Minutes – 28 February 2017

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Adderbury Parish Council Minutes 28 February 2017



PRESENT:    Councillor Diane Bratt (Chairman); Councillors Ian Asbury, Colin Astley, Penny Clarke, Steven Cox, Tony Gill, Ann Lyons, Keith Mitchell, Martin Rye and Chris Shallis.


ALSO IN ATTENDANCE:  Theresa Goss (Clerk and Responsible Financial Officer), County Councillor Arash Fatemian, District Councillors Christine Heath and Mike Bishop, Sam Brown, Chair of the Adderbury Neighbourhood Plan Steering Group, Ian Jones from South Central Ambulance Service NHS Foundation and three members of the public.


APOLOGIES:  Parish Councillor Sue Jelfs submitted her apologies because she was on holiday and these were accepted.  Parish Councillor David Griffiths submitted his apologies because he was attending the High Sherriff Awards and these were accepted.  District Councillor Andrew McHugh and Trish Fennell also submitted their apologies.


The Chairman advised that should anyone wish to record the meeting, they could do so.  Councillor Tony Gill confirmed that he would be recording the meeting. (This was for his own personal use and was not an official Parish Council recording).


The Chairman welcomed members of the public to the meeting.


123/16  DEFIBRILLATORS – The Chairman welcomed to the meeting, Ian Jones, Paramedic/Community Defibrillation Officer, South Central Ambulance Service NHS Foundation Trust to make a presentation with regard to community defibrillators.


Ian gave an overview of how the defibrillators worked, how and where they could be stored, how they were accessed, maintained and the costs.  Ian agreed to forward to the Clerk, information on suppliers of the defibrillators.


Ian was thanked for attending the meeting and left at this point.  This issue would be discussed at the next meeting of the Parish Council.  Action TG


124/16  DECLARATIONS OF INTEREST:    All Councillors declared an interest because they were Trustees of the Lucy Plackett Playing Field.


Resolved that the interests be noted.


125/16  MINUTES – The minutes of the meeting held on 17 January 2017 were taken as read, duly adopted and signed by the Chairman.


Resolved that the minutes of the meeting held on 17 January 2017 be approved.


126/16  MATTERS ARISING FROM THE MINUTES OF             17 JANUARY 2017 – There were no matters arising.


127/16  OPEN FORUM – Mr Steve Betts addressed the Parish Council with regard to the consultation process relating to the Parish Council land on Milton Road.  He expressed concern about the consultation process and felt that the results from the ANP questionnaire were not representative of the views of the village.  He asked that prior to any decisions being made, a full consultation process be undertaken so enable all residents to respond. The Chairman thanked Mr Betts for his comments.


128/16  REPORTS FROM COUNTY AND DISTRICT COUNCILLORS – District Councillor Chris Heath highlighted her support for a defibrillator in the village and that there were Community First Responders in Bloxham.  Councillor Heath also advised that District Councillor Barry Wood, Leader of Cherwell District Council had circulated an email with regard to the proposals by Oxfordshire County Council for a Unitary Authority for Oxfordshire and his opposition to this.


County Councillor Arash Fatemian circulated his report to the Parish Council at the start of the meeting and highlighted the downgrading of services at the Horton Hospital, as well as supporting the proposal for a defibrillator in the village.


Resolved that the reports be noted.      


129/16  GRIEVANCE – At the meeting, Councillor Ian Asbury circulated a draft Protocol on Member/Officer Relations.  There were a number of suggested amendments to the Protocol, but following a discussion, it was felt the Protocol should be discussed more fully after the review which was being carried out by Hoey Ainscough had been completed, because some possible the changes in the Protocol might conflict with the current Standing Orders.      Also the suggested protocol should be included in the Hoey Ainscough review.


The Chairman thanked Councillors Ian Asbury and Chris Shallis for their work on the Protocol.


The Chairman reminded members about the importance of attending training sessions and that currently, on-line training was not available from the Oxfordshire Association of Local Councils.


Resolved that:


  • the draft Protocol and suggested amendments be noted; Action IA/CS
  • the Protocol be considered again after the governance review with Hoey Ainscough is completed and the Parish Council has their opinion on it; Action ALL
  • the issue of stationery and printing reimbursements for Councillors be clarified; and Action TG
  • within the review of the Standing Orders by Hoey Ainscough, the issue of individual Councillors and their authority to make decisions in an emergency, be addressed. Action TG/ Hoey Ainscough/IA/CS


Proposed by Councillor Ian Asbury

Seconded by Councillor Colin Astley


130/16  PLAY EQUIPMENT PROJECT – Prior to the meeting, Councillor Sue Jelfs had circulated to the Parish Council, a report on the progress with the play equipment project.


Councillor Ann Lyons reported that she had attended a site meeting with Councillor Jelfs and a representative from Proludic.  It was confirmed that there were funds available of around £62,000 for the play area project.


Resolved that:


  • the report be noted;
  • a further meeting of the Play Equipment Project Group be convened before the next Parish Council meeting; and Action SJ/IA/AL
  • the three quotes which have been considered by the Project Group, be submitted to the next Parish Council meeting on 28 March 2017, along with the plans, to enable a decision to be made on the preferred supplier. Action SJ/IA/AL


131/16  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:


17/00041/TPO               Mr Frank Cusker

The Bothy Sir Georges Lane Adderbury

T1 Lime Tree – Frame work Pollard to approximately 60ft (approximately 2m above second crown break). T2 Willow Tree – Re-pollard tree by 2.5m – subject to TPO 10/86


16/02485/LB                  Wadworth & Co Ltd

& 16/02484/F                Coach And Horses The Green Adderbury

Replacement Roof


17/00036/TCA               Mrs Leonie Harper

Home Farm House Manor Road Adderbury

T1 x Willow (multi-stem) – Reduce height by 60% and shape, Crown thin by 5%


17/00041/TCA               Rev Stephen Fletcher

St Marys Church Mill Lane Adderbury

Work to 6 trees as per Tree Report


17/00048/TCA               Mr Frank McCusker

The Bothy Sir Georges Lane Adderbury

T2 x Willow – Repollard up to 2.50m (back to previous)


17/00213/F                    Mr Richard White

7 St Marys Road Adderbury

Demolition of external rear store and building of kitchen with bed over – re-submission of 16/01282/F.


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:


16/02606/F                   Nicholas King Homes

Plot 15 Milton Road Adderbury

House Type substitution on Plot 15 of approved scheme under planning reference 14/00250/F


16/02607/F                   Nicholas King Homes

Plot 30 Milton Road Adderbury

House Type substitution on Plot 30 of approved scheme under planning reference 14/00250/F


16/02604/F                   Nicholas King Homes

Plot 3 Milton Road Adderbury

House Type substitution on Plot 3 of approved scheme under planning reference 14/00250

17/00048/F                   Greene King PLC

& 17/00049/LB              The Red Lion The Green Adderbury

Replacement of windows and internal alterations


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


17/00093/LB                  Mrs Jo Borg

Farthing Cottage Chapel Lane Adderbury

Repair work/replacement of various windows and rear French doors; new floor finish throughout ground floor; replace floor in first floor bedroom; repair work to porch


17/00269/CLUE             Mr William Aylward

Pine Trees Berry Hill Road Adderbury

Certificate of Lawfulness of Existing Use for the use of land as residential (Class C3), namely as garden area within the curtilage of the dwellinghouse


17/00066/TCA               Mrs Sadie Harper

3 Church Close Adderbury

T1 – T4 x Leyland Cypress – Fell, T5 x Willow – Fell, T6, T7 x Sycamore – Fell


17/00345/F                    Mr & Mrs Hawkins

Tryad House High Street Adderbury

Alterations and extensions to re model the existing dwelling, to include the removal of the existing flat roof and replacement with new gable features and the raising of a single storey roof line to form bedroom over.


17/00350/F                   Lets Play Project

Orchards Dog Training Centre Orchards View Twyford Road Twyford Adderbury Banbury

Change of Use from dog training centre to a registered charity for disabled young people


17/00362/LB                 Mr Pete Flemming

Pebsham Cottage Aynho Road Adderbury

Removal of modern skirting board and hearth and provide new floor covering in living room


17/00361/F                   Mr & Mrs P. Hinckley

Shepherds Keep Water Lane Adderbury

Single storey extension to form utility and new dormer window to first floor – replacement windows throughout


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


Resolved that the report be noted.


iii)         Milton Road North, Adderbury – Nicholas King Development – The Chairman reported that comments had been submitted by the Clerk to Cherwell District Council expressing the Parish Council’s concern with regard to the materials being used on this site.


Within its original objection to the application, the Parish Council had asked that the dwellings be built in Horton Stone, but this had not been included by Cherwell District Council as part of the planning permission which was granted.


Resolved that the report be noted.


132/16  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 – February 2017 salary £809.06
T Goss – Expenses for February 2017 £12.60
OCC Pension Fund – Clerks pension for February 2017 £198.24
Adderbury PC – Transfer from Santander to Barclays account £60,000.00
Information Commissioner – Data Protection Registration £35.00
Mr D Chandler – Repair to Wooden Post on Horn Hill Road £100.00
Oxford City Council – Wooden Posts in Church Lane £1716.00
P Gardner – Topping field in Milton Road £150.00
Oxfordshire Association of Local Councils – Annual Subscription £553.44


                        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 and breakdown of Parish Council funds as at 28 February 2017 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.


Proposed by Councillor Diane Bratt

Seconded by Councillor Steven Cox


iii)        Section 106 Funds – Prior to the meeting, a table detailing the funds held at Cherwell District Council had been circulated to the Parish Council.  The Chairman gave a report on the meetings held with a Cherwell District Council officer on 20 February 2017 and two Oxfordshire County Council officers on 21 February 2017.


Resolved that:


  • the report be noted;
  • further details on the Section 106 funds held at Oxfordshire County Council for traffic calming be discussed at the next meeting; and Action TG
  • the Section 106 funds from the Nicholas King site on north Milton Road be clarified with Cherwell District Council. Action TG


  1. iv) Parish Council Grants Working Group – Councillor Steven Cox reported on the meeting of the Working Group held on 27 February 2017.


Councillors Penny Clarke and Ann Lyons also attended the meeting.  The Working Group discussed amending the application form, the possibility of removing the £200 limit for any one applicant and proposed that all applications be reviewed by the Working Group prior to decisions being made by the Parish Council.


Resolved that:


  • the report be noted; and
  • a further report be submitted to the next meeting of the Parish Council detailing the finalised proposals to the process and the amended application form. Action SC


  1. v) New Homes Bonus 2017/2018 – The Chairman reported to the Parish Council that Cherwell District Council had allocated £4730.00 of New Homes Bonus to Adderbury for 2017/2018 and the Parish Council needed to agree how it should be allocated within the village.


Resolved that:


  • the report be noted; and
  • the New Homes Bonus for 2017/2018 be allocated as follows:


  • Friends Meeting House – £1000
  • Play equipment project – £1865
  • Ice House – £1865


Proposed Councillor Ann Lyons

Seconder Councillors Ian Asbury




  1. Adderbury Neighbourhood Plan (ANP) – Sam Brown, Chair of the ANP Steering Group reported that following the consultation process, the ANP was now being amended and it would be submitted to the Parish Council for approval in March 2017.


Sam Brown was thanked for attending the meeting and for her work on the ANP.


Resolved that the report be noted.


  1. Parish Council Surgeries – Councillors Steven Cox and Diane Bratt attended the last surgery.


Two residents had attended and reported that construction traffic going to the Barwood Homes site on Banbury Road was stopping in the lay-by where the bus stop was located.  However, this matter had already been addressed by the Parish Council and Barwood had been asked to ensure this did not happen in future.


Resolved that:


  • the report be noted; and
  • the County Council be advised that the drains and gutters on Banbury Road/Oxford Road need to be cleared. Action TG


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


  • The Rise; There was no report because Councillor David Griffiths was not present. Councillor Martin Rye agreed to check The Rise play area.
  • Lucy Plackett Play Area; Councillor Ann Lyons 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 reports be noted.


  1. Polytunnels at the Walled Garden Allotment – The Parish Council considered two requests for polytunnels at plots 7 and 8 at the Walled Garden allotments.


Resolved that:


  • the request at plot 8 be approved; Action TG
  • the request at plot 7 be refused because the proposed size of the polytunnel was too big; Action TG
  • if the polytunnel at plot 7 is reduced to 2.5m x 2.0m x 2.0m, this be approved; and Action TG
  • Councillor David Griffiths to assess the impact of polytunnels on the tenants at the Walled Garden Allotments. Action TG/DG


  1. LAP and LEAP, Adderbury Fields – The Parish Council discussed a request from Cherwell District Council to take responsibility for the LAPs and LEAP on the Adderbury Fields development, off Milton Road.


Resolved that this item be deferred until further information has been obtained from Cherwell District Council.  Action TG


  1. Meeting Dates – The Chairman reported that the Annual Parish Meeting in April had been moved from Wednesday 12 April 2017 to Tuesday 4 April 2017 because the Methodist Hall had been double booked.


There was also a discussion about future meeting dates.


Resolved that:


  • the report be noted;
  • the Annual Parish Meeting date be confirmed as 4 April 2017; and
  • the Parish Council meeting in April 2017 be confirmed as 25 April 2017.


Proposed Councillor Ann Lyons

Seconded Councillor Martin Rye




  1. Adderbury Library – Prior to the meeting, Councillor Ann Lyons circulated a report on FOCAL.


Resolved that the report be noted.


  1. Footpaths and Rights of Way, Adderbury – The Parish Council received a report from the Chairman and Councillor Steven Cox on a meeting with Sarah Aldous at the County Council about the footpaths and rights of way in Adderbury.


Since that initial meeting, further meetings had been held with two residents where stiles and gateways on their land would be replaced.


Resolved that the report be noted.


  • Oxfordshire’s Health and Care Services – TheBig Consultation, Phase 1 – Prior to the meeting, the Parish Council had been circulated information on the consultation document.  The deadline was 9 April 2017.


It was also reported that the presentations at the village meeting on 22 February 2017 had been very interesting and informative.


Resolved that individual Councillors respond to the consultation, rather than the Parish Council responding as a corporate body.  Action ALL


  1. Recycling Bins – The Parish Council discussed a proposal to remove the recycling bins in the lay-by on Banbury Road because there had been recent issues with fly-tipping and the whole area being very untidy.


Resolved that Cherwell District Council be asked to clean up the lay-by and remove all the rubbish and debris and to agree to regular monitoring to avoid future problems.  Action TG


  1. High Sheriffs Award – The Parish Council discussed the process for making nominations for the High Sheriffs Award.


Resolved that the nomination process be more widely advertised in the village so that individuals can be encouraged to submit their own nominations.  Action TG


135/16  CORRESPONDENCE – Val Scarff had sent a thank you card to the Parish Council for her successful nomination for the High Sherriff’s Award.




            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 137/16 and 138/16 on the grounds that it could involve the likely disclosure of private and confidential information which was not in the public domain.


137/16  COMMUNITY LAND ON NICHOLAS KING SITE, NORTH OF MILTON ROAD – The Chairman reported on the discussions with Nicholas King with regard to a possible community land opportunity for the Parish Council, as part of the development on Milton Road north.


            Resolved that:


  • the report be noted; and
  • the Chairman and Vice-Chairman be authorised to continue discussions with Nicholas King. Action DB/DG


Proposed by Councillor Diane Bratt

Seconded by Councillor Ann Lyons


138/16  BARWOOD HOMES – The Chairman provided a progress report on the discussions with Barwood Homes.  The Chairman had attended a meeting with Peter Darwin from Barwood Homes and discussions into a number of matters were on-going.


Resolved that:


  • the report be noted; and
  • the Chairman be authorised to continue discussions with Barwood Homes. Action DB


Proposed by Councillor Diane Bratt

Seconded by Councillor Ann Lyons



The Lucy Jane Plackett Charity


139/16  SUMMER FETE – The Parish Council considered a request for use of the Playing Field for the School/Church Summer Fete on Saturday 10 June 2017 from 8am to 5pm.


Resolved that the request be approved.  Action TG


Proposed by Councillor Martin Rye

Seconded by Councillor Ann Lyons


140/16  MEETING DATES – Future meeting dates are as follows, and will commence at 7.30pm at the Church House, Adderbury, unless stated otherwise:


  • 28 March 2017
  • 4 April 2017 (Adderbury Annual Parish Meeting at the Methodist Hall, Adderbury)
  • 25 April 2017
  • 30 May 2017


Resolved that the report be noted.




  1. Welcome pack for new residents
  2. Parish Council Grants
  3. Defibrillator in the village
  4. Play area quotes




Meeting closed 9.50pm