Minutes 4th April 2016

Minutes of the Parish Council Meeting Held On Monday 4 April 2016 in the Methodist Church Hall, Broadmayne

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

Apologies for absence
16/38 An apology for absence had been received from District Cllr Bundy.

Declarations of Interest
16/39 There were none.

Minutes of meeting held on 7 March 2016
16/40 The minutes of the meeting held on 7 March 2016 were approved and signed as a correct record.

Planning and Tree Matters
16/41 (a) Decisions and correspondence on previous consultations The following matters were noted (i) Land to east of South Drove Farm, South Drove—change of use of land for equestrian purposes and erection of stables and access track; planning permission granted subject to one condition. (ii) 53 Main Street—proposed storey and a half rear extension; non-material amendment; proposed extension ridge to marry through with that of the principal ridge; permission refused. (iii) 10 Spring Gardens—erect extension and alterations; planning permission granted subject to three conditions. (iv) 4 South View—outline planning permission for dwelling in garden; amended plan noted. (b) Consultations (i) Black Dog Inn—erect 2 three-bedroom houses (amended plan). The Parish Council considered the amended proposals and noted that the revised plans for single storey dwellings largely met the previous concerns about overshadowing and loss of privacy. However, the Parish Council resolved to object to the proposal on the grounds that the impact of the development on the capacity of the Black Dog car park was still unclear. (c) Other planning matters (i) The footway at Lytchetts. Some of the houses were now in occupation but there were no signs of the footway being constructed. This appears to be in direct contradiction of one of the planning conditions. WDDC has been asked to investigate the matter as soon as possible. (ii) 18 Rectory Road—further letter from local resident requesting that the Parish Council support a request for screening trees to be planted at this property. The resident was present at the meeting and explained his concerns. It was agreed that the Parish Council should continue to press for a meeting with senior officers of the council at which it would support that proposal. (d) Any planning matters received after the publication of the agenda 16 Main Street—replace a rear window with a new door and side light; planning permission granted subject to three conditions.

Public participation session
16/42 Stephen George, Chairman of the Broadmayne World War II Society, said that the plans for the Broadmayne D5 D-Day commemorative event on the weekend of 18-19 June, including the entertainments and fête were well advanced. The Chairman raised the question of whether the Parish Council should organise a cream tea to celebrate the Queen’s 90th birthday that weekend, or the previous weekend when the official events were taking place. After discussion it was agreed that for logistical reasons it would be beneficial to hold the cream tea on the day of the fête but that because so many people from beyond Broadmayne would be present it would be necessary to make a charge for the tea.

16/43 District Cllr Thacker reported that WDDC had balanced and finalised its budget for the coming year and that the main issue facing all councils in the county remained reorganisation and how it would be achieved. Playing Fields Association Cllr Toogood said that the PFA’s major project at the moment was the replacement of the multiplay equipment. Two grant applications had been made for the necessary funding. Village Hall The Chairman reported that the lights in the hall had been replaced. DAPTC The Chairman reported that he and the Vice-Chairman had recently attended the DAPTC conference “Impact of Local Government reorganisation on Parish and Town councils”.

Financial Matters
16/44 (a) Financial Statement The Clerk presented the March 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
DAPTC conference fee £120.00
Jurassic Computers £509.00
Clerk’s expenses* £70.51
(* stamps, phone calls and stationery)
It was noted that the amount payable to Wessex Water last month was £40.01, not £40.00 as shown on the last financial statement and in minutes.
(b) Grant application for the sum of £ 500 from Broadmayne WWII Society The Parish Council considered a grant application from Broadmayne WWII Society to pay the fees of two entertainment acts due to perform during the Broadmayne D5 commemorative event, due to take place on 17th to 19th June 2016. It was proposed by Cllr Jury, seconded by Cllr Hatcher, and RESOLVED to make this grant, using the powers set out in s.137 of the Local Government Act 1972.
(c) Review of internal controls (including the effectiveness of the internal auditor and risk assessment) The revised documents were approved.
(d) The Parish Council considered the insurance renewal documents. It was proposed by Cllr Toogood, seconded by Cllr Eaglestone, and RESOLVED agreed to take advantage of the 5% reduction in premium available if the Council entered into a new Long Term Agreement with brokers (this would expire in 2019). The reduced premium cost was £346.35.

Parish Plan
16/45 Cllr Hatcher reported that he had so far been unsuccessful in identifying a source of grant funding which would be able to support the proposed traffic/road safety measures but he would continue to explore possibilities. A site meeting with a county council road safety officer had been arranged for later in the month. A presentation on the action plan would be given by Cllr Eaglestone at the Annual Parish meeting, and the Parish Plan and road safety proposals would shortly be uploaded on to the community website.

Emergency Plan
16/46 Cllr Jury reported that work on the revised plan was progressing. He was planning to hold two drop in sessions for those involved in the plan on the 11th and 18th April in the Methodist Church hall. Following a previous misunderstanding of Keith Blandamer’s involvement it was noted that further thought needed to be given to the post of Community Emergency Coordinator, possibly changing the nature of the post or splitting it.

Village Hall project
16/47 The Chairman reported that progress with the project had been stalled by the need to clarify some of the legal complexities surrounding the use of capital receipts by local authorities. That having been done, work could now resume on the project and the first issue to be addressed was the shortfall in the available funds. The Vice-Chairman was investigating the possibility of seeking a loan from the Public Works Loans Board which provides loans at favourable rates of interest. Recognising that the repayment of such a loan would probably mean an increase in the precept it was agreed that this possibility should be further pursued.

Annual Parish Meeting
16/48 The Clerk reported that Dorset Fire and Rescue Service would be happy to supply a speaker free of charge: she would give an overview of the service, in particular the home fire safety service, and show a short DVD. The Clerk would now prepare a draft agenda for the meeting for circulation to Councillors.

16/49 The following items of correspondence were noted, and any necessary actions agreed:
(i) From DCC: A352 speed limit notice. The trial 50mph speed limit between Dorchester and Broadmayne was now in operation. (ii) From DCC: Jurassic Coast Consultation. Councillors were invited to respond to this individually. (iii) From Minister Parish Council: request to sign petition calling for a change in the law so that Parish and Town councils can appeals against planning applications. Councillors were invited to sign this as individuals. (iv) From WDDC: local plan review. (v) From Dorchester Area Community Partnership: invitation to dissolution meeting on 14 April.

Matters of Report
16/50 (a) The Clerk reported as follows: (i) Work was continuing on the updating of the Broadmayne Directory. (ii) Broadmayne to Dorchester Cycle Track: The Deputy Clerk of Dorchester Town Council has offered the Town Council’s support for this project; (iii) The manager of the Broadmayne Sunday Football team had requested additional works on the pitch; Wessex Grounds Services had carried out a “slit and scarify” procedure which the football team is going to pay for. (iv) The Parish Council laptop computer had been replaced (this had been budgeted for in the 2015-16 budget). (v) There were two vacant plots at the allotments; a tenant who had relinquished a plot would like his £50 deposit back; it was agreed that this should be paid if the Clerk was satisfied with the condition of the plot. All rents had now been paid. (vi) Memorial tree or bench for deceased resident The Clerk had spoken to the family and they had no preference for the type of memorial. It was agreed that the Clerk should contact them again and suggest that a tree be planted once the hall works were finished and the area around the new build was being landscaped.
(b) Chairman The Chairman reported that he had received a report of damage caused by a tractor to the grass verge in Chalky Road. (b) Councillors Cllr Hatcher asked if there were any restriction on the use to which the Doctor’s surgery could be put. The Chairman said that at the very least a change of use planning application would be necessary in the case of a change to residential use. Cllr Griffith again raised the issue of the caravan on the Ridgeway in which someone was living. It was understood that County Cllr Canning was looking into this but the Clerk would also seek to report the matter. Cllr Jury said that the sign in Main Street pointing to the Doctor’s Surgery needed to be removed, and that there was considerable overhanging vegetation alongside No. 10 Main Street. The Clerk would report these matters.

Clerk’s annual appraisal
16/51 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 another good years work and for the support given to the council.

Items for Next Agenda
16/52 This will be the Annual Parish Council Meeting so will include the election of the Chairman and Vice-Chairman and appointments to working groups and other positions, plus a final check on arrangements for Annual Parish Meeting.

Date of next meeting
16/53 The date of the next meeting was confirmed as Monday 9 May 2016 at the Methodist Church Hall at 7.30 pm.