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DRAFT

SURLINGHAM PARISH COUNCIL

Minutes of the meeting held Tuesday 19 September 2017 at 7:30 at the Parish hall.

Present: Chair John Broom, Councillors: Peter Hiscocks, Heidi Dimmock, Barbara Rix, Liz Robertson and Pat Scowen, Clerk Janet Rogers, County and District Councillor Vic Thomson and 6 members of the public.

1. Apologies and approval of absences Apologies from Councillor Reeve

2. Declarations of Interest and requests for dispensation - None3. To approve as accurate the minutes of the meeting on 18 July 2017

Councillors agreed that the minutes should be signed by the Chairman as a correct record.

4. Matters arising from the previous minutes - None5. Progress reports for information: Councillors/Clerk

Clerk reported: Finance - Mazars the external auditor had approved the Annual Return with no recommendations. Details of all expenditure in excess of £100 has been posted on the website and noticeboards in line with the Transparency Code (TC). A further £242 has been received from the TC fund to cover staff costs for the current year. Insurance – Zurich confirmed public liability on the policy includes the Staithe and PondPond – The Land Registry confirmed they have no records of the Pond being registeredTrees at the Pond – Felling of the willow has been delayed. The Chair to contact the contractor to see if he wants to continue with the work, which needs to be completed urgently.Hall – The Asbestos Survey was completed and the cost of £360 was joint funded from Hall and Parish council accounts. Sapientia have signed a new hire agreement on behalf of Surlingham Primary School.It was pointed out the roof plate in the storage area is rotten and a request to the Hall Management Committee to investigate if this should have been dealt with when the roof was repaired in 2016. Also, the asbestos surveyor noticed a hole in the roof where either birds or rodents were nestingPlayground - members of Padamaloka are in the process of painting the fence and will complete the work before the weather gets bad.

6. To receive reports from the County and District CouncillorPlease see attached report

7. Public Question Time (15 minutes)i) Concern was raised of the noise from the rave held at Postwick over the Bank

Holiday weekend disrupting the residents of the village. The music was constant all day and night. This seems to be a regular occurrence. Several residents complained to the Police and there was an article in the press. The Parish Council

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agreed to write to both South Norfolk and Broadland District Councils registering their concerns.

ii) Residents of The Street were flooded following a period of heavy rain. Water runs down The Green and across The Street into the bungalows. Flooding was entering the properties from both front and back doors. Residents have had to purchase sandbags to try to protect their property. There also remains problems with surface water on Bramerton Road, Pratts Hill and Walnut hill junctions due to blocked gullies. The Parish Council will write to Norfolk County Council and suggested the residents contact their landlords to inform them.

iii) SAMs machine – There was a query as to the positioning of the machine. The locations are provided by the County Council. It was suggested that contact be made with the operator to clarify the locations.

iv) With road safety in mind it was noted that the previous staff of the school were interested in a road safety campaign with the children designing road safety signs for the village. With a new staffing compliment in place the possibility of this needs to be explored. Councillors Dimmock and Robertson to make contact with the school.

8. CorrespondenceCAB Donation – The Parish Council are unable to donate at this time.SNDC Tree Preservation Order – The Parish Council approved the preservation of the Oak tree on the corner of The Street and Leach’s Turn

9. To discuss and agree Risk Assessments for Pond and StaitheRisk Assessment for both locations were approved. Warning signs to be purchased for both locations.

10. To consider traffic calming – Village Gates The Highways engineer advise costs are in the region of £800 to £1200 per gate supplied and fitted. Councillors requested a site visit with the Highways Engineer to discuss appropriate locations, designs and costs.N.B. Application to The NCC’s Parish Partnership fund is possible for such projects. Funding is on a 50/50 basis.

11. To consider Registering the Pond with the Land RegistryThe Parish Council has taken responsibility for maintaining the pond over the years. Councillors agreed to proceed with formal registration at the Land Registry. The Chair will provide an OS map in a format suitable for that purpose.

12. To consider Planning Applications:2016/1480 Land to the East of the Street 5 dwellings reserved matters - 2017/2023 12 The Green Surlingham New dormer window and subdivision of bedroom – The Parish Council had no comments to make regarding either application.

13. To consider booking form for Equipment HireThis was agreed and will go to the Hall Management Committee for approval

14. WW1 Centenary Celebrations November 2018 Councillor Peter Hiscocks is researching the lives of the soldiers from Surlingham who perished during that war. WW1 is on the school curriculum and he would like to present the archive to the school to support the children’s learning. Contact Peter on 538177 if you have photographs or information to help him with this. All photographs etc will be returned. There will be a National Beacon Tribute to celebrate the anniversary at 7:00p.m on Sunday 11th November 2018. Councillors Phil Reeve and Heidi Dimmock would like

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everyone in Surlingham to join in with this and would welcome ideas and volunteers to help them achieve this. Contact Heidi on 538184.

15. Financea) To discuss and approve new Financial Procedures - approvedb) To authorise payments/cheques:Staff £464.65. Asbestos Survey (Total £360 - £300 from Hall Management Committee) £60.00. Mazars Auditor - £120. HMRC PAYE - £185.80.Miscellaneous Debit Card payments – Keys, Paint, Brushes, Kettle, Chair ‘feet’, £48.94. Grass cutting £60. Repairs to PC Noticeboard £52.

16. To note items for inclusion on the next council agendaFlooding, WW1 Celebrations, Finance - Budget preparation and Quarterly reportApologies in advance from Councillors Robertson and Scowen

17. To confirm the date of the next meeting 17 October 2017

Meeting closed at 9:00