1.    Apologies: Cllrs: D.Batten, L.Comley.

2. Declarations of Interest: There were no declarations of interest.

ACTION

3. Minutes of the previous meeting, 4^th February 2009:

After the amendment of a typing error in item 14, the minutes of the previous meeting, 4^th February 2009 were approved and signed by the Chairman as a true record.

4. Presentation on ‘Burton Flood Prevention Scheme’.

P.Perkins from WDDC updated the Council regarding the position with the proposed Study and the Scheme. It now seemed that the Study would be done in 2010 and the Scheme in 2012. It was hoped that the Study could be brought back to 2009 and the Scheme to 2010/2011. The work that has already been done has clearly prevented some serious flooding and other interim work will also be very helpful. P.Perkins stated that he could supply sandbags to the village for emergency purposes if the Council could identify a suitable store. D.Dixon asked that when the Study was taking place would the group look at using the land areas in a sustainable manner, keeping fields, planting trees and creating ponds etc.

It was agreed that the Council would write to N.Watson of the Environment Agency asking him to bring forward the Scheme as a matter of urgency.

The Chairman thanked P.Perkins for his informative update.

A.Mackie.

Clerk.

5. Parish Clerk’s Report and Matters Arising:

• Digital Switchover: There will be a Digital Roadshow in Bridport Town Square during the day on Monday 31^st March.
• New Councillor Position: The Electoral Services Officer has notified the Council that we can now fill the vacancy by way of resolution and co-option. The Council has one nominee for co-option, Mrs Pamela Middlemast. It was unanimously agreed to co-opt Mrs Middlemast to the Council at the April meeting.
• Responsible Finance Officer: An interview with the one applicant will be taking place on Tuesday 10^th March.
• West Dorset Spring Clean: The date for the Village Spring Clean will be 18^th April 2009. Volunteers to meet at the Reading Room at 10.00am. The Clerk will put out notices about the event.
• Telephone Box High St: Whilst trying to contact BT regarding re-painting of the Phone Box, the Clerk noted that the money box had been cut off and left open on the floor. BT has been notified on both items.
• Emergency Service Providers: The Clerk is compiling a list of emergency service providers, particularly for utility problems.
• Letterbox/Keys: The new letterbox has been fitted and the Council needs to set a protocol for checking mail etc in the absence of the Parish Clerk. This will be an agenda item at the next meeting.
• Burst Water Main: The owner of Horseshoe Cottage has paid a quarter of the recent bill, and thanked the Council for their prompt action. The Clerk has asked P.Rice for a breakdown in detail of the work done on the day of the major leak. In addition the Clerk is also checking with Wessex Water about which properties were affected by the burst.

6. Correspondence:

• DAPTC, Royal Garden Party 2009: It was agreed to nominate Greta Heal to enter the DAPTC draw.
• DCC: Executive Advisory Panel on a Waste Management Centre: It was agreed that E.Ripley would attend the meeting on Thursday 19^th March at 4.00pm at Mountfield, Bridport.
• Bridport Local Area Partnership: Details about the Annual Assembly to be held at the Salt House on Thursday 26^th March at 6.15pm. The Chairman to attend.

Also a questionnaire/survey on affordable housing. It was agreed that D.Batten would respond on behalf of the Council.

• The Standards Board for England: Monthly information bulletin. This will be placed on the operations table.
• WDDC. Home Choice Stakeholder Training: An opportunity to attend a training session on how Home Choice lettings are operated. This relates to all housing association properties to which WDDC provides nominations. It was agreed that D.Batten was assigned this information as it falls under the Planning Committee’s brief. A person from the Planning Committee could be nominated to attend.
• WDDC: Plaque for Play area: As a condition of the Section 106 grant the plaque needs to be displayed in a prominent position in the play area.
• WDDC: Application for Closure of Church St: The closure of Church St on Thursday 6^th August 2009 between 12.30pm and 5.30pm for the Burton Bradstock Church Fete. The Council had no objections to this application.
• Letter from Chideock Parish Council: A letter expressing concerns about the AONB Team was noted, and D.Batten made aware.

7. Community Operations Report & Recommendations:

There was no report.

8. Planning & Development Report & Recommendations:

No meetings had taken place since the last report.

9. Finance Committee Report & Recommendations:

No meeting had taken place since the last report. The next meeting is scheduled for the 1^st April at 6.00pm.

Clerk.

S.Pett.

Clerk.

Clerk.

Clerk.

Clerk.

E.Ripley

A.Mackie.

D.Batten.

D.Batten.

Clerk.

10. Working Party Reports:

• Youth Activities:

D.Dixon reported that the ‘funday 4 Youth’ event was confirmed for Saturday 28^th March between 11am and 5pm at the playing fields. Equipment was being provided by Dorset Youth Action and Community Action teams. Posters and cards about the event were being distributed and it is hoped that a video diary will be produced regarding future youth provision in the village.

• Council Structure:

A.Mackie reported that he had circulated details of the proposed restructure of the Parish council to all members. It was agreed to agenda this item at the April Meeting.

• Website:

D.Venn gave a detailed presentation regarding the possibility of the Parish Council having its own website. Details regarding content and format were explained. It could be possible to link into the current Broadband facility already set up in the Reading Room. The cost would be approximately £5 per month to operate. The Council fully supported the project and asked D.Venn to set up the facility into the public domain.

D.Dixon.

A.Mackie.

D.Venn.

11. Finance:

The following cheques were ratified:

Nildram £16.68 Broadband, Newsquest £146.51 RFO Advert, BT £61.80, M.Radcliffe £163.88 Electrical Inspection, Mrs Stevens £27.00 Cleaning, F.Moore £575.60 Wages and Postage.

Direct Debit: £27.89 Public Works Loan.

The Clerk reported that C.Hughes would assist with the end of the financial year statements and help settle in the new RFO.

The Clerk reported that M.Radcliffe whilst doing the electrical work at the Post office had identified other areas of work that needed to be done to the value of £1386 plus vat. It was agreed that the Clerk writes back asking for a priority list of what is essential, what needs to be done in the near future etc, together with a breakdown of costs. It was also agreed that when this information is available other possible tenders might be sought and assistance regards payment might be available from the Village Society.

Clerk.

12. B3157 Road Safety Update:

S.Pett reported that the cat’s eyes and white line markings had been re-instated and that a letter of thanks should be sent to DCC for this. This was agreed. The next meeting of the B3157 Road Safety Board is on the 16^th March and it is hoped that decisions could be made regarding footpaths etc that were detailed in the Parish plan for Burton Bradstock. It was also agreed to contact the Highways Department regarding the problem with sightlines at the junction of the High St and Shipton Lane. This is particularly regarding pedestrians crossing the road near the Anchor.

Clerk

S.Pett.

13. Library Update:

A.Mackie reported that he had received an email from B.Hynds asking that the Council write to Tracy Long, the Library Services Manager, accepting on behalf of the Parish council the proposal to take a 99 year lease on the building, to enter into a Community Use Agreement with the County Council, and to enter into an agreement with the Friends of Burton Bradstock library who will manage the building and raise funds to support it. After discussion it was agreed to send a letter of intent but without prejudice to any future action. A.Mackie to draft.

14. The Post Office:

A.Mackie reported that the lease had not yet been agreed and signed. No tenders had been received for the work to be done on the external facia work etc at the Post office. R.Brown would be speaking to the Chairman regarding this issue. The Clerk to continue to get other quotes.

15. Consultation and other exercises where the Parish Council needed an input:

All relevant documents had been allocated to the appropriate councillor for attention.

16. A.O.B:

• Handyman Position: D.Venn had circulated procedures and terms of reference for the parish Council Handyman. These were unanimously agreed.
• AGM 23^rd April: Suggestions for the evening were, Feedback from the Youth Day, and an Update on the Road Safety issues in Burton Bradstock
• Village Hall Fayre, May 25^th: There were no volunteers from the Parish Council to run the bookstall, and the appropriate people will be informed.
• BVN: The Clerk reported that he had not yet written to the BVN expressing the Council’s concerns about the errors within the editing department of the magazine.
• Allotments: P.Toms reported that annual allotment letters had been sent out. The Village School had been allocated an allotment and there were 5 people on the waiting list.

A.Mackie.

Clerk.

Clerk.

17.Date of Next meeting: April 8^th 2009.

18. Democratic Half Hour:

• B.James: Could the Council ask the Highways Dept if they could place some white lines on the lay-bys on Abbotsbury Hill.
• J.Harding: Informed the Council of the death of a past councillor and colleaque F.Tame. It was agreed to send an appropriate card to Mrs Tame.
• J.Grantham: The Cold Calling results were very successful, but more replies would be welcome. Ian Pitt-Aikens will be taking over the Co-ordinator’s role at the end of March. Could the Council contact Highways regarding moving the Burton Bradstock Village sign further up Shipton Lane.

The PACT next meeting is on the 7^th April and it is proving to be a good mechanism for getting local action done. A.Mackie stated that the Parish Council position remained the same.

Mr Gale from Wessex Water had agreed to seal over the sewer metal plates, and to have a larger pipe in Mill St, and to cap an area in Shadrach Dairy. A meeting had taken place with the contractor who would be doing this work and all affected people in the street, and contact would be made with the Church and the School. It was hoped that for the first five weeks starting 5^th May the road could be open one way, however during the second five weeks the road would be closed. There could be a compensation process in position.

• G.Adderley: The sign at the bottom of Cliff Road has been knocked off and needs replacing. Could the Council identify who at DCC can authorise and erect a sign for Southover stating ‘No access to Beach’. The Waste Bin at the top of Cliff Road needs anchoring and a dog pooh signs putting on it. Clerk to action all these points.
• J.Grantham: Stated that the possible changing of the Post Office name to Bride Valley Post Office could have benefits for the long term stability of the Post office. A.Mackie stated that the present Post office was subsidised by the Parish and the Village, and that is why the change of name was not appropriate at this time.

The meeting closed at 9.45pm.

Clerk.

Clerk.

Clerk.