Minutes 7th November 2016

Minutes of the Meeting Held On Monday 7 November 2016 in the Methodist Church Hall, Broadmayne

Present Cllrs S Diamond, D Eaglestone, C Griffith, K Jury and S Toogood.
In attendance Dr J Davis (Clerk), County Cllr A Canning, District Cllr N Bundy and six members of the public.

Apologies for absence
16/143 Apologies for absence had been received from Cllr Lamb and District Cllr Thacker.

Declarations of Interest
16/144 All five Parish Councillors present, having disclosable pecuniary interests, namely owning property within the parish, had made written applications to the Clerk, seeking dispensations, under section 31(4) of the Localism Act 2011, to allow them to speak and vote in respect of the setting of the Council’s budget and precept (minute 16/158). The Council resolved to grant these dispensations otherwise the number of persons prohibited from participating in those discussions would be such as to impede the transaction of the business.

Minutes of meeting held on 3 October 2016
16/145 The minutes of the meeting held on 3 October 2016 were approved and signed as a correct record.

Planning and Tree Matters

(a) Consultations 22 Chalky Road: erect garage. The Parish Council considered this application and resolved not to object but to express concern that the proposal would bring the building line close to the road, out of line with other properties in the vicinity.

(b) Any other planning matters Alleged unauthorised development in Watergates Lane: the Clerk had queried this matter (see minute 16/132) with WDDC; officers had investigated the situation and reported that there had been no breach of planning control since the works undertaken had permitted development rights. However concern was expressed about where the water from the swimming pool would drain. The Clerk was asked to make further enquiries.

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

(i) WD/D/16/002296—Olds Broadmayne (24 Main Street): demolish existing garage and erect two 3-bedroom semi-detached houses and five 3-bedroom terraced houses. The Clerk had asked for an extension to the consultation period so that this application could be considered at the December meeting.
(ii) WDDC had made a tree preservation order for trees within the Lytchetts site. The Clerk was asked to enquire of WDDC why this order was being made.

Public participation session

(i) A member of the public expressed concern about HGVs parking overnight without lights in the unofficial ‘layby’ at the eastern end of the village. County Cllr Canning said that he would report this to the highway authority. (ii) A member of the public said that he believed the 50 mph speed limit on the A352 to be unenforceable because the repeater signs were not placed at the required intervals. County Cllr Canning said that county council officers would be holding a meeting to review the speed limit so he would raise the point then.
(iii) A member of public raised concerns about the proposed housing development at the old garage site (see minute16/146(c)(i) above. These were that granting the application would result in over-development with insufficient parking spaces. The Parish Council noted these points and would consider them when it made a decision on the application at its next meeting.
(iv) A member of the public raised his continuing concerns about the size of vehicles passing through the village and the speed at which they travelled. Cllr Eaglestone said that efforts were still being made to persuade the county council to install additional road safety measures.

16/148 County Cllr Canning reported that the analysis of the responses to the consultation about local government reorganisation was awaited and that officers were pleased with the level of public engagement. All of the Dorset councils would be meeting to consider the responses in January at which time it was hoped that the way forward could be agreed. He also reported that the A352 in the village was still scheduled for re-surfacing next year, and that discussions about the future of the Iron Man event were being held, following further problems with road closures this year.

District Cllr Bundy reported that there would be a consultation about the Local Plan review next year. This concerned the need to identify additional sites for housing development.
Cllr Toogood reported on behalf of the Playing Fields Association (PFA) that the new multi-play equipment in the children’s play area had been installed and had been well-received. The PFA would be holding its AGM on 24 November. Cllr Toogood also reported that she had attended a DAPTC budgets and precept course.

Financial Matters

(a) Financial Statement The Clerk presented the October 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 Jury, and RESOLVED to approve payments as follows:
Payments already made
DAPTC (fee for clerks’ seminar) £40.00
Payments to be made
Parish Magazine Printing (Directory) £82.00
Ricoh (photocopier click charge) £6.68
DAPTC (fee for budgeting and precepts course) £30.00
(b) Grant application from 1st Broadmayne Scout Group for camping equipment
An application from the Scout Group for a grant support towards the costs of camping equipment amounting to £1,000 was considered. It was proposed by Cllr Toogood, seconded by Cllr Griffith and RESOLVED to make a grant of £400 for this purpose, using the powers granted under section 237 of the Local Government Act.

Parish Plan
16/150 Cllr Eaglestone reported that he had been attempting to contact officers at DCC about the timescale for the proposed road safety measures.

Emergency Plan
16/151 Cllr Jury reported that work on this was in hand and that he hoped to report on progress at the next meeting.

Village Hall project
16/152 The Chairman reported that nine firms had expressed an interest in tendering for the hall building contract and that six had submitted bids in accordance with the timetable. These had been considered by the working party and two had been selected for interview, with one held in reserve. The interviews would take place on 11 November and it was hoped that it would be possible to make a recommendation about the chosen firm at the December Parish Council meeting. It was clear from the costs estimates within the bids that it would not be necessary to take out a loan to cover the cost of the building works.

Working Together—Highways
16/153 This paper about the commissioning and carrying out of minor highway maintenance activities by parish and town councils was noted. Cllrs agreed that at this stage it was difficult to assess what, if any, works the Parish Council might undertake and their likely costs but that it would be prudent to start to build up a reserve fund to cover the eventuality of having to do so.

Arrangements for Remembrance Sunday
16/154 The Clerk confirmed that all arrangements were in place for the day: DCC had made an order for the closure of the A352 between the cross roads and the junction with Rectory Road from 10.50am until 11.10am on 13 November, and the advance warning signs were in place. Cllr Eaglestone had again asked the Community Speed Watch volunteers to act as marshals on the day. Roger Holehouse, Keith Blandamer and the Rector would speak at the war memorial ceremony.
16/155 The following items of correspondence were noted and any necessary actions agreed:

(i) From Jack Daniels (DCC Community Highways Officer): problems on Chalky Road. Mr Daniels had written to JD Pipes about problems with their delivery lorries following complaints from local residents and had received a helpful response indicating a new programme of less frequent deliveries and limits on delivery times.
(ii) From Dorset CPRE: invitation to debate on “Urbanisation of Dorset”.
(iii) From WDDC: letter about the review of the Local Plan in respect of potential sites for housing development.
(iv) From Sir Oliver Letwin MP: letter about the possible imposition of referenda about precept increases at parish and town council level. In response to a letter from the Chairman, Sir Oliver had indicated that he thought it unlikely that this would be introduced for small parishes.

Matters of Report

(i) The Clerk reported that the works at the allotment gate had been carried out, and that thanks had been expressed by allotment tenants. A suggestion had been made that a mirror be erected opposite the allotment gate to assist anyone exiting the allotment site but the Parish Council did not consider that it could authorise this as such mirrors can only be erected on private land with the permission of the relevant landowner. A tenant for the vacant plot had been found.
(ii) Cllr Eaglestone reported that part of Bridleway 15 (Bramble Drove) and the adjoining Bridleway 17 had been ploughed out and not reinstated. The Clerk would report this to DCC.

Village Hall Project (continued discussion)
16/157 (This item was taken as confidential business since it involved reference to the tenders and negotiations.)
The Chairman presented more detail of the tenders received and the process by which they had been reduced to three possible contractors. It was proposed by Cllr Diamond, seconded by Cllr Eaglestone and RESOLVED that the Contracting Team had the Parish Council’s support to select one contractor from the three remaining and to enter into negotiations with them. The specific recommendation of a contractor and a price would be brought to the December meeting for ratification.

Budget and precept
16/158 (This item was taken as confidential business)
The first draft of the budget and various adjustments were considered. After discussion, the budget was agreed provisionally, with the precept increased to £25,800. This was lower than the sum predicted had it proved necessary to obtain a loan to complete the hall project but would provide a further contingency sum for the works, and would also provide a buffer should it prove necessary to meet any demands from the county or district councils to contribute towards the costs of services they currently provide. It was also agreed that the allotment rents should be increased to £20 per annum in February 2018. Any further minor adjustments needed or queries were to be addressed to the Clerk as soon as possible so that a final version of the budget could be prepared for approval at the December meeting. The draft of the hall project budget would be prepared and circulated only when the builder had been appointed and the final estimate of the cost was available.

Date of next meeting
16/159 The date of the next meeting was confirmed as Monday 5 December 2016 at the Methodist Church Hall at 7.30 pm.