BROADMAYNE PARISH COUNCIL

MINUTES OF THE ANNUAL
PARISH COUNCIL MEETING
HELD IN BROADMAYNE METHODIST HALL
ON 13th May 2024

 

Present

Cllrs T Byrne, J Cox, B Eason, A Evans, K Ellis, D Lewis and R Macer-Wright.

In attendance

Mr T Watton (Clerk) and 5 members of the public.

As the retiring Council Chairman Mr S Diamond opened the meeting, welcoming those present. He then chaired the first item – the election of the new Chair of the Parish Council 

 

Election of Chairman and signing of Declaration of “Acceptance of Office” as Council Chair.
24/55

This matter was chaired by the retiring Chairman, Steve Diamond. Cllr Richard Macer-Wright was nominated by Cllr Ellis and seconded by Cllr Byrne. There being no other nominations, Cllr Macer-Wright was duly elected, assumed the chair and signed his Acceptance of Office.  He expressed the Council’s heartfelt thanks to Mr Diamond for his very long and dedicated service to the Parish Council and the Broadmayne community. He chaired the remainder of the meeting.

 

Apologies for absence
24/56

There were none.

 

Receipt of “Acceptance of office” of the elected members of Broadmayne Parish Council
24/57

Cllrs Byrne, Cox, Eason, Ellis, Evans, and Lewis, signed their acceptance of office.  

 

Election of Council Vice Chair and receipt of “Acceptance of Office” as Council Vice Chair.
24/58

Cllr Ashley Evans was nominated by Cllr Eason and seconded by Cllr Cox. There being no other nominations, Cllr Evans was duly elected, and signed his Acceptance of Office as Vice Chair of the Parish Council.

 

To receive any declarations of Interest and requests for dispensations
24/59

Cllr Byrne declared an interest in agenda items 14 (20mph speed limit) and 15 (Speed indicator device security enhancement) as a member of the local SID team. These interests were not considered prejudicial and so he remained for discussion of them.

 

To appoint Parish Representatives, Committees, and Groups
24/60

Appointments of representatives were made or noted, and APPROVED, as follows:

(a) Staffing Committee:  The Chair and Cllrs Ellis and Evans.
(b)  Appeals Committee: Cllrs Byrne, Lewis and [TBC].
(c) Complaints Committee:  The Chair and Cllrs Evans and Lewis
(d) Planning Group:  The Chair and Cllrs Ellis, Eason and Byrne.
(e)  DAPTC Central Area Reps: Cllrs Evans and Ellis.
(f) Village Hall Liaison:  Cllr Cox.
(g) Playing Fields Association:  Cllr Ellis.
(h)  Ancient Monuments: Mr Robin Walls.
(i)  Rural Transport: Cllr Byrne.
(j) Rights of Way:  Dr Janet Davis.
(k) Homewatch Coordinator: Cllr Ellis.
(l)  West Knighton Village Green Committee: Cllr Ellis.
(m)  Allotment Watch:  Cllr Eason.
(n) Webmaster:  Mr Steve Diamond.
(o) Environmental Officer: Cllr Evans
(p) SID Coordinator:  Mr David Eaglestone.
(q) Community Emergency Coordinator: Dr Kevin Denham.
(r) AED (Defibrillator) Coordinator:  Mr Phil Marriott.
(s) Deputy AED (Defibrillator) Coordinator: Cllr Ellis.
(t) Flood Warden: Cllr Eason.
(u) Deputy Flood Warden: Cllr Byrne
(v) Community Speedwatch Coordinator: Ms Becky Wallace.

 

Resolution: To adopt the General Power of Competence[1].

The Council notes that it meets the eligibility criteria to adopt the General Power of Competence in that:

At least two thirds of the Council have been declared “elected” to the Council (rather than being “co-opted”),

The Clerk to the Council holds an appropriate qualification (CILCA).

Clerk to the Council has received the appropriate training.

24/61

The Council unanimously RESOLVED to adopt the General Power of Competence with immediate effect.

 

Planning and Tree Matters
24/62

(a) Decisions and correspondence/updates on previous applications

(i) P/FUL/2024/00178 6 Main Street Broadmayne DT2 8EB. Replace a detached garage with a new three-bedroom chalet bungalow with 4no off-road parking spaces. It was noted that Dorset Council has still not yet determined this application.
(ii) P/HOU/2024/00373 1 Bramble Drove. Single storey ground floor extension for larger kitchen/dining room and annexe. Addition of a West facing dormer to original house. It was noted that this application was approved by Dorset Council on 12th April.
(iii) P/HOU/2024/01159  25 Chalky Road. Extension of existing front porch; replacement of existing conservatory; formation of a single-storey side and rear extension to include 2 roof lights. It was noted that Dorset Council has not yet determined this application.

(b) Consultations Received

(i) 16 April 2024: P/HOU/2024/01813   9 Knighton Lane. Replace existing single storey rear extension with two storey extension. The members noted the details of an objection submitted to the LPA by residents of an adjacent property. Some members of the Parish Council had visited to view the proposal site from the neighbouring garden.  Whilst members understood the concerns expressed by the adjacent residents regarding the increased chance of overlooking, they considered that the oblique view of the neighbours’ garden provided from the proposed bedroom window was minor. In consequence they did not wish to register an objection in this case.

(c) Any planning matters received after publication of the agenda. There were none.

 

Public participation
24/63

Grant application from the Friends of Broadmayne School (FABS). A representative from FABS spoke about the shortfall in school funding generally, the local fund-raising efforts, and then more specifically in support of the grant application considered under minute 24/65(c) below. She explained how the money, if granted, would be used to support the parents of children entering Reception by providing book bags and PE bags which are being purchased with a good reduction from the suppliers. This was well received, and the Council members asked that FABS keeps the Council informed of other activities they have planned.

 

Reports
24/64

Playing fields: Cllr Ellis reported that the next meeting of the BPFA will be on 23rd May. She also remarked that the previously mentioned vandalism to the PFA storage shed had been reported to the police and that the Air Skier exercise machine had now been repaired.

Village hall: From the floor, Mr Diamond reported that the AGM had been held on 17th April. He remarked that the finances were healthy, although there had ben some decline in ad-hoc bookings such as parties, etc.  An overhaul of the gas and electricity systems is due, and it is possible that a request for a grant contribution towards the cost of that work might be submitted to the Council.

PCSO: No report received, although it was noted that PCSO Alison Donnison had provided a summary report of the year May 23 – May 24 for the Annual Parish Meeting on Saturday 11th May.

 

Financial Matters
24/65

(a) The Clerk had prepared the May financial statement, showing the receipts and payments since the last meeting. This was presented to members in the Scribe format.

It was RESOLVED to approve the following payments:

Payments already made

Broadmayne & West Knighton Events Committee
(partial grant contribution towards Village Fete)                 £500.00

Payments to be made

Gallagher Insurance (Insurance premium 24/25)        £597.62

Fleur Graphics (print annual reports and Cllr leaflet)     £85.50

T Watton (Salary – May 24)                                    £601.20

HMRC Cumbernauld (PAYE – May 24)                              £150.20

Proposed, K Ellis; Seconded, D Lewis RESOLVED.

(b)  To note the decision at the Extra-ordinary meeting of the Parish Council on 26th April concerning the grant application made on behalf of the Broadmayne & West Knighton Events Committee for an interim £500 payment towards the proposed Village fete on Saturday 22nd June. Also to consider a further grant payment of up to £2000 conditional on information from the applicants about other sources of funding applied for. The award of the initial £500 was APPROVED. Regarding the matter of the award of up to a further £2000, it was noted that the supporting information which includes a breakdown of all costs / expenditure was not available for this meeting but will be forwarded within 24 hours of it. In the meantime, it was reported that responses to the grant requests made to other bodies had not yet been received, although some donations had been received from local businesses. It was AGREED to circulate the further detail to all members when it arrives and to then discuss that by email.

(c) Consideration of a grant application for £256.60 made on behalf of the Friends of Broadmayne School (FABS). It was noted that the grant application and the supporting financial statement had been circulated to members in advance of the meeting. It was unanimously RESOLVED to award the requested sum of £256.60.

Governance matters
24/66

(a) To note the timetable for production of the Annual Governance & Accountability Return (AGAR) to the external auditors. The Clerk advised that submission of the AGAR is due to be made by the end of June. However, he confirmed that subject to Council approvals at (d), (e) and (f) below, the necessary pack of documents was now complete and ready to be sent.

(b) To confirm no conflicts of interest exist between BDO LLP (the appointed external auditors) and any council member. i.e. anyone with a close association with BDO LLP. The Clerk explained that minuting this matter is a mandatory requirement of the Audit process. It was CONFIRMED that no member has any conflict of interest with BDO LLP.

(c) To receive and note the completion of the Internal Audit for the year ending 31 March 2024, and the completion of the Internal Audit Report (page 3) of the AGAR for year ended 31 Mar 2024. These completed documents had been circulated to members ahead of this meeting. The Council noted that there were no matters of concern to report.

(d) To consider, respond to and approve the Governance statements in Section 1 (page 4) of the AGAR for year ended 31 Mar 2024. This document and a commentary prepared by the Clerk had been circulated to all members ahead of this meeting. The Council reviewed the statements and RESOLVED to respond with a “Yes” to statements 1-8 and “N/A” to statement 9. The form was then duly signed by the Chair and Clerk

(e) To receive, note and approve the Financial statements in Section 2 (page 5) of the AGAR for the year ended 31 Mar 2024. The Financial Statement had been circulated to all members ahead of the meeting. It was unanimously RESOLVED to approve by the Council and was then duly signed by the Council Chair.

(f) To note and approve the setting of Monday 3rd June until Friday 12th July 2024 as the dates for the exercise Public Rights to inspect the Council’s unaudited accounts for the year ending 31 Mar 2024. The Clerk explained that formal agreement (and minuting) of this decision is a requirement set out in the Practitioner’s Guide, and therefore is an auditable procedural matter. RESOLVED to approve.

(g)  To consider a proposal to add new signatories to the Council’s bank accounts with Santander Bank and Unity Trust Bank.

      1. It was unanimously RESOLVED to apply to Santander bank to add Cllrs Byrne, Ellis, Evans and Macer-Wright to the bank mandate as signatories to all three accounts numbered 60539307, 04757025 and 28597699.
      2. It was unanimously RESOLVED to apply to Unity Trust Bank to add Cllrs Byrne, Ellis, Evans and Macer-Wright to the bank mandate as signatories to the account numbered 20499248

 

20mph speed limit project Update on project progress and consideration of next steps
24/67

The Chairman confirmed that he had received information from Mr Tony Burden, Road Safety Manager at Dorset Council that the total cost of the three necessary traffic surveys is £745 + VAT. On that basis a proposal from Cllr Lewis, seconded by Cllr Evans to go ahead with this next stage of the preparation towards a formal application for the 20mph introduction in Broadmayne was unanimously RESOLVED.

 

Speed Indicator device security enhancement: Consideration of a proposal for enhanced security arrangements for the SID on the A352 (Dorchester end) at a cost of £203.22 +VAT
24/68

The Clerk referred to a proposal paper which had ben circulated to all members of the council ahead of this meeting. Proposed by Cllr Byrne and Seconded by Cllr Eason, it was unanimously RESOLVED to ask Mr Allen of Dorset Council to arrange for the necessary enhancements to be added. 

 

Consultations: Consideration of any corporate response to the consultation issued by the Committee on Standards in Public Life (CoSiPL) on standards of behaviour in public bodies, including local (parish and town) councils.
24/69

The details of this consultation had been circulated to all members ahead of this meeting. Given the lengthy agenda for this meeting and that the closing date for the consultation is not until 15th June 2024, it was AGREED to defer consideration of it until the next meeting on 3rd June 2024 and to use the intervening period to view the consultation terms of reference and consider (a) the use of Council time on this matter and (b) what might be included in any corporate response to it.  

 

Other matters of report
24/70

(a) The Clerk reported on the following matters:

(i) Allotments; three inspection visits were carried out since the previous meeting. Five allotment plots are still showing little sign of any activity. It is intended to write to these plot holders to ascertain their intentions for the year.

(ii) Rights of Way issues: nothing to report.

(iii) Parking matters: a number of  untaxed vehicles reported as seen on roads within the village have been reported to the police, HMRC and Dorset Council. Residents are encouraged to gather the details of such vehicles (registration number, make, model, colour) and the date and location and either report them direct or pass the details on to the Clerk.

(b) The Council Chair

Remarked that Mr Ackerley Senior Ranger at Dorset Council had indicated that the bridges would be acquired and installed within the new financial year just started. As there has been no activity yet the Clerk indicated that he would approach Mr Ackerley for an update.

(c) Reports from Councillors:

There were none.

 

To note any matters received after the publication of the agenda
24/71

There were none.

 

Next meeting
24/72

The next meeting will take place on Monday 3rd June 2024 in the Methodist Church Hall, unless otherwise advised.

 

There being no other business, the Chair closed the meeting at 9:14pm thanking everyone for their attendance.

 

[1] Localism Act 2011, Part 1 chapter 1, ss1-8). SI 965 The Parish Councils (General Power of Competence) (Prescribed Conditions) Order 2012.