HORSPATH PARISH COUNCIL Minutes of the Annual Parish Council Meeting held on 1st August 2006 At 8pm in HORSPATH VILLAGE HALL.

Present: Mr M Harris (Chairman), Apologies: Ms A Purse (County Mr D Horsley, Mr B Mayling, Ms S Gray, Councillor), Mrs P McMaster Mr C Goss, Mr B Hamlet, Mr P Dobson, Mrs H Kogel (Clerk) Mr A Martin, Mrs L Bushnell, Mr C Whitlock Public: 5 Mr R Bell (District Councillor)

122/06 APOLOGIES FOR ABSENCE – Apologies were made on behalf of Mrs H Kogel, Mrs P McMaster and County Councillor Mrs A. Purse.

123/06 MINUTES FOR APPROVAL Minutes of the Parish Council Meeting held on 4 July 2006 were amended and accepted unanimously.

124/06 MATTERS ARISING. Item 107/06 Letter regarding 2 houses in Oxford Road was read out and checked for accuracy. Item 87/06 The issue of Stagecoach’s repeated failure to meet Health & Safety requirements was discussed. It was decided that the Council should invite a visit from the Health and Safety Executive. Mr Harris will consult the Health & Safety Executive, and will write to Stagecoach advising them that a formal complaint will be made to the HSE if remedial action to repair the perimeter fence is not taken immediately by Stagecoach. Item 87/06 Repairs to pavement at the Queen’s Head and Methodist Hall. Some repairs in the village are completed, but these two have not yet been undertaken. OCC have been reminded. Item 115/06 Protection of the Village Green near the Shop. Posts in Holloway are recommended by Mr Mayling to solve this problem. OCC have refused to accept responsibility for the current posts and they state that any new bollards should be at least 50cm from the road. The Parish Council will consider putting in oak posts with reflector lights, but will consult the insurers first.

125/06 PLANNING APPLICATIONS. P06/W0555 Steep Hill, Cuddesdon Road, Horspath Erection of replacement dwelling. Demolition of existing dwelling and associated buildings. (Drawings G23.05.01, 02A and 3a to indicate revisions to the proposed dwelling). No comments were made by the Council P06/W0660 70 Gidley Way, Horspath (Other) To create two new vehicle access points (amendment to planning approval P04/W0131 – Demolition of existing dwelling and erection of 2 No. detached dwellings with new vehicular access). Recommend refusal.The illegally removed hedge should be replaced by a mature hedge in its original location and there is no need for a retaining wall. No need for two accesses. Unanimous P06/W0673 The Orchards, 43 Blenheim Road, Horspath (Other) Retention of use of outbuilding as a dwelling house, on a temporary basis, until the first occupation of a permanent replacement dwelling house on the site. Recommended approval.Unanimous P06/W0729 85 Gidley Way, Horspath (Other) Erection of single storey rear extension. Recommended approval.Unanimous 06/01338/FUL 14 Craufurd Road, Oxford Two storey side extension. Conversion to 2 houses (1x1 and 1x2 bed). Alterations to access and provision of additional parking space. No strong view

PLANNING PERMISSIONS/REFUSALS/APPEALS. 06/01165/T56 Proposed Telecommunications Base Station at the Junction of Transport Way & Watlington Road, Cowley. Application for prior approval for siting and appearance of 12.5 metre high telecommunications monopole, shrouded antennas and equipment cabinet. – Prior Approval Required – Design Acceptable, Site not Acceptable.

126/06 CLERK’S UPDATE. The Clerk was absent on holiday.

127/06 CHAIRMAN’S REPORT. Mr Harris reported the following: 1. I have attended the Committee Meeting of the Oxford Green belt Network, and the Chairman Dr Ian Scargill has agreed to represent Horspath’s interests as a Green Belt village at the South East Plan Examination in Public, in the event that the Parish Council is not permitted a representative of its own. The general consensus view from other Green Belt villages is that the government will try to introduce specific legislation to push through the rapid expansion of housing in the South East, with little regard for the need to protect the special environment of rural villages in South Oxfordshire, or of Oxford city itself. 2. The Rover Sports & Social Club plan to re-locate on Oxford City Council’s Development Site 32 on the south side of Oxford Road is being prepared in parallel with several different outline planning applications by BMW to re-use the existing Sports field for a car body manufacturing plant. Horspath PC will have a chance to respond to the various plans and the proposed landscaping within the next month or so. 3. SODC has written to the Clerk offering a limited number of free trees, and I will copy this information to Donald Gray, for the Burial Ground hedges, and to Brian Mayling for the whole Village Hall site, so that we can forward some specific requests to SODC from our September HPC meeting. Related information from the same officer introduces the idea of Tree Wardens, which I will also copy to the same interested parties. 4. I have obtained from the Environment Agency the technical information requested on the state of the depletion of groundwater reserves in Oxfordshire, and it appears that the drought approximates to that of 1975-6 and may become worse before the winter. 5. I have provided Tony Richards with a detailed plan of the additional paving required in the Burial Ground to accept 4 bench seats, and he has provided a quotation of £400 for the work excluding the cost of slabs. I have also discussed this plan with the Vicar and one of the Churchwardens. Damage to the pathway inside the burial ground is to be investigated and mitigation measures to be recommended. The quotation is acceptable, and approval will be given for the work to start. 6. I have received a request from a representative of the owner of 2 The Green to re-route the Public Footpath further away from this house in the interest of increasing the security of that property and of public safety on the footpath. I have advised him that this is a matter for him to take up with the County Council, which will then consult the Parish Council. 7. I have held a site meeting on the Village Hall and Wildlife Conservation Area sites with Ms Anna Day, the Volunteer Coordinator for STAX, the Oxford Brookes University Student Union community volunteering organisation. I have said that we may in future have some one-day nature conservation projects in Horspath, such as path making, brush cutting or tree planting for which we would welcome any volunteers from STAX. The precise details of any projects will need to be agreed 6 weeks in advance. 8. We have received the new edition of Charles Arnold Baker’s text on Local Government Administration, which I will hold for the Council, and I will pass the 2002 Edition to the Vice Chairman. 9. The Clerk has received a Council Tax Bill for the former Scout Hut, and I have passed this on to Chris Goss to see if this error can be rectified by treating the former Scout Hut as part of the Village Hall.

128/06 REPORTS/UPDATES Wildlife Conservation Area No project work has been attempted apart from rescuing tadpoles from the dried up pond. The top path should be gravelled in the autumn as it is slippery when wet. Village Hall/Play Area Mr Mayling reported: 1) As far as the recreation, sports and Bowley field areas are concerned, during of the various improvements and cleaning-up operations that are taking place, due in great part to the efforts of Keith Books, it is of considerable concern that we are finding very large amounts of rubbish due to dumping and abuse of the area that has taken place over a number of years. Old bikes, glass bottles, bits of plastic, lumps of concrete and iron, the whole area was badly in need of some TLC! However, on the plus side, I believe the work that is going on now has greatly increased its popularity and number of visitors. This is of course is a very encouraging sign indeed. 2) One drawback however is that with these increased visitors, particularly the dog walkers, there is a noticeable increase in dog fouling. This is a particularly unpleasant and unhealthy practice and is a considerable problem. I intend to produce some notices warning dog walkers of their responsibilities and potential consequences of failing to clear up after their animals. I would ask everyone to be vigilant in this matter, I have challenged dog walkers as it is also wholly reasonable to expect to see anyone leaving the area with a dog, depositing the waste in the bin provided. 3) Our thanks to Bob Hamlet who once again has responded to our call and installed a water miser system in the men’s toilets urinals. The previous uncontrolled system was costing a terrific amount in wasted water and we thank Bob for his invaluable advice and support. 4) The Goats tickets will be on sale within the next few days (with David Horsley’s help with the printing of the tickets). I would advise anyone who wants them to contact me or Shirley Woodcock as soon as possible as last year quite a lot of people who didn’t get tickets were very disappointed. 5) Can I just say that anyone who came down to the Village Hall last Sunday could not fail to have been impressed by the thriving activities that were taking place. A first class cycle speedway meeting, the hustle and bustle of a very well attended dog show, and a cricket event that included many sides from within the village. It was a marvellous spectacle, a tremendous atmosphere, and credit to everyone who either organised or took part in any of these events. 6) Finally there is a meeting of the HVHMC arranged for next Tuesday when the Occupancy License for the HVSA should be finalised. Once completed, signed and dated, the HVSA will be on a proper legal footing. We will also discuss proposals for the sports facilities as set out below.

129/06 REPORT FROM THE CHAIRMAN ON THE MEETING WITH SODC SPORTS DEVELOPMENT OFFICER ON 24.7.06 ABOUT IMPROVING SPORTS & RECREATION FACILITIES IN HORSPATH. The Chairman reported that Messrs Harris and Mayling had both met with Ms Gabby Powell. She stated the need to produce a business plan for all future sports facilities including pitches and changing rooms. She said that we must have at least 4 changing rooms, each being capable of accommodating 15 people, in order to gain funding from Sport England. These might fit into the former Scout Hut. An officials’/umpires’ room, First Aid treatment room, disabled facilities and a tea room may also be required She will enquire whether there is any scope to reduce these requirements. The current high usage of the sporting facilities will look good and the overlapping of pitches will improve this. We will next consult the Site Development Officer of Oxfordshire Playing Fields Association (OPFA).

130/06 REPORT FROM BRIAN MAYLING ON THE PROGRESSION OF THE HVSA’S PLANS TO PROVIDE ADDITIONAL SPORTS FACILITIES FOR RESIDENTS OF HORSPATH. (A3 PLAN CIRCULATED). Mr Mayling reported: Following our initial consultation in August last year we had extremely good responses from the cricket and the men’s football sections. Both of these are now represented on the HVSA committee and through subsequent discussions we have developed a provisional plan of the facilities that they have requested. There is a vast amount of detail to be clarified before the plan is finalised but the plan which was circulated to Councillors gives a good indication of the current proposals. The plan might appear simplistic, but I assure the Council that it represents a very considerable amount of discussion and consultation. Martin Harris has produced sketches of pitch layouts following detailed consultations with representatives of the Football Association, The Oxfordshire Football Association, the Oxford Senior League and the English Cricket Board. We believe that the preferred plan makes the best use of the available area, conserves a large part of the Bowley Field for recreation and meadowland, and provides the opportunity to develop other activities. As you can see, the proposed football and cricket pitches overlap each other. While this obviously makes the best use of the available area, it also enables the cricket and football pitches to be built along the most desirable orientation for their particular sports in relation to the sun and reduces maintenance costs. It also provides the best possible location for the two activities in relation to the changing rooms and other facilities. We are also investigating the possible conversion of the old Scout Hut into new changing rooms and shower facilities, which in turn could free up space in the Village Hall complex to improve facilities there. It is hoped that we can put a greater emphasis on recreation as well as sporting activities, and the “Green Mile” which is currently under construction will be the first facility towards this initiative. The S.O.D.C. Sports Development Officer considers this a very important facet of this plan. As well as being something that greatly enhances the general appearance and environment in the Bowley Field it provides a very pleasant walking route and a circuit for joggers. In fact a circular route starting and finishing exactly at the end of the new fencing along side the recreation ground, all around the new path and coming back down the path from the new burial ground measures exactly one kilometre. A one-mile route will be developed by the inclusion of another part-circuit. It is hoped that these routes will be defined with directional and distance markers. It is not intended that the A3 plan circulated should be viewed as the final definitive plan. Naturally, should meaningful interest develop for other sporting activities, we would be very pleased to include them in any future plans. Finally, we are making a concerted effort to prepare the existing football pitch for the Horspath Men’s sides to play some pre-season "friendlies" on it. Chris Goss has applied a dressing to the grass, to generate growth and improve its general appearance and condition, and several of us are trying to repair the surface where it has cracked or where mole runs have collapsed.

131/06 REPORT FROM THE CHAIRMAN ON THE ROAD TRAFFIC SPEED & VOLUME DATA FOR OXFORD RD & GIDLEY WAY PROVIDED BY OCC DURING THE START OF THE ROADWORKS AT HEADINGTON ROUNDABOUT. (4 X A4 DATA SUMMARY SHEETS CIRCULATED). Mr Harris reported: survey of traffic shows an increase in traffic since the road works at the Green Rd Roundabout of around 51%. More than 6,000 cars per day were passing the Village Hall. Westbound 75% of vehicles are exceeding the 30 mph speed limit and Eastbound 40%. On Gidley Way the traffic Westbound was also faster than Eastbound. We need to continue to accumulate a database of any accidents. Mrs Bushnell has sent a letter to all the residents of Cuddesdon Road requesting that they report the details of any accidents to her, for relay to this Council. She also reported two accidents in July on Cuddesdon Rd. Residents have called the police in the early hours of the morning due to speeding vehicles and the police will put in a mobile speed camera at the earliest possible time. Traffic speed monitoring will be in 2007.

132/06 APPLICATION FROM THE ST GILES’ CHURCH PAROCHIAL CHURCH COUNCIL FOR A DONATION FROM THE PARISH COUNCIL TO MEET THE COST OF ARBORICULTURAL WORK REQUIRED IN THE CHURCHYARD. (Letter from Mrs Minshull). As neither the letter nor the quotations were received , this item was deferred.

133/06 UPDATE ON THE LAYING OF PAVING SLABS IN THE BURIAL GROUND. Dealt with under Chairman’s Report.

134/06 UPDATE ON THE PROTECTION OF THE VILLAGE GREEN NEAR THE SHOP. Dealt with under Matters Arising

135/06 INTERNAL AUDIT OF YEAR END ACCOUNTS 2005/06 BY MR B ROLLERSON. The report looks acceptable and Mr Harris will update the Parish Council’s Risk Assessment this year. No important corrections to the accounts are required. The Clerk will be asked to note various items in the audit report, including adding the Scout Hut to the value of the Council’s assets.

136/06 NON-DOMESTIC RATES FOR THE SCOUT HUT. Dealt with in the Chairman’s Report.

137/06 CORRESPONDENCE. a. SODC – SODC – Performance Plan 2006/07. (Passed to Mr Harris). b. Wheatley Parish Council – July/Aug 06 Newsletter.* c. Wickstead Leisure – Playground Inspirations. (Passed to Mr Mayling). d. OCC – Recruitment Advertising Campaign Leaflet.*# e. Charity Commission – “Make Every Move Count” Campaign. (Passed to Mr Harris) f. Earth Anchors Ltd – The New Cigarette Bin. (Passed to Mr Mayling) g. Thames Valley Police – Family Open Day at Thames Valley Police Museum on 12.8.06.*# h. Glasdon – Product Brochure.* i. Clerks & Councils Direct – July 2006 Newsletter.* j. SODC – Parish Digest July 2006.* (Sent via email). k. OCC – Newsletter July 2006.* l. OCC – Oxfordshire Newsletter Summer 2006.* m. OCC – “Our Choice, Their Future” Results from Survey. n. The Oxford Preservation Trust – Annual Report 2005.* * original held by the clerk, copy available on request. # displayed on village hall and village noticeboards.

138/06 PAYMENTS. Chq To Whom Paid Details Vat Total £ 1649 Mr M Harris Photocopying, Stationery & Post 172.20 Tractor Repairs 2.07 86.86 Conservation Area 66.77 Photocopying 64.92 1650 Open Spaces Society Annual Subscription 30.00 1651 LexisNexis Butterworth Latest copy of Arnold Baker 48.00 Publication 1652 OPFA Annual Subscription 25.00 1653 Allianz Cornhill Insurance Annual cover for Mower & Tractor 207.78 1654 Horspath Service Station Mower Fuel 0.69 4.66 1655 Mr/s Tasker Bus Shelter Maintenance June/July 06 113.30 TOTAL 2.76 819.49

139/06 RECEIPTS. Date From Who Received Details Total £ 5.6.06 Barclays Bank Interest Bus Prem Act 6.3.06 – 4.6.06 70.64 5.6.06 Barclays Bank Interest Bus Res Act upto 2.6.06 26.63 12.6.06 Stagecoach Rent for June 06 – Sept 06 325.00 TOTAL 422.27

140/06 ANY OTHER BUSINESS. a. Mr Martin asked about changes to local planning law, which are not yet published. b. Mrs Bushnell suggested that rubbish in Bowley Field could be cleared by Oxford Brookes volunteers. Comments suggested that this would not be a very attractive community project for them. c. Mr Mayling mentioned that the Ferguson tractor has been given a very thorough workout over the last couple of weeks, and Keith Brooks had incurred a lot of travel expenses to ensure that the necessary repairs could be undertaken. In view of this he proposed that this Council invite Keith Brooks to claim expenses on the basis of any receipts which he has, to reimburse him for at least the financial costs he has incurred while assisting all of us in these matters. This proposal was accepted unanimously. d. Mr Harris has completed a lengthy consultation questionnaire for the Council on Oxford City Council’s Core Policy, which provided the opportunity to re-state Horspath’s opposition to building any urban extensions to Oxford City in the Green Belt Public:- e. Mrs Palmer asked if the minutes are available to residents. Yes they are. f. Mr Brooks suggested moving the slab path in the sports field near the burial ground and reusing the slabs. Comments indicated that this would be a premature action when no sports field plans have yet been finalised or funded. g Mr Bell inquired about the sports audit at the meeting with Gabby Powell. Yes, this had been discussed. h. Mr D Gray asked if ragwort is to be removed – but it is not compulsory to remove this unless neighbouring landowners complain. Mowing annually before seeds mature was recommended. i. Mrs Tasker said that there is still unregulated parking on the Village Green. The Council will monitor this problem.

141/06 DATE OF NEXT MEETINGS. Parish Council Planning Meeting – Tuesday 15 August 2006. (To be confirmed) Horspath Parish Council Meeting – Tuesday 5 September 2006.