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SHIPTON GORGE PARISH COUNCIL MINUTES OF THE MEETING HELD ON WEDNESDAY 10 August 2011 at 8.00pm in Shipton Gorge Village Hall |
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Present |
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Councillors |
Areas of Responsibility |
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Mary Boughton (MB) Richard Cunningham (RC)
Keith Sorrell (KS)
Jan Sorrell (JS)
Jo Adams (JA) |
Chairman, Deputy Community Resilience Officer Vice Chairman, Planning Committee Chairman, PACT Representative, Parish Plan Representative Vice Chairman of Planning, Playing Field Committee member Chair of Playing Field Committee, Village Hall Trust Rep., Planning Committee Member
Community Resilience Officer, Planning Committee Member, Playing Field Committee member
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There were 2 members of the public present |
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Item |
Action |
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11.73 |
Open Forum Hilary Cunningham supported by Robert Langran outlined the proposal to purchase the lease of the Saunders Richardson Wood from the Woodland Trust. The members of SG Ltd have given their support and final terms are being negotiated by the trustees. SG Ltd feel it would be an asset to the village to have control of this wood which will be preserved as a natural woodland and nature reserve. Members of the public would continue to have no access in order to enable the land to remain undisturbed. Robert Langran pointed out that if the offer was not taken up the woodland would go to auction. It was expected that a peppercorn rent would be negotiated and the management and upkeep would be by SG Ltd in the future. HC said this was simply for information and that various other bodies in the village had also been informed and any assistance with upkeep would be welcome in due course. Further information progress would be reported later. |
HC |
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11.74 |
Apologies Councillor Stephen Young |
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11.75 |
Declarations of Interest There were none |
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11.76 |
Councillor Vacancy Peter Gates had resigned from the Council from 6 August 2011. Papers in his possession concerning Highways would be handed over and a Notice of Vacancy displayed in the Village. |
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11.77 |
Positions of Responsibility DAPTC – To be re-considered after new Councillors training day Highways – Stephen Young had volunteered for this and the Chairman thanked RC for his contribution in the interim. RFO – Clerk. Pro MB, Sec BC BLAP – Duncan McShee offered to attend the September meeting and Jo Adams the December meeting. Membership decision to be deferred to next meeting. Internal Auditor – Simon Cleveland is at present internal auditor but there had been an offer from another member of the parish. RC to speak to SC and report to MB. Peter Gates and Peter Varney are passing all information in their possession to MB. Decision deferred to next meeting. |
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11.78 |
Minutes of previous meeting Unanimously agreed approved as read and signed by MB. |
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11.79 |
Matters arising from Minutes not covered by the Agenda DAPT Training for Councillors booked. Further details to be received by Clerk. Reports for SGPC meetings to be sent electronically to the Clerk Retention of Documents. MB to have meeting with Richard Hewlett using the guidelines issued by DAPTC on disposal and retention of documents. Review of Finance and procedures deferred to next meeting |
Cllrs
MB
Nov mtg |
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11.80 |
Chairmans Report I have spoken to all new councillors to reassure them that all the documents and paperwork they have received since joining the council will get less as things get sorted, ie bank forms and declarations of interest. A number of people have asked me what they actually need to do in their positions and at the moment I would answer that as you learn more about the work, you just need to react to issues that are brought up. Later there will be time to plan and be pro-active, but that’s when you feel more comfortable and have a better understanding of what the job entails. There will still be documents that will be forwarded to you by the Clerk, especially if they are relevant to the jobs you are doing and all other correspondence is listed on the log which you have received. If you want to see any of these, then just ask the Clerk and she will give you a copy. We have to work this way to avoid everyone getting a lot of papers that they don’t need. Any councillor can ask for an item to be put on to the agenda, but please ask Chairman if you can put it on. Bride Valley News – the September issue will have a list of all councillors and their positions. Also notice of Peter Gates resignation and the subsequent vacancy on the council. I have also thanked Peter for his past contribution. Most of my time has been taken up with sorting out the bank signatories, insurance and the HMRC tax situation with the clerk but the good news is that we are getting things sorted out and once all these are finalised, we can get down to dealing with issues rather than administration. ......................... It was agreed to get quotation for insurance for Playground Equipment and gates and fences (impact cover only). All equipment was presently covered for Public Liability but not for replacement. Duty of Care for Playground: a) Weekly check should be being done and signed for by responsible adult – to be instigated by BC b) Accident Book should be provided – to be ordered on next stationery order. HMRC – Clerk no longer self-employed. Had registered with HMRC – clerk to receive paperwork within 10 days. It was not felt necessary to employ specific company to manage this at present. BC to check that Grayham Rosamund is self-employed. Filing cabinet in Village Hall belongs to Village Hall and not SGPC therefore not on Asset Register. Not sure where to put this. |
Clerk
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11.81 |
Clerk’s Report and Correspondence Log
1. The list sent out of Acronyms and useful information is on-going. Please let me have any additions you wish to add. 2. Forms for change of signatories at both Lloyds Bank and the Scottish Widows account have been circulated to Parish Councillors. 3. Registration of Interests and Declaration of Acceptance of Office forms have been sent to WDDC . 4. Village Map has been requested - to be placed in the Village Hall. Council is in the process of being registered with Ordnance Survey to enable this. WDDC will produce the map when registration complete. I have asked for a large one to be placed in the village hall and x2 A3 copies. 5. External Drive for backups/archives requested (Cost approx £50 or less). 6. Clerk has been in contact with BDO (External Auditors) to answer various queries concerning the Audit and is awaiting final certificate. 7. Lever Arch files/dividers have been purchased for Councillors’ use. 8. The Correspondence Log has been circulated to Councillors. I have not heard that anyone wishes further information on any correspondence but there are a couple of things to discuss: Axe Vale request and BLAP – Bridport Town Plan .............................. The maps have since been received. External Hard Drive -This request was approved up to a sum of £100.00. RC pointed out he still had some computer equipment at his home. BLAP – see minute 11.79 Correspondence – The following were discussed: a. Axe Vale request for funding (CL 376). It was agreed to keep a list of charity requests and they would discussed at the end of the year and a vote taken. b. BLAP request for contributions to the Bridport Town Plan. There was no strong feeling to comment on the Plan. It was felt to be very short timescale for comments and this should be expressed to BLAP by Duncan McShee when he attends the first meeting. |
DM |
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11.82 |
Finance Report 1. A copy of the 2011/2012 accounts with details of bank balances have been circulated. 2. Cheque sent and requiring approval since last meeting:
Cheque approved to BDO for £25.00 Pro RC Sec DMcS We are awaiting final Certificate of Audit from BDO and it will then be posted on the village notice boards. 3. The following proposed payments require authorisation: a. Richard Cunningham - AON – Insurance Renewal cheque No 582 had to be cancelled as there were not sufficient signatories available to sign cheque and RC personally paid insurance renewal. New cheque to be issued to RC for £483.1. Approved Pro RC Sec JS. b. Small Engine Services – Parts for Mower - £14.82 Approved Pro RC Sec JS. c. Clerks Wages - £576.00. Approved Pro RC Sec JS. d. Clerks Expenses up to July - £38.94 Approved Pro RC Sec JS. e. AON Insurance – premium for adding grit bin and notice boards to policy - £29.33 Approved Pro RC Sec JS. 4. SLCC – Society of Local Council Clerks – website http://www.slcc.co.uk/ a) Would it be useful for the Clerk to belong to this Society? b) Cost is £61.00 per annum c) Can get various books much cheaper ie Clerk’s Manual £45.00 not £65.00 d) There is a supplier directory – ie fences, benching, outdoor furniture etc e) There is a Branch Newsletter. Copy available if you would like to see it. Approved Pro RC Sec JS. 5. Councillors need to start thinking about any areas of expenditure they may need for the coming year 04/12 - 03/13 as PC committees (planning and playing field) should have a budget ready to feed in to the main council budget by September.” |
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11.83 |
Reports Planning RC There had been no applications in past month. Playing Field BC “All councillors given a sheet outlining the past proposal for a shelter on the Playing Field and its progress through the years of the last council, and asked to give their opinions on such a shelter at the September PC meeting where this will be discussed fully, and a final decision made on this and a further three options. I also asked that if possible all councillors visit field to get their bearings so as to be able to comment. Having met with Cllr Boughton and Grayham Rosamond at the Playing Field on Thursday 3rd August a few issues were brought up which will be discussed by the Playing Field Committee before the September meeting. These were:
Cllr Boughton had supplied me with the Playing Field Checklist Folder which I have updated with relevant information to enable every councillor to undertake the task of inspecting both the field and all play equipment. This is to be done under the terms of our insurance policy, and means that between now and December 2012 each of the eight councillors will do this inspection weekly on two monthly occasions. Each councillor was given a suggested rota with dates until December 2012, with the proviso that if their particular month was not suitable for them they swop between themselves. There is also a need under the terms of the insurance for an Accident Book which will have to be purchased. See 1.80 above. As chairman of the field committee I mentioned that I had been given various documents so that I can assess what our outgoings are compared to the Playing Field budget, and will have made progress on this before the September meeting. The ROSPA report of the inspection in May was satisfactory with all equipment, although not reaching the latest standards, passing inspection with low or very low risk. They had also commented that considerable work and resources had been put into the field itself which is of course down to all Grayham's hard work. A copy of the report had been given to him at his request, and I will do this whenever I think it necessary.” Any reports re problems in playing field to be reported to BC, JS, DM, KS or Clerk It was agreed the Clerk would contact WDDC to ascertain the position with the Parish Maintenance Unit. Lengthsman Service was discussed. Clerk to investigate having first checked website. BC reported that she held keys to all locks in connection with the playing field Village Hall BC Nothing to report since the last meeting. MB has PC key for the village hall and awaiting key to separate room containing the filing cabinet. JS offered a further filing cabinet if required. Highways RC Complaint had been received about the condition of the banks in Chapel Street. RC had noted that banks/walls are crumbling and had referred this to DCC Highways. Entrance to Barn Close (private drive) had large potholes. RC had reported this to DCC Highways but queried their responsibility. The spring in the middle of Shipton Lane has re-appeared. Highways have been informed. Street Lighting Meeting with SSE. Replacement of S Gorge lamp standards at Rockway. Device to be installed to switch lighting off at 12.30am. Rights of Way/Footpaths KS One complaint received had been rectified. Stile in Barr Lane behind Stoneacre broken. KS to investigate. Resilience JS Nothing to report. Deferred to next meeting PACT – RC This was not working at present as it should due to re-organisation. The Police had not to date appeared in Shipton Gorge despite a notice to the contrary. There was one issue RC was aware of – several parishioners wanted to raise the problem of parking in The Square. This was an on-going problem that could not be solved satisfactorily. Website Report A written report had been received from Ernie Thomas. “Since the last Parish Council Meeting on 13 July, the draft minutes of that meeting have been placed on the web site, as have the names, addresses and telephone numbers of Parish Councillors appointed at that meeting, together with their photographs where provided. A news item about the Bridport and District U3A has also been placed on the site.” The Chairman thanked everyone for their Reports. |
Clerk
Clerk
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11.84 |
Parish Plan Simon Cleveland and RC to present this at the September meeting |
Agenda Sept mtg |
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11.85 |
Retention of Documents This has been dealt with. |
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11.86 |
Fly Tipping in the Village – MB concerned with fly tipping at Cobbett’s Hill Lane (KS to check who owns this land) and Cuckoo Lane. Agreed Clerk to write to WDDC to register SGPC concerns with the closing of the Bridport tip on Sundays. |
Clerk |
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11.87 |
Bridport Museum In the absence of Councillor Young MB clarified the situation. Bridport Museum are coming to Shipton Gorge Village Hall to collect archive material from villagers and it has been agreed that the Village Society will pay for the hire of the village hall. |
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Date and Time of Next Meeting It was confirmed that the next Shipton Gorge Parish Meeting – 7.00pm on14 September 2011 |
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Meeting closed 22.05hrs |
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