MINUTES OF BURTON BRADSTOCK ANNUAL PARISH COUNCIL MEETING

Held on 13^th May at 7.30pm in the Reading Room, Burton Bradstock

Present: Cllrs: A.Mackie, P.Toms, S.Pett, P.Dutton, D.Batten, E.Ripley, D.Dixon, F.Moore (Clerk)

K.Jones (RFO), DCC Cllr: R.Coatsworth and nine members of the public.

1. Apologies: Cllrs: P.Middlemast, K.Broad, WDDC Cllr: M.Parsons. The Clerk also reported on the resignation of Cllr: L.Comley.	ACTION
2. Minutes of the previous Meeting 8^th April 2009. Two typing errors were corrected in agenda items 5 and 16. The report in item 16 raised by S.Pett should read ‘that Environmental Health officers have visited the site and the situation has improved’. After these amendments the minutes of the previous meeting were approved and signed by the Chairman as a true record. 3. Election of Chairman: The Clerk asked for nominations for the position of Chairman, A.Mackie was proposed by S.Pett and seconded by P.Dutton. There were no other nominations, and after indicating that he was willing to stand A.Mackie was duly elected as the Chairman of Burton Bradstock Parish Council. 4. Election of Vice Chairman: E.Ripley informed the meeting that she was resigning from the Parish Council. The Chairman asked for nominations for the position of Vice Chairman. There were no nomination and the matter was put into abeyance until the June meeting of the Parish Council. 5. Declaration of Acceptance of Office (Chairman). The Chairman signed in the presence of the Council the Declaration of Acceptance of Office of Chairman. 6. Appointment of Committees (as per PC Working Party Recommendations). Finance Committee: S.Pett, P.Dutton, D.Batten, New Councillor. Planning Committee: D.Venn, K.Broad, P.Toms, P.Middlemast, D.Dixon, New Councillor. The Chairman reminded Councillors that they needed to appoint a Chairman of the Committee’s at their next meeting. D.Batten agreed to be the Chairman for the Planning Committee meeting on the 19^th May 2009. 7. Appointment to outside bodies and other delegated areas of responsibility (as per PC Working Party recommendations). Bridport Local Area Partnership: A.Mackie DAPTC Area Committee New Councillor. Allotments: P.Toms. Community Safety Issues: P.Dutton Consultation Exercises: Full Council. Emergency Planning: K.Broad. Environmental/Sustainability Issues: D.Dixon. Footpaths: P.Toms. Hive Beach & N.Trust Liaison: D.Dixon. Library: P.Middlemast. Major Projects: D.Batten Play area & Youth Activities: D.Dixon Policy, Procedures, Standing Orders: F.Moore Post office: A.Mackie, P.Dutton, New Councillor. Road Safety/Transportation: S.Pett. Trees: P.Toms. Village Clean up/ Competitions: P.Middlemast. Village Hall: A.Mackie (until Jan 2010) Village Plan: D.Batten. Waste and Recycling: To be appointed. Websites (PC and Village). D.Venn. 8. Declarations of Interest: There were no declarations of interest.	D.Batten
9. PARISH CLERKS REPORT & MATTERS ARISING: Village Spring Clean: 13 volunteers took part in the Village Clean up on the 18^th April. Burst Water Main: The Clerk to write again to the neighbouring property with details asking for a contribution to the water repair bill. Telephone Box: No further news to report. Highways & Signs: The details supplied by the Clerk to R.Coatsworth have been passed on to the appropriate people. It is hoped that action on all the areas will start to take place soon. N.Trust/Allotments: The Clerk has received a response from the N.Trust stating that they would cull rabbits near the allotment, and that they had in place plans to put in a kissing gate at the end of Southover. They were also aware of the need of extra allotment space and would be considering this in the future. Youth Club: A number of parents from the village have met with the aim to re-open the local Youth Club, hopefully in September 2009. They are looking at the moment at rotas for helpers, times to open, ages, programmes and affiliation with a County Youth organisation for support advice etc. Reading Room Notice Board: This has been repaired with clear toughened glass. New Dog Signs: The Clerk to contact R.Brown on this matter. 10. Correspondence: BLAP: Details and agendas for future meetings. The Chairman to attend: N.Trust: Copy of newsletter relating to Burton Bradstock. WDDC: Details regarding the vacancy for a Councillor at Burton Bradstock and the details of the nominated persons for the Bride Valley Electoral County Division. Details to be placed on the notice boards.	Clerk. Clerk. A.Mackie. Clerk.
11. Planning Committee Report: D.Batten reported that the committee had met on the 20^th April 2009. Approval has been given by WDDDC for: 1/D/09/000121 & 1/D/09/000122 – The Three Horseshoes. Carry out alterations to existing ventilation system with modifications to pitched lean-to roof to suit. 1/D/09/000168 – Overland, Shipton Lane. Change roof to incorporate new dormer. 1/D/09/000132 – 87 High St. Change of use from old shop into ancillary residential accommodation. 1/D/07/000060 – 20 Norburton. Erect conservatory and part loft conversion. 1/W/05/002413 – Merlyns, Annings Lane. Demolish part of bungalow and remove roof from retained part. Erect two storey extension and higher pitched roof incl. over garage. Erect conservatory. Block existing vehicular and pedestrian access and construct new. 1/D/08/002356 – 6 Hive Close. Carry out loft conversion. Install velux roof lights. Erect dormer window. Consultation: 1/D/09/000498 – Hive Beach Café. Erect awning/enclosure to extend canopied dining area. There were no objections. However WDDC should monitor this application to ensure that the awning is removed for the summer months, May – September as stated in the application. 1/D/09/000428 – Manor Lodge, High St. Demolish lean-to extension. New single storey extension. The site was visited by the committee and there were no objections. 1/D/09/000391 – White Ladies, Coast rd. Remove bay window and flat roof dormer. New two storey extension, pitched roof extension and front porch extension. The committee visited the site and there were no objections. However the Council felt that the application was almost a ‘new build’ and were concerned about the lack of sustainable provision. The plans should be achieving an eco level of between 3 – 4, possibly using photovoltaic slates from a local source rather than Argentinean ones. There were no objections to prune a Holly tree by 50% at Darby House. (CA/09/00074). There had been no formal planning application as yet for the Manor Farm development. An informal viewing of proposed plans for Burton Cliff Hotel had taken place in the Reading room by the applicants with 49 parishioners in attendance. This was not part of the formal planning process. 12. Finance Committee Report: There had not been a Finance meeting. 13. Finance 9including formal approval of 2008/09 year final figures). The following cheques were ratified: F.Moore £586.36 Wages & Postage, HMRC £185.16 Paye, K.Jones £262.50 RFO, R.Brown £98.00 Notice Boards, Nildram £16.68 Broadband, EDF £281.18 Electricity, Nantes £631.00 Post Office, PJ Rice £69.37 Post office, J.O,Shaughnessy £200 Youth Funday, BB Village Hall £22.50, DAPTC £302.31 Affiliation Fees, Mrs Stevens £27.00 Cleaning. Direct Debit, Wessex Water £170.13. The RFO circulated and explained the formal set of accounts for the year ending March 31^st 2009. These were formally accepted, proposed by S.Pett and seconded by D.Batten. The Chairman stated that the issues surrounding the surrender of the lease for the Hive Beach car Park and Café had now been resolved and it was unanimously agreed to pay the outstanding car park fees to the N.Trust. This would mean transferring £10,000 from the Savings Account to the Current Account: It was agreed to leave the bank mandate for signing cheques as it is except for the inclusion of the Responsible Finance Officer 14. Post Office & Library Update: Post office: The Chairman reported that the Lease between the tenants and the Parish Council had now been signed and completed. The Parish Council have received rent due for the last two months. After discussion it was agreed that the Parish Council would meet with the Village Society in June to look at a number of issues, quotes for the work that needs to be done, sharing of the costs, what colours should be used in external decoration, planning issues and reviewing the agreement between the Parish Council and the Village Society. The tenants did not wish to close the Post Office for the work to be done and would prefer it was done in the Autumn of 2009. This might mean a revisit to contractors regarding quotes. It was agreed that a paper be prepared showing the history of the Parish Council with the Village Society with regard to purchasing and managing the Post office. It was noted that the Post office looks good and the tenants are providing an excellent service. Library: P.Middlemast is organising a meeting with DCC library officials in order to update her fully on all the issues regarding this project. 15. Working Party Updates: Youth Activities & Website: Youth Activities Day: D.Dixon had circulated a detailed paper to Councillors and highlighted various points from the paper. The following recommendations were made to the Council: Take note of the needs of young people as defined by the funday video diary. Endorse further actions to address young peoples needs in the parish, in particular: The establishment of a young peoples committee, The development of funding bids for recreational equipment identified in the funday video, Organisation of ma youth club and occasional events for young people on the playing fields Prioritisation of young peoples recreational needs in any future Section 106 agreement wind fall. The Parish Council fully supported the recommendations, and thanked the working group members for their excellent work and encouraged them to keep the momentum going. Website: The Clerk reported that D.Venn was exploring the possibility of using the Parish Council’s current Broadband facility for the provision of the Parish Council’s Website. 16. B3157 Safety Project: S.Pett reported that the Project had a new leader, Mr A.Brown. All the road repairs have been done and the temporary speed limits removed. However some £200,000 out of the allocated £1 million has already been spent. The Design team will make various recommendations to the Highways Team by the 1^st June and then to the full Board by the 23^rd June. There will then be a public consultation during the summer months with hopefully a project start in the Autumn. The money allocated could be lost if the work is not completed by March 2010. More information should be available at the July Parish Council meeting. 17. A.O.B. To include Hive Beach and N.Trust Communications. Parish Council support for Proposal under Sustainable Communities Act. Hive Beach: The Chairman reported that he had circulated to councillors all of the correspondence from B.James regarding car park charges etc. He also reiterated that the Parish Council had not been consulted on any issues regarding the Hive Beach car park. It was agreed to invite C.Richards from the N.Trust to come to the next Parish Council meeting so that any issues regarding the car park and its relationship with the village could be fully discussed. Parish Council support for proposal under Sustainable Communities Act. The Chairman introduced a proposal from ‘Transition Town Bridport’ which they intended to submit to the Sustainable Communities Act Panel. The proposal: That the Secretary of State for Transport amends the powers of the Highways Agency as follows: That where roads under the jurisdiction have a high or significant local strategic importance, the powers of that Agency which impinge directly on the structural or functional planning of a local community, should be commuted from ‘Mandatory’ to ‘Advisory with consultation’. This was unanimously agreed. Consultation Documents: D.Dixon to look at various documents on behalf of the Parish Council, Design Sustainability Guidelines, World Heritage Site and West Dorset landscape Assessment. E.Ripley: Stated that she had reported some vandalism outside her property to the Police. D.Batten: Could the dates for the Parish Council be put in the BVN along with a new list of Councillors with duties and responsibilities. The Clerk to resolve these matters. The Clerk reported that the Barrowfield signpost issue had been followed up by Cllr: Coatsworth and hopefully should soon be resolved. D.Batten asked if the agreement to rent a small piece of land between Mill House and Arch Bridge had been terminated. S.Pett stated that it had and the land has been recently sold and that the Council had been informed of this decision. P.Toms: The Ivy around the Sycamore on the Village Green was now dead and could be removed. The Clerk to contact R.Brown to see if he is able to do this. Fly Posters: The Clerk reported that these can be taken down by anybody. Housing Needs Survey: A.Mackie to bring a copy to the Planning Meeting on the 19^th May. 18 Democratic Half Hour: B.James: B.James stated that the N.Trust would not do anything about charges or village passes regarding the Hive Beach car park without the direct involvement of the Parish Council. The Chairman replied that is why we are inviting the N.Trust to the June meeting to open a debate on all the issues affecting the Car park and its relationship with the village. Playing Field: Concern was expressed regarding the possibility of a permanent shelter on the playing fields as this might cause antisocial behaviour. D.Dixon stated that the working party would take that into account whilst looking at developing better facilities for the young of the Parish. 19. Dates of Future meetings: Special Planning Meeting: 19^th May. Parish Council Meeting: 3^rd June. The meeting closed at 9.30pm.	RFO/Clerk. A.Mackie P.Dutton. A.Mackie P.Middlemast. D.Dixon. D.Venn S.Pett Clerk. Clerk. D.Dixon. Clerk. A.Mackie.