Minutes of the Meeting of the Council

Date:

Thursday 18^th March 2010

Time:

7.30pm

Place:

Monk Sherborne Village hall

Present:

Cllr Boyle

Cllr Scott

Cllr Gibson

Cllr Lord B Hayter

Cllr Simpson

Cllr Du Boulay

Cally Morris (Clerk)

Borough Cllr J Leek

6 members of public

1.

Public participation

a)

Concerns were expressed by a number of residents in relation to the removal of the bottle banks at The Mole. Cllr Boyle advised they had been removed following instruction from the landlords who have subsequently placed the property on the market for sale. The council will be considering a suitable alternative site for bottle banks later on in the agenda.

b)

A local resident enquired what was happening with the railings at the War Memorial. Cllr Boyle advised that they were currently being repaired and would be replaced once completed.

c)

An enquiry was made in relation to the site at Blackberries. Cllr Boyle advised that planning had been applied for at the site which was subsequently refused. The owners have now lodged an appeal with the Planning Inspectorate.

d)

Clarification was sought as to who owned the pond on the corner of Salters Heath Road, Monk Sherborne. Cllr Boyle explained that he was unsure of exact ownership but understood that the parish council does have powers to maintain a village pond should it deem necessary. It was agreed to apply to land registry to determine ownership.

Clerk to write to land Registry

e)

The owners of Carlyle House requested whether they could see a copy of the acknowledgement letter from BDBC relating to investigating whether there had been a breach of planning as suggested by a local resident. The clerk will forward a copy. The council were also asked how they determine whether a complaint is in any way vexatious and how do they respond to such a complaint. The council advised that they try to answer any queries presented to them. However, they would seek legal advice in to what powers they when they appear to believe a complaint may be of a vexatious nature.

f)

Borough Cllr John Leek advised that the refuse contract was currently out to tender at BDBC. Quotes are being requested to include the collection of bottles at the kerbside as the Borough currently has the lowest recycling rates within Hampshire. If the new contract was to include the collection of glass it would not be in place until late 2011.

2.

Apologies for absence

Apologies were received from County Cllr K Chapman.

3.

Minutes of the last meeting

3.1

The Minutes of the last meeting, Thursday 21^st January 2010, having been circulated were signed as a true and correct record. Proposed by Cllr Scott and seconded by Cllr Gibson.

4.

Matters arising and not appearing elsewhere on the agenda

None

5.

Clerks report & correspondence (Appendix A)

6.

Reports

6.1

County Cllr report – The clerk advised the council of a verbal report she had received from County Cllr K Chapman. Advice was forwarded that the pot holes within the Borough were being dealt with. However, getting the roads back to the state they were before the bad weather has cost the County a total of £12.5 million to date. Additional funding is being sought.

6.2

Borough Cllr report – Cllr J Leek started by offering his apology for the controversy surrounding the election of the Mayor.

The LFD key themes are up for consultation and members are urged to have their say.

Borough Cllr J Leek encouraged the council to write to BDBC expressing their concern in relation to local rural employment sites and their implications within the rural environment. Further investigations are also to be made in to the legislation surrounding light pollution.

Cllr Leek to investigate light issues

Clerk to write

6.3

Chairman’s report – Cllr Boyle suggested that each member take it in turns to write The Villager article for publication. It is with the intention of local residents becoming aware of whom their councillors are. Cllr Gibson agreed to write the first article.

It was also agreed by those present, to suggest a “Letters to the Editor” page within the villager. This section would give the opportunity of “Right to reply” if any issues are raised directly within the publication.

Cllr Gibson to write article

Clerk to advise

7.

Portfolio reports

7.1

Finance & Health – The date for internal audit has been set for 27th April 2010

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 he had reviewed the applications submitted for Carlyle House and Woodgate and raised no objections to the work being proposed. It was noted however, that within the design and access statement accompanying the application, reference was made to finding an alternative use for the building. It was agreed to highlight in our

Clerk to respond

response to BDBC

(Cllr Boyle declared an interest in relation to the application for Woodgate)

An investigation is being carried out by the enforcement team at BDBC in relation to a complaint from a local resident believing there to be a breach of planning control. To control any malicious complaints, the council agreed unanimously to request complaints to be put in writing to the parish council to progress. A note will be included within the villager magazine explaining the agreed procedure.

Article to go in villager

The council agreed to re-iterate their comments in relation to Blackberries and send to the planning inspectorate to ensure they are considered when the appeal is heard.

Clerk to respond

7.3

Local Authority & Rural strategy – Cllr Du Boulay advised the council that comments were being sought for the key themes of the Local Development Framework BDBC. Comments are to be forwarded prior to the 24^th April.

Following attendance at a Bio-diversity workshop, Cllr Du Boulay asked whether the council would be interested in undertaking a parish conservation plan. It was agreed to progress and obtain a level of interest within the parish. The local school is to also be contacted to see if they would like to become involved. Progress to be reported at next meeting.

Cllr Du Boulay to progress

7.4

Village hall – No report from the committee

Further to the decision taken at the last meeting in relation to purchasing scalpings for the village hall car park, each member visited the site and reviewed the situation. It was agreed by the council that no pot holes were evident within the parking area. Therefore, the allocation of the funds will be put on hold until October, when the council will reassess.

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)

A complaint was received from a local resident in relation to overhanging vegetation along footpath 10. The council agreed to talk to both landowners rather than taking formal action with Rights of Way.

Cllr Boyle to liaise

It was felt that speeding was still an issue within Charter Alley. PC M Edwards is to be advised of a regular offender using the road. The clerk is to advise when the SLR’s are due in Charter Alley.

Clerk to advise

Route 56 is under threat once again. It was suggested that the council write to BDBC regarding the loss of the service. It was agreed to ask whether a village link service could be provided within the area to replace the lost service.

Clerk to write

7.6

Rural policing & Neighbourhood watch – No report. Beat updates are now available for viewing via the parish website.

7.7

Playground – Unfortunately a fault has been reported at the play area. The steps to the multi play unit have been taped off and are awaiting repair. The step board has rotted and broken in half. A local firm has been contacted to repair as soon as possible. It was agreed by the council to instruct the firm to repair all 3 steps at the same time.

Clerk to progress

8.

Parish maintenance

8.1

Update re. Provision of allotments –Due to the financial commitment required to pursue separate allotment sites; the council do not feel it is financially viable to continue with the idea at this present time. Time and energy is to be directed in obtaining further interested parties on the garden share idea. At present two people have been put in touch with each other and are currently drawing up their own terms and conditions of use.

It was suggested that the council liaise with Sherborne St John PC to see whether any sites had become available within their parish or whether people could be placed on to the waiting list.

8.2

Verge markers at The Close – Correspondence had been received from a resident of The Close expressing their concern at the installation of wooden verge markers at The Close. After consideration, it was agreed unanimously that the complaint was unfounded and to pursue with the installation of the marker posts as it was believed it would be of benefit to the whole area.

Clerk to progress

8.3

Provision of grit bins within the village – It was agreed to request 3 bins in total for the following locations:

1. On corner of Salters Heath Road, at Village Hall by finger post
2. The Close entrance
3. Shot Hanger Lane, by the chalk pit (Flat Firs)

8.4

Bottle Banks location – Correspondence has been received from a local resident, as well as the village hall committee, advising that they did not feel the village hall car park was suitable for the placement of the bottle banks. Members present disagreed and believed that an area at the far end of the building could be utilised more effectively. A hard standing area, fenced and gated, could be provided to screen the bottle banks and reduce any associated noise. A site meeting is to be arranged with BDBC and the village hall committee to progress.

8.5

Determine exact location of Bench & Notice Board – It was agreed, after careful consideration, to leave both items in their original places. Both items are to be rubbed down and re-varnished by a local resident to preserve for another year. Thanks were expressed to the resident.

8.6

Determine arrangements for the Annual Parish Assembly – It was agreed to follow the same format as last year. Clerk to organise. Cllr Hayter to purchase wine, Cllr Gibson to purchase refreshments.

8.7

Closure of The Mole – The council expressed their sadness at the closure of The Mole.

9.

Finance

9.1

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

9.2

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

10.

HALC matters – None

14.

Appeals for donations – Tadley Citizens Advice Bureau

It was agreed unanimously not to forward a donation at this time.

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 22^nd April, Annual Parish Assembly

18.

Closure of meeting – The meeting closed at 21.24pm

Appendix A

Clerks report – March 2010

1. Sherborne St John Parish Council advised that a replacement editor had been found for the Villager magazine – Mr Andy Page. It is hoped that a deputy editor will also be found.
2. An appeal has been lodged with the planning inspectorate by the owners of the Blackberries site in Monk Sherborne. Comments previously submitted by the parish council will be taken in to consideration by the planning inspectorate when considering the case. However, should the council wish to submit further comments then they are required to do so prior to the 13^th April. This can be decided under item 7.2
3. A note was included in the Villager reminding people to check on the elderly and vulnerable within the village during extreme weather.
4. The railings at the war memorial are currently under repair. The insurance details were obtained and the claim will be settled direct with the contractor. We thank the person for coming forward to the parish council and providing their details.
5. Prices have been obtained for grit bins. This will be discussed in further details under item 8.3
6. The path in Monk Sherborne will be removed during the summer months. The council are to determine exact locations for the bench and notice board. This will be decided under item 8.5
7. There has been some interest shown in relation to the garden share scheme. An update will be provided under item 8.1
8. Following damage caused to the verge at The Close, highways have agreed to install some wooden verge markers to deter larger vehicles form eroding the edges. This will be discussed under item 8.2
9. The date of the next meeting is scheduled for Thursday 22^nd April, being the Annual Parish Assembly.

Highways update following meeting held on Monday 5^th March 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. Path at phone box –The pathed area will 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.
3. Drains at Play area – Highways have jetted the drains to remove the blockage. The drain is now working well. A grid will be placed on the inlet pipe to stop leaves and twigs from the drain across the road form entering and blocking the system again.
4. 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.

5.   Shot Hangar Lane – Pressure has been applied to highways requesting that the road be closed and all repairs are undertaken as a matter of urgency. Dan is placing an order for the works and hopes to get the work carried out as soon as possible.

Planning applications (Monk Sherborne PC – February & March 2010)

Appendix B

New Applications this month

1.

BDB/72053 – Woodgate, Salters Heath Road, Monk Sherborne

Repairs to the north Barn including structure to prevent further deterioration

2.

BDB/72094 – Carlyle House, Ramsdell Road

Erection of a garden pavilion

3.

BDB/72161 – Jonathon’s Thatch, Ramsdell Road

Erection of a two storey rear extension and open porch following demolition of existing single storey lean-to and chimney

(Full planning permission)

4.

BDB/72162 – Jonathon’s Thatch, Ramsdell Road

Erection of a two storey rear extension and open porch following demolition of existing single storey lean-to and chimney

(Listed building consent)

Applications awaiting decision:

None

Planning decisions:

BDB/71658 – Appletree House, Monk Sherborne Road

Erection of a two storey rear extension

(Full planning permission)

GRANTED

No objection

BDB/71659 – Appletree House, Monk Sherborne Road

Erection of a two storey rear extension

(Listed building consent)

GRANTED

No objection

Appendix C - Finance

BANK RECONCILIATION –February 2009

Payments for approval and signature: