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Council Meetings
1085 MINUTES OF A MEETING OF CHARMOUTH PARISH COUNCILHELD AT THE ELMS ON TUESDAY 22 JUNE 2010
Rachael McCarthy, Rural Housing Advice Officer for WDDC attended from 7pm-7.30pm to introduce herself to the Council and explain her role. PRESENT: Mr M Hayter (Chairman) Mr K Lander Mrs J Morrow Mr D Newson Mr M Osborne Mr J Prosser Mr M Whatmore Mr R Wyatt
Col G Brierley (County Councillor) No members of the public or press 108/10 APOLOGIES Apologies were received from Mrs J Bremner (previous commitment). Mr Hayter confirmed the sad death of recently resigned Councillor, Mrs Hilary Cleden. Her memorial service will be held on Thursday 1 July 2010 at 2pm in St Andrews Church 109/10 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 in items on the agenda. (b) On gifts greater than £25 in value – there were no declarations of gifts of greater than £25 in value. 110/10 MINUTES OF THE ANNUAL GENERAL MEETING HELD ON 18 MAY 2010 It was proposed by Mr Newson, seconded by Mr Whatmore and RESOLVED that the minutes of the Annual General Meeting held on 18 May 2010 be approved as a true record and signed by the Chairman. 111/10 MATTERS ARISING FROM THE MINUTES There were no matters arising. 112/10 FORESHORE COMMITTEE (Meeting held on 8 June 2010) 1. Mr Osborne reported that the new sign had been dealt with by the Finance Committee and this was expected within a couple of weeks. 2. Mr Hayter gave an update of the infestation of rats at the Foreshore. WDDC Pest Control had attended and the bin compound modified, bins changed and bait laid. This would incur costs but is unavoidable. 1/9 1086 3. Following vandalism to the ladies toilet porch roof at the Foreshore, WDDC are to undertake repairs. An e-mail was received from WDDC detailing the work to be undertaken and the Chairman had taken photos of where this is proposed. It was agreed that this was necessary and should be done as soon as possible to cause as least disruption as possible. 113/10 PLAYING FIELD AND CEMETERY COMMITTEE (Meeting held on 8 June 2010) 1. Following Mr Whatmore’s recent problems with the WDDC Tree Officer, a meeting had finally taken place this morning regarding the surgery required to the oak at the playing field. The necessary TPO forms had been completed and would be sent to the District for approval. 2. The new dog signs to try and clarify the situation with the playing fields should be here tomorrow. 3. Mr Wyatt asked about the age of the swings and questioned why new chains are required. 4. Following what the Committee considered to be an unhelpful letter from the police regarding vandalism at the playing field reported by the Bowls Club, Col Brierley suggested that a letter be sent to Chief Superintendant Martin Hinds regarding this. However, it was felt that on balance the local neighbourhood team had been very helpful and it appeared to be better to liaise directly with them. 114/10 PLANNING COMMITTEE (Meeting held on 15 June 2010) The minutes of the Planning Committee had been circulated to all Councillors showing the comments made on the applications received. One application had been received since the meeting which would be dealt with at next month’s Planning Committee as timescales for comments allow this. 115/10 BALANCE OF ACCOUNTS Balance at Bank as of 31.05.10 67958.39 Business Deposit Account 79538.53 (Represented by: Working - Contingency 2271.73 Nat West Account 1000.00 Nat West Savers Account 10019.56 Income for May 11074.60 Expenditure for May 19558.05
116/10 ACCOUNTS FOR APPROVAL
HM Revenue and Customs (PAYE) 1198.76 Bradfords Building Supplies Ltd 29.48 Travis Perkins Trading Co Ltd 161.52 Orona Ltd 125.33 S L Pratt 90.00 Dyno-Rod 270.25 Mark Wickenden 548.80 A J Supplies 178.96 2/9 1087 Mole Avon Trading Ltd 10.85 Vizards Wyeth 175.00 Lea Park Nurseries 102.23 Francis Bugler Ltd 70.99 Gloster Furniture Ltd 118.42 Wessex Water 137.58 Allgreen Landscape Solutions 746.95 B H Chapman and Sons 70.50 Prospect Garage 192.26 M&S White 325.00 Dorset County Council 35.84 Lyme Light 182.00 C W Groves & Son Ltd 155.89 Footeprints 175.00 Nildram 15.99 Vale Fire Safety Ltd 119.85 Morgans of Charmouth 34.41 Thorntree Design 352.50 EDF Energy 1011.52 Contract Sign Systems 139.83 C B Potts 836.35 Petty Cash (Parish Plan Committee) 150.00 7762.06 It was proposed by Mr Wyatt, seconded by Mr Whatmore and RESOLVED that the accounts totalling £7762.06 be approved for payment. 117/10 FINANCE COMMITTEE (Meeting held on 15 June 2010) 1. Wages expenditure for May amounting to £3861.04 was noted. 2. Following circulation of the monthly spreadsheets for May, it was proposed by Mr Lander, seconded by Mrs Morrow and RESOLVED that the May 2010 accounts be accepted. 3. The 2009/2010 accounts had been circulated to all Councillors prior to the meeting and no queries had been raised. Mr Newson raised one query at the meeting about the difference in general income between 2008/9 and 2009/10. It was proposed by Mr Lander, seconded by Mr Wyatt and RESOLVED that the annual income/expenditure accounts and balance sheet for 2009/2010 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 Lander, seconded by Mr Newson 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 Whatmore, seconded by Mr Newson and RESOLVED that the Annual Governance Statement be approved and accepted. 3/9 1088 6. It was reported that Mr Hughes, as Internal Auditor, had completed his section of the Annual Return and was happy that no further comments needed to be made. Mr Prosser thanked Mr Hughes for stepping in after the untimely death of Mr Keeler. 7. The bank reconciliation 2009/2010 was circulated to all Councillors and it was proposed by Mr Osborne, seconded by Mr Wyatt and RESOLVED that the bank reconciliation as set out below be approved. Current Account £ £ Balance as per Bank Statement 35833.20 Less unpresented cheques 109.27 Plus outstanding lodgments - Balance as per cash book 35723.93 Business Reserve Account Balance as per Bank Statement/Cash Book 79527.55 Nat West Current Account Balance as per Bank Statement/Cash Book 1000.00 Nat West Reserve Account Balance as per Bank Statement/Cash Book 10019.56 Total of bank accounts 126271.04 To agree with box 8 of Section 1 of 2010 Annual Return Add – Cash in hand 115.00 - Investment (War Stock) 37.13 152.13 TOTAL 126423.17 Note 1 War Stock calculated pro rata from previous years Ie 0.5073 x £73.19 (sum as advertised in The Times on 1 April 2010) 8. With regard to risk assessment, the Finance Committee are happy that the Council had continued to undertake and monitor risk assessments where appropriate. It was therefore proposed by Mr Prosser, seconded by Mr Hayter 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. Following a full Health and Safety review last year, these risk assessments and procedures have recently been reviewed and modified accordingly. Following the unstable nature of banking, a new account was set up with a different bank using a nominal sum initially to enable quick transfer should this be necessary. 4/9 1089 9. Mr Prosser felt that despite the death of the internal auditor during the year, the effectiveness of the system was satisfactory. Mr Hughes, the previous internal auditor, had taken over the role, ensuring continuity. The Financial Regulations are currently being reviewed as part of the Council’s 4 year programme of reviews. It was therefore proposed by Mr Prosser, seconded by Mr Hayter and RESOLVED that the current internal audit system be approved as it stands. 10. The Insurance renewal had been received from Zurich Municipal with who the Council has a long term agreement. The renewal premium amounts to £6785.58 (inc the engineering policy for the lift, VAT and IPT where appropriate). The Policy was reviewed and it was proposed by Mr Lander, seconded by Mr Osborne and RESOLVED that the policy be renewed with the following observations/additions: · the fidelity guarantee of £150,000 was sufficient; · the lookout should be added with a re-build value of £21,500 as per Martin Diplock’s recommendation; · the Public liability was sufficient at £10,000,000; · The Rotaweb climber should be added. 11. Mr Prosser said that in response to queries from the public, he had looked at Standing Orders and there appeared to be no reason why the draft minutes of Full Council meetings could not be published on the website prior to approval. Obviously he would proof read these and a note would be added to state that they are “subject to approval”. It was proposed by Mrs Morrow, seconded by Mr Lander and RESOLVED that the draft minutes be added to the website as soon as practicable after the meeting, but clearly stating that these are yet to be officially approved. 12. Mr Prosser commented, also after studying the Standing Orders, that in his opinion the Council had become too relaxed about not directing comments through the Chairman. He felt that this needed to be tightened up on and could alleviate the problem of separate discussions taking place around the table. 118/10 WEST DORSET DISTRICT COUNCIL ISSUES 1. Mr Newson reported on the recent effects of the budget statement, highlighting that Council’s freezing Council Tax next year would be helped by the Government. 119/10 DORSET COUNTY COUNCIL ISSUES 1. Col Brierley reported that the “No Excuse” initiative is progressing well and over 8000 motorists have been spoken to about their driving. 2. The viability of the police helicopter is being looked at with regard to saving funds and perhaps combining with other forces. 3. Col Brierley confirmed that the truce in Chideock is up on 20 July and a further meeting will be held in the village hall then. This will be a continuing saga. Mr Wyatt felt that the whole situation was a total disgrace. 5/9 1090 4. Mr Hayter asked whether with the new regulations would the Chief Constable’s bonus end? Col Brierley confirmed that special payments would disappear and the pension scheme would be looked at. He felt strongly that policemen should be salaried and not paid on an overtime basis. 5. Mrs Morrow asked whether the “No Excuse” campaign was taking over from fixed speed cameras and Col Brierely confirmed that this was the idea. 120/10 CO-OPTION OF PARISH COUNCILLOR Three applications had been received from Mr I Marks, Mr P Noel and Mrs K Solomon which had been circulated to all Councillors with the meeting papers. As no-one wished to speak for a particular Councillor, a ballot was held with 8 votes being cast. The results were Mr P Noel (4 votes); Mrs K Solomon (3 votes) and Mr I Marks (1 vote). As the Foreshore Committee was the first to lose a member, it was agreed that Mr Noel should join that Committee. Notification has been received from WDDC that the vacancy arising from Mrs Cleden’s resignation can now be advertised for co-option. This has been done with a closing date of 16 July. Co-option will take place at the July meeting. Mrs Solomon and Mr Marks will be asked if they wish their applications to be carried forward. 121/10 REPORTS FROM NOMINATED REPRESENTATIVES OF ORGANISATIONS 1. Mr Lander reported on the meeting of the DAPTC Western Area that he had attended. Issues covered were the Olympics and “spin offs” for the whole area; procedures for internal audit and the phasing out of the cheque. 122/10 CORRESPONDENCE AND COMMUNICATIONS 1. An e-mail has been received from John Lacey of Western Power regarding the removal of the overhead electricity lines. Due to unforeseen hold ups and the onset of the season the work has been postponed until 6 September and should take three weeks to complete. 2. A letter has been received from Hazel Robinson seeking permission to erect a wind break near her beach hut. This was read to Council and agreed that as long as the “eyes” are stainless steel and installed by the Beach Attendant, this is permitted. 3. Minutes of the meeting between Wessex Water, members of Council and Oliver Letwin MP have been received regarding the Riverway flooding. These have been copied to all those who attended. Also received an e-mail from Bruce McAuslane. A letter is to be sent to Mr Letwin thanking him for attending the meeting and his input. 4. A thank you letter has been received from Shoreline for the donation made in April. 5. A copy of a letter from Mr King of Portland Cottage to WDDC has been received regarding observations he has made about the new public toilets in St Andrews Car Park. Copy of reply from WDDC also received. 6. A letter has been received from Charmouth Fayre regarding the building of a new bar, this will be passed to the Playing Field Committee for their next meeting. 7. An e-mail has been received from Lisa Camp of WDDC regarding the date for the allocation of the Section 106 money. This will take place on 7 July 2010 at 2pm. David Newson is to attend. 6/9 1091 8. An e-mail has been received from Steve Shaw from Unlock Democracy regarding the Sustainable Communities Act and urging Council’s to write to MPs to encourage them to deal with the Sustainable Communities Act proposals asap. 9. Details have been received from Lyme Regis Development Trust regarding the Lyme Forward meeting held on 10 June. This was forwarded to Keith Lander. 10. An e-mail has been received from Ben Wyer of DCC seeking views on Local Transport Solutions following the recent Communities Forum meeting. This was passed to Jane Morrow. 11. A letter has been received from Dorset AONB regarding an initiative entitled “finger spotting” which is Dorset’s first ever fingerpost project. This is available if anyone is interested. 12. Information has been received from DCC’s Highway Management Group regarding a direct phone number for highway issues to replace the old Clarence number. This number is 01305 221020 and strangely isn’t on the card which has been given to all Councillors so you may want to add it yourself. 13. A letter has been received from DCC Highway Management Group following previous correspondence regarding the re-launch of the Parish Maintenance Units. Form received also to enable jobs to be added to the list – needs to be returned by 14 July. 14. The Agenda was received and subsequently the draft minutes of the Western Area DAPTC AGM held at Bridport on 27 May. Mr Lander attended. 15. The Flood Warden newsletter has been received from the Environment Agency. This has been forwarded to Mike Whatmore and is also available to read in the office. 16. Chief Executive’s circular 05/10 has been received from the DAPTC along with an Extra–Ordinary circular. Both are available to read. 17. West Dorset District Council’s Overview and Scrutiny Annual Report for 2009/10 has been received and is available to read. 18. Friends of Charmouth Heritage Coast Newsletter has been received and is available to read. 19. The Village Echo for Summer 2010 has been received and is available to read. 20. Local Council Review for Summer 2010 has been received and is available to read. 123/10 EXCHANGE OF INFORMATION 1. Mr Lander reported that the Parish Plan Launch Day Event is to be held at the Community Hall on Saturday 26 June. Mr Prosser gave his apologies for this event as he is away. 2. Mr Osborne commented that the bungalow behind the depot has made an access onto the Riverway-Wesley Close footpath.
3. Mrs Morrow mentioned the recurring problem of giant hogweed on the river banks. A letter would be sent to the Environment Agency again – through Roxanne Parsons, the contact made by Mr Whatmore regarding flooding. 7/9 1092 4. Mr Hayter stated that following the bridge presentation yesterday, he would be disappointed if Section 106 money is used, particularly to pay off landowners for access/storage. However he was very impressed with the design. Mr Newson is to attend the Committee to allocate the Section 106 money on 7 July. 5. A Community Governor position has arisen at Charmouth Primary School and although the Council do not have a nominated representative any more it is useful if a Councillor holds this position to enable liaison. Mr Osborne expressed an interest and this would be forwarded to the School. 6. Mr Hayter reported that he and the Clerk had met with Mr Tegwyn Jones of West Dorset Services regarding the return of the recycling bins to the car park. This had been a positive meeting and hopefully comments would be taken on board. 7. Rewinding slightly, Mr Wyatt asked about whether Section 106 money would be available for the new street lighting. It was confirmed that this had been applied for but not obtained as yet. 8. Mrs Morrow asked about the letter received from DCC last year about contacting householders to tidy up frontages. She asked if this could be revisited yet and this would be looked into prior to next month’s meeting. There were no members of the public present. It was proposed by Mr Prosser, seconded by Mr Hayter and RESOLVED that the Council go “in Committee”. 124/10 IN COMMITTEE
The meeting closed at 9.35 pm.
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