Present: Cllrs L Bennett (Chair), P Clark, I Houston (Vice Chair), T Hunt, S Longdon and J Thomas.
In Attendance: P Chapman (Clerk)
- Welcome and to receive apologies for absence
The Clerk welcomed all to the meeting. Apologies were accepted from Cllr D Coffin and County Cllr R Legg.
- To elect a Chairman of the Council
Cllr P Clerk proposed Cllr L Bennett, Cllr T Hunt seconded. Cllr L Bennett kindly accepted the office of Chairperson.
- To receive the Chairman's declaration on acceptance of office
The Clerk will deliver the acceptance form for her to sign and return.
- To elect a Vice Chairman of the Council
Cllr T Hunt proposed Cllr I Houston, Cllr S Longdon seconded. Cllr I Houston kindly accepted the office of Vice Chairperson.
- To receive the Vice Chairman's declaration of acceptance of office
The Clerk will deliver the acceptance form for him to sign and return.
- To appoint representatives to outside bodies
(The Councillors are happy to continue with their current roles.)- Tree Preservation Officer: Cllr D Coffin
- Pennant and Heritage: Cllr T Hunt
- Rights of Way/ Footpaths Officer: Cllr S Longdon
- Community Land Trust: Cllr T Hunt
- Village Hall Representative: Cllr J Thomas
- To appoint councillors to the Working Groups
- Playing Field Working Group
Cllrs L Bennett, P Clark, I Houston, and S Longdon - Neighbourbood Plan/Village Plan Working Group
Cllrs L Bennett, I Houston & T Hunt - Climate Change Working Group
Cllr I Houston & J Thomas - Telephone Box Working Group
Cllrs S Longdon & J Thomas
It was resolved the website working group should continue and will consist of Cllrs I Houston, T Hunt, P Clark & S Longdon
- Playing Field Working Group
- To consider the payment of any subscription falling to be paid annually
It was agreed to continue membership to the DAPTC, annual renewal for the website & ICO.
- To receive declarations of interests
Cllr J Thomas declared an interest in the planning application for her conservatory.
- To approve the minutes from the Ordinary March Meeting
The minutes were approved by the Councillors and signed by the Chairperson, Cllr L Bennett, as a true record of the meeting.
- To discuss Dorset Council planning applications and decisions
- WD/D/20/003049: Loscombe House, Old Compton Lane: Certificate of Lawfulness The Councillors did not have any objection to the application. The Clerk submitted a comment of no objection prior to the meeting in order to meet the deadline.
- WD/D/20/002276: Tudor Cottage, Church Road: Replacement of Conservatory (retrospective) The Clerk reported the applications was refused. Cllr J Thomas did not need to leave the meeting as no decisions were to be made. She reported she will appeal the decision as the Dorset Council has been inconsistent in their decisions.
- P/HOU/2021/00434: 13 Compton Road, Yeovil, Dorset BA21 5BZ erection of a front, side & rear extension, including garage conversion. The Councillors supported this application.
- P/LBC/2021/00466: Glynn Cottage, North Street replacement of front door. The Councillors supported this application.
- To receive officer reports
Tree Officer: Not present
CLT: Cllr T Hunt had nothing new to report
Footpaths: Cllr S Longdon noted all footpaths were ok at the moment. He moved a large tree branch that came down in the wind near the planning field.
Village Hall: Cllr J Thomas reported a ballet class and preschool are the only users at the moment. The hall will be used as a polling station on Thursday.
Cllr T Hunt announced the Heritage AGM will take place on Zoom on the 19th May. All welcome and encouraged to attend.
- To receive an update from working groups
- ​​​​​​​Telephone Box Working Group
Cllr J Thomas reported they are still looking for books for teenagers and the 3rd trough has been ordered. The open gardens will move forward on the 4th July. The Clerk will contact M Hopkins concerning the work to be completed to DH’s memorial bench. Action: Clerk
- Climate Change Emergency Working Group
Nothing new to report.
- An update from the Shop Steering Group
Cllr J Thomas reported at the next meeting they hope to have someone speak about setting up a shop and they are making contact with someone local that has experience with grant applications. It was resolved as the property still appears to be on the market on the market Cllr L Bennett will contact the landowner to let him know there maybe interest in renting his property for a community shop. Action: Cllr L Bennett
Cllr T Hunt noted the role of a CLT is to secure assets or property to develop projects. If the Shop Steering Group get involved with the Plunket Foundation, they will be advised to set up a benefit society to secure property. The CLT is the benefit society already set up for the village to secure this type of property if/when the time comes. Cllr J Thomas reported the group needs to determine if there is a will for a Community Shop and how to go about it prior to a location.
The Clerk noted she has been asked several times from residents that they heard the property with the shop already has been granted change of use. The Clerk, Cllr L Bennett and Cllr R Legg has all received confirmation the COU will need to be applied for and the Parish Council, along with residents, will receive an opportunity to put their view forward.
- ​​​​​​​Telephone Box Working Group
- To discuss local footpath issues
- Ambrose Close footpath
The Councillors felt the work Dorset Council proposed has been completed. The Clerk will contact the resident to ask them to contact Dorset Council directly if they are unhappy. Action: Clerk
- Any other footpath issues to report
Nothing else reported.
- Ambrose Close footpath
- To discuss the Allotment Field Lease
The Clerk received the leases from Winchester Estates and will pass on to Cllr L Bennett to sign as Chairperson. The Clerk will arrange for agreements between the PC and Allotment Society and Mr Tinsley. Mr Tinsley has prepaid of £1,000 the Parish Council is holding. Action: Clerk
- To consider the Community Governance Review (CGR)
After careful consideration it was resolved the Clerk will bring the CGR to the attention to Clifton Maybank. Action: Clerk
- To receive a village plan update to include neighbourhood plan discussion.
Prior to the meeting Cllr T Hunt emailed information concerning a NP (neighbourhood plan). The Cllrs discussed the benefit of a NP is to have a plan and policy for the future of the village, protecting it from an influx of a housing development, it must work alongside the area plan.
Cllr J Thomas noted the PC should designate a meeting to discuss it in greater detail. Cllr T Hunt suggested the PC pays for a consultant for the proposed meeting to get a better understanding of a NP before presenting it to residents. Cllr T Hunt said it was imperative to review the documents he sent out. Cllr T Hunt was happy to find a consultant to conduct the meeting and the approximate costs. Action: Cllr T Hunt
- To discuss the website updates to include the Governments Ultrafast Broadband Scheme
Cllr I Houston noted it appears the scheme deadline has been extended and it looks like we are back up to 90%. He will add an item to the next Pennant. Action: Cllr I Houston
Cllr I Houston requested the Parish Council subscribes to Drupal, the opens source project used for the website. The Clerk will take the look at the website budget and confirm the PC is underbudget for the website and Cllr I Houston will investigate the costs for the Clerk. Action: Cllr I Houston/ Clerk
- To discuss any highways issues
- Trees overhanging Underdown
Nothing new to report.
- Flooding in areas of the village
A resident contacted the Clerk requesting a few more drains along Quarry Lane could elevate the issue at the junction. Cllr I Houston suggested the proposed drains along Quarry Lane could connect to Pettitts Close storm sewer. The Clerk will contact the Highways. Action: Clerk
- Trees overhanging Underdown
- To review the playing field inspection reports
Nothing new to report. The Clerk has asked Wicksteed to suggest equipment.
Cllr L Bennett discussed the Dorset National Park. Overall, the Councillors felt the paper the Clerk recently emailed (sent 3/5/21) was very good and agreed with the PCs views. The Clerk will go back to the MP to let him know the PC supports the Dorset National Park. Action: Clerk
- Financial Accounts
- To consider any grants and/or donation requests
No new requests. The Clerk noted she will contact A Fall to contribute to the memorial bench for J Gillam as previously agreed (£250.00). Action: Clerk
- To consider May payments
The Clerk emailed the following information prior to the meeting
Current Account:
£ 675.60 Account balance reported from the previous meeting
£ 632.56 Less: April payments
£ 32.50 Less: approved JT telephone box expenses
£ 500.00 Receipt: transfer from deposit account
£ 40.70 Receipt: grant received for the telephone box library
£ 551.24
Deposit Account:
£ 9,784.50 Account balance reported from the previous meeting
£ 500.00 Less: transfer to current account
£ 1,000.00 Holding KT allotment back payments
£ 0.08 Receipt: April interest
£10,284.58
£10,835.82 Total in all accounts
Proposed May Payments:
£230.00 Clerk's wage (includes wage increase)
£ 10.00 Clerk's backpay
£155.80 K M Dike invoice April 21 grass cutting
£250.00 donation toward JG's memorial bench
£645.80
In the past few days the Clerk received payment requests from Cllr L Bennett for £3.96; Toomer Tress Services for £360.00; ICO for £40 renewal. The cost for the grass cutting has gone up to £158.90; the cost emailed prior to the meeting is incorrect. The 1st precept payment of £6,412.50 is expected by the end of April. Cllr T Hunt proposed the accounts and additional payments are accepted. All agreed.
- To consider any grants and/or donation requests
- Correspondences received
- Cllr L Bennett noted Mr A Fall asked two representatives to attend the dedication of JG’s memorial bench. It was resolved perhaps Cllr D Coffin will accompany Cllr L Bennett. Action: Cllr L Bennett.
- Upcoming works to the roadsworks in June.
- Dorset National Park Consultation
- Cllr T Hunt noted the email received from Cllr R Legg concerning the 5 year housing test was difficult to understand the implications it will have on our village. The Clerk will ask Cllr R Legg to summarise the email at the next meeting. Action: Clerk
- Items for The Pennant
- Annual Parish Meeting. Cllr I Houston suggested it includes refreshments at the end of the meeting.
- Ultra broadband Scheme
- Annual Parish Meeting date
- Any other Information / Date of the Next Meeting
Tuesday 1st June at 7:30pm in the village hall
The Clerk will add the end of year accounts to be approved.
Meeting ended at 9:25pm