Annual Parish Council Meeting minutes – 12 May 2014 now available

The draft minutes of the 12 May 2014 annual meeting of Chadlington Parish Council are now available.

DRAFT Minutes of Chadlington Annual Parish Council meeting in Chadlington Memorial Hall on Monday 12 May 2014. (Start 8:40 pm. Finish 9:45 pm).

Present

88. Brian Hamblin (Chair), Liz Woolcock (Vice-Chair), Howard Rowley, Tony Allan, Monty Phillips.

Election of Chair & Vice-Chair

89. B Hamblin and L Woolcock were re-elected unopposed. Existing portfolios for Councillors to remain as is.

Apologies

90. Zoe Townsend

Declaration of interests

91. None declared

Minutes of the previous meeting

92. Minutes of the 10 March 2014 meeting were agreed. Agreed and signed

Matters arising & action points:

93. Defibrillator is installed, training still to be organised, Action B Hamblin to post fliers.
94. Website diary- not discussed;
95. Weed control spraying will take place week commencing 19 May, Action B Hamblin to post fliers.
96. Oxfordshire County Council rights of way management plan consultation, CPC response was sent.
97. Quarry Rd signage now in place
98. Blocked footpath behind playing field now cleared;

Nominations

99. Memorial Hall representative – L Woolcock
100. Diplock Charity representative – L Woolcock

Public Participation

101. P Lewis thanked CPC for their work and apologised for being the only resident in attendance.

District & County Councillors reports

102. As reported at Annual Parish Meeting held just prior to this meeting.

Communication [see annex 1 for full details]

103. Stocks run-off: B Hamblin is attending a site meeting between OCC Highways & WODC engineers on 13 May to ensure they are conversant with full facts of soakaway location etc.
104. OCC History Archives: Clerk reported that she had had confirmation that only CPC documents & meeting minutes from 1894-1998 are held at the OCC History Archives. She asked that this matter of missing minutes be placed on the next agenda for discussion. Agreed Action Clerk to list missing minutes on July’s agenda.
105. Abbeyfield road marking: no funds have yet been identified for this request. Ongoing matter.
106. OALC re CPC query on whether correspondence can be listed as annex to main agenda. Clerk is awaiting a response.
107. Catsham Lane closure – B Hamblin commented that many of the road closure signs were far too far away from the actual road in question e.g. one on A361 by caravan site. L Woolcock also said that they had not repaired sunken road by badger sett and keep right sign makes passing that spot dangerous to oncoming cars. Action Clerk to query signage & outstanding road repair with OCC Highways Dept.
108. Defibrillator – T Allan asked about state of play regarding the offer of 50% donation from Summer Fayre Committee. Clerk advised that the Abbeyfield defibrillator was donated by the anonymous donor via WODC. It had been agreed by the Committee that usage of this defibrillator would be reviewed in future before any decision would be made on the need for a further machine for the village and any possible contributions from Summer Fayre Committee.

Planning Applications

109. 14/0291/P/FP 1 Harvey’s Corner, erection of rear conservatory.
110. 14/0318/P/FP Tite, extension to pub garden and amenity areas including new childrens playground, & erection of new storage shed – previous submission withdrawn due to scaling error, new plans submitted so re-listed. Permission granted.
111. 14/0322/P/FP 3 Mill Close, conversion of part of garage to kitchen and link to existing dwelling. Permission granted.
112. 13/1766/P/FP 8 The Stocks, erection of detached garage with ancillary accommodation above – application refused as “The proposed garage, due to the siting, scale and mass will unacceptably dominate the original dwelling house, resulting in a cramped and contrived plot… and would adversely affect the character of the surrounding area”.
113. 14/0422/P/FP Highfield, Church Road, Conversion of existing loft to include insertion of dormer window in north roof slope. No objections from CPC. Action Clerk to advise WODC no objections.
114. Footpath & modification order applications update report. A Tremlett had provided a written update. L Woolcock read from this. Boot Cottage path: exploring getting the owners of the land which the path crosses to offer a dedication which shortens the 10 year backlog OCC has to 2 years. Discovering ownership of the whole route is difficult and may turn out to be impossible, in which case CPC will just apply on the 10 year route. He forsees no major problems either way. Footpath 5: there are 2 routes, one through the fieldgate and one across the adjoining cottage garden. It was thought the owners land agent was agreeable to dedicating the former so we could allow the latter to lapse, but he has done nothing and has not acknowledged a recent email. A further email will be sent and if no reply to that either, he proposed to simply plough ahead and put in both applications in the hope it tips the balance and we get a dedication. Green End Road: Getting this recorded as a footpath would be easy (actually difficult and very time consuming – all things are relative!). To get it recorded and maintained as a tarmac road we need more people who have driven and parked unconnected with residents in the road. Additionally we need the land agent and tenant farmer to give us any information they can about its surfacing by OCC and its use by the public, and though we have promises to assist, they amount as yet to nothing. He suggests we give them a little longer to help, then just press ahead with an application. We should succeed with a right of way, but this comes simply with minimal obligation on OCC to maintain.  Adrian wants to know of anyone who has driven the road for 20 years or more (at any time) unconnected with the residents. So far, he has people who parked to access the recorded paths,  to watch the hunt, and courting couples, but he needs more. Adrian and Liz were thanked for all their hard work.

Finance

115. Income – none since last meeting.
116. Expenditure requested.
     Clerk’s Monthly salary of £242.97 for May & June on a standing order.
     Cheque No. 100067 S Silman grass cutting April – 3 cuts (13^th & 31^st) & May – 1 cut (14^th) £330.
     Agreed & approved
117. Allotment rent – annual review. T Allan proposed no rent increase this year. Agreed No rent increase for plot-holders this coming year (29 Sept 2014-15)
118. Approval of Audit Commission annual audit return. Annual return, draft annual accounts, bank reconciliation, presentation and statement  presented. Summary: Balance brought forward from 2012/2013 – £13,154.37. Total income for 2013/2014 – £8,147.37. Total expenditure – £7,933.17. Balance carried forward from 2013/2014 – £13,368.57. Agreed and approved Finance papers and Audit Commission annual return agreed and approved. Action B Hamblin and Clerk to sign annual return once the meeting minutes are completed & Clerk to send to Audit Commission with required paperwork.

Review of Council business for the coming year

119. Review of Standing Orders – proposed changes to Standing Orders are to enable public to raise items not on agenda & to delete clause limiting number of times a member of the public can speak. Agreed and approvedProposed changes accepted
120. Review of Financial Regulations – H Rowley proposed new CPC version based on latest NALC model regulations. As not all Councillors have considered the new proposed regulations, it was agreed they would send their comments to Clerk and the matter would be considered at July meeting. Action Councillors to send comments to Clerk, Clerk to list matter on July agenda.
121. Review of risk assessment & asset register – H Rowley advised that the Council was up-to-date with its risk assessment & register.
122. Review and confirmation of insurance cover arrangements – H Rowley advised that this had been carried out.
123. Review of the Council’s and/or employees’ memberships of other bodies – Clerk advised that due to CPC decision at its March meeting, there will be no further subscriptions until the outcome of the Hall future is clearer. Currently the only membership subscription funded in this financial year is OALC (Oxfordshire Association of Local Councils). Last year CPC subscribed to OPFA (Oxfordshire Playing Fields Association) and ORCC (Oxfordshire Rural Communities Council). Agreed and approved No further membership to be undertaken.
124. Review of internal auditor arrangements for 2014/15 accounts – Clerk advised that she was content with the current arrangements with F Maclean. Annual cost is £100. Agreed and approved To continue with the current internal auditor.

Other Issues

125. Memorial Hall condition, formation of new project team & CPC usage  – Usage by CPC inhibits weekly booking availability. L Woolcock will advise S Haffenden that CPC meetings can be moved to the Methodist Chapel should she get further requests to rent the Hall every Monday. M Phillips asked when is the deadline for the project team. L Woolcock replied it was Sept for the Playgroup funding application. H Rowley was concerned about the playgroup’s history of movement around the village and he felt they should identify what their needs are. The Hall is a community asset, not just for the playgroup. L Woolcock reported that the people who rent the hall (apart from CPC, the WI, the OAP lunches and the toddler group) are from outside the village and they come here because the rent is cheap. There was a discussion about the impact of Sports Club events on the parking availability for Hall users. H Rowley asked if there were any formal costings for the Hall works and for consideration of issues that might be proposed such as removal of the stage. B Hamblin advised that there weren’t any full costings for the Hall. Agreed Agreed to await the outcome of the Hall Committee discussions with the Playgroup
126. Speeding hot spots – M Phillips advised that he has not yet done his report. Agreed To add item to July agenda
127. Need for litter pick – It was not felt that there was sufficient litter around the village to organise a litter pick at this time. However, it was noted that there is frequently litter left on the playing field and it was felt that the Sports Club could provide a bin and empty into WODC bins pre-collection Agreed No annual litter pick to be organised. Clerk to write to Sports Club regarding provision of waste bin on playing field.
128. Information Exchange
129. Muscari (grape hyacinth) numbers. L Woolcock had received a report from the Cotswold Rare Plants Society regarding the drop in numbers. There are none now opposite the shop (62 in 2011), & on the Stocks numbers have dropped in various places and this is causing concern. There had been agreement between the Society and WODC that they would not mow until flowers had finished but this has not been adhered to.
130. Clerk’s expenses. Clerk advised that she needed printer toner, paper and suspension files. To bring for approval at July meeting.
131. Clerk’s excess hours. Clerk advised that she was unable to complete her job in the 6 hours allotted so was building up excess hours. She has 2 weeks holiday in June but will try to take some time back before the next meeting. If still significant excess hours, she will be seeking payment.
132. Forward planning – H Rowley suggested that Councillors tried to think ahead to be pro-active, rather than re-active.

Date of next ordinary Parish Council meeting

133. 7 July 2014 at 7:30pm

Annex 1     

May 12 2014 APCM Minutes – Communication (full details)

Correspondence:–

Oxfordshire County Council (OCC)

• Highways M Timms email response re future of rail access lorry park on Catsham Lane advising it is nothing to do with OCC
• M Bostock email re Stocks green run-off & Wayne Barker looking into OCC permission for WODC drain usage
• Highways notification of Temporary Road Closures. Chadlington – Catsham Lane and Horshoe Lane 28 April 2014 up to 2 May  to facilitate carriageway edge strengthening works.  Shipton under Wychwood – A361 Station Road between Milton Road junction and theLondon Lane junction in Ascott under Wychwood from 30 March 2014 for up to 3 nights
• Highways T Darch notification of outcome of bus service review – X9 Friday and Saturday evening journeys withdrawn
• Highways W Barker email response to Clerk regarding gravel above water level, advising that it has been agreed that Brook End silt traps will be cleared again, hopefully within a month
• Highways emails acknowledging Clerk’sreport of grass overgrowing pavement by Orchard Cottages & Bull Hill but no funds currently available
• Cllr R Rose email advising that he has no funds for box marking and signage for Abbeyfield
• Countryside Access P Harris emails on offer of extension for responses to rights of way management consultation & confirmation of receipt of CPC response to consultation
• Cllr R Rose reply re CPC query regarding outstanding 2^nd water level survey progress. Survey was delayed due to winter weather, OCC have applied to Defra for a grant towards carrying out a full catchment survey to locate upstream storage areas, which hopefully would get approval for in the next 6 year programme & no plans to empty silt traps as yet but they are being monitored
• Chief Executive’s Office Paul Langcaster regarding Clerk’s request for council publicity information to be in electronic as well as hard copy format to enable web posting; OCC Footpaths email acknowledging report of fallen trees blocking Footpath 358/1 at Spelsbury End
• History Centre email confirmation that CPC documents & meeting minutes held from 1894-1998 only
• Footpaths Officer confirming receipt of Clerk’s report of trees blocking footpath 358/1/30 and that route now cleared

West Oxfordshire District Council (WODC)

• Planning Dept emails re weekly lists, planning application papers for 8 The Stocks, the Tite Inn, 3 Mill Close, Highfield Church Road, and LDF newsletter on new planning guidance and independent assessment of house build need in the area
• K Jack email confirming OCC have approved feeding Stocks green run off into OCC drains & that WODC have funds in their land drainage budget for the work so next stage is drawing up plans and getting quotes
• Building Control A Jones emails advising that Savill’s, as managing agent for landowner, will be getting a builder in to assess for necessary repairs to tow areas of the crumbling wall roughly opposite Chadlington Farmhouse & he will look at proposals for repairs
• Press Office S Stokes email invitation to CPC and residents a few places left on next tour of the Agrivert food waste recycling facility on April 9^th
• Press Office emails re Community Facilities Grants press release about 2 rounds in 2014, launch of ‘Inclusion’ scheme for sports clubs which are welcoming & inclusive to disabled people, offer to send updates to village website editor, announcement of £500,000 award to the four-authority Partnership comprising Cheltenham Borough, Cotswold, Forest of Dean and West Oxfordshire district councils as Transformation Challenge Award winners, location of WODC defibrillator donations so far including Chadlington, & launch of Repair and Renew Grant for properties damaged internally by flooding between 1 Dec 2013 – 31 March 2014
• Democratic Services K Butler email re confirmation dates for 2016 parish council elections
• B Wragge emails regarding defibrillator application process for WODC-50%-funded defibrillator
• Customer Services Dept I Fawcett email advising CPC Clerk complaint re litter resulting from waste collections has been forwarded to Contract Monitoring Officer to take up with waste collection contractor

•  Thames Valley Police Inspector Ollie Holland email regarding policing being stepped up in Chadlington to tackle vandalism issue
• Oxfordshire Association of Local Councils emails regarding new NALC financial briefings, draft financial regulations for local authorities for consideration, a new government consultation on new audit proposals for local councils, including a proposal thay councils with turnover of less than £25,000 like Chadlington, would no longer have to have a routine external audit from 2017 plus March members update; Dept for Communities and Local Government email regarding Community Right to Bid option to protect local community assets such as playing fields, buildings, village shops and pubs in future
• Oxfordshire Rural Communities Council emails re neighbourhood planning training offer & support, April’s Policy Bulletin email & Oxfordshire Woodfuel Programme offer of advice on biomass boilers, as well as ‘logs for labour’ scheme
• Oxfordshire Playing Fields Association email invitation to National County Playing Fields Association Conference on 4 June
• Zurich Insurance email regarding discount available for quote for Memorial Hall annual insurance if wanted
• Sustrans emails regarding launch event for new Cotswold Line cycle route on Stocks Green on 26 April afternoon, agreement on local publicity for event & formal invitation
• Rural Services Network email invitation for Parish Councillor representative to join ‘rural sounding board’ for four online surveys annually and also to join three specific Opinion Panels on different topics which particularly impact on rural communities (Fuel Poverty, Rural Transport,Rural Broadband)
• Council for the Protection of Rural England Oxfordshire email asking councillors to write to WODC to not accept the ‘unrealistic housing figures being proposed by the Oxfordshire Strategic Housing Market Assessment’
• Oxfordshire Sports Partnership J Shaw email requesting poster display for GO Active, Get Healthy campaign on village notice board
• Chadlington Quality Foods LRowles email update regarding decision of shareholders to hold-off decision on whether to contribute to a second defibrillator until training provided for users and support for contributing to a 2^nd defibrillator can be assessed
• Chadlington Summer Fayre B Thring email regarding willingness to fund up to £900 for a defibrillator, & agreeing to postponing 2^nd defibrillator decision alongside CQF until suitable site identified, he will liaise with Tite Inn about possibly locating one there, suggested electrician for 1^st machine installation
• Savill’s O Langdale email regarding repairs to boundary wall on Chapel Road opposite Chadlington Farmhouse
• Chadlington Village website email query from a nearby village to Banbury about where Chadlington playground equipment was purchased from.
• K Mitchell email of monthly playground inspection reports for March & April
• F Maclean emails confirming acceptance of 2014 internal audit work for CPC & handover meeting arranged for 4 April; CWC advice that first weed spraying will take place in the week commencing 19 May;
• J Greer email offering to circulate allotment association update to those without email if seen
• C Ogden email response to B Hamblin regarding ideas for tackling vandalism and possible support from Friends of Chadlington School and teaching staff
• A Tremlett various emails on fitting of defibrillator in Abbeyfield front porch, OCC rights of way management plan consultation & his draft response on behalf of CPC, advice on allotment annual rent invoice letters, rights of way modification order applications, whether CPC should consider renting another venue for its meetings to enable the Memorial Hall to generate greater income from more frequent users & query regarding CPC archived materials
• M Chapman emails chasing up on his previous inquiry as to whether CPC was organising a litter pick this year
• P Lewis email re desire to amend Standing Orders to remove restriction on not discussing matters raised by the public about items not listed on agenda
• N Morgan email re S Ambrose standing down from trying to develop allotment association
• S Strong email to advise he is not responsible for fallen tree across footpath behind playing field but he has passed onto Mrs Wallace-Jones and P Heath will clear tree.