Minutes 3rd October 2016

Minutes of the Meeting Held On Monday 3 October 2016 in the Methodist Church Hall, Broadmayne

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

Apologies for absence
16/128 Apologies for absence had been received from Cllr Jury and County Cllr Canning.

Declarations of Interest
16/129 There were none.

Minutes of meeting held on 5 September 2016
16/130 The minutes of the meeting held on 5 September 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) 4 South View: extension and internal alterations; planning permission granted subject to two conditions.
(ii) Land to north east of Galton Road, Galton (neighbouring parish): photovoltaic park; planning permission granted subject to 15 conditions.
(iii) Broadmayne Surgery, Osmington Drove: change of use to dwelling house to include alterations and extension to provide garage; planning permission granted subject to three conditions
(iv) 22 Chalky Road: two storey chalet style residence with attached garage; planning permission granted subject to seven conditions.

(b) Any planning matters received after the publication of the agenda Consultation on TPO application: 10 Old Brickfields—reduce one goat willow tree and one oak tree and fell one oak tree. The Parish Council had no objection to this application, but noted an error in the tree report which would be brought to the attention of WDDC.

Public participation session
16/132 A member of the public reported that works were being undertaken at 27A Watergates Lane which included a summer house and swimming pool and asked if planning permission had been sought. The Clerk was asked to bring the matter to the attention of the planning department at WDDC and seek their advice.

16/133 District Cllr Bundy reported on the following matters:

(i) Local government reorganisation in Dorset and the importance of as many people as possible participating in the consultation.
(ii) WDDC’s five year housing land supply which had fallen below the level required by government. This had major implications for the approval of planning applications because it meant that less weight could be given to Local Plan policies such as defined village boundaries.
(iii) The Local Plan was being reviewed in an effort to identify more land for development.
(iv) The Planning Department was being restructured in response to ongoing criticisms of the time taken to process planning applications and searches.
(v) He also mentioned a number of important consultations being undertaken at present. Central government was consulting on council tax support; referenda for, and capping of, precepts for town and parish councils; and Parliamentary constituencies (the latter would see Broadmayne and West Knighton moved to the South Dorset constituency). In addition, WDDC was consulting on the possible closure, or moving to the library, of the Tourist Information Centre in Dorchester. He urged everyone to respond to this. District Cllr Thacker stressed the importance of the reorganisation debate and urged everyone to participate, and also reported that instant fines were being introduced for litter dropping and fly tipping. Cllr Toogood reported on behalf of the Playing Fields Association that the installation of the new multi-play equipment in the children’s play area had been delayed until 6 October. She also reported that there had been further complaints about the length of the grass of the playing field which was growing particularly vigorously in present weather conditions. Discussions had taken place with the contractor and the football team and it was hoped that the matter had now been resolved.

Financial Matters

(a) Financial Statement The Clerk presented the September financial statement, and drew the Council’s attention to the receipts and payments since the last meeting. It was proposed by Cllr Toogood seconded by Cllr Griffith, and RESOLVED to approve payments as follows:

Payments already made
Wessex Grounds Services (grass cutting: 2nd quarter) £834.00
BDO LLP (external audit fee) £360.00
Payments to be made
Morgan Carey Architects (for copies of the hall tender documents) £10.56
Wessex Water (allotment water bill: February to August) £159.34
Broadmayne Methodist Church (room hire: April to September) £36.00
Refund of allotment deposit £50.00
(b) The Clerk reported that the external auditors, BDO LLP, had completed the audit for the financial year ended 31 March 2016, and had identified no matters requiring attention. Councillors noted the Annual Return. It was proposed by Cllr Toogood, seconded by Cllr Eaglestone and RESOLVED to approve and accept the Annual Return.
(c) The Clerk reported that the internal auditor had carried out the first internal audit of the current year and had found one payment authorisation slip which did not show the correct minute number. She had identified and corrected this.

Local Government reorganisation in Dorset
16/135 Reports from Cllrs Griffith and Lamb who had attended seminars on this issue were noted, and the Parish Council’s response to the consultation was discussed. After debate it was agreed that the Council would indicate that it tended to support option 2B which grouped Bournemouth, Poole and Christchurch as a single authority, and the rest of Dorset as a single authority.

Parish Plan
16/136 Cllr Eaglestone reported that he remained in contact with DCC officers about the road safety aspects of the plan which included improved road markings, LED lights at the zebra crossings, a mirror at the end of Bramble Drove and the painting of the wooden ‘gates’ at the main entrances to the village. District Cllr Thacker also reported that the Rectory Road junction with the A352 was going to be re-examined. The Clerk reported that Tara Hansford, the Countryside Project Development Officer at DCC, was now taking the lead on the development of the cycle track. She and a colleague had recently made a site visit and believed that existing bridleways could be improved to provide a safe off-road route between Broadmayne and Dorchester. She asked to meet with representatives of the Parish Council to discuss this further.

Village Hall project
16/137 The Chairman reported that a number of companies had expressed an interest in tendering for the building contract, and that the closing date for receipt of tenders was 14 October.

Arrangements for Remembrance Sunday
16/138 It was proposed by Cllr Eaglestone, seconded by Cllr Toogood and RESOLVED to make a donation of £100 to the Royal British Legion Poppy Appeal for a wreath to be laid on behalf of the Parish Council. The Clerk would confirm the usual arrangements for the day with the churches, and ensure that the Scouts, Cubs, Beavers, Brownies and residents of West Knighton were invited. Councillors were asked to consider who should be invited to read the exhortation this year.

16/139 The following items of correspondence were noted and any necessary actions agreed:

(i) From DCC: Working Together with Highways document. It was agreed that this should be considered as a substantive item at the November Parish Council meeting.
(ii) From DCC: implementation of changes to the library service.
(iii) From DAPTC: Attendance at AGM on 5 November. Neither the Chairman nor the Vice Chairman was available to attend this meeting. Cllr Jury would be invited to attend.
(iv) From SSE Enterprise: Street lighting replacements in Broadmayne.
(v) From the Environment Agency: Groundwater Flood Warning Service.
(vi) From WDDC: Five year housing land supply.
(vii) From NALC/DAPTC: government consultation on council tax referendum principles. It was agreed that the Parish Council should respond to this, indicating that the imposition of referendum principles to parish and town council precepts was an unnecessary and unworkable proposal.

Dates of Parish Council meetings in 2017
15/140 The Clerk presented the calendar of Parish Council meeting dates for 2017. These were noted and approved.

Matters of Report
16/141 The Clerk reported that the works at the allotment gate would be carried out on 6th October, weather permitting. The hedge line on Chalky Road, north of the allotments had still not been cut, although Magna Housing had arranged for many higher tree branches to be cut back. The Clerk would ask for the hedge to be cut as well. The allotment risk assessment had been carried out, and one plot was found to be unworked. Matters indentified were being pursued as necessary. One tenant had relinquished her tenancy and an existing tenant had moved to it. Since there was now a short waiting list for plots it should be possible to find a new tenant quickly.

Date of next meeting
16/142 The date of the next meeting was confirmed as Monday 7 November 2016 at the Methodist Church Hall at 7.30 pm.