Minutes of the Parish Council Meeting held on 7th November 2023
Present: Cllrs. S Hillier (Chairman). J. Thomas (Vice-Chair), L. Bennett, S. Longdon, P. Clark, D. Coffin, I. Houston
Also in attendance: S. Hillier (Clerk) Cllr. Legg (Dorset Councillor), 2 members of the public.
- Welcome: Cllr. Hillier welcomed Councillors and members of the public to the meeting. He reiterated that this was a meeting of the Parish Council held in public and not a public meeting. There would be an opportunity for the public to raise matters under the Public Forum. Cllr. Hillier also commented that the post box on the Old Post Office House wall had been closed off and that it was outrageous that this should be done before a new one was installed and counter to the Parish Council’s wishes.
- Apologies and Declarations of interest – There were none.
- Minutes of the previous meeting held 5th September 2023. The Chairman noted that he had intended to raise the matter of recompensing the temporary clerk but an invoice had been submitted payment of which was agreed. Agreement of the minutes proposed Cllr.S.Hillier, seconded Cllr,P.Clark- carried nem con.
Public Forum - Cllr. Legg commented on the Fanny Brooks Lane that a member of the public had attempted to drive down. On the Highways map it is designated a green lane and on the OS map as an unmettled track. What is required is a sign saying ‘Unsuitable for motor vehicles’. Cllr Legg also stated that he had written to Planning Enforcement re the unauthorised coach park at the end of Underdown Road at the junction with the A30 which is already a dangerous location with at least 2 fatalities in recent times and the road is very narrow, with the vehicle behind a high solid fence. The Parish Clerk was asked to communicate in a similar vein with Dorset Council. Cllr.Legg also noted that he had been appointed to a Task and Finish Panel regarding Electrical Grid Capacity as there were problems of supply due to the number of electric vehicles and solar farms being able to join the grid.
Members of the public then commented on the blocking up of the post box, there had been no consultation and it could cost as much as £30 for residents to get a taxi to the nearest post box as there were no buses.
The Councillors explained that they had objected to the suggested siting of the new box which would have been in a narrow ‘no through road’ with no footpath and very close to the junction. The Council had requested a meeting with Royal Mail and had also suggested alternative sites. It was agreed that the Council would contact local newspapers and the local radio to highlight the matter.
Cllr Legg left the meeting at 7.25pm
- Planning Applications . – There had been no new applications since the last meeting. Outcomes of previous applications as stated on the Agenda were noted.
- Officer Reports –
- It was noted that the Yew trees in the Churchyard had suffered considerable damage in the recent storms.
- Footpaths 5 &7 were navigable but Mill Farm was impassable and part had been fenced off.
- Village Hall AGM 8th September. There was likely to be a major discussion on on-going costs and an increase in the hourly rate was possible. It was noted that the smoke alarm in the lobby required a new battery.
- Working Group Updates. –
- Telephone Box Group – continuing to thrive. For Remembrance Day there was to be a display of camouflage netting, poppies, helmets and boots. The School were to hold a service at the war memorial on the Friday and there would be service on the Sunday. The provision of a Christmas Tree was agreed. There was to be an Art Exhibition on 18th - 19th November at Old Mill Lane 10am to 4pm 22 local artists would be exhibiting. There was no entry charge, there were refreshments for sale and 20% of any sale of artwork would go to the Churchyard fund.
- Neighbourhood Plan Group – Monthly meeting were continuing. Funding until April 2024 had been applied for from Groundworks. It was hoped to hold a workshop in February when comments could be made. The event and display would be held in the Village Hall.
- Website Group – There had been a software update and the Domain name had been renewed, also received an encryption certificate. Domain name £95.00. Rental of server £187.00/year. Cllr Hillier suggested that Cllrs, should have specific e-mail addresses for Council work. It was left for consideration by members.
Cllr Houston left the meeting at 8.05pm
- Update on DMMO applications. – No update
- Highways Issues. Many of the gutters were blocked with leaves. Residents requested to keep areas outside their house clear as these leaves block gulleys and increase the likelihood of flooding. Clerk to write to Dorset Council to request gulley clearing in Westbury. Damaged safety mirror on Back Lane ordered 11/10. Cllr Coffin noted that discussions were on going re Finger post repair. Funding was available, volunteer help may be required, the company needs to advise us and costings would be circulated when available.
2) Fanny Brooks Lane discussed during Public Forum.
3) Grit Bin in Back Lane needs refilling.
9. Playing Field – Rocker being repaired. Picnic table not to be replaced following vandalism. Satisfactory Inspection report received.
10. Financial Accounts –
1) Grants and Donations (600 paid to Churchyard fund. £170 to Village Hall towards wi-fi).
2) Payments due were presented to Council and agreed. There followed a discussion on the Clerk’s salary as new salary tables had been received. Cllr Hillier declared an interest and would not vote. Acceptance of the new rates was proposed by Cllr. Longdon, seconded Cllr Thomas – agreed nem con
3) A draft Budget was presented for discussion and guidance, where possible known increases had been included. The Clerk explained that an increased sum had been included for new equipment as it was felt that the lap top used by the Clerk was reaching end of life, A sum would also need to be built in for elections next year as Parishes have to pay a proportion towards elections. The Clerk requested a steer on possible precept levels from Members Acceptance of the report including investigation into prices for a new lap top proposed by Cllr Bennett, seconded by Cllr Coffin – agreed nem con.
11. Correspondence –
1) The Pre-School have requested the use of an area of the Recreation Field to establish a ‘bug-hotel ‘ . this was agreed.
2) The A30 was to be closed overnight from 20th November to 28th November from 8pm until 6.30am for essential lining works.
3) Dorset Association of Parish and Town Councils (DAPTC) was holding their AGM on 18th November via Zoom the Clerk would attend on behalf of the Council.
4) Remembrance Sunday a wreath had been purchased and it was agreed that the Chairman would attend on behalf of the Council.
12. Items for Pennant Article regarding work done by Council re the siting of the new post box.
13. Any Other Information – Clerk to write to Water Authority re sewage rising out of manhole during recent bad weather near to 3 Westbury. Councillors urged to find possible candidates for Council next May.
Next Ordinary Meeting of the Council Monday 22nd January 2024 at 7.30pm. Please note new date and time.
Financial information for 7th November 2023 meeting
Current Account
£3885.96 Account Balance reported at 5th September Meeting (as at 27th August)
£187.60 Clerk salary (5) August Income
£169.39 KM Dike Inv 1740 £8012.50 Dorset Council Precept
£187.60 Clerk salary (6) September
£45.00 Mark Hopkins (Repair goal posts and add nets)
Payments approved by e-mail
£591.43 BHIB Council Insurance
£140.80 HMRC (PAYE) July-Sept
£169.39 KM Dike inv 1757
£375.00 Savills (Allotment rent)
£170.00 Village Hall donation for wi-fi
£600.00 PCC Donation towards churchyard upkeep
Direct Debits
£0.25 AWS EMAE Hosting (Sept)
£0.26 AWS EMAE Hosting (Oct)
£0.27 AWS EMAE Hosting (Nov)
£34.79 LCN COM
£9320.28 Account Balance as at 6th November 2023
Deposit Account
£17414.42 Account Balance reported at 5th September meeting as at 27th August 2023
£16.27 Interest Paid
£500.00 Deposit
£16.37 Interest Paid
£17947.06 Account Balance as at 6th November 2023
£27767.34 Total in all accounts
Proposed payments
£169.39 KM Dike Inv 1784
£22.50 DAPTC Clerk’s conference (1/2 with Thornhackett)
£74.25 Temporary Clerk fee 5.5hrs
£840.00 Defibrillator Support Package
£40.00 Hall Hire (Council)
£187.60 Salary (Month 7)
£20.99 Royal British Legion (wreath)
£169.39 KM Dike Inv 1811
£1524.12 total payments
Before Next Meeting (approx. amounts)
£187.60 Salary (Month 8)
£140.80 HMRC PAYE (Oct-Dec)
£169.39 KM Dike
£497.79 total before Jan meeting