Minutes for Ordinary Parish Council Meeting on Tuesday, 7 June 2016

Present:  Cllrs D Hayward (Chairman), L Bennett (Vice Chair), P Clark and T Hunt.

In Attendance:  Mrs T Chapman (Clerk), District Cllrs M Lawrence and R Legg, County Cllr M Hall and three members of the public.
 

1. Apologies for Absence
   Cllrs D Coffin, I Houston and S Longdon. 
    
2. Minutes from the Last Meeting
   The draft minutes from the meeting held on 3rd May 2016 were approved by the Councillors in attendance and signed by the Chairman, Cllr D Hayward, as a true record of the meeting.
    
3. Declarations of Interest
   None.
    
4. Request for Defibrillator Purchase
   Mr T Jacklin emailed the Clerk and Chairman requesting on behalf of the fund raising team for the defibrillators and Church that the Parish Council lease the defibrillators in order to save VAT.  The Clerk confirmed this is possible after speaking to DAPTC.  Legal Topic Notice 32 was forwarded to the Councillors prior to the meeting. 
   
   The cost is £2,800 from Southwest Ambulance for two defibrillators, cabinets and training (excluding installation) for a term of 4 years. Mr T Jacklin stated the cabinets will be installed on the Village Hall and the Sports and Social Club premises and they will be responsible for installation.  The insurance is covered in the lease by the Southwest Ambulance.
   
   Cllr D Hayward asked what happens after 4 years. Mr T Jacklin noted the scheme is new and they do not have a renewal scheme in place and there is no guarantee one will be available due to changing technologies and standards.
   
   It was resolved the Parish Council will lease two defibrillators, subject to reading the lease agreements, on behalf of the residents of the village.  Mr T Jacklin will arrange for the funds to be donated to the Parish Council.  The money is currently in the Village Hall Current Account.      Action:  Clerk
   
   Cllr T Hunt requested this item is discussed again in three to four years to ensure the village continues to have defibrillators.
    
5. Matters Arising
   1. Website
      Cllr I Houston was not present.  Cllr D Hayward submitted the information needed for the website concerning land and building assets as requested his last meeting with Cllr I Houston.   
       
   2. Design Statement
      Nothing to report. Cllr T Hunt requested a meeting is scheduled as he is having difficulty progressing with the first draft and requires assistance from a longer standing councillor.
       
   3. Standing Orders
      The Clerk has not had the chance to write the draft. The Clerk requested it is stated within the Standing Orders email is an acceptable form of communication by the Parish Council.  It was agreed this can be added.     Action:  Clerk
       
   4. Updates from the Clerk and Cllr D Hayward from the Environmental Health and TENS concerning noise complaints received from residents.
      The Clerk attempted to contact Mr Andrew Bryant of Environmental Health (EH) several times since the last meeting as he is acquainted with the problems surrounding the events at the Grange.  A representative informed the Clerk at the moment the events are not frequent enough to take action with magistrates.  Once the events are more frequent the residents can report a complaint and will be given a diary to complete.  EH is unwilling to place a sound monitoring device in a complainant’s house due to the understanding the residents are leaving after the scheduled events.  The diaries will help the EH objection to any future events. The Clerk was also informed the TENS was obtained legally, but as she was not speaking to Mr A Bryant she could not pursue how this could happen when he as an EH representative recommended the events end at 11pm and the WDDC Planning Officer should consider prohibiting the use of amplification within the marquee to prevent disturbance to the local neighbours.
      
      Cllr D Hayward noted Mr K Perry, Senior Enforcement Officer WDDC, acknowledged the residents of the Grange are in breach and is negotiating with them to relocate their events scheduled in August/September. The Clerk was cc’d in an email from a nearby resident to Sausage and Pear, the business holding events at the Grange, concerning the noise the events created stating they will take legal action if the events continue.
      
      It was resolved, due to the number of complaints and the four consecutive events in August/September that District Councillor Legg request a meeting with Mr S Hill, Strategic Director WDDC in order to request enforcement action in light of the breach and that  the events are relocated.     Action: Cllr D Hayward
       
6. County Councillor, District Councillor and Officer Reports
   Village Hall – Cllr T Hunt has nothing new to report. A meeting has not taken place since the last Parish Council Meeting.
   Trees – Nothing to report.
   Footpaths – Cllr S Longdon informed the Clerk they are all ok.
   District Cllr M Lawrence reported the dorsetforyou is now a .gov.uk address, no longer  .com 
   County Cllr M Hall reported he had confirmation today in approximately a week he will be meeting with Mr R Skeats concerning roundabouts, drains, pothole, signage etc. concerning the area he is covering as County Cllr.
    
7. Highways
   1. Fingerposts
      Cllr D Hayward had nothing to report at the moment.  The Back Lane/ Old Compton Road sign has been repaired. Cllr D Hayward requested if someone could take the lead refurbishing the remaining posts? 
      
      It was resolved County Cllr M Hall will speak to Mr R Skeats to ask if Highways could assist the Parish Council replacing the fingers that have been repaired to the fingerposts, and maybe take down and reinstall posts where necessary.
       
   2. Any other Highways Matters
      The Clerk requested repairs to the embankment at Back Lane/Church Road and Emlet/Westbury to Mr R Skeats, DCC.  Mr R Skeats reported Mr P Thatcher, DCC, will review if repairs are needed.
       
8. Report from the Planning Committee
   1. Planning Applications:
      WD/D/16/000832 – St Mary’s Primary School. Demolish existing single classroom and install new singular modular building. An objection to the colour of the building was submitted by a resident nearby.  The Parish Council did not have any objections.
      
      WD/D/16/00044 – Cherries, Church Road. Approved by WDDC.  
      WD/D/16/002564 - 10 Ambrose Close. Refused by WDDC.
      WD/D/16/000389. - Mill Farm. Approved by WDDC.
      
      The Clerk received an extension for the application WD/D/16/000749, Virginia Cottage to install a prefabricated timber-framed temporary garden shed, in order for it to be discussed at the next meeting.
       
   2. Tree Applications:
      WD/CA/16/000170 – Heatsease Cottage, 11 North Street. No objections.
      
      A new tree application is online for Windrush, Westbury.  Briefly looking at the hard copy of the application there is some confusion who submitted the application.  The hard copy was given to Cllr L Bennett to review. 
       
   3. Affordable Housing
      Nothing to report.
       
9. Report from Playing Field Committee
   1. Playing Field Inspection Reports
      Nothing new reported.
       
   2. Re-surfacing and repairs
      The new grassmatts are now installed along with the new gate from the Churchwell Street entrance.  The Clerk will write to number to the 5 Churchwell Street residents that kindly allowed the Parish Council to use their water for new turf laid to grow.     Action: Clerk
      
      Cllr D Hayward and a local resident removed fencing and cut the grass on the grassmatts last weekend. The Clerk will let the contractors know his hose and fencing is in the playing field shed and we will need to collect the keys from him.     Action:  Clerk
      
      Mr R Green from Original Landscapes has seeded the boundary as discussed.
       
10. Grants & Donations
    The Clerk received a request from the Church for the annual donation to the maintenance of the churchyard. It was agreed to donate £500.00.
     
11. Financial Accounts to include accounts for payment
    Summary of transactions for the period 11.05.2016 to 10.06.2016 are located at the end of the meeting minutes.  The Clerk distributed the invoices to be paid via email prior to the meeting.  It was resolved to approve the accounts for payment.  
    1. End of Year Audit
       The internal audit is now complete. The Clerk distributed the audit including Section 1 for approval.  The fixed assets were adjusted as the Clerk discovered an error was made in the draft documents.  It was resolved and agreed the audit is correct.  The Chairman and Clerk signed the external audit.
        
12. Correspondences 
    Came & Company Council Matters brochure
    HAGS 2016 brochure
    DAPTC subscription and the value of membership
    Have your say: A combined authority for Dorset​​​​​​
     
13. Pennant
    New County Councillor and due to severe budget cuts areas normally kept tidy by the Highways Department will most likely not be done. Residents can help out if they wish to do so.
     
14. Any Other Information/Items for July Agenda
    The Clerk noted WDDC planning is moving digital.  The Clerk must have a gov.uk email address by the end of the year.  This can be done through DAPTC at no cost.
    
    A projector for planning applications will be discussed for the next budget in order to view planning applications at a meeting once they are digital.
    
    It was noted Tinney’s Lane Youth Centre will remain open.
     
15. Date of Next Meeting –  Tuesday 12th July 2016
    The meeting closed at 9:45pm.

Summary of transactions for the period 11.05.2016 to 10.06.2016 
Resolved: To approve the accounts for payment.