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Council Meetings
MINUTES OF A MEETING OF CHARMOUTH PARISH COUNCILHELD AT THE ELMS ON TUESDAY 19 FEBRUARY 2008
PRESENT: Mrs J Bremner Mrs H Cleden Mr M Hayter (Chairman) Mr M Hendrick Mrs J Morrow Mr D Newson Mr R Wyatt
21/08 APOLOGIES Apologies were received from Mr K Lander (holiday), Mr J Prosser (holiday), Mr M Osborne (business), Mr M Whatmore (ill) and Col Brierley. 22/08 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. (b) Of gifts greater than £25 in value – there were no declarations of gifts greater than £25 in value. 23/08 MINUTES OF THE MEETING HELD ON 22 JANUARY 2008 It was proposed by Mr Hendrick, seconded by Mrs Cleden and RESOLVED that the minutes of the meeting held on 22 January 2007 be approved as a true record and signed by the Chairman. 24/08 MATTERS ARISING FROM THE MINUTES 1. Re: 7/08 4. – Mr Hendrick confirmed that the drain would be cameraed on Friday 29 February. 25/08 FORESHORE COMMITTEE (Meeting held on 5 February 2008) 1. Mrs Bremner reported that following a letter from Mr Herbert requesting renewal of his three year agreement for the bouncy castle, the Foreshore Committee felt that this is not in keeping with a rural beach and propose that his contract is renewed for one year only at a rent of £1600 inc VAT. This would be reviewed in January 2009 and Mr Herbert is to be informed that this could be his last season. Alternative income streams are to be investigated in the meantime to cover the donations made to youth groups from the bouncy castle rent. It was proposed by Mrs Bremner, seconded by Mr Wyatt and RESOLVED that Mr Herbert’s agreement for the bouncy castle be renewed for the 2008 season only at a rent of £1600 inc VAT. 2. Mr Hayter confirmed that he had as yet not spoken to Mr Loosmore regarding the coast path/river path or Mr Newson regarding the toilets. 1/7 886 3. Mrs Bremner reported that she had been to the Heritage Coast Centre and spoken to Meirel about the brown tourist signs on the bypass. They would like to see a pictorial ammonite and the words “Coast Centre”. In addition Mrs Bremner was not sure about the “i” for information on the sign as this could indicate that there is a manned tourist information centre. It was decided to leave this off. 4. The HCC had also run several ideas past Mrs Bremner regarding the spending of the £5000 given to them to generate more income. They would like to make it more obvious when they are open and are getting prices for a LCD sign with 4” lettering which could show “OPEN” or “NEXT FOSSIL WALK …”. This would be located outside with blue lettering. There was concern over this type of sign but it would be looked at properly when an official approach is made. They are also getting quotes for a disabled vehicle to take people on the beach and therefore gain accessible status. With regard to the Fossil Festival on 3/4 May, they have received funding from the World Heritage Site, following the cancellation of the main festival but would like Parish Council approval to erect temporary signs in the village to advertise the event. The Clerk is to call Meirel and explain that this is the Highway Authority’s responsibility and advise that she rings them and explains that the Parish Council has no objections. If necessary, a letter of support for the festival can be provided by the Parish Council. 26/08 PLAYING FIELD AND CEMETERY COMMITTEE (Meeting held on 5 February 2008) 1. Mrs Cleden reported that the first of the quotes for the multi play area had been received at a cost of approximately £60,000. Mr Lander had asked her to report also that no funding had been forthcoming coming so far but the application to the Big Lottery fund will still be submitted. 2. The Risk Assessments for both the Playing Field and Cemetery had been discussed and reviewed and it was proposed by Mrs Cleden, seconded by Mr Hayter and RESOLVED that the risk assessment review for the Playing Field and Cemetery be approved. 3. Mr Newson agreed to look into the issue of rebuilding the wall to the rear of the George Hotel under Listed Building regulations. 27/08 PLANNING COMMITTEE (Meeting held on 12 February 2008) The minutes of the Planning Committee had been circulated to all Councillors showing the comments made on the applications received. Mr Hayter outlined the main points of the meeting with WDDC and South Somerset Homes. It looks as though the site will be an exception site, which would benefit Charmouth greatly. Mrs Bremner stated that a lady had stopped her in the street to express her concern that the proposals do not contain any three bedroom properties when most of the people on the list require them. Mr Newson confirmed that the requirement shown in the housing needs survey should be matched in the plans. Mr Hayter stated that he was aware that all those on the housing list should have received a letter very recently seeking further information. The following had been received since the Committee Meeting:
Mintaka, The Street New dormers to rear elevation roof. Conservation Velux to front elevation. New porch and French doors to rear elevation – can be dealt with at next Planning Committee 2/7 887 28/08 BALANCE OF ACCOUNTS Balance at Bank as of 31.01.08 29090.88 Business Deposit Account 96268.03 (Represented by: Working 37881.75 Contingency 3304.42 Earmarked Reserve) 55081.86 Income for January 17600.79 Expenditure for January 10528.42
29/08 ACCOUNTS FOR APPROVAL Inland Revenue 769.80 Travis Perkins 163.03 Mole Avon 19.99 K Waterson 146.25 Prospect Garage 78.10 Eland Fixings 9.35 Viking Direct 205.04 K Lander (Travelling expenses) 51.34 John Bright Fencing 71.17 P Hulme (masking tape) 158.60 Nildram 47.98 Bemrose Booth 698.54 Morgans 19.41 2438.60 It was proposed by Mr Newson, seconded by Mr Hendrick and RESOLVED that the above accounts totalling £2438.60 be approved for payment. 30/08 FINANCE COMMITTEE (Meeting held on 12 February 2008) 1. Wages expenditure for January amounting to £2740.28 was noted. 2. Following circulation of the monthly spreadsheets for January, it was proposed by Mr Hayter, seconded by Mr Hendrick and RESOLVED that the January 2008 accounts be accepted. 3. The Solicitor would be chased up with regard to completion on the cemetery land. 4. Following a two part quote from Guy Crabb Plumbing and Heating it was proposed by Mr Hayter, seconded by Mrs Cleden and RESOLVED that the quotes of £177 and £168 plus VAT to fit flush systems to the existing urinals at the Elms and the Pavilion respectively, be accepted. 5. Following the Chairman’s attendance at a meeting regarding the future of the library, he expressed his concerns about taking over the running of the library building, particularly bearing in mind the amount of other initiatives the Council is being asked to part fund, ie, lifeguards, HCC etc. It was therefore proposed by Mr Hayter, seconded by Mr Hendrick and RESOLVED that a letter be sent to DCC Library Service confirming that the Council would rather explore the topping up of the librarian’s hours to keep them at the current level, rather than take over the running of the building. 3/7 888 6. It was agreed last year to obtain a further quote for the servicing of the fire extinguishers, following the rising and unknown costs of Chubb. A choice of quotes has been received from Wessex Fire, following a visit, to undertake the servicing on an annual basis together with the replacements required according to the dates. A quote has also been provided to refill the powder extinguisher at the pavilion which was found to be empty! It was proposed by Mr Hendrick, seconded by Mr Wyatt and RESOLVED that a five year contract be taken with Wessex Fire at a cost of £102 plus VAT per year. It was also resolved that the quote of £56 plus VAT to refill the pavilion extinguisher immediately be accepted. 31/08 WEST DORSET DISTRICT COUNCIL ISSUES 1. Mr Newson reported that he was gradually getting back into the swing of District Council issues and that the Council Tax was the biggest issue currently. Although not officially agreed yet, the total proposed band D charge for Charmouth for 2008/2009 is £1450.82 as opposed to £1415.95 for the current year. That is a £35 increase. 32/08 DORSET COUNTY COUNCIL ISSUES There were no issues, as Col Brierley was not present. 33/08 REPORTS FROM NOMINATED REPRESENTATIVES OF ORGANISATIONS 1. HCC - The Chairman mentioned the already received, excellent report from Mrs Bremner regarding the HCC. 2. Charmouth Primary School - Mrs Cleden reported that the school had confirmed that they have had the Life Education caravan but they do pay for this. In addition, to avoid charge, they have to take their recyclable rubbish to the St Andrews car park recycling bins. Mrs Cleden also reported that the Taiko drummers had taken part in a concert at Exeter. 3. Twinning Association – Mrs Bremner reported that she was unable to attend the AGM, which was held on Valentine’s Day. 4. Street Lighting, EDF – Mr Wyatt and Mrs Morrow had been due to meet EDF but the meeting had been cancelled. They are to be in contact again at the beginning of March to confirm who is the correct person to deal with following a merger of companies. A further meeting is planned with Western Power to discuss putting the electric cables underground. 5. Community Hall – In the absence of Mr Prosser, Mr Hayter stated that the Community Hall Committee had been advised of the cost to make a planning application for installing a disabled ramp on the north side of the building. They were also advised that if the Parish Council were to apply on their behalf, they could cut these costs. Mr Newson is to look into this issue, firstly as to whether planning permission is required and secondly the legalities of the Council applying on their behalf. 34/08 CORRESPONDENCE AND COMMUNICATIONS 1. A letter has been received from Mr Mackle of Dorset County Council enclosing the revised plan for the proposed parking restrictions in the Street. It was proposed by Mr Hayter, seconded by Mr Hendrick and 4/7 889 RESOLVED that these be made available to the public and Council (via notices, press) to view at the Elms during the next month, following which an item would be put on next month’s agenda to discuss this issue. 2. A letter has been received from Mr Hurst of Cumawain, Higher Sea Lane regarding the replacement of grass strip outside his property. This letter was read to the Council and it was proposed by Mr Wyatt, seconded by Mr Hendrick and RESOLVED that the Council would prefer that the grass remain at this location. 3. A letter has been received from Mr Gillett of St Andrews House regarding various traffic related issues in the village. A reply has been sent confirming the action taken by the Parish Council, together with other authorities to tackle the issues raised. 4. A reply has been received from WDDC regarding street cleaning. This letter was read to Council and a discussion ensued as to why Lyme Regis had use of the small sweeper and who paid for this service. Mr Newson undertook to find out about this. Mr Hendrick mentioned that although the street is swept, the two persons in the sweeper do not get out and use the broom to sweep the pavement etc. The definition of a “clean” is to be obtained for the District Council. In addition, Mrs Morrow reminded the Council that the £150 from the Best Kept Village prize would be considered towards employing a youth to sweep the streets. There were concerns about the insurance side of this as with individuals sweeping outside their properties on the public highway. Although it was felt that people should be encouraged to take pride in their surroundings. This would be highlighted with the press. 5. A letter has been received regarding the Review of the Shoreline Management Plan for South Devon and Dorset. A consultation event is to be held on Monday 3 March at Woodmead Hall, Lyme Regis between 1600 and 1930. Mr Hendrick to attend. 6. A letter has been received from WDDC regarding applications for dispensation – this may occur if a planning application comes before the Council where several members have a prejudicial interest. 7. Minutes of a meeting of the A35 Group have been received where the concerns of the Council regarding overtaking on the Charmouth bypass were raised. It was agreed that this is purely a police issue. 8. Two copy letters have been received regarding the review of parking restrictions. 9. A flood watch notice was received from the Environment Agency at the end of January. 10. Updates have been received regarding the Napoli situation, these will be passed to the Foreshore Committee. 11. Dorset Countryside News for Spring 2008 has been received and is available to read. 12. Dorset Coast Forum e-newsletter has been received and is available to read. This will be passed to the Foreshore Committee. 13. Quality Coast Award update has been received from ENCAMS and is available to read. This will be passed to the Foreshore Committee. 14. Various information has been received from DCC regarding the changes to the library service. These have been forwarded to Mr Whatmore. 5/7 890 15. Advice notes have been received on the surveillance zones for bluetongue and avian flu. These are available to read. 16. Advice has been received on the temporary closure of Old Lyme Hill for the installation of a new water main. 17. Information has been received from WDDC regarding the Spring Clean 1-30 April 2008. This will be passed to the Foreshore Committee as the form needs to be completed by 9 March (handed to Mr Hendrick). 18. A copy of the agenda for the WDDC Standards Committee has been received and is available to read. 19. Update on project road performance A30/A35 Exeter to Bere Regis has been received from Connect Roads and is available to read. 20. Information has been received from NALC on Parish Polls. This is available to read. 21. The Agenda for the BLAP Steering Group has been received and is available to read. 22. Information has been received from WDDC regarding the changes to Parish Council access to ordnance survey maps and digital data. This is available to read. 23. Your Dorset newspaper for Winter 2008 has been received and is available to read. 35/08 EXCHANGE OF INFORMATION 1. Mrs Morrow reported that she and a few others were involved in the production of a community newsletter. The first edition was due out on 20 March and it is hoped that it would be published quarterly. A grant was being sought from DAPTC Community Action Fund and Mrs Morrow was wondering if the Parish Council could contribute 5% of the costs. Mr Hayter applauded the idea of the newsletter and congratulated Mrs Morrow on her efforts. However, he was concerned about the amount required from the Parish Council as so many things are requiring financial support currently. 2. Mrs Morrow thought that it would be lovely to have hanging baskets all up the Street. However, Mrs Cleden stated that this came up against many logistical obstacles when the Fayre Committee looked into this idea. These included insurance, maintenance, cost etc. 3. Mr Wyatt raised the continued problems of sewerage flooding at Riverway/Seadown Caravan Park. Mr Newson had been and looked at the situation and Environmental Health were being informed again. Public participation: 4. Mrs Smith stated that tonight was a very interesting meeting and she was pleased to see the recycling area in Lower Sea Lane is looking much tidier. She also reported that 37 French are due to visit in May for the Twinning exchange and it is hoped that some Councillors will be able to attend the reception. She asked if the trees in St Andrews Car Park were covered by TPOs and although this was not known off hand, it was felt that these would be retained in any case. The public left and it was proposed by Mr Hendrick, seconded by Mr Wyatt and RESOLVED that the Council go “in Committee”. 6/7 891 36/08 IN COMMITTEE
The meeting closed at 10.00 pm
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