Draft Minutes

BROADMAYNE PARISH COUNCIL
MINUTES OF THE PARISH COUNCIL MEETING HELD ON MONDAY 6 AUGUST 2018
IN THE METHODIST CHURCH HALL, BROADMAYNE

Present  Cllrs S Diamond, D Eaglestone, C Griffith, P Lamb, P Marriott and S Toogood.

In attendance Dr J Davis (Clerk), District Cllrs N Bundy and A Thacker, and six members of the public.

Apologies for absence
18/104 Apologies for absence had been received from Cllr Macer-Wright, and County Cllr Ireland.

Declarations of Interest
18/105 There were none.

Minutes of meeting held on 2 July 2018
18/106 The minutes of the meeting held on 2 July 2018 were approved as a correct record and signed.

Planning and Tree Matters
18/107 The following matters were noted:

(a) Decisions and correspondence on previous applications 28 Martel Close: installation of flat roof rear dormer; planning permission granted subject to two conditions.
(b) Other planning matters The Chairman reported that concern had been expressed that the building works being undertaken at 46 Main Street were not being carried out in accordance with planning permission as granted. He and District Cllr Bundy had been in discussion with the applicant, with neighbours and with officers of WDDC. It appeared that the revised plans involved smaller and fewer windows on the south-facing aspect which were acceptable to neighbours, as well as other external and internal changes. Cllr Bundy said that he understood that WDDC’s planning department would ask the applicants to make a formal submission for the changed plans. He was also investigating the role of Building Control officers in the matter.
(c) Planning and tree matters received after the publication of the agenda Two applications had been received:

(i) for the erection of a single storey bedroom extension with wet room (shower) facility at 1 South Drove and
(ii) single storey front extension at 9 High Trees.
Extensions to the consultation periods were being sought so that these could be considered at the September Parish Council meeting.

Public participation session
18/108 The following matters were raised by members of the public:

(i) A resident of Chapel Close expressed his serious concerns about the lack of visibility for cars exiting Chapel Close caused by vehicles parked on Main Street. He appreciated that the parked vehicles did result in traffic calming but he wondered if any measures could be undertaken to limit parking close to the Chapel Close junction.
(ii) A resident of Chalky Road expressed concern about the speed of vehicles using Chalky Road, particularly between the allotments and the first bend. It was agreed that Cllr Eaglestone would again raise these issues with the Collision Reduction Team at DCC.
(iii) A resident reported that the western verge of Osmington Drove (alongside the playing field) needed strimming.
(iv) A resident reported that FP 2 (between Knighton Lane and the church) was badly overgrown as were several paths between the top of Osmington Drove White Horse Hill. These matters would be reported to the appropriate DCC departments.
(v) A resident queried whether the Parish Council was doing anything to encourage affordable housing within the village, for example through a Community Land Trust. The Chairman explained that the Parish Council didn’t own any land which could be made available for this purpose but that it would be responding to the Joint Local Plan Review (which covered the issue of land for housing) in the coming months.

Reports
18/109
District Cllr Thacker reported that the main issue for both the district and county councils was the setting up of the new unitary authority. Efforts were being made to maintain service levels during the transition but this was proving challenging. The ruling in Christchurch Borough Council’s judicial review of the Secretary of State’s decision to proceed with the re-organisation was due to be delivered in about ten days but in the mean time the Shadow Executive was continuing to meet and it was hoped that the new CEO would be recruited in September. Other work included the devolution of assets to town councils, and the transfer of staff to the new authority.
District Cllr Bundy said that the public consultation on the Joint Local Plan Review would be launched shortly, and that a number of drop-in sessions were planned around both West Dorset and Weymouth & Portland to enable the public to find out more.
Cllr Toogood said that following complaints about trees in the children’s play area which overhang private gardens, a tree surgeon had been consulted by the Playing Field Association. As a result, the crowns of the relevant trees would be raised. This would necessitate closing the play area on 17 August.

Financial Matters
18/110 (a) The Clerk presented the August financial statement, and drew the Council’s attention to the receipts and payments since the last meeting. It was proposed by Cllr Eaglestone, seconded by Cllr Griffith, and RESOLVED to approve the following payments:
Payments already made
Fresh-Air Fitness (annual maintenance fee) £525.84
AG Tree Services (tree works at allotments) £366.00
Jurassic Computers (service of laptop) £ 85.00
Payments to be made
Ace Office Environments (box of paper) £ 13.14
Ricoh (photocopier ‘click’ charge) £ 7.72
RJS Window Cleaning Services (bus shelter cleaning) £158.40
Clerks & Councils Direct (subscription) £ 12.00
(b) Variation to grass and hedge cutting contract Quotations from Wessex Grounds Services to vary the grass and hedge cutting contract to include additional grass cutting of the bank outside the village hall extension and additional strimming at the allotments were noted. It was proposed by Cllr Toogood, seconded by Cllr Griffith, and RESOLVED to accept the quotations and to vary the contract accordingly.

Emergency Plan
18/111 Cllr Lamb reported that he was making final amendments to the plan and that he hoped to circulate the draft in August.

General Data Protection Regulation (GDPR)
18/112 The Clerk had amended the draft Data Protection and Freedom of Information policy document to include comments provided by Councillors. The revised version had been circulated. It was proposed by Cllr Eaglestone, seconded by Cllr Toogood, and RESOLVED to adopt the Data Protection and Freedom of Information policy. The Clerk had also circulated two additional GDPR related documents, a draft records retention policy and a draft Subject Access Request. It was agreed that Councillors would send comments on these documents to the Clerk so that they could be adopted at the September meeting.

Correspondence
18/113 The following items of correspondence were noted:
(i) From the Rotary Club: Bike Ride in aid of Cancer Research UK on 9 September. This would be passing through the village using Chalky Road and Knighton Lane.
(ii) From DCC: Notification of the introduction of a permanent 50mph speed limit on the A352 between the West Stafford bypass and Broadmayne.
(iii) From Local Government Boundary Commission: consultation on proposals for new ward boundaries for the proposed Dorset unitary authority. After discussion, it was agreed that whilst the new ward of Winterborne & Broadmayne was large, there was nothing which could usefully be said about the proposal.

Matters of Report
18/114 (a) The Clerk reported that she had received a message from a resident expressing concern about the speed and size of farm vehicles using Chalky Road, particularly in the vicinity of the bend near Woodacre, and the fact that they travelled in the middle of the road. This would be taken up along with the matters at minute 18/108.
(b) The Chairman reported that the overgrown vegetation on Knighton Lane reported at the last meeting (minute 18/95) had been dealt with.
(c) Cllr Griffith asked if anything was known about the future of the No. 5 bus service. It was agreed that enquiries should be made.

Date of next meeting
18/115 The date of the next meeting was confirmed as Monday 3rd September 2018 at the Methodist Church Hall at 7.30 pm.