Draft Minutes of Appleton with Eaton Parish Council Meeting held In the Village Hall at 7.15pm on Monday 11 June 2012

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

Also Present:  Mrs Tian Davidson (Clerk); Mr John Woodford (District Councillor); Mrs Natalie Crawford and later Mrs Stevie Biltcliffe

12/25  Apologies for absence: Mr James Mansfield.

12/26  Declarations of Interest: None.

12/27  Public questions and statements:

1. Mrs Crawford reported on Playground project:  JubileePark had to be closed due to flooding and notices were put on website and notice board.  Drainage was discussed and it was agreed to get quotes from local contractor, Rob Ford and Playground Services Ltd.  Mrs Crawford updated Council on monies donated for trees, benches and will check on possibilities of donations for the table.  Feedback from all age groups of the Park was very good.  A donor has given a temporary wooden gate.  The Playground Committee needs to consider the ongoing management and maintenance of JubileePark.  The Committee will consider applying for grants for the adult exercise equipment.  Council thanked the Playground Committee for all their work.
2. Mr Woodford mentioned the following:

i.  Grant for capital – Mrs Davidson would make enquiries to the Vale;

ii. Planning – If there were any issues relating to not publishing responses of Council, the error should be reported to Mr Adrian Duffield ( Head of Planning).

12/28  Minutes of the last meeting: Council authorised the signing of the minutes of the 14 May 2012 as a true record by Mrs Salmon.

12/29  Matters arising from the 14 May meeting and not appearing elsewhere on the agenda:  Mrs Davidson reported to Council in her report as follows:

12/1 – Mrs Salmon signed the declaration of acceptance book on 11/6/12;

12/6 – Booked those dates for 2012-2013 with Richard Clanfield;

12/11 – Sent letter to Mrs Watts with the revised map for parking;

12/11/5 – Sent thank you letter to Mrs Watts and paid Mr Dick for the rent for 2011-2012;

12/12 – Arranging the accounts to be internally audited by Mrs Wanda Todd; VAT inputs claimed from August 2010 to May 2012;

12/13 – Awaiting a reply from County Councillor Mr Gearing on a sign for restricted use on Zig zag;

12/14 – Awaiting a reply from PC Carl Bryant on request to use traffic cones;

12/15 – Authorised the additional spend of £1k for the base of Buccaneer Tower; also the ROSPA inspection of £395 (net of VAT); the name of the park will be Jubilee Park; Risk assessment conducted for 2/6/12 on opening of Park; Mrs Crawford has contacted relevant people concerning the event of Opening the Park at 10.30am;

12/16 -  County Councillor Mr Gearing has agreed a £5k spend from the Stewardship fund to improve the passage from end of Badswell Lane along the bridleway to the entrance of the Park; a meeting has been set for the 13/6/12 at 2pm to discuss with Laura Hitchins and Mark Sumner to agree a plan of action (in meantime, a temporary entrance to the Park will be used);

12/17 – The meeting on 16/5/12 was held.  Please see update on the agenda;

12/18 – Gigaclear is going to go ahead with the project as the target of 120 householders signing up, has been achieved;

12/19 – The Planning department of the Vale was notified of Council’s responses which were to approve subject to comments for P12/V0718 – regarding the need for adequate natural light to the new classroom and the ‘library’;

12/20 – Clerk responded to OCC regarding this consultation;

12/21 – Sent cheques off; also had to comply with submissions of P35 and P14 and P60 regarding Payroll.

Outstanding work remained:  Meeting with Mr Chris Hulme (traffic) with possible dates; asking Almshouses’ Trustees about future parking for their tenants; and claiming VAT inputs.

12/30 Appleton Playground project:  Council was pleased with opening day over the Jubilee Weekend with speeches given by Mrs Crawford, Mrs Salmon and Miss Nicola Blackwood.  Council thanked Mrs Trish Wagstaff for opening the Park; Mrs Gilkes for the photos and to thank the Playground Committee for their contribution and hard work.  Council noted the following expenses authorised of grass matting (£300 net of VAT); ROSPA inspection (£395 net of VAT); and insurance cover for the equipment till September £95.91.

12/31 Northmoor Weir:  Council received the minutes of 16/5/12 meeting and gave full delegated powers on all matters related to Northmoor Weir to the Council Weir Group which will be represented by Mrs Salmon, Mrs Hine, Mrs Yalci and Mr Stammers.

12/32 Gigaclear:  Council received an update on Gigaclear’s plans.  Work on infrastructure would start July and completed by August’12.  Dr David Hine reported that his work was completed.  Council thanked Dr Hine, Mr Julian Morris, Mr Graham Rose and the Broadband team for their contribution to this project.

12/33 The Flood Risk Management Strategy Survey:  Council delegated this survey to Mr Mansfield and the Flood Group for their response (deadline 5/7/12).

12/34 Oxfordshire Waste and Minerals Core Strategy – proposed submission:  Council has no response. (deadline 16/7/12).

12/35 Oxfordshire Community Emergency Planning Survey and Winter Weather Feedback forms:  Council delegated this survey to Mr Mansfield and the Flood Group for consideration.

12/36 Recommendations from Flood Group regarding other emergency plans for the Parish:  In the absence of Mr Mansfield, chair of the Flood Group, this was deferred to next month.

12/37 Jubilee Weekend:  Council would like to thank Mrs Jo Golding, Mrs Jane Cranston and Jubilee Committee for the weekend.  Letter of thanks also go to Alison and Simon Jeffreys of Appleton Manor and Matt and Sophie Sydenham of the Plough, for the use of their grounds.

12/38 Advertisements, notices and posters:  A gentle reminder to

 the public to take down out of date posters, out of Parish boundary posters and other events, after the event.

12/39 Website meeting:  This was deferred till next month to consider any date agreed and agenda for meeting.

12/40 Sportsfield requirement for grants:  This item would be considered at Leisure and Recreation Committee on 18/6/12. for grants towards renovations of showers.

12/41 Appleton Village Hall Renovations:  Council considered the three quotes and selected the quote given by Mr Gary Holloway of £23,101.64 (net of VAT) for Village Hall renovations of toilets and Hall and accepted the contract signed with WREN for the grant of £15k.

12/42 New code of conduct (due to changes as result of Localism Act):  Council adopted the new code of conduct issued by the VOWHDC from 1 July 2012 (Mr James Mansfield needs to disclose to the Vale his contractual agreement for work with Gigaclear.

12/43 Renaming of spur off Eaton Rd, Appleton to England Lane (that leads to Redcliffe House):  Council agreed to support a name change to England’s Lane (not England Lane) and to ask the Vale to consider size of sign (too big) and the part saying it is a private road when the first part is unknown or unregistered.

12/44 Determination of rurality of Southmoor, Kingston Bagpuize and surrounds:  Council considered the area mapped as rural for PCT re Pharmaceutical services (deadline 28/6/12).

12/45  Planning: 

(a)Considered since the last meeting:

12/46  Accounts:  to authorise payments of:

12/47  Publications and correspondence: 

1. CPRE Bulletin – Spring 2012
2. Quotation for an oak table for park from Accredited Woodworking £1,685
3. Two Saints – Involve publication – May 2012
   
   

 12/48  Matters for report:  To raise matters for discussion without decision or items for next meeting.

1. Pam Feast to attend the July meeting as the Liaison Governor of AppletonSchool;
2. Report on Internal Audit review; Council agreed to use External Auditor BDO for 2012-2013.

12/49  Date of the next meeting: Council decided the next meeting to be held on Tuesday 10 July (not   Monday 9 July) 2012 at 7.15 pm in the Village Hall.

Meeting finished at 9.35pm

Mrs Claire Salmon – Chairman         Date:  10 July 2012