MINUTES OF THE LOWER WINTERBORNE PARISH COUNCIL ANNUAL MEETING HELD ON TUESDAY 16th MAY 2023, COMMENCING 7PM, AT WINTERBORNE KINGSTON VILLAGE HALL
Present: Cllrs D Knapp, L Luxford, R Brock, M Meaden, R Allcock, R Sorrell
Chair: Cllr R Jessopp
Clerk: Mrs Alison Clothier
Also present: 4 members of public
Public Participation
A member of the public asked for an update on Noah Henville Corner, the footpath beside the Greyhound and the bus shelter. Noah Henville corner is on the Highways capital programme list for this year and the footpath has been reported to Rights of Way. The Bus Shelter is on the main agenda.
1 Declaration of Interest and requests for dispensations
23.219 No interests were declared, and no dispensations had been requested.
2 Apologies
23.220 Apologies had been received from Cllr H Andrews, K Langdown and Dorset Cllr Emma Parker.
3 Minutes of the Meeting held on 18th April 2023.
23.221 A copy of the minutes had been issued to all members prior to the start of the meeting. Two errors were raised which included the numbering and a date error. Subject to these changes, Cllr Knapp proposed them to be a true and accurate representation of the meeting. This was seconded by Cllr Meaden and agreed unanimously. The Chair signed the minutes in the presence of the meeting.
4 Matters arising from those minutes for report only
23.222 The Clerk’s Report was circulated in advance of the meeting. The insurance settlement for the bus shelter has now been received. It was suggested that, in the interest of safety, the damaged bus shelter be removed. This was proposed by Cllr Brock and seconded by Cllr Knapp with all in agreement. Mr Pitman to provide a quote for removal and repairing the ground.
It was noted that the cat’s eyes on the A31 had not been replaced.
Action: Clerk to chase National Highways regarding missing cat’s eyes and report to MP.
5 Elections
23.223 Cllr Knapp nominated Cllr Jessopp for the Chair and this was seconded by Cllr Sorrell. All were in agreement. Cllr Jessopp signed the Declaration of Acceptance of Office.
23.224 Cllr Jessopp nominated Cllr Sorrell for the Vice Chair and this was seconded by Cllr Meaden with all in agreement. Cllr Sorrell signed the Declaration of Acceptance of Office.
6 Dorset Councillors’ Reports
23.225 The report was circulated in advance of the meeting.
7. Finance
23.226 To confirm payment of accounts
The following payments had been requested: Payments Requested for May 2023
Date / Payee / Description / Chq No / Amount / Invoice Number
11.04.23 / Ross Jessopp / Canes for allotment trees / BACS136 / £21.78
27.04.23 / Secure Alarms / Alarm Work – Hub / BACS137 / £85.20 / 25868
02.05.23 / LW Safety / Fire Equipment update – Hub / BACS138 / £370.43 / 4237463
04.05.23 Rejuvenate Email hosting May 2023 BACS139 £14.83 20354
04.05.23 / BT / Hub alarm – May 2023 / BACS140 / £46.54 / GP 00115840
04.05.23 / DWP / Waste collection April 2023 / BACS141 / £14.50 / 2800342209
11.05.23 / Can I cut it / Grounds maintenance – May 2023 / BACS142 / £1,190.00 / 199
17.05.23 / A Clothier / May 2023 wages / BACS143 / £478.86
17.05.23 / HMRC / PAYE May 2023 / BACS144 / £109.40
17.05.23 / DC Pension Fund / May 2023 pension contributions / BACS145 / £159.28
17.05.23 / Ross Jessopp / Refund for Card Reader / BACS146 / £149.99
17.05.23 Barker-Fox Associates 2022/23 Internal Audit BACS147 £80.79 468
Total requested from Precept
£2,721.60
The total amount requested from the Precept for the month of May is £2,721.60
Cllr Luxford proposed the payments are made. This was seconded by Cllr Meaden and agreed unanimously.
23.227 To confirm the reconciliation of accounts and position against budget
A copy of both reports had been issued to members prior to the start of the meeting. No comments were made, or queries raised.
23.228 To receive a report on breakdown of income for 2022/23.
A report was circulated before the meeting detailing the breakdown of income for 2022/23. In reference to the Hub it was queried whether the lettings rate should increase to cover more of the costs. It was felt that, as the rate had increased significantly last year, it should remain the same at present. The issue of future charges will be discussed by the Hub Committee.
23.229 To receive the Internal Auditor’s Report
The Internal Auditor’s report was circulated before the meeting. A reminder was given to ensure that purchases are made by the Parish Council rather than individuals so that VAT can be reclaimed. The Hub booking forms will be given to the Clerk for the audit file.
23.230 To approve the Annual Governance Statement for the year ended 31st March 2023
A copy had been issued to all members prior to the start of the meeting. Cllr Brock proposed that the Annual Governance Statement is accepted. This was seconded by Cllr Luxford and agreed unanimously. The Statement was then signed by the Chairman and Clerk.
23.231 To approve the Accounting Statements for the year ended 31st March 2023
A copy of the full set of accounts had been issued to all members prior to the start of the meeting. Cllr Knapp proposed the accounts are accepted. This was seconded by Cllr Meaden and agreed unanimously. The Accounting Statement was then signed by the Chairman.
The Exercise of Public Rights will commence on 5th June 2023 and finish on 14th July 2023.
23.232 To confirm the Standing Orders
The Auditors report had noted that there was an inconsistency between the Standing Orders and Financial Regulations in connection with the 18 (c) of the Standing Orders and 4.1 of the Financial Regulations. This related to the spending limits of the Clerk and Chair and the limit at which a formal tender would be required. It was agreed that the two documents should have the same a consistent amount limit of £3,000 rather than £2,500. This change was proposed by Cllr Knapp and seconded by Cllr Brock with all in agreement. The document will be amended.
23.233 To confirm the Financial Regulations
As above.
23.234 To confirm the Risk Assessment and Asset Register
The cash machine and the flood pump will be added to the 2023/24 asset register. The date will be added to the top of the asset register. The play area value will be reassessed for insurance purposes.
A tree survey has been added to the Risk Assessment. The Council has received a quote for this from Dorset Council of £260+VAT. This was considered good value and recommended for approval with all in agreement.
Subject to the changes the documents were recommended for approval by Cllr Meaden and seconded by Cllr Brock with all in agreement.
8. To receive the following reports
23.235 Speed Watch – a report was circulated in advance of the meeting
23.236 Hub – Cllr Luxford has asked for a quote for a ramp for the Hub to help with wheelchair access along with improvements to the path.
23.237 Flood Watch – There were no problems to report.
23.238 Play Area and Recreation Ground – No report
9. Planning Applications
23.239 To consider planning applications received
P/HOU/2023/02676 Redwoods A31 Main Road, Winterborne Zelston, DT11 9EX
Erect single storey extension
There were no objections to this application.
10 Items for Action and Resolution
23.240 To consider the next step for the Neighbourhood Plan
Dorset Council are consulting on the Neighbourhood Plan boundary as it is different to the Parish Council boundary and this consultation lasts for 6 weeks. In the meantime, it was suggested that an email is sent to those that have put their name forward to help to explain the delay.
Action: Clerk to email Neighbourhood Plan volunteers to explain delay.
23.241 To consider quotes for a sand store
This is ongoing and will be updated at the next Parish Council meeting.
23.242 To discuss quote for replacement pump
Two quotes have been received for a pump but it was considered that, as there are 3 pumps available in the village that it would be better to purchase a longer hose. Two quotes have been received of very similar value – £285 and £289. The local supplier Blandford Tools was chosen as they will also service. The purchase of the hose at a cost of £289 was proposed by Cllr Knapp and seconded by Cllr Meaden with all in agreement. The pump and hose will be stored in the Flood Warden’s shed.
23.243 To review the meeting dates to March 2024
It was agreed that all Parish Council meetings will be held on the third Tuesday of every month with the exception of August and December when there is no meeting. This was proposed by Cllr Knapp and seconded by Cllr Brock with all in agreement.
23.244 To agree village posts held
See Appendix One
11. To discuss progress on the Community Governance Review
23.245 The legal order has now yet been received from Dorset Council. A list of questions will be put to NALC to find out how to transfer assets and set the precept. A meeting will be held in November with residents. The Order confirmed that Lower Winterborne Parish Council will have 7 councillors.
Action: Clerk to update on progress with NALC
12 To receive an update on the events to mark the Coronation of King Charles III
23.246 Winterborne Zelston had a Coronation Tea Party with a jazz band and around 90 people attending. Winterborne Kingston WI had an afternoon tea and a flower festival in the Church. The party at the Rec was moved to the Greyhound due to the weather but was very successful. 100 people attended the street party on the Sunday.
13. Parish Councillors’ reports not covered by item 7
14, Correspondence receive since the agenda was set
23.247 There was none
15. Items for the June agenda
• Bus Shelter
• Sand Store
There being no further business, the meeting closed at 19.55
APPENDIX 1 – COUNCILLOR APPOINTMENTS
CHAIRMAN
Ross Jessopp
DEPUTY CHAIRMAN
Ron Sorrell
Rights of Way – W Kingston
Ross Jessopp
Rights of Way – W Zelston
Sallie Orr / Stephan Spiriak
Bridleways – W Zelston
Bonnie Randall
Tree Warden – W Kingston
Simon Hart
Tree Warden – W Zelston
Bill Newman
Flood Warden & Environment – W Kingston
James Alan
Flood Warden & Environment – W Zelston
Andrew Meaton
Homewatch Co-ordinator – W Kingston
Homewatch Co-ordinator – W Zelston
Di Lewis
Planning – W Kingston
Richard Brock
Planning – W Zelston
Ron Sorrell
Finance Working Party
Roy Allcock
Mark Meaden
Ron Sorrell
Ross Jessopp
Website
ICL Web Design
Highways – W Kingston
Helen Andrews
Highways – W Zelston
Ron Sorrell
Playground – W Kingston
Roy Allcock
Recreation Ground – W Kingston
Keith Langdown
David Knapp
Cemetery
Clerk
David Knapp
Churchyard
Ross Jessopp
W Zelston Parish Land
Ron Sorrell
W Zelston Village Hall
Ron Sorrell
W Kingston Village Hall
Helen Andrews
DAPTC~
Ross Jessopp
Speedwatch
Helen Andrews
Grass Cutting Contract
Roy Allcock
WK Hub
Lyn Luxford
Neighbourhood Plan
Richard Brock