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LYTCHETT MINSTER & UPTON TOWN COUNCIL
A MEETING of the TOWN COUNCIL was held in the Council Chamber, 1 Moorland Parade, Moorland Way on TUESDAY the 19 July 2016 and commenced at 7.30 p.m.
PRESENT: Councillor Mrs J M Richards in the Chair
Councillor J C Small
Councillor Mrs M Pryor
Councillor P F Johns
Councillor P Rusling
Councillor Mrs E Andrews
Councillor M Holmes
Councillor R Griffin
Councillor F Rickard
Councillor R Burns
Councillor M Dodds
Councillor J Porter
Councillor Mrs B Wood
Councillor M Chase
Also in attendance: Mrs K Wright, Town Clerk
Mrs S Samways, Admin Asst
115/16 APOLOGIES: Councillor F H Drane
Mrs B Lake (holiday)
District Cllr W Pipe
District Cllr C Pipe
116/16 DECLARATIONS OF INTEREST:
Cllr Johns declared an interest in The Grove Youth Club.
117/16 MINUTES of the Town Council meeting held on the 21 June 2016 as circulated were confirmed and signed.
118/16 CLERKS REPORT:
a. Minute 64/15 Purchase of Noticeboard. The publicity in relation to the installation of the new Noticeboard on Poole Road is still underway; this should be finalised soon with the appointment of the new Manager of the Co-Op.
b. Minute 656/15 Review Photocopier Arrangements. This matter has been referred to the ombudsman.
c. Minute 796/15 BoP Consultation regarding parking charges at Upton Country Park. No further information.
d. Minute15/16 To discuss Moorland Way and to consider restricting the size of vehicles down this road due to surface issues: See Agenda Item.
e. 68/16 To approve the use of the BACS system to pay staff. The Clerk has spoken to all staff concerned and the majority report no issues and are happy for the payments to continue to be in line with Council meetings.
119/16 CORRESPONDENCE:
a. The Clerk magazine was received, Cllr Mrs Richards will pass this onto Cllr Mrs Pryor.
Continued………
119/16 CORRESPONDENCE:(Contd)
b. Letter from resident re PDC sale of land to EBHA – see Democratic Session
c. DCC Response Education Provision for our town – The Council were not satisfied with the response that children could be transported to other school outside our area eg Sandford St Martin’s
d. Letter from Clinical Commissioning Group – The Council considered this response not specific enough, and for the Clerk to write to Poole NHS Trust to highlight capacity concerns.
e. Pan Purbeck Action Council – Cllr Mrs Richards will obtain further information regarding this, including the date of the next meeting; then see if a Town Council representative is available.
120/16 ADOPTION OF COMMITTEE REPORTS:
a) The report of the Environment committee held on 28 June 2016 as circulated was confirmed, adopted and signed.
b) The report of the Amenities committee held on 5 July 2016 as circulated was confirmed, adopted and signed.
c) The report of the Planning committee held on 12 July 2016 as circulated was confirmed, adopted and signed.
121/16 REPRESENTATIVES REPORTS/DORSET COUNTY COUNCIL MATTERS:
Cllr Mrs J M Richards – Lytchett Minster and Upton Town Council
Reported on her Mayoral duties:
- Freedom of Wareham Parade
- Civic Services at Ferndown, Wareham and Weymouth)
- Judging at Upton Carnival
Cllr Richards extended congratulations to the Beacon Project on another very successful Carnival.
The Upton In Bloom judging on the 14th July received mixed comments.
Cllr F H Drane, Dorset County Council
I attended a DCC Meeting 7/06/16 Dorset Health Scrutiny Committee.
There were at this meeting 3 Consultants, 2 Doctors and 3 NHS Officers.
I raised the proposed move of the A&E to Bournemouth from Poole. Their comment was this is being consultant .I pointed out the parking problems in Bournemouth and easer to park in Poole.
I held my Surgery at Lytchett Matravers Library on Friday and on Saturday in UptonLibrary as always first Friday and Saturday of each month.
I attended the Local Government Association Conference 5 July over 3 Days .A very goon information and well run .At the Environment Agency talk by the Chief Executive ,I asked this question :The Government is very eager to build houses and are not worrying where they are built ,is the Environment Agency going along with the Government way of thinking . .-His reply was we give advice and it’s up to the Local Council to agree where the houses are built.
What next for Devolution .Again the discussion was as our focus turns to the future, the role of local government in representing the people of England will be in the forefront of our minds.
continued………………...
121/16 REPRESENTATIVES REPORTS/DORSET COUNTY COUNCIL MATTERS:(Cont)
Cllr F H Drane, Dorset County Council(cont)
Fiscal Devolution.
We also need a new approach to funding of the services.
As I have said in the past this is very important for Parish and Town Councils to be sure they take on providing services that the fiscal amount is correct .It would be useful if every Parish and Town Council had this Discussion Paper –DEVO NEXT.
One stand I attended informed me they could transform a Library to be able to run without staff, I wonder if this is reaching DCC.
I attended a People and Communities Overview Committee, Members Working Group .Community Offer for Living and Learning.
This is a very wide remit covering every aspect of community groups and functions Buildings used and those that can join within one building .It must be said it’s a good idea but there is a saving that DCC are looking for.
21 July there will be at DCC Government Reform and in PDC Local Government Review.
The Parish and Town Councils should be aware of these meetings which could bring in many great changes.
Cllr Burns – Beacon Association
The Carnival was a resounding success, enjoyed by all.
Cllr P Johns – Grove Youth Club
The Grove management Committee organised a public meeting and with extensive advertising and only three persons came to the meeting who were not involved with the club. With the very low turnout the meeting was cancelled and the residents stayed for our AGM. During and after the AGM we have had about eight people indicate that they are interested in being on the committee.
With reference to my letter to the clerk and my comment about not having anyone to employ our youth workers, I am pleased to say that there was a misunderstanding on my part in that the group mentioned in our last council meeting by Anneliese Fay may be able to employ our youth workers but if they can it will not be before the end of September.
As stated in my letter our youth club management committee have decided to resign on block at the end of August and I believe the committee will recommend to the Trustees that they should advise the Council that they wish to terminate the lease for the club at the end of August.
I note that it was agreed at the last council meeting to hold an Extra Ordinary Meeting specifically to discuss these matters. I have also suggested that the council needs to decide if the council wishes to take over the running of the building, or would you prefer to arrange for someone else to take a lease and run the building possibly for a year. I have also explained that the manager of the Day Club would consider running the building and he really does need to arrange a long term hire agreement as do Slimming World who also hire the building.
Unfortunately we are not able to provide a full business plan at this time. However you can have a copy of our annual accounts which shows that the club only made a profit of about £1,074 last year. I believe that the low profit was due to the fact that we had increased costs for maintenance, for gas and electric and I believe we had slightly less income than in the past. In addition we will be loosing a £1,023 subsidy from DCC and DCC will no longer pay for the cleaning of the club and for the emptying of our sanitary bins, which could cost a total of about £2,000. The future income should be somewhat higher than last year because of the increase in the hours of use by the Day Club and I would expect that the club will show an annual profit and there is the possibility of increasing the income still further. However if a new committee is formed they will need annual financial assistance and an assurance that they will have the use of the building in the evenings for the future.
122/16 TO DISCUSS THE SALE OF PDC LAND AND TOWN COUNCIL OWNED HIBBS CLOSE:
Sale of PDC Land - See Democratic Session.
Sale of Town Council owned Hibbs Close – Cllr Small presented a proposal for a development of 4 Sheltered Houses, which overcomes the issues of vehicular access. The committee considered developing this land insensitive at the present time, given the strong opposition to the proposed sale and development of PDC owned land in the town. It was felt this could only be progressed with full approval of the neighbouring residents.
123/16 TO RECEIVE UPDATE FROM TOWN SQUARE WORKING PARTY:
Following the inconclusive result of the questionnaire (54% against and 46% for a Town Square on the land in front of Frampton Terrace on Poole Road) a Public Consultation was held on Saturday 23rd July to obtain further feedback from residents; a number of avenues are being investigated eg; liaise with Anna Lee (PDC) regarding obtaining Open Space designation, researching the historical interest of the site and the potential for SSSI status.
124/16 TO CONSIDER REQUEST FROM LYMPWATCH FOR SUPPORT IN SPONSORING A NEIGHBOURHOOD FORUM LEADING TO THE PRODUCTION OF A NEIGHBOURHOOD PLAN:
Two Members of Lympwatch attended the Democratic Session to request the Town Council to act as sponsor for the creation of a Neighbourhood Forum leading to production of a Local Plan; the committee expressed concerns about the length and expense of such a process. The Clerk to forward contact details of Cllrs Dodds and Burns to liaise with Lympwatch for an initial discussion.
125/16 TO CONSIDER REQUEST FROM ROYAL BRITISH LEGION TO CARRY OUT IMPROVEMENTS TO THE WAR MEMORIAL IN LYTCHETT MINSTER CHURCH CEMETERY AND THE ACCESS PATH THAT LEADS TO IT FOR THE SUM OF £2350.00:
The Council agreed this path is in a state of disrepair; as it is owned by the Church it was suggested the Clerk write to advise The Royal British Legion and the Church work together on an application for Lottery Heritage Funding; and to wish them well in their endeavour.
126/16 TO CONSIDER THE TOWN COUNCIL’S RESPONSE TO MARKING THE DEATH OF A SENIOR NATIONAL FIGURE AND TO CONSIDER THE PURCHASE OF A FLAGPOLE SUITABLE FOR A LOWERABLE FLAG FOR THE TOWN AT A COST OF £175.00:
To conform to protocol issued by the Royal Household and to fulfill an expectation by the community to show respect for such an event by flying a flag at half mast, it was proposed, seconded and
RESOLVED to purchase a flag and pole at a cost of £175.
127/16 TO RECEIVE THE LATEST FINANCIAL SUMMARY OF ACOUNTS:
This was reviewed by the committee and it was proposed, seconded and
RESOLVED that the financial summary of accounts up to the end of the month be approved.
128/16 TO APPROVE ACCOUNTS FOR JULY 2016 FOR PAYMENT AND TO INSTRUCT MEMBERS TO SIGN CHEQUES:
It was proposed, seconded and
RESOLVED that the accounts for July 2016 be approved.
129/16 ITEMS OF REPORT (INCLUDING PUBLICITY OPPORTUNITIES) AND MATTERS FOR FUTURE AGENDAS:
a. The Clerk announced the Council was successfully awarded a Lottery grant of £4000 to construct a viewing mound at Lytchett Bay View; building work to begin in September 2016.
b. Cllr Mrs Richards reminded all councilors of their need to be actively involved in working parties etc, as the office staff have no capacity to take on additional work.
Continued……….
129/16 ITEMS OF REPORT (INCLUDING PUBLICITY OPPORTUNITIES) AND MATTERS FOR FUTURE AGENDAS:(Cont)
c. An Extrordinary Meeting was set for Tuesday 2nd August to formulate Town Council policy relating to the operation of the Grove Youth Club building from the end of August, when the sub lease reverts back to the Town Council , and also to establish a Working Party to manage this transfer. Cllr Mrs Richards and Cllr Burns to begin research work immediately.
There being no further business, the Chairman closed the meeting at 9.40 p.m.
Chairman……..…………………………………..
Date………………………………………………
DEMOCRATIC SESSION:
1) 2 members of the public attended regarding Town Council sponsorship for the creation of a Neighbourhood Plan – See Minute 68/16
2) 9 members of the public attended objecting to the proposal by PDC to sell parcels of land in Upton for development of Social Housing on numerous grounds;
- Wholly inappropriate proposal conducted without prior consultation with either Town Council or residents
- Unacceptable additional pressure on local amenities / schools / roads / parking / GP’s surgery
- Loss of essential open spaces / play areas / wild flower verges
- Infill development not in Local Plan
The Council expressed their agreement with and support for this opposition.
Cllr Burns advised the Town Council have officially objected on the grounds of lack of consultation.