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Parish Council Minutes April 2004

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The Monthly Meeting of the Parish Council took place in the Village Hall on Wednesday 14th April 2004 commencing at 7.30 pm.
The Chairman, Cllr Mike Smith presided; present were Cllrs M Day, C Hill, Mrs M Metcalfe, Mrs J Nudds, C Sleigh and M Williams with G Russell in attendance. Also present were County Cllr John Howell and one resident of the Parish.

1. Apologies for Absence
Cllr K Bryan and District Cllr John Cotton

2 Public Participation
Dr Katherine Clarke reported a recent incident where the connection between the bus services, which are supposed to interchange at the Berinsfield roundabout, had not taken place. An elderly resident of the Village would have been put at serious risk had Dr Clarke not been present with a mobile telephone to ensure that a special bus was provided. Dr Clarke said that on the whole the connections were taking place as timetabled but it was important that any breakdown to the service is reported. The Council agreed and asked the Clerk to mention this in the next 'Dorchester News'.
It was also agreed that copies of the exchange of e-mails between Dr Clarke and Thames Travel be circulated.

3 Declarations of Interest
None

4 Minutes of the Meeting held 10th March 2004
These had been circulated and it was agreed that they should be approved and signed as a true record.

5 Matters Arising from the Minutes
i). The Clerk confirmed that a letter was sent to the Head teacher of the Village School warning about the dangers of the rabbit damaged turf on the Recreation Ground.
ii). 51, Watling Lane: the Andersons had requested that the Parish Council pay half the increase in the legal fees from the original estimate of £750 to £1,250 now. The comment from Franklins is that the main reason for the increase is that the Andersons, having first negotiated a contract based on an up-front payment followed by annual rentals to run for a fixed term, then decided to negotiate a one-off contract based upon payment of one large upfront payment. When this matter was referred to the District Valuer for a second time the Council had paid the District Valuer's fee. In view of this information the Council agreed that the Andersons should be responsible for paying the increased fees in full.
iii). The Clerk reported that the cost of insurance cover for seats / benches etc is £13 per £1,000 of cover. He was asked to clarify whether this was 'all risks' cover and also whether benches etc which had been 'presented' to the Village, rather than purchased by the Council, could be included.
The question of whether the Council's cover of 'gates/fences' might not be necessary will be reviewed at the time of the policy's renewal in June. It was requested back in 1994 when the original valuation was £8,000. With index linking this has increased to £11,273. The cover is only for impact damage by vehicle or animal and is costing approximately £145 per year.
iv) BT Broadband registrations are up to 332 out of the 500 required but it now appears that there is an opportunity for all villages in the Nuneham exchange area to join the Oxfordshire Rural Broadband network, which has been offered £5,000 by the Co-op as they have stores in Berinsfield and Dorchester. They need a minimum of 10 subscribers each willing to pay a connection fee of £130 and a monthly subscription of £30 with no minimum contract period. Councillors wondered whether the risk that BT would lose these customers might encourage the Company to accelerate its plans to connect the Nuneham exchange.
v) Village businesses and the Abbey PCC have now been sent a request for contributions to last year's production of the Village brochure. One box remains in stock. This will last a few more weeks in the Abbey, Museum, Tea Room etc. The tourist office in Abingdon is also particularly keen to be kept supplied.
vi) Testing of the soil on the High St. development site has now taken place and it is hoped that plans to deal with any contamination which has been found will be quickly implemented so that building work can commence.
vii) The availability of waste reduction packs was advertised in Dorchester News. Spare packs will also be distributed through the Post Office.
vii) Brian Short has said that he hopes to come up with a solution to solve the flooding in Queen Street by the Autumn of this year. This would be part of the 'Assessed Scheme' of road repairs.

6 District Councillor's Report
Cllr John Cotton is on holiday and has sent his apologies

7 County Councillor's Report
All councillors had been supplied with a copy of Cllr John Howell's e-mailed report of 12th April. Cllr Howell added to this document, saying that among county councillors there now seemed to be more uncertainty than ever about keeping the Sand & Gravel proposals as part of the County Structure Plan. He said that a complaint about him having a 'prejudicial interest' had been made and was currently being investigated.
It was suggested that PAGE might participate in the Village Fete on 3rd July.
Cllr Howell said that he understood that the bus services connecting Dorchester with surrounding towns and villages are likely to continue after the County's review of subsidised services had been concluded but that they may run less frequently. Cllr Howell said that it was very important that local people do make comments when the County reviews its schemes. Perhaps the Parish Council, whose members do not use the bus services themselves, could seek the advice of those residents who do. The provision of public transport to Dorchester had been looked at in some depth by a Parish Plan working party and there is some expertise available.
The County Council has some funding available for capital expenditure to benefit children of pre-school age and it was agreed that more information about this should be passed to the relevant parents and staff.

8 Correspondence and Other Business
i). Sports Club & Playground
Mole activity was reported in the far corner of the Recreation Ground near the tennis courts. The Clerk is still trying to make contact with the ferret owners who came in January because, clearly, the problem has not been resolved.
The leaking roof in the Pavilion seemed to be caused by missing tiles rather than a general deterioration of the whole roof. There was very little difference between the two quotes received for re-felting the roof but since Mr Wade had worked well for Cllr Day in the past it was agreed he should be the preferred contractor and that he would be asked first to deal with the faulty tiles. The Handyman would be asked to deal with debris on both the roof and gutters.
It was agreed that the damaged ladder in the Pavilion should be disposed off as soon as possible.
Cllr Sleigh commented about the poor state of repair of the Pavilion as a whole and it was agreed that Mr Wade should be asked for recommendations about a programme of repairs that could be budgeted for over the next 2/3 years.
Cllr Sleigh commented that the Junior Cricket section has re-organised its kit store. The SODC junior coaching programme in the Easter holidays had again been successful. The Council would make a donation to the Junior Cricket section.
It was agreed that the RoSPA Playground inspection team would be asked to report again in July.

ii). Footpaths
Countryside Services has indicated that the way marking of both ends of Crown Lane is imminent.
The Council is concerned at the lack of any resolution to the narrow section of footpath at Overy, the way in which a small number of people use footpaths as a dumping ground for grass cuttings and garden rubbish and the encroachment of some residents of Watling Lane where areas which should be left as footpath are being treated as extensions to the private gardens. The Clerk was asked to raise these matters with Countryside Services.
The Council noted that the Russells have cut back the hedge at Lychgate Cottage but felt that it could have been trimmed back some more. It was also agreed that the hedge must be continuously maintained throughout the growing season so that there was no encroachment over the footway and the Clerk was asked to write to the Russells to ensure that the Council's attitude is fully understood.

iii). Cemetery
Gilbert Hobbs has confirmed to the Clerk that he can gain access for his machinery to clear the ditch as required and has now been asked to make direct contact with Cllr Day. This is something in which the residents of Herringcote, through Sally Greenaway, are also taking an interest and contact with the residents will be made to see if a mutually acceptable programme of landscaping work could be agreed.
The Forestry Officer from SODC has confirmed an appointment with Cllr Day for the following Monday.
Cllr Day said that in his opinion the square of land immediately south of the old cemetery buildings is not owned by the Parish Council although it is by no means clear who does own it.

iv). Allotments
Scion's quote to cut the two shingle footpaths at the allotment site on the same schedule as the Cemetery is £32.00 per cut plus VAT.
An alternative has been proposed by the Allotment Society who have asked if the Parish Council would be willing to purchase and insure a suitable grass-cutting machine so that the Society could carry out this maintenance themselves. The Clerk was asked to contact the Council's insurers, The machine will be kept in a shed on the Allotments and operated by Society members.

v). Parish Plan
Around 300 completed questionnaires had been returned and Brian Oliver is preparing a preliminary report for the Annual Parish Meeting on 5th May.
vi). Car Parking
The Clerk has distributed preliminary details about the plans for the Dorchester Festival in September 2005. He said that he had suggested to the organisers that they make contact with the Cricket Club as soon as possible but Cllr Sleigh said that he did not think that there had been any communication so far.

vii). PAGE
This matter had been discussed fully during the report from County Cllr John Howell earlier in the meeting.

viii). Other letters to Chairman and Clerk
a). The Co-Op has invited the Parish Council to take advantage of the new shop front by increasing the size of the Parish notice board. The Chairman is to obtain a costing from Peter Smith.
b). Ted Jones had written to the Chairman about the intrusiveness of a satellite TV 'dish' that has appeared on the first floor of Belcher Court. The matter has been referred to SODC's Planning & Enforcement officer.
c). The Council noted details which had been received about the Wallingford Forum on 11th May, the OPFA Playground 'Road show', a meeting about Community Partnership to be held on 13th May (daytime) which Cllr Williams said that he will try to attend, some comments from SODC Public Amenities about why the Grundons staff would not empty the 'wheelie bins' that a few residents have bought and a draft of a new regional transport policy. These documents will be circulated to all councillors.
d). A request for an audit about all the services in the Parish that are available for older people will be passed on to Gill Haworth for completion.

9 Planning
a) Applications
PO4/W0283; rear of 7 Meadside
Erection of detached double garage
No strong views

PO4/W0315; 1 Queens Close
Erection of single storey extension
No strong views

PO4/W0274 and PO4/W0342/LB; Molly Mops, Samian Way
Demolition of additional buildings to rear and erection of a single storey extension. Internal alterations to first floor
No strong views

b) Decisions, amendments etc
The Barn, Abingdon Road
Permission refused 18th March.
Contrary to Green Belt policy; an overbearing effect upon neighbouring property, intrusive and unneighbourly.

10 Finance
a). Bank balances
As at 30th March there was a Current A/c balance of £502.19 and a Reserve A/c balance of £13,697.63
The April Precept cheque has not yet been received due to the Oxford mail strike and a transfer from Reserve A/c to Current A/c will be necessary if the strike continues. The Clerk was asked to request that the next payment is sent by bank transfer.

b). Accounts for Payment:
Oxfordshire Association of Local Councils (annual sub) £183.32
SODC (Cemetery Business Rates for year) £93.33
SODC (Dog hygiene bin service) £228.21
PC Keable (Recreation Ground hedge cutting) £129.25
Jenks Oxford Ltd (Pollarding trees in Cemetery) £430.00
Scion Estates (Berberis hedge in Cemetery) £68.15
Scion Estates (other hedges in Cemetery) £225.60
Household Pest Services (mole trapping 3 weeks) £329.00
Thames Water (November to February; Pavilion/Allotments) £37.74
Pipeline Direct (Pavilion repair) £30.00
GGD Russell (Clerk’s salary) £305.00
Geoff Willis (Handyman - 5 weeks to 9/04/04) £203.50
ORCC (annual subscription) £20.00

The Clerk reported that the balance remaining in the 'Millennium Fund' is £1,900. Phil Greenaway has quoted £350 for the Millennium Album lectern and so there are ample funds both for the purchase of the Bridge End seat and, possibly, the making of a digital copy of the Millennium Album, which could then be sold as a CD.
Two styles of seat were selected from the Glasdon catalogue and the Clerk was asked to confirm the latest prices.
It was agreed to hold over comments on the draft Financial Risk Assessment until a later meeting.

11 Arrangements for Annual Parish Meeting on 5th May
Ft Lt. Sarah Lye from RAF Benson has confirmed that she will attend and Cllr Williams said that Brian Oliver has agreed to give a presentation outlining some of the results of his analysis of returned Parish Plan questionnaires.

12 Date of next Meeting: 12th May 2004 - Parish Council AGM
This was confirmed. It was agreed that discussion about Village maintenance should be included on the agenda

13 Any Other Business
a). It was agreed that 'Dorchester News' should be used to discover whether there is sufficient interest in the village to support entry into a 'Village of the Year'/'Britain in Bloom' type competition in 2005.
b). The stumps of the leylandii in the Cemetery will have to be ground out before anything else will grow there. It is hoped that the berberis hedge could be extended.
c). The litterbins in the Recreation Ground are to be anchored to the ground, possibly by using metal spikes.

The meeting closed at 9.45 p.m.

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