Minutes of Parish Council Meeting on 14 November 2011

Draft Minutes of Appleton with Eaton Parish Council Meeting

held In the Village Hall

on Monday 14 November 2011 at 7.15 pm

Present: Mrs Claire Salmon (Chairman), Mrs Sara Murray (Vice-chairman), Mrs Liz Gilkes, Mrs Sue Hine, Mr Keith Stammers, Mr James Mansfield, and Mrs Anna Yalci.

Also Present: Mrs Tian Davidson (Clerk), Mrs Pam Feast (Liaison School Governor), Mr John Wadeson, Mr Graham Rose, and later Mrs Natalie Crawford.
                                                                                                                                                 
11/133 Apologies for absence: Mr John Woodford (District Councillor).
 
11/134 Declarations of Interest: None.
 
11/135 Public questions and statements:
  1. Mr John Wadeson reported the littering of aluminium cans (mainly Carlsberg) in the Eaton to Appleton straight. He was reassured that the Village shop does not sell that brand. Mr Stammers agreed to monitor and for Mrs Davidson to make a report to Colin Marshall of the Vale. Council thanked Mr Wadeson for his efforts of picking up litter during his walk.
  2.  Mrs Pam Feast gave an update from Appleton school. There are 156 children (the figure should be 162, confirmed after the meeting) and 43 live outside catchment (lowest figure). The school bus has 20 children using its service. The current pupil intake is 20 per year but due to shortage of places in the city, the school had to take more pupils. The Governors are considering increasing the school intake to 26 per year to ensure the school stays financially viable, as finances are going to change drastically in 2 years’ time. All years have separate classes except for Year 5. The plan is to build another class room and have the ICT/library room back. Mrs Feast reported that the Governors are aware of the parking problem and would like a joint letter with Council to go out to parents. Mr Mansfield mentioned that Council has a letter and a map to go to villagers and parents, to help reduce this problem. Mrs Feast mentioned that although the school is not required to have a Community Governor, it has 7 of the Governors living in this community, 4 are staff members and one Governor is appointed by County Council. Mrs Feast will plan to come to the February and May 2012 Council meetings. Council suggested the use of the Advertiser by the school to inform and engage the Parish. Council thanked Mrs Feast for her report.
  3. Mr Graham Rose emphasized that a Community Governor would be helpful wearing the ‘Parish’ hat as opposed to the current Governors, wearing their ‘Foundation’ hat. He noted that some progress has been made regarding traffic problem but highlighted the problem of parking and blocking on dropped curbs.
  4. Mrs Natalie Crawford reported the progress on the playground project. She had received the invoice from Anthony Stiff Associates Ltd; drafted the WREN letter and requirement of £5k to Waste Recycling Group Ltd; estimated that the opening would be in the Spring’12; the ground has not been seeded due to it being too wet but it would take 5 days to establish with good conditions; the Committee will review the conditions of the WREN grant; Council has received 5 tenders ranging from £93k - £120k without VAT. Ms Carolyn Place will review the two lowest tenders and make her recommendations. The Committee will start looking for donations of tress and plaques. Council congratulated Mrs Crawford and Mrs Biltcliffe for their Community awards from the Vale.
 
11/136 Minutes of the last meeting: The minutes of the 10 October 2011 were signed except for minor changes made namely, 11/111 – ‘they were happy’ with 4.15pm’; 11/122 – Mr Stammers ‘would investigate’;  and signed as a true record by Mrs Claire Salmon.
 
11/137 Matters arising from the 10 October meeting and not appearing elsewhere on the agenda:
1.          Storage of Title deeds owned by Council – Council authorised Mrs Davidson to purchase of the safe;
2.          Blue Plaques in village – Council agreed to the request made by Mr John Evans (History Group), and delegated to them to deal directly with the Vale regarding any recommendations for Blue Plaques in the Parish;
3.          Parking near school – Updates received and Council to consider the joint letter suggested by the School to parents;
4.          Bike Rack – waiting on costs for 2 bike rack or 4/more rack; Mrs Davidson to inform Laura Hitchins of the proposed site which is on a piece of land opposite the entrance to the Sandpit off Oaksmere;
5.          Album in Chest – updated by Mr Stammers who suggested that the book be lifted off the base of the box and Mrs Davidson to ask if Rev Lyn Sapwell will arrange for the box to be occasionally opened for airing. 
11/138 Standing orders, and amendments: Council amended the decision regarding the arrangement of the ‘round robin’ for responses to planning applications falling between meetings as it was unlawful and agreed that Mrs Davidson would try and get an extension, if that fails, Council will hold a Planning meeting.
 
11/139 Northmoor Weir: Council received the latest update from the Northmoor Weir Campaign Group (NWCT) and agreed that any emails from NWCT requiring Council’s response would have it highlighted as such. Council agreed they wished to see all correspondence from NWCT.
 
11/140 Appleton Playground Lease: Council agreed to chase David Gow to sign the lease; Council agreed to pay Waste Recycling Group Ltd £5k as third party funding received from Sovereign Vale Housing, towards the WREN grant application. Council agreed to pay Anthony Stiff Associates Ltd for its second invoice and to wait on Carolyn Place recommendations on the tenders received.
 
11/141 Speed indicator device: Council agreed that Mr Stammers will enquire about borrowing a device from the police. Mrs Hine reported that the road safety issues highlighted from the Community Plan are being tackled now.
 
11/142 Auditors’ report and Annual returns for 31.3.2011: Council received the Auditors’ report and approved the display of Annual return for 31.3.2011 on Parish Noticeboard.
 
11/143 Liaison Governor of School: Council agreed to review the joint letter suggested by the school. Council also wanted to issue the letter and map to villagers and parents. Mr Rose agreed to put them on the web. Council agreed to make a request to the Governors of the school, to reinstate the policy of appointing a Community Governor who will be nominated by the Parish Council.
 
11/144 Car Parking charges at Park and Ride: Council decided that they would not express their objection on this matter. The car park now has spaces to park.
 
11/145 Sand, grit and Aqua Sacs:  Council did not accept the 1 ton of sand offered by OCC; Mrs Davidson to chase on the grit box; and Council approved (retrospectively) the grant application to the Vale for £1,000 to purchase more Aqua Sacs for the Parish. Mr Mansfield reported to Council that he has been elected Chairman of the Flood Group and updated Council on their plans concerning storage sites, maintenance of equipment, training and current details on paper and the web concerning contact lists in the event of a flood. The Flood Group will issue a protocol or manual of procedures to be kept and updated and have one meeting per year. This will form the template towards other emergency groups. Mrs Teresa McCarthy would be offered as a useful contact, a copy of the ‘contact details’. Council thanked Mr Mansfield for his input. Mr Stammers mentioned that he will be involved with a ‘Snow group’.
 
11/146 Littering in the Eaton to Appleton straight: It was agreed that it would not be a Council action but Mr Stammers and Mrs Hine have volunteered to monitor and take action as necessary.
 
11/147 Garden Club request: Council agreed to the Garden Club request to plant bulbs at entry points to village and various pots with flowers (on a temporary basis) to commemorate the Golden Jubilee in 2012.
 
11/148 Vale interim Housing consultation: Council considered the Vale’s strategy for more houses to meet demand and the allocation of 29 houses in the Parish. Council did not approve of 29 houses planned but would consider smaller number of units (3-4) which are good quality, affordable, in keeping with a small parish, and eco-friendly. Council would consider self build following the same criteria. Mrs Davidson will attend a working meeting on 17/11/11 in Wantage.
 
11/149 Insurance for farmers: Council agreed that Mrs Davidson should notify farmers that they have to register with OCC to be covered under their insurance if they intend to help during severe winter periods.
 
11/150 Road maintenance and potholes: Council raised the issues that should be discussed with Chris Grain. Mr Stammers, Mrs Hine and Mrs Davidson will be meeting him. Mrs Salmon raised the issue of damage made by Thames Water at Fettisplace Close. Mrs Davidson reported to Council that Thames Water will make good after they finished and if they haven’t, we should report to Thames Water with a picture of the problem.
 
11/151 Planning: 
(a)Considered since the last meeting:

 
 
 
 
 
 
 
 
(b) New applications:
(i)
GR/TW/PD/18/01/02
Works on Trees- at The Barn, Appleton – treatment to 3 trees
The Barn, Appleton,
 OX13 5
Council response:
No objections.
 
 
 
 

 
11/152 Town and Parish Council Forum 2011: Mrs Davidson will attend the meeting on Council’s behalf, on Wednesday 23/11/11 from 5.30 – 9pm at Wantage Civil Hall.
 
11/153 Accounts: authorised payments
1. 0027 -Nick Hester (Accredited Woodworking) £ 900.00
2. 0028 - Slade Legal (for Darbys fees and playground rent to AH Cornish Ltd) £ 1,900.50
Authorised at meeting:
3. 0029 - Mrs T Davidson – October 2011 salary (net) and expenses £ 321.19
4. 0030 - BDO LPP – auditors’ fees for 31.3.2011 £ 510.00
5. 0031 - Yewtree Contractors Ltd (Sept cut) £ 119.70
6. 0032 - Anthony Stiff Associates Ltd £ 2,160.00
7. 0033 - Waste Recycling Group Ltd £ 5,000.00
 
11/154 Publications and correspondence: Circulated to members for comments.
1. Oxfordshire Association of the Blind – request for funding
2. Vale of White Horse Corporate Plan consultation – deadline 3/1/12
3. ORCC – news bulletin Sept’11
4. The Queen’s Diamond Jubilee Beacons – Light a beacon
5. Letter from Mr Toby Blackwell re Donation of £450 towards the Parish Noticeboard
6. ORCC Annual Review – 2010-2012
7. Oxfordshire Repatriation Memorial Bell Appeal – request for donation
8. Came & Co – Parish Matters
 
 11/155 Matters for report: To raise matters for discussion without decision or items for next meeting.
1.    Remind organisations seeking grants to submit their request in writing;
2.    Budget 2012-2013, and approve of precept;
3.    Loan repayment to OTLA of £1k;
4.    Trees/branches overhanging on footpaths.
5.    Snow Day for winter preparedness
6.  Dog fouling
7.    Streamline communications with a policy for use of emails and discussions
 
 11/156  Date of the next meeting: To decide the next meeting of the Parish Council to be held on Monday           12 December 2011 at 7.15 pm in the Village Hall (this was re-arranged after the meeting for the 13 December 2011 to be held at the Sportsfield Pavilion)
 
Signed by Mrs Claire Salmon
Dated: 13 December 2011

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