Meeting held on Wednesday February 12th 2020, at 7.00 p.m. in the Blanchard Room, Village Hall, Lytchett Matravers

PRESENT: Cllrs C Wood, R Carswell, A Cottman, A Huggins, P Webb and Mr T Watton (Parish Clerk). No members of the public were in attendance.

Public participation:

There was none.

1. APOLOGIES. Cllrs M Attridge, B Barker, A Bush, M Colvey and R Watts.

2. Declarations of Pecuniary Interest; and consideration of requests for Special Dispensations under Section 33 of the Localism Act 2011.All members declared a personal interest in item 7 (planning application 6/2020/0033 Recreation Ground, High Street, Lytchett Matravers) through their membership of the council. However special dispensations were granted under S33 of the Localism Act 2011 since this was required in order to progress this item of council business.

3. To receive and approve minutes of the Finance & Policy Committee meeting held on 8th January 2020. The minutes were ACCEPTEDas a true record and 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, 12th June 2019, Minute 20 Role of Parish & Town Councils in the planning consultation process – Cllr Bush had previously reported that he had exchanged emails with DC Officer Anna Lee; and members noted that the focus is on the role of Parish & Town Councils in the process for considering planning applications. Attention was drawn to a document published by Winsham Parish Council (Somerset) which attempts to interpret and define that role. Cllr Bush indicated that he would draft something on this for consideration of Full Council. This item was subsequently deferred at the Full Council meeting on 22nd Jan (minute 8, 22/02/20).

ii. F&GP Cttee, 19 October 2019, minute 6 – Annual Licence with Lighthouse church for Club Hall – Review of licence fee by Cllrs Bush and Watts. At the December meetingCllr Watts explained that the licence expires at the end of March 2020 so this will be resolved by this date. There will be an opportunity to review the rent on the Scout Hut in 2021. Carried Forward.

iii. F&GP Cttee, 19 October 2019, minute 6 – review of food vending licence. Review of thedetails of the food vending licence and the related fees Subject to item 11 on the F&GP Cttee agenda for 8th January 2020.Cllr Attridge applied for the required change of use for the recreation ground car park to enable a possible expansion of food vending activity. A replacement cheque made payable to the Planning Portal was subsequently found to be required – which the Clerk had prepared. Some doubt was expressed at the meeting however regarding whether the planning fee had included the discount usually applied to Parish & Town Council applications. Action: Parish Clerk to query this with Cllr Attridge. In accordance with minute 11.1, 08/01/20, The Parish Clerk had written to the current vendor to advise that with effect from the expiry of the current licence period the fee would be £50 per quarter.

iv. F&GP Cttee, 19 October 2019, minute 10.2 Cllr Cottman to arrange for improved access car park gate lock (VH end) by removing part of cover. PBS undertook this work on Monday 10th Feb 2010. At the meeting Cllr Cottmanoffered to review the lock situation and propose a solution. He also wished to propose that the council applies for a Trade Card from Screwfix.

v. F&GP Cttee, 4 December 2019, Minute 6. Annual CIL report. The Parish Clerk was asked Clerk to re-check the time limits for spending CIL. He discovered that a substantial amendment to the CIL Regulations was published by Government in Sept 2019 – although this has not yet been consolidated with the previous version. Consequently both versions currently have to be read together and cross referenced – making the process rather cumbersome for the time being. The regulation regarding time limits for spending remains I both versions as Reg 59 (Reg 59 section E in the Sept 19 amendment). Both versions clearly state the time limit as 5 years, however this continues to contain flexibility in that if a local council has ring fenced the money for a named project (or projects) but has not yet deployed or paid for it, that remains acceptable within the regs. Please see the following link forwarded by Malcom Davies, Dorset Council Development Management, who advised on this matter. DISCHARGED.

vi. F&GP Cttee 4 December 2019, Minute 8. Remedial actions required as a result of worsening cracks and slippage in the wall behind the war memorial. The Parish Clerk has requested quotes for this work from Greenhall Landscapes, Classic Landscaping and Wycliffe Landscapes to demolish, remove and rebuild the wall. At the January F&GP Cttee meeting Cllr Colvey indicated that he would speak to former Parish Councillor Talbot to see if he is aware of any relevant information concerning the underlying ground conditions at this location. Report back from Cllr Colvey – CARRIED FORWARD

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

Planning application 6/2019/0441 Harlequin Homes. The Shooting Box, Middle Road, Lytchett Matravers BH16 6HJ. Sever plot, erect two dwellings with access and parking. DC planning portal shows that this application has now been approved.

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. DC planning portal shows that this application has still not yet been determined.

Planning application 6/2019/0616 16 Huntick Estate, Lytchett Matravers BH16 6EB. Sever plot & erect single storey bungalow with access and parking. DC planning portal shows that this application has been refused.

5. To receive and note the 2019/20 bank reconciliation. A copy of the bank reconciliation is attached at Appendix 1 to these minutes. Members also examined copies of the relevant bank statements. It was RESOLVED to accept and approve this reconciliation. Some subsequent discussion took place regarding whether it was necessary to retain the two Santander accounts and the Clerk was asked to include on the Full Council agenda a proposal to close them and transfer the funds to the Council’s HSBC accounts. Action: Parish Clerk to include a suitable proposal on the agenda of the February Full Council meeting.

6. To receive and consider a report covering 2019/20 year TO DATE council income and expenditure. The reports were circulated to all members by the Parish Clerk. It was RESOLVED to accept and approve these. The income and expenditure reports and the Sports Club financial tracker are attached at Appendix 2 to these minutes.

7. To consider planning application 6/2020/0033 Recreation Ground, High Street, Lytchett Matravers, BH16 6BG. Modify existing and formation of new highway access from car park. NO OBJECTION.

8. To consider planning application 6/2020/0002 Cuckoo Hill, Deans Drove, Lytchett Matravers, Poole, BH16 6EQ. Erect a detached single storey garage. NO OBJECTION.

9. To consider planning application 6/2020/0048 Tall Tree Cottage, Lime Kiln Road, Lytchett Matravers, Poole, BH16 6EL. Remove rear porch and erect single storey rear extension. NO OBJECTION.

10. To consider planning application 6/2020/0049 (listed building consent) Tall Tree Cottage, Lime Kiln Road, Lytchett Matravers, Poole, BH16 6EL. Remove rear porch and erect single storey rear extension. NO OBJECTION.

11. To consider planning application 6/2020/0059 Tall Tree Cottage, Lime Kiln Road, Lytchett Matravers, Poole, BH16 6EL. Erect timber outbuilding. NO OBJECTION.

12. To consider planning application 6/2020/0060 (listed building consent) Tall Tree Cottage, Lime Kiln Road, Lytchett Matravers, Poole, BH16 6EL. Erect timber outbuilding. NO OBJECTION.

13. To consider planning application 6/2020/0052 Land adjacent Caroline Cottage, Prospect Road, Lytchett Matravers, BH16 6ED. Variation of condition 1& 7 of PP 6/2019/0548 (Subdivide plot and erect single dwelling in front garden of existing cottage, and single dwelling in rear garden of existing cottage (Plot A) with new access from Prospect Road and associated car parking) to alter the windows to UPVC. NO OBJECTION.

14. To consider planning application 6/2020/0062 OOTA Property Ltd, 8A High Street Lytchett Matravers BH16 6BQ. Install new window to ground floor side elevation. NO OBJECTION.

15. To receive a report of the annual review of burial records (for purposes of report only). It was RESOLVED to accept and approve this.

16. To receive a report of the annual review of insurance cover (for purposes of report only). DEFERRED Action: Parish Clerk to add this to the agenda of the March F&GP Cttee meeting.

17. Consideration of report on recommendations arising from annual play areas safety inspection. Cllr Huggins referred to a report he had prepared and circulated to all members in advance of this meeting. A copy of this is attached at Appendix 3 to these minutes. With regard to the recommendations included in the report, the following were RESOLVED:

17.1 Request that the Zipline be adjusted/checked and damper spring fixed. RESOLVED to note that the Clerk had already asked Sutcliffe Play Ltd (the installers of this equipment) to investigate the fault and provide a quote for repair / replacement.

17.2 Repair Rubber Flooring by Roundabout (PBS have quoted £175 + VAT). RESOLVED to immediately request PBS to undertake this work which is within the de-minimus limit.

17.3 DO NOTHING about roundabout flooring as the roundabout may be nearing end of life. RESOLVED to note.

17.4 Lay Rubber “Wetpour” area inside Rocket Park south side gateway to address worn, sharp concrete edge. This will also tackle the frequent problem of this area becoming very muddy. (PBS have quoted £495 for 5 square metres of bonded rubber mulch flooring). RESOLVED to RECOMMEND to Full Council that PBS are asked to undertake this work within the quote supplied.

17.5 Replace Rocket Park Fencing (already in hand). RESOLVED to note.

Future considerations:

17.6 Foxhills Toddler swing cradles are perishing. Should be OK for 2020 but may need replacing 2021. (estimate £500 supplied and fitted x2). RESOLVED to note.

17.7 Rocket Park roundabout might need replacing in 2021 estimate £6-8k supplied and installed. RESOLVED that the Clerk should approach at least three play equipment companies to quote for supply and installation of a replacement roundabout with wheelchair access.

18. To consider quotes for bollard replacement on north-west edge of rec (sports pavilion to village hall corner), for the purposes of recommendation to Full Council. Cllr Huggins referred to details he had obtained from a supplier / installer and circulated to all members in advance of this meeting regarding the supply and installation of 48 recycled plastic posts, plus relocation of 2 dropping posts It was RESOLVED to RECOMMEND to Full Council to go ahead with this work at a quoted cost of £3437 + VAT.

19. To note and consider the quote from Zurich Insurance for cover for the pharmacy steps improvement works. It was resolved to note and RECOMMEND to full council the approval this. However members felt that greater clarity of reasoning for arrangements such as this as part of the tendering process should be provided in future.

20. To consider a paper prepared by Cllr Huggins considering options with quotes for repair of the Lytchett Astro floodlights, and a proposal to take forward. The paper investigating the options was circulated to all members in advance of the meeting. A majority of Full Council members had expressed their views in favour of the LED option (option 2). After some discussion and suggestion of installing BS-EN1063 toughened glass-fronted floodlights, it was noted that prospective suppliers advise that supply of the appropriate LED units is currently restricted due to the effects in China of the Coronavirus, and that Newlec had advised of a 3 week lead time for delivery of them, it was RESOLVED to:

(i) Ask Newlec to investigate the option of floodlights with BS-EN1063 lenses, but if they are not available, or not affordable, proceed to place an order with Newlec for the LED lighting units as quoted.

(ii) To discuss with the contractor controls for automated timing, including that there is no floodlighting from 10pm onwards and the facility to allow for one floodlight to remain on for a short period so that users can leave the facility safely – e.g. perhaps controlled through a separate circuit.

It was also RESOLVED that the Sports Club be asked to consider and develop the details of how the lights will be used – i.e. timing of the end of the final evening session at 10pm or slightly earlier to facilitate safe exit, the management processes for booked groups to access the lighting controls (key switch or key pad) and how this will be issued, controlled and kept secure, etc.

21. To CONSIDER ITEMS FOR THE NEXT PARISH MAGAZINE Discussion took place concerning the next Parish Magazine. It was concluded that the following items should be included:

· An item from Cllr Huggins paraphrasing and interpreting a communication from BT regarding an update to superfast broadband provision in the village.

· An item building public awareness of the 2020 Village Fayre.

· Sports Pavilion availability for hire, following completion of refurbishment phase 1. .

22. TO note correspondence received.

The Parish Clerk referred to a letter written by a DC Planning Officer on behalf of the DC Complaints Team. The letter was in response to a complaint raised by Cllr Bush about the investigation by the same Officer into an earlier complaint about how an enquiry of the application of permitted development had been handled by the said Planning Officer. In the circumstances and evident lack of independent scrutiny of this matter it was RESOLVED to refer this matter to the Dorset Council Vice Chairman to escalate it.

The Parish Clerk also referred to correspondence sent from a solicitor acting on behalf of a local property owner with an allegation of Parish Council responsibility for an incident which resulted in water damage to the property. This is being passed on the Council’s insurers.

The meeting closed at 20:40

Fin&GenPurposesCommitteeMinutes 200212 Appendix 1(LMPC Bank rec to 9th Feb 2020).pdf (PDF)
Fin&GenPurposesCommitteeMinutes 200212 Appendix 2 (LMPC Budget reports and Sports Club CIL Tracker 9 Feb 2020).pdf (PDF)
Finance&GenPurposesCommitteeMinutes 200212 Appendix 3 (Report on Annual Play Area Inspection Report Jan 2020) (Word)

Finance & General Purposes Committee minutes 12th February 2020