Parish Meetings 2016

Parish Councillors:

• Philippa Carter
• Sandy Timms
• Peter Rance

Responsible Financial Officer:

• Stuart Fox

District Councillor:

• Tom Simcox

Parish Clerk:

• Angela Barnes

Cottsway:

• William Munro (Project Manager (Development)

Members of the Public:

• Bertie Trinder
• Nigel Braithwaite
• Kester Harvey

1. APOLOGIES:

Apologies were received from CCllr Rodney Rose and Cllr Mark Tribe.

2. MINUTES OF THE LAST MEETING

The recorded Minutes from the Meeting held on 14 November 2016 were agreed, duly signed, dated and filed.

3. DECLARATIONS OF INTEREST

There were no declarations of interest.

4. CO-OPTION

Ongoing.

5. FINANCIAL REPORT:

Precept
Cllr Carter welcomed Stuart Fox, the Responsible Financial Officer, who then went through his budget forecast to enable the Parish Council to set their Precept for 2017/18.

Cllr Rance raised the issue of the Pavilion costs and had taken advice from Laurence Mellor (retired P Councillor and current Sports Club Chairman). Issues of main concern were – the ongoing maintenance of the Gas boiler, hot water tank, fire regulations and in-house equipment and the tractor used for grass cutting.

Cllr Carter explained in detail the set up of the Pavilion, re-built in 1999, and the Ascott-under-Wychwood Sports Club. She explained that the Pavilion, its income and running costs should be the responsibility of the Sports Committee, while the Playing Field and Playground are the responsibility of the Parish Council. The Sports Committee works separately from the Parish Council and has its own bank accounts. Income comes from the sports teams, WVS school and any lettings of the Pavilion. When there are no volunteers for the Sports Committee the responsibility defaults to the PC. This happened in October 2010 when the then P Cllrs Mellor and Carter took responsibility. Mr Mellor is no longer a P Cllr but remains Sports Club Chairman.

For the purposes of precept planning the Sports Committee continues to pay for the maintenance of the Pavilion but the Parish Council is responsible for such costs as the grass cutting tractor, as this is basic maintenance of the Playing Field.

After Councillors had considered and discussed in detail the day to day running costs of the Parish Council, together with their obligatory costs, it was proposed by Cllr Timms and seconded by Cllr Rance that the Precept be set at £25,000. This was agreed unanimously and the Clerk was asked to prepare the paperwork and advise WODC accordingly.

Receipts
£10.00 Sports Pavilion Rent (2 years)

Payments
£600.00 Village Bus subsidy Chq 101038
£89.99 Computer Anti-Virus Chq 101039
£204.00 Bruern Estate (Christmas Tree) Chq 101040
£27.96 L. Mellor (sacks for salt) Chq 101041
£157.76 P Carter (mulled wine + printing) Chq 101042

6. COUNTY COUNCILLORS REPORT:

No report, apologies received.

7. DISTRICT COUNCILLORS REPORT:

DCllr Simcox reported on the waste collection dates over the Christmas period. He reported on a private consultation on parking permits – this mainly affected Chipping Norton and Witney.

8. PUBLIC TIME:

Cllr Carter welcomed Mr William Munro from Cottsway and the public members, who were in attendance to discuss the planning application 16/02793/FUL (erection of six dwellings and associated works at 18 Maple Way) referred to below in Item 9 Planning.

Cllr Carter reported that the WODC Uplands Committee had rejected the application as it stands and had asked Cottsway to re-draw a plan that was acceptable and provide a much wider consultation to the Parish Council and parishioners next time. There followed a Q & A session, as follows:

Q: William Munro invited members of the Parish Council and parishioners of Maple Way to a Project and Design meeting on Friday 16 December
A: Kester Harvey and Nigel Braithwaite both confirmed they would be able to attend. Cllr Carter also confirmed that she would be able to attend also.

Q: Kester Harvey questioned the water test that had been carried out by Thames Water and asked to see the results.
A: William Munro reported that the utility companies had carried out the compulsory tests, but after discussion, agreed that these would be carried out again at a more suitable and relevant time.

Cllr Carter agreed to email/contact the residents affected to ask if there was anything further to add.
William Munro was confident that there would be a set of fresh plans for all parties to consider at the January meeting

9. PLANNING:

Draft Local Plan 2031

A paper copy of the Local Plan had been given to Cllr Carter and she reported that the consultation period closes on 23 December 2016. Cllr Carter asked DCllr Simcox to explain why Ascott-under-Wychwood’s status had been changed, without consultation. DCllr Simcox agreed to look into this and report back and Cllr Carter advised the councillors that they would need to give the listing of Ascott’s status careful consideration.

West Oxfordshire Strategic Housing and Economic Land Availability Assessment 2016

Cllr Carter reported that no sites had been identified in the Draft Local Plan for Ascott-under-Wychwood and asked the Clerk to now remove this.

APPLICATIONS ONGOING:
16/03648/HHD Conversion of garage to living accommodation and erection of carport with room above at 15 London Lane.

APPLICATIONS REFUSED:
16/02793/FUL Erection of six dwellings and associated works at 18 Maple Way (please refer to Item No. 8 Public Time).
16/03240/FUL Change of use of land from agricultural to domestic (Retrospective) at 26 High Street.

10. MATTERS ARISING:

(a) County, District and Parish Council Surgery – it was agreed that the next surgery would be held at the Swan Public House on Saturday 7 January 11.30am to 12.30pm.
(b) Wychwood Church of England Primary School request for donation to MUGA Ongoing

11. RISK ASSESSMENT & GROUND MAINTENANCE:

(a) Notice Boards – to remove staples and repaint in dry weather – ongoing
(b) Waste Bins – WODC have replaced 3 bins and the Clerk was asked to contact WODC and enquire when the 4th bin would be replaced.

12. MEMORIAL PLAYING FIELD

(Recreation and Playground)
(a) Replacement Sign – Ongoing
(b) Trellis – Ongoing
(c) Handrail – Ongoing
(d) RoSPA Inspection – Ongoing

13. SPORT ENGLAND DRAINAGE:

Cllr Carter reported that the Practical Completion Meeting took place on 1 December 2016. The main works have been completed and the maintenance part of the project will be completed by April/May. Users should be allowed on from May/June as long as the surface is level.

Cllr Carter reported that they now need to draw down the pledge of £5,500 which the PC made. They will also be able to claim the pledges of £5,000 from Windrush Valley School and £2,040 from the Playing Field Legacy Fund (for which we needed the Practical Completion certificate).

Stuart Fox has been advised of future invoices which will be presented up until the end of ‘snagging’ in October 2017. There will also be an amount of retention money which will be released by Sport England at that time. Cllr Carter will present an update on all finances at the January meeting.’

14. ROADS:

Pavement outside Ascott Earl House – Ongoing.

15. ASCOTT-UNDER-WYCHWOOD SPORTS CLUB:

See Item 5. – Financial Report

16. COMMUNITY EMERGENCY PLAN:

Cllr Carter reported that the equipment was still located at the Playing Field, the sale of Crown Farm was taking longer than expected. She reported that OCC had delivered the Winter salt reserves and that the Helpers had been decanting salt into manageable bags.

17. HELPERS OF ASCOTT-UNDER-WYCHWOOD:

A date for the annual Litter Pick was decided – Saturday 21 January. Cllr Carter confirmed that she had the posters and would print and display them accordingly.

18. TRANSPORT:

Buses:
July to November 2016 was the first period of services reliant upon the volunteer operated Villager Buses after withdrawal of all OCC subsidies. Both the services offered and the AuW PC grant were consequently the best estimates, and both have proved appropriate. In fact as the only providers, Villager bus usage has increased for AuW and most nearby villages. Having consulted our regular users, they are very happy with the services and the alteration occurring from 1st January. Villager have sought the same amount of AuW PC grant for 2017, even though usage has increased.

Trains:
The 2016 Cotswold Line train usage figures have just been published, and show another increase for AuW, this time of 12% (2015 increased by 41%) which though upon a modest base figure, even surpassed the Hanborough increase!

The pre Christmas, Saturday trains have also been popular, both the one to Worcester Christmas Fayre and those to Oxford. That to Oxford on 3rd December took no less than 17 parishioners!

19. WYCHWOOD LIBRARY:

Nothing to report.

20. VILLAGE CHARITY:

Nothing to report.

21. CAROLS ROUND THE CHRISTMAS TREE:

The checklist was updated and circulated to all councillors prior to the meeting.

22. CORRESPONDENCE:

Clerk & Councils Direct
Local Plan (hard copy) dropped off at Philippa
Letter from Daphne Abe confirming The Ascott Songsters can sing at Carols round the Christmas Tree

Email
Cottsway – re planning at Maple Way – please refer to Item No.10 Planning
WODC – BT Payphone

23. ANY OTHER BUSINESS:

There being no further business, Cllr Carter declared the meeting closed at 10.15pm and confirmed the next meeting would be the held on Monday 9 January 2017.

Cllr Philippa Carter (Chairman)

Parish Councillors:

• Philippa Carter
• Sandy Timms
• Mark Tribe
• Peter Rance

County Councillor:

• Rodney Rose

Parish Clerk:

• Angela Barnes

Members of the Public:

• Chris George

1. APOLOGIES:

No apologies received.

2. MINUTES OF THE LAST MEETING

The recorded Minutes from the Meeting held on 10 October 2016 were agreed, duly signed, dated and filed.

3. DECLARATIONS OF INTEREST

There were no declarations of interest.

4. CO-OPTION

Ongoing.

5. FINANCIAL REPORT:

Precept

Cllr Carter presented a budget and forecast prepared by Stuart Fox, the Responsible Financial Officer, together with the ongoing wish list to prioritise. This included the maintenance of the seats round the tree on the Green and winter resilience storage costings. Also discussed was a request by certain dog-walkers for some sort of narrow path to be laid along the verge from No 27 London Lane to the allotments. Considerations which could make the project expensive would be levelling the verge, supporting the edge, safeguarding the garden wall. OCC Highways would have to be involved and so advice must be sought from C Cllr Rose. Parish Councillors accepted that that stretch of London Lane can be dangerous because of the bend. One suggestion was to ask for the 30 MPH sign to be moved further up the hill so that motorists have more warning to slow down.

Cllr Carter asked the councillors to think about all budget discussions so far with a view to setting the Precept at the December meeting. The Clerk confirmed that Stuart would be attending the December meeting.

The Clerk reported that the bank balance was £64,874.91, of which £55,340.98 relates to the general fund. The following receipts and payments were agreed;

Receipts
£11,210.65 VAT refund (6 months to 30 September 2016)

Payments
£700.00 Chq 101030 Cornbury Estate (7 years allotment rent)
£1800.00 Chq 101031 TGMS Drainage Management
£108.58 Chq 101032 P Carter (Railway Gardens)
£80.00 Chq 101033 Cheque Destroyed
£30.00 Chq 101034 The Swan Public House (Defibrillator electricity)
£72.12 Chq 101035 Margaret Johnson Office Supplies
£40.82 Chq 101036 L Mellor (Tar Paulin)
£80.00 Chq 101037 P Carter (Rewards for Wychwood Project workers -the Pound wall)

6. COUNTY COUNCILLORS REPORT:

CCllr Rose reported that following the consultation with regards to Household recycling it was likely that the Dix Pit recycling centre in West Oxfordshire will be saved but there are no plans to replace Dean Pit at the moment. He reported on the budget and the effect of the digital platform. For example things like road tax being renewed online had made a large impact on reducing costs. The use of more online services has made it important for libraries to be maintained so that there is access to computers for those who do not own one. He reported that a management review had made savings in excess of £500k.

7. DISTRICT COUNCILLORS REPORT:

No report.

8. PUBLIC TIME:

Cllr Carter welcomed Chris George who was in attendance to discuss the funding / annual donation to the Wychwood Day Centre. After a presentation by Chris George and a lengthy discussion, it was proposed by Cllr Rance and seconded by Cllr Tribe that the Parish Council give a donation of £500 to the Wychwood Day Centre.

9. MATTERS ARISING:

(a) County, District and Parish Council Surgery – 29 October and then bi-monthly on the last Saturday of the month thereafter – PCllr Carter, CCllr Rose and DCllr Simcox would confirm a date in January.
(b) Wychwood Church of England Primary School request for donation to MUGA Ongoing

10. PLANNING:

Local Plan – Cllr Carter will discuss with DCllr Tom Simcox the proposal in the 2017 draft Local Plan that Ascott-under-Wychwood should be placed in the ‘ Village’ category rather than the category entitiled ‘ Small villages, hamlets and open countryside’.

West Oxfordshire Strategic Housing and Economic Land Availability Assessment 2016 – Ongoing

APPLICATIONS ONGOING:
16/02793/FUL Erection of six dwellings and associated works at 18 Maple Way- Site visit arranged for Thursday 1 December.
16/03240/FUL Change of use of land from agricultural to domestic (Retrospective) at 26 High Street

APPLICATIONS REFUSED:
16/03058/HHD Replacement doors and windows to rear elevation. Construction of pergola and first floor balcony together with associated fencing (Retrospective) at Chaundy Barn, Yew Tree Farm, 45 High Street

APPLICATIONS APPROVED:
16/02257/FUL Erection of front porch at The Swan, 4 Shipton Road
16/02924/HHD Alterations and erection of single and two storey extensions at The Priory House 22 High Street
16/02076/HHD Erection of single storey pitched roof extension to rear elevation. (Amendments to 13/0578/P/FP and 16/00608/HHD to allow increase in eaves height and proposed side windows). (Part retrospective).
At Willowbrook, 51 High Street.

11. RISK ASSESSMENT & GROUND MAINTENANCE:

(a) Notice Boards – to remove staples and repaint in dry weather – ongoing
(b) Waste Bins – WODC have replaced 3 bins and the Clerk was asked to contact WODC and enquire when the 4th bin would be replaced.
(c) RoSPA Inspection – Cllr Carter reported that she would speak to RoSpa now that the drainage project was complete to organise the annual inspection of the play equipment.

Cllr Carter reported that, following a resident complaint to him, Laurence Mellor tightened the top brackets of the swing basket in the playground. He advised that this is only noticeable when the swing is in use and that this should be recorded in the Risk Assessment.

Ground Maintenance
Cllr Carter reported that Shane Barnes had provided quotes for the extra ground maintenance works including erecting a shed to house the winter resilience equipment. After discussion, it was agreed unanimously that a different source to house the winter resilience equipment and salt should be explored. Cllr Carter agreed to approach Crown Farm again.

12. MEMORIAL PLAYING FIELD

(Recreation and Playground)
(a) Replacement Sign – Ongoing
(b) Trellis – Ongoing
(c) Handrail – Ongoing
(d) Hedgecutting – Works now complete.

13. SPORT ENGLAND DRAINAGE:

Cllr Carter would be contacting TGMS to clarify if any drainage works are outstanding and when a certificate of completion can be issued.

14. ROADS:

(a) Pavement outside Ascott Earl House – Ongoing.

15. ASCOTT-UNDER-WYCHWOOD SPORTS CLUB:

Nothing to report.

16. COMMUNITY EMERGENCY PLAN:

Arrangements for Winter resilience and storage for Flood signs were discussed. (See Ground Maintenance note under 11. RISK ASSESSMENT)

17. HELPERS OF ASCOTT-UNDER-WYCHWOOD:

Cllr Carter asked the councillors to be prepared to set a date for the Annual Litter Pick at the December meeting.

18. TRANSPORT:

Cllr Carter and Cllr Rance met Claire King the recently appointed GWR franchise Cotswold Line station manager, at Ascott station on Wednesday 9th November. A wide range of issues were usefully discussed including the GWR reconsideration of validity of the Cotswold Line railcard on the weekday train to Oxford.

The pre-Christmas Saturday trains, as last year, have been requested and GWR are planning to provide them, which should please the villagers who have expressed their intention to use them. Cllrs Carter and Rance asked that unlike 2015, GWR ensure they provide accurate public notices at Ascott station.”

19. WYCHWOOD LIBRARY:

Nothing to report.

20. VILLAGE CHARITY:

Nothing to report.

21. CAROLS ROUND THE CHRISTMAS TREE:

The Clerk had emailed the checklist to all councillors prior to the meeting. All councillors were happy with their tasks and it was proposed by Cllr Carter, seconded by Cllr Timms and agreed, unanimously, that the beneficiary would be the Wychwood Day Centre. The Clerk was asked to book the Tiddy Hall as a contingency in case of bad weather.

22. CORRESPONDENCE:

Email;
WODC – Local Plan
Gt Western Railway – Mark Hopwood with regard to car parking. The Clerk was asked to confirm with GWR that this relates to Charlbury.
Ambulance Service – questionnaire received for completion. Cllr Timms agreed to complete this.
E-mail complaint – received from Mr M Tucker following his cycle accident at the level crossing. This was passed to C Cllr Rose.

22. ANY OTHER BUSINESS:

• Cllr Carter reported on a meeting Paul Jackson regarding the Ascott Martyrs project. Trustees were aiming to develop a web-based museum rather than a physical museum. They were also discussing the best way to present the story for visitors passing through the village. Paul is keen to work with WEA to develop a mosaic but a site has not been definitely identified yet so these are early days.
• Cllr Carter reported that the County Victoria History Trust has now uploaded the online version of Dr Simon Draper’s well-researched version of Ascott’s history.

There being no further business, Cllr Carter declared the meeting closed at 10.30pm and confirmed the next meeting would be the held on Monday 12 December 2016.

Cllr Philippa Carter (Chairman)

Parish Councillors:

• Philippa Carter
• Sandy Timms
• Peter Rance

District Councillor:

• Tom Simcox

Parish Clerk:

• Angela Barnes

Members of the Public:

• Bertie Trinder
• Kester Harvey
• Peter Greening
• Richard Smith

1. APOLOGIES:

Received from Cllr Mark Tribe and CCllr Rodney Rose.

2. MINUTES OF THE LAST MEETING

The recorded Minutes from the Meeting held on 12 September 2016 were agreed, duly signed, dated and filed.

3. DECLARATIONS OF INTEREST

There were no declarations of interest.

4. CO-OPTION

Ongoing.

5. FINANCIAL REPORT:

Income:

2nd September Interest £8.93
31st August OCC Grass cutting £527.75
21st September Cotswold Conservation Board £611.82 Stone
30th September Sport England £1,500 & £570
5 October WODC second half of Precept £15,500

Payments:

Chq No.
101021 Penningtons £670 Drainage Scheme
101022 WODC £78.78 Waste bins
101023 WODC £175.97 Dog bins
101024 A Barnes £98.48 Clerk’s expenses
101025 OCC £262.30 Library contribution
101026 S Barnes £4,900 various works
101027 A Barnes £694.27 Net salary-new rates plus arrears
101028 Post Office/HMRC £173.60 PAYE
101029 Cotswold Line Promotion Group (CLPG) £10.00

Precept – Cllr Carter presented a first draft of annual costs and a wish list. The Councillors were asked to give this their consideration in preparation for the November meeting.

6. COUNTY COUNCILLORS REPORT:

No report.

7. DISTRICT COUNCILLORS REPORT:

DCllr Simcox reported that rural broadband should be accessible by all from next June and the homes not reached by the larger companies would be provided by Cotswold Broadband. He reported that the Local Plan was pending and that the consultation starts on 11 October 2016 and that any sites identified by WODC will be released. DCllr Simcox reported that CCllr Rodney Rose had been re-elected by Oxfordshire County Council (OCC) and reminded the meeting that the Bi-Election was being held on Thursday 20 October.

8. PUBLIC TIME:

Please refer to Item Number 10 Planning.

9. MATTERS ARISING:

(a) Wychwoods Working Together – the Clerk was asked to carry this forward to March 2017.
(b) County, District and Parish Council Surgery – 29 October and then bi-monthly on the last Saturday of the month thereafter.
(c) Wychwood Church of England Primary School request for donation to MUGA Ongoing

10. PLANNING:

West Oxfordshire Strategic Housing and Economic Land Availability Assessment 2016 – ongoing

NEW APPLICATIONS
16/02793/FUL Erection of six dwellings and associated works at 18 Maple Way
16/02924/HHD Alterations and erection of single and two storey extensions at The Priory House 22 High Street
16/03058/HHD Replacement doors and windows to rear elevation. Construction of pergola and first floor balcony together with associated fencing (Retrospective) at Chaundy Barn, Yew Tree Farm, 45 High Street
16/02076/HHD Erection of single storey pitched roof extension to rear elevation. (Amendments to 13/0578/P/FP and 16/00608/HHD to allow increase in eaves height and proposed side windows). (Part retrospective).
At Willowbrook, 51 High Street.
16/03240/FUL Change of use of land from agricultural to domestic (Retrospective) at 26 High Street

ONGOING APPLICATIONS AWAITING DECISION:

16/02257/FUL Erection of front porch at The Swan, 4 Shipton Road

Cllr Carter welcomed the members of the public and invited them to address the meeting:-

Maple Way (16/02793/FUL)

Kester Harvey and Bertie Trinder spoke about this proposed planning application. The main complaint is about the layout and its intrusive effect on existing properties and gardens. They both expressed their dissatisfaction with WODC and Cottsway regarding lack of consultation with the affected residents. There followed a short Q & A session:-

Q: Kester Harvey asked for clarification that the issue of flooding had been looked into and fully considered
A: DCllr Simcox answered that all utility companies had been given sight of the application and Thames Water were content.

Residents and the Parish Council will work together to try and find a solution with Cottsway and WODC which allows affordable housing to be built on the site without serious overlooking and compromising the privacy of existing residents.

Cllr Carter reported that she and DCllr Simcox met with some of the residents that evening to listen to their concerns and that the Parish Council would now work on their wording in response to WODC on this application and keep the residents informed.

The Priory House, 22 High St (16/02924/HHD) and Willowbrook, 51 High St (16/03240/FUL)
The Parish Council responses have been sent.

26 High Street (16/03240/FUL).
Richard Smith and Peter Greening spoke about their concerns regarding this retrospective planning application. Cllr Carter explained that the Parish Council would discuss this further and work on their reply, which needed to be in by 26 October.

16/03058/HHD Chaundy Barn.
Cllr Carter reported also that the Parish Council were working on their final wording with regards to this retrospective planning application.

There was general discussion about the difficulties of considering retrospective planning applications.

Cllr Carter thanked the members of the public for taking the time to attend the meeting.

11. RISK ASSESSMENT & GROUND MAINTENANCE:

(a) Notice Boards – to remove staples and repaint in dry weather – ongoing
(b) Waste Bins – WODC have replaced 3 bins and the Clerk was asked to contact WODC and enquire when the 4th bin would be replaced.
(c) RoSPA Inspection – Cllr Carter reported that she would speak to the contractors now that the drainage project was complete to organise the annual inspection of the play equipment.
(d) Hedgecutting – Clerk had instructed Newman and Sons to cut the hedge around the Memorial Playing Field in October/November.

Cllr Carter had met with Shane Barnes to review all PC grounds maintenance that he had undertaken this year and discuss other tasks. This year’s contract worked well. Cllr Carter asked if Shane would work out the cost of clearing and mowing part of the verge by Coldwell Brook. Shane will also make good the grass in the Pound at the beginning of the spring (Cllr Carter to purchase materials). A bench has been donated to be sited in the shade in the Pound and Shane agreed to secure the legs into concrete.

12. MEMORIAL PLAYING FIELD

(Recreation and Playground)
(a) Replacement Sign – Ongoing
(b) Trellis – Ongoing
(c) Handrail – Ongoing

13. SPORT ENGLAND DRAINAGE:

Cllr Carter reported that the finances had been updated and that they were now waiting for a meeting with the Contractors and Consultants to sign the project off and to give a certificate of completion.

14. ROADS:

(a) Pavement outside Ascott Earl House – Ongoing.

15. ASCOTT-UNDER-WYCHWOOD SPORTS CLUB:

Nothing to report.

16. COMMUNITY EMERGENCY PLAN:

Cllr Carter proposed a letter of thanks should be sent to Mr & Mrs Badger in appreciation of their hard work during the winter months and for storing the emergency equipment at Crown Farm until their retirement this autumn. Cllr Carter’s proposal was seconded by Cllr Rance and agreed unanimously. A new store for the snow ploughing equipment was discussed and quotes will be obtained.

17. HELPERS OF ASCOTT-UNDER-WYCHWOOD:

Cllr Carter reported that the Helpers had done a fantastic job clearing dead material from the hedgerow opposite the Signal Box. All debris was cleared to the PCs newly made bonfire site at the allotments (thanks to Shane Barnes and Robin Walker).

18. TRANSPORT:

Trains – Cllr Rance has made e mail contact with Claire King the recently appointed GWR Franchise Cotswold Line Manager and she has responded positively to arrange an early meeting at AuW station with Cllr Carter and him, date TBA. She has already met the Cotswold Line Promotion Group (CLPG) Chairman, and has acknowledged the ongoing dialogue to obtain modest increases to the current bare minimum AuW service. She has also agreed to Cllr Rance’s request for early confirmation of the running of pre- Christmas Saturday, shopper’s trains to Oxford and Worcester, which have proved popular with parishioners.

Cllr Rance has also sought her earliest resolution caused by growing concerns that when the current, on train ticket machines are unavailable, passengers find that their Cotswold Line Railcard concessions are not recognised at Oxford Station. Still worse, that imminent, new issue, on board machines may well lack this concession too! This concession was granted by her predecessor Alan Field reflecting the minimal train service that AuW commuters have to reply upon.

Buses – Cllr Rance has not yet had the opportunity to review the satisfaction or issues with the revised Villager Services with our regular and dependent users. Before doing so however, he will take further advice on the recent initiative by OCC of the “Oxfordshire Comet” service, by which on weekdays between 1015 and 1430, existing 16 seat buses (with wheelchair access) can be booked, for a fee, for individual, group or community use. OCC have set aside a £200k sum to trial this scheme.

19. WYCHWOOD LIBRARY:

Nothing to report.

20. VILLAGE CHARITY:

Nothing to report.

21. CAROLS ROUND THE CHRISTMAS TREE:

The Clerk was asked to forward the Event Schedule for this to all councillors to consider for the next meeting.

22. CORRESPONDENCE:

CLPG Booklet & Invoice

Email
WODC re Oxfordshire Unitary

Cllr Carter had received a complaint about a stile leading to the Oxfordshire Way from Ascott Mill which she forwarded to our Cotswold Warden, Gerald Simper. This has now been replaced by the Cotswold Wardens with a Kissing Gate and residents have made very positive comments.

Thank you letter from Mark Abrey for the work that the Helpers had done on the lower growth of the Lime Trees in the Churchyard. Cllr Carter had passed these thanks on to the Helpers who had attended the session.

22. ANY OTHER BUSINESS:

There being no further business, Cllr Carter declared the meeting closed at 10.25 pm and confirmed the next meeting would be the held on Monday 14 November 2016.

Cllr Philippa Carter (Chairman)

Parish Councillors:

• Philippa Carter
• Sandy Timms
• Mark Tribe
• Peter Rance

County Councillor:

• Rodney Rose

District Councillor:

• Tom Simcox

Parish Clerk:

• Angela Barnes

Members of the Public:

• Nigel Braithwaite and Bertie Trinder
• Will Munro Project Manager (Development) Cottsway

1. APOLOGIES:

None received.

2. MINUTES OF THE LAST MEETING

The recorded Minutes from the Meeting held on 11 July 2016 were agreed, duly signed, dated and filed.

3. DECLARATIONS OF INTEREST

There were no declarations of interest.

4. CO-OPTION

Ongoing.

5. FINANCIAL REPORT:

Income

(All monies received below relate to the recreation field drainage scheme)
Feith £500
Rance, Smith & Craig £580
Football Club £929
Sport’s Pavilliion £1,000
B Burns £100
S Richards £75
Sport England £52,871

Expenditure:

TGMS £1,800.00 Chq No. 101018 (drainage scheme)
AgriPower £63,445.46 Chq No. 101019 (drainage scheme)
BDO LLP £240.00 Chq No. 101020 (external audit)

NB:
Due to this month’s large expenditure for the recreation field drainage, the PC are owed by HMRC £10,874.24 for recoverable VAT. We normally claim the VAT back at our March year end, but because of the very large sum involved SF will check with HMRC to see if an interim claim can be made. The Clerk will check with OALC to see if they have any advice relating to interim claim procedures.

6. COUNTY COUNCILLORS REPORT:

CCllr Rodney Rose reported on a bus service scheme called Comet. He reported that this has been designed to make use of small buses that lay dormant after their school run. The service is available from 10am to 3pm and customers would need to register their interest and the cost would be approximately £5 per head. Cllr Rance took details of this service.

7. DISTRICT COUNCILLORS REPORT:

DCllr Simcox reported that WODC were formulating a detailed layout with regards to the Unitary debate. He reported that WODC had expressed an interest in a floated idea of a garden village – possibly near Eynsham which would consist of between 3000 and 5000 houses. DCllr Simcox reported that the recycling waste contract would be changing to fortnightly from October 2017.

He reported that each household would be supplied with a wheelie bin to distribute their recycling in, with the exception of glass which will continue to be separated by the consumer. DCllr Simcox also reported that green waste would now incur a separate charge of £70 per household and each one will need to register with WODC that they wish their green waste to be collected fortnightly.

8. PUBLIC TIME:

Please refer to Item No. 11 Planning

9. DEVOLUTION:

Nothing to report. The Clerk was asked to now remove this from the Agenda.

10. MATTERS ARISING:

(a) Wychwoods Working Together – Ongoing
(b) County, District and Parish Council Surgery – 29 October and then bi-monthly on the last Saturday of the month thereafter.
(c) Church Lime Trees – Cllr Carter reported that the Helpers worked with the PCC in August to cut the growth of the lower limbs of the Lime trees.
(d) Oxfordshire Together (OCC) – Ongoing
(e) The Pound – Cllr Carter reported that two time capsules had been put in the wall. She reported that Gerald Simper, the Cotswold Warden, had asked for any photographs that may have been taken during the works. Cllr Carter reported that she would write a “thank you” to all those involved in making the re-building of the Pound wall possible.
(f) Grass Cutting Contract (revised) – Ongoing
(g) Accident opposite Signal Box – Cllr Carter reported that the Network Rail wire fence had been fixed but that the road sign had not been recovered (OCC Traffic team) nor the broken culvert slabs replaced (OCC Drainage team). Cllr Carter will monitor.
(h) Ascott Martyrs’ Memorial proposals – Cllr Carter reported on correspondence from Mr Paul Jackson about a further memorial to the Ascott Martyrs. This was discussed at length and whilst the PC were in favour of some form of memorial which portrayed the story of the martyrs, it was agreed unanimously that the PC did not have the resources nor the time to take on any work or responsibilities with regards this project at this stage.
(i) Damaged sign at Station Place – Cllr Carter reported that WODC had been informed and that a new sign had been ordered.
(j) Wychwood Church of England Primary School – the PC discussed and voted that they would be happy to pledge £200 and await to hear on their progress. The Clerk was asked to write and confirm this.
(k) Ordnance Survey Map – the request from Elaine Byles was discussed – Ongoing

11. PLANNING:

(Including Item No. 8 Public Time)

(a) West Oxfordshire Strategic Housing and Economic Land Availability Assessment 2016 – please refer to application number 16/02793/FUL below.
(b) WODC Parish Survey – Cllr Carter reported that this had been completed and sent to WODC

NEW APPLICATIONS RECEIVED:

16/02793/FUL Erection of six dwellings and associated works at 18 Maple Way

Cllr Carter welcomed William Munro, Cottsway Project Manager, Bertie Trinder and Nigel Braithwaite, parishioners, to the meeting.

Mr Munro reported on the garage blocks at the top of Maple Way and the surrounding land. Most tenants had surrendered their tenancy and Cottsway has identified this site to replace the garages and build 6 new affordable dwellings. A planning application, 16/02793/FUL, was currently with WODC and the consultation process had commenced. A paper copy of the plans were laid out for the public members and parish council to consider. There followed a short Q & A session

Q: Cllr Carter expressed complete dissatisfaction, on behalf of the Parish Council and the parishioners, at the lack of time and pre-application consultation given to the PC and community, as recommended in National Planning Guidelines.

A: William Munro acknowledged the PC’s dissatisfaction.

Q: Cllr Carter asked William Munro had the parishioners, namely Bertie Trinder and others, been consulted about the proposed development prior to the application being sent to WODC

A: William Munro assured the PC that all the parishioners that were going to be affected had been visited and spoken to.

Q: Bertie Trinder explained to the meeting that he knew nothing about the planning application and how this was going to adversely affect the privacy and light all along his back garden. He explained that when visited by Cottsway, they said that he would lose a strip of his garden. They would replace his shed and wall but they did not explain that 4 of the 6 houses would be built overlooking his garden.

A: William Munro noted this down.

Q: Cllr Carter asked about parts of gardens in Dawls Close which residents had been told would be taken as part of this application.

A: Mr Munro explained that those plans had changed but that instead a large part of the back garden belonging to No 15 Dawls Close would be taken to form two parking spaces. Mr Munro admitted that residents had not been informed about the change of plans.

Q: Nigel Braithwaite and the PC were unhappy with the proposed application and Nigel suggested that the whole plan be turned around so that the dwellings were built on the opposite side.

A: William Munro replied that this had been considered by Cottsway and discussed with WODC, but WODC preferred the current proposal.

DCllr Tom Simcox was asked to take this application to full committee. Nigel Braithwaite suggested that Cllr Carter and Cllr Tribe arrange to meet the planning officer Abby Fettes.

16/02924/HHD Alterations and erection of single and two storey extensions at The Priory House 22 High Street – to be considered by councillors

16/03058/HHD Replacement doors and windows to rear elevation. Construction of pergola and first floor balcony together with associated fencing (Retrospective) at Granary Barn, Yew Tree Farm, 45 High Street. – to be considered by councillors.

WODC LOCAL PLAN SITE IDENTIFICATION – DCllr Simcox reported that he would be attending a Planning Workshop on Thursday. Cllr Carter asked Tom to feed back to her as soon as possible.

ONGOING APPLICATIONS AWAITING DECISION:

16/02257/FUL Erection of front porch at The Swan, 4 Shipton Road

12. RISK ASSESSMENT:

(a) Notice Boards – to remove staples and repaint in dry weather – ongoing
(b) Waste Bins – WODC have replaced 3 bins and the Clerk was asked to contact WODC and enquire when the 4th bin would be replaced.
(c) RoSPA Inspection – Cllr Carter reported that she would speak to the contractors now that the drainage project was complete to organise the annual inspection of the play equipment.

13. MEMORIAL PLAYING FIELD

(Recreation and Playground)
(a) Replacement Sign – Ongoing
(b) Trellis – Ongoing
(c) Handrail – Ongoing
(d) Hedgecutting – Clerk to appoint contractors to cut hedge in October/November

14. SPORT ENGLAND DRAINAGE:

Cllr Carter proposed a “huge” thankyou to Laurence for his relentless hard work in coordinating this project. This was seconded by Cllr Timms and unanimously agreed by all councillors.

15. ROADS:

OCC have cut the verges in Ascott Parish outside the 30mph limit and some grips have been cut by the OCC drainage team. They appear to have accepted the rural verge cutting is too big a responsibility for small parishes.

16. ASCOTT-UNDER-WYCHWOOD SPORTS CLUB:

Cllr Carter reported that the Executive Fire Protection inspection had been carried out.

17. COMMUNITY EMERGENCY PLAN:

Cllr Carter reported that Laurence Mellor was arranging for the snow equipment to be moved due to the impending sale of Crown Farm.

18. HELPERS OF ASCOTT-UNDER-WYCHWOOD:

Cllr Carter reported that the Helpers had had a very successful session in the Church Yard cutting the lower limbs of the Lime Trees. She reported that Nick Carter and Roger Shepherd had taken the waste away.

19. TRANSPORT:

Buses:
Volunteer operated Villager services are now operating the only public transport buses in the area. Those that include Ascott reflect changes to accommodate the expressed preferences of our regular users who depend upon them. Early indications show that being the only provider, Villager are running higher occupancy levels. However, only sustained levels of usage will justify a confident long term service provision.
At Cllr Rance’s request, Villager kindly cleared all Ascott bus stops of outdated timetables and replaced them with the new Villager ones, plus placing spare copies in the village shop.

Trains:
The summer journal of the Cotswold Line Promotion Group (CLPG) published a strong case for modest additional services to and from Ascott. Concurrently, Alan Field, the GWR Cotswold Line Manager who has pressed his company resolutely to fulfil such improvements, sadly without apparent success, has now retired. His replacement, is Claire King, a 25 year old graduate, who both CLPG and Cllr Rance are endeavouring to meet at the earliest opportunity to further this dialogue. With GWR committed to delivering electrified services eventually to Oxford, however, it is by no means certain that what they deem “minor stations” on our line, will not be impacted by planned faster, more frequent, through services.

20. WYCHWOOD LIBRARY:

Cllr Timms reported that there were plenty of volunteers and that WiFi was now accessible at the Library.

21. VILLAGE CHARITY:

Cllr Timms reported that the annual Fun Run would not be held this year.

22. CORRESPONDENCE:

Clerks & Councils Direct
Cotswold Lion (Cotswold Conservation Board)
Letter from Wychwood Church of England Primary School – requesting donation towards
their fundraising for a MUGA
Wychwood Project – Forest Update

Emails
OCC Chilson, Pudlicote Lane road closure on 12 September for 3 days
OCC Oxfordshire Unitary Government Study
OALC monthly update
Tony Gillings – complaint about sign at Station Place (dealt with under Matters Arising)
Elaine Byles – request for OS map (being dealt with under Matters Arising)

23. ANY OTHER BUSINESS:

None.

There being no further business, Cllr Carter declared the meeting closed at 10.25pm and confirmed the next meeting would be the held on Monday 10 October 2016.

Cllr Philippa Carter (Chairman)

Parish Councillors:

• Philippa Carter
• Sandy Timms
• Mark Tribe
• Peter Rance

Parish Clerk:

• Angela Barnes

Members of the Public:

• Laurence Mellor

1. APOLOGIES:

None received.

2. MINUTES OF THE LAST MEETING

The recorded Minutes from the Meeting held on 13 June 2016 were agreed, duly signed, dated and filed.

3. DECLARATIONS OF INTEREST

There were no declarations of interest.

4. CO-OPTION

Ongoing.

5. FINANCIAL REPORT:

Stuart Fox (RFO) has supplied Cllr Carter with the new pay rates for the Clerk, which came into effect in April 2016. Cllr Carter proposed the new pay scales be adopted and paid in the next quarter, but backdated to April 2016. This was seconded by Cllr Rance.

Income

3rd June Interest £7.42
17th June Smith & Son £7.58 refund against stone pro-forma.

Payments

P Carter 101012 £129.43 Railway Fund
R P Moss 101013 £120.00 Railway Fund
A Barnes 101014 £559.86 Salary
A Barnes 101015 £92.03 Expenses
Post Office 101016 £139.80 PAYE
Patrick Edwards 101017 £139.41 Mower/Tractor repairs

Bank Balance £54,128.20

6. COUNTY COUNCILLORS REPORT:

No Report.

7. DISTRICT COUNCILLORS REPORT:

No Report.

8. PUBLIC TIME:

Please refer to Item No. 11 Planning

9. OXFORDSHIRE TOGETHER:

Cllr Carter reported that she had been in contact with Shipton, Burford and Enstone Parish Councils about a proposed OCC contract offering parish councils the opportunity to take on the responsibility for maintaining their own rural verges outside the 30mph line, but still within their parish boundary. This issue was discussed at length by the councillors. Cllr Carter confirmed again that Shipton had taken the decision not to sign the contract and reported that Burford had now confirmed they would not be signing the contract either. The general consensus was that there was too much legal liability for a small volunteer-run Parish Council.

Cllr Timms proposed that the Ascott Parish Council do not sign OCC’s contract, this was seconded by Cllr Rance. It was agreed, unanimously, that the contract that had been presented to the PC would not be accepted or signed and Cllr Carter agreed to contact OCC and give the PC’s decision.

10. MATTERS ARISING:

(a) Wychwoods Working Together – Cllr Carter reported that it was Milton Parish Council’s turn to organise the next get together.

(b) County, District and Parish Council Surgery – It was reported that the June Surgery was not well attended. The Clerk would ask DCllr Tom Simcox to confirm the future dates and then send them to Stuart Fox for inclusion in the Grapevine.

(c) Church Lime Tree Project – Ongoing

(d) Devolution – Nothing to report.

(e) The Pound –Cllr Timms reported that Gerald Simper had advised her that there was still £1000 funding still available for the new wall and barrow sign. Cllr Carter reported that a time capsule was being prepared to bury in the middle of the new wall. It will be completed sometime in August.

(f) Grass Cutting Contract – This was now with Cllr Carter for approval.

(g) Verges damaged by heavy vehicles – Cllr Carter agreed to discuss the repair of the verge opposite Tiddy Hall with the residents involved.

11. PLANNING:

(Including Item No. 8 Public Time)

West Oxfordshire Strategic Housing and Economic Land Availability Assessment 2016

Cllr Carter welcomed Laurence Mellor to the meeting and invited him to address the meeting.

Q: Laurence expressed his concerns about 2 pockets of land within Ascott-under-Wychwood which had been identified by the WODC Local Planning Dept as potential sites for housing development.

A: Cllr Carter replied that the PC had not yet been informed as to whether either of those sites had been chosen or rejected by WODC.

Q: Laurence asked how the PC were going to reply to WODC

A: Cllr Carter replied that a letter had been sent following June’s Parish Council meeting and within the WODC deadline. The PC had written a synopsis of the reply, which would be circulated to each house.

New Applications

16/02257/FUL Erection of front porch at The Swan, 4 Shipton Road

The Clerk presented the paper copy of the application and confirmed that comments would need to be sent to her no later than 20 July. Cllr Carter took the application and agreed to pass it on to Cllr Timms. Cllr Tribe and Cllr Rance agreed to look online and report any comments accordingly.

12. RISK ASSESSMENT:

Cllr Tribe reported that he and Cllr Rance had now completed the Risk Assessment and the working document updated accordingly.

Notice Boards – remove staples and re-paint boards in dry weather
To be organised

Waste Bins – all 3 by the notice boards were rusty and require replacing
Cllr Carter reported that WODC were identifying sites to replace waste bins. The Clerk was asked to carry this forward to September and remind Bob Lightfoot at WODC if nothing had been actioned.

Allotments
It was reported that some groundwork needed to be actioned i.e. mowing of overgrown unlet plots, monthly mowing of common areas – Cllr Carter agreed to talk to the contractor.

The items listed above and others would be addressed and the Risk Assessment updated accordingly.

13. MEMORIAL PLAYING FIELD

(Recreation and Playground)

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

All of the above will be completed when the Sport England Drainage project is complete.

14. SPORT ENGLAND DRAINAGE:

Cllr Carter and Laurence Mellor reported that there had been a pre-contract meeting on site with Jerry Anderson. This had not gone quite to plan and the drains in High Street would need to be checked before approval to start the works, which are scheduled for 25 July, could be given.

Cllr Carter asked the Clerk to minute that £130 had been received from Juliette Craig’s Art Talk. Cllr Carter reported that Juliette had been thanked.

15. ROADS:

(a) London Lane – Ongoing
(b) Grips – Ongoing
(c) Potholes and verge damage – Ongoing

16. ASCOTT-UNDER-WYCHWOOD SPORTS CLUB:

It was reported that the Football Team were struggling to find a suitable replacement pitch to play on during next season when the Ascott football pitch needs to be rested following the drainage works.

17. COMMUNITY EMERGENCY PLAN:

Cllr Carter reported that she would ask Simon Gidman to be the responsible for Ascott Earl warning signs while Cllr Carter was away on holiday. Cllr Rance agreed to be responsible for the signs warning of flooding to the Chipping Norton Rd. Cllr Rance is aware of the requirement to keep in contact with OCC if signs are deployed.

18. HELPERS OF ASCOTT-UNDER-WYCHWOOD:

Nothing to report.

19. TRANSPORT:

Buses:

The services with effect from 20th July will be by Villager only.

New timetables will be issued by them and current users are already being advised by the Villager drivers.
Meanwhile, Councillor Rance has given an advance timetable to the regular Ascott users via retired councillor Rob Morgan.

Trains:

Councillor Rance has e mailed Alan Field the GWR franchise Cotswold Line Manager seeking advice of his last internal meeting with GWR timetabling team where he was still pursuing modest improvements to Ascott services before he leaves GWR in July. Alan is however on leave and will return on 18th July to respond on that question and with the name of his successor.
Depending on his responses, and that in August there is no PC meeting, Councillor Rance proposes that the September meeting should then consider whether a letter from the PC should be drafted and sent to GWR, CLPG and our local MP about Ascott services.

20. WYCHWOOD LIBRARY:

Cllr Timms reported that a meeting was yet to be confirmed.

21. VILLAGE CHARITY:

Nothing to report.

22. CORRESPONDENCE:

• Clerks & Councils Direct
• RoSPA had advised the Clerk that a playground inspection was due in July. The Clerk was asked to advise them that the Drainage Works would be taking place and that it would be more suitable to undertake the inspection after the contractors had cleared the site.
• Enstone PC Clerk had been in touch asking about how much work Ascott-under-Wychwood PC had taken on following devolution proposals from OCC. Cllr Carter agreed to reply.

23. ANY OTHER BUSINESS:

There had been a complaint of a noxious bonfire in Dawls Close. It was referred to WODC Environmental Health Dept who dealt with the situation promptly.

For future information – there is no restriction on which day a bonfire can be lit but the only materials that can be burnt are green waste.

There being no further business, Cllr Carter declared the meeting closed at 10.40pm and confirmed the next meeting would be the held on Monday 12 September 2016.

Cllr Philippa Carter (Chairman)