DRAFT MINUTES OF ASTON, COTE, SHIFFORD & CHIMNEY PARISH COUNCIL MEETING

HELD ON THURSDAY 3RD JULY 2008 IN THE
MEETING ROOM, VILLAGE HALL, ASTON AT 7.00 PM

 

1. Members John Little (Chairman)
Present: Bob Jones
Gill Long
John Ordish
Jane West

Fanny Sedman


In Attendance: Helen Sandhu – Clerk

Brenda Smith - West Oxfordshire District Councillor
Hilary Fenton – West Oxfordshire District Councillor
2 members of the public

2. Members’
Apologies: Roy Williams

 

3. Minutes of previous meeting – 5 June 2008 previously circulated to all members, were agreed as a correct record and signed by the Chairman. Proposed by RJ, seconded by JO.

4. Meeting suspended for public debate
One of the members of the public present reported that she had contacted District Councillor Brenda Smith about the possibility of a cycle path being built between Aston and Bampton, and she asked the Parish Council to look into this idea again. John Little informed the member of the public that this proposal had been considered and researched very vigorously by the Parish Council before. Roy Williams, who was absent from the meeting had pursued every possible avenue and all feasible organisations to progress the proposal, but there was no funding forthcoming to build a cyclepath. John Little said that the Parish Council could ask Roy Williams to look at the idea again now there is more focus on environmental issues, but it is unlikely that the proposal would be achievable.

The member of the public asked whether the Lengthsman is still employed and whether he could be asked to weedkill the pathways/road edges in Saxel Close. She was advised that the Lengthsman does not hold the necessary Licence to use weedkiller in public places, and that the County Council does not weedkill pathways/road edges anymore due to funding restrictions. Robert Jones commented that he believed that West Oxfordshire District Council used to weedkill in the village, but that he has not seen this work carried out for several years. Brenda Smith agreed to ask whether WODC still weedkill, as they are responsible for the footpaths. The member of the public also reported that the County Council road sweeper does not seem to visit Saxel Close – it was decided that the Clerk would contact the County Council to ensure that Saxel Close is included in the list of roads to sweep.


Meeting suspended for public debate (continued)
A member of the public reported that two water manhole covers in the road near Aston garage seem loose and have developed holes around their edges, making them dangerous. John Little agreed to go and look at the manhole covers to identify whether any remedial work is required to them.
Meeting resumed.


5. OCC/WODC items
Brenda Smith stated that she had no specific matters to raise.


6. Parish Councillors - Disclosure of interests on agenda items
Gill Long declared a prejudicial interest in the planning application for Thistle Cottage (Agenda Item 12), as she owns property adjoining the site. She left the meeting for the discussion of the item.


7. Matters Arising from Previous Meetings
a) Aston website
There was a discussion about the use of the website by commercial organisations; it was decided that the Parish Council would not formulate guidance covering this issue at the present time.

b) Deterioration to footpath alongside Cote Road between Saxel Close and Village Hall
Oxfordshire Highways has inspected the footpath and whilst noting the area where vegetation is breaking through the officer does not believe it represents a hazard and proposes no remedial work. They will continue to monitor it.

c) Horse chestnut tree at 1 Cote Road
The householder has lopped the lower branches. He has reported that he would consider reducing the size of the tree further, but has previously been told by West Oxfordshire District Council that they may not agree to this.
It was decided that the Parish Council would not seek any further reduction in the size of the tree.

d) Review of Parish Council assets
John Ordish carried out the review of the exterior assets on 9 June 2008 whilst the Clerk carried out the review of the office equipment on 26 June 2008.
The exterior assets owned and/or managed by the Parish Council are:
• the war memorial in Aston
• the 3 bus shelters in High Street and North Street Aston and in Cote
• the two notice boards (one Parish Council, one public) in Aston
• 5 benches – 1 in Cote; one next to the war memorial in Aston; the VE/VJ day seat on the playing field in Aston; the QE II Golden Jubilee seat on the corner of Bull Street/Southlands in Aston; and the George V Silver Jubilee seat on the lane leading from Bull Street
• the Parish Council has also installed several litter bins and a dog bin in the parish – the maintenance of all but the litter bin next to the bus shelter on High Street passed to West Oxfordshire District Council after their installation
• several items of equipment used by the Lengthsman when he was directly employed by the Parish Council

John Ordish reported that one of the posts by the war memorial in Aston remains in need of replacement – an order for this work has already been placed with Lynick Gardens. He also reported that one of the slats on the back of the QE II Golden Jubilee seat on the corner of Bull Street/Southlands is missing. It was decided that the Odd Job Man would be asked to replace this missing slat.

e) Annual Parish Review
It was agreed that the idea of a Parish Council review of the parish was a good idea.
It was decided that arrangements for this review would be made at the August meeting – a suggested date; who to attend; how to split the parish up so all areas are covered; prioritisation of the issues to be looked at (potholes/paths/drains/ditches, etc).

f) Anti Social Behaviour
Nothing reported.


8. Correspondence sent
Listed in the Clerk’s Briefing Notes previously circulated to all Councillors.


9. New Business
a) Lower Windrush Valley Project Meeting on 8 July 2008
It was noted that Roy Williams went to the last meeting; John Ordish agreed to ensure that Roy is aware of this meeting when he returns from holiday in case he would like to go.

b) Thames Valley Police Authority consultation event for Parish Councils
Due to take place on Monday 21 July at 6.00pm at the Oxford Belfry Hotel, Milton Common.
John Little said that he may attend this meeting. Clerk to RSVP on his behalf and to forward the meeting paperwork to him.

c) South-East England Regional Assembly review of the sub-regional allocation of primary land-won aggregates in the South East
The consultation period runs to 8 August 2008. Paperwork placed in the folder for circulation amongst the Parish Councillors.


10. Community Trust
The minutes from the June meeting were placed in the Folder.
John Ordish reported that there has been some discussion on the future of the pavilion at the playing field. It has been decided that the pavilion should be kept and plants grown up it to obscure it more. The Community Trust is also considering charging the organisations who store equipment in the pavilion more so that the cost of the rates is better shared across all the organisations using the pavilion. Joe Moloney has been elected as the new Chairman for the Community Trust.

 

11. Parish Infrastructure
a) Aston Square
Robert Jones informed the meeting that he has still not been advised of a start date for the work by Southern Construction. He has now told Southern Construction that the Parish Council would like the work done by the end of July – it was agreed that he should send an email confirming this.
Robert Jones reported that he has talked with Nick Truman from Lynick Gardens about the outstanding work on the posts in the square. Mr Truman has asked whether the Parish Council wants the posts to be treated and also whether he should paint the chains at the same time. It was decided that the posts should be treated and the chains repainted black – Robert Jones to confirm with Nick Truman.

b) July 2007 Flood follow-up
• Flood Defence Report prepared by Nick Hands of West Oxfordshire District Council
The draft report has now been received and is being circulated around the Parish Councillors for comment.
John Little stated that it is a factual report, listing what happened, what could be done to mitigate against future flooding, the provisional cost of that work and who would be responsible for it. However, it was generally agreed that the Report is not overly inciteful or enlightening.
The Parish Council has been invited to comment on the Report – Councillors were requested to circulate it as quickly as possible and return it to the Clerk so that she can collate the comments and submit a response to West Oxfordshire District Council.
Comments were made about how it can be ensured that the agencies do the work they are supposed to, especially in relation to ditch clearance. It was decided that the ditches highlighted in the Report as needing attention would be looked at during the parish review.
It was noted that Bampton Parish Council pays for the ditches in their parish to be cleared.

• Brenda Smith informed the Parish Council that a joint roadshow due to be held at Standlake Village Hill is being organised by West Oxfordshire District Council. The Clerk confirmed that she had not been informed of this – Brenda Smith agreed to enquire whether residents from Aston, Cote, Shifford & Chimney would be invited to attend this roadshow.

• Aston & Cote Drainage Board
Letter and map of the ditches covered by the Drainage Board received from John Welch & Stammers, solicitors to the Drainage Board placed in the folder for circulation amongst the Parish Councillors.

• Drainage in Bull Street
John Little reported that he has been in contact with Jenny Elliott of Thames Water about the problems with the foul sewer at the end of Bull Street. She is now due to meet with him on 11 July, accompanied by a Thames Water engineer to attempt to identify the problem and recify it. John Little said that he has received copy emails indicating that Thames Water has been aware of the problem for some time.

• Response from OCC to request to clear/recut ditches along Back Lane
Still no response from OCC; Clerk continues to chase.


c) Affordable Housing
John Little reported that he has not received any new information from Nicola Ball.
The Clerk reported that a letter has been received from Cottsway Housing indicating that the design for the scheme has still not been prepared – negotiations with the landowner are being progressed; the scheme design will not be prepared until these are further advanced. It was agreed that the Parish Council has done as much on this issue as it can for now.
Brenda Smith informed the meeting that Mike Robinson, the planning officer at West Oxfordshire District Council who has responsibility for affordable housing is leaving the District Council and it is not yet clear who will pick this responsibility up.


12. PLANNING

PLANNING APPLICATIONS GRANTED:

08/0701 24 Saxel Close, Aston
Erection of two storey side extension

08/0732 Rear of Aston Pottery, Kingsway Farm, Aston
Erection of one dwelling
With tied occupancy condition

08/0758 33 Saxel Close, Aston
Erection of two storey and first floor extensions


NEW PLANNING APPLICATIONS:

08/0873 18 Waites Close, Aston
Erection of single storey rear extension
No objections.

08/0969 Thistle Cottage, Ham Lane, Aston
Retention of Thistle Cottage, conversion of existing dwellings to create three dwellings. Erection of four new dwellings with associated parking, alterations to access
Having declared a prejudicial interest in this item, Gill Long left the meeting.
Plot 1 is proposed to be an affordable unit, with financial compensation offered for the remaining 0.5 affordable unit due on the development.
It was decided that the Parish Council would not object to this planning application but would comment that the driveways should be built with a porous surface rather than tarmacadam. A comment also to be made about the need for there to be adequate provision for the surface water run-off from the development so that there is no increase in the local flooding risk.
Gill Long rejoined the meeting.

08/1008 Pinto House, 3 The Paddocks, Aston
Change of use of paddock to garden
No objections.

08/0935/P/CLE Paradise Farm, Bull Lane, Aston
Claimed Lawful Development – storage and repair of fairground equipment
It was agreed that the Parish Council is aware that this activity has been carried on at this location for some time – Hilary Fenton reported that she is of the opinion that it has been at least 10 years.
It was decided that the Parish Council would respond to West Oxfordshire District Council saying that as far as the Parish Council is aware this site has been used for these purposes for at least ten years.

It was reported that the piece of land behind Paradise Farm which was recently up for sale by auction was bought by the owner of Paradise Farm with the stated intention that this is to protect the land from future development.


13. FINANCE
a) Account Balances – circulated in the Clerk’s Briefing Notes
Balance on Current Account at 30 June 2008 £200.04
Balance on Deposit Account at 30 June 2008 £23,959.73
Total Cash Holding at 30 June 2008 £24,159.77


b) JUNE INVOICES
Office Rent for June 2008– already paid by Direct Debit
25.00
LGA 1972, s111

PRESENTED FOR APROVAL AND PAYMENT AT 5 JUNE 2008 MEETING
Statute
Clerk’s salary - H Sandhu 280.00 LGA 1972, s112
BT – office telephone bill q/e 24/6/08 58.50 LGA 1972, s111
Lynick Gardens – general grass cutting in June (1 cut – 5 so far this year) 330.46 HA 1980, s116
Lynick Gardens – Aston square maintenance June 62.18 WMA 1923, s1
£392.64
Total Lynick
Mr A Mitchell – bus shelter cleaning in June 2008 30.00
WODC – dog bin emptying, April, May, June 44.10 Litter Act 1983
Margaret Johnson Ltd - stationery 2.12 LGA 1972, s111
Total £807.36

It was resolved to make the above payments. Proposed by JO, seconded by JW.
The cheques were signed by JL and RJ.


14. Parish Councillors’ reports from meetings attended since last meeting
Gill Long, Roy Williams, Bob Jones and John Little attended the Code of Conduct training meeting on 12 June 2008 run by WODC.


15. FOLDER – Jane West


16. Date of next meeting – 7 AUGUST 2008 – Monthly Parish Council Meeting
Village Hall, 7.30pm
Fanny Sedman gave her apologies for this meeting.





Signed ……………………………………………………………..dated…………………