Parish Council 2014

Parish Councillors

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

Responsible Financial Officer

• Stuart Fox

County Councillor

• Rodney Rose

District Councillor

• Tom Simcox

Parish Clerk

• Angela Barnes

Members of the Public

• R C George (Wychwood Day Centre)

APOLOGIES

No apologies were received.

MINUTES OF THE LAST MEETING

The Minutes from the November Meeting were discussed, agreed and then duly signed, dated and filed.

DECLARATIONS OF INTEREST

There were no declarations of interest to be recorded.

FINANCIAL REPORT

Authorisation of payments

Payments
£261.60	RoSPA	Chq No. 100940
£57.85	Zurich Insurance	Chq No. 100941
£50.00	Citizens Advice Bureau	Chq No. 100942
Income
There was no income.

Precept:

Stuart Fox presented his budget forecast to the council and the setting of the Precept was discussed at length.  Cllr Carter reported that she and Cllr Tribe had attended a meeting with Town and Parish Councils at WODC offices where the District Council budget was discussed.  It was made clear at that meeting that future Parish Councils’ budgets are likely to be severely capped after 2015/16.

County Cllr Rose advised at this PC meeting that future County Council budgets will also reduce or eliminate some services that the Parish has been used to.

Ascott-u-Wychwood Parish Councillors were concerned that, when District and County Councils plan to cut their budgets, Parish Councils will be expected to pick up the cost of services they had previously not paid for.  Discussion concentrated on the need to keep a contingency amount in Parish funds and how much that should be.

It was therefore proposed by Cllr Peter Rance and seconded by Cllr Sandie Timms that the Precept should increase by 18%, equating to an annual Precept of £31,000.  This proposal was put to a vote – four votes in favour and one vote against.  The Clerk was asked to reply accordingly to WODC requesting the Parish Council’s Precept.

COUNTY COUNCILLORS REPORT

CCllr Rodney Rose reported that OCC’s budget had been released and was not welcome news.  He reported that OCC were faced with more savings/cuts of £84million over the next three years.  This was due to be put before Cabinet on 16 December. CCllr Rose reported that the Community Fund was still available and urged the PC to complete their request online.  PCllr Carter agreed to do this.  CClr Rose reported on the Extra Care Housing in Milton-under-Wychwood.  He presented an A4 poster giving the details and agreed to drop some off with Cllr Carter for distribution to each household in Ascott.

DISTRICT COUNCILLORS REPORT

DCllr Tom Simcox reported on the anti-social behaviour in the Village and that he was working with all of the authorities to overcome this issue.  DCllr offered his sincere apologies for his delay in dealing with this matter.

PUBLIC TIME

PCllr Carter welcomed Chis George and invited him to address the meeting.  Chris reported on the importance of local funding for the Wychwood Day Centre and asked the Parish Council to consider increasing their donation to £150.  After discussion it was proposed by PCllr Carter, seconded by PCllr Timms and agreed unanimously that the Parish Council’s donation would be £200 plus the proceeds from the Carols round the Christmas Tree to be held on Christmas Eve.  Chris agreed to organise the collecting buckets and collectors.

MATTERS ARISING

(a) Defibrillator

Cllr Carter reported that there had been a problem with the transformer to the box on the wall.  This has now been replaced and re-fitted, thanks to Cllr Tribe.  She reminded all councillors that the training would be on Saturday 13^th December at 10am.  Cllr Markwell agreed to regularly check the 3 standard warning signs on the defibrillator.

(b) Hedge on Shipton Road

Ongoing

(c) Working together with the Wychwoods

The Clerk was asked to write to Shipton Parish Council and suggest some dates in February to meet up at The Swan Public House meeting room.  The suggested dates are Thursday 5 February, Tuesday 10 February and Thursday 12 February.

(d) Leaflets Guides from OCC

The Clerk confirmed that the Snow Guide leaflets had been delivered by WODC and they were ready for distribution to each household, together with the Carols round the Christmas Tree leaflet and the A4 poster detailing the Extra Care Housing in Milton-under-Wychwood.

(e) Anti-social behaviour

It was reported that the tenants had vacated 11 Shipton Rd.

The clerk was asked to write to Cottsway requesting information on the status of the property and pointing out that lights and appliances should be turned off to reduce the risk of fire.

Cllr Carter was asked to write to WODC, Cllr Simcox and Cottsway to register our disapproval at the way the matter had been handled.  The Council felt that it should not have been necessary to apply pressure for these agencies to take the problem seriously, that they were very slow to act and very bad at making contact with the residents who had suffered.

(f) Meeting with Town and Parish Councils

Cllr Carter reported that she and Cllr Tribe had attended this meeting which was held at WODC.  She reported that fibre optic broadband is now available in Ascott.  Cllr Carter reported that a presentation was given on the WODC Budget (see Item 4, Precept) and Local Plan.  WODC hope that the Local Plan will be complete by August 2015.

PLANNING

No new applications received.

ASCOTT-UNDER-WYCHWOOD RECREATION GROUND

Cllr Mellor reported that there was an ongoing problem with moles.  The most serious have recently been dealt with and the others will be monitored.  The football manager was grateful for the improvement to the pitch.

PROJECT SAFE PLAY

Cllr Carter reported that RoSPA had now commissioned and signed off the equipment and their final report would follow.  The Playground was now officially open and that she would be applying to WODC to honour their promised grant once the contractor’s invoice had been received.

LOTTERY DRAINAGE

PCllr Mellor reported that more data had been requested and that he would be having a meeting tomorrow to discuss this.

ROADS

-London Road South (Charlbury) vegetation on roadside

Cllr Carter reported that this had been done by Crown Farm workmen.

-London Road South (Charlbury) private garden pond Mrs Beveridge

This will continue to be monitored.

-Standing water on the Shipton Road between Melplash Farm & Coldwell Brook

This will continue to be monitored.

-Litter Pick 17 January 2015, 10am meet on the Green

This will be advertised and Cllr Carter will contact WODC for bin bags, grabbers etc.

ASCOTT-UNDER-WYCHWOOD SPORTS CLUB

Cllr Mellor reported that the football team were doing very well and were third in the League.  He reported that they were close to fielding a second team and that there is also a group of youth players training once a week.

COMMUNITY EMERGENCY PLAN

Cllr Carter reported that she had completed the OCC Operation Centre Annual Survey, although they did already hold the Ascott-under-Wychwood updated Emergency Plan.

Cllrs Tribe and Rance agreed to check the water pump.

HELPERS OF ASCOTT-UNDER-WYCHWOOD

Cllr Carter reported that she had held a session at the Station bank and had planted some bulbs.  She also reported that the NR contractor had formally apologised for trampelling on the bank while installing the public address system.  Telent have promised money to pay for new plants.

PARISH PLAN

Cllr Tribe reported this was ongoing and he would be contacting ORCC for their advice.

RISK ASSESSMENT

The RoSPA report had been circulated electronically to all councilors.  It was felt that some of the photographs contained in the report were old and possibly re-used.  Cllr Carter agreed to speak with RoSPA about this.  The Clerk was asked to hold payment of the invoice.

TRANSPORT

Trains

Cllr Rance reported that CLPG did not currently have an Ascott-under-Wychwood representative.  The meeting agreed to Cllr Rance’s proposal that he take on this role whilst joining the CLPG as a Private Member.

Buses

Cllr Rance reported that there were currently 4 services through Ascott:-

1. Pulhams week daily to Burford connecting to Witney on a Stagecoach bus
2. The Villager, M, Tu, Fri, to Chipping Norton
3. The Villager on Thurs to Witney
4. GoRide to Charlbury station

Cllr Rance was asked to check on the details of the Go Ride service and to arrange for all services to be properly displayed on the boards and on the village website.

CAROLS ROUND THE CHRISTMAS TREE

The updated list was circulated and all were content with their duties.

WYCHWOOD LIBRARY

Cllr Timms reported that there would be a meeting on 15 December, which she would attend and feed back to the Parish Council accordingly.

VILLAGE CHARITY

There was nothing to report.

CORRESPONDENCE

-Letter from Rt Hon David Cameron re Dean Pit (emailed and forwarded to Chadlington PC)

-Letter from Rt Hon David Cameron re 11 Shipton Road (emailed)

-Letter from Rt Hon David Cameron to Pete Moss re 11 Shipton Road (emailed)

-Letter from RC George re Wychwood Day Centre (Mr George will be attending the Dec meet)

-RoSPA Report (emailed)

ANY OTHER BUSINESS

-Cllr Tribe reported that he had been approached about the state of the footbridge by Ascott Mill.  He confirmed that he had contacted Dan Weeks of OCC and was meeting him on Wednesday.  The Clerk was asked to add this to Matters Arising on the January Agenda.

-Cllr Timms asked if the Parish Council would consider starting a Neighbourhood Action Group (NAG).  She suggested that the PCSO was invited to the next meeting to discuss the benefits of NAGs. A new PCSO has been recently appointed and it was agreed that this would be a good way for her to get to know some residents. The Clerk was asked to add this to Matters Arising on the January Agenda.

There being no further business Cllr Carter declared the meeting closed at 10.40pm and confirmed the next meeting would be Monday 12 January 2015 at 7.30pm.

Cllr Philippa Carter

Dated 12 January 2014

Chairman

Parish Councillors:

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

Parish Clerk:

• Angela Barnes

APOLOGIES

Apologies were received from CCllr Rodney Rose, DCllr Tom Simcox and Stuart Fox (RFO).

MINUTES OF THE LAST MEETING

The Minutes from the October Meeting were discussed, agreed and then duly signed, dated and filed.

DECLARATIONS OF INTEREST

There were no declarations of interest to be recorded.

FINANCIAL REPORT

Authorisation of payments

Payments
£1035.00	TGMS second survey (Project SafePlay) (£862.50 reclaimed from Sport England)	Chq No. 100934
£29.99	A Barnes (Norton Anti-Virus)	Chq No. 100935
£32.25	World of Color Cotswolds Ltd.	Chq No. 100936
£41.23	Margaret Johnson Office Supplies	Chq No. 100937
£158.64	CN Baldwin Electrical (Defib installation)	Chq No. 100938
£41.70	Philippa Carter (Station Planting)	Chq No. 100939
Income
£638.00	Sport England  (refund of first survey excluding VAT)
£13,124.76	WODC Second half of Precept

Precept:

Cllr Carter reported on Stuart Fox’s Budget and Forecast, which had been circulated to all councillors ahead of tonight’s meeting.  The councillors were also asked for their potential costs and future projects.  This was discussed and it was agreed that this would be finalised at the December meeting to enable the Clerk to request the Precept for 2015/16.

COUNTY COUNCILLORS REPORT

No report.

DISTRICT COUNCILLORS REPORT

No Report.

PUBLIC TIME

There were no members of the public and so no public time recorded.

MATTERS ARISING

(a) Defibrillator –  Cllr Carter reported that this was now installed outside the Swan Public House and that training had been arranged for Saturday 13 December at 10am.  Places can be booked by contacting Philippa Carter or another councillor.  A note has been put in the Grapevine.  The Clerk was asked to write to the Ascott Village Charity requesting the grant which they had agreed to cover the final costs of buying and installing the defibrillator.  The Parish Council will cover the £30 annual cost of electricity to the box.

 (b) FlyPosting – this was discussed further and the Clerk was asked to reply to James Withey of Ted George Estate Agents to confirm that the Parish Council do not grant him permission to advertise events using an estate agent board.  However A4 posters could be used on the Notice Boards.

(c) Working together with the Wychwoods – this was discussed and all agreed that it would be beneficial to work together.  Ascott councillors agreed that they would like to host the next informal meeting of the Wychwood Parish Councils.  The Clerk was asked to reply, thanking Shipton-under-Wychwood Parish Council for making contact and stating that Ascott PC would be in touch in the New Year to extend an invitation for a date, potentially in February.

(d) Leaflets Guides from OCC – the Clerk was asked to chase the delivery of the Snow Guide leaflets, to enable the PC to include these when delivering the Christmas flyers advertising the Carols round the Christmas Tree.

PLANNING

14/1313/P/FP Langley Mill Stables

This application was briefly discussed and agreed that the Councillors would meet at Cllr Tribe’s on Wednesday 12 November to discuss more fully and feed back to the Clerk so that she could reply to WODC.

ASCOTT-UNDER-WYCHWOOD RECREATION GROUND

Cllr Carter reported that Windrush Valley School would be holding a Fun Run in aid of Children in Need on Friday afternoon 14 November 2014.

PROJECT SAFE PLAY

Cllr Carter reported that she had met with the Contractor and, weather allowing, he has one and a half days work left to complete.  Cllr Carter will put a notice on the gates stating the playground is closed until the final inspection has taken place.

LOTTERY DRAINAGE

Cllr Mellor reported that the report from TGMS had been sent to Wayne Barker at OCC Highways and that he was now waiting for their response.

ROADS

(a) Cllr Carter to contact WODC for bags, gloves and grabbers and to arrange collection afterwards. a) London Lane South (Charlbury) vegetation on roadside – Cllr Carter reported that Chris Badger has promised to do this over the Autumn/Winter.

(b) London Lane South (Charlbury) private garden pond – this will continue to be monitored.

(c)  Standing water on the Shipton Road between Melplash Farm and Coldwell Brook – this is to be monitored.

(d)  Litter Pick Saturday 17 January 2015 – details to be discussed and agreed

ASCOTT-UNDER-WYCHWOOD SPORTS CLUB

Cllr Mellor reported that the Football team was still using the facilities to the full.

COMMUNITY EMERGENCY PLAN

Cllr Carter reported that unfortunately, due to family commitments, she was unable to attend the recent OCC Flood Meeting.  She reported that she was now in the process of finalising the Emergency Plan suitable to be posted on the website.  All councillors have been briefed on the emergency equipment stored at Tiddy Hall store cupboard and car park.

Cllr Mellor reported that he had circulated the list of volunteers and that the new members of the Parish Council were up to speed with the training on how to use the equipment and the procedures.  He reported that the Winter Resilience was all in place and ready to go.

HELPERS OF ASCOTT-UNDER-WYCHWOOD

Cllr Carter reported that there was now manure on the bank opposite the Signal Box and that the bramble hedge had been cut back, thanks to Crown Farm.  She reported that the dead tree on the Playing Field had now been felled and removed, thanks to Rob Lane.

PARISH PLAN

Cllr Tribe reported that he had researched numerous Cotswold Parish Plans, which varied from extensively large documents to some consisting of one page.  He reported that this was very much a work-in-progress document and that a consultation process will need to be agreed in order to engage the local community to identify their ideas and secure support.  Councillors continue to offer potential points to be included.

RISK ASSESSMENT

Cllr Carter reported that all areas highlighted for attention had now been covered apart from the Pound perimeter which will be dealt with at the end of winter.  All councilors agreed that a 6-monthly walkabout was adequate. She suggested a visit to 5 Shilling Corner and the Clerk was asked to bring this to the Agenda in March.

Cllr Carter asked the Clerk to contact the hedge cutting Contractors and ask them to schedule the hedge cutting works on the Playing Field for February 2015.  Cllr Mellor agreed to liaise with the neighbouring property with regards to the preferred height of the Hedge.

TRANSPORT

Bus Service

Cllr Rance reported on the bus service and that unfortunately the GoRide service was scheduled to terminate on 29 November 2014 apart from the GoRide service to/from Charlbury station.  Cllr Rance agreed to monitor the situation to ensure that parishioners were aware that the X10 service was due to stop.

Network Rail

Cllr Rance reported that he had met with CLPG, who had advised on the small amount of members representing Ascott.  This did not help when lobbying for a better service from Ascott. Cllr Rance agreed to write an article for the Grapevine.

Improved bus and rail services were added to the points for discussion in the Parish Plan.

CAROLS ROUND THE CHRISTMAS TREE

The Clerk reported that she had ordered the Tree, which would be delivered on the week commencing Monday 1 December.  This would then be erected on Saturday 6 December – all available councillors to meet on the Village Green at 10am.  The Clerk was asked to contact Robin Walker and Shane Barnes and ask if they would be available to assist with the erection of the Tree.  The Checklist was referred to and relevant tasks given to each Councillor.  This would be reviewed again at the December meeting.

WYCHWOOD LIBRARY

Nothing to report.

VILLAGE CHARITY

The Charity have held a recent meeting and reported that it had donated £1000 to The Tiddy Hall for the purchase of new chairs.  Cllr Carter had done a presentation requesting funding for flood relief.  The Village Charity had donated £50 to a parishioner attending University to help with the purchase of their books.

CORRESPONDENCE

-CCllr Rodney Rose – GoRide Bus Service (emailed) please refer to Item 19 Transport.

-WODC Town & Parish Meeting (emailed & hard copy received) – the Clerk was asked to reply noting that Cllr Carter and Cllr Tribe would be attending.

-OCC Emergency Operations Centre (emailed) – Cllr Carter will reply.

ANY OTHER BUSINESS

– Cllr Carter reported that she had received a complaint regarding a hedge obstructing the pavement on Shipton Road.  She agreed to investigate this and report back.

– Councillors have been made aware of extreme anti-social behaviour taking place in recent weeks.  The Parish Council condemns any form of anti-social behaviour and, particularly, in Ascott-under-Wychwood.  Councillors agreed unanimously to take whatever steps appropriate to help resolve the situation.

There being no further business Cllr Carter declared the meeting closed at 10.30pm and confirmed the next meeting would be Monday 8 December 2014 at 7.30pm.

Cllr Philippa Carter

Dated 8 December 2014

Chairman

Parish Councillors:

• Philippa Carter (Chair)
• Sandy Timms (Vice)
• Mark Tribe

Parish Clerk:

• Angela Barnes

APOLOGIES

Apologies were received from CCllr Rodney Rose, DCllr Tom Simcox, Cllr Peter Rance and Cllr Laurence Mellor.

MINUTES OF THE LAST MEETING

The Minutes from the September Meeting were discussed, agreed and then duly signed, dated and filed.

DECLARATIONS OF INTEREST

There were no declarations of interest to be recorded.

FINANCIAL REPORT

Authorisation of payments

Payments:
£559.66	Clerks quarterly net salary	Chq 100924
£140.00	Post Office HMRC	Chq 100925
£262.30	Library Contribution	Chq 100929
£69.94	WODC Commercial Waste	Chq 100930
£123.73	Clerks quarterly expenses	Chq 100931
£3200.00	S Barnes Grasscutting	Chq 100932
£234.00	WODC Additional dog poo bin	Chq 100933
Income:
No Income

Precept:

Cllr Carter presented a spreadsheet, which gave details of the main sources of income received by the Parish Council, together with a list of all expenditure.  This was reviewed and it was agreed that all councilors would consider expenditure, any additional costs, projects and donations to be included in next years Precept.  The setting of the Precept would be discussed further at the November meeting.

COUNTY COUNCILLORS REPORT

No report.

DISTRICT COUNCILLORS REPORT

No Report.

PUBLIC TIME

There were no members of the public and so no public time recorded.

MATTERS ARISING

(a) Defibrillator –  Ongoing

(b) Additional Dog Poo Bin – Complete

(c) Request for donation from Citizens Advice Bureau (CAB)

Cllr Timms proposed a donation of £50, this was seconded by Cllr Carter.

(d) Risk Assessment including  RoSPA Report;

Cllr Carter reported that the schedule of works from the Risk Assessment has been addressed and most urgent work carried out.  Work to improve safety in the playground (as highlighted by the RoSPA report) is being undertaken as part of Project SafePlay and once that project is complete there will be a new inspection.  The Clerk was asked to to include this as a main item in the Agenda for November and the recorded Minutes from the November meeting.

PLANNING

There were no new planning applications to be considered.

ASCOTT-UNDER-WYCHWOOD RECREATION GROUND:

Nothing to report.

PROJECT SAFE PLAY

Cllr Carter reported that the Contractor had now started, but that progress had slowed up due to the weather.  She reported that two picnic benches had now been subject to vandalism.

LOTTERY DRAINAGE

The Clerk reported, on behalf of Cllr Mellor, that he was waiting for a report from the surveys that have been carried out.  Cllr Mellor had met with Wayne Barker to discuss drains on the High Street and was awaiting plans of the layout.  It was confirmed that no works would commence before next Spring.

ROADS

(a) London Lane  South (Charlbury) Gullies – Cllr Carter reported that this was now complete.

(b) London Lane  South (Charlbury) vegetation on roadside – Cllr Carter reported that Chris Badger has promised to do this over the Autumn/Winter.

(c) London Lane South (Charlbury) private garden pond – this will continue to be monitored.

ASCOTT-UNDER-WYCHWOOD SPORTS CLUB

The Clerk reported, on behalf of Cllr Mellor, that he was still trying to confirm with Gary Doggett the funds from the former cricket section.

COMMUNITY EMERGENCY PLAN

The Clerk reported, on behalf of Cllr Mellor, that Cllr Mellor had met with Chris Badger regarding Winter Resilience plans and confirmed arrangements as per previous agreements.  Cllr Mellor will be arranging training for colleagues as soon as practically possible.

HELPERS OF ASCOTT-UNDER-WYCHWOOD

Cllr Carter reported they had been working on the culvert opposite the Signal Box.  She reported that bulbs had been ordered and that some bulbs had been donated by parishioners Mr & Mrs Simkins.  Cllr Carter reported that she had spoken to Chris Badger with regards to the brambles.  Chris Badger offered and has agreed  to organise cutting the brambles.    Cllr Carter reported that the next Helpers’ Session would be bulb planting in November and tidying the Pound in December.

PARISH PLAN

Cllr Carter and Cllr Tribe reported on their recent “walkabout”.  The Clerk was asked to record that the Parish Plan would be a developing document kept by Cllr Tribe but with contributions from all Councillors.  Parishes are being encouraged to develop a Parish Plan which would help to guide Councillors in commenting on planning applications and other changes/improvements to the village.  To carry weight it would need to be agreed by the community.  Parish Plans from other communities will be investigated.

One issue that was being addressed was the closure of Dean Pit.  Cllr Carter and Cllr Tribe attended a meeting together with numerous other parish councils, which was hosted at Chadlington by their Parish Council.  Cllr Tribe reported that in support the Parish Council has written to the Prime Minister, the County Council, the District Council and the Town Council and was waiting for their responses.

TRANSPORT

The Clerk read Cllr Rance’s report to the meeting;

GoRide Bus Service

Cllr Rance had met Danny Douglas a Director of GoRide in September who was enthusiastic with the service and is keen to have satisfied customers and keen to expand the services if viable.  Cllr Rance confirmed that the Grapevine would be happy to advertise a two page article plus a Flyer Timetable inserted in it and that Danny Douglas had been advised.  Cllr Rance reported on the Aims; these being to cover complaints, how the service is designed and how problems are dealt with and may be enquire about the demand for new services.  A reply to the above had been received from GoRide who were happy with Cllr Rance’s report further to their meeting and would contact Stuart Fox direct with regard to advertising in the Grapevine.

Cllr Rance gave a brief background – all GoRide buses have a GPS so locations/tunes are known and if a no or late show the Management would be aware and compensation is available (please refer to GoRide’s Website “Passenger Pledge”.  Both Shipton and Milton Post Offices receive advance warning if there is a service problem, but unfortunately Ascott is not included within this due to the Village Shop not being on the Bus Route.  GoRide are keen to see an improved train service at Ascott as they would like to connect their service with CLPG.

Update on CLPG Issues

Cllr Rance had spoken with CLPG Chairman John Ellis who was pleased that Ascott PC were Corporate Members and so already have a Transport focal point.  He was however disappointed that the Village doesn’t have a local Rep (Milton and Shipton both have one, but Honeybourne don’t).  John Ellis admitted that the CLPG has very few members (not even those he knows catch the single trains).  He advised that his lack of involvement weakens CLPG lobbying for better services at  Ascott.  John Ellis reported that the CLPG have lobbied for an extra train in the May 2015 Timetable, but wont know the result before a draft is published in early 2015. He intends to meet Alan Field the new Cotswold Line Manager and Cllr Rance has suggested that the PC consider seeking to glad hand him too.

CAROLS ROUND THE CHRISTMAS TREE

This was discussed and the Clerk was asked to organise ordering the Tree to be delivered on the week commencing Monday 1 December.  This would then be erected and decorated on Saturday 6 December.  The Clerk was asked to organise the printing of the posters.  Cllr Carter had produced a checklist which had been emailed to all councilors and which would be used at the November and December meetings and again at the January meeting to debrief.

WYCHWOOD LIBRARY

Cllr Timms reported that the funding was less than originally forecast.  The Clerk confirmed that £262.30 for the first half of the first year’s funding had been paid.  Cllr Timms reported that the date of the next meeting was to be confirmed.

VILLAGE CHARITY

Cllr Timms reported that the VC’s meeting was scheduled for Wednesday 15 October.  Cllr Carter reported that she would be attending the meeting to give a presentation to request funds from the ringfenced Flood Fund and the Plant Fund.  Cllr Carter would also be giving the VC an update on Project SafePlay and requesting their final decision on the play equipment they would like to sponsor.

CORRESPONDENCE

WODC Local Plan (Emailed)

OALC Update (Emailed)

Letter from Rt Hon David Cameron MP

Email received from Allotment Tenant

ANY OTHER BUSINESS

Cllr Carter reported on the letter she had received from the Rt Hon David Cameron MP with regard to the Post Office at Milton-under-Wychwood.  This was read to the meeting and it was agreed, unanimously, that Cllr Carter should write again.  Cllr Carter agreed to do this after she had spoken with John Naish.

There being no further business Cllr Carter declared the meeting closed at 9.50pm and confirmed the next meeting would be Monday 10 November 2014 at 7.30pm.

Cllr Philippa Carter

Dated 10 November 2014

Chairman

Parish Councillors:

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

District Councillor:

• Tom Simcox

Parish Clerk:

• Angela Barnes

Members of the Public:

• Steven Jones

APOLOGIES

Apologies were received from CCllr Rodney Rose and Cllr Laurence Mellor

MINUTES OF THE LAST MEETING

The Minutes from the July Meeting were discussed, agreed and then duly signed, dated and filed.

DECLARATIONS OF INTEREST

There were no declarations of interest to be recorded.

FINANCIAL REPORT

Authorisation of payments

Payments
£120.00	BDO Stoy Hayward External Audit	Chq No. 100922
£765.00	TGMS Drainage (to be repaid)	Chq No. 100923
£1640.10	Wel Medical Ltd (Defibrillator)	Chq No. 100926
£81.60	RoSPA Safety Inspection	Chq No. 100927
£10.00	CLPG Membership	Chq No. 100928
Income
£700.00	WODC Defibrillator Grant

COUNTY COUNCILLORS REPORT

Apologies received from CCllr Rodney Rose.  Please refer to report provided below:

COUNTY’S THRIVING FAMILIES SCHEME ON NATIONAL STAGE

Oxfordshire County Council’s Thriving Families project is set to expand ahead of schedule after the Government named it as one of the best performing in the country.

The scheme is part of a national initiative to identify the families most in need of help within society and directly tackle problems such as crime and antisocial behaviour, poor school attendance and unemployment. It is also aimed at making long-term savings by reducing the financial burden these issues place on society.

The Government will provide funding for the council to begin working with more than 400 new families by the end of March 2015. As an ‘early starter’ area, the results from Oxfordshire will also inform and influence the national roll-out of the expanded programme in April 2015.

Families are assigned a dedicated worker from the County Council’s Thriving Families Team who acts as the single point of contact for the family. The worker liaises with other agencies including police, health services, probation, schools, job centres and voluntary agencies to deliver an agreed plan of action geared towards achieving specific results.

Progress is measured through real-terms improvements in school attendance, behaviour and reductions in levels of offending over a sustained period of time.

Each family taking part meets national criteria identifying them as among the most in need of help in terms of poor school attendance and behaviour, anti-social and criminal behaviour, youth offending and adults out of work.

The expanded Thriving Families programme will target families where a combination of two or more of the following issues has been identified:

• Parents and children involved in crime and antisocial behaviour
• Children not attending school regularly
• Adults out of work or at risk of financial exclusion and young people at risk of worklessness
• Families affected by domestic violence and abuse
• Parents and children with a range of health problems

This is all part of the County Council’s on-going commitment to protect the most vulnerable in our society.

ROAD PROJECTS AROUND OXFORDSHIRE

The reduction in road use during the school holidays often means the County Council conducts major transport schemes over August. We have a number of projects taking place at the moment and we are trying to minimise disruption as much as possible, but sometimes we are restricted as to when we can do work (for example where Central Government funding has a time limit placed upon it).

We assess the entire county’s road network based on surface condition and vehicle usage so that we can get the best value for money from our limited funds. Much of the work will provide significant improvements that are expected to increase capacity and reduce journey times.

• KENNINGTON & HINKSEY HILL ROUNDABOUT

The improvements to Kennington and Hinksey Hill roundabouts is a £6 million project that is designed to increase capacity by 30 per cent in the evening peak period for the 60,000 vehicles a day which pass through the junctions. Work is due to be completed by the end of November 2014. This will cause delays and we urge road users to find alternative routes or methods of transport.

• DUCKLINGTON STAGE OF WITNEY TRANSPORT STRATEGY

The Ducklington Lane corridor is the first phase of the Witney transport strategy and we have just finished resurfacing Corn Street, along with resurfacing a large section of the B4044 Farmoor Road.

• A4130 BIX MAINTENANCE PROJECT

The A4130 Bix maintenance project is a 2.5km section of dual carriageway located just north of Henley-on-Thames between Bix Village and Fair Mile at the junction of the B480 to Lower Assendon.

• OXFORD CITY

Enabling work will start on Frideswide Square to improve the junction ahead of the new station and Westgate development. As part of the Cycle City bid there will be work at The Plain to improve the junction.

• MILTON INTERCHANGE

Major project work on the Milton Interchange and Chilton A34 Junction will help to improve traffic flow along the A34.

• A420 AT SHRIVENHAM

We work closely with our contractors to try to reduce the time a scheme takes to deliver and I’m delighted to say that the £3.5 million resurfacing of the A420 at Shrivenham was completed a week early.

• A44 (NR WOODSTOCK)

The recent work on the A44 will extend the life of the road for several more years.

EXAM RESULTS: ‘A’ LEVELS & GCSES

‘A’ LEVELS

Thousands of students received their ‘A’ level results on 14^th August. Provisional data shows that results are similar to 2013 with 93% achieving at A*-E in at least two or more subjects. Around 43% have achieved two or more ‘A’ levels at A*-B. Confirmed results are always published later in the year.

GCSES

On 21^st August more than 6000 Oxfordshire students received their GCSE results. The Government has introduced a number of changes to the system so the County Council will only be able to provide the A*-C percentage after the results are verified in the autumn. At this stage the council has received a mix of results from schools and academies, with some reporting their ‘best results’, and others reporting results based only on ‘first exams’ taken.

CHANGES TO ELECTORAL REGISTRATION

Since 10^th June, the voter registration system in England and Wales has changed. Previously the ‘head of the household’ was required to register all its eligible residents. The new system, known as IER, requires that everyone is individually registered using their National Insurance number and date of birth.

The Government has stated that 35 million voters will automatically be transferred using the Department of Work & Pensions database.

If you have concerns that you might not have been transferred, more information is available here (including a link to register): https://www.gov.uk/government/news/biggest-change-to-voter-registration-in-a-generation

MAJOR CYCLING RACE THROUGH SOUTH OXFORDSHIRE

Oxfordshire residents will get a rare chance to see some of the world’s best cyclists, including Sir Bradley Wiggins, on Friday 12^th September when the Friends Life Tour of Britain passes through the area.

More information at: https://www.oxfordshire.gov.uk/cms/news/2014/aug/southern-oxfordshire-welcome-friends-life-tour-britain

TRADING STANDARDS AIDS ELDERLY RESIDENT

The County Council’s Trading Standards team has taken part in the prosecution of a dishonest trader. He had attempted to charge a 72 year old Carterton resident £13,600 for work that was not required.

More information is available at:

https://www.oxfordshire.gov.uk/cms/news/2014/aug/trading-standards-secure-convictions-against-roofer-who-tried-con-72-year-old

FOOTPATH CONSULTATIONS ACROSS OXFORDSHIRE

There are a number of diversions proposed to public footpaths around the county:

• North Leigh Footpath No. 26 (ends 10^th September) https://consultations.oxfordshire.gov.uk/consult.ti/northleighfootpath26/consultationHome
• Piddington Footpath No. 6 (ends 15^th September)

https://consultations.oxfordshire.gov.uk/consult.ti/piddingtonfootpath6/consultationHome

• Goring Heath Footpath No. 18a (ends 15^th September)

https://consultations.oxfordshire.gov.uk/consult.ti/goringheathfp18a/consultationHome

ONGOING CONSULTATIONS

There is still an opportunity to comment on the developments at Oxford Station (Frideswide Square) and the county’s flood risk strategy:

• Frideswide Square Transport & Public Realm scheme (ends 12^th September) https://consultations.oxfordshire.gov.uk/consult.ti/FWSAug14/consultationHome

Draft local flood risk management strategy consultation (ends 15^th September) https://consultations.oxfordshire.gov.uk/consult.ti/floodriskmgmt/consultationHome

DISTRICT COUNCILLORS REPORT

DCllr Tom Simcox reported that the Local Plan was now subject to public consultation and  that Shipton-under-Wychwood PC had requested an extension to this.  DCllr Simcox reported that this request had been declined to ensure security for the land to be built on.  He reported that the District Council would debate this in October.

Cllr Philippa Carter asked DCllr Simcox if he was aware of the procedures for a Parish Plan.  DCllr Simcox agreed to look into this and report back.

PUBLIC TIME

Cllr Carter welcomed parishioner Steven Jones and invited him to address the meeting.  Steven expressed his concerns about the effect of the drainage works being carried out on the Playing Field and the effect this could have on the Brook through his land.  Cllr Carter explained that Cllr Mellor is taking the lead in this issue and would give Mr Jones regular updates.  So far a topographical survey has been done by consultants employed by Sport England and a range of drainage options considered.  No decisions have been made and no work will commence until after Easter 2015 at the earliest.

 MATTERS ARISING

(a) Defibrillator

The Clerk reported that the Defibrillator had been delivered to Dick Tracey of South Central Ambulance Service (SCAS).  The Clerk was asked to contact Dick Tracey to confirm delivery instructions to the PC.  Cllr Carter agreed to speak with Richard Haddon of the Swan Public House with regards to installation.

(b) Culvert under Tyack’s Yard

It was confirmed that the field belongs to Cornbury and it was agreed, unanimously, that this should be recorded under Transport in future as the culvert passes under the railway line. Cllr Rance was happy with this.

(d) Parish Plan

This was discussed and Cllr Tribe agreed to accept this as his responsibility.  The Clerk was asked to add this as a main item on the Agenda in future.

(e) Parish Councillors’ individual roles & responsibilities

Please refer to Appendix 1 at the end of the recorded Minutes.  It was agreed unanimously that the list of roles and responsibilities should be posted on Ascott Village website as a separate item from the minutes and that they should be published in the next Grapevine.

(f) Additional Dog Bin on London Lane

The Clerk reported that the cost of an additional Dog Bin, to be sited on London Lane, would be £195.00 + VAT.  After discussion Cllr Carter proposed the installation of an additional Dog Bin.  This was duly seconded by Cllr Timms and agreed unanimously.  Cllrs Carter and Tribe agreed to meet on site to mark the exact siting and advise the Clerk accordingly.

(g) Roads (formerly OCC Highways)

• London Road South (Charlbury) – Gullies outstanding
• London Road South (Charlbury) – Vegetation on roadside – Cllr Carter agreed to speak to Chris Badger.
• London Road South (Charlbury) – private garden pond and spring – Cllr Carter to speak to Mrs Beveridge and monitor.
• Northern Road to A361 – Gullies – now complete

(h) RoSPA Report

The Report was circulated and it was agreed any findings to be added to the Risk Assessment.

(i) Notice Boards – FlyPosting

The Clerk was asked to write to Shipton-under-Wychwood PCC with regards to the FlyPosting In Ascott without permission.  This issue was discussed and agreed that all are welcome to use the PC’s Notice Boards, but no larger than A4.

PLANNING

No new planning applications received. The Clerk was asked to obtain hard copies of all planning applications and deliver them to Cllr Tribe and advise all Cllrs by email.  Councillors decided unanimously that they would like to meet and give their comments together.  Cllr Tribe will co-ordinate this new arrangement.

ASCOTT-UNDER-WYCHWOOD RECREATION GROUND

Cllr Carter reported that the PC had walked and covered this within the Risk Assessment.  Tidying up works will be carried out by the Helpers.

Cllr Mellor sent his report; Following the PC’s successful bid to Sport England there have been two visits from drainage experts appointed by the funding body.  Thermal image surveys and ground composition examinations have taken place and work has begun on an analysis of the data and eventually a report setting out the options will be produced.  It has been made clear that no work will be undertaken until May/June 2015 when suitable contractors will be available to do any ground works recommended.  I have been asked to obtain a diagram/drawing of the drainage system along High Street and have contacted Laurence King of WODC to seek his help.  Richard Smith has kind agreed to deal with the legal issues concerning the proposal.

PROJECT SAFE PLAY

Cllr Carter reported that the Contractor was due to start works next week.

ASCOTT-UNDER-WYCHWOOD SPORTS CLUB

Cllr Mellor sent his report; Two village family fun cricket matches have taken place recently with about 20 parents and children taking part in a limited overs format.  Tea and cake was served and the events were enjoyed by all.  The challenge now is to build on that success and develop a village team to play friendlies against surrounding village teams.

The village football team has started pre-season training with much huffing and puffing in evidence.  The team manager is still hopeful of increasing player numbers and has been busy in the transfer market!!

COMMUNITY EMERGENCY PLAN

Cllr Carter reported that she had now updated the Plan and all agreed that this should now be displayed on the Website.

Cllr Mellor sent his report; I have received a request to apply for stocks of salt as usual and will deal with this before the month end when I have checked current stock levels and storage capacity with Chris Badger.  I am in the process of updating the “Snow Volunteers” call out list and will arrange training in the use of the equipment for those who need it.

HELPERS OF ASCOTT-UNDER-WYCHWOOD

Cllr Carter reported that the Helpers would be carrying out works on the Playground, The Pound and London Lane.

RISK ASSESSMENT

Cllr Carter reported on the Risk Assessment, which was now complete.  All Cllrs were happy with this and agreed to update the Risk Assessment on a rotating basis.

TRANSPORT

Cllr Rance reported that he would be meeting Danny Douglas from GoRide and would place an article in the Grapevine to notify the parishioners of progress.

WYCHWOOD LIBRARY

Cllr Timms reported that she had contacted James Hazlewood with regards to nominating a representative from Ascott.

VILLAGE CHARITY

Cllr Timms reported that the Charity met quarterly and that the next meeting would be Wednesday 15 October.  Cllr Timms confirmed that she would report back to the PC accordingly.

CORRESPONDENCE

-Letter from Fred Russell re bus service – Please refer to Transport

-Letter from Mr R Martin-Oliver re The Swan Public House

-RoSPA Safety Inspection (carried out on 10 July 2014) – Included under Matters Arising

-Cotswold & Malvern Line News Summer 2014

-Cotswolds Conservation Board Annual Review

-Cotswold Lion

-Letter from the Citizens Advice Bureau – request for donation

-WODC Leaflet Creating Futures Housing

-Email from Chadlington Parish Council re Dean Pit

-Letter re Milton-under-Wychwood Post Office

-Clerks & Councils Direct

Cllr Rance took the correspondence envelope and agreed to pass on to the next Cllr.

ANY OTHER BUSINESS

Cllr Carter and Cllr Tribe agreed to attend the meeting at Chadlington regarding the closure of Dean Pit.

Cllr Carter reported that Shipton-under-Wychwood Post Office had been given a reprieve to 2018.

There being no further business Cllr Carter declared the meeting closed at 10.15pm and confirmed the next meeting would be Monday 13 October 2014 at 7.30pm.

Cllr Philippa Carter

Dated 13 October 2014

Chairman

Parish Councillors:

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

Parish Clerk:

• Angela Barnes

1. APOLOGIES

Apologies were received from DCllr Tom Simcox and Cllr Mark Tribe.

2. MINUTES OF THE LAST MEETING

The Minutes from the June Meeting were discussed, agreed and then duly signed, dated and filed.

3. DECLARATIONS OF INTEREST

There were no declarations of interest to be recorded.

4. FINANCIAL REPORT:

Internal Audit – ongoing

Payments:

• £12,251.04 Trevor Stewart (Project SafePlay deposit) Chq No. 100918
• £116.09 Clerks quarterly expenses Chq No. 100919
• £559.86 Clerks quarterly salary Chq No. 100920
• £139.80 HMRC Post Office Chq No. 100921

Income:

• £5.07 Interest

£26,891.93 Bank Balance

5. COUNTY COUNCILLORS REPORT:

No Report

6. DISTRICT COUNCILLORS REPORT:

No Report, apologies received

8. MATTERS ARISING

1. Defibrillator – The Clerk and Financial Officer have sent all the necessary papers to Bill Wragge at WODC. The Clerk has chased this repeatedly and all are aware that we regard this as very urgent, particularly since the loss of a parishioner’s father at the end of June due to a heart attack.
2. Wychwood Library – OCC have asked Ascott to appoint a village representative to a steering committee for the new Wychwood Library volunteers. The Librarian has offered to help identify a willing candidate. Cllr Timms will attend the first steering committee meeting on 22 July 2014.
3. Culvert by Tyack’s Yard – ongoing as it is not clear whose responsibility it is.
4. Parish Plan – to discuss in the Autumn.
5. Parish Councillors’ individual roles & responsibilities – to be finalised by September.
6. Additional Dog Bin on London Lane –The clerk has requested costings, awaiting reply.
7. OCC Highways – the issues as discussed are set out below. OCC cannot give time frames for any of this work as the workload of other departments is unknown.

Location	Issue	Advice / Actions
London Road (South)	Gullies	1. Report to Drainage / gully team as defect
London Road (South)	Vegetation on roadside	1. For LHR to inspect and action as necessary
London Road (South)	Private garden pond and spring – water going onto road	1. Speak to Gordon Hunt ref unique drainage system and what, if any, further action is planned?
Railway Drainage ditch	Ownership of land and ditch?	1. Speak to Gordon 2. Examine maps
Northern Road to A361	Gullies	1. Report to Drainage / Gully team for inspection

The Clerk was asked to chase CCllr Rodney Rose and David Clack with regards to the progress on the above.

9. PLANNING:

There were no planning applications outstanding and no new applications to be considered. The Cornbury Estate has not yet called a consultation meeting about their proposals for the Yew Tree Farm development. The clerk was asked to make contact with the estate manager and find out what Cornbury’s intentions are.

10. ASCOTT-UNDER-WYCHWOOD RECREATION GROUND:

Nothing to report.

11. PROJECT SAFE PLAY:

Cllr Carter reported that WODC had agreed to fund the same percentage as agreed for the MUGA. She reported that Trevor Stewart, the contractor for Project Safe Play had been appointed and it was hopeful that he would be on site within a month. Cllr Mellor reported that the grant from Sport England for drainage works on the Playing Field had been agreed and that the next step would be for a Feasibility Study and a Topographical Study to be carried out.

12. ASCOTT-UNDER-WYCHWOOD SPORTS CLUB:

Cllr Mellor reported that there had been a keen interest from the Village in playing Cricket again on the Playing Field. He reported that the Square had been cut 4 times and the last 2 cuts were with the use of the 22” roller mower handed over to the Parish Council by the previous Cricket section. All team cricket kit has now been handed over by the retired cricket captain and this is in store until an official team is formed.

13. COMMUNITY EMERGENCY PLAN:

Cllr Mellor reported on the salt being stored at Crown Farm and how much would need to be ordered for this year. He reported that he would like to hand over this project and its responsibility this year to the new PC members, but expressed that he would be available to help. The Clerk agreed to carry this forward to the September meeting when it would be discussed under Matters Arising, Item (e) Parish Councillors’ individual roles & responsibilities.

14. HELPERS OF ASCOTT-UNDER-WYCHWOOD:

Cllr Carter reported that there had been a number of ad-hoc sessions, which appeared to be more convenient to the Helpers than one formally announced session. She reported that the culvert bank opposite the Signal Box continues to be cleared and the station garden bank weeded.

15. RISK ASSESSMENT

The Risk Assessment was discussed and reviewed. Cllr Carter reported on her concerns about the Pound and asked the Clerk to carry the Risk Assessment forward to the September meeting. Cllr Carter asked all councilors to bring their diaries to the September meeting with a view to arranging a “Village Walkabout”.

Cllr Mellor asked about RoSPA and their annual inspection as this would prove academic in light of the plans for the Playing Field. The Clerk agreed to contact RoSPA and discuss this and hopefully postpone the inspection until after the installation of new equipment.

16. CORRESPONDENCE:

• OALC Update (emailed)
• WODC Letter review of Polling Districts
• OCC – Letter re Commemorating the centenary of the start of World War One and the “LIGHTS OUT” Event 10pm to 11pm 4 August 2014

Cllr Carter asked, after having reviewed the OALC Update, if the PC could have a PC Diary? Potentially this could be updated to alert councillors of forthcoming events in plenty of time for them to attend should they wish. The Clerk was asked to add this to the September meeting under Matters Arising.

17. ANY OTHER BUSINESS

None

There being no further business Cllr Carter declared the meeting closed at 9.40pm and confirmed the next meeting would be Monday 8 September 2014 at 7.30pm.

Cllr Philippa Carter Dated 8 September 2014
Chairman