Annual Meeting of the Parish Council – Weds 22nd May 2024 at 7.00 p.m.

Blanchard Room, Lytchett Matravers Village Hall

Alison Clothier, Locum Parish Clerk

Council Office, Vineyard Close, Lytchett Matravers BH16 6DD

Email: lytchettmatravers or call 07596 885667

Copies of related reports for the items below are available on request to the Parish Clerk by 7pm on Tuesday 21st May 2024

A G E N D A

All Council decisions must give due consideration to their impact on the community’s carbon footprint.

Public Participation – (standing orders suspended).

Report by Dorset Councillors (Standing Orders Suspended)

1. Election of Council Chair and receipt of declaration of acceptance of office.

2. Election of Council Vice Chair and receipt of declaration of acceptance of office.

3. To receive and consider apologies for absence.

4. To receive any declarations of interest, and consider any requests for Special Dispensations under Section 33 of the Localism Act 2011

5. To receive and resolve to approve minutes of the Full Council meeting held on 24th April 2024.

6. To receive and consider reports of past subject matters on the minutes of the Full Council meeting.

7. To confirm the Parish Councils eligibility to exercise the General Power of Competence

8. To adopt the following Parish Council Policies:

i) Councillor Requirements

ii) Document Retention Scheme

iii) Model publication scheme

9. Chair’s announcements.

10. To receive and note the 2023/24 Internal Audit report signoff by the Internal Auditor, Rosie Darkin-Miller; and to receive and consider Mrs Darkin Miller’s report and recommendations to the Parish Council on matters identified during the internal audit process.

11. To confirm Council compliance with each of the statements listed in section 1 (the Annual Governance Statement) of the Annual Governance and Accountability Return (AGAR) for the year ending 31 March 2024

12. To confirm acceptance of the accounting statements in Section 2 of the Annual Governance and Accountability Return (AGAR) for the year ending 31st Mar 2024

13. To confirm the dates for the Exercise of Public Rights for the financial year 2023/24 (period for the right to inspect the financial records).

14. To confirm that there are no conflict of interests with BDO LLP

15. To minute approval of March 2024 payments.

16. To receive and note the 2024-25 year to date bank reconciliation (for purposes of report only).

17. To receive and consider a report covering 2024-25 year to date income and expenditure (for purposes of report only).

18. To receive and consider a report on the current uptake, waiting list and upkeep of the allotments (for purposes of report only).

19. To receive and consider the report and recommendations of the review of the Council’s insurance cover.

20. To consider Planning Application P/FUL/2024/02198 Rose And Crown, 178 Wareham Road, Lytchett Matravers, Poole, BH16 6DT

Convert first floor Manager’s flat into four lettable bedrooms with en-suites. First floor extensions. (Amended description)

21. To consider Planning Application P/VOC/2024/02369 38 Wareham Road, Lytchett Matravers
BH16 6DR

Variation of Condition to application P/FUL/2023/02958 – Demolish existing stable and erect new stable/ barn on land to the rear of 38 Wareham Road

22. To receive a report from the Village Environment Working Group (VEWG).

23. To approve designs for Council premises signage.

24. To receive a report from the Highways Working Group.

25. To receive a report from the Neighbourhood Plan 2 Working Group – Purbeck Local Plan

26. To receive a report from the Lytchett Matravers Youth Hall Working Group (YHWG).

27. To consider report and resolve to accept recommended quotation to investigate alternate drainage scheme for the Youth Hall Car Park

28. To consider request to continue funding for additional library hours and resolve to approve

29. To discuss Lytchett Matravers Summer Events

i) D Day

ii) MidSummer Festival

30. Consider proposal for InPost locker in Recreation Ground Car Park

31. To approve a 3 month licence for Basilico Pizza Van for the High Street Car Park

32. Holding Item – Village Hall funding

33. To consider proposal for replacement clerk’s laptop.

34. To consider rate of pay for Village Handyman.

35. To consider the handover arrangements to the new Parish Clerk

36. To resolve to approve the following payments already made:

To Whom For What Net VAT Total
BT Office phone and broadband fee 64.37 12.87 77.24
O2 Parish Clerk Mobile Phone – April 11.96 2.39 14.35
Propel Finance Plc Monthly repayment for LMPC Clerk’s mobile phone – 7.42 1.48 8.90
HSBC Bank account fee – April 5.00 0 5.00

37. To resolve to approve the following payments due:

To Whom For What Net VAT Total
T Homer Handyman duties, April 2024 343.86 0.00 343.86
Alison Clothier Salary – May 984.07 0.00 984.07
HMRC Income tax and national insurance – May 334.11 0.00 334.11
Alison Clothier Expenses – mileage (auditor) £35.80 0.00 £35.80
Dorset Council Emergency Tree works to allotment tree 396.00 79.20 475.20
Clear Councils 2024/25 Parish Council Insurance 2668.22 0.00 2688.22
Idverde Grounds Maintenance for End of playing Field 72.62 14.52 87.14
Idverde Grounds Maintenance for St Marys and Row Park Cemetery TBC
Gould Groundworks Ltd Picket fencing and banking for terrace at Pavilion 2803.97 560.79 3364.76

38. Training by members or the Clerk in the past month (for the purposes of report only).

39. To note any decisions / action taken by Parish Clerk under “Openness of Local Government Bodies Regulations 2014”, Part 3, Paragraphs 6-10, record of decisions and access to documents (for purposes of report only).

40. To note correspondence received.

Members are reminded that the Parish Council has a general duty to consider the following matters in the exercise of any of its functions: Equal Opportunities (race, gender, sexual orientation, marital status and any disability); Crime & Disorder; Health & Safety; and Human Rights.

Signed: A Clothier Date: May 2024

Full Council Agenda 22nd May 2024 commencing 7pm in the Blanchard Room, Lytchett Matravers Village Hall