BROADMAYNE PARISH COUNCIL
MINUTES OF THE PARISH COUNCIL MEETING HELD REMOTELY ON 6 JULY 2020

Present

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

In attendance

Dr J Davis (Clerk), Dorset Cllr Tarr (until minute 20/76) and six members of the public.

Apologies for absence

20/70 There were none.

Declarations of Interest

20/71 Cllrs Marriott and Toogood in respect of minute 20/76(b).

Minutes of meeting held on 1 June 2020

20/72 The minutes of the meeting held on 1 June 2020 were approved as a correct record. They would be signed in due course.

Planning and Tree Matters

20/73 (a) Decisions and correspondence on previous applications
(i) Olds garage site: provision of footway on Chalky Road The Chairman reported that he had written to the planning department reminding them of the necessity of the building the new footway on Chalky Road, as required by the planning permission, and other related matters. He had received a brief reply but more detail was awaited.
(ii) Land adjacent to Black Dog Inn (two three-bedroom houses) It was noted that the Parish Council had not been advised of the Inspector’s decision to allow the appeal and that the decision was only shown in a redacted form on the Dorset Council website. Dorset Council officers had advised that it was council policy to redact such decisions to avoid disclosing personal information, even though the decision was freely available on the Planning Inspectorate’s website. Concern had been expressed about this procedure and a reply was awaited. Cllr Marriott said that information on some planning application forms on the website was also being redacted. It was agreed that a letter should be sent to Dorset Council raising this issue.
(iii) 9 Rectory Close: erect a single storey extension The Parish Council noted that planning permission had been granted subject to four conditions.
(iv) Nightingale, 3 Holcombe Valley Cottages The parish council noted that planning permission had been granted subject to two conditions.
(b) Consultations
(i) 8 High Trees: erection of entrance porch. The Parish Council considered this application and, after discussion, resolved not to object to the proposal, there being no planning reasons to do so.
(ii) 4 Cowleaze Road: erection of car port. The Parish Council considered this application and, after discussion, resolved not to object to the proposal, there being no planning reasons to do so, but noting that a WC was to be provided in the new build, to make a comment asking that a condition of approval be that the new structure always remains ancillary to the existing dwelling, not as an independent dwelling.
(iii) 35 Main Street: single storey extension to rear. The Parish Council considered this application and, after discussion, resolved not to object to the proposal, there being no planning reasons to do so.
(iv) 1 South Drove: remove the existing flat roofs and raise the existing roof to allow alterations and extensions of first floor. The Parish Council considered this application and, after discussion, resolved not to object to the proposal, there being no planning reasons to do so.

Public participation

20/74
(i) A member of the public reported his on-going concern about the installation of the stile on FP 7, and the gate beside it being locked when livestock were in the field. He had reported the situation to Dorset Council. The Clerk said that she had also reported it and that she was in correspondence with the Senior Ranger at the Council to try to resolve the situation. He had also reported the overgrown verges on Chalky Road. Cllr Toogood said that the verges had now been trimmed.
(ii) A member of the public reported that he had registered the need for an off-road route from the village into Dorchester on the Dorset Council’s webpage which sought information about the need for new walking and cycling routes post-Covid-19. This idea had been strongly supported on both the Dorset Council website and the Broadmayne and West Knighton Facebook pages. The Chairman said that the Parish Council had been pursuing this for more than 10 years and that the route which had originally been proposed was probably no longer appropriate. Cllr Tarr said that Dorset Council had been awarded £577k from the government’s emergency active travel fund to support sustainable travel during the pandemic. £115k was for short-term measures and £462k for medium term and permanent measures. It was important to have a route identified, with any necessary agreements with landowners ready if and when money became available to develop a route. The Chairman said that the Parish Council retained its ongoing support for such a facility and, after discussion, it was agreed that a working group comprising interested members of the public, Cllr Macer-Wright and the Clerk should be established to pursue this matter.

Reports

20/75 Dorset Cllr Tarr reported that he had received a letter from the High Sherriff of Dorset seeking nominations for the High Sheriff’s Community Award to groups which had provided support during the emergency. He would forward this to the Clerk. He also raised the possibility of a reduction of the speed limit from 50 mph to 40 mph on the A352 between Broadmayne and Dorchester which he fully supported. He sought the Parish Council’s view on the possibility. There was no consensus on this and, after discussion, it was agreed that the Parish Council should ask Dorset Council to carry out a review of traffic and its speed on the road to see if the current speed limit was appropriate. Dorset Council would then be able to make an evidence-based decision on the matter.
The Chairman reported that the Village Hall Management Committee was giving careful consideration to the re-opening of the hall and the measures which would be necessary, but that there was no pressure from users to re-open quickly.
The Clerk read a report from Alison Donnison, PCSO. There had been two incidents reported to the police in the period 1 June to 3 July: theft from a garage and theft of money from a house. Reports of irresponsible parking had continued and advice had been given to registered keepers. She had also provided details of how to report various types of incident concerning motor vehicles. These had been passed to the Chairman for the website.
Cllr Marriott reported that the West Knighton Village Green Committee had held a virtual meeting. The play area was due to be re-opened on 9 July, provided that the improvement works were completed. The secretary of the Committee had stepped down and a replacement was urgently being sought.

Financial Matters

20/76 (a) The Clerk had prepared the July financial statement, showing the receipts and payments since the last meeting. It was proposed by Cllr Toogood, seconded by Cllr Lamb, and RESOLVED to approve the following payments:
Payments already made
Steve Diamond (refund of ‘Zoom’ fee) £ 14.39
Wessex Grounds Services (1st quarter payment) £991.50
Payments to be made
DAPTC/LCR subscription £451.60
Steve Diamond (refund of ‘Zoom’ fee) £ 14.39
Steve Diamond (refund of cost of printing Covid-19 fliers) £ 37.65
(b) Cllr Toogood presented a grant application for £3,308.40 from Broadmayne Playing Field Association (BPFA) to pay for the play surfacing upgrade in the children’s play area. The grant was necessary because the BPFA had lost a number of budgeted sources of income during the pandemic. Cllr Lamb suggested that BPFA might be eligible for grant aid from the Dorset Corona Virus Community Fund. After discussion, it was proposed by the Chairman, seconded by Cllr Lamb, and RESOLVED to award the grant, subject to Cllr Toogood investigating possible grant aid from the Community Fund and reporting back to the Council.

Coronavirus (COVID-19) update

20/77 Cllr Lamb reported that the CERT had resolved to scale back the support being offered so that some of the 100+ volunteers could be stood down. Support would still be available to the vulnerable and those self-isolating and could be stepped-up if necessary. A flier had been delivered to all households explaining this new phase in support. Cllr Toogood reported that the Children’s Play Area and the fitness trail had been re-opened, with clear notification that the equipment was not being cleaned and that it was the responsibility of users to ensure they undertook all necessary hygiene requirements, and to comply with social-distancing advice. The Chairman said that enormous thanks were due to everyone who had helped during the emergency and that special thanks were due to the team in the shop for their efforts.

Revised Standing Orders

20/78 The Parish Council RESOLVED to adopt the revised Standing Orders which had been proposed and seconded at the June council meeting.

Equality and diversity policy

20/79 The Parish Council considered a new equality and diversity policy and resolved to adopt it.

Use of the CIL money and other future projects

20/80 The Parish Council considered a paper which set out a number of possible projects on which CIL money might be spent, together with a list of other issues identified within the parish which warranted examination. After discussion it was proposed by Cllr Toogood, seconded by Cllr Macer-Wright and resolved to provide £250 in ‘seed funding’ to investigate the landscaping of the grass verges near the old bus shelter with a view to paying for the works with the CIL funding. Other projects on the list were already being addressed (e.g. the cycle track), and the Village Hall Management Committee was looking at the possibility of solar panels. Other projects would be reconsidered when the next budget was being prepared.

Correspondence

20/81 The following items of correspondence were noted and action agreed as appropriate.
(i) From NALC: consultation on new model Code of Conduct. Cllrs were asked to send any comments to the Clerk who would collate the response
(ii) From DAPTC: Details of 2020 AGM on 14 November. These were noted.
(iii) From DAPTC: consultation on revision of constitution. Cllrs were asked to send any comments to the Clerk who would collate the response.

SID data

20/82 Cllrs noted data downloaded from the SID by David Eaglestone.

Other matters of Report

20/83 (a) The Clerk reported on the following matters.
(i) She had not received notification of the recent TRO which had closed Coombe Valley Road, and was pursuing this with Dorset Council officers.
(ii) When she had submitted the entries for the Best Village Shop and Community Heritage awards to the Dorset Best Village competition she had been advised that the 2020 competition had been cancelled because of Corona-virus. It would be possible to make the entries again next year.
(iii) Allotments: despite a letter advising that a tenant was in breach of his tenancy agreement because his plot was in a poor condition, substantive action had not been taken to improve its state. She was therefore of the view that the process of re-entry and re-possession should be commenced. This was agreed
(b) The Chairman reported
(i) That a resident had approached the Parish Council about the possibility of the provision of FTTP Broadband within the village. The resident had volunteered to investigate this and the Chairman had welcomed this offer.
(ii) That there had been a number of complaints about contractors on the Olds garage site parking on the double yellow lines at the crossroads. The Chairman had visited the site and spoken to the contractors and the Clerk had reported the matter to the PCSO. The PCSO had advised that this was a matter for the Dorset Council parking enforcement officers at Dorset Council, not the police. The problem had been reported to the enforcement team who had checked the locality on several occasions and had required the removal of vehicles.
(c) Councillors
Cllr Macer-Wright reported that
(i) He had reported the gravel on Chalky Road to Dorset Council and that a warning notice had been erected.
(ii) He had been contacted by the Flood Risk Management Engineer at Dorset Council about the flooding issues on Martell Close. He had suggested that the Parish Council should pursue the matter with the relevant landowner on a community basis. The matter therefore required further consideration.

Date of the next meeting

20/84 The date of the next meeting was confirmed as Monday 3 August 2020 at 7.30 pm. The location would depend on government restrictions at the time.