Whitchurch Canonicorum, Wootton Fitzpaine and Stanton St. Gabriel Parishes

Present:
S Johnson (Chairman), K Mansbridge (Vice Chairman), K Tubb, S Creed-Castle, V Diment, P Ray, P Watt, C Parr, D Snook, C Sage, C Everidge, D Newson and 16 members of the public.

1833 Apologies:
C Bailey, G Brierley, M Robinson and J Bridle

1834: Meeting Suspended for Public Discussion Period:
The meeting was suspended for public discussion. There were several members of the public in attendance wishing to express their views on the Higher Pound Farm Planning Applications. The first concern was that there will be increased traffic to and from the site. The number of horses that will be on site will need transporting as well as having their food and bedding requirements met. It was noted that the Highways Agency do not appear to be objecting to the plans. The second concern is that litter and sewage will not be properly disposed of and will therefore filter to the adjacent stream which would have a detrimental effect on wildlife. The public felt that the Environment Agency should be contacted regarding this matter. It was a general feeling that the fact that the site is within an area of outstanding natural beauty is being ignored. It was also mentioned that the planning application suggests that horse riders will have unlimited access to Charmouth Forest which is not the case and that passing bays will be made down the relevant roads, however this will not be possible. Cllr Newson clarified that any member of the public that has lodged a complaint against the plans will be invited to attend all future meetings with the planning department and will therefore have a chance to comment on the business plans or any other related matter. He suggested that any supporting documents such as photographs be sent into the planning department. Cllr Newson also confirmed that he is able to speak on behalf of the Parish Council if requested to do so.

1835 Declarations of Interest:
The meeting was re-opened. Cllr Sage declared an interest in the Higher Pound Farm, Wootton Fitzpaine planning applications. Cllr Johnson declared an interest in the affordable housing proposals.

1836 Resolution to Approve the Parish Council Minutes Held on the 14th January 2008:
The minutes were agreed as acceptable, proposed by Cllr Mansbridge, seconded by Cllr Parr, all agreed.

1837 Actions Following Last Meeting:
The Clerk reported that a letter had been written to Dorset County Council regarding the recent flooding at Gassons Lane, Whitchurch Canonicorum and the request for a barrier to be put in place on Stockham bridge. As yet no reply has been received.

Clerk wrote to Palmers to report the debris outside The Ship Inn. No reply has been received from Palmers but the frontage has been cleared.

Clerk contacted Dorset County Council regarding the disposal of mud in the hedges in Whitchurch Canonicorum and the loose stones falling from the driveway in Wootton Fitzpaine. No reply has yet been received regarding these matters.

Clerk telephoned West Dorset District Council to report that the missing name plate at Loves Lane, Morcombelake had still not been replaced. It was confirmed that the sign is on order.

1838 Planning Applicants Presentation: None

1839 Planning: Applications to Consider:
Hogchester Farm, Charmouth- Cllr Sage looked at this application. He felt that it was a basic conversion that would not have a detrimental impact on the external appearance of the building and would actually be an improvement. There will be no impact on neighbouring properties and Cllr Sage therefore recommends approval. The parish council were in agreement with Cllr Sage and there were no objections.

Newlands Caravan Park, Charmouth- This is a late application. Cllr Sage has the plans but has yet to visit the site. Cllr Mansbridge will accompany Cllr Sage on the visit Applications to Note: Tempest House, Hawkchurch - Cllr Sage looked at this application to erect an extension to a redundant masonry building and change the use to a furniture workshop. Cllr Sage had no objections and approval was recommended. Cllr Mansbridge commented that a few concerns have since been raised from local residents over noise levels. White Mists, Morcombelake - Cllr Parr and Cllr Diment looked at this application and although commented on the type of building materials being used, no objection was made.

Approvals to Note:
-3 Carters Lane, Morcombelake, Griddleshay Farm, Whitchurch Canonicorum, Hope Cottage, Bridport.

Refusals to Note:
- Hinkhams Farm, Whitchurch Canonicorum.

Withdrawals to note:
Southover, Morcombelake. Planning Proposal to discuss: Higher Pound Farm, Wootton Fitzpaine - The proposals for this site were discussed within the public discussion period. Cllr Newson has offered to confirm the policy of Dorset County Council with regard to the building of new holiday accommodation, including caravan sites and log cabins, within the area.

1840 Reports:
Cllr Newson confirmed that the government support grant will be reduced for the next three years and that council tax figures will rise.

Cllr Johnson reported on behalf of Cllr Robinson that an article will be published in next month's parish magazine about setting up a first responder's scheme. Cllr Robinson has offered to get a large scale map of the parish, together with map references, to assist the flood warden in reporting flooding incidents. If this is required Cllr Robinson will need to be contacted. Finally Cllr Robinson would like to meet with the parish councillor responsible for affordable housing in the villages.

Cllr Tubb reported that the redecoration of Whitchurch Canonicorum village hall has been undertaken by the Community Services Unit at no cost to the hall. He also mentioned that the new tables have been obtained and that the recent Farmhouse breakfast was a great success. Cllr Tubb reported that the caretaker for the village hall is applying for maternity leave and therefore will not be performing any duties other than taking telephone calls. Finally, a skittles event is currently being organised, potentially for the first May bank holiday.

Cllr Snook reported that a fire risk assessment has been done at Wootton Fitzpaine village hall, the outcome being a very low risk. It seems all users of the hall, the parish council included, are required to carry out their own risk assessments. It was suggested that the risk assessment carried out by the hall committee could be used by the parish council.

Cllr Watt reported that a special appeal has been launched to raise money for the James Hargreaves Community Hall roof repairs as a figure in excess of £9000 is needed. The committee is currently applying for grants to assist with the costs.

Clerk reported on behalf of John Bridle. Due to a landslip, the permissive path to St Gabriels beach has been closed. The National Trust hope to have it reopened in the spring.

Cllr Diment reported that there is due to be a 40mph speed restriction in place on the A35 between Morcombelake and Charmouth due to gas repair work. A start date is yet to be announced.

Cllr Johnson reported that she is unable to attend the Bridport Local Area Partnership meeting on Thursday 14th February 2008 due to other commitments. Cllr Mansbridge will attend instead.

Cllr Creed-Castle enquired as to whether there had been any further thefts within the Whitchurch Canonicorum area and Cllr Johnson reported that there had been none.

Cllr Everidge reported that a log was blocking the entrance to the track from St Witeswell down to Ship Knapp. It was agreed that the clerk would report this to Dorset County Council.

Cllr Diment reported that the notice boards outside the James Hargreaves Community Hall and the Post Office are letting in water. It was agreed the clerk would contact Chris Douglas to establish if some repairs to these could be done. Cllr Diment also reported that the debris outside the Ship Inn may have been due to a blocked drain. He confirmed that the frontage has been cleared and that some fencing work has been done. Action: Clerk

1841 Update on Wootton Fitzpaine War Memorial Clock Works:
Cllr Snook reported that she had made enquiries into the cost of hiring scaffolding and that the quote given states it would cost £370 exc VAT for the first 4 weeks and then an additional £25 exc VAT per week thereafter. This would bring the new figure for the total cost of repairs to approximately £5203.75 inc VAT. Cllr Snook reported that she has a meeting with Caroline Scott from Dorset Community Action on 19th February 2008 to discuss any available grants. It seems that there may also be a grant available to repair the inscription board in front of the clock. It was mentioned that the parish council had allowed a figure of £2000 from the 2007/2008 budget as a grant towards the repairs. The parish council are unsure if this allocated figure can be carried over into next year's finances or if it will need to be paid before the end of the financial year. It was also noted that the village hall is not able to claim back the VAT but the parish council can. The possibility of the parish council obtaining the funds and then paying the final bill in order to claim back the VAT was discussed. It was agreed that the clerk contact Charlotte Hughes, the previous clerk, for further information on this and if necessary will contact the DAPTC. Action: Clerk

1842 Resolution to Discuss/Comment on Communities and Local Government Consultation Document on Orders and Regulations Relating to the Conduct of Local Authority Members in England:
It was reported that not all councillors had managed to read the document so this item will be carried forward to next month's agenda.

1843 Resolution to Discuss Allowances for Town and Parish Councillors:
It was agreed that this would be an item for the finance meeting agenda.

1844 Resolution to Discuss Appointment of Members to the Steering Group for Housing for Whitchurch Canonicorum:
Cllr Johnson reported that Elizabeth Fortescue had resigned from the affordable housing steering group and that Andy Lloyd had resigned from his post as Rural Housing Enabler for Dorset Community Action. Cllr Johnson emailed Tim Davies, the Housing Strategies and Development Officer, who confirmed that Andy Lloyd will not be replaced. It is necessary to replace Mrs Fortescue and it has been suggested that Richard Colby and Jimmy Cook may be suitable. It was agreed that Cllr Johnson contact them to see if they wish to get involved. Cllr Bailey has showed an interest in joining the steering group and Cllr Sage also confirmed that he is willing to join the group. This was proposed by Cllr Mansbridge, seconded by Cllr Diment, all agreed. It was also agreed that the clerk write a letter of thanks to Elizabeth Fortescue for her services to the steering group. Proposed by Cllr Mansbridge, seconded by Cllr Ray, all agreed. Action: Cllr Johnson and Clerk

1845 Resolution to Agree Dates and Venues for the Annual Parish Meetings:
Cllr Snook reported that a date had been agreed for the Wootton Fitzpaine parish meeting and she would inform the clerk of this. Cllr Johnson set the date for the Whitchurch Canonicorum parish meeting, which will be held in the village hall on 19th May 2008. It was agreed the clerk would book the hall. With regard to the Stanton St Gabriel parish meeting, Cllr Everidge agreed to set the date and will inform the clerk of this. Action: Cllr Snook, Cllr Everidge & Clerk

1846 Finance: Clerks Report/General Matters:
The Clerk had nothing to report.

Resolution for Payment Approvals:
Clerks Salary for February 2008, £285.04 - Mrs Hughes Back Pay and Training for New Clerk, £200.56 - Wootton Fitzpaine Village Hall (hall hire), £16.00 - Monkton Wyld PCC, Donation towards Church Clock Repairs, £400.00 - Ordnance Survey Paper Map Copying Licence Renewal, £64.33 - Xcalibre, Renewal of Website Hosting Account, £56.39 - Computerfix it, Printer Ink Cartridges, £26.97. Proposed by Cllr Mansbridge, seconded by Cllr Sage, all agreed.

1847 Correspondence:
Ordnance Survey, Paper Map Copying Licence Renewal - Xcalibre Communications, Renewal of Webhosting Account - Dorset Wildlife Trust, Community Action on Climate Change in Dorset Workshop - Dorset Community Action, Resignation of Rural Housing Enabler - James Hargreaves Community Hall, Letter of thanks for donation - Devon County Council, New procedures for the Validation of Planning Applications - Magna Housing Association, Contact details for housing officer - DAPTC, Chief Executives Circular 01/08 - Wootton Fitzpaine PCC, letter of thanks for donation - Fishpond PCC, letter of thanks for donation - Whitchurch Canonicorum PCC & Stanton St Gabriels PCC, letter of thanks for donations - West Dorset District Council, Confirmation of Precept for 2008/2009 - Connect, A30/A35 update - BLAP, Guide to Affordable Housing - BLAP, Funding Opportunities Bulletin - emails from members of public regarding Planning Applications at Southover, Morcombelake, Tempest House, Hawkchurch & Higher Pound Farm, Monkton Wyld - Local Government Info Unit, Details of Good Practice Seminar, 3rd March 2008 - Devon County Council, Public enquiry into beaching of MSC Napoli - Audit Commission, Appointment of external auditor - BLAP, Agenda for Steering group meeting & meeting dates - DAPTC, Info on Parish Polls - West Dorset District Council, Standards Committee meeting agenda - James Hargreaves Community Hall, February Newsletter & funding appeal letter - West Dorset District Council, Applications for Dispensation -West Dorset District Council, Certificate of Lawful Use or Development in respect of Grand View Farm, Morcombelake - West Dorset District Council, Spring Clean details - Wybone, new catalogue - DAPTC, Surveillance zones for Bluetongue & Avian Flu - West Dorset District Council, application for Lawful Use Certificate in respect of Land at Green Lane, Monkton Wyld - West Dorset District Council, Details of Developement Control Committee meeting in respect of Wakeleys Farm, Whitchurch Canonicorum - Dorset County Council, Request for bus stop relocation - SWH-BBIS, SID signs update - West Dorset District Council, Ordnance Survey Maps & Digital Data.

1848 Items for Next Agenda:
Set date for Finance Meeting, Update on Wootton Fitzpaine War Memorial Clock Works, Communities and Local Government Consultation Document on Orders and Regulations Relating to the Conduct of Local Authority Members and update on Well House, Whitchurch Canonicorum.

1849 Any other business:
Cllr Everidge reported on the unavailability of Broadband within the Wootton Fitzpaine area and requested that enquiries be made into how to get a better service. It was agreed that Cllr Everidge would contact the clerk with full details who would in turn contact BT. Action: Cllr Everidge & Clerk

1850 Date of Next Meeting:
Monday 10th March 2008 at 7.30pm in the Whitchurch Canonicorum Village Hall.

1851 Close of Meeting: 9.25pm.