Minutes of the Parish Council Meeting held on Monday 1st October 2007 at 7.00pm in the Village Hall

Present: Chairman Cllr Locke, Vice Chairman Cllr Plummer, Cllr Lloyd, Cllr Bryant, Cllr Lawson

In attendance: Cllr Dowden – North Dorset District Councillor

There were twelve members of the public present.

Public Consultation
Mr J Powell asked the members to confirm that the actions agreed in Septembers meeting, regarding inviting a Planning Officer from NDDC to attend a Parish Council Planning Meeting and to obtain confirmation that a representative from Dorset County Council Highways department had visited the site for Planning Application 2/2007/0585, Strangways Farm have been completed. The Chairman confirmed that Mr J Hammond at NDDC has agreed to meet with a few members of the Council to discuss how the Officers come to make their decisions on Planning Applications. The Chairman also confirmed that the Parish had received conformation from Mr J Hammond, stating that an Officer from Dorset County Council, Highways department had visited the site.
Mr Powell expressed his concern that the Planning Officer was happy to meet with a few of the members, but not to meet with the public. It was agreed to contact Mr Hammond to ask if he would be happy to attend a Planning Meeting, where the public could be in attendance.

Action - Clerk

Mr Powell asked the members to confirm that Dorset County Council are responsible for maintaining the verges, three foot from the base and if there are any hedges overgrown that belong to residents. Cllr Lloyd confirmed that it is the responsibility of DCC to manage the verges up to a height/depth of three foot. The Clerk confirmed that DCC will contact any residents that have over growing trees or hedges and request them to cut them back. It was agreed that if the Parish receive a report of a hedge etc obstructing the highway or pavement then in the first instant the Parish Clerk would write to the residents concerned asking them to trim their hedges/trees back.

Action-Clerk

Mr Powell expressed his concern over the lack of communication to the residents of Marnhull from the Parish Council. It was noted that minutes of the meetings and Agendas are placed in the four Parish Notice Boards. Cllr Bryant stated that he felt it is partly the responsibility of the residents of Marnhull to obtain the information that is given either by reading the Notice Boards and attend the meetings or reading the local newspapers to obtain information required on Planning Applications. It was reported that NDDC publish the information about any Planning Applications in Marnhull, in the Blackmore Vale Magazine, the local news papers, place yellow signs at the site and inform adjoining properties in writing of the proposed planning application. It was confirmed that Marnhull Parish Council do not write to any individual regarding proposed planning applications but place agenda’s of planning meeting in the Parish Notice Boards. If any additional information is required, the residents should contact either a Councillor or the Parish Clerk, who will be happy to help.

Mr Powell asked the Members whom should he contact about obtaining a larger Village Hall. It was agreed that Mr Powell should contact the Village Hall Committee to discuss any matters regarding replacing the Village Hall for a larger one.

Mr Powell stated that he was sad to hear that the Chairman, Cllr Locke has resigned from the Council. The Chairman stated that she will be leaving the Council but will be happy to help as a volunteer in the future.

2007/190 Apologies for Absence
Cllr Fraser.

2007/191 Declaration of Interest.
There were none.

(a) To adopt the Code of Conduct
The Chairman asked the members if they are happy to adopt the new Code of Conduct. It was agreed, proposed and seconded to adopt the Code of Conduct.

At this point the Chairman moved agenda item 3 to be seen after agenda item 12.

2007/192 Minutes of the 3rd September 2007
The Minutes of the meeting held on the 3rd of September 2007 were tabled and it was agreed that the minutes are a true and accrete record and signed by the Chairman

2007/193 Financials
(a) The Payment Schedule had been circulated and the total cost read out to the public. The total cost to the Parish Council for September 2007 is for the sum of £1,328.56 This was agreed, proposed and seconded.

(b) The Budget update had been circulated and was agreed to amend a few items and report back at the meeting in November.

(c) The Budget proposal for 2008/2009 had been circulated and was agreed again to amend a few items and report back at the meeting in November.

(d) The position of the Finance Officer had been discussed at the meeting in September, but due to the small number of Councillors in attendance, they were unable to vote. Cllr Lloyd had taken the role of Finance Officer while the change over of Clerks took place, and had agreed to act as an unpaid Finance Officer until December. The Chairman had expressed her concern at the previous meeting that due to the small number of Councillors, if Cllr Lloyd is unable to vote due to being the Finance Officer, it could leave the Council without a quorum. Cllr Lloyd reported that he had spoken to the Monitor Officer at NDDC and the view of the Officer is that Cllr Lloyd can remain as the Finance Officer as Cllr Lloyd has no prejudicial or personal interest, which would prevent him from voting. After debate the members voted on Cllr Lloyd remaining as the Finance Officer or for the Clerk to take on the responsibility of the Finance Officer. The Members voted three against two that the responsibility of the Finance Officer should be given back to the Clerk.

At this point the Chairman brought agenda item 9 to agenda item 5(e)

(e) The Chairman read out (I read all the notes not some!)the notes taken from the Public Meeting on the 18th September 2007 to discuss the Local Delivery. The notes can be obtained from the Parish Clerk if required. The Chairman reported that from the public meeting the Council received fourteen comment sheets and three letters from the public. These comments and letters have already been seen and discussed by the members. The majority of comments stated that they felt there are not enough facts on the costs involved in supporting the services that are under risk of closure. The Chairman noted that the Council would be making a decision in principle only this evening.

At this point the Chairman withdrew standing order to enable the public to speak.

After debate the Chairman asked the members to vote if they are happy to support the Local Delivery in principle. There were three votes to support the Local Delivery in principal and two against supporting the Local Delivery.

The Chairman then asked the members to vote on what services they would agree to support in principle. The first vote was on the Gillingham Leisure Centre. There were four votes to support Gillingham Leisure Centre and one abstained. The second vote was on Sturminster Newton Leisure Centre. There were three votes to support Sturminster Leisure Centre and two abstained. The third vote was for the Street Cleaning. This was a unanimous vote for support.

The Chairman and members will take this to the next meeting; once more financial information is obtained.

At this point standing orders were re-instated.

(f) The Tenancy Agreement for the Allotments are not yet ready. This will hopefully be completed at the meeting in November.

2007/193 Planning
There were no decisions on Planning Applications.

The Clerk reported that the Minutes of the Planning Meeting on the 21st September 2007 would be placed on the notice board in the next week.

2007/194 Reports from County and District Councillors
There were none.

2007/195 Action Update
The Chairman gave an update on the Action List. Please see attached list for information.

2007/196 Potential closure of Post Office
Mrs S Young reported that the Post Office in Marnhull is under threat of Closure in April 2008. She reported that out of eleven thousand Post Offices, two thousand five hundred Post Offices are under threat of closure. There are three areas being looked at to decide (we need to remove the a) the future of the Post Offices. The first category is location and necessity, second category is revenue and third category is What?!!! out of eleven thousand Post Offices two thousand five hundred are being looked at. The Marnhull Post Office is under category three. Mr Young expressed that if the local people do not use the Post Office, there is a good chance it will be closed. The Chairman asked Mr & Mrs Young what the Council could do to help. It was agreed to talk to Mr & Mrs Young to see if the Council can help with any advertising to make people aware how important it is to use the Local Post Office. I think this should be an action for the chairman!

2007/197 Correspondence
There were none.

2007/198 Chairman’s Urgent Business
The Chairman gave an update on the new Play Area; she reported that there maybe a one or two week delay in the completion of the installation of the new equipment due to an error on the plans.
The Chairman reported that the brambles by the gate at the entrance to the Village Hall have over grown. It was further reported that there are overgrown hedges in New Street and Kentisworth Road. It was agreed for the Clerk to obtain quotes to tidy the bramble by the gate and to contact the residents of the properties, which have the overgrown hedges and ask them to cut them back.

Action- Clerk

2007/199 Nomination for New Chairman
The Chairman asked the Members if there are any Nominations for the New Chairman. Cllr Plummer nominated Cllr Bryant. Did Alan not nominate himself? Cllr Lawson nominated Cllr Lloyd. The Chairman asked Cllr Lloyd is he is happy to accept this nomination, which he said yes. She went on to ask Cllr Lawson if he is happy to accept this nomination, which he also said yes.

Due to the size of the Council it was felt that a closed vote would take place.
The Clerk gave out the paper for each Councillor to put their vote on. The Clerk collected the votes and gave them to the Chairman. The Chairman announced that Cllr Lloyd had received two Votes and Cllr Bryant had received three Votes.

Cllr Bryant reported that he has accepted the Chairmanship on a temporary basis until the time the Council have fully recruited new members.

Cllr Bryant proposed a vote of thanks to Cllr Locke for the past six months as Chairman and for the years of support and hard work she has given as a Councillor.

2007/200 Press Releases
There were none.

2007/189 Date of next meeting
The next Parish Council Meeting will be on Monday the 5th November 2007 in the Village Hall at 7.00pm

There being no further business the meeting was closed at 9.40pm

Chairman…………………………. Date……………………..

ACTION LIST: