Present: Cllr D Hayward (Chairman), Cllr L Bennett, Cllr I Houston, Cllr T Hunt and Cllr S
Longdon. (Cllr S Longdon and Cllr T Hunt requested to leave by 9pm)
In Attendance: County Cllr M Bevan, Mrs T Chapman (Clerk), District Cllr R Legg and three members of the public.
Cllr D Hayward noted one of the members of the public wish to speak concerning the application WD/D/15/002498 and could only do so with the permission of the Councillors in attendance.
- Apologies for Absence
Cllr D Coffin and Cllr A Hodgson.
- Minutes of the Meeting 03.11.15
The minutes were approved by the Councillors in attendance and signed by the Chairman, Cllr D Hayward, as a true record of the meeting.
- Declarations of Interest
Cllr S Longdon declared an interest in the planning application for 7 Wessex Drive number WD/D/15/002498. It was resolved he did not need to leave the meeting during the discussion as the Parish Councils views were submitted, although he was reminded he was an observer to all the discussions concerning this application which were in any case to be limited to a short status report from the Chairman.. - Report from the Planning Committee
4.1 Planning Applications
WD/D/15/002498 – 7 Wessex Drive, Bradford Abbas. Sub-division of the plot and the erection of a detached dwelling with associated access and parking to the rear.
Cllr L Bennett, D Hayward, T Hunt met on the 24th November to review this application as well as 10 Ambrose Close (WD/D/15/002564). They agreed to object to the application and issued their comments to the full Parish Council (with the exception of Cllr S Longdon) via email. It was unanimously agreed to object, the comments were submitted to WDDC and are now on the dorsetforyou website.
The Parish Council has continued to monitor the comments put forward by member of the public and responses to those comments from the applicant’s representation. Approximately 28 individuals have objected. The Parish Council has requested from Dorset County Council clarification concerning the ownership of the stone wall along the border of Churchwell Lane and the bottom of Wessex Drive properties. Churchwell Lane was originally a private road until it was adopted by DCC. Cllr D Hayward has spoken to Land Registry and believes the applicant does not own the wall. Ownership of the stone wall may lie with the Churchwell Lane residents, if DCC does not have ownership. The Clerk noted the matter was referred to a DCC Extent Officer by a Highways Information Officer in early December.
District Cllr R Legg noted it is his understanding the applicant will submit amended plans, and as of today they were not online. Once the plans are submitted it will most likely delay a decision until February in order for all parties to review the plans.
Cllr D Hayward was invited to attend a meeting between the WDDC Case Officer and a few of the residents objecting. As the invitation was not from the Case Officer he asked the Cllrs if he should attend on behalf of the Parish Council. It was agreed by all in attendance he should attend the meeting as the Parish Council’s objections still stand without the new plans available. Should they become available in the interim this decision will be reviewed. It was also resolved the Parish Council will investigate the procedure in order to include the stone wall into the Conservation area. Currently the stone wall is bordered by conservation area both to the north and south.
Action: Cllr D Hayward
Cllr D Hayward asked the Cllrs if the member of the public could speak at this time. It was agreed the member of the public could speak for three minutes. The member of the public noted his strong concerns with the drainage in the area and historical problems were noted. The hard roof of the proposed house will increase drainage/water runoff problems as the Churchwell Lane houses are below street level. The increased traffic on Churchwell Lane could potentially be dangerous. Grope Lane is the main road between the two parts of the village used by school children, mothers with pushchairs and toddlers, elderly people and dog walkers. At the moment, there are only a few residents currently driving but this may change. In conclusion, the proposed development will lead to a loss of amenity in what has been a quiet residential area.
Cllr R Legg commented he was unaware of the extent of the drainage problems. He suggested the resident(s) write to WDDC and Wessex Water noting the exact number of times and any other specific evidence to support the drainage concerns. The Clerk noted she has called several times in relation to the drain on Westbury which is linked to the same system. The Clerk will follow up with Wessex Water to obtain specific dates of reported problems and callouts.
Action: Clerk
WD/D/15/002564 – 10 Ambrose Close, Bradford Abbas. Erect 12m x 4m single storey extension.
No Objections.
WD/D/15/002668 – Autowest Cars, Babylon Hill, Bradford Abbas. Erect single storey extension to for car preparation area. No objections.
Cllr D Hayward noted although the application for the Grange, Church Road, Bradford Abbas was withdrawn he believes a few weddings are scheduled and asked District Cllr R Legg if they could proceed. District Cllr R Legg forwarded Cllr D Hayward’s concerns to WDDC, Penny Canning. An entertainment marquee can be up for a 28 day period in a single year although he is waiting for clarification if it can be erected on residential property.
4.2 Planning Application(s) received after the agenda was prepared
The Clerk reported no applications were received.
4.3 Tree Applications
The Clerk reported no applications were received.
4.4 West Dorset District Council Planning Notifications
The Clerk reported the application for Goodlands, Grants Hill, Bradford Abbas (WD/D/15/002275) was approved.
4.5 Affordable Housing
Cllr D Hayward stated Catherine Bonnett is no longer with WDDC. Mr Peter Friend, Hastoe, contacted Cllr Hayward to discuss if the Parish Council had any other suitable alternative sites for Affordable Housing. The owner of the proposed site is hesitant to move forward before all sites are considered carefully. Cllr T Hunt expressed his concern with the relaxed planning roles in light of the recently adopted Local Plan. Cllr I Houston noted the importance of a design statement that would help any issues that may arise.
It was resolved. At this time, no other sites found are suitable within the village. Cllr D Hayward will contact Mr Friend to discuss further.
Action: Cllr D Hayward
4.4 Design Statement
After a discussion reviewing the options it was resolved the Design Statement will be considered in depth at the next meeting.
The Clerk will collect the hard copy of the Local Plan next week from Sherborne.
Action: Clerk
- Matters Arising from these Minutes
5.1 Website
Cllr I Houston reported he met with the Clerk and Cllr T Hunt to get a better understanding of the current procedure concerning the distribution of minutes, agendas and financial audit. The current prototype has enough information for initial feedback. He suggested the Clerk and Chairman meet next week to view the website prototype.
Action: Cllr D Hayward, I Houston & Clerk
Cllr T Hunt noted there is potentially an area on the website for the design statement as it progresses to collect feedback from residents. He noted how easy it will be to use and he is very impressed with the work Cllr I Houston has put into the website.
The Clerk has completed the funding application and submitted it to DAPTC. The final figure is £354. A decision will not be available whether the grant is successful until February. The Clerk decided not to add funding toward the laptop following advice from a representative of DAPTC. Cllr I Houston noted a portion of the grant money is repayment for the Clerk’s time during the transition.
The Clerk requested to attend the Essential Finance for Smaller Parish Council costing £35 in order to receive updates to the regulations and precisely what is required for the website. It was agreed the Clerk could attend the training, Cllr I Houston noted it is clearly laid out in the transparency code what financial information is needed for the website.
Action: Clerk
5.2 Village Shop
Cllr D Hayward noted from the conversation with Kelly Fletcher, Bradford Abbas Village Stores, at the moment the item in the Pennant has not made a difference to trade. The lease has three more years to run and owner of the building has changed estate agents.
- County Councillor, District Councillor and Officer Reports
Footpaths: Cllr S Longdon reported there is a tree down across near Mill Farm footbridge. Cllr I Houston reported that he spoke to some gentlemen, possibly DCC employees, discussing updating the footbridge.
Village Hall: Cllr T Hunt and D Hayward discussed the new doors that will be replaced in the village hall and the ongoing discussions concerning the constitution.
Trees: Cllr L Bennett did not have anything to report.
School Governors: Cllr A Hodgson was not present.
District Councillor(s): Cllr M Lawrence was not present. Cllr R Legg discussed the report that will be available at the end of April concerning possible amalgamation of District Councils. This combined authority will possibly provide the savings needed.
County Councillor: Cllr M Bevan reported there will be a full debate in March involving all County Councillors to discuss what type of authority DCC should have for the future. The County Council currently grants money toward the precept for local councils which will end in 2017. Many more savings need to take place at the County level, he noted approximately £7 million of further cuts will be needed. Cllr M Bevan requested if the Parish Council wish any view to be put forward to contact him and he will do so.
Funding may not be available in the future for local Youth Clubs, specifically the Tinney’s Lane Youth Club in Sherborne. The cabinet will make a decision in January what finding will be available for local youth clubs.
Cllr M Bevan stated this year less services will be made available. An example he used was the Babylon Hill roundabout will receive less frequent maintenance but he assured the Councillors it will remain pleasing to the eye.
Mr Paul Thatcher, DCC Community Highways Officer, has taken over for Mr Alaric Little.
- Highways
7.1 Fingerposts
The Clerk reported an email received from Mr Paul Thatcher, Community Highways Officer, the hedges surrounding the fingerposts were cut in order for the Parish Council and volunteers to assess the work needed to repair them. Cllr D Hayward will meet with the volunteers.
Action: Cllr D Hayward
7.2 Babylon Hill Roundabout
This item will be discussed in the spring, currently the roundabout is looking improved.
7.3 Other Highway Matters
A resident contacted Cllr D Hayward concerning the movement of large concrete blocks at the bottom of Bradford Hollow. The blocks were not moved by DCC. Several trees are down in the Hollow and obstructing the pathway. Cllr M Bevan will look into this and get back to the Parish Council with any updates.
Cllr D Hayward reported due to problems with communications between the Clerk and West Dorset District Council Old Compton Lane appears to run from the A30 across Underdown and ends at the junction of Back Lane and Cross Road, and the section of road between Cross Road and Underdown is known locally as Back Lane was never formally named. The Clerk reported after investigation the Parish Council will need to formally request renaming this section of the road to Back Lane.
Cllr D Hayward stated he found the street sign for Old Compton Lane lying at the side of the road and is now stored at his house. He also had the sign for Churchwell Street that was located under the Railway bridge. The Clerk reported this to Highways and was informed this will need to be reported directly WDDC traffic and road signs. It was resolved not to report it at this time.
- Report from Playing Fields Committee
8.1. Playing Field Inspection Report
The annual playing field inspection will be completed in January 2016, accompanied by Cllr D Hayward. The birds nest swing will need new hinges in order to raise the swing basket from the ground as noted in the previous inspection.
The E2R frame paint is peeling. The Clerk will contact Mr Biscup again to get the used paint when he repaired and painted the toddler frame. Cllr D Hayward requested when the Councillors inspect the playing fields to look at the slide which may need repairing.
Action: Clerk
Although the Clerk and Chairman met with Mr Lewis Cole to discuss the entrance gate needed for the Churchwell Street entrance an estimate was not received.
8.2 Re-Surfacing and Repairs
Cllr D Hayward cleared the area under the large swings of moss and noted it will need to be treated once it is dry, possibly in the spring. He has cleared the toddler area of large weeds. The Clerk will contact KPL for an estimate removing the fence and installing an entrance gate.
Action: Clerk
8.3 Playing Fields Boundary to include a new gate
Mr R Green’s revised estimated cost for boundary work along Churchwell Close/ Street is £404. The Clerk will scan the estimate for all the Councillors to review. The Councillors are happy for him to proceed ensuring the estimate includes the boundary of number 3 Churchwell Close. It was resolved the Clerk will ask Mr R Green if he is interested in estimating on an entrance gate as well.
Action: Clerk
As mentioned earlier the Clerk was unable to contact Mr Cole. It was resolved to move forward with estimates from Mr Green and KPL
(Cllr T Hunt & S Longdon left the meeting)
- Grants & Donations
None.
- Financial Accounts to include accounts for payment
Summary of transactions for the period 10.12.2015 to 10.01.2016 Date Chq No. Payee Item Current a/c Deposit a/c 04.01.16 000757 D Hayward - expenses Poppy wreath
£19.50
- 04.01.16 000758 P B Tomsett
Grass cutting
£900.00
- 10.01.16 000759 P Chapman
Wages
£170.66
-
Resolved: To approve the accounts for payment.
The above payments were approved.
10.1 Budget 2016 – 2017
The suggested budget of £8,130was prepared and distributed by the Clerk prior to the meeting. The final tax base figures were available at the meeting. The budget was approved by those in attendance. The Clerk spoke to Di Coffin noting she was also happy with the slight increase. The Band D increase would equate to an additional £0.39 for the year.
The Clerk noted the laptop has not been working properly and requested an upgrade last year. It was budgeted for £350. The Acer laptop suggested by the Clerk for £299 was approved. It will require Microsoft Office which will cost £99 in a bundle/package purchasing it from Tesco saving £20. The Councillors approved the purchase of a laptop and Microsoft.
Action: Clerk
Cllr I Houston suggested Microsoft Office/Word may not be needed. The Clerk stressed it is what both the District and County Councils use and would be difficult to determine if another word processor was used the information sent to them was received and readable. Cllr I Houston requested the documents sent to him were converted to pdf format.
- Correspondences
- ​​Community Fund for Sherborne & Hidden Gardens of Sherborne 2016
- Have Your Say – Dorset Police Council Tax Consultation
- Dorset Highways – Winter Policy and Operational Plan
​
- Pennant
Annual Parish Meeting date and the playing fields future refurbishment.
- Any Other Information/ Items for February Agenda
Cllr I Houston informed the Parish Council he is attending the Right to Buy meeting with Oliver Letwin MP.
The Clerk will add the Playing Field Assets to the next agenda to be updated.
- Date of the Next Meeting
Tuesday 2nd February 2016 at 7:30pm in the Bradford Abbas Village Hall Committee Room.
There being no further business, the meeting finished at 9:30pm.