Council Meetings

 

                                                                      

MINUTES OF THE ANNUAL GENERAL  MEETING OF CHARMOUTH PARISH COUNCIL HELD AT THE ELMS ON TUESDAY 19 MAY 2009

PRESENT:                 Mr N Berry                          Mrs J Bremner                      

Mrs H Cleden                       Mr M Hayter                      

                                    Mr K Lander                         Mrs J Morrow

Mr D Newson                        Mr J Prosser                       

Mr R Wyatt

1 member of the public (Mrs S Beevor)

 

71/09            ELECTION OF CHAIRMAN 

Following nomination in February, 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. 

72/09            ELECTION OF VICE CHAIRMAN 

Mr Prosser was proposed by Mr Wyatt, seconded by Mrs Bremner and following no other nominations it was

            RESOLVED that Mr Prosser be appointed as Vice Chairman for the coming year. 

73/09            APPOINTMENT OF FOOTPATH LIAISON OFFICER

Mr and Mrs R Dampier were proposed by Mr Hayter, seconded by Mrs Cleden and following no other nominations it was

            RESOLVED that Mr and Mrs Ron Dampier be appointed as Footpath Liaison Officers for the coming year. 

74/09            APPOINTMENT OF 2 TRUSTEES FOR THE HERITAGE CENTRE

It was proposed by Mr Lander and seconded by Mr Prosser 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 continue as Trustees for the Heritage Coast Centre for the coming year.

75/09            APPOINTMENT OF 2 REPRESENTATIVES FOR THE ALMSHOUSE CHARITIES

Mr M Hayter and Mr R Wyatt were proposed by Mr Newson, seconded by Mr Prosser and following no other nominations it was

            RESOLVED that Mr Hayter and Mr Wyatt be appointed as representatives for the Almshouse Charities for the coming year.

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76/09            APPOINTMENT OF A PUBLIC TRANSPORT REPRESENTATIVE 

Mr K Lander was proposed by Mr Hayter, seconded by Mr Newson and following no other nominations it was

            RESOLVED that Mr Lander be appointed as Public Transport Representative for the coming year.

 77/09            APPOINTMENT OF 2 REPRESENTATIVES FOR THE DAPTC WESTERN AREA COMMITTEES

Mr K Lander and Mrs J Morrow were proposed by Mr Prosser, seconded by Mr Wyatt and following no other nominations it was 

            RESOLVED that Mr Lander and Mrs Morrow be appointed as representatives for the DAPTC Western Area Committees for the coming year.

78/09            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.                                                                                                                                                                                    

79/09            APPOINTMENT OF A TREE OFFICER

Mr M Whatmore was proposed by Mr Prosser, seconded by Mrs Cleden and following no other nominations it was

            RESOLVED that Mr Whatmore be appointed as Tree Officer for the coming year.

80/09            APPOINTMENT OF HIGHWAYS OFFICER

Mr Osborne was proposed by Mrs Cleden, seconded by Mr Hayter and following no other nominations it was

            RESOLVED that Mr Osborne be appointed Highways Officer for the coming year. 

81/09            APPOINTMENT OF A REPRESENTATIVE TO THE TWINNING ASSOCIATION

Mrs J Bremner was proposed by Mr Hayter, seconded by Mr Berry and following no other nominations it was

            RESOLVED that Mr Bremner be appointed as representative for the Twinning Association for the coming year. 

The Twinning Association would be reminded of Mrs Bremner’s contact details as she had not heard from them for a few months. 

82/09            APPOINTMENT OF EXECUTIVE COMMITTEE

It was proposed by Mr Lander and seconded by Mr Wyatt that the Executive Committee continue as at present and therefore it was                                                                                                 2/10

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            RESOLVED that the Exeuctive Committee be made up of the following Councillors, Mr M Hayter,  Mr J Prosser, Mr D Newson, Mrs H Cleden and Mrs J Bremner. 

It was proposed by Mr Hayter, seconded by Mr Newson and

RESOLVED that Mr Prosser should take the Chair of the Executive Committee.

83/09            APPOINTMENT OF FORESHORE COMMITTEE

It was proposed by Mr Hayter and seconded by Mr Prosser that the Foreshore Committee continue as at present and therefore it was

RESOLVED that the Foreshore Committee should be made up as follows, Mr N Berry, Mrs J Morrow, Mr R Wyatt, Mr M Osborne and Mrs J Bremner. 

It was proposed by Mr Berry, seconded by Mrs Morrow and 

RESOLVED that Mr Osborne should take the Chair of the Foreshore Committee. 

84/09            APPOINTMENT OF PLAYING FIELD AND CEMETERY COMMITTEE

It was proposed by Mr Prosser and seconded by Mr Newson that the Playing Field and Cemetery Committee continue as at present and therefore it was

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 Newson, seconded by Mr Lander and

RESOLVED that Mrs Cleden should take the Chair of the Playing Field and Cemetery Committee.

85/09            APPOINTMENT OF PLANNING COMMITTEE

It was proposed by Mr Hayter and seconded by Mr Prosser that the Planning Committee continue as at present and therefore it was 

RESOLVED that the Planning Committee should be made up as follows, Mr D Newson, Mr K Lander,  Mrs H Cleden, Mrs J Morrow and Mr R Wyatt.    

It was proposed by Mr Wyatt, seconded by Mrs Morrow and

RESOLVED that Mr Newson should take the Chair of the Planning Committee.

86/09   TO APPOINT A FINANCE COMMITTEE

It was proposed by Mr Hayter and seconded by Mr Newson and  

            RESOLVED that Mr Prosser continue as Chairman of Finance Committee.

Mr Hayter reminded Council that 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.

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87/09   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 Mr Hayter, seconded by Mr Newson and

            RESOLVED that the main public participation, for report only, should continue to be at the end of the meeting for no longer than half an hour. 

88/09            APOLOGIES

Apologies were received from Mr Osborne (business); Mr Whatmore (personal) and Col Brierley (election campaigning).

89/09            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.

90/09            MINUTES OF THE MEETING HELD ON 21 APRIL 2009

It was proposed  by Mrs Cleden, seconded by Mr Lander and

            RESOLVED that the minutes of the meeting held on 21 April 2009 be approved as a true record and signed by the Chairman.

91/09            MATTERS ARISING FROM THE MINUTES (FOR REPORT ONLY)

 1.         Re: 69/09 1. – Mrs Bremner asked if any further progress had been made on the brown signs.  The Clerk explained that the County Council felt that the fact that Connect would not claim from the deceased’s insurance was ridiculous and suggested advice be taken.  Advice has been sought from DAPTC/NALC.

92/09            FORESHORE COMMITTEE (Meeting held on 5 May 2009)

1.         It was proposed by Mr Wyatt, seconded by Mrs Bremner and

            RESOLVED that the two requests for benches be located on the cliff side of west cliff. 

2.            Following a request from Mr Prosser for the Foreshore Committee to re-look at the use of the matting on the beach, this had been re-considered and it was proposed by Mrs Bremner, seconded by Mr Lander and 

            RESOLVED that the matting be sold for the best price.  Mr Wyatt confirmed that he had contacted someone who had shown interest and was awaiting their response.

3.         Mrs Bremner reported that the beach clean had been a success.

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4.         With regard to the unsightly garden adjoining west cliff, the Foreshore Committee would like to rearrange the beach huts to try and obscure the garden.  It was proposed by Mrs Bremner, seconded by Mrs Morrow and

            RESOLVED that permission should be sought for 12 huts to be located along the fence on the north side of west cliff.  The purchase of any new huts would be discussed at a future meeting.

5.            Regarding the planting of the beds at the foreshore, it was proposed by Mrs Bremner, seconded by Mrs Cleden and

            RESOLVED that the quote from Stow House of £325 to supply and plant the 5 beds at the foreshore be accepted.  The funds would be taken from the earmarked reserve for Best Kept Village standing at £225 together with £100 from the current Foreshore General Maintenance budget.

Mr Berry wanted to be sure that the plants would withstand the conditions as he felt it was uneconomic to replant on an annual basis.  It was reported that Stow House had done research at the Lizard Point.

6.         Mrs Bremner reported that Mr Diplock had visited the Lookout and discussed various options for renting this on a 5 year lease.  This would be discussed further by the Foreshore Committee.

7.            Following a query from Mrs Morrow, the Clerk confirmed that no response had been received from Mr Vincent regarding the repairs required to his fence.

93/09            PLAYING FIELD AND CEMETERY COMMITTEE (Meeting held on 5 May 2009)

1.         Mr Hayter reported that the insurance company had been informed of the roundabout damage and a claim form had been completed and returned.  The Police are following up the names of those implicated.  The quote to repair the roundabout from Record Play (the provider) was in excess of £900.  There would probably be an excess of £250 due to malicious damage.  Mr Wyatt asked if Townsend Engineering could repair the equipment.  Several Councillors felt that the provider should be used.  The Clerk explained that this was now in the hands of the insurance company anyway.

2.         Mrs Cleden reported that with regard to purchase of a new piece of equipment, she had taken some catalogues to school and asked the year 4 children for their views.  The majority preferred the same one as the Committee.  However, a new catalogue had now been received from Huck Nets, a local firm, who use a lot of ropes and net and appear to set some equipment in sand.

3.         With regard to the purchase of a spreader, Mr Hayter reported that Mr Berry was very knowledgeable on this subject and asked if he would attend the next Playing Field Committee to explain the best option to the Committee.

94/09            PLANNING COMMITTEE

No Committee meeting was held due to no applications having been received.  However, since then the following applications/correspondence had been received:

·        Application No 1/D/09/000371 Smallhythe, Westcliff Road

Demolish dwelling and garage.  New replacement dwelling and

attached garage – to be dealt with at 7.45 pm on Tuesday 2 June between Foreshore and Playing Field Committee – JM and RW to come early please

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·        Approval of Planning Permission – Application No. 1/D/08/002367 Catherston Manor Farm, The Street – Convert existing barns and infill new builds to form 16 holiday cottages (retrospective amendment to PP 1/W/2007/000360)

·        Additional/amended plans – Application No. 1/D/09/000354 Charmouth Fish Bar, The Street – Replace flue duct and new fan unit – Approval since received dated 14 May 2009.

·        Copy of enforcement notice relating to the decking at Harveys Fish and Chip Shop

·        West Dorset Design and Sustainable Development Guidelines have been adopted and are available to read

·        Questionnaire received regarding the effectiveness of the projector trial – a response has been sent incorporating all the comments made over the period of the trial.

95/09            BALANCE OF ACCOUNTS

Balance at Bank as of 30.04.09                   45978.74                                             

Business Deposit Account                            99446.33                     

(Represented by:   Working -

                              Contingency                       3003.70

                              Earmarked Reserve)       99474.45

Nat West Account                                            1000.00                     

Income for April 32824.03

Expenditure for April 15437.63

96/09            ACCOUNTS FOR APPROVAL

HM Revenue and Customs         1205.88

A J Supplies                                   352.36

Travis Perkins                                   4.49

C W Groves and Son Ltd               38.40

Mole Avon                                    212.59

OHE Horticultural Ltd                  385.00

Viking Direct                                 130.93

Lyreco UK Ltd                                30.48

Prospect Garage                           140.06

Morgans                                         28.64

C B Potts                                       575.35

Highwood                                        43.81

Creeds                                          340.40

Nildram                                          15.78

Dorset County Council              4052.00

Mark Wickenden                        537.56

Axminster Ironwork Ltd               41.40

Stow House                                 125.00

                                                    8260.13

It was proposed by Mr Prosser, seconded by Mr Wyatt and

                RESOLVED that the accounts totalling £8260.13 be approved for payment.

DCC to be asked for an idea of next year’s library top up figures prior to budgeting in the Autumn if possible.

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97/09            FINANCE COMMITTEE (Meeting held on 12 May 2009)

1.         Wages expenditure for April amounting to £3805.64 was noted.

2.            Following circulation of the monthly spreadsheets for April, it was proposed by Mr Prosser, seconded by Mr Lander and

            RESOLVED that the April 2009 accounts be accepted. 

3.         Mr Prosser highlighted the minute about the changes to the office staffing arrangements and emphasised the need for the office to be closed after 10.30am to enable work to be uninterrupted.

98/09            HEALTH AND SAFETY REVIEW

The Chairman confirmed that nearly all Councillors had now read the file containing the proposed risk assessments and monitoring sheets.  The comments made were discussed and the majority taken on board.

It was proposed by Mr Hayter, seconded by Mr Prosser and

            RESOLVED that, taking into account the additions and alterations just discussed, the risk assessment/monitoring sheets drawn up following the recent Health and Safety Review be adopted.

 99/09   WEST DORSET DISTRICT COUNCIL ISSUES

1.         Mr Newson reported that the stance had changed in the proposed new Shoreline Management Plan which is due to come into force next year with regard to Charmouth.  Whereas previously the stance was to “hold the line” until 2050, it is now only until 2025 and from then on the stance is “managed realignment”.  Basically no funds are available to maintain sea defences at Charmouth after 2025.

2.         Mr Newson reported that he had some very interesting information about appointment of Trustees and he would let the Clerk have this together with information on declarations.

100/09            DORSET COUNTY COUNCIL ISSUES

There were no issues as Col Brierley was not present. 

101/09 REPORTS FROM NOMINATED REPRESENTATIVES OF ORGANISATIONS

1.         Mrs Bremner reported that Charmouth Traders’ Association were working with the HCC to develop a village website.  Also, more information was available about the type of sign envisaged at the Foreshore to direct visitors to the services in the village centre and the support of the beach traders appears to have been obtained.  A report would be made at the next Foreshore Committee.

2.         Mrs Bremner had attended the HCC Trustees meeting on Monday and reported that the rent had been agreed; they are coming back to speak to the Council about the on-going issue of the west wall; John Hayes, DCC Ranger had reported that there is no tremendous improvement regarding the opening of the coast path as it has not been possible to negotiate a price for extra land; the estimated cost of a new bridge is in the region of £330,000.

3.         Mrs Cleden reported that an open day was to be held at Charmouth Primary School on 23 June which, although primarily for parents, enables anyone to visit the school and see what is being done.                                                                                                                                        7/10

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4.         Mr Prosser reported that the AGM of the Community Hall was happening this evening.

 

102/09            CORRESPONDENCE AND COMMUNICATIONS

1.         A letter has been received from Chideock Parish Council regarding their campaign for a vehicle testing site on the A35.  This was read to Council and as much as members sympathise with Chideock’s plight, this does not really apply to Charmouth now that it is bypassed.  It was suggested that DAPTC be contacted with regard to possible funding. 

2.         A letter has been received from Dorset County Council regarding the proposal to create a footway from the entrance to the Beach Car Park linking to the existing footway in Lower Sea Lane.  This was read to Council and it was generally felt that the outcome that they will come back early next year as to whether this could be added to the list of schemes, was positive.  Mrs Bremner suggested that the Parish Council gather their own evidence as to number of pedestrians using that stretch and wondered whether the Beach Attendant could undertake this at intervals during high season.  This would be discussed at the next Foreshore Committee.

3.         A letter has been received from Dorset County Council following the requests from both the Council and the Traders’ Association for improved signage for car and coach parking.  A meeting was held today to discuss this further with all reps involved – the Clerk and the Chairman attended and a full report was given.  DCC are coming back with amended designs. 

4.            Confirmation of the forthcoming Dorset Coast Forum has been received which is to be held on Tuesday 9 June at Weymouth Pavilion – Mr Berry to attend at a cost of £30.   

5.         A letter has been received from Mr I Wade of Chepstow Harriers seeking permission once again to erect a tent and hold a barbecue on east cliff over the bridge to coincide with the Golden Cap Challenge on 4 July.  Permission granted. 

6.         An invitation has been received from Lyme Regis Development Trust to attend the launch of Evolution Rocks! Fossil Festival on Thursday 21 May at 7.30pm.  Mr Lander to attend on Mr Hayter’s behalf. 

7.            Information has been received about the forthcoming County Council elections to be held on 4 June.  All notices have been displayed.

8.         A letter has been received from St Andrews Community Hall confirming acceptance of the DCAs offer for a grant towards improvements at the hall.  5% of the total cost was donated by the Parish Council previously.

9.         An e-mail was received, via WDDC, from a member of the public complaining about barbed wire on the landslip on the east beach.  This wire is from the fence falling from the top of the cliff and most of it is buried, however Mike has cut off any pieces which are revealed.  There is the additional issue that the public should not be climbing on the slip! 

10.       Since joining the CPRE, various information has been received including a welcome letter and pack as well as notices of forthcoming events.  This is all available to read.

 11.       A notice has been received from Dorset County Council regarding the continued closure of the coast path to the west of Charmouth.  This has to be readvertised every 6 months as it is a temporary traffic order.

12.       South Devon and Dorset Shoreline Management Plan Review Consultation Summary – copies received and available to read.  Mr Newson to report on latest position.                                                                                                                                                8/10                                                                                                                                            997

13.       Details of the recent lift inspection have been received from Zurich – no defects are reported.

14.       Minutes of the last Charmouth Traders’ Association meeting have been received and are available to read.

15.       Minutes of the last Lyme Forward Partnership Meeting have been received and are available to read.

16.       Various information has been received from the DAPTC including a organisational communication structure and Spring Newsletter which have been circulated to all Councillors.

 17.       A copy of the B-active in Dorset Guide has been received from WDDC and is available to read.

18.       Clerks and Councils Direct magazine for May 2009 has been received and is available to read.

 19.       Your Dorset magazine from Dorset County Council has been received and is available to read.

103/09            EXCHANGE OF INFORMATION

Public participation:

1.         Mrs Beevor stated that she is disappointed with the lack of public interest in Council affairs and wondered if advertising the meetings in the Golden Cap Team Magazine would help generate interest.   

The public left and it was proposed by Mr Prosser, seconded by Mr Newson and

            RESOLVED that the Council go “in Committee”.

 

104/09 IN COMMITTEE

 1.                                                                                                                             

The meeting closed at 9.20pm.

 

 

 

 

 

 

 

 

 

 

 

                       

 

    

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