Parish Council of Langton Matravers
www.langtonmatravers-pc.org

Minutes of a Meeting of the Council, held in the Village Hall on Thursday 14th August 2014 at 7 pm.
Present: Cllr P White in the Chair, Cllrs M Turner, P Loudoun, P Christie, C Drayson, R Sheppard, W Knight.  
There were c.75 members of the public present.
1.	Apologies for absence. Cllr.Lucas.
2.	Declarations of Interest / Grant of Dispensations. None.
3.	RoWLO Report. Mr Vaughan-Arbuckle reported that his recent parish walk in aid of the Prince’s Countryside Fund had raised £80.00, including the Council’s donation of £50.00. He announced that Jenny Penney, DCC’s new Countryside Ranger for this area, will be responsible for a larger area than her predecessor. He is therefore concerned that the level of service for footpaths is likely to decrease, as funding has also been cut. He asked that County Cllr Lovell make a formal enquiry into the matter. ACTION: Cllr Lovell. He asked if Cllrs might be interested in joining the Dorset Local Access Forum. The Chairman thanked Mr V-A for his report.
4.	National Trust Report. Jon Kershaw presented a map based on comments and suggestions made about proposed parking sites during and after the open meeting about issues related to the use of Dancing Ledge on 31st July. He stated that the Queen’s Ground option has been dropped, and there will be no height barrier at the Spyway car park. The NT is working with the Commercial User’s group on the Code of Conduct and issues of licensing access to activities at Dancing Ledge. He noted that the people put at risk by recent damage to the climbing bolts at Dancing ledge are young participants, and asked parishioners to be vigilant. He announced that the Trust will be leasing new vehicles shortly. Cllr White thanked him for his report. 
5.	Public Discussion Period. 
a) Mr Barrie Mayes  announced that, owing to concerns related to Item 7.4.a) on the evening’s agenda, a group of Langton residents intend to hold an open meeting on two issues: the ‘implementation of the village’s stated wish for more affordable housing’, and ‘the creation of very large new housing developments in and adjacent to the village’. This meeting will be independent of the Parish Council. This will enable villagers to be brought up to date on the issues noted above, and to give fully informed comment and feedback to the Council before the Council comments on significant future developments. Mr Radley Gotch supported this intention. 
b) Mr Vanstone and Mr Mutendera, both close neighbours to Spyway orchard, expressed concern about the lack of information about development there. 
c) Mrs Diana Cook raised the issue of traffic congestion in Durnford Drove in relation to Spyway orchard proposals: further building at the end of the Drove would increase already-challenging problems of access and parking. Mrs Wright agreed that there were parking problems in the Drove.
d) Mrs Maureen Sizer expressed concern about the problem of drainage and flooding in Gypshayes and the Hyde if the Spyway orchard area were to be built on. 
e) Mrs Judith Priddle said that at the Open Meeting in November 2013 it was stated that there would be consultation with the village on any future affordable housing development.
f) Mrs Nicky Glassock asked why there was no consultation about the Tree Works application for Spyway orchard, discussed at the July Council meeting. In her role as the Council’s Tree and Hedgerow Officer, Cllr Drayson responded that, unlike with application for building, it is not District Council policy to inform neighbours about tree works. She suggested that we should work to change this policy.
g) As there were requests from the public for information about details of proposals to develop Spyway orchard, the Clerk announced that PDC’s Principal Planning Officer, Mr Tony Bird, had said that Outline Plans for development, intended ‘to establish the acceptability of the principle’ for development there, might be formally lodged with PDC at the end of August, with 13 weeks for consultation thereafter. Until plans are in the public domain the Council is unable to confirm or deny what form they will take, and is not in a position to make any formal comments.
h) Mr Rob Turner stated that he has no plans to change the footpath to the North of Spyway orchard. He also said that there would be replanting if trees had to be felled as a result of his Tree Works application.
Cllr White closed the Public Discussion period after 20+ minutes 
6. Matters Arising from the Public Discussion. The Chair said that he felt that all matters were covered by subsequent items on the agenda. 
7.  Planning Matters. 
1) There had been no comments on the planning application by members of the public.
2) To make comments concerning the following plan:-
    a) 6/2014/0400 Beachcote Homes, The Hyde (Lynford), Langton Matravers, BH19 3HE. Demolish existing dwelling and erect new dwelling. No Objection.
3) Planning decisions since the last Parish Council Meeting.
a) 6/2014/0276 Mr G Suttle, East Drove (Pinhowe), Langton Matravers, Dorset, BH19 3HF. Erect single storey side extension. Approved.
b) 6/2014/0261 Mr. and Mrs. Taylor, Gypshayes (Spyway - formally Homeway), Langton Matravers, BH19 3HQ. Erect rear single-storey flat-roofed extension with roof lantern. Erect timber outbuilding in rear garden (retrospective). Approved.
4). Other planning matters. a) Parish Consultation on future plans for Spyway orchard site. Cllr Turner declared an interest and left the Chamber. After discussion, it was RESOLVED: As soon as Outline Plans are submitted, to hold a full open meeting to get the community’s views about plans for Spyway orchard. ACTION: Clerk to publicise when date is set.
b) Navitus Bay Preliminary Meeting, 11th September 2014. The Clerk was asked to go on the Council’s behalf, to report back. ACTION: Clerk.
8. Minutes of the Meeting held 10th July 2014. Cllr Drayson queried the recording of Item 14 in relation to Cllr White’s response to her proposal, but after discussion it was agreed to let the Minutes stand as drafted. They were agreed as a correct record and signed.
9.  Matters Arising from the Minutes.
a) Item 9.c). Wall on N.side of road by Steppes Hill House. The Clerk read out a copy of the letter from Danny Allen (DCC Highways) to Mr and Mrs Styles, the wall’s owners, alerting them to potential problems and responsibility.
b) Item 9. e) Speed Indicator. A speed survey will cost £250-300. Clerk to ask Cllr Lovell if there is any funding available to do this. ACTION: Clerk, Cllr Lovell. 
c) Item 11.a). Swanworth Quarry Liaison meeting., 17.7.2014.  The Clerk had attended with Cllr White, and learned about work being done with grassland reclamation etc. She noted that plans are being prepared to quarry into the upland to the west of the present chine. 
d) Item 19. Dangerous path outside Parish Office. The Clerk has asked for 3 quotations.  
e) Item 23 d). The Clerk has not yet written to Mrs Cubitt, and will do so when she returns from Summer holiday.
10.  The Clerk’s Report for the period 8.7.2014 – 8.8.2014.  Report received.
11.  Matters arising from the Clerk’s Report. 
a) Item 14. Cycling Issues. Following a letter from Studland PC, it was agreed that a joint meeting would be helpful to discuss difficulties common to parishes. ACTION: Clerk to respond to Studland PC.  
b) Items 38/39. Mrs Julia Cox had complained about the state of the pavement between 17 High Street and the Hyde, and Mr David Duncan had asked for a ‘Concealed Entrance’ sign, attached to the Durnford Drove Bus Stop pole. Cllrs agreed that both should be forwarded to DCC Highways. ACTION: Clerk.
12.  Chairman’s Announcements. Receipt of Complaint and Action Points. The Chairman announced that Mr David Senior had made a formal complaint. In accordance with the Council’s Complaints procedure, he invited Mr Senior to explain his complaints, written in a letter to the Council dated 8th August, with amendments to update document references on 12th August. These are as follows (quoting from his letter);
I. ‘Proper Process and procedures were not followed in Supporting Spyway Orchard Rural Exception Site status’.  2.’The proposal TWA/2014/0118 as submitted by the applicant differed from that discussed at the Parish council meeting’ 3. ‘Councillor Mike Lovell failed to advise the LMPC on PDC Policy and Guidelines.’ Mr Senior addressed the meeting. He asked that Mr Vaughan-Arbuckle be invited as a ‘non-Council member’ to assist with the investigation of his complaints. This is contrary to the LMPC complaints procedure. Cllr White said that he will look into the complaints and a report and response will be prepared for the next meeting.
13.  County and District Councillor’s Report. Cllr Lovell was not present.
14. Matters Arising from Open Meeting Re: Dancing Ledge 31st July 2014. RESOLVED: To set up the Dancing Ledge Working Group, under the auspices of the Parish Council, to consider and progress the issues and recommendations made at the Public Meeting on 31st July 2014 and report, as required, to the LMPC. ACTION: Ian Vaughan-Arbuckle, Clerk. It was agreed to include representatives from the National Trust, Commercial Users, LMPC and the parish. Cllr Knight expressed concern about the damage to climbing bolts at Dancing Ledge, and it was RESOLVED: That while being fully sympathetic to parishioners’ concerns about the over-use of Dancing Ledge, the Council does not condone any acts of vandalism or other actions which may put lives at risk.
15. Yellow Line Proposals. The Clerk had received several letters commenting on the proposals, which had been circulated to Cllrs for their consideration. After discussion, it was RESOLVED: To accept the proposals for short yellow line ‘passing bays’ and yellow lines  around some road  junctions, as prepared by Tony Burt (DCC), dated 17.07.2014 . ACTION: Clerk to inform Mr Burt, who will process the Council’s request. Cllr Loudoun suggested that further proposals made by some villagers be explored once the new lines are in place and their impact can be assessed.
16. New Rules on recording meetings.PDC’s solicitor, David Fairbairn, had informed the Council of changes in Govt. legislation permitting the recording of Council meetings by the public. This will mean changes to Standing Orders. ACTION: Clerk to re-draft Standing Orders for the Council’s consideration in the light of the new policy.
20. (as agenda) Proposal for Joint NT liaison group with Studland, Corfe and Worth. The Chair of Studland PC had asked if LMPC would be interested in being part of such a group. It was agreed that, as long as this was in addition to Mr Kershaw’s presence at regular monthly LMPC meetings, this could be helpful. ACTION: Clerk to respond.
21. Financial Matters.
(1) 	Note the following additions to Council funds since the last Council Meeting: None.
(2) 	Note the following Payments by cheque or cash to be made since last Meeting:
       £ 150.00   Ian Bugler, Grounds Maintenance (July).
£ 513.51   Clerk’s salary (July). 
£ 479.25   Elliott’s Cleaning Co. Public Toilets and Bus Shelter (July).
£ 10.78     UK2 (Web hosting). Cheque to M Lovell.
£ 100.00   Purbeck Film Charitable Trust Ltd.
£ 50.00     Prince’s Countryside Fund 
£ 50.00     LMAA – To build raised bed for Langton pre-School at the allotments.
3) Payment by Direct Debit:
£ 41.00 to XLN Telecom for phone and broadband.
  (4) Any other Financial Matters:  a) It was agreed that the Clerk could sign cheques for August. 
b) Increase in Clerk’s Hours. RESOLVED: That the Clerk’s standard hours be increased from 57 to 62 hrs per month and that any exceptional hours, such as attending meetings to represent the Council and attending training as may be directed by the Council, will be in addition to the standard hours. It was also resolved that the Council Office will normally be open to the public from 9 am. to 10.30 am on three mornings per week. ACTION: Clerk to put note in ‘Dubber’ re: new hours.
22.  Cemetery Matters: (1) Council’s Cemetery. The Council’s groundsman had requested that plastic flowers not be allowed, as they do not biodegrade and are hard to dispose of. Cllrs noted that this is a sensitive issue, and the Clerk was asked to look at other cemeteries’ policies on the issue. ACTION: Clerk. 
(2) Closed Cemetery. It was noted that any work on overhanging trees mentioned at the last meeting is best done in the winter.
23. Allotments.  a) Concerns over new tenancy agreement. Mr Martin Kirby, an allotment holder, had informed the Council that the new tenancy agreement is illegal. It was agreed that the ALOs and Clerk  meet with the Chair of the LMAA to sort out the anomalies and consider the adoption of an allotment policy. Cllr Christie suggested that payment dates be brought forward to help re-letting of plots if necessary. .ACTION: Cllr Christie to arrange meeting. 
b) Cllr Christie reported that he and the Chairman and Clerk (ALOs and AAO) had visited the allotments on 4th August to check on the state of plots and equipment. Most plots were in good order, as is the shed. There are still 2 vacant half plots, though the Clerk has received an application for a plot. There had been questions about a ban on bonfires. ACTION: Clerk to check NT lease and report back. The Allotment Open Event had been very successful, and he thanked the LMAA for all their hard work. A site has been found for the pre-School raised bed, and this will be built in time for the start of term. It was suggested that the perimeter fence be inspected before the winter, and Cllr Loudoun asked if the plot covering had yet been purchased. This has not been done. ACTION: Cllr Christie. 
22. The date of the next meeting was confirmed as Thursday 11th September, 2014 at 7pm
23.Additional items for the Agenda of the next Council meeting: Plastic Flowers/ Report on Mr Senior’s complaints.

Closed c. 9.07.pm.

Signed………………………………………  (Chairman)    Date…………………………