Minutes of a MEETING OF LYTCHETT MATRAVERS PARISH COUNCIL
Held on Monday November 20th 2017 at 7:00 in the Methodist Church, Lytchett Matravers.
PRESENT were Cllrs M Colvey, A Bush, A Huggins, K Norris, J Taylor, R Watts, P Webb, C Wood and Mr T Watton (Parish Clerk).
Also present: District Councillor W. Meaden, County Cllr P Wharf, and three members of the public.
PUBLIC PARTICIPATION SESSION
- A resident commented on the preparations for the recent Remembrance Day service and noted the contrast between the richness of the multiple poppy displays in some other communities with that of Lytchett Matravers. She also note that there had been no collection box in the Tesco shop. She wondered what the Parish Council might be able to do to ensure a more fulsome response next year. Cllr Colvey commented on the increased number of members of the public taking part in recent years, yet at the same tome all of the surrounding RBL branches seem to have become defunct and there are now no RBL poppy sellers or local RBL contacts for collection boxes or wreaths. The Remembrance Day parade itself is now organised by Churches Together with the direct involvement of the Parish Council in the arrangements for road closures, etc. Dist Cllr Meaden added that a group of people from outside of the village visited unannounced and did a “tidy-up” in the week before Remembrance Day. Action: Parish Clerk to check with DAPTC that their previous advice about the role which Parish Councils should play has not recently changed.
District Councillor’s Report
Cllr Meaden’s and Cllr Webb’s reports are attached at appendix 1 and 2 respectively to these minutes. Cllr Colvey noted that there were reports from both District Council members.
Cllr Watts sought to obtain the views of both District Cllrs regarding the ways in which Parish & Town Councils might be affected by the scope of the Future Dorset report. Cllr Webb remarked that at this early stage DAPTC are taking a lead in the liaison and discussions on this with the higher tiers of local government. He pointed that there is 18 months to get ready for the effects of the creation of the unitary authority which replaces the current Dist and County setup. Cllr Wharf drew attention to a poster he had circulated some time go giving the detail of the current service provisions split by County, District and Parish & Town levels. Action: Parish Clerk to re-circulate this to all members. Cllr Wharf also suggested members consider that for each service element, what size a parish or town would have to be to make devolved provision of that service economically and operationally viable. The Parish Clerk added there there is also a need to carefully consider the matter of the additional physical & human resources, time, knowledge, skills, equipment and accommodation which will also be required in order to commission, operate and manage each devolved service which a Parish or Town chooses to take on.
In response to a question from Cllr Watts regarding latest news on the review by the Boundary Commission Cllr Wharf commented that he expected this to take effect after the establishment of the unitary authority
County Councillor’s Report
Cllr Wharf‘s report is attached at appendix 3 to these minutes. In response to a question from Cllr Colvey, County Cllr Wharf explained his understanding of the meaning of paragraph 3 of the 2017 DCC report concerning the Unitary Authority.
1. To receive and consider apologies for absence – Cllrs B Barker, R Carswell and A Cotttman.
2. TO RECEIVE ANY DECLARATIONS OF PECUNIARY INTEREST; AND CONSIDER REQUESTS FOR SPECIAL DISPENSATIONS UNDER SECTION 33 OF THE LOCALISM ACT 2011.
There were none.
3. TO receive AND RESOLVE to APPROVE THE Minutes of The Full Council Meeting on 16th October 2017.
RESOLVED to approve as a true record of the meeting and signed by the meeting Chairman.
4. TO RECEIVE and consider REPORTS OF PAST SUBJECT MATTERS.
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. The italics below indicates additional comments by members at the meeting.
- Minute 14, 21st September 2015 – website updating. At the April Full Council meeting it had been agreed that all members would send their personal profiles to Cllr Colvey again. As of the September Full Council meeting there had been no report on any increase on the 3 members who had forwarded their profiles to Cllr Colvey, so Cllr Colvey indicated that members would receive the chaser on this in time to produce their profiles for the October edition of Lytchett Link. At the November Council meeting some members questioned which updated profiles had been produced, and who was holding them. Cllr Colvey therefore agreed to check what updated profiles Mr Gracey may be holding. Action: Cllr Colvey to contact Mr Gracey accordingly.
- Minute 20, 17th October 2016 – Decommissioning of Telephone Kiosks: A definitive response from BT is still awaited.
- Public participation, 18th Sept 2017 – missing sign indicating “disabled parking bay” outside Tesco store. The Parish Clerk has reported this matter to DCC Highways requesting that this sign is replaced (Highways report number 1087066). The Parish Clerk received a telephone response from A DCC Highways Officer during week commencing 13th November. He had carried out a site visited and identified the disabled bay sign adjacent to the bay, but was unable to ascertain the purpose of the post without a sign had served – but he was certain from his checks on streetview that this post had not been put up at the same time as the bay had been established. DISCHARGED
- Minute 8, 18th Sept 2017 – proposal to apply the double skin to the remaining three sides of Rocket Park. A quotation for this work provided by Poole Business Services had already been circulated to members. In line with the Council’s Financial Regulations, two further quotations had been requested; one is still outstanding.
- Minute 10, 18th Sept 2017 – proposal to clear undergrowth and shrubs along the metal fence adjacent to Library Walk, leaving just the oak trees and the low shrubs around the noticeboard and bordering High Street. It had been resolved to arrange for this work to be done once the DCC Representatives had been consulted on it at a meeting with them on 27th September. This matter had been reported as confirmed with the DCC representatives and the Parish Clerk has spoken to Mr Mills about it.
- Minute 8, 16th October 2017 – offer of free trees from the Woodland Trust. As reported to the Environment & Amenities Committee in October, the Parish Clerk had discovered that this offer was for a multi-tree pack which would not serve the intended purpose. DISCHARGED
- Minute 9, 16th October 2017 – revision of Council meetings. The Parish Clerk has notified the Booking Secretaries of the Methodist Church and Village Hall accordingly. DISCHARGED
- Minute 10, 16th October 2017 – Proposal to award a grant of £100 to CALM for printing of publicity signs. This was approved at the October Full Council meeting and, as CALM does not have a bank account it has been arranged with Mr & Mrs McGill thatonce the work has been completed, we will submit a paid invoice to the Parish Council for reimbursement.
5. CHAIRMAN’S ANNOUNCEMENTS
The Chairman advised that he had begun planning for a training / awareness session for Council members – to take place in the new year.
6. To consider the Council’s response to PDC consultation on the offer of available land to the south of Deans Drove as part of future land supply for new homes through the Strategic Housing Land Availability Assessment.
The Council RESOLVED to respond to this consultation with an OBJECTION to the inclusion of said piece of land in the SHLAA – on the basis that it is in the greenbelt.
7. To consider possible nominees for PDC “Volunteer of the Year” award April 2018. Three nominees were put forward for consideration. After brief discussion by a majority vote a nominee was agreed by members.
8. To consider a revision to planning application 6/2017/0511 Mr Nicholas Rubenstein. 16 Foxhills Crescent, Lytchett Matravers BH16 6BE. Demolition of existing garage, severance of curtilage and erection of detached 3 bed house with associated access and parking. It was noted that the revision to this proposal does not remove the grounds for the Council’s previous objection. It was therefore RESOLVED to reiterate that objection in a further response to PDC.
9. To consider a proposal for a revision of the Council’s Standing Orders and Financial Regulations. The Parish Clerk referred to the versions of the Standing Orders and Financial Regulations which he had circulated to all members prior to the meeting. He explained that the only amendments had been to remove references to the now defunct committees and replace them with references to the newly established Finance & General Purposes Committee. It was RESOLVED to approve and adopt the revised versions of the Standing Orders and Financial Regulations with immediate effect. A copy of these documents is attached at Appendices 4 and 5 to these minutes.
10. To consider the proposed draft terms of reference for the Finance & General Purposes Committee. The Parish Clerk referred to the draft terms of reference for the Finance & General Purposes Committee which he had circulated to all members prior to the meeting. It was RESOLVED to approve and adopt these terms of reference with immediate effect. It was also RESOLVED to review this document in March 2018.
11. To consider appointment of Chairman of the Finance & General Purposes Committee. It was RESOLVED by a majority vote (1 abstention) to appoint Cllr Wood as Chair of the Finance & General Purposes Committee. It was further RESOLVED to appoint the sitting Vice Chairman of the Council as Vice Chair of the Finance & General Purposes Committee.
12. To consider renewal of membership of Fields In Trust (£50 annual fee). It was RESOLVED to approve this.
13. To consider a proposal to investigate whether it is desirable and possible to obtain protection for the Foxhills Open Space under any scheme currently operated by Fields In Trust. It was RESOLVED that the Parish Clerk should progress this with Fields In Trust. Action: Parish Clerk to contact FIT accordingly.
14. To receive and note the content of reports from Sub Committees and Working Groups as required. It was RESOLVED to receive and note the content of reposts provided by Cllr Huggins regarding the Huntick Cycleway and the Village gateway. In response to points made by Cllr Huggins to support his written report on the Cycleway project, County Cllr Wharf advised the Council to consider inviting Helen Jackson to a Parish Council meeting to help demonstrate the Council’s commitment to these projects and to encourage DCC to work in partnership on them. Copies of both of Cllr Huggins’ reports are associated at appendices 6 and 7 to these minutes.
15. To consider a proposed amendment to the Allotments rental agreement to ensure compliance with forthcoming changes to data protection legislation (GDPR). The Parish Clerk explained that he had learned from a NALC webinar given by a Data Protection legislation expert that by May 2018 all organisations nation-wide will be required to make arrangements to comply with General Data Protection Regulations (GDPR) which replaces the provisions of the Data Protection Act 1998. Once of the key aspects of this is the need to obtain active consent from all private individuals when an organisation collects and holds any of their personal data. This includes names and contact details and therefore applies, amongst other things, to allotment rentals. The Parish Clerk therefore proposed the following wording to be added to all allotment agreements, and a new set of agreements be sought from all existing and new allotment holders:
“The Parish Council creates and maintains computer and paper records regarding rental of this allotment, for the sole purpose of administration of rentals. Such records will be processed in compliance with the Data Protection Act 1998 / General Data Protection Regulation. I consent that the personal information shown on this form may be used solely for this purpose. [ ] (Please tick to give your consent).”
It was RESOLVED to approve this. Action: Parish Clerk to amend the agreement and seek a new signed agreement from all allotment holders accordingly.
16. TO NOTE THE DECISIONS MADE by the Following Committees:
· Environment & Amenities Committee meeting on 6th November 2017.
· Planning Committee meeting on 2nd November 2017
RESOLVED to note.
17. To approve the following payments due:-
|Inv||To Whom||For What||Net||VAT||Total|
|3842||T Watton||Clerk’s salary – Nov (12 equal monthly payments by SO)||864.83||0.00||864.83|
|3843||DCC||LGPS pension contrib November||343.62||0.00||343.62|
|3844||T Homer||Handyman duties, October 2017||249.75||0.00||249.75|
|3845||Idverde Ltd||Cemetery maintenance – October 2017||303.49||60.70||364.19|
|3846||Idverde Ltd||Grass cutting, Southern end of Rec x 3, October 2017||64.50||12.90||77.40|
|3847||Borough of Poole||Inspect and repair Rocket Park “Record” roundabout, and repair to fence.||159.00||31.80||190.80|
|3848||SLCC Enterprises Ltd||Fee for attendance at Regional Training Seminar, Nov 2017||69.00||13.80||82.80|
|3849||SLCC Enterprises Ltd||Fee for attendance on “Data Protection Webinar||30.00||6.00||36.00|
|3850||DAPTC||Fee for DAPTC Clerk’s Seminar||60.00||0.00||60.00|
|3851||Purbeck District Council||Fee for Planning Training 2017/18||50.00||0.00||50.00|
|3852||M Colvey||Travel expenses claim – DAPTC AGMs 2016 & 2017, plus CCG final meeting||54.00||0.00||54.00|
|3853||M Colvey||Chairman’s allowance 2017/18||250.00||0.00||250.00|
|3854||Fields In Trust||Annual membership fee||50.00||0.00||50.00|
|3855||S P Mills||Grass cutting annual contract, plus additional ad hoc works: strimming 6 vacant allotments, supply & replace 2 taps at allotments, Ivy on trees at Library Walk, clear fallen tree at Eldon Drove, vegetation clearance and hedges at rec car park & Hannams Close, trim bunds.||4902.00||0.00||4902.00|
RESOLVED to approve all of the above payments.
18. to note any training undertaken by members or the Clerk in the past month Cllr Watts attended the Planning Training offered by PDC. The Parish Clerk took art in a webinar arranged by SLCC regarding the change to data protection legislation affecting all organisations by May 2018. He also reported that he would be attending the SLCC Regional Training Seminar in Bristol on 22nd November 2017.
19. 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.
(a) The Parish Clerk referred to correspondence from the Secretary of the Village Hall Committee advising that the new lighting had now been completed and the invoice received from the contractor. This enables the £500 grant agreed in May to now be paid. Action: Parish Clerk to include this in the list of payments to be authorised at the December meeting.
21. To note date of next meeting and items for future agendas.
The next meeting is due on Wednesday 20th December, in the Village Hall at 7pm. Items requested for future agendas:
· To review the legal requirements, guidance and good practice for Annual Parish meetings and consider how this meeting can be best utilised as part of the communication strategy for Lytchett Matravers Parish Council.
· To consider a proposal to demolish and remove the bus shelter at Lime Kiln Road opposite the war memorial.
The meeting closed at 9:10pm
Annotated by/on …………………………….. Signed by……………………
FullMinutes 171120 Appendix 5 (Finance Regs v6171109).doc
FullMinutes 171120 Appendix 4 (Standing Orders 171109).docx
FullMinutes 171120 Appendix 6 (Huntick Cyclepath Report 15 Nov 2017).docx
FullMinutes 171120 Appendix 7(Village Gates Report 15 Nov 2017).docx
FullMinutes171120 Appendix 3 (DCC Cllrs report for Nov2017 meeting).doc
FullMinutes 171120 Appendix 2 (P Webb Dist Cllr Report Nov 2017).docx
FullMinutes 171120 Appendix 1 (W Meaden Dist Cllr reportNovember 2017).docx