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LYTCHETT MINSTER & UPTON TOWN COUNCIL - DOC - DOC by 5H35v3

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                LYTCHETT MINSTER & UPTON TOWN COUNCIL
A MEETING of the TOWN COUNCIL was held on TUESDAY the 17 JANUARY 2012 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 F H Drane
                     Councillor P Rusling
                     Councillor R Griffin
                     Councillor F Rickard
                     Councillor C Davies
                     Councillor J Whippey
                     Councillor J R Burns
                     Councillor Mrs L Wright
                     Councillor M Dodds

Also in attendance: Mrs K Wright, Town Clerk
                    Mrs B Lake, Office Manager

APOLOGIES:           Councillor P F Johns
                     Councillor Mrs E Andrews
                     Councillor M Holmes

298/11 DECLARATIONS OF INTEREST:
                None.

299/11 MINUTES: of the Town Council meeting held on the 20 December 2011 as circulated were confirmed
                and signed.

300/11 CLERKS REPORT:
                a) Minute 432/07 Closure of the Greenridge Pub It is understood due to the cost and
                   length of the planning process, Hall and Woodhouse has not been able to secure a tenant
                   for the development and this has not been helped by the dire economic situation. Also
                   due to the current poor market for leasing care homes it has become very apparent to
                   H&W that it would not be economic for them to keep the site and lease it to a care home
                   operator. They have therefore decided albeit reluctantly to place it on the market, and
                   despite having a number of offers, every prospective buyer has been unable to fund the
                   purchase. They will look at the site again in 2012 to see what options are viable but state
                   their first priority must be to maintain their core trading estate.         A letter expressing
                   concern about issues surrounding the Greenridge site was received from a resident who
                   also attended the Democratic Session. Councillors sympathised with the resident’s
                   concerns and a reply will be sent to him explaining that PDC are unable to enforce
                   demolition of the building or to take any action from an environmental health aspect.
                   After discussion it was agreed that a letter should be sent to Annette Brooke, MP asking
                   if there is anything that can be done to resolve this issue and whether the ‘Mary Portas
                   retail guru’ initiative could be utilised or whether she could raise it in the House.

                     b) Minute 104/08 Upton in Bloom. The next meeting will take place on Wednesday 8
                        February 2012 at the Town Council Offices.

                     c)   Minute 326/10 Town Centre Issues. No further information.


                                                                                    continued…………………….
                                                   103

300/11 CLERKS REPORT:(Cont)
                d) Minute 387/10 Dorset Library Service – Upton Library. No further information.

                    e)   Minute 120/11 Community Payback Scheme for use on Council Owned Land.
                         Nothing further to report.

                    f)   Minute 279/11      Communications with Borough of Poole      Further to the
                         acknowledgement from Leader of the Council on 23 November 2011, their further
                         comments are awaited.

301/11 CORRESPONDENCE:
                a) A copy of the DAPTC Chief Executive’s Circular was received, including information on
                   applying to attend the Royal Garden Party 2012. It was agreed that the Chairman, Cllr
                   Mrs Richards should be nominated to attend.

302/11 ADOPTION OF COMMITTEE REPORTS:
                a) The report of the Planning Committee held on 10 January 2012 as circulated was
                    confirmed, adopted and signed.

303/11 REPRESENTATIVES REPORTS (INCLUDING TOWN PLAN)/PURBECK DISTRICT/COUNTY
COUNCIL MATTERS:
                Report by Cllr R Griffin – Lytchett Minster & Upton &Town Council
                Beacon Project Meetings
                Tuesday 10 January 2012 – Environmental Issues
                    Met with Francoise Griffin, Co-ordinator of the Beacon Project and Len Roffe,
                        Chairman of the Keep Upton Tidy Group. Mr Roffe will produce a leaflet of ‘open
                        spaces’/leisure facilities in Upton, eg Recreation Ground, Outdoor gym, Lytchett
                        Bay View, Limberlost, Davenport Close Community Garden, Upton Woods, Upton
                        Heath.
                    Identified provision of equipment to be purchased for Keep Upton Tidy Group plus
                        litter bin for Community Centre car park.
                    Discussed tidying up and resurfacing of Upton Trailway South. Francoise Griffin to
                        research use of possible ‘volunteer’ groups, eg Princes Trust and Probation Service.
                    Possible provision of anti-litter notices in Upton Woods.

                    Monday 16 January 2012 – Jubilee/Olympic Celebrations
                        Jubilee Street Party – will be re-branded Community Street Party and will take
                          place at the Community Centre on Sunday 3 June 2012 2 – 4 pm. Entry by ‘free’
                          tickets. People to bring own food. Variety of children’s entertainment.
                        7 pm Barbecue plus music at Rugby Club. Possible beacon lighting at Beacon Hill
                          at 10 pm following further discussion with Lees Estate on Monday 4 June. ‘Laser’
                          beacon lighting at Rugby Club on the Sunday evening.
                        Olympics – Saturday 14 July 2012
                          Parade/Carnival procession (subject to numbers) 2pm depart Factory Road to Rugby
                          Club.
                        Range of ‘Olympic’ mini-sports to take place at end of parade.
                        Possible market 2 pm onwards at Rugby Club.
                        Evening entertainment.
                        Ray Griffin to contact schools re parade participation and send letters to
                          organizations, plus Clarion article.
                        Council to be asked for financial support.




                                                                               continued…………………….
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303/11 REPRESENTATIVES REPORTS (INCLUDING TOWN PLAN)/PURBECK DISTRICT/COUNTY
COUNCIL MATTERS:(Cont)
                Report by Town Plan Group – Cllr Mrs L Wright
                Notes from meeting 16th Jan 2012
                The Queens Jubilee street Party on Sunday 3rd June. The venue will be Upton Community
                Centre. The event will run from 2-4pm. Free Tickets will need to be collected to insure that
                the event is not over-subscribed. These will be available from various venues in town, such as
                the library, Post office etc. The event will be advertised as a Jubilee Community party and not
                as a street party, as after much discussion on venue, it was decided that this was the best
                overall option after a vote by committee members.
                We hope to have a fancy dress parade, free bouncy castle, raffle, music and other fund raising
                stalls, but the main emphasis of the afternoon is on free fun. The public will bring their own
                food and drink. Tables and seating will be provided. The Beacon project will source bunting,
                hats, banners a bouncy castle and medals. We would welcome any input about providing
                music, or other entertainment.
                Actions: Lynn, Mabel and Francoise will sort out:
                Advertising, letters, budgets tickets and ordering bunting, hats, banners and medals.
                Mandy and Shirley will source a bouncy castle
                A separate event in the evening will be prepared by Lytchett Minster Sports club. This event
                will be BBQ and music aimed mainly at adults/teenagers. The Beacon Project will sell tickets
                and promote this event as much as possible. A mock Beacon light using lasers is a possibility
                at this event also.
                Lighting the real Beacon at Lytchett Minster may be possible on the following evening
                around 10.30 pm by a few people from Upton and Lytchett Minster. This is a national
                response item and it would be great to join in. A meeting with Clare Lees at the beacon site is
                planned early February – no date as yet. There is likely to be a need to clear the site and
                volunteers are welcome.
                The Beacon Festival on Sat 14th July.
                An application to DCC will be made very soon, to allow the carnival parade to proceed down
                Dorchester Rd from 2pm to the Lytchett Minster Sports Club. This will begin in Factory Rd
                and traverse the Upton cross. It should not involve closing the cross for too long a time and is
                anticipated to arrive at Lytchett Minster by 3pm. Thus Dorchester Rd will only be closed for 1
                hr.
                Action: Lynn will complete the forms and apply to DCC.
                Lytchett Manor school have offered the use of the Jazz band. We have an advert in the
                Clarion and are leafleting for participants in the parade. It is suggested that KUTG are the last
                in the parade so they can litter pick. The scouts have also offered help with this and will have
                collecting tins for money which will feed back into the Beacon Project. Various letters are to
                be sent to local groups. ie; St Johns ambulance, Fire service etc. These will be done by;
                Actions: Lynn, Mabel and Francoise will sort out
                Judging of the parade entrants will be done at 2 pm in factory Rd.
                Action: Mandy will enquire about a judge from a contact she knows
                Action: Ray will speak to the schools about entering the carnival and about a
                King/Queen/Princess/Prince.
                There will be sporting events to enter at Lytchett Minster Sports Club. A tug of war etc was
                suggested.
                Action:Jeff Laider will bring some ideas to the next meeting. 5-a-side football is also a
                possible event.
                Action: Lynn and Mabel will contact Dave Green about this.
                Action: Lynn will try to find a marching band and majorettes to come to the event
                It is also hoped to have a market at the Rugby Club and other stalls from the community.
                Action: Francoise will approach a market about this event.
                Other events during the afternoon would include prize giving
                Again a separate event in the evening will be prepared by Lytchett Minster Sports club. This
                event will be BBQ and music aimed mainly at adults/teenagers. The Beacon Project will sell
                tickets and promote this event as much as possible.
                The next meeting is: 5th March 2pm Old PO Lytchett Minster

                                                                                   continued…………………….
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303/11 REPRESENTATIVES REPORTS (INCLUDING TOWN PLAN)/PURBECK DISTRICT/COUNTY
COUNCIL MATTERS:(Cont)
                Report by Cllr F H Drane – Dorset County Council
                The Council have not started in full swing and items to report are limited.
                The Libraries are still being discussed with the Policy Development Committee, of which I
                am a member. One other LibDem has agreed to join the PDP. At present the PDP are
                discussing the Mobile Libraries, ie are they being used, and if not should we make changes to
                the areas or amount of mobiles we have.
                The Twin Sails Bridge is going well and we will soon be informed of an opening day and
                Poole Council are in touch with DCC when they are to change the signs at the double
                roundabout making it a 24 hour ban for heavy lorries unless they are off loading within
                Blandford Road.
                I had a meeting with DCC officers on site with reference to the flooding along Poole Road
                between the crossroads and Upton House. DCC have come up with a workable answer to
                stop the flooding and they now have to check services under Poole Road.
                I have a petition going round Lytchett Matravers for people to sign with reference to the
                Huntick Road being made safer for the public walking, cycling, driving etc. DCC have
                acknowledged that the road needs to be made safer after two years, during which I
                campaigned for a safer road. I now need to make sure this is done.
                DCC are receiving money back from Island Banks but state it is money that has to be returned
                to reserves which had been used.
                I have written to and discussed with DCC the Old Pound Road, Lytchett Matravers, part of
                which needs urgent resurfacing.
                Mr John Nash, Director for Children’s Services, DCC is to retire.
                Councillor Eric L Osmond, Purbeck District Council and Wareham Town Council, has
                received a MBE for services to community.

304/11 TO APPROVE COUNCIL’S STRATEGY ON LOCAL DEMOCRACY AND CITIZENSHIP (QTS):
                It was proposed, seconded and
                RESOLVED to approve the Council’s Strategy on Local Democracy and Citizenship. The
                Clerk reported that on Wednesday 25 January 2012 a portfolio will be submitted to the panel
                with the aim of acquiring Quality Town Status. Members wished to record a vote of thanks to
                the Clerk for her hard work in getting to the submission stage.

305/11 TO APPROVE THE CALENDAR OF MEETINGS FOR 2012/13:
                After perusal it was proposed, seconded and
                RESOLVED that the calendar of meetings for 2012/13 be approved.

306/11 TO CONSIDER OPTIONS FOR THE ANNUAL NEWSLETTER PRODUCTION:
                 After discussion it was proposed, seconded and
                 RESOLVED to adhere to the usual format and the newsletter will be produced by Cllr Mrs
                 Richards and the Clerk. Members were invited to submit articles.

307/11 TO SET A DATE FOR THE ANNUAL ASSEMBLY:
                  After discussion it was proposed, seconded and
                  RESOLVED that the Annual Assembly should be held on Wednesday 25 April 2012. Mr
                  Alan Frost, High Sheriff of Dorset, will be invited to be the Guest Speaker.

308/11 TO RECEIVE UPDATE FROM INSPECTOR BAKER, DORSET POLICE ON POLICING WITHIN
LYTCHETT MINSTER AND UPTON:
                 Inspector Tracy Baker and PC Adam Taylor attended the meeting to give an update to
                 members on policing in the Town and took questions from Councillors.

309/11 TO APPROVE ACCOUNTS FOR JANUARY 2012 FOR PAYMENT AND TO INSTRUCT
MEMBERS TO SIGN CHEQUES:
               It was proposed, seconded and
               RESOLVED that the accounts for January 2012 be approved.

                                                                                continued…………………….
                                                   106

310/11 TO RECEIVE FINANCIAL SUMMARY AND BUDGET COMPARISON TO 31 DECEMBER 2011:
                 This was reviewed by the committee and it was then proposed, seconded and
                 RESOLVED that the financial summary and budget comparison be accepted.

311/11 ITEMS OF REPORT AND MATTERS FOR FUTURE AGENDAS:
                 a) Cllr Drane advised that Town Council representatives are welcome to attend a meeting at
                    PDC on Wednesday 18 January 2011 where the Policemans Lane development will be
                    included on the Agenda.
                 b) Councillors were reminded that a Planning Board Policy Development Workshop will be
                    held at Lytchett Minster Rugby Club at 7 pm on Wednesday 25 January 2012.
                 c) A meeting of the Finance & Administration Committee will be held on Tuesday 31
                    January 2012 where no meeting was originally scheduled.




               There being no further business, the Chairman closed the meeting at 9.15 p.m.




                                                    Chairman…………………………………………………….


                                                                              Date……………………………




DEMOCRATIC SESSION:
              A resident attended the meeting to express his concerns about the condition of the Greenridge
              site (see Minute 300/11a).
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