7th July 2009

MINUTES OF OKEFORD FITZPAINE PARISH COUNCIL MEETING
HELD AT THE PAVILION ON 7 JULY 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: - Mrs. R Burrows (Clerk) and 8 members of the public.

1. APOLOGIES: Cllr A Frampton (working), Cllr Mrs Audrey Burch, Cllr Mrs Hilary Cox.
2. THE MINUTES OF PARISH COUNCIL MEETING 2 JUNE having been circulated to Cllrs and notice boards, were taken as read. It was proposed by Cllr Horton and seconded by Cllr Paine 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: the chairman said he had received a quote from a local builder for the new garage/store extension which amounted to £22,500.00 excluding the roofing sheets as it was intended to purchase these separately at a special price. It was proposed by Cllr R Corben and seconded by Cllr E Horton that a sub-committee be formed to decide on the route to be taken with regard to the building of the extension. This was agreed by all and Cllrs R & S Corben and Chairman would form the sub-committee with the first meeting to be held on Monday 13 July at 7 pm.
*Windows: the window repair has been done at a cost of £150 although the clerk has not yet received the invoice. Okeford United Football club has kindly donated the same amount to the PC. The chairman thanked the representatives of the football club for this generous donation.
*Recycle bins: clerk reported on an exchange of e-mails with NDDC but basically nothing further to report and we are still awaiting the promised sign.
*Wooden seat: the chairman said he thought someone had kindly donated a wooden bench to the PC as one had suddenly appeared in the car park last week. It turns out that said item has been stolen from Child Okeford and it will be collected and returned to them.
5.2 Bowey Field
*the post and rail (protective guard) has not yet been replaced.
*the triangle of land has become overgrown – this item to be added to next month’s Agenda.
*Cllr Paine said several villagers had approached him to volunteer to help clean up the ditch and he will arrange a date and time when all can join in and get this job done.
5.3 New Cross: NFTR.
5.4 Footway – Castle Lane: the clerk said that she had written to the list of landowners provided by DDC. A few replies had been received and another letter has to be sent to a landowner who appears to have been left off the list. The clerk will do this asap. The chairman suggested that we wait until the August meeting to see the total number of responses and then arrange a meeting with DCC and the landowners concerned to see how the matter can be progressed.
5.5 Community Planning: the Chairman said the PC is not currently participating in any of the partnerships.
5.6 Belchalwell & Fiddleford Items:
*footpath in Fiddleford: the chairman and clerk had dug out the old correspondence concerning this footpath which confirms it is an unsurfaced, unclassified county road which comes under the jurisdiction of DCC. The clerk had written to the Eastern Area Highways office manager but no response had been received. She had

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therefore telephoned the person concerned who had informed her that it will be dealt with under the Parish Maintenance Unit scheme which is due to be in the Parish during August
5.7 Parish Plan: Cllr Horton said the initial draft of the consultative written statement is now complete and a gazebo had been taken at the Fippenny Fayre last month with 80 parishioners stopping to talk and making lots of comments. In view of the success of this initiative, it was decided to attend the Primary School Fair which was held last weekend. The next Steering Group committee will meet on 15 July.
5.8 Bus Shelter/Museum: the painting has now nearly been completed.
5.9 NDDC – Housing Allocation Policy: the Chairman said he had hoped that District Councillor, Mrs Audrey Burch would be at the meeting tonight as she had been asked to take up again the subject of allocations to local people. The chairman is currently dealing with two cases one involving a family who wishes to return to the village.
5.10 Blandford PACT and Home Watch:
*Home Watch Parish co-coordinator: Cllr Horton said that Mike Wood now has the key to the notice board by the bus shelter. There had been a total of 9 ringmaster emails since the last meeting together with the May and June newsletters.
5.11 Allotments:
*Water supply: Cllr R Corben asked if it would be possible to have the water supply extended to further down the field and if this was permitted, it was the intention to provide a sub-meter for the lady who rents the adjoining field. It was proposed by Cllr Horton and seconded by Cllr Fox that the clerk contacts the land owner’s agent (Mr Miller) to obtain his approval. Assuming this is granted, it can then be arranged. Cllrs R & S Corben declared an interest.
*All 17 plots have been taken and 25 people are involved with the allotments which are considered to be a great success.
*a member of the public (Mr R Loving) said that the fence around the old shed had been reinstated and the notice displayed. He also said that he had received verbal agreement of a grant but this was not yet confirmed.
*Agreement with Allotment Society: it was proposed by Cllr Horton and seconded by Cllr Fox that a sub-committee should be formed to decide on this. This was agreed. The sub-committee would consist of Cllrs Fox, Burt and Paine. They would meet sometime during July and bring back a draft agreement for ratification at the next meeting.
5.12 Prison Door: N.F.T.R.
5.13 Okeford Hill – salting/gritting: N.F.T.R.
5.14 Okeford Fitzpaine CE VA Primary School: N.F.T.R.
5.15 Orchard Plot, Mary Gardens: N.F.T.R.
5.16 Scrambler bikes in the vicinity of Castle Lane – the clerk said that the Chairman had asked her to contact NDDC (Mr Cousens) again as there appeared to be evidence of land movements and old paint cartridges on the land north of the recreation ground. She had done this and Mr Cousens agreed to inspect the land although he said that some land movement was permitted under the planning regulations.
5.17 Dorset & Somerset Air Ambulance (Bagitup) the clerk had contacted this organization and their representatives will make a presentation to the PC at the October 6th meeting.

8. PLANNING MATTERS
8.1 Applications: 2/2009/0459 Mr Moore, Land at Banbury Hill, Angers Lane, Broad Oak: erect a stable block. It was proposed by Cllr Horton and seconded by Cllr R Corben that there be no objection, this was agreed.
2/2009/0505 Bemacross, the redundant Faccenda Building, High 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 alteration in association with this. It was proposed by Cllr Paine and seconded by Cllr Horton that there be no objection, this was agreed. Some members of the public had come along to the meeting to express their concerns regarding the removal of the asbestos and requesting reassurance that it would be done in the proper manner. In addition
they were concerned that the works should not be carried out during unsocial hours and the clerk was requested to make an appropriate comment on the form being returned to NDDC.
2/2009/0508 Mr Ricketts, Brambles, Back Lane: – erect one tractor and implement shed. It was proposed by Cllr Horton and seconded by Cllr S Corben that there be no objection, this was agreed. 2/2009/0509 Mr Frampton, land at Angers Farm, Fiddleford – create new access (install new gateway and block up existing access). It was proposed by Cllr Horton and seconded by Cllr R Corben that there be no objection, this was agreed.
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2/2009/0521 Mr Middleton, Pennys Place, Angers Lane, Fiddleford – erect one agricultural dwelling (replacing a mobile home). It was proposed by Cllr Horton and seconded by Cllr R Corben that there be no objection this was agreed. The clerk was requested to add a comment to the observations form to be returned to NDDC that it should be subject to agricultural occupancy condition.

8.2 Decisions:
2/2009/0318 Mr Hayward, Little Brook, Fiddleford – to raise roof on existing summerhouse to form additional accommodation and erect single storey extension to form double garage REFUSED
2/2009/0230 Hartcliff Farm -to change of use from agricultural land to storage of landscape contractors materials and equipment GRANTED.
2/2009/0388 Mr P Cook, Mayfield Farm, New Road Broad Oak – form a ménage and erect 1.4m high fence GRANTED.

9. LOCAL DELIVERY OF SERVICES:
9.1 Blandford Leisure Centre Action Group (BLCAG): A letter had been received from Steve Hitchings, Chairman of BLCAG in the form of a formal request for financial support based on a ready reckoner identifying the annual contributions necessary from each Parish to raise the subsidy required to run the facility, if split amongst all of the surrounding Town and Parishes. This indicated that £13,646.16 per year would be required from the PC to prevent closure of the leisure centre. A reply is required by 28 August. Cllr Burt said that he had checked the ready reckoner and found that Band F had been used for the calculations instead of Band D and he had notified BLCAG accordingly. A follow up letter had then been received from them with the corrected figure which showed that £9,447.34 per year, initially for a three year period, starting in April 2010 would be needed. The clerk pointed out that if it were to be agreed to support the Centre to the requested sum, it would equate to nearly a 50 percent increase on the precept, before anything else is taken into account for 2010-2011 and assuming every council each contributed the required amount. If any were unwilling to contribute the full amount there would be an additional shortfall. Cllr Paine said he felt that insufficient emphasis had been given to other options especially with regard to management by a private operator. Cllr Fox said that catering in the centre could be a very lucrative means of income and she felt that could be explored more fully. After discussion it was proposed by the Chairman and seconded by Cllr Paine that a letter be written to all parishioners outlining what is required to keep the centre from closing and asking for guidance as to what the PC should contribute. This was agreed. The clerk will draft the letter for final amendment/approval by the Chairman who will then arrange for it to be copied at Staples. The councillors present agreed to hand deliver the letters. The clerk was requested to contact BLCAG to inform them that a response from this Parish will not be forthcoming until after the September 1st PC meeting.
9.2 SID’s – Sturminster Newton (SNTC) scheme – the clerk said she had received a letter from Mrs Derricott, Town Clerk advising that the scheme has been shelved as the cost is too prohibitive. The Parish is still participating in the DCC scheme.

10. CORRESPONDENCE
*Sturminster Newton Town Council – letter 24 June with invitation to attend presentation by Dorset and Somerset Air Ambulance on Thursday 8 October – to be declined, this appears to be a repeat of the presentation which will be made to the PC on 6 October o
*Dorset Countrywide – letter dated 25 June with invitation to join at the official launch of the Wessex Ridgeway Trail on 3 August at 7.15 pm in Lyme Regis.
*DCC – Town/Parish Council Highway “Lengthsman” Scheme – copied to all Chairman and all councillors
*Dorset Cruse Bereavement Care – requesting a donation
*DAPTC circular no. 08/09 – distributed to Chairman and all councillors
*E-mail from W Inman re Rural Community Network – asking if councillors would like to receive updates via email.
*DT11 Forum – re CPEND – DSP Small Grants Scheme - £39,800 available for community projects in North Dorset – forwarded to Chairman
*Dorset Team – Dorset Strategic Partnership – Bulletin 12 June 2009 – forwarded to Chairman
*Email from English Heritage – re Risk register for South West
*Letter from Robert James, St Andrews Church thanking Parish Council for donation of £550
*Invitation to Golden Day on Golden Cap Dorset Area of Outstanding Natural Beauty in Charmouth on 1 July
*NALC annual conference 4-5 September
*DAPTC – unsuccessful in application for Chairman to attend Royal Garden Party
*InterRoute – two letters regarding works and closure of A303 at Mere/Willoughby Hedge
*E mail from COI re Planning portal
*LCR magazine for Summer 2009;*Clerks and Councils Direct magazine July 2009*Community .com magazine - July 2009
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11. REPRESENTATIVES’ REPORTS: None
12. DISTRICT/COUNTY COUNCILLORS’ REPORTS:
Cllr Mrs Cox had sent an e-mail report and suggesting that instead of trying to attend all of the Parish meetings that she would prefer to arrange two or three Divisional meetings a year in a central location. The first is proposed on Wed 21 October when the Parish lengthsmen scheme and the PMU would be the main topics for discussion. All were in favour of this and the clerk was requested to inform Cllr Mrs Cox accordingly.
13. POINTS FROM THE PUBLIC
*The Chairman said he had contacted Clarence and obtained a reference enquiry number (306479) for the repair work required outside Moon Wind in Castle Lane. There appears to be some dispute as to who is responsible and discussions are on-going with Wessex Water. The clerk was asked to write to John Mann of DCC and also include this repair on the PMU report which will be submitted during July for works to be carried out during August.
14. FINANCIAL MATTERS
14.1 the clerk said that Mr Weeks had completed the internal audit and everything was found to be in order. She had then been able to send off the Annual Return for 2008-2009 to BDO Stoy Hayward for the 3 July deadline.
14.2 Accounts paid since last meeting:
TES boiler system annual service charges chq# 464 £194.59
14.3 Accounts to pay:
Mrs R Burrows – June salary £356.98 and expenses £53.87 chq# 465 £410.85
Southern Electric (bus shelter/museum) chq# 466 £16.80
British Gas – (Pavilion supply) chq#467 £109.05
Allotments water connection (Harts) £37.27
Allotments water connection (Harts) £ 18.11
Allotments water connection (Brandon Hire) £7.48
Allotments water connection (S N Building supplies) £9.43
Fitting of the gate at Bowey field (Harts) £1.92
Ditto (Bartletts of Blandford) £25.98
Tractor repair (Rochford) £20.22
Pavilion maintenance (Medisave) £77.89
Total repaid to M Burt chq#468 £198.30
Southern Electric (Pavilion supply) Direct Debit £146.16
All items proposed by Cllr Horton and seconded Cllr S Corben that these be paid, this was agreed.
14.4 Monies received
*£150.00 received from Okeford United Football club as a donation for window replacement (see item 5.1)
*£60.00 donation from Mr Les Read for use of the recreation ground for annual sale (handed to Clerk at meeting).
14.5 Other financial: the clerk had circulated balance sheet of income and expenditure for the first quarter of the new precept year showing that current assets were £19,260.00. She reminded the meeting that various items (swing safety surface & play equipment) had been put into the precept and it was important that the money was spent rather than have large sums to carry over each year which might attract criticism from the auditors.
*change of email address: the clerk said a communication from Nildram who will be the new mailbox server provider in future had been received and that it was time to change over to the agreed new email for the PC which would be This e-mail address is being protected from spambots. You need JavaScript enabled to view it . She said she would be contacting Tim Burt who looks after the current web hosting and e-mail to liaise with him regarding the changeover but when it happened, she would make sure that all relevant people and organization are informed.
15. ANY OTHER BUSINESS:
*Post of Clerk: the chairman said that Ruth Burrows had reluctantly decided she would not be able to continue as Clerk and that the Parish Council should start to look to recruit a new one. It was with regret that she had made this decision as she enjoys the job but living 16 miles away in Bourton made it quite difficult and it would be far better to have someone more local. She is willing to carry on until a replacement can be found. It was decided to advertise in the Fippenny News and to coincide an advert in the Blackmore Vale magazine at the same time.
16. THE NEXT MEETING will be the Tuesday, 4 August at the Pavilion, Castle Lane at 7.30pm The Chairman thanked all present and closed the meeting at 9.55pm.