Council Meetings

 

                                            

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MINUTES OF A MEETING OF CHARMOUTH PARISH COUNCIL

HELD AT THE ELMS ON TUESDAY 19 APRIL 2011

 

PRESENT:                Mrs K Adlworth                     Mrs J Bremner                        

                                    Mr M Hayter (Chairman)        Mr K Lander                          

Mrs J Morrow                         Mr D Newson                        

                                    Mr J Prosser                            Mr M Whatmore

                                    Mr R Wyatt

 

                                    1 member of the public – Mr A Peters

53/11   APOLOGIES

Apologies were received from Mr Noel, Mr Osborne and Col Brierley.

 

54/11   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 – there were no declarations in items on the agenda.

(b)   On gifts greater than £25 in value – there were no declarations of gifts of greater than £25 in value.

 

55/11   MINUTES OF THE MEETING HELD ON 15 MARCH 2011

It was proposed by Mr Prosser, seconded by Mrs Bremner and

            RESOLVED that the minutes of the meeting held on 15 March 2011 be approved as a true record and signed by the Chairman. 

 

56/11   MINUTES OF THE SPECIAL MEETING HELD ON 22 MARCH 2011

It was proposed by Mr Prosser, seconded by Mr Whatmore and

            RESOLVED that the minutes of the special meeting held on 22 March 2011 be approved as a true record and signed by the Chairman.

Mr Newson pointed out that on the action plan for the Parish Plan on page 36 regarding enforcement of parking restrictions, DCC should be the responsible authority not WDDC.  This was noted.

 

57/11   MATTERS ARISING FROM THE MINUTES

There were no matters arising.

 

58/11   FORESHORE COMMITTEE (Meeting held on 5 April 2011)

1.                  With regard to the cutting back of hogweed, this needed looking into further as protective clothing/equipment would be required.

2.                  Mrs Morrow asked about a service contract with Dynorod and it was confirmed that the Clerk had tried to contact them for a price for a contract on a number of occasions without success.

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3.                  Mr Newson asked if the arrows in the car park could be refreshed.

4.                  The risk assessment had been reviewed and it was proposed by Mrs Morrow, seconded by Mrs Bremner and

RESOLVED that the Foreshore risk assessment be approved without amendment for the coming year.

59/11   PLAYING FIELD AND CEMETERY COMMITTEE (Meeting held on 5 April 2011)

1.      A letter had been received from Mr A Peters on behalf of Charmouth Fat Dads regarding their desire to raise money for play equipment for under 18s.  The Committee welcome this as it is in line with the Parish Plan and would encourage and support in any way possible.

2.      Following an e-mail regarding joining the Queen Elizabeth II Fields Challenge, it was felt that more information is required with regard to future usage restrictions etc prior to looking further at this idea.

3.      The risk assessments for the Playing Field and Cemetery were considered and it was proposed by Mr Lander, seconded by Mr Newson and

RESOLVED that the risk assessments for both the Playing Field and the Cemetery be approved without amendment for the coming year.

4.      Following a request via A J Wakely and Son from Mrs Neeld of Canada, approval was granted for reservation of a specific ashes plot below her late ex-husband in the new memorial garden.  However, even though she owns a house in Charmouth, she does not live here, so out of Parish fees should be charged.

5.      Mr Hayter reported that the contractor doing the paving slabs outside the pavilion on behalf of the Bowls Club had taken a key from him this evening to start work.

 

60/11   PLANNING COMMITTEE (Meeting held on 12 April 2011)

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:

·         Unilateral undertaking re land at 11 Downside Close.                                              

 

61/11   BALANCE OF ACCOUNTS

Balance at Bank as of 31.03.11                                   29736.59                    

Business Deposit Account                                        109610.26        

(Represented by:   Working                                        29049.77

                              Contingency                                    2271.73

                              Earmarked Reserve)                      78288.76

Nat West Account                                                         1000.00

Nat West Savers Account                                           10083.12

Income for March 2011                                                 6045.56        

Expenditure for March 2011                                       23777.84

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62/11   ACCOUNTS FOR APPROVAL

 

HMRC (PAYE)                                                            1457.54

Travis Perkins                                                                  645.40

A J Supplies                                                                     156.48

Talk Talk Business                                                             32.66

Campaign to Protect Rural England                                 29.00

Footeprints                                                                      220.00

Guy Crabb Plumbing and Heating                                  342.00

EDF Energy                                                                    791.74

Mole Avon                                                                      119.00

Prospect Garage                                                              225.51

Lyme Media and Events                                                 124.74

Morgans                                                                             89.39

Lamps and Tubes                                                              51.55

Lyreco                                                                             257.89

Double D Computers                                                        40.00

Orona Ltd                                                                        462.40

ATS Euromaster Ltd                                                         11.99

Francis Bugler                                                                   16.99

BT                                                                                      80.92

                                                                                       5155.20

 

It was proposed by Mr Prosser, seconded by Mr Newson and

            RESOLVED that the accounts totalling £5155.20 be approved for payment.

 

63/11   FINANCE COMMITTEE (Meeting held on 12 April 2011)

1.                  Wages expenditure for March 2011 amounting to £3736.58 was noted.

2.                  Following circulation of the monthly spreadsheets for March 2011, it was proposed by Mr Prosser, seconded by Mr Lander and

RESOLVED that the March 2011 accounts be accepted.

3.                  Following circulation of the end of year finance report, it was proposed by Mr Prosser, seconded by Mr Hayter and

RESOLVED that the end of year finance report be approved and the unspent budget figures as set out be transferred to the relevant earmarked reserves.

            Mr Prosser went on the identify a number of projects which had been listed as being undertaken with the surplus available.  These projects had either been in the pipeline for a while or had been suggested by Councillors recently and were well defined projects which could be started and completed within a relatively short period of time.  It was felt by the Finance Committee that unforeseen expenditure is still well covered by the current earmarked reserves and these projects would leave a legacy of the current Council for the village.  All the projects below were discussed and it was proposed by Mr Prosser, seconded by Mr Lander and

            RESOLVED that the following projects be undertaken as set out:

2011/12 Budgets – top up shortfall                                 200.00

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Church clock pledge – as goodwill gesture pledge

  whole amount (£500 previously agreed)                     2000.00

Salt bins - 8                                                                    1500.00 – to be spent as Sec 137 expenditure

Extra Heritage Light for corner HSL                            1000.00 – Mrs Morrow asked if the one just inside Barrs Lane could also be considered but it was felt that this did not affect the street scene as much

Elms outside lighting (in keeping with new)                 1000.00

Beach hut replacement                                                10000.00 - Mrs Aldworth mentioned selling off the old

            beach huts to villagers as garden sheds as previously had been done

Metal shutters for beach café                                          720.00

New metal cover for beach office door                            230.00

P/f railings – top up existing budgets to enable

  completion                                                                       250.00

Bus shelters – 2 (opp Bridge Road junc and Old

  Lyme Hill junc)                                                               6000.00

Braggs Corner enhancement (planters etc)                    1600.00

Elms loan repayment                                                       11450.89

Mr Wyatt and Mrs Bremner both felt that brown signs should be included in the list although there were some reservations about ownership once they had been erected and non-replacement on insurance following accidents.  Following a discussion, it was proposed by Mr Newson, seconded by Mr Whatmore and

            RESOLVED (5:4 in favour) that brown signs be a priority for the new Council.

Regarding street sweeping it was generally felt that a mechanical sweeper was not practical and Mr Hayter withdrew this item.  It was proposed by Mr Newson, seconded by Mrs Morrow and 

            RESOLVED (7:2 in favour) that the glasdon sweeper bin be purchased at a cost of £300 with the remainder of the allowance (£3700) being transferred to earmarked reserve Q Village Entrance/Brown Signs.

With regard to the hanging basket brackets, concern was expressed about the care of baskets and the practicality of watering etc.  It was proposed by Mr Whatmore, seconded by Mr Wyatt and

            RESOLVED (7:2 in favour) that the £1200 be put in a new earmarked reserve for street enhancement until a plan is received as to the supply and maintenance of baskets.

4.                  The remainder of the risk assessments not covered by the Foreshore or Playing Field Committees had been reviewed along with the Health and Safety Policy and it was proposed by Mr Prosser, seconded by Mr Wyatt and

RESOLVED that the remainder of the risk assessments be approved without amendment for the coming year and the Health and Safety Policy be approved with one small typographical amendment.

5.                  Following a quote from Guy Crabb Plumbing and Heating Ltd, it was proposed by Mr Prosser, seconded by Mr Whatmore and

RESOLVED that the quote for £263 plus VAT be accepted to replace the leaking toilet on the 2^nd floor of the Elms.

6.                  It was proposed by Mr Newson, seconded by Mr Prosser and

RESOLVED that a quote from DCC Sign Shop for £187 plus VAT to replace various foreshore car park signs be accepted.                                      4/7

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7.                  Following a letter from CHCC seeking “top up” of their grant funding from WDDC to the figure of £665, it was proposed by Mr Prosser, seconded by Mr Hayter and

RESOLVED that this figure is not budgeted and therefore is not available.

 

64/11   WEST DORSET DISTRICT COUNCIL ISSUE 

Mr Newson had nothing to report from the District Council except a copy of the new structure for WDDC/Weymouth and Portland following the appointment of the service managers.

As this was Mr Newson’s last meeting as District Councillor and indeed as a Parish Councillor, a round of applause was received in respect of all his work in both roles.

 

65/11   DORSET COUNTY COUNCIL ISSUES

There were no DCC issues in the absence of Col Brierley.

 

66/11   REPORTS FROM NOMINATED REPRESENTATIVES OF ORGANISATIONS

1.      Mr Lander hoped that within the new Council someone would continue to attend the DAPTC Western Area Meetings as well as BLAP and LR Area Partnership as he felt that it is very important to keep abreast of the changes affecting local councils.  The Chairman thanked Mr Lander for all his efforts over the last 4 years.

2.      Mr Prosser reported that the community hall extension is still on going and with regard to the licence applied for, this has received objections from neighbours.  He stressed that this application is to facilitate more fund raising events.

 

67/11   BEACH HUT RESIDENTS DRAW

Mr Lander and Mrs Aldworth declared an interest and the draw was undertaken by the Clerk with Mrs Morrow and Mrs Bremner.

 

68/11   CORRESPONDENCE AND COMMUNICATIONS

 1.      An invitation has been received from Beth Barker-Stock of DCC to the official opening of the new bridge on Thursday 21 April at 3pm.  Invitees are invited to refreshments in the community hall at 2pm prior to the opening.  All Councillors have been sent the invitation by e-mail.

2.      A letter has been received from DAPTC to the Parish Plan Committee congratulating them on the production of the Parish Plan.  The Council is also congratulated for its support and involvement.   This was passed to Keith Lander.

3.      Information has been received from Votwo Events regarding a small running/endurance race which took place on Sunday 17 April, finishing at the Foreshore.

4.      Regarding the official consultation on library services, a meeting has been arranged with Tracey Long of DCC Library Services and the new Parish Council for Tuesday 24 May at 7.30pm at the Elms.  Col Brierely and Hazel Robinson will also attend.  Councillors should familiarise themselves with the consultation prior to this meeting.

5.      In addition, there is a meeting at URC on 18 May regarding the use of the Church for library services – Mr Hayter to attend on Council’s behalf.

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6.      Finally, details have been received following the consultation in Dorchester which Col Brierley and Hazel Robinson attended.  This has been forwarded to them and Mike Whatmore. 

7.      Notice of Polls have been received and displayed regarding the District Councillor election on 5 May and the Parish Council non-election.

8.      Following the purchase of union jack bunting by the Chairman for the street party, a thank you note has been received from Peter Noel on behalf of the Fayre Committee. 

9.      DCC’s  Highways Vegetation Management Programme 2011/12 has been received and is available to read.

 10.  Details of funding available for playgrounds/youth opportunities have been received and will be passed to the new Playing Field Committee.

11.  Posters have been received and displayed regarding the Great Dorset Beach Clean.

12.  A letter has been received from WDDC regarding the application for a new licence for the Community Hall.

13.  A letter has been received from SWH-BBIS (Connect Joint Venture) confirming their contact details for any issues the Parish Council may wish to discuss about the A35.

14.  A copy of a public notice has been received regarding the closure of the end of Lower Sea Lane for the street party on 29 April 2011.

15.  Information has been received via BLAP regarding the DCC Consultation on support for the voluntary and community sector.

16.  Dorset Coast Forum E-Newsletter for April 2011 has been received and is available to read together with invitation to the next DCF meeting on 26 May in Bournemouth.

17.  DAPTC Western Area agenda for meeting on 28 April has been received and passed to Keith Lander and Jane Morrow.

18.  Chief Executive’s circulars 06/11 and 07/11 have been received from the DAPTC and are available to read.

19.  A letter has been received from CPRE regarding an open day on 3 May to development membership which is falling.  The Parish Council is just renewing its membership.

20.  WDDC’s Community Link for Spring 2011 has been received and is available to read.

21.  DCA’s Community News for Spring 2011 has been received and is available to read.

 

69/11   EXCHANGE OF INFORMATION

1.                  The Chairman reported that apparently there is a 35 day window to be able to co-opt to fill the 4 spare spaces on the Council.  Anyone interested should write in as soon as possible.

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2.                  Mr Whatmore updated the Council on the latest developments with regard to the proposed library closure.  The Clerk reported that it had recently come to light that Parish Councils do not have the power to run libraries unless under Section 137 payments.                                                                                                              

3.                  The Chairman thanked all the Council for their support over the last 4 years.

4.                  Mrs Morrow thanked Mr Whatmore and Mr Wyatt, as retiring Councillors.

5.                  As a retiring Councillor, Mr Lander thanked the Council for its support.

6.                  Mr Newson felt that in the 14 years he had been a Parish Councillor a huge amount had been achieved with the increase in assets particularly.  He attributed much of this achievement to the Chairman.

7.                  Mr Prosser reported that in his absence, Mr Noel had asked him to report that he had enjoyed his short time on Council but due to work commitments was unable to re-stand.  He wished the new Council all the very best.

There was no public participation.

The meeting closed at 9.10 pm.

                                                                                                                                  

 

 

 

                       

 

    

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