BROADMAYNE PARISH COUNCIL

MINUTES OF THE PARISH COUNCIL MEETING HELD REMOTELY ON 1 MARCH 2021

 

Present

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

In attendance

Dr J Davis (Clerk), Dorset Cllr Tarr (minutes 21/27 to 21/32), and two members of the public.

Apologies for absence

21/24              An apology for absence had been received from Cllr. Toogood.

Declarations of Interest and requests for dispensations

21/25              There were none.

Minutes of meeting held on 1 February 2021 

21/26             

The minutes of the meeting held on 1 February 2021 were approved as a correct record. They would be signed in due course.

Planning and Tree Matters

21/27             

Response to the draft of the Dorset Council Local Plan  A draft response prepared by the Clerk using comments submitted by Cllrs was discussed and the Clerk was asked to add reference to a number of additional issues which the plan failed to properly address e.g. provision of charging points for electric vehicles, second homes and empty properties.  The Clerk would amend the response and, subject to final review by the Chairman, make the submission to Dorset Council.

Public participation

21/28            

A member of the public, having noted that work had been undertaken on the Main Street footway at Olds Mews, asked if Dorset Council intended to introduce any measures to prevent parking there.  The Chairman said that the Parish Council had lobbied hard for such measures but had been advised by Dorset Council that preventative parking measures were not usually introduced unless there was a clear need for them.  The Parish Council was therefore monitoring the situation and urged residents to record and report to them any incidents of parking at that location.

Reports

21/29             

(a) Dorset Cllr Tarr reported on-going concerns in the parish of Winterborne Farringdon about Dorset Council’s failure to determine the planning application for the Whitcombe Monymusk Racing Stables (change of use to holiday village and associated extensions and new builds).  Further concerns about the development had been raised in a letter from Historic England which had drawn attention to nearby Medieval settlement remains, a barrow, and the Grade 1 listed church and Conservation Area at Whitcombe.  Broadmayne Parish Council had already made two representations about this application and, after discussion, it was agreed to write again to the planning officer to urge that the application be determined as soon as possible.

(b) The Chairman reported on behalf of Cllr Toogood (for BPFA) that, in accordance with Government regulations (but subject to any subsequent changes in those regulations) the fitness trail and tennis court would be reopened as from 22 March.

(c) The Chairman reported that he and Cllr Toogood had attended a meeting of the DAPTC central area committee. The meeting heard that that the Government had not so far extended beyond 7 May the time period during which local government meetings could be held remotely.  He said that Broadmayne Parish Council would need to assess where it could hold meetings if the remote meeting option was unavailable since the Methodist Church hall was too small to allow for social distancing.  DAPTC had also advised that a new model Code of Conduct had been prepared by NALC which the Parish Council would need to consider and adopt.

(d) The Clerk read a report from the PCSO.   Two problems has been reported in the last month an incidence of anti-social behaviour when empty cider cans and a broken vodka bottle were found in the children’s play area, and an attempted theft from a van in Watergates Lane.  The vehicle was damaged but nothing was stolen.

(e) Cllr Lamb had attended a meeting of the Climate Change and Ecological Emergency Support Group and Cllr Marriott had attended a meeting of the West Knighton Village Green Committee at which the possibility of re-laying the football pitch had been discussed.

Financial Matters

21/30

(a) The Clerk had prepared the March financial statement, showing the receipts and payments since the last meeting.   It was proposed by Cllr Lamb, seconded by Cllr Marriott, and RESOLVED to approve the following payments:

Payments to be made

Steve Diamond (refund of Zoom payments)                                            £     28.78

Dorset Council (SLA for rights of way)                                                      £1,558.80

Poundbury Build & Maintenance (bus shelter roof replacement)         £1,044.00

Janet Davis (Clerk’s salary: Jan/Feb/March)                                           £1,498.12

Clerk’s out of pocket expenses (2020/21)                                                £   178.12

Grant to St. Martin’s PCC for churchyard maintenance                         £1,920.00

(b) Review of Financial Regulations        The Clerk had incorporated the changes agreed at the February meeting into a new document.  It was proposed by Cllr Griffith, seconded by Cllr Marriott, and RESOLVED to adopt the new version of the Financial Regulations.

(c)  Review of internal controls/audit Plan for 2022–22 and Risk Assessment  The Parish Council considered these documents and was satisfied that no amendments were needed. It was proposed by Cllr Griffith, seconded by Cllr Lamb, and RESOLVED to approve these documents.  The latter would be signed by the Chairman in due course.

(d) The Parish Council considered a grant application for £1,920.00 from St. Martin’s Parochial Church Council for annual maintenance work on the cemetery (grass cutting and tree works).   After discussion, it was proposed by Cllr Griffith seconded by Cllr Lawley, and RESOLVED to award the PCC the full sum requested, under section 214(6) of the Local Government Act 1972.

(e)  Wessex Grounds Services had advised that their fee would rise by 2% in each of the next two years.  In the light of this, and the ongoing satisfaction with the work being undertaken, it was proposed by Cllr Marriott, seconded by Cllr Griffith, and RESOLVED to continue with the contract for a further two years.

Shared-use route Broadmayne to Dorchester Working Group

21/31       

Cllr Macer-Wright reported that some progress had been made with the project.  One of the landowners over whose land the proposed route would run had agreed to the relevant bridleway being used, and to it being suitably surfaced.   Dorset Cllr Tarr had spoken with the second landowner and hoped to meet him within the next month.  A further meeting with Dorset Council officers was scheduled for late April.

Caravan on the Ridgeway 

21/32

The Clerk reported that Dorset Council was treating the latest caravan on the track as an abandoned vehicle.  Notice had been posted requiring the owner either to remove it or to contact the Council by 22 February, otherwise it would be disposed of.  As of 27 February it was still in place.  The Clerk was instructed to monitor the situation and pursue with Dorset Council officers as necessary.

Annual Parish Meeting and Annual Report

21/33 

Noting that the Government had yet to announce whether the regulations allowing local government meetings to be held remotely would be extended beyond 7 May, or if the requirement to hold Annual Parish Meetings would again be suspended, the Parish Council agreed to keep the holding of an Annual Parish Meeting on 17 May under review and to commence the production of an Annual Report which could be published on-line and made available in, for example, the shop, if hand delivery was not possible at the time.

Correspondence

21/34

(i)  From the Dorset & Wiltshire Fire and Rescue Authority  Consultation on the draft Community Safety Plan 2021-24.  It was agreed that Cllrs would look at the plan and advise the Clerk of any comments in time for a response to be agreed at the April Parish Council.

(ii)        Dorset Council Community Governance Review   This communication, giving advance warning of Dorset Council’s formal review of the governance of parish councils later in 2021 was noted.

Other matters of report

21/35

(a) The Clerk reported on the following matters.
(i) Allotments.  About three-quarters of the rents had been paid.  A further tenant has relinquished his plot but two more people had been added to the waiting list which currently stood at seven.
(ii) Stiles. The Area Warden was talking to the landowner about replacing the stile on the path off Knighton Lane but had yet to report back the possibility of replacing the stile at the parish boundary on the path behind the church.
(iii) Following a report from a resident,  an advertisement board on a fence on Chalky Road had been reported to DC.  This is being investigated as a possible breach of planning regulations.

(iv)  Tadnoll Springhead Project  Robin Walls was continuing to work on this with support from Cllr Macer-Wright.

(b) The Chairman  reported on the following matters.
(i) Potholes  He had met with the Dorset Council Community Highways Officer to show him some of the potholes on village roads. Some in Chalky Road had been filled recently, and others had not reached intervention levels. However, parts of Chalky Road, Rectory Road and Broadacre were on a register of future projects (no dates, and budget dependent). Some of the road-edge alongside the allotments would also be dealt with.
(ii) The apparent water leak on Knighton Lane which had caused problems in the cold weather had been investigated by Wessex Water but was a ground water issue which they could not resolve.

(c) Councillors
Cllr Lamb had attended a session for community emergency volunteers.
Cllr Macer-Wright had attended a session on community awareness of flooding issues.  He also reported on progress with the FTTP Broadband project.  Open Reach had replied to the resident researching the project with the suggestion of a co-funding initiative.  With grants and 182 households signed-up, it appeared that FTTP could be made available to almost all properties in Broadmayne and West Knighton at no cost.  A few more isolated properties already had access through another scheme. He also congratulated the West Knighton resident who was undertaking litter picking along local roadsides.
Cllr Griffith reported that there were traffic and parking issues associated with the building works at 22 Chalky Road and that the verge was still unavailable to pedestrians.  It was agreed that the Parish Council should write to the landowner concerned to express those concerns.

Clerk’s annual appraisal

21/36 

The Clerk left the meeting for this item.  Councillors noted the report of the appraisal conducted with the Clerk by the Chairman and the Vice Chairman in February and agreed the recommendations.  The Clerk was thanked for her work and for the support given to the council throughout the year.

Date of next meeting

21/37 

The date of the next meeting was confirmed as Monday 12 April 2021 at 7.30 pm.  By Zoom, unless otherwise advised.