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Last Updated 18 September 2017 12:27
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
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