Minutes of a MEETING OF LYTCHETT MATRAVERS PARISH COUNCIL

Held on Wednesday April 25th 2018 at 7:00 in the Methodist Church, Wareham Road, Lytchett Matravers.

PRESENT were Cllrs M Colvey (Chairman), A Cottman, A Huggins, J Taylor, R Watts (until 8pm), P Webb, C Wood and Mr T Watton (Parish Clerk).

Also present: three members of the public.

PUBLIC PARTICIPATION SESSION

A resident asked whether any members of the public had been in touch with the Council about re-forming of the adult football club in the village. Cllr Webb responded by confirming that he had indeed received some communication on this matter and agreed that it was welcome news. He added that the Sports Club is currently in a state of flux, that a Sports Club committee meeting is due to be held shortly to discuss a number of issues, and that efforts would be made to support this initiative. The resident went on to query the removal of the sockets for the goalposts. Cllr Webb indicated that he would check this out.

Question and answer session with Mr P Bartlett, Project manager, Superfast Dorset Programme.

Mr. Bartlett introduced himself by explaining that he had been involved with the superfast Dorset programme since 2012.

Superfast Broadband provision in Lytchett Matravers

In outlining the impact of the programme within Dorset Bournemouth and Poole he highlighted that it had improved coverage from a starting point of 76% up to a current 96% – which compares favourably with the current UK average of 95%. He explained that of the 1970 premises in the parish, after all the current contracted work is completed all but 121 of these premises will have access to superfast broadband. The 121 properties are served by the 01929 Morden exchange (principally Jenny’s Lane, Eddy Green Road, Peatons Lane, Dolmans Hill, but with some other small groups of houses such as those near Quarr Farm). He went on to explain that there are four superfast broadband cabinets which serve Lytchett Matravers – providing a “fibre-to-cabinet” solution. In response to a question, he explained that BT Openreach are unable to switch premises service from one cabinet to another, and therefore if superfast broadband provision were to be offered to the remaining 121 properties, this would require some other solution – such as a “fibre direct-to-premises” solution. The project team have applied for central government grants to extend coverage. If successful this will achieve superfast coverage of up to 50% of the remaining premises.

Mr Bartlett then went on to summarise three self-help options which may be relevant for the remaining dwellings:

1. Better Broadband subsidy scheme

https://www.dorsetforyou.gov.uk/broadband/better-broadband-scheme

2. Community Broadband Fund

https://www.dorsetforyou.gov.uk/broadband/community-fund

3. Gigabit Voucher Scheme

https://www.dorsetforyou.gov.uk/broadband/gigabitvouchers

Finally he commented that solutions other than provided by BT Openreach would be unlikely to deliver broadband speeds much above 10Mb.

Mobile telephone signal coverage in Lytchett Matravers

Mr Bartlett confirmed that there is currently no offer of government funding to improve mobile telephone infrastructure, and that Local Authorities are not permitted to invest in mobile telephone coverage. In response to a question about whether it would be beneficial to lobby suppliers to install new masts locally, he pointed out that the service providers are for-profit organisations and therefore will make decisions based on the viability (or not) of a commercial case. He expressed a view that it might be worth asking suppliers to undertake a review of provision with a view to installing “small cells”. When questioned about supply performance he expressed a personal view that EE customers seemed to enjoy somewhat better signal coverage throughout the county than customers of the other providers; and this is also reflected locally within Lytchett Matravers. He also explained that it is advantageous to ensure regular upgrading of handsets to the latest model in order to maximise the effects of software updates to get the best performance from the chosen service provider.

In summary, the advice to the Council regarding Broadband provision was to:

  1. Gather data detailing local demand.
  2. Establish a single point of contact within the Council.
  3. Encourage affected residents to explore and consider the self-help options.

And regarding mobile telephone coverage:

  1. Approach the service providers direct to request a local review of provision.
  2. Focus on EE because they seem to be expanding provision faster than the other companies.

District Councillor’s Report

Cllr Meaden’s and Cllr Webb’s joint report is attached at appendix 1 to these minutes. Cllr Webb added to this by drawing attention to the Purbeck District Council Parish and Town Council Liaison meeting scheduled for 26th April 2018 because there was likely to be an important announcement regarding local government reorganisation within Dorset.

County Councillor’s Report

It was noted that a copy of Cllr Wharf‘s report had been circulated to members in advance of the meeting. This is attached at appendix 2 to these minutes.

1. To receive and consider apologies for absence – Cllrs, A Bush, R Carswell, B Barker, K Norris and Dist Cllr Meaden.

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 receive AND RESOLVE to APPROVE THE Minutes of The Full Council Meeting on 28th March 2018. Oneminor typographical correction was noted after which it was RESOLVED to approve these as a true record of the meeting; and they were duly signed by the meeting Chairman.

4. TO RECEIVE and consider REPORTS OF PAST SUBJECT MATTERS.

It was RESOLVED to receive and note the contents of the following report, which had been prepared and circulated in advance of the meeting by the Parish Clerk. The italics below indicates additional comments made by members at the meeting.

  1. Minute 13, 20th November 2017 – to apply to Fields in Trust for protection for the Foxhills Open Space. This is the subject of agenda item 15.
  2. Minute 7, 17th January 2018 – research of grant funding for defibrillator by Cllr Cottman. Cllr Cottman reported that he considered one of the Aster Housing Association properties as a good potential location for a third defibrillator. After brief discussion it was RESOLVED that Cllr Cottman would consider specific properties belonging to Aster Housing Association and then proposal that to them. Action: Cllr Cottman to contact Aster Housing Association accordingly.
  3. Minute 22, 21st February 2018 – Clerk to be provided with the grant request letter from Purbeck Film Festival so he can reply with a copy of the Council’s Grant request process and application form. A response was received from the festival organisers and so the Parish Clerk has now sent them a copy of the Council’s grants process and application form.
  4. Minute 9, 28th March 2018 – Clerk to contact the Council’s insurers to advice of acquisition of telephone box, and the defibrillator which it will eventually contain. Parish Clerk has contacted Zurich Parish & Town Council insurance accordingly.
  5. Minute 13, 28th March 2018 – members to seek public opinion on uses for the redundant telephone kiosk opposite the Rose & Crown PH. This was overlooked at the Annual Parish meeting. Cllr Colvey indicated that he would write to the contact at BT who he spoke to about the box in Wareham Rd to ask if it would be permissible to use the box opposite the Rose & Crown PH for spares and / or to remove it if the Council wished to.
  6. Minute 18, 28th March 2018 – Incidents of antisocial behaviour near the village Library. As resolved, Cllr Norris has contacted the PDC Antisocial Behaviour Officer.An initial response was delayed by their annual leave, but has now been received. Details are still to be discussed with the ABO, so no practical action had yet been taken.

5. CHAIRMAN’S ANNOUNCEMENTS

The Chairman reported that he had been the guest of the Mayor of Upton & Lytchett Minster Town Council at their “Civic Day”. He commented that on that occasion he had spoken to a representative of a Poole-based ornithological group who had assisted Upton & Lytchett Minster Town Council to build an observation deck. He wondered if the same group might be prepared to help Lytchett Matravers Parish Council with a similar type of platform on the land known locally as Huntick Pier.

6. To receive and note the content of the minutes of the Finance & General Purposes Committee meeting on 11th April 2018. It was RESOLVED to receive and note these.

7. TO Consider the following recommendations from F&GP Cttee:

(i) Receipt and approval of 2017-18 year end bank reconciliation. RESOLVED.

(ii) Receipt and approval of 2017-18 year end summary of income. RESOLVED.

and expenditure.

(iii) Receipt and approval of latest valuation of the Council’s investment with Prudential International. RESOLVED.

8. To consider the draft Annual Investment Policy and Strategy for Lytchett Matravers Parish Council – prepared in compliance with the 3rd Edition (effective from 1st April 2018) of the Statutory Guidance on Local Government Investments [ref: section 15(1)(a) of the Local Government Act 2003].

It was RESOLVED to approve this. A copy of the policy & strategy document is attached to these minutes at Appendix 3.

9. To consider Section 1 of the Annual Governance & Accountability Return 2017/18 – the Annual Governance Statement. Each of the questions in section 1 of the Annual Governance & Accountability Return 2017/18 was considered in turn and confirmed that the Council’s relevant procedures and practices are compliant. It was therefore RESOLVED to authorise the Chairman and Parish Clerk / RFO to sign this section of the Annual Return accordingly.

10. To consider the use and security of Jubilee Walk. Brief discussion endorsed the view that the condition and security of the fences either side of Jubilee Walk are matters for the landowner of the fields; and also of relevance to the Rights Of Way department at Dorset County Council. Consequently the Parish Clerk was asked to contact the Dorset County Council Rights Of Way department to take this matter up with the relevant landowner(s). Action: Parish Clerk to contact Dorset County Council Rights of Way department accordingly.

11. To receive and consider a report listing and reviewing the areas of public open space within the Lytchett Matravers Parish. It was RESOLVED to receive this. Carried forward for consideration at the next F&GP Cttee meeting.

12. To consider annual renewal of Parish Clerk’s membership of SLCC (£177.00). It was RESOLVED to approve this.

13. To consider renewal of annual subscription to the Open Spaces Society (£45). It was RESOLVED to approve this.

14. To consider a proposal to seek a contractor to clear fly tipped rubbish in the Foxhills Open Space stream area. After brief discussion it was agreed to ask the Parish Clerk to identify a range of contractors who would be willing to take on this task and to ascertain the cost of the job. Action: Parish Clerk to make enquiries accordingly.

15. To receive and consider a report of a meeting with Mr T Housden of Fields in Trust regarding amendment to the FIT deed of dedication for the Recreation Ground, and a possible deed of dedication for the Foxhills Open Space. It was RESOLVED to receive this. Carried forward for consideration at the next F&GP Cttee meeting.

15. To resolve to approve the following payments due:

Inv To Whom For What Net VAT Total
3906 T Watton Clerk’s salary – April (12 equal monthly payments by SO) 867.46 0.00 867.46
3907 T Watton Reimbursement of office expenses incurred 65.58 2.08 67.66
3908 DCC LGPS pension contrib April 343.64 0.00 343.64
3909 HMRC PAYE and ENI 2017-18 quarter 4 898.79 0.00 898.79
3910 T Homer Handyman duties, March 2018 202.50 0.00 202.50
3911 Idverde Ltd Cemetery maintenance – March 2018 303.49 60.70 364.19
3912 Dorset County Council Annual rental of land for Club Hall 15.00 0.00 15.00
3913 DAPTC Seminar – new external audit regime 30.00 0.00 30.00
3914 DAPTC DAPTC annual conference 70.00 0.00 70.00
3915 Open Spaces Society Annual subscription renewal 45.00 0.00 45.00
3916 SLCC Annual renewal of Clerk’s membership of SLCC and ALCC 177.00 0.00 177.00

It was RESOLVED to approve all of the above payments.

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

The Parish Clerk attended the Annual DAPTC Conference.

17. 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.

There were none.

18. CORRESPONDENCE

The Parish Clerk reported on a letter which had been received from Idverde Ltd regarding their contract with the Lytchett Matravers Sports Club for the grass cutting of the sports field playing area of the recreation ground. The letter stated that the company were no longer willing to continue cutting the grass for the Sports Club, and therefore they would need to increase the charge to the Parish Council for the cutting of the grass on the southern part of recreation ground – which is normally cut at the same time as the sports playing area. In the light of this, the Parish Clerk proposed that he asks Idverde Ltd to enter into a new temporary arrangement with the Council that they cut the grass on the whole of the recreation ground until alternative arrangements can be put in place. It was RESOLVED to authorise the Parish Clerk to make these alternative arrangements with the contractor with immediate effect.

The Parish Clerk reported on a letter received from Scottish & Southern Electricity regarding phase two of the street lighting project which began in 2008. It is understood that the utility company has sent a communication of all addresses which will be affected by this phase of the project.

The Parish Clerk reported that he had received a communication from the National Association of Local Councils (NALC) regarding a national agreement on Parish & Town clerks’ salaries with effect from 1st April 2018. The details of this proposed increase in salary will be included in an agenda item on the next Finance and General Purposes Committee meeting.

The Chairman reported on some communication from a local resident who had provided him with a copy of a group photograph of a former Lytchett Matravers Parish Council. He intends to scan this and send it to the council’s webmaster for inclusion on the website. He will also send a copy to the Dorset History Centre.

19. To note date of next meeting and items for future agendas.

The next Full Council meeting is to be held in the Blanchard Room of the Village Hall on Wednesday 23rd May at 7pm.

Issues for consideration at subsequent meetings:

· To consider a proposal to demolish and remove the bus shelter at Lime Kiln Road opposite the war memorial.

The meeting closed at 9:18pm

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