MINUTES OF THE LOWER WINTERBORNE PARISH COUNCIL MEETING HELD ON TUESDAY 19th March 2024, COMMENCING 7PM, AT WINTERBORNE KINGSTON VILLAGE HALL
Present: Cllrs R Allcock, M Meaden, D Knapp, L Luxford, R Sorrell R Brock and H Andrews
Chair: Cllr R Jessopp
Clerk: Mrs Alison Clothier
Also present: 5 members of public, Dorset Cllr Emma Parker
Public Participation
The following issues were raised:
• Tree at Broad Close – the Chair highlighted that if the Parish Council tree is overhanging the property the landowner is permitted to cut it back. The tree was not flagged as needing any work in the tree survey.
• Highways signs left on Bere Hill – Clerk to report to National Highways.
• Bins and cars are blocking the exit from the Village Hall – this will need to be reported by the residents.
• Winterborne Zelston – members of the public noted that this would be the last meeting for the Councillors for Winterborne Zelston. Best wishes were sent from those attending.
1 Declaration of Interest and requests for dispensations
24.50 No interests were declared, and no dispensations had been requested.
2 Apologies
24.51 Cllr Randall and Cllr Langdown gave their apologies, and these were accepted.
3 Minutes of the Meeting held on 19th February 2024.
24.52 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 Meadon and agreed unanimously. The Chair signed the minutes in the presence of the meeting.
It was queried where the money for the Path from the Hub was coming from – to be discussed below.
4 Matters arising from those minutes for report only
24.53 The Clerk’s Report was circulated in advance of the meeting. The new laptop has been purchased and the Anderson noticeboard has been ordered.
5 Dorset Councillors’ Reports
24.54 Cllr Parker was pleased to receive information from Highways about the resurfacing of Noah Henville Corner. The river in Anderson is very clear and a resident wanted to pass this information to the Parish Council. Cllrs asked whether Noah Henville will be a full resurface as it is taking place over the weekend. Cllr Parker to go back and check on the work.
6. Finance
24.55 To confirm payment of accounts
The following payments had been requested:
One payment was added to the list of payments on the agenda for March and are included in the table above. The total amount requested from the Precept for the month of March is £5,924.17.
Cllr Brock proposed the payments are made. This was seconded by Cllr Sorrell and agreed unanimously.
24.56 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.
24.57 To review licence for the paddock, Winterborne Kingston Recreation Ground
An email had been received by the tenant of the plot to ask the Parish Council to bear in mind that there is no access to mains water. The rental price was last reviewed in 2019 and it was agreed that this should increase by the rate of inflation calculated for the last 5 years using the Bank of England website.
Action: Clerk to calculate rate of inflation increase and inform tenant.
24.58 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. The proportion of the unallocated reserves was also discussed and it was concluded that the income from the cemetery from the last five years should be put into an allocated reserve as this is specifically a Winterborne Kingston Asset. Winterborne Zelston will then be entitled to 21.9% of the remaining– this is based on the proportion of properties in the Parish. The final calculation for this will be made after 31st March so that all income and expenditure for the financial year are taken into account. The precept for Winterborne Zelston will be paid into the Lower Winterborne Parish Council bank account and transferred when the account for Winterborne Zelston is set up. This will be £5150 for 2024/25.
Cllr Knapp proposed the calculation was accepted and this was seconded by Cllr Brock with all in agreement.
24.59 To agree the internal audit arrangements for 2023/24
It was confirmed that Paula Harding would be carrying out the internal audit in the week beginning 15th May 2024.
24.60 To review the Cemetery Burial Fees
It was suggested that the burial fees be increased by the rate of inflation, currently at 4%. This was proposed by Cllr Brock and seconded by Cllr Knapp with all in agreement.
7. To receive the following reports
24.61 Speed Watch – there is a day of action on 20th March 2024.
24.62 Hub –
The report was circulated in advance of the meeting. Cllrs raised the issue that around £13,000 has been spent on the Hub in the last 3 years compared to just over £2000 income. It was suggested that there is a need to be careful about spending too much precept on this facility. The Parish Council has been subsidising it to some extent due to the community service it provides. Cllrs agreed that a review of the budget for the Hub will be needed for the next financial year as £2000 may not be enough per year to cover this.
• Path – the fire exit arrangements are going to be checked. It has been agreed that any path will need to go down to the car park in the recreation ground. This will be a long term aim rather than a short term plan and some Parish funds could assist with this due to the wider benefit it would provide. The proposal has been taken off the table for now. The access gate could be changed which would be a general improvement to the Recreation Ground.
• Safeguarding Policy/DBS – face to face meeting with DCA arranged for after Easter
• Non Domestic Rates Bill – Cllr Jessopp is lodging a check and claim.
• Hub Alarm – the internet is now connected to the Hub. The quote for converting the fire alarms to the internet is £600. The Committee have gone back to the company to requote.
• PRS Licence – it was explained that the Hub is not eligible for a community licence due to the fact it is not run by a Trust or Charity. This unfortunately means that the licence is more expensive. The cost of the license is £350 per year. The Parish Council concluded that it is needed to provide entertainment for the children. It was proposed to take out the licence by Cllr Luxford and seconded Cllr Knapp with all in agreement. This will be reviewed in 6 months.
• Electricity Supply – SSE have admitted liability not disconnecting the supply in 2009. This is now a new supply set up with Eon at a cost of £135 a month by direct debit – this may come down if usage is lower.
24.63 Flood Watch – No change to the Flood Risk and levels are still dropping. Blocked drains in the village have been reported.
24.64 Play Area and Recreation Ground – the playground inspection will take place on 26th March.
8. Planning Applications
24.65 No planning applications were received.
9 Items for Action and Resolution
24.66 To consider progress on the Neighbourhood Plan – household survey
The household survey has gone out and 49 people have filled it in so far, which is a good rate of return.
24.67 To discuss the Winterborne Kingston bus shelter
Designs for the bus shelter were circulated at the meeting. Comments to be sent to Cllr Jessopp by the April meeting.
24.68 To discuss the upkeep of the Allotment Field
New trees due to be planted at the end of the month. The Bridleway is being kept clear. It was noted that it would be beneficial to have pathways cut going around.
10. To consider items for the Winterborne Kingston Village Meeting
24.69 The following items will be discussed:
• Neighbourhood Plan
• Allotment Field
• Flooding
11. To final arrangement for the Community Governance Review
24.70 The first meeting is set for 16th April at Winterborne Zelston – at this meeting they will elect a Chairman etc. The Parish Meeting agenda to be sent out week beginning 23rd March. There will be two meetings a year. Thanks were given to the Cllr Sorrell and Cllr Randall for all their input – their presence at the Parish Council will be missed.
11. Parish Councillors’ reports not covered by item 8
24.71 Cllr Andrews asked what was being done about the hedge at the village hall. Cllr Langdown was actioning this.
24.72 Cllr Jessopp has been given tree warden and ancient monument paperwork
12, Correspondence receive since the agenda was set
24.73 There was none.
13. Items for the April agenda
There being no further business, the meeting closed at 19.50