Parish Council of Langton Matravers
www.langtonmatravers-pc.org
Minutes of a Meeting of the Council held in the Village Hall on Thursday 12th May 2011 at 7.00pm
Present: Cllr P White in the Chair, Cllrs J Bradford, Mrs C Drayson, M Kirby, W Knight, 
P Loudoun H Tizard and M Turner.
There were two members of the public present.
1.	Election of Chairman: Cllr P White was elected Chairman.
2.	Election of Vice-Chairman: Cllr M Turner was elected Vice-Chairman.
3.	Apologies: Councillor M Lovell.
4.	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. 
5.	Public discussion: No matters were raised.
6.	Planning Matters: 
(1)	Receive comments from the public concerning the following Plans:-
(a)	6/2011/0240 Submitted by Mr R Forte; Erect single storey rear extension at Peveril, East Drove, Langton Matravers. Observation – No objection.
(b)	6/2011/0244 Submitted by Mr Davis; Erect two storey rear extension and loft conversion including insertion of dormer window and roof light. Erect porch and bay window extensions to front elevation. Alterations to windows and doors and erect side car port at Spyway Cottage Durnford Drove, Langton Matravers. Observation – No objection.
(c)	6/2011/0253 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.
(d)	6/2011/0262 Submitted by Mr & Mrs Else; Erect replacement conservatory on south elevation at Tisour Cottage Durnford Drove, Langton Matravers. Observation – No objection.
7.	Appointment of Officers and Representatives to other bodies.
(1)	Parish Rights of Way Liaison Officer, Cllr Loudoun.
(2)	Parish Tree and Hedgerow Officer, Cllr Mrs Drayson.
(3)	Parish Emergency Liaison Officer, Cllr Kirby.
(4)	Council’s Representatives on the First School Governing Body, Mrs V Winch.
(5)	Council’s Representative on the Village Hall Management Committee, Cllr Knight.
(6)	Representatives on the Purbeck Association of Parish and Town Councils, Cllr Mrs Drayson.
(7)	Council’s contact for PACT, Cllr Kirby.
(8)	Parish Youth Liaison Officer, Cllr Tizard.
(9)	Any other Officers or Representatives:
Allotment Liaison Officers, Cllrs White & Kirby.
Timpson Trust, Cllrs Bradford, Lovell, Turner and White.
8.	Minutes of Meeting held 14th April 2011 having been circulated previously the Minutes and subject to a) the inclusion of the Declaration of Interest made by Councillor Turner in Minute 2 as an allotment holder and b) correction of Toms Wood to Talbot Wood in Minute 17, were agreed as a correct record and signed.
9.	Matters arising from the Minutes:
(1)	Item 16 Cllr Knight sought enquired as to any response received from DCC on the issue of speeding traffic and 30mph speed limit proposal for Crack Lane.  The Clerk informed the meeting that the proposals did not meet the criteria set by the Highways Authority.  Members requested that further enquiries be made with regards to obtaining the use of a Speed Indicator Device. RESOLVED: That the Clerk the make representations to DCC to include an offer to make a contribution to the cost of installing a post at the top of the village.
(2)	Item 6 (2) Cllr Kirby sought an update on the proposal to nominate the School playing field for the Fields in Trust QEII Fields Challenge.  The Clerk reported that progress was linked to proposals to determine lease of the Playing Field.
(3)	Item 6 (3) Cllr Kirby sought an update on the proposed news signs at Acton, the office car park and office door.  The Clerk presented a sample and a general discussion ensued. RESOLVED That the Clerk provide details of suggested improvements and corrections to the sign writer.
10.	The Clerk’s Report for the period 11.4.2011 to 6.5.2011: Report received.
11.	Matters arising from the Clerk’s Report:
Item 18 Cllr Mrs Drayson requested that copies of the Town & Country Planning Association’s  “Your place, your plan Booklet - A guide to new Neighbourhood Plans” be circulated to each councillor.
Item 19 Cllr Mrs Drayson requested further details of the DCA Community Land Trust Seminar.
Item 24 Cllr Tizard queried the premium paid for annual insurance compared to the previous year. It was established that the premium had reduced by £10.00.
12.	Chairman’s Announcements:  
(1)	The Chairman reported having received complaints regarding the state of cleanliness and repair of the public toilets. Following discussion these concerns were considered to be unsubstantiated.
(2)	It was reported that the dog litter bin in Durnford Drove had been emptied at Easter by a local resident.
(3)	The Chairman reported as having arranged for the acquisition and delivery of 10 tons of top soil for use in Crack Lane Cemetery.  Discussion ensued regarding the outstanding matter related to the lease, land ownership.
(4)	Reference was made to the difficulties experience by the Clerk in respect of the office computer equipment.  
13.	Financial Matters:
(1)	Note the following additions to Council funds since the last Council Meeting:
£759.25 Dorset County Council – Grant for Bus Shelter
(2)	Note the following Payments by Cheque, already authorised, since last Meeting:
£12.00 Langton Matravers Village Hall Committee for May Council chamber.
£192.00 Brian Glassock Builders – Goal post installations
£278.64 Clerk’s Salary - April.
£185.20 HMRC April Payroll.
£20.18 Wessex Water.
£764.85 Came and Company – Annual Insurance Renewal.
£120.00 P Newell - Grounds Maintenance.
(3)	Payments by Direct Debit:
£31.68 to XLN Telecom for phone and broadband.
(4)	Any other Financial Matters:
In receiving the draft Annual Statement of Accounts 2010-11 the level of receipts in respect of Allotment income was queried.  RESOLVED That the Clerk to investigate further to formal approval being confirmed.
14.	Cemetery Matters:
Council Cemetery: 
(1)	Cllrs Turner and Bradford reported that the decayed wood on the shed and oak gate posts.  It was AGREED that refurbishment be undertaken.
Closed Cemetery: 
(1)	Cllr Bradford reported concerns at the lack of grass cutting and maintenance in the bottom section between the graves and West wall. Cllr Tizard reported that an overhanging tree required attention. AGREED that the matter be referred to Purbeck D.C.
(2)	Cllr Bradford reported that a number of headstones had fallen over, some of which had broken. Enquiring as to responsibility for repair, it was determined that this lay with the family and descendents of the bereaved.
15.	Allotments: 
(1)	Cllr Kirby reported that permission had been granted to the LMAA to hold an Open Day. 
(2)	Following concern expressed previously at some unkempt plots it was reported that Plot 28 be reduced to half size.  It was further suggested that a rent reduction be offered as an incentive to other plots of a similar condition. was being investigated, due its poor state. RESOLVED that 50% of the annual rent be refunded in respect of Plot 28. 
(3)	It was further reported that a plot, in good condition, was likely to be surrendered.  The prospect of splitting the plot was reported.
(4)	Cllr Kirby reported having received a complaint of the LMAA having not been notified of problems being experienced by some plot holders and an opportunity to provide support had been missed.
16.	Parish Plan:  Cllr Kirby reported a 10% return of questionnaires issued. The analysis and summary of responses was noted to be presented at the Parish Assembly on 19th May 2011.
17.	Licensing Act 2003: Consideration was given to an application for a Temporary Event Notice on 
25th June 2011 by Langton Matravers Village Fair at Cox’s Field. Observation – No Comment.
18.	Community Noticeboard:  Cllr Mrs Drayson enquired as to the feasibility for providing a notice board in a central location.  Following discussion which included suggestions that the Post Office be used and the difficulty in ensuring that any such noticeboard be kept updated it AGREED that the use of the Council’s website be considered for the promotion of community events.
19.	Council Website – Supporting local businesses: Cllr Kirby confirmed that a link via the Council’s website could be provided in support of the campaign to promote local business.  AGREED a) that subject to featuring a suitable disclaimer, the Council website be used to promote local businesses and b) the Council’s website be promoted via the monthly featured article in The Dubber. 
20.	Bus Shelter: Following a review of correspondence it was suggested that representations be made to Queensbury Shelters Ltd seeking a site meeting with the representative with whom contractual terms were agreed in an attempt to resolve the outstanding dispute by negotiation.
21.	The date of the next Meeting was confirmed as 7pm on Thursday 9th June 2011. The July monthly meeting is to be held at 7pm on Thursday 14th July 2011.  It was noted that the Parish Assembly was to be held at 7pm on 19th May 2011 with preparations commencing from 4.30pm onwards. An invitation was to be given to Mrs V Winch to present the annual report of the Governors of St George’s First School.
22.	Additional Items for the Agenda of the next Council Meeting: No items were suggested.
23.	Cemetery Maintenance Contract: Consideration was given to revised terms of contractual terms as drafted by Cllrs Bradford and Turner.  RESOLVED that, subject to the inclusion of additional areas to include the embankment around new bus shelter, dog litter bin and mile stone marker, to advertise in The Dubber with a proposed contract commencement date of 1st August 2011.  It was FURTHER RESOLVED that the present contractor be advised and invited to re-tender.
24.	Review of Clerk’s Contract/Recruitment of New Clerk: In consideration of the vacancy created by the resignation of the present Clerk it was RESOLVED that the vacancy be advertised, to include the local Advertiser, Purbeck Gazette and the Dubber.

Closed - 9:20pm 

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