FINANCE AND POLICY COMMITTEE MEETING

Lytchett Matravers Parish Council

MINUTES of the Meeting held on 7th December 2015 in the Methodist Church, Wareham Rd, Lytchett Matravers at 7:00 p.m.

PRESENT: Cllrs K Norris (committee chairman), A Bush, M Colvey, P Webb, C Wood and the Parish Clerk (Mr T Watton).

1. APOLOGIES. There were none.

2. PUBLIC PARTICIPATION

There was none.

3. Declarations of Pecuniary Interest; and consideration of requests for Special Dispensations under Section 33 of the Localism Act 2011.

There was none.

4. MINUTES OF THE MEETING on 12th October 2015 were ACCEPTED as a true record.

5. MATTERS ARISING

Minute 12, 6th June 2011. Security of council papers & records. It was noted that one Council minute book is still with Cllr Bush, who is currently making an electronic copy. Carried forward.

Minute 12, 15th April 2015 – establishment of pension for Parish Clerk. It was agreed to DISCHARGE this item from this Committee as it will be the subject of a recommendation direct to Full Council by Cllr Norris and the Parish Clerk.

Minute 10, 8th June 2015 – The Parish Clerk reported that the new noticeboard has now been delivered and is being stored in the Parish Office ready for installation by the Village Handyman in the new year.

6. Receipt of 2015/16 bank reconciliation and accounts to date.

The Chairman referred to the bank reconciliation and accounts update to date which had been circulated by the Parish Clerk to all members prior to this meeting. A copy is attached at Appendix 1 to these minutes. It was resolved to RECOMMEND acceptance of the Bank Reconciliation and Accounts to date.

7. Consideration of proposed budget and precept for 2016/17

Noting the effective of the Council Tax Support Grant being reduced to 25% of its original value this year, as well as some increase in costs of contractors, it was recognised that an increase of nearly 3% in the precept is needed merely to keep service provision and standards as at present. Some discussion took place regarding how long the budget line to recoup the cost of the Skate Park is needed. It was accepted that this budget line may now be used for other urgent capital projects from 2016/17 – thereby avoiding the need for any additional increase in the precept. It was therefore agreed to the PROPOSAL as detailed in Appendix 2 to these minutes.

Some related discussion took place regarding the project to address the tree overgrowth from Dyetts Wood over the Allotments. Cllr Colvey referred to three quotations for thjs work. He is awaiting a response from the owner of the Wood regarding his intentions concerning this problem. An application for the tree works has not yet been submitted to the tree Officer at PDC.

8. Consideration of grant request from Life Education Dorset (email to all members 20th Oct 2015)

After a brief discussion is was agreed to RECOMMEND a grant payment of the equivalent of two days of the funding shortfall identified in the covering letter from life Education Dorset – i.e. £630 – to come from the Youth Grants element of the Grants budget.

9. Consideration of grant request from Lytchett Matravers Village Fayre.

As a result of the discussion it was agreed to RECOMMEND a grant payment of £750 towards the 2016 Village Fayre. This was accompanied by a suggestion that the Village Fayre Committee discuss with the Village Hall Committee options to reduce the cost of the Village Hall for the day – for example, by offering the Village hall Committee the opportunity to raise funds on the day by providing catering for the event.

10. Consideration of approval for fee for application for change of use of High St car park, plus related expenses (OS Map charges, etc).

A cheque for £380 for the fee was prepared and signed at the meeting, and Cllr Webb agreed to take it in to PDC. However it was wondered if the application itself had by now been submitted and if so, whether Cllr Bevan could let Cllr Webb know the application reference number for the payment and application to be associated together. Action: Parish Clerk to contact Cllr Bevan accordingly.

9. FINANCE AND POLICY RELATED CORRESPONDENCE

There was none.

10. MATTERS OF INTEREST AND INFORMATION RELATED TO FINANCE AND POLICY

There was none.

There being no further business, the Chairman closed the meeting at 21:00

Annotated by/on …………………………. Approved by/on ………………………