Parish Council of Langton Matravers
www.langtonmatravers-pc.org
Minutes of a Meeting of the Council held in the Village Hall on Thursday 9th June 2011 at 7.00pm
Present: Cllr P White in the Chair, Cllrs J Bradford, Mrs C Drayson, M Kirby, W Knight, 
P Loudoun M Lovell H Tizard and M Turner.
There were four 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 Mrs Drayson, Tizard and Turner declared an interest as allotment tenants. 
3.	Public discussion: A member of the public reported that the National Trust was proposing to create a mountain bike trail around parts of the village, including public footpaths and ancient woodland. RESOLVED: That an invitation be extended to the National Trust for a representative to attend the July Parish Council meeting.
A member of the public reported Japanese knotweed in Acton, on land owned by the National Trust, that was not being controlled. RESOLVED: That the matter be referred to the National Trust.
4.	Planning Matters: 
(1)	Receive comments from the public concerning the following Plans:-
(a)	6/2011/0287  Submitted by Mr B Glassock; Alterations to extend existing shed at Perlandra, Gypshayes, Langton Matravers. Observation – No objection.
(b)	6/2011/0308. Submitted by Mr Hitchcock; Replace window with door, fit shallow flat roof light over kitchen and remove section of garden wall to create off-street parking at 47 High Street, Langton Matravers. Observation – No objection.
(2)	Receive planning decisions affecting the Parish.
(a)	 6/2011/0287 Four Corners, Crack Lane, Langton Matravers – Approved
(b)	 6/2011/0224 New Barn, Valley Road, Langton Matravers – Refused
(c)	 6/2011/0177 Kitchie Cottage, Knitson, Corfe Castle – Refused 
5.	Minutes of Meeting held 12th May 2011 having been circulated previously the Minutes, subject to correction of the amount payable to Wessex Water from £30.18 to £20.18 in Minute 13.2, were agreed as a correct record and signed.
6.	Matters arising from the Minutes:
(1)	Item 7 (9) Cllr Lovell stated that he believed that his appointment to the Timpson Trust was by virtue of being a Purbeck District Councillor.
(2)	Item 12 (1) Cllr Turner reported that the repair to the broken mirror was required in the disabled toilet. RESOLVED: That the Cllr Lovell report the matter to the District Council.
(3)	Item 9 (3) Cllr Tizard requested a progress report on the sign at Acton. The Clerk provided an update.
(4)	Item 11 Cllr Mrs Drayson thanked the Clerk for circulating “A guide to new Neighbourhood Plans”.
(5)	Item 12 (3) Cllr Bradford provided an update on investigations regarding the extent of the lease and land ownership at Crack Lane Cemetery. Cllr Kirby directed members to the document held in the Parish Office, confirming the extent of ownership as being 55 feet. Being that there was no dispute, it was suggested that arrangements should be made to purchase the remainder of the land.
(6)	Item 19 Cllr Lovell confirmed that the invoice in respect of the website had been paid in the sum of £80 (approx), for a period of two years.
(7)	Item 14 (2) Cllr Bradford confirmed that the two headstones had not fallen but had been knocked over.  RESOLVED: That estimates for the repair be obtained for making good the headstones.
7.	The Clerk’s Report for the period 7.5.2011 to 4.6.2011: Report received.
8.	Matters arising from the Clerk’s Report:
Item 39 Cllr Mrs Drayson requested that as a sign of appreciation for the presentation given at the Parish Assembly by Mr Reg Saville, a £10 donation be granted. Cllr Knight declared a personal interest, in respect of his connections with the Museum and did not vote. Members reflected on how well supported the event had been i.e. over 70 persons. Cllr Mrs Collette Drayson was thanked. Thanks were also given to the St Georges School Choir whose members and the School itself had been issued with certificates. RESOLVED: That a £10 donation be granted to the Museum as a mark of appreciation to Mr R Saville and the costs of laminating certificates be borne by the Parish Council.
Item 28 Cllr Kirby requested details of the DAPTC website access username and password be circulated.
9.	Chairman’s Announcements:  
(1)	Personal thanks were offered to i) Cllr Mrs Drayson in respect of organising the Parish Assembly ii) Mr Collins for refurbishing the village sign and wooden seat and iii) Cllr Kirby for resolving the problems with the office personal computer.
(2)	An update was given regarding the long outstanding problem with the suspected collapsed drain, adjacent to the Old Bakery, High Street.  It was reported that the matter was to be investigated by Dorset County Council.
10.	Financial Matters:
(1) 	Note the following additions to Council funds since the last Council Meeting:
		£445.00 Interment of Mrs E A Curtis Plot T10.
		£31.00 Rent from two Allotment holders.
(2) 	Note the following Payments by Cheque, already authorised, since last Meeting:
	£12.00 Langton Matravers Village Hall Committee for May Council chamber.
	£278.64 Clerk’s Salary - May.
	£185.20 HMRC May Payroll.
	£120.00 P Newell – Grounds maintenance.
	£280.13 Dorset Association of Town & Parish Councils – Annual Subscription.
	£57.12 Newsquest – Clerk’s vacancy advertisement.
	£60.00 Parish Assembly – Reimbursement of costs incurred.
	£75.00 N Donald – Annual & 3rd/4th Quarter Audits.
	£31.00 R Smith – Refund of 50% of allotment rent.
	£10.00 Local History & Preservation Society – Museum donation.	
 (3) 	Payments by Direct Debit:
£38.00 to XLN Telecom for phone and broadband.
(4) 	Any other Financial Matters:
(i)   Approval of Annual Statement of Accounts 2010-11
	RESOLVED: That the Annual Statement of Accounts 2010-11 be approved.
(ii)  Approval of Annual Governance Statement of Accounts 2010-11
	RESOLVED: That the Annual Governance Statement 2010-11 be approved.
11.	Cemetery Matters:
(1)	Council Cemetery: 
a)	Cllr Turner updated the meeting regarding repairs to the shed and refurbishment of the gate posts.  It was AGREED: That refurbishment be deferred until the appointment of a new caretaker.
b)	Cllr Tizard referred to the advertisement seeking tenders for the Caretaker Contract.  A general discussion ensued concerning the process and supporting documentation. AGREED: that the Cllr Tizard forward details of the tender documentation to the Clerk for issue to interested parties and councillors to circulate.
(2)	Closed Cemetery: 
The Chairman provided an update concerning the grass cutting and condition of the ash trees and hedgerow.  RESOLVED: That the Clerk write to the owner of the Old Rectory.
12.	Allotments: 
(1)	Cllr Kirby reported that three half plots were vacant. Those on the waiting list had been contacted and two had been reallocated.  
(2)	Cllr reported that one further plot had become vacant and the holder was seeking a refund.  After a general discussion regarding determining the policy or criteria for granting refunds or seeking deposits to cover any cost incurred in making good plots made vacant.  RESOLVED UNANIMOUSLY: That no change be made to allotment agreements and that custom and practice continue to prevail i.e. not to refund rents in the circumstances of a tenancy being given up or surrendered during a season.
13.	Parish Plan: Cllr Kirby reported on the feedback received at the Parish Assembly on 19th May 2011. The results, to be analysed by the Committee, will be presented to a future meeting.
14.	Council Website: Cllr Kirby confirmed that the link via the Council’s website had now been provided. It was reported that six local businesses were currently being promoted.  A local business was defined as one which resides in the village.  
15.	Bus Shelter: The Clerk provided an update reporting that Queensbury Shelters Ltd had reduced the charge for aborted site visit for construction works, from £450 to £300.  In principle agreement was confirmed, pending a site meeting between the company representative(s) and councillors.
16.	Clerk Vacancy:  The Clerk reported that the vacant position had been advertised locally and on the DAPTC website.  The closing date for applications was set as 20th July 2011.  Cllr Kirby emphasised that the salary highlighted should be stated as being within a range based on experience.
17.	The date of the next Meeting was confirmed as 7pm on Thursday 14th July 2011. The August monthly meeting is to be held at 7pm on Thursday 11th August 2011.  
18.	Additional Items for the Agenda of the next Council Meeting: That membership of the Interview Panel for the Clerk Vacancy be determined.

Closed - 8:50pm 

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