Draft Minutes

BROADMAYNE PARISH COUNCIL
MINUTES OF THE PARISH COUNCIL MEETING HELD ON MONDAY 9 APRIL 2018
IN THE METHODIST CHURCH HALL, BROADMAYNE

Present Cllrs S Diamond, 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 four members of the public.
Apologies for absence
18/45 An apology for absence had been received from Cllr Eaglestone.
Declarations of Interest
18/46 Cllr Marriott declared an interest (as set out in the register of members’ interests) in the planning application discussed at minute 18/48(b), and left the room for the duration of the discussion and decision making on that matter.

Minutes of meeting held on 5 March 2018
18/47 The minutes of the meeting held on 5 March 2018 were approved as a correct record and signed.

Planning and Tree Matters
18/48 (a) Decisions and correspondence on previous consultations

(i) Holcombe Valley Cottages: certificate of lawfulness granted (for use of named properties for residential purposes).

(ii) Holcombe Valley Cottages: variation of Condition 2 of previous planning approval (removal of the 28 day maximum stay restriction); application withdrawn from the planning register.

(iii) Land at Knighton Lane (reserved matters): application approved subject to four conditions. (iv) 6A Cowleaze Road: erection of rear first floor extension; planning permission approved subject to two conditions.

(b) Consultations

14 Knighton Lane; demolition of existing bungalow, and erection of replacement three bedroom 1 1/2 storey dwelling. The council considered this application and, after discussion, resolved not to object to the proposal.

(c) Any other planning matters The Clerk reported that WDDC was about to make further changes to its on-line planning arrangements. She would be attending a demonstration session shortly.

Public participation session
18/49 (i) A member of the public expressed further concerns about any moves to restrict motor vehicular access to the ridgeway route, off Chalky Road.

(ii) A member of the public voiced concerns about a number of road issues: lack of signage to indicate that there is no footway on Cowleaze Road and on Main Street, damage and problems around drain covers on the newly re-surfaced A352 between the Black Dog and Osmington Drove, and the on-going problems with drainage and erosion at the northern end of Bramble Drove. The Chairman said that DCC had now budgeted to undertake works to improve the drainage on Rectory Road to improve the situation on Bramble Drove during the present financial year but the Parish Council would seek to report these matters as appropriate.

Reports
18/50 County Cllr Ireland reported that he had been appointed to the Dorset Area Joint Committee (DAJC) which was overseeing much of the preparatory work for the new unitary authority. The new authority will need to make a minimum saving of £6m, possibly £17m or more in 2019/20 based on the projected budget and income. DAJC has made a recommendation to harmonise council tax on day one at a level which reflects the average paid across the five existing districts/boroughs. Assuming that the new authority increases council tax by the referendum cap limit of 2.99% then West Dorset residents will see a council tax increase of 4.49%. These recommendations are subject to approval, with a fall-back position to harmonise council tax over five years. The legislation to bring about the reorganisation was likely be approved by Parliament by the end of June. At that point all elected members of the constituent authorities would become members of the shadow authority. The new Council is likely to comprise 82 elected members but much work was needed on ward boundaries; there would probably be a public consultation about the boundaries over the summer. Cllr Ireland also reported that South Western Railways had acknowledged public concerns about its proposals for radical changes to the train timetable and that these had been withdrawn.
District Cllr Thacker reported that efforts were ongoing to devolve certain district council services to town and parish councils. Some Town Councils were highly supportive of the idea which would become even more significant after local government reorganisation.
Cllr Griffith reported that he and Cllr Macer-Wright had attended a recent WDDC planning seminar. The slides had been circulated.
Cllr Toogood reported that she had attended the DAPTC annual conference the title of which was ‘How can we make a difference in times of change’. Speakers had included Sir Oliver Letwin MP, and the Police and Crime Commissioner for Dorset, Martin Underhill.

Financial Matters
18/51 (a) The Clerk presented the April financial statement, and drew the Council’s attention to the receipts and payments since the last meeting. It was proposed by Cllr Griffith, seconded by Cllr Lamb, and RESOLVED to approve the following payments:

Payments already made
Broadmayne Table Tennis Group £300.00
St. Martin’s PCC £930.00
water2business (allotment water bill) £ 33.46
Payments to be made
SLCC subscription £100.00
Wessex Grounds Services (landscaping at hall) £2,806.32

(b) Insurance renewal The insurance renewal papers were noted. The premium was £387.84. This was slightly more than the budget figure because of an increase to cover the SID. It was agreed to accept and pay the premium. The three year fixed-term agreement would expire in 2019.
(c) Review of internal controls/audit Plan for 2018–19 and Risk Assessment The revised documents were approved and the new risk assessment was signed by the Chairman.
(d) Review of Asset Register The new register was approved, subject to the additional removal of the miscellaneous unused IT accessories from the Connecting Dorset package. It was proposed by Cllr Lamb, seconded by Cllr Toogood and RESOLVED that the following items be formally ‘written off’ and the Clerk was authorised to dispose of them where that had not already happened: two small notice boards, old photocopier, old laptop, old laminator, old printer, and miscellaneous IT accessories.
(e) Section 106 funding held by WDDC for use within the Parish of Broadmayne It was noted that this amounted to £6,082.62 and it was agreed to give further consideration as to how this could be spent later in the year.

Annual Parish Meeting: 21 May 2018
18/52 The Clerk reported that Darren Orchard, a recycling officer from Dorset Waste Partnership had been booked to attend the meeting, as the main speaker. Arrangements were in hand to invite county and district councillors, the head teacher from Broadmayne First School and the police. The Chairman was drafting the annual report, and Councillors were invited to send him items for inclusion.

Emergency Plan
18/53 Cllr Lamb reported that he had identified a possible team leader and that he would contact the person to discuss the matter further. The team leader, once appointed, would be able to assist in the setting up of the sub-teams. He asked for further feedback on the draft plan, which had been previously circulated, to be sent to him. Cllr Macer-Wright offered to assist regarding mapping issues.

Devolution of assets and services: West Dorset District Council survey
18/54 A draft response to this survey was considered, and agreed.

General Data Protection Regulations
18/55 The Clerk reported that she had attended a DAPTC training course on this matter but that it remained unclear whether small councils would be required to pay for an external party to be their Data Protection Officer. However three clear steps needed to be undertaken immediately: a data audit, preparation of privacy notices, and review of policies on data processing. She would undertake that work and report back at the next meeting.

Correspondence
18/56 The following items of correspondence were noted and action agreed as appropriate:

(i) From DCC: closure of A352 at Littlemayne for maintenance works (daytime weekdays only, 26 April – 4 May).
(ii) From WDDC: recharging of election expenses. This explained that in future Parish Councils will have to meet the costs of organising Parish Council elections, with a proportion being payable if the election coincided with another election.
(iii) From DCC: notification about the submission of the Bournemouth, Dorset and Poole Mineral Sites Plan and Waste Plan to the Secretary of State for Communities and Local Government. These would now be subject to independent examination by the Planning Inspectorate.

Defibrillator
18/57 Cllr Marriott reported that he had met with Kirsty Lardner to discuss possible means of funding the defibrillator. Since the money was not required immediately it was not appropriate to seek lottery funding at this stage. However, it had been agreed to set up a formal Defibrillator Group which would oversee the fundraising. Training on use of the defibrillator for Councillors had been organised for 17 April.

Biodiversity at the playing field
18/58 The Chairman, Vice-Chairman and Clerk had met with representatives from the South Dorset Ridgeway Landscape Partnership to discuss the possibility of grant support under the ‘Biodiversity in community green spaces’ project. Amongst the proposals which the officers had put forward were seeding the area around the village hall extension with a wild flower mix, improvements to the hedge around the playing field, and provision of bird and bat boxes in trees along the southern boundary. After discussion it was agreed that the preference was for the area immediately in front of the extension, to the east of the entrance path, to be conventionally grassed and mowed, but that the area between the changing rooms and Osmington Drove could be subject to a regime which would encourage wild flowers. It was also agreed that the scouts should be contacted regarding works around their hut. The Clerk would respond to the Partnership Officers so that they could discuss possible works with Wessex Grounds Services.

Matters of Report
18/59 (a) The Clerk reported that all allotment rents had now been paid. The availability of the two vacant plots and the unworked plot would be advertised shortly. (b) The Chairman reported that he had been contacted by a resident who thought that the war memorial should be cleaned in time for the centenary of the end of the First World War in November. The resident was contacting Grassby Memorial Masons for a quotation.

Date of next meeting
18/60 The date of the next meeting was confirmed as Monday 14 May 2018 at the Methodist Church Hall at 7.30 pm.