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

In attendance

Dr J Davis (Clerk), and seven members of the public.

Apologies for absence

21/93   There were none.

Declarations of Interest and requests for dispensations

21/94   There were none.

Minutes of meeting held on 2 August 2021 

21/95   The minutes of the meeting held on 2 August 2021 were approved and signed as a correct record.

Planning and Tree Matters


(a) Decisions and correspondence on existing applications

The following decision was noted: 1 Martel Closeenlargement of a single storey extension: planning permission granted subject to three conditions.

(b)  Other planning matters

(i)  Amended TPO application protocol  The Clerk had updated the Broadmayne Parish Council TPO protocol to cover a recent change in procedure introduced by Dorset Council and other amendments necessitated by local government reorganisation.  This was noted and formally adopted.
(ii)  Representations on Dorset Council’s amended planning application procedures  The responses received from Dorset Council and DAPTC were noted.  It appeared there was no scope for amending the new notification procedures but once the convergence of the old district council planning websites had been completed it might be possible to revisit the question of notifying parish councils when decisions were made through an information customisation process.

(c)  Planning matters received after the publication of the agenda

The Chairman reported that the Clerk had been contacted by a development company, Southern Strategic Land, which was preparing a planning application for housing on the field beside Broadmead.  They had asked for a preliminary meeting with representatives of the parish council to discuss their plans.  That meeting had taken place on 3 September with the Chairman, Vice Chairman and Clerk.  The company representatives had not been in a position to present detailed plans or specify the exact number of houses, although they were aware that Dorset Council’s Strategic Housing Land Availability Assessment (SHLAA) estimated 80 houses for the site provided certain specific problems could be overcome. Their plan was for two or three bedroom houses at the affordable end of the market.  They were looking in particular at the potential flooding implications of the proposal and how they and existing flooding problems might be mitigated, and also at the traffic and pedestrian access issues and how they might be mitigated.  They planned to hold a public exhibition in the village hall in the near future to explain their proposals and to try to understand the needs of the community and answer questions, before the planning application was finalised and submitted to Dorset Council.  In open session, members of the public expressed concerns about a number of issues including the capacity of the existing infrastructure (water, sewerage, electricity, etc) to service such a development and the environmental standards of the proposed houses.  The desirability of encouraging younger families to move into the village was also mentioned.  The Chairman said that these were all matters which could be raised with the company representatives at the public consultation.

(d)  Membership of the planning group

Following the resignation of both Cllr Griffith and Cllr Marriott, there were two vacancies on the planning group.  It was proposed by the Chairman, seconded by Cllr Toogood, and RESOLVED that Cllr Lamb should take one of the places.  The fourth would remain vacant pending the co-option of new councillors.

Public participation session


(i) A member of the public expressed concern that the question of the planning permission for the advertisement on Chalky Road had been raised with Dorset Council, without first discussing the matter with the householder in question.  The Chairman explained the background to the report and acknowledged and noted the point made.  It was understood that the householder had now removed the sign.
(ii)  A member of the public expressed concern that Dorset Council had yet to take any action to resolve the problem of the surface erosion of the northern end of Bramble Drove which he believed was now becoming dangerous.  The Chairman said that this problem had been the subject of numerous representations and meetings and that Dorset County Council (as it then was) had agreed to try to find funding to improve the drainage in Conway Drive in 2018.  That had not happened but Dorset Council officers had said they were monitoring the situation.  The Parish Council would again raise the matter with them.



(i) Cllr Toogood reported that BPFA had agreed to the suggestion, put forward by the Parish Council in April, for the provision of an outdoor table tennis table on the playing field.  However, the total cost, including protective matting on the grass, would be more than £3,600 which BPFA was unable to afford.  The committee therefore asked if the Parish Council would be able to provide this new facility as it did the Fitness Trail equipment.  The Chairman suggested that this was a project which could be paid for with the Community Infrastructure Levy (CIL) money which the Parish Council held.  It was agreed that this would be a good use of the CIL fund and Cllr Toogood and the Clerk were asked to prepare a paper on the matter for formal consideration at the October meeting.
(ii) The Clerk read a report from the PCSO.  There had been no recorded crimes in Broadmayne in the period 2 – 27 August, but she warned that there had been three thefts of catalytic converters in Crossways recently.

Financial Matters


(a) The Clerk had prepared the September 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:

Broadmayne Village hall (hire of hall for July & August meetings)     £     30.00
J.Davis (salary for July/Aug/Sept)                                                             £1,498.12
Water2Business (allotment water bill)                                                       £   157.21

(b)        Following the resignation of Cllr Marriott it was necessary to appoint a new cheque signatory.  It was proposed by the Chairman, seconded by Cllr Toogood and RESOLVED that Cllr Lamb should be the replacement signatory.  The Clerk would arrange for the necessary paperwork to be completed.

(c)        The Clerk reported that the internal auditor had carried out the first internal audit of the year and had no matters to report.

Casual vacancies on Broadmayne Parish Council


The Clerk reported that following the advertisement of the casual vacancies, Dorset Council had received no requests that an election be held.  Broadmayne Parish Council was therefore authorised to co-opt two councillors.  This would now be done in accordance with the agreed protocol.  The Chairman said that the vacancies would be advertised shortly and that a two week period, ending on 28 September would be allowed for those interested to make themselves known to the Clerk.

Community Governance Review (CGR) and designation of neighbourhood areas


The Chairman reported that he had so far been unable to arrange a meeting with representatives of West Knighton to discuss the question of a possible variation in the Broadmayne/West Knighton boundary, or the designation of a neighbourhood area.  He noted that Cllr Macer-Wright would be attending the DAPTC training events on neighbourhood planning.

Equality and Diversity policy


The Clerk reported that, on seeking advice, she had been recommended to use a policy with a broad approach to inclusivity so she had sought an alternative model, this time from the NALC website and customised it for Broadmayne Parish Council.  It was agreed that this new policy should be adopted.

Dorset Council: Proposed Parking Charges Strategy Report


The Parish Council noted a revised version of the parking charges strategy report, amended after comments had been received.  It was agreed that any further comments from Councillors should be sent to the Clerk by 9 September for collation and forwarding to Dorset Council.          

Other matters of report


The Clerk reported as follows:

(i) Broken inspection cover in the footway outside Sherren Cottages:  This had been reported to DC who passed it to Wessex Water for urgent action: it had already been repaired.
(iii) She had applied for a temporary traffic regulation order to close the A352 for twenty minutes on Remembrance Sunday in anticipation of being able to hold a normal Remembrance Sunday ceremony in November.
(iv)  DAPTC would be holding the annual clerks’ seminar in October: she asked for authorisation to book a place.  This was agreed.
(v) The missing litter bin outside the children’s play area on Chalky Road had been reported to Dorset Council but no response had been received as yet.

The Chairman reported that he had received reports of a most unpleasant form of litter, comprising human waste wrapped in newspaper, being found on Chalky Road, opposite the allotments and on the A352 between the village and Conygar.  He urged residents to keep a look out for those responsible.

Cllr Macer-Wright  reported that he had held discussions with the AONB officer about the grant for the Tadnoll Springhead project and that he was awaiting a response from the landowner concerning the site.  He was also awaiting a response from one of the landowners whose land was crossed by the proposed route of the Broadmayne to Dorchester shared-use route.  A further meeting about that project with council officers was due to be held on 15 September.

Matters received after the publication of the agenda


The Clerk said that she had been notified that the external auditors had completed the audit for the financial year ended 31 March 2021.  No matters of concern had been identified She would present the paperwork at the October meeting.

Date of next meeting


The next scheduled meeting would take place on Monday 4 October 2021, at a venue to be confirmed.