Present: Cllr D Hayward (Chairman), Cllr L Bennett, Cllr I Houston and Cllr S
Longdon.
In Attendance: Mrs T Chapman (Clerk), District Cllr R Legg and District Cllr M Lawrence.
1. Apologies for Absence
Cllr D Coffin, Cllr A Hodgson and Cllr T Hunt.
2. Minutes of the Meeting 02.02.16
The 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
No interests were declared.
4. Report from the Planning Committee
4.1 Planning Applications
WD/D/16/000120 – 23 Ambrose Close, Bradford Abbas. First floor rear extension with dormer window. (Full)
No objections raised.
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). No objections raised.
WD/D/15/001178 - The Grange, Bradford Abbas. Change of use to a wedding venue. (application withdrawn Nov 2015) Cllr R Legg followed up with WDDC to clarify it was made clear to the applicant was unable to proceed with 6 weddings under permitted development. Cllr R Legg reported he was assured by P Canning (WDDC) this was conveyed to the applicant. Cllr D Hayward is concerned weddings will move forward using a TENS (temporary events notice) and the Bradford Abbas Sports Club for parking. Cllr R Legg confirmed they could possibly proceed with the marquee in the field.
The Parish Council wrote to J Marshall, Head of WDDC Planning, with concerns that weddings are moving forward under a TENs. J Marshall was out of the office but a reply was received from K Perry, Snr Enforcement Officer, who will investigate the matter further given the Parish Councils concerns but stated that it not normal to take pre-emptive action until there is an apparent offence.
Cllr D Hayward noted two consultee responses were submitted online after the application was withdrawn (Design and Conservation and Environmental Planning). He read aloud the response from the Environmental Health.
Although the application for 7 Wessex Drive, Bradford Abbas was not on the agenda the Clerk had an action to contact K Trevitt to query the deadline. The Clerk received an email stating a decision for the applications will not be available for at least another 8 weeks. Clls R Legg and M Lawrence stated they will suggest the application is brought before the WDDC Development Control Committee.
Cllr D Hayward has had a conversation with the owners of Gardeners Cottage concerning an extension to a ground floor room. He advised them to use a builder with knowledge of building in a conservation area. He also noted a conversation with a resident near the new single storey dwelling at 7-8 Higher Westbury. The resident was concerned with the height of the dwelling. Cllr D Hayward reported the height is as specified in the approved plans.
4.2 Planning Application(s) received after the agenda was prepared
The Clerk reported no applications were received.
4.3 Tree Applications
The Clerk reported no applications were received.
4.4 West Dorset District Council Planning Notifications
Nothing to report.
4.5 Affordable Housing
Cllr D Hayward has not had contact from Mr Peter Friend (Hastoe) to update the Parish Council. The Clerk will ring the number on the posters to ask who has replaced C Bonnett’s position within WDDC.
Action: Clerk
5. Matters Arising from these Minutes
5.1 Website
Cllr I Houston reported it will be delayed by one month due to recent personal and work commitments.
5.2 Design Statement
Cllr Hayward will distribute the design statement examples received from Cllr T Hunt to Cllr L Bennett.
Action: Cllr D Hayward
Cllr R Legg suggested many local villages are considering a Neighbourhood Plan in order to strengthen developmental boundaries. He referred to the Yetminster planning application for development near the primary school which lies outside the development area. Before the Local Plan was adopted WDDC did not have a five year housing and land supply, thus planning had to be more accommodating. There is now a five year housing and land supply in place, although it is now felt Yetminster is not in a different situation. Yetminster Parish Council are now working to put in place a Neighbourhood Plan.
6. County Councillor, District Councillor and Officer Reports
Cllr M Lawrence reported the WDDC precept is going up 1.9%, under 2%, approximately £5.
School Governors: Cllr A Hodgson was not present.
Trees: Cllr L Bennett did not have anything to report.
Footpaths: Cllr S Longdon has not walked the footpaths this month. Cllr L Bennett reported tree is still blocking the footpath near Mill Farm footbridge.
Action: Clerk
Village Hall: Nothing to report.
7. Highways
7.1 Fingerposts
Cllr D Hayward has contacted the volunteers concerning repairs to the fingerposts and will keep the Parish Council informed of any progress.
Action: Cllr D Hayward
7.2 Other Highway Matters
The potholes in the village and on Bradford Road were recently filled.
Cllr D Hayward reported a resident had contacted him concerning uncovered drains in the Bradford Hollow. He has forwarded the information to R. Skeats, DCC.
(Cllr R Legg left the meeting)
8. Report from Playing Fields Committee
8.1 Playing Field Inspection Report
The Clerk did not have anything new to report from the volunteer inspections. Cllr D Hayward will accompany Play Inspection Ltd for the annual inspection on Friday 4 March.
Action: Cllr D Hayward
8.2 Re-Surfacing and Repairs
The Clerk has forwarded the estimate from I Hewitt, Wessex Grounds Services. The cost is slightly higher than KLP. As KLP us unable to complete the work this spring it was resolved to move forward with the estimated costs
provided by Wessex Ground Services for installing the grass matts, Churchwell Gate and securing the goalpost.
£4,622 + vat – take down existing fence and gate. Level and grade into adjoining grass levels, supply and lay turf, grass protector mesh overlaid with rubber safagrass matting around multi use unit.
£11 + vat – to secure existing football goal post socket
£315 + vat - remove existing timber rails at entrance and replace with timber bridle gate with monkey tail latch 1.2m wide
The Clerk has contacted I Hewitt, Wessex Grounds Services to discuss the number of grass matts used and if possible will try to source them separately.
Action: Clerk
8.3 Playing Fields Boundary to include a new gate
See above.
9. Grants & Donations
None.
10. Financial Accounts to include accounts for payment
Summary of transactions for the period 11.02.2016 to 10.03.2016
|
Date |
Chq No. |
Payee |
Item |
Current a/c |
Deposit a/c |
|
01.03.16 |
000765 |
DAPTC |
Training & Good Councillor Guides |
£42.50 |
|
|
10.03.16 |
000762 |
P Chapman |
Wages |
£170.66 |
|
Resolved: To approve the accounts for payment.
The above payments were approved. The Clerk noted the cheque for the Bradford Abbas Village Hall was incorrect as it included the March meeting which is taking place in the Committee Room, not the main hall which incurs a higher hourly rate. It was agreed the cheque will be distributed before the next meeting and will be less £32.40.
Action: Clerk
The Clerk distributed the year end spending, although this will be redistributed due to the change in the cheque for the Village Hall.
Action: Clerk
10.1 Financial Regulation
The Clerk has given the draft regulation to the Chairman, Cllr D Hayward, for him to review before distributing them to the full council. Cllr D Hayward has reviewed them and will meet/forward the changes to the Clerk.
Action: Clerk/ Cllr D Hayward
10.2 Asset Register
It was agreed to add the following items to the fixed asset register: grit bins, grassmatts and surface under swings (carpet) The items will be reflected online and in the next audit.
Action: Clerk
The Risk Assessment was distributed at the last meeting for the Councillors to review. Comments and suggestions were agreed and the final assessment will be emailed to the Councillors once the Clerk incorporates the changes.
Action: Clerk
10.3 Future Audits
The Clerk emailed the Councillors correspondences from DAPTC concerning the SAAA. The SAAA (Smaller Authorities Audit Appointment Ltd) has been set up to procure audit for smaller public sector bodies in England by the National Association of Local Council (NALC), Society of Local Council Clerks (SLCC) following the abolition of the Audit Commission which previously performed this role. The regulation for smaller parish councils will change effective 1 April 2017. By law, every authority will still have to complete and publish an annual financial return, this requirement has not changed. By 31st March the Parish Council must choose to opt in or opt out of the new external audit regime. Bradford Abbas can choose from:
· Group 3 Opted-in authorities with neither income nor expenditure exceeding £25k
The Parish Council will need to complete and annual exemption form certifying there is not requirement for a limited assurance audit. If the council wish to have an audit it will cost £200.
· Group 4 Opted-out authorities with neither income nor expenditure exceeding £25k
The Parish Council will only need to complete and publish an annual return and to complete and submit to SAAA or an auditor specified by SAAA an annual exemption form in the same way as Group 3 authorities.
The Clerk recommended Group 4, opting out and using an internal auditor that is familiar with the requirements of a parish council. It was suggested at the Essential Finance for Smaller Parish Council training that DAPTC may provide a list of qualified auditors.
Although there remains some queries the councillors were happy to proceed with the Clerk’s recommendation.
Action: Clerk
11. Correspondences
· The Clerk sent an email early February noting the increased cost to £95 per cut for the playing field for 2016. It was resolved this is acceptable. The Clerk will contact Mr Tomsett.
· Email forwarded from WDDC: Referendum on Change of Governance System at West Dorset District Council
· Email forwarded from Dorset Police, Communications and Engagement Department, Dorset: Your View Results And Final Survey - What Part Of Dorset Police Is Most Important To You?
· Email forwarded from SAP: Changes to the Sherborne Area Partnership
· Email forwarded from DCC: Dorset Highways Capital Programme 2016/17
· The Clerk received a commemorative 2016 collector medal range for Queen Elisabeth II 90th Birthday
· Information concerning the Dementia Friendly Dorset Conference
12. Pennant
Closure of the shop.
13. Any Other Information/ Items for April Agenda
It was with regret Cllr D Hayward read aloud the resignation from Cllr A Hodgson. The Clerk will add Parish Council Vacancy to the next agenda and put an item in the Pennant.
14. Date of the Next Meeting
Tuesday 5th April 2016 at 7pm in the Bradford Abbas Village Hall Committee Room to be followed by the Annual Parish Meeting at 8pm in the main hall.
There being no further business, the meeting finished at 9:45pm.