AGM

Parish Councillors:

• Philippa Carter
• Peter Rance
• Graham Ranson
• Brian Leach

Responsible Financial Officer:

• Stuart Fox

District Councillor:

• Jake Acock

Parish Clerk:

• Angela Barnes

1. ELECTION OF A CHAIRMAN AND VICE CHAIRMAN:

Cllr Rance proposed Cllr Carter be elected as Chairman, this was seconded by Cllr Ranson. Cllr Carter proposed Cllr Timms be elected as Vice Chairman, this was seconded by Cllr Rance. Please refer to Item No. 2 Apologies. Cllr Sandy Timms had signed her Declaration of Acceptance of Office and agreed, if voted, to be Vice Chairman.

The Clerk presented the newly elected officers with their Declaration of Acceptance of Office. These were duly signed and given back to the Clerk. The Clerk also presented them with their Register of Members’ Interests for completion and pointed out that these need to be returned to her for submission to WODC by Tuesday 5 June.

Brian Leach was welcomed as the new Parish Councillor to take the place of Mark Tribe. Cllr Leach agreed to take on the organisation of the Allotments.

2. APOLOGIES:

Apologies received from CCllr Liz Leffman. Cllr Sandy Timms sent her apologies, after falling ill just prior to the meeting.

3. MINUTES OF THE LAST MEETING

The recorded Minutes from the Meeting held on 10 April 2017 were agreed, duly signed, dated and filed.

4. DECLARATIONS OF INTEREST

There were no declarations of interest.

5. GENERAL DATA PROTECTION REGISTER (GDPR)

Cllr Leach had prepared a Data Protection consent form for the PC to use where necessary. All councillors were asked to give this some thought for more discussion at the June meeting.

6. FINANCIAL REPORT:

Income:

19th April Precept £11,250.00
1st May VAT Refund £1661.69

Expenditure:

14th May
Chq 101119 Zurich Insurance £1795.33
Chq 101120 Tiddy Hall £140.80

Financial Regulations

The Parish Council’s Financial Regulations were discussed and reviewed. Several points were raised and the Clerk was asked to bring this back as an agenda item at the June meeting.

Internal Audit

Stuart Fox (RFO) took the Minute Book with him to give to the Internal Auditor, Margaret Ismail.

Approval of Year End Accounts to 31 March 2018 and External Audit
Accounts for the Year End to 31 March 2018
Stuart Fox, Responsible Financial Officer (RFO) presented the final draft of the Accounts for the year end to 31 March 2018 to the meeting. The Accounts were discussed and approved as a true record. These were duly signed and dated by the Chairman and RFO. The Clerk was asked to file a copy of the Accounts with the Minutes in the Minute File. A copy of the Accounts would also be displayed on the Website

Annual Return for the Year to 31 March 2018

Stuart Fox (RFO) presented the Accounting Statements with the Annual Return for 2017/18 to the meeting. These were approved and duly signed by the Chairman as a true record.

Annual Governance Statement

The Annual Governance Statement was presented and the individual questions answered. This was approved as a true record and duly signed by the Chairman and the Parish Clerk.

7. REPORTS FROM COUNTY & DISTRICT COUNCILLORS:

No report from CCllr Liz Leffman.

DCllr Jake Acock introduced himself as the newly elected District Councillor. DCllr Acock gave brief summary of his workload and reported on his current case work;
Hogweed, in allotment plots,
Blue Badge – a parishioner that had had his Blue Badge stopped. DCllr Acock appealed twice on this case and was able to get the Blue Badge given back to the parishioner.
Refuse – DCllr Acock is looking at all aspects of this, including the possibility of smaller refuse vehicles being used for tiny lanes and roads.
Planning – particularly in Ascott
Speeding – DCllr Acock reported that Shipton, Milton, Lyneham and possibly Churchill and Chadlington were using a device to deter speeding. He asked if Ascott would also be interested, particularly for London Lane and the Chipping Norton Road. P Cllr Timms to look into this.

DCllr Acock reported that both he and CCllr Liz Leffman would be holding a 3 monthly coffee morning at the Wychwood Inn and is open to all Wychwood parishioners.

8. PUBLIC TIME:

There were no members of the public at the meeting.

9. PLANNING:

1. 18/01018/HHD 3 The Green Ascott under Wychwood Proposed first floor pitched roof side extension. Ongoing.
2. 17/04060/FUL Demolition of existing structures and erection of new buildings to accommodate an education facility, microprocessing space and farm machinery, two new family dwellings, new access and parking at Honeydale Farm, Station Road, Shipton-under-Wychwood – PC’s no objections submitted. Approved.
3. Appeal Ref: APP/D3125/W/17/3179654 – Allowed 15 December 2017: London Lane, Ascott-under-Wychwood, OX7 6AN Application Ref 17/01067/FUL, dated 30 March 2017, was refused by notice dated 10 July 2017. Development proposed on the application form is the “Construction of 5 dwellings”.
4. Richard Cutler from Bloombridge had contacted the Clerk to ask for an informal meeting to discuss a possible small development of dwellings on the site of the cow sheds at the end of High St. Cllr Carter had responded to Mr Cutler that she would agree to meet but after she had had time to consult High St residents for their views.

10. MATTERS ARISING:

(a)Wychwoods Working Together – Milton PC have confirmed Tuesday 5 June as preferred date, but 3 Councillors could still attend on Wednesday 6 June. Still awaiting confirmation from Shipton PC.
(b)OCC Grasscutting contract – Ongoing
(c)Sign at the Ascott Earl Sheepwash – ongoing
(d)Footpaths – ongoing
(e)Defibrillator – Tiddy Hall Trustees have voted to offer the PC a grant towards a second defibrillator to be installed at Tiddy Hall. Parish Clerk will investigate a grant from the Chipping Norton Lions Club.
(f) Concreting the Christmas tree sheath into the ground in order to stabilise the tree – to be added to an autumn agenda. Clerk to refer to Shane Barnes for best time for concreting. Cllr Carter suggested early autumn.

11. RISK ASSESSMENT & GROUND MAINTENANCE:

Cllr Carter reported that this was due to be carried out again and agreed to meet on Sunday 3 June at 10am on the Village Green with Cllrs Ranson and Leach.

Lloyd Kimber had written to ask who would be responsible for cutting the hedge on the North perimeter of the allotments. It was concluded that it would be the PC responsibility and Cllr Carter has asked Shane Barnes to undertake a light cut, taking care not to disturb nesting birds.

The Wychwood Project Volunteers are preparing to re-build the stone wall between the Pound and the Churchyard. Brian Mitchell, resident of the Parish, has cleared away all the ivy growing within the wall.

12. COMMUNITY EMERGENCY PLAN:

Nothing to report.

13. TRANSPORT

Buses

Cllr Rance reported that both the Villager and the WOCT bus timetables are now on our village website. However, since the April meeting, WOCT have expressed concern that usage of their 210 service has not matched expectations and consequently the imminent Grapevine journal will include both a reminder to all parishioners that these services must be used or lost, and a 210 service timetable flyer.

Trains

Cllr Rance attended the Cotswold Line Promotion Group (CLPG) AGM on 12th May, where Mark Hopwood the GWR Franchise MD gave a full briefing, and responded to numerous questions from the members including Cllr Rance. The keynote issues centred upon the reasons for and their efforts to overcome, the continued very poor service reliability on the whole Cotswold Line, and the potential impact of the new timetable from January 2019, still being drafted in consultation with CLPG.
Overall, it is some solace that the “Halts” service, both out and return, has been more reliable over the past month, reflecting the impact of very strong criticism that GWR had received. Their very poor communication with passengers, should also improve soon, with the appointment of an assistant to Claire King, the GWR Cotswold Line Station Manager, who has had her role expanded to include stations to Didcot! This said, there is no prospect of any additional services from Ascott this year, and as the new 2019 timetable aims to increase the through Hereford to London frequency from 2 to 3 trains per hour, with the IETs replacing HSTs, doubt even then of additions. Furthermore, Hopwood admitted that in 2019, the evening return “Halts” service will revert to a 3 or 2 car Turbo, where a 5 car IET currently runs! A potential major option being explored, is to split the stations served currently on one “Halts” train, over two trains, so as to minimise the line blockage the current all stations services create.

Cllr Rance had briefed Ascott commuters and some Finstock and Combe users of the above.

14. ROADS:

Potholes and other issues ongoing. DCllr Acock reported that a second Dragon Patch machine had been purchased in Oxfordshire to tackle the pothole problems.

15. REPORTS FROM ORGANISATIONS:

(a) Ascott-under-Wychwood Sports Club – Cllr Carter reported that the ladies toilets were leaking. These had been turned off and a notice installed. Cllr Carter will arrange a plumber to call..
(b) Ascott Village Charity – Nothing to report.
(c) Wychwood Library – nothing to report.
(d) Helpers of Ascott-under-Wychwood – nothing to report.

16. CORRESPONDENCE:

Election paperwork from WODC
Robert Courts MP
Various emails

17. ANY OTHER BUSINESS:

– A resident’s complaint about inconsiderate car parking by WVS teachers. Cllr Carter has responded to the resident saying that she will look into agreeing a better arrangement with the school.

There being no further business, the meeting was declared closed at 9.40pm. The next meeting will be held on Monday 11 June 2018.

Cllr Philippa Carter (Chairman)
Date: 11 June 2018

Parish Councillors:

• Philippa Carter
• Sandy Timms
• Peter Rance

Responsible Financial Officer:

• Stuart Fox

District Councillor:

• Tom Simcox

Parish Clerk:

• Angela Barnes

Members of the Public:

• Pete Moss (Coldstone Angling)
• Sarah Russell
• Graham Ranson

1. ELECTION OF A CHAIRMAN AND VICE CHAIRMAN:

Cllr Rance proposed Cllr Carter be elected as Chairman, this was seconded by Cllr Timms. Cllr Carter proposed Cllr Timms be elected as Vice Chairman, this was seconded by Cllr Rance.

2. APOLOGIES:

Apologies received from Cllr Tribe.

3. MINUTES OF THE LAST MEETING

The recorded Minutes from the Meeting held on 10 April 2017 were agreed, duly signed and dated, but not filed in the Minute File, as these were being submitted to the Internal Auditor. The Clerk confirmed these would be filed when the Minute File was returned and she would bring it with her to the June meeting.

4. DECLARATIONS OF INTEREST

There were no declarations of interest.

5. FINANCIAL REPORT:

Income

£12,500.00 Precept (second half)
£3,474.40 HMRC VAT Claim

Expenditure

£354.00 I D Godden (Boiler Pump) Chq No. 101064
£14.40 L Mellor Chq No. 101665
£215.60 B Townsend (Handrail) Chq No. 101666
£480.34 Pete Moss (Notice Boards) Chq No. 101667
£227.94 P Carter (paint for the Pavilion) Chq No. 101668

Internal Audit

Stuart Fox (RFO) reported that Margaret Ismail had completed the Internal Audit and the following Q&A was recorded:

Q1. The recorded Minutes of 11 April 2016 were not signed
A1: These Minutes were not signed at the May 2016 meeting as the Minute File was with the Internal Auditor. This has now been rectified, the Minutes have been agreed and duly signed and steps taken to ensure the recorded Minutes from the April 2017 Parish Meeting are approved, signed and duly filed upon return of the Minute File.

Q2: In the Minutes of 11 July 2016 interest of £7.58 received on 3 June 2016 and an overpayment refund of £7.42 from Smiths of Bletchingdon (RV9) have been transposed
A2: Stuart Fox (RFO) has noted this and will rectify.

Q3: The Grasscutting Grant from OCC is shown in the Cash Book on 31 August and on the Bank Statement, but no RV was issued.
A3: Stuart Fox (RFO) has noted this and will rectify, but it was noted that OCC pay the grant via BACs and do not issue paperwork at the point of payment.

Q4: Transfers and contra payments should be recorded in the Minutes when they are made
A4: Stuart Fox, Responsible Financial Officer will rectify this.

Q5: I cannot check the payments authorised for March as the Minutes were not provided, presumably because they will not be signed until your next meeting?
A5: This is correct and have subsequently been approved, signed and filed in the Minute File

Approval of Year End Accounts to 31 March 2017 and External Audit

Accounts for the Year End to 31 March 2017

Stuart Fox, Responsible Financial Officer (RFO) presented the final draft of the Accounts for the year end to 31 March 2017 to the meeting. The Accounts were discussed and approved as a true record. These were duly signed and dated by the Chairman and RFO. The Clerk was asked to file a copy of the Accounts with the Minutes in the Minute File. A copy of the Accounts would also be displayed on the Website.

Annual Return for the Year to 31 March 2017

Stuart Fox (RFO) presented the Account Statements with the Annual Return for 2016/17 to the meeting. These were approved and duly signed by the Chairman as a true record.

Annual Governance Statement

The Annual Governance Statement was presented and the individual questions answered. This was approved as a true record and duly signed by the Chairman and the Parish Clerk.

6. REPORTS FROM COUNTY & DISTRICT COUNCILLORS:

No report from CCllr Liz Leffman.
DCllr Tom Simcox reported that the planning application at 10 Maple Way had been given delegated authority. He confirmed that he would source the new contact at Cottsway as Will Munro had left. DCllr Simcox reported on community funding and that there was up to £50k available. He would email the forms to Cllr Carter and noted that the deadline is mid-September.

7. PUBLIC TIME:

Cllr Carter welcomed the members of the public and invited them to address the meeting. Pete Moss, representing Coldstone Angling, spoke to the meeting about putting a fence around the lake for the protection of the fish, due to the damage being caused by otters. Pete asked the Parish Council if they would consider making a donation to the cost of the fence. After more discussion, Cllr Rance proposed a donation of £300, this was seconded by Cllr Timms.

8. PLANNING:

APPLICATIONS ONGOING
(a) New Application – 17/00918/FUL Development on site of garages, south of Maple Way
(16/02793/FUL 18 Maple Way Erection of 6 dwellings & associated works)
(b) Ongoing Application – 17/00937/HHD 45 Shipton Road Erection of side conservatory – objection letter lodged and planning permission granted, with conditions regarding on-site parking.
(c) Appeal – APP/D3125/D/17/3168099 Chaundy Barn 45 High Street (16/03058/HHD Retrospective – partly granted / partly refused.

9. MATTERS ARISING:

(a) Co-option – Cllr Carter introduced Sarah Russell and Graham Ranson, who had come to have a look at how the PC works and to hopefully be co-opted on to the PC.
(b) County, District and Parish Council Surgery – DCllr Simcox confirmed the next meeting for Ascott will be on Saturday 24 June and would be held in The Swan Public House. Cllr Simcox to approach the Swan owners.
(c) Wychwood Church of England Primary School request for donation to MUGA Ongoing
(d) Wychwoods Working Together – Cllr Carter was updating the PC’s Emergency Plan Ongoing
(e) Speeding Vehicles – Cllr Timms is working on this – Ongoing
(f) WODC Community Grants – refer to DCllr Simcox report -Ongoing
(h) Defibrillator Pads – Clerk was asked to order replacement pads – Ongoing
(i) OCC Grasscutting Contract – Cllr Carter has discussed the proposed new contract with resident Richard Smith, who has suggested alterations to make the contract fair to both parties. A map of the areas has been prepared with Shane Barnes’ help
and all proposed paperwork will be sent to OCC for approval and signature. Thanks should be recorded to Richard Smith and Shane Barnes for their help.

10. RISK ASSESSMENT & GROUND MAINTENANCE:

Cllr Carter had updated the Risk Assessment and this had been circulated to all. She reported on;
(a) Martyrs Seats on the Green – a quotation had been received from Aaron Catterick at David Ogilvie Engineering Limited (the original supplier of the seats) to collect them, re-paint and return for installation. Cllr Carter proposed that the PC accept this quote for £740.00 + VAT, this was seconded by Cllr Timms. Cllr Carter would send the details to the Clerk to confirm acceptance of the quotation.
(b) Waste Bin at Dawls Close and Dog Bins on the Green and Playing Field – the Clerk was asked to order the replacement/installation of the 1 waste bins at the junction of Shipton Rd and Dawls Close. Cllr Timms was asked to check which dog bins definitely needed replacing and report back. The Clerk will then be asked to order replacements.
(c) Pavilion – redecoration – Cllr Carter asked the Clerk to minute a “thank you” to the volunteer painters, who have worked tirelessly – Mary Barnes, Don Barnes, Simon Gidman and Nick Carter. She reported that she had received a quotation from Milena Windows to replace the damaged windows/sealed units for £384.00 including VAT. Cllr Timms proposed the quotation should be accepted and the work commenced, this was seconded by Cllr Rance.
(d) Playing Field and Drainage Project – Cllr Carter reported that there have been problems with the new grass germinating in the new drainage lines due to the unusually dry winter and early spring. The contractors carried out the scheduled maintenance work last week but they advised that nothing more could be done until there was rain or a watering system. With rain forecast Cllr Carter and Laurence Mellor have now raked and re-seeded some lines and will finish the job as soon as more seed is delivered, hopefully with the help of volunteers. A seep-hose is on standby if there is another dry period over the next few months.
The consultant also visited the site last week; he gave advice about the seeding and rabbit holes. He also decided that he should call the contractors back to carry out some remedial work on the spring drainage line by the cricket pitch.
(e)Handrail on Playing Field – A new handrail has been installed thanks to Mike Townsend.
(f) Basket Swings – Cllr Carter asked the Clerk to record thanks to Laurence Mellor for carrying out the repairs which were required by the latest RoSPA report.

11. COMMUNITY EMERGENCY PLAN:

Nothing to report.

12. TRANSPORT

Buses

Shipton and Milton PC Transport Reps (Bartha Pitman & Patrick Ward) are exploring the draft proposal by the Witney Community Interest Company who are keen to introduce a new service covering the route Chipping – Witney via all Wychwood villages, on every weekday at 2 hours intervals giving 5 services each way! Cllr Rance has consulted a regular, bus dependent parishioner (Marie Moss) who agreed with him that Ascott alone could not justify such frequency, even to every day either. But if it did run and was viable overall, it is welcomed, but if it was reduced to fewer days that would be great too! Cllr Rance advised Pitman & Ward of this Ascott view, albeit adding “we don’t want to spoil the party” but must warn the company of the reality of our potential usage. He has also asked of them, how this service might affect our grant-aided volunteer Villager provider and would the new company seek grant aid too?

Trains

In response to a letter written to our MP by a parishioner, the GWR MD has written to confirm that they have no plans to make any changes to our service. Cllr Rance copied the letter to PC members and the CLPG Chairman asking that this matter be raised at the CLPG AGM on 13 May, which unfortunately Cllr Rance was unable to attend himself. At the AGM, CLPG were going to raise with the GWR Rep the strong support we have for a “Group Fare” special train stop from Ascott to Oxford and return on a Tuesday in June of GWR’s choice. No news yet!! Very regrettably, the concession that was gained for users of the only morning train from Ascott, Finstock and Coombe to honour the Cotswold Line Card reduced fare, despite it not being an off peak service, is to be withdrawn with effect from 21 May. This concession has existed for near on 6 years. Users were not consulted and under Cllr Rance’s protest, the GWR Cotswold Line Manager Claire King apologised but said the decision was taken higher up the chain to regularise practices and that card holders affected would be written to and offered means to recover the cost of their card. CLPG Membership leaflets are available in the Village Shop. Only continued pressure will keep GWR’s toes to the fire, as with a new timetable due in 2018, even our station may be under threat.

Finally on a brighter note, CLPG are running a special charter HST trip from Oxford to Minehead on the West Somerset Railway on Saturday 23 September, serving Ascott. Fares for non-members are £50 standard class and £90 first class.

13. ROADS:

(a) 30mph Roundels at each end of the Village – these were discussed as they had now been practically worn away – Cllr Carter has contacted Paul Wilson, Area Steward OCC – Ongoing
(b) Pavement at Ascott Earl – Ongoing.
(c) Potholes – this issue was discussed and it was agreed to take photographs of the dangerous potholes and write a joint letter to OCC. Ongoing

14. REPORTS FROM ORGANISATIONS:

(a) Ascott-under-Wychwood Sports Club – Cllr Carter and Laurence Mellor are meeting next week.
(b) Ascott Village Charity – Cllr Timms reported that a meeting was scheduled for next week.
(c) Wychwood Library – an invoice had been received and passed to the RFO for payment.
(d) Helpers of Ascott-under-Wychwood Cllr Carter reported that 15 Helpers had attended and cut the ivy back on the Church wall.

15. CORRESPONDENCE:

16. ANY OTHER BUSINESS:

There being no further business, the meeting was declared closed at 9.40pm. The next meeting will be held on Monday 12 June 2017.

Cllr Philippa Carter (Chairman)
Date: 12 June 2017

Parish Councillors:

• Philippa Carter
• Mark Tribe
• Peter Rance

District Councillor:

• Tom Simcox

Parish Clerk:

• Angela Barnes

Members of the Public:

• Laurence Mellor (Sport England Drainage)

1. ELECTION OF CHAIRMAN AND VICE CHAIRMAN:

Cllr Rance proposed Cllr Carter be re-elected as Chairman, this was seconded by Cllr Tribe. Cllr Carter proposed Cllr Timms be re-elected as Vice Chairman, this was seconded by Cllr Tribe.

2. APOLOGIES:

CCllr Rodney Rose, Cllr Sandy Timms.

3. MINUTES OF THE LAST MEETING:

The recorded Minutes from the Meeting held on 11 April 2016 were agreed, duly signed by the Chairman in the absence of the Vice Chairman, dated and filed.

4. DECLARATIONS OF INTEREST:

There were no declarations of interest.

5. CO-OPTION:

Ongoing.

6. FINANCIAL REPORT:

The Financial report was agreed by all as a true record, albeit Cllr Carter asked if all transactions recorded in the individual funds were necessary. Cllr Carter agreed to check this with Stuart Fox (Responsible Financial Officer).

Total Balance £54083.73

Income:

WODC Precept £15,500
P Plant Allotment Rent £20
A Holden Allotment £15
HMRC VAT refund 2015/16 £1010.88

Expenditure:

Zurich Insurance £1592.42
Smith & Son Stone £741.60
OCC Library Costs £262.30

7. COUNTY COUNCILLORS REPORT:

Apologies received.

8. DISTRICT COUNCILLORS REPORT:

DCllr Cox reported on the local elections, which were imminent. He reported that he had received the letter from the Parish Council supporting the request for 100% discretionary relief on the council tax charged to the Village shop and confirmed that he was still working on this.

9. PUBLIC TIME:

Please refer to Item 16 Sport England Drainage.

10. MATTERS ARISING:

a) Wychwoods Working Together – Cllr Carter will contact Shipton PC to discuss their plans for maintaining rural verges.
b) County, District and Parish Council Surgery – D Cllr Simcox was unable to attend and there were no members of the public. Cllr Carter discussed with C Cllr Rose A-u-W issues which are affected by the OCC budget cuts – namely roads, verges, drainage, pavements, Wychwood Day Centre, buses. OCC cannot as yet pass on responsibility for tarmacking roads and pavements for legal, insurance and quality control reasons. They are looking to purchase a new machine called the ‘Dragon’ which is expected to reduce the cost of road repairs drastically.
c) Church Lime Tree Project – no news yet from the Rev Abrey about quotations on the paths through the churchyard.
d) Oxfordshire Together – OCC want to devolve the responsibility for verge grass cutting to Parish Councils. They state that, if PCs do not take on this responsibility, then OCC will do the bare minimum which could mean only cutting the ‘splays’ (just a few metres) around main junctions. OCC plan to devolve all verge grass cutting within the Parish boundary – inside and outside the 30mph limit (termed urban and rural verges). We questions the ability of a small Parish like A-u-W to take on the responsibility for verges on the A361 and the Charlbury Road so discussions are ongoing.
e) The Pound – the Wychwood Project expert volunteers are leading a team to rebuild the derelict stone wall in the Pound. Volunteers from the village are assisting and learning. The old wall and vegetation has been cleared and work has started on the foundation of the new wall. The owners of 1 Shipton Rd and the PC have made equal donations to the cost of the stone and the Charity will consider our grant application for the same amount. The Cotswold Wardens will fund the balance.
f) Grass Cutting Contract – Ongoing
g) Verges damaged by heavy vehicles – C Cllr Rose has been made fully aware of the scale of the problem and we are discussing practical, safe and cost effective ways of deterring large vehicles from mounting the verges. OCC are aware that more and more large vehicles are cutting through the rural villages and they have launched a free online mapping tool to help companies plan their routes through the county.

11. BT TELEPHONE BOX:

(Shipton Road) – WODC has given planning permission to BT to remove the telephone box. BT will complete the works over the next 12 months Ongoing

12. PRIORY LANE:

With permission and guidance from OCC Highways, contractors working at 1 Priory Lane installed a pipe system to channel water draining from higher up the Lane directly into a new chamber connected to the road drainage. Unfortunately, the work coincided with an extremely wet period and Priory Lane became a quagmire. Complaints were made to the PC and OCC Highways. The contractors have improved the situation and the drain is working well. After a series of meetings with neighbours, owners, the PC and OCC it was agreed that nothing more was currently needed but the situation will be monitored. The OCC engineer agreed to make good one or two issues which they are responsible for while other work is taking place in that area later this year.

13. PLANNING:

NEW:

16/01103/HHD Fernhill Farmhouse, Shipton Road, Ascott-under-Wychwood

ONGOING
16/00882/HHD 9 The Green Ascott-under-Wychwood

APPROVED:
16/00608/HHD Willowbrook 51 High Street Ascott-under-Wychwood

14. RISK ASSESSMENT:

Shane Barnes has made good progress tidying up the common areas at the allotments.

15. MEMORIAL PLAYING FIELD & RECREATION GROUND:

(a) Replacement Sign – ongoing
(b) Trellis – ongoing
(c) Handrail – ongoing
(d) Newmans reported that the ground has been too wet to be able to cut the hedge and Priory Lane too boggy. It is now too late in the season. Mike Pearce has suggested that in future the PC change the timing to an autumn cut. The clerk was asked to contact Newmans in early October for a cut in November.

16. SPORT ENGLAND DRAINAGE:

We are very close to raising the required total for the Value Engineered Scheme. We are awaiting the Charity decision on our grant application. We have also secured a grant for the optional drainage lines in the cricket wicket which will stop the pavilion patio from flooding. Fundraising is still ongoing which might enable us to complete other optional works.

We have held a range of meetings to plan funding for the future annual maintenance programme, including one with the grounds expert of the Football Foundation. WVS School and Ascott Football Club have pledged their support and will increase their fees to be able to contribute not only to the upkeep of the pavilion but also £2,000 to the annual maintenance bill. The Football Foundation is part-funded by the FA, Sport England and the Government specifically to encourage grass roots football amongst young men and women so that they continue to keep fit. They have stated in writing that they are impressed by Ascott FC and would like to back them 100%.

Laurence Mellor and Cllr Carter recommended to the Parish Council that the Sport England Drainage Scheme go ahead. A vote was taken; Cllr Carter proposed that the drainage scheme should now commence, this was seconded by Cllr Tribe and agreed unanimously. Cllr Timms had asked the Clerk to report that, in her absence, it was minuted that she approved and the PC had her support and vote.

The main works will start at the beginning of July but the attenuator may be installed earlier. We will keep the community informed about pitch and playground closures. Neighbours will be notified.

17. ROADS:

(a) London Lane – to be monitored
(b) Potholes and Pavement outside Ascott Earl House – refer to items b) and g) under Matters Arising.
(c) Grips – OCC Drainage Engineer has stated that they will re-cut the grips on London Lane and Chipping Norton Hill this year. From then on it will be the responsibility of the Parish to maintain them.

18. ASCOTT-UNDER-WYCHWOOD SPORTS CLUB:

Cllr Carter reported that the football team is now officially re-named Ascott United. They have been promoted to Division 2 and won the Supplementary Cup. Laurence Mellor reported that he would be sourcing a display cabinet for the Cup (s) to be shown.

19. COMMUNITY EMERGENCY PLAN:

Nothing to report.

20. HELPERS OF ASCOTT-UNDER-WYCHWOOD:

Work is continuing on planting at the bank opposite the Signal Box. Many plants have been donated recently. A gate and a leaf mould storage area are being planned now that funds have been donated by Network Rail.

21. TRANSPORT:

Buses

C Cllr Rose reported at the Joint Councillors meeting that the Villager company has not yet contacted all parishes along their routes to discuss possible changes aimed at making the routes more viable in the future. Ascott-u-W will continue to take part in discussions through C Cllr Rose and the Oxfordshire Together scheme. Pulhams have yet to engage in discussions.

Trains

On 24th April, Alan Field, GWR Franchise Station Manager Cotswold Line, announced in an e mail to the CLPG Chairman that he will be resigning from GWR as of the end of July. He explained that after much deliberation he was doing so because to his regret, he didn’t think that his aspirations for improving services would be realised anytime soon. This could well explain the complete lack of GWR offering any service improvements for Ascott etc, despite Alan’s and CLPG championing. Cllr Rance aims to attend the CLPG AGM on Saturday 14th May, where he may hear more.

22. WYCHWOOD LIBRARY:

Nothing to report.

23. VILLAGE CHARITY:

Nothing to report.

24. CORRESPONDENCE:

Clerks & Councils Direct

25. ANY OTHER BUSINESS:

There have been complaints about a motorbike seriously exceeding the speed limit through the village and turning up Dawls Close.

There being no further business, Cllr Carter declared the meeting closed at 10.00pm and confirmed the next meeting would be the held on Monday 13 June 2016.

Cllr Philippa Carter (Chairman)

Parish Councillors:

• Philippa Carter (Chair)
• Sandy Timms (Vice)
• Laurence Mellor
• Mark Tribe
• Peter Rance

Parish Clerk:

• Angela Barnes

1. ELECTION OF CHAIRMAN and VICE CHAIRMAN:

Cllr Timms proposed Cllr Carter be elected as Chairman, this was seconded by Cllr Tribe. Cllr Carter proposed Cllr Timms be elected as Vice Chairman, this was seconded by Cllr Tribe.

Cllr Carter reported that Cllr Mellor wished to stand down as a Councillor with immediate effect. Cllr Carter reported that the PC would now need to commence the process of co-option and asked councilors to start work on this. The Clerk was asked to advise WODC accordingly.

1a. ELECTION OF CHAIRMAN, SECRETARY AND TREASURER – SPORTS CLUB COMMITTEE:

Cllr Carter asked the PC to consider electing a committee to run the Sports Club in light of the ongoing drainage project, liaising with the football team and other users and the day to day running of the Club. This was considered and unanimously agreed that a committee should be formed. Cllr Tribe proposed Cllr Carter be elected as Secretary to represent the PC, this was seconded by Cllr Timms. Cllr Carter reported that the committee would need to be a quorum and would need a Chairman and Treasurer. Cllr Rance proposed that Laurence Mellor be elected as Chairman and Nick Carter be elected as Treasurer, these proposals were both seconded by Cllr Tribe and agreed unanimously.

2. APOLOGIES:

Apologies received from CCllr Rodney Rose.

3. MINUTES OF THE LAST MEETING:

The recorded Minutes from the April Meeting were agreed and then duly signed, dated and filed.

4. DECLARATIONS OF INTEREST:

There were no declarations of interest to be recorded.

5. FINANCIAL REPORT:

Authorisation of payments

Payments:

Zurich Insurance £1,517.19 Chq No. 100968
S Fox Photocopying £10.00 Chq No. 100969
WODC (Election expenses) £70.45 Chq No. 100970
L Mellor (re-imbursed for cricket play equipment) £487.08 Chq No. 100971

Income:

WODC Play Equipment Grant £5,348.71
WODC Precept £15,535.22
OCC Grass Cutting Grant £527.75
HMRC VAT refund £6,382.30
Sports Club Rent £15.00

Cllr Carter presented an updated Precept Planning report noting the PC’s categories of expenditure and income. This was briefly reviewed and Cllr Carter asked all councillors to give this some thought. The Clerk was asked to carry this forward.

6. COUNTY COUNCILLORS REPORT:

No report, apologies received.

7. DISTRICT COUNCILLORS REPORT:

No report.

8. PUBLIC TIME:

There were no members of the public present at the meeting.

9. MATTERS ARISING:

(a) Hedge on Shipton Road – Ongoing

(b) Working together with the Wychwoods
The Clerk reported that the date of Wednesday 24 June at 7.30pm in the Swan Public House meeting room was now confirmed and that both Shipton and Milton parish councils will be attending. Cllr Carter proposed drinks nibbles. This was agreed unanimously and duly seconded by Cllr Tribe.

(c) Anti-social behaviour
This issue was now complete and the Clerk was asked to remove it from matters arising. Cllr Carter proposed writing to thank Thames Valley Police and the Rt Hon David Cameron for their input and help.

(d) Footbridge by Ascott Mill
Cllr Tribe reported that there had not been any progress and agreed to chase Dan Weeks – Ongoing

(e) Neighbourhood Action Group (NAG)
Nothing to report.

(f) Annual Parish Meeting
The Parish Council de-briefed and it was agreed that the meeting was well attended and good feedback received.

(g) County, District and Parish Joint Council Surgeries
The next Surgery was scheduled for Saturday 30 May at The Swan. Cllr Carter agreed to attend and Cllr Tribe would join her. The Clerk was asked to produce posters advertising this and to display them on the Notice Boards, the Village Shop and the Website. Cllr Carter had sent the information for inclusion in the latest Grapevine.

(h) Church Lime Tree Project
Cllr Carter reported that progress was steadily being made and that grant applications were currently being completed.

(i) OALC Update
This was discussed again and agreed that the monthly updates received from OALC should be emailed to all councilors.

10. PLANNING:

No new applications received.

11. ASCOTT-UNDER-WYCHWOOD RECREATION GROUND:

Nothing to report.

12. PROJECT SAFE PLAY:

(a) Cllr Carter reported that to celebrate the opening of Project SafePlay there will be a Cream Tea Afternoon and invitations will be sent out accordingly.

(b) Cllr Carter reported that the cost of the sign was ongoing.

13. SPORT ENGLAND – DRAINAGE:

Cllr Carter invited Laurence Mellor, newly elected Chairman of the Sports Club Committee to present a report on the progress of this project. Laurence reported that he was still in talks with the contractors and that a firm date was yet to be set, but hopefully completion would be Spring 2016.

14. ROADS:

(a) London Road South (Charlbury) private garden pond Mrs Beveridge
This will continue to be monitored.

(b) Standing water on the Shipton Road between Melplash Farm & Coldwell Brook
This will continue to be monitored.

(c) Pot-holes
Ongoing

15. ASCOTT-UNDER-WYCHWOOD SPORTS CLUB:

Cllr Carter invited Laurence Mellor, newly elected Chairman of the Sports Club Committee to present his report. Laurence reported that the Football team was thriving. He reported that he had spoken to Mike Ody with reference to the drainage project and that he would continue to include him in any progress. Laurence reported that contingencies were being considered for the football team and for the field to continue to be used when works commenced.

16. COMMUNITY EMERGENCY PLAN:

Nothing to report.

17. HELPERS OF ASCOTT-UNDER-WYCHWOOD:

Nothing to report.

18. PARISH PLAN:

Cllr Tribe reported that he was working on a draft questionnaire – ongoing

19. RISK ASSESSMENT:

The Risk Assessment was presented to the meeting and discussed and agreed;

(a) Trees – Cllr Rance agreed to meet up with a representative from Nicholsons in order for them to quote for their carrying out a tree inspection, which would include 5 Shilling Corner

(b) RoSPA Inspection – the Clerk reported that she had still not heard back from RoSPA Playsafety. She would chase again.

(c) Stone Wall in the Pound – it was reported that this is in very poor repair and that the owner of the wall would need to be established. The Clerk was asked to contact Nick Mottram at the Cotswold Conservation Board with regards to volunteer help in rebuilding the wall.

20. TRANSPORT:

Buses

Cllr Rance reported that he had received the results from OCC on the bus timetable and confirmed that the Villager services V12, V19 and V24 are unchanged. He reported that there would be a Parish Transport Representatives (PTR) meeting where OCC will announce a major initiative on bus services over and beyond those service changes affected in the new contracts which begin on 1st June 2015. Cllr Rance confirmed he would attend and feedback to the PC.

Trains

Cllr Rance reported that he, Cllr Carter and Alan Field, First Great Western Line Manager had met and Alan promised to look at existing train services to see if Ascott could have some additional stops.

21. WYCHWOOD LIBRARY:

Cllr Timms reported that the meeting had been cancelled and she was waiting for an update.

22. VILLAGE CHARITY:

Cllr Timms reported that a meeting was scheduled for the end of May and that she will report back accordingly.

23. CORRESPONDENCE:

Clerks & Councils direct

24. ANY OTHER BUSINESS:

(a) Cllr Carter reported that Langley Mill had commenced spreading the spoil from the site where they have built new stables. As stated in the planning application, this spoil is being spread from the back of the stables to the Shipton Rd and has raised the level of the field substantially. The plan was then to plant some trees. As Langley Mill is in Shipton Parish, Ascott PC were unaware of the planning application until after it had been passed. None of the work appears to affect the flood plain.

(b) Cllr Carter reported on the secure storage of some of the PC’s most valuable documents. The Rev Mark Abrey had advised that the Oxford Depository offered this service, free of charge. She asked all councillors to give this some thought. She suggested that a representative of the Oxford Depository be invited to talk to the PC in the Autumn and that a date in August would be useful to sort through the PC archives.

There being no further business, Cllr Carter declared the meeting closed at 10.15pm,
Cllr Philippa Carter
(Chairman)
Date: 8th June 2015