Bothenhampton Village

MINUTES OF BOTHENHAMPTON & WALDITCH PARISH COUNCI.MEETING HELD IN THE VILLAGE HALL BOTHENHAMPTON, ON MONDAY 12 JANUARY 2015.1272

Present: Bob Dennis(Chair), Ian Bark, Pennie Jones, & Colin Sparkes.
In attendance: Chris Dobbs (Clerk).

73. DECLARATION OF INTEREST.

73.1 - To remind Parish Councillors that if a matter arises at a Meeting which relates to an interest in Appendix A of the Code of Conduct adopted by resolution of B&WPC on Monday 9th July 2012, then the member shall not participate in a discussion or vote on the matter. Where a matter arises at the meeting which relates to Appendix B of the Code of Conduct, then the member shall withdraw from the Meeting. Where a matter arises at a meeting which relates to a financial interest of friend, relative or close associate, the member concerned shall disclose the nature of the interest and withdraw from the meeting.

74. APOLOGIES.

74.1- There were apologies from - Ed Hanson, Alan Stenning, David Stubbs, & Ron

75. MINUTES OF THE PREVIOUS MEETING.

The Minutes of the previous Meeting of Bothenhampton and Walditch Parish Council held on Monday 10 November 2014, were accepted as true records and duly signed by the Chairman.

76. MATTERS ARISING.

76.1- May 2014 - 1 to 12, June - 13 to 24, July - 25 to 36, August - no Meeting, September - 37 to 48, October - 49 to 60, November - 61 to 72, December - no Meeting, January 2015 - 73 to 84, February 2015 -85 to 96, March 2015 - 97 to 108, & April 2015 - 109 to 120. This is following the advice of the Internal Auditor, and creates a unique set of Minutes for each month in the year.

As the Casual Vacancy has now been advertised from 24 November to 12 December 2015, a co-option can now take place at this Meeting. Geoff Matthews, a previously long serving Parish Councillor, was proposed by Pennie Jones & seconded by Ian Bark, then duly co-opted as a Bothenhampton Ward Parish Councillor.

It was proposed to invite the Head of Dorset Waste Partnership to the next Meeting of B&WPC, to describe the planned changes in recycling & rubbish collections.

77.DEMOCRATIC HALF HOUR.

At 7.10 p.m. the Meeting was adjourned to enable members of the public to air their view on matters of local interest. At 7.25 p.m. the Meeting re-convened to complete the Council's agenda, there being no further matters raised.

n.b. - There was 1 member of the public present at the Meeting.

78. REPORT BY WDDC COUNCILLOR FOR BOTHENHAMPTON.

David Tett - (also welcome to District Councillor Sandra Brown)

Firstly, Robert Gould having taken Leadership of the Dorset County Council has stepped down from that of the West Dorset District Council. Cllr. Tony Alford is to replace him at West Dorset.

Secondly, you will, undoubtedly, have read in the Press that the Chief Executive has rejected the Petition of the Campaign Group, Advearse, to debate the potential development of Vearse Farm by the provision of some 760 new homes. He has done so on a planning technicality.

I am somewhat surprised since some 2,000 people signed the Petition, and 1,000 signatures would have triggered a debate in Council.

The Campaign Group will now, in all probability, refer the issue to the LGA Ombudsman.
As regards the Local Plan, we should very shortly be hearing from the Government appointed Inspector with his findings.

Cerne Valley is the first in the District to have its Neighbourhood Plan adopted and this will now form part of the statutory development plan and read in conjunction with the emerging Local Plan.

79. REPORT BY WDDC COUNCILLOR FOR WALDITCH

Mark Roberts - was Absent from the Meeting -

80. REPORT BY DCC COUNCILLOR - RON COATSWORTH.

When telephoning his Apologies, Ron mentioned his DCC Grant of Ł1360 for Bothenhampton & Walditch - to be spent by February 2015 on something additional for the Parish. Suggested that Authority be given to the Chair & Clerk re expenditure.

81.* PLANNING AGENDA for B&WPC Meeting - Monday 12 January 2015.

a) Applications received from WDDC/DDC -

WD/D/14/002849 - Siver Mead, Firch Lane, Walditch -
Conversion of 3 Holiday Lets to form 2 Private Dwellings - Corporate View of PC to recommend Approval of Planning Consent.

WD/D/14/003160 - Quarry Cottage, Quarry Lane -
Removal of existing poultry sheds and replace with single storey dwelling with basement - Corporate View of PC to recommend Approval of Planning Consent, with reservations - outside Conservation Area/in AONB - facing stone to be Forest Marble - request to be considered by WDDC Development Control Committee.

WD/D/14/002961 - Dallington, Marrowbone Lane -
Juliet Balcony at first floor level - Corporate View of PC to recommend Approval of Planning Consent.

WD/D/14/003011 - 32 Crock Lane -
Proposed single storey side extension, as detailed - Corporate View of PC to recommend Approval of Planning Consent.

WD/D/14/002520 - Listed Building Consent -
WD/D/14/002519 - 43 Main Street - Loft conversion. Conversion of fromer skittle alley into games room, replace rooflights - Corporate View of PC to recommend Approval of Planning Consent.

b) Decisions by WDDC/DCC etc.

WD/D/14/002515 - Blossoms, Quarry Lane -
Erect Chalet Holiday Unit - to Development Control Committee, 15 January 2015 at 14.15, Dorchester - Colin Sparkes to attend for PC -

WD/D/14/002609 - Autumn Cottage - Approval -

WD/D/14/002137 - Three Corners, 2 Elwell -
Approval - Outline Planning to erect dwelling and single garage.

WD/D/14/003053 - WD/D/14/ 002307 - 28 Manor Fields -
- addition of a pair of velux windows - no decision required by PC -

WDDC weekly list of decision notices - informed PC of facility - Ian & Colin requested to be sent weekly e mails from WDDC -

WD/D/14/002609 - Autumn Cottage - Additional Plans

82. FINANCE AGENDA - B&WPC MEETING - Monday 12 January 2015.

Receipts -

i) Statement of Current Account as at 31 December 2014 - Ł17,659.64

ii) Accounts for Payment

1393 - David Landscapes - Ł537.47 (Paid 12/12/14)

Less outstanding cheques as listed :-

Cheques Ł

1394 - Bothenhampton Village Hall - 36.00

1395 - C. T. Dobbs - Clerk's November & December Salary - 808.66

1396 - Inland Revenue - Post Office Ltd. - 303.24

1397 - C.T.Dobbs - Office Accommodation - 97.50

1398 - Bridport Town Council - Neighbourhood Plan - 500.00

Cheques as listed proposed for payment by Colin Sparkes, seconded by Pennie Jones, and carried by all Parish Councillors present.

83. * PARISH MATTERS - for B&WPC Meeting - Monday 12 January 2015.

- n.b. All items to be introduced by Clerk unless specified on Agenda -

83.1 - Budget Setting 2015/16 - to Approve Precept for 2015/16

Action at November Meeting - PC Approved Precept for 2015/16 to be a total of Ł24098(including Local Council Tax Support Grant of Ł1082).

Action at January Meeting - Parish Councillors present Authorised the Precept for 2015/2016 -

83.1a - re DCC Grant of Ł1360, authorized by County Councillor Ron Coatsworth - to be spent on something additional for the Parish. Authority given by PC for Chair & Clerk to action the Grant by February 2015.

83.2 - Ab Antiquo - to consider solutions to problem of Ab Antiquo porch being hit

Action at June Meeting - Ian Bark suggested that DCC should be requested to acknowledge the receipt of the letter - Clerk to Action -

Action at July Meeting - Clerk read e mail reply from Richard Stubbs, Technical Officer, DCC - ' Further to your e mail I can confirm that the e mail from the Parish Council dated 14 May 2014 has been received and it's contents noted '. There was no further discussion regarding the matter at the Meeting, as the proposals regarding porch strengthening and the placement of bollards on Ab Antiquo land had been fully documented & supported by the PC in the 14 May e mail.

Action at October Meeting - No Action

Action at November Meeting - Clerk requested to enquire with DCC about progress re proposals supported by PC -

Action at January 2015 Meeting - PC observed that no work has been carried on the site - No Action to report -

83.3 - Estimates for Cedar Tree at Valley View Amenity site Safety Report -

Action at July Meeting - PC considered that estimates were too high, and asked the Clerk to consult further with Graham Cox, Senior Tree Officer WDDC.

Action at October Meeting - Clerk described to Meeting that DCC had indicated that a survey could be possible, but have not yet made any arrangements.

Action at November Meeting - No Action to report -

Action at January 2015 Meeting - No Action to report -

83.4 - Lengthsman's duties for January 2015 -

Bothenhampton - Goal nets in John Holt Play Area need securing -
Drain covers in Hollow Way need clearing -
Area around Crock sign needs clearing -

Walditch - Previously made Gully near The Hyde needs clearing -
Gully needs digging around Real Tennis Court entrance -
need to contact DCC - Dave Maunder - 83.5 - Bridport Area Neighbourhood Plan - Update to Meeting -

Action at June Meeting - Colin Sparkes and Chris Dobbs attended a Working Group Meeting on Friday 6 June at Mountfield. The next meeting has been arranged for Friday 4 July - Ian Bark and Colin Sparkes have agreed to attend.

Action at July Meeting - PC agreed to earmark Ł500 to Bridport Area Neighbourhood Plan, with a further Ł500 to follow, and also agreed the Outline Decision Making Structure * for the Plan. Walditch resident, David Hill, has indicated an interest in being a local volunteer and is to be invited to attend the next PC Meeting on Monday 15 September 2014.

* The proposed structure would see a joint committee of participating councils with delegated authority to take executive decisions in relation to the Plan - budget etc. with a Steering Group(comprising community representatives), responsible for day to day delivery of the Plan(reporting to the Joint Committee). The Plan would be community- led, through the Steering Group but the Joint Committee would monitor the project implementation.

Action at October Meeting -next Meeting for Working Group(Chris Dobbs & Ian Bark), on Monday 27 October -

Action at November Meeting - Clerk & Ian Bark reported on success of recent drop in meeting at the Town Hall re the Area Neighbourhood Plan. Plans are going ahead to form a Steering Group before Christmas.

Action at January 2015 Meeting - Ian Bark commented that he is now a member of the Steering Group(with Colin Sparkes as reserve member), and the next Meeting of the Group is taking place on Tuesday 20 January 2015. Will report on progress of the Neighbourhood Plan to update PC as necessary.

83.6 - Review of cover arrangements for Clerk -

Action at June Meeting - Ian Bark agreed to shadow Clerk, and a meeting has been arranged for Monday 7 July at 10.00 at 6 Sunnyside -

Action at July Meeting - Ian commented on his two hour visit where Chris had outlined to him the preparation processes for this Meeting. He considered that while a complex process, he felt reasonably confident of being able to complete the work if necessary. A further shadowing exercise has been agreed for Monday 6 October from 10.30 to 12.30.

Action at October Meeting - Ian Bark attended Meeting and assisted Clerk in preparation of the Excel Cashbook document. Ian will attend Meeting with the Clerk on Monday 3 November, and has requested that Planning Procedures are explained.

Action at November Meeting - Ian reported on the Planning procedures in place, and how they were managed at PC level. His next meeting with the Clerk has been arranged for Monday 5 January 2015, as there is no Parish Meeting in December.

Action at January 2015 Meeting - Clerk not able to have meeting with Ian on Monday 5 January, but a new date has been arranged for Tuesday 27 January at 10.30.

83.7 - Off centre Mini Roundabout in Walditch Road - Site Meeting recommended -

Action at July Meeting - Clerk outlined site meeting date with DCC Highways Officers Sue Sadler & Richard Stubbs, of Thursday 31 July at 10.00. Alan Stenning & Ian Bark agreed to attend.

Action at October Meeting - No Action - for next Meeting -

Action at November Meeting - DCC to be further approached regarding proposed alteration of the site.

Action at January 2015 Meeting - No Action to report - Clerk to contact DCC -

83.8 - Parish Computer - Clerk to update -

Action at July Meeting - Clerk appreciated that the PC agreed for the purchase of a new Parish Computer, but felt that further research should be carried out before going ahead.

Action at October Meeting - Clerk has ordered Computer(see Finance File), and arranged for transfer of data before the November Meeting.

Action at November Meeting - Clerk reported that new computer had been purchased and was on site and in limited use. Unfortunately, the Office program purchased did not include Microsoft Outlook, which is essential to ensure a compatible e mail package. Clerk was given permission to purchase Microsoft Office by the next Meeting.

Action at January 2015 Meeting - Clerk to continue enquiries -

83.9 - Play Area Inspection Reports -

Action at July Meeting - Clerk outlined that Inspection Reports for John Holt & John Gundry Play Areas had been completed in May 2014, and that some maintenance work had been recommended for both sites. He recommended that Reports may need further scrutiny by the September Meeting.

Action at October Meeting -No Action - to arrange Meeting with Pennie Jones before November Meeting -

Action at November Meeting - Pennie was handed the Reports to enable maintenance and improvement schedules to be presented to the January Meeting.

Action at January 2015 Meeting - Clerk informed Meeting that a survey of the John Holt Play Area had been offered by 'Sovereign', for Thursday 15 January 2015 at 9.30 am. Pennie has work commitments, so unlikely to be able to attend.

83.10 - Elizabeth Welch delivered a letter of resignation from her position as a Parish Councillor, but agreed to hold the matter and attend the next Meeting on Monday 15 September. Elizabeth also indicated that she was interested in being involved in the Neighbourhood Plan.

Action at October Meeting - PC noted Elizabeth's absence, and Chair suggested letter of appreciation if resignation confirmed.

Action at November Meeting - Clerk to have a further talk with Elizabeth before acting on the letter of resignation.

Action at January 2015 Meeting - No Action to report
83.11 - Jurassic Coast Champion - Ian Bark agree to be nominated -

83.12 - DCC Footpath Maintenance -

Action at October Meeting - PC has agreed SLA plan in principle, but will make further consideration at November Meeting -

Action at November Meeting - Clerk to advise DCC Ranger, Ben Handley, of PC agreement to SLA Footpaths Plan -

Action at January 2015 Meeting - Clerk to contact DCC re scheme -

83.13 - Request for Site Meeting - re parking in Crock Lane -

Action at January Meeting - DCC have yet to reply to Clerk's November letter -

83.14 - Review of Election recharges to Towns & Parishes -

Action at January Meeting - Pennie to consider WDDC letter and Report to February Meeting -

Proposals for Parish Matters Agenda - January 2015 Meeting.

There were two proposals from the floor for the February Meeting -

Ed Hanson gave apologies for the January & February 2015 Meetings -

PC approved the Clerk's suggestion of annual Meeting and Agenda Notices for the five Parish Notice Boards.

Proposals - 1. Pennie requested NO PARKING sign at entrance to John Holt Play Area.

2. Colin mentioned that DCC Highways had not yet cleared outlet to Wanderwell Stream -

84. CORRESPONDENCE - to be tabled at Meeting.

N.B. All correspondence is available from Clerk unless assigned to a Parish Councillor as listed.
84.1 - St. Mary's Churchyard, Walditch - thank you letter noted -
84.2 - DAPTC Reps - Colin confirmed his interest -
84.3 - Burton Road Speed Limit - Clerk to look back in records -
84.5 - Axe Valley & West Dorset Ring & Ride - not contacted - 84.6 - Open Spaces Society - Photographic Competition + letter - letter to Pennie -

The next Meeting of the Parish Council will be held at BOTHENHAMPTON VILLAGE HALL, on MONDAY 9 February 2015, commencing at 7 pm.

There being no further business to discuss, the Meeting closed at 8.35 p.m.

MATTERS RAISED IN THE DEMOCRATIC HALF HOUR

Monday 12 January 2015 -

The new owner of Quarry Cottage, Victoria Bishop, introduced herself to the Parish Council and outlined a Planning Application on the site of the disused Chicken Farm buildings. The Application is to provide separate curtilage for the site of a new dwelling which would be faced with Purbeck Stone. The Planning Application is scheduled on the Agenda for this Meeting.

Victoria clearly outlined the plans, and answered a number of questions from the Parish Councillors present. It was suggested that the local stone, Forest Marble, would be better suited for cladding the proposed new property.