Minutes – 28 June 2016

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Adderbury Parish Council Minutes 28 June 2016

Appendix 1 to June Minutes – Memberships of Working Groups and Reps on Outside Bodies

MINUTES OF THE MEETING HELD AT THE CHURCH HOUSE, ADDERBURY ON TUESDAY 28 JUNE 2016 AT 7.30PM

 

PRESENT:       Councillor Diane Bratt (Chairman); Councillors Ian Asbury, Colin Astley, David Bradley, Penny Clarke, 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 Nigel Randall and three members of the public.

 

APOLOGIES: None

 

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.

 

23/16      DECLARATION OF INTERESTS – The following interests were declared:

 

All Councillors declared an interest as trustees of the Lucy Plackett Playing Field.

 

Councillors Ian Asbury and David Griffiths declared their interests because they were Trustees of Parish Institute.

 

Councillor Ann Lyons declared an interest in any items relating to the Lucy Plackett Playing Field because she was a neighbour to the site.

 

Councillor David Griffiths declared an interest in the grants applications because he was a member of Adderbury Theatre Workshop, Adderbury History Association and Adderbury Institute.

 

Ian Asbury declared an interest in the grant applications as a member of Adderbury Institute.

 

Councillors Diane Bratt and Ann Lyons declared an interest in the grants applications because they were members of the History Association.

 

Resolved that the interests be noted.

 

24/16      MINUTES – The minutes of the meeting held on 12 May 2016 were taken as read, duly adopted and signed by the Chairman with one amendment to confirm the increase in burial fees by 5% (which councillors agreed had not been properly voted on at May 12 meeting).

 

The Chairman proposed the burial fees be increased by 5%. Seconded by Councillor Griffiths.

 

Passed by a majority vote.

 

Resolved that the minutes of the meeting held on 12 May 2016 be approved with the above amendments.  Action TG

 

 

25/16      MATTERS ARISING FROM THE MINUTES OF 12 MAY 2016 – There were no further matters arising from the minutes of the meetings held on 12 May 2016.

 

  1. The Chairman reported on the response from Cherwell District Council on a query raised by Councillor Colin Astley under minute number 5/16 – The Chairman reported that she had spoken to Kevin Lane and James Doble at Cherwell District Council and they had confirmed that the decision taken by the Parish Council on 4 May 2016 with regard to the planning application on Horn Hill Road, had been done so correctly and it was a lawfully made decision.

 

  1. Legal & Procedural Advice – The Parish Council noted that following clarification from the Oxfordshire Association of Local Councils (OALC), Kevin Lane, Cherwell District Council’s Monitoring Officer and James Doble, Cherwell District Council’s Deputy Monitoring Officer, any legal or procedural advice which was required by the Parish Council, should be obtained by the Clerk and she should contact the OALC in the first

 

Resolved that the reports be noted.

 

26/16      OPEN FORUM – Nigel Wood addressed the Parish Council about Section 106 money and the Adderbury Neighbourhood Plan.

 

Peter Burrows addressed the Parish Council with regard to Parish Council minutes.

 

Andy Green addressed the Parish Council about the voting on items

 

Andrew Barnes addressed the Parish Council and asked for the item on the Party in the Park to be brought forward to earlier in the meeting.

 

Rick Atkinson addressed the Parish Council about the land on north Milton Road.  Councillor Tony Gill responded to Rick Atkinson.  Rick Atkinson also commented on members declaration of their appropriate interests.

 

Resolved that the reports be noted.

 

27/16      REPORTS FROM COUNTY AND DISTRICT COUNCILLORS – District Councillor Nigel Randall addressed the Parish Council on planning and spin-off effects from Brexit

 

There was no report from County Councillor Arash Fatemian.

 

Resolved that the report be noted.

 

28/16                PLAY EQUIPMENT – Councillor Sue Jelfs updated the Parish Council on the play equipment project.
Resolved that the report be noted.

 

29/16      PLANNING

 

  1. 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:

 

16/00675/F                Patron Noosa Propco (Adderbury S.a.r.l)

Land North of Greenhills and Adderbury Bowls Club Oxford Road Adderbury

Variation of condition 5 of 13/01672/HYBRID.

 

16/00727/F                Mr Jordon Brooks and Miss Hannah Belcher

75 Walton Avenue Twyford

Two storey rear extension and front porch

 

16/00731/F                Mr Andrew Hodge

Bo Peep Farm Aynho Road Adderbury

Erection of an open sided wooden structure with tiled roof for use during outdoor events including wedding ceremonies

 

16/00663/F                Mr & Mrs Fraser

Park Farm House Oxford Road Adderbury

Alterations and erection of single and two storey extension

 

16/00575/F &             Mr Raj Deb

16/00745/LB              Fleet Farm Barns Aynho Road Adderbury

Variation of condition  2 of 12/01359/F – To allow for the amendments to the elevations (additional roof lights)

 

16/00829/F                Mr L & Mrs G Davis

42 Twyford Road Twyford Adderbury

Two storey side extension, single storey front and rear extensions

 

16/00115/TCA            Mr Paul Ness

Lyndhurst High Street Adderbury

T1 x Lilac – Fell, T2 x Apple – Fell, T3 x Fir – Fell

 

16/00118/TCA            Mr James Thornton

Street Record Sydenham Close Adderbury

G1 – Trees to be coppiced and cell. Webb matting to be utilised

G2 x 4 trees to be removed

 

16/00876/F                Mr Robert Langley & Dr Esther Hill

Barn Cottage Manor Road Adderbury

Single storey rear extension

 

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:

 

16/00619/F                Mr M Gough

Land West Of Horn Hill Road Adderbury

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

 

16/00601/F                Head Teacher & Governors

Christopher Rawlins Church of England Voluntary Aided Primary School Aynho Road Adderbury

Extension to foundation stage unit, extension to existing school hall, erection of two new key stage 2 classrooms, staffroom and supporting ancillary rooms. Demolition works and refurbishment to existing, internal alterations including new kitchen and external landscaping including new Multi-use games area (MUGA)

 

16/00701/F                Mr Louis Pouyanne

Tythe Barn House High Street Adderbury

Alterations to windows and dormers

 

16/00702/LB              Mr Louis Pouyanne

Tythe Barn House High Street Adderbury

External and internal alterations to the two storey part of the living accommodation. Repair and upgrading of the structure with improved insulation to the single storey modern wing

 

16/00750/F                Mrs R K Brooks

68 Rochester Way Twyford

Erection of single storey infill kitchen extension to side and proposed single storey rear extension.  Change of use from garage to utility/store.  Insertion of rooflights and lantern lights.  Internal alterations and extension to external paving

 

16/00840/LB &           Jacob & Harriet Potts

16/00671/F                Ivy House Church Lane Adderbury

Restoration of former Coach House as dwelling and addition of kitchen extension

 

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 and that the Chairman had declared an interest  in the first two, as she is a neighbour:

 

16/00571/F                Mr Raj Deb

Fleet Farm Barns Aynho Road Adderbury

Variation of Condition 2 of 12/01359/F to provide additional parking, relocation of bin stores and relocation of cycle stores

 

16/00698/LB              Mr Raj Deb

Fleet Farm Barns Aynho Road Adderbury

Amendments to applications 12/01360/LB – Additional parking, relocation of bin stores and cycle Storage

 

16/00814/F                Mr Tim Catling

St Georges Catholic Church Round Close Road Adderbury

Demolition of existing chapel and erection of 4 no. dwellings – Re-submission of 15/01540/F

 

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

 

16/00978/F                Mrs M Grace

Cobb Cottage 5 Mill Lane Adderbury

Variation of condition 2 (plans) of 15/00960/F – Substitution of first floor window to French doors with glazing above, glass safety rail and rooflight on western roof slope

 

16/00131/TCA           Graham Appleton

Ridgeway Lodge Manor Road Adderbury

T1 x Conifer – Fell

T2 x Conifer – Fell

 

16/00974/F                Mr K Sahni

Storage Barns Banbury Golf Club Aynho Road Adderbury

Redevelopment of 2no. existing storage barns, to provide 1no. 4 bedroom (modern barn) 1no. 2 bedroom and 1no. 3 bedroom (stone barn) holiday rental accommodation ancillary to Banbury golf course and one additional access from Aynho Road

 

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

 

Resolved that the report be noted.

 

iii)        16/00840/LB & 16/00671/F – Ivy House, Church Lane, Adderbury – The Parish Council discussed the issues at this site.

 

Resolved that would like to see CDC implement some measures to have due regard for the neighbours – make the process of the building work to cause at least disturbance as possible to neighbours.

 

          Action TG: Write to resident – understood their concerns but need to speak enforcement officers at CDC.

 

  1. iv) Consultation on South Northants Council’s Local Plan – Prior to the meeting, comments on South Northants Council’s Local Plan had been circulated to the Parish Council and submitted to SNC.

 

Resolved that the submission be noted.

 

30/16      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: 

                       

T Goss – Salary for June 2016

£893.61

T Goss – Expenses for June 2016

£67.00

T Goss – Petty cash top-up

£50.00

Mr D Chandler – Repairs at the allotments

£90.00

Mr D Chandler – Repairs to the bollards at the Lucy Plackett Playing Field

£120.00

Green Scythe Ltd – Grass Cutting the LPPF for May 2016

£458.40

Green Scythe Ltd – Grass Cutting the LPPF for April 2016 and terra slitting in February 2016

£490.80

Adderbury Park Football Club – Contribution towards the seeding and spraying of the LPPF

£182.40

Prysebros Ltd – Weed control in the village (first application)

£528.00

Bloxham Mill Ltd – Room Hire

£133.20

Thomas Fox Landscaping – Grass cutting for May 2016

£603.00

OALC – Roles and Responsibilities Training Course

£78.00

Thames Water – Water bill for allotments

£9.99

Christopher Rawlins Primary School – Room Hire for ANP event in September 2016

£42.00

HMRC – Quarterly payment

£216.32

Rascal Horticultural Services – Allotment and Cemetery Work

£425.00

John Hicks Ltd – Play Area Inspection

£123.12

Mr A Barnes – Expenses for the wild flower meadow in The Rise

£74.37

 

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

 

Cotefield Treecare – Works at The Lakes

£586.25

Queen’s 90th Birthday – Grant from Cherwell District Council paid to the organising committee, via the Parish Council

£500.00

 

  1. ii) Bank Reconciliations and Breakdown of Parish Council Funds – Prior to the meeting, the Clerk had circulated the bank reconciliations as at 28 June 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; and
  • the Clerk to contact Santander to check protection amounts for Santander accounts.

 

iii)       Quarterly Budget Monitoring Report – The Parish Council received a quarterly budget monitoring report from April to June 2016.

         

          Resolved that the report be noted.

 

  1. iv) Grass Cutting on The Green – The Parish Council discussed the contribution that the Adderbury Green Association should make towards the grass cutting on The Green.

 

Resolved that the Adderbury Green Association be asked to make a contribution of 50% towards the grass cutting on The Green for 2016/2017.  Action TG

 

  1. v) Parish Council Grants 2016/2017

 

  1. Parish Council Grant Applications – The Parish Council considered the application for a Parish Council grant for 2016/2017.

 

Resolved that the following grants be approved:

 

Organisation Amount
Adderbury Cine Club £200
Adderbury Gardening Club £200
1st Adderbury Rainbows £200
Adderbury Evergreens (Over 60’s Club) £200
St Mary’s Church £200
Adderbury Theatre Workshop £200
1st Adderbury Scout Group £200
Adderbury Football Club £200
Adderbury Institute £200
Adderbury, Deddington and District Photographic Society £200
Adderbury History Society £200
1st Adderbury Cub Scouts £200
Party In the Park £200
Adderbury and District WI £200
Total £2800

 

  1. Working Group for Parish Council Grants – The Parish Council discussed whether a working group should be established to review the application form for the parish council grants.

 

Resolved that a Working Group be established and Councillors David Bradley, Penny Clarke, Tony Gill, Steven Cox be members of the Working Group and they suggest the criteria for approval of a Parish Council grant, in preparation for discussion by the APC.  Action TG

 

31/16      PARISH COUNCIL MATTERS

 

  1. Appointment of Council Representatives & Council Working Parties – The Parish Council discussed the appointments to Parish Council Working Parties, the Staffing Committee and representatives on other bodies.

 

Resolved that:

 

  • the appointments be approved as detailed in appendix 1 to the Minutes; and
  • the cemetery working group to complete the topple test. Action Cemetery Working Group

 

  1. Village Areas of Responsibility – The Parish Council discussed appointing individual Councillors to particular areas of the village for monitoring purposes.

 

Agreed that each councillor will have responsibility for a particular area and to report any items to the Clerk .

 

  • Parish Council Documents/Policies – Prior to the meeting, the following documents and policies had been circulated to the Parish Council. There had been a proposal for a Working Group to review the documents.

 

  • Standing Orders
  • Financial Regulations
  • Asset Register
  • Risk Register
  • Safeguarding Policy
  • Code of Conduct
  • Freedom of Information Policy
  • Data Protection Policy
  • Press and Media Policy
  • Parish Council Complaints Procedure
  • Grievance and Disciplinary Procedure

 

Councillor Gill proposed and Councillor Bradley seconded.

 

The Chairman then made an amendment to the proposal as 5 new councillors need to work with these documents before they could agree to amend them.  James Doble (CDC) had advised could revise them but revise with legal advice, like Liz Howlett (OALC), which will cost public money. Therefore the Chairman proposed an amendment: that the setting up of this working party be postponed and reconsidered at the November meeting, to allow all councillors to better understand the documents.

 

Councillor Griffiths seconded the amendment which was agreed by a majority vote.

 

Resolved that the working group be postponed until November for councillors  to read the documents and discuss in Nov whether or not to have a working group and what the criteria for that group will be.  Councillor Gill may suggest any items to look at in preparation for this.

 

 

 

  1. Signatories – The Parish Council discussed the signatories for the signing of cheques and the legal agreements relating to the transfer of the land on Milton Road and the ransom strip on Aynho Road.

 

Resolved that:

 

  • Councillors Diane Bratt, David Griffiths and Martin Rye signed the cheques;
  • Councillor Diane Bratt, David Griffiths, and Martin Rye be approved to sign legal agreements. Action TG

 

  1. Parish Council Web Site and Mobile App – The Parish Council considered a quote for a new Parish Council web site and a mobile app.

 

Resolved that Councillors David Bradley and Tony Gill to look into this matter further and report back.  Action DBradley

 

  1. Agenda Items – The Parish Council discussed the process by which agenda items requested by Parish Councillors are to be included on the Agenda.

 

It was highlighted that Sections 9 & 10 of the Parish Council’s Standing Orders covered this issue. And also APC had agreed the process  at a previous meeting

 

Resolved that brief information would accompany agenda items. If councillors want to add further information this can go on the APC website, subject to Clerk’s agreement.  Action TG

 

  • Parish Council Surgeries – Councillor Ann Lyons had attended the previous Parish Council surgery and had reported on this earlier in the meeting.

 

Surgeries were held on the first Saturday on the month at the Church House, Adderbury, from 11am to 12 noon.

 

Resolved that the report be noted.

 

  • Cherwell District Council’s Parish Liaison Meeting – The Parish Council received a report from Councillor Ann Lyons on the Parish Liaison Meeting which had been held on 15 June 2016.

 

Resolved that the report be noted.

 

  1. Oxfordshire County Council’s Unitary Workshop – The Parish Council received a report from the Chairman on the workshop held on 15 June 2016.

 

Resolved that the report be noted.

 

  1. Adderbury Neighbourhood Plan (ANP) – A Report from Sam Brown, Chairman of the ANP Steering Group was received to update on the ANP.

 

Resolved that the report be noted.

 

  1. Cemetery Bin Rota – Prior to the meeting, a rota for June to December 2016 had been circulated.

 

Resolved that the report be noted and the rota be amended to include Penny Clarke and David Bradley.  Action TG

 

32/16      VILLAGE MATTERS

 

  1. Adderbury Library – There was no report on FOCAL because the Parish Council had only appointed a new representative earlier in this meeting, Councillor Ann Lyons.

 

Resolved that the report be noted.

 

  1. Drainage Issues at Adderbury Cemetery – The Clerk had asked Gordon Kelman at the County Council for an update on this matter, but had not yet received a reply.

 

Resolved that:

 

  • the report be noted;
  • the Chairman to speak to the land owner about clearing of the ditches at the cemetery and report back to the next meeting. Action DB

 

  • Twyford Road Noise and Traffic Issues – Councillor Colin Astley gave an update on the Twyford Road noise and traffic issues.

 

Resolved that the report be noted.

 

  1. Grass Cutting Contract – Councillor Sue Jelfs reported on the grass cutting in the village.

She also noted faults in the VAS sign when heading from Bloxham.

 

Resolved that the report be noted.

Also advise OCC that the VAS coming from Bloxham on Milton Road . Action TG

 

 

  1. Hedge at Rawlins Close Amenity Area – The Parish Council discussed the trimming of the hedges and bushes around the Amenity Area which was highlighted during a Parish Council surgery, but APC had concluded this is not part of the Amenity area so not APC responsibility.

 

Resolved that:

 

  • the report be noted; and
  • the issue be reported to the County Council and Cherwell District Council for action; and
  • the neighbours be advised of the action taken by the Parish Council. Action TG

 

  1. Milton Road/Horn Hill Road Traffic Calming Feasibility Study – The Chairman suggested that the Traffic Calming Working Group should look into this matter.

 

Resolved that a meeting of the Traffic Calming Working Group be arranged and it be discussed at the next meeting.  Action CA

 

THE LUCY JANE PLACKETT CHARITY

(Following item only)

 

33/16      PARTY IN THE PARK – The Parish Council discussed the issues at the playing field, following the Party in the Park on 18 June 2016.

 

Resolved that:

 

  • the report be noted;
  • the works to repair the ground be approved;
  • it be noted that the Party in the Park be paying for the necessary repairs;
  • a quote be obtained for a new removable bollard be installed at the Lucy Plackett Playing Field to replace the concrete bollard and the Party in the Park committee would contribute to the cost. Action TG

 

 

34/16      CORRESPONDENCE – There were no further items of correspondence.

 

35/16      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 minutes numbered 36/16, 37/16 & 38/16 on the grounds that it could involve the likely disclosure of private and confidential information which was not in the public domain.

 

36/16      ICE HOUSE AT ADDERBURY LAKES – The Parish Council discussed the repairs to the Ice House and funding options for the works.

 

Resolved that the report be noted and investigations will continue.  Action DB

 

37/16      FRIENDS MEETING HOUSE – The Parish Council discussed the issues relating to the Friends Meeting House and the funding options for the on-going maintenance.

 

Resolved that the report be noted and investigations be made into the required maintenance.  Action DB

 

38/16                GRIEVANCE – The Parish Council reported as to the current stage of the Grievance process but did not discuss this item further due to the on-going grievance process.

 

              Resolved that the report be noted.

 

 

(The public and press were invited back in to the meeting at the conclusion of this item)

 

THE LUCY JANE PLACKETT CHARITY

 

39/16      RESPONSIBILITIES OF THE TRUSTEES – The Chairman reminded Councillors that the Parish Council was the trustee for the Lucy Plackett Playing Field and documents relating to the Trust were available to view in Drop Box.  There was no further information available at the Charity Commission.

 

Resolved that the report be noted.

 

40/16                MEETING DATES – The Parish Council noted the following meeting dates, all commencing at 7.30pm at the Church House (unless otherwise stated):

 

  • 26 July 2016
  • No meeting in August 2016
  • 13 September 2016
  • 25 October 2016
  • 29 November 2016

 

41/16      ITEMS FOR THE NEXT AGENDA

 

  1. Drainage Issues at Adderbury Cemetery
  2. Milton Road/Horn Hill Road Traffic Calming Feasibility Study
  3. Topple test at cemetery.

 

(The meeting closed  10.40pm)