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SWERFORD PARISH COUNCIL MEETING MINUTES Meeting held on September 7 2011 @ Village Hall commencing 7.30pm 1. Present: Mr J Drinkwater Chairman Mr J Chaplin Clerk/Treasurer Mr R Hall Deputy-Chairman Mr M Poke Councillor Mr L Tustian “ Observers: Nil 1. Apologies for absence were received from Mrs G Howell 2. Declarations of interest in any matter likely to arise were notified by Messers Poke and Tustian (Backside) and by Mr Drinkwater (Retreat Cottage) 3. The minutes of the previous Parish Council meeting (of May 17 2011) were approved and the file copy then initialled and signed by the Chairman. 4. No matters were raised that would nor arise elsewhere in the proceedings 5. The financial position as at the end of August was circulated, it was noted that most areas of expenditure were to plan but that Mr Chaplin would prepare a full forecast for the November meeting together with an “Aunt Sally” for the 2012/13 year. Mr Chaplin agreed to discuss with HSBC the status of Mr Hall’s cheque signature. The Council noted the satisfactory results of both the Internal (previously circulated) and External Audits. Mr Chaplin confirmed that all outstanding VAT has been reclaimed and received. 6. In Mrs Howell’s absence the Clerk reported on the Village Hall Committee situation. The next events were to be the Spire Concert and the Harvest Supper, followed by a Christmas “do”. Mr Drinkwater confirmed that the Drinkwaters & Stogdens would be setting the questions for the February 2012 Quiz but that he suggested that in future each year’s winners set the subsequent year. The Clerk reported that Open Gardens weekend had been set as 23/24 of June 2012 after liaison with Katherine House and Adderbury Gardens Group. 7. With regard to the Playing Fields Committee the Chairman is still to discuss its direction with the Chair, Mrs Jayne Ford. The Clerk reported that he intended to circulate the village in September to see if there was any futher interest in additional trees. A sheep had broken through the fence and cropped several trees but they will recover. 8. Mowing & Benches, Hedges & Trees – the mower is working, Mr Hall has mown the Village Hall lawn and offered to “induct” Mr Poke into the mower’s mysteries. Mr Poke has repaired one bench at Church End and will progressively repair the others, however there is one at the top of Chapel End which may be unrepairable. Mr Tustian agreed to try to discover its provenance. Page 435 The Council agreed that the Clerk should chase up the Heaths and Gail Woods regarding their overgrown hedges. The Clerk will discuss with Geoffrey Castle the choice of a cherry to replace that now removed from the Chapel End Green. The Clerk had advised OCC of a potentially dangerous tree overhanging the road by Retreat Cottage, which they are investigating. He had also raised the possibility of a TPO on a holly at the rear of The Old Cottage but was advised that the policy is not to progress TPOs in Conservation areas where trees are protected as a matter of course. 9. Planning – Since the previous meeting WODC had formally approved the proposals at No 1 Blue Row but without the front porch and had rejected the proposals for garaging at The Yews. On Friday September 9 it was confirmed that WODC had approved the changes at Griffin House. Decisions were still awaited on Retreat Cottage & the Old Post Office. We were advised that WODC now had two apparent breaches of Planning Consent to investigate, at Rectory Cottage and Butler’s Barn. With regard to Backside the Council examined the 1802 enclosure map and were advised that both OCC and WODC deny ownership of the lane. It was agreed that in principle SPC would seek to register ownership (and possibly then register it as a village green) but that prior to a final decision the Clerk would get an estimate of likely costs and the Councillors would consider how those costs should be born. 10. Footpaths & Bridleways – Mr Drinkwater reported that the issue of clearing the access to the footpath through Windy Hill Farm had been resolved by OCC in dialogue with the landowner and that work on restoring the path should be carried out by the end of October. Mr Poke asked that Mr Drinkwater now promptly pass over the portfolio to him. 11. Website & Newsletter –The owner of our web-hosting provider has confirmed receipt of our charitable contribution, it was agreed that we should continue the practise. Charlotte Douglass has taken over the editorship of the newsletter 12. Correspondence – it was agreed that future public access copies of the minutes would go on the Swerford web site, and the FOI notice altered accordingly. 13. Code of Conduct – all councillors have submitted fresh declarations after the election, these have now been registered. Messers Drinkwater, Poke, Howell and Chaplin have attended the appropriate training course. 14. Any other business – It was agreed that SPC should bear one half of the cost of the farewell reception for Mr & Mrs Castle in recognition of the years of service that they had given to the Village in a number of roles and activities. Mr Tustian raised the issue of the approval status of the village orchard, Mr Drinkwater agreed to discuss this with Mr Castle and the Clerk agreed to trawl the minutes. 15. The next meetings are to be held on Wednesday November 9 2011 and then on Wednesday February 8 2011 JBC v2 27.10.11 Page 436
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