Minutes Annual Parish Council Meeting 9th May 2016

Minutes of the Annual Parish Council Meeting Held On Monday 9 May 2016 in the Methodist Church Hall, Broadmayne

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

In attendance Dr J Davis (Clerk), District Cllr N Bundy, District Cllr A Thacker and 11 members of the public.

Election of Chairman and signing of Declaration of Acceptance of Office
16/54 It was proposed by Cllr Toogood, seconded Cllr Eaglestone and RESOLVED to elect Cllr Diamond as Chairman. The Declaration of Acceptance of Office was signed.

Election of Vice-Chairman and signing of Declaration of Acceptance of Office
16/55 It was proposed by Cllr Diamond, seconded Cllr Griffith and RESOLVED to elect Cllr Toogood as Vice-Chairman. The Declaration of Acceptance of Office was signed.

Apologies for absence
16/56 Apologies for absence had been received from Cllrs Hatcher and Jury and County Cllr Canning.

Declarations of Interest
16/57 There were none.

Minutes of meeting held on 4 April 2016
16/58 The minutes of the meeting held on 4 April 2016 were approved and signed as a correct record.

Appointment of Parish Representatives, Committees and Groups
16/59 Appointments were made as follows:

(a) Staffing Committee: The Chairman and Cllr Eaglestone.
(b) Appeals Committee: Cllrs Toogood and Jury.
(c) Complaints Committee: The Chairman and Cllrs Eaglestone and Hatcher.
(d) Planning Group: The Chairman and Cllrs Eaglestone, and Griffith.
(e) DAPTC Central Area Reps: The Chairman and Cllr Jury.
(f) Village Hall Liaison: Cllr Hatcher.
(g) Playing Fields Association: Cllr Toogood.
(h) Ancient Monuments: to be confirmed.
(i) Rural Transport: Mr Mike Gant.
(j) Rights of Way: Dr Janet Davis.
(k) Homewatch Coordinator: Miss Anne Bradshaw.
(l) West Knighton Village Green: Dr Janet Davis.
m) Allotment Watch: Dr Kevin Denham.
(n) Webmaster: Cllr Jury.
(o) Noise Pollution Officer: Mr Richard Lawson.
(p) Community Speedwatch Coordinator: Cllr Eaglestone.
(q) Community Emergency Coordinator: making this appointment was deferred pending the completion of the updating of the Community Emergency Plan.

Planning and Tree Matters
16/60 (a) Consultations (i) 53 Main Street—erect single storey rear extension. The Parish Council considered this application and had no objection or observations to make. (ii) Land south of Warmwell Road, Crossways—extraction of up to 131,000 tonnes of sand and gravel, new vehicular access onto the B3390 Warmwell Road (neighbouring parish consultation). The Parish Council considered this application and had no objection, although concern was expressed about potential increased traffic flow through Broadmayne. (iii) Broadmayne Playing Field—amended plan for installation of timber clad shipping container for storage of equipment by Broadmayne Scout Group. The Parish Council considered this application and had no objection to make, considering it to be an improvement on the original proposal. (b) Other planning matters

(i) The footway at Lytchetts. It was noted that the footway was now under construction. Concerns were expressed that the width of the new footway was such that the available road space had been reduced, causing problems for drivers but it was further noted that the specification had been approved by the DCC Highways Department and that the change might prove to be a traffic calming measure.

(ii) 18 Rectory Road. A reply had been received from WDDC in response to the Parish Council’s request for a further meeting. This letter said that it was not considered that anything useful could be gained from a further meeting, but also indicated that a further investigation of the handling of the case was being undertaken by the Local Government Ombudsman.

(iii) 26 Old Brickfields. The applicant had lodged an appeal against WDDC’s decision not to grant planning permission for change of use of open space to residential amenity land and resiting of the boundary fence. During the public participation session residents expressed their concerns about the appeal and the validity of the assertions made in the appeal statement. After discussion it was agreed that that Parish Council should write to the Planning Inspectorate to reinforce its original letter of objection to this proposal.

(iv) Land at Knighton Lane. Revised plans for the houses on this site had been circulated by the architect, Chris Read, who was present at the meeting. The Parish Council considered these to be a great improvement on the original plans and during the public participation session residents were invited to comment on them. Particular concern was expressed about the provision of paths connecting the front doors of the properties with the footway on Knighton Lane since it was thought this would encourage parking on Knighton Lane. The other main concern was with the positioning of the houses within the site, and it was again asked if they could be set back further from the road. Mr Read noted these concerns. (c) Any planning matters received after the publication of the agenda 17 Martel Close. The Parish Council noted a non-material amendment to planning permission to reduce lounge extension to be only 2 metres from existing rear wall and implement a hipped roof in this area.

Public participation session
16/61 A member of the public asked if it would be possible for a representative of DCC’s highways department to attend the Annual Parish Meeting to answer questions about traffic and road safety concerns in the parish given that this was the major concern identified in the Parish Plan. Cllr Eaglestone explained that the working group (himself, Cllr Hatcher and the Rector) had already met with DCC officers and that he would be making a presentation about the outcomes at the Annual Parish Meeting.

16/62 District Cllr Bundy reported on three matters. The Community Infrastructure Levy (CIL) would be introduced into the WDDC planning process as from 18 July. This is a charge on developments applied to contribute towards infrastructure such as roads and schools. He had circulated a report on the number of planning applications dealt with by WDDC in the last year, which indicated the scale of the work which was being undertaken.

WDDC would be making major changes to the way in which Parish Council were consulted about planning applications in 2017, in particular they would be ceasing to circulate paper copies. Clerks would be invited to a seminar at which this would be explained. District Cllr Thacker said that the result of the recent referendum was in favour of a change to the current way the Council is run i.e. in future to be by one or more committees made up of elected councillors. He also said that whilst the formal amalgamation of WDDC, NDDC and Weymouth & Portland was still being considered it was now being looked at alongside the bigger change to a unitary authority. Either option would mean a great deal of work. Finally he said that District Councillors had been voicing their concerns about the handling of planning matters, in particular communications with the Planning Department DAPTC Central Area Committee The Chairman reported that the most recent meeting had concentrated on cuts to budgets at principal authority level and the cascading of work down to Parish and Town Council level.

Financial Matters
(a) Financial Statement The Clerk presented the April 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 already made
Steve Hillman (grass cutting Jan. to March 2016) £325.00
SLCC subscription £103.00
Payments to be made
Ricoh (photocopying ‘click’ charge: Jan. – March) £6.60
Parish Council Printing (printing of annual report) £68.70
(b) Improvement works on the football pitch A paper from the Clerk on proposed works to improve the condition of the pitch was noted. The arrangements were approved and it was agreed that any additional works should be carried out in collaboration with the PFA and the football team.

Parish Plan
16/64 Cllr Eaglestone reported further on the meeting with Highways Department Officers (see minute 16/61). He stressed that discussions had concentrated on what was feasible and likely to make a difference to traffic and road safety, not what was affordable. Feedback from the officers was awaited.

Emergency Plan
16/65 In Cllr Jury’s absence, the Clerk read a report which he had prepared. Work was continuing on the revision of the plan. Two drop in sessions had been held and the main issue identified was a lack of facilities for the first-aiders. A draft of the revised plan was being circulated to the volunteers for comment and consideration was being given to extending the plan to cover West Knighton.

Village Hall project
16/66 The Chairman reported that work was continuing on developing a plan for the next stage of the project (procurement and build), and on obtaining a loan.

Annual Parish Meeting
16/67 The Clerk reported that arrangements had been completed. The annual report had been printed and was being circulated to all households.

Queen’s 90th Birthday celebrations
16/68 Cllr Toogood said that the celebratory cream tea would be held on the afternoon of Saturday 18 June as part of the D5 D-Day event. Volunteers were being sought to help with serving the tea and to make cakes. There would be a charge for the tea since many people attending would be from outside Broadmayne but the profits would go towards the village hall extension.

16/69 The following items of correspondence were noted, and any necessary actions agreed:

(i) From DCC: consultation re-mobile library service. Users of the service needed to respond to this.
(ii) From WDDC: changes in planning consultation process.
(iii) From the Long Distance Walkers Association: notice of Dorset 100 Challenge Event—over 500 walkers would be passing through Broadmayne between 11 am and 4 pm on Saturday 28 May 2016.
(iv) From Dorchester Casterbridge Rotary: Dorchester Marathon 2017—this would be taking place on Sunday 28 May 2017. It would not be passing through Broadmayne but there could be disruption to traffic movements over a wider area.
(v) From Roger Holehouse: Weymouth Ironman event 2016 and associated road closures. County Cllr Andy Canning had been invited to a meeting about this: the Clerk would advise him of the Parish Council’s concerns which included very poor signage of road closures for previous events.
(vi) From DCC: Minerals and Waste sites consultation.
(vii) From Wessex Water: Road closure at West Knighton. The Parish Council had not been notified directly about this, but the Clerk had obtained details of the road closure from Wessex Water, and Mike Gant had obtained details about the changes in the 101 bus service.

Matters of Report

(a) The Clerk reported as follows:

(i) Allotments: There was an expression of interest in one plot and she proposed to let anyone willing to take on the plot which is in a very poor condition rent-free for a year.
(ii) Caravan on the Ridgeway: This had been reported to DCC Highways team but they had referred it to the Gipsy and Traveller Liaison Officer. The matter would be further pursued.
(iii) The Doctor’s surgery sign had been reported, and had now been removed.
(iv) The vegetation outside no. 10 Main Street had been reported and DCC had served notice on the landowner requiring it be cut back. This would be pursued further as necessary.
(v) The damage to the grass verge at the junction of Cowleaze Road and Chalky Road had been reported to DCC and dealt with: repairs had been undertaken and a series of bollards erected.

(b) Chairman The Chairman had received a suggestion that instead of putting fresh flowers on the war memorial a trough containing plants be placed there instead. It was agreed this was a good idea and the Chairman would mention it at the Annual Parish Meeting.
(c) Councillors Cllr Hatcher had reported (via the Clerk) that he had received a request for a sign regarding dog fouling from the residents of the house at corner of Rectory Road and Conway Drive. The Clerk would contact the dog warden about this.

Items for Next Agenda
16/70 (i) Presentation and approval of annual accounts and completion of external audit form. (ii) Honorarium for internal auditor.

Date of next meeting
16/71 The date of the next meeting was confirmed as Monday 6 June 2016 at the Methodist Church Hall at 7.30 pm.