Parish Councillors Present:
- Stuart Fox (Chairman)
- Elaine Byles (Vice Chairman)
- Bridgette Crundwell
- Rob Morgan
- Angela Barnes
Apologies were received from Stuart Fox, Chairman who arrived at 8.20pm. Apologies were sent from Peter Greening who has decided to resign and step down from the Parish Council due to family committments. The Clerk confirmed she would ask Peter for his resignation in writing.
2. DECLARATIONS OF INTEREST:
There were no declarations of interest.
3. MINUTES OF THE LAST MEETING:
The Minutes from the meeting held on 13 July were agreed, duly signed, dated and filed.
4. CONTINGENCY PLAN:
- Bridgette Crundwell confirmed she was compiling a list of Volunteers.
- Rob Morgan was looking into obtaining a map.
- The councillors arranged to meet up in the Tiddy Hall prior to a practice run of the Contingency Plan on Wednesday 23 September to check the equipment.
- The Clerk was asked to check the availablility of the Tiddy Hall room on this date and to request a list of Keyholders to the old Scouts Cupboard.
- Sandbin; a letter had been received from WODC requesting the name, address and telephone number of the holder of the key and dry sand bags. The Clerk was asked to reply that there is no key, the sandbin is open and not secure at the front and to request more dry sand bags.
- A second letter had been received from WODC with regard to a Licence to set up emergency sand bag centres. The Clerk was asked to return the letter and ask WODC to redress this to Tiddy Hall Committee, for the attention of Roger Shepherd.
5. COUNTY COUNCILLORS REPORT:
6. DISTRICT COUNCILLORS REPORT:
7. MATTERS ARISING:
Clerk reported that she had written again listing the long overdue issues plus the two new ones;
- Road surface on High Street (outstanding and long overdue)
- Road surface on Chipping Norton hill (outstanding and long overdue)
- Lower Green land drainage surface water on both sides of the level crossing (new, but already requested and no response from OCC)
- No’s 30 and 32 High Street on the righthand side the Verge needs reinstating OCC have been asked to assess a more permanent solution and the possibility of erecting wooden posts (new, but already requested and no response from OCC)
The above outstanding Highways’ issues were discussed again and reported that no progress had been made. The Clerk was asked to speak with the County Councillor, Rodney Rose.
It was reported that the future of the management of the Club would be discussed at the October meeting.
It was reported that a new computer system was going to be installed.
Stuart Fox reported that he had written to NR and would chase for a response.
Sports Field Sign
Ongoing, Clerk to chase
Christmas Tree on the Green
A quotation had been received from Mr Barnes for the preparation works on the Green. This was accepted and the Clerk was asked to notify Mr Barnes accordingly, but checking the 400mm depth and if the plastic caps could be metal.
Natural History Project
Rob Morgan presented a plan he had received of the graveyard, which showed 109 graves marked and 260 unidentified. Rob reported that he had divided his plan into sections A to D and the end product would be a compiled list showing monument inscriptions for every identifiable grave.
- A letter requesting a donation had been received from the Citiziens Advice Bureau and it was agreed to send a donation of £50.
- Stuart Fox reported that he had been asked by Ms Sue Richards to request a “No Turning” sign at the entrance of Yew Tree Farm and to bring to the Council’s attention the broadband speeds and the future digital signal. These were all discussed and agreed that these issues were not within the Parish Council’s jurisdiction.
09/1171/P/FPConversion of garage to living accommodation and erection of garage/office at 12 London Lane (New)
09/1121/P/FP Alterations and erection of single storey front and rear extensions with balcony above rear extension at Chaundy Barn 45 High Street Ascott-under-Wychwood (New)
AB/08/1757/P/FP Erection of detached dwelling and garage at Land adj 9 High Street, Ascott-under-Wychwood
Appeal to Secretary of State; Appeal Dismissed by the Planning Inspectorate
10. FINANCIAL REPORT:
- 100692 Wychwood School donation £50.00
- 100693 Pestakers £48.00
- 100694 WODC RoSPA Inspection £54.45
- 100695 BDO Stoy Hayward £184.00
- 100696 N Burman Tree Contractor £1,345.00
It was reported that the external audit was complete. BDO Stoy Hayward did send an Issues Arising Report with regard to Section 137 expenditure and advised that the donation made to the Citizens Advice Bureau which should have been authorised under S142(2A) of the Local Government Act 1972, power to assist voluntary organisations to provide advice and information to individuals.
The council incorrectly recorded items as Section 137 payments when other statutory powers existed. A payment cannot be recorded under S137 if another statutory power exists. The Parish Council were advised that they must ensure in future years that they review the list of statutory powers available to council to establish if a power exists before relying on S137 to authorise a payment. The statutory power being used to authorise expenditure should be recorded alongside the item to demonstrate the council or meeting has properly followed their standing orders and financial regulations.
11. ANY OTHER BUSINESS:
Rob Morgan asked if the hedge at the corner of London Lane and Shipton Road could be reduced in height. The Clerk was asked to write to Cornbury Estate and request that the hedge be cut and reduced in height to enhance visibility. It was felt this had now become a traffic safety issue.
Rob Morgan reported on the bus from RH Transport from Witney stopping near the Village Green. This was dangerous and the Clerk was asked to contact RH Transport accordingly.
Elaine Byles queried the frequency in which the dog bins were emptied. The dog bins were discussed in particular the one sited by the Pound and it was suggested this could be moved back towards the Swan Public House. The Clerk was asked to enquire if this could be done and also ask how frequent the bins were emptied in the Village.
12. PUBLIC QUESTIONS:
No public question.
There being no further business, Stuart Fox closed the meeting at 10.00pm and confirmed the next meeting would be Monday 12 October 2009.