Parish Council 2009

Parish Councillors Present:

• Stuart Fox (Chairman)
• Elaine Byles (Vice Chairman)
• Bridgette Crundwell
• Rob Morgan

Parish Clerk:

• Angela Barnes

Members of the Public:

• Laurence Mellor
• Andrew Timms

1. APOLOGIES:

No apologies received.

2. DECLARATIONS OF INTEREST:

There were two declarations of interest. Chairman Stuart Fox and Elaine Byles declared an interest as Trustees of the Village Charity, which owns the land at Lower Green. Elaine Byles also declared an interest as the tenant of Lower Green. Please refer to OCC Highways.

3. MINUTES OF THE LAST MEETING:

The Minutes from the meeting held on 9 November were agreed, signed, dated and filed.

4. CONTINGENCY PLAN:

It was reported that a practice run had been held with Nick Leadbetter, which had proved to be very useful. It had been suggested that a practice sandbag fill and a practice loud hailer round the Village should take place. The Clerk was asked to carry these forward. It was confirmed that keys had been dropped off with Cllr Rob Morgan for the Sandbin and it was agreed that keyholders would be Stuart Fox and Rob Morgan. Concerns were raised regarding the sandbags being biodegradeable. DCllr Hilary Hibbert-Biles confirmed that these were the correct sandbags. Cllr Rob Morgan reported that the maps had been laminated and were in the cupboard in the Tiddy Hall room. Cllr Stuart Fox suggested marking all the equipment in order to identify this and reported that the next practice run would be carried out so that all knew how to operate pumps, electrical equipment etc.

It was reported that gloves, hi-viz jackets, shovels and biodegradeable bags had been delivered to Cllr Rob Morgan. DCllr Hilary Hibbert-Biles suggested a roll of polythene to line underneath the sandbags. Cllr Stuart Fox agreed to source this.

5. COUNTY COUNCILLORS REPORT:

No Report.

6. DISTRICT COUNCILLORS REPORT:

DCllr Hilary Hibbert-Biles reported that WODC had been setting their budget and were under terrific pressure to save money. She confirmed that no land had been designated in Ascott for affordable housing, however the consultation document would run for six weeks from January for public consultation.

DCllr Hilary Hibbert-Biles reported that WODC had given a grant to ORCC of £27,000 to support them in supporting village shops etc.

7. MATTERS ARISING:

OCC Highways

Further to a site meeting held, Parish Councillors Cllr Stuart Fox and Cllr Rob Morgan and OCC Highways Gordon Hunt and Rodney Rose agreed the following scheduled works;

• Water accumulating on the corner of High Street and London Lane: It was agreed that OCC Highways would arrange for the drain to be lowered in order to allow the water to escape.
• Water accumulation outside Sunset House: It was agreed that in the short term you will arrange for your contractors to clear the leaves and silt to allow water to drain more freely into Network Rail’s ditch and in the longer term the Parish Council will need to discuss this with Cornbury Estate.
• Beyond the Level Crossing: It was agreed that you will replace the screen where the ditch enters the culvert under the road with one that will not get blocked with leaves and debris. It was noted that this cannot be done until after April when the department budget will be in place.
• Ditch on the Charity Land: It was agreed that the ditch was in good condition and well maintained, but there was a problem because the pipes feeding from the culvert into the ditch were too low and the water and the level of the ditch needs to be lowered so that the pipes are above the water level. This would improve water flow and help to prevent the culvert becoming full of silt.
• Manor Farm entrance: It was agreed to clear the drainage pipes on the righthand side of the road from the Manor Farm entrance to the river bridge.

The schedule was discussed, in particular the riparian owners of the ditch opposite Sunset House. DCllr Hilary Hibbert-Biles suggested that the PC contact Cath James at WODC and ask her to confirm ownership and responsibility.

Sandbin
Please refer to Item No. 4 Contingency Plan.

Pavilion/Sports Club
Ongoing

Village Shop
It was reported that the late night shopping was very successful, but not as busy as last year.

Sports Field Sign
After discussion, the Clerk was asked to remove this from matters arising.

Allotment Rents
Ongoing

Christmas Tree on the Green/ Carols round the Tree
It was reported that the Christmas tree, kindly donated by Chris Badger, was erected and decorated with the lights on Saturday 5 December. There was a problem with the works carried out by SEC which had now been rectified. Cllr Stuart Fox thanked Chris Badger for supplying the tree and Shane Barnes and Robin Walker for their help in erecting the tree. It was agreed that the lights should be switched off and removed on 5 January 2010 and the Clerk was asked to ask Shane Barnes and Robin Walker to take the tree down and dispose of it during the week after.

It was agreed that the collection from the Carols round the Tree would be split 50/50 between Christian Aid and the Village Charity.

Natural History Project
Cllr Stuart Fox reported that he had spoken to Mike Pearce and it was decided that the monies held on account should be used within Ascott-under-Wychwood.

Ash Trees
Ongoing

The Wychwood Day Centre
After a preliminary discussion the Clerk was asked to carry this forward to the January meeting.

8. CORRESPONDENCE:

• WODC Request for a free copy of the full Register of Electors 2010 (Councillors must complete and apply for personally)
• OCC Letter enclosing revised Railbus timetable leaflet
• Cotswold & Malvern Line News Winter 2009
• NAAONB Magazine
• OFPA Annual Report 2008-09
• Clerks & Councils Direct

9. PLANNING:

No new planning applications had been received.

10. FINANCIAL REPORT:

Receipts

• None

Payments Out

• Tiddy Hall Rent £136.00 Chq No. 100705
• R A Morgan £33.29 Chq No. 100706*
• WODC Refuse £144.42 Chq No. 100707
• SEC Feeder Pillar £348.30 Chq No. 100708
• R A Morgan £21.94 Chq No. 100709**

* Stationery purchased for the Contingency Plan
** Laminating maps purchased for the Contingency Plan

11. ANY OTHER BUSINESS:

• Cllr Elaine Byles reported that the curb stone at the corner of London Lane that had been reported as loose to OCC Highways had now disappeared. The Clerk was asked to chase OCC.
• It was reported the potholes on London Lane were now some 3 to 4″ deep.
• Cllr Rob Morgan asked if Peter Greening had written confirming his resignation. The Clerk and the Chairman had chased this on several occasions and Cllr Stuart Fox agreed to speak to Peter again.
• Cllr Rob Morgan asked if a log of correspondence in a table format could be included in the monthly update.

12. PUBLIC QUESTIONS:

Q: Andrew Timms asked how soon the minutes were displayed on the Website.
A: Cllr Stuart Fox confirmed that as soon as the minutes had been approved and signed at the meeting, these were then sent to the Website for display. The Clerk was asked to chase Paul Cunningham and ensure that they were up to date.

There being no further business, Stuart Fox closed the meeting at 9.32pm and confirmed the next meeting would be Monday 11 January 2010.

Parish Councillors Present:

• Stuart Fox (Chairman)
• Elaine Byles (Vice Chairman)
• Rob Morgan

Parish Clerk:

• Angela Barnes

Members of the Public:

• Cllr Mike Watson and Cllr Jill Mavin from Shipton-under-Wychwood PC
• Andrew Timms

1. APOLOGIES:

Apologies were received from Bridgette Crundwell and County Councillor Rodney Rose

2. DECLARATIONS OF INTEREST:

There were no declarations of interest.

3. MINUTES OF THE LAST MEETING:

The Minutes from the meeting held on 12 October were agreed, signed, dated and filed.

4. SHIPTON-UNDER-WYCHWOOD WILD GARDEN:

Stuart Fox introduced Mike Watson and Jill Mavin from Shipton-under-Wychwood Parish Council who had come to give a presentation on the acquisition of the Wild Garden in Shipton-under-Wychwood. Mike Watson reported that the Wild Garden was a 12 acre space available for public use although it was private land. Shipton Parish Council had been offered the site from the present owner in exchange for £50k which could be paid over a period of time. Shipton had already held an open meeting which had proved to be very supportive with lots of questions with regard to maintenance, whether it was a manageable project etc. Mike reported that they currently had £15k under pledge and that they would be applying to the Charity Commission for charitable status. Mike advised that they had booked the Tiddy Hall for Friday 4 December at 7.30pm to give the parishioners of Ascott-under-Wychwood a presentation. He asked the best way to let the Village know about the meeting and a leaflet drop was suggested. Mike confirmed that he and Jill would be doing the same at Milton-under-Wychwood Hall on 11 December 2009.

Stuart Fox thanked Mike and Jill for coming and said that he would try and attend the meeting on Friday 4 December in support.

4. SPORTS PAVILION:

Please refer to Matters Arising.

5. CONTINGENCY PLAN:

Stuart Fox confirmed that the practice run would be held on Sunday 22 November and would invite the necessary people to attend.

6. COUNTY COUNCILLORS REPORT:

No Report.

7. DISTRICT COUNCILLORS REPORT:

No Report

8. MATTERS ARISING:

OCC Highways

• Road surface on High Street (outstanding and long overdue)
• Road surface on Chipping Norton hill (outstanding and long overdue)
• Lower Green land drainage surface water on both sides of the level crossing (new, but already requested and no response from OCC)
• No’s 30 and 32 High Street on the righthand side the Verge needs reinstating OCC have been asked to assess a more permanent solution and the possibility of erecting wooden posts (new, but already requested and no response from OCC)

The Clerk reported that she had received a telephone message from Gordon Hunt from OCC Highways on the Friday prior with regard to the land drainage in Lower Green stating that the land was the responsibility of Network Rail. CCllr Rodney Rose had emailed and suggested that they leave it to OCC and WODC to sort out. The Clerk replied reminding CCllr Rose that he had promised a site meeting with himself, Gordon Hunt and Stuart Fox and asked for this to be now arranged without delay.

Sandbin
WODC had confirmed they would be speaking with the Tiddy Hall with regard to the licensing and keyholders of the Sandbin. It was reported that a padlock had now been put on the bin and that the Parish Council would need to know who the keyholders are or have a key should they need to gain access to the sandbin and to have more sandbags delivered.

Pavilion/Sports Club
Ongoing

Village Shop
It was reported that the new air conditioning unit had been fitted and the new till system was working well.

Sports Field Sign
Ongoing

Allotment Rents
Ongoing

Christmas Tree on the Green

• The date for the erection of the Christmas Tree would be Saturday 5 December. The Clerk was asked to ask Mr Barnes to liaise with Chris Badger with regard to erecting the tree and Parish Councillors would attend and help also.
• The date for the Carol Service was confirmed as Saturday 19 December at 7.30pm. Stuart Fox reported that the choir had confirmed they could attend and the children from the Pre-School will start the carol service off. The Clerk was asked to organise the Carol Sheets and a Leaflet to be delivered throughout the Village advising them of the Carol Service.
• A timer switch would need to be purchased so that the Christmas Lights would turn off automatically.

8. MATTERS ARISING Cont’d:

Natural History Project
The remainder of the money was discussed and it was suggested that it could be donated to the Wild Garden project. Stuart would talk to Mike Pearce.

9. CORRESPONDENCE:

As circulated, including a letter requesting a donation from the Wychwood Day Centre had been received. It was suggested this be carried forward to the December meeting. Also a letter requesting a donation from the Oxfordshire Association for the Blind had been received. The Clerk was asked to reply that the Parish Council were very supportive of the OAB, but on this occasion they were not in a position to give a donation.

10. PLANNING:

09/1273/P/S73 Non-compliance with Condition 2 of Planning Application: 08/1745/P/FP at The Old Farmhouse 15 High Street (Ongoing)

09/1121/P/FP Alterations and erection of single storey front and rear extensions with balcony above rear extension at Chaundy Barn 45 High Street Ascott-under-Wychwood (Refused)

11. FINANCIAL REPORT:

Receipts

• £ 5,075 WODC 2nd half of the Precept

Payments Out

• None

A financial forecast had been circulated prior to the meeting in order to discuss and set the Precept for 2010/2011. After discussion it was agreed that it be set at £10,500.

12. ANY OTHER BUSINESS:

• (a) Elaine Byles reported that there was a loose curb stone on the corner of London Lane and the Green. The Clerk was asked to contact OCC Highways.
• (b) Elaine Byles had been asked to bring to the Parish Council’s attention the footpath along Gypsy Lane going to the A361 which had become very overgrown. The Clerk was asked to contact Dan Weeks at OCC.
• (c) Stuart Fox reported on the emptying of the Dog Bins throughout the Village and asked the Clerk to speak with WODC to confirm how often the bins were emptied and to ensure that the one in High Street was not left out.

13. PUBLIC QUESTIONS:

There were no public questions.

There being no further business, Stuart Fox closed the meeting at 9.30pm and confirmed the next meeting would be Monday 14 December 2009.

Parish Councillors Present:

• Stuart Fox (Chairman)
• Elaine Byles (Vice Chairman)
• Bridgette Crundwell
• Rob Morgan

Parish Clerk:

• Angela Barnes

Members of the Public:

• Roger Shepherd and John Cull

1. APOLOGIES:

There were no apologies received.

2. DECLARATIONS OF INTEREST:

There were no declarations of interest.

3. MINUTES OF THE LAST MEETING:

The Minutes from the meeting held on 14 September were agreed, but with one change under Item number 5 Contingency Plan – please refer. The Minutes were then duly signed, dated and filed.

4. SPORTS PAVILION:

Stuart Fox welcomed Roger Shepherd, the Chairman & Treasurer and John Cull, the Secretary of the Sports Pavilion who had come to the meeting to discuss the future management of this. It was reported that after long consideration Roger and John had decided to stand down from their respective roles, giving one year’s notice from the date of the Annual General Meeting 23 July 2009.

Roger reported that both he and John’s committments were becoming increasingly larger and felt that the time had come to step down and find new people. The minutes from the AGM were circulated and discussed. Stuart Fox reported that the Parish Council are responsible for the Pavilion and whilst the finances would need to come back there was still the need for a maintenance person and a bookings/keyholder person. It was reported that there was currently £4500 on account, but unfortunately WODC had rejected an application for discretionary rates, which was worth approximately £600. Roger reported that he was going to appeal this decision.

In conclusion it was agreed that both the Parish Council and the Pavilion Committee should be actively seeking someone to take over the administration role from Roger and someone to deal with the bookings. Stuart Fox thanked both Roger and John for all of their hard work and suggested re-visiting this at the Parish Council meeting in January 2010.

5. CONTINGENCY PLAN:

Please note a change from the September minutes which should have read on 23 September the councillors are meeting to carry out an equipment check.

• A list of Volunteers was circulated by Bridgette.
• An Ordnance Survey Licence was signed so that a detailed map could be obtained.
• The equipment check proved successful and it was decided to set a date for a dry run. Stuart Fox agreed to contact Nick Leadbetter.

The District Councillor, Hilary Hibbert-Biles asked if plastic sheeting had been considered for placing underneath filled sandbags as this helps keep the water out.

6. COUNTY COUNCILLORS REPORT:

County Councillor Rodney Rose reported that the outstanding highways issues were being addressed and was going to arrange and attend a site meeting with Gordon Hunt OCC, and Stuart Fox. It was also reported that an Inspector would be visiting High Street to assess number 30 and 32 and at the same time would inspect the poor work carried out by contractors outstide the Village Shop.

Cllr Rodney Rose reported that the proposed 40 extra care housing units in Milton-under-Wychwood looked as if they were going to go ahead and he had asked for a consultation at every stage of the building works.

7. DISTRICT COUNCILLORS REPORT:

District Councillor Hilary Hibbert-Biles reported on WODC sharing the Chief Finance Officer with the Cotswold District Council. This was a pilot scheme and would continue until the end of the financial year.

8. MATTERS ARISING:

OCC Highways

Please refer to County Councillor’s Report above.

• Road surface on High Street (outstanding and long overdue)
• Road surface on Chipping Norton hill (outstanding and long overdue)
• Lower Green land drainage surface water on both sides of the level crossing (new, but already requested and no response from OCC)
• No’s 30 and 32 High Street on the righthand side the Verge needs reinstating OCC have been asked to assess a more permanent solution and the possibility of erecting wooden posts (new, but already requested and no response from OCC)

Hedgerow on corner of London Lane/Shipton Road
After discussion it was decided not to persue this any further.

Sandbin
The Clerk had written back to WODC with regard to keyholders, licencing etc asking that this be redressed to the Tiddy Hall Committee.

Pavilion/Sports Club
Please see Item No. 4 above.

Village Shop
Stuart Fox reported that the new Till and Computer System was now up and running.

Signal Box
Stuart Fox reported the good news that the Signal Box will now stay and continue to be manned in Ascott as will Moreton and Evesham.

Sports Field Sign
Ongoing, Clerk to chase

8. MATTERS ARISING Cont’d:

Christmas Tree on the Green
The Clerk reported that the preparation works on the Green were now complete and SEC should commence the installation of a Feeder Pillar to connect the power anytime now. The Clerk was asked to chase this. The project management of this was discussed, with the following action points:

• To publicise the carol service
• To confirm the date, preferably Christmas Eve
• To organise an accompanist or lead singers
• Refreshments
• Carol Sheets
• Buckets for the collection
• Agree a beneficiary

Stuart Fox agreed to speak with Debra Cull with regard to refreshments and the Vicar to confirm the date. It was also suggested asking Chris Badger for an indication of the size of the Christmas Tree.

Natural History Project
Rob Morgan gave an update and had completed his survey in recording 260 graves and 378 people. Rob was waiting for the Vicar Mark Abrey to contact him with a plan of the graveyard.

9. CORRESPONDENCE:

As circulated.

• Receipted Invoice from SEC for the Feeder Pillar on the Green
• Thank you letter from Citizens Advice Bureau
• NHS Oxfordshire Health News Issue 3
• NHS Thames Valley Primary Care Agency Letter noting application from Wychwood Medical Ltd
• Cotswolds Conservation Board Hedgelaying Training Courses
• Society of Local Council Clerks CPD Training Course Monday 9 November at Minster Lovell
• WODC Meeting of the Standards Committee
• WODC invitation from WODC to the opening of Marriotts Way
• Email from Mike Pearce with regard to the time taken by OCC Highways to carry out works in High Street

10. PLANNING:

09/1273/P/S73 Non-compliance with Condition 2 of Planning Application: 08/1745/P/FP at The Old Farmhouse 15 High Street (New)

09/1171/P/FPConversion of garage to living accommodation and erection of garage/office at 12 London Lane (Ongoing)

09/1121/P/FP Alterations and erection of single storey front and rear extensions with balcony above rear extension at Chaundy Barn 45 High Street Ascott-under-Wychwood (Ongoing)

11. FINANCIAL REPORT:

Stuart Fox asked everyone to consider for the next meeting any projects and or expenditure for next year to enable the Parish Council to set the Precept for 2009/2010.

Receipts

• Village Charity donation towards the Christmas Tree Lights £180.00

Payments Out

• CCTC Christmas Tree Lights £243.53 Chq No. 100697
• S Barnes preparation works on the Village Green £450.00 Chq No. 100698
• Citizens Advice Bureau donation £50.00 Chq No. 100699
• S Barnes annual grasscutting £3200.00 Chq No. 100700
• SEC Works to connect Feeder Pillar on the Village Green £432.75 Chq No. 100701
• A Barnes Clerks quarterly salary £482.53 Chq No. 100702
• HMRC £120.63 Chq No. 100703
• A Barnes Clerks quarterly expenses £148.37 Chq No. 100704

12. ANY OTHER BUSINESS:

• Stuart Fox advised that he had received a report from Pippa Carter with regard to the progress on the rail bridge.
• Nial Burman wrote and reported to the Parish Council the condition of the Ash Trees in the Playing Field and suggested they keep an eye them. The Clerk was asked to add this as an Agenda Item for the November meeting.
• Stuart Fox reported that Debra Cull had advised him the date for next year’s Fete was planned for 12 June 2010 and asked the Parish Council’s permission to hold this, which would include a Dog Show, on the Playing Field. This was agreed and Stuart confirmed he would advise Debra accordingly.

13. PUBLIC QUESTIONS:

There were no public questions.

There being no further business, Stuart Fox closed the meeting at 10.05pm and confirmed the next meeting would be Monday 9 November 2009.

Parish Councillors Present:

• Stuart Fox (Chairman)
• Elaine Byles (Vice Chairman)
• Bridgette Crundwell
• Rob Morgan

Parish Clerk:

• Angela Barnes

1. APOLOGIES:

Apologies were received from Stuart Fox, Chairman who arrived at 8.20pm. Apologies were sent from Peter Greening who has decided to resign and step down from the Parish Council due to family committments. The Clerk confirmed she would ask Peter for his resignation in writing.

2. DECLARATIONS OF INTEREST:

There were no declarations of interest.

3. MINUTES OF THE LAST MEETING:

The Minutes from the meeting held on 13 July were agreed, duly signed, dated and filed.

4. CONTINGENCY PLAN:

• Bridgette Crundwell confirmed she was compiling a list of Volunteers.
• Rob Morgan was looking into obtaining a map.
• The councillors arranged to meet up in the Tiddy Hall prior to a practice run of the Contingency Plan on Wednesday 23 September to check the equipment.
• The Clerk was asked to check the availablility of the Tiddy Hall room on this date and to request a list of Keyholders to the old Scouts Cupboard.
• Sandbin; a letter had been received from WODC requesting the name, address and telephone number of the holder of the key and dry sand bags. The Clerk was asked to reply that there is no key, the sandbin is open and not secure at the front and to request more dry sand bags.
• A second letter had been received from WODC with regard to a Licence to set up emergency sand bag centres. The Clerk was asked to return the letter and ask WODC to redress this to Tiddy Hall Committee, for the attention of Roger Shepherd.

5. COUNTY COUNCILLORS REPORT:

No Report

6. DISTRICT COUNCILLORS REPORT:

No Report

7. MATTERS ARISING:

OCC Highways

Clerk reported that she had written again listing the long overdue issues plus the two new ones;

• Road surface on High Street (outstanding and long overdue)
• Road surface on Chipping Norton hill (outstanding and long overdue)
• Lower Green land drainage surface water on both sides of the level crossing (new, but already requested and no response from OCC)
• No’s 30 and 32 High Street on the righthand side the Verge needs reinstating OCC have been asked to assess a more permanent solution and the possibility of erecting wooden posts (new, but already requested and no response from OCC)

The above outstanding Highways’ issues were discussed again and reported that no progress had been made. The Clerk was asked to speak with the County Councillor, Rodney Rose.

Pavilion/Sports Club

It was reported that the future of the management of the Club would be discussed at the October meeting.

Village Shop

It was reported that a new computer system was going to be installed.

Signal Box

Stuart Fox reported that he had written to NR and would chase for a response.

Sports Field Sign

Ongoing, Clerk to chase

Christmas Tree on the Green

A quotation had been received from Mr Barnes for the preparation works on the Green. This was accepted and the Clerk was asked to notify Mr Barnes accordingly, but checking the 400mm depth and if the plastic caps could be metal.

Natural History Project

Rob Morgan presented a plan he had received of the graveyard, which showed 109 graves marked and 260 unidentified. Rob reported that he had divided his plan into sections A to D and the end product would be a compiled list showing monument inscriptions for every identifiable grave.

8. CORRESPONDENCE:

As circulated.

• A letter requesting a donation had been received from the Citiziens Advice Bureau and it was agreed to send a donation of £50.
• Stuart Fox reported that he had been asked by Ms Sue Richards to request a “No Turning” sign at the entrance of Yew Tree Farm and to bring to the Council’s attention the broadband speeds and the future digital signal. These were all discussed and agreed that these issues were not within the Parish Council’s jurisdiction.

9. PLANNING:

09/1171/P/FPConversion of garage to living accommodation and erection of garage/office at 12 London Lane (New)

09/1121/P/FP Alterations and erection of single storey front and rear extensions with balcony above rear extension at Chaundy Barn 45 High Street Ascott-under-Wychwood (New)

AB/08/1757/P/FP Erection of detached dwelling and garage at Land adj 9 High Street, Ascott-under-Wychwood
Appeal to Secretary of State; Appeal Dismissed by the Planning Inspectorate

10. FINANCIAL REPORT:

Receipts

• None

Payments Out

• 100692 Wychwood School donation £50.00
• 100693 Pestakers £48.00
• 100694 WODC RoSPA Inspection £54.45
• 100695 BDO Stoy Hayward £184.00
• 100696 N Burman Tree Contractor £1,345.00

It was reported that the external audit was complete. BDO Stoy Hayward did send an Issues Arising Report with regard to Section 137 expenditure and advised that the donation made to the Citizens Advice Bureau which should have been authorised under S142(2A) of the Local Government Act 1972, power to assist voluntary organisations to provide advice and information to individuals.

The council incorrectly recorded items as Section 137 payments when other statutory powers existed. A payment cannot be recorded under S137 if another statutory power exists. The Parish Council were advised that they must ensure in future years that they review the list of statutory powers available to council to establish if a power exists before relying on S137 to authorise a payment. The statutory power being used to authorise expenditure should be recorded alongside the item to demonstrate the council or meeting has properly followed their standing orders and financial regulations.

11. ANY OTHER BUSINESS:

Rob Morgan asked if the hedge at the corner of London Lane and Shipton Road could be reduced in height. The Clerk was asked to write to Cornbury Estate and request that the hedge be cut and reduced in height to enhance visibility. It was felt this had now become a traffic safety issue.

Rob Morgan reported on the bus from RH Transport from Witney stopping near the Village Green. This was dangerous and the Clerk was asked to contact RH Transport accordingly.

Elaine Byles queried the frequency in which the dog bins were emptied. The dog bins were discussed in particular the one sited by the Pound and it was suggested this could be moved back towards the Swan Public House. The Clerk was asked to enquire if this could be done and also ask how frequent the bins were emptied in the Village.

12. PUBLIC QUESTIONS:

No public question.

There being no further business, Stuart Fox closed the meeting at 10.00pm and confirmed the next meeting would be Monday 12 October 2009.

Parish Councillors Present:

• Stuart Fox (Chairman)
• Elaine Byles (Vice Chairman)
• Bridgette Crundwell
• Peter Greening
• Rob Morgan

County Councillor:

• Rodney Rose

District Councillor:

• Hilary Hibbert-Biles

Parish Clerk:

• Angela Barnes

Thames Water representatives:

• Huw Thomas, Mark Wickstead and Clare Carlaw

Members of the Public:

• Nigel & Anne Braithwaite
• Tony & Lynn Collins
• Alan & Julie Chubb

1. APOLOGIES:

No apologies were received.

2. DECLARATIONS OF INTEREST:

There were no declarations of interest.

3. MINUTES OF THE LAST MEETING:

The Minutes from the meeting held on 8 June were agreed and duly signed, dated and filed.

4. CONTINGENCY PLAN:

Stuart Fox introduced the representatives from Thames Water and thanked them for returning to the July meeting after attending the June one. Huw Thomas introduced Clare Carlaw who is responsible for project design and approval. Mark Wickstead gave a slide presentation to the meeting noting the responsibilities of Thames Water and other agencies;

Thames Water – foul sewers, OCC – road drainage, Environment Agency – main rivers and WODC/Riparian Owners – local streams. Mark Wickstead reported that having sent out 31 questionnaires only 5 had been received back. A further supply of 12 had been given to the Parish Council who were asked to urge property owners that had and still were being affected by foul water flooding internally and externally to complete the questionnaire and send it back in the prepaid envelope.

A Study Scope had been carried out to enable a network model to be designed and the Study findings were then subject to an Operational Response. This has included root cutting, sewer cleaning, manhole replacement an additional non return valve (NRV) being fitted at one property, rising main sewage, treatment works and an inlet clean. It was noted that the possibility of sealing 3 manholes may help resolve some issues and the sewers being subject to an annual inspection using CCTV.

Longer term solutions included the removal of misconnections, to provide a storm tank to balance the remaining flows during storm conditions. To upsize the sewers to convey the storm flows to the balance tank. To line sewers to stop infiltration and to further increase output from Ascott Swan pumping station. Thames Water reported that although solutions had been identified for Ascott-under-Wychwood there is currently no specified project within their Flooding Plan 2010 to 2015.

Q: Stuart Fox asked Thames Water what progress has been made with the relevant agencies.
A: Huw Thomas confirmed meetings had been arranged with the EA and WODC and they would be meeting separately for Ascott-under-Wychwood.

Q: Elaine Byles asked how progress will be made and in effect how will Ascott move towards having the relevant works necessary carried out?
A: Thames Water answered that in the first instance the properties that have been flooded internally and externally should complete the questionnaire and once some 3 to 4 driver properties had been identified this would count towards a point scoring system.

Stuart Fox thanked Thames Water for coming to the meeting. Stuart confirmed that he had spoken with Scott Pillinger at Network Rail who had submitted plans to contractors for quotations and was hopeful that work would start in August.

5. COUNTY COUNCILLORS REPORT:

County Councillor Rodney Rose gave his report. He confirmed that he had been elected for a further term in office as Cabinet Member for Transport Implementation at Oxfordshire County Councillor and confirmed that this post will include the growth infrastructure including flooding, potholes and speeding etc. County Councillor Rose advised the Parish Council that once he had settled into this new role he would address the outstanding highway issues noted below.

6. DISTRICT COUNCILLORS REPORT:

District Councillor Hilary Hibbert-Biles gave her report confirming that she was no longer on Planning and that she had been elected as Vice Chairman of Oxfordshire County Council. District Councillor Hilary Hibbert-Biles reported on Swine Flu and urged people to telephone NHS direct in the first instance of suspecting they may have this. She was hopeful that local Leisure Centres would be used to administer the Vaccine for Swine Flu in the Autumn, these being Chipping Norton, Carterton and Witney.

District Councillor Hilary Hibbert-Biles reported that John Parkinson had taken over from Laurence King at WODC.

7. MATTERS ARISING:

OCC Highways

Clerk reported that she had written again listing the long overdue issues plus the two new ones;

• Road surface on High Street (outstanding and long overdue)
• Road surface on Chipping Norton hill (outstanding and long overdue)
• Lower Green land drainage surface water on both sides of the level crossing (new, but already requested and no response from OCC)
• No’s 30 and 32 High Street on the righthand side the Verge needs reinstating OCC have been asked to assess a more permanent solution and the possibility of erecting wooden posts (new, but already requested and no response from OCC)

The above outstanding Highways’ issues were discussed, please note County Councillors report.

Pavilion/Sports Club
Nothing to report

Village Shop
Nothing to report.

Signal Box
Stuart Fox reported that the Parish Council’s application to have the Signal Box Listed was unsuccessful. An application had been made previously and the building was not old enough.

Sports Field Sign
Ongoing

Christmas Tree on the Green
Shane Barnes had been asked for a quotation to carry out the preparation works on the Village Green. It was suggested that the Clerk write to Mark Dawbarn and ask if the Village Charity would purchase the lighting for the Christmas Tree.

Natural History Project
Ongoing

RoSPA Report
The RoSPA Report had been circulated by email and there was no action necessary.

8. CORRESPONDENCE:

• Thames Water 12 Sewer Flooding Questionnaires and pre-paid envelopes
• Email from Tim Lyon with regard to Wychwood Way Car Park
• Email from TIm Lyon with regard to Dog Fouling signs
• CLPG Summer/Autumn Newsletter
• Letter from Wychwood CE Primary School requesting donation
• Cotswolds Conservation Board Eighteenth Board Meeting Minutes
• OCC Revised Bus Strategy
• Clerks & Councils Direct July 2009
• WODC Creating Futures
• ORCC Spring/Summer Review
• South East England Partnership Board Planning for Gypsies, Travellers and Travelling Showpeople

The correspondence listed above was discussed and circulated. The Clerk was asked to reply to Parishioner Tim Lyon’s two emails noting that after discussion it was decided that to have dog fouling signs placed around the Village would not be appropriate at this time and in reply to the suggestion of a Wychwood Way Car Park, again this was discussed and the suggestion would be kept on file, but should note that the parcel of land being suggested is part of the flood plain. The Clerk was asked to reply to the letter from the Wychwood CE Primary School enclosing a £50 donation. The remaining correspondence was then circulated for all councillors to see and pass on.

9. PLANNING:

AB/08/1757/P/FP Erection of detached dwelling and garage at Land adj 9 High Street, Ascott-under-Wychwood
Appeal to Secretary of State; Appeal Start Date: 23 February 2009

10. FINANCIAL REPORT:

Receipts

• None

Payments Out

• NTG Fencing £431.25 Chq No. 100686
• Stuart Fox (Hi Vis jackets £35.23 Chq No. 100687
• CLPG Subscription £10.00 Chq No. 100688
• HM Revenue & Customs £120.63 Chq No. 100689
• Clerks quarterly salary £482.53 Chq No. 100690
• Clerks quarterly expenses £100.90 Chq No. 100691

11. ANY OTHER BUSINESS:

District Councillor Hilary Hibbert-Biles suggested the PC having a plan of action ready for the Flood Meeting with David Cameron, being held at the New Beaconsfield Hall on Thursday 13 August.

12. PUBLIC QUESTIONS:

There were no public questions.

There being no further business, Stuart Fox closed the meeting at 10.30pm and confirmed the next meeting would be Monday 14 September 2009.