Present: Cllrs D Hayward, P Clark, I Houston, T Hunt and S Longdon.
In attendance: P Chapman (Clerk) and District Councillor M Lawrence
- Apologies for Absence
Cllrs L Bennett and D Coffin.
- Declarations of Interests
None.
- Minutes of the Last Meeting
Cllr T Hunt stated he is happy to continue representing the Parish Council on the Village Hall Committee, as well as the Planning and the Village Plan Working Groups. The minutes were approved by the Councillors and signed by the Chairman, Cllr D Hayward, as a true record of the meeting.
- West Dorset District Council Planning Applications
- Planning Applications
WD/D/18/000958 Bethel, North Street, Bradford Abbas. Proposed erection of single storey side extension. No objections were raised. Cllrs L Bennett and D Coffin emailed their support for this application. It was unanimously resolved to support this application.
- West Dorset District Council Planning Decisions
The tree application for Coombe (WD/CA/18/00174) was approved.
- Telephone Box on Churchwell Street
The Parish Council objected to the application to removal of the telephone box. It was agreed from previous meetings the Parish Council will list it in order to protect it from removal. Cllr D Hayward reported a resident noted the light in the telephone box was no longer working and the telephone did not have dial tone. Overall, the telephone box looks in poor condition and the door is possibly damaged. It was resolved Cllr D Hayward will report the telephone is not working properly to BT. Action: Cllr D Hayward
Cllr D Hayward read aloud the form he completed to list the telephone box. It was decided to submit the form prior to the final decision from WDDC. Action: Cllr D Hayward
- Planning Applications
- County Councillor, District Councillor and Officer Reports
Village Hall: Cllr T Hunt reported the Extraordinary AGM was well attended and as a result the Committee now has both additional and returning members. Mrs P Chapman is the new booking secretary and a Chairman will be elected at the next meeting scheduled for 13th June.
Footpaths: Cllr S Longdon reported the metal gate was removed near the Mill Lane footbridge, it was in need of repair and not necessary. The metal fence on alongside the path/gate will remain. The Clerk was informed by a resident work on the (closed) footpath to Thornford will begin next week/mid-June. Cllr S Longdon has forwarded the advice from Mr David Ackerley, DCC, to the owners of Mill Farm concerning suggested improvements to the footpath along Mill Farm when it is wet and becomes very slippery. All other footpaths have high vegetation and are passable.
Trees: Cllr L Bennett was not present but emailed the Clerk she had nothing to report other than the approved tree applications.
Cllr M Lawrence on behalf of Country Cllr M Penfold noted there will not be an entrance along the narrow part of Bradford Road if the Mildenhall housing development was extended. There are various verge grass cutting in the area as a part of the bi-annual cuts this month. The Clerk asked if the A30 will be cut shortly as the crossing over into Bradford Hollow is difficult at the moment with the high vegetation. Cllr M Lawrence suggested the Clerk email Cllr Penfold. Action: Clerk
Cllr I Houston said he was happy to say the fly tipping he reported was cleared very quickly.
Cllr M Lawrence reported the first Shadow Committee meeting scheduled for the 7 June will have 206 seats taken by 176 Councillors (some councillors cover two areas) and once the upcoming unitary council is final only 82 seats will be needed.
- General Data Protection Regulation (GDPR) Upcoming Changes
The Clerk confirmed the Parish Council is now registered with the ICO (Information Commission Office). The registration details were given to Cllr I Houston for the website.
Cllr I Houston has given the Clerk a memory stick with all the credentials of the website for safe keeping. The Clerk will store this in the fireproof safe in her home. Cllr I Houston suggested councillors change their password to something that is strong to ensure the safety of the website. Action: ALL COUNCILLORS
The Website Working Group (Cllrs I Houston, P Clark, S Longdon and T Hunt) will set the privacy statement for the website. The Parish Council will review the statement at the next meeting. Action: Website Working Group
The Clerk noted she will need to purchase a shredder for the abundance of planning applications stored at her house. She suggested she will save all the refused applications for future reference with a view to dispose of all others within the DAPTC document retention guidelines. It was discussed there could be historical reasons to keep some of the documents. Cllr D Hayward kindly offered to help the Clerk sort through the applications. Action: Clerk/Cllr D Hayward
Cllr S Longdon noted he would be happy to destroy the necessary documents in the industrial shredder at his place of work. All agreed. Action: Clerk/ Cllr S Longdon
The Clerk stated the PC laptop backup is within her home, there is not a back up off site. The Chairman suggested a memory stick was stored at his house and updated quarterly. All agreed. Action: Clerk
The Clerk will contact the monitoring office to discuss the cost and procedure of storing documents and digital data. Action: Clerk
Cllr I Houston suggested the safest browser to use is Mozilla Firefoxfor for internet searches.
- Affordable Housing
Cllr I Houston distributed a draft questionnaire to determine the views of residents concerning affordable housing within the village to the Councillors prior to the meeting. Cllr P Clark queried if the term affordable housing should be defined within the questionnaire. After a lengthy discussion of the term affordable housing and how it is perceived, it was resolved to not to define it in the survey but to direct those that are looking for the definition to DCC/WDDC.
Cllr I Houston will provide a link for the website to go to for more information concerning the qualification/definition of affordable housing and print 500 for the Pennant and deliver to the Clerk. Action: Cllr I Houston/ Clerk
Cllr M Lawrence reported of the 87 houses in Yetminster only 35% are considered affordable housing. Thornford is also looking at 30 houses within the village and again 35% will be considered affordable housing.
(District Counillor M Lawrence left the meeting)
- Standing Orders
Cllr I Houston requested this item in order to conform to GDPR. The Clerk felt it would be better to keep the standing order as is and have a separate Data Protection/ Privacy Policy & Freedom of Information Policy. The Clerk will email the policy around for the councillors to review prior to the next meeting. The Clerk also suggested updating the code of conduct to reflect emails and social media. Action: Clerk and Councillors
The Clerk asked if Councillors felt a Complaints Policy is needed. Normally if there is a complaint the Parish Council is contacted and if the complainant is not satisfied with the outcome and wish to pursue the issue it is referred to WDDC. It was concluded a complaints policy was not needed at this time.
- Matters Arising / Actions Taken
- ​​​​​​​Village Plan
Nothing to report at this time.
- Defibrillator Update
The Clerk forwarded Cllr D Hayward’s document reviewing the electrical issues and modifications that were needed in order for the defibrillator cabinet to work properly to South Western Ambulance Services. The SW Ambulance Services was very appreciative of the document.
The four year lease expires in 2020. This item is not needed for the next agenda.
- Safe Cycle and Walking Route to Yeovil
It was resolved the Parish Council does not have the time to move forward with this item. There were only a few volunteers (non-parish council members) that offered to come on the steering group. This item is not needed for the next agenda.
- Website Updates
Cllr I Houston noted the internal audit is available for review on the Bradford Abbas website (www.bradford-abbas.uk). He has also enhanced the news items so they are easier to use and stand out more than before.
- ​​​​​​​Village Plan
- Highways
- Working Together Policy
The Clerk emailed the Working Together Policy provided by DCC Highways to the Councillors. The purpose of the document is to advise the Town and Parish Councils what DCC will provide with budgetary cuts and suggested options for the councils to get work done. Example: If the Parish Council wish to have drains maintained regularly it will need to hire DCC or an outside firm. At this time DCC will only clear drains if they are blocked, they will no longer maintain them regularly. If an outside firm is used a consent form must be signed with DCC. The Clerk distributed the consent form outlining the terms and conditions the outside firm must adhere to in order to work on DCC property. No action is needed at this time but the Clerk noted we should keep the consent form in mind when work arises.
This item is not necessary for the next agenda.
- Street Sweeping
It was resolved nothing was needed at this time. The item can be taken off the next agenda. Revisit the item in autumn.
- Working Together Policy
- Playing Field
- ​​​​​​​Inspection Reports from Volunteers
Cllr P Clark noted the bolts on the infant’s swings were possibly loose and should be looked at. Cllr D Hayward reported the bolts were tightened not that long ago. Cllr D Hayward will look at this and report back at the next meeting. Action: Cllr D Hayward
The grass in the playing field is looking improved the increase of cuts lessens the "clumps" of grass left behind. The Clerk will contact KM Dike to suggest they move the tables to cut the grass underneath as they are not secured. The Clerk reported she received positive feedback concerning the new picnic tables. Action: Clerk
Cllr D Hayward cut some brambles overhanging near the zip wire and sprayed the surface under the swings.
Cllr D Hayward reported the Festival of Wheels will be using the playing fields again this year. He is concerned with the suggested increase in vehicles exhibiting this year in relation to the area of the play area that will be needed. It was concluded he will contact the organisers to discuss this with them the boundaries and the need for them to be in a designated area allowing for children to play on the equipment safely. Action: Cllr D Hayward
Cllr D Hayward reported the Parish Council was successful in the Leisure and Development fund and will receive a grant of approximately £900 for a new seesaw, picnic tables and refurbish the benches. The documents received state the completion date as July 2018, although is should state 2019. Cllr D Hayward will speak to WDDC to discuss the completion date . Action: Cllr D Hayward
- Ongoing Repairs
The Clerk suggested when the seesaw is installed perhaps they could also check the bolts on the infant swings and replace them if needed.
- ​​​​​​​Inspection Reports from Volunteers
- Financial Accounts
- ​​​​​​​Grants & Donations
Nothing to report.
- Accounts for Payment
The Clerk reported:
Current Account:
Account balance reported at the April Meeting £ 8,783.45
Less April Meeting payments £ 481.22
£8,302.23
o/s cheque/ not cleared from April £ 140.00
Deposit allotment rental £ 140.00
Account balance as of 5/6/18 £8,582.23
Deposit Account:
End of Year balance £10,178.05
May interest £ .42
Account balance as of 5/5/18 £10,178.47
£18,760.70
The June payments presented for approval:
£ 209.34 – Clerk’s wage month 3
£ 392.50 – P C Chapman expenses
£ 152.00 – KM Dike Nurseries April 2018
£ 152.00 – KM Dike Nurseries May 2018
£ 65.70 – Internal audit
£ 25.00 – DAPTC GPDR session (IH)
The Clerk’s expenses of £392.50 includes £58.10 sundries; £11.23 stationery; £29.29 website and £293.88 for the picnic tables. The above payments were approved by all in attendance.
- End of Year Accounts
The Clerk reported the internal audit was approved. The end of the year accounts are online and available for review by electors.​​​​​​​
- ​​​​​​​Grants & Donations
- Correspondences
- Local Government Boundary Commission for England (LGBCE) session Monday 11 June 6 to 8 pm in Dorchester. Cllr D Hayward attending. The Clerk will book him in the session. Action: Clerk
- Cllr L Bennett reported via email she contacted Savills on behalf of the Parish Council to discuss the sale of the allotment field. She was informed that field is not for sale and once the current tenancy expires Winchester Collage will enter into an agreement with the Parish Council.
- The Clerk and Cllr L Bennett (via email) reported the post box on Queens Road was removed. The Clerk spoke to a representative of Royal Mail. She was informed it may not be reinstated and the Royal Mail is not required to do so as there is one on Church Road, less than half a mile away. Royal Mail is also not required to keep the Parish Council and/or village informed of the outcome. The Clerk will write to Royal Mail stating many residents wish to have the box replaced. Action: Clerk
- a resident requested reduction in the speed limit to 40mph along Underdown from Babylon Hill to the built up area that is 30mph. At unsafe speeds it is dangerous on this busy, narrow and winding road. The Clerk will forward the email to the County Councillor and reply with their support to this suggestion. Action: Clerk
- Items for the Pennant
- Investing in the playing fields (refurbishing benches, new picnic tables and seesaw)
- Parish Council writing to the Royal Mail to request the post box is reinstated on Queens Road
- Village Plan
- Affordable Housing on the website as well as in the Pennant
​​​​​​​ - Any Other Information/Items for July Agenda
None.
Meeting end 10:17pm