LYTCHETT MINSTER & UPTON TOWN COUNCIL
A meeting of the FINANCE & ADMINISTRATION Committee was held on TUESDAY the 29 June 2010 and
commenced at 7.30 p.m.
PRESENT: Councillor Mrs J Richards in the Chair
Councillor Mrs M Pryor
Councillor P F Johns
Councillor F H Drane
Councillor R Griffin
Councillor F Rickard
Councillor J C Small (Chairman of Council)
Also in attendance: Mrs K Wright, Town Clerk
Mrs B Lake, Office Manager
36/10 DECLARATIONS OF INTEREST:
37/10 TO ELECT A VICE-CHAIRMAN:
Cllr Mrs Pryor was proposed and seconded and in the absence of any further nominations
was duly elected Vice-Chairman of F&A.
38/10 CLERKS REPORT:
a. Minute 37/07 Amendment of Standing Orders:
New standing orders from NALC have been received, and the process of producing a
tailored set for this Council is underway.
b. Minute 456/07 To discuss the Property 1 Moorland Parade
Ownership of the access road leading to Moorland Parade is still being investigated
through legal channels.
c. Minute 276/08 Disposal of Hibbs Close. Other options for the use of this land are
being investigated by Cllr Small.
d. Minute 287/09 To discuss the acquisition of various parcels of land within Upton to
Town Council ownership. This matter is on-going. PDC has advised that they have
organized the grass cutting at this site recently, and will undertake to cut for the first
year. A letter expressing concern about the proposals for this site was received from a
resident, with particular regard to the planting of trees and how this might affect his
property. After discussion it was agreed to contact PDC to ascertain the proximity of the
proposed trees to adjoining properties and a letter will then be sent to the resident
advising him of their response. The resident also raised the issue of monies spent on this
site, and he will be informed that no payment has been received by the Town Council
from the landowners. The cost of landscaping the area is being covered by PDC who
will continue to maintain the site for the first year before transferring ownership to the
a. Notification was received from Legal Services that they wish to terminate their tenancy
of 1A Moorland Parade as of 31 July 2010. Other options for the lease of this
accommodation are being investigated (See Minute 42/10).
b. PDC have advised that rent and council tax payments made at the Town Council Offices
are slowly decreasing and it is possible this service could be withdrawn if Purbeck
Housing Trust pull out of the arrangement. There are no plans to increase the Agency
fees paid to the Town Council by PDC.
40/10 TO RECEIVE FINANCIAL UPDATE:
A financial update for the period to date was reviewed by the Committee.
41/10 TO RECEIVE A DRAFT COPY OF THE COMMUNITY ENGAGEMENT POLICY WITH REGARD
TO THE QUALITY TOWN STATUS ACHIEVEMENT:
It was proposed, seconded and
RECOMMENDED that the draft copy of the Community Engagement Policy with regard to
the Quality Town Status Achievement be accepted.
42/10 TO DISCUSS WAYS TO GENERATE OTHER INCOME SOURCES FOR THE TOWN COUNCIL:
A seminar re how to bid for funding is being held on Thursday 15 July from 6 – 9 pm at
Kingsworthy, Hants and Cllrs Mrs Pryor and Mrs Richards will attend at a cost of £25 per
Cllr Small and the Clerk reported on a meeting they attended with Colin Brydon, DCC, the
Locality Manager for Purbeck, to discuss the letting of 1A Moorland Parade as the base for a
multi-use hub which would have community benefits as well as maintaining continuity of
rental income. DCC representatives will undertake a survey to ascertain suitability of the
premises and a response should be received within 10 days.
In the interim Councillors are requested to consider alternative ideas for the use of 1A
Moorland Parade and this will be included on the Agenda of the next Town Council meeting
for further discussion. In the interim this floor will be advertised to let on the Town Council
website and an advert placed in the Clarion.
43/10 TO DISCUSS STAFFING ISSUES:
A Customer Services/Administrative Assistant has now been appointed and will commence
aher duties on Monday 19 July 2010. Councillors wished to record their thanks to the Town
Clerk and the Office Manager for working extra hours to cover staff shortage.
The hours worked by Groundstaff were also discussed, with particular regard to the coverage
of weekend football and cricket and further investigations/discussions will be held on this
44/10 ITEMS OF REPORT AND MATTERS FOR FUTURE AGENDAS:
a. It was reported that trees have been planted on the top of the hill at the Harbour View
Woodland Burial Site which goes against the planning permission granted. The PDC
Enforcement Officer is investigating.
There being no further business, the Chairman closed the meeting at 9.05 p.m.