Present:
S Johnson (Chairman), K Mansbridge (Vice Chairman), K Tubb, S Creed-Castle, P Watt, C Parr, C Bailey, J Sandford, J Marsden, C Sage, C Everidge, M Robinson, G Brierley, Peter Friend (Hastoe), Louise Pounds (Hastoe), Rob Aspray (Rural Housing Enabler), Helen Roberts (Whitchurch Playgroup) and 6 members of the public.
2193 Apologies:
D Snook.
2194 Meeting Suspended for Public Discussion Period:
Mr Everidge reported an incident on the lane from Pickaxe Cross to Ship Knapp, Stanton St Gabriel where a tanker had slipped into a ditch. He stated that this lane is in a dangerous and worsening condition and that he had reported this incident to the National Trust, asking to arrange a meeting with them to discuss the matter and potential repairs. Cllr Brierley was given copies of photographs taken of the incident which he will pass onto the Highways Department, Dorset County Council.
2195 Declarations of Interest:
The meeting was re-opened. Cllr Johnson declared an interest in the Whitchurch Playgroup committee and Cllr Everidge declared an interest in the problems with the lane from Pickaxe Cross to Ship Knapp, Stanton St Gabriel.
2196 Resolution to Approve the Parish Council Minutes Held on the 12th October 2009:
Cllr Parr stated that she would not agree to the minutes of 12th October 2009 being approved unless Charlotte Hughes statement to the Clerk is fully documented. Cllr Parr stated that the minutes should read that Charlotte Hughes stated that no letters of complaint had been received by the Parish Council, only a telephone call as to how one should complain. Cllr Sandford agreed with Cllr Parr. Cllr Sandford went on to state that the Parish Council had made a mistake by naming the two Cllrs in the minutes. Cllr Johnson read out a letter of apology from herself stating that after verifying with the Monitoring Officer at the District Council she could confirm that letters of complaint had been received. The Parish Council had followed the correct procedure by referring all complaints to the District Council but an error was made in actually naming the Cllrs involved as they should only of been named as Cllr X and Cllr Y. Cllr Johnson apologised to Cllr Sandford and Cllr Parr for naming them and stated that this had been done following advice from the DAPTC. Although the apology had been made Cllr Sandford stated she would not be satisfied unless the names of herself and Cllr Parr were removed from the minutes. Cllr Robinson asked that it be minuted that complaints received by the District Council were not upheld. Following the discussion Cllr Johnson asked if the minutes were now deemed to be acceptable and with no further objections the minutes were approved which was proposed by Cllr Bailey and seconded by Cllr Mansbridge.
2197 Actions Following Last Meeting:
The clerk reported that she had sent a letter to David Evans, Director of Planning at the District Council, regarding the Fivepenny Farm planning application as discussed at the September meeting.
2198 Presentation by Rob Aspray on Affordable Housing for Whitchurch Canonicorum: Cllr Johnson introduced Rob Aspray, the Rural Housing Enabler and Peter Friend from Hastoe and welcomed them to the meeting. Mr Aspray reported that progress was being made with the Affordable Housing scheme for Whitchurch Canonicorum and 13 people have identified themselves as being in need of housing, a sufficient number of people to justify the project. He stated that all applicants will need to be on the housing register in order to apply, but at present only 3 of the 13 had done so.
Mr Friend went on to explain that two potential sites are being considered following an offer of land from a local resident. The smaller of the sites is suitable for 4 houses and the larger of the sites suitable for 6 houses, to be made up of 2 or 3 bedroom properties. There is the possibility of some 1 bedroom properties but these would need to be built with big enough roof space to allow for a potential extension at a later date. The size of the houses to be developed is based around the local needs. Plans have been designed for the larger site and work is still ongoing for the smaller site plans in order to meet the requirements of the Highways Agency. Once the plans have been completed and agreed by the Highways Agency a consultation event will be held in Whitchurch Canonicorum where the proposals will be put to the public. Any comments made will be taken on board and then the plans will be submitted to the District Council Planning Department.
Mr Friend explained that a grant had just been secured for the Western Area and in general Hastoe's finances are good so there should be no issue with regards to funding the project and slotting it into their 2010/2011 development programme. Mr Friend went on to explain that the development will have a Section 106 Agreement attached and that Hastoe will always own a minimum of 20% of each property to ensure the houses always remain part of the Affordable Housing scheme. Finally Mr Aspray stated that the original site put forward by the Church Lands Trust is not currently being considered as the developers involved have pulled out. However, if following the development of the current site a further housing need is indentified then a second phase of development may be considered.
2199 Planning Applicants Presentation: None.
2200 Planning: Applications to Consider:
Late Planning Application - Pax Cottage, Ryall - This application has not yet been looked at and has been passed to Cllr Bailey and Cllr Sage to look into.
Applications to Note:
West View, Morcombelake - Cllr Parr and Cllr Watt looked at this application to erect a double garage and commented that the development does not conform with the AONB or landscape character and would be seen from the heritage coast. The site is very prominent, being composed of greensand spoil and is a considerable distance from the house, outside what would normally be seen as the domestic curtiledge. It was requested that the application go before the West Dorset Planning Committee.
Smiths Farm, Wootton Fitzpaine - Cllr Snook and Cllr Sage looked at this application to replace an existing extension with a new single storey extension and felt the development was not in-keeping with the area. Although the amount of glass being used has reduced it is still thought to be excessive and would be seen across the valley. It was felt that extra septic/drainage would be necessary and access onto the A35 would be dangerous. Overall refusal was recommended.
Newlands Holiday Park, Charmouth- Cllr Snook and Cllr Mansbridge looked at this application to re-clad vertical panels and roof and replace windows and had no objections to make.
Approval to Note:
Cothayes, Whitchurch Canonicorum (Planning & Conservation Consent) - The Bungalow, Champernhayes Farm, Wootton Fitzpaine - Dodpen Stables, Fishpond. Refusals to Note: Artwave West, Morcombelake.
Tree Work Application to Note: Church of St Candida and Holy Cross, Whitchurch Canonicorum - Cllr Parr looked at this application and recommended approval.
2201 Reports:
The clerk read a DAPTC report on behalf of Cllr Snook who had attended the AGM on 7th November. The main points reported were that more clerks and Cllrs had received training this year, a revised code of conduct for Cllrs is overdue, small deficits for the years 2008/2009 and 2009/2010 are expected, 7 resolutions were voted on and passed with the one of most interest to the Parish Council being that lost and damaged finger posts should be replaced speedily and the Dorset County Council's Corporate Plan Summary for 2008 to 2011 was presented.
The clerk reported on behalf of Cllr Snook that the Wootton Fitzpaine Village Hall has seen an increase in bookings due to regular hall hire for courses, a successful Artsreach performance has taken place with two more to come, the stage lights have been installed and the Hall Committee has decided that a bottle recycling bank is not appropriate for the car park area.
Cllr Tubb reported that the Whitchurch Canonicorum Village Hall finances were still going towards the cottage repairs and that the committee are trying to assist the playgroup as they are the hall's main source of income. Cllr Watt reported that the James Hargreaves Community Hall are running a 'village varieties' programme including cabaret and a meal in November with the proceeds going to local charities.
Cllr Creed Castle reported that the next Char Valley Exhibition will be discussed at the Whitchurch Canonicorum village hall AGM on 20th November.
The clerk reported on behalf of Cllr Snook that Westover Bridge repairs have been completed, an estimate for the Wootton playing field hedging and ditching has not yet been supplied but will cost approximately £600 to £750, the road sign to Wootton Fitzpaine from Charmouth has still not been replaced and has been chased up and a Western Front Association meeting was attended and a booklet received entitled 'The Fallen of the Great War Wootton Fitzpaine'.
Cllr Watt reported blocked drains on Gibbs Lane, Morcombelake which is causing water to run on to the A35. The clerk will report this to Dorset County Council.
Cllr Bailey reported that in her capacity as Flood Warden she had been contacted by the Environment Agency on 12th November regarding a weather warning. Cllr Bailey contacted local residents to warn them to prepare their sandbags and arranged for the gully and ditch at the church to be cleared. Cllr Bailey also reported that the driveway at Cothayes, Whitchurch Canonicorum had flooded and the loose shingle had been spread through the village. Cllr Bailey is to provide full details of the incident to Cllr Brierley who will inform the Highways Department and arrange for them to contact the home owner. Cllr Bailey reported that the drains in Gassons Lane, Whitchurch Canonicorum are blocked and causing flooding, resulting in an incident the week before of a car becoming stranded. Cllr Brierley confirmed that the Highways Department were planning a visit on 17th November to clear the drains. Cllr Bailey to liaise with Cllr Brierley on the exact location of the problem drains.
Cllr Mansbridge reported that some drains in Wootton Fitzpaine had been cleared but as the verges are protruding any water is missing the drains. He also reported potholes at Stubbs Bridge, Monkton Wyld Lane which the clerk will report. Cllr Parr reported problems with the drains outside Bluebell Wood Cottage, Ryall which the clerk will report. Cllr Robinson confirmed with Cllr Bailey that there is a link to the Parish Council for the emergency services, such as the police or the Environment Agency, and if she were to be contacted she would contact the residents she thinks are affected. Cllr Robinson reported problems with the condition of Prime Lane and it was confirmed that this is a County Council road and he stated that he has a lot of information about wind turbine applications if any information is ever required. Finally Cllr Robinson stated that if the Affordable Housing scheme goes ahead it would be beneficial to consider finding room to site a village shop. Cllr Tubb was concerned that this would impact the Morcombelake Post Office which is under threat of closure.
Cllr Brierley reported that he is on the Dorset Road Safety Committee and it has been found that the number of road injuries and deaths is higher than expected, therefore next year there will be a number of mobile police patrols being used instead of cameras and will target the 20 most accident prone roads in Dorset. Action: Clerk, Cllr Bailey & Cllr Brierley
2202 Update on Whitchurch Canonicorum Play Equipment Repairs:
The Clerk reported that she had contacted Dorchester Fabrications regarding the play equipment repairs but as yet they have not inspected the site. The clerk will chase this up again and in the meantime will contact Beaminster Town Council to establish who they use for equipment repairs as this may be another option. Action: Clerk
2203 Report of Lengthsman Scheme Meeting:
Cllr Brierley attended the meeting and stated that the Lengthsman would be a useful addition. East Coker has a Lengthsman and they will be asked how the scheme benefits them at a second meeting at the end of November. Cllr Bailey also attended the meeting and reported that the Lengthsman would be a shared worker with other local villages, able to do local jobs that would normally be done by outside organisations, such as play equipment repairs, therefore saving the Parish Council money. Cllr Johnson gave a breakdown of the cost of the scheme stating that a Lengthsman would cost £30,000 in total; £10,000 to be paid by Dorset County Council, £10,000 to be paid by West Dorset District council and the remaining £10,000 to be split between the villages. There are potentially 8 villages within our area that could share one Lengthsman and it would be the responsibility of one of the Clerks to oversee the scheme. Cllr Robinson stated that it is vital that the Lengthsman keep a record of what needs doing and when repairs are done.
2204 Resolution to Agree Whitchurch Playgroup Donation:
Cllr Johnson reported that the Chairman and Treasurer of the playgroup had attended the Parish Council finance meeting and gave a presentation, which included providing a business plan and financial breakdown. After discussions by the finance committee it was proposed that a further one off donation of £1000 be paid to the playgroup to allow them the chance to become a viable entity for future years. Cllr Mansbridge stated that the village hall will also benefit as the playgroup are the main users of the hall. Cllr Johnson read out a report on behalf of Cllr Snook regarding the Wootton Fitzpaine toddler group, stating that although they have no staff or wages to consider they do have hall hire fees to pay and that they would benefit from some financial assistance in the future. All Cllrs were in agreement that the Whitchurch Playgroup should be supported and it was therefore proposed by Cllr Bailey that the £1000 donation be paid, this was seconded by Cllr Marsden. With the exception of Cllr Johnson who abstained from voting, all Cllrs voted in favour and it was unanimously agreed to pay the donation. It was agreed that the situation would be reviewed in eight months time.
2205 Resolution to Agree Parish Council Precept for 2010/2011:
Cllr Johnson went through the proposed budget for 2010/2011 and stated that a figure of £500 had been set aside to allow for any further donations to be paid to either Whitchurch Playgroup or Wootton Fitzpaine Toddler Group. The contingency amount was discussed and Cllr Johnson explained that at present we are unaware if the bus shelter at Morcombelake or Lengthsman Scheme will go ahead, and if they do, what the costs will be so any funds required would need to come from here. All aspects of the budget were agreed as acceptable and the final precept amount required by the Parish Council is £16,900, proposed by Cllr Sage, seconded by Cllr Tubb and all agreed. The Clerk will send the necessary paperwork to the District Council. Action: Clerk
2206 Finance: Clerks Report/General Matters:
The clerk reported that the anti-virus software on the Parish Council laptop had expired and therefore had to be renewed. She confirmed that this was a cost that the Parish Council had to pay and not the County Council. The clerk also reported that a donation request had been received from the Citizens Advice Bureau asking for a donation in the next financial year. The clerk will contact them to advise that a donation of £50.00 will be paid in May 2010. Resolution for Payment Approvals: Clerks Salary, Expenses & Sundries (Anti Virus Software Renewal) for November 2009, £377.50 - Clerks Salary & Expenses for December 2009 (postdated), £348.26 - Wootton Fitzpaine Village Hall (Hall Hire), £20.00 - Whitchurch Canonicorum Village Hall (Finance Meeting Hall Hire), £17.00 - Mr Kitcher (Wootton Fitzpaine Grass Cutting), £498.00 - Mystic Ltd (Whitchurch Playground Signs), £22.72. A late payment of £50.00 to be paid to Mr Diment for notice board repairs was also noted along with the agreed donation of £1000.00 to Whitchurch Playgroup. All payments proposed by Cllr Mansbridge, seconded by Cllr Watt, all agreed.
2207 Correspondence:
Cllr Johnson read out a letter from the West Dorset District Council's Legal Services Manager regarding the Fivepenny Farm planning application stating that the application had been dealt with appropriately and the district council are confident that the correct outcome was reached. This was discussed and it was felt that this approval had opened up opportunities for future applicants. Dorset County Council, Council Superstar Awards - DAPTC, AGM Agenda - Rural Services Community, Weekly Rural Updates - West Dorset District Council, Textile Banks & Collections - Citizens Advice Bureau, Donation Request - DAPTC, Partnerships, Plans & Power of Wellbeing Conference - James Hargreaves Community Hall, November Newsletter - West Dorset District Council, Planning Notification for Befferlands Farm, Charmouth - DAPTC, Planning Aid Seminar - BLAP, Desirable Village Programme Details - DAPTC, Chief Executive's Circular 16/09. Cllr Johnson reported that Roger Greene, the Monitoring Officer at West Dorset District Council had offered to attend a meeting to discuss the code of conduct and other issues relevant to Cllrs. It was agreed that this would be beneficial and the clerk will contact Mr Greene to try and set up a meeting for the new year.
2208 Items for Next Agenda:
Lengthsman Scheme, Play Equipment Repairs, Affordable Housing and Char Valley Exhibition.
2209 Date of Next Meeting:
Monday 11th January 2010 at 7.30pm in Whitchurch Canonicorum Village Hall
2210 Any other business: None.
2211 Close of Meeting: 9.35pm |