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Parish Council Minutes January 2004

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The Monthly Meeting of the Parish Council took place in the Village Hall on Wednesday 14th January 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.

1. Apologies for Absence
Cllr Ken Bryan and District Cllr. J. Cotton

2. Declarations of Interest
None.

3 Minutes of the Meeting held on 10th December
After a correction was made to indicate that the Council had not actually committed itself to donate £500 towards the cost of Dorchester News in 2004/5 but, rather, that it would possibly consider a further donation in the next financial year, the Minutes were approved and signed as a true record. Cllr Day pointed out that it was not correct to refer church 'wardens' in connection with the Catholic Church.

4 Minutes of the Meeting held 10th December 2003 (circulated)
i). A letter to the Primary Care Trust, drafted by Dr Agass, in connection with arrangements for a new pharmacy at Berinsfield had been circulated. Councillors were concerned at the reference to a company called Richard Cannon Services Limited as this name had not been mentioned at the December Council meeting. It was agreed that more information is required before the letter is signed and sent.
ii) Following comments received from Dr Katherine Clark of Malthouse Lane and John Wright of Thames Travel, it was agreed not to continue with the idea of providing a bus shelter near the Berinsfield roundabout.
iii) The contract concerning access to 51 Watling Lane has been signed by the Andersons and returned to Franklins so that the formalities can be concluded. The Clerk confirmed that Malcolm Airs and Megan Parry have been kept informed since it is part of their allotment that this access will cross.
iv) The Chairman said that the Village Hall Management Committee has now received a surveyors report about damage being done to the Village Hall by the occasional flooding in Queen Street. The conclusions were noted and it was suggested that the Village Hall should obtain an estimate for the repairs. The Chairman said that this report, together with the concerns expressed by the Head teacher in her letter sent to him on 4th December 2003, would strengthen the Parish Council's arguments to the County Council for having work done to remove the flooding problem.
Another surveyor has reported that the state of Village Hall chimney should be inspected from the north side although the advice is that this is not urgent. Some councillors expressed concerns about whether the Village Hall building is adequately insured and confirmation of this point would be obtained.
v) The Clerk was asked to thank the resident who had donated £120 toward Christmas tree costs but who wished to remain anonymous from members of the Council. Councillors said that a more attractive safety barrier is needed next year.
vi) The Clerk reported that the Council's insurers have confirmed that £2,000 cover of Fidelity Guarantee is included free of charge. It was agreed that no further cover is required.
5 County Councillor's Report
The letters between County Cllr Roy Tudor Hughes and the Chairman following Roy's resignation due to ill health were read to the Council. The By-Election will be held on Thursday 19th February.

6 District Councillor's Report
District Cllr John Cotton had sent his apologies for absence from the Meeting.

7 Correspondence and Other Business
i). Sports Club & Playground;
It was noted that the attempt to control the rabbit problem by using ferrets would take place within the next few days. It was hoped that this would be on a weekday. The Clerk was asked to request a return visit by the mole catcher.
Estimates for stump grinding the trees have been received. It was agreed that for the time being the stumps would be allowed to rot naturally.
An estimate for the Pavilion shower has been received. Cllr Hill and Cllr Williams will put forward the names of other contractors who could also provide estimates.
Cllr Sleigh said that the District Council had asked if the facilities could be used for junior cricket practice in the Easter holiday and this was agreed.
ii). Footpaths;
Approximately 8 tons of shredded bark was produced after the recent cutting of trees around the Recreation Ground. The Handyman has spent nine hours to date spreading this on the path leading from Drayton Road towards the Hurst.
Cllr Mrs Metcalf said that the footpath at Overy Mill has been adversely affected by work done by the adjacent landowner and asked that the Footpaths Officer be urged to make an urgent inspection.
Cllr Mrs Nudds said that the bay tree overhanging the wall at 8 High Street needed to be cut back so that two people could walk along the pavement side by side. The Chairman said that he would deal with this matter.
iii). Cemetery;
The Clerk said that he had received a quote from Jenks of Oxford for work to the horse chestnut trees in the Cemetery. Paul Jenks had commented that if the decision is to re-pollard the trees the work could be done in March or April.
Cllr Day said that he would like to meet Martin Gammie (SODC Forestry) when he came to look and advise upon the state of the trees in the Cemetery.
The Council was advised that Berinsfield Community Business, in view of recently changed commercial circumstances, now wishes to review the quotations previously supplied and confirmed that this is acceptable.
Mr Colclough's comments on the old Cemetery buildings have not yet been received.
iv). Allotments;
The Clerk said that he has been trying to contact Caroline Brett about the hire of a skip but had not been to do so. A clear-up working party has been active.
v). Parish Plan;
Cllr Williams confirmed that the maximum financial contribution from the Parish Plan would definitely not exceed the £250 that has been previously indicated.
vi) Car Parking;
The working party had met on 12th January. The PCC has agreed to pay half the Parish Council's costs in connection with the Park & Ride Scheme operated for the Home Farm Trust concert in December. It had also been agreed that the promoters of performances at which a paying audience of 200 or more is expected would be asked to pay £220 for an evening event and £110 for a daytime event. This would secure the services of a park & ride scheme, including floodlights when necessary, either from the Recreation Ground or from Oxford & Drayton Roads if wet.
It was agreed to investigate whether additional parking spaces could be provided in Bridge End if the grass verge alongside the boundary of the Catholic Church is removed. The Clerk will also try to find out when the County will be able to devote resources to producing a parking scheme involving restrictions in the High Street and whether there is any possibility that the existing car park in Bridge End could be re-surfaced.
It was agreed that a denial of liability notice is required for the gate at the entry to the Recreation Ground.
vii). PAGE;
The campaign committee has organised a fundraising dinner dance at Benson Village Hall on Saturday 13th March at a cost £17.50 per head. It was noted that this clashes with an Abbey event that has already been advertised.
Cllr Hill asked for a copy of the Campaign video and more posters if available.
The Council has received an invoice for Dorchester's contribution towards the campaign costs in the sum of £1,000 plus VAT. This will be presented for payment at the February meeting.
viii). Other letters to Chairman and Clerk
a) Thames Water has asked for more details of the reports about sewage odours coming from the Dorchester Treatment Works and Cllr Mrs Nudds has been asked if she would keep a diary recording dates/times of future incidents.
b). It was agreed that there is no objection to the renewal of the annual Public Entertainment Licence for The White Hart Hotel.
c). Details of the new arrangements at Thames Valley Police for the handling of non-urgent calls were circulated to all councillors.

8 Planning
a) Applications
PO3/W1023 Amended, Vine Cottage, Bridge End; Demolition of garage and replacement with single storey extension.
The planning officer has advised the Clerk that the Conservation Officer has raised no objections to this application and she is therefore minded to approve it under delegated powers. The amendments include the removal of guttering to the rear elevation and of roof lights to the front elevation.

b) Decisions
PO3/W0883 8 Wittenham Lane; Removal of conservatory; erection of rear extension and conversion of garage.
Planning permission granted 9th December subject to an archaeological 'watching brief' involving monitoring and recording during the period of construction.

P03/W0970 Overy House
Erection of single storey extension to existing approved ancillary accommodation. Planning permission granted 15th December

P03/W1020 Tudor Cottage, High Street
Erection of new garage.
Planning permission granted 8th January

9 Finance
The Council's bank account balances were
Current Account £445.15 (31/12/03) and
Business Reserve Account £24,797.12 (28/11/03)

a). The following accounts were approved for payment:
South Oxfordshire District Council (dog bin service) £228.21
Ringrose Tree Surgery £3,466.25
Thames Water (August to November) £133.27
Scion Estates Limited (Tractor shed repair) £2,561.50
Transpiration Ltd (park and ride) £67.19
Notcutts (Christmas tree lights) £102.97
Dorchester News (donation) £200.00
GGD Russell (Clerk’s salary) £282.91
GGD Russell (Christmas lights circuit breaker) £16.99
Geoff Willis (Handyman - 5 weeks to 9/01/04) £277.75
Chris Drewett Signs (re parking) £165.68

It was agreed that the cheque for the tractor shed repair should be retained until a meeting with Scion had resolved some points about the completion of the repair.
b). It was agreed that £7,500 be transferred from Business Reserve to Current Account

10. Report of the Parish Remuneration Panel
This matter will be discussed at the next meeting. The Clerk is to find out the terms of 'Regulation 26' quoted in paragraph. 6 of the Report's summary and to post the necessary statement on village notice board.

11. Precept 2004/5
The Council unanimously approved a motion proposed by Cllr Sleigh and Cllr Day that the Precept for 2004/5 should be £25,625, an increase of 2.5% over this year

12 Date of Next Meeting:
It was agreed that the next Meeting would be held on 11th February 2004

13 Any Other Business
i) .Cllr Day asked that Mr Keable be requested to cut the Recreation Ground perimeter hedge and to have a look at whether his machinery could clear the Cemetery ditch.
ii). Cllr Day said that the Land Registry has announced that it has stopped issuing certificates. Title Deeds will therefore have increased historical value and the County Records office might be interested in acquiring them.
iii). Cllr Mrs Nudds asked to see catalogues illustrating seats suitable for the Bridge End and Cllr Sleigh said that a seat in the Recreation Ground needs replacing. The Clerk will circulate catalogues from various suppliers.
iv). Cllr Mrs Metcalfe said that the Village Brochure needs reprinting and the Clerk was asked to contact local businesses to see if they would contribute towards the costs of the current production.

The Meeting closed at 9.55 pm

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