Minutes – 12 May 2016

If you would like to download the minutes of the meeting, please click below.

Adderbury Parish Council Minutes 12 May 2016

MINUTES OF THE ANNUAL MEETING HELD AT THE CHURCH HOUSE, ADDERBURY ON THURSDAY 12 MAY 2016 AT 7.30PM

 

PRESENT:       Councillor Diane Bratt (Chairman); Councillors Ian Asbury, Colin Astley, David Bradley, 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, County Councillor Arash Fatemian, District Councillor Nigel Randall and 14 members of the public.

 

APOLOGIES: Parish Councillor Penny Clarke submitted her apologies because she was at work and these 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.

 

1/16        SIGNING OF DECLARATIONS OF ACCEPTANCE OF OFFICE – All Councillors completed their Declarations of Acceptance of Office and they were witnessed by the Clerk.

 

2/16        APPOINTMENT OF CHAIRMAN – The Chairman asked for nominations for the position of Chairman for 2016/2017.  Councillor Diane Bratt and Colin Astley indicated that they would be willing to stand as Chairman.

 

Councillor Diane Bratt was proposed by Councillor David Griffiths and seconded by Councillor Ann Lyons.

 

Councillor Colin Astley was proposed by Councillor Tony Gill and this was seconded by Councillor David Bradley.

 

Councillor Tony Gill requested a recorded vote.

 

Those in favour of Councillor Diane Bratt being appointed as Chairman were Councillors Diane Bratt, David Griffiths, Ann Lyons, Martin Rye and Chris Shallis. (5)

 

Those in favour of Councillor Colin Astley being appointed as Chairman were Councillors Ian Asbury, Colin Astley, David Bradley, Tony Gill and Sue Jelfs. (5)

 

The Chairman used her casting vote (under Standing Order number 5i) and voted for herself as Chairman for 2016/2017.

 

Resolved that Councillor Diane Bratt be appointed as Chairman for 2016/2017.

 

3/16        APPOINTMENT OF VICE-CHAIRMAN – The Chairman asked for nomination for the position of Vice-Chairman for 2016/2017.

 

The Chairman then proposed Councillor David Griffiths as Vice-Chairman and this was seconded by Councillor Ann Lyons.

 

Councillor Sue Jelfs proposed Councillor Tony Gill as Vice-Chairman and this was seconded by Councillor David Bradley.

 

Councillor Tony Gill requested a recorded vote.

 

              Those in favour of Councillor David Griffiths being appointed as Vice-Chairman were Councillors Diane Bratt, David Griffiths, Ann Lyons, Martin Rye and Chris Shallis. (5)

 

Those in favour of Councillor Tony Gill being appointed as Vice-Chairman were Councillors Ian Asbury, Colin Astley, David Bradley, Tony Gill and Sue Jelfs. (5)

 

The Chairman used her casting vote and voted for David Griffiths to be Vice-Chairman for 2016/2017.

             

              Resolved that Councillor David Griffiths be appointed as Vice-Chairman for 2016/2017.

 

4/16        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 Bradley declared an interest in minute number 11/16 (vi) because the footpath bordered his property.

 

Councillor Tony Gill declared an interest in minute 5/16 on the minutes of the previous meetings due to the ongoing grievance process and the Code of Conduct complaint.

 

The Chairman also declared an interest in minute 5/16 on the minutes of the previous meetings due to the submission of a Code of Conduct complaint.

 

Resolved that the interests be noted.

 

5/16        MINUTES – The minutes of the meetings held on 29 March 2016 and 4 May 2016 were taken as read, duly adopted and signed by the Chairman, with amendments.

 

Minute 136/15 – Declarations of Interest – Councillor Colin Astley proposed that this minute be withdrawn and deleted completely until the grievance was resolved so as not to prejudice the outcome of the grievance process.  Councillor Sue Jelfs seconded the proposal.  There were six votes in favour and four votes against this proposal.  Therefore, the minute was removed.

 

4 May 2016 Minute Number 155/15 – Councillor Colin Astley proposed that with regard to planning application 16/00619/F, in paragraph 4 the word ‘this’ be removed and the reference ‘16/00619/F’ be included between the words ‘application’ and ‘because’.

 

Councillor Colin Astley then proposed that Kevin Lane, Monitoring Officer at Cherwell District Council, be asked whether a motion should have been passed to support the planning application, once the proposal to object to the application was defeated.  Action TG

 

4 May 2016 Minute Number 157/15 – Grievance – Councillor Tony Gill asked for the whole of this minute to be removed so as not to prejudice the outcome of the grievance process.  It was agreed that only an introduction and information on the appointment of Bethan Osborne would be included in the minutes, so as not to prejudice the outcome of the grievance process.

 

Resolved that the minutes of the meeting held on 29 March 2016 and 4 May 2016 be approved with the above amendments.  Action TG

 

6/16        MATTERS ARISING FROM THE MINUTES OF 29 MARCH 2016 AND 4 MAY 2016 – There were no further matters arising from the minutes of the meetings held on 29 March 2016 and 4 May 2016.

 

Resolved that the report be noted.

 

7/16        OPEN FORUM – Andy Green addressed Councillor Tony Gill about the Adderbury Neighbourhood Plan.  Mr Green also addressed the Councillors about their membership of the Adderbury Conservation Action Group (ACAG).

 

Resolved that the reports be noted.

 

8/16        REPORTS FROM COUNTY AND DISTRICT COUNCILLORS – District Councillor Nigel Randall addressed the Parish Council and so too did County Councillor Arash Fatemian.

 

Resolved that the report be noted.

 

9/16                  PLAY EQUIPMENT – Councillor Sue Jelfs updated the Parish Council on the play equipment project.
Resolved that the report be noted.

 

10/16      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:

 

16/00537/LB &              Hook Norton Brewery

16/00536/F                   The Bell Inn High Street Adderbury

Relocate female wc to existing store and create enclosed circulation space to allow patrons protected access to new toilet facilities

 

16/00094/TCA               Mr Darke

Brook House Mill Lane Adderbury

G1 x Alder – Fell

T1, T2, T3, T4 – Cherry – Fell

 

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

 

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:

 

16/00550/ADV              Hamberley Development Group

Land North of Greenhills and Adderbury Bowls Club Oxford Road Adderbury

1 No externally illuminated freestanding sign; 2 No non-illuminated freestanding signs; 3 No non-illuminated flagpoles

 

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

 

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

 

16/00675/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.

 

16/00701/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.

 

16/00727/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)

 

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

 

Resolved that the report be noted.

 

iii)      16/00601/F – Christopher Rawlins Church of England Voluntary Aided Primary School Aynho Road Adderbury – The Parish Council discussed the extension to the 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).

 

Resolved that the Parish Council supports the application, but would voice concern with regard to numbers on role and resulting traffic and parking. Action TG

 

11/16      FINANCE

 

  1. General Power of Competence – The Chairman reported on the General Power of Competence.

 

Resolved that Adderbury Parish Council meets the criteria for eligibility relating to the electoral mandate and relevant training of the Clerk and has the General Power of Competence.

 

  1. Bank Reconciliations and Breakdown of Parish Council Funds – Prior to the meeting, the Clerk had circulated the bank reconciliations as at 12 May 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.

 

  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 2016

£847.07

T Goss – Expenses for May 2016

£49.37

Andrew Barnes – Adderbury Tree Survey and Reports

£746.00

S Cochrane – Clearing the gutters at the Lucy Plackett Activity Centre

£50.00

Rascal Horticultural Services – Allotment and Cemetery Work

£200.00

Thomas Fox Landscaping – Grass cutting for April 2016

£603.00

Thomas Fox Landscaping – Grass cutting for March 2016

£603.00

Mr R Atkinson – Expenses for The Lakes

£114.45

 

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

 

T Goss – April salary

£833.34

T Goss – April expenses

£40.17

Aderbury.org – (From New Homes Bonus) to support the village web site

£400.00

TaxAssist – Payroll services for 2016/2017

£240.00

Arrow Accounting – Internal Audit Fees 2015/2016

£243.63

 

iii)       Accounts 2015/2016

 

  1. Annual Return for the year ended 31 March 2016

 

The Parish Council considered the Statement of Accounts (Section 1) and the Statement of Assurance (Section 2).

 

Resolved that these be approved and signed by the Chairman and the Clerk.  Action TG

 

  1. End of Year Accounts as at 31 March 2016

 

The Parish Council considered the Receipts & Payments Account as at 31 March 2016.

 

Resolved that these be approved and signed by the Chairman and the Clerk.  Action TG

 

  1. iv) Internal Audit Report 2015/2016 – Prior to the meeting the internal auditor’s report be 2015/2016 had been circulated to the Parish Council.

 

The Internal Auditor had reported that four issues needed to be addressed and the Clerk had circulated an action plan.

 

Resolved that the internal auditor’s report and the action plan, be approved.

 

  1. v) Bollards in Church Lane – The Parish Council discussed the proposed bollards in Church Lane.

 

Resolved that:

 

  • the installation of the bollards be approved,
  • the County Council be asked to confirm the exact location and the total cost of the installation: Action TG
  • the above information be provided to the residents in the area, as well as confirmation of the financial contributions they would be prepared to make. Action TG

 

  1. vi) Access to Public Right of Way – The Parish Council discussed the access of the public right of way in West Adderbury.

 

Resolved that request for £200 to replace a stile with a kissing gate, be approved.  Action TG

 

vii)      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

 

  • the basic allowance and Chairman’s allowance not be paid;
  • the payment of expenses relating to travel and subsistence be approved; and
  • the payment of expenses relating to paper and ink be approved.

 

viii)     Adderbury Cemetery – The Parish Council discussed the burial fees for 2016/2017 and the burial regulations.

 

Resolved that:

 

  • Condition 11 of the undertakers’ regulations be amended to read:

 

Grave spaces will be used in rotation.  All graves are suitable to be dug as double depth graves.  Should any stone be encountered during the grave digging process, it will be the undertakers’ responsibility to ensure the necessary equipment is used to remove the stone.  This will be at the cost of the undertaker, not the Parish Council.  No two adjacent grave spaces will be allocated instead of a double plot due to the undertakers’ not being able to remove the stone. Action TG

 

  • burial fees be increased by 5% for 2016/2017. Action TG

 

12/16      PARISH COUNCIL MATTERS

 

  1. Co-option – The Chairman reported that there had been two applications for co-option onto the Parish Council.

 

The Chairman proposed that the co-option should go ahead at the meeting and this was seconded by Councillor Chris Shallis.

 

There were five votes in favour of the proposal and five against.  The Chairman used her casting in favour of the proposal and it was carried.

 

Councillor Gill then requested a recorded vote.

 

Those in favour of Steven Cox were Councillors Diane Bratt, David Griffiths, Ann Lyons, Martin Rye and Chris Shallis.  (5)

 

Those against were Councillors Ian Asbury, Colin Astley, David Bradley and Sue Jelfs.  (4)

 

Councillor Tony Gill abstained.  (1)

 

Those in favour of Peter Burrows were Councillors Ian Asbury, Colin Astley, David Bradley, Tony Gill and Sue Jelfs.  (5)

 

Those voting against Peter Burrows were Councillors Diane Bratt, David Griffiths, Ann Lyons, Martin Rye and Chris Shallis.  (5)

 

As there were 5 votes in support of each candidate, the Chairman used her casting vote, in favour of Mr Cox.

 

Resolved that Steven Cox be co-opted onto the Parish Council.  Action TG

 

  1. Appointment of Council Representatives & Council Working Parties – This item was deferred to the next meeting.

 

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

 

  • Staffing Committee – Prior to the meeting, the minutes of the Staffing Committee meeting held on 25 April 2016 had been circulated to the Parish Council.

 

Resolved that the minutes be noted.

 

  1. Parish Council Documents/Policies – Prior to the meeting, the following documents and policies had been circulated to the Parish Council.

 

  • 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

 

Resolved that the above documents be reviewed by a Working Group and prior to work commencing, this be discussed further at the next meeting.  Action TG

 

  1. Parish Council Web Site and Mobile App – This item was deferred to the next meeting.

 

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

 

  1. Adderbury Neighbourhood Plan (ANP) – Sam Brown, Chairman of the ANP Steering Group gave an update on the ANP and advised that work would now restart on the project.

 

Resolved that the report be noted.

 

  • Parish Council Surgeries – Councillors Martin Rye and Stuart Phipps had attended the previous Parish Council surgery and advised on one issue which had been raised.

 

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 and the Clerk to check with Andrew Barnes, whether this work is covered in the tree survey and schedule of work.  Action TG

 

  • Katharine House Hospice – The Chairman reported that a letter had been received from the Hospice.

 

Resolved that:

 

  • the report be noted;
  • the Hospice be invited to make a presentation to the Annual Parish Meeting in 2017;
  • the Katharine House Hospice link from the Parish Council’s web site, be discussed as part of the review of the web site; and
  • the grant application be considered at the next meeting, when all other applications for grant funding will also be considered.

 

13/16      VILLAGE MATTERS

 

  1. Adderbury Library – Prior to the meeting, Patricia Leeman had submitted a report to the Parish Council, reporting on her last FOCAL meeting as the Parish Council representative.

 

Resolved that the report be noted.

 

  1. Health and Safety

 

  • the play area inspection at The Rise – Councillor David Griffiths reported that there were no issues.

 

  • the play area inspection at the Lucy Plackett Playing Field – Councillor Ann Lyons reported that the ropes and netting needed to be replaced. It was suggested that Playdale be contacted for a quote.

 

  • Adderbury Lakes – The Chairman reported that a tree had fallen down and landed on a neighbours fencing. However, the situation had now been rectified.

 

Resolved that:

 

  • the reports be noted; and
  • Playdale be contacted for a quote to replace the ropes at the Lucy Plackett Play Area. Action TG

 

  • Milton Road/Horn Hill Road Traffic Calming Feasibility Study – This item was deferred to the next meeting of the Parish Council.

 

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

 

  1. 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. Biodiversity Project – The Chairman reported to the Parish Council, on a meeting which had been held on 5 May 2016 with residents at The Rise with regard to the biodiversity project.

 

Resolved that the report be noted.

 

  • Day of Dance 2016 – Prior to the meeting, Councillor David Griffiths had circulated a report advising on the success of the Day of Dance 2016.

 

Resolved that:

 

  • the report be noted; and
  • Councillor Griffiths be thanked for his efforts in organising the road closures for the day.

 

  • HM The Queen’s 90th Birthday Celebrations – Prior to the meeting, Councillor David Griffiths had circulated a report outlining the celebrations to mark HM The Queen’s 90th Birthday on Saturday 4 June 2016.

 

Resolved that the report be noted.

 

14/16      CORRESPONDENCE – The Chairman advised that a letter had been received from FOCAL thanking the Parish Council for facilitating the donation of £2000 from Hamberley Developments Limited in support of maintaining the library opening hours.

 

THE LUCY JANE PLACKETT CHARITY

(Following three items only)

 

15/16      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.

 

Resolved that:

 

  • the report be noted;
  • the Clerk to enquire into the details of the Trustees responsibilities from the Charity Commission and this be discussed further at the next meeting.

                        Action TG

 

16/16      USE OF THE PLAYING FIELD FOR A WEDDING – The Chairman reported that a request had been received for the use of the playing field for a wedding reception marquee and for landing a helicopter.

 

              Members felt that because it was a public area, it was not appropriate for it to be used for private functions or landing a helicopter.

 

              Resolved that the request be refused.  Action TG

 

17/16      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 the Chairman and Councillor Ann Lyons to meet Dave Chandler on site to discuss the work.  Action TG

 

18/16      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 19/16 & 20/16 on the grounds that it could involve the likely disclosure of private and confidential information which was not in the public domain.

 

19/16      LAND AT ADDERBURY COURT – The Chairman updated the Parish Council on the land at Adderbury Court and issues surrounding it.

 

Resolved that the report be noted.

 

20/16                GRIEVANCE – There was no discussion on this item.

 

              Resolved that the report be noted.

 

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

 

21/16                MEETING DATES – The Parish Council noted the following meeting dates, all commencing at 7.30pm at the Church House (unless otherwise stated):

 

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

 

22/16      ITEMS FOR THE NEXT AGENDA

 

  1. Hedge at Rawlins Close amenity area
  2. Web site and mobile app
  3. Set up a working group to look at the grant application form
  4. Milton Road/Horn Hill Road Feasibility Study
  5. Drainage Issues at Adderbury Cemetery
  6. Twyford Road Noise and Traffic Issues
  7. Consultation on SNC Local Plan (for information only)
  8. Lucy Jane Plackett Charity
  9. Appointment of Council Representatives & Council Working Parties

 

(The meeting closed 10.10 pm)