R.Warwick (Footpath Warden)
Lyn Bowditch
Open Forum
The formal council meeting was preceded by a 10-minute Open Forum when the Chairman invited members of the public to raise issues of concern. These would be noted by Councillors but would not be minuted (Para.19.4 of the minutes of the 9 June meeting refers).
1. Minutes of Council meeting held on 9 June 2003
It was proposed by JG and seconded by SD that they be signed by the Chairman as a true record of the meeting
2. Matters arising (Minuted here in the order discussed).
13.1 Defence Munitions Dean Hill. TM reported recent meetings of the Working Group drawn from the three local parish councils (WTFPC, East and West Dean PCs). The first meeting was on 13 June; this was followed by meetings with TVBC and Salisbury DC Planning Departments on 23 and 24 June respectively. On 10 July it was agreed to use an adaptation of the Broadway Malyan questionnaire to canvass the views of all residents of the three parishes on the future of the site.This would be analysed by experts at Southampton University. There would be a further meeting on 27 July.
JG reported that TVBC and SDC were pressing for Parish Plans and Housing Needs surveys to be completed as soon as possible to assist planners to formulate local council policy for the site. However Parish Plans would take many months to complete and housing needs were only partly relevant to discussion of the future of the site. Gordon Richardson (Rural Housing Enabler) had recently resigned from Community Action Hampshire (Debbie Rose would replace him of 28 July) but JG recommended CAH to carry out the survey, taking into account the changing circumstances at Dean Hill. MOD houses on the site would be offered at a discount (of £38k on values of around £120K) to existing tenants although for those losing their jobs this might still put their houses beyond reach. RW said there were 11 houses on the Hillside Close site within the parish. It was agreed that the housing needs survey would be dealt with by the Working Group.
9.4 TM reported that the football pavillion on the rec. belonged to the parish council; responsibility for its maintenance was not clear.
12.1 Clerk reported that he had written to John Mursell (HCC Highways Dept) about various outstanding highways problems
14.1 Clerk reported that TVBC had informed him that there were no special procedures relating to the cooption of a new councillor, and he had therefore informed Dr McKenzie that he was coopted.
15.1 AB reported that the chairman of King Edward's Hall Management Committee (Graham Wright) had suggested that a PC member should attend its committee meetings once a quarter. This was agreed.
18. Clerk reported that Dr Koetser had provided a an account of the expenses he incurred in setting up the village web site, which amounted to £60. It was agreed to reimburse him.
19. TM and SD reported that they had not yet begun to explore sources of finance
to meet the cost of adding names to the War Memorial.
3. Declaration of Acceptance of Office
3.1 Dr Andrew Rayner McKenzie (Coopted) signed a Declaration of Acceptance of Office
4. Police Report Nil
5. Report from HCC Nil
6. Report from TVBC Nil
7. Correspondence
7.1 Clerk reported that all correspondence had been circulated to councillors
8. Finance & Cheques
8.1 It was proposed by TM and seconded by JG that the following cheques be signed
Mike Eastwood (grass cutting) CQ.No. 000281 £268.00
TVBC (Local Election Costs) CQ.No. 000282 £41.60
K.M. & J.L.Green (new fence for rec.) CQ.No. 000283 £1762.50
Clerk (D.Lyon) Wages & expenses CQ.No. 000284 £294.82
Tim Koetser (village website) CQ.No. 000285 £60.00
Tim Mousley (Calor Gas competition expenses) CQ.No. 000286 £25.00
8.2 It was proposed by AB and seconded by SD that Dr McKenzie be designated an authorising signatory to all the Council's accounts at Lloyds Bank (including the Millennium Fund Account), and that Mrs Bowditch's name be added to the list of signatories for the latter.
8.3 Mr Robert Horsford having indicated his willingness to undertake the role of Internal Auditor for the second year it was proposed by SD and seconded by DR that he be appointed. Clerk reported that the accounts for 2002-2003 would be ready for signing off at the September council meeting.
8.4 The Local Authorities (Members' Allowances) (England) Regulations 2003 - allowances for parish council members. TVBC's documentation on this had been circulated to councillors. It was agreed not to pursue this at present.
9. Planning
9.1 Planning Training; It was agreed that AB, LB, and DR should attend planning training seminars organised for new councillors by TVBC, probably on 16 September at King's Somborne
9.2 Future of Dean Hill site - this was discussed under matters arising (2.13.1)
9.3 Parish Plan/Housing Needs Survey - these were discussed under matters arising (2.13.1)
9.4 JG indicated that he would attend the Planning Service User Group meeting on 28 July
10. Recreation Ground
10.1 The new fence on the western (road side) of the rec. had been built to specification.
10.2 The implications of the Disability Discrimination Act for accessibility to the rec. and specifically the play area were discussed. Earlier Dr S.Duckworth, an expert on the subject, had been consulted by AB and the Clerk. He had advised that provision of a hard path from the road to the play area was an unreasonable expense for a small parish; however wheelchair access to the rec. by the small gate should be made easier and the provision of a small ramp over the wooden kerb surrounding the play area would improve access to this area. On health and safety grounds (H & S legislation takes precedence over disability legislation) he rejected the suggestion that play equipment should be surrounded by tarmac - the present use of bark chippings was adequate. AB reported that he and Mr J. Bowditch had implemented Dr Duckworth's proposals and a handrail had been attached to the side of the pavillion to assist access to the play area.
10.3 It was noted that new chippings were required for the play area. Action Clerk to check availability and cost
10.4 It was noted that East Dean PC did not want the steel field gate made surplus by the new fence and wooden gate
11. Highways and Footpaths
11.1. Deleted at Parish Council meeting on 8 September 2003
11.2 Footpaths - Mr Warwick gave a summary of the condition and problems of some of the paths in the parish;
Buckholt No 2 - half cut by machine earlier in spring - condition OK
11.3 Mr Warwick indicated that in future he would not be able to devote so much time to patrolling the footpaths; he would be content to relinquish the job entirely, or alternatively could carry on at a reduced level
12. Clerk's salary and conditions
12.1 It was propsed by JG and seconded by DR that the Clerk should be progress
on the salary scale one spinal column point to SPC 16 with effect from January 2003
13. Quality Parish Status
13.1 HAPTC Mail Ref. 023-03 (Quality Parish Status Bulletin) which had earlier been circulated to councillors was discussed. It was agreed not to pursue quality status for the present, although the view was expressed that ultimately this was an issue which would not be avoidable
14. Calor Hampshire Village of the Year 2003
14.1 TM reported that the judges had visited the village recently and that at the end of an evening walk-about he and his team had entertained them in the Black Horse
15. Date & Place of next meeting
15. It was agreed not to hold a meeting in August, the next one would be on Monday, 8 September. The Chairman announced that this and future meetings would be held in King Edward's Hall. It was hoped that this more central location might encourage more residents to attend.
16.1 AM gave notice that he would be away for most of August. The Clerk would be away for the rest of July - parish council mail would be diverted to the chairman.
16.2 SD noted that brick risers under the War memorial were spalling. Also, that there were two war graves in the church cemetary; did these qualify for maintenance support
16.3 There being no other business the Chairman closed the meeting at 2120h
Present: A.Bowditch (AB)(Chairman); T.Mousley (TM)(Vice-Chairman); S.Dowding (SD); J.Guy (JG); D.Rimmington(DR); A.McKenzie (AM); D.Lyon (DL)(Clerk)
Plus four members of the public (including Jan Barker, Chair East Dean PC and Jane Gimpel, West Dean PC)
Apologies
Frenchmoor - problems reported earlier still continue; difficult to ascertain whether landowner or tennant is responsible
W.Tytherley No.2 (Mr Newman & Mrs Pragnell) - becoming overgrown, stiles need attention
W/T No. 7 (Mrs Down) stile needs attention
W/T No 9 overgrown - was cut by HCC last autumn
W/T No.10 path blocked by logs
W/T No 17 path cleared by Sopp's farm
16. AOB