Minutes of the meeting of LYTCHETT MATRAVERS PARISH COUNCIL

Held on Wednesday 26th February 2020 at 7:00 in the Blanchard Room, Village Hall, High Street, Lytchett Matravers.

PRESENT were A Bush (Chairman), R Carswell, A Huggins, P Webb, R Watts, C Wood and Mr T Watton (Parish Clerk).

Also present: Dorset Councillors A Brenton, A Starr, and B Pipe.

Five members of the public were also present for part of the meeting.

PUBLIC PARTICIPATION SESSION

A resident of Eldons Drove referred to extended correspondence with Dorset Council Highways concerning trees on the Recreation Ground boundary which overhang Eldons Drove and the properties on the other side of the road. Evidently assurances had been given that this matter had been taken up with the relevant landowner to address the problem but no such correspondence seems to have been received by the Parish Council. In response the Chairman and Clerk advised that matter would be looked into, the situation regarding the trees assessed, and if they are on Parish Council land, a quotation obtained from Dorset Council for the necessary remedial work. Cllr Pipe indicated that he would support this through interventions at Dorset Council if necessary. The Parish Clerk also advised that co-incidentally he had recently spoken to the local agricultural contractor who is due to flail the Recreation Ground Eldons Drove hedge, and he had also asked him to give attention to any high level limbs.

DORSET COUNCILLORS’ REPORT

The report produced by Dorset Cllr A Brenton was circulated in advance of the meeting, a copy of which is attached at Appendix 1 to these minutes. Cllr Huggins referred to the mention within the report of the section of road at Morden Cross which is being re-surfaced. He wondered if the scalpings from this might be available for local use. Cllr Brenton indicated that she would enquire.

Cllr Pipe gave a verbal report – making particular mention of action taken to remove travellers from the Telephone Exchange site at Upton. Dorset Council have taken the matter to the County Court for a Repossession Order. Once this has taken effect, access to the site will be blocked off.

1. To receive and consider apologies for absence. Cllrs M Attridge, B Barker, A Cottman, and M Colvey, offered apologies that they were unable to attend.

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 receive AND RESOLVE to APPROVE THE Minutes of The PARISH Council Meeting on 22nd January 2020. It was RESOLVED to approve these as a true record of the meeting. The minutes were then duly signed by the Chairman.

4. 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.

Full Council Agenda item 4 – Reports of past subject matters:

i. Dorset Cllrs Report, Minutes 23rd October 2019 – DC Criteria for placement of SIDs. As resolved, the Parish Clerk arranged for Joe Allen, Principal Technician, Transportation Modelling at Dorset Council to make a site visit to review the previously identified likely locations for SIDS. A report of that meeting was circulated to members on 23rd February. A majority of council members approved that the Parish Clerk should formally request Mr Allen to arrange for the requisite traffic surveys at four locations within the village.

ii. Minute 13, 23rd October 2019 – Replacement fence for Rocket Park play area. Subject of a dedicated agenda item (item 9) on 26th Feb 2020.

iii. Minute 6.1, 22 January 2020 H&S Policy. As requested the Parish Clerk has added the matter of the condition of the public footpaths in the parish to the Council’s Risk Register. DISCHARGED

5. CHAIRMAN’S ANNOUNCEMENTS (for purposes of report only) Cllr Bush referred to the Council’s awayday and explained that he had circulated a draft set of notes for members to respond to. He also refereed to some work by Mr Ken Morgan to get the fingerpost at Blaneys Corner refurbished. Mention was made of a similar refurbishment which may take place for the post at High Cross.

6. To receive and note the content of the minutes of the finance & General purposes committee meeting on 12th February 2020 (for purposes of report only) It was RESOLVED to receive and note the content of these minutes.

7. TO CONSIDER THE FOLLOWING RECOMMENDATIONS FROM THE FINANCE & GENERAL PURPOSES COMMITTEE MEETING ON 12TH FEBRUARY:

7.1 To consider a recommendation from the Finance & General Purposes Committee to close the Council’s two Santander bank accounts and transfer the money in them to the Council’s HSBC accounts. RESOLVED to APPROVE.

7.2 To consider a recommendation to accept a quote of £495 for PBS to lay 5 square metres of rubber flooring inside Rocket Park south side gateway to address worn, sharp concrete edge. This will also tackle the frequent problem of this area becoming very muddy. RESOLVED to APPROVE.

7.3 To consider a recommendation within the details obtained and circulated to all members by Cllr Huggins concerning plastic bollards on the north west end of the Recreation Ground Car Park – i.e. the supply and installation of 48 recycled plastic posts, plus relocation of 2 dropping posts, at a quoted cost of £3437 + VAT. RESOLVED to APPROVE.

7.4 To consider the quote from Zurich Insurance for cover for the pharmacy steps improvement works. RESOLVED to APPROVE.

7.5 To approve the replacement of the Lytchett Astro floodlights with LED specification units together with controls for automated timing. RESOLVED to APPROVE.

8. To consider a grant application submitted on behalf of Cheeky Monkeys Parent and Toddler Group. REsolved to APPROVE.

9. TO RECEIVE AND CONSIDER A REPORT AND PROPOSAL FROM CLLR HUGGINS FOR REPLACEMENT FENCING FOR ROCKET PARK PLAY AREA. THE REPORT WAS CIRCULATED TO MEMBERS BY EMAIL ON 28TH JANUARY 2020. TO INCLUDE CONSIDERATION OF QUOTES AND SELECTION OF SUPPLIER AND CONTRACTOR. Cllr Huggins referred to his report which had been circulated to all members ahead of the meeting. It was clarified that the total cost is £12,639.40 + VAT, against a budgeted sum of £14,000. RESOLVED to APPROVE.

10. TO RECEIVE AND CONSIDER FOR APPROVAL THE DETAILED DESIGN FOR THE RECREATION GROUND CAR PARK. Members were referred to a paper covering this which had been circulated to members ahead of this meeting. A copy is attached to these minutes at Appendix 2. It was confirmed that all members present were in favour of the overall design – RESOLVED to APPROVE.

In response to a question, Cllr Watts clarified that the total costs were expected to be in the region of £40-50K, based on an average price per square meterage of tarmac. Quotes from prospective contractors are expected to be back in time for consideration at the next Full Council meeting.

11. TO RECEIVE AND CONSIDER A REPORT ON LYTCHETT MATRAVERS SPORTS CLUB GOVERNANCE AND PROGRESS ON THE PAVILION REFURBISHMENT PROGRAMME. Cllr Webb referred to his report which had been circulated to all members ahead of the recent Parish Council awayday. A copy is attached at appendix 3 to these minutes. There were no questions. It was RESOLVED to receive and note.

12. TO RECEIVE AND CONSIDER THE RESULTS OF THE CLIMATE EMERGENCY SURVEY. Cllr Watts referred to the Climate Emergency survey results, which had been circulated to all members. A copy is attached at Appendix 4 to these minutes. There were no questions. It was RESOLVED to receive and note.

13. TO RECEIVE AND CONSIDER FOR APPROVAL THE LYTCHETT MATRAVERS PARISH COUNCIL CLIMATE EMERGENCY ACTION PLAN. Cllr Watts referred to the Climate Emergency Action Plan, which had been updated since the Council awayday and had been circulated to all members. A copy is attached at Appendix 5 to these minutes. It was RESOLVED to APPROVE.

14. TO CONSIDER A PROPOSAL TO ESTABLISH LYTCHETT MATRAVERS SPORTS CLUB AS AN INDEPENDENT ENTITY FROM APRIL 1, 2020. A RECOMMENDATION WILL BE PRESENTED SETTING OUT THE PARAMETERS FOR THE SEPARATION. Cllr Webb summarised the key points by highlighting that it is intended that from 1st April the LMSC will operate as a separate entity with its own bank account and maintaining its own set of financial records for an interim period until the Development Trust is established. Cllrs Webb, Bush and Cottman will be Parish Council representatives on the LMSC Management Committee, which will be completed by the present Secretary and two representatives of the LMFC. In response to a question from Cllr Carswell, members were reassured that there is an effective mechanism to bring the LMSC back under direct control of the Parish Council again if it proves necessary to preserve its future. It was RESOLVED to APPROVE.

15. TO CONFIRM THE DATE, VENUE AND GENERAL APPROACH FOR THE ANNUAL PARISH MEETING 2020. It was RESOLVED to hold this on Saturday 18th April 2020 between 10:00 and 12:00. The format is to be an informal drop-in event. The Parish Clerk was asked to approach the Scouts to see if it is possible to book the Scout Hut for this. Action: Parish Clerk to approach the Scouts Secretary accordingly.

16. TO CONSIDER PLANNING APPLICATION 6/2020/0071 AFTERTHOUGHT DEANS DROVE LYTCHETT MATRAVERS BH16 6EQ. Erect a rear single storey extension. NO OBJECTION.

17. To receive and consider reports of the following Working Groups:

(i) Village Centre: R Carswell. Cllr Carswell referred to a report which had been circulated to all members in advance of the meeting. A copy is attached at Appendix 6 to these minutes. There were no questions.

(ii) Library: A Bush. It was noted that Dorset Council now has a new Officer, Mark Osborn, looking after asset transfers. A meeting took place with him in December 2019, but since then there has been no progress on the Astro site, the Youth Hall site or the Eldons Drove path.

(iii) Astro: A Huggins. No formal report. Cllr Huggins referred to the unrelated activity to replace the damaged floodlights with LED units. He commented that he had been prompted to consider hoggin as cheaper alternative to tarmac as a surface for the proposed car parking area.

(iv) Village Hall: A Cottman. No report.

(v) Huntick Rd Cycle Path: No formal report. However, Cllr Huggins commented that it was hoped that at a later date the Guerrilla Gardeners may be able to help clear some of the route on the Huntick Rd verge. It was noted that this is likely to be OK within the 30mph section of the road but may be unsafe outside of that. This point is to be checked with Stephen Mepham of Dorset Highways at the next quarterly liaison meeting. It may be necessary to try to get a DC Ranger involved with that activity. It was also reported that Cllrs Huggins and Bush will be seeking an update meeting with Lord Rockley.

(vi) LM Trust structure: R Watts. There was nothing to formally report. A brainstorm had taken place at the Council awayday and members were asked to consider what points could be extracted from this.

(vii) Parish Council communications: B Barker. No report.

(viii) Climate Emergency: R Carswell. Cllr Carswell referred to a report which had been circulated to all members in advance of the meeting. A copy is attached at Appendix 7 to these minutes. There were no questions. He commented on a “Trees Pledge” by the local WI, linking up with the Woodland Trust. They are seeking Parish Council assistance to identify public land on which they may be planted (i.e. DC land, Parish Council land and / or common land).

(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
4257 T Watton Clerk’s salary – February (12 equal monthly payments by SO) 936.78 0.00 936.78
4258 Dorset County Pension Fund LGPS pension contrib February 2019 373.14 0.00 373.14
4259 T Homer Handyman duties, January 2019 276.75 0.00 276.75
4260 T Homer Reimbursement for purchase of 4 bags of Post Fix concrete from Wickes 15.84 3.16 19.00
4261 Idverde Ltd Cemetery maintenance – Jan 19 303.49 60.70 364.19
4262 Starboard Systems Ltd Scribe software licence, plus 2 x read only licences – 12 months from 01/04/2020 443.00 88.60 531.60
4263 Dorset Council Funding for additional library opening hours 2019-20 1376.00 0.00 1376.00
4264 Sutcliffe Play South West Ltd Replacement saddle seat for “Springer” play equipment 248.35 49.67 298.02
4265 Purbeck CAB Provision of weekly advice sessions in Lytchett Matravers Library 01/04/20 – 31/03/21 4630.00 0.00 4630.00
4266 Saregcv Cleaning Cleaning Sports Pavilion 10 weeks: 06/01/20 – 09/03/20 150.00 0.00 150.00
4267 L J Meaden Car park hedge removal, plus chipping Christmas trees 952.00 190.40 1142.40
4268 Burry & Knight Ltd Hire of meeting room, plus buffet, Bulbury Woods Golf Club. 292.42 58.48 350.90
4269 Full Circle Leisure Ltd Remedial work on fixings to skate park riding surfaces. 390.50 78.10 468.60
4270 Phillip Austin Work on Sports Pavilion refurbishment. 3430.98 0.00 3430.98
4271 Highlight Electrical Contractors Work on Sports Pavilion refurbishment (electrics). 708.00 0.00 708.00
4272 Jason Ryan Work on Sports Pavilion refurbishment (plumbing). 204.00 0.00 204.00
4273 A Bush Reimbursement of cost of purchase of key storage box for Sports Pavilion from B&Q 9.15 1.83 10.98

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. The Parish Clerk reported that he had taken the following actions for urgent Health & Safety reasons:

· Requested Sutcliffe Play South West to order and install replacement parts for the zip wire at Rocket Park.

· Requested PBS to arrange for repair of the safety surfacing adjacent to the “Record” roundabout at Rocket Park.

21. Correspondence.

Cllr Watts commented on the requirement to get a purchase order prepared and sent to Joju for the electrical charger for the car park project.

Cllr Bush referred to the correspondence from the developer of the former RBL Club site concerning the proposed name of the road for this development. Members felt that “Poppy Place” best reflected the location. They particularly did not like the developer’s suggestion of “Poppy Lane” because the road in question will not lead anywhere. Dorset Cllrs Alex Brenton and Bill Pipe indicated that they would provide the name of the person at Dorset Council who handles the road naming approval process.

Cllr Bush also commented on a phone call received from a resident of Dillons Gardens about a small bus parked in a private garden there. It was recognised that due to its location this is not a Parish Council matter.

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 26th February 2020 at 7pm.

The meeting closed at 20.45

Annotated by/on …………………………….. Signed by……………………

Full Minutes 200226 Appendix 1 (Dorset Councillor report 17.2.2020)
FullMinutes 200226 Appendix 2 (Detailed Design for Rec Ground Car Park).pdf
Full Minutes 200226 Appendix 3 (LMPC Awayday 15th Feb LMPC 26th. Feb 2020 LMSC report)
Full Minutes 200226 Appendix 4 (Climate Emergency Survey Results 2020 02
Full Minutes 200226 Appendix 5 (Climate Emergency Action Plan – Phase 1 final)
FullMinutes 200226 Appendix 6 (VCWG Report – 2020 Feb).pdf
FullMinutes 200226 Appendix 7 (Climate Emergency Working Group report Feb 2020.pdf