Parish Council‎ > ‎MINUTES‎ > ‎

June 2014

DRAFT MINUTES of the MONTHLY MEETING

of

OAKLEY PARISH COUNCIL (OPC)

held on

Tuesday 3rd June 2014

 

 

  1. Present:

Mr J Mole (Chairman) Mr D Cherry (Vice Chairman) Councillors: Mr A Finn, Mr R Craddock, Mr D Pearce, Mrs M Daly:  Parish Clerk : Mrs P Pointer.  Mr M Rand (AVDC)

Two Parishioners

 

  1. Apologies:

BCC Councillor:  Ms A Macpherson

Thames Valley Police: Ms S Jones

 

  1. Minutes of the last meeting:

The minutes of the last meeting held on Tuesday 6th May 2014were approved and signed.

 

4.       Matters arising:

i)                     New Parish Councillor (Mrs Daly): All forms have now been completed and sent to Monitoring Officer and returned.

Declarations of interest – The New Councillor signed the Declaration of Interest, the Clerk is to

PP                           electronically send copies to Monitoring Officer.

ii)                   Highways Department:
This month’s update from Mr Paul Foot Local Highways Technician at BCC  regarding outstanding repairs:

a)   Defects/Potholes

Reported as a result of last meeting

·         Pavement Brill Road/Maple Court Defect still outstanding - Stuart Campbell, Bucks C.C. Highways Local Area Technician (SC), aware, BCC are awaiting confirmation of resource availability

·         Sewer covers opp. No. 5 Oxford Road BCC has been reported to Thames Water.

·         Drains Brill Road – request for jetting BCC informed us that an order has been issued and works will be carried out when the gully emptier is next in the area.

·         Pothole leaving the village towards Jericho - BCC reported this has not yet been actioned

·         Opposite Catsbrain Farm BCC reported repair was completed 16th May

·         Opposite Bernwood Forest towards Oakley - BCC reported patching order issued – work started 20th May

·         Oxford Road outbound 100 metres before Honeyburge turn - BCC reported no work programmed at present, not marked out, PP to report.

·         The Turnpike – outside No 1 will be resurfaced - BCC reported this has been marked up and order issued – temporary road closure required

·         Brill Road opposite No. 9 - Patch completed 12 May

·         White lining and cat’s eyes at The Foresters  - In discussion with supervisor re: need for road closure

Reported as a result of last meeting

·         Hedges Farm, Worminghall Road on way into village (pothole)

·         Drain Cover corner of Orchard Close and Mill Road collapsed

·         Drain Cover corner of Fenemore Close and Mill Road cracked

BCC reported above items not yet actioned

Reported since last meeting (19/05/2014)

·         Pot hole opposite 27 Worminghall Road,

·         Pavement either side of 27 Worminghall Road is in need of repair

BCC reported no update on progress

b)   Drop kerb at Manor Farm entrance:

PP                              Has still has not been completed, PP to send letter to Mr Curtis, builders

 

c)   Any new defects to report?  - NONE REPORTED

 

iii)             Street signs:

DC                           Opposite Oakley Garage – SC aware – has this been repaired?  - Still awaiting repair – Mr D Cherry will report it at the LAF meeting on 4th June.

iv)                  Highways mowing Bucks County Council (BCC)
Many complaints received regarding mowing areas – Clerk read out an email from Mr T Fowler  of BCC which informed us that regrettably due to financial constraints this financial year the urban grass cutting cycle (including villages) has been reduced from 10 cuts per annum to 6 cuts per annum. This is a 40% reduction which will clearly have an impact on the appearance of grass and grass verges will be much longer between cuts. The first cut took place in Oakley on or about 28 April and the next schedule cut is due 11 June, the cycle of cuts is approximately 5/6 weeks.  Discussion took place regarding mowing and devolved services, and it was decided as this matter was going to be discussed at the LAF meeting tomorrow evening, an update would be given at the next OPC Parish Council Meeting.

v)                   Overhanging Hedges:

                                Although an email complaint has been received regarding Hedges on pavement from the Brookside Gardens it was decided to hold back on sending letters to residents while Councillors take a look at the pavement along Bicester Road and the check if the weeds are from the gardens or the pavement path.

PP                           Chairman asked Clerk to place an article in Oakley Informer to remind residents to trim hedges overhanging footpaths regularly.   

PP                           Chairman asked Clerk to send a letter regarding Hedge cutting to 45 Bicester Road.

5.       Play Area/Playing Field:

i)                     Oakley Playing Field Sub Committee

PP                           The bowling area has not been physically marked out – PP to action. An aerial photograph has been added to “Papers to Note” for circulation of mapped out area.

Discussion took place regarding sewage/electricity for the bowling green.  This will be discussed further at the next Bowling Green Meeting.

ii)                   Grass Cutting complaint
Clerk informed all she had replied to the letter of complaint that had been received.

iii)                  New Bin needed:

PP                           It was agreed to get prices on new litter bin for next meeting

iv)                  Dog fouling

PP                           The cost of larger dog-fouling signs and cost/running cost of extra dog bin will be brought to next meeting

MD                          Oakley Informer article on fouling – Councillor Daly informed all that she had now completed the article and it will appear in next month’s Oakley Informer Issue.

Clerk informed all that email from Suzan Jones of Thames Valley Police had informed her that if Police catch anyone not removing dog mess into bins provided then a ticket would be issued, she also passed on useful information regarding free stickers and posters.

v)                   Footpath in Playing Field:

JM                           No progress on the naming of the ‘new footpath’, the Chairman will raise at meeting with school on 5th June.

JM                           The Chairman has contacted contractors twice over meeting for discussion of starting the path – he has a meeting with them on 5th June.

vi)                  Tree in Playing Field hedge:

DC                           A resident had asked Mr D Cherry if it would be possible to remove the tree near the hedge in the playing field. Mr D Cherry proposed it be removed. No Councillors were prepared to second his proposal. A counter-proposal was made by Mr A. Finn to keep the tree and seconded by Mr R. Craddock. A second vote was taken. Four Councillors voted for the tree to stay – one against. The Chairman informed all that tree would stay in the playing field. DC to report back to resident.

 

6.       Street lights defects:

i)                     Update on 25 Oxford Road lamp post

Clerk informed all that our email has now been passed on to the delivery team for them to investigate what is wrong with the street light column and rectify it for us.

ii)                   Reported April 2014

·         BT6 – Hill View                     Now repaired – take off agenda

·         C2 – College Crescent        Now repaired – take off agenda

·         MR4 – Meadow Close        Now repaired – take off agenda

 

iii)                  Enquiry underway for quotations for following new lamps:

Clerk informed all new email reminder has been sent but -still waiting response regarding quotation:

·         Bicester Road, Churchfield House, between: Bicester Road 7 (BT7) – The Nap turn and Bicester Road 8 (BT8) – Church entrance – Bicester side.  There is an electricity pole in the right place.

·         Middle of Ashfield Rise – no electricity nearby

·         17 Brill Road – no electricity pole nearby

 

iv)                  Any new to report?  - NONE

 

7.       Common Land:

i)                     Laybys on Thame Road

PP / DP                  Discussion took place about the layby on Thame Road closest to Oakley, now that Oxford Reclaim had ceased training and planning for site at British Timber Masters Timber Yard was still being considered by AVDC. It was proposed by Mr D. Cherry and seconded by Mr A. Finn, that the layby be closed. Mr D Pearce will put row of concrete sleepers there as a temporary measure and Clerk will get quotations for Morris Contractors and Mr Pearce to take away the stone and to level the topsoil.

ii)                   Little London Green

JM                           The Chairman reported that after the meeting of the residents of Little London Green it has been decided that they will fill all potholes from the beginning of the road (by Brill Road) to were the private road narrows. Permission was asked for by Chairman for this work to go ahead, all Councillors agreed. Chairman also informed all he had been requested to ask if Parish Council were able to contribute to the cost of the work to be carried out.  Unfortunately it was agreed by all that it would not be possible for the Parish Council to contribute to the work to be carried out as it is a private road. JM to feedback.

 

8.       Anti-Social Behaviour

Burglary on Oxford Road – 15/05/2014

Car broken into The Turnpike – 25/05/2014

Vehicle break in of a number of Range Rovers in the area.

 

9.       Churchyard Extension
The Chairman had received copy of Mr Pearce’s quotation

JM                    Chairman informed all that he is waiting for a call back from Mr Rand contractor of Ashendon for the second quotation. JM to chase again.

 

10.   Defibrillator for Oakley Village:
Update on fund raising:

      The amount raised so far is: £877.50

      The amount of £1,000 was raised at the Tribute Night in Village Hall for Ken Brown.

      Money has been banked – plus £6 Chairman passed to Clerk last month as part of funds raised.

      TOTAL : £1,883.50

      Mr Cherry gave the Clerk a cheque for a further £80 to be added to the fund – plus there is another £125.00 to be collected.

      Chairman informed all that he will be running in the Otmoor Challenge Run on 7th June with all sponsorship collected going to the Defibrillator fund.

PP           Clerk was asked to call Mr Dick Tracy and ask if we could receive a discount on the cost if we bought two.

 

11.   LAF bid for Youth Theatre Group

MD         Progress report – It has now been decided that this will go ahead at the next LAF meeting. (not the meeting on 4th June). Mrs Daly to complete LAF money bid.

 

12.   Report on metal sheets on dilapidated building on Oxford Road

PP           Clerk informed the Councillors of an email received from a resident regarding the metal sheets on the roof of dilapidated building on Oxford Road.  Clerk was asked to reply informing the resident that this was a privately owned building so not for the Parish Council to become involved with.

 

13.   Anonymous emails

PP           The Clerk informed all that the article has been written and will be in the next month’s Oakley Informer.

 

 

14.   SID/Traffic Calming Measures:

DC           Mr Cherry will get a price on list of equipment MVAS team need for the next meeting

 

15.   War Memorial Cleaning

PP           Clerk will have quotations for next meeting

 

16.   Devolved Services

                The Parish Council has received confusing correspondence from BCC and Ringway Jacobs – Clerk explained that

                this has now been resolved and we have received letter informing us we are no longer in Devolved Services.

 

17.     Affordable Housing

MR          Changes to storage of waiting list, to be held by Parish Council – Chairman informed all he had noticed that

                Bucks Home Choice have stated that there is to be a change to storage of waiting list for affordable houses in

                the village and that the Parish Council will be holding the list.  Councillor Rand said he will speak to housing

                department and report back to us.

 

18.     Rights of Way

PP           Bridleway and footpath at Camo Skips reported to be blocked. – Clerk will pass this information onto

                Worminghall Parish Council for them to report to Rights of Way department.

 

19.   Change of Parish Council meeting format

                Chairman informed all that he had been reading how other Parish Council’s hold their meetings and he

                suggested that we change our format and rather than waiting until the end of the meeting for Parishioners to

                ask questions etc., to hold a 10 minute session BEFORE the Parish Council meeting starts for Parishioners to ask

                any questions etc., then if they choose to leave and not stay for the whole meeting they can do so. This change

                was proposed by Mr D Cherry and Seconded by Mrs M Daly so it was agreed that this would be the format as

                from the next Parish Council Meeting on 1st July 2014.

PP           Clerk to put notice in the Notice Board to this effect

               

                The Chairman Mr Mole had to leave because of a domestic emergency and Vice Chairman Mr Cherry took over

                the Chair. 

 

20.   Meetings:

Reports from meetings attended by Parish Councillors since last PC meeting

16th May 2014                        VC commemorative Paving Meeting – Chairman to report at next meeting

27th May 2014                        Parish Devolution Conference – no attendance

28th May 2014                        AVDC Planning Meeting re: 13/03391/APP – OAKLEY

Up and coming meetings:

4th June 2014                          LAF Meeting – Oakley Village Hall

8th July 2014                           Save The River Thame Seminar – Aylesbury

14th September 2014            Civic Service to be held at Brill All Saints Church 3-4.30pm

Autumn 2014 (t.b.c.)             Bucks Great War Commemoration  Group

 

21.   Correspondence:

i)                     Papers to Note:

Open Spaces act now to save our threatened greens

BALC Mail box info

Full Report from County Councillor Angela Macpherson

OPC Copy of End of Year Accounts

ii)                   Papers for Circulation:

Bulletin: 18/19/21/22 2014

TFB News Letter Update – damage to footways and verges.

Arial view of Playing Field photograph for bowling green

 

22.               Planning:

                Discussions took place between the Parish Councillors and Mr Michael Rand regarding the ‘new’ system with

                         AVDC Planning department and the issues it has caused when the Chairman had confirmed with the Planning Officer Paul Hems that he would attend and that the Oakley Planning Application was on the ‘Final Agenda’. However because the Parish Council had not “ticketed” a box on a form with that final agenda and returned within four working days, the case was removed from discussion with no feedback to the attending Chairman, who had taken a day-off work to attend. It has recently been brought to our attention that the box ticking was the ‘agreed’ process, to ensure non-attending ‘time-wasters’ are removed from schedule. No leeway is given – despite OPC having only attended one such development meeting in four years. We must inform AVDC if we are going to attend the meeting by 3pm the day before the meeting is held.  Mr Rand informed us that we should receive an email from Devcon informing us of an up and coming Planning Committee Meeting (if we have planning from Oakley being discussed at that meeting) we must then inform them we will attend. A telephone call to the Planning Officer is not an acceptable method of communication – it must be a ticked form.

                         Mr Rand did point out however, that it has been noticed that for smaller Parish Councils a problem could occur if the Parish Clerk was on holiday and the post was not seen by Parish Councillors until after the clerk had returned from holiday. 

MC          He informed all that this situation was being looked into and he would report back as to the outcome.

 

14/00641/APP – Oakley

Units 7, 8 and 9 Manor Farm, 1 Manor Road, Oakley Buckinghamshire HP18 9QD

Conversion and extension of farm building into No. 3 residential units amendment to 09/00244/APP retrospective

OBJECTION FROM OPC – to attend Development Control Committee, if necessary. – Clerk sent notification

14/00704/APP – OAKLEY

21 Little London Green, Oakley, Buckinghamshire HP18 9QL

Demolition of an existing side extension and erection of single storey side extension

HEREBY-PERMIT

14/01054/APP – OAKLEY

21 Little London Green, Oakley, Buckinghamshire HP18 9QL

21 Little London Green, Oakley, Removal of existing detached garage.  Erection of single storey front/side extension for use as annex

No Objection – OPC

13/03391/APP – OAKLEY

British Timber Masters Timber Yard, Thame Road, Oakley, Buckinghamshire HP18 9QQ

Change of use from timber merchants yard (Sui Generis) to Vehicle Maintenance and Repair (B2) and MOT testing station (B2)

Revisions: Parking Layout; Car Sales removed from scheme; Works to access and wall (additional plan); Amended design and access statement

OBJECTION FROM OPC – to attend Development Control Committee, if necessary.

13/03429/APP – OAKLEY

Land adj and to rear of 22 Worminghall Road, Oakley, Bucks HP18 9QY

Demolition of an existing pre-fabricated garage.  Erection of two detached dwellings and detached garages and store (Amendment of planning permission 10/1412/APP)(part retrospective)

OBJECTION FROM OPC – to attend Development Control Committee, if necessary.

14/00519/APP – WORMINGHALL

Land at Worminghall Road, Worminghall, Ickford HP18 9UN

The use of land for the stationing of caravans for residential purposes for 3 no. gypsy pitch together with the formation of additional hard standing and 3 no. utility/dayrooms ancillary to that use and Stable block for the stabling of horses.

OBJECTION from OPC

14/01070/APP – OAKLEY

43 Worminghall Road, Oakley

Single storey rear extension with 3 No. roof lights raising part of roof to create additional living accommodation within roof space and insertion of 3 No. roof lights to rear and front elevation; erection of front porch.

No Objection – OPC

Revisions to 14/01070/APP planning received on 22nd May and circulated on 22.05.14

Out for Circulation

14/01285/AGN- OAKLEY

Land adj to 53 Brill Road Oakley, Bucks HP18 9QN

Erection of agricultural building for storage of hay crop, tractor and other farming implements including fertiliser and livestock food supplements

No objection – OPC

14/01291/APP - OAKLEY

New Farm, Oxford Road, Oakley HP18 9UR

Erection of steel frame agricultural general purpose building

Out for Circulation

New buildings being erected opposite Cat’s Brain Farm

Mr Rand informed all he had been to see The Enforcement Officer – Mr Finn pointed out to Mr Rand that the Arial photograph shows an L shape building ?  Mr Rand is to have another word with The Enforcement Officer

 

 

23.   Accounts:

The following accounts to be approved for payment:

 

EON paid by Direct Debit                   £   148.92   (this amount has already left the bank on 12.05.2014)

Cheques written 03.06.2014:

Clerks Salary                                         £   236.16

Country Wide Services                                       £   264.00

Aylesbury Mains                                  £   152.76

Oakley Informer                                  £   250.00

Alicia Green                                          £     20.00

Mr T Walker OPC Accounts                                                £   150.00

AON Council Insurance                                       £   566.43

 

TOTAL:                                                   £1,639.35

 

Above payments were proposed by Mr R Craddock and seconded by Mr A Finn

 

Payments paid into bank on Tuesday 27th May 2014 for Defibrillator Fund £1,006.00  

Please note: Total Amount of £1,883.50 has been banked into the Oakley Parish Council Lloyds Bank Account this money is the money raised for the Defibrillator fund, anymore funds added will be banked and noted in future minutes of Parish Council Meeting.

 

End of Year Accounts:

PP           Notice of Appointment of date for the exercise of electors’ rights – Accounts for the year ended 31st March 2014 – NOTICE PUT INTO NOTICE BOARD

JM           Annual Return for the financial year ended 31 March 2014 – All accounts completed and to be signed by Chairman and Clerk and form completed ready to return Mazars

 

24.   Any Other Business:

               

                Mr Finn offered his apologies as he will not be able to attend next meeting.  He informed all that if any mail is accidently put through his letterbox that is needed whilst he is away then Mr Jones has a key.

 

                Discussion took place regarding Cycle Race and how roads in need of repair for the race are being dealt with.

 

ALL         Mr Rand apologised as he will not be able to attend Planning Committee Meeting re Manor Farm Barns. JM had confirmed in writing to Bill Nicholson that OPC will send a representative. Date likely to be 25th June, volunteer to attend let clerk know.

 

                Meeting closed at 09.30 pm

 

               

Please note these are “Drafted Minutes” at the next meeting on Tuesday 1st July 2014 minutes

 will be Ratified and agreed by Councillors and signed by Chairman Mr J Mole

 

 

NEXT MEETING OF OAKLEY PARISH COUNCIL IS TUESDAY 1st JULY 2014 at 07:30pm

First 10 minutes will be open to Parishioners Questions

 

Comments