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Chadlington Parish Council Minutes of Meeting 9 July 2018

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Minutes of the Chadlington Parish Council Meeting held at Chadlington Memorial Hall on Monday 09 July 2018 at 7.30pm. (Start 7.40pm Finish 9.45pm.)
Present: Cllrs Howard Rowley (Chair), Monty Phillips, Nicky Lloyd , and Gill Hill (Clerk), Cllrs Liz Leffman and Neil Owen, Adrian Tremlett plus 1 member of the public.
54. These were received from Cllrs. Tony Allan and Zoe Townsend.
55. Co-option of new Councillor
The Council agreed to co-opt Rosanna Slatter.
Proposed by Cllr Howard Rowley, seconded by Cllr Monty Phillips.
56. Declaration of interests
Cllr Monty Phillips declared an interest in Planning Application 18/01642/HHD The Old Forge at Brook End.
57. The Minutes were approved with the exception of the omission the website in item 46.1.
58. Matters arising and action points
46.2 The suggestion was made to perhaps use the bus sheleter as a book exchange since the BT telephone exchange could not be used.
59. District & County Councillor Reports
Cllr Liz Leffman reported that a significant amount of money was due to be spent on the roads. Money from next year’s allocation would be used to cover the extra costs. It was suggested that someone should be assigned to report issues such as potholes on ‘Fix My Street’.
Cllr Neil Owen reported that a bigger team of Enforcement Officers had been recruited in the Planning Department at WODC which had been sadly lacking in this area of late. There were still a number of grants available. Publica, the company created and wholly owned by four councils, West Oxfordshire, Cotswold and Forest of Dean District Councils and Cheltenham Borough Council had been working successfully. Drones are still forbidden over houses and roads.
60. Public Participation
There was none.
61. Local Plan
An update was needed from WODC.
62. Public Footpaths
Adrian Tremlett reported that it was incredibly difficult to get a footpath recognised by OCC. It can take 8 to 10 years to have a footpath put on the Definitive Map. Digital evidence may become possible. A joint mission for a result is being made with Mike Hedges and CPC, Robert Courts MP has also been contacted. Adrian to provide an action plan and work in progress. CPC were extremely grateful and thanked Adrian for all his hard work.
63. Speeding Project
This project which was set up last year with seven volunteers is now down to three. It also needs someone to co-ordinate it. This could be mentioned in the Parish Magazine and on the website.
64. Memorial Hall
Bookings were reported to be on the increase. The Hall is being used at some time most days of the week. A summer soiree had been arranged for 21 July at Vale Bank. A decorating party to spruce up the Hall is due to take place on Saturday 1st September
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with a 10am start, volunteers welcome with own brushes and dust sheets. Paint to be
provided.. The Village Hall Committee was keen for the car park to be updated and were
looking for a date to meet with the Parish Council and Sports and Social Club to discuss
this matter. The Harvest Supper is set for Saturday 6th October.
65. Memorial Hall Project
This project is now in abeyance. .
66. Playground
The annual inspection by RoSPA was due to take place in July.
67. Parish Transport Representative (PTR)
Cllr Nicky Lloyd attended her first PTR meeting as the CPC representative, The bad
news was that commercial bus services were being withdrawn everywhere in a
piecemeal fashion and there was no longer regular funding from OCC; although there
was a little staff time to spend on the issue and there was a will to find a way to provide
transport services out in rural areas. The good news was that if the X9 service were to
be discontinued (which is a possibility as it has already been scaled back), there were
alternatives which CPC could help to set up so that people in Chadlington would not be
left without public transport. It is possible that Chadlington could be served by Witney
Community Transport. Furthermore, a service connecting the village with Charlbury
Station could be profitable. Also developer contributions from the new Chipping Norton
estates, for example, could be used as funding. School transport could also be used by
the wider public.
68. GDPR
Awaiting Parish Council pack from WODC.
69. Village Walkabout
A village walkabout has been arranged for CPC to view the village and areas that might
be used for possible future development. Date Monday 6 August for pre-meeting at 3pm
followed by walkabout at 4pm.
70. Code of Conduct for Town and Parish Councils – Training Dates
CPC were advised of the training dates for Code of Conduct. Cllr Nicky Lloyd was
available to attend on Wednesday 12 September at Cherwell District Offices in Banbury.
71. Council Governance approval
CPC reviewed and approved the following:
Risk Assessment
Asset Register
Bank Reconciliations – regularly maintained
Bank Statements – regularly maintained
Income & Expenditure – regularly maintained
Cashbook – regularly Maintained
Cheques with 2 signatures, cheque book stubs and invoices initialled
VAT claimed on a regular basis
Council Meeting Minutes approved and signed regularly
Budgetary controls made
Year end procedures prepared on a correct accounting basis
Standing orders formerly adopted
72. Planning – New Planning Permission in Principle (PIP) and Technical Details
Consent (TDC)
On 1 June 2018 the Government introduced a new means for developers to secure a
planning permission on land for developments of between one and nine houses.
Developers can now apply to the District Council for PIP for housing development on a
site and if this is granted then they follow up with an application for TDC. Once a PIP has
been granted, the Local Planning Authority cannot revisit the principle of development
and can refuse TDC only for “justifiable reasons”. The developer enjoys the right of
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appeal against both PIP and TDC being refused or determined outside the stipulated
In bringing forward the legislation the Government believes that it will assist in speeding
up small scale developments and in enabling developers to establish whether sites are
suitable for housing without incurring the costs associated with obtaining outline planning
permission. It is however yet to be seen whether developers will wish to take up this form
of consent or whether the fact that if permission is given it will be given for a range (e.g.
minimum two houses maximum five) means the existing outline planning application
mechanisms will continue to be their preferred choice.
A key issue is that the Government has given the District Council a time limit of only five
weeks to determine such applications and has consequently shortened the timeframes
for consultation with parishes from the usual 21 days to 14 days. It is fully recognized that
the difficulties this may give parish councils in responding to such proposals (and for
WODC in determining them) given that most Town and Parish Councils operate a
monthly reporting/committee regime, but WODC has no control over the legislation that
has been introduced. It may however be expedient for Parish Councils to consider
introducing mechanisms whereby if CPC does receive a PIP or TDC proposal from
WODC that a response is expedited outside the usual consultation response
73. Planning
Applications received:
18/01642/HHD The Old Forge, Brook End Erection of single storey extension to existing
outbuilding (library/guestroom) to create shower room. CPC had concern about the
proximity to the neighbour’s land on this application.
18/01708/FUL East Downs Farm, Old London Road Conversion of outbuildings to 2
dwellings and annexe to serve existing East Downs Farmhouse, new access and
associated works. CPC objected to this application.
18/01735/S73 Curdle Hill Farmhouse, Chipping Norton Road Non compliance with
condition 2 of planning 16/01505/FUL to allow changes to approved plans. No comment
made on this application.
Applications Approved:
15/03680/FUL. Apple Brook House, Horseshoe Lane. Application made 30 April 2016
Discharge of conditions 3,4 & 5 (Materials) 6 (Landscaping) 9 (Drainage) of planning
permission .
18/00430/HHD 3 Manor Court. Installation of two roof lights (Retrospective). The Parish
Council had no objection.
18/00156/HHD Fairfield Brook End. Erection of single storey rear extension to replace
existing conservatory. Alterations to include changes to fenestration and enclosure of
front entrance porch. The Parish Council had no objection.
OCC Planning application MW.0027/18 by Johnston Quarry Group, Johnston Quarry
Estates Office, Quarry Farm, Banbury Road, Great Tew, Chipping Norton OX7 4BT for
planning permission for the variation of condition 26 and removal of conditions 27, 28
and 29 of planning permission 17/01172/CM (OCC reference: MW.0031/17) to enable
transportation of large stone block by HGV at Castle Barn Quarry, Fairgreen Farm,
Sarsden, Chipping Norton.
OCC Planning application MW.0029/18 by Johnston Quarry Group, Johnston Quarry
Estates Office, Quarry Farm, Banbury Road, Great Tew, Chipping Norton OX7 4BT for
planning permission. Revised quarry access arrangements from the local highway at
Castle Barn Quarry, Fairgreen Farm, Sarsden, Chipping Norton. More information
required on this subject. This application has been withdrawn.
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74. Finance
Income: Current Account £8494.50 Memorial Hall Account £NIL
Expenditure for approval:
Standing Order (monthly) Clerk’s salary 250.82 for July and August 2018
C No 100189 Stuart Silman Grass Cutting 23/4/18, 4/5/18 & 4/5/18 £235
C No 100190 Stuart Silman Grass Cutting 16/5/18, 31/5/18 £260
C No 100191 Prysebros Limited Complete Weed Control 22/5/18 £399
C No 100192 Brian Hamblin Materials for Aeroplane in Playground £235.60
C No 100193 Frances Maclean (ACMA) Internal Audit 2016/2017 £150
Approval of monthly bank reconciliation 2018/2019 Opening balance 01 April 2018
£19,608.12; income to 30 June 2018 £8494.50; expenditure to 30 June 2018 £2108.06.
Closing Balance £27,548.57
The Year End Accounts 2017/2018 were approved and audit completed.
75. Correspondence
There was none.
76. Other Issues
There were none.
77. Information Exchange
The Council wished it to be noted its grateful thanks to Cllr Nicky Lloyd for her sterling
work and contribution to the website.
Date of next meeting Monday 10 September 2018 at 7.30pm at the Memorial Hall
………………………………………….Gill Hill, Clerk to Chadlington Parish Council 10 August 2018
All agendas, papers & draft minutes of Chadlington Parish Council meetings can be found at
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