Burlescombe Parish Council February 2018 Minutes

Burlescombe Parish Council February 2018 Minutes

BURLESCOMBE PARISH COUNCIL

Minutes of

FebruaryMeeting

Held in the Community Hall on Monday 5th February at 7.00pm

APPROVED

2.1 / Present:
Councillors: Les Neville (Chairman),David Sprague, Judy Downing, Kevin Stower
and Cliff Taylor
District Councillor Heather Bainbridge
Leslie Findlay – Parish Clerk/RFO / ACTION
Apologies:
Parish Councillor Karen Collard County Councillor Ray Radford
OPEN FORUM
No issues raised
2.2 / Declaration of Interests:
Cllr Downing declared a personal interest in item 2.11.1.1 and 2.11.1.2.
2.3
2.3.1 / Minutes of previous meeting and matters arising:
The Minutes were signed as a true and correct record and unanimously approved by the Councillors.
Burlescombe Notice Board. The board should be finished shortly it is just waiting to have a magnetic backing put on.
2.4
2.4.1
2.4.2 / Chairman’s Report
Footpaths
All the footpaths have now been walked and the Warden Stuart Howell has been informed of any issues that require attention. One stile, on FP1 at Eastbrook Farm needs complete restoration or replacement and another near St Mary’s on FP 18 needs restoration. There are several issues with regards inadequate ‘headlands’ and the failure to restore paths across newly sown fields. The P3 survey has now been completed and a grant of £680 has been applied for.
Please take secateurs with you when walking our footpaths. It is really helpful cutting back the brambles etc from gates and stiles. It also reduces the cost of maintenance.
Grand Western Canal
All the cygnets have left the care of their parents. Cllr Neville will be attending the GWCJAC meeting on 6th March. The new ‘tilting weir’ has been used to good effect on several occasions this winter in controlling water levels. Please keep Cllr Neville informed of any issues relating to the GWC.
2.5 / Police Report
On 18th January the police were called to a report of suspicious cold callers in the Canonsleigh and Burlescombe area but there was no trace once they arrived.
2.6
2.6.1
2.6.2
2.6.2.1
2.6.2.2
2.6.3
2.6.4
2.6.5 / Planning:
The Minutes of the Planning Meeting on Monday 18th January were approved.
The following new applications were discussed:
17/01934/FULL Conversion of an agricultural building to a dwelling, demolition of lean-to and erection of a garage at Bedbrook Farm, Burlescombe. Councillors had no objections to this application.
DCC/4007/2017 Additional information regarding the section 73 application to vary the approved working scheme to extract an additional 600,000 tonnes at Westleigh Quarry. To be discussed fully at planning meeting on Wed 21st Feb. It was confirmed that Clive Tompkins will be representing AI at this meeting.
MDDC Decisions:
17/01598/FULL Erection of an agricultural building for new milking parlour, collecting yard and handling system at The Barton, Burlescombe – Approved
17/01981/PNAG prior notification for the erection of an agricultural machinery storage building at Lower Ayshford Farm – granted
17/00353/FULL Erection of 6 affordable dwellings and formation of access at land SE of Oakfield, Burlescombe. Granted full planning permission with conditions.
17/01946/TPO Application to fell 19 Silver birch trees protected by Tree preservation Order No. 97/00007/TPO at XYZ Machine Tools Ltd unit 1, Woodlands Business Park. – Permitted with conditions to discharge.
As Councillor numbers are low, it was agreed and unanimously approved that Councillor Neville would join the Planning Committee to ensure that the meetings would be quorate. It was understood that he will not be available for every Planning Meeting.
Cllr Stower and Clerk will be attending the Planning training at MDDC, on 28th March.
2.7
2.7.1
2.7.2
2.7.3
2.7.4 / Councillor Sprague Report
Highways
The road past Oak Farm has been repaired and is of a quite passible standard, in fact it is now better than it has been for at least 20 years.
However that cannot be said for any other road in the parish, all are dirty, wet or potholed. The A38 between Worth Hill (Lamb) and Waterloo Cross has an increasing surface damage and subsidence, with blocked gulleys adding to the problems of ice and surface flooding. The A38 between Poachers Pocket and the motorway bridge still leaves a lot to be desired. Work has now started on the A38.
The main access road through Burlescombe to the quarry/tile factory and Westleigh, the surface is very poor with several places cracked / broken or potholed, with the volume of traffic moving along this route it should be a priority.
The road between Westleigh and Westcott Farm is particularly broken and will soon be unpassable to normal vehicles. The blocked drains by Pugham Farm have been reported and will be jetted shortly.
Clerk had circulated a memo from the Highways Officer outlining DCC policy on how and when the pot holes are repaired. Clerk will include this in the Parish News insert.
Temporary Traffic Orders.
28 Feb the road from Minnows Campsite to Allens Well will be closed.
12 Feb to 9th March – temporary speed limits on the A38 Burlescombe, from its junction with B3391 to Maidenhead Cross
19-20 March – the road will be closed from Maidenhead Cross to Higher Cross, Burlescombe
Community Hall
The hall is currently being decorated.
St Mary’s Church
Nothing to report. / LF
2.8
2.8.1
2.8.2
2.8.3 / Councillor Downing’s Report
Broadpath Landfill & Hillhead Quarry Liaison Meeting on Monday 18th December 2017.
Broadpath Landfill Site.
This landfill site started in the 1970,s & is now preparing to close, not so much landfill is now being brought to the site.
Stage 1. Permanent capping & restoration completed, gas wells drilled & connected.
Stage 2. Permanent plastic cap installation, gas wells drilled & connected.
Stage 3. Eastern edge perimeter seal being trialled & a soil containment bund built (permanent capping March 2018).
Stage 1& 2 now have grass- this may help with winter run-off.
Date of next meeting-Monday 12th March 2018. 3.30pm Magelake Hall,Uffculme
Cllr Downing outlined the points raised at the Westleigh Quarry Liaison Meeting on Monday 22nd January. Report has been sent to all Cllrs. Next meeting will be Monday 30th April 2018 at Westleigh URC Hall 4pm.
The proposed highway improvement scheme with the various options including Longwood lane will be shown at a public meeting on 10th May. This will give residents of the Parish and neighbouring parishes the opportunity to put forward their comments on the proposed options regarding the movement of quarry lorries away from the village. This will be advertised by DCC in due course. The Chairman has informed our MP Neil Parish of this meeting.
2.9
2.9.1
2.9.2 / Councillor Taylor’s Report
Old Railway Line
The Risk Assessment was carried out on Sat 9th Dec and highlighted a few concerns. The studs on the top of the Tar plant have now been flattened or removed.
The work on the trees around the Water Tower has been delayed due to the bad weather and will now take place on 13th Feb. Once this is completed the Tree officer will be consulted if more work is required before work can begin on the tower. No further action has been taken regarding insurance.
The path itself is looking very good with a good show of snowdrops. Councillors expressed their gratitude to Mrs Nicola Neville and Cllr Downing for recently planting lots of new bluebell and snowdrop bulbs.
The downside to this attractive walk is that dog owners enjoy exercising their dogs on this path but not picking up the dog poo. Recently there has been an increase in the amount of dog poo left on the path. It was agreed that signs will be put up either side of the ORL and by the entrance to the recreational area asking for dog owners to behave in a responsible manner. Cllr Taylor will procure the signs.
AI produced copies of the land registry confirming that 2 Quarry View does not have access rights up to the ORL path. No further action will be taken at present as it would appear this access is no longer used.
Park Wood
Very wet underfoot. / CT
2.10 / Councillor Collard’s Report
Play Areas: The entrance to the Burlescombe Play area has recently been renovated by MDDC.
2.11
2.11.1
2.11.1.1
2.11.1.2
2.11.1.3
2.11.1.4
2.11.1.5
2.11.2
2.11.3
2.11.4
2.11.5
2.11.6
2.11.6.1
2.11.6.1
2.11.6.2
2.11.6.3
2.11.6.4
2.11.6.5
2.11.7
2.11.8
2.11.9
2.12
2.12.1
2.12.2
2.12.3 / Clerk’s Report
Finance
The following expenditure was approved:
Amount £ / Cheque/BACS / Payable to / Comments
40.50 / 712 / J Downing / Travel expenses 2016/17 *
29.70 / 712 / J Downing / Travel expenses 2017/18
12.25 / BACS / URC Hall / Hire of hall
12.00 / BACS / Community Hall / Hire of hall
276.00 / BACS / Vision ICT / Hosting of .gov domain and emails
*
It was agreed by all Councillors that this claim in a previous financial year will be paid.
Approval was given for the Clerk to attend the DALC Data Protection workshop £48 +vat). Cost to be shared with HRPC.
The contract for the grass cutting of the verges around the two villages was discussed but it was agreed that the map showing where the grass would be cut was inaccurate. Clerk to ask MDDC to arrange a site visit with Cllr Sprague. New quotes would be sought once the maps were confirmed.
The quote from Countrywide Maintenance to cut the grass in the football field and play area in Westleigh was approved by all Councillors. The cost will be £1005 (+vat) to be invoiced in 4 instalments of £251.25.
The quote of £125 per application to carry out weed spraying in Westleigh by Countrywide Maintenance was approved. Clerk to request two applications this season.
Risk Management Meeting
The Minutes of the Risk Management Meeting held on 6th Dec 2017 were approved and signed.
The updated NALC financial regulations were adopted by the Council.
Councillors approved the Health and Safety Policy.
Councillors renewed their agreement for the Reserve Policy to remain at £3000.
RFO’s authority to pay invoices through internet banking was renewed.
The following paragraph regarding Councillors Expenses will be included in the Standing Orders.
Councillor Expenses
Councillors may claim for any travel expenses occurred when representing the Parish Council. Payment will be in line with Government recommendations (currently 45p per mile for cars /vans and 24p for motorcycles. Drivers may claiman additional 5p per mile if taking a passenger).
Councillors must notify the Parish Clerk of an intention to claim expenses in order that it can be published on the agenda. The claim details must include:
Date of travel
Reason for travel
Distance covered
Name of Councillor and signature
All claims must be made within the current financial year.
Any claims for stationery/postage must include a receipt showing proof of purchase.
Asset Register
Cllr Sprague confirmed that the two bus shelters are the property of the PC but were taken off the Insurance Schedule in 2005 as they were not considered to be of value. Cllrs requested the Clerk to include them on the Asset register and to inform the Insurance Company.
Data Protection
Clerk will be attending a workshop in March. The new regulations require a PC to appoint a Data Protection Officer. Clerk is currently investigating with the other Clerks in the area a possibility of sharing this task with an outside agency.
Internal Auditor
Norman Snell has confirmed he will be available to conduct the internal audit this year but will be retiring and the PC will need to appoint a new Internal Auditor for 2018/19.
Correspondence
Chairman will not be available to attend the MDDC Annual Church Service but will attend the DCC Service on 6th April.
The Mineral Safeguarding Supplementary Planning document was adopted by DCC on 24th Jan 18.
Clerk had received an email from Richard Wiltshire regarding a TAP fund application for Burlescombe primary School to build a sensory path in the school grounds. The application will require PC support once the paperwork is completed. / LF
DS
LF
LF
LF
2.13
2.13.1
2.13.2
2.13.3 / Matters brought forward for information or future agenda:
The Chairman had received two presentation cups from the (closed) Gardening Club. It was suggested that they could be displayed in the Community Hall if a display cabinet was purchased. Cllr Sprague will raise the matter with the Community Hall Committee.
Clerk has taken all the old records to the Records Office in Exeter.
There are three Councillor vacancies on the Parish Council. If anyone is interested in becoming a Councillor please contact the Parish Clerk.
The next meeting of the Parish Council will be on Monday 5th March 2018 in the URC Hall, Westleigh at 7pm.
The Meeting closed at 8.45pm / DS

Les Neville

Chairman

Burlescombe Parish Council

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