Motcombe Parish Council  DRAFT      
MOTCOMBE PARISH COUNCIL
Minutes of the Parish Council Meeting held on Tuesday 12th January 2010 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 W Lancaster
   Cllr S Rogers
   Cllr M Lloyd
   Cllr K Stedman

Cllr A R Cattaway – Dorset County Council
   Cllr N Mason – North Dorset District Council  
In attendance: Mrs Nicola Phillips (Parish Clerk)
   There were approximately 40 members of public
   
  
The Chairman opened the meeting with the Public Consultation Period.

Mr M Lee thanked the Chairman for supporting the proposal for a project to try to keep the local shop and Post Office open.  The Chairman reported that he would be sure that the Council would support the project and a further meeting will be arranged to discuss details after the Public Meeting on the 31st January 2010 (1130 a.m. at the Memorial Hall). This has now been widely publicised.

Mr A Buck expressed concern over the proposed planning application for the Royal Oak site.  Concern was also expressed from other members of the public regarding the application.  The Chairman reported that the Council’s Planning Committee will be meeting on the 18th January 2010 at the Methodist Church Hall at 7pm, which is open to the public.  He has invited a reprehensive from Hall & Woodhouse to attend who would hopefully answer any questions.  Cllr Phillipson reported that he had been in contact with the Planning Officer – Mr D Randall who has informed him that he has received letters of objection which will be looked at with the Application.

120. Apologies for Absence
There were no apologies for absence.

121. Declarations of Interest
Cllr Odell declared a personal interest regarding the 106 money allocations for Play Equipment.

122. To agree the Minutes of the Parish Council Meeting dated the 8th December 2009 and to receive an update on any matter arising                        
Cllr Lancaster suggested that the names of the correspondence should be listed at each meeting under correspondence.  This was AGREED>

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 November’s meeting.  The following was noted:
• Cllr Cattaway to follow up the requests from the Parish Council regarding additional signs for the Village whilst the A303 is being repaired.  Cllr Cattaway reported that he had sent a request to the Highways Agency dealing with this matter which requested weight restriction signs to be erected at the entrances of the villages around the diversions set out.
• Adoption of the Telephone Box.  The Clerk reported that this was an ongoing project and concern was raised regarding the cost of lighting.  After debate it was agreed to have all electrical connections removed from the telephone box before the Council adopt it to prevent electricity costs being raised.
• Other matters arising will be dealt with under agenda item 5 – Finance

123. Dorset County and North Dorset District Councillors
Cllr Cattaway- DCC reported that the County Council has improved their performance on previous years and following an inspection received a grade 2, which means that the Council is performing well.  It was further reported that Dorset County Council was the only Council in the South West area to have performed well in all categories. The Chairman congratulated Dorset County Council on their achievement.
Cllr Cattaway reported that the County Council is in the process of setting their budget for 2010/2011.  He added that County Council is hoping not to increase the budget by more than 3%.  He went on to say that County Council have not yet ran out of grit and have 10 days supply in storage and have ordered more if required.
Cllr Phillipson expressed concern over the road (The Street and Elm Hill) not being gritted in the Village.  Cllr Cattaway AGREED to look into the priority road list for gritting. Cllr Phillipson continued to report that due to the weather the B3081, Gillingham to Wincanton road has many pot holes in it and as this will be the route for diverted traffic for heavy vehicles from the A303, could the road be repaired before the diversion is put into place.  Cllr Cattaway AGREED to take this matter to Highways at County Council.
Cllr N Mason – NDDC reported that North Dorset District Council had also been audited and that they had come top in Dorset.  It was further reported that the only concern that NDDC have is that their communication was considered poor, which will be looked into.
124.  Finance
The Clerk circulated the Payment Schedule for December 2009, which is for the sum of £1253.01 in total.  The Payment Schedule was AGREED by all Councillors. 

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

The Chairman asked Cllr Lloyd to brief the Council on the Grant Applications received and the bids for the 106 money for Play Equipment.

Cllr Lloyd explained that applications for the annual grant were received from St Mary’s Church, the Allotment Association, Dorset Disability Action Group, the Youth Club, Motcombe Pre-School and Motcombe Scouts.

After debate it was proposed, seconded and AGREED to grant the following:
• St Mary’s Church      £350.00
• The Allotment Association    £250.00
• Dorset Disability Group   £200.00
• The Air Ambulance    £200.00

Totaling £1000.00 out of the budgeted annual grant money.

RESOLVED to grant St Mary’s Church £350.00, The Allotment Association £250.00, Dorset Disability Group £200.00 and the Air Ambulance £200.00 from the grant money budgeted for 2009/2010. Totaling £1000.00 (2010/124 – Budgetary provision – grants)

The Council went on to debate on the bids for the 106 money for Play Equipment.

After debate it was proposed, seconded and AGREED with four in favor, three against and two abstentions to grant the 106 money for play equipment to the following:
• Motcombe Pre-School    £75.00
• Motcombe Play Area     £3051.00
• Motcombe Scout Group    £1000.00
• Motcombe Youth Club    £1300.00
• Motcombe Youth Club – Teenage shelter  £5000.00

Totaling £10426.00

This will not affect the agreed sum which the Pre-School, the Youth Club, the Scouts and the Play Area will receive each year until 2011 of £750.00 to be spent on play equipment with at least two written quotes to enable the Council to pay for the equipment on behalf of these youth organisations.

RESOLVED: to grant Motcombe Pre-School, toddler group £75.00, Motcombe Play Area £3051.00, Motcombe Scouts Group £1000.00, Motcombe Youth Club £1300.00. Motcombe Youth Club £5000.00 for the Youth Shelter.

Totalling £10426.00 (2010/124a budgetary provision – 106 Money for Play Equipment)

Cllr Odell noted that a Cycle Track for the youth of the Village was something that the Villagers had requested on the Motcombe Meadows.  After debate it was stated that any further request for this project could be funded by other means.

125. Planning
There were no Planning Applications to report on.

126. Chairman’s Report
The Chairman had nothing to report.

127.  Officers Report
Cllr Rogers reported that progress on the project for the Motcombe Meadows Path/bridges has been hampered by the bad weather. He added that the funding from the Liveability Grant will be released with the understanding that the project will be finished before March 2010.  Cllr Rogers reported that on the 6th and 7th March 2010 has been allocated for the planting of the trees.  A notice has gone into the Villager asking for support from the residents of the Village as well as the Councillors.  It was recommended that St Johns Ambulance and the Red Cross should be present on these days.  Cllr Lancaster and Cllr Odell AGREED to contact these organisations requesting their presence.

Cllr Leask reported that he has received requests for Grit bins in the Village.  Cllr Cattaway reported that Dorset County Council is happy to support the Council in supplying the grit and advice on where the grit bins should be positioned.  He added that County Council may even help in supplying the grit bins.  It was AGREED for the Clerk to investigate this further.

Cllr Stedman reported South West trains have a new time table.  He continued to report that National Express Coaches on the 0333 service will not be servicing Gillingham.  It was also reported that the Greyhound services from Salisbury to London will not be servicing Southampton, which should save some time on the journey. 

128. Clerks Report
Nothing further to report.

129 Correspondences
The Chairman reported that he had received a letter from Motcombe Memorial Hall and Recreation Field Trustees informing the Council that the Hall Car Park is for use of the Hall users who have paid for that use and not the local residents or for people taking their children to the school.  The letter had been circulated to all councillors in order to gauge opinion. As a result of the level of concern expressed it was agreed that the Chairman should contact the Chairman of the Trustees in order to come to an agreeable resolution. 

The clerk read out the correspondence from the following:
• NDDC - regarding a proposed new traveller site which has not yet been agreed and that further correspondence will be sent in the near future.
• NDDC – proposed draft housing strategy for 2010-2012, Cllr Rogers took this information.

130. Urgent Business
There was none.

131. Press Release
There was none.

132. Date of next meeting
9th February 2010 at 8pm.

There being no further business, the meeting was closed at 10.10pm