Whitchurch Canonicorum, Wootton Fitzpaine and Stanton St. Gabriel Parishes

Present:
S Johnson (Chairman), K Mansbridge (Vice Chairman), K Tubb, S Creed-Castle, P Ray, P Watt, C Parr, D Snook, C Sage, C Everidge, G Brierley and M Robinson. Cllr Mansbridge chaired the meeting as Cllr Johnson had very little voice due to illness.

1949 Apologies:
C Bailey. 1950 Meeting Suspended for Public Discussion Period: The meeting was suspended for public discussion but as no members of the public were present nothing was discussed.

1951 Declarations of Interest:
The meeting was re-opened. There were no declarations of interest.

1952 Resolution to Approve the Parish Council Minutes Held on the 21st July 2008:
The minutes were agreed as acceptable, proposed by Cllr Watt, seconded by Cllr Parr, all agreed.

1953 Actions Following Last Meeting:
The Clerk reported that a letter was sent to West Dorset District Council, East Devon District Council and Oliver Letwin stating the parish council's objections to the proposed gypsy site at Monkton Wyld Cross. Letters were sent to West Dorset District Council's legal team regarding the appeal against the enforcement notice at the Land at Green Lane and to West Dorset District Council regarding the lawful use application for the Mobile Home at Champernhayes Farm.

Letters were written to Andy Kirby to finalise the VAS details and to Dorset County Council to request two new bus shelters for Morcombelake. An email was sent to Matthew Roberts to ask him to start the repairs needed at Whitchurch Playground and a sympathy card was sent to Mrs Richards. All road problems were reported to Connect and Dorset County Council. Finally the clerk reported that the WI will not be replacing the stolen seat outside the Ship Inn.

1954 Planning Applicants Presentation: None.

1955 Planning: Applications to Consider:
Hedgerows, Morcombelake- Cllr Parr and Cllr Watt looked at this application to carry out a loft conversion. This would not have an adverse effect on neighbours therefore no objections were raised. All Cllrs voted in agreement with these comments.

The Hive, Ryall- Cllr Parr and Cllr Watt looked at this application to demolish an existing and erect a new dwelling and construct a car parking area. Concerns were raised that the entrance and car parking area opens onto a blind part of the Ryall road. Also the retention of trees should be made a condition of any planning approval. All Cllrs voted in agreement with these comments.

Whellers Cottage, Ryall- Cllr Parr and Cllr Watt looked at this application to erect a balustrade on an existing flat roofed balcony and had no objections. All Cllrs voted in agreement with the comments.

Tree Work Application to Consider:
Sun Ridge, Morcombelake- Cllr Parr looked at this application to perform a canopy reduction on the trees at this property. She commented that one tree had already been cut away from the power lines and further removal of the crown would be needed on all sides and a second tree that leans into the property could be reshaped. All Cllrs voted in agreement with the comments.

Applications to Note:
White Mists, Morcombelake- Cllr Parr, Cllr Diment and Cllr Watt looked at this application to remove a greenhouse, garage and shed and erect new garage and workshop. No objections were raised but the retention of existing trees and no obstruction to the footpath should be a condition of any approval.

Cllr Parr commented that since viewing this application the trees at the property have been ring marked which will result in the trees dying.

Cleaveside, Morcombelake- Cllr Parr, Cllr Diment and Cllr Watt looked at this application to erect a conservatory and commented that site work had already started, drawings were very poor and without measurements and no entrance into the conservatory from the house was shown.

Tresillian, Morcombelake- Cllr Parr, Cllr Diment and Cllr Watt looked at this application to demolish existing porch and erect two storey extension and had no objections, therefore recommending approval.

High Close, Morcombelake- Cllr Everidge and Cllr Watt looked at this application to demolish and rebuild extension and carry out internal alterations. They commented that the glass used in the development must be tinted and anti-glare.

Adjoining Applications to Note:
Arqiva Transmitting Station, Chideock- Cllr Everidge looked at this application to install dish antenna and equipment and had no objections.

Shave Cross Inn, Shave Cross- Cllr Bailey looked at this application to demolish existing and erect new extension. No objections were made although it was noted that by having a ridged roof as opposed to a lean to design the thatch would be obscured. Approval was recommended.

Shave Cross Inn, Shave Cross (Listed Building Consent)- Cllr Bailey looked at this application, as before, and had no objections, recommending approval.

Approvals to Note:
Plenty House, Whitchurch Canonicorum - Hogchester Farm, Axminster Road, Charmouth - Cleaveside, Morcombelake. Refusals to Note: Whellers Cottage, Ryall - Hinkhams Farm, Whitchurch Canonicorum.

Withdrawals to Note:
Wakeleys Farm, Whitchurch Canonicorum - White Mists, Morcombelake

Application for Cert of Lawfulness to Note:
Land at Higher Wyld Farm, Monkton Wyld- The parish council commented that no evidence was available to either prove or disprove that the business had been in operation for more than ten years but that we support the business and hopes it will continue.

Approval of Cert of Lawfulness to Note:
Touring Caravan at Champernhayes Lane, Wootton Fitzpaine - Land at Higher Wyld Farm, Monkton Wyld - Hill Farm, The Green, Morcombelake. Appeal Against Enforcement Notice to Note: Higher Wyld Farm, Monkton Wyld.

1956 Reports:
Cllr Robinson stated that reports had been made about problems with large lorries using Taylors Lane and issues surrounding signage. Cllr Brierley stated signs are trying to be limited within an area of outstanding natural beauty. Cllr Robinson reported that at a recent flood meeting a very helpful manual was issued. The meeting was not very successful as it focused on problems surrounding sea side areas and rivers leading to the sea. Inland issues such as flash flooding were not really covered.

Cllr Robinson reported that Dorset County Council appear to be instructing residents to keep their hedges cut back, which Cllr Creed-Castle confirmed by reading out a letter she had received on this matter. She commented that the hedges do not appear to be any different from previous years so was confused as to why this has been highlighted this year. Cllr Brierley stated that enforcement officers are now in place to ensure the hedges are kept well trimmed to stop the lanes becoming narrower and signs being obscured. Cllr Ray noted that Dorset County Council do not appear to be cutting back the areas they are responsible for.

Cllr Brierley reported that after a recent meeting with the Highways Agency it appears that drains are being cleared with a gully drainer once every 18 months. He stated that this should be happening every three months or when required. He said that Dorset County Council will be concentrating on drains, pathways and road surfaces and that the Parish Maintenance Unit is available for the parish to use to have any jobs done. Cllr Brierley reported that a new initiative is being discussed where Dorset County Council, West Dorset District Council and the Parish Councils work together to introduce a lengthsman to work within each parish to clear drains and to report any jobs that need to be done. At a cost of approximately £30,000 per year it is suggested that the cost be split between the three parties, that being £10,000 paid by both the district and county councils and the remaining £10,000 paid by parish residents at a cost of approximately £1.25 per household per year. The Parish Council supported this initiative.

Cllr Brierley stated that PC Forshaw has a laser speed gun that has proved to be very useful in certain areas and could be used in Morcombelake if requested. Cllr Everidge stated that due to illegal signage in Morcombelake this would not be possible. Cllr Brierley will investigate this further. He also stated that there are free road safety driving lessons available to members of the public giving guidance on the drivers weak points. Cllr Mansbridge gave a transport report on behalf of Vincent Diment, stating that further reports of buses not stopping outside Frodsham Motors have been made and that the main complainant had been advised to contact the manager, Mr Williams, of First Buses at Weymouth. This was done and resulted in a written apology and assurances that buses will stop in future. An improvement has been noted on the westbound journey from Bridport to Morcombelake but in the eastbound direction residents are afraid to wait in the layby opposite in case the buses to not stop. Following the July parish council meeting a letter was sent to Dorset County Council to outline ways to show a definite bus stop here. The clerk gave a footpath report on behalf of John Bridle.

The National Trust has introduced a new footpath on the line from the post office in Morcombelake to St Gabriels Mouth. The route passes through Shedbush Farm, crosses Muddyford Lane, passes Filcombe Cottage and then goes through a muddy area that is not always passable. The new route goes on higher ground and is passable.

Cllr Parr reported that the last issue of the Char Chat incorrectly stated that she was in possession of a list of trees with preservation orders. She said it is not possible for her get such a list as it is a legal document.

Cllr Snook reported that the DAPTC AGM will be held on 01/11/08 and that there are four points that need to be discussed by parish councils to enable feedback to DAPTC before the AGM. These points will be added to the parish council's October agenda. Cllr Snook also reported that BT have agreed to allow communities to retain the red phone box once the telephone has been removed and that DEFRA are looking to recruit three commissioners to the Commision for Rural Communities. Vacancies will be advertised and more information can be found on the internet.

Cllr Tubb reported that the finances are improving at Whitchurch Canonicorum Village Hall and that games nights are continuing. The repainting due to be done by the community workers seems to be making progress and the cottage improvements are ongoing.

Cllr Snook reported that Wootton Fitzpaine Village Hall will be holding a Harvest Supper on 27/09/08 with money raised going towards village hall kitchen repairs and the war memorial clock. Cllr Watt reported that James Hargreaves Community Hall are still waiting for the roof repairs to be done and light lunches are now being offered to walkers on a Sunday. No booking necessary.

Cllr Johnson raised the issue of the affordable housing scheme and that no developments have been reported to the parish council. Cllr Tubb will make enquiries into the situation with the current site and Cllr Johnson will look into the possibility of using one of the previously considered sites.

Cllr Everidge reported that the previously reported problems at Stonebarrow Lane have not been rectified so the clerk will re-report the problems.

Cllr Everidge also reported enquiries into having a bus stop positioned outside the post office in Morcombelake. Cllr Watt reported that herself and Cllr Everidge attended a commemoration parade organised by the Lyme Regis and St Georges Twinning Association which proved to be very educational. Next year is the 400th anniversary and it is likely that the parish council will be expected to contribute to the celebrations which may involve a procession and a bronze statue of Admiral Sir George Somers being made. It was agreed to put the statue donation on the agenda for the upcoming finance meeting.

Cllr Tubb reported the bad condition of drain covers down Cardsmill Lane. This has been reported by Cllr Johnson. Cllr Parr reported a blocked drain down the track off of Hardown Hill, Ryall, overgrown verges in Butt Lane and a large pothole in Loscombeswell Road. Clerk to report all issues with Dorset County Council.

Cllr Snook reported fly tipping at Westover Hill and on the A35 just past the Monkton Wyld turning which the clerk will report. Action: Clerk, Cllr Tubb & Cllr Johnson.

1957 Update on Wootton Fitzpaine War Memorial Clock Works:
Cllr Snook reported that a sponsored walk is being held on 14/09/08 to raise money for the memorial clock fund and that Smiths of Derby have been contacted to establish if the original quote that was given a year ago is still valid, which it appears to be. The Western Front Association has donated £500 to the clock fund and have expressed an interest in being present at the re-dedication ceremony. They have said they may be able to arrange for the 'Khaki Chums' to be present and that it would be nice to have local children involved in the celebration. This will be discussed with the village hall committee. A further donation may be available from the Friends of War Memorials. The outcome of the grants already applied for should be established this month. Action: Cllr Snook

1958 Update on Proposed Gypsy Site at Monkton Wyld Cross:
The clerk read the objections that West Dorset District Council had sent to the East Devon District Council planning department and reported that after contacting both District Council's it seems that no decisions on the proposed site have been made to date.

1959 Resolution to Discuss Potential Flooding Scheme:
The clerk reported that two responses had been received by residents in Whitchurch Canonicorum interested in taking part in a flooding scheme. Due to the small amount of interest it was decided that the clerk contact West Dorset District Council to see if it is possible to obtain some empty sandbags that could be distributed to the two properties. It was also agreed to ask Cllr Bailey as flood warden to contact the residents that are interested to discuss with them what action they would like to take. It was suggested that residents should be encouraged to contact the Environment Agency direct to see what advice and help they can offer. Action: Clerk & Cllr Bailey

1960 Resolution to Discuss Councillor Vacancy for Char Valley Parish Council:
The clerk reported that as of 1st September 2008 Vincent Diment had resigned as parish councillor. A notice will be displayed for 14 days in the Whitchurch Canonicorum South Ward asking if any members of the public wish to call an election. If 10 or more people respond then this action will be taken, however if less than 10 people request the election then the post of parish councillor can be advertised throughout the Char Valley parish. Any interest generated from these adverts will be discussed by the parish council and somebody can then be co-opted onto the Char Valley parish council. Mr Diment also volunteered to continue as transport representative and to display notices within Morcombelake on behalf of the parish council until the time when somebody else wishes to take over these duties. It was agreed to send a letter of thanks to Mr Diment for all of his hard work over the years as parish councillor and to state that the parish council are happy for him to continue with the duties. Proposed by Cllr Johnson, seconded by Cllr Watt, all agreed. Action: Clerk

1961 Resolution to Set Date for October Finance Meeting:
It was agreed that the finance meeting would be held on Monday 27th October 2008 at 7.30pm in the James Hargreaves Community Hall. Clerk to book the hall. Action: Clerk

1962 Resolution to Discuss Cost of Extra Bus Shelters for Morcombelake:
The clerk reported that the enquiries made to Dorset County Council regarding the extra bus shelters for Morcombelake had been passed onto the Highways Agency as it is their responsibility. The Highways Agency have explained that as part of an ongoing study of improvements, the site at Frodsham Motors is in the design process but the site at Ship Knapp is not a priority. A grant has been applied for and awarded by Dorset County Council which will provide up to £1000 per shelter, but at an approximate cost of £3777 per shelter this would leave the parish council with a large sum to pay. The installation of a bus shelter is also subject to planning approval and will be the parish council's responsibility to maintain. It was agreed that the clerk contact West Dorset District Council planning department to establish if planning approval is required and likely to be given for a bus shelter and also to make some enquiries with the Health and Safety team as to any possible funding or assistance from them as the bus shelter at Ship Knapp was requested due to the safety of school children being put at risk. Proposed by Cllr Ray, seconded by Cllr Tubb, all agreed. Action: Clerk

1963 Resolution to Discuss Wessex Water Sewerage System Application:
The clerk reported that the sewerage system application was much more involved than originally thought and as detailed information is required about specific properties and problems it was felt that someone that would actually benefit from the installation and has local knowledge would be more suited to take this issue forward. It was agreed that an advert be placed in the next issue of Char Chat to see how many local residents are actually interested in having a sewerage system installed. Proposed by Cllr Parr, seconded by Cllr Snook, all agreed. Action: Clerk

1964 Finance:
Clerks Report/General Matters:
The Clerk reported that the membership renewal for the Society of Local Council Clerks was due but it was agreed not to renew this until a time when it will be beneficial for the clerk.
Following the last meeting, it appears that the James Hargreaves Community Hall was left unlocked. Cllr Watt agreed to open and close the hall for any future parish council meetings held here. Cllr Johnson will be responsible for Whitchurch Canonicorum village hall and the clerk responsible for Wootton Fitzpaine village hall.

Following a report made to the clerk about some overgrown foliage at Wanehouse Farm it was agreed that the clerk write a letter to the owners to ask that the foliage be cut back. The clerk reported that she has a number of boxes of paperwork suitable either for shredding or archiving. A great deal of this paperwork comprises of planning applications dating back to 1988. As the planning department hold copies of all planning applications it was agreed that the parish council would keep planning records for five years and anything prior to this can be shredded. Proposed by Cllr Snook, seconded by Cllr Sage, all agreed.

Clerk reported that the payment on the agenda to Logomotion for website updates does not include the cost of adding agendas to the website. It was agreed that the extra cost of £150 for agenda updates should be paid to Mr Heap, proposed by Cllr Watt, seconded by Cllr Snook, all agreed.

It was decided that the parish council should investigate how much use the website actually gets. It was suggested that a note in the next issue of Char Chat promoting the website may generate more use.

Finally the clerk reported that the external audit had been completed and passed. Three points were raised by the auditors, those being that donations need to be paid under the correct sections, that it should be made clear that the accounts are prepared by the clerk and that the insurance fidelity cover should be reviewed. It was agreed to put the last point on the agenda for the finance meeting.

Resolution for Payment Approvals:
Clerks Salary for September 2008, £285.04 - Wootton Fitzpaine Village Hall (Hall Hire), £16.00 - Logomotion (Website updates July'07 to July'08), £560.00 - Bopper Bus (Donation), £550.00 - Creeds (July Char Chat Printing), £73.00 - Elizabeth Fortescue (July Char Chat Expenses), £23.43 - Petty Cash, £20.00 - Late payment to BDO Stoy Hayward (External audit fee), £199.75. Proposed by Cllr Sage, seconded by Cllr Creed Castle, all agreed.

1965 Correspondence:
DEFRA, July & August Newsletters- DAPTC, Chief Executives Circular 10/08- West Dorset District Council, Planning Notifications for Great Coombe Farm, Fishpond, Mandeville Stoke Farm, Whitchurch Canonicorum, Higher Abbots Wootton Farm, Wootton Fitzpaine & Whellers, Ryall- Whitchurch Canonicorum Village Hall, letter of thanks for grants- Highways Agency, letter re Morcombelake bus shelter request- Dorset County Council, Dorset Waste Forum- James Hargreaves Community Hall, August & September Newsletters- Weymouth & Portland Fairtrade Forum, Networking day seminar- Char Chat, July issue- Teignbridge District Council, Shoreline Management Plan2- Dorset County Council, temp footpath closure- DAPTC, Chief Executives Circular 11/08- Dorset County Council, Structural Maintenance Draft List- CPRE, September 2008 Fieldwork Newsletter- DAPTC, Dig It seminar- DAPTC, Chief Executives Circular 12/08- West Dorset District Council, Standards Committe meeting agenda- BLAP, agenda & newsletter- Dorset County Council, Bus shelter grant approval.

1966 Items for Next Agenda:
DAPTC AGM resolutions, Wootton Fitzpaine War Memorial Clock Works, Website usage and Lyme Regis and St Georges Twinning Association anniversary celebrations.

1967 Date of Next Meeting:
Monday 13th October 2008 at 7.30pm in the Whitchurch Canonicorum Village Hall.

1968 Any other business:
Cllr Watt reported that the Ship Inn has been bought by two artists hoping to open a gallery and coffee shop.

1969 Close of Meeting: 10.00pm