BROADMAYNE PARISH COUNCIL
MINUTES OF THE PARISH COUNCIL MEETING HELD ON MONDAY 2 MARCH 2020
IN THE METHODIST CHURCH HALL, BROADMAYNE

Present

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

In attendance

Dr J Davis (Clerk), Dorset Cllr Tarr, and four members of the public.

Apologies for absence

20/28 Apologies for absence had been received from Cllrs Diamond, Griffith and Marriott. In the absence of the Chairman (Cllr Diamond), the Vice Chairman, Cllr Toogood, took the chair.

Declarations of Interest

20/29 There were none.

Minutes of meeting held on 3 February 2020

20/30 The minutes of the meeting held on 3 February 2020 were approved and signed as a correct record.

Planning and Tree Matters

20/31 The following matters were noted:

(a) Decisions and correspondence on previous applications 22 Chalky Road: erect garage with annex; planning permission granted subject to four conditions.
(b) Planning matters received after the publication of the agenda 18 Rectory Road: application to vary existing planning permission, to change position of garage. An extension to the consultation period had been obtained so that this application could be considered at the April Parish Council meeting.
(c) Other planning matters Cllr Lamb had circulated the papers (including the new Statement of Community Involvement) from the Dorset Council event for Parish Councils at which preparation of the new Local Plan had been discussed. Comments had been invited on these and he had obtained a short extension to the consultation period. He invited Councillors to send him any further comments as soon as possible, following which he would circulate a draft response prior to submission by 9 March.

Public participation session

20/32 Members of the public raised the following issues:

(i) Dog fouling on the verge at Charlmont Cross had been reported to the Dorset Council Dog Warden who had agreed to investigate the situation.
(ii) Further damage to the verge and road in the vicinity of the development at 6 Chalky Road had been observed. Cllr Lamb would endeavour to speak to the contractor and the situation would also be reported to Dorset Council.
(iii) The potholes at the bottom of Knighton Lane were getting worse. The Clerk would report these to Dorset Council.
(iv) There were problems with speeding on Knighton Lane, particularly during the morning school-run period. The Clerk would report this to the PCSO.

Reports

20/33

Dorset Cllr Tarr reported that a caravan on the Ridgeway had been drawn to his attention and that he had reported the situation to the Gypsy and Traveller Liaison Officer and to the Dorset Council legal team. The Liaison Officer would be making a site visit. He noted that the landowner had carried out some planting along the track which had narrowed the space available. The Clerk was asked to monitor the situation closely and to obtain regular updates from the Liaison Officer and the legal team. He also expressed his concern about the transparency of the Dorset Council policy in respect of referring planning applications to the planning committee. Cllr Lamb agreed that the rules were inflexible.
Cllr Toogood reported that the Playing Fields Association Committee had met at the end of February. Its next project would be the refurbishment of some of the artificial safety surfaces in the children’s play area and they had been accepted into the Tesco ‘Bags for Life’ fundraising scheme at the Dorchester branch which she urged everyone to support in April, May and June
Cllr Lamb reported that the Village Hall Management Committee had found a new booking secretary to be appointed at the AGM in April.

Financial Matters

20/34

(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 Macer-Wright, and RESOLVED to approve the following payments:
Payments already made
Dorset Council (Remembrance Sunday signage) £ 16.80
Payments to be made
Broadmayne Methodist Church (six-months room hire) £ 48.00
J.Davis (Clerk’s salary) £1,167.12
HMRC (PAYE income tax on Clerk’s salary) £ 291.60
Wessex Grounds Services (wild flower plugs) £ 48.00
J.Davis (Clerk’s out of pocket expenses* and ‘home as office’ allowance) £ 166.22
water2business (allotment water bill: Sept.19 – Feb.20) £ 20.18
(* for stamps and stationery)
(b) The Parish Council considered a grant application for £1,781 from St. Martin’s Parochial Church Council for annual maintenance work on the cemetery (grass cutting and tree works), and work on the church car park. After discussion, it was proposed by Cllr Toogood seconded by Cllr Macer-Wright, and RESOLVED to award the PCC a sum of £1,548.50 under section 214(6) of the Local Government Act 1972. This figure represents the full cost of the grass cutting and tree works and 75% of the cost of the car park works, reflecting the fact that the car park is used for general church purposes, not just by those visiting the cemetery.
(c) Review of internal controls/audit Plan for 2020–21 and Risk Assessment Cllr Macer-Wright had carried out a review of the internal controls and the risk assessment with the Clerk. The Parish Council was satisfied that no amendments were needed to the internal controls/audit plan, and noted some minor amendments to the risk assessment document. It was agreed that the latter should be signed-off by the Vice Chairman.

Damage to the SID and its replacement

20/35 The Clerk reported that the replacement SID had been installed at the western end of the village on 4 February and that it appeared to be working well. David Eaglestone had said that he hoped to be able to download speed data from the new SID.

Dorset Council: consultation on a dog related Public Space Protection Order

20/36 The Clerk had prepared a draft response to this consultation and, after discussion, the response was agreed.

Allotments

20/37 The Clerk reported that the annual rent demands had been sent out at the beginning of February and that to date approximately half of the payments had been made. The Clerk also reported that one tenant had moved to Dorchester. The tenancy agreement requires that tenants are residents of Broadmayne. If they cease to do so then the continuation of their tenancy is at the discretion of the Parish Council. After discussion it was agreed that, given that there are four people on the waiting list, this agreement should not be renewed. The Clerk was asked to write to the tenant in question to explain the situation and to provide information about allotments in Dorchester.

The old bus shelter

20/38 The Clerk reported that she had approached five local contractors for an estimate for the cost of a new roof on the bus shelter. Three of those approached were unable to do the job but two estimates had been obtained. She would prepare a report for consideration at the April Parish Council meeting.

Annual Parish Meeting

20/39 It was proposed that an officer of Dorset Council with responsibility for dealing with flooding issues be invited to speak to the Annual Parish Meeting. The Clerk was asked to investigate this

Correspondence

20/40 From Magna Housing: Dorset Best Village competition It was agreed that, given the on-going building works around the village, Broadmayne would not enter the Best Kept Village competition this year, but that the Parish Council would nominate Local History Broadmayne for the Community Heritage Award. The Clerk would also ask the owners of Corner House Stores if they would like to be nominated for the Best Village Shop award.

Matters of Report

20/41

(a) The Clerk reported on the following matters:
(i) Problems arising from works at the drive at 47 Chalky Road had been drawn to the attention of the Community Highways Officer. He had not found any safety issues but he would continue to monitor the situation.
(ii) The rights of way problems raised at the February Parish Council meeting had been reported to Dorset Council, and to the Parish Council’s contractor. The finger posts had been repaired and the footpath between Knighton Lane and the church had been cut back. Work had been undertaken on the stile near Littlemayne. The hedge on Knighton Lane and the state of the wall on Knighton Lane had also been reported to Dorset Council.
(b) Cllr Lawley said that some of the rubbish on Bramble Drove had been removed.
(c) Cllr Lamb said that the Broadmayne Community Emergency Plan did contain a section on pandemic flu which would be activated following advice from central government or the World Health Organisation.
(d) Cllr Macer-Wright said that he had visited Martel Close to look at the site of the flooding with a Dorset Council officer who would be pursuing the matter further.

Clerk’s annual appraisal

19/42 The Clerk left the room 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.

Date of next meeting

20/43 The date of the next meeting was confirmed as Monday 6 April 2020 at the Methodist Church Hall at 7.30 pm.