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Parish Council Minutes October 2004

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The Monthly Meeting of the Parish Council took place in the Village Hall on Wednesday 13th October 2004 commencing at 7.30 pm.
The Vice-Chairman, Cllr Mrs J Nudds presided; present were Cllrs M Day, C Hill, Mrs M Metcalfe, C Sleigh and M Williams with G Russell in attendance and one resident; also present for part of the meeting were County Cllr John Howell and District Cllr John Cotton.
1 Apologies for absence
Apologies from Mike Smith and Ken Bryan

2 Public Participation
The meeting received a short presentation from Rob Field, the 'Ambulance Responder' for Dorchester and the surrounding villages. Mr Field is one of 105 Ambulance Responders in the County. He is a volunteer member of the Ambulance who is on call 24 hours a day every day of the week. He is called out whenever an ambulance has been despatched and it is his job to keep the patient alive until the ambulance arrives at the scene, usually 6-8 minutes later. A former policeman Mr Field explained to the Council that although he receives an allowance of equipment from the Ambulance Service he has still has to fund a large part of his work out of his own resources. He is hoping that the Parish Councils in the area that he serves will each give him some financial support. He has been in the post for four months to date and has dealt with 49 calls. The most calls to date in one day have been 4.
The Council expressed its surprise at hearing of these arrangements and thanked Mr Field for performing these services. It was agreed to discuss the matter again having first tried to find out the views of other Parish Councils in the area.

3 Declarations of Interest
None

4 Minutes of the Meeting held 8th September 2004
Cllr Mrs Metcalfe asked that the words 'collect information to help the Parish Council' bee inserted in section 11 Flooding in Queen Street after the phrase 'assist the Council in trying to….' This was agreed and the Minutes were then signed as a true record.

5 Matters Arising from the Minutes
a). The Clerk reported that he had been advised that there would be no changes to the composition of the Hurst Trustees until next year
b). The Chairman has written to the Care and Community Hospitals in support of the application from the local doctors to run the proposed new pharmacy at Berinsfield.
c). The Highways engineers have confirmed that they will look into the possibility of making improvements to the safety at the junction of Henley Road with the by-pass junction, along the lines suggested to Mr Green at the September meeting
d). Mr Ilbery has quoted £200 per day for labour and £1 per hole for gas in tackling the problem of rabbits on the Recreation Ground. Cllr Sleigh said that he would ask Graham Howard if he could recommend anyone who will shoot the rabbits. The Council will try to monitor now much the rabbit population has been reduced by the recent outbreak of myxomatosis.
e). The Clerk confirmed that the Council's insurance policy does cover David Joseph and Alan Smith when they are carrying out work on behalf of the Parish.
f). Fred Cherrill has agreed to refurbish the faded street signs. There is a possibility that SODC will pay a contribution to the Parish Council for carrying out this work, which is saving the District Council some expense.
6 District Councillor's Report
Cllr Cotton said that in general there was not much to report. He asked if the Parish Council would like to take part in a trial of underground bottle recycling containers but it was felt that there was no need to change the present arrangements with the container at the closed end of Oxford Road.

7 County Councillor's Report
Cllr Howell said that the representations put forward by PAGE to the regional inquiry into the proposed extraction of sand and gravel in this area had made a good impression at the examination in public. Together with the County Council, PAGE had argued for a reduction in the county's quota which, if agreed, would reduce the need for new extraction sites.
Cllr Howell said that he would be pleased to receive more information from residents concerning the bus services, route 107 in particular, and encouraged the Parish Council to co-operate with Berinsfield Parish Council in progressing the idea of a bus shelter at the Berinsfield 'interchange'.

8 Correspondence and Other Business
i). Sports Club & Playground;
The Clerk confirmed that BCB will be completing the work on the Pavilion roof and gutters within the next week or two. David Joseph and Alan Smith will be carrying out the repairs to the Play Area that had been identified in the RoSPA inspector's report. The wording of the proposed sign is to be agreed.
It was agreed that any requests for use of the recreation ground for car parking over the coming months should be referred to the Sports Club to ensure that, after wet weather, there was no unacceptable damage to the turf.
ii). Footpaths;
It was noted that after the Clerk had written to several of the residents of Martin's Lane an area containing garden refuse had been cleared. Dorchester News will be used to communicate the requests about both garden refuse and dog fouling to the whole village.
Sarah Golding from Countryside Services has said that she will replace as soon as possible the photoluminescent tape that has been removed from the cycle barriers near Rotten Row. She will also visit Watling Lane to view the narrowing of the lane that has been caused by the owners of 9 Watling Lane extending the area of their garden.
She has spoken again with Mrs Butcher and is prepared to allow the existing fencing to remain in place for now but not in the longer term. Her case load is such that she feels that she has more urgent problems.
The Council agreed that the signs to 'Albert Place' (Footpath 19) should be re-instated, with the Handyman being asked to tidy up the Samian Way end of the path. He will also be asked to cutback growth over the Abingdon Road pavement.
Cllr Mrs Metcalfe asked that the low point outside the kissing gate at the start of the Rose Walk should be repaired and the Clerk said that he had already mentioned this to Don Morrison as well as requesting that the low branches overhanging the path should be cut back.
iii). Cemetery;
Some advice has already been received from Malcolm Airs about the possibility of obtaining grants towards the cost of work to the Cemetery buildings and this is to be followed up along with a further meeting with IJP to finalise costings.
The District Council may award a Landscape Conservation Grant to pay up to 50% of the cost of work to the large horse chestnut in the Abbey closed churchyard and an application has been submitted.
iv). Allotments;
Mark Townson has asked if the Council will fund the cost of extra taps, the materials estimate being up to £400. Allotment Society members will provide the labour. In principle the Council has no objection to making this grant but it was agreed that more information is needed. Cllr Sleigh and the Clerk will contact Mark Townson.

v). Parish Plan;
Anton Nath from ORCC has informed the Council that the County has appointed new parish liaison officers to improve communication with the rural districts.
Cllr Williams said the groups dealing with affordable housing; shops & services; and young people have held meetings recently but, with the Chairman having been in hospital, the car parking group has not met for some time. There is a new Neighbourhood Watch co-ordinator for this part of south Oxfordshire; 98 residents had expressed interest in taking part in the local scheme.
Cllr Mrs Nudds thanked Cllrs Williams and Mrs Metcalfe for their work on the Plan.

vi). Other letters to Chairman and Clerk
a). Diocesan Advisory Council has suggested that the skeletons which had been excavated during the archaeological survey of the Abbey grounds should be cremated and the ashes interred in the Closed Churchyard. The Parish Council, as the 'Burial Authority', has been asked for its approval of this idea and confirmed that it had no objection to this proposal.
b). The Clerk confirmed the estimate for making the Millennium Album cradle is still £350 but a delivery date is not yet available. It was agreed that the Clerk should confirm the order and request delivery as soon as possible.
c). Mrs Annette Loveland, Clerk of Berinsfield Parish Council, has asked for someone to meet to discuss the proposed bus shelter at the Berinsfield 'interchange'. Cllr Sleigh said that he was willing to do this and the Clerk will supply his contact details to Mrs Loveland.
d). The Hurst Water Meadow Trust has requested financial support for the purchase of two substantial oak butts from Nuneham Sawmills which could be shaped into seats at a cost of £282 including delivery. It was agreed that the Parish Council would contribute £150.
e). Cllrs Mrs Metcalfe and Williams took note of the details of the ORCC AGM to be held on 24th November and will try to attend.
f). The Clerk had received a letter from Peter Taylor of Martins Lane drawing the Council's attention to the amount of litter left by the bus stop in the lay-by on the by-pass. It was agreed that the District Council should be asked to provide a litter bin at this stop. This should be provided free of charge under the Council's recently published guidelines.
g). The Council noted that forthcoming AGM of OPFA on 4th November but no-one is able to attend.
h). Cllr Williams expressed interest in attending the seminar about Funding & Managing Community Projects which has been organised by the Society of Local Council Clerks at Winchester on 9th November.
i) It was agreed that a letter about increasing community use of the facilities within the SOHA Sheltered Housing schemes should be discussed with Richard Hotopf.
9 Planning
a) Applications
PO4/W1065 The White Hart Hotel Listed Building Consent
Erection of single storey oak frame extension to dining room
No strong views
PO4/W1105 11 Manor Farm Road (Retrospective)
A single storey conservatory built onto the rear (north) side
No strong views
PO4/W1106 Units 1-7 Queenford Farm Ltd
Rebuilding of industrial unit damaged by fire
No strong views
PO4/W1113 The White Hart Hotel Listed Building Consent
Erection of single storey kitchen outbuilding to the side of the existing kitchen for preparation area. Conversion of tandem garage to provide three staff bedrooms.
No strong views
PO4/W1114 The White Hart Hotel
Conversation of existing rendered block tandem garage - new doors and windows with rooflights over for three staff bedrooms. Addition of lean-to off existing kitchen.
No strong views
PO4/W1115 The White Hart Hotel
Erection of single storey oak framed building to the side of existing rear barn to provide an extension to dining room
No strong views
b) Report on planning decisions, amendments etc
PO4/W0845 The Stores, 54a High Street
Planning permission granted 13/09
PO4/W0963 23 Bridge End
LB & Planning permission granted 11/10
PO4/W0971 The Mallows, 3 Haven Close
Planning permission granted 11/10

10 Finance
a). Bank balances
Nat West Reserve A/c at 30th September £36,532.43
(interest received £192.88)
Nat West Current A/c at 30th September £11,567.42
The second half precept of £12,812.50 is included above. The VAT repayment of £4,752.36 was received 4th October. It was agreed to put £10,000 on reserve.
b). The following accounts were approved for payment:
SODC (Dog hygiene bins) £228.21
Thames Water Sportsground £48.96
Thames Water Allotments £140.44
J Burbage (park 'n ride) £100.00
Dirophotographic (Abbey Celebration Service) £105.40
GGD Russell £320.25
GGD Russell (Admin. expenses Aug. - Sept) £119.85
Geoff Willis (Handyman - 4 weeks to 30/09/04) £181.50
Dorchester Sports Club grass cutting for season £680.00
Brian Oliver (Parish Plan) £76.00
Brian Oliver (Web hosting) £61.98
OPFA (sub) £25.00
Richard Hotopf Plan Questionnaire £35.00
An appeal from South & Vale Carers had been received; last year they helped 15 carers in our Parish and it was agreed to donate £50. It was also agreed that £25 should be donated to the Royal British Legion.
c). Accounts for Audit
The Annual Return for 2003/4 and the Auditors comments for 2002/3 were noted.
11 Village Maintenance
The Clerk described the new guidelines that the District Council has set out for the supply and servicing of litterbins. In many cases the District will supply and service bins free of any charge to the Parish. This does not apply on land owned by the Parish where the bins must be paid for, although refuse sacks will be removed free of charge provided they have first been placed by the roadside.
Owners of the High Street garage site and the District Council are still in dispute about what should be done about the contaminated soil and the owners are said to have spent over £25,000 on surveys to date. It is not known how much longer it will take to resolve this issue. Planning permission for the development on this site was granted in February 2001.

12 Flooding in Queen Street
The Clerk will speak to Mr Jamieson to see what advice he can offer about obtaining more information on this problem.

13 Bridge End Car Park
A quote has been received from White Horse Contractors, which covers the cost of repairing and resurfacing the existing car park and excavating the area near the existing telephone box, which will provide an additional 3 parking spaces. The figure is just under £10,000 but does not include the cost of marking out the designated spaces. There were some concerns about the colour of the proposed new surface and this needs to be confirmed. It was agreed that the Council should investigate what grants may be available.

14 Date of Next Meeting
The date of the next meeting was confirmed as Wednesday 10th November

15 Any Other Business
Cllr Mrs Metcalfe said that the Village website is now online and asked councillors to view it in the near future.
She also asked the Council to note the recent service of commemoration in honour of Private Frederick Selwood and the erection of a Commonwealth War Graves Commission headstone to mark his place of burial in the Cemetery.
She also reported that the new owner of Thatched Cottage, 4, High Street, has erected a boundary fence, which is not only in the wrong place but also apparently without seeking the appropriate conservation area consent.
Cllr Maurice Day confirmed that the Parish Christmas tree would be ordered.
He requested that Mr Peter Keable be asked to cut the Cemetery hedge, as before.
Cllr Mrs Nudds commented that the Abbey churchyard is looking very tidy.

MEETING Closed at 9.32 pm

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