Parish Council

Parish Councillors

• Philippa Carter
• Peter Rance
• Brian Leach
• Pauline Plant

County Councillor

• Liz Leffman

District Councillor

• Jake Acock

Parish Clerk

• Angela Barnes

Members of the Public

• Mr Laurence Mellor
• Ms Sue Richards

1. Apologies

Received from Cllr Sandy Timms

2. Minutes of the Last Meeting

The Minutes recorded from the Annual General Meeting, held on Monday 13 May 2019 were approved as a true record, duly signed, dated and filed.

3. Declarations of interest

Cllr Carter declared that she would decline to comment on any discussions on AMET.

4. Financial Report

Income

No Income

Expenditure

200045	£236.91	May A Barnes Salary
200046	£59.20	31st May HMRC PAYE
200047	£300	Rotherwick 3 years allotment rent to 31/03/2020
200048	£34.20	A Barnes May expenses
200049	£1100	OCC Traffic calming consultation £500 and signs and lining (We accrued £800 in last year’s accounts and allowed £1,800 in the forecast for the work).
200050	£43.68	P Carter tiles & paint
200051	£475	P Carter Darren Elliott Plastering
200052	£17.68	A Barnes print cartridge

NB

Chq No. 200027 for £11.05 made payable to A Barnes has been lost and so cancelled and a replacement one to be issued.

Chq No. 200049, noted above was not posted and will be cancelled due to an issue with the amount and being charged for works not yet carried out. The Clerk was asked to contact OCC and ask for a replacement invoice for the amount of £500. Stuart Fox was advised accordingly and the cheque returned to him.

Bank balance £70,205.37

Financial Regulations

These were reviewed and adopted, proposed by Cllr Carter and seconded by Cllr Leach.

5. Reports from County and District Councillors

CCllr Leffman reported on general council work and the merging of Cherwell and Oxfordshire which was going smoothly in combining services. She reported on a change in plan / re-evaluation with regards to new build and a shift in managing things in the future. Cllr Leffman reported on a debate at county; more work on roads needed and the issue around Adult social & children care and the lack of money.

DCllr Acock reported that he had been working with CCllr Leffman on a zebra crossing outside Wychwood School. He reported on the 44 new homes development in Shipton and 66 in Milton and the possibility of a Lollypop person. He advised the PC that he had supported AMET with a letter to support their application for £4k from WODC. Cllr Acock reported that there had been a lot of applications received for this. He then reported on 2 motions on consultations for better transport and the Gigaclear contracts which had been negotiated by WODC.

6. Public Time

Cllr Carter welcomed Laurence Mellor and Sue Richards and offered them the opportunity to address the meeting. Both said they had nothing in particular to raise and had come to listen and support the PC.

7. Planning

No new planning applications received.

A resident advised that after contacting the developers, Bloombridge, regarding the potential cow shed development in High Street, Bloombridge advised that they were in the final stages of putting together a planning application to submit. C Cllr Leffman reported on the clauses in the Local Plan which give added protection for Ascott-under-Wychwood and also on the fact that new homes are not selling in some areas. This means that the urgency to build is slowing down.

8. Matters Arising

(a) Gigaclear

Cllr Carter reported that Gigaclear/Lite Access have been working along the Shipton Rd from Vine House to No 55, Maple Way, High St between the shop and London Lane and have begun to work along London Lane from the 30mph sign to the school. They state that their aim is to finish laying the main cable as soon as possible so that it can ‘go live’. Consequently, there are small areas which are outstanding as they will be served by a secondary cable, such as Gypsy Lane, Andrews Yard, Meadowbank Close, from the Swan to the station and from the station to the Green and the Yew Tree Farm barns and cottages. Also there are many stretches of tarmac which are course and temporary and marked with red paint for replacement. Cllr Carter has arranged a site meeting with the Build Supervisor of Gigaclear, Karl Whittaker, on 14 June to establish a list of outstanding works. In general residents have reported better working practices but there has been another incident of the main BT phone cable being accidentally cut and which took 5 working days to repair.

(b) OCC Grasscutting Contract

Ongoing

(c) Footpaths

Cllr Carter has been working on this issue up to date. She recently contacted the latest OCC officer who can advise on Footpath Deregulation and how to register a footpath. Cllr Carter presented her up to date report to the Parish Council for discussion on the next step. P Cllr Plant has agreed to take the lead on this issue from now on. The way forward was discussed amongst P Cllrs and residents who attended the meeting and it was agreed that P Cllrs Plant and Carter and resident, Sue Richards, will meet to make plans.

(d) Ascott Martyrs Educational Trust (AMET)

Paul Jackson had sent an invitation, on behalf of AMET, to the PC inviting them to celebrate the production of a 6 minute video which includes a song written by Mark Pidgeon of the Martyrs story. This is going to be held at The Swan on Sunday 16 June between 4pm and 6pm – the councillors will reply individually.

(e) Dropped kerbs – Dawls Close

Ongoing

(f) Public access to meetings

The Clerk was asked to book the main Tiddy Hall for the PC meetings from September to enable ground access to the meetings.

(g) Tiddy Hall

The Clerk had circulated by email advice from NALC which allows Parish Councils to donate towards the maintenance and improvement of Village Halls without using S137 monies. Tiddy Hall trustees are waiting for grant decisions from other organisations. Following the presentation from Simon Gidman last month the PC agreed to grant a maximum of 10% towards the project, depending on the shortfall when all other grants are decided. This was proposed by Cllr Leach and seconded by Cllr Rance.

(h) Inconsiderate Parking – this issue had been reported, in particular outside the Swan pub. It was agreed to monitor this and Cllr Carter would ask PC Rob Webb about notices.

9. Risk Assessment & Ground Maintenance

• The Pavilion kitchen has been renovated, plaster repaired, all tiles replaced, repair to the back door and full decoration.
  The guttering at the front of the Pavilion has been repaired thanks to the footballers.
• Cllr Leach has strimmed the undergrowth to allow emergency access from the Pavilion kitchen back door.
• Cllr Carter has met with 2 Playground equipment suppliers to discuss renovation or replacement of equipment. 1 more supplier is booked. She has also met with one contractor about renovating the roadway and laying grass matting. Cllr Carter explained the latest ideas regarding both projects.
• Cllr Carter met with Laurence Mellor to take his advice about renovating the village Notice Boards.
• Thanks to be recorded to Simon Gidman and Nick Carter who have topped up the main French drainage lines in the Playing Field with gravel.

10. Community Emergency Plan

Cllr Carter asked the Clerk to reply and book her a place on the WODC Emergency Planning, to be held on 13 June 2019.

11. Transport

Buses

Nothing to report

Trains

Cotswold Line Promotion Group (CLPG) Chairman, confirmed that the Cotswold Line Task Force initiative recommendations for the future development of the line and its services had included the focus upon Hanborough at some impact upon services to Kingham and Charlbury, because of very strong push for this by both Oxford CC and WODC.

12. Roads

Chipping Norton River Bridge:

Cllr Rance reported that no information had been received yet from OCC regarding a target implementation date

13. Reports from Organisations

(a) Ascott-under-Wychwood Sports Club – nothing to report
(b) Wychwood Library – Nothing to report.
(c) Helpers of Ascott-under-Wychwood – Nothing to report.

14. Correspondence

Email

OCC Traffic Sensitive Street Consultation
WODC Planning Policy Consultations re East Witney Issues Paper Consultation
Invitation from AMET 16 June 2019 at the Swan Pub

Post

Clerks & Councils Direct
Cotswold & Malvern Line Newlsetter

15. Any Other Business

Cllr Rance reported on the following items:

Playing fields, dog fouling. Evidence exists of supporters and helpers at Football matches are bringing dogs, some of which are let free to roam and then foul.

High Street – the physical state of the High St and London Lane notice boards are now embarrassing, and a villager thinks it an eyesore. Shall we simply remove the decaying covering board as an interim measure?

Holy Trinity Church – the church has had a series of mindless vandal incidents, and on behalf of the Rector, Cllr Rance and Mary Barnes met PC Rob Webb to report details. Meanwhile sadly, the church was kept locked except for services to attempt to stem this behaviour by a local group of youngsters

There being no further business, Cllr Carter declared the meeting closed at 10.00pm

Cllr Philippa Carter (Chairman)
Date: Monday 8 July 2019

Parish Councillors

• Philippa Carter
• Sandy Timms
• Peter Rance
• Brian Leach
• Pauline Plant

Parish Clerk

• Angela Barnes

Members of the Public

• Mr Simon Gidman

1. Election of a Chairman and Vice Chairman

Cllr Timms proposed the election of Cllr Carter as Chairman, this was seconded by Cllr Rance. Cllr Carter proposed the election of Cllr Timms as Vice Chairman, this was seconded by Cllr Rance. Cllr Carter welcomed Cllr Pauline Plant as the newly co-opted fifth parish councillor.

2. Apologies

CCllr Liz Leffman
DCllr Jake Acock.

The Clerk was asked to ensure that copies of the Agenda, Monthly Update and the draft Minutes were sent to both the CCllr and DCllr.

3. Minutes of the Last Meeting

The Minutes recorded from the meeting held on Monday 8 April 2019 were approved as a true record, duly signed, dated and filed.

4. Declarations of interest

Cllr Carter declared an interest in AMET and would not take part in any discussions. Cllr Plant declared an interest in Tiddy Hall and would not take part in any discussions.

5. Financial Report

Stuart Fox, the Responsible Financial Officer had prepared the monthly parish funds spreadsheet, which had been circulated. Total bank balances £71,953.36

Income:

12th April
Pavilion rent -2 years £10.00
WODC Precept £11,291.00
16th April
HMRC VAT refund £1260.36
30th April
OCC Grass cutting fee £527.75

Expenditure:

25th April
200039 OCC Library subsidy £282.79
200040 Patrick Edwards Tractor repairs £61.80
29th April
200041 Bannor Electrical various works £668.02
200042 P Carter soil for pound £58.96
200043 P Carter wine for Annual Parish Meeting £21.97
13 May 2019
200044 A Barnes (Printer Cartridges) £17.68

Stuart Fox, RFO presented the bank reconciliation to Cllr Timms for referencing/reconciling.

Internal Audit Report

This was carried out by Margaret Ismail on 19 April 2019;
Chq no 101129 for £20 to Cotswold Promotion Line is not recorded in the minutes

Chq no 200003 (Tonnes Away) cancelled and re-issued on Chq no 200009 is not clear in the minutes. Chq number should be changed accordingly

Chq no 2000018 for £552 to Nicholson not shown in minutes

Chq no 200008 for £125 to Tonnes Away is cancelled on bank statement but not crossed out on cheque stub.

Chq no 200022 to Tonnes Away for £81.60 is cancelled, but is shown as chq no 2000021 in cash book.

RV 4 The amount for £9.99 is shown on an email but does not include a receipt. Would recommend that a receipt should be provided.

RV27 £15 for ink cartridge, no receipt, email used as receipt.

PV33 for £125 has been cancelled and re-issued later. Cheque stub is not cancelled.

The Internal Audit report was discussed and the reasons for the items raised by the Internal Auditor and how these could be avoided in the future. The Report was agreed as a true record.

External Audit

Year End Accounts to 31 March 2019

RFO Stuart Fox presented the Year End Accounts to 31 March 2019 to the Councillors and the Clerk and after discussion it was agreed unanimously that these were a true record. Cllr Carter signed the Accounts as Chairman and Stuart Fox as RFO. A copy of the Accounts was given to the Clerk for filing with the Minutes in the Minute Record Book.

Annual Return

RFO Stuart Fox explained the change to parish councils with income and expenditure below £25k and he presented the Certificate of Exemption. Cllr Carter signed this, as Chairman. The Annual Return would be displayed on the Notice Boards and Website accordingly.

Accounting Statement

RFO Stuart Fox presented the Accounting Statement to the Councillors and the Clerk. This was read and all agreed. Cllr Carter signed this as Chairman.

Annual Governance Statement

RFO Stuart Fox presented this to the Councillors and the Clerk. The questions numbered 1 to 9 were asked and all answered yes. The Annual Governance Statement was then duly signed by the Clerk and Cllr Carter as Chairman.

Financial Regulations

The Clerk has completed the amendments and circulated the amended Financial Regulations for approval and adoption at the June meeting.

6. Planning

Application No: 19/00925/HHD Erection of single storey rear extension and front porch 4 Chestnut Drive, Ascott-under-Wychwood – Mr Graham Ranson – NEW

7. Matters Arising

(a) Gigaclear

On 1 May Cllr Carter held a site meeting with Karl Whittaker, Delivery Manager of Gigaclear. They discussed good working practices and Mr Whittaker took many photographs of snagging issues to report to Lite Access. Dates for the area around the Green and Shipton Rd were discussed especially with regard to vehicle access and parking for the school and pre-school. Dates were subsequently agreed with all relevant parties to try and reduce inconvenience as much as possible. Unfortunately the date to work in the Tiddy Hall area had to be changed at the last minute. It will be on a weekend to avoid problems for the Pre-school and also for any large vehicles trying to pass through that narrow stretch of the road. The date around the school and Green should coincide with the May half-term.

(b) OCC Grasscutting Contract – Ongoing

(c) Footpaths – Cllr Plant agreed to take the lead in Footpath Deregulation. Cllr Carter to hand over the paperwork and explain progress so far.

(d) Ascott Martyrs Educational Trust (AMET) – Cllr Timms agreed to liaise and agree what fittings can be used for the panels on the Martyr Seats.

(e) Dropped kerbs – Dawls Close – Ongoing

(f) Public access to meetings
The Clerk reported on the advice given by OALC. The Councillors were asked to give this some thought and make a decision at the June meeting.

(g) Tiddy Hall, request for a grant towards renovating the toilets – Cllr Carter advised Parish Councillors that in recent years, when the PC has offered a grant, it has been about 10% of the project cost. This was, however, only a guide. Before deciding, the Clerk was asked to find out if S137 monies would have to be used as this would limit the monies available to grant. Cllr Carter suggested that P Councillors consider an amount up to 10% of the total cost, depending on how successful the Tiddy Trustees are in obtaining other grants. A decision would be made at the June PC meeting.

(h) Standing Orders – These were reviewed and all points in Paragraph 2k were discussed and agreed where applicable.

(i) Email from Mr Mitchell asking about the roadworks on the Shipton Road. A reply was drafted and the Clerk was asked to send.

8. Risk Assessment & Ground Maintenance

• Cllrs Carter and Plant walked the Village Grounds and adjusted the Risk Assessment accordingly. Cllr Carter presented the May 2019 RA and the list of outstanding works to the Parish Council for approval. Contacts have been made with contractors and suppliers for work on the playing field roadway and parking and also the play equipment
• Cllr Timms will take responsibility for the new Pound sign
• Cllr Leach for strimming in front of verge signs and behind the Pavilion
• Cllr Carter for Notice Boards, Playground and Playing Field parking spaces, staining barrow boards and seats in the Pound
• Cllr Plant has offered to help with keeping the Martyrs Seats clean and has liaised with other residents of the Green
• The Sports Committee will take on small works and maintenance to the pavilion and patio
• The football players will renovate the senior goals

9. Community Emergency Plan

Cllr Carter asked the Clerk to reply and book her a place on the WODC Emergency Planning, to be held on 13 June 2019.

10. Transport

Buses

The revised WOCT timetable is now operating and copies are on noticeboards, at bus stops and loose leaflet copies available in Ascott Village Shop.

Trains

Cllr Rance attended the Cotswold Line Promotion Group (CLPG) AGM in Morton in Marsh on Saturday 11th May. The electronic doors on the new IET trains are due for reprogramming by 21st May to allow full line usage of the extended platforms, eg Charlbury. He has sought further detailed information from the Chairman of CLPG regarding the Cotswold Line Task Force report recommending re-duelling of the line to Hanborough with a better service there, but impacting upon the existing Charlbury service. Meanwhile whilst yet to finalised, the December 2019 new timetable is expected to radically improve line services, though sadly without any additional services for Ascott.

13 Roads

Chipping Norton River Bridge – Cllr Rance reported that the invoice was to be raised – £500 for the consultation and a further £500 for the signing and lining. The works order was issued about a month ago but we need to coordinate the signing and lining to be implemented at the same time.

14 Reports from Organisations

(a) Ascott-under-Wychwood Sports Club
The Pre-School Fun Day is on 15 June. The kitchen plastering will start on 3 June. The last official senior football match of the season is on 18 May. The junior nets have been vandalised and will need replacing.

(b) Wychwood Library – Nothing to report.

(c) Helpers of Ascott-under-Wychwood – Nothing to report.

15 Correspondence

Email

OALC Monthly Update for April
OALC advert for a Town Clerk at Chipping Norton Town Council
Email from AMET + 10 attachments
Email from Tiddy Hall re refurbishment of Toilets (please refer to Item 9)
Email from Allan Ross re Village Shop – forwarded to Nick Leadbetter
Email from Mark Abrey apologising for not attending the Annual Meeting
Email from Mr Mitchell re roadworks on Shipton Road – refer to Item No. 7

Matters Arising
Post
Clerk & Council Direct

16 Any Other Business

Cllr Plant raised the issue of a ‘footprint sized’ hole which has appeared in the pavement outside No 32 Shipton Rd. Cllr Carter to raise this with Gigaclear.

Cllr Carter informed the P Council that 5 fire engines had attended the bonfire at Crown Farm. She had been copied into emails sent to WODC Environment Health Dept by various residents who had reported the incident in detail. Police had also attended and warned residents to close their windows. They and the Fire Chief returned to the village the next day to conduct interviews.

Cllr Carter reported that a resident had asked if she could maintain the footpath between Heritage Lane and the Orchard. Cllr Carter explained to the resident that it was not the responsibility of the Parish Council to maintain public footpaths. OCC is responsible for ensuring that a public footpath is clear through its Rights of Way Dept. Sometimes an OCC team will clear the way but mostly the RoW Dept will expect the home or landowners who own the adjoining properties to do the work. Contact details of the OCC Rights of Way Dept are on their website. Cllr Leach was kind enough to clear the footpath earlier in the year but this was purely voluntary and not part of his PC duties. The same applies to the gardening that Cllr Carter and other volunteers undertake at the station.

Grapevine and PC phone numbers – it was decided that the best phone number for residents to use would be the Clerk’s and this will be regularly added to the end of each PC Grapevine article along with email addresses.

There being no further business, Cllr Carter declared the meeting closed at 10.00pm

Cllr Philippa Carter (Chairman)
Date: Monday 10 June 2019