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Council Meetings
MINUTES OF A MEETING OF CHARMOUTH PARISH COUNCILHELD AT THE ELMS ON TUESDAY 21 APRIL 2009
PRESENT: Mr N Berry Mrs J Bremner Mrs H Cleden Mr M Hayter Mr K Lander Mrs J Morrow Mr M Osborne Mr J Prosser Mr R Wyatt
1 member of the public (Mrs S Beevor)
55/09 APOLOGIES Apologies were received from Mr Newson (ill) and Mr Whatmore (previous engagement). 56/09 MINUTES OF THE MEETING HELD ON 17 MARCH 2009 The minutes of the meeting held on 17 March 2009 were approved by Council and signed by the Chairman. 57/09 MATTERS ARISING FROM THE MINUTES 1. Re: 53/09 1. – The Clerk confirmed that she had spoken with Bruce McAuslane again today and was expecting an update from another section of Wessex Water who is the client, asap. 58/09 FORESHORE COMMITTEE (Meeting held on 7 April 2009) 1. Following a letter from the Dorset Section of the Vintage Motor Cycle Club it was proposed by Mr Osborne, seconded by Mr Hayter and RESOLVED that the group be allowed free parking when they visit Charmouth on the morning of Monday 18 May 2009 and a request be made for a donation in lieu to the HCC. The café would be informed of the visit. 2. Following a letter from Mr Harding requesting a memorial bench in memory of his sister who used to live at Charmouth Lodge, it was proposed by Mr Osborne, seconded by Mrs Cleden and RESOLVED that the request for a bench be approved and the location would be considered when the Foreshore Committee meet at the Foreshore on 5 May. 3. Following receipt of the Asbestos survey for the factory building, the offending sheets of asbestos on the bunker in the beach office have been removed and disposed off. With regard to the minor issues in other parts of the building, it is proposed by Mr Osborne, seconded by Mr Hayter and RESOLVED that the tenants of the factory building be given copies of the report and stickers issued if required. 4. Mr Osborne reported that he had cut the hogweed back himself, but after looking more carefully feels that this is probably not on Council land. 5. With regard to the grass verge along the footpath to the bridge, it was proposed by Mr Osborne, seconded by Mr Wyatt and 1/7 983 RESOLVED that after checking the situation with the insurance company, DCC be asked if the Council could cut this footpath verge on their behalf. Mr Lander felt that payment to the Parish for cutting this path should be requested. 6. Mr Osborne reported that the Forshore Committee consider that Mr M Perham, Beach Attendant is sensible enough to cross the river in the tractor on his own provided that he can walk it in Wellington boots without getting his feel wet, it was therefore proposed by Mr Osborne, seconded by Mr Hayter and RESOLVED that Mr Perham be allowed to cross the river in the tractor on his own taking the precautions described above. The situation to be unique to him and reviewed should new staff be involved. 7. Mr Prosser raised the issue of the rubber matting and asked in the light of apparent back pedalling by the HSE with certain legislation and the fact that Beer manages to maintain matting on their beach, whether the Foreshore Committee would consider this issue again prior to disposing of the matting. Comments were made that Beer is much more sheltered that Charmouth and not so susceptible to long shore drift. Mr Wyatt confirmed that it would cost about £800 to get proper pegs made. Mr Osborne agreed to look at this again at the next Foreshore Committee. 59/09 PLAYING FIELD AND CEMETERY COMMITTEE (Meeting held on 7 April 2009) 1. Mrs Cleden reported that following the discussion last month about the quote for tree surgery at Charmouth cemetery, the Committee felt that the quote of £500 from Dorset Forest and Tree Care should be accepted, it was proposed by Mrs Cleden, seconded by Mr Hayter and RESOLVED that the quote be accepted. Mr Stoodley should also be asked to look at the magnolia tree to the rear of the Elms at the same time. This had been approved for removal. 2. Following a report from Mr Lander that it appears unlikely now that funding will be obtained for a MUGA, it was proposed by Mrs Cleden, seconded by Mr Lander and RESOLVED that the Committee should investigate other pieces of play equipment to spend some of the reserves on. 60/09 PLANNING COMMITTEE (Meeting held on 14 April 2009) The minutes of the Planning Committee had been circulated to all Councillors showing the comments made on the applications received. Mr Wyatt explained the decisions in Mr Newson’s absence. No further applications or correspondence had been received since the Committee Meeting. 61/09 BALANCE OF ACCOUNTS Balance at Bank as of 31.3.09 30451.28 Business Deposit Account 98439.14 (Represented by: Working 24087.18 Contingency 3003.70 Earmarked Reserve) 71348.26 Nat West “bolt hole” Account 1000.00 2/7 984 Income for March 5096.36 Expenditure for March 10382.01
62/09 ACCOUNTS FOR APPROVAL HM Revenue and Customs 1389.21 Travis Perkins 385.21 EDF Energy 102.56 Morgans 90.85 Axminster Power Tool Centre 1229.28 T N Matthews 100.00 OHE Horticultural Ltd 491.74 Aptiva Environmental Ltd 914.25 Zurich 1495.00 Francis Bugler Ltd 1621.48 Liftserv 422.03 A J Supplies (Dorset) Ltd 82.92 DAPTC 402.59 Prospect Garage 109.50 Fowler Hire and Sales Ltd 40.25 Gloster Furniture 553.53 H M Revenue and Customs (VAT) 206.15 Nildram 15.65 BT 68.62 9720.82 It was proposed by Mr Prosser, seconded by Mrs Cleden and RESOLVED that the accounts totalling £9720.82 be approved for payment. 63/09 FINANCE COMMITTEE (Meeting held on 14 April 2009) 1. Wages expenditure for March 2009 amounting to £3590.28 was noted. 2. Following circulation of the monthly spreadsheets for March showing the year end figures, it was proposed by Mr Prosser, seconded by Mrs Morrow and RESOLVED that the March 2009 accounts be accepted. 3. Following circulation of the end of year financial report, it was proposed by Mr Prosser, seconded by Mrs Cleden and RESOLVED that the end of year financial report be approved and that the carried forward budget figures be allocated to earmarked reserves as set out. In addition, it was resolved that the surplus of £12373.60 should be transferred to the Elms Roof Earmarked Reserve. Consolidation of the earmarked reserves would be looked at by the Committees in May. 4. Following a report from Mr Prosser at the Finance Committee, it was proposed by Mr Prosser, seconded by Mr Osborne and RESOLVED that a review of the effectiveness of the Internal Audit System had shown that the Council are happy with the system currently in place and that currently no changes are required. 3/7 985 Mr Prosser confirmed that the external audit pack for the financial year just ended, had been received and the accounts were being prepared. 5. Following a quote received from Mr G Tuck to replace the main café door and shutters on the other shop window, it was proposed by Mr Osborne, seconded by Mr Prosser and RESOLVED that the quotes of £390 and £385 respectively be accepted, as a quote of £395 had been accepted last year to undertake the other pair of shutters. 6. Mr Berry asked if guide prices had been sought for the Elms Roof. Mr Hayter confirmed that a professional specification had been drawn up in order to go out to tender for this work and this included a guide price. 64/09 WEST DORSET DISTRICT COUNCIL ISSUES In Mr Newson’s absence there were no issues. 65/09 DORSET COUNTY COUNCIL ISSUES 1. Col Brierley reported on the latest situation with regard to the parking restrictions and that at the Roads and Rights of Way Committee in May, he hoped to get the Committee to have a site visit to look at the contentious areas and make a decision there and then. 2. Col Brierley reported that the roadworks by Lily Farmhouse are Southern Gas and he is pressing for some movement. 3. Col Brierley was pleased to report that following the problems encountered with investments with Icelandic Banks, it is now hoped that DCC will get most of their money back. 66/09 REPORTS FROM NOMINATED REPRESENTATIVES OF ORGANISATIONS 1. Mrs Bremner reported that she hoped to attend a Charmouth Traders’ Association meeting on Thursday. 2. Mr Lander reported that the introduction of Digital TV was now coming to a climax and he had held a very successful information day at the Elms last Friday. 3. Mrs Cleden mentioned the recent exhibition at the HCC by the youngest Charmouth School children and asked how many Councillors had managed to visit the exhibition. 4. Mr Prosser mentioned problems being experienced at the Community Hall with “rave” type parties. 67/09 REPORT FROM SUB-COMMITTEE DISCUSSING TENNIS CLUB LAND Mrs Morrow reported that she, Mr Lander and Mr Wyatt had met to discuss this issue and unfortunately it had been agreed that to proceed with the idea of a land swap with the tennis club was not economic at the current time. 68/09 BEACH HUT RESIDENTS’ DRAW The Residents’ draw for beach huts on the green and the blue huts took place and names were drawn by Mrs Beavor. 4/7 986 69/09 CORRESPONDENCE AND COMMUNICATIONS 1. A reply has been received from Oliver Letwin MP regarding the on-going saga of the brown signs. This letter was read to Council and agreed that a submission be made for a brown sign as suggested to see what sort of contribution would be forthcoming from Connect A35. 2. An e-mail has been received from Lyn Cooch, Portland Ranger regarding free parking for beach clean. It was proposed by Mrs Cleden, seconded by Mr Wyatt and RESOLVED that free parking be given for the beach clean helpers. 3. Several copy letters, both for and against the proposals contained in the review of parking regulations, have been received and are available to read. The Council agreed last October, not to revisit this issue as they felt a definitive response was given in March 2008 with their views. 4. DCC Jurassic Coast Management Plan has been received and is available to read. This will be available at the next Foreshore Committee. 5. A letter has been received from Dorset County Council regarding hedges overgrowing footways and roadways. This was read to Council and although the general principle was supported it was felt that the Council were not in a position to take on any more responsibilities at this time. Mrs Morrow confirmed that she had not entered Charmouth for the Best Kept Village Competition as she had been disappointed with the response to her plea to help clean up the village. 6. Minutes of the Western Area DAPTC Meeting held on 26 February have been received and a copy passed to both KL and JM. 7. A invitation has been received from Bymead House to a Care and Share Day to be held on 15 May 2009 – numbers are required if anyone is interested in attending. Also received is a poster regarding Bymead’s Easter Buffet to be held on 23 April – details are available if anyone is interested in attending. 8. A letter has been received from an upper platform beach hut tenant regarding concerns – this will be passed to the Foreshore Committee. 9. West Dorset Design and Sustainable Development Guidelines document has been received – this is now in place following recent consultation. This will be passed to the Planning Committee. 10. Information has been received from the Equality and Human Rights Commission regarding public sector duties. This is to be phased in with the introduction of the forthcoming equality bill. Information received to date is available to read. 11. Friends of the Heritage Coast Centre newsletter has been received and is available to read. 70/09 EXCHANGE OF INFORMATION 1. Mr Berry stated that he would be away for the Beach clean this year but thought it would be interesting to see how many bags of rubbish are collected as opposed to last year as Mike’s efforts will undoubtedly make a difference. 2. Mr Osborne reported that the river is very stagnant at present. 3. Mrs Cleden reiterated comments about the untidy state of the grounds of Thallata. This would be looked at by the Foreshore Committee at there next meeting. 5/7 987 4. Mrs Morrow felt that a sub-committee should be formed to look at formulating a Parish Plan. It was proposed by Mr Hayter, seconded by Mr Prosser and RESOLVED that Mrs Morrow and Mr Lander should meet initially and if necessary recruit members of the community to help draw up a questionnaire. Simon Thompson from DCA had offered help and results of the village appraisal from 2002 were available. 5. It was proposed by Mrs Morrow, seconded by Mr Lander and RESOLVED that at a cost of £31 the Parish Council should join the CPRE. 6. The Chairman reported that 4 Councillors still had not read the H&S review file which should be adopted this month. He asked those who had not read it to do so before the May meeting when this could be finally adopted. 7. The Chairman reminded Councillors that the Wessex Wings were performing another light parade on their motorbikes on Friday 8 May. They leave Newlands at 9.30pm. Public participation: 8. Mrs Beavor stated that she was extremely disappointed with the lack of support to clean up the Street which she felt was very messy, particularly outside Charmouth Lodge. She also stated that she is intimidated by traffic at the top of the Street by Higher Sea Lane and that the sign saying “No vehicular access to the sea” was badly faded. Mr Osborne confirmed that replacement of this sign had been agreed at the annual highways visit last Autumn. The public left and it was proposed by Mr Prosser, seconded by Mr Lander and RESOLVED that the Council go “in Committee”. 71/09 IN COMMITTEE 1.
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