Minutes 6th February 2017

Minutes of the Meeting Held On Monday 6 February 2017 in the Methodist Church Hall, Broadmayne

Present Cllrs S Diamond, D Eaglestone, P Lamb and S Toogood.

In attendance Dr J Davis (Clerk), District Cllr A Thacker and four members of the public.

Apologies for absence
17/13 Apologies for absence had been received from Cllr Griffith, Cllr Jury, County Cllr Canning and District Cllr Bundy.

Declarations of Interest
17/14 There were none.

Minutes of meeting held on 9 January 2017
17/15 The minutes of the meeting held on 9 January 2017 were approved for signing as a correct record.

Planning and Tree Matters

(a) Consultations

(i) 9 Oakwood: fell one cherry tree. The Parish Council had no objection to this proposal.

(b) Other planning matters

(i) Changes in consultation procedures for Parish Councils. The Clerk reported that she had attended a further workshop about this at which it was confirmed that the District Council would cease to circulate paper copies of applications to Parish Councils at the end of March, however, it should still be possible to obtain paper copies directly from applicants on request.
(ii) The Chairman reported that he had attended the meeting of the WDDC Planning Committee at which the amended outline planning application for land at Knighton Lane was determined. The Planning Committee had approved the application.

(c) Any planning matters received after the publication of the agenda

(i) 46 Main Street: alterations and additions to form new roof and associated car parking; planning permission granted subject to four conditions. This was noted.
(ii) 22 Chalky Road: erect a two storey chalet style residence with the variation of condition 1 of earlier planning permission. The Parish Council had no objection to this proposal.

Public participation session

(i) A member of the public expressed concern that neighbours had received no notice about the planning application for works at 46 Main Street. The Clerk would make enquiries of WDDC about current procedures for advertising planning applications.
(ii) A member of the public expressed concern about parking in the Osmington Drove/Cowleaze Road area. The Chairman would remind the builders at the hall about the need for considerate parking.
(iii) A member of the public expressed concern about the builders, working at what was the Doctor’s surgery, leaving litter in the vicinity. The Parish Council would attempt to contact Dr Bowering about this.
(iv) Stan Harland, coordinator of the Patient Support Group, reported on the activities of the Group since the surgery had closed: 12 volunteers were currently involved and they had undertaken 1000 support tasks since the surgery closed; the Atrium Practice at Crossways was paying the Group to deliver prescriptions on a weekly basis. In addition, patients were being taken to all kinds of medical appointments. A problem had arisen with around £2,000 held in a bank account by the Group which was not needed for its regular running. There were difficulties in accessing the money because one of the signatories had moved away. Once that issue had been resolved Mr Harland proposed to open a new account and to report to the public on a regular basis (via the Parish Council and the Annual Parish Meeting) on how it was being spent. This expenditure would be on community based projects.
(v) A member of the public expressed disappointment that only 4 people had attended a training session for the defibrillator that has recently been installed outside the Corner House Stores.

17/18 County Cllr Canning had sent a note reporting that the County Council had decided to cut £1 million from its subsidy of bus services. In practice this would mean that the number of services supported would be reduced from 35 to 7. The 211 and 311 services would cease on 22 July and the future of the 101 service was uncertain. He and other Councillors would be challenging the decision and a county-wide petition about the level of cuts was being launched.

The Parish Council agreed that the petition should be publicised and a copy for signing placed in the shop. District Cllr Bundy had sent a report drawing the Parish Council’s attention to the first consultation on the West Dorset & Weymouth and Portland Local Plan review which would start on the 6 February. It could be viewed on line and there will be drop in events throughout West Dorset (see minute 17/23(iv)).

District Cllr Thacker reported that all nine councils in Dorset had now considered a report setting out a proposal to replace the county’s nine councils with two new unitary authorities. Six councils (Bournemouth, Dorset County, North Dorset, Poole, West Dorset, and Weymouth & Portland) had supported the general preference expressed in the public consultation for the creation of two new unitary councils, one covering Bournemouth, Poole and Christchurch in the east, and a second covering the rest of the county.

The proposal would now be put to the Secretary of State at the Department of Communities and Local Government for approval. The Chairman reported that the main topic discussed at the most recent DAPTC central area committee had been the Dorset Clinical Commissioning Group’s consultation on how the county’s community and hospital-based services are organised. Parish Councils were being urged to respond.

Financial Matters

(a) Financial Statement The Clerk presented the January 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 Lamb, and RESOLVED to approve payments as follows:
Payments to be made
Ricoh (photocopier ‘click’ charge) £7.90
Jhai (building control work at hall) £520.80
Allotment deposit refund (Hillman/Williams) £50.00
Morgan Carey Architects £162.00
(b) Authorisation for payment for works on the village hall extension It was proposed by Cllr Eaglestone, seconded by Cllr Lamb, and RESOLVED that payments to Spetisbury, and other contractors working on the hall project, may be authorised by the Clerk/RFO under Financial Regulation 5.5(a) where the Chairman has advised that there is no dispute or other reason to delay payment and where the final date of payment falls before the next due Parish Council meeting. Any such payments will be submitted to the next appropriate meeting of the Parish Council and will be subject to the budget provided for the project and the normal cheque signatory procedures. Any fund transfers between Parish Council accounts required to make such payments will be calculated by the Clerk/RFO, with the bank instruction signed-off by the cheque signatories. This resolution suspends Financial Regulation 5.5
(c) for the duration of the contract with Spetisbury. (c) It was agreed that Cllr Lamb would undertake the annual review of financial procedures with the Clerk.
(d) The Clerk reported that the internal auditor has undertaken the second internal audit of the year and had no matters to raise.

Parish Plan
17/20 Cllr Eaglestone said that now the dates for the re-surfacing of the A352 were known (see minute 17/23) he would contact those county council officers dealing with the road safety measures to make sure that the work was coordinated. The Clerk reported that she had met with an officer of DCC and an officer of Dorchester Town Council for further discussions about the Broadmayne to Dorchester Cycle Track. The DCC officer was planning to speak to the landowner about the surfacing of the bridleway which would form part of the route. She would then prepare costings and have further discussions with colleagues at the county council. She asked if Broadmayne and Knightsford Parish Councils might be able to make a financial contribution to the cost of the scheme.

Emergency Plan
17/21 In the absence of Cllr Jury it was agreed that further discussion of the revision of the plan should be postponed.

Village Hall project
17/22 The Chairman reported that the building works were progressing well and that the foundations had been completed. WDDC officers had confirmed that the s.106 grant money would be transferred to the Parish Council shortly.

Response to WDDC consultations on public space protection orders in respect of dogs and other matters
17/23 It was agreed that the Parish Council should support the introduction of the public space protection orders being proposed by WDDC. These would introduce Public Space Protection Orders in relation to alcohol related anti-social behaviour, begging related anti-social behaviour and the feeding of gulls in specific areas in West Dorset, and dog control measures including dog fouling, dogs on sports pitches and children’s play areas, and dogs on beaches. Broadmayne’s Playing Field is specifically included.

17/24 The following items of correspondence were noted and any necessary actions agreed:

(i) From DCC: Proposed temporary traffic regulation order on A352 (Broadmayne to Warmwell roundabout; 23-10-17 to 10-11-17). This day-time closure was necessary for re-surfacing works to be carried out. The Clerk was asked to enquire what would happen to the bus route(s) for the duration of the works
(ii) From Wessex Water: water industry changes (deregulation allowing customers to choose water and sewerage retailers).
(iii) Complaint about dog fouling in Rectory Road, Chalky Road and Knighton Lane. The Clerk was asked to contact the WDDC dog warden.
(iv) From WDDC: consultation on the West Dorset, Weymouth & Portland Local Plan Review. The Clerk was asked to advise on any Parish Council response.

Matters of Report

(a) The Clerk reported

(i) that the DAPTC annual seminar for Parish Clerks would be held on 21 September 2017. It was agreed that she should attend;
(ii) that as a result of two tenants vacating their plots two other tenants had switched plots. One new tenant was taking on a plot. There were two vacant plots being advertised, one of which had not been worked for some time and so was being offered rent free.

(b) Cllr Toogood reported that she and the Clerk had met with Wessex Grounds Services to review the grass and hedge cutting contract and consider its extension. Both parties agreed that the contract was now operating well and that it should be continued for a further two years, subject to some minor changes to the wording of the contract and a 2% increase in costs each year. The Clerk would be preparing the amended contract.
(c) Cllr Eaglestone reported that a location for a grit bin at the junction of Conway Drive and Bramble Drove had been identified and that costings would now be obtained.
(d) Cllr Eaglestone reported that he was due to attend a Speedwatch meeting on 22 February. This would involve the new county Speedwatch coordinator. Whether the scheme could be re-started in Broadmayne would depend on whether the monitoring sites could now be re-approved.

Date of next meeting
17/26 The date of the next meeting was confirmed as Monday 6 March 2017 at the Methodist Church Hall at 7.30 pm.