Minutes of the FINANCE AND GENERAL PURPOSES COMMITTEE
Meeting held on Wednesday May 5th 2021, at 7.00 p.m. online.
PRESENT: Cllr M Attridge (Committee Chair), V Abbott, A Bush, A Huggins, K Korenevsky, P Webb and Mr T Watton (Parish Clerk).
No members of the public were in attendance.
PUBLIC PARTICIPATION: There was none.
Cllrs Barker, Carswell, Colvey and Cottman.
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 14th April 2021.
The minutes were ACCEPTEDas a true record. They will be forwarded to the meeting chair to sign and return.
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 14 October 2020, Minute 7. Allotments hedge trimming (inside). As agreed at the March F&GP meeting, this item has been added to the draft agenda of the September F&GP Cttee meeting. DEFERRED.
ii. F&GP Cttee 14 October 2020, Minute 8. Parish Clerk to speak to the Gardening Contactor about undertaking 2 days pavement clearing with weed brush machine. At the January meeting it had been agreed to put this initiative on hold. The Parish Clerk has spoken to Mr Mills with the action point from the April 2021 meeting to request that he makes a further attempt to hire a weed brush machine. Enquiries reveal that the very limited availability of such equipment for hire has not changed. It was therefore suggested that the Parish Clerk contacts BCP and DC to see if they have a suitable machine available. Action: Parish Clerk to contact BCP and DC accordingly.
iii. F&GP Cttee 14 October 2020, Minute 9. Possible art project by Lytchett Minster School students to eliminate graffiti on Skate Park. This project had been shelved during Covid lockdown. At the April 2021 meeting Cllr Attridge indicated that he would approach the school again during week commencing 19th April – and had done so, but no response had yet been received at the date of this meeting.
iv. F&GP Cttee 14 April 2021, Minute 4 – litter at Astro site. In response to remarks made by members about the amount of litter left on the ground and pitch area at the Astro, the Parish Clerk was asked to order a large sign reminding users to put their litter in the bin provided. This has been completed.DISCHARGED
As a separate matter, members noted the advice from Dorset Waste Services that dog bins are now considered by DC not to be “fit for purpose” and that they now prefer general waste bins to also be used for dog waste. The Parish Clerk is to query the reasoning for this apparent policy with the relevant DC Portfolio holder. Action: Parish Clerk to write to the Portfolio holder accordingly.
v. F&GP Cttee 21 March 2021, Minute 21 – Use of grant by Lytchett Matravers Angels. As agreed the Parish Clerk wrote to the LM Angels Treasurer to request an update on the detail of how the grant award had been spent. An initial / interim response was forwarded to the LMPC Chairman for information in March. A further response has now been received and forwarded to all members for information. A proportion of the grant has still not yet been spent. This prompted some discussion which led to a view that it would be appropriate to communicate with the Lytchett Matravers Angels to advise that the Council is content for LMA to hold the money for the time being, but that if they consider that it will not be spent in line with the purposes expressed in the grant request by all means return it to the Council so that it can be returned to the grant budget to be used in other ways for the benefit of the community.
vi. F&GP Cttee Planning application responses sent to the DC Planning Team:
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. Mr Collins (Planning Officer) advised that the Section 106 legal agreement is being drawn up. When this agreement has been signed the application can be issued.
Planning application 6/2020/0459 Land off Eddy Green Road, Lytchett Matravers, Poole, BH16 6HL. 6/2020/0459 Demolish existing outbuildings & erect a new dwelling with associated parking and access.DC planning portal shows that this application has still not yet been determined.
Planning application 6/2020/0592 10 Spy Close, Lytchett Matravers, BH16 6DQ. Demolish conservatory and erect new rear extension. DC planning portal shows that this application has still not yet been determined.
Planning application 6/2020/0514 10 Hopmans Close, Lytchett Matravers, Poole, BH16 6AY. Proposed first floor front extension over existing integral garage & convert garage to form habitable accommodation. DC planning portal shows that this application has still not yet been determined.
Planning application 6/2020/0578 12 Foxhills Crescent, Lytchett Matravers, BH16 6BE. Demolish rear conservatory, erect two storey rear extension and convert loft to habitable accommodation. DC planning portal shows that this application has still not yet been determined.
Planning application 6/2020/0642 113 Wareham Road, Lytchett Matravers, Poole, BH16 6DZ. Construction of dwelling with associated access, parking and landscaping. DC planning portal shows that this application has not yet been determined.
Planning application 6/2020/0374 (Revised Proposal). The Cottage, Foxhills Road, Lytchett Matravers, Poole, BH16 6BD. Sever plot and erect 2 detached houses with access & parking. DC planning portal shows that this application for the revised proposal has not yet been determined.
Planning application 6/2020/0555. Castle Farm House, Castle Farm Road, Lytchett Matravers, Poole, BH16 6BZ. Provision for renewable energy & alterations & repairs. DC planning portal shows that this application has not yet been determined.
Planning application 6/2020/0556. Castle Farm House, Castle Farm Road, Lytchett Matravers, BH16 6BZ. Provision for renewable energy, doors, windows & new conservatory roof. DC planning portal shows that this application for the revised proposal has not yet been determined.
Planning application 6/2020/ 0614 10 Old Chapel Drive, Lytchett Matravers, Poole, BH16 6HA. Build retaining wall along part of boundary to provide parking to side of house. DC planning portal shows that this application has still not yet been determined.
Planning application 6/2021/0031 Hill House, Jennys Lane, Lytchett Matravers, Poole, BH16 6BP. Demolish existing store. Conversion of existing workshop to habitable dwelling. DC planning portal currently shows no status against this application. The DC Planning Team have been asked to correct this omission.
Planning application 6/2021/0087 86 Wareham Road, Lytchett Matravers, Poole, BH16 6DT. Variation of conditions 2 & 5 of PP 6/2020/0297 (Alterations to existing building to form additional ground floor 1 bedroom flat and reduce size of shop unit. Installation of rooflights to south elevation to serve shop) minor amendments to front landscape areas.DC planning portal shows that this application has not yet been determined.
5. To receive and note the 2021-22 year to date 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 2021-22 year to date 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.
7. To receive and consider a report on the current uptake, waiting list and upkeep of the allotments (for purposes of report only), and to consider proposed actions for plots 31 and 44.
The Parish Clerk referred to a report which he had made available to all members ahead of this meeting. The contents of this report were noted, including that emails or letters had been sent to four plot holders where little or no activity had been noted so far this year, reminding them that this represents a breach of the terms of their annual rental agreement and encouraging them to take urgent action.
Regarding plot 31 and 44, it was noted that the remedial work on these plots has now been completed and they are being offered out to the next people on the waiting list.
8. To consider planning application 6/2021/0044 Land at Huntick Road, Lytchett Matravers. Minor material amendment to vary condition 2 of planning permission 6/2018/0063 (Erection of 46 dwellings (including affordable homes), new vehicular access via Huntick Road, associated landscaping, & all other development works) to change the positioning, layout and design of the dwelling on plot 23
9. To consider items for the next Parish Magazine
It was noted that Cllr Barker had distributed a suggested text ahead of the meeting which covers awareness of the DC Planning Portal, 9th May litter pick, and the Guerrilla Gardeners. She had invited suggestions for additional material. It was agreed that the article would also include an update on the work to improve the pharmacy steps, and ideas to segregate the dog exercise area on the recreation ground.
14. To note correspondence received.
Cllr Bush referred to an enquiry from a resident to rent the Sports Pavilion as a café. Sports Club representatives will arrange a meeting to discuss this with the applicant.
The Parish Clerk reported on a letter received from a resident of Eldons Drove expressing concerns about reinstating / clearing the pond on the recreation ground adjacent to the path where it meets Eldons Drove. A reply has been sent.
The meeting closed at 19:55
Annotated by/on ………………………….Approved by/on ………………………
Bank reconciliation and 2021/22 year to date report covering income and expenditure.
See separate report.