Minutes of the Parish Council Meeting held on Monday 2nd June
2008 at
7.00pm in the Village Hall
| Present: |
Chairman |
Cllr Bryant |
| |
Vice Chairman |
Cllr Plummer
Cllr Neal
Cllr Lawson
Cllr Bridger
Cllr Young
Cllr Snow
Cllr Fraser |
| And the Clerk Sally Upshall |
There were four members of the public and the District Councillor present.
Public
Consultation
Mrs Locke spoke regarding the play area. The play area needs to have
a quarterly inspection done by a qualified person. She noted that Gillingham
Town Council has one who may be willing to come and do our inspections.
The clerk to contact Gillingham Town Council. Action Item 30/08.
Mrs Locke also noted that one of the posts has a small chip on it and
that there is still rust on another piece of equipment. Mrs Locke is
going to
contact Play Dale regarding this. Therei s a small amount of graffiti
on one piece of equipment and sand has been kicked out of the sandpit.
It
was also reported to the council that there had been a party in the playarea
and glass bottles were left lying around in the play area and also on
the Recreation Ground. The only other incident has been where a twelve
year
old girl was asked to get out of the big swing and she replied with verbal
abuse. Mrs Locke also asked if the council had sent thank you letters
to some people who have been involved with work in the playarea. Mrs
Locke
to pass the details to the clerk. Mrs Locke also requested that we get
a litter bin from NDDC and as we had discussed previously the Parish
Council will fund it from the Local Delivery budget. The clerk to contact
NDDC
regarding this. Action Item 31/08.
Mrs Locke also brought up the issue of signs for the Recreation Ground
and it was decided that Mrs Locke and Cllr Plummer will do some more
research into designs.
Mrs Locke also informed the council that she had gained some more information
regarding the CRB checks people who had contact with children in the
play area needed. It was thought that she, Mr Clarke and Mr Young should
all
be checked as they were around the play area regularly. Mrs Locke is
to contact NDDC to get this underway.
Mr Lloyd read out a prepared speech regarding Councillors conduct, accounting
and audit procedures. On its completion a discussion followed between Councillors
and Mr Lloyd. Following this discussion, the Chairman closed the meeting
to the public, to allow Councillors an uninterrupted opportunity to discuss
the issues raised. The public left the meeting.
The Councillors then discussed this further as to whether they felt that
the correct procedure had been followed regarding the change of internal
auditor. The meeting was then reopened to the public.
It was then proposed that we use Gillett and Company to be our nominated
accountants. This was proposed by the Chairman and seconded by Cllr Plummer.
It was then proposed that the clerk to contact DAPTC to gain as much information
as possible regarding the audit process. This was proposed by Cllr Bridger
and seconded by Cllr Fraser. Action Item 32/08.
It was then proposed to get as much information from Gillett and Company
regarding the audit and fees in writing. This was proposed by the Chairman
and seconded by Cllr Lawson.
It was felt that an extraordinary meeting should be held on Monday 16th
of June to sign the Statement of Accounts. The clerk to check availability
of the hall. Action Item 33/08.
2008/052 Apologies for Absence
Cllr Chant.
Cllr Dowden – NDDC. Mr Lloyd informed the Council that Cllr Dowden
was unable to attend the meeting due to a family bereavment. The Council
expressed its sympathy for Cllr Dowden and the Chairman is to write a letter
on behalf of the Council.
2008/053 Declaration of Interest.
None to declare.
2008/054 Minutes
The Minutes of the meeting held on the 6th May 2008 were agreed and signed
that the minutes are a correct and true record.
The minutes of the planning meeting on the 23rd May 2008 and the Human
Resources meeting held on the 14th of May 2008 were agreed and signed that
these minutes are a correct and true record.
2008/055 Financial Matters
The Payment Schedule had been circulated and read out to the public.
The total cost to the Parish Council for May is for the sum of £1764.71.
This was agreed, proposed and seconded.
2008/056 Planning Matters
The Chairman read out any applications we had received.
The Chairman also noted that there had been a planning meeting recently
that was unable to go ahead because a number of Councillors were unable
to attend. The old system of splitting the Council into two groups was
discussed. It was felt that resuming this system would be a better way
forward. So for a three month trial period the two groups will be as follows:
| Committee A |
Committee B |
| Cllr Plummer |
Chairman |
| Cllr Bridger |
Cllr Snow |
| Cllr Fraser |
Cllr Young |
| Cllr Lawson |
Cllr Neal |
| Cllr Chant |
|
It was also decided that if a member of one of the groups cannot attend
the meeting then it is their responsibility to find a replacement from
the other group and let the clerk know.
2008/057 Reports from County and District Councillors
Cllr Cattaway – Cllr Cattaway reported that he had been given the
special responsibility to hold the portfolio for adult social services.
He reported that from the £4million that DCC are going to receive £2
million of it has already been allocated for improvements in adult social
services.
Cllr Cattaway also reported that the list of Post Office closures were
soon to be published and that whatever the outcome for the village there
are many people who will work very hard to make sure that these services
continue.
Parish Councillors
Mr Lloyd reported on the VDS and a motion was proposed that Marnhull
Parish Council obtain a Contractor Licence from NDDC for the use of
Ordnance Survey
GIS Data in the preparation of Marnhull’s Village Design Statement.
This was proposed by Cllr Lawson and seconded by Cllr Bridger.
The subject of the funds for the VDS was also brought up and the Chairman
explained that upto £200 can be authorised by himself or the clerk.
The Chairman introduced Mr Ham to the council he will be the new editor
of the Marnhull Messenger from the beginning of September.
Cllr Lawson noted that he had nothing to report regarding the Village
Hall. The Chairman noted that the subject of the Charitable Trust had
come up
previously regarding the Village Hall and the Recreation Ground. The
Chairman had read through the relevant documents and the Parish Council
has responsibility
for the Recreation Ground and the Village Hall, but is not responsible
in financial terms for the running of Village Hall. This is the responsibility
of the Village Hall Committee.
Cllr Plummer reported on the progress with the teenage shelter and thanked
all concerned for their hard work in getting the base down. The shelter
is arriving on Friday and will be erected on Monday.
Cllr Snow noted that the work on the trees in the Recreation Ground starts
in a week’s time. He also noted that the Cricket Club had reported
to him that dogs have been fouling the cricket field, and they are having
to clear it before they are able to mow the grass. The clerk to contact
the dog warden and ask that she visits the Recreation Ground in her rounds,
and also an article to go in the Marnhull Messenger. Action Item 34/08.
The closure of the driveway leading to the Recreation Ground was discussed
and the clerk to contact Mr Rose to see if the surgery car park can be
used when the drive is being re surfaced. Action Item 35/08.
Cllr Plummer reported that when the grass had been cut in the Cemetery
it had been noticed that a small group of youths had been riding their
bikes through the hedge and have dug a pit inside the hedge. Cllr Snow
to take a look. Cllr Snow also noted that Kingston Mauward cannot take
on the hedge laying and so he is going to have a word with Mr Clarke.
Cllr Fraser reported that applications regarding Henstridge Airfield
were still being considered by SSDC.
The Chairman noted that we are still awaiting the contracts back from
Mr Crocker regarding the allotments.
The Chairman also reported that the clerk’s and the RFO’s appraisals
had been carried out and the subject of the RFO’s permanent contract
will be deferred until after the audit.
2008/058 Action Update
The Chairman gave an update on the Action List. Please see attached list
for information.
2008/059 Clerk’s Report
The clerk informed Councillors of training courses that there were available
for them to attend.
She also brought up the subject of grants and it was proposed that all
grant requests have to be in by September ready to be discussed at the
October meeting. All the grants agreed can then be paid. This was proposed
by Cllr Neal and seconded by Cllr Plummer.
The clerk informed the Councillors of the new premium for the insurance
renewal, this was agreed by all councillors.
The clerk also informed Councillors that she now had a recycling box at
the office for all old printer cartridges to be recycled in aid of the
Air Ambulance. She has some posters to display informing the village of
this service. A note is also to be put in the Marnhull Messenger.
2008/060 Correspondence
The Chairman read out the letters of correspondence that the Clerk had
received.
2008/061 Chairman’s Urgent Business
The Chairman read out a letter he had received from Mr Crocker regarding
the night time tractor noise, in which Mr Crocker stated categorically
that he had no involvement whatsoever with the tractor movements in question.
2008/062 Press Release
There were none.
2008/063 Date of next meeting
The next Parish Council Meeting will be on Monday 7th July 2008 in the
Village Hall at 7.00pm.
There being no further business the meeting was closed at 9.45pm
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. |
| 06/08 |
The Clerk to obtain some more quotations for the
work at the allotments. |
Clerk. |
| 11/08 |
The Clerk to contact the Marnhull Messenger to inform
the residents of the village about the grit bins. |
Clerk |
| 25/08 |
The Clerk to contact St Mary’s School to get the
contact details of the buses that serve the school and also a copy of
their travel plan. |
Clerk – Completed. |
| 26/08 |
The Clerk to contact signpost housing regarding the empty
house at Filleymead. |
Clerk – Completed. |
| 28/08 |
The Clerk to write to the Practice Manager at the surgery
regarding the Hydrotherapy pool in Sturminster Newton. |
Clerk.- Completed. |
| 29/08 |
The Clerk to gain some quotes for the new notice boards. |
Clerk. |
| 30/08 |
The Clerk to contact Gillingham Town Council regarding
the play area inspections. |
Clerk |
| 31/08 |
The Clerk to contact NDDC regarding getting a litter bin
for the play area. |
Clerk |
| 32/08 |
The Clerk to contact DAPTC regarding the change of accountants. |
Clerk – Completed. |
| 33/08 |
The Clerk to check the availability of the hall for the
meeting on the 16th of June 2008. |
Clerk – Completed. |
| 34/08 |
The Clerk to contact the Dog Warden to see if she will
patrol at the Recreation Ground. |
Clerk |
| 35/08 |
The Clerk to contact Mr Rose at the Pharmacy to see if
we will be able to use the surgery car park while the Recreation ground
drive is being resurfaced. |
Clerk – Completed. |
