Bourtons Parish Council meeting draft minutes May ’18


DRAFT Minutes of the meeting held at the Village Hall, Great Bourton on                                                                        Tuesday May 8th 2018 at 19:45 immediately following the AGM
Present : Cllr Mrs S E Leszczynski (Chairman),  Cllrs Mrs S Upton, A Johnson, C Upton, D Walker,
In attendance : S Bowen (Clerk), CCllr/DCllr G Reynolds  Apologies : Cllr T Sowler (private business)
Declarations of Interest : None
Public Participation : There were NO members of the public in attendance.
Minutes : The previous meeting (April) minutes were received and APPROVED.
Minute ref Delegated to
1804-01 Footpaths – Progress Report
1804-01.032 The Chairman discussed her report of the recent meeting between OCC rights of way officers and Mr Pearson of Peewit Farm concerning the condition of the path that runs through his stockyard and is frequently impassable due to slurry/mud.  Several options were discussed but no solution has been agreed and a further visit by the new ROW officer Beth Rutterford will be arranged. This will be kept under review to achieve a more satisfactory outcome. Clerk
1804-02 Highways & Road defects – Progress Report
1804-02.033 Cllr Mrs Upton reported that she had met with the highways inspector and some potholes have been marked for attention.  The inspector’s area has recently been extended to include parts of Banbury so time in the villages will be reduced. Information
1804-02.034 The Clerk advised that he had been notified by OCC that they will not be requiring redress by the contractor who installed the new sewer serving Garners Field as had previously been advised, but will take on the repair of the potholes directly.  A letter will be sent to OCC pointing that all damage to the roads affected by the diversions have to be repaired fully.  It was also confirmed that Hayfield Homes have agred to reinstate the verges damaged along Foxden Way. Clerk
1804-02.035 The highways inspector has again revisited the raised manhole cover in Manor Road and confirmed that to achieve an effective repair the manhole will have to be lowered by at least one brick and this is Thames Water’s responsibility.  This will be followed up with TW. Cllr Mrs Upton
1804-03 Village benches – Progress Report
1804-02.036 All benches, with the exception of the one at Main Street/Southam Road junction have been upgraded.  Final painting and trimming of overlong bolts to be completed.  The contractor will be encouraged to complete quickly. Clerk
1804-04 Defibrillators – Progress Report
1804-04.037 Both deribrillators inspcted and are working satisfactorily. Information
1804-05 Website development – Progress Report.
1804-05.038 Dates have bee AGREED for initial website operation training to be given to the Chairman and Clerk. Cllr Mrs Upton
1804-05.039 New compliant council email: Vision ICT have confirmed that is acceptable to the Government body and Councillor email addresses will be available shortly to ensure we comply with the requirements of the new General Data Protection Regulations. These will be circulated to interested parties and the noticeboards will be updated. The cost of set-up, 2 years domain name rental and email addresses is £301 and this was AGREED. Information
1804-06 Garners Field development – Progress Report
There was nothing to report, apart from observed progress with the building schedule of houses and the community hall. The next meeting of the steering working party to be arranged shortly. Information
1804-07 Playgrounds & Public Spaces
1804-07.040 GB inspection : All OK Information
1804-07.041 LB inspection : Equipment OK, a small amount of rubbish was found around the shelter and this was collected. The now defunct dog waste bin remains in the layby and its removal will be expedited. Cllr Mrs Upton
1804-07.042 A small amount of unwanted concrete has been dumped in the layby.  If anyone knows anything about this they are encouraged to advice the Council. Information
1804-043 Investigation continues to locate a supplier of a toddler swing for the playground. Information
1804-08 Allotments
1804-08.044 2 new applications have been received and granted.  There is now only 1 plot remaining. Information
1804-08.045 It was RESOLVED that a fair pricing policy be adopted for new tenants taking on plots part way through the year with a £5 reduction for each quarter year. Information
1804-09 Public transport
1804-09.046 A productive meeting was held with Community First Oxfordshire to discuss options to try and reinstate some more regular transport provision.  It was suggested that a Transport Needs Survey would be beneficial and this is being investigated.  Your Council would welcome comments or suggestions from any residents about the type, regularity and times of transport needs.  Please follow the website for further information. Information
1804-10 Village Hall
1804-10.047 A meeting is to be set up with the CFO Community buildings advisor about the new Hall. Clerk
1804-11.048 The damaged cover on the Village Hall oil tank is proving difficult to repair as finding the correct,sufficiently strong, fire retardent boarding is taking time.  This is a serious problem in that there is evidence of young people climbing onto the oil tank and also smoking in the vicinity.  This is both a Health & Safety and a fire risk. The Council will consult with the relevant authorities (Police and Fire Service) about the best way to deal with this matter, and to deter young people from climbing on the tank, endangering themselves and the tank. Information
1804-11 Healthcare
1804-11.049 No updates, but it was felt that a reminder to our local MP about the availability of visas for doctors wishing to fill training places at The Horton hospital might be appropriate.  A letter will be drafted. Cllr Johnson
1804-50 Finance & Administration
1804-50.050 The financial statement for May was received and APPROVED.
1804-50.051 3 payments totalling £900.25 were APPROVED. In compliance with the Transparency Code those in excess of £100 are detailed below :
–  IG & M Cobb – GB playground annual rent £250
1804-50.052 The Clerk presented the draft Balance Sheet and Income & Expenditure accounts for consideration by Councillors.  A few suggestions were made regarding presentation, rather than the figures and these will be incorporated.  The balance sheet and accounts will be formally accepted and approved in June. Information
1804-54 Data Protection
1804-54.053 The Clerk advised that the GDPR letters are now ready to be sent to all Allotment holders advising of their data rights and requesting their permission for the Council to hold their personal data to enable efficient management of the allotments.  A note will be included with this mailing advising of the fitment of a new padlock to the allotment entrance gate. Information
1804-54.054 The Clerk briefed Councillors about a possible problem with the sale of Fairport tickets and the need for us to share purchasers personal data with the organisers.  Advice has been sought from NALC which has initially suggested that this practice would be in breach of GDPR.  NALC are taking legal advice and this is awaited.  The Chairman is to speak with the organisers to see if an alternative method of proving identity can be adopted to avoid the need for data sharing. Clerk       Chairman
1804-60 Planning applications
New applications Information
1804-60.055 18/0553/F : Bellway Homes, Hanwell View development.  This seeks to grant permission to extend the noise reduction barrier through the gap caused by a small piece of land not having been included in the original site purchase.  Councillors views were expressed that while the barrier might be effective in reducing noise on the development it has had the opposite effect and significantly increased noise in both villages.  A response to this effect will be drafted. Clerk
Decisions Information
18/00004/F : Mrs Ryder, 8 Uplands Rise, LB APPROVED Information
1804-70 Correspondence
1804-70.056 The OALC circular regarding being prepared for the death of a senior national figure was noted. Information
1804-70.057 The consultation on powers for dealing with encampments and unauthorised developments was noted and a response will be submitted. Chairman
1804-70.058 The change of date for the June Parish Liaison meeting was noted.  Cllr Mrs Upton, Cllr S Leszczynski and the Clerk will attend. Cllr Mrs Upton    Clerk
1804-70.059 The invitation to attend Banbury Town Hall to hear OCC make a presentation about their progress following the shelving of the Unitary propsals was noted, Councillors will confirm who is to attend. The chairman and clerk stated that they expected to be available. All councillors
1804-70.060 The letter from a resident of Prospect Cottages regarding parking nearby has been considered and the matter raised will be discussed with the relevant authorities. Clerk
1804-80 New business
1804-80.061 A resident has raised a concern about vans being parked in the layby opposite GT Bourton Playground, creating a hazard for drivers exiting from Crow Lane.  This will be discussed with the Police to understand what safety measures can be taken. Clerk
1804-90 County Councillors report
1804-90.062 Cllr Reynolds advised that no progress had been made regarding signage or other measures to prevent lorries using unsuitable lanes to access the Chipping Warden storage site, but will be chased up. Information
1804.91 District Councillors report
1804-91.063 It was reported that newly elected D Cllr Phil Chapman of Williamscot would be taking on responsibility for the Cropredy ward of CDC Information
Date of next meeting : Tuesday 12th June in the Village Hall, at 7.30pm.
Meeting closed at 21:30  hrs
Minutes drafted by the Clerk on 10/05/18.

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