Covid 19 - Check Point Reports

Delegated Authority Check Point Report Week Ending 17th May 2020

1. Introduction

The purpose of this ‘Check Point Report’ is to provide information to fellow councillors, where the Chair or Vice-chair has used their delegated authority following the recent amendments to the Parish Council’s Financial Regulations and any exception reports.

2. Notable Items

2.1 Car Park 

By a majority of 6 to 1, the councillors agreed to keep the car park closed.

2.2 Repointing of The Elms and The Old Cement Factory 

Authority was granted to the building contractor to recommence their repointing works at The Elms and the commence with the repairs of the storm damaged window frame at The Old Cement Factory and to also commence the repointing works at the same site.

2.3 Planning Applications

The Dorset Council is consulting the Parish Council on the following planning applications;

WD/D/20/000872; The Abbots House, The Street, Charmouth; (consultations to be submitted before 22nd May 2020);

WD/D/20/000944 Charmouth Stores, The Street, Charmouth; (consultations to be submitted before 29th May 2020): and

WD/D/20/001001 Land Adjoining Fernhill Hotel, Fernhill, Charmouth, (consultations to be submitted before 29th May 2020)

It has been agreed within the Parish Council that submissions of its response to the consultations won’t be posted until the day before the cut-off date, so that the Parish Council’s Planning Committee may consider any residents observation made either directly to the Parish Council or ‘posted’ on Dorset Council’s planning portal.

3. Authorities Granted

The following financial authorisations have been approved, since the previous Check Point Report:

11/05/2020        Wages for week ending 15th May 2020    £1909.60

12/05/2020        Zoom Video conferencing (one year’s supply)      £150.00

14/05/2020        H&S materials for staff   £393.00

4. In-Committee Items

Lease - Further considerations.  

Peter Noel
Paul Oatway                                                                                                                               21st May 2020
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Delegated Authority Check Point Report Week Ending 10th May 2020

1. Introduction

The purpose of this ‘Check Point Report’ is to provide information to fellow councillors, where the Chair or Vice-chair has used their delegated authority following the recent amendments to the Parish Council’s Financial Regulations and any exception reports.

2. Notable Items

2.1       East Beach Kiosk

The works for the replacement of the kiosk on East Beach will commence on 18th May 2020 provided that the additional method statement conditions are met:

“The Council are willing to agree with your timescales provided that you can provide the following prior to commencement:

A clear time plan from the contractor which includes a definitive statement regarding social distancing;

A clear statement for the general public regarding areas to be cordoned off and for how long.

The Council will then issue a statement on social media including a narrative of activities and time scales.  This can then be used in case of queries by the general public.”

2.2       Video Conferencing

The Parish Council will open a video conferencing account using the Zoom application.  The cost to the Parish Council is £11.99 per month, as we are likely to exceed the constraint of 40 mins duration at any one time.  The current intention is to use the application as little as possible (maybe monthly but a short meeting to deal with any urgent issues).  The Parish Council will need a virtual meeting at the beginning of June to agree the Accounts and some other important issues.  It is our intention to continue the current business process for all of the approvals and delay all non-urgent issues for the time being.  The Planning Committee will continue to correspond by ‘all committee members’ emails. 

2.3       Planning Applications

The Dorset Council is consulting the Parish Council on the following planning applications;

WD/D/20/000490; Alicia Cottage, The Street, Charmouth (The Parish Council objected on multiple grounds);

WD/D/20/000872; The Abbots House, The Street, Charmouth; (consultations to be submitted before 22nd May 2020);

WD/D/20/000944 Charmouth Stores, The Street, Charmouth; (consultations to be submitted before 29th May 2020): and

WD/D/20/001001 Land Adjoining Fernhill Hotel, Fernhill, Charmouth, (consultations to be submitted before 29th May 2020)

It has been agreed within the Parish Council that submissions of its response to the consultations won’t be posted until the day before the cut-off date, so that the Parish Council’s Planning Committee may consider any residents observation made either directly to the Parish Council or ‘posted’ on Dorset Council’s planning portal.

Dorset Council has approved the following applications:

(a) WD/D/20/000494 Land West of Brackendale, Axminster Road, Charmouth (Erection of 2 dwellings)

3. Authorities Granted 

The following financial authorisations have been approved, since the previous Check Point Report:

(i)04/05/2020            Wages for week ending 8th May 2020            1,909.40

4. In-Committee Items

Lease - Further considerations.

Peter Noel
Paul Oatway                                                                                                                 11th May 2020

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Delegated Authority Check Point Report Week Ending 3rd May 2020

1. Introduction

The purpose of this ‘Check Point Report’ is to provide information to fellow councillors, where the Chair or Vice-chair has used their delegated authority following the recent amendments to the Parish Council’s Financial Regulations and any exception reports.

2. Notable Items

2.1 Foreshore Dog Rules

It has been agreed that the dog rules over the foreshore shall be relaxed during the period of the COVID-19 lock down.

2.2 Planning Applications

The Dorset Council is consulting the Parish Council on the following planning applications;

WD/D/20/000703;      6, Georges Close, Charmouth – No objections – Supported the Environmental Heath comments.

WD/D/20/000398:      Parklands, Devonedge Lane, Charmouth – No objections - Strongly supported the Conservation Officer’s report.

WD/D/20/000490;      Alicia Cottage, The Street, Charmouth (consultations before 10/05/2020); and

WD/D/20/000872;      The Abbots House, The Street, Charmouth; (consultations to be submitted before 22nd May 2020)

It has been agreed within the Parish Council that submissions of its response to the consultations won’t be posted until the day before the cut-off date, so that the Parish Council’s Planning Committee may consider any residents observation made either directly to the Parish Council or ‘posted’ on Dorset Council’s planning portal.

3. Authorities Granted

The following Financial authorisations have been approved, since the previous check point report:

27/04/2020     Wages for week ending 1st May 2020           1,922.60

4. In-Committee Items

Lease issues.

Peter Noel
Paul Oatway                                                                                                                                                                   4th May 2020

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Delegated Authority Check Point Report Week Ending 26th April 2020

1. Introduction

The purpose of this ‘Check Point Report’ is to provide information to fellow councillors, where the Chair or Vice-chair have used their delegated authority following the recent amendments to the Parish Council’s Financial Regulations and any exception reports.

2. Notable Items

2.1 Charmouth COVID-19 Volunteer Team

By acting as referee, we have secured a £1,000 grant for the Charmouth COVID-19 Volunteer Team from Dorset Coronavirus Community Fund. The funding will cover various expenses incurred running the team (e.g. stationary, printing costs, consumables, running cost, etc.).

2.2 Planning Applications

The Dorset Council is consulting the Parish Council on the following planning applications;

(i) WD/D/20/000607; Cherry Tree Cottage, Meadow Way, Charmouth (The Parish Council submitted a response and has made no objection to this application);
(ii) WD/D/20/000703; 6, Georges Close, Charmouth (consultations before 27/04/2020);
(iii) WD/D/20/000398: Parklands, Devonedge Lane, Charmouth (Amended application) (consultations before 28/04/2020; and
(iv) WD/D/20/000490; Alicia Cottage, The Street, Charmouth (consultations before 10/05/2020)

It has been agreed within the Parish Council that submissions of its response to the consultations won’t be posted until the day before the cut-off date, so that the Parish Council’s Planning Committee may consider any residents observation made either directly to the Parish Council or ‘posted’ on Dorset Council’s planning portal.

3. Authorities Granted

The following Financial authorisations have been approved, since the previous check point report:

(i) 20/04/2020 Wages for week ending 24th April 2020 £1,909.40
(ii) 20/04/2020 Ink cartridges £46:56
(iii) 21/04/2020 Charmouth COVID-19 Volunteer Team Funds Agreement

4. Emerging Issues

4.1 Bowls Club

As many will have seen reported within FaceBook’s Charmouth Notice Board a lawn mower was stolen from the Bowls Club store. The lawn mower is the property of the Parish Council. We have lent the Bowls Club another lawn mower whilst the situation is being resolved.

Peter Noel
Paul Oatway                            27th April 2020

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Delegated Authority Check Point Report Week Ending 19th April 2020

1. Introduction

The purpose of this ‘check point’ report is to provide information to fellow councillors, where the Chair or Vice-chair has used their delegated authority following the recent amendments to the Parish Council’s Financial Regulations and any exception reports.

2. Notable Items

2.1 Foreshore Car Park

The Foreshore Car Park, which was closed on Saturday 29th March to deter people from outside the village using the foreshore as a beauty spot or leisure facility, remains closed. The situation was formally reviewed on 19th April and it was decided to keep the Car Park closed. Peter Noel is continuing to monitor the situation, both from within the village (public reaction) and any advice from Dorset Council.

2.2 Cemetery

In light of the following statement made by The Rt. Hon. Robert Jenrick, Secretary of State for Housing, Communities and Local Government on Saturday 18th April:

“…..[a]nd I’m also asking councils to keep open or indeed reopen cemeteries and graveyards. Not for people to congregate in. That must not happen. But for people to make that private visit. To seek solace in a word at the grave of someone you have loved. Or to privately lay flowers.”

Although a formal notice of guidance has not been issued to vary the previous Government instruction, the Cemetery was opened to the public on Sunday 19th April and a notice to that effect on the Charmouth Parish Council’s FaceBook page.

2.3 Planning Applications

The Dorset Council is consulting the Parish Council on the following planning applications;

(i) WD/D/20/000607; Cherry Tree Cottage, Meadow Way, Charmouth (consultations before 26/04/2020);
(ii) WD/D/20/000703; 6 Georges Close, Charmouth (consultations before 27/04/2020); and
(iii) WD/D/20/000398 Parklands, Devonedge Lane, Charmouth (Amended application) (consultations before 28/04/2020;

It have been agreed within the Parish Council that it won’t submit its response to the consultations until the day before the cut-off date, so that the Planning Committee may consider any residents observation made either directly to the Parish Council or ‘posted’ on Dorset Council’s planning portal.

3. Authorities Granted

The following Financial authorisations have been approved, since the previous check point report:

(i) 14/04/2020 Repayment of surplus Neighbourhood Plan Grant £83.53
(ii) 16/04/2020 Four replacement beach huts £4,800.00
(iii) 16/04/2020 Decrease the Buildings Insurance proportion in the new Ground Floor lease from 30% to 25%
(iv) 16/04/2020 Provision of a partition in the Ground Floor large room £1,562.80
(v) 16/04/2020 Provision of a fire alarm ‘break’ call point to be fitted by the patio doors in the room to be partitioned £130.00
(vi) 16/04/2020 Transfer from the Santander Business Deposit Account to the Current Account £20,000

4. Emerging Issues

Regarding bonfires, the Parish Council continues to circulate the advice from Dorset Council and the Fire Service, which is not to have bonfires at the current time.

Peter Noel
Paul Oatway                                                                                                                                                       20th April 2020

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Delegated Authority Check Point Report Week Ending 12th April 2020

1. Introduction

The purpose of this ‘check point’ report is to provide information to fellow councillors, where the Chair or Vice-chair has used their delegated authority following the recent amendments to the Parish Council’s Financial Regulations and any exception reports.

2. Notable Items

2.1 Foreshore Car Park

The Foreshore Car Park, which was closed on Saturday 29th March to deter people from outside the village using the foreshore as a beauty spot or leisure facility, has remained closed.  Peter Noel is continuing to monitor the situation, both from within the village (public reaction) and any advice from Dorset Council.

2.2 Cemetery

The Cemetery remains closed in accordance with HM Government’s instructions, except for funerals as per the instruction.  A closure notice has been placed on the Lych Gate. 

2.3 Planning Applications

The Dorset Council is consulting the Parish Council on the following planning applications;

(i)     WD/D/20/000607; Cherry Tree Cottage, Meadow Way, Charmouth;
(ii)    WD/D/20/000703; 6 Georges Close, Charmouth;
(iii)   WD/D/19/002812 13 Downside Close, Charmouth (Amended application)
(iv)   WD/D/20/000398 Parklands, Devonedge Lane, Charmouth (Amended application); 

3. Authorities Granted 

The following Financial authorisations have been approved, since the previous check point report:

(i)     7/04/20           Wages for week ending Friday 17 April 2020.                       £1909.40
(ii)    7/04/20           s137 Grant to Charmouth COVID-19 Volunteer Team           £100.00

4. Emerging Issues

Regarding bonfires, the Parish Council is currently circulating the advice from Dorset Council and the Fire Service, which is not to have bonfires at the current time.

Peter Noel
Paul Oatway                                                                                                                                                                  14th April 2020

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Delegated Authority Check Point Report Week Ending 5th April 2020

1. Introduction

The purpose of this ‘check point’ report is to provide information to fellow councillors, where the Chair or Vice-chair has used their delegated authority following the recent amendments to the Parish Council’s Financial Regulations and any exception reports.

2. Notable Items

2.1 Foreshore Car Park

The Foreshore Car Park, which was closed on Saturday 29th March to deter people from outside the village using the foreshore as a beauty spot or leisure facility, has remained closed.  Peter Noel is continuing to monitor the situation, both from within the village (public reaction) and any advice from Dorset Council.

2.2. Cemetery

The Cemetery has been closed in accordance with HM Government’s instructions, except for funerals as per the instruction.  A closure notice has been placed on the Lych Gate.

2.3 Planning Applications

The Planning Committee has agreed, via electronic correspondence, responses to three planning applications (details available from Paul Oatway if required by any parish councillor):

(i)    WD/D/20/000398 Parklands, Devonedge Lane, Charmouth;
(ii)   WD/D/20/000494 Land West of Brackendale, Axminster Road, Charmouth; and
(iii)  Planning Consultation WD/D/20/000737 Foxley Dene, Old Lyme Road, Charmouth.

3. Authorities Granted

The following Financial authorisations have been approved, since the previous check point report:

(i)     30/03/20    Staff O/T approval for previous Saturday’s call out (Car Park)
                          (gross inc. NIEC and Pension contributions                                                                       £30.00
(ii)    01/04/20    Flowbird Invoice (Car Park machine)                                                                                 £5,924.40 (Gross)
(iii)    01/04/20   Transfer of funds between accounts                                                                                  £20,000.00
(iv)   01/04/20    Further transfer of funds between different accounts as a result of updating reserves     £20,000.00
(v)    01/04/20    Reserves (end of year) schedule                                                                                      £115,134.87(Less Commitments £11,695)
(vi)   02/04/20    Wages for weekending 9th April 2020                                                                               £1,918.27

Peter Noel                          
Paul Oatway                                                                                                                                                               6th April 2020

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Delegated Authority Check Point Report Week Ending 29th March 2020

1. Introduction

The purpose of this ‘check point’ report is to provide information to fellow councillors, where the Chair or Vice-chair has used their delegated authority following the recent amendments to the Parish Council’s Financial Regulations.

1.1 Notable Issues

The Parish Council has closed the Foreshore Car Park to deter people from outside the village using the foreshore as a beauty spot or leisure facility.  This was in line with actions taken by Lyme Regis Town Council and Dorset Council.  Mr. Vincent has followed our suggestion and closed his car parks.

Because the Foreshore Car Park does not have a gate or barrier to close off the entrance, shingle from the beach has been placed across the entrances blocking vehicle access and a road closed sign placed near the junction of Lower Sea lane and Hammonds Mead.  The placing of shingle has been done to deter the determined members of society who might push over ordinary barriers, fences or alike, just to park their cars near the sea.

To achieve this a staff member was requested to attend, although it was not his duty day, to drive the tractor with Peter Noel supervising.  The task took over three hours to complete.  We have suggested that the staff member is paid overtime rather than time off in lieu as he was called out on what is normally his rest day.

There is nothing to stop residents of Charmouth from walking to the foreshore and ‘exercising’ either on the foreshore or on the adjoining Evans Cliff or the cliffs to the west of the Heritage Centre.  Although access through the car parks may will be difficult, there are plenty of alternative walking routes to the foreshore.

Also, please note that Dorset Council has closed the foreshore toilets and the toilets adjacent to the Lower Sea Car Park, although these facilities will be reopened during the week.

Following a consultation with other councillors the Parish Council does not intend to open the Foreshore Car Park during the week.

Additionally, although the office emailed last week to all beach hut tenants stating that the beach huts should not be use in-accordance with HM Government’s instructions as they were a leisure facility, there had been reports of the huts still being used.  Therefore notices were place on the door of each hut stating that hut should not be used.

2. Authorities Granted

The following Financial authorisations have been approved

(i)   24/03/2020           The Elms Repointing  -  Contract Variation Number 3               £1,075.00
(ii)  25/03/2020           Wages W/E 3rd April - approved                                                £1,860.88
(iii) 25/03/2020           Additions to supplier payments approved by F&GP Cttee          £257.88
(iv) 26/03/2020           Repairs to dormer window in The Old Cement Factory              £543.00
(v)  27/03/2020           The Elms , Repointing - Interim Payment Number 1                  £10,450.00

3. Grass Cutting

Following a suggestion from the Facilities Manager, we have agreed that grass cutting should recommence at the playing field this week.  The task should not involve the staff being in contact with any member of the public and therefore is considered low risk.  The rationale is that if the grass is left for too long it will become unmanageable.

4. Soft Rock Café – East Beach

Peter Noel and Judith Shepard have agreed to the contents of a letter from Steve Postles detailing the logistics for the replacement building for the Soft Rock Café (aka the Kabin) when restrictions allow.

Peter Noel
Paul Oatway                                                                                                                                                               30th March 2020

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