On Wednesday 18th February 2009 commencing 7-00 p.m.
Present Councillors B Alexandre, P Ashcroft, J Cowley, J Cox, K Garland, R Penfold, J Smith, J Wardell and G Carr-Jones Chairman , D J Hine (Clerk)
In attendance 1 elector
To receive apologies C Cllr D Fox, Cllrs. W Batty-Smith and D Grimes
Declarations of Interest None
Minutes of last meetingThe minutes of the last meeting having previously been circulated to Councillors were approved and signed by the Chairman.
Matters arising
Pot hole Copse House Lane. Still not rectified.
Clerk to progress
Clearing of Bier House. J Smith advised that the snow had delayed this but it should be mainly carried out within the next few days.
Clerk to progress with D Fox regarding the lack of procedures to up-date the Council on reported road defects.
Clerk
The minutes of the Planning Meeting of 4th February having previously been circulated to Councillors were approved and signed by the Chairman
With regard to the trees, P Ashcroft and J Wardell had made site visits and felt with regard to the Ash Tree that they were happy for the Tree Officer to make the decision on felling this tree. With regard to the Old Rectory Trees they could see no reason to object to the work proposed. The Clerk confirmed that these comments had been passed on to the Tree Officer.
Proposed Expenditure
In accordance with S O No. 40 it was proposed by J Cox and seconded by J Cowley that the following expenditure be approved
N Smith The Ring £280.00
Williams Nursery. Tree stakes P Ashcroft 41.48
Sign Cheques
In accordance with S O No.40 it was proposed by J Cox and seconded by J Cowley that the following cheques be signed
D J Hine £535.64
N Smith 280.00
Westree JFPA & Churchyard 3,919.20
Gillingham T C 1,636.50
Williams Nursery 41.48
S. Electric. Toilets 30.08
Water supply to Allotment Gardens
One quote received to lay the water pipe from the end of the development site, however, the Developers have said they will also quote. Clerk will progress. It is hoped to get this done before the car parking area is completed.
Snapshot of Stalbridge books
J Cox expressed her concern that these extremely important books (which are Town Council property) had been removed from the specially constructed display cabinet and placed on the Library shelves without asking the Council’s permission. The reason for the display cabinet was to protect them from the damage which has now occurred. It was agreed that K Garland would collect the books and bring them to the T C Office and also discover the whereabouts of the display cabinet. Various methods of displaying the information were further discussed. The Clerk will contact Mr K Butt and Mr D Neal to enquire if they have a CD of the entries.
Also on the subject of the Library, the Friends of the Library have sent the Town Council a cheque or £400 to help defray the cost of additional hours that have been bought by the Council from the County Council to keep the Library open for the same hours.
Review of Internal Audit
The Clerk explained that in accordance with the Local Council Briefing received from the Auditors BDO Stoy Hayward, the procedure for Internal Audit should be reviewed and the review minuted. The requirements were gone through in detail and it was agreed that the only action that needed to be taken was that a written report should be requested from the Internal Auditor at the end of the Financial Year. It was also confirmed that the Clerk acts as the Responsible Financial Officer. The Fidelity Guarantee to be increased on renewal of Insurance.
Councillors’ Reports/Questions
R Penfold advised that the Community Development Worker is carrying out a review of the requirements etc., for a Youth Shelter.
P Ashcroft reported litter on the path from Thornhill Road to Lower Road
Clerk to report
With regard to the Churchyard extension hedge, quote in the sum of £340 from Westree to supply and plant suitable hedge. It was proposed by B Alexandre and seconded by K Garland that this be accepted. Carried on a vote of 5 in favour, 2 against 2 abstentions. Clerk will arrange and ask for a few plants of additional varieties to be included. It was also agreed to write to the PCC and advise them of progress in this respect. Clerk will report on the state of the existing hedge after a site visit with a hedging expert.
B Alexandre advised that she would be unable to attend the March meetings and probably the first meeting in April.
J Wardell advised regarding letter from DCC Rights of Way Officer in respect of request to dedicate path alongside JFPA, which suggested that the path is not wide enough for a bridleway and could perhaps become a public footpath with permissive cycle/bridleway rights, that she would be meeting with the R o W team the following day and would discuss the matter with them and report back.
J Cowley reported that he and J Wardell had attended the DAPTC meeting at which he had brought up the problem of being unable to contact NDDC Officers by telephone. G Carr-Jones explained that the phone lines are very busy but that a new Officer is being appointed to deal with this problem. J Cowley also advised that D Cllr Webb appeared determined to keep the Blandford Leisure Centre open
It was reported that the Jarvis Way Dog Bins appear to be getting full very quickly and people were leaving heaps of plastic bags around them. The Chairman pointed out that it is the responsibility of the dog owner to not only pick up the mess, but to dispose of it properly and that if the dog bin was full up it should be taken to the next litter/dog bin or taken home.
J Cox advised that the Youth & Community Hall is used by the Youth Club on Monday and Wednesdays, on Tuesday afternoons by a young baby group and on Thurdays by the “Gateway Club” which is especially for young people with disabilities and is run by a local person. It costs the Youth Club on Mondays £15 for the YC Hall plus £15 for the Community Hall and on Wednesday £15 for the YC Hall and £5 per hour for the Community Hall. It was suggested that the question of grants to various organisations should be gone into further.
The Clerk asked if Councillors would agree to the publishing of the TC Minutes in The Ring before they had been approved. It was agreed that this should not take place but it was suggested that the dates of the meetings for the following month should be advertised in The Ring. The Clerk also advised that she had been asked by the tenant of the flat if he could sub-let the Garage, However, it was felt that this would not be permissible.
The question of the traffic calming works in Station Road that should have been completed before any occupancy of the new properties off the Car Park was brought up. The Clerk advised that problem was getting the County Council to agree as to what should be done. Matter to be passed to C Cllr D Fox to see he can get some action.
Correspondence
DCC Highways. Re. wall by dog bin, Park Grove. This is categorised as non-urgent but will be monitored to ensure it does not cause a danger.
Friends of Stalbridge Library. Enclosing cheque for £400 towards additional hours.
Invite from NDDC to attend Community Partnership Presentation Evening.
NDDC Choice Based Letting - Revised Housing Policy
Dorset Strategic Partnership Newsletter
NDDC Report on Meeting of Policy Review Cttee
DAPTC C Exec. Circular 02/09 and Newsletter
S Hill NDDC re. Developer Contributions External Scrutiny Role
DCC re. Youth Opportunity Fund. Copy sent to Youth Club
NDDC Proposed new Disabled Parking Bays in Car Park. After some discussion it was proposed by P Ashcroft and seconded by J Cox that there be no objections to these. The motion was carried on a vote of 5 in favour and 1 against
Various letters re. JFPA Footpath condition. It was agreed to take no further action on this
DCC re. Copse House Lane – Entrance to Keeper’s Cottage. Noted that action will be taken.
DCC Notice of various road closures in area
D Fox enclosing Statement of DCC Policy on road gritting etc.
DAPTC notification of Rural Roads Roadshows
DCC Notification of Dorset Waste Forum meeting. 27th March
NDDC Notification of DCC and European Parliamentary Elections on 4th June
Standards Board Survey on Advice and Guidance
Portland TC Invitation to Dance 14th March
N Dorset Scout Council. Invitation to St George’s Day Parade 26th April
Blandford TC Invitation to Mayor’s Bash on 14th March