BROADMAYNE PARISH COUNCIL

MINUTES OF THE ANNUAL PARISH COUNCIL MEETING

HELD IN THE METHODIST CHURCH HALL

ON 6th JULY 2026

 

Present

Cllrs R Macer-Wright, B Eason, K Ellis, and A Evans.

 

Also in attendance

Mr T Watton (Parish Clerk), Dorset Cllr Roland Tarr, and five members of the public.

The Council Chair, Cllr R Macer-Wright, opened the meeting and welcomed those present.

Apologies for absence

26/041

Cllr T Byrne, T Larkin, and D Lewis

 

Public participation

26/042

Mr Jeffreys, Estate Manager for Herringstone Farms Ltd, provided a general interest report on matters related to the estate land bordering the village. A key point within his report was that it has become necessary to close off some field gateways and gaps in hedgerows due to damage to fields and their margins from dog walkers and horses gaining access at points other than public rights of way. He mentioned in particular two closed gateways to fields off the western side of Knighton Lane; one adjacent to 17 Knighton Lane and the other almost opposite the junction with Oakwood. Mr Jeffreys encouraged members of the public to make use of the official footpaths and bridleways.

A resident commented on the overgrown condition of two rights of way; a southerly section of Osmington Drove (Bridleway S9/10[1]), and the footpath between Knighton Lane and the church (S9/2). The Parish Clerk noted these to report for attention.

Another resident commented on the lack of adequate maintenance by Dorset Council of the grass areas at the crossroads. This will be brought to Dorset Council’s attention.

 

To receive any declarations of Interest and requests for dispensations

26/043

There were none.

 

To approve the minutes of the meeting held on 1st June 2026   

26/044

It was proposed that the minutes of the meeting held on 1st June are approved as a correct record and signed at the meeting. RESOLVED

 

Planning and Tree Matters

26/045(a)

Decisions and correspondence/updates on previous applications

There were none

26/045(b)

Consultations Received.

P/HOU/2026/03047 Nightingale 3 Holcombe Valley Cottages Broadmayne Dorchester DT2 8PW. Single storey flat roof extension to front and side with balcony above side extension. NO OBJECTION.

26/045(c)

Any planning matters received after publication of the agenda.

There were none.

 

Oral Reports

26/046

Dorset Council Ward Member: Dorset Cllr Tarr reported that Dorset Council Planning Department have approached the person responsible for the activity and buildings erected on the site adjacent to Knighton Lane opposite Old Brickfields. They have notified him that a Planning Application is required and have already issued an extension to the deadline for it.  They understand that a Planning Agent has been appointed. The Parish Council will be one of the statutory consultees and the Council Chair remarked that the Parish Council will consider the application at a Parish Council meeting when it is submitted.

Playing Field Association: Cllr Ellis reported that lots of work has been carried out to clean and tidy the pavilion over the last 3 months. Some internal walls have been painted. The remaining walls and ceilings could also really do with some paint. The pre-season is now starting. The men’s teams are already holding regular training sessions and have arranged a couple of friendly matches. Requests from the youth teams for the same are anticipated. The field seems to have survived the extreme temperatures and looks good though very firm and the football pitch has now been lined. The grass in the playground needs trimming as do the sides of the hedges in the playground. The dangerous gap in the hedge on the memorial side of the playground has been blocked off. The usage signs on some the various pieces of the fitness trail have been replaced and the repairs (mainly rust spots) have been completed. The next meeting of the BPFA Committee is on 13th August.

Village Hall: Cllr Eason reminded everyone that the next meeting is due to take place on 15th July

DAPTC: Central area committee: The Parish Clerk took the opportunity to remind Councillors of the details of his communications to the Council members on 1st and 2nd July about the need access the new DC portal set up a new Declaration of Interests. It was noted that the four council members had now completed this.

Broadmayne Community Speedwatch: Cllr Byrne reported that only one Speedwatch session had been held in June during which four vehicles were noted exceeding the 30mph limit through the village. The top speed recorded was 37mph. The lack of sessions was due partly to the excessively hot weather in the month and also because of lack of volunteers. Disappointingly, the recruitment efforts over the past few weeks, including at the village Fayre, have resulted in just one further resident expressing interest in getting involved.

PCSO: The monthly report from the Police Community Support Officer recorded two incidents – vehicles obstructing the pavement in Knighton Lane, and speeding / noisy vehicles through the village.

Performance of grass cutting / grounds maintenance contract: It had been reported at the last meeting that some areas covered by the contract were being missed or not carried out at the intended frequency, and so a meeting was held between the contractor’s representative and two Council members. Some adjustments / clarification on the contract were agreed. However, the performance going forward has remained in some doubt. Council members have continued to see inconsistent attention to areas other than the main playing field. Following such reports the Clerk has spoken to the Contractor’s Operations Manager who has offered assurances that he is taking action to rectify the problem. It was agreed that this needs to be allowed a little more time to see if it will settle, before other alternatives are seriously looked into.

Financial Matters

26/047(a)

The Clerk had prepared the June 2026 financial statements, which he had circulated to all members ahead of the meeting. This included the bank reconciliation to 1st July 2026, a listing of all receipts and payments for the month of June and a detailed budget report showing all receipts & payments vs budgets for all budget subheads for the financial year 2026-27 so far. A copy of these statements is associated at Appendix 1 to these minutes.

26/047(b)

It was RESOLVED to APPROVE the following payments:

Payments to be made

T Watton (Salary, July 2026)
£668.96
HMRC (PAYE & ENI July 2026)
£230.07
WWCS Env Svcs Ltd (grounds maintenance – grass cutting inv 68556)
£517.99
Broadmayne Village Hall (hire of hall for Annual Parish Meeting)
£30.00
Burton Landscapes Ltd (strimming an overgrown allotment)
£48.00
Broadmayne Playing Fields Association (Grant: Property & liability insurance and annual ROSPA inspection)
£925.84
Friends at Broadmayne School (FABS) Grant: funding for PE and book bags for new starters
£263.16
Unity Trust bank (monthly bank charge (1-30th June)
£7.00

Proposed, A Evans; Seconded, K Ellis

 

Governance Matters

26/048

To consider the Council’s Allotments Policy

The Clerk had circulated to all members a copy of the existing policy in advance of this meeting. Those present noted points made by members regarding the instructions to residents about the storage / disposal of rubbish of various sorts. It was considered that the principal that no rubbish / unwanted material of any kind should be stored or disposed of either on any plot nor within any other part of the allotment field at any time was sufficiently clear on both the Allotment Policy and the Tenancy Agreement. The only matters for amendment on the Policy were the removal of the final sentence of paragraph 2.6, which is only relevant to Councils with more than one allotment, and the Council’s official email address at the end of the GDPR Appendix to the Policy. Both of these adjustments were made and a revised copy circulated to all members for final approval.

 

Other matters

26/049

To consider the survey and report on the trees on the Council’s allotments site in Chalky Rd, carried out by AG Trees Ltd.

The Parish Clerk had copied the report to all Council members in advance of this meeting. It was noted that the report had been carried out on 28th May 2026. The report identifies no necessary immediate action; however it is suggested that the side of the hedge on the southern boundary of the allotments is cut back once per year, some dead branches in the lower crown of the Norway Maple halfway along the roadside bank are removed, and that the Council contacts SSEN to request that they prune the branches of trees close to the Low Voltage Aerial Bundled Cable (ABC) running through the trees above the roadside bank. The Parish Clerk noted these points for action.

26/050

To consider the three motions submitted to the Dorset Association Of Parish & Town Councils AGM.

The Council considered each of these in turn and unanimously decided as indicated below on each of them:  

DAPTC registers its concern to Dorset Council and its MPs at the loss of both public and private rented housing whose owners cite the financial unviability of the proposals for energy and condition standards. We ask Dorset Council, Dorset MPs, NALC, and the Government to review the viability of the new standards to ensure the rented housing stock is retained. RESOLVED to vote against this motion.

DAPTC registers its concerns with NALC and local MPs regarding the unfair and unsustainable financial burden placed on council taxpayers for the maintenance of closed churchyards under Section 215 of the Local Government Act 1972, and requests that consideration be given to a change in legislation to address this issue, noting also the equality implications for council taxpayers of all faiths and none. RESOLVED to abstain.

That the Dorset Association of Parish and Town Councils Ltd (DAPTC) adopts the Statement of Reasonable Expectations (SoRE) as a guiding framework for the relationship between Dorset Council and member parish and town councils, and recommends its adoption by member councils. The SoRE sets out principles of mutual respect and recognition, communication and engagement, support and capacity building, collaborative working, and transparency and accountability, with the aim of fostering better working relationships, enhancing democratic representation, and ensuring effective service delivery for local communities. RESOLVED to support this motion.

Cllr Evans indicated that he would respond to DAPTC on behalf of the Parish Council accordingly.

 

26/051

To consider whether the Council wishes to make a corporate response to the DC survey as part of the renewal process for the Public Spaces Protection Order (PSPO) relating to dog control in public spaces.

After brief discussion the Council RESOLVED to respond with an expression of support for the renewal of this PSPO.  The Parish Clerk indicated that he would respond on behalf of the Parish Council accordingly.

 

26/052

Proposal: to provide a corporate response to the Dorset Council consultation on the 20mph scheme for Broadmayne expressing full support for the scheme as set out in the consultation papers.

The Council Chair provided some background by reminding those present that a first survey of Broadmayne residents on the matter of a proposed application for a general 20mph speed limit in the village had been carried out in 2022. This had resulted in 166 responses, of which 82% were in favour. A second survey of Broadmayne residents was then carried out in 2024. This second survey provided the details of the boundary points of the 20mph zone. The boundaries were as recommended by the Dorset Council Road Safety Team and based on the evidence of the traffic speed surveys carried out, and with consideration of what was practical and sustainable. This second survey received a response rate of 76% in favour. This latest and final formal public consultation relates to materially the same scheme as previously consulted on as substantially supported by Broadmayne residents, with some minor modifications for practical reasons. After discussion it was unanimously RESOLVED to express the Council’s full support for the scheme as set out in the published final consultation document. The Parish Clerk indicated that he would respond on behalf of the Parish Council accordingly.

The Council noted the remarks made at the meeting by a member of the public who queried why the 20mph zone ended on Chalky Rd adjacent to the allotments, when he felt it should continue further south. It was explained that this was on the advice of the DC Road Safety team and was based on the traffic speed surveys. The survey had indicated that the average speed on that section of road did not meet the criteria required for a viable scheme. However, it was pointed out that there is likely to be an opportunity for future reviews and adjustments later in what is anticipated to be a more favourable regulatory environment

 

26/053

To consider what additional local communication may be required to encourage local residents to respond to the Dorset Council consultation on the 20mph Scheme for Broadmayne

It was agreed that some further local informal communication on the local Facebook page would be valuable – to help ensure that the scheme goes ahead so that the community can benefit from the increased road safety from lower traffic speeds throughout the village.  

 

26/054

To consider a suggestion to seek more Emergency Response volunteers locally who are able and willing to offer some practical support for residents who are less mobile and have difficulties getting themselves about; e.g. to pick up medication or attend appointments, etc.

It was explained that the Broadmayne Emergency plan prepared in 2018 had been thoroughly reviewed and updated in 2025, with Cllr Larkin spending considerable time and energy leading on this. The process had included, but was not limited to, contacting all community volunteers identified in the 2018 version of the plan to check whether they were still available and willing to continue in their identified roles. A number were for various reasons either no longer in the village or unable to continue, and so their names and contact details were excluded from the updated plan. A campaign was run to seek additional volunteers, but only a few came forward. The plan was subsequently formally approved by the Council and made available for use when needed. A redacted copy of the plan has been forwarded for publication on the website. Redaction and secure storage of volunteers’ contact details is necessary to ensure GDPR compliance. It was agreed that seeking further volunteers from the community to support that plan is desirable.

On a related matter, it was agreed that the Parish Council would take the opportunity offered by DAPTC to have the emergency plan reviewed by them. It is understood that this should ensure that it is confirmed as fit for purpose and is consistent with the wider emergency planning for Dorset, and the country as a whole.

 

Other matters of report

26/055(a) The Clerk reported on the following matters:

  • Allotments: over the past month there have been four new joiners to the allotment waiting list, one of which has since taken on a plot which had become vacant. As a result of the above there are no vacant plots and four people on the waiting list – i.e. a much healthier position than this time last month.

An inspection of the condition of the plots was undertaken on 5th July. Two plots gave some cause for concern. Both show some evidence of cultivation, but there are also substantial areas of each plot which has been left to grow wild and consequently may be causing some nuisance to other plot holders. The two tenants concerned will be written to.

  • Road works notified by Dorset Council: The following details were notified to the Parish Council by Dorset Council Highways department…

Temporary closures of various residential roads in Broadmayne 08:00-18:00 between 27th July and 6th August and 10th – 17th August for “targeted and localised repairs”. This can affect any of High Trees / Osmington Drove, Rectory Rd, Broadmead (part), Bakers Paddock, and Woodlands. Residents’ vehicle and pedestrian access will be available by calling the telephone number listed on the contractor’s signs so that residents can be escorted safely on and off site by the contractor’s Traffic Management staff.

26/055(b)

Cllr Evans remarked that he had reported to Dorset Council that the highway fingerpost at the Chalky Rd / Coombe Valley Road junction was damaged and required attention.

 

To note any matters received after the publication of the agenda

26/056

There were none.

 

Next meeting

26/057 The next meeting will take place on Monday 3rd August 2026 in the Methodist Church Hall, unless otherwise advised.

 

There being no other business, the Chair closed the meeting at 21:31, thanking everyone for their attendance.

Appendix 1 – Bank reconciliation and accounts update to 30th June 2026. (available from the Clerk)

[1] Online report reference MNT73114