Present:
S Johnson (Chairman), K Mansbridge (Vice Chairman), K Tubb, S Creed-Castle, P Watt, D Snook, C Parr, C Peck, J Marsden, C Everidge, M Robinson, PCSO Jones, D Newman and 2 members of the public.
2341 Apologies:
C Sage, C Bailey and G Brierley.
2342 Meeting Suspended for Public Discussion Period:
Mr Newman spoke to the Parish Council regarding the Whitchurch Canonicorum Conservation Area Appraisal. He stated that the consultation event held in June was positive and that at the Whitchurch Canonicorum Annual Parish Meeting it was agreed that a resolution would be taken forward to the Parish Council to support the appraisal plans. With this in mind he asked why the Parish Council had taken the decision to not support the proposals. * Cllr Everidge joined the meeting at 7.40pm * Cllr Tubb stated that the matter was discussed at the June Parish Council meeting and it was felt that the plans to extend the area were of no benefit as there are already planning guidelines and controls in place and there was no need for any more. With this in mind it was agreed that these views would be put to the Planning Department by email as a general response from the Parish Council but that no formal feedback form would be submitted. Cllrs were then asked to submit any comments they had on the matter independently. Mr Christopher commented that the June Parish Council minutes were confusing and that he did not understand why the Parish Council did not support the plans. He stated that as he lived within the current conservation area he was subject to certain restrictions and commented that this was the main purpose of the conservation area, to ensure its protection. He went on to state that local issues did not appear to be taken forward by the Parish Council, those including overgrown vegetation around the Whitchurch Canonicorum village sign and recent concerns over planning enforcement issues at the Five Bells Inn. Cllr Mansbridge highlighted that with the Parish Council now having use of a Lengthsman, overgrown vegetation can be easily tackled. Mr Newman went on to say that as none of the Cllrs, except one, actually lived within the conservation area he felt they had no grounds to oppose the plans. Cllr Robinson commented that he felt the minutes of the June Parish Council meeting were a true reflection of what was discussed at that meeting and Cllr Johnson confirmed that a report from all Parish Meetings is given at the next available Parish Council meeting. Mr Christopher concluded by asking if a copy of the email that the Clerk had sent to the District Council regarding the conservation area appraisal could be provided and it was agreed that the Clerk would forward this on. He asked if the Parish Council would contact the District Council again to withdraw their email and Cllr Johnson stated this would be discussed later in the meeting.
2343 Declarations of Interest:
Cllr Johnson declared an interest in the Cardsmill Farm, Whitchurch Canonicorum planning application.
2344 Resolution to Approve the Parish Council Minutes Held on the 14th June 2010:
The minutes were agreed as acceptable, proposed by Cllr Watt, seconded by Cllr Snook, all agreed.
2345 Actions Following Last Meeting:
The Clerk contacted the Upper Marshwood Vale Parish Council to establish if there is a direct number to the Highways Dept that the Lengthsman can use and was informed that he would need to contact the County Council on the general number of 01305 221020. The Clerk also emailed the Parish Councils views on the conservation area appraisal to the District Council, sent an email to the planning department to express concerns over any future planning applications on the land west of Fulvens Home Farm, contacted Cupboards Direct regarding the order for the salt bins that will be made in October and finally contacted Christine Stone, the District Council's funding advisor, regarding the bus shelter action group.
2346 Planning Applicants Presentation: None.
2347 Planning: Applications to Consider:
Pothills Farm, Ryall - Cllrs Parr & Watt looked at this application for change of use of a redundant agricultural barn to a home office, workshop and store and reported that it is a nice old barn that would be enhanced by the proposed alterations, particularly the tiled roof. It was felt that it is better to bring the building into use than to let it deteriorate further. It was noted that it should not be seen as a stepping stone for change of use and subsequent sub division from the house but remain as a unit. Cllr Watt proposed that Cllr Parr's comments be sent on to the planning department, this was seconded by Cllr Marsden, and all Cllrs agreed. A late application for the Covered Reservoir, Morcombelake for an additional 3 antennas and associated cabling was looked at by Cllrs Parr and Watt. They had no objections to make and noted that it is hoped the redundant antennae will be removed. Cllr Watt commented that The Hardown Society had raised concerns over the levels of radiation but a recent survey had reported that there is no evidence of any childhood cancer link with cell phone masts. Cllr Tubb proposed that Cllr Parr's comments be sent on to the planning department, this was seconded by Cllr Watt, and all Cllrs were in agreement. A late adjoining parish application for the Land Adjacent to Shave Cross, Marshwood to install a field shelter, implement store and hay store will be passed to Cllr Bailey to be looked into.
Applications to Note: Frodsham Motors, Morcombelake - Cllrs Everidge and Watt looked at this application for 2 illuminated signs and after discussions with all Cllrs at the last meeting there were concerns over the size of the lettering as it was felt it was too large and unnecessary and that the lower lettering could be obscured by parked cars. The purpose of lighting was also discussed as the shop is not to be used at night and therefore seemed unnecessary. Overall all Cllrs objected to the application and these comments were sent on to the planning department. Cardsmill Farm, Whitchurch Canonicorum - Cllrs Snook and Sage looked at this outline application for an agricultural workers dwelling and commented that with the appraisal and clear evidence from the site visit, there is a proven need for an additional full time livestock worker who must be on site. The proposed location will have no detrimental effect on existing buildings, nearby properties or the landscape and overall approval was recommended. Smiths Farm, Wootton Fitzpaine - Cllrs Snook and Sage looked at this application to replace an existing extension with a new single storey extension and commented that with an increase of 3 bedrooms and 3 bathrooms the present sceptic tank and drainage will not be adequate due to the poor drainage and soil structure for the soak away. Traffic movements were considered and with the fast access onto the A35 an issue it was felt that Highways would need to reassess the situation. It was noted that the proposed slate roof is more in keeping and the reduced glass is an improvement from the original application. Overall, unless the access and drainage issues are addressed it was felt that approval could not be recommended. Frodsham Motors, Morcombelake - Cllrs Everidge and Watt looked at this application to install a window in the west elevation and although no objections were made, it was noted that the garden of Star Cottage will be overlooked.
Approval to Note: Cothayes, Whitchurch Canonicorum (grant of Non Material Amendment) - Windrush, Stonebarrow Lane, Charmouth (Grant of Non Material Amendment) - Land Adjacent Stockham Bridge, Whitchurch Canonicorum.
Refusals to Note: Paddocks Farm, Broadoak.
Discuss Potential Plans for Base Station Installation Upgrade at Hardown Hill: This matter was discussed earlier in the meeting as a formal application had been made to the planning department and has now been viewed by the parish Council.
2348 Reports:
Clllr Snook reported that she had attended the DAPTC Code of Conduct Roadshow event and some of the matters discussed were the running of meetings, bullying and declarations of interest. Cllr Snook reported that the Wootton Fitzpaine Village Hall fete raised a profit of £2151.23, of which £500 will go to the church, £200 to the Kingfisher Ward at Dorchester Hospital and the remaining money will go towards the kitchen refurbishment, which is due to start on 16/08/10. Upcoming events include a Cream Tea on 15/08/10 to raise funds for the Church.
Cllr Watt reported that the James Hargreaves Community Hall will be holding its AGM on 17/08/10 and that fundraising is ongoing. Cllr Tubb reported that the Whitchurch Canonicorum Village Hall finances were a concern, as are the lack of hall bookings, and ongoing hall improvements are being discussed. Cllr Snook reported that the missing sign for Wootton Fitzpaine in Charmouth has been looked into and there seems to be no record of the order being placed. Graham Laurie at the County Council Highways Department has said that a new order has had to be made and that the new sign could be expected within 4 to 6 weeks. As this time limit has now been reached it was agreed the Clerk would contact Mr Laurie for an update.
Cllr Snook also reported that the main sign into Wootton Fitzpaine had rusted and that this had been reported to the County Council. It was agreed that the Clerk would contact Mr Laurie to see when repairs can be expected. Cllr Watt reported that the overhanging vegetation obscuring the Pedestrian Crossing sign in Morcombelake had been cleared. She also asked if it would be possible to look into having a bench installed at the eastbound bus stop opposite the post office in Morcombelake for elderly bus users. It was agreed that the Clerk would contact Alexis Wood at the Highways Agency to see if this is possible and if so whose responsibility this would be.
Cllr Tubb commented on the improvements within the parish following the work of the Lengthsman. He also reported to Cllr Mansbridge that some repairs are needed to the rear of the playground enclosure as the hedge is wearing thin and a fence may be necessary. Cllr Mansbridge will pass this on to the Lengthsman to see if he is able to do this. Cllr Marsden reported a blocked drain on Bluntshay Lane, opposite Plenty House, details of which Cllr Mansbridge will pass onto the Lengthsman. PCSO Mark Jones reported that oil thefts in the area had dropped and that an open day for the areas local police is due to be held at Dorchester Rugby Club on Saturday 24th July between 10am and 4pm. He also reported that a PACT meeting is due to be held on 20th July 2010 at 7pm in Chideock to discuss the recent protests in the village. Related agencies will be given the opportunity to report on what action can be taken to reduce traffic and pollution.
Cllr Robinson reported that after speaking to Hastoe regarding the Affordable Housing, it seems that the land owners have signed the option agreement which means that site surveys can now commence. It is hoped that by September the investigations will be complete and the plans will be drawn up and submitted. Cllr Robinson has complained to the District Council that he feels they are not investing in the Lengthsman Scheme and that this lack of involvement is now being reviewed. He also stated that plans for the District Council to work more closely with Portland and Weymouth are being considered. Cllr Robinson mentioned that the Parish Council should consider reviewing its Village plan to ensure that the contents are still relevant and reflects the needs of local people. He commented that the Char Valley Village Plan is very good and that it shouldn't require a full household survey. It was agreed that this would be placed on the agenda for the September Parish Council meeting to be discussed further. Finally Cllr Robinson stated that the Scrutiny Committee are due to send out a questionnaire to all Parish Councils regarding improvements to the planning system. This will ask for the views of each Cllr as opposed to a general Parish Council opinion. Cllr Watt enquired into the large scale map that was due to be provided and Cllr Johnson stated that this had been provided by Cllr Robinson and that a laminated copy had been passed on to the Lengthsman.
The Clerk read a report on behalf of Cllr Brierley that stated that repairs to Stockham Bridge are due to start on 2nd August 2010 for three weeks and that the 30mph speed limit for Marshwood has been agreed and will be installed in September. Action: Cllr Mansbridge & Clerk
2349 Update on Bus Shelter for Morcombelake:
Cllr Tubb reported that himself and the Clerk had been corresponding with the planning department to establish if a planning application would be necessary for the shelter. The outcome of this is that the planning officer, Mr Rogers, has stated that the shelter could be considered as permitted development which would not require a planning application. However, as this is only the officer's opinion, if the Parish Council wants to be sure of this then they can consider submitting an application for a Certificate of Lawfulness. Cllr Robinson felt that Mr Rogers should give the Parish Council a definitive answer as to the required action and agreed to speak to Mr Rogers on the Parish Councils behalf. Cllr Tubb stated that a grant application form had been received and it seems likely that funding of up to £800 may be available. He also stated that after liaising with the Highways Agency and obtaining three quotations from various companies, it seems the most suitable company is Queensbury who have quoted a cost of £2669.00 for a 3 bay cantilever shelter. The design of this shelter will be a close match to the one at the bus stop on the opposite side of the road. The Clerk will complete the grant application form and send to the County Council. Action: Cllr Tubb, Cllr Robinson & Clerk
2350 Update on Affordable Housing for Whitchurch Canonicorum:
Cllr Johnson reported that other than the details provided by Cllr Robinson earlier in the meeting she had no further information.
2351 Update on Lengthsman Scheme: Cllr Mansbridge reported that the Lengthsman was proving to be a great help throughout the Char Valley area but that he still needs Cllrs to provide details of work that needs to be done. Cllr Watt stated that The Green in Morcombelake, opposite the hall, needs cutting and Cllr Everidge asked if the foliage at the entries to Ship Knapp could be cut back to provide clearer vision to drivers. Details of both issues will be passed on to the Lengthsman. Cllr Creed Castle asked if the bracken in the area can be cut back and Cllr Mansbridge stated that this may be a job that needs to be done by the County Council and that he would speak to the Upper Marshwood Vale Parish Council about the matter. Cllr Johnson asked if the overgrown foliage obscuring the Whitchurch Canonicorum sign could be cut back and it was agreed that she would speak to the owner of the land to get his permission before the Lengthsman takes any action. Cllr Peck commented that there is a number of patches of Knotweed present in the area, particularly on the junction between Pitmans Lane and Taylors Lane, and asked how this is normally dealt with. Cllr Parr stated that spraying had been carried out in the past and Mr Newman stated that Dave Green of The Hardown Society has carried out a lot of work on this matter in the past. Cllr Johnson will pass Dave Green's contact details to the Clerk and she will liaise with him on the best way to tackle the problem. Finally Cllr Johnson stated that if the Lengthsman is able to carry out repairs to the playground boundaries then the Parish Council may have to pay for materials, such as fencing. Action: Cllr Mansbridge, Cllr Johnson & Clerk
2352 Resolution to Discuss and Adopt Revised Standing Orders:
The Clerk stated that on advice from the National Association of Local Councils (NALC), all Town and Parish Councils were asked to revise their Standing Orders. The Clerk has adjusted the template provided by NALC and has incorporated the relevant details from the Parish Councils existing Standing Orders to produce a new document. It was agreed that the Clerk would email this document to all Cllrs with email access and will provide a hard copy to Cllrs Parr & Watt to allow all Cllrs to view the revised Standing Orders before they are adopted. This matter will be put on the September agenda to be discussed with a view to adopting the revised document. Action: Clerk
2353 Discuss Whitchurch Canonicorum Conservation Area Appraisal:
The Clerk read a letter that had been received from Mr Welch raising concerns over the Parish Councils objections to the conservation area plans. Cllr Mansbridge reiterated that with controls over planning and DEFRA needing to be contacted with regards to any action taken on the land the Parish Council felt that an extension of the area was not necessary. Mr Newman reported that Oliver Letwin had been made aware of the issues and had suggested that a poll be conducted to establish the local opinion. Cllr Johnson stated that the consultation event was the resident's opportunity to state their views on the appraisal. It was agreed that the Clerk reply to Mr Welch's letter to state that mixed views had been received on the proposed plans and that with no obvious benefits there appeared to be no need for an extension to the area. We will clarify that although an email was sent on behalf of the Parish Council to express these views, no official feedback form has been sent and that all Cllrs were encouraged to respond individually. The Parish Council has stated that it was not their intention to oppose the plans but to state that they could see no benefits and it was agreed that an email be sent to the planning department to clarify this. Action: Clerk
2354 Finance: Clerks Report/General Matters:
The Clerk clarified that she had calculated her holiday pay entitlement for the period January to June 2010 and had included 15 hours holiday pay on her July invoice and 10.2 hours holiday pay on her August invoice as previously agreed. The Clerk also reported that the insurance cover was due to be renewed in June 2010 but Aon Limited had sent the renewal paperwork to the incorrect address and had therefore not been received by the Clerk. The paperwork has now been received and Aon Limited has confirmed that the cover is continuous and unaffected by the late payment. The Clerk reported that an invoice has been received for the play equipment maintenance inspection due in August and after speaking to the company they are happy for payment to be withheld and sent post inspection. This invoice will now be put on the September agenda for payment approval. The Clerk reported that she had received a donation request from Bopper Bus. This is an regular yearly donation that has been budgeted for and it was agreed that a payment of £550.00 be paid in September, this was proposed by Cllr Watt, seconded by Cllr Snook and all agreed. Finally the Clerk mentioned that she intends to take a few days holiday from 1st August and will not be available.
Resolution for Payment Approvals:
Clerks Salary & Expenses for July 2010 plus Holiday Pay, £487.34 - Clerks Salary & Expenses for August 2010 plus Holiday Pay (postdated), £445.35 - Whitchurch Canonicorum Village Hall (Hall Hire), £17.00 - AON Limited (Insurance Renewal), £1396.10 - Creeds (April Char Chat Printing), £81.50 - Whitchurch Canonicorum Village Hall (Maintenance Grant 2010/2011), £350.00 - James Hargreaves Community Hall (Maintenance Grant 2010/2011), £350.00 - Wootton Fitzpaine Village Hall (Maintenance Grant 2010/2011), £350.00 - DAPTC (Code of Conduct Roadshow), £5.00 - Logomotion (Website Updates July 2009- July 2010), £710.00 - Petty Cash, £50.00. A late payment to DAPTC for £20.00 as payment for the New Cllr training seminar that Cllr Peck attended was noted. A late payment to Whitchurch Canonicorum Village Hall for £17.00 as payment for the recent Homewatch meeting was noted. All payments agreed as acceptable, proposed by Cllr Creed Castle, seconded by Cllr Peck, all agreed.
2355 Correspondence:
Rural Services Community, Weekly Rural Updates - Dorset County Council, Re-launch of the PMU - Lyme Regis Twinning Assc, George Somers Parade - West Dorset District Council, Enjoy Sport Newsletter - BLAP, Newsletter, Consultation & Meeting details - Planning Notification, Frodsham Motors - BLAP, Village Hall Updates - Dorset Physical Activity Alliance, B-Active Guide - DAPTC, Chief Executive's Circular 06/10 - BLAP, Democracy & Partnership Training.
2356 Items for Next Agenda:
Bus Shelter, Affordable Housing, Lengthsman, Standing Orders and Village Plan.
2357 Date of Next Meeting:
Monday 13th September 2010 at 7.30pm in the James Hargreaves Community Hall, Morcombelake.
2358 Any other business: Cllr Tubb reported that he has looked into the Community Resilience Plan and there is a lot of valid points raised and something that should be given a lot of consideration. It was agreed that the action group for this plan would try and meet over the summer to discuss further. Cllr Johnson asked if there were any items that Cllrs would like to have included in the next edition of the Char Chat and it was agreed that there would be a mention of the Lengthsman and a piece about our new Cllr, Carolyn Peck. Cllr Creed Castle stated that not everybody in the area is aware that we have a Lengthsman. Cllr Tubb offered to contact Mystic Signs to obtain a quote for a magnetic sign that the Lengthsman could display on his van to make local people aware of who he is when he is working in the area. Cllr Mansbridge also agreed to enquire as to whether he has a name badge that he can wear. Action: Cllr Tubb & Cllr Mansbridge
2359 Close of Meeting: 9.55pm. |