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Parish Council Minutes February 2006

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The Monthly Meeting of the Parish Council took place in the Village Hall on Wednesday 8th February 2006 commencing at 7.30 pm. The Chairman, Cllr K Bryan presided; present were Cllrs. Mrs M Metcalfe, M Day, S Gibbons, C Hill, Mrs J Nudds, and M Williams with G Russell in attendance. Also present for part of the meeting were Cllr C Sleigh, County Cllr John Howell, District Cllr John Cotton and two residents.

1 Chairman's opening remarks: Cllr C Sleigh

The Chairman invited Cllr C Sleigh to make a personal statement. Cllr Sleigh explained to the Council that he is about to move home and to live abroad in Spain. He has greatly enjoyed being a member of the Council and wanted to express his good wishes for its future; it was necessary, however, for him to submit his resignation from the Council with immediate effect.

In accepting Cllr Sleigh’s resignation the Chairman thanked him for all his work on the Council in past years and wished both Chris and his wife, Bev Sleigh, every happiness in their new home.

The Clerk was asked to set in motion the procedure for filling the vacancy.

2 Apologies for absence

None; all councillors were present.

3 Declarations of Interest

Cllr Day explained that as a Church Warden, he had an interest in Item 11, discussion about the Thatched Cottage adjacent to the Abbey closed churchyard.

4 Minutes of the Meetings held 11th January and 1^st February

These minutes were approved and signed as true records of both meetings. For the avoidance of doubt it was confirmed that BCB would cut the hedge alongside the Cemetery closest to the footpath to Drayton Road.

5 Matters Arising from the Minutes

a. Nominations of projects are requested for adding to the Road Repair spreadsheet.

b. Bridge End car park; Brian Purcell-Smith has confirmed that he is now happy with the revised scheme proposed by Monson.

c. The diseased tree at Tenpenny has been removed. It was agreed that it should be replaced, possibly with a walnut tree from the Clerk’s garden if Paul Jenks agreed that this would be suitable.

d By pass bus stop; Thames Travel has confirmed that time tables which mention the Dorchester by-pass stop will be produced in June. In the meantime the County has its own plans to produce tourism leaflets which help to promote the bus services.

e. The County’s footpaths officer has said that the County will not pay for the new fingerpost on the southbound carriageway. The Parish Council agreed to do so.

f. The owner of The White Hart has agreed in principle to look at the plans for the soakaway pit in the Hotel’s car park and the plan is being progressed by Gordon Hunt.

g.. The Clerk has received details of regulations regarding advertisement control and these will be circulated.

h. The Clerk confirmed that he is trying to get a firm delivery date for the new village entry sign and also for the removal of the redundant posts

i. (Cllr Mark Williams left the room whilst the following item was discussed). After reviewing the 2006 quotations received from Scion Estates and BCB, the Council’s current grass cutting contractors, it was agreed to leave the allocation of areas as it is.

The Council will monitor the maintenance of other verges etc in 2006/7 and see if additional work is required, although it is appreciated that it would be at its expense.

j. The Clerk confirmed that he has asked the Highways inspector, John King, to put in hand repairs to the pavement between Meadside and Dorchester Bridge

6 District Councillor's Report

Cllr Cotton said that there would be no increase in the District Council’s share of Council Tax next year but there would be increased expenditure and this was attributable to improvements in efficiency. Maintenance of roundabouts is now a responsibility of the District Council but it will be paid for through sponsorship of £2,800 per roundabout per year.

Cllr Cotton said that a wind turbine at Berinsfield approximately 15m high had been grant aided by central government but still requires planning permission. The new scheme for the removal of garden waste would involve residents using wheelie-bins which would be emptied fortnightly at a cost of £29 per year.

7 County Councillor's Report

County Cllr Howell said that there had been cuts in the County’s Highways budget. He was still confident that the Bridge End improvements would take place but could not be 100% certain. Cllr Howell commended the prompt action which had been taken to report ‘snagging details’ at the by-pass bus stops and said that he was pleased that the matters had been dealt with so quickly.

There are to be more roadworks in Clifton Hampden, which will cause some inconvenience. The cycle way surface is to be replaced at the contractors’ expense.

Cllr Howell said that reports of cuts in services for the elderly had been misleading. There will be an increase in the County’s tax amounting to 4.375% but this is the lowest county tax increase in the south-east of England.

There is new funding for youth services which will assist the County to get staffing levels up to full strength and there are projects where the County and other organisations can join together with ‘matched’ funding to provide youth services.

8 Correspondence and Other Business

i). Sports Club Pavilion & Playground;

The perimeter hedge has been cut and the supply of free trees planted. A place for Cllr Gibbons on the OPFA course has been confirmed.

It was agreed that the Clerk should put a notice in Dorchester News about fund raising for the play area improvements being a mater for a joint Council/residents committee and volunteers to serve on this are wanted. The graffiti on the pavilion door will be painted over. A sample of ‘Gridlock’ – the material suggested to form a more hard wearing entrance to the Recreation ground playing field – has been requested.

ii). Footpaths;

Mark Sumner had visited Overy on Monday 6^th February and has agreed that action must be taken. He had tried to meet Mrs Butcher but she was out. He has promised to follow this up.

The damaged stile near the bridge has been reported to Mark Sumner and his comments are awaited.

Gail Thomas, who has been asked to look at matters impacting on disabled persons, has commented on barrier across the path between Bridge End and Wittenham Lane. It was pointed out that this barrier is there to force cyclists to dismount. Even if the barrier was removed the path would still be unsuited to disabled people and, since an alternative route is available, it was not thought that any action is required.

iii). Cemetery;

The Service of Dedication for the refurbished buildings will be held on Saturday 8^th April at 10.30 am. The Clerk was asked to put a notice about this in Dorchester News.

The Chairman asked Councillors if they had any suggestions for the wording to appear on the commemorative plaque. It was agreed that the area in front of the buildings should be tidied up with the metal posts replaced by wooden ones. BCB and Scion Estates will be asked to quote.

The Rector has told the Chairman that Mrs Lynn Williams has requested that the ashes of her late husband, the former Dean at Oxford Brookes whose memorial service had been held in the Abbey, should be scattered in the Cemetery. The Council agreed to this but asked for more information. It was said that as the family had no connection with Dorchester a burial of the ashes would not be permitted but a request for some other type of memorial would be considered.

The Chairman said that the Council’s review of the present regulations is now an urgent matter and it was important that the families of all who been buried in the cemetery in the past two years were made aware of what the regulations are because the Council does wish to see that they are strictly observed.

iv). Allotments;

The Chairman said that he had been approached by Richard Anderson about enlarging the turning area at 51 Watling Lane. Cllr Hill will have a look at this matter and it will be discussed at the March meeting.

v). Parish Plan;

Cllr Williams has been progressing the application for the Parish Plan grant. It is understood that DEFRA intends to agree the Hidden Britain funding request although a formal offer letter has not yet been received.

Cllr Mrs Metcalfe is hoping to make contact with local landowners about the location of the proposed orientation boards.

vi). Other letters to Chairman and Clerk

a. Gill Howarth and Shelia Harman have been in touch with the Clerk about repairing the surface of the pathway at the end of the Abbey Rose Walk. He has asked Highways if they can define who is responsible for maintenance of this area and Mr King has confirmed that it is not the County Council.

b. Several residents have been in touch concerning the state of Watling Lane and this has been raised with John King who has promised that the worst holes will be patched when resources become available.

c. Richard Devereux, of 1 Manor Farm Road, reports a recent traffic accident between two cars travelling in opposite directions along on Manor Farm Road. He suggests a ‘slow’ sign on the road and it was agreed to write and ask Highways for a view.

d. Cllr Williams will arrange for a knowledgeable person, possible from the affordable housing group, to deal with the Housing Strategy survey from SODC.

e. The Chairman and Vice-Chairman hope to be able to attend the reception for Parish Councils being held at County Hall on 15^th March

f. The Council noted details of SODC’s proposed new garden waste service, details of which will be circulated.

9 Planning

a) Applications

PO5/W1266/CA and /W1267 20 Watling Lane (discussed at meeting on 1^st February)

The Clerk said that the Planning Officer had asked him to leave all boxes open and to comment that the Council might be prepared to approve an amended plan.

b) Report on planning decisions, amendments etc

PO5/W1156/LB & W1159 Fleur de Lys, High Street

Installation of an extractor fan. Permission has been refused

PO5/W1197 & W1200LB White Hart Hotel, High Street

Extension to dining room. Permission has been granted.

10 Finance

a). Bank balances

Current A/c £3,429.66 and Reserve A/c £37,675.44

It was agreed that £5,000 be transferred from Reserve to Current.

b). The following accounts were approved for payment:

Monson (Car park plan + additional work) £558.13

Southern Electric (pavilion) £43.35

Notcutts Garden Centre (Christmas tree lights & surround) £154.82

S. J Baker Tree & Garden services (ivy on Abbey yard wall) £94.00

GGD Russell – clerk’s salary £361.86

Geoff Willis Handyman – 4 weeks - (January £245.50) £182.00

C Cherrill (signs in The Limes) £50.00

Wallingford Business Supplies (official stamp) £33.95

Berinsfield Voluntary Day Centre £50.00

c). Auditors Report: Accounts to March 2005

The Council noted that the auditors report was basically satisfactory. F for the year ended 31^st March 2006 the Return should be made by 30^th September and should be accompanied by an Asset register. The completion of audit will now be advertised.

11 Thatched Cottage, High Street

(Cllr M Day declared an interest in this matter). The Chairman invited Malcolm Airs and John Metcalfe to take part in this discussion.

John Metcalfe explained that the fence is contrary to a covenant between the landowner, the Abbey and the National Trust. He would like to see the fence removed. There is also a dispute about the boundary but he feels less strongly about this point.

Malcolm Airs said that regardless of its height the fence needs planning permission because it is within the curtilage of a listed building. The planning application has been deemed defective and SODC has therefore failed to determine it. The National Trust is unwilling to spend any money on the matter. Professor Airs wants to get the District Council, the Parochial Church Council and the National Trust working together. The District Council should resolve the planning application and then take enforcement action and he asked the Parish Council to use its influence with the District Council to see that this happened soon. He commented that Ruth Gibson at the National Trust is due to retire. It was agreed that the Clerk should write forthwith to the planning officer with a copy to both the PCC and National Trust.

If required the National Trust and PCC could take action by making a future sale of the cottage complicated. The fence as constructed is unacceptable and has been erected the wrong way round. Alternative fences which would be acceptable have been suggested.

12 Policy regarding car parking for Abbey events

Following a meeting between the Chairman and the Rector, attended by the Clerk, it was suggested that the main administration and invoicing for car parking services would be carried out by the Rector’s secretary. The Clerk would be responsible for providing the services that had been agreed but floodlighting will not in future be considered since hand held illumination has been proved to be adequate.

If there are any organisations which should receive the car parking facilities at less than normal cost it will be for the Abbey to decide this and not the Council.

The Council agreed that it had no objection to the Cloister Gardens being used as the location for a marquee in which wedding receptions could take place.

The Chairman asked Cllr Mrs Metcalfe if he would ask Miss Bowditch if the Council could use her land behind Belcher Court as the location of an events car park. John Metcalfe, on behalf of the PCC, said that the Abbey is willing to help fund parking facility improvements.

13 Arrangements for Annual Parish Meeting

It was agreed that the Annual Parish Meeting would be held on Wednesday 3^rd May.

14. Any Other Business

a. The head teacher, Helen Clarke, may be contacting the Council about having a school crossing. More information is required

b. The Council noted recent examples of fly-tipping by the bottle bank in Oxford Road, behind the public lavatories in Bridge End and in the blocked off road near the by-pass junction.

c. More dog bins are required. One particularly good location is on the footpath which leads from the end of Manor Farm Road to The Hurst but councillors were asked to suggest any others.

The meeting closed at 10.05 pm

MINUTES

A Special Meeting of the Parish Council took place in the Village Hall on Wednesday 1^st February 2006 commencing at 7.30 pm. The Chairman, Cllr K Bryan presided; present were Cllrs. M Day, S Gibbons, C Hill, Mrs M Metcalfe, and M Williams with G Russell in attendance. Also present for part of the meeting was one resident.

1 Apologies for absence

Apologies were accepted from Cllrs Mrs J Nudds and C Sleigh who were away.

2 Public Participation

Mr Steven Hall of 20 Watling Lane explained to the Council that the Planning Officer has asked for some changes to be made to the Planning Applications PO5/W1266/CA and /W1267 and that he and his wife had instructed their architect to prepare new drawings, one of which he presented to the Council. The size of the proposed extension has been reduced.

Mr Hall also stated that there is some flexibility in the choice of materials used.

3 Declarations of Interest

None

4 Planning Applications

PO5/W1266/CA and /W1267 20 Watling Lane

Demolition of lean to UPVC conservatory and lean to porch/wc. Erection of a single storey garden room, dining room, entrance, wc and bathroom to the south and east elevations with a section to the east elevation being two storey

Several councillors had concerns about both the scale of the proposed extension and also the materials to be used. Two letters from residents had been received which also criticised the use of timber rather than brick.

It was agreed that the Council would not have been able to recommend approval of the scheme as it had originally been presented, but in view of Mr Hall’s comments made earlier in the meeting it was agreed that approval would be given if the scheme is amended as he had described. It remained to be seen if the Planning Officer would decide that these changes warrant a completely new application and the Clerk was asked to discuss with her how best to respond to the consultation document.

5 Finance: Annual Precept 2006/7

Following consideration of schedules showing actual 2005/6 receipts and payments and detailed estimates of receipts and payments for 2006/7 prepared by both the Clerk and also by Cllr Williams, it was agreed that there should be an increase in precept of £700 (2.64%) taking the figure for 2006/7 to £27,200.

6 Any Other Business

a. Cllr Williams reported that BCB has completed repairs to the pavilion gutters. He was asked if BCB would clear the remaining trees at Waterloo and also cut the hedge alongside the Cemetery closest to the footpath to Drayton Road.

b. Cllr Mrs Metcalfe reported verbal confirmation of DEFRA’s approval of the Hidden Britain funding. She asked for news about the new Village entry signs and a new litter bin off Drayton Road. Redundant sign posts need to be removed.

c. Cllr Hill asked that a litter bin be provided at the car park in Bridge End.

d. Cllr Gibbons said that the pavement between Meadside and Dorchester Bridge is in a poor state and that those driving invalid carriages take to the road itself rather than endure an uncomfortable journey along the path.

e. It was noted that the new bus time tables do not mention the by-pass bus stop.

The Meeting closed at 8.35 pm

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