Action

08/018.

MINUTES

The Minutes of the meeting held on 15 January 2008 were taken as read, duly adopted and signed.

08/019.

MATTERS ARISING FROM THE MINUTES

John Harper declared an interest as a member of Cherwell DC North Area Planning Committee.

(a)  Amenity Areas – The Clerk reported that she had heard from Cherwell District Council about Sydenham Close, and that they were aware of the deficiencies and were chasing the developers to bring the area up to scratch prior to handing it over to the Parish Council. The Clerk also reported that she had received a letter from Solicitors about the land on the other side of the footpath at Adderbury Court, which is now Crown Land. It was suggested writing to offer to take over the patch of land.

(b)  Complaint about Planning Decision on Leonard Cheshire Site – John Harper reported that he had attended meetings on this matter and was now satisfied that everything was done properly. He believed it was now time to mend fences with the developers and it was agreed to invite them to give a presentation to the Parish Council about what is happening on the site and how it and the affordable housing will be run.

(c)   Glass Recycling – The Clerk reported that Cherwell District Council had looked at sites in Adderbury including Fired Earth but found that none were suitable and agreed with the Parish Council that there were suitable facilities nearby.

(d)  Handyman/Notice Boards – It was suggested that Dave Chandler be asked and Rick Atkinson also had a contact.

(e)  Matters Arising from Last Open Forum – There were either no matters outstanding or they were on the Agenda.

08/020.

OPEN FORUM

Issues raised concerned:

Neighbourhood Watch – Dick Stuckey reported that Keith Norton had agreed to take over Neighbourhood Watch at the next meeting in April and it was agreed to write to Keith Norton to thank him for this; He also reported that bin collection day for the centre of the village had changed back to Friday.

Twyford/Adderbury – A request to reconsider the matter and write to the Post Office asking for Adderbury to be included as part of addresses in Twyford.

It was agreed to bring forward this item (21(a)) on the Agenda. It was agreed to write to the Post Office asking for Adderbury to be included with Twyford in postal addresses for this part of the village.

08/021.

FLOOD ALLEVIATION

All Members declared an interest as Trustees of the Lucy Plackett Field.

Tony Brummell from Cherwell District Council attended the meeting and gave a comprehensive report on the efforts being made to alleviate the potential for future flooding to affect properties at risk in Adderbury. It was stressed that any measures taken could not prevent flooding and the aim was to try and re-place flooding to areas where it would cause the least harm. Any measures taken will aim to incrementally improve the problem but will not solve it.

A number of areas of the Sor Brook and Mill Stream were talked about. One big problem is the sewer pipe owned by Thames Water but this will be too expensive to remedy. Upstream of the railway crossing there is a structure obstructing the flow, which they are recommending be removed. They are thinking of a side weir south of The Old Laundry, which will need permission from the owner of the land, to be set at high levels to help deal with any surges.

It has already been proposed to build a high level relief channel on the playing field and two options were discussed. Twin culverts were not seen as a suitable option any more as the capacity would be too small, so it will be a shallow ditch. They would need agreement from the Parish Council. It was agreed that more publicity and consultation with the village would be needed and Tony Brummell agreed that the proposed route could be pegged out for consideration. He also added that Residents at risk do also need to help themselves by taking measures to reduce their flood risk further.

Mrs Bratt had arrived and took over as Chairman.

08/022.

ACCOUNTS FOR PAYMENT

The following accounts were approved as paid:

K. Oliver –Maintenance at the Lakes (Sept/Dec)

£50.00

It was agreed to pay the following accounts:

Wellan – Dam at Adderbury Lakes – visit, monitoring tags and advice

£223.25

Acreman’s Arboriculture – tree works at lakes

£7011.23

Thames Water – allotments

£5.97

Clerk’s Pay – February 2008

£517.26

Bank reconciliations to 13 February 2008 and cash flow summary to 31 January 2008 had been circulated for information.

08/023.

PLANNING

John Harper declared an interest as a member of Cherwell DC North Area Planning Committee.

(a)  Planning Applications – No observations had been made by the Planning Committee in respect of the following applications:

08/00041/TPO    Mr and Mrs Sanders

                        Thin crown of Beech tree by 20% subject to TPO 9/92

                        12 Kemps Road, Twyford

Observations had been made by the Planning Committee in respect of the following applications:

07/02675/F        Mr & Mrs D Fearne

                        First floor front extension and re-build ground floor porch.

                        8 Dog Close, Adderbury

07/02592/F        Mr and Mrs H Davies                                          

                        Proposed garage and reposition of access

                        Karlanna, Berry Hill Road, Adderbury

08/00048/CLUE  Malcom and Maureen Smith

                        Certificate of Lawful Use Existing – Use of land as domestic garden

                        Land to the Rear and Adjoining Malvern, Twyford Avenue, Twyford

(b)  Local Development Framework – Rick Atkinson reported on the workshop on 29^th January which had looked at the issue of development boundaries in villages. The next workshop is on March 11^th. Copies of the latest consultation on issues and options were tabled. After some discussion on the three new proposals it was agreed that the Clerk would draft a letter in response for further comment.

SV

DB

AL

08/024.

PLAY AREAS

All Members declared an interest as Trustees of the Lucy Plackett Field.

(a)  Inspections – At the Lucy Plackett field, some bolts need tightening on the chains and Simon Verdon will look at these. It was agreed to authorise the quote of £80 for repairing the fence. At The Rise everything is alright except that the toddler swing seats are virtually collapsed from people standing on them.

(b)  Teenage Facilities – Rick Atkinson has had no response from his appeal on the website for teenagers to contact him. There was some discussion about where to place the goalposts and it was agreed that there should be a site meeting on the Lucy Plackett Field to consider further. Diane Bratt will also contact Warriner School about contacting Adderbury Teenagers. There was also discussion about the possibility of some kind of youth centre and Ann Lyons will ask a contact who works in this area for more information.

08/025.

REVIEW OF INTERNAL AUDIT

Keith Mitchell had sent his apologies for not being present to report on this matter this month.

08/026.

AUDITORS FOR 2008/2009.

The appointment of Brian Rollerson as the Internal Auditor was confirmed and the appointment of BDO Stoy Hayward as the External Auditor was agreed for the financial year 2008/2009.

08/027.

BANK ACCOUNTS AND FINANCIAL REGULATIONS

It was agreed to delay opening the new Alliance and Leicester Account until the new mandates were agreed following the AGM in May.

It was agreed to amend the Financial Regulations by adding the following paragraph:

“5.5 Transfers of funds between Bank Accounts held by the Parish Council shall be included on the schedule of payments to be presented to and agreed by Council. Where a transfer of funds is necessary between Parish Council meetings the RFO may take steps to arrange the transfer with the prior agreement of two of the bank signatories provided that any such transfers are included on the schedule submitted at the next appropriate meeting of Council.”

08/028.

GRASS ALLOTMENT AND CEMETERY MAINTENANCE

The appointment of Rascal Horticultural Limited to carry out maintenance at the Allotments was agreed.

Following a letter received from Bob Bickley concerning the increases in fuel prices it was agreed to offer him an increase of 4% for the 2008 season.

JC

08/029.

LITTER BIN AT THE RISE

Joyce Cox agreed to place sacks in the bin where the liner was missing.

08/030.

ROUND CLOSE ROAD

A request had been received for verge markers. Following some discussion it was agreed that members do not support verge markers here but that Cherwell District Council should be asked to use a smaller bin lorry as they do in Dog Close.

08/031.

DOG BINS

Requests had been received for new bins at the footpath at the end of Manor Road and on Rochester Way. It was agreed to ask the dog warden whether it would be possible to put a bin at the start of the footpath. It was agreed to send a letter to Class 3 at Christopher Rawlins Class thanking them for their letters and posters, to put up some of their posters and see if they can be scanned to go in Contact and on the website as well as to put a new bin at the entrance to Rawlins Close, which is not directly in front of anyone’s house.

08/032.

PARTY IN THE PARK

All Members declared an interest as Trustees of the Lucy Plackett Field.

A request had been received to use the Lucy Plackett Field on July 12^th 2008. It was agreed to the use of the field, subject to conditions including the responsibility of the organisers for any damage caused, prompt removal of skips and routing of lorries. A suitable rout for lorries can be agreed at a site meeting with the drainage plan. The clerk was asked to inquire into the Council’s insurance position.

08/033.

OALC TRAINING COURSES

Details of the courses for this year had been circulated. It was agreed to write again to OALC pointing out that day time courses meant Councillors are unable to attend.

08/034.

NEIGHBOURHOOD WATCH

Col Stuckey had already reported that Keith Norton has agreed to take over as co-ordinator.

08/035.

RISK MANAGEMENT

The Clerk has prepared an Accident Book for the Lakes.

08/036.

CORRESPONDENCE

(a)   Cherwell DC Community Hall, Recreation and Sports Facilities Grants 2008/2009 - noted.

(b)  Cherwell DC Standards Committee Agenda and Minutes - noted.

(c)   ORCC – OCC review of primary schools – noted.

08/037.

VERY URGENT BUSINESS

The clerk reported that she had received nomination papers for Parish Council elections on 1^st May which are due back at Cherwell District Council by noon on Friday 4^th April.

Joyce Cox reported that there had been some damage to the ditch by The Crescent and the Clerk will check who is responsible.

Diane Bratt reported that she has received a letter of resignation from the Clerk. It was agreed to advertise the post in the Banbury Guardian, on the websites and in Contact with a deadline for mid-April so that the matter can be considered at the meeting on 23^rd April.