Parish Meetings 2017

Parish Councillors

• Philippa Carter
• Sandy Timms
• Mark Tribe
• Peter Rance
• Graham Ranson
• Stuart Fox, Responsible Financial Officer

Members of the Public:

• No members of the public

1. Apologies

Apologies received from PC Clerk Angela Barnes due to adverse weather conditions and CCllr Liz Leffman. The December minutes were noted and compiled jointly by Parish Councillors.

2. Minutes of the Last Meeting

The Minutes recorded from the November meeting were approved as a true record, duly signed, dated and filed.

3. Declarations of interest

There were no declarations of interest.

4. Financial Report

Income

There was no income to record.

Costs

£32.00 Chq No 101093 to A Barnes for Printing of Carols leaflets
£137.71 Chq No 101093 to P Carter for Mulled Wine for Carols Round the Xmas Tree and for materials to renovate Picnic Bench

Precept

P Councillors studied carefully the budgets presented by Financial Officer Stuart Fox for the financial years 17/18 and 18/19. There was thorough discussion about the past 3 years of OCC budget cuts for which the PC had raised the village precept. PCllrs felt that the Parish reserves should now be sufficient to cope with potential unforeseen expenditure. Therefore, Cllr Timms proposed a 10% reduction in the Precept 18/19 – this was seconded by Cllr Rance and carried unanimously.

Upcoming Expenditure;

1. Defibrillator – Cllr Carter reported that the pub had not arranged for electricity to be connected to the Defibrillator box despite several reminders. Cllrs Carter and Tribe will look at possible other sites (directly from telegraph pole near Pound or Shop?) and there will be a cost for re-connection. In the meantime Cllr Carter will notify the ambulance service that the Ascott-u-Wychwood defibrillator is not active. The nearest would then be Shipton-u-Wychwood.

2. The Pavilion water bill increased by £400 because of the watering to the pitch during July which was necessary to keep the new grass alive. It was agreed that 50% would be paid through the Playing Field sinking fund and 50% through the Sports Club.
Upcoming Expenditure cont’d

3. Pavilion Kitchen – 2 separate quotes had been received from Mike Townsend for renewing the tiling in the Pavilion Kitchen – £430 inc- and re-decorating – £456 inc. Cllr Timms proposed that the Parish Council should accept both quotes and this was seconded by Cllr Rance.

4. Playing Field Mower – the mower attachment had broken at the end of the summer and Cllr Carter presented the replacement options at the last meeting. Cllr Ranson proposed that the PC accept Shane Barnes’ recommendation for a Fleming 6ft Finishing Mower at a cost of £1,450 ex VAT with mulching kit at £198 ex VAT supplied by Patrick Edwards.

5. Villager Bus Cllr Rance had researched the value of the PC financial support to this service (see Item 11) and proposed that the PC agreed to donate £600 for another year. There was discussion about the possibility that the Villager would be in direct competition with the proposed new commercial service reported on by CCllr Leffman below (Item 5). It was agreed that the proposed service could take some time to begin operating and so Cllr Carter seconded Cllr Rance’s proposal and the motion was carried unanimously.

5. Reports from County and District Councillors

CCllr Liz Leffman sent her apologies and the following report – ‘The main news from the County Council perspective is that, at the last Locality Group meeting, councillors agreed to give £8,300 towards the proposed Wychwoods bus. This on its own will not pay for the new bus, but the Witney Locality Group is meeting shortly, and I know that several of the councillors in that group are very keen to support it. So I am reasonably confident that West Oxfordshire Community Transport will receive enough funding for the bus to be purchased, but we won’t know for certain how much has been allocated till the end of this month. I will make sure that Parish Councillors are kept informed.’

6. Public Time

There was no public.

7. Planning

Cllr Carter reported that the contractors at Maple Way had removed most of the established hedge which is against the conditions of planning consent. A resident had reported this to the planning officer, Abby Fettes. Cllr Carter to follow this up.

8. Matters Arising

(a) County, District & Parish joint surgery –Attended by DCllr Simcox and P Cllr Ranson but no public.
(b) Wychwoods Working Together – Cllr Carter has now completed Ascott’s Emergency Plan and will send it to both Milton and Shipton parish councils.
(c) CC Grasscutting contract – Ongoing – Cllr Carter to liaise with C Cllr Leffman
(d) Hedgecutting – this has had to be postponed twice due to weather conditions. Clerk to chase.
(e) Sign at the Ascott Earl Sheepwash – Cllr Ranson to arrange repair of Perspex.

9. Risk Assessment & Ground Maintenance

Cllr Carter had met TreeTech Tree surgeons to inspect the trees behind the pavilion which are of concern to residents. The scope of the work and access was agreed with residents and TreeTech will send a quote, with work expected to take place in the New Year.

10. Community Emergency Plan

1. Cllr Carter has written an Emergency Plan leaflet and a request leaflet for Emergency Volunteers. These will be delivered to all households at the same time as the notice about Carols on the Green.

2. Cllr Carter has met Chris Badger and Robin Walker to discuss all details regarding the Winter Resilience work on the roads. She also met Laurence Mellor to receive all papers and instructions regarding the Winter Resilience work on the pavements. Laurence Mellor agreed to remain in charge until a replacement is found. Michael Tucker has agreed to replace Laurence Mellor from 1 January 2017.

3. Cllr Carter attended the AGM of the Evenlode Catchment Partnership – a partnership of many organisations dedicated to improving the environment in and around the River Evenlode. Their work also considers flood risk management and Cllr Carter is interested in the possibility of their work either side of Chilson bridge being replicated either side of Gypsy Lane bridge for the sake of flood risk mitigation to Ascott-u-W properties. If this is possible there would be no cost to the Parish Council funds.

11. Transport

Buses

The volunteer Villager Bus Services are continuing to provide the only and therefore vital service both to Ascott parishoners and the wider Wychwood community. On the infrequent occasions when demand exceeds capacity, drivers have authority to ensure some form of transport is given. Indeed Villager are trawling grant bodies to acquire an additional bus. Overall, Villager fully appreciate, and would therefore seek to receive our Ascott PC annually reviewed grant support from our Precept.

Trains

GWR franchise through Network Rail have arranged to provide a train from Ascott to Oxford and beyond on Saturdays 2nd, 9th and 16th December and two return trains from Oxford, mid-day and late afternoon. On the 2nd no less than 16 villagers entrained and on 9th only 5. However, without doubt the services so far, have been greatly appreciated and further indicate that even a modest provision, if set permanently in the timetables, would be a success. We wait details of the new timetable from 6th January, which will have the first scheduled use of the new IEP (diesel & electric) trains in action. Some may have seen driver training tests of these on our line.

12. Roads

(a) Cllr Carter will write to CCllr Leffman about the outstanding issues which had been discussed with her before.
(b) Cllr Carter to report that the gulley at the bottom of Melplash Farm needs clearing as water is pooling badly on the road at Ascott Earl Z bend.
(c) Cllr Ranson to re-report the potholes at the top of London Lane which have white lines painted around them.

13. Reports from Organisations

(a) Ascott-under-Wychwood Sports Club
Cllr Carter still searching for a Sports Club Chairman.
(b) Wychwood Library
Nothing to report.
(c) Helpers of Ascott-under-Wychwood
Nothing to report

14. Carols on the Green

1. P Cllrs agreed on the remaining duties on the Checklist.

2. Cllr Carter reported that Elaine Byles had agreed that they would play their brass instruments again.

3. Cllr Ranson will try to mend the Christmas tree lights and will meet Cllr Carter to help erect the stable/crib and straighten the Tree.

4. Cllr Carter had discussed Chris George’s e-mail with Kate Gidman (manager of the Day Centre) and Stuart Fox (chief fundraiser for the Church bells). P Cllrs agreed that the proceeds of the collection should be split 50/50 with the Wychwood Day Centre and Lawrence Home Nursing Team. Cllr Carter will announce this at the event.

15. Correspondence

Post

Letter received from Village Foundations – “delivering appropriate new housing that fits the needs of Ascott-under-Wychwood. Clerk to deliver original letter when weather permits and has invited them to attend the January meeting.

16. Any Other Business

It was agreed to set the date for the January litter pick by e-mail.

There being no further business, Cllr Carter declared the meeting closed at 9.45pm and confirmed the next meeting will be on Monday January 8th.

Cllr Philippa Carter (Chairman)
Date: 8th January 2018

Parish Councillors

• Philippa Carter
• Sandy Timms
• Mark Tribe
• Peter Rance
• Graham Ranson

District Councillor

• Tom Simcox

Parish Clerk

• Angela Barnes

Members of the Public

• No members of the public

1. Apologies

Apologies received from CCllr Liz Leffman.

2. Minutes of the Last Meeting

The Minutes recorded from the October meeting were approved as a true record, duly signed, dated and filed.

3. Declarations of interest

There were no declarations of interest.

4. Financial Report

Income

There was no income to record.

Costs

£288.00 Chq No. 101087 I Godden
£68.35 Chq No. 101088 Margaret Johnson Stationers
£30.00 Chq No. 101089 A Barnes (print cartridges)
£300.00 Chq No. 101090 Coldstone Angling
£36.00 Chq No. 101091 Patrick Edwards (tractor repairs)

Precept

Cllr Carter referred to setting the Precept and presented a list of one-off costs, together with a list of the annual expenditure to the councillors. These were discussed and it was agreed that a vote would be taken at the December meeting to set the Precept.

5. Reports from County and District Councillors

Cllr Liz Leffman had sent her apologies, but had advised the grips will be done during the first week of December by OCC.

Cllr Tom Simcox reported that there were still ongoing problems with the recycling bins and the collections. He reported that the Local Plan was still ongoing.

6. Public Time

There was no public time.

7. Planning

Approved Application – 17/00918/FUL Development on site of garages, south of Maple Way (original application – 16/02793/FUL 18 Maple Way Erection of 6 dwellings & associated works)

8. Matters Arising

(a) County, District & Parish joint surgery – scheduled for Saturday 25 November 11.30 to 12.30 at the Swan. P Cllr Ranson will attend for the PC.
(b) Wychwoods Working Together – Cllr Rance to speak to the bus contact at the Wychwood parish councils. Cllr Carter would send Ascott’s Emergency Plan to both Milton and Shipton parish councils.
(c) OCC Grasscutting contract – Ongoing – Cllr Carter to liaise with C Cllr Leffman
(d) Hedgecutting – the Clerk would chase again.
(e) Sign at the Ascott Earl Sheepwash – Cllr Ranson to arrange repair of Perspex.
(f) Grant request from Ascott Village Shop – this was discussed and all agreed that there had been an oversight and misunderstanding in replying to the letter received from Nick Leadbetter, requesting a donation to the village shop. Cllr Carter reported that she had apologised profusely on behalf of the Parish Council.
(g) Wychwood Day Centre – Cllr Carter / Chris George – Chris George had written to the PC thanking them for their continued support of the Wychwood Day Centre. He also stated that the Day Centre Trustees would be very understanding if the PC would like to change the beneficiary of Carols on the Green this year.

9. Risk Assessment & Ground Maintenance

Cllrs Carter, Timms and Ranson had met up and carried out a “village walk about” to go through the Risk Assessment. Cllr Carter referred to the stone walls in the Pound which had been vandalised. She also referred trees and bushes behind the Pavilion, which needed some management.

10. Community Emergency Plan

Cllr Carter had updated the plan and sent the e-copy to all members of the Emergency Team. She will also be emailing it to Milton and Shipton parish councils.

Laurence Mellor has retired from supervising the Winter Resilience and Cllr Carter asked the Clerk to record the PC’s gratitude and thanks to him for his long service.

Shane Barnes is preparing to build a Winter Equipment Store beside the Pavilion.

11. Transport

Buses – nothing to report.

Trains – Cllr Rance reported that, after prompting, GWR operators asked what pre-Christmas Saturday services villages wished for, and having taken a very quick poll of known users, GWR subsequently confirmed that those detail requests have now been logged in their schedule, but crucially they are subject to final approval by Network Rail. They cover Saturday 2nd, 9th and 16th December to Oxford and beyond, calling at Ascott at about 08.59. Two return trains, calling at Ascott at about 16.45. Cllr Rance advised that villages should check the National Rail train times website for confirmation that they are actually running and their exact times.

12. Roads

Ongoing – CCllr Leffman would look into the repairing of the potholes again.

13. Reports from Organisations

(a) Ascott-under-Wychwood Sports Club
Cllr Carter reported that Laurence Mellor had resigned as Sports Club Chairman and she asked the Clerk to record the PC’s thanks for all of his hard work, particularly on the drainage scheme. She reported that a new sports committee would need to be formed and a special meeting held early in the New Year. The footballers report that the ground is very good to play on.
(b) Wychwood Library
Nothing to report.
(c) Helpers of Ascott-under-Wychwood
Cllr Carter reported that the Helpers had been busy clearing at the Pavilion and that there was no need for a skip.

14. Carols on the Green

The Clerk had emailed a copy of the checklist for 2017 to all councillors and after discussion it was agreed that the tree should be delivered on the week commencing 27 November and erected and decorated on Saturday 2 December. The Clerk was asked to organise this. It was agreed unanimously that the beneficiary from the collection would be the Wychwood Day Centre. All councillors were happy with their responsibilities from the checklist.

15. Correspondence

Email

OALC Update
MP Robert Courts update
WODC – re provision of services via Publica

16. Any Other Business

Cllr Rance reported that he had cleared the culvert on the river bridge again.

There being no further business, Cllr Carter declared the meeting closed at 9.45pm and confirmed the next meeting will be on Monday 11 December.

Cllr Philippa Carter (Chairman)
Date: 11 December 2017

Parish Councillors

• Philippa Carter
• Sandy Timms
• Graham Ranson

County Councillor

• Liz Leffman

District Councillor

• Tom Simcox

Parish Clerk

• Angela Barnes

Members of the Public

• No members of the public

1. Apologies

Apologies received from Cllr Mark Tribe and Cllr Peter Rance.

2. Minutes of the Last Meeting

The Minutes recorded from the September meeting were approved as a true record, duly signed, dated and filed.

3. Declarations of interest

There were no declarations of interest.

4. Financial Report

The Clerk presented a copy of Stuart Fox, the Responsible Financial Officer (RFO’s) financial report. This was discussed and approved.

Financial Regulations

The Clerk presented the Financial Regulations to the PC. These were reviewed and duly agreed, together with a copy of the reconciliation of bank statements published by the RFO on monthly reports, as required under Parish Financial Rules.

Income

£4.91 Interest

Costs

£5290.00 Chq No. 101082 S Barnes Grasscutting
£110.81 Chq No. 101083 Clerks Quarterly Expenses
£80.34 Chq No. 101084 WODC Commercial Waste
£616.35 Chq No. 101085 Clerks Quarterly Salary
£154.00 Chq No. 101086 HMRC Post Office

Precept

Cllr Carter had asked all councillors to consider any expenditure and projects in order to prepare and set the Precept for the next financial year. She presented a spreadsheet and a list of proposed one-off expenditure items, together with additions to and increases in annual basic expenditure, to the meeting. These were discussed and it was agreed to give this further thought and bring to the November meeting.

5. Reports from County and District Councillors

CCllr Liz Leffman thanked Cllr Carter and Cllr Rance for meeting up with her in the Village and for being given such a comprehensive review of recent and ongoing flooding and road drainage issues throughout the Village. She reported that she had not had a reply from Gary Wilcox and will chase again. CCllr Leffman reported that she will update the PC on the Witney Community Bus Alliance after their meeting on 8 November. She also reported on the County Strategic Consultation, which was going through scrutiny and then full council. CCllr Leffman updated the PC on a motion to support rural GP’s, unfortunately this had been unsuccessful.

DCllr Tom Simcox reported that the planning Appeal APP/D3125/W/17/3179654, 12-18 London Lane, deadline had been changed to 23 October.

6. Public Time

There was no public time.

7. Planning

Approved Application – 17/02545/HHD Erection of conservatory to rear elevation at 1 Dawls Close
Approved Application – 17/02445/HHD Erection of single storey side extension at 1 Station Place
Approved Application – 17/00918/FUL Development on site of garages, south of Maple Way
(16/02793/FUL 18 Maple Way Erection of 6 dwellings & associated works)
Cllr Carter reported that the site manager appointed by contractors E G Carter had made contact with residents close to the site and that relations were good so far.
Appeal Reference – APP/D3125/W/17/3179654 Land North West of 18 London Lane, Ascott-under-Wychwood
(Rejected Application – 17/01067 Land North West of 18 London Lane Construction of 5 dwellings and formation of vehicular access)

8. Matters Arising

(a) County, District & Parish joint surgery – next meeting to be confirmed by D Cllr Simcox.
(b) Wychwoods Working Together – All Ascott P Cllrs were unable to attend the date for the joint Wychwoods evening. The Clerk has sent apologies.
(c) OCC Grasscutting contract – Ongoing – Cllr Carter to liaise with C Cllr Leffman
(d) Hedgecutting – the contractors R A Newman & Son had been booked and would confirm with the Clerk nearer the time when they would carry out cutting the hedge on the Playing Field.
(e) Sign at the Ascott Earl Sheepwash – Cotswold Warden, Gerald Simper had reported that the frame was damaged. Cllr Ranson agreed to look into this.
(f) Parking at the Swan Public House – Cllr Tribe agreed to speak to the Pub Management and ask them to ask their patrons to park both responsibly and considerately.

9. Risk Assessment & Ground Maintenance

Cllrs Philippa Carter, Sandy Timms and Graham Ranson had agreed to meet on 2 November at 2pm to go through the Risk Assessment.
(a) Martyrs’ Seats – The cleaning of the seats was discussed again and the possibility of re-siting the seats on the Village Green. Cllr Carter agreed to look into this.
(b) Five Shilling Corner – nothing to report.
(c) The Pound – Re-building of the vandalised section of the new wall and the possibility of having toppers cemented on – Cllr Carter to liaise with the Wychwood Project wall building team.
(d) Memorial Playing Field and Playground – Cllr Carter reported that there had been some vandalism on the playground, which had included the digging up of soil to create two mounds for cycle jumps.
Cllr Carter asked the Clerk to contact RoSPA to re-start the annual inspection of the play equipment now that the drainage project was complete.

10. Community Emergency Plan

Cllr Carter reported that the next project would be for the purchase and erection of a Winter Store.

11. Transport

(Reports received via Email and circulated prior to the meeting)

Buses –Nothing to report

Trains – Cllr Rance is seeking confirmation from Claire King, GWR North Cotswold Line Manager, that the pre-Christmas Saturday trains, stopping additionally at Ascott, will run again this year. The Cotswold Line Promotion Group, special charter HST from Oxford to Minehead, that stopped at Ascott, was a great success. 5 passengers were booked from Ascott and there would probably have been 2 more, except for a clash of other travel commitments. Next year it may be a special to the Settle and Carlisle line!

12. Roads

Ongoing – CCllr Leffman would look into the repairing of the potholes again.

13. Reports from Organisations

(a) Ascott-under-Wychwood Sports Club Cllr Carter reported that the footballers were now back, with 2 teams using 1 pitch. She reported on the parking and that 14 cars had parked on the lower car park and 5/6 up at the top.
(b) Wychwood Library
Nothing to report.
(c) Helpers of Ascott-under-Wychwood
Cllr Carter reported that the Helpers had focused on a “cleanup” around the Pavilion. She proposed hiring a skip, this was seconded by Cllr Ranson.

14. Correspondence

Email

OALC Update
MP Robert Courts update
WODC – re provision of services via Publica
Chris George – Wychwood Day Centre – Cllr Carter to reply

15. Any Other Business

There was no Any Other Business to report.

There being no further business, Cllr Carter declared the meeting closed at 9.30pm and confirmed the next meeting will be on Monday 13 November.

Cllr Philippa Carter (Chairman)
Date: 13 November 2017

Parish Councillors

• Philippa Carter
• Sandy Timms
• Mark Tribe
• Peter Rance
• Graham Ranson

County Councillor:

• Liz Leffman

District Councillor:

• Tom Simcox

Parish Clerk:

• Angela Barnes

Members of the Public:

• No members of the public

1. Apologies

There were no apologies.

2. Minutes of the Last Meeting

The Minutes recorded from the July meeting were approved as a true record, duly signed, dated and filed.

3. Declarations of interest

There were no declarations of interest.

4. Financial Report

The Clerk presented a copy of the RFO’s financial report. This was discussed and approved.

External Audit

The RFO included in his report the outcome of the External Audit, carried out by BDO LLP. There were 2 minor issues to record;

(i), The External auditors report was not minuted – What is the issue?
The completion of the 2016 audit and the external auditors report for the year to 31 March 2016 has not been minuted as considered by the small authority (Parish Council)
Why has this issue been raised?
The smaller authority are not acting in accordance with proper practices which state that our recommendations must be reviewed and considered. The smaller authority has also answered yes to the question about taking action in respect to previous years audit recommendations.
What we recommend you do?
The smaller authority must ensure all subsequent audit reports are reported to it and minuted as received. If recommendations are made, an action plan should be drawn up to ensure that the recommendations are carried out.

(ii). Minor issues – What is the Issue?
The following issues have been raised as minor issues or omissions have been identified in the current year’s Annual Return:
The smaller authority has included Council Tax Support (CT5) grant monies received in box 2, rather than box 3, receipts.
Why has this issue been raised?
This is to draw these minor errors to the attention of the smaller authority.
What do we recommend you do?
The smaller authority should ensure in future years that the above minor errors or omissions are not included in the Accounting Statements.

The Clerk duly recorded the above and that the Parish Council had received this year’s audit report, this was reviewed and considered. She confirmed that the Notice of Conclusion of Audit had been displayed on the village notice boards.

Income

There is no income to record.

Costs

£133.71 Chq No. 101077 P Carter various repairs on Playing Field
£10.00 Chq No. 101078 CLPG Subscription
£888.00 Chq No. 101079 David Ogilvie Engineering (Martyrs Benches)
£360.00 Chq No. 101080 BDO LLP External audit
£50.00 Chq No. 101081 Simon Gidman (fertiliser for playing field)

Precept

To start planning for next year’s Precept;
Cllr Carter explained that the precept is the small portion of Council Tax which is granted to Parish Councils to carry out their duties every year. The level of precept is determined and then requested by the Parish Council every December. If agreed with WODC, then it will be granted in 2 tranches during the following financial year. Cllr Carter asked P Cllrs to start considering whether there were any expenditure proposals that colleagues would like to make for the year 2017/18 so that these could be costed and discussed during October and November.

Cllrs looked back over the past 2-3 years during which Ascott Parish expenditure had been markedly affected by County Council budgets cuts. The grant for cutting verges within the village has been severely reduced; in association with other Parish Councils, Ascott is now financially supporting the Wychwood Library in Milton and the Villager Bus Service through Ascott; it manages village Emergency Equipment for winter and flood resilience plus the Defibrillator and contributes towards the Wychwood Day Centre. Many of these costs are not our traditional core responsibilities and so monies within our discretionary budget (S137) have to be used. Cllr Carter believes that this should not be right and has asked C Cllr Liz Leffman to look into the issue.

Financial Regulations – the Clerk reminded the PC that these need to be reviewed and suggested this could be done at the October meeting whilst discussing the Precept.

5. Reports from County and District Councillors

CCllr Liz Leffman – reported on the wooden posts that had now been erected by the Village Green. PCllr Carter asked CCllr Leffman if she had had a chance to speak with OCC Highways with regards to the gravel at the field entrance north of the river bridge. CCllr Leffman agreed to look into this again.

CCllr Leffman reported that the new lights outside the primary school in Milton-under-Wychwood were now complete and Ascott PC did not need to contribute. She also reported on a new bus service “Witney Community Bus Alliance” and that this was up and running in Witney, which might be cascaded to the Wychwoods. CCllr Leffman reported that she was working on a motion going to council for rural GPs to offer them a financial incentive in order to keep them as otherwise losses to the rural GP services would have a critical impact. Cllr Leffman reported that she would keep the PC updated.

DCllr Tom Simcox – reported on the new blue topped bin which will house all household recycling, with the exception of glass, and collections begin at
the beginning of October. Glass will be accepted for recycling if put out in one of the old black boxes. DCllr Simcox reported that the final draft of the Local Plan is getting closer to being approved. Officers were hopeful this could be in place by Christmas or the New Year.

6. Public Time

There was no public time.

7. Planning

Ongoing Application – 17/02545/HHD Erection of conservatory to rear elevation at 1 Dawls Close
Ongoing Application – 17/02445/HHD Erection of single storey side extension at 1 Station Place
Approved Application – 17/02017/FUL Erection of garage with self-contained annex at Ascott Hill Farm
Rejected Application – 17/01067 Land North West of 18 London Lane Construction of 5 dwellings and formation of vehicular access
Approved Application – 17/00918/FUL Development on site of garages, south of Maple Way
(16/02793/FUL 18 Maple Way Erection of 6 dwellings & associated works)

8. Matters Arising

(a) County, District & Parish joint surgery – the next joint surgery is scheduled for Saturday 30 September. DCllr Simcox reported that he had obtained a board to advertise the surgeries.
(a) Wychwood Church of England Primary School – donation to MUGA ongoing
(b) Wychwoods Working Together
Meeting up with Shipton and Milton PC Thursday 26 October at the Shaven Crown – the Clerk was asked to reply and explain that unfortunately Ascott PC would not be able to make this date due to prior commitments.
(c) OCC Grasscutting contract – Cllr Carter asked CCllr Leffman to meet with her to discuss this. CCllr Leffman would be in touch with a suitable date and time.
(d) Hedgecutting – the Clerk to contact the contractors, R A Newman to organise the Playing Field hedge to be cut in November.

9. Risk Assessment & Ground Maintenance

a) Martyrs’ Seats – These have been delivered and re-sited. Everyone agreed that it had been a job well done and for a reasonable cost. Particular thanks must go to Angela Barnes for making the arrangements and Shane Barnes for dismantling and erecting the seats. Cllr Tribe suggested that we re-consider the organisation of cleaning the seats which can be a daily job when the birds are particularly active. Two residents near the Green had offered to help with this task; to increase the number of volunteers Cllr Tribe suggested approaching the Martyrs’ Trustees. Cllr Carter agreed to do this.
b) Five Shilling Corner – nothing to report.
c) The Pound – the new wall between the Pound and the neighbours’ orchard has been vandalised. Cllr Carter was alerted by a member of the Wychwood Project Volunteers who had passed through recently. Re-building will need to be organised and the volunteers recommended that we considered having the toppers cemented.
d) Dog Bins and Waste Bins – all replacement bins confirmed and now installed by WODC
e) Memorial Playing Field and Playground – Very many thanks must go for the hours and hours of hard work that volunteers, supported by Shane Barnes, have undertaken so that the pitch will be playable this soccer season. Expert volunteer Simon Gidman was supported by Laurence Mellor, Nick Carter, Peter Rance, Graham Ranson, Tony Gillings, Philippa Carter, Charles Marshall and several members of Ascott United FC. The unexpected remedial work became necessary due to the extremely dry weather since the spring and the guidance which Simon Gidman was able to give to the volunteers has been absolutely key to the success of the project.

10. Community Emergency Plan

Nothing to report.

11. Transport

Nothing to report.

12. Roads

Cllr Ranson gave an update on the potholes throughout the village. Unfortunately he has been advised that some were “not deep enough”to be repaired. CCllr Leffman agreed to speak to the Highways team about this. Cllr Carter thanked C Cllr Liz Leffman for arranging the replacement of broken posts on the verge by the Green.

13. Reports from Organisations

(a) Ascott-under-Wychwood Sports Club
Ascott United FC had to be a wandering club throughout last season and are looking forward to returning to their home ground. They have flourished during that time and now field 2 senior teams and a third team of 17/18 year olds. They have asked if it would be possible to mark out 2 pitches – this is currently being considered. Play will resume in October.
(b) Wychwood Library
Cllr Timms gave a brief summary of the Library meeting she attended on the 24th July. All seems to be going well with the Library, there are enough volunteers, although they can always accommodate more. There are small operating issues but nothing major and they were very pleased with the number of children who had signed up for the summer activities. The County is now offering a Home Delivery Service for those unable to attend a library. There are 150 volunteers to 600 customers. The Wychwood Library is starting its own home delivery service but they don’t have many volunteers yet so are reluctant to advertise themselves as the won’t be able to service the potential need. It would be great to have some volunteers in Ascott so if you know anyone who has time on their hands and would enjoy this kind of volunteering do point them my way or send them to the Library. A large part of the evening was spent talking about financing and the costs involved in libraries. Locally the library hold a regular Wednesday coffee morning with funds going to the Library. The Friends of the Wychwood Library also raise small amounts of money and they pay for the Wi-Fi. Proceeds from the book stall at Milton Village Fete was ploughed back into the Library. It is being run on a shoestring but everyone seems happy with it. Cllr Carter proposed that Ascott increase their donation to £565, this was seconded by Cllr Timms and agreed unanimously.

(c) Helpers of Ascott-under-Wychwood
Helpers of Ascott-under-Wychwood – All volunteer work has been focussed on the Playing Field (see item 9 e)

14. Correspondence

Email

OALC August Update
Shipton PC inviting Ascott and Milton to join them on Thursday 26 October at the Shaven Crown
Mark Hopwood GWR

Post

Clerks & Councils Direct
CLPG Summer/Autumn Newsletter
Wychwood Project Forest Update Summer 2017
WODC Recycling service changes (displayed)
Letter from MP Robert Courts + Poster (displayed)

15. Any Other Business

a) Residents have complained several times about the inconsiderate parking opposite the pub. Immediately the large container was removed, Cllr Carter asked the management if they would have the white lines in the car park re-drawn so that the space was used efficiently. This has not yet been done. Residents are particularly angry about cars parking on the opposite verge thus making the tarmacked walkway impassable. Cllr Tribe suggested that the pub should take responsibility for asking patrons to be considerate and he will speak to the management.
b) Our Cotswold Volunteer, Gerald Simper, contacted Cllr Carter to point out that the frame containing the sign at the Ascott Earl sheepwash was damaged. He asked if repair could be arranged by local volunteers. Cllr Ranson may be able to help.
c) Elaine Byles had written to ask if the Parish Council would allow dogs on leads to enter the Playing Field during the morning of the Fun Run, as has been allowed in the past. Dogs would be kept on the lead and owners responsible for any dog mess. The Parish Council agreed unanimously to allow this one-off exemption.

There being no further business, Cllr Carter declared the meeting closed at 9.45pm and confirmed the next meeting will be on Monday 9 October.

Cllr Philippa Carter (Chairman)
Date:9 October 2017

Parish Councillors

• Philippa Carter
• Peter Rance
• Graham Ranson

County Councillor:

• Liz Leffman

Parish Clerk:

• Angela Barnes

Members of the Public:

• No members of the public

1. APOLOGIES:

Apologies received from DCllr Tom Simcox, Clllr Timms and Cllr Tribe.

2. MINUTES OF THE LAST MEETING

The minutes from the Meeting held on Monday 12 June were agreed as a true record, duly signed, dated and filed.

3. DECLARATIONS OF INTEREST

There were no declarations of interest.

4. FINANCIAL REPORT:

Income

June interest £4.88

Expenditure

Chq. No. 101074 £613.35 Clerks quarterly salary (including 1% pay award)
Chq. No. 101075 £154.00 HMRC PAYE
Chq. No. 101076 £110.23 Clerks quarterly expenses

6. REPORTS FROM COUNTY & DISTRICT COUNCILLORS:

CCllr Liz Leffman reported that the wooden posts around the verges by the Village Green would be replaced sometime this week.

DCllr Tom Simcox asked for his report to be presented to the PC, in his absence. The Clerk reported, on his behalf; the communities’ facilities grant – in the last round only 3 applications were put in, so everyone received what they wanted.

7. PUBLIC TIME:

There was no public time.

8. Planning

(a) 17/01067/FUL 18 London Lane – Officer’s decision is due on 12 July 2017. If she recommends the application the Parish Council has asked for the matter to be considered by the Uplands Planning Committee which will meet next in August.
(b) 17/00918/FUL 18 Maple Way- The general plan has been approved but details are to be decided under delegated powers. There has been recent contact between the architect and Cllr Carter and construction is planned to start in Autumn 2017.
(c) 17/00937/HHD 45 Shipton Rd– This was approved with conditions. Cllr Carter has had several complaints that these conditions have not been adhered to.
(d) A/D/17/3168099 Chaundy Barn – see report from D Cllr Simcox
(e) 1 Station Place – Mr & Mrs Gillings would like to apply for permission to erect a single storey extension on the west side of their property. They have spoken to immediate neighbours and showed the plans to Cllr Carter. One concern is extra water run-off into the garden of 2 Shipton Rd and Cllr Carter will speak to Mrs Smith. The application has not yet been made.

9. MATTERS ARISING:

(a) County, District & Parish joint surgery – DCllr Tom Simcox will liaise with the Swan Public House to confirm the next surgery being held there on Saturday 29 July at 11.30am. Cllr Rance has agreed to represent the PC.
(b) Wychwood Church of England Primary School – donation to MUGA – ongoing
(c) Wychwoods Working Together – P Cllr Young (S-u-W) and P Cllr Trotman (M-u-W) wrote on 30 June confirming their support for lights at the Primary School now that OCC are not funding a lollipop warden. However, S-u-W PC queried why the existing lights could not be used. They would consider making a financial contribution towards new lights if needed but have asked CCllr Leffman to press the point at OCC that they should be funding the lights as they are making a saving on the warden.
(d) WODC Community Grants – See report from D Cllr Simcox. The deadline for the next round of grants is September 2017.
(e) OCC Grasscutting contract – Ongoing

10. RISK ASSESSMENT & GROUND MAINTENANCE

a) Village Green – The Martyrs’ Seats will be collected on 13 July 2017 for re-painting by their original suppliers. The clerk was asked to confirm that the courier is aware of the pick-up and return point as the seats are no longer on the Green. CCllr Leffman has confirmed that OCC will replace the fallen posts on the verge around the Green this week.
b) The Allotments – The garden waste needs burning and derelict sheds dismantled.
c) Waste and Dog Bins – All replacement bins confirmed and now ordered with WODC.
e) Memorial Playing Field, Playground and Pavilion;

Playing Field

• The handrail by the steps has been installed and painted.
• The gates have been welded and painted.
• The pedestrian barrier has been re-fixed and painted.
• Many thanks should be extended to Don Barnes, Roly Hartwood and Steven Townsend for their work on the gates, handrail and barrier. The drainage lines are suffering from the drought and we need to increase the rate of watering. Cllr Carter has taken advice about the most efficient and cost effective course of action and has had a lot of offers of help from volunteers. Cllr Carter proposed purchasing hosepipes at a cost of £160 – this was seconded by Cllr Rance. Although the drainage lines are not yet perfect, the playing field was able to host the Windrush Valley School Sports Day, the Pre-School Fun Day and a group of Duke of Edinburgh students camping overnight from Carterton Community School.

Pavilion

• The pavilion interior has now been fully painted apart from the kitchen. Particular thanks must be extended to Don Barnes and Mary Barnes who have given many hours of labour for free.
• Some radiators are still not getting hot and the Megaflow water tank has not been serviced for several years.
• Several window units need replacing. Measurements have been taken and the quote approved. There is a query about the contract which P Cllr Carter will resolve with the suppliers before placing the order.

11. COMMUNITY EMERGENCY PLAN:

A decision needs to be taken about housing the Winter Resilience Equipment. This had to be moved from Crown Farm when Chris Badger retired last September and has been sitting outside the Pavilion. Cllr Carter proposed that the PC should not ask the owners of Crown Farm to re-house this equipment as the community is now in dispute about the proposed development on London Lane. She proposes that the PC approves a building of a shed at the playing field as per the original plan 12 months ago. This would be undertaken in the autumn by Shane Barnes.

12. TRANSPORT

Buses

Nothing to report.

Trains

Cllr Rance reported that he had been invited to meet Claire King at Ascott station on Tuesday 11 July. It was confirmed that sadly there will be no reintroduction of the Cotswold Line Card concession on the one and only morning train, neither does it look likely that GWR will provide just one Group Saver extra stop mid-morning to Oxford and mid-afternoon return, during July. Cllr Rance reported that the station is being repainted and re-branded in the new GWR green livery. He reported that Claire King had indicated that despite the planned introduction of new dual electric/diesel powered trains on the line, with a recast timetable, there were no plans that Ascott, Shipton, Coombe or Finstock would close.

13. ROADS:

Cllr Ranson, reported that had notified “Fix my Street” of approximately 20 road defects and he would continue to monitor these and any subsequent defects.

14. REPORTS FROM ORGANISATIONS:

(a) Ascott-under-Wychwood Sports Club
Ascott FC has been expanding and is looking forward to returning to their home ground. They have asked if they can create 2 pitches running East-West, one smaller than the other. They have offered to invest in dismountable netting by the hedge. Cllr Carter will speak to neighbours. A second set of goals will be needed costing approximately £750 – details to be provided by the Manager, Mike Ody. Ascott FC have offered to contribute towards the cost and Cllr Carter proposes that the PC purchases the goals and the Football Club and Sports Club make contributions. Two sets of sockets will also need to be re-sited – Mike Ody and Shane Barnes to liaise. Laurence Mellor and Cllr Carter have been liaising with Mike Ody, about the start date of play, given the difficulty with grass growth. They are aiming to start play at the end of September.
(b) Ascott Village Charity
Nothing to report
(c) Helpers of Ascott-under-Wychwood
Thank you to the volunteers from the Helpers who have helped on Pavilion re-decoration and who have offered help with extra water of the Playing Field.
(c) Wychwood Library
Nothing to report.

15. CORRESPONDENCE:

Email

OALC June Newsletter
Mark Hopwood, GWR
CCllr Liz Leffman giving her apologies and confirming that the wooden posts around the Village Green will be replaced sometime this week.
Aaron Catterick of David Ogilivie Engineering has confirmed collecting the Martyr Benches on Thursday 13 July see Item No. 10.
Cherwell District Council – email and attached letter with regards to Oxford’s unmet housing needs

Post

Clerks & Councils Direct

16. ANY OTHER BUSINESS:

(a) Complaints had been received regarding the parking on the path outside the Swan Public House. It was suggested that the pub be asked to re-draw the lines, defining the car parking spaces.
(b)Cllr Carter had been asked about the replanting of trees along the verges in London Lane. However, it was pointed out that these would block up the ditches and grips which are the only form of drainage for the verges outside the 30mph limit. This would not be allowed by the OCC Highways Dept. There were no trees in exactly that position and it is possible that the parishioner remembers elms which were planted either within the hedgerows or edge of fields. To re-plant trees in those positions would be the decision of the landowners – Cornbury Estate and Messrs Hook of Crown Farm.

There being no further business, the meeting was declared closed at 9.45pm. The next meeting will be held on Monday 11 September 2017.

Cllr Philippa Carter (Chairman)
Date: 11 September 2017