Minutes 6th June 2016

Minutes of the Meeting Held On Monday 6 June 2016 in the Methodist Church Hall, Broadmayne

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

In attendance Dr J Davis (Clerk), County Cllr A Canning, District Cllr N Bundy, District Cllr A Thacker, and one member of the public.

Apologies for absence
16/72 An apology for absence had been received from Cllr Jury.

Declarations of Interest
16/73 There were none.

Minutes of meeting held on 9 May 2016
16/74 The minutes of the meeting held on 9 May 2016 were approved and signed as a correct record.

Planning and Tree Matters

(a) Decisions and correspondence on previous consultations The following decisions were noted: 53 Main Street: erect single storey rear extension; planning permission granted subject to three conditions. (ii) Westmayne Mews, 17 Martel Close: non-material amendment (reduction of lounge extension and implementation of hipped roof); approval granted.
(b) Consultations Land South of Warmwell Road, Crossways: extraction of up to 131,000 tonnes of sand and gravel, new vehicular access onto B3390 Warmwell Road; opportunity to comment following submission of additional information. The Parish Council had no further observations to make on this matter.
(c) Any planning matters received after the publication of the agenda

(i) Development of land off Knighton Lane Correspondence from Mr Atherton, agent for the landowner, was noted and it was agreed that the Parish Council would write to him to indicate support for the removal of condition 8, as specified in the grant of outline planning permission. This was necessary to allow for the siting of the new houses further back into the site, as shown in the latest plans, rather than along the fence line.

16/76 County Cllr Canning reported that he was now a member of the County Council Finance Committee, and that the council was facing hard choices in respect of the provision of services. Preparation for public consultation on the creation of a unitary authority was in hand and consultation would probably take place in September. He also said that the trial 50 mph speed limit on the A352 between Dorchester and Broadmayne was being monitored. He would send the early results to the Clerk. He had also been involved in discussions about this year’s Iron Man triathlon event on 11 September. Although the cycling element of the event would not pass through Broadmayne residents would be affected by road closures and diversions nearby. New organisers this year were putting more resources into marshalling and signage. He would send details of the road closures to the Clerk. Finally he reported that the travellers living in the caravan on the Ridgeway had now moved on, the DCC Gypsy and Traveller Liaison Officer having visited the site. District Cllr Thacker reiterated the uncertainty surrounding local government organisation in the county for councillors, for staff and for the public. District Cllr Bundy said that there would shortly be a public consultation on the WDDC medium term corporate plan. He also reported that the web address for the Dorsetforyou website had changed to www.dorsetforyou.gov.uk, and that shoppers parking permits could now be renewed on-line. Cllr Toogood reported that the Playing Fields Association was awaiting decisions on its grant applications for funding to replace to multi-play equipment and that issues with the new grass-cutting contract were being pursued. Mike Gant, Rural Transport Officer, reported on the DCC Public and Schools Bus Services Review. This consultation exercise was seeking views on the future of subsidised bus services in the county. The 101 service was amongst the routes under review. It was agreed that Mr Gant would seek to give publicity for the consultation by putting up posters and providing hard copies of the consultation document in the shop. He would also write an item for ‘Compass’. The Clerk would draft the Parish Council’s response to the consultation for approval at the July meeting.

Financial Matters

(a) Financial Statement The Clerk presented the May 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 to be made
Wessex Grounds Services (works at playing field) £744.00
Janet Davis: clerk’s salary (April/May/June 2016) £1,094.85
HMRC (income tax) £273.60
(b) 2015-2016 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) 2015-2016 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 2015-2016 accounts, alongside the report of the internal auditor. The annual accounts were approved and signed by the Chairman and Clerk.
(d) 2015-2016 Annual Return: Accounting Statement With reference to the 2015-2016 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 Griffith and RESOLVED to award an honorarium of £150 to the Internal Auditor.

Parish Plan
16/78 Cllr Hatcher reported that he was still waiting to hear from the DCC officers about the traffic and road safety issues considered at the site visit. He would remind them that a response was awaited. Cllr Eaglestone reported that there had been a good discussion of these problems at the Annual Parish Meeting. Cllr Hatcher asked for assistance in checking the plan to see which other issues could be progressed. Cllr Griffith agreed to assist with this. Cllr Hatcher would also pursue the fact that the plan was not available via the Dorsetforyou website.

Emergency Plan
16/79 On behalf of Cllr Jury, the Clerk reported that there had to date been no responses to the consultation on the latest version of the plan.

Village Hall project
16/80 The Chairman reported that a public meeting would be held in the village hall on 16 June to explain the need to seek a loan to cover the shortfall in funding for the project, and to seek support for such a loan.

Annual Parish Meeting
16/81 There were no matters arising from the meeting that were not already being pursued by the Council.

Queen’s 90th Birthday celebrations
16/82 Cllr Toogood reported that arrangements were in hand for the cream tea on 18 June and that volunteers to assist were still needed. The hall would be decorated on the afternoon of Friday 17 June. Coffee and cakes would be available from 11am on 18 June, and the cream teas served from 1.30pm.

16/83 The following item of correspondence was noted: from DCC: Minerals and Waste Planning Policy Consultation. The Clerk would examine this and see if any response was needed.

Matters of Report

(a) The Clerk reported as follows:

(i) Allotments: A tenant had proposed that plot 14 road-side which had not been properly worked for a number of years should be grassed over and used as a turning place for vehicles. It was agreed that the views of the tenants on this idea should be canvassed.
(ii) Following a request to the WDDC Dog Warden, a dog fouling notice has been erected at the junction of Rectory Road and Conway Drive.

(b) Cllr Griffith reported that the hedge opposite the new footway at Lytchetts needed trimming. The Clerk would report this.

Co-option of additional Parish Councillor to fill missing seat on council
16/85 In closed session the Council considered the co-option of a parishioner who had expressed an interest in becoming a member of the Council. The Chairman and Vice-Chairman had met with him. After discussion it was agreed to offer the vacant seat to Mr Peter Lamb. The Chairman would contact him to confirm this.

Matters received after the publication of the agenda
16/86 Maintenance and service agreement for the fitness trail Cllr Toogood reported that it had not proved possible to enter into the maintenance agreement for the fitness trail with the original fitter so an approach had been made to the company which manufactured the equipment. The quotation for a regular maintenance and service agreement was considered and agreed in principle, and would be confirmed at the July meeting.

Date of next meeting
16/87 The date of the next meeting was confirmed as Monday 4 July 2016 at the Methodist Church Hall at 7.30 pm.