BURTON BRADSTOCK PARISH COUNCIL

Chairman: Dr.G.Moody

Clerk Contact: 01308 459001

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

Present: Cllrs: G.Moody, D.Dixon, N.Bowles, D.Batten, S.Churchill, D.Venn, F.Moore (Clerk), and three members of the public.

1. Apologies: Cllrs: K.Delves, S.Pett, A.Mackie, DCC Cllr: R.Coatsworth.

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

3. Minutes of the previous Meeting 2^nd March 2011. The minutes were approved and signed as a true record by the Chairman.

4. Democratic Quarter Hour:

• J.Harding: Stated that the Footpath diversion on footpath 9, and 10, near Cogden Farm needed new signage. The Clerk to contact DCC Footpaths regarding this matter and also to ensure that the footpath is not ploughed up as in previous years.

Action Clerk

J.Harding also asked if there was a policy regarding Fruit trees on the allotment. The Clerk stated that as long as they were of a dwarf variety, and pruned regularly there were allowed. It was agreed that in the future a new allotment Officer and the Allotment Society should get together to draw up a small guideline paper for allotment users. Action Clerk

• S.Adderley: Asked what is happening regarding the Allotment Wall. The Chairman reported that tenders for the work were to be considered later in the meeting and that an order for the work would probably be issued.
• D.Edwards: Asked for an update on the Library position. The Chairman stated he would be reporting on this later in the meeting.

5. Matters Arising & Clerk’s Report:

• Resignation of Cllr. Pett & Cllr.Churchill: Formal resignations have been received from the above two councillors. It was agreed to record a vote of thanks to all of the retiring councillors who will have left during this year. Cllr. Dutton, Cllr.Toms, Cllr. Mackie, Cllr. Pett and Cllr. Churchill.
• Winter Gritting: A formal letter has been received from A.Muncaster, DCC Western Highways Office stating that if we wish to avail ourselves of the provision of large dumpy bags of salt, we should provide him with the name of the farmer, address and contact number. It was agreed to do this after the Clerk checked once more with P.Mayo. If possible we would like more than one dumpy bag. After discussion it was agreed not to purchase any grit bins but ask P.Mayo to place the grit at various locations during bad winter weather.
• Trees on Village Green: This work had now been successfully completed.
• DAPTC Circular’s: These will now be circulated by email to Councillors by the Clerk.
• Parish Administration: A double back up system for all Council work on computers has been set up. Also a locked storage space in the Reading Room has been designated for confidential material, with the Clerk holding the key.
• Village Spring Clean: To meet at the Reading Room at 10.00am on Saturday 9^th April.
• Roundabout Bearings: A quote to repair the bearings has been received from Alvian Ltd (the PC’s playground specialist inspectors) for £120.00 plus VAT. It was agreed that the Clerk go ahead and confirm the work to be done. It was noted that in the future the PC shall need to look at a replacement for the current roundabout.
• Village Of the Year Competition: Our entry form has been sent to Dorset Community Action.
• Drains Behind Reading Room and adjoining properties: There has been a recent discharge of foul water into the High Street. After investigation by Wessex Water and local neighbours it appeared to be coming from Horseshoe Cottage. The Clerk has spoken to the owners of Horseshoe Cottage who will be advising users of the cottage not to place inappropriate items in the toilet system. The Clerk also has contact numbers of adjoining properties in case of future issues.

6. Correspondence:

Details of correspondence received prior to the agenda being posted have been circulated and are attached to the minutes.

7. Library Update:

Cllr Moody reported that:

1. Correspondence received from DCC indicated that new drafting to the Community Use Agreement to accommodate DCC’s proposals for a reduced library service was being drawn up on which the PC would be consulted. Cllr Moody had responded by reminding DCC that the PC required the sub-lease (to the Friends of BB Library) as that, the main lease and Community Use Agreement needed to be signed simultaneously.
2. DCC’s consultation on the library service cuts was proceeding, and Prof. Hynds (Chairman of the Friends) was hopeful that DCC would continue to provide a service in the village.
3. The PC had been consulted formally by DCC and proposed that the matter be discussed at the forthcoming AGM, with DCC and the Friends being invited to speak. The Council agreed to this suggestion. Action Clerk/Cllr Moody

8. Planning Committee:

There will be a Planning Committee Meeting on Tuesday 12^th April at 7.00pm at the Reading Room. The Agenda to be circulated. Action Clerk

Cllr.Dixon reported that the Parish Plan Working Party had met last Thursday and had decided not to launch the Draft Plan at the AGM but wait until a new Council was appointed. It was hoped that the Draft Plan would be ready for the June Parish Council meeting and then consulted upon. Any further comments from Councillors to be with Cllr Dixon by the 15^th April. Action: PPWP Councillors

9. Finance:

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

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

After discussion it was agreed that when an invoice is received for work and there is no variation from the tender price and the work is done to the agreed standard payment can be made straight away and the matter reported to the next Parish Council meeting.

It was also agreed that all continuing Councillors should be approved signatories for the bank mandate. A new bank mandate was completed and approved.

A request has been made for use of part of the upstairs of the Reading Room as a business office. This could be done on a non exclusive hire basis; the RFO’s report indicates that it is likely to produce a net income for the Parish Council. It was agreed to proceed on this basis Action: RFO/Cllr Moody

Cllrs. Batten & Moody had circulated a detailed report to all Councillors regarding Graveyard maintenance. On researching the legal issues, including seeking advice from DAPTC, the position is that the Parish Council is a Burial Authority. This enables the PC to provide burial grounds, but this is a power and not a duty. Futhermore, on closing a burial ground, while the Parochial Church Council (PCC) can request that the Parish Council takes over its maintenance, the Parish Council can decline and pass the responsibility on to the District Council.

While if there were no burial grounds available to Parishioners, the Parish Council would doubtless wish to consider the position, it is apparent that there is no obligation on the Parish Council to either maintain or provide Parish burial grounds now or in the future.

As reported previously, the PCC had approached the Council for a contribution to graveyard maintenance. Discussion of the request took place having regard to the accounts provided by the PCC, and in particular the extent and nature of the balances held.

It was unanimously agreed that the Clerk should write to the PCC enclosing a copy of the report and stating that, in view of the healthy state of the PCC’s funds, the Parish Council would not be making a contribution to the grass cutting this year. However in accordance with the Parish Plan’s objectives the OC would be very supportive of the PCC in developing a ‘living churchyard’ approach at the two sites and would be interested in helping this to take place.

The next meeting of the Finance Committee is on 27^th April.

10. A.O.B.

• Cllr.Dixon: Sometimes the Council’s notice boards are used for non Parish Council literature. It was agreed to monitor and remove non Parish Council notices.

Cllr Dixon also noted that only six people had applied to serve as a Councillor this year and so there would not be an election. The Council agreed that it needed to understand why so few people were interested in serving the community through

being Councillors, and concern was expressed that having five vacancies could cause difficulties in coping with the PC’s workload. The Chairman opened the meeting to the parishioners who commented that the Council was seen in a negative way by some of the public due to issues around the Library and the Post Office. It was agreed that the issue would be discussed further at the PC meeting on 9 May.

In view of the small number of Councillors going forward, Cllr. Moody proposed that the Parish Council quorum should be set at four members. This was seconded by Cllr. Dixon and agreed by the PC.

• Cllr.Batten: Expressed concern that dates for Parish Council meetings had not been published in the BVN.
• Cllr.Bowles: Had been informed that the Village Shop sign at the junction of Mill Street and High Street was causing problems for cars coming out of Mill Street. It was agreed for the Clerk to follow up this matter.

11. Dates of Future Meetings:

Annual Parish Council Meeting, 9^th May 2011 in the Reading Room.

Annual General meeting 16^th May in the Village Hall.

12. Democratic Quarter Hour:

• D.Edwards: The Flood Prevention group will be meeting with DCC to look at various problems in Gages Lane, due to catch pits being filled up.

In a response regarding to the ‘Old Smithy’, the Clerk reported that the period of Certificate of Lawfulness was related to the last ten years.

The meeting closed at 9.00pm.