Minutes for Ordinary Parish Council Meeting on Tuesday, 5 October 2021

Present:  Cllrs L Bennett (Chair), P Clark, D Coffin, I Houston (Vice Chair), T Hunt, S Longdon and J Thomas.
In Attendance:  P Chapman (Clerk) and County Cllr R Legg

1. Welcome and to receive apologies for absence
   Cllr L Bennett welcomed the Councillors. The Clerk had no absences to report.
    
2. To receive declarations of interests
   Cllr P Clark noted he has submitted a tree application (P/TRC/2021/03407).
    
3. To approve the minutes from the Ordinary September Meeting
   The Clerk neglected to add the approved invoice from Mr Ayteo for the skate ramp repairs of £120 to the previous meetings minutes.  Cllr I Houston noted there should be clarification concerning the working group’s mandates:
   - To communicate with landowners their compromise plan for access to the river bank.
   - to garner the opinion of the wider Bradford Abbas community
   - to communicate a response to the landowner
   - not to submit any application for the re-establishment of the traditional footpaths through the field until after the response to the landowner has been made.
   
   The Clerk will provide the amended minutes at the next meeting to be signed by the Chairperson.  Action: Clerk
    
4. To discuss Dorset Council planning applications and decisions
   -  P/FUL/2021/0851 St Mary’s School, Mill Lane, Bradford Abbas.  The Clerk noted the objection received from a resident adjacent to the proposed multi unit games area.  The objections the neighbour noted were:  lack of consultation, noise, inappropriate location/ proximately to neighbours, conservation area, proposed material and incorrect information provided in the application. After careful consideration the Cllrs supported the application with the stipulation it was used in daylight hours only and no lighting will be erected, including security lighting to avoid any light pollution to the adjacent properties.  Action: Clerk
   
   - P/HOU/2021/02698 5 South View, Bradford Abbas. Erect Single Storey Side extension. The Cllrs supported this application (via email). The Clerk submitted comments prior to this meeting in order to meet the deadline of 30/9/21
   
   - P/HOU/2021/02357 6 Manor Close, Bradford Abbas.  Extension to form carport with studio annex over.  At the previous meeting the councillors did not have any objections, however after the meeting it was noted the adjacent neighbours objected and after reassessing the application the Cllrs changed their view to objection on the basis of overlooking and loss of light to the adjacent properties, . The Clerk thanked Cllr L Bennett for submitting the objection within the deadline while the Clerk was unavailable.
    
5. To receive officer reports
   Village Hall:  Cllr J Thomas noted the Gardening Club has disbanded, donations and refunds are being processed due to cancellations in 2020/2021 and WiFi is coming.  There is an ongoing conversation between school and the village hall concerning the car park and access to the gates located near the village hall doors/ramp in order to access the school grounds.  The Clerk may have maps from Derek Hayward to forward to Mr B Hunt that maybe useful. Action: Clerk
   
   CLT: Cllr T Hunt noted it is on hold until the outcome of the Parish Council’s decision concerning the Neighbourhood Plan.
   
   Footpaths:  Cllr S London reported he has not had the opportunity to walk all the local paths but Mill Farm is currently flooded.
   
   Trees: Cllr D Coffin stated the trees were cut last week in the playing fields and she had no objections concerning Old Downs (Church Road) tree application.
   
   Cllr R Legg reported he walked the area with Cllr I Houston and a few residents  and/or Gollops Ground working group to get a better understanding of landowners suggested compromises.  The group walked over to footpaths near Mill Farm and discussed the roman archaeological area that may have not been recorded by Dorset Council. Cllr R Legg following up on this with Historical Environmental Records department.
    
6. To receive an update from working groups
   1. Telephone Box Working Group
      Cllr J Thomas reported the future themes will include wildlife, travel etc. There will be a display for remembrance day.  It was agreed the Parish Council will pay up to £100 for a Christmas Tree to be planted in the Rose & Crown Car Park.  Approval was given by Admiral Taverns.
       
   2. Climate Change Emergency Working Group
      Nothing new to report
       
7. An update from the Shop Steering Group and COU concerns
   No Steering Group Meeting took place last month. The Clerk contacted Jo Witherden, a planning consultant, concerning a possible breach of planning. She suggested the shop could be classified as F2. After fully considering the options available it was resolved the Clerk will alert Dorset Council to the breach of planning and groundwork completed in a conservation area.  Action: Clerk
   
   Cllrs I Houston, T Hunt, L Bennett and the Clerk will meet to discuss the possibility of registering it as a Community Asset. Cllr T Hunt will approach a resident familiar with the process.  Action: Cllr I Houston, Hunt, Bennett and the Clerk
    
8. To discuss local footpath issues
   1. Gollops Ground
      Cllr I Houston noted the working group will poll residents in order to explore possible acceptable compromises. It was suggested this could also be a  community asset.
       
   2. Any other footpath issues to report
      The Clerk suggested the Cllrs complete the Dorset Council’s Right of Way Consultation emailed prior to the meeting, a link is also on the parish council website.  The Clerk asked if the Cllrs would email important areas for a parish council collective response as well. The deadline is 31/10.  Action: Clerk
       
9. To receive a village plan update to include neighbourhood plan discussion.
   Cllr T Hunt suggested an open meeting with Mr S Murcer,  a Hazelbury Bryan Councillor to present his experiences and reasons for the Hazelbury Bryan Neighbourhood Plan. All Cllrs agreed this was a good idea and a few of the Cllrs will meet to discuss this in further detail with a view to organise an open meeting for November. Action: Cllrs I Houston, T Hunt, Diane Coffin & J Thomas.
    
10. To discuss any highways issues
    1. Trees overhanging Underdown
       No date set. The Clerk has tried emailing several times and will continue to follow-up as needed. Action: Clerk
       (Cllr R Legg left the meeting)
        
    2. Replacement litter bin on Cross Road
       Cllr D Coffin is waiting Dorset Waste Partnership (DWP) to visit the site and assess the possibility and cost of a litter bin at street level. The previous quotes were for an extra large litter bin and required additional collection. Cllr D Coffin will follow up.  Action:  Cllr D Coffin
        
    3. Any other highways issues
       The Clerk and several residents reported the mud on Grants Hill. The surface was considered slippery and dangerous.  Slippery signs were erected the following day, after reports went in to Highways. The Clerk will follow up with Dorset Highways as the tractors should wash their tyres prior to entering the public highways.  Action: Clerk
       
       Cllr L Bennett noted the time and asked if some of the agenda could wait until the next meeting. The Clerk noted financial accounts must be approved in order to pay invoices.
        
11. To review the playing field inspection reports
    To be discussed at the next meeting.
     
12. Financial Accounts
    1. To consider any grants and/or donation requests
       The Clerk has not had a response from the Church treasurer confirming the bank account detail are the same as late year in order to donate £500 to the upkeep of the churchyard. The Clerk will try again to contact the treasurer.   Action: Clerk
        
    2. To consider October payments
       The Clerk emailed the following information prior to the meeting
       £3,469.78  Account balance reported from the previous meeting
       £1,540.52  Less September payments (includes £120 to Mr Atyeo & less .40 wage 6)
       £6,412.50  Receipt: Precept
       £8,341.76
       Deposit account
       £10,915.91 Account balance reported from the previous meeting
                  £.09  Receipt: September Interest
       £10,916.00  (£1K for allotment/ £2.5K for PF equipment)
       £19,257.76  Total in all accounts
       
       Proposed Sept Payments:
       £  230.00 Clerk’s wage 7
       £  158.90  Grass Cutting inv 1213
       £  540.00  Toomer Tree Services
       £1,073.90
       Outstanding: £18.80 (HMRC/Clerk paid), £500.00 Church donation  The accounts were approved by Cllr L Bennett and seconded by Cllr T Hunt.
        
13. Digital Register of Interests
    The Clerk will register the Cllrs on the Dorset Website in order for them to use the link sent by DC to complete the ROI by 31/10/21.  DAPTC has provided some video tutorials that will be helpful.  Action: Clerk
     
14. Proposed New Code of Conduct
    To be reviewed at the next meeting
     
15. Correspondences received
    - Defibrillator awareness sessions can begin again with Southwestern Ambulance Service . The Clerk will organise it for 2022
    - Highways Road Works – closure of the Hollow between 18/10 & 28/10 for BT
     
16. Items for The Pennant
    - A resident suggested the Clerk’s contact details are in every Pennant.  Action: Clerk
    - Date of Open Meeting
     
17. Any other Information / Date of the Next Meeting
    Tuesday 2nd November Ordinary Parish Council Meeting in the village hall at 7:30pm  

Meeting ended at 10pm