HORSPATH PARISH COUNCIL Minutes of the Parish Council Meeting held on 7 August 2007 At 8pm in HORSPATH VILLAGE HALL.

Present: Mr C Henderson, Mrs H Palmer, Mr A Martin, Apologies Mr P Dobson, Ms S Gray, Mr Mr B Mayling, Mrs S Woodcock. Mrs H Kogel D Horsley, Mr A Hodgson (Clerk).Mrs J Carr (District Councillor) (District Councillor), Mrs A Purse (County Councillor).

Public: 4

117/07 ELECTION OF CHAIRMAN – There were no nominations for the position of Chairman. The position remains vacant. Councillors asked Mrs Woodcock to act as Chairman for this meeting only.

118/07 APOLOGIES FOR ABSENCE – Apologies were made on behalf of Ms Gray, Mr Horsley, Mr Hodgson and Mrs Purse. . 119/07 MINUTES FOR APPROVAL Minutes of the Parish Council Meeting held on 3rd July 2007 were accepted unanimously.

120/07 MATTERS ARISING 107/07 Co-Option of Additional Parish Councillors – Mrs Palmer asked for a copy of the new vacancy advert when it is available to put on the website.

121/07 CO-OPTION OF ADDITIONAL PARISH COUNCILLORS No applications have been received to date. Mr Martin commented that he knows somebody who may be interested in joining the Parish Council.

122/07 ELECTION OF OFFICERS Vice Chairman – It was agreed to defer this position.

123/07 PLANNING APPLICATIONS. P07/W0779 15 Hill Rise, Horspath (Other) Install solar panels. – Councillors voted unanimously to recommend approval. P07/W0811 89 Old Road, Wheatley Demolition of existing dwelling, and replacement of new dwelling. – Councillors voted unanimously to report No Strong Views.

PLANNING PERMISSIONS/REFUSALS/APPEALS. P07/W0636/RAD The Queens Head, Horspath (Other) New Signage. Retrospective. – Refused. (It was reported that the sign is still on the pavement). P07/W0655 61 Gidley Way, Horspath (Other) Conversion of garage to a 2 bedroom dwelling, access & parking. – Refused. P07/W0573 144 Gidley Way, Horspath (Minor) Demolition of existing bungalow and erection of replacement dwelling. – Application has been withdrawn from applicant.

124/07 CLERK’S UPDATE. Southern Electric – Has requested meter readings on the Scout Hut and the Christmas tree supply. Voluntary work carried out by Mr Keith Brooks – Mr Harris informed the Clerk that Mr Brooks has carried out a lot of voluntary work both in the Conservation Area and the Bowley Field, and suggested that the Parish Council write to Mr Brooks to thank him for his assistance and invite him to submit his expenses for materials purchased. It was agreed that the Clerk write to Mr Brooks. Free Trees Scheme – A letter from SODC has been received offering further free trees. Mr Harris informed the Clerk that in his position as the last Chairman he agreed with SODC to accept another 300 trees in December 2007 to fill in the existing gaps in the trees lined around Council owned land on the Village Hall site and the west end of the Bowley Field. Mr Harris is willing to continue to liaise with SODC and the Parish Council to advance this scheme for 2007. Councillors agreed that the Clerk ask Mr Harris to continue with this scheme. Oxford City Council – The Clerk has received the Consultation on Draft Supplementary Planning Document on Balance of Dwellings. Oxford City Council is inviting Parish Council’s to comment between 31st July and 11 September 2007. It was agreed that Mr Henderson would read through the document and report back at the next meeting. Annual Leave – The Clerk informed Councillors that she will be away on holiday from 13–24 August 2007. The Clerk will ask Mr Horsley to arrange an agenda for a planning meeting if required.

125/07 REPORTS/UPDATES Website Report from Mrs Palmer – Another short report this month. Viewing figures have risen steadily over the months since the Horspath web site went on line. We have now had over 2160 visitors since February 2007. The number of visitors for July was 1700, triple the number for June. I have taken new photos of buildings around Horspath and the ones of the church are now seen when the Horspath web site is visited. I have re-worked the picture page with quite a few more photos contributed by Keith Brooks and others. There are now several photos on separate pages for St. Giles Church, other interesting buildings in Horspath, views from around the Village Hall and Recreation areas, views around Horspath Village, Wildlife Conservation Area and wildlife near the village, and some showing the traffic problems we have in Horspath. The coordinator of Horspath Neighbourhood Watch Scheme is planning to have a web page dedicated to NHW news. Parish Plan - The HVSA section of the Parish Plan Questionnaire may soon be subject to some final editing by the Questionnaire specialist at SODC. SODC's adviser initially thought that the sports development questions might perhaps be too specific, and the preamble rather too 'leading', but ORCC's Parish Plans adviser said that we should ask whatever specific questions the various sections of the village community needed the answers to. Other sections of the Questionnaire are still under construction, based upon responses returned as part of the shorter survey. Wildlife Conservation Area - The gravel laying is now complete around the top section of the 'circular path', so that this path can be used in wet weather, and the gravel has been topped up on the flights of steps where the level of the aggregate had fallen below the tops of the wooden risers, which may have had the potential to develop into a trip hazard. Hundreds of small frogs are now successfully leaving the pond.

126/07 REPORT FROM INTERNAL AUDIT 2006/07 CARRIED OUT BY MR ROLLERSON Item 4 Budget/Precept – The Parish Council budgeted £15,000.00 to cover legal fees relating to the bridge and the EIP. This sum was not used as a considerable amount of work carried out on both cases was done voluntarily by Mr Harris. If it is agreed that we are not likely to incur any further legal expenses in connection with this matter, the money will either be re-allocated or deleted from future budgets. Item 4 Budget/Precept - £1,000.00 was budgeted for the bridge. This will also be deducted from future budgets if it is not re-allocated. Item 4 Balances – This was an oversight on the Clerks behalf, due to the first installment of the precept for 2006/07 being paid on 31st March 2006. Item 9 Bank Interest – Councillors agreed that the Clerk will review the Parish Council’s bank accounts with a view to obtaining better interest rates. All other comments made by Mr Rollerson were noted. The Annual return for 2006/07 can now be signed and sent to BDO Stoy for the External Audit.

127/07 MR MAYLING – Due to the concern about the condition & reliability of the Parish Council’s tractor’s two rear tyres, the HVSA & HVHMC request approval to purchase replacements when it is considered necessary. The estimated cost is between £210.00 - £260.00 per tyre. Councillors agreed the purchase of the tyres when necessary. Mr Mayling to inform Mr Goss.

128/07 MR MAYLING – To consider a request from the HVSA & the HVHMC to create an access in the old Scout Hut to facilitate the storage of the Parish Council’s tractor, gang mowers and “topper” as an intermediate measure, pending development of the building. Mr Mayling explained that by doing this it would make the accessibility to the tractor much easier. The estimated cost is around £200.00. Mr Hamlet has kindly offered to help. Councillors agreed for Mr Mayling to go ahead.

129/07 ACCESS TO BURIAL GROUND Mr Gray asked at the last meeting if the Parish Council would nominate a Councillor to take responsibility for the keys to ensure that the gate is unlocked when burials are taking place, as he is not always available to do this. Mrs Woodcock agreed to hold a set of keys, and will work with Mr Gray & Rev Cowles to ensure the gate is open when needed. It was also reported that the barrier lock can sometimes be hard to open. Mrs Woodcock asked if one of the bottom barriers could be used to replace this one. Mr Mayling commented that now the gate is in place, there is no need for the barrier to be in operation. Mr Mayling to look into the possibilities & report back at next Council meeting. Mrs Gray expressed concern on some of the trees in the Burial Ground. Mr Martin agreed to inspect the trees and report back at the next meeting.

130/07 CHEQUERS INN CAR PARK Councillors agreed to defer this item until the next meeting, as no report was available from the meeting held with the District Valuer and Mr Horsley last week. The Clerk has received a letter from the District Valuer notifying the Parish Council of charges for carry out the valuation. Charges will be £95.00 per hour – a minimum of £200.00, at no cost to the Parish Council.

131/07 QUOTATIONS FOR TREE WORKS The Clerk contacted a further two Tree Surgeons to request a quotation for tree works required in the village. To date no quotations have been submitted. It was agreed that the Clerk contact one other tree surgeon for a quotation and a decision will be made at the next meeting.

132/07 REPORT ON MEETING WITH MARK BATIN – ARMY CADET FORCE - Copy of letter received from Mr Martin Harris. Mrs Woodcock explained that Councillors agreed to meet with Mr Mark Batin to discuss his proposals, and that there were no promises made to Mr Batin at that meeting. Mr Mayling commented that the area in question is in the Green Belt and is a very sensitive area, and suggested that the Parish Council write to Mr Batin to withdraw from any further discussions. It was agreed that the Clerk write to Mr Batin stating that having considered the proposal, the Parish Council could not support a planning application for any building in this area, and that there is a covenant on the land as well as contravening planning policy.

133/07 CORRESPONDENCE a. Oxfordshire Assoc for the Blind – Donation Request. – Councillors agreed a donation of £100.00. b. ORCC – Migrant Workers in Rural Communities in Oxfordshire – The Role of Parish Councils. c. Grundon – Newsletter.* d. OPFA – Newsletter. – (Passed to Mr Mayling) e. SODC – Your Place, Your Future Workshop. f. SODC – Agenda for the Standards Committee Meeting 17.7.07.* g. SODC – 2008 National Bus Pass Scheme. h. ERHA – The Bulletin Summer 2007.* i. Thame & District Citizens Advice Bureau AGM 24.7.07.* j. OCC – Provision of Caravan Sites for Gypsies & Travellers in Oxfordshire. – Clerk will complete the questionnaire as agreed at the meeting. k. OCC – Review of Primary School Provision in Oxfordshire. l. The Lord Lieutenant and Mrs Hugo Brunner – Invitation to celebrate the Millennium of Oxfordshire on 16.9.07.* m. SODC – Review of Polling Districts and Polling Places. n. OCC – Newsletter July 2007.* o. Thames Valley Police – Open Day 11.8.07.*# p. Clerks & Councils Direct – Newsletter July 2007.* q. SODC – Free Trees – Circulated by email. r. ORCC – August News Bulletin. – Circulated by email. * original held by the clerk, copy available on request. # displayed on village hall and village noticeboards.

134/07 PAYMENTS Chq To Whom Paid Details Vat Total £ 1745 Southern Electric Power Supply to Scout Hut 2.79 18.76 1746 Allianz Insurance Insurance for 2 mowers 183.52 1747 OPFA Annual Subscription 30.00 1748 Mrs Tasker Bus Shelter Maintenance June/July 07 113.30 1749 BR Consulting Ltd Internal Audit Fees 2006/07 167.50 1750 Mr Robert Gray Grass cutting Burial Ground 52.50 Grass Cutting Village Green 260.00 Diesel 35.00 TOTAL 2.79 860.58 **As two of the signatories were not present at the meeting, cheques were signed by Mrs Heather Palmer and Mrs Shirley Woodcock. Clerk to advise Barclays Bank.

135/07 RECEIPTS Date From Who Received Details Total £ 4.7.07 Barclays Bank Interest Bus Premium Acct 5/3/07 - 156.13 3/7/07 30.7.07 Southern Electric Credit for Overpayment on Xmas Tree 231.56 Power Supply 30.7.07 Reverend Cowles 2 x Burials 450.00 TOTAL 837.69

136/07 AOB a. Mrs Palmer reported that Mr Keith Brooks had provided her with a list of parts required for the Parish Council’s tractor, and has requested permission from the Parish Council to cover the cost of these parts. It was agreed that Mrs Palmer request a cost from Mr Brooks on the total cost of the parts before the Council can give authorization. b. Mr Mayling reported that there have been various meetings taking place with the VHMC and the HVSA. At the recent VHMC meeting discussion took place on the refurbishment of the kitchen. Mr Mayling has asked Mr Trinder to liaise with the Health & Safety Executive to seek on advice on legal requirements. Mr Mayling is very concerned on the use of the mobile urns in the kitchen, so it has been suggested that a multi point heater be installed. Mrs Carr commented that in Wheatley they have a fixed urn in place which is very safe, and highly recommended. Mr Mayling attended another meeting with Mr Goss and Mr Bond to discuss the Village Hall’s central heating system. It has been proposed that the village hall has two boilers, one for the main hall, Morgan room and kitchen, and the other for the club room and changing rooms, which would be the most economical option. Mr Goss has emailed Mr Mayling a plan, which will in the near future be put as a proposal to the Parish Council. The radiators in the village hall will also need replacing. c. Mrs Carr reported that she has been asked by SODC to comment on the Concessionary Bus Fares. Mrs Carr reported that she is keen to keep the bus tokens, as some people are unable to use the buses but can also use the tokens for taxi’s or trains. Mrs Carr reported that there is a new system being introduced for Social Housing. As soon as more info is available Mrs Carr will report back to the Parish Council. Mrs Carr commented on the Horspath Housing Needs Survey that states there is a requirement for 28 Affordable Houses. Mrs Carr commented that unless cheap land can be acquired there is little chance of affordable housing. d. Mrs Woodcock asked for a key to the village notice board, as it is only the Clerk and Mr Horsley who have one. Public: e. Mrs Tasker commented on the amount of grass cuttings left around the village after the grass has been cut. Mrs Tasker asked who has keys for the village hall while Mr Trinder is away. Mr Mayling stated that Mr Goss will be dealing with bookings and also has a full set of keys. Mrs Woodcock also has a set of keys. Mrs Tasker commented that the lock for the gate was left loose on top of the gate post on Monday. Mrs Tasker commented that she had received very good comments from people attending the dog show over the weekend.

137/07 DATE OF NEXT MEETINGS. Parish Council Planning Meeting – Tuesday 21 August 2007 (To be confirmed) Horspath Parish Council Meeting – Tuesday 4 September 2007.