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

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

Apologies for absence
19/111 There were none

Declarations of Interest
19/112 Cllrs Marriott and Toogood in respect of minute 19/117(c) as they are members of the Broadmayne Playing Fields Association Committee.

Minutes of meeting held on 5 August 2019
19/113 The minutes of the meeting held on 5 August 2019 were approved and signed as a correct record.

Planning and Tree Matters

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

(i) 14 Knighton Lane: permission granted for non-material amendment to existing planning permission (for the alteration of fenestration and installment of a canopy).
(ii) 1 Watergates Lane: outline application for erection of two dwellings with off road parking; planning permission refused.

(b) Consultations

(i) 47 Chalky Road: demolition of the existing house and erection of replacement dwelling, along with new external finishes to the existing garage and driveway. The Parish Council considered this application and, after discussion, resolved not to object to the proposal, there being no planning reasons to do so.
(ii) Former Olds Garage site, Main Street: variation of condition 1 of existing planning permission to amend approved plans. The Parish Council considered this application and, after discussion, resolved not to object to the proposal but to make a comment to the effect that the change in parking arrangements would result in a loss of parking spaces for visitors in an area of the village where there were already serious parking problems.
(iii) Whitcombe Monymusk Racing Stables, Whitcombe: change of use to holiday village to consist of use of existing buildings as holiday accommodation, restaurant and spa and use of land for parking and outline application for the erection of extensions to existing buildings, new build holiday accommodation, cycle hire/store and indoor leisure facility (details of access, layout and scale, all other matters reserved). The Parish Council considered this application and, after discussion, resolved to object to the proposal on the grounds that insufficient information had been provided about the mitigation of the impact of the scheme on the local transport infrastructure, in particular on the junction of the access road with the A352, the capacity of the A352 and Coombe Valley Road, and no detailed provision had been made to improve the cycle path, footpath and bridleway links to Dorchester and nearby villages to accommodate visitors to the development.

(c) Other planning matters

(i) The following matter was noted: 18 Rectory Road: the TPO works application to reduce the crown of two copper beech trees and maintenance works on three sycamore trees had been approved.
(ii) An application to vary condition 1 of the approved plans for the development at 6 Chalky Road would be considered at the October meeting.

Public participation session
19/115 The proprietor of Corner House Stores reported that the shop and post office would be closed for one week within the next two months to allow for a complete re-fit of the premises. This would provide more space and allow more products to be sold. She would endeavour to provide a limited service, selling newspapers, milk and bread during the closure but it had not proved possible to make arrangements for temporary post office facilities. The dates for the closure would be advertised as soon as they were known. The chairman thanked her for bringing this to the attention of the Council and the Councillors wished her continued success with the business.
Other matters raised by members of the public included concerns about the loss of business at the shop and pub while the roads were closed for events such as Iron Man, concerns about rights of way, the persistent parking at the garage site causing visibility problems, and the size and speed of tractors using Chalky Road causing damage to the verges. Particular concerns were expressed by householders adjoining the garage site because their garden was now being damaged because of a gap in the wall, following demolition works. These matters would be pursued by the Parish Council where it was possible to do so.

19/116 Cllr Tarr reported that he had met with the CEO of Dorset Council and with cabinet members to discuss their relationship and interactions with parish councils. He hoped that meetings between parish councils and representatives of Dorset Council to discuss this could be arranged for early 2020.
The Clerk read a report from the Police Community Support Officer (PCSO) which covered a recent incident involving rogue traders in the village, youths exercising a dog on the playing field, and the issue of parking at the old garage site. The officer had not encountered a visibility problem at the Chalky Road/Main Street junction when she made a visit but she would continue to monitor it. The Clerk was instructed to contact the PCSO again to explain that the parking at the garage site was a serious and on-going problem.

Financial Matters

(a) The Clerk had prepared the September financial statement, showing the receipts and payments since the last meeting. It was proposed by Cllr Toogood, seconded by Cllr Lamb, and RESOLVED to approve the following payments:
Payments to be made
DAPTC (fee for new Cllr training: Cllr Lawley) £ 40.00
J.Davis (clerk’s salary: July/Aug/Sep) £1,166.92
HMRC (PAYE income tax on clerk’s salary) £ 291.80
(b) The Clerk reported that the internal auditor had carried out the first internal audit of the year and had no matters to report.
(c) The Parish Council considered two grant applications from Broadmayne Playing Fields Association. The first was their annual request for payment of insurance and the annual safety inspection amounting to £825.10. The second application was for £2000 to pay for the re-surfacing of the basketball court. After discussion, it was proposed by Cllr Macer-Wright, seconded by Cllr Griffith, and RESOLVED to make both of these grants.

19/118 Cllr Marriott reported that he was pursuing the transfer of the Broadmayne Defibrillator funds to the parish council and joint working on defibrillator matters with Broadmayne First School. He confirmed that a training event organised by the South Western Ambulance Service NHS Foundation Trust (SWASFT) would be held in the village hall on Saturday 26 October from 10 am to 12 noon.

Travellers on the Ridgeway
19/119 The Clerk reported that she had been advised by the Gypsy and Traveller Liaison Officer at Dorset Council that the needs assessment had revealed information which meant that it would not be possible to initiate the eviction process until September. The matter would be referred back to the council’s legal department then. Councillors expressed serious concern at the length of time it was again taking to deal with the traveller encampment, given its location within the AONB, the rubbish it was generating and the adverse effect on tourism. After discussion, it was agreed that a letter should be sent to the Leader of Dorset Council and copied to the CEO, setting out these concerns. The Clerk was also instructed to continue to liaise with the Gypsy and Traveller Liaison Officer.

19/120 The following communications were noted:

(i) From the Rotary Club advising of the annual Dorset Bike Ride on 8 September; the route included Chalky Road and Knighton Lane.
(ii) From Dorset Council consulting on the extension of all existing dog-related public space protection orders until December 2020 pending a full consultation and the production of a new single order to replace them.

Matters of Report

(a) The Clerk reported on the following matters:

(i) Review of Standing Orders It was agreed that the Clerk should undertake a review of the Standing Orders to ensure that all recent changes in legislation were covered.
(ii) Rights of way A paper from the Clerk on the possibility of entering into a “service level agreement” with Dorset Council for the guaranteed maintenance of certain rights of way was noted. It was agreed in principle that this should be pursued and the Clerk was instructed to continue discussions with Dorset Council officers, and to include funding for the agreement in the 2020/21 draft budget.
(iii) Remembrance Sunday arrangements The Clerk has carried out an informal consultation with the householders along the stretch of Main Street to be closed to traffic during the ceremony and she would now apply for the necessary traffic regulation order.
(iv) New seats These were due to be installed on 6 September.
(v) Fitness Trail The supplier would be undertaking the annual maintenance and inspection on 17 September.

(b) The Chairman reported that privately funded re-surfacing work was to be undertaken on a stretch of Watergates Lane on 16 September and that the lane would be closed for access on that day.

(c) Councillors
Cllr Lawley
reported that there was fly tipping in the verge of Combe Valley Road.
Cllr Toogood
said that she was pleased to note that the white lines had been painted on the edge of the road at the western end of the village, including the “virtual pavement” outside the church.
Cllr Macer-Wright suggested that Tim Merry of J.V. Farming should be asked if the new access arrangements on the fields had improved the situation regarding dog fouling.

Date of next meeting
19/122 The date of the next meeting was confirmed as Monday 7 October 2019 at the Methodist Church Hall at 7.30 pm.