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March 2016

Draft Minutes

for OAKLEY PARISH COUNCIL MEETING

held on Tuesday 1st March 2016 at 7.30pm

 

Open question time for Parishioners:  One parishioner attended – no subjects brought forward for discussion

1.       Present: Councillors: Mr J Mole (Chairman), Mr D Cherry (Vice Chairman), Mr A Finn, Mr P Kilpin, Mr D Pearce. Mr R Craddock, Mrs M Daly - Clerk to the Parish: Mrs P Pointer – Mr M Rand (AVDC Councillor)

2.       Apologies: Councillors:  Ms A Macpherson (BCC Councillor)

3.       The minutes of the last meeting held Tuesday 2nd February, were proposed for approval by Mr D Cherry and seconded by Mr D Pearce and signed by the Chairman

4.       BCC Highways Department / Transport for Bucks (TfB): Updates from TfB technician Mr I Crome (IC) in italics.

i)         Worminghall Road overlay:

IC: Previous update “This work will commence sometime between May and August 2016. The parish will be advised prior to works commencement.”. Pending

ii)       Reported road defects:

The Turnpike (and Foresters) –ongoing since 2012: IC: Previous update “Arrangement is in process to coincide with potential re surfacing scheme work at The Foresters.”. Pending

Bicester Road – Junction with Hillview. This is crumbling away due to excessive water collecting at the entrance to Hillview. IC: Previous updateAny historical imagery that the PC can provide showing standing water and where it sits and moves at this junction would be very useful, in order to fully understand how the water behaves in heavy rainfall. The information would help in remediation proposals for the future.” No update, so take off agenda.

JM           Worminghall Road/ College Crescent junction - reported Feb 2016 – reference: 4011628. IC: Defect does not appear on system. JM to raise again.

Brill Road – reported Feb 2016 – reference: 40012877 Size of pothole 56cm, depth 6cm. IC: Defect is not at intervention limit, however Paul Foot (TfB) will patch the area.

Brill Road - reported Feb 2016 – reference: 40012878 Size of pothole 100cm, depth 5cm. IC: Defect is not at intervention limit, however Paul Foot (TfB) will patch the area.

Manor Road – reported Feb 2016 – reference: 40012879 Size of pothole 28cm, depth 7cm – COMPLETED – take off agenda

iii)      Reported pavement defects:

TfB          Pavement Brill Road/Maple Court still outstanding – reported Aug 2012. – IC: Previous updateThis is still being considered low priority, therefore remedial works is likely to take place financial year 2016/2017” Mr Mole emailed 16th February 2016 to get this done earlier. Awaiting response.

Pavement on Manor Road opposite Manor Farm – crumbling – reported Oct 2014. Previous updateThis is still being considered low priority, therefore remedial works is likely to take place financial year 2016/2017”. Pending.

Pavement in College Crescent outside No.50 - reported Apr 2015. Mrs Macpherson has emailed TfB regarding this matter. IC: Previous update “Order has been raised to repair this defect”. COMPLETED – take off agenda

iv)      Reported drain defects:

PP           Manor Road drain cover – reported Oct 2014. – This has already been reported to Thames Water (TW) in February 2015. Awaiting RC to confirm location so Clerk can re-report. Update given Clerk to report the drain is between Primrose Cottage and Mr Kerrigan’s property.

v)       Other defects:

TfB          White lining and cat’s eyes at The Foresters reported May 2014— IC: Previous update “An order will be raised for road markings and road stud replacement. Update required.

TfB          Tree (next to BT10 – opposite Rambler Cottage) needs cutting. This was reported Aug 2014. TFB have said that after looking at the tree it does not meet an intervention limit. Mr Mole has spoken to IC and pointed out this is not an overgrown hedge/tree, but a tree obscuring a street light. Awaiting TfB response.

JM           TfB reported that house names and numbers must be visible from the road. Mr Mole to put notice in Oakley Informer re display of house numbers and names.

                Willow tree opposite Leatherslade Farm ready to fall into road. Clerk has reported to TfB IC: This tree will be inspected and reported report received from a qualified arboriculturist stating tree is safe. Take off the Agenda.

AVDC     Oakley road signage. IC reported that road signage in Oakley needs to be replaced update required from AVDC, since this is their responsibility, rather than BCC.

vi)      New road, pavement or drain defects to report

PP           Oxford Road towards Jericho, large pothole on left hand side as leaving the village.  – Clerk to report.

PP           B4011 subsidence noticed on both sides of the B4011 between The Foresters and Touchbridge turn – although this is Boarstall, Clerk to report.

5.       Play Area/Playing Field:

i)         Playing Field Survey Group Meeting 31.01.2016

Clerk has received the outline plan of the playing field from the Committee and emailed to Councillors. Take off agenda.

ii)       Acorn Trail (footpath)

JM           Update on LAF lighting submission. – LAF submission forms have been completed and returned. Update from LAF meeting 10th February 2016. – Mr Mole reported that this application had been turned down as it did not comply with the guidelines needed.  Mr Mole has be recommend that he re-submits.

AF/PK    Clerk has emailed Mr Haynes re problem with cracks on the new footpath. Update on progress. No update from Mr Haynes, but it was decided that Mr Kilpin and Mr Finn, will look at the area again and report at the next meeting.

iii)      Dog waste bins

RC           Mr Craddock confirmed we had received part of the order, awaiting rest of order. Mr Craddock did not have an update on this matter

iv)      Bowling Green ‘peppercorn’ contract

The Peppercorn rent contract has now been signed by both parties and a cheque for £21 to cover the rent for 21 years (next due 2037) was passed to the Clerk to bank by Mr Mole.  Copy of the contract will be kept on file. Take off Agenda

v)       Wickstead repair to Children’s Playground

Clerk reported that a letter from Wickstead has confirmed that they have credited our account and we will not be paying for the pins on the Proludic Children’s playground equipment. Take off Agenda

vi)      Bowling Green actions

                Request for erection of notice board.  Mr Mole informed all that the Bowling Green had requested the erection of a notice board at the Bowling Green site.  It was agreed to allow this as it will not be taking up space in the playing field but will be erected against the Bowling Clubs shed. Mr Mole to feed back to Bowling Club. Take off Agenda

                Shrubs planted by ‘bowling green’ shed. Mr Mole informed all that the shrubs that have been planted by the bowling green shed are not permanent, but are there to replace if any of the original plantings die. Take off Agenda

vii)    Skip in village hall car park

Mr Mole informed all that the skip in the village hall car park, was a request from the new people moved into the house between Mr Walker and the last house before village hall.  Mr Mole had given permission and it will only be there for a short while. Take off Agenda

6.       Street Lights:

i)         Enquiry underway for quotations for following new lamps:

·           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

RC           Mr Craddock to follow up.  No update

ii)       Outstanding defects or defects reported in the last month:

None

iii)      New defects:

PP           Mill Road light (M6) not working again despite being mended last month. Clerk will report

7.       Local Crime:

None to report

8.       Youth Meeting

JM           Mr Mole as unable to update on conversation with Charity regarding some funding for the Youth Meetings, since no Charity meeting had been held. Carry over to next meeting.

PP           It was agreed to book meeting for March 14th 2016 as hall booked on 7th March. Clerk to book hall from 7 to 9pm

PP           The Clerk to obtain a DBR check. Clerk not yet received this.

9.       Churchyard extension:

                Mr Chamberlain has now planted hedges, waiting for decision to be made on Mr Chamberlain’s offer of extra weed control. Area is very dense with nettle, thistle and cleavers. He has offered if we do not have this in our budget to do it FOC in April.  It was agreed to add this to next month’s Agenda to discuss if we have a budget for this weed control.

JM           Invoice has been received –councillors to decide on method of payment bearing in mind Mrs Mavis Porter has          agreed to pay. Cheque agreed and signed for Mr Chamberlain and Mr Mole to speak with Mrs Porter.

10.   Plaque for Village Hall defibrillator:

JM           Plaque for Mr Ken Brown – the plaque ceremony will take place on March 12th 2016 at 3pm. Mr Mole to arrange.

11.   War Memorial

DC           Mr Cherry confirmed this work has not yet taken place. Mr Cherry to chase.

12.   Parking in College Crescent

                Mr Cherry confirmed that the meeting between Mr I Crome (TFB) and representative from Aylesbury Vale Housing Trust.  He told all that the meeting did not really decide anything other than if the bungalows were going to have driveways these would have to be completed as and when people moved out and new people moved in.  Although Mr Cherry confirmed that he was also informed that there was no available funding to do this.  It was also discussed by Mr Mole that a parishioner had written to Mr Bercow regarding this matter and he has informed her that he will raise it with AVDC.

PP           It was also agreed to inform Angela Macpherson (BCC Councillor) of the outcome of the meeting

13.   Door Step Selling

PP           Clerk is waiting for reply for Trading Standards, to be chased.

14.   Defibrillator for First Response Team

Mrs Daly has emailed and awaiting a response.

PP           Clerk reported still waiting for cheque from Ickford Parish Council, to chase.

15.   Bus services: 

JM           Mr Mole informed all that he will update after the meeting to be held on 3rd March 2016 in Waddesdon.

                He also confirmed that the Bicester bus has now stopped and the Oxford Bus will be stopping shortly.

16.   Listing of The Royal Oak

Mr Mole confirmed to all that the Listing for the Royal Oak had been turned down due to the fact that although the original building was first recorded in 1756, which would automatically qualify it for listing, because of the many alterations made over the years to the exterior and interior of the building it would not be listed.

JM           Mr Mole said he has 28 days to appeal and will consider any response.

17.   Neighbourhood Plan:

After the meeting held on 23rd February 2016 with local parish councils, discussions took place with regards to if it would be in Oakley’s best interest to have a Neighbourhood Plan in operation.  It was agreed that at present this could be quite costly, but Mr Mole reported that at the next meeting of the local parish councils, a representative from AVDC would discuss the pros and cons of a Neighbourhood Plan.  After this meeting (no date set at time of this meeting) OPC will discuss this matter again.

It was agreed that there would have to be a referendum in the village if this went forward and also agreed to be kept on agenda for further discussion.

18.   Devolution

Agreement to sign and be part of Tranche 2 of BCC devolution was proposed by Mr D Cherry and seconded by Mr P Kilpin all in agreement.

JM           Mr Mole confirmed that BCC have been asked that all hedges, rights of way and road signs are brought up to standard before we take over the Tranche 2 devolution.  BCC have asked for a list of outstanding works, Mr Mole to email and confirm.

19.   Oakley C of E School building plans

Mr Mole updated all with the School building plans (showing the plans to all present) he confirmed a new reception area, new head office, library extended, and an upstairs area for the teachers.

JM           Mr Mole has been approached to write to all parents regarding the parking at the school, asking for parking to be in the Village Hall Car Park and the new path used to the school.

20.   Parking in Elmwood Close

PP           Complaints of almost permanent parking on pavements, especially odd-numbered houses 1, 3, 5, 5a and 7. Mr Mole asked clerk to write letters to residents.

21.   The Turnpike Post Box relocation

Mr Mole confirmed that the Turnpike Post Box will be relocated to Ashfield Rise, outside Number 1 on the grass by the Ashfield Rise road sign. Take off Agenda

22.   43a Bicester Road

PP           Grassed area, turned into mud patch by construction vehicles. Clerk asked to write letter, asking resident to re-instate the rutted grassed areas on both sides of his driveway to a satisfactory condition.

23.   Meetings:

Reports from meetings attended by Parish Councillors since last PC meeting

Wednesday 3rd February 15:00 - College Crescent parking site meeting (see minute 12)

Tuesday 9th February 10:00 – Parish council finance (precept) training (see minute 25)

Wednesday 10th February 19:00 - Haddenham LAF meeting – It was reported that a lot of the LAF studies are spent on Feasibility Studies that come to nothing. Mr Cherry did get LAF committee to agree that a separate meeting should be held in future to discuss budgets.  It was also noted that although our application had been turned down for funding and was not even on the agenda for consideration. (see minute 5ii)

Thursday 11th February 19:00 - Elmwood Close planning follow-up meeting

Tuesday 23rd February 19:00 - Local Parish Councillors mtg. in Shabbington (see also minute 17)

Wednesday 24th February 19:00 – Strategic vision – Oakley School (see minute 19)

Future Meetings:

Thursday 3rd March 19:30 – community transport event, Waddesdon

Saturday 12th March, time 15:00 – ‘Official unveiling’ of Ken Brown memorial plaque. All Councillors invited.

Saturday 23rd April 10:00 – Buckinghamshire Remembers WWI – JM to attend.

24.   Correspondence:

Papers to Circulate:

·         10 Golden Points on why to prepare a Neighbourhood Plan (see also minute 17)

25.   Planning:

i)         New Planning Consultations:

ii)       Decisions since last meeting:

a.                    15/04333/APP - Royal Oak PH 2 Worminghall Road Oakley Buckinghamshire HP18 9QY Two storey side and rear extensions and alterations to the existing building and its subdivision to create two 3-bedroom properties with parking and amenity space. OPC objected. Planning REFUSED in February 2016.

PP/JM                    Mr Mole also informed all that the recent Planning Application for the new houses on the site incorporating The Royal Oak Building, has been turned down by AVDC planning, he suggested a letter be written to the Agent (Jake Collinge) for The Vale Brewery, asking if they would like to have a meeting with Oakley Parish Council to discuss the future proposals for the use of the Royal Oak Building which would be in keeping with the villages wishes, and provide a way forward for The Vale Brewery.  All agreed the letter should be sent.  Add to April Agenda.

b.                   14/00519/APP – Worminghall - Land at Worminghall Road, Worminghall, Ickford HP18 9UN. APPEAL. 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. AVDC Refused 15 Dec 2014. Appeal held by Planning Inspectorate on 29th September. Appeal was successful: Planning was APPROVED in February 2016 for the next 3 years before a review. Take off Agenda

c.                    15/04374/APP – Land rear of 25 Oxford Road Oakley, HP18 9RD – Erection of dwelling and detached garage (Amendment to design, form siting and curtilage area of Plot 5 dwelling approved in outline under ref. 14/02880/APP and approved in detail under ref 15/02344/ADP. APPROVED in February 2016, work will start in May 2016. Take off Agenda

 

iii)      Awaiting AVDC or Planning Inspectorate decision:

a.                    15/02299/AOP – OAKLEY – 58 Worminghall Road, Oakley, Bucks HP18 9QY – Outline application with access and layout to be considered and all other matters reserved for the demolition of the existing dwelling and the erection of two detached two storey dwellings with access, parking and amenity space. OPC no objection AVDC awaiting decision.

b.                   15/03473/APP – OAKLEY – Land adjacent and to rear of 22 Worminghall Road, Oakley HP18 9QY. Demolition of an existing pre-fabricated garage. Erection of two detached dwellings and detached garages and store Amendment to Planning Application 13/03429/APP for single rear addition to Plot 22A and conversion of side roof into en-suite). OPC: 2 Objections from Parish Councillor 4 No comments, 1 no vote. AVDC Awaiting decision.

c.                    15/03938/APP – OAKLEY – 20 Manor Road, Oakley HP18 9QT Erection of rear conservatory. OPC “no objection”. AVDC awaiting decision

d.                   15/04368/APP – New Farm, Oxford Road, Oakley HP18 9UR – Erection of detached dwelling with access, parking and amenity space (amendment to planning permissions 12/00161/AOP and 15/01638/ADP. OPC no objection-waiting AVDC Decision.

e.                   16/00141/AOP – Outline Planning Permission for 12 houses adjoining Elmwood Close. Out for circulation with OPC from 15.01.2016

f.                     16/00244/APP – 4 Mill Road, Oakley, HP18 9PX – Two Storey Extension. No objection OPC awaiting AVDC decision

26.   Accounts:

i)         Internal audit

PP                 Appointment of internal auditor, since Mr A. Walker is currently incapacitated.  Discussions to place to ask     Clerk to contact Accountancy Companies to represent us for the internal audit.  Mr Rand kindly gave two names for Clerk to follow up.

ii)       Asset Register

PP                 Discussion on what needs to be on register and any steps required – It was agreed we need to look at the Asset Register and to update.  For example, the Bowling Green needs to be added to this.

iii)      Feedback and actions required from financial training course.

Parish Council PC/laptop to be purchased – this was not discussed fully, to be added as agenda item in April meeting. Add to April Agenda.

Mr Kilpin reported the course was very good and pointed out the importance of the Internal Auditors to review our processes, as well as checking financials.

 

iv)      Monthly Cheques for February 2016:

Clerks Salary and Expenses                                                                              £225.00

EON paid by DD 11.02.2015                                                                             £204.65

Bucks Playing Field Ass                                                                                        £20.00

Mr N Chamberlain (tree planting)                                                                 £1089.06

Mr W Green Litter picking                                                                                  £25.00

Mr John Mole – copying and laminating Playing Field maps                         £30.00

TOTAL                                                                                                               £1,594.25

 

Proposed for payment by Mr D Cherry and seconded by Mr D Pearce.

27.   Any Other Business:

Applications for New Homes Bonus Funding. The NHB scheme will fund projects where there is a demonstrable need for significant capital investment or revenue to help with the provision of community amenities associated with growth and that have tangible benefits for the community. Potential applicants must complete an Expression of Interest form as early as possible in their project planning, available to complete online at: www.aylesburyvaledc.gov.uk/newhomesbonus . Add to April Agenda.

AF                 Question was raised regarding Oakley Football Club, Mr Cherry informed all that they are hoping to reform next year in a lower league.  Mr Finn to speak with Mr Durndell. Add to April Agenda.

JM                 Mr Mole informed all that as the seat outside the school is damaged he has bought the slat and will sort.

                      It was agreed after discussions that any meetings on behalf of the Parish Council, other than the one Monthly meeting held at the Village Hall, will be chargeable. This was proposed by Mr D Cherry and seconded by Mr R Craddock and agreed by all.

PP                 It was agreed to add to next month’s agenda a discussion regarding ‘Kissing Gates’ replacing styles on footpaths OAK/15/4 and OAK/12/6 in the village. Also the removal of ‘Kissing Gates’ on footpath OAK/19/2 in middle of a field on Oxford Road past New Farm, where a hedge/fence has been removed several years ago. Add to April Agenda.

PP                 Discussion took place with regards to presenting a Commemorative Medal for the Queens 90th Birthday celebration to children at Oakley School.  It was agreed to add to next month’s Agenda, but was then proposed by Mrs Daly that an amount of up to £200 be spent this was seconded by Mr Mole and 4 Councillors agreed with the decision. Clerk to arrange for ordering £200 worth of medals immediately to ensure these are available for the 90th birthday. Add to April Agenda.

 

Meeting ended at 09:40pm

 

Please note these are “Draft Minutes” and at the next meeting on Tuesday 5th April 2016 minutes will be ratified and agreed by Councillors and signed by Chairman Mr J Mole

 

Next Parish Council Meeting to be held at 7.30pm Tuesday 5th April 2016 at Oakley Village Hall 

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