Minutes 4th July 2016

Minutes of the Meeting Held On Monday 4 July 2016 in the Methodist Church Hall, Broadmayne

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

Apologies for absence
16/88 Apologies for absence had been received from Cllrs Diamond, Jury and Hatcher and County Cllr Canning. In the absence of the Chairman, the Vice Chairman, Cllr Toogood took the chair.

Co-option of Mr Peter Lamb as a Parish Councillor
16/89 It was proposed by Cllr Toogood, seconded by Cllr Griffith, and RESOLVED that Mr Peter Lamb be co-opted on to the Parish Council. Mr Lamb signed a declaration of acceptance of office.

Declarations of Interest
16/90 There were none.

Minutes of meeting held on 6 June 2016
16/91 The minutes of the meeting held on 9 May 2016 were approved and signed as a correct record.

Planning and Tree Matters

(a) Decisions and correspondence on previous consultations The following decisions were noted

(i) Broadmayne Playing Field: installation of timber clad shipping container for storage of equipment used by the Broadmayne Scout Group; planning permission granted subject to three conditions.
(ii) 4 South View: outline planning permission to erect a dwelling in garden; planning permission granted subject to eight conditions

(b) Consultations

(i) 4 South View: remove a single storey flat roofed side structure and replace with a new storey and a half side extension. New single storey rear lean to extension and internal alterations. Whilst Councillors had no objections to this application itself they questioned its compatibility with the planning permission just granted for a new dwelling in the grounds of the same property; the Council’s opinion would be different if that development went ahead. The Clerk was asked to seek clarification of the situation from WDDC.
(ii) 22 Chalky Road: two storey chalet style residence with attached garage to front elevation. After discussion, and listening to comments from the applicant, the Parish Council resolved to object to this application on the grounds that it was similar in size and scale to previously refused applications for residential dwellings on the same site, its impact on neighbours and the street scene and other matters.

(c) Any planning matters received after the publication of the agenda

(i) Application for tree works at 5 Old Brickfields (reduce Field Maple and fell two Cypress). The Parish Council had no objection to this application.
(ii) Broadmayne Surgery, Osmington Drove: change of use from doctor’s surgery to dwelling-house to include alterations and extension to provide garage. This would be considered at the August Parish Council meeting.

16/93 District Cllr Bundy reported that WDDC was implementing a plan to improve the performance of the Planning Department. This was intended to speed up the processing of applications and reduce the backlog of work. He also reported that the CiL (Community Infrastructure Levy) system would come into operation as from 18 July. This is a charge on developments to contribute towards the cost of infrastructure such as roads and schools. District Cllr Thacker reported that a number of communities in the district were now proposing to develop Neighbourhood Plans, largely to give themselves a voice in housing developments. It was unclear how this would impact on the work load of WDDC.

He also reported that the Dorset Waste Partnership had resolved not to change its funding formulation for the time being, pending the likely changes to local government organisation across the county. It was unclear if the referendum result would impact on the speed of that reorganisation. Cllr Toogood reported that the Playing Fields Association had received notification that its grant application to the West Dorset Leisure and Development fund had been successful. Coupled with the grant from the Parish Council this should mean that the purchase of the new multi-play equipment could go ahead.

She also reported that complaints were still being received about the grass cutting at the playing field. A written complaint was noted. Cllr Toogood said that the complaints had been taken up with the contractors and that the grass would be cut once a week whilst the present vigorous growth continued.

Financial Matters

(a) Financial Statement The Clerk presented the June financial statement, and drew the Council’s attention to the receipts and payments since the last meeting. It was proposed by Cllr Eaglestone, seconded by Cllr Griffith, and RESOLVED to approve payments as follows:
Payments already made
Wessex Grounds Services (grass/hedge cutting: April to June 2016) £834.00
Payments to be made
DAPTC subscription £413.06
Broadmayne Village hall (booking fee for annual parish meeting) £16.50
Ace Office Environments Limited (supply A4 paper and envelopes) £62.95
Repair item of fitness equipment and annual maintenance inspection etc £426.00
(b) It was proposed by Cllr Toogood, seconded by Cllr Lamb and resolved to approve the annual maintenance agreement for the fitness trail at a cost of up to £421.50 + VAT per annum.
(c) The new salary scales for clerks over the period 2016–2018 were noted. These provide for a 1% pay rise in the current financial year and a further 1% next year.

Parish Plan
16/95 Cllr Griffith presented a draft progress report on matters arising from the Parish Plan. Action to date had concentrated on road safety issues, as reported at the Annual Parish Meeting, but a number of topics required further consideration by the Parish Council so that a plan of action could be formulated. These would be put on the agenda for the next meeting.

Emergency Plan
16/96 Cllr Jury was still discussing aspects of the plan with interested parties.

Village Hall project
16/97 The Vice Chairman read a report from the Chairman which explained that the public meeting about the taking of a loan to finance the shortfall in the project funding had indicated support for the principle. He therefore proposed that the next step should be to pursue the tendering process in order to establish the actual cost on which to base the loan (rather than relying on the quantity surveyor’s estimate). A small team would be assembled to review the tendering documents, and details of the build. It was proposed by Cllr Eaglestone, seconded by Cllr Griffith, and RESOLVED to take the matter forward as suggested by the Chairman.

16/98 The following items of correspondence were noted and any necessary actions agreed:

(i) From WDDC: Sutton Poyntz Neighbourhood Forum & Plan Area Consultation.
(ii) From DCC: Registration Service Public Consultation. It was noted with concern that the consultation form was difficult to complete without knowing the detail of the existing service provided. The public was likely to be deterred from completing it, thus resulting in a low level of response. It was agreed that Cllr Canning should be advised of this concern, with a copy sent to the Registration Service.
(iii) From Healthwatch Dorset: Care Home Project.
(iv) From NHS Dorset Clinical Commissioning Group: invitation to Annual General Meeting on 13th July in Wimborne.
(v) From DCC: Closure of public mobile library service by the end of March 2017 at the latest.

Matters of Report

(a) The Clerk reported as follows:

(i) Amended Minerals and Waste Plan consultation. She advised that no further response was needed.
(ii) Public and schools bus services review. The draft comments on this were approved for submission. It was also noted that the Rural Transport Officer, Mike Gant has written an article for Compass about the review and put up notices encouraging the public to respond.

(b) Cllr Toogood reported that the sales of cream teas and cakes to celebrate the Queen’s 90th birthday as part of the D5 event had raised £433 towards the hall project. She thanked everyone who had volunteered on the day or who had make cakes.

Date of next meeting
16/100 The date of the next meeting was confirmed as Monday 1 August 2016 at the Methodist Church Hall at 7.30 pm