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Council Meetings
1182 MINUTES OF A MEETING OF CHARMOUTH PARISH COUNCILHELD AT THE ELMS ON TUESDAY 20 SEPTEMBER 2011
PRESENT: Mrs J Bremner (also WDDC) Miss L Crawford Mr M Hayter (Chairman) Mr M Hendrick Mrs J Morrow Mr A Peters Mr J Prosser Col G Brierley, County Councillor 3 members of the public – Mrs Ford-Jordan and son; Mrs Rose
140/11 APOLOGIES Apologies were received from Mrs K Aldworth (work commitment); Mr R Love (holiday); Mr M Osborne (work commitment).
141/11 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 – there were no declarations in items on the agenda. (b) On gifts greater than £25 in value – there were no declarations of gifts of greater than £25 in value.
142/11 PUBLIC PARTICIPATION – FOR REPORT ONLY, LIMITED TO HALF AN HOUR The Chairman welcomed members of the public.
1. The Chairman agreed to move item 11 on the agenda forward to allow Mrs Hazel Robinson to report on the Library. Mrs Robinson reported that the intention of the Parish Council to continue to negotiate to have a community run library needed to be made to DCC by 23 September. The Friends of Charmouth Library had looked at various venues for a community library but had decided that the current building was the best option. However, refurbishment is required and it is uncertain at the moment how much DCC will contribute to this. Grants are being looked into. Mrs Robinson reported that a “party” day is being held on 28 October with various events for children and adults to get residents views. Mrs Bremner asked questions about whether it would be better to have the mobile library. Mr Peters asked about manning and the cost of books as well as if there would be other uses considered. Mrs Morrow thought DCC were prepared to undertake the maintenance on the current building as in their words, they wanted to hand over “an asset” rather than “a liability”. Miss Crawford felt that to make more of the library and keep the service in the village is a brilliant idea. Mr Prosser asked how often the books would be changed. Col Brierley reported that he doesn’t think this issue is “closed” yet as the issue will be revisited in November by DCC after an independent survey has been undertaken of the building to gain the true costs of the refurbishment. It has emerged that the savings to be made from the library closures now only amount to £50,00 which is relatively small. It was proposed by Mr Hayter, seconded by Mrs Morrow and
RESOLVED unanimously that the Parish Council should inform DCC that, although legally the Parish Council does not have the power to run a library, it wishes to continue negotiations for the library to be taken over by the community. 1/9 1183 2. Mrs Ford-Jordan reported to the Council that she has significant concerns about the safety of children crossing the road at the junction of Wesley Close with Lower Sea Lane. This involves access to school, recycling and other services like shops and library etc. In addition, a letter of support for this plea was received from Mrs Sparkes. The Chairman undertook to seek advice from DCC Highways regarding measures that could be taken.
143/11 MINUTES OF THE MEETING HELD ON 19 JULY 2011 It was proposed by Mr Prosser, seconded by Mrs Bremner and RESOLVED that the minutes of the meeting held on 19 July 2011 be approved as a true record and signed by the Chairman.
144/11 MATTERS ARISING FROM THE MINUTES There were no matters arising from the minutes.
145/11 FORESHORE COMMITTEE (Meeting held on 6 September 2011) 1. Mrs Morrow reported that the dog policy would be discussed at the October Committee meeting. 2. The fossil walk situation with Chris Pamplin, as well as letters from Nigel Clarke will be discussed at the October Committee meeting.
3. Regarding the concerns about the unsafe state of the footpath from the Foreshore to the new bridge, John Hayes (DCC Coast Path Ranger) had confirmed that Mr Vincent now has issues with the construction of the bridge. Mr Peters asked who would be liable if someone were to fall in the hole on this path and it was confirmed that this is not the responsibility of the Parish Council – DCC have been informed of the problem on numerous occasions as it is an official right of way. 4. Mrs Morrow reported that following a meeting with Henry Middleton of WDDC Engineers, the expansion joints in the promenade would be filled in before next season. They would be reminded in March if this has not been undertaken by then. Mr Peters asked about the trip hazard of the deflection steps and it was confirmed that this is not Parish Council responsibility but WDDC as it is part of the sea defences. 5. As no response has been received from Mr Levi of WDDC regarding recycling at the Foreshore, Mrs Bremner agreed to chase this up. Mr Hayter stated that he has concerns about recycling at the beach as he fears this will be used by dog walks driving from other areas and bags of rubbish will pile up alongside. 6. It was reported that unfortunately, Harry Pearce the Street Tidier has fractured his foot recently and is unable to work at weekends for 3-4 weeks. His schedule will continue once he is back in action. 7. Mr Peters reported that planning permission is required for a beach volleyball court and the cost if £85 which is the discounted rate for Parish Councils. Forms are being sent. 8. Mrs Morrow reported that the possible reinstatement of the footpath along the river from the beach to Newlands corner would be resurrected with Mr Loosmore. Mrs Bremner wondered if holiday parks that would benefit from this may sponsor it. 2/9 1184 9. Axminster Ironwork would be chased up about the beach café shutters which should be undertaken in September. 10. Following a quote from Jonathan Hansford to dig out the river mouth at a cost of £540 plus VAT with an additional £320 plus VAT if the material is to be moved to another area of the beach. It was proposed by Mr Hayter, seconded by Mr Prosser and RESOLVED that Mr Hendrick be given permission to discuss the requirements with Mr Hansford and authorise expenditure up to £860 plus VAT from the current Beach Clean budget of £1000. 11. Mr Hayter stated that this is the time of year when a letter needs to be sent to Natural England to seek permission to cut part of the reed bed over the winter. It was proposed by Mr Hayter, seconded by Mr Prosser and RESOLVED that a letter be sent suggesting a 4 year plan whereby a quarter of the reeds be cut each year in rotation.
146/11 PLAYING FIELD AND CEMETERY COMMITTEE (Meeting held on 6 September 2011) 1. Following no leak allowance being given on the scout hut leak over last Christmas, the Scout Group are to be asked to ensure that the stop cock in the meter pit is turned off when the hut is vacated to minimise the risk of water wastage again. 2. Shelters in the playing field were mentioned as part of the 4 year plan and Mrs Morrow commented that she has photos recently taken in America of such shelters which she will pass to the Committee. 3. The Clerk stated that she felt that the cemetery grass cutting should not be reconsidered as the current arrangement works really well and over the last 10 years has significantly reduced complaints as well as the cost not being raised.
147/11 PLANNING COMMITTEE (Meeting held on 13 September 2011) The minutes of the Planning Committee had been circulated to all Councillors showing the comments made on the applications received. 1. It was confirmed that the meeting with the representative from C G Fry and Sons has been arranged for Friday 23 September at 10.30am. 2. Following less than a quorum being able to vote on the comments to be made on the Grasmere application, this needed to be considered by Full Council. Mr Peters, Mrs Morrow and Mr Hendrick all declared an interest. After a discussion, it was proposed by Mr Prosser, seconded by Mr Hayter and RESOLVED, following the use of the Chairman’s casting vote, 3:2 that this application be objected to on the grounds of the special architectural importance of the building and the importance of the conservation area. The following had been received since the Committee Meeting:
3. Application No. 1/D/11/001418 7 Hammonds Mead – No objections (3). 3/9 1185 148/11 BALANCE OF ACCOUNTS Balance at Bank as of 31.07.11 48453.66 Business Deposit Account 129644.40 (Represented by: Working 9747.08 Contingency 2271.73 Earmarked Reserve) 117625.59 Nat West Account 1000.00 Nat West Savers Account 10104.00
Income for July 42877.75 Expenditure for July 13206.14
Balance at Bank as of 31.08.11 49945.21 Business Deposit Account 129652.92 (Represented by: Working 8800.88 Contingency 2271.73 Earmarked Reserve) 118580.31 Nat West Account 1000.00 Nat West Savers Account 10104.00
Income for August 20605.30 Expenditure for August 16907.81
149/11 ACCOUNTS FOR APPROVAL HMRC (PAYE) 1160.89 Towergate Risk Solutions 429.28 Bradfords 37.68 EDF Energy 22.54 Mole Avon 115.95 Axminster Power Tool Centre Ltd 256.10 ATS Euromaster Ltd 263.28 Prospect Garage 141.33 Lyme Light 178.00 Information Commissioner 35.00 Lyreco 59.98 A J Supplies 142.79 Travis Perkins 68.30 Fowler Hire and Sales 31.79 Vale Fire Safety 102.00 P J Sayers 1700.00 Axminster Ironwork 276.00 Morgans 36.00 5056.91 It was proposed by Mr Prosser, seconded by Mr Hendrick and RESOLVED that the accounts totalling £5056.91 be approved for payment. 4/9 1186 HMRC 1234.37 Mole Avon 147.20 The Parking Shop 151.20 Talk Talk Business 32.66 Glasdon Manufacturing Ltd 1842.01 A J Supplies 292.80 Guy Crabb Plumbing & Heating Ltd 40.74 Prospect Garage 220.77 Fowler Hire and Sales Ltd 37.20 Lyreco UK Ltd 157.26 Travis Perkins Trading Co Ltd 24.51 Towergate Risk Solutions 251.43 Morgans of Charmouth Ltd 62.69 Francis Bugler Ltd 366.11 Lyme Media and Events Ltd 59.40 EDF Energy 910.90 Gloster Furniture Ltd 1190.33 7021.58
It was proposed by Mr Prosser, seconded by Mrs Bremner and RESOLVED that the accounts totalling £7021.58 be approved for payment.
150/11 FINANCE COMMITTEE (Meeting held on 13 September 2011) 1. Wages expenditure for July 2011 amounting to £5735.18 and August 2011 amounting to £7021.58 was noted. 2. Following circulation of the monthly spreadsheets for July and August 2011, it was proposed by Mr Prosser, seconded by Mr Peters and RESOLVED that the July and August 2011 accounts be accepted. 3. The update on agreed expenditure from the end of year surplus 2010/11 was circulated to all Councillors and noted. 4. Regarding the agreed end of year surplus, a quote has been received from Bus Shelters Ltd to supply bus shelters as agreed on the north side of the Street at the junction with Bridge Road and on the south side of the Street at the junction with Old Lyme Hill. The supply and erection of these two shelters amount to £6900.70 plus VAT with only one quote being obtained due to keeping the same style as previously used. It was proposed by Mr Prosser, seconded by Mr Hayter and RESOLVED that the quote from Bus Shelters Ltd to supply and erect two bus shelters at a cost of £6900.70 plus VAT be accepted and taken from the £7348.90 in earmarked reserve R). 5. A quote had been received from Ben Potts to supply and fit a lantern style light on the front corner of the Elms to make it more in keeping with the new street lights. The old wall lights would be removed and made safe. The quote amounts to £1264.40 plus VAT with the light fitting alone amounting to £893 plus VAT. It was felt that the cost of the light fitting was quite expensive and Ben Potts is to be asked if he could source a cheaper fitting of similar quality. 5/9 1187 6. Following a quote from Allgreen to supply play bark, it was proposed by Mr Peters, seconded by Mr Prosser and RESOLVED that 10 cubic meters of play bark be ordered from Allgreen at a cost of £549.50 plus VAT. This would be taken from the current year’s budget of £1000 and the situation will be reviewed in the Spring with a view to ordering another 10 meters. 7. Following the new water leak somewhere in the main at the playing field, a quote has been received from Pipefix to repair this at a cost of £813.41 plus VAT allowing for one day on site. If further days were required, these would be charged at £515 plus VAT per day. It was agreed to seek a further quote from Mr P Hulme, Smart Boyz, as he is back from holiday tomorrow. The main stop cock is turned off currently with the clubs turning on and off as required to avoid water wastage. 8. Following a letter from the Bopper Bus Organisation seeking a grant again for the coming year, Jane Morrow had managed to find out the additional information required. Currently 19 Charmouth children use the bus, 4 from Morcombelake, 3 from Whitchurch, 2 from Wootton and 1 from Chideock. Draft accounts were received showing that most Parishes contribute between £400 and £600 per year. Due to the restriction of Section 137 funds available this year following the library top up funds and the purchase of salt bins, only a total of £1500 is available to allocate to all local youth groups. Therefore it was proposed by Mrs Morrow, seconded by Mr Peters and RESOLVED that £300 be donated to the Bopper Bus Organisation for the school year 2011/12. 9. In line with what was agreed previously, it was proposed by Mr Prosser, seconded by Mrs Morrow and RESOLVED that £1600 be transferred from car park takings to the Charity Fund earmarked reserve.
151/11 DORSET COUNTY COUNCIL ISSUES Due to the length the meeting was taking, the Chairman agreed to move the item forward to allow Col Brierley to leave afterwards. 1. Col Brierley reported that it has been agreed to site the waste transfer station for Bridport at Broomhills Nursery although once this reaches the planning stage, he feels sure it will encounter problems. 2. Col Brierley reported that Police Inspector Norton was to leave Bridport following promotion and a new Inspector will be appointed. Col Brierley will be encouraging him or her to invite reps from Parish Councils in to explain the situation with the safer neighbourhood teams. 3. Col Brierley gave continued improved statistics for the “No Excuse” campaign. 4. A public consultation event is to take place in Bridport for the day centres as well as the consultation in Dorchester. This will be held on 20 October at 6pm at the United Reform Church. 6/9 1188 152/11 FOUR YEAR PLAN/PARISH PLAN PRIORITIES The Sub-Committee consisting of Jane Bremner, Jane Morrow and Andy Peters were meeting shortly to take this forward. 153/11 FEBRUARY MEETING Following the August break in meetings, it had been suggested that perhaps a meeting break could take place in February as well. This would help the office significantly to catch up on outstanding matters without the weekly meeting work. It is usually a fairly quiet time with no major deadlines. It was generally felt that this was a good idea although Mrs Bremner was concerned that it would hold up decisions and create a backlog. It was proposed by Mr Hayter, seconded by Mr Peters and RESOLVED (6 in favour and one abstention) that a trial meeting break be held next February to see how this works.
154/11 WEST DORSET DISTRICT COUNCIL ISSUES Due to no meetings in August at the District Council, Mrs Bremner had no issues to report.
155/11 REPORTS FROM NOMINATED REPRESENTATIVES OF ORGANISATIONS 1. Mr Prosser reported that the improvement works at the Community Hall are still progressing.
156/11 CORRESPONDENCE AND COMMUNICATIONS
1. An e-mail has been received from WDDC regarding the proposal to move the coach parking in St Andrews Car Park following a neighbours complaint – Mr Hayter has met with the District Council engineer and reported that he is extremely concerned about the safety of the passengers who will inevitably be alighting in the exit flow from the car park but more importantly that one resident can influence the spending of up to £3000. After a long discussion it was agreed that Mrs Bremner would speak with officers at the District Council as well as Oliver Letwin MP and a letter would be sent to the Chief Executive of WDDC, copies to Mr S Woollard (WDDC officer), Oliver Letwin MP and Mrs J Bremner. 2. An e-mail has been received from Col Brierley regarding the annual highways visit which is planned for Tuesday 18 October at 2pm outside the Elms – this will involve the new County Council staff covering this area following the reorganisation. Mr Hayter confirmed that he would attend this. 3. Information has been received from Dorset County Council regarding winter maintenance and there is a briefing to be held at County Hall on 4 October for Clerk’s to attend. Lisa will attend this. 4. An e-mail has been received from PCSO Luke White regarding the on-going issues which appear, because of the increased police presence, to be improving. 5. Information has been received from Sport Relief 2012 about getting involved. They are looking for organisations in the South West to run the local Sainsbury’s Sport Relief Mile events on Sunday 25 March. 6. Information has been received from DCC regarding a Rights of Way Volunteer Ranger scheme – this is available to read if anyone is interested. 7/9
1189 7. A response has been received from Col Brierley regarding the problems of parking outside the George. Unfortunately this will need to be re-advertised and therefore it isn’t a quick process to reverse the enforcement. 8. Notice has been received regarding the continued temporary closure of the coastpath from Charmouth Beach to Stonebarrow. 9. Notice has been received regarding the temporary closure of Old Lyme Hill for three days to allow new telephone ducting to be laid. This took place from Mon 12 Sept. 10. Information has been received from Dorset Coast Forum, including the agenda for the meeting in November, as well as the August and September issues of the e-newsletter. All will be passed to the next Foreshore Committee and is available to read. 11. A letter has been received from Teignbridge District Council confirming that the South Devon and Dorset Shoreline Management Plan has now been published. This is available to read. 12. Information has been received from Dorset Highways Operations regarding the launch of the new “Dorset Highways” service and confirming contacts etc. 13. A letter has been received from Dorset County Council regarding superfast broadband in Dorset and Broadband UK Funding Allocations. This has been passed to Mr Prosser who is talking, following contact from Upper Marshwood Vale PC, with them and the Charmouth Traders about improving broadband speeds. 14. The Agenda was received for the Lyme Forward Meeting held on 8 September. This was forwarded to Mrs Morrow. 15. Information has been received from BLAP, including the Newsletter and a request for items for the next meeting on 29 September.16. Information has been received from the CPRE including details of the AGM to be held at Dorchester on Mon 24 October. This is all available to read. 17. Dorset Countryside Newsletter for Sept/Oct 2011 has been received from DCC and is available to read. 18. A30/A35 Exeter to Bere Regis Report on Project Road Performance has been received from Connect Ltd. 19. Various information has been received from DAPTC including the Chief Executive’s Circulars 10/11, 11/11 and 12/11 as well as the Summer Newsletter which is not now being provided for each Councillor. All information is available to read, either in the office or on their website. 20. A letter has been received from the Lord Lieutenant of Dorset regarding the programme of events for the Queen’s Diamond Jubilee 2012. This is available to read or copy for any organisation who may be interested. 21. Information has been received from Dorset CC regarding the launch of the Bournemouth, Poole, Dorset Joint Transport Plan for the period 2011 to 2026. 22. A letter has been received from Dorset Police regarding a review of the Enquiry Office. 8/9 1190 23. Information has been received from DCC regarding a consultation on Dorset County Council’s Day Care Services and Vocational Services. 24. The Village Echo for September 2011 has been received and is available to read. 25. CPRE Field Work Magazine for Summer 2011 has been received and is available to read. 26. CPRE Countryside Voice Magazine for Summer 2011 has been received and is available to read. 27. Local Council Review magazine for Autumn 2011 has been received and is available to read.
157/11 EXCHANGE OF INFORMATION
1. Mr Prosser reported that he had met with reps of Upper Marshwood Vale PC and the Charmouth Traders this afternoon regarding a campaign for faster broadband in rural areas. 2. The Clerk reported that the office would not be holding the World’s Biggest Coffee morning on 30 September for MacMillan this year as it had been discovered that actually MacMillan do not cover this area of Dorset and although it is agreed that MacMillan do a fantastic job it seems unfair to ask residents to support something they do not benefit from. Fortnam, Smith and Banwell are to hold a coffee morning on 30 September in aid of Joseph Weld Hospice, who carry out palliative care in West Dorset and it is hoped that the Parish Council could hold one nearer Christmas for the same cause. 3. It was reported that Connect A35 are to close the westbound carriageway of the A35 on the nights of 26 and 27 September to enable a rejuvenating surface to be applied. The traffic will be sent through the village. This is weather dependant. It was proposed by Mr Hayter, seconded by Mr Prosser and RESOLVED that the Council go “in Committee”. 158/11 IN COMMITTEE
The meeting closed at 10.00 pm.
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