15th October 2002

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Published unapproved for ratification at the November 12th meeting.

MINUTES OF OKEFORD FITZPAINE PARISH COUNCIL MEETING
HELD IN THE PAVILION ON TUESDAY OCTOBER 15TH 2002
Present:- Cllr M Burt
Cllr B Trowbridge
Cllr Mrs Calcott
Cllr R Corben
Cllr A Frampton
Cllr C Nelson
Cllr E Thorne
In attendance:- Mrs D Burt (clerk), Cllr M Bignell (NDDC) and twelve members of the public.
1) Apologies Mr E Fleetwood (Homewatch coordinator)
2) The minutes of the September 17th meeting, having been circulated were taken as read and it was proposed by Cllr Trowbridge and seconded by Cllr Thorne that they be signed by the chairman, this was agreed.
3) Points from the public relating to item 4 only none
4) Matters Arising
i) Recreation Ground
The money raised at the family evening totalled £265.50 this amount goes towards the cost of the swings. Installation should begin later this month.
The chairman had given one of the recovered swing seats to Shillingstone PC having learnt that one of theirs was in a bad state, a letter of thanks has been received.
A discussion on the merits of the various mowers which had been demonstrated, took place. It was decided to go for the Wessex 2.4 finishing mower. It was proposed by Cllr Frampton and seconded by Cllr Thorne to purchase from C&O Tractors Ltd at the price of £2875 and to purchase a pair of second hand turf tyres and wheels for £450 from them, the vote was 6 for with 1 abstention, the proposition was therefore carried.
The chairman said that the problem of garaging the tractor and mowers needed to be addressed fairly soon, a sub committee of Cllrs Corben, Trowbridge and Burt would look into the matter.
A cheque had been received from the third party insurers to cover the excess of £75, the chairman thanked the clerk for her efforts in getting this money.
A letter from Okeford United Football Club had been received. Cllr Corben and Frampton declared an interest in this item. The Football Club wish to apply for a permanent alcohol licence at the Pavilion the applicants would be Allan Frampton and Stephen Corben on the Club’s behalf, after some discussion it was proposed by Cllr Trowbridge and seconded by Cllr Mrs Calcott that the council agrees to this suggestion, this was agreed unanimously. No alcohol would be left on the premises. The Football Club has bought a television licence for the Pavilion.
The chairman reported that stones had been thrown at the Pavilion windows in an attempt to break them.
ii) Bowey Field NTR
iii) Chicken Processing Factory
One odour diary had been received reporting no smells in the centre of the village. Cllrs Calcott and Corben had asked individuals from Lower St and Bowey to supply odour diaries but these had not been forthcoming.
A letter had been received from Ann Greaves, solicitor acting for NDDC giving an update on the situation regarding the chimney.
An application (no.2/2002/0800) for a certificate of lawfulness to use land at Shillingstone Lane for the parking/operating of lorries and staff car parking had been received from Development Control NDDC with copies of letters of evidence of use. It asked for any factual information (by 25th October) on the use of the land over the last 10 – 15 years. Copies of correspondence from council files since 1990 had been made. There was a lengthy discussion. Cllr Nelson said that Faccenda were bypassing the planning procedure. The chairman pointed out that if the certificate was granted there would still not be
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an operator’s licence for the site. He also said that the clerk had a legal duty to supply information to whoever requested it. Cllr Nelson said he had letters and information that he felt should be sent and he would get it to the clerk.
The chairman reported that Faccenda lorries would be removed on October 25th for the 30 day ban. This would probably mean that other operator’s lorries would be used and the voluntary 20 mph speed limit could not be enforced.
iv) Greenhayes/Higher St path Hedges have been cut back, awaiting DCC, clerk to write again.
v) The Pound
The tree has now been removed and £44 had been received for the wood. Mr Frampton had now uncovered the base stones from the side wall.

Cllr Thorne gave his apologies and left the meeting at 8-40 pm.

vi) Parish Survey NTR
vii) Future Development NTR
viii) Golden Jubilee 2002
Donations for 16 mugs had been received, there are still some surplus to requirements.
ix) Travellers
It was reported that more travellers had moved into the Conygar Tip site. Mike Evans, DCC to be informed.
x) Footway – Castle Lane NTR
xi) Extension of 30 mph speed limit NTR
xii) ‘Sleeping Parish Councils’
A letter had been received from DEFRA apologising for difficulties or confusion caused by the 2000 survey, the Agency intend to correct omissions or errors in the next years survey and will draw upon the lessons learned from the 2000 survey. Item discharged.
xiii) Angers Lane
The chairman reported that the condition of the lane has deteriorated badly and whilst some work has been done there is a lot more to do. Clerk to write to DCC.
xiv) Bridleway 13 Awaiting DCC, clerk to write again.
xv) Overhanging hedges
A letter had been received from DCC saying that they would cut back hedges in Castle Lane if causing an immediate highway danger in the meantime they would try to find out ownership.
xvi) Orchard - Mary Gardens
A letter from NDDC had been received saying that following further complaints from a resident who had taken legal advice, it had decided to revert to its initial decision to cut down two trees because of decay, one because it was dead and the 4th was to be given major surgery and its condition monitored, some of this work has been done the remainder will be carried.
xvii) Parish Council Code of Conduct NTR
xviii) Racial Equality
Performance guidelines to promote race equality says ‘The duty is not optional and local authorities have to meet it even if the ethnic minority populations in their areas are small.’ This council agreed a policy at the July 23rd meeting.
xix) Freedom of information Act 2000
After some discussion it was proposed by Cllr Mrs Calcott and seconded by Cllr Trowbridge that the council adopts the model code with no amendments, this was agreed.
xx) Countryside & Rights of Way Act 2000
The two areas marked in our parish are privately owned land and at least one owner is being made to allow access over his land to get to it.
xxi) Any Other Matters Arising None

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5) Correspondence
· NDDC – Dorset Food Week information for notice boards October 25th – November 3rd.
· Disability Action Group – notice of meeting Wednesday 16th Sturminster Newton.
· Shillingstone Parish Council – invitation to a meeting on Monday 21st September to discuss the closure of the A357 which is likely to cause many problems, a lot of the traffic will be diverted through Okeford. The chairman felt that a representative of this council should attend, unfortunately he is unable to attend, as are Cllr Mrs Calcott and Cllr Corben. Cllrs Trowbridge, Frampton and Nelson would try to attend. It was agreed to write to DCC with our concerns.
· NDDC – Tree preservation order for beech tree garden of 9 Castle Ave in force from Sept 20th.
· The Orchards & Margarets Marsh council – notice of meeting about community development worker at Manston V.H. Nov 19th.
· SturQuest – notice of community lunch November 13th.
· DAPTC – Notice of AGM Oct 19th agenda and minutes of 2001. Circulars 39/02 – 43/02. No. 40 - consultation on Accounts and Audit Regulations 2003, circulated to councillors, comments by next meeting.
· NDDC – Housing strategy update ½ day conference Shaftesbury October 22nd.
· PCC – request for assistance to find a new editor for the Parish Magazine and help with the cost of producing the magazine.
6) Representatives Reports
Homewatch – via the chair Mr Fleetwood continues to post bulletins on the notice board.
Youth Club – Cllr Mrs Calcott reported that there would be a Halloween party next week and a trip to a pantomime followed by a McDonalds meal in December. Mrs Burt, secretary to the Youth Club said that the £75 cheque paid last month to cover the excess on the insurance claim can now be used for a donation to help with Pavilion running costs.
School Governors – Cllr Nelson reported that there were now 69 children on the register. The kitchen refurbishment is now nearly complete.
7) District Councillors Report
Cllr Bignell reported that a new chief executive had been appointed and that he thought she would be starting in the New Year.
He said that there would probably be more development control meetings perhaps every three weeks. The chairman said that this could mean that a sub committee would need to be formed to look at planning applications to get comments back to the District Council within the timescale.
The clerk read a letter received from NDDC giving dates for the three weekly meetings from next year so that they can reach targets of dealing with 90% of planning applications within 8 weeks.
8) Points from the public None
9) Financial Matters including 1st draft 2003/2004 precept
Accounts to pay:-
Southern Electric plc - museum £8.89 pavilion £95.86 £104.75
Audit Commission – 2000/01 audit £222.08
MA Thompson – part payment grass cutting £250.00 )
replacement lamps and glasses recreation ground £202.10 ) £452.10
It was proposed by Cllr Mrs Calcott and seconded by Cllr Frampton that these be paid, this was agreed.
The clerk reported the following receipts:-
OUFC – family barbecue/disco £265.50 Donations for mugs £48.00
Donations for wood from the Pound £44.00 Donation for Pavilion running costs £10.00
NDDC – final payment precept £4450.00 Cornhill Insurance excess £75.00
1st draft 2003/2004 precept £8950.00, there was some discussion Cllr Frampton asked about election costs, the chairman said that the Government was recommending there should be no cost to Parish Councils. It was decided to add an amount to help with production costs for the Parish Magazine, the 2nd draft to be ready for the next meeting. The chairman reminded members of the public that if they wanted something considered for the budget to let the clerk know.
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The clerk reported that the annual return had been sent to the auditors and the necessary notices published.
10) Annual Risk Assessment
In accordance with the new audit regime risk assessment must be more documented and enforced. The chairman would copy to councillors sections from the ‘Governance and Accountability in Local Councils’ dealing with this for further discussion next meeting.
The clerk had ordered more signs for Bowey Field, Greenhayes and the Recreation Ground about dogs and golf playing, many of the old ones are worn or have been broken.
11) Planning Matters
a) applications 2/2002/0904 – Mr & Mrs Hart, Gorse Farmhouse, Fifehead St Quintin. Erect garage with lower floor garden room. No Objections.
2/2002/0896 & 2/2002/9142 LB – Mrs F Allen, Oke Apple House. Erect first floor extension to side, carry out internal alterations. No Objections.
2/2002/0909 – Mr C Norton, 7 Netherway Cottages. Erect new detached dwelling, form turning area, Pleydells Farm, Higher Street.
This application falls outside the settlement boundary and some clarification was needed as it was not clear what the house was for and where exactly it was to be sited. Mr Norton who was present said that it was to be a farm house. It was decided to get more information on the status of the proposed dwelling from the development control officer before a decision could be made.
2/2002/0699 – Amended details – erect dwelling and garage in garden of 9 Castle Ave. The clerk to write for confirmation that the land for footway space be a condition of the granting of this application or this council would object on highway safety grounds.
b) decisions 2/2002/0759 – Wessex Park Homes – land at Shillingstone Lane, change of use to form mobile home display area. Refused as being detrimental to character and appearance of countryside and obstruction of footpath 10.
2/2002/9102 LB & 2/2002/0688 – Littlebrook Farmhouse, Belchalwell - demolish single storey extension erect 2 storey extension, carry out internal and external alterations. Granted
13) The next meeting will be 7-30 pm on November 12th at the Pavilion, Castle Lane. The clerk had distributed list of proposed meeting dates for 2003.
There being no further business the chairman closed the meeting at 9-50 pm.