October 2002

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 18 November 2002

Clanfield Parish Council

Parish Council Meeting October 2002

The Minutes of the Parish Council Meeting held in the Carter Institute on Monday 21 October

2002 at 7:30pm

Present – Chairman Cllr James & Cllr’s Cole, Willmer, Gaertner and Jackson and District Cllr Gray

452 Apologies – were received from Cllr Harris, District Cllr Phillips & County Cllr Hayward

Declarations of Interest – none received

453 Financial Accounts for the year ended 31 March 2002, in the new audit regime format were discussed and approved by the Parish Councillors. Cllr James signed the return, however as the parish clerks position was still vacant, it was agreed that the second signatory (Proper Officer to the Council) be left unsigned. Cllr Cole agreed to send a copy to the newly appointed internal auditor – Peter Barrett and provide a copy for the minute book.

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

Page 51/02 – minute 439 delete ’£40.51’ insert ’£47.60

Page 52/02 – minute 442 – delete ‘advise’ insert ‘advice’

Matters Arising

455 Minute 409 – Village Clock – Wiring still o/s – Cllr Cole to chase up electrician

456 Minute 410- Annual Inspection and Clearance of Village Ponds – matter still o/s - Cllr James to contact Environment Agency regarding the dredging of the brook and agreed to ask advice on pond maintenance.

457 Minute 411– Status of Path around Lower Green - still not resolved. OALC & OCC dealing.

458 Minute 412 - Small Playing Field – Cllr’s discussed the merits of retaining this area as a small playing field, now that the large playing field lease was nearing a satisfactory conclusion, and decided unanimously that the ground should be released back to the WODC as it was no longer required. Cllr James to action.

459 Minute 414 - Village Signs – Flaking Paintwork – Cllr Willmer confirmed that the sign was restored and would be re-instated shortly.

460 Minute 415- Lower Village Green –Dead Trees – Cllr Cole to chase up Francis Barber

461 Minute 417 - Playing Fields – Maintenance – to be discussed under Other Proper Business

462 Minute 418- Speed Restrictions – Mill Lane – Signs had been painted on the road surface, however it was reported that the points of the triangle around the pictures was already lifting off the surface. Cllr Willmer to notify OCC Highways

463 Minute 419 - Safety Reports –

Pathway outside 17 Mill Lane – acknowledged by OCC - work completed NFA

Kerb Drain Broken – outside 18 & 20 Mill Lane - acknowledged by OCC – work o/s – work completed NFA

Causeway Path from Bakery Lane to Foundry House – Francis Barber to action - o/s Cllr Cole to chase up

Wire Inner to Litter Bin on Top Green – Cllr Cole dealing

464 Minute 421 - Trees near Bakery Lane on Registered Village Green – Discussion took place – now believed to be the contractors working for Southern Electric (SEC) – Cllr Harris to contact – still o/s

465 Minute 423 – Parishioners Correspondence regarding

Blocked Drains o/s 2 & 4 Mill Lane – reported to OCC – still o/s

Public Liability Insurance for Volunteers – Cllr Cole reported that volunteers using Parish Council equipment and following the Code of Conduct regarding safety etc., were covered by the liability insurance held. Council agreed that all volunteers must be made aware of the Code of Conduct, before starting any work on behalf of the Parish Council.

466 Minute 424 – W2002/1012 – Alterations & Erection of Two Storey Side Extension to 25 Mill Lane, Clanfield – granted by the Planning Authority

467 Minute 425 – W2002/1150 – Installation of LPG Tank & Repositioning of Garden Fence at 34 Mill Lane, Clanfield - still no decision notice received.

468 Minute 427 - Playing Fields – Renewal of Lease – See Other Proper Business

469 Minute 428–Parish Clerk - Irene Smith to continue as agreed - if anyone from the village wishes to become Parish Clerk, she is happy to step aside.

470 Minute 429 - 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 to add to list for Francis Barbers attention.

471 Minute 433 - W2002/0595 – Erection of Stable Block, Including Tack Room and Hay Store on Land Adj to Hunters Court, Bampton Road – Amended Plans – representations had been sent – no decision to date

472 Minute 434 - W2002/1457 – Re –Slating Rear Roof with Cardinal Cast Imitation Stone Slates at The Pound, Pound Lane, Clanfield – no decision to date

473 Minute 435 - W2002/1354 – Removal of Existing Garage & Erection of Two Storey Side Extension, Erection of Rear Extension, Conservatory, Garage & Two Loose Boxes at Hurley, Bampton Road, Clanfield – no decision to date

474 Minute 436 - ORCC – Parish Plan Grants – Cllr Gaertner reported to the Council on the grants available and the offer from the ORCC for a representative to attend a parish council meeting to explain further. After discussion the Parish Council felt this would be a worthwhile exercise - Cllr Gaertner to arrange possible attendance at the next meeting.

475 Minute 437 - 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.

476 Minute 440 - Safety Reports – August 2002 – the loose granite sets which had been reported, were repaired, however it was noted that there were several other places within the village where these had become loose. Cllr Willmer to write to OCC highways explaining and asking that someone inspect.

477 Minute 442 - Allotment Rents –Matter still o/s. Cllr Cole reported that the letters had been printed, giving notice at the end of October 2003. Cllr Gaertner to collect rents and issue the notices for termination of the present arrangements. New rent agreements could then be raised for 1^st November 2003 at the new rates.

478 Minute 446 - Allotments –Rats – rat poison had been purchased – financial report – Minute 500

479 Minute 447 - Scrap Metal Dumped on the Withy Beds – no response from the request in the ‘What’, for the person responsible for the illegal dumping to remove it. Council decided that in the interests of safety they would now contact the WODC. - Cllr James to action.

480 Minute 449 - Parish Council Vacancy – Nothing further heard.

481 Minute 450 - Lawn Mower Storage Gate – Had been repaired

482 Minute 451 - The Brook – Possible Dredging – Cllr James to clarify position with the Environmental Agency

Representatives Reports

483 Oxfordshire County Council - none

484 West Oxfordshire District Council – District Cllr Gray reported on the following

WODC Housing Needs Survey – 42% had replied, which had been a very positive response – all the information was now being collated. Cllr Gray stated that there were over 2000 on the waiting list for housing.

Buses – Stagecoach had been awarded the contract again. The 19 Service would revert back to the original route on an hourly basis, which was good news, however the 18 Service to Oxford would primarily now operate from Bampton with a new bus stop being created in the market square. Talks had started on the possibility of providing an evening service. Cllr Gray agreed to e-mail the new timetable to Cllr Willmer for inclusion in the ‘What’.

485 The Carter Institute Management Committee - Cllr Jackson informed the Parish Council that there was a meeting next week.

Planning Applications: -

486 W2002/1592 – Erection of One Dwelling Adj to 40 Pound Lane, Clanfield – Outline Planning – Viewed and discussed – no representations made or received

Correspondence received

487 WODC – Parish Link – Contents read following points was discussed

Jubilee Benches – Clanfield had not yet received theirs as promised – Cllr’s Cole & James to investigate

Planning Roadshows – 12 November 2002 at Carterton – Cllr Willmer to attend

488 OCC – Consultation – Oxfordshire Care Homes – It was agreed that Cllr James should respond

489 OCC/Halcrow – Review & Questionnaire – Inter Urban Transport Networks & Bus Shelter Management – Cllr James to action

490 OCC – News – Contents read and noted - NFA

491 OCC New Magazine – Much discussion took place as to the merits of this new magazine that was to be distributed to every home in Oxfordshire. OCC made a point of stating that this would be at a minimal cost of 13p per household. Clanfield Parish Council questioned that with the proposed 17% increase in Council Tax and the ongoing cutbacks in the Social Services, that this was a necessary additional expense. Cllr Gaertner offered to research further the number of households in Oxfordshire.

492 WODC – Area Forum Meeting – 2^nd December 2002 – Cllr’s Cole & James to attend

493 NALC – Development Strategy – Meeting Wednesday 23 October 2002 – Noted - NFA

494 WODC – Standard Committee Meeting – 14 October 2002 – Read and noted

495 Five Alls Day Centre AGM – 15 October 2002 - NFA

496 Thames Valley Police – Race Equality Scheme Info – Cllr Gaertner to read and report to the next meeting

497 WODC – Sports & Recreation Newsletter – Read and noted - NFA

498 West Oxfordshire Network Information – Cllr Gaertner to read through and report

499 Others Various – all read and noted - NFA

Financial Report

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

Balances in the Bank Accounts as at 21 October 2002 were

Bank of Ireland a/c £11157.53

HSBC - Treasurers a/c £ 833.55

HSBS - No Notice a/c £ 0 .89

Receipts:-

B. Wallis – Allotment Rent £ 150.00

WODC – Precept £ 4500.00

Southern Electric – Wayleave £ 6.31

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

R Tincknell – Rat Poison & Emery Cloth £ 69.03

Cllr G James – Reimbursement of Expenses for

Grass Cutter Hire £ 83.45

Cllr M. Cole – Reimbursement of Expenses for

Brush Cleaner £ 7.19

OALC - Audit Guides £ 18.90

Irene Smith Administration Services £ 91.00

Other Proper Business

501 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

Pound Lane – (by pump station) - Broken Manhole Cover - Thames Water – Cllr James to report

Kerb Stones – various locations – to be reported to OCC Highways – Cllr Willmer

502 Playing Fields

ROSPA Report – Cllr James read through the report received highlighting the medium/high risk areas that needed attention – Working party arranged for

9 November at 8 am

Renewal of Lease – Cllr Jackson reported to the meeting on the terms agreed in principle. The agents for Christchurch, Smith Woolley, had still to draw up the lease document – see Page 60/02 (copy of e-mail received showing outline details).

503 Remembrance Sunday Arrangements – Sunday 10 November 2002 –

Cllr James confirmed that arrangements were in hand and that he would be attending and laying the wreath on behalf of the village, as in previous years.

504 Proposed Date of the Next Parish Council Meeting – 18 November 2002 - agreed

505 Proposed Date for the December Parish Council Meeting – 16 December 2002 - agreed

Any Other Business

506 Lawn Mower - It was reported that the lawn mower was in need of repair again. The grass cutting season had now ended, and Council agreed that Buscot Chain Saw & Mowers should be approached to service the machine and to enquire regarding a possible trade in price, against a more robust machine.

507 Parish Records – Cllr Willmer reported that following the tragic fire a few years ago at the home of the late Geoffrey Fowler, he had been handed a suitcase of parish papers. After discussion the Council thought it best that these be taken to OCC archives. Cllr Willmer to action.

Having no further business to discuss the meeting was closed at 9.05pm

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