Parish Meetings 2019

Parish Councillors

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

County Councillor

• Liz Leffman

District Councillor

• Jake Acock

Parish Clerk

• Angela Barnes

Members of the Public

• Mr Laurence Mellor
• Ms Sue Richards

1. Apologies

Received from Cllr Sandy Timms

2. Minutes of the Last Meeting

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

3. Declarations of interest

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

4. Financial Report

Income

No Income

Expenditure

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

NB

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

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

Bank balance £70,205.37

Financial Regulations

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

5. Reports from County and District Councillors

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

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

6. Public Time

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

7. Planning

No new planning applications received.

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

8. Matters Arising

(a) Gigaclear

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

(b) OCC Grasscutting Contract

Ongoing

(c) Footpaths

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

(d) Ascott Martyrs Educational Trust (AMET)

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

(e) Dropped kerbs – Dawls Close

Ongoing

(f) Public access to meetings

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

(g) Tiddy Hall

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

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

9. Risk Assessment & Ground Maintenance

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

10. Community Emergency Plan

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

11. Transport

Buses

Nothing to report

Trains

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

12. Roads

Chipping Norton River Bridge:

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

13. Reports from Organisations

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

14. Correspondence

Email

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

Post

Clerks & Councils Direct
Cotswold & Malvern Line Newlsetter

15. Any Other Business

Cllr Rance reported on the following items:

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

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

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

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

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

Parish Councillors

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

Parish Clerk

• Angela Barnes

Members of the Public

• Mr Simon Gidman

1. Election of a Chairman and Vice Chairman

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

2. Apologies

CCllr Liz Leffman
DCllr Jake Acock.

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

3. Minutes of the Last Meeting

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

4. Declarations of interest

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

5. Financial Report

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

Income:

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

Expenditure:

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

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

Internal Audit Report

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

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

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

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

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

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

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

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

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

External Audit

Year End Accounts to 31 March 2019

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

Annual Return

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

Accounting Statement

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

Annual Governance Statement

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

Financial Regulations

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

6. Planning

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

7. Matters Arising

(a) Gigaclear

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

(b) OCC Grasscutting Contract – Ongoing

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

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

(e) Dropped kerbs – Dawls Close – Ongoing

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

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

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

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

8. Risk Assessment & Ground Maintenance

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

9. Community Emergency Plan

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

10. Transport

Buses

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

Trains

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

13 Roads

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

14 Reports from Organisations

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

(b) Wychwood Library – Nothing to report.

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

15 Correspondence

Email

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

Matters Arising
Post
Clerk & Council Direct

16 Any Other Business

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

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

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

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

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

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

Parish Councillors

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

County Councillor

• CCllr Liz Leffman

Parish Clerk

• Angela Barnes

Members of the Public

• No members of the public present.

1. Apologies

DCllr Jake Acock.

2. Minutes of the Last Meeting

The Minutes recorded from the meeting held on Monday 11 March 2019 were approved as a true record, duly signed, dated and filed.

3. Declarations of interest

There were no declarations of interest to record.

4. Co-option

The Clerk reported that WODC confirmed that nobody had responded to the PC’s advert for a fifth councillor and the Parish Council could now co- opt. Cllr Carter reported that parishioner Pauline Plant had confirmed she would like to be co-opted as the fifth Parish Councillor. The Clerk was asked to request the relevant paperwork from WODC.

5. Financial Report

This was circulated prior to the meeting to all councillors.

Income

Allotment rents £143.00
Interest £28.20

Expenditure

Tiddy Hall 200025 £22.80 (rent for Defibrillator training)
OALC Subscription 200026 £138.97 (subscription)
A Barnes (Clerk) 200027 £11.05 (print cartridge)
Direct Water Tanks 200028 £221.10 (Allotment water)
I G Godden 200029 £276.00 (plumbing at the Pavilion)
Jacob Davies 200030 £80.00 (remove waste from the Pound)
Nicholsons 200031 £504.00 (Tree Surgery)
Clerks quarterly expenses 200032 £121.97 (expenses)
Clerks quarterly salary 200033 £653.94 (net salary)
HMRC 200034 £163.40 (PAYE)
Tiddy Hall 200035 £163.60 (annual rent)
WODC Dog Bins 200036 £193.35 (waste collection to 31 March)
WODC 200037 £83.59 (commercial waste collection)
Shane Barnes 200038 £125.00 (labour to replace water pump)

Financial Regulations

These were reviewed by all councillors and adjustments made, relevant to the PC. The Clerk was asked to prepare a final draft for approval and adopting at the May meeting.

6. Reports from County and District Councillors

CCllr Leffman

Reported that she had received confirmation that the signage posted by Kingstanding Farm had now been removed. She reported that Gigaclear would be parting company with Lite Access. Cllr Leffman reported on the joint services with OCC and Cherwell, which so far has proved to be going well. Personnel had been sought in IT/HR/Housing Social Care and Wellbeing & Children services to link everything all resources together.

DCllr Acock

Over the last month, it has been quiet. No council meeting and not much casework to contend with. However, one interesting case I am starting to pick up on, is the fact that the bin men appear to miss bins, and also fail to collection. Over the last week, I have had two reports from opposite ends of the village, suggesting that rubbish and recycling was not collected. I have also had a few people contact me, asking for new bins which have not been delivered. I am currently chasing this up with the Environment department in WODC.

Furthermore, I am trying to gather information from residents about Gigaclear, and seeing what can exactly be done, as they are about to start work in Shipton Under Wychwood.

I will give a detailed account of the year at the annual meeting of the Parish Council later this month, where I encourage all concerned to attend and raise any further issue to me there.

7. Public Time

No public time to record

8. Planning

No planning applications to consider or review.

9. Matters Arising

a) Gigaclear
Louise Appleton has emailed a new plan for the completion of works in High St, London Lane, The Green and Shipton Rd. Work on the Green will take place during school holidays as negotiated by the Parish Council – WVS and local residents have been notified. Work in the narrow area between Corner Cottage, Shipton Rd and the junction of Shipton Rd and Maple Way will be done on Sundays. Cllr Carter has informed the trustees of Tiddy Hall

b) OCC Grasscutting contract – ongoing

c) Footpaths –– Cllr Carter advised she would take advice from OCC Rights of Way department about the permissive footpath on Pudlicote land.

d) Defibrillator – Cllr Sandy Timms reported that the training was very well attended and a successful event.

e) Allotments – the Clerk reported that the majority of the rents had been received. Cllr Leach reported that the Water Tanks were now in situ and the community spirit was very positive at the Allotment ground.

f) Heritage Lane; dog poo bin – the Clerk reported that had now been installed.

g) Ascott Martyrs Educational Trust (AMET)
Paul Jackson had written to inform the PC that they are planning to produce a YouTube film. The Clerk had received and circulated an email received from Paul Jackson requesting PC support to a grant application to WODC. A subsequent email was sent explaining that the PC’s support was not necessary.

h) Dropped Kerbs – 1 household has permission from Cottsway, 1 has been told by Cottsway that they do not need permission, 1 has not applied for permission (Cllr Carter has chased) and the fourth does not want to be involved in the scheme.

i) Annual Parish Meeting – the Clerk reported that all correspondence had been sent in preparation for the meeting.

j) Wychwoods Working Together
Cllrs Timms, Rance and Carter attended the annual meeting with Shipton and Milton Parish Councils, this year hosted by M-u-W at the Paddocks. This annual meeting is a good opportunity to share experiences and knowledge about common issues in relaxed surroundings. Topics covered were – Planning, construction and traffic management, Gigaclear, drug trading, footpaths and the Definitive Map, fete organisation and sharing equipment, dog fouling and a request from Dr Brown to find a suitable central Wychwood database for activity/meeting groups (which the Wychwood Surgery could prescribe instead of or as well as medication),

10. RISK ASSESSMENT & GROUND MAINTENANCE

The Database has been updated for presentation to the internal auditor. Recent works completed included tree surgery (in line with the survey carried out by Nicholsons last autumn) and a boiler condenser pipe being installed inside the Pavilion (to replace the original which was outside and would freeze in cold conditions, thus closing down the boiler).

11. COMMUNITY EMERGENCY PLAN

Nothing to report.

12. TRANSPORT

Buses

Nothing to report

Trains

Awaiting notification of the new timetable that operates from May, and have had no forewarning of any change to the existing minimal Ascott train service, be it times or frequency!

13. ROADS

Chipping Norton River Bridge: Awaiting notification from OCC Highways of the date for implementing the Priority control system over the River Bridge on Chippy Hill.

14. Reports from Organisations

(a) Ascott-under-Wychwood Sports Club – nothing to report.

(b) Wychwood Library – Cllr Timms reported that she had attended a meeting and the Library was flourishing.

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

15. Correspondence

Email

NALC Newsletter
OALC Monthly Update for March, together with Governance & Accountability

Post

None

16. Any Other Business

There was no AOB.

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

Cllr Philippa Carter (Chairman)
Date: Monday 13 May 2019

Parish Councillors

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

County Councillor

• CCllr Liz Leffman

Parish Clerk

• Angela Barnes

Members of the Public

• Pauline Plant – parishioner
• Paula Nielsen and Carol Anderson
  (representing Ascott Martyrs Educational Trust AMET)

1. Apologies

DCllr Jake Acock, report submitted, please refer to Item No. 5.

2. Minutes of the Last Meeting

The Minutes recorded from the meeting held on Monday 11 February 2019 were approved as a true record, duly signed, dated and filed.

3. Declarations of interest

There were no declarations of interest to record.

4. Financial Report

This was circulated prior to the meeting to all councillors.

Income

No income

Expenditure

200023 13/02 I D Godden £120.00 Boiler Service
200024 28/02 Jacob Davies £165.00 Replacement Cheque
200025 04/03 Tiddy Hall £22.80 Hire of Hall
200026 07/03 OALC £138.97 2019/20 Subscription

Bank Balance £62,385.59:

Financial Regulations

To be discussed and finalised at the April meeting.

5. Reports from County and District Councillors

CCllr Leffman reported that the budget was now approved. A £30m budget for roads had been agreed on a rolling budget. She reported that the 2050 plan consultation had been presented to the District Council and a broad discussion held, albeit very vague. This was ongoing. CCllr Leffman reported on the growth board, which although did not affect Ascott under Wychwood does affect Chipping Norton on a large scale.

DCllr Acock sent his report, via email;

Over the last year, since being elected last May, I have been learning what it means to be a district councillor, and being a district councillor in an opposition post. My main role is to challenge how the Conservative-run administration works and to represent the people of the ward at the District Council.

One platform I stood on (hopefully most of you will remember this, alongside my desire to lobby the county council to fix our roads!) was to change how a District Councillor works- to try and improve communications between people, Parish and District Council. The last year has taught me a lot how politics works externally and internally. We need change so the people of the ward can have their voices heard more.

I am now going to outline the new approach I wish to try out for the next six months.

Firstly, the people of Ascott and Shipton do not really turn out in force to PC meetings and it is mainly PC work that is discussed, with the odd interception from a District or County Councillor.

I feel that I do not know enough of what the PCs are doing in my ward- I would really like that to change. Therefore, I would like to suggest that I send you a written report every month and then after the said Parish Council meeting, if you can send me a written report back. I can then understand the specific problems you wish for me to raise in the council chamber or with officers at the District Council. Perhaps we could create a special role for a Parish Councillor who liaise with me as the ‘District Councillor liaison councillor’. This will also allow any case work that is given to the Parish Council to be passed direct to me.

Another radical reform I would like to address, which not all of you will agree with, is not to attend Parish Council meetings as often as other councillors in the past have. For example, I believe this to be an archaic system that is for a by-gone age. We have social media, email and telephones. Every single piece of case work I have been given, has come by email, not at a PC meeting. I want to be a modern district councillor acting in a new way for the right age period.

Finally, I would like to hold join surgeries quarterly that are advertised all over the villages.

I will keep in touch regularly through my written reports; attend the AGMs and any special meeting; if there are issues which need to be addressed then I will attend the said Parish Council meeting.

I do believe we need to move forward in a positive way and I believe these two reforms will change how we keep in touch and will help our jobs to become easier.

6. Public Time

Cllr Carter welcomed Paula Nielsen and Carol Anderson, Trustees of AMET. Cllr Carter then withdrew from the discussions and passed the Chair to Cllr Timms who invited Ms Nielsen and Anderson to address the meeting. Carol and Paula gave a presentation of where AMET were up to with regards to their Charitable Status, their 3 to 6 month plan and their plan to engage with all stakeholders. They asked if they could assemble information boards between the Martyrs Seats on the Village Green, to give more information. After consideration, it was agreed, unanimously that mock boards should be produced and assembled first in order to gauge public opinion and interest.

7. Planning

No planning applications to consider or review.

8. Matters Arising

a) Gigaclear – work has continued in the High St and also in Maple Way. Residents have reported breakages in electricity supply and many instances of lack of consideration for people trying to park or access their properties. At Cllr Carter’s site meeting with Dave Spittle a promise was given that work on The Green and outside Tiddy Hall would take place in the half term. This did not happen. The excavation outside the Pound has been filled in but we are informed that this will be dug up again when the electricity board is ready to make connections. Cllr Carter has informed Annie Holden who is the most affected.
b) OCC Grasscutting contract – ongoing
c) Footpaths – Resident Sue Richards met Katherine Wickens of Pudlicote House while walking along the river bank on Pudlicote land. They had a friendly conversation about the permissive path which runs from the Mill footbridge to the Manor Farm footbridge. Mr and Mrs Wickens are happy to continue with the current arrangement but Mrs Wickens stated that they are private people. A number of Ascott residents have indicated that they would help with an application for the circular footpath to be formally adopted on the Definitive Footpath Map. No other paths have been identified as missing from the Definitive Map.
d) Defibrillator – Cllr Sandy Timms reported that training had been arranged for 23 March.
e) Heritage Lane; dog poo bin – the Clerk had chased WODC. Ongoing
f) Ascott Martyrs Educational Trust (AMET) – please refer to Item No. 6 Public Time.
g) Litter Pick – This was extremely well attended so that litter was collected from the far end of Shipton Rd, along Gypsy Lane to the Parish boundary, to the top of Chipping Norton Rd, to Ascott Mill, Kingstanding Farm and the Parish Boundary with Leafield. Thank you to everyone involved and especially to P Councillors who were the last to finish. Our youngest litter picker was 9 months old and several dogs came along for the walk!
h) Dropped Kerbs – We are still waiting all permissions to come through from Cottsway so that we can proceed to the next step.
i) Annual Parish Meeting – date set for Monday 29 April, to be held in the Tiddy Hall.
j) Wychwoods Working Together – Milton PC have confirmed that this will be held on Wednesday 3 April. The time and venue will be confirmed.
k) Co-option – WODC notices were posted on boards announcing that there was a vacancy for the Parish Council with a deadline of 11 March for applications. We await the result from WODC.

9. ALLOTMENTS

Cllr Leach reported that the water tanks had been delivered. The Clerk reported that the new tenancy agreements and rent requests had been sent out to all tenants.

10. RISK ASSESSMENT & GROUND MAINTENANCE

• Utility overboxes have been installed by the football manager, Mike Ody. Many thanks to him.
• I D Godden have installed a boiler condensing pipe inside the Pavilion to replace the one which ran outside and would freeze during cold spells, causing the boiler to fail. They are still unable to balance the heating system and have recommended that a newer more powerful pump be installed. The quote is for £220 +VAT supply and install.
• 2 trees have been pollarded in the playing field and playground following the tree survey. 2 more will be pollarded in September, as advised by the surgeons, Nicholsons.
• The ivy on the playing field front walls and the brush at the top of the playing field has been cut back by Nick and Philippa Carter.
• Ferreting took place in the playing field to reduce the damage done by rabbits and the invoice paid by the Sports Club. Access to neighbouring fields was granted by Cornbury Estate and several male rabbits were trapped.
• Cllr Carter suggested that the PC consider closing the gaps in the playing field perimeter on Priory Lane with fencing and a gate so that the playing field could be locked at night. High St residents are increasingly concerned about outsiders causing trouble in the playing field during the late evenings and there have been several conversations with the police in recent months. There has also been an increasing amount of vandalism which resulted in the PC paying for new outside lights, condensing pipe and utility overboxes to the Pavilion. Also the playground has only 1 picnic bench left from the original 3.

11. COMMUNITY EMERGENCY PLAN

Cllr Carter has been asked by resident Miss Tustain if the Parish Council would inform residents whenever they are unable to salt pavements or roads during snow events.

The two leads on Snow Emergency Planning, Chris Badger and Michael Tucker, have finalised their plans for a salt store at the side of the Pavilion and estimate the cost to be £1,300 (a reduction of £1,000 on the original plan). The snow plough will simply be covered by tarpaulin beside the salt store and the tractor hopper will be stored with the tractor in the owner’s barn.

12. TRANSPORT:

Trains

Whilst the Cotswold Line Promotion Group (CLPG) continue their efforts to explore with GWR Franchise, better services from and to Ascott, there is no inkling that the GWR franchise will change their stance of only complying with that obligated on them in their HMG proscribed contract! It is possible that the new timetable for May onwards could introduce significant changes to the times and frequency of services given the new trains now operating having better acceleration capability. This won’t however mean extra trains at Ascott!

Buses

WOCT have very reluctantly decided to apply for approval to have their services cut back to begin and end at Milton rather than Chippy. This because of poor, unsustainable custom on the Chippy leg. This will affect a few Ascott based users. Cllr Rance is assured by WOTC that if approval is gained, adequate warning will be given to all users including those from Ascott.

13. ROADS

Chipping Norton River Bridge

Given the entirely unexpected recent hedge trimming on the left hand field edge of the approach to the river bridge towards Chippy Hill, Cllr Rance advised OCC officer, and the latter decided that the new road signage no longer needed moving closer to the bridge, planned originally as it was masked by the said hedge. Cllr Rance reported that after consultation OCC had recommended the Traffic Calming Give Way System. This was discussed and Cllr Carter proposed that the PC go ahead with OCC’s recommendation. This was seconded by Cllr Leach and agreed unanimously.

14. Reports from Organisations

(a) Ascott-under-Wychwood Sports Club – the Pavilion and grounds have been booked out for a private party, the Pre-School Fun Day and the Charity Fun Run.
(b) Wychwood Library – nothing to report
(c) Helpers of Ascott-under-Wychwood – please refer to Item No. 8.

15. Correspondence

Email

WODC Claire Bromley Oxfordshire Plan last chance to comment
WODC Meeting with Towns & Parishes 7 March 2019
OALC February update 2019
Cotswolds Conservation Board eNewsletter spring 2019
Windrush Valley School – dog fouling

Post

WODC – free copy of Register of Electors 2019
Community First (Bus) 2019/20 Membership offer
OALC Letter and subscription invoice
Letter from parishioner Miss Siobahn Tustain – Cllr Carter presented the letter of complaint from Miss Tustain regarding the proposal for a priority system at the Chipping Norton Rd bridge, the state of the roads, the lack of access to PC meetings for those with walking disability and the increasing dependency on internet and e-mail by the Parish Council. Miss Tustain concluded that Ascott Parish Council would do better to resign completely and allow WODC to run the village. Cllr Carter has delivered copies of minutes and reports particularly about road issues and will visit Miss Tustain after the PC has discussed the issue of disability access to the monthly meetings.

16. Any Other Business

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

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

Parish Councillors

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

County Councillor

• CCllr Liz Leffman

Parish Clerk

• Angela Barnes

Members of the Public:

• Louise Appleton, Community Engagement Officer Gigaclear
• Pauline Plant – parishioner

1. Apologies

DCllr Jake Acock, report submitted, please refer to Item No. 5.

2. Minutes of the Last Meeting

The Minutes recorded from the meeting held on Monday 14 January 2019 were approved as a true record, duly signed, dated and filed.

3. Declarations of interest

There were no declarations of interest to record.

4. Financial Report

This was circulated prior to the meeting to all councillors.

Income

No Income

Expenditure

200017 P Carter £153.60 – Meter Boxes Pavilion
200019 Ascott Grapevine £450
200020 Patrick Edwards £122.40 – Tractor Repairs
200021 R A Newman £81.60 – Hedge Cutting

Financial Regulations

To be discussed and finalised at a meeting in February.

5. Reports from County and District Councillors

CCllr Liz Leffman reported that there was to be a Budget meeting tomorrow and hopefully £30m would be allocated to roads. She reported on the Council Tax increase. CCllr Leffman reported that there was an amount of £1m from the Conservative Administration which had been allocated to the youth service. Cllr Leffman reported that she would be proposing that £750k should be allocated to buses and travel cards.

DCllr Jake Acock’s report was presented to the meeting – I will be attending the next full council meeting where the budget will be discussed. I will be voting for less tax and will be voting against any raise in council tax, unless a justified account is published.

It is also coming to light that the new Ubico bin collection has over spent this year by £500,000. This company was meant to be saving money- not over spending in their budget. We need to investigate why and how this happened? This Is something the Lib Dem’s will be taking on.

I have had some different case work come into my inbox over the last week, which I am now following up- one including a lady being made homeless and she lives in our ward, which I have already contacted WODC on this.

6. Public Time

Louise Appleton from Gigaclear –please refer to Item No 8 Matters Arising (b)
Parishioner Pauline Plant confirmed that she would like to join the PC and to be co-opted- please refer to Item No. 8 Matters Arising (j).

7. Planning

19/00033/HHD- Erection of replacement timber framed garage building with external staircase to store above. LOCATION: The Priory House 22 High Street Ascott under Wychwood – New

18/02921/FUL PROPOSAL: Change of use of land from agricultural to domestic garden. (Retrospective).LOCATION: 1 The Green Ascott Under Wychwood Chipping Norton APPLICANT: Mr And Mrs John And Debra Cull REGISTERED: 16th October 2018 – Ongoing

Appeal Ref: APP/D3125/W/17/3179654 12-18 London Lane, Development of 5 dwellings – Allowed 15 December 2017: (Original Application Ref 17/01067/FUL, dated 30 March 2017 -Refused by notice dated 10 July 2017) Keep listed for reference.

Cow Shed development – No formal planning application as yet.

8. Matters Arising

(a) OCC Grasscutting contract – Ongoing

(b) Gigaclear – Cllr Carter has been in touch with Gigaclear on several occasions and has received the following summary of a conference call with Louise Appleton, Community Liason Officer and Karl Whittaker, Build Manager:

Contractors on the High Street:

• Thank you for the positive feedback you shared from Peter Greening, it is always good to hear that work is being carried out to a good standard. We also took on board your comments about the lack of information and notification of work in the village. We will strive to improve this, and with our Build Supervisor, Dave Spittle, on the ground we hope this will improve. Karl Whittaker will also share his build plan with you so you have a clearer picture of where we are working at each stage.

Reinstatement/Build Issues:

• You informed us that the bottom of Church View had been excavated 5/6 times – Karl will be looking into this as a priority
• You explained about the fragility of the village drainage system – we have passed this detail onto Dave Spittle so that he is aware
• Karl confirmed that we will be sending in a Remedial Team to reinstate the verges and put right any damages caused by the contractor. He confirmed that the remedial work will be completed by the end of February 2019.
• Karl will look into the private land query (50/50A Shipton Road)
• Karl confirmed that a wayleave had been received for Maple Way
• You expressed concern regarding uncomplete works on Shipton Road. Karl will be providing you with a Build Plan so you can see where we are building next.

BT Outage:

• We sincerely apologise for the inconvenience and upset that our BT cable strike caused. We have taken away your suggestion that we need to be communicating to the residents or at the very least the Parish Council if there is a utilities strike – we will discuss this internally as part of our processes

Network Build Care Team:

•  As I mentioned, we have a fantastic Network Build Care Team in place to deal with any enquiries or issues from residents, parishes, councillors etc. Their details are [email protected] Tel: 01865 591137 please feel free to pass these details along to anyone that has any questions regarding our network construction or rollout.’

Cllr Carter will meet the Build Supervisor to walk the village and inspect the various problems and omissions which will have to be put right before Gigaclear move on. A note of the contact details of the Network Build Care Team has been put on the notice boards and in the shop.

(c) Footpaths –CCllr Leffman suggested that the PC contact Sarah Aldous at WODC in order to obtain an update.

(d) Defibrillator –Training –Cllr Timms reported that she had organised training to be held on 23 March at 10.30am in the Tiddy Hall, which would last approximately 1 and a half hours. The Clerk reported that Chipping Norton Lions were hosting a Defibrillator Awareness Course on Friday 29 March in the Lower Town Hall at 7pm for 7.30pm.

(e) Heritage Lane; Dog Poo Bin (additional) – Ongoing

(f) Allotments – Cllr Leach reported on the preferred water containers and suggested that these be purchased. All councillors agreed to a financial limit of up to £300. Cllr Rance proposed the purchase, this was seconded by Cllr Timms.

(g) Ascott Martyrs Educational Trust (AMET) – The Clerk confirmed that AMET will be attending the March PC meeting go give their presentation and confirmation of their Charitable Status.

(h) Litter Pick – Saturday 16 February. Notices have been put up and e-mail notices sent. Equipment has been ordered from WODC. The rubbish will be picked up by WODC on the following Monday in Tiddy Hall car park.

(i) Dropped kerbs /parking in Dawls Close – Cllr Carter met 2 housing officers from Cottsway to understand various parking issues. They met residents to discuss a misunderstanding about visitor parking on the new Maple Way site. They gave their support to dropped kerbs being installed to 4 houses but the residents must first make individual formal requests in writing to Cottsway and we await the response from those.

(j) Co-option – the Clerk would contact WODC to ascertain the official “Notice of Vacancy”.

(k) Annual Parish Meeting – all PCllrs agreed on 29 April 2019. The ordinary PC meeting will be held on Monday 8 April. The Clerk was asked to book the Tiddy Hall.

(l) Salt Bin Maple Way – councillors to check that there is already a Salt Bin in Maple Way.

(m) Wychwoods Working Together – Milton under Wychwood PC proposed meeting up 3rd or 10th April – date to be confirmed

9. RISK ASSESSMENT & GROUND MAINTENANCE

Cllr Carter has;

• trimmed the ivy and fir growing over the gateposts and wall by the playing field gates.
• delivered the pavilion meter box covers to Mike Ody, Football Manager, who has offered to install them.
• discussed with the plumber the problem of the pavilion exterior pipe from the condenser boiler. He has made a good suggestion which will eliminate the problems of freezing, potential vandalism and unsightliness. A quote will follow.
• obtained details of the vandal-resistant picnic benches in Milton-u-W playground. She will contact the company for a quote.

10. COMMUNITY EMERGENCY PLAN

Several members of the Winter Team were unfortunately all on holiday during the 24 hours of snow and so the pavements were not cleared. This highlighted the need for more volunteers to come forward. Jacob Davies reported that OCC Highways had gritted the main roads twice.

11. TRANSPORT:

Nothing to report.

12. ROADS

Cllr Carter has submitted a report to OCC on repairs needed to London Lane, as requested from C Cllr Liz Leffman and the Highways team. Reports on Shipton Rd and the Chipping Norton Rd to follow.

Consultation on potential priority system to Chippy River Bridge:

OCC posted notices of this Consultation since the January PC meeting and it closes on 15 February. Surprisingly in this web centric age, the responses can only been sent in writing.

Cllr Rance placed the detailed proposal in the village shop, and on the village website, whilst OCC placed notices on to the affected existing road signs either side of the bridge and on the village noticeboards.

River Bridge road sign:

The upgraded outbound road sign had been relocated, but unfortunately in the wrong place. The PC are now waiting for this to be relocated correctly by OCC.

13. Reports from Organisations

(a) Ascott-under-Wychwood Sports Club
Cllr Carter reported that the plumber was called to service the boiler (necessary for the guarantee) and to attend to the many radiators which were not working. The worst problems were caused by air locks in the loft pipework. Another visit from the ferreting team has been organised and permissions obtained to enter Cornbury land bordering on the playing field.

(b) Wychwood Library – nothing to report

(c) Helpers of Ascott-under-

14. Correspondence

Email

OCC:

A review of Oxfordshire County Council’s Town and Parish Liaison Events
AMET confirming their Charitable Status
Milton under Wychwood PC – meeting up
Acknowledgement email from Betsy Glasgow Parliament Researcher in response to letter to MP Robert Courts

Post

R A Newman Invoice
Patrick Edwards Invoice
North Oxfordshire Community Foodbank – letter thanking the PC for their donation

16. Any Other Business

Cllr Carter visited Lianne Ranson to discuss her idea of a village notice board on Facebook. She explained the PC’s concern that she should not be open to abuse. Mrs Ranson has started the page which is open to anyone to add information about the village. Mrs Ranson will, however, control the content. She has already photographed material on the notice boards.

There being no further business, Cllr Carter declared the meeting closed at 10pm.