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Minutes published unapproved for ratification at the meeting on 1 November 2011
MINUTES OF OKEFORD FITZPAINE PARISH COUNCIL MEETING
HELD AT THE PAVILION ON 4 OCTOBER 2011
PRESENT: Cllr M Burt (Chairman)
Cllr Fox (Vice-Chairman)
Cllr R Corben
Cllr S Corben
Cllr A Frampton
Cllr M Paine
Cllr M Wood
Also present: - Mrs Sandra Deary (Clerk) and 5 members of the public.
1. APOLOGIES:
2. THE MINUTES OF PARISH COUNCIL MEETING 6 SEPTEMBER 2011 having been circulated to Cllrs and noticeboards were taken as read. It was proposed by Cllr Wood and seconded by Cllr Fox they be signed by the Chairman, this was agreed.
3. POINTS FROM THE PUBLIC RELATING TO ITEM 6 ONLY. None
4. DECLARATIONS OF INTEREST
Cllr Burt as member of the Village Hall Management Committee.
Cllrs Burt & Wood as members of the DAPTC.
Cllr Burt as member of CPEND and LDWG.
Clls R Corben & Frampton as members of Okeford United Football Club
Cllr R Corben as member of Okeford Fitzpaine Allotment Society
5. District & County Councillors’ Report: Cllr Burch informed the Council that Gillingham were piloting a scheme bringing 3 tiers of Government together, County Council, District Council and Town Council. This would enable all queries to be dealt with in one location. A monthly newsletter will be published called Gillingham Direct. She advised that the Gillingham Hub will be open from 10.00 am to 10.00 pm on weekdays and would be launched in the Autumn. It is hoped that the scheme will be rolled out to other areas of North Dorset. The Chairman questioned who would be funding the project bearing in mind that Dorset County Council had spent thousands of pounds creating a call centre to carry out this function.
She advised that a Gypsy & Traveller consultation is about to be launched. 35–40 sites are required in North Dorset to enable travellers stay in official sites and to be moved from unofficial sites more easily. A large number of possible sites had been identified and the view of everybody taking part in the consultation would be considered. She agreed to inform the Council when the consultation process began. She informed the Council that the new Planning Framework talks about neighbourhood plans and advised them to think about what it considered to be its neighbourhood. The Council felt that the Parish, ie, Okeford Fitzpaine, Fiddleford and Belchalwell was the immediate neighbourhood.
Cllr R Corben raised the concerns regarding the ‘Mutual Exchange’ which had recently taken place at Ridouts. Cllr Burch agreed to bring this up at a forthcoming meeting with Mr Robert Walter, MP.
6. MATTERS ARISING
6.1 Recreation Ground/Pavilion: Cllr Burt advised that the railing had now been erected around the football pitch, the pavilion extension felt roof was nearly complete and soil from the village hall had been used to smooth out the ramp. He asked that some of the Councillors, along with the clerk, meet to decide the positioning of the stud wall. It was agreed the meeting would take place at 10.00 am on Saturday 8 October 2011.
6.2 Bowey Field: Cllr Frampton advised that there was a broken fence post and gate catch. It was felt that a temporary repair could be carried out to the post and Cllr Frampton agreed to look into the cost of a self closing gate. Cllr Burt advised that the bank along the ditch was unkempt and was pulling down the fence, this needs looking into with the possibility of installing a wall to rectify the problem.
Cllr Paine advised that the Bowey Field Group had now made a decision on the new equipment. They had decided that a crazy springer, a dolphin springer, a small roundabout and a nest swing would be the best option, there were 2 types of nest swing and following discussion the Council felt that the bigger metal swing would be the best, however this left a shortfall in the budget of approximately £600. If the council required grass matting to be fitted under the existing equipment the cost would be £1485.90. It was proposed by Cllr Frampton that Mrs Deary obtain the exact requirements of the Bowey Field Group and order the equipment, this to include the grass matting for the existing equipment, and that any shortfall should be met by the Parish Council. This was seconded by Cllr Wood and agreed by Council.
Cllr Paine advised that fundraising had began for a second phase of play equipment.
6.2.1 Skatepark request: N.F.T.R.
6.3 Village Hall Extension and Car Park: Cllr Burt advised that work had commenced on the village hall extension today.
6.4 Community Planning: N.F.T.R.
6.5 Belchalwell & Fiddleford Items: None
6.6 Actions Highlighted in the Parish Plan: Cllr Fox advised that the school had agreed to host I.T. training funded by POPPS, however only 2 people had shown an interest so far.
6.7 Blandford PACT and Home Watch: Cllr Wood informed the Council that the next home watch meeting would take place on 18 October and that he would be attending.
6.8 Parish Grit Bins: Mrs Deary had received an email from DCC requesting the locations of any additional grit bins. Once the grit bins are in situ, she will inform DCC of their location.
6.9 Traffic using Back Lane (including hedges at corner of Back Land & Pound Lane): N.F.T.R.
6.10 Land at top of Back Lane: Mrs Deary reported that an email had been received from Mr S Graeser, Enforcement Officer, NDDC explaining that much of the unauthorised materials and field shelters had been removed from site. He would need to carry out a further site visit to ensure that all the conditions of the enforcement notice had been met. He would update the Parish Council once this site visit had taken place.
6.11 Land at bottom of Okeford Hill: Mrs Deary reported that an email had been received from Mr S Graeser, Enforcement Officer, NDDC explaining that much of the unauthorised materials and field shelters had been removed from site. He would need to carry out a further site visit to ensure that all the conditions of the enforcement notice had been met. He would update the Parish Council once this site visit had taken place.
6.12 Wooden Building in field adjacent to the Pavilion: Cllr Paine agreed to check if the enforcement work had been carried out and report back to the next meeting.
6.13 Allotments: Council agreed to discharge this item from the agenda.
6.14 Grass cutting around the village: Mrs Deary reported that following her letter to DCC a response had been received from Mr S Harris explaining the new frequency of up to 9 cuts this year which would produce a noticeably lower standard than previously experienced. As requested he advised that the cost per cut was £7.44. Mrs Deary was asked to write again to signpost with regard to their responsibilities for grass cutting.
6.15 Ridouts – Proposed Mutual House Exchange: Mrs Deary advised that she had written to Mr Walter, MP but no response had yet been received. Cllr Burch agreed to take this up with Mr Walter at a forthcoming meeting. Mrs Deary was asked to contact the DAPTC asking them to request that NALC look into the possibility of getting the 1985 Housing Act amended to include ‘Local Connection’ as one of the reasons for refusing a mutual house exchange.
6.16 Seat near Reservoir: Cllr R Corben reported that the seat had now been cleaned and would need only occasional strimming around it. Council agreed that this item should be discharged from the agenda.
6.17 The Queen Elizabeth II Fields Challenge: Following discussions Cllr Fox proposed that the sports field be put forward for nomination, this was seconded by Cllr Wood and agreed by Council. Mrs Deary was asked to put this in the Fippenny news inviting residents to attend the next meeting to give their views before the nomination is put forward.
7. PLANNING MATTERS:
7.1 Applications: Notification of intent to carry out works to trees within a conservation area: 89 High Street, Okeford Fitzpaine, Blandford Forum, Dorset, DT11 0RQ – To fell 1 x Cypress and 1 x Spruce. Cllr Wood to assess and inform Mrs Deary of any objections.
7.2 Decisions: 2/2011/0849/PLNG – Sweetwell, Fiddleford, Sturminster Newton, DT10 2BX – Demolish existing store. Erect garden room and 1 x single storey extension remove existing glass roof and replace with slate. Remove and replace patio door with French doors and install fireplace. Remove septic tank and wall and carry out internal and external alteration in association with this – GRANT OF LISTED BUILDING CONSENT
2/2011/0877/PLNG – Sleepy Hollow, Okeford Fitzpaine, Blandford Forum, Dorset, DT11 0RR – Erect single storey front extension - GRANTED
7.3 Any other planning matters: NONE.
7.4 Updates: 2/2011/0074/PLNG – N.F.T.R.
Update on Proposed Development of the Methodist Chapel:
Mr R Greenwood of Benchmark Chartered Town planners & Development Advisors attended the meeting to provide a further update on the proposed development of the Methodist Chapel, in Back Lane. He advised that the original proposal had been altered and now included a pitched roof in the middle section of the development not a flat roof as previously stated. Also the building on the right would have a thatched roof and the former chapel itself would have a chimney. Members of the public raised concerns regarding the chimney being very close to a neighbouring thatched roof and the fact that the building would be directly above the spring which could be contaminated by sewerage from the property. They also felt that the proposed property was ultra modern and not in keeping with the surrounding area. Mr Greenwood advised that the property would incorporate a completely sealed septic tank so there would be no leakage into the spring, he agreed to speak to the applicant with regard to the concerns about the chimney.
8. CORRESPONDENCE FOR 4 OCTOBER 2011 PARISH COUNCIL MEETING
The Rural ‘G’ – Homewatch Newsletter Blandford rural September 2011
Homewatch Newsletter Blandford South – August 2011
Pavilion Gate Rota – 2011 – 2012
Email from Dorset Police re new 101 Non Emergency Number
List of Meeting for 2012
DT11 Funding Bulletin Sept 2011
A consultation on Dorset County Council’s Day Care Services and Vocational Services.
9. REPRESENTATIVES’ REPORTS:
Rights of Way/Footpaths: Mrs Deary informed the Council that an Order Decision had been received from The Planning Inspectorate with regard to footpath 41. Following the discovery of a discrepancy between the Definitive Map and the Definitive Statement a site visit took place. The Definitive Map shows the footpath ends where it meets footpaths 42 and 43, however, the Definitive Statements shows that the path should extend further to the south. The decision taken is that the order is not confirmed that footpath 41 ends where it meets footpaths 42 and 43. Following discussion Mrs Deary was asked write to the Planning Inspectorate asking how a decision could be made when the Inspector stated in a number of places that he did not have the relevant reports.
Football Club: N.F.T.R.
Village Hall: N.F.T.R.
10. POINTS FROM THE PUBLIC: A member of the public advised that 2 hedges in Castle Lane were very overgrown and obstructing the path. Cllr Burt agreed to look into this. Cllr Burt advised that he had received a call from a member of the public asking for the time of future meeting to be put on the agenda. Mrs Deary agreed to do this.
11. FINANCIAL MATTERS:
11.1 Accounts paid since last meeting:
N D Young - Works to Extension/Garage
£32.95 Chq No 639
11.2 Accounts to be paid:
Mrs Sandra Deary – Salary & Printer Ink £331.10 Chq No 640
HMRC – Clerks Tax
£217.00 Chq No 641
BDO – Annual Return Audit
£342.00 Chq No 642
TalkTalk Business - Internet
£39.75 Chq No 643
Mr M Burt – Extension Sundries
£184.92 Chq No 644
Southern Electric – Bus Shelter
£16.54 Chq No 645
Mr M Burt – Extension Sundries
£58.44 Chq No 646
It was proposed by Cllr Fox by Cllr Wood that these be paid. This was agreed by Council.
11.3 Receipts: £2000 received from the Football Club towards the upkeep of the pavilion /recreation ground.
11.4 Annual Accounts: Mrs Deary reported that she had received the Conclusion of Audit Notice which had now been placed on the main noticeboard. Also received were the Conclusion of Audit report and the issues arising from the Audit. Two issued had been highlighted as follows:
Employment Status
The internal auditor had raised concerns over the payment of staff salaries without PAYE and NI deductions.
This issue had already been addressed and since April 2011 Mrs Deary (Clerk) had been registered for PAYE and NI and was no longer self-employed but employed by the Council.
Asset Register
The Council’s asset register does not contain date acquired, purchase cost and location held. The Council must update it fixed asset register to include the required information before the next annual audit.
It was agreed that the asset register be updated with the required information before the annual review by the internal auditor.
It was proposed by Cllr Fox and seconded by Cllr R Corben that the Annual Return and Audit be approved and accepted. This was agreed by Council.
11.5 Precept 2012/2013: Mrs Deary distributed the 1st Draft Precept for 2012/2013. A number of amendments were agreed and it was decided that Councillors would discuss this further at the next meeting.
12. ANY OTHER BUSINESS: Cllr Burt advised that he had found the original quotation from The Royal Label Factory for the Beacon sign, the cost in 1994 was £210.00. Mrs Deary was asked to contact them for a quotation to replace the missing sign.
Mrs Deary informed the Council that the Chairman of NDDC would like to use the Beacon as part of the Queen’s Diamond Jubilee celebrations. Following discussion the Council agreed in principle to NDDC using the Beacon but asked that the Parish Council be informed of any proposals. Mrs Deary to inform NDDC of this decision.
13. THE NEXT MEETING will be held on Tuesday 1 November 2011 at the Pavilion, Castle Lane at 7.30 pm. The Chairman thanked all present and closed the meeting at
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