May AGM Minutes 2016

PRESENT: Graham Bender,David Clifford, Deborah Gildersleeves, Jim Greemhalgh, Peter Noel, Paul Oatway, Martin Sayers, Chris Shirley-Smith

Daryl Turner, Dorset County Councillor/West Dorset District Councillor

George Symonds, West Dorset District Councillor

53/16 ELECT A CHAIR OF COUNCIL AND RECIEVE THE CHAIR’S DELCARATION OF OFFICE

David Clifford proposed Peter Noel as Chair, this was seconded by Deborah Gildersleeves 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.

54/16 ELECT A VICE CHAIR OF COUNCIL

David Clifford proposed Paul Oatway as Vice Chair, this was seconded by Graham Bender and following no other nominations, it was

RESOLVED unanimously that Paul Oatway be elected as Vice Chair for the coming year.

55/16 REPRESENTATIVES TO EXTERNAL ORGANISATIONS

1. Friends of Charmouth Library – Martin Sayers agreed to continue in 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 – David Clifford to continue and Paul Oatway to be the other rep.

5. Public Transport Rep – Graham Bender agreed to take on this role.

6. 2 Reps for DAPTC Western Area Committee – Peter Noel and Paul Oatway agreed to continue as the reps.

7. St Andrews Community Hall Management Committee – Jim Greenhalgh to continue.

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

9. Lyme Regis Area Partnership – Richard Salisbury to continue.

10. Tree Officer – Mike Whatmore to continue.

11. Highways Officer – Graham Bender and Chris Shirley-Smith agreed to take on this role jointly.

12. Twinning Association – Chris Shirley-Smith agreed to take on this role.

13. Flood Warden – Graham Bender agreed to continue in this role, with Paul Oatway agreeing to continue as Deputy Flood Warden.

14. Dorset Partnership for Older People Project – it was not felt necessary to have a specific rep currently.

15. Charmouth Local History Society (Pavey Group) – Chris Shirley-Smith to continue.

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

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

56/16 APPOINTMENT OF A FORESHORE COMMITTEE

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

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RESOLVED that the Foreshore Committee consist of Graham Bender, David Clifford, Richard Salisbury and Chris Shirley-Smith, for the time being, with one space being available.

The Council were reminded that the Chair and Vice Chair of Council are ex officio members of Committees, but Paul Oatway undertook to continue to attend the Foreshore Committee.

57/16 APPOINTMENT OF A PLAYING FIELD, CEMETERY AND STREET MANAGEMENT COMMITTEE

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

RESOLVED that the Playing Field, Cemetery and Street Management Committee consist of Graham Bender, David Clifford, Jim Greenhalgh, Deborah Gildersleeves and Martin Sayers.

58/16 APPOINTMENT OF A PLANNING COMMITTEE

It was proposed by Peter Noel, seconded by Jim Greenhalgh and

RESOLVED that the Planning Committee consist of Graham Bender, David Clifford, Jim Greenhalgh and Richard Salisbury for the time being, with one space being available.

59/16 APPOINTMENT OF A FINANCE AND GENERAL PURPOSES 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. It was proposed by Peter Noel, seconded by David Clifford and

RESOLVED that Richard Salisbury be the additional member of the Finance Committee for the coming year.

60/16 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.

61/16 APPOINTMENT OF AN HR COMMITTEE

It was proposed by Peter Noel, seconded by Jim Greenhalgh and

RESOLVED that the HR Committee consist of David Clifford, Deborah Gildersleeves, Paul Oatway and Richard Salisbury with one space available.

62/16 APPOINTMENT OF A TOURISM COMMITTEE

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

RESOLVED that the Tourism Committee consist of Graham Bender, David Clifford, Deborah Gilderleeves, Chris Shirley-Smith and Martin Sayers.

63/16 APPOINTMENT OF A WORKS COMMITTEE

It was agreed to leave the appointment of the Works 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.

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64/16 CONSIDER WHETHER OR WHEN THE MEETING SHOULD BE ADJOURNED TO HEAR COMMENTS FROM THE PUBLIC

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

65/16 APOLOGIES

Apologies had been received from Richard Salisbury. WDD Cllr George Symonds apologised for arriving late!

66/16 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.

(a) In items on the agenda – there were no declarations in items on the agenda.

(b) Of gifts greater than £25 in value – there were no declarations of gifts of greater than £25 in value.

67/16 PUBLIC PARTICIPATION

No members of the public were present.

68/16 DORSET COUNTY COUNCIL ISSUES

Daryl Turner updated the Council on the following issues from DCC:

  • Shaping Dorset’s future/Double Devolution – proposed Councillor cut from current 330 Councillors to around 90. The Consultation on the combined authority is out now and details have been circulated;
  • Reminder about the £817K additional funding from Central Government to deal with pot holes. Report as soon as possible to be included;
  • DLEP asking for New Business Leaders – e-mail received and circulated.

69/16 WEST DORSET DISTRICT COUNCIL ISSUES

  • The recent referendum chose the Committee System as opposed to the Cabinet System;
  • Planning changes – electronic communication to be trialled with a Clerks Group.
  • Various options for creating income streams are being looked at.

70/16 MINUTES OF THE MEETING HELD ON 19 APRIL 2016

Apart from a correction which Paul Oatway would raise “in committee”, it was proposed by Paul Oatway, seconded by David Clifford and

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

71/16 MATTERS ARISING FROM THE MINUTES

  1. Re: 47/16 – following a meeting about the overgrown vegetation on the footpath from Bridge Road to Riverway, Daryl reported that the potholes will be filled by DCC with scalpings but the adjacent landowners are being contacted about the overgrown vegetation.
  2. Paul Oatway asked if the letter drafted to Oliver Letwin MP regarding Fernhill Heights could now be sent. 3/8

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72/16 FORESHORE COMMITTEE (Meeting held on 10 May 2016)

1. Paul Oatway reported that following a meeting with Chris Hibberd on the reinstatement of the radar lock, this would incur a charge of £400 to the Council and would be referred back to the Finance Committee to consider.

2. Paul Oatway reported that the latest Beach Management Plan (Issue E) would be sent to Natural England to sign off and add management statements. It would then be returned for formal approval.

3. A letter should now be sent to Chris Hibberd regarding the fenced off steps outside the toilets asking that the flower bed be constructed asap or if not the steps be repaired as the area is untidy and unsafe.

4. The proposed beach clear up did not go ahead as Clare Reeves husband had been discharged from hospital. This will be discussed again at the next Foreshore Committee.

5. Paul Oatway and Peter Noel would meet with Steve Postles regarding his proposals for a defibrillator at the Foreshore.

6. A response would be drafted in reply to Mr Randall.

73/16 PLAYING FIELD, CEMETERY AND STREET MANAGEMENT COMMITTEE (10 May 2016)

1. Following approval to spend £350 on a speed survey, DCC have offered 4 tests instead of 2 for a cost of £500. It was proposed by David Clifford, seconded by Martin Sayers and

RESOLVED that the amount allowed for the speed survey be increased to £500.

2. Due to staff shortages and also holidays, it had been agreed between the Chair of Committee and the Clerk to contract Mark Wickenden to cut the playing field 3 times over the next three weeks at a cost of £350.

3. Planting of the wooden planters is being co-ordinated by Jim Greenhalgh with Mallory Hayter dealing with the actual planters and Graham Bender tackling the Elms garden.

4. Paul Oatway asked about the Allotment Association’s rent and it was confirmed that the agreement runs for 10 years until 2020 and the rent would remain at the rate of £25 (agreed last year) until the agreement ends in 2020.

74/16 PLANNING COMMITTEE (10 May 2016)

The following applications had been considered at the Planning Committee:

1. Application No. WD/D/16/000421

Marine Heights, Higher Sea Lane

Erection of new rear extension and erection of side - The Council had no objection to this application.

2. Application No. WD/D/16/000558

Grosvenor Cottage, The Street

Erect single storey, 2 bedroom dwelling (re-submission) - Objection: On the basis that the design of the dwelling is not in keeping with the nearby houses in this Conservation area. In addition the build is very near to the stone wall, within a metre, and the building seems large for the size of the plot.

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3. Application No. WD/D/16/000476

18 Fernhill Heights, Fernhill

Variation of Condition relating to seasonal holiday letting - Objection: No information has been received on the planning web site.

4. Application No. WD/D/16/000591

Westways, Lower Sea Lane

Erect extension to North elevation; erect veranda to East

and south elevations, and make alterations to dwelling - The Council had no objection to this application.

5. It was reported that the expenditure of £178 had been approved as a Chairman’s action for Jo Witherden, Planning Consultant to attend the next Neighbourhood Plan Steering Group meeting. This will be taken from the current Neighbourhood Plan budget standing at £1974.

6. With regard to the application at Fernhill (3 above) – now that the plans were available to view it was proposed by David Clifford, seconded by Jim Greenhalgh and

RESOLVED that “no objection” be recorded as the Council’s comments.

75/16 BALANCE OF ACCOUNTS

£ £ £

Current Ac Deposit Ac

Cash Book Balance at 31 March 2016 27385.36 100839.58

Income:

Precept /LCSG 28081.50

Foreshore – Rents/Beach huts/car park 9180.04

Elms Rent/MH Room 2419.97

Tourist Guide Adverts 150.00

Playing Field Rents/Mower 115.00

Interest __ 34.26

39946.51

Expenditure:

Accounts approved in April (inc PAYE) 8457.15

Moneysoft (PAYE software) 72.00

Legal Fees 250.00

Petty Cash 85.54

Direct Debits and Wages 16319.05

________

25183.74

_____________________

Cash Book Balance at 30 April 2016 42148.13 100873.84

Represented by:

Bank Santander 42148.13

Working 16688.86

Contingency 421.04

Earmarked Reserve 83763.94

Business Deposit Account 100873.84

Nat West Account 1000.00

Nat West Savers Account 2405.98 5/8

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76/16 ACCOUNTS FOR APPROVAL

HMRC (PAYE) 1542.28

Orona 520.43

Boilerman Ltd 50.00

Townsend Engineering 201.60

Axminster Ironwork Ltd 1080.00

JRB Enterprise Ltd 337.50

Dorset Leisure Centre 104.98

Mole Avon Trading Ltd 30.60

Kitson and Trotman 278.00

St Andrews Community Hall 17.00

A J Supplies 144.24

Mark Wickenden 541.16

Axminster Printing Ltd 36.00

Travis Perkins 3.42

Francis Bugler Ltd 162.00

Lyreco UK Ltd 200.72

Office Supermarket 186.00

Doodle 675.44

6111.37

It was proposed by Paul Oatway, seconded by Martin Sayers and

RESOLVED that the statement of accounts be approved and the accounts totalling £6111.37 be approved for payment.

77/16 MONTHLY ACCOUNTS FOR APRIL 2016

The monthly accounts for April had been circulated and it was proposed by Paul Oatway, seconded by Jim Greenhalgh and

RESOLVED that the April 2016 income and expenditure accounts be agreed.

78/16 RESIGNATION OF COUNCILLORS

It was reported that resignations had been received from Andy Peters and Tim Holmes. WDDC have been informed and the notices will be provided giving the electorate a chance to request an election. After the notice period, WDDC will inform of the outcome and allow co-option if an election isn’t requested. Paul Oatway proposed, it was seconded by David Clifford and

RESOLVED unanimously to thank Andy Peters for the 5 years of sterling service he has given to the Parish.

79/16 REPORTS FROM NOMINATED REPRESENTATIVES OF ORGANISATIONS

1. Deborah Gildersleeves reported on the Health and Wellbeing meeting she had attended at Lyme Forward. A visual diagram is being publicised of all the organisations involved to show the public what is available.

80/16 CORRESPONDENCE AND COMMUNICATIONS

1. St Andrews Church have asked that Councillors be invited to attend a Civic Service on Sunday 12 June at 9.30am in commemoration of the Queen’s 90 th Birthday. This was highlighted by the Chair.

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2. An email was received from a resident, Paul Harding with questions for the Council regarding the off road motor bike and car weekends at Charmouth. This was referred to the June Planning Committee.

3. Information about PCC Safer Dorset Fund Community Grant Round 8 was forwarded from Daryl Turner from Susan Bickle , Grants and Partnerships Officer,Office of the Police and Crime Commissioner.

4. An email was received from Daryl Turner about Combined Authority Consultation from Emma Thompson, Communications Team Leader, Dorset Councils Partnership.

5. An email was received from Adrian Ragbourne, LymeForward Co-ordinator about ‘Proposals for changes to Dorset's acute hospitals - some Questions and Answers’.

6. An email was received with the Dorset Coast Forum update.

7. An email was received from Daryl Turner about Dorset Combined Authority consultation survey.

8. A notice of a TEMPORARY ROAD CLOSURE A3052 CHARMOUTH was received from, Dorset Highways, Dorset County Council.

9. An email was received from Ken Kirkley, about Dorset Community Transport with regard to the recent Bus cuts by Dorset County Council.

10. An email was received from DAPTC, Chief Executive Circular for May 2016 which gives details of a new DAPTC Star Awards scheme for Councillor training.

11. An invitation to attend the Annual Assembly of the Bridport Local Area Partnership which will take place on Thursday 25 May 2016 in the Bridport, Town Hall. Also attached were the bulletin, agenda and minutes from Bridport Town Council.

12. Minutes received of the DAPTC Western Area meeting held on 25 February 2016 and the Chief Executives report. There was also attached a recent briefing from the Dorset Clinical Commissioning Group.

13. Poole Maritime Team monthly newsletter was received.

14. Dorset County Council sent a Newsletter about Dorset’s annual road repairs are underway.

15. WATAG sent an email announcing the issue of the Summer version of WATAG’s combined Bus & Rail Timetable for First Bus’s Poole, Weymouth and Dorchester to Exeter services. The leaflets are currently available in the Tourist Information Centres in Bridport & Lyme Regis.

16. Details from Adrian Ragbourne, LymeForward Co-ordinator, about the Health and Wellbeing group meeting May 16th 14:00 at Lyme Regis Medical Centre.

17. Email received requesting submission for Shoreline magazine, deadline 5th June 2016. It will cover the period from 1 July to 31 October inclusive, so they would like details of events planned during that time and captioned photos with post-event articles.

18. Details received about Litter Free Coast and Sea Week and timetable of events and further details about the Great Dorset Beach Clean and TOM Talks: Tomorrow's Oceans Matter.

19. A letter was received from Chancery House with a brochure about the Day Car Centre and is available to read.

20. Dorset County Council sent a letter outlining details of the public consultation on planning documents - The Draft Minerals Sites Plan Update 2016 and the Draft Waste Plan Update which are available to read.

21. An email has been received from Daryl Turner regarding New Business Leaders needed to join the Dorset Local Enterprise Partnership’s Board. This has been passed to all Councillors.

22. Information has been received about DCC’s Activities for half term via Daryl Turner and this is available to be forwarded.

81/16 EXCHANGE OF INFORMATION

1. Paul Oatway expressed his concern on the vast workload falling to one particular Councillors recently and felt it very important that each Committee Chair should take on the responsibility for their own particular areas with regard to getting quotes etc. Peter Noel backed this up and stated that Committee Chairs should take responsibility for all aspects of the Committee and delegate to the other committee members accordingly.

82/16 IN COMMITTEE

1. HR Issues.

2. Lease Issues.

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The meeting closed at 9.00pm.

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