10th February 2009

MINUTES OF OKEFORD FITZPAINE PARISH COUNCIL MEETING
HELD AT THE PAVILION ON 10th FEBRUARY 2009

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

Also present: - Cllr Mrs. Audrey Burch (NDDC), Mrs D Burt (temporary clerk Dec/Jan) Mrs. R Burrows (Clerk), PCSO Luke Goddard (part) and 2 members of the public.

1. APOLOGIES: Cllr E Horton (sick), Cllr A Frampton (working), Cllr H Cox
At this point, the Chairman read a letter of resignation which he had received from Cllr Tim Burt effective from 1 February. In Cllr Tim Burt’s absence, the Chairman thanked him for his loyal and helpful service over the past two years. This item will be dealt with under item 8 below.

2. MINUTES: the Minutes of 6 January having been circulated to Cllrs and notice boards were taken as read. It was proposed by Cllr Paine and seconded by Cllr S Corben that the Chairman sign the minutes, 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 as a member 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

5. MATTERS ARISING
5.1 Recreation Ground/Pavilion
*Extension: the chairman reported that the architect was proceeding to submit plans for building regulation approval (see item 12.5 Financial). No decision yet needed to be made on how/who would build the extension and this would be decided and agreed once building regs had been received. Discussion took place re the possibility of a grant from the Dorset Football Assoc.
*Disabled access: Chairman said that he had done some preparatory work on this but it had been too cold in recent weeks for Goddard Landscapes to lay concrete. The latter have said they will complete asap.
*Tractor: the Chairman had arranged for road tax – it was at no cost.
*Fire Extinguishers: Fireline had completed the service on Pavilion fire appliances. The Chairman had received a quote for £150 plus VAT from the same company to service the fire alarm system and emergency lights. It was proposed by Cllr M Paine and seconded by Cllr S Corben that the quote is accepted and the Chairman agreed to contact Fireline to arrange a suitable time and date.
*Signs: the Chairman said appropriate signs still had to be fixed to lampposts in the car park and Cllr R Corben agreed to help him with this task.
*Golf: Cllr S Corben raised his concerns regarding golf balls being hit on the recreation ground as he had found 7/8 balls in the past week. This was discussed at some length and it was decided to take no action at the present time but the situation will be monitored.
*Soccerpitch League tournament: the Clerk said she had received a request from Chris Catling to have use of the grounds and Pavilion on 11th and 12 July. It was proposed by Cllr R Corben and seconded by Cllr S Corben that no decision be made at this meeting and it was agreed to defer until the March meeting.
5.2 Bowey Field
*Dogs: the Chairman said he had fitted a “NO DOGS” sign and a “NO GOLF” sign to the pedestrian entrance at Lower Street but that two additional “NO DOGS” signs need to be purchased for fixing to the gate. He had received a complaint from mothers with small children who use the play area.
*Swing seats: the new seats will be fitted in time for the start of the new season.
5.3 New Cross: NFTR.

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5.4 Footway – Castle Lane: the clerk had spoken to D Diaz (DCC) and he had informed her that his letter to residents directly affected by the footway if the scheme is progressed had been sent but he had only received a couple of responses. He is going to write a follow up letter and will keep the PC informed of progress
5.5 Community Planning: the Chairman referred to the European Community “Sowing Seeds” project and said he was not happy with the manner in which the local action group has been established. It appeared to be unclear exactly who had nominated the people in this group and even Hilary Ritchie, Policy Manager for Regeneration of NDDC was in the dark. He said he felt this was a threat to democracy. A meeting is scheduled to take place on 25 February at The Chase Hotel in Shaftsbury and as the Chairman would be away on holiday at that time, he asked for a volunteer to attend to ask that specific question and why it had taken so long to get the project off the ground. Cllr Audrey Burch said that the funding was primarily for rural communities and the people had been chosen based on their experience as they would be required to vet bids from the community and a large amount of money was involved.
5.6 Belchalwell & Fiddleford Items:
*the Chairman had received a complaint from two residents at Fiddleford concerning the mushroom waste heap near to the pond and the foul smell. He had contacted Environmental Health at NDDC who are aware and they in turn have notified the Environment Agency who will be monitoring the situation.
*Belchalwell Grit bin will need to be topped up before the start of next winter.
5.7 Parish Plan: the Chairman said that Cllr Horton had asked him to inform the meeting that the Plan had started to be written up.
5.8 Bus Shelter/Museum: the Chairman said that he had replaced the old light fitting which had become faulty.
5.9 NDDC – Housing Allocation Policy: a further reply from Joyce Guest at NDDC had been received by the Chairman stating that she would be happy to look into the two specific housing cases that had been raised and that Town and Parish Councils will be consulted on any revisions to the Choice Based Letting (CBL) Scheme in the future. In the meantime, the Chairman had been invited to attend a CBL Steering Group meeting next Tuesday morning and revised policy documents had been emailed to him.
5.10 Blandford PACT and Home Watch: PCSO Luke Goddard briefly called into the meeting and asked if there were any specific items or problems to be reported. At this point, mention was made of the gritting problem on Okeford Hill and the accident which had required air ambulance (see item 5.15).
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5.12 Motor racing/paint balling at land above recreation ground: a reply from NDDC (Mr Graeser) now received reporting that he could see no sign of motor racing or paint balling activities. DISCHARGED
5.13 Blandford Leisure Action Group (BLCAG): N.F.T.R.
5.14 Prison door at 75 The Cross: the Chairman is trying to contact the carpenter.
5.15 Okeford Hill – salting/gritting: the clerk reported on an email received from DCC advising that Okeford Hill is on the priority 3 network and as such will only be salted/gritted when there is a prolonged duration of below freezing temperatures and when priority routes 1 and 2 have been completed. DCC again mentioned that alternative routes to Okeford Hill are available which are on higher priority roads. Other incidents and accidents have occurred on this route during the recent bad weather. It was proposed by Cllr Burt, seconded by Cllr S Corben and agreed by all, that the current DCC policy is unacceptable and that the Council would do whatever it could to raise the profile of this issue. The clerk was asked to write to DCC to this effect.
5.16 Civil Contingencies Act (CCA) 2004: there is a requirement to select a person to be the Community Resilience Officer. It was proposed by Cllr Paine and seconded by Cllr S Corben that the Chairman be selected for this task and this was agreed.
5.17 A consultation – Code of Recommended Practice on Local Authority Publicity
Deferred until March meeting.
5.18 Bus timetable changes: the reply from DCC was read to the meeting, this gave the reasons why the various changes had been made to the 309 service in particular. DISCHARGED

6. PLANNING MATTERS
6.1 Applications: None
6.2 Decisions:
2/2008/1090 Mr Morris, Sweetwell, Fidddleford. GRANTED permission to use accommodation for holiday lets.


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7. LOCAL DELIVERY OF SERVICES – N.F.T.R.
8. CORRESPONDENCE
*letter dated 1 February of resignation from Cllr Tim Burt. The clerk was asked to contact Democratic Services at NDDC to inform them so that notices for a Casual Vacancy can be prepared and she can place them on notice boards.
*DAPTC – Agenda for North Dorset Area Meeting on 12 Feb at Gillingham Town Hall 7pm
*DAPTC – circular no. 01/09 – copied to all Parish Councillors
*DAPTC – circular no. 02/09 – copied to all Parish Councillors
*DAPTC e-mail re Rural Roads Roadshows
*DAPTC e-mail re .– Corfe Mullen organising cemetery workshop on Fri 27 March
*DAPTC – e-mail request for local matters for inclusion in their Newsletter
*DAPTC – Autumn/Winter 2008 newsletter
*NDDC – Dog Warden contract – copied to all Parish Councillors
*NDDC – Elections in 2009 (DCC & European Parliamentary)
*NDDC – Application from Okeford Fitzpaine Village Hall to vary the premises licence. The Chairman declared an interest. It was proposed by Cllr S Corben and seconded by Cllr R Corben, one other agreed, Chairman abstained, that the PC would support the application which relates to relief from the condition restricting the number of people permitted to be in the Hall. This is because the Hall has been enlarged and a new entrance and emergency exit doors have been installed which improves the escape routes.
*DCC – Dorset Waste Forum – next meeting Fri 27 Mar at 10.00 hrs Blandford Corn Exchange – Chairman will attend, Clerk to return acceptance form to DCC.
*Rural Services Network – e-mail
*Cllr Hilary Cox – e-mail re PMU March visits. Various potholes had appeared in the roads during the last few months and the Clerk offered to take a walk around the village to list them and report on the appropriate DCC PMU form.
*Ringmaster e-mail dated 31 January
*Request from PACT Blandford South for Parish Council meeting dates - sent
*Spinal Injuries Assoc. – request for article to be published in Fippenny News – passed to editor
*West Dorset District Council – re Dorset Active Leisure programme 2009
*BDO Stoy Hawyward - Briefing for 2009 annual return (external audit)
*Community.com magazine Feb 09
*Clerks & Councils Direct 2009 yearbook
*LCR (NALC) journal – Jan 09
*Clerks & Council Direct – magazine Jan 09

9. REPRESENTATIVES’ REPORTS
DAPTC Rate relief for businesses: NDDC has produced a paper indicating those businesses that might be eligible for rate relief, one has been given to the Post Office , Cllr R Corben will pass on to the Royal Oak and it was thought that the garage may be eligible.
10. DISTRICT COUNCILLOR’S REPORT: Cllr Mrs Audrey Burch reported on the following items:
*Primary School: the School had undergone a FIMSS financial audit and had done very well and should be congratulated.
*Choice Based Lettings (CBL): NDDC and The Borough of Poole were working together and that a grant of £125K had been given to support ICT priorities to deliver compatibility of systems between the two councils. The CBL housing policy is still in the process of being revised and further consultation is planned but NDDC is keen to implement the scheme as soon as possible. Other strategies are being looked at but banding of priorities status of housing needs will stay at green, amber and red.
*Leisure centres: the decision had been taken for Sturminster leisure centre access road to be transferred to Dorset CC on 1 April. NDDC has agreed to provide £10K per year for the next three years to help cover any deficit and approval also given of up to £20K to replace fitness equipment.
*Council Tax: the NDDC Cabinet had passed an increase of 4.88%.

11. POINTS FROM THE PUBLIC
The clerk reported on a telephone conversation with a member of the public who had enquired whether the PC could help in providing extra parking for her horse trailer when riding with friends on the bridleways on Okeford Hill. The clerk had spoken to the Chairman and the person in question had been informed it would not be possible to assist.
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12. FINANCIAL MATTERS

12.1 Annual Risk Assessment was discussed. As far as insurance was concerned, this had been increased last year and it was felt to be adequate for the Council’s requirements. As far as the Pavilion is concerned, the fire fighting equipment had been recently serviced, and it had been agreed that this meeting earlier (see item 5.1) that the fire alarm and emergency lights be serviced annually. The gate at Bowey field has been attended to and the various items high-lighted in the RoSPA had or are being actioned. The Council was satisfied that sufficient internal control of finances is in place to ensure no fraud can take place. It was however agreed that the Council should undertake a thorough risk assessment of all relevant property and items using the forms provided by DATPC during the coming year.
12.1 Annual Internal Audit Review: the clerk asked if it was the wish of the PC to continue to ask for Mr Weeks’ assistance with the provision of this service and there was no objection.
12.3 Grass cutting: one tender had been received by the stated deadline of 31 Jan and an additional one had been received via email on 9 Feb. After some discussion, it was unfortunately decided that the latter could not be allowed. It was proposed by Cllr S Corben and seconded by Cllr M Paine that Gill of All Trades tender of £711.00 for the year be accepted. The clerk to write to both parties and inform them of the outcome.
12.4 Clerk’s 2008-2009 paid award: the clerk said that the new salary scales had been published and requested that the recommended increase be awarded to her, back-dated from 1st April. The increase amounts to £8.54 per month. It was proposed by Cllr S Corben and seconded by Cllr M Paine and this was agreed.
12.5 Temporary Clerk: Mrs D Burt had kindly agreed to cover some of the Clerk’s work during the months of December and January when no payment would be made to Mrs Burrows. Mrs Burrows suggested that it would be prudent to offer to pay Mrs Burt. It was proposed by Cllr S Corben and seconded by Cllr R Corben that £379.60 be paid which is the equivalent of one month’s pay at the rate that was payable to Mrs Burt when she was Clerk and this was agreed. The PC and clerk thanked Mrs Burt for her services.
12.5 Accounts paid since last meeting:
British Gas (Pavilion) chq 424 £255.82
South Electric (Bus shelter) chq 425 £ 16.80
12.6 Accounts to pay:
Fireline – maintenance fire fighting equipment Pavilion chq 426 £ 58.81
TES – thermostat repair in Pavilion chq 427 £186.30
Gill of All Trades grass cutting chq 428 £355.00
Mrs Burrows’ salary for November £356.98, back-dated pay award of £59.78
& expenses of £59.46 chq 429 £476.22
Mrs D Burt expenses Dec/Jan chq 430 £ 29.40
Mr M Burt – bus shelter light repair chq 431 £ 32.29
Muddy Web - Web Hosting January 09 chq 432 £ 5.00
Mrs D Burt – payment for work Dec/Jan chq 433 £379.60
All items proposed by Cllr R Corben and seconded Cllr Paine that these be paid, this was agreed.
12.7 Other
*The clerk asked if the Council wished to continue its licence arrangement of 60 Greenhayes re parking and access. Also payment for access to the garage at 62 Geenhayes. It was proposed by Cllr R Corben and seconded by Cllr Paine that the clerk write to the owners for payment.
*Money received: £10.00 donation from T.O.P.S.
*A further cheque signatory is required and it was agreed that Cllr R Corben’s name be added. Clerk to arrange forms from the bank.

13. ANY OTHER BUSINESS:
*Playground equipment: the clerk reported that she had been in contact with the School to find out if they had been able to make any suggestions for new play equipment but there was nothing further to report at present.
*Drains and gullies by the Pound had been emptied.

14. THE NEXT MEETING will be held on Tuesday, 3 March 2009 at the Pavilion, Castle Lane at 7.30pm. The Chairman thanked all present and closed the meeting at 9.58pm.