7th April 2009

MINUTES OF OKEFORD FITZPAINE PARISH COUNCIL MEETING
HELD AT THE PAVILION ON 7 APRIL 2009

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

Also present: - Cllr Mrs H Cox, Cllr Mrs A Burch, PC Edward Watts (part time),Mrs. R Burrows (Clerk) and 1 member of the public.

1. APOLOGIES: Cllr A Frampton (holiday)

2. THE MINUTES of 3 March having been circulated to Cllrs and notice boards, were taken as read. It was proposed by Cllr S Corben and seconded by Cllr M Paine that they be signed by the Chairman, this was agreed. The Clerk reported that she had discovered a further mistake in THE MINUTES of the 10 February for which she apologised. This related to page 642, item 12.6 - the cheque number for the payment to Mrs Burt should have read chq. no. 434 and a payment to N.D.D.C. for building regulations application for the proposed extension to the garage (chq. no. 433) for £167.00 was omitted and should have been shown.

3. POINTS FROM THE PUBLIC RELATING TO ITEM 5 ONLY. None

4. DECLARATIONS OF INTEREST
Cllr Burt, as a member 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 as members of Okeford United Football Club
Cllr S Corben as member of Okeford Fitzpaine Allotment Society
Cllr E Horton as member of NDDC Standards Committee
Cllr Burt – item 6 (a) 2/2009/0230 as neighbour of planning applicant

5. MATTERS ARISING
5.1 Recreation Ground/Pavilion
*Extension: Chairman said he would contact the Architect to find out what has happened to our application for building regulations.
*Disabled access: Goddard Landscapes have now completed the work and final certificate of compliance has been received.
*Service of fire alarm system and emergency lights: N.F.T.R.
*Boiler: the Clerk reported that she had written to British Gas as requested at the last meeting to try to obtain financial reimbursement towards the winter call-out charges incurred when the pilot light kept going out which coincided with the road being dug up in Castle Lane. They had not responded so she had telephoned them only to be told that she must contact Southern Gas. Clerk will write another letter.
*Windows: two sealed units are leaking. Cllr S Corben undertook to speak to a contact to find out how much he would charge to replace them.
5.2 Bowey Field
*New play equipment: Chairman and Cllr Paine both reported that progress is being made and it is hoped that some ideas will be available to the PC after Easter.
*Baby Swing – a request has been put forward for a baby swing to be included in the play area. This will be considered at the same time as the new play equipment.
5.3 New Cross: NFTR.
5.4 Footway – Castle Lane: the Clerk had asked Mr Diaz of DCC for an update but nothing had been received back from him. Cllr Mrs Cox is progressing. Comments from a resident of Castle Lane at the recently held Village Market, where the PC had a stand, were encouraging.
5.5 Community Planning: the Chairman said another meeting of Sowing Seeds has been arranged for 23 April and it appears democracy is being introduced as nomination forms for a Chairman to be elected have

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been received. The Chairman said he was dismayed to learn that 17½% of the grant will be taken up by administration costs.
5.6 Belchalwell & Fiddleford Items: the odour from the mushroom farm has cleared up.
5.7 Parish Plan: Cllr Horton was delighted to report that three offers of help to complete the Plan had been received and he was arranging for a Steering Group meeting to be held on 14 April.
5.8 Bus Shelter/Museum: N.F.T.R.
5.9 NDDC – Housing Allocation Policy: a discussion took place on the new policy and some concerns were expressed regarding the issue of ‘local connection’ and if a person/family is deemed adequately housed, cannot be considered for a transfer to the village even if they have a local connection. Cllr Mrs Burch agreed to take this up again with NDDC although in the meantime, it will be a case of waiting for some individual examples to come up which will test the policy and see how it operates. This item to remain on the agenda.
5.10 Blandford PACT and Home Watch:
*Dorset Police’s request for assistance with funding of laser speed devices for use in the local area was discussed. PC Watts said at the moment no actual donations were required, just a reply so that they could gauge what sums of money would be needed from each participating Parish. It was proposed by Cllr Paine and seconded by Cllr Horton that the clerk reply in the positive and we would then await further information. This was agreed.
*Village ‘drop-in’ meetings: it was agreed that the first Friday lunches would be a good time although these would not be convenient for residents who are working. It was proposed by Cllr Horton and seconded by Cllr R Corben that the clerk reply to the Blandford Safer Neighbourhood team that Sunday mornings, outside the Village Shop, between 9 -11 am would be an ideal time. This was agreed. In addition, clerk to forward the date of the Fippenny Fayre to enable PACT to participate if possible.
*6 Ringmaster emails had been received during the month; PC Watts said that during March there had been 14 calls and 10 incidents with tack rooms in particular being targeted for theft.
5.11 Allotments: the signed Tenancy agreement had been received back from the solicitors and the clerk confirmed the first year’s rent of £200 had been paid. The Chairman reported that the fence was complete and a member of the public said he would like to thank everyone for all the work they had done for the allotments and in particular to Dave Frampton for all the work he had done on the hedge.
* The old waterboard shed on the site was discussed at some length as it is felt to be extremely dangerous, especially if any children were to go into it and in case the PC is liable and any claim for damages were received. It was proposed by Cllr Horton and seconded by Cllr Paine that the clerk should write to the land owner’s agent (Symonds and Sampson) expressing concern about the dilapidated state of the building and asking for it to be taken down. This was agreed.
*An Agreement between the PC and the newly formed Allotment Society has not yet been drawn up but this will be done during the forthcoming months, when the Society has established itself. A discussion took place on what payment the PC would expect from the Society to help to cover some of the expenses incurred with provision of the land/fence. The provision of running water still had to be arranged and the Society was currently looking into this. It was proposed by Cllr R Corben and seconded by Cllr Horton that the
decision on any payment be left for the time being and until the Agreement is drawn up. This was agreed.
5.12 Blandford Leisure Action Group (BLCAG): a 20 minute presentation by Nathan Fazakerley, who works at the Centre, will be made to the PC on 2 June prior to normal business, following a request from Steve Hitchings the Chairman of BLCAG.
5.13 Prison Door: the Chairman is having difficulty getting someone to quote for the repair of the door. A suggestion was made that an approach to Poole Technical College might be worthwhile.
5.14 Okeford Hill – salting/gritting: the clerk said that she had written to DCC for confirmation that it is now on Priority 2 route but she was disappointed to report that although she had received a reply, no confirmation of the actual route had been given. She had written again but no response had been received to date. Cllr Mrs Cox said that she will continue to pursue this matter and that a review of salting routes will be undertaken before next winter.
5.15 Casual Vacancy: Democratic Services (NDDC) have confirmed they did not receive a claim from any electors for an election to be held to fill the vacancy. The vacancy was advertised at the Village Market held on 5 April but there has been no interest to-date.





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6. PLANNING MATTERS
6.1 Applications:
2/2009/0169 &0170 Mr Sale, Mill Farm, Shillingstone Lane – to convert derelict farm building to holiday cottage and form two parking spaces. It was proposed by Cllr Horton and seconded by Cllr Paine that there be no objection, this was agreed.

[1]2/2009/0231& 0233 Miss Bromley, Highbench Cottage, Lower Street – to erect conservatory and carry out internal and external alterations. It was proposed by Cllr S Corben and seconded by Cllr R Corben that there be no objection, this was agreed.
[1]2/2009/0230 Goddard Landscapes, Hartcliff Farm (the Chairman declared an interest and left the room) – change of use from agricultural land to storage of landscape contractors materials and equipment (continuing using retrospective). It was proposed by Cllr R Corben and seconded by Cllr S Corben that there be no objections and this was agreed.
[1] received by the clerk on 3 April after the Agenda was issued.
6.2 Decisions: None

6.3 Other: Cllr Horton informed the meeting that notification of intent to carry out works to 3 trees within a conservation area (Langstone Farmhouse, Lower Street) had been received as well as an application for works to a protected Birch tree at 9 Nethermead.

7. LOCAL DELIVERY OF SERVICES
*Speed Indicator Devices (SIDs): a copy of a letter the Town Clerk of Sturminster Newton had written to DCC chasing up the safety audits had been received otherwise there was nothing further to report.

8. CORRESPONDENCE
*Letter from Victim Support dated 23 March requesting donation. It was proposed by Cllr Burt and seconded by Cllr Horton that a donation of £50 be sent to the Dorset branch of this organization. This was agreed.
*DCC – letter dated 12 March re Hedges overgrowing footways and roadways- can we support and elect a ‘local highway management’ contact... We are already supporting this procedure and the clerk was asked to write to confirm same.
*DCC – letter dated 23 March with notice re The Great Dorset Beach Clean – posted on n/board
*DCC – advance notification of diversion route for closure of Poplar Hill in Shillingstone – placed on n/board
*DCC – new Mobile Library schedules – posted on n/boards
*DAPTC – Circular nos. 03/09 * 04/09 – copied to all P.Cllrs
*received via DAPTC – Sustainable Communities Act 2007 - copied to all P.Cllrs
*received via DAPTC – email re Digital Switchover Help Scheme – forwarded to Chairman and V.Chairman
*email from S W Neighbourhood Resource Centre re “Stronger Communities Event” on 21 April – forwarded to Chairman and V.Chairman
*letter from Information Commissioner’s Office with DVD “Tick Tock” - information concerning the UK’s independent authority set up to promote access to official information and to protect personal information.
*Nat. Assoc Local Councils magazine for March
*Glasdon latest products for local council brochure
*Russell Leisure Ltd – current play equipment brochure

9. REPRESENTATIVES’ REPORTS
Village Hall: the Chairman said the AGM will be held on 20 April. Everyone is welcome to attend and new members are needed.
Footpaths: Cllr Paine said he had now received the maps and statements from the Rights of Way Officer at DCC so with those handed over to him from Cllr Horton, he now has two sets. Notification from DCC has been received of a diversion order which alters the route of part of Bridleway 51.

10. DISTRICT/COUNTY COUNCILLORS’ REPORTS:
*Sustainable Communities Act 2007 & Okeford Fitzpaine C of E Primary School: Ian Berry, Chairman of the School Governors has been in contact with our Chairman advising that a meeting has been arranged for 29 April to discuss the proposed planning application for a new school at Shillingstone. No one from the PC had been asked to attend. There could be repercussions for the village primary school if a 240 space school is given approval but sustainable community includes a school and this point of view, in line with Dorset Strategic
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Policy will be discussed. Planning permission to enlarge our village school was recently submitted and the number of children is increasing. Clerk was asked to contact Mr Berry.

11. POINTS FROM THE PUBLIC
None apart from those mentioned in individual items.

12. FINANCIAL MATTERS
12.1 Accounts paid since last meting:
Muddy Web (website maintenance) chq 439 £ 5.00
Mr M Burt (Dorset Town & Country Store – allotment fence) chq 440 £451.69
Symonds & Sampson (allotment yearly rent) chq 441 £200.00

12.2 Accounts to pay:
N.F.U. Mutual (tractor insurance) chq 442 £ 115.58
British Gas (Pavilion) chq 443 £ 324.37
Mr M Burt (Bartlett’s of Dorset – allotment fence) chq 444 £ 64.64
DAPTC subscriptions chq 445 £ 259.00
Southern Electric (Bus Shelter) chq 446 £ 16.91
Wessex Water (Pavilion) chq 447 £ 169.58
Goddard Landscapes (disabled access for Pavilion) chq 448 £ 632.50
Okeford Fitzpaine Village Hall (hire of tables at Village Market) chq 449 £ 12.00
Mrs R Burrows (March salary £356.98 & expenses £6.41) chq450 £ 363.39

All items proposed by Cllr Horton and seconded Cllr R Corben that these be paid, this was agreed.
12.3 Monies received
*£35.00 received from Cllr S Corben for donations for the use of Pavilion (handed to Clerk at meeting).
12.4 Other
*The clerk said she was progressing well with the year end accounts and was awaiting the end of March bank statement before she could finalise them but was hoping they would be ready for approval at the next meeting.
13. ANY OTHER BUSINESS:
* Twinning: Cllr S Corben said he had received a telephone call from a councillor in Corwen, North Wales asking if we would be interested in setting up a village twinning with them. It was not really known exactly what would be involved so Cllr S Corben was asked to request that they write an official letter to the clerk with all the details so that it can be duly considered.
14. THE NEXT MEETING will be the Annual General Meeting on Tuesday, 5 May at the Pavilion, Castle Lane at 7.30pm followed by normal business. The Chairman thanked all present and closed the meeting at 21.50 hrs.