Parish Council

Minutes from the meeting of Loders Parish Council held at Uploders Chapel on Tuesday 19th June 2018 at 7.45pm Following the Annual Inspection of Property

Present: Councillors: Hilary Nadin (Vice Chair) Mike Edwards David Cannon (ROWLO Officer) Barbara Edwards David Pullan Geoff May Bryan Hyde Mark Roberts (WDDC & DCC) Ros Newberry

Officer: Joanne Hughes (Clerk) Public: 0

Apologies: Michele Warrington, Guz Tidy

7561. To receive apologies for absence Recorded.

7562. Declarations of interest or Grants of dispensation Cllr Nadin on the planning application for Higher Uploders Farm, Uploders (WD/D/18/000702).

7563. To accept the minutes of the meeting held on 15th May 2018 and sign the same Proposed Cllr M Edwards Seconded Cllr B Hyde Resolved

7564. Matters arising for information only Cllr Nadin requested that the Trailway Project be added to the agenda next month. Finance Working Group Update - to be discussed under Item 9, Finance. Sewage overspill, Matravers and New Street Lane - to be discussed under Item 12, Roads, Transport & Drains.

7565. Democratic Forum None

7566. County and District Matters - Report from Mark Roberts Cllr Roberts arrived at 8.15pm and advised the Parish Council that Council is now operating as a Shadow Authority. The Shadow Authority will remain in place until May 2019 when the elections will take place and 176 Councillors will be up for re-election for 82 seats. Cllr Roberts also confirmed that the proposed warding arrangements for the unitary authority are currently being discussed.

7567. Footpaths and Rights of Way - Report from David Cannon Cllr Cannon reported the following two issues that had been raised by residents: BR1: concern about over-hanging vegetation from the north. It was agreed that Cllr Cannon would make contact with the land owner. Cllr Newberry to provide Cllr Cannon with contact details. FP7: concern about river bank collapse of the Askers tributary from the north. Cllr Cannon reported this issue two weeks ago on the Dorset For You website; ref MNT40919.

Loders Parish Council Chairman’s Initials Loders Parish Council BR11: Cllr Pullan confirmed that the Japanese Knotweed either side of Well Cottage along BR11 (New Street Lane) which Cllr Cannon had previously reported on the DCC website (ref MNT40605) had now been tackled. Cllr Cannon confirmed that he has not received any update from Russell Goff, Senior Ranger at DCC on the previously reported RoW issues. Cllr Cannon also confirmed that despite Cllrs Roberts efforts to chase up Tara Hansford regarding the improved access project, unfortunately he has still not heard anything from Ms Hansford.

7568. To consider and review the Standing Orders using the new Model Standing Orders 2018 from NALC Having previously circulated the new Model Standing Orders 2018, the Clerk advised that the new Standing Orders incorporate or reference new legislation that has been introduced since the last Model Standing Orders were published in 2013 as well as a few minor drafting improvements but otherwise, the majority of the Standing Orders remain unchanged from 2013. The Clerk therefore recommended that the Parish Council adopt the new Model Standing Orders as many of the updates were legal and statutory requirements whilst the other updates were designed to help the Parish Council operate effectively. Proposed Cllr M Edwards Seconded Cllr D Cannon Resolved

7569. Finance i. To authorise receipts and payments due The following payments were approved in line with internal controls:

Receipts Detail Amount DAPTC Transparency Code Grant 793.52 HMRC VAT 370.28 Payments Voucher No Detail Amount Mrs J Hughes 973 Salary/Expenses (June) 344.48 Wessex Grounds Services 974 Grounds Maintenance (May 2018) 72.10 DAPTC 975 Annual Subscription (451 Electors) 199.82 Uploders Chapel 976 Hall Hire June Meeting 15.00 Vision ICT 977 Transparency Website and Training 690.00 Shield Total Insurance 978 Allotment Insurance 129.09 Bank balance as at 31st May 2018 £20,296.52 Proposed Cllr M Edwards Seconded Cllr R Newberry Resolved

ii. To consider proposal to increase Clerk’s hours Following a review of the hours worked by the Clerk and having previously circulated a summary proposal to increase the Clerks working hours, Councillors agreed to increase the Clerks monthly contracted hours from 25.4 hours to 40 hours per month which would take effect from 1st June 2018. Cllr May commented that the increase in salary would have an impact on the future precept. Proposed Cllr D Cannon Seconded Cllr M Edwards Resolved

iii. To consider the new finance spreadsheets Cllr May provided Councillors with copies of the new finance spreadsheets that he has been working on which it is anticipated will better meet the needs of the Parish Council. Cllr May explained the detail of each spreadsheet and all agreed that they were easier to understand than the current finance reports and should therefore be adopted from July 2018. Cllr May and the Clerk to arrange a meeting to go through the new finance reports. Proposed Cllr M Edwards Seconded Cllr B Hyde Resolved Loders Parish Council Chairman’s Initials Loders Parish Council iv. S106 money for Loders Parish The Clerk explained that the S106 application for Loders Youth Club had been unsuccessful as WDDC had confirmed that the money could not be used for running costs or revenue expenditure. All agreed that the defibrillator fundraising project currently underway at The Crown, Uploders would be a very worthwhile cause for the S106 money. Clerk to progress. Following discussions about a possible similar project in Loders that would enable the S106 money to be split between Loders and Uploders, Cllr B Edwards confirmed that she would make contact with The Loders Arms and the Village Hall Management Committee to see if there was any interest in a defibrillator project in Loders. All agreed that a decision from Loders needed to be made by the next meeting so that the S106 money could be allocated. Proposed Cllr R Newberry Seconded Cllr D Cannon Resolved

v. Finance Working Group Update Following the Finance Working Group meeting on 6th June, Cllr Nadin advised that as the Loders Parish Council Financial Regulations state that two members of the Council are required to sign cheques, this should also apply to internet banking arrangements and the Clerk will therefore contact the bank to make the necessary arrangements. The Clerk will also increase the authorised signatories for internet banking from the current two (Cllrs Warrington and Nadin) to four members of the Parish Council (Cllr B Edwards and Cllr May to be added) to cover periods of absence. Clerk to also write to the Internal Auditor to formally appoint the position for the next year.

7570. Planning & Development

1. To consider any planning issues, applications, appeals or enforcements in circulation i. WD/D/18/001028 - Spring Barn, Firch Lane, Walditch - erection of double garage (retrospective) (Full) - no objections ii. WD/D/18/000701 - Higher Uploders Farm, Dorchester Road, - change of use of farm office, storage & workshop to 2 bedroom holiday let (Full) - objection to the materials suggested (black corrugated iron gable ends and crittall doors and windows) which do not reflect the character of the Loders settlement and are contrary to LNP Policy E4. iii. WD/D/18/000739 - Meadow View, Firch Lane, Walditch - construct new vehicular access (Full) - UPDATE - awaiting decision. iv. WD/D/18/000262/63 - The Barn House, Main Street, Loders - UPDATE - planning approved with the condition attached that the accommodation shall be used for holiday purposes only and a register of all persons occupying the holiday accommodation shall be kept and made available for inspection by the Local Planning Authority. v. WD/D/17/002277 - Bell Farm, Smishops Lane, Loders - UPDATE - still under negotiation. vi. WD/D/18/000196 - Orchard Bungalow, Uploders - planning approved. The Clerk confirmed that due to the increased size of the structure, an additional CIL charge will be made by WDDC. vii. Orchard Barn Plot, Uploders - Clerk to contact Planning Enforcement regarding the possible confusion over the planning enforcement in place ref. WD/ENF/18/00023. viii. Bridgeacre enforcement report - the Clerk reported that Darwin Ecology confirmed that the current works being undertaken at Bridgacre are to renovate a downstairs toilet in the main barn and that no further bat related works are being undertaken. The Clerk also confirmed that a FOI request had been submitted to Natural to find out who is responsible for monitoring the bat licence that is currently in place. Cllr Nadin requested that the Clerk check to see if the current building works are covered within the original planning application. ix. Knowle Farm enforcement - the Clerk confirmed that Planning Enforcement had advised that they are awaiting a revised sketch from the owners of Knowle Farm regarding reinstatement of the milk churn stand which would then be considered by WDDC.

Loders Parish Council Chairman’s Initials Loders Parish Council 7571. Council Property i. Cemetery - PC inspection report - during the cemetery annual inspection it was noted that the entrance to the carpark and the carpark itself is very weedy and needs spraying. Clerk to contact Wessex Grounds Services to see if this is something they do as part of the grounds maintenance contract. It was also noted that the canopy of the tree is very low and needs to be raised. Clerk to obtain quotes to carry out this work. New signage was in place regarding composting and ‘no vehicles beyond this point’ and it was also noted that the previous damage to the cemetery ground caused by a vehicle had now levelled and settled. It was also noted that there appeared to be no further sinkage to the cemetery carpark, the grass cutting was good and there was some evidence of mole activity in the cemetery.

ii. Allotments - PC inspection report - it was noted during the annual allotment inspection that all fences and gates were fine. Following the allotment inspection, Clerk to calculate the results for the Best Allotment Award and confirm with Cllr Newberry. Cllr Newberry will notify the winner and obtain the trophy from last year’s winner and invite them to the July meeting. - Allotment insurance update - The Clerk confirmed that all allotment plot holders had been emailed regarding the Parish Council decision to take out allotment insurance without membership of the National Allotment Society. The allotment insurance was now in place and the allotment holders would start paying for allotment insurance from October when the annual rents are due. - Vacant allotment plot - regarding plot 4, it was agreed that the Clerk send the allotment holder a letter requesting their formal resignation of their allotment tenancy as Cllr Newberry has only received a verbal agreement. Clerk to also obtain quotes to remove the rubbish from plot 4.

iii. Well Plot Playing Field - PC inspection report - during the annual inspection of Well Plot Playing Field it was noted that the English Oak tree planted by the Parish Council in 2014 was in need of attention. Cllr Nadin to make contact with a friend who has a degree in arborology to see if they would be willing to come and inspect the tree. All of the equipment within the play area was in good order although it was noted that the fencing around the play area may need a few replacement posts and the gate latch requires attention. It was agreed that the Parish Council would await the outcome of the play area inspection report which is due at the end of June which will identify any hazards. It was also noted that there is some mole activity within the play area although this was not considered to be dangerous. The playing field itself including the football posts and nets, the trees and perimeter edge and the bridge were all noted to be in good order.

7572. Roads Transport and Drains i. Waddon Way - no update. Clerk to follow up with Alaric Little, Dorset Highways. ii. Gribb Farm, Shipton Road - Clerk to query email received from Alaric Little which stated that Shipton Road had been put forward for surfacing work. iii. Uploders Road Realignment - the road is on target for reopening at the end of June. iv. Sewage overspill, Matravers - Cllr Hyde confirmed that both he and Cllr Warrington had met with Wessex Water at the Matravers site following two recent sewage overspill incidents. Following camera investigation work by Wessex Water, a screwdriver was found to be wedged in the chamber therefore causing the problem including a build-up of wet wipes. The blockage has now been cleared and Wessex Water will be undertaking a leaflet drop of properties in Loders, Uploders and advising against flushing non-biodegradable material. v. New Street Lane - the Parish Council received an email from a resident regarding the state of the road along New Street Lane in terms of overhanging vegetation, leaf mould, weeds and sedge on

Loders Parish Council Chairman’s Initials Loders Parish Council the road and the depth of the vegetation growing out of the bank. Clerk to report to Dorset Highways. Clerk to also report the road at the Loders Arms and Church Lane which suffer from pooling water.

Cllr Roberts left the meeting at 9.30pm.

7573. Unitary Authority i DAPTC and BLAP Update - awaiting further developments although it was felt that more input from Parishes was required.

7574. i. Cllr Pullan confirmed that a small group met at the river at Well Plot Playing Fields on 13th June to look at the river flies. The specimens found during the session indicate that the river is in a reasonable condition at the moment. A riverfly training session is scheduled to take place on 9th July. Regarding the Steering Group for the River Asker Improvement Project, Cllr May will make contact with the other members to arrange a meeting.

7575. Communications i. Broadband update - Superfast Dorset have confirmed that Uploders is now covered by Powerstock 4 which has just been completed. However, because it has only just gone live, the online checker hasn’t been updated yet and therefore says ‘We are currently working in your area’. However, based on the BT checker, residents should be able to order a service. Premises along Dorchester Road (A35) and Spyway Road will be covered by Bridport 38 which will use Fibre to the Premises (FTTP) technology. This network is not live yet although Openreach have confirmed that work should be completed within the next few weeks. ii. BT/Western Power - no update. iii. Parish website update - Clerk attended the website training with Vision ICT. The new website now requires the website content to be updated before it can go live. Cllr May and Clerk to arrange a meeting to look at producing a corporate image for Parish Council documents and to determine what content is required for the website. Cllr Cannon suggested that the history group may be interested in providing some content for the website. iv. General Data Protection Regulations (GDPR) - the Clerk confirmed that she is currently working on GDPR documents which should be available for discussion/approval at the next meeting in July

7576. Correspondence - List provided

7577. Website and Eggardon & Colmers’ View Broadband update in Uploders, allotment winner, S106 money.

7578. Agenda items for the next meeting on 17th July 2018 at Loders Village Hall Trailway project.

Thank you to the Clerk for providing cake. Cllr Cannon to provide cakes for the July meeting.

Meeting closed at 10.00pm

Vice Chairman ______17th July 2018

Loders Parish Council Chairman’s Initials