Minutes of A meeting of Bourton Parish council

held IN the VILLAGE HALL AT 7PM ON MONDAY, 27th JANUARY 2014

PRESENT:	S Firbank, G Miller, P Williams, M Withers, C Price, D Lawes, A Miller
APOLOGIES:	L Jones, H Baker
ATTENDING:	Iain McVie (The Clerk) and 12 members of the public.

APOLOGIES – As above

OPEN forum

S Firbank welcomed everyone to the meeting. He reminded all present that the ‘Open Forum’ is an opportunity for members of the public to ask questions or make statements. Once the ‘Open Forum’ is concluded the public are present to watch and listen to proceedings only.

A member of the public asked if the Council had received a planning application for 1 West Bourton. IM confirmed they had on 27th January 2013 and that it would be considered by the Planning Sub Committee and returned to NDDC before the closing date.

A member of the public asked if the Council had completed any recent archiving. SF confirmed this was being done later in the week and that the Clerk would be passing the appropriate material for archiving to the Dorchester Heritage Centre next week.

Two members of the public then raised concerns that some footpaths are becoming excessively churned up. SF confirmed that NDDC Footpaths Officer will be meeting with him and DL on 18/19th February 2014 to agree where repair and remedial work will be completed.

ACTION SF/DL will include site visits to these footpaths on 18&19/2/14

A member of the public stated that the street signs at the bottom of Mill Rise are ineligible and need replacing and/or cleaning.

ACTION IM to request action via ‘Dorsetforyou’ website (Note: Action completed).

13.206 Declarations of Interest

S Firbank and C Price declared a personal interest in Bourton Mill (neighbours).

M Withers declared a personal interest in the potential Village Hall site (neighbour).

13.207 MInutes of the previous meetingS

The minutes of the previous meeting were discussed and MW asked that an amendment be made on Page 66. This was agreed and the original minutes amended.

Amended Minutes agreed by all and signed as a true record.

ACTions arising from the minutes

Cemetery Wall: SF provided details of one quote received to repair the front wall. There was discussion concerning the cost and it was agreed that a further quote was needed.

ACTION: LJ to obtain a further quote. Return to February Meeting as a matter of urgency.

Village Sign

SF updated the meeting

ACTION: SF/LJ to arrange for Paul Orr to remove sign and progress repair as a matter of urgency.

Benches

ACTION: SF/HB to update February Meeting.

Zeals Planning application

IM confirmed action completed and that the original planning meeting had now been deferred to either 6th February or 25th February.

ACTION: IM to monitor and ensure our written objection is considered by Wiltshire Council

All other actions covered in main items on the agenda.

REport by the DISTRICT and/or COUNTY Councillor

Report from County Councillor

None

Report from District Councillor

GM stated that the CAB Gillingham was grateful for the £350 donation and SF confirmed that they had also written to the Clerk thanking the Council.

Planning Matters and Applications received

Applications Received –

2/2013/1024.2 Mede Close–2 storey extension, garage, porch, driveway–Received 20/12/13

2/2013/1409 1 West Bourton Rd-Extension- Received 27/1/14

Permissions Granted / Applications Withdrawn –

2/2013/1176. Queen Oak Inn – Replacement of windows only – Granted 20/12/13.

Bourton Mill

SF confirmed that the S 106 had been signed off and we are awaiting copies of these for filing. The owner is keen to progress and is actively seeking financial support to progress building on the site. GM stated it was important that the Council ensure the agreed six affordable units are built in the village, if not on the site and that they do not end up elsewhere in North Dorset. MW supported this point and reaffirmed that NDDC will only consider building such affordable housing elsewhere in North Dorset if no suitable location can be found in Bourton.

IM confirmed that NDDC had appointed an Inspector to examine the site and meet with the owner to resolve security and safety.

Wind Turbines/Photovoltaic solar arrays

At this time no further updates.

13.210.4

NDDC Electronic Planning Consultation.

IM updated the meeting and confirmed that from 1st February all planning applications will be forwarded electronically for the Planning Sub Committee to consider. This will require a change in process as there will not be any hard copy documents to review. To cater for this change there may be a need to purchase additional equipment such as a large computer screen.

ACTION: IM to provide Planning Sub Committee with options for consideration.

FInAnce

Accounts to be paid

DAPTC. Councillors Update Training – East. £ 25.00

DAPTC Chairman’s Seminar in November £ 25.00

IJ McVIE Clerks Expenditure (Nov-Dec) £ 19.13

HMRC Employer Contributions £153.40

IJ McVIE Clerk Salary (Periods 8, 9, 10) £652.14

G OVERINGTON Flyers for NPG £ 85.00

Stour Magazine Advert for NPG £ 5.50

Proposed by PW, Seconded by CP and agreed by all.

Accounts received

SF asked if the farmer renting the ‘New Cemetery’ field to graze sheep has paid this year’s rent.

ACTION: GM to remind farmer to submit payment.

Grants & Donations

MW asked if the Council would be prepared to fund the placing of poppies in a suitable village location as this is the Centenary of the First World War. Following discussion it was agreed that a suitable and prominent location should be found to plant poppies.

Proposed by MW and Seconded by PW and agreed by all.

ACTION: CP/AM to progress suitable location and confirm costs for next meeting.

IM drew the attention of the meeting to an email request, received today from a member of the public, requesting that the War Memorial lettering be repaired and/or cleaned. The meeting all agreed this should be progressed.

ACTION: IM to arrange quote from a specialist stonemason to make good the War Memorial (Note: IM has completed an application to the War Memorials Trust for this work to be funded by a grant).

Council Precept 2014/15

IM referred to the draft finance information previously circulated to all Councillors. There then followed a discussion amongst the Councillors.

PW asked that there be increased funding to support the New Village Hall in the forthcoming year.

MW pointed out that there would be a need to have funding for the purchase of equipment in relation to the new NDDC electronic planning process.

SF suggested that with these additional costs the 2014/15 precept should be set at the same level as the previous year.

Proposed by PW Seconded by DL and agreed by all.

NEW VILLAGE HALL

PW stated that the 13th January Meeting had been very useful and that the subsequent meeting of the 17th January with NDDC, NPG, BPC, NHPG and Proctors had established that the project is feasible provided it goes through the NP process.

PW confirmed that letters had been sent to all neighbouring properties inviting any enquiries to go to the Chair of the VHMC.

PW confirmed that the next stage would be the public meeting on the 10th February 2013 where he will complete a presentation outlining the proposal for the whole site on behalf of the Village Hall Management Committee.

CP agreed that the meeting of the 13th January had been very positive. She said that whilst there had been a slight hiccup that led to confusion and some high feeling this had more or less been resolved. She stated that it had not been helpful that Proctors had failed to consult the VHMC before speaking to Brimble Lea. She asked that Proctors be reminded that they are acting on behalf of the VHMC and should inform their clients of any actions they propose to take.

SF confirmed that as there had been clarity as to what had happened he would not be sending a letter as he had originally proposed. CP stated she accepted this but did feel Proctors needed reminding of their position as the agent acting on behalf of their client.

PW stated that it is essential for Proctors to liaise with Brimble Lea on behalf of the VHMC. Evidence of the closeness of the working relationship between the two firms is that Proctors have produced the initial concept plan, on behalf of Brimble Lea, in order to help progress the project. Attempting to stifle this arrangement would be counter-productive.

PW offered to arrange for the NPG to meet with Brimble Lea. MW asked if this could be arranged after the public meeting and after the results from the subsequent questionnaire are known.

ACTION: PW to arrange a meeting between NPG and Brimble Lea after 10th February 2014 and after the results from the subsequent questionnaire are known.

SF then stated that the Parish Council are fully committed to the VHMC building a new village hall facility and look forward to the public meeting where the proposals can be put to the villagers for their views.

ACTION: All Councillors to encourage as many villagers as possible to attend the Public Meeting on 10th February at 7pm in the Village Hall.

13.213 NEIGHBOURHOOD PLANNING GROUP

MW stated that a joint meeting of the NPG and VHMC took place on 10th January, chaired by Simon Firbank, to discuss the ways in which the groups can work together to progress the new village hall project. At the meeting Mike Withers passed on some information he had been given following a telephone discussion with NDDC which could have been damaging to the project. This resulted in the setting up of a meeting with NDDC’s planning policy department, which was attended by PC, VHMC and NPG members. The potentially damaging issue was discussed and cleared at what was a very useful and clear meeting with the planners.

The outcome of the above meetings is that there is now clear agreement that the new village hall project should be pursued through the NP with full cooperation between the VHMC and NPG. It is also vital that the community as a whole are supportive of the project and residents will be asked to vote on this and other issues in a questionnaire which will be delivered to all households after the public meeting on 10th February.

The last report to the PC outlined the contents of a proposed further questionnaire to residents, which will include questions about new housing numbers, the settlement boundary, the new village hall and the environment. NDDC are being consulted on the questionnaire prior to its publication. VH questions have been discussed and agreed with VHMC.

These topics will be introduced, together with a NP progress report, at a public meeting which has been arranged for Monday 10th February at 7.00pm in the village hall and councillors’ attendance at the meeting would be appreciated. Speakers who will introduce these issues will be Mike Withers, NDDC, the VHMC and David Scott respectively.

Flyers advertising the event will be included in February’s Parish Magazine and there will be posters around the village, as well as an update on the village website. A copy of the flyer has been given to the chairman.

The Natural Environment group, led by David Scott and with help from Bernard Sullivan, arranged a talk and presentation on Wildlife and Habitats given by Joy Wallis of Dorset Wildlife Trust. This attracted an audience of some 50 people and the talk was targeted to very local issues and seemed to be well received. Information gathered from the group’s surveys will help inform policies within the draft NP.

Alison Scott, along with Simon Firbank and Danny Lawes, met with a senior countryside ranger from North Dorset to discuss local footpaths. As a result, a team of rangers are visiting Bourton for two days in February to work on gates, styles and pathways. Any additional volunteers to help would be greatly appreciated.

On transport and traffic issues, Nick Hall has been in contact with Sue Mitchell who deals with these issues for Dorset’s Area of Outstanding Natural Beauty (AONB). She has offered to help Bourton and look at achievable small traffic initiatives in line with what she has already done with other parishes. Nick will be setting up a meeting with her and it may be useful to include our County Councillor, Andrew Cattaway, in this.

Due to some personal circumstances affecting members of the group, the concentration by NDDC on their draft Local Plan over the last few months and dealing with sensitive and unresolved local issues, there has been some slippage in the NP programme. A letter has been sent to the Communities Development Foundation seeking an extension of time for their funding of the NPG and their response is awaited. All attempts will be made to recover some of this time although any slippage to the programme is regrettable. However, all NPG work is undertaken by volunteers and the associated problems are, perhaps, inevitable.

The NP was never planned to be ready for adoption until NDDC’s draft Local Plan was in place and as their programme has now slipped back to “winter”, which could mean the end of this year or early 2015, the NPG slippage does not affect the critical path for its final adoption by NDDC.

We have learned from NDDC that the final referendum on the NP will now not have to take place at a time when NDDC are having other elections. This means that the previously predicted date of May 2015 for a referendum could now be earlier and could be immediately following when the NP has passed through all the other necessary procedures within North Dorset and the independent examination.

Bourton residents will be given a minimum of 28 days formal notice of a referendum by NDDC and it is likely that the single question to be asked will be whether residents wish the draft NP to be used by NDDC to help them to determine future planning issues in Bourton.

The NPG will also be interviewing town planning practices shortly to select one to assist in the writing of NP policies from the evidence collected.

Jointly with the Chairman-SF,MW met with two residents who had raised issues at the last PC meeting concerning why the NPG intended to keep the contents of interviews with landowners in the village confidential, and also why the PC had not debated the extremely important issue of the draft NDDC Local Plan. Notes of this meeting were taken and the issues were fully discussed to the satisfaction of both.

PW congratulated the NPG on the interesting and well attended Wildlife and Habitats evening.

13.214 TRAINING

IM confirmed that he had circulated the 2014/15 Training dates to all. SF reminded all that they each must attend at least one training session this year.

ACTION: Councillors to diary in Training Days for 2014/15

HIghways

Dorsetforyou Website

IM informed the meeting that the website is the easiest way for members of the public to directly report highways issues, damaged road signs and fly tipping. There is also an office and out of office number for individuals who do not have access to a computer. SF stated that it was important for the public to self-help by directly reporting a fault or problem.

DCC Planned Works 2014/14

IM confirmed that the planned highways work in Bourton will be top surfacing in West Bourton only.

Footpaths

SF reaffirmed the Footpaths Officer; Graham Stanley will visit on 18/19th February and will inspect our footpaths and complete the works needed.

TRANSPORT

Transport Coordinator

SF informed the meeting that Ruth Hounsell has stepped down from the role of Transport Coordinator and hopes that the Gillingham Town Coordinator will pick up the work. SF asked that the Parish Council’s thanks to Ruth be recorded in the Minutes and that he had also written to her thanking her for the many years of excellent service she had given to the village.

All Councillors agreed with these sentiments.

Taxi Scheme

SF confirmed that the proposed Taxi Scheme will be followed up through Gillingham and any proposals would come to the Council via this route.

COMMUNITY SAFETY

Neighbourhood Watch and Speedwatch Coordinators

SF informed the meeting that the village required a Neighbourhood Watch Coordinator and a Speedwatch Coordinator. These two voluntary roles were discussed

ACTION: All Councillors to canvas possible candidates in the village. CP will also ask the PTA if any of the parents may wish to become involved in Speedwatch.

North Dorset Police Front Counters

IM informed the meeting that the consultation period had finished and that Dorset Police have taken account of the public view and will now provide a front counter service for North Dorset.

Police and Crime Commissioner Precept 2014/15

The PCC is currently consulting Dorset residents on his proposal to increase the police element of the precept by 1.95%. This consultation is by electronic poll on www.dorset.pcc.police.uk. Individuals and organisations such as Parish Councils are invited to provide their views. Following discussion it was agreed this should be completed by individuals and not as a group.

ACTION: Councillors to individually complete the poll.

Correspondence

12/12/13 NDDC Big Energy Savings Network Advert - Website 19/12/13 CRW Survey for DCC small grant funding - Completed also to VHMC and Filed. 19/12/13 DAPTC Information for Councils who have public car parking sites - Filed 19/12/13 DAPTC Copy of letter sent to NALC re NH Plans and District Plans - To NPG 20/12/13 DCC Consultation on Mineral Waste Sites – Notice boards & BPC informed File 20/12/13 NDDC Planning App.2/2013/1176 Queen Oak Inn Granted - File 20/12/13 NDDC Planning App. 2/2013/124 2 Mede Close - To Planning Sub Committee. 02/01/14 CRW Training dates 2014. - Website, Large NB, NPG and NVHG. 06/01/14 CRW What’s GR8 in SP8 -Village Website, Filed 06/01/14 CAB Email of thanks for donation as per December Meeting - Filed 06/01/14 Dorset Community Action Advert for free info/advice for fundraising - Website, NPG, NVHG - Filed 06/01/14 NVHG Copy of December Minutes - Filed 10/01/04 Julie Girling MEP Flood Funding EU Information - Filed 10/01/14 DAPTC Advert for DCC Schools Admissions Appeal Panel Volunteers, who are existing Councilors’ - Circulated to all BPC. 06/01/04 Dorset Community Action Advert for forthcoming events across Dorset - Website NPG and NVHG. 06/01/14 DAPTC Royal Garden Party Information - To Chairman 06/01/14 DAPTC Update from DCC re flooding in Dorset - Filed as on 'Dorset for you' web. 06/01/14 DAPTC 2014/15 DAPTC Subscription rates - Filed 06/012/14 DAPTC Agenda for Northern DAPTC Area Meeting 14/1/14 - To Chairman 06/01/14 Spinal Injuries Association Advert for events in Dorset - Website 06/01/14 Email from Mr. Tomlinson Cost, Terms and Conditions of Race Night Organiser - Filed 10/01/14 Letter from R. Hounsell Resignation as Public Transportation Representative - January BPC Meeting 20/01/14 DWDAM Dorchester &West Dorset Motorcycle group Advert for training - Website 24/01/14 DAPTC 2014/15 Training Dates - Circulated to all Councilors’ 24/01/14 Dorset Community Action Information for Best Kept Village Competition 2014/15 - January Meeting 24/01/14 DCC Highways Provisional 14/15 planned works - 24/01/14 BV Dairy FUNDING SCHEME - Filed as repeat of previous information 24/01/14 Dorset Police Information on public transport for elderly - Website 24/01/14 Public Health Dorset Update for residents in Dorset - Website 27/01/14 Wiltshire Council Community Infrastructure Levy-Wiltshire - To NPG for information only 27/01/14 NDDC Planning App.2/13/1409 1 West Bourton Rd-Extension-To Planning Cm 27/01/14 Mr. Nathan Email - Highways issues and item for January Meeting - January BPC Meeting

Please contact the clerk if you require any further information.

A.O.B.

SF expressed his thanks to Peter Manley, Roger Moores, Tom Shean, Jonathan Manley, and Les Jones for erecting this year’s Christmas tree and Lights and to the Garage for their generous contribution towards the cost. All agreed with this statement.

CP stated that the PTA, VHMC and Church had agreed to share the organisation of this year’s Village Fete. Jim Mann was now looking for a Coordinator to progress the joint planning.

ACTION: All Councillors to canvas for a suitable individual.

IM updated the meeting that Dorset Community Action is running the Dorset Best Kept Village Competition 2014 with registering being by 7/4/14 and final submission being 22/8/14.

DL stated that one of the salt bins in the village was empty.

AM confirmed there was also an extra grit bin at the bottom of the School field

ACTION: AM to confirm location and ensure all bins are re stocked.

Date of Next Meeting - MONDAY 24th FEBRUARY 2014

Chairman: …………………………………	Date: …………………….

Note: The minutes will be reviewed and formally ratified by the BPC on 24th February 2014.