Okeford Fitzpaine Parish
Home Page Parish Council Parish council minutes 6th May 2008
6th May 2008

6th May 2008

MINUTES OF OKEFORD FITZPAINE PARISH COUNCIL MEETING
HELD AT THE PAVILION ON MAY 6TH 2008

PRESENT: Cllr M Burt (Chairman)
Cllr E Horton (Vice-Chairman)
Cllr T Burt
Cllr B Trowbridge
Cllr R Corben
Cllr S Corben

Also present:- PC Dave Mullins (Dorset Police), Mrs R Burrows (Clerk), Cllr Mrs H Cox (DCC) and four members of the public.

1. APOLOGIES: Cllr A Frampton (working), Cllr Mrs Audrey Burch (NDDC).

2. THE MINUTES OF APRIL 1ST having been circulated to Cllrs and notice boards, were taken as read. It was proposed by Cllr E Horton and seconded by Cllr R Corben that they be signed by the Chairman, this was agreed.

DORSET POLICE
The Chairman welcomed to the meeting PC2186 Dave Mullins of Dorset Police, Safer Neighbourhood Team based in Blandford. PC Mullins gave a short presentation to the Council Meeting detailing the recent changes to the structure of the police force in Dorset. He said boundary changes had been made and police areas had been reorganised to match the political wards in North Dorset. Okeford Fitzpaine is part of the Bulbarrow ward and now operates within the Blandford Rural South team. There is one District Commander, supported by station sergeants and Safer Neighbourhood Teams in place for each of the towns of Gillingham, Shaftesbury, Blandford Forum and Sturminster Newton. Each area has a team of named police officers and police community support officers to address a range of issues on their patch. The intention is to work closely with partners from other organisations and members of local communities – to be known as PACT (Partners And Communities Together). A seminar is being arranged in Blandford to launch this initiative and a representative from each Parish will be invited to attend, along with Home Watch/Neighbourhood Watch co-ordinators and other key individuals from all the communities. A PR campaign is being planned to inform everyone and PC Mullins along with PCSO5389 Luke Goddard, although having to cover a total of 28 villages, are both keen to become well known faces in this Parish. PC Mullins emphasised that people should be encouraged to ‘phone in and report any incidents/problems which they are concerned about as if people do not tell the Police about what is happening in their area they will not be able to deal with the problem. In addition, if there are on-going problems and we do not tell them, Police resources will be put in areas that do tell them. Communication is key! Telephone calls, to the Police, at the time of an incident are invaluable, in the past they have led to offenders being apprehended and crime being prevented. PC Mullins would also like to add that singular reports, which themselves may appear to be of little significance, can often provide a vital link with other reports and lead to the prevention or detection of crime.

A Brief Reminder : Telephone Numbers

999 – when it is an emergency situation and you feel a crime has been or is about to be committed. If an incident is occurring and you are thinking “should I dial 999” then you probably should…

01202 222 222 – when an incident has occurred and you wish to report it but it is not an emergency.

01202 223003 or 07825 521850– when you want to speak with the safer Neighbourhood team about issues in your community or ask for some advice etc. This number has an answer phone facility so if it is not answered leave a message and someone will get back to you ASAP.

Further details can be found on the internet: This e-mail address is being protected from spambots. You need JavaScript enabled to view it

Home/Neighbourhood Watch in the Parish was discussed and it was agreed that a renewed effort would be made by the Council to find a Co-ordinator to fulfil this important role. The Clerk was asked to make reference to this in Fippenny News and/or the notice boards.

3. POINTS FROM THE PUBLIC RELATING TO ITEM 5 ONLY None

4. DECLARATIONS OF INTEREST
Cllr M Burt as a member of the Village Hall Management Committee.
Cllrs M Burt and E Horton as members of the DAPTC.
Cllr M Burt as member of CPEND and LDWG.
Cllr E Horton as member of NDDC Standards Committee
Cllr R Corben (item 5.14) on housing list

5. MATTERS ARISING
5.1 Recreation Ground/Pavilion
5.1.1 Pavilion doors: Chairman reported that a claim has been made on the insurance company and form submitted. Late last week Allianz gave the go ahead to proceed with the Newglaze quote and submit the invoice to them for payment. Our policy excess of £125.00 will apply. Cllr S Corben said that the Okeford United Football Club had offered to make a donation of £600 which would have been approx. half of the expected repair costs. Now that an insurance claim was being made, the Council would accept the donation which would no doubt help with other Pavilion costs during the year.
5.1.2 Chairman said he had received plans from the architect (Barry Lewis) but they had not been drawn up as he had requested so he will have to ask for a new set.
5.1.3 Land located south-east of recreation ground owned by Mr Tony Muir. The Clerk read to the meeting the draft of the proposed letter to Mr Muir written by the Parish solicitor. It was thought it needed to be slightly amended and the Chairman agreed to do this and liaise with Mr Alan Horne of Bailey and Co.
5.1.4 Dumping of other (not recycling) waste. Clerk said nothing further had been heard from NDDC. Still seen as a problem and she was requested to contact Ian Manley again; in the meantime, Chairman will arrange for another key to be cut for the car park gate and given to the driver of the lorry that collects household waste, so that at least it can be taken away from the recycling site.
5.1.5 Youth Club: Clerk asked for a decision on the Club’s request for an archery session to be permitted on 21 July. It was proposed by Cllr T Burt and seconded by Cllr Horton that authorisation be given, this was agreed provided it was properly supervised.
5.1.6 Clerk had booked the annual playground equipment inspection by RoSPA via NDDC.

5.2 Bowey Field
5.2.1. The additional gate and for the north-west end of the path and two spring closure mechanisms not yet ordered but the Chairman would endeavour to arrange this during the next month.
5.2.2 The see-saw – health and safety issues to be investigated by the Chairman.
5.2.3 Football posts need some attention.

5.3 Chicken Processing Factory site – Notices have gone up that the site is “Under Offer”

5.4 New Cross: Cllr Mrs Cox said that this was definitely going ahead and DCC are in the process of securing the land.

5.5 Footway – Castle Lane: Clerk said she had chased up DCC for a response. Cllr Mrs Cox said that as this proposal required DCC to purchase chunks of land from various owners, it could be complicated and could take time. As the properties involved were council houses at some time the land would have been owned by DCC. After discussion, Cllr Mrs Cox asked if she could give Bernard Trowbridge’s name to Mr Diaz at DCC as a contact as being someone in the Parish who is aware of the history of the land in question. BT agreed to this.

5.6 Transport Study: N.F.T.R.

5.7 Community Planning: N.F.T.R.

5.8 Belchalwell & Fiddleford Items:
5.8.1 Chairman has been contacted by one of the residents in Belchalwell involved with the grass cutting of the area in that village, asking that the other residents who had undertaken to help out, be chivvied up as it seems that the job is being left to the one resident who has requested assistance from the Parish Council. It was proposed by Cllr Horton and seconded by Cllr T Burt that the Clerk should draft an appropriate letter to all residents involved and this was agreed.
5.9 Parish Plan: Cllr Horton reported that he is about half way through the analysis of all the data received back from the Parishioners. He is hoping to call a meeting of the Steering Group during the next few weeks to produce a consultative document and that this might be ready in time for the Fippenny Fayre in June.
5.10 Bus Shelter/Museum
Chairman has spoken to Mr D Corben who has agreed to paint the bus shelter. Regarding the old air raid siren reported missing at the last meeting, it had been returned to it’s usual position in the museum a few days later. Chairman said that as there appeared to be no sign of any break in, he had changed the lock on the door and also installed a new door bolt.
5.11 Travellers: A copy of an e-mail reply the Clerk had received from Justin Woodward of Dorset Police based in Blandford had been sent to all councillors. This e-mail requested the registration number of the vehicle involved in our original complaint regarding under aged drivers thought to have come from the encampment at Conygar Copse. Cllr R Corben said he believed the driver in question had since moved to Dorchester. Cllr Mrs Cox informed the meeting that an eviction notice has been served and should go to court before half term. It was reported that there is a dead Oak tree in the area of the Copse near to the pumping station which could cause considerable damage if allowed to remain in its current position. Cllr Mrs Cox agreed to pass details to the appropriate department at DCC for some action on this to be taken.
5.12 Mary Gardens sign: The sign has been replaced. Item closed.
5.13 Ridouts Development: Clerk said a letter requesting financial assistance with the cost of re-surfacing the path had been sent to Mr Pinkney of Signpost but no response received to-date. In the meantime following the Clerk’s attendance at a DATPC seminar in April, it had been mentioned that there might be unspent funds available from DCA so an application for funding of this footpath had been sent to that organisation also. However, a reply indicating we had not been successful had been received that morning. It was proposed by Cllr Horton and seconded by Cllr S Corben that the quote received from Goddard Landscapes be accepted and this was agreed by all. Chairman would ask them to complete the job asap. Clerk was asked to notify the land owners agents (Symonds & Sampson).
5.14 NDDC – Housing Allocation Policy: Clerk had received a reply from NDDC (P Dowsett) regarding the re-allocation of houses vacated by the transferees in the Ridouts and this had been copied to all councillors. It was unanimously agreed that the reply did not answer the Council’s question. It was proposed by Cllr T Burt and seconded by Cllr Horton that the Clerk write again to NDDC requesting clarification as to the allocation policy used for the houses which were vacated because the occupants were transferred to the Ridouts development. This bearing in mind the assurances given by Janet Rees at the March Parish Council Meeting and the promised changes to policy re the procedures used by allocation staff. The Chairman said he had passed on a letter to Janet Rees from a relative of a village resident who was seeking to be housed in the Parish and whose application had appeared to have been overlooked.
Choice-Based Lettings: following on from the details Ruth Khatami (NDDC) had given at the March Parish Council meeting, a letter dated 25 April had been received notifying the Council of the setting up of a Steering Group to review allocation policies and to agree cost-effective advertising of vacant properties. The Chairman agreed to be the main contact for the Parish and to post weekly or fortnightly notices of vacant properties to the notice boards. Clerk to return the form to NDDC.
5.15 War Memorial: Cleaned but repairs not yet carried out.
5.16 Post of Clerk: Mrs Burrows’ contract not yet discussed and signed but it was hoped to do this before the June meeting.
5.17 Road Gritting:Cllr Mrs Cox was endeavouring to have Okeford Hill reinstated onto a higher priority salting route for next winter.
5.18 Missing 30mph sign at Castle Lane: The sign has not yet been replaced, Clerk requested to chase this up with DCC.
5.19 Any Other Matters Arising: None

6. PLANNING MATTERS
6.1 Applications:
2/2008/0307 Mr & Mrs P Davis, 7 Netherway Cottages. Erect a self contained annex. Cllr Horton explained that this application was a resubmission previously considered and objected to by the Parish Council in November 2007. He said that the new plans had taken into account the road safety issues previously of concern. It was proposed by Cllr Horton and seconded by Cllr S Corben that there be no objection and this as agreed.
6.2 Decisions:
2/2008/0168 – Mrs Le Riche, & Bowey Erect rear conservatory. GRANTED
6.3 Other:
6.3.1 Town & Country Planning Act 1990, Section 211 : Notification of intent to carry out works to trees within a conservation area. Cllr Horton reported that an application for consent to trim branches off two trees in a conservation area owned by Mrs Crichton of Maple Cottage had been received. He said that he saw no reason to object as there would not be any detrimental impact on the environment. In fact the Clerk was requested to write to NDCC informing them at the Parish Council is in full agreement with the proposed work.
6.3.2 Planning & Compulsory Purchase Act 2004 – Local Development Scheme – the review has been updated and is available on the NDDC’s website; hard copies will be available shortly.

7. LOCAL DELIVERY OF SERVICES
7.1 SID’s: a letter had been received from DCC (R Camp) advising that the unit placed in Castle Lane had been vandalised and had been removed from the deployment list. The Chairman had spoken to Mr Camp and persuaded him to withdraw this decision so that the site could still be included. There followed a discussion on the various options open to the Parish. The Chairman had obtained prices for outright purchase of three different types of unit but we still had to decide whether or not to join the Sturminster Newton (SNTC) scheme. Clerk was requested to write to SNTC to find out how often the unit would be made available in Castle Lane, how will it be managed and is the estimated cost of £500 a one-off or annual payment.

8. CORRESPONDENCE
8.1 Letter dated 7 April from NDDC re BT’s proposals to re-align payphone provision (copied to Cllrs) The only payphone affected within the Parish boundary is that sited at Belchalwell (01258 860346). The Chairman will prepare notices for the two boards asking for any comments/objections before the June meeting so that a response can be made to BT if necessary.
8.2 Letter dated 8 April from NDDC re Council’s 3 scrutiny committees – (copied to Cllrs)
8.3 DAPTC Spring newsletter – distributed to Cllrs
8.4. DCA letter dated 17 April re Post Office closures – no action require yet
8.5 email from DAPTC re Dorset Countryside Volunteers jobs within conservation areas
8.6 DAPTC letter 16 April, OF unsuccessful application for Royal Garden Party invitation.
8.7 DAPTC circular 05/08 – (copied to Cllrs).
8.8 Letter dated 1 May SturQuest – Local Action for Rural Communities funding programme (copied to Cllrs)
8.9. DCC – new mobile library schedules – (placed on notice boards)
8.10 Dorset Police – 2 x neighbourhood watch emails
letter 21April re recruitment of independent custody visitors for Dorset - notice placed on n/board
8.11 Email from Louise Huxley dated 8 April re a tent blocking bridleway on land adjacent to the bike park. Cllr Horton said he had spoken to Mrs Luxley and David Ackerley (DCC) but he would follow up.
8.12 Email from Cynthia Evans dated 11 April concerning the protecta-kote anti slip paint used on the roundabout in the playground. (Clerk had replied on 19 April).
8.13 Email dated 24 April from Kay Ward of ICAS re complaints against any NHS service. 3 x notices are being sent in the post and will be placed on notice boards.
8.14 DCA replacement of Community Development Worker
8.15 DAPTC email dated 14 April re Synergy Housing Group requite a Voluntary Board Member
8.16 Okeford Fitzpaine Primary School newsletters
8.17 Sturminster Newton’s Community Magazine issue 7 dated May 2008.
8.18 Annual report and accounts for 2007 for St Andrews PC.
8.19 NDDC letter 28 April local development framework revised scheme

9. REPRESENTATIVES’ REPORTS - None
10. DISTRICT COUNCILLORS’ REPORT - None
11. POINTS FROM THE PUBLIC - None
12. FINANCIAL MATTERS
The new Clerk said that the end of year accounts (2007-08) had been prepared by Mrs D Burt and these had been previously circulated to the Cllrs. It was proposed by Cllr R Corben and seconded by Cllr Horton that they be adopted, this was agreed.
Section 2, the Annual Governance Statement, of the annual return had also been copied to Cllrs. The questions were answered by the council . It was proposed by Cllr T Burt and seconded by Cllr Horton and agreed by all that the statement be signed by the Chairman and Mrs Burt the previous Clerk.
12.1 Accounts to pay:
Mrs R Burrows – clerk’s salary April £348.44, expenses £70.40 cheque no. 371 £ 418.84
Allianz Insurance “ 372 £1001.58
British Gas – Pavilion quarterly payment “ 373 £ 171.99
Wessex Water quarterly bill for Pavilion “ 374 £ 74.46
M Burt expenses - Staples invoice £89.72 }
Woods Garden Machinery £ 3.84 }
Blandford Tyres (tractor puncture) £58.75 }
Woods Garden Machinery £14.29 } cheque no. 375 £ 166.60
Okeford Fitzpaine Village Hall hire for DATPC meeting cheque no. 376 £ 20.00
DAPTC subscriptions cheque no. 377 £ 250.64
Mrs V Jackson petrol expenses prescription collection (s137) cheque no. 378 £150.00
All items proposed by Cllr R Corben and seconded by Cllr Horton that these be paid, this was agreed.

12.2 Mrs Burt reported that the external audit date has been set for 25 July; the internal audit (Mr Weeks) would need to be undertaken within the next few weeks and she would require account book, cheque book and paying in book to accompany the accounts .

13. ANY OTHER BUSINESS
13.1 Cllr Trowbridge said that he had been asked by a local resident if it would be possible for the Minutes of the Council meetings to be made available on notice boards earlier than currently. This was discussed but there could not be any change to the timetable at present. (they are available on www.okeford-fitzpaine.org)
13.2 Cllr Trowbridge referred to the recent announcement concerning a proposed new law which would allow couples to marry in the Church where either of them were baptised or confirmed, where either lived for six months at any time, a parish where their parents lived or worshipped or the parish where their parents or grandparents were married. He felt that this could create an increase in the number of weddings held at St Andrews Church and that being the case, hire of the Village Hall for receptions could be promoted and result in increased revenue.

RETIREMENT OF COUNCILLOR BERNARD TROWBRIDGE
Cllr Mike Burt thanked Bernard for all of the hard work he had done and commitment he had shown to the Parish over the 45 years in which he had served as a Parish Councillor. He thanked him personally for all of the support he had given him whilst Chairman and said he would miss him on the Council. Mike Burt said that each of the councillors had made a personal contribution towards the engraved tankard which he then presented to Bernard as an expression of their thanks for his dedication, service and knowledge.

14. THE NEXT MEETING will be held on Tuesday, 3 June 2008 at the Pavilion, Castle Lane at 7.30pm. The Chairman thanked all present and closed the meeting at 10.15pm