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Council Meetings
MINUTES OF A MEETING OF CHARMOUTH PARISH COUNCILHELD AT THE ELMS ON TUESDAY 17 FEBRUARY 2009
PRESENT: Mr M Hayter Mr K Lander Mrs J Morrow Mr D Newson Mr J Prosser Mr M Whatmore Mr R Wyatt
1 member of the public (Nick Berry) 18/09 APOLOGIES Apologies were received from Mrs Bremner (previous engagement), Mrs Cleden (previous engagement), Mr Osborne (business commitment) and Col Brierley. 19/09 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 of interest. (b) On gifts greater than £25 in value – there were no declarations of gifts greater than £25 in value. 20/09 MINUTES OF THE MEETING HELD ON 20 JANUARY 2009 It was proposed by Mr Whatmore, seconded by Mr Prosser and RESOLVED that the minutes of the meeting held on 20 January 2009 be approved as a true record and signed by the Chairman. 21/09 MATTERS ARISING FROM THE MINUTES 1. Mr Whatmore reported that he had seen and heard good reports about the new Beach Attendant. 22/09 FORESHORE COMMITTEE (Meeting held on 3 February 2009) 1. It appears that progress is being made with a schedule having been agreed with WDDC for the improved cleaning/maintenance of the toilets. Mrs Morrow is to keep an eye on the situation but the Committee is hopeful that improvements will be seen this year. 2. No response has been heard yet with regard to the application to extend the use of the sand car park for all year round use. 3. Following a meeting with Ian Doyle of West Dorset Services, a 10% reduction on the new wheely bin cost had been suggested by him. However, Mr Hayter had pushed for more and a response is awaited. Mr Doyle has however promised to inform the Council in the early Autumn for budgeting purposes. 1/7 970 4. The Committee suggested that car park takings for the proposed extension to the use of the sand car park be used as a charity fund to replace the bouncy castle rent. The Clerk commented that it would be impossible to determine the takings from one area as there is only one machine. Therefore it was proposed by Mr Hayter, seconded by Mr Prosser and RESOLVED that £1600 from car park takings be transferred in the Autumn and placed in a charity fund to be distributed to local youth groups. 23/09 PLANNING COMMITTEE (Meetings held on 26 January and 10 February 2009) The minutes of the Planning Committees had been circulated to all Councillors showing the comments made on the applications received. The following had been received since the Committee Meeting:
Blue Haze, Higher Sea Lane Erect Balcony
Land adjacent Thurlstone, Westcliff Road Erect dwelling Mr Newson confirmed that a special Planning Committee would be arranged in order to deal with these applications due to timescales.
24/09 BALANCE OF ACCOUNTS Balance at Bank as of 31.01.09 45263.80 Business Deposit Account 99372.70 (Represented by: Working 23450.60 Contingency 4003.70 Earmarked Reserve) 71918.40 Income for January 17856.79 Expenditure for January 9204.33 25/09 ACCOUNTS FOR APPROVAL HM Revenue and Customs 1108.72 Edwards Sports Products Ltd 49.80 P Holmes 200.00 Travis Perkins 660.04 Axminster Power Tool Centre Ltd 58.67 A J Supplies (Dorset) Ltd 246.68 Glasdon UK Ltd 82.19 C B Potts 209.30 Prospect Garage 55.81 Morgans 52.82 Gloster Furniture Ltd 470.35 Hansford Construction 690.00 Viking Direct 124.12 Nildram 15.65 4024.15 2/7 971 It was proposed by Mr Lander, seconded by Mr Newson and RESOLVED that the accounts totalling £4024.15 be approved for payment. 26/09 FINANCE COMMITTEE (Meeting held on 13 January 2009) 1. Wages expenditure for January amounting to £3979.91 was noted. 2. Following circulation of the monthly spreadsheets for January, it was proposed by Mr Prosser, seconded by Mr Newson and RESOLVED that the January 2009 accounts be accepted. 3. Following a report from Mrs Bremner regarding a review of human resources, it was proposed by Mr Prosser, seconded by Mr Lander and RESOLVED that Mrs Bremner continue with a review of documents and procedures relating to human resources, over the next 12 months and report back to the Executive Committee. 4. Following two quotes having been received to undertake asbestos surveys on all Council owned buildings, it was proposed by Mr Prosser, seconded by Mr Hayter and RESOLVED that no other quotes be sought and the quote from Aptiva Ltd for £795 plus VAT be accepted. Mr Wyatt asked about action to be taken should asbestos be found and it was confirmed that it would just be registered so that anyone proposing to work there could be informed. 5. A response is still awaited from EDF Energy to the Council’s latest proposal to pay the elms electricity bill. 27/09 NOMINATION FOR PREFERRED CHAIRMAN FOR FORMAL ELECTION IN MAY Mr Hayter was nominated and following no other nominations, it was proposed by Mr Prosser, seconded by Mr Whatmore and RESOLVED that Mr Hayter be the preferred choice of Chairman for the year 2009/2010. This is subject to formal Election at the AGM in May. Mr Hayter stated that although it was a privilege to continue in the Chair, someone would have to take over one day. 28/09 STREET SWEEPING/RECYCLING The Clerk reported on the meeting held with Ian Doyle, Head of WDS when three issues were discussed; the cost of wheely bin emptying at Charmouth Foreshore, street sweeping and recycling. Mr Doyle had promised to come back about street sweeping and this would be chased up. Mr Hayter stated that he had seen the sweeper enter Lyme Regis from Bridport direction today, sweep all the streets during the morning and leave and head back to Bridport at lunch time. He still didn’t see a reason why Charmouth could not be included in this schedule. 3/7 972 29/09 HEALTH AND SAFETY/RISK MANAGEMENT REVIEW Following the first visit from Zurich risk managers last month, draft risk assessments and policies had been drawn up for his inspection next week. However, although the Clerk and Chairman had been pleasantly surprised by the apparent simplicity required in the risk assessments, an e-mail had been received from Jane Bremner expressing her concern that things may not be covered correctly. This would be discussed at the meeting next week, and a full report would be brought back to Council in March. 30/09 WEST DORSET DISTRICT COUNCIL ISSUES 1. Mr Newson reported that Council tax had now been finalised and all authorities were raised apart from Charmouth Parish Council which was down by 34p on 2008/2009. WDDC had increased their portion by 2.5%. 2. Mr Newson reported about a scrutiny on waste which was looking at restricting the number of black bags allowed from each property. 3. West Dorset Heritage Joint Advisory Committee – West Dorset Allotment Project had produced a booklet to promote allotment provision. 4. Mr Lander asked both Mr Newson and Col Brierley about funding available for play schemes in Dorset. He was concerned about how funds can be tapped into and how District and County become aware of schemes needing funding. He was very frustrated that funds seem to be allocated before anyone has heard that they are available. 31/09 DORSET COUNTY COUNCIL ISSUES 1. Col Brierley confirmed that he didn’t have much to add to Mr Newson’s report on Council Tax. 2. Col Brierley suggested that with regard to the concerns about speeding traffic, PC Forshaw be asked to visit with his speed gun and take names of offenders. He would speak to the Police in general about continuing to attend Parish Council meetings as this seemed to have tailed off lately. 32/09 REPORTS FROM NOMINATED REPRESENTATIVES OF ORGANISATIONS 1. Mr Prosser confirmed that the Community Hall were continuing to look into a shed/storage area. 2. Mr Lander stated that with regard to Digital TV, although he had been unable to attend the final steering group meeting due to the snow, when he returns from holiday, he intends to hold sessions for people to view the dvd provided. 33/09 CORRESPONDENCE AND COMMUNICATIONS 1. A letter has been received from a Mrs Harris of Bristol regarding Beach Access for disabled. This was read to Council and it was agreed that the use of the previously acquired matting would be looked into further. Mr Wyatt envisaged this being pegged to the beach during the summer season. 2. A response has been received from the Highways Agency regarding the Council’s request to pursue the insurance co for the destroyed brown sign. This was read to Council and Col Brierley suggested that Oliver Letwin MP be brought on board to see if any help can be given. 4/7 973 3. A letter has been received from WDDC confirming that no election will be held to fill the casual vacancy which has arisen following the resignation of Mr Hendrick. It was proposed by Mr Hayter, seconded by Mr Prosser and RESOLVED to advertise the position around the village and invite people to write in by 13 March and apply with information about why they think they would be suitable. A ballot would then be held at the meeting on 17 March. 4. A letter has been received from DCC confirming that the road closures at Catherston Lane and Green Pit Knapp will last for longer than anticipated due to the adverse weather conditions encountered. 5. A response has been received from DCC following the Council’s concerns about speeding traffic. This was read to Council and agreed to follow Col Brierley’s previous advice about enlisting the help of PC Forshaw initially. 6. A letter has been received from WDDC informing that a licence has been applied for by the Offshore Café, Wood Farm Caravan Park. 7. A letter has been received from WDDC regarding the promotion of loans for energy efficiency improvements to private homes in West Dorset. 8. Various information has been received from Dorset Coast Forum all of which is available to read and will be passed to the Foreshore Committee. 9. Inspection report from Zurich has been received relating to the play ground. For the first time in ages, this is all ok! This will be passed to the Playing Field Committee. 10. The agenda for the DAPTC Western Area Committee meeting to be held on 26 February has been received. Mr Lander’s apologies will be sent. A copy has been passed to Mrs Morrow. 11. A copy of the WDDC Standards Board Agenda for the meeting to be held on 20 February has been received and is available to read. 12. A letter has been received from WDDC regarding Home Choice Stakeholder training – sessions to be held on 6 and 11 March. Mr Hayter stated that he would be attending this event. 13. A flood watch notice has been received from the Environment Agency. A copy was passed to Mr Whatmore who is keeping his eye on the situation. 14. DAPTC circular 02/09 has been received and is available to read. 15. Information has been received from DCC regarding the date of the next Dorset Waste Forum to be held on Friday 27 March at Blandford. 16. Information has been received from WDDC regarding helping West Dorset during the recession. This is available to read. 17. A copy of the Dorset bus and train times January 2009 supplement has been received and a copy passed to Mr Lander as Public Transport rep. 18. Information has been received from WDDC regarding the Bridport Area Community Projects Fund 2009. A copy of the details can be taken to given to village groups if Councillors wish. 5/7 974 19. Your Dorset magazine for Winter 2009 has been received and is available to read. 34/09 EXCHANGE OF INFORMATION 1. Following a request from Mrs Morrow, the Chairman confirmed that the Beach Attendant would be asked to deposit a couple of barrow loads of beach gravel on the coast path at the top of west cliff where it is very muddy. 2. Mr Newson stated that he had received complaints about the timber lodges at the top of Old Lyme Road being used as permanent homes and when he had looked into this, it appears that use cannot be restricted due to human rights. He is continuing to look into this issue. 3. Mr Whatmore mentioned that the rear of Thalatta was a mess at the moment. 4. Mr Whatmore confirmed that he would be chasing up the re-planting of trees at Hammonds Mead above the school. 5. Mr Lander stated that the police should be aware of more vandalism in the village recently. 6. Mrs Morrow stated that a meeting would be held shortly of the committee to investigate the possible land swap with the Tennis Club. They would also be looking at drawing up a parish plan. 7. Mrs Morrow reminded members that the deadline for the next edition of Shoreline is 15 March. 8. Mr Wyatt asked about the progress with the HCC and the west wall. It was confirmed that Solicitor’s letters had been sent. 9. Mr Wyatt stated that he had received as letter from Jacobs about the first phase of the scheme to prevent sewerage flooding below Riverway. Bruce McAuslane from Wessex Water would be contacted and told about this letter as it was agreed to move straight to phase 2. 10. Mr Prosser raised the issue of signage to advertise the Lower Sea Lane car park. The Clerk confirmed that she and the Traders’ Association continue to liaise regarding this. 11. Mr Hayter asked Mr Newson how much it was costing the District Council to clear the dumped fridges from Greenway Head? Mr Newson undertook to look into this. The public left and it was proposed by Mr Newson, seconded by Mr Lander and
RESOLVED that the Council go “in Committee”.
35/09 IN COMMITTEE
The meeting closed at 9.25pm.
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