SHIPTON GORGE PARISH COUNCIL
MINUTES OF THE MEETING HELD ON
WEDNESDAY 9 November 2011
at 7.30pm in Shipton Gorge Village Hall
Present Cllr Mary Boughton (Chair) (MB), Cllr Richard Cunningham (Vice Chair) (RC), Cllr Barbara Chambers (BC), Cllr Duncan McShee (DS), Cllr Stephen Young (SY), Cllr Jo Adams (JA), Cllr Jan Sorrell (JS) (for part of the meeting).
In attendance Parish Clerk Paula Biss, County Councillor John Russell (JR), County Councillor Ron Coatsworth (CC) (for part of the meeting).
Open Forum No members of the public were in attendance.
12.01 Apologies for Absence – Apologies were received from Keith Sorrell due to illness. This absence was approved.
12.02 To sign as a correct record the minutes of the meeting held on 14 September 2011 – The minutes were approved and signed by MB.
12.03 Clerk’s Report
1. Scottish Widows. Following discussion with MB and with approval of all Councillors it was decided to withdraw funds from Scottish Widows. Letter/email sent 10/11/11. It was agreed a Playing Field account would be opened at Lloyds Bank upon receipt of monies from Scottish Widows. Pro MB Sec BC nem con.
2. HMRC - paperwork with MB. MB trying to contact ET to see if he would help with this. MB also reported she had had useful meeting with ET as a result of which the Agenda format is now different and the minutes will be a normal word document. Notice had been put in BVN concerning the lopping trees ie conservation area and the need for permission.
3. DAPTC Certificates for Councillor Training. Handed out at Nov Meeting.
4. Clerk attended Clerks’ Seminar – Report circulated to Councillors.
5. BLAP – Affordable Housing Seminar – information circulated to Councillors
6. BDO – Audit of Annual Return. Awaiting signatures of amended return. MB unwilling to sign part of return as not chairman during the year that it refers to. Agreed by all Councillors. RC to contact BDO.
7. Councillor Vacancy. No-one has come forward despite advertisements. If councillors know of anyone interested they should contact MB.
8. AON Insurance. Confirmed that volunteers involved in Resilience activities are covered by Public Liability clause.
9. Cheques approved (11.97 September meeting) paid to:
a) DAPTC for Councillor training £70.00 cheque no 600
b) DAPTC for Clerks Seminar £15.00 cheque no 600
(reduced from £30.00 for no lunch)
Payments made requiring approval:
a) Office Giant - stationery £90.43 cheque no 599
b) Office Giant - stationery £61.98 cheque no 599
Invoices to be approved:
a) Small Engine Services – Plastic fastener £12.00
b) Grayham Rosamond – PF services £318.21
c) Barbara Chambers (BuildASign) £45.49
All above amounts agreed. Pro. RC, Sec. DS nem con
Letters sent:
i) Land Registry – giving new address for Clerk
ii) The Woodland Trust acknowledging Saunders/Richardson Wood and confirm SGPC has expressed no concerns or objections
iii) Magna Housing requesting extension of time to inform them of SG requirements for MagnaBus as letter not received until after closing date
12.04 Other Matters arising from minutes – Lloyds have still not completed paperwork adding new councillors as signatories, so to date council has only three signatories. MB still pursuing this.
12.05 To receiving the following reports and appoint representatives as indicated:
General Finance – Dealt with in Clerk’s report.
Resilience – JS – Has copies of the resilience maps – 1 showing the outline of the complete parish and 1 showing the complete village.
She has printed a copy of the Community Resilience Plan to give an idea of what type of things we should have in situ in case of any emergency situation.
Contacted Carly at WDDC who emailed some further information. Basically we need to have a network of volunteers in the village to be able to assist in an emergency situation should it arise.
Also it would be a good idea to compile lists of vulnerable residents together with contact details for various situations. For example:
Sub-Zero Temperatures
Flooding
Power Cuts
However we do need to have Insurance cover, depending on what is needed to be done. For example:
Clearing Snow
Spreading Grit
Opening up the Village Hall
Laying Sandbags
As reported, See No 10 in item 12.03, the clerk has confirmed that insurance cover for volunteers is included in the parish council’s policy.
JS has also enquired about obtaining a number of sandbags in the event of water entering properties following heavy rain in the village. These can be obtained from WDDC at no charge but they would need to be stored in a dry area – ideally inside somewhere. They would also need to be kept padlocked as people have been known to remove them! We should work on the basis of 4-6 per door and 10 per patio door. The council will deliver them when we have established quantity required. They would also need to be informed where they are to be delivered to as they cannot give any days or times for delivery. (also see Highways report below concerning dumpy/sand bags)
Highways - SY
1. Attended New councillor training 22.9.2011 Dorchester
2. Attended Winter Highways Briefing 4.10.2011 County Hall. SY had prepared a Powerpoint presentation on this but due to time restraints this was not shown, however councillors can see it at www.dorsetforyou/highways/gritting
3. Reported tree down on line- Barr Lane 18.9.2011 ref PEM 397108 – completed 21.9
4. Ordered 2 green grit bins for Chapel St j/w Brook St and Burbitt Lane 7.11.2011- cost £252.48 inc hasp and staple, delivery and Vat. Arriving W/C- 21.11.2011 – just need agreement of Highways community officer Dave Maunder or Tech officer Dawn Atkins to check and okay location. Do not necessarily need to be bolted down.
5. a) Researched - Lengthsman scheme 5.10.2011- projected expense for 10 days a year = £1,350- require for SGPC to sign up to contract – agreed too expensive for a small council, but to bear in mind for future.
b) Researched - PMU /dumpy bag/ploughing call out – PMU 3 visits a year June/Oct/Feb. Need to complete pro-forma a month prior to visit, listing work to be done SY. Free 1 tonne Dumpy salt can be delivered - must be housed undercover – Agreed we should obtain this but need to finalise where and who can store it - SY. Ploughing list is on DAPTC website ‘ members area ‘ put in password to obtain access. Note : Snow Ploughing is a centrally initiated and managed by DCC highways. No issues with insurance or red diesel.
6. Query correspondence from SWH-BBIS previously sent to Ernie Thomas- should this go through the clerk? Agreed Clerk to receive future correspondence and letter to be sent to this effect.
7. Matters being progressed :
a) Finalise ordering of dumpy bag
b) Arrange removal of unwanted road signage notices behind playing field shed.
c) Identify location for third grit bin
Arising from above report:
Clerk to respond to Balfour Beatty letter (done)
Position of salt bins – SY to contact relevant householders
Dumpy Bags and sand bags to be kept dry. Agreed Keith Sorrell to be asked if he could house the bags initially and householders in Brook Street who might be affected by water ingress should be contacted with a view to receipt of sand bags for heavy rain conditions. JR asked that it be noted that the first dumpy bag was free, thereafter to be paid for. It is very dense material and needs to be used in moderation.
MB to write article for BVN incorporating above information (done). Clerk to produce poster for village information (done)
Item 4 on above report – it was agreed this should be paid and taken from Overheads. Pro SW Sec RC nem con.
Playing Field – BC –
Proposed Shelter - BC had consulted with G Raymond and it was thought that the best position for the shelter was where the originally proposed shelter was to be placed - namely a few yards down the concrete path towards the slide, on the left hand side. There is a natural break in the hedgerow at this point and with some trimming of brambles and undergrowth a shelter will fit very nicely there and not really impede the cutting of the hedge by tractor. Permission sought from Fields in Trust. BC
Concern expressed that planning permission might be needed for new shelter.
This can be checked through WDDC for which there is a £42.00 fee. RC suggested contacting Planning Office in first instance. Clerk to initially check with Bradpole PC who had similar query. Sandra suggested contacting Darren Rogers, Senior Planning Officer in the first instant BC
Proposed Porch Agreed to go ahead with porch. Quotes received from S Boxall, M Cheron, no response received from T Mowlam. Quote for £600.00 plus materials (estimated at £1000.00/£1200.00), from M Cheron to be accepted. Pro MB, Sec RC nem con. Further quotes to be obtained for gate. BC It is proposed to use tanalised timber for both structures. Loose tiles on shed to be addressed when porch built.
Jessica Robertshaw has suggested that we obtain bulbs which she is willing to plant. It was agreed £29.00 be spent on wild daffodils and that villagers would be asked to split their snowdrops and primroses and give to Jessica. MB to do notice for BVN. Agreed Pro JA, Sec MB nem con. Also agreed BC would discuss with Grayham.
Swing chain. Agreed worn chain should be replaced with correct size. Wicksteeds to supply and SGPC to fix . SY to measure and get quote. Agreed.
One cracked cradle seat to be replaced. £103.00 + VAT and carriage. SGPC to fix. BC Agreed Pro RC, Sec JA nem con.
Agreed brochures and discussion re fitness equipment deferred to next meeting. BC to check out lottery funding and 106 Agreement.
SY - 8.11.2011 did first Playing Field ‘walk- through’. New areas of note a) chains on both large child’s swings eroded and corroded, worn down to 60-70 % of original thickness. The outer swing is fixed to frame with carabineer type threaded links which are smaller gauge to other links by about 50%. They are therefore weaker and easily tampered with- suggest chains for both swing are renewed. b) tiled roof of shed has approx 7 tiles starting to disintegrate with corners missing, 2 further tiles are missing 30—50% of their surface area, suggest all 9 tiles need replacing. The 7 ridge tiles need to be checked as to their secure-ness, as there are signs of the bedding mortar cracking, suggest they are re-bedded. c) cross bracing on the slide that braces the main ’A’ frame is uneven and constitutes a cutting/jamming risk for fingers and a head injury risk for children passing/climbing under the bracing. Matters reported in playing field safety file and directly to Cllr Chambers
Planning – RC Planning Meeting 9/11/11. Approved application for Cairnhill, Shipton Lane, Shipton Gorge, DT6 4LL. Replacement shed, Lantern light window above new studio.
Village Hall - BC - No meeting since last SGPC meeting
Rights of Way – In absence of KS MB reported that Council are replacing all stiles between Burbitts Lane and Bennetts Hill. JA to contact Jane Mallett re footpaths mentioned at previous meeting.
PACT – RC - Bi-annual meeting cancelled and a significant review is under way – monthly meetings not happening.
BLAP – DS – Good and interesting meeting although not able to make any comments. JA attending December meeting
WEBSITE – No report received
DAPTC – DS volunteered to represent the Council.
TRANSPORT – (Including WATAG). RC volunteered to represent the Council
PARISH PLAN – No plan had been received to adopt. Clerk awaiting response from SC. (Further mail sent 11/11/11). JR pointed out that obviously the information gathered was still important and relevant; there was no rush for PP as a local plan/neighbourhood had to be produced first. RC also pointed out that that there is a financial implication for the plan to be up and running – the Council had received Grant Funding. Clerk to check previous minutes for references to PP.
12.06 To consider and approve the Precept 2012/2013. The precept was discussed at length. It was agreed:
1. Clerk’s wages to increase by 10% as extra hours for more meetings.
2. Mileage should be included in IT costs and Clerks Expenses
3. Small increase in subscriptions as SLCC not included year 2011/12
4. Insurance is likely to increase in year 2012/13
5. Playing Field Budget was up mainly due to nothing having been put into Equipment Replacement fund in recent years.
6. Future costs confirmed with Webmaster
7. Nominal sum as in previous years. Normally split between two charities who approach us.
8. Not spent 2011/12 – see 2 above.
9. C Chambers expenses confirmed plus annual rent
10. VHall committee content with present amount
11. Contribution towards churchyard maintenance
12. Anticipated increase.
|
SGPC PRECEPT 2012/2013 |
|
|
1.Clerk's wages |
£1,267.20 |
|
2.Stationery/postage |
£150.00 |
|
3.Subscriptions |
£190.00 |
|
4.Insurance |
£550.00 |
|
5. Playing Field |
£2,000.00 |
|
6. Website |
£250.00 |
|
7.Charities |
£50.00 |
|
8.IT costs/Clerks expenses |
£200.00 |
|
9.Village Green |
£90.00 |
|
10.Village Hall |
£150.00 |
|
11.St Martins Church |
£100.00 |
|
12.Audit |
£200.00 |
|
13.Overheads |
£100.00 |
|
14.Contingency |
£0.00 |
|
Total - 2012/2013 |
£5,297.20 |
|
A 13.99% increase on year 2011/2012. |
|
Proposed DM, Seconded RC nem con.
12.07 To consider a review of the Council’s Standing Orders and Risk Assessment Both these are due for review – it was agreed MB and Clerk to go through these and adopt at next meeting.
12.08 To review the Correspondence Log and to authorise any action considered necessary – log had been distributed.
Several items received since distribution:
a) Changes to Bus services – notices were handed out and would be posted on the notice boards
b) Information received and passed to Councillors re Christmas Refuse collections. Official posters to be received at later date
c) Temporary Traffic Regulation Order. Notices put up in village.
12.09 To confirm date of next SGPC meeting – 14 December at 7.00pm
