MINUTES OF THE MEETING HELD AT THE VILLAGE HALL ON WEDNESDAY 9 SEPTEMBER 2009
Present: Cllr David Smith (Chairman) (DS), Cllr Richard Cunningham (Vice-chairman) (RC), Cllr Mrs Jean Ayers (JA), Cllr Mrs Heather Cowland (HC), Cllr Robert Langran (RL), Cllr Peter Varney (PV), Cllr Robert White (RW).
In attendance: Parish Clerk Ernie Thomas, District Councillor Mark Parsons (MP) and County Councillor Ron Coatsworth (CC).
Open Forum:
Mary Boughton expressed concern about the item in the minutes of the previous meeting about overhanging trees. Few trees were causing problems and people did not want to see overhanging trees pruned to give 10 metre clearance. When trees in Cuckoo Lane had been cut back, this had caused a landslip. She was concerned about the PC distributing leaflets when they should be talking to people and felt that the PC had lost touch with residents. DS said he believed this comment was unfounded. Mrs Boughton also stated that there had not been a local farmer on the PC for some time. DS said that it had not proved possible to find a member of the farming community willing to serve. As regards overhanging trees, DS said the leaflet was helpful and it was not the intention to write letters to residents. The alternative would be that the County Council would carry out tree-work and charge for it, which was more worrying to residents than receiving a leaflet. JA said it was difficult to persuade farmers to become Councillors as they were very busy people, but she offered to be a point of contact for farmers on the PC. RL observed that the discussions had mainly been about trees on the main road and Barr Lane.
611. Apologies for absence
Apologies for absence had been received from Cllrs Charles Errington and Mrs Amy Steele who had other commitments. These absences were approved.
612. Declarations of interest. In accordance with the Code of Conduct, Members to declare the existence and nature of any personal or personal prejudicial interests in the following items as defined in the Code and to indicate the action they will be taking when the item is considered.
There were no declarations made at this stage.
613. To sign as a correct record the minutes of the meeting held on 1 July 2009
RL said that in minute 608 concerning his Rights of Way report, the latter part of the second sentence should read " ...soon afterwards DCC had erected a stile over it." This amendment was accepted. It was proposed by RC, seconded by RL and resolved unanimously that the minutes of the PC meeting of 1 July (as amended) be signed as a correct record. The minutes were duly signed by DS.
614. Clerk's Report
1. DS had provided the Clerk with a list of proposed sites for the aluminium dog fouling signs and written permission had been sought from John Alford of DCC Western Highways Office to fix these to the County Council's signposts. Despite reminders, a reply was awaited and once consent was received, the WDDC Dog Warden would be asked to fix the signs.
2. Blair Turner had confirmed that if a salt bin was installed behind the Playing Field shed, then DCC would deliver salt to that location. The Clerk had identified a supplier of plastic salt bins and one could be purchased at a cost of £131.67 plus VAT. There was no budget for such expenditure and in view of pressures on next year's precept the PC would need to decide how to fund the cost. After discussion, it was decided not to proceed further with this matter.
3. Some pruning and tidying work had been carried out to the copse on the south side of Barr Lane. DS, having inspected the copse, believed that the position was now satisfactory and no further action was required by the PC. PV confirmed that the state of the copse had been much improved by the work done.
4. The Clerk had written on 22 July to Mr Richard Walker of DCC to contest the demand for rent in respect of the Playing Field and asking for this to be withdrawn. A reply was still awaited. As the lease provided for an annual rent of one peppercorn (if demanded) it was not intended to make any cash payment to DCC in any event.
5. The Clerk had written to DCC confirming the PC's support for their initiative for initial local action where hedges and trees overhang the highway, but making it clear this was without acceptance of any liability on the part of the PC. A supply of the advisory leaflets for use when approaching landowners had been obtained and was held by PV.
615. Other matters arising from the minutes
There were no other matters arising from the minutes.
616. To approve and accept the Annual Return for the year to 31 March 2009
The Clerk reported that the Annual Return had been audited by BDO Stoy Hayward LLP and that there were no matters which came to their attention which required the issue of a separate additional issues arising report. It was proposed by RC, seconded by RW and resolved by a majority vote to approve and accept the Annual Return for the year to 31 March 2009.
617. To consider the level of fidelity guarantee provided by insurers and to authorise any change considered appropriate
The Clerk explained that the PC was required to carry an appropriate level of fidelity guarantee. Failure to do so could result in a qualified audit report and so the position was reviewed from time to time. The external auditors recommended a level of cover not less than the total bank balances at the end of the previous financial year plus the first instalment of the precept, which currently gave a sum of £13,052.04. The current level of fidelity guarantee was £14,000. It was proposed by RW, seconded by JA and resolved unanimously to accept the current level of fidelity guarantee.
618. To consider the forthcoming retirement of the Clerk and arrangements for appointment of a successor
DS said that he would in due course refer to the Clerk's contribution to the PC. Meanwhile, the Clerk had indicated his wish to retire from office and having consulted with Parish Councillors, a candidate, Tom Grace (TG), had been found who was willing to act as Clerk. The Clerk had produced for information a list of his duties which was an invaluable guide to what the job entailed. DS and RC had talked about the position to TG, who had subsequently met with the Clerk for a working session about the Clerk's role. TG remained willing to act as Clerk and his CV had been circulated to Councillors prior to the meeting, demonstrating his professional qualifications and experience. Subject to a contract of employment, it was suggested that TG could take over the position of Clerk at the November PC meeting, meanwhile working together with the Clerk to gain experience. DS saw no need to advertise the vacancy and both he and RC recommended TG as a good candidate. DS invited comments from Councillors and the consensus was that the prospective appointment of TG should be progressed for the November meeting.
619. To develop an action plan for Shipton Gorge Village Green
DS reported that as agreed at the last PC meeting, he had written to Kitson & Trotman on 8 July seeking information about the alleged judicial review. In the absence of any reply other than an acknowledgement letter, he had recently phoned the solicitors and whilst it was confirmed they were still acting, apparently no further instructions had been received from their client. There remained concern about the condition of Mrs Mitchell in the light of recent events. It was also noted that the grass of the Village Green had recently been cut by a local resident but it was assumed this had been done at the request of the occupier as it had not been arranged by the PC. DS said he would like to write again to Mr Mitchell with a copy to the solicitors again requesting a meeting, failing which the PC would exercise its rights as tenant. Discussion followed, but the conclusion was that no further letter should be sent and the PC should proceed with grass cutting and removal of fencing. JA suggested that the fencing adjacent to the highway should be retained to discourage parking. Several possible options for maintenance of the land were considered, it being decided to seek a quotation for ongoing maintenance from Shipton Gorge Ltd. From the floor, Mary Boughton mentioned that previous investigations showed that the telephone kiosk was not special, but press reports suggested that telephone boxes within conservation areas should be preserved. It was agreed that DS, RC and the Clerk should develop a specification for ongoing maintenance and approach Shipton Gorge Ltd for a quotation.
620. To receive the following reports and to authorise any action considered necessary:
Planning
RC said that the application for a barn extension at Higher Sturthill Farm had been approved by WDDC and the application for an extension at 2 Rosamond Avenue had been withdrawn. He had looked into the matter of payment under the section 106 agreement relating to the Peas Hill development. Such payments were made to WDDC, not the PC. WDDC could provide finance for development of open spaces out of the s106 fund and the PC was one of the bodies eligible to apply, as were local voluntary organisations. DS said the funding might be of interest to Shipton Gorge Ltd. JA agreed to raise this matter with the Village Hall Trust. RC to provide relevant details to the Playing Field Committee for consideration. Discussion then turned to the planned closure of Peas Hill by DCC and the unsuitable diversion route, which had only been avoided as a result of a meeting between representatives of the PC and DCC Highways. There had been no prior consultation and it was agreed, with support from CC, that DS and the Clerk should prepare a letter to the Chief Executive of DCC pointing out the unsatisfactory handling of this matter by his staff. CC asked to receive a copy of the letter.
General Finance
A copy of the 2009/10 accounts with details of bank balances at 31 August had previously been circulated. Cheques since last meeting were numbers 522 to 529 as shown on the accounts. Cheques No. 527 to OHE Horticultural Ltd £20.15 for a replacement strimmer head and No. 529 to DAPTC £53.20 for the latest edition of the Local Council Administration handbook needed to be ratified. As regards the latter item, DS had agreed the purchase of this essential reference work, the cost of which had been met from the contingency budget. It was proposed by JA, seconded by HC and resolved unanimously that these payments be ratified. The following proposed payments required authorisation: To BDO Stoy Hayward £138.00 for the 2009 audit fee (within budget) and to Damon Allen £60.00 for further work on the web site. This latter payment would take essential expenditure on the web site to date over budget by £52.50 and the Clerk suggested this excess be regarded as covered by potential underspends on other overhead categories. It could be reallocated to contingency later if necessary. It was proposed by RW, seconded by RC and resolved unanimously to approve these two payments. The Clerk said that as further periodic web site updates would require Damon Allen's services, it was likely that more payments over budget would be necessary in the current financial year. The contingency should be sufficient to cover these. The Clerk mentioned that the budget for 2009/10 would be considered at the November PC meeting. The Playing Field Committee would need to meet and come up with its proposed budget before that meeting. Clerk and Chairman also to meet to prepare a draft budget for the PC to consider at its next meeting. The Clerk mentioned that the PC needed periodically to review and approve its level of reserves. He had previously circulated a calculation of the current reserves for approval, and these were well within the limit recommended by the PC's auditors. It was proposed by JA, seconded by RL and resolved unanimously to approve the current level of reserves held by the PC.
Playing Field
In the absence of AS, RW reported that the Maintenance Day would be held on Saturday 24 October. JA said that she had noticed an outbreak of Japanese Knotweed at the Playing Field. It was agreed that JA should telephone DCC for advice on dealing with this. RW said that Townsend Engineering had not yet been able to start on the security upgrade due to pressure of work, but had promised to deal with this shortly. Also, the Village Society had kindly donated a padlock. RW reported that after speaking to local residents, the provision of a picnic table, a covered shelter with seating and a replacement bench would be welcomed. Having looked at a metal covered shelter in Bridport, it emerged that this would cost around £7,000 plus delivery. A lower cost option was a wooden gazebo supplied by Mole Valley Farmers that would cost around £1,701. Together with a picnic table (fixed to the ground as required by RoSPA) and a bench, the total estimated cost would be between £2,500 and £3,000. The Clerk said that before proceeding with any preparatory work, he would need to obtain consent to the additions from DCC as landlord and from Fields in Trust as the responsible body for playing fields. It was agreed that RW should prepare a fully priced proposal for consideration at the November PC meeting. From the floor, MP said he believed such additions would not require planning consent as they were permitted development.
DAPTC
JA reported that she could not attend the next meeting in Bridport on 24 September and PV agreed to attend as the PC's representative. JA agreed to find out the present position regarding the matter of a possible partial subscription refund.
BLAP
DS had nothing to report.
PACT
RC said there would be a PACT meeting in the near future. He would raise his concern that the police representatives had apparently stopped holding open sessions for local residents in Shipton Gorge, these now being held only in Burton Bradstock.
Rights of Way
RL said he had nothing to report, other than that Wessex Water were now reinstating the land disturbed by their sewer works.
Village Hall
JA had nothing to report.
Highways
PV said that having provided Blair Turner with pictures of damage to Markets Lane, work had been carried out and he had written a letter of thanks. He had also e-mailed Mr Turner about a dislodged kerbstone at the bottom of Rockway. Warning cones had been placed and the stone repositioned. He would now turn his attention to the Connect A35 organisation and the matter of the junction of Shipton Road with the A35. There remained many items on the list for action by the PMU that had still not received attention. He was also concerned about the state of the highway at the junction with Bonscombe Lane. RL reported that the drainage ditch at the junction of Burbitt Lane and Shipton Lane had again become filled with debris and needed clearing by the PMU.
Web site
The Clerk reported that a link to Village Appraisal questionnaires was placed on the web site. A revised page for the Playing Field omitting sensitive information and including new pictures had been uploaded. As regards Damon Allen's e-mail about the obsolescence of the current web site, circulated to Councillors prior to the meeting, he gave details of web site hits that showed there was regular usage by members of the public. After some discussion, it was agreed to form a working party consisting of DS, RC, RW, PV and the Clerk to meet with Damon Allen to discuss the web site situation and report back to the November PC meeting. Clerk to set up the necessary meeting.
Parish Plan and Village Appraisal 2009
No report had been received from Simon Cleveland, but it was reported that Peter Gates had said the Village Appraisal survey was going well.
621. To review the Correspondence Log and to authorise any action considered necessary
The Correspondence Log had been distributed and was largely self-explanatory. As regards item72, the trial Highway Lengthsman scheme was discussed. CC observed that he had not seen much enthusiasm for such a scheme and PV said that his experience of a similar scheme was that it seemed to vanish after its first year of operation. JA said the scheme had been discussed at a DAPTC meeting when it was suggested that towns should set up a scheme with parishes buying in to the facility. An estimated cost figure of some £1,000 per parish had been mentioned. In view of the lack of specific costings, it was agreed the Clerk should reply that more detailed information was needed before any decision could be taken, and that the PC should keep a watching brief on this initiative. As regards item 83, agreed no action be taken about a plastic bottle recycling bank. As regards item 85, DS said this was one of a number of consultations in progress and it was not possible for the PC to consider each one of these as a Council in view of the considerable time this would absorb. It was however important to respond and he proposed that the various consultations be allocated to individual Councillors to reply as they thought fit on behalf of the PC. The consultations were allocated for action as follows (the item number of the relevant Correspondence Log entry is shown):
To JA - West Dorset Partnership Community Plan Review (item 85)
To RL - Strengthening local democracy (item 115, DAPTC Chief Executive's Circular 10/09)
To HC - Proposals for fairer and better environmental enforcement (item 115, DAPTC Chief Executive's Circular 10/09)
To RW - Community Infrastructure Levy (item 115, DAPTC Chief Executive's Circular 10/09)
To RC - Planning Information Requirements (inc. Design and Access Statements) - streamlining, Permitted development rights (small scale, non-domestic) - improving relations (item 115, DAPTC Chief Executive's Circular 10/09); Proposed amendments to Planning Policy Statement 25: Development and Flood Risk (item 129, DAPTC Chief Executive's Circular 11/09)
To DS - Policy Statement on Regional Strategies and Guidance on the establishment of Leaders' Boards (item 129, DAPTC Chief Executive's Circular 11/09)
To PV - A Dorset Consultation - Dorset Equality Scheme (item 129, DAPTC Chief Executive's Circular 11/09)
As regards item 89, no action to be taken on NALC awards. As regards item 109, RW to progress the risk review with the Playing Field Committee. As regards item 124, no action to be taken regarding the SEP. As regards item 132, DS said that Oliver Letwin was known to be a strong supporter of the Sustainable Communities initiative and there was no need to write to him about supporting the Amendment Bill. As regards item 138, no action to be taken on the rural manifesto consultation. RW commented on the large volume of material being passed on by e-mail to Councillors. CC said that much of the material originated from the Region and from various quangos. DS said that there was always the possibility that these items might contain something of interest. The Clerk said that it had always been his policy to pass on all e-mailed material received in his capacity as Parish Clerk and he did not presume to decide what might or might not be of interest or relevance to Councillors. The e-mails could always be deleted unread if individual Councillors so decided.
622. To confirm the proposed date for the next meeting (11 November 2009)
It was agreed that the next PC meeting would be held on Wednesday 11 November.
