Minutes for Ordinary Parish Council Meeting on Tuesday, 7 March 2017

Present:  Cllrs D Hayward (Chairman), L Bennett (Vice Chair), P Clark, I Houston, T Hunt and S Longdon.
In Attendance:  Mrs T Chapman (Clerk), County Councillor M Hall and two members of the public.
 

1. Apologies for Absence
   Cllr D Coffin and District Councillor R Legg.
    
2. Minutes from the Last Meeting
   The draft minutes from the meeting held on 7th February were approved by the Councillors and signed by the Chairman, Cllr D Hayward, as a true record of the meeting. 
    
3. Declarations of Interest
   None.
    
4. West Dorset District Council Applications
   1. Planning Applications:
      WD/D/16/002829   1 Coombe Cottages, East Farm Access Lane from Underdown Hollow, Bradford Abbas.  The Planning Working Group reviewed the hard copy of the plans the Clerk received prior to the meeting and recommended the Parish Council does not object to this application. It was resolved no objections to the application.
      
      WD/D/17/00042 – Listed Building Consent.  3 Westbury, Bradford Abbas.  Removal of two existing internal partition wall on first floor to create an extra bedroom.  Replace existing chipboard flooring with wooden floorboards.  It was resolved this was an application for listed building consent with minor internal changes and the Parish Council would decide on the applications at this meeting in order to meet WDDC deadline for comments.  No objections were raised.
       
   2. Tree Applications
      No new applications to discuss.  The Clerk asked if the Councillors were aware whether a tree was replanted as a condition of the tree application for Walnut House, Bishops Lane last year.  To be discussed at the next meeting.
       
   3. West Dorset District Council Planning Notifications
      WD/D/17/00077  Land adjacent to Tudor Cottage. WDDC refused this application.  Today the Case Officer’s report was uploaded to the Dorsetforyou website. Cllr D Hayward discussed the refusal and what the options are for the applicants, resubmit with a different design or appeal.  The overall feeling was WDDC is against any building on this site as it is a very comprehensive report from the case officer.
      
      The Clerk distributed an email concerning Planning Training provided by WDDC on the 5th April.  Cllr D Hayward was interested in attending.  The Clerk will book him in the training session.    Action: Clerk   
       
5. Affordable Housing
   Cllr D Hayward reported he was invited to attend a meeting at the BA Sports Club concerning their interest in Affordable Housing.  Unfortunately, the meeting clashed with the Parish Council meeting and he was unable to attend.  Cllr Hayward discussed the options the Club may consider such as a Community Land Trust that would benefit the village.  He will speak to a representative and report any relevant information to the Parish Council. Action:  Cllr D Hayward
   
   The Clerk spoke to the owners of farm near Compton Road concerning the planning application for the land adjacent to Tudor Cottage, Church Road.  They mentioned they had hoped to demolish the old barn buildings and build housing in that area.  The Clerk mentioned this to the Chairman as another possible site for affordable housing. It was decided to encourage them to contact Mr Peter Friend, Hastoe.  Action:  Cllr D Hayward
    
6. Litter Picking on Leaze Lane
   The Clerk spoke to a representative of Dorset Waste Partnership, Mike Haines, querying if the litter collection point could be the gateway / lane on the A30 between Underdown Hollow and the roundabout.  Mr M Haines agreed.
   
   It was resolved the Clerk will organise a litter pick on the 1st April to tidy the area between the A30 and Underdown Hollow.  Action:  Clerk
    
7. Matters Arising / Actions Taken
   1. Website
      Cllr I Houston recently updated the website making it easier to view using tablets and other mobile devices.  He has added a page for the village plan/ design statement that is not accessible for the general public until the draft is completed.  Cllr I Houston renewed the SSL domain (certificate for a secure website).
      
      Cllr T Hunt noted the village hall could use a better platform for their online booking system.  He would like to suggest moving it to the Parish Council website.  All agreed to offer this to the Village Hall Chairman.
       
   2. Design Statement
      Cllr T Hunt and Cllr I Houston added a page to the website for the Councillors to review.  Councillors are encouraged to comment and / or edit the page.  The goal is for the village plan to lay the groundwork for a neighbourhood plan.  Action:  All Councillors 
       
   3. Defibrillators
      The Clerk emailed Mr T Jacklin to ask if there is written procedures in place for checking the defibrillators and reporting back to South Western Ambulance Services website.  The Clerk has not had a response and will follow up with a suggested set of written procedures for both the Village Hall and BA Sports and Social Club.  Action:  Clerk
       
   4. Safe Cycle and Walking Route to Yeovil
      Nothing to report.
       
8. County Councillor, District Councillor and Officer Reports
   Trees: Cllr L Bennett did not have anything to report.
   
   Footpaths:  Cllr S Longdon noted there are no problems to report. 
   
   Village Hall:  Cllr T Hunt stated the Village Hall Committee continues to work on maintenance guidance documents noting the amount of money that should be spent on the hall to keep it updated.
   
   County Councillor reviewed the Capital Works planned for Bradford Abbas:  Surface dressing for:  Yeovil Road (premium surface dressing A30 dual c/w Yeovil to Sherborne), Grants Hill, Underdown Hollow, Old Compton Lane, access lane to East Farm (off of Underdown, Quarry Lane, Farm Road and works to central reservation of the A30 Babylon Hill.  The Councillors were happy to see work/ money is spent on the roads in the area but disappointed Back Lane and Bakehouse Lane were not on the list.
   
   Cllr M Hall noted he will continue to push for areas to be resurfaced in next year’s capital works. He reported potholes on Queens Road and Smith’s bridge will be repaired on the 8th & 9th March.
   
   The bus service will cease to be run by DCC at the end of July.  The bus company may run the service on a purely commercial basis after this but it seems unlikely.
   
   Cllr D Hayward thanked Cllr M Hall for all he has done for the village and invited him to the Annual Parish Meeting in April.  The Parish Council is happy for him to speak if he would like to do so. 
    
9. Standing Orders
   The Clerk distributed the Standing Orders via email yesterday.  The document has been renumbered and changes made to the Planning Working Group to include acceptance of email responses as well as reminding the working group to “reply to all” in order for everyone to see their comments. The document will be discussed at the May Meeting but all comments can be emailed to the Clerk beforehand.  Action:  All Councillors
    
10. Highways
    1. Fingerposts
       Cllr D Hayward will contact the owner of the field behind the fingerpost at the junction of Church Road and Grants Hill in order to request permission to safely refurbish the fingerpost.  It is dangerous to conduct the repairs from the roadside.  Cllr D Hayward will update the document for the website.  Action:  Cllr D Hayward
        
    2. Mirror Back Lane
       The Clerk reported after a few problems with an email to Network Rail she is now confident the photos and request has been sent asking for written permission to erect a safety traffic mirror on Network Rail’s property across from the allotment access. (Back Lane)
        
    3. Overhanging trees on Church Road
       The Clerk reported she contacted the residents at Tudor Cottage to request the tree near the drive and shrub along the house are trimmed back as they both overhang and/or restrict pedestrian access to the pavement.  Both areas have been trimmed back.  It was noted perhaps the shrub should be removed.  The Clerk requested the Councillors review the area for discussion at the next meeting. Action:  Councillors
        
    4. Any other Highways Matters
       Cllr D Hayward stated he had contact from the resident of High Croft.  A car hit a large rock that was in the road, originally on the DCC owned verge, causing considerable damage.
        
11. Report from Playing Field Committee
    1.  Playing Field Inspection Reports
       No issues were raised from the inspections reports provided by the volunteers.
        
    2. Repairs
       Nothing to report.
       
       It was noted the spring on the gate does not work if the entrance gate is open too wide. It was suggested the gate may need a post in order to stop it from opening too wide.
       
       The Clerk will ask the Cubs/Scouts to stain the benches and shed door along with the sanding and painting the skateramp.  Action:  Clerk
       
       The estimated cost of £110 per cut for the playing fields was unanimously accepted.  The Clerk will contact Mr Tomsett.  Action:  Clerk
        
12. Financial Accounts
    1. Grants and Docations
       None requested.
        
    2. Accounts for Payment
       The Clerk reported via email prior to the meeting the balances of the accounts as of  3/3/17 are:
       £  3,378.84 current account
       £10,172.15 deposit account
       
       The cheques presented for approval are:
       £192.33  Clerk’s wage
       £  28.60  Clerk’s expenses
       £  12.60  Village Hall additional cost for extraordinary meeting and usage of main hall
       £  29.94  LCN renewal (website) made payable to I Houston
       £  29.92 fingerpost expenses made payable to D Hayward
       
       The Clerk emailed Cllr D Hayward last month requesting an increase in hours due to increase of work required for the job from new government regulations and changing procedures etc. since taking on the role of Clerk 7 years ago.  The Clerk gratefully accepted an increase from 17 hours per month to 20 hours per month as well as an increase in wage / level to SCP21.  The monthly wage will now be £209.34.  The Parish Council will pay the Clerk £16.92 back pay as there was an annual increase a few months ago.
        
    3. Online Banking
       The Clerk and Cllr L Bennett will meet on Monday to 13/3 to complete the online form in order to adhere to the bank mandate of two signatories approving all payments.  Once this is accepted by the bank the Clerk will request authorisation of payments at a meeting, the Clerk will set up payments online and Cllr L Bennet will approve the payments online through a separate login. Action:  Clerk & Cllr Bennett
        
13. Correspondences
    Future Dorset – leaflet of the formal proposal to Rt Hon Sajid Javide MP (hard copy circulated)
    DAPTC Annual Conference
     
14. Items for the Pennant
    Annual Parish Meeting Date, Volunteer Police at Sherborne Library and Litter Pick
     
15. Any Other Information/Items for April Agenda
    The Clerk requested confirmation for the Annual Parish Meeting Agenda.  Affordable Housing – the Clerk will invite Mr Friend (Hastoe) and bus announcements.

Date of Next Meeting –  Tuesday 4th April 2017
7pm Bradford Abbas Village Hall Committee Room followed by the Annual Parish Meeting in the main hall to begin at 8pm.

The meeting closed at 10pm