MINUTES OF THE ANNUAL MEETING FOLLOWED BY AN ORDINARY MEETING
OF THE PARISH COUNCIL HELD ON
TUESDAY, 14th July 2020
AT THE ANNE BIDDLECOMBE HALL RECREATION GROUND, TARRANT KEYNESTON AT 7pm
Present: Councillors Beale, Cossins (Chairman), Deketeleare, Eaton, Garland, Munford, Thomson and Topliss
In attendance: County Councillor Brown, Clerk Mrs Huck
This meeting was held outside whilst observing social distancing.
1. ELECTION OF CHAIRMAN OF THE COUNCIL
RESOLVED that Cllr James Cossins, nominated by Cllr Garland, seconded by Cllr Thomson and as the only nominee, was unanimously re-elected Chairman.
2. CHAIRMAN’S DECLARATION OF OFFICE
The meeting received the Chairman’s declaration of acceptance of office and undertaking to abide by the Code of Conduct.
3. ELECTION OF VICE CHAIRMAN OF THE COUNCIL
RESOLVED that Cllr Garland, nominated by Cllr Thomson, seconded by Cllr Topliss and as the only nominee, was unanimously elected Vice-Chairman.
4. VICE CHAIRMAN’S DECLARATION OF ACCEPTANCE OF OFFICE
The meeting received the Vice Chairman’s declaration of acceptance of office and undertaking to abide by the Code of Conduct.
5. APOLOGIES FOR ABSENCE
Apologies for absence were received from Cllrs Harding, Parker and Sweetland.
6. DECLARATIONS OF INTEREST
The Chairman declared an interest in Minute 20 in that he was party to the planning application.
7. REPRESENTATION ON GEORGE GALPIN’S ALMHOUSES TRUST 2019 - 2023
RESOLVED Cllr Garland continue to be the Council’s representative for the George Galpin’s Almshouses Trust, with the four year term having started in 2019 and so this being the second year.
8. APPOINTMENT OF COUNCIL REPRESENTATIVES
RESOLVED that following Council representatives be appointed:
a) Tarrant Keyneston Recreation Ground and Village Hall Trust – Cllr Garland
b) Tree Warden and Rights of Way – Cllr Topliss and Cllr Harding (with the latter proposed
and accepting post the meeting.)
c) 2 DAPTC representatives – Cllr Eaton and Cllr Beale
d) Flood warden and Community Resilience – Cllr Deketeleare
e) Ancient Monuments Liaison Officer – Cllr Eaton
The Annual Meeting was then followed by an ordinary meeting of the Parish Council.
9. Minutes of the meeting held on 10th March 2020
The minutes of the March meeting were approved and signed by the Chairman. It had been AGREED the May meeting be cancelled due to the Coronavirus situation, with agreement having been reached by email exchange between councillors.
10. Report from the County Councillor
County Councillor Brown reported on Coronavirus matters including business grants, Highways department work on facilitating social distancing, cycle paths, sitting out licences for food outlets and fast track planning applications for businesses. Whilst Dorset Council had previously been discouraging visitors from out of county, the position had now moved to a more neutral one. Some leisure centres were due to reopen on 25th July. The Council was working closely with Public Health Dorset to facilitate Test and Track.
11. Open discussion of up to 30 minutes: members of the public may raise issues.
A resident had requested Cllr Beale raise the issue of a potential noise nuisance matter with music being played in the open air in Tarrant Keyneston. It was considered gathering of more information by the Chairman and Cllr Beale may help with the situation going forward.
Footpath opposite True Lovers Knot pub – Councillors thanked County Cllr Brown for his part in having the footpath restored to use by able and mobility users, bringing to a close work which had been outstanding for 18 months.
Directional sign - It was noted the directional sign at the Tarrant Keyneston crossroads had been severely damaged and had promptly been replaced.
B3082 proposed closure – short notice had been received of a possible 5 day closure of the B3082 commencing on 21st July. The Clerk would investigate to confirm, Cllr Thomson would notify those in Tarrant Keyneston Village Whatsapp group and Cllr Deketeleare undertook to putting a hard copy notice on the Tarrant Rushton noticeboard.
13. Presentation of financial statements for April, May and June 2020
The Clerk had previously emailed the financial statement showing full details of income and expenditure in the first 3 months of the 2020\21 year set against budget. It was:
RESOLVED the cheques shown on the May \ June statement and shown below be approved and signed.
(Note: the cheques on the April statement had been approved by email exchange.)
At agreed rate
Community First Insurance
14. Annual Governance and Accountability Return (AGAR) – approval of the Annual Governance Statement 2019/20
Council confirmed receipt and review of the Annual Governance Statement (Section 1) as circulated ahead of the meeting. The Clerk confirmed the accounts had been inspected by the internal auditor in June. The report had no matters to bring to the Council’s attention. It was also noted regulations had altered reporting timelines of the AGAR to allow for the Coronavirus lockdown situation and the need for a wet signature approval.
RESOLVED the Council approved and so instructed the signature of the Annual Governance Statement of the AGAR for the financial year ended 2019-20.
15. The Accounting Statements 2019\20 - approval
Council considered the Annual Return and the Accounting statements 2019-20 (Section 2) as circulated ahead of the meeting. It was:
RESOLVED the Council approved and so instructed the signature of the Accounting statements of the AGAR for the financial year ended 2019-20.
16. Certificate of Exemption from Limited Assurance Review
Council considered the Certificate following its circulation ahead of the meeting. It was:
RESOLVED the Council approved the signing of the Certificate ahead of its return to the External Auditor by 31st July 2020 and confirming Exemption from Review.
17. Annual subscription to the DAPTC
Council considered the membership of DAPTC and its benefits and in addition to working together with Dorset Council. The Clerk confirmed this year’s subscription would be £168.35. It was:
RESOLVED the Council continue its DAPTC membership for the 2020\21 financial year.
18. Council’s insurance arrangements and payment of the premium
Cllr Deketeleare queried the insurance cover and the Clerk confirmed it was for public and employer liabilities, assets, etc. The policy was available from the Clerk for inspection.
RESOLVED the long term agreement offer from the Council’s insurers be accepted, thereby setting the premium for 3 years at £217.
19. Employer Pension Auto Enrolment Scheme
The Clerk confirmed redeclaration had been completed and the Council was therefore compliant.
There had been no change, i.e., there was no financial commitment on the Council.
20. Development – Hillside – correspondence
(The Chairman declared an interest on the basis that he owned adjacent land and was a co-applicant for joint planning permission. The Vice-Chairman took the chair for this item. The Chairman stayed in the meeting to provide information as requested.)
The Clerk confirmed receipt of correspondence from the owner of Hillside in Tarrant Keyneston (March 2020 minutes refer.) The owner stated he believed the current building work creating an extension fell within permitted development, that it was his intention to demolish it as part of the site development within the next three years and agreed to hold a site meeting with councillors. Council had asked if planning permission was open ended and the Clerk stated this had been confirmed by the planning department.
RESOLVED the item be kept on the agenda, allowing for a site meeting to be held when the current Coronavirus restrictions change.
21. Fingerpost directional signs – Tarrant Rushton village and Golf Course junction
Cllr Harding was unable to attend this meeting and had provided an update via email beforehand. Both signs, by Ashley Wood Golf Club, and at the entrance to Tarrant Rushton village, have been removed, and are in the process of being refurbished. The post by the Golf Club has also been removed. The Club have agreed to pay £200 towards the cost of refurbishment, but have yet to have confirmation that the club’s name can be put on the Roundel at the top of the post, as indicated in earlier discussions.
22. Tarrant Keyneston Noticeboard – refurbishment
As above and via email, Cllr Harding confirmed the intention to imminently remove the board for refurbishment. The Clerk had checked it would be covered by the Council’s insurance whilst undergoing this.
23. Tarrant Rushton Initiative (Cycling) - in partnership with Whitecliff PPG
Cllr Harding believed this to be currently on hold. Cllr Topliss reported speaking with the project initiator, saying the intention appeared to be the provision of a tarmac track with occasional race days. Council considered potential issues of traffic and parking and would wait to hear more.
Cllr Topliss had some reservations on the weed clearance of the footway opposite True Lovers Knot pub; others did not foresee problems around this.
Cllr Beale raised awareness of the state of the path outside Simplers Joy in Tarrant Keyneston.
The Clerk confirmed repair of the manhole cover in the verge opposite Larksmead in Tarrant Keyneston.
25. VJ Day – 15th August 2020
Cllr Eaton confirmed commemoration events had been cancelled due to the current pandemic situation, with some consideration being given to it forming part of the November remembrance.
There was no outstanding information from DAPTC.
The Clerk had forwarded correspondence to councillors by email, highlighting a letter from Simon Hoare MP thanking all for their efforts during the pandemic.
28. Items for next agenda
Defibrillator running cost
House numbering (as part of Open Discussion item – the Clerk highlighted raising this as this point in the meeting would preclude any decision being taken.)
Website – accessibility compliance
29. Next meeting date
Set for 8th September 2020 though subject to the Coronavirus situation, with a further meeting date of 10th November.
Signed ……………………………….(Chairman) Date …………………………………….Signed ……………………………….(Chairman) Date …………………………………….