BURTON BRADSTOCK PARISH COUNCIL

Minutes of the Meeting held on Wednesday 2^nd December 2009 at 7.30pm in the Reading Room, Burton Bradstock.

Present: Cllrs: A.Mackie, S.Pett, P.Dutton, D.Batten, K.Delves, G.Moody, P.Toms, P.Middlemast, F.Moore (Clerk), A.Smith (BB Playgroup), and five members of the public.

1. Apologies: Cllrs: D.Venn, D.Dixon, WDDC Cllr: M.Parsons, J.Hill (RFO).

A letter of resignation from the Council has been received from K.Broad. It was agreed that the Clerk write to her on behalf of the Council thanking her for her work over the last two years. The Clerk would put into action the process to recruit a new councillor.

2. Grant Application by A.Smith, Burton Bradstock Playgroup:

Copies of the financial situation of the Playgroup and details of staffing, numbers of children etc were circulated to members of the Council. A. Smith highlighted various points and explained the current situation. A. Mackie declared an interest in this agenda item as he sits on the Village Hall Committee. It appeared that there was a current cash flow problem in terms of paying the rent of £500. Cllr:Pett proposed that the Council grant £500 under Section 137. This was seconded by Cllr: Dutton and unanimously agreed. It was also suggested that the playgroup should enter discussions with the Village Hall Committee regarding possible reduction in rent.

3. Declarations of Interest:

Cllr: Pett declared an interest in agenda item 13, Post office Update.

4. Minutes of the Previous meeting, 4^th November 2009.

The following amendments were made to the minutes:

1) Agenda item 2: This should read, ‘The Clerk reported that in a response to concerns about Cllr:Pett’s legal standing as a Trustee of the Post office on behalf of the Village Society, whilst being a member of the Parish Council, he had taken advice from the WDDC Monitoring officer for Legal Services.

2) Agenda item 10: This should read. ‘ There will be a walkabout in the village by some members of the Board, and when dates are known Cllr Pett will inform other councillors if they would like to attend.

3) Agenda item 15: This should read, ‘Concern was expressed that an extension at Burton Bradstock garage was being used as residential accommodation.

4) A number of spelling and grammar corrections were made.

After these amendments were made the minutes were confirmed and signed by the Chairman as a true record.

5. Paris Clerk’s Report & Matters Arising:

• Parish Clustering, ‘Lengthsman Scheme: Nothing further to report.
• Flu Clinic: 25 patients from the Portesham Clinic received flu injections on November 10^th.
• Village Greens: Cllr: Coatsworth had ascertained that under the Commons Act of 2006, that if a green was not registered with no one, then the local authority i.e. the Parish Council would technically be the owner and could register the land.
• Overhanging Trees in Shipton Lane: This had been inspected by a Highways Superintendant, who felt that there was no problem. The Clerk insisted that there was a problem and an order was issued and some work has been done. The problem is also not so much of an issue at the moment due to the change of seasons.
• Dog Bin near ‘The Drain’: WDDC are looking at the site with a view to installing a litterbin.
• Play area Inspection: This had now been completed. There were no urgent repairs to be done, however some work in terms of maintenance needs to be done and our Handyman has been given the list of work to be done. The RFO is contacting our insurers to see if we get a free inspection with our premium and also what they require in terms of local inspections. If local inspections are needed our Handyman as agreed to do them.
• Wooden Sign Posts: Cllr:Coatsworth has ascertained that DCC are trailing a scheme whereby a local group can arrange for a local contractor to carry out works, with DCC providing funding. The Clerk to pursue this item.
• Reading Room Repairs and Decoration: It was agreed that the Clerk, and Cllrs: Delves, Moody and Dutton meet to draw up a priority list of works for the Reading Room. The Clerk to arrange a convenient date and time.
• Burton Bradstock Garage: There has been no evidence of residential accommodation at the extension at the garage. Some rendering work has been completed.
• Village Hall Representative: Cllr:Middlemast has agreed to be the representative.

Cllr:Dutton proposed Cllr: Middlemast for the position, seconded by Cllr: Pett. Cllr: Middlemast was unanimously elected.

• Memoriam for F.Tame: The Clerk had spoken to F.Tame’s daughter and had explained the situation regarding land registration. They have agreed to wait until all the land registration has been completed and then look at a venue, possibly Elms Green to erect a Memoriam Seat.

6. Correspondence:

• WDDC: Refuse Collection Arrangements Christmas & New Year: Details to be placed on the notice boards.
• DCC Western Highways Team: Details of new address.
• Bridport Town Council – Draft Climate Change Strategy: A Parish Council response is required. It was agreed that Cllr: Dixon should look at this matter.
• Bridport Local Area Partnership: Details of the future meeting, the Bridport Christmas Festival and the Christmas Lunch on 25^th December.

Also details about consultation regarding the Coastal Corridor Plan, with details of web sites etc. It was agreed that if possible Cllr: Dixon could look at this issue.

• WDDC: Information on seminars to be held on January 11^th 2010 at Stratton House, to improve the two-way communication of community planning between service providers and the wider community. Details to go to the Planning Committee.
• DAPTC: Confirmation that the Marine & Coastal Access Bill has received Royal assent: Details to be placed on the operations table.

Cllr: Delves has also circulated a detailed report reference the AGM of the Dorset Association of Parish & Town Councils.

• DCC Call to Account – Waste management Facilities- - Site Selection: Details of a meeting scheduled for the 19^th November, called by Cllr: Coatsworth.
• Magna Housing Association: Information newsletter.

7. Planning Committee Report:

Cllr: Toms reported that the committee had met on the 11^th November 2009.

No further action will be taken by the Planning Enforcement Officer regarding cars being parked at the Old Smith, has they had been removed. The owner of the site had indicated that he would speak to the planning department in the future should he wish to develop the site.

The Committee discussed and adopted a Criteria for Guiding Councillors on Planning Applications. It was agreed to circulate the document to all Councillors. Thanks were recorded to Cllr: Dixon for his work on this matter.

Approval had been given for Application 1/D/09/001299 – Hive Beach Café. Approval of Reserved Matters had been given for Application 1/D/09/001195 – Land at Shadrach. And a Certificate of Lawful Use or Development had been issued for Land at Shadrach 1/W/93/0635F.

Consultation:

1/D/09/001672 – 7 Hive Close. Alterations to roof space to provide additional accommodation. Dormer windows & conservation roof light. There were no objections.

1/D/09/001654 – Shadrach farm. Dwelling with garage. The Council had no objection to an application for a four bed roomed house. However they would like WDDC to be aware of the following comments. The materials for the roof should be more in character with the village, using slate or thatch rather than concrete tiles. The natural stone being used needs to blend in with the surrounding houses in Shadrach. It was noted that within the design statement there was no information regarding sustainability features.

1/D/09/001724 – Wayside, Annings Lane. Extension. There were no objections.

There was notice of a minor amendment to Application D/D/09/001424 – Green Chalet, Hive Beach.

Application 1/D/09/000799 Seasons Watch, Shipton Lane has been refused, and there is an Appeal with reference to Application 1/D/09/000562 – Manor Farm.

There were a number of Tree Reports.

Members of the Committee have taken a part of the Parish Plan in order to update it.

P.Toms asked if another Council member could attend a Planning Meeting on Thursday 3^rd December in order that the meeting would be quorate. Cllr Batten agreed to attend.

The next meeting is set for the 20^th January 2010.

Full details of all the planning applications and tree reports are listed on the Planning & committee minutes.

8. Finance Committee Report & Recommendations:

Cllr: Pett reported that the Finance Committee had met on the 13^th November.

Cllr: Pett declared an interest in the Post Office Rent Review, but it was deemed that Cllr Pett could discuss the rent review since any decision would go to the Village Society for comment before a final decision was made by the full Council.

It was agreed to pay off the Public Loan for the Allotments.

The meeting discussed the Budget for 2010/2011 and the details were circulated to Councillors. The Finance Committee recommends a precept for the year 2010/2011 of £21,500 (a reduction 0f £6,500 from last year’s precept). This was proposed by Cllr:Dutton, seconded by Cllr: Batten and unanimously agreed.

The recommendation of raising the Reading Room hire fees was also agreed. They would now be £5 for a part of a day and £10 for a full day.

An updated version of the Council’s Risk assessment Policy had been circulated and this was approved.

Cllr: Batten was still working on the Broadmayne Charity.

The next Finance Meeting is set for the 4^th Jan 2010.

9. Working Party Reports:

Youth Activities:

The ‘funday 4 Youth two’ will take place on the Playing Field on Sunday 6^th Dec, between 11am – 3pm.

Cllr: Batten reported that due to the bad weather the basketball post had not yet been erected.

Website: There was no report.

10. Finance:

The following cheques were ratified for payment:

Public Works Loan Board £1,161.00 Allotments, Nildram £16.68 Broadband, EDF £24.29 Electricity, Mrs Stevens £27.35 Cleaning, J.Hill £473.28 Salary Aug – Oct, F.Moore £448.24 Salary, Citizens Advice Bureau £50.00 Grant, Alvian Ltd £86.25 Playarea inspection, F.Moore £25.00 Expenses, Burton Bradstock Playgroup £500.00 Grant.

11. B3157 Update:

Cllr: Pett reported that the next Board meeting was on the 14^th December. Some work had already been done in improving lay bys, and the walkabout would be arranged sometime in January.

12. Library report:

Cllr: Mackie reported that he had received two updated documents from DCC Library legal department, and he and Cllr Middlemast would be meeting with our Solicitors regarding these documents. Cllr Middlemast stated that along with members of the Friends of the Library she had met with DCC Library representatives regarding work to be done on the building. We are now waiting for details of the work to be confirmed in writing.

13. Post Office Update:

Cllr Mackie reported that the Finance Committee had made a recommendation to increase the rent of the Post office from April 2010. The committee have a statutory responsibility to prepare a budget prior to December of each year and then to submit a Precept request to WDDC. The Clerk sent a letter to the Village Society explaining this and also asking them for their response by 1^st December. On the 1^st December a letter was received from the Village society questioning the authority of the Parish Council in setting rents without their involvement.

The budget set by the Council for the year 2010/1011 does not include any extra rental income from the Post office. This will be discussed with the Village Society at the next Post office Management Committee meeting on the 19^th January 2010 and a final decision will be made by the Parish Council at its next scheduled meeting.

Cllr: Pett stated that she was not consulted or was a part of the letter sent to the Parish Council by the Village Society.

M.Southgate (previous Chairman of the Council) stated that the Post Office Management Committee had the authority to make recommendations to the Council; the final decision regarding matters at the Post office was with the managing agents, the Parish Council.

It was agreed to send the minutes of the meeting to the Village society.

The tenants of the Post office had requested some work to be done in replacing rear windows in the old kitchen area and extra lighting at the front of the building whilst the shop was open in the late afternoon and evening. The Clerk was currently investigating this with the tenants, the planning authority etc. Full details will be available shortly for a full consultation with all interested parties, some points of clarification need to be determined regarding the lease on this matter.

14. A.O.B.

• Cllr.Moody: Cllr: Moody had previously circulated a proposal for the prior distribution of Council and Committee Papers. He highlighted various points from this paper. After discussion it was agreed to adopt the proposal when possible and practicable. It was also agreed that debates on papers should not be done by email but at the appropriate meeting. Proposed Cllr.Moody, seconded Cllr: Delves, the proposal was unanimously agreed.
• Land registration: Cllr: Dutton had completed the first registration forms for Green Cliff, the Playing Field and the Cliff Path; it would appear that it would cost £40 per registration. As no documentation had been received reference the allotments from the Public Works Loan Board, it was agreed to register this piece of land as well as the two greens, the land at Grove road and the area outside the school. Cllr. Dutton stated that he also had to complete Statements of Truth regarding the pieces of land and that he was a member of the Parish council by signing an Identity certificate. It was hoped that an overall fee could be negotiated for all of the land registrations.
• Drainage Culvert: The drainage culvert near the play area is becoming overgrown. The Highways department have asked if the Parish Council owns this area. The Clerk is pursuing this matter with them and the Environment Agency.

15. Date of Next meeting: 6^th January 2010.

Democratic Half Hour:

• Concern was expressed about the relationship between the Council and the Village Society, and that both should be working together in a better way for the good of the village and its parishioners. It was stated that there are no actual Post Office Trustees of the Village Society.
• The registration of the Cliff Path might be unnecessary as most of it has already dropped into the sea. It was stated that it might be useful in discussion with the N.Trust.
• Concern was expressed about boards being put up over the windows in the Gents urinal in the Hive Beach toilets. This did not allow appropriate ventilation. Clerk to pursue.
• The Clerk to look at whether or not the site near the ‘Drain’ is an appropriate one for a new dog bin and to get the bin at the top of Cliff Road re concreted into the ground.
• The Clerk to contact R.Brown reference cleaning and maintenance of the seat on the Village Green.
• The question of a small fingerpost indicating the centre of the village and amenities is something the Council should consider for the future.
• It was reported that the Village hall Committee was working with the Playgroup to assist with its operation.

The meeting closed at 9.15pm and the Chairman invited all present to partake of the Christmas refreshments.