MINUTES OF THE BOTHENHAMPTON & WALDITCH PARISH COUNCIL MEETING HELD IN THE VILLAGE HALL, BOTHENHAMPTON ON MONDAY 9TH JUNE 2008 AT 7 P.M. Present: Karl Wallace (Chair), David Stubbs, Peter Tobutt, Elizabeth Welch.
In attendance: Chris Dobbs (Clerk).

12. APOLOGIES.

12.1 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 Village Hall Project, or a planning adjacent to a Parish Councillors home.

12.2 Apologies were received from Audrey Pearson, David Tett, Mark Roberts, Colin Sparkes and Bob Dennis.

13. MINUTES OF THE PREVIOUS MEETING

The Minutes of the previous Meeting of Bothenhampton and Walditch Parish Council held on Monday 12th May 2008, were accepted as a true record of the Meeting and duly signed by the Chairman.

14. MATTERS ARISING.

14.1 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, etc. This is following the advice of the Internal Auditor, and creates a unique set of Minutes for each month in the year.

14.2 Thanks were extended by the Chairman to Geoff Matthews for his outstanding contribution to Bothenhampton and Walditch Parish Council over the last twenty one years. His comments were fully endorsed by the Councillors present, and the Clerk.

15. DEMOCRATIC HALF HOUR

At 7.O5 p.m. the Meeting was adjourned to enable members of the public to air their view on matters of local interest. At 7.20 p.m. the Meeting re-convened to complete the Council's agenda, there being no further matters raised.

16. REPORT BY WDDC COUNCILLOR FOR BOTHENHAMPTON.

Although unable to attend, David Tett gave the following Report :- Scrutiny of the tourism service the District Council provides is now underway, and I will report fully on the conclusions reached in due course.

The following Grants have been awarded to the following arising from a distribution of the Sunday mornings Car Boot Sales at West Bay.

a) Walditch Village Hall (refurbish Victorian parquet floor) 606.
b) Friends of John Gundry Play Area (to improve kick about area. Level site, import soil and sow grass 1,000.
c) Bothenhampton Brownies (to give each Brownie books and badges) 150.

Regarding Planning Application 1/D/08/000816. Thank you for sending me a copy of your letter of the 31st May 2008 to Andrew Martin at West Dorset District Council. I would advise, if you have not already done so, that in view of your Council's corporate view and concerns over this Application, you ask that the Application be brought to, and dealt with, the Full Planning Committee, and not under Officer Delegate powers. This will then give either your Chairman, the Clerk, or one Member of the Council the opportunity to speak at the Meeting.

Karl, as District Councillor, commented on the difficulties in the surrounding Parish, particularly West Bay, regarding boy racers. The Police now have a new speed gun which should help in detection.

He also mentioned Planning Application 816, which has had additional comments from the PC since the lasting meeting.

Revision of provision at Mountjoy is continuing to cause problems re planning and Karl was critical of DCC statistics being used.

17. REPORT BY WDDC COUNCILLOR FOR WALDITCH

Mark Roberts had given apologies. - no report.

18 REPORT BY DCC COUNCILLOR - RON COATSWORTH.

Ron Coatsworth gave congratulations to Karl on becoming Chairman of the Parish Council. He has spoken to the Planning Officer, Andrew Martin, who is dealing with 816 Caravan Storage at Church Hayes Farm, and has recommended that the matter be referred to the Committee.

Mountjoy School - Schools Partnership have expressed concern, and Officers are trying to resolve Revision of Provision needs. Members are to seek evidence from the Director of DCC and the Head and Governors of Mountjoy School. The School Effectiveness Panel of Councillors meet on 7 July in camera, although Ron is anticipating an early Press Release.

He also reported on the DCC Peer Review (IDEA), which is conducted by members of another Authority. This was primarily a Review of Adult Social Care provision which showed weak performance for older people, and no strategies for the old population. Also looked at Self Care with monetary support, and the Risk to Independence rather then what the service provided.

Working Party to look at the Report, and this will go to the Overview Committee and to Cabinet. There is a budget earmarked of 2 million to follow up Review concerns.

Ron has followed up Colin Sparkes concerns regarding church/graveyard waste. Detailed reply sent to Colin.

19. PLANNING

Applications received from WDDC/DC
Ongoing - 1/D/08/000816 Church Hayes Farm - proposed caravan storage.
Ongoing - 1/D/08/000703 7 Howard Close, Walditch - extension.

1/D/08/000933 - Land to the rear of May Cottage, Old Church Road - erect dwelling & modify existing vehicular access.
1/D/08/000918 - 9 Main Street, Bothenhampton - Internal and external alterations to rear of property.
1/D/08/000733 - 7 Bowhayes - amended plan.
1/D/08/001002 - Bay View, Burton Road. - Extension + garage.

Decisions by WDDC/DCC etc.

1/D/08/000569 - Hilles, 11a Uplands, Walditch - erect 2 storey extension - Approved.
1/D/08/000610 - Hyde Farm House, Walditch - internal & external alterations - Approved.
1/D/08/000609 - Approved as amended plans.
1/D/08/000407 - 14 South Lawns, Bridport - erect garage extension and erect fence - approval with amended plans.
CA/08/00096 - 3 The Green, Walditch - no objection to proposal to fell trees as listed in application.

20. FINANCE

A) Statement of Account as at 31ST May 2008 - 3892.71.

B) Accounts for Payment.
948 Clerk's Salary 314.21
949 Clerk's Expenses 54.36
950 Dorset County Training 40.00
951 Nildram (ISP 1 year's fee) 197.89
952 David Landscapes 960.85

Approved for payment by Karl Wallace, and seconded by Elizabeth Welch - carried by PC.

21. PARISH MATTERS

21.1 Development of John Holt Play Area.
While no further debate took place, David Stubbs was handed the letters from local residents referred to at the APM. David has agreed to survey the requested needs for the next Meeting and has agreed to take on John Holt Play Area as an Area of Responsibility for 2008-09, was also handed notes re Grants for Play Area. Action - John Holt Play Area to Parish Matters in July.

21.2 Internal Audit and Annual Return.
Councillors noted that the Internal Audit had been satisfactorily completed and the Chairman signed the Annual Return form as all procedures were complete. Clerk to dispatch the Annual Return before 4 July 2008 deadline.

21.3 Parish Council Annual Review of the adequacy and effectiveness of Internal Audit.
This is part of the requirement advised by the Internal Auditor, Henry Lovegrove, in his report. Elizabeth Welch agreed to liaise with the Clerk to consider the adequacy and effectiveness of Internal Audit, with the intention of reporting to Councillors at the July Meeting.

21.4 Parish Council vacancies update.
A Notice of Vacancy has been posted until the 13th June, and if no Volunteers put themselves forward for election, then a co-option can be made as from the next Meeting in July.

21.5 Dorset County Training Partnership - Courses for new Chairman, Councillors and Clerks.
Karl volunteered to attend the New Chairman's Course, and Elizabeth Welch is planning to attend the New Councillors course at County Hall, Dorchester.

21.6 Clerk's Salary Review.
Postponed for Review until the July or August Meeting.

21.7 February 2009 Meeting Review.
The Clerk is planning a holiday during February 2009 and wishes to be absent from the February Monthly Meeting. The Parish Council agreed for leave of absence and intend to have one less Meeting in 2009.

21.8 Letter from Geoff Matthews + Bridport Environment Group.
Geoff Matthews was most pleased to receive a letter of thanks from the Parish Council. He has passed on some files for the new Chairman and information about Bridport Environment Group.

21.9 Parish Councillors Areas of Responsibility.
As there were three apologies from Parish Councillors, it was decided to postpone the allocation of Areas of Responsibility to the next Meeting. It was noted that Audrey Pearson had requested to remain as Rights of Way Officer, and that David Stubbs has already assumed responsibility for the overview of John Holt Play Area.

21.10 West Dorset Flood Day.
There has been an invitation for a Councillor to attend a Training Day on the 4th July 2008 organised by WDDC. Action - to contact Colin Sparkes.

21.11 Bridport Local Area Partnership (BLAP).
The Parish Council has 2 representatives: Karl Wallace and Colin Sparkes. Volunteers for duty at the Melplash Show were not forthcoming at this Meeting.

21.12 Please Help Vitalise.
With the aim of keeping the precept as low as possible Parish Councillors are seeking guidance and criteria for supporting Charities. Vitalise was not considered for Grant at this Meeting.

21.13 Open Spaces Society.
Turned down for Grant support.

22. CORRESPONDENCE

To be tabled at the July Meeting.

The next Meeting will be held in Bothenhampton Village Hall on Monday 14th July 2008 commencing at 7 pm.

There being no further business to discuss, the meeting closed at 9 p.m.

MATTERS RAISED IN THE DEMOCRATIC HALF HOUR.

Robin Stapleton - had concerns about Homewatch Co-ordinators for Bothenhampton, and suggested a need to set up a Homewatch structure for the village to link the existing schemes together and hopefully fill gaps in coverage. Robin has given the Clerk a confidential list of present co-ordinators.

Clerk to contact Homewatch manager, Malcolm Davenport, to encourage him to set up a Meeting probably in August/September when a main Co-ordinator can be found to give a lead to the present structure.