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June 2015

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MINUTES OF A MEETING OF CHARMOUTH PARISH COUNCIL

HELD AT THE ELMS ON TUESDAY 16 JUNE 2015

PRESENT: David Clifford, Tim Holmes, Peter Noel, Paul Oatway, Andy Peters, Richard Salisbury, Martin Sayers

County Councillor Daryl Turner (arrived later having given apologies)

Mr Graham Bender (co-option candidate)

85/15 APOLOGIES

Apologies were received from Ian Simpson (Business), Phil Tritton (Business).

86/15 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.

  1. In items on the agenda – there were no declarations in items on the agenda.

  2. On gifts greater than £50 in value (as set out in the new Register of Interest Forms) – there were no declarations.

    87/15 PUBLIC PARTICIPATION

  1. Graham Bender stated that he wished to be considered for co-option as he wanted to do something for the community he lives in.

88/15 DORSET COUNTY COUNCIL ISSUES

  1. Daryl had sent in a report which had been circulated to all Councillors.

89/15 WEST DORSET DISTRICT COUNCIL ISSUES

Neither District Councillor was present for this item.

90/15 CO-OPTION OF COUNCILLOR

There was only one applicant and therefore it was proposed by Paul Oatway, seconded by Martin Sayers and

RESOLVED that Graham Bender be co-opted onto the Council.

Graham signed his declaration and joined the meeting.

91/15 MINUTES OF THE ANNUAL GENERAL MEETING HELD ON 19 MAY 2015

It was proposed by Andy Peters, seconded by David Clifford and

RESOLVED that the minutes of the Annual General Meeting held on 19 May 2015 be approved as a true record and signed by the Chair.

92/15 MATTERS ARISING FROM THE MINUTES

There were no matters arising from the minutes. 1/9


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93/15 FORESHORE COMMITTEE (Meeting held on 2 June 2015)

Peter Noel reminded Councillors of his request that only proposals and specific discussion items be raised to try and shorten meetings.

  1. Following recommendation by the Foreshore Committee, it was proposed by Andy Peters, seconded by Richard Salisbury and

    RESOLVED (with one abstention) that an independent professional assessment of both the noise and particulate issues be sought. The Works Manager to contact WDDC Environmental Health who have already offered their services.

  2. Following the incident report regarding the visitor who fell down the beach access steps, it was proposed by Andy Peters, seconded by Tim Holmes and

    RESOLVED that a response should be sent as set out in the Foreshore Committee minutes.

  1. With regard to flood signage, this had been noted by the Committee but a resolution was required and it was therefore proposed by Paul Oatway, seconded by Andy Peters and

RESOLVED that the Council accepts, on the Flood Warden’s behalf, the suggestion from the Char Valley Group of Parishes that the Charmouth Parish Flood Warden deploys and recovers flood signs just over the Charmouth parish border.

94/15 PLAYING FIELD AND CEMETERY COMMITTEE (Meeting held on 2 June 2015)

There were no proposals or discussion items.

95/15 PLANNING COMMITTEE ( Meeting held on 9 June 2015)

The minutes of the Planning Committee had been circulated to all Councillors showing the correspondence received. The following applications had been considered and comments made:

1. Application No. WD/D/15/000720

Grosvenor Cottage, The Street

Erect single storey 2 bedroomed dwelling

Objection– On the basis that it was felt the house would be too large for the plot and there was concern about the height of the building, some 2 meters higher than neighbouring garden walls would create privacy issues with the neighbours. Roof lights as shown on the plans had also not been agreed, as stated on the plan.

2. Application No. WD/D/15/000547

Land to the East of Charmouth Heritage Coast

Centre, Lower Sea Lane

V post mounted sign

CPC unable to comment as it is their application

3. Application No. WD/D/15/000606

The Pump Room, 1 Charmouth House, The Street

Like for like replacement of rotten wood bay

French windows

No objection

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4. Application No. WD/D/15/001182

1 Downside, Old Lyme Road

Demolish existing end of terrace dwelling and erect a new-build detached 2 storey dwelling, including a new vehicular access to the site and associated car-parking

Objection - concerns of the impact of demolishing 1 Downside, from houses 2,3, and 4. It was noted by Councillor Salisbury that an owner of another Downside property had stated he had only received the notification on the preceding Saturday without sufficient time to assess the impact.

5. Application No. WD/D/15/001147

Beachcomber, Higher Sea Lane

Construction of a first floor balcony and access

No objection

6. Application No. WD/D/15/001201

Droskyn, Lower Sea Lane

Outline application for the erection of a detached single storey dwelling

No objection

7. With regard to the concerns over the Spanish Oak in the playing field, the WDDC Tree Officer had now given the go ahead to fell/surgery and consequently the advice of a tree surgeon, together with a quote had been sought.

8. Further to previous correspondence regarding concerns over deliveries at NISA, additional correspondence had been received from Mr Telfer. After taking advice from Dorset County Council, it is felt that it would be impossible to prevent lorries idling as many with refrigeration units on board need their engine to be idling. In addition, bye laws are very expensive and time consuming to implement and need to be enforced. A letter should be sent to Mr Telfer explaining the situation.

96/15 FINANCE COMMITTEE (Meeting held on 9 June 2015)

  1. It was proposed by Paul Oatway, seconded by Martin Sayers and

RESOLVED that the Report of Accounts and Clerk’s report be accepted and approved, together with the accounts for payment which had been approved by the Finance Committee.

£ £ £

Current Ac Deposit Ac

Cash Book Balance at 30 April 2015 45203.57 100462.37

Income:

Elms rent 540.21

Foreshore – Rents/Beach Huts/Car Park 12723.55

Other – PF Rent/Conf Room/Cemetery fees 501.24

Interest __ 26.60

13765.00

Expenditure:

Accounts approved in May (inc PAYE) 7032.97

Direct Debits and Wages 9102.92

16135.89

Cash Book Balance at 31 May 2015 42832.68 100488.97

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Represented by:

Bank Santander 42832.68

Working 4175.10

Contingency 421.04

Earmarked Reserve 95892.83 _________

Business Deposit Account 100488.97

Nat West Account 1000.00

Nat West Savers Account 2405.01

HMRC (PAYE) 2189.78

Bridport Building Supplies 1410.61

Kitson & Trotman 4800.00

Francis Bugler Ltd 187.78

Axminster Ironwork Ltd 732.00

Blooming Baskets Ltd 216.00

Travis Perkins 152.33

Evans Plant Hire 109.20

Lyreco 155.29

Groves Nurseries 208.82

Peter Sayers 200.00

Prospect Garage 317.42

10679.23

  1. Following circulation of the monthly spreadsheets for May 2015, it was proposed by Paul Oatway, seconded by Andy Peters and

RESOLVED that the May 2015 accounts be accepted and approved.

  1. The 2014/15 accounts had been circulated to all Councillors prior to the meeting and it was proposed by Paul Oatway, seconded by Andy Peters and

RESOLVED that the annual income/expenditure accounts and balance sheet for 2014/15 be approved and accepted.

  1. A copy of the Annual Return to Auditors, Accounting Statements had been circulated and following no comments it was proposed by Paul Oatway, seconded by Andy Peters and

RESOLVED that the Annual Accounting Statements be approved and accepted.

  1. A copy of the Annual return to Auditors, Annual Governance Statement had been circulated to all Councillors and following no queries, it was proposed by Paul Oatway, seconded by Andy Peters and

RESOLVED that the Annual Governance Statement be approved and accepted.

  1. A copy of the completed Internal Auditors Report had been circulated which confirmed he was happy there were no breaches of internal control and it was therefore proposed by Paul Oatway, seconded by Martin Sayers and

    RESOLVED that the Internal Audit report be accepted and agreed.

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A letter of thanks would be sent to Mike Smith and the Office team were congratulated for satisfying the Internal Auditor.

  1. With regard to reviewing the effectiveness of the internal audit system, it was proposed by Paul Oatway, seconded by Peter Noel and

RESOLVED that the internal auditor’s one recommendation with regard to the management of card payments be accepted and acted upon.

  1. The bank reconciliation for 2014/15 was circulated to all Councillors and it was proposed by Paul Oatway, seconded by David Clifford and

RESOLVED that the bank reconciliation be approved.

  1. The Finance Committee had validated the contents of the insurance schedule as set out in the minutes and it was proposed by Paul Oatway, seconded by Peter Noel and

RESOLVED that the policy with Zurich Municipal at a cost of £7744.42 for the coming year which is within the budgeted figure of £8000, be approved.

  1. With regard to the 4 yearly valuation of all Council buildings for insurance purposes, it was proposed by Paul Oatway, seconded by David Clifford and

    RESOLVED that the quote from Martin Diplock of £250 plus VAT be accepted on the basis of a single source procurement because the sitting valuer has extensive knowledge and information of the work required and will therefore perform the task at a much lower cost than others.

  2. Following a complaint from Beach Hut Tenants regarding not being able to use their hut over the winter due to defects, it was proposed by Paul Oatway, seconded by Andy Peters and

    RESOLVED that a discount of 50% be given on next year’s winter rental season.

  3. Following the change of Council officials, it was proposed by Paul Oatway, seconded by Peter Noel and

    RESOLVED that the signatories on the Santander Accounts by changed to Mrs L Tuck, Mr P Noel, Mr A Peters, Mr P Tritton and Mr P Oatway.

  4. Following recommendation by the Finance Committee, it was proposed by Paul Oatway, seconded by Andy Peters and

    RESOLVED that the annual contract for the cemetery grass cutting is placed with the existing supplier (Mark Wickenden) on the basis of a single source procurement because the existing supplier has extensive knowledge and information of the work required and will perform the task at a much lower cost to others.

    14. Following receipt of the invoice for the ground floor legal fees over a period of the last 2 years, it was proposed by Paul Oatway, seconded by Richard Salisbury and

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RESOLVED that the payment of the £4000 invoice be approved and made up as set out in the Finance minutes (allocation from end of year surplus £2000; provision in 15/16 budget of £1500; balance from Elms ongoing maintenance provision in 15/16 budget £500).

15. Following a preliminary investigation by the Boilerman of the ground floor boiler, it was proposed by Paul Oatway, seconded by Martin Sayers and

RESOLVED that the quote of £300 from the Boilerman to undertake further investigations to enable a resolution, be accepted.

97/15 TO APPOINT REPRESENTATIVES TO EXTERNAL ORGANISATIONS (DEFERRED FROM AGM)

1. St Andrews Community Hall Management Committee – following no volunteers for this position, Paul Oatway agreed to continue until someone comes forward. If he cannot attend meetings, he will keep track via the minutes.

2. DAPTC Western Area Committee – Paul Oatway agreed to be the second representative.

3. Highways Officer – Andy Peters agreed to take on this role.

4. Twinning Association – there were no volunteers for this role currently.

5. Flood Warden/Deputy – Graham Bender agreed to work with Paul Oatway to decide whether he would be prepared to take on this role. It was agreed to still advertise as a further deputy would also be required.

6. Dorset Partnership for Older People Project – it was agreed that this did not require a rep at the moment and information would still be monitored.

7. Almshouse Charities – Following Ian Simpson’s resignation from this position, Andy Peters agreed to take on this role having checked that there is no conflict of interest with his wife also being part of the Committee.

Daryl Turner arrived and updated the Council following his DCC Report, as well as WDDC issues.

98/15 COMMITTEE STRUCTURE

1. Following the motion agreed at the AGM for the merger of the HR and Works Committee to be reconsidered in June, the following motion has been received from Paul Oatway:

“That this Council establishes a Works Committee comprising of 5 Councillors, being the Chairs of Foreshore, Finance, HR and Playing Field & Cemetery Committees as well as the Chair of the Council. The Chair of the Committee shall not be the Chair of the Council.” Draft terms of reference for both committees had also been circulated. Paul Oatway felt it was important to create Committees with clear terms of reference and the need for 5 or more members ensures that meetings are more likely to be quorate. There was no objection to this motion and it was proposed by Paul Oatway, seconded by Andy Peters and

RESOLVED unanimously that the motion be carried.

The first meeting of the HR Committee would take place this coming Thursday.

2. A proposal had been received from Phil Tritton to merge the Foreshore and Tourism Committees. Richard Salisbury felt that the Foreshore Committee was already busy enough and it was also felt that Tourism is about far more than just the Foreshore. The proposal was not seconded and therefore the status quo remains.

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99/15 COMMUNICATIONS STRATEGY

Following circulation of a revamped version trying to incorporate clear aims and vision, it was agreed that this needed slight tweeking with regard to the Citizens Panel which should be more geared to Parishioners. Paul Oatway felt that when a proposal is brought to the Council by a Committee, a draft press release should already have been prepared to ensure that questions can be answered. He would like to see this as a standard part of the proposal process. An updated version would be circulated and discussed again at the July meeting. In the meantime it was proposed by Paul Oatway, seconded by Martin Sayers and

RESOLVED that Ian Simpson continue as communications officer.

Paul Oatway was also concerned that the strategy should not stop Councillors from making their personal views known, which may differ from the Council view. It was felt that if an issue has been debated then a corporate view has been reached by a vote and it could cause problems if Councillors are seen to be disagreeing. Richard Salisbury stated that Charmouth is a small village and Martin Sayers was concerned that Charmouth distance itself from the fiasco which occurs elsewhere amongst Councillors.

The website would be dealt with at the Finance Committee.

100/15 REPORTS FROM NOMINATED REPRESENTATIVES ATTENDING MEETINGS ON BEHALF OF COUNCIL

1. Richard Salisbury reported on his recent meeting of LAP of which some aspects were of interest. Credit Union, affordable housing, RVS links, future of TICs and the cutting of funding to local area partnerships. The next meeting is on 12 September.

101/15 CORRESPONDENCE AND COMMUNICATIONS

1. A request has been received from the Jurassic Coast Org to have an outdoor stall at Charmouth on 23 June as part of the “Love the Jurassic Coast” week of themed activities to gather stores and photos from coastal residents and visitors about why they love this part of the world. It involves a 4mx4m gazebo to be manned by volunteers. It was proposed by Paul Oatway, seconded by Peter Noel and

RESOLVED that this be approved, to be located in the pedestrian area outside the Heritage Coast Centre.

2. A letter has been received from Save SCBU and Kingfisher Wards at Dorset County Hospital asking the Parish Council to send a letter of support. This was passed to all Councillors to read prior to the meeting and it was agreed that a letter of support be sent as these closures would have a huge impact on the western end of the County.

3. An e-mail has been received from Major Mack regarding the reoccurrence of paper being strewn along the verges of the village in the evening again (this has happened a couple of times in previous years). DWP have been informed and the local Police would be informed again, as well as the View From Newspaper as some of it was their View From Bridport paper.

4. An Invitation was received to a Forward Together event for town and parish Councillors and their Clerks on 23 June between 5 and 7pm at County Hall. This was circulated to all Councillors.

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5. Information and an Agenda for a Community Emergency Planning Seminar was received and circulated. Paul Oatway is to attend tomorrow.

6. Information on Charmouth going Superfast (Broadband) was received and passed to all Councillors.

7. Travel and Transportation E-Newsletter by DCC was received via Daryl Turner and is available to read.

8. Information on a running event on the Liberty Trail on 11 July was received from Daryl Turner and is available to read.

9. Agenda and subsequently minutes of WATAG meeting were received and passed to Phil Tritton as the new Public Transport rep.

10. Papers for the Lyme Forward LAP meeting held last week were received and passed to Richard Salisbury as the new rep.

11. Information about Jurassic Coast Communities Forum meeting held on 9 June was received and passed to Phil Tritton.

12. Various information from BLAP has been received including the Steering Group papers for 28 May, all has been passed to Martin Sayers.

13. Various information has been received from DAPTC including Cynthia Starkey’s retirement; prayers at Council meetings; Dorset Police disclosable pecuniary interest poster and the June circular. All have been forwarded to all Councillors.

14. CHCC Annual Report was received and forwarded to Paul Oatway and Richard Salisbury as Trustees.

15. Information about BT Openreach works to be carried out on the A35 between Charmouth and Morcombelake between 8 and 18 June was received and passed to all Councillors as well as being advertised on social media.

16. Local Council Review magazine for Summer 2015 has been received and is available to read.

102/15 EXCHANGE OF INFORMATION

1. Tim Holmes reported that some of the drain covers in Barrs Lane were damaged and he would provide the information of which services these belong to so that they can be reported.

2. Graham Bender expressed his concern at the lack of waste bins at the bottom of the village and DWP would be contacted to see if the existing bins could be re-distributed to include Bridge Road/Wesley Close area.

3. Graham Bender stated that parking on both sides of Bridge Road is causing difficulty as caravans can’t get passed. Andy Peters, as Highway Officer, would look at this and report back through the Tourism Committee.

It was proposed by Peter Noel, seconded by Andy Peters and

RESOLVED that the Council go “in Committee”. 8/9


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103/15 IN COMMITTEE

1.

The meeting closed at 9.00pm.

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