BROADMAYNE PARISH COUNCIL
MINUTES OF THE PARISH COUNCIL MEETING HELD REMOTELY ON 1 JUNE 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) and Dorset Cllr Tarr (until minute 20/64).

Apologies for absence

20/59 There were none.

Declarations of Interest

20/60 There were none

Minutes of meeting held on 4 May 2020

20/61 The minutes of the meeting held on 4 May 2020 were approved as a correct record. They would be signed in due course.

Planning and Tree Matters

20/62 (a) Decisions on previous applications The following matter was noted: 18 Rectory Road: application to vary existing planning permission to vary position of garage. Planning permission granted subject to three conditions.
(b) Consultations
(i) 23 Watergates Lane: erect first floor extension. 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) 9 Rectory Close: erect a single storey extension. The Parish Council considered this application and, after discussion, resolved not to object to the proposal, there being no planning reasons to do so.
(iii) Two planning applications received after the publication of the agenda, in respect of 4 Cowleaze Road (erection of car port) and 8 High Trees (erection of entrance porch) would be considered at the July Parish Council meeting.

Reports

20/63 Dorset Cllr Tarr reported that Dorset Council officers were coping well with the extra operations needed to cope with the COVID-19 emergency. In reply to a query, he said that he hoped to be able to pursue the matter of the Broadmayne–Dorchester cycle track by making contact with the landowners concerned. He said that he would welcome letters of support from individuals and the Parish Council in this matter.
The Chairman reported that the Village Hall Management Committee was communicating by e-mail and starting to consider the hygiene and distancing measures which would be necessary when it was possible to re-open the hall.

Financial Matters

20/64 (a) The Clerk had prepared the June financial statement, showing the receipts and payments since the last meeting. It was proposed by Cllr Toogood, seconded by Cllr Marriott, and RESOLVED to approve the following payments:
Payments already made
DAPTC (“Zoom” training) £ 10.00
Payments to be made
Janet Davis (salary April/May/June) £1,167.12
HMRC (PAYE income tax on above) £ 291.60
Eyelid Productions (accessibility upgrade for website) £ 50.00
Noting that the Parish Council had received the sum of £8,724.36, being the Parish Council proportion payment under CIL (Community Infrastructure Levy) in respect of the developments at Ten Acres, Conygar; the Olds garage site and 6 Chalky Road, the Parish Council considered the need for specific projects of community benefit to be identified. It was agreed that this matter needed further thought and that Councillors should share ideas with a view to preparing a long-list of projects which could be scored in terms of deliverability and benefit.
(b) 2019-2020 Annual Governance and Accountability Return (AGAR): Councillors considered the questions in Section 1 of the Return (Annual Governance Statement). The answers being agreed in the affirmative, the section would be signed by the Chairman and Clerk in due course.
(c) 2019-2020 Accounts and Report of Clerk and Responsible Financial Officer, and of the internal auditor The Council received the report of the Clerk and Responsible Financial Officer in support of the 2019-2020 accounts, alongside the report of the internal auditor. It was proposed by Cllr Lamb, seconded by Cllr Lawley, and RESOLVED to accept and approve the accounts which would be signed by the Chairman in due course.
(d) 2019-2020 AGAR: Accounting Statement With reference to the 2019-2020 accounts, Councillors noted the figures in Section 2 of the return for the External Auditors. The statement was approved, and would be signed by the Chairman in due course.
(e) It was proposed by the Chairman, seconded by Cllr Lamb, and RESOLVED to pay the internal auditor an honorarium of £168.
(f) The Chairman reported that new regulations meant that public sector organisations have a legal duty to make sure that websites meet accessibility requirements. Public sector websites published before 23 September 2018 must be compliant by 23 September 2020. After considering the problems which this requirement posed he had sought the assistance of the company which built and hosts the Broadmayne Community website. They were offering a service to carry out the necessary work and after discussing with the Clerk he had taken up the offer and the work had been done at a cost of £50. This was an extension of the existing contract so additional authorisation for the payment was not required.

Coronavirus (COVID-19) update

20/65 The Chairman and Cllr Lamb reported on the ongoing regular but low level support being provided by the CERT volunteers. They said that it was important that the service continued as the lock-down regulations were eased because it was a service for the most vulnerable and it was possible that whole families would be locked-down in the future if they were required to self-isolate under the “track and trace” scheme. It was agreed that thought could be given to holding a remote meeting of the CERT.

Revised Standing Orders

20/66 Following further amendments, the Clerk presented the final draft of the revised Standing Orders. It was proposed by Cllr Marriott, seconded by Cllr Griffith and, in accordance with existing Standing Order 37 relating to variation, revocation and suspension of Standing Orders, the matter of the adoption of the new Standing Orders stood adjourned until the July Parish Council meeting.

Matters of Report

20/67 (a) The Clerk reported on the following matters:
(i) Stile on FP 7 The gate had been unpadlocked but was badly hung and some users reported difficulty in using it. This had been reported to the Senior Ranger at Dorset Council but rights of way staff were presently deployed to COVID-19 related duties. Cllr Macer-Wight said that the gate had been padlocked again. The Clerk would continue to pursue this. The recurrent problems of Bramble Drive (BR 15) and BR 17, which runs off Bramble Drove, not being made apparent through the crop had also been reported.
(ii) Drone activity The village PCSO reported that she had been asked to look into a drone which was being flown over the village which appeared to be coming from the Martel Close area. She had tracked down the owner and given the person some advice.
(iii) Allotments There were now eight people on the waiting list, four of whom had asked to be added to the list since lock-down. A letter had been sent to one tenant because his plot was in a poor condition and receiving little attention. He had responded saying that he wished to keep the plot and intended to work on it; the plot would need to be kept under close review because he had been warned before. Water use at the allotments was high in present weather conditions.
(b) The Chairman reported that the allotment gate was being left open. The Clerk would investigate.
(c) (i) Cllr Marriott said that the defibrillator lease would expire in February and that the Parish Council would be asked to pay in December.
(ii) Cllr Macer-Wright said that there was a great deal of gravel on the bend in Chalky Road near Martel Close, posing potential problems for cyclists. This would be reported to Dorset Council.

Matters received after the publication of the agenda

20/68 Notice of a Temporary Traffic Regulation Order for Herringston Road/ Higher Came Dorset between 7 and 11 July 2020. Traffic would be diverted via the A352 through Broadmayne and Chalky Road. The Clerk would put the notice on the main notice board.

Date of the next meeting

20/69 The date of the next meeting was confirmed as Monday 6 July 2020 at 7.30 pm. The location would depend on government restrictions at the time.