March 2016

MINUTES OF A MEETING OF CHARMOUTH PARISH COUNCIL

HELD AT THE ELMS ON TUESDAY 15 MARCH 2016

PRESENT: Graham Bender, David Clifford, Deborah Gildersleeves, Jim Greenhalgh, Peter Noel, Paul Oatway, Andy Peters, Richard Salisbury, Martin Sayers, Chris Shirley-Smith

County/District Councillor Daryl Turner

District Councillor George Symonds

PCSO John Burton

Adrian Ragbourne (LRDT)

18/16 APOLOGIES

Apologies were received from Tim Holmes (personal).

19/16 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.

20/16 PUBLIC PARTICIPATION

1. PCSO John Burton updated the Council on crime in Charmouth over the last month.

2. Adrian Ragbourne explained the work of LRDT and in particular the Coastal Communities Team.

21/16 DORSET COUNTY COUNCIL ISSUES

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

· The myth that DCC are £4.1m better off. In reality the Government had reduced the additional sum that the County Council had to find by £4.1m, still leaving £3.3m on top of the original £30m of savings.

· The meeting to be held at the Bottle Inn on 17 March regarding the forthcoming bus cuts.

· The new Committee structure with more emphasis on scrutiny.

· The decision to move forward with two unitary authorities for Dorset. There is still an enormous amount of work to do by 2019 but at the moment the Wiltshire model is favoured which would have local area boards based around the 16 principle towns.

22/16 WEST DORSET DISTRICT COUNCIL ISSUES

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

· The service review for TICs has now been split into 4 separate reviews.

23/16 MINUTES OF THE MEETING HELD ON 19 JANUARY 2016

No corrections were required and it was proposed by Paul Oatway, seconded by Andy Peters and

RESOLVED that the minutes of the Meeting held on 19 January 2016 be approved as a true record and signed by the Chair.

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24/16 MATTERS ARISING FROM THE MINUTES

There were no matters arising from the minutes.

25/16 FORESHORE COMMITTEE (Meeting held on 1 March 2016)

1. It was proposed by Paul Oatway, seconded by Graham Bender and

RESOLVED that the annual parking permits for unit holders remain as currently (one for each unit, two for CHCC Wardens and three additional CHCC permits for up to 12noon on the overflow car park).

2. With regard to the beach access steps, Paul Oatway felt that there was more investigatory work to do but to enable phase one of the project to ensure the steps are open by Easter (steel and concrete) it was proposed by Paul Oatway, seconded by David Clifford and

RESOLVED that up to £3000 be spent on materials in accordance with the Works Manager’s costings.

26/16 PLAYING FIELD AND CEMETERY COMMITTEE ISSUES (Meeting held on 1 March 2016)

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

RESOLVED that the revised Child Protection Policy which had been circulated with the Playing Field Minutes be adopted.

27/16 PLANNING COMMITTEE (Meeting held on 8 March 2016)

The minutes of the meeting had been circulated.

The following applications had been received and commented on:

1. Application No. WD/D/15/002908 Kittiwake, Higher Sea Lane

Construct conservatory and install cream colour uPVC horizontal cladding to same gable end.

The Committee had no objections to the application.

2. Application No. WD/D/16/000256 Corners, Five Acres

Erect single storey side extensions to the East & West elevations. Convert existing garage to bedroom. Form balcony from existing dormer on front (South) elevation.

The Committee had no objections to the application.

3. Application No. WD/D/16/000270 Bracoden, Lower Sea Lane

Rear and balcony extensions; replacement of garage; installation of solar panels; internal alterations

The Committee had no objections to the application.

4. Application No. WD/D/15/002229 Backlands Farm, The Street

Erect Agricultural Barn

The Committee had no objections to the application.

5. Following further communication from Wessex CLT, it was proposed by Paul Oatway, seconded by David Clifford and

RESOLVED that to steer affordable housing/CLT as a separate project would be difficult and any further work would be deferred until the formulation of the draft Neighbourhood Plan.

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28/16 FINANCE COMMITTEE (Meeting held on 8 March 2016)

1. Following circulation of the payments for approval for February approved retrospectively by the Finance Committee, and the payments for approval for March approved by the Finance Committee, additions had been made and it was proposed by Peter Noel, seconded by Paul Oatway and

RESOLVED that the payments for February (retrospectively) and March be noted together with the additions which were approved for payment.

HMRC (PAYE)

1,502.76

Axminster Ironwork Ltd

602.40

JRB Enterprise Ltd

145.20

A J Supplies Ltd

81.60

Bridport Building Supplies

138.55

View from Newspapers

101.26

Axminster Drainage Services

550.00

Mole Avon Trading Ltd

26.40

Lyreco UK Ltd

36.17

DAPTC

35.00

Travis Perkins Trading Co Ltd

15.97

Bemrose Booth Paragon

406.08

Dorset County Council

500.00

Martin Diplock

300.00

£4441.39

HMRC (PAYE)

1,990.54

Francis Bugler Ltd

162.22

A J Supplies

99.78

Axe Skip Hire Ltd

228.00

Allfix Ltd

69.95

View From Newspapers

183.75

Bridport Building Supplies

932.34

M J White Fencing Ltd

180.00

Garry Pitcher Locksmith

108.46

Prospect Garage

181.04

Dorset Training Ltd

90.00

Polymax

204.47

Kitson & Trotman

420.00

Doodle Computers

30.00

DAPTC

120.00

£5000.55

2. Following circulation of the reports of Accounts for January and February and the Clerk’s Report it was proposed by Peter Noel, seconded by Andy Peters and

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

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£

£

£

Current Ac

Deposit Ac

Cash Book Balance at 31 December 2015

30,979.02

100,739.08

Income:

Foreshore - Rents/Car Park/Services

18,623.63

Elms Rent/MH Room

1,771.92

PF Rents/services

149.52

Interest

34.22

20,545.07

Expenditure:

Accounts paid in Jan (inc PAYE)

3,156.17

Argos (laptop case)

14.99

Petty Cash

86.80

3,257.96

Direct Debits:

Bank Charges

18.50

BT - Main Office Phone

0.00

BT - Fsh Office

0.00

BT - Fsh Emergency Phone

33.90

BT - Autodialler

92.10

Wessex Water Authority (Foreshore)

75.50

WDDC - Foreshore/Cemetery Rates

1,085.00

WDDC - Elms Rates

238.00

DCC - Foreshore Bins

158.84

British Gas - Elms

97.00

EDF Energy - Foreshore

200.00

EDF Energy - Elms

80.00

EDF Energy - Playing Field Pavilion

1.00

EDF Energy - Depot

14.00

EDF Energy - Cemetery Chapel

29.00

Public Works Loan Board

0.00

Wages - Net

5,798.22

7,921.06

Cash Book Balance at 31 January 2016

40,345.07

100,773.30

Represented by:

Bank Santander

40,345.07

Working

12,762.09

Contingency

421.04

E/M Reserve

87,590.17

Business Deposit Account

100,773.30

Nat West A/c

1,000.00

Nat West Savers Account

2,405.66

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£

£

£

Current Ac

Deposit Ac

Cash Book Balance at 31 January 2016

40,345.07

100,773.30

Income:

Foreshore - Rents/Car Park/Services

4,478.14

Elms Rent/MH Room

280.60

Tourist Guide Adverts

665.00

Cemetery Fees

52.50

Interest

34.24

5,476.24

Expenditure:

Accounts paid in Feb (inc PAYE)

4,441.39

WDDC (building regs)

691.20

Petty Cash

90.95

5,223.54

Direct Debits:

Bank charges

21.50

BT - Main Office Phone

10.53

BT - Fsh Office

0.00

BT - Fsh Emergency Phone

34.06

BT - Autodialler

0.00

Wessex Water Authority (Foreshore)

75.50

WDDC - Foreshore/Cemetery Rates

0.00

WDDC - Elms Rates

0.00

DCC - Foreshore Bins

227.19

British Gas - Elms

97.00

EDF Energy - Foreshore

200.00

EDF Energy - Elms

80.00

EDF Energy - Playing Field Pavilion

1.00

EDF Energy - Depot

6.00

EDF Energy - Cemetery Chapel

29.00

Public Works Loan Board

0.00

Wages - Net

6,690.90

HMRC (VAT)

356.37

7,829.05

Cash Book Balance at 29 February 2016

32,768.72

100,807.54

Represented by:

Bank Santander

32,768.72

Working

13,554.16

Contingency

421.04

E/M Reserve

86,832.34

Business Deposit Account

100,807.54

Nat West A/c

1,000.00

Nat West Savers Account

2,405.66

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3. Following circulation of the monthly income/expenditure spreadsheets for January and February 2016, it was proposed by Peter Noel, seconded by Andy Peters and

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

4. With regard to the router for the broadband at the Elms, Paul Oatway stated that he and David Clifford would be looking at this issue.

5. Following circulation of information on Coastal Communities by Richard Salisbury and the explanation of the terms of reference of the group by Adrian Ragbourne, it was proposed by Peter Noel, seconded by Richard Salibsury and

RESOLVED unanimously that a donation of £500 be given to the Coastal Communities Team for 2016/17 to be taken from Earmarked Reserve FSH1.

6. The Finance Committee were undecided about which option laid out in the Foreshore Committee minutes, (b) or (c), should be taken with regard to the CHCC roof windows and felt it was a decision for the whole Council to make. Paul Oatway outlined the two options and after discussion, it was proposed by Paul Oatway, seconded by Deborah Gildersleeves and

RESOLVED (8 votes in favour and 2 abstentions) that option (b) was the preferred route to replace the roof windows at a cost of £3500, rather than remove the windows completely and roof over.

7. Following recommendation by the Finance Committee, it was proposed by David Clifford, seconded by Andy Peters and

RESOLVED that the quote for £925 plus VAT to undertake essential tree surgery at the Playing Field and Cemetery be accepted and taken equally (£462.50) from Earmarked Reserves CEM1 and PF1.

8. Further to agreement last October to update the Standing Orders in time for the AGM in May, a list of proposed amendments had been circulated and it was proposed by Paul Oatway, seconded by Andy Peters and

RESOLVED that the Standing Orders be amended as set out in the attached sheet.

9. Following the resignation of Mike Smith as Internal Auditor, it was proposed by Peter Noel, seconded by Richard Salisbury and

RESOLVED that Bob Hughes be appointed as the new Internal Auditor having agreed to take on this role again, starting with the current year about to end 2015/16.

Mike Smith is thanked for all his help over the last few years.

10. Following discussion by all Committees, it was proposed by David Clifford, seconded by Richard Salisbury and

RESOLVED that the Council had reviewed its risk management status as follows:

The Works Manager and staff continue to monitor all areas on a regular basis as shown on the check sheets and as proven in the contesting of the recent insurance claim following a fall at the Foreshore. Risk assessments and method statements are drawn up for all new projects and each incident is dynamically risk assessed.

Much work has been carried out over the last three years on establishing a workable risk management system, however due to many recent changes in legislation/procedure, general risk assessments/fire risk assessments need to be updated for each area to take into account

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new regulations, eg relating to asbestos etc. Over the next few months, now that staff levels are back to full complement and the flat is progressing, the Works Manager will be working with Committee Chairs to ensure that the whole Health and Safety/Risk Management system is up to date with a view to reporting/approving this full review before the end of the 2016/17 financial year.

11. Peter Noel drew attention to the new office arrangements from 4 April and reminded Councillors that the office is open between 9 and 10.30am for the public as well as Councillors. However if Councillors wished to see the Clerk/Deputy individually after that time, they should make an appointment. The phone would still be answered after 10.30am but every interruption disrupts the huge amount of procedural work which needs to be undertaken to deadlines on a daily basis.

29/16 WORKS COMMITTEE (Meetings held on 26 January and 7 March 2016)

1. The minutes had been circulated and David Clifford updated Councillors on the current situation with regard to the new employee, Alan Tootill, and the impact of ongoing staff sickness is having on a day to day basis.

2. Paul Oatway pointed out that having looked at the toilets at the Elms, much more work is required than first anticipated to bring these up to an acceptable standard and therefore the services of outside contractors would be sought.

3. With regard to holes in several footpaths near the beach, these would be reported to DCC as it is not the responsibility of the Parish Council to contact landowners.

4. Graham Bender asked about the additional dog bins and when these would be sited following approval several months ago.

5. Graham Bender mentioned the dangerous condition of the wall outside the Elms adjoining the pavement on The Street, particularly at the higher end by the old gateway. Although not the Council’s responsibility, he also felt that the wall in front of the library was dangerous too.

30/16 CHANGES TO AGENDA PUBLICATION FOR MEETINGS

Peter Noel stated that from April it is hoped to comply with the Standing Orders fully by issuing (and publishing, as soon as the website has been updated) the agenda for the Full Council meeting on a Thursday and the Agendas for the Committees on a Friday. This will mean preparing the Agenda a couple of days prior to the deadline to try and get it approved by the appropriate Chair before circulating to Councillors and publishing. Therefore, the papers for the Full Council meeting will be available for collection on the Thursday morning instead of Friday and agenda items for any meeting will need to be given to the Clerk, by the Tuesday before the meeting please. Only urgent items will be added after the publication of the Agenda, otherwise they will have to wait for the next month. Any urgent meetings or Sub-Committees will have to comply with the same regulations.

31/16 REPRESENTATIVES OF EXTERNAL ORGANISATIONS

1. Peter Noel reported that he had attended the Western Area DAPTC Meeting recently which was always interesting.

2. Peter Noel and the Clerk had attended the DAPTC Annual Conference recently which was centered about devolution and increasing responsibilities of Town and Parish Councils.

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3. Richard Salisbury reported that he had attended the recent Lyme Forward meeting and urged all Councillors to read the information circulated about the Coastal Communities, who can offer a great deal to Charmouth.

4. Martin Sayers reported that he had attended the recent BLAP meeting and had been able to allay the fears of a Char Valley representative who seemed to think the Pharmacy in Charmouth is under threat of closure. This is not correct and the recent petition was about local pharmacies in general.

32/16 CORRESPONDENCE AND COMMUNICATIONS

1. An e-mail has been received from the Twinning Association seeking a representative of the Council to attend the breakfast when the French visitors are in Charmouth in May. The previous rep was Jane Bremner, who used to give a short welcome speech in French. However, if necessary a welcome could be given in English instead which would be translated. Peter Noel stated that he would be very happy to attend this, although he would not be speaking in French!

2. A letter has been received from Parsons Brinckerhoff who have been commissioned by South West Highways/Connect/Balfour Beatty to undertake a review of the various posted speed limits along the A35 and they are inviting comments from stakeholders along the route. It was agreed that this be passed to the Highways Sub-Committee to formulate comments in time for approval at the Playing Field Committee on 5 April prior to submission by 15 April.

3. A request has been received from the CAB for a donation to their ongoing running costs. A response has been sent stating that the Charity Fund donations are considered in the Autumn and their letter will be considered at that time.

4. Details of the DAPTC Western Area Meeting held on 25 February were received and attended by Peter Noel.

5. Details were received about a referendum on the change of governance arrangements for WDDC – this was circulated to all Councillors and added to the facebook page.

6. An invitation has been received from Communities Living Sustainably in Dorset to a Celebration Event on 17 March in Bridport. Booking is essential.

7. A press release was received from DCC regarding a warning from Trading Standards of Blue Badge copy cat websites.

8. An invitation has been received to attend the West Dorset CPRE Group AGM on 19 March.

9. DCA E-Bulletin of 25 February 2016 has been received and is available to read.

10. Border Force Maritime Team Newsletter 01/16 has been received and is available to read.

11. Information relating to the Lyme Forward meeting to be held on Thursday 10 March has been received and forwarded to Richard Salisbury and Peter Noel.

12. Dorset Highways Capital Programme 2016/17 has been received and was circulated to all Councillors.

13. Details were received from Daryl Turner about a public meeting at the Bottle Inn, Marshwood on 17 March about the cuts to the rural bus services.

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14. Details were also received from BLAP about a meeting with DCC and Local Councils and Stakeholders about the bus service cuts, to be held at Mountfield on Wednesday 16 March at 6pm (this was forwarded to Paul Oatway as public transport rep).

15. Details of a consultation on the mobile library service have been received from the County Librarian as well as a copy of a press release via Daryl Turner. Both are available to read.

16. Details were received on the Dorset Clinical Commissioning Group’s public consultation events regarding views on health and care in the community. This was circulated to all Councillors and the poster for the Bridport event has been displayed.

17. The Jurassic Coast Newsletter has been received and is available to read.

18. The latest County Councillors road works report has been received via Daryl Turner and is available to view.

19. DCA E Bulletin has been received for March and is available to read.

33/16 EXCHANGE OF INFORMATION

1. Peter Noel raised the issue of the Queen’s 90th Birthday and whether Charmouth should have a beacon as part of the national celebrations on the evening of 21 April. It was felt that a gas beacon should be purchased and this event should be organised by the Parish Council. It was therefore proposed by Paul Oatway, seconded by Deborah Gildersleeves and

RESOLVED unanimously that up to £300 be spent on a gas beacon to be taken from the Earmarked Reserve FSH1.

2. Peter Noel confirmed that he and David Clifford were working on the leaflet for circulation prior to the Annual Parish Meeting and circulated some information already prepared, on which Councillors views were welcome. The final version of the leaflet would be ready for the April Council meeting to be taken by Councillors for distribution.

34/16 IN COMMITTEE

1. Lease issue.

2. Staff Contracts.

The meeting closed at 9.10 pm.

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Charmouth Parish Council

Proposed Amendment to the Parish Council’s Standing Orders

Item

Page Number

Standing Order Number

Proposed Amendment

Reason for the Amending

1

8

4(d)(vi)

To rename the ‘Playing Fields and Cemetery Committee’ as the ‘Playing Field, and Cemetery and Street Management Committee’ with consequential changes to the subsequent text.

To reflect the changed responsibilities of the Committee.

2

9

4(d)(j)

New Standing Order to define the process for the appointment of the Chair and Vice-chair of all committees other than the Finance Committee

To clarify ambiguity in the present text

3

9

4(d)(k)

New Standing Order to define the process for the appointment of the Chair and Vice-chair of the Finance Committee

To clarify ambiguity in the present text

4

12

5(i)(xxv)

New Standing Order to include the review of ‘Repeat Permissions’ on the agenda for the annual meeting of the Council in an election year

To reflect the requirement for the new council to agree the standing permissions for various items

5

12

5(i)(xxvi)

New Standing Order to include the requirement to review annual contracts for the supply or goods and services

To reflect required changes from recent audit inspections

6

26

25

New Standing order to clarify the consequential actions of the ‘Persistent Absence’ of a Councillor

For the avoidance of doubt.

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