MINUTES OF ASTON, COTE, SHIFFORD & CHIMNEY PARISH COUNCIL MEETING HELD ON THURSDAY 6TH MARCH 2008 IN THE MEETING ROOM, VILLAGE HALL, ASTON AT 7.30 PM 1. Members John Little (Chairman) Present: Bob Jones Gill Long John Ordish Roy Williams In Attendance: Helen Sandhu – Clerk Brenda Smith – West Oxfordshire District Councillor (to item 5) Nick Hands – Consultant to West Oxfordshire District Council (to item 5) 5 members of the public 2. Members’ Apologies: Fanny Sedman, Jane West Minutes of previous meeting – 7 February 2008. Bob Jones pointed out that the name of the employee of Southern Construction who is dealing with the work on Aston square is in fact Mark Blain, and not Martin Blain as recorded in Minute 11a. Subject to this, the Minutes were agreed as a correct record. Proposed by RW, seconded by GL. As they were not available at the meeting, the approved Minutes were signed outside of the meeting by the Chairman. 4. WODC Items/Suspension of meeting Nick Hands, a consultant employed by West Oxfordshire District Council to prepare reports into the Summer 2007 flooding spoke about his work to date: Mr Hands handed out copies of West Oxfordshire District Council’s Interim Flood Report to the members of the public and Councillors requiring a copy. This document outlines West Oxfordshire District Council’s response to the flooding in July and contains proposals on how a similar event should be handled in the future and clarifies the respective responsibilities of all the agencies involved. Two chartered engineers, one of whom is Nick Hands have been appointed to look into the issue of major flood defence works. West Oxfordshire District Council has focused their work on the high priority parishes first (based on the number of people within the parish claiming the emergency flood relief money that was made available to affected households). Mr Hands has to prepare reports on 30 parishes; he has completed the reports on Northmoor, Standlake, Stanton Harcourt and Filkins & Broughton Poggs. He is now ready to start preparing the reports on the next level of affected parishes, including Aston. He passed round a draft copy of the report on Northmoor to show the type of content that the report covering Aston, Cote, Shifford & Chimney will contain. The report will list the problems identified, make suggestions as to how the problems can be addressed and who will be responsible for tackling them. His work looks at the problems from an engineering point of view. Each parish has its own discrete issues and it takes time to investigate and understand them. All the involved agencies have their own set agendas which don’t always tie in well 4. WODC Items/Suspension of meeting (continued) with each other. West Oxfordshire District Council is attempting to get the agencies to work together to resolve the issues. Whilst statistically the flooding in summer 2007 is said to be a 1 in 200 year event, the issue of global warming means that the weather conditions experienced may in fact now be much more common than 1 in 200 years, but it is impossible to predict just how likely a similar event is to reoccur. People seem to believe that building on the floodplains has caused some of the problems, and conclude that the floodplains should therefore no longer be built upon. This standpoint is unrealistic – there is exponential population growth, and especially a steep increase in the number of small households. Most people want to live in the South, so we are going to have to accept that there will be building on the floodplain. What may need to change is housing design, so that garages, etc are built on the ground floor, with living accommodation on the first floor and above. Following a question on how drainage issues of individual properties could be dealt with, Nick Hands pointed out that his role relates to major flood defence works only, and doesn’t really cover matters such as ditches/gulleys. Issues relating to ditches and gulleys may be identified in his report, but only if the problems they have caused are major. Mr Hands was asked whether it is certain that his recommendations will be acted upon, or whether the report will just end up being filed. Nick Hands replied that it is his responsibility to write the report and once it is delivered it goes into the hands of the politicians – what action is actually taken is down to them. He was asked whether he has seen any action taken on the basis of reports that have already been completed. Mr Hands replied that some action (ditch clearance) has taken place around Bablock Hythe, the need for which was identified in his report, but that the other work that is recommended in that parish, for example, would be very expensive and therefore requires a lot more discussion/consideration before any decision would be taken to proceed with it. Brenda Smith stated that at the moment a lot of advice is being received into the District Council, but there is very little action, which is becoming very frustrating. It was pointed out that the initial clearance of ditches is important, but that what is really required is an ongoing plan of maintenance. Nick Hands stated that his reports include recommendations for ongoing maintenance strategies required. Nick Hands was asked whether the Parish Council will be sent a copy of the Report once it has been approved. The Parish Council should receive one, but it is not at all clear when this will be – possibly June. Mr Hands was asked how the Parish Council could provide input into his report. He replied that he would be grateful to be sent as much information as possible – what happened, why people think it happened, and that he would be especially pleased to be sent copies of digital photographs illustrating the problems that arose. Mr Hands, Brenda Smith and one member of the public left the meeting. Other matters raised during the suspension of the meeting: A comment was made that the potholes near the bridge on Bampton Road have still not been repaired. The response was that this problem has been reported to Highways, but it is now down to that organisation to deal with it, and there is generally a very slow response rate to minor road repairs around the County. Meeting resumed. Parish Councillors - Disclosure of interests on agenda items None. Matters Arising from Previous Meetings Risk Assessment JL, RW and the Clerk reviewed the draft Risk Assessment at their meeting in advance of the Parish Council meeting. The only change to existing practice that the Risk Assessment will require is the introduction of a system for formally reviewing the Parish Council’s assets (benches, bus shelters, etc) once/twice a year. It was decided that a formal review of the assets should be carried out twice yearly (June/July and February). Clerk to include the asset review on the agenda for the June meeting and to bring a form for the review to be documented to that meeting. Volunteer(s) to carry out the review would be sought at the June meeting. The results of the review will then be fed back into the July 2008 meeting. It was decided that the Risk Assessment document would be approved by the Parish Council – proposed by JO, seconded by RW. Aston website RW provided an update. He has received further information about the WOSP site and it is now clear that it won’t meet the Parish Council’s requirements. He has decided that the most suitable vehicle will be the Microsoft Small Business Website. This is a free service. However, the process to get to the point of data transfer is proving complicated. Stefan Thomas has been told what he needs to do for the data transfer, and he should hopefully be able to complete this within the next few days. Jane Birkby is still happy to maintain the website when it is operational. RW will provide a further update at the April 2008 meeting. It was agreed that information relating to the Summer 2007 flood follow up should be included on the website. Speed Limit between Cote and Aston No response yet from Highways to the follow up letter asking for the verge/hedge to be cut back and consideration made to widening the path into the verge. Highways signage in Aston The new Village Hall sign directly opposite the Village Hall has not yet been installed – Clerk to follow up with Highways. Land opposite Home Farm Cottages, Back Lane The land has not yet been cleared, despite a further letter having been sent to Mr Comley. Clerk to write again to advise him that West Oxfordshire District Council could provide some help with the work. Anti Social Behaviour No issues noted. Correspondence sent Listed in the Clerk’s Briefing Notes previously circulated to all Councillors. New Business West Oxfordshire District Council’s request for a mini recycling centre to be established in Aston It was agreed that the Parish Council is not supportive of this idea. It is not clear why a mini recycling centre would be required, given the kerbside boxes in use and the other local recycling locations (Dix Pit, etc). JO stated that he would put the matter to the Community Trust for consideration as the land at the Village Hall where the recycling centre could be placed belongs to them. Two members of the public left the meeting. Litter blitz in the Parish in April 2008 RJ asked whether a Risk Assessment on the litter blitz should be prepared. JL stated that the litter blitz is not done on behalf of the Parish Council; it is a voluntary community litter blitz in which some of the Parish Councillors, as local residents, are involved. The Parish Council does not therefore need to carry out a risk assessment, and neither does its insurance cover volunteers carrying out the blitz. It is important that the invites/requests to take part in the blitz are not written on behalf of the Parish Council. RJ agreed to prepare some draft paperwork (invites, etc) to bring to the next meeting for consideration. Grass contract for playing field It was decided to accept the quotation for 2008 received from Enterprise (previously called Isis Accord) in the sum of £83.07 per cut. The Parish Council will consider whether to put this contract out to tender for the 2009 grass cutting season. Annual Parish Meeting The Annual Parish Meeting has been booked for Tuesday 13 May 2008. Cath James, the Strategic Director (Environment) of West Oxfordshire District Council has accepted the invitation to speak about the July 2007 flooding. Angela Alford the PCSO has also agreed to speak. Brenda Smith, Liz Bickley and Charles Mathew will make their usual presentations on behalf of West Oxfordshire District Council and the County Council. It was agreed to include a presentation on the Aston website as a separate item (provided it is up and running by then). The issue of the potential resurrection of the Youth Club will not be listed as a separate item but will be brought up in the Question & Answer session. The Clerk to issue formal invitations to attend to the usual village organisations. Community Trust JO provided an update on the activities of the Community Trust. He thanked the Parish Council on behalf of the Trust for the £600 donation towards playground maintenance. The Trust is short of funds again after paying for further work on the drains. The West Oxfordshire District Council’s green waste container will be placed at the Village Hall for the morning of 12 April. The ACTS production this summer will take place at Cote House. The Trust is still working towards the kitchen refurbishment. The Minutes for January and February were placed in the Folder. Parish Infrastructure Aston Square RJ provided an update. He met with Mark Blain from Southern Construction at the Square on 29 February 2008 to look at the damaged footpath and the unmatching mortar repair. Mark Blain is of the opinion that repairing the footpath is not necessary; he believes that the cracks in the slabs will not deteriorate further and do not represent a safety hazard. Mark Blain thinks that the reason for the mortar repair drying to a different colour compared to the original mortar is because a different brand of cement was used. He agrees that the difference is noticeable. He advised RJ that the mortar could be replaced free of charge if the footpath is repaired; he did not say whether the mortar would be replaced free of charge if the Parish Council decides not to repair the footpath. RJ asked Mark Blain for a budgeted cost for extending the block work along the edge of the square bordering the village shop – Mark Blain provided a budgeted cost of £1,850, although this includes a large amount of topsoil that may not actually be required. The quotation for repairing the footpath alone is £330. It is unlikely that this money would be recovered from Smiths of Bletchington, whose lorry is believed to have caused the damage. It was decided that the Parish Council would consider extending the block work along the edge of the square bordering the village shop. RJ to get a quotation from Southern Construction for extending the block work, lowering the kerb at the shop edge of the footpath, replacing the broken slabs on the footpath and for repairing the discoloured mortar. The quotation to be broken down to show the cost of each piece of work separately. The quotation will be considered at a future meeting of the Parish Council. Another vehicle has been witnessed driving over the grass at the edge of the block work. The details of the vehicle involved were recorded by a local resident. It was decided that the Clerk would write to the owner of the vehicle advising them that the incident was witnessed (giving the date and time) and informing them that the Parish Council has spent a lot of money improving what is the centre piece of the village and that where money has to be spent carrying out remedial work caused by vehicles driving over the green, this cost is passed on to the individual/company causing the damage. The owner of the vehicle to be asked to instruct their drivers to be more careful in the future. RJ said that he has not been able to get hold of Nick Truman to ask him when he is planning to lower the existing posts on the square/install the new posts. July 2007 Flood follow-up Meeting with David McKnight of the Environment Agency JL met with David McKnight who is compiling a Flood Report on Aston, Cote, Shifford & Chimney for the Environment Agency. They discussed where the water came to during the Summer 2007 flood and which properties were flooded. Mr McKnight has a map identifying the main ditches in the parish – these ditches are in fact designated as river-ways and as such are the responsibility of the County Council to maintain, and not the riparian landowners. JL and David McKnight discussed the blockage of the ditch outlet into the Great Brook. Mr McKnight stated that there seems to be a problem with the way the ditches were constructed and dug out historically. JO said that he disputes this – the History Group holds historic maps of the ditches which show the calculation of Parish Infrastructure (continued) July 2007 Flood follow-up (continued) the ditch dimensions and falls – he is of the opinion that if there is a problem it is because the ditches have not been maintained properly, not that they were badly constructed. Map of landowners and ditches provided by WODC The Clerk met with Ted Baughan to work on the map. A draft copy of the map showing the landowners identified by Ted Baughan was put in the Folder for the Councillors to consider and provide comments on. Great Brook The Environment Agency has done as much tree clearance as they can for now (further work cannot be done until later in the year as the area will now be used by nesting birds). David McKnight advised JL that the desilting work will be carried out in July 2008. Ditch at end Bull Street/surface drainage on Bull Street Following a request from John Little, WODC was requested to clear the ditch at the end of Bull Street by letter on 19 February 2008. No response yet received. It now appears that the maintenance of this ditch is in fact the responsibility of Oxfordshire County Council – this should be clarified in the report being prepared by Nick Hands. Gordon Hunt (OCC) has advised that they will return in the week beginning 10 March to jet the drains in Bull Street. Combined parish multi-agency meetings The Clerk has contacted Phil Page to request that Aston, Cote, Shifford & Chimney Parish Council be invited to one of the multi-agency meetings that he is organising. No information about a proposed meeting has yet been received. Earlier in the meeting Brenda Smith suggested that the Parish Council should push for a joint agency meeting for Aston, Cote, Shifford & Chimney alone. She said that she has been told that Aston may not be invited to the combined Bampton meeting. Affordable Housing JL advised the meeting that he has received an email from Nicola Ball stating that the negotiations for the purchase of the land are continuing, and that it is now clear just how much land will be needed to carry out the scheme. PLANNING NEW PLANNING APPLICATIONS: 08/0311 Unit 3, Chimney Farm Barns, Chimney Conversion of redundant barn to form holiday let (to allow insertion of rooflights) No objections. 08/0320 4 Bovingtons Yard, Aston No objections, but WODC to be advised that it is the opinion of the Parish Council that the Design Statement for this application does not seem adequate. PLANNING (continued) PLANNING APPLICATIONS GRANTED: 07/2251 3 The Courtyard, Aston Erection of rear conservatory FINANCE Account Balances – circulated in the Clerk’s Briefing Notes Balance on Current Account at 29 February 2008 £215.04 Balance on Deposit Account at 29 February 2008 £22,261.77 Total Cash Holding at 29 February 2008 £22,476.81 The Bank Reconciliation to 31 December 2007 prepared by the Clerk and reviewed and approved by the Chairman was also provided in the Briefing Notes. JL advised Parish Councillors that it is their responsibility to check the financial information provided by the Clerk at the monthly meetings and to raise questions if they are unclear on any matters. The information provided by the Clerk means that the balances can be traced back monthly through the Minutes and the Briefing Notes. He advised Councillors that as Chairman he looks at the Cash Book and the Bank Statements on a quarterly basis when he is reviewing the Bank Reconciliation. Internal Auditor It was decided to retain the services of Nick Hoskins as internal auditor for the financial year 2007/08. The Parish Council consider the service he provides to be adequate for the Parish Council’s needs. Proposed by RW, seconded by JO. FEBRUARY INVOICES Office Rent for February 2008– already paid by Direct Debit 25.00 LGA 1972, s111 PRESENTED FOR APROVAL AND PAYMENT AT 6 MARCH 2008 MEETING Statute Clerk’s salary - H Sandhu 245.00 LGA 1972, s112 Clerk’s expenses – refreshments for PC meeting 1.16 LGA 1972, s111 WODC – Dog Bin emptying for February 2008 13.99 Litter Act 1983 Margaret Johnson Ltd - stationery 16.32 LGA 1972, s111 R Jones – Parish Councillor expenses for printing PC paperwork 3.85 LGA 1972, s111 Lynick Gardens – Maint. of War Memorial January 2008 59.22 WMA 1923, s1 C Smith – work in February 145.00 LGA 1972, s137 Smith of Derby – annual service for St James’ Clock 15/1/08 202.10 PCA 1957, ss2 & 6 Total 686.64 It was resolved to make the above payments. Proposed by RW, seconded by JO. The cheques were signed by JL and RW. Parish Councillors’ reports from meetings attended since last meeting RW provided an update on the Transport Representatives meeting he attended. There has been an increase in the transport budget of 2.1% for 2008/09, even though the existing budget is not fully spent. On 1 April people concessionary bus pass holders will be entitled to free unlimited travel around the country – it is not yet clear how this will work out in practice. The 100/200 buses into Oxford will now have new bus-stop signs that display the expected arrival time of the next buses. There is no plan to extend this to rural areas across the county, partly due to there being little electricity supply in those areas. RJ advised the Parish Council that he has received further reports from the West Oxfordshire Strategic Partnership meeting he attended in January. He will download and print them out to circulate them in the Folder for the April meeting. FOLDER – John Ordish Date of next meeting – 3RD APRIL 2008 - Village Hall, 7.30 pm Signed ……………………………………………………………..dated…………………