HORSPATH PARISH COUNCIL Minutes of the Annual Parish Council Meeting held on 7th November 2006 At 8pm in HORSPATH VILLAGE HALL.

Present: Mr M Harris (Chairman), Ms L Bushnell, Apologies: Ms S Gray, Mrs A Purse (County Mr P Dobson, Mr D Horsley, Mr B Councillor). Mayling, Mr C Goss, Mr B Hamlet, Mr A Martin, Mr C Whitlock, Mrs H Kogel, Mr Public: 4 R Bell (District Councillor).

180/06 APOLOGIES FOR ABSENCE – Apologies were made on behalf of Ms Gray and Mrs Purse.

181/06 MINUTES FOR APPROVAL Minutes of the Parish Council Meeting held on 3rd October 2006 were accepted unanimously.

182/06 MATTERS ARISING. Item 149/06 – A letter has been sent to Mr P O’Callaghan, Directory of Service Delivery at Stagecoach plc regarding risk assessments and repairs as agreed at the last meeting. Item 166/06 – Mr Steve Howell of OCC has stated that the new street lighting in Oxford Road is an Oxford City Council funded lighting scheme installed for the purpose of lighting the footway/cycleway for the nightime safety of pedestrians/cyclists travelling to the Oxford City Athletics ground from Cowley. He also states that there is no intention for the lighting to be extended beyond the Athletics ground entrance. Item 166/06 – Ms Gray attended the DEFRA sustainable energy demonstration. Item 166/06 – An additional/larger waste bin has been requested for outside of the village shop. Mr Harris has requested that the Parish Council will be consulted on its location. Item 175/06 (l) – Details from the South Oxfordshire Site Allocations Development Plan Document have been displayed on the village noticeboard. Item 175/06 (n) – Mr Harris attended the Prize Giving Awards at Wheatley Park School. Item 178/06 (d) – The large pothole at Cuddesdon Road has been reported to OCC Highways. Item 178/06 (e) – Mr Harris has spoken to the administrator for Ringmaster, who has stated that there should be a better response in communicating information about crimes in the future. Item 175/06 (s) – Mr Harris has replied to SEERA stating that the Parish Council do not want Gypsy and Travellers Caravan sites in the area.

183/06 PLANNING APPLICATIONS.

06/02100/FUL Rear of 1 & 3 Oliver Road, Oxford. Erection of one pair of semi-detached houses (2 bed) fronting White Road. Two parking spaces and bin store on frontage. – No comments reported. P06/W1113 42 Gidley Way, Horspath (Other) Erection of a conservatory and two storey extension to the rear. (Amendment to planning permission P05/W1137 to raise the flat roof extension and reduce the length. Render wall area). – Councillors voted unanimously to recommend approval subject to meeting the neighbour’s legitimate concerns about loss of light. P06/WO968 Sports Ground Car Park, Athletics Club, Horspath Road, Oxford. (Amendment for information only). – Councillors voted unanimously for Mr Harris to send a letter stating that the car park should be used for sporting purposes only and not as a public car park for general use. It is unacceptable to allow this lighting in a Green Belt area. The original views of the Parish Council have not changed. Car park flood lighting. P06/W1052 22 Blenheim Road, Horspath - No Strong Views.

PLANNING PERMISSIONS/REFUSALS/APPEALS.

P06/WO968 Sports Ground Car Park, Athletics Club, Horspath Road, Oxford Car park flood lighting. – (For Information Only – Letter from Oxford City Council) The proposed operating time for the Car Park lighting is from approximately 16.00 to 20.00 hrs, October to April each year. This will be controlled by a fully adjustable time clock. The CCTV camera will monitor 24/7 365 days a year, and as this will only have infra-red lighting, it will therefore have no impact in terms of light pollution. 06/01165/T56 Proposed Telecommunications Base Station at the Junction of Transport Way and Watlington Road, Cowley. – O2 has appealed to the 1st Secretary of State against the Council’s refusal of planning permission. Any comments will be sent on to the Planning Inspectorate.

184/06 RESIGNATION FROM THE PARISH COUNCIL OF MRS PENNY McMASTER – OPTIONS TO ELECT, CO-OPT OR CONTINUE ACCORDING TO SODC RULES. Mr Harris explained to Councillors that SODC had advised that the Parish Council can either continue to operate with a vacancy, or can co-opt a member. One of the volunteers – Mrs Heather Palmer who applied for the previous vacancy has again volunteered. Mr Harris proposed that Mrs Palmer be co- opted, seconded by Mr Goss, In Favour – 8, Against – 1. A notice will be displayed on the notice board confirming Mrs Palmer’s co-option. It was agreed that Mr Harris will write to Mrs McMaster to thank her for her efforts during her time as a Parish Councillor.

185/06 SODC HOUSING OFFICER’S SHORT BRIEFING ON AFFORDBALE HOUSING. Deferred until the next meeting.

186/06 SODC CONSULTATION ON THE PROPOSALS FOR HOUSE-BUILDING SITES IN THE DISTRICT, AND THE LARGE HOUSING DEVELOPMENT PROPOSED IN THE GREEN BELT IN HORSPATH. Mr Harris explained that the Parish Council had previously been asked to propose sites for future Housing developments. The Council’s response was that there were no sites available, only in-fill areas and exception sites for Affordable Housing. Along with two other Councillors, Mr Harris had attended one of the exhibitions held by SODC, and was informed that there is a large housing development site proposed for Horspath on a large area of farmland to the west of the village extending from the north side of the Cricket Field right up to Shotover Country Park. SODC had posted a copy of the consultation documents detailing this proposal to the Parish Council, requesting that they should be publicised in Horspath. It was suggested that a Public Meeting should be held for Horspath residents, but as the house building proposal was still in the pre-Application consultation process, it was decided that this would be premature. SODC is obliged to consider all proposals even if they do not conform to the Local Plan. SODC is requesting the views of Horspath residents, and has offered various different means for communicating these views. Councillors agreed unanimously that Mr Harris should write to SODC on behalf of the Council, strongly objecting to the proposal as it conflicts with SODC policies GB 1,2,3,4. Mr. Harris was asked to mention in the letter that Horspath Parish Council would nevertheless encourage Affordable Housing in the village, to meet the village’s own local needs for this type of housing. Residents are also to be encouraged to write to SODC with their comments on the SODC housing policy, as well as on this particular proposal in Horspath. Councillors will also complete the questionnaires on a personal level. Shotover Preservation Society has notified the Council that it will be objecting to this proposal, and has provided a copy of its latest Newsletter for the Council. Councillors also agreed that District Councillors Mr Bell and Ms Gray should consult with SODC on the way this proposal has been handled and the effect it has had on residents of the village. Mr Bell commented that Wheatley Parish Council does not have any strong views on this proposal, because, unless there are changes to Council policies, this proposal is unlikely to be approved.

187/06 CLERK’S UPDATE. Litter Bin – SODC Public Amenities will arrange for contractors to install an additional or larger litter bin outside the village shop, at a specific location to be agreed with the Council Burial Ground Funds – There is approximately £8000.00 remaining from the Burial Ground loan.

188/06 CHAIRMAN’S REPORT – Mr Harris attended the following meetings on behalf of the Parish Council.

7th October: ONCF Local Groups Conference, in Kidlington 9th October: Wheatley Park School Prizegiving 12th October: ONCF AGM, in Tubney. 16th October: Garsington POG2 Group, Garsington Village Hall 17th October: 2nd Preliminary Meeting, SEP EiP Panel and Participants, Reading Town Hall 25th October: OGBN AGM, Summertown. 26th October: HVSA site meeting with OFA's Site Development Manager Gavin Hawkey (+ BM & SG) 28th October: Village Green Working Party meeting with Andrew Pajek (with BM & CG) 1st November: HVHMC (committee) Meeting 3rd November: TV Energy's lan Bacon (with BM & SG) 7th November: OPT Executive Committee, Oxford.

2nd Preliminary Meeting SEP EIP Panel & Participants – Mr Harris reported on discussions with the SEP EiP Panel Secretary resulting in Horspath Parish Council being granted an opportunity to participate in the EiP Session 8B in Reading in February 2007. The chair at the discussion table will be shared nominally with the SODC OFA Forum, of which Mr Harris is also the Chairman, and he will therefore consult with other villages in the group. Mr Harris has already consulted SODC & OCC and has enquired of the cost of retaining professional representation for the Council at the EiP using a planning lawyer. The total cost is estimated at £30,000, but it could be reduced to approximately £7,500 if only one meeting was attended. A th Written Statement for the EiP will need to be produced for Horspath Parish Council by 20th January 2007. The outcomes of these discussions will determine whether or not the EiP Panel recommends to GOSE and to central government a review of the Oxford Green Belt, which Oxford City Council is requesting as a means for extending the city with “urban extensions” which, it claims, must be built in the Green Belt. Mr Harris agreed to represent the village at the EiP, and recommended that he should do so in liaison with other similarly interested parties such as the OGBN, CPRE, OPT, and The Baldons and Sunningwell Parish Councils. Mr Mayling proposed that Mr Harris should be invited to claim back from the Council any essential expenses incurred in connection with representing the village at the EiP. TV Energy’s Ian Bacon – Mr Harris attended a meeting with Mr Bacon, along with Mr Mayling and Ms Gray. Mr Bacon has suggested that the Council look at using energy efficiently in the proposed new changing rooms and pavilion for HVSA. He also suggested using a ground source heat pump, solar hot water heating, photovoltaic cells and a wind turbine to produce electricity. Mr Bacon will send the Council a detailed written report in December. Free Trees – 108 free trees have been ordered from SODC Forestry Dept for the Bowley Field. Village Website – Mr Harris is waiting for a reply from Mrs Christine Lightfoot at SODC about a possible oxnet website for the Parish Council. Slabs in the Burial Ground – Following the Council’s decision, Mr Harris has instructed Robert Gray to remove the uneven concrete slabs from the Burial Ground path, as the first stage of work to make access safer for visitors. Play Area/Village Hall – A new drain cover has been ordered for the Play Area, and a drain grill and a wall vent grill have been fitted at the Village Hall, as recommended in the ROSPA report. Horspath Survival Plan – Mr Harris has liaised with Anton Nath of ORCC about developing a plan in the spring of 2007, to find out exactly what residents in Horspath want, by way of a detailed questionnaire. Lots of volunteers will be needed to carry out this questionnaire survey. Oxfordshire Rural Forum – Mr Harris has liaised with ORCC about the first Oxfordshire Rural Forum on 29th November to be attended by Mr Harris and Ms Gray.

189/06 REPORTS/UPDATES Wildlife Conservation Area – The hedge has been reduced near the entrance gate, and a major clearance of the paths will be started on 11th November. Once the path on the south east boundary is cleared and repaired to accept small vehicles, aggregate will be ordered and transported to the top of the slope for necessary path repairs using a 750kg dumper truck and a 750kg tracked digger, to be rented from Buildbase. To date a total of £530.00 has been spent in the Conservation Area, Councillors approved a further £300.00 to be allocated to complete the paths. Village Hall/Play Area Mr Mayling reported that there has been more vandalism in the area and evidence of under-age drinking taking place. The patio area was recently littered with broken glass which volunteers removed. The drain pipes on the Scout Hut and the Village Hall have also been damaged. Mr Mayling suggested that flood lighting be installed and part of the roadside hedge removed to make the patio area more visible. A volunteer working party has been arranged for 18th November, under the supervision of Mr. Bob Hamlet, to carry out repairs made necessary by this damage. Councillors agreed for Mr Mayling to purchase anti-climb paint, pipe shields, and display notices to be used around the Village Hall. Mr. Hamlet will source other fittings required. Mr Mayling mentioned that the anti-freeze in the tractor needs to be checked, and recommended that an oil drum be used to dispose of diesel. 190/06 HORSPATH PARISH COUNCIL WEBSITE Mrs Heather Palmer offered to look into different websites used by different villages. These details will be circulated to all Councillors and further discussions will take place at the next meeting.

191/06 ROAD TRAFFIC SPEED & ROAD SAFETY IN HORSPATH: MOTION FROM MR R. HAMLET:- Horspath Parish Council should formally require Oxfordshire County Council to provide a mobile speed camera in Cuddesdon Road without delay, and respond to this Council's most serious concern that the traffic management along this current "rat run" through Horspath is so inadequate that a fatal accident in Horspath is now regarded as a very high probability."

Councillors voted unanimously that the Parish Council request that OCC replace the chicanes along Cuddesdon Road with two permanent speed cameras, as well as phasing the traffic lights to reduce the congestion. It was also suggested that a traffic sign be erected in Oxford Road directing traffic approaching the Ring Road to use all the three lanes available. Mr Harris to circulate the draft letter by email before it is sent to OCC.

192/06 T-MOBILE (UK) LTD – CELL 53731 – PROPOSED BASE STATION TO PROVIDE COMMUNICATIONS TO THE HORSPATH AREA. (a pre-Application consultation) Mr Harris has inspected the two proposed sites at Manor Farm, and recommended that any application that is submitted should be for one mast on one restricted small site, and added that his own preference would be for the mast disguised as a dead tree, well away from residents’ houses. It was also suggested that the Bowley Field could be an alternative location for masts, which might then bring income to the Parish Council. Councillors voted unanimously that Mr Harris should write to T-Mobile stating that in principle there are no objections to the proposed sites, however, there are some concerns about the sites being close to a residential area, and inform T-Mobile that the Parish Council also owns land in the area which they may be interested in.

193/06 PROPOSAL TO INSTALL WOODEN BOLLARDS TO PROTECT THE VILLAGE GREEN NEAR THE POST OFFICE – Report of the working party on scheme design and costs. Mr Harris, Mr Goss and Mr Mayling met with Sheepwash Fencing to discuss the wooden bollards, who recommended that 6 inch square posts should be installed with reflectors. It was agreed that two more quotes will be obtained and then the work will proceed on one of the quotes.

194/06 COUNCIL TO DETERMINE THE NEXT STAGE IN REPAIRING THE ACCESS FOR PEDESTRIANS WITHIN THE BURIAL GROUND. (Letters from Rev Cowles and Mr Gray). A letter has been received from Rev Cowles requesting some sort of path inside the burial ground for use by wheelchairs, as he is concerned that during wet weather conditions, the land will become waterlogged making it very difficult for people attending funerals or visiting graves. Mr. Don Gray has carried out research on different options available and suggested that ACO Ground Guard would be the best long-term solution. Mr. Harris suggested supporting the grass by embedding a plastic grid in the top soil, a solution which is widely used on grass paths elsewhere by SODC, costing £175.00 per 30metres x 2 metres long roll. Mr Mayling stated that this item was discussed and a course of action was agreed at the October Council meeting, therefore there was no need for further discussions to be taking place. The Parish Council will continue with original plans and request that Robert Gray removes the existing slabs and stones and replace them with top soil and plant grass seed in the spring.

195/06 RESTRICTING PARKING ON THE VILLAGE GREEN – Ref Minute No. 178/06 AOB c. Mr Harris stated that this matter is already being dealt with by the Parish Council installing bollards around the Village Green. Mr Hamlet stated that as letters have been sent to some residents in Oxford Road regarding the Recreation Area, similar letters should also be sent to people who are parking on the Village Green. Mr Mayling suggested that a general letter be sent to all residents around the Village Green asking them not to park their vehicles on the Village Green.

196/06 INSTALLATION OF THE HORSPATH CHRISTMAS TREE ON THE GREEN The Christmas tree will be delivered on Sat 9th December 2006 by Mr. William Pettigrove. A tree 20 feet high has been specified by Mr. Harris. Mr Gray has volunteered to sort out the lights, and will purchase for the Council any extra lights deemed necessary

197/06 PUNCH TAVERNS – LEASE OF THE LAND ADJOINING THE CHEQUERS INN. Punch Taverns has requested permission to transfer the lease, together with the responsibility for the maintenance of the Chequers Inn Car Park over to the Licensee. Mr Horsley stated that any changes to the lease would need to be approved by the Charity Commission. Mr Horsley will study the original lease and then draft a letter to Punch Taverns, to be circulated by email before being sent.

198/06 PROPOSAL FROM THE CHAIRMAN TO REDUCE THE DURATION OF LONG COUNCIL MEETINGS by asking for some regular reports to be submitted in writing and circulated in advance, wherever this is possible, and for only those reports which require Council decisions or which prompt queries, to be treated as Agenda items for discussion in Council meetings. A summary of any report submitted in this way would still be published in the Council Minutes - Councillors voted unanimously in favour.

199/06 EXTERNAL AUDIT REPORT FOR YEAR END ACCOUNTS 2005/06. The External Audit has now been carried out. There were no matters which came to their attention which required the issuing of a separate ‘additional issues arising’ letter. The Annual Return for 2005/06 has now been approved and accepted by the Parish Council.

200/06 CORRESPONDENCE a. OCC – 2005 Casualty Report 2006/07 Road Safety Plan.* (Passed to Mr Harris). b. Open Space – Newsletter Autumn 2006.* c. OCC – Review of Supported Bus Services, Wheatley, Thame & Watlington (Copy to Mr Harris). d. OCC – Proposal to Simplify Bus Fares on Supported Services. (Copy to Mr Harris). e. ERGA – Rural Housing – The Next Generation of Affordable Homes.* f. Thames Valley & Chiltern Air Ambulance Trust – Thank You Letter.* g. OCC – Newsletter October 2006.* h. OPFA – Annual General Meeting – Election of Officers & Executive Committee 31.10.06.* i. OPFA – Newsletter Autumn 2006. (Passed to Mr Mayling) j. The Wildlife Trust – Parish Councils & Wildlife. (Passed to Mr Harris). k. OCC – Annual Firework Poster Competition.# l. SOHA – 2006 Annual Report.* m. OCC – CAG Oxfordshire Newsletter.* n. SODC – South Oxfordshire District Council Site Allocations Development Plan Document – Issues & Options. o. Playground Services – Introductory Letter. (Passed to Mr Mayling) p. Wheatley Parish Council – Newsletter September/October 2006.* q. Thames Valley Police – Poster Competition.# r. OCC – Inspired Newsletter.* s. SODC – Minutes of a Meeting of the Standards Committee held on 19.9.06.* t. OGBN – Annual General Meeting 25.10.06.* u. OGBN – Newsletter October 2006. v. Wheatley Park School – Thank you notes from Amy Cranston and Aaron Kealy for prize giving donation.* x. Rev. Richard Cowles – letter about wheelchair access via a path in the Burial Ground. – Noted. y. Mr. D. Gray – letter about the path in the Burial Ground with attached product information and cost estimate on the ACO Groundguard system rendering grass areas load-bearing..(copies of this technical information to be provided by the Chairman at the meeting) z. Clerks & Councils Direct – Newsletter November 2006.* aa. Letter from Mr Dunstan, 10 Oxford Road, Horspath. – Clerk to reply to Mr Dunstan stating that the Forestry Officer from SODC has recently inspected the trees and has reported that there are no safety concerns, but if he wants to have some of the crown removed, the Parish Council may agree to this but it would have to be at his own expense. * original held by the clerk, copy available on request. # displayed on village hall and village noticeboards.

201/06 PAYMENTS

Chq To Whom Paid Details Vat Total £ 1680 Southern Electricity Power Supply for Xmas Tree 2.50 17.91 1681 Buildbase Materials for the Village Hall 1.67 11.19 1682 BDO Stoy Hayward External Audit 2005/06 61.25 411.25 1683 Buildbase Materials for the Village Hall 6.76 45.41 1684 PWLB Burial Ground Loan 3,164.94 1685 Mr Rob Gray Grass Cutting Burial Ground 180.00 Grass Cutting Village Green 180.00 1686 Mr B Mayling Diesel for tractor mower 10.00 TOTAL 72.18 4,020.70 202/06 RECEIPTS Date From Who Received Details Total £ 19.10.06 Stagecoach Oxford Rent for Sept – Dec 06 325.00 3.10.06 Rev Cowles 1 X Burial 225.00 4.9.06 Barclays Interest Bus Prem Acct 5/6/06 – 3/9/06 75.60 4.9.06 Barclays Interest Bus Res Acct up to 1/9/06 30.99 22.9.06 SODC 2nd Instalment of Precept 18,750.00 TOTAL 19,406.59 203/06 AOB a. Mr Martin reported that the edging on the road between Littleworth and Horspath is wearing away. b. Mr Hamlet reported that the street light No.2 on the corner of College Way/Manor Farm Road is still not working. Clerk to report to OCC. Public: c. Mrs Gray stated that she is not happy about the T-Mobile telephone masts being sited in the village. Mrs Gray is a T-Mobile customer and has no problems with using her phone in the village. d. Mr Don Gray stated that the Parish Council’s decision to grass seed the Burial Ground path will definitely cause more problems in the future as there is standing water in that area after wet weather. e. Mr Roger Bell agreed to take up the process of site allocations for Housing Developments with SODC, on behalf of the Parish Council. f. Mrs Palmers asked if a copy of the minutes is displayed on the village notice board. – Mr Harris displays the minutes on the noticeboard after they have been amended, approved and signed at the Parish Council meeting. g. Mrs Tasker reported that many parents use the Chequers Inn Car Park when collecting children from the school bus.

204/06 DATE OF NEXT MEETINGS. Parish Council Planning Meeting – Tuesday 21 November 2006. (To be confirmed). Horspath Parish Council Meeting – Tuesday 5 December 2006.