Parish Council 2008

Parish Councillors Present:
Stuart Fox (Chairman)
Elaine Byles (Vice Chairman)
Bridgette Crundwell
Nick Leadbetter
Peter Greening

Parish Clerk:
Angela Barnes

Members of the Public:
Lord Rotherwick, Cornbury Estate
Laurence Mellor
Rob Morgan
Nigel Braithwaite
Pippa Carter

1.  APOLOGIES:

Apologies were received from District Councillor Hilary Hibbert-Biles, who had a prior engagement.

2.  MINUTES:

The Minutes for November were approved, duly signed, dated and filed.

3.  DECLARATIONS OF INTEREST:

There were no declarations of interest.

4.  CORNBURY ESTATE:

Lord Rotherwick addressed the meeting noting that he hoped lines of communication had remained open and that his Estate were continuing to prove neighbourly to the Village.  He reported that nearly all of the ditching work on the roadside had now been carried out.  Other works adjoining the Playing Field were in hand.  A new ditch had been proposed to ensure water flow was kept flowing in the right direction as was a new pipe on Laurence Mellor’s land.  The drainage of the Playing Field was questioned and Lawrence King of WODC was looking into this. Other works included a small amount of repair work by the riparian owner Mr Izod to his fence.  It was reported that the drainage downstream of the Charlbury end of the Bridge was more than satisfactory.

Lord Rotherwick reported on the agriculture side of Cornbury Estate and explained that it was still profitable albeit the price of fertiliser had been brought at a price double to that of last year.  A lot of forestry work had been carried out, but weather conditions had made this difficult and put them behind some 3 months. It was also reported that some footpaths through the Forest were felt to be unsatisfactory and that Lord Rotherwick’s contractors were hoping to re-surface where possible with hardcore.

Lord Rotherwick reported on one of the diversification projects the Estate were carrying out, this being renewable energy.  A mast had been erected to determine viable wind speeds and the results were compared with Brize Norton.  This project was moving along quite nicely and it was hopeful that locally produced electricity would be viable within 9 months.

Lord Rotherwick reported that three quarters of events held at the Estate were for Charity.

Q: Stuart Fox advised Lord Rotherwick that the 2009 Forest Fair was scheduled to be held at Cornbury Estate in September.

A:  Lord Rotherwick confirmed this, albeit not on the original site this venue was held many many years ago.

Q:  Laurence Mellor advised the meeting that he had now been flooded three times and that he had met Lord Rotherwick some two to three weeks ago and was very appreciative of the new pipe that was going to be implemented.

Q:  Nick Leadbetter asked Lord Rotherwick if he was aware of the stream behind High Street where it reaches the embankment by Tyacks Yard and a slurry pool forming.  He explained that there was a large metal sheet that had been placed which was stopping the water flow.

A:  Lord Rotherwick advised that he would ask his contractors to investigate and asked if he and Nick could walk this stretch together.

Nick Leadbetter reported that the work carried out clearing the water course to the North of the rail line on Chipping Norton road was very thorough and thanked Lord Rotherwick.  He also pointed out that Network Rail had not jet blasted the culverts at the level crossing and had asked NR on 8 December for a review of the work completed, which also failed to address the problem of the negative gradient in the ditch opposite Wychwood Court.

Stuart Fox thanked Lord Rotherwick on behalf of the Meeting.

5.  FREEDOM OF INFORMATION ACT:

Ongoing.

6.  PLAY EQUIPMENT:

Peter Greening reported that he had had a meeting with Roger Shepherd and John Cull to discuss this project.  Both of whom were happy in principle, but did have reservations regarding drainage, the siting and the physical size.  Peter circulated an aerial photograph of the site and pointed out the problem of the size.  The current size would only allow the MUGA to hold 1 tennis court and the cost would be in the region of £60k with a massively reduced amenity.  He suggested two solutions (a) possibly moving the cricket square slightly or (b) ask Lord Rotherwick if he would possiblly consider donating 35 mtrs x 20 mtrs of his field behind the site, which is owned by Cornbury Estate and currently rented out.  Before proceeding any further Peter said he would contact Lord Rotherwick and make some enquiries.

7.  MATTERS ARISING:

OCC Highways

Peter Greening reported that he had tried to contact Paul Wilson at OCC Highways, but without success.  Peter to chase again.

Pavilion/Sports Club

Hedgecutting – ongoing.

Village Shop

Ongoing

2a Shipton Road

A reply had been received from the developer Hills explaining that the red boards used were their corporate colours and were sorry that the Village found these offensive.  They have offered to reverse the colour to their other corporate colour grey.  The Clerk was asked to write back and thank them for their letter, but to note that this was still under discussion.  The Clerk was also asked to contact WODC planning and ask for any progress.

Cornbury Estate

Please see separate heading above.

Risk Assessment

Ongoing

Transport/Bus Service Review

Peter Greening reported that the new timetables had been received and would be displayed.

Sports Field Sign

Ongoing.

RoSPA

The clerk reported that the Playbark order to replenish the play area was in hand, but the weather had delayed the progress.

Declarations of Interest forms

Elaine Byles gave her completed form back.  The Clerk was waiting for Keith Butler to supply a form for Stuart Fox.

Speeding

A survey on London Lane had been completed and the results were reported that the average speed was 30.5 miles per hour.

8.  FLOODING:

Nick Leadbetter reported on behalf of the Flood Sub-Committee that an up-to-date report and separate summary had been produced.  This was circulated to the Parish Council and Flood Sub-Committe prior by email and it was agreed that both be attached to the approved November minutes and displayed on the website accordingly.

Q: Stephen Jones asked the meeting if the Parish Council could assist parishioners with their Insurance Renewals?

A:  Stuart Fox answered that this was not within the remit of the Parish Council, but the report and summary noted above should help individual homeowners to negotiate their own renewal terms.

9. CORRESPONDENCE:

A list of correspondence was circulated to Councillors.

10. PLANNING:

08/1260/P/LB Re-roof two slopes using Welsh blue slates (Part retrospective) at Yew Tree Farmhouse, 41 High Street, Ascott-under-Wychwood.

Ongoing

08/1458/P/FP Erection of dwelling at High Street, Ascott-under-Wychwood

Revised see application 08/1757/P/FP below

08/1511/P/FP Excavation of land to form swale and construction of bunds for flood alleviation at 36 Shipton Road, Ascott-under-Wychwood

Granted

08/1651/P/FP Erection of detached double garage at Honeybones Cottage 14 High Street Ascott-under-Wychwood

Ongoing

08/1775/P/FP Erection of single storey side extention at Honeybones Cottage 14 High Street Ascott-under-Wychwood

New

08/1745/P/FP Alterations and Erection of Ground Floor rear and First Floor side extensions at The Old Farmhouse 15 High Street

New

08/1757/P/FP Erection of Detached Dwelling and Garage land adjacent to 9 High Street Ascott-under-Wychwood

New

11. FINANCIAL REPORT:

Receipts

Payments Out

Oxfordshire Playing Fields Association (OPFA) Subscription £32.00 Chq No. 100663

12. COUNTY COUNCILLORS REPORT:

No Report

13. DISTRICT COUNCILLORS REPORT:

No Report, apologies sent.

14. ANY OTHER BUSINESS:

• Elaine Byles commented on the roads through the Village not having been gritted.
• Elaine also reported to the meeting that she had been approached with regards to Chestnut Drive play area and there being tyres, bottles etc left there.  The Clerk was asked to contact both Cottsway and the PCSO.
• Stuart Fox reported that Eric Pratley was giving up his allotment plot and asked the meeting to agree that priority should be given firstly to a parishioner in the Village or next a person who works in the Village.  This was agreed.
• Laurence Mellor asked if anybody held the Pavilion/Playing Field Plans.  Stuart advised that he would speak with Roger Shepherd.
• Nigel Braithwaite reported that the recycling contractors had left rubbish in High Street and that this had become quite a nuisance. The Clerk was asked to contact WODC explaining this, but pointing out that the refuse/dustbin collection was excellent.
• Telephone line in the Tiddy Hall – this was raised again with regards to the Disaster Contingency Plan and after discussion it was agreed that a pay as you go mobile handset should be bought for this purpose.  Peter Greening will look into and report further.

15. PUBLIC QUESTIONS:

No public questions – public participation throughout the meeting.

There being no further business, Stuart Fox closed the meeting at 10.00pm and confirmed the next meeting would be Monday 12 January 2009.

Parish Councillors Present:
Stuart Fox (Chairman)
Elaine Byles (Vice Chairman)
Bridgette Crundwell
Nick Leadbetter
Peter Greening

District Councillor:
Hilary Hibbert-Biles

Parish Clerk:
Angela Barnes

Members of the Public:
Laurence Mellor
Rob Morgan
Karen Kappen

1.  APOLOGIES:

No apologies received.

2.  MINUTES:

The Minutes for October were approved, duly signed, dated and filed.

3.  DECLARATIONS OF INTEREST:

There were no declarations of interest.

4.  FREEDOM OF INFORMATION ACT:

The Clerk gave an update of the new Model Scheme to be adopted and the ongoing maintenance of the Parish Council’s publication scheme.  The Clerk asked the Parish Council  to adopt the new Model Scheme before 31 December 2008.  This was proposed by Peter Greening and seconded by the Chairman Stuart Fox.  The Clerk would continue to update the Council’s current scheme bringing this in line with the publication templates recommended.

5.  PLAY EQUIPMENT:

Stuart Fox reported that he had invited Anne Smith to the meeting, but unfortunately she had not been able to make this.  Anne had been told that the Parish Council were in full support of a new play area, but it was suggested that she get in touch with other parents with a view to planning fundraising etc.

Peter Greening had also done some investigative work into play areas which were referred to as either MUGA’s or SUGA’s.  It was discussed and thought there were four elements to be considered:

• Village support from all members of the Village
• Whether this venture was physically possible
• The planning of such a project
• The financing (a) construction (b) running and upkeep and (c) to ensure there was no cost to parishioners.

Peter reported that he had spoken with WODC to discuss match funding etc and would visit other working sites that had already successfully carried out this venture also.

6.  PLAYGROUP:

A donation to the Playgroup was discussed and it was agreed that a £50 donation would be given. Stuart Fox was asked if the Playgroup published its Accounts and if it was a profit making business.  Stuart confirmed he would look into this.

7.  MATTERS ARISING:

OCC Highways

• road surface Chipping Norton hill and by Tyacks yard
• posts around the Village Green
• kerb stones on Shipton Road, going into Maple Way
• hole on the edge of the Green
• loose metal plate on the corner of the Green (London Lane end)
• High Street – resurfacing
• Leafield Road – subsidence

Stuart Fox reported that he had been asked why the posts around the Village Green had not been erected.  Peter Greening advised he would chase Paul Wilson at Oxfordshire Highways regarding the posts and the remaining outstanding issues.

Pavilion/Sports Club

The Clerk reported that after having written to Roger Shepherd he had replied that there was no forseeable major expenditure needed on the Pavilion.

Village Shop

Stuart Fox reported that the Christmas stock was now in.

2a Shipton Road

The Clerk had circulated an email response from Jon Westerman at WODC Planning regarding the red boarding that had been erected around the site.  It was confirmed that WODC had opened a file and were investigating a possible breach of planning.  It was also confirmed that WODC had received numerous complaints.  Stuart Fox advised he would prepare a letter from the Parish Council to the developers noting our concerns.

Cornbury Estate

Lord Rotherwick is planning to attend the December meeting. The Clerk was asked to note this item at the beginning of the Agenda for December.

Risk Assessment

Ongoing

Transport/Bus Service Review

Peter Greening reported on the changes to the bus services; the C1 service had been reduced slightly.  The S34 which operated one day a week had been cut however there was now a service from Kingham to Chipping Norton which will run on off peak times through the Wychwoods.  Full timetables would be available from 14 December.

Sports Field Sign

Peter Greening has been given a very competitive quotation for a single sign.  A request for a quotation for a double sign has been asked for.

RoSPA

The Clerk reported that Blenheim had failed to supply a quotation, but a very competitive quote had been received from WODC to supply Nursery/PlayBark.  The Clerk was asked to contact WODC and proceed with delivery and arrange for PlayBark to be spread evenly over the affected areas.

Declarations of Interest forms

Elaine Byles had completed her form. The Clerk was asked  to obtain a new form for Stuart Fox and to re-send Peter Greening’s to him.

Speeding

Bill Oddy from WODC had contacted both Stuart Fox and Nick Leadbetter advising them that Bill Butcher would contact them to arrange a time to erect the information box on London Lane to record vehicle speed data.

8.  FLOODING:

Nick Leadbetter reported that a formal note had been promised by NR and their contractors AMCO giving a list of scheduled dates, but unfortunately this has never materialised.  It was reported that the works carried out so far by Cornbury were very good and had proved effective. NR were scheduled to dig out, grade, clear and jet blast their area at the end of November.  The riparian owners had carried out their works.  Robin Walker was due to start his work on 17 November.

Nick reported that there had been an on site meeting on 29 October 2008 with EA and NR’s contractors AMCO at the rail bridge to discuss the swale; (a) there was now a delay with the work on the bridge and swale to Spring 2009 and (b) EA and WODC have agreed the works on the spring and brook at Ascott Earl, albeit with a delay due to the possiblity of extra water having an effect on Brian Burns’ land.  Laurence King has sent a  letter to Brian Burns, but no reply has been received yet.

Nick asked the PC to agree to send a follow-up letter to David Cameron, copying Hilary Hibbert-Biles and Network Rail noting the frustration that no progress had been made and that dates timescales had now been changed some three times.  Nick would draft a letter and send to the Chairman for approval and the Clerk for posting.

The Parish Council asked Hilary to request on their behalf that Ascott-under-Wychwood has its own supply of sand for sandbags.  Hilary confirmed she would put this request forward at this week’s cabinet meeting.

9. CORRESPONDENCE:

A list of correspondence was circulated to Councillors.

10. PLANNING:

Bridgette Crundwell circulated notes from the Planning training course she had attended to all councillors and the Clerk.

08/1260/P/LB Re-roof two slopes using Welsh blue slates (Part retrospective) at Yew Tree Farmhouse, 41 High Street, Ascott-under-Wychwood.

Ongoing

08/1398/P/FP The Old Vicarage London Lane Ascott-under-Wychwood

Granted

08/1458/P/FP Erection of dwelling at High Street, Ascott-under-Wychwood

Ongoing

08/1511/P/FP Excavation of land to form swale and construction of bunds for flood alleviation at 36 Shipton Road, Ascott-under-Wychwood

Deferred

11. FINANCIAL REPORT:

Receipts

WODC 2nd half of the 2007/08 Precept

Payments Out

S Barnes The Pound Grass Cutting £212.50 Chq No. 100661

12. COUNTY COUNCILLORS REPORT:

No Report

13. DISTRICT COUNCILLORS REPORT:

The District Councillor reported that she had been asked by Milton-under-Wychwood if a follow-up meeting with David Cameron could be arranged and asked the Parish Council to give this some thought if they wished to be included should this happen.  Shipton-under-Wychwood would be asked also.

It was also reported that the planning application made by the Environment Agency to build a Swale had been deferred pending further information.

The District Councillor reported that she had received a complaint from a parishioner in Ascott re fireworks on the Shipton Road.  Trading Standards had been involved in examining the fireworks to establish if they were display standard fireworks and it was concluded that they were not.

14. ANY OTHER BUSINESS:

(a) Stuart Fox had been asked if it was possible for a Christmas Tree to be erected on the Village Green.  The Parish Council all agreed that was a very good idea, but did think it was too late for 2008 and suggested this being carried forward and put on the Agenda for discussion and planning in June 2009.

(b) The Dog Bins were overflowing.  The Clerk was asked to contact WODC to enquire if these could be emptied more often.

(c) Stuart Fox had been asked about the electricity power failure.  It was reported that this was due to a line being down in Chilson.

(d) Peter Greening reported that the Windrush School had asked if it was possible for them to hold a school carol service on the Village Green on Friday 12 December.  The Parish Council all agreed this was ok.

15. PUBLIC QUESTIONS:

No public questions – public participation throughout the meeting.

There being no further business, Stuart Fox closed the meeting at 9.45pm and confirmed the next meeting would be Monday 8 December.

Parish Councillors Present:
Stuart Fox (Chairman)
Elaine Byles (Vice Chairman)
Bridgette Crundwell
Peter Greening

Parish Clerk:
Angela Barnes

Members of the Public:
Pippa Carter (representing the Flood sub-committee)
Rob Morgan

1.  APOLOGIES:

Apologies received from Nick Leadbetter.

2.  MINUTES:

The Minutes for September were approved, duly signed, dated and filed.

3.  MATTERS ARISING:

• OCC Highways –  Peter Greening met with Paul Wilson OCC Highways on site to go through the list of outstanding issues.  All of those listed below now have a timeframe for works to be done and some have been started.
• road surface Chipping Norton hill and by Tyacks yard
• posts around the Village Green
• kerb stones on Shipton Road, going into Maple Way
• hole on the edge of the Green
• loose metal plate on the corner of the Green (London Lane end)
• High Street – resurfacing
• Leafield Road – subsidence

Peter Greening also reported that the Gas Board had advised residents in High Street that they would be digging the road up from 27 October 2008 for 7 weeks. This was reported to Paul Wilson at Highways so that any re-surfacing work on High Street would be done after.

Action Clerk

Pavilion/Sports Club

Nothing to report.

Village Shop

Nothing to report

2a Shipton Road

It was reported the boarding that had been erected around the site by the developers had been painted bright red.  The Clerk was asked to check with WODC Planning if this is permissible.

Cornbury Estate

Lord Rotherwick is planning to attend the November meeting.

Risk Assessment

Ongoing

Transport/Bus Service Review

Ongoing.  Peter Greening to check progress.

Sports Field Sign

The Clerk reported that she had checked the price for a finger post to be added to the existing pole and it had been confirmed that it would be in the region of £200.  Peter Greening had asked for a quotation from another source and was waiting for this.  The District Councillor advised the Clerk to contact Lawrence King at WODC to just confirm to him that the pole is one that was originally erected by WODC and that it is a case of just adding one more finger post below the Village Shop sign.

Action Clerk

RoSPA

Lappset had confirmed that repair works had been successful to the play equipment highlighted in the RoSPA report.  The only item remaining now was the price / quotations for replenishing the playbark. It was suggested that the Clerk contact Phil Page and or Bob Lightfoot to enquire if they could supply playbark.

Declarations of Interest forms

The Clerk had requested these from WODC and had chased.  Unfortunately Keith Butler was away on leave, Clerk to chase again.

Play Equipment

Stuart Fox asked the Councillors if they had read the brochures that had been circulated at the last meeting.  It was apparent that the minimum of cost would be £6k, this rising to £20k or even £40k plus for hard tennis courts.  The Charity had indicated that they would be moderately interested in part funding, but would like to see real demand, perhaps with an action group being formed.  Stuart would speak to Anne Smith and Peter Greening was going to make some enquiries with the School.  The District Councillor confirmed that the Council would need to part-fund, plus another part-fund from a different source and WODC would then match fund.

4.  FLOODING:

In Nick’s absence his update report was taken as read and the Clerk was asked to add this as an appendix to the September minutes when they are posted on the website.

Pippa Carter was representing the Flood Sub-Committee in Nick’s absence and gave the following report: Jim Sokal of the EA had confirmed that Ascott-under-Wychwood was regarded as “High Priority Status” and on behalf of the Sub-Committee Pippa thanked the EA, the District Councillor and Phil Garvey for all of their hard work and dedication.

It had been confirmed that the piling of the railway bridge had been looked at by both experts and contractors and this job was going to be a lot bigger than originally estimated, thus taking some 4 months.  This may prove that the funding in place will not be enough.  AMCO and the EA were planning to call a meeting for the Parishioners to inform them of the works scheduled.  The EA had put in a planning application to WODC 08/1511/P/FP Excavation of land to form swale and construction of bunds for flood alleviation at 36 Shipton Road, Ascott-under-Wychwood.  The meeting was asked if everybody whom this would affect had been notified of the planning application.  The Clerk was asked to ask WODC Planning this question and to extend the date to reply so that three councillors, who had not seen the plans, would have the chance to consider the application.

It was reported that Coldwell Brook had been dredged, but there was a delay with the works to the spring fed brook due to riparian owners seeking advice from their insurers.  The District Councillor confirmed to the meeting that works would be done on the spring fed brook.

Pippa reported that Keith Macaulay was not content with the order in which works were being carried out and felt that unless the spring fed brook was started as a priority he would not sanction the various agencies using his land for access etc.  The Parish Council was extremely disappointed with this view and was very keen for all of the works to continue without let or hindrance.  The Chairman pointed out to the meeting that Keith Macaulay was able contact the agencies and indeed do what he felt necessary, albeit as a private individual and not a representative of the Flooding Sub-Committee or the Parish Council.

Finally Pippa asked if the Parish Council could write to all riparian owners along the river bank to ask them to clear any debris from the river which was on their land as a riparian owner.  The Parish Council felt that this was a question for Nick on his return.

5. CORRESPONDENCE:

A list of correspondence was circulated to Councillors.

6. PLANNING:

08/1260/P/LB Re-roof two slopes using Welsh blue slates (Part retrospective) at Yew Tree Farmhouse, 41 High Street, Ascott-under-Wychwood.

Ongoing

08/1398/P/FP The Old Vicarage London Lane Ascott-under-Wychwood

Ongoing

08/1458/P/FP Erection of dwelling at High Street, Ascott-under-Wychwood

New

08/1511/P/FP Excavation of land to form swale and construction of bunds for flood alleviation at 36 Shipton Road, Ascott-under-Wychwood

New

7. FINANCIAL REPORT:

Receipts

No receipts.

Payments Out

S Barnes Grass Cutting £2,850.00 Chq No. 100657

Clerks Quarterly Salary £494.59 Chq No. 100658

Clerks Quarterly Expenses £103.85 Chq No. 100659

HM Customs & Excise £108.57 Chq No. 100660

Copies of the Parish budget were circulated showing forecast figures and actual expenditure.  All Councillors were asked to consider setting the Precept figure for next year which will need to be submitted by 31 December 2008.  Reducing the Precept figure was discussed and all councillors felt this should be reduced, if possible, back to the Precept claimed in 2007/08, but with an increase in line with inflation. The Clerk was asked to contact Roger Shepherd to check if there were any future costs or expenditure that may be necessary on the Pavilion.

Action Clerk

8. COUNTY COUNCILLORS REPORT:

No Report

9. DISTRICT COUNCILLORS REPORT:

The District Councillor gave her report to the meeting, confirming that in light of the news and media with regards to Iceland WODC were carrying on as normal and that they would be lobbying the Government to retrieve the monies.

Witney Hospital now had 25 beds, ringfenced for complex care, but these would be made available for the whole area now.  It was reported that the District Councillor did have four flooding/road closed signs in her garage.  However, it is only the Police or Highways that could officially close roads.    The South East Plan for Housing was due to be discussed on Wednesday with 600 houses needed in this area, with exception land/sites also needed.

The District Councillor reported future changes to the waste collection system; food and recyclable waste collection will remain weekly, green waste and non-recyclable waste being collected fortnightly, but without a charge for green waste.

10. ANY OTHER BUSINESS:

(a) Stuart Fox reported that Mr Woods had vacated his allotment, this being plot number 4.  Details of the new tenant were given to the Clerk.

(b) It was reported that the Church Fete would be held on Saturday 13 July 2009.

(c) Speeding on London Lane – nothing still heard from the PCSO’s at Chipping Norton.  The Clerk was asked to contact Bill Oddy and enquire if road strips could be placed on a certain stretch of London Lane.

(d) Dog Mess was still a problem.  Stuart Fox was trying to obtain bags for the Village Shop

(e) A complaint had been received regarding the Hedge along the Playing Field.  The Clerk was asked to contact Newmans to enquire if they could do this sooner rather than later.

(f) Church Path; there has been a delay on the clearing and re-shingle of this due to the problems with the Builders.

(g) School Parking; this was still a major problem, especially on the corner where the road narrows by the Green.  Peter Greening was asked to speak with the School.

(h) Stuart Fox reported that he had received an Email from Terry Wright of the Environment Agency advising they would be running a pilot scheme for people to log in to a website and monitor the river levels.

(i) Sustainable Community Acts; Stuart Fox asked the District Councillor to look into this and “find out what is in it for Ascott”.

(j) Peter Greening reported that the contractors Halcrow had written to 4 houses regarding sewage flooding on High Street enclosing a questionnaire.  Peter was going to pass this information on to 4 houses in Shipton Road.

(k) OALC Update on Freedom of Information Act. The Clerk was asked to prepare the information necessary for this to be adopted at the November meeting.

11. PUBLIC QUESTIONS:

No public questions – public participation throughout the meeting.

There being no further business, Stuart Fox closed the meeting at 11.00pm and confirmed the next meeting would be Monday 10th November.