Parish Office: 6 New Street, Marnhull, Dorset, DT10 1PY

01258 821231

Minutes of the Meeting held at 7.30pm
on Monday 14th  May 2007 at Marnhull Pavilion

PRESENT: Chairman J Pett, Cllr Bryant, Cllr Fraser, Cllr Mrs Locke, Cllr Lloyd and Cllr Mrs Plummer.

There were four members of the public in attendance. 

Mr John Pett opened the meeting by electing a new Chairman.  Cllr Mrs Kate Locke was proposed by Cllr Lloyd and seconded by Cllr Mrs Plummer.  Cllr Locke then took over as Chairman of the meeting and thanked the retiring Chairman Mr John Pett for all his hardwork over the years he has been on the council, he will be greatly missed.

The Chairman then took nominations for the Vice Chairman, Cllr Fraser nominated Cllr Mrs Plummer and Cllr Lloyd seconded this. 

The Chairman then welcomed the new Councillor Mr Frank Bryant to the Parish Council.

All Councillors signed their Acceptance of Office.

PUBLIC DISCUSSION: Mr Lawson in the public mentioned when the co-optioned would be taking place and was told that this would happen at the next meeting on June the 4th. So if anyone is interested in joining the Parish Council they should come along and give a brief statement as to why they want to join and see how things work.

David Pender-Cudlip a retiring Councillor said that he was happy to carry on with Henstridge until a replacement was found, and is willing to help his replacement settle in and learn the ropes from him.  The Chairman thanked Mr Pender-Cudlip for all his hardwork and dedication to the Council.

2007/098 APOLOGIES FOR ABSENCE: Mrs Sturges.

2007/099 MINUTES OF PREVIOUS MEETINGS:  Those of the Parish Council Meeting on the 4th of April 2007 and those of a Planning Meeting on the 13th of April 2007 were agreed after some minor amendments to be a true record and signed.

2007/100 MATTERS ARISING: Action Items – Each was discussed and either completed or ongoing.
Action Item 22/06 The clerk explained that she had now received three quotations for the allotments and said that the cheapest quotation had been recommended to the Council.  All Councillors were happy for the work to proceed this was proposed by Cllr Fraser and seconded by Cllr Mrs Plummer.
26/06  The idea of using St Gregory’s’ swimming pool in the summer was again discussed and explained that the legal and insurance problems had been too vast and costly for this to go ahead.  Cllr Fraser asked if he could do some more research into this and he would report back at the next meeting. 
Action Item 21/07 Cllr Fraser.
Action Item 32/06 All Councillors had been circulated a copy of the tenancy agreement for the allotments and nobody had any objections.
Action Item 34/06 had now been completed but Cllr Fraser noted that it would be better to divert the traffic to use the more main roads when putting up any more signs.
Action Item 13/07 The overhanging tree in Sodom Lane.  Our new NDDC representative Mr Charles Dowden said that he would speak to NDDC and get some advice from the tree experts there.
The issue of the trees in the Recreation ground that are causing problems to the Cricket Club was again discussed.  It was decided to discuss this issue further at the next meeting when Mrs Sturges would be present.
Action Item 14/07 Cllr Lloyd reported that he had received a quotation for our insurance.  One from Allianz and Cornhill who we are currently insured with of £1040.00, and the other from Arista of £880.00.  Cllr Lloyd proposed that we change companies to Arista, this was seconded by Cllr Fraser.
Action Item 15/07 Cllr Lloyd reported that it would cost around £250 to get the gates repainted.  He will get a paper quotation for the next meeting.

2007/101 AGENDA ITEMS
Mr Jeremy Watson spoke regarding the footpath maps and the costs of reprinting them. The Councillors looked at Mr Watson’s proposal and approved the reprinting of 500 copies.  This was proposed by Cllr Bryant and seconded by Cllr Plummer.  Mr Watson also noted that it was not illegal for us to provide maps of the village to people as we had once been informed.  The clerk to let Mr Watson know how many she had stored and Mr Watson would distribute these to various outlets.  The Chairman thanked Mr Watson for all his hardwork on the council.
A motion was passed to accept the recommendations of the interviewing team and offer the post of interim Parish Clerk to Nicola Phillips.  Pay to be at national agreed rates of LC1 (Hourly) SCP15; expenses for space and electricity usage, internet connection, and mileage from place of work to be paid as agreed.  This was proposed by Cllr Plummer and seconded by Cllr Bryant.

2007/102 DORSET COUNTY COUNCIL: No Report.

2007/103 NORTH DORSET DISTRICT COUNCIL:  Our new NDDC Representative Cllr Dowden was present at the meeting and explained that he had not yet attended a meeting at NDDC and so had nothing to report.

2007/104 PLANNING:
Grant of Planning Permission – Deeplands, Sodom Lane, Marnhull.
The erection of a bungalow to replace existing mobile home.
Grant of Planning Permission – South Hill, Gannetts, Todber.
Grant of Planning Permission – 1 & 2 Old Mill Lane, Marnhull.

All were circulated in the file.

2007/105 CORRESPONDENCE:
The correspondence file was circulated to all Councillors.

2007/106 ACCOUNTS:

The Payment Schedule was approved by Councillors. 

A motion was passed to appoint Cllr Alan Lloyd as Responsible Financial Officer without any payment for such services.  This was proposed by Cllr Fraser and seconded by Cllr Plummer. Cllr Lloyd also went through the accounts for all Councillors.

A motion to agree and accept the accounts from 1st of April 2006 to the 31st of March 2007 as circulated, and to pass them for internal audit to SJC Ltd, Sturminster Newton was agreed and the accounts being open for public scrutiny after any amendments recommended by the Internal Auditor.  This was proposed by Cllr Bryant and seconded by Cllr Plummer.

A motion was passed to change the cheque signatories for Marnhull Parish Council current and deposit bank account to:
Nicola Philips.
Cllr Kate Locke
Cllr Fraser
Cllr Plummer
Cllr Lloyd
Two signatures to be required.
Proposed by Cllr Bryant and seconded by Cllr Fraser.

“To implement Change 1 to Issue 1 of MPC Standing orders by replacing the present
para 9 with

9 At this meeting the Chairman and Vice-Chairman of the parish council shall be appointed in that order for the following year by election by those councillors present. Agreement to serve in these posts shall be obtained before election. In the election to these posts the meeting shall be chaired as follows :-

For the appointment of            the chairman shall be the …
Chairman                                    Immediately Previous Chairman
Vice-Chairman                        Chairman
If the immediately previous Chairman is not present then the immediately previous Vice-Chairman shall chair the meeting for the election of the Chairman. If the immediately previous Vice-Chairman is not present, then the members present shall choose a chairman for the purpose of appointing a Chairman.’”
Note: This brings our standing orders into line with legislation.
This motion was agreed and proposed by Cllr Fraser and seconded by Cllr Bryant.

2007/107 RECREATION GROUND: (Skatepark, Playarea):  Nothing to Report.

2007/108 MARNHULL MESSENGER:  Mr Watson reported on the Marnhull Messenger and how things were going.  He passed a copy of the accounts and the minutes from the AGM to the clerk for the councillors to see.  Things are going very well at present and the magazine is thriving.

2007/109 GRASS CUTTING: The contract to continue the agreement between the Cricket Club and the Parish Council was approved for the grass cutting in the Recreation Ground.  This was proposed by Cllr Mrs Plummer and seconded by Cllr Fraser.

2007/110 PARISH PLAN:  Nothing to Report.

2007/111 HENSTRIDGE AIRFIELD: As Above.
 
2007/112 FOOTPATHS:  As Above.

2007/113 ALLOTMENTS: As Above.

2007/114 Dorset Association of Parish & Town Councils: It was noted by Cllr Bryant that it would be more beneficial for others if this was put in full on our agenda and minutes so people know what it is.

2007/115 LOCAL DELIVERY: Cllr Lloyd noted that he had nothing further to report at present.

2007/116 VILLAGE HALL MATTERS: Cllr Lloyd reported on the Fire Assembly signs and the clerk noted that she had thought the arrangement between Cllr Goldsmith and the Village Hall at the time had been that these would be the Village Hall’s responsibility.  Cllr Lloyd will discuss with Mr Miller.  Cllr Lloyd also reported on the cost of the directional signs to the Village Hall which are to be about £94 each.  Some Councillors noted that they felt that metal signs were not really in keeping with the Village and it would be better to have wooden ones.  It was suggested by Cllr Fraser that it would be a good idea for a note to go into the Marnhull Messenger to see if there is anyone in the village who would be prepared to make some signs for the Village Hall.  Action Item 22/07 Clerk.

2007/117 YOUTH ACTIVITIES: 2007/071 SCHOOLS: The Chairman reported that we should find out about the money from the Big Lottery Fund by June, so we should know by July’s meeting whether we will get some funding.
Cllr Mrs Plummer reported that it was a very successful disco and 52 children came.  There was only one minor problem that was not connected to the disco.
They hope to do another disco in the autumn.

2007/118 DATE OF NEXT MEETING: Monday June 4th 2007.

2007/119 ITEMS FOR FUTURE AGENDA:
Co-Option of New Councillors.

2007/120 PUBLIC DISCUSSION: Mr Lawson asked who would be responsibly for naming the new road by the Blackmore Vale Inn, and whether we would have any input.  It was felt that this would be up to DCC.

Cllr Mrs Plummer noted that the sign to the entrance of the cemetery was really tatty and would we like Dave Plummer to refurbish this free of charge.  The Chairman said that would be very much appreciated.

Cllr Fraser reported on an article that he had read concerning a village becoming plastic bag free.  He wondered whether this was something we could so in Marnhull.  Cllr Fraser to look into this more and report and the next meeting.
It was also noted that at the next meeting the responsibilities of the Councillors would be discussed and the clerk to circulate the list to councillors as it stands now.  It was agreed that thank-you letters should be written to all councillors and to see if they still would like to carry on with their agreed position.  Action Item 23/07 Clerk.

The meeting was closed at 9.40pm.

ACTION LIST:

Action No	Action	Action by
22/06	The Clerk to get some quotations for carrying out the work at the allotments.	Clerk – ongoing.
30/06	Repair of the small football pitch.	Cllr Soul – on hold.
31/06	To obtain some quotations for a few large containers to be purchased.	Cllr Mrs Russell – onhold March 07.
32/06	Tenancy agreement to be drawn up in good time for the new allotments in September.	Clerk.
43/06	Cllr Mrs Locke to find out from the Tennis Club some more information regarding the practice wall in the Rec.	Cllr Mrs Locke.
12/07	Cllr Mrs Locke to ask the owners of the field in Burton Street if they could get some advice on cutting back the tree.	Cllr Mrs Locke
13/07	The clerk to approach Ashley Farm regarding the oak tree leaning into Sodom lane.	Cllr Bone contacting tree officer at NDDC.
15/07	Cllr Lloyd to obtain quotations for the repainting of the gates at the entrance to the Recreation Ground.	Cllr Lloyd.
17/07	The clerk to contact Mr Keith Plowman for local landowners names and addresses.	Clerk.
20/07	Quotations to be got for the wall at the entrance to the Recreation Ground to be repointed and the notice board lowered.	Cllr Lloyd
21/07	Cllr Frased to look further into the idea of the swimming pool being open in the summer.	Cllr Fraser
22/07	A note to go into the Marnhull Messenger to see if anyone in the village would be prepared to make some signs for the village hall.	Clerk
23/07	Letters to be written to all the people on the responsibilties list to thank them for their work and to see if they are prepared to continue.	Clerk.

Chairman ………………………….

Chairman …………………………