DRAFT Minutes of the Parish Council Meeting
Wednesday 18th February 2015
Main Hall, MS Centre, Church Lane, West Parley.
Present: Councillors: John Cullen (Chair); Pat Couper (Vice Chair); Stuart Couper; Simon Jordan;
Diana Penwill; Malcolm Plascott
In attendance: District & County Councillor John Wilson; District Councillor Barbara Manuel;
Police Community Support Officer (PCSO) 7395 Sherlock; Linda Leeding (Clerk)
1. APOLOGIES FOR ABSENCE. Cllrs Sheila Gooden; Geoff Dark; Chrissie Davies; County Councillor Ian Smith
2. DECLARATIONS OF PECUNIARY INTEREST. Cllr Jordan has an interest in item 9.
3. MINUTES OF THE MEETING HELD ON 21st JANUARY 2015.
The minutes had been circulated prior to the meeting and apart from a spelling amendment to item 10, were accepted as an accurate record. (Pages 11137 to 11139)
4. PRESENTATIONS FROM MEMBERS OF THE PUBLIC.
PCSO Sherlock provided an update. Reports of Anti-Social Behaviour for 1/12/14 – 18/2/15 was 12 calls, which can include parking misdemeanours; and crime numbers were lower for February 2015 compared to the same period in 2014. West Parley remains a safe area and whilst isolated incidents may occur, they are rare. The Clerk has reported the six Parish Council planted trees around the Ellesfield Drive area have been snapped off. Residents are encouraged to report incidents or concerns to 101 (non-emergency) so Police resources can be allocated where necessary. PCSO Sherlock left the meeting at 19.45hrs.
5. REPORTS BY DISTRICT AND COUNTY COUNCILLORS.
The meeting was adjourned at 19.45 Hrs for County & District Councillor briefings and reconvened at 20.10 Hrs.
6. CLERK’S REPORT
The report had been circulated prior to the meeting. Reference was made to confirmation of a zero increase in precept which in Band D equivalent is a 53p reduction in Council Tax to residents, inconsiderate parking complaints, progress on the PSPO review regarding antisocial behaviour on Council land and overhanging vegetation letters sent.
ITEMS FOR DECISION
7. LEAD AREAS / COUNCILLOR ROLES
Cllr Cullen suggested items such as Footpath audit should not appear on the activity plan, but be with a list of regular activities the Clerk undertakes. More support will be offered to Community Participation and the Activity Plan was adjusted accordingly. Cllrs Lead Areas for Community Support are Cllrs Gooden and Plascott, and Community Participation is Cllr Jordan. Clerk to amend Noticeboards. The Council wishes to interact more with groups and produce a Parish Information Pack for all residents.
8. GYPSY AND TRAVELLER POLICY
Cllr Cullen explained that the Clerk has provided a policy for the village and this aids use of Section 61 Powers. The Clerk added that this will appear on the website. The motion to accept the Policy was Proposed by Cllr Jordan, Seconded by Cllr Penwill and passed with a unanimous vote. The Chairman signed the Policy and the Clerk to arrange placement on the website.
Cllr Jordan left the meeting at 20:20hrs.
9. PLAYING FIELD ALTERATION (Petanque) AND GRANT REQUEST
The Clerk informed Council of the paperwork received requesting agreement to build a Petanque terrain on the land behind the bank to the right of the Country Club, along with a Community Grant Application for £500 to assist with the work.
The motions to permit the alteration and to grant the community grant were both resolved unanimously. County Councillor Wilson added that he had been approached for grant funding for upgrading the Recreation Ground, which will be decided in the coming 2 weeks.
Cllr Jordan returned and District & County Councillor Wilson left the meeting at 20.28hrs
10. INTERNAL AUDITOR
The Clerk informed Cllrs that the process leading up to the External Audit is approaching, and that we need to appoint the internal auditor. This was previously done by Mrs Bridget Tribe, and Cllrs were in agreement to use Mrs Tribe again.
11. RISK ASSESSMENT
The Risk Assessment document, which was circulated to Cllrs prior to the meeting, needs updating in advance of the external audit, and the Clerk made alterations to the document. Cllrs were invited to comment and make additions as required and were asked to inform the Clerk of any changes prior to the next meeting, so the document can be passed in resolution in March Meeting.
12. STING IN THE TALE – Funding and Events
The Clerk was asked for funding levels anticipated and suggestions for this year’s event in West Parley. Cllrs were unanimous that it was a fantastic event but more publishing required to explain what it is. Cllrs agreed a similar donation of £250 appropriate and asked for a room based event and another Woodland Walk. A Halloween Walk is also suggested ending at the Country Club Halloween Disco. The Clerk to inform Sting organisers. Cllrs agreed that events should be advertised from April, other suggestions being a Sports Day, filling Bug Hotels, Nuts about Nature.
13. COMMUNITY INFRASTRUCTURE LEVY CONSULTATION
Cllr Cullen informed Cllrs that he had reviewed the document which relates to developers giving money towards infrastructure improvements. Cllrs agreed that the PC make no comment.
14. CHEQUE SCHEDULE
Cllr Cullen talked through the schedule, which had been circulated to Cllrs prior to the meeting, requiring authorisation & signature after the meeting. Approval of the schedule was unanimous.
2201 / MS Society / £35.00 / Room Hire (February)2202 / Servicewise / £83.20 / Dog bins (January)
2203 / Kaptivate / £233.05 / All House newsletter
2204 / Linda Leeding / £698.34 / Clerk's Salary
2205 / Dorset County Pension Fund / £215.38 / Employee £53.64 & Employer £161.74
2206 / Linda Leeding / £100.80 / Clerk's Expenses (Reimbursement for Reference Book, mileage, stationery and phone)
2207 / The Society of Local Council Clerks / £141.00 / Annual Membership
15. PLANNING MATTERS
The Minutes from the meeting on 4th February were agreed by those in attendance as an accurate record.
Ref: 3/15/0050/HOU 9 Parley Close, West Parley
Erection of rear single storey extension and alteration to roof, to form new first floor accommodation. (Removal of existing store and swimming pool and enclosure).
Councillors discussed the application and West Parley Parish Council offer no objection to the proposed plans.
Ref: 3/15/0032/PMBPA Stourvale Nursery, Church Lane, West Parley
Convert Barns from 3 (class C3) residential units
Cllrs discussed this application which is seeking advice from the PC and from their knowledge of the area, it is the Councillors opinion that whilst the site was previously run as a Nursery, it has not undertaken agricultural activity for some time.
Ref: 3/15/0069/HOU 3 Oakland Walk, West Parley
Convert integral garage to accommodation
Councillors discussed the application and West Parley Parish Council offer no objection to the proposed plans.
Ref: 3/14/1084/HOU 157 Christchurch Road, West Parley
An open sided structure (carport) retrospective
Councillors discussed the application and West Parley Parish Council offer no comment on the proposal.
Cllr Cullen reminded Councillors about the Planning Enforcement List and the Clerk was asked to chase on 2 items and District Cllr Manuel is checking progress on another 2 items.
ITEMS FOR INFORMATION
16. MEDIA ISSUES: News for Jan/Feb
The key topics for next month are: Support local businesses during the road disruption on New Road commencing 2nd March, Hidden West Parley, Petanque coming to West Parley, launch of Foodbank sites around the Parish and possibly Community Noticeboard near the Children’s Playground / Country Club.
17. COUNCILLORS LEAD AREAS
Cllr Jordan reported that the Club are making improvements to the first floor accommodation for residence by a member of staff. The Petanque terrain is progressing and invited the Volunteers or PC to install flowers or fence if appropriate. Dorset For You agreed the Club to be a Community Club and will appear on their website. Discussions with DCC Highways failed to reach agreement on new signage on Christchurch Road to show location of Parley Country Club, Amenity Area and Memorial Hall. Agreed the next step was to speak with EDDC Planning to check guidelines for kerbside signage.
Cllr Penwill looked into the feasibility of installing fitness equipment into the Rec Ground. Each piece of equipment would cost around £1800, higher than expected.
Cllr Mrs Couper informed Cllrs that following a conversation with Simon Clarke, the playground manufacturer, regarding removal of the stepping stones, the suggestion of monkey bars was considered a potential replacement idea.
Cllr Cullen confirmed as part of the Heritage project, that a list has been produced of the old trees around West Parley, some over 300 years old.
18. DATE OF NEXT MEETING
The date of the next meeting was set as Wednesday 18th March at 19:30 hrs (7.30pm) at the Main Hall, MS Centre, Church Lane, West Parley.
There being no further business the meeting closed at 21.33hrs.
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