Minutes OF LYTCHETT MATRAVERS PARISH COUNCIL MEETING

Held on Monday April 28th 2014 at 7:30 in the Sports Club Pavilion, High Street Car Park.

 

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

 

Also present were County Councillor F Drane, and three members of the public.

 

1.          RECEIPT OF APOLOGIES FOR ABSENCE – Cllrs A Bush, K Norris, J Dyball, and Dist Cllr P Webb.    

 

2.          PUBLIC  PARTICIPATION SESSION (STANDING ORDERS SUSPENDED)

Mrs Hampshire remarked on the kissing gate on the Huntick Rd – Wimborne Rd footpath. She pointed out that there is no signage to tell people that the path is intended for pedestrians only, and expressed concern about the safety of users. In response, it was noted that in the Neighbourhood Plan questionnaires raise a general point about lack of signage in the village.

A further comment from a Councillor suggested the positioning of dog bins at either end. However, the Parish Clerk reported that a recent communication from PDC had indicated that they could not accept further additions to the dog bin collections services by their contractors.

Mr Aspray mentioned that he had a suggestion to help alleviate the car parking problem at the village school during the busy period at the beginning and ending of the school day. Council members thanked him for this and indicated that they would be happy to examine this with him after the meeting.

 

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 expressed his thanks to Councillors and community members of the Neighbourhood Planning Group who had works on preparation beforehand and / or had been present at the Annual Parish Meeting on 26th April. He expressed the Council’s special thanks for Cllr Wood for her particular efforts in collating the questionnaire data and preparing the data presentation.

 

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

 

6.                MATTERS ARISING & UPDATE ON ACTION POINTS.

  • 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. It was noted that receipt of the following assessments were deferred until the next meeting on 19th May:

Club Hall – Cllr Wood

Recreation Ground – Cllr Colvey

  • Minute 20, 20th January 2014 School liaison – Letter to Chairman of DCC Roads and Rights of Way Committee. A reply had at last been received from Mr. David Jones, Chairman of the Roads and Rights of Way Committee of Dorset County Council. This was read out. However, Council members were not satisfied that it fully addressed the points the Parish Council had made, nor that Mr Jones, the members of the Roads & Rights of Way Committee not the relevant DCC officers fully understood the extent, seriousness or urgency of the problem. Members also felt that the implied timescales for action were inadequate. Cllr Wood volunteered to write to the Chairman and Chief executives, as well as to involve the MP, in order to draw attention to the Council’s dissatisfaction and to escalate the matter further. Action: Parish Clerk to forward to Cllr Wood the relevant letters originally sent to Mr Jones. 
  • Minute 24, 20th January 2014. Condition of Cypress Leylandii trees on southern side of Recreation Ground. The Parish Clerk reported that a second quotation had now been received for this work, but one further quotation was still awaited.
  • Minute 10a, 17th March 2014, bullet point 2 – possible top surface after backfilling of removed rubble area of allotments. It was clarified that road scapings can be supplied at £10 per ton, however, it was observed that these may contain substances with may be harmful near food growing areas. Consequently it was suggested that crushed stone may be a more appropriate material.
  • Minute 10a, 17th March 2014, bullet point 2 – Bench and hedge on corner of Huntick estate / Huntick Rd. It was RESOLVED to request that maintenance of this hedge be added to the list of regular work undertaken by the Council’s current local general grounds maintenance contractor.

 

7.          DISTRICT CLLRS REPORT.

Cllr Taylor reported that at a PDC Council meeting in April the following items of some note were discussed:

·      PDC had contributed to consultation on the Dorset Bournemouth and Poole waste plan.

·      An increase in fees had been approved under PDC’s Park Homes Fees Policy.

·      PDC had noted that there will be an increase in the toll for the Poole Harbour entrance ferry crossing.

·      During a progress report to PDC on Neighbourhood Planning a brief mention was made of the Lytchett Matravers Plan.

 

8.          COUNTY COUNCILLOR’S REPORT

County Cllr Drane reported on the following:

After the DCC Members meeting on 24/04/14 the range of acceptable uses for the £5000 available to each member for their respective represented areas was clarified. Cllr Drane noted that Lytchett Matravers Parish Council had suggested that the £5000 for Cllr Drane’s area should be apportioned between the two councils on a pro-rata basis. Cllr Drane had proposed this to Lytchett Minster and Upton Town Council.

The Dorset For you website now contains information and advice on the responsibilities now being undertaken by Dorset Waste Partnership.

Cllr Drane urged the Parish Council to engage with Dorset Partnership for Older People Programme (POPP) POPP Programme. He advised that the manager of the programme is Sue Warr Tel 01305 224841. It was advised by the Council Chairman that Parish Cllr Norris works for POPP and therefore serves as a local liaison point for this council.

With the help of DCC Transport Officers, Cllr Drane was successful in securing a replacement bus service to be operated by More Bus Co. However, due to that company already been committed to operate a Schools service between 7am-9am, there is no early morning workers service. Cllr Drane has therefore   been in contact with Dorset Community Transport who indicated that they could provide this service. A meeting on this matter is to take place with County Councillor Peter Finney (DCC Cabinet Member) and Dorset Community Transport.

Cllr Drane drew attention to Central Government’s £168m “Pothole fund” – which is available for councils around the country. All councils are required to bid for a share of the £168m. Cllr Drane expressed the hope that this money is being ring-fenced for this use only.

 

9.   REPORTS FROM SUB-COMMITTEES AND WORKING GROUPS

It was reported that sixty five people had signed in to the Annual Parish meeting on 26th April to view the progress to date and some valuable additional feedback was gathered. The three sub-groups each have meetings in the coming month.

 

10.  RECOMMENDATIONS OF COMMITTEES:

(a)        Finance & Policy Cttee, 3rd April 2014. The Parish Clerk reported on the following recommendations:

  • Acceptance of the year end bank reconciliation and update on the working accounts to Full Council, as attached at Appendix 1 to the F&P Committee minutes. RESOLVED.

 

  • To note that new Model Financial Regulations have been published by NALC; but these need to be reviewed and adapted to this Council’s specific circumstances and needs. Initial review and report back is to be carried out by a sub-committee including Councillors and Parish Clerk; with recommendations for tailoring of the Model Agreement.  Initial report back to be to the October 2014 meeting of the Finance & Policy Committee. RESOLVED.

 

  • To note the following timetable for completion  of the 2013/14 Financial Statements and Annual Return:

•       Completion and acceptance of Internal Audit;

•       Completion of and receipt of Council’s Financial statements and for 2013/14 – Full Council meeting, 19th May 2014

•       Finance & Policy Committee consideration of draft Accounting statements and Annual Return for recommendation to Full Council, 10th June 2014.

•       Approval of Financial Statements and Annual Return by Full Council

RESOLVED.

 

  • To note that Cllr Norris and the Parish Clerk have reviewed the Standing Orders and Financial Regulations; and to approve that no changes are required to either document at this time – noting the separate requirement for Financial Regs under Recommendation number 2 above. RESOLVED.

 

  • To note that the only change to the list of council assets during 2013/14 (Asset Register list as shown in the Asset Register on page 5 of the 2012/13 Financial Statements) was the addition of one new asset- Rocket Park fencing, at a value of £3567, acquired on 20th May 2013.  Asset Register to be amended accordingly. RESOLVED.

 

  • Acceptance of the quotation and to set up the contract received from Full Circle Leisure Ltd (Evolution Skateparks) for a regular maintenance contract for the skatepark at a cost of £408 (plus VAT) for the year. RESOLVED.

 

(b)  Planning Cttee – 28th April 2014 (7pm). Cllr Wood explained that due to the urgency and importance of an outline Planning Application considered at the meeting, the committee members had asked that the following matter be referred immediately to Full Council as an emergency item:

6/2014/0192 Wessex Water Services Ltd. Purbeck Road (Land adjacent Wessex Water Reservoir), Lytchett Matravers. Outline application – Erect a residential development of up to 29 dwellings with the reserved matter of access to be determined. The members’ view was that this proposal is premature and should be asked to defer it until after the Lytchett Matravers Neighbourhood Plan is complete on the basis that:

·          The Lytchett Matravers Neighbourhood Plan is already under consideration and the timing of this proposal undermines the public consultation process for it.

·          The Lytchett Matravers Neighbourhood Plan public survey of issues strongly indicates a serious concern amongst residents that many aspects of the village infrastructure are already seriously over-stretched.

·          The Planning Inspector has yet to respond to PDC on the matter of housing numbers in the District. The Council felt that this proposal should not be considered until after the Inspector’s decision is known.

It was RESOLVED that a Council member should attend the relevant PDC Planning Board meeting to formally express the Parish Council’s views on this matter in person.

 

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

 

11.       REVIEW OF STANDING ORDERS AND FINANCIAL REGULATIONS.

It was noted that this agenda item had been resolved under minute 10a, bullet point 4 above.

 

12.       RECEIPT OF REMAINING RISK ASSESSMENTS.

It was noted that these remain outstanding and will be submitted for approval of the Council on 19th May.

 

13.       UPDATE – FOOTPATH BETWEEN FOXHILLS OPEN SPACE AND DEANS DROVE.

The Chairman reported that he had spoken to Cllr Dyball who had advised that there were no immediate problems with going ahead with construction of the path. The contractor had indicated that he could commencing 28th April and so the Chairman had asked Cllr Dyball to arrange for this.

 

14.       PREPARATION FOR ANNUAL PARISH COUNCIL MEETING.

It was confirmed that this meeting would take place on Monday 2nd June and would be the first of the new council. All members will be required to sign an acceptance of office. A Chairman and Vice Chairman will be elected at this meeting.

 

15.       PROPOSED RENEWAL OF PARISH CLERK’S MEMBERSHIP OF SOCIETY OF LOCAL COUNCIL CLERKS

The Parish Clerk summarised the practical benefits to the Council. It was clarified that membership is £147 per year. RESOLVED

 

16.       PROPOSAL TO RENEW MEMBERSHIP OF THE OPEN SPACES SOCIETY.

After a brief discussion about the merits of membership, it was RESOLVED by a majority (six in favour, with one abstention) to approve this.

 

17. REPORTS OF TRAINING ACTIVITY UNDERTAKEN IN THE PAST MONTH

Cllr Bush, the Parish Clerk and Mrs White (internal auditor) attended the DAPTC Finance Seminar.

 

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: Cllr Maitland reported that a further meeting is planned for 30th April. Action: Parish Clerk to ensure that the FIT plaque is installed on the wall of the Sports Club Pavilion in time for this event.

Sports Club: Cllr Colvey advised that he had established with the Sports Club that the Parish Council could use the pavilion for its meeting on 19th May. He also reported that they will replace the chain on the vehicle gate to the Lytchett Astro. It was noted that a temporary chain had been fitted by Cllrs Colvey and Taylor. The Sports Club had made an initial request for consideration of a Parish Council grant award to help replace the doors to the Sports Club Pavilion. The Sports Club have confirmed that they have a project to replace the path lights to the Lytchett Astro. The Sports Club requested that they be permitted to use the southern part of the recreation ground for parking during a football festival they are planning to take place on 21st June 2014. It was RESOLVED to approve this request.

Village Hall: Cllr Wilson reported that a further Film Flix showing was given and raised around £100.

 

19.  COUNCIL TO APPROVE THE FOLLOWING PAYMENTS DUE: –

Inv To Whom For What Net VAT Total
3301 T Watton Clerk’s salary –  April (12 equal monthly payments  by sanding order) 875.96 0.00 875.96
3302 T Homer Handyman duties, plus reimbursement for purchase of gate latch – Mar 248.74 0.00 248.74
3303 Continental Landscapes Grass Cutting, Southern end of Rec – Mar 20.00 4.00 24.00
3304 The Landscape Group Cemetery Maintenance – Mar 14 303.49 60.70 364.19
3305 Brighstone Landscaping Ltd Foxhills Open Space maintenance 560.93 112.19 673.12
3306 DAPTC DAPTC Finance Seminar (3 places) 90.00 0.00 90.00
3307 Royal Mail Group Ltd Remaining Business reply fees Feb / Mar 2014 (Neighbourhood Plan) 6.80 1.36 8.16
3308 Southern Electric Car park lighting Quarter 4 2013/14 16.58 0.82 17.40
3309 Lytchett Matravers Village Hall Payment for electricity used in Parish Office during year ended Mar 14 349.88 0.00 349.88
3310 K Norris Reimbursement of Cllrs expenses incurred (equipment for litter pick on 6/4/14) 108.60 0.00 108.60
3311 Lindsay Carrington Ecological Services Bat survey & report for Club Hall 75.00 15.00 90.00
3312 Dorset County Council Rent of land at Lytchett Matravers Club Hall (annual fee) 15.00 0.00 15.00
3313 Anglebury Press Ltd Printing of Lytchett Link  no 53 261.00 0.00 261.00
3314 Society of Local Council Clerks Annual membership fee of SLCC 147.00 0.00 147.00
3315 Open Spaces Society Annual membership fee – Open Spaces Society 45.00 0.00 45.00
3316 Novatech Ltd 2 x printer cartridges (minus credit note) 36.20 0.00 36.20

It was RESOLVED to approve the above payments. 

 

20. CORRESPONDENCE.

It was reported that an email had been received from the Parochial Church Council asking for clarification on responsibility for tombs in the churchyard. It was noted that all memorials these are not included within the Parish Councils responsibility for maintenance as they are the property (and responsibility) of the families of those who installed them. The email also reported that the wall to the churchyard, near the gate is cracked again.

A letter has been received from the Council’s insurers advising that the [policy renewal documents will be forwarded within the next 2-3 weeks.

 

21.  MATTERS OF INTEREST AND INFORMATION

There was none.

 

The meeting closed at 9:30pm.