Parish Meetings 2015

Parish Councillors:

• Philippa Carter (Chair)
• Sandy Timms (Vice)
• Peter Rance

Responsible Financial Officer:

• Stuart Fox

District Councillor:

• Tom Simcox

Parish Clerk:

• Angela Barnes

Members of the Public:

• No members of the Public

1. APOLOGIES:

Apologies received from CCllr Rodney Rose and Cllr Mark Tribe.

2. MINUTES OF THE LAST MEETING

The recorded Minutes from the Meeting held on 16 November 2015 were agreed, duly signed, dated and filed.

3. DECLARATIONS OF INTEREST

There were no declarations of interest to be recorded.

4. CO-OPTION

Ongoing.

5. FINANCIAL REPORT:

Authorisation of payments

Payments:
100989 L Mellor £17.09 Xmas Tree Lights
100990 The Swan at Ascott £30.00 Defibrillator Electricity
100991 TGMS £960.00 Cost of preparing tenders for drainage scheme-Refundable
100992 Bruern Estate £204.00 Christmas Tree

Income:
No Income

Precept Planning:

Cllr Carter presented a final forecast, which was discussed at length and agreed unanimously that this presented a fair and true report. Cllr Carter proposed that the PC give a donation of £500 to the Playground Fund, this proposal was seconded by Cllr Timms.

Cllr Carter proposed a donation of £400 to the Grapevine, this was seconded by Cllr Rance. Cllr Carter proposed additional works that would need to be added to the grasscutting contract. All councillors were happy with this proposal and agreed in principle. Cllr Carter and the Clerk would re-draft the grasscutting contract for approval in the New Year

Cllr Carter reported that the PC had already had to accept cuts from OCC and that they will need to prepare for more to come. Taking this into account Cllr Carter proposed that the Precept should remain at the same level as last year. This was seconded by Cllr Rance and agreed unanimously. The Clerk was asked to complete the Precept request and forward to WODC.

6. COUNTY COUNCILLORS REPORT:

Apologies received.

7. DISTRICT COUNCILLORS REPORT:

Cllr Carter asked DCllr Simcox about future planning and development in Ascott-under-Wychwood. He reported that that there was a sliding scale of desirability to developers and that Ascott was low risk. He reported that WODC were one of the first district councils to house refugees from Syria and that they had housed 6 families.

Town & Parish Councils meeting with District Council Tuesday 1 December
Cllr Carter reported that she attended this meeting, which was mainly about sharing services and that the Local Plan was with the Inspector and a decision would be made in three weeks. She reported on “devolution” – the Government are encouraging groups of people to bid for work locally.

8. PUBLIC TIME:

There were no members of the public at the meeting.

9. MATTERS ARISING

(a) Wychwoods Working Together – Ongoing
(b) Oxford Depository Service – The Clerk was asked to confirm with ODS if there is a charge for depositing and removing items. PC need to compile a list of all documents that would need to be stored securely – Ongoing
(c) Footbridge by Ascott Mill – Complete. The Clerk was asked to remove from the Agenda.
(d) Neighbourhood Action Group (NAG) – Cllr Timms reported that the Chipping Norton group may fold – Ongoing
(e) County, District and Parish Council Surgery – this will continue for a further 12 months, the dates for Ascott-under-Wychwood are: February 27th, April 30th and June 30th – Ongoing
(f) Church Lime Tree Project – Please refer to planning application noted below – Ongoing

10. PLANNING:

15/01744/TPO
Pollarding of Lime Trees at Holy Trinity Church – a decision had still not been given by WODC, despite the increasing danger to the public walking under the trees and to the life of the trees themselves, coupled with the concern that time is marching on. DCllr Simcox agreed to look into this and speak with the planning officer, Nick Dalby – Ongoing

15/03840/HHD
1 Priory Lane – Ongoing

1504145/HHD
Meadowbank Barn House 1 Meadowbank Close – DCllr Simcox agreed to look into this application and report back to Cllr Carter before the PC’s response to WODC – Ongoing

11. MEMORIAL PLAYING FIELD – RECREATION & PLAYGROUND

(a) Replacement Sign – Ongoing
(b) Trellis – Ongoing
(c) Handrail – Ongoing

12. SPORT ENGLAND – DRAINAGE:

Cllr Carter reported that TGMS had received all quotations back, which unfortunately, were much higher than anticipated. She reported that Laurence Mellor would be looking at ways to reduce the budget.

13. 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
(d) Drains High Street
Cllr Carter proposed writing to the residents of High Street and ask them to monitor the drains and any excessive excess water from them over a 12 month period.
(e) Kerb Stones at Station Place
Cllr Carter reported that there had been some damage to these.

14. ASCOTT-UNDER-WYCHWOOD SPORTS CLUB:

Nothing to report.

15. COMMUNITY EMERGENCY PLAN:

Cllr Rance areed to co-ordinate volunteers for this and would still be available himself to assist with any clearing.

16. HELPERS OF ASCOTT-UNDER-WYCHWOOD:

Cllr Carter reported that work had been done on the Culvert bank and that Chris Badger had put some boards in to stabilise the land in order for the
topsoil to be added, which had been supplied by Tyacks. Cllr Carter reported that she had done some costings for gates in order to make the access better and had asked NR to fund this.

Litter Pick – It was agreed that this would held on Saturday 23rd or 30th January (date to be confirmed). Meet on the Village Green at 10am.

17. RISK ASSESSMENT:

Tree Works – The Clerk confirmed that works should start today, 14 December.
The Pound – The Clerk was asked to chase Gerald Simper.

18. TRANSPORT:

Cllr Rance reported;

Rail

The special Saturday only, pre-Christmas trains from Ascott station have had mixed usage.

Those on 28 November clashed with the Tiddy Hall Christmas Fair market and I have no record of how many took either the Worcester or Oxford bound trains. However, on 5 December, that to Oxford took no less than 31 folk including two youngsters, all of whom were pleased and excited to benefit from it. Regrettably, on 12 December the number was reduced to a mere 6 including two youngsters. Nevertheless, the adults were determined to make sure of using it! Cllr Rance will be contacting Alan Field of GWR franchise to point out the confusing information on their publicity board at the station which implied the trains were running for the Ascott Christmas Market!

Buses

No further news other than the OCC Bus focus replied to a question from another PC to the effect that the Chancellor’s allowance of an extra 2% rise council tax for Social Service related funding, did not mean any more money for subsidised buses.

Culvert Drainage

Cornbury Estate declined to clear the blockage at the entrance to the piped under road culvert on Chippy Road, deeming it wasnt put there by them. Deeming prompt action was better than chasing reluctant 3rd parties, Cllr Rance personally cleared it on 13 December taking photos before, during and after. It took over an hour. How was it cleared in previous years, and should this now become a regularly inspected, cleared and PC funded activity using professionals or the Ascott Volunteers?

19. WYCHWOOD LIBRARY:

Nothing to report.

20. VILLAGE CHARITY

Nothing to report.

21. CORRESPONDENCE

Email

WODC Cotswold AONB Cotswold Leader Programme
NALC – Audit Arrangements for smaller councils
OCC – CCllr Rose confirming date and time for Oxfordshire Meeting Together

23. CAROLS ROUND THE CHRISTMAS TREE:

Please refer to Update.

24. ANY OTHER BUSINESS

– Cllr Carter reported that the Memorial Plaque had been sent to be cleaned
– Cllr Carter reported that the sewer works on Gypsy Lane were now complete

There being no further business, Cllr Carter declared the meeting closed at 10.30pm

Cllr Philippa Carter (Chairman)

Parish Councillors:

• Philippa Carter (Chair)
• Mark Tribe
• Peter Rance

Parish Clerk:

• Angela Barnes

Members of the Public:

• Laurence Mellor (Sport England – Drainage Project)
• Chris George (Wychwood Day Centre)

1. APOLOGIES:

Apologies received from CCllr Rodney Rose, DCllr Tom Simcox and Cllr Sandy Timms

2. MINUTES OF THE LAST MEETING

The recorded Minutes from the Meeting held on 10 October 2015 were agreed, duly signed, dated and filed.

3. DECLARATIONS OF INTEREST

There were no declarations of interest to be recorded.

4. CO-OPTION

Cllr Carter reported that an advert would be displayed in the Grapevine – Ongoing.

5. FINANCIAL REPORT:

Authorisation of payments

Payments:
A Barnes £49.00 chq 8/11 no. 100987 Carol sheets and Aerial photograph
TGMS Ltd Chq 100988 15/11 £912.00. Refundable at a later date.

Income:
No income received.

Bank Balance
£43,599.95

Precept Planning:

Cllr Carter presented an updated income and expenditure budget/forecast which was discussed at length. It was agreed that all councillors would take this away and give it some more thought. Cllr Carter reported that Stuart Fox, the Responsible Financial Office would attend the December meeting. The Clerk was asked to contact WODC to confirm the latest date for the PC to request their Precept.

6. COUNTY COUNCILLORS REPORT:

Please refer to attached report

7. DISTRICT COUNCILLORS REPORT:

No Report.

8. PUBLIC TIME:

Cllr Carter welcomed Chris George to the meeting. Chris introduced himself as the representative of the Wychwood Day Centre and reported on the possibility of OCC cuts and the impact this will have on the Day Centre. He reported that the £10k funding from OCC could potentially be cut completely, which would have a devastating effect on the Wychwoods. Chris proposed a request to the Parish Council to increase their annual donation from £200 to £500. This was discussed and Cllr Rance proposed the Parish Council agree this proposal, this was seconded by Cllr Tribe and agreed unanimously.

9. MATTERS ARISING

(a) Wychwoods Working Together – Cllr Carter reported that the PC were liaising on bus cuts and the general cuts being made by OCC –Cllr Carter suggested a leaflet drop to all parishioners summarising all of the cuts proposed and to alert them that they had until 30 November to contact OCC before the public consultation closed. This was agreed unanimously – Ongoing
(b) Oxford Depository Service – The Clerk reported that she had spoken with ODS and explained their services to the meeting. Cllr Carter agreed to compile a list of all documents that would need to be stored securely.
(c) Footbridge by Ascott Mill – No works had commenced Cllr Tribe to chase Ongoing
(d) Neighbourhood Action Group (NAG) – Cllr Timms reported that the group will be meeting in November.
(e) County, District and Parish Council Surgery – the next Surgery is scheduled for Saturday 28 November, 11.30am at the Swan at Ascott.
(f) Church Lime Tree Project – Please refer to planning application noted below -Ongoing
(g) Cotswold Rivers Trust – Cllr Carter reported that this was a very informative meeting – there were four fields, two of which were for grazing and two for crops. The farm is being used by the owners, Cotswold Grass Seeds, for experimental purposes. The day concentrated on an experiment to slow the downhill flow of spring water by a series of ‘leaky’ dams, then finally capture the water in a pond at the bottom of the hill. In addition, a large number of trees and shrubs had been planted at the bottom of the hill to make the land more porous. The aim was to keep more spring water within Honeydale farm land, stop the topsoil from being washed away and reduce the amount of rainwater rushing straight into the Evenlode carrying silt with it.

10. PLANNING:

15/01744/TPO
Pollarding of Lime Trees at Holy Trinity Church – No objections

15/03840/HHD
1 Priory Lane – Pcouncil discussed and concerns raised. Cllr Tribe would investigate further and report back to the Clerk for the PC’s response to WODC Planning.

11. MEMORIAL PLAYING FIELD – RECREATION & PLAYGROUND

(a) Replacement Sign – Ongoing
(b) Trellis – Ongoing
(c) Handrail – Ongoing

12. SPORT ENGLAND – DRAINAGE:

Laurence Mellor gave an update on the project and asked the Parish Council for their approval to move onto the next stage. This is for TGMS to decide on contractors and approach Sport England for confirmation of their continued support. Cllr Carter proposed to accept this in principle. This was duly seconded by Cllr Tribe and carried unanimously.

13. 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
(d) Drains High Street
Cllr Carter proposed writing to the residents of High Street and ask them to monitor the drains and any excessive excess water from them over a 12 month period.

14. ASCOTT-UNDER-WYCHWOOD SPORTS CLUB:

Cllr Carter reported that there had been a problem with leaking toilets, which had now been resolved.

15. COMMUNITY EMERGENCY PLAN:

Nothing to report.

16. HELPERS OF ASCOTT-UNDER-WYCHWOOD:

Cllr Carter reported that the helpers had had a successful session at the Culvert.

17. RISK ASSESSMENT:

Cllr Carter reported that the Risk Assessment document was now complete; the following remain Tree Works – The Clerk confirmed that works should start on 14 December.

The Pound – The Clerk reported that she had spoken with Gerald Simper who confirmed that there was a strong possibility that the stone wall could be rebuilt.

18. TRANSPORT:

Buses

Cllr Rance reported that OCC cabinet had recommended to withdraw all subsidised bus services through Ascott. If OCC is able to save any bus it will be the Villager V24 to Witney on Thursday only. Cllr Carter reported that the PC was talking to the Wychwoods and Hugh Jaegar of the Oxford Bus Users pressure group. She reported that all possibilities were being explored. Cllr Rance reported that the consultation on all cuts will end on 30 November. Any cuts will not take effect before June 2016.

Trains

Cllr Rance reported that extra trains would be supplied over the Christmas period – these would be pre-Christmas Saturday only services.

Railway Culvert Drainage
Cllr Rance reported that an NR team had undertaken extensive culvert clearance work including in and around the Cornbury ditch beyond the level crossing.

19. WYCHWOOD LIBRARY:

Nothing to report.

20. VILLAGE CHARITY

Nothing to report.

21. CORRESPONDENCE

Clerks & Councils Direct
Email
OALC Update (apologies for this being late)
Annual Town & Parish Councils meeting with District Council
Waste & Recycling Survey
Oxfordshire Working Together
Supported Transport (subsidised bus services and dial-a-ride)

23. CAROLS ROUND THE CHRISTMAS TREE:

Please refer to Update.

24. ANY OTHER BUSINESS

There was no Any Other Business.

There being no further business, Cllr Carter declared the meeting closed at 10.20pm

Cllr Philippa Carter (Chairman)

Parish Councillors:

• Philippa Carter (Chair)
• Sandy Timms
• Mark Tribe

Parish Clerk:

• Angela Barnes

Members of the Public:

• Gerald Simper, Cotswold Voluntary Parish Warden

1. APOLOGIES:

Apologies received from Cllr Peter Rance.

2. MINUTES OF THE LAST MEETING

The recorded Minutes from the Meeting held on 14 September 2015 were agreed, duly signed, dated and filed.

3. DECLARATIONS OF INTEREST

There were no declarations of interest to be recorded.

4. CO-OPTION

Cllr Carter reported that she had approached several parishioners, all of whom had declined. Ongoing.

5. FINANCIAL REPORT:

Authorisation of payments

Payments:
£559.66 Clerks quarterly salary Chq No.100982
£140.00 HMRC Chq No.100983
£4490.00 S Barnes Grass Cutting Chq No 100984
£123.73 Clerks quarterly expenses Chq No 100985
£71.63 WODC Commercial Waste Chq No 100986

Income:
£5.82 Interest
£15,535.21 WODC – Second half of the Precept
£44,557.96 Bank Balance

Precept Planning:

Cllr Carter presented a report on the PC’s current expenditure and income, which was discussed. Cllr Carter asked CCllr Rose if there were going to be more cuts which would affect parish councils – please refer to Item below County Councillors Report. The councillors were asked to give the setting of the precept some more thought and Cllr Carter would continue to work on this with Stuart Fox, the Responsible Financial Officer.

6. COUNTY COUNCILLORS REPORT:

CCllr Rodney Rose reported that reports on County Council potential cuts had been embargoed until 20 October when a consultation will be released. CCllr Rose reported that the Autumn statement should be released on or before 25 November. He reported that there will be further cuts – and suggested in excess of £50m

7. DISTRICT COUNCILLORS REPORT:

No Report.

8. PUBLIC TIME:

Cllr Carter welcomed Gerald Simper, Cotswold Voluntary Parish Warden and invited him to address the meeting.

Mr Simper explained his role, which included monitoring footpaths, one of which was the footpath on land owned by Pudlicote House. He reported that the new owners of Pudlicote House are keen to be reasonable about public access to their land but are no longer willing to allow walkers to turn eastwards along the northern riverbank at Ascott Mill. However, this route could be opened for special events upon application to the owners. They will turn a blind eye to walkers turning westwards along the northern riverbank in order to complete the circular walk back to Ascott, but this will remain an unofficial footpath. The public footpath running north to join the Oxfordshire Way will remain open and Mr Simper has explained to the owners that it should be maintained it at all times.

Mr Simper also reported that he was working closely with state schools in providing education about his role. He reported that there were approximately 50 to 60 walks throughout Ascott. Mr Simper was asked if his role covered stone walling. He explained that although he did not do this personally there could potentially be some funding for this. Cllr Carter reported on the state of the stone wall around the Pound. Mr Simper agreed to look into this and feed back to the Clerk.

9. MATTERS ARISING

(a) Wychwoods Working Together – Ongoing
(b) Oxford Depository Service – Ongoing
(c) Footbridge by Ascott Mill – No works had commenced Cllr Tribe to chase Ongoing
(d) Neighbourhood Action Group (NAG) – Cllr Timms reported that the group will be meeting in November.
(e) County, District and Parish Council Surgery – the next Surgery is scheduled for 28 November 2015, 11.30-12.30pm at the Swan at Ascott.
(f) Church Lime Tree Project – Cllr Carter reported that she had met with the Rev Abrey. The ‘Adopt a Tree’ fundraising had been successful and there had been no local objections to the plan to pollard the trees in one season. In fact, expert advice is that it would risk the health of the trees to delay any longer. Rev Abrey is currently seeking all necessary permissions and inviting tenders for renewing the footpaths. It is hoped that work on the trees will start in January or February 2016.
(g) Cotswold Rivers Trust – Cllr Carter reported that she would attend.

10. PLANNING:

15/02516/FUL
Relocation of existing access and driveway at Honeydale Farm, Station Road, Shipton-under-Wychwood – No objections

11. MEMORIAL PLAYING FIELD – RECREATION & PLAYGROUND

(a) Replacement Sign – Ongoing
(b) Trellis – Ongoing
(c) Handrail – Ongoing

Timing of installation of all the above will depend on the decisions about the drainage project.

12. SPORT ENGLAND – DRAINAGE:

Cllr Carter reported that numerous parishioners had extended their thanks for the recent public consultation meeting. This had proved very informative. The final plan, cost and grant funding will be discussed at the November PC meeting.

13. 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
(d) Drains High Street
Cllr Carter proposed writing to the residents of High Street and asking them to monitor the drains and any excess water from them over a 12 month period.

14. ASCOTT-UNDER-WYCHWOOD SPORTS CLUB:

Cllr Carter and Laurence Mellor had met up to discuss how the Club was being used. Cllr Carter reported that the football teams continued to be active and that more storage for kit etc may be necessary.

15. COMMUNITY EMERGENCY PLAN:

Nothing to report.

16. HELPERS OF ASCOTT-UNDER-WYCHWOOD:

Cllr Carter reported that she would be inviting the Helpers to meet to work on the Signal Box bed.

17. PARISH PLAN

Ongoing.

18. RISK ASSESSMENT:

Cllr Carter and Cllr Timms agreed to meet up on Wednesday 14 October to discuss and review the document.
Tree Works – TreeTech have been awarded the contract – the Clerk was asked to confirm a start date for the works.
The Pound – stone wall – Ongoing (see report above from Cotswold Warden)

19. TRANSPORT:

Buses

It would appear that the local newspapers have not published the Wychwood PCs’ joint letter arising from the OCC public consultation on their bus subsidy reduction proposals. The PC is now awaiting the OCC decision on subsidised bus cuts and this will probably not be formally announced until the New Year. The PC will then consider its response and liaise with the other Wychwood PCs.

Trains

Alan Field of GWR franchise has confirmed that from Saturday 28 November for four weeks one Saturday train will run from Ascott to Oxford and two returning in the afternoon. A publicity notice will be issued shortly. He is also expecting similar news on the Worcester Christmas Market trains from Ascott on Saturday 28 November.

His pursuit of extra stopping trains on weekdays continues, but with no positive result yet! The Cotswold Line Promotion Group are pressing for this too.
Parishioner Juliet Craig has written and e-mailed Cllr Rance on the pressing need for a better train service and has suggested a means of preventing extra cars drawn into Ascott if the services were better, and thus clogging our already strained roads. This issue was discussed and it was agreed that Cllr Rance should reply accordingly.

Railway Culvert Drainage

On 6/10/15 Cllr Rance met at the station, Dean Jackson the Network Rail (NR) Asset Engineer for Drainage over the division extending from Bristol to Worcester and eastwards. He agreed that Cllr Rance would be the prime interface to him in NR on any culvert aspect of concern, and vice versa. He welcomed our contact as NR actively want direct contacts in local communities for the fastest exchange of info should problems arise locally. Also that having taken many on site photos of relevance, his team would undertake some vegetation cutting back and clearing to ensure culvert entrances and any blockage are easily seen. That said, he explained that all culverts are taken as of major structural and operational importance by NR and he will soon have access to a database survey of every culvert on the division from NR Structural Engineers.

20. WYCHWOOD LIBRARY:

Nothing to report.

21. VILLAGE CHARITY

Nothing to report.

22. CAROLS ROUND THE CHRISTMAS TREE

It was agreed that the Tree should be ordered and delivered to the Village Green on the week commencing 30 November for erection on Saturday 5 December. The full Itinerary for this event was discussed and the Clerk was asked to update and circulate accordingly.

23. CORRESPONDENCE:

None

24. ANY OTHER BUSINESS

Cllr Tribe reported on the vacant allotment plots and the amount of weeds growing on them and on the common areas. The Clerk was asked to ask Shane Barnes to arrange meeting up with Cllr Tribe to discuss how best to tackle this issue.

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

Cllr Philippa Carter (Chairman)

Parish Councillors:

• Philippa Carter (Chair)
• Sandy Timms
• Peter Rance

Parish Clerk:

• Angela Barnes

1. APOLOGIES:

Apologies received from Cllr Mark Tribe and CCllr Rodney Rose.

2. MINUTES OF THE LAST MEETING

The recorded Minutes from the Meeting held on 13 July 2015 were agreed, duly signed, dated and filed.

3. DECLARATIONS OF INTEREST

There were no declarations of interest to be recorded.

4. CO-OPTION

Ongoing.

5. FINANCIAL REPORT:

Authorisation of payments

Payments:

1st August
BDO 100976 £240.00 Audit Fee

14th September
Cotswold Line Promotion Group 100977 £10.00
R P Seidel Tractor Repairs 100978 £387.60
Spoiled and Cancelled Cheque 100979
Nicholsons Tree Survey 100980 £420.00
OCC Library Contribution 100981 £262.30

Income:

No income

Precept Planning:

The Clerk reminded the councillors that the setting of the Precept would now need their consideration.

6. COUNTY COUNCILLORS REPORT:

No Report.

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 – Now completed, the Clerk was asked to remove this from the Agenda.
(b) Wychwoods Working Together:

Cuts to Bus Services

Cllr Carter reported that a questionnaire had been delivered to all households and the results analysed. Based on that information a letter had been written to OCC, ORCC and David Cameron with regard to the proposed cuts to the bus services. In addition, the 3 Wychwood Parish Councils jointly composed and sent a joint letter to the above recipients and the local papers had been approached. OCC was asked to work with the Wychwoods so that savings could be made by reducing the current services while at the same time providing buses which are really needed by residents. Based on information from the Ascott questionnaire and evidence in the other 2 villages, proposals for different routes and timings were suggested.

Medical Aid Store

Shipton PC had written and asked if Ascott would be interested in storing medical equipment and aids. This was discussed and agreed in principle. It was stressed that there should be no legal responsibility on the part of any future organisers and the Clerk offered to find out how Dr Parker of Chipping Norton organised their system. – Cllr Timms would enquire further.

(c) Oxford Depository Service – The Clerk was asked to liaise with Mark Abrey about how the Church are securely storing their documents.
(d) Footbridge by Ascott Mill – Works would be undertaken by OCC late autumn.
(e) Neighbourhood Action Group (NAG) – Cllr Timms reported that the group will be meeting in November.
(f) County, District and Parish Council Surgery – the next Surgery was scheduled for Saturday 26 September at 11.30am and would be held at The Swan.
(g) Church Lime Tree Project – Cllr Carter reported that the Church had raised almost £3k towards this project and the works would commence late Autumn/Winter.
(h) Parking at Church Close – this issue appears to have resolved and the Clerk was asked to remove it from the Agenda.

10. PLANNING:

15/02516/FUL
Relocation of existing access and driveway at Honeydale Farm, Station Road, Shipton-under-Wychwood
The Planning Application was presented to the meeting – Cllr Carter agreed to take the Plans and view them in more depth.

The Clerk reported on an email (already forwarded to the councillors) with regards to the above: Cotswold Rivers Trust – presentation on 28 October at Beaconsfield Hall, Shipton-under-Wychwood to hear about the work they have done at Cotswold Seeds, Honeydale Farm to reduce the run-off, trap sediments and limit nutrients entering the River Evenlode.

11. MEMORIAL PLAYING FIELD – RECREATION & PLAYGROUND

(a) Replacement Sign – Ongoing
(b) Trellis – Ongoing
(c) Handrail – Ongoing

All awaiting final plans and decision on the drainage project so that installation of the above will not be disturbed by the laying of drains.

12. SPORT ENGLAND – DRAINAGE:

Cllr Carter reported that the recent Parish Meeting/Consultation, held in the Pavilion had proved very informative to the parishioners, who had been re-assured. She reported that the Consultation would remain open until November.

13. 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

14. ASCOTT-UNDER-WYCHWOOD SPORTS CLUB:

The Clerk reported on behalf of Laurence Mellor; “The summer has seen a successful 7 a side football tournament, a Ladies Football team training with us, although playing their league games in Oxford and a cricket match between Ascott and Leafield. The new junior football goals and cricket nets have been well used and generally there has been an upturn in people using the sports field”.

15. COMMUNITY EMERGENCY PLAN:

Nothing to report.

16. HELPERS OF ASCOTT-UNDER-WYCHWOOD:

Cllr Carter reported that the three self-watering planters, donated by Great Western had been delivered.

17. PARISH PLAN

Cllr Carter reported that she attended the meeting held by ORCC, which was more geared towards a Community Planning (a formal and very expensive process concentrating on development planning). Cllr Carter suggested that they would generate a short questionnaire about Parish Planning but leave it till Spring 2016 as households had just recently been asked to fill in questionnaires about transport. She will liaise with Cllr Tribe.

18. RISK ASSESSMENT:

Cllr Carter and Cllr Timms agreed to review this and report on any works necessary.

Tree Works

Cllr Carter reported that only two quotations had been received, despite four contractors being invited to quote. The quotations were discussed and it was agreed that TreeTech were the most competitive. Cllr Carter proposed that TreeTech be awarded the contract, this was seconded by Cllr Rance and agreed unanimously. The Clerk was asked to advise TreeTech accordingly and ask if the works could be started before Christmas.

The Pound – stone wall

Ongoing – please refer to Item No. 21 Village Charity.

19. TRANSPORT:

Buses

Cllr Rance reported that the Survey/Questionnaire had been distributed throughout the Parish and there had been 43 responses, which equates to 12%. The Bus Survey results were used to write a letter to OCC and the Rt Hon David Cameron from the Wychwoods Working Together, this being Ascott, Milton and Shipton.

Trains

Cllr Rance reported that the results from the recent Survey brought in 65 responses, which equates to 18%.The results on the train services had been shared with John Ellis, the Chairman of the Cotswold Line Promotion Group (CLPG) who have been pressing for very modest upgrades to our current minimal service. In the interim, it was expected that the pre-Christmas Saturday trains to Oxford and Worcester will run this year.

20. WYCHWOOD LIBRARY:

The Clerk reported that an invoice had been received from OCC for £262.30. This was for the PC’s contribution to the Librarian. A notice would be going into the Grapevine for more volunteers.

21. VILLAGE CHARITY

Cllr Timms reported that the annual Fun Run planned for 25th October would be going ahead. She reported that there were still funds available for flowers and or bulbs. Cllr Timms reported that the Village Charity had discussed the possibility of funding towards the re-building of the Stone Wall around the Pound.

22. CORRESPONDENCE:

Cotswold & Malvern Line News
Transport Planning Associates – consultant transport planners
OCC Household waste recycling centres strategy for Oxfordshire
Wychwood on 28 October
Email:
(a) Carol Mackay – Funds available for resilience
(b) Andrew Vidovic (OCC) – Ascott Mill footbridge
(c) OALC Update for July
(d) Nicola Neyhaul WODC – Gambling Act
(e) Carys Davies – Local Plan update
(f) Andrew Thomson WODC – Minerals & Waste Local Plan
(g) Carol Mackay – funding for Resilience
(h) ORCC Newsletter
(i) Hugh Jaegar – Bus cuts
(j) Cotswold Rivers Trust – received inviting the PC to attend a presentation at Beaconsfield Hall, Shipton-under-Wychwood – Please refer to Item No. 10 Planning
(k) Aubrey Raye – Bus cuts
(l) Shipton PC – storage facility for medical equipment

23. ANY OTHER BUSINESS

– Cllr Carter reported on rainwater/flooding outside properties in Church Close. OCC Highways have subsequently cleared out the blocked pipe and the residents are reassured.

– Cllr Carter reported on works to the Sewer. She reported that contractors had started working on

Dr Walker’s land, under the river and fields as far as the garage in Shipton-under-Wychwood. She reported that a bund had been temporarily created by the excess soil, which was worrying due to the forecast of heavy rainfall – this would be monitored.

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

Cllr Philippa Carter (Chairman)

Parish Councillors:

• Philippa Carter (Chair)
• Mark Tribe
• Peter Rance

Sports Club Committee:

• Laurence Mellor (Chairman)

County Councillor:

• Rodney Rose

Parish Clerk:

• Angela Barnes

1. APOLOGIES:

Apologies received from Cllr Sandy Timms and DCllr Tom Simcox.

2. MINUTES OF THE LAST MEETING

The recorded Minutes from the Meeting held on 8 June 2015 were agreed, duly signed, dated and filed.

3. DECLARATIONS OF INTEREST

There were no declarations of interest to be recorded.

4. CO-OPTION

Ongoing.

5. FINANCIAL REPORT:

Authorisation of payments

Payments:

Clerks quarterly expenses £127.84 Chq No. 100973

Clerks quarterly salary £559.86 Chq No. 100974

HMRC (Post Office Tax) £139.80 Chq No. 100975

Income:

No income

6. COUNTY COUNCILLORS REPORT:

CCllr Rose reported on the cuts that OCC faced and that savings of £206m had already been achieved, but that there is another £60m of savings to be found on top of this. CCllr Rose reported that Recycling Sites were scheduled for the next OCC consultation. He reported that there was to be a Full Council Meeting tomorrow and that the Chief Executive would definitely be leaving at the end of September.

Cllr Philippa Carter thanked Cllr Rose on behalf of the Church for OCC’s funding of the Lime Tree Project.

7. DISTRICT COUNCILLORS REPORT:

The Clerk had recorded DCllr Tom Simcox’s apologies and read the following to the meeting in his absence:

The Joint Councillor Surgery will be held at Ascott-under-Wychwood this month and will be in the Church and not the Swan at 11.30 on the 25th July.

The Clerk reported that DCllr Simcox has been asked to look into a possible planning infringement on High Street where a balcony appears to have been built without planning permission. The Enforcement Team are currently investigating and will report back with their findings once they have completed their investigation. Anonymity of reporting the infringement is being maintained.

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 – Cllr Carter reported that the joint meeting had proved very successful and would be ongoing.
(c) Oxford Depository Service – Ongoing CCllr Rose asked to be copied in on correspondence.
(d) Footbridge by Ascott Mill – Ongoing
(e) Neighbourhood Action Group (NAG) – Nothing to report Ongoing
(f) County, District and Parish Council Surgery – the next Surgery was scheduled for Saturday 25 July at 11.30am and would be held in the Church.
(g) Church Lime Tree Project – Ongoing
(h) Parking at Church Close – the inconsiderate parking appeared to continue. Cllr Tribe agreed to speak with the tenant – Ongoing

10. PLANNING:

There were no new planning applications to be considered.

11. MEMORIAL PLAYING FIELD – RECREATION & PLAYGROUND

(a) SafePlay Celebration:
Cllr Carter reported Cream Tree Celebration had proved very successful. The Clerk was asked to write and thank Mr & Mrs Stedeford for supplying the Marquee and to extend the PC’s sincere thanks and gratitude for their continue support.
(b) Trellis – Ongoing
(c) Handrail – Ongoing

12. SPORT ENGLAND – DRAINAGE:

Cllr Carter invited Laurence Mellor to report on this. LM reported that progress was being made with all relevant parties and he would be organising a Public Meeting/Consultation, the dates and times were yet to be agreed.

13. 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

14. ASCOTT-UNDER-WYCHWOOD SPORTS CLUB:

Cllr Mellor reported that the recent cricket and football matches had been very successful. The Clerk was requested to ask, on behalf of the Football Team, if the holes left over from the mole infestation could be filled with sand. Cllr Mellor agreed to look in to this.

15. COMMUNITY EMERGENCY PLAN:

Nothing to report.

16. HELPERS OF ASCOTT-UNDER-WYCHWOOD:

Cllr Carter reported that Great Western have agreed to supply 3 self-watering planters and they should be delivered soon.

17. PARISH PLAN

Cllr Tribe reported that he hoped to attend a meeting hosted by ORCC with regard to Neighbourhood Planning – Ongoing

18. RISK ASSESSMENT:

The Risk Assessment was presented to the meeting, discussed and agreed;
(a) Tree Survey – Further to the PC having received the proposed Tree Survey, supplied by Nicholsons – the Clerk was asked to seek three quotations, one of which to be from Nicholsons, to carry out the works – Ongoing
(c) Stone Wall in the Pound – Ongoing

19. TRANSPORT:

Buses

Cllr Rance reported that he had attended two meetings with Parishioners/Bus users at The Swan to discuss any proposed cuts to the bus service. Cllrs Carter and Rance agreed to meet and prepare a Survey/Questionnaire, which would be delivered to each household for them to complete.

Trains

Cllr Rance reported that discussions continued with regard to additional train stops in Ascott-under-Wychwood.

20. WYCHWOOD LIBRARY:

Nothing to report.

21. VILLAGE CHARITY

Nothing to report.

22. CORRESPONDENCE:

Email and hard copies of the Tree Survey (Nicholsons)
Clerks & Councils Direct

23. ANY OTHER BUSINESS

Cllr Carter reported that the “No Dogs Allowed” sign on the Memorial Playing Field gates would need replacing.

There being no further business, Cllr Carter declared the meeting closed at 9.40pm

Cllr Philippa Carter (Chairman)