MINUTES OF THE LOWER WINTERBORNE PARISH COUNCIL MEETING HELD ON TUESDAY 19th FEBRUARY 2024, COMMENCING 7PM, AT WINTERBORNE KINGSTON VILLAGE HALL
Present: Cllrs R Allcock, K Langdown, M Meaden, B Randall, D Knapp, L Luxford and H Andrews
Chair: Cllr R Sorrell
Clerk: Mrs Alison Clothier
Also present: 6 members of public, Dorset Cllr Emma Parker
Public Participation
It was noted that Mr Francis Shaxson had passed away. Mr Shaxson contributed significantly to Winterborne Kingston and condolences were given to his family.
The Parish Council was asked to look at cutting back the Oak tree on the land to the rear of Broad Close as this was causing a nuisance to the residents of this area.
1 Declaration of Interest and requests for dispensations
24.26 No interests were declared, and no dispensations had been requested.
2 Apologies
24.27 Cllrs R Jessopp and R Brock gave their apologies, and these were accepted.
3 Minutes of the Meeting held on 16th January 2024.
24.28 A copy of the minutes had been issued to all members prior to the start of the meeting. Cllr Meaden 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
24.29 The Clerk’s Report was circulated in advance of the meeting.
5 Dorset Councillors’ Reports
24.30 It was noted that Sackville Street was not included in the resurfacing works due to take place later in 2024.
6. Finance
24.31 To confirm payment of accounts
The following payments had been requested:
Payments Requested for February 2024
Date / Payee / Description / Chq No / Amount / Invoice Number
01.02.24 / Rejuvenate / Email hosting February 2024 / BACS 243 £14.83 / 22852
06.02.24 / DWP / Waste collection January 2023 / BACS 244 / £29.00 / 2800388253
04.02.24 / BT / Hub alarm – February 2024 / BACS 245 / £46.54 / GP 00115840
14.02.24 / Can I cut it / Grounds maintenance – February 2024 / BACS 246 / £1,190.00 / 255
21.02.24 / A Clothier / February 2024 wages including Hub expenses and Microsoft Office subscription / BACS 247 / £634.55
21.02.24 / HMRC / PAYE February 2024 / BACS 248 /£117.00
21.02.24 / DC Pension Fund / February 2024 pension contributions / BACS 249 / £170.28
Total requested from Precept £2,202.20
Three payments were added to the list of payments on the agenda for February and are included in the table above. The total amount requested from the Precept for the month of February is £2202.20
Cllr Knapp proposed the payments are made. This was seconded by Cllr Allcock and agreed unanimously.
24.32 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.
24.33 To discuss purchase of a new Parish Council laptop
Cllr Knapp had researched the requirements for the Parish Council laptop and looked at many different options. The laptop that was recommended was a Lenovo at a cost of £750 inc VAT. This had come in over the proposed budget of £500, however it was felt that this would be cost effective as it would last longer than the cheaper versions. The guarantee and insurance will be checked. Cllr Luxford proposed that this laptop was purchased at a cost of £750 and this was seconded by Cllr Knapp with all in agreement.
Action: Clerk to purchase new Parish Council laptop and update insurance.
24.34 To review licence for the paddock, Winterborne Kingston Recreation Ground
The cost of licence for the paddock at Winterborne Kingston Recreation Ground was last reviewed in 2019 and is currently a cost of £450 per annum. It was felt that person renting it should be contacted to understand whether they would like to renew the lease and to explain that the cost is expected to rise. This will then be raised again at the March meeting.
Action: Clerk to contact person renting the pony paddock
7. To receive the following reports
24.35 Speed Watch – there was no report
24.36 Hub –
• Path – three quotes have been received to install a path to join the existing hub path and fire exit ramp at rear of hub to fence line from door. Quote 1 is £9225.70, Quote 2 is £9465.00 and Quote 3 has three options ranging from £7497.41 (using the existing slabs) to Option 3 £10952.82 (new slabs). It was emphasised that the work needed to be done to be compliant with safety regulations and that there was money in the budget to meet the cost. The proposal from the Hub management committee is to opt for Option 1 of Quote 3 to reuse the existing slabs. It was however felt that this posed some risk as if the slabs were not usable then the quote would rise significantly. The Hub committee were asked to obtain some more information from the parties involved to have more certainty of the final cost before committing to a contractor.
• Electrics – although 3 quotes were sought it had only been possible to get two quotes. This is for necessary remedial work. The two quotes both amounted to £950 with parts. One contractor was NCIICE registered and the other is not so it was recommend that the registered contractor was selected. Cllr Luxford proposed that the NCIICE electrician was approved and this was seconded by Cllr Allcock with all in agreement.
• Signage – a permanent signpost is required for the Hub – possibly from North Street and Broad Close/Sackville Street.
Action: Clerk to investigate the process of installing a sign
• Broadband – Following discussions with BT it was established that the analogue line will have to be replaced by the end of 2024. The cost of broadband for the Hub is £46.95 with a £29.95 set up charge. The previous monthly bills have been £46.54. This was approved via email and the line has been set up.
• PRS Music Licence – this is needed to play music at the Hub. A PPL licence is also needed for dancing.
Action: Clerk to look into PRS and PPL licences for the Hub
• Safeguarding Policy/DBS – due to the number of children’s events held at the Hub it was suggested that there should be a Safeguarding Policy. Dorset Community Action offer a consultancy service to help community groups establish what policies and procedures they need to have in place. This is £60 for an hour of advice. Cllr Knapp proposed that the Hub Management Committee purchase this service and this was seconded by Cllr Allcock with all in agreement.
Action: Clerk to organise Dorset Community Action advice.
• Non-Domestic Rates Bill – this is being investigated by Cllr Jessopp and will be discussed at the March meeting.
24.37 Flood Watch – A Flood Alert is in place for the Winterborne Kingston area.
24.38 Play Area and Recreation Ground – the playground inspection is due to take place late February. The brambles will be sprayed to clear them.
8. Planning Applications
24.39 Planning Applications & Tree Work Proposals
P/FUL/2024/00258 Ribbonwood Farm Estate, Anderson, DT11 9HE
Erect a replacement package sewage treatment plant and outfall route to accommodate foul sewage from the Ribbonwood Farm Estate.
No Objection
9 Items for Action and Resolution
24.40 To consider progress on the Neighbourhood Plan – household survey
The draft flyer and household survey were circulated in advance of the meeting. The survey will be launched on 1st March for a 6 week period and all were invited to fill the survey in.
24.41 To discuss the Winterborne Kingston bus shelter
Deferred to the March meeting
24.42 To discuss broken notice board at Anderson
A variety of quotes were looked at ranging from £1049 to £1548 for a new noticeboard. The recommended supplier was priced at £1049 and had supplied the Winterborne Zelston noticeboard, which had been good quality. The chosen material was recycled plastic and the size is 6xA4 with a header. Cllr Meadon proposed that this noticeboard was purchased and this was seconded by Cllr Knapp with all in agreement. The noticeboard will be delivered to Cllr Jessopp.
Action: Clerk to order new noticeboard.
24.43 To discuss the upkeep of Allotment Field
Around 80-90 trees were planted in mid February.
24.44 To discuss outcome of 20mph zone application
The applications for the Sackville Street area and West Street had passed the first stage of the process. The next stage will be a public consultation run by Dorset Council to gauge public opinion on the 20mph zones.
24.45 To discuss progress on EV Charge Point
A meeting was held with Dorset Council following our meeting, which looked at the viability of three options; Village Hall, Greyhound and Hub car park. The Hub car park at Broad Close was though the best location in terms of space but Dorset Council are looking into the ease of connectivity.
12. To discuss progress on the Community Governance Review
24.46 A meeting is being arranged for April to elect a chair and allocate roles. Cllrs will meet with the Clerk in March to talk about the book keeping process.
11. Parish Councillors’ reports not covered by item
24.47 Cllr Andrews – the hedge by the village hall is looking untidy. Cllr Langdon to look into this and make recommendations. It was noted that the hedge on West Street had been cut.
24.48 Cllr Randall – queried progress with the Winterborne Zelston sign,
12, Correspondence receive since the agenda was set
24.49 There was none.
13. Items for the March agenda
• Hub proposals
• Paddock at Winterborne Kingston Recreation Ground
• Neighbourhood Plan
• Bus Shelter
There being no further business, the meeting closed at 19.59