Parish Councillors:
- Philippa Carter (Chair)
- Sandy Timms (Vice)
- Laurence Mellor
- Mark Tribe
- Peter Rance
Parish Clerk:
- Angela Barnes
1. ELECTION OF CHAIRMAN and VICE CHAIRMAN:
Cllr Timms proposed Cllr Carter be elected as Chairman, this was seconded by Cllr Tribe. Cllr Carter proposed Cllr Timms be elected as Vice Chairman, this was seconded by Cllr Tribe.
Cllr Carter reported that Cllr Mellor wished to stand down as a Councillor with immediate effect. Cllr Carter reported that the PC would now need to commence the process of co-option and asked councilors to start work on this. The Clerk was asked to advise WODC accordingly.
1a. ELECTION OF CHAIRMAN, SECRETARY AND TREASURER – SPORTS CLUB COMMITTEE:
Cllr Carter asked the PC to consider electing a committee to run the Sports Club in light of the ongoing drainage project, liaising with the football team and other users and the day to day running of the Club. This was considered and unanimously agreed that a committee should be formed. Cllr Tribe proposed Cllr Carter be elected as Secretary to represent the PC, this was seconded by Cllr Timms. Cllr Carter reported that the committee would need to be a quorum and would need a Chairman and Treasurer. Cllr Rance proposed that Laurence Mellor be elected as Chairman and Nick Carter be elected as Treasurer, these proposals were both seconded by Cllr Tribe and agreed unanimously.
2. APOLOGIES:
Apologies received from CCllr Rodney Rose.
3. MINUTES OF THE LAST MEETING:
The recorded Minutes from the April Meeting were agreed and then duly signed, dated and filed.
4. DECLARATIONS OF INTEREST:
There were no declarations of interest to be recorded.
5. FINANCIAL REPORT:
Authorisation of payments
Payments:
Zurich Insurance £1,517.19 Chq No. 100968
S Fox Photocopying £10.00 Chq No. 100969
WODC (Election expenses) £70.45 Chq No. 100970
L Mellor (re-imbursed for cricket play equipment) £487.08 Chq No. 100971
Income:
WODC Play Equipment Grant £5,348.71
WODC Precept £15,535.22
OCC Grass Cutting Grant £527.75
HMRC VAT refund £6,382.30
Sports Club Rent £15.00
Cllr Carter presented an updated Precept Planning report noting the PC’s categories of expenditure and income. This was briefly reviewed and Cllr Carter asked all councillors to give this some thought. The Clerk was asked to carry this forward.
6. COUNTY COUNCILLORS REPORT:
No report, apologies received.
7. DISTRICT COUNCILLORS REPORT:
No report.
8. PUBLIC TIME:
There were no members of the public present at the meeting.
9. MATTERS ARISING:
(a) Hedge on Shipton Road – Ongoing
(b) Working together with the Wychwoods
The Clerk reported that the date of Wednesday 24 June at 7.30pm in the Swan Public House meeting room was now confirmed and that both Shipton and Milton parish councils will be attending. Cllr Carter proposed drinks nibbles. This was agreed unanimously and duly seconded by Cllr Tribe.
(c) Anti-social behaviour
This issue was now complete and the Clerk was asked to remove it from matters arising. Cllr Carter proposed writing to thank Thames Valley Police and the Rt Hon David Cameron for their input and help.
(d) Footbridge by Ascott Mill
Cllr Tribe reported that there had not been any progress and agreed to chase Dan Weeks – Ongoing
(e) Neighbourhood Action Group (NAG)
Nothing to report.
(f) Annual Parish Meeting
The Parish Council de-briefed and it was agreed that the meeting was well attended and good feedback received.
(g) County, District and Parish Joint Council Surgeries
The next Surgery was scheduled for Saturday 30 May at The Swan. Cllr Carter agreed to attend and Cllr Tribe would join her. The Clerk was asked to produce posters advertising this and to display them on the Notice Boards, the Village Shop and the Website. Cllr Carter had sent the information for inclusion in the latest Grapevine.
(h) Church Lime Tree Project
Cllr Carter reported that progress was steadily being made and that grant applications were currently being completed.
(i) OALC Update
This was discussed again and agreed that the monthly updates received from OALC should be emailed to all councilors.
10. PLANNING:
No new applications received.
11. ASCOTT-UNDER-WYCHWOOD RECREATION GROUND:
Nothing to report.
12. PROJECT SAFE PLAY:
(a) Cllr Carter reported that to celebrate the opening of Project SafePlay there will be a Cream Tea Afternoon and invitations will be sent out accordingly.
(b) Cllr Carter reported that the cost of the sign was ongoing.
13. SPORT ENGLAND – DRAINAGE:
Cllr Carter invited Laurence Mellor, newly elected Chairman of the Sports Club Committee to present a report on the progress of this project. Laurence reported that he was still in talks with the contractors and that a firm date was yet to be set, but hopefully completion would be Spring 2016.
14. ROADS:
(a) London Road South (Charlbury) private garden pond Mrs Beveridge
This will continue to be monitored.
(b) Standing water on the Shipton Road between Melplash Farm & Coldwell Brook
This will continue to be monitored.
(c) Pot-holes
Ongoing
15. ASCOTT-UNDER-WYCHWOOD SPORTS CLUB:
Cllr Carter invited Laurence Mellor, newly elected Chairman of the Sports Club Committee to present his report. Laurence reported that the Football team was thriving. He reported that he had spoken to Mike Ody with reference to the drainage project and that he would continue to include him in any progress. Laurence reported that contingencies were being considered for the football team and for the field to continue to be used when works commenced.
16. COMMUNITY EMERGENCY PLAN:
Nothing to report.
17. HELPERS OF ASCOTT-UNDER-WYCHWOOD:
Nothing to report.
18. PARISH PLAN:
Cllr Tribe reported that he was working on a draft questionnaire – ongoing
19. RISK ASSESSMENT:
The Risk Assessment was presented to the meeting and discussed and agreed;
(a) Trees – Cllr Rance agreed to meet up with a representative from Nicholsons in order for them to quote for their carrying out a tree inspection, which would include 5 Shilling Corner
(b) RoSPA Inspection – the Clerk reported that she had still not heard back from RoSPA Playsafety. She would chase again.
(c) Stone Wall in the Pound – it was reported that this is in very poor repair and that the owner of the wall would need to be established. The Clerk was asked to contact Nick Mottram at the Cotswold Conservation Board with regards to volunteer help in rebuilding the wall.
20. TRANSPORT:
Buses
Cllr Rance reported that he had received the results from OCC on the bus timetable and confirmed that the Villager services V12, V19 and V24 are unchanged. He reported that there would be a Parish Transport Representatives (PTR) meeting where OCC will announce a major initiative on bus services over and beyond those service changes affected in the new contracts which begin on 1st June 2015. Cllr Rance confirmed he would attend and feedback to the PC.
Trains
Cllr Rance reported that he, Cllr Carter and Alan Field, First Great Western Line Manager had met and Alan promised to look at existing train services to see if Ascott could have some additional stops.
21. WYCHWOOD LIBRARY:
Cllr Timms reported that the meeting had been cancelled and she was waiting for an update.
22. VILLAGE CHARITY:
Cllr Timms reported that a meeting was scheduled for the end of May and that she will report back accordingly.
23. CORRESPONDENCE:
Clerks & Councils direct
24. ANY OTHER BUSINESS:
(a) Cllr Carter reported that Langley Mill had commenced spreading the spoil from the site where they have built new stables. As stated in the planning application, this spoil is being spread from the back of the stables to the Shipton Rd and has raised the level of the field substantially. The plan was then to plant some trees. As Langley Mill is in Shipton Parish, Ascott PC were unaware of the planning application until after it had been passed. None of the work appears to affect the flood plain.
(b) Cllr Carter reported on the secure storage of some of the PC’s most valuable documents. The Rev Mark Abrey had advised that the Oxford Depository offered this service, free of charge. She asked all councillors to give this some thought. She suggested that a representative of the Oxford Depository be invited to talk to the PC in the Autumn and that a date in August would be useful to sort through the PC archives.
There being no further business, Cllr Carter declared the meeting closed at 10.15pm,
Cllr Philippa Carter
(Chairman)
Date: 8th June 2015