5th May 2009

MINUTES OF OKEFORD FITZPAINE PARISH COUNCIL MEETING
HELD AT THE PAVILION ON 5 MAY 2009

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

Also present: - Mrs. R Burrows (Clerk) and 4 members of the public.
The Chairman welcomed Mrs Beth Fox to the Parish Council.

1. APOLOGIES: Cllr S Corben (working), Cllr Mrs H Cox & Mrs A Burch.

2. THE MINUTES of 7 May having been circulated to Cllrs and notice boards, were taken as read. It was proposed by Cllr M Paine and seconded by Cllr E 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
Cllrs Burt & Frampton as members of the Village Hall Management Committee.
Cllr 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
Cllr R Corben as member of Okeford Fitzpaine Allotment Society
Cllr E Horton as member of NDDC Standards Committee

5. MATTERS ARISING
5.1 Recreation Ground/Pavilion
*Tractor: the Chairman reported that the tap on the tractor had been replaced with the assistance of Cllrs Frampton and R Corben.
*Extension: the Chairman said that an engineer’s structural report is required and this is likely to cost in the region of £275; all agreed it will be impossible to proceed with the extension without it so that will be the next step. The Chairman has also asked a local contractor to provide a quote to do all of the building work so that the Council will then have an idea of what costs are going to be involved.
*Boiler: the Clerk reported that a reply from Southern Gas Network had been received as well as a telephone call from Mr Gary King of that company. He apologised for the time it took for the whole in the road to be repaired but assured the clerk that there was no connection between the repair and the pilot light on the boiler in the Pavilion. Item discharged.
*Windows: a quote of £150 from Nigel Sheen to repair the two sealed units which are leaking was opened at the meeting. It was proposed by Cllr Corben and seconded by Cllr Paine that this quote be accepted and Mr Sheen asked to replace the windows as soon as possible; this was agreed.
*Rubbish: Cllr Frampton said rubbish had been left by someone using the Pavilion and Cllr S Corben who looks after the bookings will be asked to remind those using the facilities to take away their waste items. *Recycle bins: Clerk was requested to get back in contact with NDDC (Kevin Morris) regarding the sign they are supposed to be producing for highlighting the need for only recycle waste and not general rubbish to be left at the site.
*The Chairman asked for special thanks to be passed to Dave Frampton for all of the work he undertakes and also the other councillors without whom the recreation ground and pavilion would not be kept in such good condition.
5.2 Bowey Field
*the Chairman and Cllr Frampton are planning to put the new gate on later this week and to change the swing seats. Cllr Frampton said he had cleared up a lot of glass from the play area last week. Cllr Paine said there
652
had been an incident involving anti-social behaviour nearby last month; the Clerk was asked to send an e-mail to PC Mullins asking for police presence in that area on Saturday evenings in particular.
*the clerk said that the forms from NDDC re the RoSPA inspection have arrived and asked if an “accompanied visit” was required which would cost £35 extra but this was not deemed necessary; she would submit them with standard inspection for both playground areas.
5.3 New Cross: NFTR.
5.4 Footway – Castle Lane: the Clerk said Cllr Mrs Cox had emailed to her a copy of DDC’s response concerning the footway. This indicates that it has a low priority as most effort and investment at present is being placed on reducing casualties so the footway is unlikely to feature in the programme in the near future. David Diaz had written to 20 landowners who would all need to give up some land in order to get a route for the footway but only 3 replies had been received. DCC had suggested that the PC could help by talking to the residents involved to persuade them of the value of the footway. It was considered that this approach might be worthwhile and the clerk was asked to contact Mr Diaz to find out exactly which residents had been sent letters so that the PC could do their own mail shot.
5.5 Community Planning: the Chairman said he had attended a meeting on 23 April re Sowing Seeds. He said that more and more money is being shifted away from the district and county councils and is being given to community partnerships.
5.6 Belchalwell & Fiddleford Items: Cllr Mrs Burch said that she had been contacted by a resident concerning the amount of bikes using the footpath in Fiddleford which runs down towards the mill which is very fragile because the brook floods. Cycle riders need to be discouraged from using that path and perhaps a stile could be placed along the route. Cllr Paine said he would investigate and take up the matter with Dave Ackerley (DCC).
5.7 Parish Plan: Cllr Horton said a steering group meeting had taken place and real progress was being made on writing up the results of the survey. It is hoped to have a stand at the Fippenny Fayre next month to present the findings.
5.8 Bus Shelter/Museum: N.F.T.R.
5.9 NDDC – Housing Allocation Policy: Cllr Mrs Burch had advised the chairman and clerk prior to the meeting that there is a new housing policy but as it is only in draft form at present she could not comment on it at the meeting. However, she is unsure exactly to what extent it impinges on the allocation policy and when it will become public.
5.10 Blandford PACT and Home Watch:
*Dorset Police - funding of laser speed devices: the clerk had written to say the PC could be interested in sponsoring depending on the sum of money involved. A reply had been received from PS Woodward to the effect that only one other Parish council had agreed to consider it further and that their original idea was for each parish council to donate £50 which would be sufficient for an extra speed camera. The clerk was requested to write again to PS Woodward pointing out that if their original letter had indicated that they were looking for a donation of £50 they might have received a much more positive response and it would be worth sending another letter to each parish council.
*Home Watch Parish co-ordinator: following Mike Wood’s agreement to act as this representative for the PC at the AGM, the clerk was requested to inform PC Mullins and the Blandford PACT team so that all relevant information can be passed to him. Mike Wood said that he may try to arrange a Home Watch stand at the Fippenny Fayre next month.
*5 Ringmaster emails had been received during the month.
5.11 Allotments:
*old shed: the clerk had contacted Mr Miller (Symonds & Sampson), the Pit-Rivers agent, regarding demolition of the shed. His response was that before he contacted the land owner for instructions, he wanted confirmation that the PC would take responsibility and pay all related costs. There was a heated discussion on this item especially on whether the PC would be liable if any persons (especially children) got into the shed and were injured. As an interim measure, it was proposed by Cllr Frampton and seconded by Cllr Paine that the PC reinstates the wooden fence surrounding the shed as soon as possible and also erects a sign on that fence, warning of the danger of unauthorised access and stating that the PC will not be responsible; this was agreed. Clerk to write to Mr Miller declining to take down the shed as it will cost the parish too much money and suggesting that when the lease comes up for renewal next year, the land edged in blue on the plan annexed to the agreement, be relinquished as there is no benefit to be gained by having it included. The clerk to request and arrange an on-site meeting with Mr Miller with the Chairman, Vice-Chairman and Cllr R Corben.
653
*an email had been received from a resident whose property backs onto the field in Shillingstone Lane expressing concern about the way the decision to create the allotments was made and the on-going impact from them. It was agreed that a reply should be sent along similar lines to the response of an earlier complaint; the chairman agreed to do this.
*Allotment Society: a member of the public (Mr R Loving) said that a meeting of the Society would be held on Thursday 7 May. No agreement has yet been reached between the PC and the Society on how they will be managed.
5.12 Blandford Leisure Action Group (BLCAG): the meeting was reminded that Nathan Fazakerley, NDDC Leisure Manager, will be making a presentation at the start of the next council meeting on 2 June.
5.13 Prison Door: no one has been found yet to quote for the repair.
5.14 Okeford Hill – salting/gritting: N.F.T.R.
5.15 Casual Vacancy: Mrs Beth Fox had been co-opted to the PC at the A.G.M held prior to this meeting. Item discharged.
5.16 Okeford Fitzpaine CE VA Primary School: a copy of an e-mail from the Chairman of the School Governors (Ian Berry), which had been received by the clerk after the distribution of meeting papers, was distributed to the councillors present. This gave a summary of a meeting he had attended on 29 April with the Head Teacher (Mark Acreman), the Diocese Director of Education (Chris Shepperd), the Dorset LA Director of Children’s’ Services (John Nash) and County Councillor Hilary Cox concerning the planning application which the Diocese is insisting should be submitted for a new 240 place school at Shillingstone to replace the current school. The Dorset LA had been very supportive of the local school, particularly with the view of sustaining rural communities. Whilst it was agreed that the school in Shillingstone needed to be replaced, the impact on such a school to Okeford Fitzpaine could be substantial. The clerk was requested to reply to Mr Berry indicating that the PC feels the local school has tremendous value to the local community and will continue to support the head teacher and governors in their efforts to improve the school.
6. PLANNING MATTERS
6.1 Applications:
2/2009/0318 &0319 Mr Hayward, Little Brook, Fiddleford – to raise roof on existing summerhouse to form additional accommodation and erect single storey extension to form double garage; to carry out external and internal alterations. It was proposed by Cllr Horton and seconded by Cllr Corben that there be no objection, this was agreed with the condition that the development is ancillary to the existing property and should not be disposed of (sold) separately.
6.2 Decisions:
2/2009/0106/PLNG Okeford Fitzpaine C of E Primary School – erect a mezzanine floor; insert 5 roof lights and 1 window. GRANTED
2/2009/0115/PLNG Mr Moore, land at Banbury Hill Broad Oak – form a wild life pond. GRANTED
2/2009/0169 & 0170/PLNG Mr Sale, Mill Farm, Shillingstone Lane – convert farm building into holiday accommodation. GRANTED

6.3 Other: Tree Preservation Order – application for work to protected tree belonging to Mrs V Collins of Hambledon House, Shillingstone Lane. Cllr Horton informed the meeting that an application had been received to fell an alder tree and having visited the site saw no reason to raise any objection.

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

8. ORCHARD PLOT, MARY GARDENS
The Chairman said he had received a complaint from a resident that cars parked alongside the road where the orchard is in Mary Gardens are frequently being scratched and knocked by children riding bikes. The parishioner in question had raised their concerns with NDDC who had referred him back to the PC! This was discussed and the PC felt there was little they could do but the situation should be monitored.

9. CORRESPONDENCE
*NDDC – Planning and Compulsory Purchase Act 2004 – local development scheme – passed to Chairman
*NDDC – Notice of Elections for European and County on 4 June – placed on all 3 notice boards


654
*NDDC – Taking Forward the N Dorset Local Development Framework and Public Participation on the Core Strategy and Development management Policies Development Plan Document – copies passed to Chair and Vice Chair
*Team Dorset – Dorset Strategic Partnership bulletin – copied to all Cllrs.
*DAPTC – Circular nos. 05/09 & 06/09 – copied to all Cllrs
*DAPTC e-mail re Digital Switchover briefing notes – copied to Chair and Vice Chair
*Dorset Local Access Forum - annual report for 2007/2008
*Sturquest Community Lunch – Wed 13 May
*West Dorset District Council – B-active in Dorset Guides - distributed to all Cllrs.
*Damory – 2 copies of Bus guide for Blandford
*E-mail – Westree Co regarding tree related works and offering a service – keep on file
*NFU Mutual A G M notification
*E-mail – copy of Assoc Dorset Watch groups newsletter – copied to all Cllrs
*E-mail from PC Goddard with Blandford PACT newsletter and March crime figures

10. REPRESENTATIVES’ REPORTS
10.1 Poor Lands Charity: Cllr Frampton said he has approached the village postmaster Simon Jackson and he had agreed to join the Poor Lands Committee.

11. DISTRICT/COUNTY COUNCILLORS’ REPORTS:
The clerk had distributed copies of the Annual Report for 2008-09 prepared by County Councillor Mrs Hilary Cox and she would be placing a copy on each of the parish notice boards.

12. POINTS FROM THE PUBLIC
12.1 Scrambler bikes in the vicinity of Castle Lane – the clerk read out an e-mail from a resident of Nether Mead concerning the noise from bikes using the land above the recreation ground as a scrambler park. Cllr Corben said he had been aware of the same noise all day on Easter Monday. It was agreed that the clerk should write to NDDC again to see if they could do anything to stop this activity and also contact the parishioner and ask him to take the same action.

13. FINANCIAL MATTERS
13.1 Accounts paid since last meeting:
Southern Electric (Pavilion) Direct debit £143.38
Donation to Victim Support chq #451 £50.00

13.2 Accounts to pay:
Allianz Insurance chq# 452 £1081.20
Muddyweb Ltd (web hosting) chq# 453 £5.00
A D Old (Hedge cutting) chq# 454 £44.00
V B Lewis (Pavilion extension) chq# 455 £570.81
Mr R Corben (C & O Tractors) chq# 456 £19.54
Mrs R Burrows (April salary £356.98 & expenses £11.81) chq# 457 £368.79
All items proposed by Cllr Paine and seconded Cllr Horton that these be paid, this was agreed.
13.3 Monies received
*£10.00 received from Cllr S Corben for donations for the use of Pavilion (handed to Clerk at meeting).
*VAT claim of £536.12 has been received.
13.4 2008-2009 Year end accounts
The clerk had previously circulated the year end accounts to the PC. It was proposed by Cllr Paine and seconded by Cllr Horton that the accounts be adopted, this was agreed. The clerk will now contact Mr Weeks to arrange for an internal audit. The external audit will be carried out by BDO Stoy Hayward and the date of 3 July has been confirmed.
13.5 Other

655
*the clerk reported that she had not had any reply or received payment from the new resident of 62 Greenhayes for the annual payment re access to the garage. The chairman said he had seen the resident over the Easter holiday who had confirmed he had posted the cheque to the clerk. The clerk was requested to write again.
* The clerk reminded the meeting that for the purpose of salary from the PC, she is regarded as self employed and, as such, she arranges her own tax and national insurance.
14. ANY OTHER BUSINESS:
*Cllr Frampton said he had noticed that there often seemed to be recycled materials left in the street after the collection had taken place.

15. THE NEXT MEETING will be the Tuesday, 2 June at the Pavilion, Castle Lane at 7.30pm The Chairman thanked all present and closed the meeting at 9.52pm.