Draft Minutes

BROADMAYNE PARISH COUNCIL
MINUTES OF THE PARISH COUNCIL MEETING HELD ON MONDAY 5 AUGUST 2019
IN THE METHODIST CHURCH HALL, BROADMAYNE

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

In attendance Dr J Davis (Clerk), and four members of the public.

Apologies for absence
19/99 Apologies for absence had been received from Cllr Lamb and Dorset Cllr Tarr.

Declarations of Interest
19/100 Cllr Marriott in respect of minute 19/106, as he is a volunteer at the school.

Minutes of meeting held on 3 June 2019
19/101 The minutes of the meeting held on 1 July 2019 were approved and signed as a correct record.

Planning and Tree Matters
19/102 The following matters were noted (a) Decisions and correspondence on previous applications Black Dog Inn, 50 Main Street: erection of two semi-detached three-bedroom dwellings and associated parking; planning permission refused. (b) Other planning matters Lytchetts House, 4 Chalky Road: works on beech tree to mitigate excessive shading; consent for works granted.

Public participation session
19/103

(i) In order to alleviate public concerns, the new owner of no. 47 Chalky Road explained that he had submitted a planning application to Dorset Council for permission to demolish the existing house and replace it with a single new property. The mobile homes on site were temporary accommodation for his family until such time as the new house was available. The Chairman thanked the owner for his input and said that the Parish Council was a statutory consultee for all planning applications within the parish and that it would consider the plans in the normal way once Dorset Council commenced the consultation process.
(ii) A member of the public suggested that the possibility of creating a “conservation area” in Watergates Lane, in the vicinity of the wash ponds should be considered. The Clerk was asked to investigate this.

Reports
19/104 Cllr Toogood reported that the Playing Fields Association had been unsuccessful in its bid for a grant to the Dorchester Market Car Boot Fund for money to refurbish the basketball area. The Chairman reported that the Village Hall Management Committee had discussed the potential misuse of the open access notice boards around the village. The Clerk said that this was not a problem: inappropriate notices would be removed as soon as they were seen and commercial notices were removed when necessary to provide space for community notices.

Financial Matters
19/105 The Clerk had prepared the August financial statement, showing the receipts and payments since the last meeting. Receipts included the VAT refund for 2018/19 amounting to £1,558.01. It was proposed by Cllr Toogood, seconded by Cllr Marriott, and RESOLVED to approve the following payments:
Payments to be made
RJS Window Cleaning (6 months bus shelter cleaning) £158.40
Communicorp (“Clerks and Councils Direct” subscription) £ 12.00
Ricoh (photocopier ‘click’ charge) £ 6.82

Defibrillator
19/106 Cllr Marriott reported that, following the stepping down of the previous lead of the Broadmayne Defibrillator Group, he, as the Parish Council representative on that Group, was prepared to take on that role. However, decisions needed to be taken on the future of the defibrillator facility within the village. The choices were to renew the lease on the present machine from SWAST in 2020 at a cost of £1,800 (plus VAT) for a complete package, including training and insurance for a four year period, or to purchase a machine from the charity, London Hearts, at a cost of £995, with insurance and installation not included. Approximately £850 was already held by the Broadmayne Defibrillator Group. Following discussion it was agreed that the Parish Council would take on responsibility for the defibrillator, with Cllr Marriott taking the lead, and it was proposed by Cllr Macer-Wright, seconded by Cllr Toogood, and RESOLVED to continue with the SWAST package. The Clerk would take the decision into account when preparing the budget for 2020/21 and Cllr Marriott would investigate setting up further training sessions. It was also noted that a grant application towards the cost of a defibrillator to be located at the school had been received from Broadmayne First School. The Parish Council expressed its support for a defibrillator at the school site but, before making a decision on making a grant, asked the Clerk to obtain further information from the school about long-term funding for the facility.

New seats/works near D-Day memorial
19/107 The Clerk reported that she had been advised that section 106 money could not be made available for landscaping works around the D-Day memorial. She had proceeded to order the three new seats, one of which would be located close to the memorial. A quotation of £420 for the landscaping works had been obtained from Wessex Grounds Services. It was agreed to proceed with these works, with the costs being met from the environmental works budget head.

Correspondence
19/108

(i) A message from Dorset Council advising of a consultation on polling arrangements was noted. It was agreed that Cllrs would consider this consultation and advice the Clerk if they considered that any comments should be made.
(ii) Notification of arrangements for the DAPTC AGM in November was noted.

Matters of Report
19/109

(a) The Clerk reported on the following matters:

(i) Review of Standing Orders It was agreed that Councillors would consider the Clerk’s proposals for the review over the coming month with a view to making a decision at the September meeting.
(ii) Rights of way The problems on field-edge paths had been reported to Dorset Council and she was investigating the possibility of the Parish Council entering into a ‘Service Level Agreement’ with Dorset Council as a means of ensuring that these paths were cut back twice a year. There would be a cost to the Parish Council of such an arrangement.
(iii) Travellers on Ridgeway On 23 July, the Gypsy and Traveller Liaison Officer at Dorset Council had advised that the matter had now been referred to the Council’s legal department and that she would be carrying out a ‘needs assessment’ of the travellers. In the absence of any update on the situation, the Clerk was instructed to seek further information on the process and timetable for legal action and to express the Parish Council’s concerns about the delays in securing that action.
(iv) Refurbishment of the main notice board This was underway; the lettering would be replaced in due course. (iv) FreshAir Fitness had provided a quotation for the annual maintenance of the fitness trail. This had gone up by over 30% but the company said that this was due in part to the age of the equipment. It was agreed that this maintenance, carried out by the manufacturers, was essential and that the Clerk should arrange for it to be carried out.
(v) A letter had been sent to one of the allotment tenants because his plot was unworked. The tenant said that he wished to retain the plot. As this was the second occasion he had been reminded about the state of his plot, the situation would have to be monitored.

(b) The Chairman reported that although a trough for plants had been placed at the war memorial in place of cut flowers, there were still problems in ensuring its maintenance and that it was watered. He suggested that a possible solution would be to only place flowers there on special occasions. It was agreed that the Chairman and a local resident would consider a new scheme.

(c) Councillors

(i) Cllr Griffith reported that there were still problems with vehicles parking at the garage site blocking visibility for cars exiting Chalky Road. The Clerk would again raise this with the PCSO.
(ii) Cllr Lawley reported that the northern end of Bramble Drove was overgrown and that the hedge of the property on Broadmead at the junction of Conway Drive and Bramble Drove was overhanging the footway.
(iii) Cllr Macer-Wright reported that hedges on Knighton Lane between Old Brickfields and the school were also overhanging the footway. The Clerk would pursue these matters as appropriate.

Date of next meeting
19/110 The date of the next meeting was confirmed as Monday 2 September 2019 at the Methodist Church Hall at 7.30 pm.