MINUTES OF THE BOTHENHAMPTON & WALDITCH PARISH COUNCIL. MEETING HELD IN THE VILLAGE HALL, BOTHENHAMPTON ON MONDAY 11 MAY 2009, immediately following the Annual Meeting of the Parish Council. ,

Present: Bob Dennis (Vice Chair),Audrey Pearson, Colin Sparkes, David Stubbs, Peter Tobutt, & Elizabeth Welch. In attendance: Chris Dobbs (Clerk).

1. APOLOGIES.

1.1 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. - a Grant request for a Village Hall Project, or a Planning Application adjacent to a Parish Councillors home.

1.2 There were apologies from Pennie Jones,and Karl Wallace had to leave after the Annual Parish Meeting.

2. MINUTES OF THE PREVIOUS MEETING.

The Minutes of the previous Meeting of Bothenhampton and Walditch Parish Council held on Monday 20 April 2009, were accepted as a true record of the Meeting and duly signed by the Chairman.

3. MATTERS ARISING.

3.1 Numbering of Minutes from May 2009. 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, October - 56 to 66, November - 67 to 77, January 2010 - 78 to 88, March 89 to 99, April 100 - 110 etc. This is following the advice of the Internal Auditor in April 2008, and again in April 2009, and creates a unique set of Minutes for each month in the year.

3.2 Walditch Ward - Action - reminder to Meeting of one vacancy.

3.3 Appeal Dismissal reported in Minute 91.3. Comment from Parish Council that Planning Application 1/D/09/000400 is very similar, and Corporate View to be considered at this Meeting.

4. DEMOCRATIC HALF HOUR.

At 7.30 p.m. the Meeting was adjourned to enable members of the public to air their view on matters of local interest. At 7.35 p.m. the Meeting re-convened to complete the Council's agenda, there being no further matters raised.

5. REPORT BY WDDC COUNCILLOR FOR BOTHENHAMPTON.

District Councillor David Tett gave a full written Report to the Annual Parish Meeting.

6. REPORT BY WDDC COUNCILLOR FOR WALDITCH

District Councillor Mark Roberts was absent from the Meeting.

7. REPORT BY DCC COUNCILLOR - RON COATSWORTH.

District and County Councillor Ron Coatsworth commented on the Waste Transfer Station Working Party who are going to shortly report to DCC Cabinet. There has been very extensive coverage in the Bridport News.
Highways Agency are enthusiastic to keep A35 free from local Waste Transfer traffic.

8. PLANNING - Vice Chairman to lead Planning Agenda only as agreed in Minute 93, dated 9 March 2009.

8.1 Planning Applications - letter outlining Parish Council Procedures.

Main points are 1. - That a resolution regarding a planning application is agreed by the Parish Council at a properly convened meeting of the Parish Council.

2. - Only the Clerk has authority to respond to the Local Planning Authority.

a) Applications received from WDDC/DC :-

1/D/09/000400 - Change of use of agricultural buildings to touring caravan & boat storage CHURCH HAYES FARM, OLD CHURCH ROAD, BRIDPORT, DORSET. DT6 4BP - OBJECTION letters sent on Thursday 23 April 2009.

Action - Agreed to set up a Public Meeting at Holy Trinity, Bothenhampton on Thursday 14th May 2009 at 7 p.m. The aim of the Meeting is to establish a strategy if the Application goes to Committee on the 18th June. Parish Councillors Colin Sparkes, Elizabeth Welch, Audrey Pearson and Bob Dennis agreed to attend.

CA/09/00096 - to fell 1 No. Prunus and 1 No. Silver Birch tree Manor Farmhouse, Walditch - concern about Prunus expressed by Parish Council - Action - have requested WDDC to consider Prunus with care.

1/D/09/000487 - 3 Crock Lane - erection of 2 bungalows in grounds - Action - Parish Council to recommend Approval.

CA/09/00113 - Broadstone Farmhouse, Walditch - to fell trees as described - Action - Meeting had no objections.

1/D/09/000641 - Autumn Cottage, Wych Hill - alterations and 2 storey extension - Action - discussed at Meeting - Objection by Parish Council - overdevelopment of site.

b) Decisions by WDDC/DCC etc.

Appeal Ref: APP/F1230/A/08/2088601 - Church Hayes Farm - change of use to touring caravan storage unit - Decision - I dismiss the appeal

1/D/09/002339 26 Uplands - extension - Approval

1/D/08/001216 - 7 Nordons - confirmation of Approval letter Action - Parish Council requested Clerk to investigate details.

9. FINANCE. Statement of Expenditure.*

Receipts - April 2009 Precept 8791.50

i) Statement of Account as at 30 April 2009 14576.76

ii) Accounts for Payment.

Less outstanding cheques:-
1002 - Walditch Village Hall 15.00
1005 - Clerk's Expenses 88.18
1006 - Clerk's Salary 352.18
1007 - WDDC vests 44.85
1008 - DAPTC Annual Subscription 637.35
1009 - CPRE Annual Sub. 29.00
1010 - DAPTC Training Fees 30.00
1011 - Bothenhampton Village Hall 6.00
1012 - Allianz Insurance Annual Premium 852.58
1013 - Internal Audit Fee 182.00
Total 2237.39
Balance 12339.37

Proposed for payment by David Stubbs, seconded by Elizabeth Welch, and carried by all Parish Councillors present.

*Statement of Expenditure tabled to Parish Councillors present at Meeting on Monday 11 May 2009.

10. PARISH MATTERS

Agenda 10 - Parish Matters. - tabled to Parish Councillors present at Meeting on Monday11 May 2009.

10.1 - The Financial Accounts 2008/2009 & Annual Return with amendments following Internal Audit, were presented to the Parish Council for signature. Action - Elizabeth Welch agreed to inspect Annual Return on Tuesday 20th May 2009 at 2 p.m.

10.2 - Internal Audit Report - Action - Internal Auditor recommended that a Statement of Expenditure, showing Receipts and Balance are presented to Parish Councillors at regular intervals throughout the financial year, and work needs to be carried out on the Annual Budget Statement to project more accurate cash flows. The Auditor has kindly agreed to give the Clerk guidance in Budget presentations. The Parish Council needs to carry out at least an annual Risk Assessment - Action - Pennie Jones is presently reviewing document for the June Meeting.

10.3 - John Holt Play Area.
Action - to be placed on Agenda for June Meeting. Clerk to request extension from WDDC for Grant expenditure of 1000.

10.4 - Nominations for DAPTC Committees - Action - no volunteers from Parish Councillors - Clerk indicated that he would represent Bothenhampton & Walditch.

10.5 - BLAP Steering Group - 14 May 2009 - Action - both Karl Wallace and Colin Sparkes are reps on this Group.

10.6 - Dorset County Training Partnership. - Action - to be considered with individual Parish Councillors before and at June Meeting.

10.7 - DAPTC Newsletter 05/09

10.8 - Walditch Homewatch Newsletter + tree report - Action - Clerk instructed to seek advice from WDDC Tree Officer regarding the Horse Chestnut on the Green, Walditch. Parish Councillors Agenda from Floor :-

10.9 - Colin Sparkes indicated that he would outline the Lengthsman's Scheme to Parish Councillors at the June Meeting. Has concern about the Jellyfields Nature Reserve site management - Action - Karl had agreed at previous Meeting to investigate. Colin also reported that many of the drains in Crock Lane are blocked - Action - Clerk to investigate.

10.9 - Letter of concern from Peter Gough regarding the misuse of Valley View Amenity Area - Action - Colin Sparkes to look at wording of a suitable Notice for site. There was also some concern about the lack of grass cutting at Valley View - Action - Clerk to investigate.

10.10 - Peter Tobutt, Walditch, expressed further concern that no progress had been made regarding drainage work planned for the Walditch Road, and the poor condition of the iron fence alongside the Highway, and the increasing number of livestock going on to the road in recent weeks. - Action - Clerk to investigate these matters with Malcom Osman, DCC Highways and report back to next Meeting.

10.11 - Peter Tobutt and Audrey Pearson gave Advance Apologies for the June Meeting.

10.12 - Audrey Pearson commented that a gate at the Eastern end of the quarries Nature Reserve was in poor condition - Action - Clerk to investigate.

10.13 - Colin Sparkes agreed to look at other Insurance Companies for 2010. The Parish Council presently insure with Allianz.

11.CORRESPONDENCE - to be tabled at Meeting.

11.1 - B-active in Dorset Guide - Action - to Colin Sparkes.
11.2 - Design & Play Activities Brochure - Action - to Pennie Jones.
11.3 - Equality & Human Rights Appraisal, Sustainable Developments Guidelines WDDC - Action - to David Stubbs.

The next Meeting will be held in Walditch Village Hall on Monday 8 June 2009, commencing at 7 00 pm.

There being no further business to discuss, the meeting closed at 8.30 p.m.

MATTERS RAISED IN THE DEMOCRATIC HALF HOUR.

As this Meeting followed the Annual Parish Meeting, there were no matters raised by members of the public except the notes submitted by Roger Ffooks, Chairman of Bothenhampton Residents Association, as listed. Matters raised by Parish Councillors have been transferred to Parish Matters, i.e. sheep on road in Walditch, and gate condition at Eastern end of Quarries.

From Roger Ffooks - do Parish Council have contract to maintain the footpath in Hollow Way ? - Do you have a date for Planning Meeting in Dorchester re caravan park ? The more I think about it, the more problems I see in maneuvering 50 caravans into farm buildings ! Has there been a site visit to consider this ? The Parish Council could ask for one - we cannot !