BURTON BRADSTOCK PARISH COUNCIL

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

Present: Cllrs: A.Mackie, S.Pett, P.Dutton, D.Batten, K.Delves, G.Moody, P.Toms, P.Middlemast, D.Dixon, D.Venn, F.Moore (Clerk), and four members of the public.

1. Apologies: DCC Cllr: R.Coatsworth.

2. Declarations of Interest: Cllr Pett declared an interest in Agenda item 12, ‘Post Office Update’.

3. Minutes of the previous meeting 2^nd December 2009.

The following amendments were made to the minutes:

Typing amendments were made to Agenda item 5 point six, point seven and point eleven.

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

4. Parish Clerk’s Report & Matters Arising:

• Councillor Vacancy: The Clerk reported that he had sent a letter of thanks to K.Broad and that the electoral process was in hand to secure a new councillor.
• Lengthmans Scheme: Details about the basic concepts of the scheme had been received from DCC; details are available on the Operations table.
• Dog Bins: WDDC have agreed to place a new litter bin which will accept dog mess in Annings Lane. This is the most appropriate site for them in terms of emptying and maintenance. They have also been informed of replacing the bin at the top of Cliff Road.
• Reading Room Maintenance/Decoration: It was agreed that Cllrs: Dutton and delves would pursue this matter with a view to action being taken before the end of the current financial year.
• Fly Tipping: Various incidents of Fly-Tipping had been reported to the Clerk and he had passed on the details to WDDC for action.
• Play area Drainage Culvert: This had been identified as the responsibility of the Environment Agency and they were going to respond to the problem.
• Post Office Trustees Clarification: Cllr Pett had circulated to all councillors details regarding the legal position of Village Society Trustees with regard to the Post office.

5. Correspondence:

• Ringmaster Contacts: Details had been received regarding the Parish Council receiving details from the ‘Ringmaster Scheme’. It was agreed that Cllr: Dutton would be the Council representative and send back the appropriate forms.
• DAPTC: Details of training events for the following year. The Clerk to circulate details to all councillors.

6. Planning Committee Report:

Cllr: Toms reported on the meeting held on the 3^rd December 2009.

Approval has been received from WDDC for planning applications 1/D/09/001424 – Green Chalet, Hive Beach, and 1/D/09/000749 – Othona Community.

Consultation:

1/D/09/001850 – Seasons Watch. Shipton Lane. There were no objections.

1/D/09/001634 – BB Village Hall. There were no objections.

1/D/09/001804 – Burton End, Coast Rd. There were no objections.

1/D/09/001766 – Land adjacent Bridport Sewage Works, Burton Road. There were no objections.

There were a number of tree reports.

Three members of the Planning Committee would be attending a Planning Seminar in Dorchester on the 11^th January 2010.

Thanks were recorded to Cllr: Batten for attending the meeting.

The next meeting is scheduled for the 20^th January 2010.

Full details of all the planning applications and tree reports are listed on the Planning & Development Committee minutes.

7. Finance Committee Report & Recommendations:

Cllr.Pett reported that the Finance Committee had met on the 4^th January 2010.

The RFO presented the expenditure for 2009/10. There is little change from the report issued at the last meeting and it is expected that there will be a surplus of £3K for this year. This will be more if the work on the Reading room is not done in the current financial year. Cllr:Dutton will investigate possible grants towards the maintenance of the Reading Room.

The Village Society has contributed £1,500 towards Post Office repairs. Details of expenditure from 2006 will be available for discussions with the Village Society.

The RFO is looking at whether or not we should continue with VAT recovery.

The Committee will recommend to the February Parish Council meeting to confirm the precept at £21,500.

The Broadmayne Charity has had no activity for a number of years and the issue can be closed at the Parish Council AGM

Risk Assessment and the Asset register were discussed in detail.

It was agreed that the RFO could send details of Post office expenditure to the Village Society.

The RFO is looking at the costs of the BT landline and Broadband supplies. It was agreed that the RFO contact Cllr Venn on this matter.

The Committee was able to answer questions from parishioners regarding grant applications and allocations.

The next meeting is set for the 19^th April 2010.

Full details of the Finance Committee meetings are available from the Clerk.

8. Working Party reports:

Young Peoples Funday: Cllr: Dixon reported on a good day which had approx 25 young people involved. More work needs to be done in particular by young people in applying for grants. The Youth Fund is now operative with approx £350 available. This should be used to provide every six months an activity day. The information gathered from the young people needs to be incorporated into the Parish plan. It was noted that the Basketball post had not been installed due to the bad weather and that the Scouts had moved to Puncknowle. (It has subsequently been confirmed that the cubs NOT the scouts have moved)

Website: Cllr: Venn circulated details regarding the website. It was agreed that councillors should look at the proposals and email him with their comments, it was also agreed that a small sub committee should look at the issues with the Website. Cllrs: Moody and Middlemast would assist Cllr.Venn.

9. Finance:

The following cheques were ratified:

J.Hill £83.27 Salary & Expenses, Mrs Stevens £27.35 Cleaning, F.Moore £467.23 Salary & Expenses, Nildram £16.68 Broadband, BT £81.25, Mrs Stevens £3.99 Cleaning Materials, Concorde Copiers £49.47, HM Revenues & Customs £539.97 PAYE and N.I., P.Dutton £200.00 Land Registration.

10. B3157 Update:

Cllr.Pett reported that the Board had met on the 14^th December 2009. Road Police levels were going to be increased in certain areas from the 15^th January with a no tolerance brief on speeding. Road centre and edge white line refreshing has been completed. Speed limits on the Burton Road should remain at 40mph. The next Board meeting on the 3^rd February will look at the BB footpath issue, which could be in place this coming year. A walkabout of the village is set for this Friday with certain members of the Board. S.Pett, A.Mackie, D.Dixon, R.Coatsworth and P.Dutton would be meeting prior to the walkabout at 9.15am in the Reading Room. It was hoped that after the walkabout a design for the footpath would be made by DCC Highways and then brought back to the Community for consideration and consultation.

11. Library Update:

Cllr Mackie reported that he and other colleagues had met with the Parish Councils solicitors and were still resolving agreements with DCC and the friends of BB Library. This was in terms of Insurance and the relationship between all the parties. This was complicated because of DCC’s insistence in dealing with the Parish Council and not directly with the Friends of BB Library. The issue is moving forward.

12. Post office Update:

Cllr: Mackie reported that a meeting had been set for the 17^th February between the Parish Council and the Village Society. The Village Society had been asked to share details of any agreements regarding the Post Office prior to the meeting with the Parish Council. Areas for discussion at the meeting included Rent and maintenance projects.

13. A.O.B:

Cllr: Dixon: Dorset & East Devon Coastal Corridor Action Plan Consultation: Cllr: Dixon had circulated to everyone a proposed response from the Council. It was agreed that comments from other councillors should be sent to him by email before the 15^th January in order for him to submit a response.

Cllr: Toms: Stated that he had reported to the Highways a problem regarding water and ice in Shipton Lane.

Cllr: Dixon: Parish Plan: The next Planning Meeting set for the 20^th January 2010 will address issues from the Parish Plan and other councillors who are not on the Planning Committee are welcome to attend and contribute. This was part of the process of updating the Plan for further information and sharing day with the local community. It was agreed to place a Parish Plan issue on to the main Parish Council agenda for a number of meetings. Cllr: Dixon to contact the Chairman on this matter.

Cllr.Pett: There always appears to be lots of fly tipping in the small lay-by in the Bredy Road. The Clerk to investigate this and what action can be done on his return from holiday.

Cllr: Dutton: Land Registration: Five plots of land had now been registered, and work was being done to register the Village Greens.

Cllr: Mackie: Whilst the Clerk was away on holiday the Chairman would have the Council’s Mobile phone and the key to the Post box. The Chairman would also contact the Village hall to see if the 28^th April was available for the Annual Parish Meeting. (Subsequently this meeting has been arranged for 29^th April at 8PM)

14. Date of Next meeting: 3^rd February 2010.

15. Democratic Half Hour:

• The Library might be able to use the Parish Council’s Computers etc if they were surplus to requirements.
• No details had been heard about work starting at Burton Cliff Hotel.

The meeting closed at 8.48pm.