December 2018


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

In attendance County Cllr N Ireland, District Cllrs N Bundy and A Thacker and 2 members of the public.

Apologies for absence
18/156 An apology for absence had been received from the Clerk.

Declarations of Interest
18/157 Cllrs Diamond and Lamb declared an interest in the grant application to be made by the Village Hall Committee of which they are members (minute 18/162(b)).

Minutes of meeting held on 5 November 2018
18/158 The minutes of the meeting held on 5 November 2018 were approved as a correct record and signed.

Planning and Tree Matters
18/159 (a) Decisions and correspondence on previous applications The following decision was noted: 5 South Drove; erection of annex/outbuilding: planning permission granted subject to three conditions.
(b) Consultations

(i) 49 Chalky Road; erection of extension to annex. The Parish Council considered this application and, after discussion, resolved not to object to the proposal.
(ii) 8 Old Brickfields; fell one ash tree (decayed buttress with cavities). Following e-mail exchanges the Parish Council had agreed not to object to this proposal.

Public participation session
18/160 The following matters were raised by members of the public:

(i) Chapel Close exit/Main Street parking, item 8 from the agenda was brought forward. A member of the public stressed the need for designated parking spaces in Main Street in the vicinity of the entrance to Chapel Close (see minute 18/145). She said that the implementation of the H-bar across the entrance to Chapel Close and Barton Cottage had made parking more difficult and had a negative impact for all residents in the area (correspondence had been circulated). Cllr Eaglestone explained the difference between designated and allocated parking, both schemes requiring a TRO from the County Council. TROs are costly and likely to take 18 months at least and are determined on a score basis. He said that an application in this instance would be unlikely to be prioritized and this was confirmed by County Cllr Ireland. It was agreed to further discuss allocated parking and residents’ permits with the County Council and monitor the current situation.
(ii) A member of the public expressed concern that garden rubbish is being deposited at the allotments, see minute 18/164.

18/161 County Cllr Ireland reported that Tier 2 officer recruitment was under way for the new Dorset Council, appointments will be ratified at the Shadow Council meeting on 13 December and many Tier 2 managers will not be replaced. There will be a Cabinet meeting on Wednesday to discuss the reduced proposals for SEND transport. He reported a meeting with Whitcombe PC to discuss the possibility of further reducing the speed limit on the A352 to 40mph in the vicinity of Whitcombe. He also reported Wessex Water will be working on the A352 14-18th December and DCC will be undertaking patching for pre-surface dressing this week. District Cllr Thacker reported on the continuing transition to the Dorset council and outlined the enormity of the TUPE transfers for employees. Planning areas are being finalised and efforts being made to ensure community safety will receive full local representation. Many local services will continue unchanged initially, with changes being managed throughout the first year. Cllr Toogood reported that Broadmayne Playing Fields Association had held its AGM and elected a new chairman. The new boat and train will be installed in the play area on 4 January 2019. The Chairman reported on the DAPTC AGM. All resolutions were passed and keynote speakers were Rebecca Knox and Jill Haynes reporting on progress to the new unitary authority. He also reported on the AGM for DAPTC Central Area Committee, Alan Thacker was re-elected as chair, and has also been elected as chair for DAPTC

Financial Matters
18/162 (a) The Clerk had prepared the December financial statement, showing the receipts and payments since the last meeting. It was proposed by Cllr Eaglestone, seconded by Cllr Marriott, and RESOLVED to approve the following payments:
Payments already made
Information Commissioner Fee £ 40.00
Payments to be made
Broadmayne Playing Fields Association £ 762.82
J.Davis (Clerk’s salary: Oct/Nov/Dec) £1,139.12
HMRC (income tax on above) £ 284.80
(b) Grant application from Village Hall Committee The Parish Council considered a request for grant support from the Village Hall Committee for remedial works to be undertaken to trees alongside Cowleaze Road. The amount requested was £480. This was agreed in principle and will be formally resolved at the next meeting.

Emergency Plan
18/163 Cllr Lamb reported that subject to a few minor amendments the Emergency Plan was now complete and ready for publication. 30 copies of the Plan were needed at a cost of £131.00 + vat. In view of the wish to have the Plan circulated and established for the winter months, the payment was approved in principle, and will be resolved at the next meeting. Cllr Lamb was thanked for his hard work in bringing the Plan together.

18/164 The Chairman reported on the meeting with tenants on 10 November at which a number of issues had been resolved. The Parish Council had agreed to write to persons concerned to make it clear that the dumping of commercial garden waste at the allotment site was unacceptable. One of the outcomes of the meeting was that the Parish Council would investigate the costs of engaging a contractor with a digger to flatten the smouldering waste heap. Subsequently, the Vice-Chairman, the Clerk and one of the tenants met with a contractor to get an estimate of the cost of this work. The sum of £350 was quoted, plus additional costs if any materials needed to be removed from the site. On the grounds that the work needed to be done quickly to deter any further unregulated fires at the site, the Clerk had exercised her powers under Financial Regulation 4.5 to authorise the work. Under Regulation 11.1(h), where the value of any contract is above £100 but below £3,000 the Clerk is required to strive to obtain three estimates. The Clerk had recommended that Regulation 11.1(h) be suspended (by virtue of Regulation 18.2). The grounds for the suspension being that the firm in question is a reliable local contractor who has previously done an excellent job on the same site. It was proposed by Cllr Eaglestone, seconded by Cllr Griffith, and RESOLVED to suspend Regulation 11.1(h) on this occasion. An application had been made to WDDC for a S106 grant to cover the cost of this work, and approval had been received.

18/165 The following items of correspondence were noted:
(i) Consultation on the Sutton Poyntz Neighbourhood Plan The contents of the Plan had been noted but the Council did not wish to make a formal response to the consultation. A further discussion ensued on the relevance of Neighbourhood Plans. The preparation of such a Plan requires full team commitment, significant finance and the necessary drive and support of the community.

Matters of Report
18/166 (i) The Chairman reported the offer of an informal meeting with the Community led Housing Enabler re Community Land Trust. The subject of CLTs had been raised previously and in the absence of any suitable projects to take forward no meeting would be arranged.
(ii) Cllr Marriott reported complaints of dog fouling in many places in the village. The dog warden has been notified and will be doing extra patrols in the village and putting up additional notices.
(iii) Cllr Griffith reported on fly tipping at the top of Chalky Road, as a result of hedge-cutting, black bags left on the verge had been split spreading plastic and contents over the hedge and verge. A sofa had also been left on the edge of the verge of Chalky Road at the first bend beyond the end of the 30mph speed limit. The Clerk would be asked to report these matters. He also reported on drainage works taking place in Chalky Road and commented on the effectiveness of the clearance of debris from the corner by Woodacre. It was agreed to monitor this.
(iv) Cllr Macer-Wright reported on blocked drains and gullies in Knighton Lane. The Clerk would be asked to report this, together with the drains/gullies at the end of Rectory Road.
(v) Cllr Eaglestone reported the build up of leaves on the pavement in Knighton Lane, between No 10 and Old Brickfields entrance. The Clerk would be asked to report this. He also gave an update on the Conway Drive/Bramble Drove drainage repairs – DCC have limited funds and work will not be undertaken this year as promised, but will be included in the list for next year.

Date of next meeting
18/167 The date of the next meeting was confirmed as Monday 7 January 2019 at the Methodist Church Hall at 7.30 pm.