Draft Minutes

BROADMAYNE PARISH COUNCIL
MINUTES OF THE PARISH COUNCIL MEETING HELD ON MONDAY 3 SEPTEMBER 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), District Cllrs N Bundy and A Thacker, County Cllr Ireland and one member of the public.

Apologies for absence
18/128 An apology for absence had been received from Cllr Griffith.

Declarations of Interest
18/129 There were none.

Minutes of meeting held on 3 September 2018
18/130 The minutes of the meeting held on 3 September 2018 were approved as a correct record and signed.

Planning and Tree Matters
18/131 The following matter was noted:

(a) Decisions and correspondence on previous applications 14 Knighton Lane—demolition of existing bungalow, and erection of replacement three bedroom 1½ storey dwelling; planning permission granted subject to three conditions.
(b) Other planning matters It was agreed that Cllr Lamb would attend the WDDC planning session at South Walks House on 9 October.
(c) Any planning and tree matters received after the publication of the agenda (i) Whitcombe Barn Farm, Whitcombe Down Road, Whitcombe—construction of slurry lagoon. This application for a development beyond the parish boundary had been drawn to the Chairman’s attention. After discussion, it was agreed that Councillors would circulate comments by e-mail by 12 October, and that the Chairman and Clerk would then draft a response.

Public participation session
18/132 The following matter was raised by a member of the public: the hedge on the A352 opposite Whitcombe Manor was overgrown and restricting the line of sight for motorists travelling westwards. The Clerk was asked to report this to the county council.

Reports
18/133 County Cllr Ireland reported that the DCC budget was overspent, with most of the additional expenditure being used for children’s services. There had been some job cuts in the environment and highways teams. There had been some reorganisation in the local highway teams: Stephen Mepham was back as the Technical Officer for the south, and Phil Goodland was the new Community Highways Officer for Broadmayne and surrounding parishes. Matt Prosser had been appointed as the CEO of the new Dorset Council, and five directors to work alongside him would now be appointed. A decision had yet to be made on how council tax harmonisation would operate across the new authority.
District Cllr Thacker reported that the shadow executive committee had decided not to proceed with the devolution of certain activities e.g. the running of public toilets, to town and parish councils. However, debate on the matter had yet to be concluded. He also reported that it now seemed unlikely that the proposed merger of Dorset Police with Devon and Cornwall Police would take place.
District Cllr Thacker also reported on the most recent meeting of the DAPTC central area committee at which there had been presentations from two police officers who had spoken about the introduction of ‘spit guards’, the use of drones in police work, and the necessity of road closures after serious accidents to allow for the collection of evidence.

Financial Matters
18/134 (a) The Clerk presented the October financial statement, and drew the Council’s attention to the receipts and payments since the last meeting. It was proposed by Cllr Lamb, seconded by Cllr Macer-Wright, and RESOLVED to approve the following payments:
Payments already made
water2business (allotment water bill) £ 313.59
Payments to be made
Broadmayne Playing Fields Assn. (grant for replacement of play train) £1,000.00
Wessex Grounds Services (quarterly bill + weed control measures) £1,009.40
PKF Littlejohn (external audit fee) £ 480.00
Ace Office Environments (new accounts book) £ 26.40
(b) To receive and accept the audited annual return for 2017–18
The Clerk reported that the new external auditors, PKF Littlejohn LLP, had completed the audit for the financial year ended 31 March 2018, and had identified no matters requiring attention. Councillors noted the Annual Return. It was proposed by Cllr Eaglestone, seconded by Cllr Toogood and RESOLVED to approve and accept the Annual Return. The Clerk was thanked for achieving a trouble free audit.
(c) The Chairman reported that the Vice-Chairman and he had met with WDDC officers to discuss possible uses of section 106 and Community Infrastructure (CIL) money. They had been advised that money allocated for natural green space could only be used for that specific purpose and that unless Broadmayne Parish Council was able to identify a project under that heading, the money would probably be allocated to Dorset County Council for the provision of wardens on heathland. However, the £2,541 CIL money allocated to Broadmayne could be used more flexibly, and it was agreed that Cllr Eaglestone would consult those who had expressed an interest in benches about possible locations. The Clerk would also continue to explore with DCC the costs of the proposed Broadmayne to Dorchester cycle track, and replacing stiles with gates.
(d) The Vice-Chairman reported that the BPFA Committee had decided to replace the play train with a play engine and a play boat. Revised costings had been obtained and a further grant application would be made since it was understood that the CIL money could be used for this purpose.
(e) The Clerk reported that the biodiversity planting work around changing rooms had been carried out and that the grant application to the South Dorset Ridgeway Landscape Partnership under the “Improving Biodiversity of Community Greenspace” small grants programme was in hand.
(f) The Clerk reported that second instalment of the precept had been paid by WDDC.

Emergency Plan
18/135 Cllr Lamb reported that work on the project was on-going.

Arrangements for Remembrance Sunday
18/136 The Clerk reported that the application for the temporary traffic regulation order to close the A352 had been approved and the poppy wreath and the stickers for the road closure notices had been ordered. The Scouts, Cubs, Beavers and Brownies had all confirmed attendance. The Rector and the Methodist Minister had been advised accordingly. The Chairman would confirm arrangements for the PA system; Keith Blandamer would read the exhortation and Cllr Eaglestone would recruit volunteer marshals to oversee the road closure.

Responses to recent consultations
18/137 The Clerk reported that she had circulated draft responses to the Dorset AONB: management plan 2019–2024, the West Dorset, Weymouth & Portland Local Plan Review, and the government consultations on shale gas exploration and production planning. Cllrs had agreed the responses to the first two but there was a difference of opinion on the third. After discussion it was agreed to limit comments on the shale gas consultations to concerns about the reduction in local input to the decision-making process.

Matters of Report
18/138

(i) The Chairman reported that SID, while located at the eastern end of the village, had been broken into and the battery stolen. He had reported the matter to the police and had obtained a crime number. Cllr Eaglestone said that he was due to meet officers of DCC shortly to discuss the SID and would discuss obtaining a new battery and getting the housing repaired with them. In the mean time, the Clerk was asked to report the matter to the insurers.
(ii) Cllr Eaglestone was continuing to explore means of controlling the parking around the entrance to Chapel Close. He would renew discussions with the new local highway team.
(iii) Cllr Lamb reported that he had investigated acrid smoke on the allotments which was arising from a smouldering waste heap on the boundary of the allotments and the Magna owned woodland to the north. The situation had been explained to the fire brigade which had attended and doused the heap. The officer attending said that the allotment tenants should be advised not to light fires of this kind. After discussion it was agreed that further investigations should be carried out since it was reported that members of the public, other than tenants, had been depositing rubbish in the area concerned. Once the situation was more fully understood, consideration would be given to clearing and then securing that boundary to the allotment site.

Matters received after the publication of the agenda
18/139 The Clerk had circulated an e-mail from a local resident about affordable housing and Community Land Trusts. This was noted.

Date of next meeting
18/140 The date of the next meeting was confirmed as Monday 5 November 2018 at the Methodist Church Hall at 7.30 pm.