Minutes of the FINANCE AND GENERAL PURPOSES COMMITTEE
Meeting held on Wednesday October 11th 2023, at 7.00 p.m. in the Blanchard Room, Village Hall
PRESENT: Cllr M Attridge (Committee Chair), R Aspray, B Barker, A Bush, A Huggins, H Khanna, K Korenevsky, P Webb and Mr T Watton (Parish Clerk).
There were no members of the public in attendance.
PUBLIC PARTICIPATION:
1. Apologies: Cllrs V Abbott and K Morgan.
2. Declarations of Pecuniary Interest – and consideration of requests for Special Dispensations under Section 33 of the Localism Act 2011.
There were none.
3. To receive and approve minutes of the Finance & Gen Purposes Committee meeting held on 13th September 2023.
These minutes were accepted as a true record of the meeting and were duly signed by the Committee Chairman.
4. To receive and consider reports of past subject matters.
The following matters were included in the Clerk’s report of past subject matters. [nb: comments made or decisions taken at the meeting are shown in italics]
i. F&GP Cttee 9th Nov 2022, Minute 19 – approach independent arboriculturalists for quotes for independent general survey of the health / stability of trees on Council owned land. At the Sept 2023 Full Council meeting the quotes obtained for the survey were considered. A contractor was selected, subject to confirmation that the tagging of individual trees was included within their quote. However, the contractor subsequently responded to say that they don’t use tags. As a result, and in consultation with the Council Chair and Vice Chair, Mr Baxter (the other supplier who had quoted for the survey) was selected. The Clerk has contacted Mr Baxter to undertake the work, and he has responded to confirm that this will take approximately 1 week – commencing on 20th Oct. DISCHARGED
ii. F&GP Cttee 14 June 2023, Minute 23 – Clerk to contact Mr Selby to request him to cut the War Memorial hedge on a regular basis. Mr Selby has been approached about this. This request has been made by phone, and Mr Selby has confirmed his willingness to do this. He will next cut the hedge a few days prior to the Remembrance Sunday. DISCHARGED
iii. F&GP Cttee, 13 Sept 2023, Minute 14 – residents’ request to reinstate bench on Middle Rd near the junction with Old Pound Close. (a) Cllr Huggins to obtain up to date prices from the usual supplier of the “house style” benches. The current prices have been confirmed. (b) Cllr Bush to investigate the viability of installing a bench in this location. Cllr Bush has visited the site and identified a suitable location. (c) Parish Clerk to contact the resident concerned to ascertain the size / nature of the donation they have in mind. Two residents have between them offered a total donation of £175 towards purchase and installation. DISCHARGED
iv. F&GP Cttee, 13 Sept 2023, Minute 15 – To arrange for a hyperlink to be added to the LMPC website linking to a website which provides a map showing relative strengths of mobile phone signal throughout Lytchett Matravers. Cllr Huggins has arranged for this to be done. DISCHARGE
v. F&GP Cttee, 13 Sept 2023, Minute 17 – Poster advertising a public meeting to discuss a possible community event in 2024. This was forwarded to Mark Gracey with a request to publish it on the LMPC website.
vi. F&GP Cttee, 13 Sept 2023, Minute 17 Contact VH booking secretary to request and agreed alternative date for November Full Council meeting, to accommodate Clerk availability. The VH Bookings Secretary was contacted accordingly and the booking for the Blanchard Room for the revised meeting date of 29th November for Full Council meeting has been agreed and set up. DISCHARGED
vii. Planning applications (21 applications listed of which 3 are now shown as granted or allowed – therefore 19 remain outstanding awaiting LPA or Inspectorate decisions)
Planning application 6/2021/0282 Land east of Wareham Road Lytchett Matravers. Phased residential development of site for 95 dwellings, new vehicular and pedestrian access onto Wareham Road and other associated works including landscaping and open space.DC planning portal shows that this application has still not yet been determined.
Planning application P/FUL/2021/02674 Cuckoo Hill Deans Drove Lytchett Matravers Dorset BH16 6EQ. New dwelling with associated access and parking.
Planning application P/FUL/2021/02738 Land Adjacent 68 The Spinney Lytchett Matravers Dorset BH16 6AS. Erect 1 No 2 bed house with parking. DC planning portal shows that this application has still not yet been determined.
Planning application 6/2021/0365 Caroline Cottage Prospect Road Lytchett Matravers Poole BH16 6ED – Revised. Alteration to listed building to install a new wood burner and new chimney pot. DC planning portal shows that this application has still not yet been determined.
Planning application P/FUL/2022/01066 Land Adj, Clouds Hill Burbidge Close Lytchett Matravers Poole Dorset. Sever land and erect 3 bed chalet bungalow with associated parking. DC planning portal shows that this application has still not yet been determined.
Planning application P/FUL/2022/01095 Land at Blaneys Corner To the east of Wareham Road and south of Wimborne Road. Lytchett Matravers. Erect 25 dwellings (C3 use class), new vehicular and pedestrian access onto Wimborne Road and other associated works including landscaping and open space. DC planning portal shows that this application has still not yet been determined.
Planning application P/VOC/2022/01291 164 Wareham Road Lytchett Matravers Poole BH16 6DT. Variation of Condition 2 & 5 of planning approval 6/2020/0314 (sever plot and erect a detached two storey dwelling with associated access, parking, landscaping and amenity space) to agree to the new building location 700mm further forwards towards the highway and the new foul water drainage connection. DC planning portal shows that this application has still not yet been determined.
Planning application P/CLE/2022/02881 (Cert of Lawfulness) Valley Farm Middle Road Lytchett Matravers Poole BH16 6HJ. The erection without planning permission of 3 storage/workshop buildings, an agricultural building, a music studio and a toilet block in the positions shown on the attached site plan. DC planning portal shows that this application has still not yet been determined.
Planning application P/CLE/2022/02911 (Cert of Lawfulness) Valley Farm Middle Road Lytchett Matravers Poole BH16 6HJ. A mixed use comprising the fabrication and repair of horsedrawn vehicles (caravans, carts and wagons); the display and sale of bric-a-brac and collectables; open storage of assorted items including vehicles and portakabins; hobby farming and music festivals within the areas identified on the attached use plan. DC planning portal shows that this application has still not yet been determined.
Planning application P/FUL/2022/05152 15 Dillons Gardens Lytchett Matravers Dorset BH16 6DW Demolish existing dwelling and erect 6no 4-bedroom detached houses with associated parking and access. DC planning portal shows that this application has still not yet been determined.
Planning application P/CLE/2023/00412 Beaconfield Middle Road Lytchett Matravers BH16 6HJ. The use of six units of accommodation as permanent dwellings at Beaconfield. DC planning portal shows that this application has still not yet been determined.
Appeal to the Planning Inspectorate against the refusal of P/CLP/2022/05533 Glenwoods Poole Road Lytchett Matravers Dorset BH21 3RP. Certificate of Lawfulness for the proposed enlargement of the dwellinghouse consisting of a side extension. [Appeal ref APP/D1265/X/23/3314683]. DC planning portal shows that this appeal has been ALLOWED.
Planning application (amended plans and/or additional information) P/FUL/2022/05152 15 Dillons Gardens Lytchett Matravers Dorset BH16 6DW. Demolish existing dwelling and erect 6no 4-bedroom detached houses with associated parking. DC planning portal shows that this application has still not yet been determined.
Planning Application P/HOU/2023/01729 Larks Rise Dolmans Hill Lytchett Matravers BH16 6HP. Extension to Bedroom 1 and Garden Room.DC planning portal shows that this application has still not yet been determined.
Planning application P/HOU/2023/02397 6 Hann Gardens Lytchett Matravers BH16 6FD. Erect front extension to garage and second floor added. DC planning portal shows that this application has now been granted.
Planning application P/FUL/2023/02603 36 Glebe Road Lytchett Matravers Poole BH16 6EH. Erect 5 bedroom detached house with associated garage and parking. DC planning portal shows that this application has still not yet been determined.
Appeal to the Planning Inspectorate re: 6/2021/0376 (planning appeal) 27 Huntick Estate Lytchett Matravers Dorset BH16 6EB. Sever land and erect a detached dwelling with parking. [Appeal reference: APP/D1265/W/23/3316590]. DC planning portal shows that this appeal has still not yet been determined.
Planning application P/HOU/2023/04414 Willowbank Eldons Drove Lytchett Matravers BH16 6HH. Retain air source heat pump on the north west elevation. DC planning portal shows that this application has not yet been determined.
Planning application P/PAAC/2023/04617 Land off Eddy Green Road Lytchett Matravers BH16 6HL. Convert existing agricultural barn to a 2no bedroom residential dwelling. DC planning portal shows that this application for prior approval has been granted.
Planning application P/HOU/2023/04381 Monks Hill Flowers Drove Lytchett Matravers Poole BH16 6BX. Erect a single storey extension and form pitched roof to existing garage. DC planning portal shows that this application has still not yet been determined.
Planning Application P/FUL/2023/04751 Goresmead Cottage Foxhills Road Lytchett Matravers BH16 6BD. Erection of stable block with hard surfaced apron and track from existing parking & turning area. DC planning portal shows that this application has not yet been determined.
Planning Application P/HOU/2023/04489 8 Old Chapel Drive, Lytchett Matravers BH16 6HA Erect garage, (demolish existing). Construct new rear terrace. DC planning portal shows that this application has not yet been determined.
Planning application P/HOU/2023/04978 Sonora Flowers Drove Lytchett Matravers BH16 6BX. Remove rear conservatory and erect single storey extension. Erection two storey front extension. Extend and add balcony to existing dormer window at rear and add dormer window with balcony on North Elevation. DC planning portal shows that this application has not yet been determined.
5. To receive and note the 2023-24 year to date bank reconciliation (for purposes of report only).
A copy of the bank reconciliation was made available to all members ahead of the meeting, and is attached at Appendix 1 to these minutes. It was RESOLVED to accept and approve this reconciliation.
6. To receive and consider a report covering 2023-24 Council income and expenditure (for purposes of report only).
The report was made available to all members by the Parish Clerk. It was RESOLVED to accept and approve this. The income and expenditure report is included in Appendix 1 to these minutes.
7. To receive and consider a report on the current uptake, waiting list and upkeep of the allotments (for purposes of report only).
The Parish Clerk had made a report available to all members ahead of this meeting as follows:
Waiting list There has been one further new joiner to the waiting list since the last report. This makes a total of six, plus one long term existing tenant interested in the plot next to his existing one (if it ever becomes available).
Vacancies.
One plot became vacant during the month and was re-let within 2 days to the next person on the waiting list.
The evicted tenants (2 plots, as proposed last month) have asked for an extension until the end of October to clear the plots. This has been granted.
Two further tenants had been given notice that the Council is to take their plots back within the next month for re-letting (also as proposed action included on last month’s report). At the F&GP Cttee meeting on 11th October it was further reported that one of these two tenants had appealed this decision, and the details were discussed with Cllr Attridge. As a result this plot holder has been granted one further chance. Therefore by the end of October there should be three vacant plots available.
Condition of plots. Two further plots are showing clear signs of neglect. The tenants have been written to with a warning that they are in breach of the tenancy agreement and asking them for their plans to bring them back into productive use – or that the Council will consider ceasing the tenancies and offer them for re-let.
8. To RESOLVE to request Santander Bank to remove Mr T Watton from the Council’s bank mandate with effect from the end of October 2023.
It was RESOLVED to approve this.
9. To RESOLVE to request HSBC Bank to remove Mr T Watton from the Council’s bank mandate with effect from the end of October 2023 by RESOLVING that:
9.1 That bank account or accounts be continued and the Bank is authorised to act on any instructions provided that they have been given by those persons names in the Specimen Signatures section (or authorised by such persons in accordance with the applicable authorisation requirement(s)) as follows: Any two listed persons together. [The persons listed on the mandate are Cllrs A Bush, P Webb, M Attridge, and A Huggins]. The “Primary user” is to be Cllr A Bush.
9.2 That any debt incurred to the Bank under this mandate shall, in the absence of written agreement by the Bank to the contrary, be repayable on demand.
9.3 That the Clerk of the Council is authorised to supply the Bank, as and when necessary, with lists of all persons who are authorised to give instructions on behalf of the Council, and that the Bank may rely upon such lists.
9.4 That the Council accepts the account(s) and banking relationship with the Bank will be governed by and subject to the Business Banking Terms and Conditions (a copy of which has been provided) as amended from time to time, together with any terms and conditions in respect of specific products and services requested by the Council.
9.5 That these resolutions be communicated to the Bank and remain in force until cancelled by notice in writing to the Bank, signed by the Chairperson or Clerk to the Council from time to time acting or claiming to act on behalf of the Council and the Bank shall be entitled to act on such notice whether the resolutions have been validly cancelled or not.
It was RESOLVED to approve all of the above.
10. To RESOLVE to request Lloyds Bank to remove Mr T Watton from the Council’s bank mandate with effect from the end of October 2023, and for the “primary business contact” to be Cllr Andrew Huggins.
It was proposed, and accepted, to clarify that the appointment of Cllr Huggins to be the “primary business contact” is on a temporary basis until a replacement substantive Clerk / RFO is appointed.
It was RESOLVED to approve the above.
11. To RESOLVE to request Unity Trust Bank to remove Mr T Watton from the Council’s bank mandate with effect from the end of October 2023, and for the “key contact” to be Cllr Andrew Huggins.
It was proposed, and accepted, to clarify that the appointment of Cllr Huggins to be the “key contact” is on a temporary basis until a replacement substantive Clerk / RFO is appointed.
It was RESOLVED to approve the above.
12. To consider a proposal to order bark chips for rocket park winter flooring.
It was RESOLVED to RECOMMEND this to Full Council – for an order of a suitable quantity to be delivered during November.
13. To consider the offer of a local resident to contribute £100 towards the cost of reinstating the bench in Middle Road.
It was noted that a second resident has also offered a contribution of £75 toward the cost of this bench. It was also noted that the quoted cost of the bench is £448 including delivery (excluding VAT). It was RESOLVED to RECOMMEND to Full Council that this goes ahead.
14. To review and consider the action plan and recommendations for maintenance works at St Marys Churchyard and cemetery, and Row Park Cemetery; and to recommend to Full Council the plan and necessary estimated expenditures for these works.
This draft plan was made available to all members of the Council ahead of the meeting. During discussion of it a number of points were put forward and have been included in the updated copy associated at Appendix 2 to these minutes.
15. To note the work so far in preparation towards a budget proposal for 2024/25.
A copy of this initial work was made available to all members ahead of the meeting. Its contents were noted. The Clerk indicated that he would update actual receipts and expenditures per budget subhead for October, and would also include forecast expenditures for all subheads for Nov-March ready for a further discussion at the November F&GP Cttee meeting. He emphasised that the purpose of this document is to provide a set of base data, which is intended to help the Council make decisions on appropriate budget allocations per subhead for 2024/25.
16. To consider setting up a Dorset Council Nexus account.
It was clarified that this is essentially an invoicing system operated by Dorset Council, and the benefits of the Parish Council having an account is to access and book training offered by Dorset Council. Particular interest was expressed in booking Safeguarding and DBS in connection with the planned activity / use of the Youth Hall. The Parish Clerk indicated that he would contact the appropriate department at DC to request that an account is set up. Action: Parish Clerk to contact Dorset Council accordingly.
17. To consider the quotes obtained for minor carpentry and plumbing work to Lytchett Matravers Youth Hall.
Cllr Barker reported that one quote had been obtained from a local contractor and a second had been promised but not yet received. It was noted that the cost of these works will be met from the £15K which had already been pre-authorised by Full Council. It is therefore anticipated that once the second quote has been received a decision will be made to go ahead without further formal reference back to the Council before proceeding.
18. To consider items for an article in the next Parish Magazine.
The following matters were considered and agreed for inclusion:
· Village Environment Working Group update.
· Wessex Internet update – including installation of comms box adjacent to the Sports Pavilion.
· Litter pick 5th Nov.
· Arrangements for Remembrance Day.
· Revised date of November Full Council meeting.
19. To note correspondence received.
· Cllr Huggins reported that the Woodland Trust had been in touch to advise that the next batch of whips will arrive in November – for planting along the Dog Exercise Area hedge line.
· Cllr Barker referred to an email from the organiser of the LM Flower & Produce show. This which advised of a donation from the show proceeds of £100 towards equipping the Youth Hall. The Council’s thanks were expressed; and the Clerk was asked to send a letter for thanks to the organiser of the show.
· Cllr Bush reported on correspondence with a resident living adjacent to Old School Green concerning the extent to which the green is used as a public amenity. Reflecting on this, Council members were asked to consider whether they felt it would be appropriate to make more use of it. On a related matter, members noted the forthcoming 150th anniversary of the first meeting of governors of the LM primary school. The school had been located on the OSG site. It was considered that an anniversary event held on OSG would be appropriate.
· The Parish Clerk drew attention to an important communication he had received from DAPTC concerning advice to members about the local Council elections next May. The Clerk indicated that he would circulate this with some comments to highlight some important aspects for members’ awareness of what action they will need to take.
The meeting closed at 20:06
Annotated by/on ………………………….Approved by/on ………………………
Appendix 1
See separate .pdf file
Appendix 2
St Mary’s Churchyard, closed cemetery and Row Park Cemetery – draft maintenance plan, as discussed and updated at F&GP Cttee meeting, 11th October 2023
| Area | Required action | Action by | Comment |
| Trees | Check health of all trees and arrange a contractor to prune or remove any which present risks | Council | Included in current tree health survey. Report awaited. |
| Earth Spoil heap | Parish Council to approach the owners of the Walled Garden to discuss the possibility of removal by machinery and vehicle / trailer via their premises. | Council | Due to lack of any vehicle access to Row Park Cemetery removal of the spoil has previously been via access from The Walled Garden. |
| Gravel paths | Removal of grass encroaching over gravel paths | Guerrilla Gardeners | |
| Boundary walls | Church to seek one further quote for repair to wall (i.e. three in total). | Bill Carter | BC confirmed he has spoken to a third supplier and is expecting a quote. |
| Boundary walls | Arrange for contractor to apply spray to deal with vegetation growth on / through walls. | Council | Contractor undertaking wall repairs to be asked for advice on spraying. |
| Churchyard gate | Arrange for contractor to adjust gate to ensure it clears the ground | Council | Council members were asked if they had any recommended contractors for this |
| Churchyard gate | Arrange for contractor to treat gate with Tung oil | Council | Council members were asked if they had any recommended contractors for this |
| Metal fencing between Closed cemetery and Row Park Cemetery | Arrange for contractor to remove and dispose of fencing. | Council | To leave one section each side to indicate boundary between closed cemetery and RPC. |
| Grass | Review spec for regular maintenance contract.
Review contract by seeking min 3 quotes in time for next contract renewal date. |
Council | Consider extending spec to include removal of all undergrowth (nettles, brambles, shrubs / scub) around boundaries of the site(s). |
| Benches | Arrange for contractor to treat benches with preservative | Council | Council members were asked if they had any recommended contractors for this |
FinanceGenPurposesCommitteeMinutes 231011Appendix 1 (Bank Rec and budget report to 30 Sept 2023)web.pdf
FinanceGenPurposes Committee Minutes 231011 .docx