Minutes OF LYTCHETT MATRAVERS PARISH COUNCIL MEETING

Held on Monday March 17th 2014 at 7:30 in the Sports Club Pavilion, High Street Car Park.

 

PRESENT were Cllrs: R Miller, K Norris, I Maitland, P Talbot, E Wilson, C Wood and Mr T Watton (Parish Clerk)

 

Also present were County Councillor F Drane, District Councillor P Webb and two members of the public.

 

1.          RECEIPT OF APOLOGIES FOR ABSENCE – Cllrs A Bush, M Colvey, J Dyball, and J Taylor.   

 

2.          PUBLIC  PARTICIPATION SESSION (STANDING ORDERS SUSPENDED)

Mrs Hampshire asked if there was any update available regarding the possible Rural Exception Site scheme for land adjacent to Foxhills Road and Deans Drove. It was confirmed that nothing more had yet been received by the Parish Council from any source.

 

3.          DECLARATIONS OF PECUNIARY INTEREST; AND CONSIDERATION OF REQUESTS FOR SPECIAL DISPENSATIONS UNDER SECTION 33 OF THE LOCALISM ACT 2011. There were none.

 

4.          CHAIRMAN’S ANNOUNCEMENTS.

The Chairman reported on information he had received regarding DCC involvement in responses to the winter storms. In the three months to date they had received for 9126 reports of problems on the roads (including 1051 reports of fallen trees) and over 2000 calls about flooding.  DCC Highways had also undertaken 4617 patching or pot-hole repairs, compared to 2963 by the same period in 2013.

The Chairman also reported that builders have now been appointed for the intended Huntick Road development; so the council can expect plans to be submitted in the foreseeable future.  In response to a general point about housing within the village, Dist Councillor Webb reminded the Parish Council that a Strategic Market Housing Assessment is due to be undertaken by PDC by the end of the year.  He advised the Parish Council to monitor this.

 

5.               THE MINUTES of the Council meeting on February 17th 2014 were approved and signed by the Chairman.

 

6.                MATTERS ARISING & UPDATE ON ACTION POINTS.

  • Minute 12, 18th November 2013 – Allotment risk assessment remedial work, estimate for works. It was noted that this is the subject of a recommendation reported under minute 10a below.  
  • Minute 15, 20th January 2014. Risk Assessments – to be completed and fed back on or before the Full Council meeting on Monday 28th April 2014. Lead roles as follows:

Club Hall – Cllr Wood

Recreation Ground – Cllr Colvey

Memorial Green – Cllr Talbot

Cemetery – Cllr Wilson

Bus Shelters – Cllr Norris

Benches – Cllr Bush

It was noted that reports have already been received in respect of the Memorial Green, Cemetery, Bus Shelters, and Benches.

  • Minute 20, 20th January 2014 School liaison – Letter to Chairman of DCC Roads and Rights of Way Committee. It was noted that a reply has still not been received from Mr. David Jones, Chairman of the Roads and Rights of Way Committee of Dorset County Council.  It was therefore RESOLVED that the Parish Clerk be asked to send a copy of all correspondence to achieve executive of Dorset county council. Action: Parish Clerk to write to Debbie Ward accordingly. 
  • Minute 24, 20th January 2014. Condition of Cypress Leylandii trees on southern side of Recreation Ground. It was reported that the Parish Clerk is awaiting the additional quotations for felling and removal of these trees. 

 

7.          DISTRICT CLLRS REPORT.

Cllr Webb reported that at a PDC Council meeting on 11th March 2014 the following items of some note were discussed:

·      There will be new, wheelchair friendly, polling booths at this May’s elections. The old ones were falling into disrepair.

·      Adoption of the CIL (Community Infrastructure Levy) charging schedule for Purbeck District. This schedule had been out for consultation and been modified; in one respect by the Inspector. The CIL will come into effect on 5th June 2014. The levies are based on £x per sq.m. of floor space in newly built dwellings. Essentially the levy replaces the former Transport and Environmental levies. Section 106 agreements will be more limited. The levy ranges from £180 /sq.m. in Swanage and the Coastal Fringe; £100 in Lytchett Matravers and the Wareham & Purbeck Rural fringe; £30 in the Rural Centre of the District, and only £10 in Upton. It is estimated that the CIL will raise £6 million by 2027. Of this, over £2m will go to heathland mitigation etc, and £3m to pay off a loan from DCC for the signalling and other improvements to Swanage Railway. It is envisaged that after meeting administration costs, there will be very little left over for roads, paths, cycle ways etc. More money will only come if more houses than currently planned are built.

·      The Government Flood support schemes were endorsed. There were only a few instances of flooding in Purbeck. All costs for this are met by Central Government.

 

8.          COUNTY COUNCILLOR’S REPORT

County Cllr Drane reported on the following:

Bus services: Lytchett Matravers will have a service provided by Morebus as from 6 April 2014. The company is not able to provide a service to transport people to and from work in Poole early morning / early evening, or to replace the 719and 720 taking students to Lytchett Minster school. Consequently Cllr Drane has sought meetings with the Head of L.M.S., DCC., and Morebus to address these gaps. Cllr Wood indicated that she would write to Paul Kemp of DCC and Gordon Edwards of Morebus to help reinforce the points Cllr Drane intends to make to them.  She will also highlightthe need for a service into Wareham on Thursdays (market day).

£11.5m from central government for Rural Services: Cllr Drane advised that he had asked for a portion of this funding. It is understood that DCC received £178,326 and £37,542 is to be placed in the County Council Contingences fund.

£78m central government funding for local sustainable transport schemes; Cllr Drane has asked for confirmation that DCC is making a bid for a portion of this.

Response to effects of extreme weather; Andrew Martin of DCC has invited questions and comments from Local Councils.

 

9.   REPORTS FROM SUB-COMMITTEES AND WORKING GROUPS

On behalf of the Neighbourhood Plan Working Group, it was reported that the questionnaire responses have all now been collated, with the exception of 50. The next stage of the analysis process will break the responses into three strands: (a) housing, (b) school and (c) facilities and amenities.  It is hoped to recruit more volunteers to assist with the next stage of the Neighbourhood Planning process. With regard to the “housing” strand, it is intended to contact all local businesses to ascertain how many local people are employed.  Cllr Colvey is to prepare an article for the next Lytchett Link which is intended to address some of the common confusion and misunderstandings about local issues which have been revealed by the responses in the questionnaires.  The next meeting of the Neighbourhood Plan Working Group will be on 2 April, 2014 at 7.30pm.

 

10.  RECOMMENDATIONS OF COMMITTEES:

(a)        Environment & Amenities Committee, 3rd March 2014. Cllr Wilson reported on the following recommendations:

·      The acceptance of a quotation of £720 including VAT for removal and approved disposal of the demolition brick rubble which had been deposited adjacent to plot 47 at the Allotments. Unanimously RESOLVED.

·      To request the contractor who quoted for the removal of the brick rubble to also provide a quote for backfilling of the area afterwards, and then to add a top surface of road scrapings to it. Unanimously RESOLVED.

·      Arising from the recent risk assessment of benches in the village; to approve the following actions:

1.     Bench on Recreation Ground with a plaque to commemorate the Queen’s Silver Jubilee: broken concrete end; rotten wooden rails. Removal of bench.

2.     Bench on corner of Huntick estate / Huntick Rd: overgrown with brambles. Grounds maintenance contractor to clear.

3.     Bench of recreation ground near Scout Hut: warped rails to be replaced.

4.     Bench on Middle Rd, opposite junction with Old Pound Close. Replace remaining three original rails. 

It was unanimously RESOLVED to approve all four of the above actions.

·      That the construction of the path Foxhills to Deans Drove footpath is completed, with the £500 funding shortfall being provided by the Parish Council in the interim. Unanimously RESOLVED.

 

(b)  Planning Cttee – 6th March 2014. Cllr Wood reported that there were no recommendations to bring forward.

 

It was RESOLVED to receive the minutes of the above two meetings.

 

11.           APPROVAL OF FINANCIAL STATEMENTS FOR YEAR 2012/13

After a brief discussion during which it was noted that the Internal Auditor had agreed with the clarification work undertaken by Cllr Bush, it was resolved to accept and approve the Financial Statements for 2012 / 2013.  The statements were duly signed by the Parish Council Chairman and Parish Clerk / RFO. A copy of the signed statements is attached at Appendix 1 to these minutes.

 

12.           RECEIPT OF UPDATE ON RISK ASSESSMENTS.

It was noted that Risk Assessments for the Memorial Green, Cemetery, bus shelters, and benches have been completed and submitted so far.

 

13.           RECEIPT OF CEMETERY / BURIAL RECORDS CHECK.

It was reported that this check has been undertaken and completed successfully.  One minor discrepancy was identified, which has subsequently been resolved.

 

14.       CONSIDERATION AND APPROVAL OF NEXT STEP – FOOTPATH BETWEEN FOXHILLS OPEN SPACE AND DEANS DROVE.

It was noted that Cllr Dyball has this matter in hand, and that the decision taken under minute 10a above provides approval and authority for her to go ahead with notifying the contractor to complete the work.  Thanks were offered to Cllr Dyball; and also to District Councillor Webb for attending a site meeting with the legal representatives of the interested parties.

 

15.       LITTER PICK EVENT – UPDATE.

It was noted that the information required for the posters advertising this event has been forwarded to Cllr Taylor for attention.  The Parish Clerk is to seek confirmation from the council’s insurers regarding the cover for volunteers, and to report back to Cllr Norris.  Action: Cllr Taylor and the Parish Clerk to act accordingly.

 

16.       CONSIDERATION OF PROPOSAL – “TRAINING – STATEMENT OF INTENT”.

After a brief discussion, it was unanimously RESOLVED to approve and accept this statement as council policy.  The Parish Clerk was asked to add it to the “New Councillor Welcome Pack”.  A copy is attached to these minutes at appendix 2.

 

17.           REPORTS OF TRAINING ACTIVITY UNDERTAKEN IN THE PAST MONTH

Cllrs Miller and Wilson attended the DAPTC Annual Conference.

 

18.       REPORTS FROM REPRESENTATIVES (by exception)

Village Fayre DAPTC Footpaths Village Hall
School Liaison Youth Organisations Sports Club

The following reports were made:

Village Fayre: A productive meeting was held in the first week of March.

Footpaths: It was proposed to install local signage identifying “jubilee walk”. It was suggested that Cllr Colvey be asked to prepare a map of the existing village circuit footpaths for publication and information of local residents.

DAPTC: Issues which were brought up at the recent meeting include the possible impact on Bournemouth Airport by changes to flights from Farnborough; and the possibility of fracking in Dorset and Hampshire.

Village Hall: Cllr Wilson advised that the AGM was scheduled for 1st April 2014 at 7:30pm. It was also reported that the village hall committee will be trying out a new venture “filmflix” on 28th March when the film “Philomena” will be shown. The cost will be £5.00 per person.

 

19.  COUNCIL TO APPROVE THE FOLLOWING PAYMENTS DUE: –

Inv To Whom For What Net VAT Total
3289 T Watton Clerk’s salary –  March (12 equal monthly payments  by sanding order) 875.96 0.00 875.96
3290 T Homer Handyman duties – Feb 204.75 0.00 204.75
3291 Continental Landscapes Grass Cutting, Southern end of Rec – Feb 20.00 4.00 24.00
3292 The Landscape Group Cemetery Maintenance Feb 14 303.49 60.70 364.19
3293 Churches Fire Security Ltd Check of fire safety equipment at Club Hall 53.28 10.66 63.94
3294 DAPTC DAPTC Annual Conference (2 places) 100.00 0.00 100.00
3295 BT Payment Services Ltd Parish Office phone and broadband 106.94 18.62 125.56
3296 T Watton Refund of office expenses incurred 19.57 3.92 23.49
3297 HMRC Quarter 4 PAYE & ENI 1116.31 0.00 1116.31

It was RESOLVED to approve the above payments. 

 

20. CORRESPONDENCE.

It was reported that a letter had been received from a local resident requesting a copy of the risk assessment recently completed for the Council’s Allotments. A copy of the Risk Assessment has been forwarded to the resident concerned.

Cllr Norris reported that in response to concerns expressed by a resident about dog fouling and other nuisances locally, the PDC Dog Warden is to be asked to make visits to the Foxhills area of the village. Notices encouraging dog owners to clear up after their pets have been collected from PDC to be affixed to the lamp posts in the village.

It was reported that a question had been asked by a resident regarding why a CCTV camera had been installed to monitor an area of the Allotments.  It was clarified that this has been done without the knowledge or approval of the Parish Council.  Councillors Wood and Wilson indicated that they would visit the Allotments urgently to determine the location of the camera and try to find out who was responsible for its installation, and why it had been put up.

 

21.  MATTERS OF INTEREST AND INFORMATION

There was none.

 

The meeting closed at 9:15pm.