Shipton Gorge Parish Council

SHIPTON GORGE PARISH COUNCIL

MINUTES OF THE MEETING HELD ON WEDNESDAY 14 September 2011

at 7.00pm in Shipton Gorge Village Hall

Present

Councillors

Areas of Responsibility

Mary Boughton (MB)

Richard Cunningham (RC)

Duncan McShee (DM)

Barbara Chambers (BC)

Keith Sorrell (KS)

Stephen Young (SY)

John Russell (JR)

Ron Coatsworth (RC)

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 Representative, Planning Committee Member

Footpaths/Rights of Way Officer, Planning Committee Member, Playing Field Committee member

Highways Officer, Planning Committee Member, Playing Field Committee member

District Councillor

County Councillor

There were 2 members of the public present

Number

Item

Action

11.88

Open Forum

No issues raised

11.89

Apologies

Councillors Jo Adams and Jan Sorrell

11.90

Declarations of Interest

There were none

11.91

Councillor Vacancy

No notice requiring election had been received.  Vacancy to be co-opted.  Vacancy advertised in October issue of the Bride Valley News.

RC gave thanks to Peter Gates and expressed everyone’s appreciation for  all his hard work as a councillor and wished him well for the future.

11.92

Positions of Responsibility

Internal Auditor – Simon Cleveland and John Bredemear were proposed. After some discussion Simon was voted into the post and thanked by MB for all the work he had put into the post over the past five years.  Concern was put forward that Simon was not always available and he stated he was happy to take the post for one year and if any problems ensued, would stand down.

Transport Representative.  Correspondence had been received from WATAG.  MB stated the Council used to have a TR.  Deferred to full Council meeting

Nov Mtg

11.93

Minutes of previous meeting

Unanimously agreed and approved as read and signed by MB.

11.94

Matters arising from Minutes not covered by the Agenda

DAPT Training for Councillors booked.  Further details still awaited. Reminder sent. JA now unable to attend and BC to confirm she is able to attend

Review of Finance and procedures deferred to next meeting.

BC to check Grayham Rosamond self-employed status.

Clerk
BC

Nov mtg

BC

11.95

Chairmans Report

The bank has confirmed that the signatories on our bank account are still just Jan Sorrell, Richard Cunningham and myself.  Steve Young and Duncan McShee still need to take their forms with their identification into the bank and until they do so, the other signatories who have already taken in their forms cannot be added.

(SY stated he had gone to the Bank but had received no co-operation and had left without signing forms despite having the required ID)

The fly tipped rubbish in Cobbett’s Hill Lane was removed within a week of our last meeting.   It seems that it was the District Council who moved it in response to our letter.  Janice Symes has confirmed that the lane belongs to Peter Symes and also that there is a phone number that can be used to contact WDDC to remove fly tipped waste, which we should note for the future.

The Ordnance Survey map of the village has been received and a large copy is now on the board here in the hall for us all to use as reference when needed.  Basic information on the Parish Council has also been posted on this board and this will updated and added to as required.

A resident has reported that on two or three separate occasions recently an oily waste substance has been put down the drain in Chapel Street between The Nook and Barton House.  The Environment Agency have been informed and recorded this.  They confirmed that this is illegal but also that it is a low priority incident for them, and so it is unlikely that enforcement action will be taken in the near future.  The Parish Council has been asked to note this incident.

The PCC treasurer phoned to say that the £100 payment that the Parish Council makes to St Martin’s Church each year has not yet been received, so payment of this needs to be made as soon as possible.   The annual payment to the Village Hall Trust also hasn’t been made and so this also should be actioned.

We have now registered the Parish Council with HMRC as an employer and have a PAYE reference number.  The clerk is going to submit the necessary forms on-line and request PAYE payment once or twice a year, so we are well on the way to having this sorted out.  Meanwhile we should authorise payment of her half yearly salary now as any tax payable will be deducted from the next payment. (This was authorised Item 11.82 10/08/2011)

SY and DM

11.96

Clerk’s Report and Correspondence Log

1.      Stationery approved at previous meeting ordered from Office Giant and I have registered with Easy Fundraising.org.uk,  to fundraise for Shipton Gorge Ltd

2.      The Correspondence Log (attached) has been circulated to Councillors and I have not heard that anyone wishes further information.

3.      Lengthsman and Parish Maintenance Units Schemes:

Rang Daryl Chambers Bridport Town Council.  This e-mail address is being protected from spambots. You need JavaScript enabled to view it The Lengthsman scheme is run by Dorset County Council and Bridport Town Council.  The Lengthsman is available to do almost any job required.  If the council make a ‘wish’ list of the type of things they may require, I could go in and talk to Daryl.  I presume he could then give some idea of the time that might be taken as they charge £15.00 per hour plus materials.  There is a “man and a van” but they also have available: a large pick-up, tractors, hedge cutters etc.

At present the scheme is used in Bradpole, Puncknowle & Swyre, Bothenhampton, and Symmondsbury.  On average the parishes book the Lengthsman for a day a month.  This does not have to be permanent.  I have a form to complete and send to Daryl Chambers who would then arrange for the work to be done.  Parish Councils are invoiced twice a year, after the precepts are received.

Parish Maintenance Units – are presently being re-assessed and information will be available at the Clerks Seminar on 28 September.  DCC will let all Parish Clerks have details.  Basically they visit each area 2/3 times a year and are hoping to have a Liaison Officer (Stephen Young) in each Parish who they can contact and who will be available to go around the village with the unit on the dates specified.

4.       Charity List started (only one at present – so if anyone is aware of charities usually subscribed to please let me know)

5.      HMRC Paperwork being processed

Clerk

11.97

Finance Report

A copy of the 2011/2012 accounts with details of bank balances have been circulated.

Cheques sent and requiring approval since last meeting:

We are still awaiting final Certificate of Audit and it will then be posted on the Notice boards (the final letter answering queries dated 10 August was not received by BDO).

Expenses/Invoices requiring approval:

Cheque No 592 – Clerk’s expenses (£19.93) for August.

Cheque No 593 – Colin Chambers (£40.00) Maintenance Village Green up to 31/03/12

Cheque No 594 – Roger Sorrell (£124.75) – Hedge Trimming Invoices Nos 865 and 914 (note that Invoice 865 is for the previous financial year)

Payments requiring approval:

Cheque No 595 - St Martins Church - £100.00 (donation towards churchyard upkeep)

Cheque No 596 - Village Hall - £150.00 (hire for PC meetings and storage charge)

Envelopes were added to Stationery order approval last time to make order up so that no carriage was incurred = £11.48 – (so if anyone needs envelopes please let me know?)

DAPTC – Clerk’s Seminar 28 September - £30.00 (To be invoiced after event)

The following payments still to be paid -

Clerks Wages - £576.00 (awaiting documentation from HMRC)

SLCC – (Society of Local Council Clerks) – Clerk still to do (£61.00)

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.

All above amounts approved. Proposed RC, Seconded DM.  Agreed unanimously.

Councillors

Clerk

Councillors Nov Mtg

11.98

Reports

Planning RC

Planning Log circulated and one application received. (See attached)

Playing Field BC

1.         The Weekly Check of the Playing Field and all of its equipment and fittings is now up and running, and a file containing all the safety information e.g. ROSPA reports (the latest one will be with me as I do need to refer to it), schedules, rota and checklists is now with Councillor Jan Sorrell who will be checking the field throughout September.  The file will then be passed  to the next person on the rota as detailed at the August meeting.  Awaiting purchase of the Accident Book as required by insurers.

Playing Field hedges have now been cut inside and out by Roger Sorrell who has tendered both this year's bill and also that for 2010 as no bill was sent to PC (turmoil with ex clerk) in that year.

2.         DCC was contacted re the Japanese Knotweed which is re-growing on the top of the bank down to Shipton Road, very close to the Memorial Tree.  I was assured that someone from Highways would come out to spray the two patches which have reappeared - a large are in this same place was sprayed by the DCC in 2010 following a report of its appearance by former Councillor Jean Ayers.  They could not say when the work would be done so please could the person dealing with safety measures watch out for this and make a note.

3.         Having checked with Grayham it was decided that no second Maintenance Day was necessary this year.  We will therefore plan to have a Maintenance Day in Spring 2012, and one of the committee will co-ordinate this nearer the time.

4.         Still to check whether Grayham is self-employed - he is on holiday at present.

5.         Check whether the bank onto Shipton Road is cut by Grayham or the Maintenance day crew as it is looking very overgrown.

Before the next PC meeting perhaps you could all think of a project for the Playing Field which will benefit older children, and also whether we would like to have electricity and a water supply brought into the field, and how it could be funded.

There is a Section 106 agreement between Magna and WDDC whereby Magna provided a sum of money - currently - £10,625 - apparently to be used for a project in the Playing Field.  MB suggested that perhaps the provision of water and electricity could be put forward, although as the VH were turned down for their solar panels I am doubtful that we could make a strong case that providing utilities in the field would benefit children during play.  Although I feel that such a project would be of great benefit, it would be for the benefit of the whole community and another way to fund it should be sought.

Fun 'n' Fitness equipment, on the other hand, is a range that Wicksteeds (manufacturers of some of the present play equipment) and many other suppliers manufacture with an age range of 5years-adult which could be an option.  At present I am waiting for a 'phone call from WDDC to see if I can get some idea as to what would be attractive to both them and Magna, but meanwhile perhaps you could all give this some thought and look at Wicksteeds website to see what you think of this type of equipment.  I know that my grandchildren love this sort of play equipment - their ages range from 7 - 16 - and their opinion of the play equipment in the field at present is babyish and boring!

I will look into prices etc and try to have some catalogues and details for the next meeting.  Any other ideas for older children's enjoyment will be welcome as it would be nice to take advantage of this sum of money and any other grants that might be available.

Section 106 Agreement.  Clarification given as to past and present rules and regulations concerning these agreements.  Simon Cleveland gave history of previous projects and RC clarified solar panel project.  Clerk to check criteria for Section 106 Agreements.

Village Hall BC

Nothing to report since the last meeting.

Highways SY

SY queried what he was expected to report on and confirmed that he had checked out the DCC website on how to report problems.  It was confirmed he should encourage individuals to report complaints themselves but might also follow them up himself.  On receipt of Winter Maintenance Briefing SY had taken initiative and applied to attend Briefing on 4 October at 3.00pm.  SY will report back to JS and MB on “Dealing with Snow”, also felt to be a Resilience issue.  MB thanked SY for taking this initiative.

Rights of Way/Footpaths KS

Stile in Barr Lane reported and to be repaired.  Three recent reports resolved (J Mallett)

Resilience JS

Nothing to report.  Deferred to next meeting

PACT – RC

S Gorge now under Beaminster Police Station who had recently been in touch with RC.  Attending village/RC’s house at 11.00am on Friday 16 September. RC to put up notice on their arrival to enable villagers to be aware.  If was felt it was important to let villagers know when the police would be in SG.  RC pointed out this was a police responsibility and that they should place this information on their website. It was suggested that general information be placed on the Village Hall notice board and RC was asked to send a report to BVN.

Website Report

The following written report had been received from Ernie Thomas:-

Since the last Parish Council Meeting on 10 August, the draft minutes of that meeting have been placed on the web site as well as the notice of the Parish Council Meeting of 14 September 2011.  Information about planned events in Shipton Gorge has also been updated.

The Chairman thanked everyone for their Reports.

Clerk
(done and sent to Councillors)

SY

RC

Clerk

11.99

Proposed Shelter – BC

BC had mailed Councillors with her proposals of a shelter.  Initially most felt that this was not required.  After discussion on various types and voiced concern of misuse if it was an enclosed structure, it was agreed that three quotations should be sought for the erection of an open-sided pitched-roofed shelter with a central bench all in tantalised timber and large enough for a couple of mums/pushchairs. Input would also be sought from Grayham Rosamond on his return from holiday on a porch to be erected on the existing shed.  Checks to be made with planning authority and King Georges Playing Field.

BC

12.00

Parish Plan

Simon Cleveland presented an outline (summary of contents) of the plan to the meeting (see attached) and went through some points he felt to be important:

Recommendation for next Village Appraisal in 2014

Volunteer project officers

Broadband Speed and the Internet/Training

Transport

Youth

Sources of funding

Simon confirmed the completed Parish Plan would be with Councillors by the end of September and the document could be discussed and accepted at the November 2011 meeting, incorporating any amendments agreed by the Council.

Final finance and VAT to be completed after printing of the accepted Plan.

MB thanked Simon for his hard work producing the plan and it was agreed the outline should be put on the website.  SC to mail the Clerk and Ernie Thomas with electronic copies.  Any comments to be sent to Simon.

Agenda Nov meeting

SC/MB/
Clerk

SC

Date and Time of Next Meeting

It was confirmed that the next Shipton Gorge Parish Meeting – 7.30pm on 9^th November 2011

Meeting closed 21.00 hrs

Ref No

Date Received

From

Description

Remarks

Comments

377

01/08/11

Peter Gates

Letter

Letter of Resignation from 06/08/2011

Filed. Acknowledged by MB

378

04/08/11

WDDC

Email/letter

Permission to lower tree in conservation area

Rose Cottage, 2 Brook Street, Shipton Gorge

Information

379

04/08/11

DAPTC

Email

Confirmation of Training booked for new Councillors

Information

380

04/08/11

Public Service News

Email

Various items of news in public sector

Sent to SGPC decision to unsubscribe

381

05/08/11

WDDC

Letter

Acceptance of resignation from Councillor P Gates

Filed

382

08/08/11

BDO

Letter

Outstanding Audit Points

Clerk has already replied/file

383

09/08/11

BLAP

Email

Information re BLAP

Sent to SGPC

384

09/08/11

BLAP

Email

Information re BLAP

Sent to SGPC

385

09/08/11

BLAP

Email

Information re BLAP

Sent to SGPC

386

10/08/11

WDDC

Letter

D of Acc for RC

RC/WDDC/File

387

11/08/11

HM Lord Lieutenant of Dorset

Letter

Diamond Jubilee 2012 2 – 5 June 2010 Details of National Celebrations

Copy sent to MB

388

12/08/11

DCC

Letter

Amendment to details of “Getting ready for “Winter”

Information

389

15/08/11

WDDC

Email

New Local Plan

Copies done for village (MB)

390

16/08/11

WDDC

Letter

Acknowledgement application for Steel framed apex extension – Bennetts Hill Farm S Gorge

Information. Filed

391

16/08/11

WDDC

Letter

Correct details of Parish Councillors requested

Confirmed 18/08/11

392

18/08/11

WDDC

Letter

Confirmation approval not required Bennetts Hill Farm

Filed

393

19/08/11

Scottish Widows

Letter

Confirmation removal signatories

Filed

394

25/08/11

WDDC

Letter

Confirmation no notice requiring an election to fill vacancy.  Council to co-opt

Informed Chair

395

26/08/11

DAPTC

Letter

Requesting subscription

Already paid May 2011

396

29/08/11

DCC

Letter

Consultation Day Care/Vocational Servies

Sent  to SGPC

397

30/08/11

WDDC

Letter

Registration form RC.  Page missing

Sent to WDDC

398

01/09/11

BLAP

Letter

Plus Newsletter et

Give to DmS/JA at Sept meeting

399

02/09/11

DCC

Letter

Winter Maintenance Briefing dates

Sent SPGC

400

06/09/11

DAPTC

New Local Plan Consultation

Future Growth of District

Sent SGPC

401

06/09/11

Jo Adams

Email

Unable to attend Councillor training

Clerk informed DAPTC

402

07/09/11

DAPTC

Email

Roadshows on future mineral extraction across Dorset

Information

403

13/09/11

E Thomas

Email

Information re Parish Website

Referred to by Chairman in Minutes of 14 Sept 2011

404

14/09/11

WATAG

Email

Information re next meeting

Referred to by Chairman in Minutes of 14 Sept 2011