Minutes – 17 January 2017

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Adderbury Parish Council Minutes 17 January 2017

MINUTES OF THE MEETING HELD AT THE CHURCH HOUSE, HIGH STREET, ADDERBURY ON TUESDAY 17 JANUARY 2017 AT 7.30 PM

 

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

 

ALSO IN ATTENDANCE:  Theresa Goss (Clerk and Responsible Financial Officer), County Councillor Arash Fatemian and ten members of the public.

 

APOLOGIES: Parish Councillor Chris Shallis submitted his apologies because he was at work and these were accepted.  District Councillor Andrew McHugh and Trish Fennell and also submitted their apologies.

 

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. (This is not an official Parish Council recording).

 

The Chairman welcomed members of the public to the meeting.

 

104/16  DECLARATIONS OF INTEREST:    All Councillors declared an interest because they were Trustees of the Lucy Plackett Playing Field.

 

The Chairman declared an interest in minute number 119/16 because her husband’s nephew had submitted a quote for works at the allotments.

 

Resolved that the interests be noted.

 

105/16  MINUTES – The minutes of the meeting held on 6 December 2016 were taken as read, duly adopted and signed by the Chairman.

 

Resolved that the minutes of the meeting held on 6 December 2016 be approved.

 

106/16  MATTERS ARISING FROM THE MINUTES OF 6 DECEMBER 2016 – There were no matters arising.

 

107/16  OPEN FORUM – Mrs Marianne Balazs from Adderbury Fields, addressed the Parish Council and requested a zebra crossing on Milton Road, due to the number of new residents at that end of the village and the high speed at which cars travelled along Milton Road.  She also asked for the 30mph speed limit to be moved further out.  The Chairman advised that the 30mph limit would be moved in due course by the County Council.  The Clerk was asked to contact the County Council for progress with this.  Action TG

 

            The Chairman agreed that a crossing would be helpful on Milton Road and stated that the Traffic Calming Working Group was looking at traffic calming as a whole across the village. The Parish Council will add a crossing on Milton Road to other suggestions  for the Traffic calming group in that area, although it could take a long time as such items often depend on Developer contributions through 106 agreements.

           

Mrs Balazs also asked for a footpath along Milton Road, from Adderbury Fields to St Mary’s Road.  The Chairman advised that the developer and the County Council had recently reached an agreement with regard to a footpath and this was now being progressed.

 

There were also two footpaths through Adderbury Fields, which should have gone from the estate to Norris Close and St Mary’s Road, but David Wilson had not yet opened them.  However, the residents of Adderbury Fields did not want these footpaths to be opened.   The Chairman suggested that there could be a site meeting with the residents to look at the issue.  Action DB/TG

 

108/16  REPORTS FROM COUNTY AND DISTRICT COUNCILLORS – There was no report from the District Councillors.  Prior to the meeting, County Councillor Arash Fatemian had circulated his report to the Parish Council.

 

Resolved that the report be noted.        

 

109/16  GRIEVANCE – Prior to the meeting, Councillor Ian Asbury had drafted and circulated, a suggested Member/Officer protocol for adoption by the Parish Council.   Councillor Asbury asked Councillors to look at the document and report any amendments back to him so it could be approved at the next Parish Council meeting.

 

Resolved that the report be noted.        

 

Proposed by Councillor Ian Asbury

Seconded by Councillor Colin Astley

 

110/16  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, following the meeting of the Play Equipment Project Working Group.  Councillor Jelfs also circulated some diagrams of the proposed equipment at the meeting.

 

Resolved that:

 

  • the report be noted;
  • the Working Group be authorised to work with Proludic to formalise more detailed plans and a quote for the Lucy Plackett Play Area and The Rise; and Action SJ, IA, AL, MR
  • Cherwell District Council be contacted again to confirm the amounts of Section 106 funds available for new play equipment. Action TG

 

Proposed by Councillor Sue Jelfs

Seconded by Councillor David Griffiths

 

111/16  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:

 

16/00346/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

 

16/02338/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

 

16/02409/F                 Catherine Hillier

12 St Marys Road Adderbury

Form two flat roof dormers and erection of a pitched roof porch to the front elevation. Erection of a one and a half storey extension to the rear elevation with a flat roofed dormer to the North-West roof slope. Apply render to the existing brick walls and change the existing roof tiles and tile cladding to the dormers to grey fibre cement tiles. Change windows & doors to powder coated aluminium double glazed units.

 

16/02441/TPO             Mrs Rachel Meyrick

Lindum The Green Adderbury

Re-Pollarding 2 large lime trees (Tilia Cordata) to reduce weight/stress from unions, pollarding back to old growth points – subject to TPO 10/86 and 14/87

 

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:

 

16/02313/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

 

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

None

 

Resolved that the County Council be asked for clarification with regard to its future plans for the land at the entrance to Lake Walk. Action Arash Fatemian

 

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

 

Resolved that the report be noted.

 

iii)         Cherwell District Council, Consultation Documents – Prior to the meeting, the Parish Council’s comments on the Cherwell Local Plan 2011 – 2031 (Part 1) Partial Review – Oxford’s Unmet Housing Need, Draft Developer Contributions Supplementary Planning Document (SPD) & Community Infrastructure Levy (CIL) Draft Charging Schedule had been circulated.

 

Resolved that the comments on the consultation documents be noted.

 

112/16  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 – January 2017 salary £805.66
T Goss – Expenses for January 2017 £61.20
OCC Pension Fund – Clerks pension for January 2017 £198.24
Green Scythe – Grass cutting for Sept 2016 & Nov 2016 £580.80
Adderbury PCC Church House – Room hire £120.00
Glasdon UK Ltd – Litter bin £161.20
Cheney Print and Copy Centre – Photocopying for December meeting £47.81
PR Alcock and Sons Ltd – Works at the Friends Meeting House £7618.80
Acreman’s Arboriculture – Tree works in the village £8958.00
Viking – Stationery Order £129.14
Playdale Playgrounds Limited – Works to the Lucy Plackett Play Area £1753.01

 

                        Proposed by Councillor Diane Bratt

Seconded by Councillor Ann Lyons

 

  1. ii) Bank Reconciliations and Breakdown of Parish Council Funds – Prior to the meeting, the Clerk had circulated the bank reconciliations as at 17 January 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; and
  • the Clerk be authorised to move an adequate amount of Parish Council funds from the Santander account to Barclays to ensure that there is less than £75,000 in any one bank. Action TG

 

Proposed by Councillor Diane Bratt

Seconded by Councillor David Griffiths

 

iii)         Precept, New Homes Bonus and Support Grant 2017/2018 – The Chairman reported that the Government would not be capping the precepts for Town and Parish Councils in 2017/2018 and the Support Grant to the Parish Council would be £1489.83.

 

The New Homes Bonus allocation to the Parish Council would be £4730.00 and the Parish Council had been asked by Cherwell District Council to agree how it would be spent.

 

Resolved that:

 

  • the report be noted; and
  • the New Homes Bonus for 2017/2018 be discussed at the next meeting of the Parish Council. Action TG

 

  1. Budget and Precept 2017/2018 – Prior to the meeting, a draft budget and precept for 2017/2018 had been circulated to the Parish Council.

 

Resolved that budget for 2017/2018 be approved and the precept be set at £43,286. Action TG

 

Proposed by Councillor Colin Astley

Seconded by Councillor David Griffiths

 

  1. Internal Audit 2015/2016 – Prior to the meeting, the review of the effectiveness of the Internal Audit for 2015/2016 had been circulated to the Parish Council.

 

Resolved that the review of the effectiveness of the internal audit for 2015/2016 be approved.

 

Proposed by Councillor Colin Astley

Seconded by Councillor Martin Rye

 

  1. Burial Fees for 2017/2018 – Prior to the meeting, the current burial fees had been circulated to the Parish Council.

 

Resolved that burial fees be increased by 5% up to the nearest pound, from April 2017.  Action TG

 

                        Proposed by Councillor David Griffiths

Seconded by Councillor Martin Rye

 

113/16  PARISH COUNCIL MATTERS

 

  1. Parish Council By-Election – The Chairman advised the Parish Council that there would be a Parish Council by-election on Thursday 26 January 2017 and there were two candidates.

 

Resolved that the report be noted.

 

  1. Parish Council Documents – Prior to the meeting, the Risk Register and Asset Register for 2016/2017 had been circulated to the Parish Council.

 

Resolved that:

 

  • the Risk Register for 2017/2018 be approved, with the inclusion of safeguarding children and vulnerable adults; Action TG
  • Asset Register for 2016/2017 be approved; and
  • an advisory letter be sent to all those properties at risk of flooding in the village, to ensure that home owners are aware of the issues. Action IA/TG

 

Proposed by Councillor David Griffiths

Seconded by Councillor Martin Rye

 

  • 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. The Plan was in the pre-submission stage and responses were being collated by the ANP Team.

 

Resolved that the report be noted.

 

  1. Parish Council Surgeries – Councillors Ian Asbury and Penny Clarke attended the last surgery but no residents had arrived.

 

Resolved that the report be noted.

 

  1. 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.
  • Lucy Plackett Play Area; Councillor Ann Lyons reported that there were no issues at the Lucy Plackett play area. However, the netting had now been replaced and it looked very good.
  • Adderbury Lakes; The Chairman reported that there were no issues at Adderbury Lakes.

 

Resolved that the reports be noted.

 

  1. Walled Garden Allotments – The Parish Council considered a request for a shed at plot 7 at the Walled Garden Allotments.

 

Resolved that the report be noted and the shed allowed.  Action TG

 

  • Tree Survey – Prior to the meeting, a report on the work which had been undertaken as part of the tree survey, had been circulated to the Parish Council.

 

Mr Andrew Barnes was thanked for his report and his work on the tree survey.

 

Resolved that:

 

  • the report be noted; and
  • a meeting of the Tree Working Group (Ian Asbury, Diane Bratt and Steven Cox) be arranged for the spring. Action DB/TG

 

114/16  VILLAGE MATTERS

           

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

 

Resolved that:

 

  • the report be noted; and
  • FOCAL be thanked for all its hard work at the library.

 

  1. Spring Clean 2017 – Prior to the meeting, the Chairman had been contacted by Diane Danton from the WI with regard to the Parish Council arranging the spring clean in Adderbury, between 3 and 20 March 2017.

 

Resolved that:

 

  • the spring clean be supported; and
  • Councillor David Griffiths to lead and organise the spring clean, on behalf of the Parish Council. Action DG

 

  • Traffic Calming Working Group – Prior to the meeting, a report had been circulated to the Parish Council, following a meeting of the Group on Monday 9 January 2017.

 

In addition, Councillor Colin Astley had also circulated a progress report on the issues on the bridge on Twyford Road and on Twyford Road itself.

 

Resolved that:

 

  • the report be noted;
  • Councillors Colin Astley and Steven Cox to carry on their work relating to the traffic issues on Twyford Road; Action CA/SC
  • the County Council be asked about its forward planning for road and traffic infrastructure; Action TG
  • a request be sent to the County Council asking it to implement a 20mph limit in Adderbury, except on the main roads; Action TG
  • more information be obtained with regard to sharing a mobile VAS with Newbottle Parish Council and possibly other Parish councils; and Action TG
  • the County Council be asked about speed reduction measures on Milton Road including a crossing and a temporary closure of the road on the right-hand section of the oak tree where Horn Hill Road meets Milton Road (coming from the direction of the village). Action TG

 

  1. Land on Milton Road – Prior to the meeting, Councillor Colin Astley had circulated a report regarding a possible pre-historic henge site on the Nicholas King land on Milton Road. At the meeting, Councillor Astley also circulated some archeological plans showing the items that had been found.

 

Resolved that:

 

  • the report be noted; and
  • an email be sent to Julie Shea at Cherwell District Council advising that the Parish Council would like to re-consider the street naming on this site. Action TG

 

115/16  CORRESPONDENCE – There were no further items of correspondence.

 

116/16  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 117/16, 118/16, 119/16 and 120/16 on the grounds that it could involve the likely disclosure of private and confidential information which was not in the public domain.

 

117/16  CODE OF CONDUCT COMPLAINTS – The Chairman reported that Paul Hoey and Natalie Ainscough from HoeyAinscough Associates Ltd had met with the Chairman and the Clerk on Monday 9 January 2017.   They would now be arranging a date for the interviews with Councillors and the Clerk and an on-line questionnaire would also be circulated.

 

Resolved that:

 

  • the report be noted; and
  • Oxford Association of Local Councils (OALC) be asked if on-line training could be available to Councillors. Action TG

 

118/16  COMMUNITY LAND ON NICHOLAS KING SITE, NORTH OF MILTON ROAD – The Chairman reported that there was a community land opportunity for the Parish Council as part of the Nicholas King development on Milton Road north.

 

            Resolved that the community land issue be followed up with the developer and Cherwell District Council.  Action DB

 

Proposed by Councillor Diane Bratt

Seconded by Councillor Martin Rye

 

119/16  REMOVAL OF IVY AT THE ALLOTMENTS – The Chairman reported that three quotes had been received for the removal of ivy at the allotments.

 

The Chairman did not take part in the discussion or voting on this item.

 

Resolved that the quote from Alex Watson from Cotefield Treecare be accepted.  Action TG

 

Proposed by Councillor Martin Rye

Seconded by Councillor Ian Asbury

 

120/16  LAKES MAINTENANCE CONTRACT 2017-2018 – The Chairman reported that two quotes had been received for the Lakes Maintenance Contract for 2017/2017.  Three tenders had been sent out by the Clerk, but only two had come back.

 

Resolved the quote from Design Grow be accepted.  Action TG

 

Proposed by Councillor Diane Bratt

Seconded by Councillor David Griffiths

 

 

The Lucy Jane Plackett Charity

No items

 

 

121/16  MEETING DATES – Future meeting dates are as follows, and will commence at 7.30pm at the Church House, Adderbury, unless stated otherwise:

 

  • 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.

 

122/16  ITEMS FOR THE NEXT AGENDA

 

  1. Meeting dates for 2017
  2. Grievance – Member/Officer Protocol
  3. New Homes Bonus 2017/2018
  4. Polytunnel at plot 7 and a shed and polytunnel at plot 8 at the Walled Garden Allotments.
  5. Parish Council Grants Working Party

 

 

 

Meeting closed 9.30pm