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Minutes for Ordinary Parish Council Meeting on Tuesday, 5 November 2019

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By Parish Clerk, Mon, 30/12/2019 - 22:58
Meeting details
Ordinary Parish Council Meeting on Tuesday, 5 November 2019

Present:  Cllrs L Bennett (Vice Chair), P Clark, D Hayward (Chair), I Houston, T Hunt and S Longdon.
In attendance:  P Chapman (Clerk) and Dorset Councillor R Legg
 

  1. Apologies for Absence
    Apologies were accepted from Cllr D Coffin.
     
  2. Declarations 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
      WD/D/19/002377 10 Compton Road, Yeovil, BA21 5BZ. Erect two storey side and single storey rear extension. The Clerk was alerted to this application after the agenda was prepared. The Councillor did not have any objections to this application. Action:  Clerk

      WD/D/19/002472 East Farm House, Bradford Abbas, Sherborne DT9 6JN Demolition of existing extensions and outbuildings. Erect 2 storey and single storey extensions and erection of a single storey annexe. The Clerk printed off one of the drawings that summarised the work to be done. Not all the documents were available online at the time of the meeting.  No objections raising but the Councillors would like to review the documents carefully, the deadline is 29/11/19. The Councillors will email the Clerk their views.  Action: ALL Councillors
       
    2. Dorset Council Planning Decisions
      WD/D/19/001712 (2 Coombe Cottage) granted planning permission.
       
    3. Telephone Box on Churchwell Street
      The Clerk contacted the skittles group to ask if they could let the Parish Council know what work / repairs they feel are needed and they could possibly volunteer to take on. She also requested an estimated cost for materials needed. 

      The Clerk will complete BTs form to adopt the telephone box.  Action: Clerk

      The Councillors will consult the residents what they feel the telephone box should  become in the new year. 
       
  5.  Officer Reports
    Village Hall:  Cllr T Hunt reported the Village Hall has a meeting next week.  The Christmas fundraiser was cancelled due to the St Mary’s Week Christmas Concert scheduled for the 6th December.

    Footpaths:  Cllr S Longdon noted there is a lot of overgrown brambles, the footpaths are muddy but all passable.

    Trees:  Cllr L Bennett had nothing to report. The Clerk noted she had a call from the resident of 3 Churchwell Close requesting the overhanging brambles from the playing field should be cut.  She would prefer the trees were felled as they were not purposely planted.  The Councillors are happy for the Clerk to apply to have them trimmed, but not removed.   noted the application to fell the dead tree in the playing field was granted and has contacted K M Dike to proceed.        Action: Clerk

    Cllr D Coffin informed the Councillors the overgrown vegetation on the footpath behind Ambrose Close has been reported to the landlord by the tenant.  No action required.
     
  6. Cllr I Houston’s Feedback from the Dorset Council’s Workshop
    Cllr I Houston attended the DC Workshop in Bridport in October 2019.  The workshop was an opportunity for Parish and Town Councils to discuss how their relationship with DC will be constructed.  Cllr D Houston reported it was interesting to hear the concerns from other parish councils. The meeting/ workshop was well attended, but not conclusive.
     
  7. Community Land Trust
    The Clerk provided a suggested agenda that was approved. The Clerk will put the agenda on the website, and noticeboards. Posters were provided for the Councillors to put up.  The Clerk will provide the refreshments (tea, coffee and biscuits), and contact the speakers to discuss their technological requirements.  Cllr I Houston has kindly offered to help with anything they need. The Clerk suggested a PA system for the evening.  Cllr I Houston will make sure the village hall’s PA systems is available on the night. Cllr D Hayward will provide a brief introductions and history of affordable housing.  Action: Cllr I Houston, Cllr D Hayward & Clerk

    The Clerk and a few Councillors had an informal meeting with members of the Loxton Family.  They stated they are willing to provide some land for a small number of houses, not in order to gain income or profit, if the residents of the village in support of the affordable housing.

    The Clerk will take minutes/notes from the meeting for the website. She will also ask a member of the Camera Club if it is their projector screen can be use on the night.  Action: Clerk
     
  8. Allotments
    Cllr D Hayward has not had any communications from Winchester Estates.  The Clerk requested copies of the communications for records.  It was agreed Cllr D Hayward will write to the Allotment Society and Mr Kelvin Tinsley to provide an estimated cost per year for the land rental to ensure the funds are available when the issues of the tenancy lease are resolved.   Action: Cllr D Hayward

    The Clerk will contact the Winchester Estates to inform them the Parish Council is waiting for their response to the issues raised by Cllr D Hayward.   Action: Clerk
     
  9. War Memorial
    The Clerk has made many attempts to contact Mr P Louth. Nothing to report.
     
  10. Matters Arising / Actions Taken
    1. Village Plan
      Nothing to report.
       
    2. Website
      Cllr I Houston is in the process of determining the website’s accessibility for those with disabilities.  The Clerk has added the 2020 meetings to the website and village hall bookings calendar as well as the community land trust meeting.
       
  11. Financial Risk Assessment Policy Review
    The Clerk emailed the draft to the councillors, all agreed to accept the document. This item is not needed for the next meeting.
     
  12. Highways
    Cllr D Hayward noted Dorset Council completed the drains works on Grope Lane and a resident of Grope Lane reported where the road is not level the water continues to collect.

    The mud on Grants Hill from the increased farm traffic had made the road very slippery and damaged the verges.  Cllr L Bennett reported the state of the road to Dorset Council. Attempts were made to clear the mud although due to the wet weather it did rectify the situation. The Clerk will keep an eye on the state of the road and report it to both Highways and the Dorset Council online reporting system.  Action: Clerk
     
  13. Playing Field
    1. Inspection Reports to include the Annual Inspection
      The Clerk forward the annual inspection report.  The Clerk will
      - investigate signage for emergency contact detail
      - speak to the volunteer concerning securing the rubbish bin liners
      - discuss the work needed to the toddler swings with Mr M Hopkins                   Action: Clerk

      The Councillors discussed replacing the big unit and zipwire. The Clerk will provide costings for the zipwire replacement and begin earmarking funds for replacing equipment for the 2020/2021 budget.     Action: Clerk
       
    2. Equipment
      The Westbury entrance gate and the painting of the E2R frame has been completed, Cllr D Hayward will ask for the key to the gate/ removable post and padlock.  Action: Cllr D Hayward

      A resident from Churchwell Close contacted the Clerk requesting the overhanging branches were trimmed.  The Clerk met with the resident and reported they would like the trees removed in order to regain light into their garden.  It was resolved the trees will be trimmed but not removed. The Clerk will apply for planning.  Action: Clerk

      The dead tree in the playing fields has been removed.
       
  14. Financial Accounts
    1. Grants & Donations
      A request from St John’s Ambulance. It was resolved not to donate this year.
       
    2. Accounts for Payment
      Current Account:
      £9,459.07 Account balance reported from the previous meeting
      £   585.06 Less: October payments
      £   200.00 Less: Donation to History Society
      £ 8,674.01

      Deposit Account:
      £12,049.71  Account balance reported from the previous meeting
      £            .50  Receipt: October Interest
      £12,050.21
      £20,724.22  Total in all accounts

      The Clerk requested approval for two payments:  £215.20 Clerk’s wage and £152.00 KM Dike Nurseries invoice. The payments were unanimously approved by the Councillors in attendance.
       
  15. Correspondences
    - letter concerning Climate Change from Dorset Council
    - email from a residents with reference to the news item on the website concerning mud on the roads
     
  16. Items for the Pennant
    - suggestions to how the Parish Council can take action on Climate Change
    - Subscribe to online newsletter through the Parish Council’s website
     
  17. Any Other Information/Items for January Agenda
    Next Meeting, Tuesday 7th January 2020 Bradford Abbas Village Hall

    Meeting end 9:55pm

 

Document status
Draft

Where to go next

  • The Pennant
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