Shenington  with Alkerton Parish

1. Apologies for absence
Apologies were received from Councillors Smith (holiday) and Philcox (family commitment).
2. Declarations of Interest
The Chairman declared a personal interest in items 6(b)(i) as a member of his family is employed by the School and he is also a school governor, 6(b)(ii), 10(c) and 12(c) as a Village Hall Trustee. Councillor Brummell declared a personal interest in items 6(a)(ii) and (ii) as a family member is the landowner and 6(b)(ii), 10(c) and 12(c) as a Village Hall Trustee. Councillor Court declared a personal interest in item 5(c) as she knows the owner. Councillor Coles declared a personal interest in item 5(c) and 7(c) as she knows the owner and 7(a) as a nearby landowner.
3. Open Forum
A resident said that he had received information regarding grants for war memorials. He said that he would send the information to the Clerk. Councillor Buchanan said she would follow-up on this.
ACTION: Councillor Buchanan to investigate.
4. Acceptance of the minutes of the previous meeting (February 2014)
The minutes had been circulated prior to the meeting. It was agreed that they represented a true record of the meeting and were duly signed by the Chairman.
5. Matters arising from the minutes of the previous meetings:
(a) New Homes Bonus; defibrillator to be delivered shortly
The Clerk confirmed that the defibrillator has been ordered and should be delivered in the next 3 weeks.
ACTION: Chairman to contact the electrician once defibrillator has been delivered.
Councillor Buchanan suggested a photo for the Shenington Green once the defibrillator has been fitted.
(b) Boundary Commission; response submitted
Councillor Coles had prepared and circulated a draft to councillors for comments prior to submission.
(c) Community Asset Register; The Bell
This was discussed and Councillors agreed not to list The Bell on the community asset register.
(d) Consultation draft Rights of Way Management Plan
The Chairman had drafted a response and circulated to councillors for comments.
ACTION: Councillor Court to review the draft before the response is submitted.
(e) Parish Remuneration Panel’s Report
The Clerk confirmed that this has been displayed on the noticeboard.
6. Councillors Reports
(a) Gliding and Karting (JP/AC)
(i) Noise monitoring; data, standard procedure
ACTION: April agenda item.
(ii) Gliding Club; planning consents
No new update.
(b) Communication (GS/RF)
(i) School
The Chairman reported that he is now a school governor. It was agreed that the Chairman could act as a communication channel between the Council and school.
(ii) Village Hall Trustees; update on skylight
The Chairman reported that the skylight has been fitted. The contractor said water had been leaking through the skylight and it has rotted some of the beams. The trustees are looking into this.
(iii) Annual Report
The Chairman suggested that the Council should produce a report which would be handed to all residents before nominations are due for the elections. This would give residents an idea of the work that the Council undertakes and they might like to join the council. Councillors agreed with this proposal.
ACTION: The Chairman to produce a draft report and circulate to councillors for comments.
(c) Minerals and Alkerton HWRC (JP/MC)
(i) ROMP update
The Chairman reported that the MAG has written to the Secretary of State to confirm that they wish to reserve the right to forward representations in respect of any appeal that comes forward and depending on the type of appeal reserve the right to speak.
(ii) Warwickshire Minerals Plan update
ACTION: April agenda item.
(d) Highways (RF/CB)
It was agreed that the Chairman and Councillor Buchanan should collate all the information on traffic calming together with the survey results.
ACTION: The Chairman and Councillor Buchanan to collate the information.
(i) Traffic Calming; survey update
The traffic monitoring equipment was installed at the bottom of Shenington Hill. We should receive the results shortly.
The Clerk explained Community Speedwatch whereby volunteers are trained by the Police to record the speeds vehicles are travelling. The Police send a letter to the offenders. The equipment was funded by the District Council and is used by different parishes.
ACTION: The Clerk to provide the name of a contact in the Police for the Chairman to follow up on. The Chairman to liaise with District Councillor Webb as a topic for the NAG.
(ii) Speedwatch; update
The Chairman reported that speedwatch took place on 27th February. The Police were positioned by the Village Green and not at the Rattlecombe Road/Mill Lane junction as previously suggested. They left the Green before 9am and so missed the school rush. Councillors were not aware that speedwatch was taking place on this day. It was agreed that councillors would revisit whether there is a need for speedwatch once they have received the results from the survey.
(iii) Monitoring equipment; costs
The Clerk had circulated to the Chairman and Councillor Buchanan a price list. The Chairman said that the list did not include traffic counters.
ACTION: The Clerk to find out the cost of traffic counters
(iv) Highways Maintenance Fund; update
The Clerk confirmed that this fund has closed.
(iv) Pot holes (Stocking Lane) and broken path (Mill Lane); update
The Clerk confirmed that the broken path has been logged in the system again.
ACTION: The Clerk to provide an update at April’s meeting.
(e) Countryside (AC/MC)
(i) Signage and condition of footpaths; update
It was agreed that any person who sees a footpath or sign in need of attention should contact either the Clerk or councillors.
(ii) Spring Clean 2014
It was agreed that councillors would litter pick in April on an individual basis.
ACTION: The Clerk to draft a notice for the noticeboard. Councillor Court to order black bags. The Chairman to liaise with the school.
(f) Businesses and Services (MC/GS)
(i) Power cables and street lights; update
ACTION: Councillor Coles to try and obtain an update
(ii) Broadband; update
No new report.
(g) Assets (DB (Shenington) and CB (Alkerton)
(i) Funding for repairs to the war memorial
The Clerk reported that Councillor Webb is still looking into this.
(ii) Bus Shelter; quotes for repairs
Councillor Brummell reported that 3 contractors have looked at the bus shelter. One has given a quote for patching the shelter (£270) and the other 2 have given verbal quotes for rebuilding the shelter (£450 and £600). It was agreed that the shelter should be rebuilt and not patched. Councillor Brummell agreed to ask the contractor who quoted for patching the shelter to quote for rebuilding it. It was further agreed that once the third quote has been received the ‘best value’ quote should be given the work.
ACTION: Councillor Brummell to obtain third quote and then award work to the ‘best value’ quote.
(iii) War Memorial; damage caused by tree
Councillor Coles reported that no damage had been caused to the war memorial.

7. To receive planning applications
(a) 14/00068/TCA - land north west of Fabis House, Rattlecombe Road
Councillors agreed that this area is an oasis for wildlife. The Clerk reported that the conservation officer has said that there are no trees in this area that qualify for a TPO and therefore the applicant is able to clear the plot.
ACTION: The Clerk to respond.
(b) 14/00071/TCA - The Old School
The Parish Council agreed to raise no comments or concerns.
(c) 14/00132/LB - Clematis Cottage, Stocking Lane
No comments or objections.

8. To receive results of planning applications
(a) 14/00022/TCA - Green End Cottage - granted.
(b) 14/00021/TCA - St. Michael’s Church - granted.

9. To receive correspondence
(a) HM Revenue & Customs; electronic banking
The Clerk explained this instruction from HM Revenue & Customs that the Parish Council should pay PAYE electronically. She also said that the legislation permitting Parish Councils to pay electronically had not been approved by Central Government.
ACTION: The Clerk to write to HM Revenue & Customs.
(b) OALC February Members update
Circulated via email.
(c) Draft regulations Openness of Government Bodies
The Chairman reported that he has read this draft and doesn’t believe that it will impact on this Council.
(d) Draft Destination Management Plan for Tourism across the Cotswolds
The Chairman said that he has read this document and has no comments.
(e) Consultation on draft Oxfordshire Mineral and Waste Local Plan
It was agreed that Councillor Philcox should be asked to review this.
ACTION: April agenda item.
(f) email from resident re. litter
The Clerk had circulated the email prior to the meeting. It was agreed that the annual litter picks are a worthwhile exercise and that residents should be encouraged to take part or to litter pick when walking around the village. The Clerk informed the meeting that some businesses will arrange for their employees to litter pick if it can be proven that the litter has come from their business. The Parish Council has no authority to ask businesses to pay towards collecting litter.
ACTION: The Clerk to respond to the resident.
(g) LGBCE; briefing on proposing ward patterns 31st March

10. Financial/Administration Report
(a) Bank balances
The Clerk confirmed the following balances:
Community Account - £5,157.24
Business Account - £7,209.81
(b) Appointment of Internal Auditor
It was agreed that Dr. Cyril Anson should be asked if he would audit the accounts.
ACTION: The Clerk to ask Dr. Anson
(c) Village Hall hiring agreement
The Clerk to complete the agreement for the hire of the hall for the following year. It was agreed that the hall would be hired for the second Wednesday in every month except August and June. The Clerk pointed out that the date of the June meeting would need to be changed because of the elections.
ACTION: The Clerk to agree with the Chairman a June meeting date and then complete and sign the Village Hall hiring agreement.
(d) To agree the removal of the tree on the war memorial in Alkerton
It was agreed that the tree should be moved, as a matter of urgency, since it could damage the war memorial. It was noted that the tree is not on parish land and, therefore, County Highways should be asked to pay the bill for the removal. The Clerk said that she would contact County Highways.
ACTION: The Clerk to contact County Highways.
(f) Documents to be sent to Oxfordshire’s History Centre
It was agreed that the Minute books from 1910-1983, Accounts from 1948- 2005 and Audit from 1997-2001 should be deposited with Oxfordshire’s History Centre.
ACTION: The Clerk to arrange.

11. Second Open Forum
No questions from the public.
12. Passing of any accounts for payment:
The following accounts were proposed by Councillor Coles, seconded by Councillor Court and carried unanimously.
(a) Mrs. C. Hill - Clerk’s fee (Feb) - £160.85.
(b) HM Revenue & Customs (PAYE) - £40.00
(c) G.S. Walther Ltd. - Village Hall skylight - £840.00
(d) Oxfordshire Association of Local Councils - annual subscription - £133.07
(e) Arrhythmia Alliance - defibrillator - £2550.00
(f) Mrs. C. Hill - expneses (Jan-Mar) - £101.98

13. Closure of meeting
Next meeting 9th April at 7.30pm.
Meeting closed at 9.20pm.

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