Bourtons Parish Council Meeting Draft Minutes April 2020

DRAFT Minutes of the VIRTUAL meeting held online on                                                                                                                Tuesday April 14th 2020 at 19:30
Note : The Local Authorities & Police & Crime Panels (Coronavirus) (Flexibility of Local Authority & Police & Crime Panel Meetings) (England & Wales) Regulations 2020  allowed Parish Councils to convene their meetings virtually online.
In attendance online : Cllr Mrs S E Leszczynski (Chairman),  Cllrs Mrs S Upton, A Johnson,  D Walker, D Drummond; & S Bowen (Clerk) Apologies : Cllr C Upton, CCllr G Reynolds, DCllr P Chapman.
Declarations of Interest : Cllrs Johnson & Drummond; committee members of Cluster Care
Public Participation : NO members of the public joined the meeting.
Minutes : The previous Council meetings (March) minutes were received and APPROVED.
Minute ref Item Delegated to
Note Important Coronavirus actions minuted below in 2004-50 Information
2004-01 Footpaths – Progress Report
2004-04.001 Reports have been received of some local landowners failing to clear cross field paths as required under the Countryside Act.  If residents notice that paths have not been cleared following planting please notify the Council so that action can be taken. Information
2004-01.002 Footpath users should take precautions when opening gates etc and use hand sanitiser as recommended by Government, but also be aware that farmland is the farmer’s workplace and do nothing to endanger their safety. Information
2004-02 Highways & Road defects – Progress Report
2004-02.003 Resurfacing work has now been completed in Crow Lane.  This is to a very high standard and this Council would like to record its thanks to the OCC Highways team and their contractors.  It is understood that further work on Foxden Way/ School Lane may be completed shortly. Information Cllr SU
2004-04 Defibrillators – Progress Report
2004-04.004 Both machines reported to be operating correctly. Information
2004-05 Website development – Progress Report.
Nothing to report
2004-06 Projects
2004-06.005 Clock restoration : due to the Coronavirus pandemic the work scheduled to start in March on the installation of the autowind mechanism has been postponed until the crisis is over. Information
2004-07 Playgrounds & Public Spaces
2004-07.006 Playgrounds are closed, following government instruction. No inspections have taken place this month. Information
2004-07.007 Information to be sought from CDC/Hayfield Homes that the LAP at Garners Field has been formally closed, this still remaining under their control pending a decision regarding future ownership. Clerk
2004-08 Allotments
2004-08.008 A further application for a plot has been received bringing the waiting list to 6. Information
2004-08.009 Allotments are permitted to remain open at present, but advice has been issued to observe suitable precautions over distancing and use of shared facilities, main gate, lock, taps etc. and notices posted allowing entry by authorised persons only.
2004-08.0010 Investigation to be undertaken regarding the feasibility of CCTV/floodlighting at allotments following recent vandalism/thefts. Clerk
2004-09 Public transport
2004-09.011 The final edit of the funding agreement with OCC to release the s106 Garners Field monies in support of public transport has been received and circulated to Cllrs.  It was RESOLVED that this should be signed by the Chairman and Clerk.  Text for a letter to Ability CIC to be circulated for agreement once funding agreement has been signed. Clerk
2004-10.012 Village Hall: Currently closed in line with government instruction, to slow transmission of Covid-19. Information
2004-10.013 The work scheduled to repair the oil tank cover has been postponed due to the Coronavirus pandemic. Information
2004-10.014 Community Hall: Currently closed in line with government instruction, to slow transmission of Covid-19. Information
2004-10.015 The final version of the lease has been issued to CIO members for consideration and the return is to be expedited. Clerk
2004-10.016 Both Halls remain closed for the duration of the social distancing regulations. Information
2004-10.017 Hayfield Homes have advised that they have ceased maintaining the Hall grounds.  Repeated attempts to contact Ground Solutions have failed and quotes have been obtained from 2 local potential contractors.  It was RESOLVED to appoint SW Services, our current mowing contractor for this year and to review the situation at year end.  Letters to be sent to all parties confirming this decision. Clerk
2004-11 Healthcare
2004-11.018 Cluster Care has ceased operations for the duration of the Coronavirus pandemic. Information
2004-11.019 Cropredy Surgery advise that Dr Tucker on annual leave but all other GP’s working.  Consultations initially assessed by phone, surgery remains closed unless by appointment, prescriptions can be collected from reception window. Information
2004-50 Finance & Administration
Coronavirus Pandemic actions
 2004-50.020 It was RESOLVED that the Clerk and Chairman should be delegated power by this Council to undertake anything expedient and necessary to ensure the continuous business of the Council and deal with mandatory undertakings to prevent the Authority from incurring liability during this period of delegation.  This period will last until a further resolution is passed terminating these powers.  Any such actions taken by the Clerk or Chairman will be reported at the subsequent Council meeting and be ratified. Information
2004-50.021 It was RESOLVED that all future meetings of this Council be undertaken online during the Coronavirus pandemic. Information
2004-50.022 It was RESOLVED that the Annual General Meeting and the Annual Parish meeting will both be cancelled.  Following the lifting of the current social distancing regulations both meetings will be rescheduled. Information
2004-50.023 It was RESOLVED that both the Chairman and Vice Chair will remain in their posts until the rescheduled Annual General meeting. Information
2004-04.024 The financial statement for April including receipts and payments had been previously circulated to Cllrs and was APPROVED. Information
2004-04.025 5 payments totaling £1693.00 were APPROVED.  To comply with the requirements of the Transparency Code those in excess of £100 are listed below:
Chris Lewis Fire & Security Ltd : Security alarm at Community Hall, final payment : £660.00
Cluster Care : annual contribution : £100.00
I G & M Cobb Estate : annual rent for GB playground : £250.00
SW Services : March grass mowing : £205.00
CDC :winter half yearly dog bin emptying charge : £439.30
2004-60.026 Planning applications Information
20/00757/F : Mr&Mrs Birkett Hill Farm House Manor Rd, GB : revised application accessibility extns : SUPPORT
20/00753/F : Mrs K North Home Farm barn, Southam Rd, LB : cladding & windows to barn : OBJECT
20/00787/F : Mr&Mrs Prestidge, The Old School, School Lane, GB : conservatory : SUPPORT
20/00908/F : Mr&Mrs Boxall, Holly Cottage, Main Street, GB : single storey extn : SUPPORT
No new decisions
Enforcement matters Information
2004-60.027 20/00096/ENF : Little Bourton Acres, Hanwell Lane, GB : investigation into reported work to support wholesale/retail activities closed.  Confirmation that planning permission required should work proceed.
2004-70 Correspondence
2004-70.028 A letter was received from CDC requesting a suitable locally significant name for new service road to three houses to be built off School Lane. The councillors AGREED ‘Claridge Close’ to reflect the old field name for this area and the ‘no-through-road’ nature of the road. Neighbouring residents are being consulted. Information
2004-70.029 Various communication from local official bodies providing information re Coronavirus, circulated and info published on website where relevant. Information
2004-80 New business
No new business raised.
2004-04 County & District Councillors report
In the absence of County & District Cllrs, no new information.
Date of next meeting : Tuesday May 12th at 7.30pm as a virtual meeting unless current restrictions lifted.
Meeting closed at 20:35  hrs
Minutes drafted by the Clerk  on 15/04/20.

GDPR and Privacy Policy

European Union GDPR (General Data Protection Regulations)

The EU GDPR is designed to help all of us have more control over our personal data, and how is it used.

Who does the information GDPR apply to?

Data subjects, being all visitors and users of any website who are members of the European Union, and therefore who submit personal data. [replace name]  is the data processor and data controller of this site. You can find out more about this law here.

Privacy Policy

Effective from 25th May, 2018

This Privacy Policy sets out how we use and protect information that you may provide when you use this website.  Your privacy is protected and important to us. If you provide identifiable personal information it will only be used to help us fulfil your project requirements.

[replace name]  is the company who collects any personal data submitted through [replace url] 

We may update this policy periodically, please check this page to ensure that you are in agreement with any changes.

What We Collect

Personal information, basically any data that can be used to identify or contact you is collected so we can service your requirements.  This could include your name, business name, address details, email, telephone numbers, or information pertaining to your exhibition stand requirements. You may also at times be asked to leave a message about your enquiry or project brief. Websites also collect your IP address through the use of Cookies (find out more about cookies below).

If you opted-in to our mailing list, you may receive occasional emails on important updates or service information. You have the right to opt-out or and have any personal details removed at any time, please email [replace email address]

What We Do With The Information We Collect

Information is saved until the enquiry is dealt with, and then archived with the project or on cloud based systems if you are an ongoing client. We also retain your contact details and information in the emails you have sent, but you can request to have your personal details deleted at any time.

We will not sell, distribute, or lease your personal information to third parties unless we have your express permission, or are required by law to do so. We may use your personal information to send you relevant information about services we offer, or information you need as part of the services we offer.

Data Security

In our continued commitment to ensuring that your information is secure and to prevent unauthorised access or disclosure, we have suitable physical, electronic and managerial procedures in place to safeguard and secure the information we collect online.

  • Data is stored on a secure cloud-based server or on a secure, password protected computer with limited user access.
  • Sending information over the internet is generally not completely secure, and we can’t guarantee the security of your data while it’s in transit. Any data you send is at your own risk.
  • We have procedures including 2FA, passwords, restricted access and other security features in place to keep your data secure once we receive it.
  • [replace name]  will NEVER pass on your personal data to third parties without first getting your explicit consent.

Controlling your personal information

You may choose to restrict the collection or use of your personal information in the following ways:

  • Whenever you are asked to fill in a form on the website, look for the box that you can click to indicate that you do not want the information to be used for direct marketing purposes
  • If you have previously opted-in to a mailing list, or provided other information, you can find out what information we hold, and ask us to remove or not to use any of it, by writing to, or emailing [replace email address]
  • You may request details of personal information which we hold about you.
  • If you believe that any information we are holding on you is incorrect or incomplete, please write to, or email us as soon as possible at [replace email address]  We will promptly correct any information.

Google Analytics

User and Event Data Retention

User-level and event-level data associated with Google Analytics cookies is retained for 14 months and then automatically deleted.

IP Anonymization

I have implemented IP Anonymization, simply put, the last three digits of your IP address are set to zeros in memory shortly after being sent to the Analytics Collection Network. The full IP address is never retained, or written to disk.


This site also uses Cookies, find out more or manage them here.