BURTON BRADSTOCK PARISH COUNCIL

Minutes of the Parish Council meeting held on Wednesday 6^th July 2011 at 7.30pm in the Reading Room, Burton Bradstock.

Present: Cllrs: G.Moody, D.Batten, K.Delves, N.Bowles, D.Venn, F.Moore (Clerk), DCC Cllr: R.Coatsworth, WDDC Cllr: J.Russell, N.Reed (Environment Agency), and eighteen members of the public.

The Chairman stated that in order to manage the progress of the first Democratic Quarter Hour he would firstly ask for inputs that did not relate to the Planning Application 1/D/11/000892, then for inputs from up to three people supporting the application and inputs from up to three people objecting to the application with a total of up to 6 minutes from each side.

1. Apologies: Cllr: D.Dixon.

2. Declarations of Interest: Cllr.N.Bowles declared an interest in agenda item 9.

3. Presentation by Mr.N.Reed, Flood Incident Management Team, Environment Agency, on the ‘Flood Warden Scheme’.

Mr Reed gave a detailed and informative PowerPoint presentation on the importance of developing and implementing a local Community Flood Plan. (Details of his presentation are attached to the minutes). After the presentation the meeting was opened to allow parishioners to ask questions. Historically the major cause of flooding was surface water running of North Hill into Gages Lane and the village. Lots of work has been done but pressure still needs to be brought to the appropriate authorities to cut a drainage ditch across the field above Gages Lane. The Chairman thanked Mr Reed for his interesting presentation.

Cllr: K.Delves is the Flood Warden representative for the Parish Council.

4. Minutes of the previous Meeting 1^st June 2011.

The minutes of the previous meeting 1^st June 2011 were approved and signed as a true record by the Chairman.

5. Co-option of New Councillor:

The person who had declared an interest in joining the Council did not attend the meeting so no action was taken. The Clerk to pursue this matter. The Chairman reminded parishioners that there were still five vacancies for Councillors available.

Action Clerk.

6. Matters Arising, Parish Clerk’s Report, & Correspondence.

• Cemetery Gates: the Clerk reported that he had not received a response from Mrs E.Mackay. Cllr. Batten reported that the gates had been repaired and looked excellent.
• Japanese Knotweed: The Knotweed at the corner of Middle Street and Grove Road has been treated, and will be treated for the next three years. The cost is £25 per visit, three times a year.
• High Street shrubs between Bus Shelter & Telephone: This area has not yet been cut back as the contractor is aware of disturbing nesting birds. He is hoping to start on this agreed and approved work in the very near future.
• Monitoring Actions & Tasks: The Clerk reported that he would be circulating to all councillors an action sheet after each Parish Council meeting, detailing tasks to be done, deadlines etc. This will be reviewed and updated to make the Council’s work more effective and efficient.

Action Clerk.

• New Buff Footpath in the Village: The Council has written to the Highways Improvements Management Engineer regarding the poor quality and state of the new ‘Buff Footpath’, and also about the parking of cars on the footpath. To date we have had no reply. The Clerk also stated that he would be contacting the police at Bridport asking them to monitor the parking of cars on the buff footpath in the village. Action Clerk.

• Queen’s Diamond Jubilee, 2-5^th June 2012. We have received a letter from the PCC of Burton Bradstock initiating a village response to celebrate the Queen’s Diamond Jubilee. They have written to a variety of village organisations and have promised a sum of £500 towards the event. It was agreed that in principle we would wish to support such an event and it was agreed that Cllrs: Batten and Bowles follow this up and report back to the Council at the September Parish Council meeting. Action Cllrs: Batten & Bowles.

• Commemorative seat: We have been asked by Judith Simpson if we could allow a seat to be placed on the Cliff or in the play area to commemorate her grandfather and uncle, Mr R & B Cammell, who lived locally in Mill Street. After discussion this was agreed and the Clerk was asked to gather final details.

Action Clerk.

• Parish/Town Development Survey: Agreed details have been sent to West Dorset District Council.
• Proposed withdrawal of X53 Bus on Sundays from the 31^st October 2011. Cllr Moody reported that in correspondence from BLAP it had been proposed that the X53 Bus Service been withdrawn on Sundays from 31^st October 2011. It was agreed that the Clerk write to M.Williams (First Buses) and DCC (MR Coates) to ascertain what is happening. Action Clerk.
• DAPTC AGM Resolutions: If Councillors had any points to make regarding how DAPTC works, or about any issues DAPTC should take up please inform the Clerk.

7. Democratic Quarter Hour:

• M.Southgate: The Queen’s Diamond Jubilee should be a total Village event similar to the millennium celebrations.
• J.Russell: The PCC were acting as initiators for the Jubilee celebration, in order to get the ball rolling.
• J.Grantham: Expressed concern that the Knotweed appeared to be flourishing. The Clerk reported that action had taken place by DCC.
• J.Harding: An article in the recent Bridport News, suggested that new signs were to be erected on the B3157 indicating a scenic route, therefore encouraging more vehicles to come through Burton Bradstock. The Chairman stated that the Council was aware of this and had made comments about this area of signage to DCC Highways.
• Democratic responses to Planning Application1/D/11/000982.
• M.Roberts: Expressed concern about the Chairman’s approach to the first Democratic Quarter Hour.
• Mr.Berkeley: The application should be supported as it will bring economic benefit to the community, the historical aspect of a garage/storage facility also needs to be made known. The area as limited other usage and requires tidying up.
• B.Dent: What other alternatives could the site be used for, and what funding would be available?
• B.James: No other practical alternatives are possible, the land needs tidying up, however the proposed hedge is unnecessary.
• M.Cheu. The residents in Southover are against the application. The garage has grown too large, emits light pollution in a defined Conservation area. We have concerns about monitoring the application if it is passed.
• M.Roberts: WDDC have stated that they wish to promote small developments and industries.
• Mr.Frost: Questioned the proposed hedge and chain link fence. Fences should be appropriate to existing properties.
• J.Harding: Light pollution has always been a problem, and some form of control on lighting needs to be established and monitored.

After seeking further submissions the Chairman closed the Democratic Quarter Hour.

8. Finance:

The RFO’s Finance Report had been previously circulated to Councillors.

All cheques had been authorised in accordance with the necessary internal controls.

9. Planning Committee Report:

Cllr.Batten gave a summary of the minutes of the Planning meeting held on 6^th June 2001. The details of which are attached to these minutes.

Consultation:

1/D/11/000892 – Old Forge Site, Southover. Retain use of building & land for the parking & storage of vehicles. External alterations to existing building.

The Clerk reported that he had received a response from Cllr. Dixon regarding the application and letters of objection from Mr & Mrs R.Holt and Mrs Chue.

Councillors looked at the plans and discussed various issues, height of fencing, need for fencing, types of fencing, visual intrusiveness, improvement of the site, the Conservation area, type’s of hedge, lighting, supporting local business, and monitoring and enforcement of planning permission.

After discussion Cllr.Moody proposed an objection to the application. This was not seconded. Cllr.Delves proposed no objections to the application but stated that the number of comments that the Council wished to make for WDDC Planning Authority to seriously consider should be included in our formal response. These included restriction of parking to the areas shown on the Plans, to discourage the 2m shiplap timber fencing to the south and west sides of the site, to encourage use of suitable local hedging plants, to restrict lighting to that needed for any work in the store and in normal working hours. This was seconded by Cllr.Batten. The resulting vote was in favour by three to one stating that the Council had no objections to the application but wanted WDDC to have regard to a number of safeguards as to the future use of the site if they were to approve the application.

The Clerk to detail the comments and circulate to Councillor’s prior to submission to WDDC. Details will be available in the Parish Council’s Planning Application record Book.

10. Draft Library Lease.

Cllr: Moody had previously circulated a report to Councillors as well as a copy of the report considered by BBPC at its meeting on 29^th June 2010.

The recommendation 4.5 in the report was approved by the Council.

In order to fulfil the Council’s objective of securing the use of the Library premises for continuing library and community use, the Council resolves to enter into the lease and associated arrangements with DCC in a form substantially as currently proposed and acting through the Chairman and the Parish Clerk.

11. Training Opportunities:

Cllr Moody had previously circulated a report on Training opportunities provided by DAPTC and NALC – On Line Training. He urged councillors to take advantage of these opportunities.

12. Playground Inspections/Work:

A report previously circulated by Cllr. Moody recommended that this work should be placed once again under the remit of the Parish Clerk.

The following recommendations were approved.

The Parish Council instructs the Parish Clerk to undertake the playground inspections and any minor repairs as above in place of the Handyman for a trial period of approximately 1 year with effect from the 1^st August 2011.

The RFO prepares a report on the efficiency of these arrangements to the September 2012 Parish Council meeting. Action RFO.

The Clerk to speak to the Handyman, R.Brown about the change regarding playground inspections. Action Clerk.

13. A.O.B.

• Cllr.Delves: Vision coming out of Mill Street for vehicles is becoming a problem due to shrubs and signage at the corner of the road. Cllr. Batten to ascertain who is responsible for this area and to let the Clerk know. Action Cllr. Batten.

14. Date of Next meeting: 7^th September 2011.

15. Democratic Quarter Hour.

• B.James: It is important that the planning application regarding the Old Smithy be monitored.
• J.Russell: Expressed concern about the demise of the Finance & General purposes Committee. The Chairman explained that detailed reports were provided by the RFO and the two councillors were responsible to see correct financial protocol was observed. J.Russell hoped to set up a ‘Surgery’ in the Reading Room and was advised to contact the Clerk for further details.
• M.Southgate: Understood that with so few councillors at the moment it was difficult to have a Finance and General Purposes Committee, but it was important that some sort of scrutiny role was in place. He also stated that it was very important to ensure that ideas such as the Flood Plan were followed through to completion.
• J.Grantham. Very interesting to note three WDDC Councillors attended the meeting. J. Grantham thanked the Council for the work that it is doing. He reported that the Library Cabinet met today and recommended that the ‘AdLib’ proposals be accepted. This was not supported by the Officers, who recommended not closing the 20 libraries, but 14. No decision was made, and the issue will go to the full Council.

It was also interesting to note that in the future Dorchester might be running 2 Libraries, one at Colliton Park and one on the New Library Site.

In a response to J.Grantham, the Clerk stated that very few details of information

came from WDDC other than planning and consultation requests.

The meeting closed at 9.32pm.