Present:
S Johnson (Chairman), K Mansbridge (Vice Chairman), K Tubb, S Creed-Castle, P Watt, C Parr, D Snook, C Everidge, C Bailey, J Sandford, D Newson, J Bridle, V Diment, PC Forshaw, A Wood and approx 45 members of the public.
2153 Apologies:
M Robinson, C Sage and late arrival of G Brierley.
2154 Meeting Suspended for Public Discussion Period:
Mrs Rorstad commented
on the Fivepenny Farm planning application, recently approved following
the Development Control Committee meeting in Bridport. She felt that
the application had been handled badly, with the Parish Council failing
to display notifications on the notice board and not consulting with
neighbours. She noted that in the recent edition of the Char Chat magazine
it stated that the Parish Council had no obligation to consult with residents
and that they had no actual power of the determination of an application.
She felt that Councillors should be seeking the views of parishioners
and should be following decisions through to the end. Finally she requested
that the Parish Council ensure that the conditions of approval for Fivepenny
Farm are adhered to.
2155 Declarations of Interest:
The meeting was re-opened.
Cllr Johnson declared an interest on Wakeleys Farm, Whitchurch Canonicorum
planning application.
2156 Resolution to Approve the Parish Council Minutes
Held on the 20th July 2009:
The minutes were agreed as acceptable, proposed
by Cllr Tubb , seconded by Cllr Snook , all agreed.
2157 Actions Following
Last Meeting:
Clerk contacted County Council highways department regarding
the 'no speed restrictions' signs at Morcombelake, contacted enforcement officer regarding the building on Hardown Hill which does require planning, contacted Mr Diment asking that notice boards be repaired before winter, wrote to Bopper Bus confirming donation for 2009/2010 and wrote to Mr Street thanking the St Georges Twinning Association for their cheque.
2158 Talk by Alexis Wood from Highways Agency regarding A35 Improvements
at Morcombelake:
Alexis Wood gave a talk about upcoming road improvements
in Morcombelake. She explained that two potential sites for a pedestrian
crossing had been identified but as there is only funding available for
one she would like local residents to decide which location would be
preferred. She circulated plans showing the potential sites and after
a show of hands, a majority vote of 40 people voted in favour of siting
the crossing to the west of Moores Bakery as opposed to the site to the
east of the Ship Knapp bus stop. Plans to improve bus stops throughout
the village by offering raised paths and adequate lay-bys were discussed.
A speed limit review of the entire A35 is ongoing, where many factors
are taken into consideration when assessing the speed limits, such as
street lighting, accidents statistics and average speeds. Ms Wood reported
that the VAS and a potential vehicle weigh station were ongoing projects.
Finally, it was asked if any land could be found within Morcombelake
to use for parking and Alexis Wood stated that the Highways Agency owned
very little land in the area so this would be a matter for the Parish
Council.
2159 Planning Applicants Presentation: None.
2160 Planning:
Applications to Consider:
Late planning application:
Cothayes, Whitchurch Canonicorum - Cllr Bailey and Cllr Tubb looked at this application to demolish a garage and erect a garden room. Cllr Bailey commented that the site is within a conservation area and there were no objections from neighbours. She stated that the building will be repositioned, the roof will be thatched and not slate and it will not be visible by neighbours. It was proposed by Cllr Tubb, seconded by Cllr Snook, all agreed to send back Cllr Baileys comments to District Council.
Late planning application:
Artwave West, Morcombelake - This application to erect PVC banner on a flagpole has not yet been looked at. Passed to Cllr Parr to assess.
*At this point Cllr Brierley joined the meeting*
Applications to Note:
Peach Hayes, Monkton Wyld - Cllr Snook looked at this application to replace a single storey extension and construct a tennis course and fence and had no objections to make.
Hope Cottage, Ryall - Cllr Parr and Cllr Watt looked at this application to extend to form a larder and had no objections to make.
Highcliffe Cottage, Fishpond - Cllr Snook looked at this application to renovate the main building, update facilities and extend to the rear and commented that the Geotechnical Assessment is incomplete. It states that in order to confirm the findings and recommendations in the report, intrusive investigation and slope stability will be required. The extension planning shows it will be built on upper and lower greensand. Refusal was recommended on the grounds that slope stability analysis is incomplete. The clerk commented that a letter of objection from a neighbour has been sent to District Council and a copy has been received by the Parish Council.
Approval to Note:
Frodsham Motors, Morcombelake - Hinkhams, Whitchurch Canonicorum - Myrtle Cottage, Morcombelake - Hawthorne Cottage, Whitchurch Canonicorum - Hawthorne Cottage, Whitchurch Canonicorum (listed building) - Fivepenny Farm, Wootton Fitzpaine - Cllr Snook commented on the recent Development Control Committee meeting at which this approval was granted. She stated that four members of the public spoke at the meeting to object to the plans and eight people spoke in favour. Cllr Snook feels that the decision to approve was based on inadequate information as there was no financial test and no formal accounts prepared or submitted. It was felt that the correct procedure was not properly followed and the committee largely used the inspectors report from the original application. With this in mind it was agreed that a letter of complaint be sent to Mr David Evans, Director of Planning at District Council. Cllr Snook to liaise with the Clerk as to the content of the letter. - Wakeleys farm, Whitchurch Canonicorum - Cllr Bailey read a letter that has been sent to District Council by a neighbour concerning this application, in which the Parish Council are accused of being biased due to the Chairman's personal involvement with the farm. Cllr Bailey felt quite strongly that loyalty to the Chairman when making the decision was not in evidence as previous plans had been objected to. She felt that a letter of response was required to clarify the Parish Councils role and to reiterate that plans are looked at impartially. It was agreed that before a letter is sent Cllr Snook will contact DAPTC for advice on the normal procedure in such cases and how the letter should be written. Refusal to Note: Hill View, Whitchurch Canonicorum. Withdrawals to Note: Smiths Farm, Wootton Fitzpaine. Tree Work Application and Approval: Windhover, Whitchurch Canonicorum. Action Cllr Snook and Clerk
2161 Reports:
Cllr Snook reported that the Wootton Fitzpaine Village
Hall with be holding a Harvest Supper, Screen Bytes and three Arts Reach
projects over the coming weeks. Cllr Watt reported that the James Hargreaves
Community Hall recently held its AGM, finances are good and the rear
of the hall has been upgraded considerably.
Cllr Tubb reported that the
problems within the Whitchurch Canonicorum play area have begun to be
rectified and he will try to get the trees looked at. Cllr Everidge gave
an apology for not attending the recent planning meeting. She reported
that she had received further concerns regarding the new wall at Knapp
Cottage which appears to be encroaching on the pavement. It was agreed
that Cllr Everidge would liaise with the Clerk who would write to the
Enforcement Officer at District Council regarding the concerns about
the positioning of the wall.
Cllr Snook reported that Westover Hill is
still closed due to the bridge strengthening but it doesn't appear to be causing any problems. She also reported that there are no signposts for Wootton Fitzpaine in Charmouth by Manor Farm. This has been previously reported and it was agreed that the Clerk chase this up.
Finally Cllr Snook reported that the missing White Gates had been damaged,
taken away for repair and have now been returned. Cllr Parr reported
a damaged drain before the junction at Ryall Road and the junction at
Sun Lane and Star Lane. The Clerk will report this to County Council.
Cllr Newson mentioned the upcoming Flood Fair and talked about the recent
West Dorset Place Survey which details how satisfied residents are with
the local area and how things have improved. Finally he reported on behalf
of Cllr Robinson on the topic of affordable housing, stating that new
land had been offered and a draft proposal would be issued in the foreseeable
future. Cllr Brierley stated that he has trouble hearing the discussion
of the Parish Council and it was suggested that an alternative layout
of tables for future meetings may help. Cllr Brierley mentioned the upcoming
road maintenance visits, the repairs to Westover Bridge and that he had
no updates on the repairs to Stockham Bridge. He also talked about the
Lengthsman Scheme and said that within our area there are potentially
six villages that are interested in joining. He stated that a sum of
approximately £8-10,000 per year would be required from the cluster of parishes which equates to only £1,500 per parish. Cllr Brierley gave the Clerk a copy of the Ferndown Town Council's partnership agreement for her to copy and distribute accordingly. This town council is the only council that currently has a lengthsman scheme. Finally the yearly road maintenance visits with Cllr Brierley and Graham Laurie were arranged for Thursday 24th September 2009. Cllr Mansbridge will meet at Wootton Fitzpaine Village Hall at 2pm, Cllr Tubb will meet at Whitchurch Canonicorum Village Hall at 3pm and Cllrs Everidge and Watt will meet at The Green, Morcombelake at 4pm. Action: Cllr Everidge & Clerk
2162 Discuss Lengthsman Scheme:
Cllr Johnson reported that a meeting
is being held on Thursday 15th October at 7.30pm in the Shaves Cross
Skittle Alley for all interested parishes to attend. It was agreed that
Cllrs Johnson, Mansbridge, Creed Castle, Everidge, Tubb and Bailey would
try to attend.
2163 Update on Affordable Housing for Whitchurch Canonicorum:
Cllr Johnson reported that a new site at Bluntshay Lane, Whitchurch Canonicorum
is being offered for consideration by Hastoe. There are no updates on
the original site at the church. There are currently 12 local people
on the housing waiting list, with a possibility of two more. Hastoe are
aware that the Parish Council want to see any plans before they are submitted
to the planning department. Cllr Bailey stated that local residents should
support the scheme as it is essential.
2164 Discuss Whitchurch Canonicorum
Play Equipment Inspection:
Cllr Johnson reported that the play equipment
was due an annual inspection, a requirement of the insurance policy,
and due to the District Council currently having nobody qualified to
carry out the task at no cost it was decided that a private company recommended
by RoSPA would have to be used at a cost to the Parish Council of £227.70. The Clerk read out parts of the report and it was agreed that the areas marked as a low risk should be monitored but areas marked as a medium risk would need attention. As this would require a qualified and insured tradesman it was agreed that the Clerk contact Dorchester Fabrications who it has been suggested may be able to provide this service. Areas also needing consideration are providing a litter bin and a sign declaring ownership and it was agreed that as the land is owned by the village hall this would need to be discussed at the next village hall committee meeting. Action: Clerk
2165 Report on the 'Life, Work & History in the Char Valley' Exhibition:
Cllr Johnson thanked Cllr Creed Castle on behalf of the Parish Council for the brilliant exhibition that was so well attended. Cllr Creed Castle thanked everyone that helped and attended and reported that a total of £751 was made. The costs to date are £1012.60 but she reported that the boards and their contents belong to the Parish Council so any future exhibitions would incur far less costs. A second viewing of the exhibition has been suggested for February next year. It was mentioned that the Village Hall would like to be involved next time but it was felt that as the Parish Council had invested a sum of money into the project it seemed unfair that the village hall should receive any profits before the Parish Council. Cllr Creed Castle is to finalise the accounts so this can be discussed further at the next meeting. Action: Cllr Creed Castle
2166 Discuss Co-option for New Whitchurch Canonicorum South Ward Councillor:
Cllr Johnson introduced the two applicants for the councillor vacancy,
John Marsden and Carolyn Peck. Mr Marsden spoke to the parish council,
stating that he is retired and has lived in the area for 14 years. He
feels he has a good understanding of village life and the needs of the
community and feels it is time to contribute in some way. Ms Peck took
the opportunity to speak to the parish council, explaining that although
she is new to the area she is enthusiastic and keen to become involved
with the community and is passionate about looking after the interests
of local residents. After listening to the two applicants all Cllrs voted
in a secret ballot and the majority vote went to Mr Marsden. Cllr Johnson
asked Mr Marsden if he would like to join the parish council at which
point he accepted and the relevant paperwork was completed.
2167 Finance:
Clerks Report/General Matters: The Clerk reported that the external auditors
had asked for further information before the audit could be completed,
the principal query relating to a clerical error on the form that stated
that the parish council was responsible for managing a trust fund. This
was an error and has been corrected to read 'no' and the paperwork returned. Clerk reported that Yvonne Welch from Whitchurch Canonicorum PCC has agreed to displaying the George Somers plaque in the church. The Clerk explained that when Connecting Dorset was set up it was hoped that all parish and town councils would adopt a generic email address. The contract for this had been set up on behalf of Char Valley but as this new email address is of no benefit it was decided that the contract be cancelled and the current email address remain in place. The final fee of £8.97 is listed as a payment resolution. Finally the Clerk checked that the treasurer details she had for all of the village halls was correct.
Resolution for Payment Approvals:
Clerks Salary for September 2009, £348.14 - James Hargreaves Community Hall (Hall Hire and Parish Meeting Hall Hire), £24.00 - Wootton Fitzpaine Village Hall (Planning Meeting Hall Hire), £20.00 - Whitchurch Canonicorum Village Hall (Exhibition Hall Hire), £120.00 - Ed Brooks Furniture (Well House Repairs), £3300.00 - Elizabeth Fortescue (Char Chat Expenses August), £80.98 - Creeds (Char Chat Printing July), £81.50 - CPRE (Membership Renewal), £29.00 - Whitchurch Canonicorum Village Hall (Maintenance Grant 09/10), £330.00 - James Hargreaves Community Hall (Maintenance Grant 09/10), £330.00 - Wootton Fitzpaine Village Hall (Maintenance Grant 09/10), £330.00 - Bopper Bus (Donation), £550.00 - Playsafety Ltd (Whitchurch Canonicorum Play Equipment Inspection Fee), £227.70 - Nildram (Email Domain Name), £8.97. Proposed by Cllr Bailey, seconded by Cllr Watt, all agreed.
2168 Correspondence:
DAPTC, Chief Executive's Circular 09/09, 10/09, 11/09 & 12/09 - CPRE, Chairman's Summer Newsletter - Charmouth Parish Council, Coastal Management Plan - Rural Services Community, Weekly Rural Focus Updates - Marshwood Vale SNT, Open Sessions - St Georges Twinning Assc, Summer Newsletter - Dorset County Council, Temporary Road Closure (Westover Bridge, Wootton Fitzpaine) - West Dorset District Council, Development Control Committee Meeting Details (Fivepenny Farm, Wootton Fitzpaine) - West Dorset District Council, Planning Notifications (Tempest House, Hawkchurch) - DEFRA, Access Newsletter Issue's 40 & 41 - Victim Support, August 2009 Newsletter - Macmillan Cancer Support, Coffee Morning - Dorset County Council, Ltr re Morcombelake Speed Limit - Dorset County Council, Dorset Waste Forum - Dorset County Council, Environment Directorate Open Day - Dorset County Council, Structural Maintenance List 2010/2011 - Connect, Annual Report - Dorset County Council, Temporary Footpath Closure - Bridport Local Area Partnership, Agenda & Newsletter - West Dorset Partnership, Annual Assembly & Climate Change Strategy - Mr & Mrs Ferris, Copy of objection letter re planning application at Highcliffe Cottage, Fishpond - Environment Agency, Flood Fair - West Dorset District Council, Planning Notification- Long Orchard Farm, Ryall - Whitchurch Playgroup, Donation Request.
The playgroup donation request was discussed at length, with Cllr Johnson explaining that a new committee had recently taken over and fundraising was now a priority. * At this point Cllr Johnson declared an interest in the playgroup committee*. It was agreed by all Cllrs that it is integral to the community that the playgroup remains open and that the parish council should support the committee as much as possible. It was agreed that an initial donation be made with a view to donating further funds pending more information from the committee. Cllr Creed Castle proposed an initial donation of £300 and Cllr Bailey proposed an initial donation of £350. These figures were voted on, and a majority vote of 7 was in favour of paying £300
to the playgroup. This figure was proposed by Cllr Creed Castle, seconded
by Cllr Mansbridge and all agreed to be paid today. The clerk will invite
the treasurer and secretary to the next meeting to give them an opportunity
to discuss the current financial situation in more depth. Action: Clerk
2169 Items for Next Agenda:
Exhibition finances, Whitchurch Playgroup
presentation, Affordable Housing, play equipment repairs and correct
procedures for dealing with letters of complaint.
2170 Date of Next Meeting:
Monday 12th October 2009 at 7.30pm in Whitchurch Canonicorum Village
Hall
2171 Any other business:
Cllr Parr asked if there had been any updates
on the letters of complaint submitted about herself and Cllr Sandford
and asked to be told who made the complaints. Cllr Johnson reported that
no updates had been received and asked the Clerk to contact Mrs Hughes
for further information. Cllr Johnson welcomed the clerk back from maternity
leave after her period of absence and welcomed John Marsden to the parish
council. Action: Clerk
2172 Close of Meeting: 10.50pm. |