BURTON BRADSTOCK PARISH COUNCIL

Minutes of the Parish Council Meeting held on Wednesday 1^st December 2010 at 7.30pm in the Reading Room, Burton Bradstock.

Present: Cllrs: A.Mackie, G.Moody, N.Bowles, P.Toms, K.Delves, D.Dixon, D.Venn, S.Churchill, F.Moore (Clerk), DCC Cllr. R.Coatsworth and twenty four members of the public.

1. Apologies: Cllr. D.Batten.

The Chairman stated that he would be bringing items 10 and 11 forward so that parishioners would be able to respond to the updates during the Democratic Quarter Hour.

2. Declarations of Interest:

There were no Declarations of Interest.

3. Minutes of the Previous Meeting, 3^rd November 2010:

The following amendment was made to the minutes:

In item 9. The paragraph should read: ‘That the AGM will be held on 16^th May 2011 with a Parish Council meeting being held 30 minutes before to approve the accounts. The Annual Council Meeting is to be held on the 18^th May 2011.

The minutes were then approved and signed by the Vice- Chairman as a true record.

4. B3157 Update:

Cllr Churchill reported that no one from the Board could attend the Parish Council meeting. The consultation period was now over, and that the parking bays in Barr Lane had been included in the works. The cat’s eyes are not going to be re-instated in the village. The campaign regarding other stretches of the B3157 will not affect the decisions made for Burton Bradstock. It was agreed that the Council write to S.Howard again requesting that the speed limit between the two gateways on the B3157 be fixed at 30mph, and to ensure that the road be re-surfaced properly where the cat’s eyes have been removed. Action Cllr: Churchill.

5. Matters Arising & Clerk’s Report:

The Clerk reported that all items would be covered within the current agenda.

6. The Post Office:

In addition to the previously circulated Progress Report, Cllr Moody reported that he and Cllr Dixon had arranged a meeting for Monday 6^th December with G & S Holdcroft to discuss the rent review clause of the current lease. The Council would take into account this meeting before initiating valuations of what the current rent should be.

Action Cllrs: Moody & Bowles.

7. Library Update:

A copy of the Progress Report regarding the Library had been previously circulated.

Cllr Moody reported that he and Cllr Bowles had meet with FBBL, and the recommendation to Council was that we approve the draft agreement between FBBl and BBPC appended to the report, subject to legal advice.

This was unanimously agreed.

The progress to discuss changes to the lease with DCC has been incredibly slow, despite several requests from the Parish Council by telephone and emails for progress, and expressing the urgency of the situation, we have had no communication from Nantes our solicitor’s. The Council agreed that this was not good enough and Cllr. Moody was given the authority to give Mr Harvey of Nantes a deadline of Friday 3^rd December to resolve the current situation, and also to make him aware of the consequences if this does not happen. Cllr Moody was also given the authority to seek other legal representation if necessary. It was felt that DCC would regret having meetings without a solicitor or a new solicitor, but could meet.

8. Democratic Quarter Hour.

Post Office: G Holdcroft thanked all the parishioners for their support with the current situation. With S.Holdcroft they had agreed to a meeting next Monday to look at the rent review clause, not to look at a new lease. The meeting would also include a parishioner, suggested by the tenants.

Concern was expressed about the delay in resolving the situation, particularly regarding the valuations being sought. This needs to be done in order to comply with the strong advice on the matter issued by central Government. Concern was also expressed about the pressure the delay and finalisation was causing to the tenants and the Council were urged to resolve the matter in a positive way as soon as possible.

Parishioners commented on the high value to the village of the shop and post office with its current tenants.

Questions were raised about the valuation costing possibly £700, which was considered a waste of the Council’s resources. It was re-iterated that although not mandatory this was to comply with central Government guidance which was expressed in terms of ‘the authority should ensure that it complies with normal and prudent commercial practices. Including obtaining the view of a professionally qualified valuer’.

M Southgate noted that a similar valuation had been obtained in 2001 on the original purchase of the Post office/Shop in connection with setting the rent for and the initial tenants.

The parishioners all agreed that they would pay a subsidy through the precept to cover the difference between a market value rent and the current rent.

Flood Warden: It was asked if the Council had appointed a Flood Warden. The Chairman stated that Cllr Delves was looking at what was involved with this appointment before making a final decision. It was agreed that liaison with the local voluntary Flood Group would be very useful and that Flood planning/relief should be incorporated into the Parish Plan. Action Cllr.Delves.

Sand Bags can be obtained as an individual or by an organisation from WDDC.

Library: B.Hynds felt that the situation was now moving forward towards a conclusion, however changing solicitors at this time could have a negative influence in terms of time to the conclusion. S.Moores stated that complaints procedures could be followed if a client was not happy with the service they had received from a solicitor. The Chairman stated in response to a question that he understood that all parties were looking at the same draft of the lease.

9. Correspondence:

Details of correspondence received prior to the agenda being set had been circulated and are attached to the minutes. Further items were:

• Response from D.Jenkin, Chief Executive DCC thanking the Council for his invitation and stating that he would be available to attend a meeting once a year in the future. He had passed on various comments we had made to officer colleagues to respond.
• DAPTC Circular for December 2010. This will be placed on the operations table.
• Came & Company: Insurance information leaflet. This will be given to our RFO.
• WDDC. Details regarding Refuse Collection for Christmas & the New Year, and information about recycling old Christmas Trees. This will be placed on the Council’s Notice Boards.
• WDDC, Details of the Bridport Area Community Projects Fund 2011. Details to be placed on the Council’s notice boards.
• DCC: Dorset Waste Forum. Thursday 20 January 2011 at 10.00am at Dorchester Corn Exchange. Action Cllr. Bowles
• DCC. Details of the termination of Partnership/Agency Arrangements for Tree, Grass Cutting, Weed-killing & Minor Highway Maintenance Activity Works from April 2011.

Bridport Local Area Partnership: Details of the Agenda for December 2^nd 2010.

10. Planning Committee:

Cllr.Toms reported that the next Planning meeting was scheduled for 2^nd December 2010 at 7.30pm.

11. Finance & General Purposes:

The RFO’s Finance Report for the December meeting had previously been circulated by the RFO.

The next meeting of the Finance & General Purposes Committee will be on 23^rd January 2011.

The following recommendations were unanimously agreed.

• That the following cheques be ratified:

M.Collis £33.75 Cleaning

F.Moore £512.36 Salary/Travel/Expenses

F.Moore £36.89 Expenses

J.Hill £142.90 Salary

R.Brown £ 285.00 Playground Inspections/Maintenance

• That the Parish Council approves payment of cheques under the on-going contracts noted above subject to the application of the internal controls and such payments being reported to the next meeting of the Council.

Cllr Toms and the Clerk met on site with N.Collins, DCC Tree Officer regarding the veteran Sycamore on the Village Green. A large branch had already fallen and it was felt by local residents and Council members that the tree could be dangerous. N.Collins recommended a heavy crown reduction involving the use of a cherry picker. In addition some work was also recommended on the developing Lime tree. However it was felt that a Picus Decay Detection Test is undertaken to ascertain the structural integrity of the trunk in the first instance, as this might necessitate the full removal of the tree. The Council agreed to have the test done, which would cost £270.00. Action Clerk.

We are still in the process of receiving tenders from contractors regarding the work at the allotments and the two Village Greens. Tenders and correspondence when received are passed to the RFO for sharing with the Finance Committee as stated under our Standing Orders.

We have also received information on various treatments to the play area surfaces with prices.. This has also been passed to the RFO for the Finance Committee to consider.

We have received the form from WDDC to apply for the Precept for the year 2011/2012. This has been passed to the RFO for completion.

12. Parish Plan:

Cllr. Dixon had circulated an update from the Public Event on September 25 along with recommendations for the future.

The following recommendations were unanimously approved.

• The Parish Council notes the findings of the Open meeting Report.
• The Parish Council agrees to volunteer the Parish Plan Review to WDDC for consideration as a pilot scheme for the ‘Vanguard Project’.
• The Parish Council agrees to the working group timetable of actions and proposal to launch a draft plan in May 2011. Action Cllr Dixon & Clerk.

13.A.O.B.

• Cllr: Toms: A member of the Highways team had been to Shipton Lane and marked the broken drain ready for repair. The waste /dog bin near the bus shelter has not yet been re located due to the hard ground. A new site has been identified and the contractor is aware of it.

14. Date of Next meeting: 5^th January 2011.

15. Democratic Quarter Hour.

• R.Graham. There appears to be some difference in the figures relating to the financial report. Cllr. Moody stated he would ask the RFO about this. The next Finance & General Purposes meeting in January 2011 would include a detailed review of the budget to develop an accurate estimate of the likely outturn for the year
• S.Moores. It is evident that the Council wants to do a valuation of the market value of the Post Office Rent. Can they please get on and do it.
• R.Daniels: Commented on the poor quality of some tarmac surfaces in the village and hoped that the new buff surfaces would be installed to a high standard. Action Cllr. Churchill.
• R.Coatsworth: DCC will be meeting on December 15^th to discuss the budget for 2011/12.

Concessionary bus fares are to be run in future by DCC and not the local District

Council, this might after a consultation process result in a reduction of operational times. It is important that people respond to the consultation if they want to retain the current validity of their bus passes.

Cllr. Coatsworth stated that he would pursue the position of having a 30mph speed limit within the Village gateways as well as a 40mph speed limit from Bridport into Burton Bradstock.

The Chairman invited parishioners to stay for Christmas refreshments after the meeting and closed the meeting at 9.13pm.