Parish Council of Langton Matravers
www.langtonmatravers-pc.org
 
Minutes of a Meeting of the Council held in the Village Hall on Thursday 8th October 2015 at 7 pm.
Present: Cllr W Knight in the Chair, Cllrs P Christie, P Loudoun, P White, M Turner, C Drayson, R Sheppard, M Lovell, R Lucas. 
There were 9 members of the public present.
The meeting was audio-recorded.  
1. Apologies for absence. None.   
2. Declarations of Interest / Grant of Dispensations. Cllr Christie declared an interest as a neighbour in relation to Planning Item 1b) (Mr M.Barnett, Old Malthouse Lane). 
3. National Trust Report. Community Woodland work has started, with coppicing on the 1st Saturday of each month – meet at Burngate. Wood may be available for workers. The NT has applied to DCC for a brown sign for the Spyway car park. For economic reasons linked to VAT, it has been decided to go straight to Pay and Display machines for the car park, though any resident applying with a utility bill may have a special pass. The temporary ranger’s post has been extended until February 2016. There will be an open day in December to work on walling for the circular seating area in Talbot’s wood. Five stiles/gates have been vandalised, and a report is being prepared for the Police. This criminal damage is holding up other repairs and replacement of access infrastructure. Concerns were expressed that Pay and Display machines at Spyway car park may push the problem of inconsiderate parking back into other areas of the village. The Clerk read out Laurie Clark’s (NT) response to the PC’s enquiry about the Habitat Regulations Assessment consultation. The Chair thanked Mr Kershaw for his report.
4. RoWLO Report. Mr Vaughan-Arbuckle has scheduled an introductory meeting for 26th October, 10-12 in the Memorial Room for a public consultation about the footpath survey. A rep. from DCC has been invited. Issues with silting of a drainage ditch and a collapsed wall on the Priest’s Way near South Barn are being sorted out by the NT. He was thanked for his report.
5. Public Discussion Period. The meeting was adjourned for this agenda item.
a) Mr Ben Young, Nursery Bridge Farm, thanked the Council for their support in the successful conclusion of his recent planning application. 
b) Mr Martin Kirby asked that the Council, in the interests of Transparency, consider the role of the Clerk’s Report in the conduct of meetings.   
c) Mrs Maggie Sutton, of Acton, asked for clarity regarding the routes which activity groups are encouraged to take when walking through Acton. Mr Kershaw said that the NT License for activity groups recommends that Public Rights of Way are used.
The meeting was reconvened.
6. Matters Arising from the Public Discussion. 
a) Re: Activity groups at Acton. Clerk to write to the NT seeking clarification. ACTION: Clerk. 
7.  Planning Matters. 
1) There were no comments from members of the public concerning the plans.
2) To make comments concerning the following plans:- 
a) TWA/2015/0149  Mrs Rampton, St Georges Close (2), Langton Matravers, BH19 3HZ.
Proposal: 
(T1) Ginkgo - reduce height by 2m, reduce sides by up to 1m to leave a natural flowing branch line, prune to give 0.5m clearance from the lamp column; (T2) Golden cypress - fell to ground level & grind out resulting stump to 200mm below ground level; (T3) Pear - reduce height by 2m, reduce the sides by 1m to leave a natural flowing branch line; (T4) Prunus - reduce entire tree by 1-2m all over retaining the natural flowing branch line; (T5) Cherry - reduce entire crown by 2-3m all over retaining the natural flowing branch line - Langton Matravers Conservation Area. Leave Decision to Tree Officer
b) 6/2015/0561 Mr M.Barnett, Old Malthouse Lane (Purbeck Ridge), Langton Matravers, BH19 3JA. Convert roof & install dormers & rooflight in north (side) elevation. No Objection
3. Receive planning decisions affecting this parish since the last Parish Council Meeting: 
   a)  6/2015/0466  Mr and Mrs J Yeung, Acton (Harris's Cottage), Langton Matravers, BH19 3JS. 
Erect single-storey extension, insert rooflights and convert door to window .Full Planning Permission. REFUSED
b) 6/2015/0467 Mr and Mrs J Yeung, Acton (Harris's Cottage), Langton Matravers, BH19 3JS. Erect single-storey extension, insert rooflights, modifications to existing doors and windows and internal alterations to form an ensuite shower room. Listed building.consent. REFUSED
c) 6/2015/0462 Mr Tristian Howlett, Valley Road (Woodfield), Harmans Cross, BH19 3DX. Erect detached garage. Approved
d ) 6/2015/0445 Mr C Bryceson, Steppes Hill (9), Langton Matravers, BH19 3ET. Replace existing partial tile hangings with textured cladding/weatherboard. Approved
e) 6/2015/0443  Mr G Mallett, High Street (77), Langton Matravers, BH19 3HA. Replace rear door and bathroom window and fit bathroom extractor fan. Approved
f) 6/2015/0432 Mr and Mrs Roger Free, Toms Field Road (Brendon), Langton Matravers, BH19 3HN. Sever land, demolish garage and erect bungalow. Approved
g) 6/2015/0296 Mr Ben Young, Valley Road (Nursery Bridge Farm), Harmans Cross, BH19 3DX. Station agricultural workers temporary accommodation. Approved.
h) 6/2015/0255 Mr and Mrs I Saunders, Arundel Terrace (Land adj. to 8), Langton Matravers, BH19 3HN. Erect detached single storey dwelling. Approved.
i) TWA/2015/0135 Mrs Tara Cassidy, High Street (82 - Wesley House), Langton Matravers, BH19 3HA. (T1) Walnut - crown thin by 25%; (T2) Ash - crown thin by 25% - Langton Matravers Conservation Area. No Objection.
4). Other planning matters: Cllr Lovell reported that the new Wareham Railway Bridge scheme has been      turned down: this may have implications for the proposed Wareham-Swanage rail link.  
8. Minutes of the Meeting held 10th September 2015.These were agreed to be a correct record and signed.
9. Matters Arising from the Minutes.
a) Item 5d) SID.  DCC have advised that the PC may be responsible for provision in the future. 
b) Item 6) Southern Boundary of School Field. Thanks were extended to Cllr Christie for removing dangerous fencing wire along the boundary. DCC are looking at the school’s Maintenance Fund before deciding whether they will pay for a new fence.  
c) Item 9a) Advisory Flashing Lights. Programmable lights will be installed by DCC on 16th October, and speed tubes have been temporarily placed to assess their effect.
d) Item 13). White Lines. The Clerk had met with Jenny Penney of DCC Highways on 28th Sept. She has put the work in hand to refresh white lines throughout the village as necessary.
e) Item 16) Bus Cage outside the King’s Arms. Also referred to DCC’s Jenny Penney. 
f) Item 20). Mr Peter Moring has been appointed to the St George’s School Governing Body.
g) Item 7/4/b) Habitats Regulation Assessment letter. Cllr Drayson asked that a record be made of all groups that were sent LMPC’s letter, indicating if they responded to LMPC, and how/whether they responded to the consultation. ACTION: Clerk.
10. The Clerk’s Report for the period 5.9.2015 – 2.10.2015.  Report received.
11.  Matters arising from the Clerk’s Report. 
a)  Item 10. Mr D.Senior, Chair of Governors to St George’s School, confirmed that as the programmable advisory lights were to be paid for by DCC, the school will not require a loan from LMPC. (LMPC Resolution on Item 8d), meeting 9th July 2015).
b) An allotment inspection was carried out on 23rd Sept., and report circulated to Cllrs.
c) Key issues at the DAPTC Clerk’s Seminar on 22nd Sept. included cuts at DCC and how to comply with the new Transparency Code.
d) Item 24. Cllrs Knight and Drayson will attend the DAPTC Conference in November.
e) Item 8. Cllr Christie noted the offer of help from the Scouts and others in clearing the southern boundary of the school field. 
f) Item 31. ‘Aggressive livestock’: response from Putlake. Council appreciated the letter from Karen and Steve. Cllr Loudoun noted that animals can be inquisitive, and the best advice is to keep dogs on leads when crossing fields, unless you are threatened by livestock. It was agreed to leave the matter there.
12. Chairman’s Announcements. a) Following the first meeting of the Governance Committee on 5th October 2015, Cllr Knight reminded the meeting that under Section 101 of the Local Government Act 1972, no responsibility may be delegated to an individual Cllr. However the Clerk may have such responsibility as an appointed professional. It was therefore RESOLVED: To change LMPC Finance Regulation Clause 3 to read:
 ‘Exceptionally, the RFO has permission to issue payments between meetings…’, 
and Clause 4 to read: ‘The RFO has the delegated power to spend up to £500.00. Monies spent in this way must be reported at the next meeting.’
It was also agreed that there were problems with the present format of the Clerk’s Report. It was RESOLVED: That the Clerk’s report will consist of a list of relevant correspondence received by the Clerk since the notice date for the previous meeting, and an ‘Action list’ reporting to the Council on a) actions taken by the Clerk in this period, b) items requiring Council comment/approval, c) correspondence requiring some response. The Clerk’s report will be PUBLISHED on the website and noticeboards at the same time as agenda papers. The standing agenda item ‘matters arising from the Clerk’s report’ will be deleted. Cllrs wishing to discuss any item based on the correspondence received between meetings must inform the Clerk 10 days before the date of the next meeting, and this item must form part of the next agenda. 
Furthermore, Cllrs should always be aware of the content of agenda items before the meeting. It was therefore RESOLVED: to change Standing Order Clause B1 to read: ‘Matters for inclusion on the agenda of a Council Meeting must reach the Clerk ten days before the day of the meeting. Each item must be accompanied by a paper outlining the content of the proposed discussion. Any proposed resolution must be included.’ ACTION: Clerk to revise SOs and Finance Regs and publish.
It was RESOLVED: That the Governance Committee become a Standing Committee of the Council and be renamed the ‘Policy and Governance Committee’.
b) Cllr Knight had attended the Town and Parish Chairmen’s meeting at PDC. Issues included fines for leaving waste bins out on non-collection days, problems with recreational cycling, and proposals for a new Unitary Authority covering Poole, Bournemouth and Christchurch, which might have a detrimental effect on rural and coastal parishes. ACTION: Clerk to list ‘proposals for items for future PDC Town and Parish Chair’s meetings’ on LMPC’s Annual Agenda Planner for March and Sept.
c) Most Rural and Coastal Amenity parishes in Purbeck contacted had responded to Cllr Knight’s invitation to meet to discuss issues of common interest. Following a request to the Clerk from Town Clerk Martin Ayres, it was RESOLVED: To invite Swanage TC to be part of the group. ACTION: Clerk to contact Dr Ayres.
13. County and District Councillor’s Report. Cllr Lovell reported that Electoral Boundaries decisions have now been made, with his ward of S Purbeck having 15 parishes, including Chaldon Herring and Wool village. 
14. Acton car park: Future options. There had been no comments on the topic from Acton residents since the PC meeting on 13th August. Cllr Knight will liaise with Jon Kershaw (NT) before the next meeting. ACTION: Cllr. Knight, Jon Kershaw
15. Village Car Park(s).  The Working Party had met on 7th October, and notes of the meeting had been circulated to Cllrs. RESOLVED: To accept the findings of the Working Party, rejecting all sites except 1) Old Malthouse Lane, 2) Putlake Farm, 3)Crack Lane verge. ACTION: 1. Clerk to approach OMH to ask if they would consider allowing either school staff or pick-up/drop-off parking on their car park. 2. LMPC will support the Scott Estate/Putlake if they apply for Planning permission for an overflow car park at Putlake. 3. Clerk to ask DCC about ownership and the possibility of extending the hardstanding at the top of Crack lane, E side. 
16. Plans for Museum. The Chair of LMLHPS is away: Cllrs Knight and Christie will arrange a meeting shortly to look at ways forward. 
17. Review of Community Asset Register + proposal to include Allotments. RESOLVED: To add the allotments to the LMPC Community Asset Register. In response to a request from Cllr Drayson that Council might discuss the matter of reviewing the register, Cllr Knight said that she could add this to the agenda for the next meeting. Cllr Drayson declined to do so.
18. DCC ‘Working Together’ Project.  The Clerk had been asked by DAPTC to get feedback on the document and proposals put forward for how DCC might work with Town and Parish Councils in the future, given shrinking budgets for Public Services. It was agreed that the report and proposals had an urban bias, and the Clerk was asked to write stating the Council’s disappointment that rural parishes had not been included in the document’s and proposals’ production. ACTION: Clerk.
19. Transparency Code – bid for funding. RESOLVED: That the Clerk follow up the offer of funding for extra hours through DAPTC for work in complying with the new Transparency Code.
20. Swanage Local Plan Consultation. LMPC did not wish to comment.
21. RESOLVED: To invite Richard Drax, MP, to attend a public meeting. It was agreed that questions for Mr Drax should be sent to LMPC in advance. ACTION: Clerk to liaise with Mr Drax’s office to set a date.
22. Financial Matters: 
(1) 	Note the following addition to Council funds since the last Council Meeting: 
       £ 7,910.00    PDC - 2nd Half year precept.       
       (2) 	Note the following Payments by cheque or cash to be made since last Meeting:
       £ 150.00   Ian Bugler,    Grounds Maintenance (September).
£ 589.25   Clerk’s salary (September + 2 hrs overtime) 
£ 375.00   Elliott’s Cleaning Co. Public Toilets + Bus shelter. (September).
£ 18.00     Scott Estate – Annual ground rent for Public Conveniences.
£ 108.00   R.Manship (Drainability), unblocking drain at Toilet Block.
£ 126.49   Wessex water. Water supply to Public Toilets, 06/03/2015 – 10/09/2015.
£ 64.89     Southern Electric –supply Public Toilets, June-Sept. 2015.
£ 50.00     DAPTC – Clerk’s Seminar, 22nd Sept.
(3) Payment by Direct Debit:
£ 41.64 to XLN Telecom for phone and broadband.
£ 42.55 to TalkTalk Business – office e-mail account 
4. Any other Financial Matters. a) Allotment Rents and Water Rate.  RESOLVED: To keep these as before for 2016, at £25 per half plot + £4.25 p.a. for water.  
b) Cemetery Fees and Financial Hardship. After discussion of the legality of reducing rates in the case of hardship, it was agreed that all cemetery fees must be paid as stated in the Cemetery Regulations.
23. Closed Cemetery Memorials. Following a report from PDC of broken memorials, it was agreed first to see if there were relatives who might have them mended, and if not, to arrange for these memorials to be set down and/or made safe. ACTION: Clerk.
24. The date of the next full Council meeting was confirmed as Thursday 12th November, 2015 at 7pm.
24. Items for the Agenda of the next Council meeting:  Plans for Museum / Acton Car Park.  

Closed 9.20 pm.

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