Minutes of the Parish Council Meeting held on Monday 3rd September 2007 at 7.00pm in the Village Hall

There were twenty-eight members of the public present.

Public Consultation
No members of the public wished to speak.

2007/175 Apologies for Absence
Cllr Fraser and Cllr Lawson.

2007/176 Declaration of Interest
There were none.

2007/177 Minutes of the 6th August 2007
The Minutes of the meeting held on the 6th August 2007 had one amendment made, it was then agreed and signed that the minutes are a correct and true record.

At this point the Chairman moved to agenda item no10. 

2007/178 Recreation Area
Cllr Plummer updated the members and public on the new play area. She reported that the Parish has received an award form the Big Lottery Fund for the sum of £48,000.00 to replace equipment in the play area. It was reported that the Working Party has put many hours of work into the project. She went on to report that she has received notification from NDDC, stating that the finances are in place, which enables the ordering of the play area to take place. Cllr Plummer tabled the plans and the pictures of the play equipment to the members and the public. She reported that hopefully the play equipment will be in place by December, weather permitting. Cllr Plummer then reported that Cllr Lloyd had put some question forward, which she was happy to answer. The first was to confirm that she has spoken to Play Dale (the main supplier for the equipment) and had had confirmation that the prices quoted will remain fixed until 30th December 2007. The second is to confirm that a company is in place to remove the old play equipment. The third is to confirm that the equipment is for ages one to fourteen years old.

Cllr Lloyd reported that he is still investigating the deeds for the recreation ground and the cemetery. He reported that he has had a quote for the sum of around £155.00 from a Solicitor to complete the registration of the deeds. It was agreed to pay from £155.00 to £200.00 for the register of the deeds.

2007/179 Financials
The Payment Schedule had been circulated and read out to the public. The total cost to the Parish Council for August is for the sum of £596.35. This was agreed, proposed and seconded.

The Chairman signed the reconciliation of accounts as a true record.

Cllr Lloyd tabled an up to date budget report. It was reported that there are monies available to pay the additional cost for the play equipment, which had been budgeted for and the Vat, which the Council are able to claim back. The Chairman reported that the Budget would be looked at, in detail at Octobers meeting.

The Clerk reported that she had two quotes to repair the driveway to the Village Hall. The quotes had been circulated. After debate it was agreed to forward the project on to next years budget, as the cost is too high for this year's budget.

The Clerk asked the members for a proposal to order the play equipment. It was agreed, proposed and seconded to order the play equipment.

2007/180 Planning
There were no decisions on Planning Applications.

The Clerk reported that unfortunately the planning meeting arranged for Friday the 31st August 2007 was cancelled, due to sickness, there were not enough Councillors to hold a lawful meeting. The members were asked to give their decisions on the planning applications below:

At this point the Chairman withdrew standing orders to enable Col. Cowan to speak.

Col Cowan expressed his concern over planning application 2/2007/0585, Strangways Farm. Col Cowan reported that he had been to NDDC to study the file on this application. He expressed concern that he did not get sight of any report from County Highways, regarding the suitability of the roads leading to the site where the caravans would be stored. His second concern was who would be driving the caravan on to the site, again he did not see any report on this matter. He went on to report that NDDC had received 27 objections against the application and did NDDC take this into consideration when making their decision. Col Cowan noted that the Parish Council had a meeting regarding the above application on the 29th June 2007,which as only two members of the public attended, he felt that there maybe a lack in communication to the residents.

The Chairman invited the public to speak. A long debate then took place and the main comments are listed below:
The public felt that they had not been given sufficient notice about the Parish Council’s planning meeting. The Charmin informed the public that the Planning Meetings are arranged if and when an application is received. When a meeting it called, an Agenda is posted on all four Parish Council’s notice board three clear working days before the meeting.

The Public felt that no consideration of the amount of extra traffic this application will produce. They also felt that the size of the caravans had also not been taken into consideration. The Chairman informed the public that the Council had not objected to this application but comments were sent to NDDC for them to consider an alternative route, to try and prevent heavy vehicles going through the village.

The Public requested that the Chairman inform them of how the Council came to their decision. The Chairman informed the public that firstly the Council only found out about the number of letters of objection sent to NDDC just before the meeting. Secondly the members attended a site visit and after debate, in which all aspects were taken into consideration, the members could not find a lawful reason to object to the application.

The general feel from the public was one of disappointment in NDDC decision. Cllr Bryant brought the debate to an end by recommending that the Council write to Dorset Highways to obtain conformation that an officer did or did not inspect the access to the site. It was also agreed to invite a Planning Officer from NDDC to attend a meeting in the future, to give the Council and the public some input of how they come to their decisions.

At this point, 8.30pm the meeting was closed for five minutes as the public wished to leave the meeting.

The Chairman re-opened the meeting and standing orders were re-instated.

2007/181 Reports from County and District Councillors
Cllr Cattaway – Dorset County Councillor, confirmed that the Dorset Pathfinder bid had been approved by Central Government. He went on to confirm what was reported at the previous meeting, that Wiltshire had received unitary status with no consultation and that Somerset had not been granted unitary status due to objections.

Cllr Dowden – Dorset County Councillor, reported that the change to the speed limit to 30MPH has been excepted and it estimated to change April 2008.

2007/182 Action Update
The Chairman gave an update on the Action List. Please see attached list for information.

2007/183 Trees
The Chairman asked Cllr Plummer to report on the trees in the Cemetery. Cllr Plummer reported that some of the trees in the Cemetery need to be cut back, as the bottom branches are too low. The Chairman invited Mrs Sturges, tree warden, to speak. Cllr Locke also advised that some of the trees in the play area may need some attention when the new play equipment is due to be installed. Cllr Plummer and Mrs Sturges agreed to liaise with Playdale to see if any works on the trees are necessary. Mrs Sturges agreed to look at the trees in the Cemetery and report back at the next meeting.

2007/184 Policy Review
The Clerk reported that she had received information form DAPTC that if a member of the Council is the Finance Officer, he/she would not be able to vote on any financial matters. The Clerk expressed her concern that, as Cllr Lloyd is the Financial Officer (un-paid), that the Council lose a body to vote and as the Council is very short of members, it is essential that all members are able to vote. Cllr Lloyd reported that he had been advised that if he has not got either a presidential or personal interest in the matter, as the FSO he is still aloud to vote. As the Chairman felt, that Cllr Lloyd may have a declaration of interest, the members were not able to agree and pass a resolution, as there were not enough members for a quorum. It was agreed to forward this matter on to Octobers meeting.
The Clerk asked the members to agree a policy for the management of working parties. After debate the policy below was agreed, proposed and seconded.

The Clerk asked the members to agree a policy for the management of graffiti in the Village. After debate the policy below was agreed, proposed and seconded

2007/185 Update on Local Delivery
The Chairman agreed to arrange a workshop for the members to discuss the Local Delivery before the Public Meeting scheduled for the 18th September 2007.

2007/186 Correspondence
a) To receive: Letter from Dorset County Council regarding Structural Maintenance – Duly noted.
b) To receive: Letter from Sturminster Newton regarding a meeting to discuss the Local Delivery – Cllr Lloyd will attend the meeting.
c) To receive: Letter from NDDC regarding minor changes to Delegation Scheme – Duly noted.
d) To receive: Letter from Shaftesbury Town Council regarding the Local Delivery Programme. Duly noted
e) To receive: Conformation from BDO that the Parish’s audit is complete. – Duly noted.
f) To receive: Letter from DAPTC regarding Chairman training – Duly noted.

2007/187 Chairman’s Urgent Business
The Chairman reported that she had given the Clerk her resignation and October will be that last meeting which she will be Chairing. The Clerk expressed that she felt this is a great loss the Parish Council

2007/188 Press Release
A request for new members to be published in the next Marnhull Messenger.

2007/189 Date of next meeting
There will be a Public Meeting on Tuesday the 18th September to discuss the Local Delivery.
The next Parish Council Meeting will be on Monday the1st October 2007 in the Village Hall at 7.00pm

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

Chairman………………………. Date……………………..

ACTION LIST: