3rd March 2015

Minutes published unapproved for ratification at the meeting to be held on 7 April 2015

MINUTES OF OKEFORD FITZPAINE PARISH COUNCIL MEETING

HELD AT THE PAVILION ON 3 MARCH 2015

PRESENT: Cllr M Burt (Chairman)

Cllr B Fox (Vice-Chairman)

Cllr D Burt

Cllr R Corben

Cllr A Frampton

Also present: – Mrs Sandra Deary, Clerk, 14 members of public and Mr Andy Wilkins, Lone Star.

1 APOLOGIES: Cllr S Corben, Cllr H Cox, DCC, Cllr A Burch, NDDC

The Chairman advised the meeting that he would be taking an audible recording of the meeting.

2. THE MINUTES OF THE PARISH COUNCIL MEETING HELD ON 3 FEBRUARY 2015 having been circulated to Cllrs and noticeboards were taken as read. It was proposed by Cllr R Corben and seconded by Cllr D Burt they be signed by the Chairman, this was agreed.

3. POINTS FROM THE PUBLIC RELATING TO ITEM 7 ONLY.

4. DECLARATIONS OF INTEREST: Members were reminded of the need to declare an interest if it was not already disclosed on their declaration of disclosable pecuniary interest form held by the Clerk.

	Action
5. GRANTING OF DISPENSATIONS: None
6. District & County Councillors’ Reports: None
MATTERS ARISING: 7.1 Poultry Farm, Shillingstone Lane: Lone Star Land LLP: The Chairman advised that Mr Andy Wilkins was at the meeting tonight to run through the plans for the site. He added that once more detailed plans were ready a meeting would be held locally in order for residents to make their views known. Mr Wilkins advised that he had attended a previous meeting of the Parish Council and had taken their views away to look at how they could accommodate their comments. He advised that talks had taken place with the owners of the surrounding land who were keen to explore the improvements regarding connectivity from the site to the village centre. He advised that the architect had now produced a new scheme which could have many positive benefits to the village. He added that he was at the meeting to engage with the community and to establish a wish list of improvements residents would like to see happen in the village as a result of this development. The Chairman felt that if Hinton St Mary Estates were on board there was a possibility of getting connectivity to the recreation ground. He added that all previous S.106 monies had gone to Sturminster Newton but the rules on this had now changed. He advised that currently the school had 59 pupils but could accommodate a further 64. He advised that the new plan showed a large footpath ending at a dangerous narrow place on Castle Lane. He enquired if there was enough scope to open this out as there was movement into the village. Mr Wilkins advised that the plans would be made larger for the meeting in the Village Hall to allow residents to draw on them to show what their wishes were. The Chairman advised that the village hall needed an extension. Mr Wilkins said that this was a possibility. A member of the public enquired what would be the timescale if all bodies were in favour of the development. Mr Shaw advised that the planning process would take 12-18 months with a further 18-24 months on site. The development could be complete in approximately 4 years. A member of the public asked if the application was constrained by the number of houses. Mr Wilkins advised that a base line survey would be required, however a sensible amount of houses would be proposed but not too insignificant to make it unviable for the developer. A member of the public enquired if it would be better to consider the three potential development sites together. The Chairman advised that the Faccenda site had already been given permission and work had commenced. He advised that the two sites in Shillingstone Lane would be looked at together, he was hoping to contact the developers to organise a public meeting to be held in the Village Hall possibly at the same time as the annual Parish meeting. A member of the public enquired the outcome of a recent housing needs survey for the village. The Chairman advised that the survey had shown a need for 15 houses in the village.
7.2 Land at former Wessex Park Homes Site: The Chairman advised that Mr Parke had met with NDDC planners and had been advised that they were looking for employment only for this site. The Chairman felt that big businesses would not be interested in the site. Cllr Fox felt that this would mean smaller business units could use the site. The Chairman advised that there were lots of small units in the District that were not occupied. A member of the public felt that the site was not part of the Village and housing there would be a community by itself.
7.3 Recreation Ground/Pavilion: The Chairman advised that he had renewed the emergency lighting in the away changing room. He had also replaced the fluorescent tubes in the north and south emergency exits and the lamp in the walkway to the old pavilion. He advised that children from the local school had been to plant trees along the hedge. He extended his thanks for their work.
7.4 Bowey Field: Cllr Frampton advised that the volunteer had cut back the bank.
7.5 Neighbourhood Planning: The Chairman advised that an initial meeting to analyse the feedback received from the questionnaire had taken place. This was being looked at further by Derek Day and Paul Banning. The Chairman thanked them for their help. He added that a further questionnaire would be required to find out what infrastructure residents would like to see improved. Cllr D Burt advised that a question of additional cemetery space had been raised at the feedback evening. The Chairman felt that this was an issue to be looked at.
7.6 Belchalwell & Fiddleford Items: 7.6.1 Fiddleford sign: N.F.T.R. 7.6.2. Sign at New Cross: N.F.T.R The Clerk was asked to speak to the owners of the Fiddleford Inn to establish if they were happy for the noticeboard to remain on the wall of the pub.	Clerk to speak to Pub owners.
7.7 Land at top of Back Lane: N.F.T.R.
7.8 Land at bottom of Okeford Hill: N.F.T.R.
7.9 Draft Core Strategy: The Chairman advised that the hearing for the New Local Plan would start on 10 March 2015.
7.10 Castle Lane Footpath: The Chairman advised that unless developer contributions were available this scheme would not get done. A member of the public advised that there was a donkey in one of the fields which would cause a stumbling block. The Chairman advised that the path would run around the back of the field.
7.11 Darknoll Lane: The Clerk was asked to contact Mr Nicolson for an update.	Clerk to contact Mr Nicolson.
7.12 Old Orchard, Mary Gardens and other areas of grass: Cllr Corben advised that a member of the public had offered to cut the grass at the Old Orchard. The Chairman advised that this would need permission from NDDC. The Clerk was asked to write again to NDDC asking if the land could be transferred to the Parish Council who would then take over the maintenance of the site. Cllr D Burt advised that the public were very pleased that planning permission for 2 houses on this site had been refused as this was a safe area for children to play.	Clerk to write to NDDC
7.13 Fingerposts: Cllr S Corben advised that he had been in contact with Val Newton who was the volunteer co-ordinator. He was trying to get answers to his questions, they were keen that the right specifications were used, even though the ones on the cross had different lettering. The Chairman advised that DCC had wanted them to be Oak. Cllr S Corben had informed DCC that plywood which was well sprayed and painted would look the same but was a cheaper option. The Clerk was asked to contact Cllr S Corben for an update.	Clerk to contact Cllr S Corben for update.
7.14 Encouraging community interest in Parish and Town Council Elections: The Clerk advised that she had nomination packs for the election. Following discussions it was agreed to hold an open event for prospective candidates on Sunday 22 March 2015 at 2pm in the Village Hall. The Clerk agreed to do a notice for the noticeboard.	Clerk to produce a notice.
7.15 Shillingstone Lane (Water in Road): N.F.T.R.
7.16 Lead in Residents Water System: The Chairman advised he had composed a letter which the Clerk had sent. No response had yet been received
7.17 Annual Risk Assessment: The Clerk advised that she had been unable to locate the Risk Assessment on the computer. The Chairman advised that a copy of it could be found in the Office. The Clerk agreed to locate it and provide it for discussion at the next meeting. The Chairman advised that there were a number of things to consider, including the tractor/mower being a risk due to its age, trees and insurance to cover work undertaken in the name of the Parish Council. He advised that 12 volunteers were covered by the insurance and wasn’t sure if that included the Councillors. He was concerned that if the Community Group were considered to be carrying out work for the Parish Council they would not be covered on the insurance. The Clerk was asked to contact the Insurance Company to ascertain who was covered and what conditions they were covered under. Cllr Fox advised that the Community Group started out as a group to welcome newcomers to the Village and offer advice. She added that it had now grown and carried out work without a request from the Parish Council, therefore it was not acting on behalf of the Parish Council. Cllr Frampton suggested contacting the Community Group to ascertain if they had their own insurance to cover volunteers carrying out work in the village on their behalf. The Clerk agreed to contact Mike Wood from the Community Group. Cllr D Burt advised that fire extinguishers, emergency exits etc should be on the risk assessment. The Chairman advised that these were all checked. Cllr D Burt said that it should be reported that the Parish Council was happy with the way checks were carried out.	Clerk to contact Insurance Co. to check how many volunteers were covered and contact the Community Group.
7.18 Grit Bin for Greenhayes: The Clerk advised that she had obtained the following prices for grit bins as requested at the last meeting: 30 L – £17.50 plus VAT – Measurements – 390 x 370 x 280 mm 50L – £39.99 plus VAT – Measurements – 450 x 590 x 420 mm 50L – with lock – £39.99 plus VAT – Measurements – 450 x 590 x 420 mm 130L – £121.60 – Measurements – 758 x 850 x 500 mm The Chairman asked the clerk to investigate further. He felt that a 100l grit bin would be the best size.	Clerk to look into the cost of a 100l grit bin.
7.19 Any Other Matters: Football Club Alcohol Licence: Following discussion Cllr M Burt proposed to allow the football club to continue to have an alcohol licence at the pavilion as no problems had arisen, this was seconded by Cllr Fox and agreed by Council. Change of date of May meeting: Due to elections taking place on 7 May 2015 it was agreed to move the May Parish Council meeting from the 5th to the 12th May. All members would sign their acceptance of Office forms prior to the meeting commencing, The AGM would take place on the same night prior to the meeting.
8. PLANNING MATTERS: 8.1 Applications: 2/2015/0126 – Spring Cottage, Back Lane, Okeford Fitzpaine, Blandford Forum, DT11 0RD – Proposed 2 storey extension of converted chapels south elevation, Proposed single storey extension of converted chapels north elevation and proposed car port and landscaping work at south of site. A member of the public who lived next door to the proposed development advised that there was a flue situated on the house close to her property which was on a higher level. She felt that smoke could enter her property. She also advised that work would be taking place close to the bank which separated the properties and might need to be reinforced. A member of the public spoke on behalf of the applicant. He advised that following the refusal of the last application the applicant had met with Planning Officers and the new application had addressed all concerns. Following discussion Cllr Corben proposed no objection subject to the Clerk informing NDDC that there were concerns regarding the flue and the bank. This was seconded by Cllr D Burt and agreed by Council. 8.2 Decisions: 2/2014/1449/HOUSE – Lowbrook Cottage, Belchalwell – Erection of single storey rear extension – GRANTED. 2/2014/1446/FUL – Hartcliff Farm, High Street, Okeford Fitzpaine, Blandford Forum, Dorset, DT11 0EF – Continue to use land for the storage of landscape contractor’s materials and equipment – GRANTED 8.3 Any other planning matters: None 8.4 Updated: None	Clerk to inform NDDC of comments.
9. CORRESPONDENCE RECEIVED SINCE LAST MEETING: Care Act Consultation Information DAPTC – Chief Executive’s Circular 2/15 DAPTC – Area Representation Information SNT Newsletter – Blandford Rural – February 2015 Culture & Community E-News POPP Invitation – Monday, 30TH March 2015 – 9.30am – 12.30pm Neighbourhood Planning Seminar – 25 March 2015 – Clerk to forward to the Neighbourhood planning group. The Clerk advised that the following email had been received from a member of the public: Request for Information under the Freedom of Information Act 2000 I am writing to make an open government request for all the information to which I am entitled under the Freedom of Information Act 2000. Please send me: Information request – 1: Details of how much tax payers’ money, collected through the parish precept, was used to make up the £17,419.20 expenditure, which was authorised at the 5th August 2014 Parish Council meeting, for the purchase of a tractor/mower. Information request – 2: A copy of the business case that examined the options for meeting the grass cutting requirement of the parish and which ultimately provided the justification, firstly, for the purchase of a tractor/mower and secondly for the purchase of one at that cost. I would like the above information to be provided to me as paper or electronic copies. If this request is too wide or unclear, I would be grateful if you could contact me as I understand that under the Act, you are required to advise and assist requesters. If any of this information is already in the public domain, please can you direct me to it, with page references and URLs if necessary? If the release of any of this information is prohibited on the grounds of breach of confidence, I ask that you supply me with copies of the confidentiality agreement and remind you that information should not be treated as confidential if such an agreement has not been signed. I understand that you are required to respond to my request within the 20 working days after you receive this letter. I would be grateful if you could confirm in writing that you have received this request. The Clerk and Chairman agreed to get together to write the response.	Clerk and Chairman to meet to produce a response letter
10. REPRESENTATIVES REPORTS: Rights of Way/Footpaths: N.F.T.R. Football Club: N.F.T.R. Village Hall: N.F.T.R. Community Group: N.F.T.R. DAPTC: The Chairman advised that he had received an email today advising the Leader of NDDC would be attending the next DAPTC meeting to be held on 1 April to talk about the A350. Cllr Sherry Jespersen had arranged a meeting within her ward as most of the Parishes were on the A350. He advised that he had contacted her to see if he could attend the meeting and she was happy for him to attend. He advised that most parishes involved wanted a new road from Poole to the North although this was unlikely to happen.
11. POINTS FROM THE PUBLIC: None
12. FINANCIAL MATTERS: 12.1 Accounts paid since last meeting: None 12.2 Accounts to be paid: Mrs Sandra Deary – Salary £298.44 Chq No. 864 DAPTC – Training & Conference £150 Chq No. 865 Symonds & Sampson – Allotment Rent £300 Chq No. 866 Symonds & Sampson – Allotment Rent £100 Chq No. 867 Mr M Wood – Refreshments for N. Planning Event £176.97 Chq No. 869 NDDC _ N. Planning Questionnaire Printing £249.71 Chq No. 870 Okeford Fitzpaine Village Hall – N.P. Hire of Hall £138.00 Chq No. 871 Northover Fuels – Oil £570.20 Chq No. 872 Dorchester & Sherborne CAB – N.P. Printing £25.00 Chq. No 873 It was proposed by Cllr R Corben and seconded by Cllr D Burt that these be paid. This was agreed by Council. Cllr R Corben advised that the rent paid by the allotment group had stayed the same since the start. He felt that the Parish Council should not be subsidising this. The Clerk was asked to write to the Chairman of the allotment group to advise them of the increase in rent which the Parish Council was meeting. 12.3 Any Other Financial Business: The Clerk advised that Mr Weeks was unable to carry out the internal Audit. Cllr Fox advised that she might know somebody who would carry this out for the Parish Council. She agreed to speak to the person concerned. 60 Greenhayes: The Clerk advised that she had received the £20 fees for access at Parking at Greenhayes 62 Greenhayes: The Clerk advised that she had received £75 fees for access at Greenhayes for 5 years.	Clerk to write to Chairman of Allotment Group
13. ANY OTHER BUSINESS: The Chairman advised that he had been contacted regarding voluntary work for young people. He would be meeting with a gentleman next week to discuss this matter further.
THE NEXT MEETING: The next Parish Council meeting will be held on Tuesday 7 April 2015 at the Pavilion, Castle Lane at 7:30 pm. The Chairman thanked all present and closed the meeting at 10.20 pm.