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

Minutes of a Meeting of the Council held in the Village Hall on Thursday 14th March 2013 at 7pm.
Present: Cllr P White in the Chair, Cllrs M Turner, P Loudoun, M Kirby, J Bradford, C Drayson, H Tizard, W Knight. Cllr M Lovell joined the meeting at c. 7.30 pm.

There were 12 members of the public present.

1.	Apologies: Jon Kershaw, National Trust.
2.	Declarations of interest.  There were none.
3.   Grant of Dispensations.  Cllr Tizard.
4.   Report. a) Footpaths. Mr Ian Vaughan-Arbuckle, Parish Rights of Way Liaison Officer, reported on progress with the Priest’s Way repair project. Public consultation sessions in Langton, Worth and Swanage in February had been successful, collecting useful feedback and comment, including concerns about the use of suitable materials, the importance of ongoing maintenance of the path (particularly  drainage) and protection of the environment. The ‘Advertiser’ had highlighted the proposed project. Mr V-A is now working on preparing the paperwork for the P4C bid, in conjunction with the working group, and will hope to submit it in April. There have been complaints about locked gates on the footpath at Windmill Lane. Mr V-A reminded the public that it is the job of DCC’s RoW Officer, Steve Kourik, to negotiate with the landowner and install relevant signage etc. Cllr White thanked Mr V-A for all the hard work he was doing and for his report.
b) The Clerk read out the National Trust report on behalf of Jon Kershaw. The Trust have been working closely with Mr V-A on the consultation presentation and obtaining costings for the Priest’s Way project. Maintenance work is being carried out on some underground quarries to maintain habitat for bats. The Trust is looking at the possibility of opening up disability routes within S Purbeck, using existing Rights of Way. Jon Kershaw had met the District Engineer to discuss flooding problems; the NT must produce a report before installing any new drainage systems. Scrub clearance season is now almost over, and NT tenants have been working hard to complete their work plans. 
5.Public Discussion. 
a) In relation to the Priest’s Way Project, Dr Chris Spilling asked Mr V-A if there would still be an embankment on either side of the path following the new work: this is important for oil beetles. Mr V-A took note of the comment, and said that he will try to ensure that the embankments remain as before. Dr Spilling also noted that part-night lights were being installed in Swanage and asked when this might happen in Langton. ACTION: Clerk to contact SSE Contracting.
b) Mr Pete Christie approved the new council chamber layout, intended to improve audibility. He expressed concern about the surface of the road between Tom’s Field and St George’s School, particularly by the entrance to Malthouse Lane, which has caused several traffic skids. ACTION: Clerk to contact DCC Highways. He further stated that damage to footpaths was mainly caused by NT 4-wheel drive vehicles, cattle and mountain bikes, and asked Mr V-A if the Priest’s Way improvements would promote more damage by encouraging increased use of this type. Mr V-A responded that he did his best to ‘police’ the footpaths. Laurie Clark of the NT (in the public gallery) responded that the Trust was working with other Parish Councils and user groups such as cycle clubs, to try to minimise difficulties of this type. The Council agreed that it would be useful to join in this initiative. ACTION: Clerk to contact Jon Kershaw to find out more. 
6. Matters Arising from the Public Discussion. It was noted that improvements to the Priest’s Way should encourage people to get out of their cars and walk. Cllr Loudoun stated that quarries and farmers also used the Priest’s Way for vehicular access. Cllr White noted that he and Mr V-A would be attending Swanage Town Council’s meeting on 8th April to encourage them to contribute funding for the P4C bid. 
7.  Planning Matters. 
  1) There were no comments by members of the public.
  2) To make comments concerning the following plans:-
  a) 6/2013/0083  Mr. R. Beck, Valley Rd. (Greenacre), Harman’s Cross, BH19 3DX. Convert redundant building to provide ancillary accommodation for main house. Observation: No Objection.
  b) 6/2013/0096  P & J Dyer, Knitson Lane (Knaveswell Farm), Corfe Castle, BH20 5JB. Erect roof over feed and collecting yards; demolish existing parlour building and incorporate replacement parlour under roof area. Observation: No Objection.
 3) Planning decisions by PDC since the last meeting: 
   a)  Tree Works: TWA/2013/0016  St George’s Church. 1) Macrocarpa – remove split branches, crown lift by up to 4m and remove stubs, 2) Holm oak – cut back to boundary. In Conservation Area. Approved.
TWA/2013/0024  Mr. D.Browne, Mulberry Cottage, High Street, Langton Matravers. Horse chestnut – re-pollard to previous pruning points. In Conservation Area. Approved.
  b) 6/2013/0018  Toms Field Road (Dunnit), Langton Matravers, Mr & Mrs P Lane, Roof extensions to facilitate loft conversion and insertion of windows in gable ends. Approved.
4) Other planning matters: a) Cllr Drayson advised the meeting that licenses for hydraulic fracturing (‘Fracking’) will shortly be issued in Purbeck.
b) The Clerk had received a letter from W J Haysom and Sons thanking the Council for its support for their recent quarrying application at Turnpike/Broadmead.
8. Minutes of  the Meeting held 14th February 2013. The Minutes, having been circulated previously, were agreed as a correct record and signed.
10.  Matters Arising from the Minutes.
a) Item 6b). Coombe Drain. The Clerk had written to Steve Mepham, DCC Highways, but received no response.  
b) Item 10b). Community Assets Register. The Clerk had registered the Village Hall, the School Field, the Scout Hut and the Public Toilets and Office with PDC. The owners of the Post Office and King’s Arms had expressed concern about their businesses being registered; Cllr Drayson commented that the intention in proposing them for registration had been to indicate that the village valued these businesses’ contribution to the community. Cllr Kirby said that businesses do not need to be registered. Cllr Drayson suggested that Council should respect the comments of the respective owners and not proceed to register the businesses. Cllrs felt that they did not understand the process properly, and Cllr Lovell suggested that someone from DAPTC be invited to clarify the situation. Cllr Tizard emphasised that the businesses concerned must be involved in any future discussion, and Cllr Kirby suggested that they be invited to the meeting with DAPTC. ACTION: Clerk.
 c) Item 12b).  Watering Cans. 2 new watering cans were supplied by Cllr Tizard, and have been labelled and installed in Crack Lane cemetery.   
d) Item 12c). Footway improvements. DCC’s land valuer been to look at both footway-widening projects (Putlake and Steppes Hill House), and it seems likely that both will be done in September.
e) Item 16. Mrs Duncan had contacted the Clerk to express concerns about the proposal to have a school  garden to the east of the Play Area in the NE corner of the school field. Mrs Brown, Head Teacher at St George’s School, had informed the Clerk that she would not be in a position to decide whether to develop the idea further until the school re-building project was completed in January 2014, when it would be clear what space was available in the school grounds: she had suggested that any decisions/plans be deferred until then.
f) Item 18. Community Energy Event. Cllr Drayson thanked Cllrs for their support at this event, which was successful and well-attended.
10.  The Clerk’s Report for the period  9.2.2013 – 8.3.2013.  Report received.
11.  Matters arising from the Clerk’s Report. The Clerk had attended a Dorset AONB forum on behalf of the Council on 5th March. Delegates had been interested to hear of Langton’s success with village litter picks. 
a) Item 8. PDC Heathland Consultation. Cllrs had no comment on this.
b) Item 18. Swanage Local Plan Event; Cllr Drayson had attended this meeting, and suggested that plans for encouraging use of the Priest’s Way could be linked into the plan.
c) Item 15. Cllr Drayson hoped that Mrs Pearson’s letter had helped to improve the future conduct of Council meetings by pointing out difficulties with the previous room layout.
d) Item 33. The Clerk reminded Cllrs of the Purbeck Healthcare briefing meeting on 27th March.
e) Item 36. The Came and Co. Insurance Newsletter had indicated that it was now necessary to undertake weekly recorded Play Area inspections. ACTION:Clerk. It is also important for the Council to have an up-to-date Risk Assessment in place. The Clerk will send round a sample for the Council’s consideration and put the matter on the agenda for the next meeting. ACTION:Clerk.
f) The Clerk had received a letter from Mrs Brown (St George’s School), thanking the Council for their support with the school’s new allotment project. A joint Risk Assessment for School and pre-School was enclosed. This suggested that there were signs about eg. dogs on leads at the allotment garden. These do not exist at present. ACTION: Cllrs Kirby and White to suggest wording for sign on allotment gates ready for the next meeting.
12.  Chairman’s Announcements. Mr Henry Scott of the Scott Estate had visited the parish office and had a useful talk with the Chairman and Clerk. He will be invited to attend a Council meeting in the future. Following concerns expressed by a visitor about the safety of the oak tree at Crack lane cemetery, Cllr White had performed a visual inspection and considers that it is safe for the present. 
13.  Financial Matters.
(1)   Note the following additions to Council funds since the last Council Meeting:
         £ 80.00    Monument fee - the late Mr. K. Ball, Plot V8.
         £ 82.50    Allotment rent and water charges.
(2)   Note the following Payments by cheque since last Meeting:
         £ 498.57   Clerk’s salary (February).
         £ 45.00      Open Spaces Society Subscription.
£ 42.69      Post Office – postage (CASH payment).
 (3) 	Payments by Direct Debit:
         £ 37.94      XLN Telecom for phone and broadband 
 (4) Other Financial Matters. 
a) Capital Funding Budget. The Clerk had prepared a list of projects requiring capital funding, but still needs costings for toilet refurbishment and allotment fencing replacement. 
14.  Cemetery Matters:
(1) Council’s Cemetery. Cllr White reported that some quotations had come in for the new cemetery wall, but he was waiting for more. Cllr Bradford asked why the pedestrian gate at the N end of the cemetery was locked. ACTION: Cllr White. The National Trust intends to replace the temporary wooden gate post with a stone one eventually.
(2) Closed Cemetery. Nothing to report.
15.  Allotments.  Cllr Kirby reported that half a plot will be given up in the near future. All other plots are taken.
16. Putlake fence. Cllr White had been advised that the fence only required minor repairs at present: it was agreed to ask Mr Bugler to repair the rails which are defective. ACTION: Clerk.
17. Toilet Refurbishment.  So far Cllr White had only received one quotation. Cllr Turner proposed that PDC be asked to do the necessary work before the handover in October 2013. It was also noted that the urinal and disabled toilet door need attention. ACTION: Clerk to inform PDC and ask them to do the work.
18. Swings Replacement. There was no further news on the grant application. The Award rules state that Council cannot proceed with work on the swings until the grant application is decided. RESOLVED: That the Clerk be empowered to approach the contractor as soon as any award is made. Concern was expressed about the safety of the present swings, and Cllr Tizard will inspect, and remove chains and seats if he considers it necessary.
19. Annual Parish Assembly, 25th April, 7pm. The Clerk and Cllr Drayson will plan a similar event to last year, involving as many community groups as possible. Cllr Tizard will organize drinks. ACTION: Cllrs Drayson, Tizard, Clerk.
20. Car Park Update. Cllr Kirby suggested that as various possibilities had been explored, the Council should now come to a decision about how to proceed. Cllrs agreed that, given the guidance from DCC about the optimum vehicular access point onto the B3069 from the school field, it was not possible to create an access route to the Council’s land without affecting the open space of the field. Cllr Kirby further asked about the community benefit of having a school car park on the field, the cost of which would need to be borne by DCC. RESOLVED: That the Council will not pursue the idea of using the Council’s land to the South of St George’s field for a car park. It was further RESOLVED: That the Council will no longer pursue the idea of creating any parking on the school playing field. 
21. The date of the next meeting was confirmed as Thursday 11th April, 2013. The meeting will begin at 7 pm. 
23.Additional items for the Agenda of the next Council meeting: Disposal of Council’s land to South of School Field / Swings / Parish Assembly Arrangements / Community Assets Register / Risk Assessment.

Closed c.8.59 pm. 

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