Benson Parish Council Parish Hall, Sunnyside, Benson, Wallingford. OX10 6LZ Tel: 01491 825038 e-mail: [email protected]
Minutes of the Full Council meeting of the Benson Parish Council held on Thursday 24th October 2019 at 7:30pm in the Parish Hall Committee Room
Present: Cllr B Pattison (Chairman) Cllr F Lovesey Cllr S McCann Cllr T McTeague Cllr J Sharman Cllr I Skeels Cllr T Stevenson Cllr M Winton
Proper Officer: Miss E Stanley (Parish Clerk)
In attendance: OCC Cllr M Gray SODC Cllr S Cooper Reporter from the Henley Standard
1. Apologies and approval of absences Apologies were received, and absences approved for Cllrs P Baylis, R Jordan, P Murray and D Olley.
2. Declarations of interest Cllr F Lovesey declared an interest in item 13.c.iii and signed the register of interests.
3. To receive reports from the following: a. OCC Cllr M Gray OCC is working on a transport strategy for Oxford City and is proposing to fund bus services by charging people who park in workspaces within the city, £600p.a. per space. Individuals are encouraged to respond to this consultation. Reminder to look at the OCC website for information on how to apply for funding from the £1m Youth Opportunities Fund. The resurfacing of Castle Square is rather wonderful – Oxford Road still needs resurfacing. There are still complaints of vehicles not stopping at the Watlington Road zebra crossing, parents have been urged to put their children in Hi-Vis jackets. Cllr McCann would like the Parish Council to create a register of identified “risks to life” around the village to use as leverage to get action when reporting to the responsible authority. CIL/s.106 money relating to the Watlington Road is available to alter the zebra crossing. Requests have been made for a speed activated sign along the Littleworth Road. Cllr M Gray wishes to fund a sign that shows the correct speed limit for the Oxford Road (as the school is on that road) from the Councillor Priority Fund. Action: Clerk to contact Crowmarsh Gifford Parish Council for information. Action: Clerk to apply to Councillor Priority Fund for £2k toward a speed activated sign. Utility companies now must request a permit to work on the road. Permits will only be granted for the length of time a job will take to complete and there will be a charge for permits to cover the cost of issuing them. If there are any problems within 2 years of work being undertaken, OCC can go back to the contractor who did the work. b. SODC Cllr S Cooper See attached report. It was also noted that safely linking the villages by cycle routes needs to be made more prominent and that the A4074 crossing at Benson Lane is still not safe with the island. The SODC response to the OCC transport survey stated that not enough was included for a safe cycling route. 42
Benson Parish Council Parish Hall, Sunnyside, Benson, Wallingford. OX10 6LZ Tel: 01491 825038 e-mail: [email protected]
c. SODC Cllr A Powell Not present, joint report submitted.
4. Public session No members of the public addressed the Chairman.
5. Minutes of the last meeting It was resolved to approve the minutes of the Full Council meeting held on Thursday 26th September 2019 as a true record of the meeting and Cllr B Pattison signed the minutes.
6. Benson Parish Council planning committee a. To receive a report from the Chairman of the Planning Committee Chairman not present. b. It was resolved to amend item 1 of the Planning Committee TORS to list recommended responses as per the SODC consultation papers: “…The Committee may recommend: FULLY SUPPORTS this application for the following reasons has NO OBJECTIONS to this application has NO OBJECTIONS to this application but wish the following comments to be taken into account OBJECTS to this application for the following reasons…”
7. Benson Parish Council Finance Committee a. To receive a report from the Chairman of the Finance Committee Chairman not present. b. Recommendations to Full Council: i. It was resolved to accept the recommendation to Full Council to adopt the comprehensive risk assessment prepared on the LCRS system and note the action points that have arisen. c. It was resolved to approve the External Auditors report. d. Committees were reminded to submit 2020/21 budget requirements to the Finance Committee ahead of the meeting on Tuesday 19th November 2019
8. Benson Parish Council Halls Committee a. To receive a report from the Chairman of the Halls Committee The Parish Hall Extension Working Group met with Architect Richard Cutler and is pursuing the plans to build an office, refurbish the kitchen and washrooms and install a lift. Father Patrick will attend the Youth Hall with surveyors on 5th November. The Halls committee feels that the expertise of professionals is required to survey the buildings and draw up maintenance plans. b. Recommendations to Full Council i. It was resolved to accept the recommendation to Full Council that Benson Parish Council seeks quotations to instruct a facilities surveyor to carry out surveys of hard and soft facilities of all buildings and draw up maintenance plans and schedules of works
9. Benson Parish Council Recreations and Lands Committee a. To receive a report from the Chairman of the Recreations and Lands Committee Chairman not present.
10. Benson Parish Council Information and Technology Committee a. To receive a report from the Chairman of the Technology Committee The Council is about to move over to O365. 43
Benson Parish Council Parish Hall, Sunnyside, Benson, Wallingford. OX10 6LZ Tel: 01491 825038 e-mail: [email protected]
b. To discuss O365 and migration of emails Next Agenda Cllrs S McCann and I Skeels will provide training in O365. Cllr McCann explained that the office will be able to send links to documents rather than attachments in emails and that Microsoft Teams can be used as electronic post it notes. The Technology Committee will set templates for other Committees to follow. It was noted that the internet is slow on the Shillingford Road and in Preston Crowmarsh. Councillor accounts have been created on the O365 platform and all Councillors were asked to download Microsoft Teams.
11. To receive reports from Benson Parish Council Working Groups and Outside Bodies a. Neighbourhood Plan Delivery Group The group met earlier this week with the main focus being on the new sites BEN 2, 3 and 4 and making sure that the developers are delivering what is expected. The new Community Building is under construction and the group is in discussion with CALA Homes with regard to fittings and floorings etc. The s.106 agreement was made between SODC and CALA Homes. There will not be rainwater harvesting or grey water storage – grey water has to be filtered and strained, the filters need to be maintained and this would be an ongoing cost for the Parish Council. Action: Cllr B Pattison to ask CALA Homes when the Parish Council is expected to pay the £50k. Action: Clerk to check which power allows the Council to pay £50k to the developer for the building. Action: Cllr B Pattison to circulate the minutes of the last meeting. b. Youth Facilities Working Group An informal meeting is to be held this Sunday to discuss how to take the Sunnyside Play Area upgrade project forward. The consultation paperwork from 2015 is to be used. Remaining members of the YFWG are Cllrs R Jordan, T McTeague, T Stevenson and M Winton. The Recreation and Lands Committee recommended that the project be started from the beginning to ensure that all documentation required for compliance with relevant laws and supporting evidence for grant applications is available. Action: Cllr B Pattison to retrieve 2015 consultation papers from the Neighbourhood Plan Delivery Group. Cllr Sharman expressed his interest in joining the working group. c. Bertie West Field Working Group The blackthorn is being cut and is due to be burnt in the field on 5th November, weather permitting. Quotes are being sought to improve the pedestrian access into the field to make the field more accessible for all. d. Parish Hall Extension Working Group Cllr Sharman requested that the working group presents to full council so that all Councillors are fully informed of progress. Richard Cutler, Architect has been asked to produce revised plans for reduced extension works to include a new parish office with storage above accessible from the Committee Room, refurbishment of the toilets, kitchen and installation of a lift. The plans are being reduced taking into account that there will soon be the new Community Building. The original plans for the Parish Hall extension also included renovations to the pavilion which would be phase 2 of the project. Storage and workshop facilities would be included in phase 2. e. PAGE The areas that have been put forward for gravel extraction up until 2034 are near Cassington and between Nuneham Courtenay and Oxford. SG7, the water meadow at Benson and SG13, the large field between Benson and Shillingford have been ruled out permanently for archaeological reasons and other matters. Benson (along with Warborough and Dorchester) no longer needs to contribute to PAGE funds as there is no threat. PAGE will issue a pro rata refund of money donated this year. Action: Clerk to post PAGE report on BPC Facebook page and include in Benson Bulletin
44
Benson Parish Council Parish Hall, Sunnyside, Benson, Wallingford. OX10 6LZ Tel: 01491 825038 e-mail: [email protected]
Parish Notes.
12. Correspondence a. To review correspondence and post received
Post/Emails Received Action 1. Cllr Yvonne Constance OCC – request for views of residents outside Oxford city with an interest in improved transport connections into and around Oxford. Office to respond https://www.oxfordshire.gov.uk/residents/roads-and- transport/connecting-oxfordshire/connecting-oxford 2. Sally-Anne Worsley, SODC - Conversion of barn to 1 residential dwelling to be named and numbered: Threshers Barn, 11 Fifield Barns, Benson, WALLINGFORD OX10 6EZ Also, for a temporary period, the Noted siting of a caravan to be known as: Caravan at 11 Fifield Barns, Benson, WALLINGFORD O10 6EZ 3. OALC – September newsletter Noted 4. Marie Finch – Request for funding for new Christmas lighting and decorations for the village centre for the “Benson Christmas Lands agenda Countdown” event on 5th December 2019 Clerk to ask Crowmarsh where it 5. Resident – request for speed activated sign on Littleworth Road bought signs. Get quotes 6. Felix Bloomfield – letters to Sue Cooper from individuals incl. Robert Jenrick MP Sec of State for Housing, Communities and Local Governmenr, Ian Hudspeth Leader OCC, Emily Smith (Lib Dem) Noted Leader of Vale of White Horse…objecting to the cabinet recommendation to scrap the SODC Local Plan. Clerk to acknowledge 7. OALC – Jan Gosset is retiring as of 10th October 2019 following and thank Jan. BPC 22 years at OALC very grateful for her Updated policy e-briefing on the Independent Review into Local contribution to our Government Audit and the now released call for evidence Parish. 8. Fulya Markham OCC – OCC Youth Opportunity Fund, aimed to Noted increase opportunities for young people is now launched 9. OCC Communications – Brexit preparedness Noted 10. Oxfordshire Neighbourhood Plans Alliance - The five Local Planning Authorities, together with the County Council in its strategic role, are also being approached by ONPA to ensure that the big decisions still to be taken about development in the County take proper Subscribed account of the years of work by local communities underpinning our Neighbourhood Development Plans. ONPA asks for a subscription of £50p.a. 11. Community Enablement Team, SODC, Hendriette Knouwds Apply for grant for PH and Kathy Deacon – connecting voluntary and community sector ext works. Forward organisations to new partners across the districts, offering funding toilet and kitchen advice on SODC’s community grants schemes and signposting to other quotes to RFO 45
Benson Parish Council Parish Hall, Sunnyside, Benson, Wallingford. OX10 6LZ Tel: 01491 825038 e-mail: [email protected]
funding sources, working with community partners to achieve positive and tangible outcomes for our communities. Up to £75,000 now available to support community capital projects 12. Waste Recycling, SODC - would your parish be interested in Ask SODC if it would providing an area for residents to leave their Christmas trees to be be a skip and for a picked up by SODC for composting? If interested please inform by specific limited time Wednesday 6 November with a location 13. Resident – Questions re speeding and HGVs through Benson: - Why hasn’t Benson (like all surrounding villages- Crowmarsh, Warborough, Watlington etc) installed LED speed monitor/ hazard signs- surely safety of residents is the primary focus not See Cllr M Gray report a new hedge at Sunnyside? re speed activated
signs. Why is the road and messaging signage so insufficient and not - BPC to draw up risk been raised as a major issue to OCC? For example on register of risks BPC Littleworth Road the signage actually looks as though its 30 not is aware of, but are 20 and the traffic calming simply doesn’t work taking aside the other authority dangerous one-way section at the end with no crossing facilities responsibility. for the many school children who cross there. Cllr Winton to arrange
speedwatch session. Why has the Parish Council not insisted (or lobbied) for more - There is continued mobile Police camera presence to deter speeding? contact between
Parish Office and - Why have no formal complaints been made to the Office of OCC. Traffic Commissioner or OCC regarding the volume of Hazell and Jefferies HGV’s that track through Benson on a daily basis- the infrastructure is not designed for these vehicles and the noise they make (empty skips) is an absolute nuisance? b. To review Parish Office notes
1. The Millstream public toilet store cupboard has been shelved. Quotes are Noted being sought for a security door. 2. OCC Highways have cut back the overhanging trees/shrubs along St. Helen’s Noted Avenue. The road still needs to be cleared of grass back to the kerbstones. 3. OCC Arboriculture Officer, Luke Rowland has now inspected the OCC trees along St. Helen’s Avenue and the Salt Store and highlighted those requiring Noted maintenance work/felling. 4. A replacement Transport Representative is still required. David Cook will be attending the Parish Transport Representatives meeting at Ask on FB County Hall on Tuesday 29th October 1pm and would be happy to take a page replacement representative with him. 5. Permission has been given to the Groundsman to assist with road closures during the Remembrance Parade this year on Sunday 10th November 2019 Noted between 9am and 12pm and include this time on his timesheet. 6. A note has been included in the November Benson Bulletin asking for views on Adopt if it is adopting the Church Road phone box (modern kiosk) that has been put just £1 – check forward for removal under BT’s 90-day consultation period. This consultation there aren’t process gives the local community the opportunity to adopt a phone box and legal fees make it an asset for the local people to enjoy. It would cost BPC £1 to adopt, Phone no. BT will remove payphone and wiring. BPC would be responsible for 01491 835320 46
Benson Parish Council Parish Hall, Sunnyside, Benson, Wallingford. OX10 6LZ Tel: 01491 825038 e-mail: [email protected]
maintenance costs and planning consents.
7. Three large planters (costing £864.84) have been positioned on the A4074 verge to prevent vehicles driving directly onto Church Road. This was authorised by the Chairman and the Clerk and relevant permission given by Noted OCC Highways. Arrangements need to be made for the planting and upkeep of the tubs. 8. OCC has informed that in 2016 BPC confirmed that it would be happy to take a 25-year lease with rolling breaks on the Salt Store but indicated that it would not be looking to pay more than a peppercorn rent. OCC was happy with the principle of letting this land to BPC but wanted a Noted reasonable level of rent. BPC at the time was willing to pay OCC’s legal and agent’s fees. OCC has been asked if it would consider selling the land to BPC or giving a longer lease. Better for the lorries to arrive 9. A verbal request has been received for the Parish Council to contact Co-op at that time head office to request restrictions on their delivery times after a delivery lorry than cause arrived at 9.45pm recently. disruption during the day 10. The two new small planters purchased to be positioned on the pavement outside of the school gates have arrived and OCC has granted street furniture Noted permission.
13. Finance a. It was resolved to approve and sign off the reconciled bank statements for the current account as at 30th September 2019. b. To sign payments as detailed
Cheques Date of Organisation/ individual Description Cheque Amount Invoice Number 04/10/2019 Colliers of Crowmarsh Ltd Gravel Boards for boardwalk 40.50
Bank Transfer Payments Date of Organisation/ Individual Description Method of Amount Invoice payment 24/1/2019 OCC Pensions October tfr 1475.83 24/10/2019 Unity Net Salaries tfr 4747.59 24/10/2019 A Bates Mileage tfr 37.80 24/10/2019 HMRC PAYE NI October tfr 639.69 Clear View Window tfr 03/10/2019 cleaning Window cleaning September 140.00 18/10/2019 Maintenance Equipment for tfr Briants Groundsman 1942.78 21/10/2019 ONPA subscription tfr 50.00 22/10/2019 Power pack for maintenance tfr Briants equipment 59.50 18/10/2019 Southern Electric Power tfr Distribution plc YH Elec inv 10 2/7-1/10/19 190.21 47
Benson Parish Council Parish Hall, Sunnyside, Benson, Wallingford. OX10 6LZ Tel: 01491 825038 e-mail: [email protected]
01/07/2019 RAW Workshop 50% of planters tfr 727.43 01/10/2019 Cathedral Leasing Limited Hygiene Services tfr 433.66 30/09/2019 Grundon PH Waste Wheeler tfr 127.38 Southern Electric Power tfr 03/10/2019 Distribution plc PH Gas 1/9-1/10/19 96.02 19/09/2019 Executive Alarms Ltd Call point glass tfr 30.00 08/10/2019 Azalea Landscapes Topping up bark on steps tfr 230.00 30/09/2019 Clarity Copiers Ltd Photocopier tfr 29.04 Summer plants – war tfr 03/09/2019 Purely Plants memorial 216.00 11/10/2019 Donovan Bros Cleaning supplies for YH tfr 286.30 Southern Electric Power tfr 09/10/2019 Distribution plc Elec public toilet 2/7-1/10/19 44.28 Southern Electric Power tfr 10/10/2019 Distribution plc Elec PH 2/7-1/10/19 1069.64 Fire Consultancy Services tfr 15/08/2019 Ltd Fire risk assessments PH & YH 660.00 stapler, expanding file, paper, tfr 10/10/2019 Viking hole punch, notebooks 127.45 11/10/2019 Donovan Bros Bucket for public toilet tfr 15.49 Southern Electric Power 16/10/2019 Distribution plc YH Gas 17/7-15/10/19 tfr -31.54
To Approve Direct Debits/ Standing Orders Date of Organisation/ Individual Description Date of DD Amount Invoice Clarity Copiers New SO for monthly 31/10/2019 31/10/2019 photocopier hire 29.04 03/10/2019 British Gas College Farm Elec 6/9-1/10/19 22/10/2019 11.95 24/10/2019 Everflow PH 16/11-15/12/2019 16/10/2019 120.67 24/10/2019 Everflow YH 16/11-15/12/2019 16/10/2019 41.98 24/10/2019 Everflow Rivermead 16/11-15/12/2019 16/10/2019 50.18 24/10/2019 Everflow Allotments 16/11-15/12/219 16/10/2019 -139.95 01/10/2019 SODC PV Business Rates Oct DD/STO 130.00 01/10/2019 SODC YH business rates Oct DD/STO 169.00 01/10/2019 SODC PH business rates Oct DD/STO 798.00 5/10/2019 Grenke Grenke photocopier contract DD/STO 121.93 01/10/2019 Virgin Broadband DD 42.48 16/10/2019 Oxford IT IT Support STO 59.99 New SO for 365 accounts, Bit STO 16/11/2019 Oxford IT Defender 118.09
To Approve Barclaycard Payments Date of Organisation/ Individual Description Date of DD Amount Invoice 48
Benson Parish Council Parish Hall, Sunnyside, Benson, Wallingford. OX10 6LZ Tel: 01491 825038 e-mail: [email protected]
05/09/2019 Amazon first aid kit for groundsman 24.44 wireless keyboard and mouse 18/09/2019 Amazon for HM 30.48 24/10/2019 Currys HM laptop 459.00 04/09/2019 Bike Storage Company Bobs corner bike rack 83.98 10/09/2019 Post Office Stamps 61.00 16/09/2019 Land Registry Search on Salt Store boundary 6.00 21/09/2019 E Recep E reception services 9.00
The payments were signed by two signatories, a third refused to sign having not authorised the payments online. All supporting paperwork was available for review. Next Finance Agenda: To consider amending Standing Orders to require only 2 signatories (rather than 3) to authorise payments in line with online banking requirements.
c. To consider the following grant applications: i. It was resolved to award a grant of £100 to Clean Slate – long term emotional support for survivors of abuse. For the continuation of Talking Therapies £100 ii. Millstream Day Centre – day care services for the elderly and disabled £1,300 to fund ongoing running costs, £500 towards the initial phase of the Centre’s “Way Forward” development plan £1,800 Cllr I Skeels reported that the Centre is the most worthwhile cause in the village and that the accountant has informed the Council that the Centre will ringfence a donation from the Parish Council for specific funding and not just add it to general pots. The Parish Council is reticent to fund the Centre whilst the current dispute is still ongoing. Deferred to next meeting. Action: Clerk to recirculate application information. Action: Next year, allocate regular grants and split grant funds into quarters. iii. It was resolved to award a grant of £150 to Benson and District Royal British Legion – raising money for veteran servicemen across all military services Donation includes Civic Wreathe £150 iv. It was resolved to award a grant of £150 to Oxford Samaritans – confidential and emotional support for those experiencing feelings of distress or despair or who are suicidal Support, training and facilities for volunteers to provide a listening ear £150
nb. Life Education will be applying for a grant in January.
14. Questions to the Chairman No questions to the Chairman were received.
15. Items for Councillors to note Cllr T Stevenson – Tree planting at Warwick Spinney Sunday 10th November 2019. Cllr F Lovesey – Deputy Lieutenant Ian Laing will be attending this year’s Remembrance Parade, meeting first in the Millstream Day Centre. Cllr P Baylis will be laying the wreathe on behalf of the Council and Cllr McTeague expressed her interest in doing so should Cllr P Baylis not be available. All Councillors to inform the office if they will be attending the Christmas dinner or not. Venue to be booked. Cllr T McTeague raised her concerns about the number of buildings going up and then getting retrospective planning permission at The Paddock in Preston Crowmarsh. The neighbouring residents have concerns about the services to their properties and they are advised to contact SODC. The Waterfront Café with its outside, covered seating area didn’t have to allow for further 49
Benson Parish Council Parish Hall, Sunnyside, Benson, Wallingford. OX10 6LZ Tel: 01491 825038 e-mail: [email protected]
parking space for the extension and no objections were raised. Action: Cllr T McTeague to speak to District Councillors about the parking.
16. To confirm the date of the next Council meeting 28th November 2019 7.30pm
17. Dates of next meetings
a. Planning Committee Thursday 28th November 2019 7.00pm b. Finance Committee Tuesday 19th November 2019 c. Halls Committee Wednesday 6th November 2019 d. Recreation and Lands Committee Thursday 14th November 2019 e. Technology Committee tbc
The meeting closed at 9.45pm
Elizabeth Stanley Parish Clerk 1st November 2019
50
Benson Parish Council Parish Hall, Sunnyside, Benson, Wallingford. OX10 6LZ Tel: 01491 825038 e-mail: [email protected]
Title District Councillors’ Report
Authors Cllr Sue Cooper and Cllr Andrea Powell
Meeting Benson Parish Council
Date 24th October 2019
Local Plan As you may be aware, the Council has been effectively gagged by the Secretary of State for Housing, Communities and Local Government, Rt Hon Robert Jenrick MP, who wrote to the Leader (Sue) at the last minute to prevent any further discussions or decisions on the controversial Local Plan. This meant that we were unable to hear the views of the 35 members of the public who had registered to speak at the Full Council meeting on 10th October, and we were unable to hold any debate or to take any decisions on whether to withdraw the plan. Needless to say we are not happy with this unacceptable intervention of national government into local democracy. We believe we have acted reasonably and responsibly throughout the process of reviewing our options since the local elections back in May, and we are dismayed that the Government now seems to want to prevent us from making decisions about important planning issues in South Oxfordshire. It seems ironic that the Minister himself has publicly stated how important it is to respect the democratic wishes of the British people over the Brexit referendum, and the MHCLG’s own website states “The Ministry’s job is … to give more power to local people to shape what happens in their area.” We still don’t know what is happening to our Local Plan and Whitehall seems pre-occupied with other issues at the moment! Protecting the rights of EU Citizens A motion we were able to pass (unanimously) at the Full Council meeting was to offer as much support as possible to EU citizens living and working in our area. We are lucky to have two EU citizens as District Councillors, both of whom have successfully applied for Settled Status, but there are many thousands residing locally who may be unaware of the risks of not applying, or who may find the process daunting and distressing. Council voted to write to EU citizens directly where possible, and to publish more information on its website to help them during these uncertain times. If you know of any EU nationals living locally who haven’t yet applied for Settled Status do suggest they do so if they wish. Help is available if needed. New Offices in Crowmarsh In a confidential session at the Council meeting a budget was agreed so that work can proceed on the rebuild of the SODC offices in Benson Lane. Members are keen to invest in a sustainable, energy-efficient building that will be fit for the future, will set the standard for anyone else wishing to develop commercial buildings in our district and will be an office of which we, the local community and the SODC/Vale officers can be proud. Such a building should have much lower
Benson Parish Council Parish Hall, Sunnyside, Benson, Wallingford. OX10 6LZ Tel: 01491 825038 e-mail: [email protected]
running costs than the one it replaced. But we do have to show value for money at all stages. A members group and the cabinet member responsible (Andrea) will oversee the project. Councillor Grants We have both agreed a number of grants from our councillors’ allocation of £5000 each, including some for the Millstream Centre. But we have a modest amount left if you know of any small projects needing some help.