Minutes 7th March 2016

Minutes of the Parish Council Meeting Held On Monday 7 March 2016 in the Methodist Church Hall, Broadmayne

Present Cllrs D Eaglestone, C Griffith, R Hatcher, and K Jury.

In attendance Dr J Davis (Clerk), County Cllr A Canning, and District Cllrs A Thacker and N Bundy.

Apologies for absence
16/25 Apologies for absence had been received from the Chairman, Cllr Diamond, and the Vice Chairman, Cllr Toogood. In the absence of both the Chairman and Vice Chairman, it was proposed by Cllr Eaglestone, seconded by Cllr Griffith, and agreed that that Cllr Jury should take the chair.
Before beginning the meeting Cllr Jury expressed his sympathy to retired Parish Councillor Ray Ferneyhough on the loss of his wife Jilly, who had long served the community as Brown Owl. The Parish Council sent its condolences to Ray and his family.

Declarations of Interest
16/26 There were none.

Minutes of meeting held on 1 February 2016
16/27 The minutes of the meeting held on 1 February 2016 were approved and signed as a correct record.

Planning and Tree Matters
16/28 (a) Decisions and correspondence on previous consultations The following matters were noted. (i) 53 Main Street—proposed storey and a half rear extension; non-material amendment; proposed extension ridge to marry through with that of the principal ridge.
(ii) Westmayne Mews, 17 Martel Close—remodel existing roof conversion, layout and rear single storey extension; planning permission granted subject to two standard conditions. (b) Consultations (i) 10 Spring Gardens—erect extension and alterations. The Parish Council had no objection to this application. (c) Other planning matters District Cllr Thacker asked if there had been any progress regarding the footway beside the Lytchetts redevelopment on Chalky Road. The Clerk said that the developers had applied for a highways licence from DCC and were awaiting confirmation of that before works could begin on the path.

16/29 County Cllr Canning said that the main issue for the county council was the future structure of local government within the county. Five options for re-organisation were due to be debated by county councillors on Saturday. In addition, the formal amalgamation of West Dorset and North Dorset District Councils and Weymouth and Portland Borough Council was due to be considered by district councillors on Saturday. Further savings were essential and re-organisation of some kind seemed inevitable. District Cllr Thacker added that discussions on these matters were taking place between the CEOs of the authorities, council leaders and senior civil servants from the Department of Communities and Local Government, and that the changes could be made by 2018. District Cllr Bundy said that there were implications for parish and town councils because it was likely that discretionary services would be left to parish and town councils to provide but that the money needed to do so would not follow.
Playing Fields Association The Clerk read a report from Cllr Toogood. The AGM had been held on 18 February but once again not enough people were present for the meeting to be quorate. A unanimous vote was taken to carry on with business and amend the constitution so that the meeting could be held and matters moved forward. A new committee was elected with reduced numbers and was still looking for new members. The main project at the moment was the replacement of the multi-play equipment. It was hoped that the new equipment could be installed in time for the summer. The Clerk said that a letter had been received from Andy Cullen, secretary of BPFA, seeking confirmation that the Parish Council had budgeted to provide grant assistance for the purchase of this equipment (this was needed to assist with further funding applications). The Clerk would write to confirm this.

Financial Matters
16/30 (a) Financial Statement The Clerk presented the February financial statement, and drew the Council’s attention to the receipts and payments since the last meeting. It was proposed by Cllr Eaglestone, seconded by Cllr Griffith, and RESOLVED to approve payments as follows:
Payments already made
Broadmayne Village Hall £3.00
Payments to be made
Bristol Wessex Billing services £41.00
Broadmayne Methodist Church (6 months rent) £36.00
Janet Davis (salary: Jan/Feb/March 2016) £1,094.85
HMRC (income tax on above) £273.60
(b) Grant application for the sum of £1,004.00 from St. Martin’s PCC for maintenance of grave yard After discussion it was proposed by Cllr Eaglestone, seconded by Cllr Hatcher, and RESOLVED to award this grant under the powers provided by section 214(6) of the Local Government Act 1972.
(c) Grant application for the sum of £580 from Broadmayne World War II Society in support of the Broadmayne D-Day commemorative event (17-19 June) The grant would enable the provision of portaloos. After discussion the Clerk was asked to obtain more details about these facilities, in particular their location and by whom they would be used. (d) Review of internal controls (including the effectiveness of the internal auditor and risk assessment) The Council considered papers setting out (i) the internal audit controls and (ii) the risk assessment. These papers had been assessed by the Clerk and Cllr Griffith. Following discussion of these matters it was agreed that it should be made clear that 100% compliance with the controls was the desired aim, and that a new line should be added to the risk assessment to cover possible failure to display required audit information on the website. The Clerk would make these amendments so that the documents could be signed-off at the April parish council meeting. (e) Appointment of internal auditor for 2016-2017 It was proposed by Cllr Eaglestone, seconded by Cllr Griffith, and RESOLVED to appoint Mr J Dickson as the Council’s internal auditor for the coming year. Mr Dickson had said that he was willing to continue in post. (f) The asset register was noted. (g) A letter from Smaller Authorities’ Audit Appointments Ltd (SAAA) was noted. It was agreed that Broadmayne Parish Council should not opt out of the external audit arrangements which the SAAA was putting in place as from 17 April 2017.

Parish Plan
16/31 Cllr Hatcher reported as follows. (i) He had contacted Sustrans to see if there was funding available for any of the proposed traffic/road safety measures; Sustrans could not provide any grant funding itself but had suggested investigating Big Lottery funding. (ii) He would be contacting Osmington PC about the funding of their Speed Indicator Device (SID) and related issues. It was suggested that contact also be made with Owermoigne PC to see if they would be interested in sharing a device. (iii) He had informed the planning department and the highway authority about the need for a footway on Chalky Road as part of any new development of the garage site. (iv) He had contacted the Highways and Collision Reduction Team regarding a site meeting. (v) He had spoken to the resident in Chalky Road about the problems on that road.

Emergency Plan
16/32 Cllr Jury was proceeding with the update of the written plan and the Clerk reported that Mr Keith Blandamer had agreed to take up the post of Community Emergency Coordinator. The Parish Council expressed its thanks to Mr Blandamer for taking on this important role.

Annual Parish Meeting
16/33 Following a suggestion from the Chairman it was agreed to contact the Dorset Fire and Rescue Service to see if they would be able to provide a speaker for the meeting. Other topics to be covered at the meeting should include the work on traffic and road safety arising from the Parish Plan, the revision of the emergency plan, and any developments with the village hall extension.

16/34 The following items of correspondence were noted, and any necessary actions agreed:
(i) From DCC: mobile library schedule from May 2016.
(ii) From local resident: car parking in Chalky Road. Cllr Hatcher had already spoken to him (see minute 16/31 above).
(iii) From Lord Lieutenant of Dorset: Queen’s 90th birthday celebrations. Consideration was given to providing a cream tea for local residents, either on 12 June, in line with the national celebrations, or on 18 or 19 June as part of the Broadmayne D-Day commemorative event. The Clerk was asked to check the availability of the village hall on 12 June.

Matters of Report
16/35 (a) The Clerk reported as follows: (i) Work was continuing on the updating of the Broadmayne Directory (ii) Broadmayne to Dorchester Cycle Track: Dorchester Area Community Partnership had ceased to operate owing to the withdrawal of funding so could no longer support this initiative but officers at DCC were looking at the matter again. (iii) Grass and hedge cutting contract: the new contractors had accepted the contract and would begin work on 1 April. The Chairman, Vice Chairman and Clerk had met with representatives of the company. (iv) Homewatch The Chairman had reported that Anne Bradshaw has agreed to take on the post of Home Watch Coordinator. The Parish Council expressed its thanks to Miss Bradshaw for taking on this important work. (v) The Clerk had received a telephone call from resident who has been approached by a relative of a Broadmayne resident who died last year, seeking the Parish Council’s assistance in putting up a tree or bench in her memory. The Clerk would contact the family to find out more.

Matters for the next agenda
16/36 The Clerk’s annual appraisal; insurance renewal; final arrangements for the Annual Parish Meeting in May, and the Annual Report.

Date of the next meeting
16/37 The date of the next meeting was confirmed as Monday 4 April 2016 at the Methodist Church Hall at 7.30 pm.