CHALGROVE PARISH COUNCIL A MEETING of the Parish Council took place in the Village Hall, Recreation Ground, at 7.30pm, Thursday 4th July 2013. Present: Cllr. A. Pritchard, Chairman Cllr. K. Batley, Vice-Chairman Cllr. D. Turner Cllr. B. Gray Cllr. R. Reed Cllr. T. Ace Cllr. C. Fowler Apologies Accepted: Cllrs. Collins, Nabb, Stone & Earle Not present: n/a Members of the public: 0 Police: 0 87. The minutes of the meeting held on 6th June 2013 were amended, approved and then signed by the Chairman; proposed Cllr. Batley, seconded Cllr. Reed, agreed by all. PUBLIC SESSION No public in attendance. MATTERS ARISING: 88. VANDALISM & ASB: (a) Fishing line had been hung around the recreation ground on the evening of the 9th June. A resident had informed the Police who had attended immediately and removed the line. (b) Reports had been made to the Parish Council Office and the Police regarding motorbikes on the ‘top rec’. The Police had attended and issued Section 59 warnings to the offenders; repeated offences will result in bikes being seized. (c) Residents of Baronshurst Drive continue to keep a log of antisocial behaviour at the Village Hall car park. (d) A resident had written to the Parish Council Office and SODCs Environmental Health department regarding noise pollution and anti-social behaviour from a Village public house near Mill Lane. The matter is to be left with Environmental Health to investigate. JD 89. POTHOLES: Reports were made of two large potholes on the High Street and are to be reported to Highways. 90. LINK ARTICLES: It was noted that neither the Thames Water article or the Crookston Shield articles had been printed within the July LINK magazine. 91. SPEEDING: It was reported that the Police had not undertaken any scheduled speed checks within June. 92. SILT REMOVAL AT ‘THE TRIANGLE’: Works required to remove the silt from the JD watercourse at ‘the triangle’ had not been completed and Highways are to be chased. 93. CCTV – VILLAGE HALL CAR PARK: Following reports of anti-social behaviour, and further to the plans to install CCTV elsewhere, quotations were discussed to install CCTV to cover the Village Hall entrance and car park. Two options were discussed at length and a further CF & JD quotation is to be obtained before further discussion takes place. JD 94. VILLAGE BENCHES: Quotations are being obtained to restore the Village benches. 95. VILLAGE HALL GRANTS: Details of the Council Grant Aid, as well as details of grants RR & JD available for energy audits, are to be discussed at the next Village Hall Committee meeting. 96. BRINKINFIELD ROAD CLOSURE: Work had been completed in June without the need for the road closure. JD 97. NOISE POLLUTION FROM THE AIRFIELD: Martin Baker is to be chased for a response following a complaint regarding noise. 98. ORHP HOUSING CONFERENCE: The conference had unfortunately been cancelled but is to be rescheduled in the Autumn. 99. OALC AGM: Cllr. Pritchard reported on her attendance at the Oxfordshire Association for Local Council’s AGM, 1st July, where a presentation had been given on the initiative to provide all rural areas of Oxfordshire with superfast broadband. Details of the initiative are to JD be placed online and can be found within the Parish Council Office. 100. CHALGROVE SIGNPOST: A request to cut back the vegetation around the sign had been Page 1 of 4 sent to Highways. 101. SCHOOL BOUNDARY: A request to cut back encroaching vegetation and overhanging trees had been sent to the primary school. 102. BROOKSIDE FOOTPATH (near #3): Highways are to be chased to complete works to repair the footpath. 103. BYPASS ALLOTMENT FENCING: It was reported that the site manager had commenced with works required but no costs had been submitted. Costs are to be submitted and approved before any further works takes place. 104. JAMES MARTIN ROOM: The cost of seat cushions, at a maximum cost of £5 each, was approved and is to be funded using the monies raised at Magic of the Musicals; proposed Cllr. Fowler, seconded Cllr. Ace. 105. MATTERS UNRESOLVED: Chalgrove Mill meeting, office PC cleanse, Broadband Champion, Living on the Edge, Baronshurst oil tanks, Best Kept Village signs, collapsed brook bank on the High Street, transitional grant paperwork. 106. FINANCE: The Council accounts had been successfully submitted to BDO, external auditor, on the 7th June. Queries had been raised by BDO which had been dealt with effectively; additional fees of £30 ex. VAT will be incurred as a result of the outstanding audit points. 107. NEIGHBOURHOOD PLAN: In Cllr. Nabb’s absence, Cllr. Fowler gave an update on the Neighbourhood Plan Launch held on the 20th June. The consultation was well attended and the presentation was well received. A further public consultation will take place on Saturday 20th July, after which the analysis will be completed and presented to the Parish Council. 108. RECREATION COMMITTEE: Janes Meadow & Jubilee Walk (a) The Grand Opening had been a huge success and thanks were given to all involved. (b) A LINK article is to be submitted providing a report of the Grand Opening event. (c) Photographs taken on the day are to form a collage to be placed within the Village Hall entrance foyer. “Chalgrove At Play” Project Notification had been provided by SODC to state that they are to recommend that the grant application be approved. Moles It was reported that a resident had tripped within the Play Area due to mole hills and that the First Responders had been called to attend. Warning signs are to be placed within the general area and the groundsman is to be instructed to fill in the holes. 109. THE GREEN – Land Ownership: Registration of The Green Adrian Grazebrook, Wilmots Solicitor, continues to collect statements and historical data in order to proceed with registration at the Land Registry. Resident Complaint A resident of The Green had written to the Parish Council objecting to the registration proposals and the communication with the residents concerned. It was agreed that, as the resident had instructed a solicitor to deal with this matter, standard procedure must take place and the correspondence is to be dealt with via solicitors. Conflict of Interest A resident of The Green had written to the Parish Council to state that Cllr. Pritchard had a ‘continued conflict of interest as she has demonstrated on numerous occasions and as such should not participate in any decisions or actions concerned with ownership of The Green’. SODC’s Standards Committee had confirmed that no conflict of interest existed and are to be asked to correspond with the resident directly to alleviate his concerns. Solicitor Correspondence Parish Councillors were made aware of the correspondence between Bower & Bailey, acting on behalf of the residents, and Wilmots, acting on behalf of the Parish Council. 110. WORKS & ORDERS: The Clerk reported on works completed, outstanding and requiring approval. Quotations are required for brickwork repair, window repair, speedbump replacement, roofing repairs, gate repairs, electrical testing, boiler maintenance and signage. CORRESPONDENCE: 111. A resident had written to complain about the extremely overgrown land at Hardings, JD TA & JD AP (b) CF & JD (c) CF & JD JD JD JD Page 2 of 4 currently used by the Guides. Investigations are to take place over ownership and the Guides JD are to be asked whether they wish to relinquish use of the land to another Village organisation. 112. A resident had written to (a) report that they had cleared the vegetation around the Quartermain bus stop due to it being an eye sore. Thanks were given. (b) suggest that the Parish Council deter organisations from using brown packing tape to stick up posters and (c) report that the footpath at the corner of Quartermain and High Street needed attention. JD Highways are to be informed. 113. The 2013 Town and Parish Forum is to take place on the 6th November. 114. Consultations are to take place on the draft Gambling Policy for South Oxfordshire and Vale of White Horse District Councils. Details are to be placed on the website. JD 115. OCC had written to take order for salt bags. It was agreed that Chalgrove did not require further supplies. 116. OALC had written with details of a training course – getting to Grips with Local Council Finance. The total cost of £120 ex. VAT in order for the Clerk and Financial Assistant to attend was approved; proposed Cllr. Pritchard, seconded Cllr. Fowler, agreed by all. 117. PLANS (Parish Council decision only): P13/S1029/FUL Land at Mill Lane Erection of two new houses (1x3 bed and 1x4 bed) (amended details) NO STRONG VIEWS, with comments P13/S1668/HH 2 Saw Close Single storey side extension APPROVED P13/S1860/HH 5 Grays Close Single storey side extension APPROVED, with comments 118. DECISION NOTICES FROM SODC: None 119. MONTHLY POLICE REPORT: The July Neighbourhood Policing newsletter reported that (a) PCSO Diane Greenwood replaces Chris Ratcliff and joins PCSO Matthew Taylor to work in Chalgrove and neighbouring Villages. (b) A mini digger had been stolen from the Chalgrove airfield. (c) Fishing line had been left on the recreation ground. (d) There had been a number of reports of garage break-ins. (e) Reports of motorbikes at the recreation ground. (f) Reports of suspicious activity during the night whereby door handles had been tried and automatic garden lights had come on. The Police urge all residents to be extra vigilant and report all suspicious behaviour. 120. REPORT FROM THE DISTRICT COUNCILLOR: General Cllr. Turner reported on this year’s summer holiday programme, the Riverside pool at Wallingford, swimming opportunities for women and the work required to Chalgrove footpaths 5 and 6. Go Ride Cllr. Turner reported on a meeting with Go Ride, along with representatives from Lewknor, Watlington and Cuxham. Go Ride propose to expand their service to offer the Lewknor Link to Villages surrounding Watlington. 121. REPORT FROM THE COUNTY COUNCILLOR: No report had been provided by Cllr. Newton. 122. REPORT FROM THE PLAY AREA INSPECTION OFFICERS: (a) Paint is yet to be purchased to clear the graffiti. (b) The inspection rota is yet to be distributed. (c) Gates still await repair. ACCOUNTS: 123. Seven cheques had been signed outside meetings; cheque numbers 004860 to 004866. 124. ACCOUNTS SANCTIONED FOR PAYMENT: 004860 PW Judges & Son – Janes Meadow 1st grass cut £420.00 004861 Spot On Supplies – Village Hall cleaning supplies £178.87 004862 BCB – 2 x grass cuts in April, 3 x grass cuts in May £939.60 004863 C. Fowler – mileage & postage expenses £21.80 004864 Zurich Insurance – 2013/2014 policy £3987.80 004865 OAYP – affiliation fee 2013/14 £60.00 004866 B. Wilcox – bookkeeping services £226.60 004875 N. Kerridge – youth work £390.00 Page 3 of 4 004876 B. Murphy – youth work £104.00 004877 P. Hall – grass, litter, windows, strimming.. £1246.54 004878 D. Mepham – gate caretaking for May & June £180.00 004879 SODC – rates £455.00 004880 Southern Electric – 23.03.13-21.06.13 electric supply £732.86 004881 British Gas – 30.04.13-31.05.13 gas supply £226.67 004882 Viking – Neighbourhood Plan stationary supplies £136.57 004883 TalkTalkBusiness – web hosting £62.80 004884 Thames Water – Hall complex & allotments £342.07 004885 OCC – training course attended Sept ‘12 £78.00 004886 Block9 Display – Neighbourhood Plan banner/poster £126.00 004887 Spot On Supplies – youth club & Village Hall cleaning £40.97 004888 J. Nabb – Neighbourhood Plan projector £323.49 004889 Sage (UK) Ltd – instant payroll subscription £180.00 004890 BT – 4 telephone lines £189.38 004891 C. Fowler – Jubilee walk plaque £179.50 ANY OTHER BUSINESS 125. Cllr. Ace discussed a Bypass allotment ex-tenant who had been asked to remove their belongings but hadn’t. A letter is to be sent requesting that all belongings be removed or a clearance fee would be charged. It was suggested that deposits be requested from all future tenants and the matter is to be discussed at the next Allotment Committee meeting. 126. Cllr. Ace noted that a working party was required to do the gardening works at the Memorial Garden, High Street. 127. Cllr. Fowler reported that the skate park plaque had arrived and would be installed as soon as possible. 128. Cllr. Fowler reported on her presentation given to the National Playing Fields Association regarding the recreational facilities that Chalgrove Parish Council have provided and supported. The presentation could be shown to all Councillors. 129. Cllr. Fowler spoke of the Red Cross nominations and suggested that the Parish Council nominate the Youth Forum Skate Park Project Team. The suggestion was approved and a letter is to be sent. 130. Cllr. Reed reported that a resident wishes for an area of the recreation ground to be fenced off and used for dog training. The matter had been discussed in previous meetings and there are no plans to create a dog-only zone. 131. Cllr. Reed requested an update on the footbridge at Mill Lane. An update is to be obtained. TA & JD All JD CF CF & JD JD DATES: Memorial Garden working party, 18th July, 10.00am, Memorial Garden Planning, 18th July, 7.00pm, Parish Council Office Cheque signing & Planning, 1st August, 7.30pm, Parish Council Office Allotments, 8th August, 7.00pm, James Martin Room Village Hall, 8th August, 7.30pm, James Martin Room The meeting closed at 9.55pm. Signed: ………………………………………………. Chairman Page 4 of 4