MINUTES OF ASTON, COTE, SHIFFORD & CHIMNEY PARISH COUNCIL MEETING HELD ON THURSDAY 3RD APRIL 2008 IN THE MEETING ROOM, VILLAGE HALL, ASTON AT 7.30 PM 1. Members John Little (Chairman) Present: Bob Jones Gill Long John Ordish Fanny Sedman Jane West Roy Williams In Attendance: Helen Sandhu – Clerk Brenda Smith – West Oxfordshire District Councillor Charles Mathew – Oxfordshire County Councillor 1 member of the public 2. Members’ Apologies: None Minutes of previous meeting – 6 March 2008 previously circulated to all members, were agreed as a correct record and signed by the Chairman. Proposed by JO, seconded by RW. Meeting suspended for public debate A member of the public reported that brambles from the verges are overgrowing Back Lane and could present a danger to the public. It was decided that the Lengthsman would be asked to cut them back. Gill Long reported that the culvert in Back Lane opposite the property called Ivyley has been cleared, although it is not sure who by. Some of the potholes in the village have been filled by Oxfordshire Highways in the past week. The Clerk was asked to ask West Oxfordshire District Council whether there is any progress on the investigation into the properties on Saxel Close which are believed to be encroaching on the communal land. Meeting resumed. OCC/WODC items Brenda Smith reminded the Parish Council that the District Council’s green waste trailer is going to be visiting the Village Hall on Saturday 12 April. At the same time a Swap Shop will be taking place. She advised the Parish Council that the District Council has started a Consultation into future planning options for the District which includes possible sites for development and employment, some of which are in Aston. OCC/WODC items (continued) Charles Mathew updated the meeting on the progress of the gravel applications for Eynsham/Cassington and Northmoor, which are becoming imminent. These applications will probably be discussed by the County Council in May. There is a strong case against the application in Eynsham because of its potential impact on the business of Siemens. Opponents are putting up a good fight against the application for Northmoor. He informed the Parish Council that in his opinion no applications for mineral extractions should be approved since the necessary spatial guidelines for these developments were rejected by Central Government. Parish Councillors - Disclosure of interests on agenda items None. Matters Arising from Previous Meetings Aston website RW provided an update. Getting the website up and running is proving to be quite complex. RW now has control of the website and thinks that rebuilding it from scratch will be easier than trying to convert the existing website into the new format. This will take a little time, but won’t cost much money – there may be a small charge (around £20) by the existing domain controller. Hopefully by the beginning of May the website will be operational at least in part. Land opposite Home Farm, Back Lane This land is substantially more tidy than before and the resident who was using it for storage now advises that the remaining items do not belong to him. It was decided that the Clerk will write to Ted Baughan to advise him of this and inform him that the Parish Council has progressed the matter as far as it can. Litter blitz RJ circulated a draft invitation which will be sent to volunteers who would like to take part. RJ was asked to remove the reference to the Parish Council in the heading, changing it to “Aston, Cote, Shifford & Chimney Litter Blitz.” It was also suggested that he remove his name from the bottom of the invitation. It was decided that the invitations would be circulated to those who have taken part in the past and that the same areas covered in 2007 would be done this year. Brenda informed the meeting that Bob Lightfoot at Street Scene in West Oxfordshire District Council can provide bags, gloves, high visibility jackets and litter pickers on loan. These items have to be returned or the Parish Council will be charged for them. He may also be able to arrange for bags left on the roadside to be collected. RJ to contact Bob Lightfoot to organise this. Anti Social Behaviour JL advised Parish Councillors that some unknown people have been creating “dams” in the main drain that joins the Great Brook. The first was cleared by the Environment Agency. John Hook then informed JL that a new dam was being built, which JL and RJ cleared. JL has reported the matter to the Environment Agency who have agreed to keep an eye on the situation. No-one seems to know who has been doing it. Notices have been put up in the village informing the public of the problem. Correspondence sent Listed in the Clerk’s Briefing Notes previously circulated to all Councillors. New Business St James’ Church Clock Following the routine service of the clock in January, Smith of Derby have advised that the battery and main PC Board in the Inverter/Controller Unit need to be replaced. They have submitted a quotation for £1,232.00 plus VAT. It was decided to accept this quotation – Clerk to contact Smith of Derby. Proposed by RW, seconded by FS. Subscription to Campaign to Protect Rural England It was decided to renew the Parish Council’s membership of the Campaign to Protect Rural England at a cost of £28 for 2008/09. Proposed by RW, seconded by FS. Change to Stagecoach bus services Stagecoach has written to advise that service 19 is being extended to serve the new Shilton Park Estate and at the same time service 118 is being withdrawn as its route is now covered by the 19. Changes to take effect from 31 March 2008. RW advised the Parish Council that he was disappointed that as Transport Representative he had only been advised of this change 3 days before it was due to take place. He will raise this point at the next Transport Representatives’ meeting. RW has already put up a sign in the Post Office to advise people of the changes. It was decided that RW will prepare an item covering the new bus service arrangements to be included in the next issue of Voices. RW will also check whether Stagecoach delete the incorrect information on the bus stop signs when they put up the new timetables. Community Trust Following the West Oxfordshire District Council request for the Parish Council (and therefore by inference as owners of the Village Hall, the Community Trust) to consider accepting recycling skips in the Village Hall car park JO advised the meeting that the Community Trust are not in favour of the suggestion. The Minutes for March were placed in the Folder Parish Infrastructure Aston Square RJ informed the Parish Council that he has received the quotation from Southern Construction for further work on Aston Square. To extend the blockwork 11 metres along the shop side of the square will cost £1,800 (reduced from the original price of £1,850 as the top soil included in that price will not be needed); to lower the kerb at the shop side end of the path, including replacing the crack slabs will cost £535. Southern Construction will do the remedial work to the mortar on the existing blockwork at the same time. It was decided to accept this quotation – RJ to inform Southern Construction. Proposed by JO, seconded by RW. Parish Infrastructure (continued) July 2007 Flood follow-up Flood Review for Aston from Environment Agency It was agreed that this report does not contain any new information nor anything that will assist with future flood prevention. Printed copy of the report placed in the Folder for circulation. Map of landowners and ditches provided by WODC This map has been circulated amongst all Parish Councillors for comment except FS and JW – they will review and annotate with any further information. JO talked about recent information he received about the Aston Drainage Board. This body, which dates back to the Enclosures Act, still exists. It is responsible for maintaining certain ditches in the area and is funded by the people/organisations who were large landowners at the time of the Enclosures Act (the Church, local farmers). The membership of the Board is made up of local farmers. Drainage in Bull Street Oxfordshire County Council returned during the month to jet and rod the drains. They cleared a lot of the gulleys, but there are still some which they couldn’t clear. The main underground surface water drain in Bull Street has collapsed by Farm Close. Gordon Hunt (OCC) has advised that the County Council will return to dig up the road and replace the damaged pipework and fix anything else that is causing problems – probably in June/July. Response from OCC to request to clear/recut ditches along Back Lane As reported earlier in the meeting the culvert opposite Ivyley in Back Lane has been cleared, although it is not clear who has done this work. The ditches remain blocked and OCC has not yet responded to the Parish Council’s request to clear them. Proposed local Flood Plan template from Environment Agency This template, which was originally sent to all Parish Councils in October 2007 has been forwarded by the Environment Agency again. Brenda Smith advised the Parish Council that it would be best to wait until the Aston Flood Report has been completed by West Oxfordshire District Council before considering the idea of preparing a local Flood Plan further. Charles Mathew informed the Parish Council that the Emergency Planning Unit of the County Council may produce a more suitable proforma that could be used by all parishes. Combined parish multi-agency meetings The Parish Council has been invited to send a representative to the combined meeting with the Parish Councils of Brize Norton, Bampton, Clanfield and Carterton on 22 May 2008 at Bampton Council Office. RW and JO may attend. Affordable Housing JL advised the meeting that he has heard nothing further since the Parish Council meeting in March. PLANNING FURTHER INFORMATION ON PLANNING APPLICATIONS PREVIOUSLY CONSIDERED W2001/0924 Chimney Farm Barns, Chimney, Bampton. The response from West Oxfordshire District Council to the Parish Council’s letter giving comments on the passing places scheme was discussed. It was decided that the Clerk will write to Kevin Batchelor, the County Engineer who approved the scheme with the same comments as previously made to the District Council. Mr Batchelor also to be asked to either attend a site meeting with representatives from the Parish Council or a full meeting of the Parish Council to discuss the matter further. Charles Mathew requested that he be provided with a copy of this letter. PLANNING APPLICATIONS GRANTED: 08/0099 51 Cote Road, Aston Erection of single storey rear extension NEW PLANNING APPLICATIONS: None NEW PLANNING ENFORCEMENT INVESTIGATION: E08/0047 Land adjacent to 5 The Paddocks, Aston Alleged breach: Change of use of land from agriculture to mixed use agriculture and quad biking Brenda Smith, who originally informed the Parish Council via the Clerk and the Chairman of this new enforcement investigation has heard nothing further. None of the Parish Councillors has heard any information about this alleged breach. FINANCE Account Balances – circulated in the Clerk’s Briefing Notes Balance on Current Account at 31 March 2008 £200.04 Balance on Deposit Account at 31 March 2008 £22,261.72 Total Cash Holding at 31 March 2008 £22,461.76 FINANCE (continued) Fidelity Guarantee Insurance The Clerk informed the meeting that the guarantee level will be breached in April when the first half of the 2008/09 precept is received. The fidelity guarantee was increased to its current level of £28,000 in December 2007 based on the year end cash balance expected at that time plus half of the new year’s precept. However, the forecast year end cash balance assumed that the bill for the new VAS would have been received and paid before the year end. As this bill has not yet been received, the guarantee level will be breached by just over £4,000. The external auditors may issue a “Matters Arising” report at the year end advising the Parish Council that the guarantee level needs to be reviewed. It was decided not to increase the guarantee level as the breach is likely to be short-lived. MARCH INVOICES Office Rent for March 2008– already paid by Direct Debit 25.00 LGA 1972, s111 PRESENTED FOR APROVAL AND PAYMENT AT 3 APRIL 2008 MEETING Statute Clerk’s salary - H Sandhu 245.00 LGA 1972, s112 Clerk’s expenses – accidental overclaim last month -0.32 LGA 1972, s111 WODC – Dog Bin emptying for March 2008 13.99 Litter Act 1983 P King – bus shelter cleaning on 25 March 2008 30.00 LG(MP)A 1953, s4 C Smith – work in March (12 hours @ £7.25) 87.00 LGA 1972, s137 BT bill for quarter ended March 54.97 LGA 1972, s111 Sub-Total 430.64 CPRE – Subscription for 2008/09 28.00 LGA 1972, s137 Total 458.64 It was resolved to make the above payments. Proposed by RW, seconded by RJ. The cheques were signed by JL and RW. Parish Councillors’ reports from meetings attended since last meeting RJ informed the meeting that he has received further reports from the West Oxfordshire Strategic Partnership following his attendance at the Partnership meeting in January. Reports placed in the Folder. Further matters for consideration at a future meeting The Clerk informed the Parish Councillors that following the preparation of the meeting’s agenda she had received the Consultation documents from West Oxfordshire District Council relating to future planning in the District, including possible sites for future development. A copy of the two consultation documents, along with a copy of the questionnaires were given to each Parish Councillor. The Parish Council’s combined response needs to be submitted to the District Council by 12 May 2008. Parish Councillors were asked to send their individually completed questionnaires to the Clerk in advance of the next meeting on 1 May so that she can prepare a draft collated response. FOLDER – Jane West Date of next meeting – 1 MAY 2008 Annual Meeting for Parish Council - Village Hall, 7.00 pm 1 MAY 2008 Monthly Parish Council Meeting - Village Hall, 7.30 pm Brenda Smith and Charles Mathew gave their apologies for this meeting as it clashes with the District Council election. TUESDAY 13 MAY 2008 Annual Parish Meeting - Village Hall, 7.30 for 8.00pm Signed ……………………………………………………………..dated…………………