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MINUTES OF THE MEETING OF ADDERBURY PARISH COUNCIL HELD AT CHURCH HOUSE, ADDERBURY ON TUESDAY, 28 JUNE 2011 AT 7.30PM
PRESENT: Councillors Ian Asbury, Mike Dolamore, David Griffiths, Ann Lyons, Martin Rye and Gareth Stapleton
ALSO IN ATTENDANCE: One member of the public.
APOLOGIES: Councillors Diane Bratt, Graham Harris, Patricia Leeman and Rhoda Woodward; Theresa Goss (Clerk), Trish Fennell, County Councillor Keith Mitchell and District Councillor Rick Atkinson.
In the absence of the Chairman, David Griffiths chaired the meeting.
11/126 DECLARATION OF INTERESTS
The following interests were declared:
All Councillors – Trustees of the Lucy Plackett Playing Field
Ian Asbury – Trustee of the Parish Institute
Mike Dolamore – Secretary of the Parish Institute
Ann Lyons – Member of FOCAL and a resident of Dog Close, near to the Lucy Plackett Playing Field
Martin Rye – Planning application 11/00615/F, 40 Twyford Road, Adderbury
The minutes of the meeting held on 31 May 2011 were taken as read, duly adopted and signed.
11/128 MATTERS ARISING FROM THE MINUTES OF 31 MAY 2011
i) 11/03 Publication of Minutes
The Clerk had contacted Bloxham, Steeple Barton and Bodicote Parish Councils to find out how they dealt with draft minutes. The members noted that each Parish Council dealt with them slightly differently, but generally they either made the draft minutes available as soon as possible after the meeting or published a summary of the decisions which had been made.
Members highlighted that the main issue with draft minutes, was that on the web site the ‘draft’ watermark could not be seen. However it was agreed that minutes should be made available as soon as possible after the meeting, and it be made clear that they were subject to approval at the next Parish Council meeting. Members also noted that the Clerk had already included a header in the draft minutes. Action TG
ii) 11/110 Friends Meeting House
It was brought to the attention of the Parish Council that under the lease agreement with the Friends Trust Ltd, the Friends Meeting House should be insured by the Parish Council. Therefore, it was agreed that the Clerk should contact the appropriate valuation services and obtain quotes for a valuation, and then make the necessary arrangements for amending the Parish Council insurance. Action TG
11/129 OPEN FORUM
Mr Burrows addressed the Parish Council and asked whether the it had received the title to the land on the north of Milton Road, which had been promised as football pitches, in light of the fact that the land use had been changed to recreational use. Mike Dolamore confirmed that the designated use of the land had been changed but that the PC had not, as far as is known, yet received the title deeds. Although the plans for the associated building development, which was to have provided funding for the sporting infrastructure, had been withdrawn there were currently no plans to seek a reversal of the ‘change of use’ designation.
Mr Burrows then suggested that the Parish Council should purchase the land which had been refused planning permission, as well as rest of this site, so it could be used as allotments. The members noted this suggestion.
i) Planning Applications
No observations had been made by the Planning Committee in respect of the following applications:
11/00615/F Mr M Rye
40 Twyford Road, Twyford, Adderbury
11/00670/F Banbury Golf Club
Banbury Golf Club, Waterbridge Farm, Aynho Road, Adderbury
Extension of time limit to 07/02545/F – new clubhouse to replace existing facilities, new maintenance and grounds facilities, car parking and access road
11/00118/TCA Stuart Yeatman
5 Chapel Lane, Adderbury
T1 x holly – Fell on the grounds of safety
11/00891/F Mr & Mrs Stuart Yeatman
5 Chapel Lane, Adderbury
First floor extension over existing dining/kitchen area to provide master bedroom suite
Observations had been made by the Planning Committee in respect of the following applications:
Objections had been made by the Planning Committee in respect of the following application:
11/00510/F Mr G Appleton
Ridgeway Lodge, Manor Road, Adderbury
Conversion of existing buildings to single storey dwelling and erection of detached garage
The Planning Committee was currently considering the following applications:
11/00570/F Mr R Smith
St Gennys, 7 Twyford Road, Twyford, Adderbury
Single storey flat roof rear extension
ii) Planning Results – these were circulated to all members and noted.
i) The members noted the bank reconciliations for the Barclays bank accounts and the Santander bank accounts.
ii) The following accounts were approved as paid:
|T Goss – Salary June 2011||£608.65|
|T Goss – Expenses June 2011||£172.72|
|Adderbury, Deddington and District Photographic Society – Grant||£200|
|1st Adderbury Brownies – Grant||£200|
|Adderbury Gardening Club – Grant||£200|
|Chapel Lane Coffee & Chat – Grant||£200|
|Adderbury Youth Club – Grant||£200|
|1st Adderbury Rainbows – Grant||£200|
|1st Adderbury Scout Group – Grant||£200|
|Adderbury Park Football Club – Grant||£200|
|1st Adderbury Cubs – Grant||£200|
|Adderbury Party in the Park – Grant||£500|
|FOCAL – Grant||£500|
|HMRC payment – April to June 2011||£300.59|
|Society of Local Council Clerks – Membership||£106|
|Navigus Planning – Annual Subscription||£50|
|G&S Window Cleaning Services – Lucy Plackett Activity Centre – Gutter cleaning||£45|
|Centrestone – Concreting for the seating at at the MUGA||£780|
|SMP – MUGA Fencing||£27934.26|
|Arrow Accounting – Internal Audit for 2010/2011||£237.12|
|T Goss – Petty Cash Top-up||£31.61|
|Ronnie’s Journey – Grant||£200|
|Kallkwik – Printing of agendas||£40.92|
|R Bickley – Village Maintenance||£976.29|
The members considered an application from Susan Jelfs, for co-option onto the Parish Council.
The members were impressed with the content of the application and it was agreed that she should be co-opted onto the Parish Council. Action TG
11/133 FREEDOM OF INFORMATION (FOI) REQUEST – SECTION 106 MONEY
Further to the comments made by County Councillor Mitchell in his report to the Parish Counci,l regarding the use of the Freedom of Information process for obtaining information on Section 106 monies, members did not believe there was any problem with the Parish Council using this process to quickly access publicly available information.
11/134 ADDERBURY AFFORDABLE HOUSING AND HOUSING NEEDS SURVEY
The Parish Council discussed the housing needs survey and the usefulness of establishing a definitive figure of need within the village for this type of housing.
Members felt that the survey was a good starting point but the wording needed to be checked before being sent out to residents of the village. Members were concerned that the survey must be capable of drawing a clear distinction between what genuine housing needs might exist and aspirations of people to live in Adderbury when their needs could be adequately and appropriately satisfied by the provision of housing in other locations.
It was agreed that the survey should be re-circulated to all members to evaluate, prior to a further discussion at the next meeting. Action TG
11/135 ADDERBURY LIBRARY
It was reported that the Library Action Group (LAG) had met twice since the last meeting of the Parish Council. There had been discussions with Church House, with regard to joint income opportunities, fundraising and all options were being considered. There would be a further meeting to discuss these issues in more detail, as well as the consultation process.
Currently, a response from FOCAL to the Oxfordshire County Council consultation document was being drafted outlining a proposed way forward for the library. This was likely to involve an increase in the use of volunteers, increased fundraising and income generating opportunities. A greater financial contribution from the PC was also envisaged as part of the proposed solution and Mike Dolamore outlined the initial thoughts of the LAG in this respect. The possibility of a staged increase in the precept was discussed. The need, or otherwise, of a village referendum on any precept increase was discussed and the possible impact of the Localism Bill on the matter noted. Mike Dolamore agreed to submit a plan to the PC when definite decisions on the way forward had been agreed. Action MD
11/136 PARISH MAPS
It was reported to members that Nick Allen was not able to produce another map for the Parish Council due to his work load and had suggested using an ordinance survey map, but this was discounted by members as not being suitable.
Ian Asbury suggested that a graphic art student could be contacted to produce the maps. It was also suggested that there could be a competition as part of the Royal Jubilee celebrations to produce an illustrated updated map for the village. There could be a prize for the winner with the possibility of producing enough maps to sell.
It was noted that if members wished to go ahead and remove the map board by the school, Dave Chandler would charge £60 to do this. If this was removed, then the only parish map in the village would be by the hairdressers.
Members agreed to leave the school board where it was for the time being pending a decision on how to proceed with the production of a new village map. All members were asked to consider the concept of a competition for the replacement. Action All
11/137 PARISH COUNCIL WEB SITE
It was reported that Joyce Cox and the Clerk had met with Debra from DB Web Designs and were impressed with the work she had done. Debra had met with Theresa for a second time to give additional support with the site.
The site now needed to be hosted so that minutes and agendas in the form of Word/Excel/PDF documents could be added to the site. Hosting with DB Web Designs for 1 year would be £35.
The new domain name for the web site would be www.adderburypc.co.uk and this would cost £6.99 for 2 years. Individual email addresses could then be set up for each member of the Parish Council.
Members agreed that the new web site was very good and that the purchase of the hosting package and new domain name be agreed. Action TG
11/138 Purchase of Notice Board – Berry Hill Road
With regard to the additional notice board on Berry Hill Road, it was agreed to purchase an oak board, which holds 12 x A4 sheets with an ‘Adderbury Parish Council’ header and doors. The cost would be £933 plus VAT. Action TG
11/139 DAY OF DANCE
It was reported that the Day of Dance meeting had been positive and all those who had attended had agreed that it was not acceptable for the Parish Council to bear all of the costs, as had been the case in recent years. Although the PC would still be prepared to contribute towards some costs, it was agreed that financial contributions from the Morris Men and local businesses that profited from the day, would be necessary.
It was also reported that it would be cheaper for Parish Council to obtain the necessary road closure due to the public liability insurance which the Parish Council held. The Police were also at the meeting and they were positive about how the day had been run.
The next meeting was being held at The Plough on 7 September 2011.
The Parish Council agreed to keep a watching brief and encourage and support the fundraising, where necessary.
11/140 PLAY AREA INSPECTIONS
David Griffith reported that the play area at The Rise was fine, apart from a small amount of litter.
Patricia Leeman had reported prior to the meeting that John Hicks, who had inspected the play equipment, had told her to use plastic wood filler for the cracks on play equipment frames. Martin Rye agreed to investigate this. Action MR
There were no items of correspondence.
The Lucy Jane Plackett Charity
11/142 MEMORIAL BENCH
The Clerk submitted to the Parish Council three different benches for consideration. It was agreed that two x 6’ long Wentworth benches be purchased to replace the damaged 6’ and 8’ benches in the Lucy Placket Playing Field. Action TG
Monies for one bench would be sought from S106 funds. The other bench would be purchased by the Plant family/friends as a memorial. Mike Dolamore agreed to inform them of the cost of one bench and to obtain the wording of the inscription. Action MD
11/143 MEETING DATES
The Parish Council noted the following meeting dates:
26 July 2011
13 September 2011
18 October 2011 (Venue – Methodist Hall)
29 November 2011
10 January 2012
11/144 VERY URGENT BUSINESS
i) Parking outside the Lucy Plackett Playing Field
It was reported that the Clerk had received a complaint about car parking around the Lucy Plackett Playing Field during the recent school/church fete held on 18 June 2011. The Clerk had informed the school about the complaint, and had also asked the organisers of the Party in the Park and the Running Club event to monitor car parking, as much as practicable, during their events.
It was agreed that the situation be monitored.
(The meeting closed at 9.35pm)