Present: Cllrs L Bennett, P Clark, D Hayward, I Houston, T Hunt and S Longdon.
- Apologies for Absence
Cllrs R Legg and D Coffin
- To elect a Chairman of the Council
Cllr I Houston proposed Cllr D Hayward, Cllr L Bennett seconded. Cllr D Hayward kindly accepted the office of Chairman.
- To receive the Chairman's declaration on acceptance of office
Cllr D Hayward signed the acceptance of office form.
- To elect a Vice Chairman of the Council
Cllr I Houston proposed Cllr L Bennett, Cllr S Longdon seconded. Cllr L Bennett kindly accepted the office of Vice Chair.
- To receive the Vice Chairman's declaration of acceptance of office
Cllr L Bennett signed the acceptance of office form.
- To appoint representatives to outside bodies
- Tree Preservation Officer – Cllr L Bennett
- Pennant and Heritage – Cllr D Hayward
- Rights of Way/ Footpaths Officer – Cllr S Longdon
- Village Hall Representative – Cllr T Hunt
- Planning Representative – Cllr D Hayward
The above representative remain the same as previous years.
- To appoint councillors to the Working Groups
- Planning Working Group
Cllrs L Bennett, D Hayward, T Hunt and S Longdon. Cllr D Coffin was not present but assured the Clerk she is happy to continue as a member of the Planning Working Group. All agreed.
- Playing Field Working Group
Cllrs P Clark, D Hayward, I Houston and S Longdon
- Village Plan Working Group
Cllrs L Bennett, I Houston and T Hunt
- Planning Working Group
- To consider the payment of any subscription falling to be paid annually
It was agreed to continue the membership of DAPTC and to automatically renew LCN for the website and ICO for data protection
Cllr I Houston suggested the Parish Council reinstates the Website Working Group. All agreed. The working group will consist of Cllrs P Clark, I Houston, T Hunt and S Longdon.
- Declarations of Interests
None.
- Minutes of the Previous Ordinary Meeting
The minutes were approved by the Councillors and signed by the Chairman, Cllr D Hayward, as a true record of the meeting.
- Dorset Council Applications
- Dorset Council Planning Applications
WD/D/19/000730 5 Churchwell Street, Removal of existing garage and alterations to extension. Erect detached carport. A few of the Councillors had not reviewed the application, but in principle there were no objections. The Cllrs will review the application and email the Clerk their decisions. Action: Planning Working Group/All Cllrs
WD/D/19/000875 5 Emlet, Westbury, Bradford Abbas. Form parking space for 2 No. vehicles. A few of the Cllrs had a problem accessing a some of the documents online. In principle, it was agreed the premise of less cars parking on the tight corner is a good idea but the Cllrs expressed concerns with the practicality of accessing the parking space(s) as it could potentially be dangerous. A question was raised if the application included a restriction of parking in front of the access. No decision made. The Councillors will keep in touch via email concerning this application. Action: Planning Working Group/All Cllrs
- Dorset Council Planning Decisions
WD/D/19/000558, 12 CROSS ROAD, was granted planning permission.
- Dorset Council Planning Applications
- Telephone box on Churchwell Street
Cllr D Hayward emailed photos of the telephone box to BT in order to support the need for the telephone box to be repainted. BT has agreed to repaint the box.
- Officer Reports
Footpaths: Cllr S Longdon reported the paths are all overgrown but structurally ok.
Village Hall: Cllr T Hunt had nothing new to report. The next meeting is scheduled for the end of the month.
Trees: Cllr L Bennett had nothing to report.
- Affordable Housing
Nothing new to report. It was suggested investigating a social evening with wine and cheese to introduce the idea of a Community Land Trust.
- Allotments
Cllr D Hayward forwarded the draft lease he received from the Winchester Estates Bursar. The Clerk noted she received a letter from the Winchester Estates solicitors confirming the Clerk and Chairman of the Parish Council will sign the final lease.
Cllr D Hayward suggested passing the letter and the draft lease onto a friend (retired solicitor) to ask their advice, specifically naming Mr Tinsley as a tenant and the three month exit clause that appears to only apply to the land owners. Action: Cllr D Hayward
Cllr D Hayward noted the first payment will be due in June.
- War Memorial
At the last meeting Cllr D Hayward informed the Parish Council the St Mary’s Week Charitable Trust has offered a grant of £400.00 to incorporate the missing names from war memorial. Those that served is missing 15 names and those that gave their lives is missing 4 names. The Charitable Trust has given a deadline of September in order to claim the grant. Cllr D Hayward wrote to Mr Siggins to state it may take longer than September to begin the work. The Clerk will begin asking for estimates and advice. Action: Clerk
Cllr T Hunt will continue to work on the pre application advice from the War Memorial Trust in order to determine if we can apply for a grant if the cost incurred is high. Action: Cllr T Hunt
- Matters Arising / Actions Taken
- Village Plan
Nothing to report. Cllr T Hunt noted some work will need to be done to reflect the Dorset Council’s reorganization.
- Website
Cllr I Houston noted he will adjust the spacing/heading when printing of the meeting notice. Action: Cllr I Houston
- Village Plan
- Bus Shelter on Church Road
Cllr S Longdon suggested a bus shelter for the students catching the Gryphon bus. After a lengthy discussion and careful consideration, it was resolved not to move forward with a bus shelter on Church Road and Manor Close on the basis ideal location(s) could not be found. Concerns that the bus shelter would not be aesthetically pleasing in a conservation area were also raised.
- Sherborne Area Roadsafe Campaign
The Clerk received an email/letter seeking the Parish Council’s sponsorship for effective road safety signs (@ £300 each) near the primary schools around the Sherborne area. It was resolved not to move forward with this at the moment. The Clerk will respond to the email. Action: Clerk
- Financial Risk Assessment Policy Review
The Clerk has proposed a few areas that need updating. Cllr I Houston noted a missing heading in the assessment document. The Clerk will make the changes and email the Councillors with the document prior to the next meeting. Action: Clerk
- Highways
- Speed Limit along Underdown/Bradford Road
The Clerk spoke to Mr P Thatcher and he stated, from his experience, the cycle warning sign requested "will carry no weight" and does not fit within the "Dorset Sign Protocol". Dorset Council’s policy is lessening the clutter of signage on the rural road. This item is not needed for the next agenda.
- Drain and Gulley Maintenance Update
The work should be completed within the next month.
- Apply for official street name concerning Grants Hill
The Parish Council has proposed extending the name Grants Hill to Smiths Bridge. The Clerk wrote to the two residents to ask their opinion on officially naming the unnamed section of the road from the junction Church Road to Smiths Bridge.
- Any other highways issues
Cllr D Hayward reported the fingerpost at the top of Grants Hill and Underdown/Bradford Road has now been repaired and reinstalled.
The Clerk noted after reporting the Back Lane street sign was damaged and needed re-erecting she received an email from Dorset Council noting there is no longer a workforce that installs nameplates in place. Dorset Council will contact the Clerk when a team of installers is available. In the meantime, Cllr P Clark will retrieve the sign. Action: Cllr P Clark
- Speed Limit along Underdown/Bradford Road
- Playing Field
- Inspection Reports from Volunteers
The Clerk noted some possible rot on the ramp of the zip wire closest to the skate ramp.
Cllr I Houston suggested laying a proper hedge along Westbury. The Clerk will approach KM Dike for an estimate. Action: Clerk
Cllr D Hayward asked the Clerk to approach M Hopkins for an estimate and schedule for the removal of the see saw and laying the turf. Action: Clerk
Cllr I Houston suggested additional grass matts are laid around the Whizzer. The Councillors discussed tethering the picnic tables. Cllr S Longdon will move them back nearer the younger play equipment. Action: Cllr S Longdon
- Equipment
Nothing new to report.
- Inspection Reports from Volunteers
- Financial Accounts
- Grants and Donations
No new grants or donation received or requested.
- Accounts for Payment
Current Account:
Account balance reported from the previous meeting £3,244.46
Receipt: Precept 1st instalment £5,327.50
Less: approved payments from the previous meeting £340.20
Less: KM Dike Nurseries payment invoice 504 £152.00
£8,079.76
Deposit Account:
Account balance reported from the previous meeting £8,758.76
Receipt: April lnterest £0.46
£11,759.22
Total in all accounts £19,838.98
Payments presented for approval:
£215.20 Clerk's wage
£102.00 KM Dike Nurseries invoice544 (hedge cutting)
£152.00 KM Dike Nurseries invoice 523 grass maintnenance April 2019
£338.72 DAPTC Annual Subscription 2019/2020
£ 40.00 ICO renewal
£847.92 May Payments
- End of Year Accounts
The Clerk emailed the audit to the Councillors prior to the meeting. The accounts were approved by the Councillors in attendance. Section 1 the Annual Governance Statements, excluding number 9 as the Parish Council does not have a trust fund, were all answered with a yes.
- Grants and Donations
- Correspondences
- The Clerk wrote to the resident of the Old Rectory to inform them the Dorset Council Highways will not restrict parking along Church Road in front of the Old Rectory wall for safety purposes as the Parish Council requested.
- The Clerk organized a resuscitation / defibrillator training in the village hall for 24/6 6:30pm
- Cllr D Hayward noted the History Society has had permission from Highways to erect the information board on Church Road.
- Transport and travel newsletter
- Items for the Pennant
Elections information, picnic tables near the smaller children’s equipment.
- Any other Information / Date of the Next Meeting
Tuesday, 4th June 2019 Committee Room, Bradford Abbas Village Hall