Motcombe Parish Council        

Minutes of the Parish Council Meeting held on Tuesday 10th November 2009 at Motcombe Memorial Hall, Motcombe. Dorset.

Present:    Cllr A Cardy  Chairman
Cllr A Leask  Vice-Chairman
   Cllr J Phillipson
   Cllr A Cannon
   Cllr J Odell
   Cllr K Stedman
   Cllr W Lancaster
   
In attendance: Mrs Nicola Phillips (Parish Clerk)
   There were five members of public
   Cllr Cattaway DCC
   PC Persons and Chris Mullins – Support Officer
  
The Chairman opened the meeting with the Public Consultation Period.

Mr Bond referred to the Village and asked about provision of a shelter for the teenagers of Motcombe Village. Mr Bond went on to say that he was in support of a Teenage Shelter in principal but the location of the shelter should be considered carefully.  Mr Bond asked the Council for confirmation that there is a sum of £20,000.00, given by Bloor Homes to the Council, available for Play Equipment.  The Chairman confirmed that there is £20,000.00 allocated to Play Equipment but that there are conditions set out by NDDC and the 106 Agreement of how the money can be spent.  The Chairman continued to report that a letter will be sent to local youth organisations in order gauge their opinion on what equipment is required and setting out the correct process to follow.  The Chairman said that this way all of the organisations will have a chance of applying for funds allocated to Play Equipment.

Mr Bond asked if the Council have costings for placing the concrete base for the Shelter.  The Chairman stated that the Council do not yet have the cost.  Mr Gordon reported that he has received one quote of £1000.00 but is still waiting for further quotes.  Mr Gordon said that the sighting of the Shelter has been discussed with the Youth Club, the Village Hall Committee and the Police and that they felt it would be best sighted adjacent to the Basket Ball Court.  It was reported that Motcombe Play Area Group are not opposed to the Shelter but are concerned about the location. Cllr Odell reported that at the time of the 106 money being given to the Council, herself and other Councillors visited the group leaders of the local youth organisation and asked them what they would like.  This was then reported back to the Council at the time and it was proposed and agreed to give smaller amounts of money to the respective originations over a five year period for Play Equipment.  After further debate it was agreed that the Village Plan working group would be involved with the Teenage Shelter project and would report their findings to the Council.

Mr D Tucker expressed concern over the sighting of the Teenage Shelter. He is not against the shelter in principal but only the proximity to his residence.  Mr Tucker felt that the Motcombe Meadows (18 Acres) was a better location. Mr Moss requested that he be added to the list of Local Organisation for the Youth.

The Chairman asked PC Julie Pearson to give her report to the Council.  PC Pearson started by introducing PC Chris Mullins – Support Officer covering Shaftesbury but from January 2010 Mr Mullins will be supporting PC Persons in Motcombe.  PC Pearson reported that unfortunately the crime rate in Motcombe has increased in the past month.  It was reported that vehicles have been stolen and items removed from gardens and garages in the Village.  PC Pearson once again reminded the residents of Motcombe to ensure that all garages and sheds are locked and alarmed if appropriate.  She continued to report that on the 24th & 25th October a significant amount of criminal damage had been done to properties and cars, including graffiti and smashing of windows.  PC Pearson asked for the residents to be more vigilant for the run up to Christmas and to make sure that valuable items are not visible in cars and that items are kept out of sight in the home. 

90. Apologies for Absence
Cllr Rogers and Cllr Mason.

91. Declarations of Interest
There were none.

92. To agree the Minutes of the Parish Council Meeting dated the 13th October 2009 receive an update on any matter arising                        
Cllr Stedman asked for an amendment to the minutes under item 85, the officers’ reports read “Shaftesbury and Gillingham Home Watch” and it should have been the “Police Safer Neighbourhood Team”. On the same page it read “new Community Police Inspector” and should have read “District Police Inspector”. These items were amended in the Minutes. The Minutes were proposed, seconded and agreed as a true and accurate record and were signed by the Chairman.

The Chairman went on to review the matters arising from the October meeting.  The following was noted:
• The Public Meeting regarding Motcombe Pedestrian and Traffic Project has been arranged for the 18th November 2009 at Motcombe Village Hall from 1-8pm. Councillors will be in attendance on a shift basis.
• The Teenage Shelter request for funding is ongoing until further consultation with the other youth organisations has been achieved.

93.  Allotments
Cllr Phillipson stated there is nothing to report on the Allotments at the moments.
 
94. Motcombe Pedestrian and Traffic Project – Road Trial
The Chairman requested that Councillors attend the Public Meeting on the 18th November 2009.  The following Councillors agreed times to attend which are as follows:
• Cllr Stedman 1-3pm
• Cllr Phillipson  3-4pm
• Cllr Leask  4-5pm
• Cllr Lancaster  6-7pm
• Cllr Lloyd and Cllr Cardy 7-8pm
Cllr Cattaway stated that he will also attend during the day.

95. Dorset County and North Dorset District Councillors
Cllr Cattaway reported that Dorset County Council is carrying out a three month consultation on the transformation of Adult Social Care which is required by Central Government.  DCC are required to offer Adult Social Care organisations personal budgets to spend as they wish on improvements to adult social care.  It was further reported that DCC will now be charging for the use of Day Care Centers as they can no longer afford to provide this service free of charge.  Cllr Cattaway asked the Council to consider any older people receiving Social Service in the Village and to make sure that they are included in the consultation process. 
Cllr Cattaway reported that in February a County Council re-shuffle for County Hall will be taking place.  He reported that last year out of twenty eight Councillors fifteen of them were newly elected.  Cllr Cattaway reported that the first Full Council Meeting since the election will be held on the 12th November to start discussion on the budget and precept for 2011.
The Chairman asked if there is any further update on the A303 closures.  Cllr Cattaway reported that there will extra policing in the area and that surveys will be completed on the conditions of the local road before and after the closures.  He continued to report that the Traffic Lights in Gillingham will be controlled from County Hall to try to enable traffic to run smoothly through the diversions.
Cllr Cattaway stated that he will follow up the Council’s request for a Low Bridge sign to prevent the road being closed due to heavy traffic using the Village as a quick route.
96.  Finance
The Clerk circulated the Payment Schedule for October 2009.  The Payment Schedule was AGREED by all Councillors.  Cllr Phillipson requested that the Clerk send details of higher interest accounts for the reserve money.

The Clerk circulated the Financial Update.  This was AGREED by the Councillors.

The Clerk was instructed to advertise that grants are available from the Parish Council for local organisations.
           
97. Planning
The Clerk reported that she had received a planning decision from NDDC – 2009/0722/PLNG, Land at the Vicarage – Out line panning permission.  NDDC refused this application.

The Chairman asked Cllr Lancaster to provide a review the Planning Process as proposed at the September meeting.

Cllr Lancaster reported that under standing orders 12e, the Planning Committee is agreed after the AGM.  She continued to state that she felt that two people looking over the Applications received was not enough and that if it was not for the old Planning Process certain planning applications could have slipped through and areas of beauty would have been lost.  Cllr Lancaster continued to state that by re-instating the old Planning Process the Council are seen to be doing their duty in contacting the nearby residents of the persons applying for Planning to ensure that they are aware of them and have no objections to them. 

Cllr Odell reported that the new procedure had not disbanded the Planning Committee as it only considered non controversial Planning Applications. Cllr Lancaster and Cllr Odell would look over the application and speak to the neighbours of the applicants ensuring that they are aware of the application.  If for any reason either party does not agree then a Planning Meeting would be arranged with the Planning Committee. 

After debate on this matter is was proposed that the Planning Trial be discontinued and that all Planning Application will be seen by the Planning Committee, which comprises of a minimum of three members.  The proposal was seconded and five were in favour, two against and one abstention.

RESOLVED: that the Planning Trial is discontinued and that all Planning Applications will be seen by the Planning Committee, which comprises of a minimum of three members. (2009/97 – no budgetary provision)

97. Chairman’s Report
The Chairman reported that the budget for 2010 is to be reviewed and brought to the meeting in December.  He added that he would like to see little or ideally no increase in the Budget. 

The Chairman reported that the minutes will be drafted by the Clerk and proof read by the Chairman and released to the Councillors within ten days of the meeting.

98.  Officers Report
Cllr Phillipson reported on the Working Group Meeting regarding the Village Plan.  The report covered:
• Road Safety and Traffic Control Management
• Street Lighting Improvements
• Transport Needs
• Future Development Policy
• Nature Reserves and Country Side Issues
• Young People Facility Provision
• Preparing for Future Generations
A full report can be obtained from the Parish Clerk or from the Website.

From the report it was AGREED for the Clerk to investigate the cost of Street Lights outside the Village Hall and to report back at the next meeting.
Action – Clerk
Mr Stedman reported that Shaftesbury and Gillingham Neighborhood Watch will not be producing their news letter in the future due to the Safer Neighbourhood producing one.  This means that there will not be a membership fee for next year.

Cllr Cannon reported that the Car Park signs have been erected.  He said that the Tree Planting Working Party is working towards January and February to plant for the spring.  Cllr Cannon reported that the planed work on the Foot Path is being linked with the water pipes being installed for the Allotments, but that the wet weather has held the project up.  He added that the Council may have the obligation to replace any trees which die in the first few months of planting and to have the obligation to maintain the trees for the future.

Cllr Lloyd requested that the times for the Council’s meetings need to be put on the Website.
It was further requested that Village Plan be linked to the Council’s Website.

Cllr Lancaster reported that the Village Hall Committee is looking to increase the cost of hiring the Village Hall.  She added that the Village Hall Committee will be holding fund raising events in the autumn.  The event will be a Nosh and Knees Up on the 21st November 2009.

99. Clerks Report
Nothing to report.

100.  Correspondence
The Clerk read out the correspondence received.  The only action required is for the Clerk to complete the Application Form to Adopt the Telephone Box outside the Village hall.

101. Urgent Business
There was none.

102. Press Release
There was none.

103. Date of next meeting
8th December 2009 at 8pm.

There being no further business the meeting was closed at 9.40pm