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Council Meetings
MINUTES OF A MEETING OF CHARMOUTH PARISH COUNCILHELD AT THE ELMS ON TUESDAY 15 SEPTEMBER 2009
PRESENT: Mrs J Bremner Mrs H Cleden Mr M Hayter Mr K Lander Mrs J Morrow Mr D Newson Mr M Osborne Mr J Prosser Mr M Whatmore Col G Brierley, County Councillor No members of the public 138/09 APOLOGIES Apologies were received from Mr N Berry (holiday) and Mr R Wyatt (holiday). 139/09 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. (b) On gifts greater than £25 in value – there were no declarations of gifts greater than £25 in value. 140/09 MINUTES OF THE MEETING HELD ON 21 JULY 2009 The minutes of the meeting held on 21 July 2009 were approved by Council and signed by the Chairman. 141/09 MATTERS ARISING FROM THE MINUTES There were no matters arising from the minutes. 142/09 FORESHORE COMMITTEE (Meeting held on 1 September 2009) 1. Mr Osborne reiterated that the Committee were very pleased that DCC had agreed to pay the Council to cut the footpath from Lower Sea Lane to the bridge. Mr Hayter pointed out that this land belonged to Mr Vincent and wondered why the Parish Council is cutting it, however the County Council are paying for this. 2. Mrs Bremner reported on the meeting with DCC regarding the replacement of the footbridge over the River Char. The budget appears to be £10,000 from the Arts Council towards the design and £200,000 to build the bridge. The Council’s point of view was made including the width of the bridge in order to accommodate the tractor and the passing of pushchairs etc. The point was also made that currently the bridge does not lead anywhere! It was felt that future maintenance was an issue and the fact that the bridge should fit into its environment, ie, World Heritage Site, rural beach and adjacent to the SSSI reed bed. The County Council are to come back in the New Year with designs. 3. Following a request from WDDC To relocate the smaller recycling bins to the foreshore car park during the building of the affordable housing, it was proposed by Mr Osborne, seconded by Mr Hayter and 1/9 1015 RESOLVED that this be refused on the grounds of litter, close proximity to the sea and loss of car park income. 4. Mrs Morrow asked if any more information had been received on the slipway. Mr Osborne confirmed that a quote had been received and this would be discussed next month when budgeting. He asked Mrs Morrow to try and obtain more information from the benefactor. 143/09 PLAYING FIELD AND CEMETERY COMMITTEE (Meeting held on 1 September 2009) 1. With regard to allotments, Mrs Cleden is to produce a flyer to advertise the fact that it is hoped to set up allotments. 2. The Committee were disappointed about the lack of support for diverting the footpath across the new playing field and would look again that this issue. 3. Mr Hayter reported that a letter had been sent to the Football Club asking that they move the football pitch asap to allow room for the new play equipment which could arrive any time now. 144/09 PLANNING COMMITTEE (Meetings held on 25 August and 8 September 2009) The minutes of the Planning Committees had been circulated to all Councillors showing the comments made on the applications received. The following had been received since the Committee Meeting: · Application No. 1/D/09/001433 The Beach House, Higher Sea Lane – Two storey extension. New garage – comments due by 3 October 2009 – this is only 3 weeks and we have requested that this be extended until the next Planning Committee to be held on 13 October. · Approval of Application No. 1/D/09/000725 1 & 2 Park House, Devonedge Lane – convert into one dwelling 145/09 BALANCE OF ACCOUNTS Balance at Bank as of 31.07.09 21843.59 Business Deposit Account 129470.90 (Represented by: Working 30838.25 Contingency 2208.70 Earmarked Reserve) 96423.95 Nat West Account 1000.00
Income for July 29287.24 Expenditure for July 18520.77
Balance at Bank as of 31.08.09 29473.08 Business Deposit Account 129479.70 (Represented by: Working 30847.05 Contingency 2208.70 Earmarked Reserve) 96423.95 Nat West Account 1000.00
Income for August 12381.52 Expenditure for August 11690.96 2/9 1016 146/09 ACCOUNTS FOR APPROVAL
Record RSS 1060.87 Travis Perkins 8.80 Axminster Power Tools 6.44 OHE Horticultural Ltd 12.28 Mr J Prosser (Misco) 235.73 Francis Bugler Ltd 386.19 M Wickenden 541.16 Viking Direct 101.46 Morgans of Charmouth 31.68 John Bright Fencing Ltd 136.29 Lyreco 74.75 Prospect Garage 172.33 A J Supplies (Dorset) Ltd 195.50 Zurich Municipal 361.75 Towergate Risk Solutions 202.55 Kitson and Trotman 672.75 Nildram 15.65 Gloster Furniture Ltd 33.96 H M Revenue and Customs 1252.16 5502.30
Bopper Bus Organisation 400.00 H M Revenue and Customs 1218.00 West Dorset DC 500.00 West Dorset DC 46.00 Travis Perkins 227.08 C B Potts 1128.22 Mole Avon 32.65 Prospect Garage 201.43 Morgans of Charmouth 14.64 Francis Bugler Ltd 74.31 Martin Diplock 1150.00 M Hayter (Travelling Expenses) 46.87 EDF Energy 672.13 5711.33 It was proposed by Mr Prosser, seconded by Mr Newson and RESOLVED that the accounts totalling £5502.20 be approved retrospectively and the accounts totalling £5711.33 be approved for payment. 147/09 FINANCE COMMITTEE (Meeting held on 8 September 2009) 1. Wages expenditure for July and August amounting to £5197.46 and £4031.57 respectively was 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 2009 accounts be accepted. 3/9 1017 3. Mr Prosser reported that Mr and Mrs Herbert had agreed to accept the draft licence in full for access across the playing field, as it stands including the overrun period fees. The wall is due to be started some time next week for a two week period and the agreement will be signed as soon as planning permission is obtained. 4. Mr Prosser reported that following discussion with Nat West, it may be prudent to transfer a sum of £10,000 into one of their new 13 month bonds to be released shortly in order to get a better rate of interest than with the A&L. It is therefore proposed by Mr Prosser, seconded by Mr Osborne and RESOLVED that Mr Prosser be given permission to transfer £10,000 to a Nat West bond if he considers this is appropriate. Mr Lander and Mrs Bremner stated that they had recently tied up funds in bonds with interest rates of 3-4%. Mr Prosser to look into this. 5. Following the report in the finance minutes regarding the theft of the tractor bucket, the proposal to purchase a new landlegend tractor was explained in detail. Mr Lander asked if spares were available and it was confirmed that Cowlings carry spares and would come out at short notice if necessary. Mr Hayter stated that an hour’s training would also be included for the staff on delivery. An e-mail was read from Mr Berry confirming his agreement to the purchase having viewed the machine. It was therefore proposed by Mr Prosser, seconded by Mr Whatmore and RESOLVED that the Kubota Sunshine tractor be traded in to Cowling Agriculture in part exchange for a new Landlegend tractor at a cost of £4800 plus VAT. This expenditure would be taken from one of the Foreshore earmarked reserves (A) or (F). Mr Lander reminded the Chairman, that last year when the John Deer mower was purchased a review of the machinery was to take place this year. Mr Hayter confirmed that this would be undertaken. Mr Lander also mentioned about the bucket not being on the insurance schedule and the Clerk confirmed that the vehicles are in fact insured with a different company and that is why Zurich were unaware of the implements. This would be looked into and added to the depot schedule when they are not attached to the tractors. 6. Mr Prosser reported that a meeting is to take place on Thursday with the Building Control people from WDDC in order to establish whether an application is necessary and what insulation is necessary. In addition, O’Brien’s have stated that much of the existing leadwork is in need of replacement and have submitted an additional quote amounting to about £10,000 (the exact cost has to be added up properly as this was only received 10 minutes ago in draft form). Mr Prosser felt that this work should be included as it is false economy to do half a job. However, he felt that the Council should opt for the less expensive fibreglass alternative to lead. Mr Prosser therefore proposed, it was seconded by Mr Hayter and RESOLVED that provided that the additional works do not exceed £10,000 plus VAT, these should be accepted and taken from the remainder of the Elms Roof earmarked reserve/0910 budget standing at £8000 (£28,000 + £5000 - £25,000 original quote) plus the remainder from the playing field hard play area earmarked reserve of £8000 which had been offered on loan if necessary. 7. Following consideration of the Equal Opportunities and Race Relations policy, an amended version was attached to the Finance Minutes and it was proposed by Mr Prosser, seconded by Mrs Morrow and 4/9 1018 RESOLVED that the amended Equal Opportunities and Race Relations Policy to include ageism by adopted. 8. Following disablement of the workshop alarm at the playing field during the summer due to faults, advice has been received from C B Potts who recommends that a new system is installed. The Finance Committee feel that in the light of recent thefts, the workshop should be protected and it was therefore proposed by Mr Prosser, seconded by Mrs Cleden and RESOLVED that the quote from C B Potts amounting to £459.59 plus VAT to install a new alarm system at the Playing Field Workshop, be accepted. 148/09 WEST DORSET DISTRICT COUNCIL ISSUES 1. Mr Newson reported on the Dorset Flood Fayre and Mr Whatmore confirmed that he is unable to attend. 2. Mr Newson stated that overall customer satisfaction with WDDC has risen from 80% in 2006 to 91% in 2009. Provision of services in the WDDC area is 2nd in the Country. 3. Mr Newson reported that the toilets in St Andrews Car Park had already been closed prior to the building of the new block and he would look into this further. Mr Lander asked if the cleaning budget for these toilets could be transferred to the Foreshore Toilets for the time of closure! 149/09 DORSET COUNTY COUNCIL ISSUES 1. Col Brierley reported that money is available for allotments from several sources and he would e-mail this information to the Clerk. 2. Col Brierley reminded the Council that the Annual Highways Visit would take place on 1 October 2009 at 2pm. 3. Col Brierley commented on the proposed new bridge across the river and was pleased that Charmouth would benefit from the Olympic legacy. The start date is envisaged as September 2010. 4. Col Brierley reported that the gas works in Five Acres which were causing so much trouble appear to be nearly complete. However, it is planned to run a new main across the top of Stonebarrow next! 150/09 HOLIDAY GUIDE REPRINT – SUB COMMITTEE It was reported that there are 2800 holiday guides left from the re-print last year and a new re-print should be undertaken early in 2010 for next summer. The Traders are very keen to be involved with re-designing etc and it is felt that a Sub-Committee of two councillors and two members of the CTA could steer this project. Mrs Cleden and Mr Whatmore agreed to take this on for the Council. 151/09 CORRESPONDENCE AND COMMUNICATIONS 1. A letter has been received from Western Power Distribution confirming the commencement of the undergrounding of the electricity lines in The Street on 28 September 2009. 2. A letter has also been received from DCC regarding the refurbishment of the street lighting following the removal of the cables. This was read to Council and communication will now be awaited regarding the Council’s input. 5/9
1019 3. An e-mail has been received from DAPTC finally in response to our request for advice regarding the replacement of the brown tourist information sign on the A35 at the eastern end of the bypass. This was read to Council and agreed that the Council had explored every avenue to replace this sign. The Chairman suggested that it may be something that the Traders’ Association could follow up. 4. An e-mail has been received from Graham Duggan of WDDC regarding access required to clear debris from spittles. This was read to Council and felt that it is not Charmouth’s problem and concern was expressed at heavy vehicles accessing the beach from Charmouth. Questions to be asked as to what vehicles are to be used etc. 5. Further e-mails have been received from Mr Shirley-Smith of 1 Axminster Road following the Council’s decision in July not to support his request to reduce the speed limit on the bypass to 50 mph. These were read to Council and it was suggested that the issue of enforcement of the current speed limit on the A35 Charmouth Bypass be raised at the next PACT meeting and discussed again at next month’s Council meeting. 6. An e-mail has been received from Col Brierley regarding the annual highways visit. This is to take place on Thursday 1 October at 2pm, to meet at the Elms. Mr Osborne cannot attend. Mr Prosser agreed to attend. 7. A letter has been received from Miss Lane of St Andrews House complaining about the broken fence to the rear of the Elms and the general untidy state. A reply has been sent assuring her that this is in hand. 8. A letter has been received from Mr and Mrs S Gillings of Robyns Nest, Newlands Bridge following a problem with sewerage flooding at the end of August. This has been forwarded to Wessex Water in conjunction with their forthcoming scheme to alleviate sewerage flooding in Riverway. 9. A letter has been received from DEFRA regarding Bathing Water Regulations and seeking information on Charmouth West beach. A reply has been sent with the information required. 10. A letter has been received from Mrs Robinson of The Rosery complaining about the inadequate toilet facilities at the foreshore. This has been forwarded to WDDC. 11. An e-mail has been received from DCF regarding the Marine and Coastal Access Bill, this will be passed to the next Foreshore Committee. 12. A reply has been received from DCC following our letter about the lengthsman scheme. All responses are being collated and further communication will be forthcoming soon. 13. Details have been received regarding the Lyme Forward meeting which was held on 10 September. Mr Lander attended. 14. Notice has been received of the CPRE West Dorset Group AGM to be held on Monday 26 October 2009 – this costs £10 per attendee and please let the clerk know if you wish to attend. 15. An invitation has been received from West Dorset Partnership to the Annual Assembly and launch of the West Dorset Climate Change Strategy on Friday 16 October. Details are available if anyone is interested in attending. 6/9 1020 16. Information has been received from DCC to the next Dorset Waste Forum to be held on Thursday 26 November at Christchurch. Details are available if anyone is interested in attending. 17. Information has been received from DCC regarding the Environment Directorate Open Day to be held on 21 September. Details are available if anyone is interested in attending. 18. Notification has been received of work to strengthen Westover Bridge, Wootton Fitzpaine commencing on 7 September until 5 October. 19. The standard notice has been received from DCC regarding the continued closure of the coast path from Charmouth to Stonebarrow. 20. The Structural Maintenance draft list of Schemes for Year 2010-2011 has been received from DCC. This is available to read but does not include any schemes in Charmouth. 21. The latest DCF e-news has been received and is available to read. 22. Various circulars have been received from the DAPTC including the Summer 2009 newsletter which has been circulated to all Councillors. 23. The summer newsletter has been received from the Chairman of the Dorset CPRE. This is available to read. 24. Defra’s Access Newsletters for June, August and September have been received and are available to read. 25. The Friends of CHCC Newsletter has been received and is available to read. 26. The Annual Review of Achievements 2008-9 for Dorset AONB has been received and is available to read. 27. The Annual Report of Connect A30/A35 has been received for the 12 month period to the end of March 2009. This is available to read. 28. DCA Community News for Summer 2009 has been received and is available to read. 29. The Campaign to Protect Rural England Fieldwork newsletter has been received and is available to read. 30. Clerks and Councils Direct magazine for September 2009 has been received and is available to read. 31. Local Council Review magazine has been received and is available to read. 152/09 EXCHANGE OF INFORMATION 1. The Chairman reminded Councillors that Lisa and Pam are to hold a coffee morning on Friday 25 September 2009 between 10am and 12noon in aid of the Macmillan World’s Biggest Coffee morning. Any second hand books and raffle prizes would be welcome together with support generally. 7/9 1021 2. The Chairman commented that the street sweeping in Charmouth had been much improved this season and he felt that a letter should be sent to Mr Ian Doyle of WDS, thanking him for listening to the Council’s concerns and implementing changes. A copy would also be sent to the Chief Executive of WDDC. 3. Mrs Bremner mentioned that the Twinning Association had asked if the Council would be prepared to give a donation towards their 25th anniversary celebrations 4. Mr Whatmore mentioned several forthcoming events: · 1/10/09 – Pavey AGM including 10th Anniversary wine and cake; · 31/10/09 – Halloween Quiz at the Royal Oak to raise funds for Community Hall; · 13&14/11/09 – Variety show and supper to raise funds for Community Hall; · 4/12/09 – CTA late night Christmas Fayre – this has been moved to a Friday to encourage children to attend. 5. Mr Whatmore reported that the footpath between the library and the Elms was overgrown from the library side. 6. Mr Whatmore asked what progress had been made with regard to bus shelters in memory of Mrs Edna Smith. This would come up when budgeting. 7. Mr Whatmore asked about the planned additional toilets at the Playing Field. It was confirmed that some funds are included in the current year’s budgets. 8. Mr Lander mentioned that following an altercation with some of the local youths on skateboards, he had asked Pam to make enquiries about the mobile skate park. Although this is free, the health and safety requirements of volunteers being trained etc, make it not practical to follow up. Mrs Morrow reported that the mobile skate park is coming to Charmouth Youth Club this coming Saturday and would be manned by the people bringing it. 9. Mr Lander reported that he had attended the Lyme Regis Area Partnership meeting recently and they were very pleased that Charmouth is being represented. 10. Mrs Morrow asked about the charity fund money which was agreed in place of the bouncy castle rent. The Clerk confirmed that this would be transferred shortly for advertisement and allocation in October/November. 11. Mrs Morrow and Mrs Bremner mentioned the Charmouth.org website which is now half the HCC and half the Traders and whether the Council would like to join the site. Mr Prosser has reservations about combining completely but could not see a problem with a link between sites. Mrs Bremner was given permission to find out more information about what is proposed. 12. Mr Lander asked when this year’s budget meeting would be held. It was confirmed that this would be held at 7.30pm on Tuesday 27 October 2009. 13. Mr Prosser reported that he had attended at the HCC when the representative from Renderlath had come and measured the cracks in the west wall. The existing cracks were mainly between 0.1 and 0.2mm and had not increased since they were last measured. There were some slightly wider cracks but these were isolated. He had then gone on to say that if it was his property he would be happy for the cracks to be filled and painted with a suitable material. The full report is being sent to Richard Salisbury who will contact the Council in due course. 8/9
1022 It was proposed by Mr Hayter, seconded by Mr Prosser and RESOLVED that the Council go “in Committee”. 153/09 IN COMMITTEE
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