BURTON BRADSTOCK PARISH COUNCIL

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

Present: Cllrs: A.Mackie, G.Moody, P.Toms, D.Dixon, K.Delves, D.Batten, P.Dutton, S.Churchill, F.Moore (Clerk), DCC Cllr: R.Coatsworth, WDDC Cllr: M.Parsons, and thirty six members of the public.

1. Apologies: Cllrs: D.Venn, S.Pett.

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

3. Minutes of the previous Meetings 7^th July and 29^th July 2010.

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

4. Co-option of New Councillor. Reallocation of responsibilities:

The Chairman stated that N. Bowles, of 2 The Flax Mill, Mill Street, Burton Bradstock, had applied for the vacant Councillor position and as per requirements the Council had the authority to co-opt N.Bowles on to the Council. This was unanimously agreed and N. Bowles completed her Acceptance of Office and was issued with a Declarations of Interests form to be completed and returned to the Clerk.

Cllr. Bowles agreed to serve on the Planning & Development Committee and to represent the Council on the Library Group, and Village Clean and Waste issues.

Cllr. Moody agreed to represent the Council on the Village Hall Committee.

The Chairman reminded Councillors that we still needed to appoint a member of the Council to act as a Flood Warden and to liaise with the Environment Agency. This matter would be discussed at the next Planning & Development meeting.

5. Matters Arising & Clerks Report.

• Play area: Quotes have been received from Hags and Wicksteed and have been circulated to Councillors. No quotes or contacts have been received from Huck Nets. The Finance Committee are looking into this matter. Cllr: Moody
• Allotment Walls & Village Green: Three contractors have been to both sites and to date we have received one quote. The two others are still being prepared. This will also be addressed by the Finance Committee. Cllr. Moody
• Planning Enforcement Issues: There will be no more off road parking at the Old Smithy; however we understand that the owner is currently looking at submitting a planning application for the site. The white sign in Church Road is being addressed by the Highways department and we understand that a smaller finger post will be erected in its place. WDDC Planners have decided not to pursue the removal of two outhouses on two separate sites without planning permission. The Council have expressed their disappointment in this as they should have made the applicants submit retrospective applications.
• Bus Shelter: The clearing up of this area and the relocation of the waste/dog bin is still not yet been resolved. A further letter about this problem has been received from Mrs S.Gilbert. The Clerk to pursue this as a matter of urgency. Clerk.
• Flu Jabs: Patients from the Bridport Practice will be able to have a Flu inoculation on Tuesday 7^th September between 10 – 11am in the Reading Room.

6. The Post Office:

The Chairman stated that Parish Councillors and Village Society representatives had met with the Post Office tenants the previous evening and were currently in the midst of negotiation to resolve to the benefit of all the issue of the Post office rent increase.

7. Democratic Quarter Hour:

The Chairman opened the meeting so that parishioners could speak about the Post Office Rent increase. It was clearly evident that all the parishioners appreciated the service and quality of the work being done at the Post Office and shop by G. & S. Holdcroft and that they felt that the rent increase was too high and it should be reconsidered as a matter of urgency. The Chairman stated that the Parish Council also greatly valued the work being done by G. & S. Holdcroft and that it was an invaluable asset for the community. However the Council were authorised to look at Best Value for Services, setting precepts that were acceptable to parishioners and protecting its assets. It is quite difficult to set rent increases when no clear evidence about income and expenditure is not available to make informed decision upon. The consensus of the parishioners was that the village would be prepared for an increase in the precept in order to subsidise the Post office in terms of rent increases and possible maintenance. There was a lack of awareness that the precept had gone down in the current financial year. In addition parishioners felt that the Council should consult more with them on such issues as proposed rent increases for the Post Office etc.

The Post Office Management Committee meeting minutes were not available for public perusal.

It was agreed that a special meeting of the Post Office Management Committee would be set up regarding the rent increase as soon as possible. Clerk.

8. Correspondence:

• Burton Bradstock Village Hall Trust. A letter highlighting all the new work that has been done at the Village Hall, together with details regarding guidelines for use, new charges and booking forms.
• Nicholas Pearson Associates: A letter and CD regarding the review of Alternative Sites – Stage 2 Report on the Bridport Waste Management Facility.
• DAPTC: Chief Executives Circular. This will be placed on the operations table.
• WDDC: Details of a byelaw for the regulation of Acupuncture, Tattooing, Semi-Permanent Skin Colouring, Cosmetic Piercing and Electrolysis. This will be placed on the operations table.
• WDDC: Consultation of Draft Sex Establishment Policy. Comments are welcome on this subject by 28^th September 2010. This will be placed on the operations table.
• dorBAG: The next meeting will be on Saturday 16^th October at 8.30am in the Magistrate’s Room, Corn Exchange, Dorchester.
• DCC: Proposed diversion of Footpath 10 and part of Footpath 9, Burton Bradstock. This will be addressed by the Planning & Development Committee.
• Bridport Area Development Trust: An invitation to attend the inaugural AGM on Thursday 30^th September 2010 at 4.30pm at Mountfield, Rax Lane, Bridport. Cllr. Dixon to represent the Parish Council. Cllr. Dixon.
• Beaminster Community Learning Centre: An invitation to attend the AGM on 6^th September at 6.30pm.

9. Working Party Updates:

• Youth Activities: Cllr Dixon stated that funding was available for Youth activities via the Lottery. It was agreed that Cllr: Dixon pursues this area of funding in order to help the young people of the Parish.
• Website: There was no report due to Cllr Venn being absent.

10. Planning Committee Report:

Cllr Toms reported that the meeting scheduled for 12^th August was not quorate and was postponed. The next meeting was on the 23^rd August 2010.

Cllr Toms declared an interest in Planning Application 1/D/10/001179, Chiltern, Shipton Lane.

The Clerk has already reported about the outstanding planning enforcement issues.

The following applications have been approved by WDDC.

1/D/10/000719 – 11 Hive Close. Single storey extension.

1/D/10/000742 – 14 Norburton. Remove garage roof & wall. Replace with extended roof to incorporate workshop. New glass car port.

1/D/10/000831 & 1/D/10/000794 – Magnolia Farmhouse. Porch.

1/D/10/000836 – The Othona Community. Retain 2 free standing signs.

1/D/10/000901 – The Apple House, 29 Annings Lane. Extension.

The following application has been amended:

1/D/10/000275 – Freshwater Beach Holiday Park. New Leisure building including indoor swimming pool, bowling, café and associated facilities together with enhanced landscaping.

The following application was refused:

1/D/10/000830 – Ancren, Coast Road. Single storey extension. Erect garage/outbuilding.

The following applications were considered:

1/D/10/001190 – Burton Bradstock Village Hall. Replace existing sheds with shed. There were no objections.

1/D/10/001179 – Chiltern, Shipton Lane. Demolish garage. New single storey side & rear extensions. Cllr.Toms withdrew from this part of the meeting. Two letters objecting to the proposed application had been received and were read by the Clerk.

The Parish Council objects to the proposed planning application. The proposed development is large given the existing footprint of the property. In the view of the Council the proposed development would constitute over development of the site. The Council also notes that the development poses serious implications in terms of privacy and loss of light for adjoining neighbours.

1/D/10/001327 – 20 Bindbarrow. Demolish sunroom & erect extension. There were no objections.

1/D/10/001262 – Ancren, Coast Rd. Single storey extension & garage/outbuilding. The Parish Council notes that the re submitted application has gone someway to address the Council’s concerns with the original planning application. The Council is pleased to see the retention of the shrubbery boundary but is divided as to whether the reduced proportions of the garage/outbuilding have sufficiently addressed our concern with the scale and mass being disproportionate in size to the existing building.

Tree Reports:

Approval has been obtained for the following tree reports;

CA/10/00142 – Green sleeves, 35 Annings Lane.

CA/10/00187 – Bridge Cottage.

CA/10/00195 – 13 South Annings

CA/10/00199 – Norburton Hall.

Cllr.Dixon reported that the review of the Parish Plan Consultation Day was set for the 25^th September and that the application for finance to assist with this review had been placed with a decision being made in October.

11. Finance:

Cllr Moody reported that the Finance Committee had met on the 19^th July 2010 and that minutes of the meeting had been circulated to councillors.

A number of issues raised needed Council approval.

Timing of the Annual General meeting:

The Parish Council’s AGM in early May allows little time for the previous financial year’s accounts to be finalised, discussed by Finance & general Purposes and internally audited beforehand.

Following discussion with the Chairman we propose that the AGM be held mid-may, to allow a little more time for this, with the Annual Parish Council Meeting held shortly afterwards. If this is adopted it would also make sense to defer the next (June) PC meeting until the second Wednesday in June. This was unanimously agreed.

Internal Audit:

The internal Auditor, Mr I Wigglesworth, has kindly agreed to continue in this role for 2010/11 and the Committee recommends this to the Council. This was unanimously agreed.

Year to Date Expenditure:

The Budget is on track for the first quarter.

Quotes for repair works to the surface of the play area have been received. Depending upon the scope of works the prices range from about £1,500 to £7,500 (excluding VAT). The budgeted allowance for 2010/11 is £1,000. The Committee is investigating the position further and will report to the Council in due course.

Confidential Records Etc

There are some confidential documents relating to employees and commercially confidential material that are not currently kept under lock and key.

The Committee proposes that these few confidential records are stored in a locked filing cabinet in the Reading Room, with keys held by the Clerk (with appropriate arrangements for access in the clerk’s absence). This was unanimously agreed.

The following cheques were approved:

J.Hill £ 173.39 Salary 7 Expenses.

F.Moore £ 232.89 Salary & Mileage.

R.Brown £ 210.00 Play area inspections.

K.W.Fireprotection Ltd £ 81.67 Post Office Extinquisher

J.Waterson £ 300.00 Grass Cutting

Broker Network Ltd £2254.57 Insurance

P.Toms £ 20.00 Travel

R.Brown £ 274.50 Maintenance Basket Ball Post Installation

M.Collis £ 20.25 Cleaning.

12. Library Update:

The Chairman reported that he had received an email from T.Long today and he would be following this up along with a few issues that the Friends of Burton Bradstock Library had to resolve, especially personal indemnity for the Trustee’s. The Council now has the documents ready to sign.

13. B3157 Update:

The.Chairman reported that Cllr: Pett had sent an email to the B3157 Board expressing the additional comments that were made at the last meeting. The Board had met with residents in the cottages opposite the hairdresser’s with reference to a small narrow pavement being put in place.

14. A.O.B.

• A.Mackie: He had received an inquiry regarding a memorial bench on the Coast Path, and he had asked the lady concerned to contact the Clerk.

A.Mackie also reported that the Clerk’s Computer had broken done and the Clerk had asked if the Council would discuss the possibility of a donation towards the cost of a new one as it was a vital piece of equipment for the Council. It had been used for the last ten years. The cost of the new computer was £565.00. It was unanimously agreed to pay £200 towards the cost of the computer. The Clerk thanked the Council and would show the details of the purchase invoice to the Finance Committee.

• S.Churchill: Asked if anything had been done regarding reducing mowing costs. The Chairman reported that this area of work would need to go out for tender in the near future.
• D.Dixon: The Council should call a special meeting of Councillors to discuss Decision Making Processes and Communication with Parishioners as well as the Post Office Rent increase (with Village Society representatives) as soon as possible. It was agreed to meet on the 9^th September at 7.00pm in the Reading Room.

15. Date of Next Meeting: 6^th October 2010.

16. Democratic Quarter Hour:

• Sue Moores: Is the target date for signing the Library documents still the 20^th September. The Chairman said that it was.
• B.James: The B3157 Board should still look at whether to extend the pavement near the Strand Cottages.
• R.Coatsworth: The DCC Cabinet is debating the Waste Transfer Site on the 15^th September. The next B3157 Board meeting is on the 16^th September. There has been debate from a national level about reducing funding to Libraries so I would suggest that the signing of your local document is a matter of urgency. The Changing of Parish Council dates do affect my attendance at some meetings. Would the planning Committee let me know their response to the Footpath alterations stated earlier?
• Website: A request was made for more Council information to be placed on the website in order to inform local parishioners. A reminder was also said that minutes of the meetings would be placed on the website as a draft before formal approval in a months time

The meeting closed at 9.05pm.,