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Council Meetings
MINUTES OF A MEETING OF CHARMOUTH PARISH COUNCILHELD AT THE ELMS ON TUESDAY 17 JUNE 2008
PRESENT: Mrs J Bremner Mrs H Cleden Mr M Hayter Mr M Hendrick Mr K Lander Mrs J Morrow (arrived late) Mr D Newson Mr M Osborne Mr J Prosser Mr M Whatmore (arrived late) Mr R Wyatt
102/08 APOLOGIES Mr Whatmore sent apologies that he may arrive late. 103/08 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 – 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. 104/08 MINUTES OF THE ANNUAL GENERAL MEETING HELD ON 20 MAY 2008 It was proposed by Mr Hendrick, seconded by Mr Newson, following correction, and RESOLVED that the minutes of the Annual General Meeting held on 20 May 2008 be approved as a true record and signed by the Chairman. 105/08 MATTERS ARISING FROM THE MINUTES (FOR REPORT ONLY) 1. Re: 95/08 7. – Mr Newson reported that following enquiries at WDDC, the exemptions for planning charges are laid down by Government legislation and WDDC have no jurisdiction over them. It was proposed by Mr Hayter, seconded by Mr Hendrick and RESOLVED that a letter of objection in the strongest terms be sent to the Government Agency responsible for planning charges, with a copy to Oliver Letwin MP. Mrs Morrow joined the meeting. 2. Re: 99/08 13. – Mr Newson explained the procedure to be followed regarding complaints against Councillors from now on. This is all dealt with by the District Council. 3. Re: 100/08 3. – Mr Newson had been asked by the District Council whether the decision not to have lifeguards was purely financial or whether they were considered not necessary. The Council confirmed Mr Newson’s response that it was both. 4. Re: 89/08 1. – Following Mr Lander’s comments last month regarding parking on pavements, information had been received from Dorset County Council confirming that they can’t enforce parking on pavements currently. It appears that Leicestershire are one of the trial authorities. 1/8 918 106/08 FORESHORE COMMITTEE (Meeting held on 3 June 2008) 1. Although omitted from the minutes, it was confirmed that Mr Hendrick had been appointed Chairman of the Foreshore Committee for the coming year. 2. Mr Hendrick stated that WDDC were unhappy at the decision of the Parish Council not to have lifeguards and suggested that the insurance company should be informed. Zurich are happy if the Council have mitigated all health and safety issues. The Council feel that other beaches along the coast are more dangerous than Charmouth and do not have lifeguards. 3. It was reported that the consultation document on the AONB has been circulated to the Foreshore Committee for information. 4. The mobile snack bar previously reported, had not been spotted recently. 5. Mr Hendrick reported that he hopes that the beach will be cleaned at the end of this week. Mr Hansford had been held up on another job. 6. Mr Hendrick reported that the bar for the tractor is in the process of being made. 7. With regard to the grass cutting on the east side, now that Mr Cox has a weekly planned work programme, he should be able to fit in the grass cutting. 8. Mr Hendrick reported that he had met with Greg Tuck, Carpenter regarding the café shutters, and was awaiting a quote for a solution. 9. A letter had been sent to Mr Sweeney, DCC regarding the coast path and the widening of the bridge. 10. Mr Newson updated the Council on the latest position regarding the west wall of the factory. 11. Mr Lander stated that he had asked people with metal detectors not to dig up the grass at the foreshore! 107/08 PLAYING FIELD AND CEMETERY COMMITTEE ISSUES (No meeting held) 1. Mrs Cleden and Mr Lander reported that the biggest issue which had caused much disappointment was the turning down of a grant for the multi play area. The Chairman thanked Mr Lander for all his hard work on this project. 2. Mr Wyatt stated that the second playing field was being used as a dog exercise area. Mrs Cleden was unsure what could be done about this and the Chairman stated that the Playing Field Committee would have to look into diverting the footpath. Mr Whatmore joined the meeting. 108/08 PLANNING COMMITTEE ISSUES (No meeting held) The following correspondence had been received:
Construct access ramp and hardstanding in front of hall
Demolish conservatory and erect single storey extension 2/8 919
Remove existing balcony and erect replacement balcony. Erect staircase and spiral stairs to balcony. Erect slate roofed canopy. Carry out internal and external alterations. Erect garage and modify landscaping
Erect dwelling and garage
Erect dormer window on north elevation
To be dealt with at next Planning Committee
109/08 BALANCE OF ACCOUNTS
Balance at Bank as of 31.05.08 34968.77 Business Deposit Account 97473.70 (Represented by: Working 18907.58 Contingency 4003.70 Earmarked Reserve) 74562.42
Income for May 12848.33 Expenditure for May 14802.78
110/08 ACCOUNTS FOR APPROVAL
Public Works Loan Board 3800.72 S L Pratt 165.00 Inland Revenue 1079.97 C W Groves & Son Ltd 116.78 Travis Perkins 33.02 Wessex Water 67.01 Wessex Fire Protection 119.85 C B Potts 138.06 Gloster Furniture Ltd 567.39 British Red Cross 98.70 Kitson and Trotman 1275.50 Prospect Garage 86.00 Bradfords 36.48 Zurich Municipal 5752.41 Boilerman Ltd 285.68 Morgans 8.86 Nildram 17.97 EDF Energy 604.32 14253.72
It was proposed by Mr Prosser, seconded by Mr Whatmore and RESOLVED that the above accounts totalling £14253.72 be approved for payment. The Chairman mentioned that the amount of £285.68 for the Boilerman Ltd was emergency expenditure required to the Elms boiler which was authorised by the Clerk under Financial Regulation 3.4. 3/8 920 111/08 FINANCE COMMITTEE (Meeting held on 10 June 2008) 1. Wages expenditure for May 2008 amounting to £4415.28 was noted. 2. Following circulation of the monthly spreadsheets for May, it was proposed by Mr Prosser, seconded by Mrs Cleden and RESOLVED that the May 2008 accounts be accepted. 3. A copy of the 2007/2008 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 2007/2008 be approved and accepted. 4. A copy of the Annual Return to Auditors, Statement of Accounts had been circulated. Mr Prosser stated that as in previous years, these figures have been taken from the figures in the annual accounts. It was proposed by Mr Prosser, seconded by Mrs Morrow and RESOLVED that the Statement of Accounts be approved and accepted. 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 Whatmore and RESOLVED that the Annual Governance Statement be approved and accepted. 6. Mr Prosser reported that following attendance at the Finance Committee, Mr Keeler (as Internal Auditor) had reported to the Committee and completed and signed his part of the Annual Return. 7. The bank reconciliation 2007/2008 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 23353.40 Less unpresented cheques 9115.09 Plus outstanding lodgments - Balance as per cash book 14238.31
Business Reserve Account Balance as per Bank Statement/Cash Book 96869.26 Total of bank accounts 111107.57
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 111262.57 4/8 921 8. With regard to risk assessment, the Finance Committee were happy that the Council had undertaken risk assessments where appropriate. It was proposed by Mr Prosser, seconded by Mrs Cleden 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. In addition, due to the complexities of health and safety, advice is currently being sought from external professional agencies. Following a query from Mr Lander, it was confirmed that internal controls are continually introduced as and when necessary, not as a result of any criticism received. 9. With regard to the insurance renewal for 2008/2009, the Clerk reported that although she had contacted the company suggested by DAPTC, they were staggered by the amount of property the Council owned and had run out of room on the form! They were to provide a quote but it was felt that accepting a new five year agreement with Zurich would prove the better option. It was, therefore, proposed by Mr Prosser, seconded by Mr Hayter and RESOLVED that following a review of all sections, the insurance be renewed with Zurich Municipal with the following amendments: · Increase number of Beach Huts to 52; · Following a check of machinery contents at the different storage areas, the current figures were considered sufficient.
112/08 REPORTED FROM NOMINATED REPRESENTATIVES OF ORGANISATIONS 1. Mr Prosser reported that the Community Hall had obtained planning permission for the disabled ramp, they had made over £500 on the recent Yetties concert and regular bingo nights continue to be held. 2. Mrs Cleden reported that the Deputy Head of Charmouth Primary was moving on and that the school are short of marshals for the annual fun run and challenge to be held on Saturday 5 July. Anyone interested should contact Mrs Cleden. 3. Mr Hendrick reported that he had attended the recent Western Area DAPTC meeting and a discussion had taken place regarding the current review of overhead electric cables. Mrs Morrow stated that she expected to received a report soon from Western Power following a meeting with them regarding the cables in Charmouth. 4. Mr Lander reported that he would be attending the POPP AGM in July. 5. Mr Lander reported that he regularly attends Digital TV working party meetings and looked forward to the presentation by Digital UK on Thursday evening. 113/08 WEST DORSET DISTRICT COUNCIL ISSUES 1. Mr Newson reported that the affordable housing planned for Lower Sea Lane Car Park was held up due to technical issues and hopefully the planning application would be submitted soon. 114/08 DORSET COUNTY COUNCIL ISSUES 1. Col Brierley reported that hopefully the yellow line saga was beginning to get resolved. Negotiations continue regarding the waiting restrictions outside the shops but the situation opposite the Wellhead seemed to be moving. 5/8 9222. Col Brierley had noticed that cars enter Charmouth from the roundabout on Axminster Road very fast and wondered if PC Forshaw could be persuaded to come and catch a few with the new laser gun. 3. Col Brierley stated that he felt that the proposed wind farm in the middle of Lyme Bay would be very unwelcome. 4. Mr Hendrick raised the issue of free bus passes for pensioners and it was confirmed that this was a District Council issue. Concern was expressed at the amount of visitors using the buses with free passes, now that the system in Country wide. Mr Hendrick was particularly concerned that the system would not be sustainable and Mr Newson confirmed that it would have to be reviewed as a whole. Mr Whatmore stated that there was talk of the use by ticket holders being billed back to the issuing authority. 115/08 CORRESPONDENCE AND COMMUNICATIONS 1. A letter has been received from Miss G Bown, Wisteria Cottage, Axminster Road regarding the on Street parking which was read to the Council. It was agreed that this issue had been fully discussed and resolved at the March meeting and the extract from the Council’s letter was agreed to be a true record of those resolutions. It was agreed that this is now out of the Parish Council’s hands, as previously stated by the Chairman. 2. A letter has been received from Magna Housing Association following the request for lighting on footpath from Ellesdon to the car park at the rear of Bridge Road. This is being looked into. 3. A copy of a letter from DCC to Mr Bettes has been received regarding the on-going dispute regarding the proposed parking restrictions opposite the Wellhead. Site meetings are taking place to try and reach a solution. The Public Notice has been withdrawn while discussions continue. 4. An invitation has been received to a free event run by WDDC aimed at getting the most of the IT connection provided by “Connecting Dorset”. 2 places are available on the evening of 25 June at Dorchester. Mr Prosser and Mr Hendrick to attend. 5. Various information has been received from DCC Library Service regarding the development of a community supported library service. This is available to read but does not directly apply to Charmouth as volunteers are not being used. 6. Information has been received from Dorset Coast Forum regarding a survey of the Jurassic Coast. Questionnaires will be widely distributed and the findings will be available later this year. 7. Agenda etc has been received for the Dorset POPP Conference 2008. Keith Lander is to attend. 8. A notice has been received from DCC regarding the continued closure of the coast path between Charmouth and Lyme Regis. 9. A letter has been received from Connect Roads enclosing a copy of the year’s report and a set of DVDs in support of the Government’s Road User Behaviour Initiative. This is all available to read/borrow. 10. The ‘Development of Affordable Housing Strategy’ for Lyme Regis has been received from Lyme Forward. This is available to read. 6/8 923 11. Information has been received on a Flood Day organised by WDDC on Friday 4 July. This has been forwarded to Mike Whatmore. 12. A letter has been received from WDDC confirming that the Dog Control Orders on designated children’s play areas and sports pitches are now in place and signage is being arranged. They are seeking Parish help in erection of signs. 13. The agenda has been received for the Western Area DAPTC meeting held on 5 June. Mr Hendrick attended and Mrs Morrow sent apologies. 14. DAPTC Circular 06/08 has been received and is available to read. 15. Dorset Coast Forum e-newsletter for June 2008 has been received and is available to read. 16. Friends of Charmouth Heritage Coast Centre Newsletter for June 2008 has been received and is available to read. 116/08 EXCHANGE OF INFORMATION 1. The Chairman reminded Councillors that the Digital TV presentation would take place on Thursday evening at 7.30pm at the Elms. Mr Whatmore and Mr Newson gave their apologies. 2. Mr Osborne mentioned that someone had attached a notice at the start of the footpath from Bridge Road to Riverway warning people to wear protective clothing, if they can even find the footpath! 3. Mr Lander mentioned the recent spate of graffiti around the village. The police have been informed and WDDC are sending a Graffiti Officer to give advice. 4. Mr Wyatt reported that someone had been quite badly injured by the giant hogweed in the river this week. He stated that the heads could be cut off before it goes to seed which would help deter the spread. He also stated that there is some on Parish Council land. Mr Wyatt distributed some literature about giant hogweed, a copy of which will be displayed on the main notice board. 5. It was confirmed that John Hayes, DCC Coast Path Team had been contacted about the state of the path from Lower Sea Lane to the Bridge. 6. It was also confirmed that DCC Footpath Section had been informed of the name of the house whose hedge is overhanging the footpath adjacent to the School. 7. Mrs Bremner reported that she and Mrs Morrow had completed the planting at the foreshore. 8. Mr Newson stated that he had been approached by a resident of Double Common wondering if he could plant some daffodil bulbs round the WI tree planted in the grass adjacent to the emergency access. It was felt that this was a very good idea. 9. Mr Whatmore confirmed that he had heard nothing more about a memorial tree for Graham Vickers and if he had heard nothing by the end of next week, he would go ahead and plant the oak. 10. Mr Whatmore stated that he had reported that the railings at the Playing Field had been bent again. It now appeared that this had been done by a car. 11. Mr Whatmore reported that he is to attend a Flood Day at WDDC shortly and would like to give some indication of how many sand bags the Council could store in case of emergencies. Agreement in principle to 100 could be given. 7/8 924Public participation: 12. Mrs Smith commented that the area around the recycling skips had improved significantly and if the graffiti could be removed from the paper skip this would be perfect. Mrs Beavor stated that there was a lot of rubbish around the skips today but this could be due to the fact that its rubbish collection day tomorrow. 13. Mrs Beavor mentioned the speed of vehicles in the Street which is particularly intimidating if using the narrow pavements near Higher Sea Lane. 14. Mr Justice asked if details were known of how much a bus stop grant is likely to be. It was confirmed that this information would be gathered prior to budgeting. The public left and it was proposed by Mr Prosser, seconded by Mr Newson and
RESOLVED that the Council go “in Committee”.
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