Minutes – 25 October 2016

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Adderbury Parish Council Minutes 25 October 2016

MINUTES OF THE MEETING HELD AT THE CHURCH HOUSE, ADDERBURY ON TUESDAY 25 OCTOBER 2016 AT 7.30 PM

 

PRESENT:    Councillor Diane Bratt (Chairman); Councillors Colin Astley, Steven Cox, Tony Gill, Sue Jelfs, Ann Lyons and Chris Shallis.

 

ALSO IN ATTENDANCE:  Trish Fennell, District Councillors Chris Heath and Andrew McHugh and nine members of the public.

 

The Chairman advised that should anyone wish to record the meeting, they could do so.  Councillor Tony Gill advised that he would be recording the meeting.

 

The Chairman welcomed members of the public to the meeting.

 

73/16    APOLOGIES – The Clerk reported that Parish Councillors Ian Asbury, David Bradley, Penny Clarke, David Griffiths and Martin Rye had submitted their apologies.  District Councillor Mike Bishop also submitted his apologies.

 

The Chairman proposed that the apologies from Councillor David Bradley should not be accepted because since he had been elected in May 2016, he had only attended two Parish Council meetings and was not fulfilling his obligations as a Parish Councillor.

 

Proposed by Councillor Diane Bratt

Seconded by Councillor Chris Shallis

 

This motion was not carried with three votes in favour of the motion and four votes against.

 

Resolved that:

 

  • the apologies from Councillors Ian Asbury, David Bradley, Penny Clarke, David Griffiths and Martin Rye be accepted; and
  • Councillor David Bradley be asked for further details about why he is unable to attend Parish Council meetings and fulfil his obligations as a Parish Councillor. Action TG

 

74/16    DECLARATIONS OF INTEREST:    All Councillors declared an interest because they were Trustees of the Lucy Plackett Playing Field.

 

Councillor Steven Cox declared an in interest item 82/16 (i) Accounts, because he was on the payments list to receive a reimbursement for travel expenses to a training course.

 

Councillor Steven Cox also declared an interest in item 82/16 (v) Rights of Way/Section 106 Funds, because he was a member of Ramblers’ Association.

 

Resolved that the interests be noted.

 

75/16    MINUTES – The minutes of the meetings held on 13 September 2016 and 20 October 2016 were taken as read, duly adopted and signed by the Chairman.

 

            Resolved that the minutes of the meetings held on 13 September 2016 and 20 October 2016 be approved.

 

76/16    MATTERS ARISING FROM THE MINUTES OF 13 SEPTEMBER 2016 AND 20 OCTOBER 2016 – There were no matters arising.

 

77/16    OPEN FORUM – Mrs Val Scarff advised the Parish Council that Andrew Donaldson, as well as Mark Jones, had helped to clear the brook.

 

In addition, it was reported by another resident that the street light on the bridge between St Mary’s Church and Dog Close was now working.

 

The members of the public were thanked for their reports.

 

78/16    REPORTS FROM COUNTY AND DISTRICT COUNCILLORS – There were no reports.  County Councillor Arash Fatemian had emailed the Clerk to advise that he would be circulating a report via email shortly.

 

Resolved that the report be noted.       

 

79/16    PLAY EQUIPMENT PROJECT:  Prior to the meeting, Councillor Sue Jelfs had circulated a progress report on the play equipment project.

 

Resolved that the report be noted.       

 

80/16    GRIEVANCE – The Chairman reported that both the Independent Appeal Panel and the Parish Council’s Grievance Panel had upheld the Clerk’s Grievance, which included the Clerk’s request for an acceptable apology.

 

Councillor Gill read out an apology to the Clerk.  The Clerk advised that she had noted the apology from Councillor Gill.  She would consider it after she had taken advice from her professional representative and respond accordingly in due course, via Councillor David Griffiths, as Chairman of the Staffing Committee.

 

Resolved that the report be noted.       

 

81/16    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:

 

16/00233/TCA               Mr S Satchwell

Hill House, Oxford Road, Adderbury

Tree works

 

16/00236/TCA               Mr Chris Cudahy

Westway House, Hornhill Road, Adderbury

Tree works

 

16/01819/F                    Mrs Margaret Grace

Cobb Cottage 5 Mill Lane Adderbury

Natural ironstone extension to rear of property with natural slate roof incorporating 3 No conservation rooflights; internal alterations and removal of timber shed replacement with timber garden studio – revised proposals to previously approved applications 15/00960/F and 16/00978/F

 

16/01796/LB                  Mrs Lois Lere

2 Stud Farm Cottages East End Adderbury

Replacements to 2 no. ground floor windows and 2 no. upper floor windows

 

16/00431/DISC              Mr Pete Flemming

Pebsham Cottage Aynho Road Adderbury

Discharge of condition 5 (floor and lime plaster sample) and partial discharge of conditions 4 (tile, guttering and timber cladding samples) and 6 (doors, windows and rooflight details) of 14/02125/LB

 

16/00268/TCA               Mr Steven Satchwell

Hill House Oxford Road Adderbury

T1 x Silver Birch – Remove

T2 x Yew – Crown lift by up to 2 meters by removing lowest lateral on south eastern side. Reduce remaining over hanging branches on south eastern side by up to 1.5 meters up to a height of 3.5 meters

 

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:

 

16/01860/LB                 Mr & Mrs Jacob and Harriet Potts

Ivy House Church Lane Adderbury

Conversion and extension of detached former Coach House outbuilding to form living accommodation (annexe)

 

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

 

16/01955/CLUE             Ms Katie Macdonald

Adderbury Hill Barn Milton Road Adderbury

Certificate of Lawfulness of Existing Use – Construction of outdoor arena and perimeter boarding (see plan ref nos. 902-1A and 902-2) and use of land and buildings for equestrian purposes (see plans attached to statutory declaration for Katie Macdonald and red line plan version of plan 902-1A)

 

16/01628/F                   Dematic Ltd

Balliol House Trinity Way Adderbury

Erection of a 7 x 4 m single storey entrance lobby and the respraying of existing cladding panels from cream to grey

 

16/00285/TCA               Mrs Beverley Hawkins

Tryad House High Street Adderbury

T1 x Conifer – Fell and replant with 1 x Acer

 

16/01910/F &                Mr Paul Godden

16/01911/LB                 Tarvers Lock Cottage Aynho Road Adderbury

Single storey cloakroom extension

 

16/02031/F &                Greene King

16/02032/LB                 The Red Lion The Green Adderbury

Single storey extension to rear with a mono-pitched roof to house a new disabled WC

 

16/00299/TCA               Ms Annie Adene

Eridge House Horn Hill Road Adderbury

T1 x Magnolia – Crown reduction by up to 3.0m, Crown thin by 20%

T2 x Indian Bean Tree (Catalpa bignonioides) – Crown lift to 4m

 

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

 

Resolved that the report be noted.

 

iii)         16/01939/F – The Parish Council considered a planning application which had been submitted by Oxfordshire County Council for the erection of a detached two storey cottage, parking and garden (resubmission of 16/01218/F) at land east of Adderbury House Lodge, Lake Walk, Adderbury.

 

Resolved that the Parish Council feels that the issues in its original objection to 16/1218/F have not been addressed and now objects to planning application 16/01939/F, on the same grounds as previously stated, as well as highway concerns.

 

Proposed by Councillor Colin Astley

Seconded by Councillor Tony Gill

Vote: unanimous

 

82/16    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 – October 2016 salary £855.20
T Goss – Expenses for October 2016 £53.67
Adderbury Parish Institute – Room hire for ANP £40.00
CPRE – Annual subscription £36.00
Thomas Fox Landscaping – Grass cutting for September 2016 £603.00
Prysebros Ltd – Weed control £528.00
S Cochrane – Gutter clearance at the LPAC £50.00
Mr N Fennell – ANP expenses £94.56
Mr S Cox – Travel expenses for training course £22.60
Buryhook Countryside Management – Works at Lakes £20,592
Mr D Chandler – Works to the noticeboards £300.00
Mrs S Brown – Expenses for the ANP £32.00
T Goss – Petty cash top-up £50.00
Cherwell District Council – Emptying Dog bins for summer period £1153.15
Rascal Horticultural Services – Allotment and Cemetery Maintenance £200.00

 

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

 

                        Payee Amount
B R Coleman – Ditch clearance at the cemetery £600.00
Dom Stapleton Associates Ltd – Independent Grievance Panel £863.36
Native Forestry – Works at the Lakes £90.00
Green Scythe Ltd – Grass cutting at the LPPF for August 2016 £400.00
Kim Bedford – Independent Grievance Panel £381.56

 

  1. ii) Bank Reconciliations and Breakdown of Parish Council Funds – Prior to the meeting, the Clerk had circulated the bank reconciliations as at 25 October 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
  • investigations be made into moving funds into a different bank accounts so that no more than £75,000 is held by one particular bank. Action TG

 

iii)         Internal Audit for 2016/2017 – Prior to the meeting, the letter of engagement from Arrow Accounting had been circulated to the Parish Council, for the internal audit for 2016/2017.

 

Resolved that Arrow Accounting be appointed as the internal auditor for 2016/2017.  Action TG

 

  1. iv) Church Lane Bollards – The Chairman reported that she had met with Highways Officers from the County Council and the cost to install ten bollards outside of the Old Vicarage was £1550, plus VAT. The Clerk had written to all residents to ask if they would be willing to make a donation towards them and so far, two had replied and the donations totalled £550.

 

Resolved that the ten bollards in Church Lane, outside of the Old Vicarage House, be approved.  Action TG

 

Proposed by Councillor Diane Bratt

Seconded by Councillor Ann Lyons

Vote: unanimous

 

  1. v) Rights of Way/Section 106 Funds – Prior to the meeting, Councillor Steven Cox had circulated a report on improvements to the footpaths around the village.

 

Resolved that the report from Councillor Steven Cox be forwarded to Sarah Aldous at the County Council for action and a site meeting also be requested.  Action TG

 

Proposed by Councillor Colin Astley

Seconded by Councillor Sue Jelfs

Vote: unanimous

 

83/16    PARISH COUNCIL MATTERS

 

  1. Adderbury Neighbourhood Plan (ANP) – Prior to the meeting the pre-submission ANP had been circulated to the Parish Council.

 

The Chairman thanked the ANP team for all their hard work on the Plan.

 

The Parish Council discussed a number of corrections and issues which Councillor Gill had with the Plan.  As a result 3 motions were proposed:

 

  1. It was proposed that all responses on the ANP should go directly to Sam Brown as Chairman of ANP Steering Group.

 

Councillor Tony Gill requested a recorded vote.

 

Proposed by Councillor Sue Jelfs

Seconded by Councillor Colin Astley

 

For – Councillors Colin Astley, Tony Gill and Sue Jelfs.

Against – Councillors Diane Bratt, Steven Cox, Ann Lyons and Chris Shallis.

 

The motion was not carried.

 

  1. b) It was proposed that the Parish Council’s decision regarding the use of land on Milton Road north, be delayed by at least 2 years when community views could be sought.

 

Councillor Tony Gill requested a recorded vote.

 

Proposed by Councillor Tony Gill

Seconded by Councillor Colin Astley

 

For – Councillors Colin Astley, Tony Gill and Sue Jelfs

Against – Councillors Diane Bratt, Steven Cox, Ann Lyons and Chris Shallis

 

The motion was not carried.

 

  1. c) It was proposed that unless there was a unanimous vote by the Parish Council to support the proposed ANP, individual councillor’s views should be published as part of the ANP pre-submission.

 

Councillor Tony Gill requested a recorded vote.

 

Proposed by Councillor Colin Astley

Seconded by Councillor Sue Jelfs

 

For – Councillors Colin Astley, Tony Gill and Sue Jelfs

Against – Councillors Diane Bratt, Steven Cox, Ann Lyons and Chris Shallis

 

The motion was not carried.

 

The Chairman then directed the Parish Council back to the original proposal to submit the ANP for the pre-submission stage of the Neighbourhood Plan process.

 

Councillor Tony Gill requested a recorded vote.

 

Resolved that the pre-submission ANP be submitted to Cherwell District Council, subject to minor admin changes/typos and general tidying up of the document.  Action SB/ ANP Team

 

Proposed by Councillor Diane Bratt

Seconded by Councillor Ann Lyons

 

For – Councillors Diane Bratt, Steven Cox, Ann Lyons and Chris Shallis

Against – Councillors Colin Astley, Tony Gill and Sue Jelfs

 

The motion was carried.

 

  1. Parish Council Surgeries – Prior to the meeting, the Parish Council had received a report regarding the issues which had been reported by residents at the last Parish Council surgery. Issues which had been reported were with regard to grass cutting, trees in Twyford Avenue and the clearing of the stream.

 

Resolved that the issues and subsequent action be noted.  Action TG

 

  • Health and Safety – The Parish Council received the following health and safety reports:

 

  • The Rise; The Chairman reported that The Rise play area was fine;
  • Lucy Plackett Playing Field; Councillor Ann Lyons advised that there were no problems. The netting on the play equipment still needed to be repaired and Councillor Sue Jelfs would follow up on this; and
  • Adderbury Lakes; The Chairman reported that there were no issues and the paths were in excellent condition.

 

Resolved that the report be noted.

 

  1. Adderbury Lakes – Prior to the meeting, the Chairman had circulated a progress report on the work to the footpaths at Adderbury Lakes LNR which has been recently completed.

 

Resolved that the report be noted.

 

84/16    VILLAGE MATTERS

 

  1. Clearing of The Brook – The Chairman reported that Mark Jones and Andrew Donaldson had kindly completed work to clear the brook, clear St Mary’s Church graveyard and had burnt all the rubbish. The Clerk was asked to send letters of thanks to Mr Jones and Mr Donaldson, on behalf of the Parish Council.

 

Resolved that letters be sent to Mark Jones and Andrew Donaldson thanking them for all their work and community spirit.  Action TG

 

  1. Adderbury Library – Prior to the meeting, the Parish Council received a report from the FOCAL representative, Councillor Ann Lyons.

 

Resolved that the report be noted.

 

  • Horton Hospital – The Chairman advised the Parish Council that a letter had been received from Keith Strangwood, Chairman of the Keep the Horton General and Peter Fisher, former Horton Consultant advising of the current situation with the maternity services at the Horton Hospital.

 

Resolved that:

 

  • a letter supporting the ‘Keep the Horton General’ be sent to Bruno Holthof, Chief Executive OUHFT, Councillor Yvonne Constance, Chairman of the Health Overview and Scrutiny Committee at Oxfordshire County Council, Save the Horton Campaign and Victoria Prentis MP; and  Action TG
  • the Parish Council liaises with District Councillor Andrew McHugh who is also working on this matter. Action TG

 

Proposed by Councillor Colin Astley

Seconded by Councillor Chris Shallis

Vote: unanimous

 

  1. Twyford Road Noise and Traffic Issues – The Parish Council received an update from Councillor Colin Astley on the traffic issues on Twyford Road. The Chairman also highlighted an email which had been received from Mr Reuben Brown about the Twyford estate being used as a rat run and as Mr Brown was in attendance at the meeting, he also addressed the Parish Council on this matter.

 

Resolved that:

 

  • the report be noted;
  • Councillors Colin Astley and Martin Rye and resident Nigel Wood, to meet with Oxfordshire County Council to discuss the future consultation process on planning applications from Cherwell Silos, structural issues with the bridge, road surface treatment to Twyford Road and any analysis they may receive from the recent traffic surveys in the locality; Action CA
  • Councillor Colin Astley to draft a letter for the Clerk to send to Cherwell District Council requesting its help on mapping for noise; Action CA/TG
  • a meeting with Cherwell Silos be requested to explore what they can do to assist with reducing the noise issues; Action CA
  • Councillor David Griffiths be consulted about traffic surveys which have already been carried out around the Rochester Way area of Twyford; Action TG
  • the County Council be consulted on whether there can be a 20mph speed limit in the village, including Twyford as well as ‘access only’ signs on specific problem roads in the village, such as the roads through Twyford and Horn Hill Road and through the village centre; Action TG
  • the County Council be asked to check the traffic lights sequence at the junction of the A4260 and Aynho Road (by the School) to address the issue of long traffic queues, particularly on week days. Action TG

Vote: unanimous

 

85/16    CORRESPONDENCE – There was no further correspondence.

 

The Lucy Jane Plackett Charity

 

86/16    PARTY IN THE PARK – The Parish Council considered a request from the Party in the Park Committee for use of the Playing Field for the event on 17 June 2017.

 

Resolved that:

 

  • the request from Party in the Park Committee for use of the Playing Field for the event on 17 June 2017 be approved; and
  • the Party in the Park Committee be asked to include Councillor Chris Shallis on the Committee to address the Parish Council’s concerns about noise and security. Action TG

 

Proposed by Councillor Steven Cox

Seconded by Councillor Ann Lyons

Vote: unanimous

 

87/16    MEETING DATES – Future meeting dates are as follows, and will commence at 7.30pm at the Church House, Adderbury, unless stated otherwise:

 

  • No meeting in November 2016
  • 6 December 2016 at the Methodist Hall, Adderbury
  • 17 January 2017
  • 28 February 2017
  • 28 March 2017
  • 12 April 2017 (Adderbury Annual Parish Meeting at the Methodist Hall, Adderbury)
  • 28 April 2017

 

Resolved that the report be noted.

 

88/16    Items for the Next Agenda

 

  1. 65/16 minutes – next meeting Manor Road traffic, Councillor Colin Astley
  2. Grass cutting
  3. Parish Council documents working group

 

 

 

 

 

 

Meeting closed 9:15pm