DRAFT – SUBJECT TO AMENDMENT BEFORE APPROVAL BY PARISH COUNCIL
SHIPTON GORGE PARISH COUNCIL
MINUTES OF THE MEETING HELD ON
WEDNESDAY 11 January 2012
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 Stephen Young (SY), Cllr Jo Adams (JA).
In attendance Parish Clerk Paula Biss, County Councillor John Russell (JR).
One member of the public was in attendance.
Open Forum There were no issues.
12.10 Apologies for Absence – Apologies were received from Jan Sorrell who also tendered her resignation and Councillor Ron Coatsworth (CC). The Chairman had sent an email to Jan Sorrell and all Resilience Planning papers had been returned.
12.11 Declarations of Interest – There were none.
12.12 To sign as a correct record the minutes of the meeting held on 9 November 2011 – The minutes were approved and signed by MB.
12.13 Clerk’s Report
- Correspondence log updated and sent to councillors – no requests for further details received
- Planning sheet updated and sent to councillors
- Up-to-date spreadsheet circulated to councillors – there were no queries
- Internal Audit completed with Simon Cleveland Friday 9th December. Completion certificate signed.
- Sent official stamped copy of Lloyds Statement to Scottish Widows to enable them to complete the request to transfer monies from SW to Lloyds. Latest statement from Lloyds now reflects that SW monies have been paid in and request has been made to Lloyds to set up new account “Shipton Gorge Parish Council Playing Field Account”. We are still awaiting confirmation from Lloyds Bank that they have set up the account.
- HMRC – Paperwork with MB. A letter of response to our letter in September had been received but did not address the questions asked. The DAPTC Training Courses for 2012 offer two HMRC Surgeries in February. It was agreed the Chairman should attend one to clarify the procedures required.
- Victim Support and Bride Valley Scouts added to Charity request list.
- BDO – Annual Audit received. The Annual Return to 31 March 2011 had been audited by BDO Stoy Hayward LLP and there were no matters which required an action plan.
- Notice of Audit displayed in Village. RC kindly agreed to be contact for any viewing requested by a villager. No requests had been made
- Precept application sent to WDDC before deadline
- Contact details for BDO updated and next year’s audit date requested
- To get quote from AON/Came & Co for the following:
ii) Playing Field Equipment – to get quote for cover for damage to equipment
iii) Gates and Fences – to get quote for cover for damage
It was stated it was not easy to get consistent information when contacting AON. At this point Item 12.17 was brought forward. It was agreed Came & Company should be invited to the February 2012 meeting to discuss Insurance generally and specifically. Subsequently Tim Forward from Came and Company has confirmed that he will attend the February Meeting at 7.30pm
13. Received cheque for £6.62 from Western Power for wayleave on the electricity pole on village green.
14. Cheques requiring authorisation:
- Ch No 603 - Paid Viatec for the grit bins - £354.72
- Ch No 604 - BDO - £174.00 – Audit and admin fee
- Ch No 605 - AON - £8.04 – extra three grit bins on insurance
- Ch No 607 - Clerk’s Expenses for Sept – Dec = £53.78
- Ch No 609 – S Young – expenses for signs in Playing Field
15. Cheque to be signed:
Ch No 608 - Wicksteed Playscapes – Single tier Rubber Cradle Seat – (authorised 12.05) - £134.11
16. To consider payment for further copies of Local Council Preview Magazine. The Magazine was circulated and it was agreed not to continue to receive this magazine. SGPC subscription cancelled although no-one was aware we had subscribed in the past.
All above requests approved and agreed. Pro. RC, Sec. BC nem con.
12.14 Other Matters arising from minutes – Councillor vacancies. There are now two vacancies, only one of which can be filled by co-option at present. Clerk to inform WDDC of Jan Sorrell’s resignation and remove her as a bank signatory at Lloyds Bank.
There had been various complaints about the speed of vehicles driving through the village at school times. Clerk to send letter to Head of Burton Bradstock School requesting that parents driving through Shipton Gorge should be asked to reduce their speed and take more care.
12.15 Approval/acceptance of the audited Annual Return for year ending 31 March 2011. Approved and accepted - Proposed BC, Seconded RC nem con. Clerk to scan and send councillors copy of the audited Annual Return.
12.16 To receiving the following reports:
Resilience – Due to resignation of JS, MB gave report. All papers had been returned to MB. Storage of sandbags. After much discussion it was agreed Clerk would produce leaflets (x20) asking residents in Brook Street if they required sandbags and SGPC would order and deliver to those who requested them. JA to distribute in Brook Street.
Highways - SY
1) Ordered, installed and co-ordinated with DCC the filling of 3 grit/salt bins, week commencing 28.11.2011.Locations of the new grit bins as follows, with DCC Highways unique reference
Icen Lane j/w Markets Lane number 1-205
Chapel Street j/w Brook Street number 1-206
Shipton Road j/w Burbett Lane number 1-207
Letter of appreciation received from Christine Green also pointing out pothole around manhole at Markets Lane/Brook Street cross roads.
2) Installed and fixed 2 new signs for playing field i.e. one on side of stone shed and one on right hand gate.3) Co-ordinated ordering and delivery of the ‘free’ DCC Highways grit/salt Dumpy bag for village. Councillor Keith Sorrell very kindly agreed to facilitate receipt of delivery and under-cover storage of the one ton bag for the benefit of the village. The resource of the bag means the village will be better prepared to deal with freezing and icy conditions should the need arise.
4) PMU is due to visit the Village in February 2012, Two emails had been sent requesting a pro-forma, to list maintenance items on and return to them for their information prior to their attendance. No items of work/ have been sent to them as yet, as there has been no reply to the emails . Clerk to contact PMU
Playing Field – BC
Grayham Rosamond asked the council to note that the minimum wage stands at £6.08ph as from 1st October 2011, so this would now be the amount payable. Agreed that the mower and strimmer can be serviced, and they will be collected when convenient.
The new signs for mower shed and gate have been fitted. Thank you to Steve Young.
A new swing cradle seat has been purchased from Wicksteed Leisure, and will be fitted very soon. Invoice for this passed to clerk for payment.
Gerard Robertshaw has indicated that he would erect the gate into the compost area for £120 labour per day plus providing him with all the materials. As yet no estimate from Roger Sorrell in spite of various 'phone calls.
Email sent to Principal Planning Officer at WDDC re permission for field shelter after speaking to a Planning Officer at the council. His reply was that providing building is under 4metres in height and not more than 200 cubic metres in volume planning permission was not required. However to have this put in writing a letter would have to be sent with a fee of £21.50 payable. It was decided that the email was sufficient and to go ahead without requesting this in writing.
Michael Cheron (Dougal) has now quoted for the porch on the mower shed - £1200 - and the shelter for a maximum price of £2650. The latter price is £80 more than Steve Boxall's quote of £2570, but MC's building will be using long-life uprights, guaranteed for 15 years (£180 each), feather boarding for roof and gable ends, underlaid with felt. It has also been designed in such a way that each individual upright can be removed if necessary. The bench across the centre to be of planed wood, three planks wide with three supports concreted into the ground. Mr Cheron has indicated that if the final build cost of either structure - the porch or the shelter - is less than the quoted price, the difference will be returned to the Parish Council. At present he has said that he would start the work in February.
Nothing done as yet re the 106 Agreement for possible funding of fitness equipment, nor with the pack received from the Big Lottery Fund. Brochures received for such equipment from Wicksteed Leisure, Caloo and Maple Leaf Designs together with a quote from Caloo for four pieces at a special rate. Decided that the village should be asked whether fitness equipment would be of benefit and used before making a decision to go ahead. BC to put notice in Bride Valley News and also contact the Village Society to ask if they would consult the village to get opinions on the usefulness of such equipment.
It was unanimously agreed the quote for £2650.00 for Shelter in Playing Field from M Cheron to be accepted. (size now to be approx 12’x6’) Pro RC, Sec KS. BC to ensure time frame from contractor. Clerk to send a letter to Mr Cheron confirming acceptance of quotation.
Planning – RC
1D/11/001196, 1/D/11/001671 and 1/D/11/001717 approvals received.
Village Hall - BC - Due to the Government's decision to reduce the feed-in tariff the project to install photovoltaic cells on the roof of the Village Hall has been 'put on the back burner'.
Some hirers of the hall are not taking care when stacking chairs etc in store-room, and on occasions the Fire Exit has been blocked.
As it was felt too much was stored in the store-room a unanimous vote of approval was given to clear out all the books and dismantle the shelving. Colin Green offered to control the room management.
Philippa Young has taken the position of Village Archivist, and will undertake this role from the new office in the VH; probably twice a month on a Friday from 2-4pm starting on 6th January, when she will oversee the setting up of archives of Shipton Gorge. She would be grateful for any past information on village properties from the present home owners.
Management of the Archive Office will be by the Village Society who will ultimately be responsible for stationery provision since it is envisaged that the main user will be the archivist. Suitable charges are to be made for both the use of the office - photocopying, laminating etc - and the storage of documents. Further details later.
BC was asked if she could ask the V Hall to provide information on how to use new heaters in hall.
Rights of Way –Money available for maintenance/repairs from Countryside Access Officer (DCC)(Jill Exton) . Nothing further to report.
PACT – RC – Has re-emerged and RC had recent meeting with Police. Police have put notices in village inviting parishioners to meet them to discuss any problems, this would be on certain Fridays 2pm-3pm at RC’s house as on notices.
BLAP – JA attended December meeting. Felt not much relevant to except the availability, in emergencies, of portable heaters. Referrals to POPP have to be identified through a group or organisation not by individuals themselves. MB had already followed this up and put notices on village notice boards and in the Bride Valley News to inform residents of this service. She had also contacted the Village Society’s chairman who had agreed that they, as well as SGPC, would be an organisation that villagers could approach over this.
WEBSITE – The clerk reported that the Webmaster had informed her that his report for the November meeting, had been sent, although this had not been received.
Since the last report dated 12 December 2011 intended for the cancelled December Parish Council Meeting, the notice of this month’s Parish Council Meeting and the updated version of the Planning Register had been placed on the web site.
Details had been requested from village organisations of planned events for 2012, including any special events for the Queen’s Jubilee. Nothing had been received, so no details of events for 2012 currently appear on the site. MB had confirmed that SGPC were not organising a specific Jubilee event.
MB stated that apart from the bi-monthly planned Parish Council meetings which should be on the site, the only other event run under the auspices of the Parish Council was the Annual Parish Meeting which took place during April. She explained to new councillors that this meeting was not a Parish Council meeting but a gathering of the village where any topics could be discussed. Usually, local organisations were invited to update the parish on their activities and sometimes a speaker was booked for these meetings. Councillors were asked to consider, before the next meeting, if there was a suitable subject of wide interest to the village that a speaker could be invited to address the meeting on. A date would be set at the next meeting and then the Webmaster informed.
DAPTC – No report received as DMS not present and no apology received. Clerk to contact him to ensure he received the meeting papers.
TRANSPORT – (Including WATAG). RC – No transport issues to report but RC had some news on the Village Green in Brook Street. He had had visit from Mr and Mrs Mitchell of Brook Cottage stating they were considering giving the land to the Parish Council, excluding the drive and about 6” of ground to the left of the drive in exchange for the Council giving up their tenancy of the land and therefore not paying the £10.00 per year rent. Council awaiting written confirmation of this offer. JR pointed out an accurate plan to scale would be essential. MB stated that when written confirmation was received this would be circulated and discussed at a future meeting.
PARISH PLAN – No further information received. RC stated SC had some personal problems but the plan was complete and ready for delivery. SC had not been in the village for some weeks but RC expected him back in a week’s time.
12.17 To consider and discuss PC Insurance See 12.13 , No 12 above.
12.18 To consider a review of the Council’s Standing Orders and Risk Assessment
MB/Clerk had reviewed the SOs and RA and the revised documents had been circulated by councillors prior to the meeting. The Standing Order and Risk Assessment reviews were accepted and clerk would scan and send signed copies to all Councillors.
All clauses in the the Risk Assessment were not considered to be clear and relevant and it was agreed Clerk would check DAPTC for template and a re-assessment of the document would be completed within the next twelve months.
MB also pointed out that the next official document to be completed would be the Clerk’s Contract of Employment. This would be based on the new template just produced by DAPTC.
12.19 To review the Correspondence Log and to authorise any action considered necessary – log had been distributed prior to the meeting.
Several items received since distribution:
a) MB received request for grit bin from Mike Fowler of Hammiton Farm to be placed at Junction of A35. She had met with him and agreed this would be considered for winter 2012/13. He had also expressed a tentative interest in becoming a Parish Councillor in the Spring of 2012 and she would follow this up.b) E Mail resignation from Jan Sorrell
c) Letter of appreciation for Grit bin from Christine Green
d) Call from resident, Pamela Bates, requesting Ring and Ride bus service be put on Charity list
e) Various emails from SY re insurance/gritting – dealt with above.
f) Bride Valley Scouts request for charity list – as above
g) Localism in Action Guide details received from JR
12.20 To confirm date of next SGPC meeting – 8 February 2012 at 7.30pm
