Minutes for Ordinary Parish Council Meeting on Tuesday, 12 July 2016

Present:  Cllrs D Hayward (Chairman), L Bennett (Vice Chair), P Clark, D Coffin, I Houston and S Longdon.
In Attendance:  Mrs T Chapman (Clerk)

1. Apologies for Absence
   Cllrs T Hunt. 
    
2. Minutes from the Last Meeting
   The draft minutes from the meeting held on 7th June 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. Report from the Planning Committee
   1. Planning Applications:
      WD/D/16/000853 6 Peel Centre Retail Park, Babylon Hill, Bradford Abbas.  External alterations to shop front. No objections
      WD/D/16/001320 6 Peel Centre Retail Park, Babylon Hill, Bradford Abbas. 1no set of individual illuminated letter fitted to new glazed shopfront. Re-positioning of sign. No objections.
      WD/D/16/000749 – Virginia Cottage, North Street, Bradford Abbas, Sherborne.  Install a Prefabricated timber-framed temporary garden shed.  No objections.
      
      The Councillors discussed the application for the proposed new classroom at St Mary’s Primary School as there was an objection from a local resident.  The Parish Council’s decision of no objections stands.  Cllr D Hayward reported DCC will need more time to review the application and hold an internal planning meeting before a final decision is made.
       
   2. West Dorset District Council Planning Notifications:
      WDDC granted permission to WD/CA/16/00198 (Coombe)
      WDDC refused planning permission for number WD/D/15/002498 (7 Wessex Drive).  The Councillors discussed possible ways to protect the Churchwell Lane stonewall from further proposed demolition.  Cllr P Clark suggested the Parish Council or Churchwell Lane residents could apply for ownership. Not enough information is known at this time, to be discussed in further detail at the next meeting.
       
   3. Tree Applications:
      WD/CA/16/000187 – Windrush Westbury, Bradford Abbas, No objections.
      WD/CA/16/000206 – Virginia Cottage, Bradford Abbas.  No objections.
      WD/CA/16/000198 – Coombe, Bradford Abbas. No objections. WDDC granted permission.
      
      The Clerk received a telephone call concerning the cancellation of a wedding to be held at the Grange a few days following the June Meeting.  The caller was extremely upset the wedding was cancelled 6 weeks prior to the occasion.  The Clerk noted the objections raised with WDDC by the nearby residents and the Parish Council have been discussed over the past 18 months and the Parish Council does not have the power to cancel any such event. Cllr D Hayward said he is still unaware if WDDC put a stop to the weddings or if the tenants of the Grange cancelled the events.
      
      The application for the Peel Centre WD/D/16/000486 will be put forward to the Development Control Committee on Thursday 14 July.  The application is recommended for approval by the Case Officer.  It was resolved the Parish Council will not send a delegate to the meeting.
       
   4. Affordable Housing:
      Cllr D Hayward reported after speaking to a representative of Hastoe the owner of the land proposed for the affordable housing development is unconvinced the houses are needed and would benefit the community.  Cllr D Hayward will contact the owner.  Action:  Cllr D Hayward
       
5. Matters Arising / Actions Taken
   1. Website
      Cllr I Houston noted the Councillors' summons email has changed and the automatically generated email no longer has the agenda embedded in the email but provides a link to the website to view the latest agenda.
      
      The Clerk noted the external audit documents were sent to Cllr I Houston to put on the website.  The Clerk will update the expenses over £100 for the last financial year but will most likely not update them each month. Action: Clerk
      
      Cllr I Houston requested a meeting with the Design Statement Working Group (DSWG) in reference to the website.  Cllr T Hunt is currently on holiday and a meeting will be set upon his return. Action: DSWG
       
   2. Design Statement
      Nothing to report.
       
   3. Standing Orders
      The Clerk emailed councillors suggestions for changes concerning the Planning Committee.  One error was found and the Clerk make the correction. It was resolved the Planning Committee is now a Working Group and all amendments were unanimously agreed. The final changes to the Committee/Working Groups are attached.
       
   4. Defibrillators
      The Clerk has now received a correct invoice for the total amount and the Memorandum of Understanding (MOU) from South Western Ambulanace. The Clerk contacted both Mr A Fall and Mr T Jacklin in order to confirm the defibrillators will be located in highly visible areas at the Club and Village Hall.  The Club and Village Hall Committees will be responsible for arranging the installation and any supplies needed to erect the defibrillator on the premises. Either the Parish Council Clerk or Mr T Jacklin will organise the annual awareness session(s).  Both the Club and Village Hall will organise volunteers to carry out visual checks, although the nominated contact for the South Western Ambulance will most likely be the Parish Clerk.
      
      The Memorandum of Understanding (MOU) 3.2 does not confirm the external cabinets are provided.  It was resolved the Clerk will contact Kate Fisher of South Western Ambulance to request the MOU reflects the cabinet are provided, once the grant has been transferred from the Village Hall bank account to the Parish Council bank account and a letter stating the intent from the village community is for two defibrillators has been received the Parish Council agreed to pay the invoice  in the sum of £3,360.00 to South Western Ambulance Services.  Action:  Clerk
       
6. Bus and Registration Service Consultations
   The Clerk forwarded both consultations via email to the Councillors 20th June.  It was resolved it would be beneficial that both consultations are completed as individuals rather than the Parish Council collectively.
    
7. County Councillor, District Councillor and Officer Reports
   The County Councillor nor District Councillors were present.
   
   Footpaths:  Cllr S Longdon reported: Fannybrook Lane footpath was strimmed, concrete blocks are now at the end of the footpath near Grant Hill presumably to stop fly-tipping on the path and a tree is falling near the Bradford Abbas stone sign on Grants Hill, although it will fall on to the grass verge Cllr D Hayward will speak to Mr Loxton to ask if any action will be taken. Many of the kissing gates have overgrown nettles around them.  Action: Cllr D Hayward
   
   Village Hall: Cllr T Hunt was not present.  Cllr D Hayward reported with the new doors at the main entrance the hall will no longer use the kitchen door as a public entrance. A maximum of two keys will be provided to organisations using the hall for the main doors.  A new stage lighting bar, changing the worktop/hand basin in the ladies room in order to make it more accessible for the pre-school children and storage were discussed at the most recent Village Hall Committee Meeting.
   
   Trees: Cllr L Bennett had nothing to report.
    
8. Highways
   1. Fingerposts
      Cllr D Hayward reported County Cllr M Hall spoke to DCC Highways concerning our fingerposts.  DCC Highways told Cllr M Hall are happy take down the fingerposts once the Parish Council and put them back up once completes the repairs.  There is some confusion whether DCC is referring to the complete posts or just the fingers.  Cllr D Hayward will seek clarification from DCC Highways.  Action:  Cllr D Hayward
      
      Cllrs P Clark, I Houston and S Longdon kindly offered to assess what repairs are needed with Cllr D Hayward in order to move forward with the work. Action: Cllrs P Clark, I Houston & S Longdon
      
      The Clerk contacted Mr R Skeats (DCC) requesting repairs to the embankment at Back Lane/Church Road and Emlet/Westbury.  Mr R Skeats reported Mr P Thatcher, DCC, will review if repairs are needed.  Mr P Thatcher responded neither embankment will be repaired but the orange fencing on Westbury will be removed.
      
      Cllr I Houston discussed the safety of cycle routes and road surfaces close to the verges in the area as the condition of the roads can be dangerous.  The Clerk will investigate if there is an area on the dorsetforyou website to report problems similar to footpaths. Action: Clerk
       
   2. Any other Highways Matters
      Cll D Coffin reported there is poor visibility at the junction of Back Lane/Old Compton Road and Underdown Hollow due to overgrown weeds and metal manhole cover is elevated on Cross Road. The Clerk will report the problems.
      
      The Clerk circulated the temporary closure of Back Lane between 25/7 – 27/7 due to Wessex Water working in the area.
      
      Cllr I Houston stated he is concerned the damaged railings on Smith’s Bridge are sticking out and may get caught by a tractor.  He suggested to possibly prevent further damage to the bridge there are the wooden hazard markers similar to the ones at the Clifton Maybank bridge. The Clerk will report the damage investigate safety posts.  Action:  Clerk
       
9. Report from Playing Field Committee
   1. Playing Field Inspection Reports
      The Clerk will request an updated inspection report from Play Inspections. Action:  Clerk
      
      Cllr D Hayward spoke to Mr Tomsett concerning the weeds growing in the area nearest to 5 Churchwell Lane where Mr R Green seeded new grass.  He will keep the weeds cut in order to allow the grass to grow.
      
      It was resolved the sign that was on the fencing surrounding the toddler area will not be reinstated as there is already a sign stating children should be supervised on the shed.
      
      Mr Tomsett noted the “dip” in the grass area near the seesaw is getting deeper. The Clerk will contact Wessex Water as it is believed it could possibly be a culvert blocked. Action: Clerk
       
   2. Re-surfacing and repairs
      The Clerk will speak to Mr Hopkins for some repairs needed to the climbing frame near the basket swing, zip wire and the panel on the climbing frame.  Action:  Clerk
       
10. Grants & Donations
    None were received.
     
11. Financial Accounts to include accounts for payment
    The 5 cheques presented for payment were approved, see the table at the end of the minutes.
    (Cllr S Longdon left the meeting)
     
12. Correspondences
    Dorset Highways Councillors Satisfaction Survey
    Dorset Waste Partnership – changes to recycling banks in the county – the bank at Newlands North Car Park will be removed
    Confirmation from WDDC received Cllr P Clark declarations of acceptance and register of interests form
    Letter of thanks from M. Smith St Mary’s Church Treasurer for the donation
    Letter from the Primary School regarding consideration of the setting up of a Multi-Academy Trust
    Dorset County Council School Provision Strategy
     
13. Items for the Pennant
    The items from last month will be in the August 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.
    
    The Councillors discussed with concern the future of the Pennant.  It was resolved the Clerk will contact the editors to offer to set up a meeting in order to promote the possibility of a group of volunteers to takeover the duties rather than the responsibility turning over to one person.
     
14. Any Other Information/Items for September Agenda
    Cllr I Houston noted it is easy to set up a survey on the website if needed in the future.
     
15. Date of Next Meeting –  Tuesday 6th September 2016
    7:30pm in the Bradford Abbas Village Hall Committee Room
    
    The meeting closed at 9:45pm.
     

    Summary of transactions for the period 11.06.2016  to 15.07.2016

    Date	Chq No.	Payee	Item	Current a/c	Deposit a/c
    12.07.16	000778	DAPTC	Annual Subscription	£316.35
    12.07.16	000779	P Chapman	Expenses incl laptop repair	£108.35
    15.07.16	000780	P Chapman	wage	£192.33
    15.08.16	000781	P Chapman	wage	£192.33

    Resolved: To approve the accounts for payment.