stoke by Clare PCs, have been approached to contribute financially to the costs of an experimental traffic order to limit lorries coming through the town. The most recent Clare community survey in 2016 identified that a significant element of the community who responded wanted a reduction/ban of HGVs/lorries through the town. It was unanimously AGREED that the Council should contribute £10,000 towards this initiative under s137LA1972.

10.3 To agree a response to the West Suffolk Strategic Housing and Economic Land Availability Assessment 2019 consultation

Two hundred residents’ comments had been received following the well-attended SHELAA information event on 13 November 2019. Every response highlighted the lack of infrastructure in Clare (including lack of capacity for GP/schools/public transport/ utilities/ pre-school/employment). There was consensus that some future development was necessary. A draft response highlighting all planning constraints in the existing development plan together with constraints identified in relation to the specific sites following the information gathering event was circulated prior to this meeting; the draft response was APPROVED in principle and will be finalized and submitted to West Suffolk Council and then published on the website. Thanks to MG, supported by WSC Cllr JM, for

Clerk/MG

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their efforts in this regard. It was unanimously AGREED, in line with the Clare survey 2016 results, that the Council would explore the possibility of a new affordable housing scheme being brought forward for Clare residents as per WSC Cllr Jim Meikle’s proposal document (attached).

10.4 to agree the response to the West Suffolk Sustainable settlements review consultation October 2019

It was AGREED that the information provided in the draft circulated was correct. Clerk

Cllr Perceval -Maxwell declared an interest as Trustee of CHOC and did not participate in item 10.5.

10.5 To consider request for funding for disabled toilet at the Town Hall

CHOC has requested financial support for its proposal to create an upgraded disabled toilet at the town hall – report attached. It was unanimously AGREED that the Council would make a contribution of £3,748.91, being the amount of allocated but unspent town hall precept during the preceding five years, with the remainder of the project costs to be met from grant funding/CHOC general funds.

Clerk/RFO

10.6 To consider request for support from the Clare River Group

A request from Clare River Group for support with establishing title to the Spillway Land having been received, it was unanimously AGREED that the Council will; (i) actively explore the possibility of establishing ownership of the Spillway Land; (ii) explore the registration of title for all unregistered parcels of land in CTC ownership including the Spillway Land; (iii) seek professional quotes in this regard.

Clerk

11 Finance

11.1 To receive the RFO report and approve the monthly accounts and cash flow and bank reconciliations; the RFO presented the finance report (attached). The financial summary and cashflows for the month ended 31st October 2019 (previously circulated to all Councillors) together with bank reconciliation and statements were unanimously APPROVED and signed by the Chairman. Cllr Bishop declared an interest as a member of the Community Hub group and did not participate in agenda item 11.2 11.2 To consider an application under s137 LA 1972 from the Clare Community Hub. A request from the Clare Community Hub (attached) was received; it was unanimously AGREED to grant an award of £500 under s142 LGA1972 as per the request. 11.3 To approve the budget and precept request for 20/21; a draft having been circulated previously, the budget and precept request for 20/21 (attached) in the sum of £94,192 was unanimously APPROVED.

RFO

12 To consider items of correspondence for decision/response The correspondence in the attached report was received, considered and - subject to comments made below - the recommendations in the correspondence report were APPROVED. - Local Government Boundary Commission consultation – holding response to be submitted pending clarification as to impact if any on Clare; - Clerk to set up an exploratory meeting with surveyors representing a SHELAA site owner.

Clerk

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Planning 13.1 DC 19/2122/FUL planning application 1 no dwelling on land north west of Hamlets Chilton Street, Suffolk; following consideration of this application it was AGREED that the Council would COMMENT that it is not clear whether the proposals fall within policy DM27 JDM document 2015 (housing in the countryside) and this requires clarification before decision. 13.2 DC/19/2009/HH planning application for single storey side extension (following removal of existing shed) at 13 Clarence Road, Clare CO108QN; following

Clerk to respond

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consideration of this application (re-submission of a previous application) it was unanimously AGREED to SUPPORT this proposal. 13.3 To consider response trees in a conservation area notification DC/19/2138/TCA 1 no tree of heaven (T1 on plan) overall crown reduction of up to 3m; (ii) 2 no cherry (T2 and T3 on plan) overall crown reduction of up to 1.5m; (iii) 1 number ash (T4 on plan) overall crown reduction of up to 1.5m; (iv) 1 number walnut (T5 on plan) overall crown reduction up to 2m and crown thin up to 20%; (v) 1 number crab apple (T6 on plan) overall crown reduction up to 1.5m; (vi) 2 number cherry (T7 and T8 on plan) overall crown reduction up to 3 m and thin up to 20%; (vii) 1 number crab apple (T9 on plan) overall crown reduction up to 1m at High Barn, Nethergate Street, Clare CO10 8NP; following consideration it was unanimously AGREED to SUPPORT this proposal. 13.4 To consider response to a trees in the conservation area application DC/19/2113/TCA 1 number pine (T1 on plan) – fell at Old Bank House, 18 Market Hill, Clare CO108NN; following consideration it was unanimously AGREED to SUPPORT this proposal. 13.5 To consider response to a planning application consultation DC/19/2173/HH for 1 no detached outbuilding comprising swimming pool changing facilities and plant room at Norfolks 29 Callis Street, Clare, Sudbury, Suffolk; following consideration –in particular of policy DM24 - it was unanimously AGREED to SUPPORT this proposal. 13.6 To consider response to trees in a conservation area notification DC/19/2167/TCA 1 no willow (1 on plan) – pollard at 7 Station Road, Clare, Sudbury; following consideration it was unanimously AGREED to SUPPORT this proposal. 13.7 To consider response to planning application DC/19/2112/HH consultation for two storey rear extension (following demolition of existing building); (ii) single storey side extension to form annexe at 31 Highfield Clare, Sudbury, Suffolk CO10 8PG; this application was considered, together with objections from neighbours. It was unanimously AGREED to COMMENT that it was unclear whether due to the scale, massing and location of this proposal it would represent overdevelopment of a corner plot; further evidence as to the extent that the development would overshadow neighbouring properties would be prudent before any decision is made. 13.8 To consider response to fell 1 no crab apple at 12-15 Churchill Close Erbury Place Clare, Suffolk; following consideration it was unanimously AGREED to SUPPORT this proposal. 13.9 To note planning decisions listed in November 2019 Clerk Report (attached) NOTED.

14 Town Council Committees and Working Groups

14.1To receive minutes from the Environment Committee and consider items for decision: the minutes from the meeting dated 6th November 2019 were received and NOTED. The following recommendations of this Committee were APPROVED;- (i) to enter into the following contracts for the period 2020-2022 (all prices exclusive of VAT):- Gardens Arb Business Ltd -Town areas (£2,740pa) cemetery areas (£3,900pa) and footpaths (£308.10); West Suffolk Council playing fields £1,590pa plus line marking at £83.84 per occasion; Haydens tree survey £986 per survey. (ii) to approve the defibrillator installation costs of £200 plus VAT. It was also AGREED that the installation of the defibrillator should proceed ahead of the phone kiosk on Stoke Road being re-painted. 14.2 To receive the minutes from the Community Support Committee and consider items for decision. The minutes from the meeting of this committee dated 12th November 2019 were received and NOTED. . 14.3 To receive an update from the Christmas Lights Working party and consider items for decision; an update (attached) from the Christmas Lights Working Party was received and NOTED.

Clerk/RFO

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14.4 To receive an update from the Traffic Working Party and consider items for decision. The battery on the VAS machine will be replaced shortly.

i) 14.5 To receive an update from the Town Crier working party: the meeting heard that the livery is largely in place and efforts have been made to publicise the relaunched post.

ii)

PB

15 To receive agenda items for next meeting. The meeting heard about the meeting between the Clerk and West Suffolk Council on 20 November on the issue of Neighbourhood Planning; it was AGREED that; (i) West Suffolk Council would be invited to present to the Town Council on this issue on 23 January 2020; (ii) previous material on this issue would be recirculated.

Clerk

16 Confidential staff matter

16.1 To resolve to exclude members of the press and public for this item, pursuant to the Public Bodies Admission to Meetings Act 1960. It was unanimously AGREED that press and public should be excluded. 16.2 To receive and consider a confidential report concerning staff matters. The report was considered and the Council unanimously resolved to APPROVE the recommendations.

17 To confirm the date of the next meeting as Thursday 19th December 2019. Confirmed.

The meeting closed at 9.05pm.

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Attachments to the minutes: Item 4 SCC report It was an honour to be asked to take part in the Clare Remembrance Sunday commemorations. The parade, service and ceremony were a fine tribute to the people of Clare. Congratulations to all involved in the launch of the Clare community hub which opened its doors on Monday. I would particularly like to thank Paul Graham and Davina Neale who have done so much to realise the vision. 1. A1092 Experimental Traffic Order – I submitted a report on this earlier in the week. 2. Sheepgate Lane Following concerns raised by residents, I called our local Rights of Way manager out to inspect Sheepgate Lane at the beginning of the month. A BT cable was laid along the lane resulting in some surface damage in 2 places (see photos). When the officer visited the new owner of the waterworks was on site organising the repair of the affected areas. Evidently, he was unaware that he needed to contact SCC Rights of Way before undertaking any works on a public right of way (although he did speak to West Suffolk Council and they were aware). He is now very aware that he needs to speak to SCC before any works are carried out that may affect the route or the safety of the public. We will continue to monitor the site and associated works closely and will take any appropriate action to ensure the public can continue to use the footpath in safety and conveniently, however, if you have any further queries, please let me know so I can call on our Rights of Way team to intervene. I thought it might help the Town Council if I clarified the status of Sheepgate Lane: The status of Sheepgate Lane is that of Public Footpath – not a bridleway or a byway open to traffic. A public footpath can only be used by the public on foot. Although the public status only allows for pedestrian use, any private rights of access can allow for vehicular access to and from the former water works. The public status of the route in 1800/1900 may well have been considered to be public highway and that is reflected in the current status of public footpath, which is still classed as ‘highway’. None of this changes the private rights of access that may exist to the former water works. Even though SCC do not own the land, as Highway Authority, Suffolk County Council has responsibility for the surface of the route (as well as protecting the public right to use it) and therefore, any works that affect the surface of the footpath need to be carried out with our agreement and permission. This could involve a temporary legal closure of the route (paid for by the applicant) if works will affect the public’s right to use the route safely and without inconvenience. I understand the concerns raised by the public but hope the above goes some way to explaining the issues involved in this matter. 3. Following the cancellation of the police rural crime meeting – I am working to re-arrange it. I have also been asked by other parishes whether we should have a meeting about drug activity locally and what parents and communities can do to protect and educate our young people. Insp Danny Cooper has said he would be willing to come to such a meeting. I would be interested to know if the town council would like such a meeting. 4. A new and improved recycling centre will open in Bury St Edmunds at the end of November. The flagship site in Fornham Road will replace the current recycling centre at Rougham Hill, Bury St Edmunds, which will close its doors permanently. The new centre will be the first open air site in Suffolk where all containers can be accessed by the public from ground level, removing the need for struggling up steps. Visitors will be able to recycle the same wide range of materials currently available at the Rougham Hill Recycling Centre. A charity Reuse shop, which will take materials suitable for reuse from our recycling centres, will also be opening on site towards the end of the year. 5. In the run up to Christmas we can all get carried away looking for bargains. Please be very wary of special offers especially via the internet. Suffolk Trading Standards are warning people "don't be tempted to participate" in sharing an Argos giveaway post as it "is fraudulent." A post on the Suffolk Trading Standards Facebook page said: "A post claiming that everyone who shares and takes part in an Argos giveaway post will be in a chance of winning £1000 in vouchers, is currently circulating on Facebook. This post is fraudulent and has no connection to Argos. Nobody who participates will receive the vouchers. If you see one of these giveaway posts, don't be tempted to participate.

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"You have no chance of winning the promised prize, and you may risk your privacy and security by sharing your personal information with online scammers." It comes after Suffolk Trading Standards issued a similar warning about a £50 Morrisons voucher giveaway, which is also fraudulent. 6. The local government boundary commission for England is reviewing Suffolk County Council to bring the divisions into line – the population size can vary from just over 5,000 to nearly 9,000. Currently there are 75 County Councillors. We have agreed to cut the number to 70 although our Liberal/Green/Independent colleagues wanted to maintain the status quo or even increase the number. The decision to reduce to 70 means division sizes will be about the size of the existing Clare division but I do expect there will be changes in the make-up of this division 7. I am sorry I can’t be with you tonight but in my new role at SCC I am at the National Children and Adult Services conference. The focus is very much on children’s mental health, improvements to the support we provide to the young people leaving care and provision for more school places for children with SEND. Mary Evans - County Councillor Clare Division Item 5 WSC (Jim Meikle) report CHK GOING PLACES Locality Sustainability. November 2019 Clare Key Service Centre Sustainability – Housing Needs. The residential demographic of Clare detailed the table below indicates we have a population skewed towards residents of middle age and beyond. To preserve the long-term viability of the town’s Key Service Centre [KSC] status it is essential that services remain sustainable and profitable. A key element, for planners, to justify local authority investment into the town and the surrounding parishes is the availability and the continuance of those key services.

To ensure that the existing services remain viable and to attract new businesses the lower end of the demographic chart needs to be expanded to ensure a more balanced socio-economic spread. To achieve that aim the KSC area needs to retain the young people of the community that wish to stay in the area and attract new young professionals and families.

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Attracting or retaining those young people will depend upon the availability of housing that best suits their circumstances and is affordable to them. There are three accessibility factors that adversely detract from the area’s viability for young people and they are:

Accessibility to affordable Homes.

Access to Employment with salaries and conditions that sustain.

Access to premises and services for the creation of new businesses. This report focuses upon access to affordable homes. The remaining accessibility issues are the subject of separate reports. Despite the pending development in Cavendish Road there is still a need for a small mixed development of affordable homes specifically for local younger people and families:

who wish to stay in the community,

return to the area,

or those who wish to move here that would add value. The financial hurdles of buying for young people are enormous and the standard of private affordable units do not offer value for money or realistically sized accommodation. There is an identifiable need for another development such as Aragon Court which develops a realistic standard of family homes available on a mix of financial models. These sites are known as ‘exceptional developments’. West Suffolk has a new policy that promotes and supports such developments. Such developments are usually developed in partnership by the local [Town] council, a Landowner and a Housing Association [registered provider]. Aragon Place is a successful exceptional development. There is another successful example of this type of scheme recently constructed in Lavenham. Such rural exception schemes are small sites and aim to provide housing for people who would otherwise be unable to afford market housing within that village. The sites are usually made up of affordable/social rent and shared ownership properties. Affordable rents are charged at 80% (or less) of open market rents. Social rents are typically charged at around 65% of open market rents. Shared ownership allows the purchaser to buy a share of their home (which usually means a smaller deposit) and then pay rent to the RP on the remaining share. Shares are usually sold between 25% and 75% The demand for such properties has been informally assessed in the tables below. Table No 11 – KSC Registered Demand:

Parish Applicants

Clare 31

Poslingford 4

Cavendish 9

Hundon 10

Stoke by Clare 7

Table No: 22 - KSC Market Demand.

Parish Applicants

Clare 42

Poslingford 3

Cavendish 14

Hundon 8

Stoke by Clare 1

This scheme offers the opportunity to develop housing availability in a format, location and quantity that may be deemed more appropriate than those of the developers proposed schemes. The timescale is also considerably shorter perhaps more suitable to service local needs.

1 Source WSC register.

2 Source Combined Estate Agents.

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There are three potential sites possibly available for development that could sustain such a development. They all appear and form part of a site in the SHELAA schedules. The advantages of the scheme are:

Building homes for local people (local people meaning those with a connection to firstly Clare, then Poslingford, Cavendish, Hundon and Stoke by Clare);

House specifications can be specified in the Section 106 agreement with the developing Housing Association to ensure that reasonable room proportions for family life can be ensured through insisting on nationally described space standards;

The right balance of properties can be achieved;

Different financial accessibility options can be made available. Through the S106 agreement eligibility criteria would be agreed between the Town Council and Registered Provider. Applicants with a local connection to the KSC will have priority when the properties are allocated. West Suffolk Council considers a person with a local connection must meet one of the following in order to be considered for a property:

Current residence in the KSC area parishes for a minimum period of two years;

Previous residence in the KSC area parishes, for a period of not less than five years;

A family connection through mother, father, brother or sister, son or daughter, being resident in the parish for a period of not less than five years;

Employment in the KSC area parish, as a main place of work, on a time served basis;

Current residence; family connection, or an employment connection, where the time periods conditions referred to above have not been met.

There are at least two Housing Associations that would be interested in another development scheme in the Clare area. The registered provider may be able to financially commission a formal housing needs study and a final report would be produced to show the need and recommendations for KSC. One has indicated it would do so. There are a few potentially suitable sites on the town boundaries. With Town Council approval those landowners could be approached with a view to providing a small development site of the scale previously discussed. The sites match requirements of the WSC requirements for ‘exceptional development sites’. They are large enough to accommodate 10 - 12 houses. This processes in this report are based upon West Suffolk Council, Housing and Planning Department Policy for exceptional site development. Initial Action Points:

1. Propose scheme to Town/Parish Chairs and through them the councils with a view to obtaining their support in principle.

2. Identify potential plots of land. 3. Construct a working group to manage the process. 4. Approach registered providers. 5. Approach Landowners. 6. Assess provider’s options and decide upon a preferred option. 7. Produce an outline business plan. 8. Consult with West Suffolk Council Housing and Planners throughout process. 9. Design with Partners a formal project plan.

Item 9 Clare Town Council - Clerk’s Report – November 2019 A training session for Councillors run by SALC was held on 23 October 2019 which covered various topics including preparing for meetings, the annual Parish Meeting, code of conduct etc. Of particular interest were the following topics:- Apologies for absence – there is only ever any need to approve apologies where an application is made to do so. The trainer indicated that this was only likely where a Councillor knows he/she is likely to be absent for a long period due to medical treatment/bereavement for example. If no

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application for apologies is received for consideration, then any apologies given to the Council are simply to be noted at the relevant meeting. If a councillor does not attend a meeting for six months without having requested and received approval for absence, then the Councillor may be disqualified from continuing in this role. Declaration of interests – if a Councillor has a disclosable pecuniary interest in relation to any agenda item, then he/she cannot participate in that item and should leave the room during the debate/vote. A disclosable pecuniary interest can in summary arise through; (i) any employment/trade/office held by the Councillor/partner; (ii) financial benefit; (iii) contract by Councillor/partner; (iv) interest in land by Councillor/partner etc. The trainer advised that ‘office’ includes office as a charitable trustee. If a Councillor is a trustee of a body which is the subject of any agenda item, then it is for that Councillor to declare an interest in that item and they should leave the meeting when that item is dealt with. The Clerk has printouts of the material covered during the training for those who were unable to attend. Please would those who did attend return their feedback forms if they have not yet done so. The Clerk met with representatives of CHOC about their request for funding from the Council for a disabled toilet at the town hall and a separate note will be circulated with a summary of the discussions. A complaint was made by a resident business about inconsiderate parking by contractors at Half Moon House; the way they parked effectively prevented others parking to access the pharmacy etc for several hours at a time in contravention of the parking restrictions; Cllr J Meikle was supportive and was able to encourage the community police officer to visit and speak to the contractors and encourage them to park more considerately. No bank statements from the former Xmas Lights Committee have been received yet (please note receipt of a further item of correspondence on this issue). The Christmas Light correspondence portfolio has been sent to SALC for consideration pursuant to the resolution at the previous meeting. The CTC traffic cones which were put out to cordon off parking slots at Market Hill for the Remembrance Day event have gone missing – probably with the contractors managing the traffic; the Clerk is trying to trace these, but replacements maybe necessary. West Suffolk Council Planning decisions November 2019

DC/19/1978/TCA -Clare Priory Ashen Road Clare Sudbury Suffolk CO10 8NX; Approved

Item 10.1 Clare Market 2019

The monthly Clare market returned on the third Saturday in May and our last market for the year is

scheduled for Saturday 17th November.

We started the market slightly later this year as we moved the complete market to the car parking bays on

Market Hill. This took some extra planning as we need to get relevant permissions from Suffolk County

Council and purchased barriers and additional signage. After consulting with our 2018 stallholders we

changed the times of the market to 8.30am – 1.30pm.

The new location is more visual, and many visitors commented on the fact they didn’t realise how many

stalls there were when half the market was situated in the car park in Bucks Lane. The new location can

accommodate a maximum of 20/21 stalls and we regularly have between 18/20. We always offer one free

stall to a local business, charity or community group although this hasn’t been well used this year with only 4

groups or businesses taking advantage of this offer.

To my knowledge I have had no complaints about using the Market Square for parking once a month and

although we have had a couple of incidents when cars have been left overnight we have worked around it.

We have secured additional market car parking at The Swan pub and the stallholders park in the Social

Club car park.

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We have three gazebos and tables stored in Clare and these are used by market traders who do not have

access to one of their own. This is particularly good for new stallholders and we have had several of these

start on Clare market this year.

The market is run by West Suffolk Council and the Market Development officer for the Council oversees the

market with help from a market officer who is employed on a self employed basis. There is a team of three

regular volunteers who put out barriers and advance warning signs and support the market officers on the

day with the erecting and dismantling gazebos and moving signs, weights and barriers. Market Hill Antiques

provide access to power and toilet facilities for the stallholders.

We have a good mix of stalls which include fruit, veg, jam, cakes, flower, plants, jewellery, linens, meat,

pies, beer, gin, clothing, bags and honey. Some stalls attend regularly others every few months. We are

trying to make sure there is a balance of products and as the market grows more stallholders are contacting

us. Stallholders pay £15 per stall with the first month free of charge. This is comparable with other similar

size markets in the area.

Now that the main infrastructure has been purchased such as gazebos, barriers and signage the outgoings

are minimal. The West Suffolk market officers time is included in her day to day job and the volunteers are

not paid. The self-employed market officer is paid on an hourly rate.

We are in the planning stage for 2020 and feedback from stallholders so far is positive and the majority

would like to return. For 2020 we would like to start the market in March on Saturday 21st – this is the

Saturday before Mothering Sunday so would be a busy Saturday and we could do some marketing around

this.

Going forward we would like to see more volunteers to help. We would be able to pay a donation to a charity

or group such as a football team or scouts if parents/adults were able to help on a rotational basis. This

would provide additional funds for their groups. The market would not be sustainable if we had to pay for

West Suffolk Council staff to delivery and erect the barriers and gazebo. We would also like a larger storage

area as the one we have at the moment is not big enough for gazebos and barriers.

Although we have worked with local businesses by promoting each other during the year this is something

which can be expanded during 2020 by pooling resources and promoting the whole Clare offer. We are

keen to work with the business association and with confirming the dates for 2020 earlier than last year we

would be able to put together a more joined up approach to marketing.

Sharon Fairweather - Market Development Officer - West Suffolk Council

Item 10.2 Report on ETO – C Cllr Mary Evans

Clare Town Council - A1092 ETO briefing

1. The proposal is to introduce an Experimental Traffic Regulation Order (ETO) banning HGVs along

the A1092 from Long Melford to Baythorne End.

2. The order would set a 7.5tonne weight limit on traffic using the road. The only lorries above the

weight limit which would be allowed to use the road would be those undertaking deliveries or collections.

3. Suffolk County Council Highways has no central funds for a project such as this. District, town and

parish councils can contribute to highway improvement schemes – a practice that has existed for many

years. A TRO can therefore be funded from a variety of sources including contributions from precepts,

County Councillors Local Highway Budgets and Locality Budgets, developer funding.

4. Previously I funded a two-day automatic number plate recognition survey of HGVs traffic along the

A1092 costing £14,000 from my local highways budget. I am prepared to support this project further.

5. Stoke by Clare and Cavendish Parish Councils are discussing funding but would expect Clare as the

main beneficiary and the large community to make the biggest contribution

6. The project could cost about £25,000. The works to be undertaken are

• Collect HGV traffic data

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• review 2015 O&D HGV survey

• collect and review SCC Transport Strategy along with wider transport issues including developments

in Cambridgeshire and Essex along with Sudbury and Haverhill Town Councils

• review the HGV impact of the Phillips factory site

• Engage with Essex CC regarding implementation of TRO within Essex

• collect and assess data from town and parish councils

• full Statutory Consultation

• investigate and assess the impact on Sudbury and Long Melford and any existing weight limit area

• assess proposed weight limit area and impact on surrounding area

• investigate and assess suitable signage for both the immediate and wider area

• undertake preparatory work to draft an experimental TRO

• produce a report with the findings

• Road Safety Audit

• Detailed design of the scheme – will vary depending on the number of signs

• Production of CDM and Works Information Pack

• Installation of signs

• Legal costs for drafting the order

7. I have allocated funding from my Local Highways Budget to start the work on the first phases of the

project.

8. Enforcement can be via the police, but realistically this is unlikely. Alternatively volunteers living in

the parishes along the A1092 corridor could set up a Lorrywatch scheme where local observers report HGV

use to SCC’s Trading Standards department See https://www.suffolk.gov.uk/roads-and-transport/lorry-

management/lorry-watch-scheme/#tab3 Lorrywatch schemes are already working effectively across

Suffolk in towns such as Hadleigh and Beccles and in rural villages such as Palgrave and Barnham.

9. Contravention of a weight restriction order is a criminal offence punishable on summary conviction

with a maximum penalty of £1,000. Both the driver and owner/operator of the vehicle can be liable for these

offences. Only a police officer can stop an HGV. SCC’s Trading Standards have not resorted to any legal

action in recent years. Their success is via letters to offending hauliers resulting in very limited re-offending.

10. An ETO runs for 18 months. Once it is in place there is a statutory six-month period in which

objections must be considered and before the 18month is up there has to be a decision made on whether to

make the change permanent.

Mary Evans- County Councillor Clare Division - Suffolk County Council

CTC Proposal - It is proposed that Clare Town Council contributes £10k towards the total cost of this

Experimental Traffic Regulation Order. Cavendish and Stoke by Clare Parish Council's are also contributing.

Clare has long campaigned to stop the lorries coming through our town. This is our opportunity to make it

happen. It will funded under S137 and the money taken from our reserves.

Paul Bishop - Chair of Town Council

Item 10.5 Disabled toilet Clerk note 20 November 2019

CHOC is the managing Trustee of the town hall; CTC is the freeholder and custodian trustee of the town

hall. The clerk is unaware of any management agreement/lease between these parties which specifies the

financial obligations associated with this arrangement; it is understood that CHOC is responsible for all

management/maintenance.

You will see from the correspondence report that CHOC wants to improve its current disabled toilet at the

town hall and has requested financial support in this regard. Organisations have a duty to make reasonable

adjustments under the Equality Act 2010 to ensure disabled visitors/staff receive the same services, as far

as this is possible, as someone who is not disabled. Arguably this would be a capital improvement rather

than general maintenance; the provision of the toilet would however help CHOC to discharge its statutory

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equality duties and would also improve the town hall offer as a venue.

In connection with this proposal, I have visited the town hall and met with a couple of the trustees.

The current disabled toilet, whilst on the ground floor, is not big enough to accommodate a wheelchair and

what is proposed (effectively moving the current disabled toilet into the larger ground floor cloakroom)

promises a more accessible facility.

CHOC have costed their proposals as follows:-

Quotation £6,535 plus VAT £1,307 total £7,842

Works involved

The work will include removing existing cloakroom door and part of a wall. A new sound insulated partition

will be created, plus a new wall and a door for disabled access. The existing foul drain under the floor will

be relocated and necessary connections completed. Extractor fan, toilet, washbasin and pull alarm to be

fitted and heating and lighting to include emergency lighting will be installed. Anti-slip vinyl flooring to be laid.

A baby changing flap to be included. The old toilet site to be fitted as a cloakroom.

CHOC have approached various sources for funding and have secured £900 from WSC and £650 from

SCC - total £1,550.

CHOC is therefore looking to secure funding for the balance of £6,292.

CHOC have approached Havebury Housing Association for funding and have also consulted with the

WSDC locality officer. Havebury have been initially reluctant to confirm funding and have suggested that

CHOC should look to the Town Council instead. (CHOC have concluded that their project does not meet the

National Lottery criteria for funding and have not pursued any application in that regard). At the meeting

between clerk and CHOC trustees, it was; (i) noted that whilst there is a power for the Town Council to

provide such financial support, the clerk is not aware of any requirement for it to do so; (ii) agreed that

CHOC should re-approach Havebury to explore whether they would provide some funding if the Town

Council were to make some contribution towards this project. CHOC have revisited this with Havebury but

their response is yet to be received.

Details of CHOCs current financial position are described in the current precept support application for

20/21 (attached).

The Clerk's recommendation is that the Council considers:-

(i) Whether to make a financial contribution towards this project; and (ii) if so, the level of that contribution.

A starting point might be to consider making a contribution based on the sums which had been allocated to

CHOC under the precept over the last five years, but have not been drawn down against - see below.(The

current year is excluded; there is a contingency of £745 for building works at the town hall included in the

current precept allocation - this will be drawn down against for other items any final remaining balance is

unknown at this stage).

CHOC UNUSED PRECEPT GRANT

Year Precept Awarded Amount Drawn Down Balance Unclaimed

2014-15 8,000 7,869.08 130.93

2015-16 7,250 7,013.79 236.21

2016-17 6,800 5,453.22 1346.78

2017-18 6,400 6,394.26 5.74

2018-19 6,080 4,050.75 2029.25

3748.91

Item 11.1 RFO report - NOVEMBER 2019

Precept Budget 2020/21 – I have now produced a draft budget for approval by the Town Council working

closely with the Town Clerk (a copy is attached). If these figures are approved our Precept Grant from West

Suffolk will be £94,192 which gives a slight increase on the Parish Council Tax of 0.79%, meaning a slight

increase in the Band D council tax of just under £1 per month. It is hoped that approval will be given at the

Town Council meeting, but If you do have any questions it would be helpful if you could let myself and

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Catherine have details before the meeting so that we can discuss and have the relevant information to

hand.

VAT – We have now received a VAT claim in the sum of £2712.52.

Monthly Accounts – Following discussions with Catherine I have decided that as usual we will ask for

approval of the monthly cashflow and financial summary for October 2019 at the Town Council meeting, but

I will also send councillors my bank reconciliation (which I have always prepared each month), together with

copies of the bank statements to support the figures. (these are all attached).

Mo Smith - RFO

Item 11.2 Community Hub note

Application for Section 137 funding for the Clare Community Hub

Clare Community Hub

History

The vision for the Clare Community Hub started in 2016. The Hub would be a place for anyone to come and

be signposted to organisations for help as well as hosting different organisations where you could access

them directly. The ultimate goal of the Hub would be to have a shop where the project could also have a

revenue stream as well as acting as a cover for those wanting help but not wanting people to know why they

were coming to the shop. The revenue would be used to fund the Hub as well as potentially being able to

issue micro grants to local groups, volunteering opportunities for people who would like work experience

and a place to come to meet local people. The space would be a safe place for those that need it as well as

being somewhere to host different activities such a Skills Exchange and a place for parents to come in the

school holidays for support. The possibilities are endless.

The start of the Hub’s life in its current form can be traced back to 2016 and an initial discussion between

the four Clare church ministers. Through their work in the town and surrounding area, it was apparent that

there was some need for local support in areas of life such as loneliness, poverty and well-being. Not

knowing exact numbers, but there was a sense that this was a larger, if hidden, problem than many would

like to recognise. There was also a feeling that setting something up as four churches, though admirable

and replicated in other areas, would be too much of a burden to bear and also might be off-putting to those

fearing that they would require a religious affiliation to access these services. It was therefore felt that in

order for something like this to happen, other organisations would need to work together. The first group

approached was CLASP (Clare Liaison and Support Project), with a conversation between Rev Paul

Graham (Clare Baptist Church) and Christine Little (CLASP Chair). Encouraged by the positive response,

conversations began to spread, which ultimately led to the setting up of the current Steering Group

comprised of members of the community who felt there was a need for a Hub in Clare.

Another key date in the timeline for the development of the Hub was the talk given to Clare Baptist Church’s

men’s breakfast on 13th May 2017 by Henry Wilson, Director from Reach in Haverhill. He gave two

examples of people residing in Clare who had recently accessed the Foodbank and money advice services

that Reach offer. This made what had been suspected a reality and caused those listening to begin to ask

further questions about what could be done within the town. Subsequent updated data received from Henry

is available below.

The Steering Group started by holding a meeting to discuss ideas and strategy with our then District

Councillor Alaric Pugh as well as Mary Evans and Alex Wilson (Director at West Suffolk Council), supported

by our Locality Officer and Henry Wilson from Reach in Haverhill. The meeting highlighted a perceived need

in our area and we heard some harrowing stories from Henry whose organisation had helped some

residents in Clare. We then moved on to consulting various Clare organisations and heard their ideas. It was

felt that the Hub could be of use to many residents, so the next stage was to put together a questionnaire

and to send it to the residents of Clare to see what their views and opinions were. The questionnaire went

out to every household in Clare at the beginning of January 2018 via The Chevron newsletter. To try to

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capture others that may use the Hub (from surrounding villages) we also put up posters and put copies out

in the pharmacy and library. The questionnaire could be filled in and dropped off at a collection point in the

library or filled in online. The questionnaire was entirely anonymous to help people feel they could be truly

honest. The questionnaire was analysed by our then Locality Officer Michael Attwood, and showed we had

a good response rate as well as support for the idea. Since the questionnaire we have been meeting to

discuss how the project could be set up and what services we could offer. We are now at the stage to set

up the pilot sessions and see how the project performs on a trial basis. The beauty of the project is the

ability for it to evolve and change as required in the community and only by starting it can this happen.

Data and Facts

Data from the Clare Community Hub Questionnaire

What services would you access in a Community Hub?

What services might be of use to someone you know?

Would you support a community business if one was set up?

2017 Clare (St Edmundsbury) Suffolk England

Persons age 0 - 4 % 4.4 5.5 6.1

Persons age 5 - 9 % 5.1 5.9 6.3

Persons age 10 - 14 % 5.7 5.6 5.7

Persons age 15 - 19 % 4.3 5.2 5.6

Persons age 20 - 24 % 3.3 5.1 6.3

Persons age 25 - 29 % 3.6 5.9 6.9

Persons age 30 - 34 % 3.6 5.8 6.8

Persons age 35 - 39 % 4.6 5.7 6.6

Persons age 40 - 44 % 5.2 5.7 6.2

Persons age 45 - 49 % 6.4 6.9 6.9

Persons age 50 - 54 % 6.9 7.2 7

Persons age 55 - 59 % 6.9 6.6 6.3

Persons age 60 - 64 % 6.9 6.1 5.4

Persons age 65 - 69 % 8.6 6.4 5.2

Persons age 70 - 74 % 9.4 6 4.7

Persons age 75 - 79 % 6.7 4.1 3.3

Persons age 80 - 84 % 3.4 3.1 2.5

Persons age 85 and over % 5.2 3.2 2.4

Source: Suffolk Observatory website

Clare has a higher than average percentage of older residents than the average of Suffolk and England.

REACH Referral Data re: CO10 8 postcode since April 2018

Number of clients = 25 Beneficiaries = 51

Number of Individuals = 12 Number of Families = 13

Help given for:

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• Benefit Assistance = 9

• Food boxes = 17 (actually given out 55 food boxes)

• Housing = 5

• Winter Fuel = 5

• Client Aid = 8

• Debt = 7

Source: Reach Haverhill

Reach has been helping some residents as Clare.

Funding

We are asking for £500 funding towards the 12 pilot sessions which will be held at Clare Library weekly from

10 to 1pm. To start with we will have Reach and CAB alternating each week . They will be offering advice

and assistance. For confidential matters appointments can be held in a more private space at the Clare

Baptist Church. The library will cost £8 per hour and will be hired from 9:30am to 1:30pm and the Clare

Baptist Church will cost £10 per session. Total rental cost per week of £42. Reach and CAB have agreed to

fund any shortfall in costs themselves to get the pilot up and running, after this there will be a weekly cost

from these organisations but it will depend on how much funding is secured as to how much it will be. We

are estimating their costs to be in the region of £80 per week.

We have funding of £1000 from Mary Evans, so if we can secure £500 from Clare Town Council as well this

will be enough to fund the 12 week pilot and get the project up and running. As the Council holding all the

monies on behalf of the project in the pilot any funds not required for the pilot will remain with the Council.

11.3 Draft budget and precept 2020/21

Item 12 Correspondence report

Items for action (all circulated to Town Councillors)

Date

Summary Clerk recommendation

1. 15 October West Suffolk sustainable settlements review

Oct 2019

To consider at item 10.4

2. Email 22 & 24

October

CHOC re disabled toilet To consider at item 10.5

3. 23 October SCC information regarding disabled parking To consider once likely costs to CTC

are known – SCC has been asked to

supply

4. 28 October Baptist Church request to sing on Market

Hill 7 Dec and flower shop request for pop

up stall 14 Dec

To consider – at item 10.1

5. 29 October Local Government Boundary Commission

consultation

https://consultation.lgbce.org.uk/

To consider whether a response is

necessary

6. 29 October Email David Nettleton (WSC) updating on

outcomes of West Suffolk Parking Review

scheme (following exchange between

Council/WSC/police re problem parking

outside Half Moon House construction site)

To note

7. 3 November Email CCCP to CTC confirming

amendments to planning permission relating

To note

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to park

8. Email 5

November plus

copy planning

response

Resident comments on application

DC/19/2122

For info - item 13.1

9. Email 5

November

Former Xmas lights Committee member To note

10. Email 7

November

Surveyor linked to SHELAA site owner To consider at item 10.3

11. Email trail 12

November

onwards

Resident/clerk/Jim Meilkle re works at

Sheepgate Lane

West Suffolk Council (planning

authority) to update as approp

Items for noting

31 October 2019 AONB newsletter

31 October 2019 SALC e bulletin

3 November CCCP notification about proposed amendment to the CCCP planning

permission

8 November Flytipping campaign information

13 November SALC The Councillor (e version)

14 November Info regarding Bury Drop in initiative to support homeless

14 November Thank you letter from Deputy Lord Lieutenant to MG of CTC following

remembrance event

13 November Email CHOC enclosing info on fire regs from WSC re town hall fire exit –

clerk has written seeking confirmation that plans deliver a fully compliant fire

exit scheme.

Item 14.3 Xmas Lights update

Report to Clare Town Council - Date: 21st November 2019

Subject: Clare Lights Working Party- Update - Author: Cllr. Paul Bishop

Summary

The working party met during this month and has been progressing the organisation of the Switch-On this year.

The membership of the working party remains:

Cllr. Paul Bishop (CTC)

Cllr. Margaret Godwin (CTC)

Cllr. Loveday Perceval-Maxwell (CCA)

Helen Allison & Susan Moore (CBA)

Paula Rippingale-Mills

Natalie Tarling (Clare Castle Country Park)

Christina Glover (Clare Christmas Fair)

The running order for the Switch-On evening is as below and will be publicised on the Christmas Lights Facebook

Page.

Press releases have been issued to local papers, local radio and T.V.

It was previously agreed that the weekend's Christmas activities would be promoted as a whole throughout the town

and beyond. The poster/flyer has been distributed across the town.

Update

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All the arrangements are in place for the road closures

FES erected the tree last Tuesday. You will see that it is already lit with 100 white bulbs which will stay on until Switch-

On on Saturday 30th November. Thanks are due to Nickie Carpenter, Christina Glover and Margaret Godwin for

choosing the tree at Rougham Estates earlier this year.

The raffle tickets have been printed and we started selling them on the market last Saturday. Tickets are available from

most shops. The first prize is £250 generously donated by Cutts and Cousins. The draw will take place opposite the

Co-op on Saturday morning, 7th December 2019 at 11am.

The working party has agreed a draft running order:

5pm - start lights and music from podium; children's entertainer in crowd; roundabout; maybe Hells Bells Morris and of

course, the mulled wine and hot dogs etc

At around 5.20pm - singer

5.30 - Children's parade walks from church and through Bucks Lane to Xmas tree

5.40 - Treble C sing carols around tree

5.50 - Town Crier makes announcement from podium and introduces Mark Pendlington (Deputy Lieutenant of Suffolk)

5.55 - Mark P. says a few words and introduces Indie-Rose Clarry who will switch on the lights

6.00 - Switch-On!

Music and Children's entertainer etc.will carry on for half an hour or so.

The lights and the tree will be taken down on or around Twelfth Night (Jan 5/6)

Finance expenditure update

Item Estimated

Cost

Christmas Tree £175

Transport and erection of the tree and erection

of safety barriers around it.

£950

Electrical contractor to put up lights, maintain

them and to run the Switch-On

£4,580

Annual Storage of the Christmas Lights

equipment

£713.16

Provision of additional festoon lighting and

moving feature lights on and from the Town Hall

£774.39

Collect , amend and put out Road Closure

signs

£90

Traffic Management for Switch-On £885

Licences £121

Music, Lighting and sound system £500

Entertainers £315

UK Power Networks estimated bill £120

First Aid Cover £75

Insurance £0

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The Council has also still not received any accounts relating to the previous three years from the old committee.

Recommendations:

CTC notes and agrees the actions so far

Donations for electrical supply £25

Electrician to sign off electrical supplies as safe

per Highways instructions

0

Raffle costs £115

Raffle Prizes

Photographer £200

Costs for Children's Parade £121.25

Costs for Mulled Wine, and Food on the night £70

estimate

Contingency

Total £9829.8

Minutes of Meeting of Clare Town Council At the Old School ...

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Transcript of Minutes of Meeting of Clare Town Council At the Old School ...