4th November 2008

MINUTES OF OKEFORD FITZPAINE PARISH COUNCIL MEETING
HELD AT THE PAVILION ON 4th NOVEMBER 2008

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

Also present: - Cllr Mrs. Audrey Burch (NDDC), Mrs. R Burrows (Clerk), and 4 members of the public.

1. APOLOGIES: Cllr Tim Burt (working)

2. MINUTES: the Minutes of 7th October having been circulated to Cllrs and notice boards were taken as read. It was proposed by Cllr Paine and seconded by Cllr Horton that the Chairman sign the minutes, this was agreed.

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

4. DECLARATIONS OF INTEREST
Cllrs M Burt, A Frampton as a members of the Village Hall Management Committee.
Cllrs M Burt and E Horton as members of the DAPTC.
Cllr M Burt as member of CPEND and LDWG.
Cllr E Horton as member of NDDC Standards Committee
Cllr S Corben as potential member of Allotment Association

5. MATTERS ARISING
5.1 Recreation Ground/Pavilion
*Baby changing facilities: the Chairman said a unit the same as that in the Village Hall would cost approximately £169.00 and with minor changes could be installed in the disabled toilets. It was proposed by Cllr Frampton and seconded by Cllr Paine that a unit be purchased and fitted; this was agreed.
*Dumping of other (not recycling) waste: the Clerk was disappointed to report that having contacted NDDC again to find out what was happening with the notice, she had been informed that due to other “liability” issues they cannot now be ordered and extra wording on them has to be agreed. After discussion it was proposed by Cllr S Corben and seconded by Cllr E Horton that the Parish Council arranges and pays for its own sign, this was agreed. The Chairman declared an interest and Mrs Burt would be asked to let us have a cost to design an appropriate sign. She has experience in this field and one of her signs is already placed in the village.
5.2 Bowey Field
*Gates: new gate not yet fitted due to time constraints – it will be done at the earliest opportunity.
*Dogs: the Clerk had spoken to a local sign making company who are preparing similar signs for other North Dorset parishes. They had quoted £36 for an A4 size in white aluminum with red and black lettering. Mrs Burt, previous clerk, reminded the PC that there should be some signs already in existence. These will be looked out to see if they are suitable before any other action taken.
5.3 New Cross: NFTR.
5.4 Footway – Castle Lane: the clerk had emailed D Diaz (DCC) after the last meeting to thank him for the work he had done so far and that the PC were looking forward to receiving a copy of his letter to the residents involved. She reported nothing further had been heard from Mr Diaz but was requested to contact him again for an update on progress.
5.5 Community Planning: the Chairman said that apart from the good news (a source of revenue) that this Group has met in the Village Hall there was nothing else to report.
5.6 Belchalwell & Fiddleford Items: It was reported that the “Fiddleford Inn” had apparently closed and gone out of business.
5.7 Parish Plan: Cllr Horton said there was nothing further to report and no work had been done on the Plan during October. The Chairman said he felt the Plan should try to be completed as soon as possible and Cllr Horton agreed. Cllr Frampton asked about the unclaimed prize money. It was proposed by Cllr Frampton

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and seconded by Cllr R Corben that £50 each be donated to the Church and Village Hall. The clerk was asked to arrange this.
5.8 Bus Shelter/Museum: Cllr Frampton will look at the leaks in the roof at the soonest opportunity to see what repairs need to be undertaken.
5.9 NDDC – Housing Allocation Policy: as decided at the last meeting, Cllr T Burt has prepared a response to Janet Rees (NDDC). As he had been unable to attend this meeting, item deferred to next month.
5.10 Missing 30mph sign at Castle Lane: the Clerk had emailed and telephoned DCC concerning this and a promise has been received by Mr J Staddon (DCC) that it will be replaced by the end of November.
5.11 Blandford PACT and Home Watch: Cllr Horton had become unwell and had to leave the meeting on 14 October after only half an hour. The clerk said a Home Watch meeting has been arranged for 7.30pm on Thurs 20 November at the Royal British Legion in Blandford. Cllr Horton agreed to attend.
5.12 Allotments: Cllr S Corben reported on the a very useful meeting he had on 24 October, at Church Field, with Mr Miller of Symonds & Sampson – the Pitt River Estate agent. It has been estimated that just under one acre of land is needed for 10 full size plots of 22yds long by 16.5ft wide. Currently, there are approximately 14 people interested in owning a plot but not all want or need a full plot so half plots could also be an option. Mr Miller has intimated that the land could be offered on a 1-year lease with a 1-year notice period but he would require any lease agreement to be drawn up with the Parish Council rather than an Allotment Association. Costs were mentioned and it appears they can vary between £28 - £40 per plot/pa. Cllr S Corben said that he had taken a shovel up to the meeting and the ground looked good for growing vegetables. A fence would be needed to enclose the land and separate it from the rest which is used for horses; it was felt the PC would be able to undertake that much cheaper than the agent. Some discussion took place on the old waterboard shed, which is on the site, and which Mr Miller said could be “thrown in” to the lease. This could be useful for the storage of tools etc. It was felt that it would be preferable to have water available on the site but Cllr R Corben said he was not sure if Wessex Water still owned the shed. In principle the PC agreed to allow for water to be available on the site but it would need to be a secure supply. It was proposed by Cllr Paine and seconded by Cllr Horton that Cllr S Corben now goes back to Mr Miller to ask for the lease agreement to the drawn up which would indicate cost and, if possible, that the PC provides the fence. The clerk asked whether she should now contact Mrs Spooner to say her son’s land is no longer an option but it was agreed she should wait until the lease is drawn up and signed with Pitt Rivers.
The Clerk has purchased the book “Law of Allotments” by Paul Clayden and this was passed to Cllr S Corben.
5.13 Motor racing/paint balling at land above recreation ground: response still awaited by NDDC (Mr Graeser).
5.14 Graffiti on Okeford Fitzpaine village sign: DCC had now cleared the sign – clerk has e-mailed a note of thanks. Item closed.
5.15 Blandford Leisure Action Group (BLCAG): the clerk had contacted the leisure centre to find out if they could conduct the suggested survey. Unfortunately lack of resource would not permit this but it was confirmed that a total of 109 different households in Okeford Fitzpaine had been members of the centre (from mid-2005 to date). Following the meeting on 1 Oct, a letter had been received asking what degree of support might be forthcoming from the surrounding parishes. A total of £250,000 is needed to keep the centre open. Based on a ready reckoner Band D equivalent, the amount required from us would be around £8,000. Bearing in mind no money has previously been allocated for this item, the clerk said this would equate to an increase of one-third of the current total precept. A lengthy discussion ensued and the clerk was asked to give a holding response to BLCAG. Meantime, Cllr Paine would make some enquires throughout the Parish to try to find out how many people use the swimming facilities; in addition, the clerk was asked to put a notice in Fippenny News asking residents to make their views known to the PC.

6. PLANNING MATTERS
6.1 Applications: None
6.2 Decisions:
2/2008/0742 Mrs V Davidson, 1 Castle Lane – GRANTED. However, it did not appear that the two conditions the PC had suggested (see page 620 of 2.9.08 minutes) had been included in the two pages of schedule of conditions. The clerk should prepare a letter to NDDC to query this.
2/2008/0919 Pavilion extension - GRANTED
2/2008/0697 19 Lower Street – replace like for like existing windows – REFUSED.
A response had been received from Mrs Goodall, CE of NDDC suggesting we look at their website for full details of the refusal. The Chairman and Vice-Chairman had done so but had been unable to find anything. It

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was proposed by Cllr Horton and seconded by Cllr R Corben that the clerk request a meeting with Mrs Goodall to discuss this item in full, as the PC is not satisfied with her response.

6.3 Other: None

7. LOCAL DELIVERY OF SERVICES
7.1 SID’s (Speed Indicator Devices): an email had been sent to the clerk via Mrs Derricott advising that the SID site in Castle Lane had been disestablished in July due to a second act of vandalism. The clerk had consulted with the Chairman and a letter had been written to DCC (Mr Camp) protesting and reminding them that after a telephone conversation with the Chairman, they had agreed to reinstate the site on the list. A discussion then took place on how little progress had been made with Sturminster Newton. It was proposed by Cllr S Corben and seconded by Cllr Horton that the Chairman investigates the costs of purchasing our own SID and this was agreed.
7.2 NDDC's Local Delivery Programme “Tough Choices”: Another invoice had been received (see Financial Matters 12.1). The Ham and Marsh toilets have started to be refurbished but are not expected to be finished until end of March 2009.

8. CORRESPONDENCE
8.1 *SturQuest – Community Lunch on 19 November £4 per head - Chairman & Vice-Chairman will attend.
8.2 North Dorset Citizens Advice – appeal for donation. After some discussion, it was proposed by Cllr M Burt and seconded by Cllr E Horton that the sum of £100.00 be donated to this worthwhile charity, as in the current financial climate, it was foreseen there could be a substantial increase in the number of local people seeking advice from CAB.
8.3 NDDC – re litterbins / dog waste bins consultation – no demand so no action by Parish.
8.4 NDDC – email re Highway Drainage & Maintenance – fact sheet for file – forwarded to Chair & V-Chair
8.5 DAPTC circular 14/08 – copied to all P.Councillors
8.6 DAPTC – email re SWest Regional Forum – Making Roads Work – forwarded to Chairman
8.7 DAPTC – email re Lengthsmans Scheme - forwarded to Chair & V-Chair
8.8 DCC – Dorset health scrutiny committee – support for older people at home.
8.9 Dorset Countryside report 2007-2008
8.10 DCC Waste Development Minerals site allocations – consultation – passed to Chairman
8.11 DCC – Managing Dorset’s Rural Roads – leaflet distributed to all PC’s
8.12 Dorset Area of Outstanding Natural Beauty - passed to Chairman, notices placed on OF board
8.13 Allotment survey – completed and returned
8.14 Ringmaster home watch email – forwarded to V-Chairman
8.15 SW Neighbourhood Resource Centre – email re fee seminar “Empowering & Engaging Citizens in our Communities – forwarded to Chairman
8.16 S&C Slatter Ltd – installation of play equipment
8.17 DCC – Community & Local Government – consultation document for comments by 24.12.08 – passed to Chair
8.18 LCR – Nov 2008
8.19 Community.com – Nov 08
*Dorset Blind Association – the Clerk had e-mailed this charity to find out more about their work and what any donation would help to support as requsted at the previous meeting.. No reply to date received but they are giving a presentation at the SturQuest Community Lunch on 19 November.

9. REPRESENTATIVES’ REPORTS
9.1 Okeford United Football Club: Cllr S Corben reported that 4 local boys had been chosen by the County to play in under 16 match.

10. DISTRICT COUNCILLOR’S REPORT: Cllr Mrs Audrey Burch had no report as such but did advise that she has joined the Board of Governors of Okeford Fitzpaine Primary School.

11. POINTS FROM THE PUBLIC
11.1 Mrs Burt reported that a post on Bridleway 13 has come out of the ground and has been left on the bank.
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11.2 Ruth Norris had requested that PC be informed that there would be a Youth Club meeting this Thursday (6.11.08) attended by the Area Youth worker from Sturminster Newton.
11.3 Mr Gillingham said some beneficial changes to the bus services were being proposed but no details yet.

12. FINANCIAL MATTERS including 1st draft 2009-2010 precept
12.1 Accounts paid since last meeting:
BDO Stoy Hayward (Audit) chq 405 £ 188.00
Blandford Forum Council (Local Delivery) chq 406 £ 255.20
BWBSL (water bill Pavilion) chq 407 £ 136.68
12.2 Accounts to pay:
NDDC (RoSPA inspection) chq 408 £ 108.00
Dorset County Training (Highways seminar) chq 409 £ 20.00
Mrs Burrows’ salary for October £348.44 & expenses £ 7.56 chq 410 £ 356.00
All items proposed by Cllr Horton and seconded Cllr Frampton that these be paid, this was agreed.
12.3 Other:
Audit: the clerk reported that the conclusion of the 2007/2008 audit had arrived and had been displayed for 14 days on the three Parish noticeboards. There were no issues arising.
1st draft 2009/2010 Precept was presented. Letter from NDDC received on 1 Nov indicates precept estimates must arrive with them no later than 23 January. Some amendments were made and the 2nd draft will be posted on noticeboards towards the end of the month. The grant made to the Church for the parish magazine was discussed and it was agreed that the clerk write to the editors to find out how much it would cost to have the Fippenny News delivered to each household in the parish (if this was in fact feasible). The safety surface for the swings at Bowey Field was discussed and it was felt this should be arranged in the near future as an amount had been set aside. The Chairman agreed to check back in the files to find a contact name from a company who had given a reasonable quote earlier.
Clerks salary review: a note in the DAPTC circular 14/08 informs that the 2008 pay award has been submitted for arbitration to ACAS but it has been agreed to implement the national employers’ final offer of 2.45% - backdated to 01 April. The clerk said that she had not actioned this yet as far as her own pay was concerned and would wait until more information from DAPTC was available.
Grass cutting: the clerk said she has prepared the notices for the 3 boards asking for tenders and these would be displayed from the end of the month.
Dec/Jan: the clerk said she was extremely grateful to Mrs Burt for agreeing to take care of the minutes and other items which had to be done in December and January when she would be unable to do the work and suggested that an ex-gratia payment should be made to her, as there would be no clerk’s salary during those months. The Chairman declared an interest and said a way of doing this without incurring any problems could be looked at.
13. ANY OTHER BUSINESS
13.1 Connecting Dorset: the clerk had received a ‘phone call from Tony Gibb to say that our order for pc equipment was being prepared. It is expected to be ready for handing over with the appropriate training early February when the clerk will return to duty.

14. THE NEXT MEETING will be held on Tuesday, 2 December 2008 at the Pavilion, Castle Lane at 7.30pm. The Chairman thanked all present and closed the meeting at 9.50pm.