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PC Minutes 18

Swerford Parish Council

Parish Council Committee Meeting:

Swerford Village Hall Tuesday 14 August 2018 at 19:30 hrs

DRAFT MINUTES

Present: Mr J Chaplin, (Chairman), Mr C Ford (Deputy Chairman and Acting RFO), Mrs J Abbott (Councillor), Mr J Drinkwater (Councillor), Mr L Tustian (Councillor). Mr W Haddon (Parish Clerk).

(JC, CF, JA, JD, LT, WH respectively hereafter.)

Residents: Mr R Huyton (who left during the meeting), Mrs A Huyton, Mr N Davies.

1. Apologies for absence.

a. None received.

2. Declarations of Interest and reminder of the Code of Conduct.

a. None made and Code noted.

3. Approval of minutes Annual Parish Council Meeting 17MAY18.

a. Approved.

4. Matters arising:

a. Internal Audit: see below;

b. Playing Fields: updated position and ROSPA response:

i. JA presented a wide ranging and detailed report which was discussed. The situation is being fully monitored and action taken to comply and do the best for the area. The Chairman confirmed that insurance exists to cover public liabilities. JA has sought, and circulated some new ideas for improvements to the village and will continue to monitor and present quarterly reports.

c. HSBC: update and ratification as to mandate signatories:

The following applies to Swerford Parish Council’s Community and Business Manager Accounts with HSBC:

1. Councillors John Chaplin, Jonathan Drinkwater, Jane Abbot and Colin Ford were confirmed as approved authorised signatories;

2. Of these four, any two must sign at any one time;

3. After many years, due to other commitments, Leonard Tustian will no longer be an authorised signatory, and therefore his authority is to be cancelled.

d. Chapel End tree: update and cost approval:

i. The work has been carried out (the crown lifted and tree thinned) as approved by WODC. The payment of £290 + VAT was approved.

ii. LT expressed concerns as to the process for such approvalsreached outside Council Meetings. It was explained that in this instance, after much discussion, and agreement in principle at various Council Meetings, the final go ahead was made after email correspondence withCouncillors, the decision to be formally ratified at this meeting. Four positive replies were received. His concern was that as he is not an email user, email circulation presents him with unworkable time constraints should he wish to make comment before such decisions, taken on a majority basis, aremade. This was noted and it was agreed that a policy needs to be reiterated at the next meeting as to how best to include him on such interim decisions.

e. Swerford Charity: clarification as to trustee dates of tenure and overall relationship to Council;

i. The matter will be clarified with Jonathan Warr.

f. Register of Title Deeds: completion and safe-custody (FR 13.1);

i. The Register is complete. (Since the meeting, JC has confirmed that Hancocks of Banbury have agreed to hold in safe-keeping. Suitable instructions will be given.)

g. Register of Assets: completion (FR 13.3);

i. The Register is Complete.

h. CPR training: update;

i. CF has this in hand and expects to confirm a date for September.

i. Confirmation of payment to Mrs M Chaplin for website work;

i. Payment has been made.

j. Transparency Code for Smaller Authorities: documentation to be published on website by 1JUL18:

i. It was confirmed by JC and CF that this has been done.

5. Planning Applications Received since last meeting:

a. 18/02088/FUL - The Studio, Potato Town. No Objection advised.

i. The position was formally ratified.

6. Salt and salt bins:

a. Further clarification was needed with WODC as to how the salt was to be delivered and what was free/what was not. (Since the meeting JC has confirmed that OCC will refill bins and deliver one bulk bag free of charge.)

7. Financial update and Statement:

a. Receipt and Approval of Annual Financial Statements (Standing Order (SO) 4.3.2);

i. While discussed, formal presentation has yet to be made.

b. Statement of Year-to-Date Receipts and Payments, actual versus forecast (Financial Regulations (FR) 3.2 and SO 4.3.2);

c. Summary of Balances Held (SO 4.2.1);

i. The position was outlined in detail and a new system introduced for which comments are welcome from Councillors for the next report. (To JC/CF).

d. Annual Audited Accounts (website and Notice Boards (SO 4.4.5);

i. A notice has been placed on Notice Boards advising that the Accounts have been audited and that for the next six weeks are available for inspection at the home of the RFO (by appointment)

. e. Confirmation of Insurance held (Financial Regulation (FR) 14.3);

i. JC/WH will create a schedule. Once complete the Clerk (WH) will assume responsibilities for ensuring Insurance Cover is addressed in a timely manner (decided after the meeting.) The Village Hall will continue to arrange its own insurance: this still needs to be advised to the Council who need to be satisfied with cover in place.

f. Completion of an Annual Finance Timetable and confirmation as to what is to be published on website;

i. This is being taken forward by JC/CF.

8. Internal Audit:

a. Presentation and Approval of 2017-18 Internal Audit Report (SO 4.4.5).

Whilst the Internal Audit Report has been seen by CF, JC and WH, it is a requirement that a formal presentation to the Council is made, for review, comment (if any) and minuting. For the sake of good order this will be done at the next meeting. Otherwise, matters were largely finalised during this meeting and where so, as noted below, may be considered ‘closed’. The Auditors Summary was noted: that ‘the Council has sound arrangements in place to satisfy itself that its systems of internal financial control are both adequate and effective. There are approval and authorisation controls and there is a clear audit and management trail for financial transaction.’ Matters arising from that Report (that is Audit comment requiring follow-up) were largely discussed and the following was noted:

- Deeds and Titles have been established, references noted, and a Register created;

- From the 2016/17 Report: o Fidelity Insurance level to be confirmed.(Since the meeting current levels of £150,000 with an excess of £250 have been confirmed. The matter is closed.);

o Requires review and to be minuted; (report superceded by 2017/18, see below - matter closed.);

o Earmarked balances to be clearly identified in the notes to financial statements; covered in new statements - matter closed.

- Local Government spending powers (rules) to be better understood.

o Explained by the Auditor, the position was clarified, noted at the meeting, and considered understood. Matter closed.

- Audit Reports to be reviewed and minuted as such:

o This is now in processfor 2017/18. (Council will be asked to note that for 2016/17,outstanding issued will have been included in the 2017/18 Report and the matter may reasonably be considered closed.) - An Effectiveness Review was not carried out:

o Much time has been spent on Audit matters and arguably this has been addressed. To be considered further.

- Public Land and Building Assets Register:

o To clarify and create - Financial Regulations to be amended in due course. (Since the meeting it has been confirmed by the Auditor that this is simply our Register of Assets minus any values, to be updated annually and published on the village website.This is to be finalised.)

b. Approval of Internal Audit Fee. i. Approved.

9. General Governance

a. Swerford Council’s ‘Publication Scheme’requires updating.

i. JC/WH will review and update.

10. Any other business

a. Village Hall.

i. Payment of £1,020 approved.

There is no VAT.

b. Green and Verges Policy Document.

i. A Draft Parking Policy prepared in 2017 was presented by CF. Wider issues, if any, are to be considered further.

c. War memorial Project;

i. There is no obvious way forward with any specific Project and if the matter is to be revived, interested parties will need consulting.

d. Armistice Day celebrations:

i. JA and JC outlined some possibilities now being planned in the village. This includes an Art Weekend with exhibitions in the Village Hall,Potato Town and Grange Farm; taking forward the ‘There but Not There’ project which is a national scheme and very moving; the WODC/Woodlands Trust Tree of Remembrance Project; and some other ideas in their infancy. This is being progressed within the village as appropriate.

ii. Regrettably there will be no Swerford Church service on Remembrance Sunday as this is being held in Hook Norton. But some service will take place.

e. Tree of Remembrance Project;

i. WH is to respond that we wish to be involved. Clarification as to which type of tree is needed. The aim is to plant in one of the village greensafter any discussion that may be considered appropriate. John Chaplin will be the contact point for WODC. Mary Tustian will be invited to lead the planting ceremony.

f. Village Ride-on Mower:

i. The repair at a cost of up to £550 was approved, of which £100 will need be paid in advance.

g. Gigaclear activity update.

i. JC outlined the position. They are not allowed to build on village greens, and how the roll-out will unfold is unclear. No Circulars have been issued by WODC or Gigaclear. JC will continue to monitor.

h. Land Registration of the Village Greens.

i. Parish Council land is now registered with the Oxfordshire Register of Village Greens. It is thought that this should now be extended to the National Land Registry. Approval was given for this to be further investigated as to time and costs involved. JC will approach solicitors.

i. Planning: Permission in Principle (PIP) and Technical Details Consent (TDC):

i. JC, JD and JA will register with the relevant WODC website to receive emails to do with any Consents sought relating to Swerford, so that in the absence of the Parish Clerk matters may be progressed within the very tight timeframes now applicable.

j. The Re-appointment of Arrow Accounting as our Internal Auditor was approved. This included their fee.

k. Various payments were approved as follows:

i. For web services to C Stanbury (2 x £40)

ii. For bench refurbishment: £38.51

iii. For the ROSPA survey: £74.93

iv. For Playsafety Ltd: £79.80.

There being no further business the meeting closed at about 10:00 pm. The next meeting is scheduled for 13 November 2018.

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;

- the work being done on Footpaths and Rights of Way goes on. Gates and styles are monitored on a regular basis and a programme exists to see this is done: for example, there are six styles that require to be adapted to be ‘dog friendly’ and a working party is being formed to manage this over the summer; new gates have been installed by Great TewEstate on the footpath adjacent to ButtercombeFarm; and the Fords have installed ‘kissing gates’ on the footpath leading through Paradise Farm. 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 styles 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 villageand 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.

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