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Council Meetings
MINUTES OF A MEETING OF CHARMOUTH PARISH COUNCILHELD AT THE ELMS ON 20th NOVEMBER 2007 PRESENT: Mrs J Bremner Mrs H Cleden Mr M Hayter (Chairman) Mr M Hendrick Mr K Lander Mrs J Morrow Mr J Prosser Mr M Whatmore Mr R Wyatt
Col Brierley, County Councillor 1 member of the public 170/07 APOLOGIES Apologies were received from Mr Newson and Mr Osborne. 171/07 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 – Mr Wyatt declared a personal and prejudicial interest in item 8. (b) Of gifts greater than £25 in value – there were no declarations of gifts greater than £25 in value. 172/07 MINUTES OF THE MEETING HELD ON 16 OCTOBER 2007 It was proposed by Mr Hayter, seconded by Mrs Cleden and RESOLVED that the minutes of the meeting held on 16 October 2007 be approved as a true record and signed by the Chairman. 173/07 MATTERS ARISING FROM THE MINUTES There were no matters arising from the minutes. 174/07 FORESHORE COMMITTEE (Meeting held on 6 November 2007) 1. Mr Hendrick reported that a meeting would be arranged with WDDC regarding the toilets. In the meantime, the Beach Attendant had been asked to hose down the back of the oil tank once a week which it is hoped would alleviate part of the odour problem. 2. Mr Hendrick stated that the new legislation planned for access to the coast would fit in with Charmouth and the need to keep the coast path open. It was confirmed that the meeting planned regarding the coast path between Charmouth and Lyme had been cancelled and as yet had not be rescheduled. Mrs Bremner reported that she had attended a meeting about access to the coast from a landowner’s perspective and it was felt that to expect 10m to be taken along the coast with no compensation was unreasonable. Mrs Bremner confirmed that she also presented the Parish Council view. 3. Following the end of season report on lifeguards, Mr Hendrick had been asked by the Foreshore Committee to review the risk assessment, in the light of swim buoys being installed, and evaluate whether lifeguards would be beneficial again next year. Mr Hendrick confirmed that the 1/9 863 only benefit he could establish was that immediate first aid is to hand. After a discussion, although no approach had been made for funding for lifeguards, it was felt that they were not necessary at Charmouth. This would be considered fully if an approach is made regarding next season. 4. A letter is being drafted to WDDC regarding the deflection steps. 5. Mrs Morrow reported that she is seeing Clive Groves regarding planting at the foreshore and confirmed that she would let Mr Hendrick know when the Beach Attendant needed to prepare the ground. 6. Following approval to paint the new beach huts blue, prices had been received on the two types of stain available. Cuprinol rollable fence and shed in Atlantic blue costs £11 plus VAT for 7l based on 10 x 7l tubs (for 15 years, allowing for two coats initially and one each year, this amounts to £850). True Value Paints cost £28.93 plus VAT for 3.8l and comes with a guarantee of 15 years (allowing for two initial coats would cost £578.60). It was proposed by Mr Prosser, seconded by Mrs Bremner and RESOLVED that three huts should be painted with each stain. Due to aesthetics, this would be alternate. 175/07 PLAYING FIELD AND CEMETERY COMMITTEE (Meeting held on 6 November 2007) 1. Keith Lander confirmed that sourcing funding was continuing regarding the multi play area. 176/07 PLANNING COMMITTEE (Meeting held on 13 November 2007) The minutes of the Planning Committee had been circulated to all Councillors showing the comments made on the applications received. Mrs Bremner declared a personal and prejudicial interest in item No. 2 of the Planning minutes. The following had been received since the Committee Meeting:
177/07 BALANCE OF ACCOUNTS Balance at Bank as of 31.10.07 38263.27 Business Deposit Account 95258.14 (Represented by: Working 32921.86 Contingency 6304.42 Earmarked Reserve) 56031.86 Income for October 28348.48 Expenditure for October 13288.04 2/9 864 178/07 ACCOUNTS FOR APPROVAL Inland Revenue 1144.18 RBL Poppy Appeal 40.00 BT 75.09 Allgreen 564.00 Blooming Baskets 147.35 Richard Wyatt Roofing 86.96 Travis Perkins 209.81 A J Supplies 17.39 PE Media 93.06 Viking Direct 156.13 Prospect Garage 71.99 Morgans 16.40 Rexel Senate 52.02 Kitson and Trotman 3000.00 Mark Wickenden 325.65 Wessex Water 754.78 Kitson and Trotman 1116.25 Otter Nurseries (M Hayter) 101.90 Bradfords (K Lander) 176.28 8149.24 It was proposed by MrProsser, seconded by Mr Hendrick and RESOLVED that the above accounts totalling £8149.24 be approved for payment. 179/07 FINANCE COMMITTEE (Meeting held on13 November 2007) 1. Wages expenditure for October amounting to £2938.86 was noted. 2. Following circulation of the monthly spreadsheets for October Mr Prosser pointed out that the car park had increased takings by £200 on October 2006. It was proposed by Mrs Cleden, seconded by Mrs Morrow and RESOLVED that the October 2007 accounts be accepted. 3. 5 letters had been received seeking donations from the Bouncy Castle Charity Fund. Each explained why a donation was required. The fund currently stands at £1378.66 and it is proposed that the following allocations be made:
This will leave £328.66 in the fund in case of an emergency request being received. It was proposed by Mr Prosser, seconded by Mr Hayter and RESOLVED that the above donations totalling £1050 should be made from the Bouncy Castle Charity fund (all under Section 137 except the CAB). 3/9 865 4. The proposed layout of the office was circulated at the meeting and it was proposed by Mr Prosser, seconded by Mrs Cleden and RESOLVED that new furniture be purchased for the office as shown on the plan up to the value of £2500 plus VAT. This expenditure will be taken from the Elms Repair Earmarked Reserve currently standing at £2548.15. 5. Following a quote from C B Potts for £4222.21 plus VAT maximum, to replace the mains distribution board at The Elms, and having consulted with Mr Keeler, the Internal Auditor, it was proposed by Mr Prosser, seconded by Mr Whatmore and RESOLVED that the quote from Mr Potts of £4222.21 plus VAT be accepted without additional quotes being sought under Financial Regulation 11.1 (iii) and (iv). This expenditure would be taken from current budgets (£1500), next years budget (£1500) and the remainder from the main contingency account. 6. Following the arrival of the lockable skip at the Foreshore, no paperwork had been received. However, Mrs Morrow had confirmed that the cost amounts to £177.02 plus VAT which is within the agreed figure. However, Mr Prosser stressed that although individuals can source items, all orders should be placed officially through the Office in future. 180/07 SPECIAL BUDGET MEETING (Held on 30 October 2007) 1. It was proposed by Mr Hendrick, seconded by Mr Wyatt and RESOLVED that the following be applied to Foreshore charges for 2008/2009: Car Park charges to remain unchangedBeach hut charges to rise by 3% Boat charges and winter permit charges to remain unchanged. 2. It was proposed by Mr Whatmore, seconded by Mrs Cleden and RESOLVED that cemetery fees should remain unchanged for 2008/2009, with the addition of a charge of £150 for approval of a complete grave surround, including headstone. 3. It was proposed by Mr Whatmore, seconded by Mrs Cleden and RESOLVED that conference room charges remain unchanged for 2008/2009. 4. It was proposed by Mr Hayter, seconded by Mr Whatmore and RESOLVED that the Budgets for 2008/2009 be accepted as set out, that the precept level rise by 3.12% from £32000 to £33000 and that the shortfall of £19563.50 be made up from the projected cash in hand at the end of the financial year. 181/07 WEST DORSET DISTRICT COUNCIL ISSUES There were no issues as Mr Newson was not present. 182/07 DORSET COUNTY COUNCIL ISSUES Col Brierley reported on two issues: 4/9 866 1. That the speed camera situation in Chideock was now resolved and from 13 November everything was now legal. The issue had arisen initially due to the use of “Seatown Road” rather than “Duck Street” and creates a huge problem for the police when returning fines etc. The Highways Agency are entirely to blame. 2. That the Fire and Rescue Service are offering free home safety checks with a free smoke detector to over 70’s and single mothers with children under 16. Leaflets were circulated for Councillors to make any appropriate residents aware of the initiative. 183/07 JANUARY MEETINGS Due to the New Year Holiday it is necessary to move the January meetings back a week and they now will be held on the following dates: Foreshore/Playing Field Committees Tues 8 January 2008 Planning/Finance Committees Tues 15 January 2008 Full Council Tues 22 January 2008A memo will be circulated to all Councillors and a notice will be displayed on the board. 184/07 REPORTS FROM NOMINATED REPRESENTATIVES OF ORGANISATIONS 1. Mr Prosser reported that he would be attending a meeting of the Community Hall next week. 185/07 CORRESPONDENCE AND COMMUNICATIONS 1. A letter has been received from Bob Hughes of the HCC inviting all Councillors and partners to attend the preview evening of the Art Exhibition on Thursday 6 December from 7-9pm). Mr Hayter highlighted this invitation and stated that he had visited the Centre recently and was pleased to see big improvements in the displays etc. He encouraged other Councillors to take time to visit the Centre. 2. Two e-mails have been received from PC Chris Forshaw, one which is available to read regarding a postal scam which is available to read. The second is seeking a representative for the Marshwood Vale Partner and Communities Together (PACT) Panel. This is a group who will meet twice a year to discuss issues raised within the community and attempt to address them by using other agencies. Mr Lander agreed to take on this role. 3. Various information has been received from DAPTC including details of New Councillor courses to be held on 6 December, 2pm at Puddletown Hall and 11 December, 7pm at County Hall, Dorchester. The cost is £25 per place (contingency budget), please let the Clerk know which one you would like to attend by the end of this week (KL, JM, JB, MO). 4. An e-mail has been received from Ros Love of the South West Coast Path Team cancelling the meeting scheduled for 15 November regarding the Charmouth-Lyme path. This e-mail was forwarded to both Richard Wyatt and Jane Morrow. 5. An e-mail has been received from Sam Rose of DCC with an invitation to attend the Jurassic Coast Annual Seminar on 14 December in Bridport from 1.30-4.30pm. RSVP by 7 December. Mr Hendrick to try and attend. 6. Information has been received from DAPTC regarding Avian Flu, this is available to read so that any questions on the issue can be dealt with. 5/9 867 7. Information has been received from WDDC enclosing copies of Code of Conduct Fact Sheets produced by the Standards Board for England. These are available to read or can be viewed on the Standards Board website (www.standardsboard.gov.uk/TheCodeofConduct/Guidance/). In addition, the DAPTC have a DVD on the Code which is only available with a trainer for a session. This is to be arranged for the whole Council in the New Year. 8. Seasonal advice has been received from Dorset Fire and Rescue Service and this information has been displayed on the Council notice board. 9. Various information has been received regarding the proposed take over of the library – this has been passed to Mike Whatmore. 10. Information has been received from WDDC regarding allowances for Town and Parish Councillors. This is available to read. 11. A letter has been received from Bridport Local Area Partnership regarding a survey about access problems for young people in Bridport and neighbouring parishes. The deadline is 30 November. Mrs Morrow to complete. 12. Information has been received from the DAPTC regarding the blue tongue outbreak and the extension of the protection zone to include parts of East Dorset. This is available to read. 13. A report has been received from Zurich Municipal following the 6 monthly inspection of the lift – no defects reported. 14. Information has been received from the DAPTC regarding the proposed reorganisation of the post office network and the 6 week consultation period prior to a decision being made. There is a website to review the official press release. 15. A notice has been received from Dorset CC regarding the continued temporary closure of the SW coast path between Charmouth and Lyme Regis. Diversions remain in place. 16. The Agenda for the Steering Group of the Bridport Local Area Partnership to be held on 29 November has been received and is available to read. 17. Devon County Council’s Minerals Core Strategy Issues and Options Core Strategy has been received and comments are invited by 18 January. This is available to read/comment on. 18. Bournemouth, Dorset and Poole Minerals Development Framework Core Strategy Issues and Options has been received and comments are invited by 18 January. This is available to read/comment on. 19. The agenda for the WDDC Standards Committee held on 14 November has been received and is available to read. 20. Friends of the CHCC November 2007 Newsletter has been received and is available to read. 21. Your Dorset Magazine for Autumn 2007 has been received from Dorset County Council and is available to read. 22. Local Council Review magazine for November 2007 has been received and is available to read.
23. Clerks and Councils Direct magazine for November 2007 has been received and is available to read. 6/9 868 186/07 EXCHANGE OF INFORMATION 1. The Chairman thanked those Councillors who attended the Remembrance Day Parade and Church Service. 2. Mr Whatmore reported that a presentation from the Environment Agency to Flood Wardens would take place at the Elms on 5 December at 10.00am. Notices would be displayed. 3. Mr Lander asked about the main notice board on Braggs Corner and the etiquette for notices. He agreed to check and remove any business related/out of the area notices. 4. Mr Prosser reminded everyone about the Christmas Day swim and asked if there was any chance of the foreshore toilets being open. This would be looked into. The meeting was opened to members of the public: 5. Sue Beevor expressed her concern at the noise created by fireworks held long after bonfire night on 10 November. The Chairman suggested if residents were concerned by dangerous fireworks they should call the police at the time. Mr Lander would raise this at his first PACT meeting. The public left and it was proposed by Mr Prosser, seconded by Mr Hendrick and RESOLVED that the Council go “in Committee”. 187/07 IN COMMITTEE
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