BURTON BRADSTOCK PARISH COUNCIL

Minutes of the Parish Council Meeting held on Wednesday 6^th October 2010 at 7.30pm in the Reading Room, Burton Bradstock.

Present: Cllrs: A.Mackie, D.Batten, N.Bowles, P.Toms, K.Delves, G.Moody, S.Churchill, D.Venn, D.Dixon, F.Moore (Clerk), DCC Cllr: R.Coatsworth, R.Aspray (WDDC Rural Housing Development Officer), and thirteen members of the public.

1. Apologies: Cllrs: P.Dutton, S.Pett, WDDC Cllr: M.Parsons.

2. Presentation by R.Aspray ( WDDC Rural Housing Development Officer).

Mr Aspray gave a breakdown regarding the various accommodation types of housing within the Parish and indicated that since the last Parish Plan in 2006 the number of requests for assistance with housing had risen from 10 to 27. Theses were all on the WDDC Housing register. Mr Aspray stated that it was his role to assist the Parish Council to get housing facilities for local people. The Chairman opened the meeting to allow parishioners to ask questions. Mr Aspray said that he would be working with the Parish Council on the results of the Parish Plan and liaising with Cllr. Toms in the future.

The Chairman thanked Mr Aspray for his presentation.

3. Declarations of Interest:

There were no Declarations of Interest.

4. Minutes of the Previous Meeting, 1^st September 2010.

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

5. Matters Arising & Clerk’s Report:

• Resignation of P.Dutton: The Clerk reported that Cllr: Dutton had resigned from the Council with immediate effect. The Chairman asked that the thanks of the Council be recorded for P.Dutton’s work and that the Clerk would write a formal letter of thanks. The position of Vice Chairman and P.Duttons other responsibilities will need to be addressed. Action Clerk.
• S.Pett: The Clerk also reported that due to illness Cllr.Pett would not be able to attend future meetings, but would still work with A.Brown (DCC Highways) from home with regard to work on the B3157. Cllr. Churchill to act as the Council representative to attend the B3157 Board Meetings.
• Communication with Parishioners: The Clerk reported that agenda’s and reports to items on the agenda will be available prior to meetings on the website, in the Library, and from the Clerk.
• Flood Warden: We still need to appoint a Flood Warden from the Council.
• Allotment Walls & Village Green: Quotes have been passed on to the Finance Committee for consideration.
• Bus Shelter: Due to the lack of response from WDDC the Clerk has asked R.Brown to resite the waste/dog bin and to tidy up the shelter generally.
• WDDC Toilets & Overhanging Trees: Both of these items near the playing field have been reported to WDDC.
• Flu Injections: 46 people from the Bridport Practice received injections on the 5^th October. The Portesham Practice will be offering injections in the Reading Room at 2.00pm on the 9^th November.
• Grass Cutting Tenders: Details are being prepared to go out to tender early in the New Year. Action Clerk.
• Inspection of Play area: R. Brown is inspecting the play area on a weekly basis and has indicated that the carpet area under the roundabout has got worse. He has repaired the entrance gate. We are also awaiting our annual inspection report from Albion Ltd. We have also asked for some information on Wet Pour Re-con Rubber surfacing as replacement surfacing. Action Clerk/Finance Committee.
• Approved Contractors List: We are currently setting up a list of contractors for Parish Council works. If Councillors or members of the public are aware of local contractors who may be interested could they email the Clerk with details before the 20^th October? Clerk/Councillors.

6. The Post Office:

Two reports had been circulated prior to the meeting by Cllr.Moody. ( These are attached to the Council’s minutes).

After discussion it was unanimously agreed to consider a route to develop a new lease, this would be the responsibility of Cllrs: Moody and Dixon to work with the Village Society and S & G Holdcroft to resolve this in order to ensure the Post Office and Village Shop continues to thrive. Cllrs Moody & Dixon

It was also unanimously agreed that the Council engages a Valuer to assist with a current ‘best value’ valuation in accordance with central government advice, and also to provide advice on an appropriate basis of rent setting for the new lease. In order to move this forward rapidly it was agreed to delegate the appointment of a Valuer to the Clerk in consultation with the Chairman and Vice-Chairman Clerk Cllrs Mackie&Moody.

7. Democratic Quarter Hour:

Comments were made as to what is the ‘real value’ in terms of rent, what would be the cost of maintaining the Post Office in the future, and that a 7 year lease would seem to be appropriate. Thanks were extended to the Council for listening and responding in a positive manner to the comments made by parishioners at the last meeting. It was also mentioned how much the village recognises the work done at the Post Office and Shop by S & G Holdcroft.

The Parish Council were applauded for getting the website up to date.

8. Correspondence:

Details of correspondence received prior to the Agenda being set had been circulated and are attached to the minutes.

The Clerk reported that Burton Bradstock were runners up in the ‘Best Kept Village’ competition and received a certificate and a cheque for £150.00. Thanks were recorded to P.Middlemast for her work on this project.

Environment Agency: Details of a seminar at Beaminster Town Hall on 23^rd October from 9.30-12.30pm.

9. Chairman’s Notice Period:

A report from Cllr. Batten had been circulated prior to the meeting; details are attached to the minutes.

After discussion the following was unanimously agreed, that Cllr. Moody be elected to the position of Vice-Chairman. That future Vice-Chairmen should be interested in becoming a natural successor to the Chairman. That the Planning Committee should be available to all Councillors with a minimum of 4 at meetings to be quorate.

10. Conduct of Council Business and Communication.

A report from Cllr. Dixon had been circulated prior to the meeting, and details are attached to the minutes.

After discussion and a few minor amendments ( Cllr Dixon to provide a draft for ratification) it was agreed to accept the following recommendations. Action Cllr Dixon

1) The Parish Council agrees to implement the proposals for improving transparency and traceability of decision-making.

2) The Parish Council agrees to implement the proposals for improving communication through the better use of the Council website.

11. Planning Committee:

Minutes of the last Planning Committee were circulated prior to the meeting, and details are attached to the minutes.

The following actions were approved:

1) Dates and Agenda for Planning Committee meetings to be posted to the Parish Council website at the same time as notices go up around the village.

2) To raise with WDDC the problem of identifying minor amendments and point out this is one of the issues the Council will be raising during the Chief Executives Visit to the Parish in November. Action Clerk.

The Parish Plan Consultation on the 25^th September went very well with various agencies involved and over 135 people coming through the door. Cllr Dixon thanked all those involved and it was hoped that a report could be presented at the November parish Council meeting. The Clerk would put on display in the Reading Room various maps about the village. The Chairman thanked Cllr Dixon and his team for all their hard work on this project. Action Cllr Dixon

12. Finance:

A report from Cllr. Moody was circulated prior to the meeting and details are attached to the minutes.

Cllr; Moody pointed out that in order to meet the timetable for setting the precept, the 2011/12 budget would be discussed at the next Finance & GP Committee Meeting (27^th October) and reported to the November Council meeting.

Councillors were reminded that if they had any particular items that they wished to see included or savings made to let the RFO have estimates and supporting details by the 13^th October. Action Clerk/Councillors

The following cheques were ratified:

1. £591.25p: payment to Parish Clerk in respect of salary, expenses and contribution to ICT equipment.
2. £32.80: salary payment to the RFO
3. £314.06: quarterly payment to HMRC in respect of NI and PAYE.

13. Library Update:

Bob Hynds (Chairman of Friends of BB Library) gave a detailed history and update of the project. A summary is attached to the minutes. Most of the issues have been resolved except in relation to payment of the building insurance. The PC’s lease from DCC requires the PC to take out building insurance for the Library, which the Friends had previously undertaken to pay. However, the Friends have received legal advice to the effect that it would not be legal for them to do this as they are registered as a charity, and so may not subsidise a statutory body such as the PC.

Cllr.Moody also referred to problems with the lease between the PC and DCC that he believed needed to be resolved.

After discussion the following was agreed:

That the PC would include provision for the cost of building insurance for the Library in its budget.

Cllr. Moody would liaise with DCC Cllr R.Coatsworth and DCC solicitors to resolve this matter as soon as possible. Action Cllr. Moody.

14. B3157:

Cllr Churchill had previously circulated a report prior to the meeting, details of which are attached to the minutes.

Cllr Churchill highlighted details of her report for the parishioners.

15. Items for Meeting with Chief Executives of DCC and WDDC 16^th November.

The Chairman had circulated a report on this matter and reminded councillors to email any further agenda items to him as soon as possible so that the Clerk could send details to the Chief Executives by 3^rd November. Issues at the moment were mostly around planning items, referendums for precepts and Social Housing for Local people.

Action Councillors & Clerk.

16. A.O.B.

• Cllr Mackie: Details of the BLAP meeting had been circulated. The Clerk reported that he had attended the recent local Clerk’s meeting at Mountfield.
• D.Batten: Cliff Road needs some tidying up as well as most of the street signage throughout the village. Clerk to pursue, Action Clerk
• N.Bowles: Expressed concern about the poor state of the bus shelter area. The Clerk reported that R.Brown was going to resolve this matter. In addition R.Brown was going to remove the fallen large branch on the Village Green.

17. Date of Next meeting: 3^rd November 2010.

Cllrs: Mackie and Batten gave apologies in advance for this meeting.

18. Democratic Quarter Hour:

• J.Grantham: Could agenda details be placed at other locations in the Parish in particular the Hive Beach Café. Also could there be a report in the BVN highlighting some points from the Previous Parish Council meeting.

Action Clerk/Chairman

• Mr.Graham: Would it be possible to have a report on next year’s budget and how donations are calculated for the next meeting. Action Cllr Moody/Clerk.
• If possible the website needs to be structured to be more current rather than historical. Action Cllr Venn.

The meeting closed at 10.15pm.