Minutes of
the meeting held at West Lulworth Village Hall on Monday 6 October 2014 at
7:30pm
Councillors present: Mr J Davey (Chairman), Mr N Miller, Mrs V
King, Mrs M Colvin, Mr M Whittle, Ms C Matthews, Mr E De Chazal, Miss S Jackson, Mrs C Neal.
In attendance: County Councillor Mike Lovell
District Councillor Barry Quinn
Miss E Blake (Clerk)
5 members of the public
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Public Questions and Discussions Period
a) Mrs Lakeman asked for an update on the bus shelter. A licence has been drafted and the Parish
Council discussed it later in the evening, see 14/15/074.
b) Ms Lawrence noted the minutes on the website were not up to date as
the last ones detailed are from June.
August and September minutes will go on the website once they are
approved and signed.
ACTION: Clerk to check website and ensure up
to date minutes are displayed.
Apologies
Apologies received on behalf of
Lt Col Waugh and PC Claire Jephcott.
Declarations of Interest
Councillor de Chazal (Cllr) declared
an interest in the planning application 6/2014/0460.
Minutes
The minutes from the meetings held on Monday 4 August 2014 and Monday 1
September were agreed as being a true and accurate representation of the
meeting and were duly signed by the Chairman.
Minutes of the meeting held on Monday 12 May were amended after
further investigation showed an inaccurate statement at section 13/14/212.
Minutes now show the application TWA/2014/0071 was considered but that
there were no objections.
ACTION: Clerk to update website with
minutes approved and inform Mr and Mrs Orchard.
Reports from District And
a) County Councillor Mike Lovell
brought the new Corporate Plan which is just for one year rather than the
usual three years.
b) Highways have been out
attending to grips and gullies although he wasn’t aware if they had attended
c) A
District Councillor Quinn added that
is a concern that the Boundary Commission never joined up. A number of boundaries have already changed
at the District Review but the County review was not done in sync. The Boundary Commission are concerned with
the numbers of electorates rather than the size of an area.
d) Cllrs Lovell and Quinn
attended a network meeting at Dorset County Council to discuss a road
improvement plan for Holmebridge junction onto
e) There is a meeting next week
when the Community Governance report looks to change the current system to a
committee system with two committees with delegated powers. Currently the full Council meets on the
second Tuesday each month. If a
committee system is instigated there will be two meetings, one monthly and
one six-weekly, and this could be confusing to the public.
f) Another cycle race raised
concerns with the lack of notice and proliferation of these types of
races.
g) Cllr Matthews asked Cllr
Lovell if he is aware that last week was the first time grass cutting had
taken place in the village this year and only the road up to Durdle Door had
been attended to and not down to the end of
Cllr Lovell suggested land
owners are responsible for hedge cutting but Cllr Davey clarified that it was
never a formal hedge just a fence with brambles.
Cllr Whittle added the drainage still hadn’t been attended to despite a visit by the Highways Officer. Cllr Davey confirmed
Cllr Davey informed Cllr Lovell
that this problem has been going on for years and long term there needed to
be a pavement on the road up to Durdle Door although Cllr Lovell thought
there was little chance of that due to lack of funds. Cllr Quinn suggested the matter could be
raised at the Highways Liaison meeting taking place on 29 October.
h) Cllr Lovell confirmed that the
Planning Committee were still due to meet on Thursday 23 October although he
will unfortunately be away. Cllr Davey
asked that any change to the date be notified to the Parish Council.
Planning Applications / Updates on Previous Planning
Applications
ACTION: Clerk to forward decisions to Purbeck
District Council (PDC) Planning Officer.
Cllr
de Chazal returned to the room (8:17pm).
Applications for Tree Works / Updates on Previous Tree
Works Applications
TWA/2014/0171 Main Road (27),
BH20 5RL. Cllr Matthews felt the
application to fell a group of sycamores was appropriate but Cllr Davey
disagreed as he understood permission had been given for a crown reduction
and sycamores pollard well. Cllr
Matthews responded that she likes to keep trees if they have been well
maintained but these haven’t and as the PDC Tree Officer stated they have low
amenity. The trees have little
anchorage and it is believed if nothing is done the trees will still
fall. Cllr Lovell suggested
replacement trees. Apart from Cllr
Colvin who abstained all agreed to felling as long as they are replaced
otherwise only crown reduction to be carried out.
TWA/2014/0172 The Triangle (Wayside),
BH20 5RR. Cllr Miller had noticed the ash tree is very bushy as it was
trimmed a few years ago and now needs thinning out. Cllr Davey asked if reduction and thinning
be considered rather than felling and Cllr Matthews concurred that it should
not be felled to the base as it will sprout out again.
ACTION: Clerk to forward comments to
PDC Tree Officer.
Finance
The audit report and the budget report up to
the end of September 2014 were accepted.
The following were approved for payment, proposed by Cllr Colvin and
seconded by Cllr Miller:
The following receipts were noted:
Consultations and New Items for Discussion or Report
a) A draft bus shelter licence has been
provided and Councillors discussed their concerns which are listed below:
1) The
Parish Council is a legally constituted body which must act and be seen to
act in a proper manner. To this end
the definitions should include a reference to the Grant of Planning
Permission (6/2013/0582). This
document defines the use of the designated area as a “bus shelter for members
of the public” i.e. a public bus shelter.
It further states that “it shall be kept available for this purpose at
all times”. This implies that clause
1.4 Designated Hours contravenes the planning consent and should be removed
from the Licence.
2) The
Parish Council meets monthly and so could not meet the 28 day
requirements. It has been suggested
that 60 or 90 days would allow for the issues to be placed on the agenda,
discussed and responded to in a proper manner.
3) The
Parish Council cannot commit itself to unspecified or unquantified
expenditure. Several of the clauses in
the Licence appear to leave the Council open to extra expenditure which needs
to be defined.
i. The
licence fee should be reviewed annually.
ii.
The annual increase should be no more than
the Retail Price Index (RPI) or Consumer Price Index (CPI) which ever is the
greater.
iii.
The Licensors cost would normally be met by
the Licensor. In this case they could
form part of the insurance claim. If
the costs were to be met by the Parish Council a maximum amount would have to
be specified.
iv.
The Parish Council will attempt to quantify
the cost of meeting the indemnity clause.
v. The
Parish Council will arrange for the bus shelter to be cleaned at least two
times a month.
4) The Access
ways should be identified on the plan so the Licensor and the Licensee have a
common understanding of the relevant areas.
5) The
Licensor shall give notice to the Licensee of the sale of the designated area
or building so that the Licensee may have an opportunity to bid for the bus
shelter to retain it as a community facility.
Cllr Lovell suggested that the bus shelter
could be registered as a community asset.
Cllr Davey asked if the use of a solicitor should be considered and
all agreed.
ACTION: To contact DAPTC for recommendations of a
solicitor.
Councillors
Lovell and Quinn and three members of the public left the meeting (8:50pm).
b) Salt/ Grit should have now been
delivered. Order forms have been
provided should further stock be required.
c) DWP Consultation on street cleaning and
litter – this was delegated to Cllr Davey who will compile a response along
with Cllr Miller.
d) Dorset Fire & Rescue Service
consultation gave three options to the fire service to enable cost
savings. All agreed the most
preferable option was for Dorset Fire Authority to stay independent but
increase collaboration with Bournemouth Borough Council, Dorset County
Council and the Borough of Poole.
ACTION: Clerk to forward comments.
e) Remembrance Day – notification has been
given that an Agenda will soon be sent from Lulworth MOD Camp for the
memorial day event. Cllr Colvin
remarked that the MOD would clean the memorial and George Dale will obtain
the wreaths despite the Royal Legion club no longer being open. Cllr Miller wondered if a cheque made out
to the British Legions, as in previous years, could then be given to George.
ACTION: Cllrs Davey and Miller to clarify who to
give donation cheque to.
f) DAPTC AGM Motions –
Councillors agreed with the resolution for equal time to be given to
objectors to a planning application for illustrated presentations. There were no comments on the resolution to
forego annual parish meetings where full Parish Council meetings take place
on a monthly basis.
ACTION: Clerk to forward comments to
DAPTC.
g) An Aster playground inspection
identified the slide has rough wood at the side. Cllr King informed the meeting that she now
has maps of land ownership around the playground areas.
ACTION: Cllr Miller to check slide and
report back. Cllr King to provide
copies of map to all.
h) Village maintenance – agenda
item for next meeting.
i) Openness of Local Bodies
Regulations 2014 are now in place and will need to be included at the annual
review of Standing Orders.
j) The
k) Feedback from the recent
Dorset Best Village Awards indicated points were lost due to the state of the
notice boards.
ACTION: Cllr Miller to investigate
replacement notice boards.
Ongoing Actions/ Updates from Previous Meetings
a) A third memorial quote is needed;
suggestions were made to contact Mr Scott Lewis at The Triangle. Mr Brian Rigler has inspected the site and
thinks repairs will not be as extensive as initially thought. If using lime mortar it would need two to
three frost-free weeks to dry so repair may have to wait until approx April
2015.
ACTION: Cllr Miller to contact Mr Lewis
for a quote for memorial repair.
b) The bus shelter was discussed
earlier in the evening.
c) Hedges and verges are still
in need of maintenance.
ACTION: Clerk to enquire why
Neighbourhood
Planning
Cllr Davey suggested asking Sue
Bellamy to attend the next Parish Council meeting to discuss the
ACTION: Clerk to send invitation.
Feedback
from meetings
None
Training
Wed 8 Oct, PDC,
ACTION: Cllr de Chazal to confirm
availability to attend and inform Clerk for booking.
Footpaths
No new items.
Correspondence
A letter of complaint was
received about the convenience store.
Cllr Davey pointed out the complaint concerned the banners displaying
shop opening times. Cllr Matthews is
aware the banners need removing but has been very busy. The one near the shop are unable to be
accessed due to the overgrowth of nettles surrounding it.
ACTION: Store banners to be removed.
Items of information and Items for the next Agenda
Hedges and verges
Risk assessment
Village maintenance
Date of the Next Parish Council meeting
The next Parish Council meeting will be held on Monday 3 November 2014
at 7:30pm at West Lulworth Village Hall.
With no further business the meeting was closed by the Chairman at 9:35pm.
Chairman: …………………………………………………. Date:
……………………………………………
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