The approved minutes of Chadlington Parish Council on 14 March 2016 are now available here.

The draft minutes of Chadlington Parish Council meeting on 14 March 2016 are now available.

The 14 March 2016 draft minutes can either be downloaded here or be read online below.

DRAFT Minutes of Chadlington Parish Council meeting in Chadlington Memorial Hall on Monday 14 March 2016

(Start 7:30 pm, Finish 9.15)

Present

Councillors Brian Hamblin (Chair), Tony Allan (Vice-Chair), Liz Woolcock, Howard Rowley, plus Cllr Neil Owen. Two members of the public were in attendance.

Apologies

32. Apologies were received from Z Townsend, M Philips, F Stocker (clerk), and from Cllr Rodney Rose, who submitted a written report.

Declaration of Interests

33. Register of Interests – Councillors are reminded of the need to update their register of interests and to declare any pecuniary & other interests in items on the agenda & their natures. No interests in items on the agenda were declared

Minutes

34. The minutes of the meeting of the Council on 11 January 2016 were amended to remove the redundant word ‘wondered’ in line 10 of Item 6. H. Rowley also noted that his remark listed under Item 5, that “it was a shame that OCC were unable to get any money from the HS2 train line development” had been ironic, and was better rendered “OCC couldn’t get any crumbs off the table of what had been spent on the HS2 development”.

Matters Arising

35. HGV reported sightings: The Council agreed to maintain a watching brief as some HGVs have been spotted. Mill End drainage: The Council noted the work done on removing tree roots from the drain, and is waiting on the pipe being relined as promised.

Public Participation

36. Jon Alsop raised the matter of hedges in Chipping Norton Road that need cutting back (one opposite Slatters, the other almost opposite the playground). Cllr Neil Owen offered to raise the matter with the OCC Highway Department, although it was accepted that cutting may now have to wait until the autumn as the winter hedge-cutting season is now past. Jon Alsop also mentioned the FixMyStreet facility, which he had successfully used to report a pothole outside the parish boundary between Churchill and Sarsden. The issue was addressed within 2 weeks.

District & County Councillors Reports

37. Along with an apology for absence, Rodney Rose sent a written report covering OCC’s budget cuts, proposals for District Unitary Councils, the recent incident at Didcot Power Station and the SSE’s Village Resilience Fund, offering up to £20,000 to help local communities cope with emergencies.
38. Neil Owen reported on WODC matters, including a £5 increase in basic-rate council tax. He also commented on the current dispute between the District Councils and OCC on the best way ahead for restructuring local government, on which a final decision will be made by the Secretary of State.

Memorial Hall Development Group presentation

39. At this point in the meeting, Jon Alsop was asked to deliver the slideshow presentation of the Memorial Hall Development Group previously requested by the Parish Council, which acts as trustees for the land on which both the Memorial Hall and the Sports & Social Club stand. In a wide-ranging address, Jon covered the results of the recent survey on villagers’ attitudes to the Hall, and the ways in which the Development Group are hoping to meet people’s aspirations for a centre that is energy-efficient, financially self-supporting, and with improved facilities. Top priorities include encouraging increased use of the facilities by a range of community groups and renovating the structure and fittings. At the end, councillors thanked Jon for a presentation described as “succinct and well-balanced”.

Communication

40. Correspondence – See Annex 1 for full details

Land Issues

41. Planning applications – Applied for: 16/00484/HHD The Paddock, College Farm, erection of single storey extension
    Approved: 15/03680/FUL, land South Of Anvil Cottage Horseshoe Lane, construction of detached dwelling together with associated works; 15/04236/HHD Baymeade Cottage Horseshoe Lane, conversion of garage to form playroom; 15/04320/FUL, Sandys House, Bull Hill, conversion of existing garage to annex, replacement of existing pergola with new greenhouse and pergola and listed building consent application and 15/04321/LBC, Sandy’s House Bull Hill, for these same works; 16/00041/HHD 1 Brook End, remove garage and first floor extension erection of two storey and first floor extensions; 15/04383/HHD, 3 East End Cottages, erection of a greenhouse/shed/workshop in the garden (Retrospective); 15/03734/FUL Bull Hill Bungalow Bull Hill, demolition of existing dwelling and outbuildings and erection of new dwelling and detached garage (amended)
    Refused: 16/00002/HHD 10 Chipping Norton Road, removal of existing extension and erection of 2-storey side and rear extension;

The planning applications applied for and decided on since the last meeting were noted

42. Allotments; it was agreed that Claire Heath should be reimbursed for her outlay on Plot 13 now that a new tenant had been found. Agreed C Heath to be reimbursed plot rental fee.
43. On the question of reuniting Plots 6a and 6b as a single half-plot, it was agreed that Brian Hamblin and Tony Allan would jointly visit the site to come to a decision. Action B Hamblin and T Allan to asses plot size
44. Footpaths: no further progress has been made.

Finance

45. Income – £1771.00 donation from GinThing fundraising event for playground, expenditure to be discussed and agreed; Allotment rents: S Winser, £20.00.
46. After some discussion, the Council agreed that Steve Taplin should be consulted over how best to spend the money provided by the GinThing fundraiser, the options being either to invest it in a single specific feature or to put it into the Council budget in a section specifically earmarked for playground maintenance. Action S Taplin to be consulted on how best to spend donated funds
47. Expenditure approvals requested and approved, and cheques were signed –
    Standing order (monthly) Clerk’s salary £248.33 for March & April 2016
    C No. 100118 Zurich Municipal, annual insurance 2016-2017, £593.57
    C No. 100119                       HAGS-SMP, replacement swing seats, £361.68
    C No. 100120                       AJ Brice, hedge laying allotment, £450.00
    C No. 100121                       F Stocker, laptop security software, £24.99
    C No. 100122                       CPRE, annual subscription £36.00
    C No. 100123                       WOCAB, donation £50.00
    C No. 100124                       Chadlington Methodist Church, hall hire, £8.00
    C No. 100125                       OALC, annual membership, £163.94
    C No. 100126                       VOID
    C No. 100127                       Chadlington Memorial Hall, annual hall hire 2016, £120.00
    C No. 100128                       C Heath, reimbursement for Plot 13 rent, £20.00
    C No. 100129                       B Hamblin, playground materials, £206.60
48. Bank reconciliation: Opening balance April 2015 £12,741.23, receipts in the year £9,961.22, less £7087.26 expenditure in the year. Closing balance at 31 January 2016 was £15,615.19. Approved.
49. Clerks’ hours: 31.25 hours Jan 2016, 32 hours Feb 2016. Total 63.25 hours. Approved.

Other Issues

50. The 10^th October budget date for 2016 was confirmed.
51. May 2016 PC Elections: it was announced that the Clerk now has the Nomination Paper Packs, which have to be filled in and returned to WODC offices in Witney.
52. In the absence of Rodney Rose, there was nothing to add on the subject of Oxfordshire Together.
53. Information Exchange
54. Nicky Lloyd, who was present, was thanked for the work she has put into running the village website. She again reiterated the request for new sources of material.

Date of Next Meeting

55. This was confirmed for Monday 9^th May, after the Annual Parish Meeting at 7.30pm.

Annex 1

Correspondence details

Oxfordshire County Council

• Highways emails; email reply to CPC query re responsibility for removal of dead animal carcasses from highway: if in highway it is OCC, if by the side, it is WODC; email reply advising that reported broken streetlight is due to be fixed 6 February
• Corporate Services emails: H Haddaway email re whether CPC is interested in attending meeting on 19-20 January with bus representatives to discuss possible parish funding to preserve proposed cuts to subsidised bus services across Oxon, incl X9;Locality Team re Oxfordshire Together February 2016 Update
• Planning Dept email re Minerals and Waste Local Plan Part 1:Core Strategy
• Cllr R Rose emails re: his contacting ABN again to remind them that only HGVs with legitimate reasons should be driving through Chadlington, not using it as a shortcut. Also providing infogram on proposed budget cuts and impact on services; email invitation to second of his ‘Oxfordshire Together’ meetings on 22 February for 2 CPC representatives; Highways maintenance matrix proposal

West Oxfordshire District Council

• Planning Dept: Weekly Planning lists; G Mynehan email re Diplock Cottage replacement windows still outstanding as tradesperson has not returned to do work even though home owner has paid and is chasing; Planning Policy Team email re Local Development Framework Update newsletter January 2016
• C Jackson Tourism Manager re latest tourism industry newsletter
• Press Dept emails re press releases: sports coaching heroes awards and GLL grants opportunity; Keep Britain Tidy campaign and grand litter-picking weekend 4-6 March 2016 and also seeking volunteer litter pick groups who will be provided with equipment by WODC; birthday beacons to celebrate Queen’s 90^th birthday; advising of referendum on Chipping Norton’s Neighbourhood Plan on 3 March 2016, copies available to the public in Guildhall and Library & Elmfield offices; car parking survey across WODC; alert re legal requirement for all dogs to be micro-chipped from 6 April 2016 or risk a £500 fine; notification of annual council tax levy increase of £5; proposal by 4 district councils to abolish Oxfordshire County Council and create 4 local unitary authorities – one of which is West Oxfordshire-Cotswold Unitary Authority covering the area currently administered by West Oxfordshire District Council and Cotswold District Council – who would work with work with the NHS to pool budgets to commission health and social care; community activity grants now available for heritage and arts organisations; notification that Chipping Norton residents voted in Local Plan referendum that WODC should use the CNTC Local Plan to help inform its planning decision making
• Finance Dept P Lelliott email confirming receipt of signed CPC precept request form
• Democratic and Legal Services K Butler emails: re reminder re Clerks’ briefing session for May 2016 parish council elections; email clarifying issues raised at briefing session re convening of parish meetings; re nomination packs for prospective candidates will be sent out to Clerks by 8 March or can be collected by 7 March; request for link to election information on WODC website to be placed on village website

Miscellaneous

• N Prickett gardening services email re meeting to enable quotation for grasscutting services and subsequent tender quotation
• BGG Garden Care D Harris email re meeting to enable quotation for grasscutting & possibly weed control services
• R Abrey emails re attendance at 11 January meeting to present youth facilities update; and to say that due to insufficient volunteers to form a committee to develop a youth group in Chadlington, there is no need for CPC to discuss at this time
• G Glennie email to acknowledge receipt of CPC email re padlocking Eversley Close allotment gate
• M Abrey email regarding M Phillips comments at 30 November CPC meeting regarding FOCS sale of calendars at church bazaar
• HAGS-SMP email confirming CPC order for 2 replacement swing seats costing £361.63 including delivery charge
• Charlbury Town Council Cllr R Fairhurst email copy sent to OCC regarding CTC interest in attending meeting between parish/town councils & bus operators re proposed cuts to bus services
• C Heath email to voice opposition to proposed rent increase for allotment agreed at 30 November CPC meeting, saying rent is already high compared to other allotments in the area like Chipping Norton
• OALC email reminder of response needed from CPC regarding opt-in sector led external auditor not, and deadline now 31 March not January, Training dates also provided; response to CPC query re costs of sector-led external audit, not known as yet; briefing note on powers of local authorities to fund transport in relation to cuts to bus subsidies by OCC; acknowledgement of CPC advising it wishes to opt-in to sector led audit arrangements; advising that legal opinion being sought from NALC on whether councils can use s.137 monies to subsidise a commercial bus service; briefing re smaller authorities audit appointment requirements from 2017/18; email re provision of new password to access website Members Area until July 2016; email re training course availability; February Members Update
• D Hotham email to Cllr N Owen regarding survey re waste and budgets which contain a question which can only be answered in one way, and D Hotham seeking to get the questions nullified
• NHS South, Central and West Commissioning Support Unit email advising of new mental health contract from 1 October 2015 so a patient only has one pathway into Oxon services, and health event on 23 February
• Chadlington Playgroup J Horsey email re impending changes to playgroup funding and inspection and staffing requirements and potential impact on Memorial Hall Development
• S Winser emails re availability of allotment plot and asking if they can have a year to get Plot 13 under control as very overgrown, and acceptance of tenancy terms as discussed with Clerk; confirmation of receipt of CPC email with padlock instructions and rent payment
• West Oxfordshire CAB email re CPC wishing to make a donation of £50 but subject to it being used for the Chipping Norton office only; B Shaw email confirming that any donation by CPC will only be used to fund services for Chipping Norton CAB branch as this is used by Chadlington residents, advising that there will be a new service from the Chipping Norton Baptist Church from May and requesting that Chadlington residents are made aware of the helpline available on 03444 111444; email attaching flyer and hard copy of laminated flyer also received
• CPRE emails: January & February 2016 newsletter; annual subscription renewal request
• Thames Valley Police PCSO W Smith emails re anti-social behaviour incidents weekend 15-17 January 2016 and patrol car found two youths out in village who were warned about ongoing problems with ASB in village and further action against them if they were found to be responsible
• B Nobbs email again expressing unhappiness at removal of small gate and lack of consultation on hedge laying, asking when waste will be removed, and suggesting that there is a right of way through the allotments
• A Tremlett re CPC seeking his legal advice on possible rights of way in allotment. He states no such right of way has ever been created
• Community First email re invitation for CPC to attend South Midlands Neighbourhood Planning Roadshow on 16^th March
• Enrych S Linnett letter requesting £500 donation to help support organisation who currently support one Chadlington resident
• S Taplin donated a cheque for £1771.00 raised at the recent GinThing fundraiser for the playground.
• Complete Weed Control email with quote for 2016 weed control spraying, £600 for two sprays, increase in charges to £260 + VAT per spray for 2017-2020. Provisional spraying dates 9 May and 12 Sept 2016
• J Tremlett email reporting M & M HGV’s through village, followed to Spelsbury and taking Taston/Enstone fork. ABN HGV’s also reported
• R Challoner email request for parish magazine contact details for advertising psychotherapy
• J Greer email to state her appreciation of new hedge
• J Simkins emails to advise that there has been another incident of foul water sewer blockage overflowing from manhole and running down Mill Lane. She has asked that a reminder go in Paris Magazine asking residents not to pour oil or fats down the kitchen sink (that solidify in the drain when cold), or to flush wet wipes or similar down the toilet. Thames Water emergency team have found tree roots blocking pipe as well
• R Godfrey email to advise that 3 children’s bikes stolen from school and left vandalised, report made to police
• Pensions Regulator letter to advise that stage implementation date for CPC as employer is 1 April 2017
• E Harris-Bass email re interest in renting to adjacent field for wildlife preservation in return for maintaining dry stone boundary walls, and seeking contact information about landowner
• Community First Oxfordshire subscription renewal letter