Present: Cllrs L Bennett (Chair), P Clark, D Coffin, I Houston (Vice Chair), S Longdon and J Thomas.
In Attendance: P Chapman (Clerk)
- Welcome and to receive apologies for absence
Cllr T Hunt.
- To receive declarations of interests
No declarations received.
- To approve the minutes from the March Meeting
The minutes from the March Ordinary Meeting were approved by the Councillors in attendance and will be signed by the Chairperson, Cllr L Bennett, as a true record of the meeting.
- To discuss Dorset Council planning applications
No new applications to be considered.
- To discuss the Local Plan Consultation
The Clerk emailed the Parish Council’s response/comments to the address provided by County Cllr R Legg. This item is not needed on the next agenda.
- To receive officer reports
Village Hall: Nothing new to report. A dance club will hopefully begin hiring the hall mid April. The Clerk asked the exact timing the Post Office is in the hall on a Tuesday. Cllr L Bennett will contact Cerne Abbas for the Clerk to update the Pennant if needed. Action: Cllr L Bennett
Trees: Cllr D Coffin did not have anything to report. Orchard Close is in the process of removing the trees as indicated on their application.
Footpaths: Cllr S Longdon reported the paths are all ok at the moment. His neighbour is a keen walker and agreed to report any issues to Cllr S Longdon concerning the footpaths leading into the village.
- To receive an update from working groups
- Telephone Box Working Group
Cllr J Thomas reported the telephone box is used regularly. They received some good quality children’s books from the primary school. A request will be put in the Pennant for books specifically for teenagers. Planters and planting have been put in place for spring. They group are also cutting back the overgrown vegetation outside the Churchwell St entrance to the park.
The open gardens date of the 4th July is moving forward, £2 / £4 entrance fees. The clerk forwarded a financial update concerning the telephone box. To date £1,216.13 has been spent since July 2020, this includes the refurbishment cost of £547.97. The Clerk will put an item in the Pennant for donations of plants and help for the open gardens. Action: Clerk
Cllr D Coffin requested if the bench currently located in front of the village hall could be relocated in the playing fields corner near the Westbury / Railroad bridge. She suggested mounting it on some nonslip paving slabs to secure it costing less than £100. The Councillors approved the location and expense. Action: Cllr D Coffin
- Climate Change Emergency Working Group
Nothing new to report.
- Telephone Box Working Group
- To discuss local footpath issues
- Ambrose Close access/footpath
The Clerk was made aware the tree work was, possibly, completed in March. An Ambrose Close resident was disappointed that not enough was trimmed back and hoping they would return to do some more. The Clerk will followup with the resident. Action: Clerk
Cllr L Bennett suggested all the councillors walk by the area before the next meeting. Action: All Cllrs
- Any other footpath issues to report
Cllr D Coffin asked if it would be possible to cut back the vegetation near the East Farm footpath. It was resolved not to cut it back as it is not permissible to walk the path at the moment.
- Ambrose Close access/footpath
- To discuss the Allotment Field Lease
Cllr P Clark contacted Winchester College concerning the lease received last month. Cllr L Bennett, Cllr P Clark and the Clerk met with Kelvin to discuss the lease and rent in arrears that will be due. There was some confusion on the date the land was transferred back to Winchester College from Mr Loxton. The Clerk confirmed it was from Sept 2018, not 2019. The Clerk will speak to Kelvin. The Councillors are happy with the lease beginning in March 2019 for a period of 5 years. Cllr P Clerk explained the lease is for £750 renting the allotment gardens outlined in the lease, the fields behind them are essentially free. Action: Clerk
- To consider the Community Governance Review (CGR)
The CGR is when a parish council can request a change to Dorset Council; such as, the number of councillors, parish name and/or grouping or de-grouping parishes. The Councillors discussed whether to approach Clifton Maybank to group with Bradford Abbas, the discussion required further consideration to be discussed at the next meeting.
- To receive a Village Plan update to include Neighbourhood Plan discussion.
Cllr T Hunt (virtually) attended DAPTC’s 2 sessions concerning setting up a Neighbourhood Plan (NP). He reported back to Cllr L Bennett sharing his concern with the number of manhours that are needed in order to complete a NP. He has some outstanding queries, specifically on what may be best for our area. The sessions mentioned a neighbourhood development order that could be better suited for a small village. It was resolved the Councillors will familiarise themselves with a neighourhood development order prior to the next meeting. The Clerk will contact Cllr T Hunt to ask for recommendations on websites and/or examples for a discussion at the May Meeting. Action: Clerk
Cllrs L Bennett and I Houston noted that there are many groups in the village that overlap, CLT, Neighourhood Plan and Village Plan.
Cllr L Bennett noted the correspondence from C Loder, MP concerning the proposal of a Dorset National Park. The Clerk forwarded his request for the PC view with a link to a website providing a map of the proposal submitted in 2013. Overall, the Councillors were positive toward the proposal, a good way to protect Dorset, environmentally. Cllr L Bennett offered to respond to the MP and ask what his misgivings are concerning the proposal. Action: Cllr L Bennett
- Community Land Trust update
Nothing new to report.
- To discuss the website updates to include the Governments Ultrafast Broadband Scheme
Cllr I Houston has nothing to report, he has not had any communication concerning the broadband scheme.
- To discuss any highways issues
- Trees overhanging Underdown
Dorset Highways has contacted Yeovil Golf Course concerning maintenance of the tree branches overhanging Underdown. The Golf Course is arranging for a tree survey. The Clerk will contact the Golf Course again concerning the increased usage of the bmx and motor bike courses. Action: Clerk
- Flooding in areas of the village
The Clerk wrote to P Thatcher Dorset Council suggesting drainage on the Clifton Maybank side of Smiths Bridge to elevate flooding. P Thatcher's reply stated that no extra drainage or culverts will help, the gullies are often backed up and cannot discharge back into the river.
The Clerk also mentioned the area outside the Club. P Thatcher had the drains cleared on both sides of the road and suggested the Parish Council consider Flood Wardens if the issue continues.
Cllr D Coffin spoke to a resident recently that felt some of the roads could use road signs, it may help lorries from driving down the smaller lanes. It was resolved the Clerk will request a street name signage for Underdown and Grants Hill at the junction entering the village from the Sherborne direction. Action: Clerk
- To review the playing field inspection reports
Cllr J Thomas noted the goalpost nearest to the railway is loose. Cllr L Bennett noted is often loose when it is dry, however we should keep an eye on it.
Cllr D Coffin asked if the Parish Council were considering replacing the goalposts. The Clerk reported although a resident forwarded possible grants the Councillors decided the large unit was priority at the moment.
The Clerk noted the trees near Churchwell Close should be cut at the end of the week.
Cllr L Bennett noted it would be possible to meet to discuss the new climbing frame. She will suggest a few dates for all Councillors to take part if they wish. Action: Cllr L Bennett/All Cllrs
- Financial Accounts
- To consider a Grant Awarding Policy
Prior to the meeting the Clerk emailed 2 possible Grant Policies. It was resolved and unanimously agreed to use example 2. Cllr I Houston will put together a form for the website. Action: Cllr I Houston
- To consider March Payments
The Clerk emailed the following information to the Cllrs
Current Account:
£2,799.28 Account balance reported from the previous meeting
£2,103.83 Less: March payments
£ 34.85 Less: Fingerpost letter order
£ 15.00 Receipt: grant received for telephone box
£ 675.60
Deposit Account:
£9,784.42 Account balance reported from the previous meeting
£ 0.08 Receipt: March interest
£ 9,784.50
£10,460.10 Total in all accounts
Proposed April Payments:
£220.00 Clerk's wage
£155.80 K M Dike invoice 21/078 (Mar 21 grass cutting)
£ 39.00 DAPTC NP Training attended by TH 11/3
£ 39.00 DAPTC NP Training attended by TH 25/3
£178.76 KE telephone box library expenses
£632.56
The Clerk recommended £500 is moved from the current account to the deposit account to cover the upcoming payments. All Agreed, approval of the accounts and transfer of funds.
- To consider a Grant Awarding Policy
- Trees overhanging Underdown
- Correspondences received
- An email concerning 3 Cross Road, it has been tidied up.
- YDH Governor needed. The Clerk will add this to the website. Action: Clerk
- DAPTS newsletters and survey
- DAPTC email concerning face to face meetings are required after the 7th May
- Items for The Pennant
- telephone box donations of plant cuttings, open gardens
- Annual Parish Meeting 6/7/21 at 7:30pm
- Parish Council will resume face to face meetings in the village hall in June
- Any other Information / Date of the Next Meeting
4th May, Annual Council Meeting, 7:30pm on Zoom.
Mtg closed 9:30pm