MINUTES OF THE MEETING OF APPLETON WITH EATON PARISH COUNCIL

held on Monday 1st March 2010 in the village hall at 7.15pm

PRESENT: Mrs Liz Gilkes, Mrs Sue Hine, Mrs Sara Murray, Mrs Claire Salmon, Mr Howard Thomas (in the chair), Mr Andy White Also Present: Sanchia Prickett (part of the time), Keith Stammers and the clerk.

10/29 APOLOGIES FOR ABSENCE: Mr Phil Neale.

10/30 PUBLIC SESSION: Mr Stammers reported that the NAG visual audit is provisionally booked for the 19th March.

10/31 NEW COUNCILLOR: The Council had voted to co-opt Mrs Liz Gilkes to the seat left vacant by Mrs Uren’s resignation. Mrs Gilkes signed her Declaration of Acceptance of Office and was welcomed to the council.

10/32 ELECTION OF A VICE-CHAIRMAN: Mrs Murray was nominated for the post of Vice-Chairman and left the room while a vote was taken. She was duly elected as vice-chairman of the council for the remainder of the year.

10/33 MINUTES OF THE LAST MEETING: The minutes were agreed to be a true record and signed as such by the chairman.

10/34 FLOODING ISSUES:

Mrs Sanchia Prickett updated the council on the flood group’s recent actions. Before the end of March, Mr Snow will provide the clerk with a letter confirming where Aquasacs and pumps will be stored, for her to send on to the Vale and request release of the grant. Mr White had obtained more favourable quotes for some items. It was agreed that the council was happy with the proposed storage locations and with the items to be purchased. The Aquasacs will be provided to households who were affected in 2007. The council was reminded that they have a 5 year life. Oaksmere: Mrs Salmon had been given more information about the existing drainage.

10/35 MATTERS ARISING FROM THE MINUTES OF THE 1ST FEBRUARY MEETING:

1. A420 bus stop: Information still awaited.
2. Village Pond Area: Mr White had measured the area and thought that 5 cars could be parked. The council was reminded that its standing orders don’t allow it to rescind a resolution within 6 months and the issue was deferred. Mrs Knight had reported damage to cars parked at the side of the road and suggested that this was a consequence of the street light being turned off overnight. It was agreed that the council will make the area safe and will obtain prices for a fence to separate the parked area and the pond.
3. Condition of the Green Lane: No progress. The footpaths officer has agreed to inspect the path and speak to the farmer about remedial work if necessary.
4. Community Plan: The results were reported at the meeting and were distributed in numerical form in the Advertiser. The £25 cash prize was won by Patti Tuckwell. The Steering Group will meet in the next month to begin to draw up an action plan.
5. War memorial cleaning: To be carried over.
6. Maintenance, Eaton Road: The council had agreed to employ Oxford Tree Surgeons to fell a dead tree and cut back ivy and brambles as this was too big a job for Mrs Page. Some of the wood will be sold for firewood and the Jeffreys kindly offered to burn the brambles on a bonfire in Long Close when the weather permits.

10/36 COMMITTEES AND WORKING GROUPS:

It was RESOLVED to adopt the Terms of Reference for the Appleton with Eaton Playground and Recreation Area Working Group.

There was discussion about the relationship of committees to the Parish Council. The clerk had explained that subcommittees should properly refer to an intermediate tier.

It was RESOLVED to form a Leisure and Recreation Committee. Councillors will meet to discuss terms of reference for the new committee then will hold liaison meetings to introduce it to the sub-committees.

It was RESOLVED to form a Rainwater and Flooding Working Group.

10/37 SCHOOL AND ROAD SAFETY MEETING:

Minutes of a meeting held on February 3rd had been circulated.

Keith Stammers has kindly offered to carry out a risk assessment of school parking. He needs more data but hopes to have something for the next parish council meeting.

OCC have offered the school a minibus which could be used to collect children from Southmoor, provided the school finds volunteer drivers. The council has agreed to try to help with this.

Mandy Rigault from OCC had asked whether the council would fund the provision of a pedometer for every child to encourage them and their parents to walk to school. It was decided that this would not be an appropriate use of council funds. The parking leaflets have not gone out to parents as agreed and the clerk will contact the school.

10/38 ACCOUNTS:

10/39 REPORTS FROM SUB-COMMITTEES AND EXTERNAL MEETINGS

1. Broadband: The committee formed after the public meeting will meet on 2nd March. The Council will be kept informed of actions.
2. Playground: The committee is making the Playbuilder grant application on 8th March. The council has written to David Gow regarding a lease on the land in Badswell Lane. The group has been asked to contact the Dick family who own the adjacent land
3. Sportsfield: No report.
4. Tennis Club: Some grant applications have been sent out, unfortunately some in the name of the tennis club, which would mean that the council would not be able to reclaim VAT on the work it was spent on. The chairman has clarified the conditions under which VAT may be reclaimed. The chairman reported that the tennis club has been offered an interest free loan of £5,000 from the LTA and the club has asked for the council’s approval. The clerk has investigated the conditions under which a council or its committees or sub-committees may apply for loans. It was agreed that the club be asked to provide information about the pavilion project and the club’s financial status.
5. Village Hall: Mrs Murray reported the following: The hearing loop was installed over half term, but the amplifier wasn’t working and will have to be replaced. The invoice will be paid once this has been done. Stephen Barratt will stand down as chairman at the AGM in June. Richard Clanfield has agreed to stay on as bar manager. The audited accounts have been returned for the year to the end of April 2009.
6. Website: The editor queried whether opening hours of local stores should be included and it was agreed that this was unnecessary.

10/40 CORRESPONDENCE:

Oxford Green Belt network: membership. It was agreed not to subscribe this year.

10/41 MATTERS FOR REPORT: OCC: Road Traffic Order for parking restrictions in Badswell Lane during works by the Environment Agency at Northmoor Weir. The council had not been consulted about the route it is proposed works traffic will take. A meeting has been arranged for Tuesday 2nd March with the EA and their contractor. It was agreed that they council will ask the Environment Agency to consider an alternative route and an alternative to parking restrictions.

10/42 NEXT MEETING: The next meeting of the Parish Council will be held on Tuesday 30th March 2010 at 7.15pm in the Village Hall. There being no further business the meeting closed at 10.10pm.