Motcombe Parish Council  DRAFT      
MOTCOMBE PARISH COUNCIL
Minutes of the Parish Council Meeting held on Tuesday 15th June 2010 at 8pm at              Motcombe Memorial Hall, Motcombe. Dorset.

Present:    Cllr A Leask  Chairman
   Cllr J Odell  Vice-Chairman
   Cllr J Phillipson
   Cllr A Cannon
   Cllr K Stedman
             Cllr S Rogers
   
In attendance Mrs Nicola Phillips (Parish Clerk)
   There were four members of public
   
  
The Chairman opened the meeting with the Public Consultation Period.

A thank you went out to the Council, especially Cllr Rogers and Cllr Cannon for their achievements with the paths at the Allotment site.  It was also noted that a letter of thanks had also been received from a member of the public regarding the same project.

It was reported that the Youth Club had met with Motcombe Village Hall Trustees and have both agreed to proceed with the Youth Shelter project.  It was noted that the Planning Application is underway.

The Clerk was asked to confirm whether the Youth Club wait for the Council to order the equipment requested.  The Clerk informed them that they can order the equipment which has been agreed and to have the invoices sent to the Parish Council for payment.

It was reported that the owner of the house attached to the Village Shop has requested the removal of the notice board attached to his property.  The Chairman reported the he has informed the owner to forward his request in writing to the Clerk.  It was also noted that the Community Shop Committee would be happy to discuss with the Council a new board or to re-position the existing board around the site of the shop.

191. Apologies for Absence
Cllr N Mason, Cllr M Lloyd.

At this point the Chairman reported that Cllr W Lancaster had handed in her resignation to the Council.

192. Declarations of Interest
Cllr Rogers, Cllr Odell, Cllr Leask, Cllr Stedman, Cllr Phillipson and Cllr Cannon declared a personal interest regarding the Community Shop due to being share holders.

193. To agree the Minutes of the Parish Council Meeting dated the 11th May 2010 and to receive an update on any matter arising.  
There were amendments made to the minutes which are as follows:
• 177 Cllr Phillipson declared an interest in the Village Shop as a shareholder.
• 187 should read stall not store in two locations
• 181 to add ‘indicating that there would unlikely to be any support from NDDC’
• 185 to add ‘Cllr Phillipson had been advised that a new village action group had been set up to ‘Save the Royal Oak’
• 180 should read siting not sighting

The Minutes were amended and it was proposed, seconded and agreed that the minutes are a true and accurate record and were signed by the Chairman.

The Chairman went on to review the matters arising from Mays meeting.  The following was noted:
The Clerk informed the Council that she had spoken to a lady named Susan who works for Robert Davis, the owner of the employment site in Motcombe.  It was reported that the project is still work in progress and due to legal obligations could not give any further details.

194. Dorset County and North Dorset District Councillors
There was nothing to report.
195. Youth Shelter
The Chairman reported that he had contacted the Chairman for Motcombe Village Hall Trustees and confirmed that the Trustees have agreed with the Youth Club that they can continue with the Youth Shelter Project.

196 Community Shop and Post Office Venture
The Chairman congratulated the Community Shop Committee on having achieved a great job in obtaining the Village Shop.

197. Notice Board in Village
The Chairman confirmed that he has received a request by the owner of the house next to the Village Shop to have the notice board removed from his premises.  It was AGREED for the Clerk to obtain quotes for new notice boards for next month meeting.
 Action - Clerk

It was also AGREED for the Clerk to obtain quotes for the sign writing of the Parish Council Notice Board in the Village Hall.
 
198. Finance
The Clerk circulated the Payment Schedule for May 2010, which was for the sum of £1167.46 in total.  The Payment Schedule was AGREED by all Councillors.

It was requested that the Clerk contact each of the Groups which have been allocated 106 money or grants confirming the procedure of claiming the money from the Council.
Action - Clerk

199. Planning
The Clerk reported that the Council had received planning application 2/2010/0400 – The Old Kennels, Motcombe – it was noted that there was no objection to this application.

200. Chairman’s Report
The Chairman reported that he will not be able to attend the meeting in July and that Cllr Odell – Vice Chairman will be chairing the meeting. 
The Chairman reported that he had received an invitation to the induction for Rev Eve Pegler – Team Vicar of Shaftesbury on Wednesday 21st July at 7.30pm and that he would not be able to attend.  Cllr Phillipson AGREED to attend on behalf of the Council.  The Chairman continued by reading out a letter of thanks from Mr A Duff regarding the hard work that has been achieved in the Motcombe Meadows.  The letter also expressed concern regarding horse riders using the new paths instead of the allocated bridle ways.  After debate it was AGREED for the Chairman to contact the lady in question asking her not to use the pathways.
Action – Chairman
The Chairman reported that he had received a letter from a resident regarding nuisance of Children in the street.  It was AGREED that the Chairman would suggest that the resident in question talks to the child’s parents.

201. Officers Report
Cllr Stedman confirmed that there are no plans which he knows of for any bus routes in Motcombe changing in the near future.  He continued to report that there is a new train timetable out.  Cllr Stedman reported Motcombe, Shaftesbury and Gillingham Homewatch Group are meeting on the 17th June at 3pm at Motcombe Village Hall for a cream tea and that the Councillors have been invited.

Cllr Phillipson reported that the Royal Oak Action Committee have given out questioners to gage public comments.  He continued to report that Hall & Woodhouse have only until September 2010 to appeal against the Planning decision NDDC gave as planning was not granted.  Cllr Phillipson reported that there has been a caravan parked on the road by the Church.  The Chairman reported that this had been reported to the Police and has now been removed.

Cllr Cannon reported that there are not enough dog bins in the area of Motcombe Meadows and requested that the Council purchase a dog bin/ universal bin to be placed in the area.  This was proposed, seconded and agreed for the Clerk to obtain an additional bin for the Motcombe Meadow.

RESOLVED: for the Council to purchase a universal bin to be placed at the Motcombe Meadows site. (2010-201, Motcombe Meadows – Health and Safety)

Cllr Cannon reported that pads have been laid ready for two picnic benches to be fitted.  The cost of the benches has been quoted at about £500.00 for a recycled, hardwearing bench and £530.00 for the same bench with disabled access.  It was AGREED to obtain that remaining money from the Livability Fund which was allocated for footpaths/gates and seating.

Cllr Cannon produced a draft copy of signs which he proposes to place at the entrance of Motcombe Meadow.  These signs show a map of the area and the regulations of how the area should be used.  After debate it was AGREED that Cllr Cannon will circulate these signs to all Councillors for their opinion and then forward the details to the Clerk for payment. 

Cllr Rogers reported that the invoices for the work achieved on the Motcombe Meadows site had been received which is for the sum of £8100.00 in total.  He continued to report that £8000.00 will be paid by the Liveability Grant and requested that the Council pay the extra £100.00.  It was proposed, seconded and agreed that £100.00 will be paid by the Council towards the work achieved on the Macomb Meadows site.

RESOLVED  for the Council to pay £100.00 towards the work achieved on the Motcombe Meadow site. (2010-200a – Motocmbe Meadows Project)

Cllr Rogers reported that a member of the public had approached him concerned that dogs are allowed to run off leads around the Motcombe Meadows and that her dog is now too scared to walk in this area.  It was agreed to place a note in the Villager reminding all dog owners that dog’s area allowed at the Motcombe Meadows site as long as they are kept under control.
Cllr Rogers reported that he had received a quote for cutting the grass in the Car Park area from Gillingham Town Council, which is not expectable and asked the Clerk to arrange a site visit from Gillingham Town Council to ensure they are quoting the correct area.
A special thanks went out to Danny and Heather for looking after the trees.

202. Clerks Report
Nothing to report.

203 Correspondences
The Clerk read out the following correspondence:
• Letter from Dorset Area of Outstanding Natural Beauty requesting that the fingerposts in villages are preserved and not replaced.  They are asking for a list of fingerposts in Motcombe.
204. Urgent Business
The Chairman asked that Council if they would be happy to give a small gift to Mr Cardy and Mrs Lancaster as a thank you for all the years they supported that Council.  This was AGREED.

Cllr Odell requested that the Council meet half an hour before the Council Meeting which will enable them to view any correspondence and to talk about the meeting, which should resolved in saving time in the meeting.  This was AGREED.

205. Press Release
There was none.

206. Date of next meeting
13th July 2010 at 8pm.

There being no further business, the meeting was closed at 9.30pm