Present:
S Johnson (Chairman), K Mansbridge (Vice Chairman), K Tubb, S Creed-Castle, P Watt, C Bailey, C Parr, D Snook, C Everidge, M Robinson and 7 members of the public.
2233 Apologies:
J Sandford, J Marsden & G Brierley. K Tubb to arrive late.
2234 Meeting Suspended for Public Discussion Period:
A resident reported that there was no grit available for use on Loves Lane, Morcombelake during the bad weather. The grit was essential as water is not going into the drains and therefore flowing down the lane onto the main road, causing severe ice patches. The Clerk will report the problem with these drains to the County Council. Mr Everidge reported that the Ship Knapp road is closed from 8th February 2010 for 6 weeks for gas works to be carried out. The only alternative route is through Pickaxe Cross, past Cold Harbour, onto the A35. As previously reported, this road is in a very bad condition. Meetings with the National Trust have had to be postponed due to the recent bad weather and to date no road repairs have been done. The Clerk will contact Cllr Brierley to establish when repairs can be expected. Action: Clerk
2235 Declarations of Interest:
The meeting was re-opened. Cllr Everidge declared an interest in the problems with the lane from Pickaxe Cross to Ship Knapp, Stanton St Gabriel.
2236 Resolution to Approve the Parish Council Minutes Held on the 11th January 2010:
Cllr Bailey reported an amendment to item number 2218, stating that Cllrs Sage and Mansbridge looked at the planning application for Pax Cottage and not herself. The minutes were amended and then accepted as a true copy, proposed by Cllr Bailey, seconded by Cllr Snook, all agreed.
2237 Actions Following Last Meeting:
The Clerk re-reported the blocked and damaged drain at Blackmore Farm, Bluntshay Lane and damaged drain between Stockham Bridge and Cardsmill Farm to the County Council, reported hedge problems, blocked drains and potholes on Ryall Road to the County Council, notified Victim Support that a donation of £25 would be paid in May 2010, sent a letter regarding the lack of salt and grit in Monkton Wyld to the Head of Highways at the County Council and sent a letter to Helen Heanes at the County Council regarding Broadband Provisions.
2238 Planning Applicants Presentation:
Mr Dyson of Old Hinkhams, Whitchurch Canonicorum, reported that he has submitted a retrospective planning application for change of use of a workshop to part workshop and part residential. Mr Dyson explained that he had originally looked at the District Council website for advice on whether he would need planning permission for the change of use and it seemed clear that he did not. He has recently discovered that planning permission was needed for this change, hence the retrospective application.
2239 Planning: Applications to Consider:
A late application had arrived for Old Hinkhams, Whitchurch Canonicorum for change of use from workshop to light industrial and residential. This application was looked at by Cllr Tubb and in his absence Cllr Johnson read his report. Cllr Tubb stated that the workshop is a single storey building based on an existing structure, improved in appearance and well insulated. There is a small range of high quality machinery that the owner uses to make furniture. This would normally be considered a hobby workshop but as some pieces are designed and produced for clients, the applicant has been advised to apply for business use. The workshop has been viewed by planning department staff who has found no problems and the building is for the personal use of the applicant. We are not aware of any complaints over the use of the workshop and see no reasons for refusal. Cllr Bailey had a look at the plans and proposed that Cllr Tubbs comments were sent on to the District Council, this was seconded by Cllr Parr and all agreed.
Applications to Note:
Shave Cross Inn, Shave Cross - Cllr Bailey initially looked at this application to add an extension to the accommodation block to form a resident's lounge and had no objections. Cllr Tubb also looked at the application and commented that the proposed addition would not give any concern, providing it complies with planning and building regulations. It was assumed that the neighbour has not objected to the height of the roof line and it was noted that no information was given about the chimney that was shown on the plans. Chico Cottage, Morcombelake - Cllr Parr and Cllr Watt looked at this application to make external alterations including replacement of rear single storey roof, alteration's to front porch and re-cladding and had no objections to make. Greenlands Farm, Morcombelake - Cllrs Parr, Watt and Everidge looked at this application for partial demolition and construction of extensions and a detached garage and commented that permission should be dependent on the Bat work being carried out properly and that that there is known to be greensand in the area so a survey should be carried out to ensure there is no slippage on to the A35. Cllr Watt reported that the roof of the property has already been taken off and she was concerned that the Bats had not been relocated. The Clerk will contact the District Council to notify them of the work and to establish if the Bat work has been done correctly.
Seadown House, Stonebarrow Lane, Charmouth - Cllr Everidge looked at this application to demolish a garage extension and erect a two storey extension and had no objections to make. 3 Meerhayfield Cottages, Wootton Fitzpaine - Cllr Snook looked at this application to erect a two storey side extension and had no objections to make. Oaklands, Fishpond - Cllr Snook looked at this application to demolish and erect extensions and create new vehicular access and had no objections to make. It was noted that concerns were expressed about the amount of glass proposed in the front of the property. Approval to Note: Pax Cottage, Ryall - Wyld Meadow Farm, Monkton Wyld.
2240 Reports:
2240 Reports: Cllrs Parr and Snook reported that the BLAP meeting is to be held on 25th March 2010 and a community lunch is being held on 10th February 2010. Cllr Snook reported that the Wootton Fitzpaine Village Hall held a meeting on 14th January 2010 at which concerns were raised over the lighting. New stage lights have been installed and the old ones sold to help finance this. Cllr Snook also reported that the original documents for the dedication of the War Memorial Clock are being held in the church, hall lettings are up this year and grants are being sourced to help fund the kitchen refurbishment.
Cllr Watt reported that plans for the driveway outside the James Hargreaves Community Hall are cost dependant. She also asked if any contingency plans exist to use the hall in the case of an emergency. The Clerk and Cllr Johnson stated that they were not aware of any contingency plans. Cllr Watt stated that maybe the hall could be considered due to its prime location on the A35.
Cllr Johnson reported on behalf of Cllr Tubb that the Whitchurch Canonicorum Village Hall would have to pay a further £1000 in February for cottage repairs and insurance to cover catering liabilities was recently discussed. Grant and lottery funding are being investigated for the old kitchen, lobby and possible extension. The recent Farmhouse Breakfast was a huge success and forthcoming events include Easter bingo and St George Roast, however more bookings are urgently needed to maintain an income. A website is soon to be established and the Playgroup is working hard following its good Ofsted report, making good use of the equipment they were able to purchase.
Cllr Robinson reported that a Monument in Stonebarrow Lane is very overgrown and asked whose responsibility this is. Cllr Everidge will contact the National Trust to see if it is them. Cllr Robinson also reported oil and diesel thefts throughout Thorncombe and Cllr Watt confirmed that this had also happened in Morcombelake, Chideok and Charmouth. All thefts should be reported to PC Forshaw on 01305 222 222.
Cllr Johnson reported on behalf of the Whitchurch Playgroup, stating that they had received a good Ofsted inspection, new children have joined the register, fundraising is ongoing and to date they have raised £1000, they have reduced their deficit, drawn up a business plan and bought new equipment. Cllr Watt reported that a request for more salt bins throughout Morcombelake has been made. A list of the suggested locations has been passed to the Clerk and this will be discussed further at the next finance meeting. Cllr Watt also asked whose responsibility it is if grit is washed from a private driveway onto the public road and it was confirmed that it is the home owner s responsibility to clear it up. Finally Cllr Watt reported that the first two drains on Gibbs Lane are blocked. The Clerk will report this to the County Council.
Cllr Everidge stated that some residents in Stanton St Gabriel had become stranded during the recent snow and ice and expressed their frustration that there are no salt bins in the area. They have also requested a new street name plate for St Gabriels Close which the Clerk has confirmed is due to be installed any day. *Cllr Tubb arrived at the meeting at 8pm* Cllr Bailey stated that two flood reports had been made. She also reported that the damaged drain on Gassons Lane had been filled in with concrete so water is now rising up towards Cardsmill Farm which has generated a new pothole. Cllr Brierley is looking into this matter.
Cllr Snook reported that DAPTC have asked for nominations of Chairmen for the Royal Garden Party. Cllr Snook asked that the Parish Council nominate Cllr Johnson and it was agreed the Clerk would pass this nomination on. She also confirmed that Mr White had been approached regarding the Wootton Fitzpaine playing field hedge work and he will be carrying out the work. Cllr Snook reported that the bridge at Green Pit Knapp is falling apart and railings have collapsed and the Wootton Fitzpaine sign that is close to the bridge is also in danger of collapse due to the post rusting. The Clerk will report both matters to the County Council. Finally Cllr Snook confirmed that after further investigation is was decided that Wootton Fitzpaine would not want to borrow the mobile skate park that District Council are offering due to the level of work involved for volunteers.
Cllr Tubb reported that the land beside Stockham Bridge is in desperate need of some railings as it poses a severe safety risk due to the immediate drop from the road side into the river. The clerk will write a letter to the head of the highways department at the County Council regarding the matter.
Cllr Parr reported that on the road beside The Hive the hedge has now entirely gone and the bank is eroding. This was reported last month so the Clerk will chase the matter up with Graham Laurie at the County Council. Cllr Mansbridge reported ongoing issues with potholes and blocked drains throughout the area.
Cllr Robinson reported that Upper Marshwood Vale Parish Council are in the process of ordering salt bins so it was agreed that the Clerk would contact them to establish how much they are paying per bin and if we were to add our order to theirs could any money be saved. He also reported that DAPTC are taking on the responsibility for emergency planning procedures, Cllr Brierley is going to ask the IT department at the County Council if they have a computer that can be given to the Whitchurch Playgroup and the upcoming exhibition has been advertised throughout the north of the area. Finally Cllr Robinson reported that Marshwood has indentified three potential sites for affordable housing but as they are undersubscribed there will potentially be an opportunity for Char Valley to use some of these homes if we are oversubscribed.
The Clerk reported on behalf of Cllr Brierley that the issues with grit bins in Pound Lane are in hand, the issue with flooding at Cothayes is due to be resolved as the County Council are currently clearing the drains through the village and the owners of Cothayes are to replace 20 yards of culvert leading down the road, the culvert north of Stockham Bridge is being chased up and finally more than 7000 tons of salt and grit has been laid throughout the county and talks are taking place with the NFU regarding using red diesel for farmers using spreaders on their tractors to open the country roads for the rural community.
Cllr Robinson reported that strict speed checks are currently being made throughout the area, by both marked and unmarked police vehicles. Action: Clerk & Cllr Everidge
2241 Update on Whitchurch Canonicorum Play Equipment Repairs:
The Clerk reported that she had contacted Playquest, the company that installed the play equipment 10 years ago, and was told that they can carry out an inspection of the site and equipment, which would cover the Parish Council for insurance purposes for a further year, and carry out some general maintenance on the equipment, including the points highlighted on the recent inspection. This would be at a cost of a minimum of £350 and would not include installing a litter bin or fixing the bench and seats to the ground. Cllr Bailey proposed that the Clerk cancel the scheduled inspection with Playsafety, due in May, and instruct Playquest to inspect and carry out maintenance in August, which is when the next annual inspection would be due. This proposal was seconded by Cllr Tubb and all agreed. The Clerk will contact Playquest and Playsafety to arrange this. It was also agreed that a team would go into the play area to see if a bin and bench and seat fixings would be necessary. Action: Clerk
2242 Update on Bus Shelter for Morcombelake:
The Clerk reported that she had contacted Garrick regarding a brochure and price list of bus shelters and she had asked Chideok Parish Council for details of the process they followed to install their shelters. The Clerk also contacted Andy Kirby and was told that once the parish Council had decided on the type of shelter and the required position, we are to contact him and he will liaise with the Highways Agency and the relevant people at Connect. Once they agree to the plans the Parish Council can proceed. It was agreed that the Clerk would contact Garrick to arrange a free site survey to establish the best position and type of shelter, after which a full quote will be provided. Cllrs Tubb and Johnson agreed to meet with the Garrick representative at the site to discuss the matter. Action: Clerk
2243 Resolution to Make Decision on Accepting Lengthsman Scheme:
Cllr Johnson reported that Upper Marshwood Vale had agreed to accept the scheme, subject to the financial arrangements with the County Council and other councils coming on board. Cllr Robinson stated that the District Council has nothing in its budget to finance the scheme so all funding will have to come from the County and Parish Councils. Further information would be needed from the County Council, such as whether tools and insurance would be provided for the Lengthmans and what is the maximum financial input that the County Council is willing to commit. The Clerk will contact the Upper Marshwood Vale Clerk and Cllr Brierley to establish some further information. It was proposed by Cllr Bailey that the scheme be accepted by the Parish Council subject to the financial arrangements with the County Council, this was seconded by Cllr Mansbridge, all agreed. Action: Clerk
2244 Update on 'Life, Work & History in the Char Valley' Exhibition:
Cllr Creed Castle reported that even though all of the stewards that helped with the last exhibition are willing and able to assist again, further help is still required by volunteers due to the extra day. She also stated that the WI is able to help out for the duration of the exhibition. It was agreed that the Clerk would contact the Dorset Echo and Western Gazette to ensure the adverts are placed. Action: Clerk
2245 Update on Affordable Housing for Whitchurch Canonicorum:
Cllr Johnson reported that she had spoken to Rob Asprey who has proposed that a village consultation event be held on Thursday 4th March 2010 from 3.30pm to 7.30pm. The hall has been booked and posters will need to be displayed on the notice boards once Mr Asprey has provided the content. Cllr Johnson stated that it will be necessary for Parish Cllrs to attend the event.
2246 Resolution to Set Dates for Annual Parish Meetings:
It was agreed that the Stanton St Gabriel Parish Meeting will be held on 27th April 2010 at 7.30pm in the James Hargreaves Community Hall and that Cllr Watt will book the hall. The Whitchurch Canonicorum Parish Meeting will be held on 6th May 2010 at 7pm and Cllr Johnson will book the village hall. Cllr Snook will notify the Parish Council of the date for the Wootton Fitzpaine Parish Meeting at the next Parish Council meeting in March. Action: Cllr Snook
2247 Resolution to Discuss Clerks Appraisal and Agree Salary Spine Increase:
Cllr Johnson reported that she had carried out the Clerks annual appraisal and stated that no concerns were raised. The subject of holiday entitlement for the Clerk was discussed and due to the nature of the job it was suggested that it may be better to pay the Clerk holiday pay as she is not always able to take time off. It was agreed that this would be discussed further at the April finance meeting. The salary spine increase was discussed and it was agreed that a spinal point increase was acceptable, this was proposed by Cllr Snook, seconded by Cllr Watt and all agreed.
2248 Finance:
Clerks Report/General Matters: The Clerk reported that the Parish Council were no longer required to pay the annual paper map copying licence fee to Ordnance Survey as the map on the website is covered by the District Council's Mapping Service Agreement. She also reported that a broken stile on the footpath in Loves Lane, Morcombelake had been reported and the resident had asked that the stile be replaced by a gate to make access easier. The District Council has asked that we provide a contact person to liaise with in order to establish if installing a gate would be possible. It was agreed that the Clerk would contact Don Newman as he is the footpath representative. The Clerk made the Parish Council aware that an email had been sent to Cllr Brierley from a resident with regards to flooding issues in Whitchurch Canonicorum.
Following the invoice from XCalibre Communications to renew the Web Hosting Account, Tim Heap, the gentleman that does the Parish Council website updates, has offered to supply the Parish Council with a Web Hosting package at a cost of £50 per year. It was agreed that it would be beneficial to the Parish Council to have the hosting and the updates done by the same person so it was decided that the payment to XCalibre Communications would not be paid but instead a payment of £50 would be issued to Tim Heap for the annual web hosting. This was proposed by Cllr Mansbridge, seconded by Cllr Creed Castle and all agreed.
The Clerk read an email from the Wootton Fitzpaine Toddler Group asking for a grant of £500 from the Parish Council. After discussions it was proposed by Cllr Bailey that a one off payment of £225 be paid to the group, this was seconded by Cllr Snook, and all agreed. Resolution for Payment Approvals: Clerks Salary & Expenses for February 2010, £348.26 - James Hargreaves Community Hall (Hall Hire), £12.00 - Creeds (Char Chat Printing, Issue 23), £81.50 - Tim Heap (Web Hosting Account), £50.00 - Wootton Fitzpaine Toddler Group (Donation), £225.00. All payments proposed by Cllr Snook, seconded by Cllr Mansbridge, all agreed.
2249 Correspondence:
NALC, Local Council Awards - Local Works, Sustainable Communities Act Amendment Bill - James Hargreaves Community Hall, Burial Ground Donation Thank You - Dorset County Council, Countryside News Winter 2009 - Playsafety, Annual Inspection Confirmation - Fishpond PCC, Burual Ground Donation Thank You - Dorset Strategic Partnership, January 2010 Bulletin - BLAP, First Aid Courses - NALC, National Training Strategy Review - Monkton Wyld PCC, Burial Ground Donation Thank You - DAPTC, Chief Executive's Circular 01/10, 02/10 & 03/10 - Wootton Fitzpaine PCC, Burial Ground Donation Thank You - National Trust West Dorset, Change of Address - NALC, Leadership Academies 2010 - DEFRA, Access Newsletter January 2010 - DAPTC, Broadband Provision Update - BLAP, Meeting Dates & Newsletter - Dorset County Council, Temporary Traffic Order - West Dorset District Council, Community Planning Sessions - West Dorset District Council, Whitchurch Canonicorum Conservation Area.
2250 Items for Next Agenda:
Affordable Housing, Bus Shelter and Report on Exhibition.
2251 Date of Next Meeting:
Monday 8th March 2010 at 7.30pm in the Wootton Fitzpaine Village Hall.
2252 Any other business: None.
2253 Close of Meeting: 9.50pm. |