1.    Apologies: Cllrs: K.Broad, H.Seadon, and WDDC Cllr: M.Parsons.

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

ACTION

3. Minutes of the Previous Meeting, 7^th January 2009.

The minutes of the previous meeting 7^th January 2009 were approved and signed by the Chairman as a true record.

4. Presentation by A.Gale and J.Edmunds, Wessex Water: (Open to the public).

Mr Gale reported that they would be increasing the size of the pipe in Mill St and they would be making improvements at the pumping station in Annings Lane. The question of smell regarding the sewers in Mill St would be addressed. J.Edmunds stated that a lot of the work would be done in June and July 2009 and it was hoped that work could start in Mill St in May 2009. It was estimated that the work in Mill St could take up to 10 weeks and that a consultation exercise would be undertaken with all affected parties to minimise the effect, areas of the road would be sectioned etc. The flow from Mill St would travel to Freshwater and then on to West Bay. It is hoped the whole project would be completed by March 2010. The Chairman thanked Mr Gale and Mr Edmunds for their input.

5. Paris Clerk’s Report & Matters Arising:

• Play area: The pailings have been repaired, however today one has been removed.
• Dogbins: WDDC have been informed of the lost bin at the top of Cliff Road and they are replacing it. They have cleaned up the site today. The Dog Bin near the toilets has been removed and the site cleaned up, so hopefully parishioners etc will now use the waste/dog bin at the other side of the toilets. The Clerk to contact WDDC to remind them to empty the dog bin in the field near Larkfield Caravan Park.
• Barrowfield Road sign: WDDC will be erecting a new road sign.
• Digital Switchover: Details have been placed in the BVN and the Library regarding the switchover and a meeting will be arranged to offer further advice etc if this is required.

6. Correspondence:

• WDDC: Leaflets and Notices Regarding the Recession: Details of a range of services that can help residents and businesses that might be affected by the recession. Details to be placed on the notice board and the operations table.
• WDDC: Funding for local Bridport Projects: Grants available for local organisations through money raised at the West Bay Car Boot Sales.
• Letter of Resignation from Cllr:H.Seadon: A formal letter of resignation has been received from H.Seadon. Details of this casual vacancy will be placed on the Council’s notice boards. If no request for an election is made by the 27^th February from at least ten electors, the vacancy can be filled by co-option.

The resignation of H.Seadon means that two pieces of work need to be taken on board by Council members. The application for the Best Community Village Competition and the Consultation document ‘Communities in Control, a recommended practice on local authority publicity’. Councillors interested in these should contact the Clerk.

• WDDC Spring Clean 1-30 April 2009: It was agreed that the Clerk send off for all the relevant equipment and that this item would be raised on the March Parish Council agenda for a date in April to spring clean the village.
• Cold Calling Control Zone Questionnaire: The Clerk to complete and return.
• WDDC: Promotion of Loans for Energy Efficiency Improvements to private homes: Details with the Clerk.
• C.G.Fry & Son: Letter regarding the temporary withdrawal of the Planning application for the Manor Farm site, due to extra technical information being required in respect of the Flood Risk Assessment.
• National Coastwatch Institution: A letter seeking general support for the re-introduction of a disused lookout side above Cogden Beach. In principle the Council supported the proposals without prejudice.

7. Community Operations Report & Recommendations:

D.Venn reported that no meeting had been arranged, but he was continuing to work on the two outstanding issues from the committee, the Handyman appointment and the handback of the Car park and Café to the National Trust.

Currently R.Brown had done a minor job for the Council regarding the re-erection of the signs opposite Mill St. The other piece of work repairs to the Post office facia, window and door was more extensive. It was agreed that the Clerk try and obtain three quotes for this work. D.Venn and the Clerk to look at a schedule of work scales for the handyman position.

The legal documents regarding the hand back of the Car park were taking a long time, but were in the hands of the solicitors. D.Venn to pursue this matter.

Clerk.

Clerk.

All Cllrs:

Clerk.

Clerk.

Clerk

Clerk. D.Venn.

8. Planning & Development Report & Recommendations:

There had been no meeting since the last Parish Council meeting. The next Planning Meeting was scheduled for the 9^th January at 6.00pm.

9. Finance Committee Report & Recommendations:

S.Pett reported that the Finance Committee had met on the 27^th January 2009. The Key List had been established, and the Precept for 2009/2010 had been confirmed. P.Dutton had updated the Asset Register in general and in particular with reference to land areas owned by the Council. The Clerk is trying to identify particular ownership of pieces of land. P.Dutton is also looking at insurance issues regarding rebates or reductions due to the surrender of the Car Park and its associated costs and also the surrender of the Hive Café in March 2009.

S. Pett reported that the bus shelter is not insured and recommended that it should not be. The full Council endorsed this recommendation. The Council also endorsed the recommendation to increase the Reading room contents to £7,000.

Grant Aid recommendations were endorsed by the full Council: Dorset Blind Association £50.00, BVN £200, CAB no grant at the present moment, but to look at it again in May 2009.

The RFO advert had not been in the latest edition of the BVN due to an error in the system, also we are writing to express our concerns. The advert has been placed in the Bridport News at a cost of approx £130, and interviews will take place on Tuesday 10^th March 2009, S.Pett, P.Dutton and A. Mackie to conduct the interviews.

A cheque for Income Tax and N.Insurance was not authorised by the committee but was recommended for payment at the full Council.

It was also agreed that no payment should be authorised to the N.Trust until the surrender of the lease document had been finally signed.

The date of the next meeting has been set for April 1^st 2009.

10. Working Party on Council Structure:

The Working Party met on the 28^th January 2009 and discussed the Clerk’s timesheets and hours, the RFO position and in general the updating of the Council’s Standing Orders. Discussion took place on how many times the various committees’ should meet and the number of councillors on each committee. The next meeting is scheduled for the 10^th February.

D.Dixon stated that it would be an appropriate time to update the Standing orders with the Council’s Sustainability Policy and Child Protection Policy.

11. Working Party ‘Playing Fields’:

A consultation day had been confirmed with young people for the 28^th March 2009 between 2-5pm. An action van will be on the Playing Field during this time and it is hoped that a video diary will be produced by young people expressing what sort of provision they would like to see in the village. It is hoped to bring this diary to the Parish Council meeting in May. Handouts and flyers will be distributed to promote the event. Work was being done regarding contact with funding providers.

Clerk

P.Dutton

Structure

Working Party

D.Dixon

D.Venn

D.Batten

12. Finance:

The following cheques were ratified:

HMRC £897.14 Paye, P.J.Rice £92.00 Post Office, P.J.Rice £274.54 Burst Main, EDF £195.17 Electricity, G.Pitcher £62.11 Post Box & Keys, Upshalls £597.79 P.Office Building Insurance, Computerfixit £60.00 Laptop, Nildram £16.68 Broadband, Mrs Stevens £27.00 Cleaning, F.Moore £578.30 Wages & Postage, HMRC £164.82 Vat.

P.Dutton to look at our insurance policy regarding the burst water main.

P.Dutton

13. B3157 Road safety:

S.Pett reported that she had been unable to attend the meeting on December 8^th and thanked J.Harding for attending on behalf of the Parish Council. J.Harding reported that the meeting had taken two hours and after discussion the Council had agreed to reinstate cat’s eyes and white lines to a certain extent. J.Harding thanked J.Grantham and R.Coatsworth for their support on this matter. J.Harding was not sure about the amount of cat’s eyes to be reinstated and that the work would be delayed due to the poor weather at the moment. S.Pett stated that the next Project Board meeting was in March 2009.

14. Library Update:

A.Mackie stated that a new representative from the Parish Council to sit on the Library Committee was needed because of the resignation of H.Seadon.

B.Hynds had responded to a letter from T.Long (Dorset Library Services Manager), regarding the proposed transfer of Burton Bradstock library to the local community. A copy had been sent to the Council.s solicitors.

15. The Post Office:

The Lease for the Post Office is still outstanding, it is currently with our solicitors and needs to be agreed and resolved before the end of February, when the first rent payment is due.

16. Parish Council Consultation Responses:

It was agreed to leave the appointment of an Emergency plan, Co-ordinator, the review of the Planning Committee and its remit and the appointment of a Parish Council representative to the Library until the next Working Party on Council structure’s next meeting.

17. A.O.B:

• Waste Management Meeting 29^th Jan 2009: A.Mackie attended the meeting and circulated a report to all members. The main thrust of the meeting was that Gore Cross was DCC preferred site, but may not be the final one. Suggestions were made about having two sites to lessen the traffic problem, one for household waste and one for the waste transfer site. The next Dorset Waste Forum is 27^th March in Blandford at 10.00am.
• Minutes on Burton Bradstock website: A Mackie reported that a complaint had been received regarding the gaps in minutes of the website. The person concerned had now received all of the minutes from the Clerk. Discussion took place as to whether or not the Council should set up its own website. It was agreed that it would be beneficial to have our own website. D.Venn and D.Dixon to prepare a full report on this matter.
• Annual Parish Meeting: 23^rd April at 7.30pm in the Village Hall.
• Spring Fair 25^th May 2009: A.Mackie appealed for volunteers from the Council to operate the book stall at the above event.
• National Trust Liaison: E.Ripley introduced C.Richards from the N.Trust and apologised that there was not a place on the agenda for this subject. C.Richards stated that she was the link person for the N.Trust with all organisations in the village and was very interested to meet with all local people and organisations. A monthly surgery takes place at the Hive Beach café on the 1^st Tuesday in the month for people to input ideas etc. A wider forum involving the public is currently being discussed. D.Batten asked if in this forum the provision of car parking for local residents could be discussed.
• P.Toms: The pothole near Burton Lodge that he had reported had been filled in. Currently five people were on the allotment waiting list, and P.Toms suggested that some parishioners with large gardens might be interested in allocating a part for others to use. It was agreed when sending out the allotment allocation for 2009, it would be useful to mention the waiting list, the concept of renting of other parts of gardens and the reminder to allotment holders to fully utilise the allotment or it might not be allocated.

D.Dixon

D.Venn

14.Date of Next meeting: 4^th March 2009.

15. Democratic Half Hour:

• R.Coatsworth: In respect of the B3157 the white lines are on the side only and the cats eyes could be placed at 9 or 18 metre intervals. The work is scheduled for the middle of next week. R.Coatworth circulated a letter from DCC on this matter.

DCC has made a decision to have the Waste Transfer site at Gore Cross; however a small working party is still looking at other sites.

• Provision for Young People: D.Dixon responded to a question about youth provision that the day in March was looking at all aspects of youth provision in the village for the ages 8 – 15.
• J.Grantham: Stated that P.Perkins WDDDC would be giving an update at the next Parish Council Meeting, and also explained why sometimes problems occurred with items being sent to the BVN.
• Painting of Play area equipment: It was noted that some cosmetic work needed to be done:
• Pot Hole in Darby Lane: Clerk to notify Highways.
• Greenery between Garage and Beach road: This is now overgrown; Clerk to contact DCC Footpath Officer.

The meeting closed at 9.40pm.

Clerk.

Clerk

Clerk.