Okeford Fitzpaine Parish
Home Page Parish Council Parish council minutes 7th October 2008
7th October 2008

7th October 2008

MINUTES OF OKEFORD FITZPAINE PARISH COUNCIL MEETING
HELD AT THE PAVILION ON 7th OCTOBER 2008

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

Also present: - Cllr Mrs. Audrey Burch (NDDC), Mrs. R Burrows (Clerk), and 2 members of the public.

1. APOLOGIES: Cllr Stephen Corben (dental work – unwell)

2. MINUTES: the Minutes of 2nd September having been circulated to Cllrs and notice boards were taken as read. It was proposed by Cllr Paine and seconded by Cllr Horton that the Chairman sign the minutes, 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

5. MATTERS ARISING
5.1 Recreation Ground/Pavilion
*Extension: the Chairman said that the plans had been submitted to NDDC (see Planning 6.1)
*Dumping of other (not recycling) waste: the Clerk had emailed Ms Wasey of NDDC and she had replied that the signs had not yet actually been ordered. However, this was now underway and she would keep us informed of progress. Clerk to obtain an update for next meeting.
*Golf: Chairman had spoken to some of the young golfers but many had now returned to school and there had not appeared to be much golfing activity in recent weeks.
*Baby changing facilities: Cllr Frampton said he had been asked to find out if it would be possible to have this facility installed in the disabled toilets. A similar set up as per the Village Hall seemed the best way forward. It was proposed by Cllr Horton and seconded by Cllr Frampton and this was agreed.
*Cllr R Corben said the ditch at the south end of the recreation ground has been cleared to drain the football pitches.
*Dave Frampton has been asked to repair the hole in the fence.
*RoSPA Inspection report: the clerk said that annual report had been received and she had passed a copy to the Chairman. For the recreation ground there were several “low risk” items highlighted and one “low-medium risk” which was in connection with the slide and a protective surface is being recommended for this item. Alternatively a grass mound should be made up under the slide.
5.2 Bowey Field
*Gates: new gate not yet fitted due to time constraints – it will be done ASAP.
*See-saw: the Chairman said that he had received a letter from Bernard Trowbridge expressing his disappointment that the see-saw would not be able to be used any more due to Health and Safety regulations and, as his father had helped to purchase it originally, if it is going to be scrapped, he would like the opportunity to buy it from the PC. A member of the public asked if it could be made static but this was ruled out as it would still require a safety surface and there did not seem any point in having a static see-saw. It was proposed by Cllr R Corben and seconded by Cllr Horton that the see-saw be given back to the Trowbridge family.
* Football posts: Cllr Frampton said the work on the posts should be completed this week and new turf is now required. He was thanked for all this work.
*Dogs: Cllr Frampton reported a large black dog loose in the village and it had left mess by the play area. The Chairman reminded everyone that the Dog Warden should be called straight away to report a description and
623
whereabouts. Cllr Horton said he would speak to the Warden to see what could be done. The clerk was asked to source a NO DOGS ALLOWED notice for both Bowey Field and the Recreation Ground and report back at the next meeting.
*RoSPA Inspection report: on the junior swings, bushes are missing and the shackle fixings pins are worn. It was proposed by Cllr T Burt and seconded by Cllr Frampton that new bushes and seats are purchased, this was agreed. The 5-A-Side goals were also mentioned but work to the posts has now been completed and new turf being laid (see earlier item).

5.3 New Cross: There was nothing further to report on this item but it was agreed that it would be kept on future meeting agendas.

5.4 Footway – Castle Lane: the clerk had received an email from D Diaz (DCC) giving an update on progress. The land search is identifying the landowners and a letter will shortly be sent to all residents whose land would be affected by the footway to establish their willingness to give the land for the footway. The benefits of a footway will be pointed out but also that the scheme will not be an opportunity to sell land for financial gain. Where fences, hedges etc need to be moved, they will be replaced like for like. Mr Diaz is also exploring old maps to determine the true extent of the highway boundaries to see if any encroachment has taken place which residents may be unaware of. He has been in contact with Bernard Trowbridge, as we had suggested, and may well meet with him once replies from residents have been received. It was felt some progress is now being made with this item, albeit slowly.
The clerk reported that a resident of Okeford Fitzpaine had emailed her with concerns over the speed of traffic entering and leaving the village along Castle Lane and with the increased pedestrian movement (Ridouts) could anything be done before an accident occurs. The clerk had consulted with the Chairman and a response had been sent. Cllr T Burt suggested that the clerk forward the email to our safer neighbourhood officer, PC Mullens.

5.5 Community Planning: the Chairman said he had attended the meeting on 9 September. Bids would be invited for how the money should be used and a panel consisting of representatives from North Dorset, South West Wiltshire and a part of East Dorset would be formed to investigate the way forward.

5.6 Belchalwell & Fiddleford Items: None
.
5.7 Parish Plan: Cllr Horton said a meeting of the Steering Committee had taken place during September; more survey results have been tabulated and work was progressing with the consultation document but it would not be ready for end of October.

5.8 Bus Shelter/Museum: Mr D Corben is progressing with the painting. Leaks not yet repaired but Cllr Frampton will look at these and see what needs to be done.

5.9 Travellers: the Conygar Copse site is no longer occupied and Cllr R Corben said that some work has been done to make it more secure and restrict access. Item closed.

5.10 Ridouts Footpath: invoice received from Goddard Landscapes (see 12.2) Item closed

5.11 NDDC – Housing Allocation Policy: a reply from Janet Rees (NDDC) had been received and copied to all councillors. A lengthy discussion ensued as it was felt that the points raised by the PC had still not been adequately answered. Cllr T Burt said we had drifted off course and any follow up letter had to be specific in what was being asked. He agreed to take the file from the clerk and draft a further letter. The two points still unclear were, (i) how will the new policies be integrated into the “choice base lettings” scheme and how will they be allowed for in the bidding process. (ii) rural exception sites and in this respect, information on Section 106 was going to be retrieved from the office files to see exactly what had been agreed when the Ridouts development was first proposed.
The Chairman said that “Choice Based Lettings” was going to be a topic at a forthcoming DATPC meeting when representatives from NDDC would be present and he felt it would be a good idea if other councillors could join him at that meeting.


624
5.12 Missing 30mph sign at Castle Lane: the Clerk had received a reply from M Hansford (DCC) on 9.09.08 to say that the location of the missing sign had now been established and it would be replaced within 28 days.
5.13 Post Office closures: a ‘standard letter’ type reply from the Post Office to Cllr Horton’s letter had been received by the clerk which just confirmed no changes were proposed to Okeford Fitzpaine post office. Item closed.

5.14 Blandford PACT and Home Watch: a meeting has been arranged for Tuesday 14 October at 7.30pm at the Corn Exchange in Blandford and any issues to be raised should be forwarded to PC Mullins by Friday 10 October. Cllr Horton agreed to attend.

5.15 Allotments: With regard to the land, the clerk had received an encouraging response from the agents of the Pitt-Rivers Estate (R Miller of Symonds & Sampson). They agreed that the land surrounding the Ridouts does lie wet in the winter and have suggested a couple of other sites in the village (Church Field, between Back Lane and Shillingstone Lane or the land on the north side of the school playing field). With regard to Mrs Spooner’s land, the clerk had received a telephone message to say that in fact her son who lives in Canada owns the land. Mrs Spooner has been away on holiday but will be speaking to him at the weekend and she will contact the clerk again after that. It was proposed by Cllr T Burt and seconded by Cllr Paine that the clerk should now contact Mr Miller to arrange an on-site meeting to establish the size of the fields on offer, if all or part could be leased/rented and at what cost, this was agreed. This would then enable calculations to be made as to how many plots and what size of allotments could be available. Similar questions would be raised with the Spooners if a favourable response is forthcoming. Cllr S Corben would be asked to attend meeting with Mr Miller and the clerk to liaise between the two for a suitable date.
The book “Law of Allotments” by Paul Clayden is currently out of print but should be available by the end of October.

5.16 Any Other Matters Arising: None

6. PLANNING MATTERS
6.1 Applications:
2/2008/0911 Mr D Hurrion, Hillview Farmhouse, Lower Street: remove timber shed and erect timber garage. It was proposed by Cllr R Corben and seconded by Cllr Horton that there be no objection, this was agreed.

The following application had been received after the Agenda had been issued:
2/2008/0919 Okeford Fitzpaine Parish Council: extension to sports pavilion and club house. It was proposed by Cllr Frampton and seconded by Cllr Horton that there be no objection, this was agreed.

6.2 Decisions:
2/2008/0697 19 Lower Street – replace like for like existing windows – REFUSED.
The PC were very disappointed that this application had been refused and considered that it was not acceptable to expect the owners to repair and restore the windows rather than replace them and they felt the character and appearance of the building would actually be enhanced with the replacement of the one “odd” window frame to match all of the others. It was proposed by Cllr T Burt and seconded by Cllr A Frampton that the clerk writes to NDDC reflecting these concerns, this was agreed.

6.3 Other:
Tree Preservation Order – application for work to protected trees belonging to Mr & Mrs Minter of 31 Nether Mead. Cllr Horton reported on this application which involved removing a limb and thinning an Ash tree, removes a branch on a Field Maple and to fell a Damson and said that the work appears to have already been carried out.

7. LOCAL DELIVERY OF SERVICES
7.1 SID’s (Speed Indicator Devices): N.F.T.R.
7.2 NDDC's Local Delivery Programme “Tough Choices”: N.F.T.R.


625
8. CORRESPONDENCE
8.1 Environment Agency – Flood Wardens Seminar on 21 Oct at Wimborne
8.2 Dorset Blind Association requesting a donation – Clerk was asked to reply to find out specifics of any donation
8.3 E-mail DAPTC –Summary of CE’s report & draft minutes of minutes – copied to all PC’s
8.4 E-mail DAPTC Circular 13/08 – copied to all PC’s
8.5 E-mail DAPTC re CouncillorsIndemnity – Code of Conduct – passed to Chairman & V-Chair
8.6 Notice of DAPTC AGM on 1 November – passed to Chairman & V-Chair
8.7 Return of Service Agreement for Clerk Laptop from DAPTC
8.8 E-mail re AGM of Dorset Community Action on 14 October – forwarded to Chairman & V-Chair
8.9 E-mail Dorset Area of Outstanding Natural Beauty Management Plan – passed to Chairman
8.10 Communities and Local Government – Making and Enforcement of byelaws a consultation – passed to Chairman
8.11 E-mail Weymouth & Portland Fairtrade Forum – re Fairtrade Day for Dorset – 10 October
8.12 Email from Cllr Mrs H Cox re Free Driving Courses – notice placed on noticeboards
8.13 Email from NSPCC re insertion of ad in Parish magazine – passed to editors of Fippenny News
8.14 Flyer from Local Council of Clerks re Regional Conferences - filed
8.15 Condition Management Programme – JobcentreNHS in Dorset re village noticeboards
- reply card returned to say we can put A4 poster on noticeboards
8.16 Letter from LINKs Host Organisation re Stewardship Group – filed
8.17 Note of thanks from Okeford Fitzpaine Youth Club for donation to their funds
8.18 Email – Dorset Fire & Rescue Service - Winter Safety Routine – passed to Fippenny News
8.19 Town & Parish Standard – Sept 08
8.20 Communitycom – Oct

9. REPRESENTATIVES’ REPORTS
9.1 Village Hall: the lead roofing which was stolen some time ago has been replaced and the kitchen refurbishment has started.

9.2 ROW Liaison Officer: Cllr Horton has started the hand-over process with Cllr Paine who will in future be the PC representative and they have walked along some of the footpaths, they are intending to meet up again to continue the familiarisation. Cllr Horton has been in contact with Dave Ackerley (DCC) for an up to date set of maps and the latter has said he is looking forward to working with Cllr Paine. The clerk queried the contact names on the “Who’s Who” page in Fippenny News and she was asked to have Mrs Calcott’s and Cllr Horton’s names removed and placed with Cllr Mark Paine.

10. DISTRICT COUNCILLOR’S REPORT: Cllr Mrs Audrey Burch gave information on the Rural Road Protocol which will look at road signage on rural roads in the County – there as been much over-signage in the past and this is going to be addressed along with an emphasis on reducing speed and designing roads to calm traffic.


11. POINTS FROM THE PUBLIC
11.1 Motor Racing/Paintballing at land above recreation ground: clerk had received a response from NDDC to her letter regarding this item and it was being looked into by Mr Steve Graeser who will report his findings within 21 days. To date nothing had been received.
11.2 The same member of the public who had spoken to the clerk as reported in the previous minutes had contacted the Chairman re concern about over-grown weeds/plants and general untidiness of a neighbour’s garden. The resident had shown the Chairman a copy of the Signpost Housing Group’s agreement which confirms that “Your Agreement states that you must keep your garden in a clearn and tidy condition”.The clerk reported that she had received a telephone message from Signpost in reply to her letter, indicating that the problems with that tenant were being sorted out and Signpost were visiting and helping to clear up the garden. The clerk was asked to contact Signpost again and ask for a written response.
11.3 The clerk said a resident had been in contact concerning the defacing/graffiti of the village sign in Castle Lane, Okeford Fitzpaine village. She had contacted NDDC who had passed it on to DCC and they have promised to replace or clean it up. As nothing appeared to have happened over the past three weeks, she has chased it up and will continue to do so until it has been done.
626
11.4 The watermain has not been repaired and the Chairman said he would contact “Clarence”.

12. FINANCIAL MATTERS
12.1 Accounts paid since last meeting: cheque no. 397 was destroyed and a new cheque signed as the wrong amount had been written on it.
NDDC Planning Application for extention to Pavilion chq 398 £ 335.00
12.2 Accounts to pay:
Mrs Burrows’ salary for September £348.44 & expenses £36.08 chq 399 £ 384.52
British Gas (Pavilion utilities) chq 400 £ 92.10
Southern Electric (Bus Shelter utilities) chq 401 £ 16.32
Goddard Landscapes (footway Ridouts to recreation ground) chq 402 £ 1703.75
RDP Services Dorset Ltd (tractor service) chq 403 £ 243.89
M Burt (purchase of screws and extra key cuts) chq 404 £ 4.10
Southern Electric (Pavilion utilities) D/D £ 57.96

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

12.3 Monies received:
Donations of £100.00 and £300.00 from Okeford United Football Club to pay for the tractor service and parts purchased earlier; the Chairman thanked the football club representatives. The clerk said she assumed that the second half of the precept (£9,615.00) had been paid into the Parish’s bank account but as she was not authorised to ask for a balance or statement at the bank, she would not know for certain until the monthly statement arrived.

13. OKEFORD FITZPAINE PRIMARY SCHOOL
The Chairman read out an email he had received from Mr Ian Berry, the new Chairman of the School’s Governing Body which expressed disappointment that none of the Parish councillors had attended an Open afternoon at the school on 24 September. It appears that flyers announcing the event had been put into the “Blackmore Vale” paper the week previous on the assumption that this magazine was delivered to every household in the Parish but no individual invitations had been sent. The Chairman then read out to the meeting his response which pointed out that the Parish Council had always in the past, and was committed to continue, their support of the school in every respect.

14. ANY OTHER BUSINESS
14.1 Clerk: the clerk said that Diane Burt had kindly agreed to help out as necessary during the months of December and January when she would be unable to do the work.

14.2 Meeting Dates for 2009: the clerk had circulated proposed Parish Council meeting dates for next year and these were agreed. Details would be posted on all three noticeboards during October.

14.3 Blandford Leisure Centre Action Group (BLCAG): Cllr Horton said he had attended the meeting on 1 Oct. The Action Group are looking at various options for running the wetside facilities one of which seeks financial contributions from local parishes. Before considering this request it would be advisable to find out how many people from the parish use the pool. It was suggested that leisure centre staff could obtain the information and it was agreed to ask BLCAG to initiate a survey.

15. THE NEXT MEETING will be held on Tuesday, 4 November 2008 at the Pavilion, Castle Lane at 7.30pm. The Chairman thanked all present and closed the meeting at 9.55pm.