BROADMAYNE PARISH COUNCIL
MINUTES OF THE PARISH COUNCIL MEETING HELD REMOTELY ON MONDAY 4 MAY 2020

Present

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

In attendance

Dr J Davis (Clerk), Dorset Cllr Tarr (until minute 20/50), and three members of the public.

Apologies for absence

20/44 There were none.

Declarations of Interest

20/45 Cllrs Diamond, Lamb and Toogood declared a non-pecuniary interest in the grant application from the CERT (minute 20/50(c)), being members of the CERT, and did not vote on that matter.

Minutes of meeting held on 2 March 2020

20/46 The minutes of the meeting held on 2 March 2020 were approved as a correct record. They would be signed in due course. (Note that the April 2020 meeting was cancelled because of the Coronavirus (COVID-19) restrictions.)

Planning and Tree Matters

20/47 The following matters were noted:

(a) Decisions and correspondence on previous applications Land at Knighton Lane: erection of three dwellings to include access and parking to rear; planning permission granted subject to 12 conditions. The Chairman reported that the applicants had also sought confirmation that two of the conditions in their original (2016) application had been complied with. He had sought clarification of the situation from the planning officer who had explained that the landowner for the site, not wanting to lose planning permission on the land for the older permission (for two dwellings) prior to the determination of the more recent application (for three dwellings), had sought to provide details required by pre-commencement conditions on the older permission prior to it expiring. In effect, permission now existed for both developments and it was for the developer to decide which to pursue.
(b) Consultations Nightingale, 3 Holcombe Valley Cottages: erection of dormer. The Parish Council considered this application and, after discussion, resolved not to object to the proposal there being no planning reasons to do so.

Public participation session

20/48 Members of the public raised the following issues:

(i) a member of the public asked if this was the Annual Parish Council meeting. The Chairman explained that the government had introduced regulations removing the need to hold annual meetings this year, and allowing post-holders to continue in post for a further year. Broadmayne Parish Council would not therefore be holding an Annual Parish Council meeting in 2020.
(ii) A member of the public queried the on-going presence of the caravan on the Ridgeway. Dorset Cllr Tarr explained that Coronavirus restrictions meant that it was not possible to require members of the travelling community to move, even when they had no legal right to be at a particular location. Dorset Council would be taking action to direct the occupant to move to a more suitable location as soon as the restrictions were lifted; they also hoped to introduce practical measures to ensure that the site was made, as far as possible, inaccessible for illegal occupation in the future.

Reports

20/49

Dorset Cllr Tarr also reported that he was actively supporting the introduction of the limited waiting traffic regulation order outside the shop.
Cllr Toogood reported that the Playing Field Association Committee was not meeting at present but was communicating by e-mail. In accordance with government regulations, the children’s play area had been locked and was not available for use, and the fitness trail had been taped off. The tennis court remained open for use only by members of the same households playing together.
Cllr Lamb reported that the Village Hall Management Committee was also conducting its business by e-mail, including holding its AGM. Two new trustees had joined the committee including the new bookings secretary, Anne Jones.

Financial Matters

20/50

(a) The Clerk had prepared the April and May financial statements, showing the receipts and payments since the last meeting. It was proposed by Cllr Toogood, seconded by Cllr Marriott, and RESOLVED to approve the following payments:
Payments already made
Jurassic Computers (laptop repairs) £265.00*
Wessex Grounds Services (final quarter grass/hedge cutting) £967.32*
(*These payments made in 2019-20 financial year)
Payments to be made
Broadmayne Village Hall (CERT COVID-19 meeting) £ 12.00
SLCC subscription £109.00
Ricoh (photocopier ‘click’ charge: Jan. to March 2020) £ 4.97
(b) The Parish Council noted the insurance premium of £396.08 for the period 13 May 2020 to 12 May 2021. It was proposed by Cllr Toogood, seconded by Cllr Griffith, and RESOLVED to make this payment.
(c) The Parish Council considered a grant application from the Community Emergency Response Team (CERT) for PPE items for the volunteer team costing £294.36. The Clerk reported that a resident had made a donation of £100 to support the work of the volunteer team. This would mean that only £194.36 would need to be paid by the Parish Council, under section 137 Local Government Act 1972), for this purpose. After discussion it was proposed by Cllr Macer-Wright, seconded by Cllr Griffith, and RESOLVED to make this grant. It was also agreed that Cllr Lamb should explore the possibility of grants for this purpose from other sources.
(d) The Parish Council noted the cost of the subscription to “Zoom” for the purposes of holding virtual Parish Council meetings at a cost of £14.39 (inc. VAT) per month. It was proposed by Cllr Toogood, seconded by Cllr Macer-Wright, and RESOLVED to make this payment on a monthly basis for as long as it remains necessary to hold remote meetings.
(e) The updated asset register was noted and approved.
(f) The effectiveness of the internal auditor and the appointment of internal auditor for 2020-2021 Having considered the effectiveness of the internal auditor, it was proposed by Cllr Griffith, seconded by Cllr Lamb, and RESOLVED to appoint Mr J Dickson as the Council’s internal auditor for the coming year. Mr Dickson had said that he was willing to continue in post.

Coronavirus (COVID-19) update

20/51 The Chairman reported that the Community Emergency Plan had been activated and that the Community Emergency Response Team (CERT) had met before lock-down. Over 100 volunteers had been recruited to carry out shopping, prescription delivery, dog-walking and telephone chats. The village (including West Knighton) had been divided into zones, each with a team leader, and requests for help made to the Community Emergency Response Coordinator, Alyson Carroll, were cascaded via team leaders to the volunteers. The demand for assistance was presently being comfortably met by this system, and the Chairman thanked all those involved. In addition, there was a dedicated Coronavirus page on the community website with links to many sources of help and information, and a resource page for the volunteers.

Allotments

20/52 The Clerk reported that all rents had been paid before the end of the financial year; one new tenant had taken a plot but there were still five people on the waiting list. Advice had been sought about keeping the allotments open during the COVID-19 emergency: they can be kept open providing that social distancing and hygiene rules are followed. All tenants with e-mail had been advised of this and there was a notice on the gate.

The old bus shelter

20/53 The Clerk reported that she had suspended this project pending changes in the lock-down regulations.

Revised Standing Orders

The Clerk reported that a draft had been circulated and that comments had been received from two Councillors. Advice had been sought from DAPTC about a matter relating to publication of information on which the NALC model regulations were confusing. A reply on this has been received. A further amendment, to deal with the detail of virtual meetings was being considered. A further draft would be prepared.

Correspondence

20/54 The Parish Council noted that Dorset Council had adopted the Dorset Heathlands Planning Framework 2020-2025 Supplementary Planning Document.

Matters of Report

20/55 (a) The Clerk reported on the following matters:
(i) Stile on FP 7 An unauthorised stile had been erected on FP 7, and the field-gate beside it had been padlocked. This was causing difficulties to some users. The matter had been reported to Dorset Council and the Senior Ranger was to contact the landowner about removing the padlock from the gate until the unauthorised stile could be replaced by a kissing gate.
(ii) Dorset Best Village competition The statement of support for the nomination of Local History Broadmayne in the Community Heritage category had been prepared. The shop was happy to be nominated in the Best Village Shop category and the statement of support would be prepared, highlighting their work during the emergency.
(b) The Chairman reported
(i) that he had responded to concerns about demolition activity at 47 Chalky Road over a weekend by speaking to the landowner who had assured him that it wouldn’t happen again;
(ii) he had also dealt with a query about holding an event at the war memorial on VE Day: government advice was that such public events should not be held at present.
(c) Councillors
(i) Cllr Macer-Wright said that he had made one flooding report in March in respect of water running from the field on the western side of Knighton Lane.
(ii) Cllr Lamb said that he had received a report about a white camper van with a blue stripe slowly following lone women and girls around the village The matter had been reported to the police but they were unable to help as the registration number of the vehicle was unknown. The Chairman would endeavour to put a reminder about personal safety on the Facebook page and the Clerk would also raise it with the PCSO.

Matters received after the publication of the agenda

20/56 The Clerk reported that (a) David Eaglestone had been able to extract some data from the SID which he had presented as graphs. She would circulate these to Councillors for possible discussion at a future meeting. (b) Dorset Council had published notice of a Temporary Traffic Regulation Order for Knighton Lane on 17th and 18th June 2020 between 09:00 and 16:00, to allow for maintenance work to be carried out. She would put the notice on the notice board.

Date of the next meeting

20/57 The date of the next meeting was confirmed as Monday 1 June 2020 at 7.30 pm. The location would depend on government restrictions at the time.