Minutes – 6 December 2016

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Adderbury Parish Council Minutes 6 December 2016

MINUTES OF THE MEETING HELD AT THE METHODIST HALL, CHAPEL LANE, ADDERBURY ON TUESDAY 6 DECEMBER 2016 AT 7.30 PM

 

PRESENT:    Councillor Diane Bratt (Chairman); Councillors Ian Asbury, Colin Astley, Steven Cox, Tony Gill, David Griffiths, Sue Jelfs, Ann Lyons, Martin Rye, and Chris Shallis.

 

ALSO IN ATTENDANCE:  Theresa Goss (Clerk and Responsible Financial Officer), Trish Fennell, District Councillor Christine Heath and six members of the public.

 

APOLOGIES: Councillor Penny Clarke submitted her apologies because she had a prior commitment and these were accepted.  District Councillor Andrew McHugh and County Councillor Arash Fatemian also submitted their apologies.

 

The Chairman advised that David Bradley had resigned from the Parish Council and the vacancy would be advertised.

 

The Chairman also advised that should anyone wish to record the meeting, they could do so.  Councillor Tony Gill confirmed that he would be recording the meeting.

 

The Chairman welcomed members of the public to the meeting.

 

89/16    DECLARATIONS OF INTEREST:    All Councillors declared an interest because they were Trustees of the Lucy Plackett Playing Field.

 

Councillor Colin Astley declared an interested in planning application 16/02313/F because the applicant was a long standing acquaintance and he would not take part in the discussion or vote.

 

Councillor Tony Gill declared an interested in planning application 16/02313/F because the applicant was immediate neighbour and a long standing friend and he would not take part in the discussion or vote.

 

Resolved that the interests be noted.

 

90/16    MINUTES – The minutes of the meeting held on 25 October 2016 were taken as read, duly adopted and signed by the Chairman.

 

Resolved that the minutes of the meeting held on 25 October 2016 be approved.

 

91/16    MATTERS ARISING FROM THE MINUTES OF 25 OCTOBER 2016 – There were no matters arising.

 

Minute Number 73/16 – Councillor Colin Astley asked that the information with regard to apologies at Parish Council meetings, be emailed to the Parish Council.  Action TG      

 

92/16    OPEN FORUM – Adrian Smith addressed the Parish Council about the two applications which were due to be discussed with regard to the planning applications on Horn Hill Road and he offered to answer any questions which the Parish Council had with regard to his own application, 16/02313/F.  There were no questions from the Parish Council.

 

93/16    REPORTS FROM COUNTY AND DISTRICT COUNCILLORS – There was no report from the District Councillor Christine Heath.  Prior to the meeting, County Councillor Arash Fatemian had circulated a report by email and so too had District Councillor Andrew McHugh.

 

Resolved that the report be noted.       

 

94/16    GRIEVANCE – The Chairman reported on the sanctions imposed against Councillor Tony Gill, which had been put in place because he had not provided an acceptable apology to the Clerk at the last meeting of the Parish Council.

 

Councillor Ian Asbury and Chris Shallis would be reporting at the Parish Council meeting on 17 January 2017, on how they would be progressing the recommendations from the Independent Appeals Panel

 

Resolved that the report be noted.       

 

95/16    PLAY EQUIPMENT PROJECT – Prior to the meeting, Councillor Sue Jelfs had circulated a progress report on the play equipment project and she advised that she had met with a representative from Proludic.  A draft plan was shown to the Parish Council of some of the suggested equipment which could be included in the project.

 

The Chairman suggested that other Councillors could join Councillor Jelfs to form a Working Group to take the project forward.

 

Resolved that:

 

  • the report be noted; and
  • Councillors Ian Asbury, Ann Lyons and Martin Rye to assist Councillor Jelfs with drawing up a proposal for submission to the Parish Council. Action SJ

 

Proposed by Councillor Diane Bratt

Seconded by Councillor Ann Lyons

 

96/16    PLANNING

 

  1. Planning Applications/Works to Trees – Prior to the meeting, the details of the planning applications/works to trees which had been considered by the Parish Council, since the last meeting, had been circulated.

 

Resolved that, it be noted and approved that, no observations had been made by the Parish Council in respect of the following planning applications/works to trees:

 

16/01955/CLUE     Ms Katie Macdonald

Adderbury Hill Barn Milton Road Adderbury

Certificate of Lawfulness of Existing Use – Construction of outdoor arena and perimeter boarding (see plan ref nos. 902-1A and 902-2) and use of land and buildings for equestrian purposes (see plans attached to statutory declaration for Katie Macdonald and red line plan version of plan 902-1A)

 

16/00285/TCA       Mrs Beverley Hawkins

Tryad House High Street Adderbury

T1 x Conifer – Fell and replant with 1 x Acer

 

16/01910/F &        Mr Paul Godden

16/01911/LB          Tarvers Lock Cottage Aynho Road Adderbury

Single storey cloakroom extension

 

16/01628/F            Dematic Ltd

Balliol House Trinity Way Adderbury

Erection of a 7 x 4 m single storey entrance lobby and the respraying of existing cladding panels from cream to grey

 

16/02031/F &        Greene King

16/02032/LB          The Red Lion The Green Adderbury

Single storey extension to rear with a mono-pitched roof to house a new disabled WC

 

16/00305/TCA       Mrs D Dickinson

Lockes Cottage Manor Road Adderbury

T1 x Silver Birch – Fell

T2 x Hornbeam – Reduce by up to 4.0 ft

 

16/02087/F            Mr K Sahni

Storage Barns Banbury Golf Club Aynho Road Adderbury

Conversion of existing single storey stone barn (including 50m2 single storey extension) to provide 1no. 5 bedroom holiday rental accommodation ancillary to Banbury golf course

 

16/00299/TCA       Ms Annie Adene

Eridge House Horn Hill Road Adderbury

T1 x Magnolia – Crown reduction by up to 3.0m, Crown thin by 20%

T2 x Indian Bean Tree (Catalpa bignonioides) – Crown lift to 4m

 

16/00319/TCA       Mr Upton

Gable House 13 Dog Close Adderbury

T1 x Willow – Crown reduce to beneath failure point at approx’ 7.0m

T2 x Goat Willow – Pollard by 50%

 

16/00327/TCA       Mrs Angela Myers

Blything Hundred Tanners Lane Adderbury

T1 Prunus Cerasifera – Crown reduction of 2 meters approx

 

Resolved that, it be noted and approved that, observations had been made by the Parish Council in respect of the following planning applications/works to trees:

None

 

Resolved that, it be noted and approved that, objections had been made by the Parish Council in respect of the following applications/works to trees:

 

16/01939/F            Oxfordshire County Council Property & Facilities

Land East Of Adderbury House Lodge Lake Walk Adderbury

Erection of detached two storey cottage, parking and garden – Resubmission of 16/01218/F

 

16/02077/F &        Greene King

16/02078/LB          The Red Lion The Green Adderbury

Replacement windows to the front facade.  Various internal alterations including upgrade of the back fittings and bar, erection of new stud wall.  In order to separate dining area 1 from the bar a new separating stud wall will be erected, adjacent, will be a new fixed seating.  All communal toilets and bedroom bathroom will be upgraded with new sanitary ware

 

Resolved that, it be noted that, the Parish Council was considering the following planning applications/works to tree and tree preservation orders:

 

16/00346/TCA       Mr Hoyer – Millar

Cross Hill House Cross Hill Road Adderbury

T1 x Beech – Fell

T2 x Dead Stem – Fell

T3 x Cherry – Fell

T4 x Rowan Coppice – Fell

 

16/02337/F           Mrs L Norman

64 Rochester Way Twyford

Erection of single storey rear extension

 

16/00350/TCA       Mr Alan Burbridge

The Forge 1 Oxford Road Adderbury

T1 x Leylandii – Fell and replace with low growing native shrub

 

16/02313/OUT      Mr & Mrs A Smith

Land to Rear Of Southbank Horn Hill Road Adderbury

Alteration to existing access and erection of 9 No dwellings; new public footpath access to proposed adjacent sports fields

 

16/02338/F           Dr M Wearing

16 Deene Close Adderbury

Alterations to and conversion of garage to form habitable accommodation and erection of single storey rear extension

 

Application 16/02313/F – Land to rear of Southbank, Horn Hill Road, Adderbury – The Parish Council considered the application for alteration to existing access and erection of 9 No dwellings; new public footpath access to proposed adjacent sports fields

 

There was a discussion about the application and the consensus was that the Parish Council should object to the application.

 

Resolved that the Parish Council objects to application 16/02313/F.  Action TG

 

Proposed by Councillor David Griffiths

Seconded by Councillor Ian Asbury

 

  1. ii) Planning Results – These had been circulated to all members prior to the meeting.

 

Resolved that the report be noted.

 

iii)        Planning Appeal, Land West of Horn Hill Road, Adderbury – The Parish Council discussed the appeal against the refusal of the planning application for a residential development of a single dwelling with associated landscaping and land for an extension to the existing village burial ground (Resubmission of 15/01048/F).

 

There was a discussion about the application and there were a variety of views which included whether the Parish Council should continue to support this application, or whether it should now make some additional comments, as there had been a change in the membership of the Parish Council since the original application had been submitted.

 

Resolved that Parish Council makes a submission to the Planning Inspector advising of the concerns it now had with this application.  Action TG

 

Proposed by Councillor Diane Bratt

Seconded by Councillor Chris Shallis

 

97/16    FINANCE

 

  1. i) Accounts – The Clerk submitted to the Parish Council, the accounts to be paid.

 

Resolved that the following accounts be approved for payment:

 

Payee Amount
T Goss – December 2016 salary £809.06
T Goss – Expenses for December 2016 £75.50
HMRC – Quarterly payment £214.18
OCC Pension Fund – Clerks pension for December 2016 £198.24
Thomas Fox Landscaping – Grass cutting October 2016 £603.00
Thomas Fox Landscaping – Grass cutting village for November 2016 £603.00
Thames Water – Rates for allotments £10.57
Mr N Fennell – ANP Expenses £38.29
rCOH Ltd – ANP Consultancy fees £2761.16
Green Scythe Ltd – Grass cutting for LPPF for October 2016 £380.40
Cherwell District Council – Uncontested election charge £39.00
Rascal Horticultural Services – Work at Adderbury Lakes, the allotments and the cemetery £405.00
T Goss – Petty Cash Top-up £50.00
Mr Mr Rye – ANP Expenses £50.93

 

                        Resolved that it be noted that, the following accounts had been paid since the last meeting:

 

Payee Amount
T Goss – November 2016 salary £809.06
T Goss – Expenses for November 2016 £20.25
OCC Pension Fund – Clerks pension for November 2016 £198.24

 

Proposed by Councillor Diane Bratt

Seconded by Councillor Martin Rye

 

  1. ii) Bank Reconciliations and Breakdown of Parish Council Funds – Prior to the meeting, the Clerk had circulated the bank reconciliations as at 6 December 2016 for the accounts at Santander, Barclays, Natwest and Cambridge Building Society and also a breakdown of Parish Council funds.

 

Resolved that the bank reconciliations for the Barclays, Santander, Natwest and Cambridge Building Society and the breakdown of funds, be noted.

 

Proposed by Councillor Colin Astley

Seconded by Councillor Steven Cox

 

  1. Butterfly Meadow Children’s Centre – Prior to the meeting, the Clerk had circulated information relating to Butterfly Meadow Children’s Centre and the funding which it required for the next three years to be able to stay open. It was noted that Bloxham Parish Council had committed £15,000 over three years and Milcombe Parish Council had committed £500 for 2017/2018.

 

Resolved that £1000 be donated to Butterfly Meadow Children’s Centre for 2017/2018.  Action TG

 

Proposed by Councillor Tony Gill

Seconded by Councillor Colin Astley

 

  1. v) Allotment Rent for 2017/2018 – The Clerk reported that the annual rent for a plot at the Walled Garden Allotments was currently £26.00. It was noted that annual rent charged by Banbury Town Council was also £26.00.

 

Resolved that the rent for 2017/2018 be agreed at £26.00.  Action TG

 

Proposed by Diane Bratt

Seconded by David Griffiths

 

  1. vi) Review Effectiveness of Internal Audit 2015-2016 – Prior to the meeting, the effectiveness of the internal audit for 2015/2016 had been circulated to the Committee.

 

Resolved that the report be deferred to the meeting of the Parish Council in January 2017.  Action TG

 

98/16    PARISH COUNCIL MATTERS

 

  1. Parish Council Documents

 

  • Prior to the meeting, the Parish Council’s Asset Register for 2016/2017 and Risk Management Schedules for 2016/2017, had been circulated to the Parish Council.

 

After a discussion, there were some queries with both documents so it was agreed to defer them to the meeting in January 2017.

 

Resolved that:

 

  • Risk Register be updated by the individual Councillors and it be submitted to Clerk and considered by the Parish Council at the meeting in January 2017; Action ALL
  • the Football Club pavilion building be included in the Risk Register; and Action TG
  • approval of the Risk Register and Assets Register be deferred to the meeting of the Parish Council in January 2017. Action TG

 

  • Remit and Working Group Memberships – This item was moved to later in the meeting.

 

  1. Adderbury Neighbourhood Plan (ANP) – Prior to the meeting, the Chairman of the ANP Steering Group, Sam Brown, had circulated a progress report on the ANP.

 

Resolved that the report be noted.

 

  1. Parish Council Surgeries – Councillor Martin Rye reported that no one had attended the Surgery on 3 December 2016.

 

Resolved that the report be noted.

 

  • Health and Safety – The Parish Council received the following health and safety reports:

 

  • The Rise; Councillor David Griffiths reported that there were no issues at The Rise play area was fine.
  • Lucy Plackett Play Area; Councillor Sue Jelfs reported that there were no issues at the Lucy Plackett play area.
  • Adderbury Lakes; The Chairman reported that there were no issues at Adderbury Lakes.

 

Resolved that the report be noted.

 

99/16    VILLAGE MATTERS

           

  1. Adderbury Library – Councillor David Griffiths advised that there had been a FOCAL fundraising quiz which had been very popular and there would be a children’s quiz in February 2017.

 

The Chairman thanked Councillors David Griffiths and Chris Shallis for all their fundraising on behalf of FOCAL.

 

Resolved that the report be noted.

 

  1. Defibrillator – The Parish Council discussed the potential for a defibrillator in the village. There were a number of options and Councillor Chris Shallis volunteered to speak to James Clarke, Managing Director at Hook Norton Breweries about a scheme which had been recently proposed for pubs.

 

There was also a discussion about the retention of the phone boxes in the village.  However, it was felt these would not be suitable for housing a defibrillator and therefore, Cherwell District Council be advised that the Parish Council has no objections to them being removed.

 

Resolved that:

 

  • Councillor Chris Shallis to contact James Clarke, Managing Director at Hook Norton Breweries about defibrillators in pubs; and Action CS
  • the phone boxes in the village not be retained and Cherwell District Council be advised accordingly. Action TG

 

  • Land on Milton Road – The Chairman reported that the land needed an initial tidy up, which would include spraying and cutting back the vegetation. The cost of the spraying would be around £75 and the cutting back of the vegetation would about £100.

 

Resolved that spraying and cutting back of the vegetation be approved.  Action DB

 

Proposed by Councillor Martin Rye

Seconded by Councillor David Griffiths

 

The Chairman also suggested that the Parish Council should obtain more information from potential user groups in the village to establish who would use the facilities on the field, what use would be made of it and if they were prepared to fundraise.  It was also suggested that the ANP Steering Group could contact groups in the village too, as part of that process.

 

Resolved that:

 

  • contact be made with potential users groups in the village with regard to potential usage of the field; and Action TG
  • the ANP Steering group be asked for assistance with making contact with the user groups. Action DB

 

Proposed by Councillor Diane Bratt

Seconded by Councillor David Griffiths

 

  1. Litter Bin Outside of the School – Prior to the meeting, information on a new litter bin had been circulated to the Parish Council, following a request for a new bin at Christopher Rawlins Primary School.

 

Resolved that a suitable litter bin be purchased and installed.  Action TG

 

  1. Traffic Issues – Prior to the meeting, Councillor Colin Astley circulated a report on the traffic and noise issues on Twyford Road & Manor Road.

 

Resolved that:

 

  • the report be noted;
  • the County Council be contacted again about the proposed temporary barrier at the Oak tree; Action TG
  • a letter be sent to residents of Manor Road to advise on the need for additional signage; Action CA/TG and
  • a meeting of the Traffic Calming Working Group be convened. (Councillors Colin Astley, Diane Bratt, Sue Jelfs and Martin Rye). Action DB

 

  1. Street Naming – Prior to the meeting, a list of potential street names which had been submitted to Cherwell District Council, had been circulated to the Parish Council.

 

Resolved that the report be noted.

 

100/16  CORRESPONDENCE – Prior to the meeting, a letter had been circulated to the Parish Council from a resident, Mr John Glover.

 

Resolved that the letter be noted and a response be sent to Mr Glover.  Action DB/TG

 

101/16  Resolved that in accordance with the Public Bodies (Admission to Meetings) Act 1960, the public and press be excluded from the meeting for the minute numbered 102/16, 103/16 and 104/16 on the grounds that it could involve the likely disclosure of private and confidential information which was not in the public domain.

 

102/16  CODE OF CONDUCT COMPLAINTS – Prior to the meeting, a report had been circulated to the Parish Council on the response from Kevin Lane, Monitoring Officer, to the Code of Conduct complaints he had received.  In the report, Mr Lane’s suggestions on how to progress the matter, were also detailed.

 

Resolved that the mediation process be progressed, as suggested by Kevin Lane, Monitoring Officer.  Action DB/TG

 

Proposed by Councillor Diane Bratt

Seconded by Councillor Colin Astley

 

103/16  GRASS CUTTING/ALLOTMENT/CEMETERY CONTRACTS 2017/2018 – Prior to the meeting, quotes for the grass cutting and allotment and cemetery contracts had been circulated to the Parish Council.

 

            Resolved that:

 

  • the village and highways grass cutting contract be awarded to Thomas Fox Landscaping; Action TG
  • the grass cutting at the Lucy Plackett Playing Field and play area be awarded to Green Scythe Ltd; and Action TG
  • the cemetery and allotment contracts be awarded to Rascal Horticultural Services. Action TG

 

Proposed by Councillor Sue Jelfs

Seconded by Councillor Martin Rye

 

104/16  HIGH SHERRIFF’S AWARD – Prior to the meeting, details of the High Sherriff’s Award had been circulated to the Parish Council, which are required to be confidential at this stage.

 

Resolved that two nominations be forwarded to the High Sheriff.  Action TG

 

First nomination:  Proposed by Councillor David Griffiths

Seconded by Chris Shallis

 

Second nomination: Proposed by Councillor Diane Bratt

Seconded by Councillor Martin Rye

 

The Lucy Jane Plackett Charity

 

101/16  REPAIRS TO THE PLAY EQUIPMENT AT THE LUCY PLACKETT PLAY AREA – Prior to the meeting, a quote from Playdale for replacing the ropes on the play equipment, had been circulated to the Parish Council.

 

Resolved that the quote from Playdale be accepted.  Action TG

 

Proposed by Councillor Diane Bratt

Seconded by Councillor Ann Lyons

 

102/16  MEETING DATES – Future meeting dates are as follows, and will commence at 7.30pm at the Church House, Adderbury, unless stated otherwise:

 

  • 17 January 2017
  • 28 February 2017
  • 28 March 2017
  • 12 April 2017 (Adderbury Annual Parish Meeting at the Methodist Hall, Adderbury)
  • 25 April 2017

 

Resolved that the report be noted.

 

103/16  Items for the Next Agenda

 

  1. Follow up of the Grievance
  2. Play equipment proposals
  3. Review Effectiveness of Internal Audit 2015-2016
  4. Risk Registers
  5. Assets Register
  6. Traffic Calming Working Group report
  7. Lakes Maintenance Contact
  8. Parish Council Vacancy
  9. Lakes Maintenance Contract

Meeting closed 10.10pm