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

Monday 19 November 2001

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The Parish Council Meeting was held in the Carter Institute on Monday 15 October 2001

at 7:30pm

Present – Cllr ‘s James, Cole, Willmer, Jackson, Gaertner & Harris

Apologies – Were received from Cllr Smith and District Cllr Neale

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412 The Minutes of the Parish Council Meeting held on 17 September 2001 were

read and signed as being correct after the following amendments

Page 50/01 – Minute 362 – delete ‘still o/s Cllr James to action’ – insert ‘Cllr James had received a quotation’

Page 51/01 – Minute 367 – delete ‘no school representative on Parish Council as he had ended his term of office. After discussion the Parish Council asked if he could notify and arrange a replacement’ – insert ‘ that he had retired from the school governors and was now not in a position to provide a school report to the council

Page 54/01 – Minute 397 – delete ‘detorartion’ – insert ‘deterioration’

Page 55/01 – Minute 400 – delete ‘had been’ – insert ‘are to be’

Page 56/01 – Minute 405 – delete ‘none’ – insert ‘non’

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413 Minute 347 – Village Clock – Matter still o/s – This matter was again discussed at some length and Councillors agreed on the following action

Investigate the possibility and costs involved of converting the clock to a battery operated mechanism

Investigate the costs and possibility of moving the clock to the Carter Institute

414 Minute 348 – Large Playing Field – Creation of Rear Entrances from Mill Lane Properties – Cllr Jackson reported that he had viewed the lease agreement and found that there was no right of access across the playing field. Council agreed that a letter be sent to all residents, of properties that back onto the playing fields, reminding them of this fact, to prevent any prescriptive rights claims.

415 Minute 349 – ICS Bryn Torrington – Internet Domain Name-clanfield.org.uk – The Clerk had received a reply from the OALC stating that there were no statutory laws regarding the publication of Parish Council minutes, either on a notice board or on a web site, however they did advise that they should be the draft minutes because of the time factor in the signing and approving process.

After discussion the Clerk was instructed to publish the minutes on the web site each month marking them ‘Draft to be presented for formal approval at the next meeting on (date)’

416 Minute 350 – Transport/Road Issues – Damage to Bus Shelter Roof – still o/s

Cllr James to contact Police

417 Minute 351 - Annual Inspection and Clearance of Village Ponds – still o/s – Cllr James to action

418 Minute 352 – Transport/Road Issues

Sewerage Backup – The Clerk reported that all the following letters had been sent

1. Letter to the Environmental Agency asking to confirm in writing the new clearance schedules and what dates these would be undertaken – telephone conversation received in reply – will clear Brook in October as usual and will assess weed growth in June/July and clear if necessary. The Environmental Agency declined to put this in writing to the Parish Council because of possible funding restrictions in the future. After discussion the Clerk was instructed to write a further letter noting the telephone comments and expressing thanks for advice given.

2. Letter to the Chief Planning Officer asking for a reply to our previous letter of the 19 June 2001 – acknowledgement card received.

3. Letter to Thames Water asking when the manhole cover on the Black Bourton Road (4102) is to be sealed as promised. – no reply to date

4. Letter to OCC Environmental Services – Highways Department – to ensure that all road drains are cleaned and verge grips cut before the winter rainfall season starts again, to reduce the risk of flooding – reply received drainage systems to be cleaned and checked through village.

Damaged Drain in Car Park at Queens Crescent – Cllr’s Harris & Smith reported that a site visit had taken place and photographs taken – Clerk to chase up - letter sent - no reply to date

419 Minute 353 – Playing Fields – ROSPA Playground Safety Report – work

required on the chains - still o/s – Cllr James to action.

420 Minute 354 – Rusting Vehicles Abandoned in Farmers Field – Adjoining the

Highway – Clerk reported to the meeting that still nothing heard from WODC and agreed to send further letter to Environmental Services – letter sent - no reply to date

421 Minute 355– W2001/0572 – Proposed Residential Development on Land at

(Rear of) Stonecroft, Main Street, Clanfield – Outline permission granted by Planning Authority – Council expressed concern that their comments regarding the flooding and sewerage problems adjoining this site were noted only, by the Planning Authority, the Environmental Agency made no representations and Thames Water were not consulted. It was agreed that Cllr James should contact the planning officer at WODC for clarification. See also Minute 418 – letter acknowledged – no reply to date

422 Minute 356 – Request for Dog Bin near Churchyard – matter still o/s

423 Minute 357 – Lower Green – Potholes on Access Path around The Green –

Clerk confirmed that she had written to the OALC for assistance in the determination of this matter, as there were many other such access paths along Main Street, across registered village green, the letter had been acknowledged but no reply to date – OALC still waiting for reply from OCC. Councillors expressed concern regarding the safety aspect over the long delay in settling this matter and it was agreed that the Clerk should contact OCC Highways to see of they could assist with repairs.

424 Minute 360 – Oxfordshire County Council – Town & Country Planning Application – Extraction of Gravel Over a Period of 5 Years and Restoration to a Wetland Nature Reserve at Radcot Bridge Farm, Bampton Grid Ref SP27400010 – Clerk confirmed that she had been in contact with the Planning Officer and had received a letter stating that the planning application had been withdrawn

425 Minute 367 - Clanfield School Report– The School Governors had put forward the name of Karen Cahill, as the School Governors representative to the Parish Council, and it was agreed that the Clerk should write explaining what the position involved.

426 Minute 373 - Parishioners Letter – re: Little Clanfield Road – Clerk confirmed both letters had been sent, no reply had been received from the parishioner, however the OCC Area Engineer had replied explaining what constitutes a ‘failed road’ – letter on file - N.F.A.

427 Minute 375- OCC – Environmental Services – Medium Term Plan April 2001 – March 2004 – Cllr Gaertner presented a short report to the meeting – N.F.A.

428 Minute 377 - Parishioners Letter – re: Bus Route between Clanfield & Faringdon – Clerk confirmed a letter of reply had been sent, no feedback on numbers of signatures on petition – N.F.A.

429 Minute 380 - OCC – Thames Travel Service 18 (Oxford – Clanfield) – Letter received from OCC explaining that the contract had been awarded back to Thames Travel after an increase in the grant subsidy.

430 Minute 384 - WODC – Draft West Oxfordshire Local Plan 2011 Consultation – Cllr James presented a report to the meeting and after discussion the Clerk was asked to send back the forms enclosed, stating that Clanfield Parish Council had no representations to make.

431 Minute 386 - OPFA – Notice of AGM – 12 November 2001 – Cllr James to attend.

432 Minute 387 - Carterton Town Council – Proposed Meeting to View New Leisure Centre Plan – Cllr’s James & Harris apologised that neither of them were able to attend the meeting, as arranged, owing to work commitments. Plans had been received from the Town Clerk and these were viewed and discussed. The Clerk was asked to write to Carterton Town Council asking for feedback from the meeting and if arrangements for public transport had been discussed.

433 Minute 391 - Thames Valley Police Annual Report 2000 – 2001 - Cllr Smith had prepared a report for the meeting which Cllr James read - N.F.A – report on file.

434 Minute 392 - Oxfordshire Community Health Council Annual Report 2000/2001 – Cllr Cole presented a short overview of the report – N.F.A

435 Minute 397 - Safety Inspection Reports – July & August 2001 – Clerk reported that a letter of reply had been received – details below

Mill Lane – approx 200 yds inside – kerb stones disturbed – will be investigated

Furlong Row - Pot Holes and Kerb Stones – will be investigated

Little Clanfield Road – would appear that contractors for the OCC only repaired potholes as far as the sharp bend – Clerk asked to clarify situation with the Area Engineer at OCC – Reply received from the Area Engineer stating will be investigated, as this road is publicly maintainable beyond the bend.

Marsh Lane/Stocks Lane – general deterioration of road surface and road edges - designated as unclassified/unmetalled and are only maintained to the appropriate standard.

436 Minute 398 - Playing Fields -

Large Playing Field – Clerk confirmed that she had written all letters – details of replies below

1. Clerk to reply to letter explaining the grass cutting schedules within this area and to answer all areas of concern – nothing further heard – N.F.A

2. Clerk to notify WODC to arrange more frequent emptying of the litter bin – reply received from WODC - will action

3. Site Meeting arranged, Cllr’s James, Gaertner & Willmer to deal with tree maintenance etc. Work had taken place could not identify tree problem, however after discussion Cllr Gaertner agreed to take another look.

Small Playing Field – Clerk confirmed letters had been sent to the Thames Valley Police and WODC. Both parties had been in contact and expressed concern. Cllr James & Harris dealing and would report to next meeting.

437 Minute 399 - Best Kept Village Competition – Council agreed that Cllr Gaertner should ask if the plaques presented to the village, could be displayed in the Post Office.

438 Minute 400 – Bank Erosion outside Tincknells - Concern was expressed that the bank was unsafe and had been eroded by children swinging from a rope during the summer months - Cllr James to discuss with Environmental Agency – still outstanding.

439 Minute 401- Trimming of Dogwood near Tincknells – Site Meeting re-arranged for 10 November when more Councillors would be available.

440 Minute 403 - Allotment Rents –Letter of reply received from OALC, explaining the statutory laws and procedures regarding the increasing of allotment rents, was discussed. Cllr Cole reported to the meeting on the income and expenditure over the past four years on the allotments. Council agreed that they were, in principle, in favour of an increase and that the matter would be discussed further in July 2002. The earliest that this increase could be introduced would be September 2003 after 12 month ‘Notice to Quit’ notices being issued in September 2002, with the offer of new contracts to run from September 2003 at the new rate.

441 Minute 404 - Proposed Date for the next Parish Council Meetings – were agreed as 19 November and 17 December 2001

442 Minute 406 - Village Signs – Cllr Willmer had received a report that the enamelling was flaking – agreed to check and report. – still o/s

443 Minute 407 - Lower Village Green – Report of a dead tree – Cllr Gaertner to check – still o/s

444 Minute 408 - Branch of Tree outside of School - Clerk confirmed that she had received a report back from the Contractors, who had done the previous work on the tree in question which stated that the branch was considered dangerous. After consulting with Councillors between meetings action had been taken for safety reasons and the branch had been removed at a cost of £25.

445 Minute 409 - Speeding Traffic in Mill Lane – Cllr James to report to the Police, when discussing the Bus Shelter Roof. – still o/s

446 Minute 410 - Old Minute Books – Clerk asked that these should be taken to Oxford Archives – Cllr James agreed to assist. – still o/s

447 Minute 411 - Petrol Hover Mower – some discussion took place however no decision reached

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448 None received

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449 W2001/1475 – Demolition of Fire Damaged Cottage & Erection of Replacement Dwelling at The Cottage, Langley Lane, Clanfield – viewed between Meetings no representations received or made.

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450 David Cameron MP – Letter + Information – Information received of contact numbers and dates for proposed Constituency Advice Surgeries – Clerk confirmed information had been placed on notice board

451 WODC – Town & Parish Council Forum Meetings – 29 October 2001 – Cllr James, Gaertner & Harris to attend

452 OCC – Review of Support for Oxford Transport Co-ordinator – Clerk instructed to send in letter of support, on the effectiveness of this position

453 OCC – Newsletters – September & October 2001 – Contents read and noted – Clerk asked to check on ‘Speedwatch’ information, which had been received.

454 Parishioners Letter – Request for Dog Litter Bin – Letter received requesting Dog Litter Bins be situated on the footpath after discussion the council agreed to support the request and the Clerk was asked to contact WODC to action.

455 Volunteer Link-up (West Oxfordshire) – Annual Report 2000-2001 + Request for Donation of Support. – contents noted.

456 WODC – Best Value Feedback Questionnaires from Environmental Services & Finance Department – Council agreed both to be completed by the Clerk – Finance Department good, however Environmental Services had two o/s queries that needed to be resolved.

457 WODC – West Oxfordshire’s Empty Homes Strategy – contents noted

458 WODC – Periodic Electoral Review of West Oxfordshire – notification that the Secretary of State had accepted, without modification the final recommendations of the Local Government Commission, WODC now invited comments on the draft order from the Department for Transport, Local Government and the Regions (DTLR) on the alterations to the electoral cycle – after discussion Clanfield Parish Council agreed to make no representation.

459 OALC – County Circular – October 2001 – Contents read and noted – Council agreed not to make any representation regarding to NALC Draft Corporate Plan or the DTLR Consultation Paper regarding Allowances for Parish Councillors.

460 Five All Day Centre – AGM - 30 October 2001 – Council instructed the Clerk to reply no Councillors able to attend, owing to prior commitments.

461 Others Various – All read and the contents noted - no action required.

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

Balances in the Bank Accounts as at 15 October 2001 were

Bank of Ireland a/c £12227. 52

HSBC - Treasurers a/c £ 822. 87

HSBS - No Notice a/c £ 0 .89

Receipts:-

WODC Precept £ 4250. 00

Allotment Rent – Brian Wallis £ 541. 50

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

I Smith – Clerks Expenses £ 2. 98

Tincknells – Strimmer Wire £ 4. 00

 

Cllr Cole expressed his opinion that the cheque from Brian Wallis was in fact incorrect. Council agree that he should contact Mr Wallis and discuss.

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463 Safety Reports – report received of a large pothole at the bridge strengthening works on the A4095 near Friars Court access, Clerk agreed to contact OCC.

464 Playing Fields – With the renewal of the lease on the large playing field imminent, discussions took place on the various options open to the Parish Council. It was agreed that Cllr Jackson should investigate further and report to the next meeting. It was also agreed that an item be placed in the ‘What’ parish magazine asking what the needs of the older children of the village were.

465 Remembrance Sunday 11 November 2001 – Arrangements – Cllr James confirmed that arrangements were already in place and the wreath had been ordered as in previous years. Councillors were in agreement with this action.

466 Her Majesty the Queens Golden Jubilee 2002 – The Clerk provided the meeting with the official advice pack and after discussions it was agreed that Clanfield would hold an event on Monday 3 June 2002, similar to the Millennium Celebration Summer Party

467 Proposed date of the next Parish Council Meeting – had already been agreed for 19 November 2001

468 Mowers – Council agreed that this year the mowers should be fully serviced. Cllr James to contact Buscot Mowers, who had quoted £60 plus parts.

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469 Carter Institute Management Committee – a request had been received from the Management Committee, for the Parish Council to consider electing another representative on their committee, owing to the non attendance of the present representative. Council agreed that this matter should be added to the agenda under Other Proper Business, to be discussed at the next meeting.

470 Speed Restriction Signage – several parishioners had expressed concerns that the de-regulation of the speed restriction in Marsh Lane would now see motorbikes travelling at speed along this road. Cllr James explained that these signs had been placed there, not to de-regulate Marsh lane but to encompass the accesses of the properties at the end of Marsh Lane, namely North Court Farm into the speed limit restriction of 30 mph, for safety reasons. This also applied to the other end at Stokes Lane to encompass the properties at Lower Green. If motorbikes become a problem the Police should be notified.

471 Theft – it was reported that there had been several incidents of thefts from

agricultural premises in the area recently.

472 Parking of Vehicles on Registered Village Green – complaints were received regarding parents, transporting children to and fro school, parking their vehicles on the village green and causeway path causing obstruction. Clerk to write to the newly appointed school governors representative, asking that parents be reminded to use the Lorry Park, at the Withy Beds, and the layby.

Having no further business to discuss the meeting was closed at 10.12pm.