Minutes of the meeting of LYTCHETT MATRAVERS PARISH COUNCIL
Held on Wednesday 18th December 2019 at 7:00 in the Blanchard Room, Village Hall, High Street, Lytchett Matravers.
PRESENT were A Bush (Chairman), M Attridge, B Barker, R Carswell, A Cottman (from 19:22), A Huggins, M Colvey, R Watts, C Wood, P Webb and Mr T Watton (Parish Clerk).
Also present: Dorset Councillors A Brenton and B Pipe.
No members of the public were present.
PUBLIC PARTICIPATION SESSION
There was none.
DORSET COUNCILLORS’ REPORT
Copies of reports produced by Dorset Cllrs A Brenton and B Pipe were circulated to all members in advance of the meeting. Copies of the reports are attached at appendices 1 and 2 to these minutes.
Cllr Bush asked Cllr Pipe for clarification of the reference to “MASH” in his report. It was clarified that this “Multi-Agency Safeguarding Hub” takes the lead on investigations into reported concerns about safeguarding issues related to both children and vulnerable adults. The operation of the “MASH” is subject to national policies.
Prompted by planning matters covered in Cllr Brenton’s report, Cllr Bush reported to her about the concerns expressed by a resident regarding apparent extension to planning-approved building work at 86 Wareham Rd. He outlined how his report of this to the Enforcement Officer merely resulted in referral back to the relevant Planning Officer. Cllr Brenton agreed to “have a word” about this.
1. To receive and consider apologies for absence. C Maher offered his apologies that he was unable to attend due to being detained elsewhere.
2. To receive any declarations of Pecunary interest, and consider any requests for Special Dispensations under Section 33 of the Localism Act 2011. There were none.
3. To consider nominations for Vice Chairman of Lytchett Matravers Parish Council. Cllr A Huggins was nominated by Cllr Wood, and the nomination seconded by Cllr Carswell. There were no other nominees. Carried unanimously.
4. To receive the declaration of acceptance of office for Vice Chairman, Lytchett Matravers parish Council. Cllr Huggins duly completed the acceptance of office form, witnessed by the Parish Clerk as “Proper Officer”.
5. TO receive AND RESOLVE to APPROVE THE Minutes of The PARISH Council Meeting on 27th NOVEMBER 2019. It was RESOLVED to approve these as a true record of the meeting. The minutes were then duly signed by the council chairman.
6. TO RECEIVE and consider REPORTS OF PAST SUBJECT MATTERS (for purposes of report only).
It was RESOLVED to receive and note the contents of the following report, which had been prepared and circulated in advance of the meeting by the Parish Clerk. Italics below indicate additional comments made by members at the meeting.
- Dorset Cllrs Report, Minutes 23rd October 2019 – DC Criteria for placement of SIDs. The Parish Clerk had contacted the DC Road Safety team to ask for details of the criteria for placement of SIDs and he had fed the responses back to the council members accordingly. At the November meeting it was noted that a SID can only be fitted on a Dorset Highways post and these can only be located where DC Highways deem appropriate. Members recognised that a direct answer from Dorset Highways regarding where SIDs can be located is required. During the subsequent discussion the relationship to the village “gateways” was discussed and the following locations considered to be desirable for a SID:
– Wimborne Rd
– Huntick Rd, near Race Farm.
– The southern end of Wareham Rd at the start of the 30mph limit.
– Flowers Drove
It was RESOLVED to ask Mr Camp from the Dorset Highways Safety Team to make a site visit to review each of these locations. Action: Parish Clerk to contact Mr Camp accordingly.
- Minute 13, 23rd October 2019 – Replacement fence for Rocket Park play area. A report from Cllr Huggins on research into moulded plastic picket fence was included in the composite report attached at appendix 6 to the November minutes. He had been awaiting a quote to come back for the fully moulded fence, but it was subsequently established that this type of fence would be unsuitable. Prices for steel bowtop fencing are still awaited.
- Minute 7, Full Council 27th November 2019 – request from Purbeck Citizens Advice for additional contribution to fund an extension to the service operated in the Lytchett Matravers library (letter copied to members on 7th November 2019). As requested, the Parish Clerk wrote to Purbeck CAB to request details of the number of people who attend Lytchett CAB sessions, where they are from, how many Lytchett Matravers residents attend sessions in other locations and how many they turn away. The response was circulated to members by email on 17/12/19. This matter is the subject of item 9 below.
7. CHAIRMAN’S ANNOUNCEMENTS (for purposes of report only) The Chairman commented on the following:
· Arrangements for a planned “awayday” on Saturday 15th February. Members were reminded to let the Chairman know of their availability for this event.
· The traditional get-together at the Rose & Crown PH after the 18th December Full Council meeting.
8. To receive and note the content of the minutes of the finance & General purposes committee meeting on 4th December 2019 (for purposes of report only) It was RESOLVED to receive and note the content of these minutes.
9. To consider the further data sought in relation to the request from Purbeck Citizens Advice for additional contribution to fund an extension to the service operated in the Lytchett Matravers Library (letter copied to members on 7th November 2019). In the light of clarification about the information which is and is not available concerning attendances at the service events provided in Upton, and in recognition that the introduction of a weekly service in Lytchett Matravers would be clearer for users, it was RESOLVED to agree to this request from the Purbeck CAB for a 12 month trial period. Action: Parish Clerk to notify Purbeck CAB accordingly.
10. to receive and consider a report on lytchett matravers sports club goverance and progress on the pavilion refurbishment programme. A report was circulated before the meeting and is attached as Appendix 3 to these minutes. No questions were raised.
11. Proposal to return Lytchett Matravers Sports Club to its former self-governing function effective April 1, 2020. After clarifying that the current Sports Club management committee had expressed no concerns about this proposed change at its recent meeting, it was RESOLVED to APPROVE this. It was noted that the Sports Club constitution will need to include a mechanism for the Parish Council to be able to step in again in a similar way to events in 2018 if things go wrong.
12. To consider nominees as the Parish Council trustee on the proposed Lytchett Matravers Village Trust. The formal title will be determined by the Trustees in due course – Deferred
13. Proposal to move management responsibility for Lytchett Matravers Sports Club and the Club Hall to the proposed Lytchett Matravers Village Trust (exact name to be determined) in 2020/21; detailed timing and process to be jointly agreed between the Parish Council and the Lytchett Matravers Village Trust – DeferreD
14. Motion: To approve the 2020-21 LMPC budget as detailed in the Budget Proposal Working Paper v9 spreadsheet circulated to members. Cllr Bush explained the distinction between “Business as Usual” (BAU) budget lines (i.e. committed activities, tasks and expenditure which the council must undertake), and the “projects” (i.e. optional activities and initiatives which are dependent on funds and will require some prioritisation by the council). Cllr Huggins queried that nothing had been included for the Recreation Ground dolly post initiative and the replacement fence for Rocket Park. It was agreed to add £6K to the budget for the Recreation Ground dollys initiative, and £12K for a replacement fence for Rocket Park. It was noted the Working Groups / Project groups would need to consider where they may be able to obtain external funding / grants, etc. DCA may be able to help with some advice and signposting.
Subject to the two amendments for the rec dollys and the rocket park fence detailed above it was RESOLVED to APPROVE the budget. Proposed: Cllr Bush, Seconded: Cllr Huggins – carried unanimously. Version 9 of the budget working paper, incorporating the two amendments detailed above, is attached at appendix 4 to these minutes.
15. Motion: To approve a precept increase of 10% for the 2020-21 year. Proposed: Cllr Bush. After some discussion a counter proposal was made for an increase of 15%. It was RESOLVED by a majorityto APPROVE the counter proposal of an increase of 15%.
16. To note the content of a paper reporting on research into the availability of recycled plastic marker posts for the allotments. A copy of the paper prepared by Cllr Huggins is attached at appendix 5 to these minutes. It was RESOLVED not to go ahead with this initiative.
17. To receive and consider reports of the following Working Groups:
(i) Village Centre: R Carswell. A report was circulated before the meeting and is attached as Appendix 6 to these minutes. There were no questions.
(ii) Library: A Bush. Cllr Bush reported that the received cost figures for the library have been provided to Corry Provan’s replacement at Dorset Council.
(iii) Astro: A Huggins. Nothing to report.
(iv) Village Hall: A Cottman. No report.
(v) Huntick Rd Cycle Path: Cllr Huggins. Nothing to report.
(vi) LM Trust structure: R Watts. Cllr Wattsreported that a meeting had taken place involving six residents who had expressed an interest in being trustees. During the meeting a number of questions were raised – including the scope of the trust and breadth of local organisations it might encompass, and also the desirability of a consultation process and reviewing what existing facilities are valued and what else residents might like to see. Concerns about the matter of how to promote diversity of membership of the trustees were also raised. In terms of timescales, whilst an aspiration emerged to set up the charity within the second quarter of 2020 it seemed likely that this would be rather later. It was suggested that a brainstorming exercise might be included in the Council awayday programme.
(vii) Parish Council communications: B Barker. A report was circulated before the meeting and is attached as Appendix 7 to these minutes. There were no questions.
(viii) Climate Emergency: R Carswell. A report was circulated before the meeting and is attached as Appendix 8 to these minutes. There were no questions.
(ix) Broadband Provision Improvements: A Huggins. Nothing to report.
18. TO RESOLVE TO APPROVE THE FOLLOWING PAYMENTS Due:
| Inv | To Whom | For What | Net | VAT | Total |
| 4221 | T Watton | Clerk’s salary – December (12 equal monthly payments by SO) | 936.78 | 0.00 | 936.78 |
| 4222 | Dorset County Pension Fund | LGPS pension contrib November 2019 | 373.14 | 0.00 | 373.14 |
| 4223 | T Homer | Handyman duties, November 2019 | 263.63 | 8.63 | 272.26 |
| 4224 | Idverde Ltd | Cemetery maintenance – Nov 19 | 303.49 | 60.70 | 364.19 |
| 4225 | E Jordan-Tubbs | PC share of Parish Mag / Link printing – December 2019 | 721.00 | 0.00 | 721.00 |
| 4226 | SLCC Enterprises Ltd | The Clerk’s manual 2019 edition. | 47.50 | 0.00 | 47.50 |
| 4227 | DAPTC | Clerks’ seminar | 70.00 | 0.00 | 70.00 |
| 4228 | Lytchett Matravers Methodist Church | Bookings for 1st Sept, 9th Oct, and 4 Dec 2019. | 75.00 | 0.00 | 75.00 |
| 4229 | A Clothier | Cover for parish clerk 2 meetings Nov / Dec 2019 | 84.15 | 0.00 | 84.15 |
| `4230 | British Telecommunications | Office phone and broadband. | 121.40 | 24.28 | 145.68 |
| 4231 | A Bush | Chairman’s allowance. | 250.00 | 0.00 | 250.00 |
| 4232 | Lytchett Matravers FC | Reimbursement of cost of Sports Pavilion TV licence Dec 19-Nov 20 | 154.50 | 0.00 | 154.50 |
| 4233 | Saregcv Cleaning | Cleaning Sports Pavilion 25 Nov – 30 Dec 2019 | 90.00 | 0.00 | 90.00 |
| 4234 | British Gas | Sports Pavilion gas account 1 Sept-2 Dec 2019 | 418.78 | 20.93 | 439.71 |
| 4235 | R Watts | Reimbursement for hire of library for Working Group meetings | 40.00 | 0.00 | 40.00 |
| 4236 | T Watton | Reimbursement of travelling costs to meetings / training and office expenses | 179.20 | 0.96 | 180.16 |
| 4237 | Replay Maintenance Ltd | Half yearly maintenance visit to Lytchett Astro, Nov 2019 | 470.25 | 94.05 | 564.30 |
| 4238 | Ellis Jones Solicitors LLP | Advance payment against legal works in connection with pharmacy steps project | 2250.00 | 450.00 | 2700.00 |
| 4239 | Land Registry | 2 x £40 fees for AN1 and RX1 for registration with Land Registry of Foxhills Open Space Deed of Dedication | 80.00 | 0.00 | 80.00 |
| 4240 | HMRC | Q 3 PAYE & ENI | 982.94 | 0.00 | 982.94 |
It was RESOLVED to approve all of the above payments.
19. To note any training undertaken by members or the Clerk in the past month.
There was none.
20. To note any decisions and / or 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. There were none.
21. Correspondence.
· There was nothing to report.
22. To note date of next meeting and items for future agendas.
The next full council meeting is scheduled to take place in the Methodist Church on Wednesday 22nd January 2020 at 7pm.
The meeting closed at 20.45
Annotated by/on …………………………….. Signed by……………………
FullMinutes 191218 Appendix 1 (Cllr Brenton report Lyt Mat -Upton16-12-19) (Word)
FullMinutes 191218 Appendix 2 (Cllr Pipe Report to Lytchett Matravers PC) (Word)
FullMinutes 191218 Appendix 3 (LMSC Report Dec 18 2019 v) (Word)
FullMinutes 191218 Appendix 4 (LMPC 2020 2021 Budget proposal working paper v9 alf -amended 18-12-19).xls (Excel)
FullMinutes 191218 Appendix 5 (Allotment marker posts) (Word)
FullMinutes 191218 Appendix 6 (VC Working Group Progress Report Dec 2019) (Word)
FullMinutes 191218 Appendix 7 (LMPC Comms Group Updates December 2019) (Word)
FullMinutes 191218 Appendix 8 (Climate Emergency Working Group Progress Report Dec 2019) (Word)