The following Councillors were present: Mr M Pearce, Mr S Fox, Mrs W Pearse. Also present were Mrs H Hibbert-Biles (District Councillor) and 4 members of the public. Mrs M Ismail, Parish Clerk was in attendance.
1. APOLOGIES Received from The Chairman.
2. MINUTES The Minutes of the meeting held on 6th April 2004 were agreed and signed. The Clerk requested that the minutes be kept in a loose-leaf binder in future as the minute book was nearly full. This was agreed.
3. ELECTION OF CHAIRMAN AND VICE CHAIRMAN
Mr N Braithwaite was re-elected as CHAIRMAN in his absence.
Proposed by: Mr M Pearce and Seconded by: Mrs W Pearse
Mrs W Pearse stepped down as VICE CHAIRMAN.
Mrs E Byles was elected as VICE CHAIRMAN. Proposed by: Mr S Fox and Seconded by: Mr M Pearce
As the Chairman was absent the following declaration is to be signed at the next meeting.
I …………………………………….. having been elected to the Office of Chairman for Ascott under Wychwood Parish Council do hereby declare that I take the said office upon myself and will duly and faithfully fulfil the duties thereof according to the best of my ability.
Dated this 14th June 2004 and duly signed ……………………………………..
The Declaration was made and subscribed before me …………………………………
Clerk to the Council
4. MATTERS ARISING
Sewerage: Nothing to report
Vandalism: No new incidents have been reported to the Parish Council. It was suggested that if things do not improve a public meeting should be called involving a higher police authority. The District Councillor asked if P C Badrick had spoken to the owner of the barns as they would be responsible if they are allowing children to use the barn and there is a fire. She had sent a copy of Mr Woods letter to Adey Cole and Bill Oddy at WODC and suggested that if we are writing again to send a copy to Ian Hudspeth. Clerk to speak to P C Badrick. Action: Clerk
Risk Assessment: Deferred to next meeting.
Village Shop: Mr Fox reported that the new manager is settling in very well. It has been agreed to increase the stock although this may lead to extra waste. Turnover is now up again at break even level. £7,500 has been paid off the mortgage and this will still leave adequate working capital. A grant has been obtained for the air conditioning and will be installed in 4-6 weeks.
Litter Bin: Has been requested but not yet installed.
Kerbing: A reply has been received from Colin Carritt, County Engineer to say that the works required in Shipton Road are not likely to be done in the foreseeable future due to lack of funds but they are looking at it again and re assessing the priority as it is now over a year since the work was requested. District Councillor suggested writing to David Robinson. Action: Clerk
Street Sign at Yew Tree Farm: The residents have agreed to meet the cost and the sign has been ordered.
Shop Sign: Clerk had obtained a quote from OCC of £144.94 to erect a direction sign pointing down High Street from London Lane. Councillors were shown drawings the sign and a design was chosen.
Post Box: Clerk had contacted the Collections Manager at Banbury Delivery Office. It is not possible to have an additional box but they have agreed to look into replacing the existing box for one with a larger opening. It was agreed to keep the post box in the same position in Shipton Road. A count of items needs to be done by the delivery office before they agree to install a new box. Clerk was asked to point out that people do not use the box because of the small opening and therefore there would be more items in the new one. Action: Clerk
Transport Survey: It was agreed to deliver on Saturday 15th May and collect the following Saturday. Survey was distributed to Councillors for delivery.
Ambulance First Responder Scheme: Clerk and District Councillor had spoken to Mr Tracey from the Ambulance service regarding this scheme. He felt the idea had been well received by other parish councils and the local doctors. He offered to come and explain the scheme further. District councillor disagreed and felt that the full implications had not been explained. It was agreed to ask Mr Tracey to come and talk about the scheme so that the concerns could be put to him directly. Action: Clerk
Cornbury Field: Clerk has requested proper management and regular cutting of the field behind the corner of London Lane and High Street to keep the thistles and ragwort down. They have agreed to monitor it.
Overgrown Bank near Signal Box: This is been reported to Network Rail.
A letter had been received from Pauline Carter of the Concertante Society to request a donation towards a concert she is producing. Ms Carter was present and explained that many local children from the village take part in the concert and outlined the costs involved. A £25.00 donation was agreed.
03/1960/P/FP CHANGE OF USE FROM AGRICULTURAL TO AGRICULTURAL/EQUESTRIAN ALLOWING LAND, COVERED ARENA, HORSE WALKER AND STABLES TO BE USED IN CONNECTION WITH EXISTING LIVERY BUSINESS AND NON-COMPLIANCE WITH CONDITION 4 OF PLANNING PERMISSION W2001/0730 TO ALLOW OUTDOOR ARENA ALSO TO BE USED FOR PURPOSE OF THE LIVERY (PART RETROSPECTIVE). Refused
03/2363/P/FP ERECTION OF SECURE SHED AND LOG/COAL SHELTER (RETROSPECTIVE) at OLD STATION YARD, ASCOTT UNDER WYCHWOOD
04/0477/P/FP ERECT REAR CONSERVATORY at 2 COOK ROW, HIGH STREET, ASCOTT UNDER WYCHWOOD Outstanding
Possible Infringement of Planning Permission: W2003/1217 ALL WEATHER GALLOP at BRASSWELL LANE FIELD. Erection of white rails and advertising posters reported to enforcement officer. Granted. This is within permitted planning permission.
04/0701/P/FP ERECTION OF SINGLE STOREY EXTENSTION TO REAR AND TWO STOREY EXTENSION TO SIDE TO PROVIDE NEW GARAGE AND UTILITY SITH STUDY ABOVE. INSERTION OF ONE DORMER WINDOW TO FRONT ELEVATION at CROWN COTTAGE, THE GREEN, ASCOTT UNDER WYCHWOOD New (alteration to roof of single storey extension)
04/0818/P/FP ERECTION OF TWO STOREY SIDE EXTENSION at 19 CHURCH VIEW, ASCOTT UNDER WYCHWOOD New
Two large storage containers at the top of Maple Way were reported to the planning dept. These are being used by West Oxfordshire Housing to store doors while they are working on the houses.
The Statement of Assurance for the year to 31st March 2004 was approved.
The Statement of Accounts for the year to 31st March 2004 was approved.
Received: Sports Club Sub £5.00
½ yr Precept £3778.00
VAT Repayment £82.91
Clerk advised that the insurance payment is due by 1st June and it has increased by £107.00. This was agreed.
8. COUNTY COUNCILLORS REPORT
9. DISTRICT COUNCILLORS REPORT
Mrs Hibbert-Biles had objected to the re-development of Woodstock care home and closure of Chipping Norton until a suitable alternative could be found. The Order of St John had been invited to comment but had not given adequate explanations. There will be a steering group meeting in June after the consultation period. Services at Chipping Norton hospital are under review and there is a suggestion that The Order of St John may take it over and rent it to the NHS. There are worries that it will lose its X-ray and minor injuries dept. The re-cycling scheme has been an overall success but there have been a few teething problems. It is taking a long time to sort out the rubbish at the kerbside and the operatives are having to learn the routes. Mrs Hibbert-Biles asked for any relevant information from the transport survey to be passed to her as she is serving on the bus services working party.
10. PUBLIC QUESTIONS
a) Mr Fred Russell wished to say that the condition of the grass on the playing field was not satisfactory especially for the coming cricket season. It was explained that it has been cut three times since April and since then the conditions have been too wet but it is due to be cut anytime now.
b) Mr Russell also wanted to know which rules and issues coming from the European Union affected the Parish Council the most. It was explained that risk assessment, freedom of information act, planning, health issues and farming were all affected by EU regulations which involved a lot of bureaucracy and caused a lot of unnecessary work.
c) Mr Russell also brought to the attention of the Parish Council that a Chalice, two cups and a pewter mug had been stolen from the church.
d) Mr Russell also asked about the communications mast near Honeydale Farm. He feels that the BBC is advertising its digital service under false pretences as the digital boxes do not work in the village. Mrs Pearse explained that the BBC do not own the mast and the only way to get digital channels is through a Sky satellite dish.
e) Mrs Curry reported that young people were still congregating in the barn at the end of High Street and using foul language. Mrs Curry was asked if she had reported this on the police incident number but she had not. Clerk will mention it again to PC Badrick when she contacts him about the barns. Action: Clerk
11. ANY OTHER BUSINESS
The Clerk had been on a training day about the Freedom of Information Act. The Parish Council is now required to provide a complaints procedure. The District Council will be sending guidelines on this and what information should kept and for how long. The Clerk asked permission to purchase a two-drawer filing cabinet in readiness for this. This was agreed.
Mr Fox and Mr Pearce will be attending a talk on parish plans at Shipton on 23rd June.
12. DATE OF NEXT MEETING
The meeting closed at 9.30 pm. The next meeting will held on 14th June 2004.