Minutes of the MEETING OF LYTCHETT MATRAVERS PARISH COUNCIL

Held on Wednesday September 26th 2018 at 7:00 in the Blanchard Room, Village Hall, High St, Lytchett Matravers.

PRESENT were Cllrs A Bush (Chairman), M Colvey, A Huggins, R Carswell, K Norris, R Watts, and Mrs A Clothier (Temporary Parish Clerk).

Also present: Dist Cllr W Meaden, and 5 members of the public.

PUBLIC PARTICIPATION SESSION

A member of the public commented that he had attended a meeting of the village history group and they wanted to pass on that they were opposed to putting the coronation memorial plaque at the Old School Green. The issue was that the Old School Green was not there in 1937 and the stone belongs in the Church grounds. Cllrs noted that the vicar was opposed to the tree in the cemetery rather than the plaque so it was noted to query if he would accept the plaque without a tree.

Action: Cllr Wood to query a suitable location for the coronation plaque at the Church

A member of the Village Hall Committee commented on the development of the village hall – as mentioned under the main Agenda under Item 8. It was questioned why the Parish Council was discussing plans for the Village Hall when this should be agreed by the Village Hall Committee. Cllr Bush explained that at this stage the Parish Council Working Group felt that the VH should be refurbished and expanded rather than demolished and rebuilt. The exact details and configuration would be developed with the VH Committee together with those VH user groups who should also be involved. Any plan for the future of the village has to include the Village Hall as part of the facilities. There is a need to establish what the village hall is going to be in the future because it is the major building in the village. This is for the village hall committee to finally decide but it is important that the whole community have a say in this.

A representative from the group petitioning for the School Crossing spoke to get an update on the situation and to get reassurance from Councillors that this was still ongoing. Cllr Bush commented that Wayne Sayers has engaged a consultant from Sustrans and has contacted the school to try to find a date at the end of October to have sessions with Year 6, parents and with residents. Within the next couple of days they would hope to set a date for this session. The other point on this matter was turning on the warning lights for the morning and afternoon school run. DCC need a volunteer from the school to come and turn these on and the Parish Council have also asked about the cost of making them automatic.

District Councillor’s Report

Cllr Meaden’s and Cllr Webb’s joint report is attached at appendix 1 to these minutes. Cllr Watt’s raised the question of Task and Finish Group for the Community Partnership and whether these include relationships with Town and Parish Councils. The three task and finish groups have been amalgamated and Cllr Meaden is no longer part of the group. Cllr Meaden did report that there would be 16 members of the DAPTC on the T&F group, who would be allowed to speak at the meetings but not able to vote. Purbeck District Council felt that they should be allowed to vote but this was not carried through.

The Chief Executive of Dorset Councils will be voted on the 27th September – the recommended candidate is Matt Prosser.

Purbeck Town and Parish Councils are better informed than others in the County. Cllr Meaden commented on how professional Lytchett Matravers Parish Council are.

County Councillor’s Report

Cllr Wharf‘s report is attached at appendix 2 to these minutes. There were no questions.

1. To receive and consider apologies for absence – Cllrs B Barker, C Wood, P Webb, A Cottman, J Taylor, and County Cllr P Wharf.

2. TO RECEIVE ANY DECLARATIONS OF PECUNIARY INTEREST; AND CONSIDER REQUESTS FOR SPECIAL DISPENSATIONS UNDER SECTION 33 OF THE LOCALISM ACT 2011.

3. TO receive AND RESOLVE to APPROVE THE Minutes of The Full Council Meeting on 22nd August 2018.

It was RESOLVED to approve these as a true record of the meeting; and they were duly signed by the Council 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 made by members at the meeting.

  1. Minute 7, 17th January 2018 – research of grant funding for defibrillator by Cllr Cottman. At a previous meeting it had been resolved that Cllr Cottman would consider specific properties belonging to the local Housing Association as potential locations for a further defibrillator. He reported that his approach to Aster Housing Association on this matter had proved successful in that they had agreed to permit the Council to install a defibrillator on the outside wall of Abbotts Court or Friars Court – making a total of three agreed well-distributed sites across the village. The members noted that Cllr Cottman had identified a source of grants of up to £10,000 on offer for such projects. Action: Clerk to fill in grant application form.
  2. Minute 10, 25th April 2018 – Security of fences at Jubilee Walk. As resolved, this was reported to the local DCC Rights of Way Ranger for attention. In response to a request for a progress update from DCC the Parish Clerk was informed that the matter of removal of the tree had to involve DCC in consulting solicitors. Since then no further news had been received from DCC. The Parish Clerk reported that he had therefore contact the relevant ROW Ranger again requesting a progress report or confirmation of the resolution of the matter. However no response has been received. Action: Cllr Norris to contact the ROW Ranger.
  3. Public Participation, 25th July 2018 – condition of Church Walk. In response to concerns expressed by a resident regarding the poor condition of Church Walk due to overgrowth and surface erosion Cllr Norris had made a suitable approach to DCC ROW department accordingly. This point was noted be the members present and in subsequent discussion it was proposed to ask the F&GP Committee to consider the establishment of a community working party to cut the undergrowth back each side for the length of the path to create increased path width and thereby relieve the erosion of its surface.The matter was raised at the F&GP Committee and Cllrs were meeting on site to look at the work that needed carrying out. The Clerk asked Poole Business Services for a meeting on site to give a quote for flailing. Cllrs met on site to discuss the work and, following this, Cllr Bush met with PBS – awaiting a quote. A key is needed for the gate at the top of the path to allow a tractor to come in. Cllr Bush asked if they could do the cutting and then have a bonfire – if this is done with a flail then this probably will not be possible as the bits will be too small. Also looked at the running of water down the path – a huge drainage pipe feeds into the ditch. With some work a channel could be cut into the ditch and this would sort out the soil erosion problems. Action: Clerk to obtain two more quotes for hedge cutting work.

5. CHAIRMAN’S ANNOUNCEMENTS

There were none.

6. To receive and note the content of the minutes of the Finance & General Purposes Committee meeting on 12TH sEPTEMBER 2018.

It was RESOLVED to receive and note these. There were no comments.

7. To CONSIDER A PAPER FOR A SCOPE OF WORK FOR DAVID BEVAN TO DEVELOP PROPOSALS FOR THE PROTECTION OF OPEN SPACE IN THE VILLAGE.

This item comes from a suggestion from PDC to amend the Green Space policy in the Neighbourhood Plan. It was RESOLVED to ask Mr Bevan to instruct Mr Bevan to go through the new legislation and recommend some amendments. A paper has been sent from Mr Bevan which needs to be looked at by Cllr Norris and Cllr Watts. The process of amending a neighbourhood plan was discussed and this needs to be clarified.

Action: Cllr Norris to circulate the Mr Bevan’s report to all Councillors.

8. TO CONSIDER A PAPER SUMMARISING THE VILLAGE FORUM MEETING HELD ON 23RD AUGUST TO DISCUSS WORKING GROUP STRATEGY AND RECOMMENDATIONS FOR NEXT STEPS

A report was circulated to all Councillors and is attached as Appendix 3. The focus is around the village hall, the library and the recreation ground. In particular the proposals were a revamp of the village hall with a revised entrance to the rec; transferring the ownership of the library to the Parish Council and expanding the building; and forming a path from Purbeck Close through to Eldons Drove as a throughway in the village. The Parish Council are trying to engage with Tescos to see what they can do about the car parking. It was RESOLVED to take this plan forward.

The first transfer from DCC will be the Youth Hall site which is in progress. The Youth Hall will be used by the Lighthouse Church until there is a firm timetable from the Scouts for moving from the Scout hut.

9. TO CONSIDER A PROPOSAL TO REDUCE THE HEDGE ALONG THE HIGH STREET (BETWEEN THE TWO SETS OF GATEPOSTS ALONG THE RECREATION GROUND CAR PARK) TO 1 METRE.

There are two quotes ranging from £390 to £1,300 – another contractor was approached but declined to quote. The cheapest quote was Poole Business Services who will flail and then clear it up as well. It was RESOLVED that Poole Business Services would be appointed to do the work.

There is one street light owned by the Parish Council in the car park – the light is no longer working so this needs replacing.

Action: Parish Clerk to obtain quote for replacement of light.

10. To receive and consider the content of reports from the leader of the Working Groups as follows:

Cllrs updated on the working groups as follows:

Working Group Update
Neighbourhood Plan See Item 8
Youth Hall Cllrs meeting solicitor on the 27th September to go through the transfer.
Library See Item 8
High Street Shared Space See Item 8
Rec Path See Item 8
Rec Pavilions Scout group progressing with the move to the Youth huts. Gas supply now reinstated to sports pavilion.
Eldons Drove Lane See Item 8
Astro Expansion PBS have quoted for this in connection with the school. This will need three quotes
New Sports Field No update
Huntick Road Cycleway Cllr Huggins has contacted Morrish to ask for a cycle path along the Huntick Road. In the Pre-Submission Local Plan it says that development will need to form or improve cycle paths between Lytchett Matravers and Lytchett Minster. It also asks for an extension to the surgery and the school. This money is going to be put up in advance of the development.
Sports Club Governance The Sports Club Governance WG has met with youth football and agreed the fee structure for the coming year. They are paying £1500 for the facilities and pitches. If they have a tournament then that would be extra. Table tennis is on Thursdays and Bridge will be on Tuesdays.
Progress towards CiLCA In progress
Bollards / Dolly posts No progress
Recreation ground ball court Three quotes have been received but they are not comparable so asked for requote. All in the region of £45,000-£60,000. Looking for funding from Sport England. There is a concern with flooding and silting and the impact this would have on Eldons Drove. The drainage across the whole rec needs to be addressed. The previous Chair of the Sports Association may know about the drainage system that has been put in place. Action: Cllr Bush to contact previous Chair of Sports Association to establish where drainage system is.
Broadband improvement Cllr Huggins learnt from Wessex Internet that they are still in discussion with a landowner about the superfast broadband. Wessex only serve areas adjacent to fields. The residents at the top of Old Pound Close have been connected to super fast broadband. Open reach have been digging up the road in the core of the village to connect the system. The MP had spoken about DEFRA funding but it is commercially sensitive and no details are available at the moment.
Mobile Signal No progress. The providers consider that there is adequate service.

There was also an update on the Landers Reach Roundabout – the refurbishment of the two roundabouts is to be completed on Saturday 6th October.

11. To consider a response to the Government’s Housing Green Paper

Following a query by Cllr Bush, Cllr Wharf reported that PDC will not be responding to this Paper. There are 5 sections and only one section applies, regarding funding available for Councils to borrow in order to provide affordable housing. This is an expansion of existing funding. It was RESOLVED to not give comment on the paper.

12. To consider a response to the pre-submission of the Purbeck Local Plan

The Pre-Submission Local Plan proposes that Lytchett Matravers will be allocated 150 houses and a SANG. This will involve reduction of the Green Belt. The locations are: East of Wareham Road; Blaney’s Corner and East of Flowers Drove. It was proposed to get a working group together to form a response. The response needs to focus on the soundness of the plan.

Action: Cllr Colvey to lead a Working Group to form a response to the Local Plan

13. To review an update on the School Crossing Patrol Petition to DCC

See Public Participation above

14. To consider a grant application from Cheeky Monkeys Parent and Toddler Group.

The grant form was circulated to all Councillors and is attached as Appendix 4. There was a discussion on giving a grant to the group – in particular focusing on whether the form met the requirements of being a project rather than ongoing operations. It was concluded that it did meet these requirements and it was RESOLVED to award this grant.

Action: Clerk to send out appropriate paperwork

15. To resolve to approve the following payments due:

Inv To Whom For What Net VAT Total
3981 T Watton Clerk’s salary – September (12 equal monthly payments by SO) 883.15 0.00 883.15
3982 DCC LGPS pension contrib September 2018 350.56 0.00 350.56
3983 T Homer Handyman duties, August 2018 299.83 0.00 299.83
3984 Idverde Ltd Cemetery maintenance – August 2018 303.49 60.70 364.19
3985 Idverde Ltd 1 x grass cutting of sports field area of rec ground – Sept 85.00 17.00 102.00
3986 Idverde Ltd 2 x fortnightly grass cutting, southern end of rec – Sept 23.25 4.65 27.90
3987 Lytchett Matravers Football Club Sports Club Pavilion T.V. Licence 2018 150.50 0 150.50
3988 Sutcliffe Play South West Repairs to play area including sling shot and Viking swinger 562.28 112.45 673.73
3989 BT Office phone and broadband 6 Sep 2018- 5 Dec 2018 136.70 27.33 164.03
3990 A Bush Key Cutting 10.83 2.17 13.00
3991 Printerbase Ltd Black Toner Cartridge 56.66 11.33 67.99
3992 SSE Sports Club Energy Bill 70.55 3.52 74.07
3993 HMRC Q2 PAYE & ENI 2018/19 914.01 0.00 914.01

It was RESOLVED to approve all of the above payments.

16. To note any training undertaken by members or the Clerk in the past month. The Clerk outlined the points from the Clerks Seminar, particularly the section on Elections. Cllr Bush and Cllr Watts went to Bridport to look at governance and structure of assets and Cllr Watts has also spoken to Lyme Forward (Lyme Regis) on managing properties.

17. 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.

18. Correspondence.

Members reported on the following items of correspondence:

· Cllr Watts commented on the correspondence about dog issues on the rec – there was a report of a dog injuring a young child by the play area. The problem is the lack of dog wardens – they need a visible presence and need to come early in the morning. Cllr Meadon to speak to the dog warden. If signage needs to be improved then the Parish Council would be agreeable to that. It was suggested that the dog wardens come to the Parish Council meeting and explain what they do. There was also a suggestion to have a fenced dog exercising area.

· Cllr Watts reported on Asian Hornets – 3 nests have been discovered this year. They are a lot more aggressive that European Hornets.

· Cllr Norris commented on the DEFRA Survey to look at how local partnerships work. Action: Cllr Norris to report to F&GP Committee

· Cllr Norris reported on the DAPTC – Purbeck meeting. Cllr Bush to go to larger council DAPTC meeting. Cllrs to consider any motions that they would like to put forward for the AGM.

· Cllr Bush had received an email regarding alleged noise use from motor cycles – the member of the public has obtained noise monitors from Purbeck District Council.

· Cllr Bush had received a letter from Michael Tomlinson MP regarding Local Government Organisation and DEFRA funding for broadband.

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

The next Full Council meeting is to be held in the Village Hall on Wednesday 24th October 2018 at 7pm in the Village Hall.

The meeting closed at 8:57pm

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