Minutes 6 May 2021

BROADMAYNE PARISH COUNCIL

MINUTES OF THE PARISH COUNCIL MEETING HELD REMOTELY ON 6 MAY 2021

 

Present

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

In attendance

Dr J Davis (Clerk), Dorset Cllr Tarr, PCSO Alison Donnison and three members of the public.

Election of Chairman and signing of Declaration of Acceptance of Office

21/50  It was proposed by Cllr Toogood, seconded by Cllr Macer-Wright and RESOLVED to elect Cllr Diamond as Chairman. The Declaration of Acceptance of Office would be signed in due course.

Election of Vice-Chairman and signing of Declaration of Acceptance of Office

21/51  It was proposed by the Chairman, seconded by Cllr Lawley and RESOLVED to elect Cllr Toogood as Vice-Chairman.  The Declaration of Acceptance of Office would be signed in due course.

Apologies for absence

21/52              There were none.

Declarations of Interest and requests for dispensations

21/53              There were none.

Minutes of meeting held on 12 April 2021 

21/54              The minutes of the meeting held on 12 April 2021 were approved as a correct record. They would be signed in due course.

Appointment of Parish Representatives, Committees and Groups

20/55  Appointments were made as follows:

(a) Staffing Committee:  The Chairman and Cllrs Griffith and Macer-Wright.
(b)  Appeals Committee: Cllrs Toogood, Lawley and Lamb.
(c) Complaints Committee:  The Chairman and Cllrs Toogood and Lamb.
(d)  Planning Group:  The Chairman and Cllrs Griffith, Marriott, and Macer-Wright.
(e)  DAPTC Central Area Reps:  The Chairman and Cllr Toogood.
(f) Village Hall Liaison:  Cllr Lamb.
(g)  Playing Fields Association:  Cllr Toogood.
(h)  Ancient Monuments: Mr Robin Walls.
(i)  Rural Transport: Cllr Macer-Wright.
(j) Rights of Way:  Dr Janet Davis.
(k) Homewatch Coordinator:  No appointment made; a volunteer would be sought in due course.
(l)  West Knighton Village Green Committee:  No appointment made; a plea for a volunteer would be included in the forthcoming annual report and made via Broadmayne First School.
(m)  Allotment Watch: Dr Kevin Denham.
(n) Webmaster:  The Chairman.
(o) Environmental Officer: Cllr. Lamb
(p) SID Coordinator:  Mr David Eaglestone.
(q) Community Emergency Coordinator: Dr Kevin Denham.
(r) AED (Defibrillator) Coordinator:  Cllr Marriott.
(s) Flood Warden: Cllr Macer-Wright.
(t) Deputy Flood Warden: Mr Barry Eason.

The Chairman thanked the retiring Community Emergency Coordinator, Mrs Alyson Carroll, for all of her work, leading the CERT Team during the pandemic.

Planning and Tree Matters

21/56              22 Chalky Road  The Clerk reported that the query about a possible breach of a planning condition had been allocated a case number by the planning enforcement team.  They would report back in due course.  Officers from the highways department were also investigating the situation regarding possible encroachment onto the highway verge.  The developer had sent a statement which the Clerk read to the meeting.  This explained that it was his intention to comply fully with the planning condition; planting of hedge plants had already taken place and those which had been frost damaged would be replaced.  He did not agree that there was any encroachment on to the verge.  This statement was noted and the Clerk was asked to forward it to the highways department.

Public participation session

21/57 

(i) A member of the public said, with regard to the Dorset Council report into the August 2020 flooding event, that he had been assured that Dorset Council officers were working with Wessex Water officers to try to resolve the problem suffered by residents of Rectory Close where the highways drainage scheme had overwhelmed Wessex Water public foul sewer. Cllr Macer-Wright added that he had attended a site meeting with Dorset Council officers and that it was apparent that the drainage system within the village was undersized for the intensity of rainfall now being experienced and although Dorset Council had identified some ‘quick win’ solutions, the owners of vulnerable properties did need to consider taking their own precautions.
(ii) A member of the public thanked the Clerk for reporting the slippery moss on the footway of Martel Close to Dorset Council.  This had been quickly removed by the council.  A dead tree on Martel Close had also been dealt with very quickly.

Reports

21/58             

(i) PCSO Alison Donnison reported that in the last month several incidents had been reported: criminal damage to a CCTV camera, theft of a catalytic converter from a Toyota Prius car, and the theft of a garden bench from the tennis court.  There had been a surge in the theft of catalytic converters and she urged members of the public to report any suspicious incidents by phoning 101, or emailing 101@dorset.pnn.police.uk.
(ii) Dorset Cllr Tarr said that Dorset Council was inviting applications for grants from its Community and Culture Project fund, intended to help kick-start new activities and projects supporting disadvantaged, marginalised and under-served groups in the Dorset council area.  He would send details to the Clerk for circulation.  He noted concerns about highway maintenance but said that many of the grips (road drains) had been cleared last autumn and that he was having regular meetings with officers of Highways England, which was scheduling improvement works on the Dorchester bypass.
(iii) Cllr Toogood reported, on behalf of BPFA. that the theft of the bench from the tennis court had involved damage to the chain-link fence.  A window in the changing room had been accidentally damaged; the repair was being organised.
(iv) The Chairman reported that the Village Hall Management Committee would be holding its AGM by way of email exchanges.
(v) Cllr Marriott had attended a remote meeting of the West Knighton Village Green Committee.  Essential but expensive repairs were needed to one item of equipment so restoration of the football area would be deferred.  The next meeting would be held on 21 July.

Financial Matters

21/59

(a) The Clerk had prepared the May financial statement, showing the receipts and payments since the last meeting.   It was proposed by Cllr Marriott, seconded by Cllr Griffith, and RESOLVED to approve the following payment which had already been made:

Dorset Council (annual fee for emptying of bin in play area)                £273.00

(b) 2020-2021 Annual Governance and Accountability Return (AGAR):  Councillors considered the questions in Section 1 of the Return (Annual Governance Statement).  The answers being agreed in the affirmative, the section would be signed by the Chairman and Clerk in due course.

(c) 2020-2021 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 2020-2021 accounts, alongside the report of the internal auditor.  It was noted that the matters drawn to the Council’s attention were matters of presentation which had been corrected by the Clerk.  It was proposed by Cllr Toogood, seconded by Cllr Marriott, and RESOLVED to accept and approve the accounts which would be signed by the Chairman in due course.

(d) 2020-2021 AGAR: Accounting Statement   With reference to the 2020-2021 accounts, Councillors noted the figures in Section 2 of the return for the External Auditors.  It was proposed by Cllr Toogood, seconded by Cllr Lawley, and RESOLVED to accept and approve the AGAR accounting statement which would be signed by the Chairman in due course

(e)  It was proposed by Griffith, seconded by Cllr Lamb, and RESOLVED to pay the internal auditor an honorarium of £170.

Shared-use route Broadmayne to Dorchester Working Group

21/60        Cllr Macer-Wright reported that the working group had met with Dorset Council officers on 28 April.  The officers had reported that a feasibility brief had been submitted to the Highways Improvement Team.  This would look at road crossing mitigation at the West Stafford bypass, the routes adjacent to the bypass and potential links to Crossways but the assessment was unlikely to be available for some months.  Cllr Macer-Wright had expressed the view that the project might have to proceed in phases, with the first phase taking it to the bypass, and a later phase taking it from the bypass to Dorchester.  Discussions with landowners were on-going and Dorset Cllr Tarr said that some of the landowner reticence about the scheme was because of on-going criminal use of tracks in the countryside.  In discussion, concerns were expressed about demand for the route.  Cllr Macer-Wright said that further assessments were being made but that the suppressed demand could not be quantified.

Tadnoll Brook Springhead project

21/61  Cllr Macer-Wright reported that the Dorset Council officers he had met could see no objections to the project, and that he was making contact with the landowner to discuss the scheme.

Neighbourhood Planning

21/62  The Chairman introduced this item for discussion.  He said that having a Neighbourhood Plan was becoming an increasingly important tool for communities interested in managing their futures in planning terms but that it was essential that members of the wider community were involved in what would be a significant piece of work.  He therefore intended to invite expressions of interest in the Annual Report.  Councillors observed that there were time and cost implications to producing a plan and agreed that engagement from residents was essential.  There was general agreement that the possibility of producing a plan should be explored provided that members of the community were willing to become involved in the initiative.

Other matters of report

21/63

(a) The Clerk reported on the following matters.
(i) Caravan on the Ridgeway The caravan had been removed on about 19 April by the Commercial Waste & Strategy from Dorset Council.
(ii)  Dorset & Wiltshire Fire and Rescue Authority: Consultation on the draft Community Safety Plan 2021-24  The response, as revised after the last meeting, had been submitted.
(iii)  Local authority remote meetings: call for evidence (from Ministry of Housing, Communities and Local Government   Collation of Councillors response to this was in hand.
(iv)           Message from Chris Loder MP about the proposal for a National Park in Dorset   A response had been sent to Mr Loder to say that the Parish Council supported this proposal in principle but that this was not a unanimous view.

(b) The Chairman  reported that he had received a letter from a member of the public about a number of traffic management issues in Chalky Road, including pot-holes and missing bollards.  The latter had been reported to Dorset Council officers who were investigating the matter. Some pot-holes had been filled including some alongside the allotments.

Date of next meeting

21/64  Since remote meetings would not be possible after 6 May, it was agreed that no meeting be held in June, pending the removal of the remaining Covid-19 restrictions.  The next scheduled meeting would therefore take place on Monday 5 July at a venue to be confirmed.