Minutes of a MEETING OF LYTCHETT MATRAVERS PARISH COUNCIL

Held on Monday May 15th 2017 at 7:00 in the Methodist Church, Lytchett Matravers.

PRESENT were Cllrs M Colvey, R Carswell, A Cottman A Huggins, K Norris, J Taylor, E Wilson, C Wood, A Bush, and Mrs K. Bradbury (locum Parish Clerk).

Beverley Barker, District Councillor W. Meaden, County Councillor P. Wharf

PUBLIC PARTICIPATION SESSION

  1. A residentwished to alert members of the council to an application by “Wonkey Donk” to Purbeck District Council for an extension of their licence from the current midnight to 2am. PDC has recently changed its rules to allow more of these extended hours for various events/festivals. The deadline for comments is 25th May 2017 but the application has been very poorly publicised and few people are aware of it. She asked the Parish Council to help in informing the public. It was noted that the Parish Council themselves had not been notified of the application and they are statutory consultees in such matters. It was agreed to distribute notices and to make a posting on the website. It was also agreed that the Parish Clerk would write to PDC about the lack of consultation.
  2. Mr A Burke: Representative of the developers of the Chequers Pub site. Mr Burke explained that in naming the development “Chequers Field” he had wanted to retain the link with the Chequers Pub as it had fond childhood memories for him. He was concerned that naming the development after a local benefactor was less appropriate than retaining the link with the well known pub.

District Councillor’s Report

Cllr Meaden presented a written report. The Chairman thanked Cllr Meaden for her work on the Neighbourhood Plan Referendum but expressed the Parish Council’s disappointment that no-one from the Neighbourhood Plan Working Group had been invited to attend the count.. PDC has done very little to help in creating the plan

County Councillor’s Report

The newly elected County Councillor Peter Wharf introduced himself; Cllr Wharf is the Deputy Leader of the County Council. The Conservatives won 32 seats, Liberal–Democrats 10 seats, Green Party 2 seats and Labour 1 seat. Cllr Wharf is keen to get the Parish Clerk, Tim Watton, on to his circulation list for the exchange of useful information. If Councillors have any issues they want to discuss, would they please raise them with Councillor Wharf before the Full Parish Council so that he can address the subject fully briefed

The next meeting of the County Council will be on Thursday 18th May 2017 so there is very little to report. The submission on the Local Government re-organisation has gone to the minister but because of the Easter Recess and now the General Election the decision has been deferred

1. To receive apologies for absence – Cllr P Webb.

2. TO RECEIVE ANY DECLARATIONS OF PECUNIARY INTEREST; AND CONSIDER REQUESTS FOR SPECIAL DISPENSATIONS UNDER SECTION 33 OF THE LOCALISM ACT 2011.

There were none.

3. TO ELECT THE CHAIRMAN OF THE PARISH COUNCIL FOR 2017/2018

Cllr Norris proposed Cllr Colvey. There being no other nominations it was unanimously resolved to elect Cllr Colvey as Chairman of the Parish Council for 2017/2018

4. TO RECEIVE THE CHAIRMAN’S DECLARATION OF ACCEPTANCE OF OFFICE

Having read the declaration Cllr Colvey signed the Declaration of Acceptance of the Office of Chairman in the presence of the Clerk.

5. TO ELECT ELECTION OF VICE-CHAIRMAN FOR 2017/2018

Cllr C. Wood proposed Cllr Bush. There being no other nominations it was unanimously resolved to elect Cllr Bush as Vice-Chairman for 2017/2018.

6. TO RECIVE THE VICE CHAIRMAN’S DECLARATION OF ACCEPTANCE OF OFFICE

Having read the declaration Cllr Bush signed the Declaration of acceptance of Office in the presence of the Clerk.

7. TO RECEIVE AND CONSIDER ANY APPLICATIONS FOR THE CASUAL VACANCY ON THE COUNCIL

The casual vacancy arose from the resignation of Mrs Julia Gracey. There was only one application to consider, received from Mrs Beverley Barker. Mrs Barker was a key member of the Neighbourhood Plan Working Group.

8. TO APPOINT THE SUCCESSFUL CANDIDATE TO THE CASUAL VACANCY

It was unanimously resolved to appoint Mrs Beverley Barker to fill the casual vacancy on the Parish Council. Proposed by Cllr Norris and seconded by Cllr Cottman.

9. TO RECEIVE THE NEW COUNCILLOR’S DECLARATION OF ACCEPTANCE OF OFFICE

Having read the declaration Cllr Barker signed the Declaration of Acceptance of Office in the presence of the Clerk.

10. TO RECVIEVE AND APPROVE THE Minutes of The Full Council Meeting on 24th APRIL 2017.

These were APPROVED as a true record of the meeting and signed by the meeting Chairman

11. TO RECEIVE REPORTS OF PAST SUBJECT MATTERSMATTERS.

i. Minute 14, 21st September 2015 – website updating. At the April Full Council meeting it was agreed that all members would send their personal profiles to Cllr Colvey again. Cllr Colvey reported that only two members (Cllr C. Wood and Cllr A Huggins) had sent in their profiles. Action: Cllr A. Huggins will chase up the members.

ii. Minute 13, 19th September 2016 – replacement of Wareham Rd bus stop adjacent to the primary school. It was noted that Mr A. Shaw has contacted Cllr Wood to apologise for the delay with this work, which he explained was due to “an ongoing infrastructure Officer vacancy and difficulty in identifying funds”. He has advised that funding has now been identified through s106 contributions and DCC Highways has been requested to progress the scheme. They hope to be able to advise the Parish Council of likely timescales in due course. Action: Cllr C. Wood to copy all previous correspondence to County Councillor P. Wharf who has agreed to help.

iii. Minute 20, 17th October 2016 Decommissioning of Telephone Kiosks: Still no news yet on response from BT or the Conservation Officer at PDC.

iv. Minute 11, 16th January 2017 – Deed of Dedication for protection of Old School Green. The Parish Clerk has now received the necessary information from the legal officer at Fields in Trust – who has asked him to complete forms AN1 and BX1 to send to the Land Registry with payment of £40 each and two certified copies of the Deed. The payment to the Land Registry is included in the listing at item 17 of this meeting of the Council.

v. Minute 20, 16th January 2017 – steps in front of the pharmacy premises. Cllr Colvey indicated that he would meet the owner to discuss this matter.

  1. Extraordinary Council Meeting, 27th February 2017, Minute 4, bullet point 1 – PDC adherence to its own processes and guidelines re proposed RES. Following initial informal contact with the relevant officers at PDC by Cllr Webb and Cllr Wood, it has been agreed that Cllr Wood writes formally to PDC to express concern about the degree of fairness of PDC not including such “windfall” housing numbers as this within the Purbeck Local Plan allocation for Lytchett Matravers or taking cognisance of it

vii. Minute 10a bullet 2, 20th March 2017 – Club Hall: Cllr Colvey referred to a letter from Mr. Holden. He explained that a letter had been written to DCC Cllr Finney in pursuit of the Neighbourhood Plan aims to acquire control of a number of village assets, including the land on which the Club Hall stands. Cllr Norris expressed concern that, as the Council’s liaison person with the scouts, he felt this action had put him in a difficult position. It was agreed by all that there was a need to set up a meeting re-establish constructive dialogue with the Scouts on this matter. The intended meeting then took place on 2nd May. At this meeting with the Scouts Chair Phil Vivian, he receive an apology for the Scouts not having had prior sight of the letter to DCC as originally intended but he was given reassurance that their highly developed Youth Hall project is seen as a high priority and will be promoted as such. After the meeting Phil Vivian wrote to scout parents suggesting they vote in favour of the Neighbourhood Plan at the Referendum, not least because of its inclusion of their plan to redevelop the Youth Hall for the Scouts and Guides.

viii. Minute 2, bullet 2, March 20th 2017 – pavement adjacent to 19 & 20 Huntick Estate. At the April Full Council meeting it was reported that PDC Planning Department has not yet responded to a letter sent to them by the Parish Clerk requesting that the developer takes action to make good the damage to the pavement. The Parish Clerk chased this with PDC and has now received advice that it had been referred to DCC Highways to take up with the developer. A response from DCC is now awaited.

12 CHAIRMAN’S ANNOUNCEMENTS

i. The Chairman agreed to write to Mr Fred Drane to thank him for his efforts as County Councillor for the last ten years. They were much appreciated.

ii. The Chairman announced that he had arranged for a small celebration at the Rose and Crown to thank everyone for their work towards the successful referendum on the Neighbourhood Plan.

iii. The Chairman suggested publishing an edition of Lytchett Link to publicise the referendum result and also to publicise the Village Fair which is taking place on 17th June 2017. It was agreed to add a “What Next!” section to show what projects will be flowing out of the Neighbourhood Plan; such as the Village Centre Project.

13 TO RECEIVE REPORTS FROM SUB-COMMITTEES AND WORKING GROUPS

Sports Club Governance Working Group – The report of the meeting held on Thursday 27th April 2017 was circulated. The sports club will not be meeting again unless it becomes necessary. Payment of rent is now up to date.

Neighbourhood Planning Working Group – All members were very pleased with the result of the referendum.

Huntick Cycle Way Working Group – Cllr Huggins had circulated a report to all members.

Village Centre Working Group – The working group has not met but Cllr Huggins and Cllr Carswell circulated a draft proposed timetable for implementing the redevelopment of the village centre facilities.

14 TO RECEIVE THE MINUTES OF TH FOLOWING COMMITEES AND TO NOTE THE DECISIONS MADE:

iv. Environment & Amenities Committee – 8th May 2017:

Mare’s Tail: it was reported that a small patch of mare’s tail has appeared in the bund in front of the Village Hall. Cllr E. Wilson and Cllr R. Carswell have dug out as much as possible and will keep a watch to prevent further spread. It is hoped that the problem has been caught in time.

Lytchett Astro: weeds and scrub are taking hold on the ground adjacent to the Astro pitch and driveway. Refer to the next E&A Committee meeting.

v. Planning Committee – 4th May 2017

Nothing to report.

15 TO APPOINT COUNCIL MEMBER REPRESENTATIVES

Village Hall Committee: Cllr E. Wilson

DAPTC Purbeck Area Committee: Cllr K. Norris and Cllr E. Wilson

Footpath Officer: Cllr J. Taylor

School Liaison: Cllr A. Bush

Youth Organisations – it was decided to split this into two categories

Scouts and other Uniformed Groups: Cllr R. Carswell

Lighthouse and Churches Together: Cllr C. Wood

16 TO APPOINT MEMBERSHIP OF THE COUNCIL COMMITTEES

Membership of committees was agreed as set out below. The Chairman and Vice-Chairman are ex officio members of all Committees.

Environment & Amenities Finance & Policy Planning
E. Wilson K. Norris C. Wood
K. Norris M. Colvey E. Wilson
J. Taylor C. Wood J. Taylor
A. Huggins A. Bush A. Huggins
R. Carswell P.Webb R. Carswell
A. Cottman B. Barker P. Webb
B. Barker A. Cottman

17 to approve the following payments due:-

Inv To Whom For What Net VAT Total
3752 T Watton Clerk’s salary – May (12 equal monthly payments by SO) 849.84 0.00 849.84
3753 DCC LGPS pension contrib May 337.00 0.00 337.00
3754 T Homer Handyman duties, April 233.35 1.68 235.03
3755 Idverde Ltd Cemetery maintenance – April 2017 303.49 60.70 364.19
3756 Idverde Ltd Grass cutting, Southern end of Rec x 3 to April 2017 64.50 12.90 77.40
3757 Borough of Poole Removal of fallen tree over Willow Way FP 99.00 19.80 118.80
3758 S P Mills Clearance of High St car park kerbs, clearance of vegetation from Club Hall car park, supply an fit new gate Church Walk / Cemetery, replace broken tap at allotments. 395.00 0.00 395.00
3759 Lytchett Matravers Methodist Church Hire for meetings Feb- April 2017 325.00 0.00 325.00
3760 Land Registry 2 x £40 fee for Old School Green registration with AN1 and RX1 forms 80.00 0.00 80.00
3761 Information Commissioner Data protection annual registration 35.00 0.00 35.00
3762 Dorset County Council Library additional opening hours – annual charge 1329.00 0.00 1329.00

Council RESOLVED to approve all of the payments listed in minute 17 above.

18. TO CONSIDER A PROPOSAL FROM DEVELOPERS FOR THE NAMING OF THE ROAD SERVING THE DEVELOPMENT ADJACENT TO THE CHEQUERS

After a full discussion the Parish Council resolved on the following actions

The Members had no objection to the name “Chequers” being used but considered “Field” to be inappropriate as the development was situated on the Chequers Pub car park and not a field. Action: Cllr Colvey and Cllr C. Wood would meet with the developers to discuss alternatives e.g. “Place” or “Close”.

To draw up a list of names of residents with strong links to Lytchett Matravers who have done a lot of good work for the village and who should be recognised by being used in the naming of roads, pavilions, playgrounds as appropriate. This list to be available on the website with explanatory notes on the historic significance of the individuals listed.

To get PDC to clarify the new procedure on naming of new developments. It was felt that if the Parish Council had been consulted and included right at the start of the discussion on naming then a lot of frustration could have been avoided. Action: Parish Clerk to contact PDC to clarify the naming procedure.

19. TO CONSIDER A RESOLUTION REQUESTING THE DISTRICT COUNCIL TO COMMIT TO A FURTHER CONSULTATION ON A FULL PREFERED OPTIONS DRAFT LOCAL PLAN AFTER THE FORTHCOMING FORUMS HAVE CONCLUDED THEIR WORK AND PRIOR TO THE PREPARATION OF THE PRE-SUBMISSION PLAN.

it was noted that local groups such as CALM want to hold PDC to their statement to have a further consultation. It was resolved to defer this item until the Full Council meeting in July when the forums have concluded their work.

20. TO RECEIVE AND CONSIDER A REPORT COVERING A REVIEW OF THE COUNCIL’S INSURANCE COVER

The amounts allocated seem reasonable and give adequate cover. It was RESOLVED to accept the revised schedule for insurance cover.

21. TO RECEIVE AND CONSIDER 2016/2017 YEAR END STATEMENTOF EARMARKED RESERVES

Cllr A. Bush stated that he has not yet had the opportunity to circulate the statement. Several members stated that they had difficulty understanding the current layout of the statement and requested a clearer spreadsheet if possible. It was resolved to refer the matter to the next F&P Committee meeting.

22. TO RECEIVE A REPORT FROM Cllr Huggins on ASTRO DRIVEWAY/PARKING PROPOSALS

Cllr A. Huggins had circulated a report to all members. He was commended for producing a very good report on the future development of the site. This fits in well with the DCC stated policy of allowing Parish Councils to acquire land and assets from DCC in order to make improvements. County Councillor P. Wharf requested a copy of the repost. It was noted that the Parish Council needs to have further conversations with DCC to see what help they can give with the project.

23. to receive a report from cllr huggins on recreation ground BALL COURT PROPOSALS

Cllr A. Huggins presented his report which had been circulated to all members. The report was considered to be very good but it needs more work. The plot is close to housing and so would need fencing all around to prevent complaints from neighbours – the costs for this need to be checked. There were questions to be asked about the feasibility of using the area as a tennis court. A tennis court would need extra space over and above the marked out size of the court and there may not be sufficient area available. The sloping nature of the ground was also a drawback. Action: Cllr Huggins to obtain quotes for fencing and to contact Miracle and Wicksteed for guidance on the minimum size for a tennis court.

24. to note any training undertaken by members or the Clerk in the past month

In April the Parish Clerk attended the first day of a four day course run by SLCC to support compilation of evidence towards CiLCA qualification. The Council noted that candidates have been advised that follow-up work required is approximately 200 hours to complete the evidence portfolio and present it in an acceptable format. The second of the four days’ seminar/training takes place in June.

25. To note any decisions and / or action taken by Parish Clerk under “Openness of Local Government Bodies Regulations 2014”, Part 3, Paragraphs 6-10, Record of Decisions and Access to Documents.

  1. Format of the council agendas is being progressively adjusted in line with legislation and/or best practice. This is based on insights gained from the CiLCA training and is necessary in order to facilitate CiLCA compliance and improve meeting efficiency/time management. Changes to meeting agendas include removal of “Matters of Interest and Information”, that agenda items are worded as actions, and that reports prepared for circulation to members for reading in advance of meeting.
  2. In response to risk assessments received so far, Poole Business Services who now maintain the Foxhills Open Space have been booked to fill the potholes near the play area and to provide a quote for replacement of rotten timber step risers on the paths.
  3. Parish Clerk has asked four contractors to quote for removal of the Ash Tree at Library Walk.
  4. In liaison with Cllr Norris, it was decided to hold the £530 grant cheque made payable to CALM whilst that organisation resolves its banking arrangements.

26. CORRESPONDENCE

a. Open Spaces Society: Request for a donation and continued membership was approved.

b. Cllr Peter Webb: Apologies for absence and an update on several ongoing items on the agenda

c. Emma Webb, Senior GIS Officer Purbeck District Council: A request to consider the name “Chequers Field” for the development next to the Chequers Pub.

d Fields in Trust: Invitation to attend the FIT AGM on Tuesday 6th June 2017 and also a copy of the newsletter spring/summer 2017 issue.

27. To note date of next meeting and items for future agendas. The next meeting is due to take place on Monday 19th June 2017. No additional items were requested for the agenda.

The meeting closed at 8.50pm

Annotated by/on …………………………….. Signed by……………………