Present - Mr A Aylott, Mr P Bowler, Mr T Every, Mrs J Grocott, Mr P Hallett, Mrs T Hughes, Mrs J Haynes (County Councillor - Three Valleys), Mrs M Penfold (District Councillor) and 4 members of the public.

Apologies

Proceedings & Action

09/32 Welcome extended to all present.

09/33 Code of Conduct
In accordance with the Code of Conduct, members are reminded to declare the existence and the nature of any personal or prejudicial interest in the following agenda where items are defined in the Code and to indicate the action they will be taking when the item is considered.

09/34 Democratic Period in which members of the public may comment on any matter.
a) A member of the public asked when the Speed Indicator Devices are being erected at Grimstone. Chairman advised that the posts should have been fixed in July and then the Indicators would be on a rotational basis for a period of about six weeks at a time. Concern still remains over traffic speed through Grimstone. Chairman to contact Dorset County Council.
b) Residents of Grimstone expressed concern over the amount of brambles overhanging the footpath near the viaduct. Chairman advised that this is a matter for Network Rail, but position would be checked.

09/35 Comment on agenda items by members of the public
No comments were made on matters arising from the Agenda.

09/36 Minutes of the last meeting held on 14 July 2009 (previously circulated) was approved.

09/37 Chairman welcomed Mrs Jill Haynes, Dorset County Councillor, to the meeting.

09/38 Matters Arising
a) Bus Stops - Grimstone (Minute 08/59b). Dorset County Council has
confirmed the positions of the designated school bus stops as being
Yeoman's Mill and at the opposite lay-by. Awaiting information regarding the bus stops for general public use.
b) Playing Field Committee (Minute 09/22d). Chairman drew attention to the report which was circulated previously and a discussion took place over various items. It was suggested that initially the Clerk obtains pricesfor a fence surrounding the tennis court, being one of the action points in the Parish Plan.
c) Trade sign (Minute 09/22g). The Enforcement Officer has contacted the Clerk and promised to inspect the relevant sign. Clerk to follow up.
d) Overhanging trees (Minute 09/22h). Cllr P Bowler reported that generally there was no problem with the exception of the tree belonging to the Rectory which overhangs the highway. Clerk to write to owner.
e) Grass verge, Ash Hill (Minute 09/26a). This was checked and found safe, although it was reported to Highways requesting that future action be taken to cut back brambles.

09/38 f) Overhanging vegetation - Stratton road signs (Minute 09/26b). Chairman reported that this has now been cut back.
g) Playing Field ditches (Minute 09/27b). An inspection has been carried out and it was recommended that prices are obtained to clear the ditches and remove overhanging branches. Clerk reported that due to the excessive amount of overhanging vegetation requiring removal, difficulty has been experienced in obtaining an operator. It was agreed that the Clerk contacts. Dorset Works Organisation to submit a quotation.
h) Plastic bottle recycling bank (Minute 09/28b). Clerk contacted West Dorset District Council and has arranged for this to be installed near the existing recycling bank.
i) Lengthsman Scheme (Minute 09/28c). Clerk has circulated details to each Councillor. Cllr T Every considered that this could prove to be financially onerous, but that he would (if able) attend the DCC meeting when arranged.
j) Christmas Carols Evening (09/30a). Clerk has made arrangements
for this to commence at 7.30 pm on 11 December.
k) Speed Recording Device - A37 (Minute 09/30b). Chairman reported that a speed survey had been conducted on the A37. Hopefully the new software being tested would provide data specifically on speed of motorcycles. Data not yet received from Highways on results.

09/39 Finance
a) Report given on all income and expenditure since last meeting.
Report is attached.

09/40 b) Risk Assessment and Asset Register
i) Risk Assessment was reviewed for the year 2009/10. No alterations to the current criteria was considered necessary.
ii) The Asset Register was confirmed as being correct and updated for the year 2009/10.
c) Annual Audit - The Audit Report for the year ended 31 March 2009 has been completed and presented to the Council. There were no matters which came to the Auditors' attention and the Annual Return was approved and accepted by the Council.
d) Cllr P Bowler was concerned about the distribution of money raised at this year's Summer Fayre. In particular, he considered that as the Youth Club already receive an annual donation from the Parish Council, why should they be given an additional donation from the Summer Fayre. He also considered the charge of £250.00 for the hire of the Village Hall for the day to be excessive.

09/41 Crime Prevention
a) Cllr T Every stated there was nothing to report.
b) Stratton sign (09/24b). The Stratton sign at the eastern end of the village has now been refaced.

09/42 Planning Matters
1/D/09/000735 and 736 - The Old Manor, 7 Manor Close, Stratton. Carry out internal
and external alterations. APPROVED.
1/D/09/001013 - Gatehouse Cottage, Dorchester Road, Grimstone. New boundary
fence. AWAITING DECISION.

09/43 Highways
Clerk reported that refurbishment of the section of the A37 carriageway between the
railway bridge at Ash Hill and the A352 will be carried out in the Summer of 2010
and significant delays are possible.

09/44 General Maintenance
a) Cllr T Hughes requested that Dorset Works Organisation could ensure that the grass around the waste bins be strimmed when the Green is cut. Clerk to contact.
b) Footpath 7, Grimstone - A resident of Grimstone has requested that the footpath which is overgrown with nettles is trimmed back. This also applies to the footpath at the eastern end of Grimstone to Muckleford. Cllr J Grocott to contact Rights of Way Officer.
c) Cllr T Hughes reported that the waste bin on the Green is still loose. Cllr P Hallett to inspect.
d) Cllr T Hughes reported that the central notice board in the lay-by in Dorchester Road needs attention. Understood that one post has rotted. To be checked.
e) Cllr T Hughes reported that the hedge around the parking area opposite the Saxon Arms requires cutting back along with the hedging on the southern side of the Green. Clerk to obtain price.

09/45 Correspondence
a) Councillors were informed that an amount of correspondence was being circulated.
b) Dorset Waste Forum - Members have been invited to attend the Forum on 26 November 2009. No interest was expressed.
c) Environment Directorate Open Day - Members are invited to attend this Open Day on 21 September 2009. No interest was expressed.

09/46 Date of next meeting
The date of the next meeting will be held on Tuesday, 20 October 2009 at 7.30 pm
(Precept).

09/47 Any other business
a) Young Children's Play Area. Clerk has contacted Dorset County Council to carry out the annual inspection of this equipment.
b) Christmas Tree - Cllr J Grocott volunteered to contact Mr O Pope to request the provision of a Christmas tree on the Green to be delivered before 4 December.
c) A letter from a resident was read out to the meeting regarding Cllr P Hallett's comments at the last meeting regarding bonfires. It was agreed that the Clerk would write to the resident indicating that Cllr Hallett would be happy to discuss this matter personally.
d) The Rise, Saxonfield - Cllr T Every reported that he has received complaints
from residents regarding parking and poor visibility at the junction of The Rise and Dorchester Road. He stated The Rise has become very dangerous and attention should be given to cutting back vegetation in the visibility splays. Cllr Every also asked when the road would be adopted. Chairman replied that it is in the hands of the local authority. It was agreed that the Clerk writes to Morrish Builders to request that all vegetation is cut back on both visibility splays.
e) Cllr J Grocott raised the question of having further Welcome Evenings for new comers to the village. An attending Member of the Village Hall Committee offered to raise this at the next Village Hall Committee with representatives of various Village groups.
f) Cllr T Hughes requested that the Ashley Hall is booked on the evening of 11 December to accommodate the Durnovaria Silver Band in case of rain. Clerk to contact Village Hall Booking Secretary to see if hall if available.

09/48 Democratic Period in which members of the public may speak or ask questions.
No comments raised.

Meeting closed at 9.30 pm