BEAMINSTER TOWN COUNCIL

Minutes of the Town Council meeting held on Monday 23rd May 2011 in the Skyrm Room at the Public Hall, Beaminster at 7.00pm

405 PRESENT – Cllr Berry (Chairman), Cllr Mrs V Baldwin, Cllr Mrs R Beeny, Cllr Body,

Cllr Elliott, Cllr Mrs Knox, Cllr Mrs J Page. Cllr Spooner and Cllr Turner

406 IN ATTENDANCE – Mrs Christine Bright (Town Clerk) and two representatives from the press.

Before opening the meeting the Chairman proposed a vote of thanks to the four retiring members of the Council for their contribution over the past four years. In particular, he referred to the work of Douglas Beazer, who was retiring after 22 years, and to Isabelle Maling retiring after 16 years on the Council. He also acknowledged the contribution made by Anthony Armstrong and David Baker.

The Chairman also welcomed to the Council Chris Turner and John Spooner, and at the same time congratulated Cllrs Mrs Page and Mrs Payne, on their re-election as District Councillors at the recent elections.

407 REPORTS FROM AND QUESTIONS FOR:

(a)  Dorset Police Representative

In the absence of a police representative no report was received.

Cllr Mrs Knox wished to publically thank PC Poole and PCSO Bishop for their assistance in connection with the French market.

(b)  West Dorset District Councillors

Cllr Mrs Page advised that she had been re-elected chairperson of the District Council’s Audit & Governance Committee, and that she had attended a presentation on gypsy and traveller sites.

(c)  Dorset County Councillor

Cllr Mrs Knox advised that:

·  work on the Mountjoy project would commence shortly. Prior to that, work would commence early June on the re-furbishment of the dining hall at the School. Cllr Elliott asked that signs be erected in advance to warn of “heavy lorries using site” prior to the commencement of any building works

·  the library issue remains ongoing, both volunteers and others were

working hard to retain a library in Beaminster

Attention was drawn to the presence of Himalyan Balsam inTunnel Road, in particular at the entrances to the Tunnel and Beaminster School and

Cllr Mrs Knox agreed to submit a request that it be cut back before it had the opportunity to spread.

The Chairman advised that he had recently written to the County Council to reinforce the Town Council’s request for a roundabout at the Tunnel Road entrance to the School.

Cllr Mrs Page drew attention to the lack of warning signs with regard to the current road closure at Maiden Newton.

408 APOLOGIES – Apologies for absence were received from District Cllr Mrs C Payne.

409 MINUTES OF THE TOWN COUNCIL MEETING HELD ON 26th APRIL 2011

AND THE ANNUAL COUNCIL MEETING HELD ON 9TH MAY 2011

The minutes of the Town Council meeting held on 26th April 2011 and the minutes of the Annual Council meeting held on 9th May 2011 having previously been circulated were signed as a correct record.

410 DECLARATIONS OF INTEREST

As a resident of Glebe Court Cllr Body declared a personal interest in respect of agenda item 13 – Grant Applications – Glebe on Line

Cllr Mrs Beeny declared personal interest in respect of agenda item 6 – Payments & Receipts.

411 REPORTS FOR OUTSIDE ORGANISATIONS

(a) BAVLAP – Cllr Mrs Beeny advised the Annual General Meeting had taken place and her report is attached. Cllr Turner questioned whether the issues in the updated BAVLAP Action Plan, which highlighted the Town Council as lead partner, had been discussed by the Council. Cllr Mrs Beeny believed there had been little change from the original Action Plan which had been discussed by the Council.

The Town Clerk advised that this question had been raised previously, and that the identified issues would be a future agenda item.

412 CHAIRMAN’S ENGAGEMENTS

Members NOTED that the Chairman had not attended any Civic functions since the last meeting. Cllr Mrs V Baldwin advised that she had recently represented Beaminster Town Council at the Mayor Making Ceremony in Portland.

413 PAYMENTS AND RECEIPTS

Members RESOLVED payments totalling £20,520.43 and receipts totalling £3,086.01 as detailed in the report to the meeting. A copy of which is attached.

414 COUNCIL VACANCIES

The vacancies created due to insufficient candidates at the recent election attracted five applications, copies of which were circulated to all members.

The Chairman advised short informal interviews had been conducted with each applicant and members were asked to consider the recommendation put forward in the Town Clerk’s report.

It was RESOLVED to co-opt Mr Robin Cheeseman and Mrs Sally Samuel to Beaminster Town Council. With regard to the unsuccessful applicants members supported the view that all applicants had something to contribute to the Council which should be pursued.

415 APPROVE ACCOUNTS FOR YEAR END 31 MARCH 2011

Members had previously been circulated with the Statement of Accounts and the Annual Governance statement for year end 31 March 2011.

It was RESOLVED to approve and sign the Statement of Accounts and Annual Governance statement as presented.

416 CALENDAR OF MEETINGS 2011/2012

Members had previously been circulated a Calendar of Meetings for 2011/2012.

There being only two items for consideration, and having included those on the agenda for this Council meeting, the Chairman suggested the Finance & General Purposes Committee meeting scheduled for 31st May be cancelled. AGREED.

Some discussion ensued with regard to the Councillor’s surgery and it was AGREED to hold these on a monthly basis however, in order to reduce the additional commitment on members it was felt that, only one member need be in attendance at each surgery.

417 STAFF REMUNERATION REVIEW

The Chairman advised that a review of staff salaries had been completed and incremental increases have been applied, the overall increase in the budget was approximately 2.2% with effect from 1st April 2011. RESOLVED.

418 OFFICE HOURS

Members had previously been circulated with a report from the Town Clerk regarding changes to the office opening hours and RESOLVED to close the office on Thursdays for a trial period of three months.

419 BUDGET OUTCOME 2010/2011 AND UPDATED BUDGET 2011/2012

Members had previously been circulated with a copy of the budget outcome for 2010/11. NOTED.

The Chairman advised that budget for 2011/2012 had been updated to include the recommendations agreed at the Council meeting in April 2011. RESOLVED to adopt the budget (dated 6th May 2011) as circulated.

420 GRANT APPLICATIONS

Members considered two grant applications as follows:

·  Glebe on Line – discussion ensued regarding this application and it was AGREED to refer the applicant to the Beaminster Charities.

·  Beaminster Fesitval – a grant of £300 AGREED in support of the 2011 Festival

421 BEAMINSTER FESTIVAL

Members AGREED to a request from the organisers of the Festival’s ‘Beaminster’s Big Day’ for the Town Council’s participation in the event to organise and run a ‘human fruit machine’.

422 DORSET COUNTY COUNCIL – DORSET LIBRARY SERVICE

Members had previously been circulated with the County Council’s consultation document for consideration. However, since the letter had been received the County Council had revised their offer of assistance to community libraries therefore

it was AGREED to respond in the negative to the consultation document.

423 CORRESPONDENCE

Significant items of correspondence received were NOTED as follows:

·  St Mary’s CE Primary School – letter of thanks for the Council’s support to part fund a crossing patrol for the school however they did not wish to take up the offer at the present time.

·  Dorset Broadcasting Action Group – email urging people to post a comment on the DORBAG blog regarding the lack of BBC Radio Dorset.

·  Bridport & District Toursim Association – invitation to a presentation by John Houston of Abbotsbury Tourism on Friday 10th June.

·  West Dorset District Council – notification of a new byelaw for Good Rule and Government (No person shall urinate or defecate in any street or public place) due to come into force throughout the district of West Dorset from 6th June 2011.

424 PROGRESS REPORTS

The Chairman advised there would, in future, be a monthly progress report on all outstanding items.

Under this heading the Town Clerk detailed the background papers relating to the decision to site the horse trough in the Square as part of the short term enhancement scheme. NOTED.

425 FUTURE AGENDA ITEMS - items identified for inclusion on the June agenda were:

·  The Square

·  Town Newsletter

426 DATE OF NEXT MEETING - The date of the next Council meeting was NOTED

as Monday 27th June.

427 MEETING - The meeting which started at 7.00pm closed at 8.15 pm.

CHAIRMAN

27 JUNE2011

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