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Parish Council Minutes August 2004

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The Monthly Meeting of the Parish Council took place in the Village Hall on Wednesday 11th August 2004 commencing at 7.30 pm.
The Vice-Chairman, Cllr Mrs J Nudds presided; present were Cllrs K. Bryan, M Day, Mrs M Metcalfe, C Sleigh and M Williams.

1. Apologies for absence
Councillors Mike Smith and Chris Hill, County Councillor John Howell, District Councillor John Cotton and the Clerk, Geoff Russell.

2. Declarations of Interest
Cllr Mark Williams declared a personal and prejudicial interest in the matter concerning a quotation for work to be carried out at the Pavilion.

3. Minutes of Meeting held 14th July 2004
These Minutes had been circulated and it was agreed that they should be approved and signed as a true record.

4. Matters arising from the Minutes
The consultation meeting with the District Council's official about the Conservation Area Character Studies had taken place on 26th July and was very constructive with a number of suggestions made. Clare Lawrence from the District Council's Conservation Department, had made notes of all the suggestions which would be taken into account when the study is revised after the consultation period ends on 13th August.
Cllr Bryan had talked to Malcolm Airs about the Council's plans for the cemetery building and the suggestion that the building be incorporated into the Conservation Area. Malcolm Airs had confirmed that he was happy with what the Council had decided and there had also been an exchange of e-mails between Professor Airs and the Clerk. Further discussion about the buildings was deferred to September meeting.

5. County Councillor’s Report
County Cllr Howell had sent a written report covering a number of topics. He congratulated Dorchester St. Birinus School, which has won Rural Beacon status. He said that in this area the Rural Beacon initiative has been a success in spreading good practice. The County Council has therefore complained to the DfES that the Rural Beacon initiative has been withdrawn and that there is nothing to replace it.
Cllr Howell said that the Police have confirmed that they intend to deal with the bikers who abuse the location of Fox’s Diner by riding dangerously and too fast along the A415 and the A4074.
Cllr Howell explained that as part of the growth of regional government in the south east, control of the county’s fire service command and resource centres will pass to a central control centre by 2007. This will be located anywhere between Oxfordshire and Kent If the Parish Council wishes to voice an opinion on the issue it is asked to write to Councillor R Jelf, the chairman of the County Council’s Community Safety Scrutiny Committee at County Hall.
The South East England Regional Assembly is likely propose massive increases in the number of new houses to be built in the county. Cllr Howell will run another workshop for Parish Councils before Christmas to help ensure the production of a considered and reasoned response.
Cllr Howell reported that the half-hourly bus service to Oxford and the new Abingdon/Witney service should be on low floor buses. The 138 service will continue as a conventional bus for the time being. He said that the County Council might have funds to provide a bus shelter for the interchange at Berinsfield and may be able to commit to some limited contribution to the upkeep. Dorchester Parish Council is asked whether it is prepared to consider being involved in the upkeep of the shelters.
The Council agreed to postpone discussion on the bus shelters until the next meeting. The Parish Plan already contains action points on this subject.

6. Correspondence and other business
(i) Sports Club & pavilion.
Graham Howard has been asked to take on the shooting of the rabbits but is now not thought to be well enough to do this work. Cllr Sleigh said that he would have a word with him.
Estimates for pavilion works have been received. It was agreed that these should be copied to all members for discussion at the September meeting.
It was noted re the play area that the next Dorchester News will carry a request for volunteers to help in fund-raising.
(ii) Footpaths
The Council noted that the County Footpaths office has applied some special tape on the Rotten Row cycle barrier to make it more visible at night.
A section of footpath from Drayton Road to the Hurst has been cleared by Hurst Trust volunteers to make access for machinery
There was concern that there is still garden rubbish behind 41 Martin’s Lane and the Clerk is to take action about this before the next meeting.
(iii) Cemetery
Council noted that IJB Builders’ estimate is expected in time for the September meeting and Cllr Bryan urged that this be pursued to avoid further delay. It was agreed that the period of discussion and representations on what action to take on Herringcote ditch and boundary issue should close in September, and that Sally Greenaway be informed accordingly, so that residents could write if they wished, and/or attend the Council meeting to present their views. The Clerk is to inform Sally Greenaway of this decision.
iv) Allotments
A skip has been organised for week commencing 16th August. Mark Townson is organising working parties.
The new mower has been added to the Council's insurance cover (as have the three new benches). Whilst on the subject of the new benches, Cllr Sleigh reported he had written formally handing over the bench opposite the former Plough to the PC.
v) Parish Plan
Cllr Williams outlined progress to date and asked the Council to adopt the Draft Plan for Actions 1-35 inclusive, so that the necessary activity and follow up could proceed in these areas. However, further work on Youth and Recreation, especially consultation with young people, was needed before the Plan could be formally accepted as a Parish Plan by the ORCC, and they would not pay the full grant until this was done (although expenses to date would be claimed). It was not feasible to progress this area of the plan until September.
The Council agreed to the proposal to adopt the draft (1-35) with 5 councillors voting in favour and 1 abstention.
vi). Other letters to Chairman and Clerk
a. The Council noted that the Examination in Public of the draft Oxfordshire Structure Plan will begin 12th October
b. The Parish has been invited to send two representatives to a Town & Parish Council Forum on 22nd September but it was not known at this stage who would be available.
c. The Council noted the Village Hall application for the grant of Public Entertainment and Theatre Licences. No objection had been made.
d. A resident, Mrs Osborne- King, has been in touch with Public Amenities about local street nameplates. The Council had received a letter from Heather Leyland asking for the Parish Council's comments upon individual signs. Councillors agreed to defer comment until the September meeting.

7 Planning
a) Applications
The planning group having looked at these and having no objections, they have been returned marked 'no strong views' in order to conform with the allowed period of consultation:
PO4/W0274 & PO4/W0342/LB Molly Mops- amended
Demolition of existing extensions and replacement with single extension

PO4/W0811 10 Abingdon Road
Replacement of felt flat roof with pitched timber & tile roof

PO4/W08845, The Stores, 54a High Street
Demolish existing outbuilding and replace in new location

b) Report on planning decisions, amendments etc
PO4 W0651/LB Overy Manor Alterations to store
Listed building consent granted 28th July

PO4/W0726 54 High Street
Erection of single garage
Planning permission granted 30th July

PO4/W0699 43-45 High Street
Dwellings above Co-op Store
Application has been withdrawn

8 Finance
a). Bank balances 31st July
Nat West Current Account £2,511.97
Nat West Reserve Account £36,339.55
b). The following accounts were approved for payment:
PJS Joinery (Notice board) £475.00
GGD Russell (salary) £365.00
Berinsfield Community Business (grass-cutting to date) £352.50
Geoff Willis (Handyman - 4 weeks to 6/08/04) £187.00

The Council noted the recent national pay rise awarded to Clerks, backdated to 1st April 2004, which amounted to just under 3%. The payment made to the Clerk included this award.
It was agreed that the cheque for PJS Joinery: would not to be paid until work was seen to be done

9. Village Maintenance
a. Chestnut in closed churchyard:
Cllr Day had received a quote for £945, and work could be done at the same time as work for PCC on trees in cloister garden. Cllr Bryan asked if the letter from the SODC Forestry Officer had specifically declared the tree to be dangerous. If not, could he be asked to clarify. Also, those who had been asked to quote and had not done so should be asked to write a formal letter declining to quote for the work.
b Flooding in Queen Street:
The Council noted the serious flooding on 8th August when the road was impassable. Cllr Williams had photographed the scene on behalf of Village Hall. It was agreed that the strongest possible action is needed: letter from Parish Council, petitions from users of road and those affected (school, White Hart, Village Hall, residents etc). The Clerk is to be asked to initiate this upon his return

10 Abbey Service 5th September
Cllr Mrs Metcalfe reported that she had received from the Chairman a copy of the Rector’s proposed Talking Point article for the September Dorchester News upon which he had been asked to comment. The Chairman had no comments but asked the rest of the Parish Council if they wished to read it and to have the same opportunity to comment. This suggestion was not followed up.
Cllr Metcalfe had also spoken to the Rector and Anthony Harman (Abbey Worship Committee) in case the Parish Council needed to take any further action, and to get more details on what was being planned. Ted Jones and Nick Dudley (as former Parish Councillor and resident, respectively), were speaking, she would be reading the lesson, and JYC giving the address. Councillors were asked to encourage residents to attend and to reply to the invitation, as this information would help with seating and refreshments.

11 Traffic calming in Abingdon Road
Not all councillors had seen the County Council's traffic calming proposals, and did not want to rush a recommendation without more information. There was a very short period for discussion and comment. The Clerk would be requested to ask for the period to be extended so that the officer concerned could be asked to come to the next meeting and explain the proposals.

12 Date of next meeting
Wednesday 8th September. Cllr Williams offered his apologies

13 Any Other Business
a. The light outside Village Hall needs to be replaced. It was agreed to ask Bruce Ferriman to do it.
b Hurst Trustees:
Cllr Sleigh announced that in view of his forthcoming move he was resigning as a Parish Council representative on the Board of Trustees. Cllr Mrs Nudds announced she would resign at the same time, thus leaving two vacancies to be discussed in September.

The Meeting closed at 8.55 p.m.

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