Parish Council 2005

Councillors Present were: Mr N Braithwaite (Chairman), Mr M Pearce, Mr S Fox, Mrs W Pearse, Mrs E Byles, Mrs H Hibbert-Biles (District Councillor).

Members of the Public: Mr Roger Shepherd – Pavilion / Sports Club

Parish Clerk: Mrs A M Barnes

Cotswold Voluntary Wardens – Walk through Ascott-under-Wychwood Leaflet

Gerald Simper, the Parish contact for the Cotswold Voluntary Wardens, handed a final draft copy of the leaflet out for approval. Mr Simper offered to print the first 80 to 100 copies, but enquired if he could be re-imbursed for paper and ink etc. With this in mind the leaflets would be left at the Village Shop with a request for donations in aid of the Village Shop. The wording of the leaflet was agreed by the Councillors, with the exception of the reference to Mr. Reginald Tiddy, the original founder of the Tiddy Hall. It was agreed that reference to Mr. Tiddy as a hero was not appropriate, Mr. Simper was going to re-word this and in the meantime Mr. Roger Shepherd is going to enquire with Blenheim Colour as to how much it would be to reproduce the leaflet with a higher quality finish. With this in mind Mr. Simper was happy for this to be done, provided none of his original wording was changed without his prior knowledge.

1. APOLOGIES – Mr R Rose, County Councillor

2. MINTUES Agreed, numbered, signed and filed.

3. MATTERS ARISING

Risk Assessment: It is believed the tree work by Niall Burman is now complete.

Post Box: Clerk had chased again and was advised of new contact at Royal Mail. The contact is Mr. Matthew Large and a message was left with his office to call back. Clerk to chase again.
Action Clerk

Crown Farm: Planning conditions ongoing. There has been a report of a water problem, which would appear to have been dealt with. It was noted that the water was clear running and not foul as reported in a previous problem.

Railway & Culvert: Ongoing – Network Rail have accepted responsibility and land ownership does now appear to have been confirmed.

Chestnut Drive – Cottsway: No progress. Clerk has chased and is awaiting a response. Clerk to chase again.
Action Clerk
Churchyard Kissing Gate: Ongoing.

ROSPA: Ongoing – work has commenced by Wychwood Wrought Iron.

Oxfordshire County Council – Highways:

• Kerbing/Paving
• Speed Signs, London lane
• Road outside 5 The Green & Fairspear Potholes.
• Street Signs
• Manhole Cover – The Green (already made safe and then repaired, but damaged again – URGENT)**
• All of the above Highway issues have been included in a letter from the Chairman to Mr. Rodney Rose, County Councillor as a matter of high priority.

No answers to report at present, but Mr. Rose did report that Mr. Ralph Grant, Area Engineer for Oxfordshire County Council was on leave until 19th December, 2005 – Ongoing.

**This was reported again on Monday 12th December to the Highways Department and had been passed to Paul Wilson. It was stressed that this was both dangerous and urgent due to the locality of the manhole. This has been logged again under the original call reference number 66676.

Oxfordshire County Council Highways – Agency Agreement – Clerk did write in response to OCC’s letter and requested more information. Nothing had been received, Clerk telephoned and spoke with Mr. Mike Moore, who is heading up this project. Mr Moore advised that as soon as all information had been received and collated from parish councils he would write and send us more information.

Pavilion / Sports Clubs: Mr Roger Shepherd reported – a further meeting had been held between the relevant parties. Mr. Wood, Windrush Primary School had received a draft copy of an Agreement which primarily outlines the requirements and conditions to be met. It was noted that the Pavilion facilities would be used Monday to Thursday 1pm to 5pm and no Fridays. There was concern with regards to where and with whom responsibilities lay for grass cutting and the recreation play area. It was agreed that the Chairman would write a “letter of comfort” from the Parish Council confirming their obligations and responsibilities to the Sports Club. A draft of this letter would be sent to Mr. Roger Shepherd in the first instance. Also discussed was the matter of insurance/liability – Clerk to provide the Chairman with current insurance details e.g. policy number and contact telephone number to establish the necessity to notify insurers that the Playing Field/Pavilion could possibly be rented out to the Windrush School and to establish if and how this could affect the Parish Council’s Insurance. Mr. Shepherd to check with Mr. Wood the details of the school’s current insurance details also. As from January 2006 the Windrush School will only use the facilities for 2 days per week. This will then increase from September 2006 to the proposed 4 days.
Action Chairman / Clerk

Shop Report: It was reported that the shop is still making progress and it had a record day on Saturday 10th December, when takings exceeded £600. The shop is actively looking for an auditor for its accounts. The District Councillor suggested Mr S. Williamson of Shipton-under-Wychwood, who has his own accountancy firm. Mr. Fox asked that the District Councillor make initial enquiries and advise Mr. Fox accordingly. It was noted that on 1st January, 2006 the Village Shop will only be open for the sale of Newspapers due to stocktaking. Unfortunately the Village Shop of the Year competition was not won by Ascott, who came a close second. Appleton Stores in Cumnor won the competition.

4. CORRESPONDENCE

A) Wychwood Day Centre had sent a letter requesting a donation. This was agreed at £50. Clerk to reply.
Action Clerk

B) Letter received from Miss S Tustain of the Village requesting additional lighting at 34 Shipton Road, Ascott-under-Wychwood. This was discussed and unfortunately there are not enough funds at this present time. Clerk to reply accordingly.
Action Clerk

C) Letter received from Shipton-under-Wychwood Parish Council Clerk requesting ideas and suggestions to mark the retirement of Doctor Scott. Clerk to reply that a combined approach would be best suited albeit the Parish Council did not have any suggestions as to how this could be marked.
Action Clerk

5. PLANNING

05/1829/P/FP: CHANGE OF USE OF LAND FROM AGRICULTURAL TO DOMESTIC GARDEN TO INCLUDE THE ERECTION OF A GREENHOUSE at 1 HERITAGE LANE, ASCOTT UNDER WYCHWOOD. Granted

05/1933/P/FP: CONVERSION OF GARAGE TO STUDY/HOBBY ROOM TO INCLUDE INSERTION OF WINDOW at 47 HIGH STREET, ASCOTT UNDER WYCHWOOD. Ongoing

6. FINANCE
Payments Out:
WODC – ROSPA Autumn Inspection 50.53
WODC – Pavilion/Sports Field Trade Waste Collection 93.18
N. Braithwaite – timber for base of playground surround 50.57
Wychwood Day Centre – Donation 50.00 (S 137 Expenditure)

Payments In:
None.

Precept:
This was discussed at length with regards to the Pavilion’s financial situation and setting a realistic figure that was beneficial. Currently the Parish Council are looking to carry forward a balance of £900 approximately. After all considered, the Precept is to be set at £8,600.

7. COUNTY COUNCILLORS REPORT
No Report

8. DISTRICT COUNCILLORS REPORT
Mrs. Hibbert-Biles reported that the Ascott-under-Wychwood pre-School had won the “Investors in People Award”.

It was also reported that “Supporting People” – the Government grant had proved extremely difficult to set and should have in fact been agreed in August 2005. To date this has been impossible to set! Only this week Mrs Hibbert-Biles had learned that the “Supporting People” would be £500k better off, which was extremely good news, given the fact that the Mental Health grant was due to be cut by 27%, which hopefully will not happen now.

Clear Bags in a decorative envelope were being distributed by WODC to promote recycling. WODC now have a new Website.

Mrs Hibbert-Biles reported the sad news that Shipton-under-Wychwood Village Shop will close in December. Change of use had been granted to residential use

Chipping Norton Hospital – Mrs Hibbert-Biles advised the Parish Council that a meeting with Mr Nigel Webb was planned on Thursday 15th December to discuss the Hospital issues further.

9. PUBLIC QUESTIONS
None

10. ANY OTHER BUSINESS
None

11. DATE OF NEXT MEETING
Meeting closed at 10.05pm and the next meeting will be held on Monday 9th January, 2006 at 8.00 pm in the Tiddy Hall, Ascott-under-Wychwood.

Councillors Present were: Mr N Braithwaite (Chairman), Mr M Pearce, Mr S Fox, Mrs W Pearse, Mrs E Byles, Mrs H Hibbert-Biles (District Councillor).

Members of the Public: Mr F Russell, Mr J Cull

Parish Clerk: Mrs A M Barnes

Wychwood Project – Talk / Report by Mr N Mottram and Jane Bowley

Mr Mottram gave an outline of how the Wychwood Project is progressing and how the project could benefit local parishes in many different ways. Jane Bowley then spoke of how through a range of activities the Wychwood Project aims to raise awareness of and appreciation for the history and identity of Wychwood. To conserve and restore the distinctive character of the landscape within the Norman Royal hunting Forest boundaries. The project has given advice and help to 35 communities on local projects, including hedgerow surveys, pond and heath restoration, hedge laying, coppicing and stone walling.

There is £500 available per parish, which could be used towards a suitable project – Jane Bowley advised that the Parish would need to look at all options as the decision would be that of the Parish Council. Mike Pearce and Stuart Fox to see if the Parish Conservation Plan could re-start. Parish Council to review options and then get back in touch with Jane Bowley to ascertain how to move forward.

1. APOLOGIES None received.

2. MINUTES Agreed, numbered, signed and filed.

3. MATTERS ARISING

Risk Assessment: Niall Burman had been contacted and the tree work will be started again on Thursday. Chairman did advise that there would be no electricity in the Pavilion on Thursday and the relevant people had been advised.

Kerbing and Paving: No progress, despite Clerks letter to County Councillor outlining this problem and several other problems. Chairman is going to write further.
Action Chairman
Post Box: No progress

Railway and Culvert: District Councillor had been in contact with John Clark at WODC and spoken about the ownership of the land. District Councillor was advised that it would be best if Mr & Mrs Gripper were contacted as they would be able to confirm. John Clark going to be given their telephone number.

Mike Pearce expressed that the brambles need cutting back on the Railway, in particular when driving from the Shipton Road. Visibility is very poor – Clerk to write to British Rail.
Action Clerk

Chairman suggested writing to John Clark at WODC and invite him to join the Parish Council at either the next meeting or a future one that would be convenient to him to discuss these points.
Action Clerk

Speed Signs on London Lane: No progress from Highways, despite the Clerk having written to the County Councillor expressing the Parish Council’s concerns at the length of time being taken and lack of communication. Chairman to write to the County Councillor further.
Action Chairman

Crown Farm Planning: Planning Application 04/2165/FP – as reported last month has been granted now, albeit with conditions. Enforcement Officers are investigating the businesses within the Yard.

Memorial Plaque: Complete.

White Line Painting: No progress from Highways, again despite Clerk having written to County Councillor expressing the Parish Council’s concerns at the length of time being taken and the lack of communication being received. Chairman to write to County Councillor further.
Action Chairman
Chestnut Drive Play Area: No further progress.

Churchyard Kissing Gate: An article has been put into the Grapevine for the people of the Parish to express their views and opinions.

ROSPA: A quote from Phillip Pratley at Wychwood Wrought Iron has been received. This is to supply an extra 14 spindles. The quote is £146.87, which includes labour and parts. Clerk to write and accept quotation.
Action Clerk

Road Outside 5 The Green & Fairspear – Potholes: No progress from Highways, again despite Clerk having written to County Councillor expressing the Parish Council’s concerns at the length of time being taken and the lack of communication being received. Clerk did mention that a phone message had been left for Mrs M Ishmail (previous Clerk) who had passed this on. Clerk returned the call and was advised that the person who was dealing with this was on annual leave, but it had been passed to Paul Wilson and he would call me back – call reference is 62910. To date no communication received. Chairman to write again further to County Councillor.
Action Chairman

Pavilion / Vandalism: A report of further vandalism to the main door to the Pavilion. This had been kicked in at the front at the approximate time of 8.30 am. The Toddler Group had tried to enter the door at around 9am, but couldnt open the door. This has been reported to the Police. The door is back in working order now. Chairman also reported that a message had been left for him that a car had been vandalised on the Green, again this has been reported to the Police.

Street Signs: No progress

Shop Report: Stuart reported that the Village Shop was 11% ahead on last year. The new member of staff has now settled in very well.

Wall on boundary of Playing Field: Chairman has been up and inspected this. Fortunately the wall is in the top right hand corner of the Playing Field and is not considered to be a source of danger. This was discussed with Peter Swan also and he was given permission to trim the tree which intrudes onto his side.

4. CORRESPONDENCE

a) Letter received from Oxfordshire County Council regarding Highway Management arrangements. The letter outlined the current arrangement with the County Council for grass cutting. This arrangement will come to an end on 31st March 2006 and the Parish Council can enter into a formal Agency Agreement from 1st April, 2006, but confirmation was requested by the end of November, 2005. Alternatively the Parish Council could request further information. Clerk to write and request further information.
Action Clerk

b) Letter received from ORCC requesting a donation to John Hardwicke’s Retirement Presentation, together with an invitation to the Lunch. A £20 donation to be sent, together with letter declining the lunch invitation. Copy of letter to be sent to Stuart for files.
Action Clerk

c) OVID Questionnaire – Stuart going to complete.

d) Letter received from The Wychwood Project requesting a donation. A £50 donation to be sent, together with covering letter, copy of letter to be sent to Stuart for files.
Action Clerk

e) Letter received from Gerald Simper, the Parish Contact for the Cotswold Voluntary Wardens, enclosing a draft copy of a Circular Walk Through Ascott Leaflet that is to be made available free from the Shop, but requesting a donation. A request for any comments or suggestions was asked for in the letter – Chairman requested that where the leaflet refers to “Yew Tree Farm”, this should read “the Yew Tree Farm Complex”. Clerk to write accordingly.
Action Clerk

5. PLANNING

04/1659/P/FP: DEMOLISH EXISTING DWELLING. ERECTION OF 9 DWELLINGS WITH ASSOCIATED GARAGES, ACCESS AND LANDSCAPING AT 2A SHIPTON ROAD, ASCOTT UNDER WYCHWOOD Refused

05/1607/P/FP: SUBDIVISION OF COTTAGE TO CREATE TWO DWELLINGS. ERECTION OF TWO STOREY EXTENSION AND ALTERATIONS TO EXISTING ACCESS at COTTAGE AT CENTURIES HOUSE, LONDON LANE, ASCOTT UNDER WYCHWOOD. Granted

05/1757/P/FP: ERECTION OF TWO STOREY SIDE EXTENSION AND FRONT PORCH at 18 SHIPTON ROAD, ASCOTT UNDER WYCHWOOD. Granted

05/1829/P/FP: CHANGE OF USE OF LAND FROM AGRICULTURAL TO DOMESTIC GARDEN INCLUDING THE ERECTION OF GREENHOUSE New

05/1933/P/FP: CONVERSION OF GARAGE TO STUDY/HOBBY ROOM TO INCLUDE INSERTION OF WINDOW at 47 HIGH STREET, ASCOTT UNDER WYCHWOOD. New

6. FINANCE

Stuart Fox produced a list of necessary expenditure and requested a figure the Parish Council considered reasonable to keep as a buffer for unforeseen costs. It was agreed a minimum of £1500. This was also to help Stuart obtain a more realistic figure to request for the precept.

Payments In:

Refund on VAT for the Lighting 855.34

Payments Out:

Shane Barnes – Grass Cutting for 2005 2100.00
Mike Pearce – Padlock for Gates 26.49
R.A. Newman – Hedge Cutting 34.78
OALC Posters – 6.00
Wychwood Project 50.00 (Section 137 Expenditure)
ORCC – John Hardwicke’s Retirement 20.00 (Section 137 Expenditure)

7. SPORTS CLUBS / PLAYING FIELD

A meeting had been held between John Cull, Roger Shepherd, Mike Pearce representing the Parish Council and Mr Alan Wood, The Windrush School on 17th October, 2005. This was primarily to discuss the possibility for The Windrush School to increase their use of the the Playing Field / Pavilion facilities. Mr Wood was looking for between 3 to 4 afternoons per week from 3.30pm to 5.00pm, which would include hosting visiting schools. Mr Wood had expressed he would make a commercial financial contribution and in return he would ideally like to enter into a 5 year Contract/Agreement.

After the first meeting was held, a further meeting was held with other users of the Pavilion / Playing Field i.e. football clubs, toddler groups etc. and the majority thought this was a positive move. The Parish Council also held this view, but expressed that this would need to be given careful consideration and therefore a further meeting would be arranged by the Sports Club to explore Mr. Wood’s requirements in more detail.

8. COUNTY COUNCILLORS REPORT

No Report

9. DISTRICT COUNCILLORS REPORT

Mrs Hibbert-Biles reported that the Government had still not announced a figure / allowance, albeit it will be less than the previous year with regards to Supporting People. They were still fighting to keep Wardens and currently working on Children/Adoption services.

It was also reported that Chipping Norton Hospital had only been granted 2 extra beds and an X Ray unit, which is after the inital consultation. Mrs Hibbert-Biles has requested a meeting with Nigel Webb the Chief Executive for clarity on the exact position with the Hospital.

10. PUBLIC QUESTIONS

No Public Questions.

11. ANY OTHER BUSINESS

The Chairman did mention to the District Councillor the West Oxfordshire Local Plan 2011 Proposed Modifications, whereby Ascott-under-Wychwood is now classified as a small village “Group A”. The Parish Council expressed concerns what effect this change would have on the Village, with regards to planning etc. Mrs Hibbert-Biles is going to investigate this.

12. DATE OF NEXT MEETING

The meeting closed at 10.20 pm and the next meeting will be held on Monday 12th December, 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 Mr R Rose, County Councillor, Mrs H Hibbert-Biles, District Councillor and 3 members of the public. Mrs M Ismail, Parish Clerk was in attendance.

Mrs Ismail introduced Mrs Angela Barns who is considering taking over as Clerk.

1. APOLOGIES There were no apologies for absence

2. MINUTES

There were two amendments to the minutes of 11th July 2005. Item 6 c) should read: £5.15 not £5.75 and Item 9 should read: original estimate of £7500 not £750. The minutes were then agreed and signed.

3. MATTERS ARISING

Risk Assessment: The tree work is approximately half way through.

Kerbing and Paving: No progress. The County Councillor is hopeful of more information by the next meeting.

Post Box: Oxford Mail Centre have agreed to replace the box provided there are no service pipes i.e. water, gas, running under the site of the box. They will make investigations and replace the existing box but cannot say when the work will be done.

Railway and Culvert: Mike Pearce reported that as this is connected to the outcome of the planning for 2A Shipton Road he has not taken the matter further. The District Councillor reported that the County Engineer, John Clark had been told by Network Rail that the work would be done and he has requested an on going maintenance programme. She will ask John Clark to write to the Parish Council on progress. John Clark has also contacted Thames Water.

Speed Signs on London Lane: A reply has been received from Paul Wilson at OCC to our request to have this matter re-considered. He suggests that an extra street light would make the lights 183 meters apart and this automatically denotes a road where a 30 mph applies. This option would still mean that the light would cost £1500. The other option is by means of a traffic regulation order but the letter suggests that this needs a long and expensive consultation process. The Clerk has made enquires about moving the signs under the Minor Safety Scheme for which there is limited funding and this has been applied for.

Water at Crown Farm: An Environmental Health Officer has visited Crown Farm and told Chris Badger that the problem with the water is coming from the farm and they have agreed to replace the drain into the road. It is hoped that the problem will then be resolved.

Crown Farm Planning: The Chairman and Mike Pearce had a meeting with J Lowe at WODC planning. He is not happy about horse traffic coming through the village and will bring this up at the planning meeting. He agrees that the horse walker and the horse washing should be moved. He is content to let the number of horses be controlled by the number and size of buildings. Times of operation are to be arranged between planners and Chris Badger. He feels that the drain issue has been resolved. The other units in the yard will have to be dealt with by another application. An enforcement officer has been appointed to look into the extended gallops but this will take a long time. The application should be heard at the October planning meeting.

Memorial Plaque: No progress

Water on Chipping Norton Hill: No progress due to dry conditions.

Overgrown Branches near River Bridge: These have now been cut back by Mr Izod.

Insurance: Written confirmation has now been received regarding the tractor and mower added to the Cornhill Insurance Policy.

White Line Painting: Clerk has chased OCC and they say the work has been scheduled but they are having problems with their contractor.

Chestnut Drive Play Area: The site is now owned by Cottsway Housing. They have written to say that they have visited the site on several occasions and have not found evidence of children congregating or misbehaving. They are looking at the possibility of building on the site. It was agreed that we should write again explaining that the problems occur at night and ask them to speak to the residents and emphasise how the problem would be solved if the site was built on.
Action: Clerk

Pre-school Shed: A letter was drafted by Roger Shepherd and sent on behalf of the Parish Council to WODC planning department explaining the proposal with a drawing.

Churchyard Kissing Kate: No progress

Flix in the Stix: £250 has been paid to Shipton Parish Council.

Climbing Wall: This had been very successful at the bank holiday Car Boot and BBQ Breakfast. It was felt that it could be better advertised if we use it again.

ROSPA: All items completed except the slide. Action: Mike Pearce

Road Outside 5 The Green: No progress.

Cars Parked around The Green: Since the letter was sent to Mr Hill asking him not to park his cars around The Green he has removed one car but replaced it with another one. It was agreed that no more action could be taken as he is not breaking the law.

Parish Clerk: Mrs Angela Barns is considering taking the position.

Pavilion/Vandalism: After the last meeting in July Roger Shepherd contacted P C Monks and was satisfied that there would be more police presence but there has been more vandalism in recent weeks. It was agreed that the Chief Inspector would be asked to meet with the people in the village directly affected. The District Councillor suggested that we write to Bill Oddy at WODC with a copy to Ian Hudspath. Action: Clerk

4. CORRESPONDENCE

a) OCC had written to ask if any street signs need replacing. It was felt that the London Lane sign opposite High Street was the only one. Clerk to inform
Action: Clerk

b) West Oxfordshire Citizens Advice Bureau had written requesting a donation. It was agreed that this would not be possible this year. Clerk to inform.
Action: Clerk

c) Various items of correspondence are now coming via email from County and District. The clerk asked whether or not these should be downloaded as some of them are large documents. Hard copies can be requested but some of the information may not be of interest. It was agreed that these emails would be forwarded to councillors and individuals can then decide if they want to receive the information.

5. PLANNING

04/2165/FP: 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) at CROWN FARM, ASCOTT UNDER WYCHWOOD Deferred

05/1070/P/FP: ALTERATIONS AND ERECTION OF SINGLE STOREY REAR EXTENSION at 16 MAPLE WAY, ASCOTT UNDER WYCHWOOD. Granted

04/1659/P/FP: DEMOLISH EXISTING DWELLING. ERECTION OF 9 DWELLINGS WITH ASSOCIATED GARAGES, ACCESS AND LANDSCAPING at 2A SHIPTON ROAD, ASOCTT UNDER WYCHWOOD
After discussion it was agreed that all previous arguments regarding drainage and sewerage and suitability of this site have not been addressed in the new plan. Chairman to write letter of objection. Outstanding

05/1332/P/FP: ALTERATIONS AND ERECTION OF CONSERVATORY at LAND ADJ 19 CHURCH VIEW, ASCOTT UNDER WYCHWOOD. Granted

05/1607/P/FP: SUBDIVISION OF COTTAGE TO CREATE TWO DWELLINGS. ERECTION OF TWO STOREY EXTENSION AND ALTERATIONS TO EXISTING ACCESS at COTTAGE AT CENTURIES HOUSE, LONDON LANE, ASCOTT UNDER WYCHWOOD. New

6. FINANCE

a) Mr Fox explained that the funding of the new lighting for Tiddy Hall and claiming the grant had all gone extremely well. WODC had been very helpful and paid the grant very quickly. A temporary loan of £1000 had been taken which was paid back today. We are still awaiting £800 VAT refund and this may be queried as we do not usually claim such large amounts.

b) The Audit is now complete and there were no queries. A report was provided with some suggestions as follows. The council is under no statutory obligation to act upon these suggestions.

Fidelity Guarantee: It was agreed that this was not necessary as no Parish Council officers handle money.

Employment Status: The Council is recommended to review the employment status of the clerk as the council could be held responsible of any back payments of tax and national insurance if the self employed status of the clerk was challenged and found to be incorrect.

Expenditure Powers. It is recommended that the expenditure powers relating to expenditure made are recorded in the minutes, along with the expenditure to demonstrate that the council has properly followed their standing orders and financial regulations. This is a requirement for any payments made under S137 of the Local Government Act 1972

c) Payments

Received: £
Village Hall Grant from WODC 4594.39
Loan 1000.00

Paid:
Cornhill Insurance 246.03
Shipton Parish Council (Flix in the Stix) 250.00
Cotswold Line Promotion Group Subscription 10.00
Patrick Edwards Agricultural Contractors (Parts) 64.62
Stoy Hayward (Auditor) 141.00
Lancelyn Theatre Supplies (Tiddy Hall Lighting) 5742.99

7. COUNTY COUNCILLORS REPORT

Mr Rose reported that the county council have made the parking free at the Thornhill and Water Eaton park and ride and it is hoped that the city council will follow this example. There are serious concerns about the new arrangements for control and command of the fire service for the area. Decisions have not yet been made about the South East and London and staff are looking for jobs elsewhere leading to fears that it will be difficult to recruit staff in the future when the decisions have been made.

8. DISTRICT COUNCILLORS REPORT

Mrs Hibbert-Biles had spent a lot of time on the Supporting People Committee. There is likely to be a 7% cut in the grant and the committee is working hard to retain services. The Affordable Rural Housing Committee is looking at how access to affordable housing can be improved. There are proposed changes to planning rules including work on buildings having to start within three years rather than five years. Work is ongoing to implement green composting and open days are planned. The Northern Sub Committee of the Overview and Scrutiny Committee have passed the PCT plans for Chipping Norton Hospital.

9. PUBLIC QUESTIONS

Q. Darrell Penning asked who was responsible for repairing the signpost damaged in a recent accident near the railway crossing.
A. The accident was reported to OCC highways and the sign has been taken away for repair.

10. ANY OTHER BUSINESS

a) The planning application for a waste disposal site by Hickman Brothers in Fulbrook was discussed briefly. The District councillor said that WODC had been asked to comment but she had not been at the planning meeting due to illness but there had been a lot of objections. It will now go forward to County Planning.

b) Mrs Biles proposed that Mr Fred Russell should be formally thanked for his work tidying up the footpath on London Lane. Fred was duly thanked by the Chairman.

c) Mrs Biles suggested that it might be useful to have a sign to indicate the bend after the railway crossing as there have been several accidents there recently. It was agreed that this was not necessary as motorists are already in a 30mph limit and approaching a railway crossing and so should be driving with care at that point.

d) The success of the village shop was discussed and it will be entering the Village Shop of the Year competition run by ORCC. The District Councillor suggested that Bill Heinie of Oxford Radio should be kept informed of the shops achievements, since he opened the shop, and he may provide some free publicity on his radio show. Stuart Fox agreed to contact him. It was agreed that a monthly shop report by Stuart Fox would be placed back on the agenda under Matters Arising.
Action: Stuart Fox

11. DATE OF NEXT MEETING

The meeting closed at 9.25 pm and the next meeting will be held on Monday 10th October 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 4 members of the public. Mrs M Ismail, Parish Clerk was in attendance.

1. APOLOGIES Received from Mrs H Hibbert-Biles, District Councillor

2. MINUTES There were two amendments to the Minutes of 20th June 2005. First para. Item 6 FINANCE should read £1500 not £500 and £24,000 to pay over the remaining years not 15 years. These minutes were then agreed and signed.

3. MATTERS ARISING

Risk Assessment: Work on trees will start next week.

Kerbing and Paving: No progress.

Post Box: Clerk had spoken to Stuart Fairburn at Oxford Mail Centre again and there may be a possibility of replacing the existing box. The road will have to be dug out for a new box and they will have to check if any mains services run under the site. The existing box is on a brick pillar and does not need to be fixed into the road.

Railway Bank and Culvert: No progress. Mr Pearce to contact parties involved.
Action: Mike Pearce

Speed Signs on London Lane: Clerk has written to Paul Wilson at OCC highways to ask for the matter to be reconsidered. Awaiting reply

Water from Crown Farm: Mr Fred Russell has been checking the situation and the water appears to seep out in the late afternoon. Chairman to contact Neil Shallard at Environmental Health tomorrow morning to explain the situation. The seepage is black and has a very unpleasant smell.
Action: Chairman

Crown Farm Planning: No progress.

Footpath Sign: Mike Pearce has been in touch with Countryside Services at OCC and they say that the missing sign should not have been there at all and it is their responsibility to provide signs where the footpath meets the highway. If the footpath separates in the field it is the responsibility of the landowner to provide the sign.

Memorial Plaque: Work outstanding. Action: Chairman

Water on Chipping Norton Hill: No progress due to dry conditions.

Overgrown Branches Near River Bridge: Clerk to contact Mr Izod.
Action: Clerk

Insurance: The mower and tractor have been added to the main policy with Cornhill at a cost of £246.03. Clerk awaiting written confirmation.

White Line Painting (Parking nr School): The ‘keep clear’ signs and white lines have been repainted around The Green but the rest of work has not been done. Clerk has been trying to contact Paul Wilson at OCC Highways to find out why. Awaiting reply Action: Clerk

Chestnut Drive: WODC are looking at the site.

Pre-School Shed: No progress.

Churchyard Kissing Gate: Clerk has written to PCC for further information.

Flix in the Stix: Roger Shepherd will speak to Simon Gidman next week and it was agreed that the Tiddy Hall and Parish Council would pay £250 each towards the scheme. Two separate cheques will be sent to Shipton Parish Council.

Mobile Climbing Wall and Skate Park: It was agreed that the climbing wall would be hired for half a day during August at a cost of £50. WODC will provide equipment, insurance and staff to run the scheme plus promotional material. Participants will be charged £1 to use it by WODC. Clerk to find out more about what age group it is suitable for and contact the local schools to promote it.
Action: Clerk

ROSPA: The following points arose from the report.
· Cut back overhead planting. This will be done next week.
· Wood chipping surface needs to be raked, and topped up to give more depth.
· Slide: Spacing between barrier bars is too wide. Mike Pearce to contact Rowley Harpwood to make extra bar.
· Concrete cover exposed under slide
· Corrosion under top step
Action: Chairman/Mike Pearce

Trafalgar Day Beacon: Clerk has written to Shipton Parish Council to say we do not wish to join in the beacon.

Receipt for Morris Dances: Receipt sent to Don Barnes.

Road outside 5, The Green: Reported to OCC Highways again.

Cars Parked around The Green: A letter has been sent to Mr Hill in Milton regarding his parked cars.

Clerk: Information on the new rates of pay agreed on 1st April 2005 was passed to Stuart Fox. OALC can promote the position in their County Newsletter. Advertisement has been placed in The Grapevine. Clerk to provide job description for Chairman. Action: Clerk

4. CORRESPONDENCE There is no correspondence to be discussed.

5. PLANNING

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) at CROWN FARM, ASCOTT UNDER WYCHWOOD Deferred

05/0696/P/FP: ERECTION OF TWO STOREY EXTENSION at COTTAGE AT CENTURIES HOUSE, LONDON LANE, ASCOTT UNDER WYCHWOOD. Refused

05/1070/P/FP: ALTERATIONS AND ERECTION OF SINGLE STOREY REAR EXTENSION at 16 MAPLE WAY, ASCOTT UNDER WYCHWOOD. New

04/1659/P/FP: DEMOLISH EXISTING DWELLING. ERECTION OF 9 DWELLINGS WITH ASSOCIATED GARAGES, ACCESS AND LANDSCAPING at 2A SHIPTON ROAD, ASOCTT UNDER WYCHWOOD
After discussion it was agreed that all previous arguments regarding drainage and sewerage and suitability of this site have not been addressed in the new plan. Chairman to write letter of objection. New

6. FINANCE

a) Stuart Fox reported that the internal audit was now complete and the following points had been made.

· The following expenditure had not been minuted.

10.5.04 100481 Transfer to Petty Cash 40.00
10.5.04 100482 Mrs M Ismail 19.20
14.5.04 100485 B7E Transport (skip) 117.50
10.8.04 100493 HLB AV Audit 141.00

· There are some minor discrepancies between some amounts minuted and the actual expenditure in the cashbook.

· One Cheque stub 100493 for £141.00 has only one signatory.

· The Summary differences sheet shows a different figure for allotments rents receivable to that shown on the Income & Expenditure statement.

· The analysis columns on the cashbook could do with an overhaul – it is particularly difficult to tie them in to the Income & Expenditure statement.

· It would be helpful if the Petty Cash book had a balance column.

b) The External Audit has been sent. There may be questions.

c) Section 137 expenditure that may be spent per head of population has gone up from £5.00 to £5.75.

d) A Cash Flow Forecast was circulated and Mr Fox made the following points:

· The balance of £650 is the lowest we have had and will make finances very tight.
· £200 for the tree on The Green may now not be needed as it can be deferred.
· Extra items agreed and not in the report are £50 for hire of the climbing wall and a £134 per quarter increase for the Clerk.

· The precept should be considered carefully next year.
.
e) Payments: ROSPA playing field inspection 50.53
Clerk ¼ yr salary 436.80
Clerk Tel. Expenses 7.50

7. COUNTY COUNCILLORS REPORT No Report

8. DISTRICT COUNCILLORS REPORT No report, Mrs Hibbert-Biles is on holiday.

9. PUBLIC QUESTIONS

Q. Roger Shepherd asked if the money could be made available which the Parish Council is contributing to the new lighting scheme for the Tiddy Hall. The work will start next week and the total cost will be £10,000. This is more than the original estimate of £750. The invoices for the work need to be submitted to WODC to claim the grant.

A. The extra money for this scheme will stretch the Parish Council finances even more than expected and the Chairman asked Stuart Fox to investigate if it was possible for the Parish Council to have an overdraft. It was agreed that Roger Shepherd and Stuart Fox would meet to make arrangements for submitting and paying invoices.

Q. Roger Shepherd reported that the Pavilion continues to have problems with water leaks and the Pavilion funds are very tight. There is £500 in the fund and £300 is already committed. There is also a continuing problem with vandalism more damage has been caused to roof tiles.

A. It was acknowledged that vandalism in the village is a problem but the Parish Council does not have powers to take action as it is a police matter. It was agreed that the local Police Inspector should be contacted as the beat officer does not seem to be very effective. Clerk to give Roger Shepherd direct number for beat officer so that he can report the latest incidents at the Pavilion. Action: Clerk

Fred Russell suggested that the Parish Council should write to villagers to inform them that the cost of vandalism will increase their council tax and they might then take more interest in the problem or keep a more careful eye on their children.

Fred Russell offered to cut back the growth on the footpath on London Lane opposite the Green. The Chairman thanked Fred for his offer.

10. ANY OTHER BUSINESS

The clerk reminded councillors that under the Risk Assessment rules the playing field should be inspected regularly during the school holidays.

11. DATE OF NEXT MEETING

The meeting closed at 9.30 pm. The next meeting will be held on 12th September 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 2 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 amendments to the minutes of the meeting held on 9th May 2005. Item 5 e) should read: If higher standards are required the organisations will cut the grass themselves. Item 7 FINANCE spelled incorrectly. The minutes were then agreed and signed.

3. MATTERS ARISING

Risk Assessment: Niall Burman has had a meeting with Southern Electric regarding the overhead cables but has not yet reported back.
No progress on Five Shilling Corner. The Chairman is investigating possible income from land filling at the site.

Kerbing and Paving: Clerk has asked the County Councillor to follow up on his previous request for the work.

Post Box: No progress

Railway Bank and Culvert: No progress. Mike Pearce will contact agencies involved directly and try to arrange a meeting.

Speed Signs on London Lane: A reply has been received from Paul Wilson of OCC Environment and Economy. He has examined the accident record over the past 10 years and as there have been no reported incidents they presume there is no need to change the position of the signs. Clerk to reply stressing that this is a blind bend with no pavement and there have been accidents and near misses and to ask for a site meeting. Action: Clerk

Water from Crown Farm: Since Easter there as been little water but it was worse last week and the water was very black and concentrated. It was not reported to Environmental Health. Mrs Byles and Mr Russell will report if it is running for more than 48 hours.

Crown Farm Planning: The Chairman had spoken to G Lowe who felt that agreement was slowly being reached on some of the contentious issues such as the horse walker, parking, access for lorries but other irregularities were still uncertain. He is optimistic that a new application may be submitted soon.

Water at the Top of Heritage Lane: This was due to an overflowing mains sewer. Fred Russell and David Winter had rodded the drain and it appears that WODC have now cleared it.

Footpath Sign: The clerk had written to Dan Weeks at OCC Countryside Services and they have replied to say they do not agree that three signs are needed.
Footpath 11 does not start at the roadside but further into the field as a spur from bridlepath10 and therefore they do not feel it needs to be signposted from the road. Mike Pearce agreed to contact Dan Weeks about the matter
. Action: Mike Pearce

Memorial Plaque: Work outstanding.

Water on Chipping Norton Hill: No progress due to dry conditions.

Overgrown Branches Nr. River Bridge: Mrs Pearse reported that Network Rail have been working in the area and some of the branches have been cut back. It was agreed that the area is still a hazard and that Mr Izod should be asked again the cut them back. Action: Clerk

Insurance: Mr Fox had compared premiums but found that other companies were more expensive. Premium has been paid to Cornhill. Clerk to contact them to add the mower and tractor. Action: Clerk

Car Parking Nr School: Clerk had written requesting re-painting of white lines around the school and other areas in the interests of safety. OCC have replied to say this will be done in the school holidays. Clerk to check on the exact location of the ‘School Keep Clear’ markings. Action: Clerk

Church Fete: This will take place on 9th July on the Green and in the Churchyard.

Chestnut Drive: Clerk had written to WODC asking for the area to be cleaned up and whether something could be built on the play area to stop the vandalism problem. A reply has been received from Andrew Tucker, Development Strategic Director to say that he is talking to various colleagues and will respond as soon as possible.

Pre-school Storage Shed at Pavilion: Clerk has asked Pauline Plant for a drawing of the shed and proposed site to establish if there are any planning applications.

4. CORRESPONDENCE

a) A letter has been received from the PCC asking the Parish Council to raise the question of kissing gate at the entrance to the churchyard from Church View. It has been suggested that the gate poses an obstacle to mothers with pushchairs and young children who are obliged to walk along Church View which does not have a footpath and therefore places them at risk from traffic. After discussion it was agreed that it would be very costly to remove the gate especially at the present time as Parish Council funds are already stretched. As the gate has been there for over 100 years it was agreed that more information is required about how many complaints have been made and where this suggestion is coming from. Clerk to reply. Action: Clerk

b) A request for payment of £500 has been received from Gordon Halliday for the Flix in the Stix scheme. Shipton Parish Council has met the full cost and is now asking for donations to be paid. The clerk had spoken to Roger Shepherd who intimated that the money would be paid by Tiddy Hall. Clerk to establish if the money has been paid. It was agreed that the Parish Council would contribute £250 if necessary. Action: Clerk

c) WODC are launching a mobile Skate and Climb play scheme to travel around villages during the summer. It was agreed that the clerk would find out more about it. In particular, how big it is, insurance implications and if there is a charge so that it can be considered further. Action: Clerk

d) The ROSPA report has been received. It highlights several medium and low risk items. Passed to Mike Pearce for action. Action: Mike Pearce

e) Notification of the Transfer of Licence at the Swan has been received. The new licensee is Robert Jenkinson.

f) Shipton Parish Council have written to ask if Ascott would be interested establishing a joint beacon as part of the Trafalgar Day celebrations October. It was agreed not to take part in a joint celebration. The bells will be rung in Ascott for the occasion. Clerk to reply. Action: Clerk

g) Cotswold Conservation Board have sent details of grants for Local Features. They will provide 50% up £20,000. Details passed to Stuart Fox.

5. PLANNING

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) at CROWN FARM, ASCOTT UNDER WYCHWOOD Deferred

05/0696/P/FP: ERECTION OF TWO STOREY EXTENSION at COTTAGE AT CENTURIES HOUSE, LONDON LANE, ASCOTT UNDER WYCHWOOD. Outstanding

05/0700/P/FP: ERECTION OF SINGLE STOREY SIDE EXTENSION at
1 WYCHWOOD COURT, ASCOTT UNDER WYCHWOOD. Granted

05/0670/P/FP: ALTERATIONS TOGETHER WITH SINGLE, FIRST AND TWO STOREY EXTENSIONS INCLUDING INSERTION OF SIX DORMER WINDOWS at WILLOW BROOK, 51 HIGH STREET, ASCOTT UNDER WYWOOD. Refused

6. FINANCE

Mr Fox reported that the Open Gardens weekend raised £1189 after costs. This will be used to reduce the shop mortgage. This money together with an extra £500 obtained from Leaderplus funding will bring the mortgage down by £7,500 leaving £24,000 to pay over 15 years. The shop is trading strongly and in the 5 months to May turnover was £44,000 compared to £38,000 for the same period last year.

Mr Fox also reported that a new football club is being formed from Wychwood villages and the person organising it has requested that they are not charged for grass cutting next season to help them get established. It was agreed not to charge anything as the grass does not need cutting in the winter. It will be up to the Sports Club to decide if they make a charge for use of the pavilion.

Payments Received:
Grass Cutting Grant 844.44
Outgoing Payments:
ORCC subscription 20.00
Insurance 1086.69
WODC Waste contract 93.18

7. COUNTY COUNCILLORS REPORT

No Report

8. DISTRICT COUNCILLORS REPORT

The District Councillor had given the following report to the clerk.
Mrs Hibbert-Biles has been promoted to the Cabinet with responsibility for housing. She will be leaving health at the district but going to Overview and Scrutiny Committee for social and health at County. At the last meeting of the joint Health Overview and Scrutiny Committee they accepted the NHS proposals for Chipping Norton Hospital for staff and beds. There will be a three month consultation on the Minor Injuries Unit. The Chief Executive of the Ambulance Trust has been informed that the situation in our area is very dire with no eight minute response coverage. Chipping Norton is not working and it has been suggested that stations should not be sold off. He has agreed to come back in three months with figures. She has been in touch with John Clark regarding the drains and has also spoken to Geoff Bonner and Kath James at Environment. They are trying to set up a meeting with all parties.

Crown Farm has not come before the planning committee again but they believe the situation is moving forward.

9. PUBLIC QUESTIONS

Q. Mr Andrew Jackson reported that the pavement on the corner of Dawls Close going into Shipton Road was in a bad state of repair.
A. Clerk to report to Highways. Action: Clerk

Q. Mr Jackson also wished to bring to the Parish Council’s attention incidents of vandalism in the Dawls Close, Chestnut Drive area of the village. There have been incidents of cars speeding and revving engines, drunkenness and intimidation by a small group of people. These incidents have been reported to the police but they are still going on.
A. The Chairman thanked Mr Jackson for bringing this to the Parish Council’s attention but stressed that the Parish Council can do little about it as it is a police matter. Mr Jackson was urged to keep incident diaries and make sure all incidents are reported to the police on the correct number so that the calls are logged.

Q. Mr Fred Russell asked if the Cricket Club were allowed to use the mower if they cut the grass themselves.
A. They would have to ask permission and a decision would be made at the time.

Mr Fred Russell commented that the kissing gate did cause problems for mothers with pushchairs and said there used to be a footpath running alongside the houses in Church View.

10. ANY OTHER BUSINESS

a) Details of old Morris Dances had been passed to the Parish Council for safe keeping by Don Barnes. Clerk to give him a receipt to say that we are holding them.
Action: Clerk

b) Mrs Byles asked if the poor repairs to the road outside 5 The Green had been reported. It has been reported, clerk will chase.
Action: Clerk

c) Mrs Byles suggested that requests for films for the Flix in the Styx evenings should be sought from a wider audience. It was suggested that Mrs Byles should write an article about this in the Grapevine, which she agreed to do.

d) Mr Fox had been approached by a neighbour about the village becoming a conservations area. He had explained that the Parish Council has discussed this many times and what the advantages and disadvantages were. After discussion it was agreed that the village had some protection under the AONB rules and it was decided not to pursue the matter.

e) Mr Pearce had been approached about the problem of cars being parked in The Green for weeks at a time by people who do not live in the village. One person who lives in Milton is doing this regularly. It was agreed that a letter should be sent to him about residents concerns. Mr Pearce to provide name and address.
Action: Clerk

f) The Chairman announced that Mrs Ismail, Parish Clerk has decided to resign for personal reasons. Various people have been approached but so far no one has come forward as a replacement. It was agreed to advertise in the Grapevine and to contact OALC. Clerk agreed to write a job description and find out the current pay rates. Action: Clerk

g) At the Sports Club AGM it was agreed that Roger Shepherd and John Cull would continue and form a committee with representatives from the groups who use the facilities. Mike Pearce will represent the Parish Council on the Committee.

11. DATE OF NEXT MEETING

The meeting closed at 9.50 pm and the next meeting will be held on Monday 11th July 2005.