Minutes of the extraordinary meeting of the LYTCHETT MATRAVERS PARISH COUNCIL

Wednesday 12th August 2020 at 7:00 online.

PRESENT were A Bush (Chairman), M Attridge, B Barker (joined the meeting at 19:45), R Carswell, M Colvey, A Huggins, K Morgan, P Webb (left the meeting at 20:00) and Mr T Watton (Parish Clerk).

Also present: no members of the public were present.

PUBLIC PARTICIPATION SESSION

There was none.

To receive and consider apologies for absence.

Apologies were received from Cllrs Cottman and Wonnacott. Cllr Barker had indicated that she may not be able to join the meeting from the beginning.

To elect a Chairperson of the Finance & General Purposes Committee, and to receive the relevant acceptance of office. Cllr Attridge was nominated by Cllr Huggins and the nomination seconded by Cllr Carswell. There being no other nominees, Cllr Attridge was duly ELECTED Chairman of the Finance & General Purposes Committee.

To receive any declarations of interest, and consider any requests for Special Dispensations under Section 33 of the Localism Act 2011.

There were none.

To receive and approve minutes of the Finance & Gen Purposes Committee meeting held on 8th July 2020. The minutes were ACCEPTED as a true record and forwarded to the meeting chair to sign and return.

To receive and consider reports of past subject matters on the minutes of the Finance & General Purposes Committee (for purposes of report only).

i. F&GP Cttee, 12th June 2019, Minute 20 Role of Parish & Town Councils in the planning consultation process – Now being dealt with through Full Council. See minute 14, 22July 2020. DISCHARGED. It was noted that Cllrs Bush and Morgan would meet to develop a detailed proposal.

ii. F&GP Cttee 11 Mar 2020, Minute 9. Clerk to obtain quotes for clearance of Jubilee Walk to a width of 2 metres. (See F&GP Minutes for draft spec) The members decided at the July meeting that in view of the lifting of many elements of lockdown, it may now be appropriate to arrange for Paul Kitchen, DC Rights of Way Ranger, to undertake the planning assessment. Cllr Huggins indicated that he would take a lead on this and would begin by walking the path himself to do an initial evaluation. He reported that he had since been in touch with Mr Kitchen and had suggested a range of possible dates.

iii. F&GP Cttee Planning application responses sent to the DC Planning Team:

Planning application 6/2019/0455 Treetops, Flowers Drove, Lytchett Matravers, Poole, BH16 6BX. Single storey side extensions. Erect detached carport with office above. DC planning portal shows that this application has still not yet been determined.

Planning application 6/2019/0530 Lewis Wyatt (Construction) Limited. Land off Flowers Drove, Lytchett Matravers. Change of use of land to Suitable Alternative Natural Greenspace (SANG) & associated car park. DC planning portal shows that this application has still not yet been determined.

Planning application 6/2019/0585 Bracken Developments Limited. Former Royal British Legion Club, Wimborne Road, Lytchett Matravers, Poole, BH16 6HQ. Erection of 9 dwellings with car parking and landscaping. Members were concerned to note that theDC planning portal shows that this application has now been approved.

It was understood that there is little scope for further challenges or the possibility of overturning the decisions which have now been made. DISCHARGED

Planning application 6/2020/0204 Oak Ridge, Flowers Drove, Lytchett Matravers, BH16 6BX. Alterations to existing dwelling and sever land to form new dwelling and garage at rear.DC planning portal shows that this application has now been approved.

Planning application 6/2020/0213 Selbys Yard, Huntick Road, Lytchett Matravers, Poole, BH16 6BB. Change of use of site to light industrial (use class B1), general industrial (use class B2) and storage and distribution (use class B8). Erect 15 industrial and storage units and a ‘welfare unit’ to serve the site. DC planning portal shows that this application has not yet been determined. Cllr Webb wondered whether some follow-up to DC Planning might be appropriate to emphasise the Council’s previously made objection. Cllr Morgan indicated that he would draft something on the aesthetic qualities of the proposed units for Council consideration for further submission.

Planning application 6/2020/0242 Lyndale, Middle Road, Lytchett Matravers, Poole, BH16 6HJ. Replacement dwelling & garden works to form a terrace. DC planning portal shows that this application has now been approved.

Planning application 6/2020/0258 Southern Electric Power Distribution Plc. Caroline Cottage, Prospect Road, Lytchett Matravers, Poole, BH16 6ED. Overhead line from existing pole 1 to existing pole 2 serves 1 connection. Proposed to now serve 2 customers. DC planning portal shows that this application has now been approved.

Planning application 6/2020/0159 The Cottage, Loop Farm Road, Lytchett Matravers, BH16 6B. Erect a first floor extension with an increased roof height & new rooflights & internal alterations. Form 2 new parking spaces with stepped access to dwelling. DC planning portal shows that this application has still not yet been determined.

Planning application 6/2020/0250 12 Foxhills Crescent, Lytchett Matravers, Poole, BH16 6BE. Proposed loft conversion with front & rear dormer to form accommodation. DC planning portal shows that this application has now been withdrawn.

Planning application 6/2020/0292. Land at New Park Farm, Dolmans Hill, Lytchett Matravers, BH16 6HP. Erect temporary agricultural workers dwelling. DC planning portal shows that this application has not yet been determined.

Planning application 6/2020/0291 Fair View, Eldons Drove, Lytchett Matravers, Poole, BH16 6HH. Raise part of roof, proposed rear extension at upper ground floor level, rear terrace and external remodelling. New brick & timber boundary walls & new front electric gates. DC planning portal shows that this application has not yet been determined.

Planning application 6/2020/0263 St Marys Church, Colehill Road, Lytchett Matravers, Poole, BH16 6BS. Erect three lamp posts in church car park. DC planning portal shows that this application has not yet been determined.

Planning application 6/2020/0314 164 Wareham Road, Lytchett Matravers, Poole, BH16 6DT. Sever plot and erect a detached two storey dwelling with associated access, parking, landscaping and amenity space. DC planning portal shows that this application has not yet been determined.

Planning application 6/2020/0303. New Park Farm, Dolmans Hill, Lytchett Matravers, BH16 6HP. Erect agricultural barn. DC planning portal shows no status against this application, however a call to DC planning on 10th August has confirmed that it has not yet been determined. DC Planning also advised that there is an intermittent fault with the status indicator on the Planning Portal which has been reported to their IT team.

To receive and note the latest 2020-21 bank reconciliation (for purposes of report only).

A copy of the bank reconciliation is attached at Appendix 1 to these minutes. Members had also been sent copies of the relevant bank statements. It was RESOLVED to accept and approve this reconciliation.

To receive and consider a report covering 2020-21 council income and expenditure (for purposes of report only).

The reports were circulated to all members by the Parish Clerk. It was RESOLVED to accept and approve these. The income and expenditure report is included in Appendix 1 to these minutes.

To consider recommendations from the Village Centre Working Group regarding tenders for four elements of work:

a) Works to extend south side of car park.

b) Works to install SW drainage from the car park.

c) Works to form new, plus adapt existing, accesses to High Street.

d) Works to realign east side path, plus charging points.

Reference was made to a report on these matters prepared by Cllr Carswell and circulated to all members in advance of this meeting. A copy of this report is associated at Appendix 2 to these minutes. After some discussion it was unanimously RESOLVED to appoint contractors as follows:

Phase 1 – Gould Groundworks

Phase 2 – Fletchamore (Poole) Ltd

Phase 3 – Fletchamore (Poole) Ltd

Phase 4 – Fletchamore (Poole) Ltd

To consider a proposal from Mr P Storey, Morrish Homes, for the naming of the roads on the Huntick Rd development (see email of 20th July).

Members were puzzled by the developers had suggested three different names for what is in effect one short road with cul-de-sac branches. The significance of the suggested names was also not known. Reference was made to history of the site, which includes a pond which was used as a source of water to top-up traction engines. Reflecting on the local history, the council’s preference was “Rosalia”; and to then add “Pond” and “Heath” if the developers are determined to have three separate names. Action: Parish Clerk to reply to the developers accordingly.

To consider holding a litter picking event in September; and the arrangements required to undertake this safely during the current pandemic.

It was observed that assembly for the previous litter pick (prior to Coronavirus lockdown) was somewhat challenging due to a congested area as a result of a clash with football training at the recreation ground. Consequently it was suggested that (a) it is held on a Sunday rather than a Saturday and (b) it is worth considering pre-allocating volunteers into separate groups, possibly even pre-registering and undertaking the required safety brief in advance, and then assembling the groups in different locations around the village. The logistics of this latter suggestion, particularly in relation to equipment supply, were questioned. It was agreed that there was a need to develop a detailed process and to update the Risk Assessment in the light of coronavirus and the other suggested changes. A date of 13th September was agreed for the event, but to leave the date “flexible” in the reference to it in the Parish Magazine. The following actions were also agreed:

(i) Confirm with DWP that they are able to pick up the proceeds of the litter pick – Parish Clerk.

(ii) Purchase a supply of nitrile gloves for issue to all collectors (PPE) – Parish Clerk.

(iii) Check with DC Highways the legalities of roadside verge litter picking – Parish Clerk.

(iv) If (iii) is permissible, then to order Highways safety / warning signs – Parish Clerk.

(v) Speak to Keith Norris – Cllr Colvey.

(vi) Add to the August Full Council Agenda for an update – Parish Clerk.

To consider planning application 6/2020/0255 Lord Rockley, Lytchett Heath Polo Club, Lytchett Heath Farm, Huntick Road, Lytchett Matravers, Poole, BH16 6AE. Erect a single storey pavilion adjacent to an all weather polo arena. NO OBJECTION

To consider planning application 6/2020/0037 27 Landers Reach, Lytchett Matravers, Poole, BH16 6NB. Erect a single storey rear extension & a 2 storey side extension. NO OBJECTION

To consider planning application 6/2020/0341 Kit Robins, Jennys Lane, Lytchett Matravers, Poole, BH16 6BP. Erect a detached garage NO OBJECTION

To receive a report from the Parish Clerk on the condition of allotment plots.

It was RESOLVED to receive and note the content of the report, which was circulated to members in advance of this meeting.

To consideR items for an article in the next Parish Magazine.

It was agreed that apart from reference to the forthcoming litter pick event, the article should be dedicated to the car park works – by outlining what is due to happen and explaining the benefits. It should also include an illustration. Cllr Morgan offered to prepare a drawing and list the salient facts to forward to Cllr Barker.

Correspondence (for purposes of report only).

There was none.

The meeting closed at 20:51

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

Extraordinary meeting FullMinutes 200812 Appendix1 (Bank rec and budget reports to 6 Aug 2020).pdf
Extraordinary meeting FullMinutes 200812 Appendix 2 (VCWG Report – 2020 August).pdf

Extraordinary Full Council minutes 12 August 2020