FINANCE AND GENERAL PURPOSES COMMITTEE

Meeting held on Wednesday May 13th 2020, at 7.00 p.m. online.

PRESENT: Cllr C Wood (Chair) M Attridge, B Barker, A Bush, R Carswell, A Huggins, R Watts, P Webb and Mr T Watton (Parish Clerk). No members of the public were in attendance.

PUBLIC PARTICIPATION: There was none.

1. APOLOGIES.

Cllrs A Cottman and M Colvey.

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 8th April 2020.

The minutes were ACCEPTEDas a true record; and are to be signed when the next face-to-face meeting takes place.

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 reported that he had spoken to DC Councillor David Walsh about this and Cllr Walsh had promised to prepare something for Parish & Town Councils to clarify this matter. He has chased this as the promised communication had not yet been received. Carried forward.

ii. 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. See separate report from Parish Clerk. At the March F&GP Committee meeting the Parish Clerk presented a report covering the responses of the three contractors who had provided quotes / estimates, as well as comment from a long term resident with detailed knowledge of the area and its underlying ground conditions. This report was considered at the March Full Council meeting, and it was resolved to seek further quotations for the demolition and removal of the wall and its foundations and that this be replaced with a hedge and the re-landscaping of the area behind. It was noted that this has not yet been actioned due to higher priorities. A further idea was reported however that, given that the wall is not actually in danger of collapse, it would be better value to council tax payers to plant ivy to cover the wall. Cllr Bush indicated that he would visit the memorial to examine the feasibility of this.

iii. 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). Outstanding, due to workload capacity issues / prioritisation of other tasks as a result of the current international health crisis. Cllr Attridge had previously reported that he had recently walked this path and saw that it was now clearer. It had been suggested that this may be due to additional use as a result of lockdown and residents taking exercise walks, and that it might therefore be worth putting this action on hold for the time being and then reconsidering it at the end of the period of lockdown. ON HOLD.

iv. F&GP Cttee 11 Mar 2020, Minute 10. Insurance for Lytchett Astro fencing. Parish Clerk to approach the Insurers to obtain their advice on an appropriate level of insurance for fencing for an Astro of the dimensions of that at Lytchett Matravers. This matter has been raised with the insurers and referred on to their underwriters for an opinion. The renewal date for the council’s insurance is 1st June and a response is expected well before that is due.

v. 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.

Cllr Wood commented that this represents a precedent in that Dorset Council appears to have overturned a decision by the Planning Inspector regarding the incorporation of designated greenbelt into this development. There was some discussion about approaching the Dorset CPRE for support. It was decided to speak to Ms Anna Lee of Dorset Council to ascertain what had caused the change of opinion on this matter. It was also noted that Cllr Bush has asked David Northover is there is an appeal process which can be used.

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. DC planning portal shows that this application has now been approved.

Planning Application 6/2020/0097 41 High Street, Lytchett Matravers, Poole, BH16 6BH. Erect a single storey side extension. DC planning portal shows that this application has now been approved.

Planning application 6/2020/0099 1 Glebe Road, Lytchett Matravers, Poole, BH16 6EJ. Single storey rear extension. DC planning portal shows that this application has now been approved.

Planning application 6/2020/0118 Deans Leaze Lime Kiln Road Lytchett Matravers BH16 6EL. Raise ridge height to form loft conversion with dormer windows & roof lights; form pitched roof over existing rear extension and add utility room to the side; erect porch. DC planning portal shows that this application has now been approved.

Planning application 6/2020/0126 Sweet Apples Cottage, Eddy Green Road, BH16 6HL. Re-thatch roof. DC planning portal shows that this application has not yet been determined.

5. 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.

6. To receive and consider a report covering latest 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.

7. To consider planning application 6/2020/0204 Oak Ridge, Flowers Drove, Lytchett Matravers, BH16 6BX.

Iterations to existing dwelling and sever land to form new dwelling and garage at rear. NO OBJECTION.

8. To consider planning application 6/2020/0208 38 Wareham Road, Lytchett Matravers, Poole, BH16 6DR.

Single storey front and rear extensions, erection of carport, general landscaping and erection of decking at rear. NO OBJECTION.

9. To consider planning application 6/2020/0206 38 Hannams Close, Lytchett Matravers, Poole, BH16 6DN.

Replacement front porch & demolish front wall to create new vehicular access & driveway. NO OBJECTION.

10. To receive and note an update on requests to / awards from the coronavirus emergency fund.

Cllr Bush referred to the report he can circulated to members ahead of the meeting, a copy of which is attached at appendix 2 to these minutes. Cllr Bush pointed out that this included a reconciliation of the account. He reported that since the report to the Extraordinary Council meeting on 30th April one further £200 grant support request had been received and paid.

11. To receive and consider a progress report into the following actions to be completed in a co-ordinated way jointly by a small party from LM Angels and LMPC Council – as agreed at the Council meeting on 30th April (minute 5):

(a) Contact the people who are on the request list for support who responded via the Parish Council members,

(b) Provide an explanation to them about what is proposed to happen and why regarding the transfer of their personal data,

(c) Provide them with a copy of the Privacy Policy of the receiving organisation (the Lytchett Matravers Angels), and

(d) Obtain their agreement to the transfer of their data to the Lytchett Matravers Angels.

Cllr Bush confirmed that the above matters are in hand through preparation of a letter to be delivered to all volunteers and members of the community who requested support. Some members expressed views that by writing to all volunteers and service users, rather than just those who were added to the lists via contact with or from Parish Council members, this may cause some residents undue worry or confusion. However Cllr Bush explained that this approach reflects the specialist GDPR advice obtained and is intended to ensure legal compliance with the regulations.

12. To receive and consider a progress report into the following actions agreed at the extraordinary council meeting on 30th april 2020 (minute 8):

(i) To transfer the payment link on the Just Giving page so that the funds are linked to a bank account nominated by the Lytchett Matravers Angels (LMA). In progress.It was reported that one of the LMA organisers had advised that they would now not become a charity, so the JG link will be to a personal bank account held by one of them.

(ii) To transfer the balance in the “Emergency Fund” account, minus the money donated by the Rockley Trust, to the LMAs’ new Natwest Account as soon as they are able to inform the Parish Council that it is open and operational. It was reported that one of the LMA organisers had advised that some delay had occurred due to personal circumstances. The LMA are now awaiting the account details.

(iii) To consult Lord Rockley regarding whether the donation from the Rockley Trust was intended to be added to the Just Giving account money, or was to be added to the fund used to provide support grants to people in the Lytchett Matravers community adversely affected by coronavirus. It was noted that since the LMA had now decided that they would administer all aspects of the service offering (support to individuals who are self-isolating etc, administration of the relief grants process, and processing of volunteers’ expenses) and would therefore take control of all of the available forms of funding, this action was now no longer required.

13. To receive a report of the review carried out by Cllr Wood with representatives of the Lytchett Matravers Angels into the Lytchett Matravers Coronavirus / Covid-19 Emergency fund policy to arrive at set of proposed amendments to enable the establishment of a common policy document and related set of processes.

Cllr Wood reported thatshe had held a productive meeting with the organisers of the LMA regarding the working relationship between the LMA and the Parish Council. She had circulated to all members the draft document detailing the outputs of that meeting. After some discussion it was agreed that it should include that the LMA would deal with volunteers’ expenses from within the funds at its disposal. It was also agreed would be more appropriate to develop it into a “Memorandum of Understanding” rather than a policy document. Such a document would therefore identify that the Council’s role would be to access any sources of money for the specified purposes of LMA which may be available via Parish and Town Councils and pass the resultant funds over to the LMA as the organisation responsible for delivering the specified services. It was noted that operational matters regarding the use of such funds and the delivery of the services are the sole business and responsibility of the LMA. Cllr Wood indicated that she would make the two required changes and then re-circulate it to members.

14. To receive an update report on the activity to install and commission the three defibrillators.

In the absence of Cllr Cottman, Cllr Huggins provided a report, a copy of which is attached at appendix 3 to these minutes.

15. To CONSIDER ITEMS FOR THE NEXT PARISH MAGAZINE

Discussion took place concerning the next Parish Magazine. The following matters were identified for consideration for the Parish Council article:

· Coronavirus emergency funds and grants – subject to liaison with the LMA.

· Public awareness that Council meetings are now taking place remotely, and promoting public attendance.

· Encouragement of residents to adopt roadside verge locations to maintain whilst Dorset Council services are limited due to the Covid-19 crisis – as in the example of the higher crossroads corner which has been mowed and trimmed.

· The imminent delivery and installation of the SID.

17. TO note correspondence received.

Cllr Huggins reported that he had received an email from Wessex Internet which reported that an agreement had now been established with a local landowner to enable a link to remaining properties in Middle Road. In response to a question from Cllr Webb, Cllr Huggins reported that a new voucher scheme for this project was available.

The meeting closed at 20:13

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

FinanceGenPurposeCommitteeMinutes 200513 Appendix 1 (LMPC Bank Rec and budget reports May 2020).pdf
Finance&GenPurposesCommitteeMinutes 200513 Appendix 2 (Emergency Fund Account Status – May 13)
Finance&GenPurposesCommitteeMinutes 200513 Appendix 3 (Defibrillator Project Report 10 May 2020)

Finance & General Purposes Committee minutes 13th May 2020