MINUTES OF THE BOTHENHAMPTON & WALDITCH PARISH COUNCIL MEETING HELD IN THE VILLAGE HALL, BOTHENHAMPTON ON MONDAY 12TH JANUARY 2004.

Present: Mrs Regan (Chairperson), Mr Matthews, Mrs England MBE, Mr Harrison, Mrs Warburton, Mr Dennis. In attendance: D. R. Barnes (Clerk)

1. APOLOGIES.

Mr Coatsworth.

2. MINUTES OF THE PREVIOUS MEETING.

The minutes of the previous meeting held on 8th December 2003 having been circulated to all members were accepted as a true record of the meeting and duly signed.

3. MATTERS ARISING.

Item 3 - Dog fouling notices - The clerk informed the meeting that these had now been received and would be distributed amongst the councillors at the end of this meeting.
Item 3 - Maintenance of play equipment at John Holt Play Area - Mrs Regan will contact WDDC/BTC to obtain names of companies which carry out this work.
Item 3 - Road safety/parking problems in Bothenhampton - The clerk informed the meeting that he had not yet heard from DCC about a site meeting but the matter is with the Traffic Management Section of DCC.
Item 4 - Democratic Half Hour - A matter was raised regarding street sweeping in Long Lane. The clerk informed the meeting that this work was due to be carried out week commencing 5th January.
Previous meetings - Bothenhampton flooding - the Clerk informed the meeting that he had received notification from WDDC that works to alleviate this commence on 5th January and are expected to last for five weeks. Refilling of salt/grit bin on Chestnut Road - the clerk has received a letter from DCC to advise that this will be done as a matter of urgency.

4. DEMOCRATIC HALF HOUR.

At 7.20pm the meeting was adjourned to enable members of the public to air their views on matters of local interest. At 7.35pm the meeting re-convened to complete the council's agenda, there being no further matters raised.

5. REPORT BY WDDC COUNCILLOR, REAR ADMIRAL G. PRITCHARD CB.

As Admiral Pritchard was not present at the meeting, no report was given.

6. REPORTS BY OTHER WDDC COUNCILLORS PRESENT.

Mr Tett informed the meeting that, at WDDC, serious consideration is being given to the level of Council Tax for 2004-5. Certain councillors have been painstakingly exploring alternatives to significant increases, as last year's increase was 15%, a situation which cannot continue, he said. A debate will take place during Thursday's meeting of the council. Regarding the location of the proposed waste transfer site, a presentation has been made by DCC to BTC in which the district council was asked to come forward with possible sites for the facility, other than Bridport Road and Symondsbury.
A number of alternatives have been advised to DCC.
Vodafone is considering whether to appeal against the refusal of planning permission for a permanent mast. Mr Roberts reported that car parking charges may increase at a rate of 5% above inflation. He pointed out that such an increase would have a significant effect on the level the Council Tax for next year, reducing it by 5. Mr Roberts also informed the meeting that WDDC is the third largest spender on coastal defences of the 447 district councils in Britain.

7. REPORT BY DCC COUNCILLOR, MR COATSWORTH.

Mr Coatsworth was not present, but had asked the Chair to inform the meeting of a public meeting to be held on Thursday 29th January at The Sir John Colfox School, Bridport at 6.30pm to discuss the Council Tax for 2004-5. The Leader of Dorset County Council will make a presentation at it.

8. QUIET LANES INITIATIVE.

The clerk reminded the councillors that a meeting, organised by CPRE, is taking place in Bridport Arts Centre on 22nd January to discuss this project. It was agreed that Mr Harrison should attend the meeting on behalf of the council. At the request of CPRE, the councillors gave consideration to which lane within the parish could be designated a 'Quiet Lane'. Any lane within the Bothenhampton part of the parish was ruled out, but Lower Walditch Lane in the Walditch part was chosen as a possibility.

9. PLANNING.

A] Applications received from WDDC/DCC:
WDDC:
1/W/2003/2381: Fosse Way, 11 Bowhayes - Increase height of roof to proposed extension. Having been assessed by one councillor, the plans were passed onto Mr Matthews for his consideration and comments. The clerk has requested an extension to the time period given by WDDC for submission of the parish council's comments.
1/W/2003/2492: 1 Beverley, Walditch Road -Conversion of existing dwelling into two self-contained flats: passed to Mrs Warburton for comment.
1/W/2003/2281: 23 Bowhayes, Bridport - Erection of single storey extension: Possibility of loss of light being experienced at no. 25 Bowhayes.
1/W/2003/2225: 22 Uplands, Walditch - Erection of extension, dormer window and insertion of two roof lights: No Comment.
1/W/2003/2124: 14 Manor Fields - Erection of conservatory: No Comment.

DCC: None
B] Decisions by WDDC/DCC:
WDDC:
Trees (beech and pine) at 63 Howard Road: permission granted for surgery.
Trees (poplars) north of Broadstone Farmhouse, Walditch: permission granted for surgery.
The clerk informed the meeting that the appropriate councillor had been advised of the Development Control West Committee meeting on 8th January at which the planning application for a single storey extension at 65 Gundry Road was discussed.
DCC: None.

10. FINANCE

A] Statement of Account as at 31 December 2003.
The Clerk informed the meeting of the current position.
B] Accounts for Payment.
Bridport Town Council (public meeting advert): 50.23
Walditch Village Hall (hire).....15.00
SWEB (street lighting)....303.03
Glasdon UK Ltd (2 x salt grit bins).345.70
Clerk's salary (December).......242.33

Mrs Regan proposed these accounts should be paid. This was seconded by Mr Dennis and agreed by all of the other councillors.

11. APPOINTMENT OF INTERNAL AUDITOR.

The clerk informed the meeting that he had requested and received a quotation from an accountant in Corscombe, Mr H Lovegrove CPFA, in respect of the carrying out of the parish council's independent internal auditing function for 2002-3. The proposed cost was 50 - 60. Mr Matthews proposed that this person is used; this was seconded by Mrs Regan and agreed by all of the other councillors.

12. ANNUAL RETURN 2002: AMENDMENT.

The clerk advised that the external auditor had noted the need for two minor alterations to the Annual Return for 2001-2. It was agreed by all of the councillors that Mrs Regan should endorse these alterations, (which had been checked by the clerk), which she duly did.

13. REQUESTS FOR GRANTS.

The clerk read out a letter from the Open Spaces Society which appealed for funds for the protection of village greens. It claimed that by registering appropriate areas as Village Greens, greater legal protection was available. The Society expects to have to campaign for the application of the law in certain circumstances. After a brief discussion, the councillors decided that the parish's relevant ground, Walditch Village Green, was sufficiently utilised as a communal area to be adequately protected and that the council's annual subscription to the Open Spaces Society was commensurate with its current need for the organisation's help.

14. VITAL VILLAGES.

Mrs Regan showed the meeting a final draft copy of the Bothenhampton Parish Plan, which is to be printed shortly. Regarding the Walditch Parish Plan, Mrs Regan proposed that this should go to print, it having been finalised by the committee. Mrs England seconded this and all of the other councillors agreed. It was noted that volunteers are needed to distribute the publications to 11,000 households within a month.
Mr Harrison advised that the committee has estimated that a maximum of a further 1,000 is needed to complete the project, which will be covered by the balance of grant funding available. The clerk informed the meeting that, due to this funding being paid retrospectively, a 'temporary' transfer of up to 1,000 from the current account to the Vital Villages account will probably be needed, awaiting the receipt of grant monies. This was formally proposed by Mr Matthews, seconded by Mrs Warburton and agreed by all of the other councillors.

15. PARISH MATTERS.

Footpaths & Roads - The poor state of Burton Road between Chestnut Road and Wych Lane was reported: large pot holes are apparent; attempts to fill them in have failed. Kenway Lane is poor as well. The Clerk will write to DCC. Mr Harrison reported that the salt grit bin on Chestnut Road has now been refilled. He suggested that the clerk is informed by the chairmen of the three residents associations of any work which the DCC Parish Maintenance Unit should carry out during its visits in April and October each year.
Street Lighting - Lamp no. 8 on Lake Lane is now working properly, although it took three weeks for DCC to arrive. Neighbourhood Watch - Mr Harrison passed on the advice from Bridport Police that bogus doorstep callers are in the area and admission into homes should not be granted unless identification is seen.
Play Areas - Walditch Village Play Area: Mr Matthews advised the meeting of a precise cost for the fencing and access road for area: 4,617.75. This expenditure was proposed by Mr Dennis, seconded by Mr Harrison and agreed by all of the other councillors. Mr Matthews stressed that the seeding must be carried out before any access road is established.
Bridport Regeneration Area Partnership - Mrs England reported that the BCI Environment Group will meet on 13th January 2004 to discuss increasing the number of open spaces within the area: she will attend the meeting. Mrs England informed the meeting that she has met the new Development Officer who intends to request an appointment with the parish council to discuss Vital Villages etc. An appeal for funding for a fishing jetty at West Bay is also underway.
DAPTC - The clerk distributed the latest newsletter and read out an excerpt from the December 2003 Chief Executive's Circular which warned councillors of the absence of insurance cover for volunteer litter collectors and the personal liability of councillors (as "employers") for any accidents involving these volunteers.

16. CORRESPONDENCE.

DCC: "All Aboard" newsletter from Passenger Transport Dept. & "Caring Matters" newsletter from Social Services Dept.
DEFRA: Letter regarding equine issues
DCA: Calor Village of the Year Award; training courses
WATAG: Minutes of meeting 20th November 2003.
DAPTC: Chief Executive's circulars 23/03, 24/03 & 25/03

The next meeting will be held in Bothenhampton Village Hall at 7.00pm on Monday, February 9th.

There being no further business to discuss, the meeting closed at 8.35pm.

MATTERS RAISED IN THE DEMOCRATIC HALF HOUR.

1. Parking in Old Vicarage Road, Bothenhampton & Lower Walditch Lane, Lower Walditch.
2. Proposed Waste Transfer Station on Burton Road.
3. 'Cemetery' Play Area, Lower Walditch Lane.
4. Vodafone mast, Walditch.