Minutes 1st August 2016

Minutes of the Meeting Held On Monday 1 August 2016 in the Methodist Church Hall, Broadmayne

Present Cllrs S Diamond, D Eaglestone, C Griffith, K Jury, P Lamb and S Toogood.
In attendance Dr J Davis (Clerk), District Cllr N Bundy, District Cllr A Thacker, and two members of the public.

Apologies for absence
16/101 An apology for absence had been received from County Cllr Canning.

Resignation of Cllr Hatcher and Casual Vacancy process
16/102 The Clerk reported that following the resignation of Cllr Hatcher, she had advised WDDC of the casual vacancy. The District Council had provided a notice advising the electorate that if ten electors notified WDDC within 14 days that they wanted an election then there would be one. If there was no request for an election then it would be open to the Parish Council to co-opt someone. The 14 day period had expired on 29 July.

Declarations of Interest
16/103 There were none.

Minutes of meeting held on 6 June 2016
16/104 The minutes of the meeting held on 4 July 2016 were approved and signed as a correct record.

Planning and Tree Matters

(a) Decisions and correspondence on previous consultations The following matters were noted:

(i) Black Dog Inn, 50 Main Street: erect two three bedroom bungalows; planning permission granted subject to five conditions.
(ii) Roman Hill Trading estate, Warmwell: erect two industrial units; planning permission granted subject to 14 conditions.

(b) Consultations

(i) Broadmayne Surgery, Osmington Drove: change of use from Doctor’s surgery to dwelling house to include alterations and extension to provide garage. The Parish Council had no objection to this application but proposed to make a comment requesting that Planning Officers investigated any conditions imposed at the time of the grant of the planning permission for the surgery.
(ii) 22 Chalky Road: two storey chalet style residence with attached garage to front elevation (amended plan). After discussion, and hearing representations from the applicant, the Parish Council resolved to maintain its objection to this application on the grounds of its detrimental impact on neighbours because of the density of dwellings in a small area.
(iii) Land at Knighton Lane: housing development with the removal of condition 8 of outline planning approval to change siting of houses. The Parish Council supported the removal of condition 8, and the revised plans for this development.

(c) Other planning matters

(i) 6 Old Brickfields: fell one cypress tree and
(ii) Land to north east of Galton Road, Owermoigne: amended plans for construction of photovoltaic park (including access track and cable route). These two matters had been dealt with by e-mail exchanges between Councillors and no objection had been registered.

(d) Any planning matters received after the publication of the agenda The Parish Council noted that the Planning Inspectorate had dismissed the applicant’s appeal against WDDC’s decision not to approve the application for change of use of open space to residential amenity land and re-siting of boundary fence at 26 Old Brickfields.

Public participation session
16/106 A member of the public raised concerns about the very poor state of repair of the A352 within the village, the noise caused by traffic passing over many poorly fitting man-hole covers, and potholes in Knighton Lane. Cllr Eaglestone said that the poor state of the A352 had been raised with County Council officers when they made a site visit to consider road safety issues but the officers had said there were no plans to undertake repairs. District Cllr Thacker said that he had received complaints about the delivery lorries at Pipewise damaging the verge in Chalky Road. It was agreed that a letter should be sent to County Cllr Canning about the state of the A352 and Knighton Lane.

16/107 District Cllr Bundy reported that work on the re-organisation of local government in Dorset was continuing and that a major public consultation exercise would be undertaken on the options. Changing to a unitary authority system would be a massive change involving equalisation of council tax across combined authorities. It seemed likely that the new councils would come into existence in April 2019, with elections in May of that year. In view of this it was possible that the county council elections scheduled for May 2017 would be postponed. District Cllr Thacker concurred and said that it was essential that the financial implications of the changes were fully explained to the public. Cllr Toogood reported that the Playing Fields Association had placed the order for the new multi-play equipment, and that the air-skier had been repaired and the rest of the fitness trail serviced. The Chairman reported that Tim Clayton had joined the Village Hall Management Committee. Cllrs Jury and Griffith had attended a meeting of DAPTC Central Area at which there had been a presentation by DCC officers on future services.

Financial Matters
16/108 Financial Statement The Clerk presented the July financial statement, and drew the Council’s attention to the receipts and payments since the last meeting. These included a donation of £500 towards the village hall project. It was proposed by Cllr Toogood , seconded by Cllr Jury, and RESOLVED to approve payments as follows:
Payments already made
RJS Window Cleaning Services (bus shelter – six months) £158.40
Subscription to Clerks and Councils Direct £ 12.00
Payments to be made
Ricoh (photocopier ‘click’ charge: April to June) £ 6.60

Parish Plan
16/109 Cllr Griffith presented a revised progress report. Cllr Eaglestone would check with Bob Hatcher on the latest situation regarding the various road safety measures discussed with DCC. Consideration was then given to taking forward some of the other issues identified in the plan and it was agreed (i) that the Parish Paths Liaison Officer would undertake a survey of the rights of way within the parish so that future action could be planned; she would also liaise with Cllr Jury about improving the rights of way information on the website. (ii) the Clerk would contact DCC to see if there was any progress with the proposed Broadmayne-Dorchester cycle route.

Emergency Plan
16/110 Cllr Jury reported that discussions with volunteers were on-going.

Village Hall project
16/111 The Chairman reported that a group comprising three parish councillors, the Clerk, two members of the village hall management committee and a supportive resident, had been formed to assist with the identification of a contractor, specifying work, etc. A timetable for action had been drawn up. The Chairman proposed that the contracting group, through the Clerk, seek tenders from contractors they identify as willing to tender; that they make a selection based on criteria they develop; and that they recommend a contractor to the Parish Council and the Village Hall Management Committee for approval. This was seconded by Cllr Griffith and RESOLVED.

16/112 The following items of correspondence were noted and any necessary actions agreed:

(i) From WDDC: consultation on dog related Public Space Protection Order. The Clerk would write to check that the playing field, children’s play area and allotments would all be covered by the order.
(ii) From DAPTC: arrangements for 2016 AGM.

Matters of Report
16/113 The Clerk reported that all allotment tenants had been sent a letter seeking views on the possible conversion of plot 14 road-side into a car parking space/turning area. The letter also said that, as an alternative, the plot could be offered rent-free for 18 months to anyone willing to take it on. Nine of the 19 tenants had responded so far; seven agreed that the plot should be grassed over, one thought it should be kept as a plot and one expressed interest in working it.

The Chairman reported on the separate but related issue of allotment tenants’ parking arrangements. Following a complaint from a resident of Chalky Road about parking since the creation of the new footway outside Lytchetts, the Chairman and Cllr Lamb had made a site visit to consider the problem.

It was agreed that a further letter should be sent to the tenants asking them not to park on the verge between the new footway and the hedge, or on any private property, but that efforts would be made to improve the entrance to the allotments, making entry on to the site easier. No decision was made on the future of the vacant plot, pending any work associated with the gate and entrance.

Date of next meeting
16/114 The date of the next meeting was confirmed as Monday 5 September 2016 at the Methodist Church Hall at 7.30 pm.