DORCHESTER ON THAMES
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Parish Council Minutes December 2008
Home > Parish Council > Minutes > December 2008
A Special Meeting of the Parish Council was held in the Village Hall on Wednesday 30th December 2008 commencing at 7.30 pm. The Chairman, Cllr K Bryan, presided; present were Cllrs. Mrs M Metcalfe (Vice-Chairman) M Day, S Gibbons, C Hill, Mrs J Nudds and M Stevenson with G Russell in attendance. Also present for part of the meeting were 17 residents.
1 Apologies for absence
Apologies were accepted from Cllr M Williams who was away.
2 Chairman’s opening remarks
Before inviting comments from residents, the Chairman explained that what lay behind the meeting was the Parish Council’s desire to find an area where there could be a provision of off-road parking for visitors attending special events.
The Council had recently been given the opportunity of leasing land between the water treatment works in Henley Road and the area, called ‘Old Bridge Meadow’, which the Hurst Water Meadow Trust is seeking to purchase.
The land in question measured nearly 1 acre (4,000 sq.m.) and was offered to the Council, at a nominal rent, for the period of 125 years, to be used ‘for whatever purposes reasonably considered by the Parish Council to be beneficial for the village including the parking of vehicles on a temporary basis’. The Chairman explained that planning regulations limit the use of the land for this purpose to a maximum of 28 days per year.
This lease, which had only been received from the solicitors on 24th December, had been drawn up to commence on 1st January 2009. The next monthly meeting of the Council would not take place until Wednesday 14th January 2009 and so the Clerk, having ascertained that the vast majority of councillors would be available and that the proper period of notice (3 clear days) could be given both to members and to the public, had called this special meeting of the Parish Council.
The Chairman stressed that this meeting was purely for the purpose stated. Residents who wish to raise matters with the Hurst Water Meadow Trust concerning ‘Old Bridge Meadow’ should do so after the meeting and with the officers of the Trust.
3 Public Participation
Several residents voiced concerns about the use of this land as a car park. These included the suitability of the surface, issues of road safety and whether visitors to special events would actually use the area even if it was made available. Other residents said that they would dismayed if its use as a car park meant that the area would have permanent lights, signs and structures installed upon it and the turf replaced by hard-standing. Members of Dorchester Angling Society already park on part of the land designated in the lease and the meeting was told that this would count towards the maximum of 28 days use.
There were also some worries that while the project might start as a small-scale, temporary parking facility it might grow into something more permanent, which would have an impact upon the whole character of the access to the Overy and Dorchester Conservation Areas.
Other residents described the lease as a great opportunity to solve an on-going problem for the village and suggested that there are several ways in which visitors can be encouraged to use the new facility.
4 Declarations of Interest
None
5 Lease of land adjacent to the bridge over the River Thame.
The Parish Council unanimously agreed that the lease should be signed. It was felt that while opening the Recreation Ground for event parking works well, whenever it is combined with a park’n ride bus service and parking attendants, many visitors, especially those coming from the south, still tend to try and find somewhere else to park if they can. This leads to congestion and obstruction, with potentially catastrophic results.
The Chairman pointed out that the condition of the lease limiting the use of the land to the parking of vehicles ‘on a temporary basis’ cannot be amended without the landlord’s consent which is highly unlikely ever to be granted. Residents need not, therefore, be concerned that under a future Parish Council the scheme might grow into something much bigger. The planning regulation limiting use to 28 days per year also prevents this from happening.
It was agreed that the Council will now investigate what needs to be done in order to make the surface suitable for use as a temporary car park. This will include some groundworks but the surface will remain as grass and there is no question of erecting permanent lights or buildings.
When all of these factors have been considered and a management plan for the project has been drafted the Council will hold a meeting at which all interested groups and residents will be invited to comment and to raise any concerns that they may have.
It was suggested that there should be a competition to suggest a name for the new car parking area.
For the time being the Clerk will include a report of the meeting in the February edition of Dorchester News.
In addition to reporting the Council’s decision this will point out that the Dorchester Parish Plan, published in 2005 after considerable consultation within the community, had identified the resolution of village parking problems as a priority action point for the Parish Council.
Subsequently the Council has purchased new signage, strengthened the turf in the area of the entrance to the Recreation Ground and, in conjunction with the County Council, has resurfaced and re-marked the parking area in Bridge End. A build-out at the Bridge End/High Street junction (paid for by the County Council) has discouraged cars from parking where they might cause an obstruction.
Residents would also be made aware that the Parish Council derives an income for providing car parking services to the organisations that use Dorchester Abbey for special events. In the year ended 31st March 2008 income from providing these services was £1,800; this was considerably in excess of the amount spent on signs, attendants etc.
The meeting closed at 8.35 p.m.
The Monthly Meeting of the Parish Council was held in the Village Hall on Wednesday 10th December 2008 commencing at 7.30 pm. The Chairman, Cllr K Bryan, presided; present were Cllrs. Mrs M Metcalfe (Vice-Chairman) M Day, S Gibbons, C Hill, Mrs J Nudds, M Stevenson and M Williams.
1 Apologies for absence
G. Russell (Clerk), away on business, District Cllr John Cotton, Lorraine Lindsay-Gale (Representing Cllr John Howell), ill.
2 Public Participation
None
3 Declarations of Interest
None
4 Minutes of the Meeting of 12th November 2008
The Minutes of the meeting were approved ( proposed J. Nudds, seconded S. Gibbons) and would be signed as a true record on the Clerk’s return.
5 Matters Arising from the Minutes
a. It was agreed that further consultation was needed with the Co-op management to clarify if there could be provision of low voltage electricity supply to enable the Parish Christmas Tree to be reinstated in 2009.
b. Referring
back to the October meeting, Cllr Stevenson indicated his willingness to be the
Biodiversity representative. He reported that
Cynth Napper, Community Development
Officer from Oxfordshire Nature Conservation Forum is willing to give
a presentation to us, the Hurst Trust and The Carbon Project on the implications
of the NERC Act 2006 and why Dorchester is a biodiversity hotspot. It was agreed
she be invited to the March 2009 Parish Council meeting.
6 District Councillor's Report
District Cllr John Cotton was unable to attend the meeting.
7 County Councillor's Report
Neither County Cllr John Howell nor Lorraine Lindsay-Gale was able to attend.
8 Finance:
Bank balances & payments
Balance on NatWest Current Account at 30th November £20, 246.31
Balance on NatWest Reserve Account at 30th October £39,575.80
The following accounts were approved for payment (proposed J. Nudds,
seconded M. Day):
Thames Water (Sports Ground and Tennis Club) £51.03
Thames Water (Allotments) £54.60
Total Pest Control (mole control) £172.50
BCB (Grass cutting Oct) £693.78
Jenks (trees) £5522.50
Jemini (wreath) £15.85
OPFA membership £32.00
Geoff Willis Handyman – (4 weeks plus petrol, on account) £235.00
GGD Russell (Clerk, salary) £425.43
A further invoice had been received from Chris Drewett Signs, which was with the Clerk and would be dealt with on his return.
The Council further considered the appeal from Hurst Water Meadow Trust to fund the purchase and enhancement of the meadow by Dorchester Bridge, and confirmed the decision of the previous meeting that there would be a donation, but that the amount would not be decided until the annual financial review, carried out prior to setting the Precept for 2009/2010, has been completed.
9 Correspondence and Other Business:
i). Sports Club Pavilion & Playground;
No items for discussion.
ii). Footpaths;
It was agreed that chippings (currently piled at the end of the Drayton Road) needed to be spread between Martins Lane and Manor Farm Road.
The footpath to the bus stop on the by-pass had been the subject of several complaints. It was agreed that the task was too large for the Handyman, and that the Clerk would contact SODC/CC to ask for action, Meanwhile, Cllr Stevenson agreed to contact TOE and WREN to find out if improvement of the area could be eligible for an environmental improvement grant. It is however unclear where the financial responsibility for such maintenance lies; the Clerk would be asked to clarify what was agreed at the time the bus stops were established, as this information would be needed for discussion of the precept. It also appears not to be a registered footpath.
It was noted that the Clerk had sent an interim reply to the request from Donald and Julia Morrison asking if the Council would agree to a reversion of the footpath adjacent to their paddock linking Bridge End and the other side of the High Street underneath the road in return for an agreement to maintain the area and improve the planting. It was agreed that the Council would not agree to their request, but would clear the area and monitor usage for a period of one year. Improvements should include provision of footpath signs, and gravel at the muddiest points. The existence of the path needed greater publicity, especially in conjunction with the Primary Schools Travel Plan, as the path would greatly assist families coming from Bridge End.
There was concern about the slippery state of Blue Bridge, and it was agreed that the Clerk be asked to contact the EA about this as a Health and Safety issue, and about the continued absence of gates.
iii. Cemetery
Cllr Day proposed that the Cemetery should have a notice similar to that for the Playground; it was agreed that he should draft wording for Council approval.
There was concern that a vehicle used by a disabled resident had made deep track marks from the cemetery building across the cemetery; a route which apparently enabled the user to access the far gate without negotiating the barrier at the end of the footpath.
iv. Allotments
It was noted that all the allotments were now allocated or spoken for, with the exception of the area occupied by the archaeological dig, making it a matter of urgency to review and amend the rules about eligibility for Dorchester allotments; the Clerk would contact Mark Townson, Allotment Society chairman, and the Council would subsequently amend the rules.
There had been reports of a shed being overturned, but no further information was available, and it was not known whether the police had been informed.
v. Other letters to Clerk and Chairman
The Chairman reported that he had received and examined the lease for the land adjacent to the bridge. Franklin’s was acting for both the landowner and the Council; this was acceptable as there was no commercial gain and no development involved. He mentioned some of the significant points for the Council to note, relating to permitted use, need for a temporary shelter for an attendant, requirement for access by the Hurst Water Meadow Trust to their adjacent site, and for access to pipes crossing the land, the length of lease, and the proposed rent. The Chairman would continue to work on the lease with Franklins, and hoped to bring a version for final agreement to the next meeting. It was noted that provision would be needed in the precept to cover the cost of dealing with hedges.
Victim Support had requested a donation. It was noted that none had been given in 2007, and the Council declined to make any donation.
A letter of thanks had been received from South and Vale Carers.
In a letter of thanks on behalf of the Beechcroft Trust for work done on the cemetery ditch behind Herringcote, Sally Greenaway indicated that the Trust would contact the Council regarding its intentions for the fence.
Freedom of Information Act; the Council need to sign up, and the Clerk would be asked to action.
A resident had expressed concern about the number of external lights on the George Hotel, and the number of hours during which they were on. Cllr Stevenson agreed to contact them about the environmental aspects of this use of electricity, and the Clerk would be asked to reply formally to the resident explaining what had been decided.
Flooding in Oxfordshire: a letter dated 6 October, no-one could attend the meeting at the Environment Agency. Cllr Hill agreed to look at the papers, and also has the map of Dorchester ditches. Cllr Day thought there was new legislation on drains and ditches and would look it up.
10 Planning:
One application had been received, PO8/W1218/LB, 90 High Street (Cranmer Cottage), and the papers had been round most of the Councillors. Subject to agreement of those remaining to see the papers, and noting that the application only asked for Listed Building consent, it was agreed that the Council would strongly support the proposal, pointing out that the house owner had gone to exceptional lengths to show sensitivity to the historic aspects of the building, to seek expert advice, and to answer SODC concerns.
Cllr Hill queried whether there was any further information concerning a blocked up door on 24 Bridge End; the Clerk would be asked to check what had been agreed or action taken.
11. Burning in Dorchester High Street
Formal complaints had been made by several residents and the school to Environmental Health and the EA about smell, pollution and soot from burning on the premises of 32-36 High Street, and effects on eyes and breathing, and the EA had sent a representative to investigate the first complaints. The owner claimed that the only burning on site was through a wood burning chimney and that no material other than wood was being burnt. However, two Parish Councillors had subsequently visited the site and discovered a bonfire on an adjoining site owned by the same person, on which some pollutant materials were being burned. The Chairman would endeavour to speak directly to the owner, but the problem was one for the EA rather than the Parish Council to deal with formally.
12 Underpass footpath Dorchester Bridge
Covered under ‘Footpaths’, above
13 Repairs to Watling Lane
Cllrs Bryan and Williams had counted the potholes with the contractor the previous week, and work had now commenced.
14 Sutton Courtenay Incinerator
Cllr Stevenson had attended a meeting between the EA and representatives of local parish councils; he reported to the Council in some detail, and his report would be made available on circulation. A further meeting would be held in Sutton Courtenay on Sunday 14th December at 8 p.m. to discuss alternatives.
15 Increased provision of Street Lighting
Following a site visit, it was agreed that the first light would be installed within the next two months opposite the cemetery building on the footpath to Drayton Road. In the next financial year a light would be installed on the corner of Drayton Road and the fishing lake. Malthouse Lane needed further investigation; there had been lights prior to the building of the new houses, but need for and location of any future lighting would need careful consideration.
16 Village Bus Services
Cllr Stevenson had almost completed a customised, collated version of the timetables affecting Dorchester. This would be passed to Lorraine Lindsay Gale to be photocopied, and copies would be made available in the Post Office, with appropriate publicity around the village.
An email from Mr Wood (Integrated Transport Unit OCC) following the village meeting in October had stated that:
a. The 15-15 (116) from Oxford will now connect at Berinsfield to the 114 service to Dorchester with a 10 minute wait at Berinsfield. It will also run Monday to Friday outside term time.
b. There will be no change in services to Clifton Hamden surgery. Mr Wood suggests that the existing voluntary car scheme be extended to cover that need.
c. There would be no change in the European School time table.
d. Heyfordian have agreed to request stops on the 114 service at the by- pass for student/children. Mr Wood wished to be advised if this does not happen.
e. There will be an additional service (114) at 17.10 Monday to Saturday from Wallingford, starting on 15th December.
f. The service from Wallingford between 15.20 and 18.05 will include Saturdays, the 15.20 will run outside term times and there will be an additional trip at 17.10 (114) Monday to Saturday.
17 Any Other Urgent Business
a. An objection to the Hurst’s current fund raising and development had been posted by the bridge and copied to the Council. The Hurst Trust Secretary would deal directly with the resident concerned, and the Chairman would respond on behalf of the Council.
b. It was agreed that the Handyman should have a formal contract of employment. It was also questioned whether a contract was customary for employment of a Parish Clerk.
c. A Belcher Court resident had complained of ‘vandalism’ but no details were available. No action could be taken without these.
d. The litter bin in Manor Farm Road had still not been emptied, and frequently contained food waste.
e. Cllr Stevenson reported that the Primary School is currently developing its Travel to School Plan, and that the Eco-School Group was seeking grant funding for photovoltaic panels on the roof, for which a planning application would be needed.
f. Cllr Hill said he was collecting information towards a flood plan.
g. The Clerk would be requested to have the state of finances ready for the precept item at the next meeting.
The Meeting closed at 9.50 pm. The next meeting will be held on Wednesday 14th January 2009 at 7.30.
Revised Jan/2009 © 2009 DOTWeb