Draft to be presented for formal approval at the next meeting on

Monday 21 January 2002

Clanfield Parish Council

  The Parish Council Meeting was held in the Carter Institute on Monday 17 December 2001

at 7:30pm

Present – Cllr ‘s Cole, Willmer, Smith, Gaertner & Harris and District Cllr Mary Neale

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Apologies – were received from Cllr James and Cllr Jackson

534     In the absence of the Chairman and the Vice-Chairman the Clerk opened the

meeting and asked those Cllr’s present to vote one member to take the Chair.  Cllr Harris proposed Cllr Cole, seconded by Cllr Smith vote unanimous.

535      The Minutes of the Parish Council Meeting held on 19 November 2001 were

read and signed as being correct.

Matters Arising

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536      Minute 475 – Village Clock – Letter of confirmation sent – clock now needed to be wired to electricity supply.  Cllr Smith to action.

537      Minute 476 – Large Playing Field – Creation of Rear Entrances from Mill Lane Properties – Cllr Jackson had reported at the last meeting that he had viewed the lease agreement and found that there was no right of access across the playing field, and Council had agreed that a letter was to be sent to all residents, of properties that back onto the playing fields, reminding them of this fact, to prevent any prescriptive rights claims.  Matter still o/s Cllr’s Harris & Smith to co-ordinate list of properties.

538      Minute 477 – Transport/Road Issues – Damage to Bus Shelter Roof – still o/s

            Cllr James to contact Police

539      Minute 478 - Annual Inspection and Clearance of Village Ponds – still o/s – Cllr James to action

540      Minute 479 – Transport/Road Issues

541      Minute 481 – Rusting Vehicles Abandoned in Farmers Field – Adjoining the

Highway – Cllr Gaertner reported that as far as he could see only one vehicle remained.  After some discussion Cllr Wilmer agreed to contact the person responsible and get the offending vehicle removed.

542      Minute 483 – Lower Green – Potholes on Access Path around The Green – Matter outstanding – Clerk to contact OALC for update on status of the land.  Further discussion took place and safety signs were still to be erected.  Cllr Willmer to action and obtain quotes for the work required to fill potholes and resurface the lorry park.

543      Minute 484 - Parishioners Letter – re: Bus Route between Clanfield & Faringdon – Reply received – request on waiting list for funding - NFA

544      Minute 487 - Playing Fields -

545      Minute 488 – Bank Erosion outside Tincknells – Cllr James reported that he had been advised that the bank would now need digging out and rebuilding with reinforced materials.  Situation to be monitored.

546      Minute 489- Trimming of Dogwood near Tincknells –scheduled for trimming 23 February 2002

547      Minute 490 - Village Signs – Cllr Willmer had agreed to touch up paint work, however Clerk was instructed to write to the makers of the signs expressing dissatisfaction at the need to do this, so soon after purchasing. Matter outstanding – Cllr Cole to provide address

548      Minute 491- Lower Village Green – Report of a Dead Tree – maintenance to be carried out in spring 2002- when easily identifiable.

549      Minute 492- Speeding Traffic in Mill Lane – Cllr James to report to the Police, when discussing the Bus Shelter Roof. – still o/s

550      Minute 493- Old Minute Books – Clerk asked that these should be taken to Oxford Archives – Cllr James agreed to assist. – still o/s

551      Minute 494 - Petrol Hover Mower – Two quotes had been received – decision deferred until January 2002.

552      Minute 495 - W2001/1475 – Demolition of Fire Damaged Cottage & Erection of Replacement Dwelling at The Cottage, Langley Lane, Clanfield – granted with conditions see file.

553      Minute 497 - OCC – Newsletters – Speedwatch - signs had been received and erected

554      Minute 498- Parishioners Letter – Request for Dog Litter Bin – Confirmation had been received that both Dog Litter Bins would be erected shortly at both locations – to date these had not been erected.  Clerk to chase and also to ask the emptying schedule for the dog litterbin situated on the playing field, as this was always full.  If same as others Council agreed to ask for extra bin to be sited.

555      Minute 500 - Safety Reports –Clerk reported that highways inspectors had visited the site and reported to OCC bridges section for action to be taken to rectify the problems.

556      Minute 501 - Playing Fields –Renewal of the Lease on the Large Playing Field - Cllr Jackson not at meeting, still to investigate further the various options open to the Parish Council. – Matter still o/s Council asked the Clerk to liase with the Chairman to action as renewal date was becoming imminent.

557      Minute 505 - Parking of Vehicles on Registered Village Green – Clerk confirmed letter had been sent to the school representative – acknowledgement received - matter to be discussed at the next governors meeting on 26 November2001.  Reply received from OCC Highways enclosing advice regarding the erection of the concrete bollards.  Council agreed to carry out work in February 2002.

558      Minute 508 - W2001/1680– Demolition of Existing Storage Buildings and Erection of Four Terraced Houses at Stonecroft, Main Street, Clanfield. – Clerk confirmed that the letter of representation had been sent.  See also Minute 540 – no decision to date.

559      Minute 509 - W2001/1776 – Erection of Two Storey Side Extension at 40 Pound Lane, Clanfield – Permission granted with conditions regarding off street parking - see file.

560      Minute 512 & Minute 513 - NALC – National Training Strategy for Parish & Town Councils – Update & DTLR – Quality Town & Parish Councils – Consultation Paper – there was much discussion on these two matters and the implications for parish councils and their future role. The Clerk advised that the date for representations was the 31 January 2002 and that before the next meeting, scheduled for the 21 January 2002, Council should draft a reply.  Council agreed to circulate the documents again, and meet on Monday

14 January 2002, to discuss their response.  Clerk to book Carter Institute.

561      Minute 516 - WODC – Accounts & Audit (Amendment) Regulations 2001 – Cllr Cole advised Council that continuing with the present system of accounting may result in a slightly higher audit fee even though the administration would be easier.  Council discussed and agreed that the extra cost would be insignificant and to continue with the present system as agreed last month.

562      Minute 519 - OALC – AGM – Papers for Meeting on 3 December 2001 – Cllr Harris apologised that she had not attended.

563      Minute 520 - WODC – Christmas & New Year 2001/2002 Refuse Collection Schedule & Wheelie Bin Stickers– Reply received explaining WODC decision not to use stickers - cost effective and climate conditions – see file.

564      Minute 522 - OCC – Oxfordshire’s Environment 2001 - Quality of Life Report – Cllr Gaertner presented a short overview of the report to the Council - NFA

565      Minute 525 - Parishioners Letter – Regarding the Housing of the Village Mower- The mower had been taken in for service and to date no new storage site had been found.

566      Minute 527 – Financial Report – The Clerk confirmed that the precept forms had been completed and that she had received letters of thanks from Carterton Day Centre, Five Alls Day Centre – Filkins and The Citizens Advice Bureau for the annual donations sent

567      Minute 528 - Safety Reports –

·       Dropped water hydrant outside 34 Mill Lane – acknowledgment received matter to be dealt with

·       Building debris and soil was being dumped in the Playing Field – Letter had been sent – Cllr Harris had received an irate verbal reaction from those concerned, a skip had now been placed on the playing field, without permission from the Parish Council and had damaged the surface of the playing field.  After discussion it was agreed that the Clerk should write to the skip company and ask that this is removed and the surface reinstated because of the health and safety implications.

568      Minute 529 - Playing Fields – ROSPA Report received – contents were read

- no major risk problems – Cllr James to co-ordinate minor repairs needed – still o/s

569      Minute 531 - Representative on Carter Institute Management Committee – Clerk to contact Cllr James to see if he had informed the Carter Institute Management Committee of the Parish Council decision.

Representatives Reports

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570      West Oxfordshire District Council – District Cllr Mary Neale presented a report to the meeting covering the following points

·       WODC Community Initiative Grants - two had been awarded to Clanfield

·       WODC were presenting each parish with a seat to commemorate the Queens Golden Jubilee and Council were asked to consider where they would like to site this.

·       Independent Remuneration Panel – WODC has to establish a panel of non-councillors to make recommendations on the level of Councillor’s allowances for the next financial year, to date the response has not been very good. The Parish Council was asked to advertise for any interested parties to contact WODC urgently.  Clerk to place on notice board

571      Other Reports – none received

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Planning Applications:

572      None Received

Correspondence received

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573      David Cameron MP – Information of Advice Centres – Information posted on notice board

574      WODC – Best Value Review of Electoral Services - Completed

575      WODC – Playground Inspections 2002 – Matter discussed – Council agreed to two inspections as in previous years – Clerk to action

576      DTLR – Model Code of Conduct Order 2001 for Parish Councils – Clerk confirmed this paperwork was with the Chairman, who was absent – deferred to the next meeting

577      OCC – Social Services – Small Grants 2002/03 – Contents noted – Cllr Smith to pass to other organisations within the village

578            WODC– Consultation – ‘Having Your Say’ – Questionnaire – Clerk to complete

579      NALC – The Country Agency – Guide to National Training Strategy for Town & Parish Councils – paperwork with the Chairman - deferred to the next meeting

580      WODC – Farmers Markets Information – Contents noted and information posted on noticeboard

581      The Countryside Agency – Thames Path Management Strategy 2001 – 2006 –Cllr Willmer to view and report to next meeting

582      WODC – Christmas Tree Shredding Facilities – contents noted and to be displayed on noticeboard.

583      OCC – News Letter – December – Contents read and noted

584      OCC Raising our Performance Strategic Action Plan 2001 – 2005 – Cllr Gaertner to report to next meeting

585      WODC Register of Electors – Free Copies – Clerk to complete

586      John Gaunt Solicitors – Notification of Transfer Application at The Tavern – Contents read and noted

587      OCC Cultural Services – Mobile Library Toilet Facilities – Clerk to reply suggesting the Clanfield Tavern, no other facilities available in Clanfield.

588      WODC – Parish Link & Other Information – Contents noted– Revised Model Code of Conduct handed to those Cllrs present – Clerk agreed to liase with the Chairman regarding the proposed briefing meetings and distribute the other Code of Conducts to those absent.

589            Clanfield Primary School – Long Term Drugs Prevention Programme – Letter received explaining the concept and provision of this programme provided by The Life Education Centre, which is a registered charity.  Cost to the School for next years visits would be in the region of £300 and would cover all children and parents who attend the Primary and Pre-School within the village.  A suggestion made by this organisation was, for all rural schools on the programme, to approach the Parish Council to see if a nominal amount of this cost could be added to the parish precept.  After much discussion and primarily because this programme does not cover all children within the village the Parish Council decided that a donation towards the costs would be more appropriate.  Cllr Willmer proposed £50, seconded by Cllr Harris, vote unanimous

590      Others Various – all read and noted – no action required.

Financial Report

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591      Cllr Cole presented the following report to the Meeting: -

            Balances in the Bank Accounts as at 17 December 2001 were

            Bank of Ireland a/c                                                               £15566.83

            HSBC -  Treasurers a/c                                                       £    913.23

            HSBS - No Notice a/c                                                       £       0 .89      

            Receipts:-

            Allotment Rent                                                                       £      48.00

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Payments:- the following payments were approved by Council and the cheques written and signed:-

I Smith – Clerks Expenses                                                         £        4.59

Audit Commission – Audit Fee                                          £     348.98

N. Greatorix – Petrol A/c for Lower Green Maintenance            £       57.64

Cllr Cole – Notice Board Repair                                     £         4.59

Cllr James – Chairmans Expenses                                             £         5.00

There was some concern regarding the petrol account for £57.64 for the maintenance of the lower green, however after the discussion the Council approved this payment, and agreed to monitor future expenditure to ensure that the best value principle was being upheld

Other Proper Business

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592      Safety Reports – The Councillors present had inspected their designated areas and no new potential risks were recorded.

593      Playing Fields – Clanfield Primary School had sent in a response regarding the request in last months ‘What’ magazine for ideas to improve facilities in the large playing field – Clerk to pass to Cllr James to co-ordinate

594      Her Majesty the Queens Golden Jubilee 2002 – Cllr Smith reported that she was still having difficulty contacting the band used last year, however agreed to keep trying.  All other arrangements were in hand

595            Proposed Date for the Annual Parish Meeting – 15 April 2002 - agreed

596            Proposed Date for the January Meeting – 21 January 2002 - agreed

Any Other Business

597      Speed Restrictions in Mill Lane – Cllr Harris reported that she had seen signs painted on the road surface depicting children playing and thought these may be a good idea in the Mill Lane area – matter to be discussed under Other Proper Business at the next meeting

598      District Councillor Elections – The Clerk reported on a conversation with District Cllr Jonathan Phillips of Bampton.  In the light of the new parish ward now being Bampton, Clanfield & Black Bourton and the fact that there would be two Councillors to cover this ward, he felt that it would give a good balance if someone from Clanfield stood for election, when they took place, and he was happy to advise on what was required.  Council agreed for an entry in the ’What’ magazine to see if there was any interest.

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Having no further business the meeting was declared closed at 9-40pm.