1. Members:
John Little (Chairman)
Present: Bob Jones
Gill Long
John Ordish
Fanny Sedman
Jane West
Roy Williams
In Attendance:
Helen Sandhu – Clerk
Brenda Smith - West Oxfordshire District Councillor
Hilary Fenton - West Oxfordshire District Councillor
Charles Mathew – Oxfordshire County Councillor 3 members of the public
2. Members’
Apologies: None
3. PLANNING
NEW PLANNING APPLICATIONS:
08/0701 24 Saxel Close, Aston
Erection of two storey side extension
No objections.
08/0732 Rear of Aston Pottery, Kingsway Farm, Aston
Erection of one dwelling
A family member of the applicant was present to answer questions. He confirmed that the house will have a tie to the property business.
The Parish Council decided that whilst they would not object to the application, the Clerk would write a letter to the District Council to confirm that the Parish Council wants the property to be tied to the business, and notes that WODC has already written to the applicant to say that it is likely that such a condition would be applied to the development.
08/0758 33 Saxel Close, Aston
Erection of two storey and first floor extensions
No objections.
08/0822 The Limes, High Street, Aston
Erection of a log cabin in rear garden
No objections.
4. Minutes of previous meeting
1 May 2008 previously circulated to all members, were agreed as a correct record and signed by the Chairman. Proposed by RJ, seconded by FS.
5. Meeting suspended for public debate
John Little welcomed Hilary Fenton to her first meeting of the Parish Council.
Comments were made about the poor condition of the surface of the road through to Cote at the bend in the derestricted area.
Bob Jones reported on comments he had received recently from members of the public – one being that the grass under the Jubilee seat had been too long so they had cut it themselves. Secondly someone from Bampton had complimented Aston because it always looks tidy.
Meeting resumed.
6. OCC/WODC items
Hilary Fenton informed the meeting that it had been stressed to District Councillors that they should encourage all Parish Councillors and Clerks to attend the Code of Conduct training events being organised by WODC. She was advised that all Parish Councillors who did not attend the training in 2007 and the Clerk have been booked to attend one of these events.
Charles Mathew circulated forms for people to report HGVs using Newbridge in breach of the weight restriction. Many lorries are containing to use the bridge in breach of the restrictions, but companies who do so are now being prosecuted, with 60 prosecutions to date and 195 pending. Mr Mathew expressed his concern that as the weight limit is better enforced, lorry drivers could attempt to use different routes around the area to avoid the bridge – this could impact on Aston, Cote, Shifford & Chimney, particularly if larger lorries start using the B4449 from Aston through to Standlake more. He suggested that the Parish Council should consider campaigning for a 7 tonne restriction on this road. The same form could be adapted for using against lorries using Tadpole bridge in breach of its weight restriction.
Charles Mathew then provided an update on the recent gravel extraction application submitted by Hansons for the Stonehenge Farm site at Northmoor and events at the County Council meeting on 19 May at which it was considered. Procedures and conduct at this meeting have been called into question. A decision on the application was deferred until 21 July when it is hoped that the WODC Flood Report and comments from the Environment Agency as to whether the application will affect the local flooding risk will be available.
7. Parish Councillors - Disclosure of interests on agenda items
None.
8. Matters Arising from Previous Meetings
a) Aston website
RW provided an update. Formal responsibility for the website administration has now been handed over to Jane Birkby. The Clerk will email future PC matters, including draft minutes using the “Contact Us” page on the site.
There was some discussion as to the use of the website by commercial organisations in the parish and whose responsibility, if anyone’s, it is to decide on what should and shouldn’t be allowed on the site. It was decided to carry forward further discussion on this point to the July meeting, enabling Councillors to consider it further beforehand.
b) Review of Annual Parish Meeting
It was agreed that the meeting went well.
There was one action point from the meeting for the Parish Council to take forward, concerning the horse chestnut tree on the bend of Cote Road. It was decided that the Clerk would write to the owner of the house, requesting that they trim the lower branches and also commenting on the drop-off from the tree making the path and road slippery to use.
c) Alleged encroachment on communal land of properties on Saxel Close
Formal letter now received from Kim Smith, Enforcement and Appeals Manager for WODC indicating that she feels that no action is required. It was agreed that this matter is now closed.
d) Anti Social Behaviour
Nothing reported.
9. Correspondence sent
Listed in the Clerk’s Briefing Notes previously circulated to all Councillors.
10. New Business
a) Donation to Voices
It was resolved that the Council, in accordance with its powers under sections 137 and 139 of the Local Government Act 1972, would pay a grant of £750 to Voices. This is, in the opinion of the Council, in the interests of the inhabitants of the Parish and will benefit them in a manner commensurate with the expenditure. Proposed by RW, seconded by JO.
b) Donation requested by WRVS
It was decided that as WRVS had not supplied any information about whether they actually provide support to residents in the parish, a donation to this organisation would not be made.
c) Membership of Oxfordshire Rural Community Council (ORCC)
It was decided to renew the Council’s membership of ORCC at a cost of £20.00. Proposed by RJ, seconded by RW.
d) Review of Parish Council’s Assets
JO volunteered to complete the review of the external assets (benches, bus shelters, notice boards, war memorials, bins). Results of the first review to be brought back to the July meeting. JO agreed to carry out the review quarterly. The Clerk passed him a copy of a form to complete that she had prepared. Clerk to do the review of the office equipment.
There was some discussion of the idea of doing an annual review of the parish, possibly in August. Councillors would walk around the parish, identifying any issues that need to be addressed. It was decided that this proposal should be included as an agenda item at the July meeting and discussed further then.
e) Thames Water consultation on its draft Water Resources Management Plan
This consultation is only available to review online, comments are required by 27 August 2008. The Clerk provided a brief outline of the Plan as it impacts upon our area of Oxfordshire – it predicts future water shortages for both the London area and the Swindon/Oxford zone.
The establishment of a new reservoir near Abingdon in 2021/22 is identified as the preferred option to maintain security of supply in both London and the Swindon/Oxford zone.
It was decided that a response to the consultation would be made by the Parish Council, being that Thames Water should address the problems with the current infrastructure (reducing the leakage rate, etc) before proceeding with a new reservoir.
11. Community Trust
The minutes from the May meeting were placed in the Folder. JO informed the meeting that it appears that the football pitch has been reseeded in error by an organisation which found themselves at the wrong site.
12. Parish Infrastructure
a) Aston Square
RJ informed the meeting that he has still not been advised of a start date for the work Southern Construction. The Clerk advised the meeting that she has spoken with Nick Truman who says that he is planning on doing the work to the posts next week. JL/RJ to meet with him onsite on the day he starts work to agree the placing of the new posts.
There was a discussion about the frequency of the grass cutting in the village – Nick Truman is aware that the grass was long recently and has said that he will leave a gap of no more than 3 weeks between cuts – it may be that there will need to be extra cuts over the grass cutting season.
b) Hedge alongside SPS and by VAS in North Street
The hedge is obscuring the VAS. It was decided that Chris Smith should be asked to cut the area around the VAS with long handled loppers and to keep the sign clear in future as part of his contracted work.
Parish Infrastructure (continued)
c) Aston playing field
There had been plans for the grass to be cut and the clippings collected at an extra cost to the Parish Council during this week in advance of the Fete as the first cut of the season had been done when the grass was long. However, no cut has been possible as the field is too wet following the heavy rainfall at the beginning of the week.
It was decided that collecting the clippings would not now be necessary at a future cut as the problem of the long cut grass has substantially self-resolved. This could be reconsidered if it becomes a problem.
For the Fete parking will not be permitted on the field as it is too wet. If the field remains very wet the Fete will be based at the field behind the School.
d) July 2007 Flood follow-up
• Letter received from David Cameron concerning the adjournment debate held in the House of Commons “Flooding in West Oxfordshire”, with a copy of the debate. Letter and debate documentation placed in folder
• Drainage in Bull Street
Workmen from Oxfordshire County Council still expected on site in June/July to complete the camera survey of the rest of the surface drains in Bull Street and to dig up and replace the collapsed drain at the corner of Bull Street/Farm Close. JL will email OCC to ensure that this work is still scheduled.
JL informed the meeting of events in Bull Street following the heavy rain on Tuesday 3 June. It definitely appears that surface water is getting into the foul drainage system because the foul drainage system failed again, leading to sewage coming out of the manholes around the houses at the end of Bull Street, draining into the surface water system and on into Great Brook. JL contacted Thames Water during the day, he was informed that someone would attend on site within 6 hours, but no-one came. JL said that he has long suspected that there is a problem in the foul sewer between his house and the SPS causing repeated blockages.
Charles Mathew provided an update on the efforts he had made to get Thames Water to address this problem following a visit he made to JL’s house. He has contacted Jenny Elliott, Thames Water’s Customer Coordinator, Western Provinces (Waste) and asked her to attend the next Parish Council meeting in July in order to work towards getting this problem finally resolved. He has had no reply to his emailed letter but will continue to chase up to try and get her to attend the meeting.
• Response from OCC to request to clear/recut ditches along Back Lane
Still no response from OCC; Clerk continues to chase.
• Joint agency meeting organised by WODC
John Ordish went to Bampton to attend this meeting on 22 May but it became apparent that the meeting had in fact been held the prior week, with the Parish Council not having been informed.
JL informed the meeting that he met with the Chair and Vice-Chair of Bampton Parish Council recreationally and asked them about this meeting. He was told that Bampton Parish Council had decided not to hold the meeting and had not been informed that a representative from Aston, Cote, Shifford & Chimney Parish Council had been due to attend. A new meeting is proposed for July. However, these Meetings are purely about issues relating to water run-off from RAF Brize Norton and as such only relate to the parishes of Brize Norton, Bampton and Clanfield. As such it was therefore decided that these meetings would not be relevant to our parish and so a representative from Aston, Cote, Shifford & Chimney Parish Council will not attend.
e) Affordable Housing
JL has had an email from Nicola Ball containing the same information as she gave 2 months earlier – the planners have asked for the design to be altered, this is in progress and negotiations with the landowner are continuing.
Charles Mathew informed the Parish Council that he had previously met and been impressed by Adrian Miller, Head of Development at Cottsway Housing. He suggested that it may be a good idea for the Parish Council to contact him if Councillors wish to have an input into the design of the affordable housing.
As the Parish Council had historically been told by James Alcock of ORCC that they would be given a chance to have an input into the design, but this had never been sought, the Clerk would write to Cottsway Housing to request sight of the designs. Charles Mathew to forward the contact details to the Clerk.
f) Notice of residential auction sale for land at Bull Lane – next to Paradise Farm
JL and the Clerk had received a notice of an auction sale for land next to Paradise Farm from Allsops auctioneers. The land covers 0.436 hectares and is being sold as grazing, but there are clearly concerns that the site could in the future be proposed for development as “rounding off” of the developed area of that part of Aston.
It was decided that the Clerk should telephone Allsops to ask who bought the land and what the sale price was.
13. PLANNING
FURTHER INFORMATION ON PLANNING APPLICATIONS PREVIOUSLY CONSIDERED
W2001/0924 Chimney Farm Barns, Chimney, Bampton.
BBOWT have now installed two extra passing places, in addition to the three provided by the developer. The enforcement action has been closed by WODC – it is evident that no passing places are to be provided on the single track road between the end of Bull Street and Chimney Bridge.
PLANNING APPLICATIONS GRANTED:
08/0532 Greenacres Cottage, Back Lane, Aston
Erection of detached double garage with office/storage above
NEW PLANNING APPLICATIONS:
Discussed earlier in the meeting under Minute 3.
14. FINANCE
a) Account Balances – circulated in the Clerk’s Briefing Notes
Balance on Current Account at 31 May 2008 £200.04
Balance on Deposit Account at 31 May 2008 £29,526.79
Total Cash Holding at 31 May 2008 £29,726.83
b) Accounts for year ended 31 March 2008 – Section 1 of the Annual Return
The final accounts for the year ended 31 March 2008 had been circulated in the pack of Briefing Notes for the meeting. They show a surplus for the year of £4,284.90, and net year end balances of £19,727.84, with cash balances of £22,461.76. The accounts have been subject to internal audit by Nick Hoskins who reports no matters arising.
It was decided to approve the return covering the financial accounts in Section 1 of the Local Councils Annual Return to the external auditors appointed by the Audit Commission. Proposed by RW, seconded by RJ. The Chairman signed Section 1 of the Return.
c) Annual Governance Statement – Section 2 of the Annual Return
The Statement had been circulated in the pack of Briefing Notes for the meeting. The Council reviewed the statements to be made and confirmed that the answer in each case was “Yes.” Proposed by JO, seconded by RW. The Chairman completed and signed Section 2 of the Return.
d) MAY INVOICES
Office Rent for May 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
Clerk’s expenses – refreshments for Ann Parish Mtg, stationery & stamps 8.25 LGA 1972, s111
Oxfordshire County Council – VAS Installation on North Street 2,065.00 LGRA 1997, s30
Lynick Gardens – general grass cutting in May (2 cuts – 4 so far this year) 660.92 HA 1980, s116
Lynick Gardens – Aston square maintenance May 62.18 WMA 1923, s1
£723.10
Total Lynick
C Smith – work at end March/April – 14 hours at £7.25 101.50 LGA 1972, s137
Annual subscription to OALC 221.43 LGA 1972, s143
Smith of Derby – new inverter for St James’ Church clock 1,447.60 PCA 1957, ss2 & 6
Margaret Johnson Ltd - stationery 11.56 LGA 1972, s111
Aston & Cote Community Trust – room hire for APM 15.00 LGA 1972, s111
Sub-Total £4,873.44
ORCC subscription 20.00 LGA 1972, s137
Voices donation 750.00 LGA 1972, s137
Total £5,643.44
It was resolved to make the above payments. Proposed by FS, seconded by RW.
The cheques were signed by JL and RW.
15. Parish Councillors’ reports from meetings attended since last meeting
Fanny Sedman and the Clerk attended the Code of Conduct training meeting on 21 May 2008 run by WODC.
John Little, Bob Jones, Roy Williams and Gill Long are due to attend the training on 12 June.
16. FOLDER – John Ordish
17. Date of next meeting –
3 JULY 2008 – Monthly Parish Council Meeting
Village Hall, 7.30pm