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1 Netherbury Parish Council Minutes of the Annual NETHERBURY PARISH COUNCIL MINUTES OF THE ANNUAL GENERAL MEETING 23RD MAY 2017 at 7.30PM THE READING ROOM, NETHERBURY PRESENT: Cllr. Robert Bowditch; Cllr. Richard King; Cllr. Graham Hawkins; Cllr. Clare Handford; Cllr Bob Huxter; Cllr. Yvonne Dyke; Cllr. Peter Bailey; Cllr. Caroline Pearce; Cllr. Chris David; Cllr. Kevin Goodfellow; District Cllr. Mark Roberts. ATTENDANCE: Jessica Teasdale (Clerk) Cllr Bowditch welcomed the Clerk to her first meeting. Mrs Teasdale took up the appointment as Clerk on 1st May 2017. 1. ELECTION OF CHAIRMAN AND VICE CHAIRMAN The Clerk informed members that one nomination had been received for the position of Chair. Cllr Hawkins proposed Cllr Bowditch to serve for the term of a year, seconded by Cllr King, by a show of hands Members of the Council all agreed. Cllr Bowditch signed the Declaration of Acceptance Office form. One nomination had been received for Vice Chair. Cllr Hawkins proposed Cllr King to serve for the term of a year, seconded by Cllr Pearce, by a show of hands Members of the Council all agreed. 2. APOLOGIES AND APPROVAL OF ABSENCE Apologies were received from Cllr Mann and Cllr Knox, this was approved by the Council. 3. DISCLOSURE OF INTEREST None 4. MINUTES OF THE LAST MEETING a and b: Cllr Roberts asked that the minutes for the Annual Parish Meeting and the Parish Meeting that took place on 27th March be updated to record that he had passed on his apologies. All in favour. Cllr Bowditch signed to confirm, that with the one amendment, the minutes were a true and accurate record. 5. MATTERS ARISING The Clerk informed members that the Community Beat Officer for the Netherbury Parish was PSCO Pete Smith. Due to the reduction in staff, PSCO Smith was no longer able to hold surgeries. The Clerk would forward the Council meetings dates to PSCO Smith, who would try to attend a meeting over the coming year. Cllr David updated members on Melplash playing fields. He had attended a village hall meeting where the playing fields were discussed. The field is on a 99 year lease from Melplash Court. There is a requirement for the field to be used twice a year, for cricket. The village would like to turn the field in to a community asset to raise revenue for the village. However, currently there were insufficient funds to pay for the grass to be cut at a cost of £1,600 per annum. The cricket club are willing to contribute to the cost and members were interested in supporting them with this, to ensure that the field could be used. Cllr Bailey volunteered to assess the length of the grass with a view to finding a means to cut it. 6. PUBLIC PARTICIPATION There were no members of the public present. Cllr Roberts reported to members that there was a large pot hole in a layby near Mangerton. Action: The Clerk to report it on the Dorset For You website. 1 Members discussed the wish to know what plans Highways have for the roads within the Parish, including the road from the bridge in Netherbury up to Netherbury Square as this section of road is in need of repair. Action: The Clerk to contact Highways. a. SALWAY ASH VILLAGE HALL REPORT AND ACCOUNTS Cllr Bailey delivered the report which had been sent to Members. There was a good reserve which would be used to invest back in to the hall. b. MELPLASH VILLAGE HALL REPORT AND ACCOUNTS Cllr David tabled the report. He informed Members that the hall is hoping to host the annual cider festival now that this was no longer taking place at Powerstock. c & d DISTRICT AND COUNTY CLLRS REPORT Cllr Roberts updated members on the move towards becoming two new Unitary Authorities. Leaders of six of the county’s existing nine councils voted to form the two Authorities. This number was sufficient for the proposal to go to the Minister. No decision will be taken until after the Election and the process could take up to three years before it comes in to affect. The District Council have made a referral to change their constitution. Cllr Knox has been elected to serve as Leader of the County Council. A discussion took place about the delay in searches being done by West Dorset District Council. Cllr Roberts is aware of the difficulties. e. SALWAY ASH SCHOOL REPORT Cllr Handford delivered the report that had been sent to Members. The school is due an Ofsted and Church Inspection. Cllr Handford shared two letters that had been received by the school. One from the Right Honourable Nick Gibbs congratulating the school on its reading outcomes for 2016/17 and a letter from DCC recognising that the school performs consistently well. Members thanked the staff of the school for their contribution to the success of the village school. Tabled report – Netherbury Playing Fields Accounts. A discussion was had about the play equipment and whether this is inspected on an annual basis. The Annual Insurance is due for renewal (item 10b) and Members wanted to know what the conditions of the Insurance covered. Action: The Clerk to speak to Mr Morse and ask for the Netherbury playing field committee to provide an Annual report, from an external body, on the condition of the play equipment. 7. CORRESPONDANCE AND NOTICES a. Salway Ash PTA had written to request a donation of £200 towards a new climbing frame. Cllr Bowditch proposed, seconded by Cllr Dyke, with a show of hands all were in favour. b. Mr Morse had written to Cllrs Bowditch and King to request a donation of £500 towards the repair of the railings at Brandon Plot. Cllr King proposed, seconded by Cllr Bailey, with a show of hands all were in favour. Action: The Clerk will contact Mr Morse to let him know the outcome of the donation request. 8. COUNCIL MEETING DATES 2017/18 The provisional date for the approval of the annual audit for 2016/17 was discussed. A meeting would be called once the auditor had completed his work. The Clerk would ensure that the meeting was quorate. It was agreed that the meeting on 25th July would move to 18th July. Cllr Hawkins confirmed that the Reading Room was free on that date and agreed to book future dates. The APM on the 27th March would be held at Melplash Village Hall. Cllr David agreed to check the Hall’s availability. Dates agreed. 9. REGISTER OF INTERESTS Members had completed the Register of Interests form and these would be posted on to the Parish website. 2 10. ACCOUNTS Cllr Bowditch informed members that currently only two of the existing Members were set up to sign cheques. Cllr Bowditch proposed that all Members and the Clerk be signatories and that Internet Banking be set up, seconded by Cllr King, with a show of hands all in favour. The Clerk would let Members know what paperwork would need to be completed. Cllr Bowditch proposed that once Internet Banking had been set up the Clerk would generate the orders and the Chair or Vice Chair would then authorise. Seconded by Cllr King, with a show of hands all in favour. a. ANNUAL REVIEW OF ACCOUNTS – SECTION 1 The Clerk referred to section 1 of the Annual Return for 2016/17 which had been previously circulated and requested that this be approved and signed ready for submission. The Clerk asked if there were any questions, there were none. The Chair and Clerk signed section 1. Cllr Bowditch proposed approval, seconded by Cllr King, with a show of hands all in favour. b. APPROVAL OF ANNUAL INSURANCE The Renewal calculation of £396.92 was discussed. Cllr Bowditch proposed, seconded by Cllr King, agreed by a show of hands. Action: The Clerk would check that the Parish are complying with what is required for the Insurance criteria to be valid. E.g. Inspection of property. c. CLERK’S EXPENSES £24.36. All in favour. 11. PLANNING APPLICATIONS The process for dealing with planning applications was discussed. It was agreed that the Chair and Vice Chair would be copied in on applications received and replies from Members. a. WD/D/17/000871 Bingham’s Grange Touring and Camping Park, Melplash – No comments. b. WD/D/17/000981 Seaview Farm, Ash Lane, Salway Ash – No comments 12. ANY OTHER BUSINESS A retirement gift had been given to Janet Tubridy. The gift had been received with thanks. The railings on the bridge at Oxbridge are in need of repair. Action: Cllr Dyke to email details of the location of the bridge/repair to the Clerk and the Clerk to then contact Highways, copying in Cllr Knox. The meeting closed at 9.10pm. 3 .
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