Minutes of the Meeting of the Council

Date:

Thursday 21^st January 2010

Time:

7.30pm

Place:

Monk Sherborne Village hall

Present:

Cllr Boyle

Cllr Scott

Cllr Gibson

Cllr Lord B Hayter

Cally Morris (Clerk)

PC M Edwards

PCSO Geoff Turnball

1.

Public participation

No members of the public were present at the meeting.

2.

Apologies for absence

Apologies were received from Cllr Simpson, Cllr Du Boulay, County Cllr K Chapman and Borough Cllr J Leek.

3.

Minutes of the last meeting

3.1

The Minutes of the last meeting, Thursday 19^th November 2009, having been circulated were signed as a true and correct record. Proposed by Cllr Scott and seconded by Cllr Lord Hayter.

4.

Matters arising and not appearing elsewhere on the agenda

a)

Mayor’s vanishing tea party – To be held on Wednesday 3^rd February 2010 from 3pm. Tickets are £3.00 each and can be obtained from BDBC.

b)

Concessionary Travel scheme 2010/2011 – A poster has been received from BDBC relating to the concessionary fare issue for 2010. Posters are to be displayed on the notice boards.

5.

Clerks report & correspondence (Appendix A)

6.

Reports

6.1

County Cllr report – No report

6.2

Borough Cllr report – No report

6.3

Chairman’s report – All points are to be dealt with at the relevant point in the agenda.

7.

Portfolio reports

7.1

Finance & Health – Cllr Boyle advised that correspondence had been received from Roger Shelvey to advise that he would be standing down from his role as editor to the villager magazine. Sherborne St John PC had written to both Monk Sherborne and Pamber Parish Councils asking them to consider contributing finically towards the cost of purchasing improved software to make the job a lot easier for any predecessor. It was agreed unanimously to contribute a maximum of £300 towards the required software. A poster advertising both roles of editor and deputy editor for the publication will be placed on the village notice boards.

Clerk to advise SSJ PC

7.2

Planning – An update of planning applications received and determined since the last meeting was previously circulated to members for their information. (Appendix B)

Cllr Gibson advised that both he and Cllr Boyle had attended the site meeting and subsequent development control meeting at the BDBC offices to present a case for consideration in relation to the application submitted for the Blackberries site. Cllr Gibson advised that the application was refused and that they were confident that further application for this site would also be refused. The council thanked both members for giving up their time to pursue the matter on behalf of the village.

7.3

Local Authority & Rural strategy – The clerk advised that comments in relation to the council draft plan had been submitted prior to the deadline. Comments were also submitted in relation to the public transport consultation document. Information regarding the BDBC access for all capital programmes was provided by the clerk for information purposes.

Cllr Du

Cllr Du Boulay had attended a workshop at the council offices in relation to the Biodiversity consultation document. A résumé of the event will be provided upon Cllr Du Boulay’s return.

Boulay to provide report

The council expressed their concern regarding the vulnerable and elderly within the village during extreme weather. It was agreed to place a note in the villager reminding people to check on neighbours and to make sure everyone is looked in on. A note will be added advising people that if they are in need of being checked on to initially contact the parish council so they can then put them in touch with a neighbour who can make sure they are ok in times of need.

Clerk to put note in villager

7.4

Village hall – The clerk advised that clarification of various points raised regarding the lease had been explained via the HALC solicitor. A meeting is to be arranged with a village hall representative to clarify the situation. Further details are to be sought regarding responsibility in the event of an incident regarding the building itself. Clerk to pursue.

Clerk to progress

Cllr Lord Hayter advised that the village hall committee intended to replace the chippings in the car park. A quote had been received for the materials required and the committee asked whether the council would be prepared to contribute financially. The council agreed unanimously to purchase 5 tonnes of the required material on behalf of the committee. Cllr Boyle also agreed to spread the material. Clerk to advise. 

Clerk to advise

7.5

Highways Transport and footpaths – A meeting was held with highways to ensure outstanding issues within the parish were to be dealt with. A written update was provided to members (appendix A)

An accident during the bad weather had caused significant damage to the railings surrounding the war memorial. Details have been forwarded to the clerk in relation to responsibility and an insurance claim is currently being pursued.

Clerk to progress

Cllrs expressed a need for a grit bin on the corner of The Close in Monk Sherborne. Prices are to be obtained and brought back to the next meeting for further discussion.

Clerk to progress

The clerk advised that all pot holes need to be reported by either the Hantsweb service online or directly to the clerk. Due to the sheer volume of pot holes within the Borough following the bad weather, a priority listing is being drawn up for pot holes within the area. Please report any as soon as possible.

Clerk to progress

Following a meeting with highways regarding the removal of the path at the phone box on Salters Heath Road, the council considered the relocation of both the notice board and jubilee bench. It was agreed to relocate the notice board, upon approval from the village hall committee, to the side wall near to the bins. The bench is to be relocated to the grassed area outside of the main play area.

Clerk to liaise with VH

7.6

Rural policing & Neighbourhood watch – WPC Miriam Edwards advised that there had only been one incident since the last meeting where some scrap metal had been taken from a local landowner. There have been a few suspicious vehicles and people around the area but no other crimes. Poached game being sold to local public houses is currently being investigated.

Visits are to be made to as many properties as possible within the area to try and obtain email addresses with a view to circulating information as wide as possible. It was agreed to post any email alerts on the parish website. A note will be placed in the villager reminding people to check regularly for updates.

The council considered whether to purchase stickers for bins reminding car drivers for the speed limit. It was agreed unanimously to not pursue at present believing the effectiveness of the stickers to be redundant for 6 days of the week.

7.7

Playground – Following the circulation of the annual inspection and a site visit by members, it was agreed to pursue a grant application for the immediate work required and the trees requiring replacement. A hard tarmac area at the basket ball hoop will also be included within the grant application.

Clerk to progress

8.

Parish maintenance

8.1

Update re. Provision of allotments – No further progress at present but is still being pursued. Interest in the garden share scheme has been very limited.

Clerk to progress

8.2

Damage to the verge at The Close – The council are in receipt of £75 following the pursuit by Cllr Gibson, of the transport co. that caused considerable damage to the verge. Highways have agreed to install some wooden verge markers at the area to stop further damage being caused. A local resident has also agreed t reinstate on behalf of the council. 

Clerk to progress

8.3

Adoption / Sponsorship of BT red kiosk – Following the receipt of a briefing note from BDBC in relation to adopting the phone box, it was agreed by council to not take any further action at this present time.

8.4

Provision of bottle banks – Cllr Boyle advised that bottle banks had been installed at The Mole public house for general use. A note has been placed within the Villager advising local residents of the service.

9.

Finance

9.1

To approve payments - All payments were acknowledged and approved. Proposed by Cllr Lord Hayter and seconded by Cllr Scott and carried unanimously. (Appendix C).

9.2

To acknowledge any receipts – These were noted and acknowledged accordingly.

9.3

Associated funding for clerks studies – The council agreed to cover the expenses for travel and subsistence so the clerk can attend her first residential weekend at the University of Gloucester.

9.4

Appointment of external auditor – The audit commission advised the council that they had been appointed Wayne Rickard for the completion of their external audit for financial year 2009/2010

10.

HALC matters – Details were circulated among members in relation to the potential removal of HALC from NALC. Further details will be circulated once a decision has been made.

14.

Appeals for donations – FWAG (Farm Wildlife and Advisory Group)

It was agreed unanimously to forward a donation for the sum of £50 under section 137. A cheque was written and signed in full council by Cllr Boyle and Cllr Gibson.

15.

Resolution - To exclude the public and press from items that may require discussion of possible legal and financial proceedings i.a.w. Public Meetings – Admission to Public Meetings Act 1960. Exclusion was not required.

16.

Items of a confidential nature

17.

Confirm date of next meeting – Thursday 18^th March 2010

18.

Closure of meeting – The meeting closed at 20.56pm

Appendix A

Clerks report – January 2010

1. Due to the extreme weather conditions we have experienced since the last meeting, we have struggled to get action and still have some outstanding issues requiring attention.
2. I did mange to meet with Dan from Highways to try and progress some items. An update will be provided at item 7.5 in the agenda
3. Unfortunately, during the bad weather we had someone drive in to the railings at the War Memorial. A quote has been obtained for the repair of the fence and will be discussed under item 7.5
4. Roger Shelvey has announced that he will be standing down from his role as editor for “The Villager” magazine. We are looking for a volunteer who may be prepared to take on the role of either editor or deputy editor. This will be discussed under item 6.3
5. Cllr Gibson attended the parish conference on 30^th November. We thank Cllr Gibson for attending on behalf of the council.
6. Both Cllr Gibson and Cllr Boyle gave up their time to attend two scheduled BDBC meetings in relation to the planning application submitted for Blackberries. An update will be provided at item 7.2 of the agenda
7. Information has been obtained from the HALC solicitor in relation to the village hall. The information was to ensure clarification of issues contained within and will be filed for future reference.
8. Due to the weather, no further progress has been made in relation to quotes for the play area. However, members have reviewed the inspection and put forward ideas for improvement. These will be discussed under item 7.7
9. We are still looking for volunteers to come forward who are interested in the Garden share scheme. To date, the uptake has been very slow.
10. The precept request has been forwarded to BDBC prior to the deadline. It was agreed at the last meeting to keep the precept at £9,000 for the thirds year running.

Highways update following meeting held on Monday 18^th January 2010

1. Pot holes – Highways have asked that pot holes are reported as soon as possible. The recent weather has caused a lot of road erosion and the number of pot holes on local roads has increased significantly. Particularly bad pot holes are being photographed to ensure they are dealt with promptly. Due to funding issues pot holes are being handled on a priority basis so it is important to report bad ones as soon as possible.
2. Gritting of local roads – All roads are put in to categories for priority in relation to gritting in bad weather. This process is carried out at HCC by using a set criteria relating to the classification of the road. Local farmers are also contracted in during extreme weather to help ease the situation.
3. Path at phone box – After meeting with highways, they recommended the council consider relocating the bench and the notice board to the village hall. The pathed area will then be removed up to the phone box with a view to eliminating the moss problem. A small tarmac area will be left for the phone box and post box. The kerb will remain to allow the drainage to continue doing its job. Grass seed will be laid. All this will be carried out in the spring once confirmation has been received from the PC to relocate the bench and notice board.
4. Drains at Play area – Highways have agreed to jet the drains again to check for a blockage and that the drain itself has not collapsed. Details to follow upon completion of the jetting.
5. Flooding issues – an update has been requested from Peter Eade in relation to the various properties within Monk Sherborne needing to undertake some ditch clearance or maintenance.

Planning applications (Monk Sherborne PC – December 09 & January 2010)
Appendix B

New Applications this month

None

Applications awaiting decision:

BDB/71658 – Appletree House, Monk Sherborne Road

Erection of a two storey rear extension

(Full planning permission)

No objection

BDB/71659 – Appletree House, Monk Sherborne Road

Erection of a two storey rear extension

(Listed building consent)

No objection

Planning decisions:

BDB/71415 – Blackberries, Salters Heath Road, Monk Sherborne

Change of use of land for the siting of 1 Mobile home and 1 touring caravan

REFUSED

Comments submitted

Appendix C - Finance

BANK RECONCILIATION – November 2009

Payments for approval and signature: