Present: Cllrs L Bennett, P Clark, I Houston, T Hunt, S Longdon, J Thomas
In Attendance: P Chapman (Clerk), County Cllr R Legg and 1 member of the public
- Welcome and to receive apologies for absence
Apologies received and accepted from Cllr D Coffin
- To receive declarations of interests
None.
- To approve the minutes from the previous meeting
The Councillors agreed and accepted the amended minutes adding the Gollops Ground working group’s purpose to the September Meeting minutes. No changes were proposed for the October minutes and both minutes were signed as a true record of the meeting.
- To discuss Dorset Council planning applications and decisions
No new planning decisions from Dorset Council to report.
Cllr I Houston reported he spoke to a few residents along Cross Road concerning the new telegraph pole proposed by BT. Currently Cross Road does not have any overhead poles within the cul de sac and the residents would prefer the proposed pole was erected across from the entrance of the cul de sac. The Clerk will request a plan for all proposed new poles within the parish. Action: Clerk
- To receive officer reports
Footpaths: Cllr S Longdon received and installed the new footpath signs from DC. He reported there has been a lot of flooding recently and many paths were impassible prior to the rainfall the paths were passible.
Village Hall: Cllr J Thomas reported the AGM was cancelled. The Village Hall Committee is working toward installing Wifi in the hall. Previously the Parish Council agreed to donate £11 per month for the Wifi. The Committee is now looking into different suppliers due to the installation costs and timings. The Village Hall Committee would like to know if the Parish Council would increase the commitment from £132.00 to £288.00 annually. All agreed. Cllr L Bennett will speak to the Village Hall Chairperson. Action: Cllr L Bennett
CLT: on hold
Trees: Cllr D Coffin was not present.
- To receive an update from working groups
- Telephone Box Working Group
The working group received a lot of book donation and bulb planting continues throughout the village. The telephone box will be decorated in time for the Remembrance Service.
- Climate Change Emergency Working Group
Clerk forwarded an email from eforests on 1/11 offering free trees. It was suggested the email could be forwarded to local farmers in Bradford Abbas and Clifton Maybank as well as put in the Pennant asking for suggestions for a Queen’s Jubilee tree location. Action: Clerk
- Telephone Box Working Group
- An update from the Shop Steering Group and COU concerns
The Shop Steering Group do not have an upcoming meeting planned.
- To discuss moving the noticeboard from the Old Post Office, Church Road.
The noticeboard has been removed from the Old Post Office House. In the absence of the Clerk Cllr L Bennett arranged for M Hopkins to remove it. The Clerk reported it will cost £25.00.
The Clerk suggested the noticeboard relocated to the playing fields and the councillors noted there is more footfall at the entrance of the footpath off of Church Road. It was resolved the Councillors will look at the Church Road location and let the Clerk know if it is suitable. Action: All Cllrs
- To discuss local footpath issues
- Gollops Ground update
Cllr I Houston reported the working group is in the process of getting feedback to the compromise put forward by the landowner. The Clerk confirmed the ROW application is on hold at the request of the working group/councillors. Cllr I Houston will discuss the ROW application with the working group and report back at the next meeting. Action: Cllr I Houston
- Any other footpath issues to report
Cllr S Longdon noted the recent flooding was more than he has seen in many years. It was noted Sherborne Castle has opened the sluice gates and that may have an impact on the flooding the area. The Clerk will contact the Environmental Agency to alert them to the issues. Action: Clerk
Cllr R Legg asked if the Parish Council would consider donating £10 for the upcoming BHS DMMO meeting with the Sherborne Rural Ward. The Cllr unanimously agreed to donate £10 toward the cost of the meeting. No date has been set.
- Gollops Ground update
- To review and discuss a possible neighbourhood plan
The NP meeting is set for the 16th November in the village hall. Cllr T Hunt summarised the purpose of a NP for the member of the public in attendance. The Clerk loaned the hard copy of the Yetminster & Ryme Instinseca NP to review prior to the meeting on the 16th Nov.
. - To discuss any highways issues
- Trees overhanging Underdown
Nothing to report. The Clerk will follow up with DC concerning the clearing up the overhanging trees. Action: Clerk
- Replacement litter bin on Cross Road
Cllr D Coffin sent an email informing the PC the cost for a new waste bin and installation will be £280.00. The Cllrs agreed to pay £280.00 for the new bin.
- Any other highways issues
The Clerk reported DC highways is aware of the damage to the wall along Church Road opposite The Old Coach House. Cllr I Houston reported the resident’s embankment along Back Lane has been repaired by DC.
The Clerk noted after following up with Dorset Highways that Queens Road is on a list to receive “micro asphalt treatment”. No date for this treatment has been received. The Clerk will forward the email received from DC concerning the treatment to Cllr R Legg. Action: Clerk
- Trees overhanging Underdown
- To review the playing field inspection reports
Nothing to report.
- New equipment grant applications update
Cllr P Clark has kindly offered to be the 2nd contact for the grant applications. The Clerk met with Mr Williams of Wicksteed yesterday. He will supply the quoted necessary for the application.
The member of the public in attendance asked if the PC would like to join other village organisations in a Queen’s Jubilee weekend event at the beginning of June. The Clerk volunteered to join.
- Financial Accounts
- To consider any grants and/or donation requests
No new requests.
- To consider November payments
An error was made in the email sent prior to the meeting and hard copies were provided at the meeting that included the invoice for the defibrillators of £840.00 for the year. The Councillors in attendance agreed to the revised schedule of payments. (see schedule at the end of the minutes)
The Clerk will email Winchester College to request the bank details for the payment of £1,875 rent in arrears. The Clerk will invoice the allotment society and confirm payments received from Mr Tinsley. Action: Clerk
- Initial budget 2022/23 discussions
The Clerk added this to the agenda in order to request the Councillors consider what is needed for the upcoming budget and email the clerk prior to the January meeting. Action: All Cllrs
- To consider any grants and/or donation requests
- Digital Register of Interests
One councillor needs to complete the register of interests.
- Policies
- Code of Conduct
Prior to the meeting the Clerk emailed the LGA Councillor Code of Conduct Model 2020. Cllr S Longdon proposed adopting the new code of conduct; Cllr J Thomas seconded.
- Financial Risk Assessment
Prior to the meeting the Clerk emailed the Financial Risk Assessment & Financial Regulations. The Clerk suggested the amount of £500 that could be agreed and spent between meetings should exclude VAT. Cllr L Bennett noted she does not have the envelope with the Parish Clerk passwords. The Clerk will provide her with this asap. The Cllrs agreed to the suggested change. Cllr T Hunt proposed adopting the Risk Assessment Cllr P Clark seconded. Cllr L Bennett proposed adopting the Financial Regulations; Cllr I Houston seconded.
- Code of Conduct
- Correspondences received
- Cllr L Bennett noted the Clerk forwarded an email concerning the Dorset Council’s library consultation.
- All newsletters from DC, DAPTC forwarded via email
- Items for The Pennant
- Email from eforsets for free trees and possible sites for a Queen Jubliee tree
- Any other Information / Date of the Next Meeting
The Clerk provided the dates for the meetings in 2022 and suggested the following:
- the February, April, June & October Ordinary Meetings are TBD and only take place if needed
- consider starting the meetings at 7pm
- expand the Annual meeting in April to invite all village organisations to provide a report, if they wish to do so
- add a “Public Participation Session” to each meeting. This is a recognized agenda item when members of the public/residents can speak on an agenda item at the beginning of the meeting (time limited).
The Councillors agreed to trial less meetings in 2022.
The next Ordinary meeting is scheduled Tuesday 4th January 2022 in the village hall. The budget meeting proposed for 25 January may need to be moved. The Chairperson will let the Clerk know and propose another date.
Cllr L Bennett enquired if the allotment society can have sheds. The Clerk will review the lease between the Parish Council and Winchester College. Action: Clerk
Cllr I Houston suggested the Westbury border of the playing field hedges need to be trimmed. Action: Clerk
Current Account:
£8,341.76 Account balance reported from the previous meeting
£1,073.90 Less: Approved October Payments
£ 540.00 Less: Elite Play Inspections (skate ramp repair/repaint as estimated)
£ 26.39 Less: IH LCN renewal reimbursement (website)
£ 500.00 Less: Donation to upkeep of churchyard
£6,201.47
Deposit Account:
£10,916.00 Account balance reported from the previous meeting
£ .10 Receipt: October interest
£ 500.00 Receipt: KT payment for allotment
£11,416.10 (£1,500 KT/ £3,131.00 for PF equipment)
November payments presented for approval:
£230.00 Clerk's wage 8
£840.00 South Western Ambulance Services (defibs)
£158.90 K M Dike inv 1243 (grass cutting)
£280.00 Dorset Council for the litter bin (Cross Rd/North Street)
£ 25.00 M Hopkins (remove noticeboard, invoice not received at the time of the meeting)