The following councillors were present: Mr N Braithwaite (Chairman), Mr M Pearce, Mr S Fox, Mrs W Pearse, Mrs E Byles, Mr R Rose (County Councillor), Mrs H Hibbert-Biles (District Councillor). Also present: Mr D Penning of the Village Shop Management Committee. Mrs M Ismail, Parish Clerk was in attendance.
1. APOLOGIES: There were no apologies for absence.
2. MINUTES: The Minutes of the meeting held on 14th July 2003 were agreed and signed.
3. MATTERS ARISING:
Sewerage: There has been no further progress.
Vandalism: The police have increased their patrols of the area and have talked to children in the playing field. Mr Pearce and the Clerk had a meeting with Adey Cole from WODC Community Safety who explained how to use incident diaries and how Anti Social Behaviour Orders are used. The Clerk has the incident diaries but none have been requested An article was written for the Grapevine and there have been no further incidents. The Sports Club will be responsible for repairing the tiles on the pavilion roof.
Overgrown Hedge: The Clerk had again written to Mr Izod about the hedge near the river bridge on Chipping Norton Road but it has not been cut back.
Publication Scheme: No progress on risk assessment.
Village Shop: Mr Darrell Penning reported that both building and fund raising for the shop project are going very well. The building is almost complete and first fix electricity and plumbing are complete. An additional £10,000 has been secured from Leaderplus funding. The official opening day will be 29th November. Twenty five volunteers have committed to working in the shop and two people have had informal interviews for the Manager’s position. Opening is expected to be from 7.00 am to 6.00 pm on weekdays depending on volunteers and demand, weekends to be decided. It was suggested that some protection might be required to stop the shop being raided through the front windows. This is not an insurance issue but bollards in front of the windows may be considered.
Kerbing on Shipton Road: This was reported in July but the work has not yet been done.
Dawls Close Sign: Reported but no progress.
Charity Commissioners: Mr Pearce had spoken to Mr Taylor and he is willing to carry on as Secretary to the Poor’s Estate.
Change of Declaration of Interest: The WODC Monitoring Officer has accepted a letter signed by each councillor listing all the committee’s they sit on.
A letter had been received from West Oxfordshire Citizens Advice Bureau requesting a donation to their funds. This was not agreed as all Parish Council funds will be required for the shop project for the foreseeable future.
W2003/0577 ALTERATIONS TO BARN AND CHANGE OF USE FROM
AGRICULTURAL TO AGRICULTURAL/EQUESTRAIN at CROWN FARM, ASCOTT UNDER WYCHWOOD Outstanding A meeting has taken place between the planning officer the crown agent. The planning officer is to recommend withdrawal of the current application and a new plan to be submitted to take into account all activities at Crown Farm.
W2002/0866 CHANGE OF USE OF GROUND FLOOR SHOP TO RESIDENTIAL at CORNER HOUSE FARM, HIGH STREET, ASCOTT UNDER WYCHWOOD. Outstanding
W2003/1639 ERECTION OF CONSERVATORY at 51 SHIPTON ROAD, ASCOTT UNDER WYCHWOOD New
6. FINANCIAL REPORT
The Financial regulations as proposed by the National Association of Local Councils were discussed. After the following amendments the Financial Regulations were adopted by the Parish Council.
Item 3: The Clerk may incur expenditure on behalf of the council for any work that is required to be done immediately subject to a limit of £100.
Item 18: Contracts – para 1. The council is not subject to competitive tendering if the value of the contract is below £500.
Mr Fox circulated a table showing Income and Expenditure from 1st April – 14th July 2003 and a comparison with the forecast. The Chairman thanked Mr Fox for his hard work in producing both the financial regulations and these figures.
Cheques paid Out:
18.08.03: £1000.00 to Ascott under Wychwood Village Shop Association from the Parish Council. This was approved by councillors.
7. REPORTS FROM COUNTY AND DISTRICT COUNCILLORS
Mr Rose reported that he had been on a committee for Homes for Older People which had been looking into a report which recommended that it would cost £120,000 to save Langston House. It is hoped to use funds from the District Council but WODC housing have not been too helpful. He feels that if the home is to be saved it needs to be a long term solution and he is concerned that EU regulations could mean that the process may have to be repeated and this must be avoided.
Mrs Hibbert-Biles feared that council taxes would rise again this year mainly due to interest rates and bad returns on investments. Although she stressed that they would not triple as had been reported in the press. There are still problems with the Cherwell and South West Ambulance Trust and the committee is trying to work these out. The campaign to save Langston House is still on-going and the decision has been deferred again to December.
8. PUBLIC QUESTIONS
There were no public questions
9. ANY OTHER BUSINESS
· Mr Fox reported that the village charity was now registered and is primarily for the shop but also will be used for future projects.
· Mr Pearce reported that the hedge between the playing field and Priory Lane should have been cut in March but it was too wet. He will contact the contractors to do it during the autumn. Action: Mr Pearce
· A question was raised about whether dogs should be allowed in the playing field for the Fun Run on 14th September. It was agreed that they will be allowed but the organisers must be responsible for cleaning up any mess caused by the dogs.
· The Clerk had been contacted by Radio Oxford and asked it there was anything we needed to publicise. The District Councillor said she would speak to them about Langston House and we should advertise the shop. It was brought to the councillor’s attention that under the funding rules any advertising for the shop should mention leaderplus. Action: Clerk
· Mr Flatt who collects Jubilee Mugs wants to know if we have any left over. The Clerk will put him in touch with the Chairman who has the mugs price £10.00 each. Action: Clerk
· Darrell Penning reported that Cornbury had cut the field behind Corner House Farm but had not done anything about the ragwort.
· The Clerk and councillors completed a survey of Parish & Town Councils from Oxford County Council.
10. DATE OF NEXT MEETING
The meeting closed at 9 pm and the next meeting will held on Monday 13th October 2003.