Parish Council Draft Minutes

BROADMAYNE PARISH COUNCIL

MINUTES OF THE PARISH COUNCIL MEETING HELD REMOTELY ON 5 OCTOBER 2020

 

Present

Cllrs S Diamond, C Griffith, P Lamb, C Lawley, P Marriott, R Macer-Wright, and S Toogood.

In attendance

Dr J Davis (Clerk), Dorset Cllr Tarr, and one member of the public.

Apologies for absence

20/113                 There were none.

Declarations of Interest

20/114                 There were none.

Minutes of meeting held on 7 September 2020

20/115                 The minutes of the meeting held on 7 September 2020 were approved as a correct record. They would be signed in due course.

Planning and Tree Matters

20/116             Decisions on previous applications  WD/D/20/001386—1 South Drove: remove existing flat dormer and raise the roof to allow alternations and extension of first floor; the Parish Council noted that planning permission had been granted subject to two conditions.

Public participation

20/117             A member of the public reported that following recent heavy rain, further gravel and other debris had been washed into Chalky Road from the unsurfaced track in the vicinity of 47 Chalky Road.  In addition to being a danger to cyclists and motorists, this had blocked drains on Chalky Road.  He had reported this to Dorset Council via the website and had been concerned to note that within a short period of time it had been recorded as having been dealt with even though that was not the case.  Cllr Macer-Wright said that he thought this was because the job had been allocated for action, even though it hadn’t been resolved.  Similar problems with wash-out of surface materials on to the road had been observed at South Drove.
Cllr Macer-Wright also reported problems at Bramble Drove, where eroded surface material was being washed on to the A352.  In discussion, it was noted that the problem at Bramble Drove was exacerbated by rain water coming from Conway Drive.  This latter problem had already been discussed with the highway authority and it was understood from a report in 2019 that this drainage issue had been referred to the Asset Management team for inclusion in future works programmes.  After discussion it was agreed that these matters should be raised again with the relevant Technical Officer at Dorset Council as a matter of urgency, and that a request should be made that the web-reporting system should be amended to make it clear when a job had been allocated but not dealt with.

Reports

20/118             Dorset Cllr Tarr reported that Dorset Council would shortly be making the new Public Space Protection Order in respect of dogs about which there had been widespread consultation.
The Clerk read a report from Alison Donnison, PCSO.  There had been one incident, involving possible poaching, in the Broadmayne area in the last month.  She had also sent details of a scam involving green energy grant schemes.  The Clerk would pass this to the Chairman for inclusion on the community website.
The Chairman had attended a DAPTC webinar about the new accessibility regulations for websites.  As a result of this, he thought it possible that further expenditure on the website might be necessary to comply with the regulations.

Financial Matters

20/119
(a) The Clerk had prepared the October financial statement, showing the receipts and payments since the last meeting.   It was proposed by Cllr Toogood, seconded by Cllr Macer-Wright, and RESOLVED to approve the following payments:

Payments already made

Steve Diamond (refund of monthly ‘Zoom’ fee)                                                       £  14.39

Wessex Grounds Services (2nd quarter grounds maintenance fee)                    £991.50

Payments to be made

BPFA (grant for annual safety inspection)                                                               £137.82

PKF Littlejohn LLP (fee for external audit)                                                               £240.00

(b) The Clerk reported that the external auditors, PKF Littlejohn LLP, had completed the audit for the financial year ended 31 March 2020, and had identified no matters requiring attention.  Councillors noted the Annual Return.  It was proposed by Cllr Lamb, seconded by Cllr Marriott and RESOLVED to approve and accept the Annual Return.  The Clerk was thanked for her work preparing the paperwork for the audit.

(c)  The Clerk reported that the internal auditor had carried out the first internal audit of the year and had no matters to report.

(d)  It was proposed by Cllr Griffith, seconded by Cllr Lawley, and RESOLVED to make an additional donation of £20 to the Royal British Legion for the supply of six ‘event’ poppies for Remembrance Sunday.

Shared-use route Broadmayne to Dorchester Working Group

20/120       Cllr Macer-Wright reported that the group had identified three possible routes between West Knighton Church and the West Stafford bypass, and was now in a position to discuss its proposals with Dorset Council officers.  It was hoped that a meeting could be organised in the near future.

Travellers on the Ridgeway track

20/121 (a) The Clerk reported that she had sent Jonathan Mair information about camping on the track, about which he was unaware, and she had suggested that a site meeting with Dorset Council officers and Parish Councillors should be considered.
(b) A letter had been received from a local resident expressing concern about legitimate users of the track such as off-roading motorcyclists losing their rights to use the route if vehicular use was prevented by a traffic regulation order and physical barriers.  These concerns were noted and the Clerk was instructed to write to the resident to explain that the decision on any such measures rested with Dorset Council which would be required to carry out a public consultation before proceeding with any permanent measures.

2021 Parish Council meeting dates

20/122 The Clerk presented a calendar of Parish Council meeting dates for 2021.  These were agreed. 

Other matters of Report

20/123 (a) The Clerk reported on the following matters

(i) Remembrance Sunday  Although a traffic regulation order to close the A352 had been sought, there were concerns about how public attendance at the war memorial could be safely managed, with suitable social-distancing, given the large number of people attending in recent years.  The Chairman led a discussion on what measures could be taken, and it was agreed that the safest way forward would be to transfer the normal proceedings, virtually in their entirety, to the playing field where there would be sufficient space for the social distancing of households and bubbles. Those presenting wreaths would come forward and at the end would take them, without followers, to the war memorial.  The Chairman would discuss this possibility with the Rector, with a view to reaching a decision in time for publication in the November issue of ‘Compass’.
(ii) Together with the Chairman, the Clerk had made a final decision on the contractor for the replacement of the bus shelter roof. Work would begin on 26 October, weather permitting.
(iii) The High Sheriff’s Community Award   The High Sheriff had been invited to make the presentations of his Community Awards to the CERT volunteers and Corner House Stores on Saturday 10 October at a Covid-19 secure event in the village hall.  Because of Covid-19 restrictions attendance at the event would be by invitation only
(iv)  The padlock on the gate on the right of way (FP 7, from Knighton Lane) had been removed, following the intervention of the Area Ranger.
(v) The manager of JV Farming had noted that there had been concerns expressed locally about the maize harvest.  He had written to explain that his company had only hauled through the village on a single day in September, travelling towards a site at Poundbury.  His drivers had been reminded daily to respect others when hauling on public roads

(b) Councillors
(i)  Cllr Macer-Wright, in his capacity as Flood Warden, had been advised that the Community Highways Officer from Dorset Council had visited  properties on Main Street to look at drainage issues in connection with the September flooding.  Because of the number of properties affected, the Flood Team from Dorset Council would also be investigating the situation.
(ii) Cllr Lawley asked if any parking restrictions were planned on Main Street beside the new properties on the garage site.  The Chairman said that Dorset Council officers were considering measures to prevent parking at that locality.
(iii)  Cllr Toogood  reported that arrangements were in-hand to check the utility supplies in the vicinity of the verges at the crossroads.  This was necessary before a licence could be sought for the improvement works.
(iv)  Cllr Marriott reported that the old defibrillator pads had expired and that due to supply problems, the ambulance service was unable to replace them.  However, Cllr Marriott had replaced the old pads with the spares to render it ‘rescue ready’; if the defibrillator was used before the spare pads were delivered it would be temporarily out of use.  He further reported that it was possible that the next training session would be delivered via Facebook-live or similar means, because of the pandemic.

Matter received after the publication of the agenda

20/124  The Clerk had received notice that the DAPTC AGM would be held remotely, via ‘Zoom’ on 14 November.  She was asked to book one place at this.

Date of the next meeting

20/125 The date of the next meeting was confirmed as Monday 2 November 2020 at 7.30 pm.  Location to be advised.