Minutes OF LYTCHETT MATRAVERS PARISH COUNCIL MEETING

Held on Monday January 20th 2014 at 7:40 in the Sports Club Pavilion, High Street Car Park.

 

PRESENT were Cllrs: R Miller, A Bush, M Colvey, K Norris, I Maitland, C McKenzie, J Taylor, P Talbot, E Wilson, C Wood and Mr T Watton (Parish Clerk)

 

Also present were District Councillor P Webb and twelve members of the public.

 

The chairman began by offering apologies to everyone present for the late start to the meeting.

 

1.          RECEIPT OF APOLOGIES FOR ABSENCE – Cllr J Dyball.  

 

2.          PUBLIC  PARTICIPATION SESSION (STANDING ORDERS SUSPENDED)

Mr Ken Morgan gave a presentation regarding a possible development project affecting Castle Farm Nursing Home. Exceptionally it was RESOLVED to include a copy of Mr Morgan’s paper as appendix to these minutes (appendix 1).

Mrs Hampshire commented that a Range Rover had recently been seen after dark on Jubilee Walk. There was some discussion about how the driver may have gained access. This is to be pursued with DCC ROW department. Action: Parish Clerk to approach Cllr Dyball regarding taking up the matter of the gates on this path with DCC.

Mr & Mrs Kelly, who run a newspaper delivery service from their home in Wareham Rd, wished to draw to the Parish Council’s attention to an enforcement order regarding the change of use of their premises which has been served on them by PDC. This concerns the use of their home as the base for this business. They explained that they had been operating this business for the past 9 years and believed they had originally advised by PDC that it was permissible to do this from their home. They have been dealing with PDC on the matter. It was noted that there is much local support for the service they provide. It was suggested that Dist Cllrs Webb and Taylor pursue the matter further with PDC.

A resident of Deans Drove referred to the recent consultation event run in the village by Raglan Housing. The consultation event concerned a possible housing development adjacent to Deans Drove. The resident wondered what level of traffic increase Raglan might assume as a result of this development. He had done some research and, as a result, understood that an upgrade to Foxhills Road to carry extra traffic could cost up to £15m. It was assumed this would be unaffordable and would not be funded either by Raglan or DCC. In response to a question, the Council Chairman remarked that the Parish Council is committed to the principle of providing affordable housing to meet existing local needs. However, the Council has particular concerns about the suggested numbers of houses in this case. He also emphasised that until the Council has a proposal to examine there is little else to say.  Dist Cllr Webb observed that the legislation governing Rural Exception Sites is much different from that which affects other types of development. He warned that whilst the Parish Council has the opportunity to express its views, it has less influence than over other types of proposal. He also stressed the value of the Neighbourhood Plan to express the views of the community with regards to levels of future development.

 

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.

There were none.

 

5.               THE MINUTES of the Council meeting on December 16th 2013 were approved and signed by the Chairman.

 

6.                MATTERS ARISING & UPDATE ON ACTION POINTS.

  • Minute 2, 16th Sept 2013 – “No dogs” signage for Rocket Park: It was noted that the signs have been passed to the Village Handyman for installation.
  • Minute 12, 18th November 2013 – Allotment risk assessment remedial work, estimate for works. Cllr Taylor reported that he will contact Mr Warr as soon as possible. The Parish Clerk advised that he had mentioned this matter to Mr Warr whilst speaking to him about another matter.
  • Minute 13, 16th December 2013 – Removal of fir tree near the millennium viewpoint. The Parish Clerk reported that in accordance with the action point from the Full Council in December he had contacted the contractor to ask for the removal of the tree so that the risk of it falling down and injuring people or damaging property was eliminated. It was noted that the tree had been taken down by mid-January 2014.
  • Replacement of dog bins on recreation ground: Cllr Taylor noted that the new posts have been installed ready for the three replacement bins.

 

7.  REPORT FROM DISTRICT COUNCILLORS.

District Councillor Webb reported on the following:

At the PDC meeting on 14th January most of the items dealt with Environmental issues relating to the World Heritage Coast, the AONB management plan and a Coastal Concordat. There was also adoption of a Purbeck District Design guide.

On December 18th 2014 the PDC Policy Group resolved to set up a Policy Development Panel to review the existing scheme of delegation in Planning. There have been concerns by Councillors and Parish & Town Councils in this regard.

Financially it would seem that the District Council’s finances and year outcomes are on track and that the Dorset Waste Partnership budget for next year does not contain any surprises.

PDC’s budget for next year is still subject to some uncertainty over what increase in Council Tax would be acceptable (2% last year) before a referendum would be triggered and what incentives there would be not to increase Council Tax. The draft revenue budget is being considered by policy Group and allows for a 1.94% increase in Council Tax (£165.91 for a Band D property). Financial support to Parish Councils that was given last year due to the change in rules and subsequent lowering of the tax base is continued this year. It is understood that the details have been sent to Parish Councils. The support is likely to be phased out over the next 3-4 years. The District Council budget is in balance and accommodates ongoing reductions in Government support. It also leaves reserves and the District Council’s financial health as it should be.

The Dorset Homes Choice Allocation policy is likely to be approved for approval by District Council in February. This will mean that applicants to join the housing register will not get on if they have no local connection, adequate resources to meet their own housing need and no housing need. “Local connection” requires a five year qualification period.

 

Cllr Taylor added that he had become aware that Bere Regis Parish Council had submitted bids for grants to progress their Neighbourhood Plan. This had included a breakdown of their costs – which might be a useful checklist for the Lytchett Matravers Neighbourhood Planning Working Group to look at.

 

8.  REPORT FROM COUNTY COUNCILLOR.

County Cllr Drane was unable to be present and had given his apologies.

 

9.   REPORTS FROM SUB-COMMITTEES AND WORKING GROUPS

The Council Chairman drew attention to the Highlight Report provided by Cllr Dyball covering progress and issues related to the Foxhills Open Space – Deans Drove footpath. A copy of this Highlight Report is attached as Appendix 2 to these minutes.

 

Regarding Neighbourhood Plan Working Group, Cllr Norris suggested a meeting to discuss and plan how the data on the completed questionnaires will be analysed.  A date for this meeting is to be determined by the members of this Working Group.

 

 

 

10.  RECOMMENDATIONS OF COMMITTEES:

(a)        Environment & Amenities Cttee – 6th January 2014. Cllr Wilson reported that there were no recommendations to bring forward.

 

(b)  Planning Cttee – 2nd and 20th January 2014 Cllr Wood reported that there were no ecommendations to bring forward.

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

 

11. CONSIDERATION AND APPROVAL OF YEAR END ACCOUNTING STATEMENTS, 2012-13.

It was noted that Mrs White had not yet forwarded a revised version of the statements incorporating the requested change, so this item was again deferred.  Cllr Bush agreed to speak to Mrs White about this. In response to a question, the Parish Clerk reminded Councillors that the council had fulfilled its legal obligation with regards to publication of its accounts for 2012-13, by publishing its approved Annual Return to the external auditor. The documents referred to in this minute are internal – primarily for the benefit of the council and to assist its decision making and management process.

 

12.       INVESTMENT ADVICE: RECOMMENDATION FROM COUNCILLORS NORRIS, BUSH, WOOD AND MAITLAND TO AUTHORISE IFA MARK PINCOTT TO PREPARE HIS REPORT FOR THE INVESTMENT OF £162,000 FOR A COST OF £1000.

After a brief discussion it was unanimously RESOLVED to accept this proposal. It was clarified that the £1000 fee would come from the £162,000.

 

13.       CONSIDERATION OF A STATEMENT ON THE MANAGEMENT OF THE ALLOTMENTS. 

The Chairman explained that a letter from the Chairman of the Allotment Society had prompted the Council to consider the necessity of issuing a statement on the management of the Council’s Allotments. It was RESOLVED accept and publish this statement as an Appendix to these minutes. It is attached as Appendix 3.

 

14.       CONSIDERATION OF A REQUEST BY AN ALLOTMENT HOLDER REGARDING USE OF A POLY TUNNEL.

The Council were advised that an existing Allotment holder had requested permission to install a poly tunnel on his allotment. It was noted that two tunnels are already in use on other plots and that the plot holder in question had assured the council that his would be no bigger than either of these. It was unanimously RESOLVED to agree to this request.

 

15.       ALLOCATION OF COUNCIL RISK ASSESSMENT RESPONSIBILITIES. 

Noting Cllr Wilson’s completion of the Risk Assessment for the Allotments, the Parish Clerk explained that he had based the Risk Assessment forms for the Bus Shelters, Memorial Green, Club Hall, Recreation Ground and Cemetery on the format devised by her. Copies of all the forms had already been distributed to all Cllrs as they had been issued as pre-reading for this meeting.

Responsibilities for completion of the risk assessments were allocated as follows:

Club Hall – Cllr Wood

Recreation Ground – Cllr Colvey

Memorial Green – Cllr Norris

Cemetery – Cllr Wilson

Bus Shelters – Cllr Bush

It was also RESOLVED to undertake a risk assessment of public benches. This will be carried out by Cllr Bush. Action: Parish Clerk to prepare the Risk Assessment form and forward this to Cllr Bush.

 

16.       CONSIDERATION OF QUOTE FOR TREE PRUNING – FOXHILLS OPEN SPACE.

It was RESOLVED to accept the quotation of £150 + VAT from Brighstone Landscaping for the pruning of trees on the boundaries of the Foxhills Open Space which are touching neighbouring properties. The quotation includes the removal of arisings. Action: Parish Clerk to contact the contractor accordingly to arrange for this work to be done. 

 

17.       CONSIDERATION OF PURCHASE OF 9TH EDITION OF “ARNOLD-BAKER LOCAL COUNCIL ADMINISTRATION”

It was RESOLVED to authorise the Parish Clerk to arrange for the purchase of this publication at a cost of £60.

 

18.       CONSIDERATION OF CALENDAR OF COUNCIL MEETINGS FOR APRIL 2014 – MAY 2015.  

It was RESOLVED to accept and publish the schedule of meetings, as attached at appendix 4 to these minutes.

 

19.  REPORTS OF TRAINING ACTIVITY UNDERTAKEN IN THE PAST MONTH

Cllrs Taylor and Dyball had attended the PDC Planning Training seminar.

 

20.       REPORTS FROM REPRESENTATIVES (by exception)

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

The following reports were made:

Village Fayre:  Cllr Maitland reported that the use of the recreation ground playing field had been agreed with the Sports Club.

School Liaison: Cllr Bush reported that a meeting was scheduled to take place on Wednesday 22nd January 2014. A further review of the situation regarding parking in Deans Drove and Wareham Road is due to be undertaken. Cllr Taylor reported on the DCC Roads & Rights of Way Committee meeting which had received a petition from Deans Drove residents. Cllrs were disappointed to learn that the Chairman of the DCC committee had evidently commented – incorrectly – that the matter had not been raised by the parish Council. Action: Parish Clerk to write to the Chairman of this DCC Committee to correct this.

 

21.  COUNCIL TO APPROVE THE FOLLOWING PAYMENTS ALREADY MADE:

Inv To Whom For What Net VAT Total
3265 HMRC PAYE and ENI 6/10/13-05/01/14 1116.11 0.00 1116.11
3266 BWBSL (Wessex Water) Water charges for allotments (6 months) 11/07/13-19/12/13 362.57 0.00 362.57

 

It was RESOLVED to approve the above payments.
22. COUNCIL TO APPROVE THE FOLLOWING PAYMENTS DUE: –

 

 Inv To Whom For What Net VAT Total
3267 T Watton Clerk’s salary –  Jan (12 equal monthly payments  by sanding order) 875.96 0.00 875.96
3268 T Watton Clerk’s expenses incurred – “No dogs” signs for Rocket Park, purchase of stationery. 26.70 4.00 30.70
3269 T Homer Handyman duties – Dec 261.00 0.00 261.00
3270 Continental Landscapes Grass Cutting, Southern end of Rec – Dec 20.00 4.00 24.00
3271 The Landscape Group Cemetery Maintenance Dec 13 303.49 60.70 364.19
3272 S Mills Fell cherry tree in Club Hall grounds

Cut back overgrown shrubs in car park

Extra grass cuts at allotments (exceptional growth)  –

305.00 0.00 305.00
3273 Brighstone Landscaping Ltd Quarterly maintenance of Foxhills open space (Oct-Dec 13). 560.93 112.19 673.12
3274 Shaw & Sons Ltd 2 x Allotment rent receipt books 37.75 7.55 45.30
3275 Novatech Ltd Supply of printer drum unit 54.62 10.92 65.54
3276 Southern Electric Car park lighting – Quarter 3, 2013/14 16.47 0.82 17.29
3277 Anglebury Press Ltd Neighbourhood Plan booklets and envelopes (2000 of each) 641.00 57.00 698.00
3278 Lytchett Matravers Sports Club Hire of pavilion for meetings April-Dec 2013 480.00 0.00 480.00
3279 DAPTC Seminar fee – 21st  Nov 13 25.00 0.00 25.00
3280 J Dyball Cllrs Expenses 20.00 0.00 20.00

It was RESOLVED to approve the above payments.  

 

23. CORRESPONDENCE.

The Parish Clerk reported on two pieces of correspondence:

A notification from PDC of proposed works, to 2 trees at 40 High Street (Heath Cottage Surgery).

A letter from a resident, whose property shares a boundary with Club Hall.   She remarked that the fence requires attention and felt that this might be the Parish Council’s responsibility. Investigation so far suggests this is not the case, so the resident has been asked to provide documentary support for her claim.

 

24. MATTERS OF INTEREST AND INFORMATION

Cllr Taylor drew attention to the condition of fir trees on the southern side of the recreation ground, near those which were felled for safety reasons two years ago. Action: Parish Clerk to obtain a report – and quotation for work to make them safe if necessary.

Cllr Wood asked when the next edition of the Lytchett Link would be published. Cllr Bush suggested that the results of the Neighbourhood Plan questionnaire / survey should be included in it.

Cllr Wilson requested that Cllr Miller pass the plaque for the Twinning Association to her so that the Association could arrange for it to be fitted themselves.

 

The meeting closed at 9:20pm.