Minutes 4th June 2018

BROADMAYNE PARISH COUNCIL
MINUTES OF THE PARISH COUNCIL MEETING HELD ON MONDAY 4 JUNE 2018
IN THE METHODIST CHURCH HALL, BROADMAYNE

Present D Eaglestone, C Griffith, 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 one member of the public.

Apologies for absence
18/78 An apology for absence had been received from Cllr Diamond. In his absence, the Vice-Chairman, Cllr Toogood, took the chair.

Declarations of Interest
18/79 Cllr Lamb declared an interest (as set out in the register of members’ interests) in the planning application discussed at minute 18/81, and left the room for the duration of the discussion and decision making on that matter.

Minutes of meeting held on 14 May 2018
18/80 The minutes of the meeting held on 14 May 2018 were approved as a correct record and signed.

Planning and Tree Matters
18/81 Consultation 6 Chalky Road: demolish existing building and erect six dwellings with parking. The Parish Council considered this application, and the comments of neighbours submitted in writing, and resolved to object to the proposal on the grounds of over-development of the site (six dwellings compared to the previous approved planning application for four dwellings), insufficient parking spaces, insufficient space within the site for manoeuvering vehicles, and difficulties with accessing the site from Chalky Road.

Public participation session
18/82 The volunteer who was seeking to undertake weed and litter clearance along Main Street said that he was proposing to do the work shortly. The Clerk said that Dorset Waste Partnership had indicated that support was available to volunteers undertaking such work in the form of equipment and the collection of bags of waste materials. The Clerk further reported that she had received a message from another member of the public expressing concern about the impact of such weed clearance on the biodiversity of the locality. She asked that no clearance be carried out along the churchyard wall where there is no footway about which particular concern had been expressed. The volunteer also asked if it would be possible to arrange for the stile on Footpath 1, at the boundary between Broadmayne and West Knighton (at the far side of the field near the church), to be replaced with a gate. The Clerk was asked to pursue this with the Countryside Team at DCC.

Reports
18/83 County Cllr Ireland reported that the Structural Change Order, the legal instrument, needed to bring about local government reorganisation (LGR) had been signed. The Joint Committee would now be disbanded and replaced with a shadow Dorset authority comprising 206 seats, occupied by 174 existing councillors from the present county and district councils. The first meeting was due to take place on 7 June. He also reported that the ‘slow’ sign at Littlemayne was scheduled to be re-painted.
District Cllr Thacker added that Christchurch Borough Council was still pursuing judicial review of the government’s decision on LGR and that there was uncertainty about the impact of this on the shadow authority’s ability to appoint interim statutory officers (head of paid service, monitoring officer and chief finance officer) pending the court’s decision. He further reported that in the mean time, WDDC was releasing funds to prime the house-building programme.
Cllr Toogood reported that the Playing Fields Association was proceeding with repairs to the changing rooms, the cost of which would be met by insurers. They were also negotiating new terms with the football team.
The Clerk reported that Mike Gant, who had been re-appointed in his absence to the post of Rural Transport Officer at the Annual Parish Meeting, had subsequently advised that he did not wish to continue in the role. He had advised that the Parish Council should re-consider what was expected of the post-holder. The Chairman had written to thank him for all of his work in that post over a number of years.

Financial Matters
18/84

(a) The Clerk presented the June financial statement, and drew the Council’s attention to the receipts and payments since the last meeting. It was proposed by Cllr Macer-Wright, seconded by Cllr Lamb, and RESOLVED to approve the following payments:
Payments already made
Wessex Grounds Services* £850.00
Wessex Grounds Services* £84.00
Broadmayne Methodist Church* £48.00
DAPTC (annual conference fee) £70.00
DAPTC (induction course fee) £40.00
DAPTC (GDPR course fee) £25.00
(* Note that these three payments are shown here because, although budgeted for and recorded in the cash book under the 2017/18 accounts, they were identified by the internal auditor as not being minuted.)
Payments to be made
Clerk’s salary (April/May/June 2018) £1,139.32
HMRC (income tax in respect of above) £284.60
(b) 2017-2018 Annual Governance and Accountability Return (AGAR): Governance Statement Councillors considered and then answered each question in Section 1 of the Return (Annual Governance Statement). The answers were approved, and the section signed by the Vice-Chairman and Clerk.
(c) 2017-2018 Accounts and Report of Clerk and Responsible Financial Officer, and of the internal auditor The Council received the report of the Clerk and Responsible Financial Officer in support of the 2017-2018 accounts, alongside the report of the internal auditor. The annual accounts were approved and signed by the Vice-Chairman and Clerk.
(d) 2017-2018 AGAR: Accounting Statement With reference to the 2017-2018 accounts, Councillors noted the figures in Section 2 of the return for the External Auditors. The statement was approved, and the section signed by the Vice-Chairman and Clerk.
(e) Internal Auditor’s Honorarium It was proposed by Cllr Eaglestone, seconded by Cllr Lamb and RESOLVED to award an honorarium of £160 to the Internal Auditor

Emergency Plan
18/85 Cllr Lamb reported that the revised plan was almost complete, although mapping was yet to be inserted. Relevant GDPR principles had been established, new volunteers recruited, and a copy of the draft had been sent to the Civil Contingencies Officer at DCC.

General Data Protection Regulations (GDPR)
18/86 The Clerk reported on progress with compliance with the GDPR. Formal notices about data handling under the GDPR had been sent to the allotment tenants and to the e-mail addresses of people who had asked to receive e-mail updates about new items on the website. Drafting of the Parish Council’s data handling policy was in hand and the data audit was an on-going initiative.

Allotments
18/87 The Clerk reported that a tree surgeon had carried out a survey of the trees at the allotment site and produced a report which had been circulated to Councillors. After discussion, it was agreed to pursue a number of his recommendations, but to seek the views of allotment tenants on two of them. Allotment tenants would be kept fully appraised of the proposed works. The Clerk further reported that the unworked plot was to be strimmed and rotovated and that the strip alongside the plot would also be strimmed.

Matters of Report
18/88

(a) Cllr Marriott reported that a further session of AED (defibrillator training) had been arranged in the village hall at 7pm on 7 June.
(b) Cllr Eaglestone reported that the “virtual footpath” alongside the church yard wall was still scheduled to be painted.

Any matters received after the publication of the agenda
18/89 A number of items of correspondence were received after the publication of the agenda. These were noted and action agreed as appropriate:

(i) From local residents: e-mails about problem parking in Cowleaze Road and Knighton Lane. The Clerk was asked to bring these issues to the attention of the Police Community Support Officer.
(ii) From DAPTC: preliminary information about the AGM in November
(iii) From DAPTC: notice of briefing meeting on 11 June about the proposed warding arrangements for the new unitary authority. No-one was available to attend this but the Clerk had been sent a copy of the presentation which she would circulate to Councillors.
(iv) From DCC: details of the premium surface dressing to be undertaken on the A352 between the village and Warmwell roundabout, starting on 21 June, weather permitting. Details had been made available on the website and notice board.

Date of next meeting
18/90 The date of the next meeting was confirmed as Monday 2 July 2018 at the Methodist Church Hall at 7.30 pm.