Minutes – 29 March 2016

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Adderbury Parish Council Minutes 29 March 2016

MINUTES OF THE MEETING HELD AT THE CHURCH HOUSE, ADDERBURY ON TUESDAY, 29 MARCH 2016 AT 7.30PM

 

PRESENT:     Councillor Diane Bratt (Chairman); Councillors Diane Danton, Tony Gill, David Griffiths, Sue Jelfs, Patricia Leeman, Ann Lyons and Martin Rye.

 

ALSO IN ATTENDANCE: Theresa Goss (Clerk and Responsible Financial Officer), Trish Fennell, District Councillor Nigel Randall, County Councillor Arash Fatemian and three members of the public.

 

APOLOGIES: Councillor Colin Astley submitted his apologies because he was on holiday, Councillor Chris Shallis submitted his apologies because he was working and Councillor Stuart Phipps submitted his apologies because he was at work.  All three apologies 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.

 

136/15   DECLARATION OF INTERESTS – The following interests were declared:

 

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

 

Resolved that the interests be noted.

 

137/15   MINUTES – The minutes of the meeting held on 23 February 2016 were taken as read, duly adopted and signed by the Chairman, with amendments.

 

Minute Number 121/15 – Declarations of Interest – Councillor Sue Jelfs asked for her name to be added into paragraph three.

 

Minute Number 128/15 – Parish Council Matters – Parish Council Surgery – Councillor Patricia Leeman asked for name to be included because she had also attended the meeting with Tracy Moreton from the County Council.

 

Minute Number 128/15 – Parish Council Matters – Adderbury Neighbourhood Plan (ANP) – Prior to the meeting, Councillor Colin Astley had emailed the Parish Council requesting an amendment to the minutes.

 

The amendment from Councillor Astley was that he 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.

 

The Chairman then made a proposal as an amendment to the minutes:

 

‘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.’

 

This was seconded by Councillor Ann Lyons.

 

Councillor Tony Gill then requested a recorded vote.

 

In favour of the amendment: Councillors Diane Bratt, Patricia Leeman and Ann Lyons (3)

Against the amendment:  Councillors Tony Gill and Sue Jelfs (2)

Abstentions:  Councillors David Griffiths and Diane Danton (2) (as they had not been present at the last meeting).

 

To avoid any further confusion on this matter, the Chairman then proposed to the Parish Council that it did act appropriately in appointing the consultant and had followed due process correctly.

 

This was seconded by Councillor Ann Lyons.

 

Councillor Tony Gill then requested a recorded vote.

 

Those is favour: Councillor Diane Bratt, David Griffiths, Patricia Leeman, Ann Lyons and Martin Rye (5)

Against: Councillors Sue Jelfs and Tony Gill (2)

Abstentions:  Councillor Diane Danton (1) (as she had not been present at the meeting in question)

 

Resolved that the minutes of the meeting held on 23 February 2016 be approved with the above amendments.  Action TG

 

138/15   MATTERS ARISING FROM THE MINUTES OF 23 FEBRUARY 2016 – There were no further matters arising from the minutes of the meeting held on 23 February 2016.

 

Resolved that the report be noted.

 

139/15   OPEN FORUM – Mr Nigel Wood addressed the Parish Council on a number of issues

 

Mark Hewish addressed the Parish Council and hoped that it could work through its turbulent times.  With regard to the feasibility study for traffic calming on Horn Hill Road, Mr Hewish welcomed the report and hoped that the Parish Council could support it.

 

Resolved that the reports be noted.

 

140/15   REPORTS FROM COUNTY AND DISTRICT COUNCILLORS –        District Councillor Nigel Randall addressed the Parish Council and advised that Cherwell District Council had won two awards for being Entrepreneurial Council of the Year and Housing Council of the Year award.

 

Also, the Government was strongly pushing for devolution and he was unsure of the impact on the Cherwell area.  However, he would update the Parish Council in due course.

 

Resolved that the report be noted.

 

141/15             PLAY EQUIPMENT – Councillor Sue Jelfs addressed the Parish Council and suggested a number of options with regard to possible new equipment for the Lucy Plackett play area and at The Rise.

 

Resolved that the report be noted.

 

142/15   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:

 

16/00056/TCA             Mrs Theresa Goss

Common Land Manor Road Adderbury

Works in accordance with the Tree Survey

 

16/00057/TCA             Mrs Theresa Goss

Cemetery Horn Hill Road Adderbury

Works in accordance with the Tree Survey

 

16/00058/TCA             Mrs Theresa Goss

Lucy Plackett Playing Field Round Close Road Adderbury

Works in accordance with the Tree Survey

 

16/00360/TPO             Mrs Theresa Goss

Amenity Land at Rawlins Close Twyford

T8 – Beech Lift branches of the total canopy to a minimum of 2.50m over grass areas and ensure clearance over the highway is maintained at 5.00m.  Remove dead wood from crown.  T10 – Beech Lift canopy with reduction of lower branches to give clearance of 2.50m. Remove dead wood and remove branch stubs back to the trunk – Subject to TPO14/2002

 

16/00410/F                  Mrs Jenny Ward

5 Green Farm Adderbury

Single storey rear extension

 

16/00403/F                  Mr & Mrs D Fox

27 Deene Close Adderbury

Alterations and erection of first floor rear extension

 

16/00074/TCA             Mrs Beverley Hawkins

Tryad House High Street Adderbury

T1 x Magnolia – Prune, reduce by 20%

T2 x Laburnum – Prune, reduce by 20%

T3 x Cherry blossom – Remove

 

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:

 

15/02359/OUT            Rosconn Group Ltd

Land West of OS Parcel 4100 Adjoining and South of Milton Road Adderbury

Application for residential development of up to 50 No. dwellings, access, infrastructure and public open space. Means of access from Milton road to be determined with all other matters reserved for subsequent approval.

 

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

None

 

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

 

Resolved that the report be noted.

 

iii)      Street Naming – OS Parcel 3491, North of Adderbury Court, Oxford Road, Adderbury – Cherwell District Council had approached the Parish Council for suggested road and building names for this development.  It was suggested that the names Vera Wood, Colonel Dick Stuckey and Elizabeth Suter be used.

 

Resolved that the names Vera Wood, Colonel Dick Stuckey and Elizabeth Suter be suggested for the development on the OS Parcel 3491, North of Adderbury Court, Oxford Road, Adderbury.  Action TG

 

143/15   FINANCE

 

  1. Bank Reconciliations – Prior to the meeting, the Clerk had circulated the bank reconciliations as at 29 March 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.

 

  1. 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 March 2016

£824.34

T Goss – Expenses for March 2016

£18.90

Viking – Stationery Order

£39.99

HMRC Quarterly payment

£188.08

Acreman’s Arboriculture Ltd – Works at Adderbury Lakes

£3456.00

Bloxham Mill – Room hire for ANP meeting

£54.00

Cherwell District Council – Emptying Dog bins for winter period

£576.58

Community First Oxfordshire (Formerly ORCC) – Annual subscription

£70.00

Cherwell District Council – Non-domestic rates for Adderbury Cemetery

£174.24

Rascal Horticultural – Cemetery and Allotment Maintenance

£300.00

Mr D Chandler – Repairs to the bus shelter

£200.00

adderbury.org – New Homes Bonus for web site maintenance

£400.00

 

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

 

rCOH Ltd – Consultancy Work for the ANP (Covered by a grant from Groundwork Ltd)

£2430.00

iii)      Bollards in Church Lane – Prior to the meeting, a quote from the County Council for the installation of wooden bollards on the grass verge outside of the Old Vicarage, Church Lane had been obtained.  The cost to supply and install up to 12 bollards was £1,962.70 and the County Council would need the funds to clear before commencing with the works.

 

Resolved that the residents in the area be asked for their comments on the installation of the bollards.  Action TG

 

  1. iv) Access to Public Right of Way – Prior to the meeting, the Chairman had been approached by Sarah Aldous, Rights of Way Officer at Oxfordshire County Council with regard to the Parish Council making a financial contribution of around £200 to replace three stiles with kissing gates on the footpath in West Adderbury.

 

Resolved that:

 

  • the Parish Council would like to see the stone stile remain on the footpath;
  • clarification be sought from Sarah Aldous on exactly what she was requesting from the Parish Council, is it the difference in cost for three stiles to kissing gates or just one at £200.00; and
  • this item be deferred to the next meeting of the Parish Council. Action TG

 

  1. v) Independent & Parish Remuneration Panel Report 2016/2017 – Prior to the meeting, the Independent & Parish Remuneration Panel’s review of Parish Members’ allowances for 2016/2017 had been circulated to the Parish Council.

 

Resolved that this item be deferred to the meeting of the Parish Council in May 2016.  Action TG

 

  1. vi) Parish Council Grants – At the last Parish Council, it had been suggested that the criteria for Parish Council grants could be reviewed.  Prior to the meeting, the Clerk had circulated the current application form which was issued to organisations when they applied for a grant and advised that the grant process had already started this year.

 

Resolved that the review of the criteria for grant applications be deferred to a meeting later in 2016. Action TG

 

144/15   PARISH COUNCIL MATTERS

 

  1. Agenda Management and Minutes – The Parish Council discussed the management of the Parish Council agenda and the style of minutes.

 

With regard to agenda items, it was felt that it would be helpful if there was more detail included on the agenda.

 

With regard to the minutes, there would only be a short preamble and a record of the decisions.

 

Resolved that:

 

  • Parish Council meeting agendas include a brief paragraph to provide more detail on each item; and
  • minutes of Parish Council meetings will only record the decisions, with a short preamble.

 

  1. Adderbury Neighbourhood Plan (ANP) – The Chairman read out a statement from Sam Brown, the Chairman of the ANP Steering Group, on the progress with the ANP.

 

Resolved that the report be noted.

 

  • Parish Council Surgeries – Councillors Martin Rye and Stuart Phipps had attended the previous Parish Council surgery.

 

Two items had been raised and would be looked into by Councillor Stuart Phipps.

 

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.  Action TG

 

  1. Oxfordshire Together – Prior to the meeting, information on the Oxfordshire Together project had been circulated to the Parish Council. The suggestion from the County Council was that some of its services be transferred to the Parish Council.  Councillor Ann Lyons had attended a seminar held by the County Council on this matter.

 

Resolved that the report be noted.

 

  1. Transfer of Land to the Parish Council – The Chairman gave the Parish Council an update on the progress of the transfer of the land on Milton Road and on Aynho Road.

 

Resolved that the report be noted.

 

  1. Grass Cutting – Councillor Sue Jelfs reported that the grass in the village had had its first cut and Councillors were happy with this first cut. The Lucy Plackett play area needed to be cut soon as the grass was starting to get long.

 

Resolved that the report be noted.

 

145/15   VILLAGE MATTERS

 

  1. Adderbury Library – Councillor Patricia Leeman reported that FOCAL thanked the Parish Council for the £2000 which it had received from the Gracewell development. It was planned to spread the money over four years and also be used to supplement other fundraising activities that had been planned.

 

Resolved that the report be noted.

 

  1. Play Area Inspections –.Councillor Ann Lyons reported that the Lucy Plackett play area was fine. Councillor David Griffiths reported that the play area at The Rise was also fine.

 

Resolved that the reports be noted.

 

  • Annual Parish Meeting 2016 – Prior to the meeting, the Clerk had circulated to the Parish Council, a draft format for the meeting. The meeting was being held on Tuesday 12 April 2016 at 7.30pm at the Methodist Hall.

 

Resolved that the format be approved.

 

  1. Milton Road/Horn Hill Road Traffic Calming Feasibility Study – Prior to the meeting, the Study from the County Council had been circulated to the Parish Council. It detailed suggestions of traffic calming measures around the Horn Hill Road area of the village, along with the costings.

 

Resolved that:

 

  • the County Council be asked what Section 106 funds are available, particularly from the Milton Road development, on the traffic calming measures;
  • OCC officers be asked what their recommendations would be; and
  • OCC officers be asked for further clarification on costs and if the relevant site surveys and the progression of the design phases will incur any costs to progress. Action TG

 

  1. Street Lighting – The Parish Council considered a request for an additional street light in Rochester Way. It also received an update on the progress with the street lights in Manor Road and Water Lane.  It was highlighted that street lighting had not been budgeted for in 2015/2016 or in 2016/2017.

 

Resolved that all street lighting be deferred to be considered during the budgeting process for 2017/2018.  Action TG

 

  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.

 

146/15   CORRESPONDENCE – There were no further items of correspondence to be circulated to the Parish Council.

 

147/15   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 minutes numbered 148/15 & 149/15 on the grounds that it could involve the likely disclosure of private and confidential information which was not in the public domain.

 

148/15   LAND AT ADDERBURY COURT – The Chairman updated the Parish Council on the land at Adderbury Court and the issues surrounding it.

 

Resolved that the report be noted.

 

149/15             STAFFING COMMITTEE – During a meeting with James Doble at Cherwell District Council, it had been suggested to the Parish Council that it was good practice to establish a Staffing Committee.  This Committee would consider all issues relating to the Clerk and prior to the meeting, the Clerk had circulated some draft terms of reference.

 

              Resolved that:

 

  • the Staffing Committee be established;
  • the membership of the Committee be the Chairman, Vice-Chairman and Councillors Ann Lyons and Martin Rye; and

3)       the Terms of Reference be approved.

 

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

 

THE LUCY JANE PLACKETT CHARITY

 

150/15   WOODEN BOLLARDS IN DOG CLOSE – The Chairman reported that the wooden bollards in the Lucy Plackett Playing Field, by Dog Close, were in a poor condition and some were also missing.

 

              Resolved that:

 

  • Dave Chandler be asked to look at the bollards and provide a quote for the necessary repairs or replacements; and Action TG
  • alternative types of bollards be investigated. Action TG and MR

 

151/15   SCHOOL FETE – The Clerk reported on a request from the Christopher Rawlins PTFA for use of the Lucy Plackett Playing Field for the Summer Fete, which was being held on Saturday 11 June 2016, 8am to 5pm.   The event was from 12 noon to 4pm.  The contingency plan in the event of adverse weather, was to hold the fete at the School.

 

              Resolved that permission be granted.  Action TG

 

152/15             MEETING DATES – The Parish Council noted the following meeting dates, all commencing at 7.30pm at the Church House (unless otherwise stated):

 

  • 12 April 2016 (Annual Parish Meeting)
  • 12 May 2016
  • 28 June 2016
  • 26 July 2016

 

153/15   ITEMS FOR THE NEXT AGENDA

 

  1. Wooden bollards at Dog Close/Lucy Plackett Playing Field
  2. Drainage issues at Adderbury Cemetery
  3. Independent & Parish Remuneration Panel Report 2016/2017
  4. Access to Public Right of Way
  5. Request from Katharine House Hospice
  6. Update on Twyford Road issues

 

(The meeting closed at 9.50 pm)