Minutes 5th June 2017

Minutes of the Parish Council Meeting Held On Monday 5 June 2017 in the Methodist Church Hall, Broadmayne

Present Cllrs S Diamond, D Eaglestone, C Griffith, and S Toogood.

In attendance Dr J Davis (Clerk), County Cllr N Ireland, District Cllr N Bundy, District Cllr A Thacker, and nine members of the public.

Apologies for absence
17/76 An apology for absence had been received from Cllr Lamb.

Declarations of Interest
17/77 There were none.

Minutes of meeting held on 8 May 2017
17/78 Subject to the amendment of minute 17/68 to read “able to continue”, rather than “willing to continue”, the minutes of the meeting held on 8 May 2017 were approved and signed as a correct record.

Planning and Tree Matters

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

(i) Land west of 4 South View: erection of two dwellings and associated off-street parking; planning permission granted subject to seven conditions. Cllr Eaglestone observed that there was a contradiction between two of the conditions relating to parking matters which rendered them unenforceable; District Cllr Bundy said that WDDC was aware of the problem and was working on a formal variation to the conditions.
(ii) 22 Watergates Lane: new entrance porch; planning permission granted subject to two conditions.
(iii) 6 Chalky Road: Divide the existing detached house into one detached dwelling & one detached bungalow; erect two detached dwellings to the rear of the site, with associated access, private amenity & parking; planning permission granted subject to eight conditions.
(iv) 6 Conway Drive: extension & alterations; planning permission granted subject to two conditions.
(v) 35 Main Street: an amended plan had been submitted in relation to the first application which removed matters relating to the second application (the Certificate of Lawfulness). The original application had subsequently been approved subject to four conditions.

(b) Consultations

(i) 22 Chalky Road: erection of new detached dwelling & garage. The Parish Council considered this application and the views of the applicant and neighbours, and resolved to object on the following grounds: the density of development on the site which is incompatible with other nearby properties and in the location within the AONB; the size and mass of the proposed property; the proximity of the property to neighbouring properties and the impact on their residential amenity, particularly in terms of daylight reaching them.
(ii) 2 Oakwood—TPO works application to raise crown of oak tree to 4.2m in height and reduce crown by 25%. The Planning Group had no objections and approval had been granted by WDDC.

(c) Other planning matters It was proposed by Cllr Eaglestone, seconded by the Chairman and RESOLVED to adopt the draft protocol for dealing with applications for works on trees which are the subject of Tree Preservation Orders.
(d) Any planning matters received after the publication of the agenda 4A Chalky Road: fell one Lawson Cypress, reduce one Horse Chestnut, cut stem of Lime to 8m and reduce Norway Maple. This had been circulated to the Planning Group in accordance with the draft protocol.

Public participation session

(i) A member of the public raised the issue of the dangers of driving out of Chapel Close on to Main Street. The problem arose because sight lines were obstructed by cars parked on Main Street. There was general agreement that this also applied at the Knighton Lane junction with Main Street. She raised the possibility of introducing a parking restriction. Cllr Eaglestone who had, with County Cllr Ireland, recently met with DCC officers to discuss new road safety measures to be introduced when the A352 was re-surfaced in the autumn, said that this issue was amongst those being discussed but he pointed out that the removal of the parked vehicles through the introduction of parking restrictions would probably have the effect of increasing the speed at which traffic travelled.
(ii) A member of the public reported that he understood that a further planning application relating to 46 Main Street was to be made, altering the access on to Main Street and the wall fronting Main Street. The Chairman said that no such application had been registered with WDDC to date and that the Parish Council would comment on it if and when it was made.
(iii) A member of the public reported that the street sign for Chalky Road near the cross-roads had disappeared. The Clerk was asked to report this to WDDC. (iv) Stan Harland, coordinator of the Broadmayne Surgery Patient Support Group reported that he now had access to Group’s money (see minute 17/17
(iv)), and that a small committee had been set up to determine how the money should be spent. He was seeking in assistance in encouraging the community to submit projects for funding and in developing an application and determination procedure. The Chairman agreed to assist Stan in taking this matter forward.

17/81 Cllr Ireland reported that the new county council had met and that the Chairman, Vice Chairman and Leader had been elected. Cabinet portfolio holders had been appointed, and some committee memberships settled. He was hoping to meet the head teacher of Broadmayne First School shortly and he had attended the meeting to discuss road safety issues with Cllr Eaglestone. He advised on the difficulty of obtaining traffic regulation orders (to change or introduce speed limits or parking restrictions) because there was a long-waiting list for them which relied on a points system. He had received a petition from nearly 200 Broadmayne residents calling for the installation of a Speed Indicator Device (SID) in the village and advised that this was something which the Parish Council should consider purchasing itself.

Cllr Thacker said that the issue of local government reorganisation in Dorset could only be taken forward when a new Minister was in place so in the mean time the Leaders and CEOs of the councils which supported the change had met to discuss the setting up of joint committees to begin preparatory work on the changes. At WDDC, the new Strategy Committee had met twice. Cllr Toogood reported that the Broadmayne Playing Fields Association had received a request from the Somerset and Dorset Air Ambulance to use the playing field as a landing place should it ever prove necessary. This had been agreed. She also reported that the annual inspections of the children’s play area and of the fitness trail would take place in June. The Chairman reported that the Village Hall Management Committee was planning to hold a celebration of the 30th anniversary of the hall, and of the opening of the extension, on 30 September.

Financial Matters
17/82 (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 Toogood, seconded by Cllr Eaglestone, and RESOLVED to approve payments as follows:
Payments already made:
Ace Office Environments (paper) £12.54
Wessex Grounds Services (overseeding pitch) £360.00
Payments to be made:
Janet Davis (salary: April/May/June) £1,116.82
HMRC (tax on above) £279.20

(b) 2016-2017 Annual Return: Governance Statement Councillors considered and then answered each question in Section 1 of the Return (Annual Governance Statement). The answers were approved, and the section signed by the Chairman and Clerk.
(c) 2016-2017 Accounts and Report of Clerk and Responsible Financial Officer, and of the internal auditor The Council received the report of the Clerk and Responsible Financial Officer in support of the 2016-2017 accounts, alongside the report of the internal auditor. The annual accounts were approved and signed by the Chairman and Clerk.
(d) 2016-2017 Annual Return: Accounting Statement With reference to the 2016-2017 accounts, Councillors noted the figures in Section 2 of the return for the External Auditors. The statement was approved, and the section signed by the Chairman and Clerk.
(e) Internal Auditor’s Honorarium It was proposed by Cllr Eaglestone, seconded by Cllr Toogood and RESOLVED to award an honorarium of £150 to the Internal Auditor.

Parish Plan
17/83 Cllr Eaglestone reported further on the meeting with DCC officers to discuss traffic management and road safety issues. In particular he had asked for a plan of the road markings and other measures which would be introduced at the time of the road re-surfacing. No new Speed Watch volunteers had come forward as a result of the requests for volunteers so he recommended that the Parish Council should consider the purchase of a SID. The Parish Council agreed that this course of action should be investigated.

Village Hall project
17/84 The Chairman reported that the new toilets were now in use and that work on the kitchen was progressing well; that would be followed by work on the chair store. It was anticipated that the porter-cabins would have been removed from the car park by the end of June.

17/85 The following items of correspondence were noted, and any necessary actions agreed:

(i) From Dorset Wildlife Trust: cutting of roadside verges.
(ii) From Life Education Wessex: grant towards cost of health education at Broadmayne First School. It was agreed that no grant should be made
(iii) From DAPTC: details of AGM, November 2017.
(iv) Letter from resident about traffic issues on Chalky Road. The Chairman would write and ask if the resident could assist by monitoring the problem of car parking on Chalky Road near the junction with Main Street.

Matters of Report
17/86 (a) The Clerk reported as follows:

(i) Traveller caravans on the ridgeway. The Gypsy and Traveller Liaison Officer had advised that consideration would be given to evicting the group. The Clerk would continue to monitor the situation.
(ii) Allotments.

(i) The tenant of 5 road-side had sought permission to erect a small sentry box type shed. Cllrs agreed to this request. (ii) The tenant of 14 field-side had relinquished her plot; advice was being sought on how best to prepare it for the next tenant.
(iii) Refurbishment of benches and notices boards. The contractor said that he would carry out whatever treatments the Parish Council required. The Clerk had endeavoured, so far without success, to obtain other quotations. Cllrs agreed that the original contractor should be asked to proceed.
(iv) Old Brickfields copse. Persimmon Homes had indicated that they didn’t have a detailed management plan, but they had explained nature of the work which they undertake from time-to-time. The Clerk was asked to put Persimmon Homes in touch with the local resident who took a particular interest in the copse.

Date of next meeting
17/87 The date of the next meeting was confirmed as Monday 3 July 2017 at the Methodist Church Hall at 7.30 pm.