1.    Apologies: Cllrs: E.Ripley, D.Batten, L.Comley, H.Seadon.

2. Declarations of Interest:

There were no declarations of Interest.

ACTION

3. Minutes of the Previous meeting:

The minutes of the previous meeting were approved and signed by the Chairman as a true record. D.Dixon asked if the minutes could identify more clearly actions and who was responsible for the action.

4. Presentation by P.Perkins, Infrastructure Team Leader WDDC. ‘Tackling the

Drainage Challenge in Burton Bradstock’.

P.Perkins gave an historical account of the problems of drainage in Burton Bradstock. A series of meetings had taken place and others were planned with different involved partners called the ‘Burton Bradstock Flood Action Group’. From these meetings three areas of work had been identified.

‘Short Term Works’. Such as desilting, Grill Clearance, Highway Drain improvements, Clearance at culvert outfalls.

‘Medium term Works’. Such as Highway Drainage, Field run off diversion works, lining of culverts.

‘Longer Term Works’. Dec report, Costing of Scheme Options, Funding.

(Full details are attached to the Parish Council’s minutes).

Final details regarding funding, involved partners and schemes will hopefully be decided late this year or early in 2009.

The meeting was opened for parishioners to ask questions regarding drainage and flooding. Discussion took place on the flooding from fields above Barrowfield, the provision of keeping fields as meadows and tree planting to soak up water, the overflow of water from the cemetery, and funding providers.

P.Perkins was thanked by the Chairman for his input and was invited back to a meeting early in the New Year for an update on progress of the schemes.

The Clerk read out a letter from a person in Shadrach which had been sent to DCC and WDDC regarding the drainage problem in Gages Lane.

5. Parish Clerk’s Report and Matters Arising:

• Play area: The palings have now been replaced.
• Contact with BB Garage: The garage had not made any further representation to the Parish Council.
• Digital Switchover: the Clerk reminded parishioners about the Digital Switchover Meeting scheduled for the 13^th November at 4.00pm in the reading Room.
• Flu Clinic: Fourty two people attended the clinic held in the Reading Room.
• Grass triangle near School: The Clerk reported that to date no ownership of this piece of land had been found.
• Consultation Document on the making and enforcement of Byelaws: A. Mackie to produce a Parish Council response.
• Post Office Facia: The work has been passed to the Community Operations Committee for discussion.
• DCC Dorset Road & transport Survey: S.Pett reported that she had been unable to respond to this document.
• Talk on Waste 10^th October: There was no report.
• Hive Beach. National Trust Village Group: There was no report.

6. Correspondence.

• Bridport & District Citizen’s Advice Bureau: An application for financial aid has been received and will be passed to the Finance Committee.
• Dorset Village of the Year Competition: Burton Bradstock obtained 87.28 points. Areas that needed attention were the play area gate, the bus shelter, seats and the notice boards. Details will be passed to the Community Operations Committee.
• DAPTC: Details of the Chief Executive’s Circular.
• Zurich Insurance: Details of new address and telephone numbers.
• WDDC: Identification of New Sites for Employment: This document will be passed on to the Planning & Development Committee.
• PACT Meeting: The Clerk reported that he had been asked by PCSO P.Wheeler if the Council wished to send a representative to the Bridport PACT meeting. The decision of the Council was that they did not wish to have a representative on the Committee.

7. Community Operations Report:

D.Venn reported that the last meeting was not quorate. He stated that another councillor needed to be placed on the Committee. K.Broad agreed to serve on this committee.

D.Venn had written to the Council’s solicitors with regard to paperwork regarding the surrender of the lease at the Hive Beach Car park, which was still outstanding. This was a concern as the Parish Council was still paying insurance costs for the Car park. As soon as this is resolved the Finance Committee should contact our insurers with respect to reducing the insurance premium.

The question of the retention of football posts during the summer on the playing field was discussed. This developed into a discussion that the Council should provide more facilities for the older young people of the village in the playing field such as a basketball post and a young person’s shelter. It was agreed that a corporate approach to this issue should be undertaken. The actual ownership of the playing field also needed to be established.

The Parish council no longer has a handyman to do various repairs and maintenance within the Parish. The Committee felt that a contractor should be employed on an irregular basis, responsible to the Community Operations Committee. A job specification needed to be produced and then put out to tender. A budget for work to be done needed to be set. This was agreed.

The Ivy around the Sycamore has been cut (thanks to P.Toms) and advice was being taken from the DCC Tree Officer regarding the protection of the Sycamore and the Lime tree.

8. Hive Beach Update:

D.Venn reported that the Car park had been handed back to the National Trust on October 6^th 2008. However we were still awaiting final details of the surrender of the lease from our solicitors.

9.Planning & Development Report:

P.Toms reported that the committee had met on the 27^th October 2008.

Approval has been received for the following applications:

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.

1/D/08/001250 – The Barton. Shipton Lane. Erect agricultural barn and timber stable.

1/D/08/001650 & 1/D/08/001651 - The Rookery. Church St. Erect a new Pool House structure.

1/D/08/001652 & 1/D/08/001654 – The Rookery. Church St. The refurbishment and extension of the Rookery. The re-alignment of existing gate piers. The refurbishment of the attached Coach House and extension of the Hay Loft. The extension of an existing building.

Amendments were noted on Planning Applications 1/D/08001652 & 1/D/08/001653 – The Rookery, and 1/D/08/001754 – 87 High St.

Consultation:

1/D/08/001826 – Seasons Watch. Shipton Lane. Raise roof height, install new UPVC windows, extend sun roof and use roof as a balcony. Move garage to front of property. Following a site meeting, the Council had no objections to the proposed work on the house, but had concerns that the balcony could be an invasion of privacy to neighbours. The Council objected to the construction of the garage, being too high, spoiling the open frontage. It is out of keeping with the surrounding properties and should be sited to the rear of the property.

1/D/08/001681 – Overland, Shipton Lane. Change roof to incorporate new dormer with two velux roof lights. Erect double garage with wood store and shed. Following a site visit the Council had no objections to the proposed work on the house. The Council felt that the garage development with a pitched roof was too high and that it was sited in a green area outside the existing development boundary. Therefore it should not be considered. In addition the Council were concerned that this garage was being proposed when there is an extremely large one currently in place.

1/D/08/001942 – Golden Cap Cottage. Coast Rd. Erect timber decking. There were no objections.

1/D/08/001966 – 6 Hive Close. Carry out loft conversion. Erect velux roof terrace system. Erect dormer roof window. There were no objections.

1/D/08/001944 – Porthkerry. Shadrach. Replace canopy over front door. There were no objections.

1/D/08/001999 & 1/D/08/002000 – Darby House. Erect replacement conservatory and erect basketball hoop. There were no objections.

1/D/08/001977 – Chesil Beach lodge.Carry out alterations to windows and doors following PP 1/D/08/000115. Erect Juliet balconies. There were no objections.

The result of the Development Control Meeting reference Planning Application 1/D/08/001405 – Bridec Melamine Boards was not known.

P.Toms reported on a number of tree reports.

The Clerk reported that he had received the planning application relevant for the Manor Farm Project, and that this would probably be addressed by the full Parish Council. A date for this meeting to be arranged.

The Planning application for the Burton Cliff Hotel has been withdrawn.

10. Finance Committee Report:

S.Pett reported that the Committee had not met recently, but the next meeting was scheduled for the 19^th November 2008. The meeting would be looking at Budgets and Precept for 2009/2010. It would be very useful for Chairs of other committees to identify their budgets and inform the Finance Committee before this meeting.

11. Finance:

The following cheques were ratified:

Mrs Stevens £28.15 Cleaning, Nildram £17.04 Internet, WDDC £409.50 Wheelie Bins, M & J Garden Services £225.00 Grass Cutting, EDF £23.74 Electricity, Maydown farms £70.50 Car Park Grass Cutting, F.Moore £856.67 Clerk, £19.42 Postage, £10.50 Keys, BDO Stoy Hayward £499.38 Audit, C.Hughes £177.02, RFO, M.Fearon £2,000.00 Redundancy, S.Pett £38.80 Expenses/Flowers, Punch & Judy Bakery £31.67 Post Office, G.Holdcroft £209.99 Post office, KW Fire Protection £34.60 Post office, Framptons £149.94 Post office, Hangers Dairies £24.42 Post office, Glebe Cottage Ltd £194.99 Post office.

The cheque to ADT Alarm Systems £124.68 was cancelled.

We have received details regarding the Precept estimate for 2009/2010 and details from BDO Stoy Hayward regarding the conclusion of the external audit. Notices have been displayed.

12. B3157 Road safety Update:

S.Pett reported to the Council that she had been informed of a change in leadership for the B3157 project. S.Pett will be attending a Project Board meeting on Thursday 6^th November and will report back to the Council. The Clerk had received a reply to his letter to R.Bastow at Highways Engineering, copied to S Pett stating ‘I understand a quiet material will be used through the centre of the village, and that the lines and cats eyes, would normally be replaced after the new surfacing but the project examining how we should sign and mark this route may change what was previously provided. S.Pett asked if all matters regarding the B3157 could be directed through her. This was agreed.

13. Library Update:

The Chairman reported that the Library had been opening with volunteers with new hours since November 3^rd 2008. B.Hynds had put together a draft business plan which would be circulated to all councillors.

14. The Post office & Shop:

The Chairman reported that the Post Office and Shop were operational although the circumstances regarding the situation were changing on a fairly regular basis. A locum had been found to run the Post office side at no cost to the Council and that G.Holdcroft was voluntarily running the shop until her final security checks had been completed and she could take on the role of Sub Postmaster.

It was hoped that a transfer would take place on the 28^th November 2008.

Because of the rapidly changing scenarios the Council had set up a Working party to manage the Post office and Shop situation. This working party will be meeting once a week in order to keep the facility open and to minimise the financial responsibilities of the Parish Council.

P.Dutton stated that he fully supported the action taken by the Council.

15. Shoreline Management Plan 2:

The Chairman reported that BLAP were a member of the Coastal Activities Group. This looked at future problems regarding flooding from the sea. There obviously was a No 1 Plan but the Council had not seen it. The Chairman reported that he would be responding to Plan 2. There is a Shoreline Meeting being held on the 8^th December 2008 at 10.00am in Mountfield.

The Chairman raised the question about parish Council responses to Consultation documents in general There were a number awaiting a response, ANOB, Codes of Conduct for Local authority members and employers, Byelaws etc. The response to the Byelaws had been agreed.

D.Dixon felt that all councillors should be circulated with information so that a full Parish Council response could be made and that councillors were all aware of what was happening. After discussion it was agreed that all future consultation documents should go to the appropriate sub committee, most of them would indeed go to the Planning & Development Committee. The appropriate committee would then decide on a draft response and circulate it to all Council members who could add other comments or raise questions etc. The final response to be circulated to all Councillors before responding to the original source.

The process should become part of the Council’s Standing Orders.

16. A.O.B:

• Standing Orders: S Pett stated that it should be recorded that all councillors should read and understand the Council’s Standing Orders. D.Venn reported that the Standing Orders will soon be on the Burton Bradstock website.

17. Date of Next Meeting: December 3^rd 2008.

18. Democratic Half Hour:

• G.Adderley: Expressed concerns about the usage of the Old Smithy for storing of cars and that cars were being parked on a regular basis on the pavement. The Clerk to contact the Planning Enforcement officer on this matter.
• S.Adderley: Expressed concern about the situation at the Post office, in terms of the poor handover and the poor state of stock etc. The Chairman restated the problems that had been incurred with the Post office and that the action that was being done to ensure the continuing facility of the Post Office and Shop for the benefit of the parishioners of the Parish and other local parishes. It was suggested that a report explaining the situation and an update with future intentions could be placed in the BVN, the Bridport News etc.
• B.James: B.James asked if the Council could write a letter of support for the planning application of the Burton cliff Hotel. The Chairman stated that the Parish council could only respond to the application when it was received.
• J.Grantham: Would the Clerk write to P.Perkins to thank him for his presentation? The Clerk stated that he would. J.Grantham reported that he would attend the next PACT meeting and pass on any relevant information to the Council.
• Shoreline Plan 2: The Chairman reported that as yet details of the plan were not in the public domain.
• R.Coatsworth: R.Coatsworth reported that he had been involved in the Shoreline Plan 1 and that the Parish Council should get involved and form a response. The PACT meeting was an opportunity for local people to state priorities in reducing crime when working with the police. R.Coatsworth would be attending a Library meeting on the 24^th November at Burton Bradstock.

The meeting closed at 10.00pm.

Agreed

Clerk

To be followed up

Clerk.

E.Ripley to action.

D.Venn & D.Dixon to form a Working Party on Playing Field Facilities.

The Committee to action all aspects of the Handyman position.

Action by Chairs of Committeereference budgets.

Finance Committee to look at Budgets, Precept and action from audit report.

Action by Clerk.

The Clerk to assist with the

Paper on

These documents.