MINUTES OF THE BOTHENHAMPTON & WALDITCH PARISH COUNCIL MEETING HELD IN THE VILLAGE HALL, BOTHENHAMPTON ON MONDAY 14th JULY 2003.

Present: Mrs Regan (Chairman), Mr Matthews (Vice Chairman), Mrs England, Mr Harrison, Mrs Warburton, Mr Dennis. In attendance: Mr Tett, Mr Roberts, D. Barnes (Clerk).

1. APOLOGIES.

Rear Admiral Pritchard.

2. MINUTES OF THE PREVIOUS MEETING.

The minutes of the previous meeting held on 9th June 2003 having been circulated to all members were accepted as a true record of the meeting and duly signed.

3. MATTERS ARISING.

Item 3 - Re flooding in Bothenhampton. The Clerk has now received a reply to his letter to WDDC asking for clarification of proposed works to be carried out to drainage. The Principal Engineer has offered to attend a future Parish Council meeting; it was agreed that this will be requested of him by the Clerk.

Item 22 [A] - Naming of 'Copplestones' development. Advice of an objection to the usage of the name 'Copplestones' as part of the name for this close has been received by WDDC. Mrs Regan asked the Councillors to think of an alternative name for discussion at the next meeting.

4. CO-OPTION OF NEW COUNCILLORS.

The Clerk confirmed that, of the five current vacancies, only four may be filled by co-option at this meeting. The other one, i.e. that arisen by the resignation of Mrs Sawyer, might give rise to an election, should at least ten electors request this by July 25th.
Mrs Janet Warburton of 33 Crock Lane, Bridport put herself forward for co-option. Mrs Regan proposed the co-option, this was seconded by Mr Matthews and all members voted in favour. At least for the time being, while there is no representation on the council from Walditch, Mrs Warburton kindly agreed to represent this part of the parish. Mr Robert Dennis of Barn Corner, Westown, Bothenhampton put himself forward for co-option. Mrs Regan proposed the co-option, this was seconded by Mr Matthews and all members voted in favour.

5. ALLOCATION OF REMAINING AREAS OF RESPONSIBILITY.

Mr Harrison was confirmed as the Councillor chiefly responsible for Neighbourhood Watch.
Lower Walditch ('Cemetery') Play Area & Valley View Amenity Area - Mrs Warburton
Emergency Planning - Mrs Regan
A35 Communities Initiative - Mr Dennis & Mrs Regan

Reminder of all other areas of responsibility (already allocated):

Internal Audit - Mr Matthews & Mr Harrison
Roads & Footpaths - Mr Harrison
John Holt Play Area - Mrs Regan
Walditch Village Play Area - Mr Matthews
Bridport Regeneration - Mrs England
DAPTC - Mrs England & Mr Matthews
Transport - Mr Harrison
Vital Villages - Mr Harrison & Mrs Regan
Conservation & Open Spaces - Mr Matthews
Bothenhampton Village Hall liaison - Mrs Regan
Street Lighting - Nearest Councillor will report problems to the Clerk
Planning Applications - Each application will be sent to the Councillor nearest to the proposed development.

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

As Admiral Pritchard did not attend the meeting, no report was given.

7. REPORT BY OTHER WDDC COUNCILLORS PRESENT.

Mr Tett reported that, although the planning application made by Peter Williams {1/W/203/0822, erection of dwelling house at Spring Farm, Duck Street, Bothenhampton}has been withdrawn, the Case Officer was to have recommended refusal due to potential flooding problems and that an alternative site is to be considered. Additionally, Mr Tett reported on the planning application for the erection of the mobile phone mast by Vodafone Ltd. He has received a copy of the petition handed in to WDDC, signed by some eighty-six people, and much correspondence. He has discussed the matter with Oliver Letwin MP and is waiting upon the Case Officer to state how he proposes to deal with the Application, i.e. whether by delegated power at Officer or by Full Committee. The outcome of this will decide whether Mr Tett asks for the application to be called-in.
Mr Roberts, who arrived at 7.27pm, had nothing to report which directly affected the Parish apart from adding his support of Mr Tett's stance on the Vodafone mast issue. Mr Roberts will push for the decision to go to Full Committee.

8. REPORT BY DCC COUNCILLOR, MR COATSWORTH.

As Mr Coatsworth did not attend the meeting, no report was given.

9. DEMOCRATIC HALF HOUR.

At 7.25pm the meeting was adjourned to enable members of the public to air their views on matters of local interest. At 7.50pm the meeting re-convened to complete the Council's agenda, there being no further matters raised.

10. RESCHEDULING OF THE DEMOCRATIC HALF-HOUR.

Following a discussion, Mrs Regan proposed that this should be brought forward on the agenda of future Council meetings, i.e. to become the item following 'Matters Arising', in the hope that this might increase attendance at meetings by parishioners. Mr Matthews seconded this and all Councillors voted in favour.

11. NEWSLETTER.

Mrs Regan, who hopes to write a newsletter, asked for this to be discussed at the next meeting, when there should be more time for a discussion. The other Councillors agreed.

12. PARISH OFFICE.

The proposed refurbishment of Bothenhampton Village Hall could incorporate the creation of a Parish Office within it. This could house various files and facilitate a Parish Council 'surgery'. DAPTC has advised Mrs Reagan that the funding needed, she Mrs Regan suggested might be 20,000, might be obtainable from WDDC. Having contacted WDDC, Mrs Regan has been advised that it supports the proposal and may lend the Parish Council the funds required via the Precept. Mrs Regan proposed the formation of a sub-committee to deal with this matter, comprising of herself, Mr Matthews, Mrs England and the Chair of the Village Hall Committee, who would need to be co-opted. Mrs Warburton seconded this and it was agreed by all of the other Councillors.

13. DOG FOULING SIGNS.

The Clerk was instructed to contact WDDC to obtain dog fouling signs for display on the Mountjoy estate.

14. PROPOSED CLOSURE OF BOTHENHAMPTON POST OFFICE.

Mrs Regan explained that, as Bothenhampton Post Office has been designated an 'urban' post office rather than a 'rural' one by The Post Office, none of the obligations placed upon The Post Office when it proposes closure of a branch applies. Therefore, the various suggested alternatives, such as a mobile Post Office and the incorporation of a branch within the Safeway store are very unlikely to be pursued. Mrs Regan stated that there was insufficient business to support a branch within Safeway anyway, due to the close proximity of West Bay and Bridport Post Offices.
Prior to a view being taken by the Parish Council on this matter, Mrs Regan declared an interest and took no further part in the discussion, following her informative statement above. Mr Matthews continued with the debate, stating that it was very regrettable that this action was being taken, which would result in the loss of a significant service within the parish. Having attended a meeting concerning it, Mr Harrison agreed. Mrs England pointed out that, for those collecting pensions in cash, the decision to close the branch would cause inconvenience. Mr Dennis and Mrs Warburton expressed their disappointment and all five Councillors concluded that the closure seemed inevitable, especially since the present part-time Postmaster was due to retire within twelve months anyway.

15. A] Applications received from WDDC/DCC.

WDDC -
1/W/2003/1122 - 1 Cross Roads, Walditch: Erection of two storey extension. Due to its not being in-keeping with the terrace of small rendered cottages either in design or size, causing a detrimental effect to the existing pleasing aspect of the cottages, the development is considered totally inappropriate and therefore refusal of permission has been recommended.
1/W/2003/1107 - May Cottage, Old Church Road, Bothenhampton: Erection of holiday cottage for the disabled and modificaton of existing vehicular access. Following thorough discussions with the applicants and site visits, whilst further housing in the area is unwanted, due to the already overburdened sewage system, this well designed and in-keeping project, for the disabled, is so important that recommendation for permission being granted has been made, subject to the ten month holiday occupation clause being applied.
1/W/2003/1042 - Wiilowmead, Lansdowne Road, Bothenhampton: Construction of two bungalows with garages and new vehicular & pedestrian access. Mr Harrison is part- way through establishing neighbours' opinions and the Council's recommendations regarding this Application, a version of which has been submitted in previous years.
1/W/2003/1276 - 22 Pasture Way, Bothenhampton: erection of conservatory: No Comment to return.
1/W/2003/1140 - Bridport Football Club extension: As the parish adjoins this proposed development, its comments are invited. Mr Dennis will peruse the plans.

DCC - None.

15. [B] Decisions by WDDC -

1/W/2003/0717 - Conversion of garage into part of Montessori School, Lynchets, East Road, Bothenhampton: permission granted.
1/W/2003/0646 - Erection of roof extension over garage and construction of dormer windows at 4 Nordons, Crock Lane: permission granted.
1/W/2003/0828 - Erection of conservatory at Three Corners, 2 Elwell, Bothenhampton: permission granted.
1/W/2003/0702 - Erection of first floor terrace above parking area at Kalimera, Long Lane, Bothenhampton: permission granted.
1/W/2003/0979 - Erection of porch at 85 Gundry Road, Bothenhampton: permission granted.
1/W/2003/0894 - Erection of garage & store at 6 Bowhayes, Bothenhampton: permission granted.
1/W/2003/0681 - Erection of garage with room over at Kingshill, Westown Lane, Bothenhampton: permission refused
1/W/2003/0822 - Demolish existing building and erect dwelling house Spring Farm, Duck Street, Bothenhampton: Application withdrawn.
Cedar within Open Space, Howard Road, Walditch: permission granted to shorten branches overhanging the garden of 7 Howard Road.
Trees at 6 The Green, Walditch: permission granted to reduce the height of a larch and perform minor surgery to a number of other trees.

DCC -
1/W/2001/1551 - Bothenhampton Landfill Site, Long Lane, Bridport: Erection of a fenced compound housing a containerised engine/generator - Application withdrawn.

16. FINANCE

[A] Statement of Account - The Clerk informed the meeting of the current situation. Mrs England proposed that all interest accrued by the sum invested at WDDC should be added to the capital sum instead of being transferred to the bank current account. Mrs Regan seconded this and it was agreed by all of the other Councillors.

[B] The following accounts were approved for payment:
Quarterly office expenses - Clerk - 136.17
David Landscapes - grass cutting - 424.18
Walditch Village Hall - hire - 15.00
D. R. Barnes - Clerk's salary (June 2003) - 242.33
SWEB - street lighting maintenance - 303.03
S. Willmore Plant Hire - part-preparation of Walditch Village Play Area - 2051.25
Mrs Regan proposed that these accounts be paid; this was Seconded by Mr Matthews and agreed by all of the other Councillors.

17. REQUESTS FOR GRANTS.

The John Colfox Trust. Mr Dennis declared a potential interest in this matter and took no part in the discussion. The Trust is a registered charity which contributes to educational provision within the Bridport Area and students at The Sir John Colfox School in particular. It provides funding for programmes including: The Able Students Programme, expeditions, buying musical instruments, extra teaching and new books for new courses. Mrs Regan proposed a grant of 100.00; Mrs England seconded this and it was agreed by both of the other Councillors.

18. VITAL VILLAGES

Mr Harrison reported that the brochure for Bothenhampton is now ready for printing and should be delivered to each household by the end of September.

19. FOOTPATHS & ROADS.

Mr Harrison and the Clerk have received correspondence from DCC confirming the redesignation of part of Footpath 14 as a bridleway, to be known as Bridleway 25.
Mr Harrison instructed the Clerk to chase up the refilling of grit boxes for Hollow Way and Lake Lane.

20. STREET LIGHTING.

Mrs Warburton advised the Clerk that lamp no.23 on Crock Lane is out of order.

21. NEIGHBOURHOOD WATCH.

Mr Harrison had received the following Police reports:
1st July: tools stolen from van parked in Crock Lane, Bothenhampton: possibly by a local person.
7th July: Police advised all drivers visiting local beauty spots to be vigilant ref thieves breaking into unattended vehicles.
10th July: A portly, scruffy male is touting for business as a tree surgeon, driving a silver Renault Laguna R151 RF_; his intentions are suspected.
Mr Harrison also reported the attempted abduction of a woman in Walditch on 26th June.
Mrs Warburton is enlisting the help of Walditch residents and will liaise with Mr Harrison accordingly.

22. CONSERVATION & OPEN SPACES.

Nothing to report.

23. PLAY AREAS.

John Holt Play Area: Nothing to report. The Village Hall barbeque on 12th July was very successful.

Walditch Village Play Area: Work has begun on preparing this Area for use and will continue. Mr Matthews is pursuing grants for fencing and the access road.

'Cemetery Field', Lower Walditch: Bridport Town Council has written to the Clerk informing him that the barbed wire has been removed from the fencing around this Area.

Valley View Amenity Area: Nothing to report.

24. BRIDPORT REGENERATION AREA PARTNERSHIP.

Mrs England reported that she had attended a recent meeting at which a guest had spoken informatively on unclaimed benefits to which carers are entitled. St John's Ambulance is providing assistance to non-Social Services carers and offering training. The Clerk noted that he had received the minutes of the Bridport Regeneration meeting held at Mountfield on June 17th.

25. DAPTC

1. The Clerk read out the Chief Executive's Circular '17/03', which referred to the introduction of members allowances for local councils and training for Clerks to be held on July 29th {this Clerk on holiday then}.

26. CORRESPONDENCE RECEIVED.

A] From WDDC:
A copy of a letter sent to Wessex Water, approving the proposed removal of a short length of hedgerow along Burton Road as part of a water main renewal scheme.

B] From DCC:
An invitation to the Dorset Waste Forum to be held on 23 July at County Hall.
Children's Plan.

C] From Others:
Bridport Community Initiative: An invitation to attend its Public Forum on June 19th, (previously circulated to relevant councillors).
Office of the Deputy Prime Minister: Notification of the coming into force of the Local Authorities (Code of Conduct) (Local Determination) Regulations 2003 on 30th June 2003, (setting out the process to be followed when an allegation of councillor misconduct is referred to a local monitoring officer, following an investigation by the Standards Board, i.e. the requirement for a meeting to which the councillor may present evidence after which action may be taken against the councillor, (against which he/she may appeal).
DEFRA - Booklet regarding the Quality Parish Council Scheme.
WATAG - Minutes of the 23 July meeting and a note of thanks for the council's recent donation.
Bridport Charter Group - news of further events to celebrate the 750th year of Bridport's Royal Charter.
Ring & Ride service - passed to Mr Harrison.
Countryside Agency newsletter.
Local Council Review.
A letter of thanks from Winged Fellowship Trust for the council's recent grant.
Walditch Residents Association: Advice of the readiness of its members to attend Parish Council meetings and to be added to the agenda circulation list. This was noted. Also in the letter, (sent to Mrs Regan), other matters were raised, i.e. Coopers Farm Trading Ltd's use of its land and S. J. Norman & Sons' maintenance of theirs.

The next monthly meeting will be held in Bothenhampton Village Hall on Monday, 11th August at 7.00pm.

There being no further business to discuss, the meeting closed at 9.10pm.

MATTERS RAISED IN THE DEMOCRATIC HALF HOUR:

1. Condition of trees and mowing of grass at Slades Green, Crock Lane & Hollow Way and growth along Main Street, Bothenhampton.
2. Proposed closure of Bothenhampton Post Office.
3. Re-scheduling of Democratic Half Hour on agenda.
4. Inclusion of Walditch Residents Association on agenda circulation list.
5. Coopers Farm Trading Ltd & S.J. Norman & Sons: usage/maintenance of land.
6. Planning Application brought up at 2003 Annual Parish Meeting.
7. 'Cemetery' Play Area: access.
8. Dog bins.
9. Oak tree behind 20 Howard Road.