Minutes 14th May 2018

BROADMAYNE PARISH COUNCIL
MINUTES OF THE PARISH COUNCIL MEETING HELD ON MONDAY 14 MAY 2018
IN THE METHODIST CHURCH HALL, BROADMAYNE

Present Cllrs S Diamond, D Eaglestone, P Lamb, R Macer-Wright, P Marriott and S Toogood.
In attendance Dr J Davis (Clerk), County Cllr N Ireland, District Cllrs N Bundy and A Thacker, and seven members of the public.

Election of Chairman and signing of Declaration of Acceptance of Office
18/61 It was proposed by Cllr Toogood, seconded Cllr lamb, and RESOLVED to elect Cllr Diamond as Chairman. The Declaration of Acceptance of Office was signed.
Election of Vice-Chairman and signing of Declaration of Acceptance of Office
18/62 It was proposed by Cllr Diamond, seconded Cllr Eaglestone, and RESOLVED to elect Cllr Toogood as Vice-Chairman. The Declaration of Acceptance of Office was signed.
Apologies for absence
18/63 An apology for absence had been received from Cllr Griffith.
Declarations of Interest
18/64 There were none.
Minutes of meeting held on 9 April 2018
18/65 The minutes of the meeting held on 9 April 2018 were approved as a correct record and signed.
Appointment of Parish Representatives, Committees and Groups
18/66 Appointments were made as follows:

(a) Staffing Committee: The Chairman and Cllrs Eaglestone and Macer-Wright..
(b) Appeals Committee: Cllrs Toogood, Marriott and Lamb.
(c) Complaints Committee: The Chairman and Cllrs Eaglestone and Toogood.
(d) Planning Group: The Chairman and Cllrs Eaglestone, Marriott and Griffith.
(e) DAPTC Central Area Reps: The Chairman and Cllr Toogood.
(f) Village Hall Liaison: Cllr Lamb.
(g) Playing Fields Association: Cllr Toogood.
(h) Ancient Monuments: Mr Robin Walls.
(i) Rural Transport: Mr Mike Gant.
(j) Rights of Way: Dr Janet Davis.
(k) Homewatch Coordinator: No appointment made pending further work on the Emergency Plan.
(l) West Knighton Village Green: Dr Janet Davis.
(m) Allotment Watch: Dr Kevin Denham.
(n) Webmaster: The Chairman.
(o) Noise Pollution Officer: Mr Richard Lawson.
(p) Community Speedwatch/SID Coordinator: Cllr Eaglestone.
(q) Community Emergency Coordinator: Mrs Alyson Carroll.
(r) AED (Defibrillator) Group: Cllr Marriott.

Planning and Tree Matters
18/67 (a) Consultations

(i) Olds garage site, Main Street: demolish existing buildings and erect 5 dwellings. The Parish Council considered this application and, after discussion, resolved not to object to the proposal. A comment requesting that the developers be required to park on site all vehicles related to the construction works would be made.
(ii) 28 Martel Close: installation of flat roof dormer. The Parish Council considered this application and, after discussion, resolved to object to the proposal on the ground that the visual appearance of the extension, in particular its height and design, was out of keeping with the rest of the houses in the vicinity.
(iii) 5 South Drove: erection of annex/outbuilding. The Parish Council considered this application and, after discussion, resolved to object to the proposal on the grounds that the description of the development was misleading and inadequate since it appeared to be an independent dwelling rather than an annex or outbuilding, and that the visual appearance of the proposed building was out of keeping with the rest of the buildings in the vicinity.

(b) Other planning matters The Clerk reported that WDDC has introduced an on-line form for the purpose of reporting alleged breaches of planning control.
(c) Any planning matters received after the publication of the agenda A planning application to demolish the existing dwelling and build six dwellings with parking at 6 Chalky Road, had been received. An extension to the time allowed for comments was being sought, and the matter would be considered at the June Parish Council meeting.

Public participation session
18/68

(i) A member of the public asked when the centre white lines would be replaced on the A352 through the centre of the village. Other members of the public expressed concern about the number of ‘slow’ signs and the efficacy of the virtual pavements alongside the Black Dog, and that proposed beside the church. Cllr Eaglestone explained that the white lines would not be replaced: all of these changes were measures which DCC highways officers had recommended as means of slowing traffic speeds and improving facilities for pedestrians in accordance with the views expressed in the village plan. Edge lines were due to be painted at the western end of the village.
(ii) A member of the public expressed concern that no new hedge was being planted outside the village hall extension; he considered the fencing inadequate. (iii) A member of the public reported that the field-edge footpath (FP 3) between Knighton Lane and the track leading to the sewage works had been ploughed-out and not reinstated. The Clerk would report this to DCC.
(iv) A member of the public reported that the village looked very untidy due to the weeds growing outside properties along Main Street and elsewhere. He asked if he could recruit a team of volunteers to clear these weeds and accumulated rubbish and if the Parish Council could supply bags and a means of disposal of the material gathered. The Chairman said that this would be explored with DWP.
(v) A member of the public asked when the grit bins would be replenished. The Chairman said that DCC would re-fill the bins in the autumn. (vi) A member of the public reported a blocked drain at the junction of Watergates Lane and Knighton Lane. The Clerk would report this to DCC.

Reports
18/69 County Cllr Ireland reported that, as part of the local government reorganisation plans, ward boundaries were being reviewed. It was proposed that Broadmayne would be in a new ward of ‘Winterbourne and Broadmayne’. Once agreed by the Dorset Area Joint Committee the recommended ward changes would be sent to the Local Government Boundary Commission. He also reported that Christchurch Borough Council was seeking Judicial Review of the Secretary of State’s decision to approve the creation of the unitary authorities. He finally reported that whilst the county council’s budget for 2017/18 had been under-spent, further savings were needed in the coming year.
District Cllr Thacker reported that discussions about the devolution of assets to Town and Parish Councils were continuing. Town Councils in particular were keen to take over revenue raising facilities such as car parks. Discussions about Parish and Town Councils paying for their own elections were also ongoing, particularly since local government reorganisation would mean that Parish and Town Council elections would not coincide with those for the principal authority for a number of years.
District Cllr Bundy reported that WDDC had put considerable resources into its Land Search service which had now improved considerably, with the average search now taking only six days.

Financial Matters
18/70

(a) The Clerk presented the May financial statement, and drew the Council’s attention to the receipts and payments since the last meeting. It was proposed by Cllr Toogood, seconded by Cllr Eaglestone, and RESOLVED to approve the following payments:
Allotment deposit refund £50.00
Ricoh UK Ltd (photocopying ‘click’ charge) £5.52
Parish Magazine Printing (annual report) £75.00
(b) The Clerk reported that the National Joint Council for Local Government Services has reached agreement on the 2018-19 salary award for Clerks and other employees. This amounted to a 3% increase in gross salaries. The Parish Council’s budget had only provided for a 2% increase. It was therefore proposed by the Chairman, seconded by Cllr Eaglestone and RESOLVED to award the full increase.
(c) Expenditure at allotments The Clerk reported that the tenant of plot 14 field-side has expressed an interest in taking over the un-worked plot if the Parish Council will get it rotovated for her. This would cost approximately £50. The Clerk recommended that this be done as it will be a means of bringing that plot back into use. The tenant had also requested that the trees which overhang plots 14 field-side and road-side be cut back, and the margin strimmed. It was agreed that the plot should be rotovated and that a price be sought for any necessary works on the trees across the entire allotment.

Annual Parish Meeting: 21 May 2018
18/71 The Clerk reported that all arrangements were in place; only the police were unable to send a representative and would be sending a written report. The annual report had been printed and delivery to all households in the village was in hand.

Emergency Plan
18/72 Cllr Lamb reported that he had recruited Mrs Alyson Carroll to be the Community Emergency Coordinator. He was now working with her on the details of the plan, including the recruitment of deputies. The Chairman thanked Mrs Carroll for taking on this role.

General Data Protection Regulations (GDPR)
18/73 The Clerk presented a report on progress with compliance with the GDPR. It was understood that an amendment to the Data Protection Bill had been accepted by the House of Commons which, once the Bill has been enacted, would exempt all town, parish and community councils from the requirement to appoint a Data Protection Officer. Work was continuing on the data audit and the preparation of privacy notices and policies on data processing.

Correspondence
18/74 The following items of correspondence were noted and action agreed as appropriate:

(i) From Dorchester Casterbridge Rotary Club: Dorchester Marathon 28 May 2018.
(ii) From WDDC: The Chairman’s Centenary Fund to support projects and events to commemorate the ending of the First World War.
(iii) From Robin Walls: roadside verges. Mr Walls had suggested that a team of volunteers be recruited to gather the arisings from the cutting of grass verges around the village as a means of improving the biodiversity of those areas.
(iv) From DAPTC: Local government reorganisation survey. After discussion it was agreed that all of the services listed in the survey should be retained within the public sector, and that the view should be expressed that it would be for the new unitary authority to make decisions on provision of services when formulating its budget. The Clerk would prepare a response accordingly.
(v) From the Dept. for Business, Energy and Industrial Strategy: advice that the Parish Council was eligible to join the Aerial Photography Great Britain Agreement. This was an extension of the Public Sector Mapping Agreement (which the Parish Council had already joined and which meant that the Parish Council could use a digital version of the 1:25000 OS map for its business purposes). There was no charge for the new service. The Parish Council agreed to join the scheme.

Biodiversity at the playing field
18/75 The Clerk reported that a price had been obtained from Wessex Grounds Services for the area between the changing rooms and Osmington Drove to be subject to a regime which would encourage wild flowers. A grant from the South Dorset Ridgeway Landscape Partnership would be available to cover the additional planting costs.

Matters of Report
18/76 (a) The Clerk reported

(i) That both of the vacant allotment plots had now been taken. The tenant of 14 field-side was seeking permission to erect a hut and a poly tunnel. The Parish Council granted that permission.
(ii) That she had received a complaint about the hedge on the eastern side of Chalky Road, opposite Lytchetts being overgrown. This was land owned by Magna Housing; the Clerk was asked to pursue the matter with Magna in the first instance.

(b) The Chairman reported that the estimate for cleaning the war memorial amounted to £825 plus VAT. It was not intended to pursue the matter further for the time being.

(c) Cllr Marriott said that the AED (defibrillator training) on 17 April had been very useful and Ms Lardner was thanked for organising it. He also reported that he was investigating business sponsorship of the AED.

(d) Cllr Toogood reported that she had received an e-mail from a local resident, thanking the Parish Council for the installation of the SID and for seeking the provision of the virtual footpath at the Black Dog, both of which appeared to be slowing traffic through the village

Date of next meeting
18/77 The date of the next meeting was confirmed as Monday 4 June 2018 at the Methodist Church Hall at 7.30 pm.