- Philippa Carter
- Sandy Timms
- Peter Rance
Responsible Financial Officer:
- Stuart Fox
- Tom Simcox
- Angela Barnes
Members of the Public:
- Pete Moss (Coldstone Angling)
- Sarah Russell
- Graham Ranson
1. ELECTION OF A CHAIRMAN AND VICE CHAIRMAN:
Cllr Rance proposed Cllr Carter be elected as Chairman, this was seconded by Cllr Timms. Cllr Carter proposed Cllr Timms be elected as Vice Chairman, this was seconded by Cllr Rance.
Apologies received from Cllr Tribe.
3. MINUTES OF THE LAST MEETING
The recorded Minutes from the Meeting held on 10 April 2017 were agreed, duly signed and dated, but not filed in the Minute File, as these were being submitted to the Internal Auditor. The Clerk confirmed these would be filed when the Minute File was returned and she would bring it with her to the June meeting.
4. DECLARATIONS OF INTEREST
There were no declarations of interest.
5. FINANCIAL REPORT:
£12,500.00 Precept (second half)
£3,474.40 HMRC VAT Claim
£354.00 I D Godden (Boiler Pump) Chq No. 101064
£14.40 L Mellor Chq No. 101665
£215.60 B Townsend (Handrail) Chq No. 101666
£480.34 Pete Moss (Notice Boards) Chq No. 101667
£227.94 P Carter (paint for the Pavilion) Chq No. 101668
Stuart Fox (RFO) reported that Margaret Ismail had completed the Internal Audit and the following Q&A was recorded:
Q1. The recorded Minutes of 11 April 2016 were not signed
A1: These Minutes were not signed at the May 2016 meeting as the Minute File was with the Internal Auditor. This has now been rectified, the Minutes have been agreed and duly signed and steps taken to ensure the recorded Minutes from the April 2017 Parish Meeting are approved, signed and duly filed upon return of the Minute File.
Q2: In the Minutes of 11 July 2016 interest of £7.58 received on 3 June 2016 and an overpayment refund of £7.42 from Smiths of Bletchingdon (RV9) have been transposed
A2: Stuart Fox (RFO) has noted this and will rectify.
Q3: The Grasscutting Grant from OCC is shown in the Cash Book on 31 August and on the Bank Statement, but no RV was issued.
A3: Stuart Fox (RFO) has noted this and will rectify, but it was noted that OCC pay the grant via BACs and do not issue paperwork at the point of payment.
Q4: Transfers and contra payments should be recorded in the Minutes when they are made
A4: Stuart Fox, Responsible Financial Officer will rectify this.
Q5: I cannot check the payments authorised for March as the Minutes were not provided, presumably because they will not be signed until your next meeting?
A5: This is correct and have subsequently been approved, signed and filed in the Minute File
Approval of Year End Accounts to 31 March 2017 and External Audit
Accounts for the Year End to 31 March 2017
Stuart Fox, Responsible Financial Officer (RFO) presented the final draft of the Accounts for the year end to 31 March 2017 to the meeting. The Accounts were discussed and approved as a true record. These were duly signed and dated by the Chairman and RFO. The Clerk was asked to file a copy of the Accounts with the Minutes in the Minute File. A copy of the Accounts would also be displayed on the Website.
Annual Return for the Year to 31 March 2017
Stuart Fox (RFO) presented the Account Statements with the Annual Return for 2016/17 to the meeting. These were approved and duly signed by the Chairman as a true record.
Annual Governance Statement
The Annual Governance Statement was presented and the individual questions answered. This was approved as a true record and duly signed by the Chairman and the Parish Clerk.
6. REPORTS FROM COUNTY & DISTRICT COUNCILLORS:
No report from CCllr Liz Leffman.
DCllr Tom Simcox reported that the planning application at 10 Maple Way had been given delegated authority. He confirmed that he would source the new contact at Cottsway as Will Munro had left. DCllr Simcox reported on community funding and that there was up to £50k available. He would email the forms to Cllr Carter and noted that the deadline is mid-September.
7. PUBLIC TIME:
Cllr Carter welcomed the members of the public and invited them to address the meeting. Pete Moss, representing Coldstone Angling, spoke to the meeting about putting a fence around the lake for the protection of the fish, due to the damage being caused by otters. Pete asked the Parish Council if they would consider making a donation to the cost of the fence. After more discussion, Cllr Rance proposed a donation of £300, this was seconded by Cllr Timms.
(a) New Application – 17/00918/FUL Development on site of garages, south of Maple Way
(16/02793/FUL 18 Maple Way Erection of 6 dwellings & associated works)
(b) Ongoing Application – 17/00937/HHD 45 Shipton Road Erection of side conservatory – objection letter lodged and planning permission granted, with conditions regarding on-site parking.
(c) Appeal – APP/D3125/D/17/3168099 Chaundy Barn 45 High Street (16/03058/HHD Retrospective – partly granted / partly refused.
9. MATTERS ARISING:
(a) Co-option – Cllr Carter introduced Sarah Russell and Graham Ranson, who had come to have a look at how the PC works and to hopefully be co-opted on to the PC.
(b) County, District and Parish Council Surgery – DCllr Simcox confirmed the next meeting for Ascott will be on Saturday 24 June and would be held in The Swan Public House. Cllr Simcox to approach the Swan owners.
(c) Wychwood Church of England Primary School request for donation to MUGA Ongoing
(d) Wychwoods Working Together – Cllr Carter was updating the PC’s Emergency Plan Ongoing
(e) Speeding Vehicles – Cllr Timms is working on this – Ongoing
(f) WODC Community Grants – refer to DCllr Simcox report -Ongoing
(h) Defibrillator Pads – Clerk was asked to order replacement pads – Ongoing
(i) OCC Grasscutting Contract – Cllr Carter has discussed the proposed new contract with resident Richard Smith, who has suggested alterations to make the contract fair to both parties. A map of the areas has been prepared with Shane Barnes’ help
and all proposed paperwork will be sent to OCC for approval and signature. Thanks should be recorded to Richard Smith and Shane Barnes for their help.
10. RISK ASSESSMENT & GROUND MAINTENANCE:
Cllr Carter had updated the Risk Assessment and this had been circulated to all. She reported on;
(a) Martyrs Seats on the Green – a quotation had been received from Aaron Catterick at David Ogilvie Engineering Limited (the original supplier of the seats) to collect them, re-paint and return for installation. Cllr Carter proposed that the PC accept this quote for £740.00 + VAT, this was seconded by Cllr Timms. Cllr Carter would send the details to the Clerk to confirm acceptance of the quotation.
(b) Waste Bin at Dawls Close and Dog Bins on the Green and Playing Field – the Clerk was asked to order the replacement/installation of the 1 waste bins at the junction of Shipton Rd and Dawls Close. Cllr Timms was asked to check which dog bins definitely needed replacing and report back. The Clerk will then be asked to order replacements.
(c) Pavilion – redecoration – Cllr Carter asked the Clerk to minute a “thank you” to the volunteer painters, who have worked tirelessly – Mary Barnes, Don Barnes, Simon Gidman and Nick Carter. She reported that she had received a quotation from Milena Windows to replace the damaged windows/sealed units for £384.00 including VAT. Cllr Timms proposed the quotation should be accepted and the work commenced, this was seconded by Cllr Rance.
(d) Playing Field and Drainage Project – Cllr Carter reported that there have been problems with the new grass germinating in the new drainage lines due to the unusually dry winter and early spring. The contractors carried out the scheduled maintenance work last week but they advised that nothing more could be done until there was rain or a watering system. With rain forecast Cllr Carter and Laurence Mellor have now raked and re-seeded some lines and will finish the job as soon as more seed is delivered, hopefully with the help of volunteers. A seep-hose is on standby if there is another dry period over the next few months.
The consultant also visited the site last week; he gave advice about the seeding and rabbit holes. He also decided that he should call the contractors back to carry out some remedial work on the spring drainage line by the cricket pitch.
(e)Handrail on Playing Field – A new handrail has been installed thanks to Mike Townsend.
(f) Basket Swings – Cllr Carter asked the Clerk to record thanks to Laurence Mellor for carrying out the repairs which were required by the latest RoSPA report.
11. COMMUNITY EMERGENCY PLAN:
Nothing to report.
Shipton and Milton PC Transport Reps (Bartha Pitman & Patrick Ward) are exploring the draft proposal by the Witney Community Interest Company who are keen to introduce a new service covering the route Chipping – Witney via all Wychwood villages, on every weekday at 2 hours intervals giving 5 services each way! Cllr Rance has consulted a regular, bus dependent parishioner (Marie Moss) who agreed with him that Ascott alone could not justify such frequency, even to every day either. But if it did run and was viable overall, it is welcomed, but if it was reduced to fewer days that would be great too! Cllr Rance advised Pitman & Ward of this Ascott view, albeit adding “we don’t want to spoil the party” but must warn the company of the reality of our potential usage. He has also asked of them, how this service might affect our grant-aided volunteer Villager provider and would the new company seek grant aid too?
In response to a letter written to our MP by a parishioner, the GWR MD has written to confirm that they have no plans to make any changes to our service. Cllr Rance copied the letter to PC members and the CLPG Chairman asking that this matter be raised at the CLPG AGM on 13 May, which unfortunately Cllr Rance was unable to attend himself. At the AGM, CLPG were going to raise with the GWR Rep the strong support we have for a “Group Fare” special train stop from Ascott to Oxford and return on a Tuesday in June of GWR’s choice. No news yet!! Very regrettably, the concession that was gained for users of the only morning train from Ascott, Finstock and Coombe to honour the Cotswold Line Card reduced fare, despite it not being an off peak service, is to be withdrawn with effect from 21 May. This concession has existed for near on 6 years. Users were not consulted and under Cllr Rance’s protest, the GWR Cotswold Line Manager Claire King apologised but said the decision was taken higher up the chain to regularise practices and that card holders affected would be written to and offered means to recover the cost of their card. CLPG Membership leaflets are available in the Village Shop. Only continued pressure will keep GWR’s toes to the fire, as with a new timetable due in 2018, even our station may be under threat.
Finally on a brighter note, CLPG are running a special charter HST trip from Oxford to Minehead on the West Somerset Railway on Saturday 23 September, serving Ascott. Fares for non-members are £50 standard class and £90 first class.
(a) 30mph Roundels at each end of the Village – these were discussed as they had now been practically worn away – Cllr Carter has contacted Paul Wilson, Area Steward OCC – Ongoing
(b) Pavement at Ascott Earl – Ongoing.
(c) Potholes – this issue was discussed and it was agreed to take photographs of the dangerous potholes and write a joint letter to OCC. Ongoing
14. REPORTS FROM ORGANISATIONS:
(a) Ascott-under-Wychwood Sports Club – Cllr Carter and Laurence Mellor are meeting next week.
(b) Ascott Village Charity – Cllr Timms reported that a meeting was scheduled for next week.
(c) Wychwood Library – an invoice had been received and passed to the RFO for payment.
(d) Helpers of Ascott-under-Wychwood Cllr Carter reported that 15 Helpers had attended and cut the ivy back on the Church wall.
16. ANY OTHER BUSINESS:
There being no further business, the meeting was declared closed at 9.40pm. The next meeting will be held on Monday 12 June 2017.
Cllr Philippa Carter (Chairman)
Date: 12 June 2017