3rd March 2009

MINUTES OF OKEFORD FITZPAINE PARISH COUNCIL MEETING
HELD AT THE PAVILION ON 3 MARCH 2009

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

Also present: - Cllr Mrs H Cox (part time), Mrs. R Burrows (Clerk) and 3 members of the public.

1. APOLOGIES: Cllr Mrs A Burch.

2. THE MINUTES of the 10 February had been circulated to councillors and notice boards. However, the clerk said that they contained an omission with regard to item 5.11. She apologized for this and said the only way she could explain it was that she had started transferring work over to the new Parish laptop and the section had somehow been left out. The item should have appeared as follows:
5.11 Allotments: the plan of the ground has been sent to the Agent and the draft agreement is being drawn up. Clerk will contact Agent and ask him to try to speed up the process as otherwise most of the growing season will be missed, if it takes too long.
Cllr Mrs Burch asked for clarification on item 10. Council Tax to be minuted. The 4.88 increase relates to a council tax for a band D of £101.75 It was proposed by Cllr S Corben and seconded by Cllr E Horton that the minutes should be signed by the Chairman with the above amendments. This was agreed.

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 potential member of Allotment Association
Cllr E Horton as member of NDDC Standards Committee
Cllr Burt – item 6 (a) 2/2009/0131 as neighbour of planning applicant

5. MATTERS ARISING
5.1 Recreation Ground/Pavilion
*Extension: N.F.T.R.
*Disabled access: N.F.T.R.
*Service of fire alarm system and emergency lights: Chairman said he had not yet contacted Fireline as he will try and negotiate a deal with similar work that has to be done for the village hall.
*Boiler: some discussion took place on the heating /hot water problems experienced during the last month and the chairman said that two bills had come in from TES who do the repairs (see also item 12.1)
*Alcohol licence agreement with Okeford United Football Club, the clerk said the annual review is now due. It was proposed by Cllr Horton and seconded by Cllr Paine that it be allowed to continue. This was agreed, 4 in favour and 2 abstentions.
*Soccerpitch League tournament. The clerk said she had received further communication from Mr Catling with regard to his request for use of the recreation ground/Pavilion on two days in the summer (Sat 11 and Sun 12 July). He would now like to sell alcohol and have a band playing from 3-9pm. The bar would be mobile and have its own licensing requirements. The Chairman said that it had been understood last year when Mr Catling was granted permission to use the facilities, that this tournament was a commercial business and not connected to any charity. The same applies this year and some concern was expressed about the noise nuisance from any music which would be playing and that it might not meet Dorset FA rules regarding alcohol. When it was agreed last year, the PC had been under the impression it was a youth league but apparently this is not the case and it was felt that few, if any, youngsters from the parish take part. After discussion, it was proposed by

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Cllr Paine and seconded by Cllr Horton that the PC declines the request for use of the facilities. A vote was taken 4 were in favour and there were 2 abstentions. The clerk was asked to inform Mr Catling accordingly.
5.2 Bowey Field
*New play equipment: Cllr Paine said he had reminded both a school governor and teacher of our request for help in deciding what new play equipment should be purchase. The chairman suggested it might be appropriate to call a meeting in the village hall and invite all the youngsters to come along and look at the catalogues...
5.3 New Cross: NFTR.
5.4 Footway – Castle Lane: N.F.T.R.
5.5 Community Planning: the Chairman is trying to find out what transpired at the meeting held in Shaftsbury last week and hopes to report at the next meeting.
5.6 Belchalwell & Fiddleford Items: None
5.7 Parish Plan: Cllr Horton said that he had made some progress on the draft written statement but that the other people who had contributed significantly to the Plan were in full time work and unable to help at the moment. He will continue to work on it and hopes to make some significant progress. The Chairman asked if he wanted help and it was agreed that a note would be placed in the next edition of Fippenny News asking for volunteers to come forward to help to get the Plan completed. The Chairman also said that he hoped to take a table for Parish Council at the Village Market being held on Sunday 5 April and the Plan amongst other items could be included.
5.8 Bus Shelter/Museum: None
5.9 NDDC – Housing Allocation Policy: Chairman has been invited to a meeting with NDDC on 5 March. .
5.10 Blandford PACT and Home Watch: N.F.T.R.

5.11 Allotments: a member of the public had come along to the meeting to express her concern that in sufficient information had been published in Fippenny News concerning the proposed land to be leased for the allotments at Church field, Back Lane. She felt it had all been done very quickly and people living in properties on the adjoining land and those with an interest, as she had with horses, had not been properly consulted. She asked about the use of weed killers and poisons on the field and what is proposed with regard to a water supply The chairman also read out an email, which the clerk had received that day, from another resident in the Parish expressing similar concerns regarding lack of communication about what land was being proposed. Cllr Burt said that it was not possible to publish the full minutes of each PC meeting in the magazine and it was also pointed out that the Fippenny News is a sold publication and not distributed free to every household in the Parish which is why copies of the minutes are placed on the three notice boards each month. They are also available on the village website. As it happened, the proposition to go ahead with the Tenancy agreement for the land was not yet agreed but was due to be done at this meeting following a working party meeting which had been arranged at short notice after the PC meeting last month to discuss the draft. The chairman said that if six or more people in a Parish ask for allotment land, then the Council has to provide them. He said the Council did not want to upset any residents and he was sure the provision of the allotments could be done in harmony. Cllr Burt also said that this item had progressed fairly rapidly during the last month but that had been done in an attempt to get them operational for this year’s growing season and there was never any intention to keep people in the dark which is why he had personally gone along to inform the residents living in the houses adjoining Church field. Unfortunately he had only been able to speak to one person as the others were not in.
The final Tenancy agreement incorporating the changes which had been discussed at the working party meeting on 17 February had been received for signing. The Landlord had not given permission for the use of cultivators/rotovators and no change can be made to the agreement which stipulates “spade husbandry”. A member of the public asked how the PC were going to police this issue. He was informed that it was envisaged that the Allotment Society would ensure that the rules of the lease agreement were adhered to. At this point it was mentioned that it was felt appropriate that a machine be used as a “one-off” to initially turn over the ground and make it ready for the individual plots. No animals were to be allowed on the land and a clause to cover the existing shed on the land had been inserted which states that neither the “tenant or the landlord shall have responsibility for the maintenance and repair of the shed”. The agreement would commence on 1 March 2009 at a rent of £200 p.a. It was proposed by Cllr Paine and seconded by Cllr R Corben that it be signed by the Chairman and Vice Chairman and both witnessed by Cllr Mrs Cox, this was agreed. A vote was taken 5 agreed and there was 1 abstention.


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At this point the County Councillor, Mrs Hilary Cox asked for the following two items to be taken out of Agenda sequence, to enable her to get home to eat as she had come from another meeting. This was agreed and the two members of the public who had come to the meeting specifically for item 5.11 left.

5.14 Okeford Hill – salting/gritting: Cllr Mrs Cox said that she has been actively pursuing DCC in regard to this item and she had obtained confirmation that it is on Priority 2 network but had been missed off the map. It was suggested that the clerk contact the Turnworth Parish chairman and a joint approach be made to DCC to keep the pressure on so that similar incidents can be avoided next winter. Clerk to write to DCC asking for written confirmation of the priority route as the latest e-mail she received states it is Priority 3.
10. DISTRICT/COUNTY COUNCILLORS’ REPORTS
*Okeford Fitzpaine C of E Primary School: Cllr Mrs Cox said that the PC should be aware that the Diocese has submitted an application for a school at Shillingstone. She said that the village school is a protected school and as such, if there were any plans to close it, authorization would be needed by the Secretary of State.

5.11 Allotments (continued): The fencing of the land for allotments was discussed and the Chairman had obtained quotes for materials for a stock proof fence which will cost approx £500. To save time and money it was felt that the PC could undertake, with the help of people from the Allotment Society, to erect the fence themselves. It was proposed by Cllr R Corben and seconded by Cllr Paine that the materials should be purchased and this was agreed. The clerk said that it had cost £400 plus VAT for Symonds & Sampson’s services and £250 plus VAT for Porter Dodson, solicitors to draw up the agreement.
It was agreed that a separate meeting would need to be held to draw up conditions of any agreement to be set up with the Allotment Society. A member of the public handed to the Chairman a copy of a model agreement.

5.12 Blandford Leisure Action Group (BLCAG): N.F.T.R.
5.13 Prison door at 75 The Cross: N.F.T.R.
5.14 Okeford Hill – salting/gritting: (see above).
5.15 A consultation – Code of Recommended Practice on Local Authority Publicity: the Chairman reported he has responded to this document. ITEM DISCHARGED.

6. PLANNING MATTERS
6.1 Applications:
2/2009/0106 Okeford Fitzpaine C of E Primary School – erect a mezzanine floor and insert 5 roof-lights and 1 window. It was proposed by Cllr Frampton and seconded by Cllr Paine that there be no objections, this was agreed.
2/2009/0115 Mr Moore Banbury Hill, Broad Oak – retrospective permission to form a wild life pond. It was proposed by Cllr Paine and seconded by Cllr Horton that there be no objections, this was agreed.
2/2009/0131 Goddard Landscapes, Hartcliff Farm (the Chairman declared an interest and left the room) – change of use from agricultural land to landscape contractors depot (continuing using retrospective). Form three spaces for 2 light goods vehicles and 1 bus space (retrospective). It was proposed by Cllr Frampton and seconded by Cllr S Corben that there be no objections and this was agreed.
6.2 Decisions: None

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

8. CORRESPONDENCE
*NDDC – e-mail 13 Feb re CPEND presentation on Wed 18 Mar – Chairman has sent apologies
*NDDC - letter 25 Feb re N.Dorset Parish boundary review – does not affect our Parish
*NDDC– letter 3 Mar re Strategic Housing land Availability Assessment – passed to Chair and Vice Chair
*DAPTC e-mail and attachment re Festive and Street lighting columns
*Dorset Police – letter 14 Feb requesting sponsorship for Laser Speed Devices – the Clerk was requested to copy this letter to all councillors for discussion and action at the next meeting The item will be placed on the Agenda.
*Ringmaster emails dated 19 & 24 Feb; 2 & 3 March
*DMH Solutions Ltd – re local council risk system software
*Clerks & Council Direct – magazine Mar 09
*Town and Parish Standard – Feb 09


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9. REPRESENTATIVES’ REPORTS
Village Hall: the Chairman said there was a hearing on Thursday of this week regarding dispensation on figures.
Footpaths: Cllr Paine said that he had three issues which he was waiting a response on from D Ackersley.

10. DISTRICT/COUNTY COUNCILLORS’ REPORTS: (see above)

11. POINTS FROM THE PUBLIC
None apart from those mentioned in individual items.
12. FINANCIAL MATTERS
12.1 Accounts to pay:
Allotments (Porter Dodson) chq 435 £747.50
Dorset County Training Partnership (finance seminar) chq 436 £ 15.00
Mrs Burrows’ salary for February £356.98 & expenses of £48.20 chq 437 £405.18
TES (heating/boiler call outs Pavilion) chq 438 £136.00
All items proposed by Cllr R Corben and seconded Cllr Paine that these be paid, this was agreed.
12.2 Monies received
*£20.00 parking and access for 60 Greenhayes
*£10.00 donation from T.O.P.S. (handed to clerk at meeting)
12.2 Other
*the clerk said she had written to the new owners of 62 Greenhayes as per the PC’s instructions at the last meeting re access to garage but had not heard anything although the Chairman said that he had spoken to the gentleman concerned who did not appear to have any knowledge of the Deed in place and would be contacting the clerk.

13. ANY OTHER BUSINESS:
* Casual Vacancy on Parish Council: the notice to advertise the vacancy has been placed on the three n/boards on 26 February. The cut off date is 19 March so we will be informed after that if there needs to be an election.
*Lions Club Quiz: Cllr Horton had been asked to give details of a quiz being held by this organization at the village hall on 20 March,
* Gas board repair in Castle Lane: the clerk was asked to write to British Gas complaining about the amount of time it is taking them to repair the road in Castle lane and submitting copies of the invoices we are having to pay in regard to the problems with the heating/hot water in the Pavilion which it was felt could be related.
*Empty factory on Higher Street: the chairman said he has had two approaches by a person who is interested in the empty factory (previously the chicken processing factory) and has suggested that he meets with councillors on Friday 6 March. Cllr Frampton can attend and Cllr Horton will confirm or not his attendance. Chairman to arrange a meeting at the Pavilion for 2.30pm

14. THE NEXT MEETING will be the Annual Parish Meeting on Tuesday, 7 April at the Pavilion, Castle Lane at 7.30pm followed by normal business. The Chairman thanked all present and closed the meeting at 10.00pm.