September 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 21 October 2002

Clanfield Parish Council

Parish Council Meeting September 2002

The Minutes of the Parish Council Meeting held in the Carter Institute on Monday 16 September

2002 at 7:30pm

Present - Cllr’s Cole, Willmer, Gaertner and Harris and District Cllr’s Phillips & Gray & County Cllr Hayward

Apologies – were received from Chairman Cllr James and Cllr Jackson

407 In the absence of the Chairman Councillors present agreed that Cllr Cole

should chair the meeting – vote unanimous.

Declarations of Interest – none

408 The minutes of the parish council meeting held on the 15 July 2002 were read and signed as being correct after the following amendments

Page 44/02 – minute 368 bullet 1 – delete ‘completed’

Page 45/02 – minute 376 – delete ‘and’ insert ‘an’

Page 46/02 – minute 400 – delete ‘£14.28’ and insert ‘£99.64’

Matters Arising

409 Minute 356 – Village Clock – Wiring still o/s – Cllr Cole to chase up electrician

410 Minute 358- Annual Inspection and Clearance of Village Ponds – matter still o/s - Cllr James to action

411 Minute 360– Status of Path around Lower Green - still not resolved. OALC & OCC dealing.

412 Minute 361 - Small Playing Field – Cllr James reported that he had been in

contact with The West Oxfordshire Housing Co, who now owned the land and was waiting on a decision from them – still o/s

413 Minute 362– Bank Erosion outside Tincknells – It was reported to the meeting that the children had not played in this area recently and that the grass and bank had recovered slightly. Council agreed to no action at present and monitor the area.

414 Minute 363 - Village Signs – Flaking Paintwork – Cllr Willmer confirmed that the sign was restored and would be re-instated shortly.

415 Minute 364- Lower Village Green –Dead Trees – Cllr Cole to chase up Francis Barber

416 Minute 365 - W2001/1680– Demolition of Existing Storage Buildings and Erection of Four Terraced Houses at Stonecroft, Main Street, Clanfield. –planning permission granted by the planning authority with conditions – see file

417 Minute 366 - Playing Fields – Maintenance - work on the chains was still o/s

418 Minute 367- Speed Restrictions – Mill Lane – Work outstanding - awaiting authorisation from Dept of Transport

419 Minute 368 - Safety Reports –

Pathway outside 17 Mill Lane – acknowledged by OCC - work o/s

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

Causeway Path from Bakery Lane to Foundry House – Francis Barber to action

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

420 Minute 370 - W2002/0595 - Erection of Stable Block, Including Tack Room and Hay Store on Land Adj to Hunters Court, Bampton Road, Clanfield – Amended plans received - see under Planning Applications

421 Minute 373 - 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

422 Minute – 376 -West Oxfordshire District Council‘s Report– Rural Bus Services – Cllr Grey updated the Parish Council – nothing officially confirmed regarding the renewal of the contract to provide the Service 19 & 18 to the village

423 Minute 378 – Parishioners Correspondence regarding

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

Insurance – Cllr Cole to check if the public liability insurance held covers people performing works on behalf of the parish council, in particular against disease or medical conditions as a result of those works carried out.

424 Minute 378a – W2002/1012 – Alterations & Erection of Two Storey Side Extension to 25 Mill Lane, Clanfield - no decision to date

425 Minute 379 – W2002/1150 – Installation of LPG Tank & Repositioning of Garden Fence at 34 Mill Lane, Clanfield - no decision to date

426 Minute 380 – Oxfordshire County Council – W.18/02 – Application for the Existing Prefabricated Building (Classroom) and Replacement with a Single Prefabricated Building for a temporary period of 5 years at Clanfield Parochial School - Approved

427 Minute 402 - Playing Fields – Renewal of Lease – Cllr Cole reported to the meeting that Cllr Jackson was still in negotiations with Smith Wooley and until these had been finalised the Parish Council could continue to lease the playing field at the current rate.

428 Minute 405 – New Parish Clerk - Cllr Cole reported that the newly appointed parish clerk had handed in her notice. Irene Smith had once again offered to help the parish council with administration assistance, although she stressed she could not take on all the duties of a parish clerk. She offered to undertake 14 hours per month at £6.50 per hour, to be paid monthly and to invoice the Council. After discussion the Councillors thanked her and agreed to see how satisfactory this arrangement would be on a temporary basis, until a Parish Clerk could be appointed

429 Minute 407 - Village Maintenance

Allotment Pump – Francis Barber to be asked if he had any knowledge of what the problem was and how to repair it

Painting of Bridge Barriers at The Tavern and Tincknells – Working party arranged for the 21^st September rearranged for Friday 20^th September at 10am

Representatives Reports

430 Oxfordshire County Council – County Cllr Steve Hayward addressed the meeting giving report on the recent funding discussions. Central Government legislation could mean a proposed £30 million off of the budget for Oxfordshire next year and it was expected that there could be an overall increase of around 25% on the Council Tax set for next year. On a brighter note the problems earlier in the year in the Social Services Department seem to be easing a little

431 West Oxfordshire District Council – District Cllr Phillips reported to the meeting on the following points

WODC Local Plan - Review in October

West Oxfordshire Housing – the system of awarding housing points is to be revised

Housing Needs Survey – results o/s - indications that the waiting list has increased

Benefits Payments – as from April 2003 all benefits will have to be paid into a bank account and those entitled will need to remember pin numbers to action. He felt that this would cause many problems for the elderly residents of the villages and urged the Parish Council to lobby against this proposal. Some discussion took place and it was agreed that this item should be placed in the ‘What’ parish magazine, to ascertain the parishioners views.

432 Others – none received

Planning Applications

433 W2002/0595 – Erection of Stable Block, Including Tack Room and Hay Store on Land Adj to Hunters Court, Bampton Road – Amended Plans – The plans were viewed and discussed and the new position of the stable block was still not approved, the parish councillors felt that the block should be adj to Hunters Close, the main dwelling, on the opposite side of the paddock from the neighbouring properties. Cllr James to notify the Planning Authority.

434 W2002/1457 – Re –Slating Rear Roof with Cardinal Cast Imitation Stone Slates at The Pound, Pound Lane, Clanfield – The plans were viewed and discussed, no representations were received or made

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 – The plans were viewed and discussed, the Parish Councillors, whilst quite happy with the proposed extensions, conservatory and garage they did not approve of the two loose boxes for the following reasons

Access – problems getting from the Bampton Road to the proposed boxes

Health Hazards – relating to the smells, vermin, removal of waste

Correspondence Received

436 ORCC – Parish Plan Grants – Cllr Bret Gaertner to view and report to the next meeting

437 OCC – Speedwatch - Mini Gatso - Device for measuring the speed of traffic was available for hire – Cllr Willmer to look into and report to the next meeting

438 Others Various – All other correspondence was read and noted no action required

Financial Report

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

Balances in the Bank Accounts as at 16 September 2002 were

Bank of Ireland a/c £11124.47

HSBC - Treasurers a/c £ 1025.93

HSBS - No Notice a/c £ 0 .89

Receipts:-

Scarrotts – Fair Donation for use of Top Green £ 50.00

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

OALC – Seminar Fee £ 11.75

Buscot Chain Saw & Mower - Parts £ 150.46

Glyn James – Reimbursement of Expenses for

Setting up e-mail site £ 40.51

Carter Institute Management Committee – Hall Hire £ 42.00

Other Proper Business

440 Safety Reports – August 2002 – Cllr’s had inspected their areas and the following concerns were raised

Loose Granite Kerb Stones – reported at the junction of the Bampton Road and Main Street, on the corner, and opposite the junction of Marsh Lane and Bampton Road. Cllr Willmer to action and report to the OCC Highways Department.

441 Playing Fields – A complaint had been received about the maintenance, and the litter and dog excrement on the large playing field, the parish council discussed and noted the complaint and decided that a note should be placed in the ‘What’ to remind parishioners about dropping litter and clearing up after their dogs.

442 Allotment Rents –are due for collection by the 30 September 2002, as discussed earlier, the Parish Council were instructed by the Auditors to review the allotment rents and a proposal was passed to issue all allotment holders with a rent agreement and to increase the allotment rents, as from the 30 September 2003. In line with advise received from the OALC, all present allotment holders are to receive a termination of rent agreement notice and a covering letter of explanation, before the 30 September 2002. Councillors discussed the rent increase and unanimously agreed that, as from 30 September 2003 the rent of an allotment would be £4 per annum. See Minute Book Page 60/01 - Minute 440. Cllr Harris agreed to hand out the letters personally.

443 Removal of Weir Boards – Cllr Willmer confirmed that they had been removed.

444 Proposed Date for the Next Parish Council Meeting – 21 October 2002 - was agreed

Any Other Business

445 New Procedure - Annual Accounts – Cllr Cole asked that the first item on next months meeting be the Approval of the Annual Accounts to fit in the time schedule and documents now received from the new Audit Regime – Council agreed

446 Allotments – Cllr Harris reported that rats were once again a problem and that rat poison needed to be purchased. Council agreed.

447 Scrap Metal Dumped on the Withy Beds – it was agreed that a letter should be sent to, the parishioner thought to be responsible, asking them to remove or arrange for this to be removed. Also a note to go in the ‘What’ reminding people of the procedure, for removal of unwanted scrap and large items that both the District and County Council offer.

448 Soakaways - Cllr Harris reported that the soakaways are to be dug out and taken underground, at 46,48, & 44 Mill Lane, to help prevent flooding. She has a copy of the proposed work if anyone is interested.

449 Parish Council Vacancy – James Fitzspatrick had expressed an interest in filling the parish councillor vacancy.

450 Lawn Mower Storage Gate – Cllr James to be asked to check the gate, as those volunteers who cut the grass were having difficulty in gaining access to the mower.

451 The Brook – A report was received from a parishioner that tests are being made by the Environment Agency on the silt removed from the brook in August, with a view to possibly dredging later.

Having no further business to discuss the meeting was closed at 9–30pm

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