Blackthorn Parish CouncilM6/16
1
Minutes of the Parish Council Meeting of Blackthorn
Held In: /Blackthorn Village Hall
/ On: / Thursday16 June2016 at 8pm.Present: / Parish Council Chairman Cllr. Mrs J. Lamont (JL), Cllrs. Mrs A Stevenson (AS), Mrs D. Procopiou (DP) and Mr R. Rue (RR).
In Attendance: / Representatives from Church Leys Field Developers; Jonathan Porter, Max and Aaron and Rachel Lamont (RL) Acting Clerk.
Item
No / Topic / Action
owner / Due
Date
16.81 / Apologies:
- Cllr. Mr. R. Burden (RB) and Clerk Mrs T Charlesworth (TC):
16.82 / To receive declarations of Personal or Personal and Prejudicial Interests’:
- None in relation to items to be discussed on the agenda.
- Register of Members’ Interest: None.
16.83 / Minutes:
- Minutes of the Annual Meeting of Blackthorn Parish Council held on 12 May 2015 at 7.00pm were approved and signed as a correct record by the Chairman Cllr. JL.
- Minutes ofthe Annual Parish Meeting of Blackthornheld on 26 May 2015 at 7.30pm were approved and signed as a correct record by the Chairman Cllr. JL.
16.84 / Church Leys Field, Ambrosden – Guests Jonathan Porter (JP)Max and Aaron.
- This is second visit from Church Leys Developers following on from public consultation March 2016.
- Numbers at the development have been reduced to x85 following concerns of overcrowding (mix to be provided by JP via email after question from SS). JP advised that the majority of houses would be 3-4 bed and the mix includes 2-5 bed properties.
- Positioning of houses has been altered to maintain existing boundaries (edge Lines) and drainage culverts and ponds on the site.
- CDC has asked the developer to simplify use of materials in elevations and has suggested more natural stone. JP provided PC with revised plans and street view mock ups – to be displayed in the village hall for residents comments.
- JL commented on any guidelines set by C.D.C on matching the development to Springfield Farm site – JP advised on lessons learnt from what didn’t work at Springfield but no enforcements from C.D.C on this.
- JP advised that new planning application had not yet been submitted but that he was in discussions with Bob Duxbury at C.D.C and that application would be submitted within 4-6 weeks (actual date to be advised by JP via email). Once planning has been approved developer can advise indicative pricing to PC.
- PC expressed concerns over flood lines – Max (surname) advised on flood precautions and showed PC detailed flood plans. Existing culvert to River Ray that runs across the site is not to be utilised due to legal issues this causes the site to split so new ditches are to be dug to connect to the River Ray on one side and the existing ditch line and natural pond on the other side. All houses will be set at a level above the 1 in 1000 year flood height.
- Foul drainage to be pumped to existing station on the corner of Akeman Street.
- A mix of porous pavement (on additional parking areas and secondary road) and traditional tarmac (on main trunk roads) to be used to aid further with drainage.
- PC asked on local reaction in Ambrosden to planned development. JP advised that after consultation with Ambrosden a number of issues had arisen surrounding timelines for completion of Springfield development, upset on foot pathing, impact on the school.
- PC also expressed concerns over the school and discussed developers working directly with the school to help. JP advised this would be ontop the contributions required to county but that he would look into this suggestion and speak to C.D.C to see if there were any precedents on this elsewhere. JP also advised developers could express a preference on where county funding went and that they were in consultation with headmaster to aid in obtaining funding from county.
- JP advised that developers would be installing foot pathing along the roadside from outside Church Leys, along the boundary of Springfield and up to the school to provide better linkage.
- JP also advised that a play park had been added to the plans and PC advised on parking issues we had experience in Blackthorn.
- In addition to private drives and garages JP advised Church Leys had provided x18 additional parking spaces x6 of these are by the proposed play park.
- PC asked whether developer had to take account of any other planning applications that were in existence and raised concerns over increase traffic flow on A41 and B4100. Developer advised knowledge of Graven Hill development and that this plan included works to A41. They also advised this was a tiny development in the scale of the other plans for Bicester (x750 homes in surrounding area)
- Developer advised that traffic calming would be implemented in the form of gated entry to the village, chevrons and an increase to the 30 mph zone.
16.85 / Co-option following an Election
To consider/approve applicant: It was RESOLVED that the
- Parish Council would co-opt Fiona Hodges onto the council.
- Clerk to send a letter.
16.86 / Matters for Report (Appendix 1):
- Parish Council Elections – Completed DPI Registers submitted to C.D.C.
- Finance - Zurich – Insurance Renewal documents – Renewal by 1 June 2016: The traffic signs have been added to the policy at no extra charge to the council this year. It may see the renewal in 2017 increase by £20 plus tax due to this additional cover.
- As previously approved M4/16 – 16/62 – 11.1 the PC approved the 5 year Long Term Agreement at £601.17 and based on the above: Payment had been made outside the meeting.
16.87 / Project Reports: (See Appendix 2):
7.1: Emergency and Community: No update
7.2: Drainage: Update on work being carried out by O.C.C. Highways.
- Diversion of pumps along the ditches of the A41 into the River Ray: Consider/approve draft letter to Network Rail: Deferred until next meeting due to Clerk’s absence.
- RR advised that one more bracket needs to be erected on Thame Road and then traffic calming will be made live.
- Issuing of new ‘Tenancy Agreement’ and rent reminder: Update.
- Vacant allotments are being utilised by Mr and Mrs Mack
- Rent currently in arrears
- Issue to be discussed further at next meeting
- Vacant Allotment: Update.
- Chairman Cllr. JL advised Blackthorn Village Hall Committee would be approaching White Farm to seek agreement to use land behind the hall that they own instead.
- Chairman Cllr. JL advised this item could be removed from future agendas as Parish Council will no longer have involvement.
- Parking Area:Allocation of spaces to play area:
- ‘The Deed of Rectification’ states that the Parish Council is responsible for providing six parking spaces: It is proposed to:
- Look at the land/area; consider how many have been provided and if more parking spaces are required and if there is enough land to provide;
- Include disabled parking;
- Consider if the play area parking can be separated from residents parking by the use of a barrier;
- Clearly define play area parking with white lines;
- Advise residents once a decision has been taken:
- The Chairman Cllr. JL met with residents of Blackthorn close and whilst it appears that new tarmac was provided to accommodate x2 vehicles the PC still has an obligation to provide x4 additional spaces.
- An area directly inside the park boundary has been identified and this will be grass creted to provide green parking spaces without spoiling the aesthetic of the park. The newly created parking area will be fenced off and Oxfordshire Tree Services have been approached to provide a quote for this.
- Clerk to draft letter to housing association that owns the x4 houses in Blackthorn close and to establish name of housing association.
- A park rules notice should be erected.
- Rubbish Issue:See Play Area Inspection Report below.
- No Dog Sign: Consider/approve purchase of new sign: C/fwd.
- Fence post to gate is loose: Parish Council to investigate.
- Play Area Inspection Report:
- (Bark)
- The mix bark identified in the inspectors report as unsuitable will be used as a base layer under the zip wire to expand the landing area and around the copse area to supress weeds and nettles.
- Oxfordshire Tree Services are obtaining quotes for top level ‘Play Grade’ bark to replenish the areas and cover the base.
- (Cracking)
- Clerk to contact Trevor Stewart to provide advice on repairs to play structure.
- (Bins)
- The frog bin to be filled in with mix grade bark to stop refuse being deposited
- Park rules notification (above) will include bin notifications.
AS
Clerk/Cllrs
RR
Clerk/RFO
Clerk/RFO
Clerk/RFO
Clerk/RFO
16/88 / Superfast Broadband:Update.
- No Update
16/89 / Finance (See Appendix 3):
9.1: To accept the list of accounts paid prior to the meeting and receipts received and to approve payment of invoices.
- Payments:
- Invoices paid prior to and approved at meeting:
- M. R. Cross – Inv. No’s: 992/993 - £714.00 – Cheque No: 101151.
- Zurich Municipal – Insurance Renewal - 5yr Long Term Agreement - £601.17 – Cheque No: 101150.
- Invoices for payment: It was RESOLVED that the attached list of invoices (Appendix 3) were approved for payment:
- Clerk’s Pay/Exp April 2016 and overtime due for 2015/16 - £160.002.98 - Cheque No: 101153.
- P. Morrissey – June 2016 - £10.00 – Cheque No: 101154
- Website: To consider/approve annual costs be transferred for payment through the PC by either’ Standing Order’ or ‘Direct Debit’:
- See item 16/92 below regarding new website domain purchase.
- SLCC – Membership Renewal for 2016/17 - £88.00 (shared with Merton PC) - £88.00 – Cheque No: 101155.
- Coversure Insurance Services - £96.28 – Cheque No: 101156.
- Mr L Butler (Website 123 domain purchase) - £16.78 – Cheque No: 101152.
- Receipts:
- HM Revenue & Customs – BACS Remittance Advice - £525.77.
9.2: Bank Access/Signatories:Update on third signatory:
- On 17 May 2016 Cllr. AS, having attended Barclays Bank Plc; confirmed that Cllr. DP would be an authorised signatory in 5-7 working days;Barclays Bank Plc wrote (letter dated 25 May 2016) to advise that Cllr. DP identification and verification is out of date and she was required to take two current documents to be certified.
- DP to contact Barclays to get documents verified and advise on progress via email.
Items 9.3, 9.4 and 9.7 deferred until next meeting due to Clerk’s absence.
9.3: Bank Reconciliation to date: / Agenda
9.4: Budget Comparison to Date: / Agenda
9.5: Quotes: None.
9.6: Grass Cutting: To consider/approve updated costs to include outside the 30mph limit.
- Increase RESOLVED outside of meeting via email and confirmed by all at this meeting.
9.7: V.A.T:
- Spreadsheet: Consider/approve.
9.8: End of Year Accounts 31 March 2016:
- Approval of Accounts Year Ending 31 March 2016: Approval of Section 2 of the Annual Governance Statement: Query that this was approved last meeting – Clerk to confirm.
9.9: Asset Register:
- Approval of Amendment: to include VAS Equipment: Query that this was approved last meeting – Clerk to confirm.
16/90 / Planning Matters (See Appendix 4):
10.1: New Applications:
- C.D.C. – Public Protection & Development Management – Town and Country Planning Act 1990 Consultation – Planning Application – Application No: 16/00861/HYBRID – Applicant’s Name: Mr Warren Francis Reid – Proposal: Revision to outline planning application 15/02316/OUT to comprise a HYDRID planning application for: Full planning permission for 20,067 SQM (216,000 SQ FT) of logistics floor space, within class B8 of the town and country planning use classes order 1987, with ancillary class B1 (A) offices, together with access from A41 Aylesbury Road, associated site infrastructure including lorry parking, landscaping, amenity open space and sustainable drainage and private sewage treatment plant. Outline planning permission for up to 44,965 SQM (484,000 SQ FT)of logistics floor space, within class B8 of the town and country planning use classes order 1987, with ancillary class B1 (A) offices, together with associated site infrastructure including lorry parking, landscaping, amenity open space, sustainable drainage and private sewage treatment plant. Details of means of access from Aylesbury Road are included for approval – Location: OS Parcel 0070 Adj. and North of A41 London Road Bicester – Parish(es): Ambrosden – Rec/d 27.5.16: The PC has raised objections and is awaiting follow up.
10.2: Decision Notices:
- None.
10.3: Withdrawal Notices:
- None.
10.4: Planning Issues:
- Barton Willmore – Springfield Farm, Ambrosden: Update.
- Update on Springfield development came from Church Leys Developers more details (see 16/84 above).
- Ambrosden PC: Invite to Chairman: Update: None.
- Blackstone Farm: Update.
- RR advised that following recent complaints regarding smell at the farm he visited the site to investigate and found nothing to cause further action.
- It was agreed that weather conditions at the time were a factor to the localised problems.
- RR advised that with regards to the change of use at the farm that they were awaiting a recycling licence from the Department of the Environment.
RR
16/91 / Correspondence/Emails: (See Appendix 5): (B.P.C.229): Comments to be considered and any action approved.
- 11.1: Email - C.D.C. – Funding Available for Rural Businesses.
- 11.2: Email – 6.6.16 – Mobile Library Closures: Noted.
- 11.3: Email – Post/Box – Hedge Wear.
- It was agreedRESOLVED that:
- PC would write a letter of concern to Weir Farm to advise of the visibility issue caused by overgrown hedge on the corner of Weir Lane and Lower Road and advise of landowner responsibility to maintain.
- Clerk to respond to Liam’s email to advise him of PC action.
- RR advised on other issues regarding gravel on the road and potential risk of puncture/sliding on the road surface and overgrown tree at Weir Thatch – PC to monitor and take appropriate action where necessary
16/92 / Website/Parish Magazine: Items to be approved for publishing:
- Update on PC Website:
- Chair advised that due to difficulties accessing the old PC website that a new domain has been created and is yet to go live Lee Butler in the village has paid for domain and is setting up site before handing over to PC (blackthornparichcouncil.co.uk)
- New domain £16.78 and was RESOLVED to write a cheque to Mr Butler for this.
- With regards to old website Mr Beckett has provided Clerk with invoice for £250 (£140 per year)
- It was agreed that old domain name would need to be shut down to prevent any more monies being paid out.
- Publication of financial documents in line with Transparency Code: PC to consider how this may be achieved by the Clerk/RFO: C/fwd.
BPC
16/93 / Effectiveness of Internal Audit (See Appendix 6): Consider/approve monitoring process.
- It was agreed to extend deadline to next meeting due to Clerk’s absence for receipt of proposals.
- Online project management tool ‘Podio’ was discussed as possible solution to correspondence and audit trail issues.
16/94 / Clerk (Appendix 7): Clerk’s Contract – Auto Enrolment - Pension Scheme: Update
- Chair advised that pension certificate of compliance had been received
16/95 / Neighbourhood Watch: Update. / BPC
- No Update
16/96 / Matters for Further Information or Discussion at the Next Meeting:
- Letter to Environment Agency regarding dredging of Blackthorn Brook.
16/97 / Date of Next Meeting :
- 7 July 2016 at 7.30pm in Blackthorn Village Hall.
There being no other business the Chairman closed the meeting at 9.55pm.
Draft Minutes subject to Confirmation
Minutes Approved at the Parish Council Meeting held on 1 September 2016 M8/16 – 16/108
D:\Parish Council\blackthornpc\Blackthorn Parish Council\Minutes\Min 16 6 16 - M6 16.doc