January 2003

Clanfield Council Minutes

Clanfield Village -Parish Council Minutes Return To The Clanfield Web Site

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

Monday 17 February 2003

Clanfield Parish Council

Parish Council Meeting January 2003

The Minutes of the Parish Council Meeting held in the Carter Institute on Monday

20 January 2003 at 7:30pm

Present – Cllr’s James, Cole, Gaertner and Harris and District Cllr Gray

1 Apologies – were received from Cllr Willmer & District Cllr Phillips

2 Amendment to Agenda:

Planning Application W2003/0056 added to the agenda, approved by Council

Declarations of Interest – none received

3 The Minutes of the Parish Council Meeting held on the 16 December 2002 were read and signed as being correct after the following amendments

Page 69/02 – minute 578 - insert ‘special’

Page 72/02 – minute 617 – delete ‘£3.97’ insert ‘£31.97’

Matters Arising

4 Minute 577 – Village Clock – Wiring still o/s – Cllr Cole dealing

5 Minute 578- Annual Inspection and Clearance of Village Ponds – To be discussed under Other Proper Business – Flooding Matters

6 Minute 579 – Status of Path around Lower Green - still not resolved. OALC & OCC dealing. Cllr James agreed to contact for an update

7 Minute 580 - Small Playing Field – WODC had notified the Parish Council that it will be considering social housing for the site – see minute 33

8 Minute 581- Lower Village Green –Dead Trees – Work o/s – Cllr Cole

co-ordinating with Francis Barber.

9 Minute 582 - Speed Restrictions – Mill Lane – Cllr Willmer reported that he had sent a letter to OCC Highways on the various matters from last months meeting, however this letter had not been received by OCC and he had been asked to resend. Matter o/s. Cllr Willmer still away on his holidays.

10 Minute 584- Trees near Bakery Lane on Registered Village Green –

quote received for work plus work on the Maple Tree nearby, in the region of £190.00. Council agreed to accept this quote and Cllr Cole to action.

11 Minute 585 – Public Liability Insurance for Volunteers – Cllr Cole reported that he had received the information but still had to read through – will action before the cutting season

12 Minute 587 - Village Maintenance - Allotment Pump - Francis Barber to be asked if he had any knowledge of what the problem was and how to repair it. Matter still o/s - Cllr Cole co-ordinating.

13 Minute 588 - OCC – Speedwatch - Mini Gatso - Cllr Willmer reported that the contact on the OCC was away on long-term sick leave, however they would contact the Parish Council, when they return to work. Still o/s

14 Minute 589 - Allotment Rents – NFA at present – rental agreements to be issued in September/October 2003.

15 Minute 590 - W2002/1592 – Erection of One Dwelling Adj to 40 Pound Lane, Clanfield – Outline Planning – Granted by the Planning Authority

16 Minute 593 - Safety Reports – September 2002 – Cllr’s had inspected their areas and the following concerns were raised

Marsh Lane – Potholes and verges dropping away – Cllr Willmer to report to OCC Highways again – letter sent - work o/s

Cllr’s discussed the condition of Marsh Lane, which during the recent flooding had been the only route in and out of Clanfield. Cllr James to contact the OCC Highways and ask for some maintenance to be carried out.

Kerb Stones – various locations – to be reported to OCC Highways – Cllr Willmer – letter sent – work o/s

17 Minute 594 - Playing Fields

Renewal of Lease – The matter was now in the hands of the solicitors to draw up the lease - still o/s

18 Minute 595- Lawn Mower Quotes - Cllr James dealing – o/s

19 Minute 596 - OCC Subsidised Bus Services – District Cllr Gray reported that new low level buses were being used which helped the access problems and he had received no further complaints regarding the connection problems at Bampton – Situation to be monitored - NFA at present.

20 Minute 598- WODC – Good Practise Guidance for Cllr’s & Officers Dealing with Planning Matters – Cllr Cole to read and report to the next meeting – o/s

21 Minute 599 - Information on the Freedom of Information Act - Cllr James to read and report to the next meeting – o/s

22 Minute 600 - OALC Newsletter & Info- Contents read it was noted that there was an article on Vehicular Access across Village Greens and Cllr’s agreed to obtain a copy of the information leaflet – o/s

23 Minute 565 - Safety Reports for November 2002

Crumbling Road Edges – Opposite Langley Farm – Cllr Willmer to action – o/s

24 Minute 605 - Overgrown Hedges in Pound Lane – Landowners had agreed to cut back shortly.

25 Minute 606 - Vehicle Exit from Windmill Farm Centre – Cllr Harris reported to the meeting that the owners had complied with all planning conditions but had agreed to erect further signage on the right hand side of the exit and also on the boundary walls asking pedestrians to be aware of traffic – o/s

26 Minute 610 - W2002/1934 – Erect Single Storey Rear Extension at 5 Bourton Close, Clanfield – no representations received or made. No decision to date

27 Minute 613 - Neighbourhood Scheme Newsletter – Cllr Gaertner gave a short overview to the meeting, concluding that West Oxfordshire was statistically considered a safe place to live.

28 Minute 617 – Financial Report – Precept - Cllr Cole confirmed that he had completed the precept forms just in time, and that despite the WODC being informed of the change of address for correspondence, the financial department had not been notified.

Representatives Reports

29 Oxfordshire County Council - none

30 West Oxfordshire District Council – District Cllr Gray – gave a short report to the meeting covering the following points

Flooding – following the heavy rainfall over the New Year – 2 January 2002 many areas in the District had experienced flooding. WODC were heavily involved in the clearing up operations and were liasing with the Environmental Agency and other Utilities to try and avert a further reoccurrence of the situations that many residents had found themselves in.

District Cllr’s Allowance Increases – Although an independent agency had advised that WODC Cll’rs., were in fact entitled to an increase the Council had voted not to increase their allowances

WODC Structural Plan Review – consultation process to start soon

Planning Applications:

31 W2003/0056 – Change of Use of Agricultural Barns at Little Clanfield to Commercial Use – these plans were viewed and discussed at the meeting and concerns were expressed at the potential lease of the barns to users of articulated lorries, that would have to gain access, by using Mill Lane which was not acceptable and Cllr James agreed to send in representations to WODC planning authority to this effect.

Correspondence received

32 OCC – Parish Transport Representative’s Meeting – 20.01.03 – Cllr James reported that he had apologised that no-one could attend (clash of dates), but had raised the recent issues regarding the buses.

33 West Oxfordshire Housing – Info – Letter received stating the intention to build social housing on the land which used to be the small playing field, Furlong Row area. The usual consultation process for planning would enable any representations to be made.

34 HLB AV Auditors – Letter of Apology - noted

35 The Carterton Check – Info – read and noted, no-one interested in volunteering to sit on steering committees

36 WODC – Domestic Violence – Info – read and noted, to be placed on parish noticeboard

37 West Oxon Conservative Assoc – MP Surgery Dates Info – to be placed on noticeboard

38 WODC – Precept Notification – Received late – already actioned see Minute 28

39 Standards Board – Roadshows Info – Invitation to attend 5-30pm in Chelsea, London – noted

40 Mental Health Matters – Newsletter – read and noted

41 WODC – Proposed Byelaws – model bylaws – Cllr James to read and report to the next meeting

42 Thames Valley Police – Notification – Arthur Saville now sector commander of Witney & Carterton – this did not mean that the Carterton office would be closing, and a new office, in Burford, was to be opened shortly.

43 OCC – Newsletter – December 2002 – read and noted

44 Thames Valley Energy – Info – Grants available for energy efficiency. Cllr James to pass on to Cllr Willmer

45 OCC - Countryside Access – Information to be passed on to Cllr Willmer

46 OCC - Stop Junk Mail Scheme – Information on scheme to be placed in the ‘What’ parish magazine

47 WODC – Parish Link Newsletter – read and noted

48 ORCC – Newsletter – contents read

49 Oxfordshire 2003 – copies distributed to Cllr’s

50 Parish Plan Workshops – Cllr Gaertner to attend on 1 February 2003 – Fee of £5 agreed by Council

51 WODC – Notice of Parish Elections to be held on 1 May 2003 - noted

52 TOE Newsletter – to be passed to Carter Institute Management Committee reference grants available.

53 WODC – ROSPA Inspections for 2003 – Council agreed to two inspections – Cllr Gaertner to complete and return form

54 WODC - ROSPA Report – received – Cllr James read through - areas highlighted for attention

Shackle Pins on Junior Swings

55 TVP – Neighbourhood Watch Consultation – Cllr’s Gaertner & James to complete

56 WODC – Drugs Information – Cllr Gaertner to pass on to the School

57 WODC – Public Entertainments Licence Renewals Consultation – no representations to be made

58 Letter from Parishioners regarding the recent Flooding – deferred to Other Proper Business – Flooding Matters

Financial Report

59 Cllr Cole presented the following report showing the bank balances and the receipts and payments: -

Balances in the Bank Accounts as at 20 January 2003 were

Bank of Ireland a/c £14772.76

HSBC - Treasurers a/c £ 1031.27

HSBS - No Notice a/c £ 0 .89

Receipts:-

Allotment Rents £ 48.00

Scottish & Southern Electric – Wayleaves £ 49.15

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

Irene Smith - Administration Services £ 91.00

ORCC – Parish Plan Workshop Fee £ 5.00

Other Proper Business

60 Safety Reports – Cllr’s had inspected their areas and the following was to be reported to OCC Highways for attention

Marsh Lane – Deterioration of the road edges – Cllr James to report – see minute 16

61 Playing Field – Grass Cutting Schedules 2003 Council agreed to ask

Patrick Edwards if he would maintain as in previous years. Cllr Harris to action.

62 Elderly Residents Party – Date fixed for March 1^st. Arrangements as before

Cllr Gaertner to advertise in ‘What’ magazine.

63 Parish Plan – Cllr Gaertner to attend ORCC Parish Plan Workshop and to report to the next meeting

64 Flooding Matters – On the 2 January 2003 heavy rainfall had resulted in flooding in many areas in Oxfordshire. Clanfield had experienced the closure of both the main access roads to the Village and the sewerage and drainage systems had again caused problems for parishioners. Cllr James reported to the meeting on the feedback he had received from the various utilities and authorities involved.

Environment Agency – reported that the flooding in the year 2000 was classed as a 15 year event with a 6% likelihood of being repeated. The flooding that took place over the New Year and the amount of rain that fell was classed as a 25 year event with a 4% likelihood of being repeated, however the fact remains that the environment is changing and weather patterns indicate increased rainfall.

Flooding in the Bampton Road - direct blame for this was the fact that the ditch had not been cleared and that the pipe under the road surface was not adequate. The ditch had now been cleared and Cllr James was to contact OCC Highways to discuss the pipe and the need to keep this ditch clear in future.

Flooding on the Black Bourton Bends near Chestlion Farm – much discussion took place, and has taken place previously, regarding this stretch of road which floods frequently. It was agreed that the ditch near the access to Chestlion Farm, needed to be kept clear otherwise the water floods from both sides of the road, however it was felt that the depth of the brook and the lack of height of the roadside edge causes the main problem. Cllr James to contact OCC Highways to find a solution.

The Brook – Cllr James had been in discussion with the Environment Agency regarding the possible dredging of the Brook – see Page 69/02 minute 578 – he updated the situation, following the further discussions recently. The Environment Agency was now seeking special dispensation to store the waste, removed. They had also reported that the bridges crossing the brook were the biggest restriction to the flow of the water. Much discussion took place on the increased build up of silt in the brook and the various reasons for this.

Sewerage and Drainage Problems – A letter had been received from parishioners who had again experienced unacceptable problems with sewerage in their home. Thames Water is aware of these problems, but the Parish Council agreed to again, demand action to resolve this matter. District Cllr Gray, suggested reporting to the head of the Environment Agency to chase Thames Water.

65 Proposed Date for the Next Parish Council Meeting – 17 February 2003 -agreed

Any Other Business

66 Lower Green Pond - Tree Maintenance – Goodwood Trees to be contacted

67 Apologies – Cllr Anne Harris apologised that she would be unable to attend the next two Council Meetings - noted

68 Stationery & Files – Irene Smith requested that files be purchased - Cllr James to action

Having no further business to discuss the meeting was closed as 9.15 pm

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Last modified: August 05, 2002