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Council Meetings
1167 MINUTES OF A MEETING OF CHARMOUTH PARISH COUNCILHELD AT THE ELMS ON TUESDAY 21 JUNE 2011
PRESENT: Mrs K Aldworth Mrs J Bremner Mr M Hayter (Chair) Mrs J Morrow Mr M Osborne Mr A Peters Mr J Prosser
Col G Brierley (County Councillor) PCSO Luke White 1 member of the public – Mrs P Rose
103/11 APOLOGIES There were no apologies.
104/11 DECLARATION OF INTEREST The Chair 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.
105/11 PUBLIC PARTICIPATION – FOR REPORT ONLY, LIMITED TO HALF AN HOUR The Chair stated that this was a new position on the agenda for public participation and it would be trialled for 6 months initially.
1. Mrs Rose, Stonebarrow House thanked the Council for taking the time to consider her planning application and visit the site. 2. PCSO Luke White stated that the only incident in Charmouth had been a burglary from a B&B where the premises were insecure at the time. 3. Mrs Bremner mentioned a recent ringmaster message about 2 men confusing shop keepers in Lyme Regis. PCSO White confirmed that this related to large bank notes and change and had only been on one afternoon. Mrs Aldworth confirmed that Charmouth shops had been alerted. 4. Mrs Bremner mentioned that the Beach Attendant had stated that he found the liaison with the police very helpful and Mr Hayter thanked PCSO White again for the improved presence in the village.
106/11 MINUTES OF THE ANNUAL GENERAL MEETING HELD ON 17 MAY 2011 It was proposed by Mr Prosser, seconded by Mrs Bremner and RESOLVED that the minutes of the Annual General Meeting held on 17 May 2011 be approved as a true record and signed by the Chairman. 1/8
1168 107/11 MATTERS ARISING FROM THE MINUTES There were no matters arising from the minutes.
108/11 FORESHORE COMMITTEE (Meeting held on 7 June 2011) 1. Mrs Morrow went through significant items on the agenda. 2. Mr Pamplin had asked for a meeting following complaints about his walks and he would be invited to attend the next Foreshore Committee. 3. A response had been received from Richard Edmonds regarding the Fossil Warden and this would be passed to the next Foreshore Committee. 4. Further correspondence had been received from Martin Diplock regarding the Beach Café lease and this would also be considered at the next Foreshore Committee. 5. Mr Hayter reported that more “eye” bolts had been obtained from Western Power for the securing of boats at the new location on the beach.
109/11 PLAYING FIELD AND CEMETERY COMMITTEE (Meeting held on 7 June 2011) 1. Mr Osborne highlighted the item on the path to the scout hut and Mr Hayter confirmed that this would be more expensive than first thought and he was undergoing a re-costing at present. 2. Mrs Morrow mentioned the parking and wondered if more parking could be made further along Barrs Lane. It was confirmed that past the Playing Field main gate was not Council land and strictly only pedestrian right of way existed.
PCSO White left the meeting.
110/11 PLANNING COMMITTEE (Meeting held on 14 June 2011) The minutes of the Planning Committee had been circulated to all Councillors showing the comments made on the applications received. 1. Application No. 1/D/11/000774 Uphill, The Street - At the request of the Old Bank Café tenants, a site visit had been held this afternoon regarding the application for Uphill, The Street when Mr Hayter, Mrs Morrow and Mr Prosser had considered the objections being made. The proposed 2nd floor extension would infill the present space between Uphill and the Old Bank Café on pillars to within 100mm of the existing Old Bank wall. This is considered to be detrimental to the natural light to the windows below and the maintenance of the building. There were concerns that certain aspects of the Design and Access statement were misleading and ambiguous particularly regarding the street scene and the importance of the conservation area. In addition, modification has not been made to the Old Bank since 1941 which is certainly not within “recent times”. Mention was made that when the ground floor of Uphill gained permission as a holiday let, the owners confirmed that adequate accommodation had been retained. However, they now need a further bedroom. It was agreed that the Council should object to this application on the grounds of infilling and overdevelopment of the site. They are concerned about the D&A Statement being misleading and the Parish Council would strongly recommend that the WDDC Development Control Committee visit the site. 2/8 1169 2. Tree Application TP/11/00151 Charmouth Primary School - Following the comments made about the above application, a letter has been received from the applicant, Mrs Deborah Winstone, asking about procedures when formulating comments. It was agreed that Mr Whatmore the Tree Officer usually visits a site in question but not necessarily the applicant. He would visit neighbours if considered necessary or if contact has been made via the Council. A letter to be sent back confirming that, in the Council’s opinion, procedure has been followed. 3. Mrs Bremner confirmed that she had been asked to comment on the application for changing the community hall windows. She had highlighted the positive aspects of this application. Mr Prosser confirmed that Mr Waterson and Mr Edwards would be attending the Committee on behalf of the Community Hall.
111/11 BALANCE OF ACCOUNTS Balance at Bank as of 31.05.11 22603.39 Business Deposit Account 149626.10 (Represented by: Working 29728.78 Contingency 2271.73 Earmarked Reserve) 117625.59 Nat West Account 1000.00 Nat West Savers Account 10104.00
Income for May 19637.77 Expenditure for May 15720.47
112/11 ACCOUNTS FOR APPROVAL
HMRC (PAYE) 1507.67 C B Potts 318.40 Talk Talk Business 32.66 Guy Crabb Plumbing & Heating Ltd 315.60 DAPTC 401.99 Lea Park Nurseries 108.00 West Dorset District Council 30.00 Glasdon UK Ltd 379.28 Travis Perkins 43.86 Kitson & Trotman Solicitors 864.00 OHE Horticultural 111.83 Lyreco UK Ltd 365.75 A J Supplies (Dorset) Ltd 395.59 Prospect Garage 197.19 Wessex Water 275.23 Martin Diplock 480.00 Francis Bugler Ltd 86.15 C W Groves 94.09 Morgans of Charmouth 42.18 Zurich Municipal 7494.37 M&S White 190.00 WDDC 378.00 EDF Energy 99.47 Mini Labels (L Tuck) 56.65 Cowling Agriculture 38.40 Dorest County Council 236.40 14542.76 3/8 1170 It was proposed by Mrs Morrow, seconded by Mr Osborne and RESOLVED that the accounts totalling £14542.76 be approved for payment.
113/11 FINANCE COMMITTEE (Meeting held on 14 June 2011) 1. Wages expenditure for May 2011 amounting to £4418.14 was noted. 2. Following circulation of the monthly spreadsheets for May 2011, it was proposed by Mrs Bremner, seconded by Mrs Aldworth and RESOLVED that the May 2011 accounts be accepted. 3. The 2010/2011 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 Peters and RESOLVED that the annual income/expenditure accounts and balance sheet for 2010/2011 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 Bremner, seconded by 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 Mrs Morrow and RESOLVED that the Annual Governance Statement be approved and accepted.
6. It was reported that Mr Hughes, as Internal Auditor, had completed his section of the Annual Return and it was proposed by Mr Prosser, seconded by Mrs Bremner and RESOLVED that the comments made in the Internal Audit Report be accepted and agreed. As this is Mr Hughes last year as Internal Audit, with Mr Mike Smith taking over for 2011/12, it was proposed by Mr Prosser, seconded by Mrs Morrow and RESOLVED that Mr Hughes be sent a letter of thanks together with an honorarium of £200. 7. The bank reconciliation 2010/2011 was circulated to all Councillors and it was proposed by Mr Prosser, seconded by Mr Osborne and RESOLVED that the bank reconciliation as set out below be approved. Current Account £ £ Balance as per Bank Statement 29736.59 Less unpresented cheques 108.67 Plus outstanding lodgments - Balance as per cash book 29627.92 4/8 1171 Business Reserve Account
Balance as per Bank Statement/Cash Book 109610.26 Nat West Current Account Balance as per Bank Statement/Cash Book 1000.00 Nat West Reserve Account Balance as per Bank Statement/Cash Book 10104.00 Total of bank accounts 150342.18 Add – Cash in hand 115.00
TOTAL 150457.18
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. Health and Safety Policy together with risk assessments have been reviewed recently and amended accordingly. 9. A pre-view of the insurance schedule for the coming year had been received, which included increase of Public Liability cover to £10,000,000 and increase of Fidelity Guarantee to £250,000 at no extra charge. The only change made is to add a figure of £600 for civic regalia. It was proposed by Mr Prosser, seconded by Mrs Morrow and RESOLVED that the insurance be renewed with Zurich Municipal for the coming year at a cost of £6996.12 plus VAT and IPT where appropriate. It was also proposed by Mr Prosser, seconded by Mr Hayter and RESOLVED that Martin Diplock re instructed to re-value the buildings in line with policy for this to be undertaken at the start of each new Council term. 10. Following the standing down of Mr Newson, it was proposed by Mr Prosser, seconded by Mrs Bremner and RESOLVED that the cheque signatories be amended to take off Mr Newson, keep Mr Hayter, Mr Prosser and Mrs Tuck and to add Mr Osborne. 11. Following the acceptance of the first part of the quote from Martin Taylor to dig out the hogweed and spray the Japanese Knotweed for a price of £180 plus VAT, it was proposed by Mr Prosser, seconded by Mr Hayter and 5/8 1172 RESOLVED that the second part of the quote to cut back the conifers and generally tidy the area around the old toilet block for a price of £385 plus VAT be accepted. 12. It was proposed that an air compressor be purchased in order to not only blow up tractor tyres but also clean up equipment, strip picnic tables and benches and spray beach huts. Mr Hayter would look into the cost of an accessories kit to enable all of the above activities, but it was proposed by Mr Prosser, seconded by Mr Osborne and RESOLVED that up to £300 be allocated from the machinery budget to purchase the compressor and accessories. Mr Hayter would come back to Council if the total is more than £300. 13. Following the idea of formulating a four year plan together with actioning the issues arising from the Parish Plan, it was proposed by Mr Prosser, seconded by Mrs Bremner and RESOLVED that a sub-committee be formulated to look at the whole issue and come back to Council with a proposal. Mrs Bremner undertook to Chair this sub-committee and Mr Peters and Mrs Morrow expressed interest in participating. Mrs Bremner confirmed that the aspects to be looked at for the four year plan would cover a much wider brief than just purchasing. Policies and HR would be considered. 114/11EXECUTIVE COMMITTEE (Meeting held on 9 June 2011) This would be dealt with “In Committee”. 115/11 WEST DORSET DISTRICT COUNCIL ISSUES 1. Mrs Bremner reported that procurement was being looked at by WDDC with a view to including Parish and Town Councils to enable better deals for all. She would monitor this and keep the Council informed. Mr Hayter was concerned that this was not a way for the District Council to make money and Mrs Bremner confirmed that Parishes would be buying direct but the “leg work” to find the best deals would be done by the District Council. 2. Mrs Bremner confirmed that she would be mentioning the charging for removal of dolphins as well as the rate for wheely bin emptying once she is aware who to contact about this! 3. Mrs Bremner confirmed that she has been appointed to the District Council’s Licensing Committee but not the Planning Committee. 116/11 DORSET COUNTY COUNCIL ISSUES 1. Col Brierley confirmed that the procurement idea was to be County wide and he felt this would make enormous savings for all. 2. Col Brierley reported that two options were considered by the Community Overview Committee at DCC yesterday regarding the libraries. The option put forward by the Officers is to save 10 libraries including Lyme Regis and close the rest, including Charmouth. The proposal by the Members is to save all 32 libraries. Both options will be put to the Cabinet and ultimately the full Council meeting on 21 July. In the meantime the Conservative Group are meeting to consider the issue. Col Brierley feels aggrieved that 6/8 1173 Charmouth has missed out due to the distraction of the bid from Lyme Regis Development Trust to re-locate Lyme Regis Library at the old Boys Club. Col Brierley will continue to “wheel and deal” and report back. 3. Col Brierley would contact Tony Mackle, DCC regarding the recently imposed parking regulations, particularly outside the George Hotel where extra spaces are causing a problem.
117/11 REPORTS FROM NOMINATED REPRESENTATIVES OF ORGANISATIONS 1. Mr Prosser reported that the Community Hall had obtained their license to serve alcohol.
2. Mrs Morrow reported that with regard to the Coastal Change Pathfinder Project, Rupert Lloyd from DCC had offered to come and speak to the Council regarding the issue. Mrs Morrow to liaise with a view to arranging for him to come prior to the September Council meeting.
118/11 CORRESPONDENCE AND COMMUNICATIONS 1. Correspondence was received from Keo Films and permission was granted for filming re River Cottage on Charmouth Beach. 2. A copy of the decorating schedule for WDDC toilets has been received and will be passed to the Foreshore Committee. 3. Copies of two e-mails from Phil Tritton to Eugene Barnes (WDDC) and Tony Mackle (DCC) have been received regarding parking. 4. Various correspondence has been received via Friends of Charmouth Library. All available to read. 5. Information has been received from DAPTC about their revamped website. 6. Information has been received from DCC about the Jurassic Coastal Change Pathfinder forthcoming Exhibitions – Charmouth Thurs 7 July 10am-9pm with presentations at 1pm and 7pm. This information has been passed to Jane Morrow and will be reminded at the next Foreshore Committee. 7. Correspondence has been received from DCC Parish Maintenance Unit about their forthcoming visit to the area and asking about any minor highway or footpath repairs. Need to let them know by 14 July. 8. Dorset Coast Forum News for June 2011 has been received and is available to read. 9. Information has been received from Lyme Forward with the agenda for the meeting held on 9 June. This has been forwarded to Jane Morrow. 10. Various information has been received from BLAP which will be passed to Jane Morrow. 11. Information has been received about the Bournemouth, Dorset and Poole Minerals Development Framework – Reviewed Draft Minerals Core Strategy consultation July-September 2011. 12. The Village Echo for May 2011 has been received from the Pavey Group and is available to read. 7/8 1174 13. Local Council Review Magazine for Summer 2011 has been received and is available to read. 119/11 EXCHANGE OF INFORMATION There was no issues under exchange of information. It was proposed by Mr Prosser, seconded by Mrs Morrow and RESOLVED that the Council go “in Committee”.
120/11 IN COMMITTEE
The meeting closed at 10.10 pm.
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