Bothenhampton - Parish Council minutes for May 2008

MINUTES OF THE BOTHENHAMPTON & WALDITCH PARISH COUNCIL. MEETING HELD IN THE VILLAGE HALL, BOTHENHAMPTON ON MONDAY 14TH JULY 2008 AT 7 P.M.

Present: Karl Wallace (Chair), Bob Dennis ( Vice Chair ),David Stubbs, Elizabeth Welch. In attendance: Chris Dobbs (Clerk).

23. APOLOGIES.

23.1 To remind Parish Councillors of the need to make a Declaration of Interest on any Agenda items where personal or prejudicial interest may arise. E.g. Grant request for a Village Hall Project, or a Planning Application adjacent to a Parish Councillors home.

23.2 Apologies were received from Peter Tobutt, Audrey Pearson, Mark Roberts, and Colin Sparkes.

24. MINUTES OF THE PREVIOUS MEETING.

The Minutes of the previous Meeting of Bothenhampton and Walditch Parish Council held on Monday 9 June 2008, were accepted as a true record of the Meeting and duly signed by the Chairman.

25. MATTERS ARISING.

25.1 Numbering of Minutes from May 2008. Minutes to be numbered sequentially i.e. May - 1 to 11, June - 12 to 22, July - 23 to 33, August - 34 to44, September - 45 to 55, etc. This is following the advice of the Internal Auditor, and creates a unique set of Minutes for each month in the year.

25.2 Vacancy on Parish Council - As no notice requiring a formal election has been received within the statutory period by WDDC, the vacancy must be filled by way of resolution and co-option. Ms Pennie Jones was introduced and nominated by Bob Dennis, seconded by David Stubbs and carried by Councillors present to be co-opted from this Meeting date of 14 July 2008.
Action - Declaration of Acceptance, and Registration of Interests to be completed by Pennie Jones.

26. 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 7.30 p.m. the Meeting re-convened to complete the Council's agenda, there being no further matters raised.

27. REPORT BY WDDC COUNCILLOR FOR BOTHENHAMPTON.

Report of Councillor David Tett.
1. The Application to site Caravans on Church Hayes Farm has been refused. This concurs with your Council's corporate views.
2. The Report into the Scrutiny on Tourism should be out by November. The main areas being covered are Tourist Information Centres and Tourism promotion and marketing. We have at present four TIC Offices in Bridport, Dorchester, Lyme Regis and Sherborne, together with a presence at The Yarn Barton Centre at Beaminster.
3. As to The South West Quadrant, the comments of both The Highway Authority and Environment Agency are awaited. A date for the hearing of the Application for Outline Planning Permission will then be set. From a recent survey I have conducted, it would appear that not as many of the current businesses will have to move as was first feared. However, there is much concern amongst certain of them and, particularly the sole traders, whether they will be able to pay a full commercial rent.

David was asked about the future of the indoor BMX and skateboard Park - www.thetrickdactory.com, which has been operating as a sports venue for the last 10 years in the South West Quadrant. Parish Councillors were assured that WDDC were aware of the facility.

28. REPORT BY WDDC COUNCILLOR FOR WALDITCH

No Report.

29. REPORT BY DCC COUNCILLOR - RON COATSWORTH.

Ron has established that rubbish generated from Churchyards is to be classified as household rubbish. This was in response to a question put by Colin Sparkes at a previous Meeting.

It would seem that replacement of Mountjoy School was still a possibility, and imminent DCC Cabinet Meetings were likely to confirm commitment. Building on the Flood Plain is estimated to increase costs considerably in order to meet Environment Agency standards.

The Cabinet on School Effectiveness were presently in the process of debating and reviewing projected pupil numbers for Mountjoy. Ron has expressed a need for his representation on planning and decisions regarding the future of the School.

30. PLANNING

Applications received from WDDC/DC
TP/08/00170 87 Gundry Road. Tree Felling
CA/08/00172 Lower Walditch Tree Felling
1/D/08/001148 17 Crock Lane - erect dwelling.
1/D/08/001216 - 7 Nordons - erect dwelling
1/D/08/001227 - 16 Maple Gardens, erect conservatory
Walditch Village Green (Reported at Democratic Half Hour)
OA 71/D/08/000918 - 9 Main Street - Additional Plan

Decisions by WDDC/DCC etc.
1/D/08/000733 - 7 Bowhayes - Approval
1/D/08/000609 - Hyde Farmhouse - Approval
1/D/08/000703 - 7 Howard Close, Extension - Refused
1/D/08/000816 - Church Hayes Farm , - Refusal.
1/D/08/000309 - Little Wych - details of approval.

31. FINANCE

A) Statement of Account as at 30th June 2008 - Ł2,497.90.

B) Accounts for Payment.
956 Clerk's Expenses Ł60.84
957 Inland Revenue 265.86
958 Clerk's Salary 314.21
959 Office Accommodation 97.50
960 Walditch Village Hall 15.00
961 Dorset County Training 25.00
962 EDF Energy 585.47
963 Open Spaces Society 30.00

Approved for payment by Karl Wallace, and seconded by David Stubbs - carried by PC.

32. PARISH MATTERS

32.1 Review of Councillors Areas of Responsibility - to be tabled at Meeting.
Action - Clerk to update list for the August Meeting.

32.2 John Holt Play Area - Action - David Stubbs.
Action - David presented Report and will continue to look at the cost of renewing goalposts and nets. Pennie Jones has joined David Stubbs as Parish Councillor with Responsibility for the John Holt Play Area.
Consideration of Grant Awarded 31 May 2007 to be tabled at August 2008 Meeting - n.b. Grant must be used within 2 years of award date.

32.3 Parish Matters - Plan for Parish Matters Agenda to be tabled at each monthly Meeting - Action - Clerk.

A copy of the Parish Matters Agenda to be tabled for all Parish Councillors, starting from the next Meeting on Monday 11th August 2008. Parish Councillors are reminded that they have an opportunity to raise any further Parish Matters to the Meeting following the listed business.

32.4 The adequacy and effectiveness of Internal Audit - Action - Elizabeth Welch.
Action - Elizabeth has agreed to submit written comments on Internal Audit at the next Meeting on Monday 11th August 2008.

32.5 Clerk's Salary Review.
Action - to be considered at the August Meeting.

32.6 Consultation on proposed extension to Bothenhampton Conservation Area.
Clerk has written to Shelley Saltman, Conservation Assistant as follows:-

At the July Meeting of Bothenhampton and Walditch Parish Council, all Parish Councillors present reflected on the positive comments given by Bothenhampton Residents Association regarding the proposed extension to The Conservation Area.

In the light of the recent Planning Application for caravan storage at Church Hayes Farm 1/D/08/000816, it was noted that the heart of the Conservation Area, i.e. Main Street, was listed in the Refusal reasons alongside being adjacent to a Grade 1 listed Church and an Area of Outstanding Natural Beauty. In fact Parish Councillors expressed a view that Church Hayes Farm should also be included in the Conservation Area Extension Proposal, but recognized that the main farm buildings were alongside the present boundary.

Of particular concern is the proposed removal of the K6 telephone box in Main Street. The Parish Council have received a written response from BT, who have passed on correspondence to the Chief Planning Officer, and I trust that the Conservation Officer will be consulted on the matter.

32.7 Bridport Local Area Partnership.
Request to place any interesting news for the BLAP Newsletter. Should be published in time for the Melplash Show. - No Action.

32.8 DAPTC Training Partnership.
Includes the following Courses:-
Allotments Working Group 10 - 1 pm Thursday 21st August.
Clerks Seminar 10 - 4 pm 23rd September
Chairman's Seminar - 7 pm Wednesday 8th October.
Highways Seminar - 10 - 4 pm Thursday 16th October.

Clerk will present details and Booking Forms at each Meeting or on request.

32.9 John Gundry Play Area Equipment installed by Playdale.
Playdale Playgrounds have requested a Customer Survey - Action - to be completed by Clerk.

32.10 Bothenhampton & Walditch Parish Council monies held by WDDC.
Action - The Clerk has requested further information from WDDC regarding the present deposit amount of Ł28,704.97, should be able to report to next Meeting regarding allocation details.

32.11 Bridport Police - Contact with Parish Council.
PCSO Poppy Wheeler has made contact and would like to make a visit in the future regarding Safer Neighbourhood Policing. Action - Clerk to suggest that Homewatch Co-ordinators Meeting is set up for October 2008. - Action - Contact County Co-ordinator, Malcom Davenport.

32.12 WDDC trial to receive, view and comment on plans electronically.
Clerk reported that six Parish Councils, including Bothenhampton and Walditch, are to receive a free projector so that plans can be viewed electronically by Councillors.

32.13 Provision of Allotments in Bothenhampton.
Following further enquiries for allotments in Bothenhampton, the Clerk has been requested to liaise with Bridport Town Council to clarify how many Bothenhampton residents have recently contacted them re allotments. Action - to report findings to next Meeting.

32.14 Parish Councillors expressed concern that District and County Councillors had been delayed by the forwarding of Parish Matters. The Chairman agreed, and recommended the listing of Agendas as previously published, for future Meetings.

33. CORRESPONDENCE - to be tabled at Meeting.

33.1 Dorset Homelessess Strategy 2008-2013. Follow up.

33.2 BT Payphone, Main Street - see Minute 43.6.

33.3 CPRE - Newsletters.

33.4 Contacting DCC - Publicity cards given to all Parish Councillors present..

33.5 DAPTC Newsletters

The next Meeting will be held in Bothenhampton Village Hall on Monday 11th August 2008 commencing at 7 pm.

There being no further business to discuss, the meeting closed at 8.55- p.m.

MATTERS RAISED IN THE DEMOCRATIC HALF HOUR.

Mr John Lewis from Valley View Residents Association reported that the hedge in Lower Walditch Road was sticking out - Action - Clerk to contact DCC Highways.
Oak Tree close to 20 Howard Road has about 20 sycamores growing around it. Action - inform DCC Tree Officer.
Robin Stapleton commented that Graham Cox, Senior Tree Officer DCC, had recently visited Walditch Village to view the Horse Chestnut on The Green. It would seem that the tree has some bacterial or fungil disease which is causing deterioration of some branches. The long term view was not optimistic for the tree's survival. Bob Dennis asked if the Parish Council could be kept advised.

Robin also mentioned that an Order is to be issued regarding the sycamores overhanging the road going into Walditch.

Mrs Garlick, who lives in Uplands, Walditch, expressed concern regarding the Uplands narrow junction to Walditch Road. A recent visit by an ambulance had caused great distress to Mrs Garlick, as the vehicle was unable to reach her home due to cars being parked adjacent to Uplands entrance.
Parish Councillors were most concerned but unable to suggest any preventative measure except for the provision of double yellow lines. This was viewed with caution as villagers in Walditch may be against such measures.
Mrs Garlick has sent a letter to DCC Highways requesting action such as a No Parking notice. Residents were advised to telephone the police immediately if any future blocking of the entrance occurs.
The Chairman indicated that outlining the problem to neighbours may prevent any further incidents.

Roger Ffooks asked if Parish Matters could be brought forward to take place directly after Democratic Half Hour. The Chairman agreed to trial such a change at the present Meeting.