4th August 2009

MINUTES OF OKEFORD FITZPAINE PARISH COUNCIL MEETING
HELD AT THE PAVILION ON 4 AUGUST 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) and 3 members of the public.

1. APOLOGIES: Cllr A Frampton (working), Cllr Mrs Hilary Cox.
2. THE MINUTES OF PARISH COUNCIL MEETING 7 JULY. The clerk said there was an error on the numbering of the minutes. Item 8 should have read 6, for item 9 read 7, item 10 read 8, item 11 read 9, item 12 read 10, item 13 read 11, item 14 read 12, item 15 read 13, item 16 read 14. She apologized for this mistake. It was proposed by Cllr Horton and seconded by Cllr Mrs Fox that the minutes should be signed by the Chairman taking into account the above amendments. 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
Cllr Mrs B Fox – item 6.1 2/2009/0532 as neighbour of planning applicant

Cllr Mrs Burch asked the Chairman if she could give her report at the start of the meeting as she was on call and may have to leave at short notice.
10. COUNTY & DISTRICT COUNCILLORS’ REPORTS:
Cllr Mrs Burch said she had met with the Chairman and Vice Chairman last week to visit the site where retrospective planning application for the bike park on Okeford Hill has been applied for. She asked that when this item was discussed later in the meeting that serious consideration be given to asking for it to be put forward to the Development Control Committee at NDDC. On housing allocation, she said she was aware that there were two families in the village who were unhappy with their housing and she was trying to help them but nothing happens very quickly and it is a slow process.

5. MATTERS ARISING
5.1 Recreation Ground/Pavilion
*Extension: the sub-committee had met and various options had been discussed on how to proceed including whether or not it would be worthwhile to try to obtain a grant to assist with the funding of the extension. The Chairman said that it took a vast amount of time and filling out of paperwork and past experience showed that more often than not no financial assistance was forthcoming. He said he was not prepared to attempt it but that if any other councillor was prepared to do so then they should voice that option now; he would sooner spend the time working to dig out the footings etc than at a desk attempting to fill out various forms. It was proposed by Cllr R Corben and seconded by Cllr Paine that the project should be a self build and that work should start as soon as the weather permitted. This was agreed.
*Okeford United Football club – the Chairman asked Cllrs R & S Corben to pass on the P.C.’s thanks for all their efforts in organising the annual football week which, despite the weather, was proving to be a great success.
*Recycle bins: clerk showed an example of the proposed sign and said she hoped it would be ready shortly.
It was noted that one of the wheels had come off a recycle bin and a discussion took place on the state of the surface where the bins are placed. It was proposed by Cllr Burt and seconded by Cllr Horton that the clerk be requested to write to the Chief Executive of NDDC pointing out the health and safety risks and asking for the area to have tarmac laid. This was agreed.
5.2 Bowey Field
*the post and rail (protective guard) has been replace and the new swing seats have been fitted.
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*the triangle of land adjacent to the church: a member of the public whose property adjoins this land had come along to the meeting when he saw it had been placed on the Agenda. He said he was concerned about the safety aspects of the trees. A discussion followed on what action the PC could take as no one seems to know who owns it. It was proposed by Cllr R Corben and seconded by Cllr S Corben that the PC pays for the trees to be cut down and taken away as they are considered dangerous in their present state. This was agreed and the Chairman offered to arrange it.
5.3 New Cross: NFTR.
5.4 Footway – Castle Lane: the clerk said that a total of 12 letters had been sent to the various landowners along Castle Lane. Four replies had been received. She had telephoned Dorset County Council (DCC) to try to find out if they had received any direct replies but Andrew Brown who is the team leader responsible for this project now that David Diaz has moved to another department, did not know anything about it and was waiting for the latter to return from holiday to find out more. Andrew Brown said that he had checked and it appears that there were no monies allocated for it in their budget. It was proposed by Cllr Burt and seconded by Cllr Horton that the clerk asks for a DCC representative to meet, together with the land owners, to see how this footpath can be progressed. This was agreed.
5.5 Community Planning: N.F.T.R.
5.6 Belchalwell & Fiddleford Items:
*footpath in Fiddleford: Cllr Paine reported that he had been in contact with Dave Ackerley and the route in question is in fact an unclassified county road and therefore is the responsibility of the Highways department. The overgrown vegetation is going to be cut back but there is no plan to carry out any remedial work as no funds are available. The clerk said she had received a reply from Mike Hansford of DCC along similar lines. Item discharged.
5.7 Parish Plan: Cllr Horton said the final draft of the consultative document was almost ready; another meeting of the Steering Group is planned for 13 August and it is hoped that it will be sent out shortly after that.
5.8 Bus Shelter/Museum: the painting and refurbishment is now complete and the invoice received from Douglas Corben. Item discharged.
5.9 NDDC – Housing Allocation Policy: the Chairman said that the Choice Base Letting scheme was now planned to be up and running during September/October. He has been in correspondence with the Chief Executive of NDDC regarding housing allocations for people with local connections but there was no progress to report.
5.10 Blandford PACT and Home Watch:
*Clerk said there had only been one ringmaster email since the last meeting plus the July newsletters which she had copied to all councillors.
5.11 Allotments:
*Water supply: The clerk had obtained permission from the landowner’s agent for the water supply extension; Cllr R Corben said a quote for the work had been obtained from Goddard Landscapes for £499 plus VAT. He said that the Allotment Society had applied for a grant for £1000 and was expecting to receive half of that amount which would cover the cost of the work. It was proposed by Cllr Burt and seconded by Cllr Horton that the quote is accepted and the new pipes laid as soon as possible. This was agreed.
*Agreement with Allotment Society: the Chairman said that this item would be discussed at the next meeting and asked the Clerk to include it on the Agenda.
5.12 Prison Door: Cllr S Corben said he might know of someone who would be willing to take a look at what is required to repair the door.
5.13 Okeford Hill – salting/gritting: The Chairman said he had received a call from John Tory of Turnworth Parish meeting and asking if any progress had been made. On reviewing the correspondence, it would appear that we did not receive any response from DCC to our last e-mail so the Clerk was asked to follow up.
5.14 Okeford Fitzpaine CE VA Primary School: N.F.T.R.
5.15 Orchard Plot, Mary Gardens: N.F.T.R. - item discharged.
5.16 Scrambler bikes in the vicinity of Castle Lane – it was reported that further activity had been heard during July. The clerk was requested to write to John Cousens (NDDC) asking for clarification of the term he used in his letter “Calendar year”. Members of the PC take this to mean January – December but he has used it in a different context.
5.17 Blandford Leisure Centre Action Group: the survey letter to all households in the Parish has been prepared and copied ready for distribution. The chairman asked all councillors to deliver them by hand and to take them away at the end of the meeting. Some parishioners have questioned the need for a survey and have asked why the PC has not made a decision on this item.
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6. PLANNING MATTERS
6.1. Applications:
2/2009/0526 – Mr David Bartlett, 32 Castle Avenue. Two storey extension. It was proposed by Cllr R Corben and seconded by Cllr Paine that there be no objection, this was agreed. However, the PC suggested that a condition of this planning application being granted is that permitted development rights are removed for the placing of windows on the upper floor of the west elevation, as this would have an impact on adjacent houses in Mary Gardens. The clerk was asked to be submit this on the appropriate form to Development Control at NDDC.
2/2009/0532 – Mr Kevin Snook, Garlands Farm. Construct a 2m wide all weather track to the field. (Cllr Mrs Beth Fox declared an interest and left the room) It was proposed by Cllr S Corben and seconded by Cllr E Horton that there be no objection, this was agreed.
2/2009/0560 – UK Bike Park, Okeford Hill. Change of use to form a off road cycling facility. Erect a trail head start wooden platform and wooden/earth cycling features, to include continued formation of bike trails within the indicated area. Erect a pre-fabricated club house and form 30 no. Car spaces (retrospective). A lengthy discussion took place on this application and several concerns were voiced in particular with regard to the restricted access, increased volume of traffic and advertising signage. It was proposed by Cllr Burt and seconded by Cllr S Corben that there be no objection, the vote was 4 in favour with 2 abstentions, the proposition was therefore carried. However, the clerk was requested to submit the following four items when she returned the forms to NDDC. (i) The PC feels strongly that the application should be put forward to the Development Control Committee. (ii) There are road safety issues regarding vehicular access to the site. In particular, the junction with Okeford Hill has poor visibility. Additionally, the access route is a bridleway which is not a Bridleway Open to All Traffic. (iii) Advertising signage has a detrimental impact on the AONB. Non-essential signs need to be removed especially when no ‘events’ are taking place. (iv) The findings of English Heritage regarding the effect on the Scheduled Ancient Monument must be taken fully into account.

6.2 Decisions:
2/2009/0459 Mr Moore, Land at Banbury Hill, Angers Lane, Broad Oak: erect a stable block. GRANTED.

6.3 Other:
2/2009/0106 Okeford Fitzpaine Primary School: the Chairman reported on the actions he had taken the previous week when he was contacted by several residents concerned that “the No. 1 window” due to be replaced on the west elevation is to be replaced with an emergency exit door made from UPVC. He had contacted NDDC to find out why the PC had not been consulted over the change to the original planning application. A reply has been received from John Cousens and this was read out to the meeting. This said he had undertaken an extensive desktop research and that although amended plans have been submitted, technically neither amended plans nor planning permission is required. This is because a previous planning application (2/1975/630) shows that there was always a door on the ground floor in the west elevation in the precise position of the intended emergency exit door. The plans submitted with the 1975 application illustrates that the door was to be replaced with a window. Therefore as the door was originally in this position, the door is now being re-instated and therefore does not require planning permission. What this planning officer has failed to research is that at that time in 1975, the door was surrounded by a playground with a wall but the door will now open directly onto the public pavement. It was proposed by Cllr Horton and seconded by Cllr Mrs Fox that the Chairman should respond to Mr Cousens to the effect that the PC has serious concerns with regard to safety issues with this change to the plans and should be looked at again with a visit to the site rather than on a desktop. This was agreed. Cllr Horton said he would be making the Chairman of the Governors, Ian Berry aware of this matter at the soonest opportunity.

7. LOCAL DELIVERY OF SERVICES: N.F.T.R.

8. CORRESPONDENCE
*DAPTC circular 09/09 – copied to all Parish Councillors (PC’s)
*DCC letter received 15 July re review of Dorset’s Joint Municipal Waste Management Strategy – copied to all PC’s
*e-mail dated 31 July from Sturquest re Community and Social Enterprise – Autumn launch
*Press Release via e-mail re Dorset Adult Learning Courses start in September
*via e-mail NALC on 14 July re Local Council Awards
*2 x letters from InterRoute re road works to A303 at Willoughby Hedge

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*letter from S & C Slatter Ltd re play bark for playgrounds (advertising)
*Community News magazine – Summer 2009

9. REPRESENTATIVES’ REPORTS: None
10. DISTRICT/COUNTY COUNCILLORS’ REPORTS: see page 664
11. POINTS FROM THE PUBLIC
*The Clerk had received a letter from a resident complaining about the volume and speed of traffic in Back Lane and asking if the PC can do anything about it. All agreed that the volume of traffic has increased considerably especially since the site at the top of the lane had been redeveloped. The Clerk was asked to write to NDDC to ask if they are aware of the amount of traffic now going into the site to the south and also of the number of structures now put up on the site.
*The Chairman said he had received a recorded letter that morning from a resident complaining about the noise levels from the Royal Oak public house during music festival weekend. This was discussed and everyone present agreed that the music was not as loud as last year and that as it is a one off event, they did not think it was unreasonable. No action was required by the PC and the Chairman will reply to the parishioner along those lines.
12. FINANCIAL MATTERS
12.1 Accounts to pay:
Douglas Corben, refurbishment and painting of bus shelter/museum Chq # 469 £380.00
John Crompton Ltd, pavilion extension structural survey Chq # 470 £325.74
Mr M Burt Bartlett’s swing posts for Bowey field Chq # 471 £18.13
Staples - stationery £11.70
Staples - stationery £50.57
Mrs R Burrows July salary £356.98 and advert for clerk in BMV £17.25 Chq # 472 £374.23
Ye Olde Bell Stores, printing of Blandford Leisure Centre letter Chq # 473 £34.20
Gill of All Trades – grass cutting Chq # 474 £370.00
Mr R Loving, invoice re materials for fencing old shed at allotments Chq # 475 £67.85
All items proposed by Cllr Horton and seconded Cllr R Corben that these be paid, this was agreed.
12.2 Annual Audit: the clerk reported that there had been two questions from BDO regarding the submitted annual return. One was in relation to the amount of £536.12 entered as a debtor. She had replied that this was in relation to the VAT return for the period 1 Oct 08 – 31 March 09 and had now been paid. The second was a query re the Fidelity Guarantee cover of £20,000 and asking if this figure had been reviewed during the year. The Chairman reminded the clerk that it had been covered during the risk assessment discussion at the February meeting, that she could reply accordingly, advising that this sum was considered satisfactory.
*change of email address: the clerk said the change of email address had taken place but there were problems and she could not receive any emails on the Parish laptop but she could send them. She had managed to setup the email account on her own pc so all emails were being received but she could not send any from her own computer. Tim Burt of Muddyweb our internet web hosting provider had successfully set up an automatic transfer of all emails received at the old email address to the new address and without any charge. She had tried the Nildram helpline but had not managed to solve the problem with them. DAPTC had been very supportive but could not solve the problem either but they have arranged for an IT teacher to give some support to various members next week and she was hopeful that he would be able to fix everything. If not, she asked if she would be allowed to obtain some other assistance which would involve the PC in extra costs.
13. ANY OTHER BUSINESS:
*Lengthsman scheme: This had been considered by the PC in previous years and after discussion it was proposed by Cllr S Corben and seconded by Cllr M Paine that the PC would not wish to support the proposed initiative, this was agreed. The clerk to reply to DCC accordingly.
*Post of Clerk: adverts have been placed in Fippenny News and the Blackmore Vale magazine. To date 5 application forms had been emailed but none returned. Closing date is 14 August and it is hoped interviews will take place before the end of August
14. THE NEXT MEETING will be the Tuesday, 1 September at the Pavilion, Castle Lane at 7.30pm The Chairman thanked all present and closed the meeting at 10.10pm.