Whitchurch Canonicorum, Wootton Fitzpaine and Stanton St. Gabriel Parishes

Present:
S Johnson (Chairman), K Mansbridge (Vice Chairman), K Tubb, S Creed-Castle, P Watt, C Parr, D Snook, C Sage, C Everidge, C Bailey, M Robinson, D Newson and six members of the public.

1993 Apologies:
G Brierley, P Ray and J Bridle.

1994 Meeting Suspended for Public Discussion Period:
Mrs Burleigh spoke to the parish council on behalf of the residents of Monkton Wyld regarding the planning application for Higher Pound Farm and commented that there has been no consultation with neighbours. She also stated that the Forestry Commission trees that are to screen the lodges are due to be felled as part of an ongoing cycle, thus removing the screen. She noted that the roads are very narrow and used by pedestrians and an increase in traffic will be detrimental. She commented that the usage of the woods for horse riding is not guaranteed meaning the horses will inevitably have to use the roads. Finally a petition is being drawn up by local residents opposing the plans and a copy will be passed to the parish council on completion.

1995 Declarations of Interest:
The meeting was re-opened. Cllr Sage declared an interest in the Higher Pound Farm planning application.

1996 Resolution to Approve the Parish Council Minutes Held on the 13th October 2008:
Cllr Parr commented that under item number 1976, the planning application at Sun Ridge was looked at by herself, Cllr Ray and Cllr Watt. The minutes were amended and then agreed as acceptable, proposed by Cllr Tubb, seconded by Cllr Watt, all agreed.

1997 Actions Following Last Meeting:
The Clerk reported that she had contacted the Highways Agency regarding the bus shelters at Morcombelake, reported the proposed road improvement to Dorset County Council and passed on the church warden details to Mr Coombs. 1998 Planning Applicants Presentation: None.

1999 Planning:

Applications to Consider:
Higher Pound Farm, Monkton Wyld- Cllr Snook looked at this application to construct 8 concrete bases for mobile holiday lodges together with access road and sewerage treatment plant and to erect hay barn and horse exerciser. Cllr Snook gave a little background knowledge of the past plans and went on to report her findings on the current application. She noted that there has been no consultation with neighbours or the local community regarding the development as claimed by the applicant. The plans provide insufficient information on the lodges, such as size, dimension, appearance or the number of visitors they will accommodate. It would constitute an alien intrusion in a prominent location in an area of outstanding natural beauty. A further 8 car spaces are proposed in addition to the existing 18 which seems a minimum requirement, more cars per lodge would be probable. Cllr Snook felt this could be seen as a case of overdevelopment with no evidence there is the necessity of more holiday accommodation in West Dorset.

The horse exerciser and new car and lorry park is a development at the South East corner of the established farm complex next to the outdoor arena, for which no planning consent was given, and a stable block for which planning was recently refused. Given the sites elevation any development would be unacceptably visually prominent within the landscape and detrimental to the character and appearance of the area and contrary to planning guidelines. The proposed hay barn seems unnecessary as there are already redundant hay barns on the site and the construction seems too elaborate for a hay barn. The site would appear to interfere with the water supply to a neighbouring property.

Finally local residents have concerns for highway safety due to the increase in volume on the very narrow roads. Overall refusal was recommended. Following a discussion it was also noted that the proposal is not in line with a sustainable holiday development due to not having shops or bus routes, policies ET9 and ET10. It was also noted that all existing and any future development should be tied to the farmhouse on this farm. Following a parish council vote it was agreed that Cllr Snook's comments be sent on to West Dorset District Council, proposed by Cllr Mansbridge and seconded by Cllr Parr, all agreed with the exception of one abstention.

Five Bells Inn, Whitchurch Canonicorum - Cllr Bailey and Cllr Ray looked at this application to erect an open sided covered shelter. Cllr Bailey stated that the development is small and unobtrusive and had no objections to make, therefore recommending approval. All Cllrs were in agreement to send these comments to West Dorset District Council.

Dodpen Farm, Fishpond- Cllr Snook and Cllr Mansbridge looked at this application to erect a poultry rearing facility. Cllr Mansbridge stated that the site has been well chosen and is fairly well screened. The materials for construction have also been well selected and so approval was recommended. All Cllrs were in agreement to send these comments back to West Dorset District Council.

Cllr Johnson reported that she had received details of a new application for a certificate of lawfulness at the Axminster Excavators Site, Green Lane, Monkton Wyld. The parish council have previously sent comments back to West Dorset District Council and it was agreed that no further comments would be made.

Applications to Note:
Mast Site, Stonebarrow Lane, Charmouth- Cllr Everidge and Cllr Watt looked at this application to install antennas and equipment for the digital television switchover and commented that the plans need a re-evaluation of the insulation against sound. It was suggested that fast growing evergreen trees such as eucalyptus or a wooden screen would help.

Wood Farm, Charmouth- Cllr Snook looked at this application to change use from siting touring units to siting static caravans and had no objections. She commented that the planting of trees will afford a suitable screen for the mobile homes in years to come.

Kingfishers, Charmouth- Cllr Everidge looked at this application to change use from residential to bed and breakfast and had no objections to make.

Approvals to Note:
Hedgerows, Morcombelake
Brookfield, Whitchurch Canonicorum
Ship Inn, Morcombelake.

2000 Reports:
Cllr Johnson reported on behalf of John Bridle that the installation of the VAS at Morcombelake is imminent. Cllr Everidge confirmed that it is due to be in place by the end of November. Cllr Snook reported that she was unable to attend the DAPTC AGM but on receipt of the minutes she would report back to the parish council. Cllr Tubb reported that the Whitchurch Canonicorum Village Hall AGM was held on 7th November 2008. With regards to the finances of the hall, it seems the cash flow is steady but not sufficient to repay mortgages and carry out improvements, with the weekly income being approximately £100. There are a number of events coming up to try and improve the situation, such as a dinner and dance at the end of November, Christmas bingo on 11th December, a games night on 22nd December and the Farmhouse Breakfast on 25th January 2009. Cllr Snook reported that there had been an Artsreach performance by the Buffalo Girls at Wootton Fitzpaine Village Hall. The hall is in need of new stage lights and a kitchen refurbishment, for which fundraising will need to begin.

Cllr Watt reported that the new roof and ceiling at James Hargreaves Community Hall had been completed. Fundraising is ongoing, the finances are good and a Christmas lunch is due to be held in December. Future projects include installing a hut outside to store equipment in. Cllr Bailey stated that there had been no flood reports made but the ongoing issue of blocked drains was still a problem. Cllr Johnson reported that an Affordable Housing meeting is to be held on Wednesday 3rd December at 7.30pm with the Church Land Charities trustees.

Cllr Everidge reported that the Bermuda Twinning Association is meeting on Wednesday 19th November to discuss the celebrations for next year. Cllr Everidge and Cllr Johnson will attend. Cllr Mansbridge reported flood problems with the footpath between Charmouth and Wootton. Cllr Johnson read a letter that had been sent to the Parish Council from Mr Tidy regarding damage to the roads between Whitchurch Canonicorum/Wootton Fitzpaine and Abbotts Wootton. Cllr Mansbridge stated that he had looked at these roads and they appear to be OK. Due to the fact that the Parish Council always report road problems to Dorset County Council Highways Dept Cllr Robinson suggested that a copy of Mr Tidy's letter be sent to Cllr Brierley for him to take the matter further as the parish council cannot do any more than they already do. Cllr Robinson also stated that Cllr Brierley is hoping to use a verge cutter on the narrow roads to try and increase the road size, to which Cllr Bailey stated that this is a good idea providing the mud and debris that is removed is taken away to be disposed of correctly. It was agreed that the clerk send a copy of the letter to Cllr Brierley and also inform Mr Tidy that this has been done.

Cllr Snook reported that the missing sign and finger posts in Wootton Fitzpaine have still not been replaced and it was agreed the clerk chase this matter up. Cllr Tubb reported that comments had been made to him about the disused buildings at each end of Morcombelake and the appearance this gives the village. It is hoped that with the plans for redevelopment at the Ship Inn and the proposed plans for Frodsham Motors this will improve.

Cllr Parr reported that blocked drains are still an issue on Hardown Hill. Cllr Johnson reported a number of highway issues including a puddle that does not drain away outside Whitchurch Canonicorum Village Hall, a drain that has been asphalted over outside Berehayes Holiday Cottages, damaged finger posts at Crooked Lane and Gassons Lane and potholes on the road between Stockham Bridge and Cardsmill Farm. The clerk is to report all problems to Dorset County Council.

Cllr Robinson reported that there is a Housing Information Day to be held in Beaminster on 25th November 2008. He also stated that the issue with drains and flooding are problems that are evident throughout the area and he suggested that the Parish Council inform Cllr Brierley that urgent action needs to be taken. Cllr Everidge stated that since the recent road maintenance visits some work has been started but Cllr Mansbridge, Cllr Parr and Cllr Tubb all confirmed that no action had been taken with any of the road problems that they had reported. It was agreed that the clerk write a letter to Cllr Brierley voicing the parish councils concerns that no improvements had been done. Cllr Robinson suggested that the clerk contact Upper Marshwood Vale and Thorncombe Parish Councils as they have been having the same problems. Cllr Creed Castle asked if the Cllrs were happy for her to take a photograph of everybody for inclusion in her Ancient Monuments Exhibition next year to explain and promote the work of the parish council. All Cllrs were happy for her to do this. Action: Clerk

2001 Update on Wootton Fitzpaine War Memorial Clock Works:
Cllr Snook reported that the work on the clock has now been fully completed and thanked the parish council on behalf of the village hall committee for their donation. The clock rededication service was a great success with 70 people attending, including representatives from the Western Front Association.

2002 Resolution to Agree Parish Council Precept for 2009/2010:
Cllr Johnson went through the proposed budget for 2009/2010 and explained that due to a raise in the clerk's salary this budgeted amount needed to be increased slightly. Cllr Johnson also explained that any money needed to pay for a bus shelter or for the Bermuda parade donation would need to come out of the contingency fund as at this stage the amount needed is unknown and therefore cannot be budgeted for. The final precept amount required by the parish council is £16,200, proposed by Cllr Creed Castle, seconded by Cllr Sage, all agreed. The clerk will contact West Dorset District Council regarding this matter. Action: Clerk

2003 Resolution to Agree Increase in Parish Council Insurance Fidelity Cover:
The clerk reported that following the external audit it was recommended for the parish council to raise the fidelity cover to make sure that the bank balances are fully covered. Following the finance meeting it was agreed that the cover be increased to £20,000. Proposed by Cllr Sage, seconded by Cllr Parr, all agreed. The clerk will send the necessary paperwork to the insurance company. Action: Clerk

2004 Update on Bus Shelters for Morcombelake:
The clerk reported that after contacting the Highways Agency to ask for a site survey to be carried out at Ship Knapp she had received some correspondence stating that the preferred site for a shelter would be Frodsham Motors. The clerk wrote to the Highways Agency again to ask that they urgently reconsider this view and proceed with a site survey at Ship Knapp due to the safety of the school children being the main reason that a shelter is needed. As yet the Highways Agency has not confirmed if this will be done.

2005 Discuss Co-option of New Parish Councillor:
Cllr Johnson introduced Mrs Janet Sandford and explained that she was the only applicant for the parish councillor vacancy. Mrs Sandford spoke to the parish council and said that she had lived in the village for 25 years and now had the time to offer her services to the community. A vote to co-opt Mrs Sandford onto the parish council was carried out and everybody was in agreement that she should join, proposed by Cllr Bailey and seconded by Cllr Parr. The clerk is to send the relevant paperwork to West Dorset District Council. Action: Clerk

2006 Finance:
Clerks Report/General Matters:
The Clerk reported that following the receipt of the clerk's interim salary rise it had come to light that she had been paid at the incorrect rate since starting the job in January 2008, therefore being due back pay from January to October. Clerk also reported that she will need an appraisal in January 2009 to discuss performance and potential salary scale increase.

Clerk reported that the repairs to the Well House, Whitchurch Canonicorum are underway and hope to be completed by the end of December. The clerk has been contacted by Lyme News requesting that copies of agendas be emailed to them each month. If there are any topics due to be raised at the parish council meetings that the newspaper deems to be of interest then they would like to attend the meeting with a view to writing an article for the paper. All Cllrs were happy for agendas to be sent to Lyme News.

Finally, the clerk reported that following a donation request from Axe Valley Ring and Ride she had received further details about the usage of the scheme by Char Valley residents. As it appears that nobody within the parish actually use the service it was agreed that a donation would not be given at this time. The clerk will inform the organisation of this decision.

Resolution for Payment Approvals:
Clerks Salary for November 2008 including back pay and sundries, £847.38 - Clerks Salary for December 2008 (postdated), £336.28 - Dorset Blind Association (Donation), £20.00 - CPRE (Annual Membership Renewal), £28.00 - Smith of Derby (Wootton Fitzpaine War Memorial Clock Repairs), £1915.25 - Ledger Scaffolding Ltd (Wootton Fitzpaine War Memorial Clock Repairs), £458.25 - Elizabeth Fortescue (November 2008 Char Chat Expenses), £121.03 - James Hargreaves Community Hall (Hall Hire), £12.00 - Proposed by Cllr Bailey, seconded by Cllr Snook, all agreed.

2007 Correspondence:
Dorset County Council, Dorset Countryside Annual Report 2007/2008 - West Dorset District Council, Precepts Form for 2009/2010 - West Dorset District Council, Planning Application Procedures - West Dorset District Council, Planning Notification for Ash Cottage, Morcombelake - Highways Agency, Letter re Bus Shelters - West Dorset District Council, Appeal re The Hive, Ryall - Chideock Parish Council, Update on vehicle testing station - CPRE, AGM agenda & Dorset Review Autumn 2008 - West Dorset District Council, planning Notification for Dodpen Farm, Fishpond - DAPTC, Chief Executive's Circular 14/08 - Dorset County Council, Health Committee Review - Dorset County Council, Temp Road Closure - CAB, Donation Request - DAPTC, Report on Lengthsman Scheme - Whitchurch Charities, Update on Affordable Housing - BLAP, Shoreline Management Plan Presentation - Axe Valley Ring and Ride, Info on Services - Teignbridge District Council, Shoreline Management Plan - CPRE, Litter Campaign - James Hargreaves Community Hall, November 2008 Newsletter - Mr Tidy, Letter re Road Problems - Dorset Community Action, Village of the Year Competitions. With regard to the Citizens Advice Bureau donation request it was agreed that as this is a regular donation the clerk will write to CAB informing them that a donation of £50.00 will be paid in May 2009.

Cllr Johnson also read out an email received from Mrs Burleigh regarding potential planning violations at Higher Pound Farm. It was agreed that the clerk contact the enforcement officer at West Dorset District Council with the details, proposed by Cllr Mansbridge and seconded by Cllr Snook.

2008 Items for Next Agenda: None.

2009 Any other business: None.

2010 Date of Next Meeting: Monday 12th January at 7.30pm in the Wootton Fitzpaine Village Hall.

2011 Close of Meeting: 9.15 pm