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Council Meetings
MINUTES OF THE ANNUAL GENERAL MEETING OF CHARMOUTH PARISH COUNCIL HELD AT THE ELMS ON TUESDAY 20 MAY 2008
PRESENT: Mrs J Bremner Mrs H Cleden Mr M Hayter Mr M Hendrick 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 2 members of the public, 3 member of the press
69/08 ELECTION OF CHAIRMAN Mr M Hayter was proposed by Mr Prosser, seconded by Mr Wyatt and following no other nominations it was RESOLVED that Mr Hayter be appointed as Chairman for the coming year. He signed the declaration of office. 70/08 ELECTION OF VICE CHAIRMAN Mr Hendrick was proposed by Mrs Cleden, seconded by Mr Wyatt and Mr Prosser was proposed by Mr Hendrick, there was no seconder for this proposal and following no other nominations it was RESOLVED that Mr Hendrick be appointed as Vice Chairman for the coming year. 71/08 APPOINTMENT OF FOOTPATH LIAISON OFFICER Mr and Mrs R Dampier were proposed by Mr Hayter, seconded by Mr Newson and following no other nominations it was RESOLVED that Mr and Mrs Ron Dampier be appointed as Footpath Liaison Officers for the coming year. 72/08 APPOINTMENT OF 2 TRUSTEES FOR THE HERITAGE CENTRE It was proposed by Mr Newson and seconded by Mrs Morrow that Mr M Whatmore and Mrs J Bremner continue as the Council’s Trustees for the Heritage Coast Centre. Following no other nominations it was RESOLVED that Mr Whatmore and Mrs Bremner be appointed as Trustees for the Heritage Coast Centre for the coming year. 73/08 APPOINTMENT OF 2 REPRESENTATIVES FOR THE ALMSHOUSE CHARITIES Mr M Hayter and Mr M Hendrick were proposed by Mr Newson, seconded by Mr Whatmore and following no other nominations it was RESOLVED that Mr Hayter and Mr Hendrick be appointed as representatives for the Almshouse Charities for the coming year. 1/10 908 74/08 APPOINTMENT OF A PUBLIC TRANSPORT REPRESENTATIVE Mr K Lander was proposed by Mr Hayter, seconded by Mr Hendrick and following no other nominations it was RESOLVED that Mr Lander be appointed as Public Transport Representative for the coming year. 75/08 APPOINTMENT OF 2 REPRESENTATIVES FOR THE DAPTC WESTERN AREA COMMITTEES Mr M Hendrick and Mrs J Morrow were proposed by Mrs Cleden, seconded by Mr Newson and following no other nominations it was RESOLVED that Mr Hendrick and Mrs Morrow be appointed as representatives for the DAPTC Western Area Committees for the coming year. 76/08 APPOINTMENT OF A REPRESENTATIVE FOR ST ANDREWS COMMUNITY HALL COMMITTEE Mr J Prosser was proposed by Mr Hayter, seconded by Mrs Morrow and following no other nominations it was RESOLVED that Mr Prosser be appointed as representative for St Andrews Community Hall for the coming year. 77/08 APPOINTMENT OF A TREE OFFICER Mr M Whatmore was proposed by Mr Newson, seconded by Mr Hendrick and following no other nominations it was RESOLVED that Mr Whatmore be appointed as Tree Officer for the coming year. 78/08 APPOINTMENT OF HIGHWAYS OFFICER Mr Osborne was proposed by MrHayter, seconded by Mrs Morrow and following no other nominations it was RESOLVED that Mr Osborne be appointed Highways Officer for the coming year. 79/08 APPOINTMENT OF A REPRESENTATIVE TO THE TWINNING ASSOCIATION Mrs J Bremner was proposed by Mr Hayter, seconded by Mr Lander and following no other nominations it was RESOLVED that Mr Bremner be appointed as representative for the Twinning Association for the coming year. 2/10 909 80/08 APPOINTMENT OF EXECUTIVE COMMITTEE It was proposed by Mr Hayter, seconded by Mr Hendrick and RESOLVED that the Exeuctive Committee be made up of the following senior Councillors, Mr M Hayter, Mr M Hendrick, Mr J Prosser, Mr D Newson and Mrs H Cleden. It was proposed by Mr Hayter, seconded by Mr Hendrick and RESOLVED that Mr Prosser should take the Chair of the Executive Committee. 81/08 APPOINTMENT OF FORESHORE COMMITTEE It was proposed by Mr Hayter, seconded by Mrs Cleden and RESOLVED that the Foreshore Committee should be made up as follows, Mr M Hendrick, Mrs J Morrow, Mr R Wyatt, Mr M Osborne and Mrs J Bremner. It was proposed by Mr Hendrick, seconded by Mr Hayter and RESOLVED that Chair of the Foreshore Committee be appointed at the first Committee meeting. 82/08 APPOINTMENT OF PLAYING FIELD AND CEMETERY COMMITTEE It was proposed by Mr Hayter, seconded by Mr Hendrick and RESOLVED that the Playing Field and Cemetery Committee should be made up as follows Mrs H Cleden, Mr M Whatmore, Mr K Lander, Mr D Newson and Mr M Hayter. It was proposed by Mr Whatmore, seconded by Mr Newson and RESOLVED that Mrs Cleden should take the Chair of the Playing Field and Cemetery Committee. 83/08 APPOINTMENT OF PLANNING COMMITTEE It was proposed by Mr Hayter, seconded by Mrs Cleden and RESOLVED that the Planning Committee should be made up as follows, Mr D Newson, Mr M Hendrick, Mrs H Cleden, Mrs J Morrow and Mr R Wyatt. It was proposed by Mr Hayter, seconded by Mrs Cleden and RESOLVED that Mr Newson should take the Chair of the Planning Committee. 84/08 TO APPOINT A FINANCE COMMITTEE It was proposed by Mr Hayter, seconded by Mr Newson and following no other nominations it was RESOLVED that Mr Prosser be appointed as Chairman of Finance Committee. 3/10 910 Mr Hayter reminded Council that the remainder of the Finance Committee is made up of Chairman and Vice Chairman of Council, Chairman of the Foreshore Committee and Chairman of the Playing Field and Cemetery Committee. He also reminded Council that traditionally the Chairman of Finance Committee also sat on the Executive Committee but no other Committees. 85/08 TO CONSIDER WHETHER OR WHEN THE MEETING SHOULD BE ADJOURNED TO HEAR COMMENTS FROM THE PUBLIC The Chairman stated that in previous years the public were allowed a free half hour at the end of the meeting, with the proviso that should a topical item arise, standing orders could be suspended to allow a member of the public to speak. All comments were for report only. It was proposed by Mrs Cleden, seconded by Mr Wyatt and RESOLVED that the public participation, for report only, should continue to be at the end of the meeting. 86/08 APOLOGIES No apologies were received. 87/08 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. 88/08 MINUTES OF THE MEETING HELD ON 15 APRIL 2008 It was proposed by Mrs Cleden, seconded by Mr Newson and RESOLVED that the minutes of the meeting held on 15 April 2008 be approved as a true record and signed by the Chairman. 89/08 MATTERS ARISING FROM THE MINUTES (FOR REPORT ONLY) 1. Re: 66/08 5. – Following correspondence about parking on pavements, Mr Lander had a document from Leicester which shows that the County Council enforce parking on pavements. This would be looked into. 2. Re: 56/08 1. – Mrs Bremner reported that dates of the jewellery sales at the Heritage Centre had been received up to the end of May and she had asked that further dates be supplied. 90/08 FORESHORE COMMITTEE (Meeting held on 6 May 2008 1. Mrs Bremner reported that she had raised the issue of signs with the HCC and they have asked the Council for guidance. They are still looking into an illuminated sign and this could all be dealt with together. The lease does state that there should be no obstruction of common parts. Mr Hendrick confirmed that starting in June, the Foreshore Committee would be reviewing the whole issue of signage. 4/10 911 2. It was proposed by Mr Hendrick, seconded by Mr Newson and RESOLVED that the Beach Attendant be sent on a 1 day basic First Aid course at a cost of £70 plus VAT. 3. It was proposed by Mr Hendrick, seconded by Mrs Cleden and RESOLVED that the Fayre Committee be allowed to use the green area at the bottom of Evans Cliff on the morning of the Fayre for a display by the Taunton Garrison. 4. Since the report following the camera down the drain to the rear of the factory building, it was reported that there is a plunger in the drain. It was decided to wait until the Autumn to remove this as it was not causing a problem at present. 5. It was proposed by Mr Hendrick, seconded by Mr Newson and RESOLVED that the rental of the shed to the rear of the factory be offered to Mr Postles for a further year at the same cost of £500. 6. It was proposed by Mr Newson, seconded by Mr Wyatt and RESOLVED that the two remaining blue huts, having not been taken up by residents with primary school age children, be offered to enquirers at full price. 7. Mr Hendrick stated that it was appropriate to contract Hansford Construction to clear the beach prior to the season now that the risk of storms is minimal. This would cost approximately £1000 to include one load of rubbish. It was proposed by Mr Hendrick, seconded by Mrs Morrow and RESOLVED that Hansford Construction be contracted to clean the beach at a cost of £1000 plus VAT, to be taken from the Beach Cleaning budget. Mr Hendrick to fit the clean around the half term break visitors. 8. Following a request from Mr Whatmore, Mr Hendrick explained that the beach stream signs related to river safety and contamination. 91/08 PLAYING FIELD AND CEMETERY COMMITTEE (Meeting held on 6 May 2008) 1. Mrs Cleden reported that the temporary metal fencing had been erected to the rear of the George wall. 2. It was reported that the memorial tree for Graham Vickers was in hand. 3. Mr Whatmore reported that he was liaising with Julie about a nursery area for the 30 Scots pine trees, 2 ever green oaks and 1 Canadian maple tree. 92/08 PLANNING COMMITTEE (Meeting held on 13 May 2008) 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: 5/10 912
Erect ground and first floor extensions to provide “granny” annexe, Garage and first floor WC/shower. Re-position driveway onto site – Mr Newson explained that this was quite a straight forward application and needed to be dealt with before the end of the month. After discussion it was proposed by Mr Newson, seconded by Mrs Cleden and RESOLVED that the Council had “no objections” to this application.
Demolish garage and erect dwelling
93/08 BALANCE OF ACCOUNTS
Balance at Bank as of 30.04.08 36032.97 Business Deposit Account 97167.03 (Represented by: Working 19300.19 Contingency 3304.42 Earmarked Reserve) 74562.42
Income for April 32691.62 Expenditure for April 11659.11
94/08 ACCOUNTS FOR APPROVAL
Otter Nurseries 50.00 Inland Revenue 1095.39 Nildram 33.96 DAPTC 9.00 Morgans 48.43 Travis Perkins 450.27 Mole Avon 131.82 Bradfords 8.64 Fowler Hire and Sales Ltd 25.78 Greg Tuck 575.00 C W Groves and Son Ltd 227.90 Prospect Garage 223.40 Leese’s Haulage and Skip Hire 247.08 Viking Direct 115.41 M Wickenden 549.20 Zurich Municipal 158.63 Martin Taylor 720.27 Wessex Water 219.39 S&S Building and Construction Ltd 150.28 5039.85 It was proposed by Mr Prosser, seconded by Mr Hayter and RESOLVED that the above accounts totalling £5039.85 be approved for payment. 95/08 FINANCE COMMITTEE (Meeting held on 13 May 2008) 1. Wages expenditure for April amounting to £3123.66 was noted. 6/10 913 2. Following circulation of the monthly spreadsheets for April, it was proposed by Mr Prosser, seconded by Mr Lander and RESOLVED that the April 2008 accounts be accepted. 3. Mr Prosser explained that the Finance Committee were actively seeking a meeting with the insurance company regarding a health and safety/risk assessment audit and therefore it had been agreed to hold all risk assessments as they would be covered by this service. 4. Three quotes had been received from C B Potts amounting to £527.17 plus VAT to fit a fire bell and strobe light in the conference room, install four new outside lights at the Elms and install proper lighting in the cellar. It was proposed by Mrs Cleden, seconded by Mr Whatmore and RESOLVED that as these were all safety issues, these quotes amounting to £527.17 plus VAT should be accepted and the finances taken from the current electric panel budget. 5. Following a request from the Bopper Bus Organisation it was proposed by Mr Newson, seconded by Mr Lander and RESOLVED that a donation of £400 from the Bouncy Castle fund should be pledged to the Bopper Bus Organisation for payment in September 2008. 6. Following a quote from TMH Fencing of £2994.47 plus VAT to provide the remaining fencing required at the Bowling Green it was proposed by Mr Prosser, seconded by Mrs Cleden and RESOLVED that the quote of £2994.47 plus VAT be accepted and taken from the current budget combined with the remainder of the earmarked reserve. 7. Following the astonishment expressed at the Finance Committee regarding the fact that the Community Hall had to pay for their planning application to install disabled access, Mr Newson agreed to speak to the Planners and express the Council’s concerns in the strongest terms regarding this issue. It was proposed by Mr Hayter, seconded by Mr Hendrick and RESOLVED that should this not bring about a result, the Council should write to the necessary authority expressing its concerns that the Community hall should have to pay for the planning application. 8. Mr Hayter reported that since the Finance Committee, a quote had been received from Wessex Water to connect the water supply for the depot. This amounts to £952.92 plus VAT and together with the quote from Smartboyz of £485, this comes within the current budget of £1500 to provide a water supply at the depot. It was proposed by Mr Hayter, seconded by Mrs Cleden and RESOLVED that the quotes from Wessex Water of £952.92 plus VAT and Smartboyz of £485 be accepted. 96/08 DIGITAL TV PUBLIC MEETING The Chairman reported that Mr Bill Taylor of Digital UK would be attending a public meeting on Thursday 19 June 2008 at 7.30pm at the Elms. Posters/notices would be displayed at the beginning of June. 97/08 WEST DORSET DISTRICT COUNCIL ISSUES Mr Newson reported that only had one item which he would report “in Committee”. 7/10 914 98/08 DORSET COUNTY COUNCIL ISSUES 1. Col Brierley reported that regarding the ongoing saga of the parking restrictions, there was an error with the advertised order and therefore this needed to be re-advertised. In addition, a complaint had once again been received regarding the procedures followed. 2. Col Brierley informed the Council that the County Council are looking into providing free 1 hour driving experience courses for elderly people and he hoped that the Parish Council would support this if it is agreed. 3. Col Brierley expressed his disappointment at the comments in the local press about the PCSOs recently and felt that they had indeed made a difference to the communities in his ward. 4. Col Brierley reported that the police had purchased laser speed guns which would be based at Bridport and used within the area. 5. New phone numbers for Dorset Direct were to be advertised. 99/08 CORRESPONDENCE AND COMMUNICATIONS 1. A letter has been received from Sisters Annmarie and Isabel informing that they are leaving to go to the Lake District in July. This letter was read to Council. The Parish Council wish them every success for the future. 2. The official order relating to the parking restrictions in Charmouth has been received and is available to the public to view. In addition a letter has been received explaining the order. A copy of an objection letter to DCC from Mr Bettes has also been received for information. 3. Information has been received via the Police Ringmaster system relating to visits by a member of the Safe Neighbourhood Team to Charmouth Library on certain dates. A poster has been made and displayed. 4. An e-mail has been received from PC Chris Foreshore to update the Council as he can’t attend a meeting for a couple of months. This was read to Council. 5. A petition has been received from residents and visitors to Ellesdon seeking night time lighting in the alleyway leading from Ellesdon to the garage/parking area. Mr Hayter declared an interest as he lives in the vicinity. The Council support this request and enquiries will be made as to whose responsibility this path is and a letter sent accordingly. 6. Following the Council’s support for the bus shelter request made last month, a letter has been received from Dorset CC explaining that although no funding is available they are able to provide grant assistance to Parish Councils wishing to provide and maintain bus shelters. No funding currently budgeted, and it was agreed to reconsider this issue when the budgets for 2009/2010 are prepared in the Autumn. 7. An e-mail has been received from Chideock Parish Council enclosing a letter regarding the need for a VOSA vehicle testing station on the A35 to the west of Dorchester. This letter was read to Council and it was agreed that a letter be sent sympathising with the request but expressing the Council’s concern that the finances simply aren’t available. 8. Various information has been received from the DAPTC including the Spring 2008 Newsletter which has been circulated to all Councillors. All information is available to read. 8/10 915 9. Information has been received regarding a review of Dorset Municipal Waste Management Strategy which is undertaken every 5 years. This is available to read and comment on (comments due by 20 June 2008). 10. Information has been received from the DCA regarding the forthcoming post office closures and suggesting a public meeting be held to discuss the effects of losing the nearest or most used post office services. A seven week consultation period will follow the official announcement of those post offices to be closed on 15 July 2008. It was agreed that no action would be taken in Charmouth until the announcements are made regarding Dorset closures. 11. BLAP Agenda has been received and is available to read. 12. DCA Community News for Spring 2008 has been received and is available to read. 13. A letter has been received from WDDC regarding complaints about Town and Parish Councillors and advising that these are now being dealt with by them. 14. Friends of the HCC April 2008 Newsletter has been received and is available to read. 15. Two letters have been received from Dorset Police Authority one regarding the recruitment of independent custody visitors for Dorset, the other regarding the appointment of 4 independent members of the Dorset Police Authority. Anyone interested should contact them. 16. A letter has been received from Dorset CC regarding the next meeting of the Dorset Waste Forum to be held on Friday 20 June at Winfrith. 17. Information has been received from Dorset AONB seeking comments on the future of Dorset’s Outstanding Coast and Countryside. This will be passed to the next Foreshore Committee. 18. Local Council Review Magazine for May 2008 has been received and is available to read. 19. Clerks and Councils Direct for May 2008 has been received and is available to read. 100/08 EXCHANGE OF INFORMATION 1. Mrs Cleden reported that the footpath adjacent to the school is overgrown. 2. Mr Osborne wondered if it is possible to have another dog bin at the Bridge Road end of the footpath to Riverway. The Chairman undertook to monitor this situation as the dog bins don’t appear to be lasting very long at present with the lids rusting through. 3. Mr Hendrick apologised for forgetting to report under the Foreshore Committee that a letter had been received from WDDC confirming that the RNLI had agreed to waive the Parish contribution towards lifeguards at Charmouth for this year. However, the problem still exists of having to find funding for next season and for this reason it was proposed by Mr Hendrick, seconded by Mr Prosser and RESOLVED that the return of the lifeguards for 2008 should not be supported. 4. Mr Hendrick reported that the new guide was about to go to print and it was proposed by Mr Hendrick, seconded by Mr Whatmore and RESOLVED that the cost of £2000 plus VAT quoted by Dorset Design should be accepted. 9/10 916 5. Mr Hendrick reported that a price would be sought for replacement brown tourist signs at the village entrances. He showed the Council a copy of the proposed sign and Mrs Bremner stated that she would rather see a caravan symbol than a tent. Col Brierley stated that the stantions may need to be changed to the new lattice type and if so this would make the exercise very expensive. Initially, the Council would try to refurbish the existing sign, even using the current aluminium board. 6. Mr Lander reported that Charmouth Gardeners had asked for the Council’s support to plant bulbs in the triangle of grass between the bypass and the slip road at the eastern end of the village. It was explained that this was actually outside the Parish boundary, but a letter would be sent to the Highways Agency seeking permission for the Gardeners to go ahead. 7. Mrs Bremner reported that at the meeting of the HCC on Monday, members had been asked to publicise the fact that it was not possible to walk to Lyme Regis on the beach due to the landslip. 8. Mrs Morrow reported that the entries had been made again this year for the Best Kept Village competition and judging should take place any time between now and the end of June. Everyone to tidy and weed please! 9. Mrs Morrow asked if she could use the £150 from last year’s Best Kept Village Competition to complete the planting at the Foreshore. It was confirmed that this could be taken from the Foreshore Enhancement earmarked reserve instead. 10. Mrs Morrow reported that the deadline for the next issue of Shoreline was 5 June 2008. Public participation: 11. Mrs Smith stated that the Twinning Association were very pleased to have at least one Councillor (Mrs Bremner) attend the reception for the French contingent. 12. Mrs Stapleton hoped that the Council would lead any action needed regarding post office closures. She also supported the request for bus shelters and felt it was a pity for the Court to cut into the lawn with the proposed garage and this had once been the correct size for a croquet lawn. The public left and it was proposed by Mr Prosser, seconded by Mr Hendrick and
RESOLVED that the Council go “in Committee”.
The meeting closed at 9.05 pm.
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