Present: Cllrs L Bennett (Vice Chair), P Clark, I Houston, and S Longdon
In Attendance: Mrs P Chapman (Clerk)
In the absence of the Chairman, Cllr D Hayward, Cllr L Bennet will chair the meeting.
- Apologies for Absence
Apologies were accepted from Cllrs D Coffin, D Hayward, T Hunt and Dorset Cllr R Legg
- Declarations of Interests
None.
- Minutes of the Previous Ordinary Meeting
The minutes from the meeting held on 5th November 2019 were approved by the Councillors in attendance and signed by the Vice Chairperson, Cllr L Bennett, as a true record of the meeting.
- Dorset Council Applications
- Dorset Council Planning Applications
No new applications were submitted for approval. The Clerk confirmed that she submitted a tree application to prune the trees in the playing fields overhanging the garage of 3 Churchwell Close as agreed at the November meeting.
- Dorset Council Planning Decisions
None.
- Telephone box on Churchwell Street
The Clerk forwarded the agreement she received within the last few days from BT for their comments. She will contact another Clerks to ask if they had any issues with the agreement. Action: All Cllrs & Clerk
Cllr S Longdon reviewed the agreement prior to the meeting noting BT will continue to supply electricity, although it was up to the Parish Council to make any upgrades necessary. The Clerk mentioned the volunteers discussed the possibility of solar power to help provide the electricity needed.
The Clerk will add an item to the Pennant to ask for suggestions on the future use of the telephone box. Action: Clerk
- Dorset Council Planning Applications
- Officer Reports
Village Hall: Cllr T Hunt not present.
Trees: Cllr L Bennett did not have anything new to report
Footpaths: Cllr S Longdon noted it is a mixed bag, mostly muddy and slippery. Fanny Brooks Lane is up to 18 inches deep in the middle and dangerous at the moment. The Clerk will email D Ackerly (Dorset Council Ranger) to report this issue immediately. Cllr I Houston and S Longdon have kindly volunteered to make the repairs with Dorset Council suppling the materials and acceptable plans for the repairs. Action: Clerk
- Community Land Trust
The Clerk noted there are currently 10 residents interested in joining the steering group and with their consent she has passed on their details to A Ward (Wessex CLT). The first meeting is scheduled for 30th January at 4pm. The Clerk asked if it were possible that the Parish Council would cover the costs of the meeting at the village hall until they have the funds or an alternative meeting venue. The Councillors in attendance unanimously agreed to cover the cost of 2 hrs @ £6.60/hr per meeting. The Clerk will arrange for the invoices to be addressed to the Parish Council. Action: Clerk
It was resolved anyone showing interest in joining the steering group the Clerk will pass on to A Ward. Action: Clerk
- Allotments
The Clerk reported she met with Cllr L Bennett in order to determine exactly what type of tenancy the Parish Council wish to have with Winchester College with reference to the Allotments. The Clerk emailed Winchester College requesting two leases, one for the currently Allotments governed by the BAAHA Society and another for Mr K Tinsley. The BAAHA Society agreement requires a 12 month termination period in order to adhere to the Allotment Act of 1950.
The Clerk received a response today stating Winchester College do not wish to change the lease the Parish Council received a few months ago. This lease is between the Parish Council and Winchester Estates that covered all the land with a termination period of 3 months. It was resolved it is imperative the Parish Council signs a 12-month termination tenancy for the portion of land currently run by the BAAHA. The Clerk will go back to Winchester College reducing the amount of land in the agreement to include the two fields that border Back Lane and are currently used as allotments in order to receive a 12-month termination period. Action: Clerk
- War Memorial
The Clerk set up a meeting with Mr P Louth to discuss the final details of the plaques. Unfortunately, Mr Louth did not attend the meeting. Mr R Hann, Cllrs D Hayward & T Hunt discussed the proposed abbreviations etc suggested by Mr Louth. The Clerk emailed Mr Louth a few issues and requested a final plan in writing before any work begins.
The Clerk received a request from the Sports Club for a Village Memorial Bench for John Gillham an active member of the village serving on the Parish Council, British Legion, service in the Second World War and a founder member of the Club. It was suggested the bench could be sited next to the War Memorial mirroring the current Eric Garrett bench. In principle the Councillors in attendance agreed it was a good idea but needed to investigate into the land and wall ownership. Action: Clerk
- Matters Arising / Actions Taken
- Village Plan
Cllr T Hunt was not present. Cllr I Houston noted in order to have more photos on the website and in the village plan as suggested by Cllr T Hunt in a previous meeting some changes to the website need to take place.
- Website
Cllr I Houston discussed upgrading the website, moving the server from Amazon to LCN. This may cost a little more per year (approximately up to £5 per month) but Cllr I Houston felt it was necessary to make it easier to run. It was unanimously agreed to move from Amazon to LCN. The Clerk will increase the precept to reflect the change.
Action: Cllr I Houston & Clerk
- Village Plan
- Financial Risk Assessment Policy Review
Not needed on the agenda.
- Highways
- Flooding, Drains and Gullies
The Clerk has reported many issues directly with Mr P Thatcher over the past few months. Most recently she felt it was best to report each drain/gully separately on the Dorset Council website and although it is time consuming it guarantees the issues are investigated.
Cllr I Houston reported some of the drains along Grants Hill were cleared in the past 2 days, more work to be done within 28 days. The Councillors discussed the demise of the verges within the village, specifically along Grants Hill due to the increase farm equipment travelling along the lanes. The Clerk feels Dorset Highways is only reactive to reports submitted with issues and not able to take on the cause of the issues. The Clerk to speak to Cllr R Legg. Action: Clerk
Cllrs I Houston & P Clark will draft a letter to the MP concerning the issues caused by the new farming methods has had on the village. Action: Cllrs I Houston & P Clark
The Clerk reports the Dorset Council owned drain, near the litter bin just beyond Quarry Lane, but it could possibly be the Club owned drain near it that may also have an issue with the narrow pipe not able to cope with the amount of rain recently. The Clerk will continue to report blockages.
The Clerk noted the email received from Cllr D Coffin discussing the state of the drains at the west end of Cross Road and suggested the need for the growth surrounding the drains to be cut back.
- Any other Highways Matters
Cllr L Bennett noted a pothole outside Wessex Drive. Action: Clerk
- Flooding, Drains and Gullies
- Playing Field
- Inspection Reports
Nothing new to address. The Clerk emailed the 2020 Inspection Rota
- Equipment Replacement Suggestions
The Clerk emailed several different options for replacing the zip wire. She previously suggested the Parish Council could most likely afford replacing the zip wire as many of the safety issues raised in the annual inspection will need to be addressed soon. Some of the new safety regulations will be difficult to meet with the older pieces of equipment in the playing fields. The Clerk will search for grants to replace the larger toddler unit.
It was resolved the Clerk will report back to the next meeting with the cost for the Outside Play zip wire with one ramp. Action: Clerk
- Inspection Reports
- Financial Accounts
- Grants and Donations
None.
- Accounts for Payment
The Clerk reported British Gas has received a direct debit of £43.00 in total from the account. British Gas will refund the money but it is a lengthy process to go through each time to receive a refund. This has happened before, in March 2019. The Clerk spoke to a representative at the Yeovil branch of Lloyds bank and there is nothing that can be done to prevent this from happening again. The Clerk reported it to fraud with British Gas and Lloyds but this was also reported in March of 2019. It was resolved to be on the safe side the Clerk will open a new bank account. Action: Clerk
The Clerk provided the Councillors with following information:
Current Account
£8,674.01 Account balance reported from the previous meeting
£ 367.20 Less November payments
£ 78.00 Less Play Inspection Co Ltd payment for annual inspection
£ 367.20 Less December Payments (Clerk’s Wage & KM Dike Invoice)
£7,861.61
Deposit Account:
£12,050.21 Account balance reported from the previous meeting
£ .54 November interest
£ .46 December Interest
£12,051.21
£19,912.82 Total in all accounts
Payments requested for approval:
£220.00 Clerk’s Wage
£43.20 back pay
£70.00 DAPTC invoice for Clerk’s seminar
£152.00 KM Dike Nurseries Invoice
- Budget
The Clerk proposed keeping the precept of £10,655 for 2020/21. It was approved although the website budget will need to increase to cover the new LCN costs of approximately £60.00. (The draft budget is available on request)
- Grants and Donations
- Correspondences
- Letter from A Fall (on behalf of the Sports Club) concerning a memorial bench for J Gilham, discussed earlier in the meeting
- An email updating the Parish Council on the Clifton Farm Solar Farm
- Planning Peer Review to be held 15/1/20. No one is available.
- Police Commissioner’s email noting Martyn Underhill will not be standing for re-election
- Email concerning the police precept
- Items for the Pennant
The Clerk missed the December Pennant and will add the items to the February Pennant. She will add an item to thank the residents reporting potholes, drainage and fly tipping.
- Any other Information / Date of the Next Meeting
Memorial Bench for John Gilliam, additional trees and flowers through the village
Meeting end 9:22pm