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Council Meetings
1066 MINUTES OF A MEETING OF CHARMOUTH PARISH COUNCILHELD AT THE ELMS ON TUESDAY 20 APRIL 2010
PRESENT: Mrs J Bremner Mr M Hayter (Chairman) Mrs J Morrow Mr D Newson Mr J Prosser Mr M Whatmore Mr R Wyatt
55/10 APOLOGIES Apologies were received from Mrs Cleden (unwell); Mr Lander (holiday); Mr Osborne (work); Col Brierley (previous engagement). 56/10 DECLARATION OF INTEREST The Chairman reminded the Council of the need for individuals to declare an interest on either of the two types of interest as set out below. (a) In items on the agenda – Mrs Morrow declared an interest in item 4 of the Finance Minutes. (b) On gifts greater than £25 in value – there were no declarations of gifts of greater than £25 in value. 57/10 MINUTES OF THE MEETING HELD ON 16 MARCH 2010 It was proposed by Mr Prosser, seconded by Mr Newson and RESOLVED that the minutes of the meeting held on 16 March 2010 be approved as a true record and signed by the Chairman. 58/10 MATTERS ARISING FROM THE MINUTES There were no matters arising from the minutes. 59/10 FORESHORE COMMITTEE (Meeting held on 6 April 2010) 1. Mrs Bremner, in Mr Osborne’s absence, highlighted the fact that additional funding is being sought to realise the new bridge across the river and once this has been secured, designs would be revealed. 2. The issue of warning flags had been raised by Keith Waterson and the Committee are also concerned that the procedure for flying warning flags needs to be confirmed so as not to cause confusion. The Council felt that Mr Osborne’s suggestion of flying a Charmouth flag so as to keep the flag pole, was a good one. The insurance company are to be contacted for advice. 3. Following several rescues from the mud flows on east beach, emergency action had been taken by the coastguard on the Council’s behalf, following advice from Zurich’s Risk Management Section. This is a temporary measure and Mr Hayter, on Mr Osborne’s behalf, is to attend a meeting of all parties next week to look at a longer term solution. 4. It was reported that the car park charges plate had been ordered. 1/7 1067 5. It was reported that WDDC had looked at the car park machine and confirmed that it doesn’t like being opened in the wet weather. Unfortunately, all the types of machines have different problems to contend with. 6. Mr Osborne had spoken with Mr Hayter about obtaining wider wheels/tyres for the landlegend tractor. Mr Hayter had since spoken to Cowlings who had quoted £475 on an exchange basis. Mr Hayter would visit Cowlings and take photos to show the Committee. 7. Following concerns about the car park machine being out of action over a busy weekend, Mrs Bremner confirmed that it would be a good idea for the Chairman of Foreshore to have keys if required. Mr Hayter confirmed that he had tried, without success, ringing staff when the problem was reported to him but had completely forgotton that Keith Waterson still had keys and the ability to access the machine. 8. Since Mike Perham had spoken with Jane Morrow about being under pressure to undertaken jobs away from the Foreshore prior to the Easter break, Mike had been encouraged to speak to the Clerk or the Chairman of Foreshore for continuity. 9. It was confirmed that the broken glass in the café door is the other one to the one which was replaced recently. Keith Waterson would be asked to replace this prior to the season. 10. Mrs Morrow was concerned about the rubbish overflowing at weekends when cover isn’t available and asked what the situation was with cover. The Clerk confirmed that weekend cover is provided over bank holiday weekends and from the end of June through to the beginning of September. It was concluded that this was a very difficult decision as this year the weather had been particularly good since Easter making it busier. 11. Mr Hayter reported that he had advised Mike to cut back half the brambles on the east side and hoped that the Committee approved. No guidelines were given from the Committee. 12. Mrs Morrow had met with Mr R Roskell, Architect regarding the proposed slipway and he should be contacting the office shortly. Mrs Morrow confirmed that no charge would be made as yet. 13. Regarding the renewal of parking permits for the unit holders, it was proposed by Mrs Bremner, seconded by Mrs Morrow and RESOLVED that these remain as currently with one permit per unit and two warden permits for the HCC. Tenants are to be reminded that they must park on the overflow car park and Mike will be asked to enforce this. 60/10 PLANNING COMMITTEE (Meeting held on 10 April 2010) The minutes of the Planning Committee had been circulated to all Councillors showing the comments made on the applications received. The following had been received since the Committee Meeting: · A letter has been received regarding satisfactory compliance with condition 10 of the application relating to Lower Sea Lane Car Park. 2/7 1068 61/10 BALANCE OF ACCOUNTS Balance at Bank as of 31.03.10 35833.20 Business Deposit Account 79527.55 (Represented by: Working 23705.70 Contingency 520.22 Earmarked Reserve) 54855.71 Nat West Account 1000.00 Nat West Savers Account 10000.00 Income for March 6770.43 Expenditure for March 10571.28 62/10 ACCOUNTS FOR APPROVAL HMRC(PAYE) 1692.21 HMRC (VAT) 669.48 CPRE 29.00 EDF Energy 472.63 Axminster Power Tool Centre 5.77 Viking Direct 220.83 Thorn Tree Design 4681.00 Lyme Media and Events Ltd 93.06 Mole Avon Trading Ltd 135.96 A J Supplies (Dorset) Ltd 430.40 DAPTC 18.00 Rexel Senate Ltd 108.81 Travis Perkins 237.15 Shoreline 40.00 Prospect Garage 115.40 Orona Ltd 452.76 Morgans 8.74 Nildram 15.99 BT 75.32 DAPTC 381.48 Misco 57.55 9941.54 It was proposed by Mr Newson, seconded by Mr Hayter and RESOLVED that the accounts totalling £9941.54 be approved for payment. 63/10 FINANCE COMMITTEE (Meeting held on 13 April 2010) 1. Wages expenditure for March amounting to £3555.83 was noted. 2. Following circulation of the monthly spreadsheets for, it was proposed by Mr Whatmore, seconded by Mr Newson and RESOLVED that the March 2010 accounts, showing the annual position, be accepted. 3/7 1069 3. Mr Prosser presented the end of year financial report to the Council and proposed that this be accepted, this was seconded by Mr Newson and RESOLVED that the end of year financial report for the year 2009/2010 be approved. With regard to allocation of surplus funds, Mrs Morrow and Mr Hayter both declared an interest and left the room. The three suggestions were taken individually and: · It was proposed by Mrs Bremner, seconded by Mr Newson and RESOLVED that £300 be used to accept a quote from Mr M White to plough, spray and rotovate the allotment site. · After a discussion, it was proposed by Mr Whatmore, seconded by Mr Wyatt and RESOLVED (with one abstention) that Shoreline be awarded a donation of £50 as a one off. It was noted that it had already been agreed that only youth groups would be considered for donations in future. · It was proposed by Mr Newson, seconded by Mr Whatmore and RESOLVED that the remainder £1751.51 of the surplus be transferred to the main contingency account as this had become depleted over the last year. 4. Following the death of Tony Keeler, Internal Auditor, Mr Prosser reported that Mr Bob Hughes had agreed to return to the role for the year just ended and hopefully the current year to ensure continuity. He had obtained Tony’s paperwork relating to the Council and would be coming into the office shortly. 5. Following more meetings with DCC and consultation with neighbours, the final position and design of the bus shelters for either side of the road outside the Elms has been determined. The quote received from Bus Shelters Ltd (one of the recommended companies) amounts to £5376.56. It was proposed by Mr Wyatt, seconded by Mr Newson and RESOLVED that the bus shelters be ordered with expenditure being made up from £1000 (09/10 budget), £2000 (10/11 budget), £2000 (EKS legacy) and a grant from DCC. 6. Following three quotes for hanging baskets outside the Elms, it was proposed by Mr Prosser, seconded by Mr Hayter and RESOLVED that the quote of £87 plus VAT (for 6 x 14” baskets) from Lea Park Nurseries of Exmouth be accepted. Mrs Bremner and Mrs Morrow felt that it was shame not to be using the local supplier this year. 7. Following the inspection by Zurich’s playground inspector, it was proposed by Mr Prosser, seconded by Mr Whatmore and RESOLVED that six new sets of swing chains be purchased from Wicksteed Leisure at a cost of £48.30 per set plus VAT and carriage. This would be taken from the current playground equipment budget. 4/7 1070 8. Mr Prosser highlighted the discussion about vandalism and stated that improved police presence seemed to be helping. 64/10 WEST DORSET DISTRICT COUNCIL ISSUES Mr Newson had no issues to report. 65/10 DORSET COUNTY COUNCIL ISSUES Col Brierley was not present. 66/10 REPORTS FROM NOMINATED REPRESENTATIVES OF ORGANISATIONS 1. Mrs Bremner reported that she had once again been asked to say a few words in French at the Twinning reception in May. 2. Mrs Morrow reported that an open day is to be held regarding the formulation of the Parish Plan. This will take place at the Community Hall on Saturday 26 June. 67/10 PARISH WEBSITE Mrs Morrow reported that she had spoken with lots of people in the village including the Traders Association about updating the Council website and incorporating into the Charmouth.org site as a third portal. She envisaged that this would have planning applications and an e-mail facility for parishioners to be able to ask questions which would save phone calls to the office. Mr Newson felt that if people are interested then they could come to meetings and he also felt that the idea of closing the office after 10.30am is to ensure that other work gets done, this would not happen if e-mails were arriving all the time. Mrs Morrow explained that Tim Heap of Stonebarrow Lane would set this up for a fee and maintain for a further fee of between £700 and £900 per year. Mrs Bremner felt that this fee is a relatively high on-going cost which is a commitment for the future. It was generally felt that a website is important but Mr Prosser felt that the on-going costs could not be justified. A link could be made to the Charmouth.org site and also WDDC planning portal which is easy to use and access applications. Generally it was felt that the on-going costs could not be justified and that the work in preparing the information to upload and constantly updating the site would be time consuming – currently this is done free by Mr Prosser. Mrs Morrow thought that perhaps the office assistant could undertake this. She wondered why the minutes are always 6-8 weeks late being posted and it was explained that these obviously have to be approved by Council prior to being in the public domain. Finally, it was proposed by Mrs Morrow, seconded by Mrs Bremner (in principle but not with on-going costs) that a website be set up as a third portal to charmouth.org, however following a vote (4:2 against) the proposal was not carried. It was agreed to revisit this issue again prior to budgeting in the Autumn. 68/10 BEACH HUT DRAW The beach hut draw was undertaken for residents. 69/10 CORRESPONDENCE AND COMMUNICATIONS 1. Correspondence has been exchanged between Oliver Letwin MP regarding a complaint about the grounds around the Elms – this was read to Council. 2. An enquiry was received from Miss Hunter, Lower Sea Lane about the provision of bus shelters. A reply was sent confirming that hopefully bus shelters would be provided at the Elms bus stops in the near future. 5/7 1071 3. A response has been received from BT in reply to the Council’s and District Council’s letters about undergrounding of wires – this was read to Council. 4. Information has been received from DCC regarding the Coastal Change Pathfinder Steering Group meeting to be held at Fernhill Hotel on 26 April – Jane Morrow to attend. 5. A letter has been received from WDDC regarding the casual vacancy arising from Mr Berry’s resignation. Notices have been displayed and we await to hear what the way forward will be. 6. Notices have been received regarding the parliamentary election to be held on 6 May. These have been duly displayed. 7. Information has been received from DCC regarding the Jurassic Coast Communities Forum Sustainable Transport meeting to be held on 17 May. This was forwarded to Mrs Morrow. 8. Information has been received from West Dorset Partnership with a draft copy of the Community Plan 2010-2026 – comments are welcomed. 9. Information has been received from Dorset County Council regarding the campaign “No Excuse”. Posters displayed. 10. A further letter has been received from WDDC regarding the allocation of Section 106 money and providing forms for groups to complete. 11. Minutes of the Western Area DAPTC Committee held on 25 February have been received and area available to read. Copies have been given to Mrs Morrow and Mr Lander. 12. An extraordinary Chief Executive’s circular has been received with a “Use of IT Questionnaire” for completion. 13. The April 2010 edition of the DCF E-Newsletter has been received and is available to read. 14. Minutes of the Lyme Forward meeting held on 18 March 2010 have been received and are available to read. 15. A copy of the Enjoy Sport Newsletter has been received from WDDC and is available to read. 16. A leaflet has been received from WDDC regarding the provision of new offices for the Council. This is available to read. 17. Various information has been received from the CPRE and is available to read. 18. DCA Community News for Spring 2010 has been received and is available to read. 19. WDDC Community Link for Spring 2010 has been received and is available to read. 20. Golden Cap Team Magazine has been received for April 2010 and is available to read. 70/10 EXCHANGE OF INFORMATION 1. Following receipt of the new model standing orders via the DAPTC it was agreed that a sub-committee be set up to review standing orders prior to the end of this Council term. Mr Whatmore and Mr Prosser agreed to take this on. 6/7 1072 2. Mr Whatmore reported that he had planted the oak tree at the playing field to replace the dead one and that half the scotch pines at the cemetery had been pulled out! 3. Mr Whatmore mentioned that one of the dog signs at either end of the new playing field has disappeared. 4. Mrs Bremner asked when the street lights are to be switched off over night and it was confirmed that this would be after the new lights had been installed. 5. Mrs Morrow stated that she had received a request from a resident about having a bench situated on the grass at the bottom of Hammonds Mead adjacent to the School boundary. Mrs Morrow asked whether the seat that had been moved from the Elms bus stop could be placed there. Mr Hayter explained that moving memorial benches was a sensitive issue and relatives would have to be contacted. DCC would also have to approve the siting of a seat on highway land.
It was proposed by Mr Prosser, seconded by Mr Newson and RESOLVED that the Council go “in Committee”. 71/10 IN COMMITTEE
The meeting closed at 9.15pm.
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