Bothenhampton Village

MINUTES OF BOTHENHAMPTON & WALDITCH PARISH COUNCIL MEETING HELD IN THE VILLAGE HALL BOTHENHAMPTON, ON MONDAY 14 March 2016.

Present: Bob Dennis(Chair), Alan Stenning(Vice Chair), Ian Bark, Pennie Jones, Geoff Matthews, & Colin Sparkes.

In attendance: Chris Dobbs (Clerk)* - see 90. Apologies .

89. DECLARATION OF INTEREST.

89.1 - 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.

90. APOLOGIES.

90.1- There were apologies from - Dave Rickard, *Chris Dobbs, Ed Hanson, & Elizabeth Welch.

91. MINUTES OF THE PREVIOUS MEETING.

The Minutes of the previous Meetings of Bothenhampton and Walditch Parish Council held on Monday 8 February 2016, were accepted as true records and duly signed by the Chairman.

92. MATTERS ARISING.

92.1- May 2014 - 1 to 11, June - 12 to 22, July - 23 to 33, August - no Meeting, September - 34 to 44, October - 45 to 55, November - 56 to 66, December - no Meeting, January 2016 - 67 to 77, February 2016 -78 to 88, March 2016 - 89 to 99, & April 2016 - 100 to 110. This is following the advice of the Internal Auditor, and creates a unique set of Minutes for each month in the year.

92.2 - There were no Matters Arising -

93.DEMOCRATIC HALF HOUR.

At 19.05 p.m. the Meeting was adjourned to enable members of the public to air their view on matters of local interest. At 19.19 p.m. the Meeting re-convened to complete the Council's Agenda, there being no further matters raised.

n.b. - There were 4 members of the public present at the Meeting.

94. REPORT BY WDDC COUNCILLORS FOR BRIDPORT SOUTH.

Dave Rickard - Apologies sent -

95. REPORT BY DCC COUNCILLOR - RON COATSWORTH.

It was reported that discussions were taking place at County Council level to consider 2 Unitary Authorities in Dorset, which could result in many less Councillors. Talks are presently ongoing with the aim of achieving the best options available.

Mr Coatsworth reported that he had been informed that the raised pavement scheme was completed, and Blair Turner will be getting in touch with DCC who have the Authority to recommend Approval.

*Please note that DCC Community Highways Officer, Blair Turner, wrote in his e mail, dated 11 February to the Parish Clerk :- - 'The design for a series of options is now with our design team. They will be putting the various options to the Parish Council/ Parishioners for consultation at a future, suitable meeting. I will contact you when the designs are ready for this consultation so that a suitable meeting date can be organized.

96.* PLANNING AGENDA for B&WPC Meeting - Monday 14 March 2016.

a) Applications received from WDDC/DDC -

WD/D/16/000220 - The Vicarage, Westown - replace conservatory roof -
Corporate View of PC is to recommend Approval of Planning Consent.

WD/D/16/ 000251 - New Dwelling, Chestnut Road -
Corporate View of the PC is to recommend an Objection to Planning Consent,

WD/D/16/000305 - 1 Howard Road - New Conservatory -
Corporate View of the PC is to recommend Approval of Planning Consent.

WD/D/16/000342 - Adjoining Parish - renovate and alter toilet facilities -
Corporate View of the PC is to recommend Approval of Planning Consent.

WD/CA/16/00083 - The Hyde Residential Home, Walditch -
Tree work as listed in Application - PC has no comments -

b) Decisions by WDDC/DCC etc.

97. FINANCE AGENDA - B&WPC MEETING - Monday 14 March 2016.

Receipts - i) Statement of Current Account as at 29 February 2016 - Ł13,436.34

ii) Accounts for Payment

Less outstanding cheques as listed :-

Cheques Ł

NB - No cheque transactions for February 2016

Cheques as listed were proposed for payment by , seconded by , and carried by all Parish Councillors present.

98. * PARISH MATTERS - for B&WPC Meeting - Monday 14 March 2016.

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

98.1 - Consideration of Emergency Access at narrow part of Main Street -

Action at October Meeting - Parish Councillors present endorsed the view of the experts present at the Democratic Hour previously held,( see Report dated 12 October 2015).

Action at November Meeting - Clerk read e mail from Blair Turner, DCC Community Highways Officer, to Meeting describing design progress of the proposed scheme.

Action at January Meeting - Clerk requested to e mail to DCC Blair Turner requesting that Signs, & a Parking Permit Zone are given further consideration re the narrow part of Main Street. Also to point out the use of Village Hall, and the possible forthcoming planning re Homestead Farm. Copies to be sent to County Councillor Ron Coatsworth, & local resident Debbie Knight.

Action at February Meeting - The Clerk was requested to send a further e mail to Blair Turner, confirming the PC view as sent in January, and noting 2 additional points re an appropriate warning sign, & the concern re the possibility of loosing 5 parking spaces if the proposed 'Outbuild ', has further consideration.

Action at March Meeting - No update, but see comments by County Councillor Ron Coatsworth & notes made in Democratic Half Hour.

98.2 - Review of Standing Orders & Financial Regulations -

Action at February Meeting - Standing Orders taken for Read & Review by Geoff, & Financial Regulations to Ian. Geoff & Ian to present full Review of respective documents to PC at March 2016 Meeting -

Action at March Meeting - Approved the Financial Regulations document, in line with the PC Risk Assessment Policy that 2x signatures by Authorised Parish Councillors are required for all cheque transactions - as proposed by Ian Bark, and seconded by Bob Dennis.

Geoff Matthews & Bob Dennis proposed that the Parish Clerk acts on behalf of B&WPC as the Responsible Financial Officer(RFO).

All Parish Councillors present were in favour of Approving Financial Regulations as described, and the motions listed were carried.

Standing Orders were deferred for Approval to the next Meeting scheduled for Monday 11 April 2016.

98.3 - Lengthsman's duties for March 2016 -

Bothenhampton -

* Construct steps to provide easier access from Footpath 5/14 to Bowhayes -
Nb -contacted DCC, Bowhayes is private road - requested DCC does estimate of cost - nb - not received to date - *Clear drains cover areas in Hollow Way -

Monthly Inspection of John Holt Play Area -to clear algae on Play Surface -
Picnic Tables/gate mechanism need repairs - to Pennie Jones - see 98.6 -

*Maintenance of gullies half way along Long Lane - * task reviewed 0r completed -

Remaining Bench to be considered for suitable site by PC - to agree location at March Meeting -

Walditch - Spinners Lane - Chimney Report - WDDC Building Control -

*Site inspection of Spinners Lane - drain outlet to be cleared -

*Monthly Inspection of John Gundry Play Area, to include Bin emptying.

*Drain - halfway up on the left of Lower Walditch Lane - suggestion that spoil is shifted to the other side of the road.

*Gully to be cleared adjacent to Hyde Farmhouse -
Access track needs attention - to Colin Sparkes - see 98.6 -
Spinners/Firtch Lane needs inspection & possible clearing by DCC Highways -

98.4 - Bridport Area Neighbourhood Plan -

Action at February Meeting - Some action by Steering Group reported to Meeting - Clerk had meeting with Richard Nichols re local viewpoint -

Action at March Meeting - Progress described by Ian in verbal Report -

98.5 - Review of cover arrangements for Clerk -

Action at February Meeting - Clerk to meet with Ian on Wednesday 9 March at 0900 to discuss procedures for next Meeting -

Action at March Meeting - Clerk to meet with Ian on Tuesday 29 March at 0900 -

98.6 - Play Areas Inspection Reports -

Action at February Meeting - Colin agreed to assist with Review of Inspection Reports before the March 2016 Meeting -

Action at March Meeting - Pennie to produce 'red' list asap -

Colin to pursue repair of access path to Play Area - 98.7 - DCC Grant - progress of proposals -

Action at January Meeting - Clerk reported that e mail had been sent to Ron Coatsworth requesting 2 projects as listed -

Action at February Meeting - see Minute 84 - refurbished Panels being progressed -

Action at March Meeting - deferred to April Meeting -

98.8 - Provision of dog waste bins in Parish -

Action at March Meeting -Question location, who provides, & who empties - to consider at April Meeting -

98.9 - Wayleaf Document for signature at March Meeting - completed -

98.10 - CAB request for Grant Aid - Action at March Meeting - Approved Grant of Ł1000 -

Proposals for Parish Matters Agenda - for April 2016 Meeting

99. CORRESPONDENCE - to be tabled at Meeting.

N.B. All correspondence is available from Clerk unless assigned to a Parish Councillor as listed.
99.1 - Library Review -
99.2 - Good Councillors Guides - for distribution -
99.3 - Rospa - Client Inspection Survey - to Pennie - Pennie not in attendance -
99.4 - The Pension Regulator - to Elizabeth for review - Elizabeth had given Apologies -
99.5 - Letter from Debbie Knight re parking -
99.6 - HM Queen's 90th Birthday - commended to Bothenhampton & Walditch Village Hall Committees -

The next Meeting of the Parish Council will be held at BOTHENHAMPTON VILLAGE HALL, on MONDAY 11 April 2016, commencing at 7 pm.

There being no further business to discuss, the Meeting closed at 8.27 p.m.

MATTERS RAISED IN THE DEMOCRATIC HALF HOUR

Monday 14 March 2016 -

Concern was expressed by Robin Stapleton that despite many frequent complaints since 2008, nothing had been done about the prostrate and dead trees situated in the Sycamore Avenue in Walditch Lane & leading into the village. It is understood that the trees in the Avenue are subject to a Tree Preservation Order, yet no removal of dead trees or or planting of replacements have been carried out.
Robin requested that a Parish Councillor write to the WDDC Senior Tree Officer to request positive action by the landowner, to carry out work as necessary. It was suggested from the floor that a copy of the letter be sent to the Chair of West Dorset District Council.

David Capewell requested information about the progress re the raised pavement outside Ab Antiquo. Parish Councillor Ian Bark read out the email dated 11 February 2016, from Blair Turner which indicated that designs were in progress, and various options would be put to the PC/Parishioners at a future suitable meeting. Comments by David Capewell expressed the need to repair Thatch, and the hope to avoid scaffolding.

A resident described the damage to the edge of Walditch Village Green, and the need to make good. It was suggested that the Lengthsman could carry out the repair.