January 2015

MINUTES OF A MEETING OF CHARMOUTH PARISH COUNCIL

HELD AT THE ELMS ON TUESDAY 20 JANUARY 2015

PRESENT: Jane Bremner (Chair), David Clifford, Jane Morrow, Paul Oatway, Andy Peters, Richard Salisbury, Martin Sayers, Chris Shirley-Smith, Ian Simpson, Phil Tritton

County Councillor Daryl Turner

01/15 APOLOGIES

Apologies were received from Peter Noel (business commitments).

02/15 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.

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

  2. On gifts greater than £25 in value – there were no declarations in gifts greater than £25.

    03/15 PUBLIC PARTICIPATION

No members of the public were present.

04/15 DORSET COUNTY COUNCIL ISSUES

  1. Daryl Turner reported on the ongoing savings of £50m needed from next year’s budgets. He reported that these would not be palatable but are necessary.
  2. Both issues of water ingress at the western end of the village had now been resolved.
  3. The white line outside the Hollands Room had now been agreed to be reinstated by DCC.
  4. Phil Tritton asked whether DCC were taking the cuts “lying down” and Daryl confirmed that many representations had been made including petitions but at the end of the day, the money isn’t available from central Government and County and District Councils have to decide what services to protect and what services to find other ways of providing. Reduction of staff will inevitably have to be incurred. Martin Sayers asked about unitary authorities and what is required to implement this change. Daryl reported that the suggestion has to come from central Government and several meetings have been held recently in Dorchester with information on this. Daryl reported that he favours this way forward.

05/15 WEST DORSET DISTRICT COUNCIL ISSUES

  1. Jane Bremner reported that WDDC and W&PBC had now been approved to be a tri-Council with North Dorset DC. A Chief Executive is to be appointed by 31 March in order to receive the £600,000 Government Grant and the new joint Chief Executive of WDDC and W&PBC, Matt Prosser, is to be interviewed by NDDC to see whether they consider him suitable. A second round of Government Grant amounting to £1.5m has been promised to manage the change over the next 36 months if this is successful and a single workforce is reached. This will ultimately save £6m.
  2. Jane reported on the changes in the bathing water directive which introduce tighter standards for 2015. Unlike the changes discussed by the Council last year, the results will be based on 4 year rolling assessment figures which would make Charmouth West “Good”.

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06/15 MINUTES OF THE MEETING HELD ON 16 DECEMBER 2014

It was proposed by Andy Peters, seconded by Phil Tritton and

RESOLVED that the minutes of the Meeting held on 16 December 2014 be approved as a true record and signed by the Chair.

07/15 MATTERS ARISING FROM THE MINUTES

  1. Re: 208/14 1. – Jane Bremner reported that following the stepping down of Robert Gould as Leader of WDDC, a new Leader, Anthony Alford, has been appointed.

08/15 FORESHORE COMMITTEE (Meetings held on 6 January and 15 January 2015)

  1. Phil Tritton reported that he is to meet with the new Parking man from WDDC, Jack Creeber, tomorrow.
  2. Options with regard to the re-design of parking permits are being looked at to help minimise abuse of parking, as well as staggered hours for staff.
  3. Further to a request to fly an unmanned aerial platform at Charmouth Beach, the rules surrounding these vehicles mean that closing off part of the beach to allow this would be very difficult. The Committee are also concerned about setting a general precedent in allowing the deployment of UACs on the beach. It was proposed by David Clifford, seconded by Paul Oatway and

RESOLVED that an outright ban of flying unmanned aerial vehicles be implemented at Charmouth Beach.

  1. Although a donation towards the Fossil Warden for the 2015 season is included in the budgets, this will be forthcoming subject to agreement that (a) the Warden be prepared to serve a Court injunction on persons where appropriate; and (b) the Warden sends short weekly reports as to activities undertaken with any other relevant information or observations to the Parish Clerk.
  2. The second “emergency” meeting mainly discussed the route of the River Char over the Foreshore and the fact that Richard Edmonds now thinks that this situation will not now correct itself. It is proposed that the work suggested could now be undertaken by Council staff using the tractor at low tide (as long as all three staff are involved together with a risk assessment and method statement, as well as Councillors to help man the work area) which will avoid the heavy costs which were talked about before Christmas. Ian Simpson felt that this would lessen objections in the village too. The moving of the tank traps is a different issue and liaison is taking place with English Heritage about this. It is therefore proposed by Phil Tritton, seconded by Paul Oatway and

RESOLVED unanimously that an application be made to Natural England to make a “one off” cut in the beach to re-align the river on the grounds of safe access for the public to east beach. This would be backed up by a Beach Management Plan for the future.

  1. Jane Morrow raised the issue of the barrier at the top of the deflection steps and why this appears to be going ahead when the Parish Council had voted against it. Phil Tritton stated that although the Parish Council were against this proposal, WDDC have made it very clear that they are responsible for sea defences and the safety of the public in this regard. Phil Tritton reported that he is in favour of a barrier on the grounds of safety and the issue of the danger of the steps wearing away was raised by the Foreshore Committee with WDDC.

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09/15 PLAYING FIELD AND CEMETERY COMMITTEE (Meeting held on 6 January 2015)

  1. Andy Peters reported that the phase 1 of the dog bins is now complete except the one to be situated at the junction of Bridge Road/Wesley Close at the end of the footpath. Due to electricity cables, this will have to be moved further down the footpath to the junction with the other path from the depot.
  2. Ian Simpson reported that he had spoken with Carol Moorey of the Scout Group and 2/3 Councillors will attend at the Scout Hut on Thursday 12 March to help with their Community Challenge Badge.
  3. With regard to the Remembrance Day Parade, Jane Bremner requested that someone from the Playing Field and Cemetery Committee make contact with Trish Forsey to establish a written guide of things which have to be done to prepare for the parade, service etc. The Clerk is now aware of the procedures with regard to road closures but a timetable needs to be established and followed by the Committee each year. It was therefore proposed by Andy Peters, seconded by Jane Morrow and

RESOLVED that the organisation of the Remembrance Day parade be taken on by the Parish Council.

10/15 PLANNING COMMITTEE (Meeting held on 13 January 2014)

The following applications have been received and commented on:

  1. Application No. WD/D/14/002889

    The Boathouse Langmoor, Fernhill – Extension to existing holiday chalet and change of use to form permanent dwelling

    No objection.

  2. Application No. WD/D/14/002987

    Garden Cottage, The Street – One dwelling and associated parking

    The Committee objects to this application for the following reasons:

  1. Conservation Area – The proposed build is on a site wholly within Charmouth conservation area to the North West of the village and behind a row of long established houses, some many hundreds of years old, built in a terrace style in the Street, Charmouth. The proposed ‘new build’ is of two storeys with 3 bedrooms, 3 bathrooms and is a modern design. It is considered that the new house is not in keeping with the existing properties within the Conservation area, as it would be unlike any other houses in that area, being both detached and of modern design.

  2. Privacy – With the location of the proposed house it would overlook a large number of gardens and backs of houses bordering the Street, Charmouth. For example, 5 windows would look to the NW elevation of the building directly into a number of properties including the Retreat. To the South West there is a second floor double window overlooking a number of houses.

  3. Plans

    1. No roof heights are shown on the proposed building plans;

    2. In the planning application it states the house will have minimal visual impact in the area, in fact it will be seen from Barrs Lane, Nutcombe Close, bridle paths and the A35.

  4. Plot Size – The proposed building looks particularly large for the size of the plot. It is also understood that there is an access walk way between the proposed building and the SW wall.

  5. Access – Vehicle and pedestrian access to the back of this site is an issue, as it is along a steep, unlit and narrow mud track. It is also important to bear in mind that Nutcombe Terrace, the access road in question, was originally designed to support 9 homes and their vehicles, it now would need to support 11. 3/9

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  1. Since the meeting, the approval of Application No. WD/D/14/002194 1 Westcliff Road – Erect replacement dwelling had been received. Ian Simpson reported that he had attended the Development Control Committee and was the only person to speak against this application.

  2. The next step of the Neighbourhood Plan is now being pursued and David Clifford and Ian Simpson are to meet with Jan Farnan of WDDC and Fred Horsington of Cerne Abbas PC. It is proposed to look at the arrangements for the Parish Plan consultation with a view to doing something similar.

    11/15 TOURISM COMMITTEE (Meeting held on 13 January 2015)

  1. Phil Tritton reported that the finger posts should be ordered soon and erected by Easter.
  2. A Permitted Development Enquiry is to be submitted regarding the proposed Foreshore Information Point.
  3. A stinging letter has been sent to the Coastal Access team with regard to the disappointment that the opening of the coast path has been delayed and the only reply so far is that this has been “escalated”.
  4. Jane Morrow asked if there would be a finger post to the playing field and Phil Tritton confirmed that this was included.
  5. Richard Salisbury and Paul Oatway had attended the CHCC Trustees meeting on Monday and concern had been expressed that they had not been consulted recently. Phil Tritton agreed to visit them and consult on the wording.

12/15 FINANCE COMMITTEE (Meeting held on 13 January 2015)

  1. The following payments had been agreed by the Finance Committee and were noted along with the additions since then:

HMRC (PAYE) 1167.33

Boilerman Ltd 450.00

Francis Bugler Ltd 389.35

Mole Avon Trading Ltd 128.30

Garry Pitcher Locksmith 22.00

Travis Perkins 94.41

Fowler Hire and Sales 72.97

N J Hunt 588.40

Prospect Garage 133.03

Morgans of Charmouth 12.30

HMRC (VAT) 507.24

Bridport Tile and Glass 51.94

Gloster Furniture 748.02

4365.29

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

RESOLVED that the amendments/additions to the payments now totalling £4365.29 be approved.

  1. Following circulation of the report of accounts and Clerk’s report for December, it was proposed by Paul Oatway, seconded by Andy Peters and

RESOLVED that the report of accounts (set out below) and the Clerk’s report for January be accepted and approved.

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£ £ £

Current Ac Deposit Ac

Cash Book Balance at 30 November 2014 48913.04 90318.52

Income:

Transfer to Dep Ac (Zurich) 0 20000.00

Foreshore – Rents/Beach huts/car park 1432.75

Other – conference room/cem fees 340.40

Elms Gr Floor Rent/refund of services 2369.66

Other EDF refunds 373.24

Interest 26.74

________

4516.05

Expenditure:

Transfer to Dep Ac (Zurich) 20000.00

Accounts paid in December (inc PAYE) 7064.51

Charity Fund Donations 1600.00

Direct debits and wages 9532.65

________

38197.16

Cash Book Balance at 31 December 2014 15231.93 110345.26

Represented by:

Bank Santander 15231.93

Working 11468.70

Contingency 421.04

Earmarked Reserve 98455.52 ________

Business Deposit Account 110345.26

Nat West Account 1000.00

Nat West Savers Account 2404.68

  1. Following circulation of the monthly spreadsheets for December 2014, it was proposed by Phil Tritton, seconded by Richard Salisbury and

RESOLVED that the December 2014 accounts be accepted and approved.

  1. Budgets 2015/16
    1. A sheet of proposed charges for 2015/16 had been circulated and it was proposed by Andy Peters, seconded by Paul Oatway and

RESOLVED that the charges for 2015/16 be agreed as set out in Appendix A of the Finance minutes.

    1. Following circulation of the amended budgets for 2015/16 (with amendments highlighted in green), it was proposed by Phil Tritton, seconded by Andy Peters and

RESOLVED that the budgets for 2015/16 be approved as set out in Appendix B of the Finance minutes.

    1. Following approval of the budgets, it was proposed by David Clifford, seconded by Richard Salisbury and

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RESOLVED that a precept of £50000 (plus the Local Council Support Grant) be requested from WDDC for the year 2015/16. The difference from this year for a Band D property amounts to £13.87 for the year.

    1. It was proposed by Paul Oatway, seconded by Phil Tritton and

RESOLVED that the Earmarked Reserves be updated as set out in Appendix D of the Finance minutes, allowing £25000 to make up the shortfall on the budget year 2015/16 as well as £18000 within reserves to refurbish the Elms Dental Area as a flat enabling income for this area.

  1. The Finance Committee via the Foreshore Committee, seek approval of realistic standard charges for memorial benches. It was therefore proposed by Paul Oatway, seconded by Ian Simpson and

RESOLVED that memorial bench recovery costs be standardised as set out in the Foreshore Minutes amounting to £1278.87 plus VAT.

  1. With regard to the proposal from the Playing Field Committee, via the Finance Committee relating to the bowls green fence posts, Jane Bremner reported that new information had come to light which may mean an amendment to the proposal. Apparently, the Works Manager advises that the concrete posts can’t be painted and therefore bearing in mind the aesthetics and the fact that wooden posts would still last for 10 years, it was re-proposed by Andy Peters, seconded by Jane Morrow and

RESOLVED that all posts of the west side of the Bowls green be replaced with timber posts concreted into the ground at a cost of £294.81. This expenditure would be taken from Earmarked Reserve C (PF1).

  1. Phil Tritton reported that two quotes had been sought to install 5 finger posts on the highway, but only one had been forthcoming. A specialist contractor is required to undertake this work as they have to be fully Chapter 8 accredited and therefore it was proposed by Andy Peters, seconded by Ian Simpson and

RESOLVED that the quote from Jonathan Hansford of £1150 plus VAT be accepted.

  1. There was a discussion about whether an application for the Dorset Best Kept Village was appropriate for Charmouth or not as Jane Morrow stated that she had submitted it previously and it had entailed quite a lot of work getting everyone on board. Ian Simpson agreed to submit the application as it was agreed that there was “nothing to lose” by applying.

13/15 ANNUAL PARISH MEETING – 24 MARCH 2015

Jane Bremner reported that she had been thinking about the format for the forthcoming Annual Parish Meeting and as she is chair for only two year’s she would like to keep the same format for the leaflet to households as last year. It was agreed that this was productive in encouraging people to attend and Jane would produce a leaflet along the same lines as last year. Paul Oatway agreed to adapt the leaflet drop plan for delivery around the middle of March. Jane Bremner to prepare a press release and advise Shoreline of the date and venue. Jane also suggested that she would like to keep the format of the meeting the same with a few guest speakers, strictly limited to 5 minutes, with an overhead projector reminding the audience of the proceedings. It was agreed that speakers to be invited would be the Bowls Club, Library, CAB and Scout Group.

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14/15 FEBRUARY MEETINGS

Jane Bremner reported that traditionally there has been no meetings in February but as there is a lot still going on, it was proposed by Andy Peters, seconded by Ian Simpson and

RESOLVED that Foreshore, Playing Field and Planning Committees be held as normal but no Finance Committee or Full Council Meetings. If an emergency occurs, an Executive Committee would be called.

15/15 WEBSITE CHANGES AND COMMUNICATION STRATEGY

Phil Tritton reported that this is still on-going but the target is to launch the changes to the website by the Annual Parish Meeting and bring a communications strategy to the March Full Council meeting.

16/15 REPORTS FROM NOMINATED REPRESENTATIVES ATTENDING MEETINGS ON BEHALF OF COUNCIL

  1. Paul Oatway reported that he and Richard Salisbury had attended the CHCC Trustees meeting yesterday and that visitor numbers are up despite the bad spring, although tides and the weather were better in the summer. However, school visits are not as good as in the past and this is being looked at. They are recovering costs and keeping their heads above water.
  2. Phil Tritton reported that he had persuaded the Charmouth Local History Group to run a History Trail and this will hopefully be sponsored by the Traders.
  3. The Traders are also hoping to run a Charmouth Festival this year, with Meirel from CHCC keen to be involved.

17/15 CORRESPONDENCE AND COMMUNICATIONS

  1. An update has been received from Daryl Turner confirming that the white line outside the Hollands Room in Bridge Road will now by reinstated by the County Council as this benefits the whole community and is not for access to a specific private property.

  2. Information has been received from DWP regarding the public presentation to take place on Thursday 5 February at 7.00pm in St Andrews Community Hall. This was passed to all Councillors and since then posters have been received and displayed. Jane Bremner highlighted this presentation and more posters were distributed for Councillors to display around the village.

  3. Notice has been received from DCC regarding the changes to the schedule regarding limited waiting times across West Dorset. The schedule will change to say “Waiting limited to one hour, return prohibited within TWO hours, between the hours of 9.00am and 6.00pm”. In reality this doesn’t make any difference to parking but is much easier to enforce.

  4. DAPTC Chief Executive’s Extraordinary Circular relating to subscriptions for 2015/16 has been received. Increase for CPC of £10.44 - within budget.

  5. DAPTC Chief Executive’s Extraordinary Circular relating to nominations for Royal Garden Party 2015 has been received together with regular circular 01/2015 – both are available to be forwarded.

  6. Details of the DAPTC Annual Conference to be held on Wed 25 February have been received and forwarded to all Councillors.

  7. Details have been received from NALC via DAPTC regarding nominations from the Parish and Town Council Sector for national honours. NALC are to use their influence to nominate candidates. 7/9

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  1. Details of the launch of the Local Council Award Scheme have been received from the DAPTC. This is a replacement for the Quality Council Scheme and is available to be forwarded.

  2. Dorset Coast Forum E-News update for December has been received together with Janauary E-News - both are available to be forwarded.

  3. Defra Access Newsletter for December 2014 has been received and is available to read.

  4. Information has been received from BLAP regarding the next steering group meeting on 19 February – this has been passed to Martin Sayers.

  5. Information has been received regarding the Bridport Area Car Boot Grant – this has been passed to all Councillors to inform any group who may be able to benefit.

  6. WATAG Agenda for the next meeting to be held on 22 January has been received – this was passed to Paul Oatway.

  7. Information has been received regarding the impact of the DEFRA funding cuts on support for Dorset’s rural communities – this is available to be forwarded.

  8. Details of round 8 of DCC funding for voluntary sector development has been received. This has been passed to the Scout Group and can be forwarded to any organisation if Councillors let the Clerk know.

  9. Jurassic Post Edition 36 has been received and forwarded to all Councillors on 20 January.

  10. Dorset Community Action Funding Bulletin for January 2015 has been received and forwarded to Martin Sayers.

18/15 EXCHANGE OF INFORMATION

  1. Chris Shirley-Smith commented that the stream which runs past Manor Farm Caravan Park and under the road to join the River Char, doesn’t appear to have a name and he wondered if a competition could be run to name it. Initially, Phil Tritton would ask The Charmouth Local History Group if they can identify a name for this stream.
  2. Paul Oatway reminded Councillors that at the November meeting it was agreed to discuss the issue of non-Council reps (eg Tree Warden etc) being affiliated to a specific Committee, at the Committee meetings. This would be added to the February Agendas.
  3. Paul Oatway raised the footway around the Elms building which is often used by mobility scooters to gain access from St Andrews Drive to The Street as the official footpath adjacent to the library is too steep to negotiate. Although, he has no objection in principle to the use of this path, he felt that a notice should be erected stating “No Right of Way” to safeguard the privacy for the future. Although this would not be policed, some Councillors felt this was a bit “heavy” and could upset residents. Publicity would be required. It was proposed by Paul Oatway, seconded by Andy Peters and

RESOLVED (8:2 abstentions) that a “No Right of Way” notice be placed at either end of the footway around the Elms.

It was proposed by Andy Peters, seconded by Jane Morrow and

RESOLVED that the Council go “in Committee”.

19/15 IN COMMITTEE

  1. Minutes of the HR Committee held on 12 January 2015.
  2. Wage rates for 2015/16.
  3. Lease agreements.

The meeting closed at 9.20 pm.

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