Minutes for Ordinary Parish Council Meeting on Tuesday, 9 July 2019

Present:  Cllrs L Bennett (Vice Chair), D Hayward (Chair) and S Longdon.

In attendance:  P Chapman (Clerk) and Dorset Councillor R Legg
(The quorum for the meeting to proceed was met)

1. Apologies for Absence
   Cllrs D Coffin, P Clark, I Houston and T Hunt.
    
2. Declaration of Interests
   None.
    
3. Minutes of the Last Meeting
   The minutes were approved by the Councillors in attendance and signed by the Chairman, Cllr D Hayward, as a true record of the meeting.
    
4. Dorset Council Applications
   1. Dorset Council Planning Applications
      The Clerk noted a new application for Peachy Fields, Bradford Abbas DT9 6RE:  WD/D/19/001322 Change of use of agricultural building to dwelling house (Use Class C3) and for associated operational development. The Parish Council is not a consultee, the application is permitted development.
      
      Cllr D Hayward discussed the new information available for the application WD/D/19/000875 (5 Emlet), Westbury to form parking space for 2 vehicles. Cllr L Bennett still had concerns with the access very near two tight bends.
       
   2. Dorset Council Planning Decisions
      Nothing to report.
       
   3. Telephone Box on Churchwell Street
      Cllr D Hayward had nothing new to report.
      
      (Cllr R Legg arrived)
      Cllr D Hayward asked Cllr R Legg if there is any new information concerning the Emlet planning application.  Cllr R Legg informed the Councillors it looks likely it will be approved, although there is a possibility it could go to Committee. It was resolved the Clerk will email the Parish Council’s support as Highways did not raise any road safety objections. Action: Clerk
       
5. Officer Reports
   Footpaths:  Cllr S Longdon reported he has not had a chance to walk all the footpaths this month but the major ones are all ok, slightly overgrown but the weeds will dieback naturally. He will make contact with the volunteer. Action: Cllr S Longdon
   
   Cllr R Legg noted he was at the most recent Castleton Parish Meeting a possible footpath consultation from Ilchester Estates was discussed. The Clerk will email the Yeohead Parish Clerk to ask if she could kindly forward any consultation she receives with reference to footpaths in Castleton.  Action: Clerk
   
   Trees:  Cllr L Bennett had nothing report.
   
   Village Hall:  Cllr T Hunt was not present. The Clerk reported the Village Hall received £240.00 from the Festival of Wheels (FOW). The next meeting is scheduled for the end of July.
    
6. Community Land Trust (CLT)
   The Clerk noted she received an email from Mr Simon Parker requesting an update from his visit a few months ago.  It was decided the Parish Council wish to have a public meeting in the autumn to determine if there are enough residents interested in a possible CLT. Action: Clerk
    
7. Allotments
   Cllr D Hayward has not had contact from the Estate Bursar after expressing the concerns from the Parish Council with the structure and implication of the proposed lease.  The Councillors would prefer two leases. Cllr D Hayward will phone the Estate Bursar for an update.       Action: Cllr D Hayward
    
8. War Memorial
   Cllr D Hayward reported there has been no sign from Mr Bide to test the cement removal of the tiles from the roof of the war memorial.  The Clerk will write to Mr Bide to request a schedule. Action: Clerk
   
   The Clerk has had no reply from Mr Paul Louth (letter cutter) she had tried via email and telephone since the last meeting to receive an estimate for the work to be done in order to add names to the plaques.   The Clerk has recently contacted another letter cutter from Abbotsbury in order to receive an estimate by the September Meeting. An estimate will give the Parish Council an idea if the grant from the St Mary’s Festival of £400.00 will be enough or if the Parish Council will need apply for additional grants from the Memorial Trust.  Action: Clerk
   
   If the Clerk does not hear from either letter cutter the Parish Council may need to consider machine cut lettering for the additional plaques.  The Clerk will begin investigating this option as well.  Action: Clerk
   
   Cllr D Hayward offered to speak to a representative from the St Mary’s Week Charity to ask to extend the grant deadline.  Action: Cllr D Hayward
    
9. Matters Arising / Actions Taken
   1. Village Plan
      Nothing to report at this time.
       
   2. Website
      The Clerk informed the Councillors the end of year accounts are available for review online.
       
10. Financial Risk Assessment Policy Review
    Nothing to report The Clerk will need to meet with Cllr I Houston.  Action: Cllr I Houston / Clerk
     
11. Highways
    1. Apply for official street name concerning Grants Hill
       The Clerk has not received any response from her letter to the two properties proposing the unnamed section of the road between the junction of Church Road and Smith’s Bridge is officially named.
        
    2. Any other highways issues
       The water on Back Lane is a possible leak and needs to be repaired by Wessex Water. The Clerk will report the leak to ensure they are aware of it.  Action: Clerk
       
       Cllr I Houston suggested the Parish Council purchases similar signs as Thornford’s to encourage dog owners to clean up after their dog.  The Clerk passed around a suggested sign to the Councillors in attendance. She will email Cllr I Houston the example. Action: Clerk
       
       The Clerk noted a correspondence from a Compton Road resident concerning a new track for 4 x 4s off the Peel Centre Car Park. The Clerk has sent photos to both the police and Peel Centre. A discussion took place concerning the concrete blocks. The Clerk will send a photo of the area to Highways to request a possibility of an additional block.  Action: Clerk
       
       Cllr D Hayward informed the Councillors we will have 4 new volunteer litter pickers from the WI. The Clerk provided litter picking supplies to Cllr D Hayward to pass on to the volunteers.  Action: Cllr D Hayward
       
       The Clerk will report the large pothole outside Pettitts Close junction/entrance.  The Clerk will email Mr P Thatcher to enquire when they will complete the work outlined on the roads in the village. 
        
12. Playing Field
    1. Inspection Reports from Volunteers
       Nothing new to report from the inspections.  Cllr L Bennett noted, when in use, the baby swing is moving quite a bit.  Cllr D Hayward suggested it happens when the ground is very dry.  The Clerk informed the council the playing field annual inspection is due and if there is an issue it will be in the report. 
       
       Cllr D Hayward reported the FOW has donated £288.00 to the Parish Council and will cover the cost to repair the gate and post of £336.00. 
       
       It was resolved the Clerk will organise the annual inspection again this year with The Play Inspection Company.  Action: Clerk
       
       The Clerk received two estimates for hedge laying the Westbury border of the playing fields. It was decided to hold off making a decision and wait for more councillors to weigh in on the final decision.
        
    2. Equipment
       The E2R frame needs painting. The Clerk will approach a local handyman in the village to ask if he is interested in the estimating for the work. Action: Clerk
        
13. Financial Accounts
    1. Grants & Donations
       The Clerk received a letter from the Church Treasurer requesting a grant toward the upkeep of the churchyard.  It was resolved to donate £500.00 The FOW donation of £288.00 is in the deposit account.
        
    2. Accounts for Payment
       Current Account:
       £  7,231.84   Account balance reported from the previous meeting    
       £     443.13  Less  : Approved payments from the previous meeting   
       £       45.00  Internal audit invoice                                             
       £       20.00  Receipt British Gas error                           
       £  6,763.71                                                                          
       
       Deposit Account:
       £11,759.70  Account balance reported from the previous meeting    
       £           .52  Receipt: June Interest
       £     288.00  Festival of Wheels donation
       £12,048.22
       £18,811.93  Total in all accounts                                                                       
       
       The following payments were unanimously approved by the Cllrs in attendance:
       £215.20  Clerk’s wage
       £152.00  KM Dike invoice 546 grass maintenance for June 2019
       £500.00  St Mary’s Church donation
       £867.20
        
    3. End of Year Accounts
       The end of year accounts have been sent to PKF Littlejohn LLP and are available online. 
        
14. Correspondences
    - The Clerk forwarded various newletters received from Dorset Council via email
     
15. Items for the Pennant
    Community Land Trust discussion and links to examples.  Thank FOW for the kind donation.
     
16. Any Other Information/Items for July Agenda
    The Clerk noted only 6 people attended the free defibrillator/first aid training. It was suggested if the next training is scheduled for a Monday night the Cubs are included.  The Clerk will contact Mr N Dyke to find out if someone is checking the defibrillator at the Club.  Derek updated the Councillors with reference to the information board and the delays incurred.
    
    Next Meeting, Tuesday 3rd September 2019 Bradford Abbas Village Hall
    Meeting end 9pm