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Council Meetings
1158 MINUTES OF THE ANNUAL GENERAL MEETING OF CHARMOUTH PARISH COUNCIL HELD AT THE ELMS ON TUESDAY 17 MAY 2011
PRESENT: Mrs K Aldworth Mrs J Bremner Mr M Hayter (Chairman) Mrs J Morrow Mr M Osborne Mr A Peters Mr J Prosser 1 member of the press – Mr N Harvey
70/11 ELECTION OF CHAIRMAN Mr M Hayter was proposed by Mr Prosser, seconded by Mrs Bremner 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.
71/11 ELECTION OF VICE CHAIRMAN Mr Prosser was proposed by Mr Osborne, seconded by Mrs Bremner and following no other nominations it was RESOLVED unanimously that Mr Prosser be appointed as Vice Chairman for the coming year.
72/11 APPOINTMENT OF FOOTPATH LIAISON OFFICER Mr and Mrs R Dampier were happy to continue and it was proposed by Mr Hayter, seconded by Mr Prosser and following no other nominations it was RESOLVED that Mr and Mrs Ron Dampier be appointed as Footpath Liaison Officers for the coming year.
73/11 APPOINTMENT OF 2 TRUSTEES FOR THE HERITAGE CENTRE It was proposed by Mr Prosser and seconded by Mr Hayter that Mrs J Bremner continue as one of the Council’s Trustees for the Heritage Coast Centre and when the Council has it’s full complement of members a further rep would be appointed. Following no other nominations it was RESOLVED that Mrs Bremner continue as Trustee for the Heritage Coast Centre for the coming year.
74/11 APPOINTMENT OF 2 REPS FOR THE ALMSHOUSE CHARITIES Mr Hayter stressed the need for strong local knowledge for this role and with this in mind, Mr M Hayter and Mrs K Aldworth were proposed by Mr Prosser, seconded by Mr Osborne and following no other nominations it was RESOLVED that Mr Hayter and Mrs Aldworth be appointed as representatives for the Almshouse Charities for the coming year. 1/9 1159 75/11 APPOINTMENT OF A PUBLIC TRANSPORT REP Following the standing down of Mr K Lander and the lack of activity in this role recently, it will be left vacant for the present time.
76/11 APPOINTMENT OF 2 REPS FOR THE DAPTC WESTERN AREA CTTEE Mrs J Morrow was happy to continue in this role and due to depleted Council members, only one member would be appointed at this time. Therefore, it was proposed by Mr Hayter, seconded by Mrs Aldworth and following no other nominations it was RESOLVED that Mrs Morrow be appointed as representative for the DAPTC Western Area Committee for the coming year.
77/11 APPOINTMENT OF A REP FOR ST ANDREWS COMMUNITY HALL CTTEE Mr J Prosser was proposed by Mr Osborne, seconded by Mr Hayter and following no other nominations it was RESOLVED that Mr Prosser be appointed as representative for St Andrews Community Hall for the coming year. 78/11 REP FOR THE BRIDPORT AND LYME REGIS AREA PARTNERSHIPS It was therefore proposed by Mr Prosser, seconded by Mrs Bremner and RESOLVED that Mrs Morrow continue as representative of both the Bridport and Lyme Regis Area Partnerships. 79/11 APPOINTMENT OF A TREE OFFICER Mr M Whatmore had indicated that although not a Councillor any more, he was happy to continue with this role. It was therefore proposed by Mr Prosser, seconded by Mrs Morrow and following no other nominations it was RESOLVED that Mr M Whatmore be appointed as Tree Officer for the coming year.
80/11 APPOINTMENT OF HIGHWAYS OFFICER Mr Osborne was proposed by Mrs Bremner, seconded by Mrs Aldworth and following no other nominations it was RESOLVED that Mr Osborne be appointed Highways Officer for the coming year.
81/11 APPOINTMENT OF A REP TO THE TWINNING ASSOCIATION Mrs J Bremner was proposed by Mr Hayter, seconded by Mr Osborne and following no other nominations it was RESOLVED that Mr Bremner be appointed as representative for the Twinning Association for the coming year.
82/11 APPOINTMENT OF REP TO THE FRIENDS OF CHARMOUTH LIBRARY 2/9 1160 No Councillors felt able to take on this role solely at the present time and therefore the role would be shared until the Council has its full complement of members.
83/11 APPOINTMENT OF EXECUTIVE COMMITTEE It was stressed by the Chairman that this Committee traditionally consists of senior members of Council and it was therefore proposed by Mr Prosser and seconded by Mr Peters that the Executive Committee continue as at present with the addition of Mrs Morrow in place of Mr Newson and therefore it was RESOLVED that the Executive Committee be made up of the following Councillors, Mr M Hayter, Mr J Prosser, Mrs J Morrow, Mr M Osborne and Mrs J Bremner.
It was proposed by Mr Hayter, seconded by Mr Osborne and RESOLVED that Mr Prosser should take the Chair of the Executive Committee.
84/11 APPOINTMENT OF FORESHORE COMMITTEE Mr Hayter felt that the Councillors currently appointed should have first choice on which Committee they wished to serve and when the new Councillors are co-opted they will fit in to the vacant slots. It was proposed by Mr Hayter and seconded by Mr Osborne and RESOLVED that the Foreshore Committee should be made up as follows, Mrs J Morrow, Mrs J Bremner, Mr A Peters and Mr J Prosser (in a temporary role) until 2 new Councillors are co-opted. The Chair of this Committee will be elected at the first meeting.
85/11 APPOINTMENT OF PLAYING FIELD AND CEMETERY COMMITTEE It was proposed by Mr Prosser and seconded by Mrs Bremner and RESOLVED that the Playing Field and Cemetery Committee should be made up as follows Mrs K Aldworth, Mr M Osborne, Mr A Peters and Mr M Hayter (in a temporary role) until 2 new Councillors are co-opted. The Chair of this Committee will be elected at the first meeting.
86/11 APPOINTMENT OF PLANNING COMMITTEE It was proposed by Mr Osborne, seconded by Mrs Bremner and RESOLVED that the Planning Committee should be made up of Mrs J Morrow, with Mr Hayter and Mrs Prosser (in temp roles) until 4 new Councillors are co-opted. The Chair of this Committee will be elected at the first meeting.
87/11 TO APPOINT A COUNCILLOR AS CHAIR OF THE FINANCE COMMITTEE It was proposed by Mr Hayter, seconded by Mrs Bremner and RESOLVED that Mr Prosser continue as Chairman of Finance Committee. 3/9 1161 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.
88/11 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. He wondered whether the meetings may attract more interest if the public forum were at the start of the meeting. It was generally felt that this was a good idea and therefore it was proposed by Mr Hayter, seconded by Mrs Morrow and RESOLVED that the main public participation, for report only, should be at the start of the meeting for the coming year, for no longer than half an hour.
89/11 APOLOGIES Apologies were received from Col Brierley. At this point, the Chairman congratulated Mrs Bemner on her election as District Councillor covering Charmouth.
90/11 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.
91/11 MINUTES OF THE MEETING HELD ON 19 APRIL 2011 It was proposed by Mr Prosser, seconded by Mrs Bremner and RESOLVED that the minutes of the meeting held on 19 April 2011 be approved as a true record and signed by the Chairman.
92/11 MATTERS ARISING FROM THE MINUTES 1. Re: 58/11 1. – Mrs Morrow asked about the cutting of the hogweed and it was reported that Mr Martin Taylor had been asked for a quote to treat this along with the Japanese knotweed on the edge of the reed bed and the hedge adjacent to the old toilets adjoining the gravel car park. This latter issue was following a letter from Mr Vincent. Mrs Aldworth asked about hogweed in the river and it was confirmed that this is the responsibility of the adjacent landowner.
93/11 PLANNING ISSUES Applications received 1. Application No. 1/D/11/000574 St Andrews Community Hall, Lower Sea Lane Variation of condition 4 of PP 1/D/09/001224 to install double glazed UPVC windows & door – No objections. 4/9 1162 2. Application No. 1/D/11/000629 Langmoore Manor, Fernhill Certificate of lawfulness for the existing development of a workshop with office and hay store. Use of building as workshop for construction of water filtration systems. Use of two open areas for parking and open storage ancillary to use of building as a workshop with office – No comments.
3. Application No. 1/D/11/000686 25 Wesley Close Replacement porch – No objections.
Approval of Planning Permission:
4. Application No. 1/D/11/000232 11 Downside Close – dwelling 5. Application No. 1/D/11/000442 12A Kidmore Close – extension 6. Application No. 1/D/11/000382 Dorset Leisure Centre, Newlands Bridge – use part of car park for the siting of a mobile catering van (March-October each year) 7. Application No. 1/D/11/000403 The Shack, Lower Sea Lane – alterations & extension 8. Application No. 1/D/11/000248 Uphill, The Street – two storey rear glass extension
Refusal of Planning Permission:
9. Application No. 1/D/11/000308 8 Kidmore Close – 2.5 storey extension & dormer window
Grant of Non-Material Amendment:
10. Application No. NMA/11/00035 Lily Farm Buildings, Old Lyme Hill Minor alterations to positioning of windows, rooflights and solar panels
Refusal of Non-Material Amendment: 11. Application No. NMA/11/00039 Bay Trees, Higher Sea Lane Revised location of stainless steel flue to be on south elevation. Erect single storey store to east elevation
Tree Applications: 12. Approval of Tree Application TP/11/00075 Leslie Cottage, Higher Sea Lane Reduce height of Copper Beach tree to 12 metres and to reduce spread to 9 metres 13. Tree Application TP/11/00151 Charmouth County Primary School, Lower Sea Lane Various removals and surgery – passed to Mr M Whatmore
Correspondence: 14. A letter has been received from Prof and Mrs J Rose of Stonebarrow House seeking a meeting with the new Planning Committee regarding their re-submission of application for the demolish and rebuild of Stonebarrow House. This is on the advice of the Planning Officers at WDDC – Mr Prosser declared an interest. Mrs Morrow and Mr Hayter to attend a site visit.
94/11 BALANCE OF ACCOUNTS Balance at Bank as of 30.04.11 59766.00 Business Deposit Account 109617.95 (Represented by: Working - Contingency 2271.73 5/9 1163 Earmarked Reserve) 117625.59
Following receipt of first half of precept, £40000 to be transferred from current account to business deposit account
Income for April 40031.58 Expenditure for April 11794.09
95/11 ACCOUNTS FOR APPROVAL
HMRC (PAYE) 1108.53 Travis Perkins Trading Company Ltd 223.95 A J Supplies 111.00 Dorset County Council 4292.00 B H Chapman and Sons 60.00 Viking Direct 90.77 John Bright Fencing Ltd 27.48 Morgans of Charmouth Ltd 19.38 OHE Horticultural Ltd 530.17 Lyreco UK Ltd 266.63 Prospect Garage 214.09 S Forsey – Building Contractor 1550.00 Mark Wickenden 556.40 Zurich Municipal 174.00 9224.40
It was proposed by Mrs Bremner, seconded by Mr Osborne and RESOLVED that the accounts totalling £9224.40 be approved for payment.
96/11 MONTHLY ACCOUNTS FOR APRIL 2011 Following circulation of the monthly spreadsheets for April it was proposed by Mr Prosser, seconded by Mr Osborne and RESOLVED that the April 2011 accounts be accepted. Mr Prosser mentioned that he would hope that Councillors would read these accounts prior to the meetings and requested that they raise any queries with the Clerk in advance.
97/11 VACANCIES FOR COUNCILLORS It was reported that to date, 3 letters of interest had been received for the 4 vacancies. Following advice from WDDC Electoral Officer, good practice would be to advertise now to allow anyone who may not be aware of the vacancies to write in and then co-opt at the June meeting. It was therefore proposed by Mr Hayter, seconded by Mr Prosser and RESOLVED that the vacancies be advertised and co-options take place at the June Council meeting.
98/11 CHARMOUTH LIBRARY 1. Councillors were reminded that a meeting is to be held with Tracey Long of Dorset CC 6/9 1164 Library Services and the Parish Council next Tuesday 24 May 2011 at 7.30pm, here at The Elms. This is part of the on-going consultation exercise and Hazel Robinson of the Friends of Charmouth Library and Col Brierley will also be present. The Consultation document is to be e-mailed to all Councillors prior to this meeting. 2. In addition, there is a meeting in Dorchester at the Corn Exchange next Tuesday 24 May 2011 from 3.30pm – 5.30pm with all 34 Communities – no Councillors are able to attend. 3. The Chairman is attending a meeting at URC tomorrow 18 May regarding possibility of locating a library there. Hazel Robinson and Col Brierley are also attending.
99/11 WEST DORSET DISTRICT COUNCIL ISSUES Mrs Bremner reported that she was undergoing training at the moment. She confirmed that she would probably sit on the Licensing Committee but this would be decided on Thursday at the first full Council meeting.
100/11 DORSET COUNTY COUNCIL ISSUES There were no issues as Col Brierley was not present.
101/11 CORRESPONDENCE AND COMMUNICATIONS 1. A letter has been received from the Vice Chair of Governors at Charmouth School seeking help from the Council with their parking problems by using the Foreshore car park before school starts and providing a walking bus to the school. This was read to Council and concerns were expressed about the narrowness of the road from the beach to the school and consequently the safety of both drivers and pedestrians. It was felt that although in principle the Council would allow free parking at the times requested, it would be better to ask WDDC is their car park in St Andrews Drive could be used as this would avoid a great deal of cars having to drive passed the school at all and would provide a pavement to walk the rest of the way to school. 2. As previously reported, a letter has been received from Robert Vincent regarding the cutting back of Japanese knotweed etc on the edge of the reed bed. 3. A Parish/Town Development Survey has been received from WDDC. This would be dealt with at the next Planning Committee. 4. Following agreement to pay off the Elms Loan at the April meeting, advice has been received from the PWLB and a penalty will be charged making the amount payable £14019.89 rather than the £11450.89 leaving £2569. This could partly be made up from the Elms loan budget of £2100. Mr Prosser explained that with 10 years left on the loan it was better to pay the penalty and clear the balance rather than continuing at the 8% rate. It was therefore proposed by Mr Prosser, seconded by Mr Peters and RESOLVED that the outstanding Elms loan amounting to £14019.89 be paid off using the £11450.89 allocated from the end of year surplus, £2100 from Elms loan budget for the current year and the remaining £469 from the main contingency account. 5. Feedback has been received from Beth Barker of Dorset Engineering Consultancy following the completion of the bridge. She is asking for comments from the Parish Council. It is felt
7/9 1165 by both Councillors and public that the design itself is very good and in keeping with the rural setting. Also
Councillors were impressed with the schedule of work and how this was completed
on time. The consultation process received praise also for the liaison with the
Council, the public and particularly the School. This was thought to be very
thorough and 6. An e-mail has been received from Phil Tritton of Charmouth Stores following a complaint from a neighbour opposite about the delivery lorries parking outside his house early in the morning. Phil has asked DCC for a loading bay in the restricted parking bays outside his shop from 7-9am. DCC need Parish Council endorsement for this to have more chance of succeeding. Although the Council were sympathetic to this situation, it was felt that a large proportion of the lorries arrive after 9am and therefore the loading bay will not solve the problems then. In addition, there were concerns about how this would be policed if overnight parking has not moved before 7am. The local PCSO attending the meeting confirmed that this was not enforced by the Police and a loading bay would need “loading bay” painting on the road itself. 7. Notification has been received from WDDC of a new byelaw for Good Rule and Government to be implemented from 6 June regarding fines for urinating or defecating in the street or public place. 8. Various documents have been received from Bridport Area Partnership prior to the next meeting of the Steering Group on 2 June 2011 – this will be passed to Mrs Morrow. 9. Information was received from DCC regarding the forthcoming Jurassic Coast Communities Forum to be held on 26 May. Jane Morrow is to attend. 10. Details have been received of a temporary traffic notice closing the footpath between The Street and St Andrews Drive adjacent to the library for work by Western Power. 11. Details have been received regarding the continued closure of the coast path between Charmouth and Lyme Regis. 12. Dorset Countryside News for May/June 2011 has been received and is available to read. 13. Dorset Coast Forum E Newsletter for May 2011 has been received and is available to read. 14. DAPTC Circular 08/11 has been received and is available to read. Also received is the newsletter for Spring 2011/12 which has been circulated to all Councillors. 15. Information has been received from DAPTC regarding a new Councillor training event in Dorchester on Tuesday 14 June at 7pm. Bookings required by 6 June. It was also reported that another event is to be held in Beaminster on 12 July. Unfortunately both Mr Peters and Mrs Aldworth are unable to attend both these dates. It is hoped that a further event will be held in September to include all the new Councillors. 16. Killed and Seriously Injured (KSI) collision information has been received from DCC and is available to read. 8/9 1166 17. Various information has been received from CPRE including an invitation to attend the Dorset Branch summer garden party and “Field Work” and “Countryside Voice” magazines which are available to read. 18. Your Dorset for Spring 2011 has been received and is available to read.
102/11 EXCHANGE OF INFORMATION 1. The Chair reported that a new seasonal beach assistant had started. Her name is Amanda Keith and she lives in Charmouth. She will be covering Mike Perham’s days off of Sunday and Monday initially. 2. The Chair reported that the school had asked to borrow the generator for their duck race to be held on Sunday 29 May. Mr Hayter would oversee this and start the generator. It was proposed by Mr Prosser, seconded by Mr Hayter and RESOLVED that the School PTA be lent the generator for their duck race. 3. Approach had been made from WDDC regarding the siting of a skip on Charmouth Beach for the removal of rubbish from the old Lyme Regis Tip commencing on 23 May. It was felt very strongly that this could not proceed past Thursday 26 due to the forthcoming bank holiday and that a fee should be levied for the inconvenience caused to Charmouth residents/visitors. It was proposed by Mr Hayter, seconded by Mr Osborne and RESOLVED that a fee of £100 per day be charged to WDDC for the location of a skip at Charmouth Foreshore from Monday 23 May 2011. Under no circumstances would this be permitted to stay after Thursday evening and written undertaking must be received prior to siting. 4. Mrs Bremner asked whether the Council would like her to continue with staff appraisals again this year. It was proposed by Mr Prosser, seconded by Mr Hayter and RESOLVED that Mrs Bremner undertake staff appraisals in the next month. 5. Mrs Bremner felt that as the Council was at the start of a new 4 year term, a 4 year plan should be made to cover schemes hoped to be achieved during that time. It was proposed by Mr Prosser, seconded by Mrs Morrow and RESOLVED that the Executive Committee draw up a 4 year plan. 6. Mr Hayter felt that as the Council were at the start of a new term, rather than Councillors attending meetings and asking where the Council is with a certain issue, enquiries should either be made of the Clerk who may well be able to clarify the position or a specific item should be included on the relevant agenda. This will avoid the need for Any Other Business and enable background to be gathered prior to a meeting. 7. PCSO Luke White attending the meeting introduced himself and mentioned that a picnic table behind the Fayre Shed at the playing field had been burnt on the top. Mr Hayter undertook to have this removed the next day. 8. Once the Council is up to full complement, the Parish Plan Action Plan would be considered properly, probably in September. The meeting closed at 9.10pm.
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