Minutes – 19 May 2015

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Adderbury Parish Council Minutes 19 May 2015



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


ALSO IN ATTENDANCE: Theresa Goss (Clerk and Responsible Financial Officer), County Councillor Arash Fatemian, Trish Fennell and one member of the public.


APOLOGIES:  Parish Councillor Stuart Phipps submitted his apologies and these were accepted.  District Councillor Nigel Randall also submitted his apologies.


The Chairman asked the Parish Council and the member of the public that if they wished to record the meeting, could they please advise the Parish Council to the recording to be facilitated.


1/5         APPOINTMENT OF CHAIRMAN 2015/2016 – Councillor Diane Bratt was proposed and seconded as Chairman of the Parish Council for 2015/2016.


Councillor Tony Gill was proposed a seconded as Chairman of the Parish Council for 2015/2016.


Resolved that Councillor Diane Bratt be appointed as Chairman for 2015/2016.


2/15       APPOINTMENT OF VICE-CHAIRMAN 2015/2016 Councillor David Griffiths was proposed and seconded as Vice-Chairman of the Parish Council for 2015/2016.


Resolved that Councillor David Griffiths be appointed as Chairman for 2015/2016.


3/15       DECLARATION OF INTERESTS – The following interests were declared:


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


Councillor Ann Lyons declared an interest in the grant application from Adderbury History Association as a member of the group.


Councillor David Griffiths declared an interest in the grant applications from Adderbury History Association and Adderbury Theatre Workshop as a member of those groups.


Resolved that the interests be noted.


4/15       CODE OF CONDUCT AND REGISTER OF INTERESTS FORMS – Councillors Colin Astley, Sue Jelfs and Tony Gill reported that they had submitted their Register of Interest forms to Kevin Lane, Monitoring Officer at Cherwell District Council.


Resolved that the report be noted.


5/15       MINUTES – The minutes of the meeting held on 28 April 2015 were taken as read, duly adopted and signed by the Chairman with the following amendment:


Minute Number 172/14 – Ownership of the Pavilion – The following sentence be amended to read:


‘It had been confirmed that earlier legal advice had been that the building was owned by the Parish Council, but responsibility for the maintenance and otherwise of the building lay with the tenant, which was Adderbury Park Football Club, as stated under the lease.’


Resolved that the minutes of the meeting held on 28 April 2015 be approved, with the amendment above.


5/15       MATTERS ARISING FROM THE MINUTES OF 28 APRIL 2015 – There were no further matters arising from the minutes of the meeting held on 28 April 2015.


Resolved that the report be noted.


6/15       OPEN FORUM – There were no residents issues.  However, Andrew Barnes asked if he could address the Parish Council during the item on the Adderbury Neighbourhood Plan.  The Parish Council agreed he could speak during that item.


Resolved that the report be noted.


7/15       REPORTS FROM COUNTY AND DISTRICT COUNCILLORS – Prior to the meeting, District Councillor Nigel Randall had circulated his report to the Parish Council.


Councillor Randall had advised that following correspondence from the County Council, the footpath from the new Adderbury Fields development to St Mary’s Road would be included as part of the development.


Councillor Martin Rye reported that he had spoken to Councillor Randall about the Bloor homes development on Aynho Road.  The Chairman advised that she had attended a meeting that morning with Bloor Homes and the residents of Aynho Road and a fence would now be erected behind properties on the Aynho Road, where the new footpath was being installed.  Bloors had also found nesting birds so work had stopped for the moment.


The Chairman advised that the residents had accepted this outcome of the meeting although no one from the County Council had attended.  The Chairman had also asked Bloors to put their offer of the fence in writing.


Councillor Astley asked whether there would be any softening with vegetation.  The Chairman reported that Bloors felt that the County Council wouldn’t accept additional vegetation as the path needed to be kept clear, however some of the vegetation would probably grow back, but Bloors would be asked again.


County Councillor Arash Fatemian reported that he had chased up the maintenance work on Duchess Bridge and was waiting for a reply from the highway officers.


Resolved that the report be noted.


8/15       PLANNING


  1. Planning Applications – Prior to the meeting, the details of the planning applications which had been considered by the Parish Council, since the last meeting, had been circulated.


Resolved that it be noted that no observations had been made by the Parish Council in respect of the following applications, and these be approved:


15/00508/F &           Mr Steven Satchwell

15/00512/LB              Hill House Oxford Road Adderbury

Replacement roof to Orangery


15/00526/F               Mr & Mrs C Deplace

5 Green Farm Adderbury

Part single storey and part two storey rear extension


15/00104/TCA          Mr T Evans

South Bank Horn Hill Road Adderbury

T1 x yew – fell T2 x Thuja – Fell T3 x Holly – Fell


15/00542/F               Mrs Amanda Cox

The Gables Berry Hill Road Adderbury

Retrospective – Erection of lighting to horse exercise area


15/00530/F               Fleet Farm Barn Development Ltd

Fleet Farm Barns Aynho Road Adderbury

Variation of Condition 21 of 12/01359/F – garage/garden room building on site to be demolished and debris/materials removed from site before occupation of any of the dwellings


15/00546/F &           Mr Jacob Potts

15/00547/LB             Ivy House Church Lane Adderbury

Demolition of existing lean-to structure, erection of single storey extension and alterations to existing kitchen (revised scheme of 14/00123/F) – Alter roof of link between existing building and extension.  Alter section of external wall to extension from glass panel to solid wall



15/00617/F               Mr Kenneth Tustain

23 Walton Avenue Twyford

Single storey front extension


Councillor Sue Jelfs reported that the builders working at Ivy House were making a mess of the grass verges in Church Lane and the work on the house was not of a very high quality.  The Chairman suggested that Cherwell District Council should be made aware of this, especially because it was a listed building.


The Chairman suggested that the Parish Council should also ask Cherwell District Council about reinstating the grass once the work had been finished and also whether the builders are following the advice of the Conservation Officer.

There were also comments about the mis-use of the Listed Paddock on Ayhno Rd and the Clerk informed the Members that CDC had already been contacted.


The Chairman also reported that Cherwell District Council had asked the Parish Council if it had any suggestions for street names for the Gracewell Care Homes development on Banbury Road.


It was suggested that the street could be names after Vera Wood, Colonel Stuckey and Elizabeth Suter as they were all prominent members of the community.  It was also suggested that W. Gardner be used as he was listed on the war memorial.


Resolved that:


  • that Cherwell District Council’s Conservation officer be asked to undertake a site visit to reassure the Parish Council that their advice was being followed at Ivy House and that the grass verges be reinstated once building work is complete; and Action TG
  • the streets on the Gracewell Care Homes development be named after Vera Wood, Colonel Dick Stuckey, Elizabeth Suter and W. Gardner. Action TG


Resolved that, it be noted that, observations had been made by the Parish Council in respect of the following application, and these comments be approved:



Resolved that, it be noted that, objections had been made by the Parish Council in respect of the following application:

14/01743/F               Barton Willmore

OS Parcel 8300 East of Deene Close Aynho Road Adderbury Oxfordshire

Re-plan of approved 60 unit scheme (application 13/01768/F) to provide an additional 4 dwellings (64 in total) with highways, public open space, landscaping and infrastructure.


Resolved that, it be noted that, the Parish Council was considering the following planning applications:


15/00112/TCA          Mr P Hujan

Manor End House Manor Road Adderbury

T1 x Cherry – Fell


15/00124/TCA          Mr S Cann

Adderbury House, Lake Walk, Adderbury

G1 x Yew – crown raise 5.0 metres over road as trees becoming low over Lake Walk and being hit by large vehicles


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


Resolved that the report be noted.


             iii)       Cherwell Local Plan 2011-2031 (Part 2) Development Management and Policies and Sites – The Chairman reported that prior to the meeting the Parish Council had received an email from Cherwell District Council with regard to the Local Plan Part 2 and the Parish Council was being asked for its comments.  The deadline was 8 June 2015.


Councillor Colin Astley advised that a lot of issues in part 2 had been included in the last consultation submission the Parish Council had made and that correspondence could be used again.


Colin Astley suggested that the Parish Council should highlight the issues of categorisations and maintenance of buffers zones.  This had also been set out in the letter to Cherwell District Council on 19 January 2015.


The Chairman also suggested that there should be mention of the Banbury United Football Club and Rugby Club encroaching too close to Adderbury and would be better placed on the other side of the site.


Resolved that Councillor Colin Astley to draft a response, which is to be circulated to the Parish Council for comments, prior to submission to Cherwell District Council.  Action CA


9/15       FINANCE


  1. Bank Reconciliations – Prior to the meeting, the Clerk had circulated the bank reconciliations as at 19 May 2015 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 May 2015


T Goss – Expenses for May 2015


Christopher Rawlins Primary School – Room hire for ANP consultation events


D Chandler – Fit new litter bin by The Green, materials and labour


Rascal Horticultural Services – Cemetery and Allotment Maintenance


Society for Local Council Clerks – Annual subscription


JRB Enterprise Ltd – Litter bin


Cherwell District Council – Day of Dance Road Closure


Viking – Stationery


Thomas Fox Landscaping – Grass Cutting for May 2015


DW Russell – Hedge Laying Contract


S. Cochrane – Works to the Lucy Plackett Activity Centre building



Resolved that the County Council be advised that the footpath from Rochester Way to Kemps Road needed to have the overhanging trees cut back and OCC also be advised on the poor state of the footpaths behind Horn Hill Road/Berry Hill Road.  Action TG


iii)      Parish Council Grants 2015/2016 – The Parish Council considered the grant applications from village organisations.  A summary and the application forms had been circulated to the Parish Council prior to the meeting.


Resolved that the following grant applications be approved:


Organisation Amount
Adderbury Cine Club £170
Adderbury Gardening Club £170
1st Adderbury Rainbows £170
Adderbury Evergreens (Over 60’s Club) £170
St Mary’s Church £170
Adderbury Theatre Workshop £170
1st Adderbury Scout Group £170
Adderbury Football Club £170
Adderbury Institute £170
Party In the Park £170
Adderbury, Deddington and District Photographic Society £170
Adderbury History Society £170
Total £2040


Resolved that:


  • future grant applications be used for specific projects not for on- going maintenance and the criteria be amended for future grant applications; and Action TGILL


  • those organisations who had not submitted their accounts, not be sent their grant payment until the accounts have been received. Action TG




  1. Parish Council Vacancies – The Chairman reported that there were still two vacancies on the Parish Council and there had not been any applications.


Resolved that the report be noted.


  1. Adderbury Neighbourhood Plan (ANP) – Councillors Tony Gill and Colin Astley updated the Parish Council on the ANP.


Councillor Tony Gill reported on the pre-submission process, the meeting with Cherwell District Council (CDC) and how to finish the ANP.


Councillor Gill then circulated a document stating the ANP tasks, which included the objectives, assumptions and moving forward.  It was hoped the ANP would be submitted for a health check by 15 June 2015.


The Chairman suggested that it would be useful for an additional consultant to be engaged to assist with the Plan to help revise the policies and to edit the ANP.  She reminded the Parish Council that Karen Moore had already recommended this action in earlier emails and that there could be grants available for such assistance at this stage of the ANP.  Councillors Gill and Astley preferred to continue without such assistance.


Councillor Astley reported that he would be taking advice on the revised policies from a planning lawyer. When asked who this person was, Councillor Astley refused to name them. The Chairman advised the Parish Council that this was not an appropriate action to take, as the Parish Council and those working on the ANP, should be able to verify such advice.


It was suggested Karen Moore could do this work as well as the ‘health check’.  However, the Chairman advised the Karen Moore did not think it appropriate to be checking her own work, but that she could be again to confirm this advice.


The Chairman thanked Councillor Gill for his work on the Plan.


Resolved that:


  • the report be noted;
  • a meeting of the ANP and SAR Groups be held on 4 June 2015;
  • Karen Moore be asked to provide additional advice with the ANP, as well as completing the health check; and Action DB
  • grant funding be investigated. Action DB


  • Parish Council Surgery – Councillor Sue Jelfs and Stuart Phipps attended the last surgery.


A resident who had attended the surgery highlighted the parking issues outside the old post office, at the end of Dog Close.  It was felt this was a matter for Thames Valley Police and it should be referred to the village PCSO.


A resident in Round Close Road had also reported potholes in his street.  These needed to be reported to the County Council.


Resolved that:


  • the report be noted;
  • the potholes in Round Close Road be reported to the County Council; and Action TG
  • Thames Valley Police be advised of the parking issues at the end of Dog Close. Action TG


  1. Appointment of Parish Council Representatives on Outside Bodies and Parish Council Working Parties – The Parish Council reviewed the memberships of the Working Groups and outside bodies for 2015/2016.


Resolved that the memberships of the Working Groups and Outside Bodies be approved as detailed in appendix 1 to the minutes.  Action TG


  1. Parish Council Web Site – As Councillor Stuart Phipps was not present at the meeting, this item would be discussed at the next meeting of the Parish Council.


Resolved that this item be deferred to the next meeting of the Parish Council.  Action TG




  1. Adderbury Library – As Councillor Stuart Phipps was not present, there was no report on the Library.


Resolved that the report be noted.


  1. Play Area Inspections – Councillor David Griffiths reported that The Rise was fine.


Councillor Ann Lyons reported that the Lucy Placket Playing Field was fine.


The Chairman reported that the Section 106 Working Group needed to meet and decide how the play equipment would be upgraded and/or replaced.


Resolved that:


  • the report be noted; and
  • a meeting of the Section 106 Working Group be arranged. Action SJ


  • Adderbury Stores – The Chairman reported that flowers were now being sold and there did not appear to any issues with this.


The Parish Council was also in support of a new Post Office in the village.


Resolved that the report be noted.


  1. Brown Tourist Signs – Councillor David Griffiths reported that he had contacted the County Council and was told that the shop could not have a brown sign because it did not have a post office within it.


Mr Singh, the new shopkeeper at Adderbury Stores, was trying to get a Post Office, but had not yet managed it.  The cost would be approximately £800 for the brown sign and the owner of The Bell felt it was too expensive.


Resolved that the report be noted.


  1. Clothes Bank – The Chairman reported that Thames Valley Air Ambulance had requested permission for a clothes bank to be located in the village. The County Council had already given permission for the bank to be located in the layby on the A4260 just as cars entered Adderbury from the Banbury direction.  However the Chairman asked the Parish Council if it would prefer for the bank to be located more centrally, in the Lucy Placket Playing Field.


Resolved that;


  • the report be noted; and
  • the Clothes Bank be located in the layby. Action TG


12/15     CORRESPONDENCE – There were no items of correspondence.


Resolved that the report be noted.




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 14/15 & 15/15 on the grounds that it could involve the likely disclosure of private and confidential information which was not in the public domain.


14/15     ADDERBURY CEMETERY – Prior the meeting, the Parish Council had been provided with guidance from the Environment Agency with regard to burials in cemeteries.


Councillor Colin Astley reported that the Parish Council needed to address the issue because although he had not seen it himself, graves were filling up with water when they had been dug.


The Chairman reported that the Parish Council could have the ditch cleared out and also the ditch behind on the Colgraves land.  If this work was undertaken, the water might flow away and might also show up the locations of some of the drains which might also be blocked.


It was suggested that section 4 of the cemetery should not be used for the time being and if anyone wished to purchase a double grave, they could be allocated two single graves next to each other in another section.


The Parish Council felt that it should obtain some professional advice on this matter and the Environment Agency be asked to recommend a suitable company.


Resolved that:


  • the report be noted;
  • the ditch be cleared out and the Colgraves be asked to clear their ditches; and Action DB
  • should anyone wish to purchase a double grave in section 4, two single graves be allocated to them instead whilst this issue is being investigated; and Action TG
  • the Parish Council to obtain some professional advice about the issues with the land. Action TG/DB


15/15     FRIENDS MEETING HOUSE – Prior to the meeting, the Parish Council had received an email from Rory Duff, Clerk to the Trustees advising that the Trustees were unable to agree the surrender of the lease at this point in time given the wider responsibilities of the Area Meeting property portfolio.


The Friends letter proposed that Philip Cooper would inspect the property visually on an annual basis, in between his full quinquennial surveys. Grade 1 listing of the building would be examined under the English Heritage programme and Chris Tombs, Paul Mobbs, Fred Sessa and the Clerk would like to meet with the Parish Council to explore options on the future use of the Meeting House.


The Parish Council noted the email and felt that advice should be sought prior to agreeing to a meeting.


Resolved that:


  • the report be noted; and
  • Andrew Fairburn be asked for his advice on this matter. Action TG/DB


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




16/15     PLANE CRASH – The Parish Council had received an email from Sue Bradley requesting whether the Parish Council would consider erecting a memorial in the Lucy Plackett Playing Field, in commemoration to the lives which were lost in the plane crash  in World War 2.


The Parish Council felt that Mrs Bradley should provide some evidence of the plane crash prior to a memorial being agreed and erected.


              Resolved that:


  • the report be noted; and
  • further evidence be provided of the plane crash prior to any further discussions on a memorial. Action CA


17/15               MEETING DATES – The Parish Council noted the following meeting dates, all commencing at 7.30pm at the Church House (unless otherwise stated):


  • 23 June 2015
  • 21 July 2015
  • No meeting in August 2015
  • 15 September 2015
  • 20 October 2015
  • 24 November 2015
  • No meeting in December 2015




  1. Parish Council web site
  2. Cemetery
  3. School Governors – School Expansion


(The meeting closed at 9.45pm)