15 Nov 2006 - PARISH COUNCIL
DRAFT MINUTES: SHENINGTON WITH ALKERTON PARISH COUNCIL
The Parish Council met in the Village Hall on Wednesday 8th November 2006.
Present: Mr K Hainsworth (Chairman) [KH], Mr K Adams, [KA], Ms G Crabb [GC], Mr S Mitchell [SM], Ms J Walters [JW]
Apologies: Mrs M Coles [MC], Mr T Dowdeswell (Vice Chairman) [TD]
In attendance: Mr C M H Gibson (the Clerk)
Approximately 11 members of the public were present.
1. Chairman's Opening Remarks
1.1 KH welcomed members of the public to the meeting.
2. Declarations of Interest
2.1 KH noted that he had a planning application pending (which was not discussed at the meeting).
3. Highways Issues
3.1 OCC Highways had been invited to the meeting but had declined to attend.
3.2 KH & KA have met with OCC Highways (see below).
4. First Open Forum
4.1 One member of the public asked if a budget has been set for this year. It was noted that the budget was discussed and agreed at the meeting in January. It was agreed that the Clerk would provide a copy of the January minutes to Dr Anson.
Action: Clerk/TD
4.2 It was agreed that the budget for 2007 would be on the agenda for the next meeting.
Action: Clerk
4.3 One member of the public noted that under the "Better Ways to School" Programme, OCC Highways is proposing to add a "no footway" sign at the Epwell end of the village, and looking to raising the crowns of the lime trees opposite the school. It was noted that this was consistent with the discussion that the PC had with OCC Highways dept. It was suggested that the same sign could be placed at the Alkerton end of the Village.
4.4 It was agreed that the "Better Ways to School" documentation should be circulated to the PC.
4.5 One member of the public asked if the PC could improve lighting in the village. This was supported by another individual who believed that lighting has been reviewed by the PC in 2002, but the idea ran into difficulty. The Clerk will dig up the relevant minutes.
Action: Clerk
4.6 Several locations were suggested for enhanced lighting, in Alkerton, opposite or by the village hall, at the end of the Level and on the corner of Stocking Lane.
4.7 It was agreed that this would be looked into and prices obtained.
Action: KA, SM
4.8 One member of the public welcomed recommendations from Cllr Reynolds about how the PC should be run and felt that the PC should not denigrate previous PCs. For example, the statement at the last meeting that the PC had not resisted the change of the tip from 24 hour opening was incorrect. KH asked if he could have copies of the relevant documentation.
4.9 One member of the public asked how conservation and restoration portfolio was defined. It was noted that this was for discussion later.
4.10 Another member of the public noted that the village had rejected Conservation Area Status. KH noted that this did not mean rejecting conservation standards.
4.11 One member of the public asked why the Village Hall was mentioned as part of a portfolio. SM noted that the possibility of a New Village Hall was discussed, which is the origin of this. GC noted that she was a trustee of the Village Hall. It was agreed that it could be removed.
4.12 One member of the public asked if the PC intended to notify residents that they can make representations to Cherwell that new sites in Shenington and Alkerton for development in the village were available for inspection from this Friday. KH reiterated the PC's commitment to consultation before its final response went in, with a ballot, if appropriate.
5. Minutes of Parish Council Meeting held on 19th July 2006 for approval
5.1 The minutes were approved.
6. Actions from the Parish Council Meeting held on 19th July 2006
6.1 The actions were complete.
7. Minutes of the meeting held 13th September 2006
7.1 The minutes were approved.
8. Actions from the meeting held on 13th September 2006
8.1 The Clerk has written to both the School and Surgery regarding traffic on Stocking Lane, both of whom have responded positively to the request and notified parents and patients accordingly.
8.2 GC reported that J Osborne feels that a TPO on the lime trees on Stocking Lane would be advantageous and would be at no cost to the PC. They would go into the database of trees for highways to trim at no cost to the PC. The TPO needs to be sought by the PC.
8.3 KA?s paper on communications is on the agenda
8.4 No VAT reclaim has yet been pursued.
Action: TD & RFO
8.5 Highways were invited to the November meeting, but declined to attend.
8.6 A position paper on the background to the tip will be prepared.
Action: KH & TD
8.7 Planning applications for Bennies are being passed to both the planning and the minerals working groups.
9. Finance matters
9.1 Unfortunately neither the RFO nor TD were able to be present, so no discussion of financial issues was possible.
Auditors Report on the Accounts
9.2 The Formal Auditors Report on the 2005/6 PC accounts has been received. The PC has a statutory duty to consider the report and either accept or reject it. This will be discussed when either the RFO or TD are present.
RFO
9.3 John Evans has volunteered as RFO. TD to follow up.
Action: TD
Cheques/Payments
9.4 The bank mandate has been changed.
10. Communications
10.1 KA circulated and presented his paper on communications to the PC (available from the Clerk). He suggested that the Shenington Green could make it more prominent that the PC does circulate agendas and minutes by e-mail to those requesting it. Other methods of communication were discussed.
10.2 KA believed that communication methods were there and were quite good, but people needed to be interested.
10.3 It was noted that anyone who wished to receive the minutes/agenda by e-mail should email shenington_clerk@yahoo.co.uk requesting that they be added to the distribution list.
10.4 It was noted that the PC can use the Shenington Green as a distribution mechanism for PC issues.
10.5 GC noted that previously she had circulated the PC text for the Shenington Green to all PCs for approval. It was felt that this process should continue.
10.6 KH suggested that there should be a report from all portfolios in the Shenington Green, as relevant.
10.7 It was noted that the publication deadline for the Shenington Green was this week, and that it would be better to put only standard information in this issue, with a fuller report in the next issue.
Action: GC
10.8 KH felt that a flyer should be provided for circulation with the Shenington Green on 20 November 2006, especially because of CDC?s Local Development Framework Consultation phasing.
11. Village Restoration Projects
11.1 KH referred members to his note of September 2006. He believed that the restoration of the Village Green was dear to people?s hearts.
11.2 KH proposed that the PC should organise a working party to perform restoration works in the Churchyard (clearing vegetation) for a couple of Saturday mornings. SM noted that people who wanted to use the church for an event (e.g. Christening) could be invited to help. He felt that spring would be a good time for the first one.
11.3 This was agreed.
Action: JW/KH
11.4 There was some debate of Health & Safety, insurance and supervision. The need for close liaison with the PCC was stressed.
11.5 SM noted that the stonewall repairs were very welcome and improve the appearance of the village.
11.6 It was felt that a mandate to repair walls could only extend to those owned by the Parish Council.
11.7 KH noted that Darren Mizen had replaced Steve Bowden at Highways. KH & KA met him recently. He is responsible for road maintenance and design. OCC Highways is supposed to mow all boundaries inside the speed limits 3 times each year and remove unwanted trees and shrubs. This had not happened, and the PC asked D Mizen to investigate. KA understood from D Mizen that would be undertaken within 4-5 weeks, and expects to receive this commitment in writing.
11.8 There was some discussion of the road boundary on the hill in Shenington, where the walls were felt to be in a poor state of repair.
11.9 KH noted that there was stone missing from the Dwarf Wall on Shenington hill. Highways will not be able to obtain funding to rectify this for a couple of years. Dissatisfaction was expressed at this timescale.
11.10 JW agreed to investigate the possibility of obtaining a grant.
Action: JW
11.11 KH noted that OCC Highways was concerned that people were placing stones on the green and on verges.
11.12 CDC is responsible for road sweeping, not OCC.
11.13 KH suggested that John Hutchison be invited to complete his investigation on the extent of the village green, and the PC?s ownership.
Action: KH
11.14 Mr J Evans of the Gardening Club has written to the PC asking that the PC consult the Gardening Club before moving the trough on the village green. KH would like it moved next to the bus shelter as he feels it is too suburban in its current location.
11.15 GC felt that it was already too crowded near the bus shelter, with a flower tub, post box, paths, water pump etc.
11.16 OCC Highways had been asked to send a plan of their claimed ownership around the green.
11.17 It was also noted that the granite curbing on the south green was not in tone with the village, and that the village had not been consulted on it when it was installed.
11.18 It was generally felt that the curbing was inappropriate.
11.19 It was agreed that the village be consulted on both issues.
11.20 There was some discussion of the lynchets, and it was noted that some of them are listed whilst others aren?t. GC noted that it would be necessary to raise the matter with the landowner before the matter was taken further.
11.21 The PC discussed the spelling of "Kenhill Road", but decided that it should not be changed back to its original spelling.
11.22 SM suggested that working parties could be used to tidy other bits of land.
11.23 The derelict barn opposite Top Farm was discussed. One member of the public stated that CDC did not believe that it would need to be restored even if there was development in that location.
12. Matters Arising not referred to later on the Agenda
12.1 The PC has received a letter from Dr K Heron. This was read out by KH.
12.2 The Clerk apologised for not displaying the correct agenda on the Alkerton board. There was some discussion of the notice board size.
12.3 KH agreed to meet with Dr K Heron to investigate the road drainage in Alkerton.
Action: KH
12.4 It was agreed that roadside rubbish was an issue to be pursued.
Action: KH & KA
12.5 It was noted that the Go Karts issue had been discussed at the previous meeting. The portfolio holders have now made contact with a view to influencing the 2008 timetable. KH noted that the Kart Club had stated that the August meetings were a trial.
12.6 The village hall matter has been clarified.
12.7 The PC received a letter from Mr Robinson. This was noted.
12.8 The Surgery has written in response to the PC letter re traffic on Stocking Lane.
13. Reports of Working Groups
[Finance - covered above ]
Stone Pit
13.1 KH noted that there has been no response from Fischer German.
13.2 KH noted that there is more stone in the Stone Pit than previously thought. This is stored on Sugarswell Farm.
13.3 The Clerk will investigate the ownership of the stone pit wall with CDC.
Action: Clerk
13.4 There was some discussion of the extent to which Shenington is in the Cotswold AONB.
Action: Clerk
Planning & Affordable homes
13.5 GC noted that TD is having an inquiry / appeal in relation to his planning application for a dwelling near the church in Alkerton. GC will provide the history on this.
Action: GC
13.6 CDC will be putting the site allocation plan to consultation shortly.
13.7 Longacre is getting complicated, it has outline permission for 3 houses, an application for 4 houses was made, withdrawn and a new identical application for 4 houses has been made.
13.8 An application to extend the school has been received.
Super-planning
13.9 There was nothing to report.
Minerals & The Tip/Waste
13.10 There was nothing to report.
Transport, Highways, Footpaths, Busses, Traffic
13.11 KH & KA net with OCC Highways. The traffic level and speeding in the village and in Stocking Lane were raised. KA agreed to report back more fully when the written response was received.
13.12 Karts & Gliders
13.13 Kart Club was covered earlier.
13.14 There will be an article on gliding in the Shenington Green.
13.15 SM was asked to produce a note on the Gliding Club, as Dr H Heron had for Karts.
[Conservation & Restoration -covered above]
Police Liaison
13.16 The notice boards had been kept up to date with this information.
Recreation & Sports
13.17 SM & MC attended the OPFA to investigate the possibility of funding for a play area. A number of case studies illustrated how villages had successfully raised the money for such projects.
[Liaison with villagers/press/website - covered above]
14. Second Open Forum
14.1 One member of the public noted that people who had not originally supported the trough on the village green, now felt that it was "lovely". She felt that any consultation would need to be open. She noted that the trough was raised off the green, being set on Hornton stone plinths.
14.2 She circulated a letter of 3 September 2003. She also noted that there were 2 cottages on that part of the green in the past, and asked if "Restoration" required their reinstatement.
14.3 There was further debate on the location of the trough.
14.4 KH noted that the trough would only be moved after consultation with the gardening club.
14.5 Another member of the public noted that he was initially ambivalent about the trough, but now liked it.
14.6 He noted that the green was overgrown within living memory, and also that without the curbing there was significant erosion by traffic. He asked is something could be done about the wall opposite the end of the level, which needs to be repaired.
14.7 The majority of the public felt that this wall looked a mess.
14.8 KH agreed to raise the matter with the owner.
Action: KH
14.9 One member of the public thanked KH for getting the wall at the edge of the green repaired. This was supported by every member of the public present.
15. Date of Next Meeting
15.1 The next ordinary Parish Council meeting will be held on Wednesday 10th January 2007 in the Village Hall at 8:30pm.
15.2 The meeting closed at quarter to midnight.
15.3 [NB: An extraordinary meeting is planned for December [TBC] to discuss the additional three housing development sites in Shenington that CDC has received proposals for in its supplementary consultation on Issues and Options]
The Parish Council met in the Village Hall on Wednesday 8th November 2006.
Present: Mr K Hainsworth (Chairman) [KH], Mr K Adams, [KA], Ms G Crabb [GC], Mr S Mitchell [SM], Ms J Walters [JW]
Apologies: Mrs M Coles [MC], Mr T Dowdeswell (Vice Chairman) [TD]
In attendance: Mr C M H Gibson (the Clerk)
Approximately 11 members of the public were present.
1. Chairman's Opening Remarks
1.1 KH welcomed members of the public to the meeting.
2. Declarations of Interest
2.1 KH noted that he had a planning application pending (which was not discussed at the meeting).
3. Highways Issues
3.1 OCC Highways had been invited to the meeting but had declined to attend.
3.2 KH & KA have met with OCC Highways (see below).
4. First Open Forum
4.1 One member of the public asked if a budget has been set for this year. It was noted that the budget was discussed and agreed at the meeting in January. It was agreed that the Clerk would provide a copy of the January minutes to Dr Anson.
Action: Clerk/TD
4.2 It was agreed that the budget for 2007 would be on the agenda for the next meeting.
Action: Clerk
4.3 One member of the public noted that under the "Better Ways to School" Programme, OCC Highways is proposing to add a "no footway" sign at the Epwell end of the village, and looking to raising the crowns of the lime trees opposite the school. It was noted that this was consistent with the discussion that the PC had with OCC Highways dept. It was suggested that the same sign could be placed at the Alkerton end of the Village.
4.4 It was agreed that the "Better Ways to School" documentation should be circulated to the PC.
4.5 One member of the public asked if the PC could improve lighting in the village. This was supported by another individual who believed that lighting has been reviewed by the PC in 2002, but the idea ran into difficulty. The Clerk will dig up the relevant minutes.
Action: Clerk
4.6 Several locations were suggested for enhanced lighting, in Alkerton, opposite or by the village hall, at the end of the Level and on the corner of Stocking Lane.
4.7 It was agreed that this would be looked into and prices obtained.
Action: KA, SM
4.8 One member of the public welcomed recommendations from Cllr Reynolds about how the PC should be run and felt that the PC should not denigrate previous PCs. For example, the statement at the last meeting that the PC had not resisted the change of the tip from 24 hour opening was incorrect. KH asked if he could have copies of the relevant documentation.
4.9 One member of the public asked how conservation and restoration portfolio was defined. It was noted that this was for discussion later.
4.10 Another member of the public noted that the village had rejected Conservation Area Status. KH noted that this did not mean rejecting conservation standards.
4.11 One member of the public asked why the Village Hall was mentioned as part of a portfolio. SM noted that the possibility of a New Village Hall was discussed, which is the origin of this. GC noted that she was a trustee of the Village Hall. It was agreed that it could be removed.
4.12 One member of the public asked if the PC intended to notify residents that they can make representations to Cherwell that new sites in Shenington and Alkerton for development in the village were available for inspection from this Friday. KH reiterated the PC's commitment to consultation before its final response went in, with a ballot, if appropriate.
5. Minutes of Parish Council Meeting held on 19th July 2006 for approval
5.1 The minutes were approved.
6. Actions from the Parish Council Meeting held on 19th July 2006
6.1 The actions were complete.
7. Minutes of the meeting held 13th September 2006
7.1 The minutes were approved.
8. Actions from the meeting held on 13th September 2006
8.1 The Clerk has written to both the School and Surgery regarding traffic on Stocking Lane, both of whom have responded positively to the request and notified parents and patients accordingly.
8.2 GC reported that J Osborne feels that a TPO on the lime trees on Stocking Lane would be advantageous and would be at no cost to the PC. They would go into the database of trees for highways to trim at no cost to the PC. The TPO needs to be sought by the PC.
8.3 KA?s paper on communications is on the agenda
8.4 No VAT reclaim has yet been pursued.
Action: TD & RFO
8.5 Highways were invited to the November meeting, but declined to attend.
8.6 A position paper on the background to the tip will be prepared.
Action: KH & TD
8.7 Planning applications for Bennies are being passed to both the planning and the minerals working groups.
9. Finance matters
9.1 Unfortunately neither the RFO nor TD were able to be present, so no discussion of financial issues was possible.
Auditors Report on the Accounts
9.2 The Formal Auditors Report on the 2005/6 PC accounts has been received. The PC has a statutory duty to consider the report and either accept or reject it. This will be discussed when either the RFO or TD are present.
RFO
9.3 John Evans has volunteered as RFO. TD to follow up.
Action: TD
Cheques/Payments
9.4 The bank mandate has been changed.
10. Communications
10.1 KA circulated and presented his paper on communications to the PC (available from the Clerk). He suggested that the Shenington Green could make it more prominent that the PC does circulate agendas and minutes by e-mail to those requesting it. Other methods of communication were discussed.
10.2 KA believed that communication methods were there and were quite good, but people needed to be interested.
10.3 It was noted that anyone who wished to receive the minutes/agenda by e-mail should email shenington_clerk@yahoo.co.uk requesting that they be added to the distribution list.
10.4 It was noted that the PC can use the Shenington Green as a distribution mechanism for PC issues.
10.5 GC noted that previously she had circulated the PC text for the Shenington Green to all PCs for approval. It was felt that this process should continue.
10.6 KH suggested that there should be a report from all portfolios in the Shenington Green, as relevant.
10.7 It was noted that the publication deadline for the Shenington Green was this week, and that it would be better to put only standard information in this issue, with a fuller report in the next issue.
Action: GC
10.8 KH felt that a flyer should be provided for circulation with the Shenington Green on 20 November 2006, especially because of CDC?s Local Development Framework Consultation phasing.
11. Village Restoration Projects
11.1 KH referred members to his note of September 2006. He believed that the restoration of the Village Green was dear to people?s hearts.
11.2 KH proposed that the PC should organise a working party to perform restoration works in the Churchyard (clearing vegetation) for a couple of Saturday mornings. SM noted that people who wanted to use the church for an event (e.g. Christening) could be invited to help. He felt that spring would be a good time for the first one.
11.3 This was agreed.
Action: JW/KH
11.4 There was some debate of Health & Safety, insurance and supervision. The need for close liaison with the PCC was stressed.
11.5 SM noted that the stonewall repairs were very welcome and improve the appearance of the village.
11.6 It was felt that a mandate to repair walls could only extend to those owned by the Parish Council.
11.7 KH noted that Darren Mizen had replaced Steve Bowden at Highways. KH & KA met him recently. He is responsible for road maintenance and design. OCC Highways is supposed to mow all boundaries inside the speed limits 3 times each year and remove unwanted trees and shrubs. This had not happened, and the PC asked D Mizen to investigate. KA understood from D Mizen that would be undertaken within 4-5 weeks, and expects to receive this commitment in writing.
11.8 There was some discussion of the road boundary on the hill in Shenington, where the walls were felt to be in a poor state of repair.
11.9 KH noted that there was stone missing from the Dwarf Wall on Shenington hill. Highways will not be able to obtain funding to rectify this for a couple of years. Dissatisfaction was expressed at this timescale.
11.10 JW agreed to investigate the possibility of obtaining a grant.
Action: JW
11.11 KH noted that OCC Highways was concerned that people were placing stones on the green and on verges.
11.12 CDC is responsible for road sweeping, not OCC.
11.13 KH suggested that John Hutchison be invited to complete his investigation on the extent of the village green, and the PC?s ownership.
Action: KH
11.14 Mr J Evans of the Gardening Club has written to the PC asking that the PC consult the Gardening Club before moving the trough on the village green. KH would like it moved next to the bus shelter as he feels it is too suburban in its current location.
11.15 GC felt that it was already too crowded near the bus shelter, with a flower tub, post box, paths, water pump etc.
11.16 OCC Highways had been asked to send a plan of their claimed ownership around the green.
11.17 It was also noted that the granite curbing on the south green was not in tone with the village, and that the village had not been consulted on it when it was installed.
11.18 It was generally felt that the curbing was inappropriate.
11.19 It was agreed that the village be consulted on both issues.
11.20 There was some discussion of the lynchets, and it was noted that some of them are listed whilst others aren?t. GC noted that it would be necessary to raise the matter with the landowner before the matter was taken further.
11.21 The PC discussed the spelling of "Kenhill Road", but decided that it should not be changed back to its original spelling.
11.22 SM suggested that working parties could be used to tidy other bits of land.
11.23 The derelict barn opposite Top Farm was discussed. One member of the public stated that CDC did not believe that it would need to be restored even if there was development in that location.
12. Matters Arising not referred to later on the Agenda
12.1 The PC has received a letter from Dr K Heron. This was read out by KH.
12.2 The Clerk apologised for not displaying the correct agenda on the Alkerton board. There was some discussion of the notice board size.
12.3 KH agreed to meet with Dr K Heron to investigate the road drainage in Alkerton.
Action: KH
12.4 It was agreed that roadside rubbish was an issue to be pursued.
Action: KH & KA
12.5 It was noted that the Go Karts issue had been discussed at the previous meeting. The portfolio holders have now made contact with a view to influencing the 2008 timetable. KH noted that the Kart Club had stated that the August meetings were a trial.
12.6 The village hall matter has been clarified.
12.7 The PC received a letter from Mr Robinson. This was noted.
12.8 The Surgery has written in response to the PC letter re traffic on Stocking Lane.
13. Reports of Working Groups
[Finance - covered above ]
Stone Pit
13.1 KH noted that there has been no response from Fischer German.
13.2 KH noted that there is more stone in the Stone Pit than previously thought. This is stored on Sugarswell Farm.
13.3 The Clerk will investigate the ownership of the stone pit wall with CDC.
Action: Clerk
13.4 There was some discussion of the extent to which Shenington is in the Cotswold AONB.
Action: Clerk
Planning & Affordable homes
13.5 GC noted that TD is having an inquiry / appeal in relation to his planning application for a dwelling near the church in Alkerton. GC will provide the history on this.
Action: GC
13.6 CDC will be putting the site allocation plan to consultation shortly.
13.7 Longacre is getting complicated, it has outline permission for 3 houses, an application for 4 houses was made, withdrawn and a new identical application for 4 houses has been made.
13.8 An application to extend the school has been received.
Super-planning
13.9 There was nothing to report.
Minerals & The Tip/Waste
13.10 There was nothing to report.
Transport, Highways, Footpaths, Busses, Traffic
13.11 KH & KA net with OCC Highways. The traffic level and speeding in the village and in Stocking Lane were raised. KA agreed to report back more fully when the written response was received.
13.12 Karts & Gliders
13.13 Kart Club was covered earlier.
13.14 There will be an article on gliding in the Shenington Green.
13.15 SM was asked to produce a note on the Gliding Club, as Dr H Heron had for Karts.
[Conservation & Restoration -covered above]
Police Liaison
13.16 The notice boards had been kept up to date with this information.
Recreation & Sports
13.17 SM & MC attended the OPFA to investigate the possibility of funding for a play area. A number of case studies illustrated how villages had successfully raised the money for such projects.
[Liaison with villagers/press/website - covered above]
14. Second Open Forum
14.1 One member of the public noted that people who had not originally supported the trough on the village green, now felt that it was "lovely". She felt that any consultation would need to be open. She noted that the trough was raised off the green, being set on Hornton stone plinths.
14.2 She circulated a letter of 3 September 2003. She also noted that there were 2 cottages on that part of the green in the past, and asked if "Restoration" required their reinstatement.
14.3 There was further debate on the location of the trough.
14.4 KH noted that the trough would only be moved after consultation with the gardening club.
14.5 Another member of the public noted that he was initially ambivalent about the trough, but now liked it.
14.6 He noted that the green was overgrown within living memory, and also that without the curbing there was significant erosion by traffic. He asked is something could be done about the wall opposite the end of the level, which needs to be repaired.
14.7 The majority of the public felt that this wall looked a mess.
14.8 KH agreed to raise the matter with the owner.
Action: KH
14.9 One member of the public thanked KH for getting the wall at the edge of the green repaired. This was supported by every member of the public present.
15. Date of Next Meeting
15.1 The next ordinary Parish Council meeting will be held on Wednesday 10th January 2007 in the Village Hall at 8:30pm.
15.2 The meeting closed at quarter to midnight.
15.3 [NB: An extraordinary meeting is planned for December [TBC] to discuss the additional three housing development sites in Shenington that CDC has received proposals for in its supplementary consultation on Issues and Options]