Minutes for Ordinary Parish Council Meeting on Tuesday, 2 February 2016

Present:  Cllr D Hayward (Chairman), Cllr L Bennett, Cllr I Houston, Cllr A Hodgson, Cllr T Hunt and Cllr S Longdon.

In Attendance: Mrs T Chapman (Clerk), District Cllr R Legg and two members of the public.  

The members of the public did not wish to speak during the meeting.

1. Apologies for Absence
   Cllr D Coffin.
2. Minutes of the Meeting 05.01.16
   The (revised) draft minutes were approved by the Councillors in attendance and signed by the Chairman, Cllr D Hayward, as a true record of the meeting.
3. Declarations of Interest
   Cllr S Longdon declared a personal interest for the planning application number WD/D/15/002498 as the location of the application borders his property.  It was resolved Cllr Longdon will leave the room during the vote / final decision for the application.  It was not permissible for Cllr Longdon to take part in any of the discussions prior to the vote.
4. Report from the Planning Committee
   1.  Planning Applications
      WD/D/15/002498 (Amended Plans) – 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 D Hayward read aloud the email the Clerk received from the Highways Searches Department stating Dorset County Council does not own the stone wall along Churchwell Lane. A letter was received from Shelley Saltman, Assistant Conservation Office in response to the Parish Council’s request to add the Churchwell Lane stonewall to the conservation area suggesting this is an option when the area is due to be reviewed.
      
      The Clerk noted her discussions with Wessex Water concerning the problems with overflowing sewerage on Westbury during heavy rains and the possible affect a new development would have on the system.  The representative stated if it is during heavy rains it is more likely due to illegal connections from rainwater in the area.  It was suggested this could be followed up with the Developer Group. 
      
      (Cllr S Longdon left the room)
      Cllr L Bennett, D Hayward, T Hunt met prior to the Parish Council Meeting to discuss the amended plans for this application. Both the original and amended plans were available at the meeting.  Cllr Hayward read aloud the proposed objection from the Planning Committee for a decision to be made by the Full Council. The Councillors in attendance, at the time, unanimously agreed to object.
      
      Cllr D Hayward discussed the applicant’s representative rebuttal posted online which commented on the Parish Council, and particular the Clerk and Cllr S Longdon stating they have used their positions inappropriately.  Cllr D Hayward requested this was taken off the website as the accusations are untrue. After consideration WDDC resolved to leave the rebuttal online and refer the matter to the Monitoring Office.  The Monitoring Office will provide the applicant’s representative with the appropriate forms to complete.  The process will not begin until the forms are completed.  The Monitoring Office will prepare a report to be reviewed before a decision is made.
      (Cllr S Longdon was summoned back to the meeting)
       
   2. Planning Application(s) received after the agenda was prepared
      WD/D/16/000095 – Virginia Cottage, North Street, Bradford Abbas.  Removal of existing conservatory link extension and construction of new extension and alterations. Replacement of Living Room Floor. (Full).  The Clerk will request an extension for the Parish Council’s comments by a few days in order for this application to be determined at the next Parish Council Meeting.
       
   3. Tree Applications
      The Clerk reported no applications were received.
       
   4. West Dorset District Council Planning Notifications
      Nothing to report.
       
   5. Affordable Housing
      Cllr D Hayward contacted Mr Peter Friend (Hastoe) to inform him the Parish Council could not find any other suitable alternative sites for Affordable Housing.  Mr Friend will forward this information on to the landowner and WDDC.
      
      Cllr I Houston (and Cllr R Legg) attended the Sherborne Area Partnership meeting with MP Oliver Letwin concerning the Right to Buy Scheme.  Cllr I Houston kindly provided the Councillor with notes of the meeting.  He noted there is a small community voluntary agreement which states communities are not obligated to give up their housing stock which would apply to the proposed Bradford Abbas Affordable Housing.
       
   6. Design Statement
      It was resolved Cllrs T Hunt, L Bennett and D Hayward will review the scope and structure of the design statement for recommendations to the Parish Council.  It was proposed once the website was up and running the residents of the village would be consulted on the community design statement.
      Action:  Cllrs D Hayward, T Hunt and L Bennett
      ​
5. Matters Arising from these Minutes
   1. Website
      Cllr I Houston reported the next agenda will be distributed by the website from Clerk’s website email address.  The Clerk noted she will send out the summons as usual with the website email address enclosed to ensure it is added to the Councillor’s safe list and does not end up in a junkbox.
      Action:  Cllr I Houston / Clerk
       
   2. Village Shop
      Nothing to report.
      
      ​
6. County Councillor, District Councillor and Officer Reports
   1. ​County Councillor, District Councillor
      Cllr R Legg discussed the Police Crime Commissioner Election in May, as well as a possible referendum concerning the WDDC Executive Committee arrangement.  At the moment the Executive Committee is run similar to a Leader and cabinet based model, this referendum proposes it is run on a committee system.  If the change is not agreed by the Executive Committee and proceeds to election the referendum could cost up to £95,000.  
      
      Cllr D Hayward enquired if there is an update to the Grange in respect to the possible future weddings being held.  It was resolved the Parish Council would write to both Mr F Horsington, Chair of WDDC Development Control (Planning) Committee and Ms Jean Marshall, Head of Planning, WDDC.
      Action:  Clerk/ Cllr D Hayward
      ​
   2. Shool Governors:
      Nothing to report.
      
       
   3. Trees:  
      Cllr L Bennett did not have anything to report, although she noted a tree is obstructing the footpath on the Bradford Abbas side of the Mill Farm footbridge.  The Clerk will report this to DCC.
      Action:  Clerk
      
       
   4. Footpaths:
       Cllr S Longdon reported most of the paths are loose and muddy.
      
       
   5. Village Hall:  
      Nothing to report, no meetings have taken place since December.
      
      ​
7. Highways
   1. Fingerposts
      Cllr D Hayward has not had a chance to speak to the potential volunteers. The Sherborne arm of the fingerpost near Park Lodge Hollow has been removed for repairs.  The Over Compton arm of the recently refurbished fingerpost at the junction of Back Lane and Underdown has been broken by a vehicle impact.  The arms are stored at Cllr D Hayward’s house.
      
      Both the Cllr S Longdon and the Clerk suggested Cllr D Hayward meet with the volunteers to discuss repairs rather than taking it on himself.
      Action:  Cllr D Hayward
       
   2. Other Highway Matters
      The Clerk will report the potholes along Bishop Lane and Westbury.
      Action:  Clerk
      
       
8. Report from Playing Fields Committee
   1. Playing Field Inspection Report
      In the most recent report the Clerk noted rotting wood along the ramp of the zipwire frame.  Although a few attempts have been made, the Clerk was unable to contact Mr Biscup to get the used paint when he repaired and painted the toddler frame.  The Clerk will continue to try to contact Mr Biscup.
      Action:  Clerk
       
   2. Re-Surfacing and Repairs 
      Cllr D Hayward and the Clerk met with Mr Ian Hewitt, Wessex Ground Services to request a quote for the Churchwell Street entrance gate, removing the wooden fencing surrounding the toddler area and installing grass matts under the climber frame.  Mr Kevin King, KPL is unable to do the work and recommended Mr Ian Hewitt.  Mr Hewitt indicated to the Clerk and Cllr D Hayward he could proceed with the work in mid March.
      
      The Clerk suggested, in the interest of time. could the Parish Council agree to spend between £4K and £4,500 for the work.  The Clerk based the cost from the estimated costs from Mr King and HAGS, although their estimated did not include removing the fencing and the new entrance gate.  It was agreed the budget of up to £4,500 is preapproved.  The Clerk will forward the final quote as soon as it is available
      Action: Clerk
       
   3. Playing Fields Boundary to include a new gate
      The Clerk has written to Mr R Green accepting his revised estimated cost for boundary work along Churchwell Close and Street.
       
9. Grants & Donations
   None.
    
10. Financial Accounts to include accounts for payment
    Summary of transactions for the period 11.01.2016 to 10.02.2016  

    Date	Chq No.	Payee	Item	Current a/c	Deposit a/c
    02.02.16	000760	P Chapman	Reimbursement - laptop and software	£398.99
    02.02.16	000761	P Chapman	Stationary and travel to Dorchester	£59.58
    10.02.16	000762	P Chapman	Wages	£170.66

    
    Resolved:    To approve the accounts for payment.
    
    The above payments were approved.
     
    1. Financial Regulation
       The Clerk has not had the chance to complete the draft Financial Regulations.  This will be provided to the Councillors for the next meeting.
       Action:  Clerk
       
       A Risk Assessment was distributed and will be discussed at the next meeting.
       
        
    2. Asset Register
       The Clerk distributed the asset register at the meeting.  It was suggested the grit bins were added to the register.
       
       It was agreed in future the signatories of the approved cheques would also initial the invoice and cheque stub.
       
       The Clerk will email both the Risk Assessment and Asset Register to all the Councillors.
       Action:  Clerk
       
       ​
11. Correspondences
    1. The Clerk emailed the DAPTC Courses, Conferences and Seminars for 2016
    2. The Clerk emailed a link to the County Council’s Highway Service survey results
    3. The Dorset Crimestoppers leaflet was circulated and resolved to be posted on the noticeboard.
    4. Letter from the NALC concerning HM Queen’s 90th Birthday Celebrations.
    5. The Clerk forwarded an email from the Chairman of Smaller Authorities’ Audit Appointments Limited that will be discussed at the next meeting
    6. Free Driving Lectures provided by the Institute of Advanced Motorists.
       ​
12. Pennant
    Annual Parish Meeting date, reminder to apply for street closures during the Queen’s birthday celebrations and the Free Driving Lectures available in Dorchester
     
13. Any Other Information/ Items for March Agenda
    Future Audits.
    
     
14. Date of the Next Meeting  
    Tuesday 1st March 2016 at 7:30pm in the Bradford Abbas Village Hall Committee Room.
    
    There being no further business, the meeting finished at 9:25pm.