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Council Meetings
MINUTES OF A MEETING OF CHARMOUTH PARISH COUNCILHELD AT THE ELMS ON 16th OCTOBER 2007 PRESENT: Mrs J Bremner Mrs H Cleden Mr M Hayter (Chairman) Mr K Lander Mrs J Morrow Mr J Prosser Mr M Whatmore 134/07 APOLOGIES Apologies were received from Mr Hendrick (personal), Mr Newson (personal), Mr Osborne (business) and Mr Wyatt (holiday). 135/07 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 – 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. 136/07 REPORT FROM PC FORSHAW PC Chris Forshaw attended the meeting and updated the Council on crimes/events that are on-going. 137/07 MINUTES OF THE MEETING HELD ON 17 JULY 2007 It was proposed by Mr Prosser, seconded by Mr Whatmore and RESOLVED that the minutes of the meeting held on 17 July 2007 be approved as a true record and signed by the Chairman. 138/07 MATTERS ARISING FROM THE MINUTES There were no matters arising. 139/07 FORESHORE COMMITTEE (Meeting held on 4 September 2007) 1. Mrs Bremner stated that following a letter from Mr Gear seeking permission to site a seat on west cliff in memory of his late wife, the Foreshore Committee propose that there is sufficient seats at the present time. The Chairman felt that this would be a very brave decision, given the delicate nature of the request and after discussion, it was proposed by Mrs Cleden, seconded by Mrs Bremner and RESOLVED that a non-memorial beach from the Foreshore be taken to the playing fields and the subsequent space be offered to Mr Gear. 2. Following a letter from Mr Hughes of the HCC seeking permission for exhibitors at the forthcoming art exhibition to be allowed free parking whilst delivering and collecting their work, it was proposed by Mrs Bremner, seconded by Mrs Cleden and RESOLVED that this had worked well in previous years and should be agreed. 3. A request had been received from Mr Herbert, Bouncy Castle to reduce his rent following a particularly bad season. It was proposed by Mrs Bremner, seconded by Mr Prosser and RESOLVED that this request be refused on the grounds that it would set a precedent with other tenants. 4. Mrs Morrow reported that she had attended the Dorset Coast Forum, English Coast Seminar which had reported that Natural England are going to concentrate on reinstating the Coast Path to ensure access to the coast wherever possible. It was obviously very early stages, but this proposal would certainly be very important to Charmouth. 5. Many complaints had been received about the state of the foreshore toilets during the main holiday season and it was apparent that the cleaner’s contract was not being fulfilled. Mrs Morrow felt very strongly that the traders at the Foreshore should not be taking grief for something that is not their problem. A meeting is to be arranged with Mr Barnes of WDDC. 6. Mr Lander asked about the e-mails received from Chris Pamplin and these were read to Council. 140/07 PLAYING FIELD AND CEMETERY COMMITTEE (Meeting held on 4 September 2007) 1. Mrs Cleden reported that quotes were being sought for a multiplay area, and the Committee were hoping to push forward with this idea. Any wealthy benefactors would be welcome! Mr Lander confirmed that he had been investigating funding and due to National Lottery rules needed Council’s permission to make enquires about funding on their behalf. It was proposed by Mr Hayter, seconded by Mrs Cleden and RESOLVED that Mr Lander be given permission to source funding on behalf of the Parish Council. 141/07 PLANNING COMMITTEE (Meeting held on 11 September 2007) 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: 1. Refusal of permission – Application No. 1/D/07/001272 Follies, Five Acres – Demolish garage and erect dwelling. 2. Refusal of permission – Application No. 1/W/07/000959 Site adjoining Highlands, Old Lyme Road – Demolish existing garage and erect detached dwelling. Widen existing vehicular access. 142/07 BALANCE OF ACCOUNTS Balance at Bank as of 31.7.07 17489.66 Business Deposit Account 94267.60 (Represented by: Working 27946.12 Contingency 6304.42 Earmarked Reserve) 60017.06 Income for July 20243.97 Expenditure for July 18906.75 Balance at Bank as of 31.08.07 24109.44 Business Deposit Account 94603.86 (Represented by: Working 30283.00 Contingency 6304.42 Earmarked Reserve) 58016.44 Income for August 16497.41 Expenditure for August 10169.26 143/07 ACCOUNTS FOR APPROVAL Inland Revenue 1234.33 Cowling Agriculture 640.38 L Crawford 40.00 Graham Vickers 350.00 BT 66.04 Travis Perkins 63.77 John Bright Fencing Ltd 78.45 WDDC 152.75 OHE Horticultural Ltd 146.35 Mole Avon 144.57 Prospect Garage 132.66 The Menders 62.50 A J Supplies 145.35 Morgans 28.59 Highwood 165.25 Viking Direct 208.62 3659.61
Inland Revenue 1325.69 Bopper Bus 400.00 Novatech Ltd 980.01 Pipex 84.60 Axminster Power Tool Centre 20.79 Dorset County Council 242.11 Travis Perkins 192.26 A J Supplies 15.04 Prospect Garage 97.29 Morgans of Charmouth 26.25 Alwood Timber Products 3166.62 Towergate Risk Solutions 176.89 Mole Avon 19.99 Wicksteed Leisure 103.99 6851.53
It was proposed by Mr Prosser, seconded by Mr Whatmore and RESOLVED that the above accounts totalling £3659.61 and £6851.53 be approved for payment. 3/8 850 144/07 FINANCE COMMITTEE (Meeting held on 11 September 2007) 1. Wages expenditure for July amounting to £3438.65 and August amounting to £4830.48 were noted. 2. Following circulation of the monthly spreadsheets for July and August, it was proposed by Mr Prosser, seconded by Mrs Cleden and RESOLVED that the July and August 2007 accounts be accepted. 3. Mr Prosser pointed out the situation with the car park takings and confirmed that a better picture of how the take compares to last year, will be available at the end of September. He emphasised the need to be prudent when budgeting to allow for a bad season. 4. Mr Prosser reported that the Audit for 2006/2007 had been concluded with no matters arising and it was proposed by Mr Prosser, seconded by Mrs Morrow and RESOLVED that the Annual Return from the Auditor be accepted and approved. Mr Prosser thanked Mr Keeler, Mr Hughes and Mrs Tuck for all their efforts in ensuring that the Annual Return was completed correctly. 5. Mr Prosser reported that the process for “connecting Dorset” was moving and the hardware should be delivered shortly. 6. Generally, it was felt a good idea to continue with winter baskets, although Mrs Bremner still felt that these should be sourced locally. Mr Whatmore pointed out the green growth on the slabs beneath the baskets and it was confirmed that this would be dealt with. Mr Hayter stated that he would hate to think that we dropped standards by compromising on the quality of the baskets. 7. Councillors were asked to look out for a substantial wooden tea trolley for the conference room as it was felt that this would be an asset. 8. Following a previous query from Mrs Bremner, it was confirmed that the question of indemnity insurance for Councillors had now been referred to the DAPTC. 9. Regarding the issue of maintenance of memorial seats as an on-going issue, it was proposed by Mr Prosser, seconded by Mrs Cleden and RESOLVED that a figure of £105 plus VAT, to cover siting and maintenance would be charged when a seat is donated. 145/07 ADOPTION OF NEW CODE OF CONDUCT/CHANGES TO STANDING ORDERS+ Following circulation of a memo and paper work explaining the changes incorporated in the new Code of Conduct, it was proposed by Mr Lander, seconded by Mrs Cleden and RESOLVED that the Local Authorities (Model Code of Conduct) Order 2007 be adopted by Charmouth Parish Council including paragraph 12.2. The relevant advertisements of the adoption will now be undertaken. Mr Lander stated that he had attended a training session and felt that it was important for all Councillors to attend a session. 4/8 851 In line with this, it was proposed by Mr Hayter, seconded by Mrs Cleden and RESOLVED that Standing Orders be amended to include model SO 70A and 70B after the current SO 63, moving all subsequent numbers on by two places. 145/07 LIBRARY Mr Whatmore reported that the issue of the Council taking over the library was progressing and it had already been stated that this should be on a community led basis. A questionnaire needed to be completed and returned to DCC before the end of September. This should indicate which route the Council wanted to follow with regard to staffing the library etc. More detailed costings were required to enable accurate budgeting to take place and in addition, legal fees would have to be found to complete the transfer. After a discussion, it was proposed by Mr Whatmore, seconded by Mr Hayter and RESOLVED that the questionnaire should be returned indicating in principle, the Council’s interest in running the library although more information regarding running costs/title etc are required. In addition, the basic hours should be accepted and the volunteer route explored further. 147/07 AFFORDABLE HOUSING The Chairman referred to the article in the Lyme Regis News regarding the Parish Council’s surprise at the confirmation of 10 affordable houses being built in St Andrews Car Park. Since then, WDDC had been in touch and are very anxious that there is no negative feelings. Mr Davies had offered to attend the meeting but this was not felt necessary. However, a meeting is to be arranged with the Planning Committee, WDDC and South Somerset Housing to discuss the details of the scheme and ensure that Charmouth’s needs are met by the project. Mr Hayter stated that these houses must be offered to local families who are on the housing list and not those coming into the area. 148/07 WEST DORSET DISTRICT COUNCIL ISSUES Mr Newson was not in attendance. 149/07 DORSET COUNTY COUNCIL ISSUES Col Brierley raised issues relating to: · the library; · access to the coast and the controversy over not paying compensation to landowners; · the newly tarmaced path to the footbridge; · the highways visit on 4 October. Mr Lander asked about the consultation on parking restrictions and had photographs proving the problems being experienced at the junction of Lower Sea Lane and the Street. Col Brierley agreed that this needs to be sorted out prior to next Easter. 150/07 CORRESPONDENCE AND COMMUNICATIONS 1. A letter was received from the Charmouth and Wootton Fitzpaine Branch of the WD Conservative Association inviting the Chairman/Council to attend the public meeting with Oliver Letwin MP on 7 September. This was very short notice and as far as I know, no-one could attend. 5/8 852 2. Advance notice has been received regarding the Christmas Refuse Collection arrangements. This will be advertised in due course. 3. A copy of a letter from Mr Buckingham to DCC has been received regarding the on-going parking restrictions. 4. A letter was received from WDDC regarding Flood Risk Management. As Flood Warden, Mr Whatmore has responded to this. 5. A letter has been received from Hanover Housing confirming that St Andrews Drive is to be resurfaced from 24 September. 6. Further to the Council’s request for a 20mph speed limit on Lower Sea Lane, DCC undertook data trials and concluded that the mean speed of vehicles was 21.7mph and only 6% of vehicles recorded travelling in excess of 30mph. Therefore, it is not considered an area where speed needs to be addressed. 7. A list of structural maintenance schemes planned for 2008/2009 has been received from DCC. None affect Charmouth. 8. Following information received by the Foreshore Committee, Ros Love from the SW Coast Path Team has come back with a date for the meeting to discuss the coast path between Charmouth and Lyme Regis. This will be held on 3 October at 2pm and Jane Morrow and Richard Wyatt will attend on behalf of the Council. 9. Dorset Coast Forum e-news has been received and is available to read. 10. Information has been received from WDDC regarding allowances for Town and Parish Councillors and asking whether the Council would like to make representations to the forthcoming Parish Remuneration Panel in October. This is available to read and make written representations if appropriate. 11. Copies of correspondence from David Newson to Eugene Barnes at WDDC regarding the problems of the missing bollards at the recycling centre, together with his response, have been received for information. 12. A letter has been received from WDDC regarding the issue of advertising when Council’s have adopted the new Code of Conduct. 13. Various information has been received from the DAPTC which is all available to read. This includes the most recent Newsletter which was circulated to Councillors at the meeting and the Shoreline Management Plan which has now been completed and is available to read. 14. The Agenda for the Lyme Regis Area Partnership Meeting held on 13 September was received and is available to read. 15. Press releases relating to the Napoli situation continue to be received. 16. Information has been received from WDDC seeking nominations for Community Champions. The poster was displayed and the deadline has now passed. 17. Information has been received from the Bridport Local Area Partnership which is available to read. 6/8 853 18. A press release has been received from SWEDBAG (South & West Dorset Broadcasting Action Group) regarding the BBC information bus which visited the area in August/early Sept. 19. Consultation has been received from WDDC on the Core Strategy Issues and Options Paper of the WDD Local Development Framework. This is available to read. 20. A copy of Lyme Regis Community Plan 2007-2027 has been received and is available to read. 21. Consultation has been received from the SW Regional Assembly regarding the Review of additional pitch requirements for Gypsies and Travellers in the SW. This is available to read. Consultation runs until 31 October 2007. 22. A copy of the WDDC Planning Enforcement Policy 2007 has been received and is available to read. 23. Various documents have been received from WDDC which have been published recently relating to corporate performance – all are available to read. 24. WDDC Tourism Link for Summer 2007 has been received and is available to read. 25. WDDC Community Link for Summer 2007 has been received and is available to read. 26. DCA Community News for Summer 2007 has been received and is available to read. 27. Local Council Review magazine for September 2007 has been received and is available to read. 28. Clerks and Councils Direct magazine for September 2007 has been received and is available to read. 151/07 EXCHANGE OF INFORMATION 1. Mrs Morrow reported that following entry to the Dorset Best Kept Village Competition, she was pleased to report that Charmouth had come runner-up in the Best Community Large Village and highly commended in the Best Kept Large Village. Two certificates had been received and a prize of £150 for coming runner-up. Mrs Morrow stated that she would like to see this go towards keeping the village tidy and perhaps to employing a student through the summer to sweep the streets. The Chairman stated that he was pleasantly surprised with the results and commended Mrs Morrow for her dedication and hard work in achieving such a fantastic result. 2. Mr Whatmore reported that following the Trafalgar celebrations he had a 4’6” oak tree that he would like to plant at the playing field. The Committee felt this was an excellent idea. The public were invited to comment: 3. Mr J Whatmore raised issues relating to the dangerous sign protruding from the pavement in St Andrews Drive, the coast path between Charmouth and Lyme, the plans for affordable housing and not to forget the coach parking and the toilets. The public left and it was proposed by Mr Hayter, seconded by Mr Prosser and RESOLVED that the Council go “in Committee”. 7/8 854 152/07 IN COMMITTEE The meeting closed at 9.15 pm.
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