Parish Council of Langton Matravers
www.langtonmatravers-pc.org
Minutes of a meeting of the Council held in the Village Hall on Thursday14th October 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 3 members of the public present.
1.	All councillors were present.
2.	Declarations of interest: Cllr Kirby declared an interest as his Wife has an allotment. Cllrs Mrs Drayson, Tizard and Turner declared an interest as allotment tenants.
3.	Public discussion: No matters were raised.
4.	Planning Matters: 
(1)	Plan 0551, submitted by Mrs R Charron; Install two arrays of ground mounted solar panels at Dairy Cottage, Knitson. “The Parish Council unanimously supports this application.”
5.	Minutes of Meeting held 9th September 2010 having been circulated previously the Minutes were agreed, , and signed, subject to Min 10 being changed to read “The Chairman announced that he wanted to look at the possibility of the Council buying the school field in order to secure this for the future of the village.  Cllr Knight reported that if the DCC decided to sell the field, St George’s School would in all probability seek foundation status, which would automatically transfer ownership of the field to the school”.
6.	Matters arising from the Minutes:
(1)	Item 4(b) Cllr Lovell reported that he had established that Mr G Foot was not the landowner of the trees overhanging and suggested making enquiries of Encombe Estate.
(2)	Item 4(a) Cllr Tizard reported that after a site meeting the position of the goalposts were agreed and would now seek advice from the Rugby Club in order to now obtain foam protectors costing £150 (approx).
(3)	Item 10 Cllr Bradford sought clarification of Cllr Knight asking if the governors had ever discussed foundation status to which the response given was “No – never”.
7.	The Clerk’s Report for the period 3/9/2010-7/10/2010: Report received.
8.	Matters arising from the Clerk’s Report:
(1)	Item 31 A discussion ensued regarding the request received from Mr B Young of Nursery Bridge Farm seeking a letter from the Council in support of an application to appeal a planning refusal. Agreed that the Clerk write stating that the Council is not minded to support at the present time.
(2)	Item 32 Small Business Rate Relief. Agreed that the sum of £64.71 in credit, be claimed.
(3)	Item 2 Notice board at Acton - map. Agreed that the matter be progressed.
(4)	Item 11 Council website. Agreed that Cllr Kirby and the Acting Parish Clerk.
(5)	Item 46 Parish Clerk vacancy – hours per month. Cllr Kirby reported that the hours were correctly stated at 52 hours per month, due to 2 hours per month in respect of Allotment management being additional.
(6)	Item 15 Cemetery management matter. Agreed that, given the sensitivity of the matter, it issue be simply noted.
(7)	Item 28 Pillbox at Leeson House. That the matter be pursued.
9.	Chairman’s Announcements: 
The Chairman referred to the outstanding issues related to the positioning of the bus shelter at Steppes. Agreed that the Clerk contact the appropriate officer at Dorset County Council and seek clarification as to any planning consents required.
10.	Themed Evening:  Cllr Mrs Drayson sought the support for the proposal to invite officers from the District Council or other public bodies to make present topical issues to future meetings of Council.  During the ensuing discussion it was recognised that it would be of benefit to enhance both the knowledge of councillors and potentially be of interest to other members of the community.  Agreed that the Council support the proposal.
11.	Parish Plan: Cllr Kirby highlighted the need to review the Parish Plan document produced in 2005 as it was deemed to be a ‘living’ document.  The need to re-engage with the parishioners and update the Parish Plan was recognised. Councillors were requested, for the next Council meeting, to come up with ideas on how best to do this.
12.	Financial Matters:
(1)	The following additions to Council funds since the last Meeting were noted;
£5,500 received from PDC as second half of Parish Precept
£170 received from James Smith Funeral Directors for the interment of the late Ken Ball.
£80 received from Mr I Scott for a memorial to the late Mrs Marie Scott.
£80 received from Mrs P Sedgwick for a memorial to the late Henry Sedgwick.  
(2)	The following Payment by Cheque, already authorised since the last Meeting;
£120 to P Newell for 1 visit to the cemetery and the Play Area.
£12 to Langton Matravers Village Hall Committee for August Council meeting.
£158.63 to BDO LLP for Annual Audit.
£368.96 to Wessex Water 
(3)	Payments by Direct Direct:
£33.19 to XLN Telecom for phone and broadband.
(4)	Any other Financial Matters
(a) Authorisation of payment of outstanding holiday pay and salary for September/October to former Clerk -£827.08.
(b) The Annual Return of BDO LLP, the appointed external auditors, was noted and approved.
(c) The Clerk reported on proposals to change banking arrangements.
(d) The Clerk reported on the arrangements for securing the continued services of the appointed internal         auditor.
13.	Cemetery Matters:
Council Cemetery: The Chairman reported that the work to the walls had still not been done. Cllr Tizard to refer the matter to the appointed contractor.
14.	Allotments: The potential surrender of a plot was reported.  After discussion, it was decided that any re-allocation and the advertising for persons to be placed on the current waiting list, be deferred until the situation is confirmed. 
15.	Affordable Housing Update: Nothing reported.
16.	The Parish Clerk’s post:
Vacant Position: Clerk to obtain a model contract. Following discussion on the current temporary arrangements it was proposed by Cllr Lovell, seconded by Cllr Turner and RESOLVED UNANIMOUSLY that the Mr A Leeson be contracted for a period of three months. It was then proposed and RESOLVED UNANIMOUSLY that a Selection and Recruitment Committee be appointed comprising of Cllrs Turner, Lovell and Kirby.  The committee is to make recommendations covering the job specification and recruitment process to the Council. Acting Clerk to obtain a model contract details.
Cemetery management arrangements are to be conducted by the Acting Clerk . It was AGREED that Cllr Loudoun be appointed the vacant position of Rights of Way Officer.
17.	Obtaining Village Green status for the Playing Fields:  Cllr Knight outlined details of preliminary research undertaken.  Clerk to pursue the matter in consultation with Cllr Knight.
18.	The dates of the next two Meetings were confirmed as Thursday 11th November and 9th December 2010.
19.	The Meeting was closed at 8:42pm.
20.	Items for next Council Meeting a) Financial donation to The Dubber b) Signs for the Parish Office door and car park and c) Parish Plan.

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