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

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

ACTION

3. Minutes of the previous Meeting, 4^th March 2009:

The minutes of the previous meeting were approved and signed by the Chairman as a true record.

4. Co-option of New Councillor:

The Chairman introduced P.Middlemast and she was formally co-opted as a councillor for the Parish of Burton Bradstock. The decision was unanimous. P.Middlemast formally completed the declaration of acceptance of office of Councillor.

5. Parish Clerk’s Report and Matters Arising:

• Introduction of new RFO: The Clerk introduced to the Council, Katherine Jones who has recently been appointed as the Council’s Responsible Finance Officer.
• Response from Environment Agency: The Council had received a letter from N.Watson, Environment Agency stating that they were unable at the present moment to bring forward the dates of the Burton Flood Prevention Scheme.
• Village Spring Clean: This is the 18^th April 2009. Volunteers to meet in the Reading Room at 10.00am.
• Letterbox Keys: It was agreed that when the Clerk was away on leave, letterbox keys will be issued to the Chairman and Vice Chairman.
• Burst Water Main: P.Rice had submitted a detailed account of the work down regarding this leak. The owners of Dormouse Cottage had been informed that they were not on the system after a visit from Wessex water had ascertained the users of the main. The Clerk to write to the owners of the two other properties regarding payment of a share of the invoice.
• Buckingham Palace Garden Party Draw: The Clerk reported that G.Heal did not wish to be considered this time or in the future for the draw.
• Response from BVN: The Clerk reported that he had received an email from the BVN stating that they had not received the article reference the position of the Responsible Financial officer.
• F.Tame’s Funeral: The Clerk reported that he had sent a card of condolence to Mrs Tame, and also attended the funeral on behalf of the Parish Council.
• Highways & Signs: The Clerk reported that he had sent details of a number of outstanding highways issues to J.Munslow DCC, but had not received a reply. It was agreed to copy these and any other details to R.Coatsworth for further action.
• Waste Management Site: E.Ripley reported on the meeting held in Bridport on the 19^th March. There was no decision on any site at the present moment. (Detailed minutes are available in the reading Room. A.Mackie will attend the next meeting on the 14^th April in the Town Hall at 10.00am.
• Telephone Box: To date the telephone box is still not working.

6. Correspondence:

• DAPTC: Details of the Annual Subscription for 2009/2010. The cost is £302.31p, and the Chief Executive’s Circular.

• Information Commissioner’s Office: A DVD and details regarding public access to official information. This needs to be looked at by a member of the Council.
• The Great Dorset Beach Clean: This will take place on the 26^th April 2009. Volunteers to meet outside the Hive Café between 10.00am and 12 noon. Posters will be put on the notice boards.
• Save Our Pubs: From J. Grantham reference a meeting to be held at the Electric Palace, Bridport on Friday 24^th April at 7.15pm.
• Bridport Local Area Partnership: The March newsletter, details of the Action Plan for 2009 and information on the Sustainable Communities Act.
• Sturminster Marshall Parish Council: Following a request from our Chairman the Clerk contacted the Council to see how they operated the village policeman who had cut down the amount of village crime. It appeared that this was the personal initiative of the local policeman and not a defined scheme.
• WDDC Details of Road Closure: An application to close a section of Church St between 9.00am and 5.30pm on Monday 25^th May for the Village Fayre. This was agreed.

7. Community Operations Report and Recommendations:

There was no report. A.Mackie stated that the closure agreement with the N.Trust was still outstanding and he was progressing this with D.Venn

8. Planning & Development report & Recommendations.

P.Toms reported on the following:

WDDC Planning approved.

1/D/08/002273 – Duck Cottage, 39 Grove Road. Erect single storey extension to west elevation. Construct breakfast room to east elevation. Install roof light to single storey extension at rear. Carry out internal decorations.

1/D/08/002339 – 1A Barr Lane. Erect single storey extension. (Amended Scheme).

1/D/09/000031 – Hive Beach car Park. Works to existing car park to include installation of surface water drainage, provision of new access tracks and demarcation of parking areas. Erect storage shed for local fishermen.

1/D/09/000038 – 61 Donkey Lane. Carry out alterations to include modifying dry area to rear of property and repair of outbuilding.

Consultation:

1/D/09/000168 – Overland, Shipton Lane. Change roof to incorporate new dormer. There were no objections.

1/D/09/000132 – 87 High St. Change of use from old shop area into ancillary residential accommodation. There were no objections.

1/D/09/000298 – 15 Beach Rd. Extension and alterations. There were no objections.

Refusal:

1/D/09/001732 – Green Chalet, Hive Beach. Erect single storey building.

Consent was given to two tree applications, TP/09/00025, Walnut lodge, Annings Lane and CA/09/00034, The Hatches, Church St.

Clerk.

Clerk.

A.Mackie.

Clerk.

A.Mackie.

D.Venn.

9. FINANCE COMMITTEE REPORT & RECOMMENDATIONS:

S.Pett reported on the Finance Committee Meeting.

The Finance Committee recommended that a new mandate be issued in order that the new RFO could sign cheques, make financial transfers and receive the bank statements. This was agreed.

S.Pett reported that a number of adults wished to restart the Village Youth Club. It was agreed that the Parish Council would allow free use of the reading Room and initial photocopying facilities to promote the club. The Clerk to liaise with the new volunteer leaders reference CRB clearance and transfer of monies from the old Youth Club account

Discussion took place regarding the electrical work that needed to be done in the Post Office in order to pass safety inspections and insurance requirements. The work was of an urgent nature and would cost £1386 plus Vat. The Council agreed to make this payment.

Quotes were still being sought for work on the Post office frontage, facia and windows. It was agreed that the Council approach the Village Society with a view of sharing the costs of maintenance and the electrical work.

The next Finance Committee meeting is set for 1^st July 2009 at 6.00pm.

10. Working Party Reports:

Council Structure:

Details had been circulated to all councillors and it was intended to put the changes into place at the May meeting, as well as allocating Councillors duties and responsibilities.

Youth Activities Day:

There was no report from the organisers but A.Mackie stated that the day had been very successful and the Council was awaiting feedback from the event.

Website:

There was no report.

11. Finance:

The following cheques were ratified:

National Trust £1796.43 Café Rent, Footprints £38.75 Youth Day, Landworks £90.00 Youth Day, R.Brown £29.65 Post Office, Nildram £16.68 Internet, Mrs Stevens £28.75 Cleaning & Materials, HMRC £672.63 Paye & NI, Fel Moore £586.13 Wages & Postage, K.Jones £42.00 Wages.

K.Jones distributed the bank reconciliation for March 2010.

Clerk.

A.Mackie.

12. B3157 Road Safety Update:

S.Pett reported that the last meeting of the Project Board had been cancelled but a new date was set for the 27^th April.

J.Grantham had distributed to parishioners for PACT a questionnaire regarding road safety issues, which would also be informative for the Parish Council. The results confirmed the details already set out in the Parish Plan which has been lodged for three years with the Highways Dept of the County Council. The results are available in the Reading Room for two weeks before being returned to J.Grantham.

D.Diaz and J.Munslow (Highways) had not yet responded to S.Pett regarding a walk around the village to re-identify the areas of urgent concern. It was suggested that this walkabout should either be early morning or at twilight.

13. Library Report:

A.Mackie circulated a letter from T.Long (Libraries) stating that on March 4^th the County Council’s Cabinet resolved that, Burton Bradstock Library be transferred to the local Parish Council in accordance with the provisions of the business plan prepared by the Friends of Burton Bradstock Library, on terms and conditions to be agreed by the Director of Environment.

A.Mackie also circulated a ‘Heads of Terms for the Transfer of Library Buildings to the Local Parish Council, and an Agreement between Burton Bradstock Parish Council and the Friends of Burton Bradstock Library. B.Hynds stated that these were both urgent matters to be addressed. A.Mackie asked Councillors to read and respond on them very quickly so they could be sent to the Council’s solicitors for action. A.Mackie to confirm a date with the solicitors and inform all councillors.

B.Hynds and A.Mackie to attend a meeting at Winfrith regarding DCC Assetts.

14. The Post Office:

A.Mackie stated that the Lease had not yet been signed and therefore no charges had been made for rent arrears.

A.Mackie circulated a letter from the tenants asking permission to do a number of refurbishment projects in the Post Office at their own expense. This was unanimously agreed.

The letter informed the Council that there was no current going to the shop window light. It was agreed that the Council as landlords would pay for this inclusion.

The letter also asked to change the colour of the facia from red to green. It was agreed to ask for an opinion from the Village Society on this subject, as feeling was divided within the Council. There might be a planning issue also in changing colour of the Post office.

15. Preparations for Parish Council AGM, 7.30pm, 23^rd April 2009.

K.Jones would be meeting with C.Hughes to set up an end of year financial account for the full AGM. Prior to the full AGM there would be a meeting of all Councillors in the Reading Room at 6.30pm to formally approve the accounts.

It was hoped that other agenda items at the AGM would be a report on the Youth Activities day and an update on the Parish Council’s new website. The AGM would conclude with refreshments.

16. A.O.B.

• Burton Cliff Hotel Presentation: The Clerk reported that 49 parishioners had responded to an invite by the owners of the hotel to an informal presentation of their plans, held in the Reading Room. This was not part of any formal planning procedure. It was clear that the owners and architects had taken on board past comments and the proposed development was well received.
• New Dog Signs: WDDC had issued new dog signs for the play area and playing field. The Clerk to pursue.
• A.Mackie: Reported on the Bridport Local Area Partnership. They had details regarding the digital switchover, the Sustainable Communities Act and Bridport seeking Transition Town status. More details are available from A.Mackie.
• P.Toms: P.Toms had recently attended an Allotment meeting. Matters discussed were the culling of rabbits, possible extra land for allotments from the N.Trust, and the provision of a kissing gate at the field entrance to Southover similar to the one near Freshwater. The Clerk to pursue these matters with the N.Trust

The question of water provision was also raised, but as had been previously stated the cost was too high.

P.Toms also reported that he had reported to DCC Footpaths the ploughing up of a footpath between the Shire Horse Centre and Cogden, and action was being taken.

• S.Pett: S.Pett reported that she had had a complaint regarding late night usage of the car wash facility at the BB Garage. There was no restriction foe use in terms of planning, but Environmental Health officers are looking at in terms of noise and public nuisance.
• E.Ripley: E.Ripley raised the question of a family Picnic Day in the Playing Field. The Council were very happy to give permission for the use of the playing field, but felt that the responsibility of organising such an event must rest with those interested in putting it on.
• P.Dutton: Reported that Tony & Ann Coombe were in Italy in the region of the recent earthquake, but were okay.

17: Date of Next meeting: 13^th May 2009. Annual Parish Council Meeting.

18. Democratic Half Hour:

• R.Coatsworth: No money has yet been spent or allotted for any project regarding the B3157 Safety issues. The next project board meeting has been rescheduled to the 7^th May. With regard to the Waste Transfer site, the Highways agency has agreed to look at other sites.
• B.James: B.James asked if her letter regarding the high costs of future parking at the Hive Beach could be discussed. The Chairman stated that it would be ‘treated’ at the next Parish Council’s Meeting, the Chairman to circulate copies to all councillors:. Charges for the Hive Café Car Park were now the responsibility of the N.Trust.
• D.Parsons: Expressed concern about the delay in repairing road signs. The Clerk to email R.Coatsworth with details.
• J.Grantham: The Environment Agency is still trying to move forward with the Drainage Project. The BVN’s system sadly does not confirm receipt of articles sent to it. The PACT questionnaire and results were done for the benefit of the village, and after six months the authority responsible for identified areas has to address the situation. Ian Pitt-Aitkens will be taking over Homewatch and attending the PACT meetings.

J.Grantham stated that in his absence someone needed to co-ordinate the work on the sewers in Mill St between local people and the contractors. P.Middlemast agreed to do this.

It was agreed to send a list of Council dates and if possible topics to the BVN for publication.

The meeting closed at 9.05pm.

S.Pett.

A.Mackie

All Councillors

A.Mackie.

Clerk.

Clerk.

Clerk.