17th September 2002
Published unapproved � for ratification at the October 15th meeting.
332
MINUTES OF OKEFORD FITZPAINE PARISH COUNCIL MEETING
HELD IN THE PAVILION ON TUESDAY SEPTEMBER 17TH 2002
Present:- Cllr M Burt
Cllr B Trowbridge
Cllr E Thorne
In attendance:- Mrs D Burt (clerk), Cllr A Campbell (DCC) and ten members of the public.
1) Apologies Cllrs Calcott, Frampton, Corben and Nelson and Cllr Bignell (NDDC).
2) The minutes of the August 20th 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 floodlights have not yet been repaired materials for guards is awaited.
* Wicksteed hope to install the swings at the end of October. The Football Club has donated �500 towards the cost, with all grants and money already in budget there will be a shortfall of �1146. Members of the Football Club and Parish Council will be holding a family evening with barbecue and bars at the Village Hall on Saturday 21st all proceeds will go to the swings fund, when this amount is added the shortfall will be put in the precept for 2003/2004.
* There will be further demonstrations of mowers this month before a final decision is made. The Football Club has donated �1000 towards the cost.
* The RoSPA report of the inspection of play equipment has now been received, there are several jobs that need attention. Cllrs Burt and Frampton will work through the report and carry out the necessary repairs.
ii) Bowey Field
* The RoSPA report on the play equipment will be worked through and Cllr Burt and Frampton will carry out the necessary repairs.
* Cllr Mrs Calcott has cut back the brambles from around the footpath.
iii) Chicken Processing Factory
Two odour diaries had been received, one from the centre of the village reported no smells. Smells are still being detected in other parts of the village e.g. Higher St and Bowey Field, but generally not of the intensity and duration of the past. The chairman reiterated the need to keep diaries not forgetting to note wind direction and duration.
The decision of the Traffic Commissioner to the public inquiry into the application by The Faccenda Group for HGV operators licence at the Shillingstone Lane site is as follows:- the application is refused as it was not published in accordance with the statutory requirements. The licence be curtailed from 18 vehicles and 18 trailers to 10 vehicles and 14 trailers at the operating centre at Higher St., also this site be removed from the licence for a period of 30 consecutive days ending on November 30th. The Traffic Commissioner gave notice to the company that a review of the existing operating at Higher St will take place in the spring of 2003.
The chairman continues to liaise with the factory manager who told him that a computer system had been installed to monitor wind direction. A similar chimney at Sutton Benjer with additional equipment is not working as well as this one. NDDC is evaluating the technical report using an external consultant
There had been complaints that staff at NDDC when asked about the factory by prospective buyers of property had said that their policy was to relocate the factory. Cllr Campbell said that they had no power to move the factory and he would look into the matter.
333
Mr Senner from Castle Lane had written to Joyce Guest at NDDC about the problems of smells and noise from the Shillingstone Lane site and asked for an independent survey to be carried out, he would give a copy to the clerk for the records.
Mrs Failes thanked the Parish Council for first bringing to the traffic commissioners attention the fact that there was no licence to operate from the Shillingstone Lane site.
iv) Greenhayes/Higher St path (FP 66)
The clerk has written again to DCC, a reply is awaited. Cllr Campbell will action.
v) The Pound
The tree has now been cut down and the wood is being cleared. Suggested wording for commemorative stone �The Pound renovated by volunteers for the Queen�s Golden Jubilee 2002�. Contact to be made with the stonemason.
vi) Parish Survey NFTR
vii) Future Development NFTR
viii) Golden Jubilee 2002
The clerk reported that donations of �57 had been received for mugs. Any child eligible who has not yet received theirs should contact the clerk, there are some mugs surplus to requirements.
ix) Travellers
A response from DTLR on specific issues is still awaited.
x) Footway � Castle Lane
Cllr Bignell is working on this issue with regard to planning applications. Cllr Campbell will also follow up.
xi) Extension of 30 mph speed limit NFTR
xii) �Sleeping� Parish Councils
Awaiting response from DEFRA.
xiii) Angers Lane NFTR
xiv) Bridleway 13
Awaiting DCC ROW. Information to be passed to Cllr Campbell.
xv) Overhanging Hedges
Awaiting response from DCC.
xvi) Orchard � Mary Gardens
Cllr Bignell had spoken to the tree officer at NDDC who agreed to cut down only the dead tree and to review the others in the spring.
Via the clerk � a resident of the area complained that the trees had not been cut down after the tree officer from NDDC had said that they should be felled because of decay. Children were still causing a nuisance by throwing the apples at people.
xvii) Any Other Matters Arising NONE
5) Correspondence
� NDDC � Joyce Guest, monitoring officer had received complaint about an alleged breach of the code of conduct by one of our Parish Councillors, the matter is under investigation. She asked about the status of a meeting in August and if the Parish Council had called it. The clerk had replied saying it had not and she had no minutes or notes relating to it.
� ND Volunteer Action � newsletter.
� NDDC � Parish & Town Council liaison meeting October 23rd Stalbridge Village Hall.
� Hilton PC � meeting Oct 1st with speaker on rural transport.
� Commission for racial equality � document a duty to promote race equality.
� DEFRA � Alun Michael � Rural Services Standard 2002.
� Information commissioner � freedom of information act 2002 � publication schemes section �a� copied to councillors, scheme to be submitted by December 31st, the clerk had copied a model scheme from the official website and would copy to councillors.
334
� Countryside Agency � Countryside & Rights of Way Act 2002. Draft map and notice of roadshows (Blandford Corn Exchange Oct 3rd) two areas in parish marked as open country. Access to the areas is not shown, clerk to write to DCC to clarify.
� DAPTC � county secretary�s circulars 36 � 38.
6) Representatives Reports
Youth Club � Cllr Burt reported that the Youth Leader had left for other employment and the club was now continuing with volunteers only. The youth service is advertising the post.
Homewatch NTR
Village Hall NTR
7) District Councillors Report
via the clerk.
The new chief executive for NDDC should be named this week. The question of some NDDC meetings to take place in the evening was considered and left as is at present, to be discussed at an open day for prospective councillors. The NDDC website should start to contain details of meetings, agendas and minutes.
8) Points from the public None
9) Financial Matters
Accounts to pay:-
Westree Company � felling tree at The Pound 141.00
Mrs D Burt � clerk�s salary 2 months 257.22 )
� expenses 69.69 ) 326.91
It was proposed by Cllr Thorne and seconded by Cllr Trowbridge that these be paid, this was agreed.
The clerk had a received a letter of thanks from the PCC for the �300 for churchyard maintenance.
VAT reimbursement of �1069.99 had been received, includes VAT paid on insurance claim.
A cheque for �75 had been received from the Youth Club for the excess on the insurance claim.
A cheque for �1500 had been received from the Football Club (see item 4i).
Donations of �57 had been received for Jubilee mugs.
Completion of Audit certificate from the Audit Commission for accounts year ending 31/3/01.
The new lighter touch regime to audit starts with accounts for year ending 31/3/02, the usual electors rights are still in place and the new annual report replaces the annual visit to the auditors office. The audit notice must go up on September 30th and the account books and relevant papers will be available for inspection from October 14th to November 1st.
An internal audit had been completed by Mr G Weeks and section 4 of the annual return filled in. He had questioned the point about risk assessment and had asked about the clerk�s tax and NI. As previously minuted the clerk deals with her own tax matters. The risk assessment matter came up at a recent audit & accounts seminar attended by the clerk and chairman, it was accepted that risk assessment is an ongoing subject and probably discussed at every meeting but the requirement is that a minute be shown that risk assessment is being carried out.
Section 1 (the figures) of the annual return had been filled in by the clerk and signed by the chairman, section 2 � statement of assurance by the council was read through and each part ticked off, it was then signed by the clerk and chairman.
The papers for opening a new account at NatWest had been received and two of the three signatories had signed ie Cllr Burt and Cllr Trowbridge.
The clerk asked that if councillors want anything specific included in the precept for 2003/2004 to let her know by the end of the month so that she can prepare a first draft. The chairman pointed out that members of the public should also consider what projects the Parish Council should be undertaking.
335
The clerk asked for an additional 2 hours per week effective immediately as 4 hour per week is not enough to do the work, also an additional 2 hours to be put in the precept which would bring total hours per week from the next financial year up to 8, she pointed out that even this is less than other councils of a similar size in the area are paying their clerks now. Cllr Trowbridge proposed and Cllr Thorne seconded that the clerk be paid an extra 2 hours per week effective immediately, this was agreed.
10) Planning Matters
a) applications 2/2002/0820 and LB 2/2002/9128 � G Ruckert and M Wellbeloved, Railway Drive, Sturminster Marshall. The Mill, Little Lane, Okeford Fitzpaine – change of use from Mill to Class B1 alterations and refurbishment. Carry out internal and external alterations in association with change of use
It was proposed by Cllr Trowbridge and seconded by Cllr Thorne that there be no objections to this application, this was agreed. However a letter to be written voicing concern about the access and the condition of Little Lane.
b) decisions none
c) other none
11) A.O.B.
* The chairman had contacted DCC at Stour Park to confirm that they were aware of the broken 30 mph sign in Castle Lane.
* Cllr Nelson had amended his �register of financial and other interests� that morning.
* Cllr Bignell was following up complaints about vehicles in Orchard Close with NDDC, DCC and Signpost HA.
* It was reported that �1026 was made by the PCC at their �Gardens Open� day.
12) The next meeting will be 7-30 pm on October 15th at the Pavilion, Castle Lane.
There being no further business the chairman closed the meeting at 9-05 pm.
