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Last Updated 27 May 2018 09:13
Swerford Parish Council Draft Minutes - Annual Parish Council Committee Meeting Thursday 17 May 2018 at 19:30 hrs Swerford Village Hall
Present: Mr J Chaplin, (Acting Chairman), Mrs J Abbott (Councillor), Mr J Drinkwater (Councillor), Mr C Ford (Councillor and Acting RFO) Mr L Tustian (Councillor). Mr W Haddon (Parish Clerk).
Residents: Mr G Hayman, Mrs S Hayman (who left well into the meeting), Mr G Strachan.
A warm welcome was extended to all. The election of the Parish Council Chairman (and Vice Chairman).
Appointed unopposed were:
Mr John Chaplin - Chairman (proposed by J Drinkwater, Seconded by C Ford);
Mr Colin Ford - Vice Chairman (proposed by J Drinkwater, Seconded by Mrs J Abbott).
J Chaplin immediately signed a Declaration of Acceptance of Office as Chairman.
1. Apologies for absence
None.
2. Declarations of Interest (in respect of subjects likely to arise).
None.
3. Approval of minutes: Council meeting12th April 2018 and Parish Assembly 4th May 2018 and Matters Arising.
Mr G Hayman was compelled to note, and felt that it must surely have been a mistake, that the Minutes to the Assembly could have stated that ‘it was acknowledged that the events relating to the Backside planning application were in many ways regrettable’. He was strongly of the view that in not raising an objection, the Parish Council was out of order and had not acted appropriately. He was of the very firm opinion that in allowing the application to proceed unopposed, a real threat, and a possible precursor of worse things to come, had been allowed to the way of life of the village, loved and valued by all the residents for its calm, beauty and tranquillity. He felt that the Council had not taken into account sufficiently, what must be a generally held view in the village, that the sort of development proposed is unwelcome and wrong, and the Council could have done more. He regretted that he had been unable to attend the Assembly as they were not in Swerford at the time;had he been able to do so, he would have raised this objection most profoundly.
A brief discussion occurred and the point was clearly noted. Amongst other things it was pointed out that the Minutes did in fact reflect what was said at the Assembly. And the Council retained its right to differ.
4. Other matters arising
Internal Audit Progress: matters are in hand and the audit is scheduled for 27JUN18.
Playing Fields: account closures and the ROSPA response: the closure of the specific committee bank accounts was noted; repairs had been done as required; bark is being put down in certain areas; a further ROSPA inspection is scheduled for JUL18 and Jane Abbott requested approval to pay the £50 fee required to accompany the team on their return (this was approved). She is giving this her attention.
Later in the meeting this was discussed further and the following noted by Jane Abbott:
- the willow tunnel has nettles,
- the Pipe (tunnel) needs a thorough clean,
- a Picnic Table needs repair.
A working group is being put together to see how best to manage all of this. Amendment of mandate with HSBC: C Ford has this in hand and forms were due to be completed at the end of the meeting.
Chapel End quote for tree work: a quote is awaited from Ben Acreman.
Website update: what is to be kept on the Village Website (e.g.Financial Regulations, Standing Orders, Minutes): It was agreed that all of this should be available on the website. As well as this C Ford noted that there are certain financial reports and statement which should also be published. It was not discussed but a summary of these is to be put together as part of the Financial Timetable which is currently being finalised.
It was also agreed that in addition to the minutes being held by the Parish Clerk, they should be published on the village website and remain there in perpetuity, a process which by general opinion is unproblematical.
CPR training scheduled for April: this has yet to be arranged. C Ford is handling.
5. Election of Officers
Certain councillors have agreed to responsibilities as follows:
Mrs J Abbott - Playing Fields
Mr L Tustian - Village Hall Committee (re-elected)
Mr C Ford - Footpaths and Bridleways (re-elected).
6. Financial Update and Statement
The 2018-2019 Budget was signed off in NOV17 at the time the Annual Precept was agreed.
Insurance Cover: details of current cover will be sent by J Drinkwater to C Ford to ensure that that this is pursued in time and as needed.
7. Financial Governance
Updated Financial Risk Assessment Financial Regulations Standing Orders
All the above have recently been reviewed in detail, circulated and were now presented for adoption. This was proposed by J Chaplin, seconded by J Abbott and agreed.
Accounts and Audit Regulations: it was noted that these are statutory in nature and their existence again noted.
An annual finance timetable: Precept, Annual Budget, Quarterly and Annual Statements, Audits (Internal and External and appointments thereof), Insurance, Financial Risk Assessment: C Ford advised that this is being finalised (the bulk noted in the revised Financial Regulations), is kept under review and a copy circulated. Code of Conduct: the existence of the Code of Conduct was noted, as was the requirement that Councillors follow these rules most carefully.
Minutes and recommendations of any committees: see (5) above. A general discussion occurred as to the need or otherwise of committees on a formal basis and it was not felt that this was necessary, but that it would be kept under review. Mrs S Hayman did make the point that if plans/projects were under consideration at the Church End side of the village (or anywhere within the village) it would be very nice for residents to get early notice of possibilities to allow for dialogue and feedback as appropriate.
Review of Terms of Reference and any related matters: N/A.
The Responsible Financial Officer (RFO) and a review of his/her duties especially in conjunction with the Parish Clerk: it was agreed that this had been clarified by the review of Standing Orders and Financial Regulations which have been simplified.
The appointment of a Vice-Chairman: see first point of order above.
Register of Interests: it was felt that the current system, rather than any formal ’Register’, provides for this.
Frequency of future council meetings over the next twelve months: it was agreed that meetings will be held at least quarterly and the following dates have been scheduled:
14th August 2018
13th November 2108
12th February 2019
17th May 2019 (Annual Meeting)
The Parish Assembly will be scheduled for May 2019 and before the 1st of June 2019.
Swerford Charity Trustees: the situation related to the Swerford Charity was discussed. The Parish Council appoints two of the three trustees. Terms are for four years, the appointments made so that one is due for reappointment every two years. The position requires some clarity as to when these dates are and the relationship between the Council and the Charity which is run independently. The Chairman will contact Jonathan Warr to discuss this further.
8. Any Other Business
Title Deeds, their safe-keeping, and a record of properties owned by the Council: the Clerk has inherited a bundle of deeds and other ‘property’ related documents of one kind or another, together with a listing, that does not appear to be easily reconcilable. These were held in safe custody with HSBC Chipping Norton who ceased offering this service. This reconciliation needs to occur and the deeds placed in safe custody, or perhaps registered. On top of this, there are matters to do with the registration of the village greens. The subject needs a full review and resolution as to the best way forward. The Chairman will start by contacting Mel Poke who is thought to have had a good understanding when on the Council. It will be progressed from there.
Village Hall
Contribution to the Costs of Roof Repairs: this has been the subject of discussion between J Chaplin (Council Chairman and Village Hall Treasurer) and C Ford (Acting RFO) as to how best to allocate costs between the Council (the landlord) and the village hall itself (the tenant). A formula has been agreed in principle such that of the total costs of some £5,500 (including VAT), about £900 will come to the Council. This was discussed and thought to be acceptable.
The need, or otherwise, for Village Hall accounts: now sent annually to the RFO ‘for information’, it was agreed that the Village Hall should supply the Council, in good time, accounts and also insurance information as required in the amended Financial Regulations (2.1 Budgetary Forecasts; 14.2 Insurance). On a more informal basis reporting back should occur for information on a regular basis.
Green and Verges Policy Document: C Ford will review the position and advise further at the next meeting.
War memorial Project: the position is unclear other than it is unlikely anything can now be done prior to the next Remembrance Sunday (the 100th anniversary). Views will be canvassed and this scheduled for a full discussion with some options at the next meeting on 14th August.
Armistice Day celebrations: for various reasons there can be no 11:00 service inSwerford, largely as the focus on this will be in Hook Norton. Two matters were discussed and agreed:
- J Drinkwater will represent the village at the Hook Norton service.
- J Abbott has some great ideas as to how the Armistice might be remembered, say in the Village Hall, and will consider this further.
Committees and Council Representation: Playing Fields, Village Hall, Stores and Equipment. The latter is not applicable. The former dealt with elsewhere.
Finance:
- C Ford confirmed that the AGAR returns, newly revised this year, have been drafted and await internal audit confirmation prior to despatch;
- he noted that the Council has yet to see any invoice from Mrs M Chaplin for her work on the Village website (the Council has, and will continue to, contribute to the costs of running the website);
- a discussion occurred relating to Reserves, which are not thought to be high bearing in mind the need to cover unexpected contingencies. From a current account balance of some £6,000, transfers of £3,000 were put to the Council by the RFO:
o Playing Field Reserve Fund £1,000 (from Nil to £1,000);
o Village Hall Reserve Fund £2,000 (from £5,037 to £7,037);
o General Reserve Fund Nil (stays at £4,900).
After discussion these transfers were proposed by J Drinkwater and seconded byJ Chaplin, then approved.
- The general position vis a vis finances was touched upon, it being little changed to that outlined in the recent Parish Assembly. In addition, a VAT claim for 2017/18 is being made (total £31.61).
- Various documents need to be published on the village website no later than 1st of July in line with the new Transparency Code for Smaller Authorities and this will be managed by C Ford.
There being no further business the meeting closed at 9:45 pm.
********
Swerford Parish Assembly
Minutes of the Meeting held on 4 May 2018
Swerford Village Hall 7.30 PM
Present:Cllr Andrew Beaney (West Oxfordshire District Council), Charles Campion, John Chaplin,Maggie Chaplin, Cllr Nigel Colston (West Oxfordshire District Council), Gordon Craig, Rev.Wendy Cunningham, Charlotte Douglass, Jonathan Drinkwater, Colin Ford,Rosalind Haddon, Annabel Hall, Richard Hall, Maurice George, Cllr Hilary Hibbert-Biles (Oxfordshire County Council), David Nelligan, Leonard Tustian, TVP PCSO Phil Workman.
A warm welcome was extended to all.
Jonathan Drinkwater proposed, and Richard Hall seconded, the election of John Chaplin as Chairman of the meeting. This was carried without objection.
The meeting followed the Agenda as follows.
1. The election of a Chairman for the meeting.
As above.
2. Apologies
The following apologies were noted: Jane Abbott, Phillipa Drinkwater, Gay Ford, Roy and June Haigh, Jonathan and Leigh Warr.
3. Minutes of the last Assembly: 5th of May 2017
These were noted.
4. Matters arising from the minutes
No matters arising that were not to be covered elsewhere in the meeting.
5. Parish Council Chairman's Report
The Chairman noted the success of Swerford Open Gardens (£5,400 raised for St Mary’s and Katherine House Hospice to share); the change to the Masons Arms and its rebirth under new management as the Boxing Hare; and the joy of the Field family in the birth of their baby.
He acknowledged with thanks the great efforts of Mel and Tina Poke in serving the Council so well,both of whom had retired in the year.
With sadness, he noted the deaths of Rosemary Hall and Elsie Evans both of whom had made significant contributions to the life of the village, in particular Rosemary’s efforts in establishing the Village Hall.
In terms of the Parish Council it was acknowledged that the events relating to the Backside planning application were in many ways regrettable. And he noted that the Council will address the positionwith regard to the War Memorial and the Village Green, either with a plan to progress as needed, or otherwise.
6. Parish Council Financial Report
Colin Ford outlined a positive position. Total income for the year was £2,103 and expenditure £1,545. Funds held in the Community Account total £4,919, the Savings Account £6,638, the Current Account £487, and the Playing Fields account £4,878, totalling approximately £12,045. There has been little expenditure over the last few years, but this will now change due to repair and maintenance required to the roof of the village hall. A general discussion ensued.
Two items were highlighted:
- while many in the village have been very generous in dealing with communal areas, the Fords have been especially so. In particular in mowing, and in looking after the maintenance of the Playing Fieldas well as meeting costs to meet the demands of the ROSPA reports. They are leaving in 2019 and the village needs to recognise that the costs borne by them in such a generous manner might soon fall to the village itself. This might, for example, effect the Precept;
- it was noted by Richard Hall that the precept (reported by Colin Ford as being £2,100 for 2017/18) had been little changed for some time. (Interestingly, later in the meeting, Nigel Colston suggested that in terms of the numbers mentioned, the level of our Precept was undemanding.}
7. Police Report
A very interesting report was given by PCSO Phil Workman (who apologised for the absence of his colleague PCSO Chris Jones who was otherwise unavoidably engaged). (The Report is available from the Parish Clerk if anyone would like a copy.)
Two points to highlight:
- he urged that everyone sign up to Thames Valley Alert: (www.thamesvalleyalert.co.uk)and note Non-Emergency Number 101; - they are always keen to receive feedback.
They are both on duty in Windsor for the royal wedding. The assembled promised to keep an eye out to see if they were in a suitably prominent position on the day.
8. Parish Councillor’s Updates
Colin Ford updated the position vis a vis:
- defibrillator training (scheduled
soon). He noted that the machines are
checked weekly. It was acknowledged that
this was welcome and very worthwhile;
He expressed thanks to Jonathan
Drinkwater for all his efforts and
support as the retiring Chairman of the
Parish Council: this feeling was
endorsed by those present.
9. SwerfordCharity Report
An update had been given by Jonathan
Warr, published in the last Swerford
Insight. An annual income of some £2,000
exists, available to persons, or
organisations existing to help
persons,in need, in the Parish.
10. Village Hall Report
A full report was given by Charlotte
Douglass. The Committee has been joined
by Carla Mackay and Gavin Strachan, with
Kate Campion retiring as clerk after
many years of excellent service. The
Hall is quite busy with village events,
social evenings and other bookings.
The next event being a wildlife walk on
the 27th of May led by Richard and
Annabel Hall.
Some £8,500 is in the bank and the hall
continues to manage with an annual
surplus (albeit modest). The
appreciation of all was obvious.
This year will see repairs to the roof
completed. The cost is expected to be
about £6,000, the expense of which is to
be shared with the Parish Council in
line with a landlord/tenant formula that
has been agreed:close co-operation
exists.
Much effort is made to serve and it was
remarked on by all the District and
County Council Officers that they were
continually impressed with the whole
spirit of Swerford, reflected not only
as regards to the efforts to do with the
village hall, but the Council,
volunteering, and the community in
general.
11. Playing Field Committee Report
The enormous support given by the Ford
family, and particularly Jane Ford, in
meeting the costs of maintaining the
playing field was again noted. Colin
Ford and John Chaplin outlined a few
facts and in preparation for the Ford’s
departure, and matters in general:
- the account that has been separately
maintained re the playing field is being
wound up and the funds put back amongst
general Council funds. A track will be
kept on this for information purposes
going forward;
- fixing the swings as demanded by ROSPA
was a contract of insufficient value to
gain the interest of contractors
approached and so repairs have been done
by council members who are looking to
test these now (volunteers needed!).
Importantly, Jane Abbott, our new Parish
Councillor, has volunteered to take over
the Committee and see what canbe done to
best manage the facility going
forward.Jonathan Drinkwater asked about
the orchard. John Chaplin advised that
the weather had contrived against it.
12. Church Report
A wide-ranging report was given by
Charles Campion. Two key matters were
highlighted:
- the progress in getting to grips with
the roof and related repairs has been
much slower than anticipated. But this
is very close to finalisation in terms
of what is needed and a Quantity
Surveyors report, addressing details
provided by the architect, is expected
within a fortnight. After that numbers
(estimated to be around £200,000) can be
finalised and a phased plan agreed and
fundraising begun. St Mary’s has about
£92,000 of which £62,000 has been
approved to seed a formal fundraising
campaign (much of this as a result of
approaches already undertaken);
- The Rector of Hook Norton, John
Acreman, retires at the end of June.
Wendy Cunningham confirmed that there
will be a service of thanks and
celebration on the 1st of July in Hook
Norton. It is Church House’s expectation
that he will not be replaced for at
least one year.
A wide discussion occurred as to the
process. Importantly Charles Campion
advised that the Parochial Council of St
Mary’s will not see all applications,
only those thought warranting further
review by the diocesan authority: this
was a bone of contention. Whilst no vote
occurred, there appeared to be a strong
feeling, endorsed by Jonathan
Drinkwater, that this was not ideal: St
Mary’s should be involved as much as
possible, and certainly see all
applications.
Charles Campion expressed thanks to the
village hall for the reception that was
held prior to the carol service and the
assistance of the community in the
decoration of the church, particularly
at Christmas when it is especially
attractive.
Wendy Cunningham expressed her thanks
for all the help that has been given to
cleaning up the churchyard.
John Chaplin emphasised that there was
much goodwill towards the church and the
more than can done together the better.
13. District Council Report (Nigel
Colston)
A very warm, useful, and positive,
report was given, supported from time to
time by Andrew Beaney (also of WODC),
outlining howlocal councillors
(responsible for 11 villages and 3,000
electors) and their work is structured,
how WODC goes about its business, and
some of the key issues of the day. There
was general appreciation of the work of
the District Council and this was
expressed by Richard Hall and endorsed
generally.
Of particular note was the fact that a
Local Plan is close to being finalised,
a key element being housing: of the
expected 100,000 new homes to be
constructed in Oxfordshire by 2031,
16,000 will need to be accommodated in
West Oxford, including 2,750 originally
allocated to Oxford itself.
The role of the Uplands Planning
Committee (final arbiter of planning
approvals, and of which he and Andrew
Beaney are members), was touched upon.
He did confirm that private citizens, as
well as representatives of the Parish
Council, may go to this committee to
make representation (limited to 3
minutes)on any Planning Application.
Only planning facts and policy will be
taken into consideration, but this is
taken very seriously.
However, the somewhat unsatisfactory
process of changes in legal use was also
raised by John Chaplin. That this might
be applied for, and approved, without
reference to Parish Councils, and local
residents,and is seen as a great
weakness. The initial process of
planning permission is detailed and
transparent, that related to the change
of use not so. This was not disagreed
with by the Council members who it
appears are quite restricted in the way
they can handle such requests, legal and
technical in nature.
William Haddon raised the issue of the
process to be followed where conditions
attached to approved planning
applications are broken. It was
confirmed that community members need to
police this themselves and raise any
issues with the Parish Council who
should take this to the planning office
Enforcement Officer as soon as possible.
Jonathan Drinkwater proposed thanks to
Keith Butler of WODC for all his
support, and those Councillors present
absolutely endorsed this.
14. County Council Report
Hilary Hibbert-Biles apologised for not
being able to make the meeting last year
and then went on to give a very full
report. This sparked debate,
particularly as related to the dreadful
condition of our roads, but also in
relation to potential plans to unify
District Councils. If there was a mood
in the hall, it was that bigger,
notwithstanding theoretical budgetary
and management issues, may not be better
and that we have an excellent council in
West Oxfordshire who are thought big
enough to deal with local issues and
small enough to care. (Andrew Beaney
noted that they have a flexible approach
with a view to sharing services, back
office resources and so on and some of
this is already being implemented.)
The key message was the size of
budgetary cuts (extraordinarily some
£360m has been saved since 2010 on a
budget then of £1bn). This has had
obvious negative effects on services
which the Council has to deal with. They
are focused on priorities and these were
mentioned. The challenge is obviously
substantial.
She was helpful and pro-active in
mentioning some possible help towards
the War Memorial area, and even a
‘mowing grant’. But this was just
touched upon and would of course be
subject to details being finalised.
Hilary Biles thanked the Parish Council
for their efforts and was also very
impressed with the spirit shown in
Swerford.
15. Open Forum and Any other Business
Andrew Beaney did raise the issue of
Data Protection and the need for the
Parish Council to register a Data
Protection Officer. John Chaplin noted
that regulations for small councils such
as Swerford were under review which
might well change any need for this;he
noted that there was no information held
that would warrant inclusion under such
provisions as now exist. He confirmed
that the Council keeps this under review.
The Meeting closed at about 9:30 pm and
many of those present stayed on for a
glass of wine and some peanuts and
crisps.
Minutes Presented at Parish Council
Annual Meeting on 17MAY18
Proposed: Colin Ford
Seconded: Jonathan Drinkwater
Carried.
*************
SWERFORD PARISH COUNCIL
MINUTES of the Meeting held on 12th
April 2018
At 19:00 – Swerford Parish Hall
Present: Mr J Chaplin, (Acting
Chairman), Mr J Drinkwater (Councillor
and Acting Clerk), Parish Clerk), Mr C
Ford (Councillor and Acting RFO) Mr L
Tustian (Councillor).
Residents: Mrs J Abbott (newly elected
Councillor), Mr W Haddon (to be
appointed new Parish
Clerk), Mr M McCloy, Mr R Hall and Mrs A
Hall (from about 19:30) .
AGENDA
Mr McCloy was welcomed.
1. Apologies for Absence.
- None received.
2. Declaration of Interest (in respect
of subjects likely to arise).
- None made other than as related to
Jane Abbott (see below).
3. Approval of Minutes of Last Meeting.
- While not formally Proposed or
Seconded the Minutes were taken as read.
4. Matters arising.
- It was agreed that there were no
Matters Arising which were not to be
covered elsewhere in the meeting.
5. Election of New Parish Councillor.
- A warm welcome was extended to Jane
Abbott. It was noted that there were
still documents to be signed, and that
these were to be completed and returned
to the Parish Clerk as quickly as
possible. This was considered to be
straightforward and entirely acceptable.
o Mrs Abbott attended the meeting,
against her doctor’s advice, on
crutches, nursing a recent new knee
replacement.
o The Acting Chairman asked if she had
signed the various forms to which she
replied that she had not, to the best of
her knowledge, received any forms and
was rather expecting them to be at the
meeting for her to sign.
o A discussion ensued. J Drinkwater was
confident that he had indeed sent the
same. (It subsequently transpired that
these, including the Declaration of
Interest and Acceptance of Office, had
been sent but to an old email address).
o The importance of these forms was
noted and the Declaration of Interest in
particular was discussed. Mrs Abbott
confirmed her only interest was in the
joint ownership of Grange Farm, in the
village.
o A brief discussion occurred (Chaplin,
Drinkwater, Ford). It was agreed, as
summarised above, that the forms should
be located and completed asap (and this
has been done).
o As there was no objection to Jane
Abbott taking her place on the Council
(in fact she was unanimously welcomed),
and noting that forms would be found,
and signed, the obvious way forward was
to proceed accordingly. No consideration
was given to the need for any formal
votenor the matter to be anything other
than an administrative slip.
6. Appointment of new Parish Clerk.
- T W W Haddon was appointed. K Butler
of the West Oxfordshire Council to be
advised and asked to confirm this in
order. (Since done.)
7. Items Submitted for Consideration by
Members of the Public.
- None recorded.
8. Financial Matters;
Financial Update.
Colin Ford advised the following
balances:
- Community Account (Current)
£4,955.17
- Business Money Manager
(Savings) £6,683.90
- SPFMC £487.45
Other Matters.
- C Ford reiterated that Moore Stephens,
based in Peterborough, are now the
external auditors, replacing BDO. (The
appointment is made by Smaller
Authorities Audit Appointments.)
- C Ford advised that the Internal Audit
by Arrow Accounting is to be completed
by 30JUN18.
Action: C Ford to complete and advise of
results when finalised.
- J Chaplin noted that as the Swerford
Playing Fields Management Committee
(SPFMC) has ceased to function
effectively, it has been decided to
bring related matters under the
Council’s direct control (the playing
field being owned by the Parish
Council). The bank account will be
closed and the balance transferred to
the Council’s account.
Action: C Ford / J Chaplin to act and
advise.
- C Ford advised that the budget
referred to in the last minutes (of
25JAN18),is due to be presented at the
next meeting.
Action: Council to formally ratify if
not done already.
- C Ford subsequently requested that the
minutes record that a cheque for £36.00
was raised, and handed to John Chaplin
during the meeting, for payment for
additional Village Hall use for various
‘planning’ meetings / elections etc.
- The Account Mandates with HSBC are
required to be amended/regularised
replacing J Drinkwater as a signatory.
Forms were handed to J Chaplin and J
Abbott to be considered and completed.
Action: J Chaplin/C Ford / J Abbott, as
appropriate, to resolve as necessary
with HSBC.
- C Ford noted that the
Council’sFinancial Regulations,
Financial Risk Assessment and Standing
Orders need to be reviewed and presented
as ‘Fit for Purpose’ (revised as
necessary) at the Parish Council AGM on
17th May.
-
Action: C Fordand all Councillors.
Interestingly noted in the minutes of
2NOV17 as fit for purpose. a constant
theme as these are reviewed at every
meeting ‘through the year’.
- The future appointment of the
Responsible Finance Officer (RFO)needs
resolution.
Action: J Chaplin
9. Village Hall Committee.
- The Village Hall had its AGM on the
10th of April and it was advised by J
Chaplin that their committee has been
re-elected. Their accounts go to the RFO
on an annual basis.
- The Village Hall roof is in the
process of being repaired. The council
expressed the knowledge and confidence
that this is all in order.
(Under the statutes of the Village Hall
Committee, it is required that the
Parish Council nominate a representative
to the Committee. At present that is Mr
L Tustian.)
10. Playing Fields;
a. Replacement Equipment.
A general discussion occurred.
Subsequent to the annual inspection by
ROSPA last July, certain remedial
(repair rather than replacement) works
were identified as being necessary to
the swings.Work is being done to them
and general satisfaction was expressed
as to progress.
Action: J Abbott kindly agreed to take
forward the issue of the overall
response to ROSPA and the creation of an
‘involvement group’ of users to help
create a plan going forward.
(Mr D Andrews has quoted a cost of
£50-60 to provide metal straps to
additionally strengthen the repairs. The
swings will be fully tested before use.)
Action: J Chaplin / C Ford.
11. Maintenance of Greens and Hedgerows.
L Tustian raised again the ongoing issue
of the very large tree on the village
green at Chapel End. (In the meeting of
2NOV17 three quotes were going to be
obtained etc etc). It was agreed that
the views of local residents would be
taken on an informal basis and prior to
this a plan finalised, including cost
and action by a local tree surgeon, and
put to them.
Action: C Ford kindly agreed to take
this forward including a quote from Ben
Acreman whom it was agreed was excellent
and entirely appropriate. Financial
regulations will need to be considered.
12. Collection of Household Waste.
No longer an issue.
13. Planning Consultations and
Considerations.
The situation with regards to Backside
was noted. It was agreed that the
nearest neighbours would be provided
with a copy of the WODC’s decision
outlining, amongst other things,
conditions as to any future development.
Action: J Chaplin
The ‘Pond’ near South Newington was the
only other recent proposal. This has
already been responded to by the Council
with no objection.
14. Footpaths and Bridleways.
C Ford continues to monitor. All is said
to be in order other than the Windy Hill
blockage and 3 stiles needing some
attention.
Action: C Ford to keep the Council
advised.
15. Website and Swerford Insight.
The website was not discussed and the
item is to be carried forward.
It was noted that ‘Swerford Insight’ is
the private endeavour of Mrs M Chaplin
and not a formal Council, or indeed,
village ‘enterprise’, albeit of great
value to the village and much
appreciated and praised.
Action: The website is to be updated,
particularly with regard to Council
regulations and procedures. It was the
Parish Council’s responsibility to
produce updated procedures/regulations:
these will then beupdated on the website
by Mrs M Chaplin.
16. Correspondence.
Nothing to note.
17. Any Other Business.
- Times of Council Meetings: L Tustian
has difficulty meeting what is an early
time of 1900. It was agreed that this
would change in future to 1930.
- Defibrillator and Cardiopulmonary
Resuscitation (CPR) training: it was
agreed that this would be offered again
in APR17.
Action: J Drinkwater.
- The anniversary of the 1918 Armistice:
the situation was discussed and it was
felt that something should be done in
the village that is appropriate.
Action: J Chaplin will consider and
advise further after contact with Hook
Norton to see what they are doing.
- Village Speed Limits: C Ford has
spoken to the County Council and it is
felt that there is nothing more that can
be done.
- General Data Protection Regulation
(GDPR): J Drinkwater was keen to see
this generally discussed as to any
ramifications related to formal
Council/Village activities. It was
thought that the only lists around that
mightpossibly constitute relevant data
relate to that used to circulate copies
of Swerford Insight. But as a private
initiative and effort, not formally to
do with the village, J Chaplin confirmed
that this was not relevant.
NEXT MEETINGS:
VILLAGE HALL, SWERFORD
ANNUAL PARISH ASSEMBLY – 4TH MAY 1918
ANNUAL PARISH COMMITTEE AND NEXT PARISH
COUNCIL MEETING – 17MAY18
Both meetings to be held at 7:30 pm.
Minutes presented to Annual Parish
Council Meeting 17MAY18
Proposed: Colin Ford
Seconded: Jonathan Drinkwater
Carried with no objection. *********
SWERFORD PARISH ASSEMBLY
MEETING MINUTES
05 May 2017
AT 19:30 in Swerford Village Hall
Present: Mr J Drinkwater Chairman
Mr M Poke Vice Chairman
Mrs T Poke Clerk & Responsible
Financial Officer (Appointed)
Mr C Ford Parish Councillor
Mr L Tustian Parish Councillor
Maggie Chaplin, Richard & Annabel Hall,
Charlotte Douglass, Jennie Tustian,
David & Deborah Lang, Maurice George
Andrew Beaney (WODC), Nigel Colston
(WODC), PCSO Phil Workman (TVP)
Item Discussion
1.0 Apologies
PCSO Chris Jones (TVP), Gay Ford,
Philippa Drinkwater, Charlie & Kate
Campion, John Chaplin
2.0 Minutes of last Assembly
Minutes agreed for accuracy.
Proposed: Mr C Ford
Seconded: Mrs A Hall
3.0 Matters Arising
Mr M Poke provided an update regarding
the adoption of the BT kiosk and
outlined the reasons for not pursuing
this as an option.
4.0 Chairman’s Report
Mr J Drinkwater stated it has been a
relatively busy year in respect of
Parish Council activity and each of the
parish councillors will be providing an
updates on each of their respective
areas of responsibility.
Births and Deaths – Mr J Drinkwater
noted the sad news of Katharine George’s
death. He also noted the death of Paddy
Blacker who had lived in the village for
many years prior to her moving to
Brailles some years ago.
New Residents – Mr J Drinkwater
formally welcomed Carla McKay -
Springbank Cottage, Nick Davies and
Alice Drummon-Hay – Lyndhurst, Sam and
Charles Banbury to Ash Tree Hill
Cottage, it was also noted the departure
of Fatima Hussein to Hook Norton and
replaced by Ryan Whordley and Finley
Tait.
Planning Applications – Four
planning applications received in
respect of Mill Cottage (2 storey
extension), Leys Farmhouse (Extension
and alterations), Backside Lane (New
dwelling), Land on Wigginton Road, west
of Heath Farm (Conversion of barn to
dwelling)
Consultation – Mr J Drinkwater did
advise residents to consult with their
immediate neighbours prior to submitting
planning applications; this is deemed to
be good practice which the planning
department encourage. He also stated
that parking is a potential issue for
certain parts of the village, especially
in respect of builder’s vehicles and
plant.
Appreciation – Mr J Drinkwater
formally thanked the following for their
valuable contributions to village life:
Maggie Chaplin for the website and
Insight, Charlotte Douglass and her team
with the Village Hall Committee, Jayne
Ford for the Playing Fields Committee
and the maintenance of the site, which
saves the Parish Council funds, Jennie
Tustian & Charlie Campion our Church
Wardens, Jonathan Warr & Kate Campion
for the Swerford Charity, June Haigh for
researching the War dead and finally the
Parish Councillors and Clerk for their
support and attendance at Hook Norton
remembrance day service and parade.
5.0 Financial Report
Mrs T Poke confirmed the Precept
remains at £2174.00
Balances – Business Money Manager
Account £6635.76, Community Account for
Swerford Parish Council £5183.71.
Expenditure for the year £1594.55.
Income was £2177.77 made up of Precept
and £3.77 bank interest.
It was also noted the HSBC Chipping
Norton branch was closing in the near
future.
6.0 Thames Valley Police Report
General Report – It was noted there
has been more activity in respect of
construction sites in the area with
various items being stolen off sites and
out of vans etc., Power tools being
stolen from vans is an issue, therefore
people need to be vigilant and report
any activity to TVP via the 101
emergency number. Phil also encouraged
residents to sign up for the Thames
Valley Alert service which can be done
online at www.thamesvalleyalert.co.uk.
Mrs M Chaplin stated she has signed up
and finds the alerts and updates useful.
7.0 Parish Councillor’s Updates
Defibrillator – Mr C Ford was
pleased to report that 40 people are now
trained to use the equipment; this has
been a positive project with residents
attending the training. However it was
noted a number of people were not able
to attend and it is therefore hoped
another date can be arranged in due
course. Refresher training will be run
annually/bi-annually using our own
training kit. Mr C Ford and Mr M Poke
are guardians for the equipment and will
ensure it is checked weekly and signed
off.
Footpaths & Rights of Way – Mr M
Poke reported that Windy Hill farm
remains an issue and Mr M Poke and Mr J
Drinkwater have met with Dan Weeks of
OCC to get the signage reinstated, this
still hasn’t been actioned to date, Mr M
Poke will be following this up again.
13 out of the 19 stiles have been
converted to make them dog friendly; the
remainder will be completed over the
summer.
War Memorial Project – Mr C Ford
provided an update and confirmed the
Parish Council is currently in the
process of obtaining quotations from
several building contractors to complete
the works as specified in a recent
edition of Insight. The budget has been
set and it is envisaged works will be
commenced and completed in approximately
4 months.
Village Greens & Verges – Mr M Poke
stated the winter damage was
considerable again this year and the
Parish Council has been considering
options for protecting such areas. Mr C
Ford and Mr M Poke will be developing
some schemes which will include the use
of suitable bollards and planting. Mr M
Poke said he would also welcome ideas
from residents. Mr M George stated the
works at Park Cottage have affected the
flow of water down Backside Lane, this
is being considered by the residents
affected.
Road Safety Initiatives – Mr C Ford
confirmed the Twenty’s plenty sign
located at Church End had been removed
by a resident, this has now been
reinstated further up the Lane. Mr C
Ford confirmed any further initiatives
will be subjected to consultation with
residents.
Bonfires – Mr M Poke reminder
residents to consider other residents
when having Bonfires and to ensure the
guidance from WODC is adhered to.
Copies of such guidance are displayed on
all notice boards.
Future Initiatives – Mr J Drinkwater
confirmed he has spoken to Wendy
Cunningham about Swerford having its own
service on Armistice Day 2018, it is
hoped the village can make more of an
event of it and celebrate the works for
the War Memorial.
Parish Council Vacancies – Mrs T
Poke confirmed she has resigned from the
post of Clerk & RFO due to her own
business commitments. It is hoped
someone will volunteer to replace her
with effect from the end of May 2017,
Mrs T Poke stated she would provide a
detailed handover and training.
8.0 Swerford Charity Report
Mr J Drinkwater confirmed people can
apply for grants. No formal report
provided.
9.0 Village Hall Report
Charlotte Douglass presented her
report and formally thanked Madeleine
Ford and Jane Abbot for their valuable
contribution and noted they have left
the committee due to other commitments.
Charlotte welcomed two new members
Gavin Strachan and Alex Stanton. With
regard to finances Mr J Chaplin reported
to Charlotte the good news that the
village hall had more than broken even
and the three polling days last year
contributed significantly to the £640
surplus. Charlotte completed her report
with a detailed overview of the
activities and events held during the
year and also noted the forthcoming
events. Mr J Drinkwater thanked
Charlotte and her team for all their
hard work and dedication.
10.0 Playing Field Report
Mr J Drinkwater noted the ROSPA report
has been considered in details and some
minor works undertaken to address some
of the more urgent issues highlighted.
11.0 St. Marys Church Report
Jennie Tustian provided an update on
the services throughout the year and it
was noted John Acreman retires in July
2018.
Jennie provided an update regarding
the required works in respect of the
church roof. It was also noted a bat
survey is to be undertaken in the near
future.
Charlotte and the church team have
been working on a formal plan which is
currently being documented; this will be
published in due course.
Mr J Drinkwater thanked Jennie Tustian
and Charlie Campion for all their hard
work and dedication and also
acknowledged the contributions of other
residents.
12.0 District Council Report
Mr N Colston presented his report with
some key themes as noted in the
following bullet points as priorities
for WODC in the coming year.
2nd lowest Council Tax in the country
Maintain service delivery in respect
of waste collections, leisure centres,
public amenities, planning,
environmental health and pest control.
One Oxfordshire – may go forward
following the election results for
County Council
Deliver further efficiency savings and
to build upon the success of shared
services working
Manage the larger housing development
applications, noted a number of
significant applications had been
overturned on appeal
Keep free parking – vital for
protecting town centres
Mr A Beaney reiterated the messages
provided by Mr N Colston and confirmed a
new contractor was now in place for
waste collection and WODC were involved
with the NHS consultation regarding the
Horton Hospital in Banbury and Chipping
Norton Hospitals.
13.0 County Council Report
No attendance or report.
14.0 Open Meeting/Any other Business
Mrs M Chaplin provided an update on
Swerford Open Gardens on 17 & 18 June
and read the press release.
Charlotte Douglass reiterated the work
being undertaken to launch St. Mary’s
Church appeal and stated the document
will be released in due course.
The meeting was declared closed at 20:45
hours.
DRAFT MINUTES 3RD AUGUST
2017
4.0 Matters Arising
The Playing Field Committee/ROSPA
Report – Mr M Poke confirmed Mrs A
Stanton still holds the cheque book and
documents in relation to the committee;
however she is the only person left on
the committee. Following a discussion,
it was agreed the future of the
committee needs to be considered with a
view to transferring the responsibility
to the Parish Council, unless other
arrangements can be established. It was
also noted that the queries raised at
the last meeting regarding the
recommendations set out in the ROSPA
report will be followed up by Mr J
Drinkwater.
Maintenance of Greens & Verges Policy
Document – Mr M Poke confirmed this will
be finalised once the works required for
bollards etc., have been specified, to
ensure it is in line with Oxfordshire
County Council (OCC) guidance.
Use of Bollards & Planting in
Strategic Positions – Mr M Poke
confirmed he has emailed OCC to
ascertain if permission is required
prior to installation. The
specification provided by OCC is clear
and some suitable bollards have been
sourced, however it was agreed that some
comparison quotes should be obtained,
Mrs T Poke agreed to undertake this
action. Mr C Ford and Mr M Poke have
installed some temporary posts around
the green at Church End in order to
enable residents to comment on their
location. A notice would also be placed
on notice-boards to alert residents to
the purpose of them. Mr L Tustian
voiced his concerns and felt the large
stones are sufficient; Mr M Poke quoted
OCC guidance stating stones should not
be located next to the highway for such
purposes. The selected bollards comply
with the specification set out by OCC.
Footpath at Windy Hill Farm – Mr M
Poke confirmed the sign has been
reinstated in the correct place; however
the footpath is blocked therefore he
will email Mr Dan Weeks of OCC to get
the matter rectified.
Tree located outside The Old Chapel –
Following a site meeting with SSE on
03.08.17, they have confirmed it is
permissible to prune the tree but the
works need to be undertaken by an
‘Arboricultural Association Approved’
contractor. Mr M Poke agreed to
obtain three quotes from suitably
qualified contractors.
Dog Friendly Stiles – 10 out of the 18
stiles have been completed, it is
envisaged some further working parties
are arranged to complete the works.
Damage to Highway at Church End – Mr M
Poke to send a formal letter to OCC to
request a site meeting, as the online
requests have not been responded to.
War Memorial Project 2017 – Mr C Ford
said he would contact OPUS to clarify
which scheme their quote covers, if it
was for the reduced scheme the Parish
Council will need to consider other
options. Mr L Tustian stated he was not
aware of the proposed scheme; Mr C Ford
produced the necessary consultation
documents and confirmed how the resident
consultation was undertaken. Mr L
Tustian stated he does feel the works
are necessary.
Mud on Lane past Windy Hill Farm – Mrs
T Poke confirmed an email has been sent
to OCC to alert them to the problem and
has received an acknowledgement
confirming the matter is being dealt
with.
5.0 Items Submitted by Public for
Consideration
None received
6.0 Financial Update
Mr C Ford confirmed the balances as
at 13.07.2017: Community Account
£4312.07 and the Business Money Manager
Account £6636.42.
Payments Schedule
Payee Date Amount Proposed Seconded
Arrow Accounting 25.07.17 £106.84 Mr
M Poke Mr L Tustian
Mr C Ford confirmed a telephone
conversation with BDO the external
auditor, they were querying the increase
in assets, and this is due to the grant
to procure a defibrillator. Some minor
outstanding points were also raised;
these have been responded to
accordingly. The internal audit process
went well with some minor points
highlighted for ‘good practice’.
Mr C Ford will be producing a
financial timetable for this financial
year to ensure all actions are cross
checked and a clear audit trail is
established.
Swerford Parish Council Financial Risk
Assessment 01.04.17 – 31.03.18
Swerford Parish Council Financial
Regulations 01.04.17 – 31.03.18
Swerford Parish Council Standing Orders
The above mentioned documents will be
kept under constant review and updated
as necessary throughout the year to
ensure they remain fit for purpose. All
agreed they remain so currently.
7.0 The Village Hall Committee
Mr L Tustian confirmed the following
events following the committee meeting
on 01.08.17 – Coffee Morning on 30.09.17
with board games, toys and books, a
history of Punch and Judy talk possibly
on 28.10.17 and a Festive get together
before the Annual Carol Service.
Village Hall profit £32.71
8.0 The Playing Field Committee
ROSPA report and general matters
covered under Item 4 Matters Arising on
Page 1 of these minutes.
9.0 Maintenance of Greens and Hedgerows
Mr M Poke raised the issue regarding
the maintenance of the bank opposite
Lane Cottage, Church End. Mr L Tustian
said he would get his contractor to do
it at the end of the season when the
church yard hedge is trimmed around
October. Mr M Poke said he would ask
Nic Wiggin if he could undertake and
interim tidy up of the area. Mr L
Tustian & Mr M Poke
10.0 Planning Consultations and
Considerations
No notifications received
11.0 Footpaths and Bridleways
No further matters raised in addition
to those noted in ‘Item 4 Matters
Arising’ on Page 1 of these minutes.
12.0 Highways and Repairs
No further matters raised in addition
to those noted in ‘Item 4 Matters
Arising’ on Page 2 of these minutes.
13.0 Website and Swerford Insight
Mrs T Poke confirmed Maggie Chaplin
is very helpful with publishing our
articles and updates. The Parish
Councillors expressed their gratitude
for the work Maggie undertakes.
14.0 War Memorial Project
No further matters raised in addition
to those noted in ‘Item 4 Matters
Arising’ on Page 2 of these minutes.
15.0 Correspondence
Mrs T Poke outlined a letter received
from ‘The Soldiers of Oxfordshire
Museum’ seeking donations to support the
archive preservation project to mark the
centenary commemoration of the Great
War. It was agreed a donation of £50.00
would be made by the Parish Council.
16.0 Code of Conduct & Standing Orders
Still in force and subject to ongoing
review.
17.0 Any Other Business
No additional items raised
18.0 Dates of forthcoming meetings
2 November 2017 at 19:00 hours
All to note
The meeting was declared closed at 20:25
hours.
SWERFORD PARISH COUNCIL
DRAFT
1.0 Apologies
Mrs A Wiggins – Parish Councillor
2.0 Declarations of Interest
None recorded
3.0 Approval of Minutes of Previous
Meeting
Proposed by Mr C Ford
Seconded by Mr M Poke
Minutes signed as approved by Mr J
Drinkwater.
4.0 Matters Arising
The Playing Field Committee/ROSPA
Report – Following the site
meeting on Saturday 7 January 2017, Mr J
Drinkwater and Mr C Ford confirmed a
number of remedial tasks have been
undertaken as recommended within the
ROSPA report. Mr J Drinkwater and Mr C
Ford agreed to send a list of the
completed remedial works to Mrs T Poke;
this will then be passed to Mrs A
Stanton for her records. Mr J
Drinkwater also agreed to ring ROSPA to
clarify some points which are not
entirely clear within the
recommendations.
Defibrillators – Mr C Ford confirmed
the dates for the training sessions and
the draft flyer was approved, these
would be addressed to each household and
delivered. The training dates are
scheduled for 28 March and 22 April.
Following the meeting with members of
the Village Hall Committee, the exact
location of the defibrillator was agreed
and Mr R Haigh has agreed to construct a
canopy to protect the unit. The cost of
the electrical supply was discussed and
the cost of £220 was deemed to represent
good value, therefore the expenditure
was proposed by Mr J Drinkwater and
Seconded by Mr L Tustian. A discussion
followed regarding making a donation to
the British Heart Foundation, as the
equipment has been supplied free of
charge, a sum of £100 was proposed by Mr
C Ford and Seconded by Mr M Poke. It
was also suggested that on the training
event dates, residents attending would
be invited to make a donation also.
Prior to a donation being made, Mrs T
Poke agreed to email Mr P Hood our
internal auditor to ascertain this is
appropriate and not in breach of any
financial regulations. All members of
the Parish Council expressed their
gratitude to Mr C Ford for his input
into this matter.
Maintenance of Greens & Verges – Mr
M Poke confirmed he has made the
suggested amendments. It was agreed
this would be formally adopted at the
next meeting once the Parish Council are
satisfied with all other outstanding
items have been addressed in respect of
village green and verge areas. 09.03.17
Update – Action carried forward to next
meeting.
Use of Bollards in Strategic Positions
– Mr M Poke and Mr C Ford have
identified some areas where wooden posts
could be used effectively to protect the
greens. It was agreed to purchase 10
bollards for the Church Green initially,
ensuring they comply with the
specification set out by Oxfordshire
County Council. However, it was noted
this needs to be undertaken in
accordance with the Financial
Regulations; therefore several quotes
may be required.
Footpath at Windy Hill Farm Mr J
Drinkwater and Mr M Poke have met with
Mr D Weeks of OCC, he has agreed to have
the signage reinstated. Works are still
to be completed.
Tree located outside The Old Chapel –
Mr J Drinkwater confirmed he has
spoken to Mr N Wiggin and is awaiting
his quote to undertake some pruning. Mr
J Drinkwater will chase this matter.
Dog Friendly Stiles – 6 out of the
19 stiles have been completed and a
flyer has been produced to encourage
residents to take part in some working
party sessions on 18 and 25 March.
Damage to Highway at Church End –
Mr M Poke confirmed he has submitted an
online request to OCC, however they
appear to have undertaken some works in
another part of the village, therefore
he will send another request.
War Memorial Project 2017 – Mr C
Ford confirmed planning permission is
not required, therefore a plan and
schedule of works will be sent to three
local contractors for quotations. Mr C
Ford will forward the plan and
specification to Mrs T Poke, to enable
her to co-ordinate the quotation
process. Mr M Poke suggested setting up
a sub-group of residents with a Parish
Councillor as chair.
5.0 Items Submitted by Public for
Consideration
Mrs J Horwood of Windy Hill Farm
attended the meeting to express her
concerns regarding the amount of mud
being left of the lane leading out of
the village. This had been noted by a
number of residents and it was agreed an
email would be sent to County Highways
and also to Mr R Gasson, who is believed
to be responsible for the land. Mrs T
Poke confirmed she would action this,
requesting the mud is cleared at the end
of each day.
6.0 Financial Update
Mrs T Poke as noted in Item 4 Matters
Arising (Defibrillator) will contact Mr
P Hood regard the BHR donation.
Mrs T Poke confirmed the balances as
at 09.03.2017: Community Account
£4284.92 and the Business Money Manager
Account £6635.10.
OALC Annual Subscription 09.03.17
£133.07 Mr M Poke
Reimbursement for pipe lagging from CN
Plumbing Supplies 09.03.17 £2.98 Mr J
Drinkwater Mr L Tustian
Mr C Ford
Reimbursement for screws from Jewson
09.03.17 £15.16 Mr M Poke Mr L Tustian
Swerford Parish Council Financial Risk
Assessment 01.04.16 – 31.03.17 – Mr M
Poke confirmed he will review the
document in readiness for the new
financial year, although it was noted no
amendments are likely to be necessary as
it has been kept under constant review.
Swerford Parish Council Financial
Regulations – Reviewed by all Parish
Councillors and remain fit for purpose.
Swerford Parish Council Standing
Orders – Reviewed and confirmed as
fit for purpose with no amendments
required.
External Auditor (BDO) – Mrs T Poke
will select a date for the annual
external audit inspection and inform Mr
J Drinkwater.
2017/18 Budget Setting and 2016/17
Year End – The finalised budget has
been circulated as agreed. With regard
to the year-end, it was agreed Mr J
Drinkwater and Mrs T Poke will meet to
finalise the documentation for the
internal auditor.
7.0 The Village Hall Committee
Mr L Tustian confirmed a plant sale
and coffee morning will take place on
01.04.17, along with a music evening on
13.05.17. It was noted the annual quiz
night on 18.02.17 was a great success.
8.0 The Playing Field Committee
ROSPA report and general matters
covered under Item 4 Matters Arising on
Page 1 of these minutes.
9.0 Maintenance of Greens and Hedgerows
Mr L Tustian raised a concern
regarding the hedges towards Griffin
House; Mr J Drinkwater agreed to email
Mr J Chaplin, Ms G Woods and Mr I Heath
to highlight their responsibilities.
10.0 Planning Consultations and
Considerations
Land at Church End – New dwelling
– Still in circulation, therefore Mr
J Drinkwater will draft a response once
this process has been completed.
Cranemore Cottage – Replacement
windows and door to rear of property
Mill Cottage – Discharge of planning
conditions
11.0 Footpaths and Bridleways
No further matters raised in addition
to those noted in ‘Item 4 Matters
Arising’ on Page 2 of these minutes.
12.0 Highways and Repairs
No further matters raised in addition
to those noted in ‘Item 4 Matters
Arising’ on Page 2 of these minutes.
13.0 Website and Swerford Insight
Mrs T Poke will reserve some space in
the April edition of Swerford Insight to
advertise for her replacement.
Mrs T Poke confirmed Maggie Chaplin is
very helpful with publishing our
articles and updates.
14.0 War Memorial Project
No further matters raised in addition
to those noted in ‘Item 4 Matters
Arising’ on Page 2 of these minutes.
15.0 Correspondence
Mrs T Poke provided an update in respect
of correspondence received as follows:
Email from Mrs Caroline Balcon OBE
regarding Mr Robert Court MP visiting
all parishes within his constituency in
due course. Due to the high demand it
is unlikely to be until late summer and
they will be in contact during the
summer to arrange.
16.0 Code of Conduct & Standing Orders
Still in force and subject to
ongoing review
17.0 Any Other Business
Mr L Tustian questioned the ownership
of ‘Backside Lane’ and suggested it may
be worth getting it registered as parish
land. Mr J Drinkwater agreed to contact
Mr J Chaplin to get the history relating
to this, as it is deemed to be
‘unregistered’ with Land Registry.
Mr M Poke is in the process of looking
through the documents retrieved from the
bank storage system; he will list them
and present a summary to the next
meeting.
Swerford Charity – Mr L Tustian
requested a Trustee of the Swerford
Charity attends the next meeting to
update the Parish Council on their
activity. Mrs T Poke agreed to email Mr
J Warr and Mrs K Campion to invite them
to the next meeting on 18.05.17 after
the Annual Parish Committee.
Twenty’s Plenty Sign – The one
located at Church End has been removed
by a resident, however it was agreed
unanimously to reinstate it further down
the lane on the ‘road narrowing’ sign.
18.0 Dates of forthcoming meetings
Village Assembly – 5 May 2017 at
19:30 hours
Annual Parish Committee Meeting – 18
May 2017 at 19:00 hours
3 August 2017 at 19:00 hours
2 November 2017 at 19:00 hours
The meeting was declared closed at 21:20
hours.
MEETING MINUTES (Draft)
05 January 2017
AT 19:30 in Swerford Village Hall
Present: Mr J Drinkwater Chairman
Mr M Poke Vice Chairman
Mrs T Poke Clerk & Responsible Financial
Officer (Appointed)
Mr C Ford Parish Councillor
Mr L Tustian Parish Councillor
Mrs A Stanton Treasurer Playing Field
Committee (For Playing
Field item)
Residents: None
1.0 Apologies
Mrs A Wiggins – Parish Councillor
(Received at 20:10 hours)
2.0 Declarations of Interest
None recorded
3.0 Approval of Minutes of Previous
Meeting
Proposed by Mr C Ford,
Seconded by Mr M Poke.
Minutes signed as approved by Mr J
Drinkwater.
4.0 Matters Arising
The Playing Field Committee/ROSPA
Report – Mrs A
Stanton provided a general update
regarding the structure of
the playing field committee and
expressed concern regarding
the outstanding matters from the ROSPA
report. Mrs A
Stanton stated she doesn’t feel
adequately qualified to assess
the recommendations made by ROSPA in
their findings report.
This was fully understood by all,
therefore it was agreed that
Mr J Drinkwater, Mr C Ford and Mr M Poke
would all meet on
site on Saturday 7 January 2017 at 09:00
hours to review the
report recommendations to enable a plan
of works to be
agreed. Mr M Poke expressed the playing
field must remain
in a state which is fit for purpose and
compliant with ROSPA
standards. Mrs A Stanton also queried
insurance for the
playing field, Mr J Drinkwater stated he
was sure this was
covered with the blanket policy for all
Parish Council assets,
since the meeting this has been
confirmed. It was also
agreed to review the financial
contribution, as there appears
to be a lapse in payments since 2013, Mr
J Drinkwater will
ensure the £200 per annum contribution
is reinstated.
Ms Stanton also produced the invoice for
ROSPA for VAT claim
back purposes, Mrs T Poke will action
this. Mr J Drinkwater
expressed his thanks to Mrs A Stanton
for her assistance and
stated a review of the Playing Field
Committee constitution
will be undertaken in liaison with Mrs A
Stanton in due course.
Defibrillators – Mr C Ford
formally confirmed the application
to the British Heart Foundation was
successful with the order
now being processed with an expected
delivery timescale of
approximately 6 weeks. Mr C Ford
submitted a request to
WODC on 21 December 2016 to determine if
planning
permission is required for the ‘Erection
of defibrillator housing
to front of Village Hall’ (Reference
16/04239/PDC); a full
response should be received in
approximately 15 working
days. The British Heart Foundation has
also provided a
template for the press release, which
will be useful to create
the press release with all the relevant
details. Mr C Ford will
report back once approval and the
equipment have been
received. Mr J Drinkwater expressed
his gratitude to Mr C
Ford for his input into this matter.
Verge Opposite Mulberry Cottage and
Hillfields – Mr L
Tustian stated he is not concerned about
the parking near his
farm gate as long as he can still gain
access. This area will
form part of the ‘greens bollard
scheme’, for such areas which
are vulnerable to damage.
Maintenance of Greens & Verges
– Mr M Poke confirmed
he has made the suggested amendments. It
was agreed this
would be formally adopted at the next
meeting once the
Parish Council are satisfied with all
other outstanding items
have been addressed in respect of
village green and verge
areas.
Use of Bollards in Strategic Positions
– Mr M Poke and Mr
C Ford have identified some areas where
wooden posts could
be used effectively to protect the
greens. It was agreed the
Parish Council would procure the
materials and ask for a
quote for the works to be undertaken. Mr
M Poke stated he
had recently used a local contractor and
would request a
quote. However, it was noted this needs
to be undertaken in
accordance with the Financial
Regulations; therefore several
quotes may be required.
Footpath at Windy Hill Farm –
Mr M Poke has been in
contact with Dan Weeks of OCC, they have
agreed to meet on
site to discuss this matter in detail.
Mr M Poke will arrange a
date and time for a site meeting
including Mr C Ford with Dan
Weeks in the near future.
Tree located outside The Old Chapel
– Mr L Tustian stated
Mr D Lang of The Old Chapel was in
agreement with up to 20
ft being taken off the height of the
tree. Other residents had
also expressed concern about the impact
on overhead
electricity lines. Mr M Poke stated he
had received differing
views from residents in the area;
therefore the matter needs
to be dealt with appropriately. Mr C
Ford suggested speaking
to SSE to seek their advice. It was also
agreed to contact a
local tree surgeon to also seek advice
on the matter.
Dog Friendly Stiles Mr C Ford
and Mr M Poke will now
agree a date to complete the works on
one of the stiles near
‘Hilltop’. This will be used as an
example and Mr C Ford
suggested setting up a working party to
assist with the works
required for the remaining stiles.
Damage to Highway at Church End
– Mr M Poke confirmed
he has submitted an online request to
OCC and is awaiting a
response.
War Memorial Project 2017 – Mr C
Ford had previously
circulated a draft plan and
specification. Mr C Ford has also
submitted a request to WODC on 21
December 2016 to
determine if planning permission is
required to ‘Construct a
safe access for wreath laying etc.,’
(Reference
16/04242/PDC); a full response should be
received in
approximately 15 working days. Once
approval is received a
full consultation process will be
undertaken with residents.
Mr M Poke suggested setting up a
sub-group of residents with
a Parish Councillor as chair.
5.0 Items Submitted by Public for
Consideration
None received
6.0 Financial Update
Mrs T Poke confirmed the balances as
at 05.01.2017:
Community Account £4324.92 and the
Business Money
Manager Account £6635.10.
Payments Schedule
Royal British
Legion – War
memorial wreath
25.11.
16
£20.00
Royal British
Legion – St.
Peter’s Church
wreath
25.11.
16
£20.00
Mrs M Chaplin –
Annual fee for
Swerford Insight
& Website
05.12.
16
£200.00
Mr C Ford Mr L Tustian
Agreed Expenditure – It was
agreed to allocate funds to
enable 2 hours of hedge trimming in the
playing fields area,
this will be undertaken by the
contractor used by Mr L
Tustian. Mr L Tustian to confirm the
actual cost to Mrs T
Poke.
Swerford Parish Council Financial Risk
Assessment
01.04.16 – 31.03.17 – Mr M Poke
confirmed he has reviewed
the document and the only outstanding
item is in respect of
attendance at formal training events
facilitated by OALC. Mrs
T Poke confirmed no course details have
been received
recently, but will circulate them when
known.
Swerford Parish Council Financial
Regulations –
Reviewed by all Parish Councillors and
remain fit for purpose.
Swerford Parish Council Standing
Orders – Reviewed
and confirmed as fit for purpose with no
amendments
required.
External Auditor (BDO) – Mrs T
Poke will select a date for
the annual external audit inspection and
inform Mr J
Drinkwater.
2017/18 Budget Setting – The
finalised budget has been
agreed.
7.0 The Village Hall Committee
Mr L Tustian confirmed the next
meeting of the Village Hall
Committee will be held on 17 January
2017. He also provided
an update of the village hall
forthcoming events which will
include a quiz evening on 18.02.17.
Unfortunately, the music
evening made of loss of £40.00, however
it was noted as
being a very enjoyable evening.
8.0 The Playing Field Committee
ROSPA report and general matters
covered under Item 4
Matters Arising on Page 1 of these
minutes.
9.0 Maintenance of Greens and
Hedgerows
No further matters raised in addition
to those noted in ‘Item 4
Matters Arising’ on Page 2 of these
minutes.
10.
0
Planning Consultations and
Considerations
Leys Farmhouse, Chapel End –
Consultation response
returned to WODC in respect internal
alterations and
extension.
11.
0
Footpaths and Bridleways
No further matters raised in addition
to those noted in ‘Item 4
Matters Arising’ on Page 2 of these
minutes.
12.
0
Highways and Repairs
No further matters raised in addition
to those noted in ‘Item 4
Matters Arising’ on Page 2 of these
minutes.
13.
0
Website and Swerford Insight
Mrs T Poke will reserve some space in
the March edition of
Swerford Insight for updates on Parish
Council activities,
including defibrillator training.
Maggie Chaplin is very helpful with
publishing our articles and
updates.
14.
0
War Memorial Project
No further matters raised in addition
to those noted in ‘Item 4
Matters Arising’ on Page 2 of these
minutes.
15.
0
Correspondence
Mrs T Poke provided an update in respect
of correspondence
received as follows:
Email from Barry Lennon of St. Peter’s
Church, Hook Norton –
expressing his gratitude to Mr M Poke
and Mr C Ford for
taking part in the Remembrance Service
at St Peter’s in Hook
Norton on 13 November 2016.
Email from WODC regarding the ‘Budget
Strategy
Consultation’ in respect of the 2017-
2018 annual budget and
Page 4 of 5
the medium-term financial strategy up to
2025-2026. There
is a consultation survey which is
available for all residents of
West Oxfordshire at
www.westoxon.gov.uk/budget. Mrs T
Poke has asked Maggie Chaplin to publish
both in Swerford
Insight and on the website.
Letter from Robert Courts MP –
introducing himself as the new
Member of Parliament for Witney and West
Oxfordshire.
Robert Courts MP is currently
undertaking a “parish tour”
during the early 2017 and has requested
a meeting with the
Parish Council in an informal setting to
discuss any issues the
Parish Council consider requiring his
immediate attention. It
was agreed Mrs T Poke would respond and
agree a suitable
date.
16.
0
Code of Conduct & Standing Orders
Still in force and subject to ongoing
review
17.
0
Any Other Business
Mr J Drinkwater reiterating the need
to review the constitution
of the Playing Field Committee, as it
was unfair for Mrs A
Stanton to take sole responsibility for
this function. It was
agreed the Parish Council would support
this important
function.
All to note
18.
0
Dates of forthcoming meetings
9 March 2017 at 19:00 hours
Village Assembly – 5 May 2017 at 19:30
hours
Annual Parish Committee Meeting – 18
May 2017 at
19:00 hours
3 August 2017 at 19:00 hours
2 November 2017 at 19:00 hours
All to note
The meeting was declared closed at 21:00
hours. *******
August 2016
AT 19:30 in Swerford Village Hall
Present: Mr J Drinkwater Chairman
Mr M Poke Vice Chairman
Mrs T Poke Clerk & Responsible
Financial Officer (Appointed)
Mr C Ford Parish Councillor
Mr L Tustian Parish Councillor
1.0 Apologies
Mrs A Wiggins – Parish Councillor
2.0 Declarations of Interest
None recorded
3.0 Approval of Minutes of Previous
5.0 Items Submitted by Public for
Consideration
Firework Displays – Mrs T Poke read
out an email received from Mrs J Abbott
regarding her concerns in respect of a
recent ‘professional firework display’
at The Yews. Her main concern was the
impact on farm animals and pets, as the
noise levels were very high. The matter
has been researched via the County
Council website and Mrs T Poke confirmed
the Parish Council has no powers to stop
or place restrictions on such events;
however the website does state a finish
time of 23:00 hours, apart from specific
dates such as New Years Eve.
6.0 Financial Update
Mrs T Poke confirmed the balances as
at 18.08.16: Community Account £3437.92
and the Business Money Manager Account
£6633.15
Payments Schedule
Payee Date Amount Proposed Seconded
WODC – Election Fees 30.04.16 £73.98
Mr M Poke Mr C Ford
Village Hall Committee – Queen’s Garden
Party donation 14.06.16 £250.00 Mr C
Ford Mr M Poke
Game & Co., Insurance 15.06.16 £291.04
Mr M Poke Mr L Tustian
Game & Co., Mower Insurance 22.06.16
£189.25 Mr C Ford Mr M Poke
Village Hall Committee – Hall hire
fees 01.07.16 £60.00 Mr M Poke Mr C Ford
Arrow Accounting – Internal Auditor
21.07.16 £98.00 Mr M Poke Mr C Ford
Internal Audit Report - Mr J
Drinkwater and Mrs T Poke presented the
findings of the internal audit, which
was undertaken by Arrow Accounting on
02.07.16. As a result of the audit
process an action was produced, which
was also discussed with actions
allocated to the appropriate Parish
Councillors. A number of the action
points concerning financial regulations
and the financial risk assessments have
been completed and noted in the
following sections.
Swerford Parish Council Financial Risk
Assessment 01.04.16 – 31.03.17 – Mr M
Poke presented the Financial Risk
Assessment and following a discussion it
was formally adopted by the Parish
Council and will be an integral part of
all meetings to ensure compliance. There
was a discussion concerning the Swerford
Charity, therefore it was agreed Mr J
Drinkwater would invite one of the
trustees to attend the next meeting to
provide an overview of their activity.
The Financial Risk Assessment was
proposed by Mr C Ford and Seconded by Mr
L Tustian, it was then declared formally
adopted and signed by Mr J Drinkwater
and Mrs T Poke.
Swerford Parish Council Financial
Regulations – Mr M Poke presented the
Financial Regulations and following a
detailed discussion they were agreed.
Proposed by Mr C Ford and Seconded by Mr
L Tustian the master copy was signed by
Mr J Drinkwater and the Parish Council
declared the regulations formally
adopted.
Swerford Parish Council Standing
Orders Following some minor changes
to the draft document presented to the
Parish Council by Mr M Poke at its
meeting on 13.04.16, the Standing Orders
were formally adopted and signed by Mr J
Drinkwater.
External Auditor (BDO) – Mr J
Drinkwater outlined the content of an
email exchange regarding some queries
raised by BDO, however it is envisaged
the outstanding points will be completed
shortly but will inevitably result in a
‘qualified’ audit. Mr J Drinkwater will
report back to the November meeting.
7.0 The Village Hall Committee
Mr L Tustian provided an update of the
village hall forthcoming events as
follows:
Queen’s Birthday Barbeque - The Parish
Council agreed it was a great event with
the raffle raising a good sum of money
for the committee.
Forthcoming Events – Mr L Tustian
confirmed a number of events were due to
take place including a Wildlife talk in
October, Coffee morning and book sale in
November and a Musical evening.
8.0 The Playing Field Committee
Mrs A Stanton has sent a copy of ROSPA
report for Parish Council records,
nothing further to report.
9.0 Maintenance of Greens and Hedgerows
Damage to War Memorial Green – in
addition to the discussion under Matters
Arising – Item 4.0, it was agreed works
should not be undertaken until the
regular movement of heavy plant and
major building works at Glenroy had
receded. However, it was noted with
similar works due to commence at Mill
Cottage early 2017, this items needs to
be kept on hold for the time being.
Following a discussion it was agreed the
contractor for Mill Cottage needs to be
contacted at an appropriate time to
ascertain their plans in respect of
contractor parking and the management of
large plant.
Use of Bollards and Strategic
Positions – in addition to the
discussion under Matters Arsing – Item
4.0 concerning the potential to install
bollards at the War Memorial site, Mr M
Poke and Mr C Ford agreed they would
undertake a survey of the village to
ascertain where they could be best
placed to ensure all vulnerable greens
and verges remain protected from such
damage. 18.08.16 update: Ongoing, will
report back to next meeting.
Charity Field, Top of Chapel End &
Lane towards Griffin House– Mr L
Tustian expressed concern regarding the
lack of maintenance being undertaken in
respect of the boundary hedgerows and
the height of the trees on the roadside.
It was agreed that all such areas will
be considered as part of the Parish
Council walkabout on 09.09.16 at 10:00
hours.
All to note
10.0 Planning Consultations and
Considerations
Track at Hollywell Farm – Mr J
Drinkwater to send a response to WODC.
11.0 Footpaths and Bridleways
Mr M Poke and Mr C Ford have
undertaken the physical survey and now
need to compile a document to detail the
locations and works required. It was
agreed to use footpaths/bridleways
located on Ash Hill Farm land as a good
example of ‘dog friendly’ stiles.
Mr C Ford & Mr M Poke
12.0 Website and Swerford Insight
Nothing to report
13.0 War Memorial Project
It was agreed to discuss this area as
part of the walkabout on 03.09.16.
All to note
14.0 Correspondence
Nothing to report
15.0 Code of Conduct & Standing Orders
As noted in Minute 6 above, the
Standing Orders were proposed by Mr C
Ford, seconded by Mr L Tustian, signed
by Mr J Drinkwater and formally adopted
at this meeting for the following 12
month period.
16.0 Any Other Business
No matters raised
17.0 Date of next meeting
Thursday 10 November 2016 at 19:30
hours.
The meeting was declared closed at 21:05
hours.
Swerford Parish Council
APRIL MEETING DRAFT
MINUTES SWERFORD PARISH COUNCIL
MEETING MINUTES (Draft)
13 April 2016
AT 19:30 in Swerford Village Hall
Present: Mr J Drinkwater Chairman
Mr M Poke Vice Chairman
Mrs T Poke Clerk & Responsible
Financial Officer (Appointed)
Mr C Ford Parish Councillor
Mr L Tustian Parish
Councillor
1.0 Apologies
Mrs A Wiggins – Parish Councillor
2.0 Declarations of Interest
None recorded
3.0 Approval of Minutes of Previous
Meeting
Proposed by Mr M Poke
Seconded by Mr C Ford
Minutes signed as approved.
4.0 Matters Arising
Defibrillators – Mrs A Wiggins had
provided an update for the meeting via
email confirming the application for
funding was unsuccessful. Following
a discussion, it was agreed the Parish
Council would fund one defibrillator to
be located on the external wall of the
village hall. Mr J Drinkwater
confirmed he would ring Mrs E Walkinshaw
to discuss the funding of a second
defibrillator, location to be decided
when issues regarding the BT Kiosk have
been resolved.
Adoption of BT Telephone Kiosk – Mr M
Poke stated that before the adoption of
the kiosk can be further progressed, a
letter dated 04.04.16 from West
Oxfordshire District Council Planning
Department has advised that given that
the kiosk is listed they need to
undertake further research/consultation
in respect of possible restrictions of
use. This is expected to take up to 15
working days.
Tree near Hill Top Cottage – Mr J
Drinkwater has established the tree is
not the responsibility of Oxfordshire
County Council (OCC). He has therefore
requested a plan in order to confirm
ownership, as OCC had stated they had
referred to their documents.
13.04.16 Update: Mr J Drinkwater
confirmed he is still awaiting the plan.
Swerbrook – Mr J Drinkwater
outlined the email exchange with Mr A
Abraham in which Mr Abraham has
confirmed his contractor will be
undertaking the required works in due
course. Mr J Drinkwater has requested a
further update from Mr Abraham on
25.01.16 as works have not yet
commenced. 13.04.16 Update: Works have
been completed.
20 Plenty Signs – Purchased and
installed, no feedback received to date.
External Light at Lilac Cottage –
Following a discussion it was agreed
this matter is outside the statutory
duties of the Parish Council to enforce
any restrictions in respect of domestic
outside lights. Therefore, it was
agreed Mr J Drinkwater would respond to
Ms S Bowers accordingly and will also
mention it at the forthcoming Village
Assembly on 06.05.16, to remind
residents to be mindful of the impact of
such lighting on neighbours.
Verge Opposite Mulberry Cottage and
Hillfields – Ms M Ford has been in
contact with Mr J Drinkwater and
confirmed she will ensure the area is
not used for parking and will arrange
for grass seed to be sown on the
affected area.
Maintenance of Greens & Verges – Mr
M Poke confirmed he has received some
useful guidance in respect of how to
develop a draft policy and confirmed he
will produce a draft policy which will
be circulated for consideration.
Use of Bollards in Strategic Positions
– Mr M Poke and Mr C Ford have been
considering this matter and in
particular the impact of damage to the
War Memorial area. Information has been
received from OCC regarding the cost of
installation and had also provided a
plan of utilities in the area. Mr M
Poke confirmed he would contact Mrs P
Radford from the Rectory to discuss
various options following her kind offer
to donate stone etc., to protect the
verge.
Footpath at Windy Hill Farm – Mr L
Tustian to locate the footpath sign and
reinstate it. Mr M Poke and Mr C Ford
confirmed following the survey of all
footpaths, a comprehensive record has
now been established, with an email
being sent to Mr D Weeks of OCC with
photos to enable him to confirm formally
the exact location of the footpath.
National Litter Picking Weekend – A
successful litter pick was undertaken
over the weekend with village residents
helping out, which was very much
appreciated.
Standing Orders – Mr J Drinkwater
suggested some minor alterations to
section 3.8, Mr M Poke agreed to update
the document which will be sent to all
Parish Councillors and published on the
Website as a draft until it is formally
adopted at the Annual General
Meeting.
5.0 Items Submitted by Public for
Consideration
None received
Mr M Poke circulated some guidance
cards which will be placed on seats
allocated for public and press
attendees, the guidance states the
parameters of public participation and
conduce at Parish Councils. It was
agreed these will also be placed on the
Village Hall notice board and the
website.
6.0 Financial Update
Mrs T Poke confirmed the balances as
follows: Community Account £3856.79 and
the Business Money Manager Account
£6631.99.
Payments Schedule
Arrow Accounting- Auditor £68.00 Mr
M Poke Mr C Ford
OALC – Annual Subscription £133.07
Mr C Ford Mr M Poke
Mr J Drinkwater - Vouchers £40.00 Mr
M Poke Mr L Tustian
Mr J Drinkwater and Mrs T Poke met
with Arrow Accounting to discuss the
requirements for year-end auditing and
ongoing accounting arrangements, it was
a useful visit.
Mrs T Poke outlined some of the
pressures on her time and requested some
assistance in respect of setting up the
finance records for the new financial
year; she would then maintain the
ongoing records. Mr J Drinkwater and Mr
C Ford agreed they would assist.
7.0 The Village Hall Committee
Mr L Tustian provided an update of the
village hall forthcoming events as
follows:
Coffee Morning and Plant Sale –
Saturday 23 April between 10:30 and
12 noon in the Village Hall.
Queen’s Birthday Barbeque - The
Parish Council agreed it was appropriate
to provide some financial support for
the event, the sum of £250 was agreed.
Proposed by Mr C Ford and Seconded by Mr
L Tustian.
8.0 The Playing Field Committee
Mrs A Wiggins had provided an update
via email confirming the ROSPA
certification was in progress.
9.0 Maintenance of Greens and Hedgerows
Damage to War Memorial Green – in
addition to the discussion under Matters
Arising – Item 4.0, it was agreed works
should not be undertaken until the
regular movement of heavy plant and
major building works at Glenroy had
receded. However, it was agreed some
options need to be developed and priced
so all interested parties could be
consulted and one of the options agreed.
Mr C Ford agreed to develop some plans
and options for consideration.
Use of Bollards and Strategic
Positions – in addition to the
discussion under Matters Arsing – Item
4.0 concerning the potential to install
bollards at the War Memorial site, Mr M
Poke and Mr C Ford agreed they would
undertake a survey of the village to
ascertain where they could be best
placed to ensure all vulnerable greens
and verges remain protected from such
damage.
10.0 Planning Consultations and
Considerations
Mrs T Poke confirmed there is now an
option to undertake all planning
consultations electronically rather than
receiving paper copies of applications
and associated plans, the Parish Council
decided to remain with the current
system for the foreseeable future.
Mrs T Poke circulated a letter from
OCC in respect of a planning application
by Great Tew Farms for planning
permission for the proposed extension
for ironstone extraction, revocation of
existing consented mineral extraction,
export of clay, construction of
temporary and permanent landforms,
retention of an existing overburden
store, relocation of consented stone saw
shed, replacement quarry, farm and
estate office building, erection of a
new shoot store and multi-purpose
building at Great Tew Ironstone Quarry,
Butchers Hill, Great Tew, Chipping
Norton. Mr C Ford declared an
interest.
11.0 Footpaths and Bridleways
Common Land, Watery Lane – Mr L
Tustian stated a declaration of interest
in respect of this item and left the
meeting whilst it was discussed. Mr J
Drinkwater confirmed he had received a
response from Mr J Chaplin regarding
ownership of this land. Mr J Drinkwater
confirmed he will refer the matter to Ms
K Skinner of OCC for their
consideration, as it’s not a decision
for the Parish Council to take.
12.0 Website and Swerford Insight
Mrs T Poke confirmed Mrs M Chaplin has
been very helpful in publishing the
notices and information on both the
website and Swerford Insight.
13.0 Queen’s Birthday Celebrations –
Village Events
Nothing further to report – See
Village Hall Committee update item 7.0
14.0 Correspondence
Nothing to report
15.0 Code of Conduct
Nothing to report
16.0 Any Other Business
No matters raised
17.0 Date of next meeting
Swerford Parish Assembly – Friday 6
May 2016 at 19:30 hours in the Village
Hall
Swerford Parish Council – To be
confirmed
The meeting was declared closed at 20:45
hours.
JANUARY 2016
SWERFORD PARISH COUNCIL
MEETING MINUTES
26 January 2016
AT 19:30 in Swerford Village Hall
Present: Mr J Drinkwater, Chairman
Mr M Poke, Vice Chairman
Mrs L Stapleton, Clerk & Responsible
Financial Officer (Resigned)
Mrs T Poke, Clerk & Responsible
Financial Officer (Appointed)
Mr C Ford, Parish Councillor
Mrs A Wiggins, Parish Councillor –
left meeting at 20:25
Mr L Tustian, Parish Councillor
Ms. S Bowers, Parish Resident
1.0 Apologies
None recorded
2.0 Declarations of Interest
None recorded
3.0 Approval of Minutes of Previous
Meeting
Proposed by Mr M Poke,
Seconded by Mrs A Wiggins
Minutes signed as approved.
4.0 Matters Arising
Defibrillators – Mrs A Wiggins
confirmed she was still awaiting
confirmation regarding the application
for funding. This matter will be
discussed further when this information
has been received.
Adoption of BT Telephone Kiosk –
Following the village walkabout on
19.12.15 it was agreed the adoption
contract needs to be reviewed to ensure
this is going to be a viable
acquisition. Mr. M Poke confirmed he
would review the documents in liaison
with Mr J Drinkwater in order to ensure
all legal liabilities are clarified. Mr
M Poke to report back to the next
meeting.
Tree near Hill Top Cottage – Mr J
Drinkwater has established the tree is
not the responsibility of Oxfordshire
County Council (OCC). He has therefore
requested a plan in order to confirm
ownership, as OCC had stated they had
referred to their documents.
Swerbrook – Mr J Drinkwater
outlined the email exchange with Mr A
Abraham in which Mr Abraham has
confirmed his contractor will be
undertaking the required works in due
course. Mr J Drinkwater has requested a
further update from Mr Abraham on
25.01.16 as works have not yet commenced.
20 Plenty Signs – Mr C Ford
presented the pro-forma invoice in
respect of the supply of 3 aluminium
signs with fixings. The purchase was
agreed by the Parish Council and the
payment of £252.11 plus VAT £50.42
making a total £302.53 was proposed by
Mr L Tustian and seconded by Mr M
Poke.
5.0 Items Submitted by Public for
Consideration
Ms S Bowers attended the meeting to
formally raise her concerns regarding
light pollution in the village,
particularly in respect of an external
light at Lilac Cottage at East End. Ms
Bowers stated the light reflects onto
the stone wall and creates additional
light into her bedroom, therefore having
an impact on her sleep. Ms Bowers also
confirmed she had put a polite note
through the door of Lilac Cottage
outlining her concerns, however no
response was received. Mr J Drinkwater
confirmed he would observe the impact of
the light and will, if appropriate, send
a letter to the resident concerned.
However, it was also essential to ensure
the legal position regarding light
pollution from external domestic lights
was also established.
6.0 Financial Update
Bank Mandate form for Local Authority
was signed by all present.
No update on balances as Bank
Statements have not been redirected, Mr
J Drinkwater will follow this up with
HSBC.
Mr J Drinkwater and Mrs T Poke will be
meeting on 20.02.16 to discuss the
2015/2016 revised auditing arrangements
and will meet with the new auditor in
due course.
Thank You vouchers to be purchased for
Mr C Ford and Mr R Haigh for the
refurbishment of the village benches, Mr
J Drinkwater to arrange.
7.0 The Village Hall Committee
Next meeting – 02.02.16
Queen’s Birthday Barbeque - The
Parish Council have agreed to support
the event with a Pig Roast donated by Mr
N Wiggins and also to offer some
financial support towards the event
organisation. It was agreed Mr L
Tustian would confirm the arrangements
when he attended the next meeting. Mr J
Drinkwater also requested that he
ascertain from the Village Hall
Committee how much financial support
they would be seeking.
8.0 The Playing Field Committee
Mr J Drinkwater asked Mrs A Wiggins to
check with Mrs J Ford if the Safety
Certificate is up to date and the ROSPA
inspection has been undertaken. He
stressed the need to maintain compliance
in such matters.
9.0 Maintenance of Greens and
Hedgerows
Verge Opposite Mulberry Cottage and
Hillfields – It was noted that
considerable damage has been done to
this area of verge by cars and large
vehicles being parked on it by residents
of Mulberry Cottage. Mr J Drinkwater
confirmed he will write to Mrs M Ford of
Mulberry Cottage to request this area is
no longer used for parking of such
vehicles.
Maintenance of Greens & Verges – Mr
M Poke confirmed he has undertaken some
research into the maintenance of such
spaces and the impact of them being used
for parking. It was agreed Mr M Poke
would draft a policy for consideration
at the next meeting.
Use of Bollards and Strategic
Positions – As this is an accepted
practice, Mr M Poke and Mr C Ford agreed
they would undertake a survey of the
village to ascertain where they could be
best placed to ensure the greens and
verges remain protected from such
damage.
10.0 Planning Consultations and
Considerations
Leys Farm – Mr J Drinkwater
confirmed the appeal for the Garden Room
has been refused.
11.0 Footpaths and Bridleways
Footpath Survey – Mr M Poke and Mr
C Ford confirmed they have completed
their survey and have taken photos of
all gates and stiles. It was noted the
footpath sign at Windy Hill Farm has
been removed again, Mr L Tustian
confirmed it was buried under one of his
hedges, he will find it and arrange for
it to be reinstated.
<_P>Footpath at Windy Hill Farm –
Mr J Drinkwater stated he has some
documents relating to this footpath and
would share them with Mr M Poke in order
to ascertain the exact location of the
footpath within Mrs J Horwood’s land.
12.0 Website and Swerford Insight
Swerford Insight – It was noted by
all present the new style newsletter now
known as Swerford Insight has been very
well received, the new format works
extremely well.
13.0 Queen’s Birthday Celebrations –
Clean for the Queen Campaign
National Litter Picking Weekend - It
was agreed as a village we should
participate in this national initiative,
Mrs T Poke will arrange for an item to
be place in Swerford Insight inviting
residents to participate on Saturday 5
March from 11am. Refreshments will be
provided.
14.0 Correspondence
Trees at Swerford Park – Mrs T Poke
confirmed she had received an email
forwarded by Mrs L Stapleton regarding
the trees on Lodge Lane/Swerford Park.
Mr N Dalby of West Oxon stated in the
email he is not clear what this matter
is about and is not sure if WODC would
have any role to play in the matter.
Mrs T Poke to email Mr N Dalby to
ascertain if they have contacted Mr J
Law of Swerford Park to inform them of
their position.
15.0 Code of Conduct
Nothing to report
16.0 Any Other Business
Standing Orders – Mr M Poke has now
drafted these, they will be formally
adopted at the Annual General Meeting.
Distribution of Agendas – It was
agreed these would be placed on the
village hall notice board, website and
in the church at least three clear
business days before the meeting.
17.0 Date of next meeting
Next Parish Council Meeting –
Thursday 14 April 2016 at 19:30 hours in
the Village Hall
Swerford Parish Assembly – Friday 6
May 2016 at 19:30 hours in the Village
Hall
The meeting was declared closed at 21:10
hours.
November 2015 Minutes
1.0 Apologies
None recorded
2.0 Declarations of Interest
None recorded
3.0 Approval of Minutes of Previous
Meeting
Proposed by Mr M Poke
Seconded by Mrs A Wiggins
Minutes signed as approved.
4.0 Matters Arising
Defibrillators – Mrs A Wiggins
confirmed she was still awaiting
confirmation regarding the application
for funding. This matter will be
discussed further when this information
has been received.
Adoption of BT Telephone Kiosk –
Following the village walkabout on
19.12.15 it was agreed the adoption
contract needs to be reviewed to ensure
this is going to be a viable
acquisition. Mr. M Poke confirmed he
would review the documents in liaison
with Mr J Drinkwater in order to ensure
all legal liabilities are clarified. Mr
M Poke to report back to the next meeting.
Tree near Hill Top Cottage – Mr J
Drinkwater has established the tree is
not the responsibility of Oxfordshire
County Council (OCC). He has therefore
requested a plan in order to confirm
ownership, as OCC had stated they had
referred to their documents.
Swerbrook – Mr J Drinkwater outlined
the email exchange with Mr A Abraham in
which Mr Abraham has confirmed his
contractor will be undertaking the
required works in due course. Mr J
Drinkwater has requested a further
update from Mr Abraham on 25.01.16 as
works have not yet commenced.
20 Plenty Signs – Mr C Ford presented
the pro-forma invoice in respect of the
supply of 3 aluminium signs with
fixings. The purchase was agreed by the
Parish Council and the payment of
£252.11 plus VAT £50.42 making a total
£302.53 was proposed by Mr L Tustian and
seconded by Mr M Poke.
Mrs A Wiggins
Mr M Poke
Mr J Drinkwater
Mr C Ford
5.0 Items Submitted by Public for
Consideration
Ms S Bowers attended the meeting to
formally raise her concerns regarding
light pollution in the village,
particularly in respect of an external
light at Lilac Cottage at East End. Ms
Bowers stated the light reflects onto
the stone wall and creates additional
light into her bedroom, therefore having
an impact on her sleep. Ms Bowers also
confirmed she had put a polite note
through the door of Lilac Cottage
outlining her concerns, however no
response was received. Mr J Drinkwater
confirmed he would observe the impact of
the light and will, if appropriate, send
a letter to the resident concerned.
However, it was also essential to ensure
the legal position regarding light
pollution from external domestic lights
was also established.
Mr J Drinkwater
6.0 Financial Update
Bank Mandate form for Local Authority
was signed by all present.
No update on balances as Bank
Statements have not been redirected, Mr
J Drinkwater will follow this up with HSBC.
Mr J Drinkwater and Mrs T Poke will be
meeting on 20.02.16 to discuss the
2015/2016 revised auditing arrangements
and will meet with the new auditor in
due course.
Thank You vouchers to be purchased for
Mr C Ford and Mr R Haigh for the
refurbishment of the village benches, Mr
J Drinkwater to arrange.
Mr J Drinkwater
Mr J Drinkwater & Mrs T Poke
Mr J Drinkwater
7.0 The Village Hall Committee
Next meeting – 02.02.16
Queen’s Birthday Barbeque - The Parish
Council have agreed to support the event
with a Pig Roast donated by Mr N Wiggins
and also to offer some financial support
towards the event organisation. It was
agreed Mr L Tustian would confirm the
arrangements when he attended the next
meeting. Mr J Drinkwater also requested
that he ascertain from the Village Hall
Committee how much financial support
they would be seeking.
Mr L Tustian
8.0 The Playing Field Committee
Mr J Drinkwater asked Mrs A Wiggins to
check with Mrs J Ford if the Safety
Certificate is up to date and the ROSPA
inspection has been undertaken. He
stressed the need to maintain compliance
in such matters.
Mrs A Wiggins
9.0 Maintenance of Greens and Hedgerows
Verge Opposite Mulberry Cottage and
Hillfields – It was noted that
considerable damage has been done to
this area of verge by cars and large
vehicles being parked on it by residents
of Mulberry Cottage. Mr J Drinkwater
confirmed he will write to Mrs M Ford of
Mulberry Cottage to request this area is
no longer used for parking of such
vehicles.
Maintenance of Greens & Verges – Mr M
Poke confirmed he has undertaken some
research into the maintenance of such
spaces and the impact of them being used
for parking. It was agreed Mr M Poke
would draft a policy for consideration
at the next meeting.
Use of Bollards and Strategic
Positions – As this is an accepted
practice, Mr M Poke and Mr C Ford agreed
they would undertake a survey of the
village to ascertain where they could be
best placed to ensure the greens and
verges remain protected from such
damage.
Mr J Drinkwater
Mr M Poke
Mr M Poke & Mr C Ford
10.0 Planning Consultations and
Considerations
Leys Farm – Mr J Drinkwater confirmed
the appeal for the Garden Room has
been refused.
11.0 Footpaths and Bridleways
Footpath Survey – Mr M Poke and Mr C
Ford confirmed they have completed their
survey and have taken photos of all
gates and stiles. It was noted the
footpath sign at Windy Hill Farm has
been removed again, Mr L Tustian
confirmed it was buried under one of his
hedges, he will find it and arrange for
it to be reinstated.
Footpath at Windy Hill Farm – Mr J
Drinkwater stated he has some documents
relating to this footpath and would
share them with Mr M Poke in order to
ascertain the exact location of the
footpath within Mrs J Horwood’s land.
Mr L Tustian
Mr J Drinkwater
12.0 Website and Swerford Insight
Swerford Insight – It was noted by all
present the new style newsletter now
known as Swerford Insight has been very
well received, the new format works
extremely well.
13.0 Queen’s Birthday Celebrations –
Clean for the Queen Campaign
National Litter Picking Weekend - It
was agreed as a village we should
participate in this national initiative,
Mrs T Poke will arrange for an item to
be place in Swerford Insight inviting
residents to participate on Saturday 5
March from 11am. Refreshments will be
provided.
Mrs T Poke
14.0 Correspondence
Trees at Swerford Park – Mrs T Poke
confirmed she had received an email
forwarded by Mrs L Stapleton regarding
the trees on Lodge Lane/Swerford Park.
Mr N Dalby of West Oxon stated in the
email he is not clear what this matter
is about and is not sure if WODC would
have any role to play in the matter.
Mrs T Poke to email Mr N Dalby to
ascertain if they have contacted Mr J
Law of Swerford Park to inform them of
their position.
Mrs T Poke
15.0 Code of Conduct
Nothing to report
16.0 Any Other Business
Standing Orders – Mr M Poke has now
drafted these, they will be formally
adopted at the Annual General Meeting.
Distribution of Agendas – It was
agreed these would be placed on the
village hall notice board, website and
in the church at least three clear
business days before the meeting.
Mr M Poke
Mrs T Poke
17.0 Date of next meeting
Next Parish Council Meeting – Thursday
14 April 2016 at 19:30 hours in the
Village Hall
Swerford Parish Assembly – Friday 6
May 2016 at 19:30 hours in the Village
Hall
The meeting was declared closed at 21:10
hours.
PARISH COUNCIL MINUTES,30TH NOVEMBER
2015 & 10TH DECEMBER 2015
Present:
Mr J Drinkwater , Chairman
Mr M Poke, Vice Chairman
Mrs L Stapleton , Clerk & Responsible
Financial Officer (Resigned)
Mrs T Poke, Clerk & Responsible
Financial Officer (Appointed)
Mr C Ford, Parish Councillor
Mrs A Wiggin, Parish Councillor
Mr L Tustian, Parish Councillor
Mr J Chaplin, Parish Resident –
Meeting of 30 November 2015
Mrs M Chaplin, Parish Resident –
Meeting of 10 December 2015
1.0 Apologies,
None recorded
2.0 Declarations of Interest,
None recorded
3.0 Approval of Minutes of Previous
Meeting
Proposed by Mr M Poke,
Seconded by Mrs A Wiggin
Minutes signed as approved.
4.0 Matters Arising
Resignation & Appointment of Parish
Clerk/Responsible Financial Officer – Mr
J Drinkwater formally acknowledged the
resignation letter from Mrs L Stapleton
and the Parish Council agreed the
appointment of Mrs T Poke to the role of
Parish Clerk/Responsible Financial
Officer, and was appointed by Mrs A
Wiggin and seconded by Mr C Ford.
Motte & Bailey – Mr J Drinkwater
wished to formally acknowledge and
record the Parish Council’s thanks to
Mrs M Chaplin for laminating and
installing the information sign relating
to the Motte & Bailey.
Defibrillators – Mr J Chaplin attended
to represent the views of some residents
in respect of the purchase of a
defibrillator for the village. Mrs A
Wiggin confirmed she had undertaken some
further research and the Department of
Health have sponsored 1 million pounds
worth of defibrillators for communities
and as a result they have been removed
from the British Heart Foundation
website until this funding has been
spent. Mrs A Wiggin has submitted an
application for funding of one of these
machines. Therefore, we should hear by
May 2016 if our application has been
successful. The matter was discussed
in detail and it was agreed some formal
procedures need to be established in
respect of training and an effective
alert system. Mr J Drinkwater agreed he
would contact the residents concerned
and provide them with assurance that
they will be updated on progress.
Adoption of BT Telephone Kiosk – Mr
M Poke provided an update in respect of
the adoption process and how it was
progressing. Mr J Chaplin expressed
some concern about it becoming a
liability to maintain. It was agreed
this would be examined and discussed as
part of village walkabout on 19 December
2015, before a final decision was made.
Mr J Drinkwater – at the meeting of
10.12.15 Mr J Drinkwater confirmed this
had been completed.
All to note for 19.12.15
5.0 Financial Update
2016/17 Budget – Mr J Drinkwater
circulated a draft budget and following
a lengthly discussion some adjustments
were agreed and noted on the printed
version to ensure a clear audit trail is
established.
Remembrance Day - Mr M Poke requested
a cheque for £60 for the Remembrance Day
poppy wreaths, Mr J Drinkwater requested
a receipt was obtained from the local
organiser in order to ensure compliance
with S137. This expenditure was
proposed by Mrs A Wiggin and Seconded by
Mr C Ford. This was confirmed again at
the meeting on 10.12.15.
Gratitude Gifts – discussion on
10.12.15 agreed to the following
expenditure for thank you gift vouchers
- £40.00 voucher for Mrs L Stapleton for
her valuable services as Parish Clerk,
this was proposed by Mrs A Wiggin and
seconded by Mr C Ford.
All to note
Mr M Poke
6.0 The Village Hall Committee
Minutes received – no further comments
7.0 The Playing Fields Committee
Nothing to report – balance received
£647.05
8.0 Mowing and Hedges
War Memorial Green - Recent damage to
the war memorial green was discussed and
Mr M Poke confirmed he has spoken to the
new residents of Lyndhurst who have also
contacted their removal contractor
requesting the damage is made good as a
matter of urgency. It was agreed this
is a vulnerable area and is often
subjected to damage from HGV traffic,
therefore it was agreed this would also
be discussed at the village walkabout on
19.12.15.
Holly Tree, St. Mary’s Lane- Mr M Poke
confirmed this will be removed by
Acreman Arboriculture Services in the
near future.
Village trees – There was a general
discussion in respect of various trees
within the village boundary, although it
is often difficult to established
ownership when near a highway, it was
agreed these would be discussed at the
village walkabout and funding would be
provided to benefit the village
environment and not individual
households.
Tree near Hill Top Cottage – At the
meeting of 10.12.15 Mr J Drinkwater
confirmed he had met with a
representative from O.C.C on 09.12.15
concerning the safety of it and who is
responsible for the maintenance of it.
This is still to be established.
Swerbrook – Mr J Drinkwater confirmed
the boundary issue has still not been
addressed and he would be contacting Mr
A Abraham again to ascertain when
progress will be made in respect of the
repositioning of his gates.
All to note for 19.12.15
All to note for 19.12.15
Mr J Drinkwater
9.0 Planning
No planning applications received.
10.0 Footpaths and Bridleways
Nothing to report for meetings of
30.11.15 & 10.12.15
At the village walkabout, Mr M Poke
and Mr C Ford agreed they would inspect
all footpaths and bridleways within the
parish boundary during January 2016.
Mr M Poke & Mr C Ford
11.0 Website and Newsletter
Website - At the meeting of 10.12.15
Mr J Drinkwater formally thanked Mrs M
Chaplin for maintaining the village
website, it was agreed that Mrs T Poke
would continue to forward relevant
articles to Mrs M Chaplin for
publication on the website. It was also
agree the agendas and minutes would also
be published and marked as draft where
relevant.
Newsletter – Ms. C Douglass is no
longer able to co-ordinate and publish
the village newsletter, it was agreed
this should continue as it is a valuable
source of information and news for all
residents. Mrs M Chaplin agreed she
would consider taking this on, but feels
it would benefit from a re-launch and
different format.
Mrs T Poke
12.0 Correspondence
Statement received from BDO LLP
requesting payment of £36.00, this was
proposed by Mr C Ford and seconded by Mr
L Tustian.
Remittance Advice received from WODC
for the precept - £1050.18
10.12.15 Meeting
Her Majesty the Queen’s 90th Birthday
Celebrations in June 2016 – Mrs T Poke
read the letter received from the
Officer of Her Majesty’s Lord-Lieutenant
of Oxfordshire concerning national and
local celebrations. She agreed to
forward copies to the village hall and
playing fields committees, as well as
having something published on the
website and in the newsletter.
Mrs T Poke
13.0 Any other business
Auditing Arrangements – Mr J
Drinkwater confirmed the retirement of
the auditor and outlined a proposal from
Arrow Accounting, which would cost £80
per annum including one attendance at a
Parish Council Meeting, with travel
expenses at 45p per mile being the only
additional cost. This was agreed and
proposed by Mrs A Wiggin and seconded by
Mr C Ford.
20 Plenty Signs – Mr C Ford confirmed
he has researched the installation of
such signs and it was agreed the actual
location of them would be agreed at the
village walkabout on 19.12.15. Mr J
Drinkwater asked Mr C Ford to ascertain
if any liability issues exist in respect
of this type of signage.
Register of Electors – It was agreed
this should be obtained from WODC, Mrs T
Poke agreed to action this.
Mr C Ford
Mrs T Poke
14.0 Date of the next meeting
26 January 2016 at 19:30 in Swerford
Village Hall
The meeting of 30 November 2015 was
declared closed at 21:00
The meeting of 10 December 2015 was
declared closed at 20:30