Lydlinch Parish Council

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Stalbridge DT10 2RG

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Approved minutes of Minutes of Lydlinch Parish Council Meeting held on 21stMay 2015 at the Hooper Hall, Lydlinch commencing at 7.p.m.

Present Councillors:Mr C May (Chairman ),Mr P Bovenizer,Mrs G Tite, Mr L Tuffin & Mr J Worth.

T Watson (Clerk).

In attendance

There were no members of the public in attendance.

  1. To elect a Chairman and receive the declaration of office.

RESOLVED:Mr C May was nominated, seconded and duly elected, the declaration of office was signed.

  1. To elect a Vice- Chairman and receive the declaration of office.

RESOLVED:Mr P Bovenizerwas nominated, seconded and duly elected, the declaration of office was signed.

  1. Delivery by the Chairman of the Council and councillors of their acceptance of office forms.

All forms were delivered except those from Mr T Frizzle.

  1. To co-opt a Parish Council member.

The Clerk advised that by reason of a shortage of numbers nominating for ordinary election, there is 1 vacancy for membership of the Parish Council. Whilst there is no statutory requirement to give public notice of vacancies which remain unfilled after the election the agenda has served as notice. Mrs Zoe Cheehtam a resident of Lydlinch put herself forward as a candidate

RESOLVED:It was proposed by Mr C May, seconded by Mr P Bovenizerand agreed that Mrs Cheehtam be co-opted to the Council and her declaration of office was duly signed.

The Chairman welcomed Mrs Cheehtam to the Council and invited her to join the meeting.

  1. Democratic period (For public comments).

No comments.

  1. To receive apologies.

Apologies had been received from Mr T Frizzle,P Batsone (County Cllr), W Batty-Smith and G Carr-Jones (District Cllrs ).

  1. Declarations of interest.

Mrs Zoe Cheehtam declared a pecuniary interest in item 12 as she is a member of the Hooper Hall Management Committee. She advised that she would leave the meeting for the item.

  1. To approve the minutes of the meeting - held on 27thApril 2015.

RESOLVED: The minutes of the meeting having previously been circulated to Councillors were approved and signed by the Chairman.

  1. Planning

a)To consider the following planning applications.

2/2015/0445/FUL Convert agricultural buildings to 4 No. holiday lets and office/artist studio. Plumber Farm Haydon Downs Farm To Salkeld Bridge - Road Plumber Dorset DT10 2AG.

Members felt that the development would improve the current semi derelict buildings. Consideration was given to in potential increase in traffic to and from the site and it was felt that it would probably notexceed the current farm traffic. It was noted that the tree officer hadno objections to the proposals in general terms subject to amendment being made in conjunction with his comments. It was also noted that In view of the previous use of this sitethe EHO had suggested that a suitable Site History Report be carried out, so that the planning authority are satisfied that it is able to fully discharge its liabilities in respect of contaminated land issues. Members felt that the holiday accommodation was very large and felt that the prosed use of the office / studio space was not entirely clear.

RESOLVED:Members were in favour of the application subject to further clarification of the proposed use for the calf house. Members request that the application be conditioned to the existing dwelling and that a register of occupancy is kept in relation to North Dorset District Councils’ policy on holiday lets.

b)Recent decisions of NDDC Development Management Committee.

None.

c)Appeals and matters of report from previous applications.

None.

d)Planning matters of report.

None.

  1. To receive Dorset District Councillors reports.

None.

  1. To receive the Dorset County Councillors report.

None. The Clerk offered to forward the written report received.

Mrs Z Cheehtam left the meeting

  1. To consider a grant funding application from Hooper Hall Management Committee in conjunction with the provision of improved access to the hall and give further instruction.

DEFERED: As the cost for the project were not confirmed the item was deferred to the next meeting.

Mrs Z Cheehtam returned to the meeting

  1. Review of delegation arrangements to committees, sub-committees, staff and other local authorities.

It was noted that the only delegated arrangement is in relation to planning application consultation and response to NDDC. This arrangement is detailed in SO Section 15 b. XV .

  1. Review of the terms of reference for committees.

The Parish Council does not have any sub-committees.

  1. Appointment of members to existing committees.

The Parish Council does not have any sub-committees.

  1. Appointment of any new committees in accordance with standing order 4.

The Parish Council does not have any sub-committees.

  1. Review and adoption of appropriate standing orders and financial regulations.

The Clerk advised that 2010 standing order had been revised in October 2013. Section 15 b. XV was amended to reflect the way in which planning applications are considered by Lydlinch Parish Council.

RESOLVED:It was proposed and agreed to adopt NALC model Standing orders dated October 2013 including the amendment to Section 15 b. XV. Financial regulations as presented were adopted.

  1. Review of arrangements, including any charters and agency agreements, with other local authorities and review of contributions made to expenditure incurred by other local authorities.

None.

  1. Review of representation on or work with external bodies and arrangements for reporting back.

RESOLVED: There was general agreement that C May take the role of DAPTC representative and T Frizzle take the role of Hooper Hall representative. It was agreed that matters of report from representatives would be made at meetings.

  1. To make arrangements with a view to the council becoming eligible to exercise the general power of competence in the future.

The Clerk advised that Parish Council currently meet 2 of the three conditions of eligibilityin terms of proportion of elected members and the Clerk is SILCA qualified. However theClerk needs to complete the relevant training.

  1. Review of inventory of land and assets including buildings and office equipment.

It was noted that the bush shelter, Lydlinch seat, post office sign and notice boards at Lydlinch and Kings Stag need to be historically added and the new items for 14/15 are 2 dog bins , new Kings Stag notice board and village sign. Later in the summer it was agreed to do a condition inspection of the items on the list.

RESOLVED:A review of inventory of land and assets including buildings and office equipment was carried out.

  1. Confirmation of arrangements for insurance cover in respect of all insured risks.

The current insurer is with community first underwritten by Zurich and a policy schedule had been received for the sum of £126.78. The new inventory items were discussed and the Clerk advised that part D fidelity / money covered at £250,000 far exceeded the bank balance whichat its highest point did not exceed £12,000.

RESOLVED: It was agreed that the Clerk would liaise with the insurance company regarding the money / fidelity guarantee and the addition of the new inventory items to the schedule if applicable.

  1. Review of the council’s and/or staff subscriptions to other bodies.

The Parish Council currently subscribes to DAPTC the charge for this in 14.15 was £145.60.

RESOLVED:It was proposed and agreed to subscribe to DAPTC in 15/16.

  1. Review of the council’s complaints procedure.

RESOLVED:The complaints procedure as presented was adopted.

  1. Review of the council’s procedures for handling requests made under the Freedom of Information Act 2000 and the Data Protection Act 1998.

RESOLVED:TheData Protection policy as presented was adopted and it was agreed to register with the Information Commissioner’sOffice at a cost of £35.00 P/A.

  1. Review of the council’s policy for dealing with the press/media.

RESOLVED: The policy for dealing with press and media and protocol on the use of media tools at meetings held in public were adopted as presented.

  1. Determining the time and place of ordinary meetings of the full council up to and including the next annual meeting of full council.

RESOLVED:The list of meeting dates were approved.

  1. Correspondence: as detailed in annex 1a.

The draft recommendations of the electoral review for North Dorset were noted.

  1. Finance.

a)To approve the accounts as presented in annex 1b. For payment.

T Watson / salary April & May / £279.10
HMRC / Tax April & May £ / £69.60
Stalbridge TC / Office services April & May / £90.00

b)To appoint an internal auditor and approve the terms of reference and audit schedule.

The Clerk recommended Mr A Bedford the Stalbridge TC internal auditor. He had offered to carry out the Lydlinch audit for £25.00 for the first year.

RESOLVED: It was prosed and agreed to appoint Mr Bedford and the terms of reference and audit schedule were approved.

  1. Clerks report on matters arising.

An email had been received regarding photographing vehicles which had been dealt with.

  1. To receive Parish Councillors views.

Mr J Worth was pleased to see the Kings Stag footpath in use.

The Chairman thanked members for their help during the last term and also thanked the County and District Councillors and the outgoing and incoming Clerks.

  1. Date of the Next meeting - The next Town Council meeting will be held on Monday 6thJuly 2015. All items for inclusion on the agenda must be received by the Clerk by 9.00am on Friday 26th June 2015.

There being no further business the Meeting closed at 8.20pm

Date…06/07/15 Signed…………………………………..

Chairman

Approved minutes mtg 21.05.15 Page 1