FINANCE AND GENERAL PURPOSES COMMITTEE

Meeting held on Wednesday April 8th 2020, at 7.00 p.m. online.

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

1. APOLOGIES. Cllr R Watts.

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 11th March 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, 19 October 2019, minute 6 – Annual Licence with Lighthouse church for Club Hall – Review of licence fee by Cllrs Bush and Watts. At the March F&GP Cttee meeting it was resolved to recommend to Full Council that, rather than offering a 1 year licence, the Council considered offering to enter into a three year arrangement with the Lighthouse Church which also enables some improvements to the building in line with the Council’s plans in response to its declaration of a Climate Emergency. At the subsequent Full Council meeting it was resolved to accept the recommendation of a three year arrangement, but that this should also include an increase in fees over that period. DISCHARGED

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 is required. In accordance with minute 11.1, 08/01/20, The Parish Clerk has written to the current vendor to advise that with effect from the expiry of the current licence period the fee will be £50 per quarter. At the March 2020 F&GP meeting it was resolved to RECOMMEND to Full Council that £50 per quarter will be the terms of the licence from 1st April 2020. This was carried at the March Full Council meeting and the current vendor has already been advised accordingly. It was recognised that if she were to offer a different food offering on another evening, this would require a separate licence and fees. DISCHARGED

iv. 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. The Parish Clerk reported that he had not yet actioned this.

v. 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. Cllrs Attridge reported that he had recently walked this path and felt that it was clearer. It was suggested that this may be use to additional use for local daily exercise and that it might be worth putting this action on hold for the time being and then reconsidering the condition of the path at the end of the period of lockdown. ON HOLD

vi. 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. Outstanding, due to workload capacity issues / prioritisation of other tasks in response as a result of the current international health crisis. It was also noted that the renewal date for the council’s insurance is 1st June.

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

Cllr Wood commented that it is understood from an email from David Northover (Secretary, Eastern Area Planning Committee, Dorset Council) that this is to be considered along with the Inspector’s report on the Purbeck Local Plan – based on reasoning that this parcel of land will be included in the PLP. However it was noted that this would be without any consultation – thereby setting what may be considered a dangerous precedent.

It was also observed that, in potential conflict with the Government’s instructions on social distancing, roofing contractors are still working on this site within very close proximity to one another. The Parish Clerk was asked to report this to Dorset Police.

Planning application 6/2020/0033 Recreation Ground, High Street, Lytchett Matravers, BH16 6BG. Modify existing and formation of new highway access from car park. DC planning portal shows this has been approved.

Planning application 6/2020/0002 Cuckoo Hill, Deans Drove, Lytchett Matravers, Poole, BH16 6EQ. Erect a detached single storey garage.DC planning portal shows that this application has been approved.

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

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

Planning application 6/2020/0059 Tall Tree Cottage, Lime Kiln Road, Lytchett Matravers, Poole, BH16 6EL. Erect timber outbuilding. DC planning portal shows that this application has been approved.

Planning application 6/2020/0060 (listed building consent) Tall Tree Cottage, Lime Kiln Road, Lytchett Matravers, Poole, BH16 6EL. Erect timber outbuilding. DC planning portal shows that this application has been withdrawn.

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 still not yet been determined.

Planning application 6/2020/0062 OOTA Property Ltd, 8A High Street Lytchett Matravers BH16 6BQ. Install new window to ground floor side elevation. DC planning portal shows this application has 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 not yet been determined.

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 not yet been determined.

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 no status against this application.

5. To receive and note the 2019/20 year end bank reconciliation. 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 2019/20 year end 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 6/2020/0126 Sweet Apples Cottage, Eddy Green Road, Lytchett Matravers, Poole, BH16 6HL. Re-thatch roof. NO OBJECTION.

8. To receive an update report on LM Angels and volunteers activity. Cllr Wood expressed thanks to all involved in this speedy response to the community’s urgent and serious needs – and in particular to Cllrs Barker and Bush who have been working with two members of the community to reach set this up. Residents throughout the whole parish have been reached via a leaflet drop both to identify those who need support, and to seek volunteers willing to provide that help. Cllr Bush reported that a small sub group within the volunteers (DBS checked, and now known to the Pharmacy staff) are focussing on collecting and delivering prescriptions. At the time of this meeting there had been around 60 residents requesting help, and 70+ volunteers who are now on a central list and have been issued with a local id card. A food bank is up and running. There has been some discussion about the need to meet volunteers’ out-of-pocket expenses incurred when assisting residents (e.g. fuel costs for shopping trips, etc). It is hoped to carry out another house-to-house leaflet drop, and also to establish one central phone number which residents can ring to request help. The volunteers group is registered with “Covid-19 Mutual Aid”.

9. To receive an update report on a Crowdfunding initiative in support of vulnerable people in Lytchett Matravers. Cllr Bush reported that this initiative had been prompted by community volunteers drawing attention to a crowdfunding initiative in Bere Regis which aims to provide funds to support those in various difficulties as a result of Covid-19 and / or the consequences of the resultant lockdown. Cllr Bush explained that he had spoken to the Chair of Bere Regis Parish Council, who was directly involved with this initiative, and had decided to set up a similar scheme. He explained that “Justgiving” initiatives can link only to a charity or an individual member of a community, and so he had set this up as an individual using a dormant bank account. The “Justgiving” local appeal is now up and running and is publicised on the Community Facebook page and the LMPC website.

In support of this initiative Cllr Bush has also made an application for £5000 on behalf of the Parish Council to a grant fund “Dorset Coronavirus Community Fund”.

The aims of the above local fund efforts are:

· To bolster the local foodbank.

· To offer a grant fund to those in particular need as a result of this current crisis.

Cllr Bush explained that work was being done to establish a set of criteria for the grant fund, and that applications to ths would be considered by a panel consisting of the Vicar of St Mary’s Church, the Head teacher of the LM Primary School and the head teacher of the Lytchett Manor Secondary School.

Currently £1500, out of a target of £10,000, has been raised through donations to the “Justgiving” local appeal.

Cllr Wood wondered what options there might be for the Parish Council to assist in topping up this fund; perhaps through a grant award of its own to the fund. It was suggested that the Parish Council may wish to monitor the progress of the appeal and grant applications and be ready to make a top-up grant award if necessary.

Turning to the matter of meeting community volunteers’ out-of-pocket expenses incurred whilst supporting members of the community, a policy is needed to govern this – which Cllr Bush was now working on.

10. To consider a proposal for interim verge cutting – to be deployed if there DC highway maintenance teams are unable to meet this requirement due to prioritisation elsewhere during the Covid-19 crisis. It was noted that there is a significant chance that due to the diversion of DC staff on to other priority tasks during the crisis it may be that some grass verge cutting normally undertaken by Dorset Council staff or their contractors may not be carried out, or it may be undertaken less frequently. It is understood that the priority for such work by Dorset Council will be on maintaining those parts of verges which are critical to road safety – e.g. visibility splays. Consequently it was suggested that members of the council give some thought to locations around the village which they would wish to see maintained and for which the Parish Council may wish to request quotes from local contractors. Cllr Colvey offered to collate these suggestions and pass them on to the Parish Clerk. Actions: (i) all members to consider this and communicate with Cllr Colvey accordingly, (ii) Once this composite list is forwarded to the Parish Clerk he will speak to Dorset Council to identify what locations they will continue to maintain throughout the crisis (e.g. for road safety reasons).

11. To receive an update report on the status of the Village Centre car park initiative. Cllr Bush referred to the report from Cllr Watts. He also reported that it had been discovered that the contractor who had been selected for this work through the tendering process had advised that they had ceased trading. This event had prompted a review of the financial health of each of the remaining companies who had bid for the work. It was felt that the opportunity should be taken to re-run the entire tendering process with the aim of extending the number of quotes submitted for consideration.

12. To receive an update report on the status of the Astro lights replacement initiative. Cllr Huggins reported that the new LED floodlights were fitted week commencing 30th March, and included the installation of a combination code on/off switch. On testing after dark, it transpired that the position of lights wasn’t optimal, so the suppliers / installers returned week commencing 6th April to adjust them. They were checked on Tuesday evening 7th April after dark and were found to be much more effective after the adjustment.

13. To receive an update report on the activity to install and commission the three defibrillators. Cllr Cottman referred to a report he had prepared and circulated in advance of the meeting. In parallel with this, Cllr Huggins had been working with the electrical contractors who had successfully undertaken the Astro floodlights work. They had investigated similar installations in former telephone kiosks and had indicated that they could carry out the installation in the kiosk opposite the primary school. They had also stated that they could install the AED unit at The Chequers PH. However, a number of minor points needed to be clarified regarding communications links to facilitate regular remote monitoring and testing of the equipment – and so it was agreed that Cllrs Huggins and Cottman would discuss these points immediately after this meeting. Subject to satisfactory clarification of these points it was RESOLVED to authorise Cllr Huggins to request the contractor concerned to go ahead with the installations.

11. To CONSIDER ITEMS FOR THE NEXT PARISH MAGAZINE Discussion took place concerning the next Parish Magazine. Cllr Barker explained that it was not yet clear whether there would be a Parish Magazine this month. This would depend on the availability of a printing company able to take on the production task.

If the magazine does go ahead it seem there would be no shortage of material for the Parish Council article, such as:

· The replacement Astro lights.

· Installation of the defibrillators.

· Recruitment to, and the activities of, the Lytchett Matravers Angels.

· The community emergency fund.

12. TO note correspondence received.

There was none.

The meeting closed at 20:24

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

Fin&GenPurposesCommitteeMinutes 200408 Appenidx 2 (Budget reports year end 2019 2020, including Sports Club tracker).pdf
Fin&GenPurposesCommitteeMinutes 200408 Appendix 1 (Bank Rec year end 2019 2020).pdf

Finance & General Purposes Committee minutes 8th April 2020