ACTION

Sarah Corran from the Police joined the meeting as the new community beat officer. She unfortunately left the meeting before the end.

1.     Declarations of Interest

Sheila Pett declared her interest in the Post Office expenditure being a trustee of the Village Society.

2.     Minutes of Last Meeting

The minutes of the meeting of 6th January 2010 were amended for the following:

Item 4 - Dog bins – to be sited near to the seat opposite the top of the footpath known as the “drain”. Cllr Toms pointed out that this should not be immediately adjacent to the seat.

Item 4 - RR Repairs - subsequently noted that Cllr. Moody would also participate (ref PC minutes of 3 December 2009)

Item 10 – last paragraph to be changed to add other pedestrian/ safety features

AGM to be on 4^th May 8.00 in the Village Hall, the PC meeting would be held at 6.30 the same evening but in the RR.

Various typing amendments

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

3.     Matters arising

Reading Room Repairs - Cllrs Dutton, Delves and Moody had created a schedule of works for the RR. The repair to the door will not need listed building permission but Cllr Moody is checking whether this is required for a replacement door.

It was agreed that Cllr Pett would investigate whether a grant could be made available, if so additional works maybe considered, and that quotes would be obtained.

Ringmaster Scheme –Cllr Dutton having been appointed would be notified by the Police by email in order for matters to be recorded

DAPTC Training – Clerk to update details by next meeting

Post Office analysis – supplied to Village Society

Fly Tipping - Clerk to update details by next meeting

All other items are covered below as agenda items

ACTION

GM

SP

Clerk

Clerk

Clerk

4.     Correspondence

Freddie Tame’s Memorial - the location of a memorial bench would be concluded upon the Clerks return from holiday.

The WDDC have noted the precept of £21,500

The WDDC have received no volunteers for the Councillor vacancy so if anyone can suggest a suitable candidate they can be considered.

5.     Working Party Reports

Web site – Cllr Venn reported that a meeting has been held during which various improvements where discussed. It was also agreed that there would be 3 people who could update the site. There will be a link from the village site to the PC site. Cllr Venn will demonstrate the new site at the AGM. Draft minutes of meetings should be published to the public within 2 weeks of the meeting. This means that the Clerk and RFO must issue their minutes within 1 week of the meeting.

The Contact details need to be updated

A discussion followed about the cost of broadband and the need for the land line and it was agreed that Cllr Venn should see if we could service the web site in a cheaper way

National Trust Liaison – Cllr Moody reported that a meeting was held and it was felt that the NT would work with us on the Parish Plan. Helen Mann would contact Steve Atrill to request that the public toilets opening times are extended. The NT is also willing to pilot residents out of season car parking price reduction. This topic would be covered during the consultation on the parish plan. The option to have a bus route to Beach Road could be considered depending on the views of the Beach road residents and the ability to create a turning circle. It was felt that the NT may ask for support on this but that the benefit is not for local residents so could not be justified. Cllr Moody to follow up. It was also stated that the parish Council now owned a part of the cliff walk, which could be used for bargaining with the NT.

Clerk

All

DV

DV/PM/DD

RFO/ Clerk

Clerk

DV

ACTION

GM

6.     Planning Committee Report

Cllr Toms reported on the meeting held on 20th January 2010.

Approvals

1/D/09/001672—7 Hive Close. Alterations to roof space to provide additional accommodation. Dormer window & conservation roof light.

1/D/09/001654—Shadrach Farm. Dwelling with Garage.

1/D/09/001724—Wayside Annings Lane. Extension.

Consultation:

1/D/09/001821—Othona, Coast Road. Retain 4 free standing signs. Neither the Parish nor District council supported this.

Withdrawn:

Burton End Coast Road. Demolish dwelling. New replacement chalet with basement accommodation.

Certificate of Lawful Use or Development:

The sourcing of beach material from Freshwater Beach.

The depositing of Beach Material at East Beach West Bay.

There were No Objections

There were a number of tree reports:

Cllr Toms also updated the meeting on the Parish Plan. Cllr Dixon who had worked on the plan before would be involved and the Planning Committee would decide their course of action before presenting this to the Parish Council.

The next meeting will be held on Wednesday 17th February.

7.     Finance Committee Report

There was no Committee meeting this month.

The next meeting Monday19th April

ACTION

8.     Finance

The following cheques were ratified:

9.     B3157 Update

Cllr Pett reported the outcome of the walk about around the village that several of the Councillors had attended along with Andrew Brown (Project Leader B3157)and Nick Dunckley (Highways Senior Technician) The walkabout covered many areas as well as the need for a safe footway from Charles Road to the Anchor and the Three Horseshoes to the play area. A presentation will be given at the next Parish Council meeting and it was agreed that this should be well advertised as many residents would be interested in hearing what options the Highways Authorities have considered. It is however going to be difficult to create a footpath along the High Street. It was felt that a decision should be made on how to proceed shortly after this meeting as this was a very good opportunity to address the local issues of safety and access.

SP

All

10.  Risk Assessment

The RFO presented the audit of the risks. The Finance Committee had recommended that 3 particular risks should be raised at the Parish Council meeting as they were classified as High Impact.

1.     The Request for the precept should be sent by recorded delivery.

2.     There should be a weekly check of the play ground and an annual inspection. This is required to comply with our insurance policy. Cllr Mackie stated that this is now in place and a record of the findings is being made weekly. This needs to be covered by the agenda each month.

3.     There should be a review of our tender process and Cllr Moody has agreed to prepare something for the next Finance Committee meeting.

The Parish Council formally agreed the Risk Assessment and the recommendations from the Finance Committee

Clerk

Clerk

ACTION

GM

11.  Library Update

Little progress had been made since the last meeting due to the solicitor being on holiday. It was thought that the work would be concluded in a reasonable time and Cllr Middlemast would cover this in Cllr Mackie’s absence.

PM

12.  Post Office Update

Cllr Mackie reported that a meeting had occurred between the Parish Council and the Village Society. Four Trustees of the Village Society attended including Cllr Pett who was acting as a Trustee at this meeting. The Parish Council gave a draft set of terms of reference for the Village Society to review. The Clerk to follow up. In respect of the rent review it was agreed that there would be no increase until April 2011. The rent would go up by £300 from then and a further £300 from April 2012.

Clerk

13.  Coastal Corridor Consultation Exercise

Cllr Mackie stated that this had been carried out and agreed.

14.  A.O.B.

Cllr Toms advised that there was no waiting list for allotments and that invoices could be prepared for next year. The lopping of Trees at Larkfield was not subject to planning as the land lies outside the protection boundary.

Cllr Mackie informed the meeting about the Cycle Path and it was agreed that this development should be encouraged and everyone should visit the Web site to add their views. http://www.dorsetforyou.com/index.jsp?articleid=394777

Cllr Mackie had had a request to support the Village Fair in May through running the book stall and this was agreed.

Cllr Mackie had distributed a delegation list following the resignation of Cllr Broad. Emergency Planning would be assigned when a new Councillor was enrolled

Cllr Pett requested that the handy man should clear leaves from the Drain and remove some branches in the paying fields. This was agreed. Cllr Mackie will arrange this

Cllr Batten asked about the location of the key to the gate, beside the public amenities, in the playing fields. The Clerk would advise

PT/RFO

All

All

Clerk

ACTION

AM/Clerk

Clerk

15.  Date of Next Meeting

7.30 PM 3^rd March 2010

16.  Democratic Half Hour

Several members of the public attended.

There was a concern about the technical expertise of those working on the B3157 project. Cllr Coatsworth assured everyone that they had been working on similar projects for some time. It was also stated that potential development of the site in Mill lane could be used to bargain a financial contribution (from the developer) to the new footpath in the village.

A request to repair fencing in the play area was made and agreed. It was also stated that perhaps the Tame memorial could be used to replace a picnic table in the play area.

A telephone Pole has been erected on the Green; Cllr Mackie stated that he had asked the Utility companies to work together so there is only one pole. This will be done by hanging power cables from the new pole.

Cllr Parsons stated that the Certificate of Lawfulness in respect of the existing tourer campsite was complex and that the deadline for raising any issues for this was 13^th February 2010. The Planning Committee would have to review this before their next schedule meeting.

Cllr Pett suggested that the Neighbourhood Watch Representative should be introduced at the AGM and this was agreed

The meeting closed at 9.20pm

PT/Clerk

Clerk

PT/Clerk

Clerk