April 2016

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

County/District Councillor Daryl Turner

35/16 APOLOGIES

Apologies were received from Tim Holmes (personal), Martin Sayers (away), Chris Shirley-Smith (away), WDD Cllr George Symonds (personal)

36/16 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.

37/16 PUBLIC PARTICIPATION

1. Angela Jones had a query regarding the Neighbourhood Plan. Peter Noel suggested that she contact the office to obtain contact details for the Chairman of the steering group. Ms Jones then left the meeting.

38/16 DORSET COUNTY COUNCIL ISSUES

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

· The decision by WDDC to reduce the number of mobile library vans.

· Community Transport Guidance and Toolkit is available.

· Daryl had been on a divisional tour of the parish with the Highways Engineer, the double yellow lines along The Street at the bridge were painted during the construction of the bypass. The TRO was time limited which is why they will not be not reinstated.

  • Meetings discussing unitary options are ongoing.

· Highways have extra funds (£817k) available for pothole repair so any needing attention should be logged as soon as possible.

39/16 WEST DORSET DISTRICT COUNCIL ISSUES

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

· Electronic communications for planning are being trialled in certain areas. Charmouth are already paperless in respect of planning applications.

· An upgrade of the IT system is planned and may take many months to complete.

Peter Noel invited Daryl to Charmouth’s Annual Parish Meeting on the 28th April 2016.

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40/16 MINUTES OF THE MEETING HELD ON 15 MARCH 2016

No corrections were required and it was proposed by Andy Peters, seconded by David Clifford and

RESOLVED that the minutes of the Meeting held on 15 March 2016 be approved as a true record and signed by the Chair.

41/16 MATTERS ARISING FROM THE MINUTES

There were no matters arising from the minutes.

42/16 FORESHORE COMMITTEE (Meeting held on 5 April 2016)

1. It was proposed by Paul Oatway, and seconded by Peter Noel and

RESOLVED that the Beach Hut Terms and Conditions be accepted with the two additional clauses as set out in the Foreshore minutes.

2. It was requested that the Chairman speak with Robert Vincent about the fence between the private car park and the footpath.

3. Paul Oatway raised a last minute request from Charmouth Central to hold four book sales at the foreshore over the summer. It was proposed by Paul Oatway and seconded by David Clifford.

RESOLVED that up to four sales be allowed subject to dates.

4. It was reported by Paul Oatway that no staff were available who could drive the tractor. As such Francis Bugler Ltd have been instructed to attend the foreshore at a cost of £54/hr, to place three beach huts into position. They will also give a basic lesson in tractor controls to staff enabling them to use the tractor.

43/16 PLAYING FIELD AND CEMETERY COMMITTEE ISSUES (Meeting held on 5 April 2016)

No normal proposals, only two through Finance.

44/16 PLANNING COMMITTEE (Meeting held on 12 April 2016)

The minutes of the meeting had been circulated.

The following application had been received and commented on:

1. Application No. WD/D/16/000323

Single storey extension, re-roofing of existing conservatory, provision of solar panel.

The Committee had no objections to the application.

2. The Terms of Reference (Issue C) policy document for the Neighbourhood Plan has been looked at and amended by Paul Oatway. Acceptance of the document was proposed by Paul Oatway, seconded by David Clifford.

RESOLVED that the Neighbourhood Plan Terms of Reference (Issue C) policy document be accepted.

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45/16 TOURISM COMMITTEE (Meeting held on 12 April 2016)

1. Nothing to report. It was noted that the minutes did not record that Peter Noel was in attendance.

46/16 FINANCE COMMITTEE (Meeting held on 12 April 2016)

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

HMRC (PAYE)

2,062.88

HMRC (VAT)

993.63

Parex

1,588.56

Bullfinch

358.80

AJ Supplies

43.20

CPRE

36.00

CB Potts

773.76

Thorn Tree Design

2,530.00

Mole Avon

70.35

BBS

1,568.44

View From

131.25

Top Gear

62.34

The Flag Shop

62.99

Photomounts UK

29.78

Morgans

41.13

Evans

42.00

Moneysoft

72.00

Zurich

114.00

Creative Solutions

226.80

Lyreco

337.40

Fowler

250.47

Prospect Garage

167.13

11,562.91

2. Following circulation of the reports of Accounts for April and the Clerk’s Report it was proposed by Peter Noel, and seconded by Graham bender and

RESOLVED that the Reports of Accounts for March and the Clerk’s Report be accepted and approved.

Cash Book Balance at 29 February 2016

32,768.72

100,807.54

Income:

Foreshore - Rents/Car Park/Services

6,611.40

Elms Rates rebate/legal fees recovered

4,136.02

Elms Rent/MH Room

540.00

Tourist Guide Adverts

630.00

Cemetery Elec rebate

255.11

Interest

32.04

12,172.53

Expenditure:

Accounts paid in Feb (inc PAYE)

5,000.55

Parex - beach steps concrete

1,588.56

Bullfinch - Queen's birthday beacon

358.80

LRDT (CCT Donation)

500.00

JP Photographic (ID cards)

29.78

Flag Shop

62.99

Petty Cash

84.26

7,624.94

Direct Debits:

Santander charges

22.86

BT - Main Office Phone

22.33

BT - Fsh Office

0.00

BT - Fsh Emergency Phone

33.90

BT - Broadband

84.00

Wessex Water Authority (Foreshore)

75.50

WDDC - Foreshore/Cemetery Rates

0.00

WDDC - Elms Rates

0.00

DCC - Foreshore Bins

171.08

British Gas - Elms

97.00

EDF Energy - Foreshore

200.00

EDF Energy - Elms

80.00

EDF Energy - Playing Field Pavilion

287.88

EDF Energy - Depot

6.00

EDF Energy - Cemetery Chapel

29.00

Public Works Loan Board

639.49

Wages - Net

8,181.91

HMRC (VAT)

0.00

9,930.95

Cash Book Balance at 31 March 2016

27,385.36

100,839.58

Represented by:

Bank Santander

32,768.72

Working

13,554.16

Contingency

421.04

Earmarked Reserve

86,832.34

Business Deposit Account

100,807.54

Nat West Account

1,000.00

Nat West Savers Account

2,405.66

3. Following circulation of the monthly income/expenditure spreadsheets for March 2016, it was proposed by Peter Noel, seconded by Richard Salisbury and

RESOLVED that the March 2016 income/expenditure accounts be accepted and approved.

4. Paul Oatway raised concerns that by letting out the Elms’ ground floor flat the Council might be making itself liable to have to observe tenancy restrictions/conditions that apply to councils such as ‘Right to Buy’. A quote for legal advice is being sought regarding letting the flat.

5. Following discussions between Paul Oatway, David Clifford and Doodle Computers regarding the wi-fi system in The Elms, quotes had been received from Doodle to install a fibre router, NAS drive and 8 port switch. It was proposed by Paul Oatway and seconded by Andy Peters and

RESOLVED that up to £700 be spent to install the necessary equipment for a secure wi-fi system.

6. Following discussion with WDDC and agreement at the Foreshore committee regarding the Community Sandbag Store, it was proposed by Paul Oatway and seconded by Graham Bender and

RESOLVED that £350 be taken from Earmarked Reserves to pay for the movement of the sandbags from the Fire Station to the Depot and under the control of the Flood Wardens.

7. Following a request for a refund of beach hut fees it was proposed by the Foreshore committee to refund one weeks rent. This had then been discussed at Finance where it was felt that an amount equalling eleven weeks rent be refunded as had been requested. Paul Oatway and Graham Bender were opposed to this on the basis that her beach hut had been repaired within two weeks to a condition the same as at the start of her rental. It was proposed by Peter Noel and seconded by David Clifford and

RESOLVED unanimously that a compromise of a refund of four weeks rental, at a cost of £14.40 be refunded to her.

8. Following investigation by the Highways Sub-Committee into traffic problems on The Street it was proposed by Andy Peters and seconded by David Clifford and

RESOLVED that a sum of £350 be taken from Earmarked Reserve PF1 to enable a survey of usage and speed on that road.

9. Andy Peters explained that expenses incurred by the allotment holders were of a nature that improved their own plots and not the land as a whole. Therefore there was no reason for them not to pay the increase in rent. Paul Oatway raised concerns that as they had a ten year agreement was it legally acceptable for their rent to be increased? The Clerk agreed to double check the agreement.

47/16 WORKS COMMITTEE (Meeting held on 22nd March 2016)

The minutes had been circulated and David Clifford gave details of the current position.

1. Beach huts to be moved into position by a Francis Bugler employee on Wednesday 20th April.

2. Benches have been put out.

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3. A check had been made with Western Power and power cables were under the boundary with Devonedge, so there can be no planting on top. Therefore quotes for fencing are needed.

4. The path to scouts hut has been completed.

5. The steps at the beach have not been completed.

Graham Bender raised the issue of overgrown vegetation in the lane that runs from Wesley Close / Bridge Road to River Way. There was some discussion with Daryl Turner as to who is responsible for this area. Peter asked Daryl to invite Jill Exton from WDDC to come and look at the land in question to clarify ownership / responsibility.

The planned Works Committee for 26 April is postponed.

48/16 RESIDENTS BEACH HUT DRAW

The resident’s draw took place. Andy Peters declared an interest.

49/16 REPORTS FROM NOMINATED REPRESENTATIVES OF EXTERNAL ORGANISATIONS

None received.

50/16 CORRESPONDENCE AND COMMUNICATIONS

1. An email has been received from Mr & Mrs Murphy requesting that the Council contact Oliver Letwin MP to request that their property at Fernhill Heights be brought into the Charmouth voting area. Paul Oatway to draft a letter to Oliver Letwin MP regarding the background information.

2. The Electoral Commission – Publicly funded bodies and the referendum on the UK’s membership of the European Union newsletter.

3. LCR The magazine of the National Association of Local Councils Spring 2016.

4. Campaign to Protect Rural England Spring 2016 Field Work magazine.

5. Campaign to Protect Rural England Spring 2016 Countryside Voice magazine.

6. BLAP Bulletin received from Bridport Town Council and forwarded to Martin Sayers.

7. Draft Community Transport Guidance and Toolkit email was received from Daryl Turner.

8. Details were received from Adrian Ragbourne and Dorset Coast Forum about Litter Free Coast and Sea Week Events.

9. An email from Daryl Turner regarding the Mobile Library Consultation.

10. DAPTC sent details of the Revised Legal Topic Note (LTN) 30.

11. Minutes of Lyme Forward meeting held in March 2016 received from Adrian Ragbourne and forwarded to Peter Noel and Richard Salisbury.

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12. Minutes were received of WATAG General Meeting 90 from John Collingwood.

13. Details regarding Consultation re mobile library service proposal from Tracey Long, DCC.

14. Details about the EU Referendum – Restrictions from DAPTC, forwarded to all Councillors.

15. April 2016 Enews was received from Dorset Coast Forum and circulated to Foreshore Committee.

16. Details were received about County Councillors Road Works Report from Daryl Turner.

17. The March newsletter was received from Geraint Jones, HM Border Control.

18. Details have been received from Adrian Ragbourne about Fossil Festival volunteers call and forwarded to Foreshore Committee.

19. A copy of the Agenda for the WATAG General Meeting was received from John Collingwood and forwarded to Paul Oatway.

20. Details regarding the Youth Service Review were received from Daryl Turner.

21. Details of the Jurassic Coast Consultation were received from Sam Rose and forwarded to Foreshore Committee.

51/16 EXCHANGE OF INFORMATION

1. Following agreement in March to have a leaflet printed for all households advertising the Annual Parish Meeting. The leaflets are now ready for collection by Councillors together with a list each of the area assigned for delivery.

2. Peter Noel also asked that Councillors make themselves available at the hall before the start of the meeting, to help with putting out chairs etc.

3. Peter Noel reminded the meeting about the Queen’s 90th Birthday and the lighting of the beacon. The tractor is to be used to take the beacon and gas up to the position on Stonebarrow. The gas is ready for collection from Charmouth Caravans. The event has been advertised on Facebook, leaflets have been placed in local shops.

52/16 IN COMMITTEE

Daryl Turner left the meeting.

1) HR issues.

2) Rent issues.

3) Lease issues.

The meeting closed at 9.10 pm.

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