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

In attendance Dr J Davis (Clerk), District Cllrs N Bundy and A Thacker (from minute 19/4(c)) and two members of the public.

Apologies for Absence
19/1 An apology for absence had been received from County Cllr Ireland.

Declarations of Interest
19/2 Cllrs Diamond and Lamb declared an interest in the grant application made by the Village Hall Management Committee of which they are members (minute 19/7(a)).

Minutes of meeting held on 3 December 2018
19/3 The minutes of the meeting held on 3 December 2018 were approved as a correct record and signed.

Planning and Tree Matters
19/4 (a) Decisions

The following matter was noted: an application to raise the eastern crown of an oak tree and remove two stubs from western side of lower crown at 30 Old Brickfields had been approved by WDDC.

(b) Other planning matters

(i)The Parish Council considered and approved a revised version of the Tree Preservation Order (TPO) protocol but further concern was expressed about WDDC officers deciding whether or not a particular case was sufficiently contentious to warrant consultation. A response from the Head of Planning at WDDC on this point was awaited
(ii) The Parish Council noted an e-mail from WDDC requesting that when responding to planning application consultations the reasons for not objecting or supporting an application be stated.

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

(i) The Parish Council noted that the planning application for the demolition of the existing dwelling and the erection of six dwellings with parking at 6 Chalky Road was to be considered by the WDDC Planning Committee at its meeting on 17 January. The Parish Council had previously objected to this application; since no Councillors were available to attend the meeting on behalf of the Parish Council it was agreed that a written message should be sent reiterating the previously expressed objection.
(ii) It was noted that the application for the erection of a dwelling at 22 Chalky Road had been withdrawn.

Public participation session
19/5 The following matters were raised by members of the public: fly-tipping on Watergates Lane, parking on Main Street obstructing sight-lines when exiting Knighton Lane despite the existence of the double yellow lines, dog fouling, over-flowing litter bins, drainage issues on Rectory Road, various blocked street drains. Most of these issues were already being pursued by the Parish Council, and further action would be taken where possible.

19/6 County Cllr Ireland had provided a written report highlighting senior appointments to the new Dorset Council, the work of the shadow authority and the proposals for the handling of planning matters by the new authority which would involve three area planning committees, each with 12 members, meeting monthly. Broadmayne would sit in the western area. District Cllr Bundy said that WDDC was carrying on with business as usual and that it was endeavouring to deal with all existing planning applications by the time of the change to the new authority at the end of March. The review of Local Plans would be delayed until the new authority was operational but a new Local Plan for the whole area would be prepared by 2024. District Cllr Thacker reported that the money available for the transfer of assets, such as toilets, from district to town and parish councils had been reduced by the shadow authority which would limit take-up. He also reported on the on-going complexities of the TUPE transfer of employees to the new authority, and the need for the re-shaping of the Community Safety Partnerships. Cllr Toogood reported that the new train and boat play equipment had been installed in the children’s play area at the playing field and that they were already proving popular.

Financial Matters
19/7 (a) The Clerk had prepared the January financial statement, showing the receipts and payments since the last meeting. It was proposed by Cllr Eaglestone, seconded by Cllr Toogood, and RESOLVED to approve the following payments:
Payments already made
DCC for stickers for Remembrance Sunday traffic signs £15.60
Wessex Grounds Services (3rd quarter grounds maintenance) £966.20
Royal British Legion (poppy wreath donation) £100.00
Payments to be made
Grant to the Village Hall Management Committee £480.00
(Section 137 Local Government Act 1972 for works on trees around village hall site)
(b) It was proposed by Cllr Toogood, seconded by Cllr Marriott, and RESOLVED to approve the cost of printing emergency plan (£131 plus VAT).
(d) A grant application (for up to £1,020) from St. Martin’s PCC for replacement of the main door of the Community Hall was considered. After discussion it was agreed that more information was needed before a decision could be made.

Emergency Plan
19/8 Cllr Lamb reported that the final checks and amendments to the plan had been made and that a final version had been sent to the printers and converted into an electronic proof for approval. 30 copies had been ordered and would be printed once the expenditure had been approved (see minute 19/7(b)). It was hoped that the plan would be circulated to volunteers, with a redacted version posted on the website by the end of January.

New seats
19/9 A report from the Clerk on the steps needed to purchase and install new seats around the parish was noted. She was obtaining prices and, once a decision was made on the number to be purchased, it would be necessary to obtain agreement on exact locations from the Community Highways Officer.

19/10 The following items of correspondence were noted and action agreed as appropriate:
(i) From DAPTC: notice of subscription rates for 2019/20.
(ii) From WDDC: Confirmation of council tax base rates.
(iii) From the Clerk to the Governors of St. St Mary’s CE Middle School, Puddletown: vacancies for Foundation Governors at the school.
(iv) From DAPTC: invitation to nominate Chairmen of Dorset Parish Councils for a ballot to attend Royal Garden Party. It was proposed by Cllr Toogood, seconded by Cllr Eaglestone, and RESOLVED to nominate the Chairman, Cllr Steve Diamond in recognition of his work on the village hall extension project together with his general contribution to the village.

Matters of Report
19/11 (a) The Clerk reported on the following matters

(i) South Dorset Ridgeway Community Green Space Project The AONB Partnership Officer has confirmed that the bird boxes would be installed on trees around the playing field before the spring.
(ii) Footpath in woodland strip alongside Chalky Road Signage of this footpath had now been organised by the Senior Ranger for West Dorset.
(iii) Actions on matters reported at the last meeting. The fly tipping comprising the sofa on Chalky Road had been cleared, as had the leaves on Knighton Lane. The blocked drains and gullies in Knighton Lane and at the end of Rectory Road had also been reported and the Rectory Road issue had been reported as resolved.
(iv) Licence for SID DCC’s legal team had requested that the existing Service Level Agreement allowing communities to deploy a Speed Indicator Device (SID) on the highway be revoked and replaced with a “Section 72 Licence”. The copy of the licence appeared incomplete and had not yet been signed pending further information and assurances from DCC officers.
(v) Allotments The tenant of 12 road-side had requested permission to erect a poly-tunnel on his plot. It was agreed that permission should be granted. One of the water tanks was no longer sitting quite level; as a result if it is windy water spills out. It was agreed that the Clerk should arrange for this to be dealt with before it became worse. The levelling work near the gate had been undertaken.

(b) The Chairman asked that, following representation from residents, consideration be given to the installation of a litter bin in the vicinity of the junction of Martel Close with Chalky Road. This would be investigated. (b) Councillors: Cllr Marriott said that he had received complaints about the parking of commercial vehicles in Knighton Lane. The Parish Council considered that there was little which could be done about this and it was pointed out that it did have the effect of slowing traffic. Cllr Eaglestone said that he was pursuing the question of allocated parking spaces on Main Street with DCC officers, and that when he had moved the SID from the eastern end of the village to the western end he had found that the battery compartment had again been tampered with although this time the battery had not been taken. He would keep the situation under review.

Date of next meeting
19/12 The date of the next meeting was confirmed as Monday 4 February 2019 at the Methodist Church Hall at 7.30 pm.