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Council Meetings
MINUTES OF A MEETING OF CHARMOUTH PARISH COUNCILHELD AT THE ELMS ON TUESDAY 18 MAY 2010
PRESENT: Mrs J Bremner Mr M Hayter (Chairman) Mrs J Morrow Mr D Newson Mr M Osborne Mr J Prosser Mr M Whatmore
Col Brierley, County Councillor 1 member of the press – Mr N Harvey
72/10 ELECTION OF CHAIRMAN
Following nomination in February, Mr M Hayter was proposed by Mr Whatmore, seconded by Mr Osborne and following no other nominations it was RESOLVED unanimously that Mr Hayter be appointed as Chairman for the coming year. He signed the declaration of office. Mr Hayter reiterated that if anyone had a problem with any way he undertook the role of Chairman, they should say. 73/10 ELECTION OF VICE CHAIRMAN Mr Prosser was proposed by Mr Newson, seconded by Mr Whatmore and following no other nominations it was RESOLVED unanimously that Mr Prosser be appointed as Vice Chairman for the coming year. 74/10 RESIGNATION OF COUNCILLOR I was with extreme sadness that Mr Hayter reported that Mrs Cleden was now very poorly and would not be returning to Council. Her husband had come into the office today and tendered her resignation. WDDC have been informed and notices advertising a second vacancy would be issued shortly. 75/10 APPOINTMENT OF FOOTPATH LIAISON OFFICER Mr and Mrs R Dampier were proposed by Mr Hayter, seconded by Mr Whatmore and following no other nominations it was RESOLVED that Mr and Mrs Ron Dampier be appointed as Footpath Liaison Officers for the coming year. 76/10 APPOINTMENT OF 2 TRUSTEES FOR THE HERITAGE CENTRE It was proposed by Mr Newson 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. 1/12 1074 77/10 APPOINTMENT OF 2 REPRESENTATIVES FOR THE ALMSHOUSE CHARITIES Mr M Hayter and Mr R Wyatt were proposed by Mr Prosser, seconded by Mr Whatmore 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. 78/10 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. 79/10 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 Newson 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. 80/10 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. 81/10 REPRESENTATIVE FOR THE BRIDPORT AND LYME REGIS AREA PARTNERSHIPS
It was suggested that the same reps should dip in and out of these two partnerships depending on what was relevant to Charmouth. It was therefore proposed by Mr Hayter, seconded by Mr Whatmore and RESOLVED that Mr Lander and Mrs Morrow continue sharing the role as representatives of the Bridport and Lyme Regis Area Partnerships. 82/10 APPOINTMENT OF A TREE OFFICER Mr M Whatmore was proposed by Mr Hayter, seconded by Mrs Bremner and following no other nominations it was RESOLVED that Mr Whatmore be appointed as Tree Officer for the coming year. 2/12 1075 83/10 APPOINTMENT OF HIGHWAYS OFFICER Mr Osborne was proposed by Mr Prosser, seconded by Mr Hayter and following no other nominations it was RESOLVED that Mr Osborne be appointed Highways Officer for the coming year. 84/10 APPOINTMENT OF A REPRESENTATIVE TO THE TWINNING ASSOCIATION Mrs J Bremner was proposed by Mr Hayter, seconded by Mr Newson and following no other nominations it was RESOLVED that Mr Bremner be appointed as representative for the Twinning Association for the coming year. 85/10 APPOINTMENT OF EXECUTIVE COMMITTEE It was proposed by Mr Hayter and seconded by Mr Newson that the Executive Committee continue as at present with the addition of Mr Osborne in place of Mrs Cleden and therefore it was RESOLVED that the Executive Committee be made up of the following Councillors, Mr M Hayter, Mr J Prosser, Mr D Newson, Mr M Osborne 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. 86/10 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, Mrs J Morrow, Mr R Wyatt, Mr M Osborne and Mrs J Bremner, with a vacancy until a new Councillor is co-opted. It was proposed by Mrs Morrow, seconded by Mrs Bremner and RESOLVED that Mr Osborne should continue to take the Chair of the Foreshore Committee. 87/10 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 Mr M Whatmore, Mr K Lander, Mr D Newson and Mr M Hayter, with a vacancy until a new Councillor is co-opted. It was proposed by Mr Newson, seconded by Mr Whatmore and 3/12 1076 RESOLVED that Mr Lander should take the Chair of the Playing Field and Cemetery Committee. 88/10 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 J Morrow and Mr R Wyatt, with a vacancy until a new Councillor is co-opted. It was proposed by Mr Hayter, seconded by Mrs Morrow and RESOLVED that Mr Newson should continue to take the Chair of the Planning Committee. 89/10 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. 90/10 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. 91/10 APOLOGIES Apologies were received from Mr Wyatt and Mr Lander (previous engagement). 92/10 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. In items on the agenda – there were no declarations in items on the agenda. On gifts greater than £25 in value – there were no declarations of gifts of greater than £25 in value.
4/12 1077 93/10 MINUTES OF THE MEETING HELD ON 20 APRIL 2010 Before the minutes being signed, Mr Prosser questioned a statement made in item 67/10 Parish Website and asked Mrs Morrow to explain what she meant by “questionable” expenditure. Mrs Morrow didn’t remember saying that and thought that emotions were running high and she may have said it in the heat of the moment. Mrs Morrow retracted the statement and she proposed, seconded by Mr Whatmore and RESOLVED that the minutes of 20 April 2010 be amended to remove that sentence and then be approved as a true record and signed by the Chairman. 94/10 MATTERS ARISING FROM THE MINUTES 1. Re: 59/10 1. – Mrs Morrow reported that she had been informed that the extra funding for the new bridge had now been raised and the Council should be contacted shortly regarding designs. 95/10 FORESHORE COMMITTEE (Meeting held on 4 May 2010) 1. Following a request from Will Turner of Endurance Life, it was proposed by Mr Osborne, seconded by Mrs Morrow and RESOLVED that permission be granted for the erection of a marquee and start/finish gantry on the grass over the river on 16/17 October 2010 for endurance life races. 2. Following a request from Bristol Morris Men, it was proposed by Mr Osborne, seconded by Mr Hayter and RESOLVED that Bristol Morris Men be granted permission to dance on the pedestrian area at the Foreshore on the afternoon of 29 May 2010. 3. Following a request from 1st Keyham Scout Group, it was proposed by Mr Osborne, seconded by Mr Hayter and RESOLVED that they be given permission to hold a bbq on the beach on 12 June to coincide with their annual coach trip. 4. Following a request from the RNLI to hold an emergency services day, it was reported that this had since been withdrawn and they are looking at arranging for next year. 5. Risk assessments relating to the Foreshore had been reviewed and it was proposed by Mr Osborne, seconded by Mr Prosser and RESOLVED that these be amended as set out in the Foreshore minutes and adopted for the coming year. 6. Following a request from the Beach Café to purchase an additional parking permit, it was proposed by Mr Osborne, seconded by Mr Hayter and RESOLVED that this request be refused. 7. Mrs Bremner reported that Mr Perham had confirmed that he will monitor the parking of the unit holders on the overflow car park once the season takes off and this becomes necessary. 5/12 1078 8. Mrs Morrow reported that she had planted two cordalynes at the foreshore which were kindly donated by Mrs Bremner. 96/10 PLAYING FIELD AND CEMETERY COMMITTEE (Meeting held on 4 May 2010) 1. In Mr Lander’s absence, Mr Whatmore reported that in principle the Committee had agreed to a second club using the football pitch on free Saturdays to run a reserves team. However, this is subject to a formal agreement giving priority to Charmouth Football Club. 2. Signs at the new playing field regarding dogs are to be looked at further. 3. The risk assessments for the Pavilion/Playing Field and Chapel together with fire risk assessments for the pavilion and chapel have been reviewed and it was proposed by Mr Whatmore, seconded by Mr Newson and RESOLVED that these need no amendment at the current time, although they are continually monitored throughout the year. 4. Mr Whatmore reported that disappointingly Ron Martin, WDDC Tree Officers had failed to contact him or turn up for an arranged meeting last Tuesday regarding the surgery required to the trees overhanging the playground. An official complaint had been sent to Mr Martin’s superiors. 97/10 PLANNING ISSUES No Planning Committee was held due to the lack of applications. The following correspondence has been received for report: · Approval of Planning Permission – Application No. 1/D/10/000442 Grasmere, The Street – Alterations to roof including dormers and raising the ridge · Approval of Planning Permission – Application No. 1/D/10/000402 Highlands, Old Lyme Road – Demolish garage. New dwelling. · Withdrawal of application No. 1/D/10/000354 2 Charmouth House, The Street – summer house.
98/10 BALANCE OF ACCOUNTS Balance at Bank as of 30.04.10 64135.72 Business Deposit Account 79533.48 (Represented by: Working - Contingency 2271.73 Earmarked Reserve) 83971.19 Nat West Account 1000.00 Nat West Savers Account 10000.00 Income for April 46607.99 Expenditure for April 16402.44 6/12 1079 99/10 ACCOUNTS FOR APPROVAL
HM Revenue and Customs 1207.96 Jane Morrow (The Decorator Centre) 33.99 Bridport Glass and Tile Centre Ltd 172.11 Parcelforce 53.00 Travis Perkins Trading Co Ltd 87.86 Townsend Bearings 11.28 Zurich Management Services 170.38 Allgreen 702.65 Newlands Holiday Park 24.00 Lyreco UK Ltd 222.04 Mole Avon 2.40 Fowler Hire and Sales Ltd 41.13 A J Supplies (Dorset) Ltd 183.54 Morgans of Charmouth Ltd 19.55 Prospect Garage 163.07 Nildram 15.99 3110.95
It was proposed by Mrs Bremner, seconded by Mr Whatmore and RESOLVED that the accounts totalling £3110.95 be approved for payment. 100/10 FINANCE COMMITTEE (Meeting held on 11 May 2010) 1. Wages expenditure for April amounting to £4951.29 was noted. 2. Following circulation of the monthly spreadsheets for April it was noted that car park income compared to last April was significantly increased, it was proposed by Mr Newson, seconded by Mr Osborne and RESOLVED that the April 2010 accounts be accepted. 3. All the general/staff based risk assessments/policies were reviewed by the Committee and it was proposed by Mr Prosser, seconded by Mr Osborne and RESOLVED that after the following amendments, the documents be accepted as reviewed for the coming year. Obviously, constant monitoring takes place and any urgent additions/amendments will be applied: Health and Safety Policy – no amendments required; Elms Risk Assessment – no amendments required; Elms Fire Risk Assessment – Amend Cellar, people at risk to say “Staff only”; Depot Risk Assessment – no amendments required; Depot Fire Risk Assessment – no amendments required; General Maintenance Staff Activity Risk Assessment – no amendments required; Manual Handling Risk Assessment – no amendments required; Lone Working Risk Assessment – amend to say “no use of mobile phones whilst driving”; Use of Contractors Risk Assessment – no amendments required; Training checklists – Add Mrs Mowbray (new member of staff); Note Mr Perham’s updated first aid course. PPE checklists – No amendments required; Local Hazards Data forms – No amendments required. 7/12 1080 4. Mr Prosser reported that both he and the Playing Field Committee are completely happy with the way that the playing field has been reinstated following the agreement for access with Mr Herbert. Mr Prosser also reported that Mr Herbert had asked if, for a week during June, he could bring a compressor on the playing field side of his wall to enable the house to be sprayed. Mr Hayter declared an interest and Mr Whatmore stated that this should only be undertaken when the ground is dry and hard. There were no objections to this request and it was not felt that the bond paid should be held until this had taken place. Therefore, it was proposed by Mr Prosser, seconded by Mr Osborne and RESOLVED that Mr Herbert’s £10000 bond be returned to him plus the £19.56 interest/bonus added. 5. In conjunction with 4. above, Mr Prosser stated that the £10000 bond from Mr Herbert had been deposited in a new Nat West Savings Account which had achieved more benefits than the normal business reserve accounts. Therefore, it was proposed by Mr Prosser, seconded by Mr Whatmore and RESOLVED that Mr Herbert be reimbursed from the Girobank account and the original £10000 be left in the Nat West Savings Account to accrue. The Nat West Current Account also to be left with £1000 in situ. 6. Mr Prosser stated that the conversation about CCTV at the Foreshore had stemmed from more vandalism to the beach huts and increased unrest with beach hut tenants. Several Councillors felt that CCTV would not achieve anyone being caught but it was generally felt that it could be a deterrent. Following contact with PC Forshaw, Mr Prosser is to meet with Mark Harper, the Police Crime Reduction Officer, to discuss options. 101/10 WEST DORSET DISTRICT COUNCIL ISSUES 1. Mr Newson reported that the budgets for WDDC for next year will have to include cuts of between 5 and 25%. Most of these will be from discretionary payments, ie, Leisure fund, support for museums etc. Section 106 payments will not be affected. 102/10 DORSET COUNTY COUNCIL ISSUES 1. Col Brierley congratulated everyone on their new appointments. 2. Col Brierley confirmed that he has stood down from the DCC cabinet at his own request. This will not make any difference to the general public. 3. It was reported that the “No Excuse” road safety campaign is working well with over 5500 errant motorists being caught so far. 30% of these are still using mobile phones or not wearing seat belts. In addition, 88 vehicles have been confiscated for no MOT etc. Interestingly, when the police have revisited roads, the behaviour of motorists has improved. 4. Col Brierley reported on a special PACT meeting to be held at Chideock on Friday evening at the request of the current protestors. He had hoped that Mr Lander could attend to represent the Charmouth view. 5. It was confirmed that the money for the new bridge is looking more more likely now as it is felt very important that this is of a standard to be an Olympic legacy. 6. Mrs Bremner mentioned that the “build out” work at Timber Hill, Lyme Regis has improved the situation of this not being used so much as a rat run. In addition, the police are often at the bottom of timber hill catching people as they enter the 30mph zone. 8/12 1081 7. Mr Osborne asked what the new pedestrian crossings in Morcombelake and Chideock had cost. Col Brierley confirmed that the cost of these have been met by the Highways Agency as mitigation for not doing much else on the A35. They probably cost in the region of £100,000 each. 8. Col Brierley reported that an exhibition is to be held on Friday and Saturday in Bridport regarding the proposal to site a household recycling centre at Miles Cross which would mean increased use of the A35. 9. Mr Hayter felt that it was ironic that Charmouth were told if they did not use the crossing, they would lose it! He also felt that the protests in Chideock constitute harassment and bearing in mind the protestors are very much the minority of the residents of Chideock, it is extremely frustrating that the Police are unable to do anything. 103/10 REPORTS FROM NOMINATED REPRESENTATIVES OF ORGANISATIONS 1. Mr Prosser was delighted to report that the Community Hall have received a lottery grant of over £50,000. Now volunteers are required to ensure the project is completed within the allotted time. The AGM is to be held on Thursday 20 May at 7.30pm and an exhibition of the plans together with coffee will be held on 29 and 30 May. 2. Mrs Bremner reported that she attended the 25th Anniversary of the Charmouth Twinning Association when 28 French from Asnelles were visiting. She delivered a short speech in French on behalf of the Council. 3. Mr Lander had left a note stating that as the PACT rep he had received a schedule of regular visits of the parking wardens to the village. 104/10 TRADERS MAP – FORESHORE In conjunction with the new sign at the Foreshore, Mrs Bremner was looking at including the map used in the new Guide following a request from the Traders Association. No adverts would be included and all labels would be generic. Beach information would be highlighted. However, it had become apparent that when combining several signs, design is key and Mrs Bremner had obtained a quote from Thorntree Design (same company who designed the Guide) to design one combined sign at a cost of £300. This design would be the property of the Council and quotes could then be sought. Mr Hayter asked if the Traders were contributing to this cost and Mrs Bremner confirmed that Mr Tritton had made it clear that the Traders had no money available. Mrs Morrow confirmed that they had donated all the money raised to local causes. It was proposed by Mrs Bremner, seconded by Mrs Morrow and RESOLVED that the quote from Thorntree Design of £300 to design a new sign for the Forsehore, incorporating a village map, be accepted. This figure would be taken from the Foreshore Enhancement earmarked reserve, which includes previous budget figures for signs. 105/10 CORRESPONDENCE AND COMMUNICATIONS 1. A thank you card has been received from Pam for the leaving gift – this is available for all to read.
9/12 1082 2. Two housing letters have been received, one from Geoff Joy re a meeting and one from a new postholder, Rachael McCarthy about introducing herself. These were read to Council and it was agreed that a meeting with Geoff Joy and the Planning Committee be arranged to clarify the allocation of affordable housing. It was also agreed to invite Rachael McCarthy to attend prior to the next Full Council meeting in June from 7-7.30pm. 3. A letter has been received from the RSPB asking permission to have an information table on the pedestrian area again on certain dates this year. They don’t sell anything and advise the public about the unique habitats of the region. The HCC have always been happy with the situation. It was proposed by Mr Hayter, seconded by Mr Newson and RESOLVED that the RSPB be given permission to have an information table on the pedestrian area on the dates given. 4. A letter has been received from Kate Stapleton seeking permission to take small groups of people for wildlife walks. Following the reading of this letter to Council it was proposed by Mr Hayter, seconded by Mr Whatmore and RESOLVED that Kate Stapleton be given permission to undertake wildlife walks on Parish Council land subject to the necessary documents being provided and constant liaison with the HCC. 5. A letter has been received from Revd Stephen Skinner, Team Rector seeking permission for the United Reform Church and St Andrews to hold an open air Songs of Praise service near the seafront on 22 August. It was proposed by Mrs Morrow, seconded by Mr Hayter and RESOLVED that an open air Songs of Praise be permitted on 22 August, to be held on the green over the bridge on the left hand side. No recruiting of passers by to be permitted and no detracting from normal beach goers enjoyment to be permitted. 6. A thank you letter has been received from St Andrews Community Hall for the contribution towards the urgent repair works now completed. 7. A letter has been received from Dorset County Council regarding cuts to the highway maintenance budget for 2010/11. 8. A copy of a letter to WDDC from a resident complaining about the proximity of the new coach parking spaces in St Andrews Car Park to the houses in Old Rectory Close has been received together with WDDC response. 9. A letter has been received from DCC regarding community self-help during extreme winter weather. 10. Various notices were received regarding the recent parliamentary election. These were displayed as instructed. 11. A copy of a notice has been received from DCC regarding the continued diversion of the coast path to the west of Charmouth. 12. Information has been received from the Jurassic Coast Team regarding the Communities Forum on 17 May which was passed to Mrs Morrow. 13. Dorset Coast Forum e-news for May 2010 has been received and is available to read. 10/12 1083 14. Chief Executive’s Circular 04/10 has been received from DAPTC which interestingly includes information about the “death of the cheque” by 2014. 15. The Spring 2010 Newsletter has also been received from the DAPTC which has been circulated to all Councillors. 16. The latest edition of Dorset Countryside News has been received and is available to read. 17. Twenty Four Seven – the newsletter from the South Western Ambulance Service has been received and is available to read. 18. Countryside Voice for Spring 2010 has been received from CPRE and is available to read. 19. Clerks and Council’s Direct for May 2010 has been received and is available to read. 20. Your Dorset magazine for Spring 2010 has been received and is available to read.
106/10 EXCHANGE OF INFORMATION 1. Mrs Morrow reported that she had attended the Jurassic Coast Communities Forum recently and they had discussed water born transport. Mr Newson confirmed that this had been discussed previously and never amounted to anything. 2. Mr Osborne asked if DCC could be chased up about trimming footpaths, particularly the Riverway path. 3. Following receipt of new proposals from the DAPTC relating to subscription fees, those Councillors who had read the information had concurred with DAPTC’s proposals and therefore Mr Lander would take those views back to the next Western Area meeting. 4. With regard to the moving of Brigadier Buttenshaw’s bench which is currently outside the Elms, when asking Peter Press of the Pavey Group for the address of the Brigadier’s daughter, Mr Press was very adamant that the bench should not be moved outside the heart of the village. Mrs Morrow feels very strongly that the lady who had requested a bench at Hammonds Mead should be helped as she may not be around to benefit if this is left to the Autumn. Mr Hayter undertook to ask Julie to see if there is an unnamed bench at the Playing Field that could be used. DCC will still have to give their permission for siting which includes fixing to the ground, insurance etc. Public participation: 5. Mr Neil Harvey asked how much the Council envisaged spending on the new bridge and Mr Hayter confirmed that the Parish Council were not spending anything. 6. Mr Harvey asked how big the combined sign would be as there appears to be a lot of information to be included. Mr Osborne confirmed that a lot of the present information was irrelevant and it will be wall mounted, not freestanding. It was proposed by Mr Prosser, seconded by Mr Newson and RESOLVED that the Council go “in Committee”.
11/12 1084 107/10 IN COMMITTEE The meeting closed at 9.40pm.
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