Minutes April 2008

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1st April 2008

Present:-

Charlie Haynes, Chairman (CH) Cllr Mary Clarkson

Wally Cox, Vice Chairman (WC) Cllr Caroline van-Zyl

Duncan Hatfield (DH) Mr LeRoy Garner, Clerk (LG)

Michael Cadd (MC) Mrs K Stratford, Minutes Secretary (KS)

Peter Cox (PC)

Gill Cox (GC)

Roy Jones (RJ)

Graham Swift (GS)

Angie Tiwari (AT)

Hugh Deam (HD)

Requests from Members of the Public to Speak

None received

1. Apologies for Absence

Mr John McGinn, Mr Nils Bartleet

Welcome to one parishioner attended the meeting, Barry Parsons (for item 6). The Chairman requested that Councillors declare any personal interests at any point on the agenda.

2. Minutes of Last Meeting

No corrections from previous meeting.

The Chairman was authorised to sign the minutes of the last meeting.

Parish Clerk, Mr Roy Garner addressed the meeting. Due to personal circumstances and family commitments he would like to advise Councillors he has decided to resign with effect from 31st March 2009. A programme of shadowing will take place so that Councillors know what to do without him, and to ensure an easy transition for whoever replaces him – it will be a hard act to follow and a sincere thanks for all he has done for so many years – nearly fifty years.

3. Matters Arising from Minutes

No matters arising not appearing elsewhere.

4. Correspondence

Received notes from Parish Transport Representatives meeting in February 2008 and a further letter from Risinghurst and Sandhills Parish Council regarding bus route consultation which does not involve town or parish councils, who are, after all stakeholders.

Letter advising meeting of the Public Parish Transport Representatives on 25th February – already gone.

Mobile Library Service – these are changing and the Clerk will put revised timetable on the notice board. LG

Leader of Oxfordshire County Council has written regarding the County’s view to closure of local Post Offices and the planning view. The Planning Authority should hear appeals noted on the Planning Inspectorate as at present. The Clerk to write to our Member of Parliament. LG There is to be a national planning application form (currently each districts has its own version). Government looking at sites for new Eco-towns.

Section 106 payments and their application were discussed together with the impact on local infrastructure.

5. Planning

Applications considered between meetings:-

22 Gordon Close – Large Replacement Conservatory – No objection no long as

neighbours are aware.

4 Beechey Avenue – Single storey front and single and double storey extensions – Refusal recommended – over development and proposed front extension unacceptable. The footprint of the property shows how large the application is and how it extends along the building line.

Pavilion at Boults Lane – Storage container – No comment.

New Marston Saints Football Pitch, Marsh Lane – Erection of a fence on Marsh Lane and Horseman Close boundaries. No objection.

2 Harlow Way – Conservatory – No comment.

3/13 Cavendish Drive – New Bungalow – No objection on planning grounds but a claim for parking rights on the site prevented an earlier development.

94a Cherwell Drive – Granny Annexe extension to a bungalow at rear – No comment.

Applications to be decided:-

112 Oxford Road – Single storey detached dwelling at rear with parking. MC

reported this application was to be called in. Agreed the Parish Council would

support the objections on grounds of infilling, extra traffic, etc. LG

Decisions

2 Ponds Lane – Approved

55 Rippington Drive – parking in front garden – refused.

Oxford City Council has produced a Supplementary Planning Document on the Balance of Dwellings.

67 – 69 Oxford Road – extra parking spaces have been created without planning consent– no response yet.

43 – 55 Oxford – extra dormers have appeared without planning consent – no response yet.

Considered whether to continue to support the Oxford Green Belt Network. DH noted they were a good source of information. The cost is £15. Agreed to continue to support it. LG

6. Boults Lane Development Project

Wish to hold a barbeque on Saturday 21st June at the Football Club. Agreed.

Barry Parsons from Marston Saints to explain current position: One final operation to be carried out - the verti draining and final sand dressing which is in the Maintenance Plan (put together April/May 2006 – figures are on the website), but figures are out of date given the most recent quote. At the time the Parish Council agreed to pay around £8,100 over and above the White Horse Draining Programme the circumstances have slightly changed what has happened since and the estimated timing was out by around six months. Marston Saints had verbally agreed to manipulate the contract to save the Parish Council some money. Now, having saved it (£3,600) the costs have risen significantly. Based on what work was carried out last summer, a quote has now been received for £5,900. At this time, after confirmation from the Chairman today there are three claims paid by the Football Foundation for just over £22,000. Based on those numbers and that there is still a small amount left which could be used to pay towards White Horse contractors, there is still some of that money outstanding which can be used – Marston Saints have written to the Football Foundation to request this.

This would leave the Parish Council with a bill of around £2,500 to pay towards this final dressing.

Peter Cox asked why the price had gone up. The answer is the price of sand (and quantity of sand – originally quoted for 100 tonne, but have used 150 tonnes to give more flexibility of the land) and the cost of aggregates have all gone up.

The Chairman noted the pitch is now up to a good standard, it now drains away very quickly when there is flooding. One further 3m pipe is needed to speed the water soaking away (cost about £300). The Chairman recommended this work is authorised. Noted the field has never been in such a good state and it is testament to the work that has been done. The extra work is £1,980, and have had 55% back so far. This means there is an additional £2,500 being requested at this meeting to finish the work (although the full amount must be paid by the Parish Council and then will claim back the 55% from the Football Foundation). The Council agreed to this.

Set of plans received from the architect. CH/WC

7. Recreation Grounds

Roundabout found to have a cracked casting. Have asked Mr Ward to do (he has found someone to weld).

New baby seat given to Mr Ward some time ago –bill has been received by the Clerk so the work will be completed shortly.

Safety surface was loose and has been done.

Other small jobs have still to be done, but will be done in due course.

GC reported on the recommendations from SMP was that we have new swing seats for most of the swings and new chains on most as she thought they looked quite worn. At Boults Lane she recommended that we ceased to use the 12ft high swings as it is difficult to see if they are worn at the top and it is not possible to get chains that length. The other set of swings should not have baby seats and other seats in one bay so suggested having 2 of each in each bay. SMP will provide a written quote for all of this plus the painting and attaching the colourful panels on the apparatus. SMP thought we would be better finding someone locally to do the painting and the other work as they would probably be cheaper, but SMP could supply the parts etc.

SMP will also quote for a youth shelter.

SMP took photos and will give us any help re future equipment as they now know the layout of the play areas.

Questionnaire gone to school (not had result yet) and going to speak to Cherwell.

The Parish Council passed thanks on to the sub-committee.

DH reported on the OxClean event – the school has committed to future monthly litter picks. Chemicals were found during the event. The Parish Council agreed to write to the Red Lion about the state of the fence boundary, as litter does gather there. Over the weekend over 100 sackfuls in total. Thanks were passed on to DH for his work on the event. The Clerk to write to the Local Education Authority about the land just outside the school which the LEA owns. LG

8. Finance:

The following accounts were paid:-

Jan Sanders: Food for Oxclean £8.34

L Garner: Salary and expenses £2060.00

V.C. Brown: Architects fees re pavilion £511.13

Dell: Reimbursement £135.75

Smiths Heating, but should have been Connaught: Heating for Mortimer Hall £4083.12

Thames Water: Burial Ground £8.03

Wickstead: Seat £103.99

MP Security: Security in Pavilion on Recreation Ground £74.03

Burial Ground: Rates £60.06

Safelines: safe £285.00

Oxford Green Belt: Subscription £15.00

Money received from Football Foundation for £18,673

City Council for £27,750. The Clerk to confirm this is correct. LG

9. Burial Ground

Letter from Mr and Mrs Downs from Horseman Close re policy for pre-purchase of plots. Have lived in the Parish for over 40 years and always thought they would be buried together within the Parish. The Chairman noted a decision was made, but in all cases exceptions could be made. The Chairman to and visit the residents and discuss with them. MC noted that there would come a time when the burial ground was full. Although the land around belongs to the Parish, much of it is waterlogged. If the City Council were to drain the ditch at the boundary, it might make a difference. The Clerk has approached the Council before, but they have only partially done so. One part of the ditch is believed to be the responsibility of the Preservation Trust, but the Trusts deeds have been lost and so who exactly owns the section is unknown/unproven. The Clerk to write to the City Council again to request they clean it. CH, LG

Burial ground looking nice, apart from the gaps in the hedge, which have still not been addressed. WC to chase. WC

PC to pick up repaired mower and new mower and start mowing. There will be a bill to pay for the repair. PC

The Clerk to chase up possibility of council supplying bins. LG

10. Highways

The chicanes in the village. RJ would like to have the bases painted in order for them to stand out better

The sign at Raymund Road for the Harlow Centre has not been replaced. The Clerk to chase. LG

11. North East Area Committee

Nothing affecting the Parish at the last meeting.

Welcome to Angela Cristofoli – Area Co-ordinator from North East Area Committee.

Ms Cristofoli explained her role as Area Co-ordinator. The Committee meets monthly and looks at local issues, such as Planning, Parks, etc. There are open sessions where people can come along and ask anything (and usually do!). To build up partnership, addressing issues in a joined-up way. One part of her role is to ensure things move forward, dealing with projects. Has been working with Barry as part of the Marston Saints and the Football Association. The reason she is here tonight is that she wants to prepare an Area Plan to start looking at a more neighbourhood level, and to tie in with Parish Plans. Does the draft plan circulated at the start of the meeting look right to Parish Councillors? Need to make sure local issues are taken into account. Ms Cristofoli also has postcards with tick boxes for Parish Councillors and local residents to complete and send back - freepost. The Chairman requested that the information is reviewed and discussed at the next Parish Council Meeting. Agreed – to be put onto the agenda for next meeting. LG

Ms Cristofoli would welcome views and comments on “Marston – Your Neighbourhood, Your Voice, Your Future” as the current document is just a draft. The document is not due to go for final printing for a while. The aim is to join up with all the other local agencies, such as the County Council, PCT, Police, etc.

Questions for Ms Cristofoli:

Regarding Section 106 money, could you tell the Parish Council how much money there is, who distributes and under what principals they act?

AC: It all relates to Planning, and yearly the Area Committee get a report about all the S106 in the area. It depends on the size of the development, there can be money for highways (this goes to the County Council, and the City does not have say over it, although the City can – and does - make representations). S106 is always to mitigate the application (i.e. so many bed spaces triggers money for education – although that applies to large developments). Milham Ford did generate some money - £18,000 available for the area, the rest went to the County Council. Ms Cristofoli offered to send the Parish Council a copy of the annual report when it next comes to the Area Committee. Section 106 forms a legal agreement between the City Planning department and the developers. The Chairman noted that local councillors and the City Council have been very helpful in local issues, such as the new football pitch in Marsh Lane. Ms Cristofoli also mentioned there is a lot of possibilities for external funding, and she may be able to advise, if this is what was wanted. All reports on S106 have to be agreed at Area Committee.

There were no other questions. The Chairman wanted to publicly thank Angela Cristofoli for all her help behind the scenes.

12. Parish Council Bulletin

The prepared bulletin is here and ready to distribute. These have not been separated by area yet, or councillors can collect now for distribution. Thanks to all those involved with the creation of this. Parish Cllrs.

13. Allotments

GS reported an increasing membership.

14. Website

Busiest month yet, and other sites linking into it. Busy keeping it up to date. Looking good.

15. Any Other Business

Fire proof cabinet has been ordered.

Risk Assessment will be with the Chairman in the next couple of dates.

Parish Council documents will be sorted very soon. LG

GC reported Mortimer Hall AGM on 22nd April, all welcome to attend.

16. Date of Next Meeting – AGM

Tuesday 6th May 2008. Agenda to be agreed. The Chairman requested whether it would be possible to use the main hall – WC to check. WC