Parish Council 2003

The following councillors were present: Mr N Braithwaite (Chairman), Mr M Pearce, Mr S Fox, Mrs W Pearse, Mrs E Byles. Mrs M Ismail, Parish Clerk was in attendance.

1. APOLOGIES Received from Mr R Rose, County Councillor and Mrs H Hibbert-Biles, District Councillor.

2. MINUTES

An amendment to item 10. b) of the minutes of the meeting held on 10th November was discussed. The minutes were then agreed but left for signing until the amendment could be re-typed.

3. MATTERS ARISING

Sewerage: A meeting was held on 11th December between Thames Water and the District Council. The District Councillor was expected to report but she is unwell.

Vandalism: Clerk had reported recent incidents to P C Badrick and he will investigate.

Publication Scheme: No progress on risk assessment

Village Shop: Mr Fox reported that in the first week the shop reached its break-even turnover figure and in the 2nd week it was 5% under. It is hoped that when it starts to stock wine and meat and with the Christmas trade this target will be reached again. It will still depend on the Parish Council donation and further fund raising for the near future. The official opening had gone very well. It was felt that there was more litter around the village since the shop has opened. Chairman and Clerk to look at the best place to put a rubbish bin. Action: Chairman/Clerk

Kerbing on Shipton Road: Highways cannot give this priority and will repair within the next 3 months.

Plaque on Pavilion: Nothing to report

Sign Post: Highways estimate this will take approximately 6 weeks.

Salt Container: The broken container has been replaced.

Give Way Sign: This has been adjusted and is now at a better angle but it is broken and needs replacing. Highways estimate 6 weeks.

Playing Field Gate Post: Work completed.

Hedge Opposite The Green: This has been cut back but the grass verge is still very untidy and overgrown making the pavement narrow. Clerk to ask Highways to cut grass verges back on London Lane. Action: Clerk

Building in Coal Yard: WODC Planning Department are looking at a possible breach of planning permission.

Letter from Sue Richards: Clerk had replied to Sue Richards letter and she was happy with the outcome of the points raised. Highways have been asked to estimate for a signpost to 43-51 High Street.

Woodland Trust: Clerk had replied refusing the request for a donation.

Wychwood Day Centre: Clerk had replied refusing request for donation but explained that we would donate when funds allow.

Oxford Record Office: Clerk replied giving permission for image of tapestries to be used on their web site.

Insurance – Tree on Green: Work has now been done and Clerk to send report to Cornhill Insurance. Action: Clerk

Crown Farm- Fire: District Councillor was to report to Environmental Health.

Poors Estate: The issue of adverse possession has now been resolved and is no longer a Parish Council matter..

4. CORRESPONDENCE

WODC have requested the precept figure for next year. It was agreed this would stay the same at £7555.

Mr Pearce had received a letter from Wychwood School asking for help to refurbish their swimming pool. Although children from Ascott go the school this was reluctantly refused. Mr Pearce to reply. Action: Mr Pearce
It was agreed that Mr Fox would look at the finances again to see if there was a way to help the school and the Wychwood Day Centre.

Notice has been received of the application for an Off Licence for the shop. The hearing will be held on 17th December 2003.

5. PLANNING

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). New

This application was discussed and it was agreed that the plans and wording of the application is very unclear and that further clarification is required before the Parish Council can comment on the plans. Chairman to write to planning officer.
Action: Chairman

03/2206/P/FP INSERTION OF ADDITIONAL THIRD DORMER WINDOW IN FRONT ELEVATION at D’OYLEY HOUSE, HIGH STREET, ASCOTT UNDER WYCHWOOD Outstanding
03/1773/P/FP ERECTION OF TWO STOREY REAR EXTENSION AND TWO SINGLE STOREY SIDE EXTENSIONS at 49 SHIPTON ROAD, ASCOTT UNDER WYCHWOOD Granted

03/2206/P/FP ERECTION OF SINGLE STOREY EXTENSION TO SIDE ELEVATION at THE BRIARS, 2 MEADOW BANK CLOSE, ASCOTT UNDER WYCHWOOD New

6. FINANCIAL REPORT

Payments: S Barnes Grass cutting 1599.00
P Pratley Iron Gate Post 36.42
W Greenaway Work to Kerbing on Green 272.60
WODC Waste Collection 87.07
A Jackson Work to Tree on Green 180.00

7. COUNTY COUNCILLORS REPORT

No report

8. DISTRICT COUNCILLORS REPORT

No Report

9. PUBLIC QUESTIONS

No public questions

10. ANY OTHER BUSINESS

a) Mrs Byles asked if it would be possible to have a brown tourist sign to the shop attached to the signpost at the end of High Street. Clerk to contact Highways
Action: Clerk

b) Mr Pearce suggested that Anne Braithwaite should be given a bouquet of flowers in appreciation for her work on the grapevine over the past 10 years. This was agreed. Clerk to organise.
Action: Clerk

c) The Chairman had received complaints about parking on the road leading to the Church. There were concerns that emergency services would not be able to reach the church. It is not clear if this is a public road. Clerk to mention in Grapevine report.
Action: Clerk

d) Radio Oxford had asked if anyone would be like to do a live phone chat to talk about the village. Chairman to ask Fred Russell.
Action: Chairman

11. DATE OF NEXT MEETING

The meeting closed at 8.50 pm. The next meeting will be held on Monday 12th January 2004.

The following Councillors were present: Mr N Braithwaite (Chairman), Mr M Pearce, Mr S Fox, Mrs W Pearse Mrs E Byles. Also present were Mrs H Hibbert-Biles (District Councillor) and 2 members of the public. Mrs M Ismail, Parish Clerk was in attendance.

1. APOLOGIES Received from Rodney Rose, County Councillor. Mrs Hibbert-Biles apologised for not sending her apologies for the last meeting.

2. MINUTES The minutes of the meeting held on 13th October 2003 were agreed and signed.

3. MATTERS ARISING

Sewerage: The Clerk had spoken to John Clark at WODC and reported that there had been a meeting with WODC and Thames Water on 10th October. Thames Water have appointed a specialist from Halcrow and he had confirmed defects and blockages in the highway gullies, drains, ditches and culverts under the railway. Thames Water have agreed to do the work but will not say when. Clerk had also spoken to Margaret Skivington at Thames Water but she could not confirm whether the CCTV survey had been done. A meeting is to be held with WODC and Thames Water on 11th November. District Councillor will attend and report back.

Vandalism: Nothing further reported on the playing field and pavilion but there have been problems with graffiti at Tiddy Hall. Clerk to contact Roger Shepherd for details and to contact the police if appropriate.
Action: Clerk

Publication Scheme: No progress on risk assessment

Village Shop: John Cull gave a report on progress. Purchase confirmation is awaited but should be completed any day now. Sue Richards of the Management Committee has been appointed as Shop Manager. The project is within budget and all money is in place in the form of grants, mortgage etc. Volunteer training has been organised. A low key opening is planned for 24th November to give the staff time to settle in before the official opening by Ben Kingsley on 29th November at 11.00 am. The Parish Council was asked to provide a list of people who should have official invitations to the Grand Opening. When the shop is open a Monitoring Committee will be formed consisting of John Cull, Darrell Penning, Stuart Fox, Sue Richards and two of the volunteer staff. It is hoped to have a good period up to Christmas with extra Christmas goods in the shop and orders for turkeys. The Chairman thanked John Cull for his report and said that it was a great achievement that the shop is ready to open in such a short time.

Kerbing Shipton Road: Reported to Highways

Dawls Close Sign: This has been done

Playing Field Hedge: The work has been done

Jubilee Mugs: Chairman is in touch with Mr Flatt

Plaque on Pavilion: Form returned to Sport England

Kerbing around The Green: The damaged kerbing has been repaired

Signpost: New arm on signpost requested from Highways

Salt Container: Broken container reported to Highways. There may be a charge

Give Way Sign: Reported to Highways

Bar Gate at Playing Field: Work has been done on loose post and estimate received to replace the other post. The estimate was agreed. Clerk to order work.
Action: Clerk

Martyrs Seat: Small stones have been removed to avoid children throwing them around The Green.

Hedge Opposite The Green: The Clerk has contacted Cornbury several times but no action as been taken so far. Clerk will talk to the Agent at Cornbury.
Action: Clerk

Building in Coal Yard: Clerk has received confirmation that planning officers are investigating a possible lack planning permission.

4. CORRESPONDENCE

a) A letter had been received from Sue Richards of 45 High Street suggesting several things that might improve the village. The various suggestions were discussed. Clerk to reply. Action: Clerk

b) A letter had been received from Thames Valley Police asking individuals to complete a questionnaire which they can download from the Internet or telephone for a hardcopy. A notice has been put on the notice board with the relevant information.

c) Oxfordshire Woodland Trust had written requesting a donation. This was refused. Clerk to reply. Action: Clerk

d) The Wychwoods Day Centre had requested a donation. The Chairman felt this was difficult to refuse because people from the village attend the centre and we have always given a £50 donation. Mr Fox felt that all Parish Council was committed this year and they could not be a special case. The request was refused. Clerk to write explaining that we are unable to contribute at present but hope to do so in the future.
Action: Clerk

e) Oxford Record Office who organised an exhibition of local work last year have written to ask permission to use the image of the tapestries used in the exhibition on their web site. This was agreed. Clerk to reply Action: Clerk

f) Cornhill Insurance had written for information about the required work on the tree on the green. Chairman had spoken to Andrew Jackson but he prefers to wait until all the leaves are off the tree before starting work on it. Chairman will speak to him again and report back to Clerk. Action Chairman/Clerk

g) Notice has been received of temporary closure of the railway line for track renewal from 11pm on 5th January to 6.30 am on 6th January.

5. PLANNING

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). New

This application was discussed and it was agreed that the plans and wording of the application is very unclear and that further clarification is required before the Parish Council can comment on the plans. Chairman to write to planning officer.
Action: Chairman

03/1773/P/FP ERECTION OF TWO STOREY REAR EXTENSION AND TWO SINGLE STOREY SIDE EXTENSIONS at 49 SHIPTON ROAD, ASCOTT UNDER WYCHWOOD Outstanding

W2002/0866 CHANGE OF USE OF GROUND FLOOR SHOP TO RESIDENTIAL at CORNER HOUSE FARM, HIGH STREET, ASCOTT UNDER WYCHWOOD.
Granted

W2003/1639 ERECTION OF CONSERVATORY at 51 SHIPTON ROAD, ASCOTT UNDER WYCHWOOD Granted

6. FINANICAL REPORT

Mr Fox reported that the Audit is now complete and The Annual Return has been approved and accepted. Notices will be displayed to that effect. A report showing income and expenditure from 1st April to 31st October and comparison with forecast was circulated.
In: Paid Out:
Precept 3777.00 Audit 141.00
Grass cutting Grant 507.00 OPFA Subs 25.00
Clerks ¼ yr Salary 436.80
Clerks Tel 7.50
Petty Cash 40.00
7. COUNTY COUNILLORS REPORT

There was no report

8. DISTRICT COUNCILLORS REPORT

Mrs Hibbert-Biles reported that the Overview and Scrutiny Committee have been in negotiations with the Ambulance Trust to try and reach agreement for arrangements before the trust take over responsibility on 1st December. The situation is on going. It was hoped that Langston House might move to Tall Trees in Shipton but it has been purchased for development. However, the current planning consent is for community use only and it may come back on the market. Mrs Hibbert-Biles had attended a Highways Seminar and urged the Parish Council to let her know if any planning applications have highways implications. WODC budget is coming up for review and it is possible that council tax will rise again.

9. PUBLIC QUESTIONS

See any other business

10 ANY OTHER BUSINESS

a) Mrs Pearse had received complaints about the bonfire that Crown Farm has going permanently in the field at the top of London Lane. There have been several complains about this. District Councillor will report to Environmental Health
Action: Mrs H Hibbert-Biles

Declaration of Interest

b) Lower Green: Councillor Elaine Byles declared an interest in the next item. Before leaving the room she wished to make a statement. She explained that she and her brother Philip Pratley had offered to purchase the land from the Charity but had been advised this was not possible. The claim for adverse possession was an alternative way of allowing the land to be transferred to them. It was their intention to make a substantial donation to the Charity to reflect the value of the land.

b) Councillor Elaine Byles and her brother Philip Pratley have applied to the Land Registry to claim adverse possession on the land known as Lower Green. This land was given to the village by Lord Churchill in 1838 so that the revenue from the rent of the land could be used for the poor of the village. Mrs Byles and Mr Pratley claim they have grazed their horses on the land for over 12 years without paying rent and therefore have adverse possession rights. Mr Shane Barnes claims that his investigations have shown that rent has been paid during the last 12 years for animal grazing to his family and that other people were grazing the land in 1991. Mr Barnes maintains that his records show that he has rolled, fenced, and cut back trees on the land during this time. The claim has been registered with the Land Registry and the last date to challenge the claim is 27th December 2003. Mr Pearce, a Trustee of the Poor’s Estate had attended a meeting of the Trustees and the situation was discussed.
It was agreed that the Clerk would contact OALC to find out if the Parish Council would be allowed to provide funds to help the Poor’s Estate with legal fees.
Action: Clerk

11. DATE OF NEXT MEETING

The meeting closed at 10.10 pm. The next meeting will be held on Monday 8th December 2003.

The following Councillors were present: Mr N Braithwaite (Chairman), Mr M Pearce, Mr S Fox, Mrs W Pearse, Mrs E Byles.

1. APOLOGIES Received from Rodney Rose, District Councillor.

2. MINUTES The minutes of the meeting held on 8th September 2003 were agreed and signed.

3. MATTERS ARISING

Sewerage: Nothing has been heard from Thames Water. Clerk to contact.
Action: Clerk

Vandalism: Nothing to report

Overgrown Hedge: The overgrown hedge on Chipping Norton Road has been cut back by Highways whilst they were painting white lines over the road bridge. Mr Izod has not cut the hedge this year.

Publication Scheme: No progress on risk assessment for publication scheme.

Village Shop: Practical completion date will be 16th October 2003. All funds are in place. Plastering is due to be started on 15th October followed by painting and then floor covering. No response so far to advertisement for Manager. Short-term plan will be for six volunteers to manage the shop for part of one day a week each.

Kerbing on Shipton Road: No progress. Clerk to chase.
Action: Clerk

Dawls Close Sign: No progress. Clerk to Chase
Action: Clerk

Hedge in Playing Field: No Progress. Chairman to Chase:
Action: Chairman

Jubilee Mugs: Nothing heard from Mr Flatt.

4. CORRESPONDENCE

A letter had been received from Sport England and it was agreed to have a new plaque on the Pavilion. Clerk to return form. Action: Clerk

5. FINANCIAL REPORT

Mr Fox had received a letter from HLB AV Audit saying that we had been chosen at random to supply additional information. Mr Fox had dealt with this.

6. REPORT FROM COUNTY COUNCILLOR

No report.

7. REPORT FROM DISTRICT COUNCILLOR

No report.

8. PUBLIC QUESTIONS

No members of the public were present.

9. ANY OTHER BUSINESS

a) The kerbing around the village green on the London Lane/green corner has been damaged. Clerk to ask Bill Greenaway to repair it. Action; Clerk

b) Clerk to write to Highways to see if they will provide a new arm for the signpost by the level crossing saying to Shipton under Wychwood. Action: Clerk

c) The salt container outside Mr Fox’s house in London Lane has been damaged. Clerk to organise replacement. Action: Clerk

d) The Give-Way sign at the top of London Lane needs adjusting. At present it cannot be seen by drivers. Clerk to contact highways. Action: Clerk

e) The bar gate in the playing field that restricts vehicles driving up to the pavilion needs refixing. The post it hangs on is loose. Clerk to ask Bill Greenaway to repair it.
Action: Clerk

f) It has been reported that children are throwing the loose stones between the martyrs seat and the chestnut tree onto the green. Chairman to deal with this.
Action: Chairman

g) The hedge in London Lane opposite the green is very overgrown has still not been cut back. Clerk to write to Cornbury again. Action: Clerk

h) A new breeze block building has been erected in the coal yard. Clerk to write to the planners. Action: Clerk

10. DATE OF NEXT MEETING

The meeting closed at 8.35 pm. The next meeting will be held on 10th November 2003.

The following councillors were present: Mr N Braithwaite (Chairman), Mr M Pearce, Mr S Fox, Mrs W Pearse, Mrs E Byles, Mr R Rose (County Councillor), Mrs H Hibbert-Biles (District Councillor). Also present: Mr D Penning of the Village Shop Management Committee. Mrs M Ismail, Parish Clerk was in attendance.

1. APOLOGIES: There were no apologies for absence.

2. MINUTES: The Minutes of the meeting held on 14th July 2003 were agreed and signed.

3. MATTERS ARISING:

Sewerage: There has been no further progress.

Vandalism: The police have increased their patrols of the area and have talked to children in the playing field. Mr Pearce and the Clerk had a meeting with Adey Cole from WODC Community Safety who explained how to use incident diaries and how Anti Social Behaviour Orders are used. The Clerk has the incident diaries but none have been requested An article was written for the Grapevine and there have been no further incidents. The Sports Club will be responsible for repairing the tiles on the pavilion roof.

Overgrown Hedge: The Clerk had again written to Mr Izod about the hedge near the river bridge on Chipping Norton Road but it has not been cut back.

Publication Scheme: No progress on risk assessment.

Village Shop: Mr Darrell Penning reported that both building and fund raising for the shop project are going very well. The building is almost complete and first fix electricity and plumbing are complete. An additional £10,000 has been secured from Leaderplus funding. The official opening day will be 29th November. Twenty five volunteers have committed to working in the shop and two people have had informal interviews for the Manager’s position. Opening is expected to be from 7.00 am to 6.00 pm on weekdays depending on volunteers and demand, weekends to be decided. It was suggested that some protection might be required to stop the shop being raided through the front windows. This is not an insurance issue but bollards in front of the windows may be considered.

Kerbing on Shipton Road: This was reported in July but the work has not yet been done.

Dawls Close Sign: Reported but no progress.

Charity Commissioners: Mr Pearce had spoken to Mr Taylor and he is willing to carry on as Secretary to the Poor’s Estate.

Change of Declaration of Interest: The WODC Monitoring Officer has accepted a letter signed by each councillor listing all the committee’s they sit on.

4. CORRESPONDENCE

A letter had been received from West Oxfordshire Citizens Advice Bureau requesting a donation to their funds. This was not agreed as all Parish Council funds will be required for the shop project for the foreseeable future.

5. PLANNING

W2003/0577 ALTERATIONS TO BARN AND CHANGE OF USE FROM
AGRICULTURAL TO AGRICULTURAL/EQUESTRAIN at CROWN FARM, ASCOTT UNDER WYCHWOOD Outstanding A meeting has taken place between the planning officer the crown agent. The planning officer is to recommend withdrawal of the current application and a new plan to be submitted to take into account all activities at Crown Farm.

W2002/0866 CHANGE OF USE OF GROUND FLOOR SHOP TO RESIDENTIAL at CORNER HOUSE FARM, HIGH STREET, ASCOTT UNDER WYCHWOOD. Outstanding

W2003/1639 ERECTION OF CONSERVATORY at 51 SHIPTON ROAD, ASCOTT UNDER WYCHWOOD New

6. FINANCIAL REPORT

The Financial regulations as proposed by the National Association of Local Councils were discussed. After the following amendments the Financial Regulations were adopted by the Parish Council.

Item 3: The Clerk may incur expenditure on behalf of the council for any work that is required to be done immediately subject to a limit of £100.

Item 18: Contracts – para 1. The council is not subject to competitive tendering if the value of the contract is below £500.

Mr Fox circulated a table showing Income and Expenditure from 1st April – 14th July 2003 and a comparison with the forecast. The Chairman thanked Mr Fox for his hard work in producing both the financial regulations and these figures.

Cheques paid Out:

18.08.03: £1000.00 to Ascott under Wychwood Village Shop Association from the Parish Council. This was approved by councillors.

7. REPORTS FROM COUNTY AND DISTRICT COUNCILLORS

COUNTY COUNCILLOR

Mr Rose reported that he had been on a committee for Homes for Older People which had been looking into a report which recommended that it would cost £120,000 to save Langston House. It is hoped to use funds from the District Council but WODC housing have not been too helpful. He feels that if the home is to be saved it needs to be a long term solution and he is concerned that EU regulations could mean that the process may have to be repeated and this must be avoided.

DISTRICT COUNCILLOR

Mrs Hibbert-Biles feared that council taxes would rise again this year mainly due to interest rates and bad returns on investments. Although she stressed that they would not triple as had been reported in the press. There are still problems with the Cherwell and South West Ambulance Trust and the committee is trying to work these out. The campaign to save Langston House is still on-going and the decision has been deferred again to December.

8. PUBLIC QUESTIONS

There were no public questions

9. ANY OTHER BUSINESS

· Mr Fox reported that the village charity was now registered and is primarily for the shop but also will be used for future projects.

· Mr Pearce reported that the hedge between the playing field and Priory Lane should have been cut in March but it was too wet. He will contact the contractors to do it during the autumn. Action: Mr Pearce

· A question was raised about whether dogs should be allowed in the playing field for the Fun Run on 14th September. It was agreed that they will be allowed but the organisers must be responsible for cleaning up any mess caused by the dogs.

· The Clerk had been contacted by Radio Oxford and asked it there was anything we needed to publicise. The District Councillor said she would speak to them about Langston House and we should advertise the shop. It was brought to the councillor’s attention that under the funding rules any advertising for the shop should mention leaderplus. Action: Clerk

· Mr Flatt who collects Jubilee Mugs wants to know if we have any left over. The Clerk will put him in touch with the Chairman who has the mugs price £10.00 each. Action: Clerk

· Darrell Penning reported that Cornbury had cut the field behind Corner House Farm but had not done anything about the ragwort.

· The Clerk and councillors completed a survey of Parish & Town Councils from Oxford County Council.

10. DATE OF NEXT MEETING

The meeting closed at 9 pm and the next meeting will held on Monday 13th October 2003.

The following councillors were present: Mr N Braithwaite (Chairman), Mr M Pearce, Mr S Fox, Mrs W Pearse, Mrs E Byles, Mr R Rose (County Councillor) Mrs H Hibbert-Biles (District Councillor). Also present Mr W Oddy, Community Safety Officer from West Oxfordshire District Council. Mrs M Ismail, Parish Clerk was in attendance.

1. CRIME AND DISORDER

The Chairman invited Mr Oddy, Community Safety Officer for WODC to talk about how the Crime and Disorder Act affects the Parish Council. WODC provides a small service supporting the police with such things as drugs, alcohol abuse and public disorder incidents. The Parish Council is expected to be aware of the Crime and Disorder Act in all actions they take; for example, if a bench is placed in a dark area it may attract young people and anti social behaviour. He also talked about the new system of Anti Social Behaviour Orders in relation to the recent vandalism on the play equipment and pavilion. This is dealt with under Matters Arising. Help and advice on such matters can be obtained from the Community Safety Department at WODC.

2. APOLOGIES There were no apologies for absence

3. MINUTES The District Councillor pointed out that she was not on the Highways Committee as stated in the last minutes. This was corrected and the minutes of the meeting held on 9th June were then agreed and signed.

4. MATTERS ARISING

Sewerage: The report from Thames Water was expected by the end of June but nothing has been received. Clerk to contact Environment Agency/Thames Water. Action: Clerk

Vandalism: This continues to be a problem. More obscene graffiti has been found on the play equipment and stones are being thrown onto the pavilion roof. Damage has also been done to a garden adjoining the playing field. Chairman to write an article for the Grapevine, Clerk to contact Adey Cole at WODC Community Safety and ask the police to increase their presence in this area of the village.
Action: Clerk/Chairman

Overgrown Hedge: Clerk will write to Mr Izod about the hedge on Chipping Norton Road. Action: Clerk

Rubbish near the Railway Line: No progress. Rubbish is now overgrown.

Publication Scheme: No progress

Village Shop:

a) The Chairman explained that there had been some problems regarding the agreement of the lease. There was some disagreement between the developers and the solicitors concerning the wording of the outstanding issues. This had caused a delay and the developer had been unhappy because it was holding up the sale of the houses on the development and they threatened to pull out of the shop if a 24hr deadline was not reached. The solicitors spoke to each other last Friday and the lease has now been agreed. The Chairman stressed that this is not strictly a Parish Council matter as the shop is now run by the Ascott under Wychwood Village Community Shop Industrial and Providence Society

b) Darrell Penning of the Village Shop Management Committee reported on progress. The total raised from the village is now at £12,000, this includes £2.500 from the open gardens weekend. There are letters of intent, depending on matched funding, for a further £75,000 in grants and mortgage. 180 ownership shares have been taken up. Further fund raising events planned are a Brunch in the village hall in August and a Fun Run in September, sponsorship for this event is going very well. Challenges ahead are finding a Manager and training for volunteers working in the shop. The building work is going very well.

Kerbing in Shipton Road and Dawls Close Sign: No progress. Clerk to contact Highways and also add the kerbing at High Street and London Lane.
Action: Clerk

Good Councillors Guide: Clerk to order free copies.
Action: Clerk

Notice Boards: The problems of notices being removed seems to have stopped.

5. CORRESPONDENCE

· A letter had been received from Mrs Pauline Carter of the Roseneath School of Music expressing her disappointment that the Parish Council were not able to make a donation to the Summer Concert. It was agreed that no donation would be given.

· A letter from WODC Administrative Services had been received asking if we require more dog bins. It was agreed that we do not.

· The Charity Commissioners who administer the Poor’s Estate Charity had written to advise of the death of Mr Taylor, the clerk and requested any information we might have about the running of the Charity. Letter was passed to Mr Pearce who will contact the charity Commissioners. Action: Mr M Pearce

6. PLANNING

W2002/1445 DEMOLITION OF EXISTING DWELLING AND ERECTION OF SIX DWELLINGS AND CONSTRUCTION OF NEW VEHICULAR ACCESS TO GARAGE COURTYARD at 2A SHIPTON ROAD, ASCOTT UNDER WYCHWOOD Appeal Pending. Hearing has taken place.

03/0630 DEMOLISH EXISTING CONSERVATORY AND OUTBUILDINGS. ERECTION OF TWO STORY SIDE EXTENSION AND FRONT EXTENSIONS PROVIDING NEW PORCH, WC, LOG STORE, WORKSHOP, DOUBLE GARAGE (WITH LOFT SPACE ABOVE) AND UTILITY ROOM (WITH PLANT ROOM AND STORAGE ABOVE).
CONSTRUCTION OF TWO STOREY, SELF-CONTAINED GRANNY ANNEXE WITH SINGLE STOREY LINK THROUGH TO MAIN HOUSE. ALTERATIONS TO EXISTING ACCESS at THE CEDARS, 8 LONDON LANE, ASCOTT UNDER WYCHWOOD Outstanding

W2003/0577 ALTERATIONS TO BARN AND CHANGE OF USE FROM
AGRICULTURAL TO AGRICULTURAL/EQUESTRAIN at CROWN FARM, ASCOTT UNDER WYCHWOOD Outstanding A meeting has taken place between the planning officer the crown agent. The planning officer is to recommend withdrawal of the current application and a new plan to be submitted to take into account all activities at Crown Farm.

W2002/0866 CHANGE OF USE OF GROUND FLOOR SHOP TO RESIDENTIAL at CORNER HOUSE FARM, HIGH STREET, ASCOTT UNDER WYCHWOOD. Outstanding

W2002/1943 DEMOLITION OF BUNGALOW AND ERECTION OF FOURTEEN DWELLINGS AND NINE GARAGES at 18 SHIPTON ROAD, ASCOTT UNDER WYCHWOOD. Outstanding. Appeal pending – starting date 3rd July 2003.

W2003/1217 CONSTRUCTION OF ALL WEATHER GALLOP FOR EXERCISING HORSES at LAND AT BRASSWELL LANE FIELD, BRASSWELL LANE, ASCOTT UNDER WYCHWOOD Outstanding

7. FINANCIAL REPORT

Paid Out: Cornhill Insurance 873.11
Vale Insurance 168.00
Mrs M Ismail quarter yr salary 436.80
Mrs M Ismail Tel. Expenses 7.50

Mr Fox circulated proposed Financial Regulations for discussion and adoption or change at the next meeting. The Chairman thanked Mr Fox for his hard work in producing the document.

Insurance: The Chairman had obtained an acceptable quote for the tractor and gang mower from Vale Insurance, shown above.

8. REPORTS FROM COUNTY AND DISTRICT COUNCILLORS

COUNTY COUNCILLOR

Mr Rose reported that he had been on the Scrutiny Committee looking at CCTV in Witney. Much time had been spent on the white paper from the Office of the Deputy Prime Minister regarding changes to the Fire and Rescue Service. It is proposed that County Councils will do their own risk assessment and Mr Rose felt that in some ways this was a good idea.

DISTRICT COUNCILLOR

Mrs Hibbert-Biles reported that WODC have opposed the closure of local ambulance services and consultations are ongoing. She talked about the proposals from the Office of the Deputy Prime Minister for regional housing. In future regions will have to join together to bid for money and all available money will have conditions attached. WODC is supporting the campaign to get Broadband into the area by dropping leaflets and more advertising. The battle to save Langston House is ongoing, there had been a meeting with The Order of St John and they had failed to give the necessary figures. They are now doing a new needs survey which is due in August. The letters to the working party had been effective. There are investigations into whether the land was a charitable gift which may have restrictions on its use. Burford hospital has again been deferred and negotiations are on going for fewer beds. Mrs Hibbert-Biles had enjoyed coming to the Ascott Church Fete.

9. PUBLIC QUESTIONS There were no public questions.

10. ANY OTHER BUSINESS

Mrs Pearse had been asked why the Parish Council had charged the Church £50 to use the playing field for the Church Fete. The Chairman explained that it was not the Parish Council but the Sports Club who had made the charge.

It was agreed to raise the charge to the football club from £150 to £200 for the lease of the playing field from September.

The Clerk was asked to obtain Change of Declaration of Interest forms for all Councillors now on committees for the village shop and holding shares in the Industrial and Providence Society.
Action: Clerk

11. DATE OF NEXT MEETING

The meeting closed at 9.25 pm and the next meeting will be held on Monday 8th September 2003.