30 Jan 2006 - PARISH COUNCIL MINUTES
DRAFT MINUTES: SHENINGTON WITH ALKERTON PARISH COUNCIL
The Parish Council met in the Village Hall on Wednesday 11th January 2006.
Present: Mr M Wright (Chairman), Dr K Heron (Vice Chairman) (DrKH), Mr R Treadwell (RT), Ms G Crabb (GC), Mr N de Silva (NdeS), Mr J Hutchison (JH), Mr K Hainsworth (KH)
In attendance: Mr C M H Gibson (the Clerk), Mr John Cherry (OCC), Mr Stephen Gylks (SITA) Site Supervisor, Mr Malcolm Green (SITA) Site Manager.
1. Chairman?s opening remarks
1.1 The Chairman welcomed members of the public and representatives from OCC and SITA to the first meeting of 2006.
2. Declarations of Interest
2.1 There were no declarations of interest.
3. Scrutiny of the SITA Waste Site in Alkerton
Traffic Management
3.1 OCC agreed to consider if it was possible to improve traffic management at peak times. OCC reported that it had considered putting a loop road around the back of the site. However, the EA were insistent that if this work was done that additional measures were also required, which ruled this option out on cost grounds.
3.2 A county wide van permit system is under serious consideration, but OCC is unable to give an indication of when it can be pushed forward. This will need to be consistent with the HSE requirement to improve traffic management for particularly large vehicles.
Action: OCC
3.3 DrKH asked why the 3rd gate was never open. SITA believed that HSE advice was to not have it open as it is too close to the HGV entrance.
3.4 GC suggested that the gate could be moved. SITA agreed that this was a possibility, but noted that HSE were happy with the current situation.
3.5 RT noted that there had recently been a serious accident involving a vehicle leaving the site. OCC believed that this was due to the driver not stopping at the gate to the site before pulling out onto the highway.
3.6 DrKH noted that ?slow? signs have been painted on the road. OCC stated that further signage is planned this financial year.
Action: OCC
3.7 The Chairman asked how many HGVs visited the site a day. SITA believed 30 to 40 on average, of which up to 15 could be council dust carts.
3.8 There were 130,000 visits from the public each year (i.e. 260,000 traffic movements), the lowest on any OCC site.
3.9 NdeS asked whether the recyclable waste was brought to the site. SITA stated that it was not.
3.10 RT asked whether all vehicles could be allowed to enter via the main gate, with private vehicles exiting via the right hand exit. SITA agreed to consider this and seek Health and Safety advice on this option.
Action: SITA
3.11 The Chairman and DrKH agreed to visit the site on Monday 23rd January 2006 at 10:00 am to discuss this further. OCC will seek to ask highways at the same time.
Action: Chairman, DrKH and SITA
3.12 NdeS asked if (temporary) traffic calming measures could be could be applied. OCC agreed to ask the Highways dept if this could be considered.
Action: OCC
Illegal Tipping
3.13 Despite signed confessions, OCC Legal decided that photographic evidence was insufficiently clear to secure a prosecution. The Chairman suggested that the cameras should be resighted.
3.14 The OCC has no prosecution powers, but OCC believed that the CDC enforcement officer was working closely with other authorities to secure appropriate prosecutions.
Action: OCC
Lechates
3.15 DrKH asked about the report on lechate levels. Due to illness OCC are still to obtain the lechate data, and provide a copy of a current report on lechate levels.
Action: OCC
Litter on Verges
3.16 GC asked about the extent of SITA?s obligations to monitor litter. SITA will keep an eye on litter on the triangle around the trip (although this is pro-bono, except for the requirement relating to wind blown litter).
3.17 GC asked if this requirement could be made contractual. OCC believed that it could when the contract came up for renewal in 2009, but that it was the DC?s problem before then.
3.18 The Chairman noted that successful prosecutions of fly-tipping would reduce the problem.
3.19 The Chairman thanked SITA and OCC for their input.
4. Minutes of the previous meeting held 16th November 2005
4.1 GC noted that the minutes were too small to be read, and asked if a font size of 14 or 16 could be used. KH asked if initials could be used instead of formal names. It was agreed that briefer minutes should be produced.
Action: Clerk
4.2 KH noted that in minute 5.3 ?agreed? should read ?offered?. In minute 6.4 ?forcibly? should read ?forcefully?; and minute 6.28 should be removed.
4.3 DrKH noted that minute 5.6 should be ?in Alkerton?, and 6.23 should be ?in Shenington?.
5. Actions from the previous meeting held on 16th November 2005
5.1 KH circulated his note on the seminar on the Law of Common Land and Village Greens.
5.2 JH has had informal discussions with OCC regarding a detailed map of the village green, and will pursue this further in due course.
Action: JH
5.3 The balance of the QAG account has now appeared on the bank statement.
5.4 The membership of SLCC has been attained and a copy of the Clerk?s manual has been received.
5.5 JH has signed his declaration of interest paperwork and this has been processed and returned by CDC. A copy has been retained by the Clerk.
5.6 The Chairman will invite the Rural Housing Enabler to the May 2006 meeting. The presentation by the RHO will be for information only.
Action: Chairman
5.7 The Clerk has obtained the December 2005 copy of the electoral role. However, CDC has not yet agreed to release an electronic version. The Chairman will contact CDC directly to discuss.
Action: Chairman
5.8 The Chairman completed the survey on the DEFRA regulations on Areas of Outstanding Natural Beauty and National Parks.
5.9 The Cherwell Draft Development plan is being circulated to all Parish Councillors.
5.10 The consultations received from OCC and CDC relating to how they engage with Parish Councils have been circulated to all Parish Councillors.
5.11 The Assistant Neighbourhood Watch coordinator was present at the meeting, and reported that there had not been any relevant updates from the police. He also noted that there was very little interest from villagers.
5.12 It was agreed that the Neighbourhood Watch Coordinator should be asked if it would be possible for important neighbourhood watch e-mails to be sent to the Parish Councillors. Action: Clerk
5.13 The Clerk has been duly appointed as RFO.
6. Conservation Area Status
6.1 The Chairman summarised the status of this item.
6.2 JH has produced a note, summarising points in favour and against, which he circulated to Parish Councillors for comment.
6.3 It was agreed that there should be no presumption that the old map denoting the possible extent of the conservation area would be relevant.
6.4 It was agreed that the ballot should make it clear that a ?yes? vote would almost certainly lead to the village being designated as conservation area status.
6.5 KH noted that there were additional factors that villagers need to consider that were not referred to at the previous Parish Council meeting and agreed to work with NdeS to ensure that these were incorporated.
6.6 It was agreed that KH & NdeS will provide JH with comments by Wednesday 18th January 2006.
Action: KH & NdeS
6.7 It was agreed that JH would update the draft to express all the views concisely, and circulate to Parish Councillors.
Action: JH
6.8 A note will be agreed to go on the ballot paper underneath the resolution explaining the implications of the vote.
Action: Parish Councillors
6.9 It was agreed that the ballot should read ?That CDC be requested carry out a Conservation Area appraisal for Shenington & Alkerton?.
6.10 It was agreed that Parish Councillors would meet to agree the draft on Thursday 9th February 2005 & 8:00 pm at KH?s house.
Action: Parish Councillors
6.11 It was proposed and agreed that the costs of a postal ballot will be met.
7. Open Forum
7.1 It was suggested that the layout of the room be revised to facilitate members of the public having a better hearing of the Parish Council discussion.
7.2 One Member of the Public supported the Parish Council?s view that the SITA site traffic arrangements needed to be improved, and asked if visitors to the site could be restricted to accessing the site from the Stratford end, and leave by turning left only.
7.3 The Parish Website has been revamped, and now contains a wider range of information on the village.
8. Matters Arising not referred to later on the Agenda
Licensing the Village Green
8.1 KH noted that the Village Hall required a licence, and that it may be the case that the Village Green does too.
8.2 The Clerk advised that it was likely that entertainments on the village green would require a licence, but that some events, such as the village BBQ would probably not be regarded as ?entertainment? in law.
8.3 After some discussion, it was agreed that the Parish Council will require users of the green to organise licenses pro tem, rather than the Parish Council organising a licence at this stage.
Police Items
8.4 The Clerk reported that Thames Valley Police had contacted all Parish Councils to assist in publicising the fact that there was now a single contract number for all non-emergency calls to local Police stations ? 0845 8 505 505.
8.5 Thames Valley Police have provided copies of a card bearing the number. The Clerk provided Councillors and members of the public with a copy each.
8.6 The Clerk also noted that Thames Valley Police have provided a handy 2006 calendar which they have asked the Parish Council to display in a prominent position. This was passed to the Village Hall Committee.
Other Items
8.7 Mr R Treadwell noted that OCC have decided that there should be a common ticketing strategy. This was supported by the Parish Council.
8.8 The High Sheriff of Oxfordshire has invited Parish Councils to a private viewing at the Ashmolean. It was agreed that 2 places should be sought.
8.9 RT noted that circ bundles were slow to circulate and believed that there should be a standard procedure to deal with this. It was agreed that Parish Councillors should endeavour to take no more that 3 days each to process the round-robin.
8.10 NdeS raised the issue of cars parking at the bus stop obstructing the bus.
8.11 NdeS noted that road sweeper visited the village to day, dislodging the stones adjacent to the green. NdeS agreed to try and remedy this.
Action: NdeS
8.12 NdeS noted that HGVs passing through the village were damaging the verges. KH noted that this was compounded by the poor state of the retaining the wall on the hill. The Clerk will notify RT when a response is received on Highway Management Arrangements.
Action: Clerk
8.13 RT asked the Clerk to investigate the paperwork required for people standing for election as Parish Councillors in May 2006.
Action: Clerk
9. Financial Report
Current Financial Position
9.1 The bank statement showed a current balance of £5784.54
9.2 Cheques required signature for the following amounts:
Village Hall £ 22.50
Clark?s Expenses £ 35.54
Clerk?s Salary £423.66 (2 months salary)
Parish Precept 2006/7
9.3 The Chairman set out a budget of £5300 for the Parish Council, of which £5000 would be raised via the precept, and £300 via a VAT rebate. This included an inflation increase of the Clerks salary, in line with the guidelines. This was approved by the Parish Council.
9.4 CDC has written to Shenington with Alkerton Parish Council requesting that they be informed of the required level of parish precept for 2006/6 by 29th January 2006. The Chairman proposed, and the Parish Council agreed a precept of £5000 should be requested.
Action: Clerk (RFO)
10. Reports of Working Groups
Highways, Traffic Control and Footpaths
10.1 It was noted that 2 years ago this January a submission was made to OCC to determine the status of the Jitty. It was agreed that the PC should write to OCC to expedite matters.
Action: Clerk
Planning
10.2 GC noted that the Parish Council expressed reservations about the proposed development of Upton Dairy. The application for Mere End cottage was withdrawn. GC noted that there were 2 permissions, 1 for a conservatory for Ladybarn, and the other at the old post office, and 2 applications, Mr Dowdeswell has applied for permission to convert a garage into a dwelling, and there was an application for an extension at 2 The Green.
10.3 DrKH expressed disappointment that the first he found out about the 2 planning applications in Alkerton was in the Banbury Guardian. It was agreed that DrKH should have the opportunity to comment on applications.
Action: GC, Chairman and DrKH
Kart Track
10.4 Dr K Heron noted that the 2006 race meeting timetable was available; he circulated copies to Parish Councillors. It was agreed that it would be displayed on the parish notice board, with the usual disclaimer.
Action: DrKH
11. Date of next meeting
11.1 The next ordinary Parish Council meeting will be held on THURSDAY 9th March 2006 at 8:00 pm in the Village Hall.
11.2 The meeting closed at 10:45 pm.
The Parish Council met in the Village Hall on Wednesday 11th January 2006.
Present: Mr M Wright (Chairman), Dr K Heron (Vice Chairman) (DrKH), Mr R Treadwell (RT), Ms G Crabb (GC), Mr N de Silva (NdeS), Mr J Hutchison (JH), Mr K Hainsworth (KH)
In attendance: Mr C M H Gibson (the Clerk), Mr John Cherry (OCC), Mr Stephen Gylks (SITA) Site Supervisor, Mr Malcolm Green (SITA) Site Manager.
1. Chairman?s opening remarks
1.1 The Chairman welcomed members of the public and representatives from OCC and SITA to the first meeting of 2006.
2. Declarations of Interest
2.1 There were no declarations of interest.
3. Scrutiny of the SITA Waste Site in Alkerton
Traffic Management
3.1 OCC agreed to consider if it was possible to improve traffic management at peak times. OCC reported that it had considered putting a loop road around the back of the site. However, the EA were insistent that if this work was done that additional measures were also required, which ruled this option out on cost grounds.
3.2 A county wide van permit system is under serious consideration, but OCC is unable to give an indication of when it can be pushed forward. This will need to be consistent with the HSE requirement to improve traffic management for particularly large vehicles.
Action: OCC
3.3 DrKH asked why the 3rd gate was never open. SITA believed that HSE advice was to not have it open as it is too close to the HGV entrance.
3.4 GC suggested that the gate could be moved. SITA agreed that this was a possibility, but noted that HSE were happy with the current situation.
3.5 RT noted that there had recently been a serious accident involving a vehicle leaving the site. OCC believed that this was due to the driver not stopping at the gate to the site before pulling out onto the highway.
3.6 DrKH noted that ?slow? signs have been painted on the road. OCC stated that further signage is planned this financial year.
Action: OCC
3.7 The Chairman asked how many HGVs visited the site a day. SITA believed 30 to 40 on average, of which up to 15 could be council dust carts.
3.8 There were 130,000 visits from the public each year (i.e. 260,000 traffic movements), the lowest on any OCC site.
3.9 NdeS asked whether the recyclable waste was brought to the site. SITA stated that it was not.
3.10 RT asked whether all vehicles could be allowed to enter via the main gate, with private vehicles exiting via the right hand exit. SITA agreed to consider this and seek Health and Safety advice on this option.
Action: SITA
3.11 The Chairman and DrKH agreed to visit the site on Monday 23rd January 2006 at 10:00 am to discuss this further. OCC will seek to ask highways at the same time.
Action: Chairman, DrKH and SITA
3.12 NdeS asked if (temporary) traffic calming measures could be could be applied. OCC agreed to ask the Highways dept if this could be considered.
Action: OCC
Illegal Tipping
3.13 Despite signed confessions, OCC Legal decided that photographic evidence was insufficiently clear to secure a prosecution. The Chairman suggested that the cameras should be resighted.
3.14 The OCC has no prosecution powers, but OCC believed that the CDC enforcement officer was working closely with other authorities to secure appropriate prosecutions.
Action: OCC
Lechates
3.15 DrKH asked about the report on lechate levels. Due to illness OCC are still to obtain the lechate data, and provide a copy of a current report on lechate levels.
Action: OCC
Litter on Verges
3.16 GC asked about the extent of SITA?s obligations to monitor litter. SITA will keep an eye on litter on the triangle around the trip (although this is pro-bono, except for the requirement relating to wind blown litter).
3.17 GC asked if this requirement could be made contractual. OCC believed that it could when the contract came up for renewal in 2009, but that it was the DC?s problem before then.
3.18 The Chairman noted that successful prosecutions of fly-tipping would reduce the problem.
3.19 The Chairman thanked SITA and OCC for their input.
4. Minutes of the previous meeting held 16th November 2005
4.1 GC noted that the minutes were too small to be read, and asked if a font size of 14 or 16 could be used. KH asked if initials could be used instead of formal names. It was agreed that briefer minutes should be produced.
Action: Clerk
4.2 KH noted that in minute 5.3 ?agreed? should read ?offered?. In minute 6.4 ?forcibly? should read ?forcefully?; and minute 6.28 should be removed.
4.3 DrKH noted that minute 5.6 should be ?in Alkerton?, and 6.23 should be ?in Shenington?.
5. Actions from the previous meeting held on 16th November 2005
5.1 KH circulated his note on the seminar on the Law of Common Land and Village Greens.
5.2 JH has had informal discussions with OCC regarding a detailed map of the village green, and will pursue this further in due course.
Action: JH
5.3 The balance of the QAG account has now appeared on the bank statement.
5.4 The membership of SLCC has been attained and a copy of the Clerk?s manual has been received.
5.5 JH has signed his declaration of interest paperwork and this has been processed and returned by CDC. A copy has been retained by the Clerk.
5.6 The Chairman will invite the Rural Housing Enabler to the May 2006 meeting. The presentation by the RHO will be for information only.
Action: Chairman
5.7 The Clerk has obtained the December 2005 copy of the electoral role. However, CDC has not yet agreed to release an electronic version. The Chairman will contact CDC directly to discuss.
Action: Chairman
5.8 The Chairman completed the survey on the DEFRA regulations on Areas of Outstanding Natural Beauty and National Parks.
5.9 The Cherwell Draft Development plan is being circulated to all Parish Councillors.
5.10 The consultations received from OCC and CDC relating to how they engage with Parish Councils have been circulated to all Parish Councillors.
5.11 The Assistant Neighbourhood Watch coordinator was present at the meeting, and reported that there had not been any relevant updates from the police. He also noted that there was very little interest from villagers.
5.12 It was agreed that the Neighbourhood Watch Coordinator should be asked if it would be possible for important neighbourhood watch e-mails to be sent to the Parish Councillors. Action: Clerk
5.13 The Clerk has been duly appointed as RFO.
6. Conservation Area Status
6.1 The Chairman summarised the status of this item.
6.2 JH has produced a note, summarising points in favour and against, which he circulated to Parish Councillors for comment.
6.3 It was agreed that there should be no presumption that the old map denoting the possible extent of the conservation area would be relevant.
6.4 It was agreed that the ballot should make it clear that a ?yes? vote would almost certainly lead to the village being designated as conservation area status.
6.5 KH noted that there were additional factors that villagers need to consider that were not referred to at the previous Parish Council meeting and agreed to work with NdeS to ensure that these were incorporated.
6.6 It was agreed that KH & NdeS will provide JH with comments by Wednesday 18th January 2006.
Action: KH & NdeS
6.7 It was agreed that JH would update the draft to express all the views concisely, and circulate to Parish Councillors.
Action: JH
6.8 A note will be agreed to go on the ballot paper underneath the resolution explaining the implications of the vote.
Action: Parish Councillors
6.9 It was agreed that the ballot should read ?That CDC be requested carry out a Conservation Area appraisal for Shenington & Alkerton?.
6.10 It was agreed that Parish Councillors would meet to agree the draft on Thursday 9th February 2005 & 8:00 pm at KH?s house.
Action: Parish Councillors
6.11 It was proposed and agreed that the costs of a postal ballot will be met.
7. Open Forum
7.1 It was suggested that the layout of the room be revised to facilitate members of the public having a better hearing of the Parish Council discussion.
7.2 One Member of the Public supported the Parish Council?s view that the SITA site traffic arrangements needed to be improved, and asked if visitors to the site could be restricted to accessing the site from the Stratford end, and leave by turning left only.
7.3 The Parish Website has been revamped, and now contains a wider range of information on the village.
8. Matters Arising not referred to later on the Agenda
Licensing the Village Green
8.1 KH noted that the Village Hall required a licence, and that it may be the case that the Village Green does too.
8.2 The Clerk advised that it was likely that entertainments on the village green would require a licence, but that some events, such as the village BBQ would probably not be regarded as ?entertainment? in law.
8.3 After some discussion, it was agreed that the Parish Council will require users of the green to organise licenses pro tem, rather than the Parish Council organising a licence at this stage.
Police Items
8.4 The Clerk reported that Thames Valley Police had contacted all Parish Councils to assist in publicising the fact that there was now a single contract number for all non-emergency calls to local Police stations ? 0845 8 505 505.
8.5 Thames Valley Police have provided copies of a card bearing the number. The Clerk provided Councillors and members of the public with a copy each.
8.6 The Clerk also noted that Thames Valley Police have provided a handy 2006 calendar which they have asked the Parish Council to display in a prominent position. This was passed to the Village Hall Committee.
Other Items
8.7 Mr R Treadwell noted that OCC have decided that there should be a common ticketing strategy. This was supported by the Parish Council.
8.8 The High Sheriff of Oxfordshire has invited Parish Councils to a private viewing at the Ashmolean. It was agreed that 2 places should be sought.
8.9 RT noted that circ bundles were slow to circulate and believed that there should be a standard procedure to deal with this. It was agreed that Parish Councillors should endeavour to take no more that 3 days each to process the round-robin.
8.10 NdeS raised the issue of cars parking at the bus stop obstructing the bus.
8.11 NdeS noted that road sweeper visited the village to day, dislodging the stones adjacent to the green. NdeS agreed to try and remedy this.
Action: NdeS
8.12 NdeS noted that HGVs passing through the village were damaging the verges. KH noted that this was compounded by the poor state of the retaining the wall on the hill. The Clerk will notify RT when a response is received on Highway Management Arrangements.
Action: Clerk
8.13 RT asked the Clerk to investigate the paperwork required for people standing for election as Parish Councillors in May 2006.
Action: Clerk
9. Financial Report
Current Financial Position
9.1 The bank statement showed a current balance of £5784.54
9.2 Cheques required signature for the following amounts:
Village Hall £ 22.50
Clark?s Expenses £ 35.54
Clerk?s Salary £423.66 (2 months salary)
Parish Precept 2006/7
9.3 The Chairman set out a budget of £5300 for the Parish Council, of which £5000 would be raised via the precept, and £300 via a VAT rebate. This included an inflation increase of the Clerks salary, in line with the guidelines. This was approved by the Parish Council.
9.4 CDC has written to Shenington with Alkerton Parish Council requesting that they be informed of the required level of parish precept for 2006/6 by 29th January 2006. The Chairman proposed, and the Parish Council agreed a precept of £5000 should be requested.
Action: Clerk (RFO)
10. Reports of Working Groups
Highways, Traffic Control and Footpaths
10.1 It was noted that 2 years ago this January a submission was made to OCC to determine the status of the Jitty. It was agreed that the PC should write to OCC to expedite matters.
Action: Clerk
Planning
10.2 GC noted that the Parish Council expressed reservations about the proposed development of Upton Dairy. The application for Mere End cottage was withdrawn. GC noted that there were 2 permissions, 1 for a conservatory for Ladybarn, and the other at the old post office, and 2 applications, Mr Dowdeswell has applied for permission to convert a garage into a dwelling, and there was an application for an extension at 2 The Green.
10.3 DrKH expressed disappointment that the first he found out about the 2 planning applications in Alkerton was in the Banbury Guardian. It was agreed that DrKH should have the opportunity to comment on applications.
Action: GC, Chairman and DrKH
Kart Track
10.4 Dr K Heron noted that the 2006 race meeting timetable was available; he circulated copies to Parish Councillors. It was agreed that it would be displayed on the parish notice board, with the usual disclaimer.
Action: DrKH
11. Date of next meeting
11.1 The next ordinary Parish Council meeting will be held on THURSDAY 9th March 2006 at 8:00 pm in the Village Hall.
11.2 The meeting closed at 10:45 pm.