Minutes of the Bothenhampton & Walditch Parish Council meeting held in the Church Hall Bothenhampton on Monday 8th April 2002.

Present:- Mr Matthews(Chairman), Professor Eastham (Vice Chairman),Mrs Regan, Mr Yates, Mrs Clements, Mr Harrison, Mrs England. In attendance M.C.Farnham(Clerk), Rear Admiral Pritchard and Mr Coatsworth.

1. MINUTES OF THE PREVIOUS MEETING

The minutes of the previous meeting held on 11 March 2002 having been circulated to all members, were accepted as a true record of the meeting and duly signed.

2. APOLOGIES

None

3. MATTERS ARISING


The provision of a Parish office is still being investigated, it was suggested that Mr Gundry might be able to help. The Waste Management booklet was still being circulated and Mr Yates agreed to pass it to Mrs Clements when he had finished reading it.

4. REPORT BY DISTRICT COUNCILLOR REAR ADMIRAL PRITCHARD

Rear Admiral Pritchard confirmed that the Boundary Commission had finished its periodic electoral review of West Dorset and it had recommended that Bothenhampton Ward and Bridport South should join together to form one West Dorset Ward and Walditch Ward should join with Loders to form another West Dorset Ward. These new arrangements will come into effect from May 2003.

5. REPORT BY COUNTY COUNCILLOR Mr COATSWORTH

Mr Coatsworth reported that the planning application for the storm water storage tanks at Wych Farm had been approved. He also confirmed that the provision of a further controlled crossing along Sea Road South would be looked at again by the Highways Agencies consultants.

6. DEMOCRATIC HALF HOUR

At this point the meeting adjourned to enable members of the public to air their views on matters of local interest. The meeting then re-convened to complete the Council's agenda.

7. CODE OF CONDUCT FOR PARISH COUNCILLORS

The Clerk referred to the copy of a further letter dated 5 April 2002 plus attachments sent out with the agenda concerning the arrangements for training sessions that had been arranged. The Clerk confirmed that he would be able to attend one of the sessions to be held on the 24 April 2002. It was also agreed to book 2 places for the evening session on the 15 May 2002. The Clerk also raised the matter of adoption of the Code of Conduct. Mrs Regan proposed that the Parish Council adopted the Code of Conduct, Mrs England seconded this proposal and this was agreed by all the other Councillors.

8. PARISH PLAN

The Clerk referred to the letter dated 25 March 2002 received from the Countryside Agency, a copy of which has been sent out with the agenda. It was agreed that the Clerk should let Mrs Regan have a copy of all the papers and he should let the Countryside Agency have the Parish Council bank details in order that the grant can be sent to the Parish Council.

9. DORSET COUNTRYSIDE RANGER SERVICE - BRIT VALLEY PROJECT

The Clerk referred to the letter dated 11 March received from DCC, a copy of which had been sent out with agenda. The Clerk was instructed to reply that the Parish Council is happy with this project and to ask if they knew of any locations within project area that falls within the Parish Council area that would be suitable for the planting of trees to celebrate the Queens Jubilee. Mrs England suggested that the verge along Burton Road might be suitable.

10. WEST DORSET 2000 SURVEY OF THE BUILT & NATURAL ENVIRONMENT

The Clerk referred to the letter dated 13 March received from WDDC, copy of which had been sent out with the agenda. It was agreed that Mrs Regan should have the document to help with the provision of the Parish Plan.

11. PLANNING

  1. Applications received from WDDC; Application 1/W/2002/0539, 5 Howard Close, Bothenhampton erect porch to front elevation. Returned no comments.
    Application received from DCC; None.
  2. Decisions by WDDC; Decisions by DCC none

12. FINANCE

  1. The Clerk informed the meeting of the current situation
  2. The following accounts were approved for payment.
    1. M.C.Farnham Salary for April 2002 203.54
    2. SWEB supply of electricity to street lights 303.03
    3. Hire of Walditch Village Hall 11 March 2002 15.00
    4. Hire of Bothenhampton Church Hall on the 11 February 2002 and 8 April 2002 plus a charge for leaving the heating on over the night of 13 January 2002 a total of 29.00
    Mr Yates proposed that the accounts should be paid this was seconded by Mr Harrison and agreed by all the other Councillors.

13. REQUESTS FOR GRANTS

The Clerk informed the meeting that he had spoken to DAPTC as instructed at the last meeting and he had been informed verbally if the Parish Council considered the Sub Post Office to be a vital service to the Parish, then they could make a grant if they so wished. At this point Mrs Regan declared an interest and left the meeting. Following a short discussion on this matter, Professor Eastham proposed a grant of 50 this was seconded by Mrs England and agreed by all the other Councillors. Mrs Regan then returned to the meeting.
The Clerk referred to the letter dated 22 March 2002 received from The Bridport Youth Centre, a copy of which had been sent out with the agenda. Following a discussion on the matter Mr Yates proposed a grant of 50 this was seconded by Mrs Regan and agreed by all the other Councillors.
The Clerk referred to the undated letter received from The Dorset & Somerset Ambulance Trust, copy of which had been sent out with the agenda. Following a discussion on the matter Mr Harrison proposed a grant of 200 this was seconded by Mr Yates and agreed by all the other Councillors.

14. FOOTPATHS AND ROADS

  1. Following the repairs to the high path in Hollow Way the barriers and cones have still not been removed
  2. Burton Road needs further repairs.
  3. Hedge at the junction of Wych Hill and Burton Road needs to be trimmed back; also the provision of a mirror on the other side of the road to this junction would improve safety for traffic leaving Mountjoy.

15. STREET LIGHTING

Nothing to report.

16. NEIGHBOURHOOD WATCH

Nothing to report, but as the Police had attended the meeting PC Furnell introduced himself as the new community officer and confirmed that the new Police Station was now open for business. He provided his details for Mrs Regan and confirmed that he hoped to attend Parish Council meetings on a regular basis.

17. CONSERVATION AND OPEN SPACES

Professor Eastham reported as follows on the situation concerning the open space within Lower Walditch Development. On the 16 June 2001, the Parish Council wrote to Mr J. Greenslade[WDDC Development Services Manager] to express concern over the untidy state in which the green had been left by Betterment Homes[BH]. In his reply, Mr Greenslade stated that he had spoken to BH who had promised to clear the material within a three week period. A WDDC officer would then inspect the area. In a letter to the Parish Council dated 11 July 2001, BH stated that the area is now becoming established and invited the Council to adopt the green. In further letters to WDDC [dated 26 July 2001] and BH [dated 30 August 2002] the Parish Council continued to express dissatisfaction with the area. On the 5 October 2001, a site meeting was held by the Parish Council, WDDC and BH. A schedule of stone picking, hole-filling and re-grassing was agreed for BH to carry out. During the winter months it became clear to the Parish Council and the Valley View Residents Society that the soakaway by Howard Close was not adequate and allowed surface rainwater to flow across Howard Close. This matter was brought to the attention of WDDC Engineering Division and to the Highway Authority [Dorset CC] both declaring the situation to be unacceptable. An improved drainage scheme was agreed between DCC and BH and this work was carried out in March 2002 on a trail basis. Should any further improvement to the drainage become necessary that would be the responsibility of BH not the Parish Council. The Parish Council remained concerned about the state of the trees at the east end of the area and on the 21 March, a site meeting was held with the Senior Trees and Woodlands Officer of WDDC who subsequently produced a detailed report and a recommended schedule of tree work[based on the above schedule] was agreed with BH who would carry it out in April. This work includes the removal of dead branches and the raising of the crown of a tree, which impedes access to garages from Howard Road. Throughout the whole period, the Parish Council has been deeply concerned that the Green should be a safe area for public use.
The Clerk also referred to the letter dated 19 March 2002 received from the Parish Council Solicitors [Austen Whetham & Guest] concerning this area and it was agreed that he could reply to this letter along the lines of the report made by Professor Eastham.

18. PLAY AREAS

Mrs Regan reported that the bark for the John Holt Play Area had still not arrived and in fact she had been told by the supplier that it could not be obtained in small loads but only full lorry loads. She confirmed that the forms had been completed for a grant application, in relation to an alternative surface but she was having difficulty in obtaining details of companies who could supply quotations. Mr Yates suggested that she spoke to Bridport Town Council or Dorchester Town Council who both have the type of surface she was suggesting.

19. A35 COMMUNITIES INITIATIVE

Nothing to report.

20. BRIDPORT REGENERATION AREA PARTNERSHIP MEETINGS

The Clerk referred to the letter received from Bridport Town Council concerning various matters including the request from Stephanie Sutton to attend a meeting of the Parish Council to explain the regeneration work that had been undertaken so far etc. The Clerk was instructed to reply to Ms Sutton giving her a list of dates, so that she could decide when she could attend.

21. DORSET ASSOCIATION OF PARISH AND TOWN COUNCILS

The Clerk informed the meeting the 2002/2003 annual subscription of the association was now due, the cost this year was 376.88. The Clerk also confirmed that 2 forms concerning the annual audit were also required at 70 pence each, following a short discussion on this matter Mrs Regan proposed that the Parish Council renewed its membership and the forms requested by the Clerk be obtained, this was seconded by Mr Matthews and agreed by all the other Councillors.

22. VITAL VILLAGES

Mrs Regan reported that a meeting had taken place and the residents of Walditch had indicated an intention to become more involved in the process.

23. CORRESPONDENCE RECEIVED

  1. From DCC; None
  2. From WDDC; Agenda for the Standards Committee meeting to be held on the 27 March 2002.
  3. From Audit Commission, external audit arrangements for April 2002.
There being no further business for discussion the meeting closed at 9.45pm.

MATTERS RAISED IN THE DEMOCRATIC HALF HOUR

  1. Boundary changes.
  2. Possible funding for tree planting in the open space Lower Walditch from the Housing Association.
  3. Drain at Jellyfields is blocked.
  4. Possible Play area at Lower Walditch.
  5. Increase in rates by Dorset County Council.
  6. Jubilee Celebrations.
  7. Grass cutting.
  8. Vital Villages.
  9. Footpath between Crock Lane and Pasture Way.