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The Orchards and Margaret Marsh Parish Council

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The Orchards and Margaret Marsh Parish Council The Joint Parish Council for East and West Orchard with Margaret Marsh The minutes for the 151st meeting held on Tuesday 20th November 2018 at Manston Village Hall. These minutes do not constitute a true record until ratified at the next meeting of the Parish Council Present: Cllr Tim Craven, (Chairman), Cllr Michael Bone, Cllr Ben Dawe-Lane, Cllr Mrs Vanessa Stokes and Cllr Mrs Lynn Stranger. In attendance: R. Jacques (Clerk), County Cllr Graham Carr-Jones, District Cllr Jane Westbrook. Apologies: Tina Wright 123. Declaration of Interests: Cllr T Craven (Chairman) Minute no 130 (iii): Submission of an expenses claim to reimburse travel costs for attendance at the DAPTC Budget and Precepts Course. Cllr T Craven (Chairman) Minute no 125 b: East Orchard call box grant. 124. Approval of the minutes of the previous meeting held on 4th September 2018: Cllr Mrs Stranger proposed “that the minutes of the meeting held on 4th September 2018 should be approved as a correct record of that meeting”. Cllr M. Bone seconded and the vote was unanimous. 125. Matters Arising: a. West Orchard Call Box Cllr Mrs L Stranger informed the meeting that no further progress had been made with the painting of the call box at West Orchard. She agreed to contact the volunteer who has been painting the call box to enquire about its completion. b. East Orchard Call Box The Chairman informed the meeting that following the receipt of some quotes to paint and restore the call box (one of which was £846) a group of volunteers agreed to complete the work. The work was duly completed, and the defibrillator has now been installed. He added that the defibrillator came complete with stickers and signs for the windows for the call box and so no additional signage was required. The call box also houses a book exchange together with a donation box with any proceeds collected to go to the Community Heartbeat Trust. Cllr M Bone read the following letter to the Committee that had been received from Mr M Brierley. Dear Rosanne Grant Application East Orchard Call Box I am writing to the Joint Parish Council for The Orchards and Margaret Marsh, to apply for a grant towards the ongoing maintenance costs for the East Orchard defibrillator. 1 Minutes for meeting held on 20th November 2018 continued- The telephone box was purchased by the Parish Council last year with the intention to make it available for community use. At the Annual Joint Parishes Open Meeting, held last May, the members of the public present unanimously agreed that the box should be used to accommodate a defibrillator and shelving for a community book exchange. The Parish Council having previously accepted responsibility for the maintenance of the box and the standing charge for the power supply. The volunteer community group, set up to undertake this project, has raised the funds required to complete the project and painted the box. The defibrillator has now been installed. The Parish Council had previously set aside £250-00p, in its general reserves, for painting the box In view of this 'saving' would the members of the Parish Council consider allocating the funding, set aside for painting the box, for the award of a one-off grant to the defibrillator project. This funding could then be used for ongoing maintenance of the defibrillator. The Defibrillator Group is set up as a formally constituted body, with a bank account and authorised signatories for the account. Yours sincerely Martin Brierley The Councillors considered the request. Cllr M. Bone proposed that the Community Heartbeat Trust should receive £250 as a one-off donation. Cllr Mrs V Stokes seconded and the vote was unanimous. Cllr M Bone thanked the Chairman and Mr Brierley for restoring the call box and for organising the defibrillator and book exchange. 126. Highway Matters: High Street, West Orchard. Cllr Mrs L Stranger informed the meeting that the High Street in West Orchard has still not been repaired. She has made enquiries to Mr Bell from the Highways Department of Dorset County Council but not received a reply. The Council asked the Clerk to contact Mr Bell to request an update. Cllr G Carr-Jones agreed to follow up if no reply is received from Mr Bell. 127. To receive the following reports: a. County Cllr County Cllr Graham Carr-Jones informed the Meeting that the Chief Executive of Dorset County Council, Debbie Ward, had been made redundant from the end of November and that Mike Harries will lead the new Dorset Council. He advised that the new boundaries are in place and that if he is appointed Councillor for Stalbridge and Marnhull then he will no longer be responsible for the Orchards and Margaret Marsh. He informed the Meeting that if possible, he will bring along the new Councillor to the next meeting to introduce her/him. b. District Cllr District Cllr Mrs Jane Westbrook gave a verbal update and informed the Meeting that although matters at the District Council are relatively quiet, she could confirm that planning had been approved for Lodden Lakes at Gillingham. She added that the issues concerning 2 Minutes for meeting held on 20th November 2018 continued- the travellers at St James Common is ongoing and has not been resolved as yet. Cllr Mrs Westbrook reported that she and Mike Potter had met and that the road markings in the area will be repainted and new signage erected as soon as possible. 128. Annual Risk Assessment review: The following report was issued to members with the agenda for the meeting A comprehensive review, and complete reprint of the Risk Assessment, has been carried out, using the Local Councils Risk Template. Insurance Holding and Health and Safety check lists have been reviewed again this November and the Assets Register of all Parish Council owned assets updated. A copy of this updated Risk Assessment has been made available to the Chairman and is available for inspection by members on request. The areas of responsibility included in the Risk Assessment are as follows: Code of Conduct Computing Council Meetings Council Property and Documents Data Protection Financial Management Meetings of the Council Planning Web Sites Scores were allocated to a total of 42 identified risks contained within the categories as listed above. The average score for all of the risks is 1.8. No uncontrolled risks have been identified as a result if this year’s review. An Assets Register of all Parish Council owned assets, which includes estimated valuations for insurance purposes, is attached. Following approval of the asset register and valuations a copy will be provided to the Parish Council’s Insurers, to ensure that all appropriate insurance cover is in place for FY 2019-20. A Data Protection Policy was adopted by the Parish Council at the 4th September 2018 meeting. Cllr Mrs L Stranger proposed “that the Risk Assessment, covering all areas of Parish Council responsibility, as presented to the meeting by the Clerk, should be received and adopted”. Cllr M Bone seconded and the vote was unanimous. 129. Planning Matters: 2/2018/1399- New House Church Farm, Church Lane, Margaret Marsh. Change of use of agricultural land to residential curtilage (retrospective). Cllr Mrs V Stokes updated the Council about the use of the agricultural land, including that it is now used for domestic purposes as a garden. She expressed concern that approval of the proposed planning application could lead to a planning application for a dwelling in the future. Discussion took place about the concerns and the Clerk was asked to seek 3 Minutes for meeting held on 20th November 2018 continued- clarification from the Planning Officer in charge of the application and report back to the Councillors by email. Any comments from Councillors resulting from this will be sent by the Clerk to the Planning Office. 130. Finance: a. To receive the External Auditors report for the Financial Year 2017-18: It was noted by the Council that an Exemption Certificate had been filed with the external auditors in June 2018 and therefore, no report had been issued. b. To receive Draft Precept for FY 2019-2020 The draft expenditure budget for the FY 2019-2020, as prepared by the Clerk, was issued with the agenda for the meeting. Members individually reviewed all of the items of expenditure listed in the draft precept. Cllr M. Bone proposed “that a precept of £2,421.00p should be set for the FY 2019-20.” Cllr B. Dawe-Lane seconded, and the vote was unanimous. c. Provision of Payroll and Pension The Clerk informed members that Evans and Co of Stalbridge will continue to provide payroll services for the Parish Council and that they have been informed of the changes of Clerk. d. To approve the following gross payments: (i) Manston Hall Hire £14.00 (ii) DAPTC Clerk’s Conference £70 (iii) Chairman’s Expenses £23.40 (shown as £75.40 in error on agenda) (iv) Clerk’s Expenses (P. Knott) £21.07 (v) Community Heartbeat Trust £250.00 (as agreed minute 125) Cllr Mrs V Stokes proposed “that cheques to the gross value of £378.47 should be approved for payment” Cllr M Bone seconded and the vote was unanimous. 131. Matters Pertinent: The Chairman tabled the Electoral Review document for the information of the Councillors. He also reminded them of the elections next May. Date of next meeting- Tuesday 12th February 2019 Closure: The meeting closed at 8.05pm Signed _____________________________ Date______________________ Chairman 4 .
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