Minutes 5 July 2021





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

In attendance

Dr J Davis (Clerk), Dorset Cllr Tarr, and two members of the public.

Apologies for absence

21/65   Apologies for absence had been received from Cllrs Griffith and Lawley.

Declarations of Interest and requests for dispensations

21/66   Cllrs Marriott and Toogood declared an interest in respect of minute 21/71(b), being members of the Broadmayne Playing Field Association (BPFA) committee.

Minutes of meeting held on 6 May 2021 

21/67   The minutes of the meeting held on 6 May 2021 were approved and signed as a correct record.

Planning and Tree Matters

(a) Decisions and correspondence on existing cases        The Clerk reported as follows:

(i) Advertisement on Chalky Road  The Enforcement Officer had advised that the letter to the householder had been sent on 28 June. This required either reduction of the size of the advert to Deemed Consent size (permission not required) or an application for Express Consent. Compliance was due by 26th July 2021.
(ii) 22 Chalky Road  The highways team had investigated whether the new hedge planting was encroaching on the highway.  In their view the planting was within the footprint of the previous hedge and that any encroachment was no greater than the encroachment from the previous hedging.  The Parish Council would therefore need to monitor the situation once the hedge has been properly re-established and report back to the highways team if pedestrian access was impeded.

(b)  Consultations  The following applications were noted.  In both cases the Parish Council had dealt with the application by neighbour notification and email exchanges.

(i) 1 Martel Close: enlargement of a single storey extension.  No objection.
(ii) 28 Watergates Lane: erection of a rear conservatory.  No objection.

(c)  Other planning matters

(i) The Chairman reported his concerns about the changes in planning application notification procedures which had been introduced by the Dorset Council planning department.  These meant that letters would no longer be sent to neighbouring householders and that, in some circumstances, it would be left to the applicants or their agents, to erect site notices.  Cllr Tarr explained that these changes had been introduced by the Dorset Council Cabinet in December 2020, without consultation.  He thought it unlikely that these cost-saving measures could be overturned easily and recommended that the Parish Council contact DAPTC: if other parish and town councils shared these concerns then DAPTC could lobby on the issue.  He also suggested writing to the head of the planning department and the CEO of Dorset Council.  After discussion, it was agreed that Broadmayne Parish Council would amend its own planning application protocol to include the placing of planning application notices on the main notice board and on the website.
(ii)  Councillors stressed the value to the future development of the village of developing a Neighbourhood Plan. The Chairman reported that his invitation, in the annual report, for anyone interested in working on a Neighbourhood Plan to contact him had resulted in only one volunteer expressing interest.  Further efforts would be needed to stimulate interest in the project if it was to be taken forward.

Public participation session

21/69  A member of the public reported that there was a problem with water accumulating in the road near the bus shelter at the bottom of Knighton Lane.  The Chairman would take this up with the Community Highways Officer.



Cllr Toogood reported that the BPFA committee had held a meeting in June; a new chairman had been elected and a new member had been co-optedThe possibility of installing an outdoor table tennis table was being investigated.
The Clerk read a report from the PCSO.  Two problems had been reported in the last month: a prowler in a garden on Main Street during the night, and a suspicious male in the churchyard.  Speeding problems through the village had been particularly prevalent when the A35 had been closed.  The Road Safety Team would be allocating a session to monitor speeding through the village.

Financial Matters


(a) The Clerk had prepared the July financial statement, showing the receipts and payments since the last meeting.   It was proposed by Cllr Marriott, seconded by Cllr Lamb and RESOLVED to approve the following payments:

Payments already made

DAPTC subscription (plus subscription to Local Council Review)                        £    511.12

Steve Diamond (refund of Zoom subscription)                                                        £      14.39

Wessex Grounds Services (first quarter grounds work)                                         £ 1,011.34

J.Davis (salary: April/May/June)                                                                               £ 1,198.52

HMRC (income tax on above)                                                                                  £    299.60

Payments to be made

Mr J Dickson (Honorarium for internal auditor)                                                       £    170.00

Jurassic Computers (emergency repair and full service of laptop)                       £      90.00

(b)  The Parish Council considered a grant application from BPFA for £149.40, being the safety inspection fee for the playing field including the equipment in the children’s play area.  It was proposed by Cllr Lamb, seconded by Cllr Macer-Wright, and RESOLVED to award this sum under section 19 of the Local Government (Miscellaneous Provisions) Act 1976.

Protocol for the co-option of parish councillors

21/72               The Parish Council considered a protocol for the co-option of new parish councillors in the event that insufficient councillors are elected at a full election or because a vacancy has arisen and there has been no request for an election from the electorate.  It was proposed by the Chairman, seconded by Cllr Toogood, and RESOLVED to adopt the protocol.

Shared-use route Broadmayne to Dorchester Working Group

21/73         Cllr Macer-Wright reported that a further meeting had been held with Dorset Council officers and that a technical appraisal of the proposed route in the vicinity of the West Stafford bypass had been commissioned by Dorset Council.  He was planning to write again about the development of the route to the main landowner involved, to try to address some broader issues relating to trespass, poaching and dogs which were causing concern.

Tadnoll Brook Springhead project

21/74   Cllr Macer-Wright reported that plans showing the utility services on the site had been obtained and that Dorset Council would be undertaking clearance of the ditch.  The Clerk reported that Mr Walls was continuing the background research: he had discovered a brick arch under the stone lintel of the culvert from under the road and was in correspondence with the county archaeologist about this. He was also looking at the flora in the adjacent plot, in preparation for considering designs.  It was hoped that the grant application could be made in a couple of months.

Dorset Council: proposed parking charging strategy

21/75  The Clerk had circulated a report from Dorset Council on their proposed strategy.  After discussion, it was agreed that Councillors should send any comments the Clerk by 14 July so that a response could be prepared.

New code of conduct, digital Register of Interests, and complaints procedure

21/76   All Councillors present had attended the DAPTC training on this and had no objection to the principles set out in the new code.  It was noted that further advice on the Register of Interests was being prepared by DAPTC and it was agreed that adoption of the new code should be on the agenda for the August parish council meeting.

Community Governance Review

21/77   The Clerk reported on the timetable for the Governance Review.  Dorset Council would be publishing the terms of reference in July and there would be a 12 week consultation period from 5 August until 28 October.  Changes which could be considered included minor boundary changes to parish council areas.  It was hoped that Dorset Council would be able to agree on a set of recommendations by December 2021 and then public consultation on those would follow in 2022.

Other matters of report


The Chairman reported

(i) That Paul Whittaker had volunteered to take on the position of Neighbourhood Watch Coordinator.  The Chairman would meet him to discuss how the role could be developed though the appointment of a network of volunteers.
(ii) That he had met with the Community Highways Officer to discuss a lack of dropped kerbs in the area of Woodlands and Beech Close.

Cllr Toogood reported that the hedge alongside the footway on the western side of Chalky Road was overgrown.  The Clerk had asked Wessex Grounds Services to deal with this.
Cllr Macer-Wright reported that the Broadband “fibre to premises” initiative had moved forward and that Openreach had taken it on as a project.

Date of next meeting

21/79  The next scheduled meeting would take place on Monday 2 August, at a venue to be confirmed.