BURTON BRADSTOCK PARISH COUNCIL

 

Minutes of the Parish Council Meeting held on Wednesday 1^st October 2008 at 7.30pm in the Reading Room, Burton Bradstock

 

Present: Cllrs: A.Mackie, E.Ripley, P.Toms, D.Batten, P.Dutton, L.Comley, D.Dixon, F.Moore (Clerk), DCC Cllr: R.Coatsworth, K. Broad, A.Gale (Wessex Water), P.Perkins (WDDC), and 13 members of the public.

 

1. Apologies: Cllrs: S.Pett, D.Venn, H.Seadon, C.Hughes (RFO).

 

2. Declarations of Interest:

There were no declarations of interest.

 

3. Minutes of the Previous Meeting, 3^rd September 2008.

The minutes of the previous meeting were approved and signed by the Chairman as an accurate record.

 

4. Appointment of New Councillor:

The Chairman reported that K.Broad had been elected unopposed to the Parish Council. K.Broad signed her declaration of acceptance of office as a councillor, and was informed that she would be receiving a Declarations of Interest form shortly, which she would need to complete and return to the Parish Clerk. K.Broad agreed to serve on the Finance and General Purposes Committee.

 

5. Presentation by A.Gale, Southern Divisional Manager, Wessex Water, followed by a short input from P.Perkins, WDDC.

Mr Gale reported that the village had a history of sewage flooding particularly in Mill St. Roberts Close and Church St. Wessex Water are currently investigating a £1.4 million scheme at Shipton Gorge which will also include upgrading and increasing the size of the sewer pipes in Burton Bradstock. Once all the major works have been done there would be opportunities to come back to remove any unforeseen problems. The work is due to start in February/March 2009 with a completion date towards the end of the year. This work should assist the difficulties that have been experienced in Gages Lane and Shadrach. The connection point from Shipton Gorge will be the pumping station in Annings Lane; in addition Freshwater Pumping Station will be upgraded. A number of non return valves will be removed which will reduce smell problems. The new system will be designed to cope with a 1 in 50 year bad storm situation. A.Gale stated that he would respond to telephone calls regarding any future problems, 0845 600 4 600, but contact with him could be made via J.Grantham. A.Gale stated that he would come back to the Parish Council with an update on the project after Christmas.

Mr. Perkins reported that WDDC had been working with Wessex Water, DCC and Burton Bradstock Flood Group looking at points in the village where problems occur. WDDC would be receiving funding from the Environment Agency and DEFRA for work in the village. P.Perkins would be giving a more detailed presentation at the November Meeting.

The presentation was followed by an open question and answer session and both gentlemen were thanked for their input by the Chairman.

6. Parish Clerks Report & Matters Arising:

• Amendment to Minutes 7^th May 2008. Under Cheques to be ratified, three figures were incorrect. They should read, M.Fearon £412.50, Mrs Stevens £27.00, G.Nicol £239.97. The Council approved the amendment.
• Play area: Some Play area palings have come adrift from the fence. These will be replaced.                                     Action: Parish Clerk.
• Rabbit Control Hive Beach Car Park: The most humane culling of rabbits will be done.
• Damage to Habitat along the River Bride: The Environment Agency has stated that in their opinion the cutting of the field near Annings Lane, would not have a detrimental effect on local water voles or wildlife in general.        
• Contact with Burton Bradstock Garage: Following an input in last meetings Democratic Half Hour      , the Clerk and P.Toms had met with the owner of the Garage           and were awaiting a formal response from him to the Parish Council.

 

7. Correspondence:

• Digital Switchover: D.Farwig (Digital UK) has agreed to come to Burton Bradstock on November 13^th to talk about the digital switchover in our area. The venue will be the Reading Room and it is hoped it will be from 4.00pm to 6.00pm. K.Pett (DORBAG) will also be involved.
• Flu Clinic: This years Flu Clinic will be in the Reading Room on Friday 17^th October 2008 between 10.00am and 12.00 noon. No appointment will be necessary, just to turn up and bring your letter.
• Bridport Local Area Partnership: Details have been received about the September meeting and the Action Plan Consultation. A.Mackie sits on the panel.
• Department for Communities and Local Government: A consultation paper on ‘the making and enforcement of byelaws. Action. A.Mackie.
• WDDC: Refuse Collection Arrangements for Christmas and New Year:

Details will be placed on the notice boards at the appropriate time.

• Wessex Water: New Water Main Works. The Cot, Shipton Lane. Work is due to start on installing a new water main at the Cot. This will result in Shipton Lane being closed for 9 days from Sat 25^th October 2008. Details of the diversions will be placed on the notice boards.
• DCC Dorset Road & Transport Survey: A survey to help Highways and Transportation to plan its service for the future. Action: S.Pett.
• Talk on Waste: An opportunity for councillors to attend a talk on Waste on Friday 10^th October at 7.00pm at Bridport Town hall. Action: E.Ripley.
• Letter from R.Poole: Reference grass triangle near the school: Mr Poole and a friend have been cutting the grass and keeping the area tidy for at least twenty years. The area of land does not belong to them, but has four mains water supplies in it. Recently the area has become a problem due to excessive parking with damage to manholes. Mr Poole has asked the Parish Council to see how this matter can be resolved.                               

Action: Parish Clerk to contact Wessex Water to ascertain who the strip of

Land belongs to.

• DAPTC: Details of the Chief Executives Circular, the Annual General meeting and various training opportunities and seminars. These are available on the operations table.
• Big Lottery Fund: Details of funding for young peoples projects. It was agreed to place this item on the Community Operations next agenda.

 

8. Community Operations Report:

P.Toms reported that the Committee had met on the 28^th August.

It was agreed to place the subject of a Burton Bradstock Celebration Day on the agenda of the committee in January 2009.                         Action: Clerk.

Inspection of premises sheets would come into operation after a new tenant had been put in place at the Post Office.

The Hive Beach Update and the Post Office Update are to be reported on later in the meeting.

It was agreed that the Clerk re issue the Parish Council Risk Assessment Forms to all councillors, and that the subject will be on the next months agenda, as we were required by the external auditor to have one in place.   Action: Clerk.

Some minor works had been completed; others were still to be done.

After discussion it was agreed that the Community Operations Committee has the authority to resolve the problem of removing the ivy from the tree on the Village Green. Advice should be taken from the Local Authority’s Tree Officer on this matter and also on what is beneficial for the small tree on the green. Action: P.Toms.

There are currently two people on the Allotment Waiting List.

The next meeting of the committee is set for the 16^th October 2008.

 

9. Hive Beach Update:

The Chairman reported that this year had been particularly poor in terms of income due to the bad weather.

The handover of the Car park to the National Trust will take place on Monday 6^th October 2008. The keys etc will be taken by the Clerk to the National Trust’s office in Charmouth. There will be no financial obligations to the Parish Council with the handover. The Car Park hut will be given to the N.Trust in lieu of not providing scalpings for the bottom car park area.

As yet the Parish Council have not received any legal documents regarding the handover, but J.Meadows (N.Trust) has stated that he would be confirming details in a letter prior to October 6^th.

The Council will stop paying rates and for wheelie bins on the 6^th October.

The lease with the café and certain responsibilities for the toilets will continue to be the responsibility of the Parish Council until April 2009.

The N.Trust has agreed to replace the Fisherman’s Hut with another one at the new site of the winch on the beach on the right hand side of the café.

It was agreed that the Parish Council should have a representative on any group that is formed by the N.Trust to look at how the village works with the N.Trust in respect of the Hive Beach.                                                               Action: E.Ripley.

 

10. Planning & Development Report:

D.Batten reported that the Planning Committee had met on two occasions.

15^th September 2008.

1/D/08/001650 – The Rookery. Church St. Erect a new pool house structure.

1/D/08/001653 – The Rookery, Church St. The refurbishment and extension of the Rookery. The re-alignment of existing gate piers. The refurbishment of the Coach House and extension to the Hay Loft. The extension of an existing outbuilding. Following a site visit and discussion it was agreed that the Committee had no objections to the renovations and extensions to the existing Rookery and Coach House. However the committee registered concerns, ‘that the proposed pool house was outside the Defined Development Boundary and that it will have a visual impact on the setting of the historic building.

Concern was also expressed at the meeting that work was underway to replace and refurbish a conservatory at Darby House. There had been no notice of a Planning Application for this work. This matter was reported to WDDC Development Services and we understand that a Planning Enforcement Officer is due to visit the site.

22^nd September 2008.

1/D/08/001683 – 7 Hive Close. Erect two storey extension with sunken patio. Carry out internal and external alterations. Following a site meeting and consultation with the applicant, the committee discussed the impact of the extension on the surrounding properties. The committee read representations from four neighbouring properties, which objected on various aspects of over-development, loss of light, blocking a view and overlooking. The committee did not object in principle to the extension, but due to its size and location felt they ‘would like to express concern that the proposed large extension would have a detrimental effect on the light in the adjacent property (No 6 Hive Close) and that a smaller extension would be more in keeping’.

1/D/08/001732 – Green Chalet, Hive Beach. Erect replacement single storey dwelling. Having looked at the plans and carefully measured the ridge height, the committee had, ‘no objections’.

1/D/08/001754 – 87 High Street. Erect extension to conservatory. This was to be discussed at a future meeting as plans had not yet been seen.

1/D/08/001757 – 32 Middle St. Level and raise part of first floor to increase headroom. Install steel beam to reduce deflection and spring of first floor (listed building consent). There were no objections.

Concern was expressed that 14 Norburton had replaced its roof with a new style although the planning application stated that the roof should be to match existing material. Confirmation that permission had been given has now been obtained.

The date of the next Planning Committee is to be arranged.

 

11. Finance Committee Report:

The Clerk reported on the Finance meeting held on 25^th September.

The Committee made the following recommendations for Parish Council approval:

a)     The Clerks pay scale should be increased to LC2 Spinal Column Point 30 and to be backdated to 1^st April 2008 and the RFO pay scale are increased to LC1 Spinal Column Point 22 and to be back dated to 1st April 2008. This was unanimously agreed. The Clerk to record his work hours for a period of three months.                                                                  Action: Clerk RFO

b)    That a payment of £2000 be made as a final redundancy payment for M.Fearon. This is a combined figure of a statutory payment of £1092.00 and the rest is a good will payment for long term service from the Parish Council.

This was unanimously agreed. The Clerk to go through the Redundancy interview process with M.Fearon.                                    Action: Clerk RFO

c)     The setting up of Direct debits for payments for Wessex Water and Nildram

Broadband. It was agreed to set up the one for Wessex Water, but to leave the one for Nildram Broadband in abeyance for the moment due to possible admin changes.

d)    The signing of new Bank Mandate forms so that P.Dutton, H.Seadon and

K.Broad can be signatories. The signing of a Business Telephone Banking Registration Form. This was all agreed. Action: Clerk RFO.

A key has been returned to the Post Box it is assumed that this could have come from Mr.Green.

The date of the next meeting is Wednesday 19^th November 2008.

 

12. Finance:

The following cheques were approved:

M&J Garden Services £375.00 Grass Cutting, West Country Waste £115.00 Toilets, Wessex Water £80.45, N.Trust £2499.81 Rent, Zurich Insurance £3573.43, WDDC £409.50 Bins, VAT £2443.07, PAYE £1339.57, Nildram £22.15 Internet, F.Moore

£462.45 Wages, £57.49 Car park, £38.98 Ink, C.Hughes £176.34 Wages, £10.99 Ink, £8.64 Postage, Mrs Stevens £27.00 Cleaning, M.Fearon £535.10 Wages, J.Pinker £661.85 Wages, G.Nicol £553.30 Wages, K.Phillips £469.14 Wages, R.Edwards £256.87 Wages, L.King £201.72 Wages, L.Stebbings £58.51 Wages, M.Cousins £22.63 Wages, WDDC £462.00 Car Park Rates, WDDC £27.00 R.Room Rates.

 

13. B3157 Road Safety Update:

The Chairman reported that the proposed road closures on the B3157 are not part of the ‘Big Plan’ although some minor adjustments to the road may well be carried out at the same time and could be taken from the B3157 budget.

S.Pett has repeatedly lobbied for the road surfacing to be made quieter. It was agreed to write formally from the Parish Council. Action: Clerk.

R.Coatsworth reported that the road mixture was wrong and had not been put down properly. Some of the old surface will be removed and a new level will be put down, which could reduce the noise level.

 

14.Library Update:

A Mackie reported that the training of volunteers had been done and it was hoped to open the Library with its new hours from 3^rd November 2008. There is a small issue regarding cleaning staff to be resolved, which the ‘Friend of Burton Bradstock Library’ is working on.

 

15. Post Office Update:

A.Mackie gave a detailed update on the Post Office situation, outlining what the Parish Council had done and the problems they have encountered with the poor communication systems of the Post office Ltd organisation. The present situation is that we are still waiting for the Post Office Ltd to interview our two recommended candidates. J.Bown has informed the Parish Council that he will be finishing on the 20^th October 2008. The Parish Council are trying to get the Post office to interview the candidates and make an appointment as a matter of urgency.

In order that the Post office does not close on the 20^th October the Parish Council are seeking to employ a locum sub-postmaster for a temporary period. This was unanimously agreed by the full Council.

The Chairman and other councillors and the Clerk will continue to work on this situation.

 

 

16. A.O.B:

• Signs at Barrowfield: The Clerk stated that this had been reported to DCC Highways.
• No White Lines& Cats Eyes on Road: L.Comley asked what was happening regarding the above. R.Coatsworth stated that it was only a temporary measure. It was agreed that the Clerk contact the DCC Highways and ascertain what is happening.                                                                        Action: Clerk.
• Post Office Facia: P.Dutton reported that the Post office facia was in bad need of repair and decoration.

 

17. Date of Next meeting: Wednesday 5^th November 2008.

 

18. Democratic Half Hour:

• Affordable Housing: It was stated that it was possible that the Planning Committee of the Parish Council could be more involved in trying to ensure that local people were able to access local affordable houses with future housing developments.
• J.Grantham: J.Grantham stated that it was important to contact Wessex Water directly if there were any problems and distributed the contact telephone number. P.Perkins would be delivering a presentation on Drainage within the village at the November meeting. J. Gratham thanked his colleagues on the Flood Group.

Concern was expressed that after an incident on the playing field the goalposts have been taken away. This then reduces a valuable facility for young people in the Village. It was agreed to place this on the next Community Operations Committee.

The ‘No Uninvited Traders’ are being updated. Could the Parish Council look at signage in the village, are some now not necessary, and others in the wrong position.                                                                           Action: Clerk.

The Chairman thanked J.Grantham and his colleagues for their sustained hard work on behalf of the Parish.

• R.Coatsworth: The Weymouth Relief Road has been approved. The Council should receive a consultation document soon reference the ANOB Management Plan.
• General: Thanks were given to the Parish Council reference the decision regarding the Post office. The Clerk gave brief details regarding current income to the Parish council.

 

The Meeting closed at 9.20pm.