Minutes for Ordinary Parish Council Meeting on Tuesday, 4 February 2020

Present:  Clls L Bennett, P Clark, D Coffin, I Houston and S Longdon
In Attendance P Chapman (Clerk) and District Cllr R Legg

In the absence of a Chairperson the Vice Chair, Cllr L Bennett, will chair the meeting
 

1. Apologies for Absence
   Apologies were accepted from Cllr T Hunt.
    
2. Declarations of Interests
   None.
    
3. Minutes of the Previous Ordinary Meeting
   The minutes from the meeting held on 7th January 2020 were approved by the Councillors in attendance and signed by the Vice Chairperson, Cllr L Bennett, as a true record of the meeting.
    
4. Chairman/ Co-opt Councillor
   Cllr L Bennett asked if anyone was willing to put themselves forward for Chairperson. In the absence of a volunteer Cllr L Bennett is prepared to chair the meetings until the Annual Council Meeting in May. She is unavailable for the March Meeting, Cllr I Houston kindly offered to chair the March Meeting.  Action: Cllr I Houston
   
   The Clerk informed Dorset Council of the vacancy due to Cllr D Hayward’s death. The notice of vacancy will most likely begin the second week of February, the timeline is determined by Dorset Council. The Clerk will keep the Councillors informed.   Action: Clerk
    
5. Dorset Council Applications
   1. Dorset Council Planning Applications 
      No new applications were submitted for approval.
       
   2. Dorset Council Planning Decisions
      None.
       
   3. Telephone box on Churchwell Street
      The Clerk forwarded the agreement she received from BT to the Councillors. The Cllrs are happy for the Clerk to sign the agreement.  Action: Clerk
       
6. Officer Reports
   Village Hall: Cllr T Hunt not present.
   
   Trees:  Cllr L Bennett did not have anything new to report. The Clerk will need to identify the trees for the Dorset Council Application to prune the trees overhanging the garage to 3 Churchwell Close.  Action: Clerk
   
   Footpaths: Cllr S Longdon noted they are all slippery and muddy. He trimmed the brambles along the Mill Farm footpath. 
    
7. Footpaths
   1. Wyke Farm
      Cllr R Legg reported the Yeohead Parish Council Footpaths Officer has been engaging in correspondences with Ilchester Estates, Velcort and Dorset Council in order to get the footpaths between Wyke and Sherborne reinstated.  Cllr R Legg suggested the Parish Councils and Sherborne Town Council unite in order to make them aware the network of footpaths is very important to the local community. Cllrs S Longdon and L Bennett approved of the draft letter the Clerk forwarded from the Yeohead Parish Clerk. Cllr S Longdon, Footpaths Officer will sign the final letter.  Action: Cllr S Longdon
       
   2. Fanny Brooks Lane
      The footpath was repaired by Dorset Highways. No further action required.
       
8. Community Land Trust
   Cllr T Hunt was not in attendance to report back from the CLT meeting last week.
    
9. Allotments
   The Clerk has not had a reply to her email to Winchester College requesting the Parish Council only leases the fields currently used as allotments, the 2 fields nearest to Back Lane. in order to receive a 12-month tenancy.
   
   Cllr L Bennett spoke to Mr Wordsworth (Winchester College) today and reported they do not wish to break up the fields, they would prefer one lease to cover all four fields. The Clerk noted the draft lease does not allow for a 12 month termination notice period that is required for allotments / BAAHA. The Councillors prefer to lease the land directly from the landowners and sublease to the allotment society and Mr Tinsley.  Cllr R Legg kindly offered to ask if the Sherborne Town Clerk if he is able to assist the Parish Council.
   
   Cllr I Houston suggested a few of the Councillors should meet to discuss the issues and possible options. The Clerk will email DAPTC to request a contact for advice as well.  Action: Clerk/ Cllrs I Houston & P Clark
    
10. War Memorial
    The Clerk has not heard from Mr P Louth with the final details of the plaques. Cllr D Coffin noted her relative, F. Cox was listed on the existing plaques and on the missing names list. The Clerk will contact Mr Hann to enquire if that is accurate.  Action: Clerk
     
11. Matters Arising / Actions Taken
    1. Village Plan
       Cllr T Hunt was not present, nothing to report.
        
    2. Website
       As agreed from the last meeting Cllr I Houston has moved the website to LCN. He reported it will be more expensive than previously estimated.  Cllr I Houston will provide updated estimated costs to the Clerk.    Action: Cllr I Houston 
        
12. Memorial Bench
    The Clerk received the information for the Eric Garrett memorial bench to review in order to contact the brewery to request permission for a similar bench on the other side of the war memorial commemorating John Gillham.   Action: Clerk
     
13. Highways 
    1. Flooding, Drains and Gullies
        The Clerk reported many of the gullies have been cleared thoughout the village recently.  Cllr D Coffin noted a drain along Westbury was uncovered when the work was done to the hedges. The drain cover is lifted up and stuck in the dirt filled gully. The Clerk will take a photo and report it.  Action:  Clerk
       
       Cllr I Houston notices a tree has been carried down the river and is now blocking Smith’s Bridge. He will report this to the Environmental Agency as is hindering the flow of water under the bridge.  Action:  Cllr I Houston
        
    2. Any other Highways Matters
       The Clerk will request Quarry Lane, Church Road (outside the pub) and Bakehouse Lane/The Cross need to be street cleaned of the debris left behind with recent flooding.  Action: Clerk
        
14. Playing Field
    1. Inspection Reports
       Nothing new to address. The Clerk noted she does not have the key to the padlock for the removable post. Cllr D Coffin volunteered to ask Mr M Bird if he has a key to the padlock.  Action: Cllr D Coffin
        
    2. Equipment Replacement Suggestions
       The Clerk presented several options for the replacement of the zip wire. After reviewing the options the Clerk offered to request final costs from Wicksteed and Caloo Ltd., both made of galvanised steel.  Cllr I Houston noted the surface under the Whizzer is very muddy and not level suggesting the Parish Council considers installing rubber matting.  The Clerk suggested this option is put in place when the zip wire is replaced. In the meantime she will look to see if there is any of the blue rubber chippings from the seesaw in the shed to put down.  Action: Clerk
       
       The Clerk met with Mr M Hopkins to discuss the options to repair toddler swing. The movement of the frame, when in use, was noted in the annual report.  Mr Hopkins suggesting supporting the posts in “A” frame” style.  The Clerk is concerned it may become a trip hazard.  The only other option is to add cement to the existing cement underground (estimated cost is approximately £100.00).  The Councillor resolved to go with the “A” frame suggesting the supports are not low to the ground, lessening the trip hazard as it was felt the cement will not fully resolve the issue.  The Clerk will contact Mr M Hopkins to get an estimate.  Action:  Clerk
        
15. Financial Accounts
    1. Grants and Donations
       None.
        
    2. Accounts for Payment
       The payment presented to the Councillors were approved.
       £    220.00  Clerk’s Wage 11
       £      14.40 Clerk’s backpay of £43.20 to be paid over 3 months
       £ 1,473.75 Grounds Maintenance (hedgelaying)
       £    152.00 KM Dike Nurseries Invoice
       £      85.90  Village Hall (Parish Council Meetings)
       £1,946.05
       
       The Clerk provided the Councillors with following information:
       Current Account
       £7,861.61  Account balance reported from the previous meeting
       £   456.40  Less January payments
       £     64.00   Less M Hook payment (painting E2R frame)
       £7,341.21
       
       Deposit Account:
       £12,051.21  Account balance reported from the previous meeting
       £            .51  January interest
       £12,051.72
       
       £19,392.93  Total in all accounts
       
       As mentioned at the January meeting British Gas has again taken 2 payments of £21.50 from the Current Account in December 2019 and January 2020. Direct debits requested online cannot be checked and/or blocked and as British Gas has taken money from the account on 3 separate occasions the Clerk suggested opening a new account. The Clerk requested a volunteer to become a signatory to replace D Hayward. It was resolved Cllrs S Longdon, L Bennett, D Coffin and P Clark will become signatories for the new account. The Clerk will email you requesting information in order to start the process off online. Action: Clerk 
        
16. Correspondences
    - An email concerning a new Community Led Housing Hub. Cllr L Bennett suggested the Clerk forward the email to the CLT members. Action: Clerk
    - Dorset Local Plan Meeting invitation scheduled for 6th March Southwalks House, Dorchester.
     
17. Items for the Pennant
    Parish Council Vacancy.
     
18. Any other Information / Date of the Next Meeting
    It was noted the MP will be at the pub with reference to the lack of bus service in the village.
    Meeting end 9:30pm