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Council Meetings
999 MINUTES OF A MEETING OF CHARMOUTH PARISH COUNCILHELD AT THE ELMS ON TUESDAY 16 JUNE 2009
PRESENT: Mr N Berry Mrs J Bremner Mrs H Cleden Mr M Hayter Mr K Lander Mr D Newson Mr M Osborne Mr J Prosser Mr M Whatmore Mr R Wyatt Col Brierley – County Councillor The Chairman welcomed Col Brierley and congratulated him on being re-elected. 105/09 APOLOGIES Apologies were received from Mrs Morrow (personal). 106/09 MINUTES OF THE ANNUAL GENERAL MEETING HELD ON 19 MAY 2009 The minutes of the meeting held on 19 May 2009, after correction, were approved by Council and signed by the Chairman. 107/09 MATTERS ARISING FROM THE MINUTES 1. Re: 91/09 1. – Mrs Cleden asked about any further progress on the brown signs with DAPTC. The Clerk confirmed that this had been chased up but as yet no response has been received. 108/09 FORESHORE COMMITTEE (Meeting held on 2 June 2009) 1. It was proposed by Mr Osborne, seconded by Mr Berry and RESOLVED that the old tractor shed be offered to Mr Postles for a further year’s rent on the same terms as previously. 2. Mr Wyatt confirmed that he has a meeting with Jonathan Hansford at 7.30am on Friday to discuss the proposed slipway. It is envisaged that this will consist of 4 big slabs which could be put back in place if there are storms. They would be moved at the end of the season. Any other members of Council are welcome to attend the meeting on Friday morning. Mr Hayter stated that the money previously set aside from WDDC seems to have disappeared over the period of some 15 years but it may be possible to obtain some technical advice from the District, or perhaps from Keith Cole who used to be their main engineer and now does consultancy work. 3. Mr Berry reported that he had now looked at the quarry belting and it does not contain steel, just webbing which will possibly make it more saleable. 109/09 PLAYING FIELD AND CEMETERY COMMITTEE (Meeting held on 2 June 2009) 1. Following confirmation of the grant from the Football Foundation of half the cost of replacement junior goals, it was proposed by Mrs Cleden, seconded by Mr Hayter and RESOLVED that the goals be ordered from Edwards and the remaining half cost of £362.50 be taken from the playing field earmarked reserve. 1/8 1000 2. Mrs Cleden reported that a date was awaited from Record Play Equipment to repair the roundabout. 3. A meeting is to be arranged between the Bowls Club and Football Club to try and resolve the small issues which have arisen. 4. Following technical advice from Mr Berry it was proposed by Mr Hayter, seconded by Mrs Cleden and RESOLVED that the fertiliser spreader as discussed, be ordered at a cost of £280 plus £35 delivery. 5. Mr Lander mentioned that he was writing an article for Shoreline on Council business over the last couple of months. He felt the garden club issue should be included for the new land and he would e-mail a copy of the article to the office in the morning for Mr Hayter to clear. 110/09 PLANNING COMMITTEE (Special Meeting held on 2 June 2009) The minutes of the Special Planning Committee had been circulated to all Councillors showing the comments made on the application received. The following had been received since the Committee Meeting:
111/09 BALANCE OF ACCOUNTS Balance at Bank as of 31.05.09 12479.12 Business Deposit Account 139453.26 (Represented by: Working 39511.74 Contingency 2208.70 Earmarked Reserve) 97732.82
Income for May 18262.51 Expenditure for May 14705.35 2/8 1001 112/09 ACCOUNTS FOR APPROVAL H M Revenue and Customs 1160.89 P Gruitt and Son 125.00 Travis Perkins 114.57 Zurich 6209.41 Wessex Water 287.87 A J Supplies 18.29 Martin Taylor Landscapes 64.40 Lymelight 153.00 View from Publishing Ltd 74.25 Prospect Garage 147.52 Wessex Fire Protection 156.40 OHE Horticultural 391.79 C W Groves and Son 11.27 Newsquest 97.18 EDF Energy 826.26 S&S Plumbing and Heating 28.75 Morgans 34.00 Nildram 15.65 N D Berry (expenses) 30.52 Dorset Forest and Tree Care 632.50 10579.52 It was proposed by Mr Prosser, seconded by Mr Berry and RESOLVED that the accounts totalling £10579.52 be approved for payment. 113/09 FINANCE COMMITTEE (Meeting held on 9 June 2009) 1. Wages expenditure for May amounting to £4644.98 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 2009 accounts be accepted. 3. The 2008/2009 accounts had been circulated to all Councillors prior to the meeting and no queries had been raised. It was proposed by Mr Prosser, seconded by Mr Newson and RESOLVED that the annual income/expenditure accounts and balance sheet for 2008/2009 be approved and accepted. 4. A copy of the Annual Return to Auditors, Statement of Accounts had been circulated and following no comments it was proposed by Mr Prosser, seconded by Mrs Cleden 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 to all Councillors and following no queries, it was proposed by Mr Prosser, seconded by Mr Whatmore and RESOLVED that the Annual Governance Statement be approved and accepted. 3/8 10026. It was reported that Mr Keeler, as Internal Auditor, had completed his section of the Annual Return and was happy that no further comments needed to be made. 7. The bank reconciliation 2008/2009 was circulated to all Councillors and it was proposed by Mr Prosser, seconded by Mr Hayter and RESOLVED that the bank reconciliation as set out below be approved. Current Account £ £ Balance as per Bank Statement 30451.28 Less unpresented cheques 127.04 Plus outstanding lodgments - Balance as per cash book 30324.24 Business Reserve Account Balance as per Bank Statement/Cash Book 99439.14 Nat West Reserve Account Balance as per Bank Statement/Cash Book 1000.00 Total of bank accounts 130763.38 To agree with box 8 of Section 1 of 2009 Annual Return Add – Cash in hand 115.00 - Investment (War Stock) 38.91 153.91 130917.29 8. With regard to risk assessment, the Finance Committee are happy that the Council had undertaken risk assessments where appropriate. It was therefore proposed by Mr Prosser, seconded by Mr Newson 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. A full Health and Safety review has taken place in the last year resulting in new risk management procedures being adopted by the Council in May 2009. In addition, a full review of human resources procedures is underway. 9. The insurance renewal had been received from Zurich for 2009/2010 and the Clerk advised that due to ongoing claims and the long term agreement entered into with Zurich, moving to any other company is not an option. It was proposed by Mr Prosser, seconded by Mr Whatmore and RESOLVED that following a review of all sections, the insurance be renewed with Zurich Municipal with the following amendments:
10. One quote has been received (3 requested) for the painting of the south wall of the factory building. It was proposed by Mr Prosser, seconded by Mrs Bremner and RESOLVED that the quote from Mr J Tate amounting to £290 be accepted to be undertaken as soon as possible. 4/8 1003 11. A quote had been received for the replacement of the sensor light on the south wall of the factory building with a rust proof alternative. It was proposed by Mr Prosser, seconded by Mr Wyatt and RESOLVED that the quote from Mr B Potts amounting to £282.35 plus VAT be accepted to be co-ordinated with the painting contract. 12. Following a quote from Wessex Fire Protection to provide fire safety training at a cost of £140 plus VAT, it was proposed by Mr Prosser, seconded by Mr Hayter and RESOLVED that Fire Safety training be booked for 5 Council staff, with 2 spaces being offered to both Elms tenants foc. The remaining 8 places to be offered to the CTA via Phil Tritton at a cost of £15 each. 13. Following a request from the Bopper Bus it was proposed by Mr Prosser, seconded by Mr Newson and RESOLVED that a donation of £400 be pledged to the Bopper Bus Organisation for payment in September. 14. The Chairman thanked Mr Prosser for all his hard work in ensuring that the accounts for the year had been prepared and ready for audit. A letter should also be sent to Mr Keeler for all his efforts over the year. 15. Mr Hayter reported that a new strimmer had been required to be purchased urgently as the old one which was 10 years old was considered not worth repairing. This had amounted to £340.69 plus VAT from OHE Horticultural and would be taken from the machinery replacement budget. 114/09 REPORTS FROM NOMINATED REPRESENTATIVES OF ORGANISATIONS 1. Mr Lander reported on the Western Area DAPTC meeting he had attended and in particular;
2. Mr Berry reported on the Dorset Coast Forum meeting he had attended in Weymouth which had included the topics of off shore wind energy; a new DEFRA department called the Marine Management Organisation; the Shoreline Management Plan and the need to keep an eye on the situation. Mr Hayter reported that a television programme is to be screened shortly about the Napoli which may be of interest locally. 115/09 WEST DORSET DISTRICT COUNCIL ISSUES Mr Newson reported on recent events at the District Council, including: 1. A lot of work is currently going into setting up of partnerships. 5/8 10042. The issue of new, more efficient, offices for the District Council is being seriously investigated although in the current economic climate this has ground to a halt. 116/09 DORSET COUNTY COUNCIL ISSUES 1. Col Brierley reported that since his re-election as County Councillor, he was back on the cabinet in charge of highways, police and fire. He was also on the Dorset Coast Forum. In his highways capacity, he was a bit surprised by Mr Lander’s reported about highways maintenance being passed to Parishes as he would be very wary about the responsibility of taking on the repair of potholes from a liability point of view. 2. Col Brierley reported that at the last Roads and Rights of Way Committee the issue of parking restrictions in Charmouth had been deferred for a site visit, which realistically will not now take place until September. 3. Col Brierley confirmed that the County Council were planning to replace the footbridge over the river Char at a cost of £300,000. This was being funded from the Art in Dorset pot. He was aware that negotiations were still taking place with Mr Loosmore about the re-opening of the coast path. 117/09 CORRESPONDENCE AND COMMUNICATIONS 1. A letter has been received from Dorset County Council with revised drawings for the proposed car park/coach signage. This was read to Council. 2. A letter has been received from Mrs Hilary Munday on behalf of the RNLI seeking permission to collect at the seafront in conjunction with the red arrow display during Lyme Regis Lifeboat week. It was proposed by Mr Hayter, seconded by Mrs Cleden and RESOLVED that collections by the RNLI at the seafront in conjunction with the red arrows display at Lyme Regis be permitted. 3. A letter has been received from Bob Hughes regarding the November art exhibition to be held at the HCC again this year. He is seeking permission for free parking for exhibitors again when they drop off and collect their art work. This has been approved in the past. It was proposed by Mr Hayter, seconded by Mr Lander and RESOLVED that the same arrangements as previously be permitted for the exhibitors to the HCC Annual Art Exhibition. 4. An invitation has been received from Dorset AONB to a Golden Day on Golden Cap to celebrate 50 years of the Dorset AONB. This is to be held from 11am-3pm on Wednesday 1 July 2009. Mr Berry and Mr Lander to attend. 5. An invitation has been received from Bridport and District Citizens Advice Bureau to attend the AGM – this has now taken place. 6. Notice has been received from Lyme Regis Town Council with details of the newly elected Mayor and Deputy Mayor for 2009/2010. 7. The agenda for the Western Area DAPTC Committee which was held on 28 May was received. Keith Lander attended this meeting and Jane Morrow sent apologies. 8. Information was received about the Sustainable Communities Act: West Dorset Partnership Panel meeting held on 1 June. Details are available to read. 6/8 1005 9. Information was received from WDDC regarding a one day sale of green cone food digesters. This took place on 6 June at Sherborne and posters were displayed. 10. The new Structural Maintenance Programme for Highways has been received from DCC for the year 2009/2010. This is available to read. 11. The June 2009 edition of the DCF E-Newsletter has been received and is available to read. 12. CPRE’s Fieldwork magazine for June 2009 has been received and is available to read. 13. Dorset AONB’s “A Framework for the Future” management plan 2209-2014 has been received and is available to read. 14. The Pavey Group’s Village Echo for summer 2009 has been received and is available to read. 118/09 EXCHANGE OF INFORMATION 1. Mrs Bremner asked if any further information had been received from CTA regarding a proposed sign to be placed at the Foreshore. It was confirmed that nothing had been received to date. 2. Mr Lander reported that he and Mrs Morrow had met with Simon Thompson of DCA regarding the formation of a Parish Plan. Both Councillors are happy to lead this project on behalf of the Council and launch the Plan. A separate bank account would be necessary and it is proposed to start in the Autumn and finish in September 2010. An undertaking would be required by the Council to consider the suggestions in the plan once this had been completed. Mr Berry asked if Parish Council’s are generally involved in drawing up parish plans and it was confirmed that they usually lead the project by setting up a steering group which also involves other members of the community. It was proposed by Mr Lander, seconded by Mr Hayter and RESOLVED, by a majority (Mrs Bremner objected and Mrs Cleden was not convinced), that on behalf of the Council Mr Lander and Mrs Morrow set up a steering group to formulate a Parish Plan. 3. Mr Osborne reported that travellers had tried to stop on the grass verge not far from the village sign at the weekend. 4. Mr Wyatt asked if any information had been received from Wessex Water regarding the proposed scheme for sewerage flooding in Riverway. The Clerk confirmed that she continues to chase up Mr McAuslane at Wessex Water. 5. Complaints were made about Mead Cottage, opposite the St Andrews Drive car park that a cone had been placed in the highway along with drift wood. DCC to be contacted. 6. Mr Prosser reported that following a communication about raising funds for the Dorset Air Ambulance via recycling boxes, information had been requested regarding ink cartridge and mobile phone recycling. Information had now been received and it appears that they favour clothes banks which is not felt to be appropriate for the Council. The public left and it was proposed by Mr Prosser, seconded by Mr Wyatt and RESOLVED that the Council go “in Committee”.
7/8 1006 119/09 IN COMMITTEE
1. The meeting closed at 9.15 pm.
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