September – 2018

BROADMAYNE PARISH COUNCIL
MINUTES OF THE PARISH COUNCIL MEETING HELD ON MONDAY 3 SEPTEMBER 2018
IN THE METHODIST CHURCH HALL, BROADMAYNE

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

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

Apologies for absence
18/116 Apologies for absence had been received from District Cllr Thacker, and County Cllr Ireland.

Declarations of Interest
18/117 Cllr Marriott declared an interest in the grant applications made by Broadmayne Playing Fields Association of which he is a member (minute 18/122(c).

Minutes of meeting held on 6 August 2018
18/118 The minutes of the meeting held on 6 August 2018 were approved as a correct record and signed.

Planning and Tree Matters
18/119 The following matters were noted:
(a) Decisions and correspondence on previous applications

(i) Olds Garage, Main Street: demolish existing buildings and erect five dwellings; planning permission granted subject to ten conditions. Cllr Eaglestone observed that it would be necessary to monitor the creation of the new footway on the western side of Chalky Road to ensure that the works included modifications to the neighbouring planted bed. It was thought this could be best achieved through contact with the architect.

(b) Consultations

(i) 1 South Drove: erection of single storey bedroom extension with wet room (shower) facility. The Parish Council considered this application and, after discussion, resolved not to object.
(ii) 9 High Trees: erection of single storey front extension. The Parish Council considered this application and, after discussion, resolved not to object.
(iii) 1 Watergates Lane: outline application for erection of two dwellings with off-road parking. The Parish Council considered this application and, after discussion and hearing comments from the applicant and from neighbours, resolved to object to the proposal on the grounds of over development of the site, insufficient parking and turning spaces, insufficient amenity space, the possibility of neighbouring properties being over-looked and inadequate provision for fire safety.
(iv) Ten Acres, Conygar: demolition of existing dwelling and buildings and erection of two dwellings. The Parish Council considered this application and, after discussion and noting the written comments of neighbours, resolved not to object to the proposal but to make a comment expressing the view that it should be a condition of the grant of planning permission that the site should be re-planted with trees and shrubs to restore the previous habitat.

Public participation session
18/120 The following matters were raised by members of the public:

(i) A resident expressed concern that stewards, posted at the cross roads in the centre of the village during cycling events, were being very noisy in their encouragement of participants early on Sunday mornings. It was agreed that the Parish Council would seek to make representations about this when advised or consulted about future events and that the matter would also be raised with the Police Community Support Officer.
(ii) A resident reported that he had strimmed the area along the western edge of Osmington Drove (near the playing field) which he had previously reported. He was thanked for his action.

Reports
18/121 District Cllr Bundy reported on a number of matters related to local government reorganisation. The transformation aspect of the project would not now happen until the new council was in existence, and would be dependent on available funds. On 1st April the new Chief Executive would be in post and possibly some new directors. Other than that, all other staff would remain in post, doing the same jobs with the same managers. He also reported that voter registration forms had recently been sent out and 50% of residents had responded on-line, making a saving of £86,000 across the Dorset Councils Partnership. He finally mentioned that consideration was still being given to the redevelopment of Dorchester Town Centre. It had been decided that the Fairfield car park would not be redeveloped but the future of the Charles Street site remained uncertain, particularly in the face of changing shopping patterns.
Cllr Toogood reported that Broadmayne Football Club had renewed its contract with the Playing Fields Association and so would be playing in Broadmayne for another year. She also reported that the Playing Fields Association committee had decided to replace the play train in the children’s play area due to the dilapidation of the ageing structure (see minute 18/122(c)(ii)).

Financial Matters
18/122

(a) The Clerk presented the September 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 Macer-Wright, and RESOLVED to approve the following payments:
J.Davis (Clerk’s salary: July/Aug/Sep) £1,139.12
HMRC (income tax on above) £ 284.80
(b) The Clerk reported that the internal auditor has carried out his first internal audit of the year and that he has no recommendations or observations to make.
(c) The Parish Council considered requests for grant support from Broadmayne Playing Fields Association to cover (i) insurance and annual safety inspection totaling £793.48 (already provided for in the budget) and (ii) for part of the cost of the replacement of the play train in the children’s play area. It was proposed by Cllr Lamb, seconded by Cllr Eaglestone, and RESOLVED to make a grant to cover the full cost of the insurance and safety inspection, and to make a further grant of £1000, towards the cost of replacing the play train,
(d) The Parish Council gave further consideration to the use of the section 106 money collected by WDDC in the context of planning applications. After discussion during which it was suggested that the money could be used to provide more benches around the village, or to contribute towards the cost of the Broadmayne to Dorchester cycle track, it was agreed that a meeting should be arranged with the relevant officer at WDDC to discuss the eligibility of those projects.
(e) The Parish Council noted a communication from Habitat First about the Silverlake Conservation and Community Fund which had been set up, as a planning condition for the Silverlake development, to provide funding for conservation and community projects to help mitigate the effects of the development on nearby protected heathlands. It was noted that Broadmayne First School had already taken advantage of these grants. It was agreed to forward this to St. Martin’s Church with reference to their churchyard.

Emergency Plan
18/123 Cllr Lamb had circulated the first draft of the updated plan to Councillors for comment. He reported that some comments had been received and that all that remained to be done before printing was a final check of the named volunteers to ensure they were still willing to be part of the plan. It was suggested that a launch meeting should be held for the volunteers once the final version of the plan was available. Cllr Lamb and Mrs Carroll, the Emergency Plan Coordinator, were thanked for all of their work in developing the new plan.

General Data Protection Regulation (GDPR)
18/124 The Clerk had circulated revised versions of the Subject Access Request procedure, the Records Retention Policy, the General Privacy Notice and the Privacy Notices for staff, councillors and role holders. It was proposed by the Chairman, seconded by Cllr Toogood, and RESOLVED to adopt those documents. A GDPR security reminder for councillors and staff had also been circulated. This completed the suite of GDPR documentation. All relevant documentation would now be uploaded to the community website.

Correspondence
18/125 The following items of correspondence were noted and action agreed as appropriate:

(i) From the Dorset AONB: consultation on management plan 2019–2024.
(ii) From Dorset Council Partnership: consultation on the West Dorset, Weymouth & Portland Local Plan Review (preferred options).
(iii) From DAPTC: notification about government consultations on shale gas exploration and production planning.

The Clerk was reviewing these documents and would highlight issues for comment, with responses to be agreed at the October Parish Council meeting.

Matters of Report
18/126

(a) The Clerk reported that
(i) the ‘Biodiversity in community green spaces’ initiative with the South Dorset Ridgeway Landscape Partnership was proceeding with the installation of bird and bat boxes at the playing field as well as the seeding of the ground around the changing rooms with wild flower seeds;
(ii) that arrangements were in hand for Remembrance Sunday, Dorset County Council having approved the application for a temporary traffic regulation order for the closure of the A352; and
(iii) that she had reported two incidents of fly-tipping on the ridgeway UCR (off Chalky Road) following receipt of a report from Cllr Griffith.
(b) Cllr Eaglestone reported that he was pursuing a number of outstanding traffic issues (the virtual footways road markings near the church, the exit from Chapel Close and the speed of traffic on Chalky Road) with relevant officers at DCC but there had been no developments.
(c) Cllr Macer-Wright reported recent issues with parking in St Martin’s Close, and that the problem with parking on Knighton Lane (18/89(i)) was continuing.

Date of next meeting
18/127

Confirmed as Monday 1st October 2018 at the Methodist Church Hall at 7.30 pm.