Minutes of the FINANCE AND GENERAL PURPOSES COMMITTEE
Meeting held on Wednesday April 13th 2022, at 7.00 p.m. in the Village Hall
PRESENT: M Attridge (Committee Chair), V Abbott, R Aspray, B Barker, A Bush, A Huggins, K Korenevsky, K Morgan, P Webb, and Mr T Watton (Parish Clerk).
Two members of the public were in attendance.
The two members of the public, residents of Prospect Rd, were concerned about the proposed memorial garden and the possible siting of benches near the boundary or their property – particularly with regard to possible littering, noise or vandalism. It was explained that the detailed plans for the memorial garden had not yet been developed or presented to the Council. The residents were assured that if they provide their email address to the Parish Clerk the detail of the proposals for the memorial garden will be shared with them as soon as they become available.
Cllrs M Colvey, H Khanna.
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 & Policy Committee meeting held on 9th March 2022.
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 11 Aug 2021 Minute 4 – New dog waste bin for Middle Rd. It was confirmed that this bin has now been installed. Action: Parish Clerk to advise Dorset Waste Services accordingly that the bin has been reinstated.
ii. F&GP Cttee 13 Oct 2021 Minute 7, Allotments vacancies and waiting list. There is currently 1 vacant plot, with a further one due to receive treatment from George Mills to deal with a pernicious weed infestation. Three Lytchett Matravers residents joined the waiting list within the last month. Two further residents decided they didn’t want a plot after all and so have been removed from the list. Two vacant plots have been let this month. The next person on the waiting list is currently considering whether to take on the one remaining usable plot. There was some discussion about plot 12 regarding the matter of the treatment of the pernicious weed infestation. It was agreed that the plot should be let as soon as possible after it has been treated – even if this means offering it free of charge. Plot 31 was also discussed and it was agreed that a contractor should be sought to undertake further work to clear the plot of rubble etc which is understood to be buried in it.
iii. F&GP Cttee 10th Nov 2021 Minute 13 Review of play equipment in Rocket Park play area. Cllr Abbott had agreed to visit other play areas and report back with suggestions for alternative items of play equipment to replace the Record Roundabout. At the April 2022 meetingCllr Abbott reported that she has seen a see-saw which she considered suitable. She will identify the make and model and report this back to the Parish Clerk so that comparative quotes can be obtained for supply and installation.
iv. F&GP Cttee 8th Dec 2021 Minute 9, proposal to replace and re-site War Memorial flagpole. It is understood that this will be installed week commencing 25th April 2022.
v. F&GP Cttee 8th Dec 2021 Minute 10, Condition of bus shelter at lime Kiln Rd opposite the war memorial. Cllr Morgan reported that he had examined this closely and found that the structure of the roof is poor and the brickwork at one end is crumbling. Consequently he felt that the original proposal to treat the roof with a coating and to modifying the shelter to create an opening facing the road was not practical. It was resolved to RECOMMEND to Full Council that the roof is removed by a specialist asbestos contractor, the brickwork is demolished and removed from site, the base is made good, and then the surrounding soil level raised to the level of the surface of the base.
vi. Planning applications:
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 6/2021/0361 Bexington Lime Kiln Road Lytchett Matravers Dorset BH16 6EL. Demolition of existing bungalow and outbuildings to enable the construction of five new dwellings with access and parking. DC planning portal shows that this application has still not yet been determined.
Planning application 6/2021/0376 27 Huntick Estate Lytchett Matravers Dorset BH16 6EB. Sever land and erect a detached dwelling with parking. 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 6/2021/0372 Land at 2 Lions Court Wimborne Road Lytchett Matravers Dorset BH16 6HQ – Revised. Sever land from 2 Lions Court and erect new dwelling. 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/MPO/2021/03684 Land adjacent to Wessex Water Reservoir Purbeck Road Lytchett Matravers Poole Dorset. (1) to specify which units are to be affordable dwellings, (2) to amend the mortgagee exemption clause, (3) to clarify that commencement of development only relates to commencement of any works undertaken pursuant to the planning permission, and (4) to confirm that the release provisions apply to any person who has staircased to own 100% of the equity in a shared ownership unit and not just tenants. DC planning portal shows that this application has still not yet been determined.
Planning application P/HOU/2021/04380 5 The Spinney Lytchett Matravers BH16 6AU. Erect 2 storey side extension, (demolish conservatory). DC planning portal shows that this application has now been approved.
Planning application P/HOU/2021/04251 Owls Farm Dolmans Hill Lytchett Matravers Poole BH16 6HP. Erect side extension and retrospective permission for a conservatory erected on the front elevation and a detached garage. DC planning portal shows that this application has still now been withdrawn.
Planning application P/FUL/2021/03167 Bokers Farm Poole Road Lytchett Matravers Poole BH16 6AG. Erect an agricultural building with hardstanding area/concrete skirt/ramps and rainwater harvesting tanks. Create new track to building. DC planning portal shows that this application has still not yet been determined.
Further amended planning application 6/2021/0372 Land at 2 Lions Court Wimborne Road Lytchett Matravers Dorset BH16 6HQ. Sever land from 2 Lions Court and erect new dwelling. As amended by plans received on 7th December 2021, from chalet bungalow to a single storey low level bungalow. DC planning portal shows that this application has still not yet been determined.
Planning application P/CLE/2021/05532 (Cert of Lawfulness) Redbridge Farm Dolmans Hill Lytchett Matravers BH16 6HP. Construction and use of a building as an independent residential unit of accommodation (The Forge) and the use of an existing building as a permanent residential unit (The Grainstore). DC planning portal shows that this application has still not yet been determined.
Planning application P/HABR/2021/00066 The Barn Sandy Lane Lytchett Matravers Poole BH16 6DB. Change of use from agricultural to dwelling house. DC planning portal shows that this application has still not yet been determined.
Planning application P/FUL/2021/05598. Owls Farm Dolmans Hill Lytchett Matravers BH16 6HP. Temporary retention of 2no. storage containers. Permission needed until 31st December 2022. DC planning portal shows that this application has still not yet been determined.
Planning application P/FUL/2022/00454. Abbots Court Huntick Estate Lytchett Matravers BH16 6LH. Relocation of a bin store and installation of a scooter store. DC planning portal shows that this application has now been approved.
Planning application P/HOU/2021/04771 Hawthorns Deans Drove Lytchett Matravers Poole BH16 6EQ. Proposed First Floor Extension to form Dressing Room & EnSuite bathroom. DC planning portal shows that this application has still not yet been determined.
Planning application P/PALH/2022/00808 Glenwoods Poole Road Lytchett Matravers Wimborne BH21 3RP. Additional storey to existing dwelling, increasing height from 7.068 metres to 10.468 metres. DC planning portal shows that this application has still not yet been determined.
Planning application P/FUL/2021/03291 Land Adjacent Goresmead Cottage Foxhills Road, Lytchett Matravers Poole BH16 6BD. Proposed agricultural barn.DC planning portal shows that this application has still not yet been determined.
Planning application P/HOU/2022/00879 36 Hannams Close Lytchett Matravers Poole BH16 6DN. Front single storey extension with lean to roof. DC planning portal shows that this application has now been approved.
Planning application P/CLP/2022/00881 (Certificate of Lawfulness) 7 Cecil Place Lytchett Matravers Poole BH16 6FG. Convert roof space into habitable accommodation with side dormer. DC planning portal shows that this application has now been refused.
Planning application P/HOU/2022/00355 Bennic Farm Dolmans Hill Lytchett Matravers Poole BH16 6HP. 22 solar panels to be installed in garden 8kw on pods 5m from boundary in enclosed private area. DC planning portal shows that this application has still not yet been determined.
Planning application P/FUL/2022/00806 Deans House Deans Drove Lytchett Matravers Dorset BH16 6EQ. Sever land adjacent Dean House and erect new detached dwelling; create new vehicular access. DC planning portal shows that this application has still not yet been determined.
Planning application P/FUL/2022/01093 8 High Street Lytchett Matravers Poole BH16 6BQ. Sever land and construct new 2 bedroom detached bungalow. DC planning portal shows that this application has 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 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 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 not yet been determined.
5. To receive and note the 2021-22 full year bank reconciliation (for purposes of report only).
A copy of the bank reconciliation is attached at Appendix 1 to these minutes. It was RESOLVED to accept and approve this reconciliation.
On a related matter, Cllr Bush pointed out that the HSBC accounts have a total of over £93K in them, and so funds should be moved elsewhere to bring the level down to below the £85K limit of the Government deposit guarantee.
6. To receive and consider a report covering 2021-22 full year council income and expenditure (for purposes of report only).
The report was circulated 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.
The Parish Clerk pointed out that the income for the year had exceeded the £200K threshold which requires the “intermediate audit” questionnaire as part of the AGAR.
7. To note the key dates / timetable for the Council Internal Audit and approval & submission of the Annual Return (AGAR) for the year ended 31st March 2022.
The Parish Clerk reported that the Internal Audit is booked for 28th April 2022. The AGAR submission is due by 1st July 2022 so will need to be signed off at the Full Council meeting in June.
8. To receive and note the statement of Fixed Assets as at 31st March 2022.
This had been made available to members ahead of this meeting. The following adjustments were identified:
- Inclusion of acquisition of the Silent Soldier for £0 in October 2020.
- Removal of reference to expenditure on school walk – as this land is not owned by the Parish Council.
9. To receive and note the statement of Earmarked Reserves as at 31st March 2022.
This had been made available to members ahead of this meeting. A copy is associated at appendices 2a and 2b to these minutes. Cllr Bush encouraged members to consider how the Council might wish to allocate the available funds.
10. To consider planning application P/CLP/2022/01830 11 Landers Reach Lytchett Matravers Poole BH16 6NB. Demolish conservatory and replace with kitchen extension. Part conversion of garage. (Cert of Lawfulness)
11. To consider planning application P/CLE/2022/01879 Valley Farm Middle Road Lytchett Matravers Dorset BH16 6HJ. Certificate of lawfulness to continue without planning permission the positioning of two shipping containers on land for a period in excess of four years.
The Council noted that this application concerns a small parcel of land situated outside of the Settlement Boundary in open countryside designated as Green Belt. The Council is aware that development in the GB is considered harmful unless for specific exceptional purposes – such as agriculture. However, there appears to be no agricultural justification for these shipping containers. The Parish Council therefore wished to OBJECT on the grounds that this is inappropriate and harmful to the Green Belt.
12. To consider planning application P/HOU/2022/01674 104 Wareham Road Lytchett Matravers Poole BH16 6DT. Single storey rear extension, demolish existing conservatory.
13. To consider planning application P/CLP/2022/01891 Taylors Farm Wimborne Road Lytchett Matravers Poole BH16 6HQ. Construction of new detached garages at the rear of the property within the curtilage of the dwelling. Demolition of existing detached garage at rear of the property. No new access required. (Cert of lawfulness).
14. To consider planning application P/HOU/2022/02086 13 Gibbs Green Lytchett Matravers Poole BH16 6ND. Single storey side extension to form garage with utility behind and large storage area. Convert existing garages to offices with additional windows. Bin store created internally to the new garage and driveway extended across the front garden.
The Council noted that this concerns a semi-detached estate house set up from the road with a steep sloping driveway and this proposal seeks to achieve additional space for homeworking by conversion of the existing garage as well as an extension coming forwards along the driveway to make a utility/storage area. The need to provide homeworking space is understood and to be supported.
The Lytchett Matravers Neighbourhood Plan requires that all dwellings are provided with a minimum of two off-road parking spaces. However, the loss of driveway effectively pushes any on-site parking space forwards – with the second space being on steep slope and straddling the verge. The Council therefore wished to OBJECT to this proposal on the grounds that it reduces the off-road parking spaces from two to one.
15. To receive a report on spending against the Groundwork UK Grant and to approve any unspent funds (Neighbourhood Plan 2).
Deferred to Full Council meeting.
16. To receive an update report on the local arrangements for celebration of the Queen’s Platinum Jubilee.
Cllr Barker provided a verbal report updating the Council on recent activity as follows:
- Publication of messages informing local residents and promoting the events.
- An ice cream van has been booked to attend on the Sunday.
- Messages have been put out seeking a Pizza van for the events.
- Greywood café has launched its Jubilee celebration picnic order-and-collect menu.
- Messages have been put out reminding residents what to do if they wish to apply for a road closure in order to hold their own street party.
Cllr Attridge wondered what plans there were as a bad weather contingency. In particular he wished to reiterate that there may be furniture stored on the hall stage from a wedding held on the Saturday. It was confirmed that here was no plan to use the stage.
There was some debate about the need to provide a schedule for the musical performance slots on the Sunday – especially to clarify when the school choir(s) would perform.
Regarding the PRS Licence, Cllr Aspray reported that the PRS are offering free licences for Jubilee events within certain restrictions – i.e. 300 attendees or less. It was agreed that Cllr Aspray would enquire what the cost would be for a single event licence for 500, 1000 or 1500 attendees.
17. To select a site for the donated “Queens Canopy” tree from Plants Direct.
After some discussion it was RESOLVED to ask Plants Direct to plant a maple tree – to be located on the recreation ground near the footpath adjacent to the dog exercise area.
18. To consider proposals for new bins on Recreation Ground car park and also Foxhills play area.
It was clarified that the proposal concerns the following:
- The replacement of the small (and damaged) bin positioned within the Rocket Park Play area with a standard round bin of a similar type to those installed elsewhere on the Rec (i.e. Topsy 2000).
- The replacement of the elderly rectangular bin adjacent to the upper car park located approx. halfway between the Sports Pavilion and the Village Hall with a standard round bin of a similar type to those installed elsewhere on the Rec (i.e. Topsy 2000).
It was resolved to RECOMMEND the above to the Full Council.
In addition it was RESOLVED that the Parish Clerk should write to the Manager of the Tesco Express store to formally request them to reinstate the bin they had removed from outside the shop. It is understood that the installation of a bin outside each shop is part of the standard specification for Tesco Express stores. Action: Parish Clerk to write to the store manager accordingly.
19. To consider a proposal to install outdoor gym equipment on the village recreation ground.
Cllr Korenevsky had produced a paper on this matter which had been made available to all members ahead of this meeting.
It was confirmed that the supplier selected for RECOMMENDATION to Full Council from the three quotes obtained was Caloo (F&GP 8th Dec 2021) at a cost of £12K to supply and install plus a maintenance contract at £395pa.
The three quotes obtained for ground works and installation of rubber mulch were also considered and it was resolved to RECOMMEND to Full Council to award this work to Fletchamore at £8468.
It was noted that the next stage is to approach Lord Rockley to confirm that he is happy that the donation from the Rockley Trust may be used for the above. Action: Cllr Korenevsky to approach Lord Rockley accordingly.
It was noted that the locations for the exercise stations is still to be determined. Members were advised that Cllr Webb would approach Linda Perry representing the Village Hall Cttee regarding one exercise station being positioned on the southern end of the Village Hall land near the tree stump.
20. To consider proposal for picnic tables and additional benches for public spaces.
It was clarified that this proposal concerns the purchase of 4 x benches and 4 x picnic tables (2 x round and 2 x rectangular). Cllr Huggins had produced a paper on this matter, including the results of research into suppliers and prices, which had been made available to all members ahead of this meeting. Cllr Huggins remarked that his research had demonstrated that Play Area Hygiene Services in Totnes were still the most competitive on price, as well as also having the shortest lead time. It was resolved to RECOMMEND to Full Council to place the order with them – assuming they can deliver the tables ahead of the jubilee weekend. Action: Cllr Huggins to approach PAHS accordingly.
21. To consider the arrangements for the Annual Parish Meeting 2022
It was RESOLVED to arrange for the Annual Parish meeting to take place in the Blanchard Room of the Village Hall on Saturday May 28th between 9:30 and 11:30am – to be held in conjunction with a coffee morning (still to be arranged and to run concurrently with the First Aid session being held in the main hall. The format is to be informal Q&As with Council members, and driven by the issues members of the public wish to raise.
22. To consider items for an article in the next Parish Magazine.
The following items were identified:
- Annual Parish Meeting
- First aid training
- Bins / litter on the rec
- HM The Queen’s platinum jubilee celebrations – update
23. To note correspondence received.
There was none.
The meeting closed at 21.24
Annotated by/on ………………………….Approved by/on ………………………
Bank reconciliation and 2021/22 year to date report covering income and expenditure.
See separate report.
Appendices 2a and 2b
Statement of Earmarked Reserves.
See separate report.
FinanceGenPurposesCommittee Minutes 220413 Appendix 1 (Bank Rec and Budget report YE 31 Mar 2022).pdf
FinanceGenPurposes Committee Minutes Appendix 2a (Earmarked Reserves Report Apr 2022).docx
Fin&GenPurMinutes 220413 Appendix 2b (Earmarked Reserves 31 Mar 2022).xlsx