Minutes of the FINANCE AND GENERAL PURPOSES COMMITTEE

Meeting held on Wednesday September 9th 2020, at 7.00 p.m. online.

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

PUBLIC PARTICIPATION: There was none.

Apologies.None.

Declarations of Pecuniary Interest – and consideration of requests for Special Dispensations under Section 33 of the Localism Act 2011.There were none.

To receive and approve minutes of the Finance & Policy Committee meeting held on 8th July 2020.

The minutes were ACCEPTEDas a true record and were forwarded to the meeting chair to sign and return.

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 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) The members decided at the July meeting that in view of the lifting of many elements of lockdown, it may now be appropriate to arrange for Paul Kitchen, DC Rights of Way Ranger, to undertake the planning assessment. Cllr Huggins indicated that he would take a lead on this and would begin by walking the path himself to do an initial evaluation. At the extraordinary meeting of Full Council on 12th August Cllr Huggins reported that he had since been in touch with Mr Kitchen and had suggested a range of possible dates. At the meeting on 9th September Cllr Huggins reported that he had not received a response from Mr Kitchen.

ii. 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. Members understood that it had however been approved by Dorset Council. Action: Parish Clerk to contact Dorset Council Planning Dept to verify the correct status of this application.

Planning application 6/2020/0213 Selbys Yard, Huntick Road, Lytchett Matravers, Poole, BH16 6BB. Change of use of site to light industrial (use class B1), general industrial (use class B2) and storage and distribution (use class B8). Erect 15 industrial and storage units and a ‘welfare unit’ to serve the site. DC planning portal shows that this application has still not yet been determined. At the extraordinary meeting of Full Council on 12th Aug 2020 Cllr Webb wondered whether some follow-up to DC Planning might be appropriate to emphasise the Council’s previously made objection. Cllr Morgan indicated that he would draft something on the aesthetic qualities of the proposed units for Council consideration for further submission – which he then circulated to all members for comment on 26th August.

Planning application 6/2020/0159 The Cottage, Loop Farm Road, Lytchett Matravers, BH16 6B. Erect a first floor extension with an increased roof height & new rooflights & internal alterations. Form 2 new parking spaces with stepped access to dwelling. DC planning portal shows that this application has still not yet been determined.

Planning application 6/2020/0292. Land at New Park Farm, Dolmans Hill, Lytchett Matravers, BH16 6HP. Erect temporary agricultural workers dwelling. DC planning portal shows that this application has still not yet been determined.

Planning application 6/2020/0291 Fair View, Eldons Drove, Lytchett Matravers, Poole, BH16 6HH. Raise part of roof, proposed rear extension at upper ground floor level, rear terrace and external remodelling. New brick & timber boundary walls & new front electric gates. DC planning portal shows that this application has still not yet been determined.

Planning application 6/2020/0263 St Marys Church, Colehill Road, Lytchett Matravers, Poole, BH16 6BS. Erect three lamp posts in church car park. DC planning portal shows that this application has still not yet been determined.

Planning application 6/2020/0314 164 Wareham Road, Lytchett Matravers, Poole, BH16 6DT. Sever plot and erect a detached two storey dwelling with associated access, parking, landscaping and amenity space. DC planning portal shows that this application has still not yet been determined.

Planning application 6/2020/0303. New Park Farm, Dolmans Hill, Lytchett Matravers, BH16 6HP. Erect agricultural barn. DC planning portal continues to show no status against this application, however a call to DC planning on 10th August and again on 8th September has confirmed that it has still not yet been determined. DC Planning also advised that there is an intermittent fault with the status indicator on the Planning Portal. This problem has been reported to their IT team.

Planning application 6/2020/0255 Lord Rockley, Lytchett Heath Polo Club, Lytchett Heath Farm, Huntick Road, Lytchett Matravers, Poole, BH16 6AE. Erect a single storey pavilion adjacent to an all weather polo arena. DC planning portal shows that this application has not yet been determined.

Planning application 6/2020/0037 27 Landers Reach, Lytchett Matravers, Poole, BH16 6NB. Erect a single storey rear extension & a 2 storey side extension. DC planning portal shows that this application has not yet been determined.

Planning application 6/2020/0341 Kit Robins, Jennys Lane, Lytchett Matravers, Poole, BH16 6BP. Erect a detached garage. DC planning portal shows that this application has not yet been determined.

Planning application 6/2020/0274 (revised plans) 27 Huntick Estate, Lytchett Matravers BH16 6EB. Sever land and erect pair of semi detached houses with access, parking and new dropped kerb. DC planning portal shows no status against this application, however a call to DC planning on 8th September has confirmed that it has still not yet been determined. This application is also subject to the above mentioned intermittent fault with the status indicator on the Planning Portal – which has been reported to their IT team.

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.

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.

To receive an update on the arrangements for the litter picking event on 13th September Cllr Huggins reported on the following arrangements:

  • The event will take place 3-4pm on Sunday 13th Sept, however Cllrs will be available on the Rec upper car park so that volunteers can pick up equipment etc from 2:30pm onwards (two separate socially distanced tables)
  • Cllrs staffing the tables to wear face coverings please.
  • It was noted that the new requirement for social gatherings of no more than 6 people comes into force from Monday 14th Sept – i.e. after this event has taken place. However, it is intended that volunteers will not assemble / register as a single large group anyway. Instead they will arrive and then disburse in very small groups in different locations around the village. Consequently it is very unlikely that more than 6 people would be in close proximity at any point.
  • The Risk Assessment and Safety Briefing have been updated to incorporate responses to Covi-19.
  • Tesco are providing the first aid cover.
  • The road signs have been collected from the Highways depot at Charminster. Cllrs Huggins and Colvey will position these just inside the 30mph signs on the main routes into the village.
  • Cllr Carswell will put up posters in both noticeboards.
  • Cllr Barker has put posters / publicity on the website and social media.
  • A supply of nitrile gloves are available in the Parish Office; however volunteers have been asked to bring and use their own.
  • Used equipment is to be deposited in the bags provided, at the end of the session.

To receive and consider the draft policy for Memorial Trees – to add to the Council’s general Tree Policy.

Cllr Carswell referred to two draft policies he had produced – (i) to deal with requests to plant a tree with a dedication, and (ii) to deal with offers of donated trees. These draft documents had been circulated to all members in advance of the meeting. He explained that he had already included some minor adjustments in response to comments from the Parish Clerk and that it was also intended that ultimately the content of the two documents would be incorporated as additions in to the Council’s existing Tree Policy.

Donated trees:

Such trees lend themselves to carefully planned planting schemes.

Some discussion took place regarding the example of the offer from the WI – as each member has an offer of a tree, and those who are unable or do not wish to plant them on their own property are hoping the Council may be able to identify suitable sites. There was a strong feeling that the Council should seek to engage positively with community groups such as in this case. However, since the trees in question are very small (1m whips) they are considered too small for the planned planting in the remodelled Rec car park – which will become a “pilot site”. It was noted that minimum 2m trees are required for this.

Cllr Carswell’s work on the draft policy document for donated trees systematically seeks to identify possible locations for planting. However it was noted that appropriate space on Council owned land is very limited. There is also a need to balance tree planting with (a) the other uses of available open space (e.g. the cemetery and its intended extension into Row Park Paddock) and (b) the long term preservation of valued views due to Lytchett Matravers elevated location (e.g. Corfe Castle, the Purbecks, Old Harry Rocks etc). A subordinate project to plot those long distance views from the Recreation Ground is required; and it may even be necessary to remove some trees to re-establish important sight lines.

It was noted that the draft policy also includes other public land not owned by the Parish Council – i.e. highway verges, which it is understood would require the approval of DC Highways before any planting takes place. Cllr Bush has asked Helen Jackson, Dorset Council, to advise on this. Cllr Morgan added to the suggested list of roadside locations, and pointed out that tree planting would enhance their appearance (Old Pound Close) and / or assist traffic calming (Wareham Rd). It was however noted that there is a need to identify where the underground services run prior to any planting plan involving roadside verges is established.

It was suggested that the draft policy should include a comment that the list of suggested sites is provisional and subject to change – both for the above reasons of preserving views / establishing where it may not be possible to plant because of underground services or lack of approval by Highways, and also because other sites may be added at a later date.

Cllr Webb pointed out the need to consider the long term when planting – i.e. the size of a tree in 40-50 year’s time and its effect on current sightlines, nearby dwellings etc, and also the possibility that such trees may become subject to TPOs which could constrain a future Parish Council from taking improvement action on an open space for the benefit of the community.

Dedicated trees:

By its nature, a scheme to offer an area or areas for planting of trees with a dedication, involves piecemeal or ad hoc planting. It is unclear how much demand there is for dedication planting. It was suggested that specific locations should be selected and held in reserve for such planting – such as Old School Green. It was suggested that in view of the sensitive nature of the Recreation Ground in terms of landscaping and preservation of views this is not suitable for this type of planting but should be retained instead for planned planting.

Further options for planting:

Cllr Attridge wondered if there was any scope to approach private landowners. It was felt that the currently identified development sites may have suitable open space which the developers may be willing to discuss, as they are likely to have committed to some landscaping and planting of them anyway. Similarly, the SANG may be a suitable location.

To consider planning application 6/2020/0364 8 Glebe Road Lytchett Matravers BH16 6EH. Erect a single storey side & rear extension. NO OBJECTION.

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:

· Update on the Car Park and tree planting there.

· Thanks to volunteers / report on litter pick event

· Next phase of Village Centre project – path to Eldons Drove. Cllr Morgan offered to prepare a brief explanation, including use of the spoil from the car park project, plus a plan of the woodland path.

· Resumption of Guerrilla Gardeners activity – encouragement to go ahead. Emphasis on individuals’ projects, so no conflict with latest Govt requirements for social gatherings.

On the subject of the Guerrilla Gardeners, Cllr Bush offered to put together a list of suggested small sites / locations around the village which GGs might wish to address.

Cllr Barker asked members to give some thought to whether the Council wished to issue another Lytchett Link before the year end. If so, she advised that this should avoid December as this created extra logistical and operational problems last year.

To note correspondence received.

(i) Cllr Carswell reported on a letter, addressed to the Parish Council, which he had received from a 10 year old girl – offering to plant / maintain some green spaces around the village. She wondered if the council might provide some funds for planting etc. It was noted that this links well to the Guerrilla Gardeners initiative. The Council members received this very positively.

(ii) Cllr Barker reported on an email she had received from a resident who had seen a public park elsewhere in the county with hand sanitiser dispensers and she wondered why Lytchett Matravers does not have something similar.

(iii) The Parish Clerk reported on correspondence with a resident requesting the Council to deal with a tree on the Recreation Ground which they feel is too tall and adversely affecting the enjoyment of their property.

The meeting closed at 20:20

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

FinanceGenPurposes Committee Minutes 200909 Appendix 1 (Bank Rec and budget reports to 8 Sept 2020).pdf

Finance & General Purposes Committee minutes 9th September 2020