Okeford Fitzpaine Parish
Home Page Parish Council Parish council minutes 5th August 2008
5th August 2008

5th August 2008

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MINUTES OF OKEFORD FITZPAINE PARISH COUNCIL MEETING
HELD AT THE PAVILION ON 5th AUGUST 2008

PRESENT: Cllr M Burt (Chairman)
Cllr E Horton (Vice-Chairman)
Cllr T Burt
Cllr R Corben
Cllr S Corben
Cllr A Frampton
Cllr M J Paine

Also present: - Cllr Mrs. Audrey Burch (NDDC), Mrs. R Burrows (Clerk), and 3 members of the public.

1. APOLOGIES: Cllr Mrs Hilary Cox (DCC)

2. MINUTES: the Minutes of 1st July having been circulated to Cllrs and notice boards, were taken as read. It was proposed by Cllr T Burt and seconded by Cllr R Corben that the minutes be signed by the Chairman, this was agreed.

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 5.12) on housing list

5. MATTERS ARISING
5.1 Recreation Ground/Pavilion
5.1.1 New Lights: the Chairman said that some new and replacement lights were needed around the Pavilion and had hired a platform to assist with this job. The cost was £140 for two days but only £200 for a week so had made the decision to have the kit for a week. The Village Hall would be making a donation towards the cost of the hire as the platform had also been utilised for that. It was reported that a tile was broken and half missing on the roof of the Pavilion and it Cllrs R Corben and A Frampton offered to source and repair it.
5.1.2 Extension plans: The revised plans are awaited from the architect.
5.1.4 Land located south-east of recreation ground owned by Mr Tony Muir: the Clerk had received a copy of the letter sent to Mr Muir by Alan Horne of Bailey & Co. the Parish solicitors; this was now in the file. No reply has been received to date. Item closed.
5.1.5 Dumping of other (not recycling) waste: the Clerk had received an email from NDDC informing her that I Manley had left the council. However, she was able to show the meeting an example of the sign which is in the process of being made for the recycle centre. It was expected to be ready with in the next few weeks.
5.1.6 Soccerpitch Football Leagues: Cllr S Corben said he had been asked to pass on the thanks of Soccerpitch to the PC for the use of the recreation ground and Pavilion facilities. The Clerk said she had also received an email of thanks and a donation of £50.
5.2 Bowey Field
5.2.1. Cllr Horton said that the new gate had become mis-aligned and was making a grating noise. It was proposed by Cllr Horton and seconded by Cllr R Corben that the PC does not go ahead with the purchase of the expensive (£250) gate closer mechanism. A vote was taken with 6 in favour and 1 against and the proposition was therefore carried. An alternative solution to the problem would try to be found. In the meantime, a member of the public said that he would re-align the gate so that it did not grate on the catch when closing. The Chairman reported that the new gate for the other end of the footpath has been ordered and delivery expected shortly.
5.2.2 See-saw: it would appear that the opportunity to discuss the health and safety issues with the RoSPA inspector had passed, as he had been into the village to conduct the annual playground inspection and the Chairman had missed him. The Clerk agreed to make some enquiries regarding the matter and report back at the next meeting.
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5.2.3 Football posts: Cllr Frampton reported that the posts have been painted and the work is progressing.

5.3 Chicken Processing Factory site – N.F.T.R. – item closed.

5.4 New Cross: Cllr Mrs Cox agreed to contact DCC to find out the latest on this item as we had not heard any more from her, the Clerk was asked to approach Mr Diaz again for a progress report for the next meeting.

5.5 Footway – Castle Lane: Cllr Mrs Cox reported via an email to the Clerk that she had been in contact with DCC (David Diaz) and we should be receiving an up date on progress. The Clerk was asked to include this item in her reminder to DCC.

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

5.7 Belchalwell & Fiddleford Items:
5.7.1 Grass cutting: Following the Clerk’s letter, the Chairman reported he had learned that one other resident from the area around the green is assisting with the grass cutting in Belchalwell.
5.8 Parish Plan: Cllr Horton reported that work is progressing on the consultation document.

5.9 Bus Shelter/Museum: Mr D Corben is progressing with the painting. The Chairman said it looked like a few more tiles needed to be replaced on the roof.

5.10 Travellers: Cllr Mrs Cox had forwarded an e-mail to the Clerk to report that Notice to Quit had been served on 31 July and a Possession Order obtained. The travellers had requested time to pack and tidy up after themselves and to find another site. The judge had agreed they could have two weeks to do this.

5.11 Ridouts Footway: the Clerk was asked to write a formal letter to Goddard Landscapes to confirm the verbal conversation the Chairman had had with them re the acceptance of their quote and asking when they could expect to start and complete the footpath.

5.12 NDDC – Housing Allocation Policy: the Chairman requested comments on the Janet Rees’ response to the PC’s concerns regarding allocations of exception sites and NDDC’s aim to meet all local need from within the village even if this resulted in under occupation. The Chairman referred to the minutes of the PC’s June 2005 meeting which had been attended by Mr Derek Hardy, NDDC’s Housing Policy Manager; he had assured everyone at that time that rural exception sites could only be used for local people and the swap system used for association houses within the settlement boundary could not be permitted. It was decided that a further letter needed to be sent to Janet Rees to ask why the recent changes in NDDC’s procedures and policies do not address the main issue which is why residents who may be adequately housed elsewhere cannot be considered for a place in a rural exception site. Cllrs Horton & T Burt offered to help the clerk to draft an appropriate letter. Cllr Mrs Burch said that she supported the Parish Council and would be happy to meet again with NDDC’s housing representatives to put across their views and concerns.

5.13 Post of Clerk: the new contract had been prepared to include reference to tax and national insurance contributions; Clerk and Chairman had now signed this. Item closed.

5.14 Missing 30mph sign at Castle Lane: the Clerk had e-mailed Mike Hansford and he had replied that he is looking into this again as it seems that the works order has been filed with “no action” written on it! Clerk to progress before the next meeting.

5.15 Post Office closures: the Okeford Fitzpaine post office was not amongst those proposed to be closed. . Cllr Horton will draft a letter on behalf of the parish council after consulting Simon Thompson of DCA. The clerk said that a letter had been received from Postwatch outlining the area plan for the closure programme. This indicated that 24 branches in Dorset would close and in addition, 4 will be replaced by new “outreach” services – which would be part time, offered within a local venue such as a village hall or from a van.

5.16 Broken fingerpost at The Cross: the repair has been done. Item closed.

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5.17 Shrubs overhanging footpath at Corner Cottage: the footpath has been cleared. Item closed.

5.18 PC Casual Vacancy: Mr Mark Paine had accepted the position and the Chairman welcomed him to his first meeting. Item closed.

5.19 Blandford PACT and Home Watch: Cllr Frampton had been unable deputize for Cllr Horton at the meeting held on 8 July and nothing further had been heard from PC Mullins. The Clerk said she had emailed Blandford Rural South SNT on 3 July regarding the postcards but no reply had been received. Clerk will follow up. No interest in a local Home Watch co-ordinator had been forthcoming.

5.20 Okeford Fitzpaine Primary School: The current Chairman and one other on the Board of Governors are resigning and Cllr Mrs Burch said that she had been approached and had agreed to serve. Our new Parish Councillor Mark Paine had also been asked to serve on the board (as a parent) but he had not yet made a decision. Item closed.

6. PLANNING MATTERS
6.1 Applications:
2/2008/0621 Andrew Sherriff, Saints Hill Cottage, Belchelwell. Erect a hardwood conservatory. It was proposed by Cllr T Burt and seconded by Cllr R Corben that there be no objection, this was agreed.

The following application had been received after the Agenda had been issued:
2/2008/0697 19 Lower Street. Replace like for like softwood windows. Cllr Horton said he had accidentally met with the NDDC planner when looking at this property as an amendment to the plans had been submitted in regard to one of the windows which will now all be of the same design and therefore all match and which would improve the overall appearance. It was proposed by Cllr R Corben and seconded by Cllr Horton that there be no objection, this was agreed.

6.2 Decisions:
2/2008/0131 Mr K Snook, Garlands Farm. Form new access track. 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 fell two ash and 2 plum trees in a conservation area owned by Mr & Mrs Nezami of Rosehill Farmhouse had been received. He said that he saw no reason to object as there would not be any detrimental impact on the character and appearance of the Conservation Area..
6.3.2 South West Spatial Strategy: The Chairman had received this document on CD Rom which is a new kind of plan for up to the year 2026. It will set a regional framework about ‘where things go’, what the scale of development should be, and the links between broad issues like healthcare, education and crime, as well as basic infrastructure such as transport. This was passed to Cllr Horton.

7. LOCAL DELIVERY OF SERVICES
7.1 SID’s (Speed Indicator Devices): Sturminster Newton Town Council are having difficulty getting responses from other surrounding Parishes interested in the SID scheme. Mrs Derricott is sending another follow up letter but in the meantime would like us to send a map showing where the SID post is located in Okeford Fitzpaine. When received, Clerk was asked to respond.

7.2 NDDC's Local Delivery Programme “Tough Choices”: the lack of central public toilet facilities in Blandford Forum was discussed and the Clerk was requested to write to the Town Clerk of Blandford Council to find out what is happening with the refurbishment of the Marsh and Ham toilets and to inform him that unless a central public convenience is reopened, this Parish Council may have to review its financial support in the future.

8. CORRESPONDENCE
8.1 DORSET COUNTY COUNCIL
* E-mail via DAPTC Sports & Physical Activity Strategy 2008 – 2013 (63 page document)
* Leaflet - New telephone numbers and contact centre info (distributed to all Cllrs 29 July)
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* E-mail Dorset Local Access Forum Recruitment (distributed to all Cllrs 11 July)
* Letter dated 28 July re Dorset Waste Forum next meeting 13 Oct – Chairman to attend
*Letter 28 July from N D Youth Forum re a donation to enable continued funding. Discussed but request refused and proposed by Cllr S Corben and seconded by Cllr Horton that instead a donation of £50 is made to the Okeford Fitzpaine Youth Club which it was felt more appropriate to the needs of the local community.
8.2 NORTH DORSET DISTRICT COUNCIL
* Letter dated 30 Jun draft Dorset Homelessness Strategy (copied to all Cllrs 11 July)
* New Year Book (2008-2009) to be held by Clerk
8.3 DATPC
* Chief Executive’s circulars 08/08, 09/085; 10/08 (copied to all Cllrs 11 & 29 July)
* Email – Dorset Transport Study consultation (forwarded to Chair and Vice Chair)
* Email re Burial Grounds Seminar in East Meon 10 September
*The Chairman said that he had completed the DCA forms in connection with the provision of a laptop computer for use by the Clerk. However, he was reluctant to sign the Service Level Agreement (SLA) in this current form because of certain clauses relating to having to give access to the computer to members of the general public. The SLA had obviously been drawn up in generic form for the pilot project and was not specific to Parish use. The Chairman would strike out the irrelevant clauses from the SLA and in the meantime the Clerk agreed to query it with DATPC and Tony Gibb of Connecting Dorset.
Cllr M Burt will attend DATPC Chairmans' seminar on 8 October
Cllr Horton will attend DATPC “Which Way” – Highways seminar on 16 October
Mrs Burrows will attend DATPC New Clerks seminar in November.
Cllr S Corben agreed to get back to the Clerk ASAP re attendance at the DATPC “Dig It” allotments working group on 21 August.
8.4 * Letter from Wessex Water re mains improvement works Shillingstone Lane (placed on n/board)
8.5 * Invitation to Chairman to attend reception on 29 August for 1st Anniversary of The Exchange
8.6 * Magazine - Community.com Issue 77 August 08

9. REPRESENTATIVES’ REPORTS
9.1 ROW Liaison Officer: Cllr Horton reported on two items:
(i) a Modification order from DCC has been received concerning part of footpath 41. It is proposed to modify the definitive map at High Bench from it’s junction with Footpaths 42 and 43 south east of Drove Cottage in a south east direction to the concrete surfaced bridge across the Darknoll Brook.
(ii) DCC’s proposal to divert Bridleway 2 Hammoon and part of Bridleway 51 to enable the use of the section of dismantled railway to form part of the North Dorset Trailway.
9.2 Okeford United Football Club: Cllr S Corben thanked everyone involved in last weekend’s Butterboys Bonanza which had been a tremendous success. He said that around 74 children had now signed up to take part in the soccer week Aug 11th-15th.

10. DISTRICT COUNCILLOR’S REPORT: None

11. POINTS FROM THE PUBLIC
11.1 A member of the public had asked if planning permission had been sought by those using the piece of land above the recreation ground for motorbike racing. It was proposed by Cllr Horton and seconded by Cllr T Burt that the Chairman go back to the individual concerned and ask them to report this to NDDC’s Enforcement Section. A vote taken of 6 for and 1 against. The proposal was therefore carried.
11.2 A member of the public reported that the definitive line of footpath 55, eastwards from Castle Lane to Shillingston Lane, has been blocked and diverted a short distance to the norht. Cllr Horton said that DCC Rights of Way section are aware of this and are investigating.

12. FINANCIAL MATTERS
12.1 Accounts paid since last meeting:
New Glaze new pavilion door chq 385 £1250.00

12.2 Accounts to pay:
British Gas (Pavilion) chq 386 £ 185.30
Clerk’s July salary and expenses chq 387 £ 368.33
Gill of All Trades (grass cutting) chq 388 £ 335.00
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M Burt expenses (lighting Pavilion) chq 389 £ 174.49

All items proposed by Cllr S Corben and seconded by Cllr T Burt that these be paid, this was agreed.

12.3 Monies received:
Interest on reserve bank account to 30 June amounted to £71.18
Cheque from Allianz Insurance for £1301.25 paying out our claim of £1250 less policy access of £125 but refunding the fee of £176.25 which had to be paid to NDDC for buildings notice (banked to current account 30.07.08).
Donation from Soccerpitch Football £50.00*
Donation from Three Okefords Preservation Society of £10.00**

*not yet banked
**handed to clerk at the meeting

12.4 Financial other: the Clerk reported that after the accounts to pay have been deducted, the balance of the current account will be £479.68, and the reserve account £14,748.84.

13. ANY OTHER BUSINESS
13.1 Royal Oak Beer Festival: the clerk read out an email she had received from two residents of Okeford Fitzpaine who had complained, in particular, about the noise levels at the festival which took place over the weekend of 25-27 July. The clerk was asked to reply to the effect that the PC has no powers in this respect and the complaint had to be directed to the licensing authority (NDDC) who had given permission for the once a year event to take place. If enough residents in the village feel strongly enough to also write to NDDC then there is the possibility that next year a clause could be added into the license regarding excessive noise levels and an Environmental Health Officer could be put on standby to measure levels.
13.2 Allotments: Cllr S Corben said that as a general member of the public and not as a Parish Councillor, he had placed a note in the August edition of Fippenny news for anyone interest in keeping an allotment to contact him.. To date he had received 5 names. The Chairman repeated what he had said in the previous meeting, that the PC does not have allotment land at the current time but that if enough people ask for it, they would be duty bound to provide them. There are strict guidelines that have to be followed and the Clerk was asked to consult the Local Council Administration guidebook to confirm the requirement.

14. THE NEXT MEETING will be held on Tuesday, 2 September 2008 at the Pavilion, Castle Lane at 7.30pm. The Chairman thanked all present and closed the meeting at 9.40pm.