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Council Meetings
MINUTES OF A MEETING OF CHARMOUTH PARISH COUNCILHELD AT THE ELMS ON 19th JUNE 2007 PRESENT: Mrs J Bremner Mrs H Cleden Mr M Hayter (Chairman) Mr M Hendrick Mr K Lander Mr D Newson Mr M Osborne Mr J Prosser Mr M Whatmore Mr R Wyatt PC Chris Forshaw, community policeman 3 members of the public
100/07 APOLOGIES Apologies were received from Mrs Morrow (previous engagement), Col Brierley (previous engagement) It was proposed by the Chairman, seconded by Mr Hendrick and RESOLVED that Standing Orders be suspended to allow PC Chris Forshaw to address the meeting. PC Forshaw explained his role and confirmed that he had already addressed some of the issues raised by the Council. He gave out contact details and took questions from members of the public. Mr Hayter thanked PC Forshaw for attending and reiterated that he was welcome any time. Standing Orders were reinstated for the continuation of the meeting. 101/07 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) Of gifts greater than £25 in value – there were no declarations of gifts greater than £25 in value. 102/07 MINUTES OF THE MEETING HELD ON 15 MAY 2007 It was proposed by Mr Hendrick, seconded by Mr Newson and RESOLVED that the minutes of the Annual General Meeting held on 15 May 2007 be approved as a true record and signed by the Chairman. 103/07 MATTERS ARISING FROM THE MINUTES (FOR REPORT ONLY) There were no matters arising from the minutes. 104/07 FORESHORE COMMITTEE (Meeting held on 5 June 2007) 1. Mr Hendrick mentioned his concern at the amount of caves left from digging into the cliffs by fossilers and stated that he intended to speak to the National Trust about this. 1/9 831 2. Following a letter from Sister Ann-Marie, it was proposed by Mr Hendrick, seconded by Mr Wyatt and RESOLVED that the baptism of two people in the sea at Charmouth be permitted on the date to be advised. 3. Following a request from the Heritage Coast Centre, it was proposed by Mr Hendrick, seconded by Mrs Cleden and RESOLVED that the wardens be given permission to use the pedestrian area at the foreshore to undertake activities relating to Marine Week on the dates set out in the letter. 4. Mr Hayter reported on a meeting held with Terry Sweeney, DCC Countryside and Access Manager, Col Brierley and Jane Morrow to discuss clearing of the footpath to the bridge. They won’t be paying the invoice for the clearance undertaken by the Council and all in all, Mr Hayter felt that this was not a very useful meeting. The County Council did undertake to improve the condition of the path where there is a large dip but as far as cleaning is concerned, Mr Hayter felt that the Parish Council could not and should not take on this responsibility. It was felt that it might be helpful to ask Col Brierley to apply pressure as the ward member. 5. Following the recent graffiti and a comment from unit holders regarding CCTV, it was generally felt that this would not be particularly helpful and would cost a great deal to set up properly and maintain. The situation is to be monitored and the unit holders to be asked to report any problems over the season. 6. Following a discussion at Foreshore Committee, it was proposed by Mr Hendrick, seconded by Mr Newson and RESOLVED that fenced bin surrounds as set out in the foreshore minutes be constructed on the east of the river and adjacent to the car park sign on the west. 105/07 PLANNING COMMITTEE (Meeting held on 12 June 2007) 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: 1. A letter had been received from WDDC regarding the consideration of the application for Mill View at the Planning Committee to be held on 21 June 2007 at 2.15pm at Dorchester. Mr Newson stated that if the Council made comments about an application then they should be represented to back these up if requested. It was proposed by Mr Hayter, seconded by Mr Prosser and RESOLVED that Mr Newson should attend on behalf of the Parish Council to put the Council’s views on this application. 106/07 BALANCE OF ACCOUNTS Balance at Bank as of 31.05.07 12744.32 Business Deposit Account 103607.50 (Represented by: Working 42291.80 Contingency 3304.42 Earmarked Reserve) 58011.28 Income for May 13748.68 Expenditure for May 10925.42 2/9 832107/07 ACCOUNTS FOR APPROVAL Inland Revenue 1201.74 Morgans 55.61 Wessex Water 245.60 EDF Energy 637.40 Viking Direct 213.46 Travis Perkins 334.92 RGB Building Supplies 1175.01 Towergate Risk Solutions 32.64 Chubb Fire Ltd 369.78 Axminster Power Tool Centre 63.67 Paul Norman Plastics Ltd 9.81 The Lyme Practice 531.50 Prospect Garage 174.10 C B Potts 164.50 OHE Horticultural Ltd 17.34 Blooming Baskets 155.10 Mole Avon Trading Ltd 7.70 J C Phillips & Son Ltd 23.50 Zurich Municipal 5854.72 A J Supplies 108.66 Highwood 1145.79 C W Groves 227.42 Townsend Engineering 34.33 12784.30
It was proposed by Mr Prosser, seconded by Mr Newson and RESOLVED that the above accounts totalling £12784.30 be approved for payment. 108/07 FINANCE COMMITTEE (Meeting held on 12 June 2007) 1. Wages expenditure for May amounting to £3158.15 was noted. 2. Following circulation of the monthly spreadsheets it was proposed by Mr Prosser, seconded by Mr Wyatt and RESOLVED that the May 2007 accounts be accepted. 3. A copy of the 2006/2007 Accounts had been circulated, these form the basis of the annual return to the Auditors. It was proposed by Mr Prosser, seconded by Mrs Cleden and RESOLVED that the Annual Accounts for 2006/2007 be approved and accepted. 4. A copy of the Annual Return to Auditors, Statement of Accounts had been circulated. Mr Prosser highlighted the increased income and confirmed that this would have to be an explained variance. However, it should be borne in mind that although last year was very good weather, the opposite scenario should be allowed for. It was proposed by Mr Prosser, seconded by Mr Lander and RESOLVED that the Statement of Accounts be approved and accepted. 3/9 833 5. A copy of the Annual Return to Auditors, Annual Governance Statement had been circulated and the Finance Committee confirmed that they were confident that “yes” could be answered to all the questions. It was therefore proposed by Mr Prosser, seconded by Mr Wyatt and RESOLVED that the Annual Governance Statement be approved and accepted. 6. Following a letter from Mr R Hughes, Internal Auditor, it was confirmed by the Finance Committee that his comments had been taken on board and he would be completing and signing his part of the Annual Return. It was proposed by Mr Prosser, seconded by Mr Newson and RESOLVED that the Internal Audit report for 2006/2007 be accepted and adopted. 7. The bank reconciliation 2006/2007 was circulated to all Councillors and it was proposed by Mr Prosser, seconded by Mrs Cleden and RESOLVED that the bank reconciliation as set out below be approved. Current Account £ £ Balance as per Bank Statement 15447.61 Less unpresented cheques 1523.46 Plus outstanding lodgments - Balance as per cash book 13924.15 Business Reserve Account Balance as per Bank Statement/Cash Book 78097.87 Total of bank accounts 92022.02 To agree with box 8 of Section 1 of 2006 Annual Return Add – Cash in hand 115.00 - Investment (War Stock) 40.00 155.00 92177.02 8. With regard to risk assessment, the Finance Committee were happy that the Council had undertaken risk assessments where appropriate, including minimising the financial risk by documenting the Clerk’s duties and making a start on the duties of the Finance Chairman. Mrs Bremner raised the question of Councillors indemnity insurance and this would be looked into in conjunction with the insurance review. It was proposed by Mr Prosser, seconded by Mr Whatmore and RESOLVED that an assessment of the risks facing the Council had been carried out and that appropriate steps to manage those risks had been taken including the introduction of internal controls and/or external insurance cover where required. 9. Following the end of year finance report in April, it was suggested that the surplus of £11000 be allocated as set out below: £1000 extra beach cleaning – new earmarked reserve to be set up £1000 Repairs to Kubota 2150 as agreed in Min 59/07 6. (April 2007) 4/9 834 £1000 To purchase hubs and agricultural tyres for the Kubota 2150 following a verbal quote from Highwood of Dorchester (£900 plus VAT) £4000 to earmarked reserve for Elms roof (with existing and current year’s budget amounts to £10780) £3000 to replace contingency account bearing in mind cemetery land to be purchased shortly £1000 to create a store on the concrete base at the playing field – to be used for storage of new beach huts during the winter. It was proposed by Mr Prosser, seconded by Mr Lander and RESOLVED that the end of year surplus of £11000 be allocated as set out. 10. With regard to the insurance renewal for 2007/2008, it was proposed by Mr Prosser, seconded by Mrs Cleden and RESOLVED that the insurance be renewed with Zurich Municipal with the following amendments: · Increase of public liability cover from 7.5m to 10m; · Property valuations to be amended in line with recent valuations. 11. It was explained that the DAPTC were running the Connecting Dorset scheme whereby they will provide each parish Council with a lap top, printer and broadband connection. Although the Council plan to upgrade from the basic package offered to include wireless connection, the Service Level Agreement between the Parish and the DAPTC needs to be agreed. It was proposed by Mr Prosser, seconded by Mr Hendrick and RESOLVED that the SLA be entered into and signed. 12. Following a request from Mr S Postles, it was proposed by Mr Prosser, seconded by Mr Hendrick and RESOLVED that:
· Keys to the Council’s padlocks on the gates at the top of the footpath to be issued on the strict understanding that if lost, the tenant will pay for replacement locks. It is felt that this will help the Council to keep the locks from seizing through lack of use. 109/07 REPORTS FROM NOMINATED REPRESENTATIVES OF ORGANISATIONS 1. Mr Hendrick stated that he had attended the Western Area DAPTC meeting and reported that among the issues discussed was the forthcoming connecting Dorset scheme and the pathfinder project for public services. 2. Mr Osborne reported that he had attended the meeting in Lyme Regis regarding the proposal to purchase a Speed Indicator Device amongst several Parishes. Although, he went with a sceptical view, his mind had been changed. If shared between five parishes (Lyme Regis, Thorncombe, Char Valley, Marshwood Vale, Charmouth) the cost would be £400 each plus maintenance etc on an annual basis. It was proposed by Mr Osborne, seconded by Mr Hendrick and 5/9 835 RESOLVED that the necessary survey should be permitted to identify whether Charmouth meet the criteria for a SID. 3. Mrs Cleden reported that Charmouth School continues to thrive and they had just undertaken a self-evaluation exercise which will stand them in good stead for the next OFSTEAD inspection. 110/07 RECYCLING BANKS, ST ANDREWS CAR PARK Mr Hendrick reported his disgust at the state of the recycling banks in St Andrews Car Park. There are several unacceptable issues including the lack of emptying of the plastics bank, the loss of bollards which has enabled vehicles to leave the car park across the pavement, the unslightly appearance of the large banks. Since the introduction of kerbside recycling, the question was raised as to whether the centre is required at all. Mr Hendrick stated that although he certainly wasn’t against recycling, this situation is far from ideal and a solution needs to be found. It was felt that a meeting should be arranged with Mr Ian Poyser of WDDC to discuss the future. Mr Hendrick, Mrs Bremner, Mrs Morrow and Mr Lander to be involved. 111/07 WEST DORSET DISTRICT COUNCIL ISSUES Mr Newson confirmed that he had one issue to discuss “in Committee”. 112/07 DORSET COUNTY COUNCIL ISSUES Col Brierley was not in attendance although the Chairman reported that he had been informed that the Col had now been appointed to the Police Authority which would be very useful for the village. 113/07 CORRESPONDENCE AND COMMUNICATIONS 1. A letter has been received from The Lyme Practice regarding their proposed sign at the front of the Elms. After a lengthy discussion, it was felt that the proposed sign of 1 x 1.5m was too large and a size of 60cm x 1m should be suggested. In addition, the suggested position of the sign should be by the wall in the twinning garden facing the street at a height just above the wall. Mr Lander was concerned that the Council should try and be positive and help the Medical Centre and Mrs Bremner stated that holiday maker patients increase income for medical practice’s significantly. 2. Two letters have been received from DCC following the Council’s request for a School Crossing Patrol/20mph speed restrictions on Lower Sea Lane. These were read to Council. Although the criteria for a SCP was not met, results for a 20mph limit were still awaited. 3. A letter has been received from Wessex Water following the problems continually being experienced at Riverway with sewerage flooding. This was read to Council and it was suggested that the previous correspondence be looked out to see what was discussed previously. 4. A letter has been received from the Environment Agency regarding the Flood Warden Handbook (received previously) and the identification of Charmouth as a community which would benefit from having a formal Flood Warden Scheme. Mr Whatmore agreed to look at this. 5. An e-mail was received from a resident of the Street complaining about the tractor traffic in the village on the night of 6 June whilst silage making was taking place. Tractors are for fields, not streets! 6. A letter has been received from DCC regarding the changes to the highway service. This has been copied to Mr Osborne. 6/9 836 7. A letter has been received from WDDC regarding the change of name from The Queens Arms Hotel to The Abbots House. 8. An application has been received from DCC regarding the temporary road closure of part of the Street from 9 July for 7 working days for the repair of the manhole cover outside of Firlands. 9. A copy of a letter has been received from DCC to the complainant regarding the on-street parking issue. It explains the process required. 10. Also received is a copy of a letter from another resident to DCC supporting the complainant and suggesting a public meeting. 11. Information has been received from DCC regarding the future of the library. This has been passed to Mr Whatmore. 12. Information has been received from DAPTC regarding the launch of a Government consultation about nuclear power generation. Details are available. 13. Information has been received from WDDC regarding House to House fundraising collections. This is available to read. 14. Information has been received from WDDC regarding the Revised Code of Conduct and the need to complete new Declaration of Acceptance of Office forms when the new code has been adopted. 15. A copy of The Code of Conduct - Guide for Members has been received together with the pocket guide. These have been circulated to all Councillors and it is hoped that formal training will be given (The Elms has been offered as a venue) early in the Autumn prior to adoption of the new Code. 16. Further to notification of New Cllr courses, it is hoped to hold a course here in Charmouth in the Autumn. 17. Information has been received from Life Education Dorset which is available to read. 18. The Village Echo for Summer 2007 has been received and is available to read. 19. Friends of the HCC Newsletter has been received and is available to read. 20. The Dorset Rural Pathfind Project document entitled Tackling Coastal Challenges has been received from Dorset Coast Forum. This is available to read. 114/07 EXCHANGE OF INFORMATION 1. Mr Hendrick reported that the new Fossil Warden is to start in post on 25 June and would be employed for 3 months based at the HCC. Mr Hendrick is to meet him with Richard Edmonds on 29 June. 2. Mrs Bremner raised the issue of the brown tourist signs on the bypass advertising petrol in the village. The Chairman explained the background to the brown sign issue and how this is on-going. 7/9 837 3. Mr Lander stated that with regard to the POPP initiative, he could only identify one or two established organisations solely for the elderly. He confirmed that funds can only be provided for something that has a future and not for a “one off” venture. He would continue to investigate and would keep Council informed. 4. Mr Osborne mentioned the finger post at the start of the footpath from Bridge Road to Riverway. This only has writing on one side, which is facing the hedge! This would be reported. 5. Mrs Cleden stated that the Playing Field Committee to be held on 3 July would be held at the Playing Field at 7.15pm. 6. Mr Wyatt stated that there was confusion at the weekend regarding Fossil Walks as Chris Pamplin was again waiting near to the HCC steps prior to an official walk starting. Mr Hendrick confirmed that it was in hand to write to Mr Pamplin. 7. Mr Wyatt mentioned the ice-cream van parked in the gravel car park, which appears to have an engine running continuously even though there is a power supply there. 8. Mr Wyatt mentioned that there seemed to be a lot of helicopters flying over Charmouth lately. Mr Hayter stated that he thought there were less than there used to be! 9. Mr Wyatt stated that there was a group of people at the beach on Sunday with white robes on, chanting. The staff would be informed that this is against foreshore regulations. 10. Mr Prosser stated that the website was in the process of being updated and a passport size photo was needed of each Councillor by the July meeting. If this was not possible, he would have a camera at the July meeting anyway. The Chairman closed the meeting and asked for comments from the public. COMMENTS FROM THE PUBLIC – FOR REPORT ONLY (a) Mrs Smith highlighted issues regarding the community lunch club, recycling and the surgery sign. (b) Mrs Stapleton asked about the letter received from WDDC concerning charity collections as well as the RBL as an older persons organisation, recycling and HCC walks. (c) Mrs Beevor stated that she was pleased to hear that the village had been entered for “Best Kept Village” and felt that it had encouraged people to pick up more rubbish already. The public left and it was proposed by Mr Hayter, seconded by Mr Hendrick and RESOLVED that the meeting be re-convened and that the Council go “in Committee”. 115/07 IN COMMITTEE
1. The meeting closed at 10.25 pm.
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