6th October 2009

MINUTES OF OKEFORD FITZPAINE PARISH COUNCIL MEETING
HELD AT THE PAVILION ON 6 OCTOBER 2009

PRESENT: Cllr M Burt (Chairman)
Cllr R Corben
Cllr Mrs B Fox
Cllr A Frampton
Cllr M J Paine

Also present: - Mrs Sandra Deary (Clerk), Mrs R Burrows and 3 members of the public.

1. APOLOGIES: Cllr T Horton, Cllr S Corben, Cllr A Burch (NDDC) and Cllr H Cox (DCC)
Due to the absence of Cllr T Horton the Vice Chairman, Cllr paine proposed that Cllr R Corben be elected as vice chairman for this meeting, this was seconded by Cllr Fox and agreed by the Council.
2. THE MINUTES OF PARISH COUNCIL MEETING 1 SEPTEMBER having been circulated to Cllrs and noticeboards, were taken as read. It was proposed by Cllr R Corben and seconded by Cllr Fox that they be signed by the Chairman, this was agreed.
3. POINTS FROM THE PUBLIC RELATING TO ITEM 5 ONLY. None
4. DECLARATIONS OF INTEREST
Cllr Burt as member of the Village Hall Management Committee.
Cllrs Burt & E Horton as members of the DAPTC.
Cllr Burt as member of CPEND and LDWG.
Cllrs R & S Corben & Frampton as members of Okeford United Football Club
Cllrs R & S Corben as members of Okeford Fitzpaine Allotment Society
Cllr E Horton as member of NDDC Standards Committee.
5. PRESENTATION BY “BAG IT UP” RE DORSET/SOMERSET AIR AMBULANCE
Miss Danielle Mudridge from the Dorset/Somerset Air Ambulance gave a presentation on the
“Bag it up” recycle scheme run by the Air Ambulance. She informed the Council that the Air Ambulance was a charity and that they needed £3,200 per day to keep it operational. She informed the Council that the second biggest income to the charity was from recycled textiles and mobile phones, she was hoping that the Council would agree to a textile recycling unit being placed in the village. The Council thanked Miss Mudridge for her presentation. The Council discussed the presentation and Cllr Paine proposed allowing a recycling unit to be place alongside the other recycling units, this was seconded by Cllr R Corben and agreed by the Council. Mrs Deary to inform Miss Mudridge of this decision.
6. MATTERS ARISING
6.1 Recreation Ground/Pavilion
Electrical Supply Agreement Renewal
Cllr Burt informed the Council that a letter had been received regarding the renewal of the electrical supply. The letter set out the quarterly charge as £12.67 and the unit price of 9.094, the letter stated that the contract would renew automatically and be in place for 24 months unless the Council cancelled the agreement in writing. It was agreed that the contract should be allowed to continue. No further action is therefore required at this time.
Recycle centre, sign to deter the dumping of non-recycle waste: Mrs Deary had received a email from Chris Hillyer of NDDC reporting that the sign is scheduled to be installed by Dorset sign shop on Thursday 15 October at 9.00 am. He asked for someone from the Parish Council to be in attendance to ensure the sign is installed in the correct position. Cllr Burt agreed to be in attendance, Mrs Deary to inform Chris Hillyer of this.
Tractor: The tractor has now had a new tyre fitted and is fully operational.
Hedge at the top of the recreation ground:
Cllr R Corben informed the Council that hedge laying is in the plans for this year.
6.2 Bowey Field
fence posts: N.F.T.R.
play equipment – A report from ROSPA had been received, the only medium/high risk point raised was that the swing shackles need replacing, Cllr Burt thought these had recently been renewed but he would arrange for this to be checked and replaced if necessary.
Cllr Frampton informed the Council that the playground sign was obscured by trees and bushes, he felt that the sign should be moved, Mrs Deary was asked to write to Mr Mann at DCC Highways regarding this matter.
6.3 New Cross:
The Clerk had received an email from Cllr Hilary Cox stating that this would not be ranked anywhere near the top of the priority list as there is no record of any serious injuries or other safety considerations. The Council agreed that nothing further could be achieved on this matter and that this item should be removed from future agendas.
6.4 Footway – Castle Lane:
Mrs Burrows reported that a reply had been received from Mr Andrew Brown of DCC requesting a site meeting to enable him to get a better understanding of the site. The suggested dates were 20/21/22 October. Cllr Burt will check his availability and inform Mrs Deary for her to arrange the meeting.
6.5 Community Planning:
An invitation had been received from Sturquest to attend an open meeting at 7.30 on 4 November 2009 at the Exchange in Sturminster Newton. Cllr Burt to liaise with Cllr Horton regarding attendance.
6.6 Belchalwell & Fiddleford Items:
Surplus of water running across the road near to the grit bin in Belchalwell: Mrs Burrows has written to both Wessex Water and DCC. DCC attended and informed the clerk that there was a water leak, Wessex Water attended but could not locate the area of the leak. Mrs Burrows contacted Wessex Water to explain the location of the leak and they agreed to revisit, they have not yet reported their findings. Mrs Deary to contact Wessex Water to find out the result of their visit. Cllr Burt requested that his telephone number be given to them as he will meet the engineer if necessary.
6.7 Parish Plan:
Cllr Fox informed the Council that the draft Parish Plan had been sent to the District Council who had commented on its quality. However, more up to date information was now available and more work will be carried out.
6.8 NDDC – Housing Allocation Policy:
Cllr Burch to report on this at the meeting on 3 November 2009. Mrs Deary informed the Council that a letter had been received from NDDC regarding Choice Based Letting, explaining that properties becoming available are advertised and applicants on the housing register express an interest in those properties for which they would like to be considered. Choice Based Letting advertisements would be prepared weekly and they were looking to advertise in as many places as possible, therefore reaching as many people as possible. Cllr Burt agreed to look into the possibility of placing another notice board in the village for this purpose.
6.9 Blandford PACT and Home Watch:
Luke Goddard, Community Police Officer gave a report of the incidents and accidents in the last month. He informed the Council that once again it had been a quiet month.
6.10 Allotments: Agreement with Allotment Society:
Cllr Paine produced a draft agreement between Okeford Fitzpaine Parish Council and The Okeford Fitzpaine Allotment Association, following discussions it was agreed that the word association should be changed to group. Cllr Fox proposed acceptance of the document with the agreed change, this was seconded by Cllr Frampton.
6.11 Prison Door:
Mrs Calcott had received a quote for 3500 to repair the prison door, she will look into getting the work carried out.
6.12 Okeford Hill – salting/gritting:
Following the Parish Council meeting last month Mrs Burrows emailed Cllr Hilary Fox requesting that she keeps up the pressure on the County Council to have this route upgraded to a Priority 2 route. No response has yet been received.

6.13 Okeford Fitzpaine CE VA Primary School: N.F.T.R.
6.14 Scrambler bikes in the vicinity of Castle Lane: N.F.T.R.

6.15 Blandford Leisure Centre Action Group:
Following the decision taken at last month’s meeting Mrs Burrows emailed Steve Hitchings and Nathan Fazakerley to inform them of the results of the Parish Consultation. They were informed that the Parish Council would accept the finding of the Consultation and therefore would not support the Leisure centre with the requested financial assistance. The result of the Parish consultation has been sent to the Fippenny News for publication.
6.16 Traffic (volume and speed) using Back Lane:
A further letter has been sent to NDDC addressed to Mr S Graeser, no reply has yet been received. Mrs Deary to follow this up.
7. PLANNING MATTERS
7.1. Applications:
2/2009/0817/ – Wessex Park Homes, Shillingstone Lane – Replacement Factory, reserved matters application for access, appearance, landscaping, layout and scale following Outline
Planning Permission No. 2/2005/0052 dated 4 December 2006. It was proposed by Cllr R Corben and seconded by Cllr Paine that there be no objection, this was agreed. Mrs Deary was asked to show that the Council was in support of this application.
2/2009/0723/PLNG – Primrose Cottage, Belchalwell – Erect a 2 storey extension and double garage. It was proposed by Cllr R Corben and seconded by Cllr Paine that there be no objection, this was agreed.
7.2 Decisions:
2/2009/0560/PLNG – Okeford Hill, Pound Lane – Change of use to form an off road cycling facility – APPLICATION WITHDRAWN
2/2009/0532/PLNG – Garlands Farm, Garlands Lane, Construct a 2m wide all weather track to the field - GRANTED
8. CORRESPONDENCE FOR 3 NOVEMBER 2009 PARISH COUNCIL MEETING
DAPTC Circular 12/09 – copied to Chairman and Vice Chair
DAPTC Circular 13/09 – copied to all Parish Councillors
DAPTC Circular 14/09 – copied to all Parish Councillors
Society of Local Council Clerks brochure
Age Concern – Guide to raise awareness of energy efficiency amongst older people
Local Works Campaigning to implement the Sustainable Communities Act – Requesting Councillors to email their MP asking them to sign Early Say Motion No. 1545
Sturquest – Letter dated 7 September – Open meeting on 22 September re Youth Led Forum
August 2009 LCR
9. REPRESENTATIVES’ REPORTS:
Rights of Way/Footpaths:
Cllr Paine reported that another day of work was scheduled for Bowey Field on 24 October 2009.
Football Club: N.F.T.R.
Village Hall: N.F.T.R.
10. COUNTY & DISTRICT COUNCILLORS’ REPORTS: None
11. POINTS FROM THE PUBLIC: None
12. FINANCIAL MATTERS
12.1 Annual Audit year ended 31 Mar 09. Mrs Burrows said that a communication from BDO Stoy Hayward had been received on 2 September including the Notice of Conclusion of Audit, which should now be placed on the main notice board. The auditors had drawn attention to the amount of Fidelity Guarantee included in the annual insurance premium. They feel this is insufficient in light of the bank balances held at 31.03.09 and the amount of precept then subsequently received in April 2009. This was discussed and the Chairman said it could be looked at again by the PC as it is possible to have the policy amended before the renewal of the policy in June 2010. However, because much of the reserves will be spent by the end of the current precept year, in all probability it was felt there would be no need for any increase in cover. It was proposed by Cllr Frampton and seconded by Cllr R Corben that the SAnnual Return and Audit be approved and accepted: this was agreed by all.



12.2 Clerk’s 2009-2010 paid award: Mrs Burrows said that the new salary scales had been published and requested that the recommended increase be awarded to her, back-dated from 1st April. The increase amounts to £4.59 per month and she said that the new salary should also be applicable to the new Clerk. It was proposed by Cllr R Corben and seconded by Cllr M Paine and this was agreed.
12.3 Accounts paid since last meeting:
Blandford Tyres (new tyre for tractor) chq 480
£500.25
12.4 Accounts to pay:
BDO Stoy Hayward (Audit) chq 481 £155.25
Southern Electric (Museum/Bus Shelter) chq 482
£ 16.67
RDP Services (Tractor repairs) chq 483
£ 51.34
Mr M Burt (Village Hall car park materials) chq 484 £645.69
Mrs R Burrows Sept salary £356.98 & expenses £60.77 chq 485 £417.75
All items proposed by Cllr Frampton and seconded Cllr Mrs Fox that these be paid, this was agreed.
12.5 Precept 2010-2011 – it was agreed that Mrs Burrows would prepare the 1st draft for discussion with the new Clerk and the Chairman during the month of October so that it could be circulated prior to the November meeting when would be an item on the Agenda.
12.6 Other
Mrs Burrows said that she had submitted the VAT claim for the April-September period and a refund of £416.17 had been received.
Mrs Burrows said that all the computer equipment, keys and files apart from the accounts had been handed over to the new Clerk. The transfer of all the finance matters would be concluded during the month of October.
12. ANY OTHER BUSINESS
Youth Club: Cllr Burt informed the Council that he had received a letter from Mike
Bennett, Area Youth Worker, giving the Council an update on the running of the youth club following the resignation of Mrs Ruth Norris. He informed the Council that Helen Whitelock is due to start running the youth club in the near future.
Due to a lot of the youth club equipment being past its best the members have drawn up a
wish list which has been narrowed down to a more realistic list with a costing of approximately £2000.
Mr Bennett also stated that the youth centre is in need of refurbishment and he had received a quote for this work with another quote being sought. Mr Bennett has sought funding and has asked that the Council consider making a contribution to the required works.
After much discussion Cllr R Corben proposed that a sum of £2000 be offered in principle with more discussions to take place, this was seconded by Cllr Paine and agreed by Council. Cllr Burt pointed out that as the Parish Council own the youth club any funding received for refurbishment should be given to them and they should organise any works. Cllr Burt will speak to Mike Bennett regarding this matter.
GREENHAYES: Mrs Burrows informed the Council that no response had been received from the owners of 62 Greenhayes despite a letter advising them that this matter would be placed in the hands of our Solicitor. Cllr Burt will speak to our Solicitor regarding the best solution to this matter, he will also seek advice regarding parking problems at the Village Hall.
MEETING WITH RESIDENTS REGARDING THE ROYAL OAK BEER FESTIVAL
Cllr Burt informed the Council that he had received a late invitation to attend the above meeting and both he and Cllr R Corben had attended without Council mandate, a fact that he made clear to the meeting organisers at the start of the meeting.

13. THE NEXT MEETING will be the Tuesday 3 November 2009 at the Pavilion, Castle Lane at 7.30pm. The Chairman thanked all present and closed the meeting at 9.40pm.