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BBPC Meeting Minutes 5 October 2017

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BBPC Meeting Minutes 5 October 2017 BLACK BOURTON PARISH COUNCIL A Meeting of the Black Bourton Parish Council was held on Thursday 5th October 2017 in St. Mary's Church, Black Bourton at 7.30p.m. 1. Present: Cllr. Pete Miles (Chairman) (PM) Cllr. Terry Pope (Vice Chairman) (TP) Cllr. Barry Williams (BW) Lisa Thorn (Clerk) (LT) Cllr. Ted Fenton (TF) Richard Betteridge (RB), Alec Jones (AJ), David Nixon (DN), and one member of the public. 2. Apologies for absence: Cllr. Andrew Lanham (AL), Cllr. Martin Barratt (MB) 3. Declaration of Interest: None. 4. Minutes: The Minutes of the meeting held by the Parish Council on Wednesday 23rd August 2017 were agreed with some minor adjustments. To be signed at next meeting. 5. Public Questions: TF gave an update on W.O.D.C. and O.C.C. matters. 1) The Minerals and Waste Strategy was approved at the last County Council meeting. The mineral policies in the strategy regard the amount of gravel being produced but not the amount of locations. The plans for a gravel extraction site between Bampton and Clanfield were excluded from the strategy and as an aside, it now looks like the plans have been withdrawn. Generally, the amount of gravel required by industry has decreased and is decreasing due to different building techniques etc. Waste policies have been agreed to start charging for non-household waste and large DIY/Garden Waste tipping. The Dix Pits site in Stanton Harcourt has been given a reprieve for the near future. 2) There will be an accelerated house building program for sites that already have planning permission to speed up the process. There is a huge amount of money (£30m per annum x 30 years) available to Councils from Central Government for housing building contracts that is now open to bidding. There will be a multi-council bid submitted from the four 20/20 Partnership Councils. Central Government has also announced that it will provide funding for the proposed Garden Village north of the ||A40 near Eynsham. 3) W.O.D.C.’s new waste collections started in October 2017 with all residents receiving a new recycling bin to replace recycling boxes. Glass will still need to be separated into an existing box for kerbside collection. Smaller recycling bins of half the capacity for smaller households will be available from January 2018 and residents can arrange a swap. 4) The Local Plan Inspector has been in touch with the Council Planning Departments with questions on the Local Plan. Planning are confident that they are prepared to answer questions to enable to Plan to be approved by Spring 2018. 5) From 1st November 2017, the District Services will be supplied by Publica; a non-profit Consortium consisting of Cherwell District Council, Cotswold District Council, Forest of Dean District Council and W.O.D.C. This will ensure that money is saved and put back into streamlining services. LT informed TF and BBPC that she had received an email communication from Charlbury Town Council objecting to Publica and will forward this information to TF and BBPC. 6. Matters Arising: a) Playground equipment repair/replacement and tennis court resurfacing: TP reported that a representative from a specialist company – Chiltern Sports - came out to inspect and quote for resurfacing and repairs to the tennis court area. He was surprised at how good the surface was given the age of it. He advised against painting the entire surface as it would quickly become eroded by bikes and scooters etc. but advised re-painting the court markings. The nets and fencing need replacing. He quoted for weeding, moss killing cleaning and power washing the court surface, line-painting, replacing netting and fencing. The total was £2535.00 plus V.A.T. However, TP advised that a Resident’s Working Party could finish the weeding, moss killing and cleaning that TP has already started and power wash the surface and that would save money. The BBPC agreed. The BBVA have also offered to pay half of the cost of the line-painting and TP knows of someone who could do it professionally and at a cheaper cost, therefore saving more money. LT advised that we could incorporate the cost of netting and netball/basketball hoops into a general Playground Rejuvenation Project with LT still looking at options for funding and matched funding to apply for. TP will continue to co-ordinate the tennis court rejuvenation and keep us updated and LT will update on funding. b) Playground grants/funding: LT advised that she was investigating the possibility of matched funding from Barclays Bank, who provide the BBPC Current Account, and will carry on investigating other grant/funding sources. c) Transparency Grant: LT went through the funding application with Councillors for approval and will return application before the 14th October (which is the monthly cut-off date). We are applying for a total amount of £1795.00 to enable BBPC to comply with the Transparency Code. We are eligible to apply for funding for computer equipment, website set-up costs and subscriptions, staff hours and training etc. d) Funding request for Church Toilet Facilities: LT circulated a letter to Carterton Town Council for approval. Councillors made minor changes and LT to circulate final draft and post ASAP. e) Speeding and Speed Enforcement: BW advised that he was still chasing PCSO Colin Davies from Thames Valley Police for speeding enforcement course dates but has had no reply. LT will enquire direct to TVP for assistance. f) Burford School Bus safety concerns: LT circulated a letter to the Headteacher of Burford School for approval. BW will make final adjustments and return to LT for her to email to the Headteacher and to send postal copies out to the Head of Road Safety at Oxfordshire County Council and Thames Valley Police. g) Burford Road Junction Safety: TP reported that hedges by pathways had been cut to aid visibility. LT is investigating how to make a request for a traffic mirror and will update Councillors at the next meeting. h) Fallen tree and damaged tree behind Model Cottages, Burford Road, Black Bourton: LT advised the Councillors that after making enquiries it had been established that BBPC are responsible for maintenance and repair of the trees in the conservation area as our lease of the Recreation Ground from Christchurch College was renegotiated and now includes the conservation area. TP advised that this was not what BBPC had agreed to accept and BW advised that we should get Legal advice on the terms of our Lease. BW to arrange. LT will pass a copy of the Lease to BW. TP had requested a quotation from Christopher Collett to pollard and clear ivy from the damaged trees to enable an inspection for further work to be carried out. LT circulated quotation and the work was agreed and authorised by the Council. i) Village Information Leaflet: LT reported that she had checked and amended details that were required to go on the revised Village Information Leaflet. LT passed information to BW who will arrange for the leaflet to be designed and printed. 7. Treasurer's Report: Lisa Thorn Cash book balance at: £749.93 Holding for Defibrillator: £132.73 Total: £617.20 LT circulated letter from B.D.O. confirming that the external audit of BBPC’s Accounts found that all was in order and there were no queries arising, no additional information required and no extra charges. 8. Bills to Minutes: C. Collett (Grass Cutting): £425.00 L. Thorn (Salary and Expenses): £180.00 S.S.E. (Bus Shelter Electricity): £26.82 West Oxfordshire District Council (Dog Bins): £14.21 9. General: Cllr. Pete Miles: Nothing to report. 10. Green Spaces: Cllr. Terry Pope Grass cutting is ongoing as per contract. Some residents have remarked that the verges are starting to become churned up again but this is an ongoing issue which the BBPC have discussed on many occasions and there is no simple solution. TP reported that a Chestnut Tree by Black Bourton Brook near Brian Wallis’s land looks diseased but we need to check whose responsibility it is. TP will look into this. Correspondence: Lisa Thorn Letter from O.C.C. received 30th August 2017 containing two copies of the new Grass Cutting Contract to sign. Needs to be signed and returned A.S.A.P. to ensure that we receive our Grass Cutting Grant. However, BW will show agreement to a solicitor as the terms are not in our favour at all. LT will wait on further advice. Letter dated 15th September 2017 from Citizen’s Advice West Oxfordshire requesting Financial Support from BBPC. We usually donate to this vital service and BBPC agreed to donate a sum of £25.00. Email received on 15th September 2017 from O.C.C. requesting details of our Village Emergency Plan and contact details for the BBPC. LT will complete and return. Email received on 1st October 2017 from John Bowler of the AGGROW Committee (Anti Gravel Group of Residents in Oxfordshire West) informing us that due to the assessment by the O.C.C. Mineral and Waste Plan Inspectorate that the Bampton and Clanfield area should be excluded from the Plan that they would be closing the Committee. LT will forward to TF and BBPC. Email received from Peter Kenrick of Charlbury Town Council with letter attached from C.T.C to David Neudegg of Publica, outlining their concerns about the transfer of W.O.D.C. services to Publica. LT to forward to TF and BBPC. 11. Other Matters for Consideration: None. 12. Exclusion of the Public: None.
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