Parish Council of Langton Matravers
www.langtonmatravers-pc.org
Minutes of a meeting of the Council held in the Village Hall on Thursday11th November at 7.00pm
Present Cllr P White, in the Chair, Cllr M Turner (Vice-Chairman) and Cllrs J Bradford, Mrs C Drayson, M Kirby, W Knight, P Loudoun, M Lovell and H Tizard.
There were 4 members of the public present.
1.	All councillors were present.
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.  Cllr Knight declared a personal interest in Agenda Item 11 (4) (b) as a governor of ‘The Dubber’.
3.	Public discussion: No matters were raised.
4.	Planning Matters: 
(1)	Plan 0630 submitted by Salisbury Diocesan Board of Education; To erect retractable awning at St Georges C of E School Langton Matravers Observation - The Parish Council unanimously supports this application.
(2)	Plan 0648 submitted by Mr Corderoy; To erect single storey orangery at Old Malthouse Lane (Little Durnford), Langton Matravers Observation - The Parish Council is not in favour of the plans. It considers that the orangery does not accord with and detracts from the Listed Building.
(3)	Plan 0649 submitted by Mr Corderoy; To erect single storey orangery at Old Malthouse Lane (Little Durnford), Langton Matravers LISTED BUILDING. Observation - The Parish Council is not in favour of the plans. It considers that the orangery does not accord with and detracts from the Listed Building.
5.	Minutes of Meeting held 14th October 2010 having been circulated previously the Minutes were agreed as a correct record and signed.
6.	Matters arising from the Minutes:
(1)	Item 6 (2) Cllr Tizard reported that the Council were now in a position to order foam protectors for the goal posts. It was proposed by Cllr Loudoun, seconded by Cllr Tizard and AGREED that the sum of £66.00 plus VAT be approved.
(2)	Item 13 Cllr Kirby reported, following a site inspection, that the stone walling work had been completed and with sufficient stone to complete further sections of the wall it was AGREED unanimously that further work be commissioned totally £675 at a rate of £45 per linear metre.
7.	The Clerk’s Report for the period 8/10/2010-5/11/2010: Report received.
8.	Matters arising from the Clerk’s Report:
(1)	Item 9 Volunteer of the Year. The Chairman reported on proposals to nominate an individual.  AGREED that the matter be deferred for discussion at a future meeting.
(2)	Item 8 Cllr Mrs Drayson advised the Meeting that the talk by Simon Goldsack on 28th October 2010 had been very good.
(3)	Item 25 Bus Shelter. Cllr Knight referred to proposals to purchase bus shelter(s) and questioned the funding available.
(4)	Item 15 Pub Walks. Cllr Mrs Drayson referred to information that had been sourced and other councillors provided additional information. AGREED to provide information for publication on the Council’s website.
(5)	Item 18 The Clerk reported the receipt of a letter from Victim Support seeking funding. Agreed to defer the matter until the year-end financial position is established.
(6)	Item 20 Cllr Lovell explained that the District Council’s position regarding a potential change in the electoral cycle may be reviewed again should there be changes in boundaries as it would prompt an election.
(7)	Item 28 The Clerk reported that the repair remained outstanding.  A discussion ensued as to the possibility of exploring a maintenance contract with Southern Electric Contracting.  AGREED that no further action be taken.
9.	Chairman’s Announcements: 
The Chairman referred to problems encountered by public and emergency services in locating properties in Acton. Reference was made to proposals to obtain an A1 size map, produced by DCC together with copyright issues if used by a third party signage manufacturer.  AGREED that the Cllr Lovell pursue the matter with Dorset County Council.
The Chairman extended an invitation to all councillors and their spouses to join himself and his wife at their restaurant.
10.	Financial Matters:
(1)	The following additions to Council funds since the last Meeting were noted;
£80.00 received from James Smith Funeral Directors for erection of Memorial on Plot E18.
£10.00 received from James Smith Funeral Directors for erection of Memorial on Plot F10.
£64.71 received from PDC for Small Business Rate Relief.
£62.00 received from D Quinn for Allotment Rent.
(2)   The following Payment by Cheque, already authorised since the last Meeting;
£12.00 to Langton Matravers Village Hall Committee for September Council chamber.
£463.84 to AJ Leeson for professional services.
£16.32 to P White for purchase of 200 heavy duty sacks
£25.00 to N Donald for internal audit services
(3)	Payments by Direct Direct;
£33.19 to XLN Telecom for phone and broadband.
(4)	Any other Financial Matters;
(a) Internal Audit services. The Clerk reported that the continued services had been secured.
(b) Financial contribution to ‘The Dubber’. AGREED that a £100 be granted in each of the next three years, subject to a service level agreement being established.
11.	Cemetery Matters:
Council Cemetery: It was noted that the remedial repairs to the walls were complete and that authorisation granted for additional repairs (Minute 6 (2) refers). Cllr Turner reported concerns over the condition of the path. After discussion it was AGREED that the matter referred to the contractor.
Closed Cemetery: Cllr Bradford referred to a tomb stone that had fallen over and broken. It was noted that no action could be taken in circumstances where there were no known relatives to maintain graves.  
Cllr Loudoun referred to the Caretaking contractual arrangements be reviewed. AGREED that the Clerk check the details of the contract and the matter determined at the February meeting.
12.	Allotments: Cllr Kirby provided an update confirming the allocation of Plot 17 b) to new tenants with fees being chargeable from January 2011 and that Plot 7 a) was now vacant and would be offered to the person at the top of the waiting list, namely the landlord of the Ship Inn. The intention to use and introduce young employed persons to tend to the plot was noted and approved.  Approval was given to the re-allocation, exchange and splitting of plots in order to facilitate the occupation of plots, including sharing the raised bed.  It was also confirmed that an advert had been placed on the Council’s website for parishioners to apply to be placed on the waiting list. A general debate ensued regarding the fees to be charged for water in 2011. AGREED that the water charge levied in 2011 remain at the 2010 level of £12 per full year £6 for a half-year and that the annual rent be £50 for a full plot and £25 per half plot. Voting – For 5 Against 0 Abstained 4
13.	Affordable Housing Update: The Chairman highlighted concerns at a housing association’s lack of progress on a proposed new building scheme, despite gaining planning permission.  Cllr Lovell indicated that this indicative of the general situation following changes in Government funding. It was then AGREED that Affordable Housing no longer be a standing agenda item. Voting – For 8 Against 1.
14.	Parish Plan:  Recognition was given to the status of the Action Plan with some issues having been completed, others outstanding and some not likely to be completed. The need to conduct further consultation was agreed. Reference was made to funding for a leaflet, public meeting other means of communicating with parishioners.  It was suggested that the matter be publicised via The Dubber.  A general discussion ensued.  It was AGREED that further discussion be deferred to the next Meeting of the Council. It was FURTHER AGREED that a Working Party be formed comprising of Cllrs Mrs Drayson, Kirby, Knight, Loudoun and Tizard and tasked with formulating proposals.
15.	Village Green status for the Playing Fields:  The Clerk informed the Meeting of the response received from Dorset County Council in respect of the procedure for applying for village green status.  Alternative measures, including the obtaining Queen Elizabeth II trust status were discussed.  AGREED that the matter be pursued and that alternative options be explored.
16.	The date of the next Meeting was confirmed as Wednesday 8th December 2010.
17.	Reference was made to the provision of dog litter bins provided by Mr R Turner.  AGREED that suggestions be invited for suitable locations for installing the two dog litter bins.
18.	Cllr Kirby reported that the footpath behind The Ship had been repaired and was considered to be a good job.
19.	The Clerk reported proposals to change banking arrangements.  AGREED that the authorised signatories to the new bank account be Cllrs White, Turner, Lovell and Bradford.
20.	It was AGREED to exclude press and the public from the meeting. The Acting Clerk withdrew from the Meeting.
21.	Parish Clerk Vacancy: The Chairman listed and described the five candidates who had applied for the post of Parish Clerk.  It was AGREED that Cllr Knight be appointed to the Selection and Recruitment Sub-Committee.  After discussion it was AGREED that the Selection and Recruitment Sub-Committee would consider the applicants' Curriculum Vitas, agree a short list, interview candidates and select & appoint the successful candidate at a grade appropriate for their knowledge and experience.  The Clerk's contract was discussed.  It was AGREED to adopt the recommended contract subject to any grade related alterations. 

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