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Council Meetings
1191 MINUTES OF A MEETING OF CHARMOUTH PARISH COUNCILHELD AT THE ELMS ON TUESDAY 18 OCTOBER 2011
PRESENT: Mrs K Aldworth Miss L Crawford Mr M Hayter (Chairman) Mr M Hendrick Mr R Love Mrs J Morrow Mr M Osborne Mr A Peters Mr J Prosser Mr R Wyatt
2 members of the public – Mr and Mrs Rose
159/11 APOLOGIES
Apologies were received from Mrs J Bremner (holiday) and Col Brierley, County Councillor (previous commitment).
160/11 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. (a) In items on the agenda – Mr Osborne declared an interest in item 3 of the Planning minutes. (b) On gifts greater than £25 in value – there were no declarations of gifts of greater than £25 in value.
161/11 PUBLIC PARTICIPATION – FOR REPORT ONLY LIMITED TO HALF AN HOUR 1. Mr and Mrs Rose asked what the stakes in the market field were about. Mr Osborne confirmed that this was to do with Wessex Water and the ongoing sewerage works.
162/11 MINUTES OF THE MEETING HELD ON 20 SEPTEMBER 2011 It was proposed by Mr Prosser, seconded by Mr Peters and RESOLVED that the minutes of the meeting held on 20 September 2011 be approved as a true record and signed by the Chairman.
163/11 MATTERS ARISING FROM THE MINUTES 1. Although not strictly relating to these particular minutes, Mr Hayter mentioned that the front pages of the local papers relate to a police investigation of a Parish Council fairly nearby regarding inaccurate minuting. He felt that it is important that Council realise the importance of ensuring that minutes are approved properly.
164/11 APPOINT A 2ND REPRESENTATIVE TO THE DAPTC WESTERN COMMITTEE Now that the Council has its full complement of Councillors, it was agreed that a second representative be appointed to attend the DAPTC Western Area Meetings with Jane Morrow. It was proposed by Mr Prosser, seconded by Mr Wyatt and RESOLVED that Mr Rob Love be the second representative to the DAPTC Western Area Committee. 1/8 1192 165/11 FORESHORE COMMITTEE (Meeting held on 4 October 2011) 1. Following complaints during the season, it has become apparent that an official dog policy needed to be formulated. The Foreshore Committee propose that the current arrangements remain with an extension in time from 30 September to 31 October on west beach but allowing dogs to walk on short leads across the beach to gain access further along. It was felt that this should suit all beach users better. It was therefore proposed by Mrs Morrow, seconded by Mr Hayter and RESOLVED that the dog policy drafted and amended as above by the Foreshore Committee be adopted. 2. Following discussion about the licensing of Guided Fossil Walks on Charmouth Beach, the possibility of charging an annual fee of £250 was considered but due to concerns about enforcement and current byelaws more investigation and legal advice was required before a final decision could be made. 3. Mrs Morrow reported that the application for funding from the pathfinder project had been submitted. 4. Mrs Morrow showed the Council colours for the new green beach huts and two of these were agreed. 5. Mr Peters stated that he would attend the Coast Forum meeting on 15 November. The Clerk would arrange booking. 6. Mr Peters talked about the possible volleyball court on east cliff and the estimated costs of £15000 plus fencing of possibly another £5000. He feels that if this is to be undertaken it should be done properly to allow teams to play (there are about 200 beach volleyball teams in the South West). It is hoped that the Fayre Committee will contribute as well. 7. The possibility of removing and selling the flag pole at the beach was talked about but it was felt that with the Queen’s Diamond Jubliee next year, this facility should be refurbished and used more. 8. Since the Committee meeting an e-mail has been received from the Traders giving details of the firework display etc to be held on 5 November. Mr Prosser declared an interest. All proposals were agreed by the Council except that concern was expressed that the bonfire should be further up the beach so that the tide will not reach it and carry rubbish out. In addition, the Fire Brigade should be asked to put the fire out.
166/11 PLAYING FIELD AND CEMETERY COMMITTEE (Meeting held on 4 October 2011) Mr Osborne had nothing to highlight on the minutes and there were no questions for him. However, since the meeting two issues had arisen: 1. Mr Hayter reported that the dog mess outside the playing field railings has increased and he had asked the staff not to strim here any more as Julie had been covered in dog mess and had to go home and change earlier today. The Council agreed that this was not acceptable and that the grass should be cut with the ordinary mower instead. This would be mentioned in Shoreline as it is so obviously locals allowing their dogs to foul and not picking up. 2/8 1193 2. Leading on from the above issue, Mr Love mentioned the increased amount of dog mess in Barrs Lane and the fact that owners let dogs off the lead. The dog warden would be informed but it was felt that a certain amount of responsibility on behalf of the dog owner is required.
167/11 PLANNING COMMITTEE (Meeting held on 11 October 2011) The minutes of the Planning Committee had been circulated to all Councillors showing the comments made on the applications received. 1. The Guide entitled “How to Respond to Planning Applications” was being circulated and Linda Crawford mentioned that there is an e-learning section at the back of the book and from that site the booklet can be downloaded. 2. Mrs Morrow reported back on the neighbourhood planning seminar which she attended. 3. Mr Hendrick reported that the residents at Nutcombe Terrace who had recently applied for permission to install parking at the front of their property had contacted him and asked if the Parish Council would send someone to the Planning Committee to speak on their behalf as their application had received objections. Mr Hendrick felt that the Council could not do this and had already given it’s support by giving “no objection” comments. The Council agreed with Mr Hendrick’s view. The following had been received since the Committee Meeting: 4. Approval of Planning Permission – 1/D/11/001418 7 Hammonds Mead. 5. Invitation to Future of Affordable Housing in the Bridport Area Seminar at Bridport Arts Centre on Tuesday 29 November from 9.30am-1.00pm – Mrs Morrow to inform Lisa whether she can attend.
168/11 BALANCE OF ACCOUNTS Balance at Bank as of 30.09.11 62983.12 Business Deposit Account 129662.01 (Represented by: Working Contingency 2271.73 Earmarked Reserve) 118580.31 Nat West Account 1000.00 Nat West Savers Account 10104.00
Income for September 30350.75 Expenditure for September 16277.63
169/11 ACCOUNTS FOR APPROVAL
HMRC (PAYE) 1434.91 HMRC (VAT) 5630.96 Axe Valley & West Dorset Ring & Ride Service Ltd 134.16 Travis Perkins 96.88 Dorset Training Ltd 312.00 John Bright Fencing Ltd 23.60 BDO 660.00 Allgreen 659.40 Greig & Allen (Bridport) Ltd 54.00 3/8 1194 Mark Wickenden 555.56 Mole Avon 227.35 Prospect Garage 180.00 Hansford Construction Ltd 1032.00 SSE Contracting 1036.80 Lyreco UK Ltd 315.55 Morgans 10.10 Fowler Hire and Sales Ltd 92.38 Martin Diplock 300.00 DAPTC 80.00 Axe Skip Hire 156.00 BT 81.18 Talk Talk Business 16.33 13089.16
It was proposed by Mr Peters, seconded by Mrs Aldworth and RESOLVED that the accounts totalling £13089.16 be approved for payment.
170/11 FINANCE COMMITTEE (Meeting held on 11 October 2011) 1. Wages expenditure for September 2011 amounting to £5667.82 was noted. 2. Following circulation of the monthly spreadsheets for September, it was proposed by Mr Hayter, seconded by Mr Wyatt and RESOLVED that the September 2011 accounts be accepted. 3. Mr Prosser explained that the budgets had been amended slightly to make them balance and re-iterated that any projects which required larger sums would be considered if there are any surplus funds at the year end. It was felt that no budget meeting was required and any queries would be raised with Mr Prosser or Lisa prior to the November Council meeting when the budgets will be formally approved. 4. Thinking about the rising cost of paper and ink Mr Prosser asked if Councillors would be prepared to received the full Council minutes by e-mail to read and print only if there were any queries. All Councillors were happy except that Mr Hayter and Mr Wyatt would like to continue to receive hard copies. 5. Following the paving of the outside of the Elms recently, it was apparent that the steps needed doing and should have been included in the contract. Mr Hayter declared an interest. It was proposed by Mr Prosser, seconded by Mr Osborne and RESOLVED that Mr Paul Sayers (the contractor who undertook the rest of the paving) be asked to supply as quote as soon as possible to re-lay the steps slabs. If acceptable this will be taken from the current years “Lengthsman” budget figure of £600. 6. The Audit for the year ending 31 March 2011 has been completed and signed off by BDO. One issue has been raised which relates to the fixed assets figure for the previous year 2009/10. This was restated as per the new regulations and consequently does not agree with the previous year’s annual return. The Auditors have verified this figure which is correct and raised it as a note for the reader of the accounts only, with a recommendation of no further action needed. It was proposed by Mr Prosser, seconded by Mrs Morrow and 4/8 1195 RESOLVED that it be acknowledged that the Audit for the year ending 31 March 2011 has been completed with one query which has been noted. 7. Following discussions last month about a new lantern style light for the corner of the Elms building to replace the wall lights, SEE have been contacted and could provide a lantern the same as the street lights at a cost of £494.60 plus VAT. Ben Potts has confirmed that his previous labour charge of £371.40 which includes fabrication of a corner bracket to hold the lantern, will still stand, bringing the total cost to £866. It was proposed by Mr Prosser, seconded by Mr Hendrick and RESOLVED that the lantern and fitting as set out above be accepted for a total cost of £866. £1000 was allowed from the end of year surplus for this project. 8. Following the retirement of Lea Park Nurseries, a quote for winter hanging baskets for the Elms has been received from One 2 One Florist which has recently opened in the village. It was proposed by Mr Prosser, seconded by Mrs Morrow and RESOLVED that the quote from One 2 One amounting to £102 for the re-filling of 6 baskets be accepted. 9. Following the report of a water leak at the playing field and quotes being received for it’s repair, it was proposed by Mr Prosser, seconded by Mr Peters and RESOLVED that the quote from Smartboyz amounting to £550 be accepted.
171/11 REPORTS FROM NOMINATED REPRESENTATIVES OF ORGANISATIONS 1. Mrs Morrow reported that she had attended a BLAP meeting recently and the issue of funding to improve broadband in rural Dorset had been mentioned. She passed the information to Mr Prosser who had been having discussions on this issue recently. 2. Mr Love and Mr Wyatt reported that negotiations with regard to the library had been suspended until the questions asked by ADLib had been answered. Credit was given to Hazel Robinson who continues to battle hard for the cause, particularly the open day which is to take place on 28 October. Col Brierley had also confirmed that a free survey is to be carried out on the building shortly. 3. Mr Osborne reported that at a recent Governors meeting it had been confirmed that pupil numbers were dropping which has implications for funding etc. He also confirmed that the applicant of the application to fell the trees at the rear of the school had taken this refusal to appeal.
172/11 DORSET COUNTY COUNCIL ISSUES There were no issues as Col Brierley was not present.
173/11 CORRESPONDENCE AND COMMUNICATIONS 1. A response has been received from Natural England confirming agreement to the request to cut a quarter of the reed bed each year for the next four years. 5/8 1196 2. A letter has been received from Mrs Johnstone regarding the stopping of selling garden labels from the Parish Council office which was read to Council. After much discussion it was generally felt that this was a valuable service, particularly for the elderly of the village but perhaps more information was required as to whether mail order sales are available direct from the District etc before a final decision is made. Mr Peters stated that it would be very good if a composting system could be set up but it was felt that this was too big an enterprise for the Parish Council to take on. 3. A letter has been received from Magna Housing Association regarding the launch of their mobile office, the MagnaBus and asking if the village would like to be added to the rota. It was agreed that this could be useful to the residents in Bridge Road and Wesley Close area. 4. An copy e-mail to Jane Morrow has been received from Mr Townson, Hammonds Mead regarding disabled access to the new bridge and the lack of this due to the gates at the end of the footpath adjoining Lower Sea lane and the fence position in the gravel car park. Mrs Morrow confirmed that this has been passed to DCC to back up the representations already made. 5. An invitation has been received from Chief Superintendent Colin Searle for the Clerk to attend an Enquiry Office Review Consultation meeting at Bridport on Tuesday 13 December from 6-8pm. This is Planning and Finance Committees and the Chairman asked if there was a Councillor not involved in these Committee who could attend this meeting. Anyone interested should let Lisa know. 6. Various e-mails have been received regarding the library (all of which have also been sent to Rob Love and Richard Wyatt). The latest of which reports that at the November DCC Meeting, the decision on closing the nine local libraries is to be reviewed. 7. Information has been received from Vaughtons (Civic Regalia suppliers) on Diamond Jubilee souvenirs. 8. Information has been received from DCC regarding public consulation meetings on the County Council’s Day Care Services and Vocational Services. This is what Col Brierley talked about last month, there is now one in Bridport at the United Church Hall on Thursday 20 October at 7-8.15pm. 9. Information has been received from Defra regarding the new regulations relating to signage for bathing waters. This will be passed to the next Foreshore Committee. 10. Information has been received from the Environment Agency regarding a Flood Warden Seminar which has been passed to Mike Whatmore as Flood Warden.
11. Information has been received from West Dorset Partnership regarding the Annual Assembly which has the theme of “A Guide to Localism” and will be held at the Dorford Centre, Dorchester on Thursday 17 November 10am-1.30pm. Booking form available if anyone is interested in attending. 12. The agenda for the DAPTC Western Area Committee held on Thursday 29 September was received and apologies were sent as no-one was able to attend. 13. A letter was received from the Boundary Commission for England regarding the 2013 Review of Parliamentary constituencies in England. Consultation on proposals open until 5 December. 14. The Jurassic Post 23 for Autumn 2011 is available to read. 6/8 1197 15. WDDC Enjoy Sports Newsletter for Autumn 2011 has been received and is available to read. 16. DAPTC Circular 13/11 has been received and is available to read. 17. DCF News for October 2011 has been received and is available to read. 18. Notice of the CPRE AGM has been received which will take place on Sat 19 November at 12 noon at Cerne Abbas Village Hall. Also received is the Dorset Review magazine for Autumn 2011 which is available to read. 19. Friends of the Charmouth Heritage Coast Centre newsletter 61 has been received and is available to read. 174/11 EXCHANGE OF INFORMATION
1. Mr Hayter confirmed that he had attended the annual highway visit this afternoon with Col Brierley and the two new reps from Dorset County Council Highways Department who deal with Charmouth. All issues were covered particularly the new salt bins which would be filled up shortly. As well as this, a dumpy bag of sand will be delivered to the rear of the Elms where a store will be made around it. They have agreed to look at whether Lower Sea Lane will be included in the gritting schedule although it is unlikely as pupil number of more than 350 are the criteria for gritting roads to rural schools. 2. Mr Osborne reported that Wessex Water had started on the new pumping station which should alleviate the sewerage flooding problems at Riverway and Seadown. 3. Mr Wyatt reported that there is a water leak from under one of Hanover Housing garages in St Andrews Drive which is running across the drive to the top of the WDDC car park. This would be reported to Hanover. It was proposed by Mr Prosser, seconded by Mr Wyatt and RESOLVED that the Council go “in Committee”.
175/11 IN COMMITTEE The meeting closed at 9.15pm.
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