May 2015 (AGM)

MINUTES OF THE ANNUAL GENERAL MEETING OF CHARMOUTH PARISH COUNCIL

HELD AT THE ELMS ON TUESDAY 19 MAY 2015

PRESENT: David Clifford, Peter Noel, Paul Oatway, Andy Peters, Richard Salisbury, Martin Sayers, Phil Tritton

Daryl Turner, Dorset County Councillor/West Dorset District Councillor

George Symonds, West Dorset District Councillor

Luke White, PCSO

5 members of the public

Andy Peters, outgoing Vice Chair, (in outgoing Chair, Jane Bremner’s absence) opened the meeting and welcomed members of the public

57/15 ELECT A CHAIR OF COUNCIL AND RECIEVE THE CHAIR’S DELCARATION OF OFFICE

Andy Peters proposed Peter Noel as Chair, this was seconded by David Clifford and following no other nominations, it was

RESOLVED unanimously that Peter Noel be elected as Chair for the coming year.

Peter signed the declaration of office.

58/15 ELECT A VICE CHAIR OF COUNCIL

Peter Noel proposed Andy Peters as Vice Chair, this was seconded by Martin Sayers and following no other nominations, it was

RESOLVED that Andy Peters be elected as Vice Chair for the coming year.

59/15 REPRESENTATIVES TO EXTERNAL ORGANISATIONS

  1. Friends of Charmouth Library – Martin Sayers agreed to take over this role.

  2. Footpath Liaison Officers – Ron and Jean Dampier to continue.

  3. 2 Trustees for Charmouth Heritage Coast Centre – Richard Salisbury and Paul Oatway to continue.

  4. 2 Reps for Charmouth Almshouse Charities – assumed Ian Simpson to continue and David Clifford to be the other rep.

  5. Public Transport Rep – Phil Tritton agreed to take on this role.

  6. 2 Reps for DAPTC Western Area Committee – Phil Tritton to continue with the second rep being considered again when the Council is at full capacity.

  7. St Andrews Community Hall Management Committee – Paul Oatway to continue.

  8. Bridport Local Area Partnership – Martin Sayers to continue.

  9. Lyme Regis Area Partnership – Richard Salisbury agreed to take on this role.

  10. Tree Officer – Mike Whatmore to continue.

  11. Highways Officer – this role would be looked at again in June.

  12. Twinning Association – this role would be looked at again in June.

  13. Flood Warden – a rep is required to bridge the gap until September when Chris Shirley-Smith could take the role back on. This would be looked at again in June. Paul Oatway and Sean Gillings to continue as deputies.

  14. Dorset Partnership for Older People Project – this role would be looked at again in June.

  15. Charmouth Local History Society (Pavey Group) – Phil Tritton to continue.

It was proposed by Peter Noel, seconded by Andy Peters and

RESOLVED that 1-15 above be agreed for the coming year. 1/8

1518

Andy Peters requested permission to bring item 24, Co-option of Councillors to this position on the Agenda to allow new Councillors to be appointed to Committees. Paul Oatway requested that item 25 also be moved. This was agreed.

60/15 MOTION

In accordance with Standing Order 17, Paul Oatway requested a motion and now proposed, seconded by Peter Noel and

RESOLVED that this Council records, with sincere gratitude, the service that Jane Bremner has given to the village of Charmouth as the Parish Council’s Chair during the last two years. The Parish Clerk was requested to convey this motion to Jane Bremner.

61/15 CO-OPTION OF COUNCILLORS

Following two applications for three vacancies, it was proposed by Paul Oatway, seconded by David Clifford and

RESOLVED unanimously that Tim Holmes and James Greenhalgh be duly co-opted. Tim, who was present, signed his declaration and joined the meeting. Mr Greenhalgh is away until the beginning of July.

The third vacancy would be re-advertised for consideration in June.

62/15 APPOINTMENT OF A FORESHORE COMMITTEE

Following Councillors being asked to express their interest in joining this Committee, it was proposed by Peter Noel, seconded by Phil Tritton and

RESOLVED that the Foreshore Committee consist of Tim Holmes, Richard Salisbury and Phil Tritton, for the time being, with two spaces being available.

The Council were reminded that the Chair and Vice Chair of Council are ex officio members of Committees.

63/15 APPOINTMENT OF A PLAYING FIELD AND CEMETERY COMMITTEE

Following Councillors being asked to express their interest in joining this Committee, it was proposed by Peter Noel, seconded by David Clifford and

RESOLVED that the Playing Field and Cemetery Committee consist of David Clifford, James Greenhalgh, Martin Sayers and Ian Simpson, for the time being, with one space being available.

64/15 APPOINTMENT OF A PLANNING COMMITTEE

Following Councillors being asked to express their interest in joining this Committee, it was proposed by Peter Noel, seconded by David Clifford and

RESOLVED that the Planning Committee consist of David Clifford, Tim Holmes, Richard Salisbury and Ian Simpson, for the time being, with one space being available.

65/15 APPOINTMENT OF A FINANCE COMMITTEE

Standing Orders dictate that the Finance Committee should consist of the Chair and Vice Chair of Council, the Chairs of Foreshore and Playing Field Committees and one other Councillor as Chair. Paul Oatway nominated himself for this role and following no other nominations, it was proposed by Peter Noel, seconded by David Clifford and 2/8

1519

RESOLVED that Paul Oatway be the Chair of the Finance Committee for the coming year.

The question of changing the name of the committee to Finance and General Purposes would be considered at a later date.

66/15 APPOINTMENT OF AN EXECUTIVE COMMITTEE

It was agreed to leave the appointment of an Executive Committee until June when the Chairs of Committee will have been appointed and it is known whether there is a need to appoint additional members.

67/15 APPOINTMENT OF AN HR COMMITTEE

Peter Noel suggested merging the HR Committee with the Works Committee but it was felt that this needed thought as there needs to be sufficient members who are not directly involved if a disciplinary scenario arises. It was proposed by Paul Oatway, seconded by Andy Peters and

RESOLVED that a motion be agreed for this to be considered again next month after time for thought, in the meantime the HR Committee would consist of David Clifford, Paul Oatway, Richard Salisbury and Phil Tritton with one space available.

68/15 APPOINTMENT OF A TOURISM COMMITTEE

Following Councillors being asked to express their interest in joining this Committee, it was proposed by Peter Noel, seconded by David Clifford and

RESOLVED that the Tourism Committee consist of David Clifford, Tim Holmes, Ian Simpson (the Clerk was asked to check this with Ian) and Phil Tritton, for the time being, with one space being available.

69/15 APPOINTMENT OF A WORKS COMMITTEE

It was proposed by Peter Noel, seconded by Andy Peters and

RESOLVED that the Works Committee continue with the Chairs of Foreshore, Playing Field and Finance as at present.

70/15 CONSIDER WHETHER OR WHEN THE MEETING SHOULD BE ADJOURNED TO HEAR COMMENTS FROM THE PUBLIC

It was proposed by Peter Noel, seconded by Andy Peters and

RESOLVED that comments from the public should continue to be at the start of the meeting for no more than half an hour as currently.

71/15 APOLOGIES

Apologies had been received from Ian Simpson (business commitment).

72/15 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. Of gifts greater than £25 in value – there were no declarations of gifts of greater than £25 in value.

    3/8

1520

73/15 PUBLIC PARTICIPATION

  1. Russell Telfer raised an issue which is listed under correspondence whereby he is being inconvenienced by deliveries to Nisa early in the morning. Phil Tritton declared a pecuniary interest and left the room. Mr Telfer quoted from the correspondence and stated that the staff were doing their best and had received the necessary training, however there is a rogue element which means that problems occur occasionally and therefore he requests the Council consider the introduction of a bye law to prevent deliveries to the village before 8am. Peter Noel stated that the Council would look into this issue and report back next month.
  2. Chris Shirley-Smith stated that he had written requesting consideration of which hall would be used in a flood emergency as a refuge and although the Clerk had informed him that this would be dealt with by the Foreshore Committee, he felt the Council as a whole should consider the issue. Paul Oatway felt that the place to raise this is through the Committee as there is a lot of background information to consider as neither hall is owned by the Council. In fact, St Andrews Community Hall had asked what the plan is, as well as the number of people possibly needing refuge, and this comes back to the planning works which need completion. Paul Oatway intends to do this with Sean Gillings to take forward. Paul Oatway reminded Council that the Flood Warden, Tree Warden and Footpath Officers are non-voting members of the relevant Committees and as such should be invited to meetings.
  3. Derek Liddel, a visitor and Councillor from near Barnsley in Yorkshire, congratulated the Council on the efficient appointment of the various roles and stated that he had a passion for Parish Councils which he was sure everyone round the table shared. He looked forward to the rest of the meeting. Following the earlier ringing of a mobile device, he advised the Chair that when he Chairs a meeting he rules that if a mobile device interrupts the meeting, a fee be paid to the Charity of the Chair’s choice!!

74/15 DORSET COUNTY COUNCIL ISSUES

Daryl Turner stated that he had nothing to report this month.

75/15 WEST DORSET DISTRICT COUNCIL ISSUES

  1. Daryl stated that the tri-authority of WDDC, Weymouth and Portland BC and North Dorset DC is now effective with one CEO having been appointed along with two new strategic directors (one from West and one from North Dorset) and another one yet to be appointed.
  1. Peter Noel congratulated Daryl on his re-election and looked forward to another 4 years of superb service for Charmouth.

Mr and Mrs Telfer, along with Mr Shirley-Smith, left the meeting.

  1. Paul Oatway reported that following the Foreshore Committee, details of an on-going problem with the toilets would be forwarded to Daryl to follow up on the Council’s behalf if possible.
  1. George Symonds, the other West Dorset District Councillor covering Charmouth, stated that he sits on Planning and is aware of frustrations which arise and would be happy to work with the new Chair of the Planning Committee. Peter Noel re-iterated that he has no doubt of the excellent service which will be forthcoming from the two representatives and congratulated George on his re-election as a District Councillor.

76/15 MINUTES OF THE MEETING HELD ON 21 APRIL 2015

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

RESOLVED that the minutes of the meeting held on 21 April 2015 be approved as a true record and signed by the Chair.

4/8

1521

77/15 MATTERS ARISING FROM THE MINUTES

  1. Re: 49/15 3. – Phil Tritton reported that the date of the neighbourhood planning consultation had changed to Sunday 21 June instead of 30 May as previously reported. This is so it can be publicised fully in Shoreline which is due to come out prior to the event.

78/15 PLANNING APPLICATIONS RECEIVED NEEDING CONSIDERATION

The following application had been received and forwarded to all current Council members. Due to timescales for comments this needs consideration prior to the first meeting of the new Planning Committee:

  1. Application No. WD/D/15/000882 Pebble Beach, Lower Sea Lane

Single Storey side extension – Peter Noel declared a non-pecuniary interest as he knows the applicant. David Clifford stated that he could see no objection to the proposal although Paul Oatway took a different view that this could be over-development of a small site as with the proposed extension the plot would be full. After a discussion, and bearing in mind no objections had been received from neighbouring properties, it was proposed by David Clifford, seconded by Richard Salisbury and

RESOLVED, with one abstention, that “no objections” be recorded as the Parish Council’s comments for this application.

79/15 BALANCE OF ACCOUNTS

£ £ £

Current Ac Deposit Ac

Cash Book Balance at 31 March 2015 24537.52 110432.35

Income:

Precept /LCTC Grant 25872.50

Foreshore – Rents/Beach huts/car park 18451.60

Other – PF Rent/conference room 274.80

VAT refund 380.01

Transfer from Bus Dep Account 10000.00

Interest __ 30.02

54978.91

Expenditure:

Transfer to current account 10000.00

Accounts approved in April (inc PAYE) 21993.36

FCHCC 50.00

Forward Metals (Dog sign plates) 54.08

Amazon (security tags) 61.25

Petty Cash 87.74

Direct Debits and Wages 12066.43

________

34312.86

_____________________

Cash Book Balance at 30 April 2015 45203.57 100462.37

5/8

1522

Represented by:

Bank Santander 45203.57

Working 20002.46

Contingency 421.04

Earmarked Reserve 95892.83

_________

Business Deposit Account 100462.37

Nat West Account 1000.00

Nat West Savers Account 2405.01

80/15 ACCOUNTS FOR APPROVAL

HMRC (PAYE) 1740.67

Serpro Ltd 61.26

Forward Metals Online Ltd 54.08

D&M Tools 244.90

Outdoor Spares Ltd 19.98

Zurich (LCAS Membership) 114.00

Martin Diplock 180.00

Bridport Building Supplies 872.20

A J Supplies 261.60

Creative Solutions 373.61

Jerry Ellis 879.35

Francis Bugler Ltd 21.90

Lyreco UK Ltd 200.69

Evans Plant Hire 194.81

Prospect Garage 297.20

Garry Pitcher Locksmith 112.48

JRB Enterprises 145.20

Mark Wickenden 546.76

Dorset Garden Machinery 702.62

Peter Williams 125.00

7148.31

It was proposed by David Clifford, seconded by Phil Tritton and

RESOLVED that the accounts totalling £7148.31 be approved for payment.

81/15 MONTHLY ACCOUNTS FOR APRIL 2015

The monthly accounts for April had been circulated and it was proposed by Andy Peters, seconded by Martin Sayers and

RESOLVED that the April 2015 accounts be agreed.

82/15 REPORT OF THE WORKS COMMITTEE HELD ON 28 APRIL 2015

Peter Noel drew attention to the proposal from the Works Manager to move his office to the Beach Office to enable effective management of staff and paperwork. This was approved. It was also pointed out that Councillors are requested to make a note of problems around the village and report them back through the relevant Committee Chair to the Works Committee Chair to take up with the Works Manager. The idea is to re-structure so that everything doesn’t come through the office as this creates so much extra work. Phil Tritton felt that although this is a good idea, it could be quite torturous if the Chair of a Committee is away. Paul

6/8

1523

Oatway stated that this is why good succession and deputisation planning is required and a short proposal would be prepared for the next round of Committees. Peter also drew attention to the huge amount of dog poo bags/gloves which had been used since the installation of the dispenser bins and the need to affix notices and limit the number of bags to 50 per week.

83/15 CORRESPONDENCE AND COMMUNICATIONS

  1. A letter of complaint has been received from Russell Telfer about deliveries to Nisa. This was also sent to Phil Tritton, Oliver Letwin, WDDC and Dorset Police. He is asking the Council when reviewing new initiatives to consider the social costs of these as well as the commericial benefits. This had been dealt with earlier in the meeting.

  2. An e-mail has been received from Charmouth School regarding their Aviva bid for an outdoor community learning centre. This has been passed to all Councillors with a request to spread the word!

  3. A request has been received from Charmouth Fayre to use the playing field for “Party in the Park” this coming Sunday 24 May and on Sunday 2 August. This was agreed with a request to the Fayre Committee that a blanket permission letter be submitted to the Playing Field and Cemetery Committee for the whole of this Council term.

  4. A thank you card has been received from Meirel Whaites following her leaving the position of Senior Warden at CHCC, particularly for the Council’s support for the Centre over the years.

  5. An e-mail has been received from Bob Hughes, Acting Chair of Charmouth Library thanking the Council for the their generosity with the cutting back of the trees.

  6. A letter has been received from Miss Lane, St Andrews House expressing her opinion that it is in appropriate to park a digger at the rear of the Elms in a residential area. This was noted, along with the fact that the tractor is parked on private property and aids the security of the building.

  7. Follow up e-mails have been received via Daryl Turner regarding the problems of accessing the car park in St Andrews Drive which will be monitored and followed up by the enforcement team.

  8. Further to approval by the Executive Committee to allow filming on Charmouth Beach, Maverick have come back with a request to change the date to Sunday 31 May. It was noted that this is the end of the half term holiday but felt that most people would have left by the Sunday. It was therefore agreed that filming on the small scale detailed can be approved for this date.

  9. A further request to film was received which is in conjunction with the Heritage Centre and therefore agreed by the Clerk.

  10. Information has been received from SWH-BBIS regarding the forthcoming closures of the A35 for maintenance. Paul Oatway felt that the Council had missed an opportunity with this issue which, in his opinion, should have been advertised on social media along with other matters which affect the village so heavily. The approval of a communication strategy will hopefully resolve such issues.

  11. Information has been received from the Local Government Boundary Commission regarding an electoral review of Dorset regarding the future electoral arrangements for Dorset County Council. Draft recommendations can be viewed on line and comments made.

  12. A media request was received from Bridport and Lyme Regis News regarding Charmouth Primary School’s bid to Aviva for funding to construct an outdoor learning hub. The Clerk replied to say that the Council has always supported the school but doesn’t have any officials for comment at the current time.

  13. Notice of temporary road closures have been received from DCC relating to the School Fun Run and Challenge on Sat 4 July.

  14. Information on Good Practice for selecting co-optees was received from DAPTC and circulated to all Councillors.

  15. Notice has been received from Cynthia Starkey, DAPTC Chief Executive, that she is to retire in July.

  16. Information has been received from DAPTC on New Councillor and Chairmanship Training Courses. These can be booked through the Clerk.

  17. Information has been received for the DAPTC Western Area Meeting to be held on Thursday 28 May 2015. This will be forwarded to the new reps.

  18. A letter was received via DAPTC from the NALC Chairman to all Parish and Town Councillors following the elections. This is available to read. 7/8

1524

  1. The DAPTC Chief Executive Circulars for April and May have been received and are available to read.

  2. Information has been received regarding the updates to the Good Councillor’s Guide V4 and this was forwarded to all Councillors.

  3. DCF E-News for May has been received and is available to read.

  4. Information has been received regarding the Dorset Police Young People Award which is available to read.

  5. Dorset Community Action E-Bulletin for March 2015 has been received and is available to read.

  6. CPRE magazines for Spring 2015 have been received and are available to read.

  7. DAPTC Spring 2015 Magazine has been received and is available to read.

84/15 EXCHANGE OF INFORMATION

  1. Paul Oatway reported, with his Deputy Flood Warden hat on, that following an e-mail from the Environment Agency about warning signs, 5 had been ordered following discussions with bordering parishes. However, more discussion, at Committee level, is required about boundary responsibility.

  2. Richard Salisbury reported that at the Heritage Centre, Phil Davidson had risen to the challenge following Meirel’s departure. The WDDC grant is currently awaited and this will alleviate any cash flow problems.

  3. Tim Holmes thanked the rest of the Council for co-opting him.

  4. The Clerk reported that Stillwaters Therapy on the ground floor of the Elms had requested to erect a lockable notice board on the opposite side of the outdoor porch to the Council’s board as was the case with the previous tenant. This was approved.

  5. The Clerk reported on the forthcoming staff holidays:

  • Julie Hulme currently away until 24 May inclusive;

  • Lisa Tuck 1-5 June inclusive;

  • Melissa Kirkby 16-19 June inclusive;

  • Paul Sayers – during the first two weeks in June depending on date for car park machine – tbc. Cover for staff supervision is required once these dates are known.

    Paul Oatway/Peter Noel to be the emergency contact for the weekend Beach Attendant during June.

The meeting closed at 8.40pm.

8/8

Loading... Updating page...