Minutes of the Parish Council Meeting held on Monday 5th February 2024.
Present: Chairman Cllr Turner, Vice Chairman Cllr Winder, Cllr Hurlow, Cllr Worley, Cllr Finch, Cllr Cormack, Cllr Hamer, Cllr Palmer-Smyth and Cllr Hilder.
Attendance: Mrs Sally Upshall – Clerk.
There were 12 members of the public present.
The Chairman opened the meeting by welcoming those present and announced the Domestic Notices. The Chairman asked if anyone present wished to record the meeting, there was no requests. The Chairman reported that he will be recording the meeting only for clarification for the minutes, this recording will be deleted after the minutes have been produced.
- Apologies of absence – Cllr Finch and Cllr Holdship.
Public Questions – There were none.
To note any declarations of interest and request for dispensation. None.
- Approval of the minutes – The minutes of the meeting that was held on the 4th December 2023 were approved.
- To consider planning received –
Cllr Winder gave an update re Tess Square and Butts close plus any other applications from the last two months that have been considered by the Parish council. The Parish Council have yet to be informed when the Tess Square and Butts close application will be heard at the Dorset Council committee meeting.
For approval at this meeting:
P/LBC/2024/00503
Chapel House Sackmore Lane Marnhull Dorset DT10 1PN
Install replacement windows with new sliding sash single glazed wooden windows
Chapel House in Sackmore Lane was a congregational chapel and was Grade II listed in 1960 and converted into a dwelling in the 1970s. The building currently has 22 years old wooden windows that are out of character with the original look and feel of the building. The applicant seeks approval to replace the windows with new ones which will also be wooden, single glazed and with thinner glazing bars. They sought pre-application advice from the conservation officer at Dorset Council in 2023 and the current application reflects the advice given. It will enhance the appearance of the property, replace rotting frames and have no heritage impact on the conservation area. Recommendation is NO OBJECTION
P/HOU/2024/00569
Orchard House Burton Street Marnhull Dorset DT10 1PS
Erect Car Port
Orchard House in Burton Street is also Grade II listed. There have previously been various planning applications granted to improve the property the latest ones in 2020 to turn a cow shed into a gym and stables into an annexe. This application is to provide covered parking for the property. The plan is to build a traditional style car port for three vehicles within the driveway. The car port will be an oak framed construction with a roof of second hand clay tiles to match the other buildings within the curtilage. Whilst the location of Orchard House is central to the conservation area the proposed location of the car port is not visible from Burton Street being behind stone walling and solid gates. We anticipate that Dorset Council’s Conservation Officer will review the application but we can see no reason for MPC to object. Recommendation is NO OBJECTION.
Both applications unanimously resolved with no objection by Councillors.
Accounts – The Payment Schedule for February 2024 for the sum of £2210.09 had been circulated, this was agreed and signed by the Chairman.
Notice Board – Cllr Hamer reported that both the Village Hall and Parish Councils notice boards at the Recreation Ground entrance need replacing. She will gain the three quotes needed for their replacement and forward to Councillors. It was proposed by Cllr Hamer that the Parish Council purchase a new notice board after the receipt of the necessary quotes, seconded by Cllr Worley and all were in favour.
Items for Discussion.
Elections – The clerk has circulated a schedule of dates in relation to the election. The Chairman will add something to the Marnhull Messenger and the Village Facebook site to advertise and promote any members of the Village who wish to stand for the election of Councillors.
Recent Correspondence with Cllr Carr-Jones – Cllr Carr-Jones reported that Mr Crocker had requested a meeting with Dorset Council planning and the Parish Council. Dorset Council planning have declined a meeting and have requested Mr Crocker engage with the Neighbourhood Plan Group. Cllr Carr-Jones will set a meeting up with the NP group and Mr Crocker to include the Chairman and Vice Chairman.
Contract Renewals this year – The clerk reported that there are not any big renewals coming up this year.
Parish Meeting in May – The Parish Council need to hold the Parish Council annual meeting and the Annual Meeting of the Parish in May. The Chairman would like to consider better ways of running the Annual Meeting of the Parish to encourage more members of the Village to attend. The clerk will set some dates for these meetings within the election timescales.
Burton Street Telephone Box – The Chairman noted that there are no on going volunteers for the management of the phone box and should anyone in the Village have any ideas or would like to take this on then the Parish Council would be happy to hear from them.
St Gregory’s Church Yard tree work – There is an overgrown tree in the church yard which is meaning that the squirrels are getting onto the church roof and damaging the lead. Cllr Hamer will ask Phil Buttress if he is able to do the work necessary and liaise with the Church.
Tennis Club lease update – Cllr Winder explained that there was some changes needed for the new lease and it is currently with the solicitors for checking and he is awaiting feedback.
Marnhull Emergency Response plan –
Draft Marnhull Emergency Response Plan (MERP) – David Jardine-Smith gave an update on the draft plan that himself and Ann Penson-Davis have draw up. This includes the below points:
- Marnhull Parish Council (MPC), at its meeting on 6 November 2023, asked Marnhull Village Care (MVC) to consider the matter of disaster planning for the parish. MVC have broadened this remit to cover parish emergency preparedness as a whole, and have prepared the draft emergency response plan accompanying this note for MPC’s consideration. MPC may wish to seek comment on the draft from the Dorset Civil Contingencies Unit – who may also wish to hold a copy of the final plan.
- The Dorset Local Resilience Forum (LRF) set up as a result of the Civil Contingencies Act 2003 has produced detailed guidance on community involvement in emergency planning – see dorsetprepared.org.uk/community-involvement. This includes a Community Emergency Plan template. The draft attached does NOT conform to this template. This is partly because the LRF template is focussed on major incidents and partly because Marnhull already has a support network in MVC.
- Items in the template missing from this draft – except in general terms – include: • the roles of a Community Response Team • Community Response Team triggers and an activation diagram • key agencies’ contact information (which should be provided at the time or is accessible online) • an incident summary log sheet • a Community Response Team meeting agenda • the Dorset Community Risk Register (which includes risks inapplicable to Marnhull) • local risk assessment documents; and • notes on a community sandbag store and places of safety.
- The template is complex, and so is maintaining such a plan, keeping it up to date and ensuring that it is understood by all those who may have to implement it. A generic approach is considered more useful for our scale of operation.
- That said, MPC may wish to consider particular items from the template which, while mentioned in the draft, are not yet included in it in detail. These include: • details of vulnerable people within the parish; and • a localised risk register.
- MPC are invited to consider the draft attached and, if approved (amended as necessary), appoint a Councillor to take the portfolio forward. This officer is referred to as the ‘MERP Lead’ in the draft plan. Early work will include the completion of Annexes 1 & 2 – the contact details of plan-holders and details of local resources that might be called upon in an emergency. MVC will be happy to assist this Councillor as required.
- The LRF have prepared a leaflet, ‘Dorset Prepared – home emergency action plan’, and a card, ‘Emergency grab bag – what should you put in it?’, aimed at preparing households for major emergency response. MPC may wish to consider distributing copies of these documents and placing them on the MPC website.
Marnhull Parish Council approved the draft plan and thanked David and Ann for all their hard work. Cllr Palmer-Smyth volunteered to take this on as her portfolio and will liaise further with Marnhull Village Care around this and publishing the plan.
Damage to the wall at entrance to Recreation Ground – The clerk explained that there was some damage to the wall, Cllr Hurlow will have a look and get some quotes for any repairs.
Silver Jubilee plaque – Cllr Hurlow will have a look at this and report back to the Council.
Cllr Hurlow requested that the clerk order a new large dog waste bin for the Recreation Ground.
Increase in payment for Litter Services – The clerk explained that Ian Kerr has increased his prices and this will be an extra £20 per month. This was proposed by the Chairman that the Council accept this increase as he does a fantastic job seconded by Cllr Winder and all in favour.
Neighbourhood plan Update/Headline Summary of the Survey – Cllr Cormack gave a summary of key responses from the Parish Survey carried out in November/December. She thanked residents for completing the questionnaire (503 returned) and said that a full report would be published shortly. There was clear consensus on key issues such as maintaining the character of the parish; not exceeding the planned increase in housing; road safety, etc. This would be reflected in the neighbourhood plan. Work on the conservation area appraisal and an ecological survey being undertaken by Marnhull Green Teams were continuing and Cllr Cormack recommended the council support the cost of acquiring data from UK Centre for Ecology & Hydrology which would enhance this process.
New Hosting for the website and email – Transferred to next agenda.
The Chairman reported that he had received an email from the Garden Club regarding some funding for a fourth defibrillator around the Spar end of New Street. Cllr Winder will speak to Tom the owner and see if he would consider siting it at the shop, the Parish Council would then need to consider any additional funding.
Date / Times of next meeting
Monday 4th March 7pm in the Village Hall.
There being no further business the Chairman closed the meeting at 8.30 pm.
Signed by the Chairman…………………………………. Date ……………………….