MINUTES OF BURTON BRADSTOCK ANNUAL PARISH COUNCIL MEETING

Held on 5^th May 2010 at 7.30pm in the Reading Room, Burton Bradstock

Present: Cllrs: A.Mackie, P.Dutton, P.Toms, P.Middlemast, D.Venn, D.Batten, G.Moody, K.Delves, D.Dixon, F.Moore (Clerk), DCC Cllr R.Coatsworth, Mrs C.Staple (Head Teacher, Burton Bradstock CE Primary School) and six members of the public.

1. Apologies: Cllr: S.Pett, WDDC Cllr: M.Parsons. 2. Minutes of the previous Meeting 7^th April 2010: The minutes were approved and signed by the Chairman as a true record.	ACTION
3. Election of Chairman, and Election of Vice- Chairman: The Clerk asked for nominations for the position of Chairman. Cllr. Mackie was proposed by Cllr Dutton and seconded by Cllr Moody. There were no other nominations, and after indicating that he was willing to stand Cllr Mackie was duly elected as the Chairman of Burton Bradstock Parish Council. The Chairman asked for nominations for the position of Vice-Chairman. Cllr Dutton was proposed by Cllr Batten and seconded by Cllr Moody. There were no other nominations and after indicating that he was willing to stand Cllr Dutton was duly elected as Vice- Chairman of Burton Bradstock Parish Council.
4. Declaration of Acceptance of Office (Chairman & Vice-Chairman). The Chairman and Vice-Chairman signed in the presence of the Council the Declarations of Acceptance of Office. 5. Co-option of New Councillor: The Chairman stated that S.Churchill, of 2 Barr Lane, Burton Bradstock, had applied for the vacant Councillor position and as per requirements the Council had the authority to co-opt S. Churchill on to the Council. This was unanimously agreed and S.Churchill completed her Acceptance of Office and was issued with a Declaration of Interests form to be completed and returned to the Clerk. 6. Appointment of Committees and delegated areas of responsibility: Finance Committee: Cllrs. P.Dutton, D.Batten, G.Moody, S.Churchill. Planning Committee: Cllrs. P.Toms, D.Venn, D.Dixon, K.Delves, P.Middlemast. The Chairman reminded the committees that they were required to appoint a Chairman at their first meeting. Allotments: Cllr.Toms Community Safety: Cllr.Dutton Consultation: Full Council. Emergency Planning: Cllr.Churchill. Environment/Sustainability Cllr.Dixon Footpaths/Trees: Cllr.Toms Hive Beach/N.Trust Cllr.Moody. Library: Cllr.Middlemast. Major Projects: Cllr.Batten. Youth/Play area: Cllr.Dixon. Post Office: Cllrs: Mackie, Dutton, Delves. Road Safety/B3157 Cllr. Pett Policy/Procedures: Clerk Village Clean/Waste/Recycling Cllr.Middlemast. Village/Parish Plan: Cllr.Batten. Village Hall; Cllr. Middlemast Website: Cllr.Venn. 7. Appointments to Outside Organisations: Bridport Area Local Partnership: Cllr.Mackie. DAPTC Area Committee: Cllr.Delves. 8. Introduction to Mrs C.Staple, Head Teacher, Burton Bradstock CE Primary School. Mrs Staple stated that she had started at the School in January and was in the process of re setting up the PTA, a new Chair of Governors had been appointed and she was looking forward to a period of stability and growth for the school. Currently there are 98 pupils on the role with spaces for others, 48 from Burton Bradstock, 14 from Shipton Gorge, others from a variety of areas. Mrs Staple said she was looking at all ways to raise the profile of the school with the local community, reviewing the lettings Policy and promoting links with the Parish Council, the Library, Young People, and access to the Playing Fields etc. The Chairman thanked Mrs Staple for her input to the meeting. 9. Declarations of Interests: There were no declarations of Interest. The Chairman reported that Cllr.Pett had resigned as a Post Office Trustee of the Village Society and therefore would not have to declare any interests on Post Office matters. The Chairman also noted the resignation of S.Pett from the Finance Committee. 10. Matters Arising and Parish Clerk’s Report: Play area: Hags of Sturminster Newton, who had supplied most of the play area equipment had visited the site and would be providing two quotes for repairs to the carpet matting under the roundabout and the large swings. One would be to replace the original matting and one would be to install flooring similar to that under the other equipment. It was agreed that upon receipt of the quotes the Clerk should try to find other quotes from another play area firm. Village Spring Clean: Only six people responded to this event. Allotment Boundary wall: After investigations by Cllr.Dutton and the Clerk it would appear that the boundary wall adjoining Southover belongs to the Parish council. It was agreed that Cllr Moody contact the N.Trust with reference to the shared wall at the end of Southover and that the Clerk should contact Kingston Mauward regarding the possibility of students doing some stone wall work. Cllr Dixon reminded colleagues that the Parish Plan stated that all stone walls should be kept to a quality standard. View from Bridport News: It was agreed that the Clerk could send specific news and information to the ‘View from Bridport’ newspaper. Cars on Old Smithy Ground: The Planning Enforcement Officer had been notified about this issue. Also other areas of concern had been pointed out. Village Greens Car Encroachment: After further discussion on this problem it was agreed to contact DAPTC to see if any other Councils had similar problems and how did they resolve them. 11. Democratic Quarter Hour: M.Southgate: Are there rules for displaying signs on roadside verges. The Clerk to pursue with WDDC Planning. R.Coatsworth: There are a number of changes with councillors at DCC which would be of interest to Burton Bradstock. P.Finney has taken on responsibility for Roads, R.Gould has taken on responsibility for Waste, and H.Cox is now responsible for Community Affairs which includes the Library Service. Cllr Coatsworth is now not on the Community Overview Committee, but has taken over responsibility for the Fire Service. 12. Correspondence: DCC & WDDC: Meetings with Chief Executives: Responses have been received from both Chief Executives regarding a regular meeting with them and Service Leaders. Both stated that the way they operate is to have councillors attend the Parish Council meetings and report news and gather information to bring back. However they both agreed to come to an evening meeting in the future to speak to members. It was agreed to confirm that we would be pleased for them to attend a Council meeting in October/November when we could give them prior to the meeting some details of the points we would wish to raise as a Council. Clerk to pursue. Visit by P.Perkins WDDC Drainage: This has been confirmed for Wednesday 7^th July 2010. Burton Cliff Hotel: A letter from M.Sturridge giving permission for the National Coastwatch Institution to use a small plot of land for the establishment of a temporary lookout. This permission is only granted on a short term basis for the duration of the building works at the hotel. DCC Libraries: Details of the new opening hours at Burton Bradstock. Allotments: Two requests for half allotments. These will be placed on the waiting list. Burton Bradstock Village Hall Trust: A letter requesting financial support concerning the refurbishment and upgrading of the Hall. Copies of the letter had been circulated to the Councillors before the meeting. After discussion it was unanimously agreed to make a grant of £1,250. to support the application going to DCC, and secondly to submit a planning application for a storage shed in order that the Village Hall Committee can get a 50% reduction in the actual planning fee. Clerk to pursue this matter with S.Moores, Chairman – Burton Bradstock Village Hall Trust. DCC Community Self Help during Extreme Winter Weather: A letter from DCC regarding information on winter maintenance operation. The Clerk to pursue. Flax Winding Mill: A letter from a gentleman in Yeovil asking for information. I have passed the details on to B.Dent. Dorset Local Access Forum: The seventh annual report. This will be placed on the operations table. 13. Working Party Reports: Website: Cllr.Venn reported on the launch of the Council’s Website at the Annual Parish meeting. It was agreed that draft minutes be sent to Cllr.Venn before formal approval at the following Council’s meeting. Four councillors will have the training to input details on to the website. Councillors and officers to send a portrait size photograph to Cllr.Venn for inclusion on the website. Youth Activities: Cllr Dixon stated there was nothing to report. In a response to the Chairman about a past grant to the youth Club, Cllr Dixon stated that this money was earmarked for specific projects, such as fundays, possible permanent table tennis table etc. 14. Planning Committee Report: Cllr.Toms reported on the meeting held on 8^th April 2010. Approval: 1/D/10/000153 – Burton End Coast Road. Demolish dwelling. New replacement chalet with basement accommodation. Consultation: 1/D/10/000319 – Graston House, Annings Lane. Single storey extension & loft conversion. There were no objections. 1/D/10/000307 – Hive Beach café. Gabion retaining wall gazebo & underground gas storage tank associated with the Hive Beach Café. There were no objections. 1/D/10/000450 – Overland, Shipton lane. Single storey rear extension to existing garage/ancillary accommodation. There were no objections. Refusal: 1/D/10/000170 – Bridport & West Dorset Golf Club. Green keepers workshop & facilities. New vehicular & pedestrian access. Development Control Meeting: 1/D/10/000211 – Brookfield, Annings Lane. Timber shed and greenhouse. This will take place in Dorchester at WDDC at 2.15pm on 8^th April 2010. Enforcement Update: WDDC Enforcement officers are investigating the removal of an outbuilding at 44 Darby Lane and the erection of an unofficial notice in Church St. 15. Finance: Cllr.Dutton reported on the meeting held on the 19^th April 2010. DAPTC have confirmed that it is possible to have a general fund for maintenance. The Broadmayne Charity is now closed. All the plots of land registered are recorded in the Council’s Asset register. Both the BT landline and the Broadband services have been cancelled. The Parish Council will remain VAT registered. The Finance Committee recommends that the accounts for the year ending be formally adopted and that I Wigglesworth should continue as the Internal auditor. A working party would be reviewing the Standing Orders, which would also include review of employee’s contracts. Action is being taken to repair items in the play area. It was suggested that computer records need to be stored centrally and backed up and that filing cupboards should be kept locked. The RFO to investigate better banking accounts for a better reward for investment. G.Moody has sent a letter regarding the Beach toilets to WDDC. The date of the next meeting is July 19^th 2010. The Clerk formally recorded that the accounts had been approved at the Annual General Parish Meeting on the 4^th May 20010. The following cheques were approved. HMRC £335.06 Jan – March PAYE and NI ,Paid 19^th April F.Moore 493.74 Salary, Stamps, Gifts. HSBC Life UK Ltd 258.12 Pension for Clerk and RFO R.Brown 159.00 Play area Inspections etc. Nildram 13.63 Final Broadband. J.Hill 40.80 Salary Mrs Stevens 1.70 Cleaning Firecheck 21.15 P.J.Rice 109.49 Plumbing Post office Wessex Water (DD) 173.31 Annual Water Bill. It was agreed that the computer equipment could be given to a community organisation. Cllr Venn to look at the viability of this. The first half of the Annual precept has been received from WDDC, £10750.00. The RFO has processed the Annual return for the year ending March 31^st 2010, which will be sent to the external auditors. The Parish Council formally approved the accounting statements and the annual governance statement and recorded them in the minutes of the 5^th May 2010. 16. Post Office: The Chairman reported that he had now received comments from everyone with regard to the ‘Terms of Reference’ with the Village Society and would be writing to them with an update in the immediate future. 17. Library: Cllr.Middlemast stated that things were very positive and the documentation regarding the Lease and the Community Use agreement were near to completion. 18. Update on reading Room Repairs. The chairman reported that some tenders had been received and that because of the confidentiality of the subject he would put this matter into a closed session of the Council immediately after the closure of the normal meeting this evening. 19. A.O.B. Cllr Dixon had previously circulated details about Sustainability Principles. After discussion it was agreed by the Council to adopt these principles in order to assist with our activities and decisions on behalf of the parishioners. Cllr Dixon to circulate to councillors the SustNav website details. Cllr Toms. Could the Clerk find out who is responsible for cutting the hedges near the Cemetery? D.Batten pointed out that in the minutes references to Mrs Stevens should read retirement rather than resignation. D.Venn asked what was the time scale for the working party on Standing Orders as it would mean a representative coming from the Planning Committee. The Chairman thought it would take about three months. Cllr Venn also asked the Council to think about the provision of a Bar-B-Q area in the playing field for the benefit of parishioners. 20. Date of Next Meeting: 2^nd June 2010. 21. Democratic Quarter Hour: M.Southgate asked if the computer facilities were not successful. The Clerk reported on the numerous difficulties. A.Bristol stated that he thought that there had been a breach of planning at the Hive Beach Toilets, potentially causing environmental and health problems. It was agreed that Cllr Moody pursue this matter. Also an outhouse had been removed from Wedge Cottage, Grove Road. Clerk to pursue. It is important to recognise that the Council had asked for regular reports from the Drainage Committee. The meeting closed at 9.13pm.	SC Clerk. GM Clerk. Clerk. Clerk. Clerk. Clerk. Clerk. Clerk. Clerk. Councillors Officers DV AM PM Clerk DD GM. Clerk.