Minutes of the meeting of LYTCHETT MATRAVERS PARISH COUNCIL

Held on Wednesday 26th June 2019 at 7:00 in the Blanchard Room, Village Hall, High Street, Lytchett Matravers.

PRESENT were Cllrs A Bush (Chairman), M Attridge, B Barker, R Carswell, M Colvey, A Huggins, R Watts, P Webb, and Mr T Watton (Parish Clerk).

Also present: Dorset Councillors A Brenton and B Pipe, and three members of the public.

PUBLIC PARTICIPATION SESSION

A resident of Old Pound Close expressed some concerns about inconvenience caused by lack of communication to residents on the arrangements for the football tournament which had taken place on the recreation ground over the weekend of 22nd & 23rd June. He was particularly concerned about the confusion which initially resulted in lack of access for residents to the High Street car park. The Chairman responded by acknowledging and apologising for the initial confusion – and noting that as soon as Parish Council and Sports Club officials were on site they intervened to rectify the problem. He also advised that the Sports Club and Football Club would be issuing a formal apology and will take these learning points forward into their planning for next year’s event. Finally, he reflected on the positive aspects of the event – including the fact that over 2500 people attended over the 2 days.

Former PDC Council member W Meaden congratulated the Parish Council on the Lytchett Link / Parish Magazine edition distributed to all residents in June. She remarked that she had picked up several positive comments about this from residents. She noted that the Wessex Internet service had now connected her property, and she made some remarks about the service experienced. In addition she referred to the sad news that former Parish Council member Mr John Wiles had passed away. During his time on the council Mr Wiles had led a project to secure formal recognition of the recreation ground as a “public open space”– working tirelessly for over 12 months to achieve this.

Ms Meaden also commented in response to a point raised by Dorset Councillors concerning NHS restructuring in Dorset and the effect on A&E coverage. She referred to the services provided by daytime units such as Wimborne and Blandford hospitals. These are understood to include “minor injuries” units.

DORSET COUNCILLORS REPORT

Cllr Brenton reported that all three Dorset Councillors were continuing to attend induction and training events. She reported that she has been appointed to the Planning Committee for the Eastern Area of the county – which includes Lytchett Matravers, as well as the Strategic Planning Committee the remit for which includes waste and minerals. She also referred to attendance at a meeting with the NHS Clinical Commissioning Group where the matter of the planned closure of the A&E Unit at Poole Hospital and transfer of its operations to RBH within the next in 5 years was discussed. It had been explained that a walk-in centre will be set up at Poole Hospital.

A copy of Cllr Pipe’s report is attached at Annexe 1.

In response to a question, Cllr Pipe explained that it is anticipated that it will take 2 years for the Dorset Council arrangements to completely “settle”. Cllr Colvey wondered if members could be assured that money will ultimately be saved by undertaking this restructuring.

1. To receive and consider apologies for absence. Cllrs A Cottman, C Maher and C Wood.

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 ANNUAL PARISH Council Meeting on 22nd MAY 2019. It was RESOLVED to approve these as a true record of the meeting. The minutes were then duly signed by the Council 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.

  1. Minute 5, 8th May 2019 – Declarations of Interest (following May 2019 elections). All declarations were received and submitted to Monitoring Officer by 5th June 2019. Copies have also been published on the Parish Council website. DISCHARGED
  2. Minute 11, 22nd May 2019 – Repair of Lytchett Astro Fencing. Approaches were made to Dorset FA and Poole Business Services. Despite two chasing messages the former did not respond. A site meeting was arranged with a technical officer from PBS and a quote obtained for removal of the damaged fencing and fitting of replacement. A separate proforma quote had been obtained for supply of the required fencing. This is subject of item 17 of these minutes.
  3. Minute 12, 22nd May 2019 – Purchase of replacement laptop. This has been purchased, delivered and set up. DISCHARGED
  4. Minute 13, 22nd May 2019 – Purchase and installation of 3 further benches. These have been ordered and their delivery and installation has been arranged with Poole Business Services.

5. CHAIRMAN’S ANNOUNCEMENTS (for purposes of report only) There were none.

6. To receive and note the content of the minutes of the finance & General purposes committee meeting on 12th June 2019 (for purposes of report only) It was noted that two matters of accuracy had been raised with the Parish Clerk – the changes for which he had indicated would be noted for consideration at the next meeting of the F&GP Cttee in the normal way. It was RESOLVED to receive and note the content of the minutes on this basis.

7. To consider the F&GP Committee recommendations for grant awards to community organisations and approve the related payments as necessary. It was RESOLVED to award grants as recorded in the Grants Control report associated at Appendix 1 to these minutes. It was also RESOLVED to approve the payments as follows:

– 1st Lytchett Matravers Scouts £1200

– 1st Lytchett Matravers Guides £300

– Lytchett Matravers Village Hall £860

8. To receive and formally accept the accounting statements for section 2 of the Annual Governance and Accountability Return (AGAR) 2018/19. The Parish Clerk referred to the entries for section 2 of the AGAR 2018/19, plus the explanations of their origins, which were circulated to all members ahead of the Finance & General Purposes Committee meeting on 12th June and then re-circulated to all members again on 24th June in preparation for this meeting. After brief discussion it was RESOLVED to accept and approve these entries – as shown on the completed section 2 of the AGAR associated at Appendix 2 to these minutes.

9. To receive and approve the Project Working Group structure and Working Group organisation. The Chairman referred to the detail he provided to all members in a paper circulated for their information on 23rd June, a copy of which is associated at Appendix 3 to these minutes. It was RESOLVED to approve this revised set of 6 Working Groups. It was noted that it is now necessary to set out the structure for each of these and it was also RESOLVED to appoint the following group leaders:

Village Centre: R Carswell

Library: A Bush

Astro: A Huggins

Village Hall: A Cottman

Huntick Rd Cycle Path: A Huggins

LM Trust structure: R Watts

Action: W Group leaders to review existing membership and approach members / potential members and initiate meetings as appropriate. Report back to next council meeting.

10. To Receive the notes of a meeting with Dorset Highways on 13th May 2019. Cllr Watts drew attention to the content of the notes of the above meeting, which he had circulated to all members on 22nd June 2019 – a copy of which is associated at Appendix 4 to these minutes. It was RESOLVED to receive and note these. It was noted that a further meeting with Stephen Mepham, Dorset Council Community Highways team has been arranged for 11th July.

11. To receive the notes of a meeting with Dorset Council Planning Policy and Development Management on 12th June 2019. A copy of the notes of this meeting was circulated to all members by Cllr Watts on 24th June. A copy is associated at Appendix 5 to these minutes. Section 3 of this paper sets out 4 actions, all of which the council RESOLVED to approve i.e.:

  1. To prepare a proposal to Alan Davies on involvement of the Parish Council in the pre-application interactions between the Dorset Council and the Developers promoting the 3 allocated sites in Lytchett Matravers.
  2. To liaise with Alan Davies on setting up a meeting with Colin Graham in July to discuss parking provision in new developments.
  3. To liaise with Alan Davies, Anna Lee, and Turley/Wyatt Homes on arrangements for a Public Consultation to take place in September/October.
  4. To contact David Walsh to arrange a meeting to discuss the role of the Parish Council in reviewing planning applications.

Cllr Bush commented on the matter, referred to in section 2.2 of the associated notes / appendix, concerning the role of Parish Councils in the process of consultation on planning applications. It had been proposed to arrange a meeting to seek the views of the DC portfolio holder, David Walsh, on this. Cllr Bush also explained that Mr Davies had emphasised the need for local councils to take a wider “village view” when responding to consultations, rather than merely reiterating the views given by neighbours.

12. To receive the notes of a meeting with Dorset Council Estate Management on 9th May 2019. The Chairman referred to the notes of this meeting which had been circulated to all members on 23rd June 2019. A copy is associated at Appendix 6 to these minutes. The Chairman emphasised that, while the meeting was positive, any decisions to transfer would still require approval by Dorset Council cabinet.

13. To consider a report from Cllrs Watts and Carswell of the Village Centre Project Conceptual Design, including the project status report. Cllr Watts referred to the content of the report and supporting drawing which he had circulated to all members on 23rd June 2019. A copy is associated at Appendix 7 to these minutes. It was explained that Alan Davies, Dorset Council Development Manager, had advised in writing in an email that planning permission was not required for any elements within this plan, but instead it could be undertaken within the terms of “permitted development”. Cllrs Carswell and Watts explained that the intention of this item was to seek the views of members and ideally to receive formal acceptance to continue progressing this scheme which may be broken into 9 stages – the first of which being the pharmacy steps. It was RESOLVED to:

(i) Approve the design concept

(i) Approve the approach to the project and governance arrangements

(ii) Approve the allocation of CIL money to this project

It was noted that a response is expected from Helen Jackson regarding the prefeasibility report and costings by 6th July. A meeting is scheduled with Stephen Mepham for 11th July.

14. consider planning application 6/2019/0266 Mr Michael Grain. Spy House, Middle Road, Lytchett Matravers, Poole, BH16 6HJ. Demolish existing porch & erect a 2 storey front extension. No Objection

15. To receive and consider reports from the Defibrillator project. As Cllr Cottman was unable to be present this matter was deferred to the Finance & General Purposes Committee meeting on 10th July 2019. Action: Parish Clerk to add it to the F&GP Cttee agenda accordingly.

16. To review proposal for Parish Council Communication working group. In connection with this item the Chairman offered some comments in review of the success of the Lytchett Link supplement within the Parish Magazine. It was recognised as an effective means of communicating ideas and initiatives to the local community. However, it was also recognised that there is a need for the council to consider other ways to increase the effectiveness of its communications with the local community. It had therefore been proposed, and was subsequently RESOLVED, to set up a Working Group, led by Cllr Barker, to explore options to achieve this. Action: Cllr Barker to seek volunteers and convene this Working Group.

17. To consider a proposal for repair of fencing around Lytchett Astro. The Parish Clerk commented on a site meeting with a technician from Poole Business Services on 18th June and their subsequent quote for £1265 (incl VAT) to remove the old panels / fencing and replace with new panels purchased for £1430 (incl VAT) from a supplier already identified by the Chairman. The Parish Clerk remarked that extended efforts had been made to find suppliers and contractors to undertake this work and that, in the light of the increasing H&S risks of prolonging searches, the Council is justified in accepting these quotations rather than making further attempts to obtain three quotes. It was RESOLVED to accept this and approve the expenditure. Action: Parish Clerk to place the orders and make the arrangements for delivery and installation as necessary.

18. To resolve to approve the following payments due:

Inv To Whom For What Net VAT Total
4113 T Watton Clerk’s salary – June (12 equal monthly payments by SO) 910.53 0.00 910.53
4114 Dorset County Pension Fund LGPS pension contrib June 2019 361.70 0.00 361.70
4115 T Homer Handyman duties, May 2019 218.25 0.00 218.25
4116 HMRC Quarter 1 PAYE and ENI 1426.26 0.00 1426.26
4117 Idverde Ltd Cemetery maintenance – May2019 303.49 60.70 364.19
4118 Idverde Ltd Recreation ground sports field grass cutting x 2 170.00 34.00 204.00
4119 Idverde Ltd Recreation ground southern area grass cutting x 2 46.50 9.30 55.80
4120 Jurassic Computers Replacement of Clerk’s laptop computer 469.00 0.00 469.00
4121 Play Area Hygiene Services Ltd Purchase of 3 benches 763.27 152.65 915.92
4122 British Telecomunications Parish Office broadband and calls quarterly charges. 100.78 20.15 120.93
4123 SLCC Enterprises SLCC annual membership 175.00 0.00 175.00
4124 Association of Local Council Clerks (ALCC) ALCC annual membership 40.00 0.00 40.00
4125 Printerbase Ltd Black toner cartridge 53.83 10.76 64.59
4126 Saregcv cleaning Weekly cleaning of Sports Club Pavilion (x10) 150.00 0.00 150.00
4127 BCP Council Replacement / re-fixing of Rocket Park fence pales. 220.27 44.05 264.32
4128 BCP Council Supply & fit replacement bearing to roundabout in Rocket Park 145.00 29.00 174.00
4129 Water2Business Sports Pavilion water charges 24/11/18-07/06/19 359.68 0.00 359.68
4130 British Gas Sports Pavilion gas charge 20/3 – 31/5 80.11 4.00 84.11
4131 Acacia Buildings Ltd Replacement of flat roof on Sports Pavilion garage 2310.00 462.00 2772.00
4132 T Watton Reimbursement for online charge paid to Land Registry for copy of title & plan for Foxhills Open Space 6.00 0.00 6.00
4133 Fields in Trust fee incurred in obtaining a copy of conveyance from Land Registry for Foxhills Open Space dated 14/11/85 to check restrictive covenants. 5.00 0.00 5.00
4134 Replay Maintenance Lytchett Astro half yearly maintenance 470.25 94.05 564.30
4135 Southern Electric Sports Pavilion electric Mar-June 2019 137.92 6.89 144.81
4136 C F Selby & Son Clearing land adjacent to the Lytchett Astro 2380.00 476.00 2856.00
4137 C F Selby & Son Grinding 3 stumps at entrance to Lytchett Matravers School 150.00 30.00 180.00

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. Cllrs R Carswell and R Watts attended a session on grant funding run by Dorset Community Action on 26th June 2019.

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 advised members that he had made a request to Dorset Council via their self-help portal to clear the infestation of weeds from the gutters and kerb edges throughout the whole village.

21. Correspondence.

The Parish Clerk reported on the following items of correspondence:

– A letter from Glow-worm enclosing the Buildings Regulations Compliance certificate (cert no 19122653) in respect of the Energy 30s boiler installed in the Sports Pavilion on 2nd May 2019.

– A letter from Prudential International enclosing the annual statement for year 13/6/18-12/6/19 for the council’s international investment bond.

Cllr Huggins referred to a letter from Wessex Internet which explained that due to unresolved problems with access for routing the service cabling it has not been possible to connect some 25 outlying properties. A letter to the affected residents explains this and the consequent cancellation of the funding vouchers related to these addresses. However a new scheme with increased funding per property has become available which it may be possible to utilise in a new initiative for these properties.

The Chairman reported on the receipt of a letter of congratulations from Michael Tomlinson MP for the council co-operation with the parish magazine for the joint edition containing the Lytchett Link – which explained what the council is currently doing in the village.

22. To note date of next meeting and items for future agendas.

The next full council meeting scheduled to take place in the village hall on Wednesday 24th July 2019 at 7pm.

The meeting closed at 21:40

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