Minutes – 23 February 2016
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MINUTES OF THE MEETING HELD AT THE CHURCH HOUSE, ADDERBURY ON TUESDAY, 23 FEBRUARY 2016 AT 7.30PM
PRESENT: Councillor Diane Bratt (Chairman); Councillors Colin Astley, Tony Gill, Sue Jelfs, Patricia Leeman, Ann Lyons, Stuart Phipps and Chris Shallis.
ALSO IN ATTENDANCE: Theresa Goss (Clerk and Responsible Financial Officer), Trish Fennell, District Councillor Nigel Randall, County Councillor Arash Fatemian and four members of the public.
APOLOGIES: Councillor Diane Danton submitted her apologies because she was at work and these were accepted. Councillor Martin Rye submitted his apologies because he was on holiday and these were accepted. David Griffiths submitted his apologies because he had a prior appointment and these were accepted.
The Chairman advised that should anyone wish to record the meeting, they could do so and asked that they informed the Parish Council at this point to ensure that the recording could be facilitated.
121/15 DECLARATION OF INTERESTS – The following interests were declared:
All Councillors declared an interest as trustees of the Lucy Plackett Playing Field.
Prior to the meeting, the Clerk had circulated to the Parish Council, advice which had been received from Kevin Lane, Monitoring Officer at Cherwell District Council.
Councillors Colin Astley, Sue Jelfs and Tony Gill confirmed that the declarations of interest they had made with regard to 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 on land west of Horn Hill Road, Adderbury (15/01048/F) was correct and there was nothing within Mr Lane’s advice which they felt, stated that they had compromised the Code of Conduct.
- the interests be noted;
- the advice from Mr Kevin Lane be noted; and
- Parish Councillors to bear in mind Mr Lane’s advice when declaring interests in future. Action ALL
122/15 MINUTES – The minutes of the meeting held on 19 January 2016 were taken as read, duly adopted and signed by the Chairman, with amendments.
The Chairman reminded the Parish Council that the minutes of the meeting were not verbatim therefore not every details which was spoken at the meeting would be recorded in the minutes.
Minute Number 113/15 (i) Adderbury Neighbourhood Plan – Councillors Colin Astley and Tony Gill asked for the following inclusion:
Councillors Colin Astley and Tony Gill both circulated papers on the “Appointment of a Planning Consultant” and “Consultants to complete the Task”. Both of these documents were attached as an appendix to the minutes. The Appointment of Consultant document summarised the merits of all proposals received. The second document relates to consultants to complete the task and the need for the community to own the Adderbury Neighbourhood Plan. For Councillors Tony Gill and Colin Astley their continued involvement was contingent on the points a to e in the appendix to the minutes.
With paragraph 3 Councillor Colin Astley asked that reference be made that he had obtained the advice himself and had not been requested to do so by the Parish Council.
Councillors Colin Astley and Tony Gill also asked that the word ‘demands’ within this minute be changed to request.
Minute Number 114/15 (iii) – Twyford Road – Councillor Colin Astley asked for the inclusion of the following sentence in the first sentence of the first paragraph.
‘Councillor Astley would report back on costs for agreement to expenditure’.
Also in the first sentence, Councillor Astley asked that the word ‘would’ be amended to ‘should’.
Resolved that the minutes of the meeting held on 19 January 2016 be approved with the above amendments and the inclusion of the appendix to the minutes. Action TG
123/15 MATTERS ARISING FROM THE MINUTES OF 19 JANUARY 2016 – There were no further matters arising from the minutes of the meeting held on 19 January 2016.
Resolved that the report be noted.
124/15 OPEN FORUM – Nigel Wood addressed the Parish Council on his views relating to planning applications and the conduct of the Parish Council.
Andrew Barnes addressed the Parish Council with regard to the Terms of Reference relating to the Adderbury Neighbourhood Plan. He asked that should the Parish Council be minded to amend them, that himself and Nick Fennell, as they were present at the meeting, be asked for their views prior to any changes being agreed. The Parish Council agreed that it would do this.
Resolved that the reports be noted.
125/15 REPORTS FROM COUNTY AND DISTRICT COUNCILLORS – County Councillor Arash Fatemian reported that the County Council had set its budget for 2016/2017 and an agreement had been made between the three main parties, with resulted in them voting together so enable it to be agreed. The budget included a 4% increase for adult social care and an extra £2m for adult day centres, bus services and children’s services. Out of the 62 County Councillors, 60 voted in favour of the budget.
Councillor Nigel Randall reported that the Cherwell District Council budget had been agreed it’s 2016/2017 budget and there was 0% increase, for the seventh year running. The budget had been opposed by Labour on the grounds that there had been a financial problem at the Dictrict Council four years ago which had not been picked up until recently. Therefore, the Labour Councillors considered that any budget put forward by the current establishment was invalid.
Councillor Randall had also been delivering leaflets in the village, giving information on the electoral changes as Bloxham and Bodicote were now part of the new ward. There would be three councillors per ward and the Bodicote boundary had been reduced to take account of Longford Park. The Adderbury parish boundary had not changed.
Following the comments made earlier in the meeting by Mr Nigel Wood and Mr Peter Burrows, Councillor Randall advised that in a democracy, there were always groups of people who felt strongly about certain issues and wished to express their views, because they felt that were important. Therefore, he suggested that Mr Peter Burrows and Mr Nigel Wood should stand for election, as District or Parish Councillors, as they felt so passionately about Adderbury.
Resolved that the report be noted.
- Planning Applications/Works to Trees – Prior to the meeting, the details of the planning applications/works to tree 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:
15/02347/F Mr and Mrs Ed Frost
Merville Twyford Gardens Twyford
Demolition of rear kitchen extension and erection of two storey rear extension – re-submission of 15/02012/F
16/00014/TCA Mrs Janet Morgan
The Old Barn High Street Adderbury
T1 x Sycamore – Crown thin by 20% with selected branches being removed back to their junctions at the old pollard points
15/00406/TCA Mrs Diana Crook
8 Round Close Road Adderbury
T1 x Apple – Crown reduce 30% back to framework pollard
16/00020/TCA Mrs Kim Kemp
Beech Tree Cottage Tanners Lane Adderbury
T1 x Beech – Crown reduce by 20% and reshape, remove lower limb towards house.
16/00021/TCA Mrs Stephanie Betts
Tanners Tanners Lane Adderbury
T1 x Acer – Fell
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:
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:
15/01540/F Mr Tim Catling
St Georges Catholic Church Round Close Road Adderbury
Demolition of existing chapel and erection of 4 no. dwellings
15/02296/F & Mr Raj Deb
15/02324/LB Fleet Farm Barns, Aynho Road Adderbury
Variation of Condition 2 of 12/01359/F to provide additional
parking, relocation of bin stores and additional roof lights
Resolved that, it be noted that, the Parish Council was considering the following planning applications/works to tree and tree preservation orders:
- ii) Planning Results – These had been circulated to all members prior to the meeting.
Resolved that the report be noted.
iii) 15/02359/OUT – Rosconn Group Ltd – The Parish Council considered an application for a residential development of up to 50 dwellings, access, infrastructure, public open space and means of access from Milton Road to be determined, with all other matters reserved for subsequent approval at land west of OS parcel 4100 adjoining and south of Milton Road, Adderbury.
The Chairman asked all the Councillors in turn their views on the proposed development. All of the Councillors, including the Chairman were against the development and their reasons formed the objection for submission to Cherwell District Council.
The Parish Council also discussed the lack of any community benefit within the application and Councillor Nigel Randall suggested that the Parish Council could write to Cherwell District Council advising that as part of the Adderbury Neighbourhood Plan (ANP), the Parish Council would be adopting a policy which stated that any development in the village, must come with some community benefit included in the application.
- the Parish Council objects to application 15/02359/OUT on the following grounds:
- the recent publication of the Annual Monitoring Report provides the latest housing figures for CDC, which shows the Council has exceeded its 5 year land supply i.e. 5.6 years, for the period 2016 – 2021. This demonstrates that the proposed development of 50 dwellings in Adderbury is unnecessary;
- the emerging ANP does not include this development which falls outside of the settlement area of Adderbury;
- no community benefits are proposed;
- this development is not included in the CDC Local Plan nor in the current SHLAA;
- within the Plan, Category A villages, which includes Adderbury, were allocated a total of 750 dwellings. Due to current developments either started or granted in the District, this figure has now reduced to 179 over the whole plan period, which means there is no current need for further development at this stage;
- this development on the edge of the village is in open countryside and is contrary to CDC’s policies. It would impact upon the settlement gap;
- the Wilson Homes development, next to this proposed development (which was only allowed on appeal) has a considered landscaped edge to form a new village boundary. This site would ‘leap frog’ that landscaped edge; and
- should the Planning Committee be minded to approve the application, the materials for the dwellings should be stone, so it is in-keeping with a rural setting.
- a letter be sent to Cherwell District Council advising that one of the ANP policies would be that any development in the village, must come with some community benefit for Adderbury. Action TG
- Bank Reconciliations – Prior to the meeting, the Clerk had circulated the bank reconciliations as at 23 February 2016 for the accounts at Santander, Barclays, Natwest and Cambridge Building Society.
Resolved that the bank reconciliations for the Barclays, Santander, Natwest and Cambridge Building Society be noted.
- ii) Accounts – The Clerk submitted to the Parish Council, the accounts to be paid.
Resolved that the following accounts be approved for payment:
T Goss – Salary for February 2016
T Goss – Expenses for February 2016
Banbury and Evesham Area Quaker Meeting – FMH Rent 2015
FOCAL – Donation from Gracewell Carehomes development
Information Commission – Data Protection registration – annual renewal
Martin Rye – Expenses for the Lakes
Arien Designs Ltd – New noticeboard for The Rise
OALC – Annual Subscription 2016/2017
Mr D Chandler – Installing new noticeboard and repairing fencing posts at The Rise
Oxfordshire Playing Fields Association – Annual Subscription 2016/2017
iii) Friends Meeting House – The Chairman reported that the Historic Chapels Trust Grant application for £3000 had been approved and did not expire for another 18 months. Funds from other sources had also had been added to the budget over the last year for works to the Meeting House.
The Chairman suggested that a Working Group could be formed to focus on the maintenance works, so that they could be moved forward more quickly.
The Chairman also advised that the Friends had recently had their quinquennial report on the Meeting House updated and she asked the Clerk to obtain a copy.
- a copy of the updated quinquennial report be obtained from the Friends; Action TG
- this item be deferred to the next meeting of the Parish Council to enable Councillors to look at the Wellen report and then agree a way forward. Action TG
- iv) New Homes Bonus 2016/2017 – The Chairman reminded the Parish Council that there was £7100 of New Homes Bonus from Cherwell District Council, available to the Parish Council for 2016/2017.
The Chairman reported on a request from Nick Fennell for £400 of the New Homes Bonus to be allocated to the relaunch of village web site.
Nick Fennell advised that adderbury.org had also received £500 from the Community Market, however it had spent over £1000 and at the moment there was a bank balance of 46p. If the Parish Council donated the £400 it would help to finish off the project.
With regard to the remaining balance, should the £400 be agreed, the Chairman suggested that this could be used at the Lakes.
However, some Councillors felt that a lot of money had already been allocated to the Lakes. Councillor Sue Jelfs advised that as part of the play equipment project, some of the safety surfacing needed to be replaced and that was just as expensive as the play equipment itself.
- £400 be allocated to adderbury.org;
- £6700 be allocated to the play equipment project; and
- Cherwell District Council be advised of the Parish Council’s decision. Action TG
128/15 PARISH COUNCIL MATTERS
- Adderbury Neighbourhood Plan (ANP) – The Parish Council discussed the following matters relating to the ANP:
- the appointment of Sam Brown as the Chair of the Steering Group;
- the membership of the Steering Group;
- the Terms of Reference for the Steering Group; and
- a report on the meeting held on Thursday 11 February 2016 with Neil Homer and the further actions following that meeting.
With regard to the appointment of Neil Homer as the consultant, Councillor Tony Gill asked the Parish Council whether or not the correct process had been followed when appointing him to work on the ANP. The Clerk and Chairman advised that the process, as stated in the Parish Council’s financial Regulations, had been followed and Mr Homer had been correctly appointed by the Parish Council at its last meeting.
Councillor Astley had expressed concern that the tendering process for the appointment of a planning consultant did not appear to follow proper and due process and did not take into account value for money. However, the Parish Council agreed that due process had been correctly followed
Councillor Colin Astley voiced his concern about the Chairman of the Parish Council being a member of the ANP Steering Group and Councillor Tony Gill and Sue Jelfs supported Councillor Astley’s concerns. Other members of the Parish Council did not express this view.
Councillor Tony Gill expressed his concern with some of the items in the Terms of Reference and that the Steering Group should be not be called a Steering Group, because this term was not covered by the Parish Councils Standing Orders.
Nick Fennell and Andrew Barnes were in the public gallery and as members of the Steering Group, they confirmed that they were happy with Terms of Reference. They also asked that the Steering Group, continued to be called the Steering Group, as that had been its name for the last three years and would be confusing to the community if it was changed.
The Clerk also advised that as the Steering Group was a group being set up to report to the Parish Council, with no powers delegated to it, it was irrelevant what the group was called. Therefore, the name could be changed to a Working Party or a Working Group if the Parish Council wished with no impact on the decision making process.
The Chairman also advised that the consultant’s fees were being paid for by grant funding. The next meeting of the Steering Group was being held on Thursday 25 February 2016 and the notes of that meeting would be sent to the Parish Council.
- Sam Brown be appointed as Chair of the Steering Group;
- the membership of the Steering Group consist of the Chairman of the Parish Council, plus five Parish Councillors and five members of the community; and
- the report from Neil Homer be noted as the way forward for the ANP.
Councillor Tony Gill asked for a recorded vote with regard to the approval of the Terms of Reference.
Councillor Chris Shallis proposed that the Terms of Reference be approved. This proposal was seconded by Councillor Ann Lyons.
Those in favour: Councillors Diane Bratt, Patricia Leeman, Ann Lyons, Stuart Phipps and Chris Shallis (5)
Those against: Councillor Colin Astley, Tony Gill and Sue Jelfs (3)
Therefore the motion was carried.
Resolved that the Terms of Reference, as appended to the minutes, be approved.
- Parish Council Surgeries – Councillors Ann Lyons and Patricia Leeman attended the last surgery. One member of the public attended and asked for help with parking issue on the grass verge outside of the Old Vicarage in Church Lane. He had requested wooden bollards, similar to those in Mill Lane.
Following that request, the Chairman and Councillors Patricia Leeman and Ann Lyons had met with Tracy Moreton from the County Council earlier that day and Tracy would be reporting back with some prices for the bollards.
A resident had also contacted the Parish Council about the state of the footpath in Kemps Road. Whilst Tracy Moreton was in the village, she had also looked at this matter and had advised that it was not in a bad enough condition to need repairing at the moment, but it would be monitored.
She had also looked at the poor state of grass verge in Deene Close and the County Council would make the arrangements for the reinstatement of the verge.
Surgeries were held on the first Saturday on the month at the Church House, Adderbury, from 11am to 12 noon.
Resolved that the reports and actions stated above, be noted. Action TG
- Parish Council Web Site – Councillor Stuart Phipps reported that the site was still under construction.
The Chairman thanked Councillor Phipps for his work on the new web site,
Resolved that the report be noted.
- Cherwell District Council – Consultation Documents – Prior to the meeting, the Clerk had circulated to the Parish Council, information on the following consolation documents:
- Community Infrastructure Levy (CIL)
- Partial Review of Cherwell Local Plan Part 1
- Cherwell Local Plan Part 2
- Draft Statement of Community Involvement
The Chairman asked the Parish Councillors to have a look at the documents and email any comments to the Clerk for forwarding to Cherwell District Council. The deadline for the consultation on the Community Infrastructure Levy was 25 March 2016. The deadlines for the other documents was 11 March 2016.
Resolved that Councillors to forward to the Clerk, their comments on the above consultation documents. Action ALL
129/15 VILLAGE MATTERS
- Adderbury Library – Councillor Patricia Leeman reported that FOCAL hoped to hold some sessions with Crime Writers at one or two schools in the area. FOCAL was still unsure how the County Council budget cuts would affect the village library, but leaflets would be delivered to all the new houses in the village to make them aware of this village service.
FOCAL had also sent their thanks to the Parish Council for securing the £2000 funds for the library from the developer of the Gracewell Carehomes site on Banbury Road.
The Chairman reported that although Gracewell had given £15,000 to the Parish Council, they had originally promised £50,000. Therefore, the Parish Council would be going back to the developer in due course, to establish if any further funds could come to the Parish.
Resolved that the report be noted.
- Day of Dance 2016 – Prior to the meeting, Councillor David Griffiths circulated a report advising that Adderbury Day of Dance was being held on Saturday 23 April 2016. The only involvement of the Parish Council was to close the High Street from The Green to Mill Lane. Although the dancing started soon after 10am, it should not be necessary to close the road until around 11am and the closure would stay in place until 7pm.
The Clerk would apply for the road closure at a cost of about £95 and there was no other expense to the Parish Council. Cherwell District Council would inform the emergency services and Councillor Griffiths would inform the bus company. The Clerk would also write to those businesses in the village affected by the road closure.
Councillor Griffiths would request an article in the April edition of Contact to advise residents and would also arrange the free loan of the necessary signs etc. from the Deddington Highways depot. He would require volunteers on the day to steward the closure and Parish Councillors were asked if they would be prepared to give an hour or so of their time.
Resolved that the report be noted.
- Play Area Inspections – There was no report on the play area at The Rise as Councillor David Griffiths was not in attendance. However, the new noticeboard had been installed.
Councillor Ann Lyons reported that the only issue at the Lucy Plackett Playing Field was the moles.
Resolved that the reports be noted.
- Katharine House Hospice – Prior to the meeting, an email from Katharine House Hospice with regard to their 25th anniversary celebrations had been circulated to the Parish Council. The email had also asked whether the Parish Council could donate any funds to the Hospice.
As the Parish Council only made small donations of £200 to village organisations, the Councillors felt that the Hospice would probably want to request more than this.
All the Councillors agreed that the Hospice was a very good cause, but felt that the Parish Council should be supporting the smaller groups in the village, where a donation of £200 would make a real difference to them.
Resolved that Councillor Astley to meet with a representative from Katharine House Hospice to discuss the Parish Council grant donations process. Action CA
(Councillor Stuart Phipps left the meeting at 9.10pm)
- VAS on Horn Hill Road – The Chairman reported that there had been a request for the VAS on Horn Hill Road to be relocated.
The Councillors felt that following reports from residents on Horn Hill Road, the VAS was not very effective and it should stay in the current position as it would be a waste of money relocating it.
The Parish Council felt that it should keep up the pressure on the County Council for more traffic calming measures in the village.
Resolved that the VAS on Horn Hill Road not be relocated.
- Dog Close/Round Close Road – Prior to the meeting, Councillor Patricia Leeman circulate a report. Councilor Leeman reported that OCC had widened the road markings coming out of Dog Close so people driving out of Dog Close and Round Close road could see if they was any traffic coming from either the right or the left.
This was a great help to drivers, however, as the road markings were changed, people started to double-park outside of the small green between Round Close Road and Dog Close. The consequence was that when people double parked driver coming out of Round Close or Dog Close could not see if traffic was coming from the right for Round Close Road or left for Dog Close.
Two or three months ago the Parish Council met again with an OCC Highways representative. He could see the problem with the double parking and suggested two marked out parking spaces to see if that would work.
Despite the two parking spaces being marked, there were still occasions when driver double parked their vehicles and it caused visibility problems. Therefore, it was suggested that to avoid an accident, the lines were re-marked on the road by the marked parking spaces to clearly show there were only two parking spaces.
Resolved that the report be noted and it forwarded to Peter Egawhery at the County Council and the village PCSO to monitor and action. Action TG
(Chris Shallis left the meeting at 9.15pm)
- Bollards in Church Lane – This item had been dealt with earlier in the meeting.
- Street Lighting – The Chairman reported that information on the relocation of the street lamp by the Pump House garage had been received from Alan Cockbill at the County Council.
The Chairman advised that prior to a decision being made, residents living in the vicinity of the Pump House needed to be consulted. This would include Church Close and Water Lane. Councillor Sue Jelfs volunteered to contact these residents and report back.
With regard to the new lamp in Manor Road, Councillor David Griffiths had checked with the residents of that area and they were all happy for the new lamp to be installed.
The Chairman reported that a request had been made for a new lamp between the Parish Institute and Squires hairdressers. However, only one person had made this request therefore, the Parish Council did not feel there was enough demand for this at the current time.
Resolved that a decision be taken on the new lamp for Manor Road and either a new lamp or a relocation of the lamp by the Pump House Garage, be taken once residents in Church Close and Water Lane had been consulted. Action SJ
- Adderbury Cemetery – The Chairman reported that there was no further update at the current time.
Resolved that the report be noted.
130/15 CORRESPONDENCE – There were no further items of correspondence to be circulated to the Parish Council.
Councillors Sue Jelfs and Patricia Leeman reported that they had recently attended a meeting of the Feoffees.
131/15 PUBLIC AND PRESS
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 132/15 on the grounds that it could involve the likely disclosure of private and confidential information which was not in the public domain.
132/15 LAND AT ADDERBURY COURT – The Parish Council had a discussion about the possible uses of the land it owned at the rear of Adderbury Court.
Resolved that suggestions on future use of the area would be progressed.
(The public and press were invited back in to the meeting at the conclusion of this item)
THE LUCY JANE PLACKETT CHARITY
133/15 PLAY EQUIPMENT – Councillor Sue Jelfs circulated to the Parish Council, some plans with regard to the replacement play equipment and advised on her meetings with Playdale and Sovereign.
There were limitations on the type of equipment which was to be installed due to the amount of space which was available and also the height of the equipment, if it was near to any houses.
There were a number of suggestions which the companies had made, including a climbing wall, zip wire, scramble net, see-saw and table tennis table.
The Parish Councillors were happy with the way the project was progressing and the ideas Councillor Jelfs had presented and she was thanked for her work.
Resolved that the report be noted.
134/15 MEETING DATES – The Parish Council noted the following meeting dates, all commencing at 7.30pm at the Church House (unless otherwise stated):
- 29 March 2016
- 12 April 2016 (Annual Parish Meeting)
- 26 April 2016
- 17 May 2016
- 28 June 2016
135/15 ITEMS FOR THE NEXT AGENDA
- Wooden bollards in Church Lane
- Parish Council Grants – Review the procedure and how much is donated to village groups.
- Street Lighting Water Lane/Manor Road
- Adderbury Cemetery Drainage Issues
- Friends Meeting House maintenance works
- Repairs to wooden bollards at Dog Close/LPPF
(The meeting closed at 10.00pm)