HOPTON-ON-SEA PARISH COUNCIL
Minutes of the Meeting held on Monday 10 June 2013 at the Village Hall Station Road Hopton-on-Sea Great Yarmouth NR31 9BE commencing at 7pm.
Present: Parish Cllrs: Lennie Gent (Chairman), Stephen Ford (Vice-Chairman), Steve Ames, Brian Hardisty, Mike Pearce, Shirley Pearce, Jim Walker, Lilian Walker.
Also present: Julie McNair, Clerk to the Council, County Councillor Colin Aldred and twelve members of the public.
1. To receive apologies for absence.
Parish Cllrs. Jean Canham and Maureen McGovern. Borough Cllrs. Martin Plane and Hilary Wainwright.
Letter of resignation received from Parish Councillor Valerie McGee dated 7 June 2013. The statutory Notice of Casual Vacancy will be displayed on the notice boards from 12 June. An election will take place if ten electors make a request in writing to the Returning Officer at GYBC by 2 July. If no such written request is received, the Parish Council can fill the vacancy by co-option after that date.
2. To receive declarations of interest in respect of items on the agenda.
Cllr. Hardisty item 8(a) as he is the Chairman of Hopton Coastal Action Group. Cllr. Ford item 8(c) as he is a member of the GY Lions fete committee.
3. To confirm the Minute of the Annual Parish Council Meeting held on 13 May 2013. Confirmed and signed.
4. Resolution to suspend the meeting to receive the Police monthly crime report.
PCSO Andy Featherstone sent his apologies. The clerk advised there were 46 incident calls to the Norfolk Constabulary from Hopton last month which resulted in 2 being classed as crimes. Both were burglaries where elderly residents were distracted/sneak in, and in the same road. For comparison, there were 5 crimes in Hopton for the same period last year. The next SNAP meeting is 19 August, 7pm Hopton Village Hall.
5. To consider supporting a new Home Watch Scheme at Hopton Gardens.
Following discussion, it was unanimously agreed to provide financial support for a new sign costing £20.00. PCSO Featherstone will be asked to supply a plan of the village showing the location of roads where Home Watch Schemes are now in place.
6. To receive information and consider the installation of a Youth Shelter on the recreation ground.
Some discussion took place. GYBC is holding £2,300 in Secton 106 monies. It was unanimously agreed to defer this matter to the July meeting so that PCSO Featherstone can provide further information.
7. To receive and consider the Clerk’s reports:-
(i) Correspondence. The Clerk reported on correspondence received since the last meeting.
(ii) Planning applications.
06/13/0210/F Oak Farm Barns Hall Road Hopton. Conversion of storage barn to one residential dwelling.
06/13/0229/F 26 The Laurels. Proposed garage on parking space.
06/13/0269/F 4 Misburgh Way. Proposed summer house and shed at the bottom of the garden. All the above – no objection by the Planning Committee.
Planning Applications approved by GYBC.
06/13/0172/F The Laurels, Lowestoft Road. Ground floor extension.
06/13/0123/0 New Development Lowestoft Road. Amended to 30 Units (no flats). Outline planning approved at the Development Control Committee meeting held at GYBC on 21.5.2013. Some discussion took place and Cllr. Jim Walker will make further investigations and revert to the Council.
06/13/0185/F 5 Sea View Rise. Single storey extension to rear with a connecting room to the side of the garage.
Other for information. 06/13/0262/F Old St. Margaret’s Ruins Coast Road. Proposed two wooden sheds for storage (Parish Council’s application). A decision should be known by 27 June.
(iii) Finance – to agree bank reconciliation and invoices for payment. The Clerk presented 16 cheques and 1 direct debit from the business current account and 1 cheque from the St. Margaret’s Ruins account, totalling £2,560.59 It was unanimously agreed to approve the balance sheet and to pass the payments as listed. The cheques were duly signed.
(iv) Appointment of internal auditor. It was unanimously agreed to re-appoint Ashley Nichol & Co for a further year. Their fee remains at £100.
8. To receive a brief update on matters arising from the Minutes:-
(a) Coastal erosion. Cllr. Hardisty advised that emergency works should be completed this week. There are still a few vulnerable areas.
Bourne Leisure has reinstated the cliff face and it is likely the cliff top path will be opened again and caravans replaced. The wooden ramp and barrier will not be repaired at the moment in case further emergency access is required over the winter months. Modelling has started for the bolder headlands out into the sea and this will take approximately three months to complete. Cllr. Hardisty advised that technology is able to predict that whatever action is taken at Hopton, this will not affect Corton further down the coast. Once planning completed, works to the headlands will start next year.
(b) Dog Control Orders and Volunteer Community Dog Wardens. Eight residents attended the recent training session and they would all would like to proceed as Hopton’s Volunteer Community Dog Wardens, patrolling on an ad hoc basis. High visibility tabards are expected this week. Some discussion took place regarding “naming and shaming” in Village News magazine. It was agreed by majority vote (6 in favour, 2 opposed) to include basic details of irresponsible dog owners such as date, time, location, type of dog. The Dog Control Orders are in progress with GYBC.
(c) Annual summer fete and carnival - Sunday 18th August. Cllr. Ford advised that organisation is progressing well. More circus characters are needed for the procession. There will be prizes for the best individual and team event.
(d) Key holder refunds re lack of access to the beach. Only one refund has been requested and paid.
9. To receive information and consider matters relating to St. Margaret’s Ruins including public liability insurance and reports.
(a) Separate insurance was taken out when the Parish Council first purchased the Ruins from the Church Commissioners. This is now due for renewal with Alan Boswell Group (AXA) at £298.01. It has been confirmed in writing by Zurich that public liability cover for £10M under the Parish Council’s main insurance policy would also cover the Ruins. It was unanimously agreed to cancel the separate insurance covering the Ruins with immediate effect. A pro rate payment of approximately £20 will be due from renewal to cancellation.
(b) Steering Group. Three Parish Councillors were recently appointed. Following Valerie McGee’s resignation as a Parish Councillor, she has expressed a wish to continue as a public member of the Group. It was proposed and seconded to appoint Ms McGee. A counter proposal was put forward and seconded to defer this matter until the next meeting, at which time more information will be known about the Parish Councillor vacancy. Voting took place on the counter proposal and it was agreed by majority vote (6 in favour 2 opposed) to defer this matter to the July meeting.
(c) Fundraising. Some discussion took place and it was unanimously agreed to suspend the meeting to allow members of the public to speak. No comments were made about the fundraising events. The meeting was reconvened. Grant funding is imminent and works are likely to start on site shortly. It was unanimously agreed to immediately suspend all events for the time being.
(d) Equipment. The location and future storage of equipment was discussed. A full list is awaited from Valerie McGee. Equipment belonging to the Parish Council could be stored in the pavilion building. The outcome of the planning application for storage sheds in the grounds will be known later this month. Agreed to defer this matter to the July meeting.
(e) Ruins stall at future fetes. Agreed to defer this matter to next month’s meeting and provide a list of dates.
(f) Garden maintenance. It is understood that Alison and Graham Mills would like to continue to look after the gardens, and Brian Howard would like to continue with grass cutting. Petty Cash for the Ruins can be administered from the office. It was noted that without fundraising, the balance on the Ruins Account will slowly decrease in terms of match funding and other maintenance requirements. Keys for security gates to be returned to the Clerk.
(g) The back fence has been vandalised. Brian Howard has carried out a temporary fix. It was unanimously agreed to obtain a quote for a replacement security fence panel. Cllr. Ames offered to progress.
(h) Volunteers meeting on Saturday 15 June. This was to organise the Medieval Fayre. With fundraising immediately suspended, it was unanimously agreed to cancel the meeting.
(i) A meeting held on site last week between Darren Barker GYPT and English Heritage. Funding of £20,000 was asked for. English Heritage were so impressed with the project, beauty of the Ruins and its setting they verbally offered £40,000.
(j) The Heritage Lottery Fund application has been submitted by GYPT and the outcome will be known in the next few weeks.
(k) The Chairman, on behalf of himself and the Council, thanked Valerie McGee and all volunteers for their hard work in bringing the project to where it is today.
10. To carry out annual review of the following:-
(a) Committees. The listing was discussed. It was unanimously agreed to cancel the Ruins Advisory Committee (the Steering Group is still in place), and appoint Cllr. Shirley Pearce to fill the vacancy on Hopton-on-Sea Relief in Need (charity no. 206151). No other changes were made.
(b) Standing Orders. No amendments were made and the Orders were unanimously agreed as written.
(c) Setting dates for future Parish Council meetings. Unanimously agreed as circulated.
11. To receive a quotation and consider replacement of the damaged panel at the bus stop on Lowestoft Road.
Only one panel requires replacement at lower level. The quotation from Queensbury is £350. The majority of this relates to travel and fitting. A further quotation to be obtained to replace all panels in the shelter.
12. To receive information regarding proposed improvements to public access along the coast from Hopton on Sea to Sea Palling.
Cllr. Hardisty advised that Diane Curtis, England Coastal Path Team Lead Advisor will be at the seaward end of Beach Road at 1.30pm on Tuesday 18 June to consider a public access route between Hopton and Gorleston. Cllr. Hardisty and a representative from Bourne Leisure will be in attendance. Cllr. Hardisty will provide a report at next month’s meeting.
13. To consider cutting back the sides of the pathway past Cliff Cottages, leading to the beach steps.
The Norfolk and Suffolk Probation Service, Unpaid Work Unit have carried out this task in the past. A daily charge of £75 is levied. Following discussion it was unanimously agreed to defer this matter to the next meeting.
14. To consider cutting back the front of the recreation ground up to the fence.
Following discussion, it was unanimously agreed to defer this matter to the next meeting.
15. To consider an application from Corton FC to use the recreation ground football pitch and pavilion facilities.
The facilities will be inspected shortly by the Anglian Combination League Division 1. Oulton Broad FC play in a different league so alternate home Saturdays could be worked out between the teams. The £11 home game fee for use of the pavilion building is acceptable by Corton FC. It was unanimously agreed to allow Corton FC to use the pitch and pavilion building facilities. The keys are still awaited from Hopton FC and several reminders have been sent. Three teams will now be using the facilities – Corton FC, Oulton Broad FC and Belton Junior FC.
16. To receive information and consider an application by Phetalz Limited to be included on the pharmaceutical listing for Hopton.
The application to go on the listing for Hopton was unanimously approved.
17. To read Parish Councillors’ Reports (previously submitted in writing).
Report by Cllr. Brian Hardisty following his attendance at the Northern Parishes Liaison Group meeting on 30 May was circulated to all Cllrs.
18. Resolution to suspend the meeting for County Councillor and Borough Councillors’ Reports and the Public Forum.
The meeting was suspended:
· Borough Councillor Colin Aldred advised he has a meeting on 17 June at County Hall.
· A barking dog in the vicinity of Anglian Way/Hopton Gardens is being reported by residents to GYBC Environmental Health for persistent barking between 1pm and 2am. All complaints are recorded by the team.
· Why has the barrier at Beach Road not been reinstated? There is no point in reinstating the barrier as jet skis and fishing boats are not able to access the beach due to the huge drop from the ramp.
· What has happened to the marker buoys? These are currently stored by Cllr. Hardisty and will be installed once the barrier is back in place following completion of works on the beach – see 8(a) above.
· Water at the churchyard has been turned off by Rev. Roger as it is believed water theft has taken place.
· Some discussion took place regarding the recent approval of outline planning permission for 30 units, including 7 affordable housing for key workers on the Lowestoft Road (opposite the recreation ground entrance). It is intended to install a sewerage storage system that will be pumped out each evening between midnight and 3am. There are many provisos to the scheme as outlined at the recent Development Control Committee meeting at GYBC. [The written approval has not as yet been received by the Parish Council].