MINUTES OF THE LOWER WINTERBORNE PARISH COUNCIL MEETING HELD ON TUESDAY 16th April 2024, COMMENCING 7PM, AT WINTERBORNE KINGSTON VILLAGE HALL
Present: Cllrs R Allcock, D Knapp, L Luxford, and H Andrews
Chair: Cllr R Jessopp
Clerk: Mrs Alison Clothier
Also present: 5 members of public, Dorset Cllr Emma Parker
Public Participation
1 Declaration of Interest and requests for dispensations
24.74 No interests were declared, and no dispensations had been requested.
2 Apologies
24.75 Cllrs M Meaden, R Brock, K Langdown gave their apologies, and these were accepted.
3 Minutes of the Meeting held on 19th March 2024.
24.76 A copy of the minutes had been issued to all members prior to the start of the meeting. Cllr Knapp proposed them to be a true and accurate representation of the meeting. This was seconded by Cllr Luxford and agreed unanimously. The Chair signed the minutes in the presence of the meeting.
4 Matters arising from those minutes for report only
24.77 The Clerk’s Report was circulated in advance of the meeting.
5 Dorset Councillors’ Reports
24.78 Nothing to report.
6. Finance
24.79 To confirm payment of accounts
The following payments had been requested:
Two payments were added to the list of payments on the agenda for April and are included in the table above. The total amount requested from the Precept for the month of April is £6,296.18.
The Hub rates bill was discussed and it was concluded that the best way forward, due to the ongoing appeal, would be to pay in instalments by direct debit so that there is less to claim back if the appeal is successful. This would mean that the first direct debit of £240 will come out on 1st May. The amended total of payment for April is £5,096.18.
Cllr Luxford proposed the payments are made. This was seconded by Cllr Andrews and agreed unanimously.
24.80 To confirm the reconciliation of accounts, income and position against budget
A copy the reports had been issued to members prior to the start of the meeting. No comments were made, or queries raised.
24.81 To agree the arrangement for the separation of finances for Winterborne Zelston
The method of calculating the separation of finance for Winterborne Zelston was discussed.
The current reserves for Winterborne Zelston are £6554.44 – a payment is due for road signs but the timing of this is not known at present. As agreed at the March meeting, Winterborne Zelston is entitled to 21.9% of the general reserves which equals £4,184.64 The final settlement figure for Winterborne Zelston is £10,739.08. The 2024/25 precept for Winterborne Zelston will be paid into the Lower Winterborne Parish Council bank account and transferred when the bank account for Winterborne Zelston is set up. This will be £5150 for 2024/25 paid in two installments.
Cllr Knapp proposed the amounts accepted and this was seconded by Cllr Luxford with all in agreement.
This leaves £14,923 in general reserves so there will be a need to be careful with spending in the coming year.
24.82 To approve the Clerk’s annual salary increment increase.
The Clerk’s contract states that an increment rise should be considered on an annual basis. The increase is from SCP 19 to SCP 20 on the 2023/24 NALC National Salary Award. Cllr Andrews proposed this was approved and this was seconded by Cllr Allcock with all in agreement.
24.83 To note the key dates/timetable for approval and submission of the AGAR for the year ending 31st March 2024
The deadline for the Annual Return is 1st July 2024. The Parish Council is subject to an intermediate review this year.
24.84 To review grass cutting contract for 2024
The grass cutting contract was reviewed for 2024/25. It was suggested that the contract was extended for another year, to include Recreation Ground and all other Parish Council owned grass area with a full review and retender in 2025.This was proposed by Cllr Allcock and seconded by Cllr Knapp with all in agreement
7. To receive the following reports
24.85 Speed Watch – as report
24.86 Hub –
o DBS/Safeguarding – Cllr Luxford is meeting with DCA next week
o Hub Alarm – a new quote has been sought but this is still within the £600 range so the Committee have asked if the Parish Council are tied into a contract with the company. It was asked whether this can this run off Wi-Fi or if there is something that could be set up with an app on the phone. At present the Parish Council are paying for a phone line and the internet so would like to get rid of the phone line. Cllr Knapp to look into the switch from landline to a router or Sim card.
o Rates Bill appeal is in progress.
24.87 Flood Watch – as village meeting report
24.88 Play Area and Recreation Ground – the independent inspection has taken place the report highlighted a lose gate post and some issues with rubber surfacing which have been described as a trip point. A quote for the works has been obtained and this will cost £175. It was proposed by Cllr Allcock to accept the quote given the urgency of the works and this was seconded by Cllr Luxford with all in agreement. There are two games panels being offered free of charge to the Parish Council – these would need three posts to be installed which will cost around £250. This was proposed by Cllr Luxford and seconded by Cllr Knapp with all in agreement.
It was asked what was happening with the climbing frame and the slide as they need painting. The long term plan is to replace this piece of equipment. The metal has been galvanised so could be stripped back. The quote was £800 to shot blast the piece of equipment.
The brambles still need removing and this needs doing urgently. Mr Pitman to look into doing this.
8. Planning Applications
24.89 TPO – Land at Recreation Ground, Broad Close.
This is for 4 Parish Council owned trees at the back of Broad Close.
9 Items for Action and Resolution
24.90 To consider progress on the Neighbourhood Plan – household survey
The response to the household survey was very good with high proportion being returned and the results are being analysed.
24.91 To discuss the Winterborne Kingston bus shelter
The Parish Council agreed to proceed with getting a price for the design for the next meeting.
24.92 To discuss the upkeep of the Allotment Field
The Field has been a huge success and as a trial the temporary path ways were cut in. Feedback has been very positive. A quote has been received for an estimated for 10 cuts a year and for topping and hedge maintenance. The estimate for path cutting was £800 and £800 for the hedge cutting and topping. Gathering further quotes was discussed but due to the small nature of the work this was unlikely to generate interest. The work also needs to be started straight away. It was suggested that this is temporarily added on to the grass cutting contract for 1 year and the whole contract will be retendered in 2025. The was proposed by Cllr Allcock and seconded by Cllr Andrews with all in agreement.
11. Parish Councillors’ reports not covered by item 8
12. Correspondence receive since the agenda was set
24.93 Complaints about Winterborne Zelston highways sign, which have been passed on to Winterborne Zelston Parish Meeting.
13. Items for the May agenda
AGM – Village Roles
Councillor Vacancy
Bus Shelter
Rates Bill
There being no further business, the meeting closed at 19.57