MINUTES OF THE BOTHENHAMPTON & WALDITCH PARISH COUNCIL MEETING HELD IN THE VILLAGE HALL, WALDITCH ON MONDAY 9TH JUNE 2003.

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

1. APOLOGIES.

Mrs Sawyer, Miss Brown.

2. MINUTES OF THE PREVIOUS MEETING.

The minutes of the previous meeting held on 12th May 2003 having been circulated to all members were corrected in respect of item 13[B] (the Annual Subscription to DAPTC was also approved for payment - 395.53), then accepted as a true record of the meeting and duly signed.

3. MATTERS ARISING.

Item 10 - Flooding in Bothenhampton. The Clerk has written to WDDC for clarification of proposed works to be carried out to drainage but has received no response as yet.

4. REPORT BY WDDC COUNCILLOR, REAR ADMIRAL PRITCHARD.

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

5. REPORT BY OTHER WDDC COUNCILLORS PRESENT.

Mr Tett has correspondence regarding environmental matters which he will pass to the Clerk. Mr Roberts had nothing to report which directly affected the Parish.

6. REPORT BY DCC COUNCILLOR, MR COATSWORTH.

The appropriate committee at DCC decided that Footpath 14 will be redesignated as a bridleway, rather than a byway, mainly due to the higher maintenance costs which byways give rise to. Mr Coatsworth believes that Sita is no longer intending to apply for planning permission for a waste transfer on Burton Road but is pursuing a better alternative within Bridport instead. He has spoken to Mr Elliot at Wessex Water regarding the foul smells being emitted from the sewerage works and has received further reassurances regarding the application of lime and usage of aerators to neutralise and control the odours. The proposed alterations to the County Council Divisions, as discussed in previous meetings, will probably be adopted with this amendment: Allington will be removed from the Division into which Bothenhampton falls but Litton Cheney will be added.

7. DEMOCRATIC HALF HOUR.

At 7.16pm the meeting was adjourned to enable members of the public to air their views on matters of local interest. At 7.25pm the meeting re-convened to complete the Council's agenda, there being no further matters raised.

8. ALLOCATION OF REMAINING AREAS OF RESPONSIBILITY.

Due to the following agenda item [no. 9] and its implications, it was decided that this matter will be dealt with at the next monthly meeting.

9. RESOLUTION TO CO-OPT COUNCILLORS.

A Resolution was passed to advertise the current vacancies on the Council on the parish notice boards for a period of at least fourteen days prior to the date of the next monthly meeting and to invite electors to put themselves forward for co-option onto the Council at that meeting. The Chairman announced that Mrs Sawyer wishes to resign from the Council and all of the councillors agreed that, providing her letter of resignation is received prior to the date upon which the advertisements must be posted, her seat on the council will be included in the total number of vacancies which was therefore agreed as five. This Resolution was proposed by Mrs England, seconded by Mr Matthews and all Councillors voted in favour.

10. WEST DORSET SPRING CLEAN.

Mr Matthews offered refuse sacks for this purpose, but residents appear to have conducted an unofficial clean-up of the area, especially in Walditch, therefore there will not be a set day for the activity, though any 'Spring Cleaning' should be completed by the next monthly meeting.

11. A] Applications received from WDDC/DCC.

WDDC -
1/W/2003/0717 - Conversion of garage into Montessori School building at Lychets, East Road, Lower Walditch: No Comment was returned.
1/W/2003/0646 - Roof extension over garage at 4 Nordons, Crock Lane, Bothenhampton: No comment to return.
1/W/2003/0828 - Erection of conservatory at Three Corners, 2 Elwell, Bothenhampton: No comment returned.
1/W/2003/0894 - Erection of garage & store at 6 Bowhayes, Bothenhampton: No Comment to return.
1/W/2003/0979 - Erection of a porch at Larkswood, 85 Gundry Road, Walditch: No Comment to return.
1/W/2003/0822 - Demolish existing building & erect dwelling house: No Comment to return.
1/W/2003/0954 - Erection of 15m high mast & antennae by Vodafone within The Hyde plantation: Due to its unavoidable visibility, it was agreed to recommend refusal of the application.
11. [B] Decisions by WDDC -
1/W/2003/0605 - Erection of two B1/B2 industrial units at 20 East Road, Bridport: Description amended to B1/B8, i.e. usage will be 'light industrial', suitable within a residential area.
1/W/2003/0353 - Replacement of existing derelict barn with steel framed barn at Middlehill Farm, Bothenhampton: permission granted.
1/W/2003/0449 - Replacement of existing flat roofs with pitched roofs & alterations at 12 Slades Green, Bothenhampton: permission granted.
Trees at Broadstone Farmhouse, Walditch - Permission has been granted for tree surgery to be carried out to fourteen specimens.
Oak tree at 56 Howard Road, Walditch - Permission has been granted for tree surgery to be carried out to clear branch away from neighbour's garage.
There were no applications received from or decisions made by DCC.
11. [C] General - Nothing to report.

12. [A] Statement of Account

- The Clerk informed the meeting of the current situation.

[B] The following accounts were approved for payment:
Quarterly expenses - Mrs Regan - 10.95
David Landscapes - grass cutting - 424.18
Bothenhampton Village Hall - hire - 37.50
D. R. Barnes - Clerk's salary (May 2003) - 242.33
Mystic Signs - signage at John Holt play area - 47.94
Mr Matthews proposed that these accounts be paid; this was Seconded by Mrs England and agreed by all of the other Councillors.

[C] Financial Statement 2002-3. This statement, having been presented to the recent Annual Parish Meeting, was scrutinised in respect of the sum received from Betterment Homes for the Valley View Amenity Area in Lower Walditch. The original sum of 20,000 had accrued bank interest of 3,040 prior to its investment with WDDC, but the interest has remained in the current account. Mrs Regan proposed that 3,040 should be invested at WDDC accordingly, this was seconded by Mrs England and agreed by all of the other Councillors. It was confirmed that the 'Other Income' stated of 5,000 was a grant received from the Hanson environmental trust towards the resurfacing of the John Holt play area. Mr Matthews has the relevant correspondence in his files.

[D] RESOLUTION for bank account signatories.
A resolution was passed to replace Prof. Eastham, a retired Councillor, with Mr Matthews as a signatory for the current account. This was proposed by Mrs Regan, seconded by Mr Harrison and all Councillors voted in favour.

[E] Presentation of information. The Clerk presented actual current year expenditure against budget. He was instructed to present this information on a quarterly basis.

13. REQUESTS FOR GRANTS.

WATAG. A request for a 'membership donation' was received from this organisation. In 2002, 5.00 was sent. Mr Harrison proposed that, this year, 10.00 be sent; this was seconded by Mr Matthews and agreed by all of the other Councillors.

14. VITAL VILLAGES.

Mr Harrison reported that the final Village Design Statement & Parish Plan public meeting for Bothenhampton took place on 31st May at which residents discussed the questionnaire and amended the draft brochure. The number of parishioners present was reasonable (18-20) and they showed much interest in the matter. A similar meeting for Walditch is rescheduled for Saturday 14th June between 10am and 1pm. The final completed brochure should be printed by September/October 2003.

15. FOOTPATHS & ROADS.

Footpath 14: This will be classified as a bridleway for the time being; Mr Harrison has been invited to a meeting at DCC in July/August to discuss the matter further.
Footpath W/22: The badger setts beside this footpath are covered by vegetation, thus presenting a danger to walkers. Mr Harrison has asked DCC to uncover them and expedite with the landowner the legal formalities required to divert the path away from the setts.
Valley Road, Burton Road & Coopers Drive, Bothenhampton - Any repairs carried out have not improved these roads sufficiently.

16. STREET LIGHTING.

Nothing to report.

17. NEIGHBOURHOOD WATCH.

Mr Harrison passed-on police reports of three Irish males posing as jobbing gardeners - dial 999 if they are seen; a silver Ford Fiesta G108 VN_ has been involved in an incident; a white/blue Ford Transit L678 BR_ has been stolen.

18. CONSERVATION & OPEN SPACES.

Nothing to report.

19. PLAY AREAS.

John Holt Play Area: Nothing to report.

Walditch Village Play Area: Mrs Regan & Mr Matthews inspected the area which allegedly contained a badger sett which had been disturbed. This was not, in fact, the case, though they were pleased to investigate in response to a parishioner's concerns. Western Power returned to site and were not impeded by Mr Gundry. The required ditch was dug and cables laid in it. Mr Matthews proposed that the area is flattened, rotivated and seeded as soon as possible, while the weather is good, to improve the ground, which is in a very poor state, the cost of which will be 648.60. This was seconded by Mr Harrison and agreed by all of the other Councillors. Motorbikes have been seen within the play area - these should be prevented from gaining access (made through the adjacent allotments) by the erection of a barrier and warning sign between the two areas. Mr Matthews will pursue this matter.
Cemetery Field: Nothing to report.

Valley View Amenity Area: Nothing to report.

20. BRIDPORT REGENERATION AREA PARTNERSHIP.

Nothing to report; the Clerk informed Mrs England of the date of the next meeting.

21. DAPTC

1. The Clerk read out the Chief Executive's Circular '15/03', which referred to the appointment of a new Chief Executive, David Webb, and the setting of 5.00 as the sum appropriate to a parish council to incur expenditure for certain purposes not otherwise authorised.
2. A welcome meeting for new councillors is being held on 14th June in Dorchester.
3. The Clerk circulated (firstly to Mrs Regan) a copy of "The Good Councillors Guide". Mrs Regan proposed that, at a cost of 1.50 per copy, each Councillor should be provided with this publication; six copies to be purchased. This was seconded by Mr Matthews.
4. The Clerk will ensure that each Councillor receives a copy of the DAPTC newsletter.

22. CORRESPONDENCE RECEIVED.

A] From WDDC:
A letter requesting a decision regarding the naming of the 'Copplestones' (C. G. Fry) development in Bothenhampton. Mrs Regan proposed naming it 'Copplestones Close'; this was seconded by Mr Matthews and agreed by all of the other Councillors.
Letters acknowledging receipt of all Councillors' Declaration of Acceptance of Office and notice of unchanged Registerable Interests.
B] From DCC:
"Safer Routes to School". This poster will be displayed in the Village Halls.
Notice of upgrading to Bridleway part of Footpath 14.
C] From Others:
Bothenhampton Village Hall: A barbeque is planned for 12th July. It was agreed that the John Holt Play Area may be used for this, the grass to be mown beforehand.
Bothenhampton Village Hall: a letter requesting the support of the council in respect of the committee's application for grants to replace the seating and improve the stage and display facilities. The Clerk will write a letter of support, indicating that the council may be able to assist their purchases in respect of V.A.T. reclaim.
Burton Bradstock Parish Council: The Clerk reported a telephone conversation in which Burton's Clerk advised that their dog fouling signs were created by a parishioner and not purchased. Mrs Regan will arrange for signs to be made - this matter to be discussed at the next monthly meeting.
Other:
Sepco - public space lighting company brochure.
DEFRA - promotion of "Good Councillors Guide" booklet.
Dorset & Somerset Air Ambulance - the Clerk read out a letter of thanks received in respect of a recent grant given by the Council.
WATAG meeting minutes (22 May 2003). Noted.
Magna Housing tenants magazine, "Opendoor". Noted.
Bridport Royal Charter 1253-2003: update on events. Noted.
West Dorset Community Health Council - newsletter. Noted.
HLB AV Audit - A letter requesting information on 2001-2 financial year.

The next monthly meeting will be held in Bothenhampton Village Hall on Monday, 14th July at 7.00pm.

There being no further business to discuss, the meeting closed at 8.50pm.

MATTERS RAISED IN THE DEMOCRATIC HALF HOUR:

1. Walditch Village Fete, 21st June: Walditch Village Green requires mowing beforehand.
2. Motorcycles being ridden on Walditch Village Play Area. Police informed.
3. Restricted usage of Parish notice boards.
4. Planning application for erection of mobile phone mast in The Hyde plantation.