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September 2016

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MINUTES OF A MEETING OF CHARMOUTH PARISH COUNCIL

HELD AT THE ELMS ON TUESDAY 27 SEPTEMBER 2016

PRESENT: Graham Bender, David Clifford, James Greenhalgh, Peter Noel, Paul Oatway, Richard Salisbury, Martin Sayers, Chris Shirley-Smith

County/District Councillor Daryl Turner

District Councillor George Symonds

1 member of the public – Mr Roger Dauncey

123/16 APOLOGIES

Apologies were received from Judith Sheppard (away).

124/16 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 £50 in value – there were no declarations.

125/16 PUBLIC PARTICIPATION

1. Roger Dauncey asked about the new Facilities Manager position, what the job description was and where this had been advertised. He said that he couldn’t find mention of the appointment in the minutes on the website. Paul Oatway explained the whole process and stated that Mr Dauncey should come into the office to see the Clerk who would provide him with a job description and the relevant minutes. Paul Oatway confirmed that the Facilities Manager is responsible for the outside workforce and that there is a gradual transfer of power, as well as a comprehensive induction programme to ensure that all aspects are covered and understood. He also confirmed that it would probably not be until after Christmas when the benefits would start to be seen. Mr Dauncey asked about the use of the tractor and Paul Oatway confirmed that basic training for the Beach Attendant and himself had been carried out urgently earlier this year when a “hole” in the training was identified and it is hoped that the Facilities Manager will be attending a more comprehensive training course in December so that in future he can make sure all staff meet the required standard of instruction.

126/16 DORSET COUNTY COUNCIL ISSUES

Daryl Turner updated the Council on issues relating to the County Council:

1. The continued presentations regarding the Local Government Review Consultation which runs until 28 October. He reminded Councillors that there are several presentations coming up, dates of which have been circulated.

127/16 WEST DORSET DISTRICT COUNCIL ISSUES

Daryl Turner also updated the Council on current issues from the District Council:

1. The consultation on Public Space Protection Orders which includes dog fouling, gull feeding etc. Paul Oatway asked about this consultation and Daryl Turner confirmed that Parish and Towns were initially consulted as to whether they wished any of their own bylaws to be included and this is now an open consultation. 1/11


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2. Continued planning process problems – although this had been passed to the legal team, the delays are still 10 weeks plus and this has triggered another scrutiny review requested by NDDC.

128/16 MINUTES OF THE MEETING HELD ON 26 JULY 2016

Following circulation, it was proposed by Graham Bender, seconded by Jim Greenhalgh and

RESOLVED that the minutes of the meeting held on 26 July 2016 be approved with no corrections.

129/16 MATTERS ARISING FROM THE MINUTES

There were no matters arising from the minutes.

130/16 FORESHORE COMMITTEE (Meetings held on 2 August and 6 September 2016)

Both sets of minutes had been circulated and there were no questions.

1. Following circulation of the latest Beach Management Plan, Paul Oatway explained that consultation with agencies has now taken place and Natural England are now happy with its content and once it has been agreed by the Council it will be included in their strategy document. This is the 10th draft and is really a permissions document which will allow the Council to do various things without going back to Natural England for “one off” bits of authority. The important things to note are:

  • This is a five year document;
  • Cutting of the reed bed can take place annually;

· Permission is granted to divert the river should it decide to wander;

· Consent is given to move the tank traps should they become problematic;

· Consent is given to move sand and shingle for beach huts and ramps;

· The first 20m of the cliff edge inwards will be left uncut to allow wild flowers to grow;

  • The document will given clear guidance to staff.

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

RESOLVED that the 10th version of the Beach Management Plan (Edition K) be approved.

Paul Oatway confirmed that he would now send this to Natural England. Richard Salisbury stated that Paul Oatway should be congratulated for all his hard work to ensure that this plan came to fruition.

2. Martin Sayers asked about the Lyme Forward initiative and asked if this crossed over with other studies/plans. Paul Oatway explained that the Lyme Forward Coastal Defence Fund study is concerned with the businesses, rather than the natural environment which the Beach Management Plan covers. With regard to the Neighbourhood Plan Steering Group, this is very much a holistic view. All studies will have to come through the Parish Council for approval ultimately. Paul Oatway stated that it is a great opportunity to smarten up the Foreshore with a co-ordinated approach to signage etc. Chris Shirley-Smith raised the issue of the boat park and how untidy this looks with many unseaworthy boats left there.

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131/16 PLAYING FIELD, CEMETERY AND STREET MANAGEMENT COMMITTEE (Meeting held on 6 September 2016)

1. Jim Greenhalgh outlined the recent correspondence from the Little Tea Gardens resident to which the Committee had felt that this was dangerous and warranted referral to DCC for consideration of double yellow lines right across the development including the pedestrian access on the grounds of safety. Councillors were reminded that this is opposite the school and is particularly chaotic at certain times of the day. Daryl Turner suggested that as well as double yellow lines, cross hatching to restrict disabled parking should also be considered. It was therefore proposed by Jim Greenhalgh, seconded by Graham Bender and

RESOLVED that DCC be asked to look at the provision of double yellow lines, together with cross hatching to restrict disabled parking, along the whole length of the Little Tea Gardens development in Lower Sea Lane.

2. Following circulation to the Playing Field and Cemetery Committee of the re-drafted agreements for the Bowls and Football Clubs, the Committee recommend approval of these new three year agreements which are very similar to the previous ones but have been updated regarding inflationary rents and the distribution of the electricity in the pavilion. Paul Oatway asked to see these before agreeing to them but on reflection, noted that the Playing Field Committee had seen and approved them for recommendation. It was therefore proposed by Jim Greenhalgh, seconded by Martin Sayers and

RESOLVED that the new three year agreements for the Bowls and Football Clubs be approved.

3. Prior to the new extension to the Scout Hut, it had been discussed about drawing up a new agreement between the Scout Group and the Council as the existing agreement is extremely old. A new agreement has now been drafted (based on the old agreement but in the style of the Bowls/Football Club agreements) and recommended by the Committee for approval. It was therefore proposed by Jim Greenhalgh, seconded by Martin Sayers and

RESOLVED that the new three year agreement for the Scout Group be approved.

4. David Clifford asked about the wreaths for Remembrance Day and it was confirmed that these are currently ordered by the RBL, with the Council paying for their own. The Finance Committee had recently approved the cost of the Church flowers again this year.

132/16 PLANNING COMMITTEE (Meetings held on 16 August and 13 September 2016)

The minutes of both meetings had been circulated and the following applications had been received and commented on:

1. Application No. WD/D/16/001511

Little Croft, Meadow Way

Demolition of existing dwelling and garage. Erection of new four bedroom dwelling and garage - No Objection

2. Application No. WD/D/16/001513

Littlecote, The Street

Proposed alterations and improvements to listed building - No Objection

3. Application No. WD/D/16/001514

Littlecote, The Street

Listed Building Consent - No Objection 3/11


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4. Application No.WD/D/16/001316

13 Downside Close

Outline application to erect detached dwelling & garage - Objection - The proposed buildings were considered to be an overdevelopment for the size of plot.

5. Application No. WD/D/16/001326 - Cove Cottage, Higher Sea Lane
Demolish existing dwelling and erect two new dwellings

The Committee heard an address from the applicant (Mr. Dudgeon) and objections from Mr. J White, Mrs J. Morrow, and Mr. D Cruikshank.

The Committee also considered letters from: M. Jackson-Bass; C. Poole; G. Snell; M. & M. Hinxman; B & M Seekings; M. J. & A. S. Cox; P. M. & J. E. Swindale; J. White; M. Lake; R. Fereday; M. Sheppard; N Cruikshank; and R & J. Morrow.

The applicants (Mr. & Mrs. Dudgeon) then made a response to clarify any comments made by the objectors.

The Committee came to a conclusion that the Council should object on the grounds of:

(a) over development of the site, in that the site would be sub-divided into two narrow plots, which would be out of keeping with the surrounding area; and

(b) the proposed design is very modernist in a locality that where houses are of a more traditional style dating back though the 50s to the Edwardian period, particularly as the site is highly visible from Charmouth beach and along the Jurassic Coast. The current proposals will be over powering particularly when viewed from the coast line.

(c) Additionally there is concern from our Footpath Liaison Officers about the support tie on the telegraph pole at the northern end of the path onto Higher Sea Lane that might cause a restriction in the event of the proposed hedge re-alignment, if the path is narrowed and the possible width at the southern end which is naturally narrower.

Following the comments made by the Committee about the Cove Cottage application, Paul Oatway asked WDD Cllr George Symonds to confirm that although historically, an application would be considered by WDD Committee if the Parish Council objected, these are now screened by the Planning Officer and if there is no valid planning objection, they can be delegated for approval/refusal. Cllr Symonds confirmed this and there was a discussion about the footpath adjacent to the development which it was confirmed is a civil matter, not a planning matter. Paul Oatway stated that he wanted the rest of the Council to be aware of the change of procedure and why an application may not be referred to the Committee.

6. Application No. WD/D/16/001716 - 1 Manor House, The Street

Proposed internal repair works, remove existing concrete render externally, re-roof existing roof and valley works. Replace existing conservatory to the side of the property and repair existing outbuildings - No objection

7. Application No. WD/D/16/001766 - 2 Manor House, The Street

Alternations including replace sash box frame windows & reinstate shutters. Install French doors to new rear entrance. Install casement windows - No objection

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133/16 WORKS COMMITTEE (Meeting held on 20 September 2016)

David Clifford explained that the urgent and very important issue of risk management is to take priority over project work and this will involve significant time by both the Facilities Manager and the Clerk over the coming months. The overall staff situation will be looked at up to the end of March and the Works Committee will report back to the Council on this. It was felt that the works schedule now reflects a more realistic set of plans and this had been circulated to all Councillors.

Richard Salisbury stated that he had not been at the meeting but Martin Sayers confirmed that he had as Vice Chair of the PF, Cem and Street Man Committee.

134/16 E-EXECUTIVE COMMITTEES (E-meeting held on 18 August 2016)

The minutes of the meeting which referred to the siting of the defibrillator at the Foreshore and the urgent referral to DCC of the parking situation opposite Bridge Road Junction in The Street had been circulated to all Councillors and were noted.

135/16 FINANCE COMMITTEE (Meeting held on 20 September 2016)

1. It was proposed by Paul Oatway, seconded by Jim Greenhalgh and

RESOLVED that the Report of Accounts for July and August, together with the Clerk’s Report for September be accepted and approved.

The following payments had been agreed by the Finance Committee (August retrospectively and September) and were noted. There were no additions.

August:

HMRC (PAYE)

1,203.06

Travis Perkins

55.32

BBS

49.20

View from Newspapers

162.00

Groves Nurseries

84.93

Information Commissioner

35.00

Bridport Glass and Tile

14.30

Creative Solutions

565.49

A J Supplies

210.24

Mark Wickenden

544.36

John Peers Ltd

260.35

Prospect Garage

184.34

Lyreco

82.26

Fowler Hire & Sales Ltd

3.59

Crewkerne Horticultural

2,116.96

SafeScan

154.90

5726.30

September:

HMRC (PAYE)

948.21

Groves Nurseries

124.84

Mark Wickenden

325.00

Doodle Computers

54.00

Buglers Ltd

1,088.14

Morgans of Charmouth Ltd

25.70

C B Potts

397.20

WDDC

255.00

Target Pest Control

850.00

Prospect Garage

144.68

Lyreco UK Ltd

183.32

Vodafone

5.00

Vale Fire Safety

244.80

Richard Wyatt Roofing

50.00

Photomounts UK

9.14

BDO

720.00

Fowler Hire and Sales

113.99

5539.02

£

£

£

Current Ac

Deposit Ac

Cash Book Balance at 30 June 2016

30,003.42

115,942.92

Income:

Chapel use

150.00

Pf elec meter

3.00

Elms Rent/MH Room/DCC Footpaths

2,252.60

Foreshore - Rents/Car Park/Beach Huts

31,604.61

Interest

38.12

34,010.21

Expenditure:

Accounts paid in July (inc PAYE but not VAT)

5,282.74

Bridport Tile and Glass

14.30

5,297.04

Direct Debits:

Santandercharges

36.44

BT - Main Office Phone

28.26

BT - Fsh Office

19.18

BT - Fsh Emergency Phone

36.08

BT - Autodialler

98.00

Wessex Water Authority (Foreshore)

75.50

WDDC - Foreshore/Cemetery Rates

1,103.00

WDDC - Elms Rates

240.00

DCC - Foreshore/Cemetery Bins

301.43

British Gas - Elms

110.00

EDF Energy - Foreshore

0.00

EDF Energy - Elms

80.00

EDF Energy - Playing Field Pavilion

0.00

EDF Energy - Depot

6.00

EDF Energy - Cemetery Chapel

0.00

Public Works Loan Board

0.00

Wages - Net

6,318.54

HMRC (VAT)

0.00

8,452.43

Cash Book Balance at 31 July 2016

50,264.16

115,981.04

Represented by:

Bank Santander

50,264.16

Working

13,093.85

Contingency

421.04

Earmarked Reserve

102,466.15

Business Deposit Account

115,981.04

Nat West Account

1,000.00

Nat West Savers Account

2,406.19

£

£

£

Current Ac

Deposit Ac

Cash Book Balance at 30 July 2016

50,264.16

115,981.04

Income:

Cemetery fees

110.00

Elms Rent/MH Room/Elec refund

1,104.03

Foreshore - Rents/Car Park/Beach Huts

16,142.37

Interest

39.40

17,356.40

Expenditure:

Accounts paid in August (inc PAYE)

5,712.00

Petty Cash

86.00

5,798.00

Direct Debits:

Santandercharges

46.46

BT - Main Office Phone

28.64

BT - Fsh Office

28.63

BT - Fsh Emergency Phone

36.17

BT - Autodialler

0.00

Wessex Water Authority (Foreshore)

75.50

WDDC - Foreshore/Cemetery Rates

1,103.00

WDDC - Elms Rates

240.00

DCC - Foreshore/Cemetery Bins

470.14

British Gas - Elms

110.00

EDF Energy - Foreshore

0.00

EDF Energy - Elms

80.00

EDF Energy - Playing Field Pavilion

0.00

EDF Energy - Depot

6.00

EDF Energy - Cemetery Chapel

0.00

Public Works Loan Board

0.00

Wages - Net

5,106.96

HMRC (VAT)

4,521.77

11,853.27

Cash Book Balance at 31 July 2016

49,969.29

116,020.44

Represented by:

Bank Santander

49,969.29

Working

Contingency

421.04

Earmarked Reserve

Business Deposit Account

116,020.44

Nat West Account

1,000.00

Nat West Savers Account

2,406.19

2. Following circulation of the monthly spreadsheets for July and August 2016, it was proposed by Paul Oatway, seconded by David Clifford and

RESOLVED that the July and August 2016 spreadsheet accounts be accepted and approved.

3. Following recommendation to the Finance Committee from the Foreshore Committee, it was proposed by Paul Oatway, seconded by Jim Greenhalgh and

RESOLVED that £1000 (£800 for local youth groups and £200 for other non-youth groups) be transferred to the Charity Fund for distribution in November following advertisement.

4. Following recommendation from the Foreshore Committee to the Finance Committee, it was proposed by Richard Salisbury, seconded by Graham Bender and

RESOLVED that the Facilities Manager be sent on a 4 day tractor training course at Bicton College at a cost of £375. This would be taken from the FSH1 Earmarked Reserve.

5. The Clerk reported the completion of the 2015/16 Audit by BDO and the one observation item raised

“The authority produced printed minutes, which were submitted for audit purposes. The pages were not initialled by the person signing the minutes.” – The Clerk confirmed that a loose leaf minute book is maintained with consecutively numbered pages and initialled by the person signing the minutes, however for audit purposes the extracts from the minutes sent were printed directly from the computer for convenience as had been the case in previous years. In future, the Clerk will ensure that photo copies of the initialled minutes are sent.

No other issues had been raised and it was proposed by Paul Oatway, seconded by Jim Greenhalgh and

RESOLVED that the Auditors observation and completion of the 2015/16 Audit be accepted and agreed.

6. Following receipt of the schedule of works required to the New Holland tractor from Buglers which had been discussed at the Finance Committee, it was proposed by Richard Salisbury, seconded by Graham Bender and 8/11


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RESOLVED that up to £700 be allocated from FSH1 Earmarked Reserve to cover the works set out by Buglers amounting to £542.93. This allows for contingency and will ensure that the tractor is brought back up to an acceptable standard.

136/16 FUTURE MEETINGS

Due to the shortage of Councillors (-2) and holidays of both the Chair and Vice Chair of Council in October, it was agreed to hold the Foreshore and Playing Field Committees next week (4 Oct) and the Planning Committee on 11 October but all other Committees and full Council would be cancelled in October.

It was proposed in accordance with paragraph 6.2 of the Financial Regulations, that the Council authorise the Clerk/Deputy Clerk, in conjunction with Councillors to be nominated, to approve for payment, invoices for goods and services that have been duly processed in accordance with section 5 of the Financial Regulations during October 2016. 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, seconded by Peter Noel and

RESOLVED that the above motion relating to financial arrangements in October 2016 be approved.

With regard to December 2016, due to the Christmas holiday, it was agreed to move the Full Council meeting forward to the 3rd Tuesday of the month (Tues 20 December) for that month only. The Works Committee scheduled for 20 Dec would be re-scheduled.

All changes would be advertised.

137/16 COUNCILLOR VACANCIES

It was reported that despite advertisement of the two vacancies for Councillors, no further applications had been received. Peter Noel stated that in November he would give thought to holding a open evening to try and showcase what the Council do and why it would be good to join. Councillors should continue to spread the word and encourage residents to apply.

138/16 COMMUNITY EMERGENCY PLAN

Following the resignation of Tim Holmes and Deborah Gildersleeves, who were to undertake this plan, it was agreed to appoint a small Sub-Committee to take this on. Paul Oatway volunteered and was joined by Chris Shirley-Smith, Graham Bender and David Clifford.

139/16 REPORTS FROM NOMINATED REPRESENTATIVES ATTENDING MEETINGS ON BEHALF OF COUNCIL

1. Martin Sayers reported that he had forgotten to attend the recent BLAP meeting but would arrange with the Clerk to send back the membership form as it was considered good to keep involved.

2. Richard Salisbury reported that the Lyme Forward meeting had been postponed and rearranged for 13 October. Richard would be attending.

3. Chris Shirley-Smith reported that he would be attending the CLHS meeting this week.

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4. Graham Bender reported that he had attending a urgent meeting of the Youth Club at their request for the Council to send someone. They are in financial difficulties and don’t have enough attendees. Various options are being looked at.

5. Paul Oatway and David Clifford had attended the Almshouse Charities meeting and reported that bursaries are offered to all children starting or moving schools as well as to university starters by application. They felt this is a very positive way to reach out to the youth of the village and help parents with essential bills.

6. Peter Noel reported that he had heard that the Bopper Bus Organisation is to finish as they can’t get enough volunteers to continue running. He thought this was very sad and encouraged Councillors to spread the word.

140/16 CORRESPONDENCE AND COMMUNICATIONS

1. Information has been received from West Dorset Area Community Resilience Event regarding a further event on 20 October. In addition, further information has been requested regarding how far a plan has progressed. This will be passed to Paul Oatway.

2. A link to Dorset Community Transport Toolkit has been received from Daryl Turner.

3. Poole Maritime Newsletters for July and August have been received.

4. Information about community sector web based funding and support resources has been received from Daryl Turner.

5. Details of the Dorset Community Innovation Fund being open for applications has been received from Daryl Turner.

6. Various information has been received from Dorset Highways – Top 12 performance; Councillors Satisfaction Survey 2016; Highways Working Together. All of which have been forwarded to all Councillors.

7. An update has been received via DAPTC of the NHS Dorset CCG Clinical Review.

8. Details of a new phone number for power cuts launched in September has been received via DAPTC.

9. Details of support funding available for community groups has been received via the DAPTC.

10. Details of NALC bulletin on national developments and meetings has been received via DAPTC.

11. Details of the Dorset AONB stepping into nature consultations have been received from both the Lyme Forward the DAPTC and forwarded to all Councillors.

12. General information from several Dorset organisations has been received via the DAPTC and covers the following issues: Credit Unions; Fuel Poverty and Funding Training.

13. Information has been received from Crowdfunder about funds available for youth projects in Dorset. This was circulated to all Councillors.

14. Details of Dorset Local Access Forum recruitment has been received and circulated to all Councillors.

15. Several BLAP Bulletins have been received together with a membership letter and Bridport Area Development Trust 2016 AGM papers. All has been passed to Martin Sayers.

16. DCF Enews for August and September have been received and forwarded to all Councillors.

17. Various information has been received from Lyme Forward: Cancellation of September meeting and new date in October; Community Interest Company. All have been passed to Richard Salisbury.

18. Extraordinary Chief Executive’s Circular has been received from DAPTC regarding the Annual Meeting.

19. Details of meetings about the wild flower verges have been received and Jim Greenhalgh is liaising with Tim Holmes on this.

20. Various information has been received from Daryl Turner: charging at household recycling centres; Footpath W9/7; starting or going back to school; Road Works Report; Reshaping your Councils; 2018 Boundary Review for Parliamentary Constituencies. 10/11


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21. Travel and Transport newsletters have been received from DCC.

22. Formal details of the Reshaping your Councils Consultation on unitary proposals for Dorset has been received from Angus Campbell and passed to all Councillors.

23. Details of the Environment Agency Groundwater Flood Warning Service have been received and passed to Paul Oatway/Graham Bender.

24. A thank you letter has been received from Charmouth Library for allowing the Book and Craft sales at Charmouth Foreshore over the summer. This have raised around £400 to running costs from donated goods.

25. Details of Consultation on Dog related controls have been received from WDDC and are available to read.

26. CPRE’s Field Work Magazine and Countryside Voice Magazine have been received and are available to read.

27. LCR Magazine has been received and is available to read.

As always any of the correspondence is available to be forwarded – Councillors should contact the Clerk if they would like to receive any from this month’s list.

141/16 EXCHANGE OF INFORMATION

1. Chris Shirley-Smith raised the fact that the speed limit sign at the Axminster Road end of the village is obscured by vegetation. This would be reported to DCC.

2. Richard Salisbury reported that CHCC continue to thrive with 84000 visitors up to the end of August and income up by £12000. In addition, the Lord Lieutenant of Dorset had attended and presented the Queens Award for the Volunteers. Finally, Pinewood Studies are very excited about making a film involving the Centre.

It was proposed by Peter Noel, seconded by David Clifford and

RESOLVED that the Council go “in Committee”.

142/16 IN COMMITTEE

1. The “In Committee” minutes of the Executive Committee held on 15 August had been circulated and noted. This report detailed the appointment of the Facilities Manager.

2. Lease issues.

The meeting closed at 8.55pm.

Signed ……………………………………………………

Dated …………………………………………………….

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