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July 2016

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MINUTES OF A MEETING OF CHARMOUTH PARISH COUNCIL

HELD AT THE ELMS ON TUESDAY 26 JULY 2016

PRESENT: Graham Bender, David Clifford, Deborah Gildersleeves, Jim Greenhalgh, Peter Noel, Paul Oatway, Martin Sayers, Richard Salisbury

Daryl Turner, Dorset County Councillor/West Dorset District Councillor

103/16 APOLOGIES

Apologies were received from Cllr Chris Shirley-Smith (away); George Symonds, West Dorset District Councillor, previous engagement.

104/16 DECLARATION OF INTEREST

The Chair 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) Of gifts greater than £50 in value – there were no declarations of gifts of greater than £50 in value.

105/16 PUBLIC PARTICIPATION

Item 14 of the Agenda was brought forward. Peter Noel welcomed Judith Sheppard the candidate for co-option to the Council. Peter asked if anyone had any questions for Judith. There were none. Judith then explained that she had been involved with Charmouth for almost twenty years and she would like to contribute to the community. As there is no meeting in August Judith would join the Council in September. Judith was advised there were vacancies on Foreshore, Planning and HR committees. This still leaves one vacancy to fill which will be re-advertised. It was proposed by Peter Noel and seconded by Paul Oatway and

RESOLVED that Judith Sheppard be formally co-opted to the council

106/16 DORSET COUNTY COUNCIL ISSUES

Daryl Turner updated the Council on the following issues from DCC:

Shaping Dorset’s future/Double Devolution – There was a meeting with the four Dorset MPs at Westminster. They wanted a financial report from the Section 519 Officers which they have got. However Daryl could not report any figures at this stage due to confidentiality, except to say that there is proof that considerable savings will be made by going to unitary authorities.

There are currently 358 district borough and county Councillors being reduced to 90. At the moment there are 46 divisions at county level. Daryl thinks they will stay with the current boundaries and have two councillors per area. Future governance will depend how much is devolved down to town and parish level and how much funding comes with it. There will be consultation at the end of August. The DAPTC have been involved with helping town and parish councils and will give presentations. There will also be a Re-Shaping Dorset roadshow and an online consultation.

Dorset Combined Authority Consultation has ended – 2 members from authority are to form scrutiny committee of which Daryl is part of.

West Dorset legal services have taken over the local land searches but they are still taking over ten weeks to process each search.

Tri County Partnership looking at future governance issues on the same lines as county. 1/8

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107/16 WEST DORSET DISTRICT COUNCIL ISSUES

Daryl raised the Grosvenor Cottage planning application. The Clerk confirmed that a withdrawal notice had been received.

108/16 MINUTES OF THE MEETING HELD ON 21st JUNE 2016

It was proposed by Paul Oatway, seconded by David Clifford and

RESOLVED that the minutes of the meeting held on 21st June 2016 be approved as a true record and signed by the Chair.

109/16 MATTERS ARISING FROM THE MINUTES

There were none.

110/16 FORESHORE COMMITTEE (MEETING HELD ON 5 JULY 2016)

Paul Oatway explained that the meeting was inquorate. He had prepared a report about what was reviewed. There has been a request from the National Coast Watch Institute as part of the Heritage Centre ‘Marine Week’, to have a collection on 7th August. They have been asked to provide a risk assessment, and public liability insurance.

1. Proposed by Paul Oatway and seconded by Richard Salisbury and

RESOLVED that permission be granted for a collection by the National Coast Watch Institute at the foreshore on 7th August 2016.

111/16 PLAYING FIELD, CEMETERY AND STREET MANAGEMENT COMMITTEE (5 JULY 2016)

1. The chapel roof was temporarily repaired to allow the funeral service, which took place without incident. A quote is needed to retile the roof of the chapel and lych gate.

2. No further problems have been reported regarding security of the pavilion. The electricity meter has been re-wired to include all sockets. In future the water to the showers would also be metered.

112/16 PLANNING COMMITTEE (MEETING HELD ON 12 JULY 2016)

David Clifford reported that at the meeting he had been elected as Chair and that Richard Salisbury had been elected as Vice Chair.

There were three applications to be considered at the Planning Committee:

1. Application No. WD/D/16/001057

The Orangery, Langmoor Manor, Fernhill

Listed building consent.

The Council had no objection to this application.

2. Application No. WD/D/16/000863

Seadown Holiday Park, Bridge Road

Replace two existing grass tennis courts with two new tarmac tennis courts.

The Council had no objection to this application. 2/8

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3. Application No. WD/D/16/001138

Thalassa, Old Lyme Road

Replacement of one and a half storey dwelling with linked converted garage for utility and workshop/store with proposed new dwelling house with integral double garage.

The Council had no objection to this application.

2. A letter was received for Carole Girling, composed by Rev Skinner, about the Neighbourhood Plan project, explaining how the church meets local needs.

113/16 FINANCE AND GENERAL PURPOSES COMMITTEE (Meeting held on 12 July 2016)

1. It was proposed by Paul Oatway, seconded by Richard Salisbury and

RESOLVED that the Report of Accounts and Clerk’s report for June be accepted and approved, together with the accounts for payment totalling £9804.51 which had been approved by the Finance Committee.

The following payments had been agreed by the Finance committee and were noted. There were no additions.

Accounts For Approval:

HMRC (PAYE)

940.18

BBS

86.65

Rexel Senate

43.68

Forest and Tree Care Ltd

1,110.00

Blooming Bskets

Baskets

187.92

Stephens Scown

480.00

Glasdon UK Ltd

187.36

Dorset County Council

600.00

Garry Pitcher Locksmith

73.99

Tom Crabbe Electrical

54.00

Prospect Garage

265.89

Dorset Planning Consultant Ltd

178.00

Mole Avon Trading Ltd

10.95

Photomounts UK

8.54

DVLA

230.00

Lyreco UK Ltd

120.36

Fowler Hire and Sales Ltd

40.25

Cheltenham Mowers Ltd

37.94

Groves Nurseries

65.93

A J Supplies

143.82

Axminster Printing

220.00

HMRC (VAT)

4,521.77

The Doodle Cloud Ltd

197.28

9,804.51

£

£

£

Current Ac

Deposit Ac

Cash Book Balance at 31 May 2016

55,644.04

100,907.00

Income:

Transfer to Bus Dep Account

15,000.00

Pf Rent

50.00

Elms Rent/MH Room/Guide Ad

282.40

Foreshore - Rents/Car Park/Beach Huts

11,131.99

Interest

35.92

11,464.39

Expenditure:

Accounts paid in June (inc PAYE)

14,429.08

Axminster Garden Machinery

31.00

Petty Cash

83.21

Foreshore Float

60.00

Transfer to Bus Dep Account

15,000.00

£

£

£

Current Ac

Deposit Ac

Cash Book Balance at 31 May 2016

55,644.04

100,907.00

Income:

Transfer to Bus Dep Account

15,000.00

Pf Rent

50.00

Elms Rent/MH Room/Guide Ad

282.40

Foreshore - Rents/Car Park/Beach Huts

11,131.99

Interest

35.92

11,464.39

Expenditure:

Accounts paid in June (inc PAYE)

14,429.08

Axminster Garden Machinery

31.00

Petty Cash

83.21

Foreshore Float

60.00

Transfer to Bus Dep Account

15,000.00

29,603.29

Direct Debits:

Santander charges

35.03

BT - Main Office Phone

28.06

BT - Fsh Office

19.08

BT - Fsh Emergency Phone

35.76

BT - Broadband

84.00

Wessex Water Authority (Foreshore)

75.50

WDDC - Foreshore/Cemetery Rates

1,103.00

WDDC - Elms Rates

240.00

DCC - Foreshore/Cemetery Bins

204.14

British Gas - Elms

110.00

EDF Energy - Foreshore

232.00

EDF Energy - Elms

80.00

EDF Energy - Playing Field Pavilion

58.00

EDF Energy - Depot

6.00

EDF Energy - Cemetery Chapel

9.00

Public Works Loan Board

0.00

Wages - Net

5,182.15

HMRC (VAT)

0.00

7,501.72

Cash Book Balance at 30 June 2016

30,003.42

115,942.92

Represented by:

Bank Santander

30,003.42

Working

13,055.73

Contingency

421.04

Earmarked Reserve

102,466.15

Business Deposit Account

115,942.92

Nat West Account

1,000.00

Nat West Savers Account

2,406.19

2. Following circulation of the monthly spreadsheets for June 2016, it was proposed by Paul Oatway, seconded by Graham Bender and

RESOLVED that the June 2016 accounts be accepted and approved.

114/16 WORKS COMMITTEE (Meetings held on 28th June and 19th July 2016)

1. The meeting of 28th June elected David Clifford as the Chair with Graham Bender as Vice Chair.

2. The meeting of 19th July looked at ‘business as usual’ projects - moving sand to blue beach hut area and planting outside CHCC.

3. The lawn mowers are now returned from servicing so grass cutting and collection is being done.

4. Nails in beach huts still a problem. The protective paint is not working and the nails are still bleeding. The Committee needs to find a way of improving their appearance.

5. Car park signs and dog signs are being looked at. Paul Oatway has sent a proof to the sign-writers for new signs which are in progress.

6. David Clifford met with Jim Greenhalgh to go over the outstanding items i.e. Devonedge fence, play items in playing field. Martin Sayers raised the Section 106 money requirements, one of which was to erect a plaque stating where the money had come from.

115/16 EXECUTIVE COMMITTEE (e-meeting held on 23rd June 2016)

This meeting was required to gain approval for the cost of repair to machinery for grass cutting. The cost of Richard Salisbury reported that two mowers were still away for repair. The push mower service should cost about £50 to £60. The John Deare needed three new tyres and the quoted price for service/repair was £1038 inc. Graham Bender asked how much it would cost for a new mower and was told it would be eight or nine thousand.

116/16 EXECUTIVE COMMITTEE (e-meeting held on 7th July)

This meeting to place to agree the job description for the Facilities Manager. David Clifford reported that the job description and advert was agreed and had been advertised in the local press with some applications already received. It was agreed that the interview panel should be David Clifford as Chair, Jim Greenhalgh for Playing Field, and Paul Oatway for Foreshore.

117/16 MEETINGS

1. Meetings will need to be held for Foreshore Committee on 2nd August at 7.30pm and Planning Committee on 16th August 6pm. There is no intention to hold any other meetings during August.

118/16 MOTION RELATING TO FINANCIAL ARRANGEMENTS IN AUGUST 2016

It is proposed in accordance with paragraph 6.2 of the Financial Regulations, this Council authorises the Clerk/Deputy Clerk in conjunction with the Chair of the Council and the Vice Chair of the Council to approve for payment, invoices for goods and services that have been duly processed in accordance with section 5 of the Financial Regulations during the Council 2016 summer recess period. All payments are to be reported to the next ordinary Finance Committee and then in turn to the next ordinary Council meeting.

It was proposed by Paul Oatway and seconded by Peter Noel and

RESOLVED that the motion relating to financial arrangements for August 2016 be approved.

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119/16 REPORTS FROM NOMINATED REPRESENTATIVES OF EXTERNAL ORGANISATIONS

1. Richard Salisbury reported that Lyme Forward had a meeting in June and were looking to form a public interest company to run Lyme Forward rather than Lyme Regis Town Council.

2. Graham Bender reported that during Lyme Regis Lifeboat Week he helped with fundraising in Charmouth on Red Arrows day. It was his belief that a portion of the funds raised would be gifted to Charmouth for charitable causes in the village. Paul Oatway questioned the procedures for receipt of any monies. The Clerk commented that she assumed any money would not come to the Council but be gifted directly to the local groups.

120/16 CORRESPONDENCE AND COMMUNICATIONS

1. An email was received from DAPTC about their meeting on 28th July 2016.

2. The DAPTC Summmer 2016 magazine was received by email.

3. The Dorset Coast Forum Enews email was received by email.

4. Lyme Forward sent an email with information about becoming a Community Interest Company.

5. Daryl Turner forwarded an email about the Consultation Tracker D4U.

6. Minutes received from Lyme Forward LAP meeting of 9th June.

7. Daryl Turner sent details of the PCC Community Grant round 9.

8. Daryl Turner sent an email about County Councillors Road Works Report.

9. Daryl Turner sent an email about Rural Opportunities bulletin.

10. The Jurassic Coast Team sent an email with minutes from their 4th July Coastal Community Forum meeting.

11. An email from Adrian Ragbourne requesting help with Red Arrows day.

12. An email was received from Judith Shepard regarding the Parish Councillor vacancy.

13. The June Newsletter from Poole Maritime Team was received by email.

14. The BLAP bulletin was received from Bridport Town Council by email.

15. Daryl Turner emailed details about the Bus Consultation.

16. Dorset Highways Councillors Satisfaction Survey email received.

17. Daryl Turner forwarded an email about Changes to DWP bring banks across Dorset.

18. Adrian Ragbourne emailed details of the Health and Wellbeing group meeting on 30th June and Trill Farm DIY course on 16th July.

19. Daryl Turner forwarded an email about the Working Together Project.

20. Bridport Town Council sent an email with their BLAP Bulletin.

21. An email received with the Community Transport Toolkit and Guidance.

22. DAPTC sent an email about Fly the Flag for the Commonwealth 2017.

23. DAPTC sent an email about the Extraordinary Chief Executives Circular – DAPTC Annual General Meeting 2016.

24. An email received from Daryl Turner about ‘Weed and grass growth this summer in urban areas and on highway verges.

25. Daryl Turner forwarded an email about Footpath W9/7.

26. Dorset County Council sent a copy of the public notice in respect of a Traffic Regulation Order, 201.

27. Dorset County Council sent a Guidance and Toolkit booklet which is available to read.

121/16 EXCHANGE OF INFORMATION

1. Paul Oatway reported that two large bins had been set alight on Evans Cliff, presumably by disposable barbeques left by a large group on the beach. Replacements have been requested and a further bin to cope with the increase in rubbish. David Clifford wanted to point out that Julie and Ray worked very hard to deal with the incident.

2. Richard attended the Coastal Community Forum at Seaton Jurassic, on 4th July. The World Heritage Site, Jurassic Coast Team are going to move their management from DCC to the Jurassic Trust. So it seems that the County Council are pulling out of the management of the team. 7/8

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122/16 IN COMMITTEE

1. Lease issues.

2. Staff issues.

The meeting closed at 8.25pm.

8/8