Minutes of the Parish Council Meeting held on Monday 7th April 2008 at 7.00pm
in the Village Hall
| Present: |
Chairman |
Cllr Bryant |
| |
Vice Chairman |
Cllr Plummer
Cllr Neal Cllr Lawson
Cllr Chant
Cllr Bridger
Cllr Young
Cllr Snow
Cllr Bulford |
| And the Clerk Sally Upshall. |
| In attendance: |
Cllr Dowden – North Dorset District Councillor |
| |
Cllr Cattaway – Dorset County Councillor |
There were three members of the public present.
Public Consultation
Mr Plummer spoke regarding the grass cutting in the Recreation Ground. At
present the Council ask him to cut the Cemetery and the verges on either
side of the driveway. When he came to do the driveway it had already been
done and he wanted to know whether the Parish Council still wanted him
to cut the grass? The Chairman explained that the Council had not asked
anyone else to cut the verges and were unaware of any changes to the existing
arrangement. Cllr Snow explained that he thought that Mr Clarke and Mr
Young had probably cut the verges and he would find out. Mr Plummer explained
that he was happy to only cut the Cemetery in future if that was the agreement
that the Council would prefer. Cllr Snow to report back at the next meeting.
Cllr Dowden asked the Council as to whether there had been any additional
parking arrangements made with the plans to increase the allotments. The
Chairman explained that the arrangements for the new allotments had not been
finalised and the plans were still under negotiation.
2008/027 Apologies for Absence
Cllr Fraser.
2008/028 Declaration of Interest.
Cllr Plummer noted her interest with the subject of the grass cutting.
2008/029 Minutes
The Minutes of the meeting held on the 3rd of March 2008 were agreed and
signed that the minutes are a correct and true record.
The minutes of the planning meeting on the 8th and 29th of March 2008 were
agreed and signed that these minutes are a correct and true record.
2008/030
Financial Matters
The Payment Schedule had been circulated and read out to the public. The
total cost to the Parish Council for April is for the sum of £5643.04.
This was agreed, proposed and seconded.
The Councillors also had received Financial Statement and Budget information
from the RFO before the meeting.
The RFO went through the financial information with the Cllrs and answered
any questions that arose.
The Chairman noted that the new signature was now in place and if all Cllrs
were in agreement then the Council would stay with the Alliance and Leicester
bank. All Cllrs agreed.
It was also noted that it had been agreed on the previous Council that
the clerk should get a top up of her maternity pay while on leave. This
had not
been done and so it was proposed by the Chairman that this should be carried
out and seconded by Cllr Young and this was agreed unanimously. Budget
implication.
The issue of grants was discussed among the Cllrs as some grant payments
have not yet been made for the financial year just gone. Cllr Plummer expressed
her concern that the monies had not been given to the relevant organisations
and requested that it be done immediately. The RFO read down the list of
grants and it was proposed by the Chairman that these were to be paid and
seconded by Cllr Plummer. It was discussed among the Cllrs the best policy
to adopt when allocating grants. It was decided that the best system was
that the Parish Council advertise that the grants are available. Organisations
wishing to be considered would need to fill in an application form. The
Council would then have a meeting to agree which grants would be allocated
and then
the grants would be issued. The situation with regard to the grant that
is paid to the Village Hall was discussed. It was decided that the issue
of
grant procedures should be put on the next agenda. The issue of the Parish
Council owning the Recreation Ground in trust was discussed and the Chairman
asked the clerk to find out some more information about this for the next
meeting. Action Item 22/08.
The issue of the Financial Regulations was again discussed and was proposed
by the Chairman that we continue using the 2006 version of the regulations.
This was seconded by Cllr Lawson.
The RFO left the meeting.
Cllr Neal reported that a member of the public had approached him regarding
some rust that had occured on an item of equipment in the Recreation Ground.
The Chairman said that he had seen this himself and that it was only surface
rust and all items in the playarea are guaranteed for ten years. It was discussed
among the Cllrs and decided that the clerk should contact Mrs Locke to ask
her to notify Playdale of the problem, so that if we need it replaced in
the future then they have our complaint on file. Action Item 23/08.
It had been noted in the financial items that we were under budget with
the walk maps and it was thought that we could produce some maps with the
footpaths on. There is already a large map in the Butchers with the footpaths
on but the lines have faded slightly. It was felt that the best outcome would
be to replace the map in the Butchers with a new one. Cllr Dowden said that
he would enquire at NDDC with regards to this.
2008/031 Planning Matters
SSDC – Change of use of land to former use of an operational airfield – Application
Permitted.
At this point the Chairman raised the issue of correspondence between SSDC
and Marnhull Parish Council. Cllr Fraser contacted SSDC in regards to them
being able to send the information out to the clerk and also himself, but
they said that this was not possible. It had been decided that the clerk
was to continue receiving the information and she would e-mail Cllr Fraser
with the application number so he can access the information via the internet.
This would then also allow him to comment on applications when away.
2008/032 Reports from County and District Councillors
Cllr Cattaway – He reported that Durweston Bridge was now reopened
and hopefully the new signs should help to persuade drivers of big vehicles
not to turn too early around the corner.
Cllr Dowden – He reported that he had checked with NDDC that there
is not a conflict of interest with him being part of the Village Design Statement
committee.
At this point Cllr Neal proposed that a sub-committee to provide and progress
the writing of a Village Design Statement for Marnhull to be formed. The
sub-committee to consist of:
District Councillor Charles Dowden – Sub-Committee Chairman.
Cllr Lawson.
Cllr Neal.
Mr Lloyd.
The sub-committee is to provide a monthly written report to the Parish Council
meeting of their activities. They are authorised to carry out any action
towards the completion of a Village Design statement, except that they may
not, without specific authority from Marnhull Parish Council commit the council
to any responsibility for any financial or other activities.
This was proposed by the Chairman and seconded by Cllr Bridger and agreed.
Parish Councillors
Cllr Young reported on the delivery of the grit bins. It was decided that
they are to be delivered to the clerks house and then if necessary Cllr Chant
will store them at his work premises. Cllr Young also brought up the issue
of bus shelters and whether these were something that the village required.
The main issue would be where they were to be sited. Cllr Young is to find
out some more information from DCC and report back at the next meeting.
Local Delivery - Cllr Bridger reported that the quotation had been received
regarding the street cleaning and Cllr Neal, Cllr Lawson and Cllr Bridger
are going study the service agreement. If they have any doubt over it then
they will get some legal advice. There was some discussion regarding the
provision of Toilet facilities at the Recreation Ground.
Recreation Ground - Cllr Snow reported on the trees in the Playarea and
Recreation Ground. He explained that some of the trees needed to be removed
and there was considerable remedial work to be done. He stated that this
work needed to be done by a professional. The clerk will contact Treecare
to get them to contact Cllr Snow with regard to a site visit. It was proposed
by the Chairman to get the work done by the TreeCare company as soon as possible.
This was seconded by Cllr Chant.
At this point Mrs Sturges reported that there had been dumping of waste in
the hedge in the Recreation Ground and suggested that it would be a good
idea to have an area to put the grass cuttings. Cllr Snow will take a look
at the hedge and see where the best place for grass cutting storage is.
Playarea/Teenage Seating - Cllr Plummer reported that she, Cllr Young and
Cllr Bridger had a site meeting to decide the best place for the shelter
to go. In was felt that the best place was in the line of the Pavilion and
in between the Pavilion and tree. This would then not encroach on the Cricket
Club boundaries.
Cllr Plummer also reported on the playarea opening and how well it had gone.
There was a great turnout and £378.57 was raised. The area continues
to be very well used; the only complaint that has been heard has been the
lack of toilet facilities. Cllr Plummer will write to all those who helped
at the opening expressing the Parish Council’s thanks.
Cllr Young reported on the surfacing of the driveway and that we would accept
Kingsmere Surfaces quotation and book them in for August. This was proposed
by Cllr Young and seconded by Cllr Snow. Action Item 24/08.
Allotments - The Chairman reported on the current situation with the new
allotments and that the amended contracts had gone to the solicitors. When
they return and Mr Crocker is happy with them the project can move forward.
Human Resources Committee – The Chairman spoke regarding forming a
Human Resources Committee for the Parish Council. It was decided that the
working party would consist of:
Chairman Bryant – Chairman of the Human Resources Committee.
Cllr Plummer.
Cllr Neal.
Cllr Chant.
Cllr Snow
This was proposed by the Chairman and seconded by Cllr Lawson. The first
meeting was to be held on Tuesday 15th of April at Cllr Plummer’s house.
The Clerk and the RFO are to complete their appraisal forms and the working
party will look at the contracts and job descriptions.
Cllr Neal and Cllr Lawson spoke regarding issues they had with the Job Descriptions
and the contracts which will be resolved at the meeting.
Footpaths - Cllr Chant reported on Footpaths and the idea he had regarding
residents adopting a footpath to help keep it maintained. He will put an
article in the Marnhull Messenger to see what response he receives.
2008/033 Councillors Portfolios – The Human Resources Committee had
now been formed.
2008/034 Action Update
The Chairman gave an update on the Action List. Please see attached list
for information.
2008/035 Clerk’s Report
The Clerk reported that she had registered on her CILCA Course and so now
had two years to complete it.
2008/036 Correspondence
The Chairman read out the letters of correspondence that the Clerk had received.
2008/037 Chairman’s Urgent Business
The Chairman reported that the Annual Parish Meeting will be held as always
in April and all Councillors are invited to attend as members of the public.
The Chairman also reminded members that the next Parish Council meeting
would be the Annual Parish Council meeting and the matter of elections
for Chair and Vice-Chair will be on the Agenda.
2008/038 Press Release
2008/039 Date of next meeting
The next Parish Council Meeting will be on Tuesday the 6th May 2008 in the
Village Hall at 7.00pm.
The Annual Parish Meeting will be held on Tuesday 22nd April 2008 in the
Village Hall at 7.00pm.
There being no further business the meeting was closed at 10.30pm
Chairman………………………….
Date……………………..
| ACTION LIST: |
| 43/06 |
Mrs Locke to find out from the Tennis Club some more information
regarding a practice wall in the Recreation Ground. |
Mrs Locke. On going |
| 20/07 |
Quotations to be obtained for the wall at the entrance
to the Recreation Ground to be repointed and the notice board lowered. |
Clerk. |
| 25/07 |
To order the Village Hall Signs |
On hold until the playarea is completed. |
| 26/07 |
To obtain quotes for resurfacing of drive and car
park at Village Hall. |
Clerk – Completed. |
| 06/08 |
The Clerk to obtain some more quotations for the
work at the allotments. |
Clerk. |
| 10/08 |
Clerk to write to householders backing onto the
Recreation Ground regarding access to the Recreation ground from their
properties. |
Clerk – Completed. |
| 11/08 |
The Clerk to contact the Marnhull Messenger to inform
the residents of the village about the grit bins. |
Clerk. |
| 17/08 |
The Clerk to contact the insurance company to see
how the shelter would affect our premiums. |
Clerk. |
| 22/08 |
The Clerk to find out more information regarding
the Parish Council’s ownership of the Recreation Ground trust. |
Clerk. |
| 23/08 |
The Clerk to contact Mrs Locke regarding the rust
situation on a piece of the equipment. |
Clerk. |
| 24/08 |
The Clerk to contact Kingsmere Surfacing to book
them in to resurface the drive leading to the Village Hall. |
Clerk. |
