Parish Council 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 1 member of the public. Mrs M Ismail, Parish Clerk was in attendance.

1. APOLOGIES Received from Mr Rodney Rose, County Councillor

2. MINUTES The minutes of the meeting held on 8th November 2004 were agreed and signed.

3. MATTERS ARISING

Vandalism: No new incidents reported. Street signs and footpath signs not yet replaced.

Risk Assessment: Work is complete. Chairman to speak to Mr and Mrs Burleigh about demolishing the shed on the pound. Pete Moss has quoted approximately £450.
Action: Chairman

Shop: Last week showed a record profit of £2,620. The shop is well stocked for Christmas and the general picture is looking very good going into the New Year.

Kerbing: Clerk had spoken to County Councillor who will do a site visit regarding further works in the New Year.

Post Box: No Progress

Transport: New bus timetables are on notice boards.

First Responder: No progress

Cornbury Field: No progress

Hedge on London Lane: This has been cut.

Bank Nr Signal Box and Drains: No response from Network Rail. John Clark at WODC has agreed to look at the culvert.

Charlbury Station Rail Link: New timetable on notice board and in the shop.

Grass Cutting: No quotations received. Clerk to chase in the New Year. Action: Clerk

Basket Ball Net: District Councillor has forms to apply for grant. Phillip Pratley has verbally quoted £423 to make a metal one excluding the net and ring. It was agreed to defer a decision on this and look at the site in the spring.

Speed Signs on London Lane: No progress

Water from Crown Farm: Dirty, foul water is again pouring out of the farm entrance. It would appear that an interceptor or collection tank is needed. The clerk has asked WODC environmental health to visit but they refused. The District Councillor agreed to contact them and ask the District Engineer to write to Mr Badger again or make a visit. She will also contact DEFRA.

Footpath Signs: No progress.

London Lane Sign: No progress.

Letter to school re Parking: Clerk has written to Mr Wood.

Letter to Cherwell PCT: A letter has been sent in support of MIU unit at Chipping Norton Hospital.

Memorial Plaque: Chairman has polished the plaque but new screws will be needed.
Action: Chairman

Chipping Norton Hill: Highways have done some work but until we have some wet whether it will be difficult to know if it has improved the situation.

Overgrown Branches nr River Bridge: Clerk has written to Mr Izod asking for these to be cut back.

Dog Bin: This has been repaired. Mrs Byles asked if another dog bin could be placed at the Church View entrance to the churchyard as the bin there is being used for dog mess. Action: Clerk

Flicks in the Sitx: No progress. District Councillor reported that the organisers had not received the full grant and the situation is on going.

4. CORRESPONDENCE

a) The Oxfordshire Woodland Project has asked for a donation. This was not agreed.

b) The Oxfordshire Association for the Blind would like a donation to their new telephone support service. This was not agreed.

c) ROSPA Report: After the November inspection two items need attention. The cradle swing needs a replacement screw in the top strap. The slide needs the concrete covering, top step repainting, and the grass surface replacing.
Action: Mr Pearce

5. PLANNING

04/1451/P/FP CONSTRUCTION OF EXTENSION TO EXISTING GARAGE TO FORM INDOOR SWIMMING POOL, CHANGING ROOMS AND PLANT ROOM. At: ASCOTT EARL HOUSE, SHIPTON ROAD, ASCOTT UNDER WYCHWOOD.
Outstanding

04/1659/P/FP DEMOLISH EXISTING DWELLING. ERECTION OF NINE DWELLINGS WITH ASSOCIATED GARAGES ACCESS AND LANDSCAPING. At: 2A SHIPTON ROAD, ASCOTT UNDER WYCHWOOD. Deferred

The District Councillor reported that the planning committee had recommended that this application be amended to remove the archway and the flats over the garages. The developer has been asked to provide a suitable drainage system.

04/2084/P/FP INSERTION OF TWO CONSERVATION ROOF LIGHTS TO THE FRONT ELEVATION AND ONE TO THE REAR ELEVATION At: 47 HIGH STREET, ASCOTT UNDER WYCHWOOD Passed

04/1992/P/FP ALTERATIONS AND ERECTION OF TWO STOREY REAR EXTENSION, NEW PORCH EXTENSION AND CONVERSION OF LOFT TO FORM ADDITIONAL LIVING ACCOMMODATION At: WILLOW BROOK, 51 HIGH STREET, ASCOTT UNDER WYCHWOOD Refused

04/2165/P/: CHANGE OF USE FROM AGRICULTURAL/EQUESTRIAN ALLOWING LAND, COVERED ARENA, HORSE WALKER AND STABLES TO BE USED IN CONNECTION WITH EXISITING LIVERY BUSINESS AND NON COMPLIANCE WITH CONDITION 4 OF PLANNING PERMISSION W2001/0730 TO ALLOW OUTDOOR ARENA ALSO TO BE USED FOR THE PURPOSES OF LIVERY (RETROSPECTIVE)

The Chairman and Mr Pearce had a meeting with J Alsop and G Lowe at WODC planning department earlier today. The planning officers are recommending that this application be deferred. They agree that more information is needed and are trying to negotiate the conditions. They are fully aware of the problems relating to heavy lorry access and will recommend deferral until conditions are clarified. They are also concerned that if permission is given other unsociable issues may arise such as the use of tannoys and arch lights. The removal of condition 4 of the application was again discussed and the District councillor will bring it to the attention of the planning committee. It was agreed that the Parish Council should write to Crown Estates to make them aware of the lack of planning permission at Crown Farm. The planners are aware that the community is not in support of this application, in particular the issues of access for large lorries. Chairman to arrange site visit by Highways. The agent for Crown Farm Neil Boddington has agreed to a meeting with the Parish Council and the Chairman will try to arrange this before Christmas. Action: Chairman

6. FINANCE

a) Mr Fox circulated a report showing the cash forecast to year end 31st March 2005 and expenditure to date.
£
b) Cheques paid out: WODC Waste Collection 88.60
Mr W Greenaway – repairs for risk assessment 1071.82 Mr S Barnes – Grass Cutting 1800.47

c) Clerk had received request from WODC for the Precept requirement for 2005/2006. It was agreed that this would stay the same at £7554.

7. COUNTY COUNCILLORS REPORT

Mr Rose had sent a report via email in his absence to say that the Chancellor had given Oxfordshire £5.9 million in his allocation to local government but had taken back £1.1 million by altering census calculations and a further million for other reasons. In the county three year medium term plan, the county part of council tax was projected to rise by 6% in 2005/6 but they hope to keep this down to 5%.

8. DISTRICT COUNCILLORS REPORT

Mrs Hibbert-Biles reminded everyone that the bin collections will be on different days for the Christmas bank holidays and the new schedule has been circulated for notice boards. Christmas tree shredding can be done at New Street car park in Chipping Norton on 8th January. More black boxes and lids can be obtained for recycling by ringing WODC or from the One Stop Shop in Witney. WODC are on target with affordable homes. Training is underway at the District Council for licensing now that they have taken over responsibility for this from the magistrates courts. Christmas cards in support of the MIU unit at Chipping Norton hospital are available, some will be left in the shop. The campaign to keep the unit with a paramedic at Chipping Norton is ongoing. A lot of time has been taken up with planning and health matters. Mrs Hibbert-Biles wanted the Parish Council to recognise the amount of work done by John Clarke, the District engineer into the water problems in the village.

9. PUBLIC QUESTIONS

Q. Mr Fred Russell asked if there would be more trains stopping at Ascott now that the trains have individual door opening.
A. The District Councillor thought this may not happen until the summer but she would find out.

10. ANY OTHER BUSINESS

a) Mr Fox reported that the village charity was looking at ways to raise extra money towards paying off the shop mortgage and they wanted to know how a 50 or 100 club might be received. It was agreed that it may be a good way to raise money but would need dedicated people to collect the donations.

b) Mr Fox reported that he is looking at the Living Churchyards scheme which creates wild areas within the churchyard

c) Mr Fox reported that Friends of Wychwood Villages would like to plant a hazel coppice in the allotment field. This would need permission from Cornbury Estates. Clerk to write to them. Action: Clerk

d) There has been a complaint about residents in High Street parking their cars on the grass verge opposite the shop. Clerk to write and ask them to park on the road and also to ask P C Barnes if there are any stickers available to put on cars parking on the pavement or verges. Action: Clerk

e) The notice board opposite the pub is falling apart. Clerk to ask Pete Moss to repair it. Action: Clerk

11. DATE OF NEXT MEETING

The meeting closed at 9.40 pm. The next meeting will be held on 10th January 2005 at 8.00 pm

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 6 members of the public. Mrs M Ismail, Parish Clerk was in attendance.

1. APOLOGIES There were no apologies for absence.

2. MINUTES There were three corrections to the minutes of 11th October 2004. Item 5. 5th para: should read District engineer not County engineer. Item 7. should read New Charlbury Taxi Bus service will start in December. Item 9. 6th para should read OCC Highways.

3. MATTERS ARISING

Vandalism: Four street signs have been stolen and two footpath signs damaged. These have been reported to WODC Environmental Services. P C Barns has increased patrols. Incident diaries have been given to Mr A Jackson and Mr K Baker.

Risk Assessment: All jobs have now been done except the stone piers in playing field. One pier has been repaired for inspection and if satisfactory the other three will be done as soon as possible. The approximate labour cost so far is £500. Chairman confirmed that a third quote is required for demolishing the shed on the pound and he will ask Pete Moss. Mr Fox confirmed that we are not obliged to take the cheapest quote.
Action: Chairman

Shop: One of the paid volunteers has dropped out and our retired postman is working on a trial period. Turnover was slightly down last month perhaps due to people being away for half term. Small profit is still being made. In the next few weeks Christmas stock will be available.

Kerbing: Clerk to speak to County Councillor

Post Box: Royal Mail do not think we have enough mail to justify a new post box and they have no money in their budget to replace post boxes. They have been asked to reconsider as the original request was on the grounds of the opening being too small not the amount of letters posted. People do not use the box for this reason therefore there will be more mail if the opening is larger.

Transport Survey: The results of the OCC transport survey have been received. With effect from 12th December the Wednesday bus service to Chipping Norton will be changed from pm to am and the Charlbury Rail Link is to have an improved service and be more widely advertised. New timetables are awaited.

First Responder Scheme: No progress

Cornbury Field: No progress.

Hedge on London Lane: No progress. Clerk to ask again for it to be cut. Action: Clerk

Bank Nr. Signal Box: Clerk has contacted Network Rail with no success. No department will take responsibility. District Councillor suggested contacting John Clarke at WODC about clearing the culvert.
Action: Clerk
Charlbury Rail Link: See transport survey above.

Grass Cutting: Three firms have been asked to tender for the work for the 2005 season.

Basket Ball Net: Clerk has received more quotes around £500. This was considered too expensive. Philip Pratley to be asked to quote for making one.
Action: Mrs E Byles

Speed Signs on London Lane: Request made to move them. No progress

Water from Crown Farm: John Clarke, Principal Engineer at WODC has written to Mr Badger. Thames Water inspected on 1st November and found no blockage on the Thames Water line indicating that the water is the responsibility of the farm. Problem has also been reported to Environment Agency and OCC Highways.

Footpath Signs: Two damaged footpath signs have been reported to WODC Countryside Services. One is on the main Charlbury Road and the other at the end of High Street

London Lane Street Sign: WODC environmental services have been asked to move the sign further down the hill.

Letter to School re Parking: Outstanding

4. CORRESPONDENCE

a) An acknowledgement of our letter to Cherwell Vale PCT regarding doctors out of hours service has been received. Person responsible is on holiday and will reply on return.

b) Fire and Rescue Service has sent notification of public meeting in Oxford Town Hall on 11th November to discuss Fire Control. This is to follow on from previous meeting at Kidlington when representative from ODPM failed to attend. Notice does not say a representative will attend this meeting.

5. PLANNING

04/1451/P/FP CONSTRUCTION OF EXTENSION TO EXISTING GARAGE TO FORM INDOOR SWIMMING POOL, CHANGING ROOMS AND PLANT ROOM. At: ASCOTT EARL HOUSE, SHIPTON ROAD, ASCOTT UNDER WYCHWOOD.
Outstanding

04/1659/P/FP DEMOLISH EXISTING DWELLING. ERECTION OF NINE DWELLINGS WITH ASSOCIATED GARAGES ACCESS AND LANDSCAPING. At: 2A SHIPTON ROAD, ASCOTT UNDER WYCHWOOD. Outstanding
04/2084/P/FP INSERTION OF TWO CONSERVATION ROOF LIGHTS TO THE FRONT ELEVATION AND ONE TO THE REAR ELEVATION At: 47 HIGH STREET, ASCOTT UNDER WYCHWOOD New

04/1992/P/FP ALTERATIONS AND ERECTION OF TWO STOREY REAR EXTENSION, NEW PORCH EXTENSION AND CONVERSION OF LOFT TO FORM ADDITIONAL LIVING ACCOMMODATION At: WILLOW BROOK, 51 HIGH STREET, ASCOTT UNDER WYCHWOOD New

Mr Richard Smith of 49 High Street explained his concerns about this application. Mainly that the size and design of the proposed extensions are too large and not sympathetic to the original agricultural style of the other barn conversions in the development and his property will be very overlooked. Mr Pearce raised concerns about how the new entrance will be accessed. The plans do show this clearly and it was agreed this should be clarified. Clerk to write to WODC planning with these concerns. Action: Clerk

Crown Farm: No appeal or new plan has been received. District Councillor informed the meeting that enforcement officer will be making a further visit.

6. FINANCE

Received: ½ yr Precept £3777.00

7. COUNTY COUNCILLORS REPORT

No report

8. DISTRICT COUNCILLORS REPORT

Mrs Hibbert-Biles reported that Marriotts Close in Witney is now down to six applicants for the development and is likely to have a multi screen cinema and health centre. The two new ASAP points for ambulance crews should have been in place last month but is now likely to be January. These will be at Astall Barrow near Minster Lovell and Chipping Norton Fire Station. Ambulances now serve the Wychwoods from Banbury which is not ideal. There is a plan to replace post vans in Shipton with grey boxes. The District Councillor said she is not sure how this scheme will work but thinks that the boxes will need planning permission. The Overview and Scrutiny Committee and David Cameron are continuing negotiations for Chipping Norton hospital to have minor injuries unit. She asked for a letter of support to be sent to Cherwell Vale PCT by the Parish Council and this was agreed. Cherwell PCT are joining with North East PCT but will continue to have two boards. The Horton Hospital may lose its paediatric department to the Radcliffe. There is to be a public meeting about this which she will attend.
Action: Clerk (Letter to PCT)

9. PUBLIC QUESTIONS

Q1. Mr Fred Russell informed the meeting that the screws have been taken off the war memorial plaque.
A. Chairman to investigate and replace screws Action: Chairman

Q2. Mr D Benfield asked if anything could be done about the water running down Chipping Norton Hill and a dangerous manhole cover which has moved at the bottom.

A. Clerk will report to OCC highways and also ask Mr Izod to cut the brambles at the bottom of the hill. Action: Clerk

10. ANY OTHER BUSINESS

a) Mr Gordon Halliday from Shipton Village Hall Committee talked about a scheme for village cinemas. The idea is to show recently released films in village halls. The equipment will be shared between villages and stored at Shipton. A bid for Leaderplus funding is being put together but some matched funding will be required. Rosemary Dawbarn and Simon Gidman from the Village Hall Committee will speak to Roger Shepherd, the Chairman of the Village Hall Committee about the scheme and liaise with the Parish Council. A decision can then be made on whether to join the scheme and the amount to be contributed. Joint funding between the Parish Council and the Village Hall Committee was discussed.

b) Mrs Byles reported that the dog waste bin on the green had slipped down the supporting pole. Action: Clerk

11. DATE OF NEXT MEETING

The meeting closed at 9.45 pm. The next meeting will be held on 13th December 2004 at 8 pm.

The following Councillors were present: Mr N Braithwaite (Chairman), Mr M Pearce, Mr S Fox, Mrs W Pearse, Mrs E Byles. Also present were 10 members of the public. 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 There were two corrections to the minutes of 13th September 2004. Item 10a should have read Mrs Pearse not Mrs Byles and item 10c should read Watkins not Watkinson. The minutes were then agreed and signed.

3. MATTERS ARISING

Vandalism: The Leafield arm of the signpost on The Green has been broken off. Clerk to report. Action: Clerk

Risk Assessment: Chairman had obtained two estimates for demolishing the shed on the pound. Bill Greenaway £650 and A Jackson £600. Mrs Byles asked if tenders over £500 needed more estimates. Mr Fox to check if this is the case.
Bill Greenaway could not give a firm price for other jobs as it is difficult to estimate how long they will take. He has estimated £120 per day. This rate was agreed.

Shop: Mr Fox reported that three new paid staff have been recruited to cover 30 hrs per week. Turnover for September was £9,000 with a small profit of £280 and this will cover the mortgage repayment. Sandy Markwell has taken over as Chairman.

Kerbing: The pavement has been repaired in Shipton Road between Maple Way and Dawls Close. Clerk to speak to County Councillor about further works.
Action: Clerk

Transport Survey: Information about buses, Dial a ride, Wychwood Community Transport and Charlbury Taxi Bus service has been produced for publication in the Grapevine.

First Responder Scheme: No information available about public meeting in Shipton.

Cornbury Field: No progress.

Bank Nr. Signal Box: No Progress

Charlbury Taxi Bus: OCC have confirmed this service will continue until December.

Playing Field Grass: Mr Pearce circulated a schedule of work to go out to tender. This was agreed. Three tenders to be obtained. Action: Mike Pearce

Basket Ball Net: Clerk is waiting to hear from National Basket Ball Association for advice.

Speed Signs on London Lane: Clerk has contacted OCC to request that these signs are moved further back up the hill.

4. CORRESPONDENCE

a) Cotswold Area of Outstanding Natural Beauty Conservation Board had sent a statement of nominations and voting papers. No one wished to vote

b) A thank you letter had been received from ORCC thanking the Parish Council for the donation to Helen Datson’s leaving gift.

c) Notice was given of a meeting of the Standards Board on 14th October.

d) WODC had sent details of Code of Conduct Training for councillor. No one wished to attend.

e) A letter had been received from Colin Carritt area engineer to say that he his retiring after many years with Oxford County Council. He wished to thank the Parish Council for the good will and co-operation he has received over the years. His successor will be Ralph Grant from Hampshire County Council.

f) Notice has been received that the railway crossing will be closed overnight on 22nd November from 11.00 pm to 6.30 am.

g) Details have been received of the ORCC village of the year competition.

5. PLANNING

04/1451/P/FP CONSTRUCTION OF EXTENSION TO EXISTING GARAGE TO FORM INDOOR SWIMMING POOL, CHANGING ROOMS AND PLANT ROOM. At ASCOTT EARL HOUSE, SHIPTON ROAD, ASCOTT UNDER WYCHWOOD. Outstanding

04/1659/P/FP DEMOLISH EXISTING DWELLING. ERECTION OF NINE DWELLINGS WITH ASSOCIATED GARAGES ACCESS AND LANDSCAPING. At 2A SHIPTON ROAD, ASCOTT UNDER WYCHWOOD. Outstanding

A letter outlining the Parish Council’s objections to this plan has been sent to WODC with copy to District Councillor.

Mr Tony Collins who lives opposite 2A Shipton Road was asked for his comments on the proposal. Mr Collins said that the County Council are in confusion about the plans because the original plan for six houses had been granted on appeal with the condition that the developer provides an adequate scheme to deal with the surface water. The county engineer and the environment agency have now recommended that no building should be allowed on the site because of worries about flooding and sewerage problems. He is seeking legal advice and feels that the developer could also be seeking legal advice and perhaps compensation.

Parish Clerk confirmed that she had been informed by District Councillor that the county engineer and environment agency had recommended that no building should be allowed on the site.

Thames Water has also carried out another inspection of the area.

Crown Farm: Clerk had spoken to the enforcement officer regarding progress and was told that a new plan had been submitted but was not accepted because it was exactly the same as the previous plan. Mr Badger has now been given one month to submit a new plan.

6. FINANCE

Football Club: No progress on new football clubs to use the facilities. Clerk to speak to Roger Shepherd. Action: Clerk

Paid In: £
WODC grass cutting grant 518.54
Paid Out:
Mrs M Ismail Clerk’s quarter year salary 436.80
Mrs M Ismail Telephone expenses 7.50
Mrs M Ismail purchase of filing cabinet and files 115.98

7. COUNTY COUNCILLORS REPORT

In his absence Mr Rose asked the Chairman to report the following items.
· The Charlbury Taxi Bus service is to continue until December and will be discussed by the Community Safety and Scrutiny Committee.
· There is to be a public meeting on 25th October at Kidlington fire station about the fire control service moving to Guildford. A representative from the Deputy Prime Ministers Office will be speaking to put the case for the proposal. Chairman will attend.

8. DISTRICT COUNCILLORS REPORT

Mrs Hibbert-Biles sent a message to say that the decision about Chipping Norton Hospital would be made on 7th October and it seems likely that they will decide on option one.

9. PUBLIC QUESTIONS

Q. Mr Andrew Jackson reported that there has been an escalation of vandalism and anti social behaviour near the garages in Maple Way. Children are using extremely bad language, playing loud music and causing damage. He also said that the children were regularly stealing from the shop.

A. The Chairman discussed the problems with Mr Jackson and other residents who were present and stressed that the incidents should be reported to the police control room and how it is important that these calls are logged by the police so that they can build up a picture of the situation. He explained that there is little the Parish Council can do as it is a police matter. Mr Fox will report the stealing to the Shop Management Committee.

P C Richard Barns has taken over from P C John Badric and was introduced to the meeting. P C Barns said he had no idea that there had been problems in Ascott as he had only been in the job for 6 weeks. Now that he is aware of the situation he will increase the patrols and talk to the children and their parents.

Several residents agreed to keep incident diaries which may lead to anti social behaviour orders if the problems persist. Clerk to provide diaries.
Action: Clerk

Q. Mr D Benfield asked if anything could be done about the amount of water coming from Crown Farm. It is causing flooding in Heritage Lane, Church View and Shipton Road.

A. It will be reported to WODC Highways Department. Action: Clerk

Q. Miss V Badger asked if anything could be done about people parking on the pavement as it was very difficult to get past parked cars with prams and pushchairs. The problem is especially bad in High Street and parts of Shipton Road.

A. Chairman replied that efforts had been made previously to tackle this problem but it is really a police matter. P C Barns will look into the matter.

Q. Mr Fred Russell asked if the Parish Council were having a meeting with Cornbury Estates tomorrow and if so were development plans to be discussed.

A. Chairman confirmed that there is to be a meeting but he could not pre judge what would be discussed.

10. ANY OTHER BUSINESS

a) Mr Fox asked if anyone wished to join the Village Charity as Mrs Byles year had come to an end. Mrs Byles is willing to carry on if there are no other candidates. It was agreed that Mrs Blyes would continue for another three years.

b) Mr Fox reported that the footpath sign next to the wall near the London Lane sign is damaged and leaning into wall causing it to fall down. He suggested that the sign should be moved to where the speed restriction signs are. Clerk to report.
Action: Clerk

c) Mr Fox reported that the Wychwood Project is running a Parish Environment Challenge. It is looking for small environment projects such as hedge planting, tree planting, wildflower areas etc. that they would help to fund. The Chairman suggested Five Shilling Common which needs clearing and fencing. Mr Fox will suggest this and asked councillors to consider other ideas.

d) The Clerk asked if she could write to the headmaster at the school on behalf of the Parish Council about the parking situation and dangers of accidents occurring when parents are collecting their children. This was agreed.
Action: Clerk

11. DATE OF NEXT MEETING

The meeting closed at 9.10 pm. The next meeting will be held on 8th November 2004 at 8.00 pm.

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 Mr R Rose County Councillor

2. MINUTES The minutes of the meeting held on 12th July 2004 were agreed and signed.

3. MATTERS ARISING

Vandalism: No new cases have been reported to the Parish Council

Risk Assessment: Chairman will speak to Bill Greenaway about the necessary repairs. Clerk reported that the old mower has been removed from the playing field. Tenants of the pound are happy for the shed to be demolished and have asked what the position would be if they wanted to build a new one. Clerk to check with OALC if this could lead to any rights over the land. Five Shilling Common remains a problem as it will difficult be to clear. OALC and environmental health have suggested fencing off. Action: Clerk

Shop: Profit in July was £309 and £577 in August. Operating at just over break even point. Cash reserves are £11,000 and it is intended to reduce this by paying £5,000 off the mortgage. More racking has been added to display new products. A student has been paid to work the manager’s hours over the holidays but she will be leaving in mid September. It is intended to pay two part time staff, one morning and one evening to open and close. More volunteers are needed. There was no response the advert in the Grapevine. Wider advertising will be needed.

Kerbing: County Councillor has been looking into the matter. Work is being done at present on the pavement between Maple Way and Dawls Close.

Yew Tree Farm Sign: Installed and paid for by the residents.

Village Shop Sign: Installed

Post Box: No progress

Transport Survey: Information about services to be produced for Grapevine.
Action: Clerk

First Responder Scheme: Shipton and Milton are not supporting the scheme financially. Shipton are arranging a public meeting.

Cornbury Field: Two residents have contacted Cornbury estate office to complain about the lack of maintenance of the field opposite the Green.

Bank nr. Signal Box: No progress

Taxi Bus: Clerk has been informed by Leafield Parish Council that the service is being withdrawn at the end of the month.

Playing Field Grass: This is still in good condition. Will be reviewed October/November. Specification needed for tender for village grass cutting. Mr Pearce will draw up specification. Action: Mr Pearce

Play Equipment: Swing and seesaw have now been repaired. Clerk investigating basket ball net. Action: Clerk

Road Sign between Railway and Bridge: This has been repaired.

4. CORRESPONDENCE

a) A thank you letter for our donation had been received from West Oxfordshire Citizens Advice Bureau.

b) OALC had requested nominations for President of the Association. No nominations were put forward.

c) The Boundary Committee for England had requested comments on the Periodic Electoral Review of Oxfordshire County Council. No comments were given.

d) Notice was given of the next West Oxfordshire Area Form Meeting.

e) A copy of a letter sent to WODC Planning Dept from N Leadbetter had been received regarding the proposed planning application for 2a Shipton Road.

f) Information had been received regarding the 2003 Licensing Act. This will be passed to the Tiddy Hall Committee. Action; Clerk

g) Cotswolds Area Conservation Board had requested nominations of parish members to conservation boards. No nominations were given.

5. PLANNING

04/0999/F/FP ERECTION OF FIRST FLOOR SIDE EXTENSION TO PROVIDE ADDITIONAL LIVING ACCOMMODATION at 46 SHIPTON ROAD, ASCOTT UNDER WYCHWOOD Granted

04/1076/P/FP CONSTRUCTION OF ALL WEATHER MENAGE WITH POST AND RAIL FENCING FOR PRIVATE USE ONLY at COLDSTONE HOUSE, SHIPTON ROAD, ASCOTT UNDER WYCHWOOD Granted

04/1451/P/FP CONSTRUCTION OF EXTENSION TO EXISTING GARAGE TO FORM INDOOR SWIMMING POOL, CHANGING ROOMS AND PLANT ROOM. At ASCOTT EARL HOUSE, SHIPTON ROAD, ASCOTT UNDER WYCHWOOD.
Outstanding

04/1659/P/FP DEMOLISH EXISTING DWELLING. ERECTION OF NINE DWELLINGS WITH ASSOCIATED GARAGES ACCESS AND LANDSCAPING. At 2A SHIPTON ROAD, ASCOTT UNDER WYCHWOOD. New

Concerns about this application for nine houses were discussed and Mrs M Smith who lives next to the site was asked for her comments and she made the following points:

There is concern about the size of the archway, whether large vehicles could get through and if there is enough turning space. If this is not used for deliveries these vehicles will be parked on the road. The houses are too close to the railway, maintenance of the houses would be a problem as they are on the railway land boundary. Sewerage and flooding are still a problem and there are worries about parking on the narrow part of the road.

Clerk to respond to proposal with letter of objection.
Action: Clerk

6. FINANCE

· Mr Fox circulated a cash forecast report to 31st March 2005. Expenditure is on track as planned and at end of year there should be reserves of £7000. Money could now be given to the shop. It was previously held back until expenditure for the Risk Assessment was established. This will be discussed at a future meeting.

· Audit now signed off.

· Clerk had spoken to Roger Shepherd and Alistair Moore about the funding of the Wychwood Boys football team now that the Adult team has disbanded. It is intended that the boys team is affiliated to the sports club and they will pay for the hire of the pitch. Mr Moore had suggested £150 but the adult team paid £200 last year. Clerk to ask sports club to keep Parish Council informed of developments. Action: Clerk

· Payments: Cotswold Line Promotion Group Annual Sub 10.00
Oxfordshire Playing Fields Assoc Annual Sub 25.00
OCC Shop Sign 144.94

7. COUNTY COUNCILLORS REPORT

No report

8. DISTRICT COUNCILLORS REPORT

Mrs Hibbert-Biles asked if a consultation document for the John Radcliffe Hospital had been received and urged the Parish Council to comment about the lack of facilities in the rural areas. She feels there is too much centralisation and Parish Councils should be consulted. The recommendation for Langston House at the moment is closure and Mrs Hibbert-Biles expressed her frustration at this outcome when so much effort has been made to save the home. Arrangements are being made for patients to move to Witney. There are no GP’s on call after 6.30 pm in the area. Patients will have to call NHS direct or use the deputising service where doctors will travel long distances to see emergencies. The Parish Council was urged to write to Cherwell PCT to complain about the situation and it was agreed that we would do so. The public meeting at Chipping Norton objecting to the closure of the hospital was extremely well attended. The PCT have now conceded the X-ray facilities and are looking again at the minor injuries unit and ownership of the building. The ambulance service will be operating from Chipping Norton the end of the month and at two other points in the area. WODC are clamping down on fly posting. This could mean that organisations trying to raise money may not be able to advertise events in this way. British Rail are proposing to use more trains with driver operated doors which will hopefully mean they will be able to make more stops. The public toilets in Witney are open again and there is a charge of 10p.

9. PUBLIC QUESTIONS

Q. Mr Russell asked if Cornbury were neglecting the field opposite the green because they want to sell it for development
A. Chairman replied that the Parish Council had no reasons to think so

Q. Mr Russell asked about the Dial a Ride bus service
A. This is for disabled people

Q. Mr Russell felt if too many teams played on the football pitch it would not be good for ground
A. There is no reasons to think more teams will be playing than before

Q. Mr Russell asked about needing an entertainment license for the village hall
A. This is a matter for the Tiddy Hall Committee

Q. Mr Russell asked where people would go from Langston House
A. District Councillor explained that a new home in Witney will be ready in March.

Q. Mr Russell asked why flooding occurred near 2A Shipton Road he felt it should flow into the stream opposite.
A. It was explained that the culvert gets blocked.

10. ANY OTHER BUSINESS

a) Mrs Byles asked if anything had been done about moving the 30 mph sign further up London Lane. Clerk to contact highways. Action: Clerk

b) Mrs Pearse had been given some historical documents by the Shirley family about the amenities committee. It was agreed that these would be stored in the committee room cupboard for the time being.

c) Richard Watkinson from Cornbury Park has asked to speak to the Parish Council. It was agreed that Chairman and Mr Pearce will see him on Wednesday 15th September.

d) Mrs Byles asked what had happened to the idea of having direction signs for the shop on the A361 and when the decision had been made to site the new sign in its present position on London Lane. It was explained that the signs on the A361 had not been allowed by WODC and the present site on London Lane pointing down High Street had been agreed by the Parish Council.

11. DATE OF NEXT MEETING

The meeting closed at 9.30 pm. The next meeting will be held on 11th October 2004 at 8.00 pm.

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 1 member of the public. Mrs M Ismail, Parish Clerk was in attendance.

1. APOLOGIES Received from Mr R Rose County Councillor

2. MINUTES The minutes of the meeting held on 14th June 2004 were agreed and signed.

3. MATTERS ARISING

Vandalism: No new incidents have been reported. The clerk had been in touch with PC Badrick and confirmed that he has spoken to the Cornbury Agent and the tenant about their responsibilities in allowing children to use the barns at the end of High Street.

Risk Assessment: An action plan for the Risk Assessment is attached to these minutes.

Shop: Profits remain buoyant but Mr Fox reported that the Manager had decided to leave after completing the trial period. The Management Committee will reconsider duties and responsibilities of the Manager and decide whether to advertise for a new Manager.

Kerbing Shipton Road: County Councillor is looking into the matter.

Street Sign at Yew Tree Farm: This work has been completed.

Village Shop Sign: Awaiting contractor to erect sign.

Post Box: No progress

Transport Survey: Now complete and forwarded to OCC. It was agreed to produce bus timetables and transport information in a format that can be printed in Grapevine. Action: Clerk

First Responder Scheme: After discussion there were concerns about how viable the scheme would be without the support of the other parishes. It was agreed to find out more about whether Shipton and Milton intend to support the scheme. The District Councillor expressed concerns about the poor ambulance service to the Wychwoods in general and felt strongly that Parish Councils should not be asked to fund this scheme. Clerk to contact the other parishes and write to Richard Tracey to keep him informed. Action: Clerk

Cornbury Field: Clerk has requested that the hedge should be cut hard back in the autumn.

Bank Nr Signal Box: Acknowledgement of request received from Network Rail but no progress.

Charlbury Taxi Bus: Clerk has written to Leafield Parish Council to say we have no objections to reversing the journey of the bus.

OCC Bus Review: Clerk had contacted villagers who use the bus services in question and replied to OCC.

Fire Control Staff: Clerk had written in support of the views of Fire Control Staff regarding the proposed changes to the fire service.

WODC Services to Disadvantaged Groups: Clerk had replied pointing out that the groups were are concerned about are the residents of Langston House and young people.

Playing Field Grass: Mr Pearce reported that the grass was now in much better condition.

Play Equipment: Mr Pearce reported that Lappset are awaiting parts for the swing and seesaw and they are still out of action.

Road Sign Between Railway and Bridge: No progress.

4. CORRESPONDENCE

a) Letters have been received from Mr and Mrs Genc and Mrs Beswick expressing their concern that the notice board on London Lane is in a dangerous position and that it is not an appropriate place for the new litter bin. After discussion it was unanimously agreed that there would be no change to the position of these items as the notice board has been there for many years and there has never been an accident and the litter bin is needed there. Clerk to reply. Action: Clerk

b) A letter had been received from OCC regarding a Station Adoption Scheme. The scheme involves volunteers reporting defects at the station between routine checks by the train operator. It was unanimously agreed not to support this scheme. Clerk to reply. Action: Clerk

c) A request had been received from West Oxfordshire Citizens Advice Bureau for a contribution to their running costs. A donation of £50.00 was agreed.

5. PLANNING

04/0999/F/FP ERECTION OF FIRST FLOOR SIDE EXTENSION TO PROVIDE ADDITIONAL LIVING ACCOMMODATION at 46 SHIPTON ROAD, ASCOTT UNDER WYCHWOOD Outstanding

04/1076/P/FP CONSTRUCTION OF ALL WEATHER MENAGE WITH POST AND RAIL FENCING FOR PRIVATE USE ONLY at COLDSTONE HOUSE, SHIPTON ROAD, ASCOTT UNDER WYCHWOOD Outstanding

6. FINANCE

a) Mr Fox reported that the donation to the Grapevine can be taken out of Section 137 thereby releasing this money for other purposes.

b) Mr Fox reported that the football club are disbanding and this will mean losing their rent for the playing field. Clerk to enquire if the junior boys still intend to use the field and if they are funded by Ascott United and what will happen to the posts and nets. Also to make enquires about other football clubs who may want to use the field. Action: Clerk

c) The external auditor has asked the following questions:

i) Why have our assets decreased? Mr Fox to reply that we write the depreciation off each year.
ii) Why had the precept increased? Mr Fox to reply that we requested an increase due to increase spending liability

d) Clerk had obtained quotes for basketball net from Lappset and Wicksteed. Both were over £500 which was considered to be too expensive. Other options will be pursued. Clerk to ask OCC if we could get a grant. Action: Clerk

e) PAYMENTS
£
Received: Allotment Rent 7.50

Paid Out: WODC Playing Field Inspection 48.76
Rowley Harpwood Ploughing Allotment 20.00
Mr Fox Postage for Audit 93
Mr Fox Wine for Iona Mackenzie (audit) 11.40
Petty Cash 40.00

7. COUNTY COUNCILLORS REPORT

No Report

8. DISTRICT COUNCILLORS REPORT

Mrs Hibbert-Biles was pleased to report that WODC obtained the highest marks in the County in the recent audit. There is consultation regarding Chipping Norton hospital taking place at present and it is proposed that there will be no out of hours emergency care, no X Ray and no minor injury unit. It appears that the hospital will be used for convalescence for the elderly with nothing for children and others. She fears that this is another step towards centralisation but on the local plan medical facilities are proposed at Cromwell Road. She urged the Parish Council to reply to the consultation document. There is to be a public meeting on 1st September. The final decision about Langston House has been delayed because of the consultation about the hospital. Another concern is that wardens have moved out of the Sheltered Accommodation at Bowerham and West Oxfordshire Housing are proposing more care in the community. Mrs Hibbert-Biles feels there are many battles ahead regarding health care issues but stressed that it is very hard to go against government initiatives.
Enforcement Officers have visited Crown Farm but it is still not clear if there will be an appeal.

9. PUBLIC QUESTIONS

Q. Mr Russell asked the District Councillor why the toilets in Witney had been closed for 8 months.
A. Mrs Hibbert-Biles explained that they have been totally vandalised and the council is looking at vandal proof alternatives. In the meantime they have been locked up.
Q. Mr Russell reported that there is a wasp’s nest in the hedge on Priory Lane.
A. Mr Pearce offered to deal with it.

A. Mr Russell asked if the proposed basket ball net would include a court and felt that only English games should be played on the playing field.
B. It was explained that there would only be a net so that the older children would be able to throw a ball around.

10. ANY OTHER BUSINESS

a) Mr Fox and Mr Pearce were due to attend a meeting on Parish Plans in Shipton but this has been postponed until September.

b) The ROSPA report on the play equipment has been received. There are no urgent items apart from the seesaw and swing which are already being dealt with.

11. DATE OF NEXT MEETING

The meeting closed at 9.45pm. There will be no meeting in August and the next meeting will be held on 13th September 2004.