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

Minutes of a Meeting of the Council held in the Village Hall on Thursday 9th May 2013 at 7pm.
Present: Cllr P White in the Chair, Cllrs M Turner, P Loudoun, M Kirby, J Bradford, C Drayson, W Knight, Cllr M Lovell.

There were 4 members of the public, and PCSO Iain Leslie was also present.

1.	Election of Chairman. RESOLVED: That Cllr White be elected as Chairman.
2.	Election of Vice-Chairman. RESOLVED: That Cllr Turner  be elected as Vice-Chairman.
3.	Apologies for absence.  There were none.
4.	Declarations of interest / Grant of Dispensations.  There were none.
5.   Reports. a) Footpaths. Further to last month’s item about roundels on footpath signs/stiles, Mr Ian Vaughan-Arbuckle, Parish Rights of Way Liaison Officer, reported that it had not so far been possible to discuss the matter with Jenny Penny of DCC. The Priest’s Way repair project was making good progress, with funding approved by the Ramblers Holiday Trust Fund for £3,850 for new finger posts, and a grant from Swanage TC for £750.00, bringing the total for match funding to £5,600. The new bridleway going towards Spyway will now start at the Spyway car park adjacent to Langton House. The bid will be considered by Natural England in June. Mr V-A had attended a meeting about the Local Plan for Swanage, and had emphasised the need for consultation between Langton, Worth and Swanage on Rights of Way issues. He will lead a walk along the Windmill Lane footpath on Sunday 19th May, leaving the top of Three Acre Lane at 2pm. As gates along the path are still locked, he had tried to contact the farmer to negotiate unlocking for the walk, and to alert him to the fact that barring access to the footpath is now illegal, so far without success. He will keep trying. He noted that a public-spirited parishioner had been planting flowers near the Steppes bus shelter, and suggested that the Council might wish to thank her. ACTION: Clerk to write letter of thanks to Mrs Kirby. The Chairman thanked Mr V-A for his report.
b) David Williams of the National Trust presented outline proposals for disabled access to the coast in the parish; proposed routes would start either at the Acton or Spyway car parks, using the Priest’s Way to get to Queen’s ground or down to Seacombe. They are liaising with the Coastguard and disability groups about the feasibility of the scheme. Cllr Drayson noted the lack of mobile phone signal in these areas. Jon Kershaw reported that the Environment agency has been monitoring groundwater levels in the area to alleviate future flooding. The NT are looking at ways to preserve parts of Langton West Wood from deer damage, and would welcome suggestions which minimise visual impact: Cllr Lovell asked what was best practice elsewhere. Mr Kershaw was also thanked by the Chairman.
6.Public Discussion Period. 
a) Mrs Sandra Brown advised the meeting about an outline proposal to create a Dorset Coast and Heaths and East Devon National Park. She explained that the group is asking the Council to support a request to Natural England to consider the area for National Park status in the future; any such request would generate information and consultation about the impact of such status. 
b) PCSO Iain Leslie reported that funding is in place to launch a Speedwatch project locally, the key aim being education rather than enforcement. The village would need to find a ‘Designated Point of Contact’ plus between 6 and 20 volunteers, who would be trained by the police, and go through assurance checks. Groups of 4 will monitor traffic speeds, and those caught speeding will initially be sent a letter. Temporary warning signs will be used. It was agreed to ask in the Dubber for volunteers. ACTION:Clerk.
7. Matters Arising from the Public Discussion. After discussion and questions to Mrs Brown about possible benefits and negatives for the local community of National Park status, including effects on the local economy, housing and planning, it was agreed to put the matter on the agenda for the next meeting, at which point a formal decision could be made. Mrs Brown was thanked for her helpful introduction to the topic. 
8.  Planning Matters. 
  1) There were four letters from neighbours regarding item 2b) ‘Englefield’, Steppes Hill, 6/2013/0200. 
  2) To make comments concerning the following plans:-
a) 6/2013/0198  Mrs. A Cattallo, Old Malthouse Lane (Hill View Cottage), Langton Matravers, BH19 3JA, Demolish existing side extension. erect second storey extension under a new raised roof. Insert two dormer windows in south elevation. Insert window in east gable and erect ground floor entrance porch. Erect detached garage and car port. Observation: No Objection.
b) 6/2013/0200  Mr. M Harris, Steppes Hill (11 - Englefield), Langton Matravers, BH19 3ET, Erect front and rear extensions, insert rooflights into new extensions on south and north elevations. Observation: The Council objects to the application on the grounds that the front extension is not in keeping with the rest of the estate.
c) 6/2013/0240 Mr. A Helfer. Knitson farm, Knitson, BH20 5JB. Variation of condition 2 of PP 6/2011/0580 to change the model of the proposed wind turbine. Observation: No Objection.

				
				
d) 6/2013/0204  Mr. M Murray, Greyseed Farm, Langton Matravers, BH19 3DL. Replace cattle barn burnt in fire. Observation: No Objection.
   3) Receive Planning decisions affecting this parish since the last Council meeting:
a) 6/2013/0136. Mr and Mrs Gillingwater. Church Cottage, 57 High Street, Langton Matravers. Dismantle chimney stack and reconstruct using salvaged materials. Approved.
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. Approved.
c) 6/2013/0054 W J Haysom and Son, Turnpike Quarry, Broad Mead Rep[lacement limestone quarry at Broad Mead Field with use of the overburden from the initial phases of extraction to restore the adjacent Turnpike Quarry to original levels. Approved.
  4) Other planning matters: There were none.
9.Confirmation of Council Officers and part-time employee for 2013-14.
RESOLVED: That officers and part-time employee be re-elected/confirmed as listed below:
1)	Footpath Liaison Officer: Ian Vaughan-Arbuckle.
2)	Tree and Hedgerow Officer: Cllr Drayson.
3)	Emergency Liaison Officer: Cllr Kirby.
4)	Representative on St George’s First School Governing Body: Mrs. V.Winch.
5)	Representative on the Village Hall Management Committee: Cllr Knight.
6)	Representatives on Purbeck Association of Parish and Town Councils: Cllr Drayson, Clerk.
7)	Contact for PACT: Cllr Kirby.
8)	Allotment Liaison Officers: Cllr White, Cllr Kirby.
9)	Representatives on Timson Trust: Cllr Bradford, Cllr Turner, Cllr White.
11) Dr M Sparks was confirmed as Clerk to the Council, Responsible Financial Officer and Clerk to the Burial Board.
It was agreed not to re-elect Cllr Tizard as Youth Liaison Officer until his consent had been sought. Cllr Drayson suggested that it would be helpful if roles were more clearly defined. Cllr Lovell clarified the situation regarding the Timson Trust representatives from the Parish Council.
10. Minutes of  the Meeting held 11th April 2013. The Minutes, having been circulated previously, were agreed as a correct record and signed.
11.  Matters Arising from the Minutes.
a) Item 11c) Raglan Housing development. Following a question from Cllr Bradford, the Clerk reported that suggested names for the new development both from Cllrs and parishioners had been passed on to Raglan, who would be discussing them shortly.
b) Item 14d) Wild Flowers in the Closed Cemetery. The Clerk had spoken to Jill Jackson of PDC, who manage the grass-cutting: she said we could either request that in future the grass is not cut until the flowers have set seed, or certain areas were left uncut. ACTION: Cllr Lovell to discuss further with PDC.
c) Item 19). Parish Assembly. The Clerk had received several very positive comments on the evening from parishioners. She reported the total costs of £65.51 for refreshments at the event, well within the budget. It was agreed to send letters of thanks to Mrs Margaret White, who had provided most of the food, Mr Sean Haughey, who had served the drinks, and the children of St George’s school for their inspiring presentation. ACTION: Clerk. Dr Spilling had asked at the Assembly about the possibility of a village initiative to re-build the boundary wall between the school field and the Council’s land. The Council was reminded that the wall belonged to DCC, who had no intention of re-building it and wanted to erect a fence in front of it. It was agreed to write to Dr Spilling explaining that the wall is not the Council’s responsibility. ACTION: Clerk.  
12.  The Clerk’s Report for the period 6.4.2013 – 3.5.2013.  Report received.
13.  Matters arising from the Clerk’s Report. 
a) Item 11. PDC Consultations – Cllrs had offered no feedback on these.
b) Item 23. Swanage Local Plan Community Workshops. Cllrs Drayson and Lovell and Mr V-A had all attended the Environment workshop, which had proved useful. (see 5a) above)
c) Item 35. SSE Contracting – Unmetered supply for footway lights. The Clerk had finally received a response which seemed to clarify the reason for an unexpected increase in the bill for the unmetered electricity supply.
d) Item 37. PDC Planning training. Cllrs had been invited to attend training for a flat fee of £50 per Council, but as only one person expressed an interest, it was agreed not to follow this up.  
14.  Chairman’s Announcements. Cllr White reported that he had also received appreciative comments on the Parish Assembly, and thanked all concerned.
15.  Financial Matters.
(1)   Note the following additions to Council funds since the last Council Meeting:
         £ 27.50    Allotment rent and Water charge – Mr. N.Harding, Plot 8B
         £ 200.00  Dorset County Council – Snow-clearing payment.
         £ 7,260.00 Purbeck District Council – 1st half year Precept.
(2)   Note the following Payments by cheque to be made since last Meeting:
         £ 145.00   Mr I. Bugler – Grounds Maintenance (April). 
         £ 498.57   Clerk’s salary (April). 
         £ 25.95     Winzip (office). 
         £ 200.00    Mr. P. Loudoun. Parish Snow clearance.
         £ 764.13   Came and Company, PC Insurance 2013-14.
 (3) 	Payments by Direct Debit:
       £ 45.68     XLN Telecom for phone and broadband. 
 (4) Other Financial Matters. a) Cllrs viewed a summary of the unaudited accounts for 2012-13. the Clerk had added a breakdown of funding for capital projects in the future, such as work on the new cemetery.
b) It was agreed to retain the services of Mr Nigel Donald as internal auditor for another year.
c) RESOLVED: To accept the proposed Long Term Agreement to retain the services of Came and Company as the Council’s Insurers for the next three years, and pay the reduced premium of £764.13  for 2013-14.
d) The Clerk reported that, following the changeover by HMRC, her monthly salary was now being recorded for tax purposes using the Real Time system.
16.  Cemetery Matters:
(1) Council’s Cemetery. a) RESOLVED: That the flat area in the NE side of the cemetery near the shed, where there are presently several cremation burials, be used in future specifically for cremation plots. (Rows 1-9, X–Z + ‘CR’). 
b) Proposed wall for cemetery extension. Before looking at quotations for the work, Cllrs discussed the advisability of building such a wall. Issues of maintenance of the wall and the area enclosed were raised, and it was decided not to follow up the idea at present: funding would be better used in preparing the ground for new plots and putting up a stockproof fence when necessary.
c) Cllr Bradford noted that bins were again overflowing in the cemetery. ACTION: Clerk to contact groundsman. He also raised concerns over some unstable headstones. ACTION: Clerk to ask groundsman to make a list of unstable headstones: she will then contact relatives to ask for repairs.
(2) Closed Cemetery. See 11b) above.
17.  Allotments.  Cllr Kirby reported that the notices for dog owners are now in place on both gates.
One half plot has just been given up, and another is in a very untended condition: the tenant has been approached.
18. Risk Assessment Following guidance from other Councils, the Clerk had prepared a Risk Register for the various Council activities; queries were discussed with Councillors and a final draft agreed. RESOLVED: That the Risk Register be accepted by the Council, subject to the addition of relevant clauses about the Council’s Cemetery to be added by the Clerk and agreed by Cllrs before the next meeting. ACTION: Clerk.
19. Cleaning of Steppes Bus Shelter. Cllr Kirby asked who cleans bus shelters for DCC. ACTION: Clerk. It was suggested that cleaning of the Steppes shelter might form part of the new Toilet cleaning contract. ACTION: Toilet Committee.
20. Ideas about future of Council’s Land. Cllr Kirby advised the Council that all ideas so far suggested by parishioners are on the Council’s website, and we hope to get more. It was agreed to defer the matter to the next meeting.
21. Speedwatch.  See Item 6b) above.
22. Community Noticeboard, Putlake.  Cllr Drayson suggested that a noticeboard outside the Parish Office for the use of village organisations would be useful and show support for community events. It was agreed to discuss this further at the next meeting. 
23. Swings Replacement. The Clerk had received a conditional offer from the Big Lottery Fund of £2,000 towards the cost of the new swings, and will be sending the necessary paperwork shortly. 
24. The date of the next meeting was confirmed as Thursday 13th June, 2013. The meeting will begin at 7pm. 
25.Additional items for the Agenda of the next Council meeting: Noticeboard / Swings / Future of Council Land / National Park / Film Festival /Toilet Contract.

Closed c.9.30pm. 

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