23/114. Approval of apologies given. Cllr Sunners is away.
A proposal was made to approve these apologies with the reason given. The proposal was seconded and all Cllrs were in favour.
23/115. Declarations of Interest. Cllr Rawlings rents an allotment from CPC.
23/116. Public recess. No public
23/117. Approval of minutes from 21st August 2023.
A proposal was made to approve these minutes as an accurate account of the meeting. The proposal was seconded and all Cllrs were in favour.
23/118. Action points from previous meeting.
21/215. Future agenda. Play equipment discussion for Castle View Road, and applications for grant funding. PENDING
23/30. Publish grass and hedge cutting tender document and bring back to committee when quotes obtained. DONE
23/41. Apply for Memorial Hall Trust grant for defib costs. PENDING BUT MAKING PROGRESS
23/56. Obtain quotes for re-painting the Badbury phone box. Bring back to appropriate agenda. DONE
23/87. Work with Bartlett Memorials on laying unsafe stones flat where no owner has been located. Clerk to arrange sending the £40 invoice to cover costs to the last known address on file to try to recoup council costs. PENDING RESPONSE FROM DIOCESE
23/102. Do further work on hedging and tree costs for Castle View green area DONE
21/103. Talk to SBC to see if bench locations would be approved. Add FB post for feedback and other locations. Add to Finance agenda for approval of funds. Consult with closest residents if plan can proceed. PROGRESS MADE.
23/104. Get verti-quake quote for senior football pitch. DONE
23/108. Update all documents and information with burial costs increase. DONE
23/110. Check on plum tree status and do remedial work if possible. DONE
23/111. Update all documents and information with allotment fees increase. DONE
Cllr Rogers – 22/207 – To finalise the agenda request form for verge damage PENDING.
23/119. Items and projects for consideration for 24/25 budget.
- £1000 to top up the chapel window refurbishment project
- £3500 to refurb the chapel bell tower. (cost includes scaffolding)
- The Clerk will also add an item to consider moving the unspent 23/24 Castle View green safety funds into the chapel refurbishment budget.
A proposal was made to submit the 2 costs above to the Finance committee for consideration in the 24/25 budget. The proposal was seconded and all Cllrs were in favour.
23/120. Parishing Progress. Review of quotes for parish hedge and grass cutting contract for 2024/25 onwards.
3 quotes reviewed. Only 1 had provided a breakdown of the costs. The Clerk is to go to the other 2 contractors and ask for a breakdown of their costs as per the tender. To come back to October EGPA agenda. Contractors will be asked to do a walk around of the parish if the breakdowns do not provide adequate information.
23/121. Parish Appearance and Safety. To approve a quote for repainting the Badbury BT box.
The 4 quotes were reviewed, along with the paint costs from the approved supplier of BT box paint.
A proposal was made to accept the Allbuild quote of £410.00 plus VAT, without paint included but to re-putty any loose windows. The council will purchase approved paint at a cost of £12.50 primer, £13.63 gloss and £8.66 gold. Ex Vat. The proposal was seconded and all Cllrs were in favour.
This item will go to October full council for approval as this work would come from unallocated funds.
23/122. Parish Appearance and Safety. Work on 2023/24 project to protect the verges at Castle View Green area and improve safety by prevent crossing on the unsafe area. £1500.00 available from budget.
Suggested items to purchase:
94 beech trees – bare root 90/120cm, plus rabbit guards and stakes. To ask the handyman to do the work to plant them
A proposal was made to allocate delegated powers to the Clerk to spend up to £300 for the purchase of the beech trees, guards and stakes. The proposal was seconded and all Cllrs were in favour.
The handyman is to be tasked with planting them.
Fruit or nut trees were not selected due to the current issues with ASB in the area. There is a risk of damage/injury from the fruit/nuts grown if thrown.
23/123. Parish Appearance and safety. Update on adding extra benches in the parish.
The Finance committee have approved the funds required.
The bench at New Road is approved by SBC subject to confirming some details. The bench for Hodson Road has been questioned over the distance from the road verge. To work on this location or chose an alternative location.
The costs per bench from SBC Highways is £25.00
The Clerk will report back on progress at the October meeting.
23/124. Building and amenity priorities. Football Club report.
No report received.
23/125. Building and amenity priorities. Tennis Club report. An emailed report was received which was shared with Cllrs.
23/126. Building and amenity priorities. Pavilion. No items
23/127. Rec Hall, grounds and carpark. Discussion and vote on terms of hiring for the Tennis Club, for the Rec Hall.
A proposal was made that during “British Summer Time” the hall hire would be at no charge, the rest of the year during “Greenwich Mean Time” the hall would be charged at its standard rates. The proposal was seconded and all Cllrs were in favour.
23/128. Rec Hall, grounds and carpark. Discuss and vote on Verti-quake for the senior pitch.
Our contractors Merretts can do this work for £350.00 plus VAT.
A proposal was made to approve the costs of £350 plus VAT from Merretts to verti-quake the senior pitch. The proposal was seconded and all Cllrs were in favour.
This cost will come out of the allocated funds for rec ground improvements.
23/129. Rec Hall, grounds and carpark. Discuss and vote on costs to adjust the Rec Ground speed bumps to allow wheelchair/scooter access.
A proposal was made to approve the costs of £300 plus VAT from Allbuild to remove alternate side sections from the speed bumps. The proposal was seconded and all Cllrs were in favour.
The end sections are to be bolted back onto the road to stop them degrading.
This cost will come out of the allocated funds for rec ground improvements.
23/130. Chapel, Museum and graveyards. Review additional costs for pre-purchase of plots and approve a percentage increase. (to account for annual maintenance costs when there is no cemetery income when the graveyards are full)
After a discussion, the following proposal was made:
To make a 80% increase to the pre-purchase costs for burial and ashes interment plots. The proposal was seconded and the majority of Cllrs were in favour.
The costs increases would be 80% of the current costs of:
Burial plot pre-purchase £289.00 (Rising to £520.20)
Ashes plot pre-purchase £167.00 (Rising to £300.60)
The updated costs will be published on the councils website and reported on the RFO’s monthly finance report.
23/131. To approve how to spend £166.67 left in a residents will for the use in the Sir Henry Calley Memorial Garden.
A proposal was made to use these funds to purchase bulbs to cover as much of the year as possible, with colour for the SHCMG, plus the replacement of the Rosemary bushes that died last winter in the Covid garden. The proposal was seconded and all Cllrs were in favour.
Suggested bulbs are: snowdrops, bluebells, Daffodils, tulips, alliums, wild garlic, and cyclamen.
23/132. Castle View Play area. No items
23/133. Allotments. Request from handyman for a more permanent plot numbering system.
The Clerk is to cost up metal numbers/letters and bring back to next EGPA meeting for consideration.
23/134 Allotments. Pear tree removal for plot 7A that has never had fruit.
A proposal was made to allow the removal of the tree as long as its replaced with another fruit tree. The proposal was seconded and all Cllrs were in favour.
23/135. Vulnerable People. No items
23/136. Youth Provision. Consideration of booking extra BEST sessions for school holidays, plus funding for a weekly youth club.
A proposal was made to use some of the existing budget to invite BEST back for 2 sessions over half term in October. The proposal was seconded and all Cllrs were in favour.
The agenda item will be moved to October for the rest of the discussion to encompass Cllr Sunners who raised the item.
23/137. Items for next agenda. None
Meeting closed 20.24
All Actions to be completed by the next EGPA Committee meeting unless otherwise specified.
21/215. Future agenda. Play equipment discussion for Castle View Road, and applications for grant funding.
23/41. Apply for Memorial Hall Trust grant for defib costs.
23/87. Work with Bartlett Memorials on laying unsafe stones flat where no owner has been located. Clerk to arrange sending the £40 invoice to cover costs to the last known address on file to try to recoup council costs.
21/103. Talk to SBC to see if bench locations would be approved. Consult with closest residents if plan can proceed. Work with SBC feedback and add to October agenda.
23/119. Pass Finance 24/25 budget items to the RFO for the next Finance meeting.
23/120. Ask 2 contractors to provide a breakdown of their quotes.
23/121. Add BT phone box painting to Oct full agenda. Arrange purchase of paint and arrange for Allbuild to do the work.
23/122. Clerk to arrange purchase and planting of beech trees.
23/123. Work with SBC on bench locations and bring back to Oct EGPA meeting.
23/127. Report back to Tennis Club on hall hiring conditions.
23/128. Arrange for Merretts to verti-quake the senior pitch
23/129. Arrange for Allbuild to alter the speed bumps at the rec ground track.
23/130. Update costs for pre-purchases of plots. Advise funeral directors and add to council website.
23/131. Arrange to buy bulbs and rosemary plants for SHCMG
23/133. Research costs of numbers for allotments for Oct EGPA committee
23/134. Update resident with regards to 7A fruit tree.
23/136. Book BEST for 2 Oct sessions and bring back to Oct EGPA agenda.
Cllr Rogers – 22/207 – To finalise the agenda request form for verge damage.