Minutes – 13 September 2016

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Adderbury Parish Council Minutes 13 September 2016

MINUTES OF THE MEETING HELD AT THE CHURCH HOUSE, ADDERBURY ON TUESDAY 13 SEPTEMBER 2016 AT 7.30 PM

 

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

 

ALSO IN ATTENDANCE:  Trish Fennell, County Councillor Arash Fatemian and 11 members of the public.

 

APOLOGIES: Councillor David Bradley submitted his apologies because he was unwell and these were accepted.  Councillor David Griffiths submitted his apologies because he was on holiday and these were accepted.  Apologies were also received from Theresa Goss, Clerk and Responsible Financial Officer.

 

In the absence of the Clerk and Responsible Financial Officer, the minutes were taken by Trish Fennell, and the Chairman thanked her for this.

 

The Chairman advised that should anyone wish to record the meeting, they could do so.  Resident Nigel Wood asked if he could record the meeting and permission was granted.

 

The Chairman welcomed members of the public.

 

56/16    DECLARATIONS OF INTEREST:    All Councillors declared an interest as Trustees of the Lucy Plackett Playing Field.  Councillor Steven Cox declared an interest in minute number 63/16 (v) relating to Rights of Way because he belonged to the Ramblers Association.  The Chairman declared an interest in minute number 68/16 because one quote was from her nephew, so she did not take part in this discussion or vote.

 

Resolved that the interests be noted.

 

57/16    MINUTES – The minutes of the meeting held on 26 July 2016 2016 were taken as read, duly adopted and signed by the Chairman.  It was noted that the appendix of working groups discussed in June did not include the new ‘Grant’ Group.

 

With regard to Item 15 – the Grievance/Staffing Committee – it was noted that Councillor Gill wished it to be known that he had abstained from the vote, rather than be ineligible to vote. The Chairman reminded APC that ineligible was what had been stated previously.

 

            Resolved that these points be noted.

 

58/16    MATTERS ARISING FROM THE MINUTES OF 26 JULY 2016

 

The Chairman and Councillor Ian Asbury had met at the Friends Meeting House to look at the repairs and proposed works to be carried out.  The Chairman felt that the matter needed more consideration and it would be discussed later in the meeting, when the press and public had been excluded.

 

Councillor Gill wished it to be noted that he had requested use of the Lucy Placket Playing Field on 9 July 2017 as the date for next year’s Three Spires Challenge.

 

            Proposed by the Chairman

Seconded by Councillor Asbury

 

59/16    OPEN FORUM – John Glover, resident of Dog Close asked for further details regarding a letter that had been sent to CDC planning department in July – a month after the PC meeting – and who had prompted the letter – a member of the Parish Council or member of the public.  He would like to see the Parish Council work more as a team without as much rancour.

 

             Nigel Wood made reference to the resignation of District Councillor Nigel Randall, stating that he had been a conscientious and effective District Councillor.  He also asked a series of questions challenging the process of the imminent online Neighbourhood Plan questionnaire.  The Chairman commented that the NP team were following the advice of the professional consultant and assured him that the questionnaire would be honourably and properly seen through to its conclusion.

 

60/16    REPORTS FROM COUNTY AND DISTRICT COUNCILLORS – There were no reports but District Councillors Christine Heath and Mike Bishop were present at the meeting.

 

The Chairman proposed that the Parish Council should give a vote of thanks to Nigel Randall for all his work on behalf of Adderbury and the wider community and the Chairman and to send him a letter of thanks.  Action TG

 

61/16    PLAY EQUIPMENT PROJECT:  Councillor Jelfs reported on the progress with the play equipment project and circulated a poster illustrating some possible pieces of equipment for use by older children that could be situated near to the MUGA equipment.

 

Resolved that the report be noted.       

 

62/16    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:

 

16/00210/TCA               Humphries Ltd

Le Hall Place Cottage, Manor Road, Adderbury

Tree works

 

16/00202/TCA               1 Church Close, Adderbury

T1, T2, T3 x Lime – Pollard back to main trunks, for purpose of general maintenance and good husbandry

 

16/00191/TCA               Mrs Allpress

1 Adderbury Park, Adderbury

T1 x Cherry – reduce by up to 40% and shape remaining canopy

 

16/01364/F                    Mr Peter Dubber

20 Rawlins Close Twyford

Conversion of 2 integral garage spaces into living accommodation

 

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:

None

 

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.

 

63/16   FINANCE

 

  1. i) Parish Council Insurance – Prior to the meeting, the Clerk had circulated quotes for the parish Council’s insurance policy, which was due to be renewed on 29 September 2016.

 

Resolved that a three year long term agreement be approved with Came and Company.  Action TG

 

Proposed by the Chairman

Seconded by Councillor Ian Asbury

 

  1. Accounts – The Clerk submitted to the Parish Council, the accounts to be paid.

 

Payee Amount
T Goss – September 2016 salary £858.40
T Goss – Expenses for September 2016 £22.05
HMRC – Quarterly payment £214.18
OALC – Good Councillors’ Guides £50.40
RCOH Ltd – Work on Adderbury Neighbourhood Plan £1590.00
Viking – Stationery and Ink £104.32
Thames Water – Rates for the allotments £19.96
Thomas Fox Landscaping – Grass cutting for August 2016 £603.00
BDO LLP – External audit 2015/2016 £360.00
Came and Company – Parish Council insurance £999.16
BJ Perkins – Remedial works and kerb lowering at the Lakes £624.00
Roger Dickinson – Adderbury Leisure Survey – Survey Monkey fee £300.00
Green Scythe Ltd – Grass cutting the LPPF in July 2016 £310.80
Rascal Horticultural Services – Works at the allotments and cemetery £380.00
Bloxham Mill Ltd – Room hire for grievance meetings £90.00

 

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

 

Payee Amount
Rascals Horticultural – Works at the allotments and cemetery £215.00
Green Scythe Ltd – Grass cutting at the LPPF £548.40
Thomas Fox Landscaping – Grass cutting for July 2016 £1206.00
Bloxham Mill Ltd – Room Hire £54.00
University of Oxford – Tree works £192.00

 

                        Proposed by Councillor Ian Asbury

Seconded by Councillor Chris Shallis

 

  1. ii) Bank Reconciliations and Breakdown of Parish Council Funds – Prior to the meeting, the Clerk had circulated the bank reconciliations as at 13 September 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.

 

Proposed by Councillor Martin Rye

Seconded by Councillor Ann Lyons

 

iii)       Quarterly Budget Monitoring Report – The Parish Council received a quarterly budget monitoring report from July to September 2016.

         

          Resolved that the report be noted.

 

Proposed by Councillor Ian Asbury

Seconded by Councillor Martin Rye

 

  1. iv) External Audit Report 2015/2016 – Prior to the meeting, the report from BDO, the external auditor, for 2015/2016 had been circulated to the Parish Council. No issues had been highlighted by the external auditor.

 

Resolved that the report be noted.

 

Proposed by Councillor Ian Asbury

Seconded by Councillor Martin Rye

 

  1. v) Section 106 Funds – The Parish Council discussed the Section 106 funds being spent on public rights of way, by Oxfordshire County Council. It was agreed to put this on the next agenda whilst noting that 2 stiles in the horse field at the end of Manor Road heading towards Milton and on the Adderbury Circular walk needed some attention.

 

Resolved that Councillor Cox leads on this discussion ready for next meeting’s agenda, and all Councillors review PRoWs in the meantime.  Action SC/TG

 

  1. vi) Notice boards – The Parish Council considered a quote from Dave Chandler to refurbish two notice boards in the village. It was noted that the notice board at the Institute was also in need of refurbishment and Mr Chandler had been asked to quote for its repair which he would be asked to include with his original schedule.

 

Resolved that Dave Chandler be authorised to carry out the refurbishment of the noticeboards at the Parish Institute and the two on Horn Hill Road (by the Oak tree).  Action TG

 

64/16    PARISH COUNCIL MATTERS

  1. Adderbury Neighbourhood Plan – Nick Fennell gave the following update on the Neighbourhood Plan:

 

The ‘ANP Steering Group’ had been working hard over the summer. Guided by the objectives of TAP, Group had now produced a set of draft policies. Due to new opportunities they required further input from the community on their views on future leisure facilities.

 

An online questionnaire would be available on www.adderbury.org from 14 September

2016 until 30 September 2016.

 

Two public consultation meetings would also be held to present the opportunities, discuss the options and provide information on the other policies in the plan. The two meetings were on Wednesday 14 September 2016 at 7pm at the Parish Institute and on Saturday morning at 10am Christopher Rawlins Primary School.

 

The meetings would emphasise the point that, on the recommendation of our consultant, the ANP would focus exclusively on development policies – and that issues around traffic, education, and other matters would be taken up in a new Parish Plan in 2017

 

Following the results of the questionnaire, new policies would be drafted on leisure facilities and a pre-submission version of the plan would be submitted to the Parish Council for approval on 25 October 2016.  Subject to this approval, the ANP would then go out to public consultation for 6 weeks.

 

The Steering Group urged everyone to have their say by coming along to one of the meetings and filling in the online questionnaire at www.adderbury.org.

 

                         Resolved that the report be noted.

  1. Parish Council Surgeries – The Parish Council received a report regarding the issues which were reported at the last surgery. Mrs Enid Frost had voiced local residents’ concerns about the speed of traffic in Manor Road.   They had requested speed humps but these were impractical because of lack of street lighting.  Further thought would be given to the problem by the traffic calming working group. The Clerk has already also replied to Mrs Frost.

Resolved that the report be noted.

 

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

 

  • Steven Cox would inspect the play area at The Rise;
  • There were no issues at the Lucy Plackett Playing Field, but Councillor Sue Jelfs would ask Playdale if it would be possible to refurbish the main climbing frame and at what cost; and
  • Adderbury Lakes from Councillor Diane Bratt – The Lakes were currently closed because of pathway improvements. Information of the reopening would be posted on the Parish Council and village websites.

Resolved that the report be noted.

 

  1. Village Areas of Responsibility – The Parish Council had previously discussed appointing individual Councillors to particular areas of the village for monitoring purposes. Advice had also been sought from the Parish Council’s insurance company on this matter and they had confirmed that the insurance did cover anything that was the responsibility of the Parish Council, but not other areas. These should be reported to the relevant authority, which was what the Parish Council intended.

 

With the exception of Councillor Tony Gill, all councillors were willing to carry out the monitoring of their allotted areas.  Councillor Chris Shallis offered to cover the area that had been allotted to Councillor Gill.  It was agreed to add a disclaimer to the paperwork.

 

Resolved that Councillors take responsibility for reporting any ‘fault’ in their areas to the Clerk, who will pass on information to the relevant authority.  Action ALL except TGILL

 

Proposed by Councillor Martin Rye

Seconded by Councillor Chris Shallis

 

  1. Reporting of the Open Forum – The Parish Council discussed how fully items brought up by members of the public during the open forum, should be detailed within the minutes. As it had already been agreed at a previous meeting to only publish resolutions made rather than full minutes it was decided that only a concise account of the nature of matters raised needed to be reported.

 

Resolved that only a concise account of the nature of matters raised needed to be reported.  Action TG

 

65/16    VILLAGE MATTERS

 

  1. Adderbury Library – The Parish Council received a report from the FOCAL representative, Councillor Ann Lyons. John Prentice had been appointed the new Membership Secretary of FOCAL and he would also update their website.  The reading challenge had been a success with between `140 and 150 taking part.  More readers from other areas were using the library as Neithrop library was closed for 3 months for refurbishment.  The school was using the library on Thursday mornings as the mobile van had stopped coming.  The Science Day had been a success and 20 new books had been given to the library in thanks for holding the event.  The FOCAL AGM would be held on 27 September 2016 at 7.30 pm in the Library.

 

Resolved that the report be noted.

 

  1. Traffic Calming – The Parish Council discussed the Milton Road/Horn Hill Road Feasibility Study, including a report on the views of residents on speed reductions measures in West Adderbury (including Manor Road) and the impact of the temporary traffic calming signs. After some discussion on a report that Councillor Astley had prepared regarding Traffic Calming it was agreed to talk to OCC about the feasibility of temporarily closing off the road on the right hand side of the oak tree at the top of Horn Hill Road meaning that traffic would have to use the third side of the triangle to enter the village.  The hope was that this would discourage motorists from using this route as a shortcut through the village. The impact of the temporary traffic calming signs would be discussed at the next PC meeting.

Councillor Astley offered to contact Mrs Frost and residents of Manor Road to ascertain more details about traffic there.

Resolved that discussion would take place with OCC as to the feasibility of this plan.    Action TG

 

Proposed by Councillor Colin Astley

Seconded by Councillor Ian Asbury

  • Twyford Road Noise and Traffic Issues – The Parish Council received an update from Councillor Colin Astley on the traffic issues on Twyford Road. It was hoped to receive a response from Defra within the next week.

Resolved that the report be noted.

66/16    CORRESPONDENCE:  There was no further correspondence, however the Chairman highlighted the Grant Thornton Study publication ‘Review of Future Options for Local Government in Oxfordshire’ which had been published and circulated to the Parish Council by email.

67/16    PUBLIC AND PRESS – To consider passing a resolution in accordance with the Public Bodies (Admission to Meetings) Act 1960, that the public and press be excluded from the meeting for the minutes 68/16 and 69/16 on the grounds that it could involve the likely disclosure of private and confidential information which was not in the public domain.

 

The Chairman requested that Mr Andrew Barnes be allowed to remain to advise the Council on minute number 68/16.

 

68/16    TREE WORKS CONTRACT – Prior to the meeting, quotes had been received and circulated to the Parish Council for a tree works contract on trees identified as priority work in the Tree Survey commissioned by APC on trees owned by APC throughout the village (except the Lakes which is surveyed separately).

Resolved that the quote from Acreman Arboricultural be accepted.  Action TG

 

Proposed by Councillor Martin Rye

Seconded by Councillor Chris Shallis

 

Mr Barnes was thanked for his advice and work in obtaining the quotes.

 

It was noted that the Chairman had declared an interest as her nephew had quoted for this work. She took no part in this item.

 

69/16    GRIEVANCE/STAFFING COMMITTEE – The Parish Council agreed to hold an extraordinary meeting on 20 October 2016 at 7.30pm to discuss the report and recommendations of the Independent Panel, who had considered the Clerk’s appeal to the decision of the Parish Council’s Grievance Panel.

Resolved that an extraordinary meeting be held on Thursday 20 October 2016 at 7.30pm.  Action TG

 

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

 

The Lucy Jane Plackett Charity

 

70/16    Playing Field – It had been brought to the attention of the Parish Council that bare patches which have been left on the field, following the Party in the Park event in the summer.

 

The Party in the Park Committee had been contacted and had agreed to reinstate the field. As previous seeding has not grown.

Resolved that the Parish Council awaits the response of the Party in the Park Committee, but the Clerk will follow up this issue.  Action TG

 

71/16    Meeting Dates – Future meeting dates are as follows, and will commence at 7.30pm at the Church House, Adderbury, unless stated otherwise:

 

  • 25 October 2016
  • No meeting in November 2016
  • 6 December 2016
  • 17 January 2017
  • 28 February 2017
  • 28 March 2017
  • 28 April 2017

 

Resolved that the dates of 28 November 2016 and 10 January 2017 be amended to 6 December 2016 and 17 January 2017 respectively.  Action TG

 

Proposed by Councillor Chris Shallis

Seconded by Councillor Martin Rye.

 

72/16    Items for the Next Agenda

 

  1. Section 106 Funds