Duns Tew Parish Council

Duns Tew Parish Council

Minutes of the Annual Parish Council meeting held in the Village Hall on Thursday 14 August 2014 at

7.30 pm.

Present: - Cllr P Gregory, Cllr J Scotchbrook, Cllr R Stranks, Cllr R Cooper, and 3 members of the public Mrs. B. Leach ,Mrs. S Kipping and Mrs. E. Pagamanta

In attendance: Mrs. H Skaar (Clerk)

Before the meeting commenced it was RESOLVED that Standing Order 3L” ‘Photographing, recording, broadcasting or transmitting the proceedings of a meeting by any means is not permitted without the Council’s [prior written] consent.’ be suspended for the meeting and all subsequent meetings until the Standing Orders were amended to take account of the Openness of Local Government Bodies Regulations 2014 which came into force on 6th August.

14.53  Apologies for absence were accepted from Cllr S Keeping, Cllr B Weston Cllr F Gilje, District Councillor Macnamara and District Councillor Kerford Byrnes.

14.54  Declarations of Pecuniary Interest and Requests for Dispensation - Cllr Cooper declared that she was employed by Oxfordshire County Council, no items on the agenda relate to this so no dispensation is required.

14.55  Minutes of the last meetings held on 5 June were RESOLVED as a true record of the meeting and signed by the Chair.

14.56  Finance

Accounts for payment

H Skaar – Aug Pay & Expenses dated 29.08.14 / 000956 / £267.68
H Skaar Sept Pay & Expenses dated 30.09.14 / 000958 / £267.68
HMRC – Aug Tax dated 29..08.14 / 000957 / £3.20
HMRC – Sept Tax dated 30.09.14 / 000959 / £3.20
P Gregory – Travel expenses / 000960 / £45.45
SLCC – Practitioners Guide / 000961 / £20.00
P Weston – Web site Expenses / 000962 / £27.95
Cherwell District Council – Election Fee / 000963 / £39.00
Information Commissioner – Data Protection Renewal / 000964 / £35.00
M Probbitts / 000965 / £240.00
NALC – Local Councils Explained / 000966 / £50.00
BDO LLP – External Audit Fee / 000967 / £120.00
Playsafety Limited / 000968 / £85.20
OCC – SDR / 000969 / £120.00
Chiltern Sports Contractors Limited- Tennis Court / 000970 / £1164.00
S Evans – Playground Equipment Repairs / 000971 / £380.00

It was RESOLVED to make payments as listed above and the cheques were signed by Cllrs Scotchbrook and Stranks

Accounts paid in advance

OALC – Roles & Responsibilities Training Cllrs Cooper & Weston / 000950 / £156.00
SLCC – Regional Conference / 000951 / £153.60
OALC – Planning Training Cllr Keeping / 000952 / £42.00
OALC – Chairmanship Training Cllr Gregory / 000953 / £78.00
Giffard Recycling Ltd – Bark for Play area / 000954 / £145.20
R & J Hill Engineering – Tennis posts & Equipment / 000955 / £1,342.00

Cheque No 000951 was signed by Cllrs Stranks & Scotchbrook

Cheque Nos.000950, 952,953,954 & 955 were signed by Cllrs Gregory & Scotchbrook

Income received –CDC Adopt a site £47.06

External Audit – This was circulated to the Council, there were no issues arising. The clerk reported that the notice of conclusion of audit and the relevant information will be placed on the noticeboard tomorrow.

It was RESOLVED to approve and accept the Annual Return.

New Bank Mandate – It was RESOLVED that a new mandate should be signed to add the new Councillors and remove those who had retired.

Quarterly Financial Report & Review - This was accepted by the Council. No observations were raised.

Budget for Play Area – It was RESOLVED that the budget for the play area should be increased from £1,690 to £3,357, the money for this to come from:

Council Tax Bonus £305

New Homes Bonus £262

Parish Council Budget £600

Communications Budget £300

Planning Budget £200 Total £1,667.00

The amended budgets are attached as Appendix 1.

14.57  Public Participation – 3 representatives from the Mother & Toddlers Group requested that consideration be given to

providing more equipment and extending the area for the younger children. It was RESOLVED that Mrs. Leach, Mrs.

Pagamenta and Mrs. Kipping would work with Councillors Scotchbrook and Cooper to devise a plan and investigate

funding sources. Action Clerk and Cllrs Scotchbrook & Cooper

Mrs. Pagamenta expressed concern over the parking problem in Middle Barton Road which was now causing problems

amongst the neighbours. It was RESOLVED that the Village Hall committee should be asked if they could assist by

allowing parking in the Village hall for those who applied for “permits” and Cllr Cooper would visit those residents

concerned to discuss this. Action Cllr Cooper

14.58  Clerk’s Report

Required / Action / Result

Speed Check

/ Clerk has ordered SDR for North Aston Road / This has been carried out and the results received. Agenda item

Road Markings on Junction of Middle Barton and Duns Tew Road

/ Clerk has reported this again to OCC / OCC have confirmed this is on the list to do

Parking Layby by Phone box

/ Clerk placed note in Newsletter and wrote to Daisy Hill Management Company / No response received but the parking of cars for long periods seems to have reduced.

NALC publication Local Councils Explained

/ Ordered by clerk / Received, clerk will keep this but it is available to any Councillor.

14.59 

Parish Matters –

·  Community.-

A)  Emergency Plan – Cllr Cooper reported that she was reviewing this and would be contacting those people and venues named to ensure they were still happy to be involved. The clerk is to let Cllr Cooper have and electronic copy and various contact details. Action Clerk and Cllr Cooper

B)  Welcome Pack –Cllr cooper reported that she had delivered 4 welcome packs to new residents, one to Daisy Hill and 3 in Dashwood Rise. She would be putting a note in the Newsletter that these were available and for residents notify her know of any new arrivals.

·  Services –

A)  Winter Preparedness – Cllr Stranks reported that he had only supplied 3 villagers with salt/grit last year for personal use and that Mr. Routledge still had the full amount available for village. It was RESOLVED that a further delivery was not required for this year and that a note be put in the Newsletter that Cllr Stranks had this available for personal use again this year. Action Clerk

B)  Speed Check – Following receipt of the results from the SDR, which was positioned on the telegraph pole just before the entrance to Hill Farm Lane it was felt that any speed over 30mph was too high on that particular stretch of road. It was RESOLVED that the Council should investigate the possibility of joining Speedwatch.

Action Clerk

C)  Parking – See Clerks report and Public Participation

D)  Shrubbery at top of Hill Farm Lane – this has now been cut back.

E)  Tree Maintenance – It was RESOLVED that:

a)  a tree survey was not necessary as the Council was responsible for very few trees

b)  the owner of Highclere should be approached regarding the Council assisting with the pruning of the Leylandii overhanging the road and quotes should be obtained. Action Clerk & Cllrs Scotchbrook & Gregory

F)  Water Problems at Longfields – It was RESOLVED that this was not really a Parish Council responsibility at present but Mrs. Taylor should monitor the situation and if any further problems occurred the Council would approach Thames Water on behalf of the Longfields residents. Action Clerk

·  Communications –

A)  Web Site –.Cllr Weston sent a report as follows;

Community groups are using the website to promote their meetings, During July there were 281 visits to the

site. I have noticed that some councillor contact information is out of date (since June).I am working with

Peter (W) to go through the site and update contact information, etc.

B)  Broadband/ Mobile Phone Coverage – Vodaphone Rural Open Sure Signal Programme

As the majority of the Village is due to have Superfast Broadband by March 2014 it was RESOLVED that Duns Tew should apply for the Vodaphone Rural open Sure Signal Programme and Cllr Weston be asked to look into this.

Action Cllr Weston

·  Planning –

A)  Planning Applications - To discuss New Planning Application

14/01234/F Mr. E Phipps

Manor Farm, Hempton Road, Duns Tew, Bicester OX25 6JT

Amendment to Farm Entrance and part retrospective for existing farm access and turning

area.

It was RESOLVED to support this application

B)  Dorchester Group Initiative –Cllr Stranks reported that 12 parishes including Duns Tew have joined together to formulate a Neighbour Plan under the auspices of the Dorchester Group who will fund this. The plan will be entitled the Mid Cherwell Neighbourhood Plan. The lead Parish is Ardley with Fewcott and the initial documentation has been submitted to Cherwell District Council for approval.

C)  Horsehay Quarry – Cllr Stranks reported that Cherwell District Council has made no objections to the planning application. Oxford County Council have postponed their decision until September so they can investigate concerns of the Duns Tew residents

D)  Affordable Housing on Rural Exception Sites – It was RESOLVED that there was not sufficient demand for this at present so a housing survey was not required.

E)  Assets of Community Value – The clerk reported that at the recent SLCC Regional Conference an officer from the Department of Communities and Local Government advised that land in private ownership could be designated a community asset if it was regularly used by the local community to walk their dogs. It was RESOLVED that the owners of the two fields next to the play area should be approached with a view to designating them as Community Assets. Action Clerk

·  Amenities –

A)  Play Area – See Public Participation

Cllr Scotchbrook also reported that the ROSPA report had been received most of the recommendations had already been dealt with however he was concerned about the football post foundations in the tennis court and the possibility of balls being hit into the Parsloe's paddock.

It was RESOLVED that

a)  Football post protector should be purchased

b)  The possibility of moving the posts should be investigated

c)  Quotes should be obtained for netting along the Parsloe’s paddock

Action Cllrs Scotchbrook & Stranks and Clerk

·  Parish Council –

A)  WW1 War Memorial – The Clerk reported that she was awaiting information from Charlie McBean and would then approach the Diocese regarding their requirements. Action Clerk

B)  Half Yearly Internal Audit – This will be done by Cllr Scotchbrook in mid- October, date to be arranged. Action Clerk & Cllr Scotchbrook

C)  Village Plan - It was RESOLVED that a new Plan should be done and Cllr Gregory would approach Charlie McBean who had offered to help with this.

D)  Meetings – It was RESOLVED that no-one would attend the following meetings

ORCC AGM 18.09.14

PTR 20.08.14

SLCC National Conference 10.10.14

14.60  County & District Councillors Reports - None

14.61  Correspondence

Ardley with Fewcott PC – Dorchester Update / Emailed to Planning Committee cc rest of Council
CDC – Faith Forum / Emailed to all
ORCC – June News Bulletin AGM 18.09.14 / Emailed to all
CDC – Parish Liaison Meeting / Emailed to Cllr Gregory
Dorchester Group – Emerging Meeting Date / Emailed to Cllrs Gregory & Stranks
CDC – Parish Liaison Meeting Agenda / Emailed to Cllr Gregory
SLCC – Branch Meeting / Emailed to Cllrs Gregory & Stranks
Rural Services Network - Weekly News Digest 09.06.14 / Emailed to all
SLCC – Regional Conference / Emailed to Cllr Gregory
Floral Tours – Water Aid Event Poster / Emailed to Newsletter & Web Site
Global Retreat Centre – Peace in the Park event / Emailed to Newsletter & Web Site
Rural Services Network – Rural Vulnerability Service Fuel Poverty June 2014 / Emailed to all
OCC – Discussion Forum on Dementia and Mental Health Services / Emailed to all
OCC – Winter Preparedness / Emailed to all
Rural Services Network - Weekly News Digest 16.06.15 / Emailed to all
Public Sector Executive Online – Smarter Water Management / Emailed to all
Navigus Planning – Journal of Local Planning Issue 15 / Emailed to all
Public Sector Executive Online – Newsletter / Emailed to all
Towns Alive – Insight Newsletter / Emailed to all
OALC – Affordable Housing Survey / Dealt with by Clerk
OCC – TVERC Summer Newsletter / Emailed to all
Dorchester Group – Meeting Date 23rd June / Emailed to Cllrs Gregory & Stranks
OCC – Connecting Oxfordshire Events and Local Transport Plan 4 Consultation / Emailed to all
Rural Services Network – Rural Vulnerability Service Rural Transport June 2014 / Emailed to all
Public Sector Executive Online – Newsletter / Emailed to all
Rural Services Network - Weekly News Digest 23.06.14 / Emailed to all
Rural Services Network – Spotlight on Young People / Emailed to all
OCC – Local Transport Plan 4 Consultation / Emailed to all
CDC – Parish Liaison Follow Ups / Emailed to all
Rural Services Network - Weekly News Digest 30.06.14 / Emailed to all
OCC – Affordable Housing on Rural Exception Sites / Emailed to all
OALC – Members Update June 2014 / Emailed to all
OCC – Draft Flood Risk Management Strategy Consultation / Emailed to all
Rural Services Network – Rural Opportunities Bulletin / Emailed to all
Rural Services Network – Rural Housing Spotlight / Emailed to all
OCC – T2316 Duns Tew Hempton Road Temporary Closure 21/7/14 for 5 days / Emailed to all and web site
Rural Services Network - Weekly News Digest 07.07.14 / Emailed to all
ORCC – Local Transport Have Your Say / Emailed to all
Rural Services Network – Rural Vulnerability Service Rural Broadband July 2014 / Emailed to all
OALC – Opportunity to comment onPlain English Guide to the Openness of Local Government Bodies Regulations 2014 / Emailed to all
Thames Valley Police - Speedwatch / Emailed to all
SLCC – Message from James Kingston re SLCC Conference / Emailed to Cllr Gregory
Public Sector Executive Online – Newsletter / Emailed to all
OALC – Power Point presentation from Planning training / Emailed to Cllr Keeping
Towns Alive – Insight (Newsletter) July 2014 / Emailed to all
Ardley with Fewcott PC – Neighbourhood Plan meeting of Parishes 16.07.14 / Emailed to Cllrs Gregory & Stranks
Rural Services Network - Weekly News Digest 14.07.14 / Emailed to all
Public Sector Executive Online – Newsletter / Emailed to all
NALC – Local Councils explained / Emailed to all
Rural Services Network – Rural Vulnerability Service Fuel Poverty July 2014 / Emailed to all
Ordnance Survey – PSMA dates for your diary / Emailed to all
OCC – SDR results / Emailed to all
Rural Services Network - Weekly News Digest 21.07.14 / Emailed to all
Public Sector Executive Online – Newsletter / Emailed to all
Rural Services Network – Spotlight on Rural Health / Emailed to all
Rural Services Network - Weekly News Digest 28.07.14 / Emailed to all
Public Sector Executive Online – Newsletter / Emailed to all
OCC – PTR Draft Agenda 20.08.14 / Emailed to all
HAGS SMP – Parish & Town Councils Latest News / Emailed to all
Rural Services Network – Funding Package to fight Rural Crime / Emailed to all
OALC – Members Update July / Emailed to all
Sarah Taylor – Drainage problems at Longfields / Emailed to all
OPFA – Summer Newsletter / Emailed to Cllr Scotchbrook cc rest of Council
Rural Services Network - Weekly News Digest 04.08.14 / Emailed to all
SLCC – National Conference 10.10.14 / Emailed to all
Ardley with Fewcott PC – Boundary Submission letter / Emailed to Planning committee cc rest of Council
OCC – PTR final agenda / Emailed to all
Parish Online - Newsletter / Emailed to all
Rural Services Network - Weekly News Digest 11.08.14 / Emailed to all
Rural Services Network – Rural Vulnerability Service Rural Transport August 2014 / Emailed to all
OALC – Revised Legal Topic Notices Openness of Local Government Bodies / Emailed to all
Smiths of Bletchington – Notice of Annual Sand Extraction 1st September / Emailed to all.

Correspondence for Circulation