MINUTES OF THE LOWER WINTERBORNE PARISH COUNCIL MEETING HELD ON TUESDAY 21st May 2024, COMMENCING 7PM, AT WINTERBORNE KINGSTON VILLAGE HALL
Present: Cllrs R Allcock, M Meaden, D Knapp, M Meaden, K Langdown, L Luxford, and H Andrews
Chair: Cllr R Jessopp
Clerk: Mrs Alison Clothier
Also present: 10 members of public, Cllr Emma Parker
Public Participation
• The Parish Council were asked if alternative options to using chemicals around the village could be considered – particularly in the wild areas. The Parish Council did spray an area at the Recreation Ground as the brambles were overgrowing the trees. It is not something that happens often and is thought through. It would normally be cut back but had got very overgrown. The member of the public asked if in the future it could be cut back rather than sprayed with weed killer. If members of the public feel strongly then they can volunteer to help cut back the area. The children’s play area is also sprayed in a limited amount and around the Village Hall. There is a need to be thoughtful about using the spray.
• Sovereign Network Group – a resident asked if some weight can be given to ask them to cut the grass areas at Broad Close. Clerk to take advice on asking Aster about the costs to the residents as this consistently increases.
Action: Clerk to contact Sovereign regarding cutting back of grass areas at Broad Close.
1 Declaration of Interest and requests for dispensations
24.94 No interests were declared, and no dispensations had been requested. ROI forms will be sent out by the Clerk.
2. Elections
24.95 Chairman – Cllr Knapp nominated Cllr Jessopp and this was seconded by Cllr Langdown with all in agreement. Cllr Jessopp signed the declaration of acceptance of office.
24.96 Vice Chair – Cllr Knapp nominated Cllr Allcock and this was seconded by Cllr Luxford with all in agreement. Cllr Allcock signed the declaration of acceptance of office.
3 Apologies
24.97 There were no apologies.
4 Minutes of the Meeting held on 16th April 2024.
24.98 A copy of the minutes had been issued to all members prior to the start of the meeting. Cllr Meaden was incorrectly noted as present – this was changed. Cllr Luxford proposed them to be a true and accurate representation of the meeting. This was seconded by Cllr Andrews and agreed unanimously. The Chair signed the minutes in the presence of the meeting.
5 Matters arising from those minutes for report only
24.99 The Clerk’s Report was circulated in advance of the meeting. There were no comments.
6 Dorset Councillors’ Reports
24.100 Cllr Parker had numerous emails about Dorset Council’s spraying policy and had sent concerned residents a copy of the procedure that Dorset Council follow.
7. Finance
24.101 To confirm payment of accounts
The following payments had been requested:
One payment for Cllr Jessopp was added at the meeting and is included in the above table.
The total amount requested from the Precept for the month of May is £4837.28. It was noted that two payments were made on behalf of Winterborne Zelston.
Cllr Meaden proposed the payments are made. This was seconded by Cllr Andrews and agreed unanimously.
24.102 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.
24.103 To confirm the Standing Orders
The proposed Standing Orders were circulated in advance of the meeting. Cllr Jessopp proposed that these were adopted and this was seconded by Cllr Meadon with all in agreement.
24.104 To confirm the Financial Regulations
The 2024 NALC template Financial Regulations Changes were circulated in advance of the meeting. The following spending limits were proposed:
• 5.6 Limit for formal tender process – £60,000
• 5.8 Limit for fixed price quotes – £5,000
• 5.9 Level for smaller purchases without competition – £1000
• 5.18 Clerk Spending Limit in an emergency – £3000
The remaining limits were all in line with that suggested in the template document. The Parish Council will look into a Parish Council credit card so that Parish Council purchases do not need to be made on the Clerk’s personal credit card.
Action: Clerk to look into a Parish Council credit card.
Cllr Jessopp proposed that, once the changes were made, that the Financial Regulations were adopted and this was seconded by Cllr Meadon with all in agreement.
24.105 To confirm the Risk Assessment and Asset Register
The documents were circulated in advance of the meeting. The Risk Assessment adequately covers all items needed. The Asset Register should be updated to take off disposed items (Ride on Mower and Laptop Computer). There is also reference to a 2 acre field which needs to be removed this as it is incorrect. Items that belong to Winterborne Zelston will be removed at the March 2025 review.
Cllr Knapp proposed that the Risk Assessment and Asset Register were approved and this was seconded by Cllr Langdown with all in Agreement
7. To receive the following reports
24.106 Speed Watch – as report. The group are becoming short of volunteers.
24.107 Hub – asking people to volunteer for the Hub committee and trying to set up a bank account.
o DBS/Safeguarding – joined up to the Hall mark scheme so this gives an insight into the information that is needed. DBS checks are not needed.
o Rates Appeal – this is moving forwards
o Footpath – the first quote is due. There are grants available at present.
24.108 Flood Watch – nothing to report
24.109 Play Area and Recreation Ground – waiting for a quote for the play area fencing as this has been broken in places. Cllr Langdown to look at fixing this. It was asked whether the rubber surfacing needs an annual power wash. This will be investigated.
8. Planning Applications
9 Items for Action and Resolution
24.110 To consider progress on the Neighbourhood Plan – household survey
The Neighbourhood Plan household survey had a good response which the Steering Group is looking at presently.
24.111 To discuss the Winterborne Kingston bus shelter
Awaiting a further quote – this will be discussed at the June meeting.
24.112 To agree village posts held
See Appendix 1. The following changes to the village posts were agreed.
Homewatch – to be removed
Planning – Ross Jessopp
Finance Working Party – add Cllr Meaden, Cllr Knapp
Churchyard – Cllr Meaden
DAPTC – Cllr Jessopp
Community Transport – to be removed
Allotment Field – Cllr Knapp, Cllr Allcock
11. Parish Councillors’ reports not covered by item 8
24.113 Bagwood Lane is very overgrown
24.114 Cllr Meaden – noticeboard for Anderson has arrived and is waiting to be fitted. There are a couple of fence panels in the waterway which need to be reported.
Action: Clerk to contact Environment Agency
24.115 Cllr Knapp – thanks given to Dorset Council for Noah Henville resurfacing
12. Correspondence receive since the agenda was set
13. Items for the June agenda
• Bus Shelter
There being no further business, the meeting closed at 19.50
APPENDIX 1 – COUNCILLOR APPOINTMENTS
CHAIRMAN
Ross Jessopp
DEPUTY CHAIRMAN
Roy Allcock
Rights of Way – W Kingston
Ross Jessopp
Tree Warden – W Kingston
Simon Hart
Flood Warden & Environment – W Kingston
James Alan
Planning – W Kingston
Ross Jessopp
Finance Working Party
Roy Allcock
Mark Meaden
David Knapp
Ross Jessopp
Website
ICL Web Design
Highways – W Kingston
Helen Andrews
Playground – W Kingston
Roy Allcock
Recreation Ground – W Kingston
Keith Langdown
David Knapp
Cemetery
Clerk
David Knapp
Churchyard
Mark Meaden
W Kingston Village Hall
Helen Andrews
DAPTC
Ross Jessopp
Speedwatch
Helen Andrews
Grass Cutting Contract
Roy Allcock
WK Hub
Lyn Luxford
Neighbourhood Plan
Ross Jessopp
Allotment Field
Roy Allcock, David Knapp