Whitchurch Canonicorum, Wootton Fitzpaine and Stanton St. Gabriel Parishes

Present: E Fortescue (Chairman), V Diment (Vice Chairman), R Andrews, C Richards, S Johnson, R Cook, J Bridle, R Taylor, W Chapman, D Newson, S Creed-Castle and 2 members of the public.

4031 Apologies: B Briscoe, G Brierley, I Gillespie and L Jenkins.

4032 Declarations of Interest: Cllr Andrews and Cllr Johnson declared and interest on Whitchurch Canonicorum Village Hall, Cllr Fortescue declared an interest on Wootton Fitzpaine Village Hall and Cllr Richards declared an interest on the James Hargreaves Community Hall.

4033 Resignation of Mrs Anthea Bay: Cllr Fortescue informed the Parish Council that Anthea Bay had resigned as Councillor for the Whitchurch Canonicorum North Ward following more than 20 years as Councillor with three of those as Chairman. She said that Anthea had done a fantastic job especially on environmental issues and will be missed greatly. She reported that a card is circulating to sign and it is hoped that a small presentation will take place with Councillors and the Clerk in the next week or two.

4034 Chairmans Closing Remarks: Cllr Fortescue thanked all the Parish Councillors and Clerk, for their hard work over the last year. She also thanked the District Councillors and County Councillor for attending the Parish Council meetings and giving us their advice and reports. She thanked everyone who are Parish Council representatives on various committees some of whom are members of the public who get involved, thank you to everyone for their hard work.

4035 Election of Chairman and Signing of Acceptance of Office: Cllr Bridle proposed Cllr Fortescue to carry on as Chairman, seconded by Cllr Taylor, all agreed. Cllr Fortescue thanked all Councillors and signed the Acceptance of Office.

4036 Election of Vice Chairman: Cllr Taylor proposed Cllr Diment to carry on as Vice Chairman, seconded by Cllr Bridle, all agreed.

4037 Election of Members to Committees and Appointment of Representatives:
(a) Finance: Cllr Fortescue, Cllr Diment, Cllr Johnson, Cllr Andrews and Cllr Taylor.
(b) Rights of Way: Mr & Mrs Newman for Whitchurch Canonicorum area, Mr Mills for Wootton Fitzpaine area. Mr & Mrs Bridle for the Stanton St Gabriel area will continue until someone else to take over.
(c) Trees: Cllr Richards.
(d) Transport: WATAG, Cllr Diment and A35 Cllr Bridle.
(e) DAPTC: Cllr Chapman.
(f) Bridport Local Area Partnership: Cllr Fortescue
(g) Village Halls: Cllr Johnson and Cllr Andrews for Whitchurch Canonicorum Village Hall, Cllr Richards for James Hargreaves Community Hall and Cllr Briscoe for Wootton Fitzpaine Village Hall.
(h) Ancient Monuments: Mrs Creed-Castle.
(i) Planning Areas: Cllr Fortescue for the Wootton Fitzpaine area, Cllr Richards for the Whitchurch Canonicorum area, Cllr Diment for the Morcombelake area and Cllr Bridle for the Stanton St Gabriel area.

4038 Minutes of the Parish Council Meeting held on the 11th April 2005: The Clerk reported two mistakes, eighth spelt wrongly and on 4019 at the end the ? should be taken out. The minutes were agreed as acceptable, proposed by Cllr Andrews, seconded by Cllr Taylor, all agreed and signed.

4039 Actions Following Last Meeting: The Clerk reported that she had written to West Dorset District Council regarding Five Penny Farm Appeal, no reply as yet; written to the Highways Agency regarding A35 Morcombelake, no reply; reported subsidence at Stonebarrow, the National Trust replied that it is all under control; written to Connect regarding a cyclepath/footpath, reply under correspondence; written to the Rights Of Way section regarding the Coastal Path, no reply and finally the Whitchurch Canonicorum playground lease is with the Parish Councils Solicitor and is ongoing. Cllr Newson reported that Charmouth Parish Council had followed our letter with regards to the Tetra mast objection. The latest situation is that Kevin Perry the Enforcement Officer has been instructed to take action on this matter, however he reported that this is not the only mast to have gone over its temporary 6 month siting.

4040 Finance: Clerks Report/General Matters: The Clerk reported that donation thank yous had been received from the Air Ambulance, Bridport Citizens Advice Bureau and the WRVS. She also reported that the VAT refund had been received to the sum of £149.30 and finally the accounts will be going to Simon Christopher as soon as possible for him to carry out the internal audit.

Resolution to Pay Clerk £15 per month for Expenses: Cllr Fortescue reported that this matter had been approved by the Finance Committee and now needed to come to the full Council. This was proposed by Cllr Richards, seconded by Cllr Taylor, all agreed.

Resolution to Approve Unaudited Accounts: Cllr Fortescue reported that this was to enable to proceed with the Annual Report, proposed by Cllr Diment, seconded by Cllr Chapman, all agreed.

Report Following the Whitchurch Canonicorum Village Hall Committee Meeting Regarding Grant Aid: Cllr Andrews read out a letter from the Village Hall Secretary giving details of hall bookings, expected income and expenditure and requesting a grant for £825.00. Cllr Johnson reported that dealings between the Parish Council and the Hall Committee have changed and that they have been invited to all meetings, which is an encouraging start. Cllr Taylor and Cllr Bridle expressed their strong feelings on the matter of grants to Village Halls, they believe that all Village Halls should show the Parish Council how they have spent the money when asking for tax payers money from the Parish Council, Cllr Johnson said that she would ask the Committee for a comprehensive list and a copy of the capital accounts. It was proposed by Cllr Richards to pay the grant of £825.00, votes in favour 8, vote against 1. Action: Cllr Johnson

Payments: Clerks Salary & Expenses, £313.81 – Petty Cash, £40.00 - Wootton Fitzpaine, £14.00 – Whitchurch Canonicorum Village Hall, £300.00 – Wootton Fitzpaine Village Hall, £300.00 – James Hargreaves Community Hall, £300.00 – Allianz Cornhill, £956.77 and Whitchurch Canonicorum Village Hall, £825.00. Proposed by Cllr Bridle, seconded by Cllr Cook, all agreed.

4041 Public Discussion: Nothing to discuss.

4042 Planning: Paddox Farm, Broadoak: Cllr Richards and Cllr White looked at this retrospective planning application to convert coal store to a studio and shower room. They could see no problem with this and approval was recommended.

Marsh Farm, Wootton Fitzpaine: Cllr Fortescue, Cllr Diment and Cllr Taylor looked at this planning application to alter redundant barn to a workshop/store and stables. Cllr Diment reported that it appeared that the barn had been completely rebuilt as a dwelling. Reluctant approval was recommended with many conditions attached.

Dodpen Farm, Fishpond: Cllr Fortescue reported that this is the third application to erect an implement store. The Parish Council are not objecting to this application as a store would clear the site up of all the machinery in the fields, however it was asked if the store could be smaller and sited near other farm buildings in the area.

Monkton Wyld Court, Wootton Fitzpaine: Cllr Fortescue reported that these applications are to install solar panels on a listed building. All the appropriate authorities have been consulted with regards to a bat colony and approval was recommended.

Any Late Applications: The Clerk reported a late application in for Greenlands Farm, Morcombelake to erect a first floor extension, sun room and garage. This has been given to Cllr Diment to look at and decide if a planning meeting is needed. Planning approvals received: Newlands Caravan Park, Charmouth and Mast Site, Stonebarrow Lane, Charmouth.

Planning acknowledgements received: Manor Farm, Wootton Fitzpaine, Stoke Mill Farm, Broadoak, Becklands Farm, Whitchurch Canonicorum and Five Penny Farm, Wootton Fitzpaine.

4043 Reports: Cllr Newson reported that he believes that West Dorset District Council do not intend to go for a judicial review regarding the Five Penny Appeal, however there is a slippage rule act of 2004 and this may be followed up as the Inspector has stated a dwelling should be moved but has not said to where and by what date and what penalty will be given if not followed through. He also reported that Five Penny Farm has applied for a public entertainment licence for the 29th May 2005 and he will be following this up with the relevant authorities. It was agreed that the Clerk reply to West Dorset District Council giving the Parish Councils concerns over the unsuitability of the site, number of cars on the lanes and noise nuisance to neighbours, it was agreed to copy this letter to the Police and Dorset County Council. Action: Clerk

Cllr Andrews reported that he and Cllr Johnson attended a very good Whitchurch Canonicorum Village Hall meeting. Items discussed were the licensing act, weekly Art Café, playground lease and fundraising details. He also reported that Whitchurch Canonicorum Village Hall and the James Hargreaves Community Hall are in getting good relations back on track and may perhaps hold a joint event later on in the year.

Cllr Fortescue read out a letter just received from the Highways Agency regarding the Parish Councils request for a crossing and SID’s at Morcombelake. It was felt that this letter was negative, turning down the Parish Councils request and Cllr Taylor suggested that the Clerk contact Oliver Letwin to get talks under way again.

Cllr Richards reported that work to an Oak tree at Bellair Nurseries at Charmouth has been turned down by West Dorset District Council. He also reported that events are back to normal at the James Hargreaves Community Hall and around £700 was raised at the recent auction. Chapel Lane has now been repaired and new windows at the rear of the hall are hopefully going to be put in on the 23rd May 2005.

Cllr Bridle reported that there is a rights of way issue with a near neighbour which if not resolved will go to the Land Registry arbitration. Cllr Richards expressed his concerns that matters like this are taking up valuable money, which has been fundraised.

Mrs Creed-Castle reported that she has received literature from Claire Pinder on archaeology days in Dorset but as yet had no more training and not received the maps as promised.

Cllr Johnson reported that following the first heavy storm recently the flood alleviation at Stockham Bridge failed as soil fell back into the stream and now sand bags are in situ for a while.

Cllr Diment reported that the edge of the A35 road is broken away and stones are going onto the carriageway following the drainage works between Morcombelake and Charmouth, it was agreed that the Clerk write to Connect informing them of this.

Cllr Taylor reported that recently slurry has come from a farm building at the top of Loves Lane, Morcombelake and run down the road right down to The Green at Morcombelake. It was agreed that the Clerk write to the farmer Mr Ian Bell at Shedbush Farm, Morcombelake asking for action to be taken to stop this happening again and with copies to the National Trust, Environmental Health, Environment Agency and Dorset County Council. He also asked if the Clerk could write to Connect asking if they could cut the verges on the A35 at Morcombelake. Finally he reported that the Star Lane nameplate is still lying on the ground and needs to be fixed back onto the base, the Clerk will report this again to West Dorset Services.

Cllr Bridle reported that he has passed a query onto Cllr Diment regarding narrowing of a footpath in Morcombelake.

Cllr Diment reported that hedges belonging to Ms Cresswell of Fairhill, Gibbs Lane, Morcombelake may encroach the footpath and it was agreed that the Clerk write to Ms Cresswell informing him to keep the footpath clear of vegetation. Cllr Bridle reported that Mrs Crafter is having difficulty gaining access to the field at the rear of her property which she was always allowed to do, Cllr Fortescue said this was a neighbourly dispute which the Parish Council do not get involved with.

Cllr Bridle also reported that the steps are to be removed at St Gabriels and the footpath blocked permanently due to safety issues. It was agreed that the Clerk write to the Rights of Way Section asking them to give some money to the National Trust to get some more steps reinstated.

Cllr Andrews reported that there is a blocked drain by the church in Whitchurch Canonicorum, Cllr Richards reported that this culvert is dealt with by Peter Sunderland at West Dorset District Council following the drainage scheme through the village, it was agreed the Clerk report this to Peter Sunderland. Cllr Chapman reported that the drainage work scheduled by Graham Laurie at Dorset County Council has still not been carried out and that the Monkton Wyld signpost is still missing, it was agreed that the Clerk report these matters on. Action: Clerk

4044 Correspondence: The National Trust, Land Ownership at Greenacres, Ship Knapp, Morcombelake – West Dorset District Council, Election Notices – Dorset County Council, Bridge Work – HLB AV Audit, Auditor Briefing – DAPTC, Rural Service Standards Survey – Charmouth Parish Council, Tetra Mast at Stonebarrow Lane, Charmouth – Mrs Mackendrick, Tree Work at Ryall.

Cllr Fortescue reported on this matter and again it is a neighbourly dispute which the Parish Council do not get involved with. Cllr Richards expressed his concerns over this letter and said that he acted totally proper and that his business is nothing to do with his Parish Council business. It was agreed that the Clerk write to Mrs Mackendrick explaining this matter – West Dorset District Council, May Leisure Month – West Dorset District Council, La Haye, Wootton Fitzpaine – West Dorset District Council, Bowshot Farm, Wootton Fitzpaine – Dorset County Council, Public Participation at Planning Meetings – English Nature, Hardown Hill – Highways Agency, A35 Morcombelake – Dorset County Council, Snow Plough at Wootton Fitzpaine – West Dorset District Council, Public Entertainment Licence for Five Penny Farm, Wootton Fitzpaine. Action: Clerk

4045 Resolution to Write to West Dorset District Council for a Meeting Expressing Concerns Over Retrospective Planning Applications and Other Relevant Issues: Cllr Fortescue explained that recently many retrospective planning applications have been received and the Parish Council needs clarification on this matter. It was unanimously agreed that the Clerk write to West Dorset District Council requesting a meeting in Dorchester with Cllr Fortescue and Cllr Diment to attend. Action: Clerk

4046 Resolution to Write to West Dorset Primary Care Trust to Ask that all Doctors should Send Telephone Numbers of Out-of-hours Emergency Services to Their Patients: Cllr Fortescue reported that recently a member of the public in Wootton Fitzpaine had difficulty getting hold of a doctor in an emergency which highlighted the problem. However Cllr Johnson reported that she had an emergency recently and Bridport doctors’ instructions had worked well. It was unanimously agreed that the Clerk write to West Dorset Primary Care Trust asking that they inform all patients on how to deal with emergencies out of hours. Action: Clerk

4047 Report from Wootton Fitzpaine Parish Meeting: Cllr Fortescue reported on the recent Wootton Fitzpaine Parish Meeting, matters discussed were: Car trading at La Haye, 20mph speed limit through the village, Five Penny Farm appeal, Charmouth Tunnel proposed sale and plans for the site, Best Kept Village competition and a more frequent use of the Parish Meeting to act as a residents’ association.

4048 Forthcoming DAPTC Courses: The Clerk reported that there are various courses coming up held by the DAPTC. It was agreed that the Clerk put Cllr Fortescue and Cllr Diment forward for the Quality Council Roadshow. Action: Clerk

4049 Consultation Documents: Code of Conduct – Vibrant Local Leadership and Why Neighbourhoods Matter: Cllr Fortescue reported that its up to individual Councillors to reply to the Code of Conduct, Vibrant Local Leadership is more relevant to District Councils and Why Neighbourhoods Matter we fulfil that criteria anyway, but need to retain and good links to all other community groups.

4050 Resolution to Instruct a Builder to Carry Out Repairs to the Well House, Whitchurch Canonicorum: Cllr Fortescue reported that three quotes have been received for the repairs to the Well House at Whitchurch Canonicorum. St Blaise quote was in the region of £2,000, Mr Joyce was around £600 and Mr Hughes was £240. It was proposed by Cllr Taylor, all agreed that Mr Hughes should be asked to carry out the repairs, subject to clarification of his quote, to be carried out by the end of July 2005. No alterations just repairs and no vents in the door. It was agreed that Cllr Richards contact Mr Hughes and to part supervise the works. It was agreed that the Clerk write to Mr Hughes and contact the other unsuccessful tenderers. The Clerk declared an interest on this matter. Action: Clerk & Cllr Richards

4051 Report from Quality Status Working Group Meeting: Cllr Fortescue reported that at the Quality Status meeting the matters discussed were, review of Standing Orders, looking after our Clerk, Consultation Documents, Code of Conduct, Action Plan Priorities for 2005 and the Annual Report.

4052 Resolution to Approve the Financial Regulations and the Standing Orders: Cllr Fortescue reported that all Councillors should have received a copy of the two documents, which had minor alterations. They were agreed as acceptable, proposed by Cllr Bridle and unanimously agreed.

4053 Resolution to Approve the Annual Report for Publication: Cllr Fortescue reported that all Councillors should have received a copy of the Annual Report and asked if everyone happy with the information to go through to publication in Char Chat. Cllr Bridle reported that it was a very good report and it was unanimously agreed to approve it.

4054 Items for the Next Agenda: Reports from the Whitchurch Canonicorum and Stanton St Gabriel Parish Meeting.

4055 Date of Next Meeting: 13th June 2005 at 7.30pm in Whitchurch Canonicorum Village Hall.

4056 Close of Meeting: 10.10pm.