Held on Wednesday April 24th 2019 at 7:00 in the Blanchard Room, Village Hall, High St, Lytchett Matravers.

PRESENT were Cllrs A Bush (Chairman), B Barker, R Carswell, M Colvey, A Cottman (from 19:25), K Norris, R Watts, P Webb, C Wood and Mr T Watton (Parish Clerk).

Also present: Dist Cllr W Meaden, County Cllr P Wharfe and one member of the public.


There was none.

District Councillor’s Report

Cllr Meaden’s and Cllr Webb’s joint report is attached at appendix 1 to these minutes.

County Councillor’s Report

County Cllr Wharfe explained that due to the constraints of the purdah period ahead of the local elections he had not provided a formal report.

No questions were directed to any of the representatives. However Cllr Wood wished to record her personal thanks in appreciation of their contributions of all three; which she observed had been provided in an apolitical manner.

1. To receive and consider apologies for absence – Cllr A Huggins.

2. TO RECEIVE ANY DECLARATIONS OF PECUNIARY INTEREST; AND CONSIDER REQUESTS FOR SPECIAL DISPENSATIONS UNDER SECTION 33 OF THE LOCALISM ACT 2011. Cllr Bush declared his interest in item 14 (consideration of planning application 6/2019/0219).

3. TO receive AND RESOLVE to APPROVE THE Minutes of The Full Council Meeting on 27th March 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. 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. The grant money has now been received in the council’s bank account and Cllr Cottman advised so that he is able to obtain price comparisons for supply of the equipment and its installation. Cllr Norris offered his help with this project as a volunteer after he stands down from the Council in May.
  2. Minute 10, 25th April 2018 – Security of fences at Jubilee Walk. A meeting was held with as reported at last month’s meeting The clerk reported that was unaware of whether DC contractors have yet cut out the middle section of the tree as planned. However, it was noted that on 17th April Cllr Bush had written to DC Ranger Katie Black to request an update on this.
  3. Public Participation, 25th July 2018 – condition of Church Walk. As reported at the April F&GP Cttee meeting, the DC Ranger has now been in touch following the site visit and advised that nothing is written down specifically, so generally the width would be assumed by DC to be as wide as historically shown on maps, or the distance between the hedges or walls, etc. Some follow-up work is still to be completed to dispose of the cuttings. DISCHARGED from this list in favour of reporting via F&GP Cttee until project closure.
  4. Public Participation, 26th September 2018 – coronation memorial plaque. Following the Clerk’s letter to the leader of the local history group to advise them of the council’s decision regarding a suitable location of the plaque on the triangle of land adjacent to the gate into Row Park Paddock from Church Walk, a reply has been received thanking the council and indicating that the group will now go ahead. DISCHARGED
  5. Minute 18, 23rd January 2019 – Scribe Accounts package. The set-up data for 2019/20 (budget headings and cost codes, budget figures, etc, have now been transferred and the first set of reports, covering April’s transactions and bank reconciliation, will be provided to all members in early May.

5. CHAIRMAN’S ANNOUNCEMENTS (for purposes of report only) The Chairman commented on the need to change the date of the Annual Parish Council meeting to Wednesday 8th May to ensure compliance with legislation which requires the first Full Meeting of the Council in an election year to be within 14 days of formal announcement of the result of the election.

The Chairman noted that as at the date of the April Full Council meeting three local residents had put their names forward for consideration as candidates for co-option to fill the council vacancy. These will also be considered on 8th May.

He also reflected on the success of the Annual Parish meeting which built on the exhibition in the library over the week commencing 15th April and culminated the consultation meeting there on Saturday 20th April. A copy of the exhibition displays will stay on the Council’s website to provide opportunity for continued public comment.

6. To offer a vote of thanks to Parish, District and County Council members who have served this community. The Chairman summarised the very significant contributions of County Cllr Peter Wharfe, District Councillors Wendy Meaden and Peter Webb, and Parish Councillor Keith Norris. A vote of thanks was proposed and unanimously agreed.

7. To receive and note the content of the minutes of the Finance & General Purposes Committee meeting on 10th April 2019 (for the purposes of report only). It was RESOLVED to receive and note these.

8. To receive and note the Annual Internal Audit Report on page 3 of the Annual Governance and Accountability Return (AGAR) 2018/19. The Parish Clerk reported that Mrs White, Internal Auditor, had completed this section of the AGAR – with “Yes” responses to objectives A-J. It was RESOLVED to note and accept this. A copy of this section of the AGAR is attached at Appendix 2 to these minutes.

9. To consider and approve the Annual Governance Statement (section 1, on page 4 of the Annual Governance and Accountability Return (AGAR) 2018/19. A copy of the AGAR had been circulated to all members ahead of this meeting. The Chairman confirmed that all members had seen this and considered the statements which form section 1 (page 4). It was unanimously RESOLVED to record “Yes” responses to all statements; with the exception of statement 9 which was responded to with “N/A” as the council currently does not have responsibility for any Trust Funds. The Chairman and Parish Clerk then duly signed Section 1 of the AGAR. A copy of this section of the AGA is attached at Appendix 3 to these minutes.

10. To receive and note the content of a report into the annual review of burial records. Cllr Cottman reported that this was still work in progress. The Parish Clerk offered to arrange to meet Cllr Cottman on site to assist with this review.

11. To receive and consider a report on Sports Club Governance. A copy of Cllr Webb’s report which was circulated to members ahead of the meeting is attached at Appendix 4 to these minutes. Cllr Webb added that the covering of the garage roof had been completed on the day of this meeting. He also advised that he had sanctioned the further replacement of two more doors.

12. Establishment of a Village Gateways Working Group. It was RESOLVED to establish this group. The following council members agreed to serve on it – Cllrs B Barker, R Carswell, A Huggins, and C Wood.

13. To consider allocation of CIL. The Parish Clerk clarified that to date the Council had received a total of £42,817.89 in CIL money, and had spent £5990.80. The Chairman explained that this item had been included on the agenda to highlight to members the need to decide on what projects these funds will be used for. Cllr Watts wondered if convening a Working Group might be an appropriate approach to developing a proposed list of priorities for this spending for council consideration. The Chairman agreed that the newly elected council would return to this matter later in order to develop a strategy.

14. To consider planning application 6/2019/0219 Mr M. Wingfield. The Shooting Box, Middle Road, Lytchett Matravers BH16 6HJ. Cllr Bush left the meeting for this item. Sever the land and erect one dwelling with access and parking. NO OBJECTION.

15. To receive and consider the content of reports from the leaderS of the Working Groups as follows:

Topic Working Group Update
Village Centre High Street Shared Space Cllr Carswell reported that he is trying to get a third quote for the work to the steps adjacent to the Pharmacy. He also reported that there had evidently been some communication between Mr Mepham of DC Highways and the local Tesco store manager about minor modifications to the island, which may make cut across the design work done by Mr Morgan. The content of this communication is to be verified with Mr Mepham. Cllr Bush indicated that he would also follow-up on this matter with Mr Piles of DC. Related to this matter, Cllr Meaden reported on public safety incidents involving members of the public whilst containers of products were unloaded from suppliers’ lorries and manoeuvred through the front door of the shop. It was noted that the dropped kerb adjacent to the main doorway where the bollards used to be is still in very poor condition.

Cllr Bush reported that he had contacted Ms Jackson of DC about the matter of the proposed High Street Crossing project, and is still pursuing a progress report on this.

Rec ground pathways Nothing further to report.
Rec Ground ball court Please see Cllr Huggins’ report at appendix 5 to these minutes.
Rec Ground bollards / dolly posts Please see Cllr Huggins report at Appendix 5 to these minutes.
Eldons Drove Lane Cllr Bush reported that Mr Provan, DC Senior Estate Surveyor, Assets, Estates and Property, is due to visit for a meeting to discuss this and a number of other projects on Thursday 2nd May 2019.
DCC Transfers Youth Hall Cllr Bush reported that he had followed up with Mr Provan, DC Senior Estate Surveyor, Assets, Estates and Property, about this and he had indicated that there were no impediments to completing the transfer.
Library This matter is also subject to the communication with Mr Provan referred to above. It is intended that this will also be covered during Mr Provan’s visit on Thursday 2nd May 2019.
Astro Expansion It is intended that this will also be covered during Mr Provan’s visit on Thursday 2nd May 2019.
New Sports Field It is intended that this will also be covered during Mr Provan’s visit on Thursday 2nd May 2019.
Village communications Broadband improvement Please see Cllr Huggins’ report at appendix 5 to these minutes.
Neighbourhood plan Purbeck Local Plan Nothing further to report.
Transport Links Huntick Cycleway Please see Cllr Huggins’ report at appendix 5 to these minutes.

It was separately reported that Ms Alex Brenton of Morden Parish Council had approached a member seeking to discuss the possibility of improving the bridleway which connects Dolmans Hill with Morden, in order to make it a route more suitable for cycling.

16. To resolve to approve the following payments already made:

Inv To Whom For What Net VAT Total
4083 K Watson For purchase of building materials from Selco, Poole for Sports Pavilion refurbishment. 1224.75 244.95 1469.70

It was RESOLVED to approve the above payment.

17. To resolve to approve the following payments due:

Inv To Whom For What Net VAT Total
4084 T Watton Clerk’s salary – April (12 equal monthly payments by SO) 885.39 0.00 885.39
4085 Dorset County Pension Fund LGPS pension contrib April 2019 350.56 0.00 350.56
4086 T Homer Handyman duties, March 2019 209.25 0.00 209.25
4087 Idverde Ltd Cemetery maintenance – March 2019 303.49 60.70 364.19
4088 Dorset Council Annual rental for land – Club Hall 15.00 0.00 15.00
4089 C F Selby & Son Machines and labour to cut tress etc back to hedge line on Church Walk 420.00 84.00 504.00
4090 S P Mills Supply soil and re-seed, Old School Green (340.00). Clear gutters, High St car park (180.00). Clear old growth on rec bunds (90.00). Cut hedges at lower end of High St car park (45.00). Trim Shrubs, Turbetts Green (20.00). Remove shrubs & Brambles, Huntick Estate corner (35.00) Cut back overhanging trees & shrubs on rec (75.00). 785.00 0.00 785.00
4091 Lytchett Matravers FC Reimbursement for cutting pavilion keys 32.00 0.00 32.00
4092 Lytchett Matravers Village Hall Electricity used in parish office 08/03/2018-20/03/2019 245.57 0.00 245.57
4093 DAPTC Fee for DAPTC annual conference. 140.00 0.00 140.00
4094 T Watton Reimbursement for cutting allotment keys (ASL Dorset Locksmiths) 13.33 2.67 16.00
4095 T Watton Reimbursement for payment of Dorset Community Action Annual membership fee, 2019/20 25.00 0.00 25.00
4096 A Bush Reimbursement of expenses incurred for materials for Annual Parish Meeting 34.18 6.83 41.01
4097 Bulbury Woods Golf Club Awaydays 2018 and 2019 278.75 55.75 334.50
4098 K Watson (Plush Plumbing & Heating Sports Pavilion refurbishment – stage 2 payment 1400.00 0.00 1400.00

It was RESOLVED to approve all of the above payments.

18. To note any training undertaken by members or the Clerk in the past month. There was none.

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.

20. Correspondence.

Cllr Norris reminded those present that the Chairman had circulated to all members correspondence that the PC had agreed (minute 10a, 14/12/2014) to offer the Parish Clerk a bonus of 10% of salary on achieving his CiLCA qualification. The Chairman confirmed that this commitment should be upheld. It was also noted that the Clerk’s contract of employment (paragraph 7) also includes the increase of 1 incremental point upon CiLCA qualification. It was noted that the next step is for Mrs White to process this through the payroll system to confirm the net bonus payment, alteration to salary and the income tax required, ready for the May meeting of the council.

Cllr Wood reported on correspondence with Mr A Davies of the Planning Department at DC concerning a proposed visit to a council meeting to speak about the working relationship with the new Planning Authority; and also about developer intentions for the identified site at Glebe Road. It is hoped this visit will be in August or September. Cllr Wood also reported on contact she has had with the demolition contractors working on the site of former British Legion club. Concerns have been expressed about dangers caused by unauthorised access by young people on this site. It was agreed to include something in the next Village Magazine article alerting parents to the potential dangers of building and demolition sites.

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

The Annual Parish Council meeting is to be held in the Methodist Church on Wednesday 8th May 2019 at 7pm; and then a standard Full Council meeting will be held on 2nd May 2019.

The meeting closed at 20:32

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

FullMinutes190424 Appendix 1 (REPORT OF DISTRICT COUNCILLOR TO PARISH COUNCIL April 2019).doc (Word)
FullMinutes190424 Appendix 2 (AGAR 2018 19 page 3 Intenral Audit Report).pdf (PDF)
FullMinutes190424 Appendix 3 (AGAR 2018 19 Section 1 Annual Governance Statement).pdf (PDF)
FullMinutes190424 Appendix 4 (Sports Club report to LMPC) (Word)
FullMinutes190424 Appendix 5 (Project update 22 Apr 2019 Cllr Andrew Huggins) (Word)

Full Council minutes 27th March 2019