Present:
S Johnson (Chairman), K Mansbridge (Vice Chairman), K Tubb, S Creed-Castle, P Watt, C Parr, D Snook, C Bailey, J Sandford, J Marsden, C Sage, M Robinson, Helen Roberts, Marie Winnett and 7 members of the public.
Cllr Johnson welcomed Cllr Marsden to his first parish council meeting.
2173 Apologies:
G Brierley and late arrival of C Everidge.
2174 Meeting Suspended for Public Discussion Period:
The meeting was
suspended for public discussion but nothing was discussed.
2175 Declarations
of Interest:
The meeting was re-opened. Cllr Johnson declared an interest
in the Whitchurch Playgroup committee.
2176 Resolution to Approve the
Parish Council Minutes Held on the 14th September 2009:
The minutes were
agreed as acceptable, proposed by Cllr Mansbridge, seconded by Cllr Bailey,
all agreed.
2177 Actions Following Last Meeting:
Clerk reported damaged
drain in Ryall and missing sign post for Wootton Fitzpaine to County
Council, sent a letter to Alexis Wood thanking her for attending the
last meeting, contacted Dorchester Fabrications regarding play equipment
repairs, reported the wall at Knapp Cottage to the enforcement officer
at District Council and contacted Charlotte Hughes regarding recent complaints
about Cllrs Sandford and Parr.
2178 Presentation by Whitchurch Playgroup
Representatives:
Two representatives from the playgroup attended the
meeting, Helen Roberts, Treasurer and Marie Winnett, Chairman, to discuss
the current situation. Mrs Roberts thanked the parish council for the
recent donation, gave some background information on the playgroup and
stated that at present there are 4 members of staff and 18 children.
A new committee took over in June 2009 and it became apparent that the
playgroup is experiencing financial difficulties, partly due to a lack
of fundraising. To try to improve the current situation fundraising has
become a priority with many events scheduled up to early next year and
staff have taken a cut in hours and pay. Mrs Roberts explained that in
order to gain an essential satisfactory Ofsted report a huge amount of work is needed to improve the facilities, to create a 'quiet area' for the children, to obtain new toys and a new computer. *Cllr Everidge joined the meeting at 7.50pm*
Cllr Bailey suggested that the parish council could donate £1000 for the term which the playgroup would have to match fund by 70% and this was seconded by Cllr Sage. It was agreed that before any donation is paid a further meeting would need to be held at which time the playgroup would need to provide further information on outgoings, provide a detailed business plan and would need to produce a list of essential items along with prices. It was also agreed that the village hall committee would be invited to attend the meeting. Finally Cllr Robinson stated that he would speak to Cllr Brierley to see if there is any help that the County Council may be able to offer.
2179 Planning Applicants Presentation:
Mr Mewburn of Brigs Farm spoke
to the parish council regarding the revised planning application he has
submitted. He stated that the house has been repositioned, he spoke about
the produce from the farm and stated that if the plans were to be approved
the house would be for his use only.
2180 Planning: Applications to Consider:
Brigs Farm, Wootton Fitzpaine - Cllr Bailey looked at this application
to erect an agricultural workers dwelling, reed bed system and pond.
She stated that although detailed figures have been provided refusal
is recommended as 4.88 hectares of land will not provide enough sustainability
for the enterprise. The parish council are aware of the need for housing
within the agricultural field but it seems that standard practice for
such dwellings requires 3 years accounts and appraisal of the business
from either Reading or Exeter.
Cllr Bailey stated that there are existing
second generation farmers in the area that have to meet these criteria
with larger acreage and livestock. If planning was permitted an agricultural
tie agreement should be placed on the entire 4.88 hectares. Finally the
applicant was wished success with the enterprise as the parish council
encourages small rural businesses.
Cllr Johnson read out a letter from
a neighbour, Mr Lee, stating his objections to the plans, the concerns
relating to the concealed entrance, the proposed building materials and the close proximity of the pond to the road. Mr Lee stated that if the plans are approved then the house needs to be suited to the AONB.
A member of the public commented that although the parish council is
recommending refusal based on the accounts they should still notify the
District Council that they are in support of sustainable enterprises.
Another member of the public stated that he has concerns that if this
application were to be approved then it would open up the possibility
for future applications which would in turn ruin the AONB.
Cllr Bailey
proposed that her comments be sent to the planning department and this
was seconded by Cllr Marsden. After a vote by Cllrs, there were 3 abstentions
and 8 in favour, therefore Cllr Baileys comments will be sent on to District
Council.
Old Post Office, Whitchurch Canonicorum - Cllr Bailey looked at this application to alter the vehicular access and stated that the access will be alongside the field entrance and will be an improvement for parking. She noted that the address on the application paperwork is incorrect; the site is on Lower Street and not Gassons Lane. Overall no objections were made. Cllr Bailey proposed that her comments be sent on to District Council, this was seconded by Cllr Tubb and all agreed.
Applications to Note:
Artwave West, Morcombelake - This application to erect PVC banner on a flagpole was looked at by Cllr Parr and Cllr Everidge. The suggested sign is to replace one that was already there and after concerns about the sign flapping were raised it was noted that as it is tethered at both ends it shouldn't be moved by the wind or make a noise.
Approval to Note: Hope Cottage, Ryall - Peach Hayes, Monkton Wyld.
2181 Reports:
Cllr Snook reported that she attended a recent BLAP meeting
at which the temporary closure of Axminster Station was discussed. The
Tourist Information Centre is to move to the Town Hall and the Lengthsman
Scheme is hoped to be up and running by April. Cllr Snook also reported
that a DAPTC circular had discussed the 1000 day count down to the Olympics,
beginning on 31/10/09. They are asking for 1000 interesting facts about
Dorset to go on the 'Team Dorset' website, all contributions welcome. There will also be an AGM on 07/11/09 which Cllr Snook will attend.
Cllr Tubb reported that Whitchurch Canonicorum Village Hall are holding
many events over the coming months including the Christmas fayre, a dinner
dance, bingo and Christmas games. Fundraising is ongoing for a new fan
for the kitchen area and the repairs to the cottage which to date has
cost £8000, and the AGM will be held on 20/11/09.
Cllr Snook reported that the Wootton Fitzpaine Village Hall has some
Arts Reach events coming up and fundraising is ongoing for the kitchen
refurbishment. Cllr Watt reported that the James Hargreaves Community
Hall is doing well and has a committee meeting coming up. Cllr Snook
reported that enquiries had been made with County Council about placing
weight restriction signs on some roads but have been advised that this
would not be practical and would involve unnecessary signage. Enquiries
have also been made into changing some of the road classifications in
the area but this would make no difference to road repairs and maintenance
and has not been accepted.
Finally Cllr Snook reported that maintenance
to the hedges and drains at the Wootton Fitzpaine playing fields is needed.
No quotes have been put forward as yet but it is thought to cost approximately £700.
Cllr Watt reported that the VAS in Morcombelake has been installed and
is up and running, although local residents are not sure of the effectiveness.
Mr Bridle has stated that the sign is set to be activated when a vehicle
travels 45 mph or more but if the parish council want this setting altered
this is possible. This will need to be monitored before any action is
taken. Cllr Tubb apologised for not attending the recent road maintenance
visit. Cllr Everidge gave positive feedback on the road maintenance visit
that she attended and reported that the south side of the A35 has been
tidied up and litter was recently cleared from the lay-by at Frodsham
Motors. Cllr Mansbridge reported on his road maintenance visit and stated
that a ditch that had been blocked has been partially cleared. Cllr Johnson
reported that she had attended the recent PACT meeting and read out a
report from PC Forshaw that talked about recent speed checks in the area,
flooding and fly tipping.
Cllr Robinson reported that it is likely that the planning application
at Highcliffe Cottage, Fishpond will be approved but he is hopeful that
it will be referred to the Development Control Committee for further
discussion. He also reported that the Thorncombe community shop will
be opening on 17/10/09 and is a good concept that Whitchurch Canonicorum
may be able to consider when the affordable housing project is complete.
Cllr Robinson also stated that Thorncombe playgroup is very successful
so he will liaise with them and then report back to Cllr Johnson. Finally
Cllr Robinson stated that when the affordable housing is complete it
should be noted that tenants of the housing associations can apply for
a house swap anywhere in the country meaning a non local person may end
up being a tenant in the local affordable housing. 2182 Update on Affordable
Housing for Whitchurch Canonicorum: Cllr Robinson stated that in order
to qualify for one of the affordable houses the applicant must be on the housing register.
Cllr Johnson reported that at present there are 14 people on the list
for a local affordable property. She also stated that Rob Asprey now
has plans for the site at Bluntshay Lane and these will be shown to the
land owner, the Highways Agency and the planning department. With regards
to the church site, Cascade has reduced their quote and now propose only
six properties but as yet have not secured a service provider.
2183 Update on Whitchurch Canonicorum Play Equipment Repairs:
The Clerk
reported that she had contacted Dorchester Fabrications regarding the
play equipment repairs. They have been sent a copy of the inspection
report and will be assessing the site themselves and them providing a
quote for the necessary work. As yet nothing has been received. Cllr
Tubb stated that he intends to adjust the gate fixings and will do this
over a weekend so as not to interfere with playgroup sessions. He also
reported that two new signs for the play area had been ordered. 2184
Discuss Accounts and Financial Report for the 'Life, Work & History in the Char Valley' Exhibition: Cllr Creed Castle provided a comprehensive breakdown of the expenses incurred for the exhibition, giving details of the income received for the event and the remaining monies owed to herself. Although the exhibition was hugely successful, due to the vast amount of resources required the exhibition actually made a loss. A second exhibition to be held in February 2010 was discussed and Cllr Bailey proposed that the parish council hold the exhibition to enable the deficit to be recouped. Any profit made after this would be pushed back into the village hall and the playgroup. Cllr Creed Castle explained that the next exhibition would not incur many expenses other than advertising as all of the work has been done but more volunteers would be required. Provisional dates for the next event were agreed as the 18th to 21st February 2010. The final balance to be paid to Cllr Creed Castle to cover the expenses was £680.98, this was proposed by Cllr Bailey to be paid, seconded by Cllr Watt and all agreed.
2185 Discuss Procedures for Handling Complaint Letters:
Following a
recent letter to West Dorset District Council in which the parish council
were accused of giving biased recommendations on a planning application,
Cllr Snook contacted DAPTC for advice on handling and responding to such
letters. The Clerk read a letter that she had written in preparation
which outlined the parish councils involvement with planning applications
and the opportunities available to members of the public to attend the
monthly meetings. As the original letter of objection and complaint was
sent to the District Council and the parish council had already discussed
and minuted at last month's meeting that the details were not factually correct it was decided that the clerk's letter would not be sent and the matter would be dropped.
2186 Resolution to Set Date for Finance Meeting:
A provisional date
for the finance meeting was agreed as Thursday 29th October 2009 at 7.30pm
in the Whitchurch Canonicorum Village Hall, dependant on the halls availability.
It was agreed to invite the village hall committee and the playgroup
representatives to the meeting for the playgroups donation request to
be discussed further and a decision made. It was agreed that the finance
committee would meet at 7.30 to agree the precept for 2010/2011 and the
other member's will be asked to attend at 8.15pm. Members of the finance committee are Cllrs Johnson, Mansbridge, Creed Castle, Tubb and Watt. It was also agreed by all Cllrs that Cllr Marsden would join the finance committee. Cllr Johnson will liaise with the hall committee and the clerk will advise the playgroup representatives and ask that they provide as much detail of their finances in advance of the meeting as possible. Action: Cllr Johnson & the Clerk
2187 Finance: Clerks Report/General Matters:
The clerk reported that
the external audit had been completed and passed with no comments or
suggestions being made. Resolution for Payment Approvals: Clerks Salary & Sundries (printer ink) for October 2009, £371.84 - Whitchurch Canonicorum Village Hall (Hall Hire), £17.50 - Whitchurch Canonicorum Village Hall (Playground Rental), £25.00 - BDO Stoy Hayward (External Audit Fee), £189.75 - Petty Cash, £40.00. A late payment of £680.98 to be paid to Cllr Creed Castle for the exhibition expenses was also noted. All payments proposed by Cllr Watt, seconded by Cllr Bailey, all agreed.
2188 Correspondence:
CPRE, AGM Agenda - Bopper Bus, Donation Thank You - Whitchurch Playgroup, Donation Thank You - Dorset County Council, Temp Road Closure, Westover Bridge - Dorset County Council, POPP Conference - Whitchurch Canonicorum Village Hall, Maintenance Grant Thank You - Environment Agency, Community Flood Archive Project - DAPTC, Chief Executive's Circulars 13/09 & 14/09 - West Dorset District Council, Precept Payment Details - BT, Adopt Local Red Telephone Box - West Dorset District Council, BT Payphones - West Dorset District Council, Providing Community Infrastructure - Whitchurch Playgroup, Fundraising - West Dorset District Council, Xmas Refuse Collections - West Dorset District Council, Section 106 Agreement for The Bungalow, Champernhayes Farm, Wootton Fitzpaine - West Dorset District Council, Planning Control at Knapp Cottage - West Dorset District Council, Planning Notifications for Wakeleys Farm, Whitchurch Canonicorum, Long Orchard Farm, Ryall & Tempest House, Hawkchurch - Rural Services Community, Weekly Rural Updates - James Hargreaves Community Hall, Maintenance Grant Thank You - PC Forshaw, Marshwood Vale PACT Meeting - West Dorset District Council, Parish Precept for 2010/2011.
2189 Items for Next Agenda:
Affordable Housing, Playgroup Donations
and Finance Meeting Report. 2190 Date of Next Meeting: Monday 16th November
2009 at 7.30pm in Wotton Fitzpaine Village Hall
2191 Any other business: None.
2192 Close of Meeting: 9.55pm. |