Minutes – 28 March 2017

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Adderbury Parish Council Minutes 28 March 2017

MINUTES OF THE MEETING HELD AT THE CHURCH HOUSE, HIGH STREET, ADDERBURY ON TUESDAY 28 MARCH 2017 AT 7.30PM

 

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

 

ALSO IN ATTENDANCE:  Theresa Goss (Clerk and Responsible Financial Officer), Sam Brown, Chair of the Adderbury Neighbourhood Plan Steering Group, Trish Fennell and twenty one members of the public.

 

APOLOGIES:  Parish Councillor Ian Asbury submitted his apologies because he was ill and these were accepted and the absence authorised.  Parish Councillor Sue Jelfs submitted her apologies because she was on a course and these were accepted and the absence authorised.

 

District Councillors Christine Heath, Mike Bishop and Andrew McHugh 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.

 

142/16  GRACEWELL CARE HOMES – Jean Vella-Eyre, Manager of the Gracewell Care Home on Banbury Road attended the meeting and reported on the staffing within the care home, the capacity and the potential needs of residents who would be living there.

 

The official open day was on Thursday 30 March 2017 and the community was welcome to attend and have a look around.  Ms Vella-Eyre also reported that the Adderbury community had been very welcoming and she thanked them for that.

 

There had already been an open day about three 3 weeks ago and it had been a very busy day.  Further open days were coming up.  The care home was also holding an Adderbury Flower Show and any flowers sold would go towards the fundraising for the village defibrillator.

 

Ms Vella-Eyre was thanked for attending the meeting and left at this point.

 

143/16  DECLARATIONS OF INTEREST:    All Councillors declared an interest because they were Trustees of the Lucy Plackett Playing Field.

 

Resolved that the interests be noted.

 

144/16  MINUTES – The minutes of the meeting held on 28 February 2017 were taken as read, duly adopted and signed by the Chairman.

 

Minute 129/16 – Councillor Colin Astley asked whether the OALC training courses could be held on a Saturday.  The Clerk confirmed that she had been advised by OALC that on-line training was not available and would check with them about the availability of training events on a Saturday.  Action TG

 

Resolved that the minutes of the meeting held on 28 February 2017 be approved.

 

145/16  MATTERS ARISING FROM THE MINUTES OF             28 FEBRUARY 2017 – There were no matters arising.

 

146/16  OPEN FORUM – Six members of the public addressed the Parish Council.

 

Mr Stilgoe welcomed Keith Mitchell back to the Parish Council.  He then stated that he believed there was a need for a larger primary school in the village and felt this should have been included in the Adderbury Neighbourhood Plan.  The Chairman advised that education was a County Council function and not within the remit of the Parish Council.

 

Mr Atkinson addressed the Parish Council with regard to the development of its land on Milton Road and was in support of it being developed for sports facilities for the village, which had been the intention of the original owners.

 

Mr Betts also addressed the Parish Council with regard to the land on Milton Road and felt that the Parish Council would be failing in its duty, if it did not carry out a full and proper survey of the residents of the village.  He would also be making representations to Cherwell District Council about this matter.

 

Sam Brown, Chairman of the Adderbury Neighbourhood Plan Steering Group reported that a leisure survey had been carried out and she believed that Milton Road land had been allocated for sports and community uses.  However, there would need to be a full feasibility study for the use of the land, as well as the facilities at the Lucy Plackett Playing Field.  The Chairman advised the meeting that the covenant stated that the land must be used for ‘sports pitches and a community facility’ and this had been reported to the ANP during the process of the Plan.

 

A resident from Horn Hill Road reported on the henge site which had been found on the Nicholas King site on Milton Road and he felt that the land should be preserved until the data which had been collated, could be reviewed.

 

James Collier, Chairman of Adderbury Park Football Club reported on the Club’s support for the relocation of the Football Club to Milton Road.  The Club would be willing to share the resource with other clubs in the village and with the improved facilities, the Club could expand the junior sides and involve more children from the village.  The Club could also access funding streams such as the FA.

 

A resident from the Adderbury Fields estate reported that he was surprised when the Nicholas King site had started being built because this had not come up on his searches.  He had also not been aware of the proposed development on the Parish Council’s land on Milton Road and he felt that there would be issues for residents with parking and noise.

 

147/16  REPORTS FROM COUNTY AND DISTRICT COUNCILLORS – There were no reports from the County and District Councillors.

 

Resolved that the reports be noted.      

 

148/16  ADDERBURY NEIGHBOURHOOD PLAN (ANP) – Prior to the meeting, the pre-submission Adderbury Neighbourhood Plan had been circulated to the Parish Council.

 

The Chairman thanked Sam Brown and the ANP Group for all their work on the ANP.

 

Resolved that Adderbury Neighbourhood Plan be submitted to Cherwell District Council.  Action SB/TG

 

            Proposed by Councillor Keith Mitchell

Seconded by Councillor Chris Shallis

 

149/16  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.

 

Resolved that:

 

  • the report be noted;
  • this item be deferred to the next meeting of the Parish Council; Action TG
  • the current details on the project be passed to the Clerk by Councillor Colin Astley; and Action CA
  • any further work on the play equipment project completed prior to the next meeting, be circulated to the Parish Council via email. Action SJ/TG

 

Proposed by Councillor Diane Bratt

Seconded by Councillor Martin Rye

 

150/16  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:

 

17/00093/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

 

17/00066/TCA       Mrs Sadie Harper

3 Church Close Adderbury

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

 

17/00425/CLUE     Ms Katie Macdonald

Adderbury Hill Barn Milton Road Adderbury

Certificate of Lawfulness of Existing Use for the construction of outdoor arena and erection of perimeter boarding and use of land and buildings for private equestrian purposes – sui generis

 

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

 

17/00399/LB          Mr & Mrs Dunstan / Gerdes

The Old House Tanners Lane Adderbury

Replacement of existing front door, including two small windows above door.  Replacement of existing snug door with a new wooden door of the same size.

 

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:

 

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.

 

17/00269/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

 

17/00350/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

 

17/00361/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

 

17/00394/LB          Mr & Mrs T Harrington

3 Lambourne House, Lambourne Way Adderbury

Alterations to conversion of attic and insertion of conservation rooflights

 

17/00440/F            Mr Ken Coaker

36 St Mary’s Road Adderbury

Single storey rear 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:

None

 

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

 

17/00085/TCA       Mrs Sue Baimbridge

Sydenham House East End Adderbury

T1 x Hazel – Fell and plant replacement tree

 

17/00237/ADV       Dematic Ltd

Dematic Balliol House Trinity Way Adderbury

2 No. illuminated Fascia signs, 1 No. illuminated Monolith

 

17/00371/F            JB Stevens & Son

Manor Farm Twyford Road Twyford Adderbury

Installation of a 250kw ground mount solar array

 

17/00348/F            Mr & Mrs Yardley-Barnes

31 Margaret Road Twyford

Demolition of single storey rear utility room and erection of single storey rear extension, and single storey porch to front and side

 

17/00100/TCA       Mrs Hoyer Millar

Cross Hill House Cross Hill Road Adderbury

T1- Leyland Cypress – Fell. (RED)

 

17/00574/F            Mr Matthew Brown

Greengates Berry Hill Road Adderbury

Two storey side extension including to replace existing garage and provide additional bathrooms above

 

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

 

Resolved that the report be noted.

 

iii)         17/00457/OUT – Leonard Cheshire Disability, Land Adjoining Summers Close Adderbury for outline – The Parish Council discussed the application for a proposed residential development for up to five dwellings.

 

Resolved that the Parish Council objects to the application on the following grounds:

 

  1. the application is contrary to policies AD1 and AD4 ( settlement boundary and open space policies) of the Adderbury Neighbourhood Plan; and
  2. the Summers Close development is an Exception Site (allowed specifically for disabled residents through the Cheshire Homes charity) which by its very nature, should not be extended with any further development around it.

 

However, if Cherwell District Council is minded to approve the application, the Parish Council requests that:

 

  1.   there is a financial contribution via a Section 106 agreement for community facilities and infrastructure, as required by AD4;
  2.   mature trees in the area are protected; and
  3. a strip of land at the rear of the development, be used for community planting which screens and softens the rear of the new development as well as the existing developments at Green Hill, Janet Blunt House and the Gracewell Care Home.

Action TG

 

151/16  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 – March 2017 salary £809.06
T Goss – Expenses for March 2017 £33.75
HMRC – Quarterly payment £241.61
OCC Pension Fund – Clerks pension for March 2017 £198.24
Community First Oxfordshire – Annual Subscription £70.00
Mr D Chandler – Repair and replace wooden posts in the LPPF and Long Wall £310.00
Cotefield Treecare – Works at the allotments £1244.88
Cherwell District Council – Business Rates for Adderbury Cemetery £186.61
TaxAssist Accountants – Payroll for 2017/2018 £246.00
Oxfordshire Playing Field Association – Annual Subscription £50.00
Bloxham Mill Ltd – Room Hire £36.00
Cherwell District Council – Expenses for By-Election in January 2017 £2779.52
Castle Water – Water rates for Adderbury Cemetery £14.42
Rascal Horticultural Services – Works at Adderbury Cemetery £460.00

 

                        Proposed by Councillor David Griffiths

Seconded by Councillor Steven Cox

 

  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 March 2017 for the accounts at Santander, Barclays, Natwest and Cambridge Building Society.

 

Resolved that the bank reconciliations and the breakdown of Parish Council funds for the Barclays, Santander, Natwest and Cambridge Building Society be noted.

 

Proposed by Councillor Chris Shallis

Seconded by Councillor Steven Cox

 

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

 

Resolved that:

 

  • the report be noted;
  • the amendments to the application form be approved; and
  • the request for 2018/2019 grant applications be advertised in October 2017 and feeds into the budget setting process for 2018/2019. Action TG

 

Proposed by Councillor Diane Bratt

Seconded by Councillor David Griffiths

 

  1. v) Section 106 Funds for Adderbury Library – Prior to the meeting, Councillor Keith Mitchell had circulated a report on a recent meeting with Oxfordshire County Council with regard to Section 106 funds which were available for Adderbury Library.

 

Resolved that the report be noted.

 

152/16  PARISH COUNCIL MATTERS

 

  1. Staffing Committee – Prior to the meeting, the minutes of the Staffing Committee held on 9 March 2017 had been circulated to the Parish Council.

 

Resolved that the minutes be noted.

 

  1. Parish Council Surgeries – Councillors Ann Lyons and David Griffiths attended the last surgery and two residents had also attended.

 

A resident queried how many houses were planned for the development next to Adderbury Court, how the drainage was being tackled on this development and concerns over problems regarding rats thought to be linked to septic tanks used by some residents of Croft Lane.  The resident also reported on parking issues at the School run and that vehicles were causing obstructions on the road and footpaths.

 

There were a number of potholes which needed repairing and she asked if the drain plates could be raised.  The resident would also like a footpath access to Bodicote from Croft Lane and also for Malt House Yard to have a street sign (behind No 1 Parsons Street).

 

Anne Ransome from the Methodist Church also apologised for double booking the Hall on the date of the Annual Parish Meeting.

 

Resolved that the report be noted.

 

  • 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.
  • Adderbury Lakes; The Chairman reported that there were no issues at Adderbury Lakes.

 

Resolved that the reports be noted.

 

  1. Welcome Pack– Councillor Colin Astley suggested to the Parish Council that a welcome pack could be produced for new residents, detailing where everything was in the village and providing information on services.

 

Resolved that the idea of a welcome pack be advertised on adderbury.org and volunteers from the community be asked to move the project forward.  Action TG

 

  1. Timms Cart – The Parish Council considered an offer by the contractor on the North Milton Road site to hand the Timms cart to the Parish Council.

 

Resolved that the Nicholas King be asked to offer the cart to Banbury Museum, Bloxham Museum and Tythe Barn in Swacliffe.

 

Proposed by Councillor Diane Bratt

Seconded by Councillor Ann Lyons

 

  1. Burial Ground – The Parish Council discussed carrying out tests on the existing burial ground on Horn Hill Road to determine the ground water levels and its effect on the Parish Council’s future burial policy.

 

Resolved that quotes for testing the land be obtained and this item be discussed again at a future meeting, when that information is available.  Action TG

 

Proposed by Councillor Keith Mitchell

Seconded Councillor Penny Clarke

 

153/16  VILLAGE MATTERS

           

  1. Land North of Milton Road – The Parish Council discussed the consultation process with the village with regard to the future use of the land, taking into consideration the restrictive covenant which stated that the land must be used for ‘sports pitches and a community facility’.

 

Councillor Colin Astley proposed a motion that legal advice be sought with regard to the legality of the transfer and of the restrictive covenant.

 

Proposed Councillor Colin Astley

Seconded Councillor Tony Gill

 

Those in favour of the motion – 3

Those in against the motion – 7

 

Therefore, the motion was not carried.

 

There was further discussion and it was felt that a Working Group, including members of the community should be set up to move the project and the feasibility study forward.  The remit of the Group could also include looking at improvements to the Lucy Plackett Playing Field.

 

Resolved that:

 

  • a Working Group be established to move the project and feasibility study forward;
  • the Working Group to include volunteers from the community; and
  • the Groups’ remit will include whether there could be improvements to the facilities at the Lucy Placket Playing Field. Action TG

Action TG

 

Proposed Councillor Diane Bratt

Seconded Councillor Keith Mitchell

 

  1. Land to the Rear of Adderbury Court – The Parish Council received a report from the Chairman on the meeting with the Head Teacher of Christopher Rawlins Primary School, discussed a proposal for pupils at Christopher Rawlins Primary School to use this land for their ‘Forest Schools’ lessons and received a report on the discussions with Barwood Homes.

 

Resolved that:

 

  • the report be noted;
  • this area land be designated as a natural amenity area, focussing on enhancing and protecting the wildlife and flora of the area; and
  • the request from the School to use the land for ‘Forest Schools’ be approved in principle, subject to further discussions between the Parish Council and Christopher Rawlins Primary School. Action PC/DB

 

Proposed Councillor Diane Bratt

Seconded Councillor Tony Gill

 

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

 

Resolved that the report be noted.

 

  1. Defibrillator – Following the presentation on defibrillators at the previous Parish Council meeting, Councillor Chris Shallis reported that he would be starting to fundraise for a defibrillator in the village. He would be publishing a ‘justgiving’ fundraising page and had started the fund off with a £100 donation from The Bell.  Gracewell Care Homes had also pledged a donation from its upcoming flower show.

 

Councillor Shallis was thanked for taking the lead with the fundraising.

 

Resolved that the report be noted and the fundraising be supported.  Action CS

 

Proposed Councillor Chris Shallis

Seconded Councillor Ann Lyons

 

  1. Day of Dance – The Parish Council discussed the arrangement for the Day of Dance which was being held on Saturday 22 April 2017.

 

Resolved that:

 

  • the report be noted; and
  • any volunteers for the event should contact Councillor David Griffiths. Action ALL

 

  1. Parking in Keytes Close and Adderbury Court – The Parish Council discussed the parking issues in Keytes Close and Adderbury Court which arose during drop-off and collection times at the Primary School.

 

The Chairman advised the Parish Council that the School had written to all parents to remind them about considerate parking and the Clerk had written to Thames Valley Police asking the PCSO to monitor the area.  As part of the School expansion, the County Council would also be developing a Travel plan.

 

Resolved that:

 

  • the report be noted; and
  • the residents who raised the issues of parking around the School, be advised of the actions taken by the Parish Council and the School. Action TG

 

154/16  CORRESPONDENCE – There was no further correspondence.

 

155/16  EXCLUSION OF THE 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 156/16 and 157/16 on the grounds that it could involve the likely disclosure of private and confidential information which was not in the public domain.

 

156/16  PLAY EQUIPMENT PROJECT – This item was deferred.

 

            Resolved that this item be deferred to the next meeting.  Action SJ/TG

 

157/16  COMMUNITY LAND, NICHOLAS KING HOMES – The Parish Council received an update on the community land on the Nicholas King site, north Milton Road.

 

Resolved that:

 

  • the report be noted;
  • a letter be sent to Cherwell District Council, supporting the proposed planning application, subject to an agreement that there is financial support for a substantial project on the Parish Council land; and Action DB/TG
  • the Chairman and Vice-Chairman be authorised to continue discussions with Cherwell District Council and Nicholas King. Action DB/DG

 

Proposed by Councillor Diane Bratt

Seconded by Councillor David Griffiths

 

The Lucy Jane Plackett Charity

 

158/16  BARRIER AND FENCING AT THE LUCY PLACKETT PLAYING FIELD – The Chairman reported that the barrier and fencing along the railway embankment at the playing field needed to be repaired.  However it had recently come to light that the fencing was not owned by the Parish Council, but by a neighbour of the playing field.

 

In addition, EOS Contracting had requested permission to cut back some of the trees along the railway embankment, which was owned by the Parish Council.  The work was being carried out to ensure that the trees did not affect the electricity supply from the overhead cables.

 

Resolved that:

 

  • the quote from Mr D Chandler of £280 for the repairs to the barrier be approved; and Action TG
  • the works to the trees by EOS Contracting be approved and the Chairman and Clerk be authorised to sign the agreement; and Action TG
  • no action be taken on the fencing as it is not in the Parish Council’s ownership.

 

Proposed by Councillor Diane Bratt

Seconded by Councillor Ann Lyons

 

159/16  MEETING DATES – Future meeting dates are as follows, and will commence at 7.30pm at the Church House, Adderbury, unless stated otherwise:

 

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

 

Resolved that the report be noted.

 

160/16  ITEMS FOR THE NEXT AGENDA

 

  1. Play equipment quotes

 

 

 

(Meeting closed 9.55pm)