FVPC minutes – 27/01/2025 (draft)
Minutes of the Frome Valley Parish Council Meeting
held on Monday 27 January 2025 at 7.00pm at the Savill Hall, Cattistock
Present:
Cattistock Frome St Quintin Chilfrome
Cllr B Sennett (BS) (Vice Chair) Cllr S Palmer (Chair) Cllr I Mitchell (IM)
Cllr C Ould (CO) Cllr V Kennard (VK)
Cllr W Lashbrook (LW)
Cllr G Browning
Present:
Cllr N Eysenck (Dorset County Councillor)
Cllr Russell, Cllr Simpson and Cllr Stewart representing The Comptons, Toller and Wynford Grouped Parish Council (CTWPC)
Absent:
Cllr D McCallum, Cllr D Newman, Cllr S Stovin
Democratic Forum
SP welcomed the 3 Councillors representing The Comptons, Toller and Wynford Grouped Parish Council. SP advised that at their Parish Council meeting on 16 January 2025, at which it was resolved to dissolve the Parish Council, it was agreed that, if possible, representatives of each of the 4 parishes would attend tonight’s meeting to formally propose and discuss the merger of the previously mentioned parishes with the Frome Valley Grouped Parish Council.
SP invited the Councillors representing CTWPC to present their proposal.
CTWPC formally proposed the merger stating that they have found it difficult to recruit a clerk and are unable to continue without someone in that role. CTWPC advised that each Councillor actively contributes to the Parish Council and would continue to take responsibility for their parish should the merger take place. CTWPC are keen to maintain Parish Council status, rather than hold Parish Meetings, as it would have a stronger voice.
27/01-1 Welcome and opening introduction from the Chair
SP welcomed everyone to the meeting.
27/01-2 To confirm the appointment of a new Clerk / RFO
SP welcomed Joanne Kyles to the meeting. SP confirmed that Jo had accepted the offer of Clerk / RFO and will be starting on 1 March 2025. Introductions were made.
27/01-3 To receive apologies for absence.
Apologies received from Cllr D McCallum, Cllr D Newman and Cllr S Stovin
27/01-4 To receive disclosures of interests or grants of dispensation.
None
27/01-5 To approve the minutes of the Parish Council Meeting held on 30 September 2024
The minutes were approved as an accurate record of the meeting.
Proposed – VK
Seconded – CO
27/01-6 Matters arising from the last meeting – for information only
None
27/01-7 To consider the joining of the Grouped Council known as The Comptons, Toller and Wynford Parish Council with the Frome Valley Grouped Parish Council.
SP stated that after the CTWPC meeting on 16 January 2025, she sent a summary report to all Frome Valley Councillors and to the Clerk of CTWPC for circulation to its Councillors. CTWPC Councillors confirmed that they had received the summary report. SP advised that for the purpose of the meeting, she would list some of the points in the summary report:
- CTWPC’s reasons for dissolving the CTWPC.
- At the CTWPC Meeting on 14 November 2024 options available to CTWPC going forward were discussed and it was agreed to finalise a decision to dissolve the Parish Council or join a neighbouring parish at their next Parish Council meeting on 16 January 2025
- At the CTWPC Meeting on 16 January 2025 – it was agreed to resolve to dissolve the CTWPC and next steps noted.
- What it means for FVPC – if in agreement, FVPC would need to resolve to merge with the 4 parishes and hold elections.
- Impact on FVPC – Councillor allocation; increase in area covered; numbers of electors only slightly greater than FSQ; election process; administration costs and time; potential increase in public attendance and Annual Parish Meeting and the logistics of both.
SP advised that following the distribution of her summary report to FVPC Councillors, there were, as expected, some concerns and questions raised. It was requested that an informal working group of councillors be held to iron out the finer points of the proposal and identify areas for discussion for the Parish Council meeting. This meeting was held on Monday 20 January 2025. SP clarified that this was not a formal meeting, there was no obligation to attend, no minutes were taken, although each Councillor was able to take their own notes, and no decisions were made.
SP advised that following the meeting she drafted areas for consideration to assist her as Chairman to facilitate discussions at the Parish Council meeting. These covered:
- Geography, specifically looking at other Parish Councils and Parishes that share a border with CTWPC.
- Allocated Councillor numbers should the merger go ahead and its impact on the democratic process.
- Positives and negatives of the merger for both FVPC and CTWPC.
- Finances and costs associated with the merger and workload.
- Political influences; namely government initiatives and devolution.
A discussion involving both FVPC and CTWPC Councillors took place and covered areas of concern for the FVPC Councillors including those listed above. The potential impact on FVPC should a merger go ahead was also discussed.
Once discussions were concluded, SP advised that there were 3 options available at this time:
- To continue discussions as Councillors still have concerns that need to be resolved. The response to those concerns will determine whether Councillors agree or disagree with the proposals.
- If all Councillors are in agreement, to resolve to agree to the 4 parishes of Compton Valence, West Compton, Toller Fratrum and Wynford Eagle joining the Frome Valley Grouped Parish Council of Frome St Quintin, Cattistock and Chilfrome.
- If all Councillors disagree with the proposal, the matter is closed.
SP sought confirmation that each Councillor had had enough time to review and consider the proposal and that each Councillor was confident that they could make an informed decision. All Councillors confirmed that they had.
It was requested that the 3 Councillors representing CTWPC leave the meeting whilst the vote was being taken.
A vote was taken for each of the 3 options, and it was unanimously agreed that Frome Valley Parish Council should not go ahead with the proposed merger for the following reasons:
- Being a grouped Council of 3 parishes presents its challenges already, to increase this to 7 parishes would only increase those challenges.
- With 5 of the 7 parishes only being represented by 1 Councillor there would be a lack of democracy, as well as cover for holidays and illness.
SP confirmed that the matter regarding a proposed merger between CTWPC and FVPC was now closed.
The 3 Councillors representing CTWPC were invited back into the meeting and SP advised them of the outcome of the vote. SP acknowledged that this was not the result that they were hoping for and wished them luck in securing a merger with another Parish Council.
The 3 Councillors representing CTWPC left the meeting.
27/01-8 To receive a report from Dorset Council
Ward Cllr N Eysenck updated the Parish Council on the following:
- Flooding at Holywell – Dorset Council agreed to take responsibility for unblocking the gulleys and have cleared them.
- Cattistock Lodge – NE spoke with Head of Building Control who inspected the property after the recent fire and gave assurances that the building was safe and there is not an immediate danger to safety. NE will follow up with Environmental Health and the Vacant Housing Team. In addition, he will look at the potential for Planning Enforcement to take action regarding it being a dangerous building. A general discussion was held regarding difficulty maintaining security around the building (it was noted that boarding had already come down) and that there is still a live planning application in place.
- Devolution – this is rolling forward from Central Government. BCP has agreed to join Dorset, Wiltshire and Somerset for the devolution deal. Currently awaiting decision as to whether Dorset, Wiltshire and Somerset will be in the first tranche of devolution deals. The Government has made it clear that all devolution deals will end up with Mayoral Combined Authorities with Mayoral elections to be held May 2026.
- Budget – update given including Council Tax increases and reduction in rural area grants.
27/01-9 Community Space
- To receive an update from the Community Space group
Awaiting update
2. To consider the latest inspection reports and any repairs
Report distributed to all Cllrs and Chair of the Community Space Committee
SP advised that she had asked the Community Space Committee to locate the referenced bench and report as to whether it could be secured.
Action: SP to follow up with Community Space Committee.
27/01-10 Financial and Procedural Matters
- To authorise payments for goods and services received since last meeting.
| Payment List | ||
| Name | Description | Amount £’s |
| M Harding | RFO Services – Dec | 100.00 |
| Dorset Council | Election fees | 50.00 |
| Information Commissioner’s Office (ICO) | Renewal – direct debit | 35.00 |
| Ken Hussey | Q4 Inspection | 70.00 |
| Savill Hall | Room Hire for Meeting/Clerk Interview | 32.00 |
| Total | 287.00 | |
Proposed – GB
Seconded – VK
Action: SP to administer online payments
2. To consider, and if in agreement, resolve to authorise and make payments for goods and services received since last meeting.
It was agreed and resolved that the Clerk would send via email to all Councillors any invoice requiring payment between meeting dates. It was agreed and resolved that after 3 clear working days, should no response be received that it would be deemed as authorised for payment. Standing Orders to be updated accordingly.
Proposed – CO
Seconded – BS
Action: SP to advise RFO
27/01-11 Planning
- To consider all planning applications in circulation.
Cattistock House, West End – Re-build chimney two chimney stacks to existing dimensions and design, application of lime parging to internal face of flue and installation of flexible steel liner. construct supporting buttress to west elevation. No objection
2. To note development decisions received since the last meeting or other planning matters.
The Stableyard, Cattistock – concerns were raised with regards to the planning application for tree works, namely T2 Field Maple – Fell T1 Hornbeam – Reduce by 40% overall, cut size 10cm and length of cut 2.5m Works to T3 Silver Birch have been removed from the application. SP confirmed that she had spoken with the Tree Team about the inaccurate information submitted on the planning application form and that she had submitted an objection on behalf of FVPC but this has not been posted on the Dorset Council Planning Application website.
Action: SP to look into the matter further.
- VK raised that a planning notice had been displayed outside the Old School Cottage to convert the stables into a residential annex. VK expressed his concerns that historic features would be removed as part of the proposal. SP advised that Frome Valley Parish Council had not been notified by the Planning Department of this application.
Action: SP to follow up
27/01-12 Highways
- To receive any Highways reports
None
There was a general discussion with regards flooding in the local area, specifically around Sandhills.
- To receive the Transport report
None received.
27/01-13 Footpaths and Rights of Way
To receive an update from the Rights of Way Liaison Officer
No update
BS updated the Parish Council regarding dog fouling at Lankham Bottom managed by the Dorset Branch of Butterfly Conservation (BC). BS confirmed that he asked Dorset Council for a quote for signs, bins and emptying which he passed on to Nigel Spring, Dorset Branch Reserves Manager for BC but it was considered too expensive. Mr Spring has had no response from Wessex Water, from whom BC leases the land, regarding concerns. Mr Spring will look into obtaining signs for each end of the track. It is considered that it is not locals who are letting their dogs foul the area, but those who are travelling along the A37 and stopping to take their dogs for walks.
27/01-14 Correspondence
To consider any correspondence received and previously circulated to all Councillors
- Email from Robin Henderson Royal British Legion Industries
It was agreed to purchase the VE80 roundel for £5
Proposer – CO
Seconder – BS
Action: SP to place order
27/01-15 Parish Reports
- Cattistock
- BS updated that he had received a response from the DC Planning Enforcement Team re Old Moss Farmhouse, Sandhills, regarding 2 separate issues:
- Potential breach of Agricultural Occupancy Condition
- No planning permission obtained for use of Shepherd’s Hut/cabin as a holiday let.
BS advised that this is an ongoing matter. BS highlighted the need to obtain clarification from DC with regards to the date of the Planning Enforcement Team’s judgement in relation to the Agricultural Occupancy Condition to ensure that it is clear when the timescale for the 10 year rule recommences. BS noted that in 2017 West Dorset District Council advised that they rely on Parish Councils to monitor properties with Agricultural Occupancy Conditions as they do not keep records of the properties where Planning Permission has been granted subject to these Conditions.
BS also advised that the Planning Enforcement Team have confirmed that the Shepherd’s Hut/cabin is not currently being rented out and the tenant of the cottage is taking advice from a local planning agent who has been in contact with them re pre-application.
- GB notified the Parish Council that a resident’s property had been badly flooded by water coming down Back Lane.
- GB advised that a local resident had raised concerns over the safety of a dead tree on Back Lane. SP confirmed that she had contacted the Tree Team at Dorset Council for advice on how to progress.
Action: SP to notify GB with response from the Tree Team
- BS requested that any committees or organisations that put banners or signs up on the railings of the Community Space be required to remove them within an agreed time period.
- Frome St Quintin
- Installation of defibrillator
2. Chilfrome
- Installation of defibrillator
As Frome St Quintin
27/01-16 To confirm the items for the next Parish Council Meeting on Monday 31 March 2025
Meeting closed at 9.00pm