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

Minutes of a Meeting of the Council held in the Village Hall on Thursday 8th December 2011 at 7.00pm
Present: Cllr P White in the Chair, Cllrs J Bradford, C Drayson, M Lovell, P Loudoun, M Kirby, 
W Knight, H Tizard, M Turner.

There were 10 members of the public present.

1.	Apologies: None
2.	Declarations of interest.  Cllr Kirby declared a personal interest as his wife has an allotment. Cllrs Drayson, Tizard and Turner each declared a personal interest as allotment tenants. Cllr Bradford declared a personal interest in Agenda Item 6 c) as a member of the Royal British Legion and Cllr White a personal and prejudicial interest in the item.
3.	Public Discussion. 
a)	Planning Application Ref 6/2011/0721. Mr R Saville read a statement in objection to the proposed application to install a memorial and reported having obtained a petition containing 31 signatures. 
Mr J James of Corfe Castle Branch of the Royal British Legion provided details as to why the application had been supported.
b)	National Trust. A Report submitted from David Hodd, Operations Manager, Countryside Purbeck was circulated and noted.
4.	Matters Arising from the Public Discussion. None
5.	Planning Matters. 
2) To make comments concerning the following plans:-
Cllr Turner declared a personal and prejudicial interest in the following matter withdrew from the Meeting during its consideration.
(a)	6/2011/0703 Application for:- Full Planning Permission. Mr & Mrs A Hinsull. Erect single storey extension and installation of roof light at 1 The Lane, Acton. Observation: The Parish Council has no objection to the plans.
(b)	6/2011/0706  Application for:- Certificate of Lawful Use - Existing. Mr B Young. Stationing at Nursery Bridge Farm of a mobile home for a period in excess of 10 years for canteen, rest room, on- site office, WC, basic kitchen as well as paperwork store and animal medicines at Nursery Bridge Farm, Valley Road, Langton Matravers. Observation: The Parish Council has no comment.
Cllr White having declared a prejudicial interest in the following matter withdrew from the Meeting during its consideration.
(c)	6/2011/0721 Application for:- Full Planning Permission. Royal British Legion. Erect memorial stone on paved area at corner of High Street and St George's Close, Langton Matravers.  Observation: The Parish Council has no objection. Cllrs Lovell and Bradford asked that their votes against be recorded, and Cllr Turner that his abstention also be recorded.
3) The Council received planning decisions by PDC since the last meeting: No decisions reported.
4) There were no other planning matters.
6.	Minutes of  Meeting held 10th November 2011. The Minutes, having been circulated previously, were agreed as a correct record and signed.
7.	Matters Arising from the Minutes.
a) 	Item 3 a). Footpaths – Report received and noted. Ian Vaughan-Arbuckle, PC Footpath Liaison Officer requested that in future he be provided with an opportunity to produce either a written report or present a verbal update within the main Meeting. RESOLVED: That the Council accede to Mr Vaughan-Arbuckle’s request. Mr Vaughan-Arbuckle further requested that the Council endorse the proposal to seek grant funding offered by Dorset County Council to carry out small repairs or improvements to public footpaths.  RESOLVED: That the Parish Council grants delegated authority to Ian Vaughan-Arbuckle to apply to Dorset County Council for grant funding.
b) 	Item 7 a) Cllr Kirby reported that a number of bulbs had been planted adjacent to the newly installed bus shelter.  The Councillor was asked to convey the thanks and appreciation to his Wife who had donated the bulbs. 
c)	Item 10 An update was requested in respect of the ownership of trees at Putlake Orchard and responsibility for pruning. The Chairman confirmed that the Tree Officer had met with Mr Foot in an attempt to resolve the issue.
d) 	Item 16  Cllr Kirby reported that an Environmental and Visual Audit of the village had been conducted on 30th November 2011 resulting in the issues being identified relating to i) graffiti on the Speed Indicator Device ii) dog mess and iii) litter.
e) 	Item18 Grit Bins – The additional grit bins x 5 were confirmed as having been delivered.  ACTION – The Chairman and Clerk to arrange the siting of the three grit bins to purchased by the Council and the collection of the two grit bins purchased on behalf of Worth Matravers.
8.	Clerk’s Report for the period 7.11.2011 to 1.12.2011: Report received.
9.	Matters arising from the Clerk’s Report.
a)	Item 23. Cllr Kirby enquired if the Council would be completing the Dorset Fire Service Residents Survey.  ACTION Cllr Kirby to complete and circulate to Members prior to submission.
b)	Item 39. Cllr Kirby sought clarification as to the Council’s position in respect of the Gypsy and Traveller Consultation.  RESOLVED: No action.
c)	Item 43. Cllr Kirby referred to the proposals to take on the maintenance and future provision of the Public Convenience.  General discussion ensued with concern expressed at the potential costs being borne by raising the precept and as the Parish Council was already meeting some of the costs, could be faced with a large bill for water charges.  RESOLVED: The Council’s concerns be conveyed to the District Council and that the proposals be considered in more detail at a future meeting.
10.	Chairman’s Announcements. Cllr White reported that he had been given a gate which could be installed on land owned by the Council in order to create a secure area in which to store the Council’s grit bins.  Cllr Loudoun offered to remove, store and return the grit bins on an annual basis. RESOLVED: That Cllr Loudoun’s offered be accepted.
11.	Financial Matters.
1)	Note the following additions to Council funds since the last Council Meeting:
No income received.
2)	Note the following Payments by Cheque since last Meeting:
  £12.00	Langton Matravers Village Hall Committee for December Council chamber
  £12.00	Langton Matravers Village Hall Committee for PACT meeting 27th October 2011
	£480.14	Clerk’s Pay – November (incl Tax Rebate of £35.80)
	£810.00 	Mr P White – Reimbursement of cost of Grit Bins x 5
	£121.30	Mr O Wiste, Grounds Maintenance, November.
3)	Payments by Direct Debit:
	£ 42.04 to XLN Telecom for phone and broadband.
4)	Other Financial Matters.
It was reported that replacement cheque books may in future be ordered online.
12.	Cemetery Matters:
1) 	Council’s Cemetery. 
a)	The fallen tree was reported to have been removed and the services of Mr O Wiste were not required. Cllr Loudoun was thanked for his services.  Reference was made to a complaint letter featured in the local newspaper wrongly accusing the District Council. RESOLVED That a letter of explanation be sent to the complainant and copied to the local newspaper and to Purbeck District Council.
b)	Concern was expressed at the length of the grass in the top half of the cemetery and routine of failing to complete the grass cutting at any one visit.  RESOLVED That Mr O Wiste be requested to tend to the grass cutting as a matter of urgency, prior to the Christmas period and to consider continued contractual arrangements. 
c)	Cllr Loudoun reported a hole in the fence in the new patch of land. RESOLVED That funds in the sum of £200 (approx) be allocated for the cost of installing a gate and posts to be approved and Cllr Loudoun be authorised to make appropriate arrangements for installation.
d)	Purchase of National Trust land at Crack Lane to extend the cemetery. RESOLVED Craig Wells of Ellis Jones (Swanage) be authorised to proceed with the purchase of the land at Crack Lane.
2) 	Closed Cemetery. Cllr Turner sought clarification as to the repair or reinstatement of a fallen memorial headstone.  RESOLVED That i) a fund be established to receive donations ii) the balance of an original fund, believed to be in the sum of £94, be allocated iii) additional funds, sufficient to cover the full cost of complete repair of the memorial be allocated and iv) an appeal for donations be featured in The Dubber.
13.	Allotments. 
a)	Cllr Kirby reported that five plots had been allocated and that there was now one person on a waiting list.
b)	A request was made that the annual insurance premium be met by the Council, as in previous years.  RESOLVED: That the annual insurance premium be paid by the Council.
c)	It was reported that the water had been turned off and the pipes drained. The water tanks will be emptied shortly.
14.	Parish Plan – Neighbourhood Plan  
a)	It was noted that there were no significant matters to report in respect of a Neighbourhood Plan.
b)	Concern was expressed that outstanding matters resulting from the survey in 2011 be addressed and publicised to residents who had taken part. RESOLVED: That the outstanding matters related to the Parish Plan be considered at the January meeting of the Council . 
15.	Guest Speakers Consideration was given to the options of either allocating a specific time at the beginning of meetings to be dedicated for guest speakers, as and when appropriate or to commence the meeting at an earlier time. RESOLVED: That a period, at the discretion of the Chairman, will be allocated at the commencement of any meeting at which a guest speaker has been invited.
16.	Precept – 2012/13 Consideration was given to the future budgetary requirements.  RESOLVED: That consideration of the Precept be deferred to the January meeting of the Council.
17.	Annual Parish Meeting Following the success of Annual Parish Meeting in 2011 consideration was given to the format of the meeting in 2012. RESOLVED: That the format of the Annual Parish Meeting in 2012 be similar to that in 2011 and support provided by the Parish Council. 
18.	Garfield Lane. Details of the correspondence received from the National Trust was considered.  RESOLVED: That the National Trust’s non-ownership of Garfield Lane be noted. 
19.	School Field Lease The correspondence received in the matter was given detailed consideration.  It was noted that a Licence had previously been issued and it was concluded that in all probability a claim for Village Green status was unlikely to succeed.  RESOLVED: That a review of the licence agreement be undertaken to establish if an annual rent had been demanded, that would indicate that a licence is extant.
20.	Village Car Park.The Chairman reported on discussions held with the intention to meet with officers at Dorset County Council to establish any willingness to grant ownership to the Parish Council. Cllr Lovell offered to refer the matter to Myles Butler, Director for Environment at DCC.  RESOLVED: Cllr Lovell be authorised to pursue enquiries with the Director for Environment at DCC.
21.	The date of the next meeting was confirmed as 7pm on Thursday 12th January 2012. The February monthly meeting will be at 7pm. on Thursday 9th February 2012.
22.	Additional items for the Agenda of the next Council meeting:  Precept for 2012/13 and Parish Plan – Survey 

Closed 9.20pm 

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