BROADMAYNE PARISH COUNCIL
MINUTES OF THE PARISH COUNCIL MEETING
HELD IN BROADMAYNE METHODIST HALL
ON 3rd FEBRUARY 2025
Present
Cllrs A Evans, T Byrne, B Eason, K Ellis, T Larkin, D Lewis, and R Macer-Wright.
In attendance
Mr T Watton (Clerk) and seven members of the public.
The Chairman opened the meeting and welcomed those present.
Apologies for absence
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Dorset Cllr R Tarr sent his apologies
Public participation
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A resident asked about any progress on an initiative which had been touched on many months ago, concerning the creation of a nature conservation area, information sign and a wall to increase safety – making a feature of the Tadnoll spring head. The Chairman noted that as his predecessor had suggested that once he was no longer a Council member he may be able to make some progress on this. Cllr Macer-Wright suggested that he would speak to Mr Diamond about the matter, and suggested BPC would support an initiative developed by volunteers for that area.
A resident who is an allotment holder referred to the damage to the allotment trackway which had been caused by the contractors working on behalf of SSE Distribution to replace the pole transformer at the southern end of the allotment field. The Council Clerk explained that the contractor concerned had acknowledged responsibility and had agreed to make good that damaged that had been caused. A site visit with their representatives is due in the next few weeks and the work is scheduled to be done on 3rd March – weather permitting. In the meantime a sign is to be displayed on the gate requesting that due to the current ground conditions no vehicles are taken onto the allotment site.
Residents again expressed concerns about the activity on the site on the western side of Knighton Lane opposite Old Brickfields and Watergates Lane. In particular they mentioned the use of what is believed to be demolition products and other recycled material brought on the site to build up and level it. This appears to have resulted in increasing the height and steepness of the roadside bank. It was also suggested that a water drainage pipe may have been incorporated. Public concerns expressed included that there have already been slippages of material down the bank and into the road, and fears were expressed that there may be further slippages. These concerns are to be added to reports previously sent to Dorset Council.
To receive any declarations of Interest and requests for dispensations
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There were none.
To approve the minutes of the meeting held on 6th January 2025
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It was proposed that the minutes of the meeting held on 6th January are approved as a correct record and signed at the meeting. RESOLVED
Planning and Tree Matters
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(a) Decisions and correspondence/updates on previous applications
(i) P/FUL/2024/00178 (amended plans) 6 Main Street Broadmayne DT2 8EB. Replace a detached garage with a new three-bedroom chalet bungalow with 4no off-road parking spaces. DC Planning have still not determined this application.
(ii) P/RES/2024/03752 19A Knighton Lane Broadmayne DT2 8PH. Erection of 3 detached bungalows (reserved matters application to determine access, appearance, landscaping, layout and scale following the grant of Outline planning permission P/OUT/2023/02031). DC Planning have still not determined this application
(iii) P/VOC/2024/06128 Chalk Meadow Chalky Road Broadmayne DT2 8PJ. Retain change of use of agricultural land to a mixed-use of agriculture and camping restricted to 58 days in any calendar year together with laying hardstanding and installation of dirty water disposal system and the retention of associated structures to include W/C, shower and wash facilities (with variation to condition 3 of planning permission P/FUL/2022/05619 to allow for campervans less than 6 metres in length to be permitted). DC Planning approved this application on 20th January
(iv) P/HOU/2024/05868 Ten Acres Conygar Broadmayne DT2 8LX. Convert loft into an annex with 4 no. dormer windows & installation of external staircase. DC Planning have still not determined this application
(v) P/HOU/2024/07315 9 Martel Close Broadmayne DT2 8PL. Erect an extension and new roof extension to form first floor accommodation DC Planning have not yet determined this application
(b) Consultations Received: None
(c) Any planning matters received after publication of the agenda. None
Reports
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Dorset Council Ward Member’s report: No report submitted by Dorset Cllr Tarr.
Playing fields: Cllr Ellis reported that the gates to the playground required another adjustment in order to close effectively. The manhole cover over the water meter feed to the pavilion had been ill fitting for some time and was a hazard and it has now been replaced with a substantial cover. The playing field / football pitch will be discussed at the next meeting of the BPFA on February 13th.
Village hall: Cllr Eason commented on a number of matters. Representatives of the village hall will be meeting with two solar panel contractors, as well as roofing contractors in the coming month. The electrical works to bring the hall up to current standards has been completed and the appropriate certificates issued. Two quotes had been received for combined upgrades to the sound and lighting systems, and as a result it had been decided to prioritise upgrading the sound system first. The upgrade to the stage lighting system would then be pursued later. Work is in hand to replace the Village Hall name sign. Hall hire rates will increase from 1st March 2025. Mention was also made of the Village hall finances and it is understood that as a result of unplanned expenditure of around £8K for the year due to work on flooring and electrics, an overspend at year end is expected. The VH financial reserves are understood to be healthy, but future major expenditure projects referred to above are expected to be funded from them.
DAPTC: Central area committee: The DAPTC Central Area Committee has not yet met. However, Cllr Ellis reported on an online training / briefing session she had attended covering the latest revisions to the National Planning Policy Framework. She observed that much of this is still only at a strategic level and is not heavily detailed. The Planning Practice Guidance documents are only just emerging. Cllr Ellis commented that it is clear the new Government will introduce wide reaching reforms. Growth is their target; particularly housing growth. Local Authority targets on housing will be increased, they must meet local needs, and will be mandatory. However, offsetting will still be permitted i.e. the required housing can build elsewhere if off-set gains can be shown. It also encourages cross-border working on strategic planning on roads, pylons etc. Finally, Cllr Ellis drew attention to a full day awareness event with Dorset Council’s Planning Team on Tuesday 4th March. Council members were encouraged to contact the Parish Clerk if they wish to book a place on this event.
PCSO: The PCSO’s report was circulated to all members ahead of the meeting. There were no incidents on the report for Broadmayne during the month.
Broadmayne Community Speedwatch: Cllr Byrne explained that due to a combination of poor weather conditions, holidays and illness of Community Speed Watch Group volunteers, no sessions had taken place in the last month.
Financial Matters
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The Clerk had prepared the January financial statements, and circulated them to all members ahead of the meeting. This included the bank reconciliation to 31st January, a listing of all receipts and payments for the month of January, and a detailed budget report showing all receipts & payments vs budgets for all budget subheads for the financial year to date. These were received and noted. A copy is associated at Appendix 1 to these minutes.
It was RESOLVED to approve the following payments:
Payments already made:
Unity Trust Bank (monthly bank charge, Jan) £6.00
Starboard Systems Ltd (Scribe allotments software monthly fee) £21.60
Payments to be made
RJS Window Cleaning Ltd (Cleaning bus shelter, Knighton Lane
31/07/24 – 31/12/24) £158.40
AG Tree Services Ltd (trim side of boundary hedge between
allotments and 47 Chalky Rd) £144.00
DAPTC (Finance & internal Controls training courses – Barry Eason) £70.00
DAPTC (Latest NPPF revisions briefing – Karen Ellis & Tim Watton) £70.00
T Watton (Salary February 2025) £637.76
HMRC Cumbernauld (PAYE & Employer’s NI, February 2025) £118.99
Mr P Sheffield (return of allotment deposit) £50.00
Proposed, T Byrne; Seconded, D Lewis.
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To consider a grant request from St Martins PCC for £1528.00 for the annual upkeep of St Martins Churchyard. This request had been circulated to all members in advance of the meeting. Proposed: D Lewis, Seconded: A Evans. CARRIED
Governance Matters
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(a) Nomination of a Council member to work with the Clerk to review the Council’s Internal Controls plan / internal audit checklist. Cllr Eason agreed to undertake this role with the Parish Clerk.
(b) To confirm no changes required to the Council’s adopted Standing Orders (rev Jul 2020), and Code of Conduct (adopted Aug 2021). The Parish Clerk explained that having looked into this he had confirmed that there had been no changes from NALC to the published Model Standing orders or the Code of Conduct in the last 12 months (when the last review was carried out). Also no circumstances have changed which might otherwise require any local revisions to either document. Consequently, he recommend that the documents are accepted as “reviewed” and a further review date is set for Feb 2026. RESOLVED
(c) To consider the draft contract / tender document for maintenance of the open spaces in Broadmayne which the PC owns and / or is responsible for. Members noted that the document had been reviewed line-by-line by a working group made up of Cllrs Ellis, Eason and Larkin, and the Parish Clerk. A number of suggested adjustments had been made. Subject to any minor adjustments which may arise from a site meeting with WGS on 6th Feb and / or specialist advice from Dorset FA Facilities, the group were now able to recommend acceptance of this to the full Council for use as the tender document to be sent to prospective suppliers. RESOLVED
(d) To consider a proposal from the Sports Turf Research Institute for a visit to prepare a maintenance plan for the playing field and children’s play area. This document had been circulated to all members for consideration in advance of the meeting. It was also noted that an approach had been made to the Dorset FA Facilities Advisor for advice on the condition of the sport playing area of the ground. Following some discussion, and in the light of the significant fee involved, it was agreed that since this concerns the assessment of the potential for longer term interventions to improve the playing surface, it would be prudent to await any response from Dorset FA before deciding on the next step.
Review of the Broadmayne Community Emergency Plan – To consider the next steps.
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Cllr Larkin reported that he had reviewed aspects of the current plan which had been finalised in December 2018. He reported that he had contacted everyone on the list of volunteers to confirm whether they wished to continue in the identified roles – and with the same contact details. Whilst there are still five people yet to respond, all those who have responded have confirmed they wish to continue – with the exception of two who have left the village and two are unable to do so. It was recognised that there is a need to seek more volunteers; and two members of the public present indicated their willingness to take part. In addition, Cllr Larkin had checked and updated all the published emergency contact numbers for partner organisations and agencies. It was noted that there is a need to reappoint a “Community Emergency Response Coordinator” and a deputy for that role, as well as to appoint a small committee to take action if and when an emergency occurs. He wondered how the Council wished to progress the matter of these appointments.
In response to a question, it was confirmed that for GDPR reasons no personal contact details of anyone named in the plan are included on the published document itself. This information is held securely in a separate confidential file – for the purposes of Broadmayne Community Emergency Plan response activity only.
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Future of the defibrillator
The Parish Clerk reported that ownership and maintenance responsibility for the defibrillator had now been transferred from SWAS to the Parish Council. The unit has been re-registered on “The Circuit” national database, and Mr Merriott the community volunteer who has been undertaking the regular status monitoring has kindly agreed to continue doing so.
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20mph Speed Limit case
Cllr Macer-Wright reported that the case for the 20mph limit in Broadmayne had been submitted to the Dorset Council Road Safety team. Their response is awaited.
Matters of report
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The Clerk reported on the following matters:
(i) Allotments; One tenant has given up, and a new prospective tenant has already visited and confirmed that they would like to take over the tenancy. There have been two new joiners to the waiting list in the past month. Consequently there are now three people on the list actively waiting for a plot.
(ii) & (iii) Rights of Way and Highways issues: the Clerk had circulated to all members an updated version of his report listing the latest status of highways related faults which have been reported by members or himself via the DC online fault reporting systems since the last meeting. This included reports of blocked drains in Beech Close and the need for a road sweeper visit to clear gutters on both sides of the section of Knighton Lane from Old Brickfields to the bottom of the hill.
(iv) Road works. None
(v) Progress towards obtaining quotes for a .gov.uk domain / email addresses; The Clerk reported on approaches made to five suppliers recommended by DAPTC. Detailed responses from three have so far been received. Once the responses are complete a comparison table of the quotes will be compiled and circulated to Council members in preparation for a decision at the next Council meeting.
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The Council Chair
nothing to report.
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Reports from Councillors:
In response to a question from Cllr Byrne it was confirmed that the Annual Parish Meeting will be held on the morning of Saturday 17th May at 10:30 in the Village Hall.
Cllr Eason asked what progress had been made on establishing ownership of the land at the Washponds which had been suggested as the site for a bench. After some discussion it was noted that a Land Registry search may be required. However, a member of public present also volunteered to speak to an acquaintance who he felt may know the identity of the landowner.
To note any matters received after the publication of the agenda
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There were none.
Next meeting
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The next meeting will take place on Monday 3rd March 2025 in the Methodist Church Hall, unless otherwise advised.