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

In attendance Dr J Davis (Clerk), District Cllr N Bundy, and seven members of the public.

Apologies for absence
19/27 Apologies for absence had been received from County Cllr Ireland and District Cllr Thacker.

Declarations of Interest
19/28 Cllr Lamb in respect of minute 19/30(a)(i), being a member of the Lytchetts Park Management Committee Ltd., as well as a resident of Lytchetts Park.
Cllr Eaglestone in respect of minute 19/38(i) being a member of Local History Broadmayne.

Minutes of meeting held on 4 February 2019
19/29 The minutes of the meeting held on 4 February 2019 were approved as a correct record and signed.

Planning and Tree Matters
19/30 Consultations

(i) Imposition of a new TPO (no. 949) for trees at Lytchetts Park (replacing an identical TPO which had lapsed for technical reasons). The Planning Group had no objection to this order but members had queried the inclusion of trees along the boundary with 6 Chalky Road and the possibility of a TPO for the trees on that site. The Clerk had responded accordingly to WDDC.
(ii) WD/D/19/000189—Briar Cottage, 9 Main Street: erect single storey rear extension. The Parish Council considered this application and, after discussion, resolved not to object to the proposal, there being no planning grounds to do so.

Public participation session

(i) The operations director of the contract farming company which manages the Herringston estate on behalf of the landowner explained the recent blocking of access to the conservation margins on land in West Knighton. These field margins had been drilled with wild flower mixes to encourage wildlife and were part of a scheme which enabled commercial farming enterprises to receive funding for environmental schemes. However, increasing numbers of people, both on foot and horseback, using these margins, and problems with dog fouling meant that the conservation work was suffering so fencing and signs had been put up to stop this use. There has been no interference with the recorded rights of way network and leaflets were being made available to explain what was being done. Help was being sought to get this information over to the public. Members of the public expressed concern that routes were being blocked which had been used for many years. The Parish Council proposed to invite the operations director to speak at the Annual Parish Meeting in May so that he could explain this to a wider audience, and suggested that he write an article for ‘Compass’ magazine.
(ii) A member of the public said that representatives of the Dorset Waste Partnership had visited Watergates Lanes to look at the fly tipping (see minute 19/5) and that they had suggested signage and a letter drop to residents in Watergates about this problem. The Clerk would make enquiries as to progress with this.

19/32 District Cllr Bundy reported that all councils were working towards the transition to the new Dorset Council and that his attendance at the April Parish Council would be as a member of the shadow authority, not as a WDDC Councillor. The budget for the new Dorset Council was approved by a majority vote at the Shadow Council meeting on the 20th February at approximately £290 million. The Chairman thanked Cllr Bundy for his hard work on behalf of the Parish over the last four years.

Financial Matters

(a) The Clerk had prepared the March financial statement, showing the receipts and payments since the last meeting. It was proposed by Cllr Toogood, seconded by Cllr Macer-Wright, and RESOLVED to approve the following payments:
Payments already made
Pryce Countryside Services (re-profiling work at allotments) £350.00
A G Tree Services (emergency tree works at children’s play area) £180.00
Payments to be made
Water2business (allotment water bill) £58.37
St.Martin’s PCC (grant for hall door: grants other powers) £1,000.00
J.Davis (salary (Jan/Feb/March 2019) £1,139.12
HMRC (income tax on above) £284.80
Broadmayne Methodist Church (rent for hall: Sept. – March) £56.00
J.Davis (out of pocket expenses and home as office allowance)* £171.16
(* For period March 2018 to February 2019: telephone calls, stationery, stamps and grass seed)
(b) The Parish Council considered a grant request for £1,459.60 from St. Martin’s Parochial Church Council for annual maintenance work on the cemetery. After discussion, it was proposed by Cllr Marriott, seconded by Cllr Griffith, and RESOLVED to award this grant under section 214(6) of the Local Government Act 1972.
(c) Review of internal controls/audit Plan for 2019–20, Risk Assessment, and Asset Register Cllr Marriott had carried out a review of the internal controls, the risk assessment and asset register with the Clerk. The Parish Council was satisfied that no amendments were needed to the internal controls/audit plan or risk assessment documents and agreed that the latter could be signed-off by the Chairman. The asset register required slight amendment to the cited location of seats and inclusion of replacement values of items. The Clerk would prepare an amended version for circulation.

19/34 The Chairman reminded the meeting that nomination papers for the Parish Council election could be submitted to the Returning Officer at WDDC at any time from Monday 18 March up to the deadline of 4pm on Wednesday 3 April 2019. These had to be delivered by hand and an appointments system was operating for their receipt. If sufficient nominations were received to necessitate an election it would take place on Thursday 2 May.

Electronic circulation of papers for Parish Council meetings
19/35 It was proposed by the Chairman that as from April 2019, papers for Parish Council meetings should be circulated to Councillors electronically. At the same time, they would also be made available on the Parish Council pages of the community website (as required by regulation). The Parish Council agreed that this procedure should be adopted.

New seats
19/36 The Clerk reported that Cllrs Eaglestone and Marriott had looked in more detail at possible seats and made recommendations, and that the Clerk and Cllr Eaglestone visited the possible sites around the village. The choice of seats has been reduced to three and the Clerk was seeking full costings for those. The advice of our Community Highways Officer was being sought in respect of the possible sites. As this project would not be completed before the end of the financial year she proposed to list the unspent CIL money in the reserves so that it could be spent on the seats in due course.

Annual Parish Meeting: 20 May 2019
19/37 It was proposed that the operations manager of the contract farming company responsible for work on the Herringston estate land be invited to the meeting to speak about public access and related matters (see minute 19/31(i)).

19/38 The following items of correspondence were noted and actions agreed as appropriate:

(i) From Broadmayne WWII Society: proposed D-Day memorial in Broadmayne. Cllr Eaglestone said that Local History Broadmayne was no longer pursuing the creation of a D-Day trail around the village but that it supported this proposal for a memorial, to be located near the entrance to the Children’s Play Area. After discussion, the Parish Council agreed to support the proposal and to consider financial support, although it would be necessary to consult the Playing Fields Association about the location.
(ii) From Keep Britain Tidy: invitation to participate in Great British Spring Clean. It was agreed to bring this to attention of Broadmayne Scouts.

Matters of Report

(a) The Clerk reported on the following matters
(i) Allotments The rent demands and new tenancy agreements had been sent out and the rent cheques were being received. To date one person had relinquished a plot. There were currently five people on the waiting list (so this would now reduce to four). Unfortunately it appeared that dumping of garden waste was occurring. Tenants had been written to again about this and other preventative measures were being explored.
(ii) Planting at Chalky Road/Coombe Valley Road junction. This matter was still being pursued with DCC.
(iii) Knighton Lane retaining wall The state of the wall had been noticed when an officer visited Knighton Lane to look at the drains. Inspectors had subsequently been asked to carry out a survey (including using a plumb line) which they will compare to the last survey taken in April of last year.
(iv) Grit bin in Black Dog car park DCC was recording the location of all grit bins on an on-line map. Clerks were asked to check if the map was correct. The bin in the Black Dog car park wasn’t shown but on querying this she was told that the Black Dog car park is private property, that Sherren Cottages do not appear on the adopted highway map, and that the A352 is, in any case, a priority salting route. DCC cannot therefore see a reason to put this bin on the map and to fill it free-of-charge. Councillors agreed to give consideration to re-locating the bin.
(b) Cllr Eaglestone reported that, following his request to DCC, consideration was being given to a 12-metre long limited waiting time (20 minutes) bay outside the village shop. As the 2019 programme was already set, implementation was unlikely before 2020.

Clerk’s annual appraisal
19/40 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 her work and for the support given to the council.

Date of next meeting
19/41 The date of the next meeting was confirmed as Monday 1 April 2019 at the Methodist Church Hall at 7.30 pm.