In attendance:

P Clark – Parish Clerk, Louise Webb – prospective Parish Councillor

Apologies for Absence

Cllr Peter Partridge, Cllr Keith Yarwood, Cllr Deborah Croney (NDDC & DCC)

 Having been distributed beforehand to Councillors the minutes of the meetings held on the 16^th January 2014 were accepted by all present to be a true and accurate record of proceedings and signed by Cllr Norman as Chair.

Flood Prevention Measures

The promised Problem Identification Study prepared by the Environment Agency is still awaited.

There has been offer from Guy Parker a Hydrologist from the Environment Agency and Brian Richards – Dorset County Council, Dorset Highways, Flood Risk Manager to talk with the Parish Council about flood prevention in the village. A meeting with Guy Parker – Environment Agency, has been scheduled for the 26^th February 2014.

Further invites are to be extended to both Guy Parker and Brian Richards to present to the wider village at the Annual parish Meeting in May 2014.

Cllr Norman stated that North Dorset County Council/Dorset County Council were planning to hold a number of events in the area to highlight the issue of flooding and prevention measures, where it is expected that commercial suppliers would be on hand to demonstrate products available.

The Parish Council is to produce a folder for residents in Havelins detailing household protection measures and important contact points.

Councillors then discussed a comment made by Derek Gardiner, that although the Parish Council had worked hard to address the problem of flooding in the village and had been responsible for co-ordinating many of the actions taken over the past few weeks, that much of the village remained unaware.

In order to address this,  it was proposed that the Parish Council submit a report to be included in the next Benefice Magazine outlining actions to date.

ACTION – Clerk to investigate further

Parish Plan Update Action Plan

The Action Points from the Stourpaine Parish Plan Update were reviewed by Councillors, it was noted that a number of actions that were the responsibility of the Parish Council had been completed or were in hand.

Particular reference was made the conversations held with Sue Mitchell of the Dorset AONB partnership regarding the flow of traffic through the village. It was noted that whilst there could be a number of actions that the Parish Council could consider to manage traffic through the village, that it was unlikely that Dorset County Council would provide such funding and that the Parish Council may have to fund any proposals.

ACTION – Clerk to chase up the promised review from the Dorset AONB Partnership

The Action Plan makes reference to preparing a Neighbourhood Plan, after discussion it was agreed that for the time being the progress made by Shillingstone and Pimperne in preparation of their Neighbourhood Plans would be monitored with interest.

The Clerk mentioned that an invite had been extended to Locality to come and present to the village on the subject of Neighbourhood Planning. This would need a wide audience to ensure that the village understood the principle and remit of the plan.

ACTION – Clerk to make arrangement for Locality to present to the village on the subject of Neighbourhood Planning

Plans to introduce a Welcome Pack for new residents were discussed. Spectrum Housing had indicated that they issued a pack to their residents, a copy of this has been requested by the Parish Council.

ACTION – Clerk to ensure that this is an item to be discussed at future meetings.

At the meeting in January 2014 It was reported by the Clerk that NDDC had refused permission to this application despite the support of the Parish Council. Refusal had been made on the grounds that planners were of the opinion that the premises remained a valuable village asset. It was suggested by Cllr Croney that information should be obtained from NDDC to substantiate the decision with economic evidence. The Clerk reported that he had made contact with James Lytton-Trevers – Planning Officer North Dorset District Council, however the response given did not answer the concerns of the Parish Council over the decision.

After discussion it was agreed that the Parish Council should request the economic evidence used in the decision making process by Planning Officers.

ACTION – Clerk to contact North Dorset District Planning Officer to request further information.

2. 2/2013/1330/PLNG – Hill View, Coach Road, Stourpaine, Blandford Forum, Dorset, DT11 8TL – Erect garage, log store and cart shed. Permission granted by NDDC subject to conditions.

The Clerk notified the Parish Council that planning applications 2/2013/1261/PLNG and 2/2013/1266/PLNG would be discussed at a meeting of the Full Development Committee at North Dorset District Council – 10.00am on the 4^th March 2014 at Nordon. Cllr Norman stated that he had received a letter from Mr Simon Elliot for forwarding to North Dorset District Council on the proposed applications.

As previously circulated to Councillors.

b. County Councillor

As previously circulated to Councillors.

c. Neighbourhood Watch Co-ordinator

None

d. Village Hall/Stourpaine Playing Fields Association

The Clerk reported that he had reported to the Stourpaine Playing Fields Association that the equipment store was insecure.

e. DT11 Forum/CPEND

As previously circulated to Councillors

f. Trailway

At a recent meeting of the North Dorset Trailway Group there had been agreement for the stretch of Trailway near the sewage station to be scraped and resurfaced, but works would have to wait until the new financial year and an improvement in the weather.

An update was given by Cllr Norman on the replacement of a gate on the Trailway near to the Church. It would appear that the gate supplied by the British Horse Society would not fit the lower entrance, therefore it had been fitted at the top entrance to the field.

It was agreed that DCC Rangers be approached to provide a quotation for the replacement of the lower gate to be made of wood. Depending on the quotation the Parish Council would look to fund the replacement,

g. Rights of Way Officer 

Cllr Williams as Rights of Way Officer provided an update on the replacement of concrete “sandbag” that were beginning to disintegrate by a stream on a right of way. Following discussions with DCC Rangers it was likely that these would be replaced in due course subject to funding.

h. Allotments

None

The Clerk reported that contact was still to be made with both the Chairman and Treasurer of the Stourpaine Allotment Association.

i. Unauthorised Travellers Encampment – Update

Although no official notification had been received from Dorset County Council it was reported that action was being take to remove the unauthorised traveller’s encampment at the DCC Chipping Store on Bushes Road.

Cllr Farwell highlighted information that it was the usual practice of the occupants of the site to let their dogs loose to roam around the area.

j. Spectrum Housing – Hod View Estate Strategy

Cllr Norman and Cllr Williams provided a report to Councillors on their attendance at a recent residents meeting for Hod View.

• It was clear that not all residents were reporting issues of disrepair and that some residents were not aware of the process to be followed.
• The Parish Council still has concerns over the management of the estate in that some of the fundamental problems with the fabric and services of the buildings are not being addressed effectively.
• It is recommended that a further meeting be requested with more senior management from Spectrum Housing to outline some of the concerns held.
• It had been highlighted by residents that a dog owned by a resident on the opposite side of the A350 from Hod View had been found loose in the communal areas of the Hod View flats and had been fouling the area.

Action – Clerk to write to the identified owner to raise the matter and seek agreement to ensure that the dog is kept under control

The Clerk reported that Health & Safety inspections of the site continued to be carried out on a weekly basis.

Following the recent flooding in the Havelins it was reported that the play area was waterlogged still not useable at present.

Following work to the area carried out by Phil Wigg it had been reported that the picket fence between the tennis courts and play area is in poor condition. At present responsibility for the fence was not clear however the Clerk is to follow this issue.

ACTION – Clerk to verify the responsibility for the maintenance of the fence.

It is also apparent that whilst the Stourpaine Playing field Association cut the grass around the play equipment they do not strim close to the equipment. This has the result of the area looking untidy. It was agreed that a quotation for these works be obtained from the current contractor who looks after the Grace Upward Under 12’s Play Area in Bottom Road.

ACTION – Clerk to speak with Iwerne Valley Garden Services to arrange for a quotation

b. Grace Upward Under 12s, Bottom Road

No report in the absence of Cllr Partridge

It was agreed by Councillors that all payments, bill and invoices listed on the schedule be paid. The payments were then authorised by Cllrs Norman and Williams.

b. Budget 2014/15

The Clerk presented a draft budget to the Parish Council. It was highlighted that the budget showed little increase on that for 2013/14 however the impact of the removal of the Council Tax Support Grant will be reflected in an increase in Council Tax for those residents liable for payment. Papers had been circulated prior to the meeting to Councillors showing the detailed draft budget for 2014/15 along with supporting paperwork.

There being no further questions or discussion the draft budget for 2014/15 was approved by those Councillors present.

c. Precept request 2014/15

The Clerk presented to Councillors details of the request for the payment of the 2014/15 Precept from North Dorset District Council as the billing authority.

This was duly authorised for the sum of £16450.00 and signed by Cllr Norman as Chair

d. Remaining Grants and Section 137 payments to be allocated for 2013/14

After discussion it was unanimously agreed that Parish Council would make the following Grants and Section 137 payments from the budgeted expenditure for 2013/14:

Section 137 payments

£100.00 – Dorset Air Ambulance

£150.00 – Holy Trinity Church Babies & Toddlers Group

Grants

£100.00 Blandford Leisure Centre

£100.00 Blandford Town Council re Public WC’s

£100.00 North Dorset Citizens Advice Bureau

£150.00 Stourpaine Village Hall

A further £200.00 would be allocated as a possible grants to Dorset County Council in respect of the Trailway and would be used to contribute to the replacement wooden gate required near the Parish Church.

ACTION – Clerk to report the issue to NDDC/DCC and obtain advice on further action.

In attendance:

P Clark – Parish Clerk, 1 member of the public and Lyle Adlem – Flood Warden (arrived 7.40pm)

Apologies for Absence

Cllr Peter Partridge

Lyle Adlem reported to the Parish Council that despite being the worst affected residential area of the village that few households in Havelins had signed up for the Environment Agency Flood Warning Protocol.

Cllr Norman gave details of research undertaken in flood warning systems these include: a water level monitoring probe that could be under a bridge that would give warnings to households and the supply of two-way radios to households and Flood Wardens in the Village. A conversation had been had with a village who had installed such systems that had proved to be of assistance.

Cllr Williams stated that with the prevalence of flooding in the Village that landowners/householders may need to contribute to any local initiatives.

Cllr Croney highlighted the needs for communities to know who was responsible for what, from the perspective of the Parish, District and County Councils, Emergency Services and Environment Agency. Knowing who the vulnerable are in communities was also key to effective prevention/response.

Parish Plan Update Action Plan – A350/AONB

Copies of the Parish Plan Update Action Plan had been circulated to Councillors this is to become a standing item on the agenda for Parish Council meeting. Action points would be reviewed on a regular basis.

The Clerk stated that copies of the publication Traffic in Villages Safety and Civility for Rural Roads – A toolkit for communities produced by the Dorset AONB Partnership would be circulated to Councillors. It would be useful for the Traffic in Villages Checklist, to be completed when practical.

The Clerk is also to contact Sue Mitchell – Dorset AONB Partnership to chase a pending report following a visit to/meeting in the village held in November 2013.

Cllr Yarwood requested an update on the response to the recent publicity on Community Speed Watch. The Clerk reported that despite detailing the initiative on the village website and notice board that only two residents had responded. Requests for publicity in the Benefice Magazine had not been responded to. It was suggested that the Clerk attempt again to publicise in the Benefice Magazine.

Action – Clerk to chase Sue Mitchell, Dorset AONB Partnership for the promised report and publicise Community Speed Watch once again in the Benefice Magazine.

3. 2/2013/1330/PLNG – Hill View, Coach Road, Stourpaine, Blandford Forum, Dorset, DT11 8TL – Erect garage, log store and cart shed.

Details of this proposal were circulated to Councillors before the meeting for consideration. After a review of the plans and discussion it was agreed by Councillors that the Parish Council did not object to the application on the condition that planning officers ensure that the scale of the proposed building were in proportion to existing buildings on the plot.

Action – Clerk to respond to NDDC as above

Observations were raised by Councillors of the effectiveness of the planning application process using www.dorsetforyou.com. It was noted that it was difficult to view and print plans and maps to the detriment of the planning process. The Clerk reported that he had in the past raised this issue with NDDC as part of the pilot process.

As previously circulated to Councillors.

Cllr Croney added that a Community Impact Group was to be set up with involvement from the District and County Council, Environment Agency to recent flooding in Dorset with a view to deciding what action is required now and what action will be required to mitigate future risks.

Following the flooding in North Dorset in December 2013 it was noted that NDDC were at times receiving rumours and speculations on instances of flooding but were not in receipt of definitive information that would have been useful in helping co-ordinate the response of services.

Cllr Croney reported that she would be visiting some of the at-risk areas in the locality with Roland Skeats – DCC in an effort to look at problem drains/gullies.

With regard to Council Tax Support and the issue that NDDC have decided that they will not pass on any grant to Parish Councils in 2014/15, Cllr Croney reported that the Department of Communities and Local Government (DCLG) state they have set aside a grant to billing authorities included in the Revenue Support Grant but this had not been received by NDDC or not clearly highlighted by DCLG.

During a workshop in 2012 those Parish Clerks in attendance were informed that Parishes should not expect a grant in future years and that budgets should be prepared to allow for this.

Cllr Croney further reported that Blandford Town Council had not allowed for the removal of grant monies and that there were concerns over the finances and the effect on services.

Cllr Croney further stated that if grant monies had or would be paid to NDDC that she would advocate for this to be passed on to Parish/Town Councils.

The issues with Spectrum Housing and the management of the Hod View Estate were then highlighted. Cllr Croney stated that she is happy to continue to be involved in supporting the residents and Parish Council in dealing with Spectrum Housing and asked that the Parish Council advise of any action taken/required.

Copies of correspondence between Cllr Croney and Spectrum Housing has been circulated to Councillors by the Clerk.

The Clerk reminded Councillors that Spectrum Housing were holding a residents forum on the 19^th February 2014 to which the Parish Council had an invite to attend.

Concern was expressed by the Parish Council that many of initiatives detailed in the Hod View Estate Strategy did not deal with the fundamental issues of property management and condition.

c. Neighbourhood Watch Co-ordinator

 None

d. Village Hall/Stourpaine Playing Fields Association

 Cllr Yarwood reported that Electoral Services at NDDC has asked to book the Village Hall for May 2014 and May 2015, but they had been made aware of the proposals to redevelop the site.

The exchange of contracts for the sale of the Village Hall to Raglan Housing was expected to take place on the 4^th February 2014. A reduced purchase price of £500,000 had been offered for the site based on the sale price and number of units planned for the site, however if a higher price for the market sale units could be achieved then the amount of funds received for the sale could be expected to increase.

The Sports Pavilion did flood in December 2013 and that this would be subject to an insurance claim. Cllr Norman reported that he had received a letter from a resident with regard to the flooding and the impact on the new village hall.

e. DT11 Forum/CPEND

Cllr Norman as Chair of the DT11 Forum reported NDDC were currently preparing budgets for 2014/15 and the financial support provided to community groups. A meeting had recently been held with officers of NDDC and that this had been a difficult meeting with the inference given that NDDC have will have limited financial resources to fund such groups and that Town Councils should take a role in providing support. Cllr Norman highlighted that it was unlikely that Town Councils could afford to do this, and although NDDC proposal would have a limited impact in 2014/15 and changes to funding would have a significant effect in 2015/16.

A planning application had been submitted to NDDC in respect of the Fording Point, Cultural Centre in Blandford. If approved this would provide theatre and cinema facilities to the area.

f. Trailway

 Cllr Norman stated that at a recent meeting of the North Dorset Trailway Group there had been agreement for the stretch of Trailway near the sewage station to be scraped and resurfaced but works would have to wait until the weather improved.

A response from DCC Rangers with regard to a number of issued raised by the Parish Council had been circulated to Councillors and that a further updated would be provided by the Clerk in due course.

g. Rights of Way Officer 

Cllr Williams as Rights of Way Officer stated that whilst he would be stepping down from his role as Parish Councillor during 2014 he would continue in his role as Snow Officer.

h. Allotments

The Clerk reported that despite efforts no meaningful contact had been made with the Stourpaine Allotments Association and that it was likely that the person in the role of Treasurer had changed once again. Continued efforts would be made to engage with the Allotments Association.

Cllr Norman reported that a resident of the village who leased land from the Parish Council was selling their property and that once sold if the Parish Council/householder wished to continue the lease agreement this would require renegotiation.

i. Unauthorised Travellers Encampment – Update

It was reported that Dorset Police recently raided the site concerning an investigation into the possession and sale of illegal drugs however no further action could be taken.

Cllr Farwell noted that it was the practice of the Traveller to let their dogs loose to roam around the area which could have an impact on wildlife and road safety.

The Clerk reported that he had been contact by representatives from Twyford Parish Council who have offered to discuss the issues and action taken to deal with the same group of Travellers who set up an illegal encampment in their Parish. It was agreed by Councillors that a meeting be arranged as soon as practical.

No report

Following the annual Health & Safety inspection carried out by the Play Inspection Company a number of deficiencies with highlighted with equipment and associated items that required attention. Phil Wigg had been approached by the Clerk to carry out a number of repairs to the play areas which should be completed by the end of January 2014. Any works that could not be completed due to requiring specialist knowledge/equipment would be instructed following quotes being obtained in due course.

It was likely that there would be little in increase in expenditure for 2014/15, however the Clerk requested that Councillors raise any items to be included in the budget as soon as possible.