1st September 2009

MINUTES OF OKEFORD FITZPAINE PARISH COUNCIL MEETING
HELD AT THE PAVILION ON 1 SEPTEMBER 2009

PRESENT: Cllr M Burt (Chairman)
Cllr R Corben
Cllr S Corben
Cllr Mrs B Fox
Cllr E Horton
Cllr M J Paine

Also present: - Cllr Mrs Audrey Burch (part time), Mrs R Burrows (Clerk), Mrs Sandra Deary, Mr M Wood and 5 members of the public.

The Chairman welcomed Mrs Sandra Deary to the meeting, confirming that interviews for a replacement Clerk had been undertaken by himself and Cllr Horton late last week and that she had been selected to replace Ruth Burrows. Sandra will officially commence her duties from 1 October but there will be some overlap during the next couple of months whilst the hand over is completed.

1. APOLOGIES: Cllr A Frampton (working); Cllr Mrs H Cox

2. THE MINUTES OF PARISH COUNCIL MEETING 7 JULY. Cllr Horton said that to avoid any confusion at a later date, on page 665, item 5.2 Bowey Field “the triangle of land adjacent to the church” should have read “adjacent to Chapel Cottage”. With this amendment taken into account, it was proposed by Cllr Mrs Fox and seconded by Cllr Horton 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. MATTERS ARISING
5.1 Recreation Ground/Pavilion
*Extension: no work has been started due to the poor weather.
*Recycle centre, sign to deter the dumping of non-recycle waste: the Chairman had received a telephone call from Chris Hillyer (NDDC) at 6.30pm that evening advising that he hoped the sign would be ready by the end of September and he would be in contact again then to liaise on where the best position for it could be. With regard to the damaged bins and the P.C.’s health and safety concerns, as requested at the last meeting, the Clerk had written to the Chief Executive of NDDC re remedial work to the surface ground of the site. A reply had been forthcoming to the effect that a survey of all mini recycling sites is in progress but it is thought that the problems being experienced are more to do with the age of the banks (now 16 years old) than the surface of the ground they are placed on. The damaged wheels on one of the bins have been replaced.
*Tractor – the Chairman reported that the tractor had to be abandoned in the middle of the recreation ground because of a puncture and he had called out Blandford Tyres to repair it. The inner tube had already been repaired numerous times so, unfortunately, the only course of action was a new tyre. This has been done and we can expect the invoice for payment shortly.
*Hedge at the top of the recreation ground: this hedge needs attention and now would be a good time for the work to be done. It was thought the cost would be around £300-400 and it was agreed it should be done in the autumn and Cllr R Corben will arrange this.
5.2 Bowey Field
*trees near the triangle adjacent to Chapel Cottage no action yet taken on removal of trees and Chairman thinks one close to the pavement may need professional assistance.


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*fence posts – it looks as if there are at least three posts which need to be replaced as the bottoms have rotted. A discussion took place as to how this might be done and if any help via prisoner release or community service could be sought. Cllr Horton agreed to look up a contact and see if anything is possible.
*play equipment – although the PC had requested both the School and the Pre-School group to speak with the children to find out what type of new equipment they might like for Bowey field, no information has been forthcoming. The chairman put forward a suggestion that perhaps the children and parents should be invited to the Village Hall one Saturday morning in October to look at play equipment catalogues.
5.3 New Cross: The clerk said there was nothing to report. The Chairman requested her to contact Cllr Mrs Cox to find out what the current status is.
5.4 Footway – Castle Lane: the clerk said that she had received two further letters from landowners, one in reply to her letter and another from a property in Castle Avenue saying that she had heard of the plans via neighbours and, as her property backs on to Castle Lane, was there any chance that she might lose part of her garden to the proposed footpath. The clerk said she felt the list given to her by DCC was perhaps not conclusive and it was important that all properties (landowners) affected should be notified as it appeared that some had been left out. Cllr R Corben said that it would be an easy task to do this. When looking through the file at the meeting, the Chairman noticed that the landowner in Castle Avenue was in fact on the original list of contacts so they would have been sent the letter in June and also the original letter from David Diaz of DCC last November. The clerk was asked to contact this person to clarify the situation. The clerk said she had received an email from a Julian Thomas (DCC) with an apology that no one had responded to our request for a site meeting. D Diaz has been moved to another project and we can expect to hear from Andrew Brown who will explain how our request for a footway can be taken forward through DCC’s prioritisation process to determine whether it could be successful in securing a place in the capital programme (depending on its feasibility, cost, and ability to deliver Local Transport plan targets).
5.5 Community Planning: N.F.T.R.
5.6 Belchalwell & Fiddleford Items: a member of the public had contacted the Chairman regarding a surplus of water running across the road near to where the grit bin is at Belchalwell. This could cause serious problems if it were to ice over in the winter and Cllr Mrs Fox said she uses the road regularly and had also noticed it. The clerk was asked to write to both Wessex Water and DCC and ask them to investigate.
5.7 Parish Plan: Cllr Horton said a copy of the consultative document of the draft plan has been produced and sent to NDDC, DCC, DCA and those members of the PC with e-mail addresses. Comments in the form of factual errors have been requested by 15 September, after which it is proposed to produce the final document. It would be launched with another Open Day, hopefully before the end of this year.
5.8 NDDC – Housing Allocation Policy: the Chairman said there was little progress on the cases he is looking at. Cllr Mrs Burch said that the much publicized Choice Base Lettings system will start towards the end of September and will be run in conjunction with Poole Borough Council who has the required IT system. There are a lot of questions which still need to be answered as to how this new system will work and Cllr Mrs Burch said she would give a report to the PC at the November meeting. The new Clerk to make a note to add this to the Agenda.
5.9 Blandford PACT and Home Watch:
*Mike Wood who is the PC’s Home Watch co-coordinator said that 30 members had now been recruited and that the scheme was working well. He said it was imperative that anything suspicious is reported and that all the various “Watches” (Home, Church, Farm) link and work together.
5.10 Allotments:
*Agreement with Allotment Society: Cllr Paine distributed a copy of the proposed agreement which has been drawn up with the assistance of the Allotment Society, to those councillors present. This was briefly discussed but it was agreed it should be handled outside of the meeting. Comments were requested to be emailed to Cllr Mrs Fox, Cllr Paine and the Chairman as soon as possible so that the final agreement can be ready for presenting to the October PC meeting.
*Grass cutting: various areas of grass in the village are currently cut using a hand mower which is not owned by the P.C. It was suggested that perhaps it is now appropriate for the council to purchase a hand mower for this purpose which could also be used on the allotments. It was proposed by Cllr Horton and seconded by Cllr R Corben that a mower be purchased, this was agreed. This would cost in the region of between £400-500 and the clerk said no monies had been set aside in the current precept but that it would have to be taken from reserves.
5.11 Prison Door: a carpenter has been to look and his comment was that it would be an “interesting” door to work on. He is going to provide a quote for the work which is thought could be in the region of around

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£500. The door is made of elm and not oak and part of the problem has been that the bottom has been repaired using oak rather than elm.
5.12 Okeford Hill – salting/gritting: the clerk read out to the meeting the reply she had received from J Munslow of DCC indicating that it is currently on a Priority 3 salting route, that the awaited review of routes is in its final stages and, that is it unlikely it will be upgraded to a new network because two pre-salted routes to Okeford Fitzpaine will be maintained from the A357 as at present. The Chairman said this reply does not stop us trying to get it upgraded and asked the clerk to write to Cllr Mrs Cox to keep up the pressure for an upgrade to Priority 2.
5.13 Okeford Fitzpaine CE VA Primary School: N.F.T.R.
5.14 Scrambler bikes in the vicinity of Castle Lane: the clerk had requested clarification from NDDC of the term “calendar year” and a response from J Cousens was read to the meeting. Basically, in planning legislation, its interpretation is that if the activity is a seasonal sport and is subject to the restrictions of Class B – i.e. scrambler bikes, the calendar year is a “rolling year” which may run for example May to May and not necessarily from 1st January to 31 December. No activity from the bikes had been heard of in recent weeks but if this item is to be pursued and if enforcement action taken, a log would have to be kept with dates and times to prove that 14 days had been exceeded. Item to remain on the agenda.
5.15 Blandford Leisure Centre Action Group: the Chairman reported on the results of the Parish Survey which had been undertaken to establish what, if any, support should be given to keep this facility open. Approximately 380 letters had been distributed and a total of 79 replies had been received which equated to a disappointing 20.8% response. Of these 45 (57%) were against any support, 29 were in favour to support to the full amount of £30 per household and 5 agreed to support but a lower amount. Cllr Horton said a letter had been received from the Milton Abbas and Milbourne St Andrew NHS practice asking Parishes to support the centre and pledging £1000 per year for the next three years. Cllr R Corben proposed that the PC accept the findings of the survey – ie that it will not support the requested financial assistance of £9,447.34 per year and this was seconded by Cllr Horton. A vote was taken and 5 were in favour with 1 abstention, the proposition was therefore carried. The clerk was requested to inform the Chairman of BLCAG of this decision and to ensure a note was placed in the October issue of Fippenny News.
5.16 Traffic (volume and speed) using Back Lane: the clerk said that she had not received any reply from her letter to NDDC; she had not addressed it to any department or individual. Cllrs Mrs Burch said that the most appropriate contact would be S Graeser who looks after Planning Enforcement. The clerk will send another letter.
5.17 Post of Clerk: see Chairman’s opening remarks on page 668.

6. PLANNING MATTERS
6.1. Applications: None
6.2 Decisions:
2/2009/0505 Bemacross - redundant Faccenda Building, Higher Street – remove dilapidated asbestos cladding and redundant extraction systems and internal ductwork. Replace roofing and vertical cladding with insulated corrugated sheeting. Carry out internal and external alterations in association with this. GRANTED
2/2009/0521 Mr W Middleton, Pennys Place, Fiddleford – erect one agricultural dwelling GRANTED.
2/2009/0526 Mr D Bartlett, 32 Castle Avenue - erect two storey extension GRANTED
2/2009/0509 Mr A Frampton, land at Angers Farm, Fiddleford create new access (install new gateway and block up existing access) – REFUSED. The clerk read out to the meeting the reason NDDC has given for the refusal of this application: “The proposed vehicular access onto the C32 County road is by reason if it’s inappropriate position, design and layout, sub-standard and lacks adequate visibility such that is use would be likely to cause an unacceptable additional danger to road users contrary to Bournemouth, Dorset and Poole Structure Plan Policies ID and TR.V; N Dorset District Wide Local Plan Policy 1.8; and Planning Policy Guidance Note 13 (Transport).” After a heated discussion, the clerk was requested to write to NDDC indicating that the PC fails to understand their decision, in fact is amazed by it, as in its opinion the new access proposed would be safer than the current access and to ask them to reconsider the application.
6.3 Other:
Notification of intent to carry out works to trees within a conservation area: Cllr Horton said that an application to carry out various works on trees at the Swallows, Castle Lane had been received. Two conifers will be felled, two silver birch will be reduced by 15ft, another silver birch will be thinned and diseased and damaged branches removed, and a eucalyptus will be reduced by 20ft. He said he had been to the site and looked at the trees and in his view the works would not have any detrimental impact on the environment and

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could marginally improve the conservation area. It was proposed by Cllr Horton and seconded by Cllr R Corben that there be no objection, this was agreed.
2/2009/0106 Okeford Fitzpaine Primary School: Ian Berry, Chairman of the Governing Body asked to speak on this item. He said he was disappointed, saddened and amazed at the Parish Council’s lack of trust in the Governors and at the actions they had taken, and asked why the issue had not been taken up with him in the first instance. He said that the Governing Body held the safety of the children at the school above all else and it would never do anything to mar that. The Chairman, Cllr Mike Burt, replied that he had been approached by several members of the public who were concerned about an emergency exit door being fitted which opened onto a public walkway with direct access onto the road. As this door had not been included in plans seen by the PC, he said it was his duty to investigate and as the builder was about to fit the door, he had to take action fast and in the most appropriate manner which was to contact the planning authorities which he had done and as reported at the August council meeting. Cllr Horton said that he had contacted Ian Berry after the August meeting and was extremely disturbed and dismayed at the remarks he had made to this meeting, especially since Mr Berry stated categorically that an emergency exit door was to be placed where the existing window was. The PC said it would consider making a financial contribution towards the cost of replacing the existing window and Mr Berry thanked them on behalf of the Governing Body.

7. LOCAL DELIVERY OF SERVICES:
There has been nothing further to report on this item for several months and the Chairman suggested that for the time being it be removed from future agendas.

8. CORRESPONDENCE
*DAPTC circular 10/09 – copied to Chairman and Vice Chair
*DAPTC circular 11/09 – copied to all Parish Councillors (PC’s)
*DAPTC Summer 09 Newsletter – copied to all PC’s
*DCC letter dated 26 Aug. re structural maintenance draft list of schemes 2010-11 – none affecting this Parish.
*DCC letter dated 26 August re Dorset Waste Forum meeting on 26 November – Chairman will attend.
*DCC letter dated 27 August re Environment Directorate Open Day on 21 Sept, Dorchester
*NDDC letter d17 August re Public Participation on the Core Strategy and Development Management Policies Development Plan Document – copied to all PC’s
*Mail shot – re Invitation to join the sustainable energy partnership
*Mail shot from Macmillan Cancer charity re the Biggest Coffee Morning on 25 September
*Vitalise – letter requesting financial support for local disabled people and carers
*Clerks & Councils Direct magazine September 09

9. REPRESENTATIVES’ REPORTS:
*Rights of Way/Footpaths: Cllr Paine said that he was organizing a clean/tidy up of various areas in the village including Bowey field, on Sat. 19 September starting at 10.00 am
*Football Club: Cllr S Corben said that 59 players had taken part in the annual football week; the league starts up again this week.
*Village Hall: the chairman said that work on the extension is not yet complete.

10. COUNTY & DISTRICT COUNCILLORS’ REPORTS: None

11. POINTS FROM THE PUBLIC
*Mr Gillingham said that Bus route 309 at 7.40am will become a double decker after the school holidays.
*Mrs Calcott reported that the footpath by the pumping station is blocked. Cllr Paine said he would take a look although Cllr R Corben did not think there was any problem.
12. FINANCIAL MATTERS
12.1 Accounts to pay:
Payee and Details Cheque # £
Nigel Sheen – 2 x replacement windows in Pavilion 476 150.00
Mr M Burt – tractor parts 477 234.96
Nildram – e-mail account (annual fee) 478 44.85
Mrs R Burrows – August salary (£356.98) & expenses (£4.88) 479 361.86
All items proposed by Cllr S Corben and seconded Cllr Paine that these be paid, this was agreed.


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*The clerk said that she had failed to report at the July and August meetings that no response or fee had been received from the new owners of 62 Greenhayes in respect of access to the garage, as in accordance with the terms of the deeds to the property. The sum involved is £10. She was requested to write a further letter requesting the annual fee and advising that if it is not paid within the next few weeks, the matter would be placed in the hand of the PC’s solicitors.

13. ANY OTHER BUSINESS:
*Conygar Copse: travellers are again occupying the site although it is not thought to be the same group as previously as they are still on Shaftesbury Common. The Chairman said he had e-mailed Mike Evans (DCC) and Cllr Mrs Cox to make them aware.

14. THE NEXT MEETING will be the Tuesday, 6 October at the Pavilion, Castle Lane at 7.30pm. The Chairman thanked all present and closed the meeting at 9.40pm.