Hadleigh Town Council

Thursday 15th December 2022 at 7pm held in The Grand Hall, Hadleigh Town Hall, Market Place, Hadleigh

Present Councillors Beggerow, Gower, Knock, Loftus, Roberts, Schleip, Shearly-Sanders, Talbot, Wilson and Wiltshire

In Attendance: Town Clerk and 1 member of public (and 2 people via Zoom)

Welcome: The Chair welcomed everyone and advised that the Council, members of the public and press may record/film or broadcast the meeting, when the press and public are not lawfully excluded. Any member of the public who attends the meeting is advised that the Town Council cannot control 3rd party recording. The Town Council will record the meeting.

Apologies: Apologies for absence were received from Councillors McLeod, Pryor and Monks.

Approval of absence: Proposed by Councillor Wilson, seconded by Councillor Loftus the absence of Councillors McLeod, Pryor and Monks were approved. Vote = 7 For, 0 Against, 2 Abstain

Declarations of Interest: Councillor Schleip declared an other registrable interest in HTC22.468 Hadleigh Grand Feoffment Charity as she is a Trustee. Councillor Shearly-Sanders declared an other registrable interest in HTC22.468 Hadleigh Grand Feoffment Charity as he is a Trustee. Councillor Beggerow declared a non-registrable interest in HTC22.454, HTC22.455 and HTC22.456 due to him being the Treasurer of Hadleigh United Football Club. Councillor Talbot declared a non- registrable interest in HTC22.447 Payment Schedule due to knowing someone who is listed.

Dispensations: There was no consideration of dispensations.

Minutes from meeting 17th November 2022: Proposed by Councillor Schleip, seconded by Councillor Gower it was agreed to approve the minutes of the meeting held on Thursday 17th November 2022. Vote = 7 For, 0 Against, 2 Abstain

Reports: Reports from Suffolk County Council & Babergh District Council Ward Councillors were noted. Councillor Fraser congratulated staff for their superb efforts with the Light Switch On & Christmas Market Event on 3rd December 2022. Councillor Fraser gave an update on grit bins on Weavers Meadow and still awaiting locations. Councillor Fraser wished everyone a happy Christmas. A question was asked regarding affordable housing at brownfield land mentioned in the report and who was it affordable for?

Councillor Fraser confirmed no details yet available. It was mentioned that there are complaints on Facebook regarding gritting and that car parks have not been gritted (particularly the one on High Street). Councillor Fraser agreed to ask Babergh District Council to ensure this is gritted. Councillor Fraser and his colleagues were thanked for their contribution to the Dentaid visit Councillor Talbot arrived at 07:10pm.

Reports: Councillor Dawson mentioned that green space at Manor Gardens development is due to be handed over to Babergh District Council in January 2023. She also spoke about the Persimmon’s development and residents’ concerns, there will be a meeting on Monday 9th January 2023 with Arthur Charvonia to address residents’ concerns. A question was asked about a path around the back of Manor Gardens as the surface is very slippery. Councillor Dawson confirmed that Public Realm said that all people have a duty of care for themselves and will not grit or change anything else. It was said that path near housing for older people should be gritted as they are uneven. Councillor Dawson responded that the path complies with legislation. It was stated that the retaining wood is broken. Councillor Dawson suggested to contact Nick Elliott.

Councillor Knock raised a point of order as he believed the outcome of a recent Code of Conduct investigation should be on the agenda as per Standing Order 14d. The Town Clerk advised that she was awaiting clarification.

Councillor Knock stated that there was no right of appeal. The Town Clerk repeated her previous comment. The Chair refused the point of order and stated that the Town Clerk did not have to answer any questions.

Public Forum: A member of the public said that under item 6 – budget for 23/24 the Council is being asked to consider and receive budget with the figures accompanied by the report but he does understand the budget report and there is no comparison for 22/23 budget figures. It was mentioned that some of the figures are wrong.

Finance (Payment Schedules): Proposed by Councillor Beggerow, seconded by Councillor Schleip the schedule of invoices received was noted and it was agreed to approve any payments over £1,000 that have not previously been agreed. In alignment with the adopted Financial Regulations, all payments under £500 are approved by the RFO, as are items between £500 and £1,000 with clearance of the Chairman of the Council or Chairman of the appropriate committee. Vote = 9 For, 0 Against, 1 Abstain

Budget 23/24: Proposed by Councillor Loftus, seconded by Councillor Gower the version 3 of the 2023/24 budget was received and considered. Vote = 7 For, 2 Against, 1 Abstain. Proposed by Councillor Roberts, seconded by Councillor Beggerow the recommendation from Council Matters that an earmarked reserve of £10,000 per annum should be opened to deal with the rubber mulch at Corks Lane Play Area was agreed. Vote = 8 For, 0 Against, 2 Abstain

Grant Evaluation Forms: The following Grant Evaluation forms were noted: Visit Hadleigh; Hadleigh in Bloom

Grant Application – St Mary’s Hadleigh Parochial Church Council: Proposed by Councillor Shearly-Sanders, seconded by Councillor Schleip it was agreed to award £1913.20 to St. Mary’s Hadleigh Parochial Church Council for Pop-Up events providing food and activities for residents of Hadleigh. Vote = 8 For, 0 Against, 2 Abstain

Grant Application – Hadleigh In Bloom: Proposed by Councillor Loftus, seconded by Councillor Beggerow it was agreed to award £3,000 to Hadleigh in Bloom for hanging baskets for the High Street for spring/summer 2023. Vote = 8 For, 0 Against, 2 Abstain

Cemetery Lodge: Proposed by Councillor Wilson, seconded by Councillor Loftus it was agreed to spend £2,579 + VAT for repairs to chimney stacks and roof/guttering cleaning. Vote = 10 For, 0 Against, 0 Abstain

Cemetery Project: It was noted that the cemetery project is now completed, and costs associated with the post-groundworks to become fully operational, with additional new offers available, were £18,953, under the budget of £21,100 by £2,147. Marketing will now take place in January and ongoing for the cemetery as a whole but with a focal point of the natural burial offer. Councillor Roberts raised a point of order to request that agenda items use ‘To consider’ or ‘To approve’ or To agree’ rather than ‘To note’. The Chair stated that we would now discuss agenda item 11. During the discussion below a query was raised about why Councillor Beggerow was remaining in the room for the discussion, the Town Clerk stated that Councillor Beggerow had declared an interest and a question was then asked about what the nature of the interest was. The Chair stated that it was not for the Council to decide whether Councillor Beggerow remained in the room.

Pavilion Business Plan: The draft pavilion business plan which is to be adapted for use when applying for funding was noted.

LRSG Pavilion – Grant Applications: Proposed by Councillor Talbot, seconded by Councillor Beggerow it was agreed to approve the Projects & Finance Officer to begin making the grant applications identified whilst still working towards the remaining funding avenues shown as unidentified in the draft plan. Vote = 10 For, 0 Against, 0 Abstain

LRSG Pavilion – Architect Spend: Proposed by Councillor Roberts, seconded by Councillor Wiltshire a motion was proposed ‘To agree spend of £810 + VAT from LRSG Project budget and up to £1,500 + VAT from Climate Change Activities budget for the Architects to write an FA plan check and review Passivhaus and Suffolk Net Carbon Toolkit and provide recommendations. After a vote the motion was agreed. Vote = 10 For, 0 Against, 0 Abstain. Proposed by Councillor Shearly-Sanders, seconded by Councillor Wiltshire the above motion was agreed. Vote = 10 For, 0 Against, 0 Abstain

Recruitment Process Review Panel: Proposed by Councillor ShearlySanders, seconded by Councillor Wilson it was agreed to move to the next item. A recorded vote was requested 4 For (Councillors Gower, Loftus, Shearly-Sanders and Wilson), 4 Against (Councillors Knock, Roberts, Talbot and Wiltshire, 2 Abstain (Councillors Beggerow and Schleip). The Chair used his casting vote to vote For the motion.

Councillor Knock left the room at 8:34pm and did not return. The meeting was suspended at 8:35pm . The meeting reconvened at 8:40pm

Recommendations from Recruitment Process Review Panel: Proposed by Councillor Loftus, seconded by Councillor Gower it was agreed to accept the recommendations of the Recruitment Process Review Panel. A recorded vote was requested 5 For (Councillors Gower, Loftus, Roberts, Shearly-Sanders and Wilson), 1 Against (Councillor Wiltshire), 3 Abstain (Councillors Beggerow, Schleip and Talbot)

Recommendation by Councillor Roberts: Proposed by Councillor Roberts, seconded by Councillor Wiltshire it was agreed to accept the recommendation of Councillor Roberts. After a vote the above was not agreed. A recorded vote was requested 2 For (Roberts and Wiltshire), 6 Against (Councillors Beggerow, Gower, Loftus, Schleip, Shearly-Sanders and Wilson), 1 Abstain (Councillor Talbot)

Covid Measures – Social Distancing: Proposed by Councillor Beggerow, seconded by Councillor Loftus, it was agreed that social distancing of tables and chairs will continue. Vote = 8 For, 1 Against, 0 Abstain

Covid Measures – Lateral Flow Testing: Proposed by Councillor Gower, seconded by Councillor Shearly-Sanders it was agreed that lateral flow testing will continue to be recommended. Vote = 9 For, 0 Against, 0 Abstain

Covid Measures – Microphone Use: Proposed by Councillor Gower, seconded by Councillor Shearly-Sanders it was agreed to continue the use of microphones with associated costs. Vote = 9 For, 0 Against, 0 Abstain

Covid Measures - Zoom: Proposed by Councillor Shearly-Sanders, seconded by Councillor Beggerow it was agreed to continue to stream meetings via Zoom. Vote = 9 For, 0 Against, 0 Abstain

Member/Officer Protocol: Proposed by Councillor Loftus, seconded by Councillor Beggerow it was agreed to amend 5e of the Member/Officer Protocol. Vote = 9 For, 0 Against, 0 Abstain. Proposed by Councillor Beggerow, seconded by Councillor Loftus the Member/Officer Protocol was agreed subject to an amendment to 5e. Vote = 8 For, 1 Against, 1 Abstain Disciplinary Policy Proposed by Councillor Shearly-Sanders, seconded by Councillor Loftus the Disciplinary Policy was agreed. Vote = 7 For, 1 Against, 1 Abstain

Exclusion of the press and public: Proposed by Councillor Loftus, seconded by Councillor Shearly-Sanders it was agreed to exclude the press and public in pursuance of Section 1(2) of the Public Bodies (Admission to Meetings) Act 1960 the Press and the Public shall be excluded for the next items of business on the grounds that it is likely to be prejudicial to the public interest by reason of the confidential nature of the business to be transacted. Vote = 9 For, 0 Against, 0 Abstain

CONFIDENTIAL SESSION: EXCLUSION OF THE PRESS AND PUBLIC

Minutes (Confidential Session): The minutes of the confidential session on 17th November 2022 were approved. Vote = 7 For, 0 Against, 2 Abstain

Councillor Schleip and Shearly-Sanders left room at 9:08pm

Hadleigh Grand Feoffment Charity: The letters were reviewed and agreed. Vote = 5 For, 0 Against, 2 Abstain

Future Meetings: The next scheduled meeting will be on Thursday 19th January 2023 at 7pm.

Close of Meeting: The meeting closed at 9:20pm.

Wendy Brame, Town Clerk, 20th December 2022